The following is a list of frequently asked questions about the company and its product: Open eLMS.
- tenders > Open eLMS > general > accessibility > accessibility and ergonomics
Question
What measures are taken to improve accessibility and ergonomics in Open eLMS LXP?
Answer
Open eLMS adheres to the standard accessibility requirements (Websites and Mobile Applications) (No. 2), Accessibility Regulations 2018, and WCAG 2.1, etc., but the company’s commitment to accessibility does not stop there. The Open eLMS suite of services has been designed by qualified ergonomists to be the ultimate in ease of use.
Ergonomics brings great additional benefits for all users of the system; it is not just a commercially wise move, it is also the right thing to do.
tenders > Open eLMS > general > accessibility > accessibility audit
Question
What AA accessibility compliance features are there in the Open eLMS LXP?
Answer
Open eLMS is regularly audited (every 6 months) against AA accessibility standards. The system is designed with accessibility in mind, measures taken include:
Use of accessible frameworks – enable adaptive interfaces and mobile interoperability.
Assistive navigation/controls, the learning system does not rely on drag and drop etc.
Use of alt text and labels throughout the system for screen readers.
Contrast colours are used with background and foreground images.
Mobile adaptive interfaces – use of hamburger menu etc for the learner on smartphones.
tenders > Open eLMS > general > accessibility > adaptive framework
Question
Is it possible to customise the Look and Feel of the LMS?LXP?
Answer
Open eLMS uses an adaptive PHP framework which adapts text size etc. dependent upon system settings and the device to aid legibility.
The colour of the screen can be customised from a dark to light interface.
Accessibility is a core ergonomics principle Open eLMS adheres to. A copy of the latest accessibility audit can be supplied. The audit is biannual and addresses any issues concerning WCAG 2.1 at conformance level AA.
Accessibility by design is also part of the core engineering principles which are inherent as a core engineering principle in the company’s ‘Secure Engineering Policy manual’ to which all coders attest and are trained on.
The company continuously strives to add accessibility features and plugins, such accessibility features built into the Open eLMS product since the beginning of 2020 include:
AI to add voice to text
The use of AI to translate audio to one of 27 different languages
The implementation of the Recite accessibility toolbar as an option via an API link
For more details see the company’s accessibility statement here https://www.e-learningwmb.com/page/accessibility-statement-open-elms.
tenders > Open eLMS > general > accessibility > app
Question
Can users access the Open eLMS system via a mobile app?
Answer
Users can access Open eLMS offline or online via the Open eLMS App. The app allows users to run elearning offline, data is then synchronised when an internet connection is then restored.
tenders > Open eLMS > general > accessibility > assistive navigation
Question
Does the Open eLMS LXP will support assistive navigation to allow keyboard-only users to move through pages easily?
Answer
Open eLMS uses accessible frameworks and is regularly audited to ensure assistive navigation is possible allowing keyboard only users to move through pages easily (results from the last audit can be made available on demand).
The company continuously strives to add accessibility features and plugins, such accessibility features built into the Open eLMS products since the beginning of 2020 include:
AI to add voice to text
The use of AI to translate audio to one of 27 different languages
The implementation of the Recite accessibility toolbar as an option via an API link
Open eLMS’s accessibility statement is available on the company’s website at https://openelms.com/accessibility-statement/
tenders > Open eLMS > general > accessibility > assistive technologies
Question
Is the Open eLMS LXP platform and content be fully accessible and work with assistive technologies (including closed captions and ReciteMe)?
Answer
The platform and content is fully accessible and works with assistive technologies (including closed captions and ReciteMe). Open eLMS uses accessible frameworks and is regularly audited for accessibility.
tenders > Open eLMS > general > accessibility > audits
Question
Can Open eLMS LXP users view learning content on multiple devices and platforms: Desktop: Windows, iOS,
Mobile: Android, iOS?
Answer
The Open eLMS system goes through an internal accessibility audit every 6 months and an external accessibility audit annually for mobile devices (provided by Ten10.) Both audits sign off against WCAG 2.1 at conformance level AA.
Open eLME will in addition ensure that the user interface design is in compliance with the accessibility standards as identified under the Accessibility for Ontarians with Disabilities Act (AODA).
tenders > Open eLMS > general > accessibility > cross browser
Question
Can users view an enrolled course via any browser: E.g. Chrome/Brave, Edge, etc.?
Answer
The the client Open eLMS build will be subjected to daily automated testing on all browsers via TestProject.
Browser testing is also a feature of the manual release process. A test script will be produced specifically for this project and ran through the company’s ISO 20000 certified release process prior to any software release.
tenders > Open eLMS > general > accessibility > mobile access
Question
Does Open eLMS provide a good user experience across different modalities and devices?
Answer
The learning system works independently of Operating System (e.g. iOS, Android, Windows (7 onwards)).
The interface is adapted to mobile devices with minimal interface changes (e.g. toolbar functionality is brought into a hamburger menu and selection tiles are made larger, etc.).
Note that elearning use works the same way on a mobile as a large screen since the Open eLMS Creator is designed to produce elearning that complies with IOS design guidelines for mobile devices.
tenders > Open eLMS > general > accessibility > plug-ins
Question
Is the Open eLMS LXP accessible and inclusive?
Answer
The company continuously strives to add accessibility features and plugins, such accessibility features built into the Open eLMS product since the beginning of 2020 include:
AI to add voice to text
The use of AI to translate audio to one of 27 different languages
The implementation of the Recite accessibility toolbar as an option via an API link
tenders > Open eLMS > general > accessibility > POISE accessible
Question
Is the Open eLMS LXP accessible from POISE end-user devices, which use a Microsoft edge browser.?
Answer
Microsoft Edge is the default browser used as the initial developer test platform when developing Open eLMS.
The system is tested via automated and manual testing by the testing team on all major modern browser types.
tenders > Open eLMS > general > accessibility > product range
Question
Does Open eLMS LXP adopt a comprehensive and consistent approach to accessibility?
Answer
Since Open eLMS is the owner/author of all systems supplied for this proposal, the approach to accessibility is applied across the product range. This applies to the Open eLMS Learning management system as much as it applies to the easy to use (but sophisticated) elearning authoring software Open eLMS Creator and to accessible elearning content from Open eLMS Catalogue.
tenders > Open eLMS > general > accessibility > PSAR
Question
Does Open eLMS comply with the Public Sector Accessibility Regulations 2018 (PSAR)?
Answer
The Open eLMS system meets all the As in high level functionality as well as all future requirements for the To-Be system. Further details regarding the architecture are listed below:
Accessibility Audits:
A regular internal audit against WCAG-2.1 using the Axe accessibility checker has taken place and is supplied. This is repeated every 6 months and linked to the company’s accessibility statement on the company’s website.
Compatible Software:
Software tests have been carried out and can be supplied on demand. These include:
Dragon v15
TextHelp Read and Write v12-screen reader
ZoomText v2021
Jaws screen reader v18+
Open eLMS is also compatible with Dictate, Magnify, and Narrate.
tenders > Open eLMS > general > accessibility > responsive design
Question
Does Open eLMS LXP adhere to responsive design principles?
Answer
Open eLMS is built using responsive frameworks (e.g. hamburger menu appears for mobile devices.)
Other features include flexible layouts, flexible images and cascading style sheet media queries. Responsive design detects the users’ screen size and orientation and change the layout accordingly
tenders > Open eLMS > general > accessibility > smartphone access
Question
Can Open eLMS LXP users view an enrolled course via smartphone?
Answer
Yes, via a web or native app.
tenders > Open eLMS > general > accessibility > standards
Question
Can you give a summary of Open eLMS LXP’s accessibility features with reference to how this exceeds compliance with the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018, and WCAG 2.1?
Answer
Open eLMS adheres to the Public Sector Bodies (Websites and Mobile Applications) (No. 2), Accessibility Regulations 2018, and AA standards of the WCAG 2.1 through the regular auditing of the system (results of the last audit have been attached at the back of this document in the appendix).
These standards put emphasis on physical disabilities such as:
impaired vision
motor difficulties
deafness or impaired hearing
Where Open eLMS adds real value is in its user-centred design approach which has great benefits for both those with cognitive impairments or learning disabilities as well as for those without such disabilities.
This document will summarise measures taken to adhere to the The Public Sector Bodies (Websites and Mobile Applications) (No. 2), Accessibility Regulations 2018, and WCAG 2.1 regulations and then give some detail as to the distinctive value-added benefits of the solution.
tenders > Open eLMS > general > accessibility > summary
Question
Is the Open eLMS LXP is accessible?
Answer
Accessibility i.e.W3C is a core ergonomics principle Open eLMS adheres to. A copy of the latest accessibility audit -can be supplied. The audit is biannual and addresses any issues concerning WCAG 2.1 at conformance level AA.
Accessibility by design is also part of the core engineering principles which are inherent as a core engineering principle in the company’s ‘Secure Engineering Policy manual’ to which all coders attest and are trained on.
The company continuously strives to add accessibility features and plugins, such accessibility features built into the Open eLMS product since the beginning of 2020 include:
AI to add voice to text
The use of AI to translate audio to one of 27 different languages
The implementation of the Recite accessibility toolbar as an option via an API link
For more details see the company’s accessibility statement here https://openelms.com/accessibility-statement/
tenders > Open eLMS > general > accessibility > system design
Question
What is OPen eLMS Ltd.’s approach to EDI, Accessibility and Neurodiversity and system development/design?
Answer
Open eLMS’s products are designed by an ergonomist who adopts a role based approach to the design of the Open eLMS learning systems. This approach involves designing systems which cater for the diverse needs of any target audience. The following measures are taken to ensure no group feels marginalised by the provision of the Open eLMS suite of products and services:
* All learning content in the Open eLMS Catalogue is vocalised by video presenter or voiceover.
* AI is used to provide voiceover for elearning created by Open eLMS Creator.
* The Open eLMS Catalogue is audited for ethnic diversity and gender to ensure actors used represent the ethnic diversity and a balance of men and women found in the wider society.
* Open eLMS is built with adaptable frameworks which allow comfortable performance on both computers and mobiles.
* An accessible version of the system can be switched on/off by each user. This removes blending options and background images which can make it harder for the visually impaired to read the screen.
* A dyslexic version of the Open eLMS system can also be enabled by the learner, which inverts the main colours in the system so the users can read white text on a black background (this has been found to assist most dyslexic readers.)
* The Open eLMS system goes through an internal accessibility audit every 6 months and an external accessibility audit annually for computers and mobile devices (provided by Ten10 – https://drive.google.com/file/d/1JVta59MiGJ3UrLgQRkdkv6mrGAQEqKeW/view?usp=sharing ) Both audits sign off against WCAG 2.1 at conformance level AA.
tenders > Open eLMS > general > accessibility > tablet access
Question
Can users view an enrolled course via tablet?
Answer
Via web or native app.
tenders > Open eLMS > general > accessibility > visually impaired
Question
Does Open eLMS LXP support accessibility for visually impaired users including ability to change colours and themes, and will support the use of screen magnifiers and readers?
Answer
Open eLMS supports accessibility for visually impaired users including ability to change colours and themes. There are over 250 configuration options available including changing the theme and colours of the learner interface.
Open eLMS also uses an accessible framework which supports the use of screen magnifiers and readers.
tenders > Open eLMS > general > accessibility > WCAG 2.1
Question
Does Open eLMS provide an accessibility compliant solution in accordance with the UK Government’s accessible documents policy?
Answer
The Open eLMS system goes through an internal accessibility audit every 6 months and an external accessibility audit annually for computers and mobile devices. Both audits sign off against WCAG 2.1 at conformance level AA.
tenders > Open eLMS > general > adaptable > cross browser
Question
Does Open eLMS LXP provide cross browser/cross platform compatibility?
