Curriculum Outcomes are a set of Training Admin-managed records which define how Vault should execute automatic updates for a given Outcome Type when Learners complete assignments for all Training Requirements within a given Curriculum.
When your organization’s training program requires Learners to complete training on Vault functionality before an Admin grants access to that functionality, Curriculum Outcomes can automatically perform this process based on a set of predefined Outcome records. This can eliminate or reduce manual completion tracking, communication, and Vault record creation steps from a Vault Admin’s day-to-day activities.
Note: This feature must be configured by a Vault Admin in Veeva Training and Study Training Vaults.
Feature Dependencies
For the optimal Training Admin experience, we recommend first configuring Curriculum Sequencing & Prerequisites. This feature’s Manage Curriculum Rules action allows a Training Admin to additionally define an outcome for a specific Learner Role and Curriculum pairing using that feature’s user-friendly rule builder.
When these features are not configured, Training Admins wishing to define an outcome for this scenario must manually locate and update a Vault-generated record.
Use Case: Add Application Role
VeePharm’s training procedures specify that any Learner who trains on both the “Primary Packaging” and “Secondary Packaging” Curricula is automatically qualified to evaluate Learners completing on-the-job Training Assignments for the Primary Packaging Curriculum. To do this, VeePharm’s Training Admin defines:
- A Curriculum Prerequisite to ensure these Learners train on both curricula in the required order.
- A new outcome rule for the Secondary Packaging Curriculum, such that Vault adds Learners to the “Prospective Evaluator” Application Role that VernBio’s Vault configuration references when initiating workflows for Evaluation Training Assignments.
To process this outcome, Vault creates a new User Role record linking newly-qualified Learners to the Prospective Evaluator Application Role via their User record. With the new role, Vault includes these users in the list of evaluators from which Primary Packaging Curriculum Learners can select a colleague to evaluate them.
How Curriculum Outcomes Work
Generally, Curriculum Outcomes enable organizations to dynamically manage an aspect of their capabilities within Vault, based on their completion of a given Curriculum that covers that capability. In this context, a Vault user’s “capabilities” refers to how they interact with Vault according to various security configurations (via Application Roles or user-managed Groups), or their Learner Role assignments.
Supported outcome types can be defined by Training Admins for:
- All instances of a Curriculum in the matrix, or
- A specific Learner Role and Curriculum pairing.
Once a Learner completes the last Training Assignment to fulfill the curriculum, Vault processes the outcome by granting or revoking access according to the configured outcome via the Curriculum Outcome Fulfillment hourly job. The job additionally manages the underlying rule records as a Training Admin adds or removes outcomes.
For example, in the case of adding a Learner to a Learner Role, Vault associates the Learner’s Person record to the intended Learner Role via the Curriculum Outcome Fulfillment job. Then, as the Learner has not yet trained on this role’s requirements, Vault assigns new Training Assignments via the next Update Training Assignments job run.
Supported Outcome Types
Curriculum Outcomes includes the below outcome types, each of which is subject to limitations. Each type corresponds to Outcome Type picklist values within the Outcome Type record.
See Vault Security Overview for additional details.
| Outcome Type | Purpose | Example |
|---|---|---|
| Add Application Role | Creates a User Role for Learners (Users) via Application Roles | Grant the “DCC Change Authorization Approver” Application Role to Learners upon completing the “Change Control Authorization” Curriculum. |
| Add Group | Assigns Learners (Users) to a user-managed Group | -Add Learners to an “Instructors” Group upon completing the “Classroom Training” Curriculum. -Along with the Remove Group outcome below: Add Learners to a “Global Training Admin” Group upon completion of the “Global Training” Curriculum. In these examples, the Learners (Training Admins) operate either globally or locally. |
| Remove Group | Removes Learners (Users) from a user-managed Group | Along with the Add Group outcome above: Remove Learners from the “Local Training Admins” Group upon completing the “Global Training Admin” Curriculum. In these examples, the Learners (Training Admins) operate either globally or locally. |
| Add Learner Role | Adds Learners (Persons) to a Learner Role | Add Learners to the “Operator Phase 2” Learner Role upon completing the “Primary Packaging” Curriculum. |
Vault Security Overview
In the Training application, individual Learners are granted a Person record referencing their User record. This relationship begins a chain of linked records, resulting in the Learner gaining access to the desired Vault area(s) defined by an Application Role (via User Role) or User Managed Group.
Configuring Curriculum Outcomes
To configure Curriculum Outcomes:
- Activate the Outcome object types within the Curriculum Training Rule and Curriculum Training Rule Set objects.
- Enable the Display in Business Admin configuration option or create custom tabs for the Curriculum Training Rule and Curriculum Training Rule Set objects. We recommend naming custom tabs “Curriculum Outcome Rule” and “Curriculum Outcome Rule Set”, respectively.
- Within the Curriculum object, add the Create Curriculum Outcome action and select the Available in All Lifecycle States configuration option. In the Atomic Action Security Defaults dialog, select Execute for all lifecycle states.
