11 DEC 2023 

Goal for the next two weeks

Primary Goal

• Complete the work in implementing status on the Kanban board.

Secondary Goal

• Finalize the detailed feature map for notification, clearly outlining all the necessary components and functionalities. Subsequently, breaking down the notifications into manageable work slices, ensuring each segment is well-defined and actionable for efficient and coordinated progress.

• Conduct an investigation to determine methods for modifying notification content according to LO and program specification.

• Research work

• Discovery on LTFT - 15 primary user interview conducted. Completed.

• Interviews with TPD and educational supervisors are in progress now.

• Present findings from research meetings to be scheduled for early Jan 2024 @Nazia AKHTAR

• North-East is to be rescheduled

•  

• Other Work

  • Welcome comms has been approved. (Trainees reviewing)

  • Placement notification has been approved. (Trainees reviewing)

  • NTN notification is not started. (Ticket associated with this work to be reviewed in alignment with the Admin team)

    • Reporting needs in progress

  • On HOLD for now ---– Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

  • Data comparison from ORIEL to TIS. Awaiting OFFER program start date to be added to the ORIEL database. @Kavitha.Shankar

    • Understanding the process followed by local offices.

Team Absences

• Reuben - Half day

• Naz - 4 days

• Doris - 2 days

• Andy - 1 day

Discussion

• Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

  • Finding an automated process to handle moving forms. - @Andy Dingley

• DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved. ---to be updated by Chris @Christopher.Inegbedion (Unlicensed)

  • @Nazia AKHTAR to speak with Rob about data sharing.

• Study leave Accent Leave Manager - No update

  • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

    • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

  • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

    • Setup a meeting with the HORUS team. @Nazia AKHTAR

Dashboard review

• Remove the survey questions from confirmation email - @Nazia AKHTAR

• Review Chatbot data and the support desk data - @Nazia AKHTAR

Review of previous Retro tickets

Just enough, just in time

To be or not to be (excel) moment with required info available in different systems – Andy/Kav

27 NOV 2023 

Goal for the next two weeks

Primary Goal

• Develop the notification tab, establish business rules for reminder ticket procedures, and initiate the creation of the action summary for the front-end.

Secondary Goal

• Conduct an investigation to determine methods for modifying notification content according to LO and program specification.

• Research work

• Discovery on LTFT - 15 primary user interview conducted. Completed.

• To continue with recruiting from SW and London. Then secondary user workshop.

  • North-East is to be rescheduled

    • Thames Valley and SW will be engaged this week.

  • TPD and other stakeholders details to be confirmed and interviews to be scheduled.

• Other Work

  • Welcome comms has been approved.

  • Placement notification has been approved.

  • NTN notification is not started.

    • Reporting needs in progress

  • On HOLD for now ---– Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

  • Data comparison from ORIEL to TIS. Awaiting OFFER program start date to be added to the ORIEL database. @Kavitha.Shankar

    • Understanding the process followed by local offices.

Team Absences

• Naz - Half day

• Doris - 1 day

• Andy - 2 days

Discussion

• Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

  • Finding an automated process to handle moving forms. - @Andy Dingley

• DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

  • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

• Study leave Accent Leave Manager - No update

  • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

    • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

  • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

Dashboard review

• Remove the survey questions from confirmation email - @Nazia AKHTAR

• Review Chatbot data and the support desk data - @Nazia AKHTAR

Review of previous Retro tickets

Improved cross-team collaboration

DSP changes without being notified -- Andy D

Difficulty getting trainees -- Tosin O

Sub-task focus (need a filter to also include bugs/defects though) -- Chris I

To be or not to be (excel) moment with required info available in different systems – Andy/Kav

Roadmap Review

Nov 13, 2023

Goal for the next two weeks

Primary Goal

• Implement the notification tab and development tab reminder tickets

Secondary Goal

• Understand how to handle trainee email changes on TIS.

• Research work

• Discovery on LTFT - 12 primary user interview conducted. 5 outstanding interviews to be completed.

• To continue with recruiting from SW and London. Then secondary user workshop.

