Ontrack Daily Checklists Tool Enhancements - January 2021

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by C.W. Holeman III
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Single Sign-On Integration with LMS 

All users login to the Ontrack 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 that are pre-loaded  with every instance of the Daily Checklist tool that is added to LMS. 

Currently Checklist Admins will have to start building their own checklists from scratch, but with  Checklist Templates, they can get a head start. 

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: 
  3. “Checklist Description” will help Checklist Admins identify Checklists especially  when Checklists have similar names. 
  4. “Instructions for User”, are optional instructions that appear on top of the Checklist  when it is being fulfilled by Checklist User. 
  5. Enable Scoring will display the Average Score Metrics on Daily Checklist’s Insights  tab. 
  6. The “More Options” button provides additional buttons, “Preview”, “Save & Close”,  and “Delete Checklist”. 

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Figure 2 – Admin Tool – Create Checklist 

  1. To continue the checklist creation process click on Add New Section to add the questions  and response part of the checklist. 
  2. 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. 
  3. 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 

  1. “Go Back” to cancel discarding changes or to click on “Okay” to confirm discarding  changes. 
  2. 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. The “vertical 3 dots” on each  entry can be clicked to display these additional options.  

Below are the entries that can be added to a section. 

  • To-Do List - This is selected when the Checklist Admin would like to create a list of tasks,  each task is an Entry. A “Required” checkbox will not appear on the “vertical 3 dots” menu  on the entry. A Checklist User would put a checkmark in a checkbox to indicate task  completion.  
  • Yes/No - This is selected when the Checklist Admin would like to create an Entry that only  has a Yes or No as possible answers. By default this entry is required, unless the “Required”  checkbox on the entry is unchecked by Checklist Admin, then the Checklist User would not  have to make a selection on the fulfillment side of the tool.  
  • Yes/No/N/A - This is selected when the Checklist Admin would like to create an Entry that  has a Yes, No, or N/A as possible answers. By default this entry is required, unless the “Required” checkbox on the entry is unchecked by Checklist Admin, then the Checklist User  would not have to make a selection on the fulfillment side of the tool.  
  • Pass/Fail - This is selected when the Checklist Admin would like to create an Entry that has  either a Pass or Fail as possible answers. By default this entry is required, unless the  “Required” checkbox on the entry is unchecked by Checklist Admin, then the Checklist User  would not have to make a selection on the fulfillment side of the tool.  
  • Rating Scale 1-5 - This is selected when the Checklist Admin would like to create an Entry  that has a response from a scale of 1 to 5, where 1 is the lowest scale and 5 is the highest  scale. The lowest scale and highest scale labels can be defined. By default this entry is  required, unless the “Required” checkbox on the entry is unchecked by Checklist Admin,  then the Checklist User would not have to make a selection on the fulfillment side of the  tool.  
  • Media - Users can upload up to 10 photos per checklist but one at a time. By default this  entry is required, unless the “Required” checkbox on the entry is unchecked by Checklist  Admin, then the Checklist User would not have to make a selection on the fulfillment side of  the tool.  
  • Number Input Field - Users can input a four digit number plus 2 decimal points. By default  this entry is required, unless the “Required” checkbox on the entry is unchecked by Checklist  Admin, then the Checklist User would not have to make a selection on the fulfillment side of  the tool.  
  • Long Input Text Field - Users can enter up to 500 characters of text. By default this entry is  required, unless the “Required” checkbox on the entry is unchecked by Checklist Admin,  then the Checklist User would not have to make a selection on the fulfillment side of the  tool.  

Delete a Section 

  1. Checklist Admin can delete a section by clicking on the “Delete Section” button.  2. 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?” 
  2. Clicking on “Cancel” will not remove the section. 
  3. Clicking on “Delete” will remove the section. 
  4. 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?” 
  5. Clicking on “Cancel” will not remove the section.
  6. Clicking on “Delete” will remove the section. 

