Think Learning

Totara Performance

Totara Performance closely integrates performance appraisal, talent management, revalidation, CPD, and goal-setting. Users can set objectives, record 360 feedback, undertake appraisal, and manage team performance. Features can sit alongside Totara Learn LMS functionality to enable training needs analysis, personal development planning (PDPs), and learning access, to improve overall work-based performance.

Features

  • Complete talent, appraisal and learning management system
  • Personal development plans and targeted training
  • Competency and goal management
  • Positional and organisational hierarchies
  • Compliance tracking and management
  • Custom report builder and business intelligence (BI) dashboards
  • Performance management with appraisals and 360 feedback
  • Automated links to human resource and payroll systems
  • E-Portfolio, CPD recording and revalidation system
  • 9-box talent management grid visualisation

Benefits

  • Personalised performance management with audiences and dashboards
  • Interactive and responsive design for desktop, tablet and smartphone
  • Interoperability and APIs with external systems and single sign-on (SSO)
  • Engage the workforce in learning through flexible, blended activities
  • Provide managers with real time data to manage their teams
  • Reduce cost of delivering learning, development and appraisal
  • Certification tracking, and gamification with Open Badges
  • Make timely decisions with scheduled, role based, graphical reporting
  • Automated compliance tracking and workshop administration
  • Product support and development funded by low cost subscriptions

Pricing

£8070 to £41940 per instance per year

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 11

777741639567755

Think Learning

Shaun Wilde

0117 407 0237

info@think-learning.com

Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to Totara Learn LMS (Learning Management System)
Cloud deployment model
  • Public cloud
  • Private cloud
Service constraints Planned downtime for scheduled updates/upgrades, pre-agreed with clients for maximum convenience/efficiency, and minimum disruption to end-users.
System requirements
  • PC or Mac: Windows 7+, Mac OS X 10.5+
  • Client-side Java Script required for administration pages
  • Tablet or Smartphone: Android, iOS, Windows

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Our standard response time within UK business hours: - Critical: 1 hour - High: 4 hours - Medium: 8 hours - Low: 16 hours
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.1 AA or EN 301 549
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels Online support (2nd line) = within the support contract
Technical support (3rd line) and maintenance = within the support contract
Support (consultancy) = optional within the support contract
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Prior to go live, system administrators are trained onsite and via webinars. After go live, system administrators have access to online training and certification, and an online user documentation portal. In addition, system administrators have ongoing support via the Think Learning Helpdesk, and via optional onsite support from the Client Services team.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction If you move from a Totara service with us, to a service with another Totara partner, we will provide you with a copy of all user data so that your new partner can migrate your data to your new service. We will not provide copies of bespoke Totara code developments because each Totara partner is responsible for their own Totara code, and code created by our clients is for use by our client community only. We can provide additional help in migration, either using remaining support budget or for an additional support fee. We purge all client data from servers and all historic backups.
End-of-contract process The off-boarding process is included in the price of the contract (provide client/new supplier with all data, purge client data at agreed timescale), any additional actions would be at additional cost.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Totara is written in-line with industry web standards including XHTML, HTML5, and ECMAScript 5.1 (commonly referred to as JavaScript). Totara Learn displays in any browser that supports these standards. We aim to ensure that the product is equally usable both on desktop and mobile devices. Areas such as navigation, expandable/collapsible sections, and actions should all work with both desktop and mobile controls. There are also responsive themes provided with Totara that will re-flow for smaller resolutions to give the best possible user experience.
API Yes
What users can and can't do using the API AMF, REST, SOAP and XML-RPC can be utilised within Totara and implemented on request by the technical team to integrate external systems such as payroll and HR systems. Where LMS features are included, SCORM, AICC and xAPI can be utilised for elearning and set by the user within external authoring technologies.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Totara has high configurability built into the system administration menu and this includes the user interface colours, language, navigation and layout. Totara is a permissions-based system so anyone with the appropriate level of permission can make the customisations. Customisation is at the site level, and at the workflow level when designing performance processes such as appraisal reviews. There is a report builder where the appropriate users can customise reports and dashboards.

