Trainee Team Planning 2022/23

Jun 12, 2023

Goal for the next two weeks

• Support - help manage calls on support desk - checking email (static IP) to help with reset password queries, slack command reset password, Train all team on support tab, develop chatbot on trail basis.

• Finish off CoJ

• COJ - compare new to legacy process - @Kavitha.Shankar & @Nazia AKHTAR

Team availability

• Naz - 2 days

• John S - 1 days

• Ed - 6 day

• Reuben - 1 day

• James H - 5 days

Discussion

• Support - 1 remaining license for support analyst

• DM - Offered position to Christopher

• DSP - to be fixed ahead of UAT in June

Dashboard review

• SMS - alarm set up at 1600 - will keep an eye

• Hot Jar - Look at getting full package access @Nazia AKHTAR - Look at NHS best practice - standard way to get feedback from users. Look at baseline against other apps. Look at user journey via goggle analytics @Tosin Oyekunle (Unlicensed) to look at heat maps, behaviour with hot jar for a further analysis.

• Support - @Nazia AKHTAR @Kavitha.Shankar to get together to review support dashboard

Review of previous Retro tickets

• https://hee-tis.atlassian.net/browse/TIS21-4351 - linked to LTFT work

Type	Key	Summary	Status	Category	Goal

Type	Key	Summary	Status	Category	Goal
Open	TIS21-4374	Allow signing of CoJ for each programme	Verifying on Prod	Improve the Conditions of Joining Process
Open	TIS21-4407	Create a summary page with basic statistics	Being code reviewed	Study Leave reporting
	TIS21-4428	FOI 1803 Obs and gynae trainees	Being code reviewed	Data Management
	TIS21-4375	Show CoJ status in Admins UI	Implementing	Improve the Conditions of Joining Process
	TIS21-4259	Review the support process, share outputs and recommendations	Implementing	Support
	TIS21-3445	Prodpad Investigation & Demo	Implementing	Develop a trainee user community
	TIS21-4445	Create report to show FormR data in Tableau	Implementing	Sending TSS data to NDW
	TIS21-4351	Retro Action: Put together a Discovery checklist, which should include: “What are the measures of success going to be?”, and an exercise to baseline those measures before work begins	Ready	Retro action
	TIS21-4400	FormR data - Analyse TSS support Incident tickets - share any themes/ reoccurring issues (problems)	Ready	Support
	TIS21-4379	Add ECS metadata to X-Ray traces and Sentry errors	Ready	Monitoring and Logging
	TIS21-4377	Emphasise specific agreements within the CoJ

May 30, 2023

Goal for the next two weeks

• Support - help manage calls on support desk - checking email (static IP) to help with reset password queries, slack command reset password, Train all team on support tab, develop chatbot on trail basis.

• Finish off CoJ

• COJ - compare new to legacy process - @Kavitha.Shankar & @Nazia AKHTAR

Team availability

• Naz - 2 days

• John S - 1 days

• Ed - 6 day

• Reuben - 1 day

• James H - 5 days

Discussion

• Support - 1 remaining license for support analyst

• DM - Offered position to Christopher

• DSP - to be fixed ahead of UAT in June

Dashboard review

• SMS - alarm set up at 1600 - will keep an eye

• Hot Jar - Look at getting full package access @Nazia AKHTAR - Look at NHS best practice - standard way to get feedback from users. Look at baseline against other apps. Look at user journey via goggle analytics @Tosin Oyekunle (Unlicensed) to look at heat maps, behaviour with hot jar for a further analysis.

• Support - @Nazia AKHTAR @Kavitha.Shankar to get together to review support dashboard

Review of previous Retro tickets

• https://hee-tis.atlassian.net/browse/TIS21-4351 - linked to LTFT work

May 15, 2023

Goal for the next two weeks

• COJ - tickets - Show CoJ status, Download PDF, Change wording on CoJ

• ARCP data sync - Refine Epic and write up user stories

Team availability

• Naz - 1 day

• Doris - 2 days

• Ed - 1 day

Discussion

• Support - We have two license to allocate to Trainee team - Anita to speak with Rob to get a temp in ASAP

• DM - Reviewing CVs @Nazia AKHTAR @Andy Dingley

• Refactoring work - Collaboration with admin team @Reuben Roberts

Dashboard review

• SMS - @Nazia AKHTAR to review support data for TOTP - Look at way to direct users to use TOTP.

