Addendum No. 1. RFP Enterprise elearning Business Requirements Definition

Transcription

1 Enterprise elearning Business Requirements Definition Following are the answers to questions submitted in response to the above referenced RFP as of September 17, All of the questions have been listed verbatim, as received by the Pennsylvania Turnpike Commission. 1. In section II-6 Resources (page 8) the RFP stipulates that space will be provided for all contracted support and that work should be conducted on site. Is that to mean that work cannot be performed at a remote location? For example can work that does not require access to the Commission s computer systems be conducted off site? Answer: Yes, it is the intent of the Commission to have all contractor resources conduct business on site as stated in Section II-6: Resources, page 8 of the RFP. 2. Section II-4 M/W/DBE Participation suggests the proposers should include minority firms in the performance of the contract. Is there any reason why the PTC would not consider a PA Certified WBE and WBENC Certified firm as a prime on this project? Answer: The referenced language refers to both primes and subs. 3. Section I-3 PRIDE University Background indicates that there is a database environment for Pride University that has a scheduling tool, statistical usage information, and training challenge results. From this description, it does not sound as though PRIDE University is SCORM Compliant, nor does it have the traditional functionality of a Learning Management System (LMS). Is this inference correct? Answer: Yes. 4. Was the PRIDE University interface created by SAP to support their training packages? Is it an off the shelf interface or was it created specifically for the PTC to house the elearning demos, documentation, etc? The PRIDE University Web interface was not part of the RFP for the ERP implementation, so no documentation about it exists. Answer: It was created specifically, as a value-added service by the Commission s ERP integrator, CIBER, Inc., as part of the integrator s proposed training solution for the ERP implementation. Page 1 of 12

2 5. How are training records kept at this point in time for the courses identified in Section III-1? Answer: Training is currently a decentralized function at the PTC and training records for these courses are currently kept by various means within each respective department. 6. Is training a centralized or decentralized function at the PTC? Are different operating units responsible for their own training, or is there a centralized training department ultimately responsible for all training? Answer: It is currently decentralized. 7. Where is training usually conducted for PTC employees not located in the Harrisburg area? Answer: In addition to conducting training at our Central Administration building in Highspire, PA., the Commission also conducts training at both our Eastern and Western Regional Offices. 8. What, if any impact, does employee status (manager vs. collective bargaining unit) have on training policies at the PTC? Answer: None. 9. Are learner assessments currently conducted at the end of training? Must learners achieve a specific score to pass? 10. How have the existing training courses (HR, Maintenance, Fare Collection, etc.) been designed? Have they been designed by an expert job incumbent, an instructional designer employed by the PTC, an external vendor? Answer: Various means. Some have been designed internally by PTC resources and some have been designed by external vendors as a result of a particular project and subsequently turned over to the PTC at project end to maintain and support. 11. Are the SAP ERP training demos and materials that are available via PRIDE University off the shelf materials, or were they created specifically for the PTC? Answer: They were created specifically for the PTC. Page 2 of 12

3 12. Are outside vendors currently used to deliver training to PTC employees? If so, is the same vendor used state wide, or might different vendors be used to conduct the same training at different locations? Answer: Typically no, unless the training is part of a project/project deliverable or is specialized training to a specific technology tool or skill set. 13. Where can I get a copy of the Commission s travel guidelines? Answer: As identified in Section II-23 of the RFP, the initial phase of contract for this RFP will be a time and materials agreement. Subsequently, a full copy of the Commission s travel guidelines will be provided to the successful proposer upon full execution of a contract. For the purpose of providing the Commission, as part of the Cost proposal, with proposed costs for Travel and Subsistence, contractors should apply the federal CONUS (Continental United States) guidelines for allowable per diem rates for both lodging and meals. 14. Who are the major stakeholders for this project who will make decisions regarding recommendations proposed at the end of Phase 1. Answer: The Director of Human Resources is the primary stakeholder. 15. Is the Commission interested in an enterprise-wide Learning Management software solution or is the RFP strictly confined to developing and deploying new content on an existing learning management platform? Answer: The Commission is interested, as described in the RFP, in developing and deploying new content to be delivered via our existing PRIDE University elearning environment. 16. Is the Pride University as mentioned in the RFP the PA Turnpike developed e- Learning system, or is their an incumbent company that has this system and the Page 3 of 12

