Epicor® HCM 2021

Performance Management Module

 Epicor® HCM 2021

Performance Management Module

Epicor Software Corporation

Notices
This manual is furnished under a license agreement with Epicor® Software Corporation. The
manual was prepared to assist operators of Epicor Software Corporation’s Epicor HCM
product and may not be used for any other purpose without Epicor’s written permission. The
material contained herein is supplied without representation or warranty of any kind, is sub-
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Contacting Epicor Software Corporation
General Information
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contact us at Epicor or find out more information about additional software products or ser-
vices using any of the following methods:
Epicor Software Corporation
804 Las Cimas Parkway
Austin, TX 78746
(800) 678-5266 (General Information)
[Link]

Epicor HCM Product Support and Education Services

Epicor HCM users with a current maintenance agreement have access to telephone hotline
support. When you call the Product Support and Education (PSE) hotline, a qualified PSE rep-
resentative works with you to diagnose and correct your problem. Contact a Epicor HCM PSE
representative using the following methods:

Telephone: (800) 424-6749

E-mail: EpicorHCMsupport@[Link]

Please have the following information at hand before you contact a PSE representative:
l Your customer number.
l A listing of any Epicor HCM modules or service packs that you have installed.
l A clear summary of the problem. Identify it specifically, especially in doc-
umentation that your organization can use later. Write down each step you
took when you found the problem (take screen prints, if possible).
l Any specific error messages you encountered.
Table of Contents
About This Guide vii

Who Should Read This Guide viii

Where to Look for More Information ix
Epicor HCM Online Help ix
Field Level Help ix
Microsoft Windows Online Help ix
Internet Explorer Online Help ix
How This Guide is Organized x
Conventions Used in This Guide xi
Introduction toPerformance Management 1

An Overview of the Module 2

Benefits of Performance Management 2
Even More with Employee Connect 4
A Quick Look at the Implementation Process 5
License the Software 7

Prepare to Activate the License 8

Determine Your Licensing Status 8
Locate Your License Key 8
Steps to License Your Software 9
9
Implement the Module 11

Planning Your implementation 12

Thinking About 360s 12
Thinking About Goals 13
Getting Assistance with Implementation 15
Module Setup, Configuration, and Use 16
Code Setup 16
Configure Performance Review Parameters 18
Create Performance Review Questions 18
Generate Performance Reviews 18
Employee Performance History 18
Conduct a Performance Review 18
Print a Performance Review 19
Performance Review Status Inquiry 19
Schedule Performance Review Due Date 19
Create Corporate Goals 19
Create Employee Goals 19
Schedule Goal Payout 19
My Goals 20
About This Guide

Thank you for choosing the Epicor HCM Performance Management module.
The Performance Management module gives you the ability to manage your
organization’s most important asset, its people, even better than before. This
guide walks you through the steps required to get the Epicor HCM Per-
formance Management module up-and-running as fast as possible. As this
guide is geared toward implementing the Performance Management module,
you can find more specific information related to using the module in the Epi-
cor HCM Performance Management module online help.
For more information about your Epicor HCM software, refer to the Project
Management Workbook or to the online help.

Concepts covered in this preface include:

Who Should Read This Guide viii

Where to Look for More Information ix
How This Guide is Organized x
Conventions Used in This Guide xi

- vii -
Preface

Who Should Read This Guide

This guide is for those individuals setting up the Epicor HCM Performance
Management module. Please read this guide to become familiar with basic
concepts and to understand how the Performance Management module inter-
acts with your Epicor HCM software.

IMPORTANT: You must have system administrator permissions

to license the Epicor HCM Performance Management module.

- viii -
 About This Guide

Where to Look for More Information

There are several online help systems where you can find information and
documentation relating to Epicor HCM. This section describes the different
online sources available to assist you in using Epicor HCM and related soft-
ware.

Epicor HCM Online Help

Epicor HCM has an extensive online help facility to assist you when you need
help. You can access online help in Epicor HCM by clicking the Help button
that is in the product. If you are in a task when invoking help, the help topic
for the task that you are viewing appears.
Each procedural help topic in the Epicor HCM online help provides systematic
instructions that guide a user through completing a task. Once the online
help is open, you can navigate to other areas in the help system. You can
search for other procedures through the Contents, Index or by using the
built-in Search functionality.

