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Scenarios


Process NamePP-1 NavigateComments
DescriptionUser can navigate to the People Section of TIS 
ActorsAdmins (Local office and Trusts) 
Pre-Conditions

Logged in

Security allows access to people records 


Post-ConditionsView people landing page 
Process Steps
  1. Search 'Person' is the default landing page for TIS
  2. Hover over 'People'
  3. Presents options to add new or import people 
 
Alternative FlowN/A 
RulesPage only available to those who have access to 'People' in their role 
JIRA Reference
 
Audit LogN/A 
Process NamePP2 - Search PersonComments
DescriptionUser can find a person or group of people as required
ActorsAdmins (Local office and Trusts)
Pre-conditions

Logged in

Security allows access to people records 


Post-conditionsView all or filtered people in a screen list (filtered list produced via defined filterable fields)
Process steps1. Enter search term [person surname, forename, maiden name, GMC/GDC/Public Health number]
2. Click search
3. Present search results		From People - Field Validation 
Alternative flowPP3 - View People List
Rules

Page only available to those who have access to 'People' in their role

Certain 'People' only available to those who have access in their role


JIRA Reference

Audit LogN/A
Process NamePP3 - View People ListComments
DescriptionUser can view a summary list of all people and be able to constrain/sort that view by certain filters; they should also be able to enter into a person record
ActorsAdmins (Local office and Trusts)
Pre-conditions

Logged in

Security allows access to people records 


Post-conditionsView all or searched people in a list
Process steps1. View table with column headers defined
2. Click into single line to view detail on a particular person
3. System presents detailed post view
  • Forename
  • Surname
  • GMCnumber/GDC number/Public Health Number
  • Programme
  • NTN
  • Current placement details (placement grade, placement specialty)
  • Current placement site 
  • Placement type
  • Role
  • Status
Alternative flowPP2 - Search Person
Rules
  • Error: page unavailable
  • filter on by default: user's local office
  • Other validation available on field validation table

JIRA ReferenceTIS-636
Audit LogN/A
Process NamePP4 - View / Edit PersonComments
DescriptionUser should be able to view a person record and edit as their permission allows
ActorsLocal office admins
Pre-conditions

Logged in 

Authorised user


Post-conditionsView all or filtered/searched people in a list
Process steps1. Click through from list view
2. View detail
3. Edit detail in field (including changing status to 'inactive')
4. Save
5. Close

From People - Field Validation 


Alternative flowPP3 - View people list
Rules
  • NEW allow some users access to only certain parts of the person record e.g. all apart from the sensitive data (See Admin User Management - Roles & Permissions DRAFT (WIP))
  • NEW activate all 3rd level navigation items on edit journey
  • NEW display tool tip to notify user that they can edit full record
  • NEW ineditable/blank Assessments if no Placements set - user can navigate to page, but cannot do anything on it (see here AS-1 Assessments - Scenarios)
  • Error message: only one user to edit a single person record at any one time
  • Rule: Must save before closing
  • Error: this GMC/GDC/Public Health number is already held by a person on this database

JIRA ReferenceTIS-636, TIS-207, TIS 130
Audit LogChange made - was/is
When
Who		Log changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP5 - Create Person (single)Comments
DescriptionUsers should be able to manually add an individual person record
ActorsLocal office admin
Pre-conditionsLogged in
Authorised User
Post-conditionsSearched for person in entire database (searched based on GMC, GDC, Public Health number or Surname)
Process steps

1. Select to add new person
2. Enter relevant field data 

3. User selects whether to assign a DRN or NTN
3. System autosaves details as they progress
4. User saves

From People - Field Validation (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required)


(IO) How do we differentiate between a medical trainee or other?

Alternative flowPP6 - Bulk upload of people
Rules
  • Error: Mandatory fields not completed
  • NEW NTN rules here People - NTNs | Scenarios & Field Validation (previously in Programmes)
  • Error: this GMC/GDC/Public Health number is already held by a person on this database
  • NEW Personal & Contact + Manage Record Fields must be populated to enable other sections (see below)
    • NEW Display tool tip notifying them that all fields must be completed in order to be able to complete the others
  • NEW hide all other 3rd level navigation items on create
  • NEW Activating save - on save click:
    • nok: present error message on save click
    • ok: display successful save message
    • keep user on record (they can decide to go back to list or not)

(IO) When should save button be made available? Discussed here but needs to be revisited (People - Field Validation | Activating Save & Errors)


(IO) what if there is unknown information, do we need to reduce the number of mandatory fields?


JIRA Reference

TIS 629
Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP6 - Bulk Upload of PeopleComments
DescriptionA user should be able to add a list of individuals to create multiple person records in one go

Intrepid Excel Template is Intrepid Recruitment Import Template v11.xls

For TIS, the only mandatory fields identified in the template are:

https://hee-tis.atlassian.net/wiki/download/attachments/60555422/Trainee%20import%20spreadsheet%2015.9.17.xls?version=2&modificationDate=1505489245345&cacheVersion=1&api=v2

  • Surname
  • Forename 
  • Role

The only roles would be 'Doctor in training' and 'Trainee'.

