Training Matrix Automation (Study Training)

If your organization’s Study Training Matrix is built to support one Curriculum for each Study Training Role, automation can significantly reduce the effort required to create and maintain the supporting matrix records.

When a new Study is created, Vault automatically creates and associates the relevant Study Training Role, Curriculum, and Training Requirement records, as well as populates Training Requirement records with the appropriate Training Materials.

Additionally, as new Learners are added to a Study, Vault automatically adds new Study Training Role and Training Material records associated with the study.

With these Study Training Matrix Builder efficiencies, matrix creation tasks are limited to:

  • Copying or moving documents from the default curricula to the correct curricula.
  • Reviewing and finalizing the matrix.

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 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 Study Training 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 Study Training 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.

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, organized amongst the curricula rows for each Study and Study Country pairing.

Once the user reviews and finalizes the matrix, Vault automatically moves Curriculum and any Training Requirement records which are not in the Initiated state to the Ready for Use state.

Enabling Training Matrix Automation

To enable Training Matrix Automation in your Study Training Vault:

  1. Enable and configure the appropriate permissions for the Study Training Matrix Builder.
  2. For the Training Role (learner_role__v) object:
    • Ensure the Add to All New Studies field is active and assigned to the Study Training Role object type, then configure the default value such that all new records are created with the field set to “Yes” (add_to_all_new_studies__v = true). This configuration allows Vault to automatically add Study Training Roles to all new Study records.
    • Add the Add to All New Studies field to the Details panel of the Study Training Role object page layout.
  3. Review your Vault’s security configuration and confirm the Study Manager, CRA, or other users managing your organization’s Training Matrix are assigned a security profile configured with the related permissions.
  4. Add the System Aided Matrix Management field to the Details panel of the Study object page layout.

Updating Existing Study Records

If your Study Training Vault contains existing Study records you’d like Vault to automatically manage (and do not currently have any associated Curricula or Training Requirements), update these records such that the System Aided Matrix Management field is set to “Yes”. This ensures that, when the connection adds new Learners to a new Study Training Role, the role is automatically associated with the indicated Study.

About the Matrix Builder Interface

The Study Training Matrix Builder interface allows you to work with system-managed records in a similar fashion as standard matrix records, with some options removed, including:

  • Actions to rename or delete Training Requirements or Curricula
  • Actions to move, copy, or add Training Requirements
  • The action to specify study country for a Curriculum

These actions are hidden to maintain the integrity of your matrix, as any manual updates (for example, deleting a Training Requirement) can impact automation and other training areas.

See Study Training Matrix Builder for details on how to use the builder’s available actions and features.

Limitations

In addition to existing Study Training Matrix Builder limitations, most matrix records which are created manually (including Study Training Roles and Training Requirements) cannot be updated to be system-managed records. This limitation does not apply to existing Study records, which can be converted for automation when enabling the feature.

Additionally, Training Matrix Automation is not recommended for training matrix configurations where Training Roles are associated with Curricula containing multiple Training Requirements, often grouped by topic or other parameters.

Study Managers or other users building an automated Study Training Matrix require a security profile with the same permissions for the Study Training Matrix Builder.