Placements - Scenarios

Owned by Former user (Deleted)
Last updated: 31 Oct 2018 by Ashley Ransoo


Process Name

PL1 - Navigate to Placements

Comments
DescriptionUser can access placement management tools
ActorsHEE Admins
Pre-conditions

Logged in

Security allows access to placement manager 


Post-conditionsView options to create / edit placements
Process steps

1. Hover over Placements in nav bar

2. Select either Create Placement, Bulk Upload or Placement Manager

3. System presents appropriate screens as requested


Alternative flowN/A
Rules

Page only available to those who have access to 'Placements' in their role


JIRA Reference

Audit LogN/A


Process NameComments
DescriptionUser should be able to find placement details by searching for a person or post number
ActorsHEE Admin
Pre-Conditions

Logged in

Security allows access to Posts, People or Placement Manager 


Post-Conditions

User is able to find specified data around a Placement

User is told there are no details related to their particular search


Process Steps
  1. User navigates to either Person, or Posts areas
  2. User enters search criteria (First Name, Last Name, GMC Number, GDC Number, Healthcare Number, Programme Name, Programme Number)
  3. User confirms search
  4. System presents results as list

Alternative FlowN/A
RulesUsual smart search rules apply
JIRA Reference

Audit Log


Process Name

PL3 - Create Placement from Person Record

Comments
DescriptionUser can create placement related to an individual person
ActorsHEE Admins
Pre-Conditions

Logged in

Security allows access to Posts, People or Placement Manager 

Person search completed
Post-Conditions

Placement created for a single individual

Placement confirmed to relevant Trust


Process Steps
  1. Navigate to People
  2. Search or select a trainee person
  3. Navigate to placements
  4. Select create
  5. System presents form 
  6. User completes additional fields
    1. post number - should prompt pre-population of fields (see Placements - Field Validation)
    2. Select site, grade, specialty, other specialties
    3. Enter start date / end date
    4. select placement type
    5. Enter WTE
    6. Select Clinical Supervisor(s)
    7. Select Educational Supervisor(s)
    8. Record Comments
  7. User saves record
  8. Confirmation of placement is recorded against Trainee record
  9. Confirmation of placement is sent to relevant Trust (i.e. where the placement will be completed)

Post Details to be pre-populated

  • site
  • managing deanery/local office (non-editable)
  • grade
  • specialty
  • local post number (non-editable)
  • training description PP: It is a free text that is part of placements


Alternative Flow

PL4 - Create Bulk Placements

PL6 - Manage Multiple Placements


Rules

WTE default is 1

WTE - warn user that if the role is a slot share, they should add 10%

MIP default 0 on create


JIRA ReferenceTISDEV-2726
Audit Log


Process Name

PL4 - Create/Update Bulk Placements

Comments
DescriptionUser can create or Update placement related to a group of people. In simple terms, it is the building or updatng of the relationships between Posts and People.
ActorsHEE Admin
Pre-conditions

Logged in

Security allows access to Placement Manager

Trainees to exist on TIS already

Posts to exist on TIS already 


Post-conditions

Placement created for a group of individuals

Placement confirmed to relevant Trust


Process steps
  1. Access bulk upload screen
  2. Download spreadsheet
  3. User completes spreadsheet
  4. Upload completed spreadsheet
  5. System validates spreadsheet and presents validation errors if any
  6. System creates new placements against trainees records based on spreadsheet values
    1. Where system finds matching trainee record on TIS, it will create a new placement with the details being uploaded where the valid NPN does not already exist against the Person Record. Where the NPN already exists against the person placement record, the import will validate all matching criteria including the the dates of the placement in order to update the remaining fields on the existing placement.
    2. Where system cannot find a matching trainee record on TIS, it will be flagged in the list of errors.
    3. Where system cannot find a matching post with the NPN specified on the template, it will be flagged in the error report. 
  7. System will send/present confirmation when process completes
    1. Confirmation message is displayed on screen
    2. Confirmation of placement is recorded against Trainee record
    3. Confirmation of placement is sent to relevant Trust (i.e. where the placement will be completed)

Please see Placement Import Template with specification of

  • column headers, 
  • matching criteria,
  • fields relating to Add or Update,
  • Validation rules in the 'Rules and Validations' sheet for each column. 

