Extra Duty Details Staff Scheduling Solution

The Vendor is required to provide for is a standalone system used by members and administrators to manage Extra Duty and overtime staffing.
- The platform enables clients to:
• Request police staffing and supports assignment of sworn and non-sworn personnel based on availability, skills, experience, and training.
• Support operational setup, including file uploads, and creation of deployment templates.
• Capture after-action reports and job feedback, generate client billing, and archive completed jobs.
• Provide administrative dashboards and reporting, including upcoming job overviews and daily member scheduling visibility.
- Client Requests:
• The system must allow administrative users to create and maintain client profiles, capture client applications received via the EDD inbox, link applications to existing client records, and approve or deny applications as required.
• The system must allow administrative users to send a Client Feedback Form upon job completion. The feedback form must automatically close 72 hours after it is sent.
• The system must allow completed client feedback forms to be saved and retained within the application.
- Employees
• The system must allow members (EPS sworn employees) to sign in via single sign on and sign up online for extra duty.
• The system must prevent recruits from signing up for Extra Duty assignments by validating member job codes through integration with Employee Central, allowing eligibility only once the job code changes to Constable.
• The system must allow administrative users to create and maintain member profiles, manage skills and eligibility documentation, approve EDD participation, and assign training modules.
• The system must populate basic employee information and employment changes through integration with SuccessFactors Employee Central.
• The system must allow members to complete assigned training modules and restrict extra duty assignments until all required training is completed.
• The system must allow administrative users to view and update training records for members as required.
• The system must allow members to create and maintain employment profiles, including skills required for extra duty selection, preferred notification methods, and preferences for job type and location/division.
• The system must allow administrators to track member performance, including supervisory job shadowing, and manage disciplinary records and loss of privileges.
• The system must allow members to enter their availability dates and times and validate entries against Extra Duty Scheduling Restrictions. The system must, through integration with WFS, prevent members from volunteering and gray out availability when they are scheduled for Standby/On Call, have an EDD loss of privileges, or are on long‑term leave, including WCB gradual return to work.
• The system must allow members to view their job history and upcoming scheduled assignments.
• The system must allow members to transfer scheduled extra duty assignments to another eligible member in accordance with Extra Duty Scheduling Restrictions.
- Extra Duty Scheduling
• The system must allow administrative users to create and maintain job descriptions using standardized templates for various extra duty assignments.
• The system must allow administrative users to initiate member availability screening after event staffing levels are defined and approved, including the ability to filter by time slot and send mass SMS or email notifications to available members for urgent or last‑minute staffing requests.
• The system must allow administrative users to view member profiles (including EDD work history, skills, and job and location preferences) and member availability in accordance with Extra Duty Scheduling Restrictions.
• The system must allow administrative users to select and assign members to specific events from an availability list that displays key member details, links to full profiles, scheduled conflicts, and assignment actions (e.g., select, assign vehicle, decline or unavailable by phone).
• The system must also display assignment status and performance statistics, including accepted, pending, declined, unavailable, penalties, given away, and lost assignments.
• The system must allow administrative users to create and maintain diarist profiles and assign diarists to extra duty jobs as required.
• The system must display a warning when a member is scheduled for multiple events on the same day.