HCIMS - Staff Scheduling RFP Template by TEC

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									Technology Evaluation Centers Inc.
Staff Scheduling

                                                                                  Criteria Worksheet
                                                                        Priority Mandatory
Hierarchy                          Criterion                            (0-10)     (Y/N)
                                                                                           SUP PSUP PADD MOD 3RD CST   FUT   NS                        Description
                                                                                                                                  Employee Data includes functions to collect and
                                                                                                                                  maintain the many types of employee data. It
                                                                                                                                  should include categories such as addresses,
                                                                                                                                  emergency contact information, job codes, etc., and
1           Employee Data                                                                                                         provide various search capabilities.
1.1         Employee Data Creation
            Creation of 100 user-defined data fields for unique
1.1.1       needs
1.1.2       Storage and display of employee photograph
            On-line search for employee data by a national
            identification number (such as a social security number
1.1.3       of social insurance number)

1.1.4       On-line search for employee data by employee number
1.1.5       On-line search for employee data by name
1.1.6       On-line search for employee data by special skill
1.1.7       Reinstatement of a terminated employee
1.1.8       Ability to view any terminated employee's records
            Security control that goes down to the field level based
            on individual employees or groups, job codes,
1.1.9       departments, etc.
                                                                                                                                  The system should be able to collect and maintain
                                                                                                                                  the many types of employee data. It should include
                                                                                                                                  categories such as addresses, emergency contact
1.2         Employee Data--Collection and Maintenance                                                                             information, job codes, etc.
            Maintenance of data and scheduling for up to 10,000
1.2.1       employees
1.2.2       Employee names
1.2.3       Employee addresses
1.2.4       Employee phone numbers (at least three)
1.2.5       Employee pager numbers

            Employee numbers and national identification numbers
1.2.6       (such as social security or social insurance numbers)
1.2.7       Emergency contacts
1.2.8       Date of birth
1.2.9       Date of hire
1.2.10      Termination date
1.2.11      Anniversary date
1.2.12      Position control number
1.2.13      FTE value                                                                                                             FTE = full time equivalent
1.2.14      Department number
1.2.15      Job code
1.2.16      Skill level
1.2.17      Primary nursing unit and shift
1.2.18      Job status
1.2.19      Salary or wage
1.2.20      License numbers and expiration dates
1.2.21      Continuing education credits
1.2.22      Special skills, languages, etc.
1.2.23      Disciplinary actions
1.2.24      Mandatory review data (fire, safety, CPR, etc.)                                                                       CPR = cardiopulmonary resuscitation

                                                                                                                                  Scheduling includes functions to define and
                                                                                                                                  schedule for a wide variety of hospital shifts,
                                                                                                                                  departments, and employee groups with tools to
2           Scheduling                                                                                                            facilitate planning, forecasting, and cost reporting.
2.1         Scheduling Type
2.1.1       Full-time and part time employees
2.1.2       Multiple facilities and locations
2.1.3       Float employees
2.1.4       Extra help employees
2.1.5       On-call staff
2.1.6       Nurse registry personnel
2.1.7       Scheduling periods of two, four, six, or eight weeks
2.2         Scheduling for Shifts
            Variable shift lengths (eight, ten, or twelve hours) for
2.2.1       individual departments
2.2.2       Variable shift start times for individual departments
2.2.3       Multiple "start of shift" and "start of day" schedules
2.2.4       Scheduling for split shifts
2.2.5       Scheduling for multiple shifts
            Ability to have a minimum number of job codes for a
            given shift based on the required staffing, allowing for
2.2.6       multiple minimums for different departments
            Tracking of work volumes and staffing levels per shift on
2.2.7       a unit
         Scheduling for multiple facility-defined shifts for
2.2.8    individual units
2.3      Scheduling for Non-work Activities
         Ability for users to define holidays in the scheduling
2.3.1    system

2.3.2    Vacation, sick leave, jury duty, bereavement leave, etc.
         Maintenance of history and reports on absenteeism,
2.3.3    planned versus unplanned leave, etc.
         Management of overtime and holiday hours, with
2.3.4    reporting by department, group, and individual
         Emphatic display of the consequences of changes to
         the schedule due to absences, shift exchanges,
2.3.5    overtime, etc.

