Dear Learning Management System Providers

December 07, 2009

Dear Learning Management System Providers:

The Pennsylvania Liquor Control Board (PLCB) is seeking to purchase or subscribe to a Learning Management System (LMS) software application. As an initial step in the procurement process, this Request for Information (“RFI”) has been prepared to assist the PLCB in fully understanding the software functionality that is available in the marketplace, as well as opportunities that exist for hosting eLearning as a leased service from a Software as a Service (SaaS) provider.

This Request for Information (RFI) is intended to solicit information from vendors regarding the types and capabilities of currently-available Learning Management Systems (LMS). As part of your response, please address how your proposed solution supports the following features/functionality:

 Track completion of training by internal and external users  Measure course usage  Manage logistics & full lifecycle of instructor-led training  Manage delivery of eLearning courses, including registration, assessment, hosting, and course evaluation  Ability to host live/interactive training sessions  Ability to offer Self-registration and scheduling of eLearning and instructor-led courses  Sharable Content Object Reference Model (SCORM) compliance and compatibility  Assess and collect tuition payments from external users in a Payment Card Industry-compliant (PCI) manner  Ability to host and store training materials and other pre-requisite information that can be viewed online prior to course registration, as well as during an online (live) eLearning session  Self-maintenance of user password information  Centralize PLCB learning functions into one system from existing legacy training systems  Develop and administer CBT/WBT/Podcast training courses  Test for user knowledge  Communicate with other eLearning platforms/systems  Produce a certificate of course completion for external users  Provide live/online help and Instant Messaging (IM) capabilities to internal and external users  Release site news to registered users and component groups of users . Our hope is the strategies and solutions identified in the responses will assist the Pennsylvania Liquor Control Board (PLCB) in selecting and implementing an LMS application for use by the PLCB and its industry partners. As part of your submission, the PLCB may seek to schedule time to allow vendors to present their product to key PLCB stakeholders.

If you wish to respond, please submit the requested information in the format identified in Part III of this Request for Information (RFI). Although the PLCB may ultimately issue a Request for Proposals (RFP), Invitation for Bids (IFB) or use other procurement vehicles, based on information gathered from this RFI, there is no guarantee this will occur.

1 Please submit your responses to:

Mr. Matthew Bembenick C/O Bureau of Procurement Pennsylvania Liquor Control Board Northwest Office Building - Room 413 910 Capital Street Harrisburg, PA 17124-0001 E-mail: [email protected]

Due date for responses shall be January 22, 2010 at 2:00 PM EST.

Sincerely,

Matthew Bembenick Special Assistant

2 Request for Information (RFI) For Learning Management Systems (LMS) ______

Issued by: Pennsylvania Liquor Control Board December 07, 2009

PART I: GENERAL INFORMATION

OVERVIEW

The purpose of this Request for Information (RFI) is to allow vendors to 1) describe the capabilities, scalability, and estimated costs associated with their proposed LMS solution, 2) provide a recommendation regarding the purchase of or lease (via a SaaS provider) of the proposed LMS solution, 3) upon request, to present the proposed solution to key PLCB stakeholders, and 4) to allow PLCB staff to review and “test drive” the available products and/or services. This will allow the PLCB to determine which LMS application best meets the needs of the PLCB and its industry partners.

The PLCB intends to use a learning management system to deliver training, track the completion of training courses, and to assess development for two primary user groups. Those groups are most easily identified as the internal PLCB employee population of approximately 5,000 individuals – who work in over 630 worksite locations statewide – and a large, transient external group of unknown size (constantly changing/never static) connected to the PLCB’s industry partners. The individuals comprising the external group are employed by licensees – bars, clubs, restaurants, and similar establishments – who are authorized to sell alcohol in the Commonwealth of Pennsylvania. Given the nature of the external user group, it is likely that members of this group will enroll and complete a PLCB training course just once.

Moving forward, the PLCB would like to 1) standardize its external training curriculum, 2) have it be accessible on the Internet, including the option to charge a fee for access to the training curriculum, 3) be able to schedule face-to-face training via the eLearning solution, 4) have the ability to schedule mandated training, and 5) track all training (internal and external) that is conducted – whether by the PLCB or by an approved third-party vendor.

As part of this initiative, the PLCB plans to replace multiple existing methods for tracking user training. Thus, there is a need to migrate historical data from the PLCB’s legacy systems.

Any equipment demonstrated or included in presentations must work with the Microsoft Office Suite software and operating system.

