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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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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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
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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)
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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 -
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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)
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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.
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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)…
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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.
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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
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THE ORGANISATION
FOR OFFICE USE ONLY Specification Yes No Demo Version Imp.
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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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)
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
qualification / award or professional membership
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
View assessment & validation details
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)
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
descriptions e.g. name, est. duration, type of activity, type of award, software
List module objectives List module outcomes e.g. a
qualification / award or professional membership
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
View assessment & validation details
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)
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
descriptions e.g. name, est. duration, type of activity, type of award, software
List course objectives List course outcomes e.g. a
qualification / award or professional membership
Assign courses to professional body
Specify prerequisites i.e. other courses, module, units or qualifications.
Specify assessment criteria for course
View assessment & validation details
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
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LEARNING & DEVELOPMENT FOR OFFICE USE ONLY
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
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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
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SCHEDULES AND BOOKINGS FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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.
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
Learning Management System – Detailed Requirements Specification (Use to evaluate existing systems)
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SYSTEM ROLE FUNCTIONALITY FOR OFFICE USE ONLY
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
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