Addendum #1 Issued March 4, 2014

Transcription

1 Texas Association of Community Colleges 1304 San Antonio Street Suite 201 Austin, TX Addendum #1 Issued March 4, 2014 The Texas Community College Cooperative Purchasing Network is issuing the following addendum for: Time and Attendance Software RFP # The addendum consists of the following: The proposal due date has been changed to 1 PM March 20, Any questions regarding this addendum may be directed to my attention at (512) or coberrender@tacc.org End of Addendum #1

2 Request for Proposals for a Term Agreement for Time and Attendance Software RFP # THE NETWORK ISSUED BY TEXAS COMMUNITY COLLEGE COOPERATIVE PURCHASING NETWORK Sealed proposals, subject to the terms and conditions of this Request for Proposals, for the above referenced will be received until 11 AM, March 14, 2014 at which time the proposals will be opened and publicly read. Proposals received after the specified time will be returned unopened. SCOPE: The vendor is to submit a proposal that offers a robust and best of breed approach to workforce management. The software offered shall allow the colleges to automate their entire time and pay requirements for their complete workforce. The software solution shall meet the operational and fiscal needs of the college. Legal Name of Contracting Company Contact Person Title Telephone Number Facsimile Number Address Complete Mailing Address City/State Zip Website Authorized Signature Printed Name FE - 1

3 SECTION I QUESTIONAIRE PROPOSED PRODUCTS AND SERVICES 1. Do you accept credit cards for payment? 2. What are your net terms of payment? 3. If you intend to deviate from the Standard Terms and Conditions, Specifications, or other requirements associated with this solicitation, you must list or reference all such deviations on this form, and provide complete and detailed information regarding the deviations below. The Network will consider any deviations in its Agreement award decision, and reserves the right to accept or reject a bid based upon any submitted deviation. In the absence of any deviation identified and described in accordance with the above, you assert that you will fully comply with the Standard Terms and Conditions, Specifications, and all other requirements associated with this solicitation if awarded an Agreement. List and fully explain any deviations: 4. The awarded contractor will be required to report monthly sales through this Agreement for the purpose of calculating the Network service fee. Can you provide a sample of a sample sales report that demonstrates the format to be used? If Yes, attach sample to this Proposal Form. 5. Please provide a detailed summary of your proposed products and services that are specified in the Specifications section of this RFP. The summary may be in the form of a catalog, sales brochure, spreadsheet, or other applicable descriptive material and may be submitted in electronic form if most practical. Please check here if you are submitting in electronic form only: 6. GEOGRAPHIC REGIONS OF TEXAS: The Network prefers to award Agreements by geographic region of the state of Texas. While the City prefers that vendors bid for all locations in a region, the bidder may offer for only certain locations within a region as an alternate proposal. Bidder may offer services for the entire state by checking the following statement: I will service all regions statewide. Otherwise: Bidder must place a checkmark next to the Region name if bidding for entire region. If bidding only for certain cities, then place a checkmark next to each city s name to be served. Austin Brenham (Blinn) Hillsboro (Hill) Killeen (Central Texas) Central Region Waco (McLennan) Corsicana (Navarro) Temple FE - 2

4 Lufkin (Angelina) Kilgore Paris Texarkana East Region Tyler Mt. Pleasant (Northeast) Carthage (Panola) Athens (Trinity Valley) Cisco McKinney (Collin) Dallas Denison (Grayson) Fort Worth (Tarrant) Amarillo Clarendon El Paso Borger (Frank Phillips) Big Spring (Howard) San Antonio (Alamo) Corpus Christi (Del Mar) Beeville (Coastal Bend) Laredo North West South Vernon Weatherford Ranger Gainesville (North Central) Midland Odessa Levelland (South Plains) Snyder (Western Texas) McAllen (South Texas) Uvalde (Southwest Texas) Brownsville (Texas Southmost) Victoria Alvin Galveston Houston Baytown (Lee) The Woodlands (Lone Star) Southeast Wharton Lake Jackson (Brazosport) Texas City (College of the Mainland) Pasadena (San Jacinto) FE - 3

5 QUALIFICATIONS 1. Company s Dun & Bradstreet (D&B) number: 2. List the following - A: Contract Administrator Name Title Telephone Number Facsimile Number Address B: Order Desk Contact: Name Title Telephone Number Facsimile Number Address 3. Provide information regarding if your company has been involved in any litigation, bankruptcy, or reorganization in the past seven (7) years: 4. Customer price quotes and invoices must show evidence that the purchase price complies with the pricing offered with your proposal. Can you provide an example of your customer price quote or invoice that demonstrates the format to be used? If Yes, attach sample to this Proposal Form. 5. Felony Conviction Disclosure - Subsection (a) of Section of the Texas Education, which is applicable to community colleges in the State of Texas, states: A person or business entity that enters into an Agreement with a school district must give advance notice to the district if the person or an owner or operator has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. A school district may terminate an Agreement with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the Agreement. Please check one of the following: Offeror is a publicly held corporation. (Advance notice requirement does not apply to publicly held corporation.) Offeror is not owned or operated by anyone who has been convicted of a felony. Offeror is owned or operated by the following individual(s) who has/have been convicted of a felony: FE - 4

