Log into the LLP Please Login: rcoa01

Log into the LLP Please https://rcoa-uat.nomensa.com Login: rcoa01
Login: rcoa01 Password: L4iomdDj Trainee Login: Password: Password12 Trainer Login:

East of England School of Anaesthesia
Dr Emily Simpson – Consultant LLP Lead Dr Jo Walker – Trainee LLP Lead This slide set has been compiled by Jo Walker and Emily Simpson following our attendance to workshops and information available to us via a forum for LLP leads. This is the property of our East of England School of Anaesthesia. We give permission for this material to be used as a whole or in parts to promote the training in the new LLP.

Overview Why the change? A ‘click’ through The Transition Process What to do as Trainer in EoE

Why the change? The e-Portfolio needed updating…
User expectations of functionalities have changed A system with Capacity to adapt as technology progresses The ability for the College to build, edit & own the system Limited storage capacity on current e-portfolio The EP is not owned by College – so to make modications -> the college had to outsource to software programmers -> both logistically and financial inefficient The college can now adapt the LLP inhouse - which is particularly relevant with evolving changes in the new curricula over 2018/19. Rather than having to continually go back to the developers for any modifications, as is currently the case.

Aims of the LLP “To create a learning platform that works for and supports all anaesthetists through their educational journey” By: making it simple for users to input, access and review training information improving the user experience by reducing the administrative burden for users and College support staff integrating systems (for example, logbook and, in the longer term, CPD). More intuitive Users to take control more and reduce administrative burden on the RCOA eg. the new MSF process

Designing the LLP One to one testing: anaesthetists trialing prototypes with developers Engagement events: the College visited hospitals throughout the UK to show users the prototype and receive feedback College Fellows: have worked closely with the team on designing aspects of the system. The College and Nomensa (a digital design agency) agreed a set of principles for the process to follow, with the overall aim of creating an intuitive, electronic learning record 63 testers ‘users’

The College have publicised the upcoming change to the LLP via the Bulletin
And asked for reader feedback on any proposals which were to be incorporated

Designing the LLP Screenshots and new additions to the prototype were posted here – with continuous feedback from trainees and trainers(within Basecamp) across the UK. Throughout the whole development process the end user had very much been engaged, to ensure a platform fit for purpose

Who can access the LLP? Anyone who is a member of the College and wishing to log progression against the anaesthetic curriculum. Includes MTI, SAS, and Clinical Fellows. ACCS (Anaes/ICM) trainees will have access to the ACCS curriculum and assessments. They will also be able to send assessments to doctors who are not on the platform. Post CCT: will allow access to records (work in progress with the developers) ACCS: ICM (anaesthesia) will have access as they will be registered with the RCA. ACCS EM/AM will NOT have access .

A ‘click’ through the LLP…
Simplified, intuitive and much more user friendly than the current EP

Dashboard – Selecting homescreen
User can default to ‘Learner’ ‘Assessing’ ‘Supervising’ Trainees can be an assessor, most likely via an invite to be a ‘guest assessor’ All Consultants who perform WPBA will see these tabs -> and see a dashboard similar to that which the trainee will see

Assessing' is a list of trainees and pending 'tasks' (like the old Trainer tasks box) that the supervisor needs to complete when you scroll further down. Trainer can create a supervisors meeting under ‘Personal Activity’ by clicking 'Create learner entry' at the bottom of the Assessing tab.

The supervising tab will be visible to the ES, CT and ARCP panel members.
The tab contains the list of trainees an ES is supervising and they will have access to only their own trainee(s). The CT will have access to all that hospital's trainees and The ARCP panel will have access to everyone's LLP.

Both the assessing and supervising tabs take you to the same screen - if you click on a specific learner, you are taken to the dashboard for that trainee ie. you see the site as the trainee sees it. To add placements -> click on the blue tab at the bottom of the screen (will take you to screen on next slde)

Adding Placements Trainees MUST add placements, in order to request assessments When choose hospital – the College Tutor will automatically link Can change Educational Supervisor (eg when move placements)

Adding Supervisors - College Tutors can add Educational Supervisors from their account If you want to keep a previous ES, add new ES and add old ES as a Clinical Supervisor In the future, will be possible to have >1 clinical supervisor (but not when LLP goes live)

Placements into ESSR/ARCP Forms
Placements will auto populate ESSR and in the future to ARCP forms

Level of Training Removes restriction of being only at one level
Trainee choses level, when selecting placement – it auto-selects, but can easily be changes Greater flexibility eg. can go back to CUT for Intermediate during Higher OR do a Higher WPBA whilst in Intermediate training - In the current EP trainees are ‘locked’ into one training level and can not readily go back and forth between levels.

