Performance Improvement Plan

Name of Proposal Here IMPROVEMENT PLAN PERFORMANCE
YASH TECHNOLOGIES PVT.LTD. Presented to XYZ Company
YASH Technologies Pvt. Ltd.

USA I Europe UK I Germany I Middle East I Asia Pacific
Important Notice: This document and any attachments submitted with it are confidential and intended solely for the use of the individual or entity to which it is addressed. If you are not the intended recipient, you are hereby notified that any use, dissemination, forwarding, printing, copying or other use of this document, any attached documents, and the information these documents contain, is strictly prohibited. If you have received this by mistake, please advise the sender immediately and destroy / invalidate the document. Copyright: YASH Technologies. All Rights Reserved. Referred products/ services logos/names may be registered trademarks of belonging companies.
Released By Approved By Effective date Version
HR Department Dharmendra Jain April 1, 2013 1.0
nt TitleGo to marketo to Market Prop
PERFORMANCE IMPROVEMENT PLAN

(For YASH Internal Circulation Only)
TABLE OF CONTENT
1. 2. 3. 4. 5. 6. 7. 8. 9. PURPOSE................................................................................................................................................ 3 SCOPE .................................................................................................................................................... 3 OWNERSHIP/IMPLEMENTATION ............................................................................................................. 3 DEFINITION ............................................................................................................................................ 3 PIP LIKELY EVENT ................................................................................................................................. 3 PIP CAUSE IDENTIFICATION .................................................................................................................. 4 PIP DECISION TO INVOKE & LINKED COMMUNICATION ......................................................................... 4 PIP PROCESS OUTLINE & TIMELINES ..................................................................................................... 4 GENERAL GUIDELINES & RESPONSIBILITIES .............................................................................................. 4
10. PIP INITIATION EMPLOYMENT STATUS ................................................................................................. 6 11. PIP PROCESS FLOW ................................................................................................................................. 8 12. REPORT SUGGESTIONS & QUERIES .......................................................................................................... 8 13. ACRONYM .............................................................................................................................................. 8
Performance Improvement Plan Policy_Ver_1.0
By YASH Technologies
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1. PURPOSE Performance Improvement Plan (PIP) is a developmental process which shall function as an add-on in the Performance Management System prominent at Company (YASH Technologies Pvt. Ltd). This document is an informative guideline to identify and manage an employee through a PIP event. 2. SCOPE The policy stands effective for all permanent employees of YASH Technologies Pvt. Ltd. (YASH). 3. OWNERSHIP/IMPLEMENTATION The ownership & implementation of this policy lies with Human Resources (HR) Department. It will be effective from April 01, 2013 & will continue to be in force unless superseded by a revised policy. The HR Department reserves the right to amend, abrogate & reinstate the entire policy or any part of it as & when it deems necessary. 4. DEFINITION PIP Performance Improvement Plan is defined as formalized and structured developmental plan meant to enhance demonstrable performance & conduct and bridge measurable gaps between actual & expected standards. Term of a PIP It is time period between the initiation of a PIP and the assessment of that term. Kindly refer section 8 (C) for more details. 5. PIP LIKELY EVENT Business may identify an employee to be placed through a PIP during the events described below. This identification will be based on certain measured & objectively defined attributes. a) During Absorption, Training: - The need of PIP whilst an employee may be undergoing Training at YASH OR during the training completion assessment. b) During Probation, Training cum Probation: The need of PIP when an employee may be on Probation/ Training cum Probation or during the confirmation assessment. c) During Confirmed State of Employment: - The need of PIP for confirmed employee at any point of time during his/her career with the company OR during performance review at the time of appraisals. However, PIP process will not be applicable to an employee during initial 3 months from joining. The company expects employees to settle and absorb the expectations about work during this time.
