Planning: Trainee team 2023


What is the purpose of planning?

  1. Identify goal(s) and what needs to be done and ID specific stories against the goal(s)

  2. Planning tickets to bring into Ready for Dev to work on (most of which to complete) in next iteration.

  3. Review metrics dashboards for potential insights to work on in the coming Iteration

  4. Ditto above, plus check the capacity of the team in the next two weeks (availability etc)

  5. Resolve prioritisation / sequencing

  6. Assessing work in progress on the board against refreshed goals

  7. Planning is not a refinement session - this is what the Refinement session 2 days before is about

11 DEC 2023 

 

Goal for the next two weeks

Primary Goal

  • Complete the work in implementing status on the Kanban board.

Secondary Goal

  • Finalize the detailed feature map for notification, clearly outlining all the necessary components and functionalities. Subsequently, breaking down the notifications into manageable work slices, ensuring each segment is well-defined and actionable for efficient and coordinated progress.

  • Conduct an investigation to determine methods for modifying notification content according to LO and program specification.

  • Research work

  • Discovery on LTFT - 15 primary user interview conducted. Completed.

  • Interviews with TPD and educational supervisors are in progress now.

  • Present findings from research meetings to be scheduled for early Jan 2024 @Nazia AKHTAR

  • North-East is to be rescheduled

  •  

  • Other Work

    • Welcome comms has been approved. (Trainees reviewing)

    • Placement notification has been approved. (Trainees reviewing)

    • NTN notification is not started. (Ticket associated with this work to be reviewed in alignment with the Admin team)

      • Reporting needs in progress

    • On HOLD for now ---– Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

    • Data comparison from ORIEL to TIS. Awaiting OFFER program start date to be added to the ORIEL database. @Kavitha.Shankar

      • Understanding the process followed by local offices.

Team Absences

  • Reuben - Half day

  • Naz - 4 days

  • Doris - 2 days

  • Andy - 1 day

Discussion

  • Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

    • Finding an automated process to handle moving forms. - @Andy Dingley

  • DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved. ---to be updated by Chris @Christopher.Inegbedion (Unlicensed)

    • @Nazia AKHTAR to speak with Rob about data sharing.

  • Study leave Accent Leave Manager - No update

    • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

      • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

    • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

      • Setup a meeting with the HORUS team. @Nazia AKHTAR

Dashboard review

  • Remove the survey questions from confirmation email - @Nazia AKHTAR

  • Review Chatbot data and the support desk data - @Nazia AKHTAR

Review of previous Retro tickets

Just enough, just in time

To be or not to be (excel) moment with required info available in different systems – Andy/Kav

 

 

27 NOV 2023 

 

Goal for the next two weeks

Primary Goal

  • Develop the notification tab, establish business rules for reminder ticket procedures, and initiate the creation of the action summary for the front-end.

Secondary Goal

  • Conduct an investigation to determine methods for modifying notification content according to LO and program specification.

  • Research work

  • Discovery on LTFT - 15 primary user interview conducted. Completed.

  • To continue with recruiting from SW and London. Then secondary user workshop.

    • North-East is to be rescheduled

      • Thames Valley and SW will be engaged this week.

    • TPD and other stakeholders details to be confirmed and interviews to be scheduled.

  • Other Work

    • Welcome comms has been approved.

    • Placement notification has been approved.

    • NTN notification is not started.

      • Reporting needs in progress

    • On HOLD for now ---– Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

    • Data comparison from ORIEL to TIS. Awaiting OFFER program start date to be added to the ORIEL database. @Kavitha.Shankar

      • Understanding the process followed by local offices.

Team Absences

  • Naz - Half day

  • Doris - 1 day

  • Andy - 2 days

Discussion

  • Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

    • Finding an automated process to handle moving forms. - @Andy Dingley

  • DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

    • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

  • Study leave Accent Leave Manager - No update

    • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

      • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

    • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

Dashboard review

  • Remove the survey questions from confirmation email - @Nazia AKHTAR

  • Review Chatbot data and the support desk data - @Nazia AKHTAR

Review of previous Retro tickets

Improved cross-team collaboration

DSP changes without being notified -- Andy D

Difficulty getting trainees -- Tosin O

Sub-task focus (need a filter to also include bugs/defects though) -- Chris I

To be or not to be (excel) moment with required info available in different systems – Andy/Kav

Roadmap Review

Nov 13, 2023

Goal for the next two weeks

Primary Goal

  • Implement the notification tab and development tab reminder tickets

Secondary Goal

  • Understand how to handle trainee email changes on TIS.

