Managing Checklists

This chapter provides an overview of checklists, lists prerequisites and common elements, and discusses how to:

Assign checklists to individuals.
Assign checklists to organizations.
Assign checklists to events.
Review 3C group access to checklists.
Review checklists for individuals.
Review checklists for organizations.
Review checklists for events.

Understanding Checklists

Use checklists to assign lists of requirements to individuals, organizations, events, or groups of individuals and to monitor progress toward completing those requirements. You can use checklists to track applications, organize recruitment mailings, assign tasks to staff members, generate a series of communication items, and so on.

You can assign checklists to an organization. For example, you might want to assign a checklist of recruitment items required from a specific high school, including a roster of the top 10 percent of the current graduating class, a list of athletic award winners, and scholarship applicants.

You can assign checklists to events. For example, if you are presenting a conference, you might want to create a checklist of things to do, including sending out invitations, booking a keynote speaker, setting food menus, and so on.

For each checklist item that you assign, you can specify the individual who is responsible for that item and the due date. If the item is also associated with an organization, you can specify the name of the organization responsible for the item. You can also specify an ultimate due date for the overall checklist.

You can assign checklists to individuals, organizations, and events manually, or you can use the 3C engine to automatically assign checklists to individuals or organizations based on rules and conditions that you define.

See Using the 3C Engine.

(checklists)

After a checklist is set up, you can, with appropriate security access, click the Create Checklists button on a page in a functional area about that individual or organization to view or update their checklists.

You can also navigate through the menus, as described in this section, to access the checklist management pages.

You can update the status of checklist items manually on the same checklist management pages where you assign the items, or you can view a summary of all checklist items assigned to an individual, organization, or event and manually update each checklist item status there.

You can update a specific checklist item for the IDs that you indicate. For example, when a recruiter makes phone calls to several prospects, he or she could select the Recruiter Phone Call checklist item to update and enter the ID of each individual who was called. When the page is saved, the system updates the status of the Recruiter Phone Call checklist item for each of the specified individuals.

You can use automated processes to update checklists, too. You can specify criteria to run either the Update - Automated process or the Update Checklists - by Item process to update checklists in the background.

Run the Item Update - Automated is a background process that updates the status of either a specific checklist item or all checklist items in three general areas (transcripts, general materials, and test scores) across the IDs that you specify. The process updates the checklists in the background and, once set up, does not require manual intervention. It automatically checks the status indicator for all items in each area that you select and, upon encountering a status of Complete for an item, updates the status of the relevant checklist.

You can use the 3C engine to automatically update checklist items either in the background or in real time, based on rules and events that you define.

Note. The 3C engine cannot update items that include organization and name IDs. You must update checklists for transcripts, test scores, and general material items either manually or by using the Item Update - Automated process.

You can review checklist information several ways. You can review checklist information for an individual, organization, or event; or you can review checklist information by tracking group for an individual or for an organization. You can review detailed checklist data for an organization, or you can search for a summary of the checklist data that you want to review for an organization. You can also review organization checklists by the tracking groups to which their checklist items are assigned.

Note. PeopleSoft Enterprise Campus Self Service, which is licensed separately, offers self-service checklist functionality.

See Using Self-Service Checklists Data.

Using the 3C Engine

Using Mass Change

Prerequisites

Before you can assign and monitor checklists, you must set up checklist item codes and checklist templates. To use the full functionality of checklist management, you should also be familiar with administrative functions and 3C group security, and ensure that they are properly set up.

See Also

Setting Up Checklists

Setting Up Administrative Functions

Setting Up 3C Group Security

Common Elements Used in This Chapter

(communications)	Click to transfer to where you can add a new communication for the individual or organization.
(checklists)	Click to transfer to where you can add a new checklist for the individual or organization.
(comments)	Click to transfer to where you can enter a new comment for the individual or organization.
View or Edit	Click to transfer to where you can view or edit the communication assignment. Note. The View link is available when the user has 3C group inquiry access for the communication category. The Edit link is available only when the user has 3C group update access for the communication category.

