Manage Checklists

What are checklists in Award Management?

Checklists are collections of items that must be completed throughout the award lifecycle. A checklist is tailored for a specific purpose, such as a COR appointment or an option exercise. Checklists can be modified by adding, marking not needed, claiming, or reassigning items to adapt to changing circumstances.

Checklist items are the individual tasks within a checklist. Each item is one of four types: Confirmation, Attach Document, Review, or Create Document from Template. Award Management also generates Alert and Address Review Comments items automatically during the award lifecycle. For the full description of each type, see Checklist item types.

To configure the checklists and checklist items that awards use, see Configure Checklists and Configure Checklist Items.

View checklists on an award

To view the checklists on an award:

1. Select an award record to navigate to its Summary tab.
2. Click Checklist to navigate to the Checklist tab.
3. Use the left panel to review progress and filter items:
   • The completion bar displays the percentage of items complete and the count of items in each status: Outstanding, Completed, Not Needed, and Cancelled.
   • The Checklist(s) list shows the checklists set up on the award.
4. Filter the list of items using the Status, Category, and Checklist dropdowns.

Set up a checklist on an award

You must have membership in the Checklist - Add Checklist permission set to set up a checklist. You can set up a checklist from the award Summary tab.

To set up a checklist:

1. On the award Summary tab, in the AWARD CHECKLIST section, click Plus icon in a circle ADD CHECKLIST.

   

2. In the Set up: Checklist dialog, select a checklist using the Checklist dropdown.

   

   After you select a checklist, the dialog auto-populates with the checklist's items grouped by category, such as Post-Award, Contract Closeout, and Compliance Review.

   

3. Set up the checklist items.
4. Click SET UP CHECKLIST to save your changes.

Set up items in a checklist

After a checklist is populated, configure each item before you save the checklist.

To set up an item:

1. Select Precedents using the Precedents multi-select dropdown. Precedents create parent-child relationships among items: an item is assigned only after its precedents are completed.
2. Update the Assigned Group using the auto-suggest field.
3. Update the Individual Assignee using the auto-suggest field.
4. Enter Days from Start to define how many days after the checklist starts before the item begins.
5. Select the Due Date using the date picker.
6. To remove an item, click X icon on the item row.
7. To add more items to a category, click Plus iconADD ITEM and add preset or custom items.

Add items to a checklist

Award Management lets you add preset and custom items to a checklist while you set it up.

Add preset items to a checklist

Preset items are checklist items that already exist in the checklist item library. You must have membership in the Checklist - Add Checklist Item permission set to add items.

To add preset items:

1. In the Set up: Checklist dialog, click Plus iconADD ITEM on the category where you want to add items.
2. In the Preset Items section, select one or more items using the checkboxes. Use the Search Items box to filter.
3. Click SET UP CHECKLIST to add the selected items and save, or continue configuring the checklist.

Add custom items to a checklist

A custom item is an ad hoc checklist item you create for a single checklist.

To add a custom item:

1. In the Custom Items view, click Plus iconADD CUSTOM ITEM.
2. In the Add Custom Item form, complete the required fields:
   • Item Name: A name for the item.
   • Assigned Group: The group responsible for the item.
   • Item Type: The type of item: Attach Document, Confirmation, Create Document from Template, or Review.
   • Description: A description of the item.
   • Individual Assignee: The user responsible for the item.
   • Due Date: The date the item is due.
3. Click ADD ITEM to add the custom item to the checklist.

View your checklist items

To view all checklist items assigned to you or your groups:

1. Go to My Activities > Checklist Items.
2. Filter the list using the Item Type dropdown.

The grid displays each item's name, due date, type, checklist name, and the procurement or invoice it belongs to.

Mark a checklist item not needed

Mark an item not needed when it no longer applies. To mark an item not needed, the item must be assigned to a group you belong to.

To mark a checklist item not needed:

1. Select one or more items using the checkboxes, on the Checklist Items page or the award Checklist tab.
2. Click MARK NOT NEEDED.

The item status changes to Not Needed.

Claim a checklist item

Claiming an item assigns it to you. To claim an item, the item must be assigned to a group you belong to.

To claim a checklist item:

1. Select one or more items using the checkboxes, on the Checklist Items page or the award Checklist tab.
2. Click CLAIM ITEM.

The item is assigned to you.

Reassign a checklist item

To reassign an item, you must belong to the item's assigned group.

To reassign a checklist item:

1. Select one or more items using the checkboxes, on the Checklist Items page or the award Checklist tab.
2. In the Reassign To field, enter the name of a user in the assigned group.
3. Click REASSIGN.

The item grid reflects the new assignee.

Complete a checklist item

To complete an item, click the item assigned to you and follow the steps for its type. The steps depend on the item type.

Complete a Confirmation or Alert item

A Confirmation item, and the automatically generated Alert item, require you to enter a completion date.

To complete a Confirmation or Alert item:

1. Click the item.
2. Enter the Completion Date.
3. Click SUBMIT.

Complete an Attach Document item

An Attach Document item requires you to upload a document.

To complete an Attach Document item:

1. Click the item.
2. Click UPLOAD and select a file, or drop a file into the upload area. Supported file types are PDF, DOC, DOCX, XLS, XLSX, PPT, and PPTX.
3. (Optional) Enter a Description.
4. Click SUBMIT.

Complete a Review item

A Review item requires you to make a review decision.

To complete a Review item:

1. Click the item.
2. Select a review decision: Approve, Request Changes, or Reject.
3. Click SUBMIT DECISION.

Complete a Create Document from Template item

A Create Document from Template item requires you to generate a document from a template, edit it, and finalize it.

To complete a Create Document from Template item:

1. Click the item.
2. Generate and auto-populate the document from the template.
3. Click Open and edit document to edit the generated document.
4. When the document is complete, click FINALIZE to bring the document back in.

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