People - Feedback

Following conversation (Former user (Deleted), Alex Dobre (Unlicensed), Joanne Watson (Unlicensed), Ashley Ransoo) had on Save behaviour, the understanding was concurrency/stale data message would only come up if 2 admins are editing the same section. This does not seem to be the case in the following scenario:

I was logged in as 2 admins at the same time. Both goes to the same person record. Admin A loads 'Personal data' section, Admin B loads 'Sensitive data' section. Admin A then makes a change to contact number and Save, followed by Admin B making a change to ethnic origin and click on save. Admin B gets warned by stale data error message.

Expectation:
Assuming that 'Sensitive data' and 'Personal data' are 2 different sections, as they load 2 different pages with different sets of fields, then the optimistic locking stale data error message should not appear in the above scenario.

Nb: This does not happen when editing and saving 'Personal data' and 'Qualification' sections for e.g.

Ticket up (IO)

TISDEV-2941

Is all the live data definitely pulling through from the repository as I looked for a couple of specific trainees and have had difficulty finding the records of them on TIS?

Examples...............Examples...............

Can't find trainees as search function isn't sharp enough................GMC numbers please.

Then look into potential missing trainees.....

Sinead Hannify

From the person record are you able to manage the status of the trainee or is this covered in a different group?

In the Field Validation doc we have shown that the Manage Record function is in the trainee record itself (JW 30.10.17)

However, this leads on to an interesting question - should a trainee's record me made automatically inactive when the Programme End Date is reached?  Question to be posted in People channel

After a name is selected via search how are the list of trainees organised? It doesn’t look to be in alphabetical order? This means if there are over 100 results and you can’t yet search by first and surname it’s difficult to find the trainee you are looking for.

Ticket up (IO)

TISDEV-2942

Sort on column headers

Ticket up (IO)

TISDEV-2943

Ticket up (IO)

TISDEV-2944

Ticket up (AR)

TISDEV-2945

Done but link to 2933 and3549

Ticket up (JW)

TISDEV-3053

Ticket up (JW)

TISDEV-3054

Chris looking into

Same query as raised by Sinead.  Issue with ETLs.

Asked for examples.

Fixed - cannot replicate at 15/1/18

But yes, this is good feedback.

Andrew Petherbridge, 15/11:

Ah, then we don't use it as far as I'm aware.

• click through to 2 pages and it freezes

• no records, but thousands of pages

Ify, 06/12

• create: why are initials required again?

Could we have your views on trainees Personal details with regards to 'Surname & Legal Surname' and 'Forenames & Legal Forenames'. Just wanted some clarification on who uses the 'Legal' fields and for what purpose. Is it a correct assumption to make that Both Legal Surname and Surname should hold the same values if there is no change to trainee's surname during their period of training? Likewise, for Forenames and Legal Forenames, should these have the same values unless changed during their training period or kept blank?

we use Legal Forenames/Surname for their 'legal' name (i.e. the one that's on their passport, driving licence etc.), and for Forenames/Surname we have their practising name (i.e. the name under which they're registered with the GMC). This means their 'main' name (for ARCPs, revalidation documentation etc.) is the name under which they practise as a doctor, but we also have their legal name (i.e. the other name they may be legally known as) for reference

we received a copy of the passport ID page as part of the new starter documents when doctors join a programme. Gwilym Williams may be able to provide more clarity on this though.

'Known as' is generally for other names the trainee may be known by, i.e. if they identify themselves (and therefore may be identified by TPDs) by a slightly different name (usually a shorter version of their name)

I think the legal names are auto-populated with the same details as forename/surname initially, but then can be amended later if necessary. No idea how 'Known as' is populated. I don't think we pay much attention to it in EM

The Known As is used ad hoc and populated manually as far as I know

The reason for two fields is that a doctor can register with the GMC under one name (lots of doctors don't adopt a married name for instance) but their legal name may be different and this is the one that needs to match for payroll purposes with the ESR interface.

New requirement - Need to be able to add multiple GMC/GDC numbers against a trainee/trainer record, with old one recorded as part of sensitive data (restricted).

