Proposal &
Agreement For
San Marino Police
Department
Cloud Hosted Scheduling and
Workforce Management
Prepared by: Ian Komnenic
Account Executive
778-655-6499
[email protected]
Date Issued: 01/22/2024
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com About InTime
InTime is the leading provider of Scheduling and Workforce Management software that’s purpose-built for public safety agencies. InTime’s product offering has been refined through 25 years of experience and in-house development and proven to meet the needs of over 500 agencies, who trust InTime in helping them work more efficiently, spend smarter, reduce risks and better engage their teams.
In addition to providing the most robust product offering, InTime brings implementation expertise ensuring rapid time-to-value, effective training, world class customer support, and public safety workforce management thought leadership. Additionally, hundreds of members of InTime’s customer community share their experiences and learn from each other at InTime University, InTime’s annual user conference.
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime Workforce Management Platform
InTime understands the unique workforce management needs of the various roles within a public safety agency and has optimized the software accordingly. This includes insightful analysis and reporting for Command, an efficient suite of scheduling and related tools to ensure Operations is highly effective, accurate and efficient, and an easy to use online and mobile experience for Staff to have instant visibility of, and the ability to request changes to, their individual schedules
Workforce
Management Platform
Scheduling
Timekeeping
Shift
Bidding
Overtime
Management
Leave
Management
Training &
Certifications
Court &
Subpoena
Operations
Efficient Scheduling
Automated Timesheets
Equitable Shift Posting
Minimum Staffing
Manage Approvals
Special Events
Command
Data-driven Decisions
Reduce Labor Complaints
Overtime Cost
Management
Employee Fatigue
Risk Mitigation
Accountability
Staff
Mobile App Access
Real-time Schedule
Timesheets Submission
Overtime Sign-Up
Push Notifications
Leave & Swap Requests
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Making Better Agencies
InTime customers have experienced significant returns on their investment in the forms of reduced costs and risk, while improving efficiencies, better ensuring compliance and enhancing agency-wide communication.
46% 100% 90% 50%
Reduction in
court-related
Overtime across
23 member agencies
Visibility of schedule
history, changes and
reasons
Reduction in time
spent managing
Overtime
Reduction in
Overtime costs
Integrated Law
& Justice for
Orange County North Dakota DOC
Winnebago
County Sheriff
Azusa Police
Department
"Now, I might send out 20 [shifts] on a Thursday and by Thursday night, have those 20 shifts signed up for, within 10-15 minutes.”
– Lieutenant, South San Francisco Police Department
“Using InTime to manage Secondary Duty, I am able to have full accountability for all my officers and offer better customer service to clients requesting off duty.” – Chief, Bluffton Police Department
“Before, I had 3 or 4 different sheets that I had to update to keep everything accurate. Now, everything is in one place and it’s easy to transfer officers from one shift to another. It’s beyond belief how much time and money is saved.”
– Lieutenant, Toledo Police Department
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Your Stated Objectives
Through discussions with your agency, we understand the following to be San Marino PD’s primary objectives as they relate to making improvements for the agency, through the implementation of an advanced workforce management platform purpose-built for public safety.
Spend Smarter
• Improve overtime management and reduce overtime expenditures • Gain greater visibility to overtime expenditures by type, reason or approver to identify inefficiencies and opportunities to reduce costs.
• Identify reimbursement cost recovery opportunities through granular reporting, by the hour, related to FEMA or other grants. • Enabling the entire scheduling function, including creation and modifications to be completed in a fraction of the time, while also notifying all affected employees through real time push notifications.
• Quickly identifying eligible employees for open shifts, saving time and preventing scheduling of non-eligible staff.
• Ensuring minimum staff counts while also not over-staffing when not needed.
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Work More Efficiently
• Post, find, and fill shifts significantly faster, more accurately, and in an equitable manner.
• Enable real time visibility of shift vacancies weeks or a month in advance, for better informed planning and decision making. • Ensuring more efficient and accurate scheduling to prevent errors and wasted employee time.
• Automated completion of timesheets to ensure greater accuracy (no redundant data entry) and significant time savings for all staff.
Reduce Risk
• Ensuring staff shift assignments meet union rules and/or other organization policies
Engage Your Team
• Improved communication across the organization with scheduling notifications via a rich mobile experience (mobile optimized web browser, or iOS and Android App)
• Instant visibility to available Overtime postings
• Supervisors can facilitate request approvals/rejections via web including smartphone
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Proposed Solution Components
Scheduling via Software-as-a-Services (SaaS) is the core of the proposed solution to address your agency’s primary objectives, but there is far more to agency success that just signing up to use a scheduling software service. The following outlines the proposed solution components, that collectively, provide a holistic approach to successfully addressing your agency’s objectives.