Answer
Open eLMS supports each of the latest two major versions of the following browsers:
Google Chrome
Mozilla Firefox
Internet Explorer
Apple Safari
The elearning system works independently of Operating System (e.g. iOS, Android, Windows (7 onwards)).
The interface is adaptable to mobile devices with minimal interface changes needed (toolbar functionality is brought into a hamburger menu and selection tiles are made larger etc.) Note the elearning used works the same way on a mobile as an large screen since the Open eLMS Creator is designed to produce elearning that complies with IOS design guidelines for mobile devices.
Should any client want to use the system as an App (for offline use) then the system is limited currently to elearning tracking only.
tenders > Open eLMS > general > advantages > summary
Question
Provide an executive summary of the Open eLMS LXP?
Answer
The success of the Open eLMS LXP is usually attributable to two factors: comprehensiveness of our solutions and ease of use.
Comprehensiveness
The Open eLMS suite of services provides everything you will need to produce, run, and manage learning. The Open eLMS system provides an unparalleled service covering:
• Learning Management
• Performance Management
• ePortfolios
• Library of Learning
• Online Authoring Software
• Bespoke Development
• Video Conferencing Learning
• Booking system
Ease of Use
Any mention of the Open eLMS suite of services must include its user-friendly design. Open eLMS has been designed by an award winning ergonomist to be the ultimate in ease of use. This is characterised by:
• Learner interfaces easy to use like video on demand services
• Management interfaces role specific (no need for training – just follow prompts)
• elearning creation more sophisticated than Storyline and Captivate but easier to use than PowerPoint
Testament to the success of this approach
The success of the Open eLMS Platform has been recently seen with the system winning competitive tenders – Open eLMS has been awarded the last 4 open tenders it has presented for.
In a recent survey a client, Estio Training, spent a year researching the market and outlined 42 functions necessary for a smart classroom/eportfolio solution. Open eLMS ticked 39 of the 42 boxes (it now ticks 42) – the next best solution ticked 19!
tenders > Open eLMS > general > architecture > multi-tenanted
Question
Open eLMS LXP’s architecture should support multiple organizations?
Answer
Open eMS can host a multi-tenanted installation where all functionality is duplicated by default to sub organisations e.g. Access Controls, Develop courses, Communications, Payments for courses, Reporting and Analytics.
Access to data can be restricted on a per company basis.
Note the system will be based on an Microsoft Azure Cloud Platform situated in Toronto. This complies with the the client Integration Platform, the Service Oriented Architecture (SOA) integration/interfaces and the SaaS the client Enterprise Architecture (EA) Guiding Principles.
tenders > Open eLMS > general > architecture > ring fenced
Question
Can the Open eMS LXP host a multi-tenanted installation?
Answer
Open eMS can host a multi-tenanted installation. Third party data will automatically be ring-fenced from other third party administrators etc. the client can have global administrator rights.
tenders > Open eLMS > general > artificial Intelligence > machine learning
Question
How is Open eLMS intelligent?
Answer
Machine learning (ML) is available within the system and can be enabled at any time this functionality recommends learning, by examining the learning the learner has completed and comparing this with the learning other learners have completed with similar jobs, departments, groups, learning experience, etc. This learning is recommended to the learner rather than directly assigned.
Intelligent learning technology to get smarter about learners and automatically provide course recommendations to them that relate to their current role, and their aspirations (trending courses, interventions triggered by the interaction of the User, prerequisite learning requirements)*
Open eLMS also uses Artificial Intelligence to create elearning or entire curriculums from a single line of text.
tenders > Open eLMS > general > Artificial Intelligence > Open AI
Question
What artificial intelligence features are there in the Open eLMS LXP?
Answer
Open eLMS uses the OpenAI API for a number of functions within Open eLMS including:
elearning design
chart formation
programme creation
tenders > Open eLMS > general > assignments > grading/sign-off
Question
How do learners submit assignments?
Answer
Assignments can be set and submitted using Open eLMS. Appropriate managers are alerted when work is submitted and this work exists on their dashboard until it is graded and signed off.
tenders > Open eLMS > general > availability > maximum outages
Question
Does Open eLMS have a maximum acceptable unplanned outage during core working hours of 1 hour?
Answer
Yes, outages are generally caused by planned server restarts. These take place on Sundays between 2pm and 3pm if not urgent.
Open eLMS has a series of alert systems installed to ensure that any downtime (if it occurs) is limited to a few minutes and publishes uptime statistics on its website for the last 3 months on its website.
tenders > Open eLMS > general > availability > SLA
Question
Is the Open eLMS LXP available to all users 24 hours per day 365 days a year, (but must be fully functional during Buyer core working hours, i.e., 07:00 – 22:00) to support ‘any time, any place’ learning on any user’s device?
Answer
Yes, the service is run in excess of the 99.99% uptime as attested to in the Open eLMS SLAs.
tenders > Open eLMS > general > badges > queries
Question
Can users assign badges based on business logic?
Answer
Open eLMS follows the Open Badge standard which assigns badges dependent upon business logic (usually linked to CPD points, skills obtained or completed learning.)
tenders > Open eLMS > general > configuration > overview
Question
Does the Open eLMS LXP feature highly customizable capabilities?
Answer
Open eLMS features highly customisable capabilities both at the individual learner and system levels.
At the individual level, filters are recorded each time the system is accessed so that the learner can leave the interface in their optimised state.
At the system level there are over 250 configuration options available (don’t worry, Open eLMS will set these up in consultation with your organisation, but they can be changed any time).
Features that can be changed are too numerous to list but they include:
Branding/look and feel
Activation/deactivation of functionality
Integrations
Default values
Addition of fields
Interface options
Security features
tenders > Open eLMS > general > configurations > dashboard
Question
Does Open eLMS contain data dashboards with live data for the organisation?
Answer
Dashboards can be designed to display data graphically and within data widgets to any role within the system.
These will be configured for each role with relative data in line with the client’s requirements.
Note this is situated over the existing user-centered dashboard which reflects the key tasks carried out by each role within the system.
tenders > Open eLMS > general > content options > very short summary
Question
Can Open eLMS create learning content?
Answer
Open eLMS has numerous content creation options and a library of over 250 elearning courses suited to the client’s needs.
tenders > Open eLMS > general > dashboards > role-centred design
Question
Does Open eLMS contains personalised visually-rich dashboards?
Answer
The Open eLMS LXP offers a personalised visually-rich dashboard, based on varying dependencies (i.e. role specific).
Open eLMS has been designed by ergonomists to be the ultimate in ease of use, this approach to user centred design differs widely from the traditional data drive design approach, which relies on the learner to ‘work out’ how to use the software. Interfaces are designed specifically for each role, this eliminates the need for training as the user of the system simply needs to read the screen from left to right.
For instance this interface is designed specifically for Quality Assurers. The interface invites QAA staff to sample > feedback > and create a workflow of actions for management to improve the quality of learning resources submitted by learners.
This is a Curriculum Developers interface for comparison.
Customizable interfaces exist for a number of roles including:
• Super Administrator
• Administrator
• Manager/Coach/Trainer
• Quality Assurer
• Curriculum Developer
• Financial Auditor
Any user can have a number of different roles assigned to them with 570 different options to add/remove functionality from each role, thus giving the administrator complete flexibility in implementing roles within the system.
The learner interface is slightly different as this uses visual cues from video-on-demand sites to give the learner an immediate sense of understanding in how to use the interface. There has never been a training program for how to use Netflix’s system, and the same holds true for Open eLMS users, it’s intuitive!
tenders > Open eLMS > general > data > business continuity
Question
What is Open eLMS’s approach to disaster recovery/business continuity?
Answer
Open eLMS uses geo-redundant storage (GRS) replication. GRS replicates data and the system to a secondary region (hundreds of miles away from the primary location of the source data). This provides a high level of durability for your data, even if there’s a regional outage. A diagram of GRS (and optional LRS) infrastructure is supplied. https://drive.google.com/file/d/1jd498RxODId5cFYaKe17-saPLvXK_NgG/view?usp=sharing
tenders > Open eLMS > general > data > data type
Question
Please describe the exact nature of the data your solution requires (e.g. personal information, financial data, confidential/sensitive data, government data) and where this data is held and processed and that confirm it is solely within the UK/European Ec
Answer
The nature of data stored in Open eLMS is personal information (for users), financial data (for events and activities stored in the system, if cost is associated) and confidential/sensitive data (in terms of user access details, organisational structures, and other depending on the requirements of the client). All data in the Open eLMS database is held and processed solely within the UK/European Economic Area. For more information, please refer to the ‘Open eLMS Information Classification Policy’.
tenders > Open eLMS > general > data > encryption
Question
How do you encrypt customer data?
Answer
Open eLMS adopts encryption of data in transit utilising an EV SSL certificate, the EV SSL certificate provides the highest level of security by verifying the identity of a website owner or operator. Technical measures include data at rest using the file “Key Management Encryption Plugin” for MariaDB, which employs “Advanced Encryption Standard” as encryption compliant with FIPS 140/2. For more information on the security classifications used within Open eLMS and the procedures undertaken, for further details please refer to ‘Data Protection & Information Security Management System Policy’.
tenders > Open eLMS > general > data > scalability
Question
What is Open eLMS’s approach to managing unanticipated volumes of content?
Answer
Storage with Microsoft Azure is highly flexible, triggers are in place to increase storage whenever the system nears capacity.
This enables Open eLMS to manage any unanticipated volumes of content. Note checks do also exist in the system to prevent file uploads beyond a maximum limit to prevent sabotage.
tenders > Open eLMS > general > data > stress testing
Question
What steps does Open eLMS take for dealing with large amounts of data?
Answer
Open eLMS is regularly stress tested against 30,000 employees. Open eLMS would easily handle this requirement in addition to any video and image uploads the learning population would need to add to their eportfolios.
All references supplied will be for customers with larger data demands so service levels can be validated.
Open eLMS is hosted on an Azure Cloud platform which is highly scalable should there ever be the need to add extra resources to the installation instance.
tenders > Open eLMS > general > design > digital service standards
Question
Does Open eLMS adhere to UK Government’s Digital Service Standards?
Answer
Open eLMS conforms to the UK Government’s Digital Service Standards and the Technology Code of Practice. These documents are aligned to the company’s user-centred design approach.
tenders > Open eLMS > general > design > manager interface
Question
Describe the manager’s interface in the Open eLMS LXP?
Answer
Open eLMS follows user-centred design principles – this means that it customises the interface around the unique needs of each role. This is as opposed to data centred design, which places a dashboard interface over data and trusts that each user will ‘work out’ what to do.
User-centred design means that each user simply needs to read the interface, from left to right, to carry out their desired operations. For instance a line manager may need to:
•Set Training
•Respond to QA feedback
•Sign off Training
Whilst a curriculum developer will need to:
Add Learning Resources
•Add Lessons
•Schedule Events
•Define programmes of learning
•Assign Supervision
•Set up Learning defaults
•Respond to Feedback
The interface aligns to the primary needs of the respective user type. This leads to faster adoption of the system and minimal training needs.
tenders > Open eLMS > general > design > user dashboard
Question
Does Open eLMS LXP feature a customised user dashboard displaying each individual’s learning statistics and team overviews for those with line management responsibilities?
Answer
Data dashboards can be created by the system and added to roles and selected jobs. The widgets selected and their layout are configurable.
The dashboard can be configured to load in automatically or be activated by the dashboard icon in the top left corner of the screen.
tenders > Open eLMS > general > design credo > ergonomics
Question
What is Open eLMS’ design philosophy?
Answer
Open eLMS puts the user at the heart of the design of all its systems as part of its ergonomics design principles. This user centered design means less training, faster adoption and a more effective system implementation.
tenders > Open eLMS > general > design credo > user-centred design
Question
Does the Open eLMS LXP have role dependent interfaces?