• HotJar - Look at NHS best practice - standard way to get feedback from users. Look at baseline against other apps. Look at user journey via goggle analytics @Tosin Oyekunle (Unlicensed) to look at heat maps, behaviour with hot jar for a further analysis

• Support - @Nazia AKHTAR @Kavitha.Shankar to get together to review support dashboard

Review of previous Retro tickets

• https://hee-tis.atlassian.net/browse/TIS21-4351 - linked to LTFT work

May 1, 2023

Goal for the next two weeks

• COJ - tickets

Team availability

• Bank holiday

• Andy - 3 days

Discussion

• COJ “deadline” 5th May

Dashboard review

• Tosin reviewing hotjar

• Form R Part A ongoing

Review of previous Retro tickets

Apr 17, 2023

Goal for the next two weeks

• COJ - tickets

Team availability

• Naz - 3 days

• Edward - 3 day

Discussion

• Expected more sign-ups on TSS. Support expected to get busy. Support training to Local offices & rollout of support tab

• Will wait for more responses to do further work on Hotjar.

• Support - Sign up data & FormR data @Fiaz Adam (Deactivated) & @Tosin Oyekunle (Unlicensed) . @Fiaz Adam (Deactivated) working on ServiceNow system so TSS support will move to the new system - Naz to review Sign up data.

• @Fiaz Adam (Deactivated) to present the zoho dashboard to @Nazia AKHTAR & @Kavitha.Shankar

• @Nazia AKHTAR to organise a demo for Prod Pad and get Admin team involved

Dashboard review

• @Kavitha.Shankar @Tosin Oyekunle (Unlicensed) @Nazia AKHTAR to get together to review HotJar responses and dashboard

• @Kavitha.Shankar Add formR data into Dashboard

Review of previous Retro tickets

Apr 3, 2023

Goal for the next two weeks

• DSP: Revoke credential (almost finished current ticket - 1 sub-task and tests, 2 tickets are in Refinement)

• COJ - writing tkts against the feature map

Team availability

• Naz - 2.5 days

• Reuben - 10 days

• JohnO - 1 day

• JohnS - 3 days

• Ash - 2 days

• Andy - 1/2 day

Discussion

• Expected more sign-ups on TSS. Support expected to get busy.

• Demo for LOs (South & North) for Signing up on TSS

• Adding more roles that can access support tab on TSS

• Will wait for more responses to do further work on Hotjar.

• Support - Sign up data & FormR data @Fiaz Adam (Deactivated) & @Tosin Oyekunle (Unlicensed) . @Fiaz Adam (Deactivated) working on ServiceNow system so TSS support will move to the new system

Dashboard review

• Nothing significant to report.

Review of previous Retro tickets

Mar 20, 2023

Goal for the next two weeks

• DSP: Revoke credential (almost finished current ticket - 1 sub-task and tests, 2 tickets are in Refinement) / BE refactoring following on from the FE refactoring (unhappy paths between cred service and gateway / testing).

Team availability

• Naz - 1/2 day

• Doris - 5 days

• Kav - 4 days

• JohnO - 1 day

• JohnS - 5 days

• Ed - 4 days

Discussion

• Unclear whether we’re being a little ambitious - review goal later this week?

• Some discussion around use of Feature Flags - needs ticketing up.

• Doing some work with IT to update support approach and link into Jira. @Fiaz Adam (Deactivated) looking at using Zoho Analytics and integration with Jira (so we can track the support raised through to the Jira ticket to fix and close the loop.

• Future review of Hotjar - but not enough respondents to analyse new questions yet. @Tosin Oyekunle (Unlicensed) to keep under review and carry out the review in a future iteration.

• Meeting this iteration on - CoJaS Feature Map - thanks @Ashley Ransoo and co for putting this together.

Dashboard review

• Nothing significant to report.

Review of previous Retro tickets

• Deleted old Retro items:

  • Retro action: progress AWS account transfer

  • Retro action: UX course follow-up: team-sharing

  • Retro action: Backlog grooming session to tidy up tickets

  • Investigate ways of communicating TSS service status to users.

Mar 6, 2023

Goal for the next two weeks

• DSP

• Frontend Layout

• Revoke process

• Cloudfront swallows redirects signed data errors

• Condition of joining - completing the ideations session

Team availability

• Naz - 1/2 day

• Doris - 2 days

• Andy D - 1 day

• JohnO - 1 day

Discussion

• Fiaz - analysing the issue of TSS

• Tosin - In progress on Hotjar works, questions needs reviewed, then be updated on Hotjar in March

• Naz - Meeting with Yorkshire & Humber and reviewing their plan this week

• Kav - working on Academic dashboard, awaiting information from northwest finance lead

• NDW - Naz, JT bringing in work this week, Kav has suggested changes to the structure in an email with Andy D

