1. Irish Institute of Training & Development JOHN SMITH & TREVOR DAGG

2. Agenda 1. What is a Learning Management System? 2. Define your goals and purpose 3. Project management 4. Selection process 5. Implementation

3. 1. Learning Management Systems What are they and what do they do? Current trends Players Key functionality How the support the training function Content and how that works with LMS Certification Measurement and reporting Environment (compliance, quality etc)

4. 2. Define your goals and purpose Why are you doing this and what’s the business case? How is your organisation and function going to benefit from this investment? What will be your key performance indicators for the project and how will you gather and track the information you need to perform a return on investment? Is it getting everything into the one place so it’s easier to manage? Do you want to consolidate disparate systems and delivery methods? Are you looking to save money on your training budget? Are you looking for software as a service or something you want to maintain off site? Are the issues to consider around that decision?

5. Requirements gathering 1. Research the market. Sources like Gartner, aggregator sites, buy reports, talk to vendors, talk to colleagues, engage in communities, conferences etc. 2. Needs matrix. Meet business leaders within your organisation and discuss what they want and what they want to achieve. 3. What are your “use cases” and scenarios? You need to talk to a broad section of the business across all functions, departments. Don’t let one stakeholder or group drive the requirements gathering for obvious reasons! 4. User Requirements. Now you have the information you need to define your requirements. 5. Request for information (RFI). Once your high level requirements are defined you can send out a request to vendors to identify what they can offer. (gather as much as you can manage). 6. Request for proposal (RFP). Now you are precise with your requirements you use your User Requirements to form your RFP.

6. Needs matrix CategoryFunctionFinanceMarketingOperations Records & Learning Management System Ability enroll, remind, track, test employees and report √ √ √ Content / Courseware Types Job specific learning on document types such as Operating Procedures, Change Control, Work Instructions etc. √ Job specific learning around the specific role - 'hard' skills √ √ √ In-house IntegrationInterface with HRIS for training records management √ √ Interface with Document Management System √ √ Compliance / QualityCompliant to CRF21 Part 11, GxP etc √ √ High Level FunctionalityAuthentication of the users and user acceptance for testing √ √ Multiple Choice & Free text testing √ Ability to target, enroll and train on an individual or group basis User has the ability to review their training plan and view training percentage complete √ √ Ability for manager's to view direct reports training plans √ Flexible Reporting - adhoc reports and specific reports on metrics √ √ Communications - discussions boards, live web casting and virtual meetings √ √ Potential Options of Delivering Learning Customized Training - ability to develop training inhouse √ √ √ Customized Training - ability to integrate off-the-shelf products/catalogs and deliver training programs √ √ √ Ability to link to an external provider to deliver training (Access to a Library of Courses) √ √ √ Proposed SystemsHosted internally √ √ √ Hosted externally √ √ √

7. 3. Project management How are you going to run and manage the project? (Methodology and process) Who’s involved and what’s their role? (Sponsors & stakeholders) Documentation (What level of documentation is required and what level of skills and resources are available to produce them?) How will you manage approval and sign off? What checks do you need to have in place and at what milestone?

8. Sample documentation 1. Business Case (Goal, background, benefits, opportunities, strategy, costs, risks etc) 2. Project charter and project plan 3. Request of information (RFI) 4. Meeting minutes (who’s going to do what and when) 5. Stakeholder updates / presentations 6. User requirements specification (URS) 7. Request for proposal (RFP) – URS with essential / desired breakdown 8. Selection criteria plan and matrix 9. Final review / decision presentation to stakeholders / senior management 10. Implementation / rollout & communication plan 11. Project close out

9. 4. Selection process Stage 1 – Evaluation Objective to review all vendors to ensure that basic functionality and other minimum requirements are met. Responsibility of core team. Method – desk exercise based first pass criteria. Stage 2 – Selection of top 3 Objective to identify the top 3 vendors which meet your needs. Responsibility of the evaluation team. Method – online demo’s, conference calls and response to RFP. Stage 3 – Selection of top vendor Objective to select the best vendor. Responsibility of senior management / key stakeholders. Method – face to face if possible or online, conference calls etc. Setup of sandbox environment, deep dive into functionality, testing scenario’s etc.

10. Sample scoring criteria 1. Quality of proposal & presentations 2. Review of functionality ◦Core LMS features ◦Reporting and auditing ◦Integration with internal systems ◦Configurability ◦User interface & user experience ◦Remote access & mobile ◦Security ◦Maintenance e.g. managing employee data 3. Pricing, commercials and legals 4. Implementation, support & project management team 5. Differentiating strengths 6. Weaknesses

11. Sample scoring Vendor: ACME Ltd Quality of proposal Well presented and meets our high level requirements. Good integration with internal system however no clients in our sector and inexperienced implementation team. 2.5 out of 5 Report & auditing High levels of reporting and audit functionality out of the box with the ability to configure reports. Good support documentation. 4 out of 5 LCMS Strong and tightly integrated content management and content creation functionality included. 4 out of 5 Configurability Highly configurable. 4 out of 5

12. Sample stakeholder presentation Project background Project goals Project sponsors, stakeholders & team Project scope – what’s in and what’s out Key milestones, risks etc Vendor research, requirements gathering & selection process Workshops Project communication plan Final presentations & decision making Costs Final deliverables

13. Sample script for references User experience / satisfaction ◦User interface, Functionality, Ease of use Project management / implementation ◦Did the project come in on budget and on time? What was you experience like with the project team? ◦Where there any gaps in the vendor competence or experience? Integration (if appropriate) ◦What type of integration was performed and how successful was it? ◦How was it managed and how was it costed? Configurability ◦Are you able to configure the system yourselves and if so can that be done easily? Did you have to implement any ‘work a rounds’? ◦When rolling out the system has it taken much training / support to allow local team configure the system themselves? Content integration ◦Do you manage your content through the system and if so how are you finding that? ◦To what level are you integrating external content? How difficult / easy has that been? Reporting and tracking ◦Does it meant your needs and is this function easy to use? Lessons learnt ◦What went well? What would you do differently?

14. 5. Implementation checklist Identify the team and roles responsible Create an implementation project plan Finalise integration requirements Identify end users Identify training courses Finalise reporting requirements Create a communication plan Agree testing plan Agree security / quality checks Create a training plan Support material / Branding material Manage and track vendor implementation

15. Q&A

16. Contact details Trevor Dagg - trevor.dagg@trinsights.com John Smith - john.smith@dcu.ie