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MVP Scenarios

  • Create Assessments
  • Bulk Create Assessments
  • Search Assessments
  • View / Edit Assessments (detail) within Assessments
  • View Assessments Outcome within Person Record
  • Complete & Submit Form R Part A
  • Complete & Submit Form R Part B 
  • View/Extract Historical Form R and Other Submissions/Documents
  • Extract ARCP Outcomes (Reporting)


In summary, an assessment consists of 2 journeys:

1 - Pre ARCP - setting up event (can be completed before/after the assessment has taken place)

2 - Post-ARCP - outcomes, add documentation, comments (is usually completed once the assessment has taken place, and must be updated (outcomes) within a particular time frame)


Process NameAS-1 Create AssessmentsComments
DescriptionUser has the ability to create an event record that can have evidence and outcomes applied to it related to a trainee's ARCP, RITA and HSC trainee reviews etc.

Creation of a single event (batch add is addressed in a separate scenario)

ActorsLocal Admin
Pre-Conditions

Logged in Authorised User

ARCP dates known

User navigated to Assessments area on TIS

Applicable to both Medical and Dental trainees for MVP.

Healthcare Science and Pharmacy have developed their processes around the Gold Guide so these developments will support these disciplines when they come on line.

Post-Conditions

View all or search assessments in a summary screen

Assessment event flagged against trainee record

Notification sent to Assessment Panel and Trainee

Assessment event flagged in Trainee UI 


Process Steps
  1. Select Assessment from UI menu
  2. Select Create a new assessment
  3. Enter relevant field data for new assessment including options to generate Form R
  4. System auto-saves details as they progress
  5. User saves
  6. New assessment event added to summary list page
  7. Assessment event information displayed in Trainee UI

The trigger point for a trainee's assessment will be either the 'next review date' being set in the previous assessment record OR approaching 12 months since the trainee's last assessment event.


Labels for an assessment (see Assessments - Field Validation, fields 1-24)
Alternative Process

AS-2 Bulk create assessments


Rules
  • Rule: Only specified fields can be entered
  • Rule: 9 months from last review, flag trainees names in People list, create assessment to clear
  • Error: where mandatory fields not completed
  • Rule: trainee must have a current or past placement against their record
  • Error: you must select 1 trainee before you can create a new assessment

JIRA Links TISDEV-3008 - Getting issue details... STATUS
Audit Log

Who created the assessment and when

Present audit log to all with view permissions



Process NameAS-2 Bulk Create AssessmentsComments
DescriptionUser has the ability to create an assessment event record that can have evidence and outcomes applied to it related to a trainee's ARCP, RITA and HCS trainee reviews etc. in bulk. It will consists of bulk uploading events, pre-assessment details, post-assessment details and concerns/comments regarding revalidation. 
ActorsLocal Admin
Pre-Conditions

Logged in Authorised User

Review dates known

Trainees to exist on TIS

Programme and curriculum memberships available against trainees. 

User navigated to Bulk Uploads area


Post-Conditions

Assessment records created against trainees records and visible from the UI within a person's records assessments tab.


Process Steps
  1. Access bulk upload screen
  2. Download Bulk Assessment template
  3. User completes template
  4. Upload completed spreadsheet
  5. System validates spreadsheet and presents validation errors if any
  6. System creates assessment records against trainees records based on spreadsheet values
    1. Where system finds matching Trainee , Programme membership and curriculum details specified on the template, it will create the assessment record.
    2. Where system cannot find a matching Trainee/Programme membership/Curriculum on TIS, it will be flagged in the list of errors.
    3. where non-mandatory column headers have been left blank on the template, the import will ignore those and no action by the import to the specific columns.
  7. System will send/present confirmation when process completes
    1. Confirmation message is displayed on screen
    2. Confirmation of assessment recorded against Trainee record
    3. New assessment event added to summary list page

Validation Rules/Matching Criteria/ Column headers:

https://hee-tis.atlassian.net/wiki/download/attachments/427983025/TIS%20Assessment%20Import%20Template%20%20-%20With%20Rules%20and%20Validations.xlsx?version=4&modificationDate=1530191401842&cacheVersion=1&api=v2

Backend validations applicable for bulk:

Assessments - Field Validation NEW (draft)


Alternative ProcessAS-1 Create Assessments Event
Rules

Validation Rules/Matching Criteria/ Column headers:

https://hee-tis.atlassian.net/wiki/download/attachments/427983025/TIS%20Assessment%20Import%20Template%20%20-%20With%20Rules%20and%20Validations.xlsx?version=4&modificationDate=1530191401842&cacheVersion=1&api=v2

Backend validations applicable for bulk:

Assessments - Field Validation NEW (draft)



TISDEV-3302 - Getting issue details... STATUS


Audit Log

Who created the assessment and when

Present audit log to all with view permissions


Process Name

AS-3 View / Edit Assessments (Admin)

Comments
DescriptionUser has the ability to view a list of multiple assessments already created and select a record to view in detail / edit.
ActorsLocal Admin
Pre-Conditions

Logged in Authorised User

User navigated to Assessments list


Post-Conditions

View all or searched assessments in a list screen

Notification sent to Panel and Trainee

Can we investigate the possibility of optional notifications going to the trainee?

