Enhancements to Ontrack Daily Checklists Tool

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by C.W. Holeman III
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Note that this functionality is only available via the paid add-on: Ontrack Daily Checklists.

Single Sign-On Integration with LMS 

All users login to the Daily Checklist Tool’s widget through LMS. Depending on their role,  Checklist Users get access to the Fulfillment side of the application, while Checklist Admins can  access to both Fulfillment and Administration side. 

 

Checklist Creation & Administration 

Overview 

A mobile responsive and easy to use interface has been developed to help clients author and  administer a variety of complex checklists either at their office using their computer or on the go  through their mobile devices. 

Checklist Admins will have access to a pre-existing set of Checklist Templates in PDF format that  comes with their implementation to serve as a guide for checklist creation.  

Currently Checklist Admins will have to start building their own checklists from scratch. 

After a Checklist Admin logs into the Daily Checklist Tool, they will see a list of checklists that  were created by all Checklist Admins of their company sorted to display the most recent created,  edited, or activated checklists.  

Checklists can easily be identified by their background color and icon. Checklist Templates are  tagged by a “Template” icon and Inactive Checklists are tagged by an “Inactive” icon. They both  have a grey background. “Active” Checklists are easily distinguished by their white background.  Checklist Users will only be able to view and fulfill Active Checklists. After a Checklist has been  created it will remain in “Inactive” status until it is ready to be released to Checklist Users.

Some checklists are required to be fulfilled across all locations on a daily basis. These checklists are  tagged with a “Required” icon. The right side bar can be used to filter only “Required” checklists. In  combination with Status filter and sorting Checklist Admins can easily narrow the list of checklists  displayed.  

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Figure 1 – Admin Tool – Home Screen 

Checklist Admins can navigate between Admin Tool and Fulfillment screens through the left side  navigation panel.

Create a Checklist

The “Create Checklist” button redirects Checklist Admins to an easy to use step-by-step process of
creating a Checklist:
1. At minimum a Checklist Name is required to create a checklist.
2. After providing a Checklist Name, additional buttons become enabled:
a. “Checklist Description” will help Checklist Admins identify Checklists especially
when Checklists have similar names.
b. “Instructions for User”, are optional instructions that appear on top of the Checklist
when it is being fulfilled by Checklist User.
c. Enable Scoring will display the Average Score Metrics on Daily Checklist’s Insights
tab.
d. The “More Options” button provides additional buttons, “Preview”, “Save & Close”,
and “Delete Checklist”.

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Figure 2 – Admin Tool – Create Checklist

3. To continue the checklist creation process click on Add New Section to add the questions
and response part of the checklist.
4. To save changes made, click “Save & Close” to go back to the List of Checklists.
5. Checklist Admin can Preview Checklist to view how the Checklist would appear to
Checklist Users.
6. Once all the sections have been added, clicking on the “Activate” button will make the
Checklist available to Checklist Users.

Edit a Checklist

1. To edit a Checklist, Checklist Admin selects an existing Checklist.
2. Changes can be made to Checklist Name, Description, Instructions for User, Enable Scoring,
and Add / Edit / Remove any section.
3. Clicking the “Save & Close” button will save changes and redirect to the List of Checklists.
4. If Checklist Admin forgets to save changes and attempts to go back to the List of Checklists,
an Alert Prompt will be displayed.

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Figure 3 – Admin Tool – Discard Changes Alert Prompt

5. “Go Back” to cancel discarding changes or to click on “Okay” to confirm discarding
changes.
6. Checklist Admin can also Preview, Delete, or Activate Checklist.

Add New Section

A Checklist can be constructed from Checklist Sections. Each Checklist Section allows for a combination of various types of entries.

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Figure 4 – Admin Tool – Create/Edit Checklist - Add Section

Each Section must have a Name and optional Instructions.
Each Section can have one or more Entries.
Each Entry has one or more possible answers.
Checklist Admin can add an Entry then provide an Entry Name.
Entries can be duplicated, deleted, or be required/optional.

Delete a Section

Checklist Admin can delete a section by clicking on the “Delete Section” button.
If the “Delete Section” was clicked during creation of a Checklist, then the alert prompt displayed will be “Deleting this section cannot be undone. Are you sure you want to continue?”
Clicking on “Cancel” will not remove the section.
Clicking on “Delete” will remove the section.
If the “Delete Section” was clicked during editing of a checklist, then the alert prompt displayed will be “This section will be permanently deleted once you update the change. Are you sure you want to continue?”
Clicking on “Cancel” will not remove the section.
Clicking on “Delete” will remove the section.

 

Activate a Checklist

Checklists that have been duplicated, created or edited can be Activated.
To Activate a Checklist, the “Activate” button should be clicked.
An alert prompt will display: “If you activate, this checklist will be available to users right away. Are you sure you want to continue?” To cancel activation, the user must click the “Go Back” button, to confirm activation, the user must click, “Okay” button.
An Activated Checklist will have an “Active” status.
An Activated Checklist will cause a Checklist to become available to Checklist User’s Planner as a Checklist.
All Active and Non Required Checklists will be available on the “Add More Checklists” list of checklists on Checklist User’s Planner.
If the Checklist Admin no longer wishes to use an Active Checklist, it can be deleted through Delete Checklist when creating or editing a Checklist.

