The Study Training Matrix Builder is a friendly interface that allows an authorized user to rapidly assemble the training needs for a given Study by specifying the training materials that each study team member needs to complete training on.
Using an intuitive, guided process, you can build and publish a study-specific training matrix. After the training matrix is published, the application will automatically assign training tasks to each study team member. This alleviates the need to manually create each item in a training matrix.
Note: This feature is only available in Study Training Vaults and must be enabled by a Vault Admin. The functionality described here is automated via the Study Training to Clinical Operations Vault Connection.
About the Matrix Builder Interface
The matrix builder interface contains many options for managing a Study Training matrix. To open the matrix builder from a Study record, click Manage Training Matrix or perform the Manage Training Matrix action on a Study record.
Top Bar
The top bar of the matrix builder contains the following buttons:
- Edit allows you to make changes to the matrix.
- Exit returns you to viewing mode.
- Finalize makes the matrix active. Vault begins issuing Training Assignments during the next training automation job. To accomplish this, clicking the Finalize button changes the lifecycle state of the following objects in the matrix to Ready for Use: Learner Role, Curriculum, and Training Requirement.
Learner Tabs & Filters
Use the Project Team and Site Staff Learner tabs to manage records for that study’s group of Learners. The records you can select are based on your Study Training Vault’s Clinical Mapping records for that Training Type (Role or Responsibility) and Role Type (Project Team or Site Staff).
You must exit and discard or finalize your changes in one tab to begin working in the other.
Roles & Responsibilities
The right side of the page allows you to manage roles and responsibilities by clicking the +.
Clicking on the number of Persons takes you to a record list view of the associated Person records.
Learner Roles can appear on both the Project Team and Site Staff tabs. To determine where a role appears, set the Learner Role record’s Role Type (role_type__v) field to either Project Team or Site Staff. Vault treats null values as Project Team.
Building a Matrix
You can approach building a matrix in the Study Training Matrix Builder in a number of ways. The following steps outline a basic matrix setup process:
- From an existing Study record, click Manage Training Matrix or perform the Manage Training Matrix action.
- Click the Project Team or Site Staff tab to begin working with records for that Learner type.
- Click Edit in the top right of the page.
- Click the + Training Requirements button.
- Begin adding Training Requirements in the dialog. Select at least one requirement from the list. You can apply study-specific filters to ensure you are selecting from an appropriate set. To remove a requirement, select Remove Training Requirement from its Actions menu.
- Click Save. Your first Training Requirement appears as a row on the left side of the builder page, grouped by Curriculum. Hover over a requirement’s name to view additional details about the related Library document, including its Additional Information field.
- Continue adding requirements as needed.
- If you are working in the Project Team tab, click the + Roles button. If you are working in the Site Staff tab, click the + Role + Responsibility button.
- In the dialog, select at least one record from the list, which Vault pre-filters based on the tab.
- Click Save. The selected records appear as columns in the builder.
- When you are satisfied with your list of Training Requirements, Roles, and Responsibilities, begin making assignment selections in the checkboxes of the matrix. Vault does not save your selections if you exit the builder and return.
- When you are satisfied with your matrix and ready to begin issuing training assignments to Learners for this Study, click Finalize. This button is not available until you make at least one checkbox selection or deselection.
Editing an Existing Matrix
You can enter the matrix builder and use the Edit button on an existing matrix to make changes.
When add or remove Training Requirements or adjust checkbox selections in the matrix builder and click Finalize, Vault automatically publishes the updates and handles new and open Training Assignments accordingly.
Limitations
The following limitations apply to the Study Training Matrix Builder:
- Advanced training options like quizzes, prerequisite or substitute rules, and other features cannot be set up in the matrix builder. You click on a requirement’s name to set those options up in the appropriate object record detail page.
- Vault does not save checkbox states (checked or unchecked) upon exiting the builder.
