HR and Duty Management System

Description

Derbyshire Constabulary (DC) and Leicestershire Police (LP) are currently exploring the market for solutions that could modernise our HR and Duty Management system. The force aims to rationalise its digital landscape by replacing legacy applications with a set of integrated systems capable of supporting end to end business processes. DC currently operates an HR Shared Service with LP covering HR and Duty Management. As part of this market engagement, suppliers are invited to respond to one of the options below: 1. Core HR and Duty Management 2. Core HR 3. Duty Management Both forces must ensure optimal value for money across its technology estate. By transitioning to streamlined and cost effective solutions, aiming to achieve operational efficiencies, reduce duplication, eliminate siloed working practices, and future proof core business functions. A consolidated platform is expected to strengthen organisational resilience and support more connected, efficient ways of working across both frontline and support functions. As part of this Preliminary Market Engagement (PME), the forces are exploring whether a solution could serve multiple enabling-services departments across different policing areas. Assessing whether the proposed solution could incorporate a partitioned platform capable of hosting HR and Duty Management services. This approach would enable both forces to benefit from shared technological advancements while maintaining operational independence, data segregation, and appropriate local governance controls. Key Systems Core HR Core HR to provide the essential systems and processes needed to manage an organisation’s workforce. It centralises employee data, supports key HR functions such as payroll, attendance, recruitment, and performance, and ensures consistent, efficient HR operations. A modern Core HR capability improves data accuracy, reduces manual administration, and gives employees and managers easy access to the information and tools they need. • Core HR / Human Resources Information System (HRIS): Maintains centralized employee records, organizational charts, personal data, and job history. • Payroll Management: Automates salary calculations, tax deductions, benefits, and pay stub generation. • Recruitment and Onboarding: Manages the hiring process, including applicant tracking, resume screening, interviewing, and onboarding new employees. • Performance Management: Tracks employee goals, conducts performance appraisals, and provides feedback. • Training and Development (Learning Management): Tracks employee training sessions, certifications, and development activities. • Benefits Administration: Manages employee benefits selections, health insurance and retirement plans. • Employee Self-Service (ESS) & Manager Self-Service (MSS): Allows employees to update personal info, annual leave, sickness reporting, and access pay stubs, while managers approve requests. • Expense Management: Tracks and manages employee expenses. • Health and Safety: Manage workplace risks, ensure legal compliance, and protect employee wellbeing by tracking policies, training, and incident reporting. Duty Management A Duty Management System (DMS) provides the essential tools needed to plan, schedule, deploy, and record the working duties of police officers and staff. It ensures that operational resources are aligned to demand, supports compliance with working time regulations, and provides real time visibility of workforce availability and skills. A modern DMS improves operational efficiency, enhances decision making, and supports the effective deployment of officers across a range of policing activities. • Resource Planning & Scheduling: Create and manages rosters, shift patterns, and duty assignments, ensuring operational coverage across all policing functions. • Real Time Availability & Deployment: Provides up to date visibility of officer and staff availability, role qualifications, and deployable skills to support operational decision making. • Overtime & Additional Duties Management: Records and manages overtime, short notice duties, and special operations requirements with integrated approval workflows. • Demand & Event Resourcing: Supports planning and allocation of resources for pre planned events, major incidents, mutual aid, and surge requirements. • Working Time Compliance: Monitors adherence to Working Time Regulations, police-specific rostering rules, rest periods, and fatigue management standards. • Skills & Accreditation Tracking: Aligns deployment decisions to individual skills, accreditations, firearms authorisations, driving qualifications, and training currency. • Integration with Payroll & HR: Sends duty, overtime, and allowance data directly to payroll, while ensuring accurate alignment with Core HR records. • Time and Attendance Tracking: Manages clock-in/out, work hours, shifts, and integration with payroll. The Preliminary Market Engagement (PME) will support DC/LP with the development of a Business Case (BC).

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