TitleSubtitleName of Presenter
© 2014 Brandon Hall Group, Inc.
Best Practices in Replacing your LMS: Building a Business Case for ReplacementPresented By:
David Wentworth, Senior Learning Analyst, Brandon Hall GroupCharles DeNault, Senior Director, Product Marketing, Saba
© 2014 Brandon Hall Group, Inc.
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HCM Excellence Conference 2015
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© 2014 Brandon Hall Group, Inc.
[email protected]@Saba.com
@DavidMWentworth@mathchuck
David WentworthCharles DeNault
David WentworthSenior AnalystBrandon Hall
Group
Charles DeNaultSenior Director
Product Marketing Saba
Conversation Information
© 2014 Brandon Hall Group, Inc.
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© 2014 Brandon Hall Group, Inc.
AgendaBest Practices in Upgrading Learning Technologies:Reduce fear and create a strategy for success!
• Upgrade/Replacement Business Drivers
• Building the Business Case
• Overcoming Gun Shy! Selecting with Confidence
• Migration Framework
• Summarizing your Plan
© 2014 Brandon Hall Group, Inc.
Is your organization currently considering replacing your LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2012 N=347
© 2014 Brandon Hall Group, Inc.
Is your organization currently considering replacing your LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2012 N=347
47%53%
2012Yes No
© 2014 Brandon Hall Group, Inc.
Is your organization currently considering replacing your LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2013 N=568
47%53%
2012Yes No
48%52%
2013Yes No
© 2014 Brandon Hall Group, Inc.
Is your organization currently considering replacing your LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2013 N=568
© 2014 Brandon Hall Group, Inc.
46%54%
Single SystemYes No
Is your organization currently considering replacing your LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2013 N=568
© 2014 Brandon Hall Group, Inc.
46%54%
Single SystemYes No
Is your organization currently considering replacing your LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2013 N=568
52%48%
Multiple SystemsYes No
© 2014 Brandon Hall Group, Inc.
Complete “Unified” System
•Social learning•Networks•Media•Mobile•Search
•Onboarding•Leadership development•Workforce planning•Sourcing & Recruiting•Performance Support and Career Development
•Manage classrooms•Virtual classrooms•Manage competencies•Performance support•Certification management •Skill gap analysis •Content authoring •E-commerce
•Enrollment•Launch online courses•Testing•Track progress and completion
•Learning paths•Reporting
Learning (Core)
Learning (Robust)
CollaborationTalent
Talent Management
Reporting and Analytics
© 2014 Brandon Hall Group, Inc.
Poll Question
What is primarily driving the decision to change LMS platforms in your organization?1. Cost2. Outdated system3. Poor reporting4. Integration with other systems5. System is difficult to use6. Need social/mobile capabilities7. We are not considering change at this time8. Other
© 2014 Brandon Hall Group, Inc.
0%
5%
10%
15%
20%
25%
30%
Top 3 Reasons for Upgrading or Switching LMS'sOver 48% of BHG
surveyed organizations are looking to upgrade
and replace their current systems, up
from 33% in 2011
BHG LMS Survey, 2013 N=568
Other Reasons• Disparate systems
• New technologies
• Need single solution
© 2014 Brandon Hall Group, Inc.
New Drivers for Change
MobileSocial
8%Say social
features are one of their top 3 requirements
for a new system
12%Say mobile features are
one of their top 3 requirements
for a new system
11%Say social
features are one of their top 3 reasons for
switching
15%Say mobile features are
one of their top 3 reasons for
switching
Social
© 2014 Brandon Hall Group, Inc.
Building the Business Case for Change
• What business issues are not being solved with the current solution?• What challenges with the current system are affecting business
outcomes?• Identify key business issues that can be addressed by new LMS
solution. • Attempt to quantify the cost of the above and measure that against
the cost of making the switch.
© 2014 Brandon Hall Group, Inc.
1. Identify and consult business case stakeholders2. Analyze and document the business requirements3. Identify the key business drivers for implementing an LMS4. Identify possible risks5. Create a current state cost analysis6. Create a future cost analysis7. Identify the expected return on investment (ROI)8. Develop a clear recommendation9. Market and communicate the business case within your organization
Building the Business Case for Change
20
© 2014 Brandon Hall Group, Inc.
Poll Question
What is the main pushback you hear against making a switch?1. Lack of measureable benefits2. Too much invested in legacy systems3. New integrations perceived as too difficult4. Inability to demonstrate ROI5. Learner reluctance6. Other
© 2014 Brandon Hall Group, Inc.
Where to Start
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© 2014 Brandon Hall Group, Inc.
Steps for Replacement
1. Create a short list of systems2. Develop a set of use cases3. Set up scripted demos4. Talk to current customers5. Write an RFP6. Evaluate the proposals
© 2014 Brandon Hall Group, Inc.
