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Erlanger Health System

Erlanger Health SystemChattanooga, TN 37403

Request for Proposal (RFP)Bid Ref # 0013-1718

LEARNING MANAGEMENT SYSTEM

Date Bid Publicly Opened: Tuesday, December 19, 2017 at 2:00 p.m. Eastern Time

document.docxPage - 1 -


Intent to Quote due (12/05/17)

RFP Name Learning Management System

RFP Ref # _____0013-1718__________

Please email this document to the Attention of:

Erlanger ContactErlanger Health System

[email protected]

Contact Person Company

Address City State Zip Code

Telephone Email Address



Vendor Question due (12/05/17)

RFP Name Learning Management System RFP Ref # ______0013-1718_________

Does your company have physician ownership?

If yes, please provide detailed information as to the ownership.

Please email this document to the Attention of:

Erlanger ContactErlanger Health System

[email protected]

By signing below you are certifying that the above is accurate and true.

Contact Person Company

Address City State Zip Code

Telephone Email Address



I. GENERAL INFORMATION

A. Purpose of Request for Proposal (RFP)

Erlanger Health System (herein called “Erlanger”) is seeking a professional Prospective Vendor or Vendors (herein called “Vendor(s)”) of Learning Management System (herein called “Services”) to provide Services outlined in this RFP to its facilities referenced in Attachment 1. Services will be provided in accordance with the following Scope of Work provided in Attachment 1. The goal is to find a Vendor(s) who can meet or exceed Erlanger’s requirements for providing Services, described herein below, in the most cost-effective manner while retaining high levels of internal customer satisfaction. Upon completion of this process, Erlanger may enter into contract negotiations with the Vendor(s) who best meet or exceeds the objectives and requirements as outlined in this RFP. Erlanger is under no obligation to enter into contract negotiations as a result of this RFP.

B. RFP Activity Schedule

Erlanger reserves the right to amend the dates in this schedule as desired at any time.

RFP Activity Schedule Due DatesBid Opening: Tuesday December 19, 2017 before 2:00 p.m. Eastern Time

C. Questions Regarding the RFP

If you have any questions regarding this RFP, send an e-mail to Kathy Blevins at [email protected] no later than 2:00 pm Eastern Time on Tuesday, December 5, 2017. Be sure to reference the section of the RFP in question. All questions should be submitted via e-mail. Any questions submitted (and their answers) will be distributed to all participating Vendor(s). These guidelines for communications have been established to ensure that the RFP process is fair and equitable to all Vendor(s). Kathy Blevins is the single-point of contact for the RFP process. As such, all responses should be directed to her.

D. Response Due Date and Delivery

In order to be considered, your Proposal must be submitted in a sealed envelope with the RFP Reference Number, Date and Time of the Opening printed on the outside of the envelope. Proposals should be mailed to:

Erlanger Health SystemSupply Chain Management Department

Attn: Kathy Blevins975 East Third Street, Suite B708

Chattanooga, TN 37403RFP Ref. #0013-1718

Proposals may be mailed, AT YOUR RISK, or delivered to Kathy Blevins, Contract Specialist, We strongly suggest you hand deliver or use Fed Ex. Any other method of delivery puts the bid at risk of not making the deadline. Proposals arriving late will be returned, unopened, to the Proposer.

Proposals are to be submitted on or before 2:00 p.m. Eastern Time on Tuesday, December 19, 2017, at which time they will be publicly opened. Public Opening means that Proposals will be removed from their sealed envelopes, but prices and Proposals will not be reviewed in public until after they have been evaluated and an award has been made, if one is made.



E. Response Time Frame

Proposals must be valid for at least one hundred twenty (120) days following the closing date of this RFP.

F. Code of EthicsVendor is responsible for understanding and following Erlanger’s Code of Ethics

G. Disclaimer

Vendor(s) must perform their own evaluation of all information and data provided by Erlanger. Erlanger makes no representation or warranty regarding any information or data provided.

II. RFP PROCESS

Proposals must be in accordance with the attached instructions or they will not be considered. Erlanger Health System reserves the right to reject any or all Proposals received, to accept any proposal which in its opinion may be in the best interest of Erlanger Health System, and to combine Proposals into a final Proposal upon which it may solicit additional pricing or best or final offers. Erlanger Health System does not obligate itself to accept any particular Proposal.

1. Proposal must be completed in its entirety2. Only original signature on Proposal will be accepted3. All changes to Proposals must be made in writing4. Proposals must be submitted in duplicate5. Proposal Opening - Proposers may come to the RFP opening, however, pricing and term information

will not be provided at that time. The RFP opening is a public event to demonstrate that Erlanger Health System follows all applicable laws in its process. Prices and terms will be available only after the Proposal is awarded and then only by appointment.

6. Following the RFP Opening, a proposer may not have any further contact with the Technical Contact or other Erlanger Health System personnel or affiliated physicians about the RFP unless initiated or authorized by Erlanger Health System. All communication must be done through a single point of contact Kathy Blevins.

A. Evaluation Process

1. In the event Erlanger Management determines, in its sole discretion, that additional proposals are necessary for a competitive procurement process, Management may, with or without notice, extend the RFP opening date for a period of time as it deems necessary or appropriate. In the event the RFP opening date is extended pursuant to this paragraph, an updated copy of the RFP will be made available upon request, and any respondent that submitted a response prior to the RFP opening date extension may re-submit its proposal or rely upon its original proposal.