  • Research work

  • Discovery on LTFT - 12 primary user interview conducted. 5 outstanding interviews to be completed.

  • To continue with recruiting from SW and London. Then secondary user workshop.

    • North-East is to be rescheduled

    • TPD and other stakeholders details to be confirmed and interviews to be scheduled.

  • Other Work

    • Welcome comms has been approved.

    • Placement notification still in progress.

    • NTN notification is not started.

    • On HOLD for now ---– Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

    • Data comparison from ORIEL to TIS. Awaiting the start date from the ORIEL team @Kavitha.Shankar

      • Understanding the process followed by local offices.

Team Absences

  • Naz - Half day

  • Doris - 1 day

Discussion

  • Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

  • DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

    • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

  • Study leave Accent Leave Manager

    • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

      • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

    • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

Dashboard review

  • TBC

Review of previous Retro tickets

DSP changes without being notified -- Andy D

Difficulty getting trainees -- Tosin O

Sub-task focus (need a filter to also include bugs/defects though) -- Chris I

To be or not to be (excel) moment with required info available in different systems – Andy/Kav

Roadmap Review

Oct 30, 2023

Goal for the next two weeks

Primary Goal

  • Reminder notification to be sent.

Secondary Goal

  • Understand how to handle trainee email changes on TIS.

  • Research work

  • Discovery on LTFT - 11 primary user interview conducted. To continue with recruiting from SW and London. Then secondary user workshop.

    • North-West is Tuesday 31Oct

    • West Midlands/East Midlands is 2nd Nov

      • To have a meeting with the two teams using Story Mapping (FeatureMap) @Nazia AKHTAR

  • Other Work

    • Standardise comms for new starters

    • Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

    • Data comparison from ORIEL to TIS. Awaiting the start date from the ORIEL team @Kavitha.Shankar

Team Absences

  • Nil

Discussion

  • Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

  • DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

    • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

  • Study leave Accent Leave Manager

    • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

      • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

    • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

Dashboard review

  • TBC

Review of previous Retro tickets

Craft strategic Objectives and Key Results and align with Team - @Nazia AKHTAR

Mapping of the Old world for TIS - @Christopher.Inegbedion (Unlicensed)

 

Oct 16, 2023

Goal for the next two weeks

Primary Goal

  • Enable the completion of notification tab investigation and develop the tab in admins UI

Secondary Goal

  • Enable sending the reminder emails to PGDiT

  • Research work

  • Discovery on LTFT - Interviews are still on-going. 6 completed so far. Further 6 planned for the month of October.

    • Secondary user workshop is planned for tomorrow in London.

    • North Secondary users workshop is planned for the 31st of October.

  • Other Work

    • Standardise comms for new starters

    • Look into deferral form standardisation

    • Data comparison from ORIEL to TIS

Team availability

  • Naz - 3 day

  • Doris - 5 day

  • John - TBD

Discussion

  • Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions.

  • DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

    • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

  • Study leave Accent Leave Manager

    • Progress work on the dashboard - still waiting for finance team - @Kavitha.Shankar

      • Waiting for standardisation of study leave process that inform dashboard

    • Data comparison work TIS vs FormR - ticket to be refined

    • Oriel data will be available on NDW

Dashboard review

  • TBC

Review of previous Retro tickets

Craft strategic Objectives and Key Results and align with Team - @Nazia AKHTAR

Mapping of the Old world for TIS - @Christopher.Inegbedion (Unlicensed)

 

Sep 18, 2023

Goal for the next two weeks

Primary Goal

  • CoJ confirmation notification

Secondary Goal

  • Go live chatbot

  • DSP notification improvement tickets

Research work

  • Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

  • Review & modifying the plans - BA & UR meeting 18/09

Team availability

  • Johno - 2 days

  • Andy - 1 day

  • Naz - 1 day

  • Doris - 1 day

Discussion

  • Support - Bruntte, Kav and Tosin to get together to review support data and stats on WordPress

  • DSP - Re-baselining the plan and before I give you the new go live date

    • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

  • Study leave Accent Leave Manager

    • Progress work on the dashboard - still waiting for finance team - @Kavitha.Shankar

    • @Ade.Olaiya Demo on Accent Leave Manager, Course Manager, easy Money/Pay and update team on future for this product @Nazia AKHTAR