• DSP - end user consultation ending is on 27 March

Dashboard review

• Yorkshire and Humber - Naz will have a meeting with them

• East of England - having internal discussions around bring on trainees

• Will get new numbers Feedback from Local Office

• Support tab - Sadiah working on that

• Hotjar Tosin -review data to group up for insights

Review of previous Retro tickets

• https://hee-tis.atlassian.net/browse/TIS21-4113 - @Andy Dingley and @John Simmons (Deactivated) for documenting

• https://hee-tis.atlassian.net/browse/TIS21-4237 - Naz to set up a session

• https://hee-tis.atlassian.net/browse/TIS21-4238 - Naz to set up a session

Work associated with the goals (use this query: https://hee-tis.atlassian.net/issues/?filter=14294, then cut and paste the results into a snapshot table)

Feb 20, 2023

Goal for the next two weeks

• DSP: differential builds, landing page redesign, revoke

• Agreeing on what the MVP for Condition on Joining looks like

Team availability

• Doris: 1 day

• Reuben: 2 days

• Kav: 2 days

Discussion

• Fiaz - analysing the issue of TSS

• Tosin - In progress on Hotjar works, questions needs reviewed, then be updated on Hotjor in March

• Study leave dashboard - in progress. There is a meeting on 21 Feb.

• Naz - Meeting with Yorkshire & Humber and Northwest this week

• Kav - working on Academic dashboard

• NDW - Naz to get in touch with James and JT

• DSP - end user consultation ending is on 27 Feb

Dashboard review

• Yorkshire and Humber - Naz will have a meeting with them

• Will get new numbers Feedback from Local Office

• Support tab - Fiaz working on that; data is not updated at this moment

• Hotjar no feedback last watch

• Can consider putting Cloudwatch analysis on the Dashboard

Review of previous Retro tickets

• https://hee-tis.atlassian.net/browse/TIS21-4112 - Cath will liaize with Rob and get back to us

• https://hee-tis.atlassian.net/browse/TIS21-4145 - @Andy Nash (Unlicensed) working on the analysis of lead cycle times, will have a conversation with the team

• https://hee-tis.atlassian.net/browse/TIS21-4217 - Wait to hear back from the Admin team if we need to be involved

• https://hee-tis.atlassian.net/browse/TIS21-4237 - Will have a 3-amigo to discuss

• https://hee-tis.atlassian.net/browse/TIS21-4238 - A call with the team to discuss

• https://hee-tis.atlassian.net/browse/TIS21-4113 - @Andy Dingley and @John Simmons (Deactivated) to review and agree

• https://hee-tis.atlassian.net/browse/TIS21-4208 - @Nazia AKHTAR to set up a meeting next week

• https://hee-tis.atlassian.net/browse/TIS21-4209 - @Nazia AKHTAR to set up a meeting next week to review hackday frequency and purpose

Work associated with the goals (use this query: https://hee-tis.atlassian.net/issues/?filter=14294, then cut and paste the results into a snapshot table)

Feb 6, 2023

Goal for the next two weeks

• DSP: differential builds, identity verification

• TSS: homepage design - additional sharing and feedback

Team availability

• Naz: 2 days

• JohnO: 4 days

• AndyD: 1 day

• Ed: 3 days

• JohnS: 2-5 days? TBC

Discussion

• Fiaz - discuss with Naz and present findings to TSS team, e.g. process improvements

• Tosin - present Hotjar work, propose new questions

• CoJ - Naz to discuss with local offices and share outputs, then share with TSS team

• Study leave - a number of reports proposed, but need to be prioritised for Dashboard (Kav and AdeO)

• NDW - ticket to send FormR samples into repository

• DSP - high-level estimation (Fri) to confirm deliverability of April NHSE pen. testing deadlines

• Programme-membership refactoring refinement (discuss timing with James to determine if priority)

• April-June will be very busy with ARCPs / new sign-ups. (Do 3-amigos on SMS limit ticket: https://hee-tis.atlassian.net/browse/TIS21-3108 ). Naz to speak to local offices re. volume of queries re. the priority of implementing Support Tab.

