Exhibit A Functional Requirements.xlsx
XLSX spreadsheet 37 KB Posted
- Solicitation number
- CCITC01022026
- Issued by
- Marquette County, Wisconsin
About this file
This file contains functional requirements documentation for a cloud-based Public Safety Scheduling and Time & Attendance solution being procured by the City-County Information Technology Commission (CCITC) on behalf of Marathon County, the City of Wausau, and North Central Health Care in Wisconsin. The solution must support the operational needs of public safety departments including law enforcement, fire, and EMS. The system is required to provide comprehensive schedule management capabilities accommodating multiple schedule types (group, individual, rotation, shift, on-call, and demand-based), maintain shift configurations with varying hours, start times, end times, and multiple skill requirements, and support automated staffing with workload restrictions and conflict identification. The solution must also manage open shift notifications, bidding processes for shifts and time off, overtime management with FLSA compliance, and administrative functions including schedule publishing, multiple notification methods, and timesheet approval workflows.
The functional requirements document specifies extensive time entry capabilities including web-based employee self-service, manual entry, and mobile device options with support for multiple timesheet layouts and formats. The system must handle leave request management with real-time accrual balance validation, workflow-based approvals, and support for unlimited leave time codes with customizable accrual schedules. Additional requirements include comprehensive attendance tracking to compare scheduled work against absences, FMLA tracking, and detection of undocumented leave conditions. The solution must provide extensive reporting functionality including canned reports, ad-hoc queries, and custom report generation with role-based security, along with web-based and mobile app interfaces supporting single sign-on and integration with Workday via API. The document does not specify pricing, contract term, response deadlines, or other procurement timeline details.
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Other files
| File | Type | Posted |
|---|---|---|
| Public Safety Scheduling and Time and Attendance RFP.pdf | ||
| RFP Vendornet QA.xlsx | XLSX spreadsheet | |
| Public Safety Scheduling and Time Tracking RFP V2.pdf |
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Text version
Funtional Requirements Category Requirement
| System has the ability to: | Included in base | Requires additional module | Requires customization | 3rd party solution / partner | Not available | Comments |
| Schedule Mgmt | Accommodate the following types of schedules: | |||||
| Group schedules | ||||||
| Individual schedules | ||||||
| Rotation schedules | ||||||
| Shift schedules | ||||||
| Post | ||||||
| On-call/standby | ||||||
| Demand-based schedules | ||||||
| Other, user-defined schedules | ||||||
| Maintain the following tables for schedule creation: | ||||||
| Shift | ||||||
| Division | ||||||
| Rotation (number of days on and off) | ||||||
| Work positions | ||||||
| Work assignments | ||||||
| Leave types (sick, vacation, military, etc.) | ||||||
| Mandatory and non-mandatory fill position indicator | ||||||
| Alert when minimum or maximum thresholds aren't met | ||||||
| Schedule shifts that cross multiple days (e.g. start at 6PM on day one and complete at 2AM on day two | ||||||
| Schedule meals and breaks, as well as start and end times | ||||||
| Populate holidays and other closures in the schedule, system wide | ||||||
| Implement alternate schedules (e.g., ad-hoc schedules for circumstances of single occurrence) | ||||||
| Support a minimum of 200 schedules, including user-defined schedules | ||||||
| Accommodate unlimited schedule changes and adjustments on demand. | ||||||
| View multiple schedules at once | ||||||
| View and maintain all previous schedules | ||||||
| Shift Mgmt | Maintain various defined shifts with the following characteristics: | |||||
| Varying hours per shift | ||||||
| Start times | ||||||
| End times | ||||||
| Duration | ||||||
| Multiple shift patterns | ||||||
| Multiple employee roles | ||||||
| Required certifications of resources for the shift | ||||||
| Multiple locations | ||||||
| Multiple sub-locations | ||||||
| Multiple skill requirements | ||||||
| Maintain at least 50 different shift configurations in the table of defined shifts | ||||||
| Prohibit resources from being scheduled for particular shift that do not meet prescribed requirements | ||||||
| Override restrictions on employees being scheduled for a particular shift | ||||||
| Assign the number of personnel required each day for defined positions and days (e.g. minimum clerical staff at a particular office on Mondays) | ||||||
| Identify variances (both positive and negative) between required number of personnel and actual scheduled for a given position on a given day. | ||||||
| Create calendar/rosters of projected absences | ||||||
| Define split shift rotations | ||||||
| Resource Assignment | Utilize department roles for automated staffing including the following information: | |||||
| Staffing minimums | ||||||
| Roster vacancies due to leave time | ||||||
| Insufficient "qualified" candidates (e.g. certifications, etc.) | ||||||
| Temporarily assign employees | ||||||
| Define workload restrictions for each position: |
- Number of hours between shift
