Topics Map > Human Resource System (HRS) > HRS Human Resources Administration
Using the Person Checklist 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.Process Considerations
- Use this table to determine what kinds of checklist items can be added to the Person Checklist page.
x = Campus LetterChecklist Code Checklist Code Descr Checklist
Item
CodeChecklist Item Description Applicant Checklist Person Checklist Person
AssignmentChecklistUWPREC Pre-Onboarding UWCBC Criminal Background Check X UWPREC Pre-Onboarding UWSHRC Sexual Harassment Ref Check X UWPREC Pre-Onboarding UWPOTN
UWPOTY
UWPOT2
UWPOT4Position of Trust = No
Position of Trust = Yes
Position of Trust = 2 Year Renew
Position of Trust = 4 Year RenewX UWDATE Dates UWCBC Criminal Background Check X UWDATE Dates UWSHRC Sexual Harassment Ref Check X UWDATE Dates UWPOTN
UWPOTY
UWPOT2
UWPOT4Position of Trust = No
Position of Trust = Yes
Position of Trust = 2 Year Renew
Position of Trust = 4 Year RenewX 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 - 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).
Create the Person Checklist for Campus Seniority Dates
- Navigation: Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
- Open the record for the correct employee ID.
- Enter UWSNDT in the Checklist field.
- Enter the correct Campus Seniority Date checklist item for your campus (ex. UWBCSD for UWMIL Campus Seniority Date).
- Update the Status to Completed.
- Enter the exact Campus Seniority Date in the Status Date field.
- Click Save.
Create the Person Checklist for POI Criminal Background Check (CBC) and Position of Trust (POT)
- Navigation: Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
- Open the record for the correct employee ID.
- Enter UWPOI in the Checklist field.
- Enter the correct Campus POI CBC POT checklist item for your campus (ex. UWDBC4 for UWGBY POI CBC POT 4 Yr Rechk).
- Update the Status to Completed.
- Enter the CBC Completion Date in the Status Date field.
- 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)
- Navigation: Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
- Open the record for the correct employee ID.
- Click the plus sign to add a Person Checklist.
- Review the Checklist Date and update if needed.
NOTE: The current row and prior row can not have the same date. - Enter UWSNDT (or UWPOI) in the Checklist field.
NOTE: All data from previous checklist row will pull forward. - Make updates to item Status and Dates.
- 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. - 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.
- HRS Navigation: Reporting Tools > Query > Query Viewer.
- Search for the query using the names listed above.
- Click the HTML link to view the results on the page or Excel to export the data.
- 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. - Click View Results button.
- 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.
- Clicking the Checklist Cd, Checklist Item or Status Date will open up the Person Assignment Checklist or Person Checklist.
Additional Resources
Related KBs
- Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust and Sexual Harassment Reference Check in HRS
- HR Report List for HRS
Related Links