Appendix 1 - Functional and Technical Requirements.xlsx
XLSX spreadsheet 32 KB Posted
- Attached to
- APD Scheduling Software State and local contract opportunity
- Solicitation number
- R-2476
- Issued by
- Arapahoe County, Colorado
About this file
The document is an Excel-based Functional and Technical Requirements spreadsheet for the Aurora Police Department (APD) Scheduling Software procurement in Colorado. The detailed requirements outline a comprehensive workforce management and scheduling system for public safety personnel, with specific needs spanning shift scheduling, employee self-service, time and absence management, overtime tracking, notifications, reporting, integrations, and mobile accessibility. The system must provide 99.9% uptime, support 24/7 coverage, integrate with Workday via certified APIs, and offer SOC 2 compliance and data encryption.
Key technical requirements include robust scheduling capabilities with rules-based assignments, automated duty roster generation, certification tracking, employee request management, and configurable analytics dashboards. The system must support multi-platform access (web, iOS, Android), provide granular access controls, maintain comprehensive audit logs, and enable seamless integrations with existing systems like CAD, RMS, and Payroll. Additional critical features include real-time workload analytics, secure messaging, automated notifications, and the ability to configure workflows and permissions without vendor involvement. The procurement emphasizes a vendor-supported SaaS solution that can handle the complex scheduling needs of a modern public safety organization while maintaining high security and compliance standards.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| R-2476 APD Scheduling Software.pdf | ||
| Appendix 2 - Cost Proposal.xlsx | XLSX spreadsheet |
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Text version
Requirements
| Category | Required / Optional | Business Needs and Requirements | Met | Met | |
| with Configuration | Met | ||||
| with Customization | Cannot | ||||
| Meet | Customization | ||||
| Estimate (Hrs.) | Comments | ||||
| Enter a value of Y in only one of columns D-G. Leave other cells in columns D-G blank. Ensure every row has one, and only one, Y in columns D-G. If column F is Y, provide a total hours estimate (as a single number) in column H. | |||||
| Architecture | |||||
| Non-Functional | Required | System is a vendor supported SaaS solution. | |||
| Non-Functional | Required | System must provide 99.9% uptime with disaster recovery. | |||
| Non-Functional | Optional | System will support multi-department scheduling. | |||
| Non-Functional | Required | System must allow rules changes without vendor involvement. | |||
| Non-Functional | Required | System must seamlessly integrate with Workday via certified API's. | |||
| Non-Functional | Required | System must offer SOC 2 compliance and data encryption. | |||
| Scheduling & Workforce Management | |||||
| Shift Scheduling | Required | System must provide rules-based scheduling for 24/7 coverage. | |||
| Shift Scheduling | Required | System must supports rotating and static shifts. | |||
| Shift Scheduling | Required | System must auto-generates daily duty rosters and real time color-coded staffing views. | |||
| Shift Scheduling | Required | System must support extra-duty/off-duty scheduling including court and training and other work. | |||
| Shift Scheduling | Required | System must support drag-and-drop capabilities to move and reassign employees instantly. | |||
| Shift Scheduling | Required | System must alert to minimum staffing levels by role, certification, and location, with alerts for shortages. | |||
| Shift Scheduling | Required | System must provide over- and understaffing alerts. | |||
| Shift Scheduling | Required | System must prevent scheduling unqualified personnel. | |||
| Shift Scheduling | Required | System must automatically identify qualified personnel to backfill vacancies. | |||
| Shift Scheduling | Required | System must provides rules-based employee scheduling based on skill set, certification, qualification, availability, seniority, and other requirements. | |||
| Shift Scheduling | Required | System must track certifications/licenses and notify upcoming expirations. | |||
| Shift Scheduling | Required | System must record assignment history for accountability. | |||
| Shift Scheduling | Required | System must generates daily duty rosters and multi-day schedules by employee, unit, shift, day, week, month, and year. | |||
| Shift Scheduling | Required | System must allow for the beat and vehicle free text assignments on daily rosters | |||
| Shift Scheduling | Required | Shift assignment, permissions, etc. must require a start date and optional end date | |||
