Check-In Phase

The Check-In Phase Explained

Once performance objectives have been submitted and approved, the Check-In Phase will start.

This is an integral part of the performance management process, as it provides time for employees to work on achieving the objectives in their performance agreements, while managers can monitor their progress and provide feedback.

The Performance Management module's check-in functionality works best when paired with one-on-one discussions between employees and managers. By digitally recording content from check-ins, employees have a reference point, and managers can efficiently track the employee's progress. However, check-ins in the Performance Management module are not mandatory and can be disabled.

Remember, a performance management process is not one-size-fits-all; it is imperative that employees and managers discuss how they will approach it.

Activating Check-Ins

• As an administrator or a person with access, navigate to the Performance Management module.

• Click on the Setup and Configuration menu.

• Click on Product Setup.

• Click on the Review Years tab.

• Click the review year to which the review setup is linked that you would like to activate check-ins for.

• The Details screen of the review year will appear. Click Review Setups in the menu on the left.

• Click on the review setup you would like to activate check-ins for.

• The review periods for the review setup will appear. Toggle the switch next to check-ins to activate or deactivate check-ins. 

• Click SAVE when you are done.

Conducting a Check-In

For our example, we will assume that Emily Collins, the performance manager, will kick off the check-in phase with her reportee, Christoph Sutherland.

• The manager should navigate to the Performance Management dashboard and find the employee's contract under the My Team tab.

• Click CHECK-IN.

• The employee's performance agreement will open. At the top of the screen, the check-in statistics banner will provide the following information:

• • The number of objectives to discuss.
  • The number of objectives that were discussed during the last two weeks during a check-in.
  • The number of objectives that were discussed more than two weeks ago during a check-in. 
  • The number of objectives for which no check-in has been done yet.

The manager does not need to review all the objectives at each check-in. Select a few objectives and provide feedback, then select another set of objectives for the next check-in.

• The menu on the left can be used for navigation.

• The centre section contains all the objectives of the performance agreement, the date of the last review, and comments from the manager and the employee.

• To add a comment on an objective during a check-in, click on the desired KPI.

• The check-in menu will appear. Click to rate whether the employee is on track with this KPI, then record your comments. Once you have reviewed the feedback and you are satisfied, click SAVE.
  
  • Please note that the manager may record private comments for their own record-keeping, which will not be displayed to the employee.

• A message will confirm that the comment has been successfully saved.

• If you would like to edit a previous check-in comment, click on the KPI where you have entered the comment. When the check-in screen appears, click EDIT LAST COMMENT.

• Adjust your check-in comments as necessary, then click SAVE.

• Your historical comments will be displayed when you click on the KPI.

• Historical comments, the last check-in date, and the previous rating will display on the main check-ins screen.

Reviewing a Check-In

• From the employee's perspective, their Performance Management dashboard will notify them that their manager has conducted a check-in. The employee can click the CHECK-IN button to view their manager's comments.

• When opening their performance agreement, the employee will see the check-in statistics banner, the navigation menu, and their objectives.

• The employee can review their manager's comments and add their own comments to each objective. Click a KPI to open the check-in menu.

• Add your own comment, then click SAVE. Your comment will display on the main check-in screen.

• To edit your comment on an objective, click the KPI and then click EDIT LAST COMMENT.

• Update your comment, then click SAVE.
• Click BACK TO DASHBOARD to return to the Performance Management dashboard.

• The number of check-ins will appear in the dashboard's overall summary section.

Check-In Notification Emails

The system automatically sends the following emails for check-ins:

• For managers:
  • A reminder email once the start date of the check-ins has been reached.

• For managers and employees:
  • A reminder email of the check-in deadline.
    • The date when this email will be sent can be configured at the same location where check-ins can be activated or deactivated.
    • Managers' emails will look like this:
      

• • • Employees' emails will look like this:

Next Steps

The next phase of the performance management process is the Ratings Phase. For more information, proceed to the next part of this chapter.