Staff Scheduling Cloud Solution

Overview

Software, Web & Mobile Development

Portland, Oregon, United States; Salem, Oregon, United States; Pendleton, Oregon, United States; Ontario, Oregon, United States; Baker City, Oregon, United States; Umatilla, Oregon, United States; Wilsonville Sherwood, Oregon, United States; Lakeview, Oregon, United States; Madras, Oregon, United States; Tillamook, Oregon, United StatesPosted about 1 month agoDeadline: April 20th, 2026

Fit Score

Settle Intelligence

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SUMMARY

Oregon seeks a vendor for a secure, scalable cloud-based staff scheduling solution with integration, reporting, and mobile/web access capabilities, supporting institutional compliance and payroll compatibility.

KEY REQUIREMENTS

Must be a qualified vendor providing a SaaS cloud-based staff scheduling solution
Must have completed at least three successful implementations of projects with similar size, scope, and complexity
Must have at least one project implementation completed within the past three years
Must support compliance with legislative and contractual requirements including multiple labor agreements
Must ensure 24/7 system availability and robust vendor support
Must be able to scale to serve all thirteen DOC locations statewide
Must maintain compatibility with existing HRIS-to-Workday payroll workflow
Must meet NIST Special Publication 800-53 Moderate controls

BUDGET

Estimate

$250,000 – $750,000

CONTRACT DURATION

24 months

TIMELINE

Issue RFQ: April 1st, 2026

Questions and Requests for Clarifications due: April 9th, 2026

Answers to Questions/Requests for Clarification: Approx. 5 Business Days after April 9th, 2026

Bid Opening/Closing: April 20th, 2026

QUESTION DEADLINE

April 9th, 2026

Issuing Agency

Department Of Administrative Services, State Procurement Services

Organization overview and procurement intelligence available on paid plans.

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DESCRIPTION

The organization seeks a vendor to provide a comprehensive cloud-based staff scheduling solution. Required capabilities include staff scheduling, shift management, absence tracking, overtime distribution, and compliance with multiple business rules derived from various contracts. The solution should feature real-time dashboards and reporting tools to facilitate data-driven decision-making and operational oversight.

The system must be secure, scalable, and fully supported by the vendor, with high availability for 24/7 operations across all institutional locations. Integration is crucial; the solution must be compatible with an existing in-house web-based application, enabling secure transfer of scheduling data to Workday, preferably using exportable data formats.

The platform should offer web and mobile access for users to view schedules, submit shift requests, facilitate trades and approvals, and receive real-time notifications. It must enforce institutional policies and contract requirements while maintaining complete audit trails of all scheduling changes and approvals. Additional requirements include forecasting staffing needs, automating schedule generation, ensuring adequate coverage, and built-in communication tools for shift assignment and urgent notifications.

Vendors are also expected to provide robust ETL processes, data quality validation reports, data dictionaries, and ER diagrams. They must lead data extraction, transformation, and loading (both initial and ongoing), ensuring data integrity, transparency, and comprehensive documentation of all migration activities.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.