Virtual College Ltd

Learning Management System

The Virtual College Enable Learning Management System is a proprietary system developed with 20 years experience. The LMS administers e-learning and offline learning and keeps track of learner progress individually or via groups. Used internally by organisations for their employees, it enables easy administration, documentation, and reporting.

Features

• SCORM e-learning management
• Classroom based training, impromptu training administration, booking and diary management
• Course request and approval
• Upload your own resources and publish them as e-learning
• Create structured learning programmes
• Create evaluations and certificates
• Real-time reporting, observation and record tracking
• On-boarding and implementation included
• A browser based application accessible from desktop or mobile devices
• Intuitive user interface that is easy for new users

Benefits

• Streamline training needs/skills gap analysis
• Provide instant access to learning 24/7
• Manage the full curriculum, including online and offline learning
• Track learners' training and progress
• Produce management reports and analysis
• Store learning evidence, historical learning and certifications
• Reduce administration resource through automated delivery of training and communication
• Maximise internal expertise through collaborative features
• Test and securely record learners' knowledge and understanding
• Evaluate and measure the individual and business impact of training

£1,030 an instance

• Education pricing available
• 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 contracts@netexlearning.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

678693563063385

Contact

Pauline Wood
+441943605976
contracts@netexlearning.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Our solution is highly configurable to customer requirements and there are no significant service constraints. If you wish to discuss your requirements with us any further, please call on 01943 605 976 or email contracts@virtual-college.co.uk.
• System requirements:
  • Windows Vista to Windows 7 and above
  • OSx Snow Leopard 10.6 + to OSx Yosemite 10.10 +
  • IOS 9 and 10
  • Android Lollipop, Marshmallow and Nougat
  • Internet Explorer (IE) 11 and above
  • Google Chrome latest version
  • Mozilla Firefox latest version
  • Microsoft Edge
  • Internet access

