The NDIS Commission has two LMS systems, one for internal LMS services and the other for external.

Corporate

• Currently, the Commission uses Learnhub, a whole of government arrangement (WoAG) provided run by a company a 3rd party supplier. This system is used for mandatory training for new starters, as well as annual recompletion. The volume for this system is relatively small, with <2000 annually.

External

• The external training site hosts the Worker Orientation Modules (WOM) that are mandatory for all registered provider workers, as well as being optional for other workers and stakeholders in the sector. Currently, the site gets 2 million page views a month, with 50,000+ logins. The site is powered by Moodle hosted by a 3rd party supplier with support outsourced by the supplier. The modules are embedded in the platform, but the videos within the modules are hosted by Vimeo, who charge by bandwidth used, which is becoming very expensive.

As a part of this RFI and eventual RFQ, we will be going to market for the procurement of both corporate (internal) and external LMS capabilities, with the view, potentially to replace Learnhub and Moodle. There is the potential that if a vendor cannot be found that meets both the corporate and external needs, these may need to be separated.

This RFI seeks to determine if such a solution exists or if it would be better to separate the internal and external LMS systems.

After reviewing proposed solutions, suppliers offering compliant solutions will be included in the RFQ.

The users and their needs

Requirements for new LMS

Internal

1. 1000+ licenses for all staff – must be able to handle all accessing simultaneously with the ability to modify license count based on staffing numbers
2. Data migration of our existing solution including modules, profiles and progress
3. Secured partitioning from the ‘external’ side of the system
4. Ability to upload and use SCORM compliant learning packages for the purposes of online learning
5. Can host live learning via the distribution of calendar invites that can facilitate face-to-face or face-to-screen learning
6. Multi device compatibility i.e. desktop, mobile and tablet
7. Consideration given to the modules delivered by the RLDP project to date, as well as future modules that may be delivered

External

1. A platform that allows for as much self-service as possible, such as updating user details and reissuing certificates, to reduce burden on contact centre
2. Ability to host videos within the platform, or assist in the migration from Vimeo to an alternative platform for the existing modules (plus ability to rework existing modules if possible)
3. Natively allows for recertification – with the new cert having the updated completion date
4. A clean and easy-to-navigate user interface – customisable for accessibility needs
5. Strong out-of-the-box reporting/analytics capabilities
6. Built in CRM-like user database, with the potential to link into a holistic Customer Relationship Management (CRM)/Customer Data Platform (CDP) (like Salesforce) in the future
7. Ability to scale up or down depending on the userbase
8. Allowance for future modules and customisable audiences based on the type of work they undertake
9. For example, Practice Quality will require this platform for modules they are currently developing that will have more targeted audiences
10. Multi device compatibility i.e. desktop, mobile and tablet

Technical/Cyber Considerations

• Must be cloud hosted within Australia, with no data stored overseas
• Platform and supporting infrastructure must be Infosec Registered Assessors Program (IRAP) certified
• Compliance with the Australian Cyber Security Centre (ACSC) Information Security Manual (ISM) and the Essential Eight (E8) Maturity Model
• Secure-by-design approach to ensure the solution considers cyber threats from the outset and ensuring security is maintained through its lifecycle
• All access to adhere to the Principle of Least Privilege (PoLP)
• Meets WCAG accessibility guidelines
• Ticketing queue system for issues/enhancements
• Multi-Factor Authentication (MFA) capability
• Vendor agnostic solution to allow the transfer of modules, user data etc to different system at end of contract (i.e. not locked into platform or supplier).

Other considerations

• For external facing LMS, if a cost-effective replacement that also meets the requirements cannot be sourced, consideration should be given to continuing with the existing Moodle platform, but with the hiring of in-house developers to enhance the experience and maximise the capabilities of the platform
• Similarly, if an enterprise solution cannot be sourced that meets both Corporate and external requirements in a cost-effective manner, it may be necessary to separate the procurements of the two LMS solutions.
• Consideration must be given for existing internal people systems, current and planned and how these will integrate into the LMS
• Vendor capability for hyper care during implementation
• In house ownership of platform and content, as well as upskilling to minimise external support required

Work already done:

The internal LMS contract has been extended by 12 months as coverage. Some work has been undertaken to improve the existing Moodle based platform, but not enough to lock us to this platform.

An LMS business case has also been established.

Technical/business constraints:

See detailed constraints above. In addition, currently constrained by existing Moodle platform and historic SCORM modules plus financial constraint given the per user costings of some LMS platforms.