Session # 403– Creating Effective and
                              Selective E-Learning RFPs
Desired Knowledge or Experie...
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Checklist for a Selective and Effective Winning E-Learning RFP
When creating an e-learning proposal, you must first examin...
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RFP Outline
      Cover Page
      -RFP Title, Number, Due/Issue Date, Contact Info.

      Invitation to Bid
      -Proje...
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Creating Effective And Selective E Learning Rf Ps

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Creating Effective And Selective E Learning Rf Ps

  1. 1. Session # 403– Creating Effective and Selective E-Learning RFPs Desired Knowledge or Experience: Working knowledge of e-learning terms and concepts as well as an understanding the basic elements of a business proposal Objectives: By the end of this session you’ll be able to: 1. Apply a proven methodology for designing an e-learning RFP. 2. Develop explicit, accurate requirements. 3. Streamline the vendor selection process. Your Instructor: Karl M. Kapp, Ed.D., CFPIM, CIRM, is a scholar, consultant, and expert on the convergence of learning, technology and business operations. His background teaching e-learning classes, knowledge of adult learning theory, and experience training CEOs and line staff provide him with a unique perspective on organizational learning. Karl works as a learning consultant helping organizations to develop e-learning strategies, choose Learning Management Systems (LMS), create winning e-learning RFPs, build learning business cases, and evaluate the impact of learning. He also works with e-learning vendor organizations providing expert insight into product directions, market trends, and winning proposal strategies. Karl understands how to promote effective learning within an organization. He received his Doctorate of Education in Instructional Design at the University of Pittsburgh in Pittsburgh, PA. The field of Instructional Design focuses on the systematic design, development, delivery, implementation and evaluation of instruction. As Assistant Director of Bloomsburg University’s Institute for Interactive Technologies (IIT), Bloomsburg, PA, Karl helps organizations such as Aetna, CIGNA Healthcare, Toys “R” Us, the Pennsylvania Department of Public Welfare, Kellogg’s, Merck, BMS and L’OREAL understand how e-learning technologies impact employee productivity and learning. As Professor of Instructional Technology at Bloomsburg University, Karl teaches a unique class. Students are formed into “companies,” write a business plan, receive an e-learning Request for Proposal (RFP), respond with a proposal, develop a working prototype, and present their solution to representatives from various corporations. Karl has written an informative book containing key information about writing and responding to RFPs titled Winning E-Learning Proposals: The Art of Development and Delivery. He is currently working on his third book titled “Gadgets, Games and Gizmos for Learning: Tools for Transferring Knowledge from the Boomers to the Gamers” with Pfieffer which will be released in April 2007. Karl is committed to helping organization’s develop a strategic, enterprisewide approach to organizational learning. He believes that effective education and training are the keys to increased productivity and profitability. Contact Info: Karl M. Kapp Assistant Director, Institute for Interactive Technologies Bloomsburg University 2221 McCormick Center Bloomsburg, PA 17815-1301 570-389-4849 (phone) 570-389-4943 (fax) Email: kkapp@bloomu.edu Web Address: http://www.karlkapp.com Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 1
  2. 2. Slide 1 ________________________________ ________________________________ Creating an Effective and Selective ________________________________ E-Learning RFP ________________________________ Presented by: ________________________________ Karl M. Kapp, Ed.D., Author of Winning E-Learning Proposals ________________________________ Assistant Director, ________________________________ Institute for Interactive Technologies kkapp@bloomu.edu Professor, Instructional Technology Bloomsburg University Slide 2 ________________________________ Objectives/Background ________________________________ ________________________________ You will learn how to Apply a proven methodology for ________________________________ designing an e-learning RFP. ________________________________ Develop explicit, accurate requirements. ________________________________ Streamline the vendor selection process. ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide 3 ________________________________ Resources ________________________________ ________________________________ Slides, Free White Papers on RFPs, Links and Sample RFP. All located at: ________________________________ www.karlkapp.com ________________________________ ________________________________ Winning E-Learning Proposals: The Art of Development & Delivery ________________________________ Department of Instructional Technology and Institute for Interactive Technologies Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 2
  3. 3. Slide 4 ________________________________ Why… Why… ________________________________ LMS ½ Million Dollar Decision ________________________________ Run Training and Development for Next 5-10 Years 50% of companies that own an LMS from a vendor that no longer exists ________________________________ Custom Development Expensive ________________________________ Meeting a Business Need Lots of E-Learning Garbage ________________________________ Off-The-Shelf Lots of E-Learning Garbage ________________________________ Must Perform as Indicated Learners Need to Partake of the E-Learning Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide 5 ________________________________ ________________________________ ________________________________ Poor e-learning start with poor e- ________________________________ RFPs! RFPs! ________________________________ ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide 6 ________________________________ ________________________________ ________________________________ How is an RFP Typically Written? ________________________________ ________________________________ ________________________________ ________________________________ _______________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 3
