**Source URL:** https://clinical.veevavault.help/en/lr/1295948/

# Using Oversight Plans & Schedules

In Clinical Operations Vaults, you can define, automate, and document recurring Study oversight activities using _Oversight Plans_ and _Oversight Schedule Items_. This helps study teams execute oversight according to an approved Oversight Plan, capture findings, attach evidence, and maintain audit-ready records for regulatory inspections.

This functionality is available in all CTMS and eTMF Vaults, but may require configuration by your Admin prior to utilization.

**Note**: This feature is only available in Clinical Operations Vaults (CTMS and eTMF).

### Related Objects

* **Oversight Plan:** A study-level record that defines the overall oversight strategy for a study. Only one _Oversight Plan_ can be in the _Approved_ state for a study at a given time.  
* **Oversight Schedule Item:** A recurring activity defined within an _Oversight Plan_. It specifies what activity to perform, the execution frequency, the responsible role, and the scope (_Study_, _Study Country_, or _Study Site_).  
* **Oversight Task:** A system-generated or ad-hoc task record assigned to a user for execution and evidence capture.  
* **Oversight Issue:** A user-logged finding created in the context of an Oversight Task to document and track specific findings identified during oversight activities.

### Creating an Oversight Plan

1. Navigate to the **Study Info > Studies** tab and select a **Study**.  
2. In the _Setup_ section, select **Oversight Plans**.  
3. Click **Create**.  
4. Enter a **Name** for the _Oversight Plan_.  
5. Click **Save**.

### Creating Oversight Schedule Items

Within an _Oversight Plan_, add individual schedule items to establish recurring tasks:
1. Open an existing **Oversight Plan**.  
2. In the _Oversight Schedule Items_ section, click **Create**.  
3. Enter a **Name** and **Task Description**.  
4. Enter the **Frequency (Days)** to specify how often Vault will create the task.  
5. Select a **Responsible Role** (such as _Study Manager_ or _CRA_).  
6. Optional: Select an **Initiating Milestone** to activate the schedule item automatically upon milestone completion, or an **Ending Milestone** to stop task generation.  
7. Optional: Set an **Initial Offset** (days after the record entering the _Active_ state before the first task is generated) and a **Due Date Offset** (days allowed to complete each generated task).  
8. Click **Save**.

**Note**: The _Initiating Milestone_ and _Ending Milestone_ fields cannot contain the same milestone value.

### Manually Start or End an Oversight Schedule Item

If an _Oversight Schedule Item_ does not have an _Initiating Milestone_ defined, you can activate it manually. Open the desired **Oversight Schedule Item** and select **Start Oversight Schedule Item** from the **All Actions** menu. Vault sets the _Item Status_ to _Active_ and calculates the next task creation date.

To manually stop recurrence for an active item select **End Oversight Schedule Item** from the **All Actions** menu. Vault sets the _Item Status_ to _Ended_ and stops future task generation.

**Note**: Once an _Oversight Schedule Item_ is in the _Ended_ state, it cannot be reactivated. You must create a new item if oversight needs to resume.

## Executing Oversight Tasks

Vault automatically generates _Oversight Task_ records on the defined schedule using a daily system job. You must have an _Application Role_ that matches the _Oversight Schedule Item Responsible Role_, and be assigned the relevant role in the _Oversight Task_ _Sharing Settings_ to accept and complete _Oversight Tasks_. 

### Accepting and Completing an Oversight Task

1. Navigate to the **Home** tab and select **All Tasks** or **Available Tasks**.  
2. Locate the assigned _Oversight Task_ and click **Continue**.  
3. In the task header banner, click **Accept**. Vault updates the task lifecycle state to _In Progress_ and populates you as the _Assigned To_ user. The _Oversight Task_ is now unable to be accepted by another user.  
4. Review the _Task Description_ and conduct the required review activities.  
5. Optional: In the _Oversight Issues_ section, click **Create** to log any identified findings.  
6. Optional: In the _Attachments_ section, click **Upload** to attach supporting documentation or evidence.  
7. Click **Complete** in the task header banner.  
8. In the prompt dialog, enter the **Completion Date** and provide a **Comment**.  
9. Click **Complete**. This moves the _Oversight Task_ to the _Complete_ lifecycle state.

### Creating an Ad-Hoc Oversight Task

You can also log one-off, unplanned oversight activities outside of the standard schedule:
1. Navigate to the relevant **Study** record.  
2. In the *Oversight Tasks* section, click **Create**.  
3. Enter a **Name** and **Task Description**.  
4. Click **Save**.  
5. Manually populate the **Assigned To** field and complete the task using the standard workflow steps.

### How to Cancel an Oversight Task

If a planned task is no longer required:
1. Open an Oversight Task in the _Planned_ state.  
2. Select **Cancel Task** from the **Actions** menu.  
3. Enter a **Cancellation Reason**.  
4. Click **Complete**.

## Related Permissions

You can complete all steps in this article with the standard Business Admin, System Admin, or Vault Owner profile.

If your Vault uses custom security profiles, your profile must grant the following permissions:

| Type | Permission Label | Controls |
| ---- | ---- | ---- |
| Security Profile | Objects: Oversight Plan: Create, Edit | Ability to create and edit _Oversight Plans_. |
| Security Profile | Objects: Oversight Schedule Item: Create, Edit | Ability to create, edit, and trigger actions on _Oversight Schedule Items_. |
| Security Profile | Objects: Oversight Task: Create, Edit | Ability to create ad-hoc tasks, accept, complete, and cancel _Oversight Tasks_. |
| Security Profile | Objects: Oversight Issue: Create, Edit | Ability to create and link _Oversight Issues_ to _Oversight Tasks_. |