Time Survey Software

The Vendor is required to provide commercial off-the-shelf (cots) time survey software solution that enables county health staff to capture, track, approve, and report time spent on activities associated with CMAA, FFP, and WIC and other state and federally-funded programs.
- Solution must support the collection of time study data, workflow approvals, reporting, audit requirements, and integration with the county’s existing payroll system automated time keeping system (ATKS).
- User roles and permissions
1. Employee
• Enter and submit time study data.
• Access one or more assigned time study types.
• Be assigned to one or more cost centers, groups, programs, or departments.
2. Supervisor
• Review employee submissions.
• Approve or reject time study entries.
• Manage staff assigned to designated cost centers, groups, or departments.
3. Administrator
• Full system access.
• Configure workflows, activity codes, user permissions, and reporting.
• Review, correct, approve, and sign time studies.
• Manage user accounts and system settings.
4. Finance
• Read-only access.
• Download and export approved reports and supporting documentation.
- Functionality requirements
1. Time survey management
• Configurable time study periods and intervals.
• Ability to record time in increments determined by the county, including minute-level intervals.
• Support for ongoing (perpetual) time studies.
• Tracking of PTO and non-working time.
• Configurable activity codes and program codes.
• Configurable employee groups and classifications.
• Ability to establish individual and group-specific time study goals or targets.
2. Workflow and notifications
• Automated workflow routing.
• Employee electronic signatures.
• Supervisor electronic approvals and signatures.
• Compliance with applicable federal and state electronic signature requirements.
• Automated notifications and reminders for:
• Incomplete entries
• Pending approvals
• Missing signatures
• Other configurable workflow events
• Notifications should be deliverable through email and other available communication methods supported by the system.
3. Data quality and audit controls
• Ability to enter notes, comments, or justifications for time study entries.
• Automated identification of incomplete entries.
• Identification of missing or inconsistent data.
• Audit trail functionality documenting all additions, edits, approvals, and deletions.
• Historical tracking of changes by user and date/time.