Classic Center Authority Answers to Potential.pdf

The Classic Center Authority – Vendor Questions & Responses

Prepared: March 18, 2026

Q1. What are the top 3 business outcomes you’ll declare as “win” at 180 days post go-live? (e.g., fewer payroll corrections, faster time-to-hire, better labor reporting)

A: 1) Reduce payroll errors/corrections and off-cycle checks through stronger validation, audit trails, and cleaner time capture; 2) Shorten time-to-hire and time-to-productivity by consolidating ATS + onboarding (I-9/E-Verify, W-4, direct deposit, acknowledgements) into one workflow; 3) Improve labor reporting and labor distribution (by department/event/cost center) with real-time hours-to-date visibility to proactively manage overtime and event profitability.

Q2. Which compliance areas have been most painful (FLSA/ACA/EEO, tax filings/amendments, audits), and what’s the “cost of failure” internally?

A: Amendments, ACA and updating legal concerns throughout the year

Q3. What creates the most recruiting friction today—and why? (time-to-fill, manager responsiveness, background checks, seasonal spikes, etc.)

A: Yes to all of those and candidate communication back to us, Scheduling interviews

Q4. Do you want performance tied to compensation (merit cycles, promotions, bonus eligibility), and how formal is the approval process?

A: Yes I would like that and it is a very formal process on paper currently and managed through our HRIS system, meaning the dates are in the system and we manually email through the system to initiate the paper review

Q5. How do you handle performance for seasonal/part-time staff — do they participate, or do you want lighter-weight check-ins?

A: Each part time person must work at least 500 hours or have been with us for a year, which ever is longer and yes they gave an abridged review.

Q6. For event-based staff: what does a “typical event” look like operationally— staffing ramp, last-minute adds, multiple roles in a day, different rates, different cost centers? (They specifically call out multi-role rates, job/cost splits, differentials, holidays.)

A: There are always last minutes changes to a schedule, Yes in a single day someone could work multiple position and in different departments with different rates.

Q7. How are pay rate differentials (time-of-day) and holiday pay rules determined today—and who owns the rule governance?

A: Payroll, we own the governance of the rules. Holiday worked is at 1.5 pay a holiday not worked is regular rate and we have an overnight differential for one department at $2.15 an hour the is inplace fron 12am-6am or a full eight hours

Q8. Do managers need real-time visibility into hours-to-date during a payroll period to avoid overtime surprises—and what actions do they take when they see risk?

(They asked for real-time clock data/hours-to-date.)

A: Yes. Managers need real-time hours-to-date (including multiple roles/rates) during the payroll period to prevent overtime surprises and labor overages. When risk is identified, managers should be able to (a) adjust schedules, (b) reassign work to another qualified employee, (c) approve/deny swaps, and (d) escalate exceptions for approval when overtime is operationally required.

Q9. How often do people work multiple departments/events in a single pay period, and do you need labor distribution by event for profitability reporting?

A: Frequently—event operations often require staff to work across departments and/or multiple events within the same pay period. Yes, we need labor distribution by department (shift-level if possible) to support NetSuite GL export and event profitability reporting.

Q10. What swap types do you allow/need? (1:1 swap, give-away, partial shift swap, multi-person trade, swap across locations/departments/events)

A: We need flexibility to support event-based operations: 1:1 swaps, give-away (shift release), partial shift swaps, and swaps across locations/departments/events when the employee is qualified for the role. All swap requests should route through manager approval with visibility into resulting hours and overtime impact. We also need the ability to push open shifts out that staff can pickup with overtime rules in place so someone cannot run up overtime

Q11. If swaps are allowed, how should overtime be handled if a swap triggers OT?

(auto-block swap, allow with warning, require escalation approval)

A: Allow with warning and require approval when a swap would trigger overtime (or push an employee over a configured threshold). The system should surface the projected overtime cost and require an escalation approval path for exceptions.

Q12. What approvals do you require and who can approve?

A: Supervisors/managers approve scheduling actions (open shift claims, swaps, schedule changes) for their teams. Department leadership approves exceptions that create overtime or exceed budgeted labor targets. Payroll/HR approves pay-impacting exceptions (rate overrides, retro corrections, special differentials) and maintains governance of pay rules.

Q13. Are there role-based ratios or minimum staffing requirements tied to certification (e.g., 1 certified supervisor per X staff, etc.)?

A: Not at this time

Q14. Do you want auto-assignment suggestions based on skill match, seniority, cost, availability, and past performance?

A: Yes. We want auto-assignment suggestions based on skill/credential match, availability, cost considerations, and prior experience/performance (where available), with final manager approval.

Q15. Do you want open shifts posted for bidding/claiming (first-come-first-served vs seniority vs skill score)?

A: Yes. Open shifts should be posted for claiming, with eligibility rules based on qualifications/credentials and fairness controls. Selection can be first-come-first-served among qualified staff, with optional prioritization based on seniority/skill score for certain roles as configured.

Q16. Should employees be able to set availability and preferences (days, times, locations, event types) and have the schedule engine respect them?

A: no but they should be able to put in schedule request for day need off.

Q17. Do you need rules to prevent “gaming” (employees grabbing all premium shifts, caps per week, fairness distribution)?

A: Yes. We need configurable guardrails such as caps on premium shifts per week/pay period, fairness distribution rules, and restrictions on claiming multiple overlapping premium shifts.

Q18. Can employees be scheduled into multiple roles in the same day with different rates?

A: Yes—employees may work multiple roles in the same day, potentially in different departments, with different rates and cost centers.

Q19. How should the rate be determined (job, assignment, skill premium, union class)?

A: Rates should be determined primarily by the assigned job and their particular rate for that job, with the ability to apply configured differentials (time-of-day, overnight, holiday worked) and any approved premiums. Any manual overrides should be controlled by role-based permissions and captured in audit logs.

Q20. Do you need labor distribution by event/cost center at the shift level for NetSuite GL export (or profitability reporting)?

A: Yes. We need shift-level labor distribution by department for accurate NetSuite GL export and event profitability reporting.

Q21. Do you need to schedule across multiple locations/venues and prevent double-booking?

A: Yes. We operate across the Convention Center, Theatre, and Akins Ford Arena and need scheduling that prevents double-booking across venues/departments and highlights conflicts in real time.

Q22. What notification channels are required (SMS, push, email) and what is the tolerance for opt-outs?

A: SMS, push notifications, and email are required. Employees should be able to manage preferences, but we need a way to ensure critical operational messages (e.g., same-day changes) reach staff—typically via at least one mandatory channel or escalation path when a user opts out.

Q23. Do you need “run of show” updates (shift changes, gate opens early, event delayed) broadcast to assigned staff?

A: Yes. We need the ability to broadcast run-of-show updates and real-time changes (call times, gate open changes, delays, cancellations, position changes) to assigned staff and supervisors.

Q24. Do you need manager live view for check-in status (who has arrived, no-shows, replacements requested)?

A: Yes. Managers need a live view of check-in status (arrived/not arrived/no-show), plus tools to request replacements and communicate changes quickly.