Time and Attendance Application Configuration and Implementation

The vendor is required to provide to implement a new time and attendance system fully integrated with the legacy core HR and payroll modules.
- The new system shall provide overall improved functionality, improve work efficiency, increase integration and communication, and will reduce manual and duplicate work to create consistency in processes across the various operations.
- Desired time and attendance system
• Ability to report time and request time off using a mobile phone application
• Ability to integrate with legacy HR/finance/payroll systems
• Ability to handle multiple pay groups
• Ability to report time by multiple projects
• Active employee detail - ex: details all timesheet hours to be processed for the current period.  
• To include a validation of pay codes and hours entered by salaried employees to eliminate hours with missing or incorrect pay code
• Active employee detail summary – the timesheet summary report used to balance to the pay data file imported into the payroll worksheet for generating pay checks
• Timesheet allows area for notes
• Allow transfer hours for salaried employees from one department to another
• Auto notification when time is entered pending supervisor approval
• Direct interface to HR, payroll and GL for project tracking
• Employee labor allocation from project time via timesheet reporting -- actuals
• Historical timesheet view for past 18 months
• Maintain salaried employee alternative work schedules
• Mass employee timesheet approval for supervisor
• Minimal steps (less than 3) to delete or change a timesheet transaction
• New projects interface in real time with payroll
• Notifications are automatically sent when a required approval is delinquent
• Outlook email workflow for employee and manager approvals
• Real-time tracking and reporting on remaining paid time off available and leave time taken, including
• Vacation and holiday and sick time
• Minimal processing delay when editing the timesheet
• Simultaneous approvals are supported
• Supports online management approval of requested paid time off
• Supports online request of paid time off    
• Minimal data preparation outside the actual time entry system
• Time off request with auto update to timesheet and approval
• Timecard report for specific pay codes
• Timecard approval can be delegated to a proxy
• Time can be entered manually or with a time collection device (time clock)
• Setup allows for 10+ leave settings
• Allows for setup of 12-hour treatment plant operator schedule
• Timecard allows area for work order number
• Includes absence management, leave management, vacation requests
• Ability to assign time rounding rules by pay group
• Unlimited number of user defined time/earnings codes
• Includes the definition and application of complex pay rules based on timesheet details
• Effective date recording of all timesheet and employee related data
• Can maintain and modify all complex pay rules without vendor intervention
• Supports workflow for routing of completed timesheet to next level approver
• Allow group change capabilities to modify common elements in a group of employee timesheets
• Employees can enter hours using a time clock or via mobile phone
• Timesheet values can be adjusted by week and selected days within a week by authorized users
• Provides a comprehensive audit trail of all changes made to the timekeeping records
• Tracks both standard and actual hours by work order number
• Allow viewing of overtime by employee(s) by period
• Provide payroll lockdown dates to freeze timesheet edits for payroll processing (i.e., supervisor lockout date, hands -off date, etc.)
• Allow the tracking of labor metrics (includes project, job, and department)
• Allow the real -time alerting of immediate time and attendance value/ rule violations including: approaching overtime
• Allow online edits to daily timesheets by employee and managers
• Allow real time access to activities and related costing information
• Allow the validation of absence codes against associated leave balances
• Allow for absence tracking with year at a glance scoring and analysis
• Ability for manager to view employee attendance data for a given year
• Employees can request time off, tracks status with dynamic validation against time off business rules
- Assumptions and considerations
• Functional areas considered part of time and attendance, and under consideration for the new system, are the following: time and attendance, including online time entry, work order management, project costing, time-off requests and leave of absence management with validation, employee self-service, manager self-service and reporting
• The authority has a single FEIN
• Authority employee population is approximately 395 total employees
• The total employee count includes a seasonal population of employees
• The selected contractor is expected to have the resources and expertise necessary to understand and accommodate any pertinent regulatory requirements, including, but not limited to, FMLA
• No time collection history will be imported into the new system
• The new time and attendance system will need to have the ability to integrate with all existing systems that remain in place after the conversion that support core HR and payroll capabilities
• All interfaces with any remaining systems are expected to have an existing application programming interface (API) available.  
• Communications between systems will be using each system API.
• The implementer will be expected to provide guidance in the necessary process definition and improvement activities to take advantage of the selected solution’s “best practice” capabilities.
• The implementer will provide the necessary change management tools, resources and methodologies to ensure the best opportunity for rapid organizational acceptance.
• Training will be provided by implementer via a train-the-trainer approach, where all the necessary knowledge and materials will be provided to the designated authority subject matter experts (SMES).
• Implementer will provide immediate care post-implementation support for at least 45 calendar days.
• Acknowledge that standard product support with a documented SLA exists for the life of the service subscription.
• The authority internal project management resources will be based in city and should not be included in the implementation costs.
• The implementation, configuration and unit testing will be handled by the implementer.
• Performance, user acceptance and regression testing will be performed by the authority, with the support of the implementer.
• Parallel testing will be performed as a joint effort between the authority and the implementer.
• Implementer will provide technical and administrative knowledge transfer to the authority.
• The authority or third-party resources will be available for making modifications to any third-party applications that will integrate with the time and attendance system.
• Any modifications to the core HR application required to integrate with the time and attendance application will be handled by the implementer; if you are unsure of the integration requirements, please respond with expected activities and level of effort based on your experience with other similarly sized organizations.
• Any adjustments to the listed assumptions or additional assumptions that are made must be clearly documented, whether they are assumptions that come out, or independently identified by the implementer.
• Implementation timing, staffing and cost calculations must be provided with additional detail may be provided separately.
• Responder should provide a recommended deployment schedule and project plan.
- Implementation and integration services
• The selected system will need to be configured and integrated with the existing core HR and payroll systems.
• Implementation services include but are not limited to project management, software configuration, testing, training and support.
- Data services
• The selected system may need data services to satisfy the requirements.
• Data services include but are not limited to project management, data migration, data quality, data conflation, and field audit.
• The authority data needs to be reviewed for accuracy and completeness as it is migrated to the time and attendance system.
• Robust data QA tools must be used to establish a complete list of all known data issues with number of occurrences, cleanup estimates and dependencies.
• The root cause of the data issues needs to be identified wherever possible and fixed.
• Data cleanup items should be prioritized and scheduled sample data will be sent after the authority receives the signed copy.
- Environment
• The authority is considering solutions that are cloud-based or vendor hosted and reserves the right to award to the highest ranked solution and application(s) that best meets the authority needs. in any case, the proposals must meet the authority business and financial requirements, which will include a five-year total cost of ownership (TCO).
• As the preference is to acquire a cloud-based solution, aside from time clocks, no hardware is being sought.
• In the event your proposal includes the requirement that the authority acquire hardware, any server upgrades or purchases will be performed under an additional procurement.
• However, the authority requests that proposing respondents specify recommended hardware requirements in their response.
• Provide your standard documentation for server sizing as an appendix.
- Contract Period/Term: 4 years