User Stories and other feedback from workshop of 12/09/2018

Attendees

Stephanie Pinches -HCS
Jasbir Daine - HCS
Lisa Murphy - HCS
Louise Ayer -HCS
Chris Perkins - HCS
Mehwish Khan - HCS
Alistair Pringle - TIS
Matt Leech - TIS
Ade adekoya - TIS

S/N	User Story	TIS - Feature	Priority 4 - Highest to 0 - lowest (ticks received from workshop)	Description	MVP/Post MVP?	Acceptance Criteria	Comments
1.	As an Education Training Manager I want to be able to have the ability to report on trainees and how they are progressing So that I can use those that are doing well for events	Assessment /Reporting	0	To be able to run reports on the training outcomes from system Reporting tool will be required - Looking at access to Tableau?	MVP	Given [Current state] When [User action] Then [Expected outcome]	How do you measure trainee progress?
2.	As an HCS Administrator I want a system that records all outcomes of training in one place So that I can facilitates flexible reporting	Assessment/Reporting	1		MVP	Given [Current state] When [User action] Then [Expected outcome]	List of outcomes? MRP, ARP......
3.	As an HCS Administrator I want a flexible reporting feature So that I can support ad hoc and formal reporting requests	Assessment/Reporting	2	Reporting tool will be required - Looking at access to Tableau?	MVP	Given [Current state] When [User action] Then [Expected outcome]	Ad hoc Report Duplicate of 5 James feedback: TIS wouldn't at this stage be able to create them a truly 'custom' reporting feature. Instead we could give them the option to slice the data in multiple different ways We can make the data sources for the reports broad enough that they can then refine them to what they need
4.	As an Education Training Manager I want to be able to search for trainees by specialism, location, cohort, year in programme by HSST/STP So that the report can be in excel format	Programmes/Reporting	2		MVP	Given [Current state] When [User action] Then [Expected outcome]	Search training by what? Surname, forename...?
5.	As an HCS Administrator I want to be able to create custom report using fields in the system So that I can obtain data easily when requested; that is accurate and avoid duplicate reports	Programmes/Reporting	2	Reporting tool will be required - Looking at access to Tableau?	MVP	Given [Current state] When [User action] Then [Expected outcome]	Query database James feedback: TIS wouldn't at this stage be able to create them a truly 'custom' reporting feature. Instead we could give them the option to slice the data in multiple different ways We can make the data sources for the reports broad enough that they can then refine them to what they need
6	As an HCS Administrator I want to be able to add accreditation information to an employer/Post so that .........	Post	0	Need more information	MVP	Given [Current state] When [User action] Then [Expected outcome]	What sort of accreditation info? What FE field covers this? 11/10/2019: Alex- Not appropriate for this to be dealing with
7	As an HCS Administrator I want to see training Officers and Commissioners details as a multiple entries/records So that ........	Post	0	Need more information	MVP	Given [Current state] When [User action] Then [Expected outcome]	What sort of info? What FE field covers this? 11/10/2019: Alex- You can't do this on the contact list
8	As an Education Training Manager I want to be able to search/find training officers linked to specialisms and in specific location with email address So that I can report in excel format	Post/Reporting	1		MVP	Given [Current state] When [User action] Then [Expected outcome]	Search training officer. Can the search for trainee work for this? TIS question to answer
9	As an HCS Administrator I want to see whole trainee pathway so all information in one place So that our processes can be streamlined	People	1	Presently, HCS database is linked to drives.	MVP	Given [Current state] When [User action] Then [Expected outcome]	Trainee information in one place What other info are from other drives?
10	As a Lead Administrator I want connection or link between database and personal/school email to get notification So that we do not miss important information and deadlines	People/Notification	0		Post MVP	Given [Current state] When [User action] Then [Expected outcome]	Use system as a Calendar for notification Can TIS do this?
11	As an HCS Administrator I want the ability for trainees to update own contact information e.g changes to surname, address or training officer So that to ensure current and accurate trainee data, remove admin processes needed to update	People	4	Training access?????	Post MVP	Given [Current state] When [User action] Then [Expected outcome]	TIS working on trainee app.