6 Name of felon(s): Conviction details: 6. Texas Resident Information: Chapter 2252, Subchapter A, of the Texas Government establishes certain requirements applicable to proposers who are not Texas residents. Under the statute, a resident offeror is one whose principal place of business is in Texas, including one whose ultimate parent company or majority owner has its principal place of business in Texas. Location of Principal Place of Business (City/State): Section (b) of the Texas Education establishes certain criteria that a community college in the State of Texas must consider when determining to whom to award an Agreement. Among the criteria for certain Agreements is whether the vendor or the vendor s ultimate parent or majority owner (i) has its principal place of business in Texas; or (ii) employs at least 500 people in Texas. If neither bidding company nor the ultimate parent company or majority owner has its principal place of business in Texas, does offeror, ultimate parent company, or majority owner employ at least 500 people in Texas? Yes No 7. Does offeror s resident state require a proposer whose principal place of business is in Texas to underprice proposers whose resident state is the same as offerors by a prescribed amount or percentage to receive a comparable Agreement? Yes No What is the specified amount or percentage? 8. MWBE/HUB Business Certification: A proposer that has been certified as a Minority/Women Business Enterprise (also known as a Historically Underutilized Business or HUB and all referred to in this form as a MWBE ) is encouraged to indicate its MWBE certification status when responding to this solicitation. Offeror certifies that company has been certified in the following categories: (Please check all that apply) My company has NOT been certified as a MWBE. Minority Owned Business Women Owned Business Certificate Number: Name of Certifying Agency: Disadvantaged Business Enterprises (DBEs) will be afforded equal opportunities to submit bids and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. FE - 5

7 EXPERIENCE 1. COOPERATIVE PROGRAM PARTICIPATION: Please place a checkmark next to the cooperative purchasing program that has awarded your company a current Agreement: TASB Buyboard U.S. Communities The Cooperative Purchasing Network Houston-Galveston Area Council TIPS/TAPS E & I Cooperative I have no previous experience working with a cooperative. 2. Year business was incorporated or established: 3. SIMILAR CONTRACTS & REFERENCES: Provide the names of five (5) contracts awarded within the last three (3) years in which your firm provided similar goods or services as proposed under this RFP. Entity Name: Goods/Services Provided: Estimated Value of Contract: Customer Contact Name: Customer Contact Customer Contact Phone: Entity Name: Goods/Services Provided: Estimated Value of Contract: Customer Contact Name: Customer Contact Customer Contact Phone: FE - 6

8 Entity Name: Goods/Services Provided: Estimated Value of Contract: Customer Contact Name: Customer Contact Customer Contact Phone: Entity Name: Goods/Services Provided: Estimated Value of Contract: Customer Contact Name: Customer Contact Customer Contact Phone: Entity Name: Goods/Services Provided: Estimated Value of Contract: Customer Contact Name: Customer Contact Customer Contact Phone: FE - 7

9 COST On the attached Proposal Pricing Form, provide your proposed pricing or discounts. DEBARMENT Neither the offeror nor an owner or principal of offeror has been debarred, suspended or otherwise made ineligible for participation in Federal Assistance programs under Executive Order 12549, Debarment and Suspension, as described in the Federal Register and Rules and Regulations. No, offeror is not currently debarred, suspended or otherwise ineligible. Yes, offeror is currently debarred, suspended or otherwise ineligible. FE - 8

10 SECTION II GENERAL INFORMATION SCOPE The Texas Community College Cooperative Purchasing Network ( Network ) is accepting proposals for the following categories: 1 Time and Attendance Software 2 Annual Maintenance Agreement The Network desires to have a contract with one vendor for all categories listed above. However, the Network reserves the right to award contracts by category and geographic region if determined to be in the best interest of its members. The vendor is to submit a proposal that offers a robust and best of breed approach to workforce management. The software offered shall allow the colleges to automate their entire time and pay requirements for their complete workforce. The software solution shall meet the operational and fiscal needs of the college. Respondents shall submit supporting documentation for their software solution and complete the attached specifications questionnaire. ABOUT THE NETWORK The Texas Community College Cooperative Purchasing Network ( Network ) is a statewide cooperative purchasing organization consisting of the fifty member college districts of the Texas Association of Community Colleges. The goal of the Network is to assist the community colleges in Texas to increase efficiency and economy when purchasing goods and services. The Agreements are awarded by the Network and are available for use by the members and are in compliance with Texas procurement statutes for community colleges. The awarded contractors will pay a service fee to the Network for each sale made through the awarded cooperative contract (see item 2.17 of the attached Standard Terms and Conditions). INQUIRIES All questions regarding this Request for Proposals should be directed to Charles Oberrender, Network Director of Cooperative Purchasing, at (512) It is the intent of the Network to award one or more cooperative purchasing Agreement(s) to meet the needs of its participating member colleges. Member colleges are eligible to voluntarily acquire these goods or services on an as needed basis from the awarded Agreement. Your firm, (the Offeror ), shall be able to perform the services or provide the goods as specified in this solicitation. The Offeror is to prepare a proposal that describes all goods and services that offeror desires to make available and the appropriate pricing structure for each. Goods can be priced in one of two ways: (1) A discount from a list price (for goods); (2) A rate chart with unit prices (for services). The applicable pricing shall be stated on the attached Proposal Pricing Form. If additional information or detail is necessary, such as with a rate chart, then include that detail on additional pages. If the pricing is proposed as a discount off of the list price, an electronic version of the current catalog of items offered and of the current list price shall be submitted on a CD or memory stick along with the proposal. FE - 9

