Vehicle_and_Operator_Scheduling_Requirements.xlsx

Vehicle Schd. Requirements

Operations Sched. Requirements

i. What data items were changed and what each was changed to;

ii. Identify of the user who made each change; and

iii. The date and time of the change

i. Online Operator training

ii. Training documentation

iii. Employee counseling

iv. Employee commendations and complaints (if applicable as per exercised Option)

vi. Medical certification and testing management

i. View when their group’s Bids will be processed.

ii. See their ranking within the group (based on Operator_Seniority).

iii. View available Run_Numbers and sort them according to number, working or paid time, and days operated.

iv. Specify which positions they prefer and rank them in the Operator_Web_Portal accordingly.

i. Individual generic absence report with the capability to pull any combination of absence data for a specified date range.

ii. Total generic absence report with the capability to pull any combination of absence data for a specified date range.

iii. Sick or dependent care usage report with the capability to pull summary and detailed data by Operator for a specific date range.

iv. Individual accrual balance reporting with the capability to select all or a specific accrual type for a specific date range

v. Total accrual balance reporting by Operator with the capability to select all or a specific accrual type for a specific data range

vi. Total union official business hours with the capability to pull data for a specific date range

vii. Summary reporting by Operator for any timekeeping Pay_Code or Pay_Code combination for a specific date range.

viii. Detailed reporting by Operator for any timekeeping Pay_Code or Pay_Code combination for a specific date range

ix. Detailed Work_Run relief (Extra_Board, vacation relief Extra_Board and part-time) reporting for any timekeeping Pay_Code or Pay_Code combination for a specific date range

x. Detailed casual work reporting for any timekeeping Pay_Code or Pay_Code combination or a specific date range.

xi. Detailed Individual FMLA usage for a specific date range

xii. Total FMLA usage by Operator for a specific date range

i. Jury duty absence alert. The system shall alert the user when operators have been on jury duty for more than 10 days.

ii. Operators not entitled to holiday accrual.

iii. Operators not entitled to Easter Holiday pay. Operators are entitled to Easter Holiday pay after one year of employment

iv. Union official business meeting hours.

v. CALSIC/Kin care usage by both full-time and part-time operators.

vi. Long term Leave of Absence of more than 30 days. The system shall also alert the training staff when an Operator that’s been off work for more than 30 days and will be returning to work.

vii. No holiday pay alert. The system shall provide a list of Operators that did not receive holiday pay. This occurs when an Operator has a chargeable absence the day before, on or after the holiday and required documentation has yet to be received.

viii. Sunday substitution alert. The system shall provide a list of Operators with Sunday off who worked on a holiday that falls on a weekday. When a Sunday schedule is substituted for a holiday that falls on a weekday, the Operator is entitled to overtime pay) for working on the holiday even though the holiday fell on his/her regular work day.

ix. Absent without pay (AWP) / sick without pay (SWP) during a week with a holiday alert. The system shall provide a list of employees that are AWP/SWP during any week with a paid holiday. Overtime hours worked on a holiday that are equal to AWP/SWP hours incurred during the holiday week shall be adjusted to a straight rate.

x. YTD fiscal year union meeting usage in hours

xi. YTD Santa Monica official business usage in hours

i. Operator_Assignments for each selected Run

ii. Run assignments for each selected Operator

iii. Vehicle_Assignments for each selected Block

iv. Block_Assignments for each selected vehicle

v. Vacation_Time_Assignments for a selected time period

vi. Vacation_Time_Assignments for a selected Operator

vii. Operator vacation availability for the annual Vacation_Bid

viii. FMLA departmental summary report

ix. Runs completed for the current pay period for each selected Operator (including hours worked/overtime and hours Operators have been paid for)

x. Blocks completed by each selected vehicle

xi. Vehicle circle check (Daily Vehicle Inspection Report) results summary 1246 Reporting Upon delivery of the system, the following report templates shown in Exhibit X, representing reports currently generated manually by the City, shall be pre-configured and available for running:

i. Timekeeping Queries

ii. Motor Coach Operator Absence Comparison Report

iii. Unscheduled Overtime Comparison Report

iv. Motor Coach Operator Vacation Bid (includes vacation availability, current vacation accrual balances, accrual rates)

v. Supplemental Time Card 1247 System Deployment Prospective bidders, if chosen, shall be prepared to provide the following:

i. Project Schedule.

ii. Integration plan with other City software, if applicable.

iii. Project management plan including method of communication and tracking project deliverables, status and reporting.

iv. Quality assurance plan.

v. Testing plan – Contractor shall thoroughly test the software solution for conformance with the scope of work and specifications, including integration with other City software systems prior to delivery to the City.

vi. Specifications for installation on City servers (where applicable under the non-SaaS or hosted delivery method)

vii. Training plan for each user group to include transfer of knowledge and recommended training resources.