Set Up Driver Management Checklists in Encompass

Purpose

This article explains how System Administrators create and manage Driver Management Checklists in Encompass for Prequalification, Maintenance, and Training purposes. Checklists are assigned by job class and help streamline compliance and employee recordkeeping.

When to Use This Article

• An Administrator needs to set up or modify Prequalification, Maintenance, or Training checklists.
• An Administrator needs to create, edit, or remove Expiration Notices.
• A customer asks how checklists are assigned to different job classes.
• An Administrator needs to add custom checklist items.

Steps to Follow

Access Driver Management Checklists

1. Navigate to Driver Management > Setup.

2. Scroll down to the Maintain Checklists box in the left column.

The checklists are divided into four areas:

• Expiration Notice Listing
• Prequalification Checklists
• Maintenance Checklists
• Training Checklists

Expiration Notice Listing

The Expiration Notice Listing is used for the Expiration Notice report within Reports & Forms.

1. Click Expiration Notice Listing under Maintain Checklists.
2. The three default notices are listed with Edit links. Click Add Expiration Notice to create new notices.

3. Enter the Name and Notice text. Variables listed below the text box can auto-insert specific information when the report runs.
4. Click Save or Save & Add New.

To edit an existing notice, click Edit, make changes, and click Save.

Prequalification Checklists

Prequalification checklists contain items that need to be obtained on or before time of hire.

1. Click Prequalification Checklists in Setup.
2. Use the Select Job Class dropdown and click Go.

3. Select items to include. Click Add New Checklist Item for additional items. Note: The file column indicates which Encompass tab the item falls under (DQ = Driver Qualification, AD = Alcohol & Drug, Emp = Employee).

4. When adding a new item, enter details including file type, default status, and job class. Click Save or Save & Add New.

Note: Adding a new checklist item does NOT automatically enable it. You must select it on the checklist page and save.

5. Click Save after selecting all needed items.

Editing or Removing Prequalification Items

• To remove an item, uncheck the box and click Save.

• Only custom items can be permanently deleted using the Del link.

• Click Edit to change item details, then click Save.

Maintenance Checklists

Maintenance checklists contain items that need to be renewed or reviewed on a regular or scheduled basis.

1. Click Maintenance Checklists in Setup.
2. Use the Select Job Class dropdown and click Go.

3. Select items to include. Click Add New Checklist Item for additional items. Note: The file column indicates which Encompass tab the item falls under (DQ, AD, Emp).

4. When adding a new item, enter details including file type, default status, and job class. Click Save or Save & Add New.

Note: Adding a new checklist item does NOT automatically enable it. You must select it on the checklist page and save.

5. Click Save after selecting all needed items.

Editing or Removing Maintenance Items

• To remove an item, uncheck the box and click Save.

• Only custom items can be permanently deleted using the Del link.

• Click Edit to change item details, then click Save.

Training Checklists

Training checklists contain items that need to be retrained or refreshed on a scheduled basis.

1. Click Training Checklists in Setup.
2. Use the Select Job Class dropdown and click Go.

3. Select items to include. Click Add New Checklist Item for additional items. Note: All training items populate in the Training tab (there is no file column).

4. When adding a new item, enter the name, set mandatory status, configure training frequency, and optionally enable Initial Training timing for new hires. Specify the job class, then click Save or Save & Add New.

Note: Adding a new checklist item does NOT automatically enable it. You must select it on the checklist page and save.

Editing or Removing Training Items

• To remove an item, uncheck the box and click Save.

• Only custom items can be permanently deleted using the Del link.

• Click Edit to change item details, then click Save.

What Not to Do / Common Pitfalls

• Do not make changes without first selecting the correct Job Class from the dropdown -- changes will otherwise apply only to employees with "Not Specified" as their job class.
• Do not assume that adding a new checklist item automatically enables it -- you must select it on the checklist page and save.
• Do not permanently delete a default Encompass checklist item -- only custom items added by an administrator can be deleted.
• Do not forget that changes at the company level apply to all employees unless overridden at the individual employee level.

Escalation Path

• If a checklist item does not appear for the expected job class after saving, verify the correct job class was selected. If the issue persists, contact J. J. Keller Support at 1-800-327-1342.