Software-as-a-Service (SaaS)
InTime is provided via an annual subscription model and hosted on Amazon Web Services (AWS).
Public Safety agencies have many complex processes related to scheduling and timekeeping. InTime, through providing solutions for hundreds of public safety agencies for 25 years, has seen just about every unique scheduling process. With this knowledge, InTime continuously enhances the software to be the most robust and efficient on the market. While many entry-level products struggle to adapt to complex public safety agency processes, it is InTime that provides the robust software offering that just works.
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime Architecture
InTime is cloud hosted and provides the primary software capabilities, security, administration, and data storage. InTime is hosted on Amazon Web Services (AWS) in a Multi-Availability Zone deployment that synchronously replicates the data to a standby instance in a different Availability Zone, and provides the premium standard for reliability and security.
InTime is accessed via the following tools, all of which are included with the InTime subscription.
InTime Desktop
A robust client easily installed on the computers of the schedulers or others in management, that provides secure access to the core product for scheduling and related capabilities, administration, and reporting.
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime Mobile
Available for both Android and iOS, a rich Mobile App for staff to:
• view individual and team schedules
• sign up for shifts, overtime and extra-duty
• submit leave requests
• request shift trades
• punch-in punch-out (geo-fenced)
• receive mobile alerts
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime Web
A mobile optimized web browser experience for use on computers, tablets or smartphones, where staff can:
• view individual and team schedules
• sign up for shifts, overtime and extra-duty
• submit leave requests
• request shift trades
• And supervisors can approve/reject requests
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Cloud Security, Privacy and Availability
InTime leads the public safety workforce management provider sector with the highest levels and of privacy and data protection.
All InTime customer data is hosted by Amazon Web Services (AWS) in secure data centers designed to host sensitive data, regulate workloads, and address the most stringent government security and compliance requirements. InTime secures customer data in AWShosted geographically dispersed data centers with disaster-recovery systems in place.
In addition to the layers of security within AWS, InTime itself is SOC 2 Type 2 compliant across all 5 Trust Criteria, which is unique in the public sector scheduling market, and demonstrates that InTime (both the company and the offering) provides the highest level standards for security, privacy and internal controls.
Read more:
“Why take the risk of choosing a different vendor that hasn’t achieved the highest level of accreditation for security, privacy and availability?”
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Software Modules and Relates Services
Scheduling System
The Scheduling System is the foundation of InTime and can be complemented with any or all of InTime’s optional integrated modules to provide a complete solution to meet your organization’s objectives.
Public safety agencies have many complex processes related to scheduling.
InTime’s Scheduling system has been enhanced over 25 years to provide most robust offering on the market that addresses most every unique process for public safety scheduling.
While many entry-level products struggle to adapt to complex public safety agency processes, it is InTime’s Scheduling offering that just works.
Learn more here
Attributes Include:
• Overtime tracking, posting and reporting
• Minimum staffing indicator
• Email notifications
• Integrated special duty assignments
• Integrated training assignments
• Customizable daily rosters
• Comprehensive employee profile
• Skills and attribute tracking
• Employee Staff filters
• Over 100 standard and highly configurable reports
• History tracking
• Supervisor leave approvals
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Timekeeping Module
With scheduling at the core, all your employee data, complex pay rules, and overtime information are built into your schedule and pushed automatically to Timekeeping . Employees can submit overtime and activity slips for approval.
Learn more here
Attributes Include:
• Timesheets populated automatically from Schedule
• Electronic overtime requests
• Employee timesheet verification
• Supervisor activity and timesheet approvals (up to 3 levels) • Generic .CSV Payroll Export
• Payroll specific timecard reports
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Professional Services
Implementation Services
InTime’s Implementation Services team is led by former public safety officials who are experts in the nuances of complex scheduling, timekeeping and change management. Using a proven framework for organizational success, the Implementation Services team lead new InTime customers through the steps to ensure the software is configured to address your processes and objectives. The implementation process includes the customer assuming some of the tasks, and in doing so helps the customer develop a body of product knowledge that is beneficial for on-going product usage.
Implementation services are delivered remotely via Zoom or other web meeting tools.
