Totara Talent Experience Platform (TXP) - Learn, Engage and Perform

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 has three core products: Learn (LMS), Engage (LXP) and Perform, which can be used together or separately.

The full suite of Totara products, known as the Totara Talent Experience Platform (TXP), integrates these three systems to transform the way you train, manage, and develop your workforce.
Cloud deployment model: Public cloud
Service constraints: Our platform can be highly configured to meet customer requirements. If you wish to discuss your needs with us, please call us at 0161 641 2434 or email us at commercial@buildempire.co.uk.
System requirements: Entirely SaaS based, requires a working supported browser

User support

Email or online ticketing support: Email or online ticketing
Support response times: Our support team is available Monday to Friday from 8:00am to 5:00pm, excluding Bank Holidays. Outside of these hours, support is available upon request, subject to additional fees. You can reach us via email or through our web portal. Response times vary based on priority, ranging from 1 hour to 48 hours. Response times are measured during core support hours only and begin from the time of logging the request. Support requests outside of core hours will be addressed at the start of the next business day.
User can manage status and priority of support tickets: No
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: None or don’t know
How the web chat support is accessible: Can Do: Users can initiate conversations, send messages, receive responses, access help resources, and perform actions based on available chatbot functionalities.
Can't Do: Users cannot perform actions that are outside the scope of the chatbot's capabilities or access features that are not supported by the chat interface. For complex queries or tasks beyond the chatbot's capabilities, users may be directed to alternative support channels or resources.
Web chat accessibility testing: N/A
Onsite support: Yes, at extra cost
Support levels: Customer Support: Access to online help, customer support forums, email support, and webinars for system administrators. Our team is readily available to assist with any queries or issues you may encounter.

Onboarding Services: We provide comprehensive onboarding services, including tailored implementation plans, system setup support, and deployment assistance. Our goal is to ensure a smooth transition to our platform.

Offboarding Services: After your engagement with us concludes, we offer offboarding services such as data cleansing, data export, and reporting to facilitate a seamless exit process.

Dedicated Project Manager: Each customer is assigned a dedicated Project Manager who serves as the primary point of contact. They offer ongoing communication, support, and regular reviews to ensure your needs are met.

Issue Coordination: Our Project Managers are responsible for coordinating responses to incidents and issues. They work closely with our Technical Team to address any issues promptly and effectively.

Cost Inclusion: All support costs are fully covered within the subscription fee. There are no additional charges or limits on support requests, ensuring you receive comprehensive assistance without any hidden costs.
Support available to third parties: Yes

Onboarding and offboarding

Getting started: We acknowledge that the migration process is pivotal, aiming for a seamless transition. As a Platinum Alliance Partner, we've guided numerous clients through successful migrations. Upon contract signing, a dedicated project manager will conduct an initial workshop to delve deeper into your unique requirements and configurations. Interactive online training sessions, recorded for future reference, will be provided. Additional costs apply for onsite training/workshops. Users will receive virtual training sessions and access to recorded materials. Guidance on contacting support and addressing inquiries will also be offered. After setup and initial configuration, admin users will receive a platform tour from the project manager. Regular meetings will be scheduled to ensure admin users and end users optimise platform utilisation.
Service documentation: Yes
Documentation formats: HTML
End-of-contract data extraction: When a contract ends we ensure customers are able to fully extract the data they need.

Initially we would inform them they have a certain amount of time to extract their data themselves should they wish. System administrators have access to all user data held in the system and can extract by their preferred method. They are also able to run any number of system reports and export these from the LMS as a comprehensive record of all system data.
End-of-contract process: Upon the completion of the Initial Contract Term, you have the option to extend for an additional period. BuildEmpire will work with you to provide a quote for the subsequent term.

We are committed to facilitating a smooth exit process for customers who request to leave our service. Upon confirmation of a customer's decision to leave, we will send Off-Boarding correspondence via email. This will include details of the products not being renewed, the cessation date of access, steps involved in the Off-Boarding process, and contact information for a designated individual within BuildEmpire for any inquiries.

Our standard off-boarding procedure does not incur any costs for customers.

Using the service

Web browser interface: Yes
Supported browsers: Microsoft Edge

Firefox

Chrome

Safari
Application to install: No
Designed for use on mobile devices: Yes
Differences between the mobile and desktop service: The features and functions remain consistent across platforms. Both the desktop and mobile sites offer identical features, adapting content seamlessly to various screen sizes. Additionally, Totara offers a dedicated native App for convenient learning, accessible via iOS and Android app stores. This app comes at no extra expense to Totara users or organisations, providing enhanced accessibility and usability.
Service interface: No
User support accessibility: WCAG 2.1 AA or EN 301 549
API: Yes
What users can and can't do using the API: Our platform supports REST, SOAP, and XML-RPC protocols, which can be implemented upon request by our technical team to seamlessly integrate external systems like payroll and HR systems. Additionally, for e-learning purposes, users can utilise SCORM, AICC, and xAPI, which can be configured within external authoring tools. Moreover, our platform offers a REST or GraphQL API for integration with third-party applications.
API documentation: Yes
API documentation formats: HTML
API sandbox or test environment: Yes
Customisation available: Yes
Description of customisation: Our user interface boasts extensive configurability accessible through the system administration menu. This functionality enables users to fine-tune elements such as colours, language settings, navigation structure, layout, and a variety of theming options. Moreover, Totara operates on a permissions-based system, empowering users with the appropriate credentials to customise the platform according to their specific needs. Customisation capabilities extend across various levels, including site-wide adjustments, category/course configurations, and modifications to other platform functionalities like dashboards, CPD evidence tracking, and reports generation.

