1. Objective

To ensure that team members who have not been meeting their performance targets are given sufficient opportunity to improve, they shall be enrolled in the Performance Improvement Plan (PIP). The key objectives of this program are:

• To identify the team members’ specific, actionable improvement areas based on the regular performance review.

• To allow the immediate supervisor to focus on providing targeted support to team members who have been identified to be part of the program. The support that shall be given should focus on the specific identified metrics that need to be improved.

• To follow a documented and detailed performance improvement plan with identified coaching dates that allow for progressive discussions.  

2. Scope

This policy applies to all regular team members who fail to meet the required performance standards.

3. Provisions

1. A regular team member may be placed on a Performance Improvement Plan (PIP) if their performance falls below the required monthly standards set by the client or department for a period of one month.

2. As a requisite, the following shall be made available upon discussion:   

1. The team member’s scorecard and coaching logs to be presented should include at least 2 incidents based on concern for improvement.   

2. The signed Performance Improvement Plan program (by the immediate supervisor or manager), which provides the following details: supervisors assessment and detailed instructions as to how the team members can improve on identified metrics. This should include but will not be limited to specific weekly coaching, progressive check-up dates and training programs that the team members should attend for the given period.

3. Discussion Log stating the provision under Table of Offense III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION – Rule 3, together with the PIP  form.

4. Team members enrolled in the PIP program will be given progressive targets up until metrics are achieved, duration of which can range from 2 weeks up to 3 months.

5. At the end of the discussion, both the team member and the immediate supervisor shall sign and agree on the Performance Improvement Plan document, which can either be a physical document or a digital copy via the company’s signing platform. A copy of which shall be given to the team member for reference as well as the HR for tracking and 201 files update.   

6. Throughout the program, all coaching discussions will be documented and acknowledged by the immediate supervisor and the team members. It can be sent to the team members' work email for confirmation.

4. PIP Progression

1. A team member that will be on the program will be given specific improvement targets to work on for the duration of the PIP. Should there be another area that needs to be improved while a team member is on the program, a separate PIP document shall be provided.   

2. The duration of a Performance Improvement Plan (PIP) for a specific KPI should be a minimum of either one month or two weeks, based on the requirements of the account.

3. The maximum duration for a PIP review is limited to 3 months.

4. Further review after the maximum PIP period may be granted for the following instances:

1. In exceptional cases, if the supervisor believes that the team member is likely to show significant improvement during the review period, an extension of the review may be granted to allow the completion of the Performance Improvement Plan (PIP).

2. A team member may file or request for an appeal for further review in case they failed to meet expected improvements at the end of their PIP period. This will still be subject to the panel’s review and approval; decision should be provided to the team members within 24 to 48 hours from the most recent PIP evaluation date. 

3. If necessary, an extended review period of up to two weeks may be granted following the initial end date of the PIP. A new timeline will be established for achieving the required improvements. At the conclusion of the extended review period, another performance review meeting will be held with the team member's immediate supervisor, Manager, and HR ER to assess the team member's employment status.

4. If it becomes apparent within the first month that despite achieving a perfect score in the subsequent two months, the team member is still likely to fail, the immediate supervisor has the authority to recommend termination of employment to HR ER. see below guide.

5. In case the team members are deemed to be dismissed due to failure to achieve required performance standards discussed in the PIP period, a redeployment to a lower graded role may be offered by the panel to the team member as an alternative to dismissal if the business needs and a suitable vacancy exists. 

6. The offer will be verbally discussed with the team member by their supervisor and will be given at least two (2) to ten (10) working days to decide to accept the offer. The offer may also depend on the supervisor’s and team member’s documented agreed timeline. 

7. If the team members accept the offer, they must submit a written request for redeployment to the lower-graded role and acknowledge any applicable reduction in compensation and benefits. The process for internal transfer will be followed accordingly.

8. Once team members decline the offer, due process for separation will be applied accordingly.

5. PIP Clearing
   
   

1. Team members can be cleared from a PIP once he/she has passed 3 consecutive months lowering down the sanction to Final Warning.

2. Also, if the team member is cleared from the rolling period based on the Table of offenses:   

a. Written warning - 6 months 

b. Final Written Warning - 12 months 

3. A team member who is cleared from PIP can be placed back to PIP if team member has failed again at least one-month scorecard which may lead to progressing previous PIP (PIP 2) and penalty under Table of Offense III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION – Rule 3. 

4. A team member who still fails to improve from PIP 2 will be issued a Notice to Explain for team members to be given due process by means of administrative hearing and for possible discontinuation of employment.

6. Responsibility  

1. Manager/Supervisor 

1. The immediate supervisor will prepare all documentation of the team members showing 1-month performance review (Performance Management Form and/or Performance Management System) with below standards or 1-month score of a specific KPI that needs to be improved on. Coaching logs must be presented/attached as well where performance has been addressed.

