Absence Management - OOP

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Description
As-Is User Journeys
Discussion and Assumptions
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Description

Below are the As-Is user journeys currently available on Intrepid V10. A review of the available user guides was carried out to establish the As-Is journeys. This has been separated out from Courses /Teaching Sessions and Study Leave.

As-Is Intrepid User journeys

Trainees (Out of Programme - OOP):

Create OOP applications and submit
- Select Programme to apply for an OOP
- Enter OOP Details
- Attach documents
- Accept declaration
- Submit Request
View OOP applications List
- View OOP application details
- Track progress of OOP application
- Send message to approver
- Cancel OOP application
- Generate Printable version of CN18

Admin (Out of Programme - OOP):

Is this an overlap with Leave manager administration?

Discussion & Assumptions

#	Question	Comment
2	What are the types of leaves that need to be recorded on TIS?	Sick leave, paternal leave, OOP, Study leave
5	What is a CN18 report in OOP?	It is a form submitted by deanery/LETB administrators for an Out of Programme (OOP) application on behalf of an applicant to the GMC. Is this still relevant for any type of OOP application? Do we need to record this on TIS? application of OOP via TIS is not currently MVP for TCS but will likely be dealt with by the trainee UI post April.
6.	What is the difference between OOP requests and leaves requests (Leave Manager) submitted by trainees? Is the approval process the same?	OOP is a separate process and the recording of this is managed by placements.
7	What is the difference between OOP leaves approvers and study leave approvers? Are their processes any different in the approval chain?	OOP is a completely separate process requiring a form to be signed off by the TPD
8	What's the distinction between OOPC, OOPE, OOPT and OOPR?	OOPT Supports trainees in undertaking clinical training which is not a part of the trainee’s specialty training programme. Trainees applying for OOPT may apply for this period (or part of the period) to count towards their CCT date. A supporting letter from the Royal College or Faculty / JRCPTB / JCST must be submitted with these applications. OOPR Supports trainees in undertaking a period of research. Trainees applying for OOPR may apply for this period (or part of the period) to count towards their CCT date. A supporting letter form the Royal College or Faculty / JRCPTB / JCST must be submitted with these applications. OOPE Supports trainees in gaining clinical experience which is not approved by the GMC, but which may benefit the doctor (e.g. working in a different health environment/country) or to help support the health needs of other countries (e. g. Médecins Sans Frontières, Voluntary Service Overseas, supporting global health partnerships). The period of time taken OOPE will not count towards training and the trainees CCT date will be adjusted accordingly. OOPC Supports trainees in taking a planned career break from the specialty training programme. The period of time taken OOPC will not count towards training and the trainees CCT date will be adjusted accordingly.
9	Does an application for OOP requires GMC approval? If so how is that supported in the approval chain?	For any trainee requesting OOPT or OOPR with time to count towards training, GMC approval is required prospectively, prior to the commencement of the OOP placement. HEE takes no responsibility for OOP applications that are submitted by trainees retrospectively and subsequently rejected by the GMC. If OOPT / OOPR is not counting towards training, GMC approval is not required. Nor is it required for OOPE and OOPC applications.
10	Is there any distinction between administration of OOP and Leaves?	There are separate user guides available for each of those but appear to be doing similar processes. Unable to check on Intrepid Demo.
19	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 understanding 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.
20	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.

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