PIP Policy (Performance Improvement Plan)

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Purpose:

To create a Comprehensive guideline and prescribed procedures one must follow to design a PIP that an employee would undergo.

Scope:

The policy applies to all full-time employees of Uplers Solutions Private Limited put under PIP by their respective Manager or Departmental head due to unsatisfactory performance, and will be effective from 1st July, ‘22.

The “Performance Improvement Plan” aims to fulfill the following
goals:

To improve and sustain the desired performance results of the concerned employee
To address performance discrepancies identified in the course of reviews.
To provide identification of expected performance results that do not meet performance expectations.
To provide adequate descriptions of required performance improvement.
To provide a timeline with the dates by which improvement will be necessary.
To provide a statement of consequences that will occur if required improvement is not achieved.
To establish regular meetings between manager and the employee and facilitate cooperation and ongoing communication.

When PIP is implemented:

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. To address and correct behavioral challenges, supervisors should follow Uplers Policies and 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 limited to):

Refusal to complete tasks or assignments
Profanity in the workplace
Excessive absenteeism/tardiness

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 Lead’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):

Failure to meet deadlines
Poor work quality
Unprofessional work methods

Stages:

The PIP is bifurcated into 5 sequential stages, each with their respective time frame as diagram 1.1 shows

Stages	Review Period
Verbal Intimation	1 Month
First Written Intimation	1 Month
Final Written Intimation	1 Month
Dismissal	3 Months

Stage 1 – Verbal Intimation The informal counseling should be carried out to ensure the team member knows the standards expected and should be carried out by a Lead/manager and HR should be kept informed on the same. The employee should be well aware of the below-mentioned points:-

What needs improvement
Given the opportunity to put his/her point of view and challenges faced
Given an action plan to bring about the required improvement
Given a written email, by a lead, of the agreed action to be taken. During the PIP discussion, the lead should discuss the following:
- Identify the specific performance issue(s)
- The impact of the issue(s) on the department
- Obtain the employee’s feedback
- Expected performance results
- Developmental objectives (include internal/external resources necessary to influence improved performance)
- Action steps that will be taken by the employee
- Action steps that will be taken by the lead
- A resolution and decision on the course of action

If this informal counseling does not bring about the required improvement, the formal disciplinary procedure will be invoked.

1 month would be a reasonable period for this 1st verbal warning to stay on record, but it could remain for up to a maximum of 6(3 months) months. However, if the team member fails to improve or there is a repeat of the activity that caused the verbal warning in the 1st place the Lead can inform the HR and can then issue a first written warning.

Stage 2-First Written Intimation

The 1st written warning can be issued within the period of time advised for monitoring after the verbal warning, provided there is no improvement in conduct or performance. The written warning will then be issued and last for another 1 month. This warning should also clearly set out the nature of the problem, and suggest solutions with the proper plan of tasks and expectations. The supervisor should again afford all reasonable assistance to the team member to help him improve conduct and/or performance.

Stage 3-Final Written Intimation

If the required improvement is seen, then a final written warning would be issued with a 1-month monitoring period. The letter confirming this warning will advise that if there is no improvement or if the unsatisfactory behaviour/performance is repeated then dismissal/termination will occur.

Stage 4-Dismissal or action short of dismissal

If there is no improvement after the final written warning, then dismissal/termination is the likely outcome. The supervisor along with the HR should appraise the team member of the progress or the lack thereof of the behavior/conduct during the review period, the repeated failure to improve performance sufficiently, and that the dismissal is in accordance with the disciplinary procedure.

Remarks
None of the above will apply to situations of gross misconduct which may lead to instant dismissal. Also, more serious transgressions of conduct may lead to the procedure being started with a written warning or at a different point in the procedure. The key point is that there is a procedure that is fair and transparent and both supervisor and team member know where they stand. Equally important is that other team members see the procedure as fair and equitable and that they will get fair procedures when there is a problem.

Ownership, Review & Approval
This Policy is owned and administered by the People and Culture department and must be reviewed and updated (at least every 12 months). Any exceptions in the policy depend on the sole right of the Associate Director- People & culture only.
Uplers reserves the right to update this policy periodically.