Assigning a Checklist to a Person


Concept


Steps:

  1. Begin by navigating to the Checklist Management 1 page.

     

    Click the Campus Community link.

    Step 1
  2. Click the Checklists link.

    Step 2
  3. Click the Checklist Management - Person link.

    Step 3
  4. Click the Add a New Value tab.

    Step 4
  5. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "AA0001"
    .

    Step 5
  6. Click the Add button.

    Step 6
  7. Use the Checklist Management 1 page to assign a checklist to an individual.

    Step 7
  8. The system populates the Checklist Date Time field with the date and time of the checklist's creation. It is set to the current system date and time.

    Step 8
  9. You can associate checklist items with the administrative function with which an individual is associated. You can then use that function to enter checklist items as a subset of items on a larger, more comprehensive checklist with its own overall due date. Use the Administrative Function field to specify the administrative function code. The administrative function codes reside on the Administrative Functions page. 

     

    In this example, you want to associate the individual with the Admissions Application function.

     

    Click in the Administrative Function field.

    Step 9
  10. Enter the desired information into the Administrative Function field. Enter

     a valid value
     e.g.
     "ADMA"
    .

    Step 10
  11. Refresh the page.

     

    Press [Tab].

    Step 11
  12. Notice that the Variable Data button has been enabled. Use this button to access the Variable Data page, on which you can view or enter the variable data associated with the specified administrative function. If variable data is not required or allowed for the specified administrative function, this button is unavailable.

     

    In this example, this button is activated because the Admissions Application administrative function was selected. Now, enter the data associated with this function.

     

    Click the Variable Data button.

    Step 12
  13. Use the Variable Data page to enter or review variable data for an individual.

    Step 13
  14. Based on the individual and administrative function that you selected on the Checklist Management 1 page, various fields automatically appear on the Variable Data page. With this feature, PeopleSoft ensures consistency between all records within a similar functional area across the institution. The administrative function of ADMA identifies the academic career, student career number, application number, and application center. 

     

    In this example, specify UGRD as the code associated with the Undergraduate academic career.

     

    Enter the desired information into the Academic Career field. Enter

     a valid value
     e.g.
     "UGRD"
    .

    Step 14
  15. Click the OK button.

    Step 15
  16. In the Academic Institution field, specify the entity with which this individual is associated. This entity can be a university or a college that runs independently from other similar entities and has its own set of rules and business processes.

     

    In this example, this field's default value is PeopleSoft University. This individual is associated with PeopleSoft University; therefore, retain the default specification.

    Step 16
  17. Use the Checklist Code field to specify the code that describes the checklist assigned to this individual. Only those checklist codes that are associated with the administrative function specified on the Checklist Item Functions page are available.

     

    Click in the Checklist Code field.

    Step 17
  18. Enter the desired information into the Checklist Code field. Enter

     a valid value
     e.g.
     "UGAPST"
    .

    Step 18
  19. Refresh the page.

     

    Press [Tab].

    Step 19
  20. In the Status field, the system displays the status and the date when the status was updated. Valid status values are Initiated or Completed.

    Step 20
  21. Click in the Due Date field.

    Step 21
  22. Enter the desired information into the Due Date field. Enter

     a valid value
     e.g.
     "02/09/2008"
    .

    Step 22
  23. Click the Checklist Management 2 tab.

    Step 23
  24. Use the Checklist Management 2 page to view or assign all or some of the checklist items to the individual and identify who is responsible for each item.

    Step 24
  25. The essay, recommendation letter, ACT/SAT test scores, and academic transcripts checklist items associated with the Admissions Application administrative function are displayed. You can remove any items you do not want to include or add additional items if necessary.

    Step 25
  26. The Sequence field represents the number of this checklist item in the list of checklist items for this individual.

     

    The system automatically enters the next sequential number for each checklist item that you add. You can override the number manually to reorder the list of items for this checklist.

    Step 26
  27. The Item field displays the code for this checklist item. The available item codes are from the Checklist Item Functions page for the administrative function selected.

    Step 27
  28. The Status and Status Date fields display the status and status date of the checklist item. Valid statuses are: Initiated, Completed, Active, Ordered, Paid Off, Received, Notified, 2nd Notification, Returned, Waived, or Cancelled.

    Step 28
  29. In the Due Date field, the system displays the overall checklist due date as the default due date for each checklist item. You can override this date, but it must be with an earlier date so that the item due date does not exceed the overall due date of the checklist.

    Step 29
  30. In the Responsible ID field, the system displays a default ID, which is that of the user who created the checklist on the Checklists page. You can manually override the ID to reassign responsibility to someone else in your database. The system also displays the name of the individual with that ID.

    Step 30
  31. Click the vertical scrollbar.

    Step 31
  32. Click the Save button.

    Step 32

You have successfully assigned a checklist to an individual.

 

To summarize, you can create checklists for individuals to track applications, organize recruitment mailings, assign tasks to staff members, and generate a series of communication items.

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