We are a financial and insurance services provider and are looking for suitable software for our seminar management. Furthermore, this software should also include e-learning features for webinars. It should be web-based and capable of handling more than 10,000 participants annually in in-person seminars, webinars, and WBT (Web-Based Training). We currently do not have any software in place.
We have the following requirements for the software:
Participant/User View
- User Account- Registration option (create user account) / User data including contact information / Create role or task within the bank; synchronization with the representative database. Does the service provider offer a suitable interface?
- Overview of Public Training Courses - Overview of the training courses offered, including a brief description, duration, dates, course content, objectives, prices, CPD hours, and format
- Contact - Contact information for the organizer
View for internal employees
- Internal registration - should be able to log in with their account or be logged in automatically (SSO). – TARGET-USE-CASE
- SAP LSO interface (overview)- should be able to find their training courses listed in internal systems (SAP LSO interface) and, if applicable, have LSO integration for data feedback.
- Internal Approval Process - Link for forwarding and approval by the respective manager for binding registration
- Calendar - Entry or import of dates into personal Outlook and team calendars (generation of ICS file)
- Activity Allocation - Enter internal activity allocation (differentiated by sales channel), billing options: RE to bank // internal allocation // participant directly
- Reporting for Managers - Include reporting for managers (certification by IHK/Bafin), MUST-USE-CASE
- SAP LSO Interface (Exchange) - Transfer of training measures to LSO via interface, TARGET-USE-CASE for later phase
Participant View / Registered Users Only
- Manage User Account - Manage user account data
- Detailed Overview of Training Offers - Detailed display of each individual training offer
- Values
- Time
- Date
- Location
- Training duration in minutes for training offer (number)
- Number of open spots
- Contact person
- Trainer
- Price, hotel accommodation if applicable at own expense
- Competency areas / Focus areas / Objectives > Seminar description
- Target group
- Provision of training documents - Participant materials (preparation, etc.)
- Filter Overview - Target group sorting (filter with target group-specific offerings), filtering of offerings based on bank loginContact - Contact option for the individual / assigned trainerRegistration Process - Booking option / registration for training offerings
- Participant Dashboard - Display / overview of registered training sessions / training offerings per user (dashboard)
- Cancellation Process - Option to cancel booked training sessions / training offerings
- Addressing - Distinguish between billing address and email address during the query
- Feedback and Evaluation - Feedback on attended training sessions (including evaluation option) Goal: Evaluation within the training academy, adjustment of content if necessary, feedback for trainers, and alignment with participants’ expectations. Design still open: From star ratings to more complex evaluations. Both options are possible. No concrete proposal available. Open to suggestions.
- Knowledge assessment - Knowledge assessment per training course (may also be necessary for scoring / continuing education hours for the course) --> Learning success assessment; the technical process must still be defined by trainers / Training Academy
- Notification - Active notification (e.g., via email) regarding remaining training hours (IDD requirement = 15 training hours) at year-end, with participants able to view this information at any time; e.g., well-informed about the balance, notification at 15 hours: “Goal achieved”
- Recommendation - Recommendations for other training offerings: “Others also booked” “This goes well with...” TARGET USE CASE
- Registration process (confirmation) - Receipt of a registration confirmation (invitation) after registering for a training offering; IDD-compliant
Items to note
- Invitation Process for In-Person Training - F2F invitation: Date, duration, location, participants, hotel, directions, trainer profile, dress code, evening event, description of the training according to IDD criteria, contact person, etc.
View: XYZ Training Academy
Training administration
- Create new training courses - Technical definition of a course (course title, number of training dates, training dates, max. participants, …)?
- Edit existing training courses
- Cancel training course
- Administration of master data
- Maintain training locations (hotel, on-site, etc.)
- Maintain trainer(s)
- Maintain training materials
- Maintain costs
- User Management - Implement user management for maintenance and upkeep of user accounts; GDPR-compliant – MUST-HAVE
- Integration of webinar registrations
- Webinar tool / LMS in seminar management - Integration of the external webinar tool (registration) into seminar management. The user should not have to register a second time for the webinar in the webinar software (consistency) Joint administration and a single login; ONE system is not strictly necessary. Recommendation: Modular building blocks: this ensures the systems remain flexible for future updates and prioritizes the respective benefits for users (trainers / participants). Processing of Seminar Payments Payment processing should, if possible, be handled via an internal (existing) system. In the initial phase, we would also be open to other solutions. The listed activities should have a high degree of automation to minimize the resources tied up in these tasks.
