Absence Management - Intrepid Leave Manager, Course Management & Teaching sessions Review

Teaching sessions appear to be a separate functionality within Educational Events, whereby an event can be created and finance recorded.

Similarly, Education/leave within Educational Events allow the recording of events and finance.

In addition, Course Attendance within Educational Events allow the recording of course events.

What is the distinction between the above 3 and how are they used in practice by the LO's? 

Good question. These are three manual functions that pretty much provide the same functionality.  

Teaching sessions allows for the creation of events that trainees attend many times e.g. in Core Medical Training the trainees must attend a minimum number of sessions of the total sessions run in order to gain their competencies.  The session is created on Intrepid with the dates of each individual sessions e.g. every wednesday afternoon for 25 weeks. The relevant trainees are attached to the sessions and when they attend this is recorded on their record.  If they can't attend this is noted with the reason why (annual leave, on call etc.). After the 25 weeks we can see who has reached the minimum attendance level e.g. 75% and who hasn't. 

Education/leave is for single instances of study leave and expenses (both estimated and actual) can be recorded.

Course attendance really does not need to exist as it is hardly different to the ed/leave function.

On TIS we have proposed that these three functions could be combined as there was never really a need to have three different functions to do the same thing.  As they are all manual ways of inputting leave we need to know from the Business Managers what the MVP for manual management of leave is. 

Teaching sessions are part of trainee's programme curricula?

Not strictly.  As mentioned above the teaching sessions can be used to deliver competencies to trainees. However they are not directly linked. Definitely not MVP, phew!

Does a streamlined dataset need to be recorded on TIS by the LO? If so, for which of the following to achieve MVP functionality? 

a) Study and non-study leave recording

b) Courses/Events/Exams

b) Approval of leaves

c) Expenses

d) Entitlements (Leaves and/or expenses)

Still to be agreed by Business Managers. For Ashley Ransoo Former user (Deleted) Alistair Pringle (Unlicensed) and Joanne Watson (Unlicensed) to discuss w/c 16 October

Alistair has spoken to Martyn Clarke (lead BM for study leave) who has recommended a light touch.

Do we need to record TOOT as part of absence management? If so, what needs to recorded for TIS. 

My understanding of TOOT is: It's recording of Time Out of Training and is considered to be part of Form R which is filled in by trainees ahead of their training. TOOT does not include study leave, annual leave, prospectively approved OOP (note from JW - the Training and Research kind is not included in TOOT - the Career Break and non training Experience kind is included in TOOT) and therefore considered as time taken outside of the trainees Leaves entitlement.

Its is also my understading that TOOT is currently recorded on Horus and Turas and not Intrepid, and therefore not MVP. Can this be validated?

JW response - TOOT is recorded in the Assessment/ARCP part of V10  and is needed in TIS in the same area. 

There is mention of Training absence and HR absence.

a) What is the distinction?

b) What type of leaves would fall under each category?

c) Is it MVP to be have that classification recorded on TIS?

d) Should the CCT completion date be automatically adjusted based on those leaves entries into TIS?

HR absence would include annual leave training absence does not.

training absence is any absence that could affect CCT date.

some automation of the cct date is desirable.

Courses can be classified as Internal and External. Internal courses does not require approval and are administered by the Trust. External  courses require approval of the Rota Coordinator as they are not administered by the Trust. 

Are Internal courses the same as Pre-approved coursed available to pick up from reference data when requesting a leave?

Leave of type 'other' are exceptional and not part of the pre-approved list. Pre-approved courses are either Internal or External and would normally be on the list available to select from.

If external course is selected, approval of the Rota Coordinator is required.

If internal course is selected, approval not required. E.g. courses delivered by HEE does not require approval.

If an exceptional request is entered, approval of the rota coordinator and Educational supervisor is required,

What would be more useful in TIS is to have a different approach to bulk upload of different entitlements to trainees. 

Not all local offices use the entitlement function so not sure if it will be MVP