         Up to 999 user-defined scheduling codes or categories
2.3.6    for work activities, "reasons" for leave, absence, etc.
         Ability to block off time for staff training, meetings, or
2.3.7    other non-work activities
         Advance scheduling of staff absences and work
2.3.8    requests
2.4      Scheduling Management

         Rule-based staff schedule generation that incorporates
2.4.1    user-defined rules, requirements, and patterns
2.4.2    Multiple schedule formats for different departments
2.4.3    Definition of daily budgeted staffing levels
         Definition of standard rotation schedules that will be
2.4.4    used to automatically assign staff
2.4.5    Assignment of staff to teams
2.4.6    Schedule and budget by teams
2.4.7    Maintenance of minimum staffing requirements
         On-line inquiry into staff schedules by unit, department,
2.4.8    etc.
2.4.9    On-line display of current schedules by department
2.4.10   On-line display of current schedules by employee
2.4.11   What-if capabilities for reviewing scheduling options
         Display of actual cost of scheduled staff per day, with
2.4.12   indication of overtime costs
         Entry of a future employee termination date that will
2.4.13   cause the employee's schedules to be deleted
         Ability to ensure that labor laws and agreements related
2.4.14   to working hours are correctly enforced
2.4.15   Tracking of staff credentials
         Maintenance and tracking of history of required training
         and certifications, with automatic scheduling of
2.4.16   employees for both
         On-line maintenance of five years of staff schedules for
2.4.17   reference and planning
2.4.18   On-call and call-back plans
         Scheduling of staff twelve months in advance (e.g., to
2.4.19   block out vacations, etc.)

         Automatic, intelligent generation of employee schedules
         based on the availability of qualified personnel, staffing
2.4.20   requirements, user-defined rules, etc.
         Definition of scheduling rules and requirements at the
         hospital-wide level, department or cost center level, and
2.4.21   employee level
         Automatic generation of employee schedules based on
         patient acuity levels, hospital census data, or activity
2.4.22   data
                                                                        Reports include operations reports for departments
                                                                        and individual staff, along with managerial reports
                                                                        to monitor labor costs, FTE (Full Time Equivalents)
                                                                        levels, position control, credentials, terminations,
3        Reports                                                        etc.
3.1      Schedule Reports

3.1.1    Ability to print staff schedules by shift for weekly periods
         Ability to print staff schedules by shift for monthly
3.1.2    periods
3.1.3    Ability to print individual staff schedules
3.1.4    Ability to print nurse schedules by unit on demand
         Generation of individual calendar schedule reports and
3.1.5    labels
3.1.6    Ability to print nurse schedules by shift on demand
3.1.7    Ability to print scheduling worksheets
3.2      Management Reports
3.2.1    User-defined printed schedule formats

         Weekly staffing rosters that show coverage for all shifts,
3.2.2    with actual and planned FTE counts and variance                FTE = full time equivalent
          Shift summary reports that list the nursing unit staff
          required, volume, workload, census, and budget
3.2.3     variance
          Daily executive summary reports that summarize the
          staffing for each unit showing census, occupancy, FTE
3.2.4     data, etc.                                                   FTE = full time equivalent
          Productivity detail reports by cost center that list
          productive hours and non-productive hours as
3.2.5     compared to the budget, with variances
          Productivity summary reports that show totals by cost
          center of productive hours and non-productive hours as
3.2.6     compared to the budget, with variances
          Non-productive statistical analysis reports that show
          hours counts by category and cost center with budget,
3.2.7     actual, and variance
          Acuity management reports that compare volumes,
          workload, productive and non-productive time, and
3.2.8     acuity levels
          Performance review reports of all employees that are
          due for performance appraisals within a user-specified
3.2.9     time period
3.2.10    Alphabetic staff telephone lists
3.2.11    Monthly staff birthday lists
          Position control reports that show budgeted, filled, and
3.2.12    unfilled FTE positions                                       FTE = full time equivalent
          Job summary reports that show the distribution of
3.2.13    nursing job classes by shift, job status, etc.
          Available personnel reports (e.g., on-call, per diem) by
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