Switzerland – IT services: consulting, software development, Internet and support – PEP4US – Strategische Weiterentwicklung der Zeitwirtschaft und Personaleinsatzplanung

**Situation**

Today, personnel scheduling is increasingly caught between operational requirements, the individual needs of employees (work-life balance), and a changing work culture. Developments such as New Work, interprofessional collaboration, and greater employee participation in scheduling are gaining importance and presenting new challenges for planning. A transparent, balanced, and automated personnel scheduling process promotes not only employee satisfaction but also has positive effects on the quality of care. All of this simultaneously strengthens employer attractiveness and retention, particularly among caregivers in the core business. These trends require a planning environment that combines efficiency and participation, optimally manages resources, and supports a consistent, employee-oriented planning culture. The current approach to personnel scheduling (PEP) and the current implementation of the PEP solution "Polypoint" do not support the necessary organizational and technical changes. Polypoint is also used in the area of time management. Against this background, the PEP4US project aims to create a new, user-oriented, and future-proof solution that integrates technical, organizational, and cultural dimensions, both for personnel scheduling and time management. The goal is to strengthen personnel scheduling as a strategic element of corporate development and to make a significant contribution to the implementation of the strategic measures "New Work in the Core Business" and "Strategic Resource Management." Furthermore, the project is closely linked to the strategic digitalization priorities of HOCH to leverage synergies, contribute to process efficiency in the core business, and drive the transformation comprehensively. A detailed description of the current situation is provided in the specification document LH01 Chapter 2. The tender aims to find the most suitable product for the current and future needs of HOCH Health Ostschweiz, as well as the further customers of the DIT Department IT, and a reliable and experienced partner for the introduction and support of the future solution.

**Objective**

The subject of the procurement comprises the introduction and operation of a central, integrated, high-performance, and organizationally and technologically future-proof solution for personnel scheduling and time management at HOCH Health Ostschweiz and its subsidiaries (approximately 9,700 employees, several types of pay and working time models, as well as numerous duty rosters and services). The solution should enable organization-wide, standardized, and automated personnel scheduling with participation. Existing standalone solutions with overlapping functions will be replaced, while the existing interface and integration landscape will be retained. Personnel scheduling, participation, qualifications/skills

Planning should be system-supported and largely automated in the future. The solution must generate duty roster proposals, consider availabilities, qualifications, and legal requirements, and, in particular, efficiently support on-call scheduling. A uniform database and consistent planning logic across all organizational units must be ensured. Employees should be able to record and view their availabilities, duty preferences, and absences via intuitive, role-based interfaces. Automated duty roster proposals should take into account demand data, qualifications, and operational requirements. This reduces manual effort, standardizes planning processes, and strengthens transparency, fairness, and employer attractiveness. The solution must enable transparent and fair planning processes. Employees should be able to understand how assignments are made and how wishes and framework conditions are taken into account. In addition, the solution must support harmonized planning processes with standardized recording of qualifications, experiences, and deployment preferences. This creates the basis for a demand-oriented, fair, and transparent personnel scheduling. On-call/pool management

The solution must support hospital-wide on-call and pool management and control assignments, qualifications, and resources across locations and departments. The functions of the previous planning tools should be integrated, and planning, communication, and control should be united in one solution. IKM Integration

The integration with the IKM creates the basis for a data-based coordination between demand and personnel scheduling. The solution must enable the integration and active use of demand planning for personnel requirements planning and thus support the personnel module in the IKM. Time management, time recording

The tasks of time management, including legal requirements and other regulations, must be fully supported. Time recording must be possible via various channels, particularly via a mobile app and existing AZE terminals, including defined correction options for employees. Multiple employments

The solution must fully support multiple employments and provide a transparent, consolidated display. This is particularly necessary in the hospital environment with several functions or areas of deployment per employee. Reporting, evaluation

The solution should provide role-based access to relevant system and movement data. In addition to standardized reports, for example on time accounts or legal requirements, individual evaluations by HR, IT administrators, and specialist departments should be possible. This includes analyses of deployments,