  • North-East is to be rescheduled

  • TPD and other stakeholders details to be confirmed and interviews to be scheduled.

• Other Work

  • Welcome comms has been approved.

  • Placement notification still in progress.

  • NTN notification is not started.

  • On HOLD for now ---– Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

  • Data comparison from ORIEL to TIS. Awaiting the start date from the ORIEL team @Kavitha.Shankar

    • Understanding the process followed by local offices.

Team Absences

• Naz - Half day

• Doris - 1 day

Discussion

• Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

• DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

  • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

• Study leave Accent Leave Manager

  • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

    • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

  • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

Dashboard review

• TBC

Review of previous Retro tickets

DSP changes without being notified -- Andy D

Difficulty getting trainees -- Tosin O

Sub-task focus (need a filter to also include bugs/defects though) -- Chris I

To be or not to be (excel) moment with required info available in different systems – Andy/Kav

Roadmap Review

Oct 30, 2023

Goal for the next two weeks

Primary Goal

• Reminder notification to be sent.

Secondary Goal

• Understand how to handle trainee email changes on TIS.

• Research work

• Discovery on LTFT - 11 primary user interview conducted. To continue with recruiting from SW and London. Then secondary user workshop.

  • North-West is Tuesday 31Oct

  • West Midlands/East Midlands is 2nd Nov

    • To have a meeting with the two teams using Story Mapping (FeatureMap) @Nazia AKHTAR

• Other Work

  • Standardise comms for new starters

  • Look into deferral form standardisation- Channel is created on Slack. Epic is also created on our Backlog. Plan to do a mini research on this work. The Admin team will be involved i terms of making the forms available. @catherine.odukale (Unlicensed) @Nazia AKHTAR

  • Data comparison from ORIEL to TIS. Awaiting the start date from the ORIEL team @Kavitha.Shankar

Team Absences

• Nil

Discussion

• Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions. Weekly sessions planned. @Kavitha.Shankar / @Nazia AKHTAR

• DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

  • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

• Study leave Accent Leave Manager

  • Progress work on the dashboard - still waiting for an update from finance team - @Kavitha.Shankar

    • Waiting for standardisation of study leave process that inform dashboard @Kavitha.Shankar

  • Data comparison work TIS vs FormR - ticket to be refined @Kavitha.Shankar

Dashboard review

• TBC

Review of previous Retro tickets

Craft strategic Objectives and Key Results and align with Team - @Nazia AKHTAR

Mapping of the Old world for TIS - @Christopher.Inegbedion (Unlicensed)

Oct 16, 2023

Goal for the next two weeks

Primary Goal

• Enable the completion of notification tab investigation and develop the tab in admins UI

Secondary Goal

• Enable sending the reminder emails to PGDiT

• Research work

• Discovery on LTFT - Interviews are still on-going. 6 completed so far. Further 6 planned for the month of October.

  • Secondary user workshop is planned for tomorrow in London.

  • North Secondary users workshop is planned for the 31st of October.

• Other Work

  • Standardise comms for new starters

  • Look into deferral form standardisation

  • Data comparison from ORIEL to TIS

Team availability

• Naz - 3 day

• Doris - 5 day

• John - TBD

Discussion

• Support - Brunette, doing analysis on service desk. Will present feedback on one of the sessions.

• DSP - New date for launch is 27th Nov. There are 4 NHS organisations involved.

  • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

• Study leave Accent Leave Manager

  • Progress work on the dashboard - still waiting for finance team - @Kavitha.Shankar

    • Waiting for standardisation of study leave process that inform dashboard

  • Data comparison work TIS vs FormR - ticket to be refined

  • Oriel data will be available on NDW

Dashboard review

• TBC

Review of previous Retro tickets

Craft strategic Objectives and Key Results and align with Team - @Nazia AKHTAR

Mapping of the Old world for TIS - @Christopher.Inegbedion (Unlicensed)