12	As a Trainee Programme Co-coordinator -TPC I want to have ability to upload particular assessment outcomes (in bulk) So that I have efficient way of managing my time	People	1	There is another system for bulk upload in HCS.	MVP	Given [Current state] When [User action] Then [Expected outcome]	Need the Assessment fields in excel. Need to know the assessment fields to be bulk upload
13	As an HCS Administrator I want to record destination data - first jobs or learning programme So that ........	People	0	Need more information	MVP	Given [Current state] When [User action] Then [Expected outcome]	Check field table for details. Stored in 2 diff. places as: when leave in-between programme When finish to capture their next destination
14	As a TPC I want to be able to create an alert system that reminds when reviews are due So that this allays missing any deadlines	People/Notification	0	Like calendar update	Post MVP	Given [Current state] When [User action] Then [Expected outcome]	Use system as a Calendar for notification Can TIS do this?
15	As an HCS Administrator I want something that holds trainee information in one place rather than links to that information So that I have efficient way of managing my time	People	1		MVP	Given [Current state] When [User action] Then [Expected outcome]	Similar to s/n 9
16	As a Trainee Support Case Manager I want system which allows recording, update and secure storage of sensitive information about trainees in difficulty So that all information in one place and reduce multiple systems	People	4	Case Management system?	Post MVP	Given [Current state] When [User action] Then [Expected outcome]	Can TIS provide this now?
17	As a Curriculum Support Officer I want more detailed information on ASP trainees and ability to report on it. Similar fields to STP So that the information is recorded correctly and easy to find	People/Reporting	0	What more fields on ASP as are on STP What are the fields?	MVP	Given [Current state] When [User action] Then [Expected outcome]	Are you talking about fields like ASP type and ASP description?
18	As a Programme Support Lead Administrator I want feature... run a report that highlights all the extensions/Mat Leave/Deferral So that we can use information for STP completion every year	Others/Reporting	2		MVP	Given [Current state] When [User action] Then [Expected outcome]	Tableau or matabase?
19	As an Education Training Manager I want to update our CRM system with training officers who work with the school on events that we have found using database So that we can have efficient and accurate management of data	Others	0		MVP?	Given [Current state] When [User action] Then [Expected outcome]	How do you capture this in your present system? Access to Ed. Training Manager to edit?
20	As an HCS Administrator I want integration with other systems e. e-portfolio, recruitment systems, assessment and progression data So that we can have efficient and accurate management of data	Others	2		Post MVP	Given [Current state] When [User action] Then [Expected outcome]	How do you manage the integration presently?
21	As a HCS Administrators I want admin rights protection So that new users require training before being allowed to make changes	Others	0	Confirmation messages to check if you want to delete update or information or not	Post MVP	Given [Current state] When [User action] Then [Expected outcome]
22	As an HCS Administrators I want system that enables continued communication with trainees who have completed e.g Alumni So that ........	Others/Communication	0		Post MVP	Given [Current state] When [User action] Then [Expected outcome]	Similar to s/n 13
23	As an HCS Administrators I want easily accessible, efficient and stable system as current system is very slow when working remotely So that I can work more efficiently remotely	Others	0		MVP	Given [Current state] When [User action] Then [Expected outcome]	TIS should provide
24	As an HCS Administrators I want to be alerted when a trainee is due to return from Mat/Pat leave So that this can be checked and updated	Other/Notification	0		Post MVP	Given [Current state] When [User action] Then [Expected outcome]
25	As an HCS Administrators I want a system where multiple users can access same information at the same time So that ........	Others	1		MVP	Given [Current state] When [User action] Then [Expected outcome]	TIS should provide
26	As an HCS Administrator I want to be able to access training folder which will be outside TIS So that I can manage trainee properly	Others			MVP	Given that I don't have access to training folders which is out of TIS When I click a particular trainee on TIS Then I should be able to click a folder button in 'Document' feature on TIS to launch me into a window or SharePoint to access trainee folder.	Alex- HCS - to discuss and share with TIS dev. team on the codes and access. Note: This folder, HCS wants to keep outside TIS