A key feature of our platform is its robust report builder, allowing users to create tailored reports and dashboards to track performance and progress effectively. Typical customisation scenarios include modifying the look and feel of the interface, adjusting course layouts, and creating personalised dashboards to meet specific user needs.

For more specialised or in-depth customisation needs, BuildEmpire offers custom development services. This allows clients to procure additional features not included in the platform's standard offerings or those that may not align with their immediate timelines. Custom development projects are initiated through scoping exercises, which determine project quotes and development timelines to ensure alignment with client requirements and expectations.

Scaling

Independence of resources: We ensure utmost security and performance by establishing each organisation within a dedicated, isolated cloud account. This approach guarantees that every customer receives a 100% allocation of resources tailored exclusively to their needs. Unlike shared hosting environments, we do not commingle hardware or services among different customers on our platform. This ensures maximum data integrity, confidentiality, and performance optimisation for each organisation, mitigating any risks associated with resource contention or security vulnerabilities.

Analytics

Service usage metrics: Yes
Metrics types: Service metrics are provided through an online dashboard at administrator level, covering various aspects of platform usage and user data.
Reporting types: Real-time dashboards

Regular reports

Reports on request

Resellers

Supplier type: Not a reseller

Staff security

Staff security clearance: Staff screening not performed
Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations: Yes
Data storage and processing locations: United Kingdom

European Economic Area (EEA)
User control over data storage and processing locations: Yes
Datacentre security standards: Managed by a third party
Penetration testing frequency: At least once a year
Penetration testing approach: Another external penetration testing organisation
Protecting data at rest: Physical access control, complying with SSAE-16 / ISAE 3402

Encryption of all physical media
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 export approach: The TXP 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. course names/completion dates, or numerical values that represent status). The TXP also provides capabilities for export in the application (e.g. Report Builder, Record of Learning). This approach can be useful for an individual wanting, for example, to take their completion data (courses, competencies, certifications) with them to a new employer.
Data export formats: CSV
Data import formats: CSV

Data-in-transit protection

Data protection between buyer and supplier networks: Private network or public sector network

TLS (version 1.2 or above)
Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability: BuildEmpires commits to a minimum monthly availability of 99.9% for the Service.

The platform is available 24*7, ensuring accessibility to users at any time. However, periodic maintenance, scheduled in advance, results in brief downtime, lasting only a few minutes. These maintenance activities are planned to occur outside of our customer's regular business hours, minimising disruption to users, and advance notification is provided to all customers to ensure seamless transition and minimal impact on operations.
Approach to resilience: Our service is designed with resilience in mind, hosted in modern cloud environments with accredited providers. Our hosting architecture ensures scalability and robustness. Detailed information on our datacenter setup is available upon request.
Outage reporting: We utilise a public dashboard for outage reporting and also send email alerts to affected customers, providing updates on resolution progress.

Identity and authentication

User authentication needed: Yes
User authentication: Username or password
Access restrictions in management interfaces and support channels: We enforce strict access control measures to safeguard our management interfaces and support channels:

- Users are granted access rights and permissions strictly based on their job roles, ensuring they have access only to necessary assets and systems.
- Regular reviews of user access rights are conducted to verify that permissions remain appropriate and in line with job responsibilities.
- Privileged accounts are selectively assigned to individuals requiring them for administrative tasks, minimising potential security risks.
- Management systems incorporate secure logon and authentication mechanisms, such as 2FA (Two-Factor Authentication), to enhance protection against unauthorised access attempts.
Access restriction testing frequency: At least every 6 months
Management access authentication: 2-factor authentication

Username or password

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: At least 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 1 month and 6 months
How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification: Yes
Who accredited the ISO/IEC 27001: Approachable Certification
ISO/IEC 27001 accreditation date: 12/10/2018
What the ISO/IEC 27001 doesn’t cover: The Certification covers all goods and services provided directly by BuildEmpire.
ISO 28000:2007 certification: No
CSA STAR certification: No
PCI certification: No
Cyber essentials: Yes
Cyber essentials plus: Yes
Other security certifications: No

Security governance

Named board-level person responsible for service security: Yes
Security governance certified: Yes
Security governance standards: ISO/IEC 27001
Information security policies and processes: Our Information Security Management System is anchored in the ISO 27001 framework, ensuring robust cybersecurity and privacy measures. A suite of comprehensive policies outlines information security processes, roles, and responsibilities for all stakeholders.

