RFP-26065 School Police Overtime Management System - Attachment A.xlsx
XLSX spreadsheet 36 KB Posted
- Solicitation number
- BPM055274
- Issued by
- Maryland
About this file
This is a system requirements attachment for RFP-26065, a School Police Overtime Management System solicitation issued by City Schools in Maryland. The RFP seeks a commercially available, proven software platform that will manage police overtime requests, approvals, scheduling, and compensation tracking. The system must integrate with existing platforms including UKG Ready, Oracle Fusion, TeleStaff, Active Directory, Splash BI, and ADCIEO permit management systems. The solution requires mobile app functionality for iOS and Android with offline capabilities, geolocation tracking for officer assignments, and support for multiple overtime categories including operational overtime, non-operational overtime, court duty, callback overtime, and secondary employment tracking.
The system must enforce complex business rules including a maximum 72-hour work week, 32-hour overtime cap, 16-hour daily work limits, meal allowance automation, 14-day work cycle calculations for weekend schedule officers, double overtime pay for seventh consecutive workdays, and callback overtime minimums of four hours. The platform must support multiple user roles with defined permissions including officers, supervisors, lieutenants, majors, police chief, business managers, administrative assistants, timekeepers, payroll specialists, accounts payable staff, human capital analysts, non-police requestors, and system administrators. Key functional requirements include pre-approval workflows with audit trails, exception reporting for budget and time limit compliance, configurable dashboards, comprehensive reporting capabilities with seven-year audit log retention, communications audit trails, compensation tracking with comp time versus cash payment options, retroactive entry support for emergency approvals, and delegation of approval authority when supervisory staff are unavailable.
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City Schools
| RFP-26065 School Police Overtime Management System |
| ATTACHMENT A - System Requirements |
| Category | Requirements | Comments/Notes | ||
| Description | Description / Factor | Comment(s) | ||
| User Interfaces | ||||
| (Geolocation - could move) | This is the requst form that users would use to make a request for Operational and Non-operational OT; this would also include the information required for permits | Requestor form includes location, start time, end time, number of Officers requested, who will be responsible for payment, if there are specific ranks needed, name of the event or activity, requestor name, requestor email, requestor phone #, requestor's organization, requestor's title |
approver's name and reject reason date, the shift, the number of Officers needed approver's name and reject reason
| All the request that are approved, as well as approved permits, should appear in the calendar. | Activity/Event, location, start time, end time, number of Officers |
| Geolocation capabilities to track overtime work locations and times. | Geolocation capabilities to track overtime work locations and times. Supervisor must be able to access geo location alerts for the officer on assignment |
| Officer requesting to work the OT. | Officer name, sequence, assignment |
| Screen includes list of eligible officers, and request details | All fields from request form, Officer Name, ID, rank, Station, Supervisor, Hours, Seniority |
| Court Duty ( multi appearance rules specified) | Upload summons, complete off duty appearance form, 2-hr minimum handling |
| Mobile app functionality (iOS/Android), with offline capability for areas of poor connectivity and synchronization once online. | |
| Supporting documents can be uploaded for any type of request |
| Integrations | |||
| Needs to integrate with UKG Ready | need to send back the geolocation of where the Officer punches in at; geolocate will be available for punch in and punch out | ||
| Needs to integrate with Oracle Fusion | ensure that Human Capital and Finance data integrates and updates seemlessly | ||
| Should integrate with REST API / Web Services | |||
| Need to integrate with ADCIEO (for permits) | BPD may need to use the permit system moving forward; may need to tweak if they go off-grounds; request goes in and there is an opportunity to consider whether or not it can be covered | ||
| Active directory | |||
| Reimbursement tracking | should also be a part of the business rules | ||
| Splash BI | historical data | ||
| Need to pull in stipends issued for Prom coverage | |||
| Optional (view) to add tassigmnents payment status in this scheduling system | ability for officers to review payment status for each overtime assignment | ||
| Historical corrections | If a retro change is made in TeleStaff, it should flow through to UKG Ready to update the timecard.must maintain an audit trail of the original entry and the correction |
