How to Configure and Use Check-In Performance Document?

1. What is Oracle’s Check-In performance Document?

Using check-in document employees and managers can have recurring and meaningful discussions throughout the year and can also provide periodic feedback. Check-in document can be either initiated by employee or manager. When workers or managers create a check-in document, they must select the review period and a check-in template. In a check-in document you can have questionnaire and create discussion topics for performance and development goals. You can also add notes to any discussion topics.

You can control who would be eligible for any check-in document by assigning eligibility profile to check-in template.

2. Roles needed for Check-In Template

• By default, only the HR specialist role can create check-in templates (Privilege Name: HRA_MANAGE_PERFORMANCE_TEMPLATE_PRIV).
• You must add ORA_HRA_MANAGE_CHECK_IN_DOCUMENT aggregate privilege to Worker and Line Manager job roles to manage check-in documents

3. Be ready with what you need for Check-In Template

3.1 Required Setup

• Review Period: We assign check-in document to a review period, so hope you have review period already configured. You can reuse review period that you may have used for goal plan or performance document. Recently oracle has provided option to link check-in document with all review period, which means you dont necessary need to link it to a specific review period.
• Eligibility Profile: We need to assign an eligibility profile to check-in template so please create an eligibility profile or re use the one you are using for performance document or goal plans.
• Employee/Manager: We test the setup, be ready with one employee who satisfy eligibility criteria and same employee should have a line manager.

3.2. Optional Setup

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These are optional only so don’t worry if you cannot make them.

• Questionnaire: We can associate questionnaires to check-in template, which is optional. But if you want to see how check-in template works with questionnaire be ready with a questionnaire. If you need to know how to configure a questionnaire follow this article à Learn to Configure Oracle Questionnaires Step by Step with Screenshots. We will be reusing the two questionnaire configured here for workers and managers.
• Development Goals: We can have a general discussion topic for development goals also. So, if you want to see how it works, please assign few development goals to employee you are planning to use for testing.
• Performance Goals: Same as development goals, we can have general discussion topic for performance goals, so please assign few performance goals to employee you are planning to use for testing. These goals should be assigned in the same review period you want to test check-in template.

4. How to configure Check-in Template

Before we can use check-in document we have to configure check-in template, for the same navigate to My Client Groups » Performance » Check-In Templates (Or you can also search for the task Check-in Templates)

You are on Check-in Template page, to create a new template click on + icon (Create Button) in the Search Results section.

On Create Check-in Template page, enter following details

• Template Type : Performance
• Name : AP Regular Check-in Template – iavinash.com
• From Date: 1^st Jan 2000
• To Date : 31^st Dec 4712
• Review Period : All Review Periods
• Status : Active (By default its Inactive)
• Include in Performance Document : Yes

Check-in document can also be linked with standard performance document. We will see this in another article but to make any check-in document available for performance document, you need to click on the check box Include in Performance Document, which we have done here.

Now under the Check-In Content section, you have to make some important decisions.

You will see following items (known as check-In content options) under Check-In Content

• Performance goals
• Development goals
• Questionnaire
• General discussion topics

If you click on Performance Goals or Development Goals you will see another check box to Add default discussion topics, try that.

Before we proceed further, it’s time to understand what is the significance of these check-In content options.

So what we understood from this table is that if we want to use questionnaire content option in check-in template, we must configure it beforehand. However, it’s not compulsory to use questionnaire. If you have experience in creating questionnaire you can go ahead and do that or just uncheck the questionnaire option.

If you want to learn how questionnaires are created, read this article » Learn to Configure Oracle Questionnaires Step by Step with Screenshots

So let’s resume our configuration and enable following items

• Performance Goals : Yes
• Add default discussion topics for performance goals: Yes
• Development goals: Yes
• Add default discussion topics for development goals: No
• Questionnaire: Yes
• Questionnaire for worker role: AP Employee Questionnaire
• Questionnaire for manager role: AP Manager Questionnaire
• General discussion topics: Yes

Now we need to also assign eligibility profile with check-in template. Attach an eligibility profile with check-in template.