Update an Active Checklist

Activated Checklists can be updated by clicking on the “Update” button on the Edit Checklist page.
After clicking on “Update”, an alert prompt displays, “If you update this checklist, your change will be effective immediately. Are you sure you want to continue? To cancel the update, the user can click on the “Go Back” button or to confirm the update, the user can click on the “Okay” button.

 

Preview a Checklist

The Checklist Admin can select to Preview a Checklist either when creating or editing a Checklist.
The Preview enables Checklist Admin to view the Checklist as Checklist User would see it.
If the Checklist has not been activated, it can also be activated by clicking on the “Activate” button.
Checklist Admin can exit preview mode, by clicking on the “Close” button which will then take the user back to the previous page he/she came from.

 

Delete a Checklist

Checklist Admin can delete a Checklist either from the Create or Edit Checklist.
Click on Delete Checklist will display an alert prompt: “Deleting this checklist cannot be undone. Are you sure you want to continue?”. Checklist Admin can then “Go Back” or confirm Delete by clicking on “Okay”.
Deleting a Checklist will remove it from the List of Checklists.
When a Checklist has been deleted, it will no longer appear on the “Add More Checklists” list on Checklist Planner. All “Not Started” copies will also be removed.

 

Duplicate a Checklist

Checklist Admin can duplicate an Active checklist by opening it first.
Checklist Admin clicks on the “More Options” button and then selects “Duplicate Checklist”.
A copy of the checklist will be created and displayed. Checklist Admin can then Activate, Preview, Edit, or Delete the newly duplicated checklist.

 

Create Checklist from Template

Templates are pre-made Checklists that are made available with every install of the Daily Checklists tool. Currently there are several templates available on the Templates tab. To create a checklist from a template, Checklist Admin clicks on the “vertical 3 dots” menu and then clicks on the “Duplicate” button. Checklist Admin, can also select, “Preview” to view how the checklist would look like on the fulfillment side of the app and then click on the “Duplicate” button to create a copy from it.
The newly created checklist will be opened in Create Checklist mode and can be edited.

 

Checklist Planner, History, & Insights Planner

Checklist User Navigates from LMS to Daily Checklists through the Single Sign On and will land on

Checklist Planner tab

In LMS’s User Profile fields, a Checklist User may belong to multiple locations that is why we provided a dropdown list of locations so that each checklist can be fulfilled for the appropriate location.
Checklists have 3 statuses and appropriate icons help identify what stage they are at.

  1. “Not Started” which are checklists that are Required to be completed as indicated by a Bookmark icon and checklists that were added through the “Add More Checklists” button. These have a circle icon.
  2. “In Progress” which are checklists that some work was done on them with at least one response provided to a question. These have a semi-circle icon.
  3. “Completed” which are checklists that have been submitted. These have a full-circle and a checkmark icon.

Using the Search, Checklist Users can type any letter or keyword to quickly filter Checklists.

Checklist Users can click on a checklist to fulfill and submit it. Sometimes multiple employees need to fill out the same checklist but have to submit their own checklist as proof of work done. They can click on “Add More Checklists” to add a checklist to edit, and submit.

If Checklist Users forgot to complete checklists from the day before, they cannot complete them today. For example, a Store Opening Checklist that was not properly completed yesterday cannot be completed today

Checklists that are not Bookmarked can be removed if Checklist Users added them by mistake or if the work is no longer required.

Checklists that were completed yesterday, will appear for today in the order they were completed yesterday.

 

Submit a Checklist

A Checklist is made up of one or more Sections, A User Notes field, a Consent checkbox, and a “Submit” button.
Each Section has multiple entries where only certain types of answers are possible.

A To-Do List - has a checkbox that when clicked, indicates that an entry is Done.

A Yes/No - has a toggle button that only allows either a “Yes” or a “No” answer.

A Yes/No-N/A - has a toggle button that only allows either a “Yes” or a “No” or an “N/A” answer.

A Pass/Fail - has a toggle button that only allows either a “Pass” or a “Fail” answer.

A 1-5 Rating - allows for selection of 1, 2 , 3, 4, or 5.

Media - allows for one or more Photos to be added.

Input Number Field - allows for a four digit number and an additional two decimal places to be entered

Long Text Field - allows for up to 500 characters of text to be entered

An Checklist User must check the Consent checkbox before being able to click the “Submit” button.
The system validates that all required entries have been entered/selected before allowing for submission of the checklist.
Clicking on the “Submit” button, the Checklist will be put in Completed Status and can no longer be edited. It will also display a Snackbar UI control with the message, “Congrats! This checklist is now complete!”
Checklist History will display the username, location, date and time when the Checklist has been Submitted.

Remove a Checklist

A Checklist User can remove a checklist through the Planner by clicking on the “vertical 3 dotted” icon displayed on checklists. When clicked it will display a drop down called “Remove”.
Removed Checklists cannot be recovered. Completed or Required Checklists cannot be removed.

