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Background

Trainers can be assigned to Programmes, Sites and Trusts

  • to support trainee record managment
  • to support reporting


This should form a new sub-section within a person record "Associations"

Programmes

  • Trainers can be assigned to multiple programmes
  • These Trainers will then be available to be assigned to a trainee (if they have a status of "current") as either a clinical or educational supervisor
  • Trainer records should show all Trainees assigned to a particular trainer


Placements

  • Trainers will be assigned to Trainees as Supervisors as either a clinical or educational supervisor
  • Trainer records should display all placements & trainees currently assigned


Sites

  • Trainers can have multiple sites against their record
  • Site linkage means that trainers not currently supervising a trainee can be identified against their site. This is important for reporting to the GMC while also allows filters to be applied so users don't have to wade through all trainers when assigning a supervisor.


Trusts

  • Trainers can be assigned to multiple Trusts
  • Trust linkage means that similar to associating against a site but some trainers are able to operate on any site within a trust so makes sense to record at trust level.


Specialties

  • Trainers can be assigned to one or more specialties
  • Specialty linkage means that we can report the necessary information to the GMC.


Education Group

  • Trainers can be assigned to one or more Education Groups
  • These groups act as a way to divide trainers within programmes, particularly large ones to facilitate managing placements etc


MVP Scope

  • Assign Programme to Trainer Person Record
  • Assign Site to Trainer Person Record
  • Assign Trust to Trainer Person Record
  • Assign Placement to Trainer Person Record
  • Assign Specialty to  Trainer Person record
  • Assign Education Group to a Trainer record
  • View/Edit Trainers by Site
  • View Placements against a Trainer record
  • View Trainees against Trainer Record
  • Assign Supervisor to a Trainee
  • View Edit Education Group


Field Validation

NB: These are new fields to be added to existing records

OrderField name (V10)DR fieldReference tableExample valueOther fields available in DRType (free text, drop down, check box) & InteractionMandatory (Y/N)Validation / Error MessagingFilter (Y/N)Search (Y/N)Sort (Y/N)List (S) / Detail (D)NotesDelete (Y / N)
Associations
1Programme Name



  • smart search drop down
  • editable
N






2Programme Number



  • smart search drop down
  • editable
N






3Trainee Name



  • autopopulated
  • derived from educational supervisor assignment or clinical supervisor assignment
  • click through to Trainee record
Y - if populated






4Site Name



  • smart search drop down
  • editable
N






5Site Number



  • smart search drop down
  • editable
N






6Trust Name



  • smart search drop down
  • editable
N






7Trust Number



  • smart search drop down
  • editable
N






8Education Group



  • smart search drop down
  • editable
N




Is defined on Education Groups page (EG-4 Programmes - Educational Groups (Trainers) Field Validation & Scenarios)
9Placement - Post Number



  • autopopulated
  • derived from placements
Y - if populated






10Placement - Trainee Name



  • autopopulated
  • derived from placements
Y - if populated






11Placement - Site



  • autopopulated
  • derived from placements
Y - if populated






12Placement - Start Date



  • autopopulated
  • derived from placements
Y - if populated






13Placement - End Date



  • autopopulated
  • derived from placements
Y - if populated





















Associated Trainers & Schools (as part of the Site Reference Table - this is an additional field)
N/A Trainer Name



  • autopopulated from "Associations" (as detailed above)
  • list
  • ability to click through to trainer record on click
  • ability to remove trainer from list
N





















Scenarios

ProcessTR-1 Assign/remove Programmes to Trainer Person RecordComments
DescriptionAdmin can assign a programme or multiple progammes to a Trainer person record
ActorsHEE Admin
Pre-ConditionsTrainer record must be either in creation or already created
Post-Conditions

Programmes assigned to Trainer record

Trainer can be made available to select to trainees within that programme


Process Steps
  1. Navigate to person record or create person
  2. Enter relevant details to create person (Optional if in create journey)
  3. Select to add Programme
  4. Enter Programme name or number
  5. Autopopulates
  6. Repeat steps 3, 4 & 5 (optional)
  7. Save
  8. Programme is associated with Trainer

