1. “Changing Your Learning Management System: a case study”
NOTES
Marilyn Mitchell, MBA
Konica Minolta Business Solutions
Dr. Gary Woodill, EdD.
Operitel Corporation
Mar. 15, 2005 MM
Printed on the Konica Minolta bizhub C350

2. The Scenario
Minolta deployed its first Learning Management System in 2000.
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 2003.
NOTES MM
Printed on the Konica Minolta bizhub C350

3. The Scenario Features First LMS New LMS October 2000 August 2003 
Launch Date
October 2000
August 2003
Online registration 
Message Center
(at an extra cost)
Online threaded discussion
eCommerce
Accurate, speedy reporting
Robust Data Search
Webinar posting and management
ROI Assessment metrics
NOTES MM
Printed on the Konica Minolta bizhub C350

4. Objectives: Common trends in consumer and eLearning technologies
Examine common issues with LMS systems
Review critical issues with our first LMS
Outline the process of changing to a new LMS
Report on differences with the new LMS
Q&A
NOTES MM
Printed on the Konica Minolta bizhub C350

5. Common Issues with LMSs
Exaggerated claims
Hype curve of the industry
Focus on technology, not on sound educational principles
Poor designs that are inflexible, hard to change
Lack of integration with other learning technologies
Failure to manage a wide variety of types of online content
Don’t use the advantages of the new computer technologies to engage and excite learners
NOTES GW
Printed on the Konica Minolta bizhub C350

6. Hype Cycle Consumer technologies (Gartner)
NOTES GW
Printed on the Konica Minolta bizhub C350

7. Hype Cycle e-Learning (Kevin Kruse)
NOTES GW
Printed on the Konica Minolta bizhub C350

8. Common Issues with LMSs
Exaggerated claims
Hype curve of the industry
Focus on technology, not on sound educational principles
Poor designs that are inflexible, hard to change
Lack of integration with other learning technologies
Failure to manage a wide variety of types of online content
Don’t use the advantages of the new computer technologies to engage and excite learners
NOTES GW
Printed on the Konica Minolta bizhub C350

9. History of e-Learning at Konica Minolta
Started with home grown systems
Multiplicity of databases, servers, content, etc.
No coherent plan
First online course
Driven by an immediate need to train 400 dealers in a short period of time
SAP implementation project
Konica
LMS meant “lady management system”
NOTES MM
Printed on the Konica Minolta bizhub C350

10. Process of Choosing our first LMS
Vendor was already working with the company
No research carried out on alternatives or business needs
Low expectations, no vision
No idea of how much it would cost
No focus, no one in charge
Being driven by the needs and desires of both sales and service
Instructor led courses vs. online
Main benefit was less travel
NOTES MM
Printed on the Konica Minolta bizhub C350

11. Issues with our first LMS
As an early adopter, we had to suffer through the limitations of early LMS software
e.g., no registration functions
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
NOTES MM
Printed on the Konica Minolta bizhub C350

12. Issues with our first LMS
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
Vendor had to make all changes, and charged handsomely for each change
NOTES MM
Printed on the Konica Minolta bizhub C350

13. Facing the Limitations of the LMS
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”
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
Many promised features were just “vaporware”
Mounting frustration levels as we were often told that “we can’t do that until the next release”
Biggest frustration – LMS crashed when running reports
NOTES MM
Printed on the Konica Minolta bizhub C350

14. The Beginning of Change
We were hesitant to make changes without another system in place
Need for flexibility
Business units and organizational structures kept changing
Over 90 days to make a change in the LMS
By now we knew more
We were able to define current and future business requirements for an LMS, and project costs
Proper requirements gathering process
Resulting in a detailed specifications document
Input from all business units
Overcoming resistance to change
Had to be honest with our vendor
Vendor was able to continue doing business with us
NOTES MM
Printed on the Konica Minolta bizhub C350

15. Choosing a new LMS Investigation of alternative systems
Significant amount of money involved
Needed to feel comfortable with a new vendor
Needed to try out the system to get “buy-in”
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
NOTES MM
Printed on the Konica Minolta bizhub C350

16. LearnFlex: the new LMS
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
NOTES MM
Printed on the Konica Minolta bizhub C350

17. LearnFlex: the new LMS
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
Met all of Konica Minolta’s requirements
NOTES MM
Printed on the Konica Minolta bizhub C350

18. Managing the Change Process Client View
Vision, ownership and leadership
Executive sponsor team (“virtual corporation”)
Project managers for both the company and the vendor
Set realistic goals in spite of pressure to change quickly
Didn’t 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
Continual communications
NOTES MM
Printed on the Konica Minolta bizhub C350

19. Managing the Change Process Vendor View
Executive in charge had technical, business, and change management experience
Separate dedicated implementation team
Client is an integral part of the implementation team
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
Administrative tools for client to make their own changes
NOTES GW
Printed on the Konica Minolta bizhub C350

20. Managing the Change Process Vendor View
Formal change management process managed by a committee of vendor and client staff
All change requests documented
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.
A partnership not a vendor-client relationship
Change is seen as positive
NOTES GW
Printed on the Konica Minolta bizhub C350

21. The Difference after two years
Capabilities have tripled in terms of what we can now do
We are able to show the value of training
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
Much less stress and frustration
Training is now in high demand
Users see new possibilities, new ways of using the LMS
Positive feelings by end users and administrators of the system
NOTES MM
Printed on the Konica Minolta bizhub C350

22. Lessons Learned
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
Understand the costs involved
The system must be able to be run by educators, not IT departments
NOTES MM
Printed on the Konica Minolta bizhub C350

23. Lessons Learned
The right LMS can be an enabler, opening up new possibilities
With new vision comes new confidence and empowerment for the users
Don’t suffer with a system that can’t meet your needs
Maintain a great sense of humor
Take the plunge…!
NOTES MM
Printed on the Konica Minolta bizhub C350

24. Recap: Common trends in consumer and e-Learning technologies
Examined common issues with LMS systems
Reviewed critical issues with our first LMS
Outlined the process of changing to a new LMS
Reported on differences with the new LMS
Q&A
NOTES MM
Printed on the Konica Minolta bizhub C350

25. Sharing Experiences Open Discussion NOTES MM
Printed on the Konica Minolta bizhub C350

26. Good Luck
Thank you!