Pur 367-1314 specs&scope

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

DCSS Time and Attendance Project Page 1
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

DEFINITION OF TERMS
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 Otis Education Systems - data management solutions
Proposal An offer, binding on the Proposer and submitted in response to a Request for Proposal
Proposer 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 Software written for any client, without making changes for a specific client
QA Quality Assurance for testing applications

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, 2014. 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

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

Deliverables
Project Planning and Coordination
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.

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.

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

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

Desired Future State Overview
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 ultrahigh-
speed 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:
Figure 3: DCSS Information Technology Application Re-Design Goals
High Reliability
Secure Web Browser
Intranet/Internet Access
Speed and Performance
Real-time Monitoring and
System Reporting
Proactive and Preventive
Maintenance
Cost Optimization

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.
Figure 4: High level overview of new system
Clocks AESOP (Leave)
New Application
NextGen

Functional Requirements
ID Requirement
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/semi-monthly pay period tracking
with weekly overtime carry-forward 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 as needed, run reports and adjust employee schedules.
FN-13 Have the ability to view archived time card history (year-to-date)
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-22 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

ID Requirement
FN-24 Provide Training and documentation for users
FN-25 Provide Training sessions (onsite and webinars)
FN-26 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 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 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
TEC-7 User interface must be modifiable to the needs of the user with the capability to set up user
specific reports and shortcuts
TEC-8 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.
TEC-9 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
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

Vendor Install
in Test
Environment
Unit Testing QA Testing
Vendor Install
in Production
Project Phases and Steps
The RFP is scheduled to go out to the selected vendors March 31, 2014. The vendors are required to submit the
RFP back to Dougherty County School System by April 15, 2014. The vendor selection will be done by April
21, 2014. The diagram below illustrates the recommended high level sequencing of the project steps required
by the vendor to complete software implementation by July, 2014. Please note that this is a schedule based on
assumptions.

RFP Pricing and Services Responses Requirement
1. In determining pricing, the vendor will make the following assumptions:
a. 3000+ 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

Evaluation Criteria Matrix
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

Timeline

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
Vendor Response
Note: Vendor answers should be provided
relative to the DCSS RFP requirements.
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.

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

Functional Requirements
Please fill in the below chart with following responses:
A = Standard feature of the system B = Configurable
C = Will need to customize D = Available in future releases
E = Not planned for 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 / semi-
monthly pay period tracking with weekly overtime carry-
forward 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

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-22 1. 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

Technical Requirements
Please fill in the below chart with following responses:
A = Standard feature of the system B = Configurable
C = Will need to customize D = Available in future releases
E = Not planned for 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 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
TEC-7 User interface must be modifiable to the needs of the user with the
capability to set up user specific reports and shortcuts
TEC-8 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.
TEC-9 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

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

Pur 367-1314 specs&scope

Recommended

Recommended

More Related Content

What's hot

What's hot (6)

Similar to Pur 367-1314 specs&scope

Similar to Pur 367-1314 specs&scope (20)

Recently uploaded

Recently uploaded (20)

Pur 367-1314 specs&scope