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Home My Public Portal About808.53 - Human Resources - Personnel Management - Performance Improvement PlanHuman Resources Department Personnel Management Section 808.53 Policies and Procedures Manual Page 1 808.53: Performance Improvement Plan Objective: To provide supervisors and managers a tool to address unsatisfactory work performance at any time during employment. This policy applies to all permanent employees. Performance Improvement Plans are intended to establish a structured process to improve and prevent ongoing deficient performance Authority: This policy approved by City Council June 20, 2022, Item A-1. Direction: Human Resources Director, as an appointed official, serves at the pleasure of the Mayor, and receives direction through the Chief Administrative Officer (CAO) or designee. Functions: Descriptive 1. General This policy and procedure establishes parameters to be followed when a Performance Improvement Plan (“PIP”) is used to improve performance of an employee. The PIP can be issued in response to Human Resources Department Personnel Management Section 808.53 Policies and Procedures Manual Page 2 “diminished performance” outlined in City Policy 808.22, Performance Appraisal and Merit Increase Program, but it is not solely utilized in conjunction with 808.22. The areas covered in the Performance Improvement Plan can pertain to any aspect of the position to include leadership abilities if applicable. Nothing in this policy, however, is intended to require Department/Office Division management to utilize a PIP or to preclude Department/Office Division management from implementing other supplementary and/or modified performance enhancement tools. This policy also does not preclude Department/Office Division management from issuing discipline in conjunction with the PIP. 2. Documents a. When implementing a Performance Improvement Plan, the issuing supervisor/manager should use the attached template. All sections of the template should be completed including, among other items, the specific areas that need improvement, the measurement utilized to gauge improvement, and the dates/times of each of the weekly progress meetings. b. After each weekly meeting, the attached PIP Progress Report Form should be completed to document the performance during the week covered. This should include all areas that were noted in the Performance Improvement Plan. c. At the conclusion of the Performance Improvement Plan, a Performance Improvement Roll Up Report should be completed to present to the employee. 3. Meetings The issuing supervisor/manager shall meet with the employee that has been issued a Performance Improvement Plan on a weekly basis. The supervisor/manager will provide feedback on each of the Human Resources Department Personnel Management Section 808.53 Policies and Procedures Manual Page 3 areas that are identified in the Performance Improvement Plan. The employee will be given the opportunity to ask any questions that are necessary for clarification of expectations. If a meeting is missed for some reason, a replacement meeting should be scheduled within the same week if possible. Otherwise, the length of the Performance Improvement Plan will be extended by one week to allow for this meeting. 4. Length The Performance Improvement Plan will be in place for a total of 8 weeks and may be extended as provided in this policy. However, this does not preclude the supervisor/manager from taking any other types of performance correction methods or warranted disciplinary action, including termination, as a result of conduct within the 8-week period. 5. Outcomes The following are outcomes that could result from the Performance Improvement Plan and will be included in the roll up report: a. Successful completion – It has been determined that the areas of the performance that were deficient have been improved to an acceptable level. It is expected that the improved performance will be maintained. b. Extension Required – An extension of up to sixty days may be needed to fully evaluate improvement. This does not apply in Performance Improvement Plans as a result of “diminished performance” contained in City Policy 808.22. These will not be extended and evaluation must be made at the end of the 8 week Performance Improvement Plan. Human Resources Department Personnel Management Section 808.53 Policies and Procedures Manual Page 4 c. Unsuccessful completion – The employee may face disciplinary action up to and including demotion or termination. Forms: Performance Improvement Plan PIP Progress Report Form Progress Improvement Roll Up Report Committee Responsibilities: None. Reference: Policy adopted by City Council June 20, 2022, Item A-1. Date: This policy effective June 20, 2022. CITY HALL 400 SOUTH ORANGE AVE • ORLANDO FL 32801 PHONE 407-246-2121 • WWW.CITYOFORLANDO.NET MEMORANDUM TO: Insert employee name, job title FROM: Insert manager name, job title DATE: Insert Date SUBJECT: Performance Improvement Plan This memo is to advise insert employee name that a Performance Improvement Plan (PIP) for a period of 60 days is being issued with the goal of improving insert employee name job performance. The plan gives said employee an opportunity to constructively address the concerns regarding insert employee name job performance and/or work product. Insert a concise summary of the events that lead to the PIP Deficiencies • List all deficiencies here Expectations Employee can improve in this area by completing the following: • List the expectations for employee moving forward how to handle their performance deficiencies EVALUATION PERIOD The evaluation period begins immediately and will remain in effect until insert date here. Employment status will be evaluated by management at the end of the 60-day PIP evaluation period however, the expectations outlined above will be the standard of how your job performance will be evaluated while employed with City of Orlando. In the event job performance and/or work product does not improve or meet expectations as defined in this memo, the employee will be subject to disciplinary action, up to and including termination or demotion. I will provide guidance and feedback as I sincerely want you to