ActorsLocal office admin
Pre-conditionsLogged in
Authorised User
Post-conditionsSearched for person in entire database
Process steps
  1. Download the template from TIS
  2. Populate the spreadsheet with people records
  3. Upload spreadsheet
  4. System validates spreadsheet
  5. System creates new records based on spreadsheet values where they do not already exist on the system.
  6. System updates records where they already exist on the system.
  7. System presents a list of newly created records for review/update

From People - Field Validation  (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required)

Fields

People - Field Validation has a spreadsheet (bottom of page) that shows the fields 

GMC/GDC/PH number is the Unique identifier for updating records exist on the system.

Foundation trainees - If they do not have a GMC, a second source identifying the person would be the email address. 


Alternative flowPP5 - Create person (single)
Rules

Error: this GMC/GDC/Public Health number is already held by a person on this database

Error: mandatory fields not completed

Error: Structure of the template expected by the import does not match, i.e. file format/column names/order expected do not match

Error: Duplicate rows identified  in the spreadsheet

Error: Duplicate record of a person that already exist on the system to be validated against

Error message appears to let the operator know what the reasons for non import are. The errors should be corrected on the import spreadsheet before the import function is tried again.  It is possible to select records to be imported if some of the records are correct but the best course of action is to correct all inaccuracies and import the entire spreadsheet in one go.

The error messages should list the the rows and columns for failures. 

The total number of records that have been imported is shown to the operator.

Mandatory fields should be defined on the import spreadsheet to avoid the non import of records.

JIRA Reference

TIS-642

TISDEV-2579 - Getting issue details... STATUS


Audit Log

Who created the people record/s and when

Who updated the prople record/s and when

Log changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP7 - Manage Oriel Import of Trainees (This may not be required if all the required fields including Programme are mapped in the import)Comments
DescriptionUsers should be able to view a summary of recently imported trainee person records and edit the contents of each one 
Note of caution - the reference data in Oriel does not always match the values in Intrepid.  i.e. For the specialty if the Oriel value is "General Medicine" and the Intrepid value is "General (internal) Medicine", this data will not be updated automatically. This is the same for all reference data such as Title, Country, Grade, NTN, Nationality, etc.
Trainees may already exist on the Intrepid and therefore the existing record
will be update
ActorsLocal office admin
Pre-conditionsLogged in
Authorised User
Post-conditions

Process steps
  1. Validate that the trainees on the list are new starters in the local office
  2. Add mandatory fields
  3. Add additional required data (if available) e.g. NTN
  4. Authorise import of trainee details from Oriel into TIS
  5. Confirmation received of successful import

How do you currently view/edit import errors? Joanne Watson (Unlicensed)

Need to check this with colleagues who use the Oriel import

Alternative flowPP6-Bulk upload of People
Rules
  1. Update (do not create) when a person's record already exists in the database 
Where mandatory fields are not completed at time of import suggest a quality dashboard/data extract be produced to indicate the missing values in each person record
JIRA ReferenceTIS-715
Audit LogWho created the people record and whenLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP8 - Remove Person from ProgrammeComments
DescriptionUsers are able to update a person record to remove them from a programmeQuestion for SMLs is 'how can we show that a trainee has left their training programme without completing/achieving their CCT?. 
ActorsLocal office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditionsLogged in
Authorised User
Post-conditionsNavigated to trainee record
Process steps
  1. Update curriculum completion date and programme completion date
  2. The 'end date' of the placement the trainee is in at the end of their programme should be set to the same date as the Programme End date.
  3. Any subsequent placements that are linked to that programme and whose start and end dates are beyond the Programme End date to be deleted
  4. Save
  5. Exit

Alternative flowN/A
Rules

JIRA ReferenceTIS-636, TIS-216, TIS-204
Audit LogLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP9 - Leaver process (Manual?)Comments
DescriptionUsers are able to reflect in a trainee's record that they have left their training programme (non-completion of programme and completion of programme)Question for SMLs is 'how can we show that a trainee has left their training programme without completing/achieving their CCT?. 
ActorsLocal office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditions

Logged in
Authorised User

Navigated to trainee record


Post-conditionsTrainee flagged as Inactive
Process steps
  1. Change status to Inactive
  2. Automate removal of access to TIS 
Should this be automated only? Joanne Watson (Unlicensed)
Alternative flowN/A
Rules

JIRA ReferenceTIS-211, TIS-216
Audit LogLog changes to any of the field values and when and who made
the changes.
Visually presented to all
Process NamePP10 - Reporting  OUT OF SCOPEComments
DescriptionUsers should be able to configure and pull a report directly from TIS relating to specific requirements
  • Aggregated Trainee Data - TIS-363
  • Trainee Attrition - TIS-298  (a subset of TIS-363)
  • Trainees per Discipline - TIS-362 (a subset of TIS-363)


Dependency on Workshop to be held with Joanne, Ray & Rob - reporting likely to be centrallised outside of TIS

ActorsAdmins
Pre-conditionsLogged in
Authorised User
Post-conditions

Process steps

Alternative flow

Rules

JIRA Reference

Audit Log

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Slack: https://hee-nhs-tis.slack.com/
Jira issues: https://hee-tis.atlassian.net/issues/?filter=14213