    • Data comparison work TIS vs FormR - ticket to be refined

    • Oriel data will be available on NDW

    • Discuss with Angela re. LO forms @Nazia AKHTAR

Dashboard review

  • CoJ - Speak to YH Andrea team (Rachel Noble) Reply to the thread

Review of previous Retro tickets

 

 

Aug 20, 2023

Goal for the next two weeks

Primary Goal

  • Progress the Idea tickets

Secondary Goal

Research work - update from Tosin

  • Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

Team availability

  • Naz 10 days

  • Johno - 7 days

  • Edward - 1 day

  • Reuben - 1 day

Discussion

  • Support - Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ https://hee-tis.atlassian.net/browse/TIS21-4953

  • DSP - So far feedback is positive from UAT. @Tosin Oyekunle (Unlicensed) to chase charlotte/catrina for user feedback - Next set of pilot testing to take place end of Sept.

    • Pen testing started 8/08 - team to be response to we don't hold anything up

    • Notification improvement to be developed before next step of Pilot testing (end of Sept)

  • Study leave Accent Leave Manager

    • Progress work on the dashboard - working with finance teams meeting to happen 14th August - @Kavitha.Shankar

    • Research completed - Research work reviewed by Rob & @Ade.Olaiya

    • @Ade.Olaiya Demo on Accent Leave Manager, Course Manager, easy Money/Pay and update team on future for this product

Dashboard review

  • Hot Jar - Look at the Hotjar url - it should appear after trainee has completed Hotjar survey

Review of previous Retro tickets

 

Aug 7, 2023

Goal for the next two weeks

Primary Goal

  • Trail Chatbot - Continue to complete the Chatbot work

  • develop stats so we can see if trainees are interacting and benefiting with chatbot

  • investigation work on identifying data for unauthorised users

Secondary Goal

  • COJ Notification research

    • Speaking LO & PGDiT - how many reminder/comms sent and how often

    • Technical investigation on notifications

  • Research work

  • Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

  • Training description field research @Tosin Oyekunle (Unlicensed) @Ashley Ransoo @Adewale Adekoya Ade B

Team availability

  • Naz 3 day

  • Doris 4 days

  • Ed 1 days

  • Reuben 5 days

  • Kav 1 day

Discussion

  • Support -

    • Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ @Nazia AKHTAR

  • DSP - So far feedback is positive from UAT. @Tosin Oyekunle (Unlicensed) to chase charlotte/catrina for user feedback - Next set of pilot testing to take place end of Sept.

    • Pen testing started 8/08 - team to be response to we don't hold anything up

    • Notification improvement to be developed before next step of Pilot testing (end of Sept)

  • Study leave Accent Leave Manager

    • Progress work on the dashboard - working with finance teams meeting to happen 14th August - @Kavitha.Shankar

    • Research completed - Research work reviewed by Rob & @Ade.Olaiya

    • @Ade.Olaiya Demo on Accent Leave Manager, Course Manager, easy Money/Pay and update team on future for this product

Dashboard review

  • Hot Jar - Look at the Hotjar url - it should appear after trainee has completed Hotjar survey

Review of previous Retro tickets

Type

Key

Summary

Status

Category

Goal

Type

Key

Summary

Status

Category

Goal

Story

TIS21-4374

Allow signing of CoJ for each programme

Verifying on Prod

Improve the Conditions of Joining Process

 

Story

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

 

 

 

 

Jul 24, 2023

Goal for the next two weeks

Primary Goal

  • Trail Chatbot - Continue to complete the Chatbot work - Configuration work remaining

  • Seek input from Rachel & Nick (DSP users) on chat bot

  • Look at Epic and see what other tickets to bring into this iteration

Secondary Goal

  • COJ User Satisfaction - Look at comments from trainees and put into mural and group into themes

  • COJ Reminder/Chaser emails research @Nazia AKHTAR @Tosin Oyekunle (Unlicensed)

  • Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

  • Training description field research @Tosin Oyekunle (Unlicensed) @Ashley Ransoo

  • Ideas log clarification and validate - @Tosin Oyekunle (Unlicensed)

Team availability

  • Catch up day in Manchester 24th July

  • Naz 3 day

  • Andy D 1 day (maybe)

  • Doris 2/3 days

  • Ed 8 days

  • Ashley 3 days

  • Reuben 5 days

Discussion

  • Support -

    • Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ @Nazia AKHTAR

  • Support - offered position to incident analyst -update on start date . @Anita Cheng

  • DSP - So far feedback is positive from UAT. @Tosin Oyekunle (Unlicensed) to chase charlotte/catrina for user feedback - Next set of pilot testing to take place end of Sept.