be successful, but that will require demonstrated effort on your part. I acknowledge that I have read and understand what is expected of me. Page 2 of 2 CITY HALL 400 SOUTH ORANGE AVE • ORLANDO FL 32801 PHONE 407-246-2121 • WWW.CITYOFORLANDO.NET _________________________________________ ____________________________________ Employees Signature Date _________________________________________ ____________________________________ Supervisor Signature Date _________________________________________ ____________________________________ Witness Signature Date Cc: Chain of Command Labor Relations CITY HALL 400 SOUTH ORANGE AVE • ORLANDO FL 32801 PHONE 407-246-2121 • WWW.CITYOFORLANDO.NET MEMORANDUM TO: Insert employee name, job title FROM: Insert manager name, job title DATE: Insert Date SUBJECT: Performance Improvement Plan – Weekly Meeting This memo is to advise insert employee name and insert name of supervisor/manager meeting with employee on PIP met on insert date to discuss the work performed over the last week and the progress of the Performance Improvement Plan. Insert a concise summary of the events and work that happened on the prior week. Deficiencies • List all deficiencies here Expectations Employee can improve in this area by completing the following: • List the expectations for employee moving forward how to handle their performance deficiencies Improvements • List all improvements employee made here EVALUATION PERIOD The above meeting was a part of the PIP issued on insert date here. The guidance and feedback provided is a sincere effort for your success in your role at the City of Orlando. In the event job performance and/or work product does not improve or meet expectations as defined in this memo, the employee will be subject to disciplinary action, up to and including termination or demotion. I acknowledge and understand all the information and feedback that was provided outlined in the above memo in the meeting as a part of the PIP. Page 2 of 2 CITY HALL 400 SOUTH ORANGE AVE • ORLANDO FL 32801 PHONE 407-246-2121 • WWW.CITYOFORLANDO.NET _________________________________________ ____________________________________ Employees Signature Date _________________________________________ ____________________________________ Supervisor Signature Date Cc: Chain of Command Labor Relations CITY HALL 400 SOUTH ORANGE AVE • ORLANDO FL 32801 PHONE 407-246-2121 • WWW.CITYOFORLANDO.NET PERFORMANCE IMPROVEMENT PLAN REPORT TO: Insert employee name, job title FROM: Insert manager name, job title DATE: Insert Date SUBJECT: Performance Improvement Plan Summary Report This report is a summary of the PIP issued to insert name here on insert date here. Insert a concise summary of how the employee performed while on the PIP and a summary of how the weekly meeting went. IMPROVEMENTS • List all areas the employee improved in and now is meeting or exceeding expectations. DEFICIENCIES • List any outstanding deficiencies EXPECTATIONS Employee can improve in this area by completing the following: • List the expectations for employee moving forward how you expect them to improve their deficiencies PIP EVALUATION SUMMARY Choose one of the following paragraphs: The PIP evaluation period was successfully completed on insert date here. Moving forward insert employee name here understands the expectations that have been outlined throughout the PIP evaluation period and will continue to operate within the expectations that have been outlined. If insert employee name here has questions on the expectations that have been addressed throughout their PIP, insert employee name here is to promptly seek guidance from their immediate supervisor. If the immediate supervisor is unable to assist them, then they are to ask the next person in their chain of command. Moving forward if insert employee name here, has questions or feel they require additional training on a task(s), project(s), assignment(s) or job duty(s) assigned to Page 2 of 3 CITY HALL 400 SOUTH ORANGE AVE • ORLANDO FL 32801 PHONE 407-246-2121 • WWW.CITYOFORLANDO.NET them, they are to promptly reach out to their immediate supervisor. If the immediate supervisor is unable to assist them, then they are to ask the next person in their chain of command. If insert employee name here job performance does not continue to meet the expectations outlined in their PIP evaluation period, you will be subject to further disciplinary action up to and including termination or demotion. At this time your PIP evaluation period is being extended until insert date here. Although, I have seen improvement there are still deficiencies outlined above that require monitoring. Moving forward insert employee name here understands the expectations that have been outlined throughout the PIP evaluation period and will continue to operate within the expectations that have been outlined. If insert employee name here has questions on the expectations that have been addressed throughout their PIP, insert employee name here is to promptly seek guidance from their immediate supervisor. If the immediate supervisor is unable to assist them, then they are to ask the next person in their chain of command. Moving forward if insert employee name here, has questions or feel they require additional training on a task(s), project(s), assignment(s) or job duty(s) assigned to them, they are to promptly reach out to their immediate supervisor. If the immediate supervisor is unable to assist them, then they are to ask the next person in their chain of command. If insert employee name here job performance does not continue to meet the expectations outlined in their PIP evaluation period, you will be subject to further disciplinary actions up to and including termination or demotion. I acknowledge that I have read and understand what is expected of me. _________________________________________ ____________________________________ Employees Signature Date _________________________________________ ____________________________________ Supervisor Signature Date _________________________________________ ____________________________________ Witness Signature Date Page 3 of 3 CITY HALL 400 SOUTH ORANGE AVE • ORLANDO FL 32801 PHONE 407-246-2121 • WWW.CITYOFORLANDO.NET Cc: Chain of Command Labor Relations