Workforce Management Software

The Vendor is required to provide implement, and support a fully integrated cloud-based workforce management software solution for the Grande Prairie police service (GPPS), both for sworn and civilian employees.
- GPPS anticipates utilizing the proposed solution to support processes related to scheduling and managing staffing including but not limited to roster development, over time management, and call out notification.
- Scheduling
•    Create, maintain and deliver labor schedules to employees;
•    Create effective labor schedules by optimizing work schedules and employee hours, while taking into consideration collective agreement rules and regulations, service levels, training requirements, qualification requirements, seniority, positions and roles and availability;
•    Various roles to perform one or more of the following functions: view, create, maintain and report information in the solution to assist with the completion and operationalization of employee labor schedules;
•    Users require access to a central location to maintain the data required to produce labor schedules;
•    Support various schedules including 24/7 coverage. 
•    Having up to date, accurate information readily available in different methods (desktop and mobile) is essential;
•    Flexibility to access and distribute labor scheduling information using all methods possible for maximum circulation and optimal response times when seeking to fill vacancies in the schedule;
•    Track skills, training, and certification for staff to allow schedulers to ensure all certifications are current when scheduling staff for assignments: and
•    Support effective use of qualified personnel by enabling the scheduling of appropriately trained members to cover open shifts resulting from staff shortages, operational demands, or emergent situations.
- Leave and availability habit management management
•    Facilitate the call-in process associated with filling the resulting vacancy;
•    Manage attendance, overtime, time-off approval, shift trade workflows:
•    Must support structured, automated callout and recall workflows to ensure timely staffing responses during critical incidents, short-notice vacancies, and emergency deployments, with overtime call-outs based on schedule availability, collective agreement rules, and required skills or training: and
•    Manage scheduled court appearances to prevent conflicts in schedules and reduce overtime while ensuring that all minimum staffing levels are still met.
- System integration
•    Export absence schedules for coordinating with other government entities for court appearance scheduling; and 
•    Ability to manage several different pay rates, accruals, role changes and overtime rules and develop timesheets to capture and send actual time worked into the timekeeping system.
- Support
•    Regular project meetings with the city and GPPS to confirm requirements, discuss configuration details, review timelines, and resolve issues;
•    Configuring the scheduling and timekeeping system based on information provided by GPPS;
•    Preparing documentation, including configuration records and data-mapping details;
•    Supporting the city and GPPS throughout configuration, testing, and implementation;
•    Assisting with data migration as required;
•    Delivering training for administrators, supervisors, and end-users;
•    Supporting user acceptance testing (UAT); and
•    Providing go-live support and post-implementation stabilization.
- Presentation content
•    The city may conduct presentations, modify the process, reschedule, or proceed without presentations at its discretion. 
•    This presentation is designed to give the GPPS a comprehensive understanding of your solution's capabilities and constraints. 
•    The presentation will last approximately 90 -120 minutes including scripted presentation, time to showcase unique elements, and another 60 minutes to answer GPPS questions. 
•    Shortlisted proponents must demonstrate the same solution proposed in their submission and use sample data to show key functionality, including:
o    Scheduling (24/7, units, minimum staffing, fatigue/rest rules);
o    Court scheduling, training scheduling, and shift swaps/trades;
o    Callout and recall workflows and notifications;
o    Timekeeping approvals and payroll export approach for UKG;
o    Reporting and audit logs.