2021/2: Q4 | Review#3 (2022-02-02 to 2022-02-15)

Welcome

Overviews of the iteration
Any interruptions / Live Defects
Team going through what they’ve achieved during the iteration
Feedback from those on the call on what we have done (constructive criticism / praise / questions)
Collaboration with those on the call on what to do next

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)

Live Issues:

key	summary	created	updated	status

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Incident logs

Several services affected: 2022-02-04 Reference service unstable on one production server

Dev team demo 'done' work contributing to those goals (no reference to specific Jira tickets, and no reference to work not 'done')

Area	Description	Team Representative	Demo - from Prod URL where feasible
TIS Self-Service (TSS)	Clean up TSS data when TIS data is deleted	Andy Dingley	When data is modified in TIS a notification is sent to the self-service application so that it can update its own data accordingly. In the case of data being deleted in TIS the correct action was not always taken in TSS, this led to a divergence of data over time and some trainee profiles displayed incorrect/outdated data as a result. TSS now handles deleted data properly and updates the trainee profile in an appropriate way. The existing data was also refreshed to ensure that any leftover data is removed. A side effect of this, for anyone with a TSS test account, is that you may no longer see the data you expect on the trainee profile. If you are affected, please inform a member of the TIS team and we can update your profile to point to the refreshed data.
	Fix form R validation bugs	john o	Fix the validation that checks for a future date. Before: After: 2. Fix other validation bugs which caused validation errors to fire on optional fields when no initial value was displayed. Before: After:


Revalidation
	Add success or Failure message to GMC Sync (New Reval jobs)	Jayanta Saha	Brief Discussion

Trainee Information System (TIS)


Electronic Staff Record (ESR)
Electronic Staff Record (ESR)
Northern Ireland Medical and Dental Training Agency (NIMDTA)

Objective Key Results (OKRs) 2021/22 Q4:

	1st Iteration	2nd Iteration	3rd Iteration	4th Iteration	5th Iteration	6th Iteration
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.	too early	too early / 0.1
Key Result#2: 25% of trainees complete a survey.	too early	too early / 0.1
Key Result#3: Support materials enriched based on feedback.	too early	too early / 0.1
Key Result#4: 95% of admins agree that the process has been made more efficient by TSS.	too early	too early / 0.1
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.	too early	0.3
Key Result#2: Keycloak is no longer used for authentication by any TIS apps.	too early	0.1

TIS team development (following external review)

Last Review I highlighted that we recently had an external review of how we work within the TIS team. From that review, a number of recommendations were put forward for how we can alter things going forward. The whole team is actively working towards implementing these recommendations. As we are a team that at its core believes in transparency and openness, we decided to give you a flavour of what we have been working on:

Up to end of Q3

We've created and published a Team charter. And we’ve completed initial work on adhering to the team Charter - a soft/supportive approach of using regular team health-checks against the Charter values: Empathy, Unity, Transparency and Collaboration.
We're reviewing all our meetings and events with a view to rationalising them in the near future
We're embarking on team training in User-Centred Design: Online, 15hrs over 5 days | On-site at one of our offices, 1 day. Some of the team attended the online GDS UCD training, others are booked to attend in Feb and Mar.
Progressed work on standardising Job Descriptions / Job Summaries. We’ve identified the need for two roles we don’t currently have in the team: User Researcher and Performance Analyst.
Debating sensible ways of splitting the team’s work up by Services and Products.
Started the review of Stakeholder mapping.
Had an end of Quarter Review and looked forward to Q4.

Q4, Iteration #1

Agreed we need to reach out to gain more context for what we do in TIS, within the wider HEE and NHS. And we’ve started having these sessions (one from Jon Howes on PGMDE and another on Digital First). If anyone reading this would like to volunteer to do a session, please let us know!
Started the process of agreeing standard team events (TIS team meetings, stakeholder sessions etc), and central comms (Teams, Sharepoint, mailboxes, etc), so that communicating within the team is more efficient and communicating with us will be, too.

TIS interim roadmap:

Feedback

We really do welcome any feedback you have for us - whether it be negative or positive, or whether it be a suggestion of something we could try/incorporate in a future Review. We absolutely don’t want to stand still. We’re very happy applying the 12th Agile principle of ‘becoming more productive’ to our Reviews themselves! Your contributions to this survey are entirely anonymous, should you wish to include anything others might perceive as controversial. We welcome any and all feedback, as long as it is constructive!

Post-Review survey: https://healtheducationyh.onlinesurveys.ac.uk/tis-review-2021-2-q4-iteration3