Additionally, automation eliminates or prevents users from completing some matrix management actions, including:
- Manually creating Curricula. Instead, Vault creates one Curriculum per Learner Role per country.
- Adding Learner Roles and documents to Curricula.
- Adding documents to Training Requirements. Instead, when a new Study document is added in Clinical Operations, the Study Training Vault creates a Training Requirement with the associated document.
Enabling the Study Training Matrix Builder
To enable the Study Training Matrix Builder:
- Add the Create Study Training Matrix record action to the Study object in Admin > Configuration > Objects > Study > Actions.
- For the Training Role (
learner_role__v) object:- Ensure the Add to All New Studies field is active and assigned to the Study Training Role object type, and that the default value is configured such that all new records are created with the field set to “Yes” (
add_to_all_new_studies__v = true). This configuration allows Vault to automatically add Study Training Roles to all new Study records. - Add the Add to All New Studies field to the Details panel of the Study Training Role object page layout.
- Ensure the Add to All New Studies field is active and assigned to the Study Training Role object type, and that the default value is configured such that all new records are created with the field set to “Yes” (
- Ensure the Study object page layout includes the System Aided Matrix Management field in the Details panel.
- Review your Vault’s security configuration and confirm the Study Manager, CRA, or other users managing your organization’s Training Matrix are assigned a security profile configured with the related permissions.
Related Permissions
At minimum, Study Managers or other users building a Study Training matrix require a security profile with Read and Edit permissions on the following objects to view and work with the matrix builder:
- Curriculum
- Curriculum-Training Role (
curriculum_learner_role__v) - Study Curriculum
- Study Learner Role
- Training Requirement
- Training Requirement Classification
- Training Requirement-Curriculum
- Training Role (
learner_role__v) - Training Role-Study (
learner_role_study__v)
Access to each function in the matrix builder is controlled by certain object or field permissions, and if the user lacks those permissions, they will not see the function in the builder interface:
| Area | Action/Function | Object Permission(s) Required |
|---|---|---|
| Study Team Roles | Add Study Team Roles | Read to Learner Role of type Study object, Create and Read to LearnerRole-Study object |
| Study Team Roles | Remove Study Learner Roles | Read to Learner Role object of type Study, Delete to LearnerRole-Study object, Delete to LearnerRole-Curriculum object |
| Study Curricula | + Document and Add Document | Create and Read to Curriculum object, Create and Read to Training Requirement object, Create and Read and Edit to Training Content Set and Training Content Set-Documents objects |
| Study Curricula | Rename | Edit to name__v field on Curriculum object |
| Study Curricula | Specify Country | Edit to the study_country__v field on Curriculum object |
| Study Curricula | Add Training Requirements | Create and Read to Curriculum-Training Requirement object, Read to Training Requirement object |
| Study Curricula | Delete | Delete to Curriculum object, Delete to Curriculum-Training Requirement object, Delete to Curriculum-Learner Role object |
| Study Curricula | View More Details | Read to Curriculum object |
| Training Requirements | Rename Training Requirement | Edit to name__v on Training Requirement object |
| Training Requirements | Add Training Materials | Create and Edit to Training Content Set and Training Content Set-Documents objects |
| Training Requirements | Move Training Requirement | Delete to Curriculum-Training Requirement object, Create to Curriculum-Training Requirement object |
| Training Requirements | Copy Training Requirement | Create to Curriculum-Training Requirement object |
| Training Requirements | Remove Training Requirement | Delete to Curriculum-Training Requirement object |
| Training Requirements | Remove (when hovering over Training Requirement) | Delete on Training Content Set-Document object |
| Training Requirements | Delete | Delete to Training Requirement object, Delete to Curriculum-Training Requirement object |
| Training Requirements | View More Details | Read to Training Requirement object |
| Matrix Checkboxes | Select or deselect checkboxes | Create to Curriculum-Learner Role object, Delete to Curriculum-Learner Role object |