Need to also ensure that the changes shown in the audit record can be restricted to only those colleageus who have access to the sensitive data fields

Ticket up

Conversation with People SMLs needed.

However is very much post MVP 

Does this sit better in the Programme OR curriculum tables - do we need to see it surfaced in People at all?

Need to review search function in system - queries relating to the search function have been raised in the Post feedback too. 

Will speak to devs and ticket up.

GMC API - meeting with Ashley on the 12/1 to discuss.

 Only GMC/GDC/PH numbers are now mandatory (also allowing for UNKNOWN and N/A) see point 48

 Saving a new Person record does nothing - dev chat and ticket up.

Value of UNKNOWN will be possible therefore issues like this should not occur.

Hover over function for Roles - other SML input?

Same feedback from Dave R at NE - will speak to devs about search function and ticket up.

Yes, will speak to devs about the surfacing of the ID on the person form and list and create ticket to get it removed

System does not allow for a value to be removed when it is a drop down (applies to both mandatory and non mandatory fields).Speak to devs and ticket up.

Ticket up - ETL issue?

Query why Tammy couldn't add a programme as function works on 11/1 - but this does link to the issue raised in the Programmes and Curricula SML call about local office users only having access to their local office programmes. When typing in programme it is impossible to know if you are selecting the programme that belongs to the users local office.

Alternative (interim) solution is to allow the user to input the programme number as this is local office identifiable.

Ticket up a filter on the role and owner columns - role may be difficult as there are so many of them

TISDEV-3553

See point 48

 remove validation on this field - ticket up (point 48)

inaccurate qualifications data coming through - ticket up for investigation

Programme membership info not being shown on People list - ticket up.....may be due to ETL issue or info not coming through from DR? Ticket up and check

Ticket up

Ticket up

Yes - ticket raised

Ticket up - but possibly not for MVP

TISDEV-2374 - manually assign NTN/DRN to trainee

TISDEV-3350 - Bulk assign NTN/DRN to trainees

In dev backlog 

TISDEV-3240 

TISDEV-3244

TISDEV-3378

TISDEV-3246

TISDEV-3709

unable to make any changes to a person record - save button doesnt seem to work.

Not sure if this is because of the mandatory fields not filled in? If so a lot of the fields that show as mandatory on TIS wont be populated when the data comes over from Intrepid which means cant edit the records. How were these mandatory fields decided? Think too many fields are mandatory as people will struggle to always populate these

Ticket up - Save function is not working.

Mandatory fields to be limited to Surname, Forename and membership number (allowing for values of N/A and unknown). Ticket up

Devs to investigate.

Could be ETL issue or these fields may not yet be available to us in DR

Ticket up

TISDEV-2955

Do the SMLs want validation in this area?

If so, what are the rules please?

Do the SMLs want validation in this area?

If so, what are the rules please?

Maria Kist

Apply common rule - remains grey when no changes are to be saved but goes pink when a change is made and needs to be saved?

Ticket up

TISDEV-3652

Maria Kist

Mandatory fields to be limited to Surname, Forename and membership number (allowing for values of N/A and unknown). See point - 48

Ticket up - contents of reference tables

Ticket up DoB dates

Review contents of Sensitive Data page (rename, move contents?)

For review and fix - ticket up.

See also point 31

Issue with save function - see point 33

Ethnic Origin and Religious belief reference tables not present 12/1 - JW

Add a new person record. I complete all the mandatory fields of Title, forenames, surname, initials, telephone number, email, address line 1, post code and mobile number. Press Save. (See sheet 1 for screenshot of completed fields). The page goes grey for a second looking like it was saving yet nothing has actually happened. You cannot navigate to another section of the person record. If you go back out of the person record and search for them the record is not present.

GMC start date - does this really need to be mandatory? A trainee has to renew every year as far as I knew. I don’t think deanery teams would have simple access to this information.

Issue with save function - see points 33 and 66

Reviewed mandatory fields - no longer mandatory

See point 48

Reference tables to be limited to current values only.

