How to Create an Effective RFP for your LMS Project
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This document provides guidance on creating an effective request for proposal (RFP) for selecting a learning management system (LMS). It recommends using a comprehensive evaluation framework that examines vendors and products across key criteria categories like usability, capabilities, manageability, and total cost of ownership. The document outlines the steps in the RFP process, including defining business goals and requirements. It also provides tips for vendors on what information to include in their RFP responses, such as pricing details, answers to requirements questions, and case studies. Overall, the document advocates for establishing a clear business case and utilizing best practices to structure an LMS RFP that thoroughly evaluates solutions.
How to Create an Effective RFP for your LMS Project
- 1. How to Create an Effective RFP for Your LMS Project Mark Smith CEO & Chief Research Officer Ventana Research Lee Collier Senior Account Executive Docebo
- 2. Docebo is a global SaaS enterprise Learning Management System (LMS) used in more than 80 countries and offered in over 30 languages. Established in 2005, Docebo offers a learning ecosystem for companies and their employees, partners and customers that is designed to increase performance and learning engagement. Docebo is a learner-centric technology, heralded by PCMag.com as “the best online learning platform for business on the market.” Docebo
- 3. © 2017 Ventana Research3 © 2017 Ventana Research3 Mark Smith CEO & Chief Research Officer Mark is responsible for the overall business and research direction of Ventana Research and drives the global research agenda covering both business and technology areas. He defined the blueprint and methodology for improving business by using benchmark research to provide guidance across people, processes, information and technology. Mark is an expert in enterprise software and digital technologies including: business analytics, big data, cloud computing, business collaboration, gamification, machine learning, mobile technology, social media and wearable computing. Mark started Ventana Research and has worked in the software industry for over 25 years leading innovations in research and technology. Mark was rated the 2011 software industry analyst of the year by The Institute of Industry Analyst Relations (IIAR). Mark has been ranked as one of the top ten technology influencers by Human Resources Executive magazine. @marksmithVR
- 4. © 2017 Ventana Research4 © 2017 Ventana Research4 Ventana Research Ventana Research connects users and providers of technology through its research and advisory services, focusing on improving business performance. Our unique approach is evaluating the people, processes, information and technology components of organizations using applications and tools across business and IT areas.
- 5. © 2017 Ventana Research5 © 2017 Ventana Research Ventana Research How to Create Effective RFP for Your LMS Project Mark Smith CEO & Chief Research Officer @ventanaresearch In/ventanaresearchblog.ventanaresearch.com
- 6. © 2017 Ventana Research6 © 2017 Ventana Research6 Learning Management
- 7. © 2017 Ventana Research7 © 2017 Ventana Research7 Learning Management Overview • Learning management provides the processes and technology to provide it to any worker using formal and informal training methods with use of collaboration and mobile technology to optimize engagement across workforce. Market Direction • LMS have evolved to support collaborative learning for enterprise and Line of Business to maximize performance. • Leveraging mobile and social collaboration technology is making it easier to engage the workforce anywhere at anytime. • Assess effectiveness of LMS is essential to optimize engagement and compliance. Key Insight • “Investments in learning management are intended to create effective workers.” Learning Management
- 8. © 2017 Ventana Research8 © 2017 Ventana Research8 Market Trends in Learning
- 9. © 2017 Ventana Research9 © 2017 Ventana Research9 Driving Change and RFP for LMS • Organizations are considering change to existing LMS approach for many reasons. • Gaining a competitive advantage through its workforce is top of the list. • Improvement of business processes occurs through continuous learning. • Utilizing social collaborative capabilities can assemble positive network learning effect.
- 10. © 2017 Ventana Research10 © 2017 Ventana Research10 Investing into LMS • Investment into LMS have driving principles that organizations believe will drive change and improvement. • The focus on employee engagement was the top reason found. • New generation of LMS also enable collaboration among employees. • Improve the effectiveness of learning is critical to maximize workforce value.
- 11. © 2017 Ventana Research11 © 2017 Ventana Research11 Planning to Achieve and Improve Benefits • Benefits are the guide to the business case and driving factor for a RFP. • Creating more effective workers is the top benefit most want to achieve. • Improving the training across workforce to engage workers. • Increased productivity helps reduce time and cost in conducting business. • Addressing range of compliance needs is done through LMS.
- 12. © 2017 Ventana Research12 © 2017 Ventana Research12 Effective RFP in Learning
- 13. © 2017 Ventana Research13 © 2017 Ventana Research13 Comprehensive Approach to Evaluating LMS A comprehensive approach to address the opportunities using a people, process, information and technology framework.
- 14. © 2017 Ventana Research14 © 2017 Ventana Research14 Steps to Effective RFP • Used for assessing existing environment and selecting new vendors and products for LMS. • Prescribed path for buyers on how to optimize RFP / RFI process. • Steps: 1. Business Goal and Purpose (Benchmark) 2. Business Requirements (Benchmark) 3. Users and Usage Requirements (Benchmark and Value Index) 4. Functional Requirements and Capabilities (Benchmark and Value Index) 5. Organizational Maturity (Benchmark) 6. Technology Approach and Master List (Value Index) 7. Business and Technology Evaluation Criteria (Value Index)
- 15. © 2017 Ventana Research15 © 2017 Ventana Research15 RFP Evaluation Framework Utilize a evaluation framework that examines vendors and products across criteria in categories that represents how products are actually used across roles. Just focusing on one category or focusing on non-relevant categories like vision or execution can be detrimental to your organization.