Lanxess LMS Evaluation Based on Catalogue and 4 Use Cases
Step 1 Step 2
Definition of catalogue criteria and 4 use cases
Provider demonstration of use cases and completion of questionnaire
Step 3
Evaluation of presentation and questionnaire
3.5 Months from Kickoff to Go Live!
© 2014 Brandon Hall Group, Inc.
Major Requirement Concerns
• Global requirements• System integration requirements• Configuration and customization requirements• Scalability (expansion of domains, audiences, and rules)• Unique internal and external audience needs
– Talent integration– Ecommerce– Certification– Mobile and social
• Support and partnership• End-user experience (admin, managers, learners)
© 2014 Brandon Hall Group, Inc.
BHG LMS Survey, 2013 N=568
0%5%
10%15%20%25%30%35%40%
Top 3 Most Important New Requirements
WANTED!1. A system that’s easy to
use
2. More robust reporting features/analytics
3. Simpler integration with enterprise systems
© 2014 Brandon Hall Group, Inc.
Preparing for Success
Selection• Find business stakeholders• Identify strategy & business
drivers• Governance body for selection• Data management strategy • Change management strategy
Implementation• Partnership with solution provider• Training and planning sessions• Project management ownership• Implementation and maintenance
governance• Staged testing environments
(Development sites, Sandbox sites, Backups)
• Communications and Marketing
© 2014 Brandon Hall Group, Inc.
Vendor Relationships
• Migration Plan: One that fits the size, scale, and scope of your migration
• Project leads and managers with migration experience (not just implementation experience)
• Migration tools: Data mapping scripts and batching, Pre-built integration API’s, Development and testing sites
• Migration Resources: Scaled Training and Onboarding Programs, 24/7 Technical Support, Multi-language support,
• Migration Measurement: Tracking tools and statistics, Milestones, Services Agreements,
© 2014 Brandon Hall Group, Inc.
Building a Migration Framework
© 2014 Brandon Hall Group, Inc.
Migration FrameworkPlanning Areas Risks
1. System integrations – internal and external
Logins, system APIs, clean data, competing data structures
2. Structure and domain setup Multiple domains, multiple levels, multiple roles, multiple rules
3. Content & data transfer Data mapping, data cleaning, content ownership, content portability
4. Globalization setup Languages, financial data, government data regulations
5. Reporting & security Historical data, permissions, business dataintegration
6. Administration change Admin selections, training, communications
7. End-user change Access points, change management plan, support tools,
8. Stakeholder changes Governance model, business impact
© 2014 Brandon Hall Group, Inc.
LMS
Finance
Communications
Marketing
ERP
Intranet
CRM
YouTube
News
TM
HRISSecurity
Security
Rules
Field Names
Security
Rules
Field Names
ProfilesSecurity
Rules
Field Names
Profiles
LOGIN
Content
Content
1. System Integration
© 2014 Brandon Hall Group, Inc.
System IntegrationKey Practices
1. Identify current and future system integration requirements.– ERP, HRIS, CRM, YouTube, Communication (Conferencing), Outlook, etc.
2. Understand vendors experience integrating with each of these elements.
3. Define what needs to be shared between systems (now and future)
4. Define how often shared items need to be updated.
5. Define the value of each connection (business goal for each connection).
6. Map table to table (where is the data held in each system), theory first.
7. Prioritize each connection and begin defining required (APIs, Scripts, Middle-data-warehouses).
1. System Integration
© 2014 Brandon Hall Group, Inc.
Strategic Consulting
Enterprise Integration
Single Sign On
Ease of Use
Process Optimization
Increase Sales and Improve
Service
Case Study, ToyotaPlanning, integration and ease of use lead to success
◼ 140,000 sales, engineers, and manufacturing employees
◼ Lack of integration negatively impacted learning objectives◼ HRIS – Workday
integration◼ SSO
◼ Saba Consulting helped with integration and training strategy
◼ Improved product launch, technical and fixed operation training
2. Structure and Domain
© 2014 Brandon Hall Group, Inc.
Audiences
• Internal Learners• External Learners• Super Administrators• Regional/BU Administrators• Help Desk• Governance Committee Members• Instructors• Content Authors• Content Owners
Who are they?
Where do they all sit?
What are their security needs?
Do they need more or less communication?
2. Structure and Domain
© 2014 Brandon Hall Group, Inc.
Structure and Domain SetupKey Practices
1. Identify all audiences and taxonomies.– Internal and external audiences
2. Identify what data you will need for each audience.
3. Identify where they fit in a hierarchy or group structure. Will they be in multiple groups and locations?
4. Identify taxonomy of groups and organizational structures.– Internal and external
5. Identify branding, sharing, and reporting needs, between groups & roles.
6. Map out multiple scenarios for multiple branding, sharing, and reporting needs (work with vendor to test and model these).
2. Structure and Domain
© 2014 Brandon Hall Group, Inc.
YUM! Brands: Supporting Multiple Brands & LanguagesDramatically accelerate deployment to support business expansion
• Single catalog• Portals for each brand• Reusable templates for localization
• 40,000 restaurants, adding 2000/yr• Millions of employees, completions• 2% Increase in hospitality scores
© 2014 Brandon Hall Group, Inc.
