The vendor required to provide time and attendance application to dynamically measure office space and system utilization for planning purpose, including tracking employee attendance and confirming attendance.
- Functional requirements
1. Core system capabilities:
• Browser and mobile-based platform accessible via web and mobile browsers
• Real-time clock in/out functionality from multiple locations with geo-fencing for approved work locations
• Staff tracking capability with accurate, real-time GPS reporting to a cloud-based system
• User identity verification and location tracking fields (without GPS or IP location) when not attached to the internet
• Pull-down menus of approved agency work sites – updated by the administrative function and staff manager for rapid data entry
• Staffer can flag locations for review by manager if out of normally assigned destinations.
• Manager addition of new locations and times
• Manager approval for non-GPS verified locations
• Similar functionality for agency -provided and personal smartphone access where appropriate
• IP location service when using an application from a browser.
2. Administrative functions:
• Staff bulk file account creation, modification, and deletion with historical data preservation
• Working group alignment and management for audit and investigation team coordination
• Comprehensive reporting capabilities
• Data archival and retrieval functionality
• System hierarchy configuration
- User categories and access levels
1. HR administration:
• Full administrative access, including time and date fixes, add, remove, and archive staff names
• Training coordination support
• Regular reporting functionality through dashboard web pages
2. IT administration:
• System configuration and setup
• Technical requirements management
• Documentation and maintenance
• Procurement and renewal oversight
• Compliance and integration with applicable it policies
• Bulk staff contact information upload to system.
3. Managers:
• Administrative reporting access to include staff date and time editing
• Weekly bulk review reports
• Near-time monitoring of staff locations
• Ability to exclude certain employees whose participation in this system would be precluded by law
4. Staff users:
• Web and mobile browser access
• GPS locality for agency -issued mobile systems
• IP locality for browser-based access
• Manual site entry capability
• Location and other notes updating
- Technical specifications
1. Platform requirements
• Cloud-based mobile smartphone access (primarily for clock-in, in-transit, offsite location, and clock-out) functions for agency provided devices.
• Off-site-capable-architecture with browser-function for staff who do not have assigned agency mobile phones.
• Mobile-responsive design for personal staff phones using a browser app
• Cross-platform compatibility (iOS, android, windows, macOS)
• Cloud-based solution using agency -based server and services
• Agency access to the system and its data at any time during the contract, with access to historical information for one (1) year after the expiration of the contract
2. Security requirements
• Agency security standards compliance (viewable through the internet)
o 201 CMR 17.00
o Is.001
• Data encryption in transit and at rest
• Multi-factor authentication capability
• Audit trail functionality for FOIA and legal requests
• System should use agency enterprise single sign on (SSO) for application authorization or can be phased in.
• Security sufficient to prevent non- agency collection or visibility to this data
3. Integration requirements
• Potential integration via API with commonwealth HRCMS and Wolters Kluwer team mate+ systems
• Standard API availability for future integrations
• Data export capabilities to at least one of the following file formats:
• (CSV, excel, pdf formats)
4. Performance requirements
• 99.5% uptime during business hours
• Response time under 3 seconds for standard operations
• Support for 250+ account users with up to 100 concurrent logins during morning and evening transactions
• Scalable architecture for future growth.
- Contract Period/Term: 1 year
