The new system is designed to be easier to use and more accessible removing the need to duplicate uploading information

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1 FAQ Updated General for all users Why are RCPCH developing a new eportfolio? The new site is being developed due to demand from supervisors and trainees for a simpler way to record and monitor training. Having one site and one log on for all eportfolio and assessment needs has also long been an aim of the College. As well as having only one system, the new eportfolio will be fully mobile responsive and have offline functionality. The new system is designed to be easier to use and more accessible removing the need to duplicate uploading information It will be easier to link workplace based assessments to the curriculum and the system will support more integration between the curriculum and assessments. Key feedback from users has been about difficulty of remembering all passwords for RCPCH sites, so eportfolio will be part of the single sign on available from our main website. The new system allows us to move towards mobile technology, meaning trainees will be able to upload and monitor information via their mobile devices and tablets The mobile functionality will mean that you will not need wifi to fill in forms on mobile devices. The forms will upload when you have access to the internet. Quick add reflections will allow users to add thoughts as they go along, that can be expanded upon at a later date. When will the new system go live? The system will now go live in two phases in December 2015 and January 2016 as follows: Phase 1 affecting West Midlands and Scotland users ONLY 13th November ASSET and the current eportfolio will no longer be accessible 15th December new RCPCH eportfolio system will go live Phase 2 affecting all other users 18th December ASSET and the current eportfolio will no longer be accessible 20th January new eportfolio system will go live It is still important that we have the correct contact details for all users of the system and this can be done by checking your details are correct on the RCPCH website ( and on the current eportfolio. Please use an address that you will have access to after changeover, such as a gmail or NHS.net .

2 Once live the new system will continue to be developed in waves of improvement where added functionality will be delivered at regular intervals. This added functionally will include developments based on the feedback we have gained from Trainees, Supervisors and College Tutors, throughout this project. So there will still be a period of downtime between the old systems going down and the new system going live? Yes the downtime period is to allow us to take data from both the ASSET and the current eportfolio system and migrate this into the new eportfolio system and carry out user acceptance testing. The proposed downtime dates are listed above. Why are you removing access from eportfolio for a period of time? In order to ensure the transfer of data is as smooth as possible and that the College has enough time to test the new system we will need to remove access from eportfolio for 4 5 weeks. We are recommending all trainees download their portfolio before the downtime so they have a record of their training if needed during that time. If I m not a West Midlands or Scotland user will I still have access to ASSET and eportfolio? You will continue to have access up until 18 th December after which time trainees will have read only access to ASSET. I ve been told to download my current eportfolio do I still need to do this? The College has recommended users download their portfolios ONLY if they want to have access to the information during the period of downtime. We recognise that this will be particularly useful for those trainees applying for their CCT or Grid and those who might have an ARCP during this time. How do I download my Portfolio? There is a guide on the eportfolio news page which has step by step instructions: When you are logged in to eportfolio, please go to the Progress>download eportfolio menu. You will only be able to download 50 items at a time as this is the limit set by the current website. This will create PDFs of your information which you can download to your computer for access whenever you need. We re aware that for those further into their training this may take some time so you may choose to just download items that may be important for interviews or other work. This is being suggested to ensure you have access to these documents during the downtime, all information from the NES eportfolio and ASSET will be being transferred to the new eportfolio. It is important to save the PDFs created by this process to a safe place, either on your personal computer or a hard drive. I ve already downloaded my portfolio as instructed do I need to do this again?

