Online timesheet system

Contract details

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ID:

40876

OCID:

ocds-kuma6s-030409

Contract type:

Services

Procedure type:

Open

Contract award notice ref:

FEB122733

Internal ref:

Cspp001

Contact catergory:

C - Local contract let on behalf of one buyer

Buyer:

Careers Wales

Primary CPV code:

N/a

Additional CPV code(s):

Is framework:

No

Carbon reduction plan:

Options:

Description:

Tender Brief Careers Wales is seeking to purchase a Timesheet Solution capable of delivering the organisations requirements under the various contracts we hold as well as being able to manage the requirements of our flexi time system. . Each contract requires that we submit a detailed timesheet listing the number of hours worked on the project and a narrative capability to allow the user to input details of the work undertaken on the project. We would need to be able to extract a report for each project detailing the numbers of hours worked on the project broken down into the various staff hours that make up the final total. .Essential Timesheets to be submitted on a monthly basis and to be approved by the line manager Maximum of 16 hours can be carried forward from one month to the next (if an employee has accrued more than 16 hours, the excess will be lost) A debit of up to 12 hours can be carried forward from one month to the next Reasons for absence can be recorded e.g. holiday, sick, non-working day, time off for dependants etc Once an employee submits a timesheet, they should no longer be allowed to amend it (and should not be able to amend historical timesheets) The number of flexi days that can be taken per month is limited to 2 (or 4 half days) – this would need to be calculated in days not hours as the number of hours will vary for part-time staff Flexi balance to calculate on at least a weekly basis, ideally it would be done on a daily basis Able to cope with a variety of working patterns with varied daily hours i.e. not everyone works 7.4 hours a day, we have staff who work part time, school term time. To set up the system: Employee data should be able to be imported via a spreadsheet Project time allocation – we need to allow staff the ability to allocate time to up to 9 projects Staff would need to add narrative to the time allocated to each project Reporting structure which will provide a detailed breakdown of each project highlighting the numbers of hours worked on a monthly basis and a whole project lifetime report. Automatic email reminders to chase up timesheets that have not been submitted by a particular deadline Desirable The ability to export the raw data from the system on an ad hoc basis Able to enforce a minimum of 30 minutes lunch break and a maximum of 2 hours (lunch can only be taken between 12pm and 2pm) The following 2 points are desirable but there may be a small number of employees that this does not apply to; Able to enforce earliest start time is 8am and latest start time is 10am Able to enforce earliest finish time is 3.30pm and latest finish time is 7pm

Purchasing team:

N/a

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Contract dates

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Date awarded:

11 September 2015

Start date:

-

End date:

-

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Contract extensions

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Max extension options available:

0 (months)

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Additional information

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Additional information:

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Contact details

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Contract name:

Paul Powell

Contract email:

paul.powell@careerswales.com

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