Working with Checklists

Checklists are one of the two primary functions of ComplianceMate (the other being the Temperature Monitoring System). The Checklist function allows an organization to collect information from a location through the completion of checklists in the Mobile App, and then upload that information to the ComplianceMate server for processing, reporting, and analysis.

Checklists are configured and maintained through the Server App (for more information, see Configurations > Lists):

• Checklists can be configured in a variety of ways to get the results that are needed.
• Checklists can be implemented in a variety of ways:
  • For a single location
  • For a group, that then shares it to all its child groups and locations
    • Child groups and locations can then modify the list to make it specific for their needs without impacting the list at the parent level.
    • Lists can only be deleted at the level in which it was originally created.  

A Checklist consists of the following:

• a Name
• a flag indicating whether it is Required or not
• one or more Intervals, which identifies when the checklist is available for completion on a given day (for more information, see Intervals and Status)
• notifications (optional)
• a Duration, which indicates the minimum and maximum amount of time that should be spent completing the checklist
• a list of required and optional questions and prompts that the user responds to (List Items)

Notifications

For each Checklist Interval, the following can be triggered:

• a Tablet Alert, in standard notification format, sent to all tablets registered at the location where the checklist is to be completed 
• one or more Reminders, in SMS and/or email format, sent to the phone or email address of Persons based on their Job Roles
• a Completion Notification, in email format, sent to the email address of Persons based on their Job Roles

For more information, see Checklist Notifications.

Lists Items

All list items consist of the following:

• the Item Type
  • Text Entry
  • Numeric Entry
  • Manual Temperature Entry
  • Digital Probe reading
  • Yes/No
  • Multiple Choice
  • Image/Video
  • Signature Capture
• the Name of the item, often in the form of a question
• the Description of the item, which can include instructions for collecting the correct information
• a flag to indicate whether completion of the item is Required or Optional (means the item can be skipped)
• the option to add Comments or Photos or both as part of the response

Minimum and Maximum acceptable values are set for the following item types:

• Numeric Entry
• Manual Temperature Entry
• Digital Probe reading

For Yes/No item types, you will need to indicate which is the acceptable response (NO is the default).

Types of Checklists

There are two types of checklists:

1. Standard Tablet Checklists, which are accessed and completed once per interval using the Mobile App, for example:
   • Setup checklists
   • Breakdown checklists
2. Reusable Tablet Checklists, which are accessed and completed as many times as needed per interval using the Mobile App, for example:
   • Wellness checks
   • Cleaning checklists
   • Delivery checklists
   • Stocking checklists

Optional vs. Required

For Checklists, required indicates that the list must be completed.

• If the interval for the checklist expires without it being completed, it will be marked as incomplete.

For List Items, required indicates that the item must be responded to when completing the checklist.

• If one or more required list items do not have responses when the interval for the checklist expires, it will be marked as incomplete. 

Checklist Categories

Checklist Categories allows you to group related Standard and/or Reusable checklists together:

• By the type of checklist (e.g., stocking, cleaning, serving, etc.).
• By the area where the checklist focuses (e.g., kitchen, dining area, storage, sales floor, etc.) 
• By when they are to be completed (e.g., in shifts)
• By the team of employees responsible for completing the checklists

This is especially useful when you have a large number of checklists that must be completed during business hours.

Categorization of lists, including the definition of categories and assignment of checklists, is carried out in the Server App.

When you open the Checklist function in the Mobile App, you will be give the option of viewing All Checklists or checklists by Categories.

Corrective Actions

Responding to a checklist item on a Standard or Reusable tablet checklist can trigger one or more Corrective Actions:

• A Corrective Action is an action that needs to be carried out to correct a condition identified by a response that is considered unacceptable:
  • For a Numeric Entry, Manual Temperature Entry, or Digital Probe Item Type, the acceptable response must be between a pre-defined Minimum and Maximum value.
  • For a Yes/No Item Type, the acceptable response is either Yes (default) or No, depending on which is selected as acceptable when the item was added to the Checklist.
• When an unacceptable response is provided, the user may be prompted to take a Corrective Action and record the work done:
  • The user can Retry responding to the checklist item in an attempt to get a response that does not require a Corrective Action. All responses will be saved, but the last response entered will be the one that is used to determine whether a Correction Action is triggered or not.
  • Corrective Actions are selected from a list of available actions:
    • The user may be able to select more than one action.
    • Other may also be available, prompting the user to enter text describing the Corrective Action taken.
  • The user may also be required to add a Comment or Photo or both about the Corrective Action taken.

Optional Checklist Behaviors

Tablet Checklists may each have their own set of behaviors in the Mobile App, or they may all be configured the same:

• The number of times you can Retry the response for a checklist item may be different.
• A Checklist may be hidden if its Interval is not active, regardless of whether it is complete or not:
  • The default is to show the Checklist, but it is grayed out and cannot be opened.
• A Checklist may be hidden once it is completed:
  • The default is to show the list, but it will have a green bar down the left side and can be opened.
• List Items in a Checklist may be hidden if the response provided is acceptable (In Spec).
• List Items may have the option of being marked as Not Applicable (N/A), and therefore don't require responses.
• The appropriate digital probe to use with a Checklist can be flagged with one of ten colors.

What are Web Lists?

Web Lists are similar to Standard Checklists, only they are completed using the Server App instead of the Mobile App.

Like all standard checklists, Web lists include:

• a Name
• a flag indicating whether it is Required or not
• one or more Intervals, which identifies when the checklist is available for completion on a given day (for more information, see Intervals and Status)
• notifications (optional)
• a Duration, which indicates the minimum and maximum amount of time that should be spent completing the checklist
• a list of required and optional questions and prompts that the user responds to (List Items)

Unlike checklists, Web lists do not include the following functionality:

•  Categories
• Corrective Actions
• Optional List Behaviors

Web Lists cannot be reused.