People - Scenarios

Scenarios

Process Name	PP-1 Navigate	Comments
Description	User can navigate to the People Section of TIS
Actors	Admins (Local office and Trusts)
Pre-Conditions	Logged in Security allows access to people records
Post-Conditions	View people landing page
Process Steps	Search 'Person' is the default landing page for TIS Hover over 'People' Presents options to add new or import people
Alternative Flow	N/A
Rules	Page only available to those who have access to 'People' in their role
JIRA Reference
Audit Log	N/A

Process Name	PP2 - Search Person	Comments
Description	User can find a person or group of people as required
Actors	Admins (Local office and Trusts)
Pre-conditions	Logged in Security allows access to people records
Post-conditions	View all or filtered people in a screen list (filtered list produced via defined filterable fields)
Process steps	1. Enter search term [person surname, forename, maiden name, GMC/GDC/Public Health number] 2. Click search 3. Present search results	From People - Field Validation
Alternative flow	PP3 - View People List
Rules	Page only available to those who have access to 'People' in their role Certain 'People' only available to those who have access in their role
JIRA Reference
Audit Log	N/A

Process Name	PP3 - View People List	Comments
Description	User can view a summary list of all people and be able to constrain/sort that view by certain filters; they should also be able to enter into a person record
Actors	Admins (Local office and Trusts)
Pre-conditions	Logged in Security allows access to people records
Post-conditions	View all or searched people in a list
Process steps	1. View table with column headers defined 2. Click into single line to view detail on a particular person 3. System presents detailed post view	Forename Surname GMCnumber/GDC number/Public Health Number Programme NTN Current placement details (placement grade, placement specialty) Current placement site Placement type Role Status
Alternative flow	PP2 - Search Person
Rules	Error: page unavailable filter on by default: user's local office Other validation available on field validation table
JIRA Reference	TIS-636
Audit Log	N/A