2. Erlanger Health System will evaluate the proposals considering, without limitation, some or all of the following, if applicable: price, quality, delivery time and schedules, quantity, any exceptions taken to the RFP documents, including any agreements accompanying such documents, any warranties offered, and the proposer’s demonstration of its good faith commitment for equal opportunity of small business enterprises, minority businesses and individuals, and socially and economically-disadvantaged individuals (collectively, "Minority Businesses") and any other items or things, which Erlanger considers important, applicable and in its best interest.

3. Erlanger Health System may evaluate each proposer’s demonstration of its good faith commitment for equal opportunity of Minority Businesses; each proposer is expected to submit information which will emphasize the extent of the proposer's efforts to offer equal opportunity to Minority Businesses to participate as contractors, sub-contractors, and suppliers of goods and services should the proposer be awarded the contract. Each proposer should be aware that in evaluating the proposer's response, Erlanger Health System will evaluate each proposer's good faith commitment and demonstrated effort to ensure equal opportunity for Minority Businesses.



4. Erlanger Health System may choose to award a contract to the Proposer who submits a proposal that demonstrates the best overall value as determined by Erlanger without regard to race, color, religion, creed, national origins, gender, age, or handicap condition.

III. RFP Grievance ProcessThe intention of Erlanger Health System is to conduct all business affairs in a fair and impartial manner. In order to assure fairness to all prospective proposers Erlanger has developed a grievance process to provide an organized and effective method. This process will allow each prospective proposer to present its side of an issue and to resolve amicably any conflicts which may arise between Erlanger Health System and the prospective proposer.

If you initiate litigation prior to exhausting the grievance procedure, Erlanger Health System will plead your failure to utilize this process as a defense.

1. Prior to RFP Openinga. Challenges to the RFP specifications must be requested in writing and received in the

Supply Chain Department no later than seven (7) days after the RFP has been advertised

b. The request must contain the specific reasons for the challenge, contain the actual wording and give a specific reference found in the request for proposal

c. The request must be mailed or faxed to the System Director, Supply Chain Management, 979 East Third Street, Suite 708, Chattanooga, Tennessee 37403, fax number (423) 778-3909 by 4:00 P.M.

d. The System Director, Supply Chain Management will make a determination of merit for your request. If the determination is in your favor, an addendum to the RFP will be issued.

e. If the decision of the System Director, Supply Chain Management is negative, the RFP opening will continue as scheduled.

2. Following the RFP Awarda. Should a Proposer have an objection to an RFP award, a formal request must be

submitted in writing. The request itself must be received by the Supply Chain Management Department within five business days after the RFP award has been announced

b. The request must specify the RFP Name and Number and clearly identify the dispute. Exact wording and sections of dispute must be identified.

c. The request must be sent to the System Director, Supply Chain Management at 975 East Third Street, Suite B708, Chattanooga, Tennessee 37403

3. Formal Response a. Within five (5) working days, the System Director, Supply Chain Management will

schedule a hearing date which is mutually acceptable and in a timely manner. At that time, the Vendor will be allowed to present all facts which led to the dispute

b. The System Director, Supply Chain Management will evaluate all relevant facts which were in dispute and make a determination for the resolution of the dispute

c. The determination of the System Director, Supply Chain Management will be made known to the Vendor in writing within three (3) working days

d. If the System Director, Supply Chain Management determines that a cancellation of the original award and re-bid is warranted, the grievance process is deemed complete at that time for the vendor

e. If the Vendor is not satisfied with the response (other than a re-bid) in step 1, they may request a second review of the disputed facts by submitting a written, clearly defined statement of what is still in dispute for review to the Chief Financial Officer or designee, at 975 East Third Street, Chattanooga, Tennessee 37403. It must be limited to the same issues that were in dispute in the first step of the Grievance Procedure. No new or additional information will be considered.



f. This request must be received at the Erlanger Health System within five (5) calendar days after the response from the first hearing

g. Upon review of the written information, the Chief Financial Officer or designee can either request a meeting with the vendor or inform the vendor in writing of the final decision

IV. RFP Requirements

A. RFP Costs

All costs associated with the preparation of this RFP will be borne by Vendor(s). Nothing in this RFP is to be construed as obligating Erlanger to pay for information solicited or obligating Erlanger in any way whatsoever.

B. Right to Terminate RFP Process

Erlanger may terminate this RFP process at any time and for any reason, or for no reason, and makes no commitments, express or implied that this process will result in a business transaction with any Vendor(s).



Attachment 1 – Specifications

1 Introduction

1.1 Company Background

Erlanger Health System has five, Tennessee-based medical campuses-Erlanger East, Erlanger North, Erlanger Bledsoe, and the downtown campus, Erlanger Baroness, which also includes the campus of T.C. Thompson Children's Hospital. Erlanger is licensed for 818 acute-care beds and 50 long-term care beds serving patients from 50 counties within a 150-mile radius and operates a Level I Trauma Center for adults, providing the highest level of trauma care. The University of Tennessee Health Science Center's College of Medicine - Chattanooga is hosted by Erlanger. It supports 8 residency programs, two fellowship programs with over 150 residents and fellows. Erlanger faces direct competition from two other hospital systems in Chattanooga. In response to market competition, Erlanger Strategic Imperatives define as a primary focus: Collaborate with academic partners to strengthen our education and training program and position Erlanger as the region’s leading Academic Medical Center. Training and education are essential aspects of the future of the Erlanger Health Service. Online delivery plays a vital role in what we hope to accomplish in our organizational development processes. Thus, a contemporary, well-supported LMS/CMS is crucial to the delivery of and the accountability for skills and knowledge.

