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(We are changing our Quarterly schedules to fit in with the academic year from now on. So 2022/3 Q1 will begin on 1 May 2022. As a consequence, we will use April to continue with 2021/2 Q4 work, and plan out 2022/3 Q1 work)
Welcome
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Overview of the last couple of weeks Any interruptions to our apps / Live Defects Team going through what they’ve achieved during the last couple of weeks 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)
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Executive Summary:
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LiveDefects this iteration (last fortnight): 3 - a TSS Trainee’s data was not properly transferred between a previous pilot and the current one. ESR integration went down (accidental cause no mitigation needed). Postcode validation for international postcodes prevented user from successfully logging into TSS. First two have been fixed, the third came to light today and is being fixed.
Reval app: Focus has entirely been on completing as much of the filtering work as was possible.
TIS Self-Service app: Work around tidying up data (e.g. Dr in Training role) in advance of Tranche 2 beginning. Work commenced on setting up a Trainee user community to enhance our capacity to follow user-centred design (UCD) product development.
TIS: Some work going on, notably around converting Programme Membership into Curriculum Membership, but not yet complete enough to cover in this Review.
ESR: n/a
Quarterly Objectives and Key Results (OKRs): We came close to delivering. Falling short mainly on getting much in the way of Trainee feedback (we can still ask, of course)
Changes to the roadmap: n/a
Live Issues:
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(the reason we include these is to be open and transparent about when our apps have been compromised, in order to confirm that we’re constantly iterating to improve performance, resilience and security of our Apps.)
Dev team demo work completed during this iteration (last two weeks)
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Area | Description | Team Representative | Demo - from Prod URL where feasible |
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TIS Self-Service (TSS) | 3rd Pilot Tranche 1 summary | Nazia AKHTAR | 243 - Sign ups
192 - Form R Part A submissions
201 - Form R Part B submissions
These figures are greater than the number of post-graduate doctors in training that we were expecting for this pilot.
Signups have been skewed by the super-efficient Thames Valley LO and their super-keen invitees for Tranche 2 who have started signing up earlier than anticipated!
We are working to separate out the numbers. |
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Revalidation | | | |
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Trainee Information System (TIS) | Validate Visa Dates | Edward Barclay |   https://stage-apps.tis.nhs.uk/admin/people/person/279584/edit-sensitive-data |
| Prevent | | |
Electronic Staff Record (ESR) | | | |
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Northern Ireland Medical and Dental Training Agency (NIMDTA) | | | |
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Objective Key Results (OKRs) 2021/22 Q4:
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 | 1st
Iteration | 2nd
Iteration | 3rd
Iteration | 4th
Iteration | 5th
Iteration | 6th
Iteration | 7th
Iteration | 8th
Iteration |
OKR #1: Prepare and launch 3rd TSS pilotPreparing 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 | 0.3 | 0.4 | 0.5 | 0.8 | 0.9 |
Key Result#2: 25% of trainees complete a survey. | too early | too early | 0.1 | 0.1 | 0.1 | 0.1 | 0.1 | 0.2 |
Key Result#3: Support materials enriched based on feedback. | too early | too early | 0.5 | 0.5 | 0.5 | 0.5 | 0.6 | 0.7 |
Key Result#4: 95% of admins agree that the process has been made more efficient by TSS. | too early | too early | 0.1 | 0.1 | 0.4 | 0.4 | 0.6 | 0.7 |
OKR #2: Keycloak to Cognito authentication migrationExtricating 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 | 0.4 | 0.8 | 0.8 | 0.8 | 0.8 | 0.8 |
Key Result#2: Keycloak is no longer used for user authentication by any TIS apps. | too early | 0.1 | 0.2 | 0.4 | 0.5 | 0.5 | 0.6 | 0.6 |
TIS team development (following external review)
Up to end of Q4 | Iteration #8
We 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:
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.
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.
Consultation completed - going through the HR process of confirming mappings of current to new roles, in advance of hiring to the vacancies we have.
We will be making changes to the way we work, and the scheduled meetings we carry out (like this one) in support of that new way of working. This is to provide both us as a TIS programme, and you as stakeholders and users of the products we develop more focused in the way we are able to communicate and more targeted in that communication. Watch this space…
TIS interim roadmap:
Feedback
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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!
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