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MM Changing Your Learning Management System: a case study Marilyn Mitchell, MBA Konica Minolta Business Solutions Dr. Gary Woodill, EdD. Operitel Corporation.

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Presentation on theme: "MM Changing Your Learning Management System: a case study Marilyn Mitchell, MBA Konica Minolta Business Solutions Dr. Gary Woodill, EdD. Operitel Corporation."— Presentation transcript:

1 MM Changing Your Learning Management System: a case study Marilyn Mitchell, MBA Konica Minolta Business Solutions Dr. Gary Woodill, EdD. Operitel Corporation Mar. 15, 2005

2 The Scenario Minolta deployed its first Learning Management System in Minolta deployed its first Learning Management System in Through changes in business processes, customer needs and ROI opportunities, we discovered a new LMS was necessary to drive our business forward. Through changes in business processes, customer needs and ROI opportunities, we discovered a new LMS was necessary to drive our business forward. Minolta deployed its second LMS in Minolta deployed its second LMS in MM

3 The Scenario Features First LMS New LMS Launch Date October 2000 August 2003 Online registration Message Center (at an extra cost) (at an extra cost) Online threaded discussion (at an extra cost) (at an extra cost) eCommerce Accurate, speedy reporting Robust Data Search Webinar posting and management (at an extra cost) (at an extra cost) ROI Assessment metrics MM

4 Objectives: Common trends in consumer and eLearning technologies Common trends in consumer and eLearning technologies Examine common issues with LMS systems Examine common issues with LMS systems Review critical issues with our first LMS Review critical issues with our first LMS Outline the process of changing to a new LMS Outline the process of changing to a new LMS Report on differences with the new LMS Report on differences with the new LMS Q&A Q&A

5 GW Common Issues with LMSs Exaggerated claims Exaggerated claims Hype curve of the industry Hype curve of the industry Focus on technology, not on sound educational principles Focus on technology, not on sound educational principles Poor designs that are inflexible, hard to change Poor designs that are inflexible, hard to change Lack of integration with other learning technologies Lack of integration with other learning technologies Failure to manage a wide variety of types of online content Failure to manage a wide variety of types of online content Dont use the advantages of the new computer technologies to engage and excite learners Dont use the advantages of the new computer technologies to engage and excite learners

6 GW Hype Cycle Consumer technologies (Gartner)

7 GW Hype Cycle e-Learning (Kevin Kruse)

8 GW Common Issues with LMSs Exaggerated claims Exaggerated claims Hype curve of the industry Hype curve of the industry Focus on technology, not on sound educational principles Focus on technology, not on sound educational principles Poor designs that are inflexible, hard to change Poor designs that are inflexible, hard to change Lack of integration with other learning technologies Lack of integration with other learning technologies Failure to manage a wide variety of types of online content Failure to manage a wide variety of types of online content Dont use the advantages of the new computer technologies to engage and excite learners Dont use the advantages of the new computer technologies to engage and excite learners

9 MM History of e-Learning at Konica Minolta Started with home grown systems Started with home grown systems Multiplicity of databases, servers, content, etc. Multiplicity of databases, servers, content, etc. No coherent plan No coherent plan First online course First online course Driven by an immediate need to train 400 dealers in a short period of time Driven by an immediate need to train 400 dealers in a short period of time SAP implementation project SAP implementation project Konica Konica LMS meant lady management system LMS meant lady management system

10 MM Process of Choosing our first LMS Vendor was already working with the company Vendor was already working with the company No research carried out on alternatives or business needs No research carried out on alternatives or business needs Low expectations, no vision Low expectations, no vision No idea of how much it would cost No idea of how much it would cost No focus, no one in charge No focus, no one in charge Being driven by the needs and desires of both sales and service Being driven by the needs and desires of both sales and service Instructor led courses vs. online Instructor led courses vs. online Main benefit was less travel Main benefit was less travel

11 MM Issues with our first LMS As an early adopter, we had to suffer through the limitations of early LMS software As an early adopter, we had to suffer through the limitations of early LMS software e.g., no registration functions e.g., no registration functions Both our staff and the vendor were learning on the job Both our staff and the vendor were learning on the job No requirements from us other than all training records needed to be in one location No requirements from us other than all training records needed to be in one location

12 MM Issues with our first LMS With experience, it was clear that the software had not been designed with usability in mind With experience, it was clear that the software had not been designed with usability in mind Had been designed as a technology without an educational perspective Had been designed as a technology without an educational perspective Vendor had to make all changes, and charged handsomely for each change Vendor had to make all changes, and charged handsomely for each change

13 MM Facing the Limitations of the LMS We drew up a requirements list and submitted it to the vendor We drew up a requirements list and submitted it to the vendor The price for changing the LMS to meet all of our needs was higher than buying a new system off the shelf The price for changing the LMS to meet all of our needs was higher than buying a new system off the shelf A feeling that we were boxed in by proprietary software where we had no control over changes A feeling that we were boxed in by proprietary software where we had no control over changes Lots of resources being used by both sides Lots of resources being used by both sides Many promised features were just vaporware Many promised features were just vaporware Mounting frustration levels as we were often told that we cant do that until the next release Mounting frustration levels as we were often told that we cant do that until the next release Biggest frustration – LMS crashed when running reports Biggest frustration – LMS crashed when running reports