With Comments:

TIS Placement Import Template - Add-Update-Matching Criteria.xls

Blank Upload Template to be made available for download on TIS: Without Comments

TIS Placement Import Template.xls


Alternative flowPL10 - Upload Errors
Rules

Valid template with exact column headers downloaded from TIS to be used.

Structural errors to be validated for.

All fields must be completed with a valid response.

Rules and Validations for each column are specified in the 'Rules and Validations' sheet here: TIS Placement Import Template - Spec for Update v.s. Add fields.xls


JIRA Reference TISDEV-3119 - Getting issue details... STATUS
Audit Log

Who uploaded the template and when.

Who added/updated a placement and when.




Process Name

PL4B - Bulk Update Placements using TIS_Placement_ID

Comments
DescriptionAs a Local Office Admin
I want to Bulk update Placements using TIS_Placement_IDs as the only matching criteria
So that I can update any/all other fields on the Template.
ActorsHEE Admin
Pre-conditions

Logged in

Security allows access to Placement Manager

Trainees to exist on TIS already

Posts to exist on TIS already 

Placements to exists with the Specified TIS_Placement_ID/s


Post-conditions

Placement updated for a group of trainees


Process steps
  1. Access bulk upload screen
  2. Download template
  3. User completes template
  4. Upload completed spreadsheet
  5. System validates spreadsheet and presents validation errors if any
  6. System updates existing placements against trainees records based on spreadsheet values
    1. Where system finds matching Placement record on TIS based on the TIS_Placement_ID, the import will update the remaining fields where values have been specified on the template.
    2. Where system cannot find a matching Placement record on TIS, it will be flagged in the list of errors.
    3. where column headers have been left blank on the template, the import will ignore those and no action by the import to the specific columns.
    4. where an Intrepid_Id already exists against a matching placement and there are also values in the Intrepid_Id column of the template, an error will be produced in the Error report. 
  7. System will send/present confirmation when process completes
    1. Confirmation message is displayed on screen
    2. Confirmation of placement is recorded against Trainee record.
    3. where the update impacts on fields sent to ESR, appropriate changes will need to be staged to be sent in ESR Notifications. Please see ESR Notifications.

Please see column specification for  'TIS Placement Update Template' with: 

  • column headers, 
  • mandatory columns
  • fields relating to Matching Criteria or Update,
  • Validation rules for each

Placements - Field Validation#FieldValidation-Placements-BulkUpdateusingTIS_Placement_IDs

Blank Upload Template to be made available for download on TIS:

https://hee-tis.atlassian.net/wiki/download/attachments/532709384/TIS%20Placement%20Update%20Template.xls?version=1&modificationDate=1532006958610&cacheVersion=1&api=v2



Alternative flowPL4, PL10
Rules

Valid template with exact column headers downloaded from TIS to be used.

Structural errors to be validated for.

All fields must be completed with a valid response.

Rules and Validations for each column are specified here:

Placements - Field Validation#FieldValidation-Placements-BulkUpdateusingTIS_Placement_IDs


JIRA Reference TISDEV-4441 - Getting issue details... STATUS
Audit Log

Who uploaded the template and when.

Who added/updated a placement and when.



Process Name

PL5 - View/Edit Placement

Comments
DescriptionUser can view and edit current/future placement data already created
ActorsHEE Admin
Pre-conditions

Logged in

Security allows access to People, Posts, Placement Manager 


Post-conditions

User views placement detail (past / current / future)

User edits placement detail (current / future)


Process steps
  1. User navigates to People, Posts, Placement Manager
  2. Search for Person
  3. Navigate to Placement information
  4. View information
  5. Edit fields as necessary
  6. Save
  7. Close record

Editable fields include:

  • start date
  • end date
  • site
  • grade
  • specialty
  • placement type
  • status
  • Comments


Alternative flowPL8 - Manage Placements with Slot Share
RulesSystem prevents user from editing past placement detail
JIRA ReferenceTISDEV-2727
Audit Log