Dashboard – Assessment Titles
No longer a list of ACEX DOPS DOPS etc. Lists the Observation/ Titles of the WPBA

Simplified and much more user friendly

WPBA - With the new curriculum there is likely to be fewer WPBA - and now the College can change the platform readily themselves

Selecting an Assessor - You can now additionally select a guest assessor (eg an ED Consultant not on the LLP)

WPBA: Linking to Competencies
Linking assessments to competencies was based on suggestions from users. There is no requirement to get all competencies (within a unit) linked and this will be made clear, when completing an entry.

WPBA Linking Competencies
Can select a number of competencies Will let you select competencies from multiple modules If too generous a selection (!) option for trainer to remove links to competencies or add too On Transition: if a trainee is halfway through a module, they should check the WPBA on the old portfolio (from the enhanced download on a trainees USB/desktop OR trainee can add the pdf of the WPBA from the old EP and add as a supporting document). The trainer could then sign off that WPBA on LLP so that the CUT can be completed at a later stage -> when they continue with WPBA’s for that module on the LLP

WPBA - Navigation The Observation box will become the title, makes it easier to find later The title of the WPBA can be obtained from the WORKBOOK for the CORE and ACCS Trainees!

- Can now attach supporting documents to the WBPA Eg
- Can now attach supporting documents to the WBPA Eg. Difficult Airway course certificate And note that the paragraphs are optional for trainees but mandatory for trainers - to encourage feedback process - An option to Reflect on the feedback from a completed assessment is now available for trainees and will show on the ESSR

ACCS and the LLP For trainees with Anaesthesia as ‘parent’ specialty
Avoids paper uploads Full suite of AM,ED, ICU assessments ACCS curriculum and EM/AM assessments will be available on the platform. The screenshot gives you an idea on how this will look. This will be similar to how the anaesthetic curriculum is structured (selecting to competences). ACCS (anaesthetic/ICM) doctors can access this from day one. ACCS trainees following the EM/AM pathway will not be using the platform as they will have their parent specialty e-Portfolio.

Annex A - Professionalism
In current e-portfolio: link to unit and GMP competencies Decision taken, to not include this separately, at present AS: it is embedded within the LLP/represented within the clinical units already One step removed…

Annex G Teaching, Research, QI, Management
Current e-portfolio can only link to one unit level (eg. Basic) LLP - can link to >1 competencies at any stage of training Users can link either their assessments or ‘activities’ Shown on curriculum review page & ESSR under ‘Non-clinical’

Annex G New separate ‘non-clinical’ section Covers ST1-7
Can filter by date ranges for annual summary of Annex G activities CUT forms for each of the x4 modules within e.g management

Personal Activities Save activities with links to curriculum competencies Upload supporting documents Can also add reflective entries here, with option of: The required old documents such as WPBA's, CUT's, Consultant feedback and MSF can be uploaded via 'personal activity' in order for it to be linked to the ESSR (otherwise it will just sit in the Documents folder) Following the recent cases in the courts and press – the option to hide personal reflective entries from the ESSR (the default is to include them) was suggested by a Birmngham trainee and recently incorporated into the LLP

Personal Reflections New separate section

WPBA - With the new curriculum there is likely to be fewer WPBA - and now the College can change the platform readily themselves

Completion of Unit Forms
Similar form Can now link to Personal Reflections and Personal Activities Embedded link to LLP logbook (allows trainers to ‘interrogate’ it) Reflection on CUT assessment How to complete the CUT forms of CUT's that have already been completed on the old portfolio? They can write in the comments box at the bottom that the trainee has already completed that module on the previous portfolio and that they have seen it.

Completion of Unit Approval

CUT Forms : Annex G Advised not to select a CUT form until ST7….
….as this will pull all the submitted information form ST1-ST7

Reviewing the Curriculum
Replaces expanding boxes The curriculum section is flexible and will change once the new curricula is released after 2019 The Progress ‘donut’: quick look at modules started/ in progress/completed For Advanced level: chose modules to show mandatory and optional progress

Farewell….