Taxonomy
Catalog
Curriculum
Learning Track/Certification
Course
Lesson
LearningElement
ClassCEO
SVP
Director
Manager
Director
Manager
SVP
Director
Manager Specialist
Group Role Experience Unit
3. Content & Data Transfers
© 2014 Brandon Hall Group, Inc.
1. Assess and map taxonomy for current content – Active Use, storage requirements, updates required, master locations, ownership
2. Assess and map taxonomy for current data– Active Use, storage requirements, updates required, master locations, ownership
3. Identify realistic content standards requirements– Scorm 1.2 vs. 2004, AICC?,
4. Work with IT on data standards5. Ensure the vendor understand both, and have people who can talk to
both needs6. Build or review data and content migration scripts, validation scripts, etc.7. Test, test, test 8. Double-check after transfers
3. Content & Data Transfers
Content & Data TransfersKey Practices
© 2014 Brandon Hall Group, Inc.
AflacMoving to Cloud with Multiple Data and Content Transfer Needs
20,000 Users Legacy Sys.
Content and Transcripts
Add 20,000 Users
Validation Required
System Integrations
End-User Expectations
◼ Migrated and Validated◼ 40,000 Employees◼ Domains◼ Business Units◼ Classrooms◼ Courses◼ WBT Content◼ Certifications◼ Curricula◼ Communities
3. Content & Data Transfers
© 2014 Brandon Hall Group, Inc.
Global SetupKey Practices
1. Identify current and future regions of business. – Internal and external audiences
2. Work with HR community to regional government requirements.– European Union, German and France Works Councils, China Gov Requirements
3. Identify cultural considerations and setup questions for vendors.– Is the system setup for Arabic reading (right to left) or Asian characters, etc. – Accepted financial denominations, aggregation & valuation of those denominations– Regional content sites and data holding sites?
4. Work with Internal governing community to confirm global standards.– Will you try to meet everyone’s language preferences or pick 4 or 5 standards?– Will content, LMS shell, and support need to be offered in multi-languages?
5. Confirm and test all settings with global community.
4. Global Setup
© 2014 Brandon Hall Group, Inc.
Reporting & SecurityKey Practices
1. Identify current reports and use.2. Validate the relevance of these reports and their
continued value.3. Identify reporting gaps (business needs not being met).4. Assess new reporting capabilities and dashboards, for
their ability to address reporting gaps.5. Re-think security requirements versus security norms. 6. Identify opportunities for transparency and openness.7. Produce sample reports and verify format, layout,
location, schedule, and drill down requirements before final configurations.
8. Assess reporting value regularly.
5. Reporting and Security
© 2014 Brandon Hall Group, Inc.
Audience PreparationKey Practices
Administrators End-Users StakeholdersCommunication Plan Communication Plan Communication PlanLogin Review Login Review Login ReviewReporting Assessment Reporting Assessment Reporting AssessmentAssessing Use/Role Assessing Use Meeting ScheduleTraining Plan Training Plan Decision ScheduleSupport Plan Support Plan
6-8. Audience Preparation
A Change Management Strategy is a Strategy for Success!
© 2014 Brandon Hall Group, Inc.
Poll Question
What will be your biggest challenge in migrating systems?1. Integrations2. Structure and domain setup3. Content and data transfer4. Global setup5. Reporting and security analysis6. Audience preparation7. Other
© 2014 Brandon Hall Group, Inc.
Requirements We Hear from Our Customers
•Virtual classroom, testing & assessment, and content management• Social, mobile, and collaborationUnified Learning Suite
•Configurable domains, audience-types , and workflowsConfigurable business process & solution
•Pre-requisites, equivalency and CE credit, and automation•EU Right to Learn, eSignatures, audit trails
Advanced certification management & compliance
•eCommerce support: for-profit training•Configurable processesExtended enterprise support
•Anywhere and offline mobile access•Next-generation social learning
Social, Mobile & Collaborative
• Learner and Admin interfaces in multiple languages•Global support, platform and network
Global & Scalable capabilities
© 2014 Brandon Hall Group, Inc.
Summary and Wrap Up
• Ensure you have solid business drivers for your upgrade plans and strategies.
• Identify the most critical new requirements needed in your new platform, but also identify the items you are not willing to lose.
• Ensure your selection process is as diligent this time around as it was the first time around – think future.
• Ask all the right questions of your vendor.
• Create a migration framework specific to your organization.
• Factor in change management and marketing requirements
• Communicate your plans clearly and often
© 2014 Brandon Hall Group, Inc.
Questions?
[email protected]@Saba.com
@DavidMWentworth@MathChuck
David WentworthCharles DeNault
David WentworthSenior AnalystBrandon Hall
Group
Charles DeNaultSenior Director
Product Marketing Saba
© 2014 Brandon Hall Group, Inc.
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