Workforce Management Solution

The Vendor is required to provide workforce management software solution to automate shift scheduling of a wide variety of employee classifications, including student and volunteer workers.
- The ideal platform will optimize daily floor operations, track task-level staff scheduling, and ensure strict compliance with our collective bargaining unit (CBU) rules.
- Requirement:
1. Scheduling & coverage
• Detailed task scheduling: the system should schedule specific activities (like desk service, shelving, or projects) rather than just broad shift blocks, allowing managers to see what everyone is doing at any given time.
• Flexible coverage planning: managers can set required staffing levels for every service desk for every hour of the day.
• The system should automatically alert them if coverage gaps appear.
• Intelligent shift filling: when staff are absent, the system should help find replacements quickly by identifying available personnel.
• Comprehensive views: staff and managers need a clear, easy-to-read "bird’s eye view" of the daily schedule, including lists of who is working, on leave, or assigned to meetings and projects. Schedules must also be printable.
• Staff flexibility: the system must support working across multiple library locations and allow staff to easily swap shifts.
• Dynamic shift support (flex time): must support dynamic shift types to track staff working outside their normal base template while assigning micro-tasks to those flexed periods.
2. System integrations & access
• Workday human capital management (HCM) ingest: the platform must integrate with workday HCM to systematically ingest active employee profiles, cost centers, job profiles, and CBU seniority tiers via standard api or secure automated SFTP file exchange.
• Workday time & absence sync: the system must dynamically cross-reference workday absence management to ensure staff marked as "on leave" or "absent" are locked from daily task schedules. Total approved task hours must sync back to workday time tracking for payroll processing.
• Frontline absence inbound: the solution must maintain an automated pipeline with frontline absence management. When an unplanned employee call-out occurs in frontline, the system must automatically create vacancies for the exact 30/60-minute task blocks assigned to that employee.
• Multi-tier permissions: the system must support role-based access control (RBAC), restricting frontline library staff to read-only/shift-swap modes while granting full editing capabilities to designated schedulers/managers.
• Guest access: there should be a simple way to create temporary profiles for volunteers and contractors without needing full internal it accounts.
• Time clock functionality: the system must allow for clocking in and out to act as the primary time and attendance tracker for scheduled shifts.
3. Automated business rules
• Smart rule enforcement: the system must automatically check schedules against labor rules and union agreements, flagging or blocking any violations.
• Workload balance: to prevent burnout and ensure equitable task distribution, the system should flag if a staff member is assigned the same taxing duty (like monitoring book drops) too often or if their public facing floor shifts exceed a balanced weekly limit.
• Mandatory break management: the system must ensure every shift includes required lunch and break times based on the shift start time and duration, alerting managers if breaks are missing.
• Operational requirements: the system should enforce essential daily requirements, such as ensuring every open hour has a designated "person in charge" and that staffing levels never drop below the minimum required for a site.
• CBU / union compliance: the platform must feature a configurable compliance engine capable of enforcing collective bargaining unit (CBU) rules, including: max consecutive hours at service points, mandatory desk rotations, seniority-based slot bidding, and weekend rotation limits.
• Skills & training verification: the platform must restrict specific task assignments (e.g., tech lab desk, language translation desks) to personnel matching defined skill matrices or certification profiles.
• Training & quota tracking: the system must reliably track and schedule training or schedule quotas per employee.