Learners View

Trainers View - Reviewing a Trainees progress: Click on relevant trainee under Supervising Tab -> Then Review Curriculum blue button

Review CUT to expand box for greater detail and lists of entries (WPBA, PDP, Reflections) for CUT
Made a lot tidier and easier to navigate than the current eportfolio by using the Observation as a Title

PDP – Adding a Goal

Trainer View PDP

PDP Process X3 tabs: Learner, Assessing and Supervising: Under Supervising tab: Select a trainee (from supervising tab at top): Can approve OR return a PDP to learner: able to add a note, as to why returned and what additional information is required Can create a PDP for a trainee and edit a trainee’s version

PDP Caveat Trainees/trainers can not remove or delete a PDP, can only edit -> This is to maintain a continuous record of progress IF you make an error, you have to contact the RCOA to remove an administrative error Can link PDP to curriculum? (In time, it will be possible) Can make more than x 1 PDP (eg Cardiac 2018, Paeds 2018) Automatically links to ESSR

Milestones and Certificates
Electronic forms All accessed in one place All certificates will be on the new system as electronic forms and the user will be able to access this in one place. For transition, in this section we want: Old certificates IAC/IACOA/CLE/CLTC/ILTC; Exam letters; ARCP Outcome forms, especially the latest ARCP Anything else they want to add

Electronic IAC/IOAC Important: paper copy uploads are no more
Option to link WPBA to IAC HOW TO CHECK? That the required certificates and milestones have been uploaded on the milestone and certificate tab: IAC/CLTC/ILTC etc, Exam letters and ARCP Outcome Forms -> must sit with a trainer in their dashboard and look under ‘Milestones and Certifcates’

MSF Trainees control when to open AND close process
No time limit (currently one month) No delay waiting for ES to approve, as send directly to assessors Can perform multiple MSFs annually with no minimum number of assessors on each occasion - Will reduce the frustrated calls to the College by trainees for ‘early closure’ of their MSF especially at ARCP time! - ES only being informed after the trainee decides the MSF process is complete. If necessary, the ES may at this point request that more respondents are added for variety or to meet the overall minimum number of ten assessors, as recommended by the GMC - As before, trainees will only have access to anonymous feedback once moderated and released by their ES, but the ES will still see each assessor’s specific feedback and comments

ESSR - The lockout for the ESSR is the date that the trainee sets at creation of the form! Trainees will be asked by the School to create a ‘virtual lock’ for the end year ESSR. That will help that the ARCP panel do not look beyond a certain date to assess that year’s activities.

ESSR Format Similar format
Auto populates exams, milestones, placements etc. Further auto-population via a link from ‘Personal Activities Also automatically pulls in PDPs/Reflections Can interrogate Logbook within ESSR ESSR does not have to be created weeks in advance. It is self populating via link from ‘personal activities’. Though it does HAVE to be sent to the ES/CT a minimum of two weeks before the ARCP - WPBA’s, PDP, CUT forms, Logbook etc will all be pulled into ESSR once linked Trainer HAS to write comments in boxes just like in the old portfolio

ESSR - Consultant Feedback
The user will be able to add a Personal Activity classified as: ‘Consultant feedback' (uploading their form). Which will attach to the ‘Consultant feedback' section on the ESSR. - Consultant Feedback wont be part of the release (was not possible to create in the timeframe), but something that will be added shortly. In the interim the user will be able to add an activity and classify this as 'consultant feedback' (uploading their form). This will then attach to the 'consultant feedback' section on the ESSR.

ESSR Creation Can create multiple ESSR’s in one year, if necessary
Interim Progress Report scrapped Any supervisor meetings will appear under Personal Activities Ensure the CORRECT DATES are created. Everything will be pulled into that ESSR in that date range. Returned ESSR’s can be deleted and a new one can be created by the trainee Can create an ESSR for 6/12 or 3/12 placements. Remember to use the appropriate title for the ESSR i.e. HIGHER CARDIAC. As such - No Interim Progress Reports. - IF the ES approves it, but College tutor returns it to trainee -> their reasons will be evident to the trainee/ES -> when returned to ES again, the ES comments will still be there from first submission and editable -> form can then be send on to the College tutor again - IF the ES/CT return ESSR for example for lack of a QIP – the ESSR will have to be deleted, to allow a QIP to be linked (as after ESSR closure date) Then the trainee returns to ES -> CT. Note the ES will have to re-type comments

ARCP Outcome Forms Panel members, placements, auto-populated
Will need to add evidence provided and known to trainee (eg. MSF, ESSR, Logbook, LLP etc.) Talks in progress re: completing a draft version pre-ARCP date Date of ARCP, panel members, level of trainee will automatically be pulled in There is a list visible to the panel of every ESSR the trainee ever had. Administrators can create the ARCP Outcome Form on the day of the ARCP The panel chair does not have to complete a paper Outcome form any more. Will be signed electronically by Panel chair.

