How to Manage Performance Reviews in EPMS

System Features Special Features Performance Management
Last updated: January 26, 2026 • Version: 1.2
Table of Contents

How to Manage Performance Reviews in EPMS

This comprehensive guide covers all primary performance review processes in the Employee Performance Management System (EPMS). Whether you’re an employee completing a self-assessment or a manager conducting reviews, this guide walks you through each step with detailed visual flow diagrams.

Who this is for: All users of the EPMS system - employees, managers, and HR administrators
Time needed: 10-30 minutes depending on the process
Prerequisites: EPMS app enabled for your organization, appropriate user permissions

🎯 What You’ll Learn

  • For Employees: How to complete self-assessments, set goals, and participate in reviews
  • For Managers: How to create and manage performance reviews for your team
  • For All Users: How to give continuous feedback and track development progress
  • For HR: How to oversee the review process and manage templates
  • Visual Process Maps: Interactive flow diagrams for all major workflows

đź“‹ Before You Start

Required Access:

  • EPMS app enabled for your organization
  • Performance Reviews module enabled
  • Appropriate user role permissions

Navigation:

  • Access EPMS at: /apps/employee-performance-management
  • Employee Dashboard: /apps/employee-performance-management/employee/dashboard
  • Manager Reviews: /apps/employee-performance-management/performance_reviews

đź“Š Process Flow Overview

Complete Performance Review Cycle

graph TD A[Manager Creates Review] --> B[Both Receive Notifications] B --> C[Manager Assessment] B --> D[Employee Assessment] C --> E{Manager Ready?} E -->|No| F[Save Draft & Continue] F --> E E -->|Yes| G[Manager Submits] D --> H{Employee Ready?} H -->|No| I[Save Draft & Continue] I --> H H -->|Yes| J[Employee Submits] G --> K[Both Assessments Complete] J --> K K --> L[Review Discussion Meeting] L --> M[Goals & Development Planning] M --> N[Final Review Approval] N --> O[Ongoing Progress Tracking] style A fill:#e1f5fe style B fill:#f3e5f5 style C fill:#fff3e0 style D fill:#e8f5e8 style K fill:#e0f2f1 style L fill:#f3e5f5 style N fill:#e0f2f1

🚀 Employee Processes

How to Complete a Self-Assessment

Self-assessments are part of performance reviews initiated by your manager. You can start your self-assessment immediately when the review is created - no need to wait for your manager to finish first! Both assessments work in parallel.

Self-Assessment Process Flow

sequenceDiagram participant M as Manager participant S as System participant E as Employee M->>S: Creates performance review S->>M: Notification: "Review created, start your assessment" S->>E: Notification: "Self-assessment available - start immediately" par Parallel Assessment Phase M->>S: Works on manager assessment M->>S: Saves drafts (optional) and E->>S: Accesses Employee Dashboard E->>S: Works on self-assessment E->>S: Saves drafts (optional) end alt Manager submits first M->>S: Submits manager assessment S->>M: Waiting for employee E->>S: Continues & submits self-assessment S->>M: Both complete - schedule meeting else Employee submits first E->>S: Submits self-assessment S->>E: Waiting for manager M->>S: Continues & submits manager assessment S->>M: Both complete - schedule meeting end Note over E,M: Both work independently<br/>until both submit

Step 1: Access Your Pending Assessment

  1. Navigate to Employee Dashboard (/apps/employee-performance-management/employee/dashboard)
  2. Look for the “Current Assessments” section
  3. Click “Continue” next to any pending review

Step 2: Complete Your Self-Assessment

  1. Review the performance review details and timeline
  2. Complete each section:
    • Achievements: Highlight your accomplishments during the review period
    • Challenges: Describe obstacles you faced and how you handled them
    • Development Goals: Set objectives for your professional growth
    • Career Aspirations: Share your career goals and interests
    • Training Interests: Identify skills you want to develop
    • Areas for Improvement: Self-reflect on growth opportunities
    • Support Needed: Specify resources or support from your manager
    • Feedback for Manager: Provide constructive feedback on management style

Step 3: Rate Yourself

  1. Complete self-ratings for each performance category
  2. Provide comments explaining your ratings
  3. Ensure your self-ratings are honest and evidence-based

Step 4: Save and Submit

  1. Click “Save Draft” to save progress (you can return later)
  2. When complete, click “Submit” to finalize your assessment
  3. Your manager will be notified of completion

💡 Tip: Be specific and provide examples. Instead of “I did well,” write “I exceeded sales targets by 15% through improved client relationship management.”

