Discovery Wessex: Admin workshop

The table below is a collection of requirements, considerations, must have's and must not's, process, features and functionality gathered from workshops with Local Administrators for the 'Trainee Application'.

Workshop(s) feedback ordered by most recent date

Wessex: Admin workshop 28/05/19

Attendees

Nicky Adams: nicky.adams@southernhealth.nhs.uk
Joanne Halliwell: joanne.helliwell@iow.nhs.uk
Juile Mantell: Julie.mantell@poole.nhs.uk
Jenny Webb: jenny.webb@hhft.nhs.uk
Clair Francis: Claire.francis@hee.nhs.uk
Lucy Wyatt: lucy.wyatt@hee.nhs.uk
James Pillinger: james.pillinger@hee.nhs.uk
Brittany Bell: Brittany.bell@hee.nhs.uk
Sylvia Richards: Sylvia.richards@uhs.nhs.uk
Lisa Edwards: Lisa.Edwards@hee.nhs.uk
Mairi Hills: Mairi.Hills@hee.nhs.uk
Gemma Lush: Gemma.Lush@hee.nhs.uk
Matthew Hill: Matthew.Hill@hee.nhs.uk
Rachel Williamson: Rachel.Williamson@hee.nhs.uk
Jenny Albon: Jenny.Albon@hee.nhs.uk
Mike Richardson: Mike.Richardson@hee.nhs.uk
Jo Stevens: Jo.Stevens@hee.nhs.uk

User Groups with notes on what they thought they need (We worked through their top 4 key users)

Trusts Staff and Admins	TPD's	Educational Supervisors	PGME: Medical Education Managers Admin	HEE Data Analysts/IM	Admins: Patch, Deanery, Trusts	Trainees	Lead Employer	Reval Team	Dental	Auditors	Quality	Leave Approvals	Finance	PDU	Medical HR
Read-only Medical Staffing Finance	Read-only Limited access Would require training Trust issues	R/O	R/O	R/O	Full access Bi-directional information updates	Read-only Personal information needs to be editable Forms	Interactions R/O	Interactions R/O	Full access Bi-directional information updates	R/O	R/O	R/O	R/O	R/O	R/O

User stories created by Admins at the workshop

We asked the Admins to identify all User Groups they could think of. Choosing the key 5 from the large list above we asked the Admins to write a User story based around their needs.

'As a'	'I want to'	'So that'
Medical Education Medical HR Manager Admin Team	Have access to accurate information on trainees/placements in a real-time, up to date and easy to use system	I can be more efficient and well informed to be able to provide an effective service to trainees and trusts.
Trainee	Be able to use the app easily View essential details Find all forms in one place Use key functions that save everyone time	Spend time doing more important things There are fewer duplicate systems and processes I don't need to communicate changes with too many people in too many channels
Deanery Programme Team Administrator	Use one portal where trainees can easily and independently find the info and resources they need	Repetitive queries are reduced significantly and saves lota of time
Medical Education Manager/Admin PGME	Be able to see what has been done by other teams in the event of a query eg. ARCP notifications have been sent on a 'date' and 'to which trainees'	I can answer queries, work across teams, cover absence and prevent complaints
HEE Data Analyst/IM	See personal details and have the trainees view them and update them where appropriate	A more efficient process for both users and the support team