Document Store Upload area for:
any additional documents (eg. old logbook summaries) **But cannot link directly to curriculum, need to go via Personal Activity **

Logbook Seamlessly work with the other LLP features
Eg. the CUT form and ESSR will automatically pull in information and allow the trainer to query the logbook further during sign off From 2019: options for ICU, Pain Can also log ‘sessions’ in pain, ICU etc.

Logbook

Logbook The logbook will not link to units, but you can review the logbook directly from CUT and ESSR forms With curriculum changes, units may change, thus creating 'breaks' in the logbook summary report, but 'Specialty' will not change The logbook will be open to trainers as well as trainees - Consultants will not need to link to a unit.

Trainers Reviewing: Trainee Logbooks
Go to ‘Supervising’ tab Click on trainee Interrogate trainee logbook for CUT or ESSR forms Trainer can search/ filter logbook in depth In addition to looking at the Summary report, if desired

Logbook Changeover Future of the RCOA current logbook is uncertain (RCOA support, but don’t own it) Won’t be a way to upload old data initially Old Logbook reports should be uploaded to ‘Personal Activities’ within LLP

Downloading the e-portfolio
The e-Portfolio download tool pulls everything out of the site into a folder, where each entry can be accessed.

Enhanced e-portfolio Download
Currently developers are working to allow users to download an offline version of their e-Portfolio Users will be able to navigate an offline 'read-only' version, on their own PC/MAC RCOA will NOT keep back-ups, as the data will be out of its secure environment (e-Portfolio) Users must download their offline e-Portfolio before they move over to the new LLP, after ARCP To improve on the basic e-portfolio download… developers are Ensure e-portfolio is downloaded after your final ARCP before transitioning to the LLP, to capture the complete training year and ARCP outcome

Mobile Apps This is not part of the current scope.
However, the system will be mobile compatible. This means that it will adjust itself depending on how you are accessing the site (eg computer, mobile and tablet).

Transition process to LLP
The College Plan: ‘Go live’ in August 2018 All Trainers & Trainees beginning Core, ACCS, Intermediate or Higher levels Those not starting a new training stage in August, can continue to use the current e-Portfolio until the end of their current stage. Flexibility in transition timing for LTFT/OOP Trainees After ‘go live’ in Aug quarterly releases (to incorporate improvements based on user feedback) All trainers will be transferred shortly before or on ‘go-live’ (August 2018). They will be using both the platform and the e-Portfolio until August 2019. Anaesthetists in training will be transferred by level (new CT1, ST3 and ST5 users will have accounts created first) Remaining users will be transferred once they have entered ST3, ST5, or have completed training. The existing e-Portfolio will continue to run and will be supported, alongside the lifelong learning platform until August 2019 All users will need to be transferred by August 2019

The College Plan: No migration of old workplace based assessments/files Once users move to the LLP, access to old user accounts will cease (with flexibility to briefly run x2 portfolios for some) E-portfolio will be phased out by August 2019 Entries will not be migrated over to the new platform. This is because of the way the data is stored in the e-Portfolio and the curriculum being presented differently on the new platform. At these particular stages in training there is less need for panels to review training data from previous levels. Ensure e-portfolio is downloaded after your final ARCP before transitioing to the LLP, to capture the complete training year and ARCP outcome.

The College Plan: School sets minimal acceptable requirements for those at transition point Especially pertinent for trainees ‘mid-training level’ during transfer Can also upload whatever documents an individual user desires such as previous MSF’s / certificates Max file upload size 2MB (Note zip file of e-portfolio is 20MB)

East of England Plan: Migrate trainees in two batches First batch: Aug 18 All trainees who have ARCP’s for Aug 18 (not ST7) All LTFT trainees As a School we were responsible to inform the RCOA of whom will transfer. This has already been done and accepted by the College. The next step is for us to provide them with a list of names of the trainees who will transfer during which batch. We will be in touch soon to confirm this with Trainers.

East of England Plan: Second batch: Jan/Feb 19 All trainees who have ARCP’s in Jan/Feb 19 ACF’s and OOP’s transfer according to their ARCP year – this will be bespoke

East of England Plan ARCP panel will decide which documents trainee need to upload to LLP Will complete ‘Anaesthetist in Training’ form as aid to Trainee and Educational Supervisor Bespoke plan will be created if necessary As part of the ARCP, the panel will decide which documents need to be uploaded and then complete the Anaesthetist in training progress report. The exceptions will be identified and a bespoke personal plan will be made for transfer or running both for a short period. They can the start with a clean slate on LLP and just upload the relevant certificate, outcome letter of the ARCP etc.

