Performance Management System Performance Improvement Plan Step-by-Step Instructions Performance Improvement Plan Step-by-Step Instructions Page 1 of 12
Table of Contents Performance Improvement Plan Creation...Page 3 Sending PIP to Employee.. Page 6 Employee Acknowledgement Page 6 PIP Progress..Page 8 Results at the end of the PIP.. Page 9 HR Approval...Page 9 Employee Final Acknowledgement...Page 10 Performance Improvement Plan Step-by-Step Instructions Page 2 of 12
Performance Improvement Plan creation To initiate a Performance Improvement Plan, the supervisor should email hrdept@ku.edu providing the name of the employee. Once the PIP is launched, the supervisor should log in to mytalent.ku.edu using their KU online ID and password. The PIP form can also be accessed by clicking on the drop down menu and selecting Performance. From the Inbox, the supervisor can click on the title of the PIP form. Performance Improvement Plan Step-by-Step Instructions Page 3 of 12
Once the form is open, the supervisor can begin working on the PIP form. It is recommended that the supervisor consult a Human Resources representative before delivering the PIP to the employee. During this stage of the form, both HR and the supervisor have access to the form to make changes. The supervisor, with assistance from Human Resources, should fill out the Performance Improvement Needed section. The supervisor should be sure to include the improvement that is needed, action that must be taken to improve performance and how that performance will be measured The supervisor should perform a legal scan and a spell check by clicking on Actions. From Actions select Legal Scan or Spell Check to perform either check on the form. Performance Improvement Plan Step-by-Step Instructions Page 4 of 12
Supervisors can perform the following functions: Print the form by clicking on the print icon. Save the form as a PDF by clicking on the PDF icon. Save the form by clicking on the save icon. Before sending to the employee, it is advised that the supervisor have Human Resources review the PIP. Performance Improvement Plan Step-by-Step Instructions Page 5 of 12
Sending PIP to employee Once the PIP has been finalized, the supervisor should meet with the employee to review the form. After meeting with the employee, the supervisor should click Send to Employee. The supervisor will have an option to confirm they want to send the form to the employee by clicking Send to Employee. The supervisor will also have the option to click Cancel and Return to Form to cancel sending the form and return to the form to make changes. Once the form has been sent to the employee, the form will move from the inbox to the En Route box. Employee Acknowledgement The employee will be aware of the PIP as the supervisor should have met with the employee before sending the form. The employee will also receive a notification email when the form is sent, and the PIP form will show in the employee s To Do. Performance Improvement Plan Step-by-Step Instructions Page 6 of 12
The form will also be available in the employee s Performance inbox. That can be accessed by clicking on Performance from the drop down menu. To access the form, the employee can click on the name of the form from the performance inbox. The employee will be able to read the comments made by the supervisor. After reviewing the PIP, the employee should acknowledge receipt by typing in the date clicking the check box acknowledging review of expectations, and clicking Send to Manager and Employee View. Performance Improvement Plan Step-by-Step Instructions Page 7 of 12
PIP Progress The employee will have an option to confirm sending the form to the supervisor by clicking Send to Manager and Employee View. The employee will also have the option to click Cancel and Return to Form. Once the form is sent, the form will move to both the employee and the supervisor s inbox for both to be able to add comments during the evaluation period. During the evaluation period, the supervisor can open the form and type comments in the Progress Against Plan Supervisor section. It is very important that prior to exiting the form after adding comments, the supervisor click Save and Close. Failure to click Save and Close will lock out other users from the form. During the evaluation period, the employee can open the form and type comments in the Progress Against Plan Employee section. Performance Improvement Plan Step-by-Step Instructions Page 8 of 12
It is very important that prior to exiting the form after adding comments, the employee click Save and Close. Failure to click Save and Close will lock out other users from the form. Results at the end of the PIP Before the end of the evaluation period, the supervisor should complete the Results at the end of performance improvement plan by selecting the results and typing the detailed explanation for result selected. This section is not visible to the employee during this step. The supervisor should type in the Detailed explanation for result selected section. HR Approval Before the end of the evaluation period, the supervisor should click Send for HR Approval. Performance Improvement Plan Step-by-Step Instructions Page 9 of 12
The supervisor will have an option to confirm sending the form to HR for approval by clicking Send for HR Approval. The supervisor will also have the option to click Cancel and Return to Form to cancel and return to the form. The form will stay in the Supervisor s inbox and will also be forwarded to HR for review. Employee Final Acknowledgement Once the PIP comments/feedback has been finalized with HR, the supervisor will click, Send to Employee Acknowledgement. The supervisor will have an option to confirm they want to send the form to the employee by clicking Send to Employee Acknowledgement. The Supervisor should meet with the employee before sending the form. The supervisor will also have the option to click Cancel and Return to Form. Performance Improvement Plan Step-by-Step Instructions Page 10 of 12
The employee will receive notification via email that the form is available. Additionally, the form will be available from the employee s To Do. The form will also be available by clicking on Performance from the drop down menu. Once in the Inbox, the employee will click on the PIP form to access the form. The employee will be able to read the results of the PIP and the detailed explanation for the result selected. Once the employee has read the form, the employee will click, Acknowledge and send to complete. Performance Improvement Plan Step-by-Step Instructions Page 11 of 12
The employee will be able to confirm they want to send the form to complete by clicking, Acknowledge and Send to Complete. The employee will also be able to click Cancel and return to form to return to the form. Once the form is complete, it will move to the employee and the supervisor s completed folder in the performance inbox. Performance Improvement Plan Step-by-Step Instructions Page 12 of 12