Navigating the Performance Improvement Plan (PIP) Module in Keka HR

Available for plans: Growth, Performance Module add on

A Performance Improvement Plan (PIP) is a vital part of an organization’s HR strategy. It serves as a formal, structured means of addressing employee performance issues, offering clear expectations and support in areas that require improvement. Keka HR's PIP module is designed to help HR managers and team leaders manage and track the progress of PIPs effectively.

TABLE OF CONTENTS

• Managing Ongoing Performance Improvement Plans
• Executing Decisions in the Performance Improvement Plan Process on Keka
• Documenting Activities and Notes
• Reviewing Completed Performance Improvement Plans
  
  

To access the Performance Improvement Plan (PIP) in Keka HR's Performance Module, Navigate to the Performance (1) section on left side of your Keka HR dashboard then click on Performance Improvement Plan (2) tab and you'll be on In process(3) section.

Managing Ongoing Performance Improvement Plans

The In Process tab in the Performance module provides HR managers with a dashboard view of all employees currently undergoing a PIP. This includes detailed information like:

• Employee Number and Name: For easy identification of the employee.
• Department and Sub-Department: Offering insight into the organizational structure involved.
• Reporting Manager: Highlighting who oversees the employee’s performance.
• PIP Initiated By: Indicating who started the PIP process, providing accountability.
• Location: Useful for companies with multiple offices or remote workers.
• PIP Duration: Tracking the timeline of the performance improvement process.

The dashboard allows for efficient monitoring and provides options to Download(1) detailed reports in Excel format. Filtering(2) by department, location, and start date enables managers to focus on specific areas or cases as needed.

Executing Decisions in the Performance Improvement Plan

When managing employees under a Performance Improvement Plan (PIP), Keka's platform offers a systematic approach to making and documenting critical decisions. The In Process tab not only monitors active PIPs but also facilitates decisive actions once the PIP duration is nearing completion.

Within the In Process tab, HR managers will find a Take Decision button corresponding to each employee's PIP record.

 Clicking on this button opens a new page dedicated to concluding the PIP process with the following details:

• Started By: The name of the person who initiated the PIP offering clarity on who initiated the PIP.
• Start Date and End Date: These fields provide a clear timeline of the PIP, from inception to the proposed end date, allowing for a time-bound and focused improvement plan.
• Reason for PIP: An important section that outlines the specific reasons behind placing the employee under PIP, ensuring that the purpose and objectives of the PIP are clearly understood.
• Improvement Plan: A detailed account of the measures and steps that have been suggested for the employee to improve performance.

Decision Options: HR managers are presented with options to conclude the PIP:

• End PIP and Retain Employee(1): If the employee has met the improvement targets, they can be retained in their position.
• Extend PIP(2): If there's potential for improvement, but the employee needs more time, the PIP can be extended with a new end date.
• Notify HR to Initiate Exit for Employee(3): Should there be insufficient improvement, this option facilitates the process of employee exit based on PIP outcomes.

Documenting Activities and Notes

The decision-making page also includes an 'Activity' section where notes and updates related to the PIP can be added. This could include:

• Added Notes: Here, HR managers or relevant stakeholders can add observations or remarks
• Activity: Records the start of the PIP, providing a documented trail of the employee's journey through the PIP.

After the decision has been made click on 'Submit' Button

Reviewing Completed Performance Improvement Plans

Firstly navigate to the Performance (1) section on left side of your Keka HR dashboard then click on Performance Improvement Plan (2) tab and click on Completed(3) section.

The Completed PIP tab is where HR professionals can review the outcomes of concluded PIPs. The section documents:

• Employee’s Personal and Job Details: Similar to the ongoing PIP tab for continuity.
• Department and Sub-Department: Offering insight into the organizational structure involved.
• PIP Duration: How long the PIP lasted, providing data on the timeframe for improvement.
• Conclusion: The outcome of the PIP, offering closure on whether the objectives were met.
• Note: Additional remarks for context, further action, or documentation purposes.

Similar to the In Process PIP tab, HR managers can Download(1) this information for record-keeping, analysis, or follow-up actions. Filtering(2) by department, location, and start date enables accurate data analysis on specific areas or cases as needed.

The Importance of PIP Management in Keka HR

• Structured Improvement: PIPs in Keka HR ensure that employees who are underperforming have a well-defined path to improvement, with clear goals and timelines.
• Documentation and Compliance: Maintaining detailed records of PIP processes helps in ensuring legal and policy compliance, particularly in cases of disputes or audits.
• Development and Support: By documenting PIPs, organizations can identify common areas for development, helping to inform future training and support initiatives.
• Performance Culture: The PIP module helps in building a culture of continuous improvement and accountability within the organization.
  
  

Conclusion

The PIP module in Keka HR is an essential tool for managing employee performance issues. It provides HR managers with the necessary functionality to track, document, and analyze PIPs, ensuring that employees receive the support they need to succeed. Whether monitoring ongoing cases or reviewing completed plans, Keka HR's PIP module supports a comprehensive approach to performance management.

For further assistance or if you have any questions about managing PIPs within Keka HR, please don’t hesitate to reach out to the support team for guidance.

Related Links:

How a Reporting manager can add a Reportee to Performance Improvement Plan (PIP)

Initiating and managing PIP for your team members