Content Formula

Learn365 - Learning Management System for SharePoint, Teams and Microsoft 365

Learn365 is the only learning platform built natively within M365. It enhances learning delivery directly within Microsoft Teams, SharePoint, Viva Learning, and on mobile devices. With features like AI-assisted course creation, integration with Microsoft Power BI, and seamless user management via Microsoft Entra ID, Learn365 offers a comprehensive learning experience.

Features

• Full integration with M365 allowing authentication and SSO
• AI-Assisted course creation to quickly develop courses with automated assistance
• Access through SharePoint, Microsoft Teams and a native mobile app
• Auto-enrollment and targeting based of user membership of Microsoft groups
• Training dashboard for personal planned and mandatory training
• Tracking, registers, reporting, auto-administration for e-learning and instructor-lead training
• Intuitive course builder with multi-media and SCORM/AICC compatibility
• Access and complete courses without internet connectivity
• Mandatory training cycles for compliance, including certificates
• Learner/course progress reporting and PowerBi for custom reports

Benefits

• Integrated Microsoft experience adhering to M365 security and best practice
• Deliver e-learning/instructor-lead training across the organization or targetted to groups
• Stay compliant with automated training cycles, certifications and compliance reporting
• Learn in the flow of work in Microsoft Teams
• Easily upload SCORM and AICC content to deliver third-part content
• Automation, notifications and tracking for admins and learners
• PowerBi dashboards for deeper reporting such as by region/department/job title
• Extendibility using Microsoft tools such as Power Automate for workflows
• Competent API’s for integration with other systems
• Front-line works and office-workers can access training through the mobile-app

£2.87 to £25 a user a year

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at dhawtrey@contentformula.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

463649421412873

Contact

Dan Hawtrey
020 4534 3460
dhawtrey@contentformula.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Learn365 integrates with and can be extended with the Microsoft365 platform
• Cloud deployment model: Private cloud
• Service constraints: Learn365 publish updates to the app periodically, usually on a 6 week basis and provide notice over 4 weeks in advance. Most updates do not affect system uptime.
• System requirements: Microsoft 365

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our managed support service is delivered in line with our delivery model, which works on bug priority. Our maximum response time is 24 hours for bugs that have a trivial impact to the system and 2 hours for bugs that cause a complete loss of service.
• 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: Content Formula and Zensai will support you together and support is lead by Content Formula - there are 2 options:; ; Managed Support Service; Our managed support service is designed to give you peace of mind and ensure that Learn365 remains fully operational. The service includes bug-fixing and resolution of issues that arise and are delivered in-line with our managed service delivery models including:; - Service Level Agreement (SLA); - Suitably qualified resources; - Escalation procedures.; - Jira helpdesk; - 4th line support from Zensai; ; SLA response times based off severity as follows:; Priority 1 - System Down - 2 hours; Priority 2 - Major Impact - 4 hours ; Priority 3 - Minor Impact - 6 hours; Priority 4 - Trivial Impact - 24 hours; ; Support Bucket of Hours ; A bucket of hours is a flexible contract allowing a client to request intranet or application support from Content Formula on-demand. Support includes change requests, ad-hoc changes, enhancements, consulting, content planning, design, UX, Project Management, development and technical support. Please note there isn't SLA service with this level of support. ; ; We recommend purchasing the 2 services above in combination. ; You will be assigned a dedicated account manager with both of these services.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: At the beginning of the project Content Formula will run a kick-off and requirements gathering session with key stakeholders within the organization. This exercise will help everyone understand organization culture, ways of working and how Learn365 is going to be set up to best suit your organisation. Once the implementation and configuration of Learn365 has been completed, Content Formula will handover the built platform and provide on-site or virtual training sessions to your admins and content editors. If online, these can be complete on Microsoft Teams and recorded so they can be shared internally. Content Formula can also provide adoption and change management services, where we run an adoption campaign including assets such as page tours, banners, pop-up videos, how-to training videos and more.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: There is a service available to extract content and records when the service ends
• End-of-contract process: When the customer wants to end using the service, notice must be given in accordance of the agreement and the service will terminate at that time

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There are no differences in service for users carrying out training. Admins cannot access the admin centre through mobile app.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: The Learn365 API allows for courses, learners and content to all be created, updated and deleted programmatically. The API uses a customer access / API token that provides access to the customer application.; ; You can see more about the Learn365 API here: https://api.365.systems/
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Learn365 utilises SharePoint for one of the end user experiences. SharePoint has an extensibility layer that allows us to create enhancements that can live alongside other components. ; ; Should there be a requirement for customisation, we can build components that live on SharePoint and work alongside any Learn365 feature or functionality. ; ; There are certain parts of the Learn365 application that allows for customisation / configuration within the admin management portal.

Scaling

• Independence of resources: Learn365 operates on a robust and scalable Microsoft Azure infrastructure, which can instantly scale to meet increased demand. This setup ensures that each customer solution is effectively isolated and capable of operating independently. This architecture helps maintain performance stability and service availability even as user numbers grow. The distributed nature of Azure’s global data centers enhances this capability, ensuring that customer data is handled securely and with minimal latency.

