Staff Scheduling Software and Maintenance

The vendor is required to provide from interested and qualified proposers to provide staff scheduling software system and maintenance (services) for 1,400 employees.
- Requirements:
• Provide for unlimited number of shift patterns and types as desired by multiple locations as well as on-call scheduling.
• Assign shifts templates that carry forward each pay period.
• Provide the ability to manage and track required for minimum staffing requirements per location, schedule, and shift.
• Provide the department with informed decision-making capability to ensure the most cost-effective employee is being scheduled consistent with department’s scheduling rules.
• Allow authorized users to create multiple customizable schedules adhering to predefined business rules, for example different start times, end times, durations and breaks.
• Consider planned and schedule hours when adhering to the department’s fatigue management policies.
• Allow authorized users to enter and maintain location specific qualifications and proficiencies.
• automatically find a multi-step shuffle when searching for a relief candidate for an unfilled shift and be able to prioritize for multiple factors such as lowest overtime equalization, seniority, or lowest cost.
• Automatically count and calculate employee overtime equalization hours.
• Locate assignments with customizable fields such as unit/car and phone number.
• Enforce and comply with employment policies and requirements (minimum base hours and maximum allowed)
• Allow authorized users to document and override business rules violations when scheduling resources.
• Indicate when staff are not available for work due to situations such as vacation, sick leave or special leave.
• Allow employees to request shift trades with other employees of shifts that are open for bid.
• Provide schedulers the ability to approve shift trades in the system.
• Allow authorized users to send notifications to qualified employees of shifts that are open for bid.
• Allow employees to respond to posted open shifts.
• Allow authorized users to select an employee from the respondents who meet all criteria and to sort them out by the department’s requirements to fill an open shift.
• Notify the bidding employees of the bid result.
• Update the schedule based on the results of the shift bidding process.
• Implement time constraints on the length of time an employee has to respond to the bid.
• Allow the creation of a customizable working schedule in advance for any length of time.
• Update in real time any changes made to the schedule.
• Have ability to schedule by post or location and be able to easily identify gaps or scheduling deficiencies within a specific location.
• Allow each department site or unit to define desired operations, workflows, and policies.
• Apply pre-defined business rules in assigning employees to the schedules. - Scalability, system access and user management/interface – proposer’s software shall:
• Allow employees to enter actual time against their planned schedule to ensure accurate timesheet management.
• Provide text and email automated shift confirmation.
• Broadcast messages (via text and email, etc.) regarding shift openings, emergency situations, general information, etc.
• Provide an integrated/intuitive employee (online) portal (check shift availability, schedule, shift bid, confirming or cancelling overtime (OT) shifts, etc., in real time).
• Provide secure role-based access to users.
• Provide for simultaneous system use by multiple users in multiple locations.
• Require both user id and password for access.
• A complex password is required to sign in and must be configured to require users every 90 days to change their password or the ability to use single sign on.
• Have ability to prevent duplicate record creation for example, creation of new users.
• Require staff to have their own login credential.
• Define user roles with different levels of access and features.
• Enable administrators to create, edit, and remove user accounts either manually or through bulk adjustments.
• Allow authorized user to update schedules at any time (add/delete/change).
• Provide real time status and reporting functionality of alerts related to scheduling, rule violations, exceptions, errors, user action or response.
• Warn staff when they have entered more than a given set of hours on a given day (i.e. 16 hours).
• Allow scheduler to resolve staff scheduling conflicts with quick, informed decision-making capability.
• Allow authorized users to view all staff scheduled for a shift.
• Authorized users should have the ability to adjust staff shift assignment details, such as start times, end time, payable hours as necessary to reflect actual work hours.
• Allow the designation of a secondary supervisor who can perform scheduling duties as backup.
• Allow authorized users to change staff assignments to fill an urgent opening.
• Have the ability to filter staff available for shift by criteria when creating the schedule, for example: job positions, skills, qualification, work hour limits.
- Data integration and support/maintenance – proposer’s software shall
• Have the ability to initially import (active directory) data from other sources.
• Maintain employee data (name, classification, employee number, etc.).
• Calculate leave accruals.
• Calculate seniority (service hours).