Sep 18, 2023

Goal for the next two weeks

Primary Goal

• CoJ confirmation notification

Secondary Goal

• Go live chatbot

• DSP notification improvement tickets

Research work

• Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

• Review & modifying the plans - BA & UR meeting 18/09

Team availability

• Johno - 2 days

• Andy - 1 day

• Naz - 1 day

• Doris - 1 day

Discussion

• Support - Bruntte, Kav and Tosin to get together to review support data and stats on WordPress

• DSP - Re-baselining the plan and before I give you the new go live date

  • Pen testing is done - @Nazia AKHTAR ask for update and copy of report (associated to TSS)

• Study leave Accent Leave Manager

  • Progress work on the dashboard - still waiting for finance team - @Kavitha.Shankar

  • @Ade.Olaiya Demo on Accent Leave Manager, Course Manager, easy Money/Pay and update team on future for this product @Nazia AKHTAR

  • Data comparison work TIS vs FormR - ticket to be refined

  • Oriel data will be available on NDW

  • Discuss with Angela re. LO forms @Nazia AKHTAR

Dashboard review

• CoJ - Speak to YH Andrea team (Rachel Noble) Reply to the thread

Review of previous Retro tickets

Aug 20, 2023

Goal for the next two weeks

Primary Goal

• Progress the Idea tickets

Secondary Goal

• COJ Notification research

  • Sent Survey to LO & PGDiT - to determine the frequency and context of reminders https://forms.office.com/Pages/DesignPageV2.aspx?subpage=design&FormId=K5Gn_5ewMUGcD9DoB1Wyq6MebsR-zc1OggZ1IDB9J4tUN05OOU5KSzk3QTVYRVBGVTBBTTcyRVg0RS4u&Token=f8409d83053b4638a7a1d3b4b44f8123

Research work - update from Tosin

• Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

Team availability

• Naz 10 days

• Johno - 7 days

• Edward - 1 day

• Reuben - 1 day

Discussion

• Support - Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ https://hee-tis.atlassian.net/browse/TIS21-4953

• DSP - So far feedback is positive from UAT. @Tosin Oyekunle (Unlicensed) to chase charlotte/catrina for user feedback - Next set of pilot testing to take place end of Sept.

  • Pen testing started 8/08 - team to be response to we don't hold anything up

  • Notification improvement to be developed before next step of Pilot testing (end of Sept)

• Study leave Accent Leave Manager

  • Progress work on the dashboard - working with finance teams meeting to happen 14th August - @Kavitha.Shankar

  • Research completed - Research work reviewed by Rob & @Ade.Olaiya

  • @Ade.Olaiya Demo on Accent Leave Manager, Course Manager, easy Money/Pay and update team on future for this product

Dashboard review

• Hot Jar - Look at the Hotjar url - it should appear after trainee has completed Hotjar survey

Review of previous Retro tickets

Aug 7, 2023

Goal for the next two weeks

Primary Goal

• Trail Chatbot - Continue to complete the Chatbot work

• develop stats so we can see if trainees are interacting and benefiting with chatbot

• investigation work on identifying data for unauthorised users

Secondary Goal

• COJ Notification research

  • Speaking LO & PGDiT - how many reminder/comms sent and how often

  • Technical investigation on notifications

• Research work

• Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

• Training description field research @Tosin Oyekunle (Unlicensed) @Ashley Ransoo @Adewale Adekoya Ade B

Team availability

• Naz 3 day

• Doris 4 days

• Ed 1 days

• Reuben 5 days

• Kav 1 day

Discussion

• Support -

  • Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ @Nazia AKHTAR

• DSP - So far feedback is positive from UAT. @Tosin Oyekunle (Unlicensed) to chase charlotte/catrina for user feedback - Next set of pilot testing to take place end of Sept.

