DCSS Time and Attendance Project

Transcription

1 2014 DCSS Time and Attendance Project Dougherty County School System 3/28/2014

2 Contents Definition of Terms.. 2 Introduction.. 3 Background.. 3 Specifications/Scope of Work.. 3 Current Application Overview.. 6 Desired Future State Overview. 9 Functional Requirements.. 11 Technical Requirements 12 Project Phase and Steps.14 RFP Pricing and Services Responses Requirement.. 15 Evaluation Criteria Matrix.16 Timeline 16 Attachment A.17 DCSS Time and Attendance Project Page 1

3 DEFINITION OF TERMS DCSS Time and Attendance Project As used in this Request for Proposal the terms set forth below are defined as follows: AESOP Substitute placement and absence management services for education Attachments Documents that are attached to and incorporated as part of the Request for Proposal DCSS Dougherty County School System Impro Technologies Access control for Dougherty County School System NextGen A product of Harris School Solutions Payroll, Human Resources and Accounting software used at the Dougherty County School System OtisED Proposal Proposer Otis Education Systems - data management solutions An offer, binding on the Proposer and submitted in response to a Request for Proposal An entity that submits a Proposal in response to a Request for Proposal Request for Proposal A solicitation document to obtain written, competitive proposals to be used as a basis for making an acquisition or entering into a contract when price will not necessarily be the predominant award criteria Responsible An entity that demonstrates its ability to perform satisfactorily under a contract by meeting the applicable requirements that is described in the Request for Proposal Responsive A proposal that has substantially compiled in all material in compliance with the criteria outlined in the Request for Proposal Turnkey Solution QA Software written for any client, without making changes for a specific client Quality Assurance for testing applications DCSS Time and Attendance Project Page 2

4 Introduction The Dougherty County School System (DCSS) is comprised of 36 buildings which includes 23 schools (14 elementary, five middle and four high schools) and six learning centers (Pre-Kindergarten, Albany Early College, Gifted Education L.I.F.E. Lab, South Georgia Regional Achievement Center, College and Career Performance Learning Center (CCPLC) and Oak Tree GNETS Center). The Dougherty County School System (DCSS) is seeking Responsive Responsible Proposers to provide a web based, hosted Enterprise Level Time and Attendance solution that shall easily integrate with the current Payroll, Human Resources, Financials and other key back office systems. Background The current Time and Attendance system (Novatime 3000) that the Dougherty County School System is currently using has reached end-of-life, effective December 31, 2013 and continued support, i.e. end-of-service will end on June 30, The Novatime 3000 system is currently a web-based and client based application with minimal integration into the school s Payroll, Human Resources and Financial systems (NextGen) and is also tied into the existing security access system (Impro Technologies). DCSS requires a more accurate technological system to keep track of employees Time and Attendance with reporting capabilities and robust integration to improve upon business processes without requiring any custom coding for system workarounds. DCSS is specifically looking for a web-based system that is vendor hosted and maintained. The solution should be flexible enough to accommodate the needs of DCSS and must not be integrated into the existing security access system (Impro Technologies), which is currently coupled into the DCSS system now. Specifications / Scope of Work Currently, there are a total of 78 time clocks throughout the school system. The vendor must replace all the old time clocks with biometrics time clocks that shall integrate into the existing Payroll, Human Resources and Financial systems (NextGen). The vendor shall provide a turnkey integrated system that will fully interface with the NextGen system and must provide substitute placement and absence management and/or interface to the AESOP application. The Dougherty County School System requires a comprehensive hosted solution that shall include implementation professional services, training, a comprehensive support program, and the proposal must address each of the requirements set forth in the Specifications / Scope of Work as well as the DCSS Time and Attendance Project Page 3

