230807 - Digital Education Management System

The system can be an existing platform which can be modified to meet our unique needs or a custom-built application. The system will:

System Environment, Security & Audit

Integrate into our Microsoft infrastructure along with internal SSO and external access for partner organisations

Be secure and meet all NHS secure standards

Be web-based and responsive to all mobile and desktop devices (iOS and Android)

Have the option for any administrative user to enter into an administrative graphical user interface

Enable the organisation to place individuals into groups which will enable group-based notifications and group-based allocation for administrative rights

Have a robust and detailed administrative rights and permissions control panel

Allow for the recording and audit of all changes that happen within the system from an automated level or a system user and administrator level.

Reporting

Consist of a robust and flexible reporting tool which will enable the organisation to design reporting templates

Allow the organisation to assign automated or manual reporting to any reporting template and allow for the frequency of the report to be run if automated

Allow where any automated report is delivered to via email, to include multiple recipients

Allow for forecast reporting to take place based on certain data sets

Use data from our LMS to report on staff compliance and show this in a table or graph-based report

General User / Administrator Environment

Have a graphical user interface with individual workforce user dashboards which will display a staff members’ personal development, tasks and notifications, current or historical

Have the facility for administrators to schedule two or three staff members together for a period of time, aligned to existing ambulance GRS shift planning software. Allow for individual user notifications

Enable the organisation to keep a record of interactions / file uploads for a member of staff which will be subject to access level restrictions

Enable the organisational supervisors / management to view and report on a users’ progress based on educational profiles, portfolios or tasks.

Allow for notifications to be pushed to smart devices such as an iPad

Allow the organisation to onboard external learners from partner organisations, hold those learners in a ‘holding’ database to allow for certain admin tasks to take place, before merging over into a ‘live’ database

Allow the organisation to onboard external learners though a password protected webpage.

Allow the system administrators to edit certain text information points on the ‘onboarding’ webpage.

Integrate using an API to the DVLA for automatic driving license checks. Furthermore, produce reporting and notifications based on set criteria within a DVLA automatic driving licence check.

Display all statutory and mandatory compliance e-learning and continuing professional development, both completed or not completed on our internal LMS to the user via their dashboard.

Allow the user to reflect on any mandatory or LMS e-learning component

Workforce Development

Allow the creation of electronic forms to be used throughout the system

Allow the creation of static and dynamic educational or continuing professional development portfolios

Enable the organisation to assign tasks to a user – re-occurring or one time only, also assigning a time frame for task completion.

Enable the creation and assignment of educational and development profiles for staff to complete

Allow the onboarding of internal and external learners via a secure webpage

It is important that this system remains future proof within reason, taking into consideration the budget and timescale for development, if needed. Therefore, we will also require a ‘systems administrator’ login and options which will enable a high-level technical administrator to edit the content of certain field labels, text areas and pre-populated drop-down options throughout the system Additional information: Terms and abbreviations used within this document

SSO – Single Sign-On

LMS – Learner Management System

GRS – Global Rostering System (roster management)

API – Application Programming Interface

ESR – Electronic Staff Record (NHS based system)

OLM – Module for ESR (Oracle Learner Management – NHS based system)

Field Label – Name of a Data Entry Point

Primary Systems – GRS / ESR / OLM