**Source URL:** https://clinical.veevavault.help/en/lr/1295951/

# Configuring Oversight Plans & Schedules

In Clinical Operations Vaults, _Oversight Plan_ and _Schedule Items_ enable study teams to define recurring sponsor oversight activities, auto-generate tasks on cadence, and track evidence capture.

Vault includes standard objects and fields to support oversight functionality:
* **Oversight Plan** (`oversight_plan__v`): Study-level container record.  
* **Oversight Schedule Item** (`oversight_schedule_item__v`): Tracks recurring activity definitions, frequency, offset parameters, and job schedules.  
* **Oversight Task** (`oversight_task__v`): System-generated or ad-hoc task instances executed by end users.  
* **Oversight Task – Oversight Issue** (`oversight_task_oversight_issue__v`): Join object linking tasks to _Oversight Issues_.  
* **Oversight Task – Issue** (`oversight_task_issue__v`): Join object linking tasks to standard Vault issues.

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

## Configuration Overview

Oversight Planning & Schedule requires configuration before users can access and execute oversight workflows:
* Add related object sections for the _Oversight Plan_ and _Oversight Task_ objects to the _Study_ object's page layout. 
* Configure [object lifecycles and user actions](#configuring-oversight-planning-schedule-lifecycles).  
* Configure the standard [approval workflow](#configuring-oversight-plan-approval-workflows).  
* Assign application roles and [update permission sets](#configuring-access).

## Configuring Oversight Planning & Schedule Lifecycles {#configuring-oversight-planning-schedule-lifecycles}

Configure user actions on object lifecycles to allow users to transition records manually when necessary.

### Oversight Schedule Item Lifecycle

1. Navigate to **Admin > Configuration > Object Lifecycles > Oversight Schedule Item Lifecycle**.  
2. On the _Active_ state, add the **Start Oversight Schedule Item** user action with criteria enforcing that _Item Status_ is _Standby_.  
3. On the _Active_ state, add the **End Oversight Schedule Item** user action with criteria enforcing that _Item Status_ is _Active_.

### Oversight Task Lifecycle

1. Navigate to **Admin > Configuration > Object Lifecycles > Oversight Task Lifecycle**.  
2. On the _Planned_ state, add a **Cancel Oversight Task** user action. Ensure the action prompts for a required cancellation comment, updates the lifecycle state to Cancelled, and sends the _Oversight Task Cancelled_ notification to _Vault Owners_.

## **Configuring Oversight Object Workflows**

To utilize oversight planning you must configure workflows for _Oversight Plan_ approval and _Oversight Task_ assignment. 

### Configuring Oversight Plan Approval Workflows {#configuring-oversight-plan-approval-workflows}

Configure an approval object workflow for the _Oversight Plan Lifecycle_ to manage version control and the _Approved Date_:
1. Navigate to **Admin > Configuration > Workflows**.  
2. Create or edit an approval workflow for the _Oversight Plan Lifecycle_.  
3. On the transition to the _Approved_ state, add _Action Steps_ to:  
   * Set _Approved Date_ = Today().  
   * Increment the _Version_ field.  
4. Activate the workflow and create a _Workflow_ type _User Action_ on the _Draft_ state of the _Oversight Plan Lifecycle_. 

**Note**: Vault automatically enforces that only one *Oversight Plan* can be in the *Approved* state per *Study* at any time. If a user attempts to approve a second plan for a study, Vault displays an error message.

### Understanding Oversight Task Assignment

Vault includes an _Oversight Schedule Job_ that runs daily to automate task assignment.

The job executes the following operations:

* Evaluates all active _Oversight Schedule Items_ under _Approved_ Oversight Plans.  
* Checks if milestone conditions have been met to transition items from _Standby_ to _Active_.  
* Generate new _Oversight Task_ records for active items where _Next Create Date_ <= Today().  
* Sets _Opened Date_ = Today() and _Due Date_ = Today() + _Due Date Offset_.  
* Advances _Next Create Date_ on the schedule item to Today() + _Frequency (Days)_.

If task generation fails for any item, Vault sends an _Oversight Schedule Job Completed with Errors_ notification with an attached error CSV file to Vault Owners.

**Note**: Ad-hoc _Oversight Tasks_ are excluded from this job.

## Configuring Access {#configuring-access}

Update desired _Permission Sets_ to ensure intended users (such as Study Managers or CRAs) have object permissions to view, create, and edit _Oversight Plans_, _Oversight Schedule Items_, _Oversight Tasks_, and _Oversight Task - Issues_.

**Note**: When the daily system job generates an _Oversight Task_, it evaluates the _Responsible Role_ defined on the parent _Schedule Item_ and automatically assigns the workflow to users holding that role for the specific _Study_, _Country_, or _Site_. If no users match the role, the workflow defaults to the _Vault Owner_ role.

## Related Permissions

You can complete all steps in this article with the 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 | Admin: Configuration: Objects: Edit | Ability to configure object page layouts, fields, and relationships. |
| Security Profile | Admin: Configuration: Object Lifecycles: Edit | Ability to configure lifecycles, states, atomic security, and user actions. |
| Security Profile | Admin: Configuration: Workflows: Edit | Ability to create and edit object workflows. |