- Maximum hours worked per regular shift
- Maximum hours worked per regular week
- Maximum overtime hours per time period
| Identify an assignment that conflicts with a rule | |
| Route an alert/notification when defined hour-limit is reached | |
| Override workload restrictions | |
| Accommodate work time trades between employees | |
| Swap shifts and document who is on shift each day | |
| Assign role worked to drive higher class paycodes | |
| Allow transfers of staff to other crew schedules and maintain swaps/vacations | |
| OpenShifts | |
| Automatically contact employees via telephone, email, text messaging and web to offer an assignment (e.g., overtime availability, open shifts) and update the real-time roster. | |
| Produce a list of each absence by rules and create the call log | |
| Allow the configuration of the order in which employees are contacted based on any data field in the employee master file (e.g. seniority, last shift worked, etc.) | |
| Maintain a log of all employees who have been contacted | |
| Bidding | Support the shift bid process for certain eligible groups of employees |
| Support the time off bid for certain eligible groups of employees | |
| Bid crew and station assignments | |
| Support the overtime bid process for certain eligible groups of employees | |
| Overtime | Identify employee as unavailable for overtime for a given time period and specify a reason |
| Define a mandatory overtime backfill list based on prescribed business rules | |
| Fill overtime shifts based on seniority | |
| Calculate overtime based on FLSA regulations and contract or county/city policy. Multiple different rules for different types of employees | |
| Track total overtime hours worked, both before time worked or after | |
| Admin | Publish and print an official/final schedule |
| Ability to preserve the schedule in the event the system is unavailable due to planned or unplanned downtime | |
| Support multiple notification methods including but not limited to: |
- Telephone
- Text Messaging/SMS
- Cell Phone mobile app
| Audit log for shift swaps | |
| End of pay period shift carryover | |
| Allow time to be tracked using either AM/PM or military time | |
| Approve timesheets within the solution | |
| Automatic shift differential check | |
| Auto post for contractual rules | |
| Deputy on a 4/2 schedule that works a different number of hours in a pay period but paid for the same number of hours | |
| Comp time payouts - ability to request own thru Workday | |
| Ability to update job titles from Workday - Integration? | |
| Time Entry | Enter time in the following ways: |
| Web-based, employee-self service | |
| Manual entry at a workstation | |
| Mobile device (mobile app) | |
| Load from schedule | |
| Import time entry from interface | |
| Support multiple timesheet layouts that include: | |
| Exempt view where only exception time off is entered | |
| Hourly view where all hours worked are reported, but where hours worked are reported in time in/out format | |
| Hourly format where hours worked are reported in elapsed hours | |
| Scheduled-based view (e.g. by two-week pay period, 21-day cycle) | |
| Ability for an employee to enter all time for all time worked and all time off | |
| Allow time to be entered based on Entity-defined rules including daily, weekly, and bi-weekly | |
| Default the schedule for time entry purposes | |
| Default the defined pay period for time entry | |
| Allow entry for timecards for current plus at least two additional (future) pay periods | |
| Allow employees to enter time on demand | |
| Track activity codes for time entry purposes | |
| Display employee accrual balances on time entry screen to consolidate and simplify time entry | |
| Show accrual balances in real time in the employee timecard | |
| Capture additional information associated with time entry, such as projects, equipment, cost center, department ID, program, activity code, and tasks | |
| Record time for multiple positions as a result of a mid-period transfer | |
| Handle schedule/department/job changes retroactive to reported time being entered prior to submission | |
| Record time for multiple positions worked on a single day (e.g. out of class) | |
| Ability to provide time codes to support various FLSA calculations | |
| Restrict time reporting codes entered by employees to those selected for the employee’s group | |
| Restrict time reporting codes entered by employees at the individual employee level | |
| Restrict time reporting codes to be entered by staff with appropriate security permissions (e.g., FMLA, tuition reimbursement, worker's comp, police equipment) | |
| Default a standard number of hours per pay period for exempt employees | |
| Reduce generated standard hours by exception time for exempt employees (e.g. vacation, sick). | |
| Ability to evaluate an employee's total number of hours worked in a pay period and add hours from a reserve bank in order to record a pre-defined number of hours worked in the pay period | |
| Provide the option to restrict entries by inactive/terminated employees | |
| Designate a back-up for employees that are unable to enter or approve their time (e.g., due to sick leave) | |
| Provide warning or to prevent employees (per user-defined criteria) from making duplicate time entries (e.g., cannot submit time twice) | |
| Secure the timesheet data from any updates or changes after a designated sign-off | |
| Ability to generate timecards for a pay year | |
| Print a timecard from the system for manual time tracking | |
