Completing Training Requirement Impact Assessments

When a document in a training requirement is updated, either through document change control or normal document release processes, it may be necessary to review any related materials or quizzes in the training requirement to determine if any changes are needed. Quality Basics: Training provides tools for integrating these reviews into your training system with Training Requirement Impact Assessments (TRIAs).

Reviewing TRIAs

When reviewing a TRIA, you can view sections containing pre-change and post-change versions of the affected documents and make decisions in the Assessment Outcome section.

Before proceeding, ensure that the set of documents in the post-change section is appropriate for use in the updated training requirement. Take into account the behaviors below when reviewing a TRIA.

When a TRIA is triggered and requires review, the system sends an available task to all Training Admins. The following scenarios trigger a TRIA and require review:

  • Scenario 1: A document moved to Obsolete.
  • Scenario 2: A LearnGxP document was changed.
  • Scenario 3: A document moved to Approved with a Training Impact of Yes and the training requirement includes a quiz.

If the TRIA was triggered by Scenarios 1 or 2, review the materials to determine the training impact. If the TRIA was triggered by Scenario 3, the Training Requirement Impact field is automatically set to Update Training Requirement. For Scenario 3, or if there is a quiz associated with the training requirement for Scenario 2, determine whether the quiz requires updates. If the quiz requires updates, it must be in the Approved state before you can mark the TRIA task as Complete.

Completing TRIAs

Complete the following steps to complete a TRIA:

  1. Navigate to Training Admin > Home and click the Available Tasks view.
  2. Click Continue on the available TRIA task to open the TRIA page and click Accept in the task banner at the top of the page. Vault assigns you the task and it is no longer available for other Training Admins to accept.
  3. Review the Impact Assessment Trigger field in the Details section for information about why the TRIA was triggered, and review the Training Requirement Impact field in the Assessment Outcome section for information about the impact on the associated training requirement.
  4. Open the documents in the Pre-Change Training Documents and Post-Change Training Documents section and review the changes to the document
  5. Click Edit to begin editing information on the TRIA based on your review.
  6. If you determine the training requirement should be retired, select Retire Training Requirement from the Training Requirement Impact drop-down and enter the Retirement Reason.
  7. If the training requirement is associated with a quiz, review the quiz to determine if it requires updates. If it does, set the Require Updated Quiz field to Yes and select the New Quiz Design from the drop-down.
  8. If necessary, enter the Due Date for Training on Revision to use when issuing new training assignments for retraining.
  9. If Learners should not be required to complete a quiz for any newly issued training assignments as a result of the TRIA, select the Exclude Quiz for Training on Revision checkbox.
  10. Click Save to save any changes you made to the TRIA.
  11. When you are done reviewing the changes affecting the training requirement, click Complete on the task banner and click Complete in the confirmation dialog to confirm that you want to complete the task. Vault marks the task as Complete and makes the following changes depending on the selected Training Requirement Impact:
    • Update Training Requirement: Vault sets the TRIA state to Pending System Updates to Training Req., implements any indicated changes on the training requirement to reflect the document changes and the new quiz if applicable, and reissues new training assignments to all Learners actively associated with the training requirement. Once these changes are made, Vault sets the TRIA state to Completed.
    • Retire Training Requirement: Vault sets the TRIA state to Pending Training Requirement Retirement, moves the training requirement to Retired, and cancels all open training assignments. Once these changes are made, Vault sets the TRIA state to Completed.