  • Pen testing started 8/08 - team to be response to we don't hold anything up

  • Notification improvement to be developed before next step of Pilot testing (end of Sept)

• Study leave Accent Leave Manager

  • Progress work on the dashboard - working with finance teams meeting to happen 14th August - @Kavitha.Shankar

  • Research completed - Research work reviewed by Rob & @Ade.Olaiya

  • @Ade.Olaiya Demo on Accent Leave Manager, Course Manager, easy Money/Pay and update team on future for this product

Dashboard review

• Hot Jar - Look at the Hotjar url - it should appear after trainee has completed Hotjar survey

Review of previous Retro tickets

Type	Key	Summary	Status	Category	Goal

Type	Key	Summary	Status	Category	Goal
Open	TIS21-4374	Allow signing of CoJ for each programme	Verifying on Prod	Improve the Conditions of Joining Process
Open	TIS21-4407	Create a summary page with basic statistics	Being code reviewed	Study Leave reporting
	TIS21-4428	FOI 1803 Obs and gynae trainees	Being code reviewed	Data Management
	TIS21-4375	Show CoJ status in Admins UI	Implementing	Improve the Conditions of Joining Process
	TIS21-4259	Review the support process, share outputs and recommendations	Implementing	Support
	TIS21-3445	Prodpad Investigation & Demo	Implementing	Develop a trainee user community
	TIS21-4445	Create report to show FormR data in Tableau	Implementing	Sending TSS data to NDW
	TIS21-4351	Retro Action: Put together a Discovery checklist, which should include: “What are the measures of success going to be?”, and an exercise to baseline those measures before work begins	Ready	Retro action
	TIS21-4400	FormR data - Analyse TSS support Incident tickets - share any themes/ reoccurring issues (problems)	Ready	Support
	TIS21-4379	Add ECS metadata to X-Ray traces and Sentry errors	Ready	Monitoring and Logging
	TIS21-4377	Emphasise specific agreements within the CoJ

Jul 24, 2023

Goal for the next two weeks

Primary Goal

• Trail Chatbot - Continue to complete the Chatbot work - Configuration work remaining

• Seek input from Rachel & Nick (DSP users) on chat bot

• Look at Epic and see what other tickets to bring into this iteration

Secondary Goal

• COJ User Satisfaction - Look at comments from trainees and put into mural and group into themes

• COJ Reminder/Chaser emails research @Nazia AKHTAR @Tosin Oyekunle (Unlicensed)

• Discovery on LTFT - Cross team working Admin & Trainee - Continue with research @Tosin Oyekunle (Unlicensed)

• Training description field research @Tosin Oyekunle (Unlicensed) @Ashley Ransoo

• Ideas log clarification and validate - @Tosin Oyekunle (Unlicensed)

Team availability

• Catch up day in Manchester 24th July

• Naz 3 day

• Andy D 1 day (maybe)

• Doris 2/3 days

• Ed 8 days

• Ashley 3 days

• Reuben 5 days

Discussion

• Support -

  • Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ @Nazia AKHTAR

• Support - offered position to incident analyst -update on start date . @Anita Cheng

• DSP - So far feedback is positive from UAT. @Tosin Oyekunle (Unlicensed) to chase charlotte/catrina for user feedback - Next set of pilot testing to take place end of Sept.

  • Identity binding - spec needs clarifying and work needs ticketing up @Nazia AKHTAR

• Study leave Accent Leave Manager

  • working on the dashboard - working with finance teams meeting to happen 14th August - @Kavitha.Shankar

  • Research completed - Rob & @Ade.Olaiya review recommendation @Tosin Oyekunle (Unlicensed)

Dashboard review

• SMS - alarm set up at 1600 - will keep an eye

• Hot Jar - Look at where else we can get target feedback @Tosin Oyekunle (Unlicensed)

Review of previous Retro tickets

Jul 10, 2023

Goal for the next two weeks

Primary Goal

• Trail Chatbot - Continue to complete the Chatbot work - Following testing by Naz & Saedhia we look at the remaining tickets - Configuration work remaining

Secondary Goal

• COJ User Satisfaction - compare new to legacy process @Kavitha.Shankar @Tosin Oyekunle (Unlicensed)

• Discovery on LTFT - Cross team working Admin & Trainee

Team availability

• Naz 1 day

• Andy D 9 days

• Doris 1 day

• Johno 1 day

• Ed 4 days

Discussion

• Support - Kavitha to look at the trends - see if calls are decreasing as we have implemented solution i.e. FAQ

• Support - offered position to incident analyst - due to start in about 3 weeks.

