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© ***** Council v.1.0

***** Council

Learning Management System

Detailed Requirement Specification July 2006

Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)

© ***** Council Page 1 of 73

SYSTEM SUMMARY ............................................................................3

GENERAL SYSTEM REQUIREMENTS ..............................................4

THE ORGANISATION...........................................................................6 Organisation Structure .............................................................................................................................................................................................6 Cost Centres & Ledger Codes..................................................................................................................................................................................8 Locations..................................................................................................................................................................................................................8 Training Administration Groups..............................................................................................................................................................................9 Job Levels ..............................................................................................................................................................................................................10 Job Profiles.............................................................................................................................................................................................................12 Employees..............................................................................................................................................................................................................13 Non-Employees......................................................................................................................................................................................................19

LEARNING RESOURCE MANAGEMENT .......................................21 Suppliers & Contacts .............................................................................................................................................................................................21 Equipment ..............................................................................................................................................................................................................23 Training Materials..................................................................................................................................................................................................24 External Venues .....................................................................................................................................................................................................25 Room Configurations.............................................................................................................................................................................................26 Catering..................................................................................................................................................................................................................26

BUSINESS & STRATEGIC PLANNING ............................................27

LEARNING & DEVELOPMENT ........................................................28 Learning Categories & Key Areas.........................................................................................................................................................................28 Professional / Standards & Awards Bodies ...........................................................................................................................................................28 Membership Profiles..............................................................................................................................................................................................29 Competencies & Competency Profiles ..................................................................................................................................................................29



360 Degree Reviews ..............................................................................................................................................................................................31 Qualification Profiles .............................................................................................................................................................................................32 Course Profiles.......................................................................................................................................................................................................36

SCHEDULES AND BOOKINGS .........................................................41 Public and organisational holidays ........................................................................................................................................................................41 Course (event) bookings ........................................................................................................................................................................................41 Application Forms .................................................................................................................................................................................................47 Application / course booking management............................................................................................................................................................49 Event cost tracking.................................................................................................................................................................................................51 Equipment Bookings..............................................................................................................................................................................................52 Room Bookings .....................................................................................................................................................................................................53 Training material bookings ....................................................................................................................................................................................53

PRE / POST COURSE ELAUATIONS ................................................55

SYSTEM ROLE FUNCTIONALITY ...................................................56 System Administrators...........................................................................................................................................................................................56 HR..........................................................................................................................................................................................................................57 Training Administrators.........................................................................................................................................................................................58 Line Manager .........................................................................................................................................................................................................62 Employees..............................................................................................................................................................................................................66 Non-Employees......................................................................................................................................................................................................69



SYSTEM SUMMARY FOR OFFICE USE ONLY

System Version & Service Pack Contact Name Contact Tel Contact Email Company Web Company Address Date(s) evaluated System Cost Module(s) Required No. Consultancy Days Consultancy Costs No. Development Days Development Costs p/d & total No. Customisation Days Customisation Costs p/d & total Training Materials Supplied No. Licenses Required Licensing Costs Training Materials Costs Training Supplied Training Costs Total Costs



GENERAL SYSTEM REQUIREMENTS FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Scaleable and robust enough to

hold large volumes of data for all employees

Robust enough to deal with many multiple sessions

Manageable upgrade path i.e. future integration / upgrade issues with functionality or data

Secure dynamic linkage to HR system for core employee data

Static linkage to HR system for core employee data

Secure dynamic linkage to Learning Content Management System for e-learning records

Static linkage to Learning Content Management System for e-learning records

Secured remote access to system i.e. user can access system outwith *** Council locations

Data hosted on secure server Automated backup facility



GENERAL SYSTEM REQUIREMENTS FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Manual backup facility (system

admins)

System notifications for users e.g. system down for maintenance



THE ORGANISATION

FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.

Date Comments

Organisation Structure

Track current structure i.e. Departments, Divisions, Groups, Units & Teams

Group schools (Business Units) into Cluster Groups

Cater for re-organisation and retain continuity when reporting i.e. reports automatically cater for name and structural changes.

Ability to assign the following to each structure (not individual employees or roles)…

… Qualifications / Awards and requirement e.g. legal

… Professional Membership, level of membership and requirement e.g. mandatory

… Competency profiles

Individual competencies



THE ORGANISATION


Date Comments

… Courses / learning required

Qualifications, membership, competency frameworks, competencies and courses assigned to org. structures automatically appear as requirements in affected individual’s development plan.

