The Vendor is required to provide a modern, fully hosted solution that is intuitive for employees, substitutes, and administrators, while offering robust reporting and data analysis capabilities for district leadership.
- The Substitute Management System (SMS) must provide a comprehensive, modern set of tools to manage employee absences and substitute assignments.
- At a minimum, the solution should include:
• Absence Management: Employees must be able to enter absences online and through mobile applications, with approval workflows as required.
• Automated Substitute Matching: The system must automatically identify and assign substitutes based on configurable criteria such as certification, location, seniority, and inclusion on preferred substitute lists.
• Bulk Cancellations: The system must allow authorized users to perform bulk cancellations or modifications of substitute assignments in response to unexpected closed days, such as districtwide or site-specific closures due to weather, emergencies, testing, or other non-instructional events.
• The feature must:
o Allow cancellations by school, date range, or event type.
o Automatically notify all affected substitutes and employees.
o Preserve audit history of cancelled assignments for accountability and reporting.
o Allow quick reinstatement of assignments if the event is reversed (e.g., if school reopens).
• Real-Time Notifications: Notifications must be multi-channel (text, email, and mobile app) to ensure substitutes are aware of new opportunities and administrators can monitor coverage.
• Mobile Access: Substitutes must be able to set availability, accept or decline jobs, and view schedules through a free mobile application.
• Flexible Scheduling: The system must support partial-day fills, multi-role employees, and multi-day assignments. Substitutes must be able to accept or decline individual days within a multi-day assignment without affecting the remaining dates.
• Analytics & Reporting: The solution must include a robust reporting engine with customizable dashboards and ad hoc reporting capabilities.
- Support expectations include:
• Multi-channel support (phone, email, live chat/tech support).
• Published hours of operation and guaranteed response times.
• Access to a customer portal with searchable help documentation, FAQs, and video resources.
• A demonstrated commitment to incorporating customer feedback into product enhancements, with transparency on the vendor’s product roadmap.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: February 9, 2026
