Performance Accountability & Feedback Model Check-In · The quarterly check -ins replace the yearly performance evaluation process for supervising managers. The naming conventions

Performance Accountability & Feedback Model Check-In

Page 1 of 14 Document Revised 8/12/2020

You will need to add the optional Performance worklet to your Homepage if it is not already there. If you already have it on your Homepage, skip to Step 4.

Step 1: Use the gear icon to access the worklet to add it to your Homepage.

Step 2: Under the Optional Worklets, select the plus sign (+) to add an optional worklet.

Check-In

As part of the performance accountability and feedback model, managers will use Workday’s Check-in feature for documenting the employee’s performance expectations and each quarterly feedback meetings.

The quarterly check-ins replace the yearly performance evaluation process for supervising managers.

The naming conventions for the “Topic” field as described in Step 11 must be used or your check-ins may not get pulled into the statewide report sent to the Agency Director’s. All the information you enter into the Check-in feature in Workday can be requested via a public records request. Make sure to only document factual information. Do not include personal editorials.



Step 3: On the new row, click on the menu prompt. Click All, then scroll to “Performance” and select it. After selecting the worklet, click OK and Done to add it to your Homepage.

Note: Any field with three dots and lines (menu prompt) has a drop down with a list of available options.

Note: If you have 20 worklets on your Homepage, you will need to remove one of the worklets to add the Performance worklet.



Step 4: Click on the Performance worklet from your Homepage.

Step 5: Click on My Check-Ins.

Step 6: Click on Create Check-In.

This is the full screen for the Check-in feature in Workday. The rest of the steps will guide you through the process of filling out each of these fields.



Step 7: In the Participant field, click on the menu prompt to search and select the employee that you did the quarterly performance feedback meeting with.

Step 8: The Notify Participant field defaults to the checked status. Leaving this selected will ensure the participant will receive notification of the Check-In via Workday and Outlook email.

Step 9: In the Planned for date field, add the date the meeting occurred or will occur if you are documenting the yearly performance expectations before the meeting.

Each quarter the Check-in report will capture all check-ins that the ‘Planned For’ date is between these date ranges:

• January 1 – April 31 • May 1 – July 31 • August 1 – October 31 • November 1 – January 31 If you need to edit the ‘Planned for’ date, see page 13 of this job aid.



Step 10: Depending on the type of check-in, you will add the following information in the Description.

Yearly Planning: For the yearly planning, you will create a check-in documenting the employee’s performance expectations before your first quarterly meeting. This will allow the employee to review the performance expectations and come prepared to discuss them at the first meeting. Below is an example of what you would add in the description field.

Quarter 1 Performance Expectations Meeting: For the first quarterly meeting, the manager and employee will review the performance expectations and set the yearly development goals or performance goals if the employee is not meeting the performance expectations. You will document what was discussed in the description field. If any changes were made to the performance expectations, you will need to update the yearly planning check-in. Also, you will need to document the development goals and performance goals (if needed) using the Goal feature in Workday (see the Goals job aid for how to do this).



Quarter 2 and 3 Performance Feedback Meetings: For the second and third quarterly meetings, the manager and employee will meet to discuss performance expectations, performance goals (if needed), developmental goals, and other quarterly business. Not all the expectations and goals need to be covered at these meetings, just what the employee has been focused on during the current quarter. You will document what was discussed in the description field.

Below is an example of what you would add in the description field for quarters 2 and 3.



Quarter 4 Performance Feedback Meeting: For the final quarterly meeting of the 12-month review cycle, you will need to decide if you are going to do a final review of the year and planning for the next year or just the final review. Depending on what you decide, the following activities will need to be completed:

• Final Review Only: You will meet with your employee to do a final review of the year looking at the performance expectations, performance goals (if needed), developmental goals, and successes/achievements for the year.

• Final Review and Planning for the Next Year: You will meet with your employee to do a final review of the year looking at the performance expectations, performance goals (if needed), developmental goals, and successes/achievements for the year. Plus you and the employee will plan for the next 12-month review cycle. If you do the final review and planning review during the fourth quarter, you will need to create two Check-Ins in Workday.

Below is an example of what you would add in the description field.

Note: The employee will receive an email notification after you create the Check-in and it will show on the notification icon on their Workday Homepage. When they click the notification icon they will be able to view the check-in.



Step 11: Add an Existing Topic if you already have them created. Otherwise add a new Topic Name.

Use these naming conventions for the topics you add in the Check-in.

• Yearly Planning Check-in: For the yearly planning check-in, you will name the Topic Year Q1 – Performance Expectations (e.g. 2020 Q1 – Performance Expectations).

• Quarterly Feedback Check-in: For the second and third quarterly feedback meeting check-in, you will name the Topic Year Q# – Performance Feedback Meeting (e.g. 2020 Q2 – Performance Feedback Meeting or 2020 Q3 – Performance Feedback Meeting).

• Final Feedback Check-in: For the final feedback meeting check-in, you will name the Topic Year Q4 – Final Performance Feedback (e.g. 2020 Q4 – Final Performance Feedback).

Note: If you do not use the naming conventions for the Topics they may not get pulled into the statewide report sent to the Agency Director’s.

If you need to edit a Topic Name, see page 10 of this job aid.



Step 12: Shared Notes can be seen by you and the employee. My Notes can only be seen by you. Add any notes about the follow-up items or additional information you would like to share with your employee or keep in your personal notes. If you do add shared notes you should let your employee know. Click OK.



Changing the Topic Name

If you need to change the topic name you used in your check-in, complete the following steps.



Step 3: Click on Topics.



Step 4: Everyone’s check-ins and topics will show. Click Edit for the topic you need to change.

Step 5: In the Topic Name field, type in the correct topic based on what type of check-in you did (see page 8 of this job aid for the correct naming conventions). For example, ‘2020 Q1 – Performance Expectations’ and click OK.



Step 6: Once you click OK, you will be back at the My Check-in screen and you’ll see the topic has been changed.



Changing the ‘Planned For’ Date

If you enter a ‘Planned For’ date that is outside of the range of the report, it will not show-up in that report. NOTE: DAS and HR directors will pull quarterly status reports. ‘Planned For’ dates set outside of the range of that report will not show up.

To change the ‘Planned For’ date, complete the following steps.



Step 3: All the check-ins you’ve created will show. Click Edit for the check-in you need to change.



Step 4: On the ‘Edit Check-in’ screen, go to the ‘Planned for’ field and change the date to. Click OK to save the change.

Each quarter the Check-in report will capture all check-ins that the ‘Planned For’ date is between these date ranges:

• January 1 – April 31 • May 1 – July 31 • August 1 – October 31 • November 1 – January 31

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Performance Accountability & Feedback Model Check-In · The quarterly check -ins replace the yearly performance evaluation process for supervising managers. The naming conventions