From Workshop: Current HCS system Pains/Gains

Current HCS System pains	Comments on Pains	Current HCS system Gains
Difficult to record Multiple employers and supervisors - This is the case for more than one placement Regular crash of system System is slow Repeating updating the same information into multiple places Trainees unable to update personal information Trainee files not built into database - they are in different links Information deleted by accident - unable to retrieve back No save or undo function Tracking of changes to trainee status e.g transfer- When move employer they might change Have to click on a close button to close the database Strange messages - Non-descriptive error messages Log out issue More precise reporting in an easier format Information is very limited and not all in one place Limited reporting options Difficult to create custom report Numerous versions (currently on number 20) Remote access slow and unreliable	Pt1: Can TIS resolve this? Pt5: TIS looking into Trainee App but not sure if edit by trainee is part of the MVP Pt6: Might need more info on what is contained in the trainee file but there should be a database that captures trainee info. - 11/10/2019 Alex: Don't worry about this as the plan is to move to SharePoint Pt7/8: Can information deleted be retrieved by TIS or is there a pop-up in TIS? Pt9: How? Pt13/15/16: Need to agree on Reporting- Tableau/metabase?	Although limited, a standard report is easy to pull- Easy basic reprort Most of trainees details in one place Has information we need Multiple users can use at the same time All information about a whole trainee pathway in one place Only has our information - do not have to filter out irrelevant information Easy/Quick access to database from desktop

Current HCS System pains

Comments on Pains

Current HCS system Gains

Difficult to record Multiple employers and supervisors - This is the case for more than one placement
Regular crash of system
System is slow
Repeating updating the same information into multiple places
Trainees unable to update personal information
Trainee files not built into database - they are in different links
Information deleted by accident - unable to retrieve back
No save or undo function
Tracking of changes to trainee status e.g transfer- When move employer they might change
Have to click on a close button to close the database
Strange messages - Non-descriptive error messages
Log out issue
More precise reporting in an easier format
Information is very limited and not all in one place
Limited reporting options
Difficult to create custom report
Numerous versions (currently on number 20)
Remote access slow and unreliable

Pt1: Can TIS resolve this?

Pt5: TIS looking into Trainee App but not sure if edit by trainee is part of the MVP

Pt6: Might need more info on what is contained in the trainee file but there should be a database that captures trainee info. - 11/10/2019 Alex: Don't worry about this as the plan is to move to SharePoint

Pt7/8: Can information deleted be retrieved by TIS or is there a pop-up in TIS?

Pt9: How?

Pt13/15/16: Need to agree on Reporting- Tableau/metabase?

Although limited, a standard report is easy to pull- Easy basic reprort
Most of trainees details in one place
Has information we need
Multiple users can use at the same time
All information about a whole trainee pathway in one place
Only has our information - do not have to filter out irrelevant information
Easy/Quick access to database from desktop

From the Workshop: User Groups

User Group	Comment	Who need Access (Y/N) and what sort of Access? read only/add/edit?
Training Programme Directors	Part of school. Provide trainee support and they have access to trainee information	Alex to look at the data agreement with them
HCS Administrators		Read/ Write access- typical admin access
Programme Support Lead Administrator		Alex to look at the data agreement with them
Curriculum Support Officer		Alex to look at the data agreement with them
Lead Administrator		Alex to look at the data agreement with them
Education Training Manager		Alex to look at the data agreement with them
Trainee Support Case Manager		Alex to look at the data agreement with them
Trainee Programme Co-coordinator -TPC		Alex to look at the data agreement with them
Training Officers or Workplace Supervisor	Give advise on which trainee they will supervise - Can they update certain trainee details on the system?	Alex to look at the data agreement with them
Trainees		Alex to look at the data agreement with them
Researchers	To analyse and report trend/data	Alex to look at the data agreement with them
Academy of HCS - AHCS	Regulator	Alex to look at the data agreement with them
Health and Care Professions Council - HCPC	Clinical Regulator	Alex to look at the data agreement with them
Professional Bodies		Alex to look at the data agreement with them
Universities	Running academic programmes	Alex to look at the data agreement with them
Commissioners	Approve funding, recruitment	Alex to look at the data agreement with them

Questions and Assumptions (To be reviewed with HCS and TIS stakeholders)

