Public Safety Scheduling and Timekeeping Software

The Vendor is required to provide for cloud-based Timekeeping and Scheduling Software to serve the needs of Police and Fire (public safety).
- The budgetary estimate for this project is $150,000 for licensing and setup in year one and $75,000 for reoccurring license renewals.
- The City’s uses Oracle PeopleSoft for all time reporting, payroll and HRMS functions. Schedules are created and exception time is reported either using the application directly or through the import of a formatted flat file. PeopleSoft will remain the system of record for time worked and paid.
- Current demographics:
•    Fire Shifts – 24/48 with a three-week Kelly day, approximately 30 admin/40 hour
•    Police Shifts – 12-hour rotating, 8.4-hour administrative schedule, 8-hour civilian/salaried
 - Solution should centralize the functions around timekeeping and scheduling with robust and configurable workflow capabilities.
- Scheduling
•    Complex scheduling:  Ability to support a variety of shift patterns (e.g., 24-hour shifts, 40-hour workweeks) and allow for auto-scheduling. Kelly day and a two-week pay period and three-week Act.
•    Actual listing of union and pay policies and types sent as addendum or part of scope. And to what detail time off will be recorded in the schedule (i.e. day, half-day, hour, 15 min)
•    Staffing minimums:  Real-time visibility into staffing levels to ensure minimum requirements are met. Rules should be configurable to consider staff qualifications.
•    Shift management:  Capabilities for handling shift swaps, open shift bidding, overtime management, and managing various off-duty assignments.
•    Leave management:  Comprehensive tracking for all types of leave (e.g., vacation, sick time, FMLA). Implications to staffing minimums based on scheduled leave with insight into available slots.
•    FEMA: Functionality to connect work and pay with a disaster. - Consider verbiage around tracking for reimbursement
•    Mobile access:  A user-friendly mobile application for Apple and Android devices for officers and firefighters to view schedules, request time off, and bid on shifts. Robo calling for mandatory recall.
•    Notifications:  Automated alerts for schedule changes, shift openings, or other critical updates via phone, text, email.
•    Workflow: Routing of scheduling exception requests including shift swaps through a configurable approval chain.
•    Secondary employment management: Ability to setup, create and track and manage extra duty details. This is an additional benefit and not a requirement.
•    Certification & qualification tracking
o    Ensures only properly certified personnel (EMS, fire, specialized units) are scheduled
•    Call-back / holdover tracking
o    For unplanned overtime events
•    Roster vs. apparatus/unit-based staffing
o    Ability to staff by vehicle, station, or function (important for fire/EMS)
- Timekeeping
•    Act compliance:  Automated calculations for complex overtime rules, such as those governed by Section 207(k) of the Fair Labor Standards Act, which applies to public safety employees.
•    Flexibility to configure Act hour’s thresholds and the time reporting codes that contribute.
•    Rule configuration for calculating overtime.
•    Exception circumstances where hours can exceed 24 in a day due to special pay as well as other unique situations.
•    Payroll integration:  Seamless integration with your agency's existing payroll software (PeopleSoft) to streamline payroll processing.
- Reporting and Analytics
•    Standard reporting: Built-in reports for employee hours, overtime trends, leave usage, and other key metrics.
•    Ad hoc reporting: The ability for supervisors to create and customize reports for specified periods or data sets.
•    Data exports:  Functionality to easily export report data in common formats, such as CSV.
•    Audit trail reporting: Ability to report on audits of records, approvals, and changes.
- Technical Requirements
•    Hosting: Cloud-based (SaaS) is preferred. At least one non-production environment should be available continuously for testing purposes.
•    System integration: Integration with HR system of record (PeopleSoft) for data-synchronization to minimize duplicate data entry during personnel changes.
•    Support: Clearly stated SLA’s that align with a 24/7 operation. A defined support and escalation path.