Maximizing Employee Development with New PIP Templates and Task Features

Modified on Tue, 13 Feb 2024 at 02:13 PM

Available for plans: Growth, Performance Module add on

Keka HR continues to innovate and streamline performance management processes with the introduction of two robust features in the Performance Improvement Plan (PIP) module: PIP Templates and PIP Tasks. These features aim to simplify the creation and management of PIPs, making them more efficient and effective.

These Features were released on 7th Dec 2023

TABLE OF CONTENTS

Creating PIP Template
How to initiate PIP for an employee by selecting PIP template
How to add task to an existing template or create a custom tasks for the employee.

Understanding PIP Templates:

PIP Templates are pre-defined frameworks that HR administrators and managers can utilize to quickly assign performance improvement tasks to employees across different departments. These templates save time and ensure consistency in the PIP process.

How to Use PIP Templates:

To access PIP templates firstly navigate to the Performance (1) section on left side of your Keka HR dashboard then click on Performance Improvement Plan (3) tab and then proceed to click on PIP Template(2) section.

This is the main area where all the created PIP templates(1) are listed. Each template is a pre-defined set of Tasks(2) and objectives tailored to address specific performance issues or development needs within various departments. The templates are listed with the Title(3) of the template, such as "Leadership - PIP Template" or "Product PIP Template," along with the number of tasks included in each.

Next to each template, there's a quick summary indicating which Departments(4) the template applies to and the Duration(4) within which the PIP should be completed.

Below the template titles, there's a breakdown of the tasks included within each template. These tasks can range from improving team communication and collaboration to enhancing professional development and learning.

Creating PIP Template

To create a PIP template click on Create Template.

The "Create PIP Template" page designed to help HR managers and supervisors establish structured Performance Improvement Plans (PIPs) for their teams. Here's a detailed explanation of the page layout and functionality:

Department Selector(1): This dropdown allows you to choose the department to which the PIP template will apply. You can select from a list of pre-existing departments or choose all departments so that it applies across all departments.
Template Title(2): Here you enter the name of your PIP template.
Description Field(3): This text area is where you can elaborate on the details of the PIP template.
PIP Duration(4): Set the time frame for the PIP to be completed.
Tasks Section(5): This is where you list the specific tasks that make up the PIP and you will also see Add Task Button. If you need to include additional tasks, click on this button to open fields where you can enter new tasks with their descriptions.
Task Details(6):
- Task Title: Assign a title to each task for easy reference.
- Task Description: Provide a detailed description of what the task entails and the expected outcomes.
- Task Duration: Specify how many days after starting the task it should be completed to ensure timely progress.
- Validator: Assign a role or individual responsible for validating the completion of the task. This could be the employee's direct manager or another designated person.
- Mandatory Attachments: You can require that certain tasks have attachments as proof of completion. Checking this box means that the employee will need to upload relevant documents or evidence when marking a task as completed.
Create Button(7): After filling in all the details of your PIP template, click this button to save and implement it within the system.

How to initiate PIP for an employee by selecting PIP template

From the 'In Process' section of the PIP module, identify and select the employee(1) who requires a PIP. Click on the dropdown(2) menu to display available PIP templates. Choose a relevant template, like 'Leadership - PIP Template', which aligns with the improvement areas required for the employee. Once a template is selected, the tasks associated with the chosen template will be displayed. These tasks are pre-defined actions the employee must undertake as part of their PIP. Each task will have a specified start date

You can further customize the plan by adding specific instructions or notes in the Add Improvement Plan(3) & Reason to place employee under PIP(4) field which is a mandatory field for you to start PIP.

Define the duration(5) of the PIP and set the start and end dates. This ensures that both the employee and validator are aware of the timeline for the improvement plan.

After reviewing all details and ensuring the tasks and improvement plans are accurately defined, click the Start(6) button to officially commence the PIP for the employee.

How to add task to an existing template or create a custom tasks for the employee.

To add tasks to an existing PIP template or to create a custom template task when adding an employee to the PIP, follow these steps:

Navigate to the PIP Templates section within the Performance Improvement Plan (PIP) module. Here you will see all the existing templates and after selecting the desired template you will see an + Add task option.

Once you have added all necessary details, review the information and click on Create.

Custom Task

If you do not want to use the existing template and would like to create a custom task for an employee's Performance Improvement Plan, start by selecting the employee for the PIP. You'll be presented with the option to Create Custom Task; click this button. Enter the task details in the provided fields, and upon completion, click 'Create' to finalize the task.

Updated Decision Screen:

This latest update enhances the 'Make Decision' screen by integrating Performance Improvement Plan (PIP) tasks directly into the decision-making process. Within the 'In Process' tab, HR managers will find a 'Take Decision' button corresponding to each employee's PIP record.

The 'Make Decision' screen now displays assigned tasks, offering a complete view of the employee's progress on their PIP.

Keka HR's new PIP Templates and Tasks features are designed to foster a supportive environment that aids employees in their professional growth. By providing structured and transparent PIPs, managers can effectively guide their teams towards improved performance and success.

Initiating and managing PIP for your team members