S/N	Questions or Assumptions	Comments
1	Need to know the type of access they (HCS) will have on TIS. This will help to determine the access James will give in Tableau/Metabase	Ade to speak to HCS and TIS 11/10/2019: Alex - Read/ write access- typical admin access
2	What are the information they (HCS) need to know about the trainee in reporting. This will help James to set them up on Tableau?	Ade to speak to HCS and TIS From James: We just need a more definitive spec but I can do that once we get to that stage. 11/10/2019: Alex- To be able to report on any data they capture in the front end.
3	Data migration and Reporting might form the MVP with other requirements to be post MVP	To agree with HCS and TIS 11/10/2019: Alex- Happy with MVP Data Migration Approach: Phase 1- Migration as test:: 3-4 HCS Admin have access to work in TIS and other HCS Admin on HCS system. This is to ensure stability. Duration might be 2-4 weeks ( to be agreed by both parties) Phase 2- Full migration: All HCS Admin moved to TIS. All data from HCS system to be migrated to TIS Reporting to Tableau and Metabase Tableau: Reporting Access given to all HCS Admin and Alex to be able to report on all data captured Matabase: Alex to have access via SQL server Management Studio (SSMS) . Can SSMS be connected to Metabase?
4	What are the assessment you carry out that needs to be captured? How do you capture them and who update on your system?	(STP) Assessment Work base? Competencies and Curricula (Assessment per specialism)? Mid-term Review of Progression (MRP) which is conducted by the National School of Healthcare Science – 2^nd year Objective Structured Final Assessment (OSFA) held at end of 3years for Fit to Practice – 3^rd year HSST Assessment annual review of progression (ARP) in each year towards development as consultant clinical scientists (CCS) 11/10/2019: Alex- HCS uses e-portfolio to capture assessment; Work based assessment and competences are captured on the e-portfolio Mid term review are capture on their internal system.; ARP/MRP- done on internal system There is also a 3rd party system for the OSFA to capture the actual assessment but results are capture on the existing databases (internal) HCS Admin will then update TIS with required information from those systems
5	What is a Programme in HCS context?	Actual programme trainees are on
6	What is specialisms in HCS context?	Actual trainee discipline
7	What is Rotation in HCS context?	Specific chunk of 12 weeks for trainees to learn about their discipline. Managed at employer level not required on TIS
8	What is a post in HCS context?	Not Required
9	What is Curricula in HCS context?	Work trainee undergo - captured in the curriculum system.
10	What is a Role in HCS context	How do we address this as regard to Reference table? TIS has got a list of roles See Filed validation table for details
11	What access/Permissions will the following have in TIS? Trainee (STP and HSST…) HCS Admin Higher Education Institutions (HEIs) Work based providers Accredited work-based departments Training Departments Training Managers (STP) Training Officer, (STP) Supervisor, (STP) Assessor, (STP) Reviewers Training coordinator (STP) Raters Reviewers -(STP) Trainer (Training the trainer)??? Are they needed in this on-boarding? HEE local Offices Lead Scientist (for HSST) Trust Education Lead (for HSST) Health and Care Professions Council (HCPC) (for HSST) Universities	HCS Admin: Read/ write access- typical admin access Others Alex to look at the data agreement with them Roles SiteAdmin - TIS/HCS dev team? SuperAdmin - Manage users / permissions, Read, write, Approve and Submit? HCSAdmin1: Read, write, Approve and Submit? HCSAdmin2- Read and Write? HCSAdmin3- Read Only? HCS Trust Admin - Read Only? Permissions Manage users / permissions read write approve submit* Reference: Admin User Management (roles and permissions)
	Access Should HCS Admins be able to see all trainees on TIS (HCS/HEE/NI trainees)? Does HCS trainees means any trainees that has trained at/currently training at HCS who May/is going to train as a medical doctor/Pharmacy?	Need Alex and Alistair to clarify
12	Do you need to able to upload trainee documents on TIS? Documents like: DOPS (Directly Observed Procedural Skills); CBD (Case based discussion) and OCE (Observed Clinical Examination) Memorandum of Understanding (MOU) between trainee and schools Exceptional Extenuating Circumstances Application Form Transfer of Training application form for trainees Observed Clinical Events (OCE) – For PTP	11/10/2019: Alex- MOU may be because they are capture on e-portfolio. Won't be putting any assessment in the document section on TIS but will be using for training applications......etc
13	How do we handle the issue of Person ID in this with the Person Application Code: RGSCID field in HCS?	Alex: They are use when they start programme. it is the applicant (trainee) oriel number. Not system generated. From England. Please note: This is different for other part of UK. How do we capture this if necessary? 11/10/2019: Alex: Need to be captured - to be called 'trainee ID'
14	Telephone Number field in TIS	HCS is happy with one of these- Personal Phone or Work Phone provided as Telephone number. Ade: TIS will not need to create Personal Phone or Work Phone but use TIS field - Telephone Number???? 11/10/2019: Alex - Happy
15	Mobile Number Field in TIS	HCS is happy with one of these- Personal Phone or Work Phone provided as Mobile Number. Ade: TIS will not need to create Personal Phone or Work Phone but use TIS field - Mobile number??? 11/10/2019: Alex - Happy