| Shift Scheduling | Required | System must allow recurring roster patterns (daily/weekly/monthly or custom intervals). | |||
| Shift Scheduling | Required | System must provide rule‑based automated shift call‑outs. | |||
| Shift Scheduling | Required | System must prioritize call‑out assignments by role, seniority, and proximity (configurable weighting). | |||
| Shift Scheduling | Required | System must send configurable alerts when staffing levels fall below thresholds. | |||
| Shift Scheduling | Optional | System must support scenario‑based schedule previews and "what‑if" modeling for managers prior to publishing schedules. | |||
| Shift Scheduling | Required | System must have the ability to mass assign schedules, assignments, etc. (Patrol Bid) | |||
| Shift Scheduling | Required | System must have the ability to add/modify mass schedules for a specific event, call out, etc. | |||
| Employee Self-Service | |||||
| & Requests | Required | System must allow employees to view/manage schedules and profiles | |||
| Employee Self-Service | |||||
| & Requests | Required | System must be allowed to fill open shifts and enter preferences | |||
| Employee Self-Service | |||||
| & Requests | Required | System must allow employees to submit time-off, swap, and extra-duty requests. | |||
| Employee Self-Service | |||||
| & Requests | Required | System allow employees to accept/deny work, set contact methods and make request by phone or email. | |||
| Employee Self-Service | |||||
| & Requests | Required | System must allow employees to enter availability and preferences | |||
| Employee Self-Service | |||||
| & Requests | Required | System must allow employees to bid on shifts, overtime, and PTO (Seniority or policy based) | |||
| Employee Self-Service | |||||
| & Requests | Required | System must expedite employee request by notifying managers. | |||
| Employee Self-Service | |||||
| & Requests | Required | System must notify employees when requests are approved or denied. | |||
| Employee Self-Service | |||||
| & Requests | Required | System must flag requests that do not meet business rules | |||
| Employee Self-Service | |||||
| & Requests | Required | System must support a full audit trail for all scheduling actions. i.e. submissions/approvals/denials | |||
| Employee Self-Service | |||||
| & Requests | Optional | System must support employee‑initiated shift trades. | |||
| Employee Self-Service | |||||
| & Requests | Required | System must enforce approval workflows for shift trades, time-off, OT, etc. | |||
| Employee Self-Service | |||||
| & Requests | Required | System must allow employee to sign up for open work and overtime | |||
| Time & Absence Management | Optional | System must supports clock-in/out functionality. | |||
| Time & Absence Management | Required | System must support working/non-working codes including vacation, overtime, shift differentials | |||
| Time & Absence Management | Required | System must track accrued time-off balances, including overtime, and usage. | |||
| Time & Absence Management | Required | System must set and monitor daily absence limits | |||
| Time & Absence Management | Required | System must track and apply rules for time-off and scheduling requests. | |||
| Time & Absence Management | Required | System must support unique absence policies for compliance | |||
| Time & Absence Management | Required | System must support policy‑driven approval for overtime. | |||
| Time & Absence Management | Required | System must assign pay codes for extra-duty events. | |||
| Time & Absence Management | Required | System must support scheduling of extra‑duty events (e.g., court, training). | |||
| Time & Absence Management | Required | System must assign pay codes to events | |||
| Time & Absence Management | Required | System must enforce fatigue management through rest‑hour policies. | |||
| Time & Absence Management | Required | System must enforce fatigue management via rest-hour policies | |||
| Time & Absence Management | Required | System must track employee schedule/actual hours and fatigue exposure | |||
| Time & Absence Management | Required | System must enforce union, HR, organizational policies and FLSA laws. | |||
| Time & Absence Management | Required | System must conducts automated emergency recall to deploy resources quickly and efficiently. | |||
| Time & Absence Management | Required | System enforces a lockout period for payroll processing | |||
| Time & Absence Management | Required | System must allow for an integration or upload of subpoenas for employees' court appearances | |||
| Notifications & Alerts | Required | System must sends notifications for shift changes, assignments, changes, and approvals via text, email, and voice. | |||