Answer
Open eLMS’s design is shaped by user-centred design principles which allow for customisable interfaces for each role. This means that the main tasks for each role are positioned in a logical order on the dashboard (this is as opposed to data-driven design which leaves the user to decide upon what to do).
This is core to the ergonomic design of Open eLMS which increases system update and removes the need for intensive (if any) training as the learner simply ‘reads’ the interface from left to right;
Customisable dashboards include, but are not limited to, the following:
• Administrators
• Managers
• Event Administrators
• Quality Assurers/Inspectors
Any user can have more than one role assigned to them and new roles/permissions can be defined (with over 250 customisable permissions) and dashboard elements can be added/removed.
tenders > Open eLMS > general > downloads > document management
Question
Can Open eLMS download course content?
Answer
Open eLMS servers as a document management system, documentation from the repository can be downloaded locally.
The Open eLMS App allows users to download locally elearning modules and run them offline Data is synced when internet connections are restored.
tenders > Open eLMS > general > ergonomics > dashboard customization
Question
Is the Open eLMS dashboard customisable?
Answer
Open eLMS adopts user centred design which allows for customisable interfaces for each role which brings out the main tasks on the dashboard (this is as opposed to data driven design which leaves the user to decide upon what to do.)
tenders > Open eLMS > general > ergonomics > design
Question
How does the user-centred design of the Open eLMS LXP improve accessibility?
Answer
The science of cognitive ergonomics was originally focussed on accessibility – the goal was to level the playing field for those with cognitive disabilities. User-friendly design does, and should, have benefits for all; this is seen throughout the Open eLMS system.
Benefits of ergonomic design goes beyond the standard accessibility advantages in that:
No training is needed
Users can simply read the interface or understand it intuitively – this is a core feature of taking a user-centered design approach.
This is particularly the case with learners – has anyone sold training in how to use Netflix?
Uptake is greater
Learners enjoy using the interface, with its high contrast colours and low reliance on a text heavy interface.
Learning management quicker
User centred design promotes commonly used tasks so they are close at hand (the 3 click rule) removing the need to search a system to determine how it works. Other design features such as the consistency of button locations (see example below) and functional grouping also contribute to more rapid user experiences for learners and managers.
tenders > Open eLMS > general > ergonomics > user centred
Question
Is the Open eLMS interface configurable?
Answer
Individual and group differences means that an interface designed around one role type (e.g. line managers) may not be suitable if the company does not have risk assessments or wish to implement an approval process for bookings, etc. Open eLMS can be configured, removing options which are not suitable for each role; there are over 200 configuration options available which ensures the Open eLMS is designed around your requirements.
tenders > Open eLMS > general > events > iCal syncing
Question
Can the Open eLMS LXP generate an ical feed for lms content, to be imported into other calendars: Expectation is examples such as Google or Outlook?
Answer
Events are synced with iCal and Google Calendar on a case by case basis.The creation of an iCal feed will need to be a customization feature for this installation.
tenders > Open eLMS > general > exporting > Oracle fusion
Question
Can Open eLMS automate server-side tasks within third party payments services?
Answer
Automated CRON tasks will be carried out to allow the export of data as a CSV file so it can be imported directly into payments services (e.g. Oracle Fusion); the data will be in a format in accordance with the header information supplied for external invoicing and internal environment.
tenders > Open eLMS > general > features > concurrent use
Question
Is the Open eLMS LXP capable of supporting large numbers of functional users accessing the solution concurrently?
Answer
The system is tested in excess of 10,000 users.
tenders > Open eLMS > general > functionality > switch roles
Question
Can managers switch between a view of team data to their own personal learning view easily?
Answer
Users can switch from a team view (via the management interface) to an individual view of the training progress by changing the profile view from the dropdown menu.
tenders > Open eLMS > general > gamification > short description
Question
Does Open eLMS support gamification (points, progression, competition)?
Answer
Open eLMS features leaderboards to review performance (and compete) against peers, awards badges and integrates seamlessly with the H5P gamification system. H5P would need to be purchased separately.
tenders > Open eLMS > general > hosting > cloud
Question
Is the Open eLMS suite of products run from your own (a) data center, (b) the cloud, (c) deployed-on premise only or a hybrid based solution?
Answer
Open eLMS is run in the cloud.
tenders > Open eLMS > general > hosting > cloud first
Question
Does Open eLMS adopt a cloud first approach?
Answer
Open eLMS available primarily via Azure Cloud.
tenders > Open eLMS > general > hosting > cloud location
Question
Which data centers/countries/geographies is the Open eLMS LXP solution hosted and deployed in?
Answer
In the UK the solution is hosted in Microsoft Azure. Primary Location is UK South (London), and replicated in UK West (Cardiff). Open eLMS can however be hosted anywhere internationally on the Azure hosting infrastructure – details are avaiable from Microsoft at https://azure.microsoft.com/en-us/explore/global-infrastructure/geographies/.
tenders > Open eLMS > general > hosting > cloud providers
Question
What security measures and resilience levels are in place for the hosting environment?
Answer
Open eLMS is hosted on Virtual Machines provided by Microsoft Azure. All system/user files are stored on the disks attached to the VM. Open eLMS has also integrated “Microsoft Defender for Cloud” for workload protection, security overview and other functionality. Open eLMS also utilises active monitoring tools including the Microsoft Monitoring Agent (MMA) and System Center Operations Manager. These tools are configured to provide time alerts to Azure security personnel in situations that require immediate action.
Open eLMS is run on a Linux – Ubuntu OS. Database is MySQL version 10.1.38-MariaDB. Web services are Apache, version 2.4.25. There are no plug-in dependencies. Data at rest is encrypted using the file “Key Management Encryption Plugin” for MariaDB, which employs “Advanced Encryption Standard” as encryption. Data is encrypted using AES in the Cipher Block Chaining (CBC) mode. User data stored is protected against physical tampering, loss, damage and seizure. MS Azure is ISO 27001 certified and complies with SOC 2 Type 1 and SOC 2 Type 2.
tenders > Open eLMS > general > hosting > cloud security
Question
Has Open eLMS Ltd.implemented the cloud providers best security practices and use any reference security standards?
Answer
Yes – Open eLMS adheres to the NCSC Security Principle Governance Framework (a report is available upon request)
tenders > Open eLMS > general > hosting > flexibility
Question
How is Open eLMS’ Infrastructure setup capable of flexing to meet unanticipated volumes of user demand whilst maintaining your company’s most demanding service level performance obligations?
Answer
Monitors will alert if system load is too high, memory use is too high, or storage is below permissible limits. When that occurs, the cause will be investigated, if the bottleneck is software or code, that will be dealt with.
If hardware is causing the bottleneck, processing power or server memory can be increased until demand is met. Since the server is hosted on the Azure Cloud, the server performance can be adjusted using the Azure’s control panel as needed.
For increases to the hardware power, the server needs to be shut down so that adjusted parameters can take effect. This process will take up to 10 minutes to complete.
“On the fly” adjustments need a different architecture/setup of the system, that involves splitting each application on the server as a Azure service, and splitting that service in shards to manage load. This architecture is reserved for large corporate business to consumer sites, but will be implemented if ever needed.
tenders > Open eLMS > general > hosting > independent penetration
Question
Would Open eLMS Ltd. allow a client to commision an independent penetration test by a qualified third party?
Answer
Yes
tenders > Open eLMS > general > hosting > metal server
Question
Does Open eLMS provide an on-premise solution?
Answer
A metal server is not recommended for any installation due to the additional support costs, although this is possible if required and has been implemented in the past..
tenders > Open eLMS > general > implementation > configuration
Question
Describe the nature of work involved in the Open eLMS implementation process
Answer
Generally no new development is required for the implementation of Open eLMS LXP and the suite of complementary products. There are however a number of configuration tasks:
Importing HR Data
SSO, APIs and registration interfaces
Editing short course content (mostly repositioning content from other courses) so it fits the requested course names
Importing learning data
Branding
Configuration setup – over 250 options
tenders > Open eLMS > general > implementation > staged approach
Question
Describe the project management involved with the implementation of the Open eLMS LXP.
Answer
Open eLMS implementation follows a structured, staged approach of delivery aligned to the PRINCE II project management methodology with sign-off required from all parties at each stage. The quality checks are aligned to the company’s ISO 9001 certification and the service management levels to the ISO 20000 certification (the company’s Project Management Manual – can supplied along with a report on certifications.) Any changes to the methodology or standards used will be agreed in accordance with client’s Variation Procedure.
This implementation incorporates the Open eLMS Creator authoring system, Open eLMS Classroom, and Open eLMS Forms (optional) as well as the core Open eLMS Learning Management System.
The approach taken is outlined below:
Planning/Information Gathering:
Organisational Structure:
The Learning Management System is configured to match the organisational structure (departments, divisions, roles, etc.). Information about the structure is passed to Open eLMS.
Branding:
Course introduction animations, login screen, logos, and colours are provided in advance to prepare the design.
Staff Data:
Staff data should be prepared by the client in advance as a CSV table. Advice is given on importing the data during the installation stage.
Customisation:
Design:
Branding elements are prepared in advance and supplied for the installation. These are signed off in advance by the client.
Deployment:
Installation:
The project manager applies configuration settings to the installation.
Data Migration and Integration:
Staff data is imported and managers are set up on the system and default courses are assigned. Integration with third party systems is carried out.
Review:
Training:
The client receives training on the Learning Management System (Open eLMS) and the Content Management System (Open eLMS Creator).
Testing and Feedback:
The client reviews the system and feeds back any issues directly to the project manager or with Open eLMS’s online reporting system.
Rollout:
Beta Signed Off:
The beta version is amended and signed off ready for roll-out.
System Launched:
client launches the course (usually by a staged roll out) by sending email alerts from the system.
This process is mapped into the Jira project management system, which is used to monitor progress and integrate task management into the program team. The client project manager will have access to this plan to review and update as necessary. Progress is reviewed at weekly meetings with the entire project team to review work and identify pinch points ahead of time.
An example of such a chart is included below – taken from an implementation project with Onward Housing Association.
tenders > Open eLMS > general > import > maintain structure
Question
What is Open eLMS’ approach to retaining current reference numbers or codes?
Answer
Open eLMS shall ensure the retention of current reference numbers and structures within the proposed solution from any legacy system.
Users are structured on the platform reflective of the organisation structure within the legacy Interface including current reference numbers and structures. The organisational structure (levels, nomenclature, etc.) can all be customised to suit the client’s structure
Labels can be swapped and then the name changes propagated throughout the system. An unlimited number of sub-divisions of departments etc. can also be created if desired.
tenders > Open eLMS > general > import data > mapping
Question
What is Open eLMS’ approach to data cleansing and anonymisation?
Answer
Data is cleansed usually required when imported from another data source which can lead to inaccuracies (e.g. importing courses which have no clear mapping from one course to another.)
Data is anonymised when there is the need to test with real data, but there is the conflicting requirement not to release personally identifiable information (PII).
For both cases the project team uses queries to ‘make the data fit’ and randomly generate PII from a list of predefined names (generating first names, surnames, emails etc.) Open eLMS has a library of queries it can call on to reuse in such cases.
tenders > Open eLMS > general > Importing data > long summary
Question
Is Open eLMS easy to update to ensure that information about each client’s organisation is current and up to date?
Answer
Open eLMS makes it easy to update administrative data by a number of processes, ideally setting these processes up on day 1 will greatly reduce the amount of administrative work needed in the day to day management of the system:
Automated imports
SSO
Automated passwording, 2 Factor Authentication etc.
