Checklists

Checklists are a set of skills, competencies, development activities, and/or checklist tasks that an employee must acquire or complete to be considered qualified to perform specific duties. Employees must complete all the components in their checklists by a due date. All components of a checklist must be either completed or waived before a manager or mentor can complete the checklist.

A competency or skill component is completed when a manager, mentor, or peer validates it. An activity component must be completed by the learning manager. A checklist task component can be validated by a manager or mentor, or it can be configured to only require the employee to acknowledge that the task is completed. Managers and mentors can waive components of a checklist.

Checklist progress and completion can be monitored and reported on.

A resource can be assigned more than one checklist.

Checklists are not required. They can be integrated with development activities, but development activities are not a required feature of checklists. Conversely, development activities can be created and processed without checklists. Managers can also validate their employees’ competencies and skills outside of a checklist.

Checklists include these elements.

Checklist type

A checklist must be associated with a checklist type. The checklist type determines mass assignment rules for the checklist and what should be done when a resource becomes ineligible for the checklist.

Checklist category

A checklist must be associated with a checklist category. The checklist category is used for filtering and reporting.

Checklist due date

When you define a checklist, you must assign a due date. The due date can be an actual date, or it can be a calculated date, based on a date on the resource's record. Due date calculation methods are user-defined. For example, 30 Days After Work Assignment Effective Date.

The due date can be overridden when you assign the checklist to a resource.

Checklist eligibility group

You can associate a checklist with an eligibility group. The eligibility group must be defined with a business class of WorkAssignment and a subject of HCMGroupWorkAssignmentChecklist. When you mass assign the checklist, this eligibility group will be used, unless you select a different one.

Checklist components

A checklist must include at least one checklist component.

A checklist component can be a competency, a skill, a development activity, or a checklist task that resources assigned to the checklist must acquire or complete.

  • Competencies and skills are defined in Administrator > Competency Management. You can assign a skill or competency to a checklist one at a time, or you can assign all the skills and competencies in a competency model.
  • Development activities are defined in Development Planning and can be used outside of checklists. The primary difference between a checklist development activity and other development activities is that the checklist development activity is always required and cannot be withdrawn by the resource. It can only be waived by the resource's manager or mentor or the learning manager. A resource can be registered for an activity session directly from the checklist component.
  • Checklist tasks are free-form tasks defined in Development Planning that are not part of the catalog and can be assigned to a resource only from a checklist.

    Each checklist component can be associated with a component group and you can re-sequence the components within each component group.

  • You can attach files and URLs to competency, skill, and checklist task components.

Checklist component groups

Component groups can be used to classify checklist components for reporting. Competency or skill checklist components can also use the skill or competency qualification category as a component group.

Checklist component validation methods

Competency and skill components must be assigned a preferred validation method. A validation method is not required for checklist tasks.

A checklist component can have multiple validation methods, but one must be designated as the preferred validation method. Validation methods are user-defined. For example, "On site observation by peer" or "Self-acknowledgment", or "Online test."

Note: Development activity components are not assigned a validation method, because they are completed outside of the checklist like any other development activity.

Checklist component validation roles

Before a checklist can be completed, each component in the checklist must be acknowledged, validated, completed, or waived.

Note: For development activity components, the learning manager automatically completes the component when completing the development activity.

You can designate these roles to validate a competency, skill, or checklist task checklist component:

  • Resources: You can require resources to acknowledge that they have completed a competency, skill, or checklist task. For checklist tasks, this can be enough to complete the checklist component. For competencies and skills, you must also require either the manager or a mentor to validate the checklist component.

    If peer validation is enabled for a competency or skill component, a resource can request a specific peer to validate the component.

  • Managers: You can designate the resource's manager to validate a checklist component. For competency and skill components, you can also require managers to be currently validated for the competency or skill.
  • Mentors: You can designate the resource's mentor to validate a checklist component. For competency and skill components, you can also require mentors to be currently validated for the competency or skill.
    Note: Mentors are resources that are designated as mentors. They can validate components for their assigned mentees' checklists in their Mentor space.
  • Peers: Any resource that is validated for a competency or skill is considered a peer who can validate that competency or skill for another resource. Resources can request a specific peer to validate a competency or skill.
    Note: Peers can only validate competency and skill components that are configured for peer validation. In addition, competency and skill components must also be configured to allow either the manager or mentor, or both, to validate the component.