  4. 4. Slide 7 ________________________________ Problems? ________________________________ Poorly Written ________________________________ Illogical ________________________________ Provide Too Little Detail Not Imaginative ________________________________ Poorly Scoped ________________________________ Don’t Address a Business Need ________________________________ Don’t Follow a Defined Process ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide 8 ________________________________ Defined Process Methodology ________________________________ ________________________________ Appoint Selection Team Receive Proposals Determine Needs and Evaluate Proposals Readiness Arrange Vendor ________________________________ Record Needs and Clarify Presentations Drivers Write RFP Second Narrowing of Vendor Pool ________________________________ Develop Evaluation Site Visits, Background Criteria Checks ________________________________ Review RFP with Select Finalist Legal/Procurement Identify/Contact Vendors Finalize Arrangement ________________________________ Send RFP to Vendors ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide 9 ________________________________ Starting Point ________________________________ ________________________________ Appoint a Selection Team ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 4
  5. 5. Slide ________________________________ 10 Are the Right People on the Team? ________________________________ Who is Should be on the team? ________________________________ Information technology person Upper level business unit directors ________________________________ Ultimate end user of e-learning Representative of Training Team ________________________________ Representative of end-user population Executive Sponsor ________________________________ Legal (as a consultant) Procurement (as a consultant) ________________________________ Outside Assistance (consultant) ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 11 Determine Needs and Readiness ________________________________ ________________________________ Readiness Assessment Financial ________________________________ Technological ________________________________ Cultural Learning ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 5
  6. 6. Checklist for a Selective and Effective Winning E-Learning RFP When creating an e-learning proposal, you must first examine certain elements and key requirements. An awareness of these elements will help you to develop a savvy RFP. Have you identified the business need driving the demand for e-learning? Yes □ No □ Have you conducted a proper analysis of your information technology infrastructure? Yes □ No □ Have you analyzed the current corporate culture to determine the e-learning readiness? Yes □ No □ Have you operationally defined terms like “quality” and “engaging content”? Yes □ No □ Have you determine the types and level of multimedia to be involved? Yes □ No □ Have you developed objective selection criteria to discriminate among vendors? Yes □ No □ Have you clearly listed the objective evaluation criteria? Yes □ No □ Have you determined if the training is synchronous, asynchronous or a blend? Yes □ No □ Have you determined the desired level of initial customer support for your e-learning? Yes □ No □ Have you determined a method of “rolling out” the e-learning? Yes □ No □ Can the vendor help? Yes □ No □ Have you examined your RFP for inconsistencies and eliminated them? Yes □ No □ Have you eliminated unclear or vague terminology in the RFP? Yes □ No □ Have you clearly defined the deliverables and tied them to the time line? Yes □ No □ Have you defined any integration issues within the LMS or LCMS implementation? Yes □ No □ Have you stated what third-party packages must interface with your learning system? Yes □ No □ Have you taken into account the “legal lag”? Yes □ No □ Have you carefully estimated the number of initial learners? Yes □ No □ Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 6
  7. 7. Slide ________________________________ 12 Financial ________________________________ Define the Metrics ________________________________ Cost/Benefit ________________________________ Cost Avoidance Cost Savings ________________________________ Performance Enhancement ________________________________ Examine difficult to quantity benefits ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 13 Technical ________________________________ ________________________________ Current infrastructure Future infrastructure ________________________________ Amount of internal IT support ________________________________ Conflicts for IT resources ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 14 Cultural ________________________________ Impact of shift ________________________________ Learning “ownership” ________________________________ Comfort with computers ________________________________ Managerial support When will learning take place ________________________________ Who commissions the e-learning ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 7
