Substitute Management System

The vendor required to provide substitute management system (SMS) to improve the efficiency, accuracy, and reliability of substitute placement and absence management.
- Core features
•    Absence management: employees must be able to enter absences online and through mobile applications, with approval workflows as required.
•    Automated substitute matching: the system must automatically identify and assign substitutes based on configurable criteria such as certification, location, seniority, and inclusion on preferred substitute lists.
•    Bulk cancellations: the system must allow authorized users to perform bulk cancellations or modifications of substitute assignments in response to unexpected closed days, such as districtwide or site-specific closures due to weather, emergencies, testing, or other non-instructional events.
•    The feature must:
o    Allow cancellations by school, date range, or event type.
o    Automatically notify all affected substitutes and employees.
o    Preserve audit history of cancelled assignments for accountability and reporting.
o    Allow quick reinstatement of assignments if the event is reversed (e.g., if school reopens).
•    Real-time notifications: notifications must be multi-channel (text, email, and mobile app) to ensure substitutes are aware of new opportunities and administrators can monitor coverage. 
•    Mobile access: substitutes must be able to set availability, accept or decline jobs, and view schedules through a free mobile application. 
•    Flexible scheduling: the system must support partial-day fills, multi-role employees, and multi-day assignments. 
•    Substitutes must be able to accept or decline individual days within a multi-day assignment without affecting the remaining dates. 
•    Analytics and reporting: the solution must include a robust reporting engine with customizable dashboards and ad hoc reporting capabilities. 
•    Reports should cover:
o    Fill rates by school, date range, and employee group
o    Absence trends by type, department, or employee category
o    Substitute utilization and availability statistics
o    Cost tracking and forecasting by location or funding source
o    Export options to excel, pdf, and csv formats
o    Scheduled and automated delivery of recurring reports
•    Audit trails: all system activity must be logged for accountability, compliance review, and security auditing.
- Integration requirements
•    Connect to oracle fusion cloud HCM and ERP for employee and payroll data. 
•    Integrate with the district’s time and attendance systems. 
•    Support single sign-on (SSO) to streamline user access. 
•    Enable secure nightly sftp flat-file transfers, with APIs or webhooks for near real- time data exchange when possible.
- Implementation requirements
•    Project kickoff, configuration and customization, data migration, testing, user acceptance, and final go-live. 
•    Support for migrating both historical and current data from the district’s existing systems. 
•    A realistic schedule that reflects agency size and complexity, with milestones, deliverables, and assigned responsibilities.
- Training and support
•    A train-the-trainer model to equip central and school administrators. 
•    Delivery methods including live sessions, written guides, video tutorials, and online modules for all user groups (employees, substitutes, administrators, and central staff). 
•    Follow-up training opportunities after implementation to support continuous learning. 
•    Support expectations include: multi-channel support (phone, email, live chat/tech support). 
•    Published hours of operation and guaranteed response times. 
•    Access to a customer portal with searchable help documentation, FAQs, and video resources. 
•    A demonstrated commitment to incorporating customer feedback into product enhancements, with transparency on the vendor’s product roadmap.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 24, 2025