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Full email support is available to all our users, including system administrators and individual users. This service is available from 8.30am to 5.30pm, Monday to Friday, via our help and support team. Our response standards are within two hours of receipt or next working day if received outside working hours. 80% of all support emails are answered within 2 hours and 95% of emails are resolved without the use of further correspondence.
• 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: No
• Onsite support: Yes, at extra cost
• Support levels: Support includes:; ; - Learner support - including access to online help and support via Enable, access to the support email address and telephone support; ; - Customer support - including access to online help and support, customer support forms, telephone support, webinars for system administrators; ; We also offer bespoke support services tailored to your organisation, including:; ; Access to experts - bespoke webinars, dedicated project management.; ; On-boarding services - including tailored implementation plans, support with organisational culture change, system set-up support and deployment support.; ; Off-boarding services - including system communications, data cleansing, data export and reporting; ; Access to these services are priced on the number of days;; 1 day - £500+VAT; 3 days - £1.425+VAT; 10 days - £4500+VAT; ; Extra days - £450+VAT per day; ; Enable customers also have access to an Account Manager as their first point of contact, via email and phone. Account Manager's offer communication and support including regular catch-ups and reviews. ; ; Account Managers are also responsible for coordinating responses to incidents and issues. Issues can be escalated to the Technical Team and dealt with in relation to their severity.; ; Account Managers endeavour to acknowledge all email requests within 1 working day.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We operate a self-serve model whereby we would set up a domain and a system administrator, and then allow that administrator to explore the system for themselves - supported by their Account Manager and other support services/resources. The philosophy behind this is the idea that users gain much more practical knowledge from "learning by doing" and exploring the system for themselves. ; ; We do also provide on-boarding and project management services aimed at supporting customers in the effective roll out of our systems, should the client require further support. These services are very much dependent on individual customer requirements, such as the project scale and level of configuration required. ; ; We can assist with the upload of new users and provide training/webinars to our customers in the line with the available support packages. ; ; With our training sessions we operate a "train the trainer" model - showing your administrators how to use the system and how best to transfer this knowledge to your learner base. There are also a wide range of support guides via our website as well as within the system itself, along with a direct communication link to the support team, that supports new users with Enable.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• 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, usually 1 calendar month. 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. ; ; If the files are too large for them to extract we will offer to do this on their behalf. Upon extracting the data will send it to them securely. This data would usually be extracted in the form of a series of system reports that provide the customer with all the user data they require.
• End-of-contract process: If a customer requests to leave our service, we commit to providing a simple and efficient exit process to enable customers to end their service with us and where appropriate, move learners and their respective records to a different supplier and/or retrieve their data.; ; On receipt of confirmation that a customer will be leaving us, we will send them Off-Boarding correspondence via email. This will confirm the products that the customer has chosen not to renew, the date that access will cease, the steps taken in Off-Boarding a customer, and the contact details of a named individual within Virtual College, should they have any questions.; ; We do not charge customers for any costs associated with our standard off-boarding procedure.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Enable is a mobile adaptive application meaning the interface adapts to the size of the screen of whichever device it is being viewed in.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Our learning management system has been designed to provide a clean, icon driven interface (as opposed to text driven) which is intuitive and easy for users to navigate.This gives the user a clear and intuitive experience when using the system and makes it very easy for new learners to become comfortable using. Each piece of functionality is clearly labelled with a tile (with 'active tiles being coloured and 'passive tiles being grey) and the icons on the menu bar on the left hand side are also labelled. The administrative interface follows the same principles for a seamless experience.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Our platform is regularly tested access tested by the Shaw Trust concerning users with the following disabilities:; Blind users; Low vision users; Mobility impaired; Deaf; Cognitive impairments; User's who need assistive technologies - such as screen readers; ; We have incorporated the results of the test into Enable's design - for example via the design of the interface and other elements such as keyboard navigation.
• API: Yes
• What users can and can't do using the API: We are committed to making our systems as flexible as possible; creating software solutions that improve workflow and online training requirements.; ; Our LMS (Learning Management System) is able to supply advanced data integration features. These features allow data to be transferred between the LMS and other systems, such as Human Resources systems.; ; For LMS customers requiring this service, we supply a RESTful API for our customers to connect to and exchange data between systems. This API includes functionality to retrieve all or part of any learner data, for creating purchases for an external shop, retrieving a list of modules and then a series of user functions to create users etc. We can add to this relatively easily for new customers and this list will grow as we add more functionality in the coming months.. The data can be consumed and processed by a third-party system in any manner desired. The API also supports the creating, editing and archiving of users. ; In terms of how the API is used this would depend on how the customer wants the LMS to link to their system. We are flexible in our approach and would look to fully facilitate customer needs.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Branding - System colours, logo and banner can be changed to replicate an organisations look ; ; Groups - The system has a groups feature which allows administrators to create separately branded pages. These can be created and branched to replicate an organisations structure. ; ; Content Creation - This feature allows administrators to create and configure a range of different elements. This includes uploading content and putting it together in to an e-learning module, creating assessments and certifications as well as job roles and records of learning completed outside the system. ; ; Reports - the system has a reporting suite. These can be customised by filters or adding/removing fields. ; ; Optional fields - Administrators are able to turn on additional fields of information, which will appear when users register. This gives them ability to capture more user information. ; ; Customisable dashboards - The administrators dashboard can be edited to include graphical reports and links to external websites. ; ; Adaptable course calendar - The course calendar that appear on the main dashboard is configured to record upcoming training events for that user. ; ; Help and support page - This page can also be customised so users can add their own help and support resources.

Scaling

• Independence of resources: We load test our service using a number of software tools which emulate a large number of active clients on the system. We are aiming towards the system being able to host 10,000 concurrent users. Each customer using the LMS is set up on their own domain. These domains are separated, so no users in one domain may affect another domain. Multi-domain access is restricted to the admin panel, which only certain members of the Technical Team have access to.

Analytics

• Service usage metrics: Yes
• Metrics types: System Administrators are able to view service metrics by a variety of means. They can view user records which contain their system data and can further drill down in to individual pieces of data, such as courses, to view these in greater detail. ; ; The system also has a reporting suite which features customisable reports. These report on a number of elements such as system usage, course data, evaluation data etc. These are presented in a tabular format and provide a comprehensive view of all elements of service usage.
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

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: 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: Other
• Other data at rest protection approach: Physical access control complying with ISO27001
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users are able to export data system data, such as notes and reports by clicking the 'Export' button on-screen. They have the option to export them in a variety of different formats. ; ; In terms of exporting personal data this task would need to be performed by our Business Administration team.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • .XLS
  • .JSON
  • .PDF
  • Rich text
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel
  • PDF
  • .word
  • .mp4
  • .ppt
  • .avi

