LMS Requirements Checklist: What to Put in Your RFP
Disclosure: Kaz Software publishes this guide and builds the DTCLMS learning platform. We have tried to keep the advice useful whichever vendor you choose.
Most LMS projects go wrong in the first week: the brief is vague, so every vendor answers a different question. Use this checklist to write one clear brief. Copy the lists, delete what you do not need, and mark each line Must, Should or Could.
How to prioritise
Priority | Meaning | Example |
Must | The project fails without it | Playback of our existing SCORM 1.2 courses |
Should | Important, but a workaround exists | A manager dashboard |
Could | Nice to have if budget allows | A leaderboard |
Not this phase | Agreed to leave for later | A native mobile app |
Users and roles
How many learners today, and in two years?
How many people may be online at once on a deadline day?
Which roles do you need: admin, instructor, learner, manager, auditor?
Should managers see only their own team?
Do you need an organisation structure (departments, locations) and bulk import from HR?
Content and standards
Which formats must play: SCORM 1.2, SCORM 2004, xAPI, HTML5, video, PDF? See SCORM vs xAPI: What's the Difference and Which Does Your LMS Need?.
Which authoring tools produced your courses?
How many courses do you have, and how large are the packages?
Do you need prerequisites, sequencing or unlocking rules?
Who reviews content before it is published?
Assessment
Which question types do you need?
Do you need a reusable, tagged question bank?
Pass marks, timers, attempt limits and question shuffling?
Should grading happen on the server rather than in the browser?
Can you import questions from CSV?
Assignments and compliance
Assign by person, role, department or location?
Due dates, automatic reminders and escalation to managers?
Recurring training and renewal dates?
A people-by-training completion matrix?
A record of who was assigned what, and who completed it and when?
Certificates
Automatic issue on completion or pass?
Verification by link or QR code, without logging in?
Expiry and renewal?
Your branding, in Bangla and English?
Reporting and analytics
Completion rates, drop-off, pass rates and time on task?
CSV or other exports for auditors and donors?
Cohort views for instructors?
Who can see which reports?
Integrations
HR import and organisation structure?
Single sign-on?
Email and SMS notifications?
Payments, if you sell courses?
A documented API, and test access to it?
Security and privacy
Role-based access control with ownership checks?
How are passwords and sessions protected?
Is there an audit log?
Where is data hosted, and how are backups handled?
What evidence of security testing can the vendor show?
How is data retained and deleted?
If AI is used, where does learner data go? See AI Tutors in an LMS: How They Work and the Risks to Manage.
Languages and accessibility
Bangla and English interface and content?
Unicode text everywhere, including certificates and exports? See Bangla and English LMS: What Universities and Trainers Need.
Does it work well on phones and slower connections?
Basic accessibility: keyboard use, contrast, captions?
Hosting, support and handover
Cloud or on-premise hosting?
Uptime targets and backup restore tests?
Training and documentation for admins?
Support response times?
Who owns the source code and the data, and what is the exit plan?
Turn the checklist into a one-page brief
Keep it to one to three pages: scale, content formats, roles, compliance needs, integrations, security, languages and timeline. Add a budget range or ceiling, so vendors propose a realistic first phase. Then use Choosing an LMS Development Company in Bangladesh: 12 Questions to compare the replies, and Custom LMS Development Cost in Bangladesh: What Drives the Price to understand the numbers.
Frequently asked questions
How long should an LMS brief be?
One to three pages is enough: scale, content formats, roles, compliance needs, integrations, security, languages and timeline.
Should I include a budget?
Yes, a range or ceiling. It lets vendors propose a realistic first phase instead of guessing.
Do I need to list every feature?
No. List what you must prove or must connect, and let vendors propose the rest.
Ready to test the list against a real platform? See custom LMS development in Bangladesh and ask for a demo.
Related reading: Choosing an LMS Development Company in Bangladesh: 12 Questions, Custom LMS Development Cost in Bangladesh: What Drives the Price, SCORM vs xAPI: What's the Difference and Which Does Your LMS Need? and AI-Enabled LMS Explained: SCORM, xAPI, Compliance Training and Certificates in One Platform.
