III. Scope of Services The successful provider(s) shall offer a solution that is currently implemented and in use at other organizations. In order to be considered, provider must meet the qualifications, and the proposed system must meet the minimum requirements listed in this CSP. B. Minimum System Requirements - General 1. Integration with Tyler Enterprise ERP/Munis Financials/HCM Payroll System: The application must seamlessly integrate with the Tyler Enterprise ERP/Munis system to synchronize employee data, payroll information, and financial transactions. 2. Employee Data Management: Ability to import and synchronize employee data from the Tyler Munis system, including employee profiles, job titles, departments, accrued time and pay rates. Be able to export time in the format required by the Tyler Enterprise ERP/Munis system. 3. Time Tracking: Allow employees to clock in and out using various methods such as biometric scanners, web-based interface, and physical time clocks. We currently use 4 regular time clocks and 1 biometric time clock. Employees should be able to clock in/out using their employee number and fingerprint. Employees need to be able to view their own timecards. The system should accurately record work hours, breaks, and overtime as well as support work schedules for exempt employees. Application collects data from time clock devices in real time. 12 4. Leave Management: Enable employees to manage different types of leaves (vacation, sick leave, etc.) through the application. Ability for employees to enter exception time. Auto populate holidays in time sheet. 5. Shift Scheduling: Provide tools for managers to create, assign, and manage employee schedules. The system should allow for the customization of shifts, rotation schedules, and exceptions as well as accommodate flexible work schedules. The application should accommodate shifts that span midnight, from one day to the next. The application should automatically accommodate changes from standard time to daylight savings time and vice versa. 6. Attendance Policies Enforcement: Implement municipal attendance policies, including rules for tardiness, early leave, and unauthorized absence. The system should automatically apply these policies to calculate payroll and generate reports. 7. Overtime Calculation: Automatically calculate regular and overtime hours based on municipal regulations and employee contracts. Be able to calculate overtime based on multiple pay codes. Ensure accurate tracking of overtime hours for proper compensation. Apply overtime rules to comp accruals. Handle multiple overtime calculations based on work schedule. 8. Payroll Processing: Generate payroll reports and export payroll data in formats compatible with the Tyler Munis system. Ensure compliance with tax regulations, deductions, and benefits. Allow administrative overrides by authorized users. Allow historical edits by payroll administrators. Allow authorized users to generate exception reports such as no time in/out, early in/out, late in/out, etc. Allow for supervisor approval through workflow, to approve the entire time sheet of the pay period at once and to approve day by day. Approval process can block approval of timecard with missing punches. The application needs to round employee time punches. Restrict usage of accrued time to more than the current balance. 9. Reporting and Analytics: Provide comprehensive reporting capabilities, including attendance summaries, employee schedules, leave balances, and payroll reports. Incorporate customizable report templates and analytics tools for data-driven decision-making. Provide report functions to detail all time information. Authorized users should be allowed to customize, generate, and print reports. 10. Security and Compliance: Implement robust security measures to protect employee data and ensure compliance with data privacy regulations (e.g., GDPR, HIPAA). Enable role-based access control to restrict sensitive information and to manage users’ ability to read, add, edit, and delete information in the system based on user roles and permissions. The application should be able to be locked down for edits.