CRON tasks
Batch processing
Automated imports:
Automated import tasks can be set up to import new hires, change existing personnel and remove leavers by communicating with the iTrent system via CRON tasks (server side automated tasks which import the HR data). Once set up, there should be no more need for adding HR data into the system.
SSO:
Single Sign On (SSO) works in a similar way to automated imports. When a user signs on, Open eLMS will compare the data it has on that user with the data from any third party HR system (e.g. iTrent) and update the information accordingly.
Automated passwording, 2 Factor Authentication etc.
The most time consuming administrative task when running an online portal with a manual sign-on is the forgetting of passwords. Automated password resetting and automated 2 factor authentication (if needed) means that this process requires no administrative input.
CRON tasks:
CRON tasks are automated server side tasks which do maintenance tasks when the system is largely in down time (at night etc.).
These tasks ensure the system data is updated, reports are sent out, data refreshed etc. so there is no need for manual intervention.
Batch processing:
Throughout the programme there are tasks which are suitable for batch processing. For example, the administrator may want to force a password change on an entire department, rather than initiating this process individually or a manager may want to take a register for a training session marking everyone as attending (rather than changing the status of everyone individually) or sign off training for everyone rather than drilling down into each piece of work or assign /import training for a group of people rather than individually.
Bulk processes such as these make the management of administrative tasks both quick and easy to complete.
tenders > Open eLMS > general > independent reviews > summary
Question
Do people like using Open eLMS?
Answer
Open eLMS is very popular with learners through a variety of studies:
Independent reviews by industry experts have been glowing – see https://openelms.com/easy-to-use-and-comprehensive-lms/products/open-elms-lxp/reviews/
Open eLMS is the LMS product category leaner on Sourceforge
Open eLMS has a 4.8 star rating on Capterra
Places for People carried out a positive user experience survey of 250 users (see results below)
tenders > Open eLMS > general > innovation roadmap > 6 monthly
Question
Where are the details of the latest release of Open eLMS?
Answer
Details on Open eLMS’s roadmap and an analysis of 6 monthly releases can be monitored via the latest updates page on the company’s website – https://openelms.com/easy-to-use-and-comprehensive-lms/elearning-wmb/latest-changes-2/ (this details the Artemis release). These releases are presented to clients at online user group meetings, where clients are encouraged to offer feedback.
tenders > Open eLMS > general > innovation roadmap > history
Question
Does Open eLMS have a long term history of innovation?
Answer
The innovation roadmap is client-led. Quarterly user-group meetings, allied with weekly/monthly calls furnish new requirements. This, allied with user-centred design, has created a system consistently ahead of the competition, including:
Open eLMS – ‘Netflix-style’ LXP interface (2012).
Open eLMS Creator – integrated cloud authoring (2007).
Open eLMS App – native app (2010).
Open eLMS Bespoke – VR elearning (2017).
Open eLMS Classroom – smart classroom technology (2020).
Open eLMS Forms – form builder (2022).
The road map of development is likely to change as the company is very much client led. Quarterly user-group meetings (https://openelms.com/easy-to-use-and-comprehensive-lms/elearning-wmb/latest-changes-2/ ) are allied with weekly/monthly calls with clients to give a wealth of information about new ideas about how to make the product the best it can be.
It has taken nearly 20 years of adopting this approach to create a truly comprehensive LMS that – due to being built upon good design principles – is still easy to use.
The following is a summary of the highlights of the future product solution “road map”.
tenders > Open eLMS > general > innovation roadmap > medium term
Question
What developments can be expected on Open eLMS’ roadmap?
Answer
The following list of features has been planned for the next release of the software. This work progresses the integration capabilities of the system, improves the usability of ‘out of the box’ functionality and adds further machine learning capabilities to the system …
AI implemented to yield enhanced learning recommendations
AI to implement reporting in new reporting engine
AI to implement image and learning creation in Open eLMS Creator
AI to implement default field population in Open eLMS Forms
Enhanced discussion boards
Integrate further options into Open eLMS Classroom
RSS feeds
Visually display Learning Pathways
tenders > Open eLMS > general > innovation roadmap > single code
Question
How is Open eLMS developed over time?
Answer
Open eLMS is an off the shelf system for which there is a single development road map. Any customisations are added as configuration features which can be switched on/off by the system administrator.
This approach means that there is a single code base which makes it much easier to update and maintain. This has enabled Open eLMS to provide vastly differing user experiences with essentially the same product.
All clients have access to over 200 configuration features which can be switched on/off. These are at least initially set up by the client’s account manager.
tenders > Open eLMS > general > innovation roadmap > single roadmap
Question
Is Open eLMS is an independent system?
Answer
Open eLMS is a learning management system that has been built by Open eLMS from the ground up since 2003. It is not reliant upon parent systems (e.g. Totara, Moodle) and as such can be configured in any way the client wishes.
This means that despite there being a single roadmap of development, there are no constraints as to how the system can be customised in the future.
tenders > Open eLMS > general > integration > long summary
Question
How does the Open eLMS LXP integrate with a client’s existing IT systems?
Answer
The specification of requirements calls for integration with specific applications (e.g. iTrent, MS Outlook etc.) or to general software applications (webinar software, social learning etc.) This document will set out the integration and extension capabilities of all such systems provided ‘out of the box’.
The number of integrations is not limited to those listed; the Open eLMS API and LTI certification makes the number of integrations theoretically limitless.
MS Active Directory, such as LDAP
Open eLMS can integrate with any SSO technology. This is a standard procedure set up at the start of any project.
SCORM & Experience API
Open eLMS is SCORM 1.2 and xAPI compliant and can import learning from third party suppliers following these standards.
SCORM 2004 compliance is expected to be released in Q3 2020 to Q4 2021 (current project for Unilever PLC).
MS Outlook calendar
Integrate learning events into Outlook calendar so deadlines and lesson dates can appear on both Open eLMS and Outlook.
iTrent
Open eLMS follows the UK Government’s ILR standard (Individualised Learner Record) which records demographic characteristics, role-specific characteristics, hierarchy, employment start date, and much more. There are over 200 fields which are recorded, just some of these are shown below.
A CRON task (automated server side processing) will be created to periodically* synchronise the data in iTrent using the Unique Identifier with that recorded in Open eLMS.
Updates to the learner fields (name, job role, structure changes, reporting manager, etc.) will affect queries which will adjust learning content as appropriate.
* Note this method of automatically importing data (usually every night) from iTrent (or when users login) has proven to be a successful method of integration. Should your organisation want to use the a third party API then this is possible, but it is suggested that this would not be needed if iTrent is maintained as the master source of HR data.
Open eLMS Creator
This integration allows the creation of elearning, quizzes, audits, skillscans, and surveys directly from within the Open eLMS system.
There is no need to import SCORM files, etc. as the system is seamlessly embedded into Open eLMS (as with Anders Pink, H5P, Go1 etc).
Go1 (Option)
Go1 is an elearning content hub providing the world’s largest library of elearning content directly into Open eLMS. Go1 needs to be purchased separately.
Rich multimedia learning – YouTube
Open eLMS will automatically play and track YouTube content, no integration is necessary.
There is also the option to import entire playlists from your YouTube library which will add videos and associated metadata (description, author, etc.) to Open eLMS when importing.
MicroLearning – H5P (Option)
H5P makes it easy to create, share and reuse microlearning elements such as interactive videos, 360 degree images, interactive stories, quizzes, etc. H5P empowers everyone to create rich and interactive web experiences more efficiently.
Multi-Factor Authentication – Microsoft/Google Authenticator
Multi-factor authentication is an electronic authentication method in which a computer user is granted access to Open eLMS after successfully presenting two pieces of evidence.
H5P microlearning objects can exist as standalone learning objects or be embedded into Open eLMS Creator elearning courses.
Social learning: Yammer
Open eLMS can set up webinar lesson events with linked Yammer boards to encourage further discussion (replacing the Open eLMS discussion board).
Social learning: Jamboard
Open eLMS integrates with Jamboard so that webinar lessons can be enhanced by this teaching aid. Social learning occurs where students can contribute to the board which can then be saved and accessed after the lesson.
Social learning: Badgr
Badges allow you to use awards won in Open eLMS to be transferred out of the Open eLMS infrastructure and remain with learners on social media channels (Linked In, Facebook, etc.) and CVs.
Online learning: Moodle
Linking Open eLMS with Moodle allows you to directly open and track Moodle courses within Open eLMS. This allows you to reuse libraries of existing content already hosted on your Moodle system.
Webinar Lessons: Teams
Linking Open eLMS with Microsoft Teams gives you the option of holding virtual lessons with learners and trainers using Microsoft’s video communication platform.
The integration allows you to create and set up lessons from within Open eLMS. These lessons can then be recorded and accessed 24 hours after the lesson has ended.
Webinar Lessons: Zoom
Zoom enables teachers, coaches, and trainers to conduct face to face learning with a group of learners at any one time.
Similar to Teams, the integration allows you to create and set up lessons from within Open eLMS. These lessons can then be recorded and accessed 24 hours after the lesson has ended.
A complete list of ‘out of the box’ integrations can be found on the company’s website at https://www.e-learningwmb.com/page/multi-factor-authentication.
File Uploads and Web Files: Various
Open eLMS can import almost any file type or insert web links into the system (useful for Google Docs, Sharepoint links, etc.).
tenders > Open eLMS > general > languages > configuration
Question
What language versions are available for Open eLMS?
Answer
The Open eLMS interface can be displayed instantly in any one of 108 different languages:
eLearning on the site (and accompanying voiceover) can also be translated (including voiceovers) using any one of 29 common languages.
tenders > Open eLMS > general > learning data > access team
Question
Do managers have access to team information?
Answer
Each manager gets assigned learners for their own team. Administrators have wider access to the data so they can see data across teams.
Note that permissions and access levels are all highly configurable and can adapt to the business model chosen.
tenders > Open eLMS > general > learning data > tracking
Question
Does the Open eLMS LXP flag when mandatory training has not been completed and details dates due for renewal?
Answer
All mandatory training, when assigned, has a set number of days to be completed prior to it becoming overdue. Automated emails are sent out at each step to encourage the learner to complete the process.
Mandatory training can be filtered for using the exclamation mark icon as shown…
Details as to when it is due is displayed to the user.
When the elearning is completed, a new renewal date is set, if applicable (i.e. it is learning due to be refreshed every x number of days).
tenders > Open eLMS > general > learning standards > learning compliance
Question
Is Open eLMS SCORM and Tin Can compliant?
Answer
eLearning can be accepted in any of these formats. Tin Can is also used to track and bookmark other learning items (e.g. video).
tenders > Open eLMS > general > learning standards > summary
Question
Is Open eLMS is inclusive?
Answer
Open Standards are used exclusively throughout the system. These include:
SCORM
xAPI
LTI
LRS (Learner Record Service XML structure)
tenders > Open eLMS > general > login > Azure AD
Question
Does Open eLMS support Microsoft Azure SSO?
Answer
Open eLMS supports Microsoft Azure Single Sign on (Active Directory SSO) amongst many other SSO formats. SSO is included as part of the standard installation procedure and entails no additional charges.
tenders > Open eLMS > general > login > SAML SSO
Question
How does Open eLMS handle SSO?
Answer
Open eLMS by default uses SAML for SSO but can work with any standard to enable single sign-on.
tenders > Open eLMS > general > login > social media
Question
Can users of Open eLMS login from external locations?
Answer
Manual login is available from any location (including using Facebook or Google IDs) is possible (in combination with SSO).
tenders > Open eLMS > general > Open eLMS API > example commands
Question
Does Open eLMS have an API?
Answer
Open eLMS API is a RESTful API which supports Microsoft Azure Single Sign on (Active Directory SSO).