Feedback received from Posts SMLs also

Navigate to people section - I can navigate to and from the People section.

Search person - I can search but I don’t know which fields it compares my text to, eg it doesn’t appear to allow me to search for email addresses. Also Smith will return 1000s but John Smith returns 1 (surname St John Smith). We can’t page through 1000s looking for the one we want.

Updated – Clicking on the magnifying glass doesn’t appear to do anything, you have to press the return key.

Search rules need to be reviewed due to multiple issues across the site, tool tips/guidance would be helpful

Bug - magnifying glass should activate search - not so

View people list - Page navigation seems ok. I assume the initial order is by ID but once you have sorted it by Forename or Surname you don’t appear to be able to return to ID order. Programme filter doesn’t appear to work (doesn’t just show people on the programmes selected).

New ticket - alphabetic sorting on list and filtered list

Programme filter bug to be raised (it may not yet be implemented)

View and edit person record - Calendar always defaults to Jan 1 2018. Can’t pick years before 2008. Calendar won’t disappear unless you pick a different date. No visual indication that Save has worked (should be greyed out until further changes are made?) Headings (selected from dropdown) don’t fit in boxes. Got Access is denied when trying to add a placement.

What should calendar default be and where is this viewed?

Date should be made available prior to 2008, how far into the past?

Save rules updated and will be implemented imminently

Placements to be discussed separately, but thid was due to permissions error that has now been fixed

Having saved a new person record it doesn’t appear in the search list.

Person records can be created on an individual or bulk basis (not yet implemented), there may be a permissions issue which is why you cannot see the indivdual create journey trigger point.

OR

Link to 57 or general save issue

Remove a person record from a programme - Programme disappears when clicking on (-) icon which I assume you then should Save. But on exiting and re-entering the Programme Membership section the programme is still there.

Navigate to people section - works fine. No problems

Search person - Can search for person but by only using their first name or surname. Typing full name returns no hits.

Also, would be very useful to type first name and part of surname eg first letter of surname for a quick search. 

Search rules need to be reviewed due to multiple issues across the site

View people list - Will you be able to filter by ‘owner’ to narrow search down?

View and edit person record - Can view and edit fine. Would be helpful, in Programme Membership, for current programme to be at the top

Create a person record - Works fine

Bulk upload of people - not tested - function not built

Manage Oriel import of trainees - function not built

Remove a person record from a programme - Works fine

Search person -  Great when searching by GMC number.  Long list of names when searching by name that needs to be filtered, not as easy to use in this respect.

Can "Role have a filter button put on it, it would be useful to filter out all but Dr in Training.  Alternatively could the only records that show automatically be Dr's in training and a filter button added to search for anyone else?

View people list -  Seems to work okay.

Would be useful for all inactive trainees to be filtered out rather than having to choose this on the filter.  It would also be useful for a filter for local office.  Currently no information showing in records when clicking on them

N/A

New story - filter "Inactive" trainees by default from list pages

View and edit person record - Currently no information showing in records when clicking on them so can’t check editing works

Create a person record - Telephone number field won’t allow a space, will this be a problem when records pull over from Oriel if they have a space?

There is no GMC look up to check registration status and start date.

It would be useful to have a drop down list of Colleges if we are expected to populate this field.

Unable to save the record but presume this is so you don’t end up with lots of erroneous data.

Telephone number will be mapped correctly (Ashley Ransoo please confirm)

GMC lookup / automation to be discussed

New ticket - drop down of Colleges (from ref table)

Confirm Permissions on edit - may be impacting save actions for some users

Navigate to people section - PASS

Search person - There need to be separate search boxes for different fields (Surname, Forenames, GMC Number, etc.). Searching for everyone via one search box is impractical when you are searching for someone with the surname ‘Davis’ for example as there are hundreds of results. Searching for Ann Davis does not work though either to find Ann Theresa Kadkheeni Davis.

