POSTMASTER REP’S CORNER

The Dreaded PIP

A PIP is exactly what the words convey, a “Performance Improvement Plan.” It is not discipline and it is not to be used to create a threatening and intimidating atmosphere. It is a “Plan” or a tool that is designed primarily to assist Postmasters in improving their performance.
We all dread receiving a PIP. Receiving a PIP can cause great fear and anxiety. The best way to reduce this fear and anxiety is to educate oneself. All the rules and regulations which govern the proper implementation of a PIP are easily accessible from the USPS Blue Page. From the Blue Page go to the USPS Law Dept and print out the document “ Performance Improvement Plans for Non-Bargaining Employees”. This document was prepared by the Law Dept. and will furnish you with all the information you will need.
NAPUS is going to assist Postmasters in dealing with this process. We are going to do what we can to make sure the Districts follow the proper procedures. If a district plans to reference a PIP in a future MSPB proceeding, they must follow the procedures outlined in this document. A two-week time frame is usually the standard amount of time needed for a properly completed PIP.
Following is a PIP process checklist:

Supervisor identifies the employee’s performance deficiencies Lists evaluation observations, locates and reviews underlying documentation and criteria, compares performance with performance standards, identifies specific deficiencies, identities potential causes, identifies potential solutions and reviews procedures for conducting discussion.
Supervisor notifies employee of deficiencies, receives employee’s input
Meets with the employee, tells the employee purpose of process is to assist in improving/reaching acceptable performance, reviews with the employee: supervisor’s observations, paperwork, evidence of deficiencies, clarifies expectations, receives the employee’s input, discusses performance gap, discusses the employee’s career goals, has the employee identify training, resources, and/or mentors to be incorporated into the PIP, considers whether representative/management association should be involved.
Proposed PIP Supervisor draws up the PIP with the technical assistance of
Labor Relations, goes over the proposal with the employee, modifies the proposal based on the employee’s input, stresses that it is important for the employee to be honest about time frame, resources needed, etc. because failure to meet the PIP may result in reassignment, discipline, etc.
PIP Presented to the employee, acceptance and signature of the employee
and date, supervisor reminds the employee to tell supervisor ASAP if a problem develops with PIP- any aspect, i.e., training, resources, mentor, time frame.
Monitor and Benchmark progress Ongoing feedback at set intervals set forth in plan, assistance to the employee at appropriate times, support.
Plan closeout If the goals are met: Congratulations, discussions of what follow-up support is needed for the employee to sustain acceptable performance. If goals are not met an option may be to extend or revise the plan.
Remember the PIP is designed to create a discussion between the supervisor and employee on improving performance. A valid PIP must have employee input on the development of performance expectations and clearly state the improvement goals.
If you are faced with a PIP don’t hesitate to call NAPUS for assistance.

Sheila Hunter
National NAPUS Postmaster Representative
919 468 5237

____________________________________________________________