Field Level Help

While Epicor HCM is very intuitive to use, there may be certain fields in a task
that are more difficult to work with or remember their purpose. Epicor HCM
has a Field Level Help system, where some key fields have been singled out
for quick access to information. Anywhere you see a question mark icon you
can click it to display an informational box. The information presented is
intended to assist you in completing that field and therefore to finish the
task. If you need further assistance, the full online help system is always avail-
able.

Microsoft Windows Online Help

For more information about Microsoft Windows, choose Help and Support
from the Start menu.

Internet Explorer Online Help

Use Microsoft Internet Explorer Help for assistance with issues specific to
Internet Explorer. To view Microsoft Internet Explorer Help, from the Menu
bar click Help > Internet Explorer Help or press F1 on your keyboard.

- ix -
Preface

How This Guide is Organized

The following table describes the sections contained in this guide:
Chpater Contains
About This Guide Description of this guide.
Chapter 1 Introducing Introductory information about the Performance Management
Performance Man- module.
agement
Chapter 2 Licensing the Instructions for licensing the Performance Management mod-
Software ule.
Chapter 3 Implementing Planning the implementation, configuring the Performance
the Module Management module, setting up code tables in the system,
and an overview of the tasks.

-x-
 About This Guide

Conventions Used in This Guide

As you use this guide, you'll notice that some text appears in bold or italic let-
tering. These conventions have meaning and help you learn and use Epicor
HCM. You'll see the following conventions in this guide.

Convention Description
bold Used for box labels including check boxes, drop-down list items, tab
names, menu labels, and any literal text that you must type exactly as
presented. Especially important to use for boxes where the label has mul-
tiple words or is a sentence. Also may be used for dialog box titles.
italic Any variable text you replace with specific text, such as the current date
or the name of a file, appears in italics.
Navigational When you’re instructed to select an item, this instruction typically means
Terminology to click the item to highlight it (as in a list). When you’re instructed to
choose or click an item, these actions execute a command (as when
choosing or clicking the OK button). Double-click means to quickly press
and release the left mouse button twice. Press refers only to keys on the
keyboard. Enter means to type the text as indicated and take the appro-
priate action to move on to the next step. For example, “Enter the
employee’s hire date” means to type the date in the box and then to press
the TAB key to move to the next box.

- xi -
 Chapter 1

Introduction to
Performance Management

Welcome to the Epicor HCM Performance Management module. We are

pleased that your organization has chosen to expand the capabilities of your
Epicor HCM software by including this new and very valuable Performance
Management module.
This chapter is dedicated to introducing the Performance Management mod-
ule and to explaining how your organization can successfully apply this func-
tionality.

Concepts covered in this chapter include:

An Overview of the Module 2

Even More with Employee Connect 4
A Quick Look at the Implementation Process 5

Epicor HCM | 1
Chapter: 1

An Overview of the Module

The Performance Management module for Epicor HCM affords you the power
and flexibility to provide your organization with a fully-loaded method of eval-
uating your employees' performance, scheduling reviews, managing the per-
formance review workflow process, as well as tracking individual and
company-wide developmental goals and standards. Before you begin pre-
requisite tasks and installing Epicor HCM, verify that you have the necessary
hardware and software. Depending on how you intend to use Epicor HCM,
requirements may vary.
These days, many organizations believe it is vital to involve employees in the
Performance Management process, both in planning the steps to improve per-
formance as well as in the evaluation of performance itself.
Whether you allow — or disallow — employees to perform self-evaluations
before, after, or before and after their supervisor completes a performance
review, you can easily configure Epicor HCM with the Performance Man-
agement module to match your current workflow. You can even re-configure
the way the module works in Epicor HCM if you change your workflow down
the road.
The Performance Management module for Epicor HCM contains no baseline
data; it requires code table set up and system configuration before you can
begin using it. It was designed this way to allow you to tailor your Epicor
HCM software to your needs.

