We understand that trainees are busy people and we hope that we can help you to manage your evidence-based online portfolio by providing you with both the tools and support you need to the record evidence required by the Annual Review of Competence Progression (ARCP).
Here is the process we understand you go through when building a successful portfolio of evidence:
The visualisation above includes setting objectives, taking part in activities such as assessments and reviews, and reflecting on your practice. We've also included 'needs analysis' to show the part of the process where a trainee looks at what they have achieved so far and thinks about what they might need to do next.
It's with this cycle in mind that we have designed your online portfolio system and below is an outline of how you can use it to successfully build your online portfolio of evidence.
Trainees may be anywhere on the training cycle or even in more than one place on the training cycle at any given time, but for the sake of picking a starting point, let's assume that you are at the beginning of your training or training year and need to start setting objectives.
Your online portfolio contains a Personal Development Plan (PDP) which, when you add them, will contain your PDP Items. Here are some of the functions we have included to help you build your PDP in the online portfolio system.
- Add, edit, delete PDP Items
- Map PDP items to competencies
- Mark PDP Items as complete once they have been achieved
- Comment on PDP items
Your PDP items stay in your portfolio until you mark them as complete and the commenting function is available to both the trainee themselves and anyone who supervises them. If someone comments on anything in your portfolio you will be notified on the dashboard of your online account.
To help our users navigate their way around tasks, we have created some step-by-step guides including screen shots. Check out our step-by-step guide called: Add a PDP Item and Map it to a Competency to find out more.
As far as your online portfolio is concerned, activities can be anything you put in your portfolio. Assessments, reviews and any uploaded documents are given the generic name of activity.
We realise that no two training experiences are the same, so we have given you some functions to make your portfolio as individual as your training. In addition, we have provided tools for searching and filtering activities so that either you or your supervisors can find what you are looking for easily.
- Add activities using proformas
- Add activities using free text
- Upload documents already created
- Tag activities with keywords relevant to you or you organisation
- Categorise activities
- Organise activities into folders
- Map activities to your PDP items and to competencies
- Create followups to activities
- Keep activities private
We have a number of step-by step guides related to activities. Here are some of the main ones: Add an Activity to a Trainee Portfolio, Map an, Activity to a Competency, Upload a Document to a Trainee Portfolio.
Reflecting on your work is good practice and reflections can be added to the portfolio in the same way that activities can. Just start typing 'reflection' as the activity name, and select the reflection proforma from the drop-down box.
Some trainees might want to make a reflection a follow-up or indeed do a follow-up from a reflection. As with all activities, reflections can be kept private meaning they cannot be viewed by supervisors until you want them to. This is ideal when an activity is still in draft format.
Deciding on the next steps to take in your specialty training may not be a decision you make alone and is not necessarily a separate step in the process, but may come as part of reflecting, or as part of a review meeting with one of your supervisors.
The online portfolio system provides you with some tools to facilitate analysing your training needs:
- Reviews - induction meetings, supervision meetings, supervisor reports and even the ARCP can be all done through the system, so that you have all the documents you need to make an informed decision as to what your next objectives could be in one place.
- The Portfolio Card - the specialty training portfolio card gives you an your supervisors an at-a-glance view of how much evidence you have and how much of the curriculum you have covered to date.
- The Curriculum Coverage page - this gives more detailed information than the portfolio card and shows evidence as it is mapped to a curriculum. This helps trainees and supervisors identify gaps and set appropriate targets.
A detailed description of the types and levels of evidence required at each stage of training within the spiral curriculum are provided within Section 4 of the FOM Training Handbook.