PIP Policy & Process - Template

Kay Tent Industries HR Policy Doc Code Version & Effective from
HR Controlled copy PIP (Performance Version – 1

improvement Plan) Effective from 17-Jan-2020
1. PURPOSE
The purpose of the Performance Improvement Plan (PIP) is to help supervisors and direct reports
address and resolve performance issues. The PIP communicates the performance discrepancies,
when an improved level of performance is to be achieved and the action steps that will assist the
employee in meeting performance expectations.
2. OBJECTIVES OF THE POLICY

2.1. The "Performance Improvement Plan" aims to fulfill the following goals:
2.1.1. To improve and sustain the desired performance results of each staff member
2.1.2. To address performance discrepancies identified through the performance management
process
2.1.3. To provide identification of expected performance results that do not meet performance
expectations
2.1.4. To provide adequate descriptions of required performance improvements
2.1.5. To initiate action steps that a staff member might take to correct performance – including
identification of training and other resources available
2.1.6. To provide a timetable outlining the dates by which improvement will be necessary
2.1.7. To provide a statement of consequences that will occur if required improvement is not
achieved
2.1.8. To establish regular meetings for the supervisor and staff member and facilitate
cooperation and ongoing communication
3. RESPONSIBILITIES
3.1. Process Owner - Respective Circle / Function Head
3.2. Process Team - HR Team
4. WHEN DO I IMPLEMENT PIP?

4.1. Performance Improvement Plans should be implemented to aid in correcting performance
challenges associated with the skills and expertise of employees and not be used to correct
inappropriate behavioral conduct or a violation of work rules.
4.2. Behavior problems include misconduct, insubordination and other issues related to an
employee’s conduct or behavior. Some examples of behavioral challenges include (but are not
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limited to):
4.2.1. Refusal to complete tasks or assignments
4.2.2. Profanity in the workplace
4.2.3. Excessive absenteeism/tardiness
4.2.4. Theft
4.3. Performance deficiencies are associated with skills that cause the employee to fall short of the
performance standards required by his/her job. It is a supervisor’s responsibility to ensure
employees have the resources needed to effectively perform their job responsibilities. Some
examples of performance challenges include (but are not limited to):
4.3.1. Failure to meet deadlines
4.3.2. Poor work quality
4.3.3. Inappropriate work methods
4.4. During the PIP discussion, the supervisor should discuss the following:
4.4.1. Identify the specific performance issue(s)
4.4.2. The impact of the issue(s) on the department
4.4.3. Obtain the employee’s feedback
4.4.4. Expected performance results
4.4.5. Developmental objectives (include internal/external resources necessary to influence
improved performance)
4.4.6. Action steps that will be taken by the employee
4.4.7. Action steps that will be taken by the supervisor
4.4.8. A resolution and decision on the course of action
5. PROCSS:
5.1. Performance Improvement Plans should be implemented when an employee’s overall
performance rating is “Unsatisfactory”, or if the supervisor determines the employee’s current
performance requires improvement after the supervisor has held prior discussions with the
employee and has communicated expectations:
The following flow chart illustrates the process for implementing a pip when an
employee’s overall performance rating is “unsatisfactory”:
Final
Verbal
Written PIP Termination
Warning
Warning
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As illustrated above, the supervisor should follow the progressive disciplinary process
beginning with a verbal warning. If performance challenges continue, the supervisor should
aim to correct the performance discrepancies by issuing a Final written warning. If performance
continues to be unsatisfactory, the next corrective measure should final be implementation of
a PIP.
Whenever an employee is being placed on a Performance Improvement Plan, suspended

and/or terminated. Supervisors should consult with their Human Resources Representative for
guidance. The completed PIP should be sent to the employee’s OHR personnel file after
appropriate signatures and approvals have been obtained.
6. PERFORMANCE STANDARDS/EXPECTATIONS
6.1. The performance standards should communicate observable, specific indicators of successful
performance expressed in terms of Quantity, Quality, Timeliness, Cost, Safety, or Outcomes.
Performance standards should be S.M.A.R.T.:
6.1.1. Specific - Performance standards should let employees know exactly which actions and
results they are expected to accomplish.
6.1.2. Measurable - Whenever possible, objectives and standards should be based on
quantitative measures such as direct counts, percentages, and ratios.
6.1.3. Attainable - The objective or standard should be achievable and set based on reasonable
productivity standards.
6.1.4. Relevant – The performance standards should be relevant to the job responsibilities.
6.1.5. Timely - Results should be delivered within a time period that meets the department and
organization’s needs
7. Concluding Note
The key point is that there is a procedure that is fair and transparent and both employer and
employee know where they stand. Equally important is that other employees see the
procedure as fair and equitable and that they will get fair procedures when there is a problem.
Please Note: The Company has the right to change /modify any of the above conditions
of this policy at any point of time without assigning any reasons whatsoever.
AEPL: - Leave and Attendance Policy
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Version Modification Effective Date Approved by

Description
1.0 Introduction of “Date”

version control
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Kay Tent Industries HR Policy Doc Code Version & Effective from

HR Controlled copy PIP (Performance Version – 1

2. OBJECTIVES OF THE POLICY

4. WHEN DO I IMPLEMENT PIP?

Whenever an employee is being placed on a Performance Improvement Plan, suspended

AEPL: - Leave and Attendance Policy

Version Control Table

Version Modification Effective Date Approved by

1.0 Introduction of “Date”

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