Anaesthetist in training progress report

What to do as Trainer Meet trainee within first few weeks
Ensure required documents from previous ARCP are uploaded to LLP (AIT form) Correct hospital selected ES and CT selected E-portfolio downloaded No open MSF Encourage to complete as many UoT and CUT forms as possible on old e-portfolio All users (who used the e-Portfolio as a ‘trainee’) must download a copy of their e-Portfolio before August 2019 It is the responsibility of the user to ensure they keep a record of their e-Portfolio as this will not be kept by the College after August 2019 Any outstanding assessments (or MSF) will not be saved. Users are advised not to create entries at least two weeks before moving to the new platform Trainers to be informed that they will be using both the e-Portfolio and Lifelong Learning platform until all users in their region have moved to the Lifelong Learning platform

What to do as Trainer Complete PDP Ensure LLP logbook is used
Workbook is used to create titles of WPBA’s and CUT’s ESSR dates are created correctly ESSR is correctly titled i.e. ‘ESSR CT 2’ or ‘ESSR Higher Cardiac’ Transfer WPBA’s and CUT’s for ‘in-between’ trainee Educational Supervisors & College Tutors to be the ‘gatekeepers’ to ensure all documentation required, is uploaded before next ARCP

What to do as Trainer Milestones and certificates:
IAC, IACOA, CLTC, ILTC FRCA exam letters ARCP Outcome form(s) Depending on the level of training, these are the documents that we want in this section

No assessments need to be repeated, just transferred!
What to do as Trainer WPBA’s and CUT’s: Populate incomplete modules with WPBA’s from old e-portfolio Complete previous CUT’s only from old e-portfolio (not all the WPBA’s as well) Mention in the ‘comments box’ that the completed forms have been seen No assessments need to be repeated, just transferred! Go through with the trainee and populate the LLP with previously completed WPBA’s in an module in progress. This will them not to have to repeat all the work. Once the WPBA has been seen, it can be signed off and a comment can be added that it has been transferred from the e-portfolio Previously completed CUT form should be completed on the LLP also with a note that it has been transferred from the old e-portfolio. Note: Already completed WPBA’s and CUT forms on the do not have to be repeated!

Trainers No access to e-portfolio after Aug 19
Will be unable to download enhanced e-portfolio Suggest taking a screenshot of number of assessments completed for records RCOA will hold an archive for a little while Take screen shot(s) of the green and pink ‘Review Progress’ screen (upload to Documents store if you want to)

Getting Ready for LLP Launch
College Tutors to disseminate information to Trainers and Trainees within your local dept. Download e-portfolio after ARCP Encourage to complete UoT and CUT’s where possible College Tutors to train the local department Trainees and Trainers Download e-portfolio shortly after ARCP and save. That will ensure all the information is up to date at that point. Encourage Trainees to complete as many CUT’s as possible. That will be easier to put onto the LLP than half completed WPBA’s

RCOA Support for Transition
‘How to’ Webinars 23/5/18 at (Skype) Saved webinars Online help guides RCOA website (being redesigned) Basecamp TOPdesk help desk/portal (24h) /phone

Questions?

Summary Transfer to LLP after ARCP Download e-portfolio
Workbooks still have a place Consultant feedback not included Use LLP logbook Workbooks still have an important place. contain the required competencies for the East of England School of Anaesthesia acts as a visual aid for the trainee and trainer Reflects evidence of progress for the ARCP panel Can be uploaded to the Documents store Contain the titles of the WPBS’s and CUT forms! Consulatnt Feedback Not included Still have to do your own and attach Work in progress Running 2 Portfolios (i.e ST 6/ LTFT) Trainees can run both e-portfolio and LLP for short while (eg. CT 2 or ST4 extensions or if finishing Higher CUT form, but commencing ST 7 Advanced in Aug 18) Then CUT forms can be uploaded to LLP to complete level of training (if after Aug 19) Logbook: Other types of logbook not recommended (will be silly!) ACCS curriculum and EM/AM assessments will be available on the platform. The below screenshot gives you an idea on how this will look. This will be similar to how the anaesthetic curriculum is structured (selecting to competences). ACCS (anaesthetic) doctors can access this from day one. ACCS trainees following the EM/AM pathway will not be using the platform as they will have their parent specialty e-Portfolio.

How do you want to do this?
The next step(s) How do you want to do this?

Log into the LLP Please Login: rcoa01

Similar presentations

Presentation on theme: "Log into the LLP Please Login: rcoa01"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Log into the LLP Please Login: rcoa01

Similar presentations

Presentation on theme: "Log into the LLP Please Login: rcoa01"— Presentation transcript:

Similar presentations

About project

Feedback