Training Requirement Impact Assessments (Vault Training)

When a document in a Training Requirement is updated, either through document change control or normal document release processes, it may be necessary to review any related materials or quizzes in the Training Requirement to determine if any changes are needed. Vault Training provides tools for integrating such reviews into your training system with Training Requirement Impact Assessments (TRIAs).

About TRIA Creation Behavior

By default, when the Create Training Requirement Impact Assessment Record entry action triggers, Vault determines the necessity of a Training Requirement Impact Assessment for a given Training Requirement via the following criteria:

• If the Training Requirement is of the Classroom Training Requirement type; or
• If the Training Requirement is of the Document Training Requirement type and includes more than one document, includes a quiz, or includes an e-learning course; or
• If the Training Requirement is affected by substitution or prerequisite rules.

When a document associated with a Training Requirement enters the chosen state, this entry action creates the assessment record and adds users in the application role to Sharing Settings.

Enabling TRIA for All Training Requirements

You can bypass the above criteria and allow Vault Training to instead create Training Requirement Impact Assessments for all types of Training Requirements by selecting the Enable TRIA for all Training Requirements setting in Admin > Settings > Application Settings. Note that the order of the associated entry actions is critical to the correct function of TRIAs.

TRIA Entry Action Order

For lifecycles like Draft to Approved and Initial to Final, in which a TRIA and training assignments can both occur in the same lifecycle state, such as Approved or Final, the order of configured entry actions is critical. You must configure the Create Training Requirement Impact Assessment entry action to execute before the Issue Training Assignment entry action.

If you configure these entry actions in the incorrect order, the Issue Training Assignment action may update the document version on the Training Requirement even though the TRIA process is incomplete.

Configuring Training Requirement Impact Assessments

1. Configure the Create Training Requirement Impact Assessment Record entry action to the appropriate document lifecycle state (a state after the document reaches a major version, but before it is eligible to be issued for training).
2. Optional: Select an application role for Assign Tasks To. There must be at least one (1) user available for this application role before Vault executes the entry action. The user may be added to this role via document sharing settings or DAC. If a role is selected, during action execution, Vault copies the users in this role to TRIA’s Sharing Settings. If you do not select a role, you should ensure that your TRIA object configuration includes a sharing rule so that the TRIA workflow can start.
3. Optional: Select the Use Document Date Field as a Due Date checkbox. This option bases the due date of any resulting Training Assignments on a document field, such as Proposed Effective Date. Select a document date field from the drop-down, then enter a number of days to add to that date to determine the final due date for document revision training. Note that the Due Date field in the TRIA record will be empty if the selected document date field is not available in the revised document.
4. Optional: Add the Evaluate Training Req. Impact Assessment custom action to the TRIA object configuration, then add it as a user action to the Pending System Updates To Training Req. state in the TRIA object lifecycle. In the event that the TRIA does not successfully change to the Completed state, a user can select this action and Vault will perform the same assessment as it does when the assessing user clicks Complete on the TRIA record, prior to selecting verdicts.

If additional documents on the same Training Requirement subsequently trigger this entry action, they will be added to the same Training Requirement Impact Assessment record, ensuring that impact assessors are presented with all applicable changes when they perform their assessments.

Training Requirement Impact Assessment Lifecycle

Ensure that the application role to which users are assigned in the steps above exists on the Training Requirement Impact Assessment object lifecycle in the state that users will perform their assessment.

Training Requirement Impact Assessment Workflow

Create an object workflow which starts when the Training Requirement Impact Assessment enters the Initiate TRIA (initiate_tria_state__v) state in its lifecycle. This workflow should include a Decision step with rules defined for each verdict. Below is an example assessment workflow:

How to Complete Training Requirement Impact Assessments

To complete an impact assessment once it is assigned:

1. Navigate to the My Tasks view.
2. Click into a Training Requirement Impact Assessment task.
3. Review the impact on the Training Requirement Impact Assessment Detail object record. See below for details on this step.
4. If necessary, update the Document Revision Training Due Date field as needed to set due dates when issuing new training assignments for retraining.
5. If Learners should not be required to complete a quiz for any newly issued training assignments as a result of the assessment, select the Exclude Quiz for Doc Revision Training checkbox.
6. Once you have reviewed the changes affecting the Training Requirement, click Complete.
7. Select a verdict. Verdict options are configurable, but may include these outcome types.
8. Click Complete. The Training Requirement Impact Assessment Detail object record moves to the lifecycle state associated with the chosen verdict.

Once you complete the assessment, the training document can move on to the next state in its lifecycle. Vault takes any changes indicated on the assessments with an “Update Training Requirement Now” verdict type and implements them on the Training Requirement once the document reaches a state with the Issue Training Assignments entry action configured. This also moves the Training Requirement Impact Assessment record to its Completed state.

About Reviewing TRIAs

When reviewing a TRIA, you’ll make decisions on the TRIA object detail page. This object detail page is configurable to best fit your organization’s needs, but often has sections containing pre-change and post-change versions of the affected documents and, if applicable, the pre-change and post-change quiz definition for the Training Requirement for easy comparison.

Before proceeding, ensure the set of documents in the post-change section is appropriate for use in the updated Training Requirement.

Keep in mind the following behaviors when conducting a review:

• If the TRIA was issued because a document changed from a minor version, such as V0.1, to a major version, such as V1.0, the pre-change and post-change content sets may be identical.
• If a different quiz should be used for this TR moving forward, based on the change that triggered the TRIA, that quiz should be defined on the TRIA page.
• While the fields labelled Do Not Retrain and Keep Open Training Assignments may appear on the TRIA page under Impact Decisions, you should not update them on this page. You will be prompted to consider these fields via a pop-up dialog later on in the TRIA process if you choose the Update Training Requirement Now verdict.

Verdict Outcome Types

Verdict options are configurable, but may include these outcome types:

• Update Training Requirement Now: Indicates that it is appropriate to update the affected Training Requirement upon completion of this impact assessment. Depending on your vault’s configuration, selecting this verdict may either immediately update the related Training Requirement, or wait until all documents are in the appropriate states of their lifecycles before automatically updating the related Training Requirement. If you select this verdict, you’ll be prompted to optionally set three fields:
  • Re-issue Training?: Vault will issue new training assignments upon the update of the affected Training Requirement.
  • Cancel Open Training Assignments?: Vault will cancel any open training assignments upon the update of the affected Training Requirement.
  • Require Updated Quiz: New Training Assignments that are issued will use the new Quiz Design defined in the TRIA. The impacted quiz is linked in the Current Quiz Design field. If a replacement quiz is necessary, select it in the New Quiz Design field. Vault will use this quiz for the reviewed Training Requirement moving forward.
• Wait for Additional Documents: Puts the impact assessment into the waiting status. Vault will reissue the impact assessment task if another document in the affected Training Requirement triggers the Create Training Requirement Impact Assessment Record entry action.
• Retire Training Requirement Immediately: If, after review, the Training Requirement is no longer useful, use this verdict to retire it.
• Changes Do Not Affect Training Requirement: Indicates that the document change has no impacts to the Training Requirement. Choosing this verdict keeps the Training Requirement as-is, and does not update the document that triggered the assessment. Vault automatically changes the state of TRIA records with this verdict to the Completed lifecycle state.