5 specific requirements set forth in Attachment A. The system must allow for unlimited earnings codes, employee types, schedules and leave types. The proposal must consist of a complete succinct project management plan and the following project team members shall be provided by the vendor: QA Engineer/PMP Project Manager Hired by DCSS Information Technology paid by vendor Engineers Hired by vendor and paid by vendor Subject Matter Experts Hired by vendor paid by vendor All Engineers must have at least five to ten years of experience The vendor chosen must have extensive experience in providing solutions to K-12 education customers. Proposals will be considered for a vendor hosted solution. The successful vendor will provide training onsite on the system proposed for DCSS. Vendors must indicate any additional expenses that may incur during the course of training above and beyond the costs quoted in this RFP. Vendors must explain the proposed training methodology and delivery, i.e. classes, tutorials, webinars, CD, train-the-trainer, et cetera. The successful vendor will provide on-going maintenance support and services to include all system upgrades, bug fixes and data recovery assistance. There should be access to an experienced customer support team on weekdays from 8:00 am to 5:00 pm. In addition, the successful vendor must provide a migration path from the current Novatime 3000 application to a web based solution. Professional Services The professional services required to facilitate the installation of the Time and Attendance product should include a quotation for the following: 1. All system installation and setup 2. Database configuration 3. Site integration/content migration 4. Creation of users, groups, and permissions 5. Comprehensive site-specific documentation ( Biometric Readers) 6. Technical support 7. Technical knowledge transfer 8. On-site use, administration, and development training DCSS Time and Attendance Project Page 4

6 Deliverables Project Planning and Coordination DCSS Time and Attendance Project The Vendor shall provide the coordination, scheduling, planning, communication and execution of key program events that include the creation of a project plan; estimate of duration, resource requirements for both DCSS and Vendor resources, risk management and communication plan. All planning and events must be pre-approved by DCSS. The Vendor shall provide periodic weekly technical and progress reports that establish event status that demonstrates the progress to-date. The Vendor shall staff the engagement with skilled functional and technical resources with proven experience and have participated in three or more similar implementations. The Vendor shall provide project management support for the duration of this contract. The vendor shall provide a single point of contact, i.e. the Project Manager for technical and management matters. The Vendor Project Manager shall ensure that all tasks are performed according to SOW requirements. The Project Manager shall ensure that all required documents and deliverables are properly prepared and delivered. Software Development The Vendor will perform software implementation using the DCSS development servers. The Vendor shall provide the following technical documents as appropriate: o Sequence Diagrams for each module outlining the communication o Activity Diagrams outlining the flows o Database Schema o Design document outlining the directory structures for the code and deployment process as well as the code build process for the code The Vendor shall prepare and deliver a written training program that thoroughly provides a technology transfer of knowledge to DCSS Application team on the function of the enterprise application and how the components work together. Even though some portions of code may be proprietary, DCSS Application team need to know exactly how the program calls the various components and modules and how they interact with the database and Web servers. DCSS Time and Attendance Project Page 5

7 Quality Assurance Services The Vendor shall deliver a quality assurance plan QA scripts should be written and implemented into the DCSS QA environment. The Vendor shall supply documentation on how to execute tests and the expected metrics for conformance. Training The Vendor shall be responsible for conducting multiple training sessions. Vendor must produce training plan and people plan The Vendor shall provide all the training materials and the training shall be conducted at DCSS. Provide Go-Live Support The Vendor shall provide technical on-site support during the installation and go-live launch of the system. The Vendor shall be available during the warranty period to assist with technical requests, design concerns, reliability, maintainability issues, and outstanding correspondence items that were not adequately addresses on delivery. Current Application Overview After an extensive assessment of the DCSS Time and Attendance system, it has been determined that the existing application (NovaTime 3000) does not meet the recommended standards for the Dougherty County School System. The system lacks the reporting capabilities regarding the web based technology and lacks vital application functionality, which results in a lack of reliability. The current application has several integration endpoints that are required in order for the existing NovaTime 3000 Time and Attendance to be successful. Due to the difficulty of these endpoints, the increasingly challenging tasks of maintaining dilapidated technology, the complexity of analysis, and continuing to maintain systems in accordance with DCSS business requirements it is virtually impossible to provide an operable solution. To that end, DCSS has not upgraded the existing application in many years and it has become obsolete along with the SQL database. DCSS Time and Attendance Project Page 6