    • Identity binding - spec needs clarifying and work needs ticketing up @Nazia AKHTAR

  • Study leave Accent Leave Manager

    • working on the dashboard - working with finance teams meeting to happen 14th August - @Kavitha.Shankar

    • Research completed - Rob & @Ade.Olaiya review recommendation @Tosin Oyekunle (Unlicensed)

Dashboard review

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

  • Hot Jar - Look at where else we can get target feedback @Tosin Oyekunle (Unlicensed)

Review of previous Retro tickets

Jul 10, 2023

Goal for the next two weeks

Primary Goal

  • Trail Chatbot - Continue to complete the Chatbot work - Following testing by Naz & Saedhia we look at the remaining tickets - Configuration work remaining

Secondary Goal

  • COJ User Satisfaction - compare new to legacy process @Kavitha.Shankar @Tosin Oyekunle (Unlicensed)

  • Discovery on LTFT - Cross team working Admin & Trainee

Team availability

  • Naz 1 day

  • Andy D 9 days

  • Doris 1 day

  • Johno 1 day

  • Ed 4 days

Discussion

  • Support - Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ

  • Support - offered position to incident analyst - due to start in about 3 weeks.

  • DSP - So far feedback is positive from UAT. Next set of pilot testing to take place end of Sept.

  • Study leave Accent Leave Manager

    • working on the dashboard - working with finance teams - @Kavitha.Shankar

    • completed interviews - synthesis the data - present data to Rob & Ade. @Tosin Oyekunle (Unlicensed)

Dashboard review

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

  • Hot Jar - Naz to create ticket to get more targeted feedback FormR & DSP

Review of previous Retro tickets

 

 

Jun 26, 2023  

Goal for the next two weeks

Primary Goal

  • Trail Chatbot - Help guide trainees and also collect information to help us support trainees quickly.

  • Start with FAQ - and build conversation trees

Secondary Goal

  • COJ User Satisfaction - compare new to legacy process @Kavitha.Shankar @Tosin Oyekunle (Unlicensed) @Nazia AKHTAR

Team availability

  • Naz 1/2 day

  • Kavita - 4 days

  • Strike days 5th & 7th July

Discussion

  • Support - Update from Anita on Support analyst @Nazia AKHTAR

  • DSP - Need some info - Pen test is planned for August @Nazia AKHTAR

  • Arrange slots between Chris & other members of Trainee team @Nazia AKHTAR

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. @Nazia AKHTAR to chase Anita

Review of previous Retro tickets

  •  

May 30, 2023

 

 

Jun 12, 2023

Goal for the next two weeks

Primary Goal

  • Improving trainees journey to sign up/log in and submit FormR on TSS

    1. Provide guidance and support trainees via WordPress support site

    2. Investigate into chatbot solutions

      • Looking at support data trainees are experiencing issues when signing up and logging into TSS. (see below screenshot Top 3 issues reported reported incidents - Sign up, Authenticator and FormR unsubmission requests)

      • When looking at chatbot solutions, we need to ensure chatbot is available to trainees at the point they signup/log screen.

      • Based on the frustration/complaints we have received on support desk, its important we ensure trainees are able to sign up/login on TSS without any issue - For the first instant we may need to focus on setting up conversation trees related to signing up/logging in TSS and then build further based on questions we get asked.

    3. Other tickets to progress to improve user experience

      • Removal of Private Beta message as its confusing users

Common question spreadsheet Common Question Asked by PGDIT when using TSS.xlsx

Secondary Goal

  • COJ User Satisfaction - compare new to legacy process @Kavitha.Shankar @Tosin Oyekunle (Unlicensed) @Nazia AKHTAR

Team availability

  • Naz - 1/2 day

Discussion

  • Support - Update from Anita on Support analyst @Nazia AKHTAR

  • DM - Offered position to Christopher - Update from Anita on Delivery Manager start date @Nazia AKHTAR

  • DSP - update on pen testing dates @Nazia AKHTAR

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. @Nazia AKHTAR to chase Anita

Review of previous Retro tickets

May 30, 2023