Assigning Checklists to Individuals

This section discusses how to:

Assign a checklist to an individual.
Review or update variable data for an individual.
Assign checklist items to an individual's checklist.

Pages Used to Assign Checklists to Individuals

Page Name	Object Name	Navigation	Usage
Checklist Management 1	PERS_CHKLST_MGMT1	Campus Community, Checklists, Person Checklists, Checklist Management - Person, Checklist Management 1	Assign a checklist to an individual.
Variable Data	VAR_XXXX_SEC (where XXXX is the administrative code)	Click the Variable Data button on the Checklist Management 1 page.	Review or edit variable data for an individual.
Checklist Management 2	PERS_CHKLST_MGMT2	Campus Community, Checklists, Person Checklists, Checklist Management - Person, Checklist Management 2	Place checklist items on an individual's checklist and identify who is responsible for each item.

Assigning a Checklist to an Individual

Access the Checklist Management 1 page.

Administrative Function

The code for the functional area with which this individual is associated.

The available administrative function codes are from the Administrative Functions page.

If you accessed this page from another page, the system automatically displays the administrative function from that page.

Checklist Code

The code that describes the checklist assigned to this individual.

The only checklist codes available are those associated with administrative function on the Checklist Item Functions page.

Status and Stat Dt (status date)

The system displays the status and the date when the status was updated. Valid status values are Initiated or Completed.

Due Date

The date by which the entire checklist must be completed for this individual.

Due Amount

The monetary amount, if any, that is due as part of this checklist and the currency in which it is expressed.

Comments

Enter comments to further identify or describe the checklist for this individual.

Variable Data

If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was available to transfer.

If variable data is required, the Variable Data button is available. Select the variable data (for example, Aid Year) for which the checklist is applicable.

Reviewing or Updating Variable Data for an Individual

Access the Variable Data page.

Different fields and data appear on this page based on the individual and the administrative function selected on the Checklist Management 1 page.

See Also

Setting Up 3C Group Security

Assigning Checklist Items to an Individual's Checklist

Access the Checklist Management 2 page.

Note. The checklist items associated with the specified checklist code on the Checklist Management 1 page become available when you select the checklist code. You can enter any of those items directly, or you can click the Lookup button to go to the search page, where all checklist items associated with the specified administrative function are available.

Checklist Items

Sequence	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.
Item	The code for this checklist item. The available item codes are from the Checklist Item Functions page for the administrative function selected.
Status and Status Date	The status and status date of the checklist item: Initiated, Completed, Active, Ordered, Paid Off, Received, Notified, 2nd Notification, Returned, Waived, or Cancelled. Values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.
Due Date	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.
Responsible ID and Name	The default ID 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 displays the name of the individual with that ID.
Association ID and Name	If the checklist item was created with an item association of Name on the Checklist Items page, the Association ID field appears for you to identify the associated person. For example, the checklist item might be a medical appointment, and that appointment might be with Dr. Clara Simpson. Dr. Simpson is the associated person. If the associated person has an ID in your database, enter it here. When you exit the field, the system displays the name of that individual. If the individual does not have an ID in your database, enter his or her name manually.
Org ID (organization ID) and Description	If the checklist item was created with an item association of Organization on the Checklist Items page, the Org ID field appears for you to identify the associated organization. For example, the checklist item might be a transcript, and a transcript is required from Cottonwood High School. Cottonwood High is the associated organization. If the associated organization has an ID in your database, enter it here. When you exit the field, the system displays the name of that organization. If the organization does not have an ID in your database, enter the name manually.

Assigning Checklists to Organizations

This section discusses how to:

Assign a checklist to an organization.
Review or update variable data for an organization.
Assign checklist items to an organization's checklist.

Pages Used to Assign Checklists to Organizations

Page Name	Object Name	Navigation	Usage
Org Checklist Mgmt 1	ORG_CHKLST_MGMT1	Campus Community, Checklists, Organization Checklists, Checklist Management - Org, Org Checklist Mgmt 1	Assign a checklist to an organization.
Variable Data	VAR_XXXX_SEC (where XXXX is the administrative code)	Click the Variable Data button on the Organization Checklist Management 1 page.	Enter or review variable data for an organization.
Org Checklist Mgmt 2	ORG_CHKLST_MGMT2	Campus Community, Checklists, Organization Checklists, Checklist Management - Org, Org Checklist Mgmt 2	Place checklist items on an organization's checklist and identify who is responsible for each item.