Performs Skills-Gap Analysis by structure and the following:

Qualifications / Awards

Professional Membership

Competency Profiles

Individual Competencies

By Learning Category e.g. Health & Safety (see Learning and Development)

By Key Area e.g. Risk Assessment (see Learning and Development)



THE ORGANISATION


Date Comments

Report all development by structure, down to individual

Cost Centres & Ledger Codes

Retain costs centres and ledgers codes linked to each Business Unit.

Allocate training budgets (historical) to ledgers

Calculate actual expenditure vs. budget

Perform budget analysis by structure e.g. training materials costs, equipment, providers, catering etc.

Perform budget analysis by cost centre / ledger e.g. training materials costs, equipment, providers, catering etc.

Locations

Manage *** Council sites, buildings & rooms



THE ORGANISATION


Date Comments

Attach Cost Centres / Ledgers to rooms

Attach employees to rooms

Attach rooms to Training Administration groups

TA Group members only see / manage their rooms

Attach fixed equipment to rooms

Attach training materials to rooms where they are stored

Automated diary of room use

Retain training-related room information e.g. cost per use, room configurations & capacities etc.

Retain historical H&S information & audits e.g. disabled access, hearing loop systems etc.

Training Administration Groups

Multiple Training Administration Groups -



THE ORGANISATION


Date Comments

Assign employees & non-employees to TA Groups

Assign Business Units to TA groups

TA groups only manage their people (based on Bus. Units)

Assign Cost Centres / Ledger Codes to TA groups

TA Groups can only manage their locations (based on ledgers)

TA Groups only manage their equipment (based on ledgers)

TA Groups only manage their training materials (based on ledgers)

Job Levels

Maintain a list of job levels e.g. Senior Manager, Middle Manager, Supervisor (not payscales)



THE ORGANISATION


Date Comments

Ability to assign the following to each level (not roles or individual employees)

Qualifications / Awards and requirement e.g. legal

Professional Membership, level of membership and requirement e.g. mandatory

Competency profiles and individual competencies and requirement e.g. preferred

Courses / learning required Qualifications, membership,

competency frameworks, competencies and courses assigned to job levels automatically appear as requirements in affected individual’s development plan.



THE ORGANISATION


Date Comments

Notifications to TA’s & Line Managers when their employees change levels e.g. via promotion, demotion or re-deployment

Job Profiles

Maintain a list of job roles e.g. Senior Support Assistant

Assign Job Levels to roles e.g. Senior Manager, Middle Manager, Supervisor (not employees or payscales)

Assign jobs to levels to generate a hierarchical structure

Assign jobs to Business Units to create an organisational structure

Customisable role groupings such as ‘Field Workers’ for reporting purposes

Ability to assign the following to each role (not individual employees)…



THE ORGANISATION


Date Comments

Qualifications / Awards and requirement e.g. legal

Professional Membership, level of membership and requirement e.g. mandatory

Competency profiles and individual competencies and requirement e.g. preferred

Courses / learning required Qualifications, membership,

competency frameworks, competencies and courses assigned to roles automatically appear as requirements in affected individual’s development plan.

Employees

Assign Qualifications / Awards and requirement e.g. legal



THE ORGANISATION


Date Comments

Assign professional Membership, level of membership and requirement e.g. mandatory

Assign competency profiles and individual competencies and requirement e.g. preferred

Assign courses / learning required

Option to store details of children including DOB for crèche places

Track professional membership attained including membership details, evidence, expiry dates and how / who & when verified

List membership required for employee but not attained based on structure / level / role requirements or development reviews with target dates



THE ORGANISATION


Date Comments

Automatically flag membership renewals in advance to employee & Line Manager

Track qualifications, units & elements attained including membership details, evidence, expiry dates and how / who & when verified

List qualifications, units & elements required for employee but not attained based on structure(s) / level(s) / role(s) requirements or development reviews with target dates

Qualifications, membership, competency frameworks, competencies and courses assigned to employee automatically appear as requirements in affected individual’s development plan.



THE ORGANISATION


Date Comments

Specify details if employee is an internal verifier e.g. for an SVQ inc. what & costs (if applicable)

Allow internal verifiers to track verifications completed / pending / evidence etc. for employees.

Track competencies & competency frameworks that the employee has attained, including date attained, how attained e.g. a course (see Learning and Development)

Employee and Line Manager able to score (historically) each competency using a scale

Complete online 360 degree reviews based on competency frameworks e.g. Senior Management framework



THE ORGANISATION


Date Comments

Competency scores attained presented by Learning Category / Key area in a graphical format

List competencies & frameworks required for employee but not attained based on structure(s) / level(s) / role(s) requirements or development reviews with target dates

Learning & development that the employee has undertaken, including date attained, how attained e.g. a course (see Learning and Development)

List learning & development required for employee but not undertaken based on structure(s) / level(s) / role(s) requirements or development reviews with target dates



THE ORGANISATION


Date Comments

Report gap analysis for current role based on membership, qualifications, learning & competencies.

