The Sacramento-San Joaquin Delta Conservancy is seeking a comprehensive and streamlined solution to effectively and easily track employee timesheets, billing rates and hours spent on corresponding projects. Visibility into hours worked on project-specific tasks is paramount to successful oversight, budgeting and forecasting for our staff.

The Sacramento-San Joaquin Delta Conservancy (SSJDC) is a primary state agency in the implementation of ecosystem restoration in the Delta. The SSJDC collaborates and cooperates with local communities and other parties to preserve, protect, and restore the natural resources, economy, and agriculture of the Sacramento-San Joaquin Delta and Suisun Marsh. 

Through both internal programs and grant-funded projects, we support efforts that advance environmental protection and the economic well-being of Delta residents. Our current Grant Programs include: 

• Ecosystem Restoration and Water Quality (Proposition 1)
• Community Enhancement (Proposition 68)
• Climate, Access, and Resource (CAR) Funding
• Delta Drought Response Pilot Program (DDRPP)
• Nature Based Solutions: Wetland Restoration (NBS: WR)

Timely progress reports are required for all projects. Payment requests must include a certification by the project proponent that each expense complies with requirements outlined in the project agreement. Project proponents must also submit supporting documentation for each expense, with reimbursements approved only for eligible expenses pursuant to program guidelines and contained within the approved project budget. Department expenditures of bond proceeds are subject to audit to determine whether the expenditures made from bond proceeds were made according to the established front-end criteria and processes, were consistent with all legal requirements, and achieved the intended outcomes.

To validate hours and spend, SSJDC is provided labor rates monthly - will typically change twice a year. Additionally, benefits rates will change in January. As of today, SSJDC has to update all this information for its 20 employees working on different projects - each project has a different monthly hourly breakdown monthly, and this information has to be calculated and logged manually, then uploaded to its current system of record.

Currently, SSJDC is facing the following challenges resulting from the lack of a cohesive system: 

• No current way to track input hours to specific budget or project codes
  • Toggling between multiple spreadsheets and different inputs to compile updates and reports
  • No centralized reporting on project activities

As such, the SSJDC is working to implement a cost-effective and easy-to-use time-tracking system to track time spent on different activities to bill to different bond appropriations (Planning & Monitoring (PM), Program Delivery (PD), Technical Assistance (TA)) to ensure compliance with all applicable rules and regulations.

The SSJDC seeks a solution that:

• Tracks time (e.g. start/stop and then can add work sessions together)
• Maps hours to specific projects and funding streams
• Permits easy editing of the time that is recorded, including the ability to add time manually 
  • Allows supervisor approval through the system
• Permits manual entry of billing rates
• Provides reporting functionality (both canned and ad-hoc)
  • Break down projects to specific roles and tasks (i.e. how much time was spent on Administration, Communications and Project Management for Prop 1?)
  • Monthly and annual reporting
• Easily configurable
  • Flexible user role permissioning

Desirable features include that the proposed solution is:

• Cloud-based
• Has project management capabilities

Vendors will be expected to provide the following services and resources to accompany the SSJDC Time-Tracking System:

• Implementation Lead
• Project Manager/Project Management support
• Testing plans (e.g., AT)
• Training materials
• User support availability, at a minimum, during Pacific Standard Time business hours

Minimum qualifications:

• Experience providing timekeeping services/solutions to government agencies; preference for California government experience
• Compliance with all of the State's Terms and Conditions (found here)