Assigning a Checklist to an Organization

Access the Org Checklist Mgmt 1 page.

Administrative Function

The code for the functional area with which this organization is associated.

The available administrative function codes are from the Administrative Functions page.

If you accessed this page from another page, the system automatically displays the administrative function from that page.

Checklist Code

The code that describes the checklist assigned to this organization.

The only checklist codes available are those associated with administrative function on the Checklist Item Functions page.

Status and Status Date

The status and status date of the checklist item. Valid status values are Initiated or Completed.

Values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.

Due Date

The date by which the entire checklist must be completed for this organization.

Due Amount and Currency Code

The monetary amount, if any, that is due as part of this checklist, and the currency in which it is expressed.

Comments

Enter comments to further identify or describe the checklist for this organization.

Variable Data

If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was available to transfer.

Reviewing or Updating Variable Data for an Organization

Access the Variable Data page.

Different fields and data appear on this page, based on the individual and the administrative function selected on the Organization Checklist Management 1 page.

See Also

Setting Up Administrative Functions

Assigning a Checklist Item to an Organization's Checklist

Access the Org Checklist Mgmt 2 page.

Note. The checklist items associated with the specified checklist code on the Org Checklist Mgmt 1 page become available when you select the checklist code. You can enter any of those items directly, or you can click the Lookup button to go to the search page, where all checklist items associated with the specified administrative function are available.

Checklist Items

Sequence	The number of this checklist item in the list of checklist items for this organization. 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.
Item Code	The code for this checklist item. The available item codes are from the Checklist Item Functions page for the administrative function selected.
Status and Status Date	The status and status date of the checklist item: Initiated, In Progress, or Completed. Values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.
Due Date	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.
Responsible ID	The default ID 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.
Association ID and Name	If the checklist item was created with an item association of Name on the Checklist Items page, the Association ID field appears for you to identify the associated person. For example, the checklist item might be a medical appointment, and that appointment might be with Dr. Clara Simpson. Dr. Simpson is the associated person. If the associated person has an ID in your database, enter it here. When you exit the field, the system displays the name of that individual. If the individual does not have an ID in your database, enter his or her name manually.
Org ID (organization ID) and Description	If the checklist item was created with an item association of Organization on the Checklist Items page, the Org ID field appears for you to identify the associated organization. For example, the checklist item might be a transcript, and a transcript is required from Cottonwood High School. Cottonwood High is the associated organization. If the associated organization has an ID in your database, enter it here. When you exit the field, the system displays the name of that organization. If the organization does not have an ID in your database, enter the name manually.

Assigning Checklists to Events

This section discusses how to:

Assign checklist items to an event's checklist.
Assign a checklist to an event.

Pages Used to Assign Checklists to Events

Page Name	Object Name	Navigation	Usage
Event Checklist Mgmt 1	EVENT_CHKLST_MGMT1	Campus Community, Checklists, Event Checklists, Checklist Management - Event, Event Checklist Mgmt 1	Specify checklist items for an event by selecting the meetings that make up the event.
Event Checklist Mgmt 2	EVENT_CHKLST_MGMT2	Campus Community, Checklists, Event Checklists, Checklist Management - Event, Event Checklist Mgmt 2	Assign a checklist to an event.

Assigning a Checklist Item to an Event's Checklist

Access the Event Checklist Mgmt 1 page.

Academic Institution

The academic institution with which this event is associated.

The available academic institutions are from the Institution Table page.

Checklist Code

The code that describes the checklist assigned to this organization.

The only checklist codes available are those associated with the EVNT (Event) administrative function on the Checklist Item Functions page.

Status and Status Date

The status and status date of the checklist item: Initiated, or Completed.

Values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.

Due Date

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.

Comment

Enter comments to further identify or describe the checklist for this organization.

