Employee Learning Management System

The Vendor is required to provide a proven Software-as-a-Service (SaaS) Employee Learning Management System (LMS) to centralize training for over 15,000 staff.
- This fragmented approach creates challenges in delivering consistent employee development experiences, efficiently administering training, tracking participation and completion, and producing reliable reporting to demonstrate compliance and learning outcomes.
- These limitations contribute to variability in training delivery and onboarding experiences across roles and locations, which can delay the point at which new employees are fully productive and consistently supported.
- These needs include, but are not limited to, mandatory compliance and safety training, professional development, leadership learning, and optional learning opportunities that support ongoing professional growth.
- A centralized, purpose-built Employee Learning Management System (LMS) is required to enable a consistent, scalable, and auditable approach to managing this diversity of learning needs across the organization.
- The desired solution must support a range of learning formats, be accessible to employees across all work locations, and accommodate varying levels of technical proficiency. The platform must also enable standardized learning practices while allowing for appropriate flexibility to meet department-specific and role-specific requirements.
- The Employee LMS is intended to serve as a key component of agency broader digital learning ecosystem and must be capable of evolving over time to support organizational growth, changing learning strategies, and future integration opportunities.
- Implementation services are expected to address organizational readiness and adoption, technical configuration and integration, data preparation and migration (where applicable), deployment planning, training, and transition to steady-state operations, as further detailed in the requirements section.
- The current lifecycle for employee learning generally includes the following stages:
• Plan and Identify Learning Needs
• Learning needs and training expectations are identified across multiple areas and vary by role, department and location.
• Develop, Source, and Maintain Learning Content
• Learning materials are created and maintained across multiple teams and repositories (e.g., documents, guides, course materials, and other assets owned by different groups), which can make content difficult to locate, keep current, and govern consistently.
• Assign and Communicate Training Requirements
• Employees are assigned or directed to complete training through a mix of approaches that can require manual coordination and follow-up.
• Deliver and Access Learning
• Training is delivered through multiple formats and channels, and employees access learning resources through varied paths rather than a single consistent employee learning path.
• Track Completion and Maintain Evidence of Learning
• Tracking completion and participation is not consistently centralized, and record-keeping can involve manual tracking and reconciliation depending on the training type and delivery.
• Report, Monitor, and Provide Oversight
• Reporting on learning activities (e.g., completion status, overdue training, participation rates) can be difficult to consolidate and may require manual effort to compile reliable views across teams.
- Content Management
• Ability to create in-system content authored in a WYSIWYG templated (limited) editor
• Ability to create, edit, and brand institutionally content templates to ensure design consistency
• Ability for content templating capabilities enabling admin and course designers to apply pre-defined page layouts and templates when authoring content
• Ability for easy to use drag-and-drop content addition
• Ability to copy individual items from one course to another course
• Ability to import content copied from text-based files (e.g., MS Word and PDF) in the page editing process
• Ability for admin to import individual or whole sections of content from other course contexts
• In-system editor contains an auto-save feature
• In-system editor has non-western alphabets and special characters commonly used in professional documentation, such as accented characters for multilingual communication or symbols for administrative or technical content
• In-system editor displays a word count when authoring content
• Ability to embed multimedia and web-renderable file-based content
• Ability to pop up multimedia and web-renderable file-based content
• Ability for authorized content roles (e.g., content managers) to edit imported and recorded video to add chapters to the multimedia
• Ability to add internal and external URL links to courses (deep linking)
• Ability to upload and manage file-based content in multiple formats (e.g., text, image, video, audio, SCORM)
• Ability to support file upload of 1GB per file, and up to 10 files per upload
• Integration to external storage platforms (e.g., Office 365) to support file selection
• Ability to caption imported or recorded audio/video, with ability to automatically generate transcript files
• Ability to support version tracking and history for courses (user, date stamped)
• Ability for admin to track course modifications through versioning or history
• Ability to create course catalogs by domain (e.g., role type, department, skill level, learning path)
• Ability to manually add skill metadata to content
• Ability to tag a single learning object to multiple audiences
• Ability to specify learning outcomes at a role or program level that can then be pulled into courses by admin
• Ability for admin to tag content to provide a semantic organization scheme and facilitate staff access to specific content topics
• Ability to support H5P package import and playback natively. Where H5P authoring is not provided natively, the system must support integration with external H5P services (e.g., H5P.com).
• Ability to support granular, configurable course roles with flexible permission controls, including creation of new roles and provisioning and management of those roles through integrations.
• Ability for admin to have access to a robust, selective bulk content deletion tool for easily making changes to course content
• Ability for admin to restore recently deleted content items within the course (i.e.. a trashbin feature). Please specify how many days content is retained in the trashbin
- Course Assignment
• Ability to support individual, team-based, and batch assignment/enrollment of training
• Ability to support configurable business rules for course assignment (e.g., role, department, job code)
• Ability to support prerequisites, including blocking registration until required conditions are met and automated course assignment after prerequisite completion
• Ability for admin to enable limits on course enrollment
• Ability to schedule learning activities
• Ability to assign an access date (start and end) to an assignment as well as a due date.