1. SOAR Guidance for Trainee Administrators Last updated 06/06/2013

2. Slideshow Overview Background Email Notifications from SOAR Functions on SOAR Search for Trainees Search for (and create) other users (Ed Sups / TPDs etc) View Declarations / Outcomes to support Revalidation Initiate Declarations manually

3. Background (1/2) Trainee data from Pinnacle is imported nightly to SOAR (around 1am), including: Trainee details and their ARCPs Trainees’ linked Educational Supervisor (EdSup) Training Programme Directors (TPD) EdSup and TPD* will be added to SOAR and linked to Trainees automatically – if they are already on SOAR (checked against GMC number) Automatic adding of TPDs not yet built, but will do in the future

4. Background (2/2) Trainees are asked to login to SOAR to complete their self declarations on Health, Probity, Complaints and Work History EdSups are asked to sign off their Trainees’ declarations TPDs are asked to review their Trainees’: Signed off declarations ARCP details Make suggested Outcome to support Revalidation

5. Email Notifications from SOAR SOAR will send the following automated emails: When new trainee is imported into SOAR Trainee user profile created / login details sent; and Declarations automatically created When new EdSup is changed on any uncompleted declarations When new password is set by Admin When login has been reset by Admin

6. Functions for Admins on SOAR Look up trainees’ details (in all deaneries) Search for all users on SOAR (read-only) Create new user: EdSup, TPD etc but NOT Trainees as all Trainee data is imported View Declarations View “SOAR Outcome Review” Initiate Declarations

7. This is the Welcome screen after logging in Main menu Some functions are not required e.g. “Trainee’s Assignment”, superseded by data in imports Be aware of timing out The “Role” dropdown is for users who have multiple roles on SOAR to change roles for different functions (EdSup, Appraiser, Appraisee etc)

8. The Trainees page lists ALL trainees imported from Pinnacle Search by Surname or GMC number Can also filter search by programme, region or supervisor Can also sort results by column heading Click on Name to review trainee’s data

9. Pinnacle data imported nightly If information is not accurate, trainees are asked to contact SOAR with details of correction, and we forward to appropriate Deanery for action on Pinnacle

10. SOAR Details = login details Preferred e-mail address If different from Pinnacle import No one has access to user login details We can only reset logins

11. ARCP information imported from Pinnacle “Outcome to Support Revalidation” Marked by TPD Reviewed by PgDeans

12. History of annual declarations Issues / No Issues brings up Educational Supervisor comments

13. Revalidation recommendations made by Responsible Officers “24h delay” built in for cancelling / amending recommendations SOAR will be updated when GMC accepts RO recommendations

14. SEARCH / REVIEW DECLARATIONS

15. To review them, click on “Declarations” Click on the notepad icon to access individual Declaration details You can also search for individual declarations via the search settings

16. Common Import errors (1/2) Incorrect / out-of-date email addresses on Pinnacle Trainees contact us to say they didn’t receive automated login email

17. Navigate to Trainee details page / SOAR Details tab If email address is not yet updated in Pinnacle Details, enter it on this page Either give trainee new dummy password (must be alpha- numeric and at least 8 characters long); or Click Reset button, which wipes password and security questions Both options above will trigger automated email to trainee (Don’t forget to update on Pinnacle if required)

18. Common Import errors (1/2) Incorrect / out-of-date email addresses on Pinnacle Trainees contact us to say they didn’t receive automated login email Trainees accidentally submitted blank declarations Which will require manual unlocking, either from TPD or Admins

19. Click on “Declarations” Enter Trainee surname and click Search Click on the corresponding notepad icon

20. There will be an “Unlock Declarations” button near bottom left of page – click on this A pop up will come up asking for a short message, something like “Unlocked as per email/telephone request” will suffice System will email Trainee and Ed Sup automatically, no further action is required from you

21. Common Import errors (2/2) Declarations not created, which could be 1 of 2 reasons: 1. Ed Sup is not on SOAR e.g. Sports & Exercise Medicine doctors aren’t using SOAR for appraisal/revalidation so they might not be registered on SOAR A separate user profile will need to be created for the Ed Sup

22. Search first and make sure the user is definitely not on SOAR - sometimes it could be a typo on SOAR / Pinnacle which caused the Ed Sup not to be recognised / linked in the import Click User Search This search function only brings up regular SOAR users to look up Trainees click on “Trainees” Search by GMC number first If no records found, remove GMC number and try Email address If still nothing, search by Surname When you are satisfied that user is definitely not on SOAR, proceed to add “New User” If record is found, click on the name and go into the Roles tab to add the appropriate role (email us if you run into problems)

23. Add Forename, Surname, Email and GMC number Give it a login name (forename.surname; or GMC number; or first part of email etc) Give it a dummy password (must be at least 8 characters and alpha- numeric) Click Save Do not action Security Questions – only users themselves complete this

24. Once profile is added, click on “Roles” tab Select the role (Ed Sup / TPD etc) Click “Add New Role” Click Save Return to “Details” tab

25. Click on the “Verify GMC Number” link, this checks the GMC number in real time against the GMC website If the information matches, click “Yes” in the pop up If not, click “No” and email us

26. Common Import errors (2/2) Declarations not created, which could be 1 of 2 reasons: 1. Ed Sup is not on SOAR e.g. Sports & Exercise Medicine doctors aren’t using SOAR for appraisal/revalidation so they might not be registered on SOAR A separate user profile will need to be created for the Ed Sup 2. Ed Sup is incorrectly linked on Pinnacle On SOAR it will appear as though No Ed Sup has been assigned; but Once corrected on Pinnacle, SOAR will be updated the next day

27. If Ed Sup data is blank, check data on Pinnacle When amended data will be re-imported overnight

28. Once Ed Sup has been manually added or updated on Pinnacle, they should then be linked to the Trainee correctly during the overnight import SOAR should display this the next day You can check this by looking at the “SOAR Details” tab in the Trainee’s page, or if it can’t wait, you can manually link them (so that you can create the declarations for trainee to complete…)

29. Go to the SOAR details tab Select the Ed Sup from dropdown TIP: It’s a very long list sorted by surname, but display by “Title Firstname Surname”, if you have searched and found how the Ed Sup is titled on SOAR, double- click in the dropdown and start typing in the name (e.g. Mr Tom Jones etc)

30. Common Import errors (2/2) Declarations not created, which could be 1 of 2 reasons: 1. Ed Sup is not on SOAR e.g. Sports & Exercise Medicine doctors aren’t using SOAR for appraisal/revalidation so they might not be registered on SOAR A separate user profile will need to be created for the Ed Sup 2. Ed Sup is incorrectly linked on Pinnacle On SOAR it will appear as though No Ed Sup has been assigned; but Once corrected on Pinnacle, SOAR will be updated the next day Either way, declarations will need to be created manually

31. Click “Initiate Declarations” Type in Trainee Surname and Search From the results, check the corresponding tick box Click the Initiate button

32. Support For technical queries relating to SOAR, please email SOAR@nes.scot.nhs.uk SOAR@nes.scot.nhs.uk We need GMC numbers of Trainees / EdSups / TPDs involved (where possible) Description of problem If you’ve helped someone with any queries – login, unlock declarations etc – please email us and let us know so we don’t duplicate efforts http://seccare.appraisal.nes.scot.nhs.uk/trainees.aspx - this is a one-off page for Trainees on SOAR, we may work on a dedicated Trainees section on SOAR in the future (ideas welcomed!) http://seccare.appraisal.nes.scot.nhs.uk/trainees.aspx