Think Associates

Totara LMS

Totara LMS is a fully-featured Learning Management System designed to meet the needs of corporate enterprises. It includes a wide range of features to support organisational learning (mandatory training, elearning, blended learning, social learning, classroom training administration), performance management, appraisal, revalidation, competencies, team management and report building.

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
  • Classroom training, social and elearning, and gamification

Benefits

  • Personalised learning with learning plans, audiences and dashboards
  • Interactive and responsive design with laptop, 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

£10670 to £50660 per instance per year

Service documents

G-Cloud 9

888035471582733

Think Associates

Shaun Wilde

0117 344 5007

info@think-learning.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints There are no constraints
System requirements
  • PC/Mac: Windows 7+, Mac OS X 10.5+
  • Client-side Java Script required for administration pages
  • Tablet/Smartphone: Android, iOS, Windows

User support

User support
Email or online ticketing support Email or online ticketing
Support response times 1 to 8 hours during UK business hours
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support Web chat
Web chat support availability 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard WCAG 2.0 AA or EN 301 549 9: Web
Web chat accessibility testing As per Skype for Business WCAG 2.0 reports for Microsoft products
Onsite support Onsite support
Support levels Client Services Manager support. Cost based upon number and duration of onsite visits per year.
2nd line system administration user support and training. Cost dependent upon subscription size.
3rd line technical maintenance. Cost dependent upon server configuration.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Prior to go live, all system administrators are trained onsite.

After go live, system administrators have access to online training and certification, and an online user documentation portal.

In addition, system administrators have ongoing online support via Zendesk and quarterly onsite support from the Client Services team.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction The off-boarding process comprises:

- Provide compressed copies of Site files / Database;
- Transfer domain name;
- Purge the data from servers and all historic backups.
End-of-contract process The off-boarding process is included in the price of the contract, any additional actions would be at additional cost.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10+
  • 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 LMS uses responsive theming and will therefore the user interface will adapt to suit a PC, tablet and smartphone screen size.
Accessibility standards WCAG 2.0 AA or EN 301 549
Accessibility testing In the latest version of Totara there is testing with the Voluntary Product Accessibility Template (VPAT).
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.

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 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, the course level and at the workflow level when designing performance processes such as appraisal reviews.

At the course level, there are a range of course creation options and activities that are customisable including the layout of the activities, and the design of online assessments.

There is a report builder where the appropriate user can customise reports and dashboards.

Scaling

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

Analytics

Analytics
Service usage metrics Yes
Metrics types Totara uses a report source to defines the primary type of data that will be used in a report. The report source for service metrics is called 'Site Logs' for site-wide user activity logging.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Staff screening not performed
Government security clearance None

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 Supplier-defined controls
Penetration testing frequency Never
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 LMS provides a custom report builder that allows system administrators to create custom site-wide reports that can be exported in CSV, ODS and PDF formats.
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 Legacy SSL and TLS (under version 1.2)
Data protection within supplier network Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability The aim is for no more than 0.1% of the year of unscheduled downtime where there is total inaccessibility to your Totara site. There is also an aim for no more than 4 hours a month of scheduled downtime for maintenance. Totara is performance monitored via health checks at the platform layer.
Approach to resilience Our data centre partners, Bytemark, provide 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. Further details available on request.
Outage reporting Outages and planned maintenance will be reported to system administrators by email.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • 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 Zendesk.
Access restriction testing frequency At least once a year
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • 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 User-defined
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 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 09/03/2017
What the ISO/IEC 27001 doesn’t cover Bytemark 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 accreditations No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation Yes
Security governance standards ISO/IEC 27001
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.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Code configuration is managed by the technical team utilising GitLab. System configuration and change management is managed initially by the Solution Management (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 New Relic health checks and protective monitoring. In the event of a compromise the technical team are alerted by text to resolve the issue.
Incident management type Supplier-defined controls
Incident management approach Users report incidents via Zendesk and then into the incident management process:

- Classification and initial support;
- Investigation and analysis;
- Resolution recording, closure and reporting via Zendesk.

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 Yes
Connected networks New NHS Network (N3)

Pricing

Pricing
Price £10670 to £50660 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 LMS functionality and try out features such as performance appraisals and course assessments. User roles allow you to decide what level of access a user will have in the system. The information entered into the site is deleted every 24 hours.
Link to free trial https://demo.totaralms.com/

Documents

Documents
Pricing document View uploaded document
Skills Framework for the Information Age rate card View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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