Event Meeting

Enter event variable data in this section. This data is similar to variable data for individuals and organizations; however, the EVNT (Event) administrative function is the only applicable function for events.

Campus Meeting	When selected, indicates that this checklist is for a specific meeting assigned to this event.
Event Meeting Number	The number of the specific meeting to which this checklist is assigned. The available numbers are from the Meetings Details page for this event.

Assigning a Checklist to an Event

Access the Event Checklist Mgmt 2 page.

Note. The checklist items associated with the specified checklist code on the Event Checklist Management 1 page become available when you select the checklist code. You can enter any of those items directly, or you can click the Lookup button to go to the search page, where all checklist items associated with the specified administrative function are available.

Item List

Sequence	The number of this checklist item in the list of checklist items for this organization. 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.
Item Code	The code for this checklist item. The item codes available are from the Checklist Item Functions page for the administrative function selected.
Item Status and Status Date	The status and status date of the checklist item: 2nd Ntfctn, Active, Cancelled, Completed, Initiated, Notified, Ordered, Paid Off, Received, Returned, or Waived. Values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.
Due Date	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.
Resp ID (responsible ID) and Name	The system displays the ID and name of the user who created the checklist on the Checklists page.

Reviewing 3C Group Access to Checklists

You can access the 3C Group Summary page to view or change an individual's 3C group security access to checklists.

Note. Users can access only those checklists to which they are granted 3C group security. With 3C group inquiry access, users can view the checklists, but cannot change them. With 3C group update access, users can view and change the checklists.

See Selecting the Type of 3C Group Access.

Updating Checklist Item Status

You can change the status of a checklist item for an individual or organization in the respective Checklist Management component.

To minimize security access concerns or to accelerate data entry, you can update the status of a checklist item for individual IDs (not for organization IDs) manually inside a component that shows only checklist items, or you can change the same item across all IDs automatically using the Update Checklist Item - by Item (CCCHKLER.SQR) process.

To update a checklist item manually by ID, access the checklist assigned to that ID and change the status of each item to the appropriate status in that checklist.

To use the Update Checklist Item - by Item process, select the item whose status you want to change and add all the IDs for which you want the process to update the status. For example, if you have several recruiter phone calls to make, as you call you could insert all the individual IDs under the checklist item Call Prospect”. When you run the process, the system updates the checklist item status to Complete for all the IDs that you listed.

Using the automated process (CCITMUPD SQR), you can also update checklist items automatically across checklists using test scores, transcripts, or general materials.

This section discusses how to:

Manually update checklist items by ID.
Update all or a specific checklist item by automated process.
Update test score, transcript, and general material checklist items.

Pages Used to Update Checklist Item Status

Page Name	Object Name	Navigation	Usage
Item Update - by Person	PERS_CHKLST_UPDATE	Campus Community, Checklists, Person Checklists, Item Update - by Person	Manually update the status of each relevant checklist item on a summary of checklist items for a specific ID (individual IDs only).
Item Update - by Item	CHKLST_ITEM_UPDATE	Campus Community, Checklists, Process Checklists, Item Update - by Item	List all the individual IDs for whom you want to change the status of a specific checklist item to Complete when the update process (CCCHKLER SQR) runs in the background.
Update Checklist Item - by Item	RUNCTL_CCCHKLER	Campus Community, Checklists, Process Checklists, Update Checklist Item Update - by Item	Run the automated Update Checklist Item - by Item process (CCCHKLER SQR) to update one or all checklist items for IDs to which the items are assigned.
Checklist Item Update Parms	RUNCTL_ITMUPD	Campus Community, Checklists, Process Checklists, Item Update - Automated, Checklist Item Update Parms	Specify the test scores, transcripts, or general materials checklist items and IDs to update when running the Checklist Item Update process for test scores, transcripts, or general materials.
Data Selection Parms	RUNCTL_ITMUPD_DATA	Campus Community, Checklists, Process Checklists, Item Update - Automated, Data Selection Parms	Specify the IDs and materials to update when running the Checklist Item Update process for test scores, transcripts, or general materials.

Manually Updating Checklist Items by ID

Access the Item Update - by Person page.