4 18. Who does the maintenance on the elearning system? Answer: PTC in-house staff. 19. Can you provide a copy of an organization chart for each business unit (BU) as well as a breakdown of the number of employees for each BU? Names of employees are not important we are interested in the structure and types of roles and positions housed in each BU to better understand demographics of targeted trainees. We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 20. Who are the primary and secondary targeted online elearning end users, both fulltime & parttime employees? Please identify by BU and position. Answer: Potentially all current employees. 21. What vender installed the SAP system and was training delivered initially by them? Was the subsequent online training content provided by the software vendor or contracted out by the professionals working to develop PRIDE University? Answer: CIBER, Inc. was the Commission s ERP integrator and training was developed by the integrator and subsequently delivered by the project team that consisted of both integrator and PTC resources. 22. How many employees use SAP and are required to complete the training? How long has SAP been used as the primary business platform? What business units use it and what is the breakdown of the number of employees required and trained to use the system in each respective BU? Answer: We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 23. How is the SAP training curriculum designed in terms of process flow? Specifically, are students required to complete the SAP classroom based training first and the elearning augmentation of learning is delivered subsequently? What is the lag time between classroom and online training? Page 4 of 12

5 Answer: We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 24. Is there a clear path in terms of the sequence of courses employees is to take online? Depending on a trainee s position and BU, are they assigned a learning stream or track outlining which of the 113 online courses they must complete? Is there an assessment to determine which areas an employee may need to expand their learning to determine which online course(s) is most appropriate? Answer: We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 25. How are performance and achievement of learning outcomes tracked? Are you using a MS SQL database to track employee results? If not, what platform are you using? Is there an incentive system to encourage participation and compliance or is it a self directed course of study? Answer: We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 26. Have you assessed the effectiveness of the elearning program via participant surveys post training? What was the feedback and outcome? What were the best practices as well as pain points identified? What are the prevailing perceptions of the online program, do users believe that elearning is delivered efficiently in a user friendly environment? Answer: We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 27. What is the scope of maintenance support? Does this include continuous evaluation and revision of content, hosting and delivery of training? Answer: The complete scope for maintenance support is undefined at this time. The Commission anticipates that this information will be fully identified during Phase II of the project. Please provide, as requested in the RFP in Part III-1 Scope of Work, bullet #9 on page 15, the high-level approach and methodology Page 5 of 12

6 that you will follow in addressing post implementation stabilization support & ongoing maintenance of the implemented elearning solution environment. 28. Where do you host the 113 online courses? Once courses are optimized and the new 88 courses developed will it be part of the selected vendor s responsibility to host the program? Answer: The Commission s existing elearning content, PRIDE University, is hosted on the Commission s own internal intranet. Please see Part I Overview, I-1 Introduction, paragraph Has the PA Turnpike Commission incorporated any 6-Sigma principles into its operations (i.e. engineering and maintenance)? If yes, who was the vendor that provided the training and what was the outcome of this initiative? 30. Who will define the course content for the revised 113 courses currently offered as well as the 88 courses PTC wants to develop? Will the vendor selected be expected to be the content expert or will this be a partnership? If this is a partnership, will this be across key divisions of the PTC or primarily with those who manage PRIDE University? Answer: The PTC will primarily define course content with content input provided by the vendor as/if needed. The PTC expects this to be a partnership with the vendor that will be across key divisions of the enterprise as well as with those primarily responsible for managing PRIDE University. 31. Section III-1 Scope of Work states: The Commission requires the assistance of a contractor in all phases of the project. In this RFP we are also requesting that contractors provide a general approach and design/implementation methodology that addresses all anticipated subsequent phases of the project and that identifies all of the major tasks and steps that the contractor believes are necessary to design, implement and support the elearning training requirements identified in this phase of the project. Is the response to this section meant to be an explanation of methodology and general tasks required to deliver a solution? Must it include a work plan with tasks and estimated duration? If the vendor anticipates needing/wanting a partner for Phases 2 and 3 of the project (but not Phase 1), must the partner and the partner s resources be identified in the response to? Page 6 of 12