Once you enter all these details, click on button Save and Close. You will receive confirmation dialogue box, just click on OK button and your Check-In template is created.

5. How to Assign Check-In template

So far we have just created a check-in template but it is not available for users yet. You need to assign this check-in template to all eligible workers and that we do through running Eligibility Batch Process.

To run the process navigate to My Client Groups » Performance » Eligibility Batch Process

You are on Eligibility Batch Process page. Click on Batch Process Type and select value Assign Check-In template and enter other parameters as follows

• Batch Process Type : Assign Check-In Template
• Effective as of Date : Current Date
• Check-In Template Name : AP Regular Check-in Template – iavinash.com
• Start Date : 01/01/2000
• End Date : 12/31/4712

6. How to use Check-In Template

After running the batch eligibility process, eligible workers can see check-in template.

The employee we are going to use here has some performance goals and development goals assigned. You can also assign few goals to your employees before testing this.

As an employee navigate to Me » Career and Performance » Performance

On this screen change the review period, to period you have performance goals assigned.

Once changed the review period, click on + Add button. You will see the Template details there. If you have multiple check-in template configured and employee is eligible for more than one template you can change the template by clicking on the Template filed.

By Default Document Name is same as your template name. But you can change that. In this article change it to World Bank Integration Project

Once you enter details, click on the Save button. As soon as employee clicks on Save button manager is notified. Check-In document can be created either by employee or manager. Here, it has been created by employees.

Once employee clicks on Save button, he will see a hyperlink (link name same as document name entered earlier). Employee needs to click on that link to open the document.

Now employee will see the sections we created in the template earlier

If you expand the Performance Goal Discussion Topic, you will see discussion topic for all performance goals active in that review periods are already added. This is because in the Check-In template we added the option Add default discussion topics for performance goals. We are seeing two entries here as employee has two active goals in that review period.

Now if you expand the Development Goal Discussion Topic, you will not see any discussion topic added for active development goals. This employee has two active development goals but there are no discussion topic for them. This is because we did not add the option Add default discussion topics for development goals for development goal.

However, that doesn’t mean, you cannot add discussion topic any more. Just click on the + Add button and you will see option to add discussion topic. In the Discussion Topic you will see all active development goals. You can select one for which you want to create discussion topic and then click on Save button.

Now scroll below and you will see a General Discussion Topics section. Here you can create any kind of discussion topic that is not dependent or elated to development or performance goals.

Let’s click on + Add button and in the Discussion Topic filed enter value as “Want to share some best practice learned from project” Then click on Save button.

Now you can click on that link (discussion Topic) and can add notes.

• The worker can’t delete a discussion topic when notes exist for the topic. You must first delete the notes and then the discussion topic. In a similar way, if discussion topics exist, you cannot delete a check-in document.
• You can add a performance goal discussion topic only when the worker is assigned with goals for the selected review period.

Now scroll up and you will see a section for employees Questionnaire that we attached with our check-in template. Answer/respond to those questions and click on Save button.

You will also see questionnaire section for manager, but you cannot edit that, means you cannot answer them.

Now logout as Employee and login back as manager of that employee.

• Manager can also see all the sections which employee was seeing, Manager can edit questionnaire that was attached for managers.
• If managers wants he can add additional discussion topic or respond to discussion topic created by employee.
• Manager cannot delete any notes added by worker.
• Manager cannot delete any discussion topic if there are any notes associated with that.

7. More about Check-in Template

In this article, we’ve covered the Oracle Cloud HCM check-in template and document, explaining how to set it up and make use of it. We hope you found this article informative and helpful. If you have any questions or need further clarification, please don’t hesitate to reach out. You can post your queries on our forum, hcmfolks.com, which serves as a community of HCM professionals just like you.