Report gap analysis for current role vs. other roles based on membership, qualifications, learning & competencies (ascension planning).

Display CPD requirements for the employee’s current level(s) of membership(s)

Record CPD activities such as reading, shadowing, submit papers, seminars, meetings etc by hours / points (if applicable) for each level(s) of membership(s)

Report CPD activities by reporting period for each level(s) of membership(s)

Highlight gaps in required CPD requirements vs. actual



Non-Employees

Supports non-*** Council employees e.g. PPP situations and voluntary workers

Support for non-*** Council employed Managers

Managers (and non-*** Council Managers) only view their staff records

Track qualifications attained including membership details, evidence, expiry dates and how / who & when verified

Track courses & learning including details, evidence, expiry dates and how / who & when verified

Loan equipment & resources on-line

Apply for courses and learning on-line



Report on all learning activities undertaken as a result of current / historical Business & Strategic Planning e.g. allocated development costs vs. actual, development time etc.

Complete online 360 degree reviews based on competency frameworks e.g. Senior Management framework



LEARNING RESOURCE MANAGEMENT

FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Suppliers & Contacts

Manage a list of suppliers and business contact details

A screen link to General Teaching Council’s list of approved suppliers on web.

Display equipment purchased from supplier, dates & costs

Display training materials purchased from supplier, dates & costs

Display e-learning purchased from supplier, dates & costs

Display learning events provided by supplier, dates & costs

Display catering provided by supplier, dates & costs

Display verification(s) that supplier can provide e.g. SVQ’s

Professional membership attained by supplier, dates and verification

Qualifications attained by supplier, dates and verification



LEARNING RESOURCE MANAGEMENT

FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Manage contact information for

each supplier

List learning category & key area specialisms for each learning & development contact e.g. Office Safety, Race Relations, PRINCE2

List software specialisms for each learning & development contact e.g. AutoCAD, MS Project, Crystal Reports

Contacts’ photo for security Display learning events

facilitated by each contact

Professional membership attained by contact, dates and verification (where relevant) e.g. IPD

Qualifications attained by supplier, dates and verification (where relevant) e.g. PRINCE2, IOSH

Automated diary of contact use



Equipment

Maintain a list of equipment used for learning & development

Attach equipment to a TA group Retain detailed information such

as purchase price, ledger, cost per use, location etc.

Show only TA group members their equipment

On-line equipment booking Assign equipment to courses Automated diary of equipment

use.

Equipment return reminders for employees and TA’s.

Produce financial statistics for equipment e.g. cost of use over time, revenue over time

Produce utilisation statistics for training equipment



Training Materials

Maintain a list of materials used for learning & development e.g. notes / handouts / manuals / CD’s

Attach materials to a TA group Attach competencies to training

materials i..e DVD’s, CD-ROMs, videos and books

Retain detailed information such as purchase price, ledger, costs per use, location etc.

Show only TA group members their materials

On-line material booking Assign materials to courses Automated diary of equipment

use

Material return reminders for employees and TA’s.

Maintain automatic stock levels for materials used & loaned

Produce financial statistics for training materials e.g. usage / production costs over time

Produce utilisation statistics for training materials



Learning Content Management

Systems

List details of LCMS’s used inc. costs, features, web address / server, licenses, admin account(s)

List courses hosted on LCMS inc. details e.g. no# user licenses, license costs, live & expiry dates etc.

Import LCMS user data inc. users, learning undertaken, hours undertaken, scores etc.

External Venues

To retain a list of external training venues with contact details

To retain historical H&S audit information including disabled access, hearing loop system etc.

To retain a list of equipment available at each venue and associated costs

To retain a diary of external venue bookings

Report on venue utilisation Report on venue costs over time



Room Configurations

List different room configurations that can be used for rooms and courses e.g. conference, classroom, boardroom

List internal venues supporting each configuration

List external venues supporting each configuration

Catering

To maintain information on internal and external caterers (suppliers) and menu options / costs

Maintain a list of software used within *** Council



BUSINESS & STRATEGIC PLANNING FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Create business plans at Bus.

