Knowledge, Training & Learning – Technical Specification

HR & People Manager v2.1

Task Manager v2.3

AI Assistant v2.0

Communication Hub

Staff App Mode

1. Version Summary (v2.1 – LMS Extension Release)

This version introduces:

• Full Learning Management System (LMS) capability
• Support for:
• Learning pathways (Viva Learning-style)
• Internal course creation
• External CPD provider integration
• Primoro-distributed training content
• Clear separation between:
• Knowledge (static content)
• Training (structured learning)
• Execution (Task Manager)
• Strengthened AI and governance boundaries

2. Purpose of the Module

Knowledge, Training & Learning is the authoritative system for organisational knowledge and structured learning delivery.

It ensures:

• staff always have access to correct information
• learning is structured, role-based, and trackable
• training is embedded into real work, not separate

✅ It is

• Knowledge source of truth
• Training & learning platform (LMS layer)
• Role-based learning delivery system
• Compliance tracking layer

❌ It is NOT

• Workflow execution engine (Task Manager)
• Policy authority (HR owns governance)
• AI-driven decision system

3. Core Architecture Principle

3.1 Separation of Responsibilities

The module operates within a clearly defined responsibility boundary shared across HR & People Manager, Task Manager, and the AI Assistant (Aiden). Each system owns a distinct slice of the learning lifecycle; no module duplicates or overrides another's governance domain.

3.2 Rule

3.3 Inter-Module Boundary Contracts

HR & People Manager → Knowledge, Training & Learning (Compliance Handoff)

HR & People Manager is the sole authority for defining mandatory training obligations and compliance requirements. Knowledge, Training & Learning receives these obligations as an inbound contract and is responsible for delivery and evidence tracking only. The boundary is as follows:

• HR owns: definition of which training is mandatory, the compliance standard it must meet, the recurrence schedule, and the enforcement handoff trigger.
• KT&L owns: delivery of the required content, completion tracking, evidence storage, and reporting back to HR & People Manager.
• KT&L MUST NOT redefine, override, or independently enforce compliance obligations — it executes the requirements HR has defined.
• When HR & People Manager designates a training requirement as mandatory, it MUST supply a structured obligation record (role, course reference, due-date rule, and recurrence) which KT&L ingests to configure the corresponding learning pathway or module assignment.

AI Assistant (Aiden) → Knowledge, Training & Learning (API Consumption)

Aiden consumes the KT&L approved knowledge base via API and does not own, duplicate, or override KT&L's content governance. The following rules apply to this contract:

• KT&L MUST expose an approved-content API that surfaces published, version-controlled knowledge articles, SOPs, and course metadata to Aiden.
• The API MUST only surface content that has passed KT&L's internal approval and version-control workflow; draft or superseded content MUST NOT be surfaced.
• Aiden MAY read and surface approved knowledge content in responses to staff queries; it MUST NOT write to, modify, or govern that content.
• KT&L remains the single source of truth; any content Aiden presents is a read-only projection of KT&L's authoritative record.

4. Core Capability Layers

4.1 Knowledge Layer

• SOPs
• policies
• operational guides
• role responsibilities

4.2 Training Layer

• structured courses
• learning modules
• role-based training programmes

4.3 Learning Pathways

A structured sequence of training content tied to a role or competency.

Examples:

• New Starter – Reception
• Dental Nurse Induction
• Manager Training Pathway
• GDPR Compliance Path

Requirements:

• ordered progression
• required vs optional modules
• milestone completion tracking

4.4 LMS Layer

Supports:

• courses
• modules
• lessons
• completion tracking
• assessment

5. Course & Learning Model

5.1 Course Object

5.2 Structure

Course → Modules → Lessons

Lessons may include:

• video
• text
• checklist
• quiz

5.3 Course Types

6. Learning Pathways

6.1 Ownership

• HR defines requirements
• Knowledge stores structure
• Task Manager executes

6.2 Behaviour

• auto-assigned on onboarding / role change
• supports sequencing and dependencies

6.3 Task Manager Integration Contract

When a learning pathway is assigned to a user — whether triggered by onboarding, a role change, or an HR-defined compliance obligation — KT&L MUST emit a task-creation event to Task Manager. This ensures that all pathway assignments are audit-logged as work items and subject to Task Manager's deadline, reminder, and escalation mechanisms.

The task-creation event MUST include:

• UserId – the assignee
• PathwayId – the learning pathway being assigned
• CourseIds – the ordered list of courses within the pathway
• DueDate – derived from HR's obligation record or the default pathway schedule
• Source – "KnowledgePathwayAssignment" so Task Manager can route correctly
• MandatoryFlag – whether the pathway is compliance-mandatory (as defined by HR)

Task Manager owns deadline enforcement, reminder dispatch, and escalation from the point of task creation. KT&L owns completion recording and evidence storage once the user fulfils the learning. Upon confirmed completion, KT&L MUST notify Task Manager so the corresponding task is marked complete and the audit log is closed.

KT&L MUST NOT independently send reminders, escalate overdue pathways, or enforce deadlines — these responsibilities remain with Task Manager.

7. External CPD Integration

7.1 Capability

• external provider linking
• completion tracking
• CPD evidence storage

7.2 Supported Modes

• SCORM / xAPI
• API (optional)
• manual certificate upload

7.3 Rule

External learning MUST:

• map to internal requirements
• feed into compliance tracking

8. Primoro Content Distribution

8.1 Platform Courses

• module training
• AI training
• compliance training

8.2 Behaviour

• global or optional
• can be auto-assigned

8.3 Constraint

• practice controls adoption

9. User-Generated Courses

9.1 Capability

• create courses
• share internally

9.2 Permissions

9.3 Governance

• version control
• ownership required
• approval workflows

10. Task Manager Integration

10.1 Execution Model

All learning must be executed via Task Manager.

10.2 Flow

Rules

Knowledge MUST NOT:

• send reminders
• escalate
• enforce deadlines

11. HR Integration

11.1 Ownership

HR owns:

• compliance
• mandatory training

11.2 Knowledge Provides

• delivery
• tracking

12. AI Integration

AI MAY

• answer questions
• suggest training

AI MUST NOT

• validate compliance
• interpret policy

13. Compliance & Tracking

Knowledge

• tracks completion
• stores evidence

Task Manager

• enforces
• escalates

14. Data Model

CourseProgress

LearningPathway

ExternalTrainingRecord

15. Core Behaviour Rules

• Knowledge is single source of truth
• LMS embedded in module
• Task Manager executes
• HR defines compliance
• AI assists only

16. Acceptance Criteria

• knowledge centralised
• LMS functional
• CPD supported
• execution via Task Manager
• compliance auditable

17. External CPD & Content Integration Model

17.1 Supported Integration Types

17.2 Provider Compatibility

17.3 Target Providers

• Agilio iLearn
• Dental CPD Network
• Dentistry CPD
• Dentaljuce
• Verified Learning
• Oral‑B Professional
• Open CPD

17.4 Rule

17.5 Compliance Behaviour

• map courses to requirements
• record CPD hours
• track certificates

17.6 Execution Flow

17.7 Constraints

• SCORM baseline
• provider-agnostic design

17.8 Future Scope

• CPD marketplace
• provider SDK
• real-time dashboards

End of Document – Knowledge, Training & Learning v2.1 (Cleaned & Standardised)

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