Alternative ProcessPP4 - View/Edit Peron (People - Scenarios)
Rules
  • at least 3 characters of name or number must be entered
  • each one can only be entered once
  • only current programmes selectable

JIRA Links TISDEV-3244 - Getting issue details... STATUS
Audit Log
  • changes made
  • when
  • who by

ProcessTR-2 Assign Site to Trainer RecordComments
DescriptionAdmin can assign a site or multiple sites to a Trainer person record
ActorsHEE Admin
Pre-ConditionsTrainer record must be either in creation or already created
Post-Conditions

Sites assigned to Trainer record


Process Steps
  1. Navigate to person record or create person
  2. Enter relevant details to create person (Optional if in create journey)
  3. Select to add Sites
  4. Enter Programme name or number
  5. Repeat steps 3 & 4 (optional)
  6. Save
  7. Site is associated with Trainer

Alternative Process

TR-4 View/Edit Trainers against Site Record

PP4 - View/Edit Peron (People - Scenarios)


Rules
  • at least 3 characters of name must be entered
  • each one can only be entered once
  • only current sites selectable

Jira Links TISDEV-3240 - Getting issue details... STATUS
Audit Log
  • changes made
  • when
  • who by

ProcessTR-3 Assign Trust to Trainer RecordComments
DescriptionAdmin can assign a trust or multiple trusts to a Trainer person record
ActorsHEE Admin
Pre-ConditionsTrainer record must be either in creation or already created
Post-ConditionsSites assigned to Trainer record
Process Steps
  1. Navigate to person record or create person
  2. Enter relevant details to create person (Optional if in create journey)
  3. Select to add Trusts
  4. Enter Programme name or number
  5. Repeat steps 3 & 4 (optional)
  6. Save
  7. Programme is associated with Trainer

Alternative ProcessPP4 - View/Edit Peron (People - Scenarios)
Rules
  • at least 3 characters of name must be entered
  • each one can only be entered once
  • only current Trusts selectable

Jira Links TISDEV-3378 - Getting issue details... STATUS
Audit Log
  • changes made
  • when
  • who by

ProcessTr-4 View/Edit Trainers against Site RecordComments
DescriptionAdmin can view all trainers assigned to a site within the site reference table
ActorsHEE Admin
Pre-ConditionsTrainer record must be already created
Post-ConditionsAdmin views/edits trainers against a site in one go
Process Steps
  1. navigate to site reference table
  2. select site
  3. view and edit as appropriate
  4. save
  5. close

Alternative ProcessPP4 - View/Edit Peron (People - Scenarios)
Rules
  • user should be able to click through to Person record from list

Jira Links TISDEV-3241 - Getting issue details... STATUS
Audit Log
  • What changes mde
  • When
  • Who by

ProcessTR-5 View Placements against Trainer RecordComments
DescriptionUser should be able to view any placements against a trainer record where they have been assigned as a CLinical Supervisor
ActorsHEE Admin
Pre-ConditionsTrainees must be assigned to Trainer within a Placement
Post-ConditionsAdmin can view list of trainees assigned and to what post
Process Steps
  1. Navigate to trainer record
  2. Navigate to Associations
  3. view derived placement detail
  4. click through to either trainee or post record
  5. go back to trainer record
  6. close record

Alternative ProcessPL-5 View/Edit Placement (Placements - Scenarios)
Rules
  • non-editable as derived information

Jira Links TISDEV-3400 - Getting issue details... STATUS
Audit LogN/A
ProcessTR-6 View Trainees against Trainer Record (as Educational Supervisor)Comments
DescriptionUser should be able to see trainees who have been assigned to a Trainer for a particular Programme as Educational Supervisor
actorsHEE Admin
Pre-ConditionsTrainees must be assigned to Trainer within Programme membership
Post-Conditions