Activate a Checklist 

  1. Checklists that have been duplicated, created or edited can be Activated. 
  2. To Activate a Checklist, the “Activate” button should be clicked. 
  3. 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. 
  4. An Activated Checklist will have an “Active” status. 
  5. An Activated Checklist will cause a Checklist to become available to Checklist User’s  Planner as a Checklist.  
  6. All Active and Non Required Checklists will be available on the “Add More Checklists” list  of checklists on Checklist User’s Planner. 
  7. 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 

  1. Activated Checklists can be updated by clicking on the “Update” button on the Edit  Checklist page.  
  2. 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 

  1. The Checklist Admin can select to Preview a Checklist either when creating or editing a  Checklist.  
  2. The Preview enables Checklist Admin to view the Checklist as Checklist User would see it. 3. If the Checklist has not been activated, it can also be activated by clicking on the “Activate”  button. 
  3. 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 

  1. Checklist Admin can delete a Checklist either from the Create or Edit Checklist. 2. 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”.
  2. Deleting a Checklist will remove it from the List of Checklists. 
  3. 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 

  1. Checklist Admin can duplicate an Active checklist by opening it first. 
  2. Checklist Admin clicks on the “More Options” button and then selects “Duplicate  Checklist”.  
  3. 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 

  1. Templates are pre-made Checklists that are made available with every install of the Daily  Checklists tool.  
  2. Currently there are several templates available on the Templates tab. 
  3. To create a checklist from a template, Checklist Admin clicks on the “vertical 3 dots” menu  and then clicks on the “Duplicate” button.  
  4. 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. 
  5. 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 

  1. A Checklist is made up of one or more Sections, A User Notes field, a Consent checkbox,  and a “Submit” button.  
  2. Each Section has multiple entries where only certain types of answers are possible. a. A To-Do List - has a checkbox that when clicked, indicates that an entry is Done.  b. A Yes/No - has a toggle button that only allows either a “Yes” or a “No” answer.  
  3. A Yes/No-N/A - has a toggle button that only allows either a “Yes” or a “No” or an  “N/A” answer.  
  4. A Pass/Fail - has a toggle button that only allows either a “Pass” or a “Fail” answer.  e. A 1-5 Rating - allows for selection of 1, 2 , 3, 4, or 5.  
  5. Media - allows for one or more Photos to be added
  1. Input Number Field - allows for a four digit number and an additional two decimal  places to be entered 
  2. Long Text Field - allows for up to 500 characters of text to be entered 
  3. A Checklist User must check the Consent checkbox before being able to click the “Submit”  button.  
  4. The system validates that all required entries have been entered/selected before allowing for  submission of the checklist. 
  5. 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!” 
  6. Checklist History will display the username, location, date and time when the Checklist has  been Submitted. 

Remove a Checklist 

  1. 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”.  
  2. Removed Checklists cannot be recovered. Completed or Required Checklists cannot be  removed. 

View History of Checklists 

  1. Displays a Date Range selector, an empty list, and a Filter button. 
  2. Checklist User must select a Date Range to display a list of past checklists. Past checklists  cannot be edited. 
  3. All Checklists will display based on the most recent modified date to the last modified date  that were:
    1. “Not Started”
    2. “In Progress”
    3. “Completed” 
  1. Checklist User can also click the Filter button to display one or more of the following  options: 
    1. “Not Started”
    2. “In Progress”
    3. “Completed” 
  1. Checklist User can Sort the list by:
  2. Newest to Oldest order
  3. Oldest to Newest order
  4. Alphabetically by Name in Ascending order
  5. 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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Figure 5 – Fulfillment - Insights 

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. 

  1. Completions Today
    1. Will display Required Checklists that are In Progress today out of the total number of  Required Checklists for today. 
    2. Will display Required Checklists that were Completed today out of the total number  of Required Checklists for today. 
  1. Completions Yesterday 
    1. Will display Required Checklists that were In Progress yesterday out of the total  number of Required Checklists yesterday. 
    2. Will display Required Checklists that were Completed yesterday out of the total  number of Required Checklists yesterday. 
  2. Completions Average Last 7 Consecutive Days 
    1. Average Last 7 Days is the average of open days where there is a checklist value  greater than 0. 
    2. 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. 
    3. Will display Required Checklists that were Completed the last 7 days out of the  average number of total bookmarks during the last 7 days.
    4. 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. 

  1. The system will display two horizontal progress bars for each Completed Checklist one for  today and one for the last 7 days average. 
  2. Each progress bar will have % completion of each checklist. 
  3. % completion is determined by the total number of points divided by the total number of  entries in each checklist.
  4. Checklist User change display order to Show Low to High Scores completed for today and  last 7 days avg. 
  5. Checklist User change display order to Show High to Low Scores completed for today and  last 7 days avg. 
  6. 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 6 – 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 7 – 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: 

  1. Actions that are independent from Checklists, this is called “Action”. 
  2. Actions that are related to Checklists are called “Checklist Actions”
  3. 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. 