8 The following Figure 1 diagram depicts a high-level overview of the AS-IS of the DCSS Time and Attendance system for processing: Clocks Impro NovaTime 3000 Database Application OtisED Processing Data Management NovaTime 3000 AESOP (Leave) NextGen Figure 1: Current State DCSS Information Technology Time and Attendance Application DCSS Time and Attendance Project Page 7

9 Current Novatime 3000 Architecture Overview Novatime 3000 consist of two major elements: 1. Client Server Based a program installed on each user workstation, which utilizes an enterprise database management system (DBMS) Microsoft SQL Server. 2. Novatime Anywhere Web Based Services - a suite of ASPX web components loaded in a web server, such as Microsoft IIS, which can be accessed from any workstation over an intranet or the internet using a standard browser. The following Figure 2 diagram depicts a high-level overview of the AS-IS of the DCSS Novatime 3000 environment. Figure 2: Current State DCSS Information Technology NovaTime 3000 Architecture DCSS Time and Attendance Project Page 8

10 Desired Future State Overview DCSS Time and Attendance Project Without implementing necessary changes to the current Time and Attendance application, systems within the DCSS environment will be unreliable because of manual entries, which is caused by a lack of integration between despaired systems. To address the issues of inaccurate time capture, payroll errors caused by manual entry, incorrect employee overtime costs and possible compliance issues with labor regulations or FMLA and FLSA, a newly re-designed enterprise-wide Time and Attendance solution will be deployed to provide a reliable, secure, and ultrahighspeed application environment. Deploying this new Time and Attendance Technology requires the vendor to provide the necessary application that must be developed within a standardized well-integrated technology solution and at the same time meets DCSS business and functional requirements. The following high-level application and architectural objectives and goals targets the fundamental aspects of the DCSS Technology Application re-design process, technological choices, and implementation approaches: High Reliability Secure Web Browser Intranet/Internet Access Speed and Performance Real-time Monitoring and System Reporting Proactive and Preventive Maintenance Cost Optimization Figure 3: DCSS Information Technology Application Re-Design Goals DCSS Time and Attendance Project Page 9

11 Also, the below figure 4 will depict a high-level overview of the proposed and TO-BE of the DCSS Time and Attendance system for processing. Clocks AESOP (Leave) New Application NextGen Figure 4: High level overview of new system DCSS Time and Attendance Project Page 10

12 Functional Requirements ID FN-1 FN-2 FN-3 FN-4 FN-5 FN-6 FN-7 FN-8 FN-9 FN-10 FN-11 FN-12 FN-13 FN-14 FN-15 FN-16 FN-17 FN-18 FN-19 FN-20 FN-21 FN-22 FN-23 Requirement Flexible, real time validation of time reported Allow system to be configurable without much customization All calculations must be performed in real time by the Time and Attendance software Support both positive time entry and exception entry for salaried employees Allow clear and concise messages Detailed explanation and instructions on the steps the employee will follow to log in, enter time and perform other duties User friendly interface with graphical buttons to perform functions such as print or save data Allow for an automated procedure for corrections for both pre-validation and post validation and be able to track history User Interface must be modifiable to the needs of the individual user with abilities to set up user specific reports and shortcuts to the system areas System must be capable of handling monthly/semi-monthly pay period tracking with weekly overtime carry-forward as required Access to the system shall have security access definable with multi-level passwords, limiting operation of the system to the authorized personnel. This is for every aspect of access to the system. Access to system by authorized users shall be available through a Browser based interface. This supervisor module must contain capability to perform all punch edits as needed, run reports and adjust employee schedules. Have the ability to view archived time card history (year-to-date) Have the ability to perform mass or individual electronic timesheet authorization Vendor should have standard reports and the ability to create custom ad hoc reports Affordable health care reporting and tracking are a key requirement of a time and attendance tracking system. The ability to manage hours to the provisions of the Affordable health Allow DCSS to define its own pay rules and policies Allow multiple pay rules without customizations Provide opportunity for an employee to submit timecard for future pay periods Provide employee with means to submit corrections and/or adjustments on timecard (employee self service) Provide proficient reporting and allow scheduling of reports Be able to handle exception tracking (tardy, leaving early, no benefits, etc.) Be able to handle leave or interface to the existing AESOP application DCSS Time and Attendance Project Page 11