How to Set and Manage Goals

Goal Management Workflow

flowchart LR A[Access Goals Dashboard] --> B{Goal Source} B -->|Independent| C[Create New Goal] B -->|Performance Review| D[Set Goals in Assessment] C --> E[Apply SMART Framework] D --> E E --> F[Submit for Approval] F --> G{Manager Review} G -->|Approved| H[Track Progress] G -->|Needs Changes| I[Revise & Resubmit] I --> F H --> J[Regular Updates] J --> K[Goal Completion] style E fill:#e8f5e8 style H fill:#e1f5fe style K fill:#e0f2f1

Step 1: Access Goals Management

  1. From Employee Dashboard, click “My Goals”
  2. Or navigate directly to /apps/employee-performance-management/employee/goals

Step 2: Create a New Goal

  1. Click “Create New Goal” (if available independently)
  2. Or set goals within a performance review self-assessment
  3. Use the SMART framework:
    • Specific: Clear, well-defined objective
    • Measurable: Quantifiable success criteria
    • Achievable: Realistic given your role and resources
    • Relevant: Aligned with business objectives
    • Time-bound: Clear deadline or timeline

Step 3: Track Goal Progress

  1. Regularly update progress through the goals dashboard
  2. Add progress comments and evidence
  3. Request manager feedback when needed

đź‘Ą Manager Processes

How to Create a Performance Review

Manager Review Creation Flow

graph TD A[Navigate to Team Reviews] --> B[Click 'Create Review'] B --> C[Select Employee] C --> D[Choose Review Template] D --> E[Configure Review Details] E --> F[Complete Manager Assessment] F --> G[Add Performance Ratings] G --> H[Document Examples & Evidence] H --> I[Set Development Goals] I --> J[Submit for Self-Assessment] J --> K[Employee Notification Sent] L[Quick Actions Menu] --> B style B fill:#e1f5fe style F fill:#fff3e0 style J fill:#e8f5e8 style K fill:#e0f2f1

Step 1: Initiate the Review

  1. Navigate to Team Reviews (/apps/employee-performance-management/performance_reviews)
  2. Click “Create Review” or use Quick Actions → Start Review
  3. Select the employee from the dropdown
  4. Choose an appropriate review template

Step 2: Configure Review Details

  1. Set the Review Period (start and end dates)
  2. Specify the Due Date for completion
  3. Add Review Purpose and objectives
  4. Select Review Type (annual, quarterly, etc.)

Step 3: Complete Manager Assessment

  1. Rate the employee across all performance categories
  2. Provide detailed comments for each rating
  3. Document specific examples and evidence
  4. Set development goals and next steps

Step 4: Submit for Self-Assessment

  1. Click “Submit” when your portion is complete
  2. The employee will be automatically notified
  3. They can then access and complete their self-assessment

How to Conduct Review Meetings

Review Meeting Process

sequenceDiagram participant M as Manager participant E as Employee participant S as System Note over M: Meeting Preparation M->>S: Reviews manager assessment M->>S: Reviews employee self-assessment M->>M: Identifies discussion points Note over M,E: Review Discussion M->>E: Discusses employee insights E->>M: Shares self-assessment highlights M->>E: Provides manager feedback E->>M: Asks questions/clarifications M->>E: Collaborates on development goals Note over M,S: Post-Meeting Actions M->>S: Updates ratings based on discussion M->>S: Confirms development goals M->>S: Submits final review M->>E: Schedules follow-up meetings

Step 1: Prepare for the Meeting

  1. Review both manager and employee assessments
  2. Identify areas of alignment and discrepancy
  3. Prepare talking points for development discussion
  4. Gather relevant examples and documentation

Step 2: Conduct the Review Discussion

  1. Start with employee’s self-assessment insights
  2. Discuss manager observations and feedback
  3. Collaborate on development goals
  4. Create actionable next steps
  5. Document key discussion points in the system

Step 3: Finalize the Review

  1. Update any ratings based on discussion
  2. Confirm development goals and timelines
  3. Submit final review for approval (if required)
  4. Schedule follow-up meetings

How to Manage Team Goals

Step 1: Review Team Goal Alignment

  1. Navigate to Team Goals section
  2. Review individual goals for business alignment
  3. Identify gaps or overlaps in team objectives