- Assign the Create Curriculum Outcome action to the desired Curriculum object’s Curriculum object type, as well as any desired custom object types.
- Ensure Training Admins are assigned the appropriate permissions to work with this feature.
- Activate the Curriculum Outcome Fulfillment job. We recommend additionally updating the job’s owner to a user or group who should be notified in the event the job fails. Optionally, you can update the job’s default hourly interval (1).
Defining Curriculum Outcomes
Generally, Vault can process supported outcomes for either all instances of a Curriculum in the matrix, or a specific Learner Role and Curriculum pairing (ideally when Curriculum Sequencing & Prerequisites are configured).
To define a new outcome for all instances of a Curriculum in the matrix:
- Locate the relevant Curriculum record and click the Create Curriculum Outcome button, or select the related user action.
- In the Curriculum Outcomes dialog, select an outcome type from the Select action dropdown, for example, Add Learner Role.
- Select up to ten applicable records. The records you can select may be limited based on the selected action.
- Optional: Use the and to add or remove outcomes.
- Click Save.
To define a new outcome for a specific Learner Role and Curriculum pairing:
- Locate the relevant Learner Role and click the Manage Curriculum Rules button, or select the related action.
- Vault loads the Curriculum Sequencing Rule Builder page. Hover over the desired Curriculum and select Create Rule.
- Select the Outcomes tab and follow Steps 2-5 above.
When your Vault does not have this configuration, you can instead create an outcome for the Curriculum, then update the related Curriculum Training Rule Set record’s Learner Role field with the applicable record.
To update and/or remove these outcome configurations, locate them per the above steps and apply your updates.
Curriculum Outcome Objects
As Training Admins add and remove outcomes, Vault automatically creates or deletes the underlying rule records via the Curriculum Outcome Fulfillment job:
- A Curriculum Training Rule Set defining the target Curriculum, and, when applicable, the specific Learner Role associated with the target Curriculum.
- A Curriculum Training Rule defining the Outcome Type or types for the target Curriculum Training Rule Set.
- Outcome Type picklist values represent each supported type.
- Curriculum Training Rule Type values differentiate outcome rule records from rules related to prerequisites.
Vault additionally deletes these records when a Vault Admin saves an outcome-related Application Role with a selected Permission Set, as Curriculum Outcomes does not support this scenario.
Secondary to these are the system-managed records Vault uses to track a given outcome:
- Upon Learner assignment, Curriculum Completion Status records are automatically created for each combination of Learner (Person), Learner Role, and Curriculum. This record’s Completion Percentage and Latest Automation Update field can provide useful completion statistics as a Learner works through their assignments.
- Upon Learner completion, Vault marks the completion status record as Complete (via the Current Completion Status), then creates an accompanying Curriculum Outcome Status record.
Limitations
Curriculum Outcomes are not supported for:
- Adding Learners to Application Roles with an associated permission set.
- When a Training Admin defines an outcome, Vault filters out these roles.
- When a role is already defined within an outcome and a Vault Admin attempts to populate the Permission Set field, Vault displays an impact alert. If the Vault Admin proceeds with selecting a permission set, Vault deletes the rule (Curriculum Training Rule).
- Adding Learners to Groups with an associated security profile.
- When a Training Admin defines an outcome, Vault filters out any non-user managed group. Only user managed groups are supported for this feature.
- When a group is already defined within an outcome, Vault Admins can still populate the Included Security Profiles field. When this occurs:
- The Curriculum Outcome Fulfillment job logs the event.
- The next time a Training Admin updates the outcomes defined for impacted curricula, Vault displays an impact alert with the impacted rule and group details.
See additional details on supported outcome types.
Record Limits
Training Admins can define one outcome (Curriculum Training Rule Set) per Curriculum or Learner Role-Curriculum pairing. This means a given curriculum can have defined outcomes for all instances in the matrix, or just within the context of its relationship with a Learner Role, but not both.
Each Curriculum can include one outcome per outcome type (Curriculum Training Rule, according to its Outcome Type).
When defining an outcome, Training Admins can select up to ten records for each type (Application Role, Learner Role, and Group).
Related Permissions
Training Admins working with Curriculum Outcomes must be assigned a permission set with the below permissions. If your Vault is configured for Curriculum Sequencing & Prerequisites, some of these permissions may already be in place.
| Permission Label | Permission |
|---|---|
| Admin: Users | Assign Group |
| Admin: Groups | Read, Assign Users |
| Objects: Curriculum | Read |
| Objects: Curriculum Training Rule and Outcome object type | Read, Create, Edit, Delete |
| Objects: Curriculum Training Rule Set and Outcome object type | Read, Create, Edit, Delete |
| Objects: Learner Role | Read |
| Objects: Learner Role-Curriculum Order | Read, Edit |
Note: When defining outcomes, Training Admins can select any Application Role. This includes roles they cannot normally see when manually assigning User Roles via a User record.