APPENDIX B - FEATURES_FUNCTIONALITY WORKBOOK~1.xlsx

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Attached to
Learning Management System for Extended Enterprise
Solicitation number
S-X24129-00015844
Issued by
Clackamas County, Oregon

About this file

This is a Features and Functionality Workbook appendix for a Request for Proposals (RFP) issued by the Collaborative for Institutional Services (CIS) in Oregon for a comprehensive, web-based Learning Management System (LMS) solution designed for extended enterprise and multi-tenant use. The RFP solicits qualified vendors to provide both a robust LMS platform and access to high-quality off-the-shelf online training content for CIS and its 370+ member organizations. Vendors must complete detailed questionnaires across three primary sections: LMS Features, Content Features, and Content Topics. The workbook requires vendors to indicate their response status for each feature using standardized response keys (YES, MOD, 3RD, FUT, NS) that denote whether features are available out-of-the-box, require modifications, are supported via third-party solutions, will be supported in future releases, or are not supported. The RFP was issued on May 23, 2018, and completed workbooks must be returned via email in Excel format as part of the overall proposal submission.

The workbook covers extensive LMS functionality requirements organized into major sections including Extended Enterprise capabilities, User Interface, Single Sign-On and API integration, Help desk support, Compliance and Regulatory features, AI capabilities, User Management, Learning Environment, Course Management, Resource Repository, Virtual Training, Catalog Management, Classroom Training, Enrollment and Assignment, Course Authoring Standards, Mobile Devices, E-Commerce, Reporting, Notifications, Assessments/Surveys, and Certificates. Content requirements span multiple topics including government-specific training, business skills, compliance (drugs and alcohol, ethics, HIPAA, whistleblower, workplace harassment), cybersecurity, diversity and equity, HR administration, management training, public safety, risk management, wellness, and workplace safety. Vendors may include additional information and explanations in the "Vendor Comments" column for any response. No specific pricing terms, set-asides, award dates, or contract duration information is provided in this workbook appendix, as it functions solely as the evaluation tool for technical and functional capabilities.

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Feature Sections & Response Key

Instructions
Proposers must complete the questionnaire on the LMS Features, Content Features, and Content Topics tabs of this workbook uses the associated response keys found below. The completed workbook must be returned with their respective responses via email in Excel format. In the "Vendor Response" column, choose a response from the dropdown list. Definitions of the responses are in the Response Keys below. You may include any additional information in the "Vendor Comments" column.
Response Key for LMS FeaturesLMS Features SectionsContent Features SectionsContent Topics Sections
YESYour LMS has this feature "out-of-the-box"Extended EnterpriseContent TypesGovernment Specific
User InterfaceCourse FeaturesBusiness Skills
MODCan do but will require some modificationsSSO & APIStandards & TrackingCompliance
SupportBrowser CompatibilityCybersecurity
3RDSupported via a third party solutionCompliance and RegulatoryEvaluation & TestingDiversity, Equity & Inclusion
AI Features & FunctionsSupportHR Administration & Laws
FUTWill be supported in a future releaseUser ManagementManagers & Supervisors
Learning EnvironmentPublic Safety
NSNot supportedCourse ManagementRisk Management
Resource RepositoryWellness
Virtual TrainingWorkplace Safety
Response Key for Content Features & TopicsBuilt-in Virtual Classroom
YESThe proposed catalog includes this feature.Catalog Management
Classroom Training
NOThe proposed catalog does not include this feature.Enrollment and Assignment
Course Authoring and Standards
FUTWe anticipate this feature to be available in the next 6 months.Mobile Devices
E-Commerce
Reporting
Notifications
Assessment/Survey
Certificates

&"Arial,Bold"&14Appendix B - CIS LMS Features and Functionality

&"Arial,Regular"&10CIS RFP for LMS for Extended Enterprise/Multi-Tenant - Issued 5/23/2018 &"Arial,Regular"&10Page &P of &N

LMS Features

Feature/FunctionalityVendor ResponseVendor Comments
Extended EnterpriseSection ListKey
CIS system administrators given full administrative access to all organization sites and features through a central portal
All sites able to access global content catalog and global learning resource repository, without edit capability
All sites able to have custom catalog and learning resource repository content accessible to only their organization.
Multi-Tenant/Portal/Domains - Ability for 370+ member organizations to have individual experiences entirely segregated from each other (no crossover of users/member content between organizations)
User InterfaceSection ListKey
Easy to use - Learners with little to no computer training able to navigate site and take courses with minimal to no training
Easy to use - Intuitive design that allows organization level administrators to navigate site, add/modify users, assign training and run reports with minimal training
Support user configuration of interface at organization level
Able to export or download any page with lists (users, courses, transcript…)
Ability for CIS system administrators to post global system announcements or upcoming training notices
Support managing functionality by turning on or off optional functionality at organization level
LMS has recommendations engine (similar to Netflix or Amazon, sends notices to learning - "if you viewed _X_, you might also like _L, M, N_)
SSO & APISection ListKey
Single sign-on (SSO) integration included
SSO uses JSON Web Token
REST API Supported Service Level Authentication for:
User Registration
User Search/Lookup
User Read
Contact Update
Course Registration
Course Creation
SupportSection ListKey
Help desk built-in to the user interface for CIS system administrators
24/7 help desk for CIS system administrators with assistance available via phone, chat, and email
24/7 end user help desk for entity administrators and learners available via phone, email, and chat
Tutorials for both admin and end users to demonstrate platform functions (written instructions and video/animations)
Customizable help section content for end users, "Wiki" type feature
Customizable help section at the organizational level and by user role - e.g., entity administrators able to see administration and end-user topics, but learners only see end-user topics
Impersonate/Proxy User feature - so admin is able to view the same screen as the user to help resolve issues at CIS system administrator level
Impersonate/Proxy User feature - so admin is able to view the same screen as the user to help resolve issues at organization level
Compliance and RegulatorySection ListKey
Digital/Electronic signature capabilities via desktop application or mobile device, conforms to Electronic Signatures in Global and National Commerce Act (ESIGN)
Compliance with ADA section 508 accessibility guidelines. Specify levels of WCAG conformance in Vendor Comments section
AI Features and FunctionsSection ListKey
Personalized course recommendations based on past learning completed
System has chatbots or virtual assistants trained on system or CIS added user guides and frequently asked questions. If available, note in vendor comments if CIS system administrator can add/edit responses.
AI enhanced search and content navigation
Reporting and analytics allows AI prompts to create reports for system administrator or entity admin
Can CIS disable any or all of these features? Use vendor comments to provide any of the above that cannot be disabled.
Types of models used: (list model(s) in vendor comments if applicable)
Proprietary models
Open-source models
Transformer-based models
LLMs
Vendor-hosted models
User ManagementSection ListKey
Ability to create and define access/permission levels (system roles) at a global and organizational level and assign one or more roles to individual users
Ability to create multi-tiered organizations (e.g., Primary org, Department, Work Unit, etc.)
Ability for CIS system administrators to add, edit, archive, re-activate users at a global level and entity administrators at the organization level
Allows creation of new users and edits for existing users via batch import
Allow batch import/update of new email addresses for current users while retaining learning records (User unique ID not linked to username or email address)
Ability to create/assign multiple user attributes (e.g., organization, department, manager, job role, etc.)
Create user groups through defined attributes (e.g., lines of coverage, organization, departments, teams, etc.)
Allow more than one administrator to be assigned for each organization
Allow more than one administrator to be assigned for each employee record
Ability for supervisors to view, add and edit their direct report employee profiles; and the ability for this permission to be turned on/off by entity
Ability for system administrator to hide fields from profiles that are not used (e.g., ssn, address, birth date, etc.)
Each profile field allows read/write/edit permissions to be adjusted based on user's designated role(s) in the system control profile settings by field (e.g., allow learners to change email addresses but not change user name)
Learning EnvironmentSection ListKey
Intuitive search functionality allowing learners to find specific courses, materials based on keywords, title, delivery format, and other tagged identifiers
Learners can view catalog and manage their enrollment in a course or class (enroll, request, cancel, etc.)
Learners can review and print their learning history/completed work via transcript and print certificates
Learner home/landing page that contains high level information, including their current assignments and progress, system/organization messages, and links to catalog and other resources
Learners can download course materials and learning resource repository items
Learners can upload course handouts for storage (e.g., handouts from external training that isn't in the catalog)
Enable learner to initiate a request for waiver of a course or prerequisite
Support learner adding and tracking external training, CEUs, certifications and informal internal training (i.e., seminars, on-the-job training)
Calendar feature with option to include on learner home/landing page. Calendar includes upcoming instructor led and virtual training available and due dates of courses assigned to learner. Clickable links to courses and registrations
Learner able to rate/review courses they have completed
Allow entity administrators and managers to assign/enroll learners in courses and classes.
Ability to launch the online and recorded virtual classroom sessions via one-click from email, current assignments section of the learner's home/landing page or catalog
Course ManagementSection ListKey
Courses have standard attributes regardless of delivery mechanism including: title, description, length/duration, prerequisites (if applicable), CEUs, categories, vendor, etc.
Enable efficient workflows and templates for creating, editing and updating online courses and ILT class sessions (e.g., Ability to create course, assign resources -- instructors, items in learning materials repository, videos, etc. -- and assign CEUs in a single process)
Ability to disable/archive a course without removing it from the LMS
Ability to assign multiple types of CEU credits to a single course and produce reports for each type of CEU
Support copying data from one course when creating a new course
Enable learning content to be assigned to multiple categories/subjects
Enable prerequisite management (required, recommended, due dates, enforcement processes, Administrator override, approve/deny waiver requests, etc.) linked to enrollment into the learning activity
Enable multiple keywords assigned to courses and learning content
Enable creation and editing of metadata upon import of course, including keywords, date updated, etc.
Enable course equivalencies (new course is equivalent to old course)
Resource RepositorySection ListKey
Enable uploading, storing and tracking course materials/documents that are not SCORM-compliant (i.e., URL, PDF, PowerPoint, video link)
Enable online access to supplemental resources (i.e., video link, Instructor materials, job aids)
Enable items in the repository to be assigned or attached to courses or training events.
Virtual TrainingSection ListKey
LMS has a built-in virtual classroom, with recording capability, for virtual training/webinar courses and classes
Ability to automatically update rosters based on virtual classroom attendance
Ability to automatically record scores for quizzes completed for a virtual learning course on learner transcripts
Enable scheduling and tracking of virtual classroom events (e.g., enrollments, rosters, updated rosters, costs, completions)
Ability to include polls, quiz, knowledge checks or activities in virtual classroom sessions and capture data resulting from them
Content, polls, quizzes and activities used in virtual classroom sessions can easily be copied for reuse from one session to another
Virtual training/webinar recordings maintain interactivity and tracking of quizzes
Virtual sessions launch in the same window (no pop-ups)
The virtual system works over low bandwidth
Virtual classroom sessions can be viewed on desktop and mobile devices
Virtual classroom sessions have a chat or Q&A feature for the attendees to ask questions or interact with each other and the presenter
If LMS does not have a built-in virtual classroom, does LMS integrate with 3rd party virtual conference providers (e.g., Zoom, WebEx, Adobe Connect)? List top 5 integrations available in Vendor Comments.
Built-in Virtual Classroom - If your LMS has a built-in virtual classroom, answer the following questions regarding specifications. Type your answers in the "Vendor Comments" column. If you do not have a built-in virtual classroom, you may skip to the "Catalog Management" section.Section ListKey
Maximum file size for a recorded session
Types of files created from a recorded virtual session (.mp4, .mov, .swf, .flv)
Types of files that can be included to build a virtual session (PowerPoint uploads, screen share, video, music/SFX)
System supports multiple instructors when creating a virtual classroom session
System scalable to support e-meetings and enterprise-wide activities (e.g., 2,000 attendees) without requiring IT support
Limit to the number of people attending the virtual session (i.e., webinar)
Describe how the administrator would edit the virtual recording prior to publishing for later viewing
Catalog ManagementSection ListKey
Accepts online content/courses from 3rd party content providers (e.g., OpenSesame) with built-in integrations
Supports multiple catalogs (global, coverage specific, organization level)
Global catalog availability set by CIS System Administrator based on criteria such as coverage/subscription purchased by organization
Support catalog availability at the organization level based on a learner's designation (e.g., job family, role, group/audience, position, department, domain)
Enable automatic adjustment of catalog content based on learner's organizational changes (e.g., group/audience, talent pool, position, organization)
Enable categories to be assigned to the course catalog structure and customizable at the organization level and content able to be in multiple categories
Ability to link directly to specific course category listings (enables creating a short-cut to place on home pages or send via email)
Support administrators easily uploading online learning content developed with common, standards-based authoring tools
Classroom TrainingSection ListKey
Ability to schedule, assign, and track attendance at live classroom training (ILT)
Support resource management (instructors, locations, classrooms, etc.) including availability, utilization, costs and conflict identification for course and class sessions
Support equipment management (books, flipcharts, projectors, etc.) including availability, utilization, costs and conflict identification for course and class sessions
Support scheduling classes over discontinuous days (e.g., one day per month for three months)
Support the ability to assign, edit and grade pre- and post- learning activities to a class
Ability to upload handouts and have them available to learners before and after course registration (e.g., instructor, learner and reference materials)
Enable managing class/session capacity (minimum and maximum enrollments)
Confirmation notice includes “add-to-calendar” option compatible with major email providers (e.g., Outlook, Gmail, etc.)
Waitlist feature with ability to turn on/off at the class level and that automatically adds learners to class when a space opens up
Ability for instructors and administrators to customize and print class roster sign-in sheets
Ability to add unregistered attendees via bulk upload after the training has been completed and update the status to completed, without triggering enrollment notifications
Enrollment and AssignmentSection ListKey
Customizable administration section at the organization level that includes tools to enroll and assign learning
Allow entity administrators and supervisors to enroll and cancel learner registrations for online courses, instructor-led training, virtual classrooms and non-SCORM content (i.e., podcasts, blogs, policies, documents, etc.)
Support time-based completion requirement periods with reminder notifications, including ability for entity level administrator or supervisor to extend due date and issue ad-hoc reminders
Support creating and assigning learning content to multiple groups or audiences
Support expiring learning activities and maintaining historical data
Allow enrollment via bulk upload
Enable grouping courses together into a learning plan or career path to be assigned to individuals or groups or available in the catalog
Ability to set a course assignment to recur annually or at other intervals with customizable notifications to support reoccurrence
Ability to track attendance status (e.g., no show, cancelled, attended) of all types of training (e.g., instructor led, online, virtual)
Enable an administrator to delete courses from transcript that are assigned in error or no longer required
Enable an administrator to mark a course, class or learning activity as complete
Course Authoring and StandardsSection ListKey
SCORM
SCORM 1.2
SCORM 2004
AICC
xAPI
Batch upload of courses (from 3rd party content providers, eg: SAIF, OR- OSHA)
Enable course creation by CIS system administrators at the global level and entity administrators at the organization level
Support previewing SCORM content before and after publishing course
Built-in authoring tool that can output to HTML5 and that has existing templates and the ability to add custom templates
Ability to version content – manage disparate workflow rules by version; choose who gets the new version (or not)
Upload 3rd party authoring tool (ex: Articulate Storyline, Captivate, etc.)
Accepts videos as a standalone (YouTube type feature)
Mobile DevicesSection ListKey
Native app available in iTunes Store (iOS), Google Play (Android) and Windows Store (Windows)
App allows for branding by CIS
Online/offline synchronization including profile/password changes and recording course progress/completion
Can view and take courses and assessments/surveys within native app
Supports HTML5 Courses
The mobile app supports offline learning.
The system allows users to click on a URL from email and launch the mobile app.
Users can launch a virtual classroom session from within the mobile app
Mobile responsive when viewing content via browser on mobile device
Mobile application has search function, both for searching for courses and classes as well as being able to search within resource documents, such as handouts
Mobile app allows for administrative functions by managers/supervisors and system admins
Changes made to a user's access or permissions automatically sync with the mobile app on the user's mobile device
E-CommerceSection ListKey
Ability for administrators or learners to purchase multiple types of training events (seminars, courses, webinars, course bundles, etc.)
Ability to implement tiered pricing or discounts by organization type
Ability to generate and distribute invoices, manage chargebacks and refunds
Allow self-registration or purchase by external clients (non-learners e.g., partners, customers etc.)
Accept multiple payment methods (check, card, purchase order, etc.), and secure transaction technology used
Integrates with third party payment processor (i.e., Authorize.net, etc.)
Digital download storage area for learners to easily locate their purchases
Ability to advertise/promote online learning courses
Payment reporting features by individual and/or entity
ReportingSection ListKey
Selection of standard reports on courses, learners, and assignments that are easy for multi-tenant admins to use and filter
Ad-hoc report builder that includes all standard and custom field data, includes ability to filter by field, supports cross tab reporting, and can be used to report on all types of courses and learning activities (online, instructor-led, video usage, virtual training, external training, Expert Q&A, podcasts, blogs, documents, wikis, etc.), including CEUs and question level data from surveys and tests
Tracking of Continuing Education Units (CEUs) on Learner Transcripts
Customizable dashboards for admin and supervisor to track individual or group progress towards course, learning plan, or certificate completion
Report data exportable via API
Supports data export in multiple formats (.xlsx, .pdf, .csv, .html, etc.)
NotificationsSection ListKey
Automatic email notifications and templates that are customizable by course, class or user group, including enrollment notifications and automated reminders
Course completion notification with certificate attached or a link to a printable copy
Supervisor can opt-in to receive duplicate emails when learner is enrolled, completes, drops or waives a class or course
Provides option to send emails within system or a mail merge function for external emails
Assessment/SurveySection ListKey
Built in assessment/survey tool that allows multiple question types (e.g., multiple choice, true/false, matching, multi-answer, essay, etc.)
Quiz can be audio/video/image based
Questions can be randomized
Quiz bank to store questions we create
Ability to develop and distribute polling questions (for example, to gather input on various topics or interest in possible new features; not linked to a specific course)
Can leave comments/responses when learner answers correctly or incorrectly
Limit the number of times assessment can be launched
Ability to weight and grade individual questions within an assessment
Timed Questions/Assessments
Ability to provide both pre-testing and post-testing, including reports that compare pre/post-test performance
Generate and manage course evaluation surveys upon completion of all types of learning (e.g., instructor led, online, virtual), including automatically sending a course evaluation form to participant a set number of days after course completion
CertificatesSection ListKey
Customizable standard certificate templates
Ability to upload custom certificate(s)
Ability for admins, supervisors, and learners to view, download, print or e-mail certificates from transcripts or course

&"Arial,Bold"&14Appendix B - CIS LMS Features and Functionality

&"Arial,Regular"&10CIS RFP for LMS for Extended Enterprise/Multi-Tenant - Issued 5/23/2018 &"Arial,Regular"&10Page &P of &N

Content Features

Content FeaturesVendor ResponseVendor Comments
Content TypesSection ListKey
e-Learning Modules - Comprehensive modules with lengths greater than 15 minutes
Microlearning Units - Short, focused lessons for quick skill acquisition, typically less than 15 minutes
Video-Based Courses - includes interactive video with embedded questions
Podcasts & Audio Lessons - paired with transcripts and/or discussion prompts
Simulations & Scenario-Based Learning - features realistic and/or interactive problem-solving elements
Gamified Learning - courses with gamelike mechanics or challenges
Interactive Case Studies - adaptable and dynamic content that allows learners to make decisions and explore outcomes
Performance Support Content - Job aids, quick reference guides or infographics
Course FeaturesSection ListKey
Courses available in English
Courses available with built-in Spanish option (not requiring a separate download or course)
Downloadable courses that can be completed offline on devices and synced when end user is back online
Enable printing of selected content or narrative transcript from e-Learning course (ADA-508)
Responsive design for easy viewing and navigation on mobile devices or various screen configurations
Standards and TrackingSection ListKey
xAPI
SCORM
HTML5
cmi5
Compliance with ADA section 508 accessibility guidelines
Compliance with WCAG 2.1/2.2 standards
Tracking features provide the learner with an accurate record of the learner's progression through the course
Tracking features indicate which parts of the course the learner has completed, including partial completion
Navigation functions do not conflict with standard browser buttons in name, icon, or function
Browser CompatibilityVersionsSection ListKey
Microsoft Edge
Google Chrome
Mozilla Firefox
Apple Safari
Opera
Android
Other (list in comments)
Evaluation & TestingSection ListKey
Courses include quizzes, tests, or activities to evaluate learners understanding of the material
Quizzes and tests provide a variety of question types (e.g., multiple choice, matching, true/false, etc.
Courses provide pre-testing and post-testing, including reports that compare pre/post-test performance
Test scores can integrate with LMS to appear on transcripts
SupportSection ListKey
Technical support via phone, email or chat is available to all CIS administrators 8:00 a.m.-5:00 p.m. Pacific Standard Time (PST)
Training is available to CIS administrators before and during implementation, and ongoing situational coaching
Customer community for questions and feedback
Dedicated customer account representative with check-ins and reporting
Regular communications to promote expanded catalog or features

Content Topics

Vendor Response
Content TopicsIncluded in Proposed Library?Customizable?Vendor Comments
Government SpecificSection ListKey
Federal
Oregon
City/County/Local (general)
Business SkillsSection ListKey
Communications
Conflict Resolution
Critical Thinking & Problem Solving
Interpersonal Relationships
Productivity
Working with AI
Project Management
Teamwork
ComplianceSection ListKey
Drugs & Alcohol
Ethics
HIPAA
Whistleblower
Workplace Harassment
CybersecuritySection ListKey
End-User Overview & Awareness
IT Administration & Support
Online & Social Media Safety
Diversity, Equity & InclusionSection ListKey
Cultural Awareness
Microaggressions
Promoting Inclusivity
Unconscious Bias
HR Administration & LawsSection ListKey
ADA Accommodation
Employment Law
Hiring Process
Leaves of Absence
Onboarding
Succession Planning
Workplace Investigations
Managers & SupervisorsSection ListKey
Coaching & Goal Setting
Employee Mental Health
Leadership
Performance & Reviews
Recruitment & Interviews
Succession & Knowledge Transfer
Team Communication
Workplace Incident Investigation
Public SafetySection ListKey
Administration
Corrections
Fire & Ambulance
Law Enforcement
Risk ManagementSection ListKey
Business Continuity Planning
Contracts
Emergency Management
Fraud Prevention
Hazards and Accident Investigations
Principles and Administration
Water & Wastewater
WellnessSection ListKey
Exercise & Fitness
Illness Prevention
Mental Health
Mindfulness
Nutrition
Resilience
Stress Management
Work/Life Balance
Workplace SafetySection ListKey
Active Shooter
Back/Spinal Safety
Confined Spaces
Electrical Safety
Emergency Response
Ergonomics
Fall Prevention
Fire Safety
First Aid
Hazardous Materials
HAZWOPER
Hearing Conservation
Inclement Weather
Industrial Safety
Office Safety
OSHA
Personal Protective Equipment
Safe Driving
Workplace Violence

Lists

LMS ResponseContent Response
YESYES
MODNO
3RDFUT
FUT
NS

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