3. Concerns Log

Further background information can be found here: https://hee-tis.atlassian.net/wiki/spaces/NTCS/pages/20119605

Process

Please note that, from the flow above, only the items in green are in-scope for development.

Journey

Users will be able to access a summary page, then click through either in page or on an individual trainee basis to perform the following functions:

Note - All interaction rules collated here:

https://hee-tis.atlassian.net/wiki/spaces/NTCS/pages/1744044057

https://hee-tis.atlassian.net/wiki/spaces/NTCS/pages/1746731133

Create new concern

Admin reviews all sources of information - from within TIS and from any other sources that they may have received information
Navigates to concerns summary list via header navigation (drop down)
Search & select trainee - it is assumed that all Trainees will be listed on the summary screen, but not all will have any active concerns against them
1. select from list
2. search + search results
Select to add new concern from within the detailed view
1. blank form presented
2. save button
3. cancel button
Completes necessary field data (date of incident, concern type, source, date reported, employer, site, grade, status, admin, follow-up date)
1. date of incident, concern type, source, date reported fields are mandatory
Adds commentary - multiple comments can be added to a single concern entry, they will be timestamped and can be edited
Attaches documents - only documents with the following extensions can be attached .xls, .xlsx, .doc, .pdf - they can also be removed, downloaded and previewed in browser (.pdf only)
Save - this triggers an update to the “last updated date” field, present “saved” confirmation pop-up for 5 seconds
Cancel - this triggers a clear form action and reverts to previous view

Edit open concern

Admin reviews all sources of information - from within TIS and from any other sources that they may have received information
Navigates to concerns summary list
Selects the appropriate trainee record
Views the concern history
Select appropriate row to edit and expands it out
Updates the relevant field, adds / removes comment, uploads / removes document attachment
Save - this triggers an update to the “last updated date” field, present “saved” confirmation pop-up for 5 seconds
Cancel - this triggers a clear form action and reverts to previous view

Edit closed concern

Admin reviews all sources of information - from within TIS and from any other sources that they may have received information
Navigate to concerns summary list
Selects the appropriate trainee record
Views concern history
Select item to edit (+end date elapsed) or status has been manually closed
Update end date (enables editing) or change status flag
Updates the relevant field, adds / removes comment, uploads / removes document attachment
Save - this triggers an update to the “last updated date” field, present “saved” confirmation pop-up for 5 seconds
Cancel - this triggers a clear form action and reverts to previous view

Additional functions / detail << new tickets required

Concern end date elapsed - automated system activity, where the end date elapses, the concern should be automatically closed
Alerting/reminders - automated system activity, where the end date is <7 days away, a red flag should be applied to the trainee name in the summary list view
Document upload - users should be able to upload multiple documents of max size 10mb to a concern record; limit to these file types .xls, .xlsx, .doc, .pdf from their device, drag and drop or manual browse
Document removal - users should be able to remove any document from a concerns record; they will be presented with a warning pop-up saying “You are deleting this document, this action cannot be reversed.” which they must close before continuing, or cancel and keep the document uploaded
Document download - users should be able to download files that have been uploaded against a concern, all file types i.e. select the file and it will automatically save to their local device / drive
Document preview - users should be able to preview .pdf files, i.e. select the file and it will open in a new tab, from there dependent on browser requirements they can save to local device / drive
Export concern record - users should be able to export the entire concerns record to PDF format, so that it can be shared with non-TIS users by selecting a “Export” button and saving to local device / drive

Out of Scope

Concerns management - this is a wider function that sits outside of Revalidation and will involve a larger number of stakeholders and is thus out of scope for the current MVP solution for Revalidation