Benefits of Performance Management

Most companies today have a hybrid electronic/paper system they use to con-
duct employee performance reviews: Supervisors fill out forms — either pre-
printed or in a Microsoft Word document — that are in turn shared with
employees during a review process. This process often consumes large
amounts of administrative time and natural resources, while increasing the
chance for user error.
In today’s technologically advanced world, the Epicor HCM Performance Man-
agement module can take the paperwork out of the review process and give
the Human Resources department and the company the ability to analyze
and anticipate trends in your organization’s talent, expertise, and skills.
The Performance Management module provides your organization with mean-
ingful assistance in the following areas:

2 | Epicor Software Corporation

 Introduction toPerformance Management

n Simple task-based interface for greater ease of use.

n Integration with Alerts functionality allows you to keep your employ-
ees and managers aware of upcoming review due dates.
n Customizable review questions that can be tailored to groups — pos-
itions, jobs, departments, etc. — that you define.
n Keep managers and employees aware of upcoming performance
reviews by scheduling them en masse.
n Integration with the Epicor HCM Employee Connect module allows
your employees to conduct self-evaluations and answer performance
review questions online.
n Fully customizable performance review question groups that allow
you to organize your questions based on the criteria you decide (i.e.
Communications Skills, Attendance, Dependability, etc.).
n Use your existing performance rating system, including numerical rat-
ings, subjective and Yes/No questions, and weighted scores. There’s
no need to re-learn some other system.
n Easily implement 360-degree reviews.
n Create and integrate three levels of goals — corporate goals, man-
ager-created employee goals, and employee-created goals.

Epicor HCM | 3
Chapter: 1

Even More with Employee Connect

While you can use the Performance Management module with only your Epi-
cor HCM software, coupling the module with the Epicor HCM Employee Con-
nect module lets you get the most out of Epicor HCM.
After the Epicor HCM Performance Management module and Epicor HCM
Employee Connect are completely implemented, all parties involved in an
employee’s performance review can participate in the process without ever
printing a single piece of paper.
The performance review process in the Epicor HCM Employee Connect mod-
ule gives your organization greater employee participation by allowing your
people to complete self-evaluations and peer evaluations through Employee
Self Service.
Further, Epicor HCM gives you the flexibility to insert employees into the
review process at several different points: before their supervisors or review-
ers complete their reviews, after supervisors or reviewers complete their
reviews, or both before and after.
Also, because your employees have direct access to their reviews through Epi-
cor HCM Employee Connect, your Human Resources department spends less
time on administrative duties.

4 | Epicor Software Corporation

 Introduction toPerformance Management

A Quick Look at the Implementation Process

Now that you have chosen this Epicor HCM module as your performance
review solution, you are ready to begin the first step in the implementation
process. The flowchart below illustrates the entire implementation, from
licensing the Epicor HCM Performance Management module to configuring
the code tables. The steps below are explained in more detail in the following
chapters.

Epicor HCM | 5
 Chapter 2

License the Software

This chapter describes the tasks necessary to complete the licensing of the
Epicor HCM Performance Management module and make it available on the
personal computers of the users who will access the software.

NOTE: If you are an Epicor-hosted client, you can ignore this

chapter and proceed with Chapter 3 to begin your Epicor HCM
Performance Management module implementation.

Concepts covered in this chapter include:

Prepare to Activate the License 8

Steps to License Your Software 9

Epicor HCM | 7
Chapter: 2

Prepare to Activate the License

To take full advantage of all the functionality in the Epicor HCM Performance
Management module, you need to activate the license in your system. Licens-
ing your system ensures that your organization receives the base product
and module functionality and for the allotted number of users that you pur-
chased.

Determine Your Licensing Status

The status of the licensing of your Performance Management module
depends on whether you purchased the module at the same time you pur-
chased your Epicor HCM software or if you purchased the module as an
upgrade after an initial purchase of Epicor HCM.
n Module purchased at same time as Epicor HCM – Then you
licensed the Epicor HCM Performance Management module when you
licensed your system. You can ignore this section and skip ahead to
Chapter 3.
n Module purchased as an upgrade, after the initial purchase of Epi-
cor HCM – Then complete the following procedures to license the Epi-
cor HCM Performance Management module.

Locate Your License Key

The box in which you received your upgrade and module software package
from Epicor contains the product documentation and the upgrade CD.
Epicor sends your Performance Managementmodule license key via e-mail.
Be sure to have the license key on hand before you continue.

