QualityOne Vaults provide an automated Training Management; however, you still need to configure some aspects before automation can occur. To do this, you’ll need to create the necessary object records and update their lifecycle states to eligible.
After setup, Training Management begins issuing assignments based on users’ defined Learner roles. While you are creating the records needed for your training, all records will stay in a non-eligible lifecycle state. Once you’re finished creating a curriculum and its requirements, you can move the records into their lifecycle’s eligible state. At this point, Training Management will automatically begin issuing assignments based on users’ Learner roles when scheduled job runs.
Configuration Overview
Configuring your Vault to use Training Management involves the following steps:
- Create Person record objects for users who will be Learners
- Create learner roles and associate them with relevant Learners
- Create curricula for the different areas Learners will receive training on
- Create training requirements for completing curricula
- Change lifecycle states for applicable objects so Vault can begin issuing training assignments
- Create quizzes for any appropriate training requirements
- Adjust the Training Assignment Completion workflow to fit your needs
- Configure Training Requirement Impact Assessments for training requirements
- Setting up the Learner Homepage and landing tab
- Enable mobile interface support for Training Assignment completion
- Copying custom field values to Training Assignments
- Configure Learner security profile permission sets
Note: Depending on your Vault’s creation date and which features are currently enabled and configured, some of the steps described in this article may be unavailable or already complete in your Vault.
Persons
Training Management uses the Person object to associate Learners with Learner roles, curricula, and training requirements. Add new Learners by using the Person object. See About the User & Person Objects for details on creating Person objects.
Add the Department field to the Person object to have an additional field to filter on when managing training assignments on the Training Dashboard.
The Person object has the following limitations:
- You cannot remove a User reference from a Person once the Person is associated with Learner Roles
- You cannot reference the same User in multiple Person records
- You cannot change a User reference to another User record if the Person has Training Assignment records
Manager Access
Upon creation of a Person record, Training Management assigns the user in the Manager role for a given Learner to the Learner’s Manager group on each of the Learner’s training-related records: Training Assignments, Assignment Details, TA Checklists, TA Responses, Class Schedules, Class Rosters, Sessions, and Session Rosters. The Learner’s Manager group has access to all training-related records associated with the applicable Learner. You can configure Training Management workflows to assign tasks to this user.
Facilitated Training
For Learners who do not have user accounts for Vault, Training Administrators can use Facilitated Training to both ensure that those Learners receive the correct Training Assignments via Training Management automation and to ensure their completion of the training is tracked accordingly. See Configuring Facilitated Training to enable this functionality.
Learner Roles
After you have added some Learners, you need to create Learner Roles based on what users must be trained on. The Learner Roles object keeps track of the curricula needed to complete an entire training process. For example, you may create Quality Manager as a Learner Role that links to all of the curricula you create for that role.
Create Learner Roles from Business Admin > Objects or a custom object tab. Click into the Learner Role object record to add and view curricula and persons.
Note: Each Person can only be associated with up to 30 Learner Roles.
Curricula
Once you have your desired Learner Role, it’s time to create curricula that organize the requirements needed to complete a specific area of training. For example, you may create a General GxP Documents curriculum as part of the Quality Manager Learner role mentioned previously.
Create new Curricula from Business Admin > Objects or a custom object tab. From the object record view, you can add and create training requirements and Learner roles.
Note: Each Learner Role can only be associated with up to 40 curricula.
Training Requirements
Training Requirements are the criteria which Learners must satisfy to complete a curriculum. Continuing the example above, you might create Document Management and Employee Conduct Policies as training requirements for completing the General GxP Documents curriculum.
Note: As of 21R2, the document__v field on the Training Requirement object is no longer used by the Training Management application. Instead of using this field, add training materials for each Training Requirement type as described in the linked articles below.
Training Requirement Types
While some Training Requirements may require a simple Read & Understood signature for completion, others may include additional paths for learning and certifying completion. Issued Training Assignments may also include a combination of training types. For example, a Learner may need to attend an instructor-led training, read and understand supplementary material, and then complete a quiz to demonstrate knowledge. Once you create and save a Training Requirement, you cannot change its type.
There are three (3) different types of Training Requirements:
- Vault Document: The simplest type of training, users complete Vault Document Training Assignments by reviewing the assigned document and signing to verify they have done so.
