The Performance Management Process is a structured procedure to address situations where a regular employee fails to meet established performance standards or Key Performance Indicators (KPIs). This process is designed to ensure fairness, provide opportunities for improvement, and maintain compliance with due process requirements.

When does the Performance Management Process start?

• If a client submits a failed evaluation, Filta will first connect with the manager to understand the situation and to determine the next steps.
• If the client decides to move forward with the performance management process, we’ll coordinate with them on the timeline and ensure all necessary documents are prepared to support the process.

What Happens Next?

Performance Improvement Plan (PIP):

A Performance Improvement Plan (PIP) is designed to help employee succeed by setting clear performance goals, timelines, and outlining the support that the manager will provide. Throughout the process, employee will have regular check-ins with the manager or HR to receive feedback, guidance, and any additional support the employee may need.

• First Instance – Written Warning:

If performance falls below expectations but doesn't have a major impact on the company, the manager may issue a written warning to highlight the areas that need improvement.

• If employee successfully meet the goals outlined in the PIP, the manager may choose to close the case.
• If there’s no significant improvement, the process escalates.

• Second Instance (Within One Month):

If the performance issue recurs within a month, employee may receive a suspension of up to three (3) days.

• Third Instance (Within Two Months):

If underperformance continues within two months of the first instance, the suspension period may extend up to eight (8) days.

• Fourth Instance (Within Three Months):

If the employee’s performance remains below expectations three months after the first instance, the company may take further action, including potential termination.

Note: Check-ins and evaluations will be held at least every two weeks and documented to track the progress.

What is the Due Process of each stage?

To comply with Colombia’s labor regulations, due process is conducted at each stage:

• Written Notice: The HR Specialist issues a formal written notice to the employee specifying the disciplinary hearing's date, time, and reasons.

• Disciplinary Hearing: The HR Specialist may ask questions to clarify circumstances and understand the reasons behind the incident.

• Documentation:

• A detailed written record of the hearing, including the employee’s statement and any relevant clarifications, is prepared.
• This document must be signed by all parties involved.

• Decision Timeline:

• The employee has three (3) business days to submit a defense unless a valid justification for delay is provided.
• The HR Specialist communicates the decision within fifteen (15) days, considering all arguments and evidence.

• Outcome: Based on the findings, the Company imposes the appropriate sanction as outlined in the Internal Labor Regulations document or exonerates the employee.

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