Process Name	PP4 - View / Edit Person	Comments
Description	User should be able to view a person record and edit as their permission allows
Actors	Local office admins
Pre-conditions	Logged in Authorised user
Post-conditions	View all or filtered/searched people in a list
Process steps	1. Click through from list view 2. View detail 3. Edit detail in field (including changing status to 'inactive') 4. Save 5. Close	From People - Field Validation
Alternative flow	PP3 - View people list
Rules	NEW allow some users access to only certain parts of the person record e.g. all apart from the sensitive data (See Admin User Management - Roles & Permissions DRAFT (WIP)) NEW activate all 3rd level navigation items on edit journey NEW display tool tip to notify user that they can edit full record NEW ineditable/blank Assessments if no Placements set - user can navigate to page, but cannot do anything on it (see here AS-1 Assessments - Scenarios) Error message: only one user to edit a single person record at any one time Rule: Must save before closing Error: this GMC/GDC/Public Health number is already held by a person on this database
JIRA Reference	TIS-636, TIS-207, TIS 130
Audit Log	Change made - was/is When Who	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP5 - Create Person (single)	Comments
Description	Users should be able to manually add an individual person record
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions	Searched for person in entire database (searched based on GMC, GDC, Public Health number or Surname)
Process steps	1. Select to add new person 2. Enter relevant field data 3. User selects whether to assign a DRN or NTN 3. System autosaves details as they progress 4. User saves	From People - Field Validation (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required) (IO) How do we differentiate between a medical trainee or other?
Alternative flow	PP6 - Bulk upload of people
Rules	Error: Mandatory fields not completed NEW NTN rules here People - NTNs \| Scenarios & Field Validation (previously in Programmes) Error: this GMC/GDC/Public Health number is already held by a person on this database NEW Personal & Contact + Manage Record Fields must be populated to enable other sections (see below) NEW Display tool tip notifying them that all fields must be completed in order to be able to complete the others NEW hide all other 3rd level navigation items on create NEW Activating save - on save click: nok: present error message on save click ok: display successful save message keep user on record (they can decide to go back to list or not)	(IO) When should save button be made available? Discussed here but needs to be revisited (People - Field Validation \| Activating Save & Errors) (IO) what if there is unknown information, do we need to reduce the number of mandatory fields?
JIRA Reference	TIS 629
Audit Log	Who created the people record and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP6 - Bulk Upload of People	Comments
Description	A user should be able to add a list of individuals to create multiple person records in one go	Intrepid Excel Template is Intrepid Recruitment Import Template v11.xls For TIS, the only mandatory fields identified in the template are: https://hee-tis.atlassian.net/wiki/download/attachments/60555422/Trainee%20import%20spreadsheet%2015.9.17.xls?version=2&modificationDate=1505489245345&cacheVersion=1&api=v2 Surname Forename Role The only roles would be 'Doctor in training' and 'Trainee'.
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions	Searched for person in entire database
Process steps	Download the template from TIS Populate the spreadsheet with people records Upload spreadsheet System validates spreadsheet System creates new records based on spreadsheet values where they do not already exist on the system. System updates records where they already exist on the system. System presents a list of newly created records for review/update	From People - Field Validation (when creating a person record only the fields in Personal and Contact and (for a trainee) Programme are required) Fields People - Field Validation has a spreadsheet (bottom of page) that shows the fields GMC/GDC/PH number is the Unique identifier for updating records exist on the system. Foundation trainees - If they do not have a GMC, a second source identifying the person would be the email address.
Alternative flow	PP5 - Create person (single)
Rules	Error: this GMC/GDC/Public Health number is already held by a person on this database Error: mandatory fields not completed Error: Structure of the template expected by the import does not match, i.e. file format/column names/order expected do not match Error: Duplicate rows identified in the spreadsheet Error: Duplicate record of a person that already exist on the system to be validated against	Error message appears to let the operator know what the reasons for non import are. The errors should be corrected on the import spreadsheet before the import function is tried again. It is possible to select records to be imported if some of the records are correct but the best course of action is to correct all inaccuracies and import the entire spreadsheet in one go. The error messages should list the the rows and columns for failures. The total number of records that have been imported is shown to the operator. Mandatory fields should be defined on the import spreadsheet to avoid the non import of records.
JIRA Reference	TIS-642 TISDEV-2579 - Getting issue details... STATUS
Audit Log	Who created the people record/s and when Who updated the prople record/s and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP6A - Bulk Update People using TIS_Person_ID	Comments
Description	A user should be able to: Update People records on TIS, Add trainers, amend their approval status, start and end dates for which they are approved Update roles assigned to People (Leave.Approver.NonAdministrator, SelfService.LeaveApplicant) that feeds into Accent Leave Manager Update visa details on TIS by the immigration team.
Actors	(HEE Admin, HEE Admin Sensitive, HEE Admin Reval, HEE TIS Admin)
