Placements - Feedback

Can we have an API between the eportfolio that would automatically update the placements from TIS to eportfolio. That would save the teams duplication of work as we currently put this into intrepid and eportfolio.

Can the Trusts (Med Staffing?) have access to TIS to update Educational / Clinical Supervisor. This would then sync via an API with the eportfolio and avoid duplication of work.  

Can the Royal Colleges/Faculties have access to trainee names, GMC number and NTN as a minimum to allow registration of doctors in that specialty?

The ability for trainees to review and query placements (if they have moved for example but we haven’t updated TIS). This should be in real time and not just at rotations.

Can we have a tool which forecasts your future vacancies based on CCT dates, average number of OOPs and maternity per year. This would be a guide for recruitment planning.

Can we have a tool that allows us to plan rotations into the future. This would be especially useful in GP and many of the core specialties. This would allow us to plan and see where a post has been decommissioned or is currently used by another trainee so you can plan a rotation for recruitment. This would also be beneficial to TPDs to allow them to plan their trainee’s rotation progression into the future and could potentially be shared in draft with trainees. This would help us meet the code of practice and allow trainees to plan where we propose they will be working in the future so they can plan accommodation, child care, travel etc. This would also allow trusts to forecast who may be staying with them longer than the current rotations (ie if they are staying in the same hospital for 2 years but the rotation occurs yearly).

Can we have a preferencing facility for rotations where trainees can request certain hospitals, specialties, geographical locations etc. This would again benefit TPDs as they would have information about constraints and requests.

Can we have the ability to communicate rotations with trainees and trusts directly. We would need the ability to work on the data in TIS but then publish it 12 weeks prior to the rotation date. This stops any additional processes and spreadsheets being emailed/sent to Trusts/Trainees.

Allowing trusts access to whatever placement management tool we develop is desirable. Agreed that we should try and eradicate additional processes and spread sheets which cause inefficiency.

ESR interface should assist as well to communicate placement details

Trainee UI will also inform trainees view their placement information

Rules in TIS which won’t allow 2 trainees in the same post unless LTFT. Other rules could be developed ie flagging up when trainees go over the recommended amount of OOP.

The initial approach we have taken is generally warnings rather than hard validation as Tom suggested. In my experience the hard validation can cause more problems than it solves especially with historical records. We can review this with SMLs when we release the placements UI for testing

Apply warning message to advise users that they are adding a 3rd user to a post

Matt Butcher, 12/10

Can a rotations schedule be built into TIS which would notify TPDs and staff when rotation deadlines are coming up? This would also generate any tools needed to plan rotations for TPDs and staff and drive notifications to Trusts and Trainees.

As I said above the intention is for complex reports to be managed by BI from the data warehouse. We could then allow users to run these reports as and when required potentially.

This should be treated as part of Reporting considerations / feedback Joanne Watson (Unlicensed)

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Can reports be built to allow teams to see errors in TIS, ie 2 trainees in the same post but not LTFT, no trainee in post etc

Can a report be generated per Trust which allows staff, TPDs, HoS and Postgraduate Deans to review where a Trusts are repeatedly under filled and may need intervention or if quality issues then the post can be transferred to another Trust.

Can we have a facility within TIS where we publish data, that way we can have a working database with information that is held for internal view only, and is then published (discussion needed on how this works) so that trusts see/generated in reports they run.

Not MVP.

Discussions have been held around a draft option to create placements in a holding area but this will likely form part of any future placement management development.

Angela Fletcher, 10/10

Lynn Bradley, 10/10

Amanda Barber, 10/10

The trusts will have access to TIS to support HEE.

I have been discussing the management of trainers within TIS and how we might support this after Accreditation pathway is removed. I see no reason why trusts should not be given access to manage this process while the same as above applies to the API with Eportfolio.

It’s unlikely that Royal Colleges will have access to TIS themselves but there may be an option to allow them to run their own reports. This is a requirement we will have to explore further.

A potential reporting consideration Joanne Watson (Unlicensed)

Within the trainee user interface trainees will be able to view the placements we hold for them at any time.

This sounds like something that would be dealt with by a reporting tool. We can nail down specific requirements and get the Business Intelligence team to write the code.

