Absence Management Implementation Services

The vendor is required to provide absence management implementation and punch time functionality in its existing workforce management platform.
1. Project management
•    Assign a dedicated project manager to serve as the primary liaison.
•    Develop a comprehensive project plan with deliverables, milestones, and deadlines.
•    Facilitate regular status updates and stakeholder coordination.
2. Gathering and discovery requirements
•    Conduct discovery sessions with HR, payroll, and departmental stakeholders.
•    Review and document all relevant absence policies, union agreements, and memoranda of understanding (MOUs).
•    Identify and document configuration needs for timekeeping and leave tracking.
•    Assess and document technical integration points with payroll and HR systems.
3. System configuration
•    Configure the absence management module to:
o    Support all relevant leave types
o    Align accruals and eligibility with union contracts and MOUs
o    Enable automated leave calculations and approvals
•    Configure punch time functionality to:
o    Accurately record worked hours and paid time
o    Enable time entry and leave requests directly at time clocks
o    Support exception handling (e.g., missed punches)
•    Implement timesheet approval workflows for supervisors and managers
4. Time clock integration
•    Enable and configure time clock functionality to support employee self-service (e.g., leave requests at the clock)
•    Include an optional quote and proposal for the purchase of compatible time clocks, including recommended models and pricing
•    Ensure full integration between clocks and the time and attendance system
5. Testing and validation
•    Develop and execute test plans for all configured features, including:
o    Accrual tracking
o    Time entry and approval
o    Leave request workflows
•    Conduct user acceptance testing (UAT) with city stakeholders
•    Document and resolve any defects or discrepancies
6. Training and knowledge transfer
•    Provide technical training to city staff on key configuration items to support ongoing maintenance and troubleshooting
•    Deliver end-user training for HR, managers, and employees, including guides or recordings as applicable
•    Tailor training content to city’s roles and systems
7. Go-live and support
•    Provide go-live readiness assessment and cutover support
•    Deliver real-time assistance during the initial rollout period (hyper care)
•    Offer post-go-live support and stabilization assistance (e.g., 30–60 days).

- Contract Period/Term: 4 years
- Questions/Inquires Deadline: September 09, 2025