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Implementation Deliverables for Scheduling
• InTime Project Management throughout set-up process
• Preliminary Setup for the Customer Project Team system access • Importing your Employee Profile Data into InTime
• Setting up your Leave Types and Ranks in InTime
o Setting up an Email Server Account for Notifications from the system to your employees
• Setting up an SMS Account, if required, for text notifications o Coaching and directing Customer Project Team through the following Setup Tasks:
• Setting up Fatigue Rules
• Defining rules for when shifts overlap
• Set up any applicable FLSA overtime rules for each Work Group • Building a Unit Structure to mirror the Customer’s Organizational setup
• Configuring Employee Attributes that define employee skills, abilities, certifications, restrictions, and training
• Completing the Employee Profile setup:
o Assigning the previously defined Employee Attributes to individual employees
o Assigning ranks to individual employees
o Assigning employees to their specific Work Unit and Work Group
• Entering all Shifts and Activities for every Work Unit • Entering all Internal and External Locations where
employees work
• Connecting the applicable Shifts and Activities to the Locations • Entering custom data fields to allow for tracking and reporting of tagging information in those custom data fields
• Defining all of the reason’s employee work overtime
• Defining any Differential Pays employees receive
• Defining any situations where employees are unpaid
• Defining any situations where employees are paid on a standby basis
• Entering the names of all Customers (entities that hire your employees or use your employees outside normal assignments) • Setting up Employee Filters that allow you to define sub-sets of employees based on Work Unit, Rank, and/or Attributes
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com • Setting up required Coverage Levels for various Work Units (minimum staffing levels)
• Defining the reasons for rejecting Leave Requests, declining assigned Overtime, and for cancelling assignments
• Setting up the rules to sort-order and organize a list of employees to assist in the equitable distribution of voluntary and mandatory overtime assignments
• Setting up all of the scheduling shift patterns worked in the organization (days on and days off with properly assigned shifts and locations)
• Assigning the defined shift patterns to every Employee • Loading the Master Template Schedule into the Work Schedule • Marking up the Work Schedule with rulers to define pay periods and highlight holidays or any special day on the calendar • Setting up required staffing positions at locations, whether regular duty posts or extra duty assignments
• Setting up automatic Notifications to an employees for specific scheduling tasks, such as approving or rejecting requests • Setting up reminders and allowing employees to acknowledge those reminders; along with additional notifications when reminders are ignored.
• Setting up Time Bank Accruals in InTime to mirror the master Time Bank Accrual setup in a payroll system
• Setting up Roles for the Schedulers that define their specific permissions as to what they can see and what they can edit • Building custom Daily Roster Reports that populate data from a single day showing who is working and where, as well as those on Leave
• Activating InTime Web and InTime Mobile and defining rules for what data is available in those environments
• Configuring a training environment to allow users to train on using the system without affecting the production schedule
• Explaining how to close and lock down the schedule to changes Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Implementation Deliverables for
Timekeeping Module
• Coaching and directing Customer Project Team through the following Setup Tasks:
o Entering Codes & Reference Values for:
Leave Types
Activities & Shifts
Work Locations
Work Units
Overtime Reasons
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime Scheduler Training Course
InTime’s training experts deliver training with the agency’s unique processes and goals in mind. As opposed to a fictitious “canned” training environment, InTime’s customers are trained in their own InTime system that has already been tailored for their unique processes. Training is delivered remotely (web meeting). On-site training may be available for additional fees. InTime also provides a suite of online training refresher videos with step-by-step instructions for no additional fees.
All Training Courses have a maximum class size of 10 staff.
