Digitally manage on-the-job training (OJT) with Vault Training.
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Thank you for watching Managing on the Job Training in your LMS. This is a getting started video associated with the Vault Training product. I’m Kent Malmros, Senior Director of Vault Training here at Veeva, and I’ll be joined by Kyle Boelter, Sr. Solutions Consultant, who will bring some of these core concepts to life with a brief demonstration in the Vault Training application.
And we’re here today to talk about on the job training and how it can be managed digitally using the Vault Training product in a way that is different than it’s been managed in the past. First, let’s start by defining OJT or on the job training. It’s a hands-on method of teaching skills, knowledge and competencies, basic things that your employees needs to do their job every day in the workplace. And the program that is designed needs to be tracked, ideally in a digital format, so that you can demonstrate that you have qualified employees to do their job in a way that is appropriate, compliant, and creates the best possible outcomes.
Now qualification takes time and repetition. And of course, that program is typically a multi-part process. Usually you ask a learner to complete some type of self-paced training, that might include reading and understanding SOPs, watching videos or looking at digital work instructions, then observing the job activities being performed by some type of subject matter expert. When all that is done, they have to actually demonstrate the behavior themselves and be evaluated on it by someone who is qualified to say, “Yes, my colleague is now capable of performing some type of job behavior.”
Of course, you also have to re-qualify people as various SOPs are changed or as the different types of qualifications are changed as well. Now, historically, this is done on a paper form. If you’re not managing the OJT process digitally, almost certainly you are creating a paper-based checklist, which asks if all of the different components of a program have been completed. That will include the pre-work, that will include the evaluation that’s being conducted. And the form is almost always inclusive of everything within an OJT program.
Now, when you convert to a digital approach, historically, most customers are limited by recreating that paper based form within an LMS. And that creates duplicative records, which ultimately don’t provide the most efficient way for managing OJT. For example, prerequisite training that you are assigning in the LMS, such as SOP-based read and understood, or video-based work instructions, are completed. They’re assigned to a learner, they’re completed in whatever format or approach or with whatever requirements you dictate through the assignment mechanism. And then also the OJT forms are typically reproduced as a decoupled form tool. And that means that the evaluator, before they observe someone actually doing the behavioral functional work on the job, will be asked to check off if someone has completed, read and understood, if they have watched some type of demonstration of the activity. So you end up having duplicate records.
Ultimately, the idea should be that an on the job training program is broken into the most efficient and smallest parts and managed step-by-step within a curriculum. And that is the approach that we have allowed for with our on-the-job training or what we like to call form-based evaluation tool within Vault training. We’ve been able to let our customers design a curriculum where the various prerequisites are actually just that, prerequisites to triggering the form-based evaluation in a way that allows for the evaluator and the learner, at the same time, to be given a form that suggests everything in advance of demonstrating behavior is done, and they are then only required to go ahead and evaluate an individual based on the job functions they’re performing without having to recapture or recheck the box on all the prerequisite functions as well.
So that means you’re now able to connect the qualifications to the overall program. You can ensure that individuals have comprehended the different components of a behavior by doing read and understood, potentially taking a quiz, watching a video with the quiz, they analyze the type of functional work that has to be done by watching someone perform it. And then when they perform it themselves, they can be judged by an evaluator who is appropriately able to capture the just on-the-job behaviors that are taking place without confusing or duplicating information specific to the other parts of a curriculum. Now, I’m going to hand this off to Kyle. He’s going to bring this to life with a brief demonstration of the OJT or form-based evaluation feature in Vault Training.
Thanks, Kent. One of the values of using the Vault Unified Training application for on-the-job training is that managers and training administrator can track qualification, certification, and other skill or task-based assignments, where an evaluator can verify the learner’s ability in a specific area. This is ideal for a lab or manufacturing environment to qualify a learner before they’re allowed to perform hands on task.
In Vault, on-the-job training task can be assigned as part of a curriculum or as an ad hoc direct assignment. We will use the example of a learner receiving their task based on their job role and its association with the curriculum. We will begin with a learner or evaluatee after they have been notified via email that they have an on-the-job training task to complete. Here we’re logged in as Kendra, and you’ll see that Kendra has two tasks available to her. One is organic procedure SOP, and the other is organic procedure for clean room OJT.
The organic procedure SOP has been set up as a prerequisite for the organic procedure for clean room OJT. Once Kendra actually completes organic procedure, SOP, the evaluator will be notified of that completion, and then the evaluation of her on-the-job training can begin. When Kendra selects the SOP, she’ll be able to read that, she can complete that SOP, and then she’ll be able to add her 21 CFR part 11 compliance signature, which will be added to the audit trail and be reportable.
Now, what you’ll notice is once Kendra completes that task, that she’ll come back to her learning homepage, and that task has been removed. Immediately, the evaluator has been notified that Kendra has completed the prerequisite. Once we’re logged in as the evaluator, you’ll see that they have an opportunity to accept that on-the-job training task.
Once they select that, they can then see that it’s in the evaluation preparation step. They can accept that task, and once they accept that task, you can see that there’s other things that may need to take place. The cleaning room, for example, may need to be prepared. In this case, Kendra is a new technician, and she’s assembling blister packs or trays. And one of the things that you’ll see is that when the evaluator goes to look at the evaluation details, you’ll see that the prerequisite was complete, and whatever other steps need to be taken in terms of preparing the clean room have been taken care of.
At this point, the evaluator can say that they are finished with the preparation. They can say complete, and now they’re in evaluation. So now the evaluator can move forward with the evaluation of Kendra. And at this point, you can see that the evaluator can select the evaluation checklist. Once they select the evaluation checklist, you’ll see that the status is in progress. When they select next, they can go through and they can begin to evaluate Kendra. As they go through their evaluation, you’ll be able to answer a series of questions to make sure that the tech is executing all the tasks appropriately.
You can also see that we can upload related documents. These documents are coming directly from the library. And so here in this case, we may want to associate the organic procedure SOP. We could upload additional evidence of the evaluation with external files. At that point, we can select review.
We can review those responses. You can see that the actual related document can be accessed. We can go back, we can make updates. We can make changes, but at this point, if we finished our evaluation, we can select complete. This will bring us back to the task. Once we come back to the task, we are confirming that is in fact completed, and that it’s done. We could take a look at the evaluation checklist. We can take a look at the evaluation details, but at this point we would select complete. Here, we have one of three verdicts we can select, whether Kendra passed, whether she failed or whether we’re actually putting this on hold until later. We’re going to say that Kendra passed this one, and we’ll say complete. Now you can see the status has changed to in learner review. At this point, Kendra has been notified that it is time for her to review that evaluation.
And she actually selects that on the job training, you will see that it’s in learner review and that on the job training task has been completed by the evaluator. Here, Kendra can actually take a look at the evaluation. She can review the responses, but she can’t change them. The document can be open, that is accessible. But at this point she can only review the answers. When Kendra returns to the training assignment, she will be asked to complete that training assignment. When she goes to select complete training, she can’t provide on the job training, evaluation feedback. Here, I’m going to select complete, and Kendra’s going to sign off on this.
At this point, you can see that all the tasks for Kendra related to the on job training have been completed and removed from her learning page. Now, if we return to the evaluator, and the evaluator actually refreshes their screen, the evaluator will be notified that Kendra completed her task for reviewing the on the job training evaluation. And that the overall on the job training task has been completed. When the evaluator returns to the homepage, you will see that the on the job training task have been removed because they are completed. And that concludes our demonstration for Vault on the job training. Thank you.