2021/2: Q4 | Review#4 (2022-02-16 to 2022-03-01)

Please ask questions, that’s what this Review is primarily for - your constructive interrogation of what we’re doing:

• out loud on the call - really, we’d appreciate you doing this!;

• write in the Team meeting chat; or

• fill in the post-Review survey after the call (for questions that occur after the call is over, or if you don’t want to ask the question during the call for whatever reason, and for letting us know whether the Review meets your expectations, or whether you have some suggestions for improvement)

Incident logs

2022-02-18 Person Search List failed to refresh

TIS Self-Service (TSS)

Name updated in application from “Trainee Self-Service” to “TIS Self-Service”

@Steven Howard

3rd Pilot progress

• 201 Trainees as part of the Pilot.

• 49 have signed up themselves so far.
  - 48 have chosen to authenticate with the new SMS approach we developed following feedback from the 2nd Pilot.
  - 1 has chosen to authenticate with an authenticator app.

• So far we have received 36 Form R Part A and 38 Form R Part B submissions as part of this 3rd Pilot.

Add monitoring for SMS usage limits

@Andy Dingley

Trainees are required to use additional security measures when logging in, one of the available methods is to receive a verification code by SMS messaging for each log in.

We have a monthly usage limit for how many SMS messages we can send, but had no monitoring to tell us when we were getting close to the limit (after which, some trainees would no longer be able to log in to TSS).

The TIS team will now get a notification when 90% of the limit is used. Once received, the TIS team can review the current usage patterns and raise the usage limit as required/suitable.

Notifications now inform the user when saving or submitting a Form R succeeds or fails.
They also alert the user when app-critical data (e.g. saved forms, personal data) fails to load.

@john o

Live demo

Revalidation

Review of design options for filtering data in summary page - conclusions

@Steven Howard

Missing “Make Recommendation” Button

@Cai Willis

Doctor under review was showing up as “Draft” in Listing view but on going to the Details page admin was unable to make a recommendation/edit draft

Open

Trainee Information System (TIS)

HENW programme memberships bulk update

@Reuben Roberts

David Short and Liam Lofthouse (Data Leads) requested an update to the Programme and Rotation for a number of programme memberships for Health Education North West. Since there is no user functionality in TIS to make these bulk changes, a one-off script was used to update these 9866 records.

Remove duplicate trainees on TIS

@Joseph (Pepe) Kelly

@Yafang Deng

David Kay requested to deleted some mistakenly uploaded Foundation trainee records. A one-off script was executed to remove those 86 records.

Change the delimiter from comma to semicolon when adding multi-value fields in a bulk upload

@Joseph (Pepe) Kelly

@Yafang Deng

Disadvantages of using comma delimiter:

1. some values already contain comma, eg. specialty “Head, Neck and Chest”. If we use comma delimiter here, then “Head” and “Neck and Chest“ would be treated as 2 values.

2. we also use semicolon, so if we have them both, there’d be lots of inconsistence all over the templates which confuse users.

Analysed and found all the rest fields below which use comma and fixed them to using semicolon:

1. Post Updates: Other grades, Other specialties, Sub specialties, Other sites, TIS_Programme_ID

2. Placement Import: Other sites

3. Placement Update: Other sites

4. People create: Role

Now, please use semicolon for all multi-value fields in bulk uploads.

Reference tables management- remove redundant reference from the navigation

@Edward Barclay

The reference table in TIS contains 7 unnecessary references. these tables have been removed from the UI to make the reference table easier to manage and less cluttered

before:

Open

after:

Electronic Staff Record (ESR)

Northern Ireland Medical and Dental Training Agency (NIMDTA)

OKR #1: Prepare and launch 3rd TSS pilot

Preparing for the wider release of TSS in 3 tranches from April 2022

Key Result#1: 99% of trainees successfully able to login using self-sign up and the MFA.

Key Result#2: 25% of trainees complete a survey.

Key Result#3: Support materials enriched based on feedback.

Key Result#4: 95% of admins agree that the process has been made more efficient by TSS.

OKR #2: Keycloak to Cognito authentication migration

Extricating us from our reliance on an outdated application (Keycloak), several major versions behind what is supported

Key Result#1: All TIS apps can accept authentication from Cognito.

Key Result#2: Keycloak is no longer used for user authentication by any TIS apps.