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

Overview

Keka’s Performance Improvement Plan (PIP) module helps HR teams and managers address underperformance in a structured way. With this module, you can set corrective goals, track progress, and document outcomes to ensure fairness, compliance, and employee support.

Managing Ongoing Performance Improvement Plans

1. Navigate to Performance and click on Performance Improvement Plan.

2. You'll land on the In Process tab.

   

3. This dashboard shows all employees currently under a PIP, with key details like:

   • Employee Name & Number

   • Department / Sub-department

   • Reporting Manager

   • PIP Initiated By

   • Location

   • PIP Duration

   
   

4. Use the Download option to export data to Excel.

5. Apply filters (department, business unit, location, start date, status) to focus on specific PIPs.
   
   

Making Decisions on Active PIPs

When a PIP is nearing completion:

1. In the In Process tab, locate the employee and click Make Decision.

   

2. You’ll be taken to a review screen that shows:

   • Started By: Who initiated the PIP

   • PIP Duration: Start and end dates

   • Reason for PIP: Why the employee was placed on a PIP

   • Improvement Plan: Steps and goals assigned for improvement

   
   

3. Choose one of the following outcomes:

   • End PIP and Retain Employee – The employee met the targets and can stay in the role.

   • Extend PIP – More time is needed; you can extend the PIP with a new end date.

   • Notify HR to Initiate Exit – If performance hasn't improved, begin the exit process.

   
   
    

4. Click Submit to finalise your decision.

   
    

Documenting Activities and Notes

On the decision screen:

Use the Activity and Add Notes sections to:

1. View a complete audit trail of the PIP, tracking the employee's progress from start to finish.

2. Allow HR managers or stakeholders to add observations or remarks during the PIP.

   

This helps maintain transparency and provides a record for future reference.

Reviewing Completed Performance Improvement Plans

1. Go to Performance  and click on Performance Improvement Plan. Now go to the Completed tab.

   

2. This section shows details of all concluded PIPs:

   • Employee info and department

   • PIP Duration

   • Conclusion: Final outcome of the PIP

   • Notes: Any additional remarks or context

   
   

3. Use the Download and Filter options here just like the In Process tab.

   

Options & Variants

Decision outcomes available in PIP:

Field Reference / Parameters

Notes, Tips, and Warnings

Important: Only HR managers or authorised personnel should initiate or conclude a PIP to maintain compliance and accountability.

Tip: Use the filtering options in both tabs to quickly find specific cases or analyse department-wise trends.

Warning: Always document all steps and notes in the Activity section. This ensures transparency and supports compliance in case of audits or disputes.

Examples & Use Cases

• An employee consistently misses deadlines. HR initiates a 30-day PIP with clear delivery goals. After 30 days, the manager decides to extend the PIP by 15 more days due to partial improvement.

• An underperforming employee completes the action plan successfully. The PIP is concluded and the employee is retained.

FAQs

1. Who can initiate a PIP in Keka?
   Typically HR or the reporting manager can start a PIP based on internal access permissions.
2. Can I change the improvement plan mid-way?
   No, the PIP plan is fixed once started. You may choose to end and restart a new plan if needed.
3. Is the PIP module available for all employees?
   Access to the PIP module depends on your role and organisation’s settings in Keka.

Next Steps

• Learn more about Goal Setting in Keka.

• For questions or help with PIPs, fill out this form for personalised assistance.