Approximately 7000 employees and 5000 contractors work at Erlanger. This number to will grow over the next several years. EHS is fully accredited by the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) and must comply with their standards as well as remaining compliant with OSHA, HIPAA, and other Federal agency requirements. In addition, state and local regulations may apply. The Website of EHS is www.erlanger.org. The physical location of the main Baroness campus is 975 East 3rd Street, Chattanooga TN 37403.

1.2 Project Purpose

Erlanger seeks a robust Learning Management System (LMS) with the capacity to serve our ever expanding training and development needs. The primary business driver behind this is Erlanger’s goal to be the dominant healthcare provider in our region. To accomplish this we must have a highly skilled and knowledgeable workforce capable of excellence outstanding customer service, innovation and success. Our LMS will be an important tool in this endeavor.

The Organization Development (OD) team designs and delivers hybrid learning to the Erlanger Health System (EHS). This includes developing and delivering just in time training to support rapidly developing business needs, employee performance issues and other training as needed.

This training includes:

New employee and contingent worker induction. Ongoing staff Professional Development (PD). Professional training in skill areas such as nursing. American Heart Association (AHA) training in partnership with HealthStream. Mandatory Regulatory and Compliance based training. Training related to the integration of EPIC healthcare records management software into our practice. Accreditations for our Centers of Excellence OD delivers this training to all of our healthcare campuses and facilities The proposed LMS solution should encompass the following: Single vendor for integrated learning and performance development. Integration/connectivity with our existing PeopleSoft HRIS via API or similar. Be widely available on the world wide web using IE11 and/or Chrome


http://www.erlanger.org/


Scalable platform capable of supporting over 15,000 users (internal or external) A plan for a phased approach to implementation. 24x7 customer service access. Support for synchronous and asynchronous training. Integrate with learning technology standards such as SCORM, AICC, Experience API (Tin Can) etc. Support for customized and off-the-shelf content material. The selected vendor solution will need to support a large range of training/educational deliverables for both

clinical and non-clinical content.

1.3 Key Learning Strategic Initiative

Initiative Due dateUpgrade and Enhance LMS Features. 2018-2019Integrate w/HRIS

API or similar protocols for real time or schedules two way updates. Push/pull employee data and training details from HRIS and LMS. Automatically enroll employees in training and development relevant to job role

and organizational compliance.

June 1, 2018

Support/Facilitate Organizational Learning

Expansion of eLearning into orientation services for new employees and contractors.

Rollout of Compliance driven training to support legal and regulatory requirements.

Encourage corporate policy driven behavior standards Encourage competency based training driven by measurable knowledge and

skills appropriate to the job description. Promote Legal and Regulatory Standards such as: Joint Commission, OSHA,

TOSHA, etc.

Ongoing

Enable Dynamic Reporting to employees, surveyors, managers and executives when training objectives are not being met or in need of enhancement. (Analytic driven HR/OD )

June 1, 2018

Provide More User Friendly Experience Ongoing

1.4 Key Dates

Vendor Project Migration Strategy Estimated June/July 2018Go Live: Estimated September 2018



2 Learning Environment

2.1 Desired Functionality

Integrate Erlanger’s PeopleSoft HRIS using API or equivalent. HRIS integration capable of daily uploads (more if necessary).

Be available to users both inside and outside of our campus wide intranet. Be compatible with all major operating systems, browsers, etc. Support SCORM, AICC, Experience API(Tin Can) and be responsive to emerging standards. Offer robust administration tools to fine tune user rights. Integrate with our Active Directory providing single login for staff. Provide strong searching/indexing capabilities. Allow the migration and ultimate archiving of all existing user data and all learner enrollment history. Quickly and easily create new custom fields for upload if necessary. Offer customizable reports in real time. Administrator has local ability to change and create permissions and roles for other users (e.g. creating other

administration with limited privileges, defining instructor roles, assigning subordinate administrators to only certain departments, etc.).

Ability to globally change data in database records Internal authorizing capabilities for content development. Ability to add custom annotations to third party content. Organize courses into logical, customizable categories to aid finding an appropriate course easily. Ability to separate out different facilities/locations. Manage and leverage student record data. Ability to add notes when administrators have to make changes to grades, due dates, etc. Capacity to work with barcode scanners to complete enrollment tasks.

Please address the information request in the table under the “Response” column. Provide a detailed description of how your LMS will address the information request and corresponding functionality we desire. There might be alternatives to the queries listed below. If this is the case, please propose an alternate method for achieving essentially the same functionality or reason our stated desire may not be necessary.If any of the items below are available at an additional cost, please indicate all associated fees.

2.2 General Questions

General Questions Response

Provide an overview of your learning system’s capabilities.

What features differentiate your learning system from your competitors?




Please describe your organization’s experience working with large healthcare providers like Erlanger.

Why do you think your LMS will be the best fit for EHS?

Provide details of your experience in the eLearning industry, current clients, operations and qualifications to serve EHS.

Does your LMS support all major advanced distributed learning such as SCORM, AICC, Experience API (Tin Can)?

Please describe your LMS ability to integrate with PeopleSoft HRIS.




We currently have a nightly exchange of data between our HRIS and the LMS. This is a .csv file outputted from the HRIS and then imported automatically to the LMS. This is a one-way process from HRIS to LMS.