Group / School, School Cluster Group level and link these into PDP’s, courses scheduled and course application forms

Create project profiles and link these to PDP’s, course profiles, scheduled courses, and course application forms

Create policy & legislation profiles and link these and PDP’s, courses profiles, scheduled courses and course application forms

Create consultancy profiles and link these and PDP’s, courses profiles, scheduled courses and course application forms

Report on all learning activities undertaken as a result of current / historical Business & Strategic Planning e.g. allocated development costs vs. actual, development time etc.



LEARNING & DEVELOPMENT FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Learning Categories & Key

Areas

Maintain a list of learning categories and key areas for assignment / reporting purposes e.g. Health & Safety – First Aid

Professional / Standards & Awards Bodies

Maintain details of professional bodies, who for example provide membership, qualifications & accredited learning e.g. IOSH, CIPD, IITT etc.

List levels of membership provided by body

List qualifications provided by body

List approved (accredited) suppliers

Details of accredited learning (approved courses) for each supplier

Details of internal (*** Council) verifiers for this body

Details of external suppliers who verify for this body




Specification Yes No Demo Version Imp. Date Comments Membership Profiles

Details of membership requirements for each level e.g. cost, length before expiry, CPD hours required, reporting period

CPD activity required for each level, including hours, items & points and learning category

List positions that require each level of membership

List / report employees who have attained each level

List / report employees who require but have not attained each level

Competencies & Competency Profiles

Create a list of competencies linked into learning categories and key areas e.g. ‘Leadership’ key area and ‘Considering the Strategic versus Operation focus and balance’ as a competency

Assign competency frameworks to TA group to manage




Specification Yes No Demo Version Imp. Date Comments Link competencies to software Add descriptions or help to each

competency

Add web links to each competency

Ability to group competencies into competency profiles e.g. *** Council’s Manager Competency Framework

Enter details for each framework such as description, contact, type of activity (e.g. self-reflection, peer review), type of assessment (if applicable)

Set assessment scale for framework (e.g. 1 to 5). Used for 360 degree reviews

List effective and ineffective behaviours to be evaluated for each framework. Used for 360 degree reviews




Specification Yes No Demo Version Imp. Date Comments Assign frameworks to any job

level (not roles or employees) e.g. Director, Head of Service, Middle Manager. (Assignments are used to notify effected employees)

Assign frameworks to any level of organisational structure (not roles or employees) e.g. a department, unit or team. . (Assignments are used to notify effected employees)

Assign frameworks to locations i.e. sites & buildings (not employees). (Assignments are used to notify effected employees)

360 Degree Reviews

Create 360 degree reviews based on frameworks using specified assessment scale, competencies, effective and ineffective behaviours.

Choose target employees / non-employees for questionnaires completion




Specification Yes No Demo Version Imp. Date Comments Target employees / non-

employees can complete the questionnaire within the system

Automatic 360 collation and reporting

Historical reviews listed and can be viewed

Qualification Profiles

Create a list of unit elements (competencies) grouped by key area

Add descriptions or help to each unit element




Specification Yes No Demo Version Imp. Date Comments Add web links to each

competency

Assign software to each element Group elements into units Add unit details and descriptions

e.g. name, est. duration, type of activity, type of award, software

List unit objectives List unit outcomes e.g. a

qualification / award or professional membership

Assign units to professional body Specify prerequisites i.e. other

units, qualifications, modules or courses

Specify assessment criteria for unit

View assessment & validation details

Assign units to job levels (not roles or employees). (Assignments are used to notify effected employees)




Specification Yes No Demo Version Imp. Date Comments Assign units to any level of

organisational structure (not roles or employees) e.g. a department, unit or team. . (Assignments are used to notify effected employees)

Assign units to locations i.e. sites & buildings (not employees). . (Assignments are used to notify effected employees)

Set timing options for each unit e.g. after how long does this unit need repeating? How long after an employee has started etc. (Timings are used to notify effected employees)

Group units into qualifications Add qualification details and

descriptions e.g. name, est. duration, type of activity, type of award, software

List qualification objectives List qualification outcomes e.g. a





Specification Yes No Demo Version Imp. Date Comments Assign qualifications to

professional body

Specify prerequisites i.e. other qualifications, units, modules or courses

Specify assessment criteria for qualification


Assign qualifications to job levels (not roles or employees). (Assignments are used to notify effected employees)

Assign qualifications to any level of organisational structure (not roles or employees) e.g. a department, unit or team. . (Assignments are used to notify effected employees)

Assign qualifications to locations i.e. sites & buildings (not employees). (Assignments are used to notify effected employees)