View people list - There is an “Owner” column for local office but it is not possible to filter on this column. The programme membership, training number, and placement details are missing from the search view. The programme filter does not work. It is possible to choose one or more programmes from the dropdown menu but the list of individuals does not reduce to those only one the selected programmes. The list of individuals displayed just stays the same.

Why is the ID relevant to display on the front end? Surely, this unique identifier is irrelevant to front end users.

Owner column should be filterable - new ticket or bug? TBC

There are only so many fields available in the list view, it will quickly become unwieldy so the coumn headers should be reviewed separately (Matt Leech to confirm what the max should be)

Programme filter does not work - does not limit the records based on selection

The rationale for showing the System ID is because there are (edge) cases whereby the user has both a GMC and GDC number, the design does not currently allow for the display of 2 numbers. If required, this can be reviewed.

View and edit person record - The GMC start date is mandatory and it is not possible to save the record without populating this field. This field should automatically populate via a link with the GMC register. Users do not know this information to populate the field correctly themselves. The calendar on the GMC start date field only goes back as far as 2008. The system should indicate that the save was successful.

Mandatory fields can be edited - GMC start/end dates if GMC is not populated

Automation is to be discussed, is this functional equivalence?

Update calendar so that it goes back further than 2008

Save rules amended across site, implementation is pending, but it includes save confirmation

Create a person record - The telephone number, address, and GMC number fields are mandatory. How do you create a person record for a practice manager who does not have a GMC Number? How do you create a record when you do not know all of this information? These fields should not be mandatory. I have put details into the GMC number fields but it is saying I still cannot save the record because the GDC fields have not been populated. If the GMC fields have been populated this means the GDC fields are not required for the record. As stated earlier, none of these fields should be mandatory.

I just created a new person with a surname of “Peninsula Test” and saved the person record. I cannot find this new person when a search for them in Person Search.

Requires further discussion with SMLs as only certain role types can be added to TIS i.e. Trainees and Trainers, does a Practice Manager fall within these role types?

Mandatory fields can be edited - remove telephone number, GMC/GDC number & address as mandatory

There appear to be generalised issues with Search functionality - to be reviewed with Devs

Bulk upload of people - There is no bulk upload option to test.

Manage Oriel import of trainees - There is no Oriel Import section to test.

Remove a person record from a programme - It is way too easy to accidentally click the (-) button and delete a person’s programme membership by mistake. At the moment though, the (-) function does not seem to work. When you click it the programme disappears. But when you click save and then re-enter the record the original programme membership details are still there rather than deleted.

Agree very easy to remove a programme from a trainee's record

How is this managed within Intrepid currently? e.g. is there secondary validation? Yes, user needs to confirm that the programme is to be removed.

Change a curriculum start date - When you change a person’s curriculum start date it automatically generates a curriculum end date that is nonsense. I typed in 01/08/2007 for the start date and it calculated the curriculum end date as 08/01/2007 which is before the curriculum start date.

Identify GMC number - The “ID” number listed after a person’s name at the top of the page should be their GMC or GDC or Public Health number rather than the system generated Unique ID. The Unique ID is irrelevant for the front end.

Are all the programme membership details correct? - The Training number is NULL for George Botros (6161385). This information is not pulling through from Intrepid properly.

General Navigating - The screen seemingly randomly went grey for several minutes at a time making it impossible to navigate anywhere. Appears to be system performance related. When I log out and log back in and try to navigate anywhere the same this occurs. The screen is greyed out and it is not possible to do anything.

Navigate to people section

It doesn’t look very user friendly initially due to the long list of all users on the main screen. I think once all the fields are completed on this screen (progamme etc.) it will look neater and therefore nicer to use.

Laura Waddups

11/1/18

Search person

Can only sort by name - It would be good if the Id column also had the option to sort too as I couldn't get back to the original order of trainees very easily

List shows all trainees with name searched by, but in no particular order, and by a mix of surname and firstname. Also if you then delete the name in the search box, the results remain the same in the list - it would be good if it automatically went back to the master list again once the search text had been deleted

Duplicate - see point 32 re inproving search functionality

Laura Waddups

11/1/18

View people list

I typed in Trauma and Orthopaedic Surgery in the progamme column and selected one of the options but nothing changed in the list of trainees I could see. Trauma and Orthopaedic Surgery is also there muliple times with no obvious differences in the programmes.

