EPMS Frequently Asked Questions (FAQ)
Get quick answers to the most common questions about the Employee Performance Management System (EPMS). Whether you’re an employee, manager, or HR administrator, this FAQ covers the essential information you need to effectively use the EPMS platform.
Who this is for: All EPMS users seeking quick answers to common questions
Time needed: 5-10 minutes
Prerequisites: Basic familiarity with EPMS platform
🔍 Quick Navigation
- Review Workflow Questions
- Employee Questions
- Manager Questions
- Goals Management Questions
- HR Administrator Questions
- Technical Questions
- Access & Permissions
📋 Review Workflow Questions
Q: Who can start a performance review?
A: Only managers can initiate performance reviews for their direct reports. Employees cannot create their own performance reviews - they participate in reviews that their managers create for them.
Q: How does the review workflow actually work?
A: The EPMS performance review follows a 4-stage workflow with parallel assessment capability:
- Review Created Stage - Manager creates review; both manager and employee can work simultaneously
- Parallel Assessment Stage - Manager and employee complete assessments independently at the same time
- Review Meeting Stage - After both submit, manager and employee meet to discuss
- Final Approval Stage - Authorized person (HR/senior manager) gives final approval
Q: What happens when a manager creates a review?
A: When a manager creates a new review, the system automatically:
- Notifies both manager and employee that the review has started
- Makes the self-assessment immediately available to the employee (no waiting required)
- Allows both parties to work on their assessments simultaneously
- Sets up reminder notifications for the due date
- Either party can submit first - there’s no dependency between the assessments
Q: Can employees create their own reviews?
A: No. Employees cannot independently create performance reviews. They can only complete self-assessments for reviews that their managers have initiated for them.
Q: Can I start my self-assessment immediately when a review is created?
A: Yes! You can start your self-assessment right away - no need to wait for your manager to finish their assessment first. Both you and your manager work in parallel during the initial assessment phase.
Q: Can I see my manager’s assessment while I’m working on mine?
A: No, both assessments remain hidden until both parties submit their completed evaluations. This ensures independent, unbiased assessments from both perspectives.
Q: What if my manager submits their assessment before I do?
A: No problem! You can continue working on your self-assessment at your own pace. You’ll see your manager’s evaluation only after you submit your own assessment.
Q: What if I submit my assessment first?
A: That’s perfectly fine! Your manager will be notified that you’ve submitted and can continue working on their assessment. The meeting phase only begins after both assessments are complete.
Q: What if an employee disagrees with their manager’s ratings?
A: Employees can provide their perspective through the self-assessment section, including their own ratings and detailed comments. The review process is designed to be collaborative, with both manager and employee input considered.
Q: How do reviews actually work step-by-step?
A: The complete review process follows these stages:
- Manager Creates Review - Selects employee, template, and review period
- 📊 Parallel Assessment Phase - Both work simultaneously:
- Manager Assessment - Completes ratings, comments, and development goals
- Employee Self-Assessment - Completes self-reflection, ratings, and comments
- Either can submit first - No waiting required between the two assessments
- 🤝 Review Discussion - After both submit, manager and employee meet to discuss both perspectives
- ✅ Final Approval - Authorized person (HR/senior manager) approves the completed review
Q: What data is included in performance reviews?
A: EPMS performance reviews include comprehensive data from multiple sources:
Core Review Components:
- Manager ratings and comments across performance categories
- Employee self-assessment ratings and reflections
- Goal setting and achievement tracking
- Development planning and career discussions
Integrated Context Data:
- Training Data - Courses completed, certifications, training hours
- Recognition Data - Peer recognition, awards, and achievement patterns
- Continuous Feedback - Real-time feedback received during the review period
- 360 Feedback - Structured peer, subordinate, and stakeholder input (if enabled)
Q: How does continuous feedback integrate with formal reviews?
A: Continuous feedback provides ongoing context that enhances formal reviews:
- Real-Time Input - Feedback given throughout the year appears in performance reviews
- Evidence-Based Reviews - Specific examples from continuous feedback support ratings
- Development Tracking - Constructive feedback helps identify improvement areas
- Recognition Context - Praise feedback highlights achievements and strengths
Q: What is 360 feedback and how does it work with reviews?
