Overview
The Graduation Checklist is an object in Salesforce used by multiple departments to verify that a medical student has met the criteria for Graduation. This object is created and updated via some Process-Builders and Flows. This article will describe these automations, departmental responsibilities, and provide links to helpful reports/dashboards.
Creation
The graduation checklist is created in the Process Builder titled "Contact". When a student is admitted and their PID is populated on the contact record, that triggers the 'Contact' process builder to create a related graduation checklist item for that student. The checklist won't technically be used until the end of the 2nd year, but it'll be there when needed.
Records Management Section
The records management team member is responsible for filling out all fields in this section in Salesforce but those listed below, as they are automatically populated.
- RMT-Met All Requirements - This is a formula field. Value is changed from "No" to "Yes" when all items in the section are marked 'Complete'.
- RMT Missing Requirements - This is a formula field. Populated via items that are blank or 'Not Completed'.
Incomplete records can be viewed and edited from this report (filter by Graduation Year): RMT - Graduation Checklist - Not Clear | Salesforce
APA Section
The following fields on the Graduation Checklist are automatically updated via the "Contact - Graduation Checklist" Flow when Rotation Roll-up fields updated via Roll-up Helper, meet specific criteria.
- "Rotate with a DO" - marked Complete when the Roll-up field "Rotate with a DO" on the Contact is greater than 0.
- "Rotate Residency Program" - marked Complete when the Roll-up field, "Rotate with Residents" on the Contact is greater than 0.
- "2 In-Patient Rotations" - marked Complete when the Roll-up field, "# of In-Patient Rotations" is equal to or greater than 2.
- "Student Cleared Date" - When the "APA Met All Reqs" field = 'Yes', this date is populated.
The below fields are Formulas and will be automatically updated:
- "Last Day of Rotations" - this is a Formula field based off of the Roll-up field from the Contact record.
- "APA-Met All Requirements" - Changed from "No" to "Yes" when all items in the section are marked 'Complete'.
- "APA Missing Requirements" - Populated via items that are blank or 'Not Completed'.
The APA will be responsible for reviewing students who have not completed their required items, using this report (filter by Graduation Year): APA - Graduation Checklist - Not Clear | Salesforce and filling out any necessary notes in the field below:
Student Affairs Section
The below fields will be updated via automation in the Student Affairs section:
- "COMLEX Level 1 Passed" - updated to "Complete" via Flow when the COMLEX scores are loaded to the Contact's related "Board Scores" object and meet the passing criteria. This is done in the Flow titled: COMLEX Board Scores.
- "COMLEX Level 2 Passed" - updated to "Complete" via Flow when the COMLEX scores are loaded to the Contact's related "Board Scores" object and meet the passing criteria. This is done in the Flow titled: COMLEX Board Scores.
- "CS OSCE Score" and "CS GME Readiness Score" - will be imported in the Spring/Summer after the student's second year (Work with Jeff C. and Pam C. on this).
- CS OSCE Passed" - If this score is above a 70, then the Graduation Checklist - Update OSCE/GME Complete Flow will update this field to 'Complete'
- "CS GME Readiness Passed" - If this score is above a 70, then the Graduation Checklist - Update OSCE/GME Complete Flow will update this field to 'Complete'
- "Student Cleared Date" - When the "SA Met All Reqs" field = 'Yes', this date is populated.
The below fields are Formulas and will be automatically updated:
- "SA-Met All Requirements" - Changed from "No" to "Yes" when all items in the section are marked 'Complete'.
- "Student Affairs Missing Requirements" - Populated via items that are blank or 'Not Completed'.
The below fields have 'Default' values of "Complete". For any who have exception, Manager of Student Affairs will have to update to "Not Completed" and provide note in the SA Notes field.
- Pre-Clinical Courses Complete
- Enrolled for Min # of Semesters
- All Reqs Completed within 6 Years
Student Affairs Staff will be responsible for filling out the below fields as necessary:
Student Affairs will be responsible for Reviewing Students who have not completed their required items, using this report (by Graduation Year): SA - Graduation Checklist - Not Cleared | Salesforce
CSP Section
The below fields are Formulas and will be automatically updated:
- "Last Day of Rotations" - this is a Formula field based off of the 'Last Rotation Date' in the APA Section. .
- "CSP-Met All Requirements" - Changed from "No" to "Yes" when all items in the section are marked 'Complete'.
- "CSP Missing Requirements" - Populated via items that are blank or 'Not Completed'.
The below field can be mass updated via DataLoader once it's set (CSP and OMET work together on this):
CSP Staff will be responsible for filling out the below fields:
- Initials of CSP Who Cleared
- Student Cleared Date (CSP)
- Clear List Meeting Notes
CSP will be responsible for reviewing students who have not completed their required items, using this report (filter by Graduation Year): CSP - Graduation Checklist - Not Cleared | Salesforce
"All Requirements Met" Formulas
The Overall Requirements and Outstanding Items are determined via formulas from information in the previous sections.
- "All Outstanding Requirements" - Formula Field that combines all outstanding requirements from all other sections.
- All Reqs Met (RMT, APA, SA, CSP)" - Formula Field that returns "Yes" when all other sections are cleared.
Dashboard
The Graduation Checklist Dashboard compiles a lot of different reports based on if the students are cleared for graduation and can be filtered by Graduation Year. There is a report for APAs, Records Management, Student Affairs, and CSP teams to review (also mentioned above).
Maintenance:
OMET - Use a variation of this report to verify that the rollups/flow for the APA section is functioning properly.
https://ouhcom.lightning.force.com/lightning/r/Report/00OR300000F4mS1MAJ/view?queryScope=userFolders