6-A02 HR PD EVAL system Scope of Work.pdf

Scope of Work

Professional Development and Absence Management Software Solutions St. Louis Public Schools (SLPS)

1. Purpose

St. Louis Public Schools (SLPS) seeks to procure comprehensive software solutions that support both professional development and substitute/absence management. The selected vendor(s) will provide platforms that:

• Enhance professional learning, mentoring, and evaluation processes.

• Streamline absence management and substitute assignment.

• Integrate seamlessly with SLPS’s existing and future ERP systems.

• Deliver accurate reporting, compliance, and audit readiness.

• Provide user-friendly, mobile-friendly, and secure access for all district stakeholders.

2. Project Objectives

The solutions must:

1. Improve efficiency, accuracy, and transparency in professional development tracking and absence/substitute management.

2. Support the Danielson Framework for Teaching (2022).

3. Integrate with SAP (current ERP) and Focus (new ERP), ensuring interoperability during transition.

4. Provide robust analytics and reporting capabilities for leadership decision-making.

5. Launch fully by July 1, 2026.

3. Functional Requirements (Must-Have Capabilities)

3.1 System Integration & Compatibility

1. Seamless integration with Focus ERP and continued interoperability with SAP ERP until full migration is complete.

2. Sync with employee records, pay rates, time worked, and position codes to ensure accurate payroll alignment.

3. Support Single Sign-On (SSO) using SLPS’s authentication system.

4. Auto-sync updates in employee data (role changes, terminations, new hires) into both PD and substitute systems.

5. Ability to import candidates directly from Nimble (ATS) into the substitute pool with minimal manual entry.

3.2 Professional Development Features

1. Data export/download for record retention.

2. User-friendly interface for staff and administrators.

3. Mentor log tracking with time-stamped records.

4. Evaluation and observation tracking aligned with Danielson (2022).

5. Coaching observation tracking with customizable forms.

6. Professional development hours and activities logging.

7. Embedded professional development resources and materials.

3.3 Substitute & Assignment Management

1. Bulk upload substitute data via spreadsheets or HR system.

2. Store substitute certification, qualifications, preferences, availability, and restrictions.

3. Track background checks, certifications, training, and expiration dates with automated alerts.

4. Create and manage specialized pools (e.g., teachers, clerical, paraprofessionals).

5. Manage availability across multiple pools.

3.4 Absence & Vacancy Management

1. Employees must be able to submit absence requests (sick, personal, PD) via mobile app or web.

2. Manage long-term vacancies (medical leave, retirements) with ability to assign multiple subs.

3. Customizable absence approval workflows (e.g., principal approval).

4. Absence categories must tie directly to HR/payroll codes.

5. Support for part-day absences and flexible scheduling.

3.5 Assignment Tracking & Fill Management

1. Dashboard displaying live fill rates by school, department, and district.

2. Calendar views of absences, substitute assignments, and fill rates.

3. Intelligent substitute matching based on availability, qualifications, preferences, and performance.

4. Automatic notifications (email, text, phone) to substitutes when jobs are posted.

5. Configurable assignment rules (e.g., prioritize building subs, retired staff, certified teachers).

6. Push notifications for urgent same-day coverage.

3.6 Data, Reporting & Analytics

1. Reports on fill rates by school, grade, subject, absence type, and vacancy type.

2. Track substitute work frequency, no-shows, and long-term history.

3. Export data tied directly to payroll codes.

4. Identify absence patterns across the district.

5. Customizable dashboards with KPIs (e.g., fill rate by day of week).

6. Support for CSV, Excel, and API exports into ERP or BI tools.

3.7 User Experience & Access

1. Mobile-friendly access for substitutes and staff to submit absences, accept jobs, and clock in/out.

2. Self-service portals:

o Employees: submit/view absences, check status.

o Substitutes: view assignments, set availability, upload documents.

o Principals/Admins: approve absences, assign subs, view fill rates.

3. Role-based access levels (HR, principals, staff, substitutes).

4. Availability of system functions in multiple languages.

3.8 Compliance & Audit

1. Full system audit logs for absence and assignment changes.

2. Substitute electronic check-in/out (geo-tagging optional).

3. Meet student/employee data security standards.

4. Archive and retain records per SLPS retention policy.

3.9 Automation & Customization

1. Automated phone calls to substitutes if they do not respond to notifications.

2. Ability for SLPS to configure assignment preferences, pay rules, and restrictions without vendor intervention.

3. Support for recurring schedules for long-term leave.

3.10 Scalability & Reliability

1. SaaS model with 24/7 availability and minimal downtime.

2. Support thousands of concurrent users.

3. Vendor must provide documented business continuity and disaster recovery plans.

4. Uptime guarantees and defined support response times.

4. Like-to-Have Features (Preferred/Value-Add)

4.1 Advanced Analytics & Insights

1. Forecast staffing gaps using historical absence/fill data.

2. Collect principal/teacher feedback on substitute performance.

3. Track instructional time lost due to unfilled absences and correlate with student outcomes.

4. Benchmark fill rates against peer districts or national averages.

4.2 Enhanced Substitute Engagement

1. Allow staff to request specific substitutes when available.

2. Provide an online hub for substitutes with news, resources, and training videos.

3. Recognition or engagement features to encourage substitute retention.

4.3 Future Scalability

1. Potential integration with additional HR or instructional systems.

2. Support additional user groups (e.g., coaches, volunteers, student teachers).

5. Implementation Requirements

1. Vendor shall provide a detailed implementation roadmap including configuration, testing, data migration, training, and rollout.

2. System must include a plan for in-person presentation/pitch before award.

3. System(s) must be fully implemented and live by July 1, 2026.

6. Deliverables

1. Fully configured software meeting all functional requirements.

2. Integration with SAP and Focus ERP.

3. District-wide pilot and phased rollout plan.

4. Training materials and live training sessions for users.

5. Ongoing technical support and system maintenance.

6. Documentation of reporting/export functionality to ensure compliance.

7. Vendor Proposal Requirements

Vendors must include:

1. Description of how each requirement will be met (see Section 3).

2. Proposed implementation timeline with milestones.

3. Details of training and ongoing support.

4. Case studies/references from other K–12 districts.

5. Pricing (licenses, implementation, training, support).

6. Security certifications and business continuity plans.