Staff Absence Reporting and Automated Replacement Dispatch System and Implementation Services

The Vendor is required to provide staff absence reporting and automated replacement dispatch system and implementation services.
- The Board’s objective is to implement a staff absence reporting and automated replacement dispatch software to serve nearly 4500 staff and 2000 casual employees. 
- As a growing board we anticipate the addition of schools, students and staff in the coming years.
- The required SaaS platform will facilitate:
•    Employees entering and updating their absences
•    Administrators managing their staff absences and replacements
•    Substitutes being offered assignments according to their preferences
•    Various methods of dispatch (call/text) and/or job board (web interface)
•    Customizable configurations and operating parameters
•    Robust reporting and report format templates that align with mandatory Ministry reporting
•    Customizable role access parameters
•    Interfaces with our ERP system, SDS Software, a division, for attendance transfers, etc.
- The platform must allow staff to report same day or future absences.
- The platform must support workflows. As an example, we will require a verification workflow that requires verification steps to be taken by the staff member’s supervisor or others.
- Reporting based on role-based access controls to support staff members and others to see historical absences and balances (the difference between their contractual allocation of absence ‘credits’ and their actual absences, by various increments (hours, full or partial days, etc.).
- The absence reporting system must include an integrated ‘call-out’ capability to our designated substitute pool of employees and must be able to accommodate targeted call-outs based on appropriate matching of the absence to the skills/credentials of the potential substitutes. The timing of the call-outs must be customizable.
- Role-based access controls should allow for absences to be entered for other staff in arrears, in increments set by the Board (e.g. minutes, hours, partial or full days).

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: December 17, 2025