8 | Epicor Software Corporation

 License the Software

Steps to License Your Software

When the upgrade process is finished, complete the following steps to license
the Link module:
1. Log on to your Epicor HCM software as a Super Admin and click Util-
ities Licensing Display Licensing Information. The Current Licens-
ing information section appears, as shown in Figure 2-1.

Figure 2-1: The Current Licensing information section

2. Click Change. Epicor HCM displays the Enter License Key window.
3. Enter your license key and click Submit.
4. Verify that all information regarding the number of users and Epicor
HCM modules for which you are licensed is correct.

Epicor HCM | 9
 Chapter 3

Implement the Module

Now that the Performance Management module is licensed, you are ready to
begin implementing the Performance Management module. Implementation
of the module will require planning, configuration, and setup of codes before
you can use it

Concepts covered in this chapter are:

Planning Your implementation 12

Module Setup, Configuration, and Use 16

Epicor HCM | 11
Chapter: 3

Planning Your implementation

After you license the Performance Management module, you are ready to
begin defining configuration parameters and setting up the Performance Man-
agement-related code tables.
Before you sit down and start entering code table data into your Per-
formance Management module, take a few minutes to think about your cur-
rent review processes and methods:
n What currently works and what does not?
n What are some struggles you have when conducting performance
reviews and how do you want Epicor HCM’s Performance Man-
agement module to help you solve them?
n How do you envision performance reviews going forward?
n As it relates to reviews, what goals data — whether corporate or indi-
vidual — do you want to track?
n What are your current needs for performance reviews from your
Human Resources department’s perspective?
n Do you currently use 360-degree reviews or are you considering using
them in the future?

An example of this sort of front-end planning could be that you are con-
sidering moving from a one-way performance review model to a two-way per-
formance review model.
It’s important, then, to ask questions about where employees fit into the pro-
cess: whether it’s before or after their supervisors complete their portion of
the review, or even before and after supervisors complete the reviews.

Thinking About 360s

As you are probably already aware, a 360-degree review considers a more
complete picture when evaluating an employee’s performance by seeking
feedback from many people who know the employee’s work: the employee
herself, her supervisor, her direct reports, and her peers. This type of review
takes its name from the 360 degrees of a circle.
If you are considering a move from either of the more traditional per-
formance review methods, implementing 360-degree reviews requires more
thought and planning up front before turning it on in Epicor HCM.
Here are some questions to answer as you determine whether you want to
use this functionality:

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 Implement the Module

n What do you expect to gain from implementing this process in the

long run? In the short run?
n What benefits do you expect our employees to enjoy?
n How will you measure the effectiveness of 360s?
n Who are the participants you want to include in the process? Peers?
Supervisors? Direct reports?
n Is this process right for your organization?
n How do you intend to use the feedback we get? Will you use it to
develop or fill out our succession plan? Will you use it in goal setting?
Motivate employees? Determine training needs? All of these?
n Will you share any of the feedback with the organization? If so, to
what level of detail?

These few questions will likely lead to more questions. Of course, the ones
you ask should support your company’s mission and vision. And the better
you answer them all, the clearer your implementation path becomes.
You can then start planning the actual implementation: defining key roles
and milestones, identifying strengths and weaknesses in your current pro-
cess, and determining whether you need outside help to get the project com-
plete.
Think of this like you would any other initiative your company undertakes.
Cover the angles. Get people involved. Write up a plan, and then make it all
go.

Thinking About Goals

Also in the Performance Management module are goal-setting tasks: Create
Corporate Goals, Create Employee Goals, Schedule Goal Payout, and My
Goals. More and more, companies ask their employees to participate in goal-
setting sessions — they’ve found that doing so leads to greater employee sat-
isfaction because their people have increased ownership in their career
paths.
The Create Corporate Goals task , allows management to create company
level goals, and then immediately assign the goal to a person or a group of
employees or leave the goal unassigned for a later date. This task can be
used in a way that allows company leadership to create goals that can then
be assigned to individual employees by HR or managers. Another possibility
for using the task is to have managers create and assign goals for their
department. The Create Corporate Goals task is an easy way to pass