2. Immediate supervisor should download PIP form via IO Knowledgebase under Leaders issuance form.   

3. The Performance Improvement Plan document will be prepared by the member’s immediate supervisor. This must be signed by the Supervisor, Manager and an HR Representative before issuance to the team members. Also, a Discussion Log must be issued stating Table of Offense III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION – Rule 3. 

4. The immediate supervisor will set a calendar invite to the team member to discuss the PIP together with HR.

5. It is expected that the immediate supervisor will treat and deal with underperformance issues, as they arise, in a professional, open and respectful manner and in line with Infinit-O’s values.  

6. The immediate supervisor needs to ensure that the required performance standards, during and after the PIP period, for the role are discussed, well communicated and understood by the team member.  

7. Reasonable workload is to be given to the team member during the PIP period and should be monitored by the immediate supervisor on a weekly basis. 

8. The immediate supervisor must give timely feedback to the team member on an on-going basis, both formally and informally. A weekly progress review/coaching with the team member placed in PIP must be documented, either physically or digitally, and to be acknowledged by the team member. 

9. Access to any relevant training and development opportunities or any suitable support must be provided by the immediate supervisor to help the team member reach and maintain the required standard of performance for the member’s role.  

10. The immediate supervisor is to seek advice from the HR-ER Team, when appropriate, while following the PIP process and alongside the use of the manager’s toolkit. 

11. The immediate supervisor must provide a copy to the HR-ER Team and to the team member of the acknowledged or signed PIP document and all related documentation during the PIP’s duration. 

12. The immediate supervisor will send a calendar invite to the team member for the discussion of the PIP results together with the HR ER. HR ER will discuss to the team member the process following the results of his/her PIP. 

2. Team member 

1. Team members under PIP must ensure that they understand and perform at the standard required for the role. They are to raise to their supervisor or to the HR-ER Team, if appropriate, any concerns they have at their own level of performance or personal circumstances that may impact on their ability to perform their role with the required standard. 

2. Feedback is to be received openly and respectfully by the team member from their immediate supervisor, mentors and/or colleagues.

3. Active participation and engagement from the team member with their supervisor’s support must be practiced to make all reasonable efforts to improve their performance positively and consistently. 

4. The team member must understand that if their work performance falls below required standard or their role during the PIP’s duration, their immediate supervisor will be obliged to address the concern. 

3. HR-ER Team 

1. Document tracking will be handled by HR ER and ensure records keeping in the team member’s 201 file. 

2. The HR ER team will be available for support discussion upon request by the immediate supervisor for the team member under PIP. 

3. All documentation related to the team member’s PIP will be reviewed by HR ER to confirm and/or validate the consistency of documented discussions and decisions after each PIP duration has ended. 

4. Upon confirming that a team member has not achieved the required performance level during the PIP review, HR ER will discuss the team member’s employment status and issue a Notice of Decision. 

7. Usage 

1. Performance Improvement Plan Form.  

2. Areas of Concern-showing the one-month score that needs to be improved based on KPI or a specific KPI that team members failed in a month that needs to be improved.  

1. Observations, Previous Discussions or Counseling.

2. Goal setting and achieving goals  

3. Improvement Goals: These are the goals related to areas of concern to be improved and addressed.  

4. Activity Goals:   Activities that will help the team members reach each goal.

5. Resources: available resources for the team member to complete improvement activities.  

6. Expectations: The following performance standards must be accomplished to demonstrate progress towards achievement of each Improvement goal. 

7. Progress Checkpoints: Setting schedule to evaluate progress in meeting improvement activities.

3. Follow-up Updates: feedback from Supervisor on the progress according to the set schedule.

4. Timeline for Improvement, Consequences & Expectations: this includes effective date of start of PIP, consequences of possible penalty to be issued and expectations of improvement. 

8. Discussion Log

1. A Discussion Log must be issued to the team members upon enrollment to PIP sighting on the incident report month of failed score card or KPI. Stating Table of Offense III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION – Rule 3.   

2. In case the team members fail to reach the required standard of performance during the PIP period, HR ER will discuss the employment status of the team member and a Notice of decision will be issued to the team member. A discussion with HR ER will be scheduled to provide due process, which may result in discontinuation of employment. 

3. In the event that a decision on the discussion leads to dismissal, the process for separation will be observed after a notice of decision has been issued to the team member. 

9. Frequency  

Monthly or Weekly progression following provision.  

10. Distribution  

Team member  

Immediate Supervisor  

Manager  

HR ER  

Execom  

11. References 

Table of Offenses 

Performance Management System (PMS) Policy 

Separation Policy 

Revocation and Activation Policy 

12. Records  

201 files  

Score cards   

Performance review documents   

Coaching Logs   

Discussion Logs