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.

Page Name

Definition 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 > Person 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.

Access the Item Update - by Person page (Campus Community > Checklists > Person Checklists > Item Update - by Person).

Field or Control

Description

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.

Access the Update Checklist Item - by Item page (Campus Community > Checklists > Process Checklists > Update Checklist Item Update - by Item).

Item Selection

Field or Control

Description

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.

Access the Checklist Item Update Parms page (Campus Community > Checklists > Process Checklists > Item Update - Automated > Checklist Item Update Parms).

ID Selection

Field or Control

Description

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.

Field or Control

Description

Test Scores

Select to evaluate test score data in PeopleSoft Recruiting and Admissions to update checklist items.

Transcripts

Select to evaluate transcript data in PeopleSoft Recruiting and Admissions to update checklist items.

General Materials

Select to evaluate general materials data in PeopleSoft Recruiting and Admissions to update checklist items.

Checklist Item Selection

Field or Control

Description

Checklist Item Code

Enter the code of the checklist item to update.

Specifying the Data to Update

Access the Data Selection Parameters page (Campus Community > Checklists > Process Checklists > Item Update - Automated > Data Selection Parms).

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

Data Selection Parameters

Field or Control

Description

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

Field or Control

Description

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.