NZQA-Certified e-Learning Management System
Budget: $5,000 – $10,000 NZD
NZQA-Integrated Refresher-Only LMS
1. Executive Summary
The purpose of this Learning Management System (LMS) is to provide a refresher-only training platform for students and employees across New Zealand. The system will integrate with the NZQA framework, allowing access to refresher courses only for Unit Standards already achieved. The platform will provide:
• Web portal with full functionality
• Mobile app (view-only) ligin for certificate tracking
• Multi-language accessibility
• Advanced backend administrative control
• Payment and company account management
• Automated reminders and BI-style reporting
The LMS is designed for user-friendliness, and full compliance with NZQA and privacy regulations.
2. System Architecture Requirements
• Web Portal: Full functionality including registration, course enrolment, refresher assessments, payment, reporting, and admin control.
• Mobile App (iOS & Android): View-only certificates, expired/current status, download/share capabilities.
• Backend / Admin Panel: Full control over user management, course management, reminders, analytics, payments, and audit logs.
• Cloud Hosting: Secure, scalable hosting with backups and redundancy.
• Integration: Real-time or scheduled API connection with NZQA to validate Unit Standards and fetch NSN numbers.
3. NZQA Integration
• Verify a learner’s National Student Number (NSN) and achieved Unit Standards.
• Auto-gate refresher courses based on existing achievements.
• Allow optional NSN lookup if unknown, with results returned within 12 hours.
• Maintain audit trail of all NZQA verifications.
• Ensure all reporting complies with NZQA and TEC standards.
4. User Roles & Permissions
Role Capabilities
Student / Employee Register/login, select courses (refresher-only), view/complete courses, electronic signature, upload optional evidence, download certificates
Company Admin / Manager Register company, link employees, view compliance dashboards, receive BI reports, initiate payments on behalf of employees
Super Admin Manage courses (create/edit), configure expiry and reminders, manage users, manage payment settings, view all dashboards, audit logs
Mobile App User View-only access to certificates, course status, download/share certificates
5. Course Engine Specifications
• Courses include:
o Short instructional video (locked until opened)
o Presentation slides
o Manual/document (PDF)
• Locked flow: Manual/video must be opened before assessment unlocked.
• Multi-language support: Video/audio/text/content switches based on user-selected language.
• Assessment types:
o Multiple choice
o True/False
o Mix & match
o Image-based selection
o Numeric/fill-in-the-blank and more
• Attempts:
o 3 standard attempts
o +2 additional attempts on request
o Feedback after each failed attempt: identify which question, user answer, correct answer
6. Expiry & Reminder Engine
• Default course validity: 3 years (official), others 2 years
• Admin configurable per course
• Automated reminders:
o 30 days before expiry
o 7 days before expiry
o 24 hours before expiry
• Traffic light dashboard:
o Red = Expired
o Orange = Expiring <30 days
o Green = Current
7. Payment & Account System
• Stripe integration for credit card payments
• Company accounts with 30-day invoice terms
• Select account or pay at course enrolment
• Admin can configure payment options per course
• Payment confirmation integrated with course enrolment access
8. Reporting & BI Engine
• Individual student compliance reports
• Company compliance dashboards (linked employees)
• Percent completion and expiry overview
• Exportable reports (PDF, CSV)
• Visual indicators with icons per Unit Standard
• Analytics for course performance and failed attempts
9. Multilingual Framework
• Language selector visible before login
• Supports multiple languages (English, Chinese, Dutch, German, etc.)
• All UI, course content, assessments, and instructions translate dynamically
• Language toggle persists across courses and dashboard
• Answers/logic remain consistent across all languages
10. Backend / Admin Control Panel (Detailed)
• User Management
o Search, edit, deactivate users
o Assign roles, link employees to companies
• Course Management
o Create/edit/delete courses
o Upload videos, presentations, manuals
o Set assessment type, attempts, expiry duration
o Lock content until pre-requisites are opened
• Assessment Management
o Configure question types, answers, scoring rules
o Set attempt limits and additional attempt requests
o Provide automatic feedback for failed attempts
• Reminder / Notification Management
o Configure email schedules
o Visualize expiring / expired courses
o Manage automated notifications per course
• Reporting & BI
o Generate reports for students, companies
o Filter by course, expiry, compliance status
o Export to PDF/CSV
• Audit & Security
o Full audit trail of admin actions
o Manage passwords, two-factor authentication
o Data encryption at rest and in transit
11. Security & Compliance
• NZ Privacy Act 2020 compliance
• Secure storage of NSN, personal data, uploaded documents
• TLS/SSL encryption
• Role-based access control
• Backup and disaster recovery plan
• Multi-factor authentication for admin access
12. Mobile App (View-Only)
• Displays all certificates: current and expired
• Download/share certificates
• View course completion history
• Syncs with web portal in real-time
• Multi-language support
13. Non-Functional Requirements
• Performance: Handle thousands of concurrent users
• Uptime: 99.9% SLA
• Scalability: Cloud-ready, horizontal scaling
• Backups: Daily backups with version retention
• Accessibility: Compliant with WCAG AA standards
• Compatibility: Modern browsers + iOS/Android devices
14. Deliverables & Acceptance Criteria
• Fully functional LMS with web portal + mobile app
• Integration with NZQA for NSN and Unit Standard verification
• Admin panel with full control over users, courses, and reporting
• Multi-language interface operational
• Payment gateway fully integrated
• BI dashboards functional and exportable
• Course assessments locked/unlocked logic validated
• Security & privacy requirements met
• Documentation and training materials provided for admins
15. Optional / Future Enhancements
• AI-driven chat support for students
• Advanced analytics for trend analysis
• Offline course content download for remote areas
• Expanded mobile app interactivity
1. Executive Summary
The purpose of this Learning Management System (LMS) is to provide a refresher-only training platform for students and employees across New Zealand. The system will integrate with the NZQA framework, allowing access to refresher courses only for Unit Standards already achieved. The platform will provide:
• Web portal with full functionality
• Mobile app (view-only) ligin for certificate tracking
• Multi-language accessibility
• Advanced backend administrative control
• Payment and company account management
• Automated reminders and BI-style reporting
The LMS is designed for user-friendliness, and full compliance with NZQA and privacy regulations.