Epicor HCM | 13
Chapter: 3

company initiatives on to employees, in the form of individual Employee

Goals.
The Create Employee Goals task, gives managers the ability to create and
assign job-specific goals for subordinates. The task is flexible enough to allow
a manager to create a goal for a single employee or an entire depart-
[Link] the Create Corporate Goals task also creates employee goals, you
can use the Create Employee Goals task to get a similar result.
If you choose to, the level of goal attainment can be part of a monetary
incentive program. The option to set a payout amount based on the per-
centage of the amount of the goal attained is available in the Create Cor-
porate Goals task and the Create Employee Goals task. You have additional
flexibility for when the payout is given to the employee within the Schedule
Goal Payout task.
The final task, My Goals, is a component of Employee Connect that allows
your employees to create a broad range of career-oriented developmental
goals, to determine standards of proficiency for these goals, to define
timetables for achieving them, and monitor their goal progress.
A few things to keep in mind:
n Goals can cascade. This means that goals can be set at the corporate
level and assigned either to an individual, or to one or more groups,
such as to a set of direct reports, a location, a department, or a shift.
n Goals can be hierarchical. In other words, an employee can create a
top-level goal that’s dependent on meeting a series of sub-goals.
n Example 1: A mid-level manager can set a top-level goal to improve
his team-building skills, and then define the necessary sub-goals
(classes, mentoring, books, etc.) to achieve it.
n Example 2: A sales manager can create a top-level goal to increase
her team’s sales by 15 percent, and, in turn, set the same goal for
each team member that reports to her.
n Once you create goals, they can be added to any employee’s next
scheduled Performance Management.

The goals tasks are completely optional and are flexible enough to work
either outside or inside the Epicor HCM Performance Management module
workflow.

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 Implement the Module

Getting Assistance with Implementation

By following the steps in this guide, your implementation process should run
smoothly, with little need for assistance. In the event that you do have ques-
tions or want more information on how to perform a data conversion, Epicor
is ready to assist you.
Contact an Epicor Product Support and Education Representative at (800)
424-6749 to receive answers to your questions and basic instruction. If the
resources you have do not match your implementation needs or if your
human resource data is currently stored in another software program and
you would like some help transferring it into Epicor HCM, contact the Epicor
Professional Services Coordinator at (800) 334-5660 or (303) 592-3200 for
more information about the data conversion services that are available on a
contract fee basis.

Epicor HCM | 15
Chapter: 3

Module Setup, Configuration, and Use

The following sections provide a summary of the setup, configuration and
use of the Performance Management module. Please refer to Epicor HCM
online help for specific procedural help in completing these tasks.

Code Setup
The Administrator defines and enters the following code table data listed
below — in order — into the database. Access these setup tasks by clicking
Setup Performance Performance Review.
n Performance Rating

Use this setup task for defining codes for the various performance rat-
ing categories your organization uses. For example, performance rat-
ing codes might include EXC for Excellent or ME for Meets
Expectations. While the Performance Management module does not
require Performance Rating, it’s recommended that you complete
this setup task first.
n Performance Question Group

Use this setup task for defining logical groups for questions that per-
tain to a specific group. For example, you could define Com-
munications Skills, Dependability, and Customer Service as groups.
The performance review tasks will not work properly until you define
and enter this code table data.
n Performance Review Type

Use this setup task for defining the types of performance reviews
your organization conducts. For example, your company may give per-
formance reviews at the end of a probationary period, or on a
quarterly or annual basis. The performance review tasks will not work
properly until you define and enter this code table data.
n Performance Assessment Type

Use this setup task for defining the evaluation types for questions you
create. For example, some questions can be answered with a yes or
no response. Other questions can be subjective. Still others can have
a numeric score. Epicor HCM allows you the flexibility to use the sys-
tem in ways that work for you. The performance review tasks will not

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 Implement the Module

work properly until you define and enter this code table data.

n Performance Assessment

Use this setup task to create codes for the performance assessments
used in a review. You can create codes for subjective and non-sub-
jective assessments. In other words, use this task to set up the actual
scores your company uses in performance reviews. The performance
review tasks will not work properly until you define and enter this
code table data.
n Performance Participant Rules (for 360-degree reviews only)

This page defines the rules of 360-degree performance review par-

ticipants. These special rules define how Epicor HCM assigns par-
ticipants to a performance review when it is created.