Process Steps
  1. View list with column headers defined
  2. Search or click into a single row to view detail on a particular Trainee
  3. System presents detailed assessment view
  4. Edit detail in field - all fields in all sections should be editable
  5. Save
  6. Close
  7. System sends notification

Proposed list page column headers:

  • Assessment type
  • Review date
  • Trainee id
  • Trainee name
  • Period from
  • Period to
  • Curriculum name
  • Outcome
  • Status

(Note in Intrepid they are: Trainee, GMC/GDC, Review date, Assessment type, Curriculum, Outcome, Status)


Which fields do you envisage being editable for a trainee within an assessment?

JW - No trainee personal data editable within assessment event

Alternative ProcessAS-11 View Assessment Outcome
Rules
  • Rule: Only specified fields are editable
  • Rule: Any record marked as legacy is read only (cannot be editted)
  • event section must be created first
  • pre-assessment can be completed any point after event
  • post-assessment can only be completed after the pre-assessment section has been completed (as it requires fields from the pre-assessment event section to be completed)
  • supplementary can be completed any point after event
  • revalidation autopopulated after event creation
  • documents can be uploaded following save of events
  • Error: Only one user allowed to edit a trainee assessment at a time
  • Error: mandatory fields not completed
  • Rule: only one editor per assessment event at a single point in time
  • Rule: remove assessments that have "Completed" or "Assessment Completed" from list

JIRA Reference TISDEV-3009 - Getting issue details... STATUS
Audit Log

Log changes to any of the field values and when and who made the changes

Present audit log to all with view permissions


Process NameAS-4 Batch Edit Assessments Event (Admin) OUT OF SCOPEComments
DescriptionUser has the ability to create assessments in bulk.
ActorsLocal Admin
Pre-ConditionsLogged in Authorised User
Post-ConditionsView all or searched assessment in a list screen
Process Steps
  1. View table with column headers defined
  2. Select trainees from a list of all trainees or filtered list for your Local Office
  3. Select Batch Edit Assessments
    1. <<Post-Assessment Detail>>
    2. <<Supplementary detail>>
    3. <<Revalidation>>
    4. <<Documentation>>
    5. <<Panel members>>
  4. Save
  5. Close

Column headers for Assessment to be defined.

How do you envisage the bulk editing of assessments?

There are a number of fields under each of the below headings available for editing within Intrepid. Which of those are relevant?

  1. <<Post-Assessment Detail>>
  2. <<Supplementary detail>>
  3. <<Revalidation>>
  4. <<Documentation>>
  5. <<Panel members>>

How do you envisage the bulk update of Form R as part of the update or separate?

Alternative ProcessAS-3 View / Edit Assessments Event (Admin)
Rules
  • Rule: Only specified fields are editable
  • Error: Only one user allowed to edit a trainee assessment at a time
  • Error: mandatory fields not completed

JIRA ReferenceTBC
Audit Log

Log changes to any of the field values and when and who made the changes

Present audit log to all with view permissions



Process Name

AS-5 View Assessments Event (Trainee)

Comments
DescriptionUser has the ability to view their Assessment details Also covered here
ActorsTrainee
Pre-ConditionsUser is logged in
Post-ConditionsSystem presents relevant detail
Process Steps
  1. User navigates to Assessment view
  2. User views assessment data 
  3. User selects to leave Assessment Detail view

Fields

Review (date)
Curriculum Assessed
Outcome
Grade at Time
Period From
Period To

Assessment Status (In Progress / Complete)

Alternative ProcessN/A
Rules
  • View only
  • Detailed view should present historical, current and future assessments

JIRA Reference TISDEV-3129 - Getting issue details... STATUS
Audit LogN/A



Process NameAS-6 Generate Form R (Part A or B) PDF for Trainee ReviewComments
DescriptionAdmin User is able to generate a PDF copy of the form so that a trainee can update their personal details with the GMC (part A) or submit their declaration (part B)

Alistair Pringle (Unlicensed) , Joanne Watson (Unlicensed) - we need to discuss this process for both the trainee view and the admin view, as they seem to be out of sync

ActorsLocal Office Admin
Pre-Conditions

Assessment is imminent (Part B)

Trainee has been assigned a GMC number (Part A)

Is there / should there be regular scheduling of particular assessment types?
Post-ConditionsForm R PDF is shared with trainee for review / updates and signing
Process Steps
  1. User navigates to Form R space within trainee record
  2. System presents form in editable view
  3. System autopopulates relevant fields
  4. User selects to generate Form-R (Part A/B) PDF
  5. User sends PDF by snail mail or email or trainee

NB: field validation can be found here -

Part A

Part B

Alternative ProcessT-10 or T-11
Rules
  • error: all mandatory fields should be completed

JIRA Reference TISDEV-3123 - Getting issue details... STATUS
Audit Log

Who generated form

Date / time generated

Date / time shared with trainee

Name of trainee



Process NameAS-7 Update Trainee Details based on Form R Manual Submission Not required - Admins should amend Trainee detail ahead of form R submissionComments
DescriptionUser is able to make updates to the Trainee Record and form R based on a manual submission by a trainee
ActorsLocal Office Admin
Pre-Conditions

Trainee has completed their Form R on PDF

Trainee has submitted their Form R directly to the Local Office


Post-ConditionsTrainee Form R updated
Process Steps
  1. Admin reviews PDF submission
  2. Admin enters relevant data into Form R or Person Record (as applicable)
  3. Admin saves
  4. User selects to submit Form R

Alternative ProcessN/A
Rules
  • error: mandatory fields must be completed

JIRAN/A
Audit Log


Process Name

AS-8 View Historical / Extract Form R 

Comments
DescriptionUser is able to extract a completed/validated Form R record as a PDF
ActorsLocal Office Admin
Pre-ConditionsAt least one Form-R has been completed and submitted
Post-Conditions

Admin can view list of submitted forms

Admin can extract a PDF of the submitted forms


Process Steps
  1. Navigate to Person Record
  2. View Form R History
  3. Select to extract PDF
  4. System generates PDF

Alternative ProcessN/A
Rules
  • system should stop user from re-editing subitted forms

JIRA Reference TISDEV-3127 - Getting issue details... STATUS
Audit LogN/A


Process Name

AS-9 Extract ARCP Outcomes (Reporting) OUT OF SCOPE FOR ASSESSMENTS

Comments
DescriptionUser is able to extract the GMC ARCP datasetDependency on Reporting - workshop required
Actors

National/Regional workforce/data colleagues

Local Office Admins


Pre-ConditionsRequired data has been entered into the TIS system
Post-ConditionsAdmin can view data extracted Does the data need to be extracted or can we build the GMC ARCP validation tool in in TIS so that the data surfaced is both the validation errors and the full extract in readliness for submission to the GMC?
Process Steps
  1. Report criteria used to create extract
  2. Local Office Admins correct the data
  3. Local Office Admins extract the data for submission

Alternative ProcessData is validated by local office admins and full data extract is taken for entire HEE for submission to GMC
RulesSee document below for completion guidance
JIRA ReferenceTISDEV-3124
Audit Log


Process NameAS-10 Archive (Archiving and records retention schedule TBC)Comments
Description
To be clarified Joanne Watson (Unlicensed)
Actors

Pre-Conditions

Post-Conditions

Process Steps

Alternative Process

Rules

JIRA Reference

Audit Log



Process NameAS-11 View Assessment OutcomeComments
DescriptionUser has the ability to view a list of multiple assessments already created and select a record to view in detail / edit.
ActorsHEE Admin
Pre-ConditionsUser navigated to View Person Record 
Post-Conditions

User can view outcome for a particular trainee

User can click through to view further detail on that assessment for a particular trainee


Process Steps
  1. Navigate to person record
  2. Select drop down to view Assessment Outcome
  3. View Assessment Outcome
  4. Click to view/edit further detail
  5. System takes user to detailed view within Assessments area "Post-Assessments Detail"

View in Person Record

  • person record shows outcome only
  • click through to assessments detail page within Assessment
  • Fields within "Post Assessment Detail" only


NB: System should present a "back" function, allowing user to return to the trainee record directly from the assessment

Alternative ProcessAS-3 View/Edit Assessment Detail
Rules
  • read only view
  • view historical outcomes, newest first

Jira Ref

TISDEV-3046 - Getting issue details... STATUS


AuditN/A








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