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6. PIP CAUSE IDENTIFICATION PIP is an appropriate measure to attempt performance improvement when the regular processes of mentoring, counseling, on job mentoring, support, feedback may not show improvements in performance of an employee. Some indicative instances that may be illustrated here to depict the necessary & sufficient need of PIP are as follows: a) When an employee may consistently fail in delivering quality in his/her assigned task in a timely fashion. b) When there may be frequent escalations on performance of an employee from client, team etc. These are indicative events and are briefed on a macro level. The process of initiating a PIP is discussed in later part of this document. 7. PIP DECISION TO INVOKE & LINKED COMMUNICATION When an individual may fail or fall short of expectations as per causes defined in section 6, Secondary Reporting Managers (SRM) can raise a request to the Business Unit Head (BUH) stating the reasons based on the performance assessment & feedback received from Immediate Reporting Manager (IRM). It is recommended that SRM & HR should follow the path of counseling and mentoring on Job tasks for at least 1 month after an employee is observed for a PIP. After the completion of 1 months time if SRM and HR still observe no significant improvement in performance, they may raise a request to BUH & confirm the need to apply a PIP to an employee. Location Head of HR or HR POC shall investigate the case and prepare a business case about the employee including the observations shared by the SRM & BUH. Further, Location Head of HR should share the details of PIP request with the BGH & HR Unit Head looping BUH. Based on concurrence from BGH & HR Unit Head on e-mail, PIP will be invoked. In doing so, HR POC shall send a communication of a formal meeting to the concerned employee copying employees IRM, SRM & location HR Head. This meeting shall be called to discuss on gaps in performance and the application of a PIP. The process of PIP with timelines is discussed in section 8. 8. PIP PROCESS OUTLINE & TIMELINES Performance Improvement Plan shall work in a structured manner with direct involvement of the concerned employee, his/her IRM, SRM, BUH, HR POC & Location Head HR. a) The beginning of a PIP shall always happen through a formal PIP discussion chaired by employees RM (IRM/SRM or both), HR POC and Location Head HR. This discussion should be organized latest within a weeks time from when Business & Location HR POC may concur on application of a PIP.
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b) Each PIP will be of a defined term where the employee will be given certain specific goals at the beginning of the term. The employee will be expected to work towards the fulfillment of the goals in the defined term. To assist in meeting the objectives IRM, SRM will suggest the training & guidance required. In addition to the offered assistance an employee may ask for any assistance, support or mentoring from their IRM/SRM. This assistance will be limited to the external facilitation only. c) On initiation of each term of PIP, a PIP Record Sheet will be filled and signed by the employee, IRM/SRM and HR POC. This sheet will serve as a basis for assessment. The original copy of this will be stored in employees personal file. d) Duration of a Performance Improvement Plan would be of 3 months. This duration is divided into two terms and formal performance assessment would be conducted at the end of each term. First assessment would be conducted at the end of first term, after 45 days from PIP initiation date. Second assessment would be conducted at the end of second term, 45 days from the first assessment. e) At the end of each terms, an assessment meeting will be organized by HR POC where employee, his/her IRM/SRM, location Head HR will participate. Such an assessment meeting will be organized within 5 working days from the date of ending the PIP term. f) There will be two probable outcomes of any PIP term, a Success & a Failure. An outcome is said to be Success if the assessment rating is greater than or equal to 3.5. For first PIP term, an employee will be released out of PIP if his/her assessment rating is greater than or equal to 3.5. In an event when the rating is less than 3.5 but greater than 2, he/she will be placed under second term of PIP. If rating is less than 2 corrective actions would be initiated. Please refer to section 11 for more details.
g) At the end of second term, if an employee is able for accomplish the assigned goals and responsibilities; employee would be out of PIP. However if he/she fails to clear the PIP, corrective action would be initiated for that employee based on managements discretion. This action may include combination of one or more steps mentioned below Demotion resulting in change of designation &/ grade. Reduction in salary (and linked benefits). The company may map the employee against available open positions where in employees competency matches. If an employee is able to succeed in the assessment for any offered position he/she will be placed in new positions/roles. Termination of individuals employment with YASH.
In case the corrective action leads to termination ,the notice period of employee will be reduced to 30 days as against the clause of 45 days/90 days notice period mentioned in the offer, appointment or any performance review letters for all grades. h) During each PIP term, IRM needs to record the progress of an employee. This record should consist of the intermediate assignments given to an employee, the assistance provided to him, the tasks the employee was able to deliver/not deliver satisfactorily. IRM needs to send this record to the SRM. SRM will further share the feedback after mentioning his remarks with BUH & HR POC on completion of each term (before the assessment meeting of that term is scheduled).
