Brief introduction to Primary Care (GP) SOAR users Last updated: 24 th August 2012

2 Outline of this presentation Overview of an Appraisal on SOAR - Step-by-step guide Breakdown of tasks For Appraisers and Appraisees Screenshots guidance Summary of important tasks Support for going forward

3 Overview: an Appraisal on SOAR Assign login (on request) Administrator Allocate Appraisers & Appraisees Create Interview (usually done by Appraiser) AppraiserAppraisee Complete Appraisal Docs (inc uploading of supporting info) Agree Confidentiality Statement (MUST) Submit Appraisal Forms (MUST) Reviews submitted Appraisal Docs APPRAISAL INTERVIEW Drafts Form 4 summary Agrees and Signs Disagrees Process completed: automated confirmations sent Signs and Forwards Requests changes

4 Breakdown of tasks (1/4) … First steps 1. Appraiser agrees interview date / time / location with Appraisee via phone, etc i.e. outside of SOAR 2. Appraiser* logs into SOAR to create the agreed interview 3. System will send automated confirmation to both Appraiser and Appraisee * In some Health Boards, this is done by Local Admin teams Appraiser

5 Complete Appraisal Forms (inc upload of supporting info) Submit Appraisal Forms (MUST) Assign login (on request) Administrator Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) Appraisee Agree Confidentiality Statement (MUST) Reviews submitted Appraisal Docs APPRAISAL INTERVIEW Drafts Form 4 summary Agrees and Signs Disagrees Process completed: automated confirmations sent Signs and Forwards Requests changes Appraiser

6 Appraiser logs in Click on “Interviews” Click on “Create Interview” Select Appraisee from popup dropdown Screenshot – Create Interview on SOAR (1/2) Appraiser

7 Screenshot – Create Interview on SOAR (2/2) Enter location (if not already auto populated) Select Period (fiscal year) of WHEN interview is scheduled Enter Date and Time Add any additional comments (if applicable) Finish by clicking on Save Appraiser

8 Breakdown of tasks (2/4) … after interview has been created 4. Appraisee logs in; completes Appraisal Forms 1-3 and uploads any supporting information as required 5. Appraisee submits the completed Appraisal Forms to the interview page (step 2) in order to share them with Appraiser A read-only snapshot PDF of the forms is created in the interview page (auto to Appraiser) Appraisee can resubmit the forms if they wish (additional supporting information; missed questions on Appraisal Forms etc) Appraisee

9 Assign login (on request) Administrator Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) AppraiserAppraisee Agree Confidentiality Statement (MUST) Reviews submitted Appraisal Docs APPRAISAL INTERVIEW Drafts Form 4 summary Agrees and Signs Disagrees Process completed: automated confirmations sent Signs and Forwards Requests changes Complete Appraisal Forms (inc upload of supporting info) Submit Appraisal Forms (MUST)

10 Screenshot – Completing Appraisal Forms (1/4) Appraisee logs in Clicks on Form 1 (Background) Clicks on Form 2 (Job Description) Clicks on Form 3 (Supporting info) Save button provided on all forms (Appraisees not expected to complete forms in one sitting) Form 3, split into the 4 Domains, documents the appraisee’s supporting information (file attachments / uploads) Appraisee

11 Screenshot – Completing Appraisal Forms (2/4) Form 3 is split into 4 Domains Each Domain has Supporting Info and Reflections, additionally: Domain 1 has Personal Development Plan (PDP) section Domain 4 has Health, Probity, Complaints Statements Complete all the sections (including uploading of supporting information in the Domains) – use Save button Once all forms are completed, the last step is to SUBMIT the completed forms to the interview so they are shared with Appraiser (the interview will have been added by the Appraiser in step 2) Appraisee

12 Screenshot – Completing Appraisal Forms (3/4) Your forthcoming appraisal should be listed on your welcome page (click on SOAR logo to return to welcome page) If not, click on “My Interviews” Your appraisal history should be listed here, with the latest interview at the top Click on the notepad icon under the “Edit” column to go to the interview’s details page If your latest appraisal has not been added yet, contact your appraiser or local admin team for further assistance Appraisee