11 Offerors are not obligated to offer all categories and are not obligated to offer to serve all geographic regions. The Offeror shall indicate which categories and which geographic regions it so desires. The Network shall make an award for each category for each geographic region thus resulting in one or more Agreements to be awarded. If proposing for a category, but the offeror desires to exclude an item(s) within the category, then that item(s) must be clearly identified as Not Offered on the Proposal Pricing Form. SOLICITATION SCHEDULE: Opening Date for RFP s 11 AM, March 14, 2014 Proposal Evaluation & Negotiations: March Award by Network Executive Committee April Note: With the exception of the time and date to open RFPs, the above schedule is an estimate. The estimated schedule may be modified as schedules and conditions warrant. TERM OF AGREEMENT The term of the Agreement will begin upon execution of this Agreement by the Network. The initial period will be for one year. On the anniversary date, the Agreement shall automatically renew for up to four (4) additional one (1) year terms. The maximum term of the Agreement is five (5) years. Either party may terminate the Agreement on the anniversary date, without cause, with thirty (30) days written notice and contractor s fulfillment of all outstanding purchase orders received prior to the termination date. ESTIMATED QUANTITY The attached Proposal Form may contain estimated annual purchase quantities based on best estimates from the participating members of the Network. However, the Network does not guarantee any quantity to be ordered as use of this contract by participants is strictly voluntary. No minimum order may be required by the vendor unless so stated in Offeror s proposal response. Orders will be placed by the Network members on an as-needed basis. TECHNICAL SPECIFICATIONS See attached document titled Specifications. PRE-PROPOSAL CONFERENCE None. PROPOSAL SUBMITTAL Proposals shall be submitted in hard copy paper format using this entire Request for Proposal document to insure complete uniformity of wording of all proposals. Proposals may be rejected if they show any omissions, alterations in wording, conditional clauses, or irregularities of any kind on the Proposal Form. Additional original content information may be attached to the form to further explain the proposal as necessary. Submittal shall include one (1) original, which shall be manually signed in ink by a person having the authority to bind the firm in an Agreement, and an electronic copy in PDF format stored on a CD or memory stick. Any proprietary or confidential information on the proposal document must be clearly marked as such and kept separate in the submittal and marked Confidential to separate from the rest of the proposal. Release of confidential information through an open records request is subject to the Texas Attorney General s discretion. Sealed proposals will be accepted at: The Network Sealed Bid Box Texas Association of Community Colleges 1304 San Antonio, Suite 201 Austin, Texas FE - 10

12 until the RFP closing time and date. At that time the proposals will be publicly opened and read aloud. The proposal packages will be time/date stamped which shall be the official time of receipt for all packages received. Any proposal package received after the time and date specified or at any other location shall be considered void and not accepted. Oral, telegraphic, telephonic, ed, or facsimile responses shall NOT be accepted. Proposals must be enclosed in a sealed package. The outside of the package shall be labeled as follows: TACC Cooperative Purchasing Network Sealed Bid Box RFP # and Title Bid Opening Time and Date Include this entire RFP document with your proposal. Failure to submit all pages of this document may result in disqualification of the proposal. By submittal of this bid, offeror certifies to the best of his/her knowledge that all information is true and correct. RANKING AND SELECTION Each proposal will be evaluated and ranked within 45 days of the opening date. The evaluation criteria used for ranking is as follows: Proposed Product/Service Qualifications Past Experience Cost 40 points 10 points 10 points 40 points SUBMISSION OF POST-PROPOSAL INFORMATION Upon request by the Network, each offeror shall, within the time frame requested, submit any additional information required to evaluate a proposal, including any information on subcontractors. AGREEMENT AWARD By submitting a proposal in response to this solicitation, offeror understands that it has submitted an offer to contract with the Network and agrees to all of the Standard Terms and Conditions. All awards will be made by the within ninety (90) days after bid opening by Texas Association of Community Colleges Executive Committee. Notification of award will be sent to all successful offerors and posted on the Network website. Upon an award, a TCCCPN Master Agreement will be executed. A copy of the Master Agreement is included with this RFP package. Signature on the Master Agreement is not required at the time the proposal is submitted. Execution of the agreement will take place after award. Please note that no other agreement documents will be executed. FE - 11

