EPMS Setup and Configuration Guide

Overview

This comprehensive setup guide walks HR administrators and system administrators through the complete configuration of the Employee Performance Management System (EPMS). From initial module enablement through advanced customization, this guide ensures optimal system configuration for your organization’s needs.

Who this is for: HR Administrators, System Administrators, and IT professionals responsible for EPMS implementation and configuration

Prerequisites: Marketplace Apps enabled, appropriate administrative permissions, and organizational performance management requirements documented

Pre-Implementation Planning

Organizational Assessment

Performance Management Maturity Analysis

Current State Assessment:

Implementation Scope Planning

Module Selection Framework:

• Core Modules (Always Include): Performance Reviews, Goals Management
• Enhanced Modules (Based on Needs): Skills Tracking, Development Plans, 360 Feedback, Merit Matrix, Continuous Feedback
• Advanced Modules (Mature Organizations): Predictive Analytics

Recommended Implementation Sequences:

Phase 1 - Foundation (Weeks 1-4):

• Performance Reviews
• Goals Management
• Basic user training and adoption

Phase 2 - Enhancement (Weeks 5-8):

• Skills Tracking
• Development Plans
• Advanced manager training

Phase 3 - Advanced Features (Weeks 9-12):

• 360 Feedback
• Continuous Feedback
• Merit Matrix integration

Phase 4 - Analytics and Optimization (Weeks 13-16):

• Predictive Analytics
• Advanced reporting
• Process optimization

Initial System Setup

Accessing EPMS Administration

System Administrator Access

Navigation Path:

1. Login to MangoApps with administrative privileges
2. Navigate to Admin Dashboard → Marketplace Apps
3. Locate Employee Performance Management System (EPMS)
4. Click “Configure” or “Settings”

Permission Requirements:

• System Administrator role
• Marketplace Apps management permissions
• HR Administration access (if different from system admin)

Core Module Configuration

Performance Reviews Module Setup

Basic Configuration:

1. Navigate to EPMS → System Administration → Performance Reviews
2. Configure review cycle settings:
   - Annual, Semi-Annual, or Quarterly cycles
   - Review periods and deadlines
   - Participant groups and inclusion criteria
3. Set up review templates:
   - Self-assessment questions and rating scales
   - Manager review templates
   - Goal setting and development planning sections
4. Configure approval workflows:
   - Manager review requirements
   - HR approval processes
   - Final review completion workflows

Advanced Review Configuration:

• Rating Scales: 1-5 or 1-10 point scales with behavioral anchors
• Review Types: Annual comprehensive, quarterly check-ins, project-based
• Competency Frameworks: Organization-specific competency definitions
• Integration Settings: Connections to Goals Management and Skills Tracking

Goals Management Module Setup

Goal Framework Configuration:

1. EPMS → System Administration → Goals Management
2. Set up goal categories:
   - Performance Goals (role-specific objectives)
   - Development Goals (skill and career growth)
   - Project Goals (specific assignments and deliverables)
   - Team Goals (collaborative objectives)
3. Configure SMART goal templates:
   - Goal structure and required fields
   - Success criteria frameworks
   - Progress tracking methodologies
4. Set approval workflows:
   - Manager approval requirements
   - Goal modification processes
   - Progress update frequencies

Goal Tracking Configuration:

• Progress Intervals: Weekly, bi-weekly, monthly, or milestone-based
• Success Metrics: Quantitative and qualitative measurement options
• Notification Settings: Manager and employee update frequencies
• Integration Points: Performance review and development plan connections

Enhanced Module Configuration

Skills Tracking Setup

Competency Framework Development

Skills Framework Configuration:

1. EPMS → System Administration → Skills Tracking
2. Define competency categories:
   - Core Competencies (organization-wide skills)
   - Technical Skills (role-specific technical abilities)
   - Soft Skills (communication, leadership, collaboration)
   - Leadership Skills (management and strategic capabilities)
3. Set up proficiency scales:
   - 1-5 scale with behavioral descriptors
   - Role-specific proficiency requirements
   - Career progression skill pathways
4. Configure assessment processes:
   - Self-assessment procedures
   - Manager validation workflows
   - Peer input mechanisms (if enabled)