New team members undergo thorough security training, refreshed annually to ensure continuous awareness and compliance. Oversight is provided by the Senior Management Team, responsible for policy implementation and continuous monitoring. Departmental leaders enforce policy adherence within their teams, ensuring compliance among their staff. Additionally, all employees are responsible for identifying and reporting any non-conformances to the Data Protection Officer.

Biannual audits of the ISMS validate its ongoing effectiveness, providing insights for refinement as needed.

Through these measures, we demonstrate a steadfast commitment to information security, safeguarding our organisation, our clients, and their stakeholders against potential threats.

Operational security

Configuration and change management standard: Supplier-defined controls
Configuration and change management approach: Our robust change management processes rigorously assess all changes for potential functional and security impacts. Utilising task tracking software ensures adherence to protocols and enables thorough auditing. Prior to deployment to the testing environment, all code changes undergo review by a separate team member. Testing occurs in an isolated environment before deployment to the live environment. Throughout the process, we maintain full transparency and communication with our clients, ensuring they are informed every step of the way.
Vulnerability management type: Supplier-defined controls
Vulnerability management approach: Our vulnerability management process includes continuous risk assessments through our ISO-27001 ISMS processes. We swiftly address potential threats:

- High-risk vulnerabilities are promptly mitigated upon identification.
- Development and deployment of fixes occur as soon as practicable.
- We maintain subscriptions to industry-leading sources for threat intelligence.
Protective monitoring type: Supplier-defined controls
Protective monitoring approach: We ensure the security of our platform environments through vigilant protective monitoring:

- Potential compromises are identified through firewall services monitored by our database partner, AWS. Suspicious activities trigger immediate reports for investigation.
- Our support team conducts regular reviews of client platforms and access event logs. Additionally, clients have access to event logs to monitor changes to platform data.
- Reports of suspicious activity undergo immediate investigation using our ISO 27001 security incident processes. All incidents are thoroughly assessed, resolved, and promptly communicated to clients.
Incident management type: Supplier-defined controls
Incident management approach: We maintain structured incident management processes to swiftly and effectively address events:

- Our Information Security Management System includes a documented Incident management procedure, enabling systematic handling of all events.
- Users have multiple channels to report incidents, either via email or through the customer's project portal.
- Incidents are diligently recorded in the customer's communication log and undergo thorough investigation. Root cause analysis is conducted, and corrective actions are identified and tracked until completion.
- Incident reports are communicated to customers through the project portal as appropriate, ensuring transparency and timely updates.

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

Connection to public sector networks: No

Social Value

Wellbeing

From a wellness perspective, our service provision significantly contributes to the "Wellbeing" theme. Through the implementation of our services, public sector organisations can enhance the overall wellbeing of their employees and stakeholders in various impactful ways:

Mental Health Support: Our platform can offer an array of resources and tools designed to promote mental health awareness and provide crucial support for employees dealing with stress, anxiety, or other mental health challenges.

Work-Life Balance: By providing flexible learning options and remote access, our services empower employees to better manage their workloads, thereby reducing burnout and fostering a healthier work-life balance.

Promotion of Physical Wellbeing: We prioritise user-friendly interfaces and mobile accessibility, encouraging employees to actively engage in learning activities and access resources that promote physical health and wellness.

Empowering Personal Development: Through our services, employees can embark on personalised learning journeys tailored to their individual needs. This enables them to acquire new skills, enhance job satisfaction, and pursue career advancement opportunities, ultimately leading to greater fulfillment and wellbeing.

Fostering Community Engagement: Our platform serves as a hub for social learning and collaboration, fostering a sense of belonging and community among employees. This sense of camaraderie is essential for bolstering mental and emotional wellbeing in the workplace.

By championing the cause of wellbeing in the workplace, our service provision plays a pivotal role in cultivating a healthier, more supportive, and inclusive environment for public sector workers. Through these efforts, we contribute to the broader societal goal of promoting wellness and resilience among individuals and communities.

Pricing

Price: £15,520 an instance
Discount for educational organisations: Yes
Free trial available: Yes
Description of free trial: Available upon request, our demonstration portal allows users to explore platform functionality, including site navigation, course catalogue browsing, and reporting. Contact commercial@buildempire.co.uk for access.

Totara Talent Experience Platform (TXP) - Learn, Engage and Perform

Features

Benefits

Service documents

Framework

Service ID

Contact

Service scope

User support

Onboarding and offboarding

Using the service

Scaling

Analytics

Resellers

Staff security

Asset protection

Data importing and exporting

Data-in-transit protection

Availability and resilience

Identity and authentication

Audit information for users

Standards and certifications

Security governance

Operational security

Secure development

Public sector networks

Pricing

Service documents

Cookies on Digital Marketplace

Totara Talent Experience Platform (TXP) - Learn, Engage and Perform

Features

Benefits

Pricing

Service documents

Framework

Service ID

Contact

Service scope

User support

Onboarding and offboarding

Using the service

Scaling

Analytics

Resellers

Staff security

Asset protection

Data importing and exporting

Data-in-transit protection

Availability and resilience

Identity and authentication

Audit information for users

Standards and certifications

Security governance

Operational security

Secure development

Public sector networks

Social Value

Pricing

Service documents