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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):
Revalidation unusable - bulk data cleanup script proved to be too intensive and blocked connection to the database from the application
GMC sync failed - Reval data temporarily disappeared - GMC had made some security changes following a cyber attack on them, without confirming impact with us
Reval app: Button labelling change - “Edit” to “Create”, 2 bugs fixed, further progress on filtering
TIS Self-Service app: Good progress on the 3rd pilot / Tranche 1
TIS:
Data validation - validation on email addresses of personal details, and Placement date range, and Placement specialties
Bulk upload - resolving issue of notes included in BU.
ESR: We now display the Position Number from ESR along with when they notified us of a position that we reconciled with a Post in TIS.
Quarterly Objectives and Key Results (OKRs): steady progress, except on surveys coming in for the TIS Self-Service 2rd Pilot / Tranche 1.
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 | Nazia AKHTAR | 177 3rd Pilot / Tranche 1 participants 79% (140) Sign ups 75% (105) Form R Part A [59% of all participants] and 85% (119) Form R Part B [67% of all participants] completions only 3 enquiries to the TIS Team (all resolved)
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Revalidation | Fix: wrong button showing for Approved/Rejected recommendations | Doris.Wong | Before: Edit recommendation button is wrongly shown for Approve/Rejected recommendation  After: Create recommendation button shown to allow creation of new recommendation for Under Notice trainees  |
Fix: historical recommendations preventing creation of new recommendations | Cai Willis |  |
Trainee Information System (TIS) | Placement date range validation | Edward Barclay | Bulk uploads are now validated to make sure that the placement starting date is before the ending date. |
Fix: unable to export bulk upload error reports when the spreadsheet has notes/comments | Yafang Deng | Now bulk upload supports the excel files with comments no matter if its extension is xlsx or xls. |
Fix: email address validation | Reuben Roberts | We resolved an issue where edits could not be made to the personal details of trainees with apostrophes in their email address (which should be permitted, but were being rejected by the server-side component). |
Duplicate specialty validation in placements | Yafang Deng | Fix to prevent duplicate specialty being added as primary, secondary or other in placement form in user interface.
 2. Placement bulk create/update - error message: No two of primary/other/sub specialty(ies) can be set with the same value. |
Electronic Staff Record (ESR) | Show ESR’s positions when reconciled against TIS | Joseph (Pepe) Kelly | We now display the Position Number from ESR along with when they notified us of a position that we reconciled with a Post in TIS. Some positions were already reconciled so we don’t have the date - https://apps.tis.nhs.uk/admin/posts/edit-post/85122 Positions which ESR have told us are deleted are not displayed in TIS but are available for use in reports.  |
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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 |
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 |
Key Result#2: 25% of trainees complete a survey. | too early | too early | 0.1 | 0.1 | 0.1 | 0.1 | 0.1 |
Key Result#3: Support materials enriched based on feedback. | too early | too early | 0.5 | 0.5 | 0.5 | 0.5 | 0.6 |
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 |
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 | 0.9 |
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 |
TIS team development (following external review)
Up to end of Q4 | Iteration #7
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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