Learning Management System

The vendor is required to provide learning management system.
- Provide a county-wide system for managing, tracking, delivering, and reporting training for county employees and non-county employees.
- The LMS shall include the following components at minimum:
• Content management
• Training management and certification
• Automated notifications and enrollment
• Multiple user roles
• Reporting
• User training
• Maintenance and support desk services
- Content management
• The system should have the ability to provide and host pre-built training/course libraries to promote asynchronous learning (e.g. ted talks, online pre-built courses, etc.); please list out examples of these offerings and your main external e-learning partners (e.g., LinkedIn learning, Coursera, Udemy, etc.).
• System should provide a centralized county-wide training repository – contains/organizes course catalog information, including curriculums, course descriptions and objectives, course types, and status.
• Provide the ability to easily design and develop tailored curricula within the LMS, allowing for effective organization of learning paths, including the creation of detailed modules.
• The system should provide an option to access content authoring tools, including but not limited to the ability to utilize templates to create custom courses, record separate trainings and upload them to the system for viewing; custom content creation and upload multiple file types outside of the need for third party software.
• Ability to upload custom content courses, primarily through SCORM or AICC files; support blended learning and ILT classrooms.
• Ability to easily upload various external content formats (e.g., PowerPoints, pdfs, word documents, and videos) and seamlessly associate them with specific courses and classes in the LMS. - Training management and certification
• Ability for administrators and managers to easily create and manage online and in-person live training sessions.
• Create sessions for specified events; each session may consist of multiple parts, which may have their own separate location, equipment, and instructors; also, should have the ability to select registration deadline, charge date, price, availability, and other options for sessions.
• Set security at the class level, i.e. a class can be offered county-wide (for all employees and non-county employees) or can be offered at a department level only (i.e. only those in dept. x may register, or a class can be offered to a specific group (i.e. all employees with a specific classification title/code).
• Accurate delegation features that reflect the management hierarchy in the county’s hr system – workday – for approving trainings when supervisors or managers are out of office, on leave, move into new roles, have left the organization, etc.
• Allow learners to self-enroll in designated courses they are pre-approved for, while providing the option to restrict specific classes to require management approval prior to enrollment.
• Editable fields to create custom ids for newly created sessions and courses.
• The system should provide the ability to easily manage and assign forms, exams, or any other pre-work before being officially registered in a course or training program.
• The system should have the ability create knowledge checks, quizzes, and surveys within the system.
• Manage and track CEU'S (continuing education units) and certifications and ability to gain CEU’S and certifications when applicable.
• Ability to self-certify - by completing certification trainings and printing out certificates, based on level of completion.
• Automated and seamless certificate generation for all types of training (live and recorded); also, the ability to generate customizable certificates.
• System should provide the ability to easily input information on classes taken externally, including bulk uploads for large groups, and the ability to generate a report.
• Provide an intuitive interface for team management that minimizes excessive drill-downs and offers easy access to class details and team training history for managers and supervisors of teams.
• Design and administer post-training evaluations within the system to assess multiple aspects of training effectiveness.
- Automated notifications and enrollment
• The system should provide customizable email notifications, including following actions and criteria:
o Learner registration
o Withdrawal
o Waitlist
o Class reminders
o Confirmations
o Approvals
o Cancellations
o New course availability
o Incomplete courses
o When courses are required or due
o Automated notifications for recurring training certification requirements (e.g., annual or biennial)
o Flexible scheduling of reminders for incomplete trainings (e.g., at 30, 60, or 90 days), with an option to notify supervisors if training remains incomplete
• Automatically enroll employees in trainings that need to be completed or refreshed at regular intervals.
• Built-in waitlist feature for managing course enrollments.
- User training
- Create detailed user guides for all roles (administrators, managers, and learners).
• Develop and deliver training specifically for system administrators, focusing on system setup, configuration, maintenance, and troubleshooting.
• Provide training for departmental administrators to include course creation, audience assignment, reporting features, and management of localized learning needs.
• Design and conduct end-user training sessions for learners covering system navigation, course enrollment, and tracking of learning progress.
• Provide on-demand access to support materials and content, including but not limited to online training manuals and support FAQS.
• Provide and develop training materials including but not limited to outlines, knowledge articles, process flows, video tutorials, and interactive e-learning modules; these materials should be updated as needed with each release.
• Provide a comprehensive and easy to read dictionary explaining reporting fields, reporting criteria, and automated email triggers.
• Facilitate role-specific workshops or training sessions to give staff hands-on experience with system functionalities before the go-live date.
• Provide ongoing training support for a minimum of 90 days post-implementation, including refresher sessions and one-on-one support as needed.
• Submit a training plan as part of the proposal, outlining methodologies, resources, timelines, and cost estimates for developing and delivering all user training requirements. - Maintenance and support desk services
• Access to help desk for technical support services.
• Provide maintenance processes for the proposed system, outlining specific responsibilities for both the maintenance vendor and the county; clearly distinguish between the tasks and duties assigned to each party.
• Provide service-level agreement (SLA) and process for getting vendor support.
• Provide details on level of support (e.g., 24/7 live support via email, chat, and/or phone) and how system defects or issues will be addressed; include response times, escalation procedures, and the availability of support during weekends or holidays.
• Provide designated county staff with access to live support in event of emergencies.
• The vendor’s system support team shall be fluent in the functionality and uses of both the
LMS’S features and associated applications and modules.
• all updates, maintenance and deployment related activities shall be performed after county business hours (7:00am to 6:00pm) and after coordinating with county it for approval, prior to the activity, vendor must provide expected downtimes; the county shall also be notified upon completion of these activities.
- Contract Period/Term: 5 years