• DSP - So far feedback is positive from UAT. Next set of pilot testing to take place end of Sept.

• Study leave Accent Leave Manager

  • working on the dashboard - working with finance teams - @Kavitha.Shankar

  • completed interviews - synthesis the data - present data to Rob & Ade. @Tosin Oyekunle (Unlicensed)

Dashboard review

• SMS - alarm set up at 1600 - will keep an eye

• Hot Jar - Naz to create ticket to get more targeted feedback FormR & DSP

Review of previous Retro tickets

Jun 26, 2023  

Goal for the next two weeks

Primary Goal

• Trail Chatbot - Help guide trainees and also collect information to help us support trainees quickly.

• Start with FAQ - and build conversation trees

Secondary Goal

• COJ User Satisfaction - compare new to legacy process @Kavitha.Shankar @Tosin Oyekunle (Unlicensed) @Nazia AKHTAR

Team availability

• Naz 1/2 day

• Kavita - 4 days

• Strike days 5th & 7th July

Discussion

• Support - Update from Anita on Support analyst @Nazia AKHTAR

• DSP - Need some info - Pen test is planned for August @Nazia AKHTAR

• Arrange slots between Chris & other members of Trainee team @Nazia AKHTAR

Dashboard review

• SMS - alarm set up at 1600 - will keep an eye

• Hot Jar - Look at getting full package access @Nazia AKHTAR - Look at NHS best practice - standard way to get feedback from users. Look at baseline against other apps. Look at user journey via goggle analytics @Tosin Oyekunle (Unlicensed) to look at heat maps, behaviour with hot jar for a further analysis. @Nazia AKHTAR to chase Anita

Review of previous Retro tickets

May 30, 2023

Jun 12, 2023

Goal for the next two weeks

Primary Goal

• Improving trainees journey to sign up/log in and submit FormR on TSS

  1. Provide guidance and support trainees via WordPress support site

     • Link the Sign up/Login & Support tab page to the WordPress site Welcome to Trainee Information Systems Support - Trainee Information System Support

  2. Investigate into chatbot solutions

     • Looking at support data trainees are experiencing issues when signing up and logging into TSS. (see below screenshot Top 3 issues reported reported incidents - Sign up, Authenticator and FormR unsubmission requests)

     • When looking at chatbot solutions, we need to ensure chatbot is available to trainees at the point they signup/log screen.

     • Based on the frustration/complaints we have received on support desk, its important we ensure trainees are able to sign up/login on TSS without any issue - For the first instant we may need to focus on setting up conversation trees related to signing up/logging in TSS and then build further based on questions we get asked.

  3. Other tickets to progress to improve user experience

     • Removal of Private Beta message as its confusing users

Common question spreadsheet Common Question Asked by PGDIT when using TSS.xlsx

Secondary Goal

• COJ User Satisfaction - compare new to legacy process @Kavitha.Shankar @Tosin Oyekunle (Unlicensed) @Nazia AKHTAR

Team availability

• Naz - 1/2 day

Discussion

• Support - Update from Anita on Support analyst @Nazia AKHTAR

• DM - Offered position to Christopher - Update from Anita on Delivery Manager start date @Nazia AKHTAR

• DSP - update on pen testing dates @Nazia AKHTAR

Dashboard review

• SMS - alarm set up at 1600 - will keep an eye

• Hot Jar - Look at getting full package access @Nazia AKHTAR - Look at NHS best practice - standard way to get feedback from users. Look at baseline against other apps. Look at user journey via goggle analytics @Tosin Oyekunle (Unlicensed) to look at heat maps, behaviour with hot jar for a further analysis. @Nazia AKHTAR to chase Anita

Review of previous Retro tickets

• https://hee-tis.atlassian.net/browse/TIS21-4573

• https://hee-tis.atlassian.net/browse/TIS21-4641

• https://hee-tis.atlassian.net/browse/TIS21-4643

• https://hee-tis.atlassian.net/browse/TIS21-4642

May 30, 2023