Vendor Questions and Answers_2.pdf

93310020Q0005 Learning Management System Questions and Answers #2

QUESTIONS AND ANSWERS

1. Does the solution have to be a COTS product?

Yes.

2. What technology is being used by the current LMS?

This is proprietary information.

3. What percentage of a COTS product would have to meet your Critical Requirements?

Important Requirements? Nice to have Requirements?

Product MUST meet all critical requirements; can be customized COTS.

4. TR9 - Can you provided additional information to the integrating/communicating with OPM's Enterprise Human Resources Integration (EHRI) system as to specific requirements for the integration/communication? Does the EHRI system have connectable API that can be used? If not, is the awarded vendor required to develop these connectors if none exist?

Unknown; TBD by the awardee. There is currently no built-in integration into eHRI.

5. TR10 & O21 - Is the COTS product required to have the ability to create course work to include video capture, video editing and video production features?

No, but it needs to accept video courses.

6. TR13 - Other than those listed in the requirements (PDF, DOCS, PPTS, XSLX, CSV) what are the other current formats of course training materials that will be required to migrate to the new LMS system?

Adobe Captivate, SCORM

7. Where would the course materials be stored? File Shares? Cloud? Within the LMS System?

Cloud or within system

8. TR15 - For what process would Automatic Emails need to be delivered?

Notifications; reminders; registrations; completions

9. TR17 - What technology platform is the FMCS Intranet Portal built on?

SharePoint Online

10. TR18 - Is the COTS Products required to have the OMB SF182 Form embedded and have the approval process for the requesting of training as part of the LMS solution or would this be a separate application entirely? Or is the requirement to capture all the data points from the OMB SF182 and then import the data directly into a fillable OMB SF182 PDF?

Capture within an SF-182 OR have ability to export to a fillable SF182

11. TR19 - Please elaborate on EXTERNAL TRAINING Requests? Are these non-Agency employees? Are these external Trainings outside the LMS system that are captured with the LMS system? Please explain.

External trainings outside the LMS system for agency employees.

12. TR19 - Where do these codes come from, how often are they changed, and will be maintaining them?

The current system automatically assigns Learning Object (LO) IDs for tracking purposes.

We have disabled the course code functionality feature in our current system.

13. TR20 - What types of manual input would be expected for the COTS product to allow for?

Is this Manual input from the User or the Administrators? How would you expect to maintain consistency with Manual input?

Manual input from users. Traditional form methods for consistency; multiple choice, date pickers, etc.

14. TR22 - Is CSV the only Reporting format you need? If not, what are the types of reports that would be expected to be generated by the COTS product?

Need standard reporting format. Need ability to "Slice n Dice" report data.

15. TR24 - What types of "system data" would you be looking to audit or report on and what is the purpose for this reporting? Would this be throughout the implementation process or once the implementation completed and the Product released to production?

Any requested data including system use statistics, throughout implementation and into production.

16. TR25 - What is meant by "Integrates with external webinar platforms"? Does the COTS Product need to be able to capture presentation videos from the RingCentral/Adobe Connect platforms? Or would those videos captured be uploaded to the LMS system for future viewing?

FMCS would like the new system to integrate directly with FMCS Ring Central, Adobe Connect and Microsoft Outlook platforms. Currently, an FMCS employee records trainings and uploads them to the LMS for future viewing.

17. I2 - What type of Report Data is presently being automated form the other systems? For a COTS product, are there presently APIs available for the Report Data to be pulled? If not, whose responsibility will it be to develop these API connectors to those external systems for the Report Data?

See attached “Report Types.xls” for report data being automated from other systems. Any connections (including APIs) between FMCS systems and the new LMS will be the responsibility of the selected vendor.

18. I3 - Is "Tracks student attendance" for when they are checking in/out online? Or when they are online for a Virtual Classroom? Or for when in an actual classroom setting?

Yes, to all three.

19. I6 - For a COTS Product how do you intend to monitor/track/verify "Records attendance at outside seminars"?

Manual input from users

20. I9 - For a COTS Product "allows setting of course prerequisites" but how do to you plan to monitor/track/verify the prerequisites are completed and valid?

The systems should monitor/track/verify the prerequisites are completed and valid.

21. I12 - Is the intent of the COTS Product to develop courseware directly within the LMS? Or develop outside of LMS and upload into LMS?

Develop outside of LMS and upload into LMS

22. I19 - What constitutes a qualified or non-qualified instructor?

Program SMEs provide input/guidelines.

23. C9 - What process do you presently use for Skill-gap analysis? Do you presently have business rules for being able to map the potential gaps to put into a COTS product?

This is currently done through individual meetings between managers and employees at each department level, (i.e., at mid-year and annual performance evaluation/meetings).

Information

24. C15 - At what level is it expected that the Employee's training plans be managed by the COTS Product? Level 1 - Here is what you have taken and here is what is out there to take;

Level 2 - Here is what you have taken and here are the items not taken for your development path; Level 3 - Here is what you have taken and here are the courses LMS suggest you take next to complete this path/competency/certification.

Level 3 (Preferred)

25. O2 - Is the attachment of the COC a manual process or automated once course is completed?

Manual

26. O16 & O22 - What outside system(s) would be expected to check with for "conflict checking of scheduled resources"? What are the types of "resources" you would be checking for?

We currently do not have outside system(s) to check for conflict of scheduled resources.

Current system has “check conflicts” feature to identify conflicts of multiple sessions (simultaneously) on the events calendar.

27. O26 - Please elaborate more concerning "Feature for talent management" since would appear to be outside the realm of an LMS Training system.

By “feature”, FMCS means that the LMS would be able to report data to show any skills gaps/competency assessments that we could analyze and use when recruiting new employees.

28. Where is the training data currently stored in the current LMS? Is the current data hosted by the current contractor on their servers or is it at FMCS?

Hosted by incumbent

29. Are we responsible for the upkeep of the current LMS system while the new LMS system is being stood up? Or is the incumbent contractor responsible for maintaining their current LMS, and for how long?

The incumbent contractor will be responsible for maintaining the current LMS.