Schema och bemanningssystem

The contract timeline for the main contract is not explicitly stated. However, for the Data Processing Agreement (PUB-avtal), the agreement is valid from the time it is signed by both parties and continues indefinitely ("tillsvidare"). Either party has the right to terminate the Data Processing Agreement with thirty (30) days' notice. In the event of termination, the Data Processor must, without undue delay, either delete or return all personal data processed on behalf of the Data Controller, along with all associated information, within thirty (30) calendar days from the date of termination.

The core scope of work for this tender involves the provision of a "Schema och bemanningssystemet" (Scheduling and Staffing System).

The statement of work summary and core deliverables include:

• Compliance Control: The system must control adherence to laws, central, and local agreements during schema planning, substitute management, shift changes, on-call duty, and when managing multiple employments. It must also provide warnings for any work-time law violations.
• Work Time Model Management: The system is required to handle various work-time models.
• Accessibility and Usability: It must be accessible to employees from workplaces, private computers, and mobile devices, regardless of geographical location, as a web-based solution with a responsive design. It should be available 24/7, excluding planned upgrades, and feature Swedish text and instructions. The system needs to be process-supporting, logging actions that involve payroll approval, and providing clear visual guidance for users.
• Scheduling: This includes managing staffing requirements based on operational needs, enabling individual employees to propose their schedules, facilitating multi-unit planning, allowing unit managers to approve schedules, and easily copying schedules to new periods. It should also assist in calculating time fulfillment for partial absences.
• Substitute Management: The system should allow substitutes to register their availability, display bookable personnel based on priority (e.g., ordinary staff, pool staff, available temporary staff), and feature SMS functions for booking inquiries and confirmations. Administrators must be able to manually change and execute orders. The system should generate historical data and time reports for individuals, as well as statistics for entire units, and include mandatory fields for payroll calculation. It also needs to support various competence requirements for bookings and include a function for automatic order handling (booking robot).
• System Integration: A core deliverable is an employee register containing information like personal numbers, addresses, phone numbers, and competence, with the ability to import data from existing HR/payroll systems. The system must integrate with Visma Personec P and potentially other systems, providing real-time updates for orders, schedule changes, and substitute assignments. It should also be able to generate accounting files for purchasing hours and export reports and statistics in Excel format.
• Authorization and System Administration: The system must support unique user identities and passwords for individual identification and verification, and should include "single sign-on" functionality.