Specification Yes No Demo Version Imp. Date Comments Set timing options for each

qualification e.g. after how long does this qualification need repeating? How long after an employee has started etc. (Timings are used to notify effected employees)

Course Profiles

Create a list of course topics (competencies) grouped by key area

Add descriptions or help to each topic

Add web links to each topic Assign software to each topic Group topics into modules Add module details and


List module objectives List module outcomes e.g. a





Specification Yes No Demo Version Imp. Date Comments Assign modules to professional

body

Specify prerequisites i.e. other modules, courses, units or qualifications

Specify assessment criteria for module


Assign modules to job levels (not roles or employees). (Assignments are used to notify effected employees)

Assign modules to any level of organisational structure (not roles or employees) e.g. a department, unit or team. (Assignments are used to notify effected employees)

Assign modules to locations i.e. sites & buildings (not employees). (Assignments are used to notify effected employees)




Specification Yes No Demo Version Imp. Date Comments Set timing options for each

module e.g. after how long does this module need repeating? How long after an employee has started etc. (Timings are used to notify effected employees)

Group modules into courses Add course details and


List course objectives List course outcomes e.g. a


Assign courses to professional body

Specify prerequisites i.e. other courses, module, units or qualifications.

Specify assessment criteria for course





Specification Yes No Demo Version Imp. Date Comments Assign courses to job levels (not

roles or employees). (Assignments are used to notify effected employees)

Assign courses to any level of organisational structure (not roles or employees) e.g. a department, unit or team. (Assignments are used to notify effected employees)

Assign courses to locations i.e. sites & buildings (not employees). (Assignments are used to notify effected employees)

Set timing options for each course e.g. after how long does this qualification need repeating? How long after an employee has started etc. (Timings are used to notify effected employees)

Specify equipment required for the course

Specify training materials required for the course




Specification Yes No Demo Version Imp. Date Comments Report course statistics e.g. no#

times run, numbers attended over time, no# waiting, no# requiring (as per their development plans)

Report financial course info e.g. true costs, cost breakdown



SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Public and organisational

holidays

List public and organisational holidays

Course (event) bookings

List current events scheduled for this TA group (filtered by current user)

View / manage course / event bookings using a calendar format

Flag public and organisational dates if TA’s attempt scheduling courses during them

Show historical events for this TA group (filtered by current user)

TA’s Manage details of their courses

Specify course (event) format e.g. instructor-led, e-learning, seminar

Specify minimum and maximum delegates for scheduled course




Specification Yes No Demo Version Imp. Date Comments Display warning if minimum not

met or maximum exceeded

Specify no# crèche places (where applicable)

Display warning if crèche places exceeded

Enable automatic booking using system

Specify is course is viewable / hidden on course calendars

Link scheduled course to a project

Link scheduled course to legislation or policy

Link scheduled course to a consultancy

Link scheduled course to a need from a cluster development plan

Specify target audience for course

Restrict course applications to job levels (not roles or employees) – Sets target audience




Specification Yes No Demo Version Imp. Date Comments Restrict course applications to

any level of organisational structure (not roles or employees) e.g. a department, unit or team – Sets target audience

Restrict course applications to locations i.e. sites, building or rooms (where employees are based) – Sets target audience

Restrict course applications to types of building e.g. sports centres, libraries, schools (where employees are based) – Sets target audience

Restrict applications to individual employees – Sets target audience

Restrict applications to individual non-employees

Specify notification messages for people who apply and are not members of the target audience

Specify consecutive and non-consecutive dates for a course

Add facilitators (contacts) to each day along with start and end times




Specification Yes No Demo Version Imp. Date Comments Automatically update system

contact calendar

Indicate whether facilitator has been booked (formally)

Warning message if no facilitator has been booked

Warning message if facilitator is already booked during that period

Add internal venues to each day along with start and end times

Automatically update system internal venue calendar

Indicate whether internal venue has been booked (formally)

Warning message if internal venue is already booked during that period

Warning message if no venue has been booked (either an internal or external venue)

Specify room configuration for each day (only those room supports)

Warning message if numbers exceed configuration capacity




Specification Yes No Demo Version Imp. Date Comments Specify catering menu options

required, no# required and times e.g. tea / coffee / biscuits, hot meal etc.