Scaling

Scaling
Independence of resources Totara is hosted on scalable cloud servers that are monitored 24/7 using performance monitoring software

Analytics

Analytics
Service usage metrics Yes
Metrics types The report source for service metrics is called 'Site Logs' for site-wide user activity logging. This system logging gives administrators the ability to see which pages a learner has accessed, time/date they accessed, the IP address, and site actions (view, add, update, delete). These logs can be displayed on a page or downloaded in text, ODS, Excel. We also provide free site activity tracking reports (from a web analytics application) to provide rich data around in-page time spent, bounces, geographical access and device/browser intelligence.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Physical access control, complying with another standard
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach Totara Learn is GDPR compliant and has the ability for an individual user to export all data linked to them. The format of each item of exported data is equivalent to its storage method in the application's database (e.g. appraisal names/completion dates, or numerical values that represent status). Totara Learn also provides capabilities for export in the application (e.g. Report Builder). This approach can be useful for an individual wanting, for example, to take their completion data (reviews, competencies) with them to a new employer.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats PDF
Data import formats
  • CSV
  • Other
Other data import formats External database

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability We work to make your System available for use over the internet 24 hours per day, 7 days per week. We commit to no more than 0.1% of the year of unscheduled downtime (total inaccessibility to your Totara site), with service credits if we don’t meet this commitment (based on additional free weeks of hosting/maintenance service). Planned maintenance is excluded from the calculation. At least 5 working days of notice will be provided for any maintenance taking place between 5pm and 8am. At least 10 working days of notice will be provided, for any maintenance taking place between 8am and 5pm. Your Totara site will be monitored via health checks at the platform layer.
Approach to resilience Our data centre partner provides a national network built with resilience in mind. The core and data centre networks benefit from 10Gbps of connectivity and are designed to transparently tolerate the failure of any link or piece of equipment. Our business continuity strategy also includes extra backups, utilising Amazon's UK-based datacentres.
Outage reporting We report outages through Think Learning Helpdesk notifications, email alerts, and by phone, as relevant.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels Totara utilises role-based access control for named system administrators and managers. The individuals, Totara system administration and management roles, and specific configuration access are specified and agreed as part of the implementation. The named system administrators also have access to technical support via the Think Learning Helpdesk. This is routinely audited, as part of ISO27001 accreditation.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for Between 6 months and 12 months
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for Between 6 months and 12 months
How long system logs are stored for Between 6 months and 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 ISO Quality Services Ltd.
ISO/IEC 27001 accreditation date 07/03/2019
What the ISO/IEC 27001 doesn’t cover Our data centre partners have separate ISO27001 certification for the UK data centre. Certificate available on request.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications Cyber Essentials

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards Cyber Essentials
Information security policies and processes Information Security Management System policies and processes, certificated and audited bi-annually by ISO Quality Services Ltd. Audit reports available on request. The Information Security Manager is a board level Director. Our Cyber Security and Information Security policies are communicated to, and signed by, all Think Learning employees. Staff training around GDPR is a key element of our onboarding process. We have regular audits of the controls listed above in terms of ensuring that all devices used by staff are fully compliant. All staff are updated at internal company meetings about ongoing cyber and information security requirements of personal devices and internal systems. As consultants, they can also advise on the Infosec capabilities of Totara. Think Learning also has an ICO registered Data Protection Officer (DPO).

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Code is managed by the Technical Services team utilising GitHub. System configuration and change management is managed initially by the System Implementation) team and then the Client Services team once live. System configuration and change management is documented in SharePoint using a versioned functional and non-functional requirements spreadsheet.

All changes and upgrades are tested within a client specific development environment to ensure functionality and security before moving to the live environment.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Vulnerability management is a control within our Information Security Management System (12.6.1). Where vulnerabilities are identified, system asset lists are examined to assess the impact of the vulnerabilities on the security of the system. Where a software update is deemed necessary, then the change control process is initiated.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Totara is monitored 24/7 at the application layer via health checks and performance monitoring. In the event of a compromise the technical team are alerted by text to resolve the issue within the stated SLA.
Incident management type Supplier-defined controls
Incident management approach Users report incidents via the Think Learning Helpdesk, which triggers the internal incident management process: - Classification and initial support; - Investigation and analysis; - Resolution recording, closure and reporting via the Helpdesk.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £8070 to £41940 per instance per year
Discount for educational organisations Yes
Free trial available Yes
Description of free trial The free trial site enables you to explore Totara functionality and try out features such as performance appraisals. User roles allow you to decide what level of access a user will have in the system. Site configuration and data is refreshed periodically.

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Service definition document pdf document: Terms and conditions
Service documents
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