3 TIMELINE

RFI timeline dates are as follows:

 RFI Available to Interested Respondents on December 07, 2009.  Provider RFI Responses Due to PLCB on January 22, 2010 at 2:00 PM EST..  Demonstrations/presentations completed by the end of February, 2010

RESPONDING INFORMATION

If you wish to respond, please submit your response in the format requested in Part III of this RFI. Although the PLCB may ultimately issue an RFP or ITB on the basis of the information gathered from this RFI, there is no guarantee that this will occur.

SUBMISSION COSTS

The PLCB is not liable for any cost or expenses incurred by the providers in the preparation and submission of their responses related to this Request for Information, nor for the demonstrations or presentations.

RESPONSE SUBMISSION

Please prepare responses simply and economically, providing straight-forward and concise descriptions. Responses should consist of a complete response using the general format provided in Part III of this RFI.

PROPRIETARY INFORMATION

Responses will be held in confidence and will not be revealed or discussed with other responders. All material submitted becomes the property of the PLCB and may be returned only at the PLCB’s option. Responses submitted may be reviewed and evaluated by any persons at the discretion of the PLCB, except competing vendors. The PLCB has the right to use any or all ideas presented in the submission in the future formulation of an RFP or ITB document.

PART II: WORK STATEMENT

Through issuance of this RFI, the PLCB seeks to address not only the external training issue described above, but also to understand the overall capabilities of the vendor’s proposed LMS solution. Your response must address the ability of your system/solution to do the following:

 Create/load new training curriculum and courses  Update existing training curriculum and courses  Provide the training to employees and external users – via live/interactive training, CBT/WBT, Podcast, or other methods

4  Manage delivery of eLearning courses, including registration, assessment, hosting, and evaluation for internal and external users  Moderate users of live/interactive training sessions  Track completion of training by internal and external users  Produce reports, both standardized and ad hoc – including reports on course usage  Produce a certification of course completion for external users  Import historical training data  Export training data to CSV or ASCII files  Assess and collect payments from external users in a Payment Card Industry- compliant (PCI) manner  Ability to use/interface with IBM StorePay application  Ability to use/interface with Oracle User Productivity Kit (UPK) software  Allow for self registration and scheduling of courses  Sharable Content Object Reference Model (SCORM) compliance and compatibility  Ability to host and store training materials and other pre-requisite information that can be viewed online prior to course registration, as well as during an online (live) eLearning session  Self-maintenance of user password information  Provide live/online help and Instant Messaging (IM) capabilities to internal and external users  Release site news to registered users and component groups of users  Translate written training curriculum into alternate languages (e.g. English to Spanish)

Upon request, vendors may be asked to provide demonstrations or presentations of the proposed system. These demonstrations will take place at mutually agreeable times, either on the PLCB’s premises or at a vendor-provided site within a reasonable driving distance of the PLCB.

The goal of these demonstrations/presentations is to allow the PLCB to see and operate the system. This will allow the PLCB to determine the general types of systems and their features, such that the PLCB may purchase or lease systems/services through an RFP, ITB or other means. The goal is not to choose specific vendors or products through this RFI; it is to set preferences.

The PLCB would like to complete all demonstrations or presentations by the end of February 2010.

5 PART III: REQUEST FOR INFORMATION FORMAT

COVER LETTER

A cover letter must be provided with your RFI response. Please include an introduction of your company, the name, address, and telephone number of the person to be contacted, along with others who are authorized to represent the company relating to this RFI submission. The letter should also indicate who will be the main contact for scheduling demonstrations or presentations.

A. CONCEPTUAL SOLUTIONS AND STRATEGIES

Please describe one or more strategies for implementation of an LMS system in PLCB facilities, either by purchase or lease (via a SaaS provider). Descriptions should include:

1. An overview of the design and capabilities of the proposed LMS system (please be inclusive of all possibilities your company deems to be viable solutions to these problems.)

2. A detailed explanation of how your system will: a. Create/load new training curriculum and courses b. Update existing training curriculum and courses c. Provide the training to employees and external users – via live/interactive training, CBT/WBT, Podcast, or other methods d. Manage delivery of eLearning courses, including registration, assessment, hosting, and evaluation for internal and external users e. Moderate users of live/interactive training sessions f. Track completion of training by internal and external users g. Produce reports, both standardized and ad hoc – including reports on course usage h. Produce a certification of course completion for external users i. Import historical training data j. Export training data to CSV or ASCII files k. Assess and collect payments from external users in a Payment Card Industry-compliant (PCI) manner l. Ability to use/interface with IBM StorePay application m. Ability to use/interface with Oracle User Productivity Kit (UPK) software n. Allow for self registration and scheduling of courses o. Sharable Content Object Reference Model (SCORM) compliance and compatibility p. Ability to host and store training materials and other pre-requisite information that can be viewed online prior to course registration, as well as during an online (live) eLearning session q. Self-maintenance of user password information r. Provide live/online help and Instant Messaging (IM) capabilities to internal and external users s. Release site news to registered users and component groups of users

6 t. Translate written training curriculum into alternate languages (e.g. English to Spanish)

Your answer should be as detailed as possible, and should provide information on the scope, timing and extent to which you believe each of the above-identified requirements will be achieved within the PLCB system. Supporting documentation and studies relating to implementations in PLCB facilities (or similar retail environments) are specifically requested.

