Workforce Management System

The Vendor is required to provide a SaaS workforce management system package.
- Must host the system and manage backup and disaster recovery processes, ensuring data security and continuity.
- Installation and configuration of the software must meet the County’s specific needs, with customizable workflows tailored to departmental processes.
- Solution must ensure that all software modules communicate seamlessly, with any data entered automatically incorporated into each employee’s overall attendance record.
- The system must implement robust role-based permissions to support functions such as time entry, benefit scheduling, and approval for various user groups-including non-supervisory employees, Supervisors, Managers, and Payroll Clerks-with full administrative capabilities to manage these roles.
- Integration with Entra ID to streamline user authentication and eliminate the need for separate user IDs and passwords is essential.
- The solution’s time clocks must support offline data entry during network outages, with a defined process for synchronizing offline information once connectivity is restored.
- The system should retain at least four years of active data with an additional three years of archive data available for reporting and auditing purposes, include capabilities to purge or archive data based on predetermined criteria, and allow for direct read-only database access or provide an easy export feature to facilitate ad hoc reporting, research, and auditing.
- The system must ensure compliance with labor laws by offering automatic policy updates, audit tools, and data retention, along with robust reporting capabilities via direct database access or export options. It will enable accurate tracking of employee work and benefit hours, advanced 24/7 scheduling, and distinct functionalities for contractors and salaried employees- ensuring proper integration with payroll systems and alternative authentication through Entra ID.
- The solution will support versatile access methods (physical time clocks, web interfaces, and mobile punch option with geofencing and IP filtering), customizable timesheets, flexible meal/break management, and union-specific pay policies, while also including a dedicated module for allocating hours to grant-funded projects and dynamic leave management features with notifications and dashboards.
- The system must provide a secure and user-friendly interface for employees to select their authorized projects, ensuring their selection is recorded alongside work hours. 
- Supervisors must be able to assign employees to projects, with notifications sent to confirm assignments and logged history of these actions. 
- The system must track hours worked on grant-funded projects, allowing authorized users to generate reports and review total hours costs. Budget monitoring features should enable cost summaries and comparisons against allocated funds. Role-based access control must restrict employee project visibility, ensuring supervisors can manage all assignments efficiently.
- The system must seamlessly integrate with both levels of requirements to ensure alignment with broader organizational goals while providing flexibility for department-specific operational needs.
- The Workforce Management System shall provide robust reporting and audit functionality that is flexible, easy to use, intuitive, and customizable.

- Contract Period/Term: 1 year
- Mandatory Pre-Proposal Meeting Date: October 24, 2025
- Questions/Inquires Deadline: November 17, 2025