PERFORMANCE IMPROVEMENT PLAN (PIP) POLICY

Purpose: The purpose of this Policy is to establish a formal, structured, and legally compliant framework to address instances of employee underperformance.

1.1 This Policy aims to provide employees with a fair and reasonable opportunity to improve their performance through defined guidance, monitoring, and support mechanisms.

1.2 The Policy ensures transparency, consistency, and accountability in managing performance related concerns.

2. Scope and Applicability

2.1 This Policy shall apply to all employees who:

(a) Have successfully completed their designated training period; and

(b) Have been deployed to the production floor or assigned to live projects under a reporting structure.

2.2 This Policy shall not apply to employees undergoing initial training unless specifically approved by Management.

3. Identification of Underperformance

3.1 The Reporting Manager and/or PDH shall be responsible for identifying instances of underperformance.

3.2 Upon identification, the Reporting Manager/PDH shall conduct a one-on-one discussion with the Employee to:

(a) Communicate performance concerns;

(b) Understand underlying reasons for underperformance

(c) Provide reasonable training support (if required); and

(d) Provide initial guidance and corrective direction.

3.3 A formal written communication (email) shall thereafter be issued to the Employee documenting:

(a) Specific performance deficiencies.

(b) Expected standards of performance.

(c) Support provided by the management to help the employee and

(d) A reasonable timeframe for improvement.

4. Escalation Procedure

4.1 In the event that the Employee fails to demonstrate improvement within the stipulated timeframe, the Reporting Manager/PDH shall escalate the matter to HR.

4.2 Such escalation shall be made via formal written communication addressed to HR, with copies marked to the FH, HR Head, and other relevant stakeholders.

4.3 The escalation shall include documented evidence of:

(a) Performance concerns;

(b) Prior discussions , communications and support provided; and (c) Continued underperformance.

5. Initiation of PIP

5.1 Upon review of the escalation, HR shall assess the case and determine the initiation of the PIP.

5.2 HR shall conduct a formal meeting with the Employee to understand the issues and concerns of the employee. If it is assessed that performance concerns are genuine, reasonable trainings, guidance or support have been provided and yet there isn’t much demonstrated improvement in performance standards, then HR shall in email or writing :

(a) Communicate the initiation of the PIP;

(b) Explain the process, expectations, and timelines; and (c) Inform the Employee of potential outcomes.

6. PIP Documentation

6.1 A formal PIP document shall be prepared by the Reporting Manager/PDH in consultation with HR.

6.2 The PIP document shall mandatorily include:

(a) Duration of the PIP (generally 30–60–90 days unless otherwise approved);

(b) Detailed description of performance gaps;

(c) Clearly defined, measurable performance improvement goals;

(d) Evaluation criteria and review methodology; and

(e) Support and training plan to be provided.

6.3 The PIP document shall be formally discussed with the Employee and shall require:

(a) Signature of the Employee; and

(b) Signature of the Reporting Manager/PDH.

6.4 A copy of the signed PIP document shall be submitted to HR for record and compliance purposes.

7. PIP Implementation

7.1 Upon initiation of the PIP, the Employee may be assigned to a structured support environment, including the Training Team or a designated mentor.

7.2 The Company reserves the right to assign the Employee to a different PDH during the PIP period to ensure objective evaluation and focused supervision.

7.3 The Employee shall be required to perform assigned tasks and demonstrate improvement in accordance with the PIP objectives.

7.4 The Training Team shall provide additional training, including technical or software-based training, wherever required.

8. Monitoring and Review

8.1 The Employee’s performance shall be continuously monitored during the PIP period. 8.2 A mid-term review shall be conducted to evaluate progress.

8.3 In case of insufficient improvement, HR may issue a formal warning to the Employee.

8.4 A final review shall be conducted at the end of the PIP period in the presence of: (a) Reporting Manager;

(b) PDH; and

(c) The Employee.

8.5 The evaluation shall be based on objective performance data, assigned tasks, and defined metrics.

9. Outcome of PIP

9.1 Upon completion of the PIP period, the following outcomes may be determined:

(a) Successful Completion The Employee meets the required performance standards and continues in the current role/team.

(b) Unsuccessful Completion In the event of failure to meet performance expectations, the Company may, at its sole discretion:

(i) Extend the PIP duration;

(ii) Reassign the Employee to another role; or

(iii) Initiate separation in accordance with Company polic

10. Confidentiality and Documentation

10.1 All records related to the PIP process shall be treated as confidential.

10.2 Documentation shall be maintained by HR for audit, compliance, and legal purposes.

11. Management Discretion

11.1 The Management reserves the right to interpret, implement, and take decisions under this Policy based on business requirements.

11.2 Any exceptions to this Policy shall require prior approval from the Management.