CONFIDENTIAL

MEMORANDUM

To :
MIS Manager

From :

Date :

Re : OVERALL PEFORMANCE EXPECTATIONS FOR THE PERIOD FROM

JANUARY 2015 TO JUNE 2015

This refers to your performance as MIS Manager covering the period from 1
January 2015 to 30 June 2015.

However, despite discussions, consultations and counseling with you regarding

the foregoing concerns, there was no significant improvement in your level of
performance.

Accordingly, based on the performance evaluation report for the above period,
you garnered an overall rating of only 3.8/10 with respect to the performance
evaluation factors that were considered in your assessment. According to the appraisal
code of the performance evaluation report, a rating of 1-3 is considered as
unsatisfactory performance or below requirements, that is, “performance is below what
is normally expected. Clear evidence of inadequate performance; fails to meet minimum
requirements of the position.”

Furthermore, the report mentioned that:

1. You were unable to finish your KRAs for the given fiscal year;
2. You hardly accomplished anything;
3. You were unresponsive or needed prodding on projects that
needs to be accomplished; and
4. Most of your colleagues find that you have become difficult to
work with and bureaucratic.

With respect to the first item, your KRAs as MIS Manager for the fiscal year
2014-2015 that were not achieved are as follows:

1. MIS Quality Manual for: a) hiring of employees; b) employee

clearance; c) SPM item and menu update; c) Club-wide IT incident
management and ticketing system; d) technology
implementation; and e) MIS Department;
2. POS-Standardized and simple data entry procedure;
 3. FOLIO Card – remove temporary number;
4. Purchase Order – Purchase Request automation;
5. Non-member SOA implementation;
6. WIFI Infrastructure Upgrade;
7. Fixed Assets Module redeployment;
8. Automated membership bill payment;
9. Document Management System implementation; and
10. Intermittent Club-wide internet connection.

In view of the foregoing, you are hereby given this memorandum to make you
fully aware of your current situation and to assist you in improving your performance
to the level expected of you as MIS Manager.

I believe that you will be able to make the necessary changes to improve your
performance. However, it is important that you realize the responsibility to improve is
yours alone. Consequently, you are being placed on a performance improvement plan
(PIP) for a period of three (3) months, effective 1 August 2015 – 31 October 2015.

You must demonstrate immediate improvement within a period of three (3)

months in the following areas, which are further described in detail in the attached
Performance Improvement Plan:

1. Analysis, Problem Solving and Judgment: You performed

poorly to analyze facts and develop sound and practical solutions relative
to concerns involving your department;
2. Planning, Guidance and Development: You performed poorly
to plan work, guide and develop staff effectively;
3. Leadership: You performed poorly to lead and positively
influence people under you, co-employees and peers attainment of Club
goals and objectives;
4. Supervision: You performed poorly to supervise and control
implementation of work effectively and achieve optimum results in
terms of quality and quantity;
5. Reporting and Communications: You performed poorly to
submit prompt and accurate reports and communicate effectively; and
6. Dependability and Flexibility: You performed poorly to cope
with stress or work under pressure and to adapt changes in work
conditions and requirements.

For the next three (3) months as previously mentioned, you will be on PIP. I will
review your progress on the foregoing areas, requiring improvement every month. I
will advise you whether you have demonstrated the kind of significant improvement the
PIP requires. Your objectives are likewise discussed in the attached PIP.

To assist you in reaching the performance objectives described in the PIP, you
will meet with me after every ManCom meeting to provide you feedback on your
progress in areas detailed above. Please let me know if you need trainings for this
purpose.

2
 Improvement must occur within three (3) months and be sustained. If any
portion of the PIP is not achieved during this period, appropriate action may occur,
including termination. In addition, a decrease in performance after successfully
completing the PIP may likewise result in the imposition of appropriate disciplinary
action.

As always, I am available for you to discuss any concerns which you may have on
the PIP.

Your signature acknowledges that you have been given the information and
understand the contents and implications of this memorandum.

For strict compliance. Please be guided accordingly.

General Manager

Acknowledged by:

[Name]
DATE:

Performance Improvement Plan

Name: [Name]
Position: MIS Manager
Period: 1 August 2015 – 31 October 2015

Performanc Performance Timelines

e Area of Objective & to Meet Comments/
Measurement
Improveme Desired Desired Current Status
nt Outcome Outcome
1. Analysis, Demonstrate Observed ability to 3 months Remiss in
Problem ability to be resourceful, analyzing
(1 August
Solving and analyze facts creative and to make problems and in
2015 – 31 giving out
Judgment and develop logical self- October solutions to
sound and assessment of issues 2015) existing problems.
practical accompanied by eg. V-Aspen
solutions viable solutions support is so slow

3
 relative to implemented in time and he has not
concerns or on or before recommended or
involving your deadlines offered any
department solution to
address this

2. Planning, Demonstrate Observed ability to 3 months Projects not

Guidance ability to plan manage time (1 August properly
and work, guide and effectively, 2015 – 31 monitored and
Developmen develop staff producing maximum October not properly
t effectively quality output 2015) thought of
within short or projects
unexpected time
constraints;
observed ability to
develop staff to
handle assigned
work efficiently and
effectively
3. Demonstrate Observed ability to 3 months Lacks the will to
Leadership ability to lead and lead staff to achieve lead the group;
(1 August
positively Club projects passive in
influence people 2015 – 31
involving the MIS October ensuring
under you, co-
Department within 2015) projects are
employees and
peers attainment
the targeted done as
of Club goals and timeframe scheduled
objectives

4. Demonstrate Observed ability to 3 months Delays

Supervision ability to effectively supervise (1 August implementation
supervise and to completion and 2015 – 31 of projects
control implementation of October
implementation Club projects within 2015)
of work the project timeline
effectively and without sacrificing
achieve quality and/or
optimum results quantity
in terms of
quality and
quantity
5. Reporting Demonstrate Observed ability to 3 months Difficulty in
& ability to submit submit well-written (1 August expressing
Communicat prompt and and formatted 2015 – 31 oneself
ions accurate reports reports, records and October particularly on
and documents within 2015) technical issues
communicate the set deadline for the recipient
effectively to also
understand what
he wants to

4
 convey; delay in
giving feedbacks
on issues raised
6. Demonstrate Observed ability to 3 months
Dependabili ability to cope be reliable, versatile (1 August
ty and with stress or and to handle 2015 – 31
Flexibility work under multiple October
pressure and to assignments 2015)
adapt changes simultaneously
in work under high pressure
conditions and with minimum
requirements supervision and
short or unexpected
time constraints;
observed ability to
familiarize with,
prepare and finish
assigned work and
tasks before
designated
deadlines
7. Achieve Full completion 100% satisfactory 3 months
remaining of KRAs performance/ (1 August
KRAs of delivery of all 2015 – 31
fiscal year outstanding KRA October
2014 - 2015 items 2015)

Acknowledgment

I confirm that I have read and fully understood the contents of the foregoing
Performance Improvement Plan and I hereby agree and undertake to accomplish the
same within the required time.

This is also to acknowledge my conformity to the conditions mentioned

therein as part of my willingness to improve my performance in accordance with
the same and with my key duties, responsibilities and expectations as the MIS
Manager of Manila Polo Club, Inc.

[Name]
MIS Manager
Date:______________________________