6100066882

The Department of Corrections (DOC) is seeking information regarding commercially available enterprise workforce scheduling and overtime management solutions capable of supporting 22 State Correctional Institutions operating under potentially unique scheduling requirements and collective bargaining provisions.

The desired solution will establish a centralized, standardized platform for workforce scheduling, roster management, overtime equalization, employee notification, and staffing analytics while allowing for the flexibility necessary to address institution-specific operational requirements.

This is a Request for Information (RFI) only.

The primary objectives are to reduce avoidable overtime expenditures, improve staffing efficiency, automate labor-intensive scheduling processes, strengthen contractual compliance, and provide executive leadership with real-time visibility into staffing utilization and overtime cost drivers. The solution must support integration with existing Commonwealth time collection, payroll, and leave management systems and provide secure employee self-service functionality.

Questionnaire functionality (Attachment A)

• Enterprise Scheduling: Support for 22 institution-specific scheduling rulesets, shift configurations, staffing requirements, and collective bargaining provisions.
• Roster Management: Automated scheduling, post assignments, staffing availability, and identification of staffing shortages.
• Staffing and Overtime Dashboards: Real-time reporting on staffing levels, overtime utilization, associated costs, and primary overtime drivers.
• Automated Overtime Equalization: Management of overtime eligibility, distribution, rotation, and mandatory assignments in accordance with applicable contractual requirements.
• Automated Employee Contact: Electronic solicitation of overtime through text, mobile notifications, or automated calls, including employee responses and assignment tracking.
• Employee Self-Service: Secure employee access to schedules, leave balances, overtime signup lists, and overtime history.
• System Integration: Integration with existing Commonwealth time collection, payroll, and leave management systems.
• Reporting and Analytics: Historical trends, staffing projections, overtime cost analysis, and identification of scheduling inefficiencies.
• Security and Administration: Role-based access, centralized administration, audit trails, and appropriate cybersecurity protections.

The Commonwealth is requesting that all responses to this RFI be submitted via email to Amanda Wasko at amawasko@pa.gov by 10:00AM on 11/19/2022 with the subject line of Scheduling Software Solution – 6100066882.

• Include a cover letter, with the RFI response, on Company Letterhead, which includes a point of contact name, phone number and email address.
• Complete *Attachment A, Scheduling Software Solution Questionnaire*. Please respond to the questions in the questionnaire and limit the responses to these questions only.

The sole point of contact for this RFI shall be Amanda Wasko at amawasko@pa.gov.

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation for future business, an offer for procurement or any other type of current or future procurement or contractual action and is only intended to gather input. The Commonwealth will not award a contract on the basis of this RFI nor will it pay for information it receives.