  8. 8. Slide ________________________________ 15 Learning ________________________________ ________________________________ What is the content to be placed online? ________________________________ What behaviors do we want to ________________________________ change? How are our learners used to ________________________________ learning? ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ Record Needs and Clarify Drivers 16 Objectives ABC Bank’s Big Five E- Objectives ABC Bank’s Big Five E- Learning ________________________________ Learning Why embark on this journey? What are the business drivers? ________________________________ •Accurate tracking and reporting •Accurate tracking and reporting How will we know when we are capabilities. successful? capabilities. ________________________________ How will the business know when we are •Generate higher ROI on learning •Generate higher ROI on learning successful? ________________________________ resources. resources. Can our goals be reached some other way? ________________________________ •Tie learning to job performance. SWOT Analysis job performance. •Tie learning to •Offer equal opportunity of world class ________________________________ •Offer equal opportunity of world class learning solutions to all team members. learning solutions to all team members. ________________________________ •Standardize delivery and curriculum. •Standardize delivery and curriculum. Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ Write RFP 17 ________________________________ Deliverable Style Sheet for Team Provided Date Describe Business Need ________________________________ Confidentiality Provided Outline for Vendor Statement Due 05/01/04 Operationally Defined Terms ________________________________ Interactivity Quality Proposal Issued 05/05/04 ________________________________ to VendorsObjective Selection Criteria Listed Identified Customer Support Issues ________________________________ Proposal Due Hosting Options to Consider Identified 06/01/04 Developed Administrative timeline ________________________________ Presentation Account “Legal Lag” Taken into 07/10/04 ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 8
  9. 9. Slide ________________________________ RFP Cover Page 18 Outline -RFP Title, Number, Due/Issue Date, Contact Info. ________________________________ Project Overview Submission Process and Timeline ________________________________ Organization of Proposal ________________________________ Orientation to Business and Strategy -Performance/Business Objectives to be Addressed ________________________________ Audience Description ________________________________ Delivery Environment Technology Infrastructure ________________________________ Content ________________________________ Design Parameters and Media Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ RFP 19 Outline Quality Assurance ________________________________ Administrative/Maintenance Issues Implementation Schedule ________________________________ Available Materials/Resources ________________________________ Contract/Legal Issues ________________________________ ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 9
  10. 10. RFP Outline Cover Page -RFP Title, Number, Due/Issue Date, Contact Info. Invitation to Bid -Project Overview -Submission Process and Timeline -Organization of Proposal The Business Need -Orientation to Business and Strategy (Context) -Performance/Business Objectives to be Addressed Learning Environment -Audience Description -Delivery Environment -Technology Infrastructure -Organizational Culture Proposed Solution -Content -Design Parameters and Media -Quality Assurance -Administrative/Maintenance Issues -Implementation Schedule -Required Proposal Format Available Resources -Materials -Staff Contract/Legal Issues -Ownership, IP, Disclosures Appendices Source: Based on work of Stan Malcom at http://www.performance-vision.com/rfpshel1.doc Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 10
  11. 11. Slide Evaluation Criteria ________________________________ 20 Key: Key: YSP= Available as part partthe standard package. YSP= Available as of of the standard package. ________________________________ YWC= Available but requires customization. YWC= Available but requires customization. FG= Available in a future release (please provide date). FG= Available in a future release (please provide date). Feature available currentlyYWC FG not aNo Comment No= Not YSP or in the foreseeable future, typical or No= Not available currently or in the foreseeable future, not a typical or easy customization. ________________________________ YSP Date FG easy customization. Feature YWC No Comment Define Curriculum X Date Standard ________________________________ Define Curriculum by Group/Division X Standard by Group/Division Define Curriculum by Sub-Group X Q1 In Development ________________________________ 2005 Define Curriculum to Build a X In Sort & Filter Catalog by Sub-Group for a Specific Group or Curriculum Learner X Q1 2005 Development ________________________________ Sort & Filter Catalog to Build a X Curriculum for a Specific Group or Learner ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide Evaluation Criteria ________________________________ 21 Key: YSP= Available as part of the standard package. ________________________________ YWC= Available but requires customization. FG= Available in a future release (please provide date). No= Not available currently or in the foreseeable future, not a typical or easy customization. ________________________________ Feature YSP YWC FG No Comment Define Curriculum X Date Standard ________________________________ by Group/Division Define Curriculum by Sub-Group X Q1 In Development ________________________________ 2005 Sort & Filter Catalog to Build a Curriculum for a Specific Group or Learner X ________________________________ Sort & Filter Catalog to Build a X Curriculum for a Specific Group or Learner ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 22 Write RFP ________________________________ Include Overview of the Project ________________________________ Submission Process and Timeline Clearly Describe Selection Criteria ________________________________ Identify ________________________________ Technology Infrastructure Audience ________________________________ Specific Needs ________________________________ Be clear, descriptive and precise ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 11
