Interactive Performance Improvement Plan

How to Set Up the PIP Process

This article guides HR and organizational admins in setting up the PIP process within the Trakstar system as an admin and communicating the process to managers. It’s essential to recognize that there are two templates to be utilized: the first initiates the PIP, and the second documents the progress and outcome. Both templates should be customized for managers to use during the PIP process.

For manager instructions on completing the PIP please refer here.

Step-by-Step Guide for Creating a PIP Process in the Employee Page

Step 1: Create the Initial Ad Hoc Review

Navigate to the Employee Page

Locate the employee for whom the PIP process will be initiated.

1. Create a New Ad Hoc Review
   • Title the review: PIP Initiation. Make sure this is in alignment to your organization’s language.
2. Assign the manager responsible for overseeing the process.
3. Set the PIP Process
4. Assign the appropriate Performance Improvement Plan Documentation and Conclusion process template under “Position”
5. Specify the archive date
6. Set a time period for this PIP.

Save and finalize this step.

Step 2: Create the Follow-Up Ad Hoc Review (30-Day Check-In)

Create a Second Ad Hoc Review

1. Title this review in alignment with your organization’s language choices. I.e “PIP 30 days” 
2. Assign the same manager responsible for the first phase of the PIP process.
3. Set the PIP Process
4. Select the Performance Improvement Plan Documentation and Conclusion process template again under “Position”
5. Under “Period” Specify the documentation and conclusion for this phase, differentiating it from the initiation phase.
6. Determine the Archive Date

• Set the archive date for 30 days from the day it was initiated.
• Save the review.

Step 3: Additional Follow-Up Reviews (Optional)

1. For 60-Day or 90-Day Check-Ins
   • Repeat the process to create additional ad hoc reviews for 60 or 90 days, depending on the requirements.
   • Assign the same manager, adjust the archive dates accordingly, and update the review title to reflect the timeline (e.g., PIP 60 Days, PIP 90 Days).

Once assigned to the employee it will look something like this:

Customize the PIP Process

Before building your process, ensure your organization-specific procedures are added. Consider the following:

1. Review/Approval

   • Who needs to initiate, review or approve the PIP? What is the order of approval? 
     • Supervisor
     • Human Resources
     • Department Manager
   • When does the PIP need to be reviewed or approved?
     • Before starting the process
     • After meeting with the employee
     • Prior to obtaining signatures
     • Before finalizing or making decisions (e.g., termination or completion).
   • How long should a PIP last?
     • Provide options for managers to choose from
     • Usual options are 30, 60, or 90 days

2. Competencies and Job Descriptions

   • Ensure competencies and job descriptions are connected.
   • Which competencies should managers have access to for their employees? Are managers able to access all competencies in the library or only certain competencies?

Train Managers on the PIP Process

In addition to understanding how to use the Trakstar system, managers should also be trained on the following:

• Reviewing performance documentation and creating a draft PIP
• Meeting with the employee to discuss performance and goals
• Identifying solutions and support options (e.g., training, mentoring)
• Completing the PIP form
• Obtaining required reviews and approvals
• Conducting follow-up meetings and documenting progress
• Communicating PIP outcomes
• When and how to involve Human Resources