13 ID FN-24 FN-25 FN-26 Requirement Provide Training and documentation for users Provide Training sessions (onsite and webinars) Provide Training following an upgrade Technical Requirements ID Requirement TEC-1 Detailed security capabilities of vendor s product TEC-2 Biometric devices will use Hand Biometry by Recognition systems for employee authentication TEC-3 Vendor will document system and application configurations, user parameters based upon best practices to achieve optimal performance of the application TEC-4 Ability to solicit data from the terminal to the software on demand or by schedule TEC-5 TEC-6 TEC-7 TEC-8 TEC-9 TEC-10 TEC-11 TEC-12 TEC-13 TEC-14 TEC-15 TEC-16 TEC-17 Support data backup capability that can be done daily; The proposed solution should have ability to access archived data for unlimited time based on database capacity. Selected Vendor must provide recommendations for software archiving and backup schedule. The software to be a Windows based operating system with the graphical user interface and operate with Windows 2008 or above. It shall collect, calculate and report employee time and labor distribution data. The database should be Microsoft sequel 2012 with full import and export capabilities User interface must be modifiable to the needs of the user with the capability to set up user specific reports and shortcuts The software should be able to handle Enhanced Scheduling to include individual, group, rotational, advanced benefits scheduling and schedule patterns. Comparisons of Actual vs. Budgeted and scheduled coverage belts. Employee hours and exception history track employee attendance trends for the current and previous years Ability to archive time cards for wage and hour reporting Two-way integration into DCSS existing NextGen software Vendor must use Microsoft SQL Server Security Standards Microsoft configuration management (CM) system, which protects the integrity of the development and maintenance processes for the Windows family of operating systems. Microsoft product delivery procedures for the Windows family of operating systems. Microsoft life cycle support for the Windows family of operating systems Must use the IO component for IO Manager, file system, including NTFS with EFS, The network, including the Windows TCP/IP implementation with IPSEC and the Windows CIFS implementation Must use Local Security Authority (LSA) component to include Secure Socket Layer (SSL), Security Policy setting, NTLM authentication, LDAP and Directory replication DCSS Time and Attendance Project Page 12

14 Project Phases and Steps The RFP is scheduled to go out to the selected vendors March 31, The vendors are required to submit the RFP back to Dougherty County School System by April 15, The vendor selection will be done by April 21, The diagram below illustrates the recommended high level sequencing of the project steps required by the vendor to complete software implementation by July, Please note that this is a schedule based on assumptions. Vendor Install in Test Environment Unit Testing QA Testing Vendor Install in Production DCSS Time and Attendance Project Page 13

