Employee Time Collection and Management Program

The Vendor is required to provide to replace manual processes with an automated "collection layer" that captures precise employee data and transfers it seamlessly into our financial and payroll core, agency.
- Supervision, materials, software, hardware, licensing, and technical support necessary to implement and maintain a comprehensive Time Collection System in accordance with this Section and all applicable laws.
- Responsible for ensuring the system remains operational and compatible with District infrastructure.
- Program shall consist of a "turn-key" solution including physical time-entry hardware, web-based portals, and mobile applications.
- Technical Requirements:
•    Automated Exports: Ability to generate and transfer data files formatted specifically for agency "Import Earnings" or "Time and Attendance" modules.
•    Data Synchronization: Periodic or real-time synchronization of employee master records, position codes, and GL account strings from agency to the time collection system.
•    Position Management: Ability for employees to select between multiple assigned positions or pay codes during a single shift.
- Collection Methods
•    Physical Terminals: Wall-mounted clocks supporting biometrics (fingerprint/facial), badge swipe, or PIN.
•    Mobile Capture: A mobile application with Geofencing and IP-restriction capabilities to prevent offsite clock-ins.
•    Web Portal: Browser-based entry for office/administrative staff.
•    Self-Service: Real-time employee access to timecards, schedules, and leave balances.
- Hardware Maintenance & Support
•    Repair or replace any malfunctioning hardware within 24 hours of notification.
•    Provide "hot-swap" or backup units to prevent data loss at school sites.
•    Ensure all hardware is leak-proof (if applicable to specific environments) and professionally installed.
- Training & Consultation
•    Administrator Training: For District-level Payroll and HR staff.
•    Site-Level Training: For school bookkeepers and principals.
•    Documentation: Digital manuals and "Quick Start" guides for general employees.
•    Best Practices: Consultation on system configuration to optimize agency workflows