Training Matrix automation significantly reduces the effort required to create and maintain matrix records in the Study Training Matrix Builder.
How Training Matrix Automation Works
When the Study Training to Clinical Operations Vault Connection transfers documents and object records, the Study Training Vault assesses the current and incoming records and metadata, then creates and associates corresponding training matrix records and documents accordingly.
To perform these tasks, the Study Training Vault uses the Study object’s System Aided Matrix Management field and the Learner Role object’s Add to All New Studies fields to determine whether it should create or update relevant records.
When these fields are set to “Yes” and the connection is performing any of the below actions, Vault automatically handles new record creation and association as follows:
- For a new Study, Vault associates any existing Learner Role records.
- For a new Learner (Person) added to a Study Training Role which does not yet exist in Study Training, Vault creates the Study Training Role and associates it to the indicated Study record.
- For new Training Material CrossLink documents with Study and, optionally, Study Country values, Vault:
- Creates a system-managed Vault Document Training Requirement record with the document’s Name set as the requirement record Name and a related Training Content Set containing the document.
- Associates the system-managed requirement to the default Curriculum, according to Study and Study Country values.
- Creates a Training Requirement Classification record with the Study and Study Country values set with the corresponding document values, and the Training Requirement field referencing the system-managed requirement.
- For new Study Person Responsibilities added to Study Persons, Vault creates a Clinical Mapping record. This allows Vault to locate the appropriate Learner Roles for display in the Study Training Matrix Builder.
Then, when users responsible for managing the matrix select Manage Training Matrix from the Study record, the Study Training Matrix Builder automatically displays all training matrix records for the selected study, including:
- New and existing Study Training Role records for the selected study, organized in columns.
- New and existing Training Requirement records, grouped by Curricula for each Study and Study Country pairing.
Once the matrix is final, Vault automatically moves Curriculum and any Training Requirement records which are not in the Initiated state to the Ready for Use state.
Limitations
Training Matrix Automation requires that your organization’s Study Training Matrix is structured such that each Study Training Role has one associated Curriculum with one Training Requirement. It does not support matrix configurations where roles are associated with curricula containing multiple requirements.
See Study Training Matrix Builder for additional limitations for working with system-managed records.