Item, Sequence, Function, Checklist Type and Checklist Code Descr (checklist code description)

The system displays this information for each of the checklists items assigned to the individual on the Checklist Management 1 page.

Item Status

Enter the updated status of the checklist item: Initiated, In Progress, Completed, and so on.

Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.

Status Date

When you update the status of a checklist item, the system automatically changes the status date to the system's current date. You can override this date.

Updating All or a Specific Checklist Item by Automated Process

Access the Item Selection page.

Item Selection

All Items

Select this to update all of the checklist items specified on the Item Update - by Item table to a status of Complete.

One Item and Checklist Item Code

Select this to update the checklist item that you specify, to a status of Complete. You must specify the checklist item to update.

After you run the process, you can view the CCCHKLER report, which lists the IDs and the checklist item codes that were updated.

See Campus Community Reports.

Updating Test Score, Transcript, or General Material Checklist Items

Access the Checklist Item Update Parms page.

ID Selection

Process All IDs or ID

Select Process All IDs to update all eligible checklist items for all IDs in your system, or specify the ID of the specific individual whose checklist item the process should update.

Data Type Selection

Data type selection relates to logic in the process that provides a linkage to admissions records where the applicable data resides. When the Test Scores button is clicked, the process evaluates data in the test score table as it updates checklist items.

Test Scores	Select to evaluate test score data in PeopleSoft Enterprise Recruiting and Admissions to update checklist items.
Transcripts	Select to evaluate transcript data in PeopleSoft Enterprise Recruiting and Admissions to update checklist items.
General Materials	Select to evaluate general materials data in PeopleSoft Enterprise Recruiting and Admissions to update checklist items.

Checklist Item Selection

Checklist Item Code

Enter the code of the checklist item to update.

Specifying the Data to Update

Access the Data Selection Parameters page.

Only the data selection parameters associated with the data types selected on the Update Parameters page are available.

Data Selection Parameters

Process All Test IDs or Test ID

Select Process All Test IDs for the process to update the checklist item for all test IDs, or specify the test from the Test Scores page (for example, GRE test) for which the system should update this checklist item.

If you select the Test Scores option in the Data Selection group box, you must either select Process All Test IDs or specify one test ID.

Process All Organizations or Org ID

Select Process All Organizations to evaluate all transcript data from all organizations to update the checklist item, or, specify the organization from the Education page (for example 000010008 Apache Junction High School), for which the system should update the checklist item.

Transcripts received are recorded by Organization in the PeopleSoft Recruiting and Admissions Education page.

If you select the Transcripts option in the Data Selection group box, you must either select Process All Organizations or specify one organization ID.

Process All General Materials or Material Group or Material Type

Select Process All General Materials to evaluate all general materials data to update this checklist item, or specify the material group from the General Materials page (for example, UGRECOMM, Undergraduate Recommendations) or the specific material type from the General Materials page (for example REC, Recommendation), for which the system should update this checklist item.

If you select the General Materials option in the Data selection group box, you must either select Process All General Materials to process all general materials or specify one material group or a material type.

Data Type Selection

Test Scores	When selected, indicates the process should evaluate the test IDs specified in the ID Selection group box to update checklist items.
Transcripts	When selected, indicates the process should evaluate the transcripts for the organizations specified in the ID Selection group box to update checklist items.
General Materials	When selected, indicates the process should evaluate the materials specified in the ID Selection group box to update checklist items.

Reviewing Checklists for Individuals

This section discusses how to:

View detailed checklist data for an individual.
View a summary of checklist item status for an individual.
View a summary of tracking groups for an individual.
View a summary of checklists in a tracking group for an individual.
View tracking group data.