| Notifications & Alerts | Required | System must track communication history with audit log. | |||
| Notifications & Alerts | Required | System must integrate with voice, text and email for notifications. | |||
| Overtime Management | Required | System must manage, reduce, and track overtime fairly using configurable rules. | |||
| Overtime Management | Required | Identifies eligible employees based on status, fatigue, and availability. | |||
| Overtime Management | Required | Allows sign-ups and policy-driven overtime approval. | |||
| Scheduling Reports | Required | System will generate report on absence trends | |||
| Scheduling Reports | Required | System will generate audit reports for scheduling and certifications. | |||
| Payroll Processing | Required | Robust/Configurable rules to ensure entry compliance with department, City, FLSA, grant, etc. requirements. | |||
| Payroll Processing | Required | System must accommodate positive time entry and exception time entry. | |||
| Payroll Processing | Required | System supports business rule enforcement for timely processing. | |||
| Payroll Processing | Required | System allows for the ability to charge to different cost centers, other departments, etc. | |||
| Licensing & Users | |||||
| Licensing & Users | Required | System must support an unlimited number of named and concurrent users; if any technical or contractual limits apply, Vendor must disclose the limits and provide pricing for additional users. | |||
| Licensing & Users | Required | System licensing must not be based on storage volume, transaction volume, or user count; if any usage-based limits or overage fees apply, Vendor must disclose and price them. | |||
| Licensing & Users | Required | Non‑agency user accounts must be supported with scoped, permission‑limited access. | |||
| Platforms & Access | |||||
| Platforms & Access | Required | System must be accessible via a standards‑compliant web browser on desktop/laptop devices. | |||
| Platforms & Access | Required | System must be accessible via an iOS and Android mobile application on smartphones and tablets. | |||
| Hosting, Updates & Availability | |||||
| Hosting, Updates & Availability | Required | System must offer automatic software updates (no manual patching required by the City). | |||
| Hosting, Updates & Availability | Required | System must maintain at least 99.9% measured uptime (high availability), excluding scheduled maintenance windows disclosed in advance. | |||
| Security & Compliance | |||||
| Security & Compliance | Required | System must encrypt all customer data at rest using industry‑standard strong encryption. | |||
| Security & Compliance | Required | System must encrypt all data in transit using TLS (or successor secure transport protocols) end‑to‑end. | |||
| Security & Compliance | Required | System must be independently audited and compliant with SOC 2 Type II or ISO/IEC 27001 (evidence required). | |||
| Security & Compliance | Required | System must support FedRAMP‑equivalent public‑sector security and compliance controls (evidence of mapping required). | |||
| Security & Compliance | Required | System must be developed and maintained using secure coding practices aligned with OWASP and relevant NIST guidance. | |||
| Data Protection & Recovery | |||||
| Data Protection & Recovery | Required | System must provide automated, scheduled, and on‑demand data backups covering all customer data and configuration. | |||
| Data Protection & Recovery | Required | System must provide tested disaster recovery capabilities with defined recovery point objective (RPO) and recovery time objective (RTO) commitments. | |||
| Analytics & Reporting | |||||
| Analytics & Reporting | Required | System must provide real‑time workload and staffing analytics. | |||
| Analytics & Reporting | Required | System must provide real‑time overtime and labor‑cost analytics. | |||
| Analytics & Reporting | Required | System must offer configurable analytics dashboards that City users can create and modify without Vendor assistance. | |||
| Analytics & Reporting | Optional | System must support labor‑cost budget forecasting (automated projections based on historical and scheduled data). | |||
| Messaging & Notification | |||||
| Messaging & Notification | Optional | System must support real‑time in‑app messaging between users. | |||
| Messaging & Notification | Optional | System must support group chat for shift coordination and operational teams. | |||
| Messaging & Notification | Required | System must maintain an auditable log of all messaging activity. | |||
| Messaging & Notification | Required | System must send real‑time notifications via in‑app alerts, email, SMS text, and voice call (configurable by event type and user preference). | |||