Step 2: Approve Employee Goals

  1. Review goals submitted by team members
  2. Provide feedback and suggestions
  3. Approve or request modifications
  4. Ensure SMART criteria are met

Step 3: Monitor Progress

  1. Regularly check goal progress updates
  2. Provide coaching and support
  3. Adjust goals as business needs change
  4. Celebrate achievements and milestones

đź’¬ Continuous Feedback Processes

How to Give Feedback

Continuous Feedback Flow

graph LR A[Access Feedback Tools] --> B[Select Recipient] B --> C{Choose Feedback Type} C -->|Recognition| D[Acknowledge Good Work] C -->|Constructive| E[Suggest Improvements] C -->|Development| F[Career Growth Advice] C -->|Project-specific| G[Task/Project Feedback] D --> H[Write Clear Message] E --> H F --> H G --> H H --> I[Choose Visibility Settings] I --> J[Review for Tone & Clarity] J --> K{Ready to Send?} K -->|Yes| L[Send Feedback] K -->|No| M[Save as Draft] M --> N[Refine Later] N --> J L --> O[Recipient Notification] style A fill:#e1f5fe style H fill:#e8f5e8 style L fill:#e0f2f1

Step 1: Access Feedback Tools

  1. Use Quick Actions → Give Feedback from any EPMS page
  2. Or navigate to /apps/employee-performance-management/continuous-feedback/new

Step 2: Compose Your Feedback

  1. Select the Recipient from your team or colleagues
  2. Choose Feedback Type:
    • Recognition: Acknowledge good work
    • Constructive: Suggest improvements
    • Development: Career growth advice
    • Project-specific: Task or project feedback
  3. Write clear, specific, and actionable feedback
  4. Choose appropriate Visibility settings

Step 3: Send Feedback

  1. Review your message for clarity and tone
  2. Click “Send” to deliver immediately
  3. Or “Save Draft” to refine later

How to Request Feedback

Feedback Request Workflow

stateDiagram-v2 [*] --> InitiateRequest: Navigate to feedback requests InitiateRequest --> SelectParticipants: Click "Request Feedback" SelectParticipants --> ConfigureRequest: Choose colleagues/peers ConfigureRequest --> SetDeadline: Add context & questions SetDeadline --> SendRequests: Set response deadline SendRequests --> MonitorResponses: Participants notified MonitorResponses --> SendReminders: Check response rates SendReminders --> MonitorResponses: If needed MonitorResponses --> ReviewFeedback: Responses received ReviewFeedback --> ThankParticipants: Analyze input ThankParticipants --> ActOnFeedback: Send appreciation ActOnFeedback --> [*]: Apply insights note right of ConfigureRequest : Provide specific context<br/>and focused questions note right of MonitorResponses : Send gentle reminders<br/>if response rate is low

Step 1: Initiate Feedback Request

  1. Navigate to feedback requests section
  2. Click “Request Feedback”
  3. Select colleagues, peers, or stakeholders

Step 2: Specify Request Details

  1. Choose what type of feedback you need
  2. Provide context about the project or situation
  3. Set a deadline for responses
  4. Add specific questions if needed

Step 3: Follow Up

  1. Monitor response rates
  2. Send reminders if necessary
  3. Thank respondents for their input
  4. Act on feedback received

đź“Š Advanced Features

Merit Matrix and Compensation Reviews

Merit Review Decision Matrix

graph TD A[Performance Review Complete] --> B[Access Merit Matrix Tools] B --> C[Input Performance Rating] C --> D[Assess Employee Potential] D --> E{Performance x Potential Matrix} E -->|High Perf + High Potential| F[Star Performers<br/>Significant Increase] E -->|High Perf + Moderate Potential| G[Solid Contributors<br/>Standard Increase] E -->|Moderate Perf + High Potential| H[High Potential<br/>Development Focus] E -->|Moderate Perf + Moderate Potential| I[Core Team<br/>Maintenance Increase] E -->|Below Standards| J[Improvement Plan<br/>No Increase] F --> K[Document Justification] G --> K H --> K I --> K J --> L[Create Performance Plan] K --> M[Submit for Approval] L --> M M --> N[HR Review & Processing] style F fill:#e0f2f1 style G fill:#e8f5e8 style H fill:#fff3e0 style I fill:#f3e5f5 style J fill:#ffebee

For Managers with Merit Review Access:

  1. Access merit matrix tools during review cycles
  2. Input performance and potential ratings
  3. Follow organizational guidelines for increases
  4. Document justifications for decisions