Skills Integration Setup:

• Performance Review Integration: Skills assessment within review cycles
• Development Planning: Skills gaps driving development priorities
• Career Progression: Skills advancement tied to promotion criteria
• Learning Management: Integration with external training systems

Development Plans Configuration

Career Development Framework

Development Planning Setup:

1. EPMS → System Administration → Development Plans
2. Create development plan templates:
   - Individual Development Plans (IDPs)
   - Career Development Plans
   - Project-Based Development Plans
   - Leadership Development Programs
3. Configure learning activity categories:
   - Formal Training (courses, certifications, workshops)
   - Experiential Learning (stretch assignments, projects)
   - Social Learning (mentoring, coaching, peer learning)
   - Self-Directed Learning (reading, online courses)
4. Set up approval and tracking workflows:
   - Manager approval processes
   - Progress tracking methodologies
   - Resource allocation and budget controls

Career Path Templates:

Example Career Path Configuration:
Individual Contributor Track:
- Junior Analyst (Skills: Basic analysis, Excel proficiency)
- Senior Analyst (Skills: Advanced analysis, presentation skills)
- Lead Analyst (Skills: Team coordination, strategic thinking)
- Principal Analyst (Skills: Leadership, strategic planning)

Management Track:
- Team Member (Skills: Role expertise, collaboration)
- Senior Team Member (Skills: Mentoring, process improvement)
- Team Lead (Skills: People management, decision making)
- Manager (Skills: Strategic planning, team development)

360 Feedback Configuration

Multi-Source Feedback Setup

360 Feedback System Configuration:

1. EPMS → System Administration → 360 Feedback
2. Configure feedback cycles:
   - Annual, semi-annual, or project-based cycles
   - Participant selection criteria
   - Feedback provider nomination processes
3. Set up competency assessment framework:
   - Leadership effectiveness competencies
   - Collaboration and communication skills
   - Innovation and problem-solving abilities
   - Cultural values alignment
4. Configure feedback collection:
   - Anonymous vs. attributed feedback options
   - Rating scales and open-ended questions
   - Feedback quality guidelines and examples

Feedback Provider Guidelines:

• Diverse Perspectives: Include various relationship types and levels
• Meaningful Interaction: Select people with substantial work interaction
• Balanced Representation: Mix of internal and external stakeholders
• Professional Focus: Emphasize work-related behaviors and impact

Merit Matrix Configuration

Compensation Planning Integration

Merit Matrix Setup:

1. EPMS → System Administration → Merit Matrix
2. Configure performance-compensation matrix:
   - Performance rating scales alignment
   - Merit increase percentage ranges
   - Budget allocation and constraint settings
3. Set up AI calculation parameters:
   - Performance weighting factors
   - Goal achievement impact factors
   - Skills advancement considerations
   - Market adjustment factors
4. Configure approval workflows:
   - Manager recommendation processes
   - HR review and approval workflows
   - Executive approval for high increases
   - Budget constraint management

Merit Calculation Factors:

• Performance Ratings: 40-60% weight in merit calculations
• Goal Achievement: 20-30% impact on merit recommendations
• Skills Development: 10-20% consideration for advancement
• Market Positioning: Adjustment factors for competitive alignment

Advanced Configuration Options

Predictive Analytics Setup

AI Model Configuration

Analytics Module Setup:

1. EPMS → System Administration → Predictive Analytics
2. Configure data requirements:
   - Minimum historical data thresholds (6-12 months)
   - Data quality and completeness standards
   - Performance trend analysis parameters
3. Set up prediction models:
   - Performance forecasting algorithms
   - Retention risk assessment models
   - Succession readiness predictions
   - Skills evolution forecasting
4. Configure reporting and alerts:
   - Executive dashboard preferences
   - Risk alert thresholds and notifications
   - Prediction accuracy tracking

