Highland Training Workforce Platform

RFP Response - Proposal Builder

Comprehensive Training Workforce Platform for Highland Solutions / Highland Pellets / Highland FR

RTR: Recruit, Train, Retain Multi-Site Capable Cloud-Based Mobile-Friendly
17
Modules to Build
6
Integrations
12
RFP Gaps Identified
0
Notes Added
1. Onboarding & Orientation Engine
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Core Philosophy: Build our own system for full control, no licensing fees, complete customization.

Features We Build:

  • Digital Document Signing: Built-in e-signature system (no DocuSign dependency)
  • Acknowledgment Tracking: Real-time status of all required documents
  • Pre-boarding Checklists: Configurable templates by role and site
  • Milestone Tracking: Day-1/Week-1/30-60-90 day progression
  • Buddy/Mentor System: Assignment and tracking of mentor relationships
  • Site-Specific Orientation: Different paths per Highland location
  • New Hire Portal: Centralized dashboard for all onboarding tasks

Technical Implementation:

  • React/Next.js frontend with TypeScript
  • PostgreSQL database for secure document storage
  • PDF generation for completed documents
  • Role-based access control (RBAC)
Notes
2. LMS Training Delivery (Custom Built)
▼
Why Build vs. Buy LMS: Avoid per-user licensing fees, full customization, no vendor lock-in, own the platform forever.

Core LMS Features:

  • SCORM Player: Built-in SCORM 1.2/2004 and xAPI (Tin Can) compliance
  • Video Hosting: Native video with progress tracking (no Vimeo/YouTube dependency)
  • Course Builder: Drag-drop interface for internal content creation
  • Learning Paths: Prerequisite management and sequenced courses
  • Offline Mode: Mobile app with sync for plant floor access
  • Content Versioning: Track changes with rollback capability
  • Multi-Format Support: Video, PDF, interactive modules, quizzes

Content Management:

  • Centralized content library with tagging
  • Approval workflows (draft → review → published)
  • Usage analytics per content item
  • Bulk upload and organization tools
  • Multi-language support framework
Notes
3. Skills Matrix System (0-4 Scale)
▼

Highland's 0-4 Skill Scale Implementation:

Level Definition Capabilities
0 No Knowledge Has not been trained on this skill
1 Awareness Understands concept, requires supervision
2 Basic Can perform with guidance
3 Competent Can perform independently
4 Expert Can train others, SME status

Features:

  • Competency Framework Builder: Define skills by job role and site
  • Self-Assessment + Validation: Employee rates self, supervisor validates
  • Visual Gap Analysis: Heat maps showing skill coverage
  • Auto-Recommendations: Suggest training based on skill gaps
  • Historical Tracking: View skill progression over time
  • Bulk Assessment Tools: Supervisors rate entire teams efficiently
  • Export Capabilities: Reports for workforce planning
Notes
4. Apprenticeship Tracking Module
▼

Core Features:

  • OJT Hour Logging: Digital time tracking with supervisor sign-off
  • Milestone Progression: Visual timeline of phase advancement
  • RTI Tracking: Related Technical Instruction integration
  • DOL Compliance: Reports formatted for Department of Labor (if registered)
  • Wage Progression: Triggers based on milestone completion
  • Mentor Assignment: Track mentor-apprentice relationships
  • Competency-Based Advancement: Skill requirements per phase

Reporting:

  • Hours logged by week/month/quarter
  • Competency acquisition timeline
  • Mentor effectiveness metrics
  • Completion rate predictions
Notes
5. Test & Assessment Engine (Custom Built)
▼

Question Types Supported:

  • Multiple choice (single and multi-select)
  • True/False
  • Drag-and-drop matching
  • Fill-in-the-blank
  • Practical assessment checklists with photo upload
  • Video response questions
  • Simulation-based assessments

Assessment Features:

  • Question Bank: Categorized questions with difficulty levels
  • Randomization: Question pools with configurable rules
  • Time Limits: Per-question and per-assessment timers
  • Attempt Restrictions: Limit retakes, lockout periods
  • Basic Proctoring: Webcam monitoring, tab-switch detection
  • Certification Generation: Auto-generate certificates with QR verification
  • Expiration Tracking: Auto-renewal workflow triggers
Notes
6. SME Job Training Tools
▼

Features for Subject Matter Experts:

  • Task-Based Checklists: Configurable by role/equipment
  • Photo/Video Upload: Document practical demonstrations
  • Digital Sign-Off: Timestamp and location tracking
  • Train-the-Trainer Tracking: SME qualification management
  • Job Task Analysis Builder: Create JTAs within platform
  • Equipment-Specific Training: Link training to assets