14 MM The Beginning of Change We were hesitant to make changes without another system in place We were hesitant to make changes without another system in place Need for flexibility Need for flexibility Business units and organizational structures kept changing Business units and organizational structures kept changing Over 90 days to make a change in the LMS Over 90 days to make a change in the LMS By now we knew more By now we knew more We were able to define current and future business requirements for an LMS, and project costs We were able to define current and future business requirements for an LMS, and project costs Proper requirements gathering process Proper requirements gathering process Resulting in a detailed specifications document Resulting in a detailed specifications document Input from all business units Input from all business units Overcoming resistance to change Overcoming resistance to change Had to be honest with our vendor Had to be honest with our vendor Vendor was able to continue doing business with us Vendor was able to continue doing business with us

15 MM Choosing a new LMS Investigation of alternative systems Investigation of alternative systems Significant amount of money involved Significant amount of money involved Needed to feel comfortable with a new vendor Needed to feel comfortable with a new vendor Needed to try out the system to get buy-in Needed to try out the system to get buy-in Developed ambassadors who did demos for different parts of the company Developed ambassadors who did demos for different parts of the company Needed an LMS that met all requirements, but which was flexible enough to easily change as required Needed an LMS that met all requirements, but which was flexible enough to easily change as required

16 MM LearnFlex: the new LMS LearnFlex was designed from the ground up by educators LearnFlex was designed from the ground up by educators It was also designed as a set of database driven components that were easily reconfigured as the business changed It was also designed as a set of database driven components that were easily reconfigured as the business changed

17 MM LearnFlex: the new LMS The flexibility of the system was demonstrated when Konica merged with Minolta during the implementation phase The flexibility of the system was demonstrated when Konica merged with Minolta during the implementation phase Easily adapted to the new reality without being reprogrammed Easily adapted to the new reality without being reprogrammed Met all of Konica Minoltas requirements Met all of Konica Minoltas requirements

18 MM Managing the Change Process Client View Vision, ownership and leadership Vision, ownership and leadership Executive sponsor team (virtual corporation) Executive sponsor team (virtual corporation) Project managers for both the company and the vendor Project managers for both the company and the vendor Set realistic goals in spite of pressure to change quickly Set realistic goals in spite of pressure to change quickly Didnt pull the plug on the old system until it was clear that the new LMS could take over Didnt pull the plug on the old system until it was clear that the new LMS could take over Set a schedule – needed to be adjusted as the project progressed Set a schedule – needed to be adjusted as the project progressed Continual communications Continual communications

19 GW Managing the Change Process Vendor View Executive in charge had technical, business, and change management experience Executive in charge had technical, business, and change management experience Separate dedicated implementation team Separate dedicated implementation team Client is an integral part of the implementation team Client is an integral part of the implementation team Software is configured as opposed to being customized Software is configured as opposed to being customized Dual objectives - ensure client satisfaction and ensure that a 100% knowledge transfer of the daily business of using the software is transferred to the client Dual objectives - ensure client satisfaction and ensure that a 100% knowledge transfer of the daily business of using the software is transferred to the client Administrative tools for client to make their own changes Administrative tools for client to make their own changes

20 GW Managing the Change Process Vendor View Formal change management process managed by a committee of vendor and client staff Formal change management process managed by a committee of vendor and client staff All change requests documented All change requests documented Centralized document repository for all changes with a Help Desk ticket system Centralized document repository for all changes with a Help Desk ticket system Vendor must be as agile and accommodating to changes/pressures as much as possible. Vendor must be as agile and accommodating to changes/pressures as much as possible. A partnership not a vendor-client relationship A partnership not a vendor-client relationship Change is seen as positive Change is seen as positive

21 MM The Difference after two years Capabilities have tripled in terms of what we can now do Capabilities have tripled in terms of what we can now do We are able to show the value of training We are able to show the value of training Training group has changed from a cost center to a revenue generator Training group has changed from a cost center to a revenue generator The new LMS is extensible – new communities have been added who were not previously served The new LMS is extensible – new communities have been added who were not previously served Much less stress and frustration Much less stress and frustration Training is now in high demand Training is now in high demand Users see new possibilities, new ways of using the LMS Users see new possibilities, new ways of using the LMS Positive feelings by end users and administrators of the system Positive feelings by end users and administrators of the system

22 MM Lessons Learned Walk away from vendors who only talk about their technology Walk away from vendors who only talk about their technology Vendors must show a deep understanding of teaching and learning, business needs, and design in addition to superior technology skills Vendors must show a deep understanding of teaching and learning, business needs, and design in addition to superior technology skills Understand the costs involved Understand the costs involved The system must be able to be run by educators, not IT departments The system must be able to be run by educators, not IT departments

23 MM Lessons Learned The right LMS can be an enabler, opening up new possibilities The right LMS can be an enabler, opening up new possibilities With new vision comes new confidence and empowerment for the users With new vision comes new confidence and empowerment for the users Dont suffer with a system that cant meet your needs Dont suffer with a system that cant meet your needs Maintain a great sense of humor Maintain a great sense of humor Take the plunge…! Take the plunge…!

24 MM Recap: Common trends in consumer and e-Learning technologies Common trends in consumer and e-Learning technologies Examined common issues with LMS systems Examined common issues with LMS systems Reviewed critical issues with our first LMS Reviewed critical issues with our first LMS Outlined the process of changing to a new LMS Outlined the process of changing to a new LMS Reported on differences with the new LMS Reported on differences with the new LMS Q&A Q&A

25 Sharing Experiences Open Discussion Open Discussion MM

26 Good Luck Thank you! Thank you!


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