This proposal would require at least a nightly 2-way transfer of data between the LMS and PeopleSoft via API or similar process to allow this functionality.

Please describe how this integration will take place and list any experiences you have with PeopleSoft.

What sorts of data transfer issues might we confront on your end? For example, PeopleSoft has limitations on the size/length of activity codes. How would your LMS cope with these limitations?

What are all the fees associated with your LMS – initial and ongoing?

Please also discuss any “add on” modules that might be needed to get full “advertised” functionality.

We would like a brief overview here. We will require a detailed accounting of “Proposed costs” in section 7.




Describe the level of customization and branding that is possible with our LMS.

Please provide example landing pages, courses, etc.

Please provide us with a demo login so that our staff can login as both an administrator and student.

2.3 Enrollments

Enrollments ResponsePlease describe learner/employee enrollment tools available in your LMS and how they work.

How does your system integrate with HRIS system to enroll users automatically?

Can administrators control enrollments HRIS? How does this work?

How does your system handle group enrollments by job title, department, clinical vs non-clinical, etc.?

Do administrators have the ability to create new users manually and/or batch load?



2.4 Learner Management

How does your system search/filter learners with full or partial search terms?

Describe the ability to batch select learners within search results (e.g. “select all” and check boxes and make desired changes such as changing enrollment status, delete, etc.

How does your system assign learners to groups manually or automatically based on job function or other criteria?

Does your LMS allow some content to be considered “optional”?

How often does the typical integration update take when transferring learner records from HRIS?

Describe how executives or managers can quickly check learner progress in courses. (e.g. dashboards, reporting, etc.)

Are dashboards available for managers to determine the learners’ status in their assigned courses?

Describe course management in instructor led classes, registering learners, grading and keeping attendance.



Describe the ability to track actual time spent on learning activities. Is this functionality reportable?

How does your LMS to deal with employees who have more than one job function, manager, etc.

How does your system handle group enrollments by job title, department, clinical, non-clinical, etc.?

Can we brand transcripts with our logo, colors, etc.?

Can the learner download the transcript as a pdf in lieu of printing?

2.5 Course and Curriculum Management

Course and Curriculum Management Response

Describe the capacity of site administrators to add, update, reschedule, and remove courses from the course catalog.

Can an administrator create a curriculum or certification program within the course catalog?

Can administrators create update, etc. activities from sources such as spreadsheets?

Please describe this functionality.

Please describe how the system interprets and manages login, visibility to transcript and certificates, and historical training records for inactive employees.

Can administrators establish




templates to create courses?

Describe how this functionality works in your LMS.

Does the system allow administrators to manage training plans?

What happens to enrollments if an administrator modifies a course offering in the catalog?

Describe the ability of your LMS to manage instructor led “events”.

Describe your waitlist functionality. Does the system allow administrators to manage waitlists?

Does the system support third-party content integrations? Can the end-user access this content from within your proposed application without logging in separately to the content provider’s system?

Does the system support the ability to automatically assign learning (courses, curricula, or certifications) to individuals or groups or enroll them in courses?

Can the system assign due dates for course completion?

How does the system track multiple “tries” at a learning event?

Does the system allow administrators to manage the training calendar and schedule?




Does the system require courses to be completed in a certain order, or does the system have the flexibility to allow employees to complete courses in whatever order they wish to complete their plan?

What course registration processes does your system support?

Please describe how the system manages guest account access, including what information can be captured, stored, and used for reporting purposes.

How does the system verify that the guest user does not exist in the system?

Do calendars reflect resource availability (e.g., take into consideration current resource bookings and holidays)?

Can administrators associate specific types and quantities of inventory to a class including a physical location?

Can resources be associated with calendar?

Does the system support the ability to require manager approval for course registration?

Does the system support the ability to define prerequisites and restrict access to courses until the prerequisites are met?

Does the system provide group notifications to all learners enrolled in a course?




How does your system manage communication with learners: email, SMS, etc.?

How does your system integrate with Outlook?

How does you system manage drops?

How does your system manage waitlists for instructor led classes?

Does your system automatically enroll participants in waitlists and notify them when space becomes available?

There are occasions where we need to exempt an employee from a required course/curriculum or extend the due date. This exemption needs to be noted somewhere in the reports so there is a quick reference as to why the course was not completed. Does your system have the capability to make notes of this nature which will be reportable? How is this achieved?

What methods of course delivery does your system support? (Web-based, instructor-led, virtual classroom)?

How does the system support hybrid/blended learning activities?

Can learners bookmark their progress in self-paced learning?

What file formats does the system support?




Is there sequencing in hybrid/blended learning activities, for example, to ensure that a pre-test is taken before the course?

How does your system handle competency standards in a blended environment?

Describe the system’s ability to view calendars for learners, managers and administrators, showing courses and assignments.

2.6 Learners Experience

Learners Experience ResponsesExplain how your graphical user’s interface (GUI) and navigation work.

Provide screenshots of the following user screens:

Landing page List of required courses Catalog (if any) Historical recordsDoes the system provide a session timeout warning message?

Does the system offer clear, obvious navigation for current courses due, upcoming, available, etc.?

Can learners upload documents into their courses for grading, peer assessment, etc.?



Learners Experience ResponsesCan users make statements or declarations regarding their understanding of a concept or the authenticity of their work?

For example, “I Affirm That I am the author of all the information and the materials contained within the assignment is my work and honest representation of my skills.

If so, can we document or report on this statement or declaration?

What is the standard timeout value for a learner who is actively taking a course?

