On the Job Training Tracking Solution

The Vendor is required to provide a market scan to identify comprehensive, scalable software solutions to improve the efficiency of the on the job training (OJT) tracking process within its electric system field operations (ESFO) apprenticeship program.
- Provide any relevant information about the solution and its capabilities, such as sales and marketing literature, white papers, endorsements, client recommendations.
- ESFO’s Apprenticeship Program, currently serves 100–300 temporary and full time employees with future growth anticipated.
- Provide a centralized solution that will bridge the gap between current challenges with OJT records, administrative management, trainers, and apprentices to monitor task completion, evaluation sign-off, and overall progress.
- This platform will serve as a single source of truth for all OJT records.
- The solution should also support tracking of supplemental training activities, such as unit and level testing, class attendance, and annual refresher courses.
- A core focus is to improve visibility into apprentice assignments, skill development, and training milestones, while enabling streamlined evaluation, performance monitoring, forecasting, and reporting.
- Provide to improve the effectiveness, accountability, and scalability of ESFO’s Apprenticeship Program by implementing modern digital tools that align with operational needs and future workforce demands, delivered in a user-friendly format accessible via mobile apps, desktop, and other web-enabled devices.
• System shall have easily understood, user friendly interfaces with intuitive designs to facilitate user engagement.
• System shall be accessible via a website on desktops and mobile devices on all major web browser.
• System shall enable access to mobile apps on mobile devices.
• System shall have ability to complete trainings with or without internet connection.
• Ability to restore the system back-up (if device fails and need to transfer or switch to another device)
• System shall have the ability for setting programs in multiple languages, English and Spanish at minimum.
• System shall have the ability to allow for concurrent users
• System shall have ability to create new courses or classes that may be virtual, in person (instructor led), self-study, in a field environment, or some combination thereof
• System shall have ability for schedule optimization, such as auto-assign based on skills, program, time, hold or cancelled task and other criteria.
• System shall allow Apprentice to be evaluated on tasks based on their current level (Helper, I, II, III)
• System shall allow setting the list of tasks by different levels for Apprentice
• System shall facilitate scheduling based on step by step activities and allow to set criteria to start the next sequential activity once the previous step is completed. With over-ride functionality for manual intervention.
• System shall allow setting different roles for instructors, evaluators, apprentice, administrators, etc.
• System shall easily integrate with the existing HR system (Active Directory) for employee information.
• System shall have library or a central location to manage all courses.
• System shall have functionality to add, view and change task statuses.
• System shall allow setting different workflows for signoffs and approvals.
• System shall have functionality for viewing task specific work instruction, warnings, notes and comments.
• System shall provide ability to manage additional Knowledge material within the training.
• System shall allow adding Students, Instructors, Classes, Programs, etc.
• System shall allow setting automated flows for retests as needed.
• System shall allow setting automated flows for OJT tasks as needed.
• System shall have ability to set time interval before/in-between taking the next test/task.
• System shall have Search functionalities based on several attributes such as IDs, task type, etc.
• System shall track different levels of testing – Unit Testing, Written Level Test, and Field Level Test.
• System shall track Annual Training, Refresher Training, and Continuing Education for all field personnel.
• System shall support tracking the performance status for assigned training, classes or testing.  
• System shall be the central source for all training records that is accessible to management, the training group, and the apprentices
• System is enabled to capture and save all test results and tasks records for virtual, in person (instructor led), self-study, in a field environment, or some combination thereof.
• System shall provide employee (apprentice) access to their required OJT Tasks
• System shall track Classes for Students, where Student can view what classes are required for their level.
• System shall support time tracking for the classes required and deadline approach.
• System shall record/save any progress or updates made during the training and resume the task.
• System shall allow searching and selecting OJT tasks or trainings that the student needs to complete.
• Student to be able to view and retain the results.
• System shall not restrict or limit the number of unsuccessful attempts unless there are admin set criteria.
• System shall have ability for Evaluators to access all training tasks for specific apprentice.
• System shall provide various role-based read and write access control, and for sharing information.
• System shall allow setting internal communication for sending training notifications and collaboration.
• System shall allow setting alerts and email notifications for upcoming, pending trainings and deadline approaching for over-due tasks and training.
• System shall have functionality for conducting and collecting satisfaction surveys.
• Provides required data storage capacity, file types and locations to conform to AE record management requirements.
• Integrates with all relevant applications, data sources and technologies; and APIs and connectors.
• Enables logging and resolution reporting on all system issues.
• Enables monitoring, reporting and management of data sharing. Supports encryption and security for data at rest and in motion.
• Enables processes such as disaster recovery, rollbacks and version control.
• Supports capabilities such as user authentication, password policy management, two-factor authorization, single sign on and role-based access.
• Allows configuration of the standard deployed solution with custom user interfaces, data tables, process components and business logic.
• Delivers required level of user and technical support, e.g., business hours, 24/7 support.
• Supports best-in-class training and assistance for users using online and offline mediums.
• Complies with relevant standards for cybersecurity infrastructure and data protection.