Course & Event Management - CBMS | Meeting Minutes 10/11/2017

Background:

Conversation with the aim to reach a decision and / or take actions over the CBMS course management system. We need to understand what we are to do with this module. The options available to us are:

Whether the business impact is so great that we need to re-procure the Intrepid module. This will retain the status quo and give more time to manage change post TCS.
Whether the team can migrate onto an existing non-Intrepid system.
Whether the team can adopt reduced function as per TCS.
Whether the team can implement another temporary solution e.g. reverting to spreadsheets.

Agenda:

What is the expected MVP in TCS and what is the post TCS intention
To understand how the module is current used (high level)
To consider the options based on comparing what is required against MVP and possible future, applying the above options
To take a decision and / or record actions

Attendees:

Alice Brindle, Alistair Pringle, AshleyRansoo, Benjamin Witton, Gemma Crackett, Gerard O'Reilly, Ify Onyenokwe-Orhiunu, Jeff Avenall, Jo Stevens, Joanne Watson, Martyn Clark, Robert Pink, Simon Davis, Angela Blyth.

Meeting minutes

Study leave manager (Intrepid), Course Booking (CBMS)

TIS Proposed MVP: Rudimentary recording of a course a trainee has been on and the dates within 'absence' section of a person record
No teaching session recording for MVP

Management of courses and events:

Q: Angela: Payments handing. Maxcourse has the option to do so.
Is the procurement achievable by the end or march?
- Challenges are when Intrepid is removed and courses that are recorded on there would need to be migrated in time to the new system.
- Maxcourse is mostly used for dental courses
- TCS – does not include online payment but could be something we consider Post-MVP if we were to consider implementing within TIS.
- CBMS – significant cost to re-procure. Hicom offering is 200K just for HEE.
- Angela: No capacity to go for another option and manage manually with the timeframe
- Alistair – to take us over to march we need to either re-procure other booking systems or revert back to rudimentary options.
- Gerard O’Reilly – Risks for the time that we have to re-procure and getting up to speed with the new system.
- Programme Board will challenge the decision to re-procure CBMS, unless the real risks are well defined and presented to them. Likewise, they will support the decision to re-procure if there is a real risk.
- Joanne: Course Booking is not just for trainees. Suggestion is to keep 2 options for us open, considering procuring of a different system as the second option and find out if your requirements fit the system.
- CBMS is not used in the same way in all Local Offices.
- Angela Blyth: On-board to support something different, but need to know the shortest period we could re-procure CBMS (Currently minimum 2 years, but that’s purely on an NHS requirement which Hicom follows) to allow us time to evaluate and put in place an interim option.
- More scoping is required for Maxcourse which has good feedback from the south at the moment.
- Martyn Clark – Consider the one that has been procured in London. 2 systems in London. (Dental and non-dental)
- Gemma – Big users of CBMS have a risk of migration. They have bookings of up to March 2019 on the system. Migration will be a challenge. Suggestion is to extend CBMS for a year at least to allow for enough time to re-procure
  - Rob Pink: Need your involvement on the Programme board

To summarise:
- Agreed that TCS is too rudimentary to replace CBMS
- Time constraints and risks to re-procure another system
- Contingency – request for a min duration of 6 months to re-procure CBMS
  - Mini project outside of TCS: End of November – Have a Specification that can be used in a tendering process (e.g. online payment, CPD, Certificates, etc.)
  - A representative from each Local Team (including dental)
  - Work out how we transition to new systems
  - G-Cloud allows for an easier and speedier procurement
  - Look at what London has already done in this area- (Martyn Clark). Would it be useful if we could profile what other Local Offices use and see how good they are? Skype calls to visualise the various systems to evaluate.
  - Organise skype calls in some sort of mini project with BM’s to evaluate the systems.
- Angela – Continue work to standardise/align process across Local Offices if the direction is to go for a common system.
- Rob to run a conversation with Martyn regarding how this is structured