Pages Used to Review Checklists for Individuals

Page Name	Object Name	Navigation	Usage
Checklist Detail 1 and Checklist Detail 2	PERS_CHKLST_MGMT1 PERS_CHKLST_MGMT2	Campus Community, Checklists, Person Checklists, Person Checklist Detail, Checklist Detail 1 or Checklist Detail 2	View detailed checklist data for an individual. (The Checklist Detail 1 and 2 pages are view only versions of the Checklist Management 1 and 2 pages.)
Checklist Summary	PERS_CHKLST_SUMM	Campus Community, Checklists, Person Checklists, Person Checklist Summary Records and Registration, 3 C's Summaries, Personal Checklist Summary	Note. If you license PeopleSoft Campus Self Service, you can also access the Checklist Summary page by selecting Self Service, Outreach, View Person Information, Constituent Information, Checklist Summary. View a summary of checklist item status for an individual.
Person Tracking Summary	TRACKING_SUMMARY	Campus Community, Checklists, Person Checklists, Person Tracking Summary	View a summary of tracking groups for an individual to determine the groups with which an individual's checklists are associated and view the overall status of those tracking groups.
Tracking Group Detail	CHECKLIST_SEC	Click the View link on the Person Tracking Summary page.	View a summary of checklists in a tracking group for an individual.
Person Tracking Inquiry	TRACKING_INQUIRY	Campus Community, Checklists, Person Checklists, Person Tracking Inquiry	View the variable data with which specific tracking groups are related.

Viewing Detailed Checklist Data for an Individual

The Checklist Detail 1 and 2 pages are view-only versions of the Checklist Management 1 and 2 pages where you assign checklist items to the individual.

See Also

Assigning Checklists to Individuals

Viewing a Summary of Checklist Item Status for an Individual

Access the Checklist Summary page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields that are common to all views first.

Common Page Information

If you click the Search button without entering any values, the system searches for all checklists for the individual and displays the results at the bottom of the page. You can enter values or any combination of values to limit the search.

Function	The administrative area on which you want to search.
Variable Data	The Variable Data link becomes available when a function is selected. Click the link to access the Variable Data page where you can enter the variable data associated with this administrative function for this individual. Variable data provides a powerful searching tool for reviewing checklists. By entering variable data as search criteria, you can limit the search to the results relevant to the specified function.
Checklist Type	The type of checklist (for example, Condition List, Communication List, or Requirements List) for which you want to search.
Checklist	Enter the code of the checklist for which you want to search. The available checklists are from the Checklists page.
Responsible ID	The ID of the individual who is associated with or responsible for the checklist items for which you want to search. The system displays the logged-in user ID. You can remove or change this default ID for your search.
Status	The status of the checklists for which to search. All: The system searches for all checklist items regardless of status. Completed: The system searches for only completed checklist items. Initiated: The system searches for only checklist items that have been initiated but not yet completed.
Search	Click to launch the search based on the selected criteria.

Institution and Function Tab

Use the Institution and Function tab to determine the institution, administrative function, and checklist type associated with the checklist item. Also use it to determine the name of the person who assigned or is responsible for the checklist item.

Viewing a Summary of Tracking Groups for an Individual

Access the Person Tracking Summary page.

Selection Criteria

If you click the Search button without entering any values, the system will search for all tracking groups that include this individual and display the results at the bottom of the page. You can enter a value or any combination of values to limit your search.

Function	The administrative area on which you want to search.
Variable Data	The Variable Data link becomes available when a function is selected. Click the link to access the Variable Data page where you can enter the variable data associated with this administrative function for this individual. Variable data provides a powerful searching tool for reviewing checklists. By entering variable data as search criteria, you can limit the search to the results relevant to the specified function.
Tracking Group	The tracking group on which you want to search.
Status	The status of the checklists for which you want to search. All: The system searches for all checklist items regardless of status. Completed: The system searches for only completed checklist items. Initiated: The system searches for only checklist items that have been initiated but not yet completed.
Search	Click to launch the search based on the selected criteria.

Track Group Detail

View

If the user has 3C group inquiry access to view this checklist code and the administrative function is not General, this link is available. Click to access the Tracking Group page where you can view the checklist.

Note. If the function is General, the link might appear, but it will not transfer you.

Viewing a Summary of Checklists in a Tracking Group for an Individual

Access the Tracking Group Detail page.

This page is for viewing purposes only. You cannot enter or modify data here.

Click the View link to access the Checklist Detail pages for the checklist code.

