Full list of Requirements.pdf

Time and Attendance System Requirements

1. Core System Features

1.1 Clock-In/Out Options

• Options for clocking in/out:

o LPS networked computers o Mobile devices with geolocation security o Wall-mounted time clocks with biometric and/or ID badge reader capability o Keypad devices capable of displaying accrued leave balances and supporting labor distribution.

1.2 Real-Time Labor Tracking

• Real-time visibility of employee attendance and labor data for supervisors.

• Time tracking across multiple roles and locations.

1.3 Time-Off, Accrual and Leave Management

• Employee access to view accrual balances, hours history, and schedules.

• Submit, approve, and track time-off requests (sick, vacation, bereavement, etc.).

• Restrict time-off requests to accrued balances (no negative balances).

• Automated tracking of FMLA hours and sick leave banks.

• System compatibility to accommodate flexible work schedules.

• Precise accrual calculations based on hours worked (including prorated and advanced accruals).

• Sick leave bank automation

• Apply multiple calendars and work schedules for various employee groups.

• Leave plus regular hours worked reported in the system should not exceed full-time equivalent.

1.4 Overtime and Flex Hours Management

• Accurate calculation of overtime for employees working multiple roles or locations.

• Ability for employees to document overtime or extra time and the purpose.

• Integration of accruals, benefits eligibility (ACA compliance), and time thresholds

(exempt vs non exempt).

• Automated mapping of multi-role entries to correct pay codes.

• Ability to manage hours for special events (e.g., athletics, extra duties).

• Ability to manage hours for employees who are compensated both in advance and in arrears, based on their role or employment terms.

• Handle shift differentials without affecting overtime calculations.

1.5 Substitute Management

• Integration with third-party substitute providers (e.g., ESS).

• Assign substitutes to specific locations and roles.

2. Integration Capabilities

2.1 ERP and Payroll System Integration

• Compatibility with existing payroll and ERP systems (e.g., Frontline, Business Plus).

• Bi-directional interfaces for time entry uploads and retrieval of leave balances.

• Ability to automate all or parts of system interfaces.

2.2 Cross-System Data Handling

• Integration of accruals, benefits eligibility (ACA compliance), and time thresholds (exempt vs non exempt).

• Automated mapping of multi-role entries to correct pay codes.

3. Reporting and Analytics

3.1 Standard Reports

• Do you offer standard reports? What are they?

• Does the system store data? For how long?

3.2 Customizable Reports

• Audit-ready reports for labor hours and time-off.

• Filtering by employee type (licensed, classified, administrative) and location.

• Hours reported in decimal or minute formats as needed.

• Reports for ACA and FMLA compliance.

• Historical tracking for legal audits and reviews.

• Track and audit all system transactions and changes.

• Predictive analytics for labor trends and workforce planning such as overtime forecasting and absence trend analysis.

3.3 Exception Reporting

• Reports for identifying missing clock-ins/outs or deviations from scheduled hours.

4. Security and Compliance

4.1 Data Security

• Encryption of biometric, geolocation, and timekeeping data.

• Compliance with federal and state data privacy laws.

• SSL encryption for all web-based traffic.

• Time entry and recovery methods in the event of system or connection failure.

4.2 Role-Based Access Control

• Access permissions tailored by user roles (e.g., administrators, supervisors, employees).

4.3 Audit Trail

• Timestamped logs for all system actions (e.g., approvals, edits, and clock-ins).

4.4 Self-Service Portal

• Employee access to view accrual balances, hours history, and schedules.

5. Usability and Support

5.1 Ease of Use

• Intuitive interface for employees and administrators.

• Comply with accessibility requirements outlined in HB21-1110.

• Simple workflows for approvals, missed punches, and corrections.

• Digitally authenticate time entries for each employee.

5.2 Training and Implementation Support

• Vendor-provided training sessions and materials.

• Train the trainer program.

• Dedicated support during implementation and post-go-live.

• Ongoing technical support with escalation options and detailed release notes.

• Are there different levels of support based on cost?

• Is a phased implementation possible and does that change the price and timeline?

• Detailed testing/training/implementation schedule/timeline and the hours needed from

LPS personnel.

5.3 Scalability

• System scalability to accommodate additional employees or locations as needed.

• Web-based solution independently hosted with guaranteed 99.9% uptime.