Key problem/s

Learning Management System Update.

The Australian Federal Department of Employment and Workplace Relations (DEWR) is looking to implement an updated LMS before the end of the 2024 calendar year. Responses to the RFI should address the key requirements outlined in the high-level requirements/specifications listed in this document, and the ability to implement all requirements within this timeframe.

If a new vendor is selected there will need to be a transfer of data and files between the old and new LMS including historical information and records.

DEWR currently has a learning management system (LMS) that supports a range of functions required to support learning and development activities for departmental staff and identified external users. This includes:

• hosting tenancies for different user cohorts (ie: internal staff vs external clients)
• hosting a range of delivery types/formats including eLearning, instructor-led (both live online [virtual] sessions and in-person events)
• supporting user access to common file formats (audio, video, animations, graphics, MS suite documents etc)
• supporting required administrative activities, including integration of user data on a daily (overnight) basis, user registrations, tracking of completions and compliance, reporting on attendance, and overall user maintenance and administration.
• Provide a SCORM compliant Learning Management System which meets WCAG 2.0 accessibility requirements.
• Provide a secure login system that supports single sign-on for both internal and external users.
• Support LMS lead and departmental reporting systems (e.g. QLIK and ES Reporting) with secure data integration and transfer (same day/ASAP – currently is max 4 hr period

The current contract for provision of LMS services to DEWR will expire on 29 December 2024.

This RFI seeks information to assist the department:

• determine the range of providers in the marketplace able to deliver a modern, user-friendly LMS for departmental users (internal and external)
• identify the functionality available from potential providers to meet or exceed the scope of DEWR requirements.

The users and their needs

All departmental staff need to be able to:

• view available learning activities and resources
• register for and undertake available and assigned activities
• cancel or reschedule course participation
• access training transcripts and individual dashboard/reporting/ certificates.

Departmental supervisors/managers need to be able to view reporting/ transcripts for their direct reports.

Departmental reporting officers need to be able to generate reporting for assigned cohorts.

The department’s external clients need to be able to:

• assign training to staff within their site and organization.
• view and run reports to ensure their staff compliance and progress with individual training requirements (either directly in LMS or via departmental reporting systems such as QLIK or ES Reporting.
• view, enroll and undertake relevant (according to contractual information from eSAM) available learning activities and resources
• view personal history of completion

Departmental administrators need to be able to:

• configure platform look and feel (including corporate branding)
• upload learning activities (e.g.: SCORM packages) and hide/deactivate activities when required
• view, update/edit learning activities (including date, facilitator, venue details) and resources (links, job aids, checklists, media content)
• establish and manage certifications (timeframes/expiration) for identified compliance learning activities
• establish user cohorts and activity programs
• access and configure reporting on all users and activities
• manage activity waitlists and manually assign enrol/unenroll users in learning activities
• suspend/reactivate users
• configure and if required, trigger email notifications – both automatic and customised

Work already done

Technical/business constraints

The platform must:

• be hosted in Australia in an Australian Signals Directorate (ASD) approved data centre
• be compliant with the most recent Australian Cyber Security Centre (ACSC) Information Security Manual (ISM)
• must function within a Commonwealth Government ‘Protected’ IT environment
• support single-sign-on (SSO) configuration
• Meet WCAG 2.0 Accessibility requirements
• The platform provider must:
• supply DEWR with an up-to-date secure sockets layer (SSL) certificate at implementation and as required during the provision of the LMS service
• support penetration testing when requested by the department.

Please see High Level Requirements.

Providers are required to note that while this RFI is for a platform (RFI for a single service), we require the capability to support two or more tenancies within that contract. Currently there are 2 tenancies with the potential for additional tenancies, all of which will be administered and managed through this platform.

Providers are required to respond with a yes or no to each of the high-level requirements. If required, provide more detailed responses around whether the identified functionality is standard or requires configuration or customization (or even development) and if there will be a cost associated with that process.

Response documents must be in .DOC .XLS .PPT or .PDF format.