Employee review meeting
To access the "Employee review meeting" tab, you must select an employee in the employee overview. You can find additional information about an employee under Employee file or Communication. General settings for the employee review meeting, such as process control and default content settings, can be found in the Settings for the employee review meeting.
Employee review meeting process
- Process preparation by HR when working with competency catalogs: Prepare employee review meetings via multiple actions.
- Process initiated by HR: the hiring managers are asked/reminded by HR to being employee review meetings with their employees.
- Preparation by managers and the employee: The manager decides whether their goals should be visible for the employee. They can delegate their own goals to the employee, create new goals, or copy goals from earlier agreements or from other employees. The employee receives an email asking them to start thinking about their tasks and goals. The employee has the option to view or prepare their employee review meeting.
- Contents that should be part of the employee review meeting for all employees can be copied to individual employees on a recurring basis by assigning function profiles, or individually by hand through the use of employee review meeting catalogs.
- Meeting: the tasks and goals agreed upon in the meeting are entered into Umantis Employee Management by the manager. You can confirm the meeting and its results with the employee in Umantis Employee Management, or print the agreement out and have the employee sign it.
- Recording the results – Post-processing: After you have made the agreements, you can set up email reminders for yourself. For example, you can receive email reminders for agreed-upon milestones, i.e. on dates when sub-goals are supposed to have been achieved, so that you don't forget about them – but also don't have to constantly check on what sub-goals are due next.
- Interim check and overview: You can also set up email reminders to check in regularly on goal progress so far.
- Assessment and determination of bonuses: At the end of the employee review meeting for this period, another meeting takes place. In this meeting, you come to an agreement with the employee as to how well they are accomplishing their tasks, and whether they are meeting expectations. We support you in the assessment process by calculating averages.
If the contents of the employee review meeting have not all been assessed, or if not all subareas have received an overall assessment, the following warning messages are displayed (as appropriate):
Caution: Not all contents have been assessed.
Caution: Not all subareas have received an overall assessment.
Caution: Subareas have contents that have not yet been assessed.
To learn about administering employee review meetings, see Administer employee review meetings.
Subareas of the employee review meeting
Note on hiding and displaying drop-down elements in the "Process view" of the employee review meeting:
Please note that when hiding or displaying elements in the process view with the 
icon, the change will only be visibly after the page has been refreshed (e.g. with the F5 key). As an alternative solution, you can click on 
for the element in question and either check or uncheck the "Hide" box, so that the change will be visible immediately.
Other elements that are closely associated with the employee review meeting.
Process view in the employee review meeting
You can show the process view in both the overall assessment and in every subarea of the employee review meeting. This enables you to run the various actions intuitively.
| Process view | Description/Notes |
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The employee review meeting is in its initial stage. Contents are being entered and copied from previous periods. The contents will then be agreed. |
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This view will be displayed after the contents have been agreed. In this step, a forecast can be given, assessed or the employee review meeting can be completed. |
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This view will be displayed when the employee review meeting has been completed. |
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This process view can be shown if required. By using this “flag,” employee review meetings that have been completed can be viewed again, and confirmed or accepted, by managers’ managers (see Process extension: Accept). |
Process extension: Accept
Process extension: View and accept contents, assessments or completed employee review meeting).
Depending on the time or the progress of the employee review meeting process, the following actions can be displayed (in every subsection):
- Accept contents
- (The contents of the employee review meeting have been recorded and need to be viewed and confirmed.)
- Accept assessment
- (The contents have been assessed and this assessment needs to be viewed and confirmed.)
- Accept employee review meeting (see diagram above)
- (The employee review meeting is complete but needs to be viewed and confirmed.)
If the manager’s manager clicks “Accept XY,” a confirmation message appears: “Do you want to mark the employee review meeting as checked and accepted up to this point?”. If this message is confirmed, the info message “Checked and accepted by another person” is displayed.
Important notes:
- Keep in mind that every additional process step in the employee review meeting also increases the complexity of the process as a whole. We therefore advise that additional “Accept” actions are used as little as possible so that your current processes are not slowed down unnecessarily. To take a specific example: You decide when you want to get a confirmation and show either just “Accept contents,” “Accept assessment,” or “Accept employee review meeting.”