- Classroom Training: A Classroom Training component includes one (1) or more sessions of scheduled training. Learners have access to class details, class materials, and information about each scheduled session. Instructors use the Class Roster to register Learners to classroom training.
- External Training: This training type allows Learners to complete training on content or topics that occurred outside of Vault. For example, an organization may require that Learners complete a third-party online course or receive an external certification.
Substitute Training Requirements
Training Management can assign an alternative, or substitute, Training Assignment to a Learner in place of a required, or primary, Training Assignment using Training Admin-defined substitution rules. You can accomplish this by marking Training Requirements as substitutes, and then defining sets of rules for when they should be substituted. See Substitute Training Requirements for more details.
Document State-Dependent Training Assignments
By default, if a Training Requirement references a document that is not in a Steady state (for example, in the Draft or Approved state), Vault still issues Training Assignment tasks.
You can configure certain document states for documents referenced by Training Requirements as trainable. In this case, Vault only issues training assignments when the document is one (1) of those states. Vault uses the Steady State and Ready for Training state types, available for each document lifecycle, to determine whether Training Assignment tasks should be issued.
Note: After a Training Assignment is assigned to a user, documents associated with the training requirement cannot be archived while the assignment is active. Contact your Veeva Representative to enable this feature in your Vault.
Training Requirement Recurrence
QualityOne Training provides two (2) options for scheduling recurring issuance of Training Assignments using the Recurrence Type field. If Recurrence Type is left blank, the application defaults to the Relative picklist value upon saving.
Relative Recurrence
A Training Requirement using this recurrence option can be issued at different times for different Learners. Vault calculates a relative recurrence from when the Learner was assigned a Training.
For example, if a Learner was assigned training on August 1st, 2019, the Recurrence is set to 1, and the Recurrence Unit is set to Year, Vault will assign the next training for that Learner on August 1st, 2020.
Absolute Recurrence
A Training Requirement using this recurrence option is issued at the same time for all applicable Learners. At the Next Training Date (Recurrence), Vault issues training records to Learners. Vault then automatically increments the Next Training Date (Recurrence) value based on the Recurrence and Recurrence Unit field values.
Eligible Lifecycle States
Eligible lifecycle states are states that training object records must be in for Vault to create and issue training assignments. They are defined as follows:
| Object | Eligible Lifecycle State | Retired Lifecycle State |
|---|---|---|
| Person | active__v |
inactive__v |
| Learner Role | eligible_state__v |
retired_state__v, inactive_state__v |
| Curriculum | available_state__v |
retired_state__v, inactive_state__v |
| Training Requirement | available_state__v |
retired_state__v, inactive_state__v |
You will need to select Change State to [Eligible State] from the Workflow Actions menu on Person, Learner Role, Curricula, and Training Requirement object records before Vault will begin automatically creating and issuing training assignments.
Quizzes
Quizzes are an optional component that you can configure for Training Requirements to get a more thorough assessment of a user’s understanding of the training material.
Training Assignments
After you configure all of the above objects, give them eligible lifecycle states, and when the scheduled job runs, Vault sends training assignments to the relevant Learners. Once Vault issues training assignments, users will see those assignments on their My Tasks page. From there, they can review and complete their assignments. You can import Training Assignment object records from other training systems into Vault using Vault Loader or the API.
While you can edit user actions on the Training Assignment Lifecycle, this feature is only intended to support the Download Formatted Output user action. Avoid configuring other actions to this lifecycle, such as the Change State to or Start Workflow user actions, as this may cause issues, such as duplicate Training Assignments or preventing the completion of active Training Assignments.
Note: After a Training Assignment is assigned to a user, documents associated with the training assignment cannot be archived while the assignment is active. Already-archived documents cannot be linked to a Training Assignment.
About the Training Assignment Completion Workflows
Training Management comes with standard workflows for Learners to complete Training Assignments. These workflows start upon the issuance or direct assignment of a Training Assignment object record. Though you do not need to alter the standard workflows to begin using Training Management, you can adjust the Complete Training Assignment or Complete External Training Assignment workflows to suit the needs of your organization’s specific training implementation.
