Warranty

Page | 47
Performance/Incident Plan Agreements (PIPA)
Our Performance/Incident Plan Agreement (PIPA) is a values-driven process designed to
facilitate a fair, respectful and constructive discussion and coaching between you and your
manager and to clarify work performance requiring improvement.
The PIPA process is initiated when an employee’s performance is not meeting expectations.
Examples include such things as making ongoing attention-to-detail errors or repeatedly
providing incorrect information to customers. The Performance/Value Review and Planning
process will be used as part of this agreement in order to address and discuss in more detail
the specific values and performance impacted/needing improvement.
In the event that your manager feels your performance requires improvement, they will develop
a PIPA with your input. The plan is then recorded in a written document, a copy of which will be
given to you and a copy placed in your employee file.
The focus of a PIPA is immediate to short-term improvement (i.e. two weeks to three months).
The format facilitates communication to ensure you’re clear on specific expectations. It’s
designed to be a positive program to assist you to reach a level of improved and successful
performance. You and your manager will monitor your progress and meet regularly to discuss
throughout the PIPA time period.
If your performance doesn’t improve during the time-frame specified in the mutually agreed
upon PIPA, the PIPA may be extended (by agreement in writing), and/or further action - up to
and including termination – may be taken.
Following is what will occur during a PIPA.
 Your manager will outline the current issues, how they’re related to our values, and clarify
what needs to be improved. If the issue being outlined isn’t clear to you, ask your manager
to provide more information so that you understand the issue.
 Your manager will outline the level of work performance that’s expected.
 Following the meeting, you’ll be given a few days to come up with a Performance
Agreement Action Plan in which you’ll outline what you agree to commit to do to improve
your performance. In the initial meeting, clarify and confirm the goals and actions required
to improve performance including targeted dates. This may include the measures
(quantity, quality, time) that will be used to evaluate progress. It’s important that you fully
understand the expectation and what’s required to be successful. If you need additional
information or clarification, ask your manager to provide this.
 Depending on the issue, performance or conduct needing improvement, your action plan
should outline your commitments at work and if applicable, personally (e.g. things that you
may do on your own time to address the issue, such as coaching, counseling or taking a
course). It should also include what support you feel may be necessary from your manager
or the company in order to assist you in achieving the improvement targets. For example,
is there a tool, resource or training that your manager can assist with?
 Within 2 – 5 days of the initial meeting, your manager will set up a follow-up meeting to
discuss your action plan. At that time, your manager will provide you with a Letter of