We are two affiliated financial service providers and are looking for software to manage our employees’ professional development. One of our organizations has its own training department, which also intends to use the software as a “training provider” or for training administration.
The software must meet the following requirements:
- Management of professional development programs
- All master data for employees and trainers must be able to be entered by an administrator.
- Trainers should be able to easily add to master data.
- It must be possible to define a unique employee identifier.
- Participants should be able to create training sessions themselves.
- Participants can register for or pre-register for training themselves.
- Employees from outside the company can be recorded.
- An approval workflow for training sessions should be defined.
- Participants can view the current registration status.
- A participant history must be maintained (development plan).
- Trainer master data must be able to be entered.
- Trainer costs must be able to be recorded in detail (travel expenses, preparation costs, etc.).
- A trainer should be able to cancel or reschedule a training session.
- Seminar fees must be recordable.
- Recurring training sessions and dates must be storable as repeat training sessions.
- Training sessions must be automatically assigned to employee groups and managed (mandatory training).
- Different types of training must be recordable.
- A budget ceiling can be set. A warning can be issued if this ceiling is at risk of being exceeded.
- A training waiting list should be created, and warnings or notifications should be provided when a training session is fully booked.
- Participants should be able to cancel or reschedule training sessions.
- There can be an automatic process for filling vacancies from the waiting list.
- There should be automatic registration and booking confirmations via email.
- There should be warning messages in case of double bookings for trainers or participants.
- There can be a calendar including a display of holidays and a current training overview.
- Various feedback form templates should be available.
- Feedback forms must be sent automatically after x days.
- Trainers should be able to customize or create feedback forms themselves.
- Roles and Permissions
- HR and IT must be granted administrator rights.
- There must be an authorization concept.
- There must be employee and trainer roles; there should also be a supervisor role.
- General
- Absences or availability (vacation, illness, etc.) can be linked to booked seminars (cancellation automatically releases the booked spot).
- Absences or availability (vacation, illness, etc.) can be recorded and analyzed.
- Employee skills should be storable and analyzable.
- Reporting and Controlling
- Reports should be able to be created by trainers.
- Access to raw data should be possible, and users should be able to generate reports.
- Clear textual or tabular analyses must be able to be generated.
- Clear graphical analyses should be able to be generated.
- Evaluations must be performed by administrators and can be performed by managers or employees.
- Reports should be able to be generated on a periodic basis or ad hoc.
- It should be possible to distinguish between internal and external expenses or costs.
- It must be possible to evaluate feedback forms according to various criteria.
- Daily rates (or internal billing rates, if applicable) must be evaluable.
- It must be possible to classify training hours by in-person and online sessions.
- A learning progress report (with automatic comparison of planned and actual training) can be generated.
- An employee’s individual training credit can be applied.
- An employee’s individual training budget can be reported.
- Interfaces
- MS Outlook
- MS Excel
- possibly MS PowerPoint
- MS Access
- Interflex (internal time tracking)
- SAP
- Paisy
- API interface
- Raw data interface
- Moodle (learning management system)
- A mobile version (good display of the page on small laptops, tablets, smartphones, etc.) must be supported.
- Dashboards, booking options, etc., can be available via a mobile app.
- Synchronization can be implemented in a resource-efficient manner.
- The system can be multi-tenant.
- The application should be cloud-based or SaaS-compatible.
- The server containing the data must be located in Europe.
- A technical security and/or authorization concept for connecting external employees and service providers can be in place.
- Support
- End-user support and 2nd-level support from the provider must be available.
- It must be possible to purchase consulting and customization services from the provider.
- Company-specific customizations by the customer should be possible independently.
- Further development of the tool may take place at regular intervals. As a customer, one can influence further development.
- A standard maintenance contract must be in place.
- User training must be provided.
Approximately 8 software workstations are planned. If necessary, approximately 1,000 employees (and trainers) should have limited access to the system.
Note from SoftGuide:
The requirements can also be requested from SoftGuide in the form of a requirements specification.