# Configuring On-the-Job Training Training Admins can track qualification, certification and other skill- or task-based assignments where an Evaluator must verify the Learner's ability in an area using Vault's on-the-job training capability. For example, in a lab or manufacturing environment, before a Learner is allowed to perform hands-on tasks, the Learner must first be qualified. This may include training on tasks such as how to use different types of machinery for batch manufacturing, how to perform a visual inspection, and other training. These skills and tasks require hands-on training under the supervision of a designated trainer (Evaluator). You can configure your training matrix to include on-the-job training via the _Evaluation_ object type for the _Training Requirement_ object, referred to in this article as _Evaluation Training Requirements_. A typical on-the-job training process may include the following steps: * The Learner observes the trainer (Evaluator) performing a task. * The Learner performs the task under the guidance and training of the Evaluator. * The Learner independently performs the task without any guidance from the Evaluator. During this step, the Evaluator observes, assesses, and records the Learner's performance. If the Learner performs with the required proficiency, the evaluator confirms that the Learner has demonstrated competency and the Learner is then considered qualified for that skill or task.
## How Evaluation Training Works Evaluation assignments assign a task to an Evaluator. The Evaluator is responsible for evaluating the Learner. During the evaluation process, the Evaluator completes a checklist. Once all evaluation activities are complete, the Evaluator selects a verdict. The Learner then has a task assigned for completion of the training assignment. ### Evaluator Experience Many aspects of the Evaluator's role and task process are determined by your _Complete Evaluation Training Assignment_ workflow [configuration][1]. A typical configuration can result in the following experience for Evaluators performing an evaluation: 1. _Evaluation Training Assignment_ tasks are typically assigned to a group of prospective Evaluators. Learners may also have the option to select their Evaluator from a list of prospective Evaluators. When an Evaluator accepts or is assigned the task, they are presented with the _Training Assignment_ details page. 2. The Evaluator and Learner schedule a time for the evaluation outside of Vault. 3. When the time for the evaluation comes, the Evaluator may either have an evaluation form waiting for them on the _Training Assignment_ record details page, or they may need to create one by using an action. 4. While evaluating, the Evaluator completes this checklist or uploads attachments. 5. The Evaluator provides a workflow task verdict, signifying whether the Learner passes, fails, or needs to repeat the training 6. The Evaluator provides a workflow task verdict on the evaluation form which finalizes the results of the _Training Assignment_. 7. The checklist is stored as part of the Learner's _Training Assignment_. ### Learner Experience When a Learner clicks into an _Evaluation Training Assignment_ task, they can view _Learning Objectives_ and _Checklists_. Depending on the Vault and training matrix configurations, _Evaluation Training Assignments_ can: * Have prerequisites like SOPs, which the Learner will need to complete prior to viewing the evaluation training record. Once ready for the evaluation, the Evaluator and Learner schedule a time outside of Vault to conduct the evaluation. * Include Training Materials, or documents from your Vault Library which provide Learners with a more complete view of on-the-job learning objectives. * Allow Learners to [select from a list of prospective Evaluators][11] for their training. Once ready for the evaluation, the Evaluator and Learner schedule a time outside of Vault to conduct the evaluation. ## Configuration Overview Complete the following Vault components before [creating _Evaluation Training Requirements_][2]: * [Activate][5] the _Evaluation Training Requirement_, _Evaluation Training Assignment_, and _Evaluation Checklist Design_ object types, and create appropriate object type page layouts. * [Create][6] a _Checklist Design_ of the _ETA Checklist Design_ object type. * Configure a [lifecycle][7] and [workflow][10] for your evaluation _TA Checklist_. * Add the _Create Evaluation Checklist_ user or entry actions to either the _In Evaluation Preparation_ state or _In Evaluation_ state in the _Training Assignment_ [lifecycle][8]. * [Configure a workflow][1] for _Evaluation Training Assignments_. Evaluation training also supports additional configuration options, including: * Allowing Training Admins to add Training Materials, or documents from your Vault Library which provide Learners with a more complete view of on-the-job learning objectives. * Allowing Learners to select from a list of [prospective Evaluators][11] for their training. ### Learner Selects Evaluator Configuration {#learner-selects-evaluator-configuration} The basic _Complete Evaluation Training Assignment_ workflow configuration uses the _Evaluator_ application role to send the evaluation preparation task for acceptance by any Evaluator assigned to the role via appropriate custom or matching sharing rules. To add efficiency to certain evaluations where a Learner and their Evaluator are already working together, a Vault Admin can configure the workflow differently, allowing a Learner to instead select from a list of prospective Evaluators assigned to the _Prospective Evaluators_ application role. To do this, Vault references an evaluation requirement's _Learner Selects Evaluators_ field, and assigns an Evaluator selection task accordingly. To allow Learners to select from a list of prospective Evaluators for a specific evaluation: 1. Add the _Learner Selects Evaluators_ field to the _Evaluation Training Requirement_ and _Evaluation Training Assignment_ object page layouts. 2. [Update][15] the existing _Complete Evaluation Training Assignment_ workflow with the recommended steps and application roles. 3. [Assess][13] your Vault's Dynamic Access Control setup for the _Training Assignment_ object. There are limitations and sharing rules required when assigning Evaluators to the _Prospective Evaluator_ and _Designated Evaluator_ application roles. 4. Review your Vault's security configuration to ensure Training Admins, Learners, and Evaluators have the appropriate [permissions][12]. This includes reviewing the _Training Assignment_ object lifecycle to ensure all existing and new roles are assigned the appropriate role permissions. ## Enabling Evaluation Training {#enabling} To use the evaluation training type, you must activate the following object types: * The _Evaluation Training Requirement_ object type for the _Training Requirement_ object * The _Evaluation Training Assignment_ object type for the _Training Assignment_ object. * The _Evaluation Checklist Design_ object type for the _Checklist Design_ object. ## How to Create an Evaluation Training Requirement {#create-tr} To create an evaluation _Training Requirement_: 1. Create a new _Training Requirement_ record from **Business Admin**, a custom object tab, or from the details page of the relevant _Curriculum_. 2. Select the **Evaluation Training Requirement** type from the drop-down. Once you create a training requirement, you cannot change its type. 3. Enter required details. 4. Enter the goals of the evaluation in the **Learning Objectives** field. Your description in this field should list any information the Learner should know prior to starting the evaluation. The Learner sees this field content when they view the Evaluation Training Assignment. 5. Optional: Select an **Evaluation Design**. This checklist form is created by the [_Create Evaluation Checklist_][8] action to make it available to the Evaluator while performing and evaluating the training along with a Learner. The selected _Checklist Design_ record must be of type _ETA Checklist Design_, and must be in an _Approved_ state when the _Training Requirement_ is in the _Ready For Use_ state. 6. Optional: Select recurrence options. 7. Optional: Select a document to provide the **Learner Homepage Card Image**. See additional details on how Vault displays images on the Learner Homepage. 8. Optional: Select a value for **Learner Selects Evaluators**. When this field is _Yes_ and the workflow is appropriately [configured][15], Learners receive an additional workflow task to select from a list of Evaluators. 9. Optional: Select the **Allow Self-Enrollment?** checkbox to allow Learners to enroll in the _Training Requirement_ via the _Explore_ tab on the Learner Homepage. When selected, you must additionally select one of the **Self-Enrollment Duration Options**. See additional details about Self-Enrollment. 10. Optional: In the **Completion Credit Given if Completed Via** field, select creation sources which can satisfy this requirement. See details about completion credit for Self-Enrollment. 11. Optional: Select whether to **Allow** **Learner Exemption**. 12. Click **Save**. 13. Optional: In the **Training Materials** section, click **Add** and select one or more documents. These will be the Vault Library documents that Learners interact with when Vault issues them a training assignment. After creating the _Evaluation Training Requirement_, add it to a _Curriculum_. ## Configuring Evaluator Task Availability {#evaluator-task-availability} To assign tasks to the appropriate Evaluators, configure Custom Sharing Rules or Matching Sharing Rules on the _Training Assignment_ object, for either the _Evaluator_ application role or a custom application role. You can also configure Vault to copy custom field values from _Training Requirement_ to _Training Assignment_ and use those values to refine the list of potential Evaluators via Custom Sharing Rules or Matching Sharing Rules. When the _Complete Evaluation Training Assignment_ workflow starts, a task is assigned to the appropriate participant group, either the _Evaluator_ application role or a custom application role.
### Learner Selects Evaluator Task {#learner-selects-evaluator-task} When [configured][11] to support Learners selecting from a list of prospective Evaluators, the _Complete Evaluation Training Assignment_ workflow requires that the _Prospective Evaluator_ and _Designated Evaluator_ application roles are granted record access, and that Vault users who will act in this capacity are assigned to both roles. Vault manages this process in several key ways: * During assignment creation, Custom or Matching Sharing Rules configured for the *Training Assignment* object place the configured user or group in the *Prospective Evaluator* role for that assignment. * Once the Learner saves their Evaluator selection, Vault places each selected Evaluator into the *Designated Evaluator* role on the assignment record. * The assignment workflow sends the evaluation task to all selected Evaluators in the *Designated Evaluator* role. This means that, in addition to related [workflow updates][15], you must review your Vault's existing Custom or Matching Sharing Rules currently configured for the _Training Assignment_ object and incorporate these new roles accordingly. For example, many Vaults include existing *Training Assignment* object configuration with a "TA - Evaluators" custom rule to assign a group (frequently *Training Administrator* or *Evaluator*) to the *Evaluator* Application Role. To support this feature within this security model, you would create a new Custom Sharing Rule (for example, "TA - Prospective Evaluators") such that the group is added to the *Prospective Evaluator* Application Role.
## Creating Evaluation Checklist Design {#checklist-design} Create an evaluation checklist design using the same process as other Vault checklists, selecting the _Evaluation Checklist Design_ object type of the _Checklist Design_ object. The specific _Checklist Design_ that you create for this purpose is referenced on the _Training Requirement_. ## Configuring Evaluation Checklist Workflow {#checklist-workflow} Evaluation checklists use either the _Pending Acceptance_ workflow or the _Accepted_ workflow for the _TA Checklist_ lifecycle. We recommend starting either of the checklist workflows with an entry action on the [checklist object lifecycle][3]. Evalutation Training Assignment Checklist Workflow We recommend the pictured workflow steps as a baseline, with the following details: * Select the **Allow auto-start from entry action and event action** checkbox. This is required to start the checklist workflow with an entry action. * The _Start_ step must have a participant control for the _Checklist Respondent_ role. Vault copies users to the _Checklist Respondent_ role. * The _Workflow Task_ step must assign the task to the _Checklist Respondent_ participant. * The _Validate Task Complete_ step ensures that all required questions have a respondent. * The _Set Respondent Field_ sets the value of the _Respondent_ user field on the _TA Checklist_ to the user who completed the task. * Ensure that the workflow includes a _State Change_ step to change the state of the _ETA Checklist_ to _Completed_. Additionally, you may choose to configure verdicts, such as Pass or Fail, or additional workflow steps for the Checklist Workflow. ## Configuring Evaluation Checklist Lifecycle {#checklist-lifecycle} When the [_Create Evaluation Checklist_][4] action creates a _TA Checklist_ of type _ETA Checklist_, Vault changes its state to _In Progress_. Therefore, any _Start Workflow_ user or entry actions should be configured on the _In Progress_ state. We recommend using an entry action to auto-start the workflow. Add a _Start Workflow_ entry action or user action for either the _Accepted_ workflow or the _Pending Acceptance_ workflow on the _In Progress_ state of the _TA Checklist_ lifecycle, using the **Perform with Conditions** option to add the following condition: **Object Type** > **equals** > **ETA Checklist**. This condition ensures that the action is only executed for evaluation checklists, as the _TA Checklist_ object is also used by Vault's quiz functionality. ## Configuring the Training Assignment Object Lifecycle {#ta-lifecycle} The _Create Evaluation Checklist_ user and entry actions are available to configure on the _Training Assignment_ object lifecycle. These actions create the _TA Checklist_ record. We recommend configuring the user action, as it gives the Evaluator the flexibility to create the _TA Checklist_ record when appropriate. To accomplish this, add _Create Evaluation Checklist_ as a user action or entry action to the standard _In Evaluation_ or _In Evaluation Preparation_ state. When the action is triggered, it creates a _TA Checklist_ record of type _ETA Checklist_ based on the checklist design selected in the _Evaluation Design_ field of the _Training Requirement_. In addition to the recommended configurations described here, participant roles require _TA Checklist_ and _Training Assignment_ object lifecycle role [permissions][12]. ### Create Evaluation Checklist User Action The user action version of _Create Evaluation Checklist_ copies the _User_ that executed the action to the _Checklist Respondent_ role on the _TA Checklist_ and _TA Response_ records. If Vault encounters an error while creating the checklist, the system notifies this user by email. ### Create Evaluation Checklist Entry Action While configuring the entry action version of _Create Evaluation Checklist_, you must select appropriate participant groups in the **Assign as Available Respondents** and **Notification Recipients on Failure** drop-downs. When the entry action runs, the users mapped to the role in _Assign as Available Respondents_ are copied to the _Checklist Respondent_ role on _TA Checklist_ and _TA Response_ records. If Vault encounters an error while creating the checklist, the system notifies the user mapped to the role in _Notification Recipients on Failure_ by email. For example, you can map **Assign as Available Respondents** to a role that has users via Custom Sharing Rules or Matching Sharing Rules. When the entry action executes on the _Training Assignment_ record, Vault copies users from this role and adds the users to the _Checklist Respondent_ role on _TA Checklist_ and _TA Response_ records. This ensures that these users are able to view _TA Checklist_ records and participate in a workflow on the _TA Checklist_. ## Configuring the Complete Evaluation Training Assignment Workflow {#ta-workflow} The _Complete Evaluation Training Assignment_ workflow is automatically started when a _Training Assignment_ of type _Evaluation Training Assignment_ enters the _Assigned state_. The steps in the _Complete Evaluation Training Assignment_ workflow may vary depending on your organization's needs. For evaluation _Training Assignments_ to function as intended, you must configure workflows that accomplish the necessary steps and move the assignment towards completion. ### Example Complete Evaluation Training Assignment Workflow The following is an example workflow which includes several verdict options for Evaluators. This workflow performs the following actions: Evaluation Training Assignment Workflow * The workflow first changes the assignment state to _In Evaluation Preparation_ and assigns a task to the Evaluator participant group. * Authorized users can perform the **Add Participants** action to add participants to the workflow if necessary. * The workflow makes a task available for an Evaluator to verify any prerequisite training has been completed, notify the Learner's manager, and coordinate outside of Vault to schedule the evaluation. The Evaluator can access the _Create Evaluation Checklist_ action in either this state or the _In Evaluation_ state. * Once the task completes, the workflow moves the assignment into the _In Evaluation_ state and starts a workflow task, during which the Evaluator and Learner perform the training outside of Vault while the Evaluator fills out the checklist inside of Vault. * The Evaluator provides a verdict for the workflow task, which the workflow uses in a _Decision_ step to determine the direction to proceed. In this example workflow, the Evaluator can choose between _On Hold_, _Fail_, or _Pass_ verdicts. * If the Evaluator chooses _On Hold_, the workflow changes the training assignment's state to _Training On Hold_ and assigns a task to the Evaluator to restart the evaluation process. * If the Evaluator chooses _Fail_, the workflow changes the training assignment's state to [_Completed - Not Qualified_][9] and ends the workflow. * If the Evaluator chooses _Pass_, the workflow changes the training assignment's state to _In Learner Review_ and assigns a task to the Learner to complete their training assignment in Vault. Once the Learner completes the assignment, the workflow ends. An Admin must [configure][1] the Complete Evaluation Training Assignment workflow appropriately, so that Evaluators and Learners can successfully complete any issued evaluation _Training Assignments_. ### Example Workflow Enhancement: Learner Selects Evaluator {#example-workflow-enhancement-learner-selects-evaluator} In addition to other [configurations][11], a Vault Admin must update the _Complete Evaluation Training Assignment_ workflow to allow Learners to select from a list of prospective Evaluators for their training. The numbers in the diagram below correspond to the configuration updates we recommend for the [example][1] _Complete Evaluation Training Assignment_ workflow. Items in green are new steps you'll create, and items in orange are existing, updated steps.
labeled screenshot of updates to the workflow 1. To the **Start** step's options, add the below participant controls. * Participant Label: Prospective Evaluator, where **Roles allowed to participate** is **Prospective Evaluator**. * Participant Label: Designated Evaluator, where **Roles allowed to participate** is **Designated Evaluator**. 2. After the Start step, add a new **Who Selects Evaluator?** decision step with the following rules: * If the field _Learner Selects Evaluators_ equals yes, then go to the new step, **Change State to Selecting Evaluator** (configured in Step 3 below). * Else, go to the existing step, **Change State To In Evaluation Prep**. 3. Add a new **Change State to Selecting Evaluator** action step: * Next step: **Select Evaluator** (configured in Step 4 below). * Rule: Always change state to the _Select Evaluator_ lifecycle state. 4. Add a new **Select Evaluator** task step: * Task Label: Select Evaluator * Assign Task To: Learner, with **Assign to all users in participant group** selected. * Instructions: Use the evaluation interface to select your Evaluator(s), then complete this task. * Task Requirement: Required * Next Steps: Change State To In Evaluation 5. Update the **Accept & Complete Evaluation Preparation** step: * Assign Task To: Prospective Evaluator * Update Sharing Settings: Upon task completion, add the **Designated Evaluator** role and, if required, remove the existing _Assigned Evaluator_ role. 6. Update the **Complete Evaluation** step to assign the task to the **Designated Evaluator** role. ### About the Completed - Not Qualified State {#completed-not-qualified} The _Completed - Not Qualified_ state in the Training Assignment object lifecycle is treated as a "closed" state. This means that if a _Training Assignment_ is in the _Completed - Not Qualified_ state, Vault considers it closed. The _Next Training Date (Recurrence)_ field value will not be set for _Training Assignments_ in the _Completed - Not Qualified_ state, even if recurrence has been configured on the source _Training Requirement_. ## About Evaluation Training Assignment Checklist Cancelation Behavior The following special lifecycle behaviors apply to _TA Checklists_ of object type _ETA Checklist_: * When an _Evaluation Training Assignment_ enters the _Cancelled_ state, the associated _ETA Checklist_ is only changed to the _Cancelled_ state if it was in the _Not Started_ or _In Progress_ states. * Unlike quizzes, when a new _ETA Checklist_ is created, any previously open _ETA Checklist_ records are not canceled. This allows the Evaluator user to decide whether to manually cancel older checklists or keep them open. ## Limitations {#limitations} The following limitations apply to _Evaluation Training Requirements_: * You cannot configure Quality Teams on the _Training Requirement_ or _Training Assignment_ objects. * _Evaluation Training Assignment_ tasks are not optimized for mobile browsers. Tapping on an evaluation assignment will take the Learner to the desktop version of its task page. * For Learners selecting an Evaluator: * As shown in the screenshot below, when Prospective Evaluators are [assigned][13] as part of a group, Vault does not display the group itself to the Learner. Instead, Vault populates the drop-down with individual group members from which the Learner selects the desired evaluator(s). * Learners must select at least one but no more than ten evaluators. Learner Selects Evaluator - Learner experience ## Related Permissions {#related-permissions} ### Training Admin Training Admins must be assigned a permission set with the below permissions. | Permission Label | Permissions | |---|---| | Objects: TA Checklist: _ETA Checklist_ object type | Read | | Objects: Training Requirement: _Evaluation Training Requirement_ object type | Read, Create, Edit, Delete | | Objects: Checklist Design: _Evaluation Checklist Design_ object type | Read, Create, Edit, Delete | | Objects: TA Response | Read | ### Learner Learners require _Read_ permission for their own _Person_ object record, as well as _Read_ for the _User_ field within their _Person_ record. Additionally, Learners must be assigned a permission set with the below permissions. | Permission Label | Permissions | |---|---| | Objects: TA Checklist: _ETA Checklist_ object type | Read | | Objects: Training Assignment: _Evaluation Training Assignment_ object type | Read | | Objects: Training Assignment: Object Action Permissions: Sharing Settings | View | ### Evaluators Evaluators must be assigned a permission set with the below permissions. | Permission Label | Permissions | |---|---| | Objects: TA Checklist: _ETA Checklist_ object type | Read, Edit, Delete | | Objects: Training Assignment: _Evaluation Training Assignment_ object type | Read, Edit | | Objects: TA Response | Read, Edit, Delete | ### Object Lifecycle Role Permissions To participate in various aspects of evaluation training, the _Training Assignment_ object lifecycle must assign the below object role permissions. These requirements also apply to any custom application roles you've configured for similar purposes. | Role | Training Assignment Lifecycle State | Permission | |---|---|---| | Assigned Evaluator | Select Evaluator | Read | | Designated Evaluator | Assigned
In Evaluation Preparation
In Learner Review
In Evaluation
Training On Hold | Read, Edit | | Evaluator | Select Evaluator | Read | | Learner | Select Evaluator
In Evaluation Preparation
In Evaluation
Training On Hold | Read | | Prospective Evaluator | All states | Read, Edit | | Training Administrator | Select Evaluator | Read | Additionally, when a _Training Requirement_ includes an [evaluation checklist][6], evaluators are added to the _Checklist Respondent_ role on the associated _TA Checklist_ and _TA Response_ records. This role requires the following object role permissions in the _TA Checklist_ object lifecycle: | TA Checklist Lifecycle State | Permissions | |---|---| | In Progress and any other custom states | Read, Edit, Delete
Edit and Delete allow users to create or delete ad-hoc questions when the checklist's _Ad Hoc Questions Allowed_ field value is _Yes_. | | Completed | Read | [1]: #ta-workflow [2]: #create-tr [3]: #checklist-lifecycle [4]: #ta-lifecycle [5]: #enabling [6]: #checklist-design [7]: #checklist-lifecycle [8]: #ta-lifecycle [9]: #completed-not-qualified [10]: #checklist-workflow [11]: #learner-selects-evaluator-configuration [12]: #related-permissions [13]: #learner-selects-evaluator-task [14]: #evaluator-task-availability [15]: #example-workflow-enhancement-learner-selects-evaluator [16]: #limitations