Analytics

• Service usage metrics: Yes
• Metrics types: Learn365 comes with native analytics which gives reporting on course and learner progress for courses, quizzes and training plans. Admins have access to learner and course progress across the courses inside of the catalogue. Learn365 also integrates with PowerBi, allowing for high-level and granular custom reports across various metrics such as completions by region and overdue training by job title. ; ; For learners, this is delivered through the training dashboard. Each user can find their personal training progress such as completions and certificates, along with outstanding mandatory and optional training.
• Reporting types:
  • Real-time dashboards
  • Regular reports

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Zensai (formally LMS365)

Staff security

• Staff security clearance: Other security clearance
• 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)
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • 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: This would be an extra service
• Data export formats: Other
• Other data export formats: Xlsx
• Data import formats: Other
• Other data import formats: Xlsx

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Learn365 highlights the below in regards to their service availability:; ; If EFI fails to achieve the availability percentage for two (2) consecutive calendar months, then, as the customer’s sole remedy for; such failure, the customer will be granted Service Credits.; Service Credits are calculated as a percentage of the total charges paid by the customer to EFI in the region affected by unavailability in accordance with the schedule below.; In the event that the customer elects to terminate this agreement for failure to achieve the Availability Percentage for six (6); consecutive calendar months within the notice period given below, then no refunds shall be issued with respect to such affected; months. ; ; Monthly Uptime Percentage Service Credit Percentage: ; Less than 99.7% but equal to or greater than 99.0% - 10% service credit percentage; Less than 99.0% - 30% service credit percentage
• Approach to resilience: The Learn365 platform is operated on a redundant infrastructure setup on Microsoft Azure operated securely in multiple geographies around the world. The availability of this system is guaranteed through the Microsoft Azure Cloud.; An Azure geography is a defined area of the world that contains at least one Azure Region. An Azure region is an area within a geography, containing one or more data centers.; To ensure Business continuity and disaster recovery (BCDR) each Azure region is paired with another region within the same geography, together making a regional pair
• Outage reporting: Learn365 has a health status page on their website. Here, information on system uptime is available for the present day and past 90 days. There is also an option to view uptime and incidents across operational areas historically. An option to subscribe to updates is also available.

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• Access restrictions in management interfaces and support channels: This is controlled through a permissions model. There are 3 levels of admin rights to gain access to the admin centre and these can be allocated to individuals or via MD/AD groups.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

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: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI (British Standards Institution)
• ISO/IEC 27001 accreditation date: 22/07/2021
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: No
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Learn365 data processing, storage, and access is fully compliant with EU GDPR regulations and both Zensai and our support organization is certified and audited based on ISO 27001 and ISO 27701. ; ; It will be reviewed at least annually to respond to any risk assessment or risk treatment requirements changes.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Learn365 are continuously improving their product. Every sixth week, we release a new major version of the Learn365 product that will introduce new features, improvements, and bug fixes. These updates are automatically rolled out to customers. Scrum agile delivery are used to deliver updates in cycles. . Each cycle includes a series of recurring events such as task estimation, scoping, review, and testing. This ensures a stable development and performance of the product. The product owners manage and prioritize the list of requirements for future product development with UX designers, technical specialists and QA engineers. Release notes are then published.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Veracode Dynamic Analysis (DAST) is used for automated penetration testing of the Learn365 application and underlying web applications during the Quality Assurance (QA) process.; ; This test helps find exploitable vulnerabilities at an early stage and enables us to address potential issues before updates are pushed into staging and later into production.; ; Penetration testing for Learn365 is conducted at least annually by IFCR, an independent company based in Denmark.; ; The Learn365 penetration test is limited to the Learn365 application and should be read in conjunction with the penetration testing carried out by Microsoft on the Azure platform.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: To help secure the Learn365 cloud platform and safeguard our customers' data from intrusions and cyberattacks our Security Operations Team makes extensive use of the latest Microsoft 365 & Azure security technologies & services, including:; ; -Azure Sentinel – Cloud-native Security Information and Event Management (SIEM) system with built-in artificial intelligence for analytics & automated investigation and response (AIR) capabilities enabling our security operations team to operate more efficiently and effectively.; -Azure Security Center Standard tier provides infrastructure vulnerability scanning, threat & anomaly detection, and intelligence for the network and PaaS services used in Learn365. ; -Network Security/Firewall ; -Azure DDoS Protection -
• Incident management type: Supplier-defined controls
• Incident management approach: To ensure timely detection and response to potential security incidents, our Security Operations Center (SOC) provides 24/7 monitoring of data activity of the Learn365 platform worldwide. ; ; The SOC houses an incident response team that continuously monitors, overlooks, and analyzes the platform for abnormal activity to ensure that potential cybersecurity incidents are correctly identified, analyzed, defended against, investigated, and reported on.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Learn365 could impact climate change by incorporating environmental education into its curriculum. Educating participants about sustainable practices and the importance of reducing carbon footprints can empower individuals to make environmentally friendly decisions, potentially leading to broader societal shifts towards sustainability.

  Covid-19 recovery

  Learn365 can aid COVID-19 recovery by offering courses that improve job readiness, particularly in sectors that have been hit hard by the pandemic, such as hospitality or retail. Additionally, it could provide health education that promotes better understanding of pandemic prevention measures, thus supporting public health efforts.

  Tackling economic inequality

  By providing accessible educational resources and training across diverse socioeconomic groups, Learn365 can help tackle economic inequality. Offering skills development programs in high-demand industries can empower individuals from lower-income backgrounds to access better-paying jobs, thereby reducing income disparities.

  Equal opportunity

  Learn365 promotes equal opportunity by ensuring that its educational offerings are inclusive and accessible to people from all backgrounds, regardless of race, gender, or economic status. This inclusivity can help level the playing field in education and career opportunities.

  Wellbeing

  The program can enhance wellbeing by integrating life skills and mental health awareness into it's courses. Teaching stress management, emotional resilience, and healthy living practices can improve the overall mental and physical health of participants, contributing to better quality of life.

Pricing

• Price: £2.87 to £25 a user a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Within the Learn365 admin trial, users will get full access to the system on SharePoint which includes the course catalogue, training dashboard and admin center. Within this, all the standard features are available, however, users will not have access to the system in MS Teams or the native mobile app.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at dhawtrey@contentformula.com. Tell them what format you need. It will help if you say what assistive technology you use.