CPH - Time and Effort Software

Scope of Work
Cloud-based Time and Effort Software
Issuing agency Columbus Public Health (CPH), City of Columbus, Ohio
Contract term The City may award an initial term of one (1), two (2), or three (3) years,
at its sole discretion, with up to three (3) additional one-year renewal
periods at the City's sole discretion. Pricing for any renewal period shall
be mutually agreed and shall not increase by more than five percent (5%)
over the prior year's pricing.
Pricing No pricing appears in this Scope of Work. Bidders shall submit the
separate Pricing Schedule covering one-time implementation, three (3)
years of subscription, and an hourly rate card for work beyond base
scope.
1. Purpose
Columbus Public Health (CPH) seeks a cloud-hosted time and effort system that records and approves
100 percent of each employee's compensated time by cost objective, supports periodic time studies,
and produces the reports needed to support personnel charges to federal and state awards under 2 CFR
200.430(g). Approximately 300 users will use the system. Employees record time, managers approve
time, and grants, fiscal, and HR staff administer it, including field staff who work away from a desk.
2. Scope
In scope: subscription to the System for the contract term; configuration to CPH's pay periods,
workweek, leave categories, grant/charge codes (cost objectives), and approval structure; load of
employee data from the City HR system; export of approved time for assistance with payroll activities;
training documentation; go-live support; and ongoing support and maintenance.
Out of scope: Random Moment Time Study or other statistical sampling for Medicaid administrative
claiming; payroll calculation; leave accrual and balance administration; employee scheduling.
3. Requirements
Time tracking
* Employees shall record 100 percent of compensated time, by day, against cost objectives and
leave categories, and recorded time shall reconcile to compensated hours for the period.
* Time entry and approval shall be available in a web browser and on iOS and Android mobile
devices, including entry without connectivity for field staff with later synchronization.
* Each employee shall have effective-dated allocations across one or more cost objectives, with
every prior allocation retained. Budgeted allocations and actual recorded effort shall be stored
and labeled separately.

* Each period's record shall be certified by the employee and approved by a designated
supervisor, with routing configurable by CPH. When the approver is unavailable, a defined and
logged delegate path shall apply and the record shall show that it was used.
* An approved record shall not be editable in place by any role. A correction shall create a new
version with the prior version retained and a record of who, when, and why.
* Overtime indicators shall be computed on hours actually worked over 40 in the workweek,
excluding paid leave. Expected hours shall derive from each employee's FTE, and approved leave
shall count toward them. CPH's workweek (Sunday through Saturday) and pay period (biweekly)
shall be configurable by CPH.
* The System shall send reminders for unsubmitted, uncertified, and unapproved time.
Time study
* A time study shall be computed from the same approved time that supports payroll charges, not
from a separate survey or form.
* Each study shall reconcile, showing that hours attributed to activities equal hours recorded and
approved for the period.
* A completed study shall be fixed. A later correction to underlying time shall produce a new,
separately identified study version with the original retained.
* CPH shall be able to define study periods, activity codes, and participant groups without
Contractor involvement.
Reporting
* For any closed period, the System shall regenerate reports as they stood at that time, including
allocations, cost objective names and codes, and approvals, unaffected by later changes or
renames.
* CPH staff shall be able to build and save reports by award, cost objective, division, supervisor,
employee, and period without Contractor involvement.
* Every report and export shall state its scope (filters, period, population) in its header and
filename, and totals shall reflect only the filtered population.
* Exception reports shall list unsubmitted or unapproved time, time over 100 percent, employees
with no allocation or an allocation not summing to 100 percent, and time charged to closed cost
objectives.
* For any selection of employees and closed periods, CPH staff shall be able to produce an audit
package showing approved time, allocation applied, and approval record per employee per
period, as a single deliverable.
* Reports shall export to CSV, Excel, and PDF. Approved hours and allocations shall export each
pay period in a format usable for City payroll processing. Employee data (identifier, name,
position, FTE, supervisor, division, hire and separation dates) shall load from the City HR system
during onboarding, and CPH administrators shall be able to add, update, and deactivate users
thereafter.
4. Implementation and support
The Contractor shall deliver a working System for all in-scope staff within 90 days of notice to proceed,
with go-live on the first day of a pay period. Implementation includes a project plan, configuration to

CPH's discovery inputs, load of current allocations and employee data, user acceptance testing, role-
based training or instruction for employees, approvers, and administrators, and 30 days of support after
go-live during which defects are fixed at no charge.
Ongoing, the Contractor shall provide 99.9 percent monthly availability, support during business hours
(Eastern) with 24x7 coverage and one-hour response for outages, a non-production environment for
CPH testing, and release notes before any user-facing change.
5. Pricing and invoicing
The Pricing Schedule shall show a one-time implementation, annual subscription for Years 1 through 3 at
300 users with the rate for growth to 600 users, and an optional hourly rate card for work beyond base
scope. All 3 years will be paid up front with any additional costs during the 3-year period subject to
preapproval by CPH prior to invoicing. Implementation fees are invoiced on CPH's written acceptance of
system configuration, user acceptance testing, go-live, and the close of the 30-day post-go-live support
period.