7 Answer: Yes. Please see Part IV, Proposal Requirements and Process for all response requirements that include responding specifically, as described, to items 1-9 in Part III-1 Scope of Work, pages of the RFP. No. Please see Part IV, Proposal Requirements and Process, Section 5. Proposed Support Team, paragraph Section III-1 Scope of Work, Bullet 3 it states: Interviews with key enterprise stakeholders and end users to identify and document additional business requirements for training not currently being addressed by/within the enterprise. Does this refer to identifying additional business requirements that allow the design and development to account for training not currently being addressed (the scalability of the solution)? Or does this refer to identifying requirements for additional training not currently being addressed (the additional training needs of the organization)? Answer: Yes to both. 33. Part IV #6 Qualifications and References it states: List no more than three engagements where your company has assisted a toll agency, transportation agency or public sector client, similar in size to the Commission, in an elearning project similar to the scope of work identified in this RFP. Will only vendors with requirements gathering and documentation experience for elearning systems be considered? Or will vendors that have requirements gathering and documentation experience and separate experience with elearning applications be considered as well? Answer: The PTC will consider any firm that is fully qualified to perform the scope of work as defined in the RFP 34. Part II-24 Term of Contract for Phase 1 indicates a five (5) year term for the contract. Is there a reason the Turnpike is expecting Phase 1 to run for five (5) years? If there is an ability to fast tract the project and finish earlier is that possible? Answer: Please see Part I Overview, Section I-2 Project Approach, on pages 2-3 of the RFP, for an explanation of the anticipated multiple phases of the project. The Commission anticipates that the multiple phases identified in this section would all fall within the five year term of the contract. Page 7 of 12

8 35. Part III Business areas have been identified on page 16 that have training and training activities. Are these the only business areas in scope or is there the potential that business areas will be included during the course of Phase 1? Where are the individuals who will be included in interviews and focus groups for Requirements Gathering? How much travel is anticipated for the Contracting team? Depending on the geographic area, multiple teams could be deployed to run several interviews and focus groups simultaneously. Will Phase 2 go out as an RFP or will the award of Phase 1 and resulting design, lead to subsequent phases for that vendor? Answer: No, a few others may be included but these are the primary ones. It is anticipated that all interviews will take place at the Commission s Central Administration building in Highspire, PA. No travel is currently anticipated for the team for Phase I. Please see Part I Overview, Section I-2 Project Approach, on pages 2-3 of the RFP, for an explanation of the Commission s approach to the multiple phases of the project. 37. What does the Pennsylvania Turnpike Commission see as the expected timeframe for the completion of Phase 1 of this project? Answer: We would anticipate Phase I to be no more than a 3-6 month timeframe depending upon the requirements gathering methodology used and the availability of key stakeholders and end users. 38. Does the PTC have a target date for the completion of Phase 2 of this project? If so, what is that target date? Answer: The PTC does not currently have a target date for completion of Phase II activities relative to Phase I requirements definition activities being successfully completed. 39. Does the PTC include virtual classrooms as part of the scope of this initiative? Answer: The PTC anticipates that a need for virtual classrooms is a requirement that would be identified during the business requirements phase for potential inclusion in Phase II scope and activities. 40. What other content delivery methods besides the Internet or Intranet/extranet will PTC expect the content to be distributed (CD-ROM and DVD)? Page 8 of 12