Duplicate - see point 50

Laura Waddups

11/1/18

View and edit person record

I could amend but it wouldn’t let me save without completing all the missing data fields that were there before me going in to the record – how have these mandatory fields been decided? This will mean we cant edit any records where we don’t have this information.

I could edit the GMC/GDC number but when adding a date, the calendars wouldn't disappear off the screen meaning I had the GMC start date and end date calendars open at the same time, blocking the fields below. I couldn’t get them to disappear without either exiting the record or clicking on a date. To delete the date, I had to highlight the date, then click backspace (as delete wouldn’t work) which then took me out of that screen and back to the master trainee list. When i re-entered the record, the change to the date had been made even though i hadn't saved it (as i had been redirected back a page automatically)

Nationalities are recorded multiple times on the drop down menu. I couldn’t save the record as there is no drop down for Ethnic Origin and it’s a required field.

I amended the name of a trainee within their record and while this showed on the main editing screen, the changes didn't then show within the master list of trainees

Duplicate - see point 48

Ticket up (and apologies for the frustration Laura)

Duplicate - see point 65

Duplicate - see point 57

TISDEV-3551

Laura Waddups

11/1/18

Create a person record

The fields are in a bit of a strange order - with legal forename followed by surname, and forname followed by initials and then legal surname. This doesn't make much sense when completing the fields.

It would be good if the initials box populated itself once the forename and surname box had been completed.

There is no option for 'Miss' in the titles box.

The telephone number can be added with only 3 numbers. The postcode can be completely made up.

Only the personal details option worked on the drop down - you couldn't add sensitive data, qualifications etc, even once the record was saved. I couldn't find the (saved) record once saved.

Navigation - will look into

Ticket up

Ticket up (add Miss to Titles reference table) but check why it does not match V10?

Try to replicate

Laura Waddups

11/1/18

Bulk upload of people

Not able to test

Laura Waddups

11/1/18

Manage Oriel import of trainees

Not able to test

Laura Waddups

11/1/18

Remove a person record from a programme

When trying to edit a programme membership record - An error message occurred with a sentence that didn’t quite make sense - 'Curriculum with id 85 does associated with programme'. In GMC 79144

Ticket up

Laura Waddups

11/1/18

115

Oriel Integration:

Just a couple quick observations.

There is no programme start date in the recruitment import template column which i'd expect to be there. Unless perhaps it's derived from curriculum start.

Ethnic origin for example is not a mandatory field, which I totally agree with, but it is currently a mandatory field on TIS. My hunch is it shouldn't be a mandatory field on TIS?

Tom de Salis:

Current Recruitment Import template doesn't have Programme Start Date, the system assumes Curriculum #1 Start Date (column AL) is the Programme Start Date. This also true when setting up a Programme Membership manually - Programme Start Date is not an editable field, you can only change it by editing the curricula followed

James Harris:

if TIS automatically determines the ProgrammeStartDate to be the same as the CurriculumStartDate then it probably isn't necessary to have a separate field.

AR:

Programme Start date should be automatically populated with Curriculum#1 Start Date - Ticketup

Andrew Horton

11/1/18

116

Oriel Integration:

Ethnic Origin - I would agree that it shouldn't be mandatory on TIS as I don't believe it is required that trainees declare this?

James Harris

11/1/18

117

Oriel Integration:

Minor point - please could the validation on the fields for TIS match the validation on Oriel? Currently, if we have to run an Oriel report and use the Recruitment import spreadsheet, we have to clean up the data in several columns before V10 will accept it

Tom de Salis

11/1/18

118

Oriel Integration:

This is something we could look into when creating the custom report to be run off of Oriel. I know exactly what you mean but do you have a few examples to mind to make it a bit easier to investigate?