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i)
In each PIP meeting employee will be provided certain specific goals to be accomplished in the term of PIP. A note in printed form (Annexure I) with details of participants, date, place and the purpose will be signed by the employee and will be countersigned by employees IRM, SRM & the HR POC. The copy of this document will be filed in the employees personal file. The result of formal assessment conducted at the end of each term will be recorded in the PIP term document. This assessment sheet will be discussed with the concerned employee. At conclusion of each PIP term, the assessment sheet will be stored in employees personal file along with PIP record sheet.
j)
9. GENERAL GUIDELINES & RESPONSIBILITIES a) It is responsibility of IRM to inculcate a culture of regular counseling, mentoring and feedback within the team. b) It is the responsibility of IRM and SRM to ensure that an employee on active PIP receives the support and mentoring requested by employee during PIP initiation meeting. c) It is responsibility of HR POC to explain the details of PIP process to the employee during the PIP initiation meeting. HR POC should also ensure that the employee has read and understood complete PIP policy. d) HR POC and IRM should ensure that there is no discrimination or bias against the employee on an active PIP. e) Goals and Objectives that are set for an employee at PIP initiation stage should be measurable, achievable and time bound. It is recommended to refrain from assigning a task which is not clearly defined. 10. PIP INITIATION EMPLOYMENT STATUS Employees under training, on probation or confirmed may undergo a PIP as initiated by following events: a) Employee who may be under training, probation, training cum probation if receives a cumulative rating in assessment which is lesser than 2.5 shall receive an extension in their training/probation/training cum probation period. Individuals who may be identified by the business as falling short on certain expected attributes that may not be acceptable be placed under PIP process. b) A confirmed employee who may receive a cumulative rating lesser than 2.5 in their Appraisal could be placed under PIP. c) If an employee is under an active PIP at the time of absorption/ confirmation/absorption cum confirmation, such period will be extended by 3 months duration by default. d) If an employee is under an active PIP at the time of appraisals (due month), their appraisal will be rescheduled to the next standard cycle (C1/C2). (Please refer PMS policy). e) Please refer to the below steps on situations that could lead to a PIP initiation:
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DOJ PIP to be invoked? IRM & SRM to set Goals and Objectives (Gs & Os) for new joiner Yes PIP INITIATION Yes Employee meeting Gs & Os after 3 months? IRM & SRM to define goals and objectives for PIP term 1
No
No Counseling & expectation setting by respective RMs for a month
Assessment at end of term 1
Employee meeting Gs & Os?
No
Rating <2 Yes
No
Yes Rating 3.5? Out of PIP
Yes Absorption review (in case of Associate Trainee Only) No PIP term 2 initiation
Performance Rating 2.5 Yes Confirmation Review
No
IRM & SRM to define goals and objectives for PIP term 2 & conduct Assessment at end of term
Assessment Rating3.5
Yes
Performance Rating 2.5 Yes
No
Extension of Probation/ training cum probation period
No Corrective Action (Please refer to Section 8 (point g)
End
Performance Appraisal Review in Annual Cycle (C1/C2)
No In C1/C2 Rating 2.5 No Employee meeting Gs Yes Annual Appraisal and CDP Sign off along with Gs and Os Sign off & Os during review period? Yes
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11. PIP PROCESS FLOW PIP Process flow chart:
PIP TERM 1 a) If assessment rating >=3.5 - Out of PIP b) If assessment rating >2 PIP Term 2 c) If assessment rating <=2 - CORRECTIVE ACTION*
PIP TERM 2 a) If assessment rating >=3.5 - Out of PIP b) If assessment rating <3.5 - CORRECTIVE ACTION*
*Please refer to section 8 (point g) for more details on corrective action. 12. REPORT SUGGESTIONS & QUERIES Thank you for your cooperation. We believe an employee is the biggest asset for the Company. Hence; your suggestions & queries are most welcome. This will help us in making the policies more employees friendly. Should you have any suggestions & queries; please e-mail at corphr.india@yash.com. 13. ACRONYM Company YASH Technologies Pvt. Ltd IRM SRM BUH BGH Annexure I YASH Technologies Pvt. Ltd YASH Immediate Reporting Manager Secondary Reporting Manager Business Unit Head Business Group Head PIP Record Sheet and Assessment Form Thanking You - HR Department ~~~***~~~
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Performance Improvement Plan - Ver - 1.0

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Name of Proposal Here IMPROVEMENT PLAN PERFORMANCE

YASH TECHNOLOGIES PVT.LTD. Presented to XYZ Company

YASH Technologies Pvt. Ltd.

Released By Approved By Effective date Version

HR Department Dharmendra Jain April 1, 2013 1.0

nt TitleGo to marketo to Market Prop