The purpose of this Proposal is to solicit competitive sealed proposals to establish a

firm fixed price contract through competitive negotiations for the acquisition, installation and
maintenance of a fully functional Time, Attendance and Leave (TAL) System to address the
requirements of the company.

This Proposal is intended to solicit information pertaining to the advantages, features and costs associated with
these Contractor-based software and hardware components. The proposal must reflect the Respondent’s ability
to provide goods and services to meet the objectives of the County.

All hardware, software, telecommunications, and services necessary to implement the solution should be
included in the proposal. The time, attendance, and leave system should be an enterprise solution. The
County of Volusia will implement a team approach for long-term maintenance and support, which will
include the Information Techno logy Division, Finance/Accounting Division, Personnel Division.
GOALS

A. Streamline the timekeeping process by eliminating redundant work.

B Streamline the leave approval process by providing electronic approval.
C. Improve the time/leave information gathering process by incorporating electronic workflow.
D. Improve the efficiency in managing staff resources by using an electronic scheduler.
E. Provide tools that will enable management to detect and monitor trends.
F. Provide seamless interface with the County’s human resource/payroll system.
G. Improve payroll processing turnaround times.

General Rules

Employees are paid on a positive or by exception pay basis. In order for a positive pay employee to be
paid, all hours worked (and not worked) must be recorded in the human resource/payroll system.
Typically these employees are paid on an hourly basis. An employee paid by exception will be paid
automatically. Only those entries indicating exceptions to his/her pay such as personal leave are
recorded in the system. Salaried employees fall into this category. An employee’s position title
determines whether or not he/she is paid on an hourly or salary basis. The human resource/payroll
system stores this information. Hourly employees are eligible to receive overtime. They are often
referred to as non-exempt employees. Salaried employees, or exempt employees, are not eligible to earn
overtime. In general, eligibility for overtime. How overtime is calculated is determined, but also by
County policy and bargaining unit agreements. In addition, the County allows employees to earn
compensatory time in lieu of overtime. The human resource/payroll system stores information regarding
those employees eligible for overtime and how it is to be calculated.

Eligible employees can accrue or accumulate leave for paid time off. How much an employee accrues is
based upon his/her years of service. Salaried (exempt) employees earn personal leave days. A dual
system exists for hourly (non-exempt) employees. They can either earn personal hours or a combination
of annual and sick leave hours. The amount of time an employee can take off and charge his/her leave
balance is limited by the amount of time accumulated and, in certain circumstances, the length of time
the individual has been employed. The human resource/payroll system stores all of this information.
There are other types of paid leave that may or may not relate to the amount of time banked. These
include, but are not limited to, holiday time, military leave, jury duty, bereavement leave, compensatory
time usage, family medical leave, educational leave, etc. Many departments, including the pilot group,
often break down the leave classifications into more descriptive categories. For example, the
department may want to break down sick leave into sick leave-scheduled and sick leave-unscheduled.
While the current human resource/payroll system keeps track of sick leave, it does not capture these
different sub-classifications nor is there a requirement to do so. Therefore, the department is required to
manually track this information creating inefficiencies that need eliminating by the new system.