These rules, then, exclude or include participants accordingly based

on the relationship between the employee being reviewed and the
person reviewing that employee.

IMPORTANT: This setup task will generally be updated

by Epicor Professional Services, as it requires advanced
Epicor HCM software knowledge as well as advanced
SQL coding.

n Performance Participant Type (for 360-degree reviews only)

Define the participants who will conduct 360-degree performance

reviews in your organization. It is important to think about all pos-
sible people who may be involved.

You can define the various types of participants, using specific or gen-
eral terms according to your company's needs.
n Performance Question Journal Type

Define performance question journal types when you want to cat-

egorize the types of notes employees, supervisors, and other per-
formance review participants. Review participants use the journals
throughout a review period to capture notes and thoughts about per-
formance review questions.

Epicor HCM | 17
Chapter: 3

Configure Performance Review Parameters

The Administrator uses the Configure Performance Review Parameters task
to configure performance review information. This task has three distinct
functions: configuring basic performance review parameters, defining your
performance review workflow, and configuring automated performance
review parameters.
Access this task by clicking Setup Performance Parameters Configure
Performance Review Parameters.

Create Performance Review Questions

Use the Create Performance Review Questions task to add new or modify
existing performance review questions. The task allows the user to filter the
questions based on code table data you defined in advance in Code Setup.
Access this task page by clicking People Performance Performance
Review Create Performance Review Questions.

Generate Performance Reviews

Use the Generate Performance Reviews task to walk through the process of
creating a new performance review for one or more people in your database.
Use the same task, then, for modifying an existing review, and mass gen-
erating performance reviews.
Access this task by clicking People Performance Performance Review
Generate Performance Reviews.

Employee Performance History

Use the Employee Performance History task to review an employee's per-
formance and employment history. If needed, you may also delete a per-
formance review using this task.
Access this task by clicking People Performance Performance Review
Employee Performance History, or by clicking the View Employee History
link in the Conduct a Performance Review task.

Conduct a Performance Review

Use the Conduct a Performance Review task to answer your portion of a per-
formance review, and to make changes to a performance review in progress.
Submitted and Completed reviews cannot be edited.
Access this task by clicking People Performance Performance Review
Conduct a Performance Review.

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 Implement the Module

Print a Performance Review

Use the Print a Performance Review task to select and print from a list of
existing performance reviews for a person in your database.
Access this task by clicking People Performance Performance Review
Print a Performance Review.

Performance Review Status Inquiry

Use the Performance Review Status Inquiry task to track where all par-
ticipants are in the performance review process.
Access this task by clicking People Performance Performance Review
Performance Review Status Inquiry.

Schedule Performance Review Due Date

Use the Schedule Performance Review Due Date task to schedule reviews for
one or more persons in your database.
Access this task by clicking People Performance Performance Review
Schedule Performance Review Due Date.

Create Corporate Goals

Administrators and managers can use the optional Create Corporate Goals
task to create company level goals without assigning them to employees at
the same time. These goals can then be assigned to employees by their man-
agers at a later date. It also allows company leadership to create goals that
can then be assigned to employees by HR or managers.
Access this task by clicking People Performance Goals Create Cor-
porate Goals.

Create Employee Goals

Managers can use the optional Create Employee Goals task to create and
assign job-specific goals for subordinates. The task is flexible enough to allow
them to create a goal for a single employee or an entire department.
Access this task by clicking People Performance Goals Create
Employee Goals.

Schedule Goal Payout

When creating a goal, you can target a monetary payout amount that is paid
incrementally based on the percentage of the goal that is met. The Schedule

Epicor HCM | 19
Chapter: 3

Goal Payout task provides a further means of managing the payout for goals
attained.
Access this task by clicking People Performance Goals Schedule Goal
Payout.

My Goals
Employees can use the optional My Goals task, a component of Employee
Connect, to create a broad range of career-oriented developmental goals,
determine standards of proficiency for each, and then define timetables for
achieving them. If desired they can include these goals in their next sched-
uled performance review.
Access this task by clicking Employee Self Service My Development My
Goals.

20 | Epicor Software Corporation