  12. 12. Slide ________________________________ 23 Write RFP ________________________________ ________________________________ Pick the right team Tie to Readiness Assessment ________________________________ Precise description of your needs ________________________________ Evaluate your assumptions ________________________________ Proofread RFP for consistency ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 24 Review RFP with Legal/Procurement ________________________________ Is Timeframe Realistic? ________________________________ Are Proper Processes Being Followed? ________________________________ Have Other Groups Purchased or ________________________________ Considering Purchasing E-Learning or LMS? ________________________________ Are Confidentiality Statements in Order? ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 25 Receive Proposals ________________________________ ________________________________ How Do You Want Them? PDF—means you print (may loose ________________________________ color graphics). ________________________________ Bound—means you carry them and require correct amount. ________________________________ Provide Team with Enough Reading Time ________________________________ Usually Takes 2 or 3 Reads ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 12
  13. 13. Slide ________________________________ 26 Evaluate Proposals ________________________________ ________________________________ Develop Objective Criteria Allow for subjective options ________________________________ Quantify Evaluations ________________________________ Teach the Team to Evaluate ________________________________ Strive for Inter-rater Reliability Consider Likert-Type Scales or ________________________________ Adding more value to some criteria. ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 27 Proposal Evaluation Process ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 28 Arrange Vendor Presentations ________________________________ Develop an Agenda ________________________________ Look for Listening Skills and ________________________________ Flexibility Create Evaluation Sheets ________________________________ Ensure All Topics are Covered ________________________________ Provide a Script Provide a List of Question to Address ________________________________ You Need More Time Than You Think ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 13
  14. 14. Slide ________________________________ 29 Narrow List of Vendors ________________________________ ________________________________ Tell Vendors Quickly of Your Decision ________________________________ Explain “Why” ________________________________ Could give second chance Ends constant revisits ________________________________ Tally Scores and Objective Criteria ________________________________ but Discuss/Document Intangibles ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 30 Site Visits, Background Checks ________________________________ Vendor Provided ________________________________ Follow Vendor Protocol Surprisingly Honest Not Vendor Provided ________________________________ Professional Groups Industry Peers Local Colleges, Universities ________________________________ Chamber of Commerce Questions Implementation ________________________________ Hosting Customer Service Adherence to Timelines ________________________________ Unanticipated Costs Best Practices ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 31 Select Finalist ________________________________ ________________________________ Document Reason for Selection Share the Decision with Executives ________________________________ Let Finalist Know Let Legal Department Know ________________________________ Begin Negotiations ________________________________ Legal Lag Bring Together Lines of Business and Legal Department Representatives ________________________________ Finalize Agreement ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 14
  15. 15. Slide ________________________________ 32 Defined Process Methodology ________________________________ ________________________________ Appoint Selection Team Receive Proposals Determine Needs and Evaluate Proposals Readiness Arrange Vendor ________________________________ Record Needs and Clarify Presentations Drivers Write RFP Second Narrowing of Vendor Pool ________________________________ Develop Evaluation Site Visits, Background Criteria Checks ________________________________ Review RFP with Select Finalist Legal/Procurement Identify/Contact Vendors Finalize Arrangement ________________________________ Send RFP to Vendors ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 33 ________________________________ ________________________________ Then the Fun Begins… Begins… ________________________________ ________________________________ ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Slide ________________________________ 34 ________________________________ ________________________________ Implementation…but that’s Implementation… that’ ________________________________ another story ________________________________ ________________________________ ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies copyright 2006 Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 15
  16. 16. Slide ________________________________ 35 Questions ________________________________ ________________________________ Slides, Free White Papers on RFPs, Links and Sample RFP. All located at: ________________________________ www.karlkapp.com ________________________________ ________________________________ Winning E-Learning Proposals: The Art of Development & Delivery ________________________________ ________________________________ Department of Instructional Technology and Institute for Interactive Technologies Karl Kapp Copyright 2006 All Rights Reserved www.karlkapp.com 16

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