9 Answer: The PTC anticipates that the need for different content delivery methods is a requirement that would be identified during the business requirements phase for potential inclusion in Phase II scope and activities. 41. How many employees currently use the Commissions PRIDE University online/elearning environment? Answer: Approximately How many additional users do you anticipate will use PRIDE University when the new elearning courses are added to the curriculum? Answer: The PTC anticipates that the number of additional new users of PRIDE University that will result from adding new elearning courses to the curriculum is something that would be identified during the business requirements phase. 43. Can you provide the instructional hours or an estimate of the instructional hours for the courses noted by business area in the section titled Information to Assist with Scoping/Sizing the Level of Effort for Phase 1? For example, the 48 course offerings for Human Resources are equivalent to approximately XXX instructional hours. Answer: We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 44. Do you currently track course completions by employee? Answer: Yes. 45. Do you have the need to track course completions by employee in the future? Answer: Yes. 46. Are there any certification requirements for current courses? Answer: Yes. 47. Are there any certification requirements for future courses? Answer: Yes. 48. Are there interfaces between SAP HR and your learning platform; i.e., employee name etc. 49. Are your current courses SCORM compliant? Page 9 of 12

10 50. Do you have any collaborative learning capabilities built into your current learning platform? 51. Is the scheduling tool an off the shelf LMS? 52. December 2, 2008 is Selection of Contractor/Proposal Announced Start of Contract Negotiations. When does the Commission anticipate the actual start date of the project? Answer: January After reviewing the guidelines for the RFP, my question relates to the Part I-1 and I-2 Overview. The PTC is seeking to have a vendor/company evaluate the over-all training environment and take responsibility for developing your LMS system. Is this correct? Answer: The PTC is looking to leverage it s investment in PRIDE University, the online elearning environment developed as part of our ERP project, by expanding it s role to become the centralized online destination for all of the PTC s organizational wide training and educational requirements. 54. Per question 9 on page 15 of the RFP, is the PTC looking for a new learning management system to host content? If so, is the PTC looking for data migration with regard to the data from PRIDE University? Answer: See answer to question # With respect to Part II: General Information/Administrative Requirements, does the PTC want us to agree to their requirements? Are they just for our information at this stage? Does submission of the RFP imply acceptance of the conditions? Answer: Please refer to Part II; paragraph II-22 Execution of Contract. The RFP, along with the selected proposal, become the basis for and made of the contract that will be negotiated and executed between the Commission and the selected contractor. 56. Will they be willing to sign a non-disclosure agreement in order for us to release financial info? As a privately owned company, that information is not made public. Answer: Yes. 57. For the 88 course offerings spread across Human Resources, Maintenance, Fare Collection, Engineering, Information Technology, and Safety (Page 16 of the RFP), a. How is that training currently being delivered? Classes, Online, etc.? b. What is the length of time for each course? c. Who developed these 88 course offerings? Page 10 of 12

11 Answer: We do not believe that information is required or relevant at this time in relation to providing a response to the proposal requirements of the RFP. That information will be provided, as/if needed, to the successful contractor as part of the requirements definition process. 58. Is there an overall PA Turnpike enterprise learning strategy document and can it be shared? 59. Is it the intention of the Business Requirements Document to go beyond elearning and include all learning (formal and informal)? 60. What is the Learning Management System for PRIDE? Answer: We have no formally recognized LMS for PRIDE University. 61. Is the existing training that is documented on page 16 tracked in the PRIDE LMS? 62. What technology/tools were used to develop the PRIDE training courses? Answer: Please see Part I Overview, Section I-3 PRIDE University Background on pages 5-6 of the RFP, for an overview of the technology/tools that were used to develop the PRIDE University elearning environment. 63. Does the existing PRIDE training adhere to any industry standards and if so, what are they? 64. Are vendors allowed to bid just Phase 1 of the project? Answer: Please see Part I Overview, Section I-2 Project Approach, on pages 2-3 of the RFP, for an explanation of the Commission s approach to the project. The Commission is looking for a contractor who is qualified to assist the Commission with all potential phases of the project. Page 11 of 12

12 65. Was the PRIDE University elearning tool developed by an external vendor? If so, who is that vendor? If the tool was developed by PTC, did any vendor provide support in the development? Answer: Please see the answer to question #4. All other terms, conditions and requirements of the original RFP dated August 28, 2008 remain unchanged unless modified by this Addendum. Page 12 of 12