Managing Training Assignments

Vault automatically assigns training to Learners based on their Learner roles. Vault Admins and Training Admins can also manually assign training to Learners using direct assignment and track training for non-Vault users using facilitated training. Training managers can monitor the training progress of their direct reports using the My Team tab.

Managing Direct Assignments

Direct assignments allow you to issue training assignments to Learners outside of their Learner role separately from the system-automated assignment process. This is useful for situations that require Learners to train on documents that may not be part of their normal training matrix or when you need to manually assign retraining. You can also use direct assignment to assign Learners a curriculum, which can contain multiple training requirements.

Creating direct assignments does not affect system-automated assignments. Training assignments created with the direct assignment action are ad-hoc and are not tracked in training matrices. The Learner does not receive recurrence training or retraining based on document updates for training requirements and curricula assigned through direct assignment.

If Vault encounters problems when you send assignments using direct assignments, Vault sends you an email with information about the problem.

Creating Direct Assignments for Training Requirements

Complete the following steps to create a direct assignment for a training requirement:

  1. Navigate to Training Admin > Training Matrix > Training Requirements and open the training requirement you want to assign. The training requirement must be in the Ready for Use state.
  2. From the All Actions menu, select Send as Direct Assignment.
  3. In the Direct Assignment User Input dialog, select the Learners you want to send the assignment to, select the Due Date, and enter a Reason for why the training assignment is required.
  4. Click Continue. Vault creates the training assignment for the selected Learners and sends them a notification for the assignment.

Creating Direct Assignments for Curricula

When assigning a curriculum using direct assignment, Vault does not issue training assignments for training requirements containing documents that are not in an appropriate steady state.

Complete the following steps to create a direct assignment for a curriculum:

  1. Navigate to Training Admin > Training Matrix > Training Requirements and open the curriculum you want to assign. The curriculum must be in the Ready for Use state.
  2. From the All Actions menu, select Send as Direct Assignment.
  3. In the Direct Assignment User Input dialog, select the Learners you want to send the assignment to, select the Due Date, and enter a Reason for why the curriculum is required.
  4. Click Continue. Vault creates the training assignment for the selected Learners and sends them a notification for the assignment.

Canceling Direct Assignments

When you move a training requirement or curriculum to the Retired state, Vault automatically cancels any open direct assignments for those training requirements and curricula. Vault also automatically cancels open direct assignments for Learners whose Learner record is changed to Ineligible or whose user record is changed to Inactive.

Complete the following steps to manually cancel direct assignments:

  1. Navigate to Training Admin > Learners & Assignments > Training Assignments.
  2. Click Filter () on the Assignment Method column header and select Direct Assignment to view only tasks assigned through direct assignment.
  3. From the Actions menu for the assignment you want to cancel, select Cancel Direct Assignment. Vault cancels the assignment.

Managing Facilitated Training

Facilitated training allows Vault Admins and Training Admins to grant Learners completion credit for training assignments. You can use facilitated training to manage training assignment completion for both Vault Learners and External Learners.

Facilitated Training for Vault Learners

You can mark training assignments complete in bulk for Vault Learners once Vault automatically creates their training assignments based on their Learner role. For example, you may need to add completed assignments to a Learner’s record for training they have completed in the past. You can create a Facilitated Training record and select the automatically-created training assignments for which to give completion credit.

Facilitated Training for External Learners

You can mark training assignments complete for External Learners who cannot access Vault to complete their training assignments. External Learners could be contractors, external employees, temporary employees, or other Learners outside the primary organization who do not have access to Vault.

Using facilitated training, you can create External Learner records that do not reference a user account, yet still function with Quality Basics: Training. Vault still issues training assignments to External Learners but does not assign them workflow tasks. After training is held, you can create a Facilitated Training record and select the training assignments for which to give completion credit.

Because training assignments for External Learners are not included in any workflows, there are no automatic notifications for overdue training. We recommend that Training Admins monitor open training assignments for External Learners using the Quality Basics: Training reports and dashboards.

Completing Facilitated Training Assignments

Complete the following steps to complete a training assignment using facilitated training:

  1. Navigate to Training Admin > Training Matrix > Training Requirements or Curricula and open the relevant training requirement or curriculum.
  2. Expand the Facilitated Training section and click Create.
  3. On the Create Facilitated Training page, enter the Reason for the training assignment and select the Completion Date.
  4. Click Save. Vault saves the facilitated training and opens its record.
  5. In the Training Assignments section of the facilitated training record, click Add.
  6. In the Search: Training Assignments dialog, find and select the training assignments you want to mark as Complete through the facilitated training. Add, remove, or edit the filters to refine your search.
  7. Click Save.
  8. If necessary, continue to add relevant training assignments within the facilitated training record.
  9. When you are done adding all relevant training assignments, select Submit Facilitated Training from the Workflow Actions menu and click Yes in the confirmation dialog to confirm that you want to submit the training. Vault moves the facilitated training briefly to the Requested state and then to the final Completed state and changes the status of all associated training assignments to Complete.

Completing External Training Verification Tasks

Some external training assignments require the Learner to upload proof that they completed the training, and the Learner’s manager or a Training Admin must review the proof and verify that the training assignment is complete.

If you are the Learner’s manager, a Verify External Training task is automatically assigned to you after the Learner submits their assignment and is displayed in your All Tasks view. If the Learner does not have an associated manager, a Verify External Training task is made available to all Training Admins.

Complete the following steps to complete a training verification task:

  1. Navigate to Training Admin > Home to view your tasks.
  2. If you are a Training Admin, click the Available Tasks view and click Accept on the Verify External Training task to assign the task to yourself. If you are a manager, the Learner’s Verify External Training task is automatically assigned to you.
  3. Click the All Tasks view and click Complete on the Verify External Training task.
  4. On the External Training Assignment page, expand the Attachments section and click the file link of the attached proof. Vault opens the attachment.
  5. Review the attachment and determine whether the proof is appropriate for indicating completion.
  6. Click Complete on the Verify External Training banner at the top of the page.
  7. In the Verify External Training dialog, select the appropriate verdict:
    • If the proof does not meet the completion criteria, click Reject and enter your Reason for rejection.
    • If the proof meets the completion criteria, click Accept, enter any optional comments, and enter your Username and Password.
  8. Click Continue. Vault saves your verdict and closes the External Training Verification task. If you selected Accept, Vault marks the Learner’s task as Complete. If you selected Reject, Vault assigns a Resubmit External Training task to the Learner and includes your reason for rejection.

Importing Training Assignments in Bulk

If your site has a large number of training assignments or other data to upload to Vault, contact Vault Basics support for information about Vault Loader, which allows you to upload data to Vault in bulk. Vault Basics support can help you determine whether Vault Loader is appropriate for your situation and can grant temporary access.