Forms and Checklists - Subjects

In the Forms and Checklists module, you can create an item about someone or something which may be different from the person who will actually fill it out. See 3 Examples of how to use Forms and Checklists for instruction on how to create Forms or Checklists about someone or something.

 

OBJECTIVE:  This document is a quick reference guide on how Forms and Checklists Subjects will be used for a typical back-end (iTacit Admin Tools) user as well as front-end (iTacit 2.0) user. 

Example:  Admin User will set up data in iTacit Admin Tools for Forms and Checklists.  These forms and checklists will have a defined subject:

This form is about the assignee

This form is about someone else

This form is about a Form Subject defined in the Form Builder

Users/Managers/Supervisors will then complete these assigned Forms and Checklists that are about someone (This form is about someone else) or about something (This form is about a Form Subject defined in the Form Builder*)

To set up a Form Subject defined in the Form Builder, activate the Searchable in Analytics / Usable as a Form Subject check mark on any given Question you would like to use as a Form Subject).

 

First off, let’s see how data will be set up in Admin Tools…

WHO WILL DO THIS?  A back-end user with access to the Admin Tools app, possibly an Admin User or someone in HR who oversees Administrative duties. This type of user will set up Library Topics, Standard Responses, Display Values, and Notification Recipient Groups and form Submission Status Reasons.

Setup the Forms and Checklists Configurations

In the Admin Tools, navigate to Library > Configuration.

Library Topics

Create Library topics such as Human Resources or Payroll.

Standard Responses / Display Values

Create Standard Responses and Display Values such as Yes/No, Pass/Fail or Performance Expectation values such as Meets Expectations, Exceeding Expectations.

Notification Recipient Groups

Create a pre-defined group of users to receive customizable notifications.

Form Submission Status Reasons

Create status reasons for the status of a form submission such as Cancelled > “No Longer required” or “Employee left the organization”.

Create the Form in Form Builder

Navigate to Library > Form Builder.

The Form Builder allows you to create a form with multiple sections and multiple questions within each section. You can also define if the form is to be completed by multiple employees, and which employees need to complete each section. This is done using the Multi-User functionality.

Calculated Values

For each section (page) in a form, the Display Values and associated Target Level can be set.

The Display Values are used to describe the overall result of all questions answered in each section (page) e.g., Very Satisfied, Somewhat Satisfied, Very Dissatisfied etc.
The Target Level is used to identify which of the Display Values is the minimum result (target) that should be reached for the section e.g., Somewhat Satisfied.

Multi-User

The multi-user tab is used to define the Secondary Users of the Form. All the different types of users who will be involved in the completion of the form must be added here. Select the New button to configure a secondary user.

Secondary Users of a form can be assigned to:

The role to which the primary assignee reports. For this option, the secondary user will be the manager of the employee who the form is assigned to.
The subject of the form. For this option, the secondary user will be the employee the form is about. i.e., the employee a payroll change form is about.
The role to which the subject of the form reports. For this option, the secondary user will be the manager of the employee the form is about. i.e., the manager of the employee the payroll change form is about.
A specific role. For this option, the secondary user will be a group of employees who share the same role. i.e., Human Resource Specialist or Payroll Clerk. This option provides the ability to do pool assignments, anyone with that role can complete the assigned section of the form.
A specific employee. For this option, the secondary user will be a single employee who has been identified by name. i.e., John Smith

Once all of the Secondary Users are defined, go to each section in the form and on the Multi-User tab and ensure the section is assigned to the appropriate user.

Setup a Form

Navigate to Library > Forms

The Form contains specific information around how the form you just created in the Form Builder will be used by your Employees. Here, you can provide a description or instructions on how to complete the form, define what the subject of the form is, where the form should be displayed to your employees, the schedule and recurrence of the form, the automatic assignment of the form, notifications, and more.

The Subject area provides the ability to define who or what is the Subject of the form.

1. This form is about the assignee. For this option, the subject of the form is always the same as the employee the form is assigned to. g., for a COVID Screening Form, the form is assigned to the employee to complete, and the employee is also the subject of the form.
2. This form is about someone else. For this option, the subject of the form is an employee, but not the employee the form is assigned to. e.g., for a Performance Review form that is completed by a manager, the subject of the form would be the Employee the Performance Review is about.
3. This form is about a Form Subject defined in the Form Builder. For this option, the subject of the form is the answer given to a question within the form itself. e.g., for a ‘Room Inspection Form’, the subject of the form would be the Room being inspected, e.g. ‘Large Meeting Room’).

There are also several new checkboxes to the right of the Form window:

1. Show in employee record. Select this check box if you would like the completed form to show in the Employee Record. This setting would typically be used for forms that are about the assignee or about someone else. g. Performance Reviews, Payroll Change Forms, Employee Orientation Forms, Employee Timecard Forms, Employee Expense Forms, etc. In other words, any form where the data being gathered in the form is about an existing employee and you would like to have that data tracked in that Employee’s record.
2. Show in user profile. Select this check box if you would like the completed form to be visible to the employee who is the subject of the form. The user profile is information the employee can see about themselves; you may want to allow an employee to see their own performance review and timecard forms, but you may not want the employee to see a payroll change form that was about them.
3. Allow the primary assignee to see the current assignee (for multi-user forms). Select this check box if you would like the person who started or initiated the form to be able to see who is currently assigned a multi-user form. Selecting this check box is helpful to see who is currently working on their portion of a form and aid in tracking the workflow of the form.