13 SPECIFICATIONS The Texas Community College Cooperative Purchasing Network ( Network ) is accepting proposals as described herein. Please prepare your proposal based on the following information: 1. Scope of Work The products and services shall include but not be limited to the following categories: 1 Time and Attendance Software 2 Annual Maintenance Agreement The Network desires to have a contract with one vendor for all categories listed above. However, the Network reserves the right to award contracts by category and geographic region if determined to be in the best interest of its members. The vendor is to submit a proposal that offers a robust and best of breed approach to workforce management. The software offered shall allow the colleges to automate their entire time and pay requirements for their complete workforce. The software solution shall meet the operational and fiscal needs of the college. Respondents shall submit supporting documentation for their software solution and complete the attached specifications questionnaire. 2. Pricing As applicable for each category, provide the suggested list price or rate card, discount offered, or net price to Network members. Please describe in detail a fee schedule for all products and services proposed shown in a format that allows for clear calculation of total cost. 3. Freight All pricing shall be complete with freight FOB Destination prepaid and add. 4. Exceptions List any exceptions to the specifications and pricing in detail. The vendor may choose to only offer those products or services it so desires. S-1

14 Questionaire Response s Please complete the following questionnaire. Vendors shall supply a Response and (when applicable) for each requirement. The codes will be utilized in scoring your proposal. The following table lists the valid Response s: Response A B C D E Meaning Fully meets requirement out of the box Fully meets requirement through configuration of core application Requirement can be met, but not within the core application or not in real-time (e.g. requirement is met in reports, interfaces, or other 3 rd party component) Can be customized to meet needs (please supply cost) Does not meet requirement A. Functionality of Software 1: Absence Intake Process 1.1 Employees must be able to submit requests for leave through a web-interface 1.2 Leave requests must include date range of proposed leave 1.3 Leave requests must include a questionnaire (the Leave Questionnaire ) which collects information necessary to determine if the leave can be approved under any qualified leave program 1.4 The Leave Questionnaire must have questions that are sufficient to determine if leave qualifies under the FMLA or military leave 1.5 The Leave Questionnaire must have questions that are sufficient to determine if leave qualifies under any state leave law 1.6 The Leave Questionnaire must be fully vetted by the vendor s labor counsel S 2

15 1.7 The Leave Questionnaire must not require configuration to support particular federal or state absence leave laws (e.g. all federal and state absence leave laws shall come pre-configured) 1.8 At the conclusion of the questionnaire, the employee shall be required to certify their responses prior to submission 1.9 The Leave Questionnaire can be completed by the HR department if the employee is unable to or not authorized to submit self service leave requests 2: Case Assignment 2.1 A dashboard must be presented to the HR staff of all open cases 2.2 An HR staff member can select an open case and assign themselves to be the administrator (the Case Administrator ) 2.3 Multiple Case Administrators can be assigned to a single case 3: Leave Determination and Case Management 3.1 The system shall present to the Case Administrator a list of the leave programs the system evaluated and a preliminary leave eligibility determination 3.2 The preliminary leave eligibility determination must be automated and shall be based on the Leave Questionnaire, HR information about the employee, work history, absence history, and a vendor supplied database of the eligibility requirements of each leave program 3.3 The leave eligibility determination must show, in detail, what tests were considered in making the determination, and the results of each test 3.4 Case Administrators must have the ability to override the leave eligibility determination 3.5 If the Case Administrator overrides the eligibility determination, they must enter comments about why the override was made S 3

16 3.6 The Leave Eligibility tests used must be fully vetted by the vendor s labor counsel 3.7 For all leave requests, the system must calculate the allowed number of hours/days of time off allowed 3.8 Leave requests must be allowed to be approved for past dates 3.9 When leave requests are approved for prior periods of time, adjustments must be made to the leave balances reflecting the change (e.g. Sick time changed to FMLA) 3.10 When leave requests are approved for prior periods of time, adjustments to payroll, when applicable, must be made and interfaces to the payroll system (e.g. Unpaid time or sick time changed to Short Term Disability) 3.11 Leave eligibility for FMLA and similar programs, which are based on hours worked, must take into account actual hours worked in the relevant time period 3.12 For FMLA leave types, the system must support all valid year definitions defined under the appropriate legislation and determine eligibility based on these definitions 3.13 The system must identify and flag absence requests that could fall under the American with Disability Act (ADA) and where we may be required to offer time off as a reasonable accommodation S 4

17 3.14 The Case Administrator can view the Leave Questionnaire submitted by the employee 3.15 The Case Administrator can make changes to the Leave Questionnaire 3.16 The Case Administrator can see actual and projected leave time for each eligible leave program 3.17 The Case Administrator can add notes to the case 3.18 The Case Administrator can mark notes as private (for the HR department only) 3.19 The system must show the Case Administrator the steps for the leave case and a timeline for the steps 4: Task Lists 4.1 The system must show the HR user a list of all tasks that they must perform across all cases they are assigned 4.2 The system must allow a Case Administrator to change the due date for tasks 4.3 The system must all a Case Administrator to mark a task as completed 5: Company Absences 5.1 The system must have the ability to track an unlimited number of company specific absence types as well as regulated types. 5.2 The system must be capable of calculating the amount of time granted or accrued under each company absence policy. 5.3 The system must allow the employee to request time using any company absence type and for that request to be routed to the employee s manager for approval. S 5