 

Create New Action 

To create an independent action, Checklist User goes to the “Actions” tab and clicks on “New  Action”. 

When an Action is created for the first time, it is set to Open status by default. An Action has Name, Description, Priority, and a Due Date. 

Create Checklist Action 

A Checklist User fills out a Checklist and determines that there is outstanding work to be done so  he/she creates one or more Actions. For example, supplies might need to be ordered, people might  need to be informed, emails might need to be sent out, or any other additional work required on the  checklist. 

To create a Checklist Action, a Checklist User would need to click on the “New Action” button on  the Checklist. The rest of the process works the same as creating an independent Action. 

Checklist Users can create a maximum of 8 Checklist Actions but if less than 8 Checklist Actions  exist, Carry Over Checklist Actions will be displayed. Carry Over Checklist Actions are Checklist  Actions that were created on another instance of the same Checklist regardless of the Status of the  Checklist. The Status of Actions and Checklists are independent from each other. Checklist Actions  created on a Checklist will be displayed as Carry Over Actions on one or more instances of the same  Checklist. 

Create Corrective Action 

While completing a Checklist, the Checklist User might select negative responses, such as “No” or  “Fail” which will provide the option to create a Corrective Action.  

To create a Corrective Action, a Checklist User would need to click on the “Corrective Action”  button on the Checklist. The rest of the process works the same as creating an independent Action. 

A Corrective Action created on a Checklist can be Carried Over to one or more instances of the  same Checklist. Only one Corrective Action can be Carried Over, while the user can create One  Corrective Action for that entry. If more than One Carry Over Corrective Actions exist, then they  would have to be resolved in order to be displayed since only a maximum of two Corrective Actions  are allowed per Checklist Entry. 

Add Comments 

Any Checklist User can enter comments for an Action that has not yet been resolved. While entering  Comments, Checklist Users can change Status from Open to In Progress, from In Progress to Open,  Open to Resolved, or In Progress to Resolved. 

Resolve an Action 

Any Checklist User can resolve an Action created by another Checklist User. To Resolve the  Action, the Status needs to be changed to “Resolved”. After it has been “Saved”, the Action will  become Read-only and no more comments can be added after that. A Record of Resolution will be  displayed to show who resolved the Action, from which location, and on what date and time. 

 

Daily Checklists Tool Permissions

The Checklist Admin can set who the Audience of a Checklist are. To do so, Checklist Admin can apply Permissions to a Checklist. These permissions allow / restrict access based on currently configured profile fields.

When a checklist is made available to a specific location, they may choose to hide it if it does not currently apply to them. When this is done, the user must provide a reason for hiding the checklist. Should the checklist become applicable again in the future it can easily be added again.

LMS SSO Profile Fields Configuration Changes
When a Client is being Onboarded for the first time, the Implementation Team should work with the client to identify how checklists should be set up. A preliminary training for clients needs to be provided to ensure clients understand how profile fields affect what their users will have access to and will be able to view.

By Default, we should set up each Client SSO Configuration to include Country, Province/State, Department, and Job Title, so that the rules engine would not be blank when Checklist Admins attempt to set permissions. Or we should display a message that instructs users to add Profile Fields in their SSO Configuration.

Daily Checklist tool should be able to receive, store, and make Profile Fields available within the Checklist Permissions so that Audiences can be set.

We need rules in place that identify multi-value fields and will turn them into multi-select fields by default. This includes fields like Industry or SIC Codes.

Profile Fields received should include labels and values.

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. The Rules page should mimic the LMS Rules Engine.

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. These permissions are the profile fields that were included as part of LMS SSO Profile Fields.

ANY are true
After the Checklist Admin clicks on the “Save” button, the Rule page displays the permissions separated by “OR” to imply that if any of the permissions have been met, the checklist should be displayed to users. By default “ANY are true” is selected and implies an “OR” Condition statement.

ALL are true
If Checklist Admin selects “All are true” drop down from the rules page, it implies an “AND” condition statement. It implies that checklists are visible to checklist users where all conditions have been met.

 

 

 

 

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