A: 360-degree feedback collects input from multiple sources around an employee:
360 Feedback Sources:
- Self-assessment from the employee
- Direct manager evaluation
- Peer feedback from colleagues
- Subordinate feedback (for managers)
- Customer/stakeholder input (when applicable)
Integration with Performance Reviews:
- Recent 360 feedback results appear directly in performance reviews
- Peer ratings complement manager assessments
- Competency scores provide additional perspective
- Anonymous peer comments inform development discussions
Q: Can employees see all the feedback that goes into their review?
A: Yes, employees have visibility into most feedback sources:
Visible to Employees:
- All continuous feedback they’ve received (respects visibility settings)
- Their own 360 feedback results and peer ratings
- Recognition and training data
- Manager comments and ratings
Private to Managers/HR:
- Some continuous feedback marked as “manager only”
- Raw 360 feedback responses (anonymized summaries are shared)
- HR-specific notes and administrative comments
Q: How often should reviews be conducted?
A: Review frequency depends on your organization’s cycle:
- Annual Reviews - Comprehensive yearly evaluation with full goal setting
- Quarterly Reviews - Progress check-ins with goal updates
- Bi-annual Reviews - Mid-year and year-end assessments
- Probationary Reviews - For new employees during probation period
- Ad-hoc Reviews - Special circumstances or role changes
👤 Employee Questions
Q: How do I know if I have a pending performance review?
A: Check your Employee Dashboard at /apps/employee-performance-management/employee/dashboard. Pending reviews appear in the “Current Assessments” section. You’ll also receive email notifications when reviews are assigned to you.
Q: Can I save my self-assessment and return to it later?
A: Yes! You can save your progress as a draft and return to complete it later. Use the “Save Draft” button to preserve your work without submitting.
Q: What should I include in my self-assessment?
A: Your self-assessment should include:
- Specific achievements with measurable results
- Challenges faced and how you addressed them
- Professional development goals
- Areas where you need support from your manager
- Honest self-ratings with supporting examples
Q: What happens after I submit my self-assessment?
A: Your manager receives a notification that you’ve completed your self-assessment. They will review your input and may schedule a discussion meeting to talk through the review together.
Q: Can I change my self-assessment after submitting?
A: Once submitted, you typically cannot edit your self-assessment. Make sure to review everything carefully before clicking “Submit.”
👥 Manager Questions
Q: How do I create a performance review for my team member?
A: Navigate to Team Reviews, click “Create Review,” select your employee, choose a template, configure the review details, complete your assessment, and submit it to trigger the employee self-assessment phase.
Q: Can I see all my team’s reviews in one place?
A: Yes! The Team Reviews dashboard shows all performance reviews for your direct reports, with filters by status, employee, and review type.
Q: What happens when my employee completes their self-assessment?
A: You’ll receive an email notification and can then access their completed self-assessment. This is when you typically schedule a review discussion meeting and finalize the overall review.
Q: Can I edit a review after submitting it?
A: Reviews in “Draft” or “In Progress” status can be edited. Once a review reaches “Completed” or “Approved” status, editing is typically restricted.
Q: How do I handle disagreements between my ratings and employee self-ratings?
A: Use the review discussion meeting to talk through differences. The collaborative nature of the process allows you to understand the employee’s perspective and reach mutual understanding.
🎯 Goals Management Questions
Q: How do goals work with performance reviews?
A: Goals are fully integrated with performance reviews in EPMS:
During Review Creation:
- Managers can create SMART goals directly within performance reviews
- Goals automatically link to the specific review period
- Goal templates provide suggested goals based on role and performance areas
Throughout Review Period:
- Goal progress is tracked in real-time with regular updates
- Achievement status feeds directly into performance evaluation
- Goal completion rates influence overall performance ratings
Q: What are SMART goals and why do they matter?
A: SMART goals ensure effective goal setting with clear criteria:
- Specific - Clear, well-defined objectives
- Measurable - Concrete success criteria and metrics
- Achievable - Realistic and attainable within resources
- Relevant - Aligned with role and organizational objectives
- Time-bound - Clear deadlines and milestones
EPMS automatically scores goals on SMART criteria and provides real-time feedback to improve goal quality.
Q: Who can create goals for employees?