View History of Checklists

Displays a Date Range selector, an empty list, and a Filter button.
Checklist User must select a Date Range to display a list of past checklists. Past checklists cannot be edited.
All Checklists will display based on the most recent modified date to the last modified date that were:
“Not Started”
“In Progress”
“Completed”

Checklist User can also click the Filter button to display one or more of the following options:
“Not Started”
“In Progress”
“Completed”

Checklist User can Sort the list by:
Newest to Oldest order
Oldest to Newest order
Alphabetically by Name in Ascending order
Alphabetically by Name in Descending order

View a Past Checklist

The Checklist User can click on a checklist to view the answers selected, the notes entered, and the checklist history that shows the name of the user, location, date and time the Checklist was submitted.
Insights
Checklist Insights display metrics on Required Checklists that were completed on the Planner tab. It also displays the Average Score of all Checklists that had Scoring Enabled.

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Planner Snapshot

The system will display 3 circular progress bars that shows the number of Required Checklists that are In Progress and Completed. It will also display the total number of Required Checklists for today, yesterday, and the average of the last 7 consecutive days.

Completions Today

Will display Required Checklists that are In Progress today out of the total number of Required Checklists for today.

Will display Required Checklists that were Completed today out of the total number of Required Checklists for today.

Completions Yesterday

Will display Required Checklists that were In Progress yesterday out of the total number of Required Checklists yesterday.

Will display Required Checklists that were Completed yesterday out of the total number of Required Checklists yesterday.

Completions Average Last 7 Consecutive Days

Average Last 7 Days is the average of open days where there is a checklist value greater than 0.

Will display Required Checklists that were In Progress the last 7 days out of the average number of total bookmarks during the last 7 days.

Will display Required Checklists that were Completed the last 7 days out of the average number of total bookmarks during the last 7 days.
Results might get skewed if closed days fall within the last 7 days as there are no checklists completed on those days.

Average Scores

The system must follow the Scoring Mechanism to determine how Average Checklist Scores are calculated.
The system will display two horizontal progress bars for each Completed Checklist one for today and one for the last 7 days average.
Each progress bar will have % completion of each checklist.
% completion is determined by the total number of points divided by the total number of entries in each checklist.
Checklist User change display order to Show Low to High Scores completed for today and last 7 days avg.
Checklist User change display order to Show High to Low Scores completed for today and last 7 days avg.
Shows 7 days avg when it hits 7 days, don't show it if the checklist has less than 7 days.

Checklist Scoring Mechanism

The system should have a scoring mechanism that helps determine % complete rating of checklists so they can be displayed in the insights tab for Checklist Users.

To Do Checklists -> Assigns 1 point to each response that has been completed.
Yes/No -> Assigns 1 Point to each response that has a "Yes" selected.
Yes/No/N/A -> Assigns 1 Point to each response that has a "Yes" selected.
Pass/Fail -> Assigns 1 Point for Pass.
Rating 1-5 -> If an answer is selected, then it is assigned 1 Point.

Add all points together from all sections then divided by total number of line items then multiplied by 100 to get a % value. That % value is the % complete for that checklist.

History

The History tab displays Checklists that were In Progress or Completed in the past.

 

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Figure 7 – Fulfillment - History
A Date Range selector allows date range selection of up to 2 years ago for every location.

Past Checklists cannot be edited.

The Checklist User can click on a checklist to view the answers selected, the notes entered, and the checklist history that shows the name of the user, location, date and time the Checklist was submitted.

All Checklists will display based on the most recent modified date to the last modified date whether they were Completed or In Progress.

With filtering and sorting the Checklist User can find the right checklist for viewing.

Actions

 

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Figure 8 – Fulfillment – Actions

 

View Actions

Unplanned things happen all the time. Checklist Users may want to be alerted to something that needs attention and track that it has been completed. These Actions may or may not be related to Checklists.

There are 3 types of Actions that can be created:

  • Actions that are independent from Checklists, this is called “Action”.
  • Actions that are related to Checklists are called “Checklist Actions”.
  • Actions that are related to negative entry responses on Checklists are called “Corrective Actions”.

The “Actions” tab displays all 3 types of actions that have been created sorted by Overdue Actions first which are actions that missed their due date to the ones that are upcoming in the future.

Checklist Users can use the filters on the right side of the screen.

Filter by Due Date Range

To change the Due Date Range to filter the Actions by Due Date. The date range selected can be 31 days excluding today. Up to 2 years of historical data will be available to allow Checklist Users to view past Actions.

Filter By Status

By default Open and In Progress Actions will be checked. Resolved Actions are not displayed by default as this is unchecked in the filter.

Filter By Type

The list of Actions can be filtered to display Actions, Checklist Actions, or Corrective Actions.

Checklist Permissions

Checklist Admin can set who the Audience of a Checklist are. To do so, Checklist Admin can set Checklist Permissions.

Checklist Creation / Update

Checklist Admins can set audiences that should be able to access and fulfill checklists by clicking on Checklist Permissions. Clicking Checklist Permissions will open the Rules page.

Checklist Admin can click on “+ Rule” to add a new rule to the Rules page. Clicking on “+ Rule” should open a modal window that allows for selection of appropriate permissions.

 

 

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