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Using Checklists to Record Dates

Overview:

This document lists the steps for institutions to record various dates using the Person Checklist functionality. Person Checklist provides an area to enter dates at an employee level. Criminal Background Check, Position of Trust, and Sexual Harassment Reference Check values should be recorded on a Person Assignment Checklist. When using the Manage Hires process to perform hires, transfers or rehires from TAM (UW institutions using Talent Acquisition Manager) or Smart HR student hire templates, an automatic process creates the Person Assignment Checklist and data from the Applicant Checklist will populate. The same automatic process will create a Person Assignment Checklist for employees being processed through JEMS (UW-Madison). Please wait up to 25 minutes to allow this automatic process to create the Person Assignment Checklist before making any updates.

Process Considerations:

  • Use this table to determine the kinds of checklist items that can be added to the different Checklists.
    Checklist Code Checklist Code Descr Checklist
    Item
    Code
    Checklist Item Description Applicant Checklist Person Checklist Person
    Assignment
    Checklist
    UWPREC Pre-Onboarding UWCBC Criminal Background Check X
    UWPREC Pre-Onboarding UWSHRC Sexual Harassment Ref Check X
    UWPREC Pre-Onboarding UWPOTN
    UWPOTY
    UWPOT2
    UWPOT4
    Position of Trust = No
    Position of Trust = Yes
    Position of Trust = 2 Year Renew
    Position of Trust = 4 Year Renew
    X
    UWDATE Dates UWCBC Criminal Background Check X
    UWDATE Dates UWSHRC Sexual Harassment Ref Check X
    UWDATE Dates UWPOTN
    UWPOTY
    UWPOT2
    UWPOT4
    Position of Trust = No
    Position of Trust = Yes
    Position of Trust = 2 Year Renew
    Position of Trust = 4 Year Renew
    X
    UWPOI POI Dates UWxBCN POI CBC - POT No Recheck X
    UWPOI POI Dates UWxBC2 POI CBC - POT 2 Yr Rechk X
    UWPOI POI Dates UWxBC4 POI CBC - POT 4 Yr Rechk X
    UWSNDT Seniority Dates UWxCSD Campus Seniority Date X
    x = Campus Letter
  • The following security roles allows access to the Person Checklist - HR Administrator (update); HR Manage Hires for Recruiting (update); HR Checklist (update); HR View Only (view); HR Job Data View Only (view); HR Person View Only (view); HR Student Help View Only (view).
Click on the links below to skip directly to a section:

Create the Person Checklist for Campus Seniority Dates

  1. Navigation: Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
  2. Open the record for the correct employee ID.
  3. Enter UWSNDT in the Checklist field.
  4. Enter the correct Campus Seniority Date checklist item for your campus (ex. UWBCSD for UWMIL Campus Seniority Date).
  5. Update the Status to Completed.
  6. Enter the exact Campus Seniority Date in the Status Date field.
  7. Click Save.

Create the Person Checklist for POI Criminal Background Check (CBC) and Position of Trust (POT)

  1. Navigation: Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
  2. Open the record for the correct employee ID.
  3. The Checklist List Date will autofill with the current date. Change it if you would like to use a different date (in the past). 
  4. Enter UWPOI in the Checklist field.
  5. Enter Checklist Item Code appropriate for the type of renewal (X = Campus Letter):
    - UWXBCN = Background Check & Position of Trust - Non-Renewal
    - UWXBC2 = Background Check & Position of Trust - 2-year Renewal
    - UWXBC4 = Background Check & Position of Trust - 4-year Renewal
    NOTE: You can either click on the Magnifying Glass or enter the code in.
  6. Update the Status to Completed.
  7. Enter the CBC Completion Date in the Status Date field.
    WARNING: The date must be updated after the Status is entered or the date will default back to the current date.
  8. Click Save.

Update Records on the Person Checklist

NOTE: A new row must be added each time the Person Checklist has an update, including updating a status, adding another campus seniority date (if employeed at multiple campuses), and adding another POI CBC POT (if employed at multiple campuses)

  1. Navigation:  Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
  2. Open the record for the correct employee ID.
  3. Click the plus sign to add a Person Checklist.
  4. Review the Checklist Date and update if needed.
    NOTE: The current row and prior row can not have the same date.
  5. Enter UWSNDT (or UWPOI) in the Checklist field.
    NOTE: All data from previous checklist row will pull forward.
  6. Make updates to item Status and Dates.
  7. To change/add a new checklist item:
    - Click the plus sign at the end of the current row.
    - Click the magnifying glass in the Checklist Item Code.
    - Click the correct Checklist Item (you can search using UWx (where x=campus letter).
    - Click the minus sign on any checklist items you want to receive.
  8. Click Save.

Running the Queries in HRS

There are 3 queries associated that will provide information entered on the Person Checklist.

  • UW_HR_CHECKLIST_BY_DT (Report by Job Start Date range for a specific campus/dept that will show checklists if they have them - includes Criminal Background Check, Position of Trust, Sexual Harassment Reference Check, Campus Seniority Date)
  • UW_HR_CHECKLIST_BY_ID (All Checklists for a specific EMPLID/EMPL_RCD entered on either Person Checklist or Person Assignment Checklist)
  • UW_HR_POI_CHECKLIST_BY_DT (Report by Effective Date Range for a specific department that will show checklists if they have them for POI.
  1. HRS Navigation: Reporting Tools > Query > Query Viewer.
  2. Search for the query using the names listed above.
  3. Click the HTML link to view the results on the page or Excel to export the data.
  4. Enter values in the search criteria fields, using the '%' wildcard if needed.
    WARNING: On the UW_HR_CHECKLIST_BY_DT and UW_HR_POI_CHECKLIST_BY_DT queries the date range are required fields.
  5. Click View Results button.
  6. Clicking on the Empl ID for an employee will open their Job Data page for that Empl Record Number. If running the UW_HR_POI_CHECKLIST_BY_DT query clickin on the EMPLID will open up the POI Maintenance page.
  7. Clicking the Checklist Cd, Checklist Item or Status Date will open up the Person Assignment Checklist or Person Checklist.

Additional Resources

Related KBs:

Related Links:

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KeywordsPerson Checklist, Campus Seniority Date, Person of Interest Dates, POI, POI CBC, Seniority Date   Doc ID109874
OwnerJessica R.GroupUW–Shared Services
Created2021-03-24 14:07:49Updated2024-05-14 10:57:29
SitesUW–Shared Services
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