13 Screenshot – Completing Appraisal Forms (4/4) Go to interview details page (from “My Interviews”) Scroll to bottom of page Click on “Accept” button to accept the Confidentiality Statement Click on “Submit Appraisal Forms 1, 2 and 3” button to submit forms Read-only PDF of forms will be created for the interview System notifies Appraiser via You can re-submit (additional documents, missing answers on form etc), but contact your Appraiser FIRST (Resubmit button is enabled after Appraisal Forms are submitted, appearing underneath the Submit button) Appraisee

14 Breakdown of tasks (3/4) … after Appraisal Forms are submitted 6. Appraiser reviews the submitted forms and supporting information 7. Appraisal takes place as scheduled 8. After the appraisal: Appraiser creates and drafts the Form 4 summary (from interview details page in step 2) 9. Appraiser forwards the (completed) Form 4 to Appraisee for review and sign off (system sends auto to Appraisee) Appraiser

15 Complete Appraisal Forms (inc upload of supporting info) Submit Appraisal Forms (MUST) Assign login (on request) Administrator Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) AppraiserAppraisee Agree Confidentiality Statement (MUST) Reviews submitted Appraisal Docs APPRAISAL INTERVIEW Drafts Form 4 summary Agrees and Signs Disagrees Process completed: automated confirmations sent Signs and Forwards Requests changes

16 Screenshot – Create Appraisal Form 4 (1/3) To review the submitted documents and create Form 4, you need to go to the interview’s details page: Click on “Interviews” From the interviews listed, click on the corresponding notepad icon under the “View” Column to go to the interview’s details page Brown icon signifies those interviews using the new online appraisal forms White icon for those using the old appraisal forms Appraiser

17 Screenshot – Create Appraisal Form 4 (2/3) From the interview details page: To review an appraisee’s submitted forms, click on “Form1-3 Snapshots” To create Form 4, click on “Create Form 4” button A new tab for “Form 4 (Draft)” appears along the top, where you will be redirected to automatically. Appraiser

18 Screenshot – Create Appraisal Form 4 (3/3) Form 4 is split into 3 sections: Summary Assessment of Documents PDP Expand each section to complete Similar to Appraisees, Appraisers are not expected to complete this in one sitting, use the Save button when working on form When finished, click “Approve and Forward to Appraisee” System will notify Appraisee via Appraiser

19 Breakdown of tasks (4/4) … after Form 4 has been forwarded 10. Appraisee reviews draft Form 4 If Appraisee wants changes made, they click "Change Request" button and detail accordingly in the popup box, the system will unlock the form for Appraiser to make the necessary changes and re-forward to Appraisee If Appraisee is happy with the content of the form, they click "Approve Form 4" and the interview is marked as completed - the system sends automated to Appraiser, Appraisee, and local Admins to confirm the interview has taken place and Form 4 has been completed Appraisee

20 Complete Appraisal Forms (inc upload of supporting info) Submit Appraisal Forms (MUST) Assign login (on request) Administrator Allocate Appraisers & Appraisees (& Appraisal Co-ordinator) Create Interview (done by either Admin or Appraiser) Agree Confidentiality Statement (MUST) Reviews submitted Appraisal Docs APPRAISAL INTERVIEW Drafts Form 4 summary Agrees and Signs Disagrees Process completed: automated confirmations sent Signs and Forwards Requests changes AppraiserAppraisee

21 Screenshot – Appraisee sign-off of Form 4 Appraisee reviews Form 4 ( “Expand” to view full sections) After Appraisee’s review: If amendments are needed, Appraisee clicks on “Change Request” button, enter details in popup box Form 4 is unlocked and Appraiser notified. Appraiser will make the appropriate edits and re-forward to Appraisee If happy with Form 4, Appraisee approves it, and process is completed. Auto sent to Appraiser, Appraisee and Health Board Admin team Record of actions recorded on form Sign off displayed at bottom of form Appraisee

22 Important Tasks (1/2) For Administrators Assign Logins Allocate Appraisers and Appraisees Create Interviews (Appraisers do this usually) For Appraisers Create Interviews Review Appraisal Forms / Docs Appraisal Form 4 (create and sign)

23 Important Tasks (2/2) For Appraisees Complete Forms 1 and 2 Complete Form 3 Upload supporting information Go to Interview page: Agree Confidentiality Statement Submit Appraisal Forms Sign off Form 4

24 Support SOAR for GPs information site: Guidance to appraisal and revalidation Guidance on using SOAR Database Live WebEx demo sessions And much, much more! William Liu or Atia Khan-Tahir: Here to help! Report problems: We can only improve with YOUR feedback!