Does the system provide a certification and professional license page so the learner can track their expiration dates?

Can you track certification completed outside of the LMS?

Can the system allow for announcements to learners from the organizational and departmental level on their landing page?

What capability does the learner have to contact LMS administrator, instructor, or any person responsible for publishing content?

Is there a directory of internal support contacts?

Describe the learner’s ability to modify their profile data, such as email, password, phone, etc.



Learners Experience ResponsesDescribe the learner’s ability to add or keep track of Continuing Education credits (possibly add to the skills/certification section)?

Can learners view all active enrollments at a glance?

Can we develop a personalized learning, training and/or professional development plan?

Does the system allow the learner to register for a course with a minimum of clicks?

How is peer based or social constructivist learning handled in your system?

How does the system ensure that learners will have quick and easy access to all supported types of content?

Does the system provide the learner with access to his/her own training transcript?

Does the system offer a catalog of activities focused on organization objectives or “popular” learning activities?

Describe the search capability of your learning system from a user’s perspective.

Describe the learner’s permission to manage the layout of home page.

Can the system make “personalized” recommendations based on job, roles, users’ interests and preferences?

Can users submit learning requests



Learners Experience Responsesthat are not available in the catalog?

2.7 Social and Collaborative Learning

Social and Collaborative Learning ResponseProvide an overview of your collaborative functionality.

Please describe the system’s chat capabilities.

Can the LMS escalate a chat session into virtual meetings?

Does the system support study groups and other collaborative learning processes? Describe how this works.

Can the system capture informal conversations and ad hoc questions?

Describe how the system provides the ability to add virtual events to groups associated with courses.

What avenues do learners have for providing ideas or feedback to a group associated with a course?

Does the system create “communities of practice” that users can join based on their role in the organization and skill sets?

Describe how the system supports social networking.

Does the system support wikis?

Can the system manage the exchange of information among subject-matter experts (e.g., IM



Social and Collaborative Learning Responsemessages)?

Does your LMS support mentoring? If so, how?

2.8 Manager Experience

Manager Experience Response

Describe in detail how site administrators control learners, instructors and restricted administrators on the LMS site?

How can managers keep track of and approve their team’s training?

Are there any applications/tools available for managers?

Describe the ability of managers to link instruction to competencies, accreditations criteria, quality measures, regulatory standards, etc.

Can the employee’s managers see learning activities (objectives, competencies, learner/employee view profile information, transcripts, certifications, and other individual user information) of their employees?



Manager Experience Response

How does your system deal with learners that have multiple roles, managers, and departments within the organization?

For example, we have many users who work in multiple areas within our organization and require training that is unique to each role.

How would your LMS deal with this complexity?

2.9 Instructor Experience

Instructor Experience ResponseDescribe in detail site administrators control and fine tuning of instructor access to activities, user records, etc.

(i.e. Can staff with “instructor” permission view, alter, etc. enrollment records beyond their teaching scope of influence or concern?)

What tools does the system provide to help instructors manage their instructor-led or virtual classes?

Do instructors have a means for adding users to a class in bulk?

Does the system notify instructors when they have to take action such as grade an activity or approve an enrollment?



2.10 On-the-Job Training and Observational Assessment

On-the-Job Training ResponseHow does the system facilitate and track on-the-job training activities?

How does the system facilitate and track observational checklists?

Can we link the checklist with competencies, standards and/or performance standards?

Who can mark observation checklists and other on-the-job training activities as successful?

Must administrators get involved in every task or can managers and/or senior team members perform all management tasks?

2.11 Mobile Learning

Mobile Learning Response

Is your LMS web interface “responsive” using bootstrap technology?

Does the mobile application support learning in disconnected mode?

If so, what type of content is the supported in disconnected mode? Does that list include SCORM, AICC, Experience API (Tin Can), and Word documents?



Mobile Learning Response

Is the system smart enough to allow users to click on a URL from email or SMS and automatically launch the mobile application?

Can users launch into the virtual classroom session from within the mobile application?

Does the mobile application deal with privacy on the mobile application?

Does the mobile application have support for SAML?

Does the system provide a mobile experience that helps everyone network with their peers, connect to the content they need every day, share ideas, and participate anywhere, anytime?

How do you ensure only mobile-friendly content is loaded on mobile devices?

2. Virtual Training

Virtual Training Response

Can the online and recorded virtual classroom session be offered through one-click launch from the learning catalog or calendar?

Can users automatically track virtual session attendance and test results from the learning tool?




Does the system support the definition of multiple instructors when creating a virtual classroom session in the learning tool?

Can virtual classrooms be blended with other types of learning (self-paced, tasks, instructor-led) in a single course?

Does the system give you the ability to launch into a live or recorded virtual classroom session from a predefined locale from the learning tool?

Is the system scalable to support web conferencing and enterprise-wide activities (e.g., 2,000 attendees) without requiring IT support?

Can users interact virtually with each other in breakout sessions?

Do you have a native mobile application to access and record virtual classroom sessions?

Does the system support playback of recordings from mobile devices?

Do recordings maintain interactivity and tracking of quizzes?

Does the system support persistent classroom/meeting/webinar environments at the same URL, with the same content?




Can you deliver presentations and demonstrations using a simple web browser?

Does the system (virtual classroom/real-time collaboration capability specifically) work over low bandwidth?

Can class attendees take online surveys?

Tell us about the interactive features that the system offers to increase participants’ engagement level.

Provide an overview of your virtual meeting functionality.