18 5.4 The system must be capable of projecting the employee s balance as of date of the employee s request, considering any future entitlements and existing requests. 5.5 The system must have the ability to coordinate usage of company specific absence types with regulated leave types when appropriate. For example, when Sick time is taken that is also an FMLA event, eligibility for both is reduced either simultaneously or consecutively, as per our policies. 6: Disability Absences 6.1 System must prompt the originator of a new absence case with question to determine if the absence request is due to a work-related injury 6.2 System must allow configuration of company specific disability policies. 6.3 System must allow configuration of company specific worker s compensation policies. 6.4 System must automatically allow for disability and/or worker s compensation if appropriate conditions are met. 6.5 Disability pay must be interfaced to payroll, taking into account 3 rd party insurance coverage and adjusting the amount sent to payroll 7: Document Management 7.1 The system must allow letters, forms and other documents to be incorporated into a workflow. 7.2 The system must allow company specific letters, forms and documents in addition to those provided by the regulatory agency. 7.3 The system must allow letters, forms and other documents to be ed to the employee, or printed and sent via regular mail. 7.4 The system must have the ability to remind a case administrator that a certain letter, form or other document is due or overdue to be sent or received. S 6

19 7.5 The system must have the ability to associate specific letters, forms and other documents to appropriate leave types. 7.6 The system must be capable of storing letters, forms and other documents along with an absence case as part of the permanent record of the case. 8: Employee Self Service 8.1 Employees must be able to view the status of their leave request 8.2 Employees must be able to upload medical and other documentation about their case 8.3 Employees must be able to receive an notification when they must complete a step in their case 8.4 Employees must be able to originate a request for leave and be guided through questions that are worded and structured in a way that the employee can understand. 9: Legislative Updates 9.1 The system must be updated as new federal and state laws are passed or the existing laws are changed 9.2 Updates must include new questions to the Leave Questionnaire 9.3 Updates must include new eligibility tests to be used in the Leave Determination process 9.4 Updates must not require any configuration to the software by the customer or vendor 9.5 Updates must not require a new release of software to be installed 9.6 Updates must include a summary description of the new laws or changes to the law 9.7 Updates must include web-page(s) with a detailed description of each law under which an employee could potentially take leave S 7

20 10: Legislation Reference Manual 10.1 The system must provide a comprehensive legal reference database of absence laws 10.2 The system must provide a comprehensive legal reference database of payroll laws 10.3 The system must provide a comprehensive legal reference database of HR regulations 10.4 Information in the legal database must be fully searchable 10.5 Information in the legal database must contain both federal and state level information 10.6 Information in the legal database must be updated regularly as new laws pass or new information becomes available 11: HIPAA Compliance 11.1 The system must have the ability to keep absence case data separate from other employee data using some form of role-based security The system must have the ability to limit access to absence case data to the users who strictly need the access The system must have proper levels of data encryption for data that is considered private to the employee and subject to HIPAA. 12: Integration 12.1 System must be capable of accepting transactions from a time and attendance system for worked time and absence time System must be capable of sending absence transactions to any external system, including those of a third party administrator Interfaces from the time and attendance system must be done in real-time as opposed to batch interfaces S 8

21 12.4 A scheduler must be available to run batch jobs on a predefined schedule 12.5 The system must have the capability to read data from our HRMS systems without requiring us to create ASCII or interface files (e.g. software shall read from our HRMS using SQL) 12.6 System must have an optional time and attendance capability, with the ability to have a single source of entry for all time, absence, and attendance information. Optional time and attendance system must be fully integrated with the absence management system, and permit multiple data entry devices, complex pay rules, work flows, approval processes, and other functions common in time and attendance systems. 13: Attendance Tracing 13.1 System must be capable of applying attendance rules according to our organization s policies 13.2 System must be capable of comparing absence time with scheduled work time to detect absence conditions 13.3 Attendance policies such as tardy tracking, unexcused absences, and similar point systems must be configurable in the software 13.4 Excused absences under an appropriate legislated leave type must not count against the employee under a company point system 14: Absence Tracking 14.1 System must allow entry of absence instances by an employee 14.2 System must allow entry of absence instances by a manager or an administrator 14.3 System must apply company absence rules to absence instances S 9