Process Name

PL6 - Manage Multiple Placements

Comments
DescriptionUser can link / unlink posts for multiple trainees to create multiple placements in one viewNot MVP
ActorsHEE Admin
Pre-conditions

Logged in

Security allows access to Placement Manager 


Post-conditions

Placement created for a group of individuals

Placement confirmed to relevant Trust


Process steps
  1. Navigate to Placement Manager
  2. View List of Posts & List of Trainees
  3. Select Programme (optional)
  4. Select Rotation(s) (optional)
  5. Add Posts to manage to shortlist
  6. Add Trainees to manage to shortlist
  7. Link Trainee to Post = Placement
  8. Go into detail view of Placement
  9. Edit placement detail (as in PL3, step 3)

Rotations can be created in Programme TBC??

Posts detail in view

  • post name
  • site
  • specialty

Person detail in view

  • First name
  • Last name
  • GMC/GDC/Healthcare Number
  • In Post / Not in Post
Alternative flow

Rules

Trainees and Posts avaiable should be constrained to the local view only

Filter out "trainees in post"


JIRA Reference

Audit Log

Process Name

PL7 - Unlink Placement

Comments
DescriptionUser is able to remove Person from a Placement with immediate effect
ActorsHEE Admin
Pre-conditions

Logged in

Security allows access to People, Posts, Placement Manager 


Post-conditionsUser is removed from Placement
Process steps
  1. User navigates to Person record
  2. User selects to unlink placement record
  3. Placement is terminated
  4. Post becomes available again
  5. Trainee becomes available to be placed again
  6. Trust is sent a message to confirm that the Trainee has been removed from Post




Alternative flowPL9 - Placement Ends
Rulestbc
JIRA Reference

Audit Log

Process Name

PL8 - Manage Placements with Slot Share

Comments
DescriptionUser can view and edit current/future placement data already created; specifially related to Slot Share details
ActorsHEE Admin
Pre-conditions

Logged in

Security allows access to People, Posts, Placement Manager 


Post-conditionsUser edits slot share information in placement detail (current / future)
Process steps
  1. Begin Create or Edit journey (PL4 or PL5)
  2. Mark WTE as 0.6
  3. Continue Create or Edit journey

Alternative flowN/A
Rules

Slot share must always be 0.5 + 0.1 for both trainees sharing a single slot (to account for handover time)

System prevents user from editing past placement detail

WTE should allow anything between 0 and 1. ticket needs updating.
JIRA ReferenceTISDEV-2727
Audit Log

Process Name

PL9 - Placement End

Comments
DescriptionAutomatic unlinking of Post from Person where the Placement end date has passed
ActorsTIS
Pre-conditionsPlacement is active
Post-conditionsPlacement is inactive
Process steps
  1. Placement end date is = today's date
  2. System switches inactive status on
  3. Person is unlinked from Post in system
  4. Record of placement is retained against Person record as "Past"
  5. Message is sent to Trust 

Alternative flowPL-7
RulesTBC
JIRA ReferenceTISDEV-2727
Audit Log

Process Name

PL10 - Upload Error

Comments
DescriptionUser can view errors by line as part of the bulk upload journey
ActorsHEE Admin
Pre-Conditions

Logged in

Security allows access to Placement Manager 

Initial spreadsheet upload has been completed


Post-Conditions

Upload errors displayed by Spreadsheet Line


Process Steps
  1. Upload completed spreadsheet
  2. User saves record
  3. System displays message informing user of errors to upload
    1. line number
    2. error detail
  4. System uploads remaining lines
  5. User removes successful lines from template
  6. User edits lines with errors in template
  7. User re-uploads the template

Alternative FlowPL4 - Create Bulk Placements
RulesRules and Validations for each column are specified in the 'Rules and Validations' sheet here: TIS Placement Import Template - Spec for Update v.s. Add fields.xls
JIRA Reference

Audit Log

Slack: https://hee-nhs-tis.slack.com/
Jira issues: https://hee-tis.atlassian.net/issues/?filter=14213