- Invoice - Sending a formally correct invoice to the training participant or their institution
- Payment Receipt - Verification of payment receipt
- Complaint - Complaint regarding missing payment / reminder -> Mr. Smith
- Alternative Payment Options (?) - Provision of alternative payment options: Invoice and credit card are sufficient
- Reporting - Examples, templates?
- Dashboard as an overview for admins and trainersOverview of training courses offered
- Display of registrations per training course / utilization
- Display of capacity utilization per trainer
- Display of registrations per banking partner / per sales division / per organizational unit - Lead generation The assignment of bank employees/field sales representatives can be performed via SAP ICM (statement by Ms. Mustermann); in a later (?) expansion phase, this information should also be able to be provided via the XYZ-CRM system, which is still to be developed.
- Lead as email notification to AD-MA – Information email to the assigned field representative upon booking or completion of a training session by the bank employee – MUST-USE-CASE – Use case: On-site support / Transfer assurance / Employee info = Sales success!
Contacts
- XYZ-CRM Interface - the data of registered users should be imported into the XYZ CRM
- SAP ICM Interface - Assignment of the assigned sales representative to the registered user MUST-USE-CASE, inclusion of the agency number query in the registration process is necessary!
Trainer View
- Display of assigned training sessions (+ calendar) - Display of current processing status (invitation sent …)
- Editing training sessions - Overview / Printout of participant list / Registration status
- Exchange platform for trainers / participants - Forum per training session as an exchange platform for seminar preparation and follow-up. Currently still open as to how the exchange can / should be implemented (offline forum or live forum (chat functionality)).
Bank Partner View
- Accessibility - Accessible portal / restricted to own organization with specific user role
- Personalization per bank (branding)
- Overview / Reporting - Overview and reporting on number of registrations, completed training sessions, training hours, evaluations, and costs of training programs for own employees; not relevant for bank management. Should be managed via the collaboration system with financial institutions and the responsible sales division.
- Calendar - “Calendar” showing the number of training sessions or training activities per calendar day
- Metadata Interface - Provision of statistical data for the bank’s own systems via an open interface
- Notification - Notifications, e.g., reminders regarding missing training hours; registrations; cancellations; non-attendance (of the bank’s own employees)
- Usability within the bank’s own IT infrastructure
- Bank Approval Process - Verification (“approval”) of the booked training course (especially for paid training courses)
Technical Requirements
- Compatibility - The application must run on all computers/devices. Compatibility with all major browsers: Google Chrome, Internet Explorer, Microsoft Edge, Opera, Firefox
Portal or app solution? A portal solution is considered the best approach to better support the functions of the various roles (administrator, trainer, participant, banking partner). If necessary, a linked app can also be used as an additional information medium.
MUST-USE-CASE: Portal solution with responsive design
- Integration with XYZ Extranet - integration with the restricted area (extranet) of the website for collaboration with financial institutions is planned; the restricted area, the extranet, has not yet been implemented. However, it is conceivable that users logged in there could also access the seminar management area without having to log in again. If applicable, the seminar management area is part of the restricted area / extranet
- Availability - Seminar management must be accessible to users 24/7 if possible MUST-USE-CASE
- Backup / Data Backup Concept - The data must be backed up. The data (and databases) associated with the application must be backed up and fail-safe. Unprotected access from external sources (hackers) must not be possible. Entered user data (login; user management; ...) must be protected.
- Data Protection - Data protection requirements must be met - No coordination has yet taken place regarding the current state of technical implementation. Note: Specifications from IT Security Management (IT/IDR), Max Mustermann (in the project)
- Interfaces to Internal Systems - e.g., SAP HR (personnel data ID); SAP FSCD (postings); to a CRM system still to be built
- Interface / Data Export - Data export to third-party systems (interfaces); for individual further processing in MS formats (Excel); the goal and purpose is to fulfill previously unclarified requests from banking partners. It must be possible to perform a decentralized analysis of the data available in the system, as not all requests are known or can be known at this time. Data protection requirements not yet clarified
A maximum of five software workstations (with full access rights) are planned. The solution must be capable of processing more than 10,000 participants annually in in-person seminars, webinars, and WBT (Web-Based Training).
A requirements specification including diagrams can be requested from SoftGuide if necessary.