22 14.4 The system must flag absences that are entered which exceed the estimated amount of time off as supplied by the physician on the medical leave certification form B. Time and Attendance Requirements 1: General Time and Attendance Requirements 1.1 System should allow employees to report time via a web interface or a data collection device 1.2 Self service capabilities must allow employees to view and submit time and attendance through a web-interface 1.3 Time off must be tracked, accrued, viewed, and forecasted in the system. 1.4 Data must be validated in real-time as it is entered (e.g. not in a batch process at the end of the period) 1.5 System must enable managers to review and approve time. 1.6 Attendance events such as tardy or late must be flagged and tracked 1.7 alerts must be generated to users for critical situations 1.8 System must capture additional information such as projects and tasks 1.9 Schedules can be setup and maintained 1.10 System must have a review and approval process for completed timecards 1.11 System must have a calculation engine to apply HR and payroll calculations such as overtime 1.12 Data must be able to be exchanged to/from HR, payroll, and project tracking systems including employees, hours, pay, and lookup lists S 10

23 1.13 Compliance with all federal and state wage and hour laws must be ensured with the system 1.14 Multiple security levels must ensure only authorized users can access sensitive information 1.15 Integrated reporting allows data to be easily retrieved using SQL 1.16 All system setup, including screen layouts, messages, calculations, and interfaces must be done without any custom programming to the software 2: Time Entry Process and Screens 2.1 As time, attendance, and labor information is captured, it must be accessible from an electronic, web-based time sheet (the time sheet ) 2.2 The layout of the time sheets must be configurable, with multiple layouts possible for each unique group of employees 2.3 Authorized users must be able to make changes to the time sheets, including employees, managers, HR, or payroll 2.4 A time sheet layout with days across the top must be available 2.5 A time sheet layout with days down the screen must be available 2.6 A time sheet layout with one day at a time must be available 2.7 A time sheet layout with multiple employees on a screen must be available 2.8 There must be multiple ways to filter time sheet data, including by date, employee, group of employees, and employees with exceptions 2.9 Time keepers or administrators must be able to enter transactions for multiple employees quickly through a single entry for situations such as inclement weather or off-site training where multiple employees need the same transaction entered 2.10 A time sheet layout that separates time worked (attendance), absences, and labor allocation must be available S 11

24 2.11 Time sheet must permit an unlimited number of fields to appear on each layout in text, numeric, date, time, checkbox, and drop down formats. Each field must have a customizable title 2.12 As information is entered, error messages must be displayed for error conditions 2.13 The system must support (a) an unlimited number of error conditions that generate error messages, and (b) the error conditions can be based on any logic we specify which takes into account employees time sheet data, schedule data, HR data, labor distribution fields, holidays, day of week/month/year, time off balances, attendance point balances, or other data in the system 2.14 When error conditions are displayed, they must be configurable as to the severity of the condition, including (a) informational, (b) warnings, and (c) errors. Based on the configuration, the errors must allow the system to prevent the user from saving or submitting their time sheet 2.15 When messages are displayed on the time sheet, they must be able to contain custom message text, including URLs that link to our HR policies or other internal or external documentation 2.16 When employees complete their time sheets, they can submit the time sheet to a manager for review and approval 2.17 The submit process must allow for the display and capture of additional information, including error messages and electronic signatures 2.18 Holidays must appear automatically on the timesheets in a read-only mode 2.19 Users, including the employees themselves, with authorization, must be able to enter information into future time sheets at any time 2.20 Any data elements on the time sheet must be able to be locked or hidden based on security, including individual columns (e.g. specific fields like project or comments), rows (e.g. specific pay codes such as bonuses), or cells (e.g. if pay code is holiday, no project is required) based on the security authorization of the employee or user. Different security levels for the rows, columns, or cells can be setup for different users and roles s that are available in drop down or lookup lists such as pay codes, absence codes, projects must be able to be ordered in any manner desired S 12

25 and can be filtered based on the employee, user, or security role of the user Users, including the employees themselves, with authorization, must be able to review prior period time sheets 2.23 Users, including the employees themselves, must be able to amend or resubmit prior period time sheets with a full audit trail 2.24 While accessing time sheets, the users should be able to see additional information including time off balances, attendance information, pay information, or other information from the HR record 2.25 As information is entered into the time sheets, the user must be able to see the computed hours and pay from the time sheet as it will be sent to payroll without any additional processes run (e.g. it must occur in realtime) 2.26 The computed hours and pay should must include all elements of pay, including Fair Labor Standards Act regular rate calculations or adjustments for a full picture of pay 2.27 The computed hours and pay must be viewed at a detailed transaction level (e.g. by projects/tasks) or at summary levels (e.g. by day/week) 2.28 System must support multiple time sheet layouts that include (a) salaried view where only exception time (e.g. time off) is entered, (b) hourly view where all hours worked are reported, but where hours worked are reported in time in/out format, and (c) hourly format where hours worked are reported in elapsed hours, and (d) salaried view where the predicted number of hours worked are pre-populated and displayed on the screen for the user to override 2.29 Users must be able to (a) navigate the time sheet with only keyboard use, and (b) access a quick help screen showing all keyboard functions directly from the time sheet 2.30 System must be able to calculate a safety risk score for an employee by considering hours worked and absences over a defined period of time and applying logic to the time and attendance data. The result of the risk score must be visible to employees and managers in real-time as data is entered on a time sheet or schedules S 13