Viewing Tracking Group Data

Access the Person Tracking Inquiry page.

This page is for viewing purposes only. You cannot enter or modify data here. Click the Variable Data button to access the Variable Data page where you can review the variable data associated with this tracking group.

Reviewing Checklists for Organizations

This section discusses how to:

View detailed checklist data for an organization.
View a summary of checklist item status for an organization.
View a summary of tracking groups for an organization.
View a summary of checklists in a tracking group for an organization.
View tracking group data.

Pages Used to Review Checklists for Organizations

Page Name	Object Name	Navigation	Usage
Org Checklist Detail 1 and Org Checklist Detail 2	ORG_CHKLST_MGMT1 ORG_CHKLST_MGMT2	Campus Community, Checklists, Organization Checklists, Org Checklist Detail,	View detailed checklist data for an organization.
Org Checklist Summary	ORG_CHKLST_SUMMARY	Campus Community, Checklists, Organization Checklists, Org Checklist Summary	View a summary of checklist items for an organization. Note. If you licensed PeopleSoft Campus Self Service, you can also access the Org Checklist Summary page by selecting Self Service, Outreach, View Organization Information, Constituent Information - Org, Checklist Summary.
Organization Tracking Summary	ORG_TRACK_SUMMARY	Campus Community, Checklist, Organization Checklists, Org Tracking Summary	Review the tracking groups with which an organization's checklists are associated and the overall status of those tracking groups
Organization Tracking Group Detail	CHECKLIST_SEC	Click the View link on the Organization Tracking Summary page.	Review information about a tracking group checklist for an organization.
Organization Tracking Inquiry	ORG_TRACK_INQUIRY	Campus Community, Checklists, Organization Checklists, Org Tracking Inquiry	View the variable data with which specific tracking groups are related.

Viewing Detailed Checklist Data for an Organization

The Organization Checklist Detail 1 and 2 pages are view-only versions of the Organization Checklist Management 1 and 2 pages where you assign checklist items to the organization. You cannot enter or edit data here.

See Also

Assigning Checklists to Organizations

Viewing a Summary of Checklist Item Status for an Organization

Access the Org Checklist Summary page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields that are common to all views first.

Common Page Information

If you click the Search button without entering any values, the system searches for all checklists for this organization and displays the results at the bottom of the page. You can enter a value or any combination of values to limit the search.

Function

The administrative area on which you want to search.

Variable Data

The Variable Data link becomes available when a function is selected. Click the link to access the Variable Data page where you can enter the variable data associated with this administrative function for this organization

Variable data provides a powerful searching tool for reviewing checklists. By entering variable data as search criteria, you can limit the search to the results relevant to the specified function.

See Assigning a Checklist to an Organization.

Checklist Code	The checklist on which you want to search. The available checklists are from the Checklists page.
Checklist Type	The type of checklist (Condition List, Communication List, Requirements List, and so on) for which you want to search.
Responsible ID	The ID of the individual who is associated with, or responsible for, the checklists items for which you want to search. The system displays the logged-in user ID. You can remove or change this default ID for your search.
Status	The status of the checklists for which you want to search. All: The system searches for all checklist items regardless of status. Completed: The system searches for only completed checklist items. Initiated: The system searches for only checklist items that have been initiated but not yet completed.
Search	Click this button to launch the search based on the selected criteria.
	Click the Communication button to transfer to the Organization Communication page, where you can add a new communication for this organization.
	Click the Checklist button to transfer to the Assigning a Checklist to an Organization, where you can add a new checklist for this organization.
	Click the Comment button to transfer to the Organizational Comment Entry page, where you can enter a new comment for this organization.

Code Item Status Tab

Edit

Click this link to access the Org Checklist Management 1 page, where you can edit the checklist.

The Edit link is available only if the user has 3C group update access for this checklist code.

View

Click this link to access the Org Checklist Management 1 page, where you can view the checklist.

The View link is available only if the user has 3C group inquiry access for this checklist code.

Function and Contact Tab

Use the Function and Contact tab to determine the institution, administrative function, and checklist type associated with the checklist item. Also use it to determine the name of the contact person for the checklist item.