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: TLS (Version 1.0 and above)
• Data protection within supplier network: IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: We have an internal technical team that manages and solves any day to day technical issues with the systems we operate. They are also responsible for implementing technical developments and new features. The core of this team is available from 8.30am to 5.30pm, Monday to Friday.; ; In addition we have an out-of-hours agreement with key technical staff members that provide out of hours technical support in the event of infrastructure issues. The monitoring software on our hosted systems alerts all key staff to any problems or issues. We also have 4-hour hardware service agreements with both DELL and Com-Com. Because we take our service and security responsibilities extremely seriously, our current system availability statistics show that we have achieved 99.9% system availability over the last year.
• Approach to resilience: This information is available on request.
• Outage reporting: Any potential outage would be reported by sending out a notification in the system to warn LMS users. These notifications would pop up on the user's dashboard and be stored among their notifications.; ; Outages are also reported to key contacts via an Account Manager.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: A user needs to be either set up as an LMS Administrator, or be allocated an Admin Role (with defined permissions) to access the management interface. These user types are controlled by System Administrators who select which users they will apply to. ; ; In terms of support channels all users can access the Learner Support team with any queries by phone or email. We also offer a full account management service, backed by a business support team, access to whom is restricted to an organisations administrators.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Username or password
  • Other
• Description of management access authentication: Further authentication of management access if defined by the administrative permissions that user has access to. These are defined by their role which needs to be set by a system administrator.

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: User-defined
• How long system logs are stored for: User-defined

Standards and certifications

• ISO/IEC 27001 certification: No
• 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: Other
• Other security governance standards: Cyber Essentials.
• Information security policies and processes: Virtual College recognises that the on-going success of the organisation depends on the security of its information assets. Confidentiality is key to this security. As we require all staff to recognise their responsibilities with regards to information security Virtual College is proactive in providing information, training and supervision. This approach ensures that all those associated with the organisation have the confidence to recognise the key aspects of information security and the relevance of these aspects to their individual role/s. The key aspects have been identified as: -; ; Information assets; Personnel security; Physical security; Virtual College IT Infrastructure team; ; Our information security policy applies to all information, whether electronic and / or paper based, and covers all business locations.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: For our code base, everything is under strict version control so nothing is lost and everything is backed up. For configuration and content within the LMS, there is also version control to allow administrators to revert any changes and have a history of changes.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Security is paramount within the design of the LMS and rigid design protocols are utilised to reduce the threat of vulnerabilities.; ; Using Entity Framework and MVC with extensive use of stored procedures to mitigate SQL injection attacks through comprehensive sanitization of input and stored procedure permissions.; ; We also have regular penetration testing undertaken by British Council and in house. Using tools including Nexpose, ZAP and BurpSuite vulnerabilities are dealt with expediently and added to sprints where necessary to mitigate the risks of cross site scripting, cross site request forgery, click jacking etc.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We have monitoring services on the server to alert our IT staff of any potential issue. We then have extensive reporting in the system which logs any potential risk or attack. When a compromise is found, it is looked at according to our SLA. If the risk is high it will be solved within 2-3 hours.
• Incident management type: Supplier-defined controls
• Incident management approach: All incidents are reported using Virtual Colleges own mechanism as part of our ISO process. An RCA (Root Cause Analysis) form is filled out and then a detailed report of the issue, how it has been rectified and measures to prevent in the future is created and distributed internally and externally when required.; ; Minor requests will be completed within twenty-four hours. More in-depth requests are assessed on receipt. We then provide a set timeframe in which the request will be completed, communicated via the account managers.; ; Two days’ notice will be given of any down-time.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Our training offer is 100% digital provision. This delivery of digital training solutions is a green and sustainable option for training reducing the need for tutor and learner travel. As part of our external impact, working in partnership with the Carbon Literacy Project, we’ve developed an online course to help the general public understand how our climate is changing and their role in taking action. ; ; Over 90% of our staff are based within 10 miles of our office and we have established hybrid working patterns, with staff working from home 3 days a week. Whilst some client meetings are returning to face to face, the majority (90%) remain virtual. Reducing staff and client travel, costs and emissions. ; ; We also ensure our premises are managed and operated to preserve energy and resources e.g. low energy lightbulbs; heating set at 1°C lower than last year.; ; We reflect and integrate sustainable development into business wide policies, plans and decisions our Environment and Sustainability policy is reviewed annually in line with environmental regulations and best practice.; ; Focusing internally, Virtual College identified potential environmental impacts our activities may have by creating and reviewing/updating our Environment and Sustainability policy annually in line with environmental regulations and best practice.; ; We consider the environmental impact our business decisions and actions and support sustainable development. A copy of our policy is available upon request.
• Covid-19 recovery:

  Covid-19 recovery

  The situation necessitated a comprehensive real-time test of our Business Continuity Plan. We moved the entire business to home-working at within 2 weeks with no interruption to customer service and no disruption to our internal systems and operations. Due to the nature of our business, we were able to maintain business operations throughout the pandemic and into the recovery from it. This has allowed business to continue as normal. As a company, we have now adopted a hybrid working pattern. ; ; Alongside the short-term plan, we have executed a long-term financial plan to secure the future of the business in the face of continuing uncertainty. We have taken measures to reduce the structural, long-term cost-base of the business and have recently been acquired by Netex, a listed company on the Spanish BME stock market. This enables us to continue as a standalone business with a secure financial future. ; ; We continue to monitor the ongoing financial risks on a regular basis to respond to emerging threats. However, we believe that future home working and home education will cause a greater step change in the transition from traditional face-to-face learning to digital learning and blended education models which will ultimately accelerate growth in our digital learning markets. ; ; At the start of the pandemic, we were keen to support employers and those impacted by: ; ; • Creating two free courses to raise awareness on infection and prevention around Covid-19, designed to support managers and employees. These courses have been accessed by 182,01 people. ; ; • Supporting the government Skills Network site, providing free access to online courses targeted at reskilling and upskilling those impacted by the pandemic and furlough, with 3,100 courses accessed.
• Tackling economic inequality:

  Tackling economic inequality

  As part of our social value offering, we aim to tackle economic inequality by delivering free of charge, a selection of targeted vocational e-learning courses to learners who are currently economically inactive. These free courses are currently live on our website. ; ; Our catalogue of 600 ready-to-go online courses, spanning a range of sectors, is used by local colleges and adult education providers to offer job-focussed upskilling and compliance training through their adult education funded skills training. We are thereby helping to develop vocational skills to improve learner chances to re-enter the job market or further their career. ; ; In addition, we have a comprehensive local authority offering with courses that are specifically designed to combat socio-economic inequality such as pre-tenancy training for housing association clients. Collaborating with our clients in these sectors, and using their insight and research, has enabled us to design and develop courses that meet tenants needs and helps them adapt and live well in their property.
• Equal opportunity:

  Equal opportunity

  Through our human centred design approach, we identify how to make the learning created for clients inclusive and accessible for all. Learning Design includes identifying appropriate, inclusive and relevant characters, language and scenarios. Design also identifies digital learning that supports everyone, including those with access requirements. All our digital learning is built to WCAG 2.1 accessibility standards. ; ; Our approach to ensuring implementing EDI effectively throughout our own business, in addition to our legislative obligations, includes: ; • Improving recruitment and selection process to reduce unconscious bias through involvement of wider colleagues in the selection process plus EDI training for hiring managers ; • Clearly written job descriptions based on role-specific criteria used to short-list candidates – based on evidence of relevant knowledge, skills, qualifications and experience; • Flexible working policies are open to all and support candidates and employees who might not be in a position to work full time; • A full review of our recruitment, selection and onboarding approach following the BLM working groups recommendations; • Fact sheets shared with all new starters on unconscious bias and BLM in their induction goodie bags.; • All new recruits complete EDI courses during Induction ; • Our Good to Great People Strategy includes Fair Employee Practice (including BLM) and measured progress via our regular Staff Surveys; • Annual salary reviews, based on cost of living increases, merit/market rate and UK Payscale is used an objective benchmark; • Our employee stats are reflective of local data (ethnicity) – Ilkley 98% white, Bradford 58% white, Leeds 79% white. VC’s stats are: 58% female, 42% male, BAME 8% (92% white), Disability 1%; ; We have an internal BLM working group. The collective goal is to address racism and discrimination through awareness raising, self-education and learning. Encouraging people to research, find out more and draw their own conclusions.
• Wellbeing:

  Wellbeing

  Virtual College has created a free digital mental health and wellbeing resource pack to support any organisation. The pack includes a range of downloadable resources and learning on topics such as stress management and work-related mental health. ; ; Topics include: ; • Mental Health and Wellbeing Resource Pack ; • Resilience ; • Personal development and Self Awareness ; • Dealing with stressful situations ; • Get moving, get healthy ; • Prepared to save a life ; • FGM ; ; For our own staff, a Health & Wellbeing benefit package is provided through a specialist supplier to support staff at all life stages to manage their mental, physical and medical health. Support includes complimentary medicine and health-checks for preventative and holistic wellbeing, fruit baskets, online meditation and exercise classes, book club, gardening club. In addition, we provide series of digital learning and resources e.g. mental health & wellbeing resource pack, infection prevention which are regularly updated, easy to access, flexible source of information to support staff as and when needed.; ; We also offer flexible working hours and a hybrid working approach.

Pricing

• Price: £1,030 an instance
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: We are more than happy to offer a trail prior to purchase. The available functionality and availability period of the trial system would be dependent on which features the prospective customer wished to see. We would also be happy to upload a selection of content to demonstrate our e-learning portfolio.

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 contracts@netexlearning.com. Tell them what format you need. It will help if you say what assistive technology you use.