Data Privacy and Security:

• Anonymization Settings: Protect individual privacy in aggregate analytics
• Access Controls: Limit predictive insights to appropriate administrative levels
• Data Retention: Configure historical data retention policies
• Audit Trails: Track access and usage of predictive analytics features

Integration Configuration

External System Connections

HRIS Integration Setup:

1. EPMS → System Administration → Integrations
2. Configure HRIS data synchronization:
   - Employee data synchronization schedules
   - Organizational structure updates
   - Role and reporting relationship management
3. Set up Single Sign-On (SSO):
   - Authentication provider configuration
   - User provisioning and de-provisioning
   - Permission mapping and role assignments
4. Configure notification systems:
   - Email notification preferences
   - Slack or Teams integration settings
   - Mobile notification configurations

Learning Management System (LMS) Integration:

• Course Catalog Sync: Import available training courses
• Completion Tracking: Sync training completion status
• Development Plan Integration: Connect learning activities to development plans
• Skills Validation: Use course completions to validate skills development

User Management and Permissions

Role-Based Access Configuration

User Role Setup:

EPMS Role Configuration:
1. Employee (Basic User):
   - Access own performance data
   - Create and track goals
   - Complete self-assessments
   - Participate in feedback processes

2. Manager:
   - All employee permissions
   - Access team member data
   - Approve goals and development plans
   - Conduct performance reviews
   - View team analytics

3. HR Administrator:
   - All manager permissions
   - System configuration access
   - Organization-wide analytics
   - User management capabilities
   - Cycle management and setup

4. Executive:
   - Strategic analytics access
   - Organization performance insights
   - Succession planning visibility
   - High-level reporting dashboards

Permission Matrix:
| Function | Employee | Manager | HR Admin | Executive |
|———-|———-|———|———-|———–|
| Self-Assessment | ✓ | ✓ | ✓ | ✓ |
| Goal Management | ✓ | ✓ | ✓ | ✓ |
| Team Reviews | ✗ | ✓ | ✓ | ✓ |
| System Config | ✗ | ✗ | ✓ | ✗ |
| Predictive Analytics | ✗ | ✗ | ✓ | ✓ |
| Merit Matrix | ✗ | Limited | ✓ | ✓ |

Notification and Communication Setup

Communication Preferences

Notification Configuration:

1. EPMS → System Administration → Notifications
2. Configure email notifications:
   - Review cycle reminders and deadlines
   - Goal update and approval notifications
   - Feedback receipt and response alerts
   - Development plan milestone notifications
3. Set up in-system notifications:
   - Dashboard alerts and reminders
   - Task completion notifications
   - System announcement preferences
4. Configure escalation procedures:
   - Overdue task notifications
   - Manager escalation thresholds
   - HR administrator alerts

Communication Templates:

• Review Cycle Communications: Pre-cycle announcements, reminders, completion confirmations
• Goal Management: Goal approval notifications, progress update reminders
• Feedback Processes: Feedback request invitations, completion confirmations
• Development Planning: Plan approval notifications, milestone celebrations

Testing and Quality Assurance

System Testing Procedures

Pre-Launch Testing Protocol

Testing Phase Framework:

Phase 1: Core Functionality Testing (Week 1)
- User account creation and permission assignment
- Basic module functionality (reviews, goals, skills)
- Navigation and user interface testing
- Data entry and saving functionality

Phase 2: Integration Testing (Week 2)
- Cross-module integration (goals to reviews to development)
- External system integrations (HRIS, LMS)
- Notification and communication systems
- Reporting and analytics functionality

Phase 3: User Acceptance Testing (Week 3)
- End-user testing with representative users
- Manager workflow testing
- HR administrator process validation
- Performance and stress testing

