Log into the LLP Please https rcoauat nomensa

Log into the LLP Please https: //rcoauat. nomensa. com Login: rcoa 01 Password: L 4 iomd. Dj Trainee • Login: 035@example. com • Password: Password 12 Trainer • Login: 037@example. com • Password: Password 12

East of England School of Anaesthesia Dr Emily Simpson – Consultant LLP Lead Dr Jo Walker – Trainee LLP Lead

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

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

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).

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.

Designing the LLP

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)

A ‘click’ through the LLP…

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’

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

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

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

WPBA

Selecting an Assessor

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

WPBA - Navigation • The Observation box will become the title, makes it easier to find later

ACCS and the LLP • For trainees with Anaesthesia as ‘parent’ specialty • Avoids paper uploads • Full suite of AM, ED, ICU assessments

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 ST 1 -7 • Can filter by date ranges for annual summary of Annex G activities • CUT forms for each of the x 4 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:

Personal Reflections • New separate section

WPBA

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

Completion of Unit Approval

CUT Forms : Annex G • Advised not to select a CUT form until ST 7…. …. as this will pull all the submitted information form ST 1 -ST 7

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….

PDP – Adding a Goal

Trainer View PDP

PDP Process

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

Electronic IAC/IOAC • Important: paper copy uploads are no more • Option to link WPBA to IAC

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

MSF

ESSR

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 - 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.

ESSR Creation • Can create multiple • Ensure the CORRECT ESSR’s in one year, if DATES are created. necessary Everything will be • Interim Progress Report pulled into that ESSR in scrapped that date range. • Any supervisor meetings will appear • Returned ESSR’s can be under Personal deleted and a new one Activities can be created by the trainee

ARCP Outcome Forms • Panel members, placements, autopopulated • 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

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

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 • Users must download working to allow users to their offline e-Portfolio download an offline version before they move over to of their e-Portfolio the new LLP, after ARCP • Users will be able to navigate an offline 'readonly' version, on their own PC/MAC • RCOA will NOT keep backups, as the data will be out of its secure environment (e-Portfolio)

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

Transition process to LLP 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 x 2 portfolios for some) • E-portfolio will be phased out by August 2019

Transition process to LLP 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 2 MB (Note zip file of e-portfolio is 20 MB)

Transition process to LLP East of England Plan: Migrate trainees in two batches First batch: Aug 18 • All trainees who have ARCP’s for Aug 18 (not ST 7) • All LTFT trainees

Transition process to LLP 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

Transition process to LLP 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

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 Uo. T and CUT forms as possible on old e-portfolio

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

What to do as Trainer Milestones and certificates: • IAC, IACOA, CLTC, ILTC • FRCA exam letters • ARCP Outcome form(s)

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 eportfolio (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!

Trainers • No access to e-portfolio after Aug 19 • Will be unable to download enhanced eportfolio • Suggest taking a screenshot of number of assessments completed for records • RCOA will hold an archive for a little while

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 Uo. T and CUT’s where possible

RCOA Support for Transition • ‘How to’ Webinars 23/5/18 at 11. 30 -12. 15 (Skype) • Saved webinars • Online help guides • RCOA website (being redesigned) • Basecamp • TOPdesk help desk/portal (24 h) • Email/phone

Questions?

Summary • • • Transfer to LLP after ARCP Download e-portfolio Workbooks still have a place Consultant feedback not included Use LLP logbook

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