2. System Architecture Requirements
• Web Portal: Full functionality including registration, course enrolment, refresher assessments, payment, reporting, and admin control.
• Mobile App (iOS & Android): View-only certificates, expired/current status, download/share capabilities.
• Backend / Admin Panel: Full control over user management, course management, reminders, analytics, payments, and audit logs.
• Cloud Hosting: Secure, scalable hosting with backups and redundancy.
• Integration: Real-time or scheduled API connection with NZQA to validate Unit Standards and fetch NSN numbers.
3. NZQA Integration
• Verify a learner’s National Student Number (NSN) and achieved Unit Standards.
• Auto-gate refresher courses based on existing achievements.
• Allow optional NSN lookup if unknown, with results returned within 12 hours.
• Maintain audit trail of all NZQA verifications.
• Ensure all reporting complies with NZQA and TEC standards.
4. User Roles & Permissions
Role Capabilities
Student / Employee Register/login, select courses (refresher-only), view/complete courses, electronic signature, upload optional evidence, download certificates
Company Admin / Manager Register company, link employees, view compliance dashboards, receive BI reports, initiate payments on behalf of employees
Super Admin Manage courses (create/edit), configure expiry and reminders, manage users, manage payment settings, view all dashboards, audit logs
Mobile App User View-only access to certificates, course status, download/share certificates
5. Course Engine Specifications
• Courses include:
o Short instructional video (locked until opened)
o Presentation slides
o Manual/document (PDF)
• Locked flow: Manual/video must be opened before assessment unlocked.
• Multi-language support: Video/audio/text/content switches based on user-selected language.
• Assessment types:
o Multiple choice
o True/False
o Mix & match
o Image-based selection
o Numeric/fill-in-the-blank and more
• Attempts:
o 3 standard attempts
o +2 additional attempts on request
o Feedback after each failed attempt: identify which question, user answer, correct answer
6. Expiry & Reminder Engine
• Default course validity: 3 years (official), others 2 years
• Admin configurable per course
• Automated reminders:
o 30 days before expiry
o 7 days before expiry
o 24 hours before expiry
• Traffic light dashboard:
o Red = Expired
o Orange = Expiring <30 days
o Green = Current
7. Payment & Account System
• Stripe integration for credit card payments
• Company accounts with 30-day invoice terms
• Select account or pay at course enrolment
• Admin can configure payment options per course
• Payment confirmation integrated with course enrolment access
8. Reporting & BI Engine
• Individual student compliance reports
• Company compliance dashboards (linked employees)
• Percent completion and expiry overview
• Exportable reports (PDF, CSV)
• Visual indicators with icons per Unit Standard
• Analytics for course performance and failed attempts
9. Multilingual Framework
• Language selector visible before login
• Supports multiple languages (English, Chinese, Dutch, German, etc.)
• All UI, course content, assessments, and instructions translate dynamically
• Language toggle persists across courses and dashboard
• Answers/logic remain consistent across all languages
10. Backend / Admin Control Panel (Detailed)
• User Management
o Search, edit, deactivate users
o Assign roles, link employees to companies
• Course Management
o Create/edit/delete courses
o Upload videos, presentations, manuals
o Set assessment type, attempts, expiry duration
o Lock content until pre-requisites are opened
• Assessment Management
o Configure question types, answers, scoring rules
o Set attempt limits and additional attempt requests
o Provide automatic feedback for failed attempts
• Reminder / Notification Management
o Configure email schedules
o Visualize expiring / expired courses
o Manage automated notifications per course
• Reporting & BI
o Generate reports for students, companies
o Filter by course, expiry, compliance status
o Export to PDF/CSV
• Audit & Security
o Full audit trail of admin actions
o Manage passwords, two-factor authentication
o Data encryption at rest and in transit
11. Security & Compliance
• NZ Privacy Act 2020 compliance
• Secure storage of NSN, personal data, uploaded documents
• TLS/SSL encryption
• Role-based access control
• Backup and disaster recovery plan
• Multi-factor authentication for admin access
12. Mobile App (View-Only)
• Displays all certificates: current and expired
• Download/share certificates
• View course completion history
• Syncs with web portal in real-time
• Multi-language support
13. Non-Functional Requirements
• Performance: Handle thousands of concurrent users
• Uptime: 99.9% SLA
• Scalability: Cloud-ready, horizontal scaling
• Backups: Daily backups with version retention
• Accessibility: Compliant with WCAG AA standards
• Compatibility: Modern browsers + iOS/Android devices
14. Deliverables & Acceptance Criteria
• Fully functional LMS with web portal + mobile app
• Integration with NZQA for NSN and Unit Standard verification
• Admin panel with full control over users, courses, and reporting
• Multi-language interface operational
• Payment gateway fully integrated
• BI dashboards functional and exportable
• Course assessments locked/unlocked logic validated
• Security & privacy requirements met
• Documentation and training materials provided for admins
15. Optional / Future Enhancements
• AI-driven chat support for students
• Advanced analytics for trend analysis
• Offline course content download for remote areas
• Expanded mobile app interactivity