Employee Time and Attendance Solution

The vendor is required to provide district employs a manual time and attendance tracking system.
- This system aims to digitize time tracking, automatically calculate work hours, and manage vacation, holidays, sick days, and overtime. 
- Provide scheduling features, visibility into overtime causes and trends, and employee self-service portals for timecard details and leave balances.
- Digitize time and attendance tracking and eliminate paper-based processes.
- Automate vacation, holiday, sick leave, and overtime calculations.
- The ability to provide employee self-service portals and mobile access (including offline punching).
- Integrate with existing district, agency, and frontline absence management systems.
- Improve reporting, scheduling, and compliance monitoring capabilities.
- Timekeeping and attendance tracking:
•    Ability to label and identify each time clock device by location to ensure accurate tracking of where employees clock in and out each day.
•    Track contract hours, overtime, comp time, extra duty, and shortfall hours for non-exempt employees.
•    Support one-punch systems for standard contract time with separate tracking for extra duty hours.
•    Enable automatic recognition of off-contract periods such as summer breaks.
•    Allow employee self-entry of timesheet corrections routed to supervisors for approval.
•    Enable employee timecard approval with customizable attestation text.
- Scheduling and Absence Management:
•    Manage multiple work calendars for 9-, 10-, 11- , and 12-month employees.
•    Provide flexible schedule options and manage blackout dates for restricted leave.
•    Set staffing thresholds to limit time-off approvals if minimum staffing is not met.
•    Forecast staffing based on scheduled leaves and produce availability reports.
•    Provide visual dashboards with real-time analytics for managers.
- Substitute Management Integration:
•    Integrate with frontline absence management to transfer employee absences automatically 
•    Integrate with frontline absence management to link substitute schedules directly to absent employees
- Mobile and Remote Access:
•    Offer mobile applications that allow offline punching and syncing once reconnected.
•    GPS validation for remote punching with optional location restrictions.
- Alerts and Notifications:
•    Provide both in-system and email-generated notifications for pending time-off requests, timecard approvals, and system actions requiring attention.
- Reporting and Compliance:
•    Export excel-based reports formatted for payroll import. Employee ID, name, position number, budget code, and hours worked/absent, attendance/absence type, dates.
•    Track leave balances, quota usage, overtime, and extra duty.
•    Track sick leave accrual based on hours posted for hourly employees (subs, adult education teachers and additional time)
•    Generate contract variance and absence reports.
•    Identify leave type exhaustion and prompt alternative options.
- System Architecture:
•    Fully cloud-hosted solution.
•    No local server or application dependencies.
•    Support for modern browsers.
•    Single sign-on (SSO) via google or azure.
- Data Retention and Portability:
•    Acknowledge the district retains all rights to data.
•    Provide full data export in csv/excel and machine-readable formats.
•    Describe procedures for data extraction upon termination.
•    Define backup frequency, retention schedule, and disaster recovery protocols.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 31, 2025