Procurement: Course Booking Manager High Level Requirements Documentation (DRAFT)

Course Booking High Level Requirements Documentation (DRAFT)

Purpose: The purpose of this document is to identify the requirements for Course management functionality required by Health Education England (HEE).    

Background:  HEE uses Course management functionality to manage postgraduate doctors and dentists in training.  HEE wishes to identify a system to provide similar functionality to maintain business activities.

Structure of the document: This document is broken down into several parts described below:

• User requirements – these are the user requirements that need to be fulfilled.
• Technical and non-functional requirements – these are the more technical facing criteria that are required
• User Support – these are Non – functional requirements to support user of the system

  ADMIN

  Add Event Options (accommodation, sessions, subsistence, workshops, multiple time slots)

  Allows alterations of permissions per user (e.g. permissions to edit events, produce reports, permissions and which event types assigned to [BW1] )

  Allows a user to attach document files to courses (Word, PowerPoint, Excel, PDF etc.)

  At a glance view of delegate places and total bookings per upcoming event

  The ability to block book trainees onto a type of courses.

  The ability to book events.

  The ability for courses and events to be hidden from online public view

  Create a Course and see course information (with the ability to set control aspects such as setting minimum and maximum number of delegates and types, timings, venue and course information, published dates, course and venue fees).

  Create Users Role such as admin, delegate, speaker and trainer.

  Create, Modify, Store and Print Evaluation / Surveys

  Email Management functionality to include both manual and automatic notification, the ability to create and edit email templates and a record of who an email has been sent to. The ability to do targeted emails to specific professions.

  Has multiple event statuses attended, exited, cancelled, in absentia etc.

  Manage all Course Bookings - need to be able to confirm, cancel and mark as pending (Allows for waiting list and able to move delegates across from waiting list to confirmed whether in a manual or automated fashion, prepare name labels

  The ability to manage attendance and identify who has attended.

  The ability to manage CPD - Hours/Points (Display, Edit, Record)

  The ability to manage different delegate record (Add, Edit, Delete)

  The ability to manage online payments, including aspects such as manual payments for bookings, transferring booking payments to another course, view payment status of delegates and refund payment (BACS)

  Produce reports which identify topics such as - (finance, attended, cancellations, master spreadsheet, delegate list, preferred dates, trust, specialty, events (single and multiple))

  Search facility (Can search events future and past and Can filter per specialty and region)

  View all Current and Historical Course and Event list and associated information and data

  Can edit information/wording on certificates for individual events

  Book delegate on to a course

  Upload and delete Documents (course details, invitees' information and time slots, programmes) as needed / upload from spreadsheets from past events

  DELEGATES

  Are able to search for courses

  The ability for delegates to ask questions/seek clarification

  The ability to hold a training record and personal development plan for the individual (for external training as well as training done through HEE). This includes aspects such as CPD and being able to store these details.

  Manage own course booking/s, including registration and cancellations, ability to request refunds, view own bookings, edit personal details and identify any special requirements such as dietary, mobility or accessibility and book accommodation

  Are able to pay for bookings online and access receipts

  To be able to receive reminder emails sent through the system

  Able to register/ book/ interest in a course (workshop; optional sessions within an event)

  Able to access and download certificates

  Are able to complete event evaluations/feedback forms

  SYSTEM

  Allows flexibility to set different rates for different delegate types

  Auto create Certificates following confirmation, payment & attendance

  Automate confirmation that can be sent to attendees which can be used as a receipt

  Automated and manual Chasers

  Courses can be hidden from online pubic view

  Creates link for invitation only events

  Event to close when event date has lapsed

  Generate Attendance Register/Produce register

  It provides names of those who have booked, attended or both

  It can combine course dates to produce data for multiple events

  It can produce Excel reports

  It holds a waiting list

  It holds an archive of past courses and associated information and data

  It keeps a log of automated emails sent per event

  It produces a bookings list and an automated attendance list

  It produces financial information on fee generation

  It provides a search facility

  It provides the payment status of each delegate

  It uses a quota system for bookings and has a waiting list

  Maxcourse has manager mode which contains the reporting functions (admins can't do this).

  Online evaluations

  Reports can be generated in many forms including preferred dates, Trust, specialty, event title

  Sends automated course confirmation, payment receipt (from WorldPay) and reminder emails.

  TRAINERS

  Allow content and documents to be uploaded (for facilitators and delegates)

  Allow easy way to record actual attendance (tick box)

  Allows a minimum and maximum number of delegates to be specified

  Allows conditions to be set i.e. for a certain price to be available for only a certain time or only a certain 'type of delegates

  Allows costs to be added on to the system once a course has taken place, so the actual costs are recorded

  Allows HEE staff who work remotely to add/see course information

  Allows the attendance to be set through the system one a course has taken place so only those that attended can do the evaluation/print certificates

  Allows you to attach large PowerPoint presentations (Maxcourse currently only allows a certain size)

  Book Course

  Book Events

  Certificates

  CPD

  Request Cancellation

  Request Refunds

  Sets the course to live automatically

  Split into sub groups??? Dream list

  To be able to swap one user in a practice into someone else's place

  Will allow only a certain 'type' of delegate to book onto specified courses

  Manage own Course Booking

  Technical Requirements

  Requires a web browser interface that supports a range of internet browsers including Chrome and Internet Explorer.

  That the application can be used on mobiles.

  Data storage and processing must occur within the United Kingdom.

  The minimum standard for user authentication is username and password.

  The system must have the ability to audit user activity.

  System Interoperability.

  We seek the solution to be delivered via a private cloud model.

  Non-Functional Requirements- User Support

  We would like the supplier to aim to provide their Access Control process (security Requirements; data and system access, Authentication and user access role?) and access to the 24 hours a day, 365 days a year, with core system availability (uptime) between 08:00 – 18:00, Monday to Friday

  We require regular system back up's to be taken and for these to be restorable should there be a need to restore data.

  A full supplier's Business continuity and disaster Recovery plan is in place that aims to restore services promptly.

  To provide user support through the means of either email, online ticketing and phone. Phone support services should be available between core office hours, 09:00 – 17:00.

  That best endeavourers are taken to meet the standards identified by the Web Content Accessibility Guidelines (WCAG) 2.0.

  We do not seek a reseller of software/services.

  Admin/User to have sight of Forward Schedule of Change and outages during releases; defects/bug fixes and Maintenance changes that will impact the Live service.

  Admin/User to be aware of Incident, problem and complaint process.

  Admin/User to be aware of Escalations process/Matrix identifying all escalation points and their contact details; Level 1,2 ….

  We would like to see supplier's Performance Monitoring system, Critical Success Factors (CSFs) and Key Performance Indicators (KPIs) that the supplier has put in place to manage and maintain the service.

  We would like to see supplier's capacity metrics put in place with supplier and supplier provide capacity report.

  We would want to see put in place Business Relationship Management.

  Service Level Requirements (SLR)- Operating Service Level should be in place in order to measure performance. The SLR should outline some of the following as agreed with HEE: Availability Management-  to reflect maintenance plan, Hours of operation, location etc Performance Management - System Response Times, Processing time, query and reporting time Capacity Management - Volumes, scaleability, number of users, concurrent users etc Security Management - User access, Data and system access, authentication, User Access Role etc Service Desk Change/backup and recovery Management  Incident Management Problem Management

  ISOs certificated? ISO 20000, ISO 27001 etc

  System Demo and Manual

[BW1]What does this last bit mean?