3 No the information you have already downloaded can be kept and you will only need to download the information from the last date you downloaded and the cut off date i.e. 13th November for West Midlands and Scotland users and 18th December for all other users If I want to complete a WPBA, or add to my development log or skills log etc during the period of downtime what should I do? We recognise that the period of downtime is somewhat inconvenient and we will do our best to ensure that this is kept to a minimum. We would recommend completing a paper based version of the assessment (available on the college website) and adding this to your eportfolio once the system is live and would recommend you make keep notes that you can add to both the development log and skills log. My LETB/Deanery planned to schedule ARCP s during the period of downtime what should we do? We have worked closely with Heads of School to avoid planned ARCPs during these periods of downtime. The deaneries will be adjusting the scheduled ARCP dates after the live dates. If this is not possible, then the College will work with Heads of School on a case by case basis to agree a process. Why is it important for me to keep my details updated on the RCPCH website and on eportfolio? We will be using your contact details on eportfolio and the RCPCH website in order to contact you via and SMS. Please ensure your phone number and address are kept up to date on the RCPCH website, use an address that you will have access to after changeover, such as a gmail or NHS.net . In order to update your on eportfolio please contact eportfolio@rcpch.ac.uk What will the new eportfolio look like? The system will look and behave differently to the current systems but the functionality will remain the same. Rather than several different places to record information, all of the different events (WPBAs, Reflections, Skills Logs) can be created from the same place. They will all be displayed in chronological order on a timeline that you can filter to allow the evidence history to be quickly searched, read and modified. Your records will be called events rather than forms. Each event type corresponds to a formworkflow that the user is expected to complete (for example learning log, or mini CEX), or other evidence the user wants to record. Events are either complete, or incomplete. Incomplete events require further form sections to be published. Publishing a form section either hands the workflow on to the relevant user to complete the next section, or if there are no more sections marks the event as complete. The forms are customisable by the College, allowing us to be more dynamic when responding to requests for change. Instead of linking to the curricula you and your supervisors/assessors will be able tag events as relevant to the various competencies, this can be done when the event is created which will avoid having to go back and link events after they are created.

4 What training will I receive to be able to use the new e Portfolio? The College has produced a powerpoint presentation which outlines the basic functions for all users. There is also a user guide both of which are available on the College website. The College has recorded a webinar which is available on the RCPCH You tube page. A second webinar has been scheduled for Monday 18 th January at 1pm. We will also be providing short user tutorial videos which will be posted on the eportfolio news page when they are available. Your LETB/Deanery will also have an eportfolio champion to help and support you. You will also be able to contact the College via eportfolio@rcpch.ac.uk. What are the system requirements for the eportfolio? The main requirement is with regards to the browser. The new eportfolio system is not currently supported for Internet Explorer 8 or 9. We recommend using Chrome, Firefox, Microsoft Edge, or IE 10/11. If you do not have these available, please speak to your IT support department and raise it as a ticket with them. We have also produced a workaround browser that can be downloaded and used as a short term measure please speak to your Head of School if you need to arrange to download this.

5 Trainees Will all my data be transferred from ASSET and eportfolio? All data from your NES eportfolio including your personal library and the links to your curricula and PDP and all data from your ASSET account will be transferred into the new eportfolio. Though the system may look different all data will appear in a very similar format. What should I do if I think my data might be incorrect? If you believe any details in your account are incorrect after the system has gone live then please us on eportfolio@rcpch.ac.uk. Will I be able to link evidence to the curriculum? Yes, instead of linking to the curricula you and your supervisors/assessors will be able tag events as relevant to the various competencies, this can be done when the event is created which will avoid having to go back and link events after they are created. You will be able to more easily link your evidence to the curriculum. Our long term aim is to ensure you can easily see what is linked and what is still needed to be developed Will the same functions exist? I.e. developmental log, skills log, PDP? Yes, the system will look and behave slightly differently to the current systems but the functionality will remain the same. Please see above for more information on how the system will work. What is a timeline? The timeline allows the evidence history to be quickly searched, read and modified. Rather than several different places to record information, all events (WPBAs, Reflections, Skills Logs) can be created from the same place. They will all be displayed in chronological order on a timeline that can be highly filtered. Will I get more space to upload files? Yes, trainees will now have 500MB to store documents which is double the amount that was available in the NES system. Supervisors Will I be able to monitor my trainee s progress? You will be able to monitor your trainee s progress via their dashboards, this will give an over view of progress and highlight numbers of assessments/pdp items completed.