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

Training Change Request (TCR) allows Training Admins to collect and apply certain types 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.
  • When configured, requestors can separately create Matrix Change Items directly from a TRIA record.
• The requestor initiates a workflow 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.

Submitting a Training Change Request

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 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:
  • 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 to send the TCR and all related change items for review.

Once a TCR is in the Pending System Implementation state, Vault processes change items accordingly.

Working with Training Change Requests & 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 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.

Reviewing & Finalizing a Training Change Request

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 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

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 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

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.

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.

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

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.