2.13 Gamification

Gamification Response

Does the system support “gamification” of learning and if so, how?

Can learners earn badges or micro degrees/certifications? How is this accomplished? Can badges be customized?

Do you have activity metrics for each user? If so, what factors play into the metric? Are there leaderboards associated with these metrics?



2.14 Assessment: Testing, Evaluations and Surveys

Describe the system’s testing and assessment capabilities.

Can the user view detailed results of their test performance?

Does the system support multiple levels of Kirkpatrick evaluations?

Level 1: Reaction Level 2: Learning Level 3: Behavior Level 4: ResultsDoes the system provide both pre-testing and post-testing capabilities (including reports that compare pre- and post-test performance)?

Can grants of credit and/or assignment of courses be triggered from the results of a test? If so, please describe how.

Does the system support multiple response formats (such as true/false, multiple choice)? Describe the question types your system provides.

Does the system support configuration and customization of assessments? Does it support the following?

Ability to preset values for scale items

Ability to customize the label for question-level learner comments

Ability to configure scoring for a survey

Enhancements to assessment results



How does the system support peer based assessments?

Describe any additional test properties, which can include any of the following:

High-stakes exams

Proctoring, remote proctoring

Partial credit, hints, feedback, etc.

Does the system support surveys and evaluations? Does it allow for anonymous responses?

How does LMS help assure the authenticity of the learner’s work?

Does the LMS support “assessment validation” processed?

Describe your LMS’s assessment functionalities. What types of assessments are possible?

Can assessments be imported via well accepted standards such as GIFT, Aiken, Cloze, csv, xml, etc.



2.15 Career Planning and Development

Career Planning and Development

Response

Does the system provide career planning and development capabilities that are integrated with other performance and talent management processes? Are they all part of one database/application?

Can you link training to knowledge and/or skill performance gap?

How can your LMS integrate with succession management planning to provide appropriate training?

Does the system require inputs from HR and/or managers to build career ladders and the associated skill/competency requirements for each job? Can this be automated leveraging machine learning algorithms so that manual inputs are not required?

How does the system guide end-users to possible next career steps and required competency proficiencies based on job role requirements and other criteria?

Can OD create a detailed career plan based on competency requirements, recommended learning, experiential and/or mentoring opportunities?



Career Planning and Development

Response

Can individuals and managers perform a gap analysis of the individual compared to the competency requirements of the targeted position?

Does the system provide skill gap analysis to employees and managers based on current and possible future roles?

Do employees have self-service access to complete a personal profile, including their picture that can serve as an “internal resume” for that individual? Does this profile include information such as job history, education, certifications, relocation preferences, and special skills?

Can the system alert an individual that their profile has not been updated recently and requires their attention?

Can managers and talent administrators access and update/contribute to these personal profiles on each employee to include detailed information about that individual?

Does the profile have detailed security so that sensitive information, like flight risk or performance ratings, is only shown to individuals who have been granted the right to view this information?



2.16 Competency and Skills Management

Competency and Skills Management

Response

How much flexibility does the system have to handle unique competency models, proficiency levels, and behavioral descriptors?

Can we group competencies by categories or families?

Can employees complete a self-assessment against a competency or group of competencies at any time?

How are “proficiency levels” calculated?

Can managers assess their team’s competencies? How?

How are competency experts identified and used for course review, mentoring or knowledge-transfer activities?

Can the same competency library and job hierarchy be maintained in one place to feed the performance management, learning management, succession management, career management, compensation, and workforce planning processes?

Can recommended learning be linked to specific competencies/skills, so that individuals with a skill gap receive guidance as to how to close this gap?



Competency and Skills Management

Response

Does the system allow the assignment of competencies/skills to individuals and teams by their managers?

How do individuals monitor competency/skill attainment?

Does the system provide a means to integrate into a current in-house-developed or off-the-shelf competency model? If so, how?

2.17 Certifications

Certifications Response

Describe how the system manages certifications.

Can social collaboration groups be associated with certification programs?

Does the system track certification deadlines? How does it notify users about missed deadlines?

Does your system support badge scanning capability for instructor- led class enrollment?

For example, OD conducts ILT for new employees. Sessions can have over 70 attendees. We’d like the ability to scan their employee badge to denote attendance.

How could we integrate this with your LMS?



Certifications Response

Can certifications have expiration dates? Can there be separate recertification paths?

What options are available to establish equivalent courses within certifications?

Can certifications be “nested”? That is, can one certification contain other certifications?

Can certifications be granted manually?

Can certifications be versioned?

Can the system track external certifications?

Describe the system’s ability to show or hide the classmates for a course.

Describe the system’s ability to mark a class complete on or after the last day of the class.

Describe the system’s ability to define successful completion for virtual classes.

Can the administrator customize certificate templates?



3.Technical Environment

3.1 Technical Requirements

Technical Response

Describe the technical environment your LMS needs to operate.

For example, is it cloud-based or will we need to provide hardware, software and/or other equipment?

Please provide as much detail and proposed cost as possible.

What are the supported web browsers and operating systems? Is it compatible with IE 11 and more recent versions of Google Chrome?

What “plugins” are required for your LMS to work in an online environment (e.g. Flash, HTML5, etc.)

Is the system 100% web based for all users including administrators?

Is there a need for any additional software installs required?

3.2 Integration with Our Network Services

Integration Response

Describe the system’s ability to integrate with industry-standard email and scheduling applications. (e.g. Outlook)



Integration Response

Describe how the system integrates with other processes (e.g., learning, talent, performance) and/or tools (e.g., LinkedIn, Twitter).

