# Training Change Request Many training programs rely upon external resources such as ticketing systems or electronic forms to solicit Training Matrix updates, such as adjusting an existing *Curriculum*'s associated *Training Requirements*. Then, a Training Admin must manually apply these updates within Vault, along with ensuring the changes themselves are timed correctly. With Training Change Request, users can instead create *Training Change Request* (TCR) records directly in Vault, then Vault automatically processes them at the appropriate time following Training Admin review and update, as required.
## How Training Change Request Works {#how-tcr-works} Training Change Request (TCR) allows Training Admins to collect and apply [certain types][3] of Training Matrix updates in one simple process, where: * A requestor creates a *Training Change Request* record with individual *Matrix Change Items* detailing one or more aspects of the request. * A single TCR can include multiple change items. For example, one TCR can be used to process two change items to retire a *Training Requirement* and add its replacement to a *Curriculum*. * TCRs capture key details such as the *Training Change Implementation Date*, or the date upon which the proposed updates should be applied. Vault references this date to automatically apply them later in the process. * In most cases, requestors with basic permissions use the change item's _Justification_ and _Change Description_ to outline the desired updates, which the Training Admin reviews and applies on their behalf as required. Otherwise, requestors with expanded permissions can create _Matrix Change Items_ which specify the field values on any new matrix records they're proposing. For example, a requestor with _Create_ permission for the _Curriculum_ object can specify a new curriculum's _Name_ and _Owning Department_, as well as select any associated _Learner Role_ records. See additional details on the differences between basic and [expanded permissions][4]. * When configured, requestors can separately create *Matrix Change Items* [directly from a TRIA record][1]. * When the My Team page is in use, Managers can compare their direct reports' _Learner Role_ assignments, then submit a Training Change Request to update the Training Matrix accordingly. [Additional details][7] below. * The requestor initiates a [workflow][2] for Training Admin review. * A Training Admin reviews the TCR. The review process will vary depending on the request itself, the requestor's permissions, and the related workflow configuration. * Generally, the review period allows the Training Admin to update, remove, or reject individual change items, update the TCR's proposed details, and create the desired matrix records as needed. * When a requestor has the appropriate permissions to create a matrix record, Vault creates a placeholder record in the _Training Change Request Draft_ state for a Training Admin to review. Later, a TCR-specific job transitions the new record appropriately. * Once all details are final and all change items have a "Ready to Implement" (or "Rejected") _Implementation Status_, the Training Admin completes the workflow task. This transitions the TCR record to the *Pending System Implementation* state. * The *VT: Process Training Change Requests* job applies the proposed changes upon the TCR's *Training Change Implementation Date*. * Individual *Matrix Change Items* must have an *Implementation Status* of "Ready to Implement" in order to be considered. * The job transitions the TCR to the *Complete* state and marks change items with an applicable *Implementation Status*. When the request includes new records, Vault transitions any records in the _Training Change Request Draft_ state to _Ready for Use_. * When a TRIA record includes matrix changes, Vault simultaneously marks the TRIA record as *Complete* and processes the proposed change items. This ensures TRIA verdict updates and all proposed matrix changes occur on the same day. See additional details about using TCR to manage your organization's matrix. ### How TCR Works within the My Team Page {#tcr-my-team} The My Team page is enhanced to work with Training Change Request, where Managers can compare their direct reports' *Learner Role* assignments, then submit a Training Change Request to update the Training Matrix accordingly. This method streamlines a common matrix management task of adjusting direct reports' *Learner Role* assignments by integrating Training Change Request functionality with the My Team page's visualization capabilities: Instead of manually creating *Training Change Request* and *Matrix Change Item* records for this type of request, Vault uses selections within the My Team page to automatically generate these records. When both the My Team page and Training Change Request are already configured within your Vault, this capability is automatically available, however your organization may update this feature's standard workflow to accommodate your organization's requirements. Once a Manager submits a request, it proceeds according to lifecycle and workflow configurations. ## Submitting a Training Change Request {#submit-tcr} To create and submit *Training Change Request* (TCR): 1. Navigate to the **Training Change Request** tab and click **+ Create**. 2. Populate fields as required. The **Description**, **Request Owner**, and **Training Change Implementation Date** are optional by default, but may be required based on your organization's requirements. 3. Click **Save**. 4. Within the new TCR record's **Matrix Change Items** panel, click **+ Create**. 5. In the **Create Matrix Change Item** dialog, select the desired **Action** and directionality (**To** or **From** the first object you select) in the related drop-downs. See [additional details][3] on the change actions currently supported for this feature. The next steps depend on your selected **Action**: * To **Add** or **Remove** matrix associations or **Retire** a record, select the desired matrix record(s). * To **Create** a matrix record, your options based on your [user permissions][4]: * With basic permissions only, use the dialog's **Additional Info** tab to add the **Justification** and **Change Description**, using up to 1,500 characters each. The Training Admin reviews these fields when processing the change item and completing the updates on your behalf. Once saved, Vault marks the *Matrix Change Item* with the "Incomplete" *Implementation Status*, meaning it is awaiting additional Training Admin review and/or action on the record itself. * With expanded permissions, use the **Create Record** tab to create the record as you normally would, including populating fields, adding Training Materials, and associating existing matrix records. Then, use the dialog's **Additional Info** tab to add the **Justification** and **Change Description**. Once saved, Vault marks the *Matrix Change Item* with the "Ready to Implement" *Implementation Status*, and creates the new matrix record in the *Training Change Request Draft* state. Each time you **Save** a new change item, Vault automatically creates one item per selected matrix record and displays it in the TCR's **Matrix Change Items** panel. This means, for example, a request to add multiple requirements to a curriculum yields one *Matrix Change Item* for each selected *Training Requirement*. From a TCR record, requestors can: * Repeat the applicable steps above to create additional *Matrix Change Items*. * Remove a change item by selecting **Remove** from its Actions menu. When a removed change item is related to another change item, Vault simultaneously removes them both. * Update a change item by clicking the record's **Name** and adjusting field values accordingly. * Initiate a [workflow][2] to send the TCR and all related change items for [review][5]. Once a TCR is in the *Pending System Implementation* state, Vault processes change items accordingly. ### Working with Training Change Requests & TRIA {#tcr-tria} When Training Change Request is configured for TRIA, requestors participating in the TRIA process can create *Matrix Change Items* directly from the TRIA record. To do this: 1. Within a TRIA record, locate the **Training Requirement Matrix Changes** section. 2. Click the **+ Create** button to add a [supported][3] change item of any kind. You can alternatively click the button's drop-down to select available quick-action items, such as **Add Curriculum**. 3. Proceed through the **Create Matrix Change Item** tabs as applicable. 4. In the **Additional Info** tab, enter a **Justification** as required. 5. Click **Save**. Once a Training Admin completes the TRIA task, Vault processes change items accordingly. ### Working with TCRs via the My Team Page {#working-with-tcr-my-team} When both the My Team page and Training Change Request are configured in your Vault, Managers can compare their direct reports' *Learner Role* assignments, then submit a Training Change Request to update the Training Matrix accordingly. Generally, this feature is accessible via the **Training Change Request** button when a Manager selects at least one direct report from the **Eligible** tab. They can additionally view all *Training Change Requests* via the **View Training Change Requests** option within the page's actions menu. See additional details and limitations for submitting this type of Training Change Request from the My Team page. ## Reviewing & Finalizing a Training Change Request {#reviewing-finalizing} Once a requestor submits their *Training Change Request*, the record transitions to the *In Training Admin Review* state. The subsequent review process will vary depending on the request itself, the requestor's permissions, and the related workflow configuration. During review, Training Admins can: * Review "Incomplete"-status change items, then [complete][6] or reject them as appropriate. * Review and/or update new matrix records in the *Training Change Request Draft* state. Vault creates these as placeholders until review is complete. This step likely includes transitioning the record to the *Ready for Use* state. * **Reject** or **Remove** a change item by selecting that option from the item's Actions menu. * Edit change item details directly by clicking the record's name. Once all change items have a "Ready to Implement" (or "Rejected") status, complete the related workflow task. The next time it runs, the *VT: Process Training Change Requests* job applies the proposed changes upon the TCR's *Training Change Implementation Date*. ### Addressing Incomplete Matrix Change Items {#incomplete} Vault uses the "Incomplete" *Implementation Status* for placeholder *Matrix Change Items* it creates as part of the request process: When a requestor does not have the appropriate [permissions][4] to create the intended matrix records themselves, the request is left open-ended such that a Training Admin can complete it on the requestor's behalf during their review. To do this: 1. Within the *Training Change Request* record, locate the **Matrix Change Items** section. 2. For any change items with an "Incomplete" status, review the requestor's **Change Description** and **Justification**. You'll use this information to complete the request. 3. Click the change item's record **Name**, or select **Edit** from the item's Actions menu. 4. In the **Create Matrix Change Item** dialog's **Create Record** tab, populate record fields as required. Depending on the request, you may be able to associate existing matrix records or perform other tasks normally available when creating a record of that type. For example, when creating a new *Vault Document Training Requirement*, you can add existing **Training Materials** and **Curricula** within their respective sections. 5. Click **Next**. In the **Additional Info** tab, Vault populates the requestor's **Justification** and **Change Description**. You can update these details as required. 6. Click **Save**. Vault updates the item's *Implementation Status* to "Ready to Implement". ## About the Training Change Request Lifecycle & Workflow {#tcr-lifecycle-workflow} This feature's recommended configuration includes a simple lifecycle and workflow in which: * Users initiate a workflow via the "Send to Training Admin" user action to send the TCR to a Training Admin for review. This transitions the TCR from the *Initiated* state to the *In Training Admin Review* state. * Training Admins review the request. In the event updates are required, they can remove or update *Matrix Change Items* directly. * Once all change items are ready, Training Admins render a single "Ready for Implementation" verdict, and the record transitions to the *Pending System Implementation* state. Vault references this state to apply the proposed matrix changes and transition the TCR to the *Complete* state. Some aspects of this process may be simpler or more complex than what is described here, based on your organization's requirements. ### TCR Workflow for the My Team Page {#tcr-my-team-wf} Training Change Request functionality within the My Team page is delivered with a standard *VT: Manager Homepage Initiate TCR *placeholder workflow that your organization can update with custom configurations. When this workflow does not include any custom configurations: * Vault creates a *Training Change Request* in the *Initiated* state, and related *Matrix Change Items* with a "Ready to Implement" *Implementation Status*. * The change request record remains in the *Initiated* state until the Manager or other user starts a workflow. When your organization follows the recommended configuration, this is the "TCR: Send to Training Administrator" workflow used for the TCR feature generally. Managers can view all change requests and their statuses at any time via the My Team page's *View Training Change Requests* action. ## Limitations {#limitations} Training Change Request currently supports: * Creating new matrix records, except for *Persons*. * Retiring existing matrix records, except for *Persons*. * Adding or removing existing matrix record associations. This includes adding or removing: * *Person* to/from a *Learner Role*. However, users cannot remove a *Person* from a *Learner Role* when the relationship between the two was created via Dynamic Enrollment. In the event a *Training Change Request* includes such a request, Vault prevents the TCR record from transitioning to the *Pending System Implementation* state. To proceed, a Training Admin can reject the change item, or remove it from the TCR entirely. * *Learner Role* to/from a *Curriculum* * *Training Requirement* to/from a *Curriculum* Additionally, when requesting to create a matrix record, the overall Training Change Request flow will vary depending upon the requestor's assigned [permissions][4]. See About the My Team Page for additional Training Change Request limitations. ## Related Permissions To work with Training Change Requests generally, users must be assigned basic permissions to submit a change request of any kind. Depending on your organization's requirements, you may have expanded permissions to directly populate a new matrix record's details. See Configuring Training Change Request for the specific permissions required to use various aspects of this feature. ### About Expanded Permissions {#expanded-permissions} Users with expanded permissions are granted additional capability when requesting to create a new matrix record. In contrast to users with basic permissions, users with expanded permissions may be able to: * Populate the new record's fields * Associate Training Materials * Associate existing matrix records For example, a requestor would like to create a new *Training Requirement* for new hires in the Regulatory department: * When the requestor has only the basic permissions, they describe their request on the **Create Matrix Change Item** dialog's **Additional Info** tab: The **Change Description** is "Create a new TR for Regulatory's 'eCTD v4.0 at VernBio: Understanding Differences from v3.2.2' overview document. This is best suited for Regulatory new hires", and the **Justification** is "eCTD is a new, complex electronic submission standard that is being enforced at different times in different countries. The overview document is useful for new hires to understand VernBio's global and local plans for complying with eCTD 4.0". Once submitted, the Training Admin reviews and executes these changes accordingly. * When the requestor has expanded permissions, they are presented with the **Create Record** tab (in addition to the **Additional Info** tab) wherein they can populate the requirement's name ("Electronic Common Technical Document (eCTD) v4.0"), select Training Materials, and select the existing "Regulatory Onboarding" *Curriculum*. This direct approach means Training Admins can still review the requested records, but do not need to create the records themselves. [1]: #tcr-tria [2]: #tcr-lifecycle-workflow [3]: #limitations [4]: #expanded-permissions [5]: #reviewing-finalizing [6]: #incomplete [7]: #tcr-my-team [8]: #submit-tcr [9]: #working-with-tcr-my-team