1. Purpose of this Manual

This manual explains how to use the Performance Improvement Plan (PIP) module in HRMS. It helps HR, Managers, and Employees manage PIPs in a simple and consistent way.

This manual provides a complete end-to-end guide to using the Performance Improvement Plan (PIP) module in the HRMS system. It explains how HR, Managers, and Employees can create, approve, manage, track, review, extend, and close PIPs. The objective is to ensure a structured performance improvement approach, transparency in performance management, and consistent documentation.

 

2. What is an PIP?

A Performance Improvement Plan (PIP) is used to support employees who are not meeting performance expectations. It sets clear goals, actions, timelines, and measures for improvement. A Performance Improvement Plan (PIP) is a structured framework designed to address employee performance gaps. It defines improvement areas, expectations, action plans, timelines, support provided, and measurable outcomes. The PIP process encourages continuous feedback between employees and managers, enabling performance correction and accountability.

Roles Involved

HR manages the process, Managers guide and review performance, and Employees work on the improvement actions.

HR: Initiates PIP assignment and ensures process compliance.

Manager: Defines improvement areas, reviews progress, and provides guidance. Employee: Works on assigned improvement actions and updates progress regularly.

PIP Process Overview

The PIP process includes assigning the PIP, getting approvals, setting goals, tracking progress, reviewing performance, and closing or extending the PIP.

 

Step 1: Navigate to PIP Assignment – HR/Manager assigns PIP to employee.

Step 2: Fill Assignment Details – Select dates, reviewer, and submit.

Step 3: Approval Triggered – Reviewer receives notification.

Step 4: Reviewer Approval – Reviewer approves the PIP assignment.

Step 5: Manager Opens PIP – Manager accesses the PIP form.

Step 6: Add Improvement Areas & Goals – Define gaps, expectations, actions, and measurements.

Step 7: Submit PIP to Employee – Employee receives PIP for acknowledgment.

Step 8: Employee Acknowledges PIP.

Step 9: Employee Updates Progress & Comments.

Step 10: Manager Reviews & Updates Progress.

Step 11: Close or Extend PIP – Completed / Partially Completed / Failed.

 

Step 1: Navigate to PIP Assignment

Go to the HRMS left menu and click on PIP Assignment to assign an employee to an PIP.

Step 2: Fill PIP Assignment Details

HR or the Reporting Manager fill Employee Name, Start Date, End Date, Review Frequency, and Reviewer/Mentor, then clicks Submit.

Step 3: Approval Request Triggered

Upon submission, the request is sent to the selected Reviewer/Mentor for approval. Reviewer/Mentor Approval

The Reviewer/Mentor can approve directly from notifications or open the request to view details and approve.

Step 5: Access PIP from PIP Menu

After approval, the employee appears in the PIP menu. Click Edit to add PIP details.

Step 6: Fill PIP Details

The Manager fills roles expectations, areas of concern, improvements required, expected outcome, resources, Measurement, and Weightage.

After completing all details, click Submit to place the employee on PIP.

Step 9: Employee Acknowledges PIP

Employee acknowledges the PIP via notification or PIP menu.

 

 

Step 10: Employee Updates Progress & Comments

Employee updates progress, adds comments, clicks Post, Save, and Submit.

 

 

Step 11: Manager Reviews & Updates Progress

Manager reviews employee progress, edits if needed, adds review comments, then Post, Save, and Submit.

Step 12: Closing the PIP

Once the PIP period is completed, you can choose whether to close the PIP or take further action by selecting Yes/No for “Do you wish to close the PIP?”

If yes is selected, the following options will appear: A: Close PIP – Completed Successfully

1. Select this option if the employee has successfully completed the PIP.
2. Enter final comments.
3. Click Submit.
4. The user’s status will be marked as PIP Completed (Final Submission)

B: Close PIP – Completed Partially

1. Select this option if the PIP is partially completed.
2. You will be prompted with “Do you wish to extend the PIP?” (Yes/No)
3. If Yes, the PIP will be extended.
4. If No, the status will remain Partially Completed.
5. Enter final comments and click Submit.

 

 

C: Close PIP – Failed (Extend Option)

1. Select this option if the PIP is not successfully completed.
2. You will be prompted with “Do you wish to extend the PIP?” (Yes/No)

• If Yes, the PIP will be extended.
• If No, the status will remain Failed.

3. Enter final comments and click Submit.

Quick Reference: PIP in 5 Simple Steps

1. Assign PIP: HR/Manager assigns PIP to the employee in HRMS.
2. Define Expectations: Manager adds performance gaps, goals, and action plan.
3. Acknowledge: Employee reviews and acknowledges the PIP.
4. Review Progress: Employee updates progress; Manager reviews and provides feedback.
5. Close or Extend: PIP is closed as Completed / Partially Completed / Failed or extended.

Do’s & Don’ts for Managers

Do’s

• Clearly explain performance expectations to the employee.
• Provide regular feedback and support during the PIP period.
• Document progress and discussions in HRMS.
• Be fair and objective while reviewing performance.

Don’ts

• Use PIP as a punishment tool.
• Delay feedback until the end of the PIP period.
• Set unrealistic or unclear goals.
• Ignore employee concerns or challenges.