SME Dashboard:

  • Assigned trainees list
  • Pending sign-offs queue
  • Training effectiveness metrics
  • Content creation tools
Notes
7. Dashboards & Reporting (Custom Built)
▼

Dashboard Views by Role:

Role Dashboard Focus Key Metrics
Executive Enterprise Overview Compliance rates, skill coverage, training hours by site
Site Manager Team Readiness Team scores, upcoming expirations, overdue training
Supervisor Direct Reports Individual progress, pending sign-offs, skill gaps
Learner Personal Progress My certifications, skill levels, learning path
Compliance Audit Ready Certification status, safety training, expiration alerts

Reporting Features:

  • Custom report builder with drag-drop fields
  • Scheduled report delivery (email)
  • Export formats: PDF, Excel, CSV
  • Real-time data (not batch processing)
  • Historical trend analysis
Notes
8. Notification & Communication System
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RFP Gap: No notification system mentioned in RFP - this is critical for driving engagement and compliance.

Notification Channels:

  • Email notifications
  • SMS alerts (opt-in)
  • Push notifications (mobile app)
  • In-app notification center

Notification Types:

  • Training Assignments: New courses assigned
  • Deadline Reminders: Configurable escalation (7/3/1 day)
  • Manager Alerts: Overdue training for direct reports
  • Certification Expiration: 30/14/7 day warnings
  • Supervisor Escalation: Chain of command alerts
  • Digest Options: Daily/weekly summary emails
Notes
9. Compliance & Certification Management
▼

Certification Lifecycle:

  • Issue date tracking
  • Expiration monitoring
  • Auto-renewal reminders
  • Recertification workflow automation
  • Grace period management

Compliance Features:

  • OSHA Tracking: Safety training compliance
  • Audit Trail: Complete history of all training activities
  • Digital Certificates: QR code verification
  • Regulatory Reports: Pre-built templates for audits
  • Document Retention: Configurable retention policies
Notes
10. Mobile Application (Custom Built)
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Critical for Plant Floor: Limited connectivity requires robust offline capability with intelligent sync.

Mobile Features:

  • iOS & Android: Native apps for both platforms
  • Offline Mode: Download courses, complete assessments offline
  • Intelligent Sync: Auto-sync when connectivity returns
  • QR Code Scanning: Quick training lookups by equipment
  • Push Notifications: Training reminders and alerts
  • Camera Integration: Photo upload for practical assessments
  • Barcode Scanning: Equipment-specific training access
  • Biometric Auth: Fingerprint/Face ID login option
Notes
11. Manager/Supervisor Tools
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Supervisor Dashboard:

  • Team training calendar
  • Bulk assignment capabilities
  • One-click compliance view
  • Delegation and proxy approval
  • Training request/approval workflow
  • Team skill matrix visualization

Calendar & Scheduling:

  • Instructor-led training scheduling
  • Room/resource booking
  • Waitlist management
  • Calendar sync (Outlook)
  • Capacity management
  • No-show tracking
Notes
12. Safety-Specific Training Module (Addition)
▼
RFP Gap: No safety-specific features mentioned - critical for industrial/pellet operations.

Safety Features:

  • Incident-Triggered Training: Safety event → automatic retraining assignment
  • JHA Acknowledgments: Job Hazard Analysis sign-offs
  • PPE Certification: Equipment-specific PPE tracking
  • LOTO Qualifications: Lockout/Tagout certification tracking
  • Safety Observations: Link observations to training gaps
  • Near-Miss Integration: Near-miss reports tied to training
Notes
13. Vendor/Contractor Training Portal (Addition)
▼
RFP Gap: No mention of contractor training - common requirement for industrial facilities.

Contractor Features:

  • External User Access: Limited permissions for contractors
  • Site-Specific Orientation: Per-location contractor training
  • Visitor Safety Training: Quick orientation modules
  • Company Management: Track contractor companies
  • Insurance Verification: Upload and track insurance docs
  • Badge Printing Ready: Integration hooks for badge systems
Notes
14. Succession Planning Tools (Addition)
▼

Career Development Features:

  • Career Pathing: Visual progression maps
  • Skills-to-Role Gap: What's needed for next level
  • High-Potential ID: Based on training velocity
  • Readiness Assessments: Promotion readiness scoring
  • Development Plans: Individual growth planning
  • Bench Strength: Organizational readiness reports
Notes
15. Gamification & Engagement Engine (Addition)
▼
Impact: Gamification typically improves training completion rates by 40-60%.

