School Police Overtime Management System

The Vendor is required to provide implement, and support a police overtime management system.
- The solution must be a commercially available, proven software platform that can be licensed by city schools.
- The primary objectives of the School Police Overtime Management System are to:
•    Streamline the request, approval, assignment, and tracking police overtime work.
•    Provide secure, role-based user interfaces for requesters, officers, supervisors, and administrators.
•    Integrate seamlessly with existing city schools enterprise systems for HR, payroll, and finance.
•    Provide comprehensive audit trails, reporting, and analytics for operational and compliance needs.
•    Ensure compliance with all applicable laws and standards, including CJIS security requirements school police general orders, and city schools’ data security policies.
- User Interface & Core Functionality
•    Request forms with fields for activity/event details, location, dates, times, number of officers, and required supporting documents.
•    Interfaces for reviewing and approving requests, assigning eligible officers, and tracking assignments.
•    Geolocation capabilities to track overtime work locations and times.
•    Ability for officers to view and accept assignments.
•    Secure upload of supporting documents for overtime events.
•    System must support retroactive corrections: if changes are made to historical assignments or hours, they must flow through to integrated payroll/timekeeping systems (e.g., UKG ready) without manual re-entry.
•    Retroactive corrections must maintain an audit trail of the original entry and the correction
•    Mobile app functionality (iOS/Android), with offline capability for areas of poor connectivity and synchronization once online.
- Integrations
•    UKG ready (timekeeping) – including geolocation data from addresses submitted into overtime management system.
•    Oracle fusion (finance and payroll) – ensuring seamless HR and financial data exchange.
•    Rest API / web services for interoperability with third-party systems.
•    Adcieo permit system (if applicable for events).
•    Active directory for single sign-on (SSO).
•    Stipend tracking systems for special coverage (e.g., prom).
•    Must support real-time data validation and exception handling for payroll-blocking errors.
•    Reimbursement tracking for invoicing
•    Integration with splash bi
•    Ability to do historical corrections (2-way flows)
- Reporting & Audit
•    Full audit trail of requests, approvals, assignments, communications, and payments.
•    Downloadable/ exportable (excel/csv/pdf) and schedulable reports (daily, weekly, monthly) with filtering by employee, request, event, and date.
•    Ability to build custom reports and push them to designated recipients.
•    Communication logs showing when and to whom notifications were sent.
•    Audit logs must be retained for a minimum of 7 years to comply with payroll and audit requirements.
•    Exception reports flagging duplicate entries, unusual hours, or assignments exceeding budget limits.
•    Dashboards for supervisors and leadership showing active assignments, pending approvals, and budget/cost summaries.
- Emails/Alerts/Communications:
•    Generate notifications for submission, approval/rejection, acceptance, assignments, permits, and billing (finance/reo).
•    Send emergency alerts to designated leadership via email or text.
•    Support email, SMS, and in-app channels with configurable alerts for overlaps, time/budget limits, or pending actions.
•    Maintain a 7-year audit log of all messages (recipient, timestamp, result).
•    Allow external requestors to receive system-generated notifications.
•    Geo location alerts to supervisor for officer on assignment.