Sr. No. Section Paragraph Page number Requirement Query County of Ventura’s Response Section 1 – 1.1. / Purpose 1ST Paragraph Page number 1 Interface with the District’s existing Personnel Database, Telestaff and IQSWeb systems. Interfacing is required with these Fire systems: * Telestaff – Current - One Way - scheduled qualified work hours to maintain certifications sent to LMS * Telestaff – Future - Possible Two Way - roster and training data integrated for management dashboard view of staff on duty with expired/expiring skills training * Personnel db – Current - One Way - employee person information sent to LMS * Future HRMS – Future – Two Way - employee person information sent to LMS and training, Certs & Quals sent from LMS * IQSWeb – Two Way - ICS Certs & Quals sent from LMS and incident experience sent to LMS What are the exact data fields for each of these systems that have to be pulled into the LMS? Also we would need to understand the exact data that has to be pushed back from the LMS in some of these systems? Request you to share the details. This would help us to scope out the integration and share the exact efforts for the integration. Data to be exchanged is described at a high level in the requirements statements. Further details would be defined in the design/configuration phase of the project. to RFP Attachment 1, Section 1 General Requirements, Items 1.3 and 1.3.1 Section 1 – 1.1. / Purpose 4th paragraph Page number 1 Fire District staff, and non- Fire District staff. Safety - Firefighters, Engineers, Battalion Chiefs, etc: 395 - Fire Prevention, Fleet Maint., Admin., etc: 158 Total Allocated Positions: 574 Fire Stations: 32 Administration and Support Facilities: 4 Does this refer to external and internal learners? If not kindly share your thoughts. Are safety and non safety two separate user groups? If not kindly explain. There are various roles mentioned within Safety and Non Safety, are these learner roles? If not, kindly explain. Is this the total number of user licenses County is looking for? Kindly explain the scope of Fire station and its system implication. Yes Potentially Any role may be in either a Safety or Non-Safety organizational unit Yes, currently 521
If not kindly share your thoughts. Attachment 1 - Section Key Requirements Point number 5 Page64 Hierarchical User Groups (e.g., Organization, Bureau, Unit, Rank, Seniority, Certs & Quals). Request you to the detailed hierarchy, how section under each hierarchy gets associated to the user role and the relationship schema. TBD in the design/configuration phase of the project Attachment 1 - Section Key Requirements Point number 6 Page64 Support Internal and External Students Do internal and external students mean county and non county personnel? If not kindly your thoughts. from separate catalog, what are the differences in the rights and privileges of Internal and External Students? Yes Refer to RFP Attachment 1, Section 2 Requirements Student Activities, for uses by internal and external students Attachment 1 - Section Key Requirements Point number 8 Page64 Support Online, Classroom and Field Based Training. Request you to elaborate more on the workflow associated with the field based training. TBD in the design/configuration phase of the project Attachment 1 - Section Key Requirements Point number 11 Page64 Master Training Calendar Integrated with Enterprise Calendaring System Request you to explain each of these calendars and the scope of integration in a bit more detail. TBD in the design/configuration of the project Attachment 1 - Section Key Requirements Point number 17 Page65 Role Based Learning Paths with Rules and Pre-Requisites What are the different learner roles? Does this mean different learning paths for internal and external students? Kindly share your thoughts. Also, what are the rules and pre-requisites associated to each of the roles based learning path? TBD in the design/configuration phase of the project TBD in the design/configuration phase of the project Attachment 1 - Section Key Requirements Point number 19 Page65 CEU and College Credit Tracking Request you to share the CEU workflow that county of Ventura envisions to follow. TBD in the design/configuration phase of the project Attachment 1 - Section Key Requirements Point number 20 Page65 Configurable User Defined Fields, Business Rule Driven Processing We are not very with this requirement. Request you to elaborate it in a bit more detail. Require ability to define custom fields; require ability to set business rules that affect, for example, approval workflow Attachment 1 - Section Key Requirements Point number 22 Detailed Data Auditing In our system, we have three audit reports namely learner audit data report, curriculum In response to RFP submit details of
Yes, need the capability for two way interface Refer to RFP Attachment 1, Section 1 General Requirements, Items 1.3 and 1.3.1 Attachment 1 - Section Key Requirements Point number 29 Page65 Brandable UpsideLMS will be implemented with client’s branding requirements i.e. logo, corporate colors. Currently our system’s Learner Home Page includes Web 2.0 dashboard features with Widgets functionality the Learner can move them around to configure their dashboard as per their preference. The system also provides 3 Skin option for the users to choose from. This helps in personalizing the views at the user level. We would like to understand if our current offering suffices County of Ventura’s requirement? If not, request you to share the exact elements that you are looking for in Brandable. In response to RFP submit details of product capabilities for evaluation Attachment 1- Section Requirements - The system shall: Point number 1.1. and 1.1.1 Page 65 Incorporate requirements of and replace all legacy training tracking systems including: * Training Classes & db * Special Ops db * HIRT db * ICS db * EMS Training db * Driver Training db (if implemented) We would like to understand the scope of each of these databases and the associated workflows with each of these systems. This would help us in analyzing the impact of these workflows on the LMS workflows and custom create functionalities as needed. These are relatively simple MS Access databases; workflows TBD in the design/configuration phase of the project Attachment 1- Section Requirements - Include the ability to securely connect to and interface inbound/outbound with We would like to understand the systems with which this integration has to be done. Data to be exchanged is described at a high level in the
