We can do it by creating and maintaining a checklist template and by assigning tasks and actions.
These checklist templates can be allocated to people automatically or manually by using the Manage Checklist Templates task in the Setup and Maintenance work area
Actions track changes in personal circumstances, such as new hire, transfer or termination. You can link an action to a checklist template to allocate the checklist to people automatically when they experience the action. The checklist template is still available for manual allocation, even if it is linked to an action.
HR Specialists, HR Analysts and Managers can create, maintain and view tasks in templates as follows:
- HR Specialists can create and maintain tasks in checklists templates and the allocated checklists.
- HR Analysts can only view the tasks.
- Managers can create and maintain tasks in their allocated checklists only.
Note: During task creation, you can enter the task duration and specify if the task is required. When allocated, the target end date is based on the duration you enter. Although you can manually change it anytime, the checklist status is automatically set to Completed once all the required tasks are done.
You can link an Eligibility Profile to a checklist task to control whether that task appears in a specific allocated checklist. The task will appear in the allocated checklist of a worker only if the worker matches the eligibility criteria.
The Performer is the person carrying out the task. You can select a performer in one of the following ways:
- Specify the performer's areas of responsibility in the checklist template. During checklist allocation, the people with the selected responsibilities are automatically assigned as performers for the tasks and notified of the assignment.
- Select the worker as the performer.
- Select the worker's line manager as the performer.
- Select the initiator as the performer
The initiator is the person who initiated the transaction, such as the action itself or the manual checklist allocation.
Note: Based on your selection, the performer names are generated and displayed for the tasks in the allocated checklist. You can update the performer details for a task in an allocated checklist until the time the task is allocated to a user.
The Task owner, usually a manager, is the person responsible for ensuring task completion. Managers can view the tasks within an allocated checklist and monitor the status themselves or assign alternative owners for the tasks. If a performer is invalid (someone who's been terminated, for example) or not assigned, the task owner is designated as the performer by default. If a checklist is assigned automatically to a person based on an action, then the task owner is the user who performed the action on the person.
What About One of the Most Important Parts: What's the Status of My Task, and How do I Update It?
- Managers can display the allocated checklists for their workers and update the checklist and task statuses using the Manage Allocated Checklists action in My Team - Smart Navigation window.
- Performers can view the checklist tasks assigned to them in their worklist, update the task status, and review to whom the task is allocated.
- Task owners can review task allocation details.
Note: These statuses aren't used to determine the checklist or task availability. They are for information purposes only.
What are the Different Task Statuses? I'm Glad You Asked: Here's a List.
The status of the checklist and the tasks in the checklist is set automatically to initiated when you allocate the checklist.
Use this status to indicate that the checklist or task is complete. You can set the checklist status to completed only if all the required tasks are complete. The checklist status is set automatically to completed when you set the status of the last required task to completed. The task doesn't disappear from the allocated checklist or the worklist when you set the status to completed. You must delete it yourself if required.
Use this status to reject a checklist, for example, because it was wrongly allocated to a person. Task owners or performers can use this status to decline ownership of a task, for example, if the task has been wrongly assigned to them.
Use this status to indicate that the checklist or task is not complete by the target date.
Other Task Statuses
Use the other statuses to record progress made against the checklist or tasks. For, example, use them to indicate that tasks are in progress or the checklist is suspended because of resources are unavailable.