NHS ePortfolios

Improvements to the Personal Library – October 2014

From Saturday 25th October 2014 we are introducing within the NHS ePortfolio Personal Library facility: drag and drop functionality for moving files, and the ability to view/ delete (directly from the Personal Library page) links already made to items.


Overview – The Personal Library is a tool within ePortfolio for uploading and maintaining key documents which act as supporting evidence. A Certificate for instance uploaded to the Personal Library might be supporting evidence for a Curriculum item, or associated with forms which require documentary evidence. It is possible to create folders related to a specific year or subjects, and when you upload a file into your Personal Library you can also add a description to help you later recall its context. Users can opt to keep files private or share them with their Supervisor(s).
 
Drag and drop file/ folder movement – If you wish to move your files between folders in your Personal Library you can now do this by dragging the file from one folder and dropping it into another one. It is also possible to move folders into other folders in the same manner. There is a short demo video here. Note however that this functionality generally requires the use of a mouse, and is not supported on touchscreen devices.
 
Directly viewing/ deleting links, and renaming – There will be a series of links at the right of the Personal Library page providing actions possible for each item. By clicking “Links” the user can view the links already made to Personal Library items and, where applicable, delete them if necessary. This avoids the need to search an ePortfolio to find where an item is linked before it can be deleted from the Personal Library, as at present.

Browser support – Please note that the drag and drop feature requires the use of a modern web browser. In particular, this feature is not supported in version 7 or earlier of Internet Explorer.

Development approach – The Personal Library is an item of core functionality and is currently used to manage in excess of three million documents. To support the new interface we have fundamentally changed our underlying architecture to ensure reliability and improve performance.

How to get NHS ePortfolios changed

Sometimes users of the NHS ePortfolios website have ideas about how the system can be improved or amended.  However the NHS ePortfolios Technical Team has very limited remit to make direct change.  Instead most change requests have to come from the “commissioning bodies” that define what content should be in an ePortfolio and how it should function.

For details of what content is and isn’t controlled by the NHS ePortfolios team please see “Who makes decisions about ePortfolio?“.

Change requests by Site:

Foundation

For the Foundation ePortfolio there are two main bodies that can request change requests:

1) The first of these is the UKFPO Curriculum Delivery Group.  This group has the authority to make change requests pertaining to “Core Content” for the Foundation ePortfolio.

For Terms of Reference for this group see the following document:

www.foundationprogramme.nhs.uk/download.asp?file=FP_curriculum_delivery_group_tor_membership_february_2014.pdf

2) The second Group is the NHS ePortfolios Foundation Team Advisory Group (TAG). This group meets twice a year and should include representation from every UK Foundation School.

This group has the remit to make change requests that are not relevant to national core content and/or functionality.  Each Foundation School/Deanery/LETB has one contact as follows:

Foundation School ePortfolio contacts:

Foundation School/LETB/Deanery Contact
East Midlands -details currently not supplied-
East of England -details currently not supplied-
STFS eportfolio@stfs.org.uk
North West Thames feo-nwtfs@imperial.ac.uk
North Central Thames nctfs@ucl.ac.uk
North East Thames netfs@qmul.ac.uk
Mersey Liz.morrissey@nw.hee.nhs.uk
Northern foundationprogramme@ne.hee.nhs.uk
Northern Ireland -details currently not supplied-
Oxford foundation@thamesvalley.hee.nhs.uk
Peninsula Trudi.Geach@southwest.hee.nhs.uk
Scotland Jill.murray@nes.scot.nhs.uk
Wales -details currently not supplied-
Wessex Wessexfs.enquires@wessex.hee.nhs.uk
West Midlands Foundation@wm.hee.nhs.uk
Yorkshire and Humber foundation@yh.hee.nhs.uk

Where the contact is noted as “details currently not supplied” this means that the NHS ePortfolios team has not been supplied the details of the nominated contact for change requests for that area. We suggest you contact the organisation directly.

Any suggestions that you have for changes to the content or functionality should be directed to these two bodies.  As the Foundation schools feed into both these bodies, contacting them is generally the best place to start.

Update to the ePortfolio Summary Report

We’d like to make you aware of a change to the Summary Report which is in plan for the next few weeks.

In a nutshell: You will now get a choice of which Form Group(s) you want to report totals for, rather than reporting against fixed pre-determined Form Categories as at present, improving the detail and flexibility of the report.

Example User Interface Screenshot (click to zoom):

 

Other than this, please note that the report will retain the same functionality and you will still be able to achieve the same results as you currently do with the report.

Please find below a background document to this change:

Document: Update-2014-09-10 – Forthcoming change to the Summary Report.

If you have any questions about this change please do not hesitate to get in contact with us. Below is a recording of a webinar from 17th September giving some background information on this change (10 minutes) – we also plan to make a shorter video on how to use the new style report when it goes live, which is scheduled for a few weeks’ time.

NHS ePortfolio Help Centre: a new way to get help

We are pleased to announce that there is now an alternative means of getting help on the ePortfolio in the form of a searchable support area, the NHS ePortfolio Help Centre.

This is located at http://nhseportfolios.zendesk.com 

During June 2014 the FAQ within the ePortfolio is to be removed and users encouraged to use the Help Centre to find answers to common questions. Over time we will continue to add articles, particularly based on common questions that are being received by the Technical Support team and by ePortfolio site leads (such as Foundation schools and the colleges).

In addition to being able to search on keywords you can also browse categories based on ePortfolio roles and sites.

NHS ePortfolio Help Centre

YouTube Channel

We will also posting guidance videos on to our YouTube channel at http://youtube.com/nhsep  where we will be adding short video guides that are often embedded into Help Centre articles.

Tweet Chat: How can we improve your ePortfolio?

June 18th 2014, 7 – 8pm (BST) #nhsep

The Storify of this Chat:

The third NHS ePortfolio Tweet Chat event looking to get some user feedback on what is missing, and what could be improved (or removed).

http://storify.com/NHSePortfolios/how-to-improve-eportfolio

Your chance to get those ideas off your chest. What is it that could be improved about the way the NHS ePortfolio works and how you’d like it to work?

What we would really like to hear about are things that you find confusing or counter intuitive, slow you down, or just annoy you.

We’d also like to hear about what you think is missing from the ePortfolio, features that would help you on a day-to-day basis and as part of your training. If you are a supervisor or trainer are there areas that could improve you ability to interact with and supervise your trainees?

If you have performed external assessments for ePortfolio trainees are there any features of this process that could be improved?

Some things to bear in mind:
* We don’t have any say of the design of forms, curricula, or the structure of training programmes. These are determined by numerous bodies and passed to us as requirements. Who makes decisions about ePortfolio?
* We know that there are on going issues of performance due to very heavy site usage (NHS ePortfolio Speed)

We will be holding a tweet chat on June 18th at 7pm using #nhsep hash tag.


Some useful links:

The Tweet chat host @nhsep: twitter.com/nhsep

How to be involved in a Twitter chat? A nice description here: twubs.com/twitter-chats/about

Some useful sites to help you follow and get involved in a Twitter Chat:

 

Need help?
If you are having a problem with you NHS ePortfolio account please contact the Support team via the Help section of you account, or email us at support@nhseportfolios.org
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