Pre-conditions	Logged in Authorised User
Post-conditions	Updated People records on TIS, Trainers added/amended their approval status, start and end dates for which they are approved Roles assigned to People updated (Leave.Approver.NonAdministrator, SelfService.LeaveApplicant) that feeds into Accent Leave Manager Visa details updated on TIS
Process steps	Download the template from TIS Populate the spreadsheet with people records Upload spreadsheet System validates spreadsheet System updates records based on TIS_Person_ID as matching criteria, with the values from the template	People - Bulk Uploads
Alternative flow	PP4 - View/Edit person (single)
Rules	People - Bulk Uploads Error: TIS_Person_ID does not exist on TIS Error: mandatory fields not completed Error: Structure of the template expected by the import does not match, i.e. file format/column names/order expected do not match Error: Duplicate rows identified in the spreadsheet	Error message appears to let the user know what the reasons for non import are. The errors should be corrected on the import spreadsheet before the import function is tried again. It is possible to select records to be imported if some of the records are correct but the best course of action is to correct all inaccuracies and import the entire spreadsheet in one go. The error messages should list the the rows and columns for failures. The total number of records that have been imported is shown to the operator. Mandatory fields should be defined on the import spreadsheet to avoid the non import of records.
JIRA Reference	TISNEW-3857 - Getting issue details... STATUS
Audit Log	Who updated the people record/s, what was updated from what to what and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP7 - Manage Oriel Import of Trainees (This may not be required if all the required fields including Programme are mapped in the import)	Comments
Description	Users should be able to view a summary of recently imported trainee person records and edit the contents of each one	Note of caution - the reference data in Oriel does not always match the values in Intrepid. i.e. For the specialty if the Oriel value is "General Medicine" and the Intrepid value is "General (internal) Medicine", this data will not be updated automatically. This is the same for all reference data such as Title, Country, Grade, NTN, Nationality, etc. Trainees may already exist on the Intrepid and therefore the existing record will be update
Actors	Local office admin
Pre-conditions	Logged in Authorised User
Post-conditions
Process steps	Validate that the trainees on the list are new starters in the local office Add mandatory fields Add additional required data (if available) e.g. NTN Authorise import of trainee details from Oriel into TIS Confirmation received of successful import	How do you currently view/edit import errors? Joanne Watson (Unlicensed) Need to check this with colleagues who use the Oriel import
Alternative flow	PP6-Bulk upload of People
Rules	Update (do not create) when a person's record already exists in the database	Where mandatory fields are not completed at time of import suggest a quality dashboard/data extract be produced to indicate the missing values in each person record
JIRA Reference	TIS-715
Audit Log	Who created the people record and when	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP8 - Remove Person from Programme	Comments
Description	Users are able to update a person record to remove them from a programme	Question for SMLs is 'how can we show that a trainee has left their training programme without completing/achieving their CCT?.
Actors	Local office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditions	Logged in Authorised User
Post-conditions	Navigated to trainee record
Process steps	Update curriculum completion date and programme completion date The 'end date' of the placement the trainee is in at the end of their programme should be set to the same date as the Programme End date. Any subsequent placements that are linked to that programme and whose start and end dates are beyond the Programme End date to be deleted Save Exit
Alternative flow	N/A
Rules
JIRA Reference	TIS-636, TIS-216, TIS-204
Audit Log	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP9 - Leaver process (Manual?)	Comments
Description	Users are able to reflect in a trainee's record that they have left their training programme (non-completion of programme and completion of programme)	Question for SMLs is 'how can we show that a trainee has left their training programme without completing/achieving their CCT?.
Actors	Local office and trust admins (depending on the local office arrangements for managing FP trainees)
Pre-conditions	Logged in Authorised User Navigated to trainee record
Post-conditions	Trainee flagged as Inactive
Process steps	Change status to Inactive Automate removal of access to TIS	Should this be automated only? Joanne Watson (Unlicensed)
Alternative flow	N/A
Rules
JIRA Reference	TIS-211, TIS-216
Audit Log	Log changes to any of the field values and when and who made the changes. Visually presented to all

Process Name	PP10 - Reporting OUT OF SCOPE	Comments
Description	Users should be able to configure and pull a report directly from TIS relating to specific requirements	Aggregated Trainee Data - TIS-363 Trainee Attrition - TIS-298 (a subset of TIS-363) Trainees per Discipline - TIS-362 (a subset of TIS-363) Dependency on Workshop to be held with Joanne, Ray & Rob - reporting likely to be centrallised outside of TIS
Actors	Admins
Pre-conditions	Logged in Authorised User
Post-conditions
Process steps
Alternative flow
Rules
JIRA Reference
Audit Log

People - Scenarios

PP-1 Navigate

PP2 - Search Person

PP3 - View People List

PP4 - View / Edit Person

PP5 - Create Person (single)

PP6 - Bulk Upload of People

PP6A - Bulk Update People using TIS_Person_ID

PP7 - Manage Oriel Import of Trainees (This may not be required if all the required fields including Programme are mapped in the import)

PP8 - Remove Person from Programme

PP9 - Leaver process (Manual?)