Scheduling Software

The vendor is required to provide scheduling software solution for shift management and staff scheduling.
1. Software solution
•    A scheduling solution capable of meeting the requirements outlined.
2. Implementation services
•    Installation, configuration, and integration of the solution with existing systems.
•    Migration of relevant scheduling data from current databases.
3. Training and support
•    Comprehensive training for administrative staff, supervisors, and deputies.
•    Training materials for future reference.
•    Ongoing technical support for the life of the contract
4. Maintenance and upgrades
•    Ongoing technical support for the life of the contract.
•    Regular system updates, patches, and upgrades as applicable.
- Software solution
1. Integration:
•    Provide bidirectional data exchange and synchronization with time clocks plus (a cloud-based time and attendance solution) to ensure accurate transfer of scheduling and timekeeping records.
•    Integration may be achieved through secure APIs, file-based transfers, or equivalent methods. RSS capable.
•    Support real-time updates to microsoft outlook calendars for deputies and supervisors. 
•    Notifications: integration with microsoft teams with email and SMS confirmations and reminders.
2. Scheduling capabilities:
•    Support for multiple schedule types (12-hour, 10-hour, 8-hour, or other variations). 
•    Ability with software tools to track, manage and administer:
o    Callouts 
o    Shift trades 
o    Shift bids and vacation bids 
o    Tracking ability of the following accruals: vacation, floating holiday, sick, and comp time 
o    Optional: preferred feature: supervisor to have ability to schedule selected staff for time out of office as a group. (i.e. – not to have to enter each person’s time out individually if a group is attending the same event.
3. System capacity and access:
•    Capacity to support at least 300 users, with preferred scalability up to 350 users. 
•    To be mobile friendly (responsive design or dedicated app) to support functionality and access for deputies and supervisors, enabling schedule review, requests, and notifications. 
•    Provide single sign-on (SSO) authentication for secure, simplified access. 
•    Integrate with active directory, azure ad or other authentication providers. 
•    Role-based permissions and secure access control to protect sensitive scheduling information. 
•    Permissions should be separated for administrators, supervisors, staff, or others. 
•    Provide audit trail of actions taken by users.
4. Reporting and accountability
•    Provide robust reporting tools with accessible, configurable reports including utilization rates. 
•    Customizable dashboards for different user roles 
•    Include a comprehensive audit trail to track changes, approvals, and scheduling activity. 
•    customizable account coding for certain hours worked to align with agency-specific payroll and reporting requirements. 
•    Define in response, export capabilities (csv, excel, pdf).
5. Compliance and security
•    Use of industry standards for system security features, including authentication, encryption, and access controls. 
•    Support comprehensive audit logging and compliance with applicable regulations. 
•    Encryption for date at rest and in transit ensure data security in line with industry best practices
•    Optional: public portal for external users and a secure internal portal for staff. 
•    If portal is part of software solution, additional information may be necessary to address any security concerns. 
•    Provide information on schedule for regular backups and disaster recovery plan.
- Project implementation
•    The county will have a project team that will be responsible for the project implementation and its success. 
•    Provide information on the responsibilities of the county project team, including any specific IT requirements (i.e., software installation, system configuration, integration, testing, and others) necessary for successful implementation. 
•    The implementation plan shall include project phases, milestones and a conceptual timeline.
- Customer support and training
•    Provide details about your company’s customer support and service, technical support and training programs provided both during and after the implementation process. 
•    If not provided as part of the project information, proposal response to include information on training services, including a training plan. 
•    Provide customer support and service, technical support and training programs remotely.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 23, 2025