Scheduler Training Course Deliverables:
• Training conducted in the customer’s InTime Training Branch that has been tailored for the customer during the implementation process, to ensure an effective and pertinent training environment • Train Schedulers on use of InTime from Employee perspective:
o Accessing InTime Web and InTime Mobile for:
Viewing Schedules
Submitting Requests (Timesheet, Activity, Leave, Trades) Overtime Assignment Sign-up
Profile Display
Preferences & Availability
• Train Schedulers on use of InTime from Scheduler perspective:
o Accessing the InTime Desktop for:
Viewing the Work Schedule (multiple options)
• Daily, one week, two weeks, three weeks, four weeks,
one month
• Unit View, Employee View, Location View, Activity
View, Agent Views
• Filtering for any sub-set of employees, locations, or activities
Editing the Work Schedule
• Making Assignments
• Clearing Assignments
• Creating Tasks
• Setting up Reminders
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com • Assigning & Clearing Leave
• Assigning & Tracking Overtime
• Scheduling sub-assignments (assignments within an
assignment)
Viewing and editing Employee Profile data
Sending Notifications via SMS or Email to any sub-set of employees
Reporting capabilities for Employees, Schedules,
Attendance, Payroll, Billing, Notifications, Assets, Training, Licensing, SMS Usage, User Logins, Web Services, and
Timekeeping Exporting
Tagging Assignment with Tracking information for
reporting
Assigning Assets on a per-assignment basis
Using the History feature (complete audit trail for
scheduling changes)
Posting available overtime assignments to the Web portal and Mobile Apps to specific employee groups qualified
to work the assignment
Filling assignments and overtime (voluntary & mandatory) using Find List Organizers and Calculators configured to your policies
Approving or rejecting incoming employee requests:
• Leave Requests
• Activity Requests
• Court Requests
• Timesheet Requests
• Shift Trade Requests
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime Additional Module
Training Course Deliverables
In addition to the training referenced above, your schedulers and administrators will receive additional training to learn how to best utilize the following integrated module(s), upon completion of the InTime Scheduler Training Course:
Timekeeping Module
• Submitting Activity Requests via the InTime Web or Mobile Apps • Approving and Rejecting Activity Requests in the Work Schedule • Submitting Timesheets via the InTime Web or Mobile Apps • Checking Timesheets for Conflicts (Timesheet and schedule not in sync)
• Generating Timesheet Reports
• Approving and Rejecting Timesheets in the Work Schedule • Dealing with Activity Requests that reduce the assignment period • Generating Time Card Reports
• Generating Timekeeping CSV Export Reports
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Customer Support
Invariably, customer organizations will need a helping hand or expert insights in solving complex challenges with their scheduling and timekeeping. InTime’s Customer Support team is trained to guide our customers to use the software in the best way to address their challenges.
Customers also automatically have access to software updates as they are released.
Attributes include:
• Unlimited Help Desk Support during business hours
• 24/7 critical support
• Online InTime Knowledge Hub
• Online “refresher” video library available 24/7
• Automatic software updates including written and video instructions for new features
“The responsiveness, the thoroughness, the explanations, and the care…InTime’s Support is phenomenal. I don’t believe you’ll find any comparison between the customer support; that’s really what makes the software that much more magnificent”. Lt. Michael Howard (Novato Police Department)
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime University (Annual User Conference)
We invest in your success with InTime University.
Once a year, InTime invites all its customers to a three-day user conference event at a major USA city. The agenda includes product training sessions, customers sharing their case study stories, public safety industry speakers, and an opportunity to network with likeminded public safety officials to exchange experiences and ideas.
There’s only one catch - all attendees need to be
InTime customers.
InTime makes a significant investment in this event to help keep customer registration fees affordable.
We look forward to hosting you at the next conference.
Listen to what attendees say
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com InTime Solution Pricing Annual Subscription For: 45 Employees SCHEDULING MODULE ($72/emp/year) $3,240/Year
TIMEKEEPING MODULE ($36/emp/year) $1,620/Year
CUSTOMER SUPPORT AND MAINTENANCE Included
SECURE HOSTING
• Top tier cloud service provider
• Automatic failover
• Real time data redundancy
$1,800/Year
REMOTE PROFESSIONAL SERVICES
Implementation Services for modules listed above
1 Training Course for Schedulers for the services and modules listed above.
All Training Courses have a maximum class size of 10 staff. $4,700
(one time fee)
First Year Fees: $11,360
Subsequent Annual Fees: $6,660
Proposal & Agreement For San Marino Police Department
Confidential Document – Do Not Distribute without Permission 1.877.603.2830 | intime.com Notes
1. All prices are in US Dollars.
2. This proposal is valid for 30 days.
3. Fees are exclusive of any and all applicable taxes and duties, including withholding taxes.
4. Payment for the subscription fee and for professional services (if any) are net thirty (30) days from date of invoice.
5. InTime’s Terms and Conditions are attached to this proposal.
6. Invoicing schedule is per the following:
Subscription Fee: Upon contract signing and annually on contract date anniversary Services and Training: On contract date
Acceptance of Terms
To indicate acceptance of the terms of this proposal, either issue InTime a purchase order referencing this proposal for the amounts indicated or sign the document on the spaces indicated below.
Both parties have read and agreed to the terms and conditions of this proposal:
Customer Organization
Name
Authorized Signature Date
InTime Services Inc.
Vendor Name Authorized Signature Date