15 RFP Pricing and Services Responses Requirement DCSS Time and Attendance Project 1. In determining pricing, the vendor will make the following assumptions: a employees b. 175 Super users (Managers, Supervisors, Payroll, Human Resources, etc.) c. Approximately 78 Time Clocks to be replaced with Biometric Readers d. Application hosted, managed and maintained by vendor e. Provide pricing for each module separately f. Provide licensing and maintenance support g. Pricing for Biometrics Readers h. Provide pricing for Professional Services i. Employee Self Services 2. Provide detailed project Schedule and assigned personnel based on project duration, phases and Scope of work. Vendor to use a suitable template delivered both in Microsoft project and PDF document formats. a. Provide the list of personnel and their detailed profile/resume to be engaged in this project. The project must include (at minimum) the below personnel with the identified key skills. Vendor must provide proof of certification for project personnel. (DCSS shall approve each candidate to be engaged in this project execution and has the right to change the personnel anytime during project execution. Vendor must replace similar or better skilled personnel within two weeks time. b. PMO certified Lead Project Manager (PM) with minimum of 10 years experience in project management and a PMP certification (Full time) c. QA Engineer with minimum of 5 years experience; shall provide Quality Assurance (QA) and technical system acceptance for all the deployed functional and technical solutions. (Full time) d. Software and Hardware Engineers with minimum of 5 years experience in the deployment of Time and labor Software and integration experience with a payroll, human resources and financial systems. e. Subject Matter Experts must have experience with K-12 educational systems DCSS Time and Attendance Project Page 14

16 Evaluation Criteria Matrix DCSS Time and Attendance Project A. Company Background, History and Past Experiences 15 Total Points B. Proposal Cost 30 Total Points C. Project Management Plan 30 Total Points D. Project Team - PMP, Integration, Functional Skills, Technical Skills, et cetera 15 Total Points F. Proposal and Documentation 10 Total Points DCSS Time and Attendance Project Page 15

17 Timeline DCSS Time and Attendance Project Page 16

18 Attachment A Vendor Capabilities Please fill in the below chart to detail the capabilities you will bring should your company be awarded the contract. Please attach any additional documentation that you believe will provide the best view possible regarding your capabilities. This may include any additional corporate information you want to include, organizational capabilities, and future plans for your company. Description Please describe your plan for resources on the project. Please state if you have the resources in house and available or if you will staff the project on award. If staffing on award, please indicate the positions and roles you will add. Please provide the management skills inventory for the personnel you would assign to this project. Are the Project Managers who will work on this certified? If certified, please list the certification and date of certification. Describe your project management methodology and tools. Describe how your organization manages scope creep. Please describe your organizations software development methodology / software development life cycle. Include any tools that you have in place for testing. Please list any third party software or tools required for the deliverable. Please describe the software maintenance and release process you would use for this project. Vendor Response Note: Vendor answers should be provided relative to the DCSS RFP requirements. DCSS Time and Attendance Project Page 17

19 How many releases and iterations are expected? Please describe your plan for resources on the project. Please state if you have the resources in house and available or if you will staff the project on award. If staffing on award, please indicate the positions and roles you will add Please describe the methodology and tools you will utilize for conducting usability testing. Please describe the tools and process you use for conducting training sessions. Please list and describe any additional hardware you foresee being needed to complete this project. Describe your Service Level Agreements (SLA). List and describe the documentation you provide for maintenance. Is your organization ISO certified for development and quality? Please list any certifications/awards and/or other certifications your organization has achieved. What is the typical revenue and industry of participation for your average customer for whom you have or are providing similar services? Describe your helpdesk capabilities and hours of operation. Please describe your trouble ticket system and any customer self service capabilities. How would you manage interfaces to existing software that DCSS has in place for Time and Attendance? In particular the NextGen Application DCSS Time and Attendance Project Page 18

20 Functional Requirements Please fill in the below chart with following responses: DCSS Time and Attendance Project A = Standard feature of the system C = Will need to customize E = Not planned for future releases B = Configurable D = Available in future releases F = Not Applicable ID Requirement Response FN-1 Flexible, real time validation of time reported FN-2 Allow system to be configurable without much customization FN-3 All calculations must be performed in real time by the Time and Attendance software FN-4 Support both positive time entry and exception entry for salaried employees FN-5 Allow clear and concise messages FN-6 Detailed explanation and instructions on the steps the employee will follow to log in, enter time and perform other duties FN-7 User friendly interface with graphical buttons to perform functions such as print or save data FN-8 Allow for an automated procedure for corrections for both pre-validation and post validation and be able to track history FN-9 User Interface must be modifiable to the needs of the individual user with abilities to set up user specific reports and shortcuts to the system areas FN-10 System must be capable of handling monthly / semimonthly pay period tracking with weekly overtime carryforward as required FN-11 Access to the system shall have security access definable with multi-level passwords, limiting operation of the system to the authorized personnel. This is for every aspect of access to the system. FN-12 Access to system by authorized users shall be available through a Browser based interface. This supervisor module must contain capability to perform all punch edits DCSS Time and Attendance Project Page 19

