The Case for a Learning Management System

Ops Council MeetingMonth day, 2009

Agenda

Learning Management System (LMS), what is it?

Why do we need an LMS system? What we have done so far A sampling of our current systems and

needs Let’s brainstorm: Are we forgetting

something important?

Learning Management System

Deliver training to anyone, anywhere throughout the “extended” organization

Define and assign competencies and other annual requirements by job role, individual or other learning groups

Maintain records of training delivered for compliance purposes and enable reporting at all levels

Automate reminders to ensure compliance

Learning Management System

Automate certification processes and track certification/license activities

Facilitate access to learning content Integrated Learning and Performance

Management–Provides a closed-loop process to fill annual employee performance evaluations and development gaps with targeted learning activities

Why We Need It There is no central place where all training and certification/license

can be easily obtained for compliance/audit purposes. When the auditors come, everybody is scrambling to get the information requested. An LMS system would solve this problem.

There is no automated way to track compliance. Many managers have over 100 direct reports. How can they ensure that training is done on time or done at all?

Need managers to focus on Patient Care and Safety rather than becoming Microsoft Excel experts. Too much manual effort to keep up with compliance requirements – current process is not scalable

Why We Need It

The existing Research learning system is limited. Rolling out new learning activities requires too much IT intervention and leads to delays or more manual workarounds. This puts us at risk for potential compliance failures.

Having integrated learning and performance appraisals would be a huge time saver for managers with large spans of control. Large spans of control are typically seen as high failure risk in business environments.

What we have done so far

Analyzed existing systems holding compliance information: New Innovations, Cactus, One-staff, PeopleSoft, Research learning site, Performance Manager

Met with several areas of PCS to better understand learning needs with a focus on compliance

Obtained an RFP template and gathered information that would be used in creating an RFP

Several on-site demonstrations of the “Healthstream” Learning Management System product. One demo from Cornerstone OnDemand

Systems holding compliance data

New Innovations the entire accreditation process for residents

and fellows is kept within this system for purposes of compliance and Medicare Audits. ACGME accredited program and non-accredited programs are tracked within NI.

Residents/Fellows administration is truly paperless with the use of New Innovations

Systems holding compliance data

New Innovations Examples of compliance information maintained on each

trainee include: Visa info (for foreign med grad) Licenses & Certificates (NPI, ACLS, PPD, Fit Testing,

Hospital/Institution DEA and more) Mal practice Immunization records Competencies/Training History (manually imported from the

research site -- tedious work) Education History Duty Hours

Systems holding compliance data

Cactus Used to track credentials (privileges) for physicians.

Approx 2000 physicians in Cactus. Cactus is tied to the Patient Billing system, it stores all

the billing/provider codes Example of Compliance Information maintain in Cactus:

Licenses/ DEA/ Mass control substance certificate Mal practice Immunization records (entered directly by Occ Health) Competencies/Training (manually imported from Research site,

tedious)

Systems holding compliance data

One-Staff Used by nursing, 40% of hospital Main purpose of this system is for staff scheduling, time

collection, business intelligence reporting and labor cost budget forecasting.

Used by managers to record actual time worked Feeds to payroll Compliance information in One-Staff include:

Licenses and Certificates Education

Systems holding compliance data

PeopleSoft HRMS Primary purpose of this system is to maintain all

HR, Benefits, Compensation and Payroll information

Compliance information in PeopleSoft include: All HR related compliance info (I-9, Visas) Immunization records (non physicians) Some Education

Systems holding compliance data

Performance Manager Clinical and financial information portal for

Managers Collects information from Cactus and

PeopleSoft mostly around Immunization Records and Fit Testing

Systems holding compliance data

Research Learning Site This is a mini LMS system. It was developed in-

house by Research Used throughout BIDMC for many online

competencies Cactus and New Innovations system

administrator frequently visit this system to manually interface training history to their system

Types of Training/Compliance Tracking

Job Specific Competencies Unit Based Competencies (common in PCS) Personal Competencies Competencies specific to a selective group Orientation Policies and/or Procedures requiring mandatory

reviews Mandatory medical tests (PPD, Fit Testing) Immunization

Types of Training/Compliance Tracking

Certification Licensure Externally hosted training (CRICO/RMF) Equipment Training provided by vendor Equipment Training developed in-house Joint Commission PowerPoints Physicians PowerPoints CNS PowerPoints

Types of Training/Compliance Tracking

Continuing Education Broader Education Plan

Types of Training/Compliance Tracking

Various frequenciesOnly OnceAnnualEvery other year or other frequencies

Various Training Delivery MethodsOnlinePaper-basedClassroom

Specific BIDMC Requirements

One stop shop for compliance information – need a “Compliance Profile” for each employee

Reminders, Reminders, Reminders Need extensive reporting capabilities Need to work with Who-to Must not be limited as to when the training can

be taken and training can be paused and be resumed later

Specific BIDMC Requirements

Tightly integrated with Performance Reviews Must support a decentralized model for

administration: Define competencies, Assign learning/compliance activities, Track compliance

Need a lot of flexibility around learning group definitions

Must be Healthcare centric

Let’s Brainstorm

Additional Systems we should consider in our analysis?

Additional Compliance Information we did not mention?

Additional types of training? Additional important requirements we should

add? Other groups within BIDMC or affiliates of

BIDMC we should include in