Dashboard review

• Yorkshire and Humber - Naz to try to find out who to contact re. improving sign-ups, as existing contact has moved job

• Support tab - ignore for now until new categories finalised

• Trainee experience - Tosin to advise on how to reduce ‘not happy’ from 35% → 20%

Review of previous Retro tickets

• https://hee-tis.atlassian.net/browse/TIS21-4113 - still chasing AWS account manager

• https://hee-tis.atlassian.net/browse/TIS21-4111 - moved to Admin team

• https://hee-tis.atlassian.net/browse/TIS21-4112 - may be stuck due to merger, but @Andy Nash (Unlicensed) will see if he has any further details to add to ticket

• https://hee-tis.atlassian.net/browse/TIS21-4144 - @Andy Dingley to draft something on Confluence for review

• https://hee-tis.atlassian.net/browse/TIS21-4145 - @Andy Nash (Unlicensed) and @Stan Ewenike (Unlicensed) doing review of WIP limit, that will lead to general review of Kanban board
  
  

Work associated with the goals (use this query: https://hee-tis.atlassian.net/issues/?filter=14294, then cut and paste the results into a snapshot table)

Jan 23, 2023

Goal for the next two weeks

• DSP (book-ending the issuing process - sending PGDiTs onto the gateway, and logging the events)

Team availability

• Everyone: 1 day (hack day).

• Naz: 1 day.

• JohnO: 4 days (and 4 days at start of next iteration).

Discussion

• DSP end user meeting today - going through sketches.

• JT and James also looking at the NDW stuff this iteration - they’ve created a bucket and we’ll be doing some testing against it. But us ‘throwing data’ at NDW’s bucket involves us largely completing our side of things, which is a big job. Even creating dummy data is probably a similar amount of effort. If NDW need to understand the structure of our data, we can send a JSON of the data. Worth reaching out to JT and finding out how best we can support their testing (with the minimum of effort!). They do have some sample Form R Part A and B data - might need to resend.

• Fiaz doing a deep dive in terms of support regarding TSS - to create an improvement proposal (categories, reporting, processes, RCAs).

• Tosin is doing a Hotjar review.

• CoJ: last interview on Monday next week. The to be picked up by Tosin for synthesis.

Dashboard review

• Yorkshire and Humber signups looking worrying - Kav to double check the dashboard before reaching out to find out what might be going on.

Review of previous Retro tickets

• OKR meeting this week!! Whoop whoop!

Work associated with the goals

Dec 29, 2022

Goal for the next two weeks

• First priority: DSP beta (ticket refinement on 30th Dec: https://hee-tis.atlassian.net/issues/?filter=14257)

• Secondary goal: Deleted-form epic (NDW: https://hee-tis.atlassian.net/browse/TIS21-4008 )

• Secondary goal: Migrate TSS to NextJS (2+ weeks of work to complete this)

Team availability

• Naz - 5 days

• Johno - 1-2 days

• Ed - 3 days

• AndyD - 3 days

Discussion

• CoJ discovery work ongoing (Naz, two weeks), this work is on the back-burner for now

• CoJ Feb new starters - Naz to measure end-to-end time for existing process (PDF / paper)

• DSP 3rd party data transfer concern considered resolved (same as Covid passport)

• DSP soft-launch in April still planned

• Use 30 Dec refinement to review DSP status

Dashboard review

• Naz / Anita to set up meeting with Fiaz (sp?)

• Kav to prototype / present new report on ARCP assessments

• Naz to set up data synthesis meeting on Support data and Hotjar data

• Kav to lead review of CloudWatch dashboard (ticket exists for this)

• Naz to tweak support spreadsheet to include ticket creation date

• AndyN to give Tosin (sp?) overview of Hotjar and associated data issues

Review of previous Retro tickets

• Naz to lead planning on next hack day

• Naz to organise session on OKRs (focus on DSP work)

Work associated with the goals

Dec 12, 2022

Goal for the next two weeks

Dependent on whether John Thompson and his team are available to work on this at their end…

• Getting Form R data into NDW and in parallel do the FE migration to another builder.

• Do the FE migration and the DSP infrastructure.

Team availability

• Hack day for everyone (1 day).

• Doris: 1-2 days.

• Reuben: 3 days.

• JohnS: 2 days.

Discussion

• Not DSP: Soft launch April with 4 Trusts (ID cred being deved in Feb/Mar - bit tight for us to build against for an April soft launch). 15 further for Aug rotations (private beta). Awaiting answers we’ve raised and a clearer roadmap.
  Continue with DSP with what we can? Make assumptions and risk getting them wrong? Pivot to something else we have answers for?
  Could build out a bunch of the flow through our infrastructure.

• CoJ still in discovery. Awaiting conversation with some users. Alpha likely to start next year.

• Reporting (TSS → NDW) the other thing to perhaps focus on. Metabase limited in information being held in two tables and not being able to merge them. Need more flexible data filter. (add Kav’s notes).
  Two steps - getting data in (Form R data, automatic updating of signups - if possible!); creating the reports.
  Unclear on the capacity of the Data team.