Engagement Features:

  • Points System: Earn points for training completion
  • Badges & Achievements: Visual recognition of accomplishments
  • Leaderboards: Team and site competition
  • Recognition Feed: Peer kudos and achievements
  • Streak Tracking: Continuous learning incentives
  • Rewards Integration: Points redemption options
Notes
16. Analytics & Insights Engine (Addition)
▼

Advanced Analytics:

  • Training Effectiveness: Pre/post assessment comparison
  • Safety Correlation: Training completion vs. incident rates
  • Quality Correlation: Training vs. quality metrics
  • Time-to-Competency: Benchmarking by role/site
  • Predictive Analytics: Turnover risk based on training engagement
  • Cost Analysis: Cost-per-training-hour calculations
  • ROI Reporting: Training investment return framework
Notes
17. Feedback & Evaluation System (Addition)
▼

Feedback Features:

  • Post-Training Surveys: Automated feedback collection
  • Course Ratings: Star ratings and reviews
  • Instructor Evaluations: Rate trainers and SMEs
  • Training Requests: Employee-initiated requests
  • Continuous Improvement: Feedback loop to content creators
Notes
1. Paylocity Integration (HR/Payroll)
▼
Why Integrate: Paylocity is Highland's source of truth for employee data. We sync, not duplicate.

Inbound Data (From Paylocity):

  • Employee roster sync (new hires, terminations, transfers)
  • Job changes and promotions
  • Manager hierarchy
  • Department/site assignments
  • Employee demographics

Outbound Data (To Paylocity):

  • Training completion records
  • Apprentice wage progression triggers
  • Certification status updates

Sync Configuration:

  • Preferred: Real-time webhook notifications
  • Minimum: Daily batch sync
  • API: Paylocity REST API
Notes
2. Monday.com Integration (Project Management)
▼

Integration Use Cases:

  • Project Prerequisites: "Before starting Project X, complete Safety Training Y"
  • Training Triggers: Project assignment creates training requirement
  • Status Updates: Training completion updates Monday.com boards

Data Flow:

Direction Data Trigger
Inbound Project assignments Employee added to project
Outbound Training completion Course/cert completed
Notes
3. SharePoint/OneDrive Integration (Documents)
▼
Note: Our platform stores its own copies - SharePoint is convenience, not dependency.

Integration Features:

  • Inbound: Pull policy documents for acknowledgment tracking
  • Outbound: Store completion records in SharePoint (if required)
  • SSO: Azure AD for single sign-on (aligns with Microsoft ecosystem)

Document Types:

  • Policy documents
  • Procedure manuals
  • Training materials (secondary storage)
  • Completion certificates
Notes
4. Control Room Simulator (Future)
▼

Planned Integration:

  • xAPI/Webhook: Receive simulation completion data
  • Skills Matrix Update: Simulation results feed into competency tracking
  • Certification Triggers: Simulator completion as prerequisite

API Readiness:

Platform will be built API-ready for this integration when Control Room Simulator is deployed.

Notes
5. OSD/SAU Tech (Future)
▼

Planned Integration:

  • Equipment certification triggers
  • Technical training prerequisites
  • API-ready architecture for future connection
Notes
6. E-Maintenance (Future)
▼

Planned Integration:

  • Work Order Prerequisites: Training requirements before work order assignment
  • Equipment Training: Asset-specific training tracking
  • Maintenance Certifications: Required qualifications for maintenance tasks
Notes
1. Compliance & Certification Management
▼
Gap: RFP does not mention certification expiration tracking, auto-renewal reminders, or OSHA/safety compliance tracking. This is critical for industrial operations.

Our Addition:

Full certification lifecycle management with expiration tracking, auto-renewal workflows, and audit trail for regulatory compliance.

Notes
2. Notification & Communication System
▼
Gap: No mention of notifications, reminders, or escalation alerts. Training systems without notifications have significantly lower completion rates.

Our Addition:

Multi-channel notification system (email, SMS, push, in-app) with configurable escalation chains and manager alerts.

Notes
3. Content Management System
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Gap: RFP mentions "LMS Training Delivery" but no details on content creation, version control, or approval workflows.

Our Addition:

Full content management with versioning, approval workflows, and multi-language support framework.

Notes
4. Gamification/Engagement
▼
Gap: No mention of engagement features like badges, leaderboards, or points systems.

Our Addition:

Gamification engine with points, badges, leaderboards, and recognition features to drive 40-60% higher completion rates.

Notes
5. Succession Planning Integration
▼
Gap: Skills Matrix mentioned but no connection to career pathing or promotion readiness.

Our Addition:

Career pathing visualization, skills-to-role gap analysis, and bench strength reporting.

Notes
6. Safety-Specific Training
▼
Gap: No mention of incident-triggered training, JHA acknowledgments, PPE tracking, or LOTO qualifications. Critical for pellet/industrial operations.

