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Welcome

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  • Overview of the last couple of weeks

  • Any interruptions to our apps / Live Defects

  • Team going through what they’ve achieved during the last couple of weeks

  • Feedback from those on the call on what we have done (constructive criticism / praise / questions)

  • Collaboration with those on the call on what to do next

Please ask questions, that’s what this Review is primarily for - your constructive interrogation of what we’re doing:

  • out loud on the call - really, we’d appreciate you doing this!;

  • write in the Team meeting chat; or

  • fill in the post-Review survey after the call (for questions that occur after the call is over, or if you don’t want to ask the question during the call for whatever reason, and for letting us know whether the Review meets your expectations, or whether you have some suggestions for improvement)

Executive Summary:

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  • Live Defect(s) TSS - SMS limit exceeded which caused users issue to sign up/in to TSS

  • TIS Self-Service: Included a filter to prevent trainees with a role of ‘Placeholder’ or ‘Dummy Record’ being added to Self-service. Submitted forms can now be saved in data/time format and ordered by date.

  • Revalidation: Filtering backend work in production, bugs in “Draft” functionality are fixed and added GMC submission date in Recommendations

  • TIS: Addressing some security vulnerabilities

Live Issues:

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(the reason we include these is to be open and transparent about when our apps have been compromised, in order to confirm that we’re constantly iterating to improve performance, resilience and security of our Apps.)

key summary created updated status
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Incident logs

Dev team demo work completed during this iteration (last two weeks)

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Area

Description

Team Representative

Demo - from Prod URL where feasible

TIS Self-Service (TSS)

Prevent profiles being created for dummy trainees

Reuben Roberts

Some trainee records in TIS are used for testing or other back-office functions. We have included a filter to prevent trainees with a role of ‘Placeholder’ or ‘Dummy Record’ being added to Self-service, to avoid overloading our services (some of these dummy records have thousands of placements attached to them).

Sort submitted form Rs by date and time

Edward Barclay

Forms when submitted are now saved in a Date/Time format and ordered by date, this makes it a lot easier for trainees to find their most recently saved forms as well as for admins and developers to identify recent forms.

Before:

After:

Clean up duplicates trainee profile placements

Doris.Wong

The data request process for placements used to cause the placements to receive a generated ID instead of using the TIS ID, this has resulted in duplicated data within trainee profiles.

Now the data cleaning process is performed to de-duplicate the incorrect placement records, so only accurate data are shown in the profiles now.

78 trainee profiles are cleaned in total.

Before:

After:

TSS user feedback - issues setting up MFA (TOTP option): As a user I want the process of installing an Authenticator App to be separate from the time-pressured (within 3 min) step where the the TSS account needs linking to my app - so that I am less likely to make mistakes/need additional support.

john o

Live demo

Revalidation

Filtering backend upgrade deployed - programme name filter available

Cai Willis

Demo & Discussion

Fix actual submission date when a draft recommendation is created / updated.

Yafang Deng

when creating / editing a recommendation, the Actual Submission Date should be set empty until the recommendation is submitted to GMC

Add GMC submission due date to doctor's detailed record in recommendations

Steven Howard

Demo

Trainee Information System (TIS)

Resolve Security Vulnerabilities

Joseph (Pepe) Kelly & John Simmons (Deactivated)

“Smuggling Requests”

Reduced likelihood of “Denial of Service” attacks.

Objective Key Results (OKRs):

 Team goals and objectives

  • These have not been set yet.

  • However, we will continue to use OKRs as an approach to managing and communicating what our objectives/goals are.

  • These will be part of the way our product teams will work in the future.

TIS team update

 Update

  • We are running two product teams (trainee and admin focused). Ultimately, we will have a third product team.

    • Trainee Product Team > The product manager for the trainee side is Naz Akhtar, with Ade Olayia also a product manager but concentrating on COTS (study leave and course management)

    • Admin Product Team > We have no product manager for this team, so Rob Pink (TIS Lead) is covering this role in the interim. Eventually, we will have two product teams each with a product manager.

  • We have a large number of vacancies and new roles which we are working on. This will lead to three multi-disciplinary teams.

  • Changes and reorganisation of TIS continues, although we have tried to minimise impact and have maintained a good level of product development.

  • These changes will continue as we settle own alongside expanded teams.

Future of the Review
As we now have two product teams, this Review will be changing and we intend to run reviews based around the work of each team.

  • The Trainee Team will run a review every other Thursday starting Thursday 14th July.

  • The Admin Team will continue to run every other Tuesday, so next meeting will be Tuesday 19th July.

Note we may remove the calendar invites and re-issue new ones and change the way we communicate about the content of Reviews.

TIS interim roadmap:

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TIS Self Service Roadmap

TIS Admin Roadmap has not been visualised
> Our current focus is advancing the work on Revalidation.
> We have a range of future priorities (finance, archiving, document management, ARCP outcome, NIMDTA etc), and a need to continue improving TIS, so will be reviewing these over the coming weeks.

Feedback

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We really do welcome any feedback you have for us - whether it be negative or positive, or whether it be a suggestion of something we could try/incorporate in a future Review. We absolutely don’t want to stand still. We’re very happy applying the 12th Agile principle of ‘becoming more productive’ to our Reviews themselves! Your contributions to this survey are entirely anonymous, should you wish to include anything others might perceive as controversial. We welcome any and all feedback, as long as it is constructive!

Post-Review survey

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Jira issues: https://hee-tis.atlassian.net/issues/?filter=14213