3. An explanation of the minimum supported high speed connections necessary for users, as well as a description of the ability to scale the service upward. Please include route maps and topology design for each technical architecture alternative that could be deployed. See APPENDIX B for a summary of the PLCB’s Information Technology Environment.

4. An explanation of the number of users that can access and train on the system concurrently, before software, hardware, or hosting performance is adversely affected.

5. A plan for perpetuity and information on future support issues.

B. FEASIBILITY ASSESSMENT

Please describe the barriers and challenges to a successful implementation of your system. This section should provide:

1. Information on the primary barriers your company has faced during LMS system implementations and how these barriers were overcome;

2. Information on potential barriers you have tentatively identified, based on your review of this document, to a successful implementation within the PLCB system; and

3. Suggestions on what the PLCB can or should do now in order to prepare for a possible implementation of an LMS system.

Please include contact information for other liquor control boards or similarly-sized retail operations in which your company has implemented the latest release of the exact LMS platform/application you are recommending.

C. COST AND SCHEDULE ESTIMATES

Please provide cost range estimates for the possible strategies and solutions as well as schedule estimates. Cost estimates should include any possible upgrades and new licenses for additional software, as well as any potential cost escalation factors associated with leasing via a SaaS provider. Cost estimates normalized to a cost per user should also be included. Also please provide estimates for PLCB staff hours and other resources required, both for implementation and for ongoing maintenance.

7 Supporting documentation for cost savings for previous projects must be included.

D. OTHER RELEVANT CONSIDERATIONS

Include other relevant information such as:

 Ideas and suggestions that provide approaches to designing, developing, acquiring, operating, and managing the large scale deployment.  The extent to which the proposed deployment will provide open access to other users or providers.  Does your proposed solution offer open development language, or proprietary development language?  What post-implementation costs will the PLCB potentially incur if implementing your proposed LMS solution?  Describe your 3rd Party Partner relationships.  How many clients are using the latest release of the exact LMS platform you are recommending? Provide references using the exact version of the software you are proposing as the recommended solution.  What impact will customizations have on future LMS application upgrades?  Describe your support and development services (including location and escalation process.)  How will integrations be supported on future releases?  Provide product release notes for the previous 12 months and next 12 months.  Describe any major changes that currently effect or are anticipated to effect your organization. How have these changes impacted your clients?  How does your licensing model support infrequent users?  Other information deemed relevant by the business

The purpose of this RFI is to gather information about the goals discussed above. To the extent simplifying assumptions are needed, respondents are encouraged to make and document such assumptions in their responses.

8 APPENDIX A

OVERVIEW OF THE PENNSYLVANIA LIQUOR CONTROL BOARD

The PLCB is a multi-faceted agency responsible for the sale and control of alcoholic beverages throughout the Commonwealth of Pennsylvania and is one of the largest purchasers of wine and spirits in the country. The PLCB operates approximately six hundred thirty (630) retail outlets within a category management business model, directly employing approximately 5,000 Pennsylvanians. In terms of revenue, the PLCB generates over $1.8 billion USD in gross earnings annually, with a net benefit to the citizens of Pennsylvania of over $500 million USD including profit and taxes.

Operating with a “zero tolerance” policy on sales to minors and intoxicated persons, employees perform in excess of one million age verifications annually on over 51.3 million-plus annual retail transactions. Information on the responsible use of alcohol for adults of legal drinking age is regularly distributed through the stores and by the PLCB’s Bureau of Alcohol Education.

In addition, the Board works with its industry partners to issue, renew, or validate approximately twenty-one thousand (21,000) liquor licenses annually.

MISSION:  Our mission is to administer the Commonwealth’s beverage-alcohol industry through our stores and our licensees; promote responsible beverage-alcohol consumption’ provide customers with access to the world of beverage-alcohol through product availability and information, and courteous and knowledgeable service, and to maximize returns to the people of Pennsylvania.