Viewing a Summary of Tracking Groups for an Organization

Access the Organization Tracking Summary page.

Selection Criteria

Function	The administrative area on which to search.
Variable Data	The Variable Data link becomes available when a function is selected. Click the link to access the Variable Data page where you can enter the variable data associated with this administrative function for this individual. Variable data provides a powerful searching tool for reviewing checklists. By entering variable data as search criteria, you can limit the search to the results relevant to the specified function.
Tracking Group	The tracking group on which to search.
Status	The status of the checklists for which you want to search. All: The system searches for all checklist items regardless of status. Completed: The system searches for only completed checklist items. Initiated: The system searches for only checklist items that have been initiated but not yet completed.

Track Group Detail

View

If the user has 3C group inquiry access for this checklist code and the administrative function is not General, this link is available.

Click this link to access the Tracking Group Detail page where you can view the checklist.

Note. If the function is General, the link might appear on the page, but it will not transfer you.

Viewing a Summary of Checklists in a Tracking Group for an Organization

Access the Tracking Group Detail page.

This page is for viewing purposes only. You cannot enter or modify data here.

Click the View link to access the Org Checklist Detail 1 page for the checklist code.

Viewing Tracking Group Data

Access the Person Tracking Inquiry page.

Reviewing Checklists for Events

This section discusses how to view all checklist items assigned to an event.

Page Used to Review Checklists for Events

Page Name	Object Name	Navigation	Usage
Event Checklist Summary	EVENT_CHKLST_SUMM	Campus Community, Checklists, Event Checklists, Event Checklist Summary	Review all of the checklist items assigned to an event.

Viewing All Checklist Items Assigned to an Event

Access the Event Checklist Summary page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields that are common to all views first.

Common Page Information

If you click the Search button without entering any values, the system will search for all checklists for this organization and display the results at the bottom of the page. You can enter a value or any combination of values to limit the search.

Checklist	The checklist on which to search. The available checklists are from the Checklists page.
Checklist Type	The type of checklist (for example, Condition List, Communication List, or Requirements List) for which you want to search.
Responsible ID	The ID of the individual who is associated with, or responsible for, the checklists items for which you want to search. The system displays the logged-in user ID. You can remove or change this default ID for your search.
Status	The status of the checklists for which you want to search. All: The system searches for all checklist items regardless of status. Completed: The system searches for only completed checklist items. Initiated: The system searches for only checklist items that have been initiated but not yet completed.
Search	Click this button to launch the search based on the selected criteria.

Code Item Status Tab

View

Click to access the Event Checklist Management 1 page where you can view the checklist.

The View link is available only if the user has 3C group inquiry access for this checklist code.

Meeting and Contact Tab

Use the Meeting and Contact tab to determine the institution, administrative function, and checklist type associated with the checklist item. Also use it to determine the name of the contact person for the checklist item.

Administrative Function	The code for the functional area with which this individual is associated. The available administrative function codes are from the Administrative Functions page. If you accessed this page from another page, the system automatically displays the administrative function from that page.
Checklist Code	The code that describes the checklist assigned to this individual. The only checklist codes available are those associated with administrative function on the Checklist Item Functions page.
Status and Stat Dt (status date)	The system displays the status and the date when the status was updated. Valid status values are Initiated or Completed.
Due Date	The date by which the entire checklist must be completed for this individual.
Due Amount	The monetary amount, if any, that is due as part of this checklist and the currency in which it is expressed.
Comments	Enter comments to further identify or describe the checklist for this individual.
Variable Data	If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was available to transfer. If variable data is required, the Variable Data button is available. Select the variable data (for example, Aid Year) for which the checklist is applicable.

Academic Institution	The academic institution with which this event is associated. The available academic institutions are from the Institution Table page.
Checklist Code	The code that describes the checklist assigned to this organization. The only checklist codes available are those associated with the EVNT (Event) administrative function on the Checklist Item Functions page.
Status and Status Date	The status and status date of the checklist item: Initiated, or Completed. Values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.
Due Date	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.
Comment	Enter comments to further identify or describe the checklist for this organization.