The API is documented on the company’s website at https://www.e-learningwmb.com/page/open-elms-api, this technology allows employees to access and manipulate their training records from other devices. The API calls currently available allow third party devices to:
Add new user accounts
Edit user accounts
List user accounts
Search user accounts
Assign learning
Remove learning
List learning resources
Download learning resources zip
Download learning resources container
Create new learning resource
Create or edit elearning
Check learning progress
Update learning progress
Further details can be found at https://openelms.com/support/open-elms-api/
tenders > Open eLMS > general > Open eLMS API > support
Question
What support is provided with Open eLMS’ API?
Answer
Support in implementing the API to access (and update) individual training records is included within the standard Open eLMS Enterprise package which makes up this tender.
Assistance is also supplied with implementing data exports from the system (CRON imports of CSV data etc.). These exports can be automated if required.
tenders > Open eLMS > general > open standards > data sharing
Question
Does Open eLMS adopt any standards for data sharing?
Answer
Open eLMS unsurprisingly uses ‘open’ standards for data sharing. This is carried out via:
The Open eLMS REST API (for data sharing)
Third party APIs (is compatible with the Boomi API/gateway management for middleware connectivity)
LTI Certification (for the simple connection of learning systems)
SCORM standard (elearning course interoperability)
xAPI (tracking of non elearning objects e.g. video)
tenders > Open eLMS > general > open standards > technologies used
Question
Does Open eLMS use open source technologies?
Answer
Open eLMS is built exclusively with Open Source technologies and platforms. This includes all systems supplied:
Open eLMS (MySQL, PHP, Javascript)
Open eLMS Creator (Haxe 4, HTML5, Javascript)
Open eLMS Classroom (MySQL, PHP, Javascript)
Open eLMS Catalogue (MySQL, HTML5, Javascript)
Open eLMS Forms (MySQL, PHP, Javascript)
tenders > Open eLMS > general > payments > email confirmation
Question
Do users of Open eLMS LXP receive an automatic email confirmation for payment?
Answer
Email confirmation is built into the Open eLMS standard payment integration.
Open eLMS does not hold payment card information and is PCI compliant.
tenders > Open eLMS > general > payments > payment methods
Question
Does Open eLMS handle various payment methods for an item?
Answer
This will reflect the various payment settings available within the payments engine used by Open eLMS: e.g. Stripe, Civica etc..
tenders > Open eLMS > general > payments > scalable options
Question
Can Open eLMS use Stripe so that payments can be collected via PayPal, Mastercard, VISA and VISA Debit?
Answer
Open eLMS uses Stripe as a standard payment API which has this functionality.
Note Open eLMS is scalable and can integrate easily with alternative payment platforms if necessary.
tenders > Open eLMS > general > payments engine > charging rules
Question
Can Open eLMS adopt variable charging rates per course?
Answer
Learning can have a bespoke price per course. Charging rules can also be applied to individuals, departments and organisations. Percentage discounts can apply to each.
tenders > Open eLMS > general > payments engine > configurable
Question
Does Open eLMS LXP allow for switching charging On/Off Per Course?
Answer
Charging can be switched on/off per course with prices customised at the learning resource and programme levels.
If a learning item has an associated cost then there is an option to initiate a payment process during enrollment via the payments engine (this will be bypassed if the charging engine is switched off.)
tenders > Open eLMS > general > payments engine > payment options
Question
What online payment options are available for Open eLMS?
Answer
The payments engine will allow payment by card, Paypal or invoice and allow the production of invoices.
tenders > Open eLMS > general > payments engine >
Question
Does Open eLMS have a payments engine?
Answer
Yes, it can be integrated with Stripe, Civica or any alternative.
tenders > Open eLMS > general > reporting > audit trail
Question
Which audit trails and logs are kept for systems and applications with access to customer data?
Answer
The Open eLMS audit log records logging in, saving and any data exporting/printing. It does measure read events where there is a recordable change (e.g. last access date has changed for a document etc.)
tenders > Open eLMS > general > reporting > data dashboards
Question
Can Open eLMS LXP set up live data feeds with business information (BI) systems?
Answer
Open eLMS has extensive reporting and data dashboard capabilities. It can also set up live data feeds with business information systems such as MS Power BI and Google Data Studio.
tenders > Open eLMS > general > roles > custom roles
Question
Does Open eLMS LXP enable custom granular permissions and roles to be created? Please describe the roles available?
Answer
Open eLMS allows for the addition of custom roles with over 250 custom permission settings per role.
Standard roles found on the system include:
– Trainee
– Line Manager
– Curriculum Developer
– Quality Assurer
– Administrator
tenders > Open eLMS > general > roles > model summary
Question
Does Open eLMS offer a role based model that is easily configurable by your organisation?
Answer
Open eLMS offers a role based model that is easily configurable by your organisation. Roles are set up by default with expected permissions and interfaces design for each role.
These roles are all editable, with nearly 500 different options available to customise each role. All functionality can have their Menu, View, Add, Edit, and Enable permissions switched on/off according to needs.
Any user can be assigned more than one role and can have interface changes applied to each role.
Roles and permissions will be set up in advance of rollout by your account manager in accordance with your organisation’s wishes.
tenders > Open eLMS > general > security > account lockout
Question
Does Open eLMS LXP support account lockout after 3 failed attempts?
Answer
Yes, this is a customisable configuration option.
tenders > Open eLMS > general > security > at rest
Question
Does the Open eLMS LXP encrypt all data storage at rest to an appropriate security standard?
Answer
Technical measures include data at rest using the file “Key Management Encryption Plugin” for MariaDB, which employs “Advanced Encryption Standard” as encryption compliant with FIPS140/2.
tenders > Open eLMS > general > security > attach alerts
Question
Does the Open eLMS LXP have appropriate intruder detection and prevention measures in place?
Answer
Microsoft Defender gives DOS, DDOS, antivirus and malware service alerts.
tenders > Open eLMS > general > security > attack remediation
Question
Does the Open eLMS LXP have appropriate cyber security controls to mitigate against external and internal threat including but not limited to DOS, DDOS, antivirus and malware defences?
Answer
Microsoft Defender for Endpoint on Linux is used to give real time alerts and defend against DOS, DDOS, antivirus and malware.
tenders > Open eLMS > general > security > audit log
Question
Does the Open eLMS LXP provide an audit log of all actions undertaken within the system, by a user or the system?
Answer
Yes, audit logs are kept of all save events, printing and exporting from the system.
tenders > Open eLMS > general > security > audit log
Question
Does the Open eLMS LXP provide audit information upon request, in an agreed format?
Answer
All audit information can be accessed from within the system by administrators.
tenders > Open eLMS > general > security > audit retention
Question
Are audit logs be retained for a minimum period of 6 months?
Answer
Audit logs are retained indefinitely, or until the personnel archive or entire system decommissioning procedures are enacted.
tenders > Open eLMS > general > security > authorised access
Question
Can client data only be accessed by authorised personnel within Open eLMS Ltd. who have a genuine requirement?
Answer
Access will be restricted via Zoho Vault to:
The Account Manager
The Project Manager
The IT Director
Should any issue need to be escalated, then the project team will work on anonymised data. Note Open eLMS do not subcontract support but rather deal with issues in-house where the knowledge and expertise lies. This leads to the rapid resolution of client issues.
tenders > Open eLMS > general > security > automated tests
Question
What percentage of your production code is covered by automated tests?
Answer
All software features are covered by automated testing. The company uses a number of scripts to cover all functionality and continuously adds to these scripts for each release.
Examples of scripts used are listed below:
– OpeneLMS20211018ERWUserEvaluationandTesting.doc, https://docs.google.com/document/d/15E9eB0vEkzcEEUl9zmPrEf8McfvQ67ht183msE52Uo0/edit?usp=sharing
– UserEvaluationandTestingNewTasks.doc, https://docs.google.com/document/d/1nraqp-I7CaOsnbpHnxZpsjcbGdmxd5vj2H2CKEDGiiY/edit?usp=sharing
The system is auto tested using Test Project; Test Project is an automation platform for web, mobile and API testing (effectively a wrapper for Selenium and Appium). The test scripts are designed to simulate all operations of the software; the desired outcome is a 100% pass rate for all scripts.
Due to variations in software use, this process is complemented by a manual testing process prior to release.
tenders > Open eLMS > general > security > buyer retention
Question
Is the retention policy for Buyer Data configurable and applied by the system?
Answer
This is a separate process handled by the accounts department. If this is an absolute requirement then this can be arranged via an API call to the Xero accounting system.
tenders > Open eLMS > general > security > buyer security
Question
Does the Solution provide clear separation of Buyer Data within the hosting environment?
Answer
Completely separate, buyer data stored on company servers outside Azure hosting.
tenders > Open eLMS > general > security > checks and scans
Question
Has the Solution been subjected to an IT Health Check (ITHC) risk assessment and effective remediation? Does it comply with NCSC Green CHECK protocols?
Answer
The Open eLMS is Cyber Essentials Plus certified (Certificate No: IASME-CEP-007941: Expiry Date: 17/02/2023) which aligns with the NCSC Green CHECK protocols. In addition Open eLMS undergoes external vulnerability scanning by Enmarq Technologies (reference document can be provided upon request) and monthly internal vulnerability testing monthly from Defense.com.
tenders > Open eLMS > general > security > circumvention protection
Question
What protections are in place for disabling or circumvention of access privileges due to design errors in the Solution?
Answer
Should it be expected then a hard reset of all passwords in the system along with 2 factor authentication can be introduced. In the worst case scenario, the entire site can be taken down whilst the incident is investigated further.
tenders > Open eLMS > general > security > code analysis
Question
Do you use static code analysis tools for all development code ?
Answer
Yes, the IT Director is responsible for static code analysis to ensure that the code adheres to industry standards and the Secure Engineering Policy. (see: OpeneLMSERW20191106ISO27001SecureEngineeringPrinciplesPolicy.doc)
tenders > Open eLMS > general > security > complex passwords
Question
Does the Solution support complex password creation with a minimum of 9 characters, alphanumeric, upper case, lower case, and special characters (!@*&%)? Is password complexity system-enforced?
Answer
Open eLMS has configuration options to enforce a complex password throughout the system including: minimum of 9 characters, alphanumeric, upper case lower case, special characters (!@*&%) etc.
tenders > Open eLMS > general > security > cyber essentials
Question
Does the Solution hold Cyber Essentials or Cyber Essentials plus certification?
Answer
Open eLMS is Cyber Essentials Plus
certified (Certificate No: IASME-CEP-007941: Expiry Date: 17/02/2023.)
tenders > Open eLMS > general > security > data protections
Question
What protections are in place for the unauthorized exploitation of personal data?
Answer
Should a customer expect that personal data has somehow become compromised, then a hard password reset and/or implementation of 2 factor authentication can be done to protect data. This can be implemented by the client using Open eLMS’ configuration settings but is usually set up by the Account Manager at the client’s behest.
tenders > Open eLMS > general > security > data retention
Question
Does the Solution adhere to the client’s Data Retention Policy? Is all data archived/deleted within appropriate timescales?
Answer
Open eLMS has a configurable data retention system that will allow the client to retain data in line with their policy. Retention times can be attached to categories, these times will delete data after a set amount of time either from when the data subject has left the system or from after the time when the data was created.
tenders > Open eLMS > general > security > database locations
Question
Does the Solution only store data within United Kingdom data centers?
Answer
Primary London, Secondary Cardiff.
tenders > Open eLMS > general > security > demo access
Question
Is the Solution capable of supporting guest or demo access to the system?
Answer
Open eLMS allows the use of guest access to access selected learning material without the need to register or log into the system.
tenders > Open eLMS > general > security > DOS attack
Question
What protections are in place for the unauthorized access or denial of service?
Answer
Any DOS attack will cause Open eLMS to automatically withdraw from hosting mitigation system.