Not MVP for Admin UI capability, however possible via Reporting

While a placement management tool is out of scope for TCS and will not be delivered pre April it is my expectation that we will look to design and implement a much better version of the Intrepid placement management tool after April that will have many of the features you mention above and should be easy to use for TPDs and whoever else plans/maintains trainee placements.

Not MVP for Admin UI - this can be achieved via Spreadsheet upload which has not yet been developed but will be for March

This relates to a placement management tool and the trainee user interface. We will explore any functions that users deem helpful although this does sound like the logic required would be fairly difficult.

Not MVP

It is desirable that we have some sort of in system comms tool which could be used for notifications/ reminders and comms with colleagues.

Not MVP

We definitely intend to support data quality with indicators to give users sight of poor data.

Validation rules will be shared following the call for review, via the Field Validation

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Automated leavers processes still to be developed as part of post-MVP product development

Validation rules can be applied to restrict start/end dates depending on other factors

A data quality dashboard is planned for post-MVP, or possibly a function of Tableau - requires further discussion

Post MVP

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Post MVP

Sounds like it may have been a data issue. Do you have the post number you were trying to create a placement for?

Validation rules to be reviewed - it appears that drop down options MUST be selected, rather than typed in but exact match may not work consistently

Navigate to placements

I can navigate to Placements from a Person record.

Not easy to find, embedded in a trainees record (drop down menu also not obvious)

Discuss with SMLs - is this found to be the issue for many? 

When accessing a new screen it takes you to the centre of the page rather than the top.

Mike Richardson, Matt Butcher

Search placement details (search for either a person or post number)

I can see the Placement history for a Person.  I can see the Placement history for a Post but there are no column titles displayed.

No data to search. Need data to be able to test and agree confidence in sign off.

The specialty field is blank for all placement records on the placement list

Column headers to be added, new ticket required

Specialty field to be checked with Devs - this is a bug, it is not being displayed

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Create placement from person record

I can attempt to create a New Placement but get Access is Denied when I try to save it.

I tried to create a new placement. I filled in all of the relevant fields. When I clicked save, I received an error message stating “Access is denied”.

Placement creation button easy to find

Save – error message of access denied if I try to save. Is thi8s because I have entered values it doesn’t recognise? If so the errors need to be highlighted so they can be rectified. If not, then there is a bug with the save function. Essential for sign off.

Tried to save the placement, page now jammed with the calendars dropped down. 

GMC numbers should be populated, this is an error to be investigated- this is now being displayed

New fields can be added please confirm if there are any others than Specialty and NTN

Post number search – No intuitive, needs to be in order ie if you type in the regional code (LDN) followed by the trust (RGZ01) it doesn’t bring up the rest of the NPNs in any order (should be numeric/alphabetic)

Comes up with an error message when try to copy and paste NPN so have to type in manually

Search to be reviewed in general across site

Cannot C&P - add this as new ticket

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Grade – Do LATs still exist? Should that be removed as an option?

Grade – When searching it should bring up the search results in alphabetic/Numeric order ie when you type ‘specialty’ it brings up ‘GP specialty’ as the first option but I would expect that to be discounted from the search

Grades to be reviewed by Data leads for streamlining, possily due to inactive fields not being filtered out?

Search rules will be under review across the site

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Is this for placement type? If so:

Yes the list can be standardised, would need to be reviewed by Data Leads and confirm that only Current data is being surfaced to UI

Replace type ahead with fixed drop down to be discssed with Devs, but would need a more streamlined list

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Date from to – This is labelled as ‘Location’ on the page

Date from – You can’t choose a date further than 31/12/18. This is essential for programmes such as CMT, Foundation and GP where placements are planned in advance. Can’t sign off without this.

Date from and to – You can’t add a date in the past on the to box. Essential for sign off as you may need to adjust or add placements in the past.

I entered the date from 30.09.2018 and it automatically sets the status as current rather than future

Sub-heading to be reviewed (numbering changed, impacted sub-headers) new ticket to be created

Issue with dates you can select.

Status flag behaviour needs checking.

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Placement type - Some unexpected options – why do they need this? Could this list be streamlined/standardised. At the very least if you choose a LDN post number you should only be able to choose the agreed wording for that region to ensure consistency of reports in that region.