A: Goal creation varies by context:
Managers can:
- Create goals for their direct reports during performance reviews
- Set team-wide objectives that cascade to individual employees
- Approve employee-created goals that require manager sign-off
Employees can:
- Create personal development goals
- Set stretch goals for career advancement
- Propose goals during self-assessment that managers can approve
Q: How do I track progress on goals?
A: EPMS provides comprehensive goal tracking:
Real-Time Updates:
- Progress percentage updates with notes and challenges
- Status changes (Active, On Hold, Completed, Cancelled)
- Milestone tracking with target vs. actual dates
Progress Visibility:
- Employee dashboard shows personal goal progress
- Manager dashboard displays team goal achievement
- HR analytics provide organization-wide goal completion rates
Q: What happens if I don’t achieve my goals?
A: Goal achievement is viewed holistically in EPMS:
Performance Impact:
- Goals are one component of overall performance evaluation
- Progress and effort matter as much as final achievement
- Circumstances and challenges are documented and considered
Development Focus:
- Unachieved goals become learning opportunities
- Root cause analysis helps identify support needs
- Goals can be adjusted or carried forward to next period
Q: Can goals be changed after they’re set?
A: Yes, goals can be modified with proper process:
Minor Adjustments:
- Progress updates and milestone modifications
- Success criteria refinement
- Timeline adjustments for valid business reasons
Major Changes:
- Require manager approval for goal modifications
- Status changes (putting goals on hold or cancelling)
- Complete goal restructuring with justification
Q: How do goal templates work?
A: Goal templates provide starting points for common objectives:
Template Categories:
- Performance goals (productivity, quality, efficiency)
- Development goals (skills, certifications, learning)
- Behavioral goals (leadership, collaboration, communication)
- Project goals (deliverables, milestones, outcomes)
Using Templates:
- Available during goal creation within performance reviews
- Automatically populate title, description, and success criteria
- Can be customized to fit specific employee needs and circumstances
Q: Do goals carry over between review periods?
A: Goal continuity depends on goal type and completion status:
Automatic Carryover:
- Long-term development goals spanning multiple periods
- Annual objectives tracked across quarterly reviews
- Multi-phase project goals with extended timelines
Review and Reset:
- Short-term performance goals typically reset each period
- Completed goals archive with achievement records
- New goals created based on role evolution and business needs
Q: How do goals integrate with other EPMS features?
A: Goals connect seamlessly with other EPMS modules:
Continuous Feedback Integration:
- Goal progress updates can be shared as feedback
- Peer feedback often references goal achievement
- Recognition tied to goal milestones and completion
360 Feedback Connection:
- Goal-related questions included in 360 feedback surveys
- Peer input on goal relevance and progress
- Stakeholder feedback on goal impact and outcomes
Development Planning:
- Goals automatically feed into development plan creation
- Skill gaps identified through goal analysis
- Training recommendations based on goal requirements
Q: Can I link existing goals to a performance review?
A: Yes! EPMS allows flexible goal association:
During Review Creation:
- Link existing active goals to the current review period
- Associate completed goals for achievement recognition
- Reference historical goals for progress tracking
Goal Library Access:
- View all personal goals regardless of review association
- Filter goals by status, type, and time period
- Bulk link multiple goals to reviews when appropriate
🏢 HR Administrator Questions
Q: How do I monitor the progress of all performance reviews?
A: HR administrators have access to organization-wide review dashboards showing all reviews across departments, their current status, and completion rates.
Q: Can I approve performance reviews?
A: Yes, HR administrators typically have approval authority for finalizing performance reviews, moving them from “Completed” to “Approved” status.
Q: How do I ensure review templates are being used correctly?
A: Monitor template usage through the EPMS configuration dashboard and provide training to managers on proper template selection and usage.
Q: What reports can I generate from EPMS?
A: EPMS provides various reports including completion rates, rating distributions, goal achievement tracking, and organization-wide performance trends.
📋 Feedback System Questions
Q: How do I give continuous feedback to a colleague?