Our Addition:

Complete safety training module with incident integration, JHA sign-offs, PPE certification, and LOTO tracking.

Notes
7. Vendor/Contractor Training
▼
Gap: No mention of external user access, contractor orientation, or visitor training.

Our Addition:

Contractor portal with limited access, site-specific orientation, and insurance verification tracking.

Notes
8. Predictive Analytics
▼
Gap: "Dashboards and Reporting" mentioned but no analytics capabilities for training effectiveness or outcome correlation.

Our Addition:

Training effectiveness measurement, safety/quality correlation analysis, and predictive turnover analytics.

Notes
9. Offline Capabilities
▼
Gap: "Mobile-friendly" mentioned but no offline capability for plant floor with limited connectivity.

Our Addition:

Mobile app with offline mode, intelligent sync, and QR code scanning for equipment-based training lookups.

Notes
10. Data Migration Strategy
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Gap: No mention of how existing training records, certifications, or content will be migrated.

Our Addition:

Data mapping, cleansing, validation rules, parallel run period, and audit trail preservation for historical data.

Notes
11. Accessibility Requirements
▼
Gap: No mention of WCAG compliance or ADA accommodations.

Our Addition:

WCAG 2.1 AA compliance, screen reader compatibility, keyboard navigation, and ADA accommodations for assessments.

Notes
12. Feedback & Evaluation System
▼
Gap: No mention of post-training surveys, course ratings, or instructor evaluations.

Our Addition:

Automated feedback collection, course ratings, instructor evaluations, and training request workflow.

Notes
1. What's the employee count across sites?
▼

Why this matters: Determines infrastructure scaling, licensing approach, and support model sizing.

Highland's Answer
2. How many unique job roles/competency frameworks exist?
▼

Why this matters: Determines skills matrix complexity and initial setup effort.

Highland's Answer
3. Are apprenticeship programs DOL-registered?
▼

Why this matters: Affects compliance requirements and reporting formats for Department of Labor.

Highland's Answer
4. What training content exists today and in what formats?
▼

Why this matters: Determines SCORM/xAPI requirements and content migration effort.

Highland's Answer
5. Volume of historical training records to migrate?
▼

Why this matters: Data migration scope and timeline estimation.

Highland's Answer
6. Union considerations for training documentation?
▼

Why this matters: May affect approval workflows, documentation requirements, and access controls.

Highland's Answer
7. Mobile device policy - company devices or BYOD?
▼

Why this matters: Affects mobile app distribution strategy, MDM integration, and security requirements.

Highland's Answer
8. International sites requiring multi-language support?
▼

Why this matters: Localization requirements and content management complexity.

Highland's Answer
9. Which safety/regulatory frameworks apply?
▼

Why this matters: OSHA, EPA, state-specific regulations affect compliance reporting and training requirements.

Highland's Answer
10. Acceptable maintenance window and uptime requirements?
▼

Why this matters: Determines infrastructure redundancy and SLA commitments.

Highland's Answer
11. Data residency requirements?
▼

Why this matters: US-only hosting, specific regions, or compliance requirements (SOC 2, etc.).

Highland's Answer
12. Current contractor/vendor training volume?
▼

Why this matters: Determines need for contractor portal and external user access scope.

Highland's Answer
13. Integration priority order for phased rollout?
▼

Why this matters: Helps plan implementation phases and resource allocation.

Highland's Answer
14. Who owns content creation - Highland internal or vendor?
▼

Why this matters: Affects course builder complexity, training requirements, and ongoing support model.

Highland's Answer
Build vs. Buy vs. Integrate Summary
Component Approach Rationale
LMS Core BUILD Full control, no licensing fees, customization
Skills Matrix BUILD Unique to Highland's 0-4 scale, tight integration
Assessment Engine BUILD Core functionality, avoid per-user fees
Onboarding BUILD Workflow customization, integration needs
Apprenticeship BUILD Specialized, DOL compliance control
Reporting BUILD Custom dashboards, real-time data
Notifications BUILD Multi-channel, escalation logic
Mobile App BUILD Offline critical, full feature parity
Content Hosting BUILD Avoid vendor lock-in, cost control
HR Data INTEGRATE Paylocity is source of truth
Project Data INTEGRATE Monday.com is their workflow
Documents INTEGRATE SharePoint is their ecosystem
Simulators INTEGRATE Their operational systems

Result

A platform Highland OWNS, not rents.

Integrations are bridges to their existing systems, not dependencies that create lock-in or ongoing licensing costs.

General Notes

Highland Training Workforce Platform - Proposal Builder

RTR: Recruit, Train, Retain

Generated: December 2025