16	Email address	Work Email or Academic or Email or Personal Email on HCS. HCS will use the preferred email selected by trainee as the email address to update TIS so TIS email address is okay???? 11/10/2019: Alex - to find out from team. 08/11/2019 TIS only captures one email field – it is whichever the trainee prefers. Can we do this moving forward, or do we need to continue using multiple email addresses HCS comments: if there is a self service feature then trainees can be responsible for providing and updating their own contact information. We have only used multiple email addresses to circumnavigate issues with getting important messages across. Using one email address (say professional) risks that important information will not reach the trainees in a timely way so it might be a bit of step back if we can’t have the option of multiple email addresses. It also reduces our capacity to follow up/contact trainees if we only have one email address for them – say if they are in difficulty and off sick and we only have their professional email address etc.
17	How important are these fields for HCS? Which one can you do without?	11/10/2019: Alex Responses: AFC Band/Pay Grade? - Post training info - must have Salary- Post training info - must have Contact Type - ???? Certification Type- ???????? First Job Type - ?????? HSST Pathway - must have Contract Type- Post training info - must have Qualification Mark - Pre training information- Alex to ask team Qualification Subject - Pre training information- Alex to ask team Qualification Type - Pre training information- Alex to ask team Qualification Verified By School? - Pre training information- Alex to ask team Programme Type - Must have ASP Type - Must have Entry Type - Must have Previous Post - - Pre training information- Alex to ask team HEI - Must have Hospital - Must have Trusts- Must have Review Outcomes - Must have MSc Outcome- Must have OSFA Type- Must have OSFA Result - Must have 08/11/2019: Will we need to capture pre-training information on TIS? This is useful if we want to profile the type and academic background of our applicants e.g., how many come in with higher degrees etc. As there is limited data out there for healthcare science the richer the data capture for us the more fruitful and informative the research will be.
18	Qualification	Free text in TIS Is this required as HCS have the qualification Type? 11/10/2019: Alex - Not Required
19	Programme Name on TIS	How do you want the Specialism along with the programme be display on TIS? 11/10/2019: Alex- Two separate fields - Proogramme and specialism
20	Rotation	Work place manage the rotation. Not captured? Good
21	Leaving destination/Post Training Field	Stored in 2 diff. places as: when leave in-between programme - Falls under absence issue ( need a place to capture this also) When finish to capture their next destination How is leave in-between programme captured in HCS? 11/10/2019: Alex- Leaving Destination.This is after training finish programme. Leave in-between programme - Falls under absence issue field in HCS system ( need a place to capture this also) 08/11/2019: Alex - Will we need to capture their post-training information on TIS – I have said we 90% likely will need to as we perform research on this information– yes very important as its not captured anywhere else and would be good to know where our trainees have gone, how many are employed as clinical scientists in the NHS etc. Also would be useful for development of the alumni.
22	Curriculum	Need to agree how this will be presented. Should it be University Name_Program type_ASP type/HSST Cohort/HSST Pathway? HSST Cohort Cohort 1 Cohort 2 Cohort 3 Cohort 4 Cohort 5 Cohort 6 There are codes in HCS of how they log their curriculum. Unique identifier??????? See details of each in the Reference table 11/10/2019: Alex- - Curriculum are stored on a separate website called Curriculum library - HCS want to keep this Alex suggested if the TIS curriculum fields can be use for HCS specialism? Let us test and see how it will look like
23	Curriculum	The TIS curriculum start and end dates should be kept as the programme start and end dates in HCS?? 11/10/2019: Alex - Yes for HCS
24	Post Number	Alex to get back and find out There is National Post number in TIS. Is there any similar think in HCS with placement/post? 11/10/2019: Alex- Not used outside recruitment office- Alex to talk to recruitment about this 08/11/2019 - TIS captures national post reference numbers. We don’t currently store this – so would it be an arduous task to go back to the recruitment files and migrate in the original commissioning IDs for the individual training posts? Probably and I’m not sure we are ever given the post numbers so it might be a question for the commissioning/BIS team. This will only work for HEE funded trainees however. Other countries may not use the same process/system and TIS will need to be able to support capture of data from other countries.
25	Site	How is this captured in HCS? Do we need to create two fields Site- employer and site specific site? may be the site on TIS should be uses as the specific site and another field employer site be created????? 2 fields Employer - (Trust) specific site - (training site) TIS need to cover non-nhs/ODS list employer. Hcs to provide us the list of this. 11/10/2019: Alex - Capture employer and the exact site trainee work at. They are separate fields TIS need to cover non-nhs/ODS list employer. Hcs to provide TIS the list of this.

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