360-Degree Feedback

360-Degree Feedback Process

graph TB A[Identify Review Subject] --> B[Select Feedback Sources] B --> C[Manager] B --> D[Peers/Colleagues] B --> E[Direct Reports] B --> F[Internal Customers] B --> G[External Stakeholders] C --> H[Configure Assessment Template] D --> H E --> H F --> H G --> H H --> I[Send Feedback Requests] I --> J[Monitor Response Collection] J --> K{All Responses Received?} K -->|No| L[Send Reminders] L --> J K -->|Yes| M[Analyze Feedback Patterns] M --> N[Identify Themes & Gaps] N --> O[Create Development Plan] O --> P[Conduct Feedback Session] P --> Q[Set Action Items] style B fill:#e1f5fe style H fill:#e8f5e8 style M fill:#fff3e0 style P fill:#f3e5f5

Setting Up 360 Reviews:

  1. Identify stakeholders for comprehensive feedback
  2. Configure multi-rater assessment templates
  3. Coordinate timing with multiple participants
  4. Synthesize feedback from all sources

Development Planning

Development Planning Roadmap

journey title Employee Development Journey section Assessment Phase Skill Gap Analysis : 3: Employee, Manager Career Aspirations Review : 4: Employee, Manager Performance Data Analysis : 3: Manager, HR section Planning Phase Development Goals Setting : 5: Employee, Manager Resource Identification : 4: Manager, HR Timeline Establishment : 4: Manager, Employee section Execution Phase Training Enrollment : 5: Employee Mentoring Assignment : 4: Manager Progress Monitoring : 3: Employee, Manager section Review Phase Milestone Assessment : 4: Manager, Employee Plan Adjustment : 3: Manager, Employee Success Celebration : 5: Employee, Manager, Team

Creating Development Plans:

  1. Identify skill gaps and growth opportunities
  2. Map career progression pathways
  3. Assign training and development resources
  4. Set measurable development milestones

âś… Success Indicators

For Employees:

  • Self-assessment submitted on time
  • Goals are SMART and aligned with role
  • Regular progress updates provided
  • Feedback actively sought and applied

For Managers:

  • Reviews completed within deadlines
  • Constructive feedback provided with examples
  • Development goals collaboratively set
  • Regular coaching conversations documented

For Organizations:

  • High completion rates for review cycles
  • Improved employee engagement scores
  • Clear development pathways established
  • Merit decisions well-documented and fair

🔧 Common Issues & Solutions

Issue: Self-Assessment Not Available

Symptoms: Employee can’t find pending assessments
Solution: Manager must first submit their review portion to trigger self-assessment
Prevention: Coordinate review timelines with managers

Issue: Goals Not Saving

Symptoms: Goal creation fails or doesn’t persist
Solution: Ensure all required fields are completed and use SMART criteria
Prevention: Follow the goal template structure provided

Issue: Feedback Not Sending

Symptoms: Continuous feedback fails to deliver
Solution: Check recipient permissions and network connectivity
Prevention: Verify user has access to continuous feedback module

Issue: Review Templates Missing

Symptoms: No templates available when creating reviews
Solution: Contact HR administrator to enable templates
Prevention: Ensure performance review module is properly configured

đź’ˇ Pro Tips

For Better Self-Assessments:

  • Document throughout the year: Keep a running list of achievements
  • Be specific: Use numbers and concrete examples
  • Stay professional: Focus on work impact, not personal challenges
  • Seek feedback: Get input from colleagues before submitting

For Effective Manager Reviews:

  • Prepare thoroughly: Review all available data and feedback
  • Be balanced: Include both strengths and development areas
  • Focus on future: Make reviews forward-looking and developmental
  • Follow up: Schedule regular check-ins after formal reviews

For Continuous Feedback:

  • Be timely: Give feedback close to when events occur
  • Be specific: Reference particular behaviors or outcomes
  • Be constructive: Always include suggestions for improvement
  • Be regular: Make feedback a consistent practice, not just annual

âť“ Need More Help?

  • Can’t access a review? Check with your manager or HR about review scheduling
  • Feature not enabled? Contact your system administrator about EPMS module configuration
  • Technical issues? Use the help center or contact MangoApps support
  • Process questions? Reference your organization’s performance management policies

This guide covers all essential performance review processes in EPMS. For organization-specific policies or advanced configurations, consult your HR team or system administrator.

Article ID: epms_performance_review_processes