• Tech improvement - FE migration to another builder (NextJS or Vite) to avoid vulnerabilities and conflicts associated with old versions of React / CreateReactApp, plus benefits in configurability - plenty of opportunity for others to get their hands dirty.

Dashboard review

• TPX are helping with CoJ at the moment, but also have the Support and Hotjar data and will review this in due course.

Review of previous Retro tickets

• Normally to be done in the Retro event.

Work associated with the goals

Nov 28, 2022

Goal for the next two weeks

1. DSP

   1. map current tickets to new Epics

   2. split / rewrite anything that need it (very few, we think)

   3. write stories for anything in R1 from the FeatureMap.

   4. do what we can from R1 - get prepped for R2 (if NHS can’t provide us a definitive list of PGDiTs straight away)

Team availability

• Ed- 3 days (Mon-Wed)

• Doris - 2 days (Mon-Tue)

• Reuben - 1 day + 4 days training

• JohnO - 1 day

• Naz - 1 day

Discussion

• Naz working with UR agency to review Hotjar questions.

• Look to perhaps change NPS numerical score to something more appropriate - emoji scale.

• Any changes to the survey will need work with Kav to align with the dashboard now.

• AndyN to finish off the Retro actions, including walking the Admin team through Story mapping.

• What’s the feedback cycle? This should shed light on what’s the value in understanding throughput / cycle and lead times? Then work out the best way to do it.

Dashboard review

• Suggestion to click on Support bar to get sub-categories to display.

• Yet to sign up total - 50k. Can we break this down by region and by ARCP date - so we can anticipate spikes? Need some lead time to arrange change to SMS limits with AWS.

Work associated with the goals

Nov 14, 2022

Goals for the next two weeks

1. Supporting Tranche 3.

2. DSP: show-and-tell, planning and ticketing-up beta

3. Discovery - COJ (performance metrics)

4. Tableau vs. Metabase reporting

Team availability

• Saedhia - 3 days

Discussion

• DSP ticketing-up to work from a greenfield basis (treat alpha as throw-away).

• We will have a DSP beta epic writing session tomorrow after stand up to re-work the current DSP-beta epic into a reflection of how we want to write epics going forward and to reflect the greenfield approach to Beta that we want to take - we anticipate that there will be 2 or more Stories resulting from this work that we will also bring into Ready for Development, ideally to be worked on this iteration.

Dashboard review

• Nothing that required ticketing up for this iteration.

Work associated with the goals

Oct 31, 2022

Goals for the next two weeks

1. Supporting Tranche 3.

2. Doing the alpha for DSP.

3. Discovery - COJ.

4. User engagement events.

Team availability

• AndyN - 6 7 days.

• AndyD - 1 day.

• Ash - 3 days.

• JohnO - 1 day.

• Doris - 1 day.

• Reuben - 1 day.

• Ed - 3 days.

Discussion

• @John Simmons (Deactivated) to talk to Admin team about # of instances of DocumentDB running in Reval.

Work associated with the goals

Oct 17, 2022

Goals for the next two weeks

1. Tranche 3 ongoing support.

2. DSP Alpha. High-level estimation needed with a focus on the Issue Credential ticket.

3. COJ Discovery. Confirm As-Is, include talking to London and a Dean.

4. User Community.

Team availability

• Naz - 1 day (day of the Review?)

• Andy - 6 days

Discussion

• What to do to go from Private to Public Beta - assess application scaling needs, accessibility check (on top of accessible by default development we’re doing), joined up support LO/TIS, degree of support, estimate of SMS costs - nudge towards Authenticator app (or passport?), systematic way of capturing and responding to feedback (from support, hotjar, etc → Ideas log → Roadmap → Jira).

• DSP estimation to overlay with their expected timelines - confirm we’re on track or have a further conversation.

Work associated with the goals

Oct 3, 2022

Goals for the next two weeks

1. Tranche 3 support (of course), and TSS development

2. DSP investigation - hard to estimate till we've had the meeting with Mr Jackson. After that meeting we'll either do the investigation (if it feels small), or time-box the effort we expend on the investigation (if it feels a bit epic), in order to ensure we have some dedicated time for non-DSP stuff as well.

3. User group setup and engagement - we'll arrange a 3 amigos asap to scope out this Epic and get some tickets on the board that can be shared out between us where there is interest and capacity.

4. Tech improvement - plenty of fillers identified that appear on the whole Effort=Small tickets. Don't hog them all, though JohnO . Fillers are superb ways to pair or even fully pair programme with others wanting to learn / practice.

5. Retro Actions

Team Availability

• Kav out on 10 Oct.

• Doris off with Covid

• AndyD on daddy day care

Work associated with the goals