26 3: Web Punch In/Out 3.1 System must have an option for users to clock in/out from a web-browser 3.2 When clocking in/out, the time must be taken from the server 3.3 System must permit punching in/out when the web-browser is disconnected by storing the transactions locally and then transmitting them later when connectivity is restored 3.4 The buttons on the web punch in/out screen must be customizable, with each button representing a different type of transaction such as IN, OUT, OUT TO LUNCH, CALL-IN, etc. 3.5 The web punch in/out screen must allow for an unlimited number of labor distribution fields, with each field having a specific label, lookup list, hierarchy enforcement (as described in the Activity Based Costing Section), and validation 3.6 Web clock in/out should be available in a (a) personalized mode where a user id/password are entered, and (b) kiosk mode where ID and/or password could optionally be present or supplied via a badge reader connected via USB to the PC 3.7 When users punch in/out from the screen, they should get immediate feedback on whether the transaction was accepted and whether there are any errors 4: Time Off and Accruals Tracking 4.1 System must be able to track an unlimited number of time off categories such as sick, vacation, PTO, and jury duty 4.2 As time off is recorded, it must be validated against the time off available and appropriate errors are displayed 4.3 System must be able to prevent time off from being entered if it is not available S 14

27 4.4 System must be able to allow time off to be entered, even if not available, with the unavailable portion automatically converted into unpaid time 4.5 System must be able to allow time off to be entered, even if not available, with the unavailable portion automatically putting the employee into a negative time off balance situation 4.6 System must fully manage time off balances including accrued or awarded amounts 4.7 Accrued or awarded amounts must be added to the balances automatically 4.8 Time off balances must automatically transfer between current year and prior year banks at designated transfer points, with the option for a maximum balance 4.9 Time off must be able to be accrued on any frequency, including, but not limited to, daily, each holiday, weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annually, annually 4.10 Time off must be able to be accrued on a custom defined frequency with specific dates/anniversary schedules 4.11 Time off balances must be maintained for prior periods, enabling actual balances in the past to be retrieved 4.12 Time off balances for the future must be automatically computed for any future dates in real-time, enabling projected balances for a future date to be viewed. These balances shall be stored in the database so that future dated balances can be reported on Time off requests (a) must be able to be submitted by employees through a wizard interface, and (b) 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, and (c) must have a manager review and approval process, and (d) can be restricted if the employee does not have enough time off available Time off that falls under a regulated leave, such as FMLA or a State Absence Leave, must have a more sophisticated wizard which asks appropriate leave eligibility questions S 15

28 4.15 Time off (a) must be tracked and stored in any units, including hours, days, or weeks of time off, and (b) must have the ability to be tracked in multiple units for the same time off type for an individual (e.g. vacation is stored in both hours and days for the same employee and displayed in both units) 4.16 Screen labels in the system showing time off balances must be able to be configured to display the appropriate units (e.g. Days, Hours, or Weeks ), with different labels potentially applying to different categories or for different groups of employees 4.17 When time off is taken by an employee, the system must able to (a) automatically convert the time off into another type of time off if there is available time off in that category, and (b) partially convert to another category and switch the remainder to an unpaid code 4.18 When time off taken is also an FMLA event, the system must be able to automatically track time off used against availability for both categories with a single transaction 4.19 For salaried or salaried exempt employees, the system must able to manage compensatory (in lieu) time by (a) automatically accruing excess work hours into a compensatory time off bank at straight time or a 1.5 factor, and (b) allow employees to take time off from their compensatory time off bank, and (c) have rules enforce that the use of the compensatory time must be done in the same week/month/period as designated by our HR and union rules 5: Calculations 5.1 In the system setup area, rules must be configured to compute all elements of pay and balances, including, but not limited to, shift/weekend differentials, overtime, accruals, attendance points, incentives, holiday pay/premiums, meal penalties, call-in guarantees, leave without pay, gross pay, holiday pay, and FLSA 5.2 All calculations listed in the prior paragraph shall be computed in realtime, as data is entered into the system. No batch process or end of period calculations shall be required. S 16

29 5.3 System must be able to automatically insert leave without pay if employee has not reported enough hours in the period and such entry shall be visible online in the timecard in real-time. 5.4 Pay for salaried employees must be calculated in real-time, including (a) automatically using time off or leave without pay if not enough hours are worked, and (b) allocating gross pay to all project hours reported using a diluted (or grossed up) rate/hour based on whether the employee reported more (fewer) hours than standard, and (c) any other condition which may appear in our future HR policies 5.5 Shift, weekend, and holiday differentials must be computed in real-time based (a) overlap between the worked time and shift/weekend/holiday periods, and (b) the shift where the greatest hours worked are, and (c) the shift where the employee started working, and (d) the shift where the employee was scheduled to work, regardless of which was actually worked, and (e) any other condition which may appear in our future HR or union policies 5.6 Overtime must be computed in real-time based on (a) exceeding X hours in a day/week/period, (b) work on unscheduled days, and (c) work over scheduled hours, and (d) work outside of scheduled times, and (e) work on holidays, and (f) work on an employee s birthday (with automatic adjustments for employees born on 2/29 in non-leap years), and (g) any other condition which may appear in our future HR or union policies 5.7 System must support a 9/80 hour configuration where (a) the start of a particular week occurs mid-day on a designated day of the week, and (b) overtime when calculated automatically splits the hours based on the start time of the week, and (c) the user should not be required to manually split hours or do any calculations manually 5.8 In 9/80 hour configurations, the system must also calculate daily overtime by splitting the hours between the days based on whether the hours occurred before or after the mid-day point 5.9 In 9/80 hour configurations, the system must allow each employee to designate their own pivot day where the start of their week occurs S 17