Automatically calculate catering required using system course application form

Specify whether catering has been booked (formally)

Warning message if catering is required but not booked

Add equipment to each day of course and specify times required

Automatically update system equipment calendar

Specify location that equipment is required

Indicate whether equipment has been booked (formally)

Warning message if equipment has not been booked

Automatically check required equipment against course profile

Message if equipment is in use during this period




Specification Yes No Demo Version Imp. Date Comments Warning message if equipment

required, but not listed

Check equipment required against equipment fixed in room

Message if equipment not in room but required for course

Add training material to each day of course, specify no# required and times required

Automatically update system materials calendar (where applicable)

Automatically check stock list against delegate list

Warning message if materials are in use during this period (if applicable)

Warning message if no# required exceeds stock list, or if stock is running low (based on re-order level)

Specify whether materials have been booked (formally)

Warning message if materials are required but have not been booked




Specification Yes No Demo Version Imp. Date Comments Specify location where materials

are required

Application Forms

Line Manager can submit an on-line application form for a scheduled event on behalf of an employee

Line Manager can submit an on-line application form for non-scheduled course on behalf of an employee

LM can specify appropriate ledger code to charge

LM can link application to business plan

LM can link application to a project

LM can link application to legislation / policy

LM can link application to consultancy

LM can link applications to employee’s development needs e.g. ED&R




Specification Yes No Demo Version Imp. Date Comments LM can assess employee’s

current knowledge, skill & confidence in this area using application form. Stored for historical tracking.

LM can specify when post – course review has been scheduled

Employee can submit an on-line application form for a scheduled event

Non-employee can submit an on-line application form for a scheduled event

Application form automatically routed to Line Manager

Employee can submit an on-line application form for non-scheduled course

Non-employee can submit an on-line application form for non-scheduled course

Specify dietary requirements

Indicate whether training materials are required




Specification Yes No Demo Version Imp. Date Comments Specify accessibility options /

requirements / considerations e.g. track ball, wheelchair access, signer, translator etc.

Indicate whether crèche positions are required for each child and times required

Employee can assess their current knowledge, skill & confidence in this area using the application form. Stored for historical tracking.

Application / course booking management

TA groups can manually manage delegates on their event registers

Non-employees can be added to events

Employee / non-employees can completed on-line application form

Select course dates / times required for each delegate (may not require every day of course)

Specify dietary requirements for each delegate




Specification Yes No Demo Version Imp. Date Comments Indicate whether training

materials are required and update stock list accordingly

Specify accessibility options / requirements / considerations e.g. track ball, wheelchair access, signer, translator etc.

Indicate whether crèche positions are required for each child and times required

Specify event charges and ledger codes for each delegate

Send joining instruction automatically in advance of the course / event

Indicate whether joining instructions have been sent (manually)

Retain a waitlist for courses / events and move delegates between the waitlist and register

Track dates offered and unsuitable alternative dates for waitlisted delegates

Track duration delegate has been on waitlist




Specification Yes No Demo Version Imp. Date Comments Ability to cancel delegate from

event, indicating why cancelled and cancellation costs

Automatically create registers for each day of event

Track date / time of arrival for each delegate on each day

Indicate whether attendance was satisfactory and course successfully completed

Copy course competencies into delegates training profile on course completion

Print certificates for a course / event, based on register

Event cost tracking

Manage event costs incurred by *** Council

Course and tutor fees Staff replacement costs Training materials Examinations / assessments Travel / transportation




Specification Yes No Demo Version Imp. Date Comments Venues and hotels Catering Crèche costs Overheads Subsidies per delegate Manage charges (re-charges) in

above areas to ledgers

Cancellation fees Calculate total course costs Financial course analysis and

reporting over time e.g. financial year

Financial course analysis and reporting by organisational structure / cost centre / ledger etc.

Equipment Bookings

TA groups able to loan their equipment

View / manage room equipment bookings using a calendar format

Booked automatically when events are scheduled using this equipment




Specification Yes No Demo Version Imp. Date Comments Apply charges per day / per use Track returns Reminders for overdue items Equipment utilisation reports

Room Bookings TA groups able to book their

rooms

View / manage room bookings using a calendar format

Booked automatically when events are scheduled using this room

Apply charges per day / per use Enter room booking requirements Select room configuration Room utilisation reports Training material bookings

TA groups able to book their training material e.g. videos, books, CD-ROMs etc

View / manage room bookings using a calendar format




Specification Yes No Demo Version Imp. Date Comments Booked automatically when

events are scheduled using these materials

Apply charges per day / per use Track returns Reminders for overdue items Material utilisation reports Stock levels automatically

updated

Manually adjust stock levels Stock reports e.g. current levels,

missing / damaged items etc



PRE / POST COURSE ELAUATIONS FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments Employees complete pre-course

assessment online (historical)

Manual option for TA’s to enter pre-course assessments

Evaluate knowledge, skills & confidence levels for each course based on course topics (competencies) and store historically.