Open eLMS will also deploy Microsoft Sentinel to analyse server activity for access or potential unauthorised access.
tenders > Open eLMS > general > security > GDPR
Question
How does the Solution make privacy integral?
Answer
Open eLMS has been designed with GDPR compliance in mind.
No cookies are used
Pack and go function which enables the learner to take all uploaded documentation with them
Import delete list to remove PII data from selected persons
All data is encrypted (in transit and at rest.)
tenders > Open eLMS > general > security > GDPR and DPA
Question
Does the Solution manage information in compliance with General Data Protection Regulations (GDPR) and Data Protection Act (2018)?
Answer
Yes
tenders > Open eLMS > general > security > in transit
Question
Does the Solution encrypt all data in transit using appropriate security protocols (i.e. TLS 1.2)?
Answer
Open eLMS adopts encryption of data in transit utilising an EV SSL certificate, the EV SSL certificate provides the highest level of security by verifying the identity of a website owner or operator.
tenders > Open eLMS > general > security > IP restrictions
Question
Is the Solution capable of supporting End User Device Authentication?
Answer
End user device authentication is restricted to an allow or prevent list of IP addresses or an IP range.
tenders > Open eLMS > general > security > ISO 27001
Question
Is the Solution certified to ISO IEC 27001:2013 security standard, covering both software development and hosting platform arrangements?
Answer
Open eLMS software development and Open eLMS products services are ISO 27001:2013 compliant (Certificate No:372382021: Expiry Date: 13/05/2025).
The hosting infrastructure is provided by Microsoft with its Azure Cloud hosting service which also includes
* ISO 27017
* ISO 27018
* ISO 27701
* ISO 9001
* SOC 1
* SOC 2
* SOC 3
* WCAG
tenders > Open eLMS > general > security > MFA support
Question
Can you confirm that MFA is supported for all customer logins?
Answer
Yes, MFA is supported for all customer logins.
tenders > Open eLMS > general > security > multi-factor authentication
Question
Does the Solution provide the capability to enforce multi-factor authentication of all users accessing the system?
Answer
Yes this is a configuration item which can be ‘switched on’. The system can work with Google or Microsoft’s authenticator apps.
tenders > Open eLMS > general > security > NCSC compliance
Question
Does the Solution conform to the prevailing National Cyber Security Centre (NCSC) recommendations including Cloud Security Principles and guidance for software-as-a-service solutions?
Answer
Open eLMS complies with the NCSC Security Principle Governance Framework. The system is hosted on Virtual Machine provided by Microsoft Azure. Primary Location is UK South(London), and replicated in UK West(Cardiff). All system/user files are stored on the disks attached to the VM. Open eLMS has also integrated “Microsoft Defender for Cloud” for workload protection, security overview and other functionality.
tenders > Open eLMS > general > security > obscure passwords
Question
Are all password entries and storage within the system in hashed format?
Answer
Yes – all passwords are obscured.
tenders > Open eLMS > general > security > operational controls
Question
Does the Solution provide operational security controls for configuration, change management, vulnerability management, protective monitoring and incident management?
Answer
Open eLMS Configuration:
Access to configuration settings is controlled via role settings, limited by default to the client’s Open eLMS system administrator. and Open eLMS account manager.
Azure Configuration, Change Management, vulnerability management and protective monitoring:
Azure configuration, change management, vulnerability alerts and protective monitoring are all accessed via the Azure Monitor and Azure Dashboard controls. Access to this service is strictly controlled with Open eLMS to named senior management personnel as outlined in the Asset Register with password access controlled via Zoho Vault.
Incident Management:
Incidents are escalated via the Jira incident reporting system. Access to the escalated incidents are strictly controlled with password access limited to named senior personnel guarded by Zoho Vault. A long term record of incidents are recorded on the Asset Register – a document which is again password protected, limited access to senior personnel within Open eLMS.
tenders > Open eLMS > general > security > OWASP mitigation
Question
Does the Solution mitigate against common vulnerabilities as detailed in OWASP top 10?
Answer
Open eLMS mitigates against the OWASP top 10. The Open eLMS system is externally vulnerability tested to this effect by Defence.com
tenders > Open eLMS > general > security > password change
Question
Does the Solution support user password change at any time, to deal with password compromise?
Answer
Yes this is a self service task by the user, the user can change the password by logging in and editing their profile or by pressing the ‘forgotten password’ link.
tenders > Open eLMS > general > security > password configuration
Question
How are all system/user passwords hashed internally and externally?
Answer
There are multiple password configuration options including:
– Password entry and storage within the system are obscured.
– There are configurable options such as a secure solution for password resets and account lockout after 3 failed attempts.
– The inclusion of a forgotten password link so users can generate their own passwords.
tenders > Open eLMS > general > security > password resets
Question
Does the Solution support a secure solution for password resets?
Answer
Yes this is a customisable configuration option. This is the same process used for the forgotten password, where the password is reset and the user is sent a link to define the new password.
tenders > Open eLMS > general > security > password security
Question
Does the Solution prohibit unauthorised access to, use of, or interference with Buyer Data by any person or organisation?
Answer
Access is strictly protected. Internally to Open eLMS, password access is restricted to named Key Security Personnel who have access to client data. Access is controlled and monitored via the Zoho password system.
tenders > Open eLMS > general > security > patches and updates
Question
Does the Solution provide appropriate systems management, maintenance and housekeeping procedures, including regular security patching and updating of antivirus signatures?
Answer
This is managed by Open eLMS for each client.
tenders > Open eLMS > general > security > PII exposure
Question
What protections are in place for the exposure of Customer data to access or visibility by a third party?
Answer
Should a customer expect that personal data has somehow become compromised, then a hard password reset and/or implementation of 2 factor authentication can be done to protect data. This can be implemented by the client using Open eLMS’ configuration settings but is usually set up by the Account Manager at the client’s behest.
Should it be expected that the exposure of customer data is a reportable breach, then the company will phone the ICO and clarify if it is reportable before reporting the breach.
This is the responsibility of Open eLMS’s data controller and will be carried out within 72 hours.
tenders > Open eLMS > general > security > privacy measures
Question
What ISO 27001 and privacy measures are built into Open eLMS?
Answer
ISO 27001 certification and privacy measures built into the Open eLMS system design. This includes measures to fulfill obligations under the European General Data Protection Regulation, Personal Information Protection and Electronic Documents Act (PIPEDA) and the California Consumer Privacy Act.
Open eLMS will ensure the system design complies to the Privacy Impact Assessment (PIA) and Threat Risk Assessment (TRA) with the recommendations from the client.
tenders > Open eLMS > general > security > protective marking
Question
Does the Solution have the appropriate secure measures to store data that is protectively marked OFFICIAL, including the caveat OFFICIAL-SENSITIVE under the Government Security Classification scheme (GSC)?
Answer
Open eLMS takes measures to store data electronically which is marked at Official/Official Sensitive under the GSC at the ‘Confidential’ level which is the highest information security category in the company. Such data is only accessible by named senior managers (in practice this is the account managers, project managers and IT Director.)
All data provided in writing is immediately digitised and then shredded in line with Open eLMS’s paperless office policy. Any electronic data for the client will have an assumed ‘Confidential’ classification and handled accordingly. Access to all project documentation and any other data associated with the the client will be limited to senior named members of the project team and access controlled using the Zoho password vault.
For more information on the security classifications used within Open eLMS and the procedures undertaken, we can provide ‘Data Protection & Information Security Management System Policy and the Information Classification Policy’.
tenders > Open eLMS > general > security > protective monitoring
Question
Does the Solution have security protective monitoring, alerting and reporting in place?
Answer
Similarly Microsoft Defender monitors, issues alerts to the network administrator and senior staff members and has reporting tools for auditing purposes.
tenders > Open eLMS > general > security > ransomware backups
Question
Can you confirm the solutions resiliency and if offline backups are deployed as a mitigation against ransomware attacks?
Answer
Confirmed, it is standard offering supplied by Open eLMS. Backups and geolocation hosting.
tenders > Open eLMS > general > security > remove data
Question
Does the Solution provide the capability to completely and securely remove data in accordance with GDPR and client’s Data Retention Policy?
Answer
This process is facilitated by importing a leavers list which can permanently delete data in line with the GDPR. This process can be automated using existing interfaces within Open eLMS.
tenders > Open eLMS > general > security > secure authentication
Question
Does the Solution provide secure user authentication, registration and authorisation processes?
Answer
Secure authentication is available via a user name password manual login or via SSO login.
tenders > Open eLMS > general > security > software reviews
Question
What types of security reviews do you perform on custom-built software?
Answer
Code Review:
The IT Director will review code for standards and vulnerabilities before moving the code to a testing build in preparation for production.
This is done per resolved issue, changing the status of Jira from Done to Closed and assigning the code to the testing build.
Internal Vulnerability Testing:
This testing is carried out by the IT Director using the previous external vulnerability audit and OWASP Top Ten as an updated guide to the most significant vulnerabilities.
External Vulnerability Testing:
The ‘production’ release is tested monthly and prior every release via the automated reporting tool at defense.com. These audits issue recommendations which are acted upon by the program team.
tenders > Open eLMS > general > security > threat modelling
Question
How is threat modelling incorporated in the design phase of development?
Answer
Yes. The ‘security by design’ approach is adopted by all company designers and engineers throughout the product and system implementation lifecycles.
A full discussion of the security measures taken by designers are listed in the Engineering Principles section of the ‘Secure Engineering Policy’). These measures state that the design should be resilient and maintain the confidentiality of all data available and collected. In summary measures these include:
Establish a sound information security policy as the “foundation” for design.
Treat security as an integral part of the overall system design
Treat physical and logical security as separate entities
Reduce risk to an acceptable level
Encrypt, encrypt, encrypt
Adapt to client’s needs
Threats can come from anywhere
Use standard standards
Use licensed code where applicable
Design attack resistance
Avoid file servers and local storage
No direct input to databases
Audit access
Minimise access
Internal Sign-off
Repository branching
Internal check for vulnerabilities
Automated vulnerability testing
Third party vulnerability audits
Continuous improvement
Accessibility measures
Standardize Time
tenders > Open eLMS > general > security > virus scanning
Question
Are all data files loaded into the Solution virus scanned prior to ingestion?
Answer
All data files are virus scanned prior to importing.
JSON Schema Validation is utilized by the Open eLMS API to ensure that the data formats received are correct.
tenders > Open eLMS > general > skills > skills matrices
Question
Is the Solution capable of hosting skills matrices and aligning to mapped content and professional standards?
Answer
Open eLMS is able to host a skills matrix mapped to learning content and professional standards. Any skill (aka competency) can be defined as meeting a threshold of CPD points. CPD points for each skill/competency can be ‘earned’ by completing learning. This allows for the accumulation of points until a skill is met. A gamification option allows learners to compete against each other when earning CPD.
Note that the system also accommodates skill sets – which allows for the collation of skills to accomplish the skillset.
Jobs can be defined as having required skills.
This gives the learner the ability to measure if they are meeting the competency requirements for their job or professional standards.
Badges can be awarded on the awarding of skills/skill sets which can be shared on LinkedIn, etc.
tenders > Open eLMS > general > skills > skills matrix
Question
Does the Solution provide a skills matrix capability?
Answer
A skills matrix is produced which will allow L&D team to review skills in the company and where learning is required.
These skills matrix also show which skills are required by learners to effectively carry out their jobs and where additional training is needed to meet requirements.
This information can be printed out as a report and used to identify demand for organization wide learning.
tenders > Open eLMS > general > social learning > learning communities
Question
Does the Solution provide Learning Communities/Social Learning features?
Answer
Social learning is a big part of Open eLMS. Learners and tutors are encouraged to input their contact details so they can chat using Skype, Zoom and Teams with fellow students and tutors on their course(s).