30 5.10 Incentives must be computed in real-time based on (a) length of service of the employee, and (b) projects/tasks/department where the employee worked, and (c) occurrence or lack thereof of any element on the time sheet, and (d) lack of any negative occurrences such as tardy conditions in the past X days, and (e) any other condition which may appear in our future HR or union policies 5.11 Meal penalties must be computed in real-time based on employee failing to take a required break at point X in the shift (where point X could be a specific time or Y hours after the start of work or start of shift) 5.12 Call-in minimum guarantees must be computed in real-time based on an employee calling into work and not working the minimum hours 5.13 Gross pay must be computed in real-time for individual elements of a time sheet such as hours for a particular project/task or in aggregate for a day/week/period based on the HR/payroll rules and interfacing requirements to our other systems 5.14 Pay rate must be able to calculated be based on (a) rate of pay on the employee profile, and (b) a job that is specified on the employee profile and a lookup in a job rate table, and (c) a job that is specified on the time sheet and a lookup in a job rate table, and (c) and a combination of a job and step where the step is the relative experience of the employee as tracked based on prior hours worked in the job (with the hours worked in the job tracked by the system) 5.15 Holiday pay must be computed in real-time based (a) eligibility conditions for the holiday such as hours worked, length of service, or work on the day before/after the holiday, and (b) number of scheduled hours, and (c) type of holiday (e.g. different holidays such as Christmas could have different rules), and (d) whether or not the holiday was worked or not worked, and (e) any other condition which may appear in our future HR or union policies 5.16 Employees who work across state lines during the middle of a week or period must have their pay computed according to appropriate state s wage and hour laws 1. S 18

31 5.17 When overtime is calculated in real-time, the regular rate of pay shall be used for computing any overtime pay according to the Fair Labor Standards Act. The results shall be visible to the employee, supervisor, or other user in real-time as hours are entered in the system 5.18 When any pay elements are computed, the effective date of the policy shall be taken into consideration, thus enabling different rules or rates to be applied for days prior to or after the effective date change. Effective date changes can occur in the middle of a week/period 5.19 All elements of pay that are computed must be done in real-time and displayed on the time sheet as they occur 5.20 System must support (a) entry of production quantities on the time sheet or via an import from another system, and (b) pay based on the amounts produced and a calculation or lookup formula, and (c) automatic application of the minimum wage if the employee did not earn enough from the production 5.21 System must permit clock times to be rounded and grace periods applied to the clock transactions 5.22 System must have the ability to automatically deduct lunch time as follows: (a) X hours from the start of the scheduled shift, and (b) only if out/in from lunch did not occur at the clocking device, and (c) the amount of the deduction is determined by policy or based on their scheduled hours, and (d) allow employees to indicate through the time sheet that they worked through lunch to cause the deduction not to appear 6: User Interface 6.1 The system must allow for all end user and manager functions to be performed through a web-browser 6.2 Internet Explorer, Firefox, Safari, and Chrome web-browsers must be supported S 19

32 6.3 No plug-ins or add-ons shall be required for any end-user or manager functions, including, but not limited to no Java requirements, no Silverlight requirements, no Active-X controls, and no Flash requirements 6.4 All elements of the end-user user-interface must be translatable into other languages 6.5 The system shall support multiple languages concurrently (e.g. some users log in under 1 language and others use another) for true global support 6.6 All dates, number formats, and currency symbols shall be configurable based on the user and/or countries deployed using the prevailing methods in that locale 6.7 Online help (a) shall be available through the web-interface, and (b) configurable or modified to suit our specific needs 6.8 Options that are not available to an end-user due to their security shall not appear on the menus or dashboards 6.9 A dashboard shall present common functions and information such as time off balances that a user wishes to see 6.10 Links to launch other applications or web-sites must be able to be setup on the dashboard, depending on the user s security role 7: System Setup 7.1 Configuration options shall include all of the following (a) screen layouts, (b) overtime calculations, (c) incentive calculations, (d) holidays, (e) shift premiums, (f) gross pay, (g) accruals and time off calculations, (h) gross pay, (i) security roles, (j) drop down list orders, (k) exception messages on the time sheets, (l) reports that are available, (m) tardy rules, (n) FMLA rules, (o) retroactive processing, (p) notifications, (q) scheduling options, and (r) any other configurable options or items in drop down lists of the system S 20