| Print a range of timecards by employee group, time period, or other user-defined criteria | |
| Overtime | Ability to enforce requiring preapproval of overtime to occur prior to when the work has been performed |
| Allow overtime approval to occur prior to the work being performed | |
| Allow overtime approval to occur after the work has been performed | |
| Project/Grant Time Entry | Track time towards projects or grants based upon the specific pay code at the time it was worked |
| Provide a drop-down of project codes/names that an employee is eligible to enter time against, avoiding the need to manually enter each project code/name with the ability to filter by user-defined parameters (e.g., department, division). | |
| Perform data validation upon the completion of all time entries | |
| Validations | Perform data validation upon the submission of timesheet by the individual employee |
| Display a complete list of error messages for an entry (i.e., not only the first error) | |
| Allow corrections to be made to postings suspended due to validation errors | |
| Enforce full edit/validation rules for all updates | |
| Allow end users (with appropriate security permissions) to configure audit and entry rules to align with Entities business needs | |
| Accommodate Fair Labor Standards Act (FLSA) laws based on the Entity's current pay codes | |
| Should adhere to all current and future local, State, and Federal laws | |
| Review & Approve | Ability to require online approval of time by managers |
| Allow management review of timecards on the detail and summary levels | |
| Route timesheets to Entity-identified users based on the time entry codes entered | |
| Route (through workflow) timecards to multiple managers (including Finance Department) for review, edit, and approval (i.e., in instances where employee has worked for multiple managers) | |
| Allow a supervisor or other time reviewer/approver to view the status of submitted/unsubmitted time sheets for all of their direct reports | |
| Allow staff with the appropriate security permissions to make edits to the timesheet data after sign-off | |
| Provide edits to ensure that timesheet entry is completed and required approvals have been received before submitting to automated payroll processing | |
| Allow employees to edit the current period time after manager approval, requiring the manager to reapprove any changes | |
| Allow managers to edit employee timecards in the current period | |
| Allow managers to perform mass edits on employee timecards (with appropriate authorization) | |
| Ability to require electronic signatures for time approval | |
| Configure the time entry hierarchy for approvals | |
| Process and approve timesheets and time reports in a decentralized and electronic format | |
| Ability to hold data entered on-line in a suspense or pending file until approved electronically and released for processing | |
| Notifications | Provide reminders to employees to complete time entry |
| Notify employees and/or a supervisor of rejected timecard (via workflow) | |
| Notify employee/approvers of timecard errors. The system must be able to send additional e-mail alerts escalating the issue to higher level individuals or designated backup individuals | |
| Notify managers of timecard revisions to prior periods. The system must be able to send additional e-mail alerts escalating the issue to higher level individuals or designated backup individuals | |
| Notify approvers of timecards pending approval | |
| Notify employees or managers when they have not submitted or approved timesheets. The system must be able to send additional e-mail alerts escalating the issue to higher level individuals or designated backup individuals. | |
| Notify employees of any edits to their reported time | |
| Provide an alert when the employee is reaching or has reached maximum bank | |
| Audit Trail & History | Provide audit trail reporting of all data entries, changes and deletions by user, date, time and workstation |
| Record employee’s approval of a timesheet | |
| Ability to store time and attendance history data, including: | |
| Employee name | |
| Employee ID number | |
| Work group | |
| Dates | |
| Time/leave, including time and type (e.g., overtime, vacation, etc.) | |
| Manager approval history | |
| Store time and attendance history for the Entity-defined period of time with the ability to archive data | |
| Leave Requests | Allow employees to submit leave requests |
| Provide a web-interface for time off request submittal by employees (vacation time, comp time, planned sick time, holiday special) | |
| Display leave accrual rates, codes, maximum balances and history to employee as time is being entered with data as-of the prior pay period | |
| Validate leave balances real-time (based on the actuals from the previous period) at the point of entry | |
| Validate leave requested or leave time entered by staff | |
| Perform workflow functions for electronic leave request approval, including: | |
| Request submittal | |
| Manager(s)/Supervisor(s) review/decision | |
| Request status monitoring | |
| Notification of request approval/decline | |
| Other user-defined | |
| Set limits and qualifying conditions on use of leave time | |
| Project an employee’s leave balance, considering any future accruals and existing requests | |
| Provide proper levels of data encryption for data that is considered private to the employee and/or subject to HIPAA | |
