Vendor Questions and Department Responses RFI 21.22-52 Customer Learning Management System ( CLMS ).pdf

Vendor Questions & Department Responses RFI 21/22-52, Customer Learning Management System (CLMS)

Good Morning:

Questions received timely and the Department response are below:

1. Question: Would you happen to have an excel version of your RFI?

Department Response: No.

2. Question: Does the Program charge for courses?

Department Response: Yes

3. Question: How does the Program use the historical data that is imported? (3.1, item

20)

Department Response: To comply with file retention requirements.

4. Question: Do you have a Business Intelligence tool?

Department Response: No

5. Question: What format is the current content in?

Department Response: Exported data can come in different formats.

6. Question: What is plan for implementation timelines (e.g., implementation start, go-live date)?

Department Response: Implementation would be desired to begin as soon as possible.

7. Question: What is the Program’s current Learning Management System?

Department Response: Sumtotal Pathlore LMS 6.14

8. Question: How many courses do you currently have?

Department Response: Four online on-demand; Up to 15 live online (varies based on attendance needs)

9. Question: Related to proctoring, does the Program currently have software they wish vendors to integrate with and/or do you want vendors to include a proctoring solution with their response?

Department Response: The Program will be using ProctorU but is also interested in proctoring solutions from vendors.

10. Question: 3.1 General System Requirements #1: Be located within the United States. Can you clarify if this refers to the company providing and supporting the solution, or the hosting location of the system?

Department Response: Any data stores must be within the US.

11. Question: 3.1 General System Requirements #11: Allow content to be syndicated to audiences based on their role, organization, geography, or level of expertise. Can you clarify if the user should be able to see ALL courses, but only be able to enroll in SOME based on their permissions? Or should the user only be able to see courses that are available to them based on their permissions?

Department Response: User should be able to see all courses and enroll in the courses of their choosing (as long as the course is available).

12. Question: 3.1 General System Requirements #20: Import and store historical user learning records. Can you clarify if the reference to “records” means only the content or ALL elements of the course such as coursework, notes, activities, etc?

And where do these historical records come from and what formats are they in?

Department Response: The historical records will be exported from the current LMS.

The record includes the user profile and transcript.

13. Question: 3.2 Administrator Functionalities #3b: Restrict learner progress in course, based on criteria… Can you clarify what criteria will be used to determine progress?

For example is it test based, course completion, or some other criteria?

Department Response: Forced linear progression through modules.

14. Question: 4 Certificate Management #4a: Create and track certifications for users…

Can you clarify the criteria for expiring certificates? For example when credentials expire would the user be required to automatically renew or receive a notification of which courses expired or will be expiring soon?

Department Response: Certifications are renewed annually based on continued employment at an applicable office and payment of the recertification fee. Two user groups most also complete continuing education annually to renew their certification.

15. Question: If a U.S. company located in Florida would be the provider of the CLMS

(responsible for licensing, installing and managing all aspects of the CLMS) but the proposed SaaS LMS was developed by a Canadian company, does that meet the requirement of section 3.1.1 (“located within the United States”)?

Department Response: This would be acceptable.

16. Question: Is there a particular third-party proctoring service that the department has used in the past or would prefer be used in conjunction with the CLMS? (3.2.2.f.)

Department Response: The Program will be using ProctorU but is open to other vendor solutions.

17. Question: Does the requirement that the CLMS support “gamification” simply mean that the system has some built-in capability for competition among users and can deliver courses which are game-based? If not, request some specific requirements related to gaming that the CLMS must include. (3.2.3.e.)

Department Response: Yes

18. Question: Does the Department and the PTO program have a target timeframe/quarter for any potential solicitation following in the future for this CLMS or is it still up in the air if this would likely proceed to a formal bid?

Department Response: Responses received from this RFI will be used in decision-making therefore no plans are set at this time.

19. Question: I was reading through the RFI that was published and wanted to make sure I was understanding at the user/agents count on who would be responding to incidents/tickets, etc. Is that number of users that PTO trains (1900) based on what was mentioned people would be responding to customer requests and issues?

Department Response: The 1900 is an annual average of users trained. A fraction of that might contact the vendor with requests and issues.

20. Question: Do you anticipate the need for eCommerce/ Charging for courses?

Department Response: This is a possibility for the future. Not a requirement of the current solution.

21. Question: Which languages need to be supported?

Department Response: English. Spanish would be great also but not required.

22. Question: What is the virtual platform used by PTO? (Zoom, Meetings, WebEx, etc.)

Department Response: Zoom

23. Question: Please describe what HR functions FDOR requires form the LMS Extended Enterprise Solution?

Department Response: None, this is NOT an HR solution in any way.

24. Question: Please advise what languages FDOR requires?

Department Response: English. Spanish would be great also but not required.

25. Question: To what degree is mobile device accessibility expected (accessible from mobile browsers, native iOs/Android capability, etc.)? Are all eLearning courses HTML5 compatible?

Department Response: Mobile device accessibility is required. All elearning courses are HTML5 compatible.

26. Question: Are most user assignments going to be driven by the application of audience assignment rules (e.g. status, department, time since hire date, prerequisite completions, etc.)? If so, what types of situations will an administrator override these audience rules and will these override situations supersede audience membership as the basis for assignments in the future?

Department Response: User assignment is chosen by the user’s supervisor. We probably won’t have a lot of audience assignment rules other than separating by audience groups (office types). The administrator would override a user assignment in the case of an error in selecting a course or cancellation (course or individual).

27. Question: Do all users have rights to view/interact with all accessible training system-wide? Assuming no restrictions enforced when it comes to viewing training, are there situations like prerequisites that are presumed to restrict enrollment/registration for training?

Department Response: Users have rights to view/interact with the training for which they have paid. Enrollment is restricted based on course capacity. Prerequisites are not currently required but may be something that we put in to use in the future.

28. Question: How many extant assessments exist today? Is proctoring used in some fashion today?

Department Response: Live virtual proctoring will be used. The majority of the courses will have an assessment. Not all assessments will be handled via the CLMS.

29. Question: What’s the business need for the item-based analysis? Does this drive updates to assessments? How frequently are these assessments updated? Are there any control/experimental questions used as part of each new assessment rollout?

Department Response: The item-based analysis drives updates to assessments and determine test validity. Assessments are updated annually. Experimental questions are not used.

30. Question: What type of “custom criteria” drive survey assignments?

Department Response: Surveys may be assigned based on course registration status, course completion status, audience groups, job title, etc.

31. Question: What precisely is meant by a “lateral progression”?

Department Response: Forced completion of one module before proceeding to the next.

32. Question: How many SCORM/AICC courses exist in the system today? Will the migration to a new system include both completions for live/active courses and historical courses?

Department Response: There are four SCORM courses currently. Additional courses are in the development phase. Migration will include completions for live/active courses and historical ones.

33. Question: What is meant by “include a native authoring tool”? In many instances, an authoring tool like Articulate is used to publish new SCORM/AICC courses and then those courses are introduced to supplant an existing version (assuming an update)?

What benefits are achieved by making the authoring tool and the LMS interoperable?

Department Response: Some learning management systems include an authoring tool.

The Program currently uses Articulate Storyline and was interested in looking at vendor solutions that include a native authoring tool. This is not a requirement of the proposed system.

34. Question: How many distinct languages must be supported by the system? Is FL

Dept of Revenue going to provide text translations and translated courseware for each language, or is the selected vendor presumed to assist in such tasks?

Department Response: English must be supported. The Program is interested in a system that also supports Spanish but this is not a requirement of the system.

35. Question: What types of files would users upload and to what end? Is there a specific area of the site where such files are accessible to users/admins?

Department Response: Users may upload PDF documents to their profile. These files would be documentation of course completion (certificates, transcripts, etc.)

Thank you for your interest in doing business with the Florida Department of Revenue.

Sincerely:

Ed Valla, FCCN, FCCM, FCPM, CPPB

Purchasing Analyst EXE Program/Office of Financial Management/Purchasing Florida Department of Revenue

(850) 717-7567 edwin.valla@floridarevenue.com mailto:edwin.valla@floridarevenue.com