9 APPENDIX B

LCB Training Information Technology Environment Summary Technology Category PLCB Current PLCB Future Direction Licensee Current Environment Environment Desktops, Laptops and Notebooks Hardware Dell, as per DGS* **** Per DGS statewide Will vary by licensees. Statewide Contract contract Most likely Windows based PCs, but could also have Macintoshes. Operating Systems Windows XP **** Per OA ITB Windows XP, Windows Vista and Mac OS X Browsers Internet Explorer **** Per OA ITB

Server Not relevant for SaaS Not relevant for SaaS (Software as a Service) (Software as a Service) solutions solutions Network Server  IBM p series Hardware  IBM x series  VMware

Network Server IBM AIX Software Window 2003 Server and Advanced Server SuSE Linux

Data Base Not relevant for SaaS Not relevant for SaaS Management Systems (Software as a Service) (Software as a Service) solutions solutions Database  Oracle Management Systems  SQL/Server

10 Technology Category PLCB Current PLCB Future Direction Licensee Current Environment Environment Applications Personal Cannot be determined. Productivity There is no requirement that licensees have Tools particular productivity tools. Office Productivity Mostly MS Office 2002 **MS Office 2007 Suite Word Processing Microsoft Word 2002 ** MS Word 2007 Spreadsheet Microsoft Excel 2002 ** MS Excel 2007 Presentation Microsoft PowerPoint ** MS PowerPoint 2007 Graphics 2002 Diagramming Microsoft Visio 2007 ** Visio 2007 Organization Microsoft Visio 2007 ** Visio 2007 Charts Messaging and Mostly MS Outlook 2002 ** Combination of Outlook Calendaring Web Access & Outlook MS Outlook '97 and '98 Desktop MS Access 2002 ** MS Access 2007 Database Internet Browser Mostly MS Internet ** MS Internet Explorer 6.0 Explorer 6.0 SP1 SPI or greater User Development Not relevant for SaaS Not relevant for SaaS Tools (Software as a Service) (Software as a Service) solutions solutions Report Writers Crystal Reports, *** Crystal Reports, Oracle Reports OraOracle Reports

Other Tools Project Limited MS Project 2007 ** Limited MS Project Management 2000 and 7 Middleware and  IBM MQ Series ** IBM MQ Series System ** MS Soap Integration (not relevant for SaaS solutions) Groupware Some calendaring and ** MS Exchange scheduling

11 Technology Category PLCB Current PLCB Future Direction Licensee Current Environment Environment Development Tools Not relevant for SaaS Not relevant for SaaS (Software as a Service) (Software as a Service) solutions solutions Prototyping and Microsoft Visual Studio Microsoft Visual Studio Joint and .NET and .NET Oracle JBuilder Oracle JBuilder Application Development (JAD) Testing and HP Load Runner HP Loadrunner Debugging Programming Visual Basic, Java, ** Visual Basic, Java, Languages PL/SQL PL/SQL Web  MS Visual Studio  MS Visual Development 6.0 Studio.NET  MS Visual  Oracle Application Studio.NET Framework  Oracle Application  Dreamweaver MX Framework  Dreamweaver MX

Systems Management Not relevant for SaaS Not relevant for SaaS Tools (Software as a Service) (Software as a Service) solutions solutions Version Control  MS Visual SourceSafe  MS Visual SourceSafe  CVS  CVS

Job  Appworx ** AppWorx Scheduling/Output Management

12 Technology Category PLCB Current PLCB Future Direction Licensee Current Environment Environment Systems Management 100 % of desktops run * 100% of desktops Server SMS 2.0 Client Agents running SMS 2003 Client Agents. ** Upgrades to desktop software achieved via SMS software distribution jobs. Security Not relevant for SaaS Not relevant for SaaS Cannot be predicted. (Software as a Service) (Software as a Service) Varies by licensee. The solutions solutions LCB imposes no restrictions on its licensees Operating  Currently use security  Currently use security Systems inherent in each inherent in each operating system operating system  Note: Use Network  Note: Use Network Associates (McAfee) Associates (McAfee) for desktop virus for desktop virus protection and protection and intrusion detection. intrusion detection. Applications and  Custom per  Follows all PCI Database application; standards and OA  Generic IDs are not ITBs. permitted

Network  Use firewalls  Follows all PCI  Checkpoint standards and OA  Use authentication for ITBs business partners, internet access and remainder of Commonwealth

Communications Protocols TCP/IP (RFC1720- to * TCP/IP Cannot be predicted for evolve) *** Current DPW licensees. approach is consistent with industry standards Bandwidth Internet facing servers for Cannot be predicted for the LCB have 100Mbps licensees. full-duplex Printers LAN HP, and Postscript *** Current LCB approach Cannot be predicted for compatible. is consistent with OA/OIT Licensees standards and DGS statewide contracts