Form Submission Manager

Now that we have a simple form setup, let’s go ahead and see how to assign the form manually via the Form Submission Manager.

The Form Submission Manager has 2 new options for assigning and managing forms that have subjects.

Assign a form to employees about other employees

Assign a form to employees about an item

Assign a form to employees about other employees

This option can used for forms such as Performance Reviews, Payroll Change Forms, Employee Orientation Forms, Employee Timecard Forms, Employee Expense Forms, etc. In other words, any form where the data being gathered in the form is about an existing employee and you would like to have that data tracked on the Employee’s record.

Step 1 – Select the form that is to be assigned.
Step 2 – Select the employee(s) the form will be about. Selecting multiple employees will result in each employee having their own form that will need to be completed.
Step 3 – Select who will complete the form for each employee selected in step 2.

Select the first option if you want the Manager of each employee to complete the form.
Select the second option if a specific role will always complete the form, such as an HR Coordinator, Payroll Specialist, etc.
Select the third option to designate a specific employee by name, such as ‘John Smith’.

Step 4 – decide if the form should automatically recur.

Select the first option if the form only needs to be completed once.
Select the second option if you want iTacit to automatically re-assign the form again, iTacit will use the schedule defined in the Form setup to determine when the form should be re-assigned.

Step 5 – Enter the start date, due date, and must be completed by

The Advanced… option can be used for advanced scheduling, such as setting these dates based on the employee’s start date (ideal for scheduling performance reviews on initial assignment. In the Performance Form use case to follow, recurrence considerations will be outlined).

Step 6 – The last step, select the button to assign the forms.

Assign a form to employees about an item

This option is used for forms such as Room or Equipment Inspection Forms, Vehicle Maintenance Forms, etc. Essentially, in any form where the data being tracked is about something other than an employee, and you would like to be able to search and view the information gathered in an organized method.

Once this option has been selected, the following steps must be completed:

Step 1 – Choose the form that is to be assigned.
Step 2 – Decide how the subject of the form will be entered.

Select the first option if the employee who is assigned the form should fill in the subject when completing the form. In other words, let the employee select the vehicle # when he starts to complete the form.
Select the second option if you can pre-fill in the subject when assigning the form. In other words, you want the employee to complete the form specifically for Vehicle # ‘1234’.

Step 3 – Use the Add Assignees link to select the people who should be assigned the form.

Select the first option if each of the people who are assignees should complete their own form.

Select the second option if the form only needs to be completed once by a user you make the assignee. This second option allows a form to be ‘pooled’ to a group of people, and any of the people in the group can complete the form. For example, this second option can be used for shift workers, where the form needs to be completed by anyone with a specific role.

Step 4 – Decide if the form should automatically recur.

Select the first option if the form only needs to be completed once.
Select the second option if you want iTacit to automatically re-assign the form again. iTacit will use the schedule defined in the form setup to determine when the form should be re-assigned.

Step 5 – Enter the start date, due date, and must be completed by

The Advanced… option can be used for advanced scheduling, such as setting these dates based on the employee’s start date (ideal for scheduling performance reviews).

Step 6 – is the last step, select the button to assign the forms.

Now that all the supporting data for Forms & Checklists is setup, end-users can view and complete Forms & Checklists in iTacit 2.0

Let’s look at how to do this in the next section…

My Activities (iTacit 2.0)

Now that the Forms and Checklists have been setup and assigned, they now ready for users to complete in iTacit 2.0.

Let’s start with a typical scenario…

Scenario:  HR Personnel need to submit Payroll Authorization forms for employees, these forms also need to be approved by others (i.e., Supervisors)

Log on to iTacit 2.0 as a user with an HR role
Navigate to My Activities

The My Activities area will show any forms currently assigned to the user signed in.

In the example below, Trina is assigned a Company Vehicle Maintenance form for Vehicle # 1234 and a Payroll Authorization Change Form for Brian Kerr.

Selecting the Show other submissions link will open a window listing all other submissions of the form that Trina has assigned to her.

Library > Forms (iTacit 2.0)

In addition to being able to complete any previously assigned forms from the My Activities area, employees can also browse the Forms tab within the Library and start a new form at any time.

Log on to iTacit 2.0 as a user with an HR role
Navigate to Library > Forms

Only forms that have been configured to Show in the library will show in this list.

Select the desired form by clicking on the row, and then select the START NEW FORM button.

The form is launched and ready for user(s) to complete. In the Payroll Authorization Changes Form, the subject is an employee, so the first thing the user will have to enter is Who this form is about. This is where the user will select the employee that a form is about.

The user can then complete the form itself, and the information entered in the form will be associated with the employee who was selected on the previous page.

My Team (iTacit 2.0)

A user with a manager role (i.e. has users directly reporting to them) can view a Form that was completed about one of their direct reports by going to their My Team tool in iTacit 2.0.

Log on to iTacit 2.0 as a Manager
Navigate to My Team
Select an Employee from the Team Members list
Click the View Profile link and select the Forms tab

Analytics (iTacit 2.0)

Users such as System Admins or HR Personnel can also analyze the result of the form completions via the Analytics tool in iTacit 2.0 by selecting the Forms tab.