- 16. © 2017 Ventana Research16 © 2017 Ventana Research16 RFP Evaluation Framework Category Weighting Usability (15%-25%) Capability (15%-20%) Manageability (10%-15%) Reliability (10%-15%) TCO/ROI (5%-10%) Adaptability (5%-10%) Validation (5%-10%)
- 17. © 2017 Ventana Research17 © 2017 Ventana Research17 Usability: LMS • Overview • The Usability category involves evaluation criteria intended explore utility for varied levels of business and the diverse ages and competencies of organizations. Weighting of Usability category can range from 15%-20%. • Key Evaluation Areas • Executives • Managers • Analysts • Users • IT • Accessibility • User Experience • Investment
- 18. © 2017 Ventana Research18 © 2017 Ventana Research18 Capability: LMS • Overview • The Capability category involves criteria to evaluate the fit between the capabilities of the products to support the needs of various groups, including executives, managers, learners, analysts / administrators and IT. Weighting of Capability category is 15%-20%. • Key Evaluation Areas • Address Workforce Needs • LMS-Specific Support • Digital Support (mobile, collaboration, analytics) • Integration-Specific Support • Manager Capability Support • Learner Capability Support • Analyst and Administrative Capability Support
- 19. © 2017 Ventana Research19 © 2017 Ventana Research19 Manageability: LMS • Overview • The Manageability category involves evaluation criteria intended to ensure the products meet business and IT needs for installation, deployment and administration. Weighting of Manageability category is 10%-15%. • Key Evaluation Areas • IT administration • Business administration • User and role security • Application security • Data security • Audit and compliance • License use • Investment
- 20. © 2017 Ventana Research20 © 2017 Ventana Research20 Reliability: LMS • Overview • The Reliability category involves evaluation criteria intended to ensure that the products can deliver the performance and scalability required. Weighting of Reliability category is 10%-15%. • Key Evaluation Areas • IT architecture • User performance • Data performance • Server performance • User scalability • Data scalability • Server scalability • Investment
- 21. © 2017 Ventana Research21 © 2017 Ventana Research21 Adaptability: LMS • Overview • The Adaptability category applies evaluation criteria designed to ensure the products can be configured and customized to meet the needs of a given business. Weighting of Adaptability category is 5%-10%. • Key Evaluation Areas • Configuration • Development • User integration • Business integration • Process integration • Application integration • Data integration • Investment
- 22. © 2017 Ventana Research22 © 2017 Ventana Research22 Validation: LMS • Overview • The Validation category applies evaluation criteria designed to assess the vendor’s commitment to the market segment and its products along with the breadth of its communication of relevant information. Weighting of Validation category is 5%-10%. • Key Evaluation Areas • Commitment • Viability • References • Case Study • Product • Services • Support • Investment
- 23. © 2017 Ventana Research23 © 2017 Ventana Research23 TCO/ROI: LMS • Overview • The TCO/ROI category applies evaluation criteria designed to assess the value the vendor delivers with its products. Weighting of TCO/ROI category is 5% - 10%. • Key Evaluation Areas • Business case • Strategic value • Benefits • Costs • Tools • Documented • Services • Investment
- 24. © 2017 Ventana Research24 © 2017 Ventana Research24 Positive Attitude on the Potential of Learning
- 25. © 2017 Ventana Research25 © 2017 Ventana Research25 Summary: Recommendation Utilize best practices and insights from the industry to establish the business case for LMS. Utilize a RFP framework that evaluates LMS from the complete usage of it across the organization. Avoid impediments that come from looking at evaluation criteria that are not as essential.
- 26. © 2017 Ventana Research26 © 2017 Ventana Research26 Questions? Twitter @ventanaresearch LinkedIn http://www.linkedin.com/company/ventana-research Analyst Perspectives http://blog.ventanaresearch.com Electronic Mail info@ventanaresearch.com
- 27. Creating and Submitting an RFP to LMS Vendors What information do vendors need to know? What’s the best way to format your RFP? What should you expect vendors to include in the RFP response?
- 28. What do LMS Vendors Need to Know? Your use case and users What is your use case(s)? Who is your primary learning audience? Your learning objectives What are the top challenges you wish to resolve with an LMS? How will you measure success? Your timelines Set realistic and specific deadlines for each stage of the RFP process. Communicate these clearly to the vendor. Provide the vendor with contextual information regarding your business. Be sure to include information about:
- 29. What’s the Best Way to Format an LMS RFP? There’s currently no standard format or tool for building an RFP. Clearly outline your learning requirements as they apply to your use case. Use a Word document, a spreadsheet, or both - A word document makes it easier to include detailed information (for both the client and the vendor) - A spreadsheet will make it easier to perform a structured comparison
- 30. What Should You Expect Vendors to Include in the RFP Response? Vendor profile information E.g., contact information, key differentiation Pricing information Based on your specific use case(s), implementation requirements, etc. Any other information that will demonstrate the value of their solution for your particular use case E.g., customer references, case studies In addition to providing answers to your questions about their solution’s learning, security, and implementation requirements, the vendor might include:
- 31. TIP: Use an LMS RFP Template Advantages of using an LMS RFP template: • Provides a good starting point for building an RFP • Helps to build a thorough list of questions • Speeds up the RFP process Note: When using a template, go through all of the learning requirements listed and modify them according to your own use case.
- 32. Free LMS RFP Template Download it here: https://www.docebo.com/elearning-lms-resources/ Note: We’ll send our free LMS template to all webinar registrants! Keep an eye on your inbox. Part A: Client Information To be completed by the client – provide information about your use case, learning objectives, etc. Part B: Vendor Response To be completed by the vendor – contains questions about their solution regarding learning, technical/architecture, security, and implementation requirements.
- 33. Questions? Mark Smith CEO & Chief Research Officer Ventana Research Lee Collier Senior Account Executive Docebo
- 34. Thank you!
- 35. Streamline the LMS selection process. Download our free LMS RFP template today!