Time and Attendance Software as a Service Information System

The vendor is required to provide software as services (SaaS) solution to replace agency current time and attendance information system solution shall include formatting and should have the capability of migrating and transferring the database of existing employee information, union rules, users, access roles and other ancillary data necessary from the existing time and attendance system.
- General functional requirements
1. Bidding
•    System maintains seniority hierarchy during the bidding and pick process. 
•    Easy configuration and setup of work bids includes the ability the use a mixture of various bidding styles (i.e., cafeteria, hybrid, vacation, etc.) at any given time. 
•    System supports real-time bidding and pick process and displays work availability in real-time by seniority, base garage, off days including holidays of requests, shift, run and schedule, route, and vacation.
•    Bidding is automated and configurable so that drivers can select their work assignments in a user-friendly, easily accessible via web-based cloud, or mobile app environment. 
•    System is highly configurable and able to apply and or update at any time agency work assignment and bidding rules governed by collective bargaining agreement (CBA). 
•    All updates shall be done without extensive back-end coding. 
•    System where drivers can submit bidding via web-based portal or mobile app, which eliminates the need to relieve drivers from their work assignments. 
•    System that will generate a receipt (hard copy or digital) for drivers confirming selections to include a shift to be worked and garage.
2. Work assignment and dispatching
•    Ability to automatically update and remove drivers from work due to absences, disciplinary actions, reassignments, expired or suspended licenses.
•    Ability to view work based on division and day.
•    Ability to generate future workdays to identify future work needs.
•    System supports the display of work assignments via a secure portal via the web.
o    Easy creation of unscheduled work.
o    Easy creation of mid-pick changes and line markups.
•    Ability to make schedule changes and reassign work after work has been picked.
•    Extra board
o    Supports daily creation and display of extra board assignments based on agency rules.
o    Extra board rules are easy to configure.
o    Driver availability is in real-time.
o    Driver portal supports daily driver view of extra board assignments via the web.
3. Timekeeping
•    Supports configurable changes to any absence codes, timekeeping rules and pay rules without extensive back-end coding changes or enhancements to the system (i.e., low coding solutions). 
•    Supports the ability for automated batching of timekeeping by division (daily, biweekly) and timesheet report generation. 
•    Ability to automatically rerun timekeeping when work records have been updated. 
•    Ability to look at operator timekeeping results in an easy interface and allows for checking and editing of timekeeping records. 
•    Ability to lock and unlock pay records.
4. Employee information
•    Bidirectional synchronization between third-party business partners, and the current oracle system to provide real-time accrual updates of leave balances (i.e., absence, vacation accruals, etc.). 
•    Easy onboarding and off-boarding of employees. 
•    Easy promotion of employee’s step progression (i.e., conversion of employee status from trainee to operator). 
•    Comprehensive badge renumbering process which maintains the integrity of operators’ seniority (i.e., take into consideration current use of employee numbers and operator numbers). 
•    Bilateral communication of employee information between current oracle and application. 
•    Ability to customize operators in training with custom compensation rates and transition them to standard rates once the designated probationary period is complete. 
•    Capability to include represented and non-represented employees.
5. User roles and permissions
•    Access control: the system should allow the administrator to define user roles and permissions, and restrict access to sensitive information or resources based on the user’s role. 
•    User management: the system should allow the administrator to create, modify, and delete user accounts, and assign roles and permissions to users. 
•    Authentication and authorization: the system should authenticate users and authorize them to access the system based on their roles and permissions. 
•    Audit trail: the system should maintain a time and date log of all user activities, including login attempts, changes to user accounts, and access to sensitive information. 
•    Password management: the system should enforce password policies, such as minimum length, complexity, and expiration, to ensure the security of user accounts. 
•    Role-based access control: the system should allow the administrator to define roles and permissions based on the user’s job function and restrict access to sensitive information or resources based on the user’s role. 
•    User interface: the system should provide an intuitive and user-friendly interface for managing user roles and permissions.
6. Reporting and analytics
•    Data visualization: the system must provide a visual representation of data through charts, graphs, tables, and dashboards. 
•    Customizable dashboards: users should be able to create and customize dashboards with preferred widgets and key performance indicators (KPIs). 
•    Ad hoc reporting: users should have the ability to create ad hoc reports without IT assistance. 
•    Scheduled reports: users should be able to schedule automated report generation and distribution in common formats (e.g., csv, pdf, excel). 
•    Drill-down capabilities: users should be able to drill down into detailed data from summary reports. 
•    Filtering and sorting: reports should support filtering and sorting options for data manipulation. 
•    Data export: users should be able to export reports and analytics data in common formats (e.g., csv, pdf, excel). 
•    Real-time analytics: the system should support real-time analytics for monitoring current data. 
•    Historical data analysis: users should have access to historical data for trend analysis. 
•    Role-based access: access to specific reports and analytics features should be role-based to ensure data security. 
•    Integration with external data sources: allow integration with external data sources for a comprehensive view. 
•    Alerts and notifications: users should be able to set up alerts based on predefined conditions. 
•    Mobile accessibility: reports and analytics should be accessible on mobile devices for on-the-go decision-making. 
•    Data security: implement robust security measures to protect sensitive data and ensure compliance with data privacy regulations. 
•    Audit trails: maintain detailed audit trails to track changes to reports, data, and user interactions. 
•    Usability and training: provide user-friendly interfaces and conduct training sessions to ensure effective use of the reporting and analytic features. 
•    Scalability: ensure that the reporting and analytics platform can scale to accommodate growing data volumes and user demands. 
•    User management: the system should allow the administrator to create, modify, and delete user accounts, and assign roles and permissions to users.

- Contract Period/Term: 4 years
- Virtual Pre-Proposal Conference Date: October 16, 2025
- Questions/Inquires Deadline: October 29, 2025