• Allow authorized users to update all demographic information for new hires/transfers/terminations.
• Access web-based system accessed (that is hosted by the vendor) modified 24/7 and 365 days.
• Provide encryption assurances.
a. 256-bit encryption data encryption used for data-at-rest
b. TLS v1.2 over https for data encryption used for data-in-transit
• Allow multiple users or staffing clerks to use the system at one time from multiple locations.
• Allow multiple users to view information concurrently with no impact on schedules.
• Provide two-hour response time assurance – tiered critical need response time.
• Provide a contract representative to assist with department implementation and ongoing questions, etc.
• Provide the ability to identify time zones by facility.
• Provide a user help section.
- Staff communications, reporting and technical requirements – proposer’s software shall:
• Provide on-call status broadcast messaging (SMS, email: emergency situations, general information, shift openings).
• Provide tiered, multiple overtime and shift bidding.
• Provide SMS and email automated shift confirmation.
• Have the ability for officers to view their schedule, adjust availability, manage leaves, swap shifts and volunteer for overtime (OT).
• Allow for SMS and email automated shift confirmation.
• Have the ability to drill down to facility, classification, hierarchy criteria, etc.
• Automatically notify an employee when they are assigned to a shift.
• Allow users to choose a preferred method of notification in the system for example: email and/or text.
• Design, customize and print a daily schedule.
• Provide the ability to create overtime reports that include reasons for OT, average OT per day/week/month/etc., trend analysis, sick leave/vacation/etc., tracking and reporting.
• Provide individual staff tracking.
• Have the ability to track the number of hours an employee has worked for a given period.
• Provide a solution for customizable reports.
• Be user friendly for ad hoc query capabilities.
• Have the ability to retrieve if/then queries/individual queries.
• Allow users the ability to generate a variety of standard/canned reports.
• Schedule builder (printing daily roster).
• Provide daily roster with drill down capabilities (facility>shift>unit).
• Export data into different formats (pdf, excel, etc.).
• Have search capabilities.
• Have the ability to perform searches based on criteria entered.
• Have the ability to query prior schedules.
• Maintain historical data, for example previous schedules or audit trails.
• Have the ability to make comments on the schedule so a scheduler can enter special circumstances for an employee, schedule or position.
• Have ability to distribute schedule reports to specific user and distribution lists through email
• When creating a schedule, notify scheduler to warn them of any unfilled and open position based on staffing levels.
• Easily identify staffing assignment gaps are easily identifiable in one view.
• Include in the audit trail the ability to add notes with changes time stamped and user identified, all business rule violations used to fill vacancies and identify authorized users who changed/amended schedules.
• Maintain a history file of all prior schedules stored in non-revisable format.
• Ask for developmental hours based on go-live.
• List of top 10 critical need reports for both medical and JDACs.
• Be able to provide a software as a service (SaaS) platform, using a cloud service provider such as amazon web services (AWS) or microsoft azure.
• Provide the ability to create complex password that requires every 90 days to have the user change its password or the ability to use a single sign on (SSO).
• Have minimum audit requirements: unsuccessful/successful logins, full calendar history tracking for changes, deletions, and additions.
• Be functional on both google chrome and microsoft edge web browsers.
• Have help desk support 24/7 for all critical issues with standard support during business hours.
• Provide for critical issues, support call back within 15 minutes to 60 minutes for a support representative to call back during normal business hours and 8-16 hours outside business hours, resolution within 8 hours.
• For high issues, support call back within 2 hours for a support representative to call back during normal business hours, and calls made after business hours should have a call back within 2 hours of business day, for normal issues, support call back within 4 hours for a support representative to call back during normal business hours, and calls made after business hours should have a call back within 4 hours of the next business day.
• Receive a no later than 2 weeks maintenance schedule in advance for approvals.
• Have the ability to process data backup and restoration automatically by creating a primary database (DB) instance and synchronously replicates the data to standby instances hosted on a different server.
• The standby database can be a read replica instance.
• The data shall be protected by 5-minute incremental backups and stored for a period of up to 35 days.
• Have a recovery point objective (RPO) of no more than 1 hour for disaster recovery.
- The county estimates a budget of $750,000 for completion of this work.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: March 28, 2025