| Show the employee and supervisor whether the time off requested will actually be available at the future date, when considering all other approved time off and any other accrued time off in the meantime that is scheduled to occur | |
| Notify user of attempt to submit leave request where accrued time is less than requested time | |
| Make certain dates "unavailable"; meaning no leaves will be accepted by the system for those days for some or all employees | |
| Restrict or allow sick and vacation leave to be used only after it is earned | |
| Send an alert/notification to employee and supervisor when accrual maximum/minimum for leave time/s is approaching | |
| Allow real-time access to accumulated sick and vacation time, based on access level of the user | |
| Notify employees of rejected leave requests | |
| Designate a back-up for leave request approval (e.g., when approving manager is not available). | |
| View leave request in a calendar view format | |
| Leave Time | Capture and track leave for unlimited leave time codes |
| Maintain leave accrual schedules, containing leave type and accrual rates | |
| Enforce user-defined rules for leave accrual and usage (e.g., holiday accrual and usage may differ across employee groups) | |
| Configure leave accruals according to employee type | |
| Limit leave time earned by employee and by user-defined groups (maximums) | |
| Track all types of leaves in user-defined units | |
| Account for all leave time at varying accrual rates | |
| Define and assign leave accrual schedules by job class and FLSA (or other user-defined classification), with override capability at the individual employee level | |
| Accommodate partial leave accrual for part-time employees based on actual time worked | |
| Accrue sick and vacation time at the end of a user specified period (e.g., day, week, pay period, or month) | |
| Capture and maintain breaks in service | |
| Track and maintain shared leave detail including (but not limited to) donating employee, receiving employee, leave balances | |
| Accommodate cumulative (rollover) and non-cumulative (use-it-or-lose-it) leave accruals | |
| Set a maximum for cumulative (rollover) leave accruals | |
| Allow for establishing Entity-defined business rules for leave roll-overs (e.g. unused personal day automatically rolls into vacation day) | |
| Temporarily suspend leave accrual (e.g., during unpaid leave) | |
| Ability to require that accruals be configured to accrue on any frequency, including (but not limited to) daily, each holiday, weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annually, annually | |
| Project future balances based on debits and credits of leave time | |
| Provide daily balances in real-time of available employee comp and leave time | |
| Provide a view/query into prior leave accrual balances as of a certain past date or prior pay period (e.g. look-back to see leave balance as of two months ago) | |
| Ability to calculate liability for unused earned leave at regular intervals and on demand | |
| Allow a system-generated flag to be configured for the expiration of a certain leave type (e.g., alert appears at 60-days prior, 30-days prior, etc.) | |
| Ability to alert managers/supervisors on leave usage exceptions | |
| Override leave balances based on leave type with appropriate security permissions | |
| Add, edit, or delete leave events in current pay period with appropriate security permissions | |
| Attendance Tracking | Compare absence time with scheduled work time to detect absence conditions |
| Process mass absences at the Entity, Department, Division or other user-defined leve | |
| Track and detect certain absence conditions (undocumented leave or comp time used) | |
| Track FMLA used and FMLA available (based on hire date, length of service, and hours of FMLA previously taken) | |
| Flag various attendance conditions, including in early, in late, out early, out late, and unexcused absences | |
| Reporting | Provide "canned" reports that users may run with limited options of input values |
| Conduct ad-hoc queries | |
| Create custom reports using external report writer | |
| Generate user-defined reports on any time entry field and/or combination of fields. | |
| Provide role-based security on running and viewing reports | |
| Import data from reports into standard applications for spreadsheet comparison, graphing, etc | |
| Provide a report that details prior period adjustments and corrections | |
| Provide an error and warning report, listing discrepancies with time entry for all employees for the pay period as defined by the Payroll Administrator | |
| Generate schedules with leave time | |
| Create a calendar that shows a specific employee's work schedule for the entire year | |
| The system has the ability to generate a year-to-date report of time worked by employee. | |
| Generate an electronic copy of any previous timecard | |
| Provide a report filtered by location that identifies the total number of hours worked per employee in a pay period or by year | |
| Generate a report of part-time employee hours worked on a YTD basis to monitor for 1,000 hour compliance under the ACA | |
| User Interface | Web based, supports all browsers |
| Mobile app functionality available for: |
- Notifications
- View personal & crew/dept schedule
- Time off requests
- Open shifts
- Shift trades
- Submit overtime
- Punch in/out
| Integration | Single Sign On integration |
| API available | |
| Workday integration (API preferred) |
File details come from the government source that posted it. Updated .