Check-In Documents

Performance check-ins are a simple way of tracking regular conversations between managers and employees about their work and goals throughout the year.

Check-ins can take place as frequently as your organization recommends.

Check-in documents can contain questionnaires, general topics, or performance and development goals, based on the template configuration, which can be updated with notes from the manager or employee. Employees can create their own check-in documents to discuss with their managers, or managers can create check-in documents for their reports, depending on the organizational requirement.

Check-in documents don't have defined tasks assigned to the manager and employee. The check-in documents remain open, and you can update them at any time.

You create a check-in document based on a check-in template and for a specific review period. Depending on the check-in template you use, performance and development goals might be defaulted as discussion topics in the check-in document. When you update a check-in document, like add or delete a note or discussion topic for example, the application sends notifications to the employee or manager, if notifications are enabled. To enable check-in related notifications using Alerts Composer, see Related Topics.

Adding Goals as Discussion Topics

Employees' performance and development goals can be defaulted or manually added as discussion topics in a check-in document.

If you cancel a performance goal or make a development goal inactive after adding it as a discussion topic in a check-in document, the existing discussion topic isn't affected. But you can't add the canceled performance goals or inactive development goals as new discussion topics in other check-in documents.

Note: Using HCM Data Loader, HR specialists can add discussion topics to check-in documents for multiple employees.

Create a Check-In Document

Both employees and managers can create check-in documents. Employees can create check-in documents for their line manager or an indirect manager such as matrix manager. If employees have multiple assignments, they can select a specific assignment for which they want to create the check-in and also select the manager for that assignment.

When selecting a manager for the check-in, the manager list that displays is controlled by the values specified in the ORA_HRA_MANAGER_LEVELS profile option. Based on the values specified, here’s how the levels display:

Direct managers if the profile option ORA_HRA_MANAGER_LEVELS is Null. System considers this as 1.
Direct managers of their managers if the profile option ORA_HRA_MANAGER_LEVELS is set to 2 or above.
Indirect managers of their managers if the profile option ORA_HRA_MANAGER_LEVELS is set to 3 or above.

Managers can create check-in documents for both direct and indirect reports. When creating a check-in for an indirect report, the manager’s name defaults as the check-in manager and can’t be changed.

HR specialists can create check-ins on behalf of employees and managers, but they must add their own progress notes and questionnaire responses.

Here's an example of how to create a check-in document:

Select the employee.
Select the manager (the default value is the line manager if the employee or HR is creating the check-in, but other managers can be selected if the employee has them).
Select the review period (this isn’t required for Touchpoints check-ins).
Select a template. For example, your organization may have different templates for weekly and performance check-ins (this isn’t required for Touchpoints check-ins).
The check-in name is defaulted based on the template and date.
Enter the check-in date. The default value is the current date.
When creating a check-in in the Details section, add or review these details:
- Review the discussion topics in the check-in or add new ones.
- Progress notes and questionnaire responses for discussion topics can be added to the check-in before, during or after the check-in.
Ensure the check-in is scheduled or updated to save any changes.

Note:

Using HCM Data Loader, HR specialists can create check-in documents for multiple employees at the same time.
Employees, managers, and matrix managers can create check-in documents for their reports if they have the Manage Check-in Document privilege.

Edit a Check-In Document

An employee or a check-in document manager can edit these in a check-in document:

Check-in date
Questionnaire responses
Performance or development goal details (such as basic info, measurements, and tasks), if the goal or development plan configuration allows them to do so
Notes associated with a performance or development goal discussion topic
General discussion topics, if included

A manager can only see the check-ins if they're the named check-in manager. If they have the View Check-in Document privilege, they can see all the check-ins for the employees they have access to.

An HR specialist can edit these in a check-in document, if they have the Manage Check-in Document privilege:

Review period
Document name
Check-in date
Check-in manager (if there are no notes added to discussion topics or no questionnaire responses provided)
Performance or development goal details (such as basic info, measurements, and tasks), if the goal or development plan configuration allows them to do so
Notes associated with a performance or development goal discussion topic
General discussion topics, if included

Delete a Check-In Document

If you're an employee or manager with the Manage Check-in Document privilege, you can delete these:

A check-in document (if it contains questionnaire responses or discussion topic notes created only by you)
A discussion topic (if it contains notes created only by you)
Notes for a goal discussion topic (if you created it)

The HR specialist with the Manage Check-in Document privilege can delete any check-in document, discussion topic, or note, regardless of who created them.

Note: Using HCM Data Loader, HR specialists can delete check-in documents for multiple employees at the same time.