Blogs posts with attached documents can be uploaded and shared with the user population (after management approval.)
News is available via an Anders Pink plug in which offers the latest wes articles embedded into each learner’s e-portfolio. There is also the option to add RSS news feeds into the system as a learning resource.
Discussion Forums can be created around events, to foster collaborative learning.
tenders > Open eLMS > general > social learning > live chat
Question
Does the Solution have Live chat capability?
Answer
Trainees can communicate with fellow students via any chat medium (Skype, Teams, Zoom etc.)
Chat forums are also set up around key events so students can chat about lesson topics within the forum; teachers can mediate.
The system also integrates with MS Teams/Yammer and Jamboards.
tenders > Open eLMS > general > standards > browser support
Question
Does the Solution comply with browser requirements?
Answer
Open eLMS uses open technologies (PHP – Laravel Framework, Javascript, and Mysql) which support all the latest web browsers as covered in https://www.gov.uk/service-manual/technology/designing-for-different-browsers-and-devices
tenders > Open eLMS > general > standards > technical codes
Question
Does the Solution comply with the Technical Codes issued by NCSC and Cabinet Office?
Answer
Open eLMS follows the latest national technical codes of practice and security guidelines as issued by NCSC and Cabinet Office.
tenders > Open eLMS > general > summary > medium description
Question
Can the LMS capture, monitor, and report on officers and staff/apprentices undertaking specific Talent Programmes or associated qualifications?
Answer
Open eLMS is able to deal with all the requirements for the tracking, reporting and managing apprentices. Open eLMS contains all the standard functionality of Open eLMS for Apprenticeships. This includes:
MIS for managing the ILR
ePortfolio with ‘Netflix style’ interface
ePortfolio of learning for Performance and Learning Management
Includes any learning (elearning, YouTube, classroom etc.)
Map learning to curriculums and schedule learning accordingly
Smart Classroom integration including Zoom, Teams and many more….
Gamification: competencies, leaderboards, badges etc.
Universal compatibility: works on any system, any browser, any OS
Social and collaborative learning
White labelled system branded to your organisation
Integration within your own VLE environment
Open eLMS Catalogue Integration: +200 CPD accredited customisable elearning courses
Open eLMS Creator: integrated elearning authoring system
Data Reporting (incl. Power BI)
Integrated learner calendar with email alert system
For further information see Open eLMS for Apprenticeships – https://openelms.com/easy-to-use-and-comprehensive-lms/apprenticeships/
tenders > Open eLMS > general > summary > short summary
Question
What are the key features of Open eLMS?
Answer
The core system provides a mechanism for delivering and recording data (LMS or LXP). Data Management features include: LMS/LXP, TMS, e-Portfolio.
tenders > Open eLMS > general > summary > user-friendly design
Question
Is the system intuitive for users?
Answer
Any mention of the Open eLMS suite of services must include its user-friendly design. Open eLMS has been designed by an award winning ergonomist to be the ultimate in ease of use.
The learner interface is similar to video on demand sites such as Netflix, browsing, searching, and activating learning is intuitive. Ergonomic principles such as consistency of design, image sizing, and functional grouping ensure that no learning is required to immediately start using the system – even from the most infrequent of computer users.
tenders > Open eLMS > general > support > user groups
Question
What measures does Open eLMS take to share, reuse, and collaborate?
Answer
Open eLMS reuses and shares learning throughout the system to avoid duplication of labour.
6 monthly meetings are held with user-groups to share best practice and ideas for future development of the system.
tenders > Open eLMS > general > system specification > block-level storage
Question
Is the Solution capable of handling business data storage volumes?
Answer
Should it be required, block-level storage volumes can be provided that are managed by Azure and used with the Azure Virtual Machines. Managed disks are like a physical disk in an on-premises server but, virtualized. This is not a standard system setup but can be provided at additional cost upon request.
tenders > Open eLMS > general > system specification > increasing storage
Question
Does the Solution provide details of what data storage is included and the cost of increments that can be requested by the Buyer?
Answer
Again any increase in storage would be made automatically and is not a chargeable service.
tenders > Open eLMS > general > system specification > response times
Question
Does the Solution provide fast response times?
Answer
Open eLMS has been optimised to deliver fast response times for all user types (under 2 seconds on all queries.) The system uses CRON tasks and custom date ranges to minimise loading on the system and adapt to an increase in data loads.
Actions usually yield responses within a 2 second time frame.
tenders > Open eLMS > general > system specification > scalable autoscale
Question
Is the Solution scalable to handle variations in utilisation, aspects of functionality and service, as well as hotspots of access?
Answer
The Microsoft Azure infrastructure is highly scalable. Open eLMS uses Azure Autoscale to scale by any metric including handling spike traffic or location hotspots.
tenders > Open eLMS > general > system specification > scalable storage
Question
What details must the Solution provide regarding the storage tiers available to the Buyer?
Answer
There are no storage tiers, Open eLMS provides scalable storage as it is needed. Microsoft Azure was selected as a hosting partner due to its highly scalable infrastructure; riggers are in place to increase storage whenever the system nears capacity.
This enables Open eLMS to manage any unanticipated volumes of content. Note checks do also exist in the system to prevent file uploads beyond a maximum limit to prevent sabotage.
Increases made to the storage space are instantaneous, if hardware is causing the bottleneck, processing power or server memory can be increased until demand is met. Since the server is hosted on the Azure Cloud, the server performance can be adjusted using the Azure’s control panel as needed.
For increases to the hardware power, the server needs to be shut down so that adjusted parameters can take effect. This process will take up to 10 minutes to complete.
tenders > Open eLMS > general > technical specification > backup files
Question
How does storage capacity get increased in the Solution and what are the process and timeframes to make it available online?
Answer
These backups include the entire installation, namely:
database
database transaction logs
application configurations
customer-specific customisations
uploaded learner files
Primary backup solution
All backups are created using Microsoft Azure backup which encrypts data and stores the data off-site.
tenders > Open eLMS > general > technical specification > backup schedule
Question
Are the files in the Solution backed up?
Answer
Backups (all files and database) are taken daily and by default a rolling schedule is taken daily, weekly, monthly, 3 monthly, and 6 monthly (this schedule can be adjusted to suit client requirements).
These backups are saved for 2 weeks after deletion.
tenders > Open eLMS > general > technical specification > client instances
Question
Are the clients installed on separate instances?
Answer
All client installations are completely separate with no file or data sharing between instances. Measures are taken to ensure the script cannot crawl between instances, these include:
Executable files are prevented from running (e.g. SCORM zip files are run and then deleted upon importing).
Execution of files is not allowed from elearning, etc.
Instances are ‘jailed’ so the script can’t crawl out! The PHP setting ‘open_basedir’ locks instances by directory and any command that traverses directories is denied.
The PHP setting ‘disable_functions’ is also employed which is not allowed to execute certain PHP functions that could compromise the system.
tenders > Open eLMS > general > technical specification > client PC
Question
What is the minimum client PC specification required for the Solution?
Answer
Open eLMS is browser based and supports each of the latest two major versions of the following browsers:
- Google Chrome
- Mozilla Firefox
- Internet Explorer
- Apple Safari
The elearning system works independently of Operating System (e.g. iOS, Android, Windows (7 onwards)).
- Memory = 4 GB RAM
- Free space = 2 GB of free space
tenders > Open eLMS > general > technical specification > cloud benefits
Question
Why should cloud be used as a hosted infrastructure for the Solution?
Answer
Open eLMS adopts a Cloud based infrastructure because of the associated benefits, namely:
- Environmental
- Reliable
- Durable
- Recoverable
Open eLMS utilises Microsoft Azure for this because of its reputation for uptime and reliability, allied to its sustainability credentials. This document expands on these benefits below “
tenders > Open eLMS > general > technical specification > database
Question
What database architecture will the Solution be based on?
Answer
Open eLMS is currently using Mariadb 10.3.32 (supported till May 23.) Open eLMS will be upgrading this in January 2023.
tenders > Open eLMS > general > technical specification > flexible storage
Question
Is storage provided as part of the core Solution?
Answer
Storage with Microsoft Azure is highly flexible, triggers are in place to increase storage whenever the system nears capacity.
This enables Open eLMS to manage any unanticipated volumes of content. Note checks do also exist in the system to prevent file uploads beyond a maximum limit to prevent sabotage.
tenders > Open eLMS > general > technical specification > global options
Question
Will the Solution be scalable to assist clients in managing unanticipated volumes of content?
Answer
Options to exist to hosting the system anywhere globally on Microsoft Azure’s technical infrastructure.
tenders > Open eLMS > general > technical specification > hosting locations
Question
Will the Solution be UK hosted?
Answer
The system is fully UK hosted (Primary London, Secondary Server Cardiff).
tenders > Open eLMS > general > technical specification > hosting management
Question
What are the global hosting options for the Solution?
Answer
The hosting infrastructure is fully subcontracted. Open eLMS manages the service on behalf of its clients (upgrades, scheduling backups, configuration, etc.).
tenders > Open eLMS > general > technical specification > hosting provider
Question
Will the Solution be UK hosted?
Answer
Open eLMS is a SAAS product on Azure Cloud. All data processing and data storage is held within this infrastructure.
tenders > Open eLMS > general > technical specification > import format
Question
Is the platform capable of conducting import/export in industry standard formats, such as delimited CSV?
Answer
Open eLMS uses xls by default but this can be changed to csv if required. Imports include:
- Importing new users
- Importing leaver lists
- Importing course data from third party systems
- Bulk import of evidence/uploads/certificates
tenders > Open eLMS > general > technical specification > Javascript
Question
Will the Solution use Javascript?
Answer
The Open eLMS application needs Javascript enabled to work. Javascript is a very common component of learning systems and it would greatly restrict the functionality of a system such as Open eLMS should it be enforced.
tenders > Open eLMS > general > technical specification > linux server
Question
Will the Solution run on Windows Server or Linux operating systems?
Answer
Open eLMS is run on a Linux – Ubuntu OS.
tenders > Open eLMS > general > technical specification > MS Azure
Question
Will the Solution be hosted on Microsoft Azure Infrastructure?
Answer
Note that Open eLMS is hosted on Microsoft Azure’s Cloud hosting service, this makes integration with other Microsoft infrastructure elements (SharePoint, Office 365, Microsoft Power Platform, etc.) much easier.
All Microsoft Azure data servers are based in the UK, Europe (primary London, secondary Cardiff).
tenders > Open eLMS > general > technical specification > no licences
Question
Does Open eLMS use open source licence free technologies??
Answer
Open eLMS is built on an open source PHP, Javascript, and MySQL infrastructure. Open eLMS Creator is built using HAXE 4 which is an open source high-level strictly-typed programming language with a fast optimizing cross-compiler. This means that there are no licensing requirements for system components.
All other licence costs for Open eLMS core products are explicitly detailed and costed.
tenders > Open eLMS > general > technical specification > outlook export
Question
Will the Solution be hosted on Microsoft Azure Infrastructure?
Answer
Note that Open eLMS is hosted on Microsoft Azure’s Cloud hosting service, this makes integration with other Microsoft infrastructure elements (SharePoint, Office 365, Microsoft Power Platform, etc.) much easier.
All Microsoft Azure data servers are based in the UK, Europe (primary London, secondary Cardiff).
tenders > Open eLMS > general > technical specification > plug-in dependencies
Question
Will your organization provide licenses for dependent software such as Windows Server and CALs?
Answer
There are no plug-in dependencies.
tenders > Open eLMS > general > technical specification > RESTful API
Question
Does Open eLMS have an API?
Answer
“Open eLMS API is a RESTful API which supports Microsoft Azure Single Sign on (Active Directory SSO).
