30-60-90 Integration & Performance SOP

2. Scope

This SOP applies to all new employees across the organization and defines the process for integration, performance evaluation, and probation confirmation using the 30-60-90 day framework.

Covered under this SOP:

1. Employment Types
   • Permanent employees (full-time and part-time).
   • Fixed-term contract employees.
   • Interns and management trainees (with modified 30-60-90 outcomes).
2. Levels of Employees
   • Entry-level/Associate hires: evaluated primarily on learning agility, tool adoption, and initial deliverables.
   • Mid-level hires: evaluated on independent deliverables, collaboration, and contribution to team outcomes.
   • Senior/Leadership hires: evaluated on team leadership, stakeholder management, and cultural role-modelling.
3. Functions & Departments
   • Development (Frontend, Backend, Fullstack, QA, DevOps).
   • Design.
   • Project Management.
   • Sales & Business Development.
   • HR, Admin, Finance, and Support functions.
4. Integration Elements
   • Technical/functional integration (tools, workflows, role responsibilities).
   • Cultural integration (EVP pillars: Growth, Impact, Culture, Rewards, Balance).
   • Performance integration (30/60/90 measurable outcomes).
5. Geographies
   • All offices and remote setups where the company operates.
   • Local legal requirements around probation timelines will take precedence.

Exclusions:

• Freelancers and third-party contractors (covered under Vendor/Contractor Policy).
• Re-hired employees within 6 months of separation (abbreviated evaluation based on updated role fit).

3. Roles & Responsibilities

4. Framework – 30 / 60 / 90 Milestones

5. Review Process

The 30-60-90 Review Process ensures that new hires are evaluated at structured intervals, allowing for early support, course correction, and fair probation outcomes.

5.1 Review Cadence

• 30-Day Review (Learning & Integration)
  • Timing: Conducted between Day 28–32.
  • Focus: Has the employee understood role, tools, and workflows? Are they engaging with the team and buddy?
  • Format: Informal 1:1 between Manager and Joiner, documented in the 30-60-90 Tracker.
  • Output: Adjusted goals for next 60 days, early feedback to joiner.
• 60-Day Review (Ownership & Contribution)
  • Timing: Conducted between Day 58–62.
  • Focus: Is the employee independently handling deliverables? Are they accountable for outcomes and timelines?
  • Format: Formal review with Manager, optionally with Dept Head for mid/senior hires.
  • Output: Performance calibration, documented development plan if gaps are found.
• 90-Day Review (Performance & Confirmation)
  • Timing: Conducted between Day 85–90.
  • Focus: Has the employee demonstrated consistent performance, cultural alignment, and readiness for confirmation?
  • Format: Manager + HR joint review, final approval by Dept Head.
  • Output: One of three decisions → Confirmation, Extension of probation, or Separation.

5.2 Evaluation Criteria by Stage

• 30 Days:
  • Learning agility, role understanding, tool adoption.
  • Early contributions (small tasks, shadowing).
  • Engagement with team and buddy.
• 60 Days:
  • Independent project/task ownership.
  • Quality of deliverables.
  • Collaboration and communication effectiveness.
• 90 Days:
  • Consistent performance against KPIs.
  • Demonstration of EVP alignment (Growth, Impact, Culture, Rewards, Balance).
  • Readiness for full role ownership.

5.3 Documentation & Templates

• All reviews must be logged in the 30-60-90 Performance Tracker Template (Stage 4).
• Minimum documentation required:
  • Ratings (1–5 scale) against defined goals.
  • Strengths observed.
  • Areas for improvement.
  • Recommended decision.

5.4 Feedback Delivery

• Managers must provide direct, constructive, and actionable feedback during reviews.
• Feedback should be evidence-based, not opinion-driven.
• New hires must acknowledge receipt of review outcomes in the tracker.

5.5 HR Involvement

• HR participates in 30-Day check-in (to capture culture & experience signals).
• HR ensures the timely scheduling of 60 & 90-day reviews.
• HR consolidates feedback and escalates delays or missing reviews.

6. Escalations & Exceptions

This section defines what happens when performance, compliance, or review timelines deviate from the standard 30-60-90 plan.

6.1 Performance Escalations

• Early Underperformance (by Day 30):
  • The manager must document concerns in the 30-Day Review form.
  • An Early Support Plan (ESP) is created with clear targets for the next 30 days.
  • HR is notified; the Dept Head is consulted if gaps are critical.
• Continued Underperformance (by Day 60):
  • Manager escalates case to HR Head + Dept Head.
  • A Performance Improvement Plan (PIP) is initiated, extending for up to 30–60 days.
  • If no progress is visible, separation may be recommended before Day 90.
• Failure to Meet Goals (by Day 90):
  • The manager cannot “auto-confirm.”
  • Probation may be extended (max 60 days, subject to local labor law).
  • Decision must be documented and approved by the Dept Head + CHRO.

6.2 Compliance & BGV Exceptions

• If Background Verification (BGV) raises a minor discrepancy (e.g., name spelling, minor date mismatch):
  • HR documents the clarification and keeps it on record.
• If BGV reveals a major discrepancy (fake degree, false employment, criminal record):
  • Immediate suspension of system access.
  • CHRO decides on termination in consultation with Legal.

6.3 Review Timeline Escalations

• If 30/60/90 reviews are not completed within 5 working days of the due date:
  • HR sends an escalation notice to the Manager.
  • If still pending after 10 working days, it escalates to the Department Head.
  • If still unresolved, it escalates to CHRO.
• No employee can be confirmed or extended without a documented 90-Day Review.

6.4 Employee-Initiated Exceptions

• If a joiner raises concerns about unfair feedback or a lack of support:
  • HR conducts a neutral review session with the joiner, Manager, and Dept Head.
  • Findings are documented; corrective steps are assigned.

6.5 Extension of Probation (Exception Process)

• Allowed only if:
  1. Performance gaps documented with examples.
  2. A new development plan has been agreed upon with measurable outcomes.
  3. Approval obtained from the Dept Head + CHRO.
• Extension cannot exceed 60 days (subject to local law).
• Communication must be in writing, signed by HR, and acknowledged by the employee.

7. Compliance, Monitoring & KPIs

This section ensures that the 30-60-90 Integration & Performance SOP is not just followed in principle but is measurable, auditable, and continuously improved.

7.1 Compliance Requirements

• All new hires must have a documented 30-60-90 plan created by the Manager within 5 working days of joining.
• Each review (30, 60, 90 days) must be conducted and documented in the official tracker/template.
• HR is responsible for ensuring documentation is completed on time and properly archived in the HRIS/MIC.
• Probation confirmation decisions cannot be processed without a completed 90-Day Review Form.

7.2 Monitoring & Audit

• Quarterly HR Audit: HR Operations audits all 30-60-90 plans and review forms on a quarterly basis to ensure compliance.
• Escalation of Delays:
  • Reviews overdue by more than 5 working days → escalated to Manager.
  • If still pending beyond 10 working days → escalated to Dept Head.
  • Persistent delays escalate directly to CHRO.
• Audit Scope Includes:
  • Completeness of forms.
  • Quality of feedback (must be evidence-based, not generic).
  • EVP alignment noted in evaluations.

7.3 KPIs (Key Performance Indicators)

To measure the success of this SOP, HR will track the following KPIs:

1. % of new hires with 30-60-90 plan defined by Day 5
   • Target: ≥ 95%
   • Owner: Hiring Manager, monitored by HR Ops
2. % of 30-60-90 reviews completed on time
   • Target: ≥ 90%
   • Owner: Hiring Manager, escalated to Dept Head/CHRO if missed
3. % of confirmations processed by Day 90
   • Target: ≥ 95%
   • Owner: HR Ops, accountable to CHRO
4. Onboarding NPS improvement between Day 30 & Day 90
   • Target: Positive upward trend (min +10 points over time).
   • Owner: HR Ops, measured via feedback surveys

7.4 Reporting & Transparency

• KPI reports are presented quarterly to the HR Head & Leadership.
• Persistent gaps or underperformance in KPIs must trigger process improvement workshops with HR and department heads.
• Best practices and lessons learned are shared with all managers through the MIC.

8. Review & Updates

This SOP must remain current, compliant, and aligned with organizational needs. To ensure this, a structured review and update mechanism is followed.

8.1 Review Frequency

• Annual Review: Conducted once every year by HR Operations in consultation with Department Heads.
• Trigger-Based Interim Reviews: Initiated when:
  • Changes in probation laws or labor regulations occur.
  • Adjustments to the company EVP pillars or cultural priorities are made.
  • Significant updates in onboarding workflows, HRIS tools, or performance frameworks are rolled out.

8.2 Review Ownership

• HR Operations: Drafts proposed changes and ensures alignment with related SOPs (Onboarding Workflow SOP, New-Joiner Experience SOP, Probation Policy).
• Department Heads: Validate that functional performance expectations are accurately reflected.
• CHRO: Reviews and formally approves all changes.

8.3 Update Process

1. Documented changes are recorded in the SOP Update Log.
2. Revised SOPs are circulated to all HR staff and Managers with a summary of changes.
3. Updated versions are uploaded to the Memorres Information Center (MIC) with:
   • Version number
   • Effective date
   • Approver details
   • Change summary

8.4 Communication & Training

• HR conducts orientation sessions for Managers and Department Heads after significant updates.
• All Buddy/Mentor programs and new-joiner integration sessions are updated to reflect changes immediately.
• Employees hired after an update automatically follow the latest approved version.