Approvals

Page Contents:

Description
Scope
User Journey
Scenarios
Approvals - Field Validation
Related JIRA ticket links
For Discussion & Assumptions
Agreed Next Steps

Description

All training programmes should be approved by the appropriate regulator, College or other approval giving body or individual. In the case of GP programmes this also includes the practice site and trainer.

For MVP, this covers only GP sites and trainers.

Component TIS-645

Scope

MVP

For MVP, users will be able to record the approval type, start and end dates against a trainer person record - this in turn will inform whether a trainer can be assigned to trainees, programmes etc across TIS and whether sites are current for use.

Post-MVP

Manage site approvals

Define pathways

Assign pathway to trainer

Confirm trainer accreditation

Expiry notification

Manage site visits - TBC if in scope

Background

Current Usage

Location	Intrepid Used	Volume of GP / Practices	No Users	Comments
London & South East	Yes	TBC Sites 1327 trainers	2	Sites entered into Reference Table & Educational Events (site approval) Approval period (start/end) dates entered for Trainers
East Midlands	Yes	250 sites 550 trainers	3	Sites not entered into Intrepid Accreditation pathway aprovals for Trainers
West Midlands	Yes	464 sites 1321 Trainers	6	Accreditation pathway used for GPs Update site reference table with dates
East of England	Yes	600 Sites	3	GP / Trainer role is added to the system, use accreditation pathway Record approval date of a site in site reference table
North East	Yes	196 Sites 197 Trainers	1	GP trainer approvals done in accreditation pathway Approval dates recorded in the site reference table
Yorkshire & Humber	Yes	560 Sites 496 trainers	20	Speak to Helan Raynor on accrediation pathway << still required? Alistair Pringle (Unlicensed) Accreditation pathway used for GPs & Clinical / Educational Supervisors based in Trusts (3000+) Site approval via reference table
North West	Yes	700 trainers 500 sites	6	Recording trainer approvals Record site approvals Accreditation pathway
Wessex	Maybe	TBC Sites TBC Trainers	TBC	Clare Frances to confirm points of contact
Thames Valley	Yes	120/130 220	2	Speak to Barbara Gow (01865785583)
South West	Yes	TBC Sites TBC Trainers	2	TBC by Alice Brindle 01752676151 / Andrew Horton 01454252696 Accreditation pathway used for trainers & trusts not widely used across the team

Recommendation

Approvals is widely used for GP practices and others across nearly all Local Offices

Develop solution to support - the solution would entail allowing users is to enter periods of Approval into reference data for sites, however may be more complex for trainers and requires further investigation, as well as granting access to Trainers (see here)
All teams use Hicom supported service
Manual workaround - use email / spreadsheet system until a solution can be developed

User Journey

JIRA Tickets

https://hee-tis.atlassian.net/secure/RapidBoard.jspa?rapidView=13&projectKey=TIS&view=planning.nodetail&selectedIssue=TIS-645&quickFilter=48&versions=visible&selectedVersion=11700

Discussion & Assumptions

#	Question	Comment	Owner
1	what is a domain?	domains are defined by the GMC, standards required for recognition = domain (see link sent by James - http://www.gmc-uk.org/education/10264.asp <http://www.gmc-uk.org/education/10264.asp>	Alistair Pringle (Unlicensed)
2	what’s the relationship between accreditation pathway and domain?	An accreditation pathway sits under a domain as an evidence record, a single role can have muliple domains against it. An accreditation pathway constitutes of 1 or more domains. Domains are managed under reference data in Intrepid.	Alistair Pringle (Unlicensed)
3	what’s the report functionality purpose?	Allows users to pull reports on what approvals are complete etc.	Alistair Pringle (Unlicensed)
4	what are free CPD points? How are they used if at all?	Not recorded in Yorkshire & Humber local office	Alistair Pringle (Unlicensed)
5	what other evidence types are there?	custom [free text] / course [reference table list] /alternate [doc/meeting/teaching session]	Alistair Pringle (Unlicensed)
6	what does verify evidence bring up?	Approved / Partially Approved / Not Approved Course approval must be completed before entering into the system	Alistair Pringle (Unlicensed)
7	How are GP sites being catered for in reference data?	There's a site approval date section against each site on the site reference table UI.	Alistair Pringle (Unlicensed)
8	whats the impact of not knowing whether they have trainees assigned to a trainer?	Needs to be known, to ensure any risks of non-accreditation is managed	Alistair Pringle (Unlicensed)
9	is it necessary to view list of all evidences submitted?	Yes, a drop down would be helpful (se #6)	Alistair Pringle (Unlicensed)
10	do they need to be able to upload documents (see alternate)?	No documents needed for Y&H local office; any certification maintained by Trust	Alistair Pringle (Unlicensed)
11	should courses be linked to courses and events for trainees?	it looks like courses can be paid for by HEE (as course cost is a field)	Alistair Pringle (Unlicensed)
12	Who are the users that can manage accrediation pathway and domains?	Local Office admins and Trust admins	Alistair Pringle (Unlicensed)
13	What is the relationship between an accreditation pathway and role/s?	An accrediation pathway can be created with multiple roles	Alistair Pringle (Unlicensed)
14	What is the relationship between an accrediation pathway and a Local office/s?	An accreditation pathway can be associated with one or more Local Offices on creation.	Alistair Pringle (Unlicensed)
15	What is the relationship between site approval and trainer approval from an admin perspective/visibility?	Processes are different but managed by the same administrators very often (Quality teams)	Alistair Pringle (Unlicensed)
16	What is a Tracker and its relationship to a Site Visit?	Sites are approved after receiving 'Visits'. These visits can result in recommendations and the steps required to suffice the recommendation can be recorded in a 'site visit tracker'	Alistair Pringle (Unlicensed)
17	Do site visits need to be recorded?	I don't think this is necessary as visits are so interlinked with site approvals. possible that we can add a field or 2 if desired by the SMLs.
18	Who defines the "other" pathways? Do admins need access to the reference table to do this?	pathways and roles are interchangeable in this instance. Hopefully we can get agreement on a stable set of values.
19	Do we need any more roles than educational / clinical supervisor available to approvals system?	Yes
20	Are pathways now rationalised? ie. can the same pathways be used across all local offices? Do we need to rationalise them ahead of TIS launch?	we do need to look into rationalising these.
21	How do we display existing approvals? Read only? We may not show all fields, does this matter?
22	Do attendees complete a course per domain, or a course per pathway?	it varies. some courses satisfy multiple domains.
23	Should notifications be in scope? i.e notify that a supervisory's approval is coming up for expiry, notifications of site visits due, notification to supervisor?	not at this point as it can be dealt with via reporting.
24	what interaction was planned for intrepid for trainers and would it make more sense administratively for the trainers to complete these forms?	going forward i imagine the 'trainer ui' will be

Agreed Next Steps

Usage data validation
Review as is process for Advanced Approvals module
Review scenarios and write up in detail
Specify field validation changes & rules
refine stories to reflect user journey, scenarios and field validation