3.3 Content Management

Content Management Response

How much content storage does your system provide? Is more storage available if necessary?

If storage space is limited, and/or you do not have content management capabilities, how well do you integrate with third party CMS to easily stream video and store learning content? For example, SharePoint, WordPress, Drupal, Alfresco, etc.

Can content (video, audio, SCORM, etc.) be streamed from this source?

What types of eLearning objects does the system support? How are these objects organized?

Describe the content authoring tools you offer.

Does the system offer content management services (e.g., version control, reuse of content objects)?

What is the process for converting legacy content, testing, and transferring to your application?



Content Management Response

Describe your systems ability to integrate with web conferencing and/or lecture casting.

Do you integrate with polling and survey tools like TurningPoint, SurveyMonkey, etc.

What content standards does the system support?

Does the system support third-party content integrations? Can the end-user access this content from within your proposed system without logging in separately to the content provider’s system?

3.4 Access Control

Access Control Response

How does the system support single sign-on?

Is access to the system managed through user ID and password authentication?

Briefly describe the configuration options for managing user passwords, such as determining the length of the password, expiry time frame, if the user has the ability to reset own password, etc.

Can password management rules be managed by subdomain/site?



Access Control Response

Describe the ability to manage security by role (employee, manager, delegate, administrator) and organizational structure.

Describe the ability to manage security by groups (users, activities, etc.)

Does the system support digital e-signatures?

Please list the ways that the system’s auditing capabilities (e.g., capture information whenever a content object is accessed) help an organization reduce compliance risk.

3.5 Roles and Permissions

Roles and Permissions Response

Can system administration be restricted in terms of both functions and user populations?

Can you provide detailed information on role types such as high level administrators, restricted levels, roles and responsibilities?

Can instructors be limited to managing learning categories or groups?

Describe the ability to manage security by groups (users, activities, etc.)



Roles and Permissions Response

How can managers keep track of and approve their team’s training?

Does the system differentiate between Active and Disabled users? Please explain.

Does the system have the ability to merge duplicated users?

3.6 Security Environment

Security Response

Describe the security protocols for maintaining the integrity of highly sensitive material transported across the Internet.

How does your product support authentication?

Describe your system’s management of learner usernames and passwords. Indicate whether your system provides encryption of passwords.

Is a password history maintained to prevent the re-use of the same password for a specified period of time?

Does your solution require encryption of stored data? Do you have and enforce standards for the use of strong encryption for transmissions of confidential data?



Security Response

What is the limit to the number of security roles that can be set up within the system?

What are your systems audit trail capabilities?

3.7 Cloud (Software-as-a-Service) Environment

Cloud (SaaS) Environment(If Applicable)

Response

Do you offer a SaaS solution?

Describe the physical environment of the data center.

Where are the data centers?

Are your data centers audited by a third party?

Do you have a documented Business Continuity and Disaster Recovery Plan?

How does the system scale to support growing user populations?

Does the hosting environment support load balancing and redundancy?

What is your policy about notifying clients in the event of an outage or security breach?

How is system usage and performance monitored?

Do you have a standard maintenance window?

What is your backup strategy?



Cloud (SaaS) Environment(If Applicable)

Response

How do you ensure the confidentiality of a customer’s data in a multi-tenant SaaS environment?

How do you ensure secure file transfers between your SaaS environment and the client’s workstations?

3.8 Reporting and Analytics

Reporting and Analytics Response

Please provide a high-level overview of the reporting capabilities available with your system.

Describe the system’s capability to create ad hoc reports including the ability to combine information from multiple processes.

Does the system support graphical reports (bar charts and pie charts) out of the box?

Describe the system’s ability to configure a dashboard to show various types of reports (e.g., graphs, charts, standard reports).

What skills does a user need to use the reporting tools?

Can the system create report subscriptions that distribute reports to specific individuals on a periodic basis?



Reporting and Analytics Response

Does your system offer a summary of concurrent sessions by hour?

Does your system offer configurable demographic fields?

Describe the system’s ability to export data to various formats, including ASCII, XML and Excel.

Describe the system’s ability to establish schedule reports and send them to recipients via email.

Describe how “view” access to given reports can be restricted.

4. Support

Support Response

Please describe the process we would use to seek customer support.

Please include information about your policies and procedures.

Include information about response times, escalation policies, and hours of operation.

How do users and administrators contact support during non-business hours?

Is support available for extended (e.g., 24x7) hours, including support for all global regions?

What type of ongoing support do you provide?



Support Response

How long is the period of support after the initial installation?

What are the fees for support?

What are the fees for requesting functional changes to the LMS?

What online support resources are available to end users? (e.g. Instructors, managers, and learners )

Can you please describe your backup and recovery process?

What are timeframes for restoring data?

Do you have incremental backups?

At what level can data be restored (e.g. user, course, etc.)

Please provide a copy of your standard level service agreement (SLA).

5. Implementation Services

Implementation Services Response

What is the ability to brand the system?

Name other subsidiaries, affiliates, or contracted third parties that would be involved in the solution requested by this RFPWhat resources are required from your organization and from the Erlanger team in order to implement the system?

Please provide an estimated timeline and project plan.



Implementation Services Response

Describe your product's ability to import existing learner records and track against these?