21 as needed, run reports and adjust employee schedules. FN-13 Have the ability to view archived time card history unlimited for enterprise systems FN-14 Have the ability to perform mass or individual electronic timesheet authorization FN-15 Vendor should have standard reports and the ability to create custom ad hoc reports FN-16 Affordable health care reporting and tracking are a key requirement of a time and attendance tracking system. The ability to manage hours to the provisions of the Affordable health FN-17 Allow DCSS to define its own pay rules and policies FN-18 Allow multiple pay rules without customizations FN-19 Provide opportunity for an employee to submit timecard for future pay periods FN-20 Provide employee with means to submit corrections and/or adjustments on timecard (employee self service) FN-21 Provide proficient reporting and allow scheduling of reports FN Be able to handle exception tracking (tardy, leaving early, no benefits, etc.) FN-23 Be able to handle leave or interface to the existing AESOP application FN-24 Provide Training and documentation for users FN-25 Provide Training sessions (onsite and webinars) FN-26 Provide Training following an upgrade DCSS Time and Attendance Project Page 20

22 Technical Requirements Please fill in the below chart with following responses: DCSS Time and Attendance Project A = Standard feature of the system C = Will need to customize E = Not planned for future releases B = Configurable D = Available in future releases F = Not Applicable ID Requirement Response TEC-1 Detailed security capabilities of vendor s product TEC-2 Biometric devices will use Hand Biometry by Recognition systems for employee authentication TEC-3 Vendor will document system and application configurations, user parameters based upon best practices to achieve optimal performance of the application TEC-4 Ability to solicit data from the terminal to the software on demand or by schedule TEC-5 Support data backup capability that can be done daily; The proposed solution should have ability to access archived data for unlimited time based on database capacity. Selected Vendor must provide recommendations for software archiving and backup schedule. TEC-6 TEC-7 TEC-8 TEC-9 The software to be a Windows based operating system with the graphical user interface and operate with Windows 2008 or above. It shall collect, calculate and report employee time and labor distribution data. The database should be Microsoft sequel 2012 with full import and export capabilities User interface must be modifiable to the needs of the user with the capability to set up user specific reports and shortcuts The software should be able to handle Enhanced Scheduling to include individual, group, rotational, advanced benefits scheduling and schedule patterns. Comparisons of Actual vs. Budgeted and scheduled coverage belts. Employee hours and exception history track employee attendance trends for the current and previous years TEC-10 Ability to archive time cards for wage and hour reporting TEC-11 Two-way integration into DCSS existing NextGen software DCSS Time and Attendance Project Page 21

23 TEC-12 Vendor must use Microsoft SQL Server Security Standards TEC-13 Microsoft configuration management (CM) system, which protects the integrity of the development and maintenance processes for the Windows family of operating systems. TEC-14 Microsoft product delivery procedures for the Windows family of operating systems. TEC-15 Microsoft life cycle support for the Windows family of operating systems TEC-16 Must use the IO component for IO Manager, file system, including NTFS with EFS, The network, including the Windows TCP/IP implementation with IPSEC and the Windows CIFS implementation TEC-17 Must use Local Security Authority (LSA) component to include Secure Socket Layer (SSL), Security Policy setting, NTLM authentication, LDAP and Directory replication DCSS Time and Attendance Project Page 22