- These actions only display a “flag” and make no changes and have no effect on existing permissions.
Copy employee review meeting from another job
Administrators may copy the full employee review meeting of an individual employee to that employee's new job. The following prerequisites and notes should be kept in mind here.
Prerequisites
- A new position profile has already been assigned to the employee.
- No employee review meeting contents have been created yet for the new job profile.
Notes:
- Only administrators can copy full employee review meetings.
- When an employee review meeting is copied to a new position profile, the employee review meeting is set to the status "Suspended" in the old position profile, and no further tasks are pending.
- If there are any outstanding third-party assessments for the previous job, the invitations (for the current job) need to be re-sent.
If all prerequisites are met and you have complied with the above notes, you will be able to select the affected employee (with their newly assigned position profile) in the employee directory. In the "Employee review meetings" (or "Performance reviews") tab, you will then see the option to Copy employee review meeting from another job for this employee. When you click on this link, an overview of all of this employee's other/previous jobs will be displayed, with information about the job number, job title, function profile, manager, organizational unit, etc. Select the job from which you would like to copy the employee review meeting and click on "Copy employee review meeting".
Actions
Uploading documents
- When creating or assessing subareas of the employee review meeting, you have the option to upload documents. In this way, both employees and managers can upload relevant documents, e.g. when creating goals (or other subareas).
- Agree on employee review meeting
- Modify agreement
- Complete the employee review meeting
- Modify assessment
- Ask employee to create content
- Ask employee for confirmation
- Ask employee for interim outlook
- Ask employee for assessment
- Ask employee to confirm the assessment
- Agree
- Modify agreement
- Confirm agreement
Note: People who agree on contents cannot also confirm them at the same time. This should always be done by the other person involved. - Complete the assessment
- Suspend assessment (no employee assessment will be done for this period) Suspended employee review meetings can be "opened" again by first "completing" them and then reopening them (via the "Modify assessment" link).
- Modify assessment
- Copy potential assessment for [current period] from previous assessment
- Calculate bonus & salary XY
- Adopt suggestions for bonus & salary [current period]
Request action for each subarea
Within the employee review meeting, you can start a communication from any subarea and ask the employee to take appropriate action. For this feature, the new “Communication with employee” section contains the following actions:
- Prompt employee to create content
- Prompt employee to confirm
- Prompt employee to enter their likely achievement
- Prompt employee to make an assessment
- Prompt employee to confirm the assessment
The available actions are conditional and will be displayed (if unhidden) depending on the progress.
Sharing assessments
In the Employee review meeting settings, you can set both the visibility of the manager's assessment in the employee view and the visibility of the self-assessment in the manager view.
If you select setting number 2 here (= assessment is only visible after being explicitly shared by the manager/employee), an additional checkbox will then appear in every assessment screen:
- Share assessment now
- This gives the person (who is currently assessing content from the employee review meeting) the option to share the assessment immediately. If the checkbox is not used to share the assessment, a note will appear in the view of the employee review meeting with the following text about the option to share it:
Note: Your assessment has not yet been shared for viewing. Please share it at the appropriate time. Share now
Integrated employee review meeting: Complete and agree simultaneously
- Integrated employee review meeting
- Complete (current period)
- Agree (following period)
In the Actions (through the "Integrated employee review meeting" link), you have the option to complete all contents for the current period (assessments for performance and development goals, tasks and competencies, and the overall assessment),' and to agree on the contents for the following period at the same time'. If you have already completed some of the contents for the current period (e.g. goals), they will not be affected.
Note: If you agree on contents, those contents will be marked in the employee view as "not visible for employee". Contents that the employee has marked as "visible only to me" are deleted.
This link (if displayed) is only available for the current period and the following period.
Preparation by the administrator
- In preparation for the employee review meeting, the administrator must create a period in the settings.
- Many processes run more smoothly if this new period is also defined as a current period. Wizards can be constructed more dynamically if you simply make use of the current period each year.
- In addition, the calculation formulas should be ready for use, since a calculation formula for calculating appropriate compensation for the employee's performance is a part of the agreement.
- Employee review meeting catalogs should be ready for use in all necessary languages. These catalogs can also be bundled into function profiles, and then linked to the relevant employee's position profile.