6. Describe your implementation approach (what is available, how do you work with your channel, etc.)Please describe your process to migrate historical data from our existing system (Intellum Exceed) into your LMS?Based on the requirements listed, do you anticipate customizations? At what cost?

6. Training Requirements

Training Response

What training resources do you provide to our staff to get them started? (Please include training for system administrators, managers, trainers, employees, etc.

What type of training classes are offered to administrators of the system? Is this training on or off site? What type of training do you offer to new users of the system?

What training material do you supply (e.g., user manuals, reference guides, online tutorials, tip sheets, FAQs) when we purchase your LMS?

Does your LMS have an active support group to encourage new features, share ideas, provide admin assistance, etc.?Please provide detailed



Training Response

anticipated training program including any associated costs. Please make sure this is in the budget as well.

7. Proposed costs (Detailed)

Please Include

All associated costs. (Implementation, training, ongoing, etc.) Different deployment methods that you want included in the pricing matrix (hosted, ASP, on premise). Terms of the agreement (length, on-going maintenance costs, upgrades, etc.) Add on products or discounts available from the vendors. Warranties on the product.

Exhibit A – Pricing Format

One Time Fee

Ongoing Fees Notes

License Fees



Hosting FeesSupport Fees (list different levels of support if applicable)Implementation FeesMigration FeesTraining FeesHRIS Integration Fees

Please explain:

Content Fees Please explain in detail

Customization FeesOther FeesOther Fees

Hourly FeesHourly Fee Description Cost/Hour Notes

Attachment 2 – Definitions

1. "Minority Business" - A business where at least fifty-one percent (51%) is owned by one or more minority persons or socially and economically disadvantaged individuals, or in the case of a corporation, in which at least fifty-one percent (51 %) of the stock is owned by one or more minority persons or socially and economically disadvantaged individuals; and of which the management and daily business operations are controlled by one or more of the minority persons or socially and economically disadvantaged individuals who own it.



2. "Minority Individual" - A person who is a citizen or lawful permanent resident of the United States and who is from a background described in the instructions for completion of Form EEO-1 and its appendix all as required by Section 709(c) of Title VII, and the applicable regulations, Sections 1602.7 1602.14, Subpart B, Chapter XIV, Title 29 of the Code of Federal Regulations, which include as presently drafted:

a. African-American (Black) (Not of Hispanic origin) - All persons having origins in any of the Black racial groups of Africa;

b. Female;c. Hispanic - All persons of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish

culture or origin, regardless of race;d. Asian or Pacific Islander - All persons having origins in any of the original peoples of the Far East,

Southeast Asia, the Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the Philippine Islands, and Samoa;

e. American Indian or Alaskan Native - All persons having origins in any of the original peoples of North America, and who maintain cultural identification through tribal affiliation or community recognition;

3. “Small business enterprise" includes a Proprietorship, Partnership, Limited Liability Company, Corporation, or other form of business, with annual gross revenues of less than the sum of Four Million Dollars ($4,000,000).

4. “Socially and Economically disadvantaged individual" means an individual who is within either or both of the following groups:

a. Socially disadvantaged individuals are those who have been subjected to racial or ethnic prejudice or cultural bias because of their identity as a member of a group without regard to their individual qualities.

b. Economically disadvantaged individuals are those socially disadvantaged individuals whose ability to compete in the free enterprise system has been impaired due to diminished capital and credit opportunities as compared to others in the same business area that are not socially disadvantaged.

5. “Disabled Veteran”- an individual who has served in the U.S. Armed Forces and who has been Disabled in the line of duty.

If your business qualifies for any of the minority categories above, please include a copy of the certification with the RFP response.



Attachment 3 – Proposer Statistical Data

The following information is gathered for statistical use only:

1. Type of Business: (Check Appropriate)

_______MANUFACTURING _______DISTRIBUTION _______SERVICE

2. List Specific Product Line(s):

__________________________________________________________________

3. Type of Ownership: (Check Appropriate)

_____ Male ______ Female

_____ White ______ African American

_____ Asian or Pacific Islander ______ Hispanic

_____ American Indian or Alaskan Native ______ Small Business Enterprise

_____ Socially & Economically Disadvantaged

_____ Minority Business _____ Other: (Please Specify)

__________________________________________________________________

4. Explain how you demonstrate your good faith commitment for equal opportunity for Minority Businesses (attach a detailed explanation).

I, the undersigned, hereby certify that the foregoing statistical information and any attachments hereto are true, accurate, and in accordance with the definitions set forth in this request for proposal to the best of my knowledge, information and belief, and those made on information and belief are believed to be true, accurate, and in accordance with the definitions set forth in this request for proposal.

Signature:

Print Name:

Title:

PROPOSER NAME:CORPORATE ADDRESS:CITY:

STATE:ZIP:

PHONE:



For EHS use only:

Appendix #1 - Facility List

Erlanger Health SystemBaroness Authority Hospital975 East Third StreetChattanooga, TN 37403423-778-7000

Erlanger North Hospital632 Morrison Springs RoadRed Bank, TN 37415423-778-3300

T.C. Thompson Children’s Hospital910 Blackford StreetChattanooga, TN 37403423-778-6011

Plaza Ambulatory Care Center979 East Third StreetChattanooga, TN 37403423-778-3000

Erlanger East1755 Gunbarrel RoadChattanooga, TN 37421423-778-8400 (Outpatient Surgery)

Erlanger Bledsoe71 Wheeler TownPikeville, TN 37367

Sequatchie Valley Emergency Department16931 Rankin AvenueDunlap, TN 37327


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