| Reporting | need to create an audit trail | audit everything that happens from start to finish |
| downloadable reports | need to be able to filter by employee, request type, etc. | |
| push reports | schedule reports (i.e., daily, weekly, monthly, etc. | |
| ability to build and push reports | need to be able to build our own reports and push them out on a timeline we decide | |
| communications report | audit what communications have been sent and what has been received | |
| secondary employment reimbursement report | might need a specialized report | |
| Audit logs must be retained for at least 7 years to align with compliance requirements. | (approvals, overrides, corrections, communications, etc.) | |
| All reports should be exportable to Excel/CSV | ||
| Exception reporting for data integrity and budget compliance. | System must generate exception reports that flag duplicate entries, overlapping shifts, unusual work hours, or assignments exceeding budget or time limits for review by administrators and supervisors. | |
| Dashboards and real-time reporting views | Provide configurable dashboards for supervisors and leadership showing active assignments, pending approvals, and budget/cost summaries. |
Business Rules (automations and interactions within the system)
-meal plans
| -max 72 hour work week | need to calculate all forms of employment to reach the 72 hour max in a week | ||
| System must enforce overtime pre-approval | all overtime hours must be reviewed and approved by an authorized supervisor before work is performed, with approval date/time and approver recorded in the audit log. ( Should not be moved to Payroll before authorized approvals) | ||
| need to prioritize operational OT over non-operational OT | we will not be using seniority moving forward |
it will be an open call for support
| need to prevent an Officer from exceeding 32 hours of OT, including secondary employment | Officers may work up to 40 hours of secondary employment only while on leave. |
| needs to automate that Officers receive one free meal allowance per detail | the Officer needs to work three or more hours on one specific detail for the meal allowance |
this is only for OT
| restrict to no more than 16 hours worked in a 24 hour day | in extreme emergencies, Officers can work more than 16 hours in a 24 hour day |
| needs to compute that if an officer works 7 consecutive days they will receive double OT on the seventh day | this might be removed and is contingent upon on-going CBA negotiations |
| need to automate call back OT (Tag callback OT as a distinct type for reporting.) | if called back for a shift outside of the Officers regular schedule, the Officer receives a 4 hour minimum of OT pay. Hours worked beyond 4 count as actual worked time. However, these hours are not counted toward the 32-hour weekly overtime cap.Must reject overlapping entries. tag callback OT as a distinct type for tracking/reporting |
| needs to autmate court duty | for work outside of normal hours, there is a two hour minimum for OT pay |
| Need to reject an OT request of the Officer is on sick leave | Officers cannot work OT and secondary employment while on sick leave but can work OT while on other types of leave |
| Exempt employees are ineligible for internal OT; can the system differntiate? | |
| only give accees to these fields to somone who can request operational OT | approver's name and reject reason |
date, the shift, the number of Officers needed approver's name and reject reason
| System will deduct Secondary Employment OT hours on a one-to-one basis from OT hours if above the threshold of 32 hours | |
| comp time vs cash OT option | system must allow officer to choose ( for all OT, including externally sponsored/reimbursable events). Note-max 240 hrs banked comp time. Require approval workflow if officer selects comp time. System should remain configurable to restrict Comp Time for externally reimbursable events if needed. |
| Emergency oral approvals | system should support retroactive entry for verbally approved emergency OT. Should be flagged for verification by supervisor.(Capture “emergency flag” field in workflow.) |
| System must support overtime calculation based on a 14-day work cycle (in addition to standard 7-day/40-hour week) | officers on regular weekend schedules follow a 14-day cycle, with 10 workdays scheduled per period; OT is at 1.5x, and work beyond 12 days(if mandate) in the cycle is paid at 2x. |
| Need to determine seniority based on the General Orders and CBA with the ability to turn the feature on and off, as needed. |
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Comment:
@Sodhi, Amanpreet K I added a business requirement for Seniority and highlighted it to flag for review tomorrow.
Reply:
@Sodhi, Amanpreet K I updated the language here for the seniority feature based on the discussion at today's meeting. Operationl OT (from GO) - "Weekend patrol, which is not a regularly scheduled shift, is (7:30 am – 3:30 pm) on Saturday and Sunday and is filled based on seniority."