The system shall: Point number 1.3 Page 65 approved internal and external data sources. Interfaces will primarily be developed by the Fire IT Application Development team with some technical assistance required from the vendor. Documentation must include a well described schema, entity relationship diagram and data dictionary. Also we would like to understand the scope of this integration in terms of the data fields. requirements statement. Further details would be defined in the design/configuration phase of the project. Attachment 1- Section Requirements - The system shall: number 1.6 Page 66 Provide user definable fields Are you open for us to define fields during implementation or you want the to have an ability to do so? Kindly share your thoughts. Both are needed; definition of custom fields at implementation and fields to be defined by users in the future to accommodate growth and business process changes Attachment 1- Section Requirements - The system shall: Point number 1.14 Page 66 Provide a method for non VCFPD personnel to register and enroll for classes NOTE: Must include external learners Kindly elaborate more on this requirement. System must support access for students outside the County network Attachment 1- Section Requirements - The system shall: number 1.21 Page 67 Track instructor schedules. Is this requirement for the classroom sessions? If not, kindly share your thoughts. Yes and may include non-classroom training as well Attachment 1- Section Activities - The system shall provide: number 2.1 Page 67 Student portal configurable to user security/access level Is this requirement same as the requirement mentioned in the section "user management" - Configurable user portals based on security/access level (Student, Supervisor, Manager, Executive, Instructor, Admin, etc.). If not kindly share your thoughts and elaborate on this requirement. System should provide capability for configuration of user portals based on user security/access level General General
Section 3.1 Management: Point number 3.1.1 Page 71 Executive, Instructor, Admin, etc.) Internal Supervisors need a dashboard view for oversight of their subordinates’ status including expiration alerts, assignments, enrollments, progress, completions, etc. External Training Officers need a view of their subordinates class enrollments and completions. Ability to create and maintain hierarchical student groups Explain in detail the rights and privileges associated to each and every role i.e. the Student, supervisor, manager, Executive, Instructor and the Admin. Also, share a matrix based on roles and their associated portal based security/access levels. Attachment 1 Management: Point number 3.2.1.1 Page number 71 * Code * Class Name * Class Description * C51 Class Type * JAC Code * Pre-Reqs Req'd * Self enroll or Admin enroll * Course Relationship * Program Relationship. Request you to elaborate this requirement in a bit more detail. These are some of the fields expected to be needed when defining courses; further details TBD in the design/configuration phase of the project In response to RFP submit details of product capabilities for evaluation Attachment 1 Management: Point number 3.2.3 Page number 72 License or certification program is a group of specific classes or courses required to obtain or renew a professional certification or license. Method to create and configure license and certification programs, to include: * Setting certification and recertification periods for each course Request you to elaborate more on your CEU workflow i.e. define stages for 1st certification 2nd certification and so on. TBD in the design/configuration phase of the project Attachment 1 Management: Point number 3.2.4 Page number 72 Ability to configure tracking of CEUs and College Credits Request you to explain your CEU workflow in detail. TBD in the design/configuration phase of the project Attachment 1 Capability to create and configure hierarchical Kindly explain the content structuring hierarchy that TBD in the design/configuration of the project
Management: Point number 3.2.5 Page number 72 relationships among classes, courses and programs. County of Ventura envisions to follow. In response to RFP submit details of product capabilities for evaluation Attachment 1 Management: Point number 3.2.6 Page number 72 Capability to create and configure pre-requisites for classes, courses and programs NOTE: Pre-requisites or “per-work” currently managed with informal and/or paper processes (e.g., field drills, manipulative tests, etc.) will be converted to classes and exams/tests/grading sheets in the new system. What would be the for classes, courses and programs? Request you to explain the workflow that you envision to follow in a bit more detail. Also, request you to explain your content structuring in a bit more detail. TBD in the design/configuration of the project TBD in the design/configuration of the project Attachment 1 Management: number 3.2.12 Page number 73 Ability to create and maintain online and printed Class Schedules, to include: * Class Code * Class Name * Class Description * C51 Class Type * JAC Code * CEs (college credit) * Date / Time * Location * Instructor * Deadline to complete class OR last date class is offered - if applicable Do you want this in a calendar format or just in form of a list? Kindly share your thoughts. Also, what is C51 Class type? In response to RFP submit details of product capabilities for evaluation Custom user defined data field that may be required Attachment 1 Section3.3- Administration: Point number 3.3.4.1 Page number 73 Details of the class: * code * JAC Code * Description * Location * Date and Time * Deadline to complete OR last date class is offered - if applicable The RFP mentions refer JAC code list, but does not provide one. Request you to provide the JAC code list and elaborate on it. Provided in the design/configuration phase of the project Attachment 1 Section3.3- Class Administration: Automated validation of student qualification for a class Automated notification to Admin and student when Are they prerequisites for enrollment? If not, kindly share your thoughts. Yes in some cases