Clarie LeHoux:

We have done quite a bit of work on the reference mapping between Oriel and TIS so will all be automated - will need to share this so you can all see how its working. I have also had a go at designing a custom report from Oriel with Ashley Ransoo can share with you all. Might need tweaking but its a start! I think it might be helpful to have a skype meeting so we can go through you all the work done so far and include your feedback

Tom de Salis

11/1/18

119

Oriel Integration:

For example, Nationality in V10 is British, French etc, but in Oriel it is Country pertaining to nationality ie UK, France etc

Claire LeHoux:

Tom de Salis Ashley Ransoo has done mapping of Nationality and Country and can share. The plan is for this all be automated as all this information will be pulled through from Oriel rather than having to enter it onto the recruitment import. This process will build in the mapping of the data between Oriel and TIS. 

Tom de Salis

11/1/18

120

Oriel Integration:

In theory everything should come through the Oriel import link at the moment, but for various reasons this hasn't been possible at certain points this year (e.g. UKFPO decided they weren't going to process their applications to offer accepted, or the Oriel programmes on the consolidated V10 being completely unfiltered and unusable). In these scenarios, we use the recruitment import spreadsheet as a backup

Ashley Ransoo:

Fom the new proposed process, Recruitment Import only needs basic details about the trainees, hence why we have included a new field called 'ApplicantID' which is the Oriel PIN in the import. The only mandatory fields from in the Recruitment import are Forenames* and Surname*. The rest if available from Oriel will be automatically brought across at the time of import. With regards to Foundation, if they are enabled to be extracted from Oriel in the nightly process, the similar proposed process would apply in importing the trainees.  

Tom de Salis

11/1/18

121

Oriel Integration:

I have raised on my feedback that there is an issue with the number of fields that are mandatory on TIS - lots of them shouldn't be mandatory as it is stopping us from being able to edit records as we dont have this info for lots of records on Intrepid and may not collate for everyone

AR:

Based on feedback received should we just use the same rules as Recruitment import template for the fields that need to be mandatory? i.e. just Surname and Forenames plus Legal Surname and Legal Forenames on TIS UI as these are needed for ESR.

Claire LeHoux

11/1/18

Navigation between TCS and Reval being looked to.

Need to have one URL only

Can only search one name at a time e.g first or surname, unable to find trainees when both names are added. Can also search via GMC.

Programme or post info not pulling through on search page however columns ther but info is blank. Makes it difficult to determine you have the correct trainee if a generic/ popular name. had to use GMC to find specific trainee and required an extra step of locating GMC number before I find trainee

View - Lots of blank IDs when the initial list brought up. unsure what order the names are displayed is when a name is entered into search. Doesn’t seem to by ID number, alphabetical surname or forename. Some difficulty in finding the correct trainees.

Would be preferable if the GMC number rather than the TIS ID number is displayed next to the trainee name at the top when viewing trainee record.

Very easy to edit all fields – feels too easy and that records could be accidently amended if rushing and clicking around the page. (like that you have to specifically select save to update. If a mistake made was able to navigate away from page without saving to undo overriding.

When adding programmes would be helpful if could make suggestions instead of having to type programme. doesn’t let you save unless the exact right programme is typed. (does state Programme name should be selected among the available options but no options given) even when I copied the programme name from intrepid was not able to add programme the filed was red

Predictive typing - raised in Programmes feedback and ticket raised

TISDEV-3554

Would be useful if the initials could pre populate if these are mandatory fields

Was able to type any number of digits into the phone number fields, like that the email address field recognises when an invalid email address is used, able to type any format of postcode.

Able to type any number of digits for GMC number.

When creating person record I was only able to complete the first page, not able to complete any subsequent information on the other person pages e.g sensitive info, programme info, qualifications

Record did not save.

Can only search on one name, either forename or surname – cannot put full name in

Can filter by status, could put forenames in alphabetical order.

Could search and edit – in theory a good thing that it would only let me save if there were no "red error messages" however please see feedback note below for ID5

Details please!

Known as field has typo – says know as

Good spot

Investigate and raise ticket

Couldn’t find anyone in a programme to remove them – happy to do this at a later date