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.

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.
    • When configured, requestors can additionally create Matrix Change Items directly from a TRIA record.
  • The requestor initiates a workflow for Training Admin review.
  • A Training Admin reviews the TCR.
    • This process can include adjusting certain aspects of the TCR or change items as required.
    • Once all details are final, 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 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.

Working with Training Change Requests

To create a 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.
  6. Click Next, then select the desired matrix record(s). Repeat this selection process to proceed to each object tab in the dialog.
  7. In the Additional Info tab, enter a Justification as required.
  8. Click Save.

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, you can:

  • Repeat the applicable steps above to create additional Matrix Change Items.
  • Remove a change item by selecting Remove from its Actions menu.
  • 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.

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 updating or retiring existing matrix record associations only. This means that, in addition to retiring these individual records, users can request to add or remove:

  • Person to/from a Learner Role
  • Learner Role to/from a Curriculum
  • Training Requirement to/from a Curriculum

Training Change Request cannot be used to request new matrix records, however some Training features such as Auto-Creating Training Requirements and Auto-Managing Person Records can fill this gap depending on your organization’s requirements.

See Configuring Training Change Request for the permissions required to use this feature.