Phase 4: Production Readiness (Week 4)
- Security and compliance verification
- Backup and disaster recovery testing
- Final configuration validation
- Go-live preparation and rollback planning

Data Migration and Import

Historical Data Integration

Data Migration Process:

1. Data Assessment and Mapping:
   - Identify existing performance data sources
   - Map data fields to EPMS structure
   - Assess data quality and completeness
   - Plan data transformation requirements

2. Data Extraction and Transformation:
   - Export data from legacy systems
   - Clean and normalize data formats
   - Transform data to EPMS requirements
   - Validate data integrity and completeness

3. Test Data Import:
   - Import test dataset to staging environment
   - Validate data accuracy and relationships
   - Test user access and data visibility
   - Verify reporting and analytics functionality

4. Production Data Import:
   - Schedule production data migration
   - Execute data import procedures
   - Validate data integrity post-import
   - Communicate data availability to users

Training and Change Management

Training Program Development

Multi-Tier Training Strategy

Training Framework:

Training Delivery Methods:

• Administrator Training: Technical workshops, configuration sessions, support documentation
• Manager Training: Leadership development workshops, coaching sessions, best practices sharing
• Employee Training: Self-paced online modules, quick reference guides, peer support groups
• Ongoing Support: Help desk, user forums, regular training updates

Change Management Strategy

Adoption and Engagement Planning

Change Management Framework:

Phase 1: Awareness and Preparation
- Executive sponsorship and communication
- Stakeholder engagement and buy-in
- Communication strategy development
- Resistance identification and mitigation

Phase 2: Training and Capability Building
- Comprehensive training program delivery
- Super-user identification and development
- Support system establishment
- Feedback collection and response

Phase 3: Implementation and Support
- Phased rollout execution
- Continuous support and coaching
- Adoption monitoring and intervention
- Success celebration and recognition

Phase 4: Optimization and Continuous Improvement
- Usage analytics and optimization
- Process refinement and enhancement
- Advanced feature adoption
- Continuous training and development

Ongoing Maintenance and Optimization

System Monitoring and Performance

Performance Metrics and KPIs

System Health Monitoring:

• User Adoption Rates: Module usage and engagement metrics
• Process Completion: Review cycles, goal setting, and development planning completion
• Data Quality: Completeness and accuracy of performance data
• System Performance: Response times, uptime, and error rates

Business Impact Metrics:

• Performance Management Effectiveness: Goal achievement rates, performance improvement trends
• Employee Engagement: Feedback participation, development plan engagement
• Talent Development: Skills advancement, career progression, retention rates
• Organizational Capability: Succession readiness, skills pipeline health

Continuous Improvement Process

Regular Review and Enhancement

Quarterly Review Process:

1. Usage Analytics Review:
   - Module adoption and engagement analysis
   - User feedback collection and analysis
   - System performance and reliability assessment
   - Integration effectiveness evaluation

2. Process Optimization:
   - Workflow efficiency improvements
   - User experience enhancements
   - Configuration adjustments and refinements
   - Training program updates and improvements

3. Strategic Alignment:
   - Business requirements evolution assessment
   - New module and feature evaluation
   - Integration opportunity identification
   - Future roadmap planning and prioritization

Summary

EPMS setup and configuration requires careful planning, systematic implementation, and ongoing optimization. This comprehensive guide provides the framework for:

• Strategic Planning with organizational assessment and phased implementation
• Technical Configuration across all EPMS modules and integrations
• User Management with appropriate roles, permissions, and access controls
• Quality Assurance through comprehensive testing and validation procedures
• Change Management with training, communication, and adoption strategies
• Continuous Improvement through monitoring, feedback, and optimization

Successful EPMS implementation transforms performance management from administrative burden to strategic advantage, enabling organizations to develop talent, improve performance, and achieve business objectives through systematic, data-driven approaches.

For ongoing support and advanced configuration guidance, see our related articles on EPMS Integrations, Analytics and Reporting, and the comprehensive EPMS module guides.