Non-Operational OT (from GO) - "Other non-operational overtime opportunities will be shared with all officers and assigned based on seniority and the procedures in the negotiated labor agreement."
| Emails, Alerts, and other Communications | request approval email | |||
| Email on Submission of Request Form | Request Approval Email | |||
| Email on Submission of Request Form | ||||
| (Operational) | Same content for Operational and Non Operational. Chief, two Majors, and the 2-3 Lieutenants. |
Link to the form.
| Email on Submission of Request Form | ||
| (Non-Operational) | Same content for Operational and Non Operational. Chief, two Majors, and the 2-3 Lieutenants. |
Link to the form.
| Email Notification - Approve or Reject | Same content for Operational and Non Operational; goes to the requestor. |
| Email Notification - Upon Issuing the Permit | Goes to the Real Estate Office (REO); gets a notification for the disposition of the request that details the action taken on the permit |
| Email Notification - Emergency Request | Buiness Manager, Admin. Asst., Chief, Majors, and Lieutenants. |
| Email Notification - Accepting OT Request | Notification that the Officer is approved to work OT, includes the Supervisors's Approval; location, start time, end time, number of Officers requested, who will be responsible for payment, if there are specific ranks needed, name of the event or activity, requestor name, requestor email, requestor phone #, requestor's organization, requestor's title |
Supervisor's Approval with a date and time stamp
| Email Notification to Finance - Billing | Notification to Finance to request an invoice; event, contact information for who needs to be billed, contact information for School Police (if Finance have questions or concerns) |
| in app notifications | |
| text notifications | emergency situations |
| System must log all emails/SMS/in-app notifications in a communications audit report. | |
| Geo location Alerts for the supervisor | |
| external requestors (principals, event planners) should receive emails directly from the system. | All requests will continue to be vetted by REO and School Police prior to final approval, consistent with current practice. |
Security / User Profiles (user access and permissions)
| Officer permissions | would accept the OT, work OT, and request compensation | ||
| Police Business Manager | process OT, invoicing for external OT, in cases when the admin is out - would fill the assignment; ability to override assignments and or finalize detail assignments | ||
| Admin. Asst. | fills the OT assignments and receives permits (school requesting an Officer for support) | ||
| Timekeeper | person processing the OT; might be able to remove this role (speak with Connie to confirm) | ||
| Supervisor | approve the OT request and approving the request for compensation; ability to request operational OT | ||
| Commanding Officer (Lieutenant) | second level of approval for OT compensation; ability to override assignments and or finalize detail assignments | ||
| Police Major | approve Lt. to work OT and compensation; ability to override assignments and or finalize detail assignments | ||
| Police Chief | ultimate approver of OT assignments; ability to override assignments and or finalize detail assignments | ||
| Payroll Analyst/Specialist | process payroll and process retro time corrections; read-only rites for data access; ability to add new earning elements, as needed .must maintain an audit trail of the original entry and the correction | ||
| Accounts Payable Specialist for Police | handles invoicing requests when School Police bills for external OT; makes invoices and sends to the parties that owe payment | ||
| AP Accounting Assistant in Finance | might receive the checks | ||
| Human Capital Analyst | need to make sure the union and assignment are correct | ||
| Non-police requestor | (e.g., Principal, Athletics Director, school-based athletic contact, external event planner, internal event planner, etc.); ability to request support for non-operational OT | ||
| Permits Processor | request support; ability to edit details about the event; enter permit fees | ||
| System Admin. | granting the role, generating the report, providing access | ||
| System must support delegation/acting permissions (e.g., if Major is out, can delegate to another role). | Audit trail must capture which role approved/overrode each step. |
Implementation Vendor must demonstrate proactive communication throughout implementation and post–go-live support, providing timely updates on issues, configuration changes, and scheduled releases that may impact operations or payroll processing. This requirement defines vendor performance expectations rather than system functionality. It ensures clear, consistent communication during implementation, stabilization, and maintenance, helping City Schools proactively manage operational and payroll impacts.
@Sodhi, Amanpreet K I added a business requirement for Seniority and highlighted it to flag for review tomorrow.
@Sodhi, Amanpreet K I updated the language here for the seniority feature based on the discussion at today's meeting.
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