Domain feedback

Feature	Element	Interaction	Comments	Actions
Concerns	Data	Pain-point/concern	Who is in charge of data. TIS, e-portfolio, ESR?	We may need to address this in comms so that they understand what areas of the app may have different data owners? ie. Personal details, is this ESR or TIS?
	e-portfolio	Pain-point/concern	We are concerned around duplicates and e-portfolio. Why will the Trainees use both?	We need to check how the e-portfolio's
	Syncing to other systems	Bi-directional	The potential App needs to be bi-directional, anything that is not should be read-only and they are to refer to, not interact with	We need to make sure we consider support as a part of the road map
	ARCP sync	e-portfolio bi-directional	These need to talk to each other and any changes through the application	We need to check the road map around this
	Oriel & ESR	Bi-directional	These need to be updated/synced real time with the App and TIS	We need to check the road map around this
	Updates	TIS and other systems	How long will the updates take to appear in TIS?	We should make this instant
Notifications	Change requests	Links Prompt Acceptance/decline	There needs to be a real-time link between the Admins and Trainees if we introduce notifications. They also need to make sure they have different levels of control over these options	We need to investigate this as at the moment some Admins would like to have this and some prefer to have their trainees ask them first
	Exceeding limit	Doc manager	This is an issue they have with TIS at the moment, we need to make sure if we have a document manager that they have more than enough storage space (scalable version)	We can increase the storage allowance for users
	Trainee requests	Prompt	There may be a quick way for the Trainees and Admins to prompt each other to contact them	This would help with email chains and chasing each other
	Process	Ensure all parties involved in the loop	We need to ensure that for processes with multiple stages and teams involved if we use notifications, they too can see what is going on	We need to use notifications to simplify some issues, not cause more problems
	Accountability	Who is responsible for what?	We need to make sure that the notifications enable users and admins. But we also need to ensure that they are biding, ie. ARCP date is not optional. So if the trainees receive a notification for this, we need to ensure they can not use the notifications to try to avoid tasks	This will need to be identified as we go through each feature and work out where notifications may help or hinder
Leave	Study leave	Form and process	This may well be a simple form and prompt to Admins/Trusts, accept or decline solution	We need to look into what is happening with TIS
	Leave manager	Tool	This is a little more bespoke, so is essentially a way of managing all leave.	This would need to be scalable and may also include document manager
	Forms	Auto-generate Mandatory Optional	Can we ensure that we make the relevant fields Mandatory where they need to be? Also, auto-generate what we can to ensure we cut down on human errors	We can investigate these forms
	Guidelines	Read-only	Can we have some information around 'Leave' and Must do's, Must not's, Rules and Reasons for these rules	We need to get this from HEE and also think about having this for all areas for the trainees as they say they have little information on why they have to do certain things
	Educational supervisors	Details	Can we have access to the important people they may need to speak with around different leave	We can look at this as we are investigating a directory of sorts
	Maternity leave	Form and process	Can we share this in the application
	Expenses	Form and process	This will need some investigating with SBS, HR and probably other areas of the business	There may be value here as we could make this quite simple or link to expenses portal
Personal Details	Profile	Edit but only if bi-directional	Self-service to update their personal details. This should also alert the Admins.	Any changes made by the Trainees need to alert the relevant teams
	Prompts	Checklist	The Admins asked if they can send some kind of notification around asking trainees to check their details etc before ARCPs and other important processes	We can set up an instant alert to check details or contact their Admins
	GMC/GDC	Read-only	We must ensure that the Trainees cannot edit this	Make sure this is R/O
	Approvals	Important info	If the Trainee needs to change a Surname or something that has a large impact on their records we need to have a way that they notify the Admins who then approve this, maybe with a link for them to where this can be done	We have to make sure that we enable the Trainees to do what they need to do, but without causing issues with Admins
	Passwords	Reset	Allow the users to reset their passwords in their profile area	This could be investigated
	Access	Information	Who can access this, it would be great if we made sure that other teams who may need this information may have some kind of high-level access to this, and are informed when things change. Daenerys etc	We need to check this and make sure we allow access but only to the correct people
Assessments	Exam results	Read-only	A way for the Trainees to see all past exam results	We need to work out where this comes from
	ARCPs Reviews Dates FAQS	Dates FAQS	A way of showing this to the Trainees and a way they can interact with Admins over this when needed	Prompts, calendar dates, accept or decline alerts. Think Outlook and Google calendar for this?
	ARCP links to e-portfolio	Link	They asked about a link between these if the updates are not bi-directional	Depending on how the App will update data, we need to make sure that links are available to different systems where we can't allow the users to edit in the app
	Notifications	Interaction	They asked if we introduce notifications can these be set up to help with managing the trainee's assessments, dates, times, things they need to do.	We should talk around what 'Standard' messages they usually send to trainees around this. So we can possibly automate this for them
Placements	Posts Placements	Read-only	They would like to be able to give the trainees access to the information around their posts and placements	This should be a standard set of copy with maybe links where needed
	Rotations	Read-only	They asked about having rotations available to view	We need to investigate this
	Placement history	Read-only	They asked for a way for the trainees to access all old placements	This is already in Past placements in TIS, we need to give the users access to this
	Finance	Links	The admins asked for a way to link the placements to finance if the trainees need this?	We need to investigate this and what it would be used for?
	Contacts	Links	They have asked to have key people related to placements visible for trainees to access them from the app. Example: Trainee supervisors	This is something that the trainees have also asked about
	Notifications	Links	12 weeks notice for Trainees and Trusts	They need to set a timeframe around the placements
Forms	Form R	Auto-generate Syncing with TIS Create a form Edit form Sign & Date Preview older versions	We need to ensure that the following occurs: The form is autogenerated to cut down on human error The relevant people are informed if something changes on Form R - A and this must update TIS and other systems The older versions do not change if the template changes to a form	This will need to be investigated as to the different stages of the form process
	Period of Grace	Digitalise form	This could be something we can help with for trainees	Investigate the process
	In-complete forms	Notifications	Is there a way that the Trainees can easily be notified that the form is not finished	This may be a simple prompt for 'Accepted or Declines' by the Admin on receib=ving the form and reviewing it
	All forms	Mandatory and Optional	We need to make it clear which forms are mandatory and optional	We can review this and mark up which ones are which
	IDT LTFT OOP Act Up Study leave Annual leave Maternity leave	Read-only Edit Sign Approvals	Some forms automatically get sent on for further signatures and approval Some forms need a draft function Some forms once submitted become read-only We need to be careful on wording/language as some forms 'submitted' does not mean it is approved All forms need confirmation of receipt from both parties	We need to investigate each form

Gallery & Videos for Admin workshop

Post-its: Yellow - needs/wants/features | Pink: Pain-points/frustrations | Green: Value/function