| Messaging & Notification | Required | System must track and report notification and message delivery status (sent, delivered, failed, acknowledged where applicable). | |||
| Access Control, Permissions & Segmentation | |||||
| Access Control, Permissions & Segmentation | Required | System must allow administrators to create and modify user groups based on job duties and/or exceptions at any time. | |||
| Access Control, Permissions & Segmentation | Required | System must allow administrators to grant granular read/write or read‑only permissions to each function or data domain per user or group, and change those permissions at any time. | |||
| Access Control, Permissions & Segmentation | Required | System must implement role‑based access controls, including privileged administrative roles (e.g., system managers) restricted to authorized users. | |||
| Access Control, Permissions & Segmentation | Optional | System must support mapping of specific Active Directory (AD)/Workday attributes to security groups so users inherit correct permissions when moved between groups. | |||
| Audit & Logging | |||||
| Audit & Logging | Required | System must track all changes to any employee | |||
| Audit & Logging | Required | System must log all user account and security permission lifecycle events (account creation, disablement, group creation/disablement, permission changes, group deletions) with username, date, time, and source. | |||
| Audit & Logging | Required | System must provide a complete audit trail of every employee, including history | |||
| Audit & Logging | Required | System must log all data record create, update, and delete transactions across the system with username, date, and time. | |||
| Audit & Logging | Required | System must maintain immutable, tamper‑evident audit logs of all messaging events (sent, received, edited, deleted). | |||
| Data Management & Retention | |||||
| Data Management & Retention | Required | System must allow the City administrators to define retention schedules. | |||
| Data Management & Retention | Required | System must allow authorized City administrators to define archival policies (how long data and history are retained and when archived or purged) at a granular level. | |||
| Data Management & Retention | Required | System must support automated backups | |||
| Data Management & Retention | Required | System must support disaster recovery | |||
| Data Management & Retention | Required | System must support retention configuration by administrators | |||
| Configuration, Validation & Usability | |||||
| Configuration, Validation & Usability | Required | System must be rules‑based and configurable by authorized City staff without Vendor involvement (e.g., item types, locations, users, attributes, workflows). | |||
| Configuration, Validation & Usability | Required | System must allow staff to choose from vendor‑provided web page layout options and further customize layouts in‑house using HTML or similar configuration tools. | |||
| Configuration, Validation & Usability | Required | System must provide configurable data‑entry validation, error checks, and safeguards to reduce data entry errors prior to saving records. | |||
| Document & Form Management | |||||
| Document & Form Management | Required | System must support uploading and storing scanned documents and linking them to database records (PDF and common file formats). | |||
| Document & Form Management | Required | System must support customizable shift templates. | |||
| Document & Form Management | Required | System must support reusable shift template pattern libraries for rapid schedule creation. | |||
| Document & Form Management | Required | System must automate roster creation from approved templates. | |||
| Document & Form Management | Required | System must generate print-formatted daily rosters integrated with court dates and other department messaging | |||
| Support, Training & Incident Response | |||||
| Support, Training & Incident Response | Required | Vendor must provide Help Desk / technical support to assist end users during normal business hours (define days/hours and supported channels). | |||
| Support, Training & Incident Response | Required | Vendor must provide defined service level agreements (SLAs) for response and resolution times on support tickets. | |||
| Support, Training & Incident Response | Required | System must include online contextual help within the web portal, plus access to an online training site and searchable knowledge base/wiki for staff. | |||
| Support, Training & Incident Response | Required | Vendor must provide immediate notification to the City upon detection of any data breach affecting hosted systems, including details of impacted data as information becomes available. | |||