Point number 3.3.5 and 3.3.6 Page number 73 minimum is not met on attempt to enroll including specific qualification not met. What is the criterion to check student’s qualification for the class? Kindly elaborate more on the workflow associated with this requirement. TBD in the design/configuration of the project Attachment 1 Section3.3- Administration: Point number 3.3.7 Page number 73 Method to override at enrollment. What are the pre-requisites that the students to complete before they enroll? Various; TBD in the design/configuration phase of the project Attachment 1 Section3.3- Class Administration: Point number 3.3.13 Page number 74 Automated notification to Admin when a class is dropped. Does this mean when a student is absent then the absence notification should be delivered to the Admin? If not, does this refer to cancellation of the class? If this refers to class cancellation, who would have the rights to do so? This refers to the need for automated notification to admin when student voluntarily un-enrolls or “drops” a class TBD in the design/configuration phase of the project Attachment 1 Section3.3- Class Administration: Point number 3.3.15 Page number 74 Method to review student certifications to include: * Expiration/Renewal dates * Status Request you to elaborate this requirement in a bit more detail. Requirement is for Admin to track and view expiry and status of certifications for any student Attachment 1 Section3.3- Class Administration: number 3.3.18 Page number 74 Capability to create and maintain online and printed Class Rosters Kindly elaborate more on the elements that a Roaster should display. TBD in the design/configuration phase of the project Attachment 1 Section3.3- Class Administration: Capability to scan and store documents to student records. Whose ability does this refer to; student’s or Admin’s or Supervisor’s? Kindly clarify. RFP Attachment 1, Requirements, Section 3 Internal Administrator
Point number 3.3.22 Page number 74 Also, if this refers to student’s ability then is there any approval process associated with this requirement? Kindly share your thoughts. Activities, refers to required Admin capabilities. The section includes 3.1, 3.2, 3.3. and 3.4. to RFP Attachment 1, Requirements, Section 2 Activities, for required student capabilities. Approval workflow, if any, TBD in the design/configuration phase of the project. Attachment 1 Section3.3- Class Administration: Point number 3.3.23 Page number 74 Ability to use card reader to scan bar code or swipe magnetic stripe on employee ID card to capture Person ID and/or other relevant identifying information (non-sensitive). Does this refer to integrating/interfacing scan reader with the LMS? If yes, what are the exact data fields that are to be pulled from the scan reader to the LMS? Yes or suggest alternative Person ID and/or other relevant identifying information further detail TBD in the design/configuration phase of the project Attachment 1 Section 4.0 Instructor Activities - The system provide: number 4.1 Page number 75 Ability to create Instructor account NOTE: Admin verification required. As per our understanding the Admin would be the one who will create Instructors. We would like to understand the purpose behind Admin verification in this case. Request you to share your thoughts. Refers to self service account creation by instructor; Admin must verify/approve user who self creates account with instructor role if such self service capability is provided/configured Attachment 1 Section 4.0 Instructor Activities - The system shall provide: Capability for Station Captains, Training Captains & Cadre Leaders to create classes NOTE: For field ad hoc training, e.g., hose & ladder drills. Other Instructors who likely won’t create What are these roles; a learner role or an instructor role or an Admin role? Request you to clarify. We have not really understood “NOTE”. Request you to elaborate more on it. Instructors Refers to possibility of limiting of
Point number 4.2 Page number 75 classes are: Training Chiefs and Contractors classes this group of instructors will be authorized to create (may only be Attachment 1 Section 5.0 - Security and Auditing Features - The system shall provide: Point number 5.2 Page number 75 Role based security manageable by internal system administrator. Ability for internal Admin to define features available to learners, instructors, supervisors, administrators based on security roles (view or update mode, feature sets, etc.). Request you to share a matrix based on roles and their associated portal based security/access levels. TBD in the design/configuration phase of the project questions Hosting Hosting. Our system can be deployed on Client Server. We also provide both, Shared and Dedicated hosting environment. We have our servers placed in USA, UK and India and any preferences can be accommodated. We like to understand County of Ventura’s preference for hosting. In response to RFP provide details and pricing of available options for evaluation questions Content Size Content Size What is the size of your learning content? Does the learning content include videos? If yes, kindly mention size of individual videos as well as number of such videos. TBD at the appropriate point in the project