TIS Self Service - Less than full time training (LTFT) Research plan

INTRO

We recognise that there are challenges in managing the current LTFT process manually. Below are some of the High-level issues identified:

PGDiT are required to sign a copy of the LTFT when ?

Since this process began, we have found that this process creates a lot of extra work for internal HEE staff. We want to streamline the process to help reduce the administrative burden and help keep everything in one centralized location which makes it easier to track and manage.

OBJECTIVE

By the end of the research, we should have understood the current process (as is) from all users that interact with this process. We also want to identify all the pain points that users (Internal HEE staff, PGDiT and Deans) experience.

RESEARCH QUESTIONS (LoE)

NHSE LO Internal questions:

1. What are key interactions between HEE staff and PGDiT?

2. What are the problems and challenges they are facing?

3. What is the tool they use to carry out the process?

4. Who is involved in the process end to end?

5. What are key phases/stages of the process?

6. What are the communication your are sending out and when? (see the templates)

7. How long do the current process take start to end?

Internal - HEE local Admin, TPD questions (For review)

Section 1: Understanding the Current Process

1. What are the current steps involved in the LTFT application process in your regional office?

2. How are PGDiT’s informed about the LTFT opportunity, and what channels are used for the communication?

3. How are eligibility criteria and guidelines for LTFT application conveyed to the applicants?

4. What documentation is required from applicants, and how is it collected and processed?

5. What are the typical timelines for processing LTFT applications?

Section 2: Identifying Pain Points in the Current Process

1. Have there been any common issues or complaints raised by PGDiT’s in different region regarding LTFT application process?

2. Are there any bottlenecks or delay that frequently occur during the application process?

3. Are there any discrepancies in the application of LTFT guidelines among different offices?

4. What is the level of applicants satisfaction with the current process and how is it measured?

Section 3: Addressing PGDiT Needs

1. What are primary needs and concerns expressed by PGDiT during LTFT application process

2. Are there any specific support required for applicants with disabilities or specific circumstances?

3. Are there any additional resources or information that applicants commonly request during the process?

Section 4: Exploring Opportunities for Standardization

1. What aspects of the LTFT application process should be standardised across all regional offices

2. Are there any best practices from all regional offices that could be adopted as part of a unified approach?

3. What are the potential challenges in achieving standardisation, how can they be addressed.

PGDiT questions:

1. What does the LTFT journey look like?

2. When does the PGDiT interact with the service?

3. When and where do you interact with the service?

4. How are they communicated? What channels? In what style

5. What are the challenges and frustrations PGDiT face on their journey?

6. What do you think we can put in place to solve your challenges?

7. What are the barriers in completing the LTFT form?

8. Where in the process do we need to get the communication right?

9. What is important to PGDiT when it comes to communication?

10. What has worked well for PGDiT?

11. If we were to digitalize the process, how would you most likely access it?

12. If we were to digitalize the process would there be any challenges?

13. What is their current experience using TSS in Private beta?

External - PGDiT Questions (For review)

Section 1: Background and Motivation

1. Can you share your reasons for considering or applying for LTFT training? (e.g work-life balance, health reasons, caring for responsibilities)

2. How familiar were you with the LTFT application process before starting the application

3. How effective was the communication throughout the LTFT application process

4. What are your expectations and hopes regarding LTFT

Section 2: Current LTFT Application Process

1. Describe your experience with the current LTFT application process. What were the positive aspects, if any?

2. What were the main challenges you encountered during the application process?

3. How did you gather information about LTFT opportunities and guidelines?

4. Were there any areas in the process that you found unclear or confusing

Section 3: Pain Points and Frustrations

1. What were the most significant frustrations you faced while applying for LTFT?

2. Were there any delay or bottlenecks in the process that affected your application

3. Did you feel adequately supported during the application process? If not, what additional support would have been helpful?

Section 4: Needs and Support

1. What need or accommodations do you believe would have made the LTFT application process smoother for you?

2. How can the application process be adapted to better cater to your professional and personal needs?

3. Are there any specific resources or information you wish were available during the process?

4. What improvement could be made to the current LTFT application process?

RESEARCH METHODS

Internal stakeholder users (LO)

• Workshop

External Trainees (PGDiT)

• We will conduct 10 45 mins semi structured interview in person or remotely depending on trainees’ preference.

• We will select trainees with low confidence in technology from following groups

Low confidence

o   Over 50s

o   Current trainees that have completed a LTFT form

Language Barrier

o   EU gradation and

o   non-EU graduates

Geographic spreads

o   Broad spread from different regions

Access needs

o   Specific access needs? We might not include groups with access needs in this stage, we will revisit those groups in Beta.

We would record sessions and take notes and synthesize raw data into actionable insights.

ANALYSIS

TBC

TIMINGS

Stakeholder interviews

Post graduate dean interview

PGDiT

COMMUNICATION
Review session 

DELIVERABLES

·         Understanding of the current process

·         Identify all pain points from all users

Eligibility Criteria (SOP for LTFT signed off by the Deans and Business Managers)

Appendix A – National Data Set

The eligibility application process should include the following data set:

Personal Details

• Surname (used in training)

• First Name

• Other Surname (if different from surname used in training)

• GMC/GDC Number

• Email Address

• Phone Number

• Are you a Tier 2 / Skilled Worker Visa Holder?

LTFT Eligibility

1. Trainees with a disability or ill

2. Trainees (men and women) with caring responsibilities

3. Welfare and wellbeing

4. Unique opportunities

5. Religious commitment

6. Non-medical development

7. Flexibility for training and career development

• Proposed LTFT Placement and Training Plan

• Level you will be working at

• Name of Training Programme

• LTFT Start date

• LTFT End date (if known)

• Proposed Percentage

• Applicant Declaration