Use pre-course assessments to automatically determine suitability for courses

Attendees can complete on-line Post Course Evaluations

Post-course evaluations include knowledge, skill & confidence assessment for each course topic (competency) carried across into delegate’s profile (historical)

Reporting of pre/post course evaluations



SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY

Specification Yes No Demo Version Imp. Date Comments System Administrators

Access all screens

Customise screens e.g. layout and colours

Manage any TA group’s data

Manage user accounts

Lock and enable users

Manage security levels and permissions for screens

Manage security levels and permissions for fields

Manage global variables (where applicable / required)

Manage backups (where required / applicable)

Import / Export functionality

Manage synchronisation settings with HR system to ensure employee records are accurate

Send notifications / messages to users




Specification Yes No Demo Version Imp. Date Comments Manage upgrade administration

(where applicable / required)

Field customisation

Determine field – level access e.g. ‘read-only’, ‘edit’

Assign role access to individual screens

Standard reports on system access / use from corporate to user level.

Customisable reporting for their functions

Comprehensive search features for their functions.

HR

Manage organisational structure

Maintain job profiles inc. qualifications, membership, course and competencies required

Manage cost centres & ledger codes

Manage employee records Manage non-employee records




Specification Yes No Demo Version Imp. Date Comments Employee / non-employee login

is deactivated automatically when employee leaves.

Customisable reporting for their functions

Comprehensive search features for their functions

Training Administrators Manage organisational structure Maintain job profiles inc.

qualifications, membership, course and competencies required

View employee records (general details)

Manage non-employee records TA’s automatically notified of

new starts or employees moving roles

TA’s automatically notified of job role changes in their areas

Manage *** Council locations Manage School Cluster Groups Manage Job Levels




Specification Yes No Demo Version Imp. Date Comments Manage suppliers Manage their equipment Manage their training materials Manage their Learning Content

Management System information

Manage *** Council venues Manage external venues Manage catering options Manage business plan data Manage Cluster Development

Plans (Education)

Manage school business plans (Education)

Manage Consultancy Manage projects Manage legislation, policies &

procedures

Manage Learning Categories & Key Areas

Manage their Professional Bodies Manage membership level

profiles




Specification Yes No Demo Version Imp. Date Comments Manage competencies Manage their competency

frameworks

Manage qualification profiles Manage course profiles Manage public / organisational

holidays

Manage their scheduled events Manage their equipment

bookings

Manage their room bookings Manage their training material

bookings

Create custom reports on development undertaken in their areas

Create custom reports on courses provided, take-up & stats

Create standard / custom reports on development required (based on Development Plans, Job Level, role and organisational structure




Specification Yes No Demo Version Imp. Date Comments Perform skills-gap and training

needs analysis for their organisation e.g. by Department, Unit or employee

Create customisable annual / ad-hoc reporting for their areas for Scottish Exec returns, Annual staffing returns (Ed & SW), Qualifications registration etc.

Standard equalities reports based on age, gender, race, disabilities etc.

Standard development & costs reports by project / consultancy / policy & legislation

Standard development & costs reports by business plans

Standard development & costs reports by Cluster Development Plan (Ed.)

Create on-line post-course evaluation forms for course

Analyse & report post-course evaluations

Import / export data they control




Specification Yes No Demo Version Imp. Date Comments Comprehensive search facilities

for each of their functions

Line Manager

View only their employees records

Receive automatic notification of qualifications / membership / courses expiring

Manager can complete their section of an employees on-line Personal Development Plan to include details such as: date of review / development needs required, reason, how they are to be met, budget allocated, ledger code, success criteria, target date, enablers, have needs been met? etc.

System performs skills-gap and training needs analysis based on qualifications, membership, courses, competencies and competency profiles and Personal Development Plans for an employee




Specification Yes No Demo Version Imp. Date Comments Performs skills-gap and training

needs analysis based on qualifications, membership, courses, competencies, competency profiles and Personal Development Plans for their departments, groups, units and teams

All development opportunities that meet required needs are automatically identified by system e.g. course, e-learning, DVD, CD-ROM etc.

Manager can assist employee with ascension planning using system by matching employee’s qualifications, membership, competencies, competency profiles and courses against those required in another role

Manager can complete on-line application forms on behalf of an employee

Manager automatically notified of post / course review date




Specification Yes No Demo Version Imp. Date Comments Manager completes on-line post-

course review to include: when course attended, have needs been met, how is employee going to implement the learning etc.