About Training Assignment Details Records
Training Management creates Training Assignments Details records to track the relationship between the Training Assignment and its associated Curricula and Learner Roles. Learners may be issued the same Training Assignment more than once, due to the Training Requirement being part of multiple Curricula, Learner Roles, or other scenarios (such as Direct Assignment). When this happens, the Training Assignment record details page lists each instance of that assignment as a Training Assignment Details record.
Training Administrators can also leverage Training Assignment Details in reports to provide Learners an easy way to see which of their Training Assignments fall within a certain Curriculum or Learner Role. For reporting purposes, Vault stores the lifecycle state of the parent Training Assignment record in a Lookup field on the Training Assignment Details record.
Configure Training Requirement Impact Assessments
To configure your Vault to assign and complete Training Requirement Impact Assessments, see Training Impact Assessments for more details.
Setting Up the Learner Homepage
The Learner Homepage provides a one-stop tab to work with training assignments. Setting the Learner Homepage as the landing tab for Learners provides an intuitive interface for new or first-time Vault users.
Enabling the Learner Homepage
In Admin > Users & Groups > Permission Sets, enable View permission for the Training Management Learner Homepage: My Learning Page. Then, enable View permission for the My Learning tab. You can relabel the My Learning tab to suit your needs via the Admin > Configuration > Tabs page.
Training Assignment Card Images
When creating Training Requirements, you can customize card images displayed in the Learner Homepage card view by selecting a Vault document in the Learner Homepage Card Image field. If you do not select a document in this field, the card defaults to showing the first page of the first document in the Training Assignment. If there are no documents in the assignment, Vault displays a card image based on the Training Requirement type. Vault uses the document’s rendition as the card image and scales it appropriately.
Enabling Mobile Training Task Completion
To enable a mobile interface for document Training Assignments when viewed in a mobile browser, navigate to Admin > Settings > Application Settings and select the Enable Training Management Mobile Interface checkbox.
Touch-enabled Microsoft Windows devices display the desktop interface.
Copying Custom Field Values to Training Assignments
By default, Vault copies the Department and Estimated Time field values from a Training Requirement record to a Training Assignment record upon creation. You can configure additional, custom field values to copy their values in the same way. This is useful for driving custom sharing or matching rules on a Training Assignment record. This functionality supports other training types that require tasks to be assigned to certain users.
For example, a certain type of training requires the Quality Manager to approve the training assignment types. The Quality Manager can be specific on the Training Requirement. When the Training Assignment is created, Vault copies the Quality Manager to the Training Assignment record and the approval workflow task can be assigned to the Quality Manager.
Fields must meet all of the following conditions to copy their values from the Training Requirement record to Training Assignment objects:
- The field names and types must match exactly.
- The field on the Training Requirement must be associated with the appropriate Training Assignment object types.
- If the field type is Object, both custom fields must have the same object reference.
- If the field type is Picklist, both custom fields can have the same picklist reference or have matching picklist value names.
- If the field type is Number, the minimum or maximum must match between the Training Requirement and Training Assignment. If this condition is not met, the Update Training Assignments job does not create the applicable Training Assignment, and logs this error in the QualityOne Training job log.
- If the field type is Text, the length must match between Training Requirement and Training Assignment. If this condition is not met, the Update Training Assignments job does not create the applicable Training Assignment, and logs this error in the QualityOne Training job log.
Unsupported Field Types
Vault does not support the following field types. These are ignored even if the fields obey the rest of the conditions:
- Formula
- Currency
- Lookup
Configuring User Permissions
You must ensure users have the appropriate read and create permissions to access the appropriate objects and object fields in addition to the permissions outlined below:
Ensure that Learner user permission sets have View permission to the Learner Homepage tab, labeled My Learning by default. Learner permission sets must also include Read access for the Training Assignment object and the following object fields to view and complete training assignment content from the Learner Homepage:
- Learner
- Due Date
- Training Content Set
- Direct Assignment Request
- Part of Class
Some Training Management features, such as the Learner Homepage and mobile assignment have associated Pages. These components are listed in Admin > Configuration > Pages. Ensure that permission sets for Learner users have View access for the following Pages:
- Training Management Learner Homepage: My Learning Page
- Training Management Mobile: Document Information Page
- Training Management Mobile: Interstitial
- Training Management Mobile: Learner Task Page
- Training Management Mobile: Success Page