Admin can view assigned trainees in trainer record

admin can click through to full trainee record and edit


Proces Steps
  1. navigate to trainer record
  2. navigate to associations drop down
  3. view list
  4. click through to selected trainee's programme membership screen (user can edit, save as necessary)
  5. go back to trainer record
  6. close record

Alternative ProcessTR-7 Assign Educational Supervisor to Trainee Programme Membership (edit educational supervisors)
Rules
  • derived from Trainee record
  • non-editable within Trainer record

Jira Links TISDEV-3401 - Getting issue details... STATUS
Audit LogN/A


ProcessTR-7 Assign Supervisor to Trainee Comments
DescriptionUser should be able to assign, de-assign and remove Supervisors based on a Trainee's placementsNeeds to be re-written as education supervisor is to be assigned via placement only
ActorsHEE Admin
Pre-Conditions

Trainee record created and within a current programme

Trainers available against the programme and approved


Post-ConditionsTrainee and Trainer belong to the same programme membership
Process Steps
  1. navigate to trainee record
  2. navigate to placement space
  3. enter/select trainer name into required field (new placement fields 10 & 10A)
  4. save
  5. trainee record is updated
  6. trainee is notified via trainee UI
  7. trainer is notified by email

(IO) is this a field in trainee UI? if not, how should trainees be notified?

Similar to the placements in Admin UI the Trainee UI will have a placements section which will allow us to show supervisors for each placement where assigned.

(IO) can we do email notifications based on activity?

Trainer does not need to be notified as they are assigned trainees by the TPD in a separate process.

Alternative ProcessTR-6 View Trainees against Trainer Record (as Educational Supervisor)
Rules
  • multiple trainers to one trainee
  • multiple trainees to one trainer
  • editable
  • trainer must be current (ie "approved")

Jira Links TISDEV-2375 - Getting issue details... STATUS
Audit Log
  • who created
  • when created
  • when edited


Process

TR-8 Assign Specialty to Trainer Person record

Comments
DescriptionAdmin can assign a specialty or multiple specilaities to a Trainer person record
ActorsHEE Admin
Pre-ConditionsTrainer record must be either in creation or already created
Post-Conitions

Specialty or specialties assigned to Trainer record


Process Steps
  1. Navigate to person record or create person
  2. Enter relevant details to create person (Optional if in create journey)
  3. Select to add Specialty
  4. Enter Specialty name or number
  5. Repeat steps 3 & 4 (optional if multiple)
  6. Save
  7. Specialty is associated with Trainer

Alternaitve ProcessN/A
Rules
  • at least 3 characters of name or number must be entered
  • each one can only be entered once
  • only current Specialties selectable

Jira Links TISDEV-3709 - Getting issue details... STATUS
Audit Log
  • who/when created
  • who/when edited


ProcessTR-9 Assign Education Group to a Trainer recordComments
DescriptionAdmin can assign a education group or multiple education groups to a Trainer person record
ActorsHEE admin
Pre-Confitions

Trainer record must be either in creation or already created

Education groups created


Post-ConditionsEducation groups assigned to Trainer record
Process Steps
  1. Navigate to person record or create person
  2. Enter relevant details to create person (Optional if in create journey)
  3. Select to add Education Group
  4. Select Education Group from drop down
  5. Repeat steps 3 & 4 (optional if multiple)
  6. Save
  7. Education group is associated with Trainer

Alternative ProcessN/A
Rules
  • at least 3 characters of name or number must be entered
  • each one can only be entered once
  • only current Education Groups selectable

Jira Links

Audit Log


ProcessTR-10 View Edit Education GroupComments
Description

Actors

Pre-Conditions

Post-Conditions

Process Steps

Alternative Process

Rules

Jira Links

Audit Log


For Discussion

#QuestionCommentOwner
1

How is Trainer record owner defined?

There can be multiple Trusts and Sites associated with a Trainer, what unique attribute can be shown to define "ownership" of a trainer person record?




  • Assign Specialty to  Trainer Person record






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