A: Navigate to the Continuous Feedback section and click “Give Feedback”:
- Select Recipient - Choose the team member you want to give feedback to
- Choose Feedback Type - Praise, Constructive, Goal Progress, or General
- Set Visibility - Private, Manager-visible, HR-visible, or Public
- Write Feedback - Provide specific, actionable feedback with examples
- Submit - Feedback is delivered immediately with optional anonymity
Q: What happens when I receive feedback?
A: When someone gives you feedback:
- Instant Notification - You receive an email notification
- Dashboard Update - Feedback appears on your employee dashboard
- Acknowledgment Option - You can acknowledge non-anonymous feedback
- Integration - Feedback becomes part of your performance review context
Q: How do I request feedback from specific people?
A: Use the Feedback Request feature:
- Create Request - Specify who you want feedback from and the topic
- Set Deadline - Give people a reasonable timeframe to respond
- Send Requests - Recipients get notified and can respond when ready
- Track Responses - Monitor who has responded and follow up if needed
Q: What’s the difference between continuous feedback and 360 feedback?
A: These serve different purposes:
Continuous Feedback:
- Ongoing, real-time feedback exchange
- Informal and flexible
- Anyone can give feedback to anyone
- Immediate delivery and acknowledgment
360 Feedback:
- Structured, formal feedback cycles
- Managed by HR with specific timing
- Multi-source input (peers, manager, subordinates)
- Aggregated results and formal reporting
Q: Can I give anonymous feedback?
A: Yes, but with some limitations:
Anonymous Feedback:
- Available for continuous feedback only
- Recipient cannot respond or acknowledge
- Must still follow professional standards
- Cannot be used for harassment or inappropriate content
Non-Anonymous Feedback:
- Encourages open dialogue and follow-up
- Builds trust and accountability
- Allows for clarification and discussion
- Generally more effective for development
🔧 Technical Questions
Q: Where do I access EPMS?
A: Navigate to /apps/employee-performance-management or access it through the marketplace apps section of your MangoApps dashboard.
Q: What if I can’t see the EPMS app?
A: Contact your HR administrator - the EPMS app may not be enabled for your organization or you may need appropriate permissions assigned.
Q: Can I export my performance review?
A: Yes, performance reviews can typically be exported as PDF documents for your records or external use.
Q: Is there a mobile version of EPMS?
A: EPMS is designed to be responsive and works on mobile devices through your web browser, though the full experience is optimized for desktop use.
🔐 Access & Permissions
Q: Who can see my performance review?
A: Typically, your performance review is visible to:
- You (the employee)
- Your direct manager (reviewer)
- HR administrators
- Authorized approvers (senior managers/HR)
Q: Can other employees see my review?
A: No, performance reviews are confidential and only accessible to authorized personnel directly involved in your review process.
Q: What if I change managers during a review cycle?
A: Contact HR to handle manager transitions. Reviews may need to be reassigned or completed collaboratively between your previous and current managers.
Q: Can I request a performance review outside the normal cycle?
A: You cannot directly create a review, but you can request that your manager initiate an ad-hoc performance review for specific circumstances.
🆘 Getting Additional Help
Q: Where can I get more detailed guidance?
A: Refer to these comprehensive guides:
- EPMS Comprehensive Guide - Complete system overview
- Performance Review Processes - Detailed workflow instructions
- EPMS App Overview - Feature explanations
Q: Who should I contact for EPMS support?
A:
- Technical Issues: Contact your IT support team
- Process Questions: Reach out to your HR department
- Manager-Related Issues: Discuss with your direct supervisor
Q: Is there training available for EPMS?
A: Most organizations provide EPMS training during implementation. Contact your HR department about available training sessions or resources.
📝 Quick Summary
The EPMS FAQ now covers five key areas to help you succeed:
- Review Workflow - Understanding the manager-initiated, 4-stage review process
- Employee Questions - Self-assessment, development, and career growth topics
- Manager Questions - Team review management and employee development
- Goals Management - SMART goal creation, tracking, and integration with reviews
- Feedback Systems - Continuous feedback and 360-degree feedback processes
💡 Pro Tip: Goals, feedback, and reviews work together in EPMS. Use continuous feedback to support goal progress, leverage 360 feedback for comprehensive evaluation, and link SMART goals directly to performance reviews for maximum impact.
Last updated: January 2025 | Version 1.1
For the most current information, always refer to your organization’s specific EPMS configuration and policies.