Checklists in PeopleSoft Campus Solution

May 21, 2024

This blog empowers you to leverage the robust checklist functionalities within PeopleSoft Campus Solutions (CS). We’ll explore features, management aspects, security protocols, and best practices to optimize your student support processes.

Building Checklists in PeopleSoft

PeopleSoft Checklists offer a powerful tool to manage tasks and track progress. Here’s how to set them up:

1. Define Checklist Items:

Create individual tasks with details like:

• Responsible person: Assign someone accountable for completing the task.
• Due date: Set a deadline for each task.
• Status: Track progress with options like “Not Started,” “In Progress,” “Completed,” or “Waived.”
• Flexibility: Customize checklist items to fit your needs.
• Examples include Student submitting an admission application, Staff member writing a letter and Staff member making a phone call.

2. Organize Checklist Items:

• Group related items: Combine multiple checklist items into a single checklist with an overall due date.
• Associate with functions: Link certain checklist items to specific administrative functions (e.g., Admissions Application). This allows generating subsets of items for larger lists.

3. Set Up Checklist Item Codes (Example – Admission Application):

• Access PeopleSoft through specific menus.
• Enter a unique code (e.g., ACTSAT) and a descriptive name (e.g., ACT or SAT 1 Test Scores).
• Provide optional short and long descriptions for clarity. The long description can be used for generating letters.

4. Associate Checklist Items with Functions (Example – Admissions Application):

• Access PeopleSoft through specific menus.
• Enter the administrative function code (e.g., ADMA) and the checklist item code (e.g., ACTSAT).
• Repeat to associate other relevant checklist items with this function.

5. Group Checklists and Assign (Example – Undergraduate Requirements):

• Create a checklist code (e.g., UGALL) and select the function with associated items (e.g., ADMA).
• Define the checklist type (e.g., Requirement List).

6. Tracking Groups (Optional):

• Organize related checklists for an individual (e.g., UG Application Requirements).
• Assign checklists to specific tracking groups for focused monitoring.

7. User Access Control:

Grant users access to checklists based on their security permissions.

Remember: These steps provide a general overview. Refer to PeopleSoft documentation for detailed instructions.

Checklist for PeopleSoft Campus Solutions: Individuals, Organizations, and Events

The PeopleSoft CS module offers comprehensive functionalities for managing individuals, organizations, and events within educational institutions. You have the option to manually assign checklists to individuals, organizations, and events, or utilize the 3C engine to automatically allocate checklists based on rules and conditions you establish. Here’s a summarized checklist for each category:

• Individuals: Manage student data (demographics, academics, finances), admissions, services, and financial aid.
• Organizations: Define structure (departments, roles), manage academic programs (majors, requirements), and oversee campus resources.
• Events: Plan and schedule events, manage registration and attendance, and promote and analyze them.

Each checklist item represents essential functionalities that the PeopleSoft CS module provides.

• Organization Checklists: Assign checklists to specific departments or teams to manage collaborative tasks.
• Student Checklists: Track student progress through personalized checklists for admissions, financial aid, or academic requirements.
• Relationship with Checklist Items: Define dependencies between checklist items, ensuring completion of prerequisites before moving forward.
• Self-Service Checklist Functionality: Empower students and staff to view and manage their assigned checklists, promoting ownership and accountability.

Keeping it Confidential: Security in PeopleSoft Checklists

PeopleSoft prioritizes data privacy and security control with robust security features for checklists. This ensures:

• Right Access, Right People: Only authorized users can view and manage checklists based on their assigned security permissions.
• Protected Student Information: Access to student records is restricted to authorized personnel like advisors, faculty, and administrators.

Security Features:

Features of Checklists in PeopleSoft Enterprise Campus Solutions

• Checklist Connector: Integrate checklists with external systems for seamless data exchange and a holistic student experience.
• Checklist Forms: Create custom forms within checklists to capture additional information specific to student needs.
• Checklist Management – Person Checklists: Manage checklists assigned to individual students, ensuring personalized tracking and support.

Integration with Other PeopleSoft Campus Solution Modules

Integration with Other PeopleSoft Campus Solution Modules

• Academic Career and Academic Program Modules: Synchronize checklists with program requirements and academic progress tracking.
• Enrollment and Recruiting Centre Modules: Integrate checklists for admission applications, new student onboarding, and other enrollment processes.
• Communications and Service Indicator Modules: Trigger automated communications based on checklist completion status, keeping students informed.

Best Practices for Using Checklists in PeopleSoft Campus Solution

• Designing Effective Checklists: Keep checklists concise, focused, and user-friendly for both students and staff.
• Defining Clear Checklist Item Descriptions and Requirements: Ensure checklist items are well-defined, unambiguous, and easy to understand.
• Regularly Reviewing and Updating Checklists: Periodically review and update checklists to reflect evolving processes and student needs.
• Utilizing Automation and Workflow in Checklist Management: Leverage automation features to streamline tasks and trigger notifications based on checklist progress.

By effectively utilizing checklists in PeopleSoft CS, universities can create a more efficient, transparent, and supportive environment for students, ultimately fostering their success.

PeopleSoft CS Checklists: Powering Efficiency

PeopleSoft Campus Solutions (CS) checklists offer a comprehensive tool for managing tasks and ensuring adherence to protocols across various levels.

Checklist Item Levels:

• Detailed Checklists: Break down complex tasks into individual checklist items for granular tracking.
• List of Checklist Items: Organize tasks within a checklist for clear visibility and progress monitoring.
• Checklist Item Statuses: Track the completion status of each item (e.g., Not Started, In Progress, Completed) for a holistic view.

Additional Considerations:

• Checklist Item Tabs: Organize checklists into tabs for categorized task management (optional).
• Checklist Item Complete Runs: Automate reports that identify completed items for efficiency analysis.
• Non-Financial Checklist Items: Manage non-monetary tasks alongside financial aid procedures within checklists.
• Miss-assigned Checklists: Implement processes to identify and reassign checklists to the appropriate individuals or organizations.

Key Takeaway

By leveraging PeopleSoft Campus Solution checklists and robust security features, institutions can streamline workflows, ensure task completion, and maintain data privacy for students, staff, and departments.

Want to delve deeper into checklists? This blog explores their functionalities and even features a test of PeopleSoft’s REST API for third-party integration using checklists.

Demonstration – Testing Peoplesoft REST APIs for 3rd-Party Integration – PeopleSoft Integrations