| Support, Training & Incident Response | Required | Vendor must provide training | |||
| Support, Training & Incident Response | Required | Vendor must immediately notify of data breaches | |||
| Support, Training & Incident Response | Required | Vendor must deliver detailed reporting of compromised data | |||
| Integrations & API's | |||||
| Integrations & APIs | Required | System must provide secure API for data retrieval, submissions and updates. | |||
| Integrations & APIs | Required | System much integrate with CAD, RMS, Payroll and other City systems. | |||
| Integrations & APIs | Required | System must support import and export of data via CSV files. | |||
| Integrations & APIs | Required | System must provide documented, secure RESTful APIs supporting create, read, update, and delete operations on system data. | |||
| Integrations & APIs | Required | System must support OAuth‑based authentication (or equivalent modern delegated auth) for all API access. | |||
| Integrations & APIs | Required | System must connect to cloud integration platforms (e.g., Azure Logic Apps) through standards‑based connectors or webhooks. | |||
| Integrations & APIs | Required | Vendor must provide documentation describing major features and data objects accessible via the APIs. | |||
| Integrations | Required | System can integrate with Workday for access to personnel and payroll information. | |||
| Integrations | Required | System can integrate with Okta/Workday for user authentication, employee information and the APD organizational hierarchy. | |||
| Integrations | Optional | System can use OKTA SCIM provisioning to assign personnel to groups for issuing equipment subject to roles. | |||
| Integrations | Required | System must sync employee profiles from Workday HCM. | |||
| Integrations | Required | System must sync positions and organizational structure from Workday. | |||
| Integrations | Optional | System must sync terminations and personnel changes automatically. | |||
| Integrations | Optional | System must sync certifications and credential updates to Workday. | |||
| Integrations | Required | System must sync approved time entries to Workday Time Tracking. | |||
| Integrations | Required | System must sync overtime entries to Workday. | |||
| Business Intelligence/Reporting | |||||
| Business Intelligence/Reporting | Required | System must provide comprehensive management information and reporting capability, including user defined/generated ad-hoc reports. | |||
| Business Intelligence/Reporting | Required | System offers customized reporting with user controlled filters prior to running each report. Filters allows the user to narrow the report specification choosing only relevant data. | |||
| Business Intelligence/Reporting | Required | System will allow all reports the ability to be previewed on screen, printed, saved to file, or output as Excel spreadsheet, HTML, or PDF files. | |||
| Business Intelligence/Reporting | Required | System completes all transactions, reports, integrations in real-time (no batch processes). | |||
| Business Intelligence/Reporting | Required | System provides an embedded report writer that is easily learned by city report writers. | |||
| Business Intelligence/Reporting | Required | System provides out of the box dashboards and reports. | |||
| Business Intelligence/Reporting | Required | The reporting system allow the customer to extract all data elements that are in the database(s) from the system at no additional charge. | |||
| Business Intelligence/Reporting | Required | System has the ability to launch parameterized reports (date range, other dimensions) in a reports dashboard | |||
| Business Intelligence/Reporting | Required | System supports a role-based security for viewing or generating reports | |||
| Business Intelligence/Reporting | Required | System allows for export of analytical information | |||
| Business Intelligence/Reporting | Required | System has the ability to send out scheduled reports to dynamically-generated groups | |||
| Business Intelligence/Reporting | Required | System reporting is real-time | |||
| Business Intelligence/Reporting | Required | System allows for export in multiple formats (Excel, CSV, pdf,...) | |||
| Mobile | |||||
| Mobility | Required | System is WCAG 2.1 Level II compliant | |||
| Mobility | Required | Mobile and/or GPS enabled mobile device application has the same functionality as the browser based application. | |||
| Mobility | Required | Mobile app is available for iPhone. | |||
| Mobility | Required | Mobile app is available for iPad | |||
| Mobility | Required | Mobile app is available for Android | |||
| Mobility | Required | Mobile app or browser app is available for Mobile Data Computer (MDC) |
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