Seeking a suite of learning technologies to construct and connect a One-APS learning technology ecosystem

The APS Academy is leading a market research initiative to gather information on learning technologies supporting activities and functions across the whole cycle of learning to help plan, develop and realise a One-APS learning technology ecosystem.

This RFI is conducted to build an understanding of current market offerings, capabilities and potential innovations to inform future procurement planning by making findings available to participating agencies across the APS.

We are seeking responses to a broad set of requirements that have been developed with input from over 35 agencies. Learning technology vendors of all sizes and specialisations are invited to respond against one or more service categories depending on their offerings.

Please refer to the Attachment Pack which provides further detail about this RFI and Supplier Response Template.

The scope of learning technologies for this RFI extends to all features and functionalities that support end-to-end learning processes, including but not limited to:

• the design and administration of learning experiences
• the learner’s career planning and discovery of learning opportunities
• the full gamut of learning activities from simulations to social learning
• functions related to reporting, planning and evaluating organisational learning.

This scope includes opportunities to enable interoperability and integrations with related systems and functions, such as:

• opportunities to establish compatible systems across agencies for cohesive user navigation, shared data
• scalable core solutions that can support multiple agencies
• integrations with HR systems, performance management, payment systems, capability frameworks and opportunity marketplaces.

The products and services may be current offerings, planned enhancements or new proposals; niche or general-purpose; off-the-shelf, customised or bespoke; and offered as standalone products, add-ons, product suites or all-in-one solutions. This includes outlining emerging functionality (such as Artificial Intelligence).

Responses from this RFI may also be used to help support potential future large-scale digital and ICT investment proposals.

The users and their needs

This RFI is informed by extensive research, consultation and co-design activities that have identified common needs of four key user groups across the APS, including but not limited to:

1. Learners (all APS staff):

• Support to discover relevant learning content and learning pathways and engage in learning activities
• Engagement in continuous learning across complementary activities social learning with peers, communities, and coaches or mentors
• A consistent user experience across systems that is accessible and easy to navigate

2. Managers:

• Support to manage performance and plan, approve and guide their staff’s learning
• Alignment of learning plans with both performance goals and business goals

3. L&D Staff:

• Tools to create and provide high quality and accessible learning experiences
• Automation and integrations to efficiently administer and support learning with minimal manual burden

4. Governors:

• Timely, deep and system-wide insights to support capability and workforce planning and evaluation

An extensive list of functionalities spanning these user needs across service categories is provided in the Attachment pack.

The service categories include:

• Authoring
• Events
• Job information
• Learning hub
• Learning management
• Learning plan
• Learning record
• Payments
• Profile
• Reporting
• Social learning
• Workforce planning

In addition, general requirements are listed which concern basic system functionality, quality of service, compliance with policies and standards, and the supplier’s service delivery model.

Vendors are invited to describe additional products and services beyond the specific requirements that have been outlined, if aligned to the objectives of this RFI.

Work already done

A series of extensive user research and co-design processes have been conducted to understand current challenges and opportunities relating to learning technology across the APS.

Over 220 participants across the APS were engaged in interviews and workshops including learners, L&D staff and leadership from 37 Commonwealth agencies.

The findings were synthesised to produce the detailed user, business and system requirements for this RFI.

Technical/business constraints

Each agency faces its own set of constraints which are determined by common factors that can vary widely, including:

• ICT governance, policies, priorities and service remit
• system architecture, data, available connection points (e.g. APIs) and existing integrations
• internal budgets, resources, staff capacity and capabilities
• existing technology capabilities and maturity levels.

As the APS is a complex environment of many different systems and business needs, a successful ‘One-APS' learning ecosystem will require a range of compatible systems and technologies that allow for data sharing and seamless navigation across the larger network.

For this reason, interoperability and integration are a key consideration for agencies across all learning technology offerings.

Key dates/ milestones

Information from this RFI will be made available to participating agencies. Agencies may engage in their own procurement processes at any time following. Opportunities for cooperative procurement activities or large-scale investment proposals may be considered following the release of this information, but with no set timeline or prior commitment.