Drop down list for placement type would be helpful

Yes the list can be standardised, would need to be reviewed by Data Leads

Replace type ahead with fixed drop down to be discssed with Devs, but would need a more streamlined list

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Whole time equivalent – What are the arrows at the side for? They only allow you to choose -1, 0, 1 &2.

Whole time equivalent – the field should be restricted to only allow certain values (0.125 is not valid but can be entered).

Whole time equivalent – From my understanding anything less than .5 needs further approval, can a waring message show on this to notify more junior staff who may not know this. Anything less than .2 is not counted towards training I believe (induction and refresher scheme?)

Arrows dependent on validation - why do we need arrows? 

Validation can be added to allow any value between 0-1, to 1 decimal place, however this is not a priority for MVP

Display of warning messages is possible, new ticket(s) required

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Post MVP

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Status – What is this and how can you change this?

Status – Is this linked to the date from/to? Will it automatically update to current if set to a current date. ( put in a date of 01/01/18 – 31/01/18 and this automatically picked up the post status as ‘past’ but this should be current as todays date is 08/01/18.

Training description – What is this?

Training description - When bypassing this field record cannot be saved as the system indicates Access is denied. Unable to complete and add new placement. This field should not be mandatory

Free text field, non-mandatory used by some local offices to add context to the post/placement

Possibly due to permissions issue, should be revisited once fix is in place

Training description should behave as 'local post number' does. Being derived from the post.

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View/edit placements

When attempting to update a placement I get ID must not be null.  There is no field called ID to complete.

No data – Can’t test functionality. Essential for sign off.

When I open the placement details for a specific placement in the placement list, all the fields are blank. Even the ones populated on the placement list itself. I could not figure out how to delete a placement. I opened the placement’s details but there was no option to delete the placement.

Site ID reference data validation rules to be reviewed, possibly fixed by permissions fix

Permissions issue now fixed for create, still problematic for edit

Manage multiple placements

I don’t know what this means.

   Need more clarification of what you want us to test here.

·         No data – Assume I can’t test this without data – Essential for sign off?

I don’t understand why you are asking us to test.

Unlink placements

I’m not sure what Unlink a Placement means, and I can’t see where to Delete a Placement.

·         Need more clarification of what you want us to test here. Does this mean delete a placement?

·         No data – Can’t test functionality. Essential for sign off.

Unlink placements from what?

Tool tip / guidance may be required as "unlink" a placement is to remove a trainee from a Post, but is unclear

Not currently implemented

Data dependent on ETLs - they have been problematic, along with some permissions which will limit ability to test. Fixes underway.

Manage placements with slot share

Does this means add the same Placement to 2 trainees with a WTE < 1? But I can’t currently add a Placement.

·         No data – Can’t test functionality. Essential for sign off

·         Can’t see a function to do this when creating a placement.

·         If you pick a placement that is already occupied by someone in the date range you pick this should be flagged but not restricted to allow slot shares.

·         A report needs to be available to audit posts that have double occupancy but trainees are not LTFT/Slot share / WTE = more than 1.8 (ie 2x 0.9 slot sharing).

This is simply managed by adding the whole time equivalent details to placements. There does not need to be functionality built into the system that is more complicated than that and, thankfully, I can’t find any.

There was a permissions issue with creation of placements which has now been fixed. However editing placements is still being investigated.

As long as a WTE can entered for a value of <1, this should be possible

Placement end (automatic unlinking of post from person, where the placement end date has passed)

I don’t know how to test this.

·         More clarification needed.

·         Placement should still appear in trainee’s record even once date passed.

·         Unclear where to test this on the site

I don’t understand what this is asking.

This is a requirement but the user role "Trainer" (ie Clinical or Educational Supervisor) has yet to be created so it cannot be viewed as yet

The field has not been implemented as design - to be discussed with Devs

Could there be a discard function in case you start making a change an realise it’s a mistake?

Could we have a restore to previous details function in case of mistakes?

No data – created my own data for sign off

Can’t see a function to do this when creating a placement.

If you pick a placement that is already occupied by someone in the date range you pick this should be flagged but not restricted to allow slot shares.

Permissions issue

Flag posts in slot share

Reporting requirement

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