The API is documented on the company’s website at https://www.e-learningwmb.com/page/open-elms-api, this technology allows employees to access and manipulate their training records from other devices. The API calls currently available allow third party devices to:
- Add new user accounts
- Edit user accounts
- List user accounts
- Search user accounts
- Assign learning
- Remove learning
- List learning resources
- Download learning resources zip
- Download learning resources container
- Create new learning resource
- Create or edit elearning
- Check learning progress
- Update learning progress
Further details can be found at https://openelms.com/support/open-elms-api/
tenders > Open eLMS > general > technical specification > SAAS
Question
Is Open eLMS supplied as a SAAS?
Answer
Open eLMS is a Cloud based installation using the Microsoft Azure infrastructure. The system is supplied as a SaaS.
tenders > Open eLMS > general > technical specification > storage type
Question
Does Open eLMS have geo-redundant storage (GRS)?
Answer
Open eLMS uses geo-redundant storage (GRS) which replicates your data to a secondary region (hundreds of miles away from the primary location of the source data). This provides a higher level of durability for system data, even if there’s a regional outage.
tenders > Open eLMS > general > technical specification > volume flexible
Question
How your Infrastructure setup is capable of flexing to meet unanticipated volumes of user demand whilst maintaining your company’s most demanding service level performance obligations?
Answer
Open eLMS monitors server load examining a daily average, increases to processing power could be made to accommodate (more cpu/ram/disk space). This has yet to be an issue and would require a significant increase in simultaneous active users to make a dent in performance.
Should there be the need to make changes using the Azure infrastructure, these would be carried out outside business hours, involving shutting down the server instance, upgrading, and restarting. This process would take 10 minutes in total.
Should the traffic levels scale to the levels where there is the need to make these changes in real time, then arrangements would be made to fragment the server into services that also are fragmented into shards. This is a highly complex infrastructure and only really needed for large scale business to consumer commercial websites.
tenders > Open eLMS > general > technical specification > web services
Question
What web services will be used for the system, Apache or IIS?
Answer
Apache, version 2.4.54
tenders > Open eLMS > general > third party APIs > list
Question
Will third party API support be included in the system?
Answer
Open eLMS already supports a host of third party APIs with integrations embedded into the system some of which include:
Anders Pink AI
Badgr
Go1
Google Analytics
H5P
Olark
Moodle
MS Power BI
MS Teams
Multi-Factor Authentication
Salesforce
Turnitin
Yammer
YouTube
Zoom
tenders > Open eLMS > general > third party APIs > support
Question
Is additional third party API support required for the system?
Answer
Open eLMS has extensive experience in implementing third party APIs and can carry out this work on behalf of clients.
tenders > Open eLMS > general > tracking > book marking
Question
Is it required to allow users to return to uncompleted courses?
Answer
All elearning and videos (YouTube and Vimeo) are book marked. This means that learners are taken back to the same topic, time stamp etc. that they left the learning at. Any such learning is tracked as ‘In Progress’.
Measures are taken with the elearning to not allow learners to access further topics in the menu until they are completed.
With videos the menu is hidden (again a configuration setting sets this) which prevents the controls being seen until the course is completed.
tenders > Open eLMS > general > upgrades > releases and patches
Question
Will updates and upgrades be available for the system?
Answer
The Open eLMS system is in constant development; new versions are ‘released’ to clients periodically (approximately every 6 months as named releases.) The company’s ISO 20000 certified release management proces requires the system to be manually and automatically tested as well as go through a series of code reviews, accessibility and security tests.
These releases can be issued silently since they require new functionality to be ‘switched on’ by each client via the configuration options in their installation before any changes are seen.
Clients are informed of each release and a user group session is held for each release to inform clients of the new features and to get feedback for desired changes or additions to the system.
Training is also given during these sessions on how to activate any new features within each release. This information is also held on the website – this is the information accompanying the latest Artemis release – https://openelms.com/easy-to-use-and-comprehensive-lms/elearning-wmb/latest-changes-2/
Patches may be released in between these major releases which consist of bug fixes and optimisations. These releases are released as silent patches and will not affect the system functionality; users of the system will not realise a minor release has been made unless it fixes a specific issue that the minor release fixes.
tenders > Open eLMS > general > upload content > Open eLMS Forms
Question
Can content, such as supporting documentation for registration, be uploaded to the system?
Answer
Students and management can upload any documentation. This can be uploaded as part of a registration process for a programme, or directly in response to a custom form (which feeds data into the system.) Open eLMS takes a ‘top down’/’bottom up’ approach to learning resources; in that learning can be fed down to the learner, but the learner can also upload their own content to their eportfolios.
tenders > Open eLMS > general > usability > 3 click rule
Question
Will content be easily accessible to users on the LXP, aligning with best practice guidance such as the 3 Click Rule?
Answer
All content can be accessed by the 3 click rule, with most content being accessible via 2 clicks to run the learning. The consistency of button positioning and colours (regardless of the learning content e.g. elearning, videos, uploads, etc.) makes this process easy to carry out.
For instance, activating an elearning resource is the same process (i.e. pressing the blue button) as opening a website or any other learning resource.
Hence the ‘knowledge’ as to where to activate any learning in the system only has to be learned once.
tenders > Open eLMS > general > Usability > LXP definition
Question
What is the difference between an LXP and an LMS?
Answer
A LXP (Learning Experience Platform) is essentially a well designed user-centred LMS (Learning Management System). Open eLMS has always designed its LMS in this way and as such does not see the need for the differentiation between the two terms: ‘LMS’ and ‘LXP’.
tenders > Open eLMS > general > user profiles > assigning roles
Question
Can a single user profile be assigned to an individual in the Open eLMS system?
Answer
Single profiles (named ‘roles’ in Open eLMS) can be assigned to an individual.
tenders > Open eLMS > general > user profiles > edit roles
Question
Can different user profiles be defined within the Open eLMS system?
Answer
User profiles can be added and edited with +250 different options.
These profiles control access to the system, affect how the interface behaves and limits access to data for each role.
tenders > Open eLMS > general > user profiles > example types
Question
What user profiles must be included in the Open eLMS system?
Answer
Open eLMS’s design is shaped by user-centred design principles which allow for customisable interfaces for each profile. This means that the main tasks for each profile are positioned in a logical order on the dashboard (this is as opposed to data-driven design which leaves the user to decide upon what to do). This is core to the ergonomic design of Open eLMS which increases system update and removes the need for intensive (if any) training as the learner simply ‘reads’ the interface from left to right;
Customised dashboards and interfaces exist for:
Learner
Administrators
Line Manager (CDM)
Professional Lead
Learning Facilitators
and elearning Creators (see screenshots)
tenders > Open eLMS > general > user profiles > multiple profiles
Question
Can multiple user profiles be assigned to an individual in the Open eLMS system?
Answer
Multiple profiles can be assigned to an individual; an individual profile can also contain multiple profiles (e.g. an admin can automatically access the trainee, quality control, manager, curriculum developer and financial auditor profiles.)
tenders > Open eLMS > general > user profiles > new roles
Question
Can role profiles be created in the Open eLMS system?
Answer
New roles/permissions can be defined and dashboard elements can be added/removed. Each user can have multiple roles and be part of multiple groups, organisations, sections, etc.
tenders > Open eLMS > general > users > automated archiving
Question
Will employee records be automatically archived when a learner leaves the company in the Open eLMS system?
Answer
This would need to be done using via an automated CRON task which will remove any users not on the list and archive their records.
tenders > Open eLMS > general > users > automatic creation
Question
Can a new employee record be automatically created in the Open eLMS system when a new starter joins the company?
Answer
When a new starter joins a new employee record will be created in Open eLMS as soon as the new employee logs into the system via the Azure Single Sign On link. New starter accounts can also be created prior to this event via an automated CRON task which imports a CSV data file from Azure overnight. There is an existing interface in the Open eLMS system to do this.
tenders > Open eLMS > general > users > manual addition
Question
Can learners be added manually to the Open eLMS system?
Answer
Learners can be added manually should be be required. Permission to do this can be assigned to any management role profile or to learners themselves via a registration screen.
tenders > Open eLMS > general > users > manual archiving
Question
Can learners be archived manually in the Open eLMS system?
Answer
Any learner can be archive manually either as a multi-select process or individually as shown (disabling a learner archives their record).
tenders > Open eLMS > general > vouchers > person specific
Question
Is it necessary to manage vouchers for customers in the system?
Answer
Vouches can be made person specific, a transfer request would need to be processed prior allowing this to be used by a third party.
tenders > Open eLMS > general > vouchers > Stripe API
Question
What voucher management functionality is required in the system (selling, redeeming, cancelling)?
Answer
Vouchers, like coupons, will be handled via the Stripe API.
tenders > Open eLMS > general > VR > VR capable
Question
Is virtual reality capability required for the system?
Answer
Open eLMS can play any VR content through a web page or VR player application as appropriate.
tenders > Open eLMS > general
> Importing data > correcting inconsistencies
Question
Can the system define automated logic to correct inconsistencies?
Answer
The types of correction and tolerance levels from the client will be agreed and then built into any import process.
tenders > Open eLMS > general
> Importing data > multiple sources
Question
What are the primary and subsequent sources of data for the system, and how will data consistency be validated?
Answer
Any CRON task can be set to alert the Administrator should it fail. In addition, all inputs to the system are recorded in an audit log which is available to the Administrator so they can trace any inconsistencies.
Bespoke business rules can be added to this process to validate data under fixed parameters.
tenders > Open eLMS > general
> Importing data > required fields
Question
Can certain fields be made required or conditionally required based on business logic in the system?
Answer
By default the email, first name and surname are required for user import. Required/conditionally required fields can be built into any import/registration process.
tenders > Open eLMS > general > data sharing > overview
Question
What integrations are available out of the box?
Answer
Open eLMS (as the name suggests) is an open system, designed for integration and the sharing of data.
In addition to the API and adoption of open standards, the system has a number of plug and play integration namely:
Anders Pink AI
Go1
Google Analytics
H5P
Joomla
Olark
Moodle
MS Power BI
MS Teams
Multi-Factor Authentication
Salesforce
Turnitin
YouTube
Zoom
tenders > Open eLMS > general > termination > data transfer
Question
What importing/exporting functionality is provided with Open eLMS?
Answer
Open eLMS has importing/exporting functionality for the inclusion of data into any third party system. Support will be given with this process.
Any elearning (created using Open eLMS Creator or from third-parties) can be exported from the system for reuse on other systems. Such course files can also be provided via ftp transfer upon request.
All data is usually stored on the servers for up to 3 months after the contract end date and backups are stored for 6 months after that. These timeframes can be adapted to each client’s unique requirements.
tenders > Open eLMS > general > termination > sub contractors
Question
How doe you transfer data when exiting the contract with Open eLMS?
Answer
Open eLMS will be responsible for the exit or termination of any contracts they have entered into to assist with the delivery of the service.
tenders > Open eLMS > general > termination > timeframes
Question
What are the example times and timescales when exiting from Open eLMS or terminating any sub-contracting?
Answer
Preview database structure
It is envisaged that prior to termination, your organisation would wish to examine the database structure and organise in advance with any new supplier how they wish to import the data.
This can be arranged by providing the client with a backup copy of the MySQL database at any time.
tenders > Open eLMS > general > upgrades > flexibility
Question
What flexibility is provided to the client with a potential need to defer the latest upgrades or revert to a previous version?
Answer
Total Flexibility exists to defer the latest upgrades or revert any upgrades back to their previous state to effectively revert to a previous position. These releases require any new functionality to be ‘switched on’ by each client (in practice this is often done by the account manager in conversation with each client) via the configuration options in their installation.
This means that customers can run an old version whilst having no effect on the support offered by Open eLMS (as the underlying code is the same).