3BN Performance Development Plan SOP
| This is the Document Release Information | |
| Article Number: | 7CAV-BATT3-013 |
| Scope: | 3BN Performance Development Plan SOP |
| Version: | Version 1.0 |
| Effective Date: | 20JUL25 |
| Last Modified Date: | DDMMMYYYY |
| Approving Authority: | 3BN Commanding Officer |
| Point of Contact: | 3BN Executive Officer |
THIS DOCUMENT MAY NOT BE EDITED WITHOUT 3-7 COMMANDER APPROVAL.
1. Purpose
This SOP defines the standard procedure for the Performance Development Plan (PDP) within 3rd Battalion. The PDP is a formal, structured process used to support the development, accountability, and retention of all Troopers—regardless of rank or billet—who may be struggling with performance, reliability, or conduct expectations.
The goal of the PDP is to identify issues early, support improvement through mentorship and guidance, and prevent the need for disciplinary action or billet removal. It is not a punitive tool, but a structured opportunity for members to realign with unit standards and expectations.
2. Scope
This SOP applies to “'all members of 3rd Battalion, including but not limited to:
- Troopers
- Assistant Section Leaders
- Section Leaders
- Platoon and Company Staff
- Battalion Staff
3. Authority to Initiate
A PDP may be initiated by:
- Section Staff (SL/ASL) for Troopers in their section
- Platoon Staff for Section Staff and troopers in their platoon
- Company Staff for Platoon or Section Staff
- Battalion Staff for any billet within the battalion
Initiation must be communicated to the appropriate chain of command and documented.
4. When to Use the PDP
A PDP may be issued in two different ways. One way is alongside a Developmental Counselling Statement (DCS) in case of:
- Repeatedly failing to meet minimum requirements
- Underperforming in billet-specific tasks
- Displaying unprofessional or disruptive conduct
The other way is using it as a main developmental tool in case a trooper is:
- Transitioning into a new role that requires structured development
- Necessity of meeting expectations with additional support and guidance
The PDP should always be used before considering disciplinary action, billet relief or separation, unless conduct is severe or malicious.
5. Duration & Expectations
- Standard Duration: up to 6-8 weeks
- A Mentor is assigned by the initiating authority within their chain of command
- Weekly check-ins between the member and mentor are recommended. At least Bi Weekly.
- A single extension may be granted if the Trooper is making progress
The PDP is intended to be a collaborative and goal-driven support structure.
6. Initiation Process
The initiation of a Performance Development Plan (PDP) must be conducted professionally and transparently. Once approved by the next higher level in the Chain of Command, the initiating authority (e.g. SL, PL, CO) must initiate a private forum PM including the following parties:
- The Trooper being placed on the PDP
- The assigned Mentor
- The initiating authority
This forum PM serves as the formal notification of the PDP and must include:
- A short explanation that the Trooper is being placed on a PDP
- Reassurance that the process is developmental, not disciplinary
- Three suggested dates and times for the initial PDP Meeting
- A copy or link to the PDP SOP or form if needed
All participants must confirm receipt of the message, and the initial meeting should be scheduled within 5 days of PM dispatch.
Forum PM Template
Below is the template to be used when initiating a PDP:
Subject: Performance Development Plan Initiation – [Rank] [Name]
Greetings [Rank Name],
This message serves as formal notification that you are being placed on a Performance Development Plan (PDP) in accordance with 7CAV-BATT3-013.
The PDP is not a punishment, but a structured and supportive development tool used across all levels of the Battalion. The purpose of this plan is to work together—through mentorship and clear goals—to help you succeed in your role.
Your assigned mentor for this process will be [Rank Name].
To begin this process, we will hold an initial PDP Meeting to review the expectations, assign goals, and answer any questions. Please reply with your availability for one of the following proposed meeting times within the next 72 hours:
- Option 1: [Insert Date & Time in Zulu]
- Option 2: [Insert Date & Time in Zulu]
- Option 3: [Insert Date & Time in Zulu]
Once we’ve confirmed a time, your mentor will coordinate the meeting.
If you have questions or concerns, feel free to reach out. We're here to help you succeed and grow as a member of this unit.
Respectfully, [Rank Name] [Position] – [Unit] 3rd Battalion, 7th Cavalry Regiment
7. Form Overview and Instructions
The PDP is documented using the Form. This form contains six sections:
Section 1 – Participant Information
- Name / Rank - The name and Rank of the Trooper placed on the PDP
- Billet / Position - The Billet of the Trooper
- Date of Initiation - Initiation Date of the PDP
- Initiated by (Rank/Name) - The person initiating the PDP
- Mentor Assigned - The assigned Mentor for the PDP
Section 2 – Purpose of Plan
A brief narrative explaining the reason for the PDP, written respectfully and constructively.
Section 3 – Development Goals
List 2–4 measurable and specific goals related to:
- Focus Area (e.g., Communication, Attendance, Execution)
- Goal or Task
- Success Criteria
Section 4 – Mentor Support Plan
Outline how the assigned mentor will assist the Trooper, including:
- Weekly meetings
- Shadowing or feedback
- Admin or planning support
- Re-ICSing the trooper, etc.
Section 5 – Check-In Log
Used by the mentor to record progress, feedback, and observations.
Section 6 – Final Evaluation
Concludes the PDP and includes:
- End Date
- Outcome:
- ✅ Goals Met
- 🔄 Partially Met (extend)
- ❌ Not Met (consider reassignment or action)
- Final notes on performance and recommendations
PDP Conclusion and Closure
At the end of the Performance Development Plan, a short verbal or written conclusion meeting should take place between the assigned mentor (or initiating leader) and the counseled Trooper. This meeting does not need to be formally scheduled but should serve to:
- Provide direct feedback on progress
- Answer any questions the Trooper may have
- Ensure both sides understand the outcome of the PDP
Following the conclusion meeting, the PDP process must be formally closed out through a forum Private Message (PM). This message must be sent to:
- The Trooper
- The Trooper’s full Chain of Command (ASL/SL/PSG/PL or relevant level)
The forum PM should include:
- A short summary of the outcome
- The result of the PDP (completed, extended, or failed)
- A direct link to the fully completed and archived PDP form for review
This ensures clear documentation, transparency, and closure of the process for all parties involved.
Forum PM Template – PDP Completion Notification
Subject: Conclusion of Your Performance Development Plan
Greetings [Rank Name],
This message serves to inform you that your Performance Development Plan (PDP), initiated on [Start Date], has now been formally concluded.
Outcome: [✓ Goals Met / 🔄 Partial Completion – Extension / ❌ Not Met – Recommend Further Action]
The purpose of the PDP was to support your development in the areas of [insert focus areas briefly], and we appreciate your engagement with the process.
You may review the fully completed PDP form at the following link: [Insert Link to Completed Form]
If you have any further questions, please reach out to me or to your Chain of Command.
Respectfully, [Rank Name] [Billet] 3rd Battalion, 7th Cavalry Gaming Regiment
8. Documentation & Submission
- Save as: PDP_[RankName]_[MMYYYY].pdf
- Example: PDP_CPL_Tester_082025.pdf
- Submit to Platoon or Company Staff to be saved in the respective folder
- Battalion Staff may maintain a central tracker for oversight of PDPs
9. Confidentiality & Conduct
All PDPs must be conducted professionally and confidentially. They are a tool for growth, not punishment. Mentors and initiating staff are expected to uphold 7Cav standards of leadership and respect.