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Description

The management and recording of any absence undertaken by a learner or trainer. This component can be split into two areas.  The manual recording of Education/Leave, Teaching Sessions and Courses on the Intrepid system and the usage of the Leave Manager/Leave Manager Plus module of Intrepid.


Component

TIS-632
As a Product Owner 
I Want to be able to clearly record and monitor all out of program activities and absence of trainers and trainees (including study leave)
So That relevant stakeholders are aware of the learners status.


Scope

MVP Scope

  • record entitlements to time, budget and teaching sessions by trainee
  • record actuals to time, budget and teaching sessions by trainee

These can support form R completion and assessments activity, so would be important to TIS at MVP.


Post-MVP Scope

  • Request Leave (Trainee)
  • Approve Leave
  • Approve Leave (Study Leave)
  • Manage Leave Approvers
  • Track Study Leave Allocation & Funding (by Trainee)
  • Track Study Leave Allocation Funding (by Trust)Trust
  • View Consolidated Leave Information (by Team)
  • OOP


Background - Manual Recording of Education/Leave, Teaching Sessions and Courses


Changes Planned


Current Usage

The following table shows the usage of the above functions on the V10 Intrepid system:


North EastYorks and HumberNorth WestWest MidlandsEast MidlandsEast of EnglandLaSEThames ValleyWessexSouth WestTotal
Education/LeaveYNYYYNNYYY7
CoursesYNYYNYNYYY7
Teaching SessionsYNNYYNNYYY6

Recommendation

There is a significant difference in the recording of leave using the three manual functions on Intrepid - note that these three functions all have the ability to record the same/similar data albeit in different ways and with slight differences in functionality.  

LaSE and Yorks and Humber do not record this information (Yorks and Humber do collect the data but via a spreadsheet).

The remaining local teams either use all or a mix of the functions.

Therefore we have the following options:

  1. Create a single function that will allow local offices to record education/leave data manually but in one place with a streamlined and consistent dataset - will need to agree how to manage multi session courses 
  2. Manual work around for a fixed period

NOTE: the outcomes of the Study Leave working group will provide more guidance to the TIS Team about what needs to be recorded (if anything) with regard to study leave funding/entitlements  



Background - Leave Manager/Leave Manager Plus

Current Usage

LocationIntrepid UsedVolumes of Request (per month)No UsersComments
London & South EastNo  N/A  N/A 
East MidlandsYes 115050 (ad-hoc)
  • Leave Manager Plus used
  • Leave approvers use this primarily to approve requests that have come in
  • TPDs are exception approvers, in addition to rota coordintator
  • Allows automated approval
West MidlandsNo   N/A N/A 
East of EnglandNo  N/AN/A 
North EastNo   N/A N/A 
Yorkshire & HumberNo   N/A N/A  
North West No   N/A N/A  
WessexMaybe50030
  •  Use whole leave approver process
  • Trainers are approvers
Thames ValleyYes Unknown2
  • Used for study leave in a single Trust (Oxford Health, 80 trainees)
  • awaiting feedback from Lisa via Marie
South WestYes TBC (Alice) 7 + 36 trust admins
  • Used for all trainees aside from Foundation
  • Also used for expenses


Recommendation

The Leave Manager module is used by 3 Local Offices, however there is no consistent usage process between them. 


  1. Develop leave management tool as part of TIS for all teams
  2. Manual workaround for a fixed period of time
  3. Teams continue as they are
  4. Develop Hicom advanced tool for all teams


User Journey


JIRA Tickets

https://hee-tis.atlassian.net/secure/RapidBoard.jspa?rapidView=13&projectKey=TIS&view=planning&selectedIssue=TIS-360&quickFilter=41&selectedVersion=11700


Discussion & Assumptions

#QuestionCommentOwner
1

how are expenses are managed in future for study leave with Trusts teams?



2

share GP request form



3

request form from Alistair for EOE



Agreed Next Steps

  • review scenarios and write up in detail
  • specify field validation changes & rules
  • refine stories to reflect user journey, scenarios and field validation
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