Manager can complete assessment of competencies copied into employee’s profile (e.g. on completion of a course)

Manager can add competencies to an employees profile

Manager can add qualifications / units / elements to an employees’ profile

Manager can record *** Council vs. individual funding for courses / qualifications etc.

Verifier automatically notified of any relevant qualifications added to an employee’s record

Manager can verify (1st level) qualifications, unit and elements

Manager can verify (1st level) professional membership

Manager can verify (1st level) external courses / events




Specification Yes No Demo Version Imp. Date Comments Manager can view graphical

representation of team’s skills by learning category e.g. spider graph based on competencies against their department, drilling down to individual employee

Standard reports on department / unit / team / employee’s development over time

Standard reports on actual department / unit / team / employee development against planned

Standard development & costs reports by project / consultancy / policy & legislation

Standard development & costs reports by business plans

Standard development & costs reports by Cluster Development Plan (Ed.)

Standard risk reports e.g. qualification / courses / membership expiring over time for departments, teams etc.




Specification Yes No Demo Version Imp. Date Comments Manager can review employee’s

post-course evaluations

Employees

Can access their records Can access their records remotely

e.g. from home

Manage their professional membership

Automatic notification of membership due to expire

Membership required which they haven’t attained is automatically flagged

Identify CPD requirements for each of their level(s)of membership

Automatically prompted to use resources booked and courses attended as evidence for CPD

Maintain a detailed list of CPD activities for each reporting period including hours, no# items and points claimed




Specification Yes No Demo Version Imp. Date Comments Record on and ‘off-the-job’

development e.g. college courses, events, reading

System flags actual CPD vs. required e.g. hours required

Standard CPD reports for each reporting period.

Employees can view their qualification / award details

Employee can view learning & development undertaken

Employee can view their competencies attained

Employees can evaluate their competencies (score) historically

Standard risk reports e.g. membership / qualifications expiring over time

Employee can review their Personal Development Plan

Employee can add ‘aspirations’ beyond what is required for their role




Specification Yes No Demo Version Imp. Date Comments System can suggest learning

options based on requirements in PDP against competencies employee already has

System can perform ascension planning based on existing attainments vs. those required for a role

Employee can apply for a learning event on-line

Systems indicates whether they are part of target group for course

Employee can add details of children for crèche places

Employee can complete post – course evaluation form

Application form routed to Line Manager for approval

Automatic reminders for courses / events

Employee can book resources Automatic reminders for resource

returns




Specification Yes No Demo Version Imp. Date Comments Employee can complete and

review post-course evaluations on-line

Employees can complete 360 degree reviews on-line

Reminders for 360 degree notification

Comprehensive search features for employee’s functions

Non-Employees

Can access their records

Can access their records remotely e.g. from home

Manage their professional membership

Automatic notification of membership due to expire

Membership required which they haven’t attained is automatically flagged

Identify CPD requirements for each of their level(s)of membership




Specification Yes No Demo Version Imp. Date Comments Automatically prompted to use

resources booked and courses attended as evidence for CPD

Maintain a detailed list of CPD activities for each reporting period including hours, no# items and points claimed

Record on and ‘off-the-job’ development e.g. college courses, events, reading

System flags actual CPD vs. required e.g. hours required

Standard CPD reports for each reporting period.

Non-employees can view their qualifications / awards for those (attained by or required for *** Council)

Non-employee can view learning & development undertaken with *** Council

Employee can view their competencies attained with *** Council




Specification Yes No Demo Version Imp. Date Comments Standard risk reports e.g.

membership / qualifications expiring over time

Non-employee can review their Personal Development Plan

System can suggest learning options based on requirements in PDP against competencies employee already has

System can perform ascension planning based on existing attainments vs. those required for a role

Non-employee can apply for a learning event on-line

Systems indicates whether they are part of target group for course

Non-employee can add details of children for crèche places

Non-employee can complete post – course evaluation form

Application form routed to Line Manager for approval

Automatic reminders for courses / events




Specification Yes No Demo Version Imp. Date Comments Employee can book resources Automatic reminders for resource

returns

Non-employee can complete and review post-course evaluations on-line

Non-employees can complete 360 degree reviews on-line

Reminders for 360 degree notification

Comprehensive search features for non-employee’s functions

Functions can be activated / de-activated for non-employee e.g. CPD tracking

Documents

Learning Management System - Moodle · PDF fileTraining material bookings ... Specification Yes No Demo Version Imp. Date Comments ... Learning Management System