Study Training Matrix Builder

The Study Training Matrix Builder is a user-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, Vault automatically assigns 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 configured by a Vault Admin. The functionality described here is automated via the Study Training-Clinical Operations Connection and reflects the Matrix Builder enhancements available in most Study Training Vaults following the 25R1 conversion.

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 from a Study record’s All Actions menu.

Top Bar

The matrix builder’s top bar appears with a colored banner to indicate whether the matrix you’re viewing is live, or undergoing updates:

When a matrix is live, the Last Published date is the date upon which Vault began issuing assignments against the current matrix structure. A live matrix includes the Create Matrix Update button to access the builder’s draft mode. When a matrix is already undergoing updates, the green banner additionally provides a link to access these proposed updates.
While in draft mode, you can click the link in the yellow banner to access the live matrix, or view or create proposed matrix changes. The Publish button activates the proposed matrix, and Vault handles new and open Training Assignments during the next training automation job run.

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 Cancel or Save 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, which accounts for the connection’s various automations:

From an existing Study record, click Manage Training Matrix or perform the Manage Training Matrix action from the record’s All Actions menu.
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.
Optional: Toggle the Highlight Proposed Changes button. This option is toggled on by default and emphasizes matrix updates as you add them.
In the Add Section dialog, add a section Name and an optional Description. To filter selectable requirements based on their Study Country, select a Study Country. This option automatically names the section with the selected country’s name.
Click Save. Your new section appears as a row on the left side of the builder page, and all available actions are listed under the section’s Actions menu.
- To update a section, select Edit Section. When editing country-specific sections, only the Description can be updated.
- To adjust requirements, select Add/Remove Training Requirement. You can also select Remove Training Requirement from an individual requirement.
- Hover over a requirement’s name to view additional details about the related Library document, including its Additional Information field.
Click the Add Role + Responsibility button.
In the Search: Role + Respomsiblity dialog, select at least one record from the list, which Vault pre-filters based on the tab you’re working in.
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 without clicking Save.
Optional: When enabled, select Send for Review from the matrix’s Workflow Actions menu.
When you are satisfied with your matrix and ready to begin issuing training assignments to Learners for this Study, click Publish. This button is not available until you make at least one checkbox selection or deselection.

Editing an Existing Matrix

The builder’s draft mode allows you to update and save changes to an existing live matrix without interrupting any ongoing training activities.

To do this, Vault maintains both a live and draft iteration of the matrix:

The live Training Matrix reflects the matrix structure Vault is currently using to manage Learner assignments.
- When a live matrix is already undergoing updates, the green banner additionally provides a link to access the draft matrix.
- A live matrix corresponds to a Training Matrix Update record in the Published state.
The draft Training Matrix Update contains any proposed updates to the matrix.
- A given Study can have only one draft matrix at a time.
- Once you save proposed updates in the builder, the yellow banner additionally provides a link to access the live matrix.
- A draft matrix corresponds to a Training Matrix Update record in the Draft state. A draft matrix can also be in the In Review or Approved state when Study Training Matrix Review is configured in your Vault.

Each type has its own unique URL you can use to share the live or draft matrix view.

Note: When a matrix is undergoing update, the Study Training-Clinical Operations Connection continues to apply updates to the live matrix. When you save a draft, Vault reconciles this iteration with the latest live matrix and displays any new elements in the draft matrix. For example, if the connection added a new Training Requirement, the next time you save or publish the draft, that requirement is included in the new live matrix.

Creating & Publishing Matrix Updates

To create a draft matrix from a live matrix:

Select the Project Team or Site Staff tab you’d first like to edit.
Click Create Matrix Update and apply your updates.
- By default, the Highlight Proposed Changes button is toggled on to quickly identify any changes made by other users in addition to your own. New and updated items are indicated with a blue dot and removed items additionally appear with ~~strikethrough~~ formatting or with a diagonal line, for example .
- Toggle the button off to display the matrix as it will appear once published.
- Click Cancel to discard any proposed updates and return to the live matrix.
Click Save.

Repeat these steps as required for the tab you did not select in Step 1.

From here, you can:

Continue applying edits by clicking Edit Matrix Update. In this view, clicking Cancel returns you to the last saved batch of proposed updates.
Select Discard Matrix Update to remove all proposed updates and return to the live matrix.
When Study Training Matrix Review is enabled, select Send for Review from the matrix’s Workflow Actions menu, then select one or more Reviewers to approve or reject the proposed matrix updates. Once this workflow is complete, the matrix moves to the Approved state, or otherwise goes back to Draft.
Publish the proposed updates from the Draft or Approved states.

Once you click Publish, Vault activates the proposed matrix and handles new and open Training Assignments during the next training automation job run.

About Study Training Matrix Review

By default, Vault immediately applies new and updated matrix records when a Training Admin publishes a Study Training Matrix. With Study Training Matrix Review, Training Admins can send a workflow to other Vault users, providing an opportunity to review the matrix before it is published and Vault begins issuing or cancelling Training Assignments.

When Study Training Matrix Review is configured in your Vault, you may have the option to initiate this workflow from the matrix builder’s Workflow Actions menu and/or complete a workflow task to confirm the matrix is ready for publication.

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. 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.
A given Study can have only one draft matrix at a time.

Additionally, automation eliminates or prevents users from completing some matrix management actions, including:

Manually creating Study 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.

See Configuring the Study Training Matrix Builder for the permissions required to use this feature.