Substitute Management System

The Vendor is required to provide a modern, fully hosted solution that is intuitive for employees, substitutes, and administrators, while offering robust reporting and data analysis capabilities for district leadership.
- The Substitute Management System (SMS) must provide a comprehensive, modern set of tools to manage employee absences and substitute assignments.
- At a minimum, the solution should include:
•    Absence Management: Employees must be able to enter absences online and through mobile applications, with approval workflows as required.
•    Automated Substitute Matching: The system must automatically identify and assign substitutes based on configurable criteria such as certification, location, seniority, and inclusion on preferred substitute lists.
•    Bulk Cancellations: The system must allow authorized users to perform bulk cancellations or modifications of substitute assignments in response to unexpected closed days, such as districtwide or site-specific closures due to weather, emergencies, testing, or other non-instructional events.
•    The feature must:
o    Allow cancellations by school, date range, or event type.
o    Automatically notify all affected substitutes and employees.
o    Preserve audit history of cancelled assignments for accountability and reporting.
o    Allow quick reinstatement of assignments if the event is reversed (e.g., if school reopens).
•    Real-Time Notifications: Notifications must be multi-channel (text, email, and mobile app) to ensure substitutes are aware of new opportunities and administrators can monitor coverage.
•    Mobile Access: Substitutes must be able to set availability, accept or decline jobs, and view schedules through a free mobile application.
•    Flexible Scheduling: The system must support partial-day fills, multi-role employees, and multi-day assignments. Substitutes must be able to accept or decline individual days within a multi-day assignment without affecting the remaining dates.
•    Analytics & Reporting: The solution must include a robust reporting engine with customizable dashboards and ad hoc reporting capabilities.
- Support expectations include:
•    Multi-channel support (phone, email, live chat/tech support).
•    Published hours of operation and guaranteed response times.
•    Access to a customer portal with searchable help documentation, FAQs, and video resources.
•    A demonstrated commitment to incorporating customer feedback into product enhancements, with transparency on the vendor’s product roadmap.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: February 9, 2026