e-Portfolio Enhancements and Improvements 

Enhancements and Improvements 17 January 2024

A summary of recent e-portfolio updates

Functionality, process or section/form

Improvement/enhancement

Benefits for users

Pathway impacted

Deletion of records

Users now have an option to delete records. A ‘Delete’ button appears next to relevant records. When the user clicks on delete, all records will be moved to a ‘Deleted records’ bin. Records can be restored from this area if the user changes their mined.

 

Users have the option to delete draft records, so their list of records is now more organised. They can create draft records as a test and not have it count towards their reviews/assessment.

  • Post-reg foundation (file upload & LNA)
  • NHS111 – all records
  • GP transition – all records

Actions

Users have the option to create multiple actions within records. Each action will be collated into a list in the ‘My Actions’ area.

Users can now create different actions within each record (previously they only had one field to add multiple actions). Being able to add different actions will also mean they can add different ‘due dates’.

 

  • Post-reg foundation - all records
  • Core advanced – all records
  • NHS111 – all records
  • GP transition – all records

Saving options

When a user creates a record and is ready to save they will be presented with the following options:

  1. Save record (save record, even if some fields are not populated yet)
  2. Save record and send invitation to collaborator (same as save option, but requires collaborator email field to be populated)
  3. Update and Complete record (only available once all mandatory fields have been populated – incl. mapping)

 

Users have clear options for saving records, and will have the ability to save a record even if they have not completed all fields. Previously, for some pathways users had to complete all mandatory records before they could save it.

  • Post-reg foundation - all records
  • Core advanced – all records
  • NHS111 – all records
  • GP transition – all records

Attachments within records

User can upload and attach a file once the title field within the record has been completed.

This is a more simplified process, as previously users had to save the record then go back in and upload files. The second step has now been removed so overall its more efficient.

 

  • Post-reg foundation - all records
  • Core advanced – all records
  • NHS111 – all records
  • GP transition – all records

Ability to unlock or reopen a record

Supervisors and tutors have the ability to unlock/reopen records that have previously been marked as complete

This gives supervisors/tutors the permission to make a decision on whether records can be unlocked/reopened, so issues can be resolved more efficiently. Previously users have to email us and specifically ask us for assistance which can take time to resolve.

 

  • Post-reg foundation - all records
  • Core advanced – all records
  • NHS111 – all records#
  • GP transition – all records

Notifications about records

Learners have the ability (a button) to notify the collaborator when a record is ready for their review.

 

Supervisors and tutors have the ability (a button) to notify learners when a record has been edited and ready for them to read, edit or complete.

 

This gives users the control to prompt their supervisor/tutor and learner when action is needed. They will be able to send reminders too.

 

This avoids them sending separate emails so saves some time.

 

  • Post-reg foundation - all records
  • Core advanced – all records
  • NHS111 – all records
  • GP transition – all records

Improved dashboard view

The dashboard now displayed 3 status columns for all SLEs to indicate when a record has been started, awaiting feedback and completed, with a count against each column.

 

Users can clearly see the status of records and will know of their progress and take appropriate action.

  • Post-reg foundation
  • Core advanced
  • GP transition

 

Multisource feedback tool process

Learner will be prompted to complete the self-assessment before they nominate colleagues/peers for the MSF process.

This avoids the situation where the MSF cycle closes and the learner has missed the deadline for their self-assessment.

 

Asking learners to complete their self-assessment first will also mean that they receive a more comprehensive MSF report.

 

  • Post-reg foundation
  • Core advanced

Multisource feedback tool report publication

It will be compulsory for supervisors/tutors to make a decision on whether they publish or hide feedback comments. The button to share feedback with their learner is also more visible.

This avoids the situation where supervisors/tutors forget to publish/hide comments (which means that the learner received a blank report).

 

The improved format will mean that the process is fully complete.

 

  • Post-reg foundation
  • Core advanced

Collaborator view

An improved view so learners are displayed in a table and collaborators can clearly see the progress of records and any records requiring their action.

This is a more intuitive view and allows collaborators to more effectively manage their learner and monitor progress.

  • Post-reg foundation
  • Core advanced
  • NHS111
  • GP transition

 

Linking records to each other – core advanced

Users are able to link both complete and incomplete records to other records.

This improves the overall process and provides flexibility. Previously users could only link completed records.

 

  • Core advanced

 

File upload – post-reg foundation

Users have the ability to send file uploads to collaborators for feedback.

Users can now get feedback on uploaded files which will support their learning.

 

  • Post-reg foundation

 

Learner events – GP transition

Tutors have the ability to review and add comments to records. They will also be asked to sign off records.

 

Tutors have a more comprehensive view of learning and will be able to provide feedback to support learners.

 

  • GP transition

Admin dashboards - GP transition

An improve view so learners are displayed in a table and admin can clearly see the progress of learners through the pathway. Admin can also add notes about the learner’s portfolio, for example the reason why a learner may have left the pathway.

 

This is a more intuitive view and allows admins to more effectively manage their learners and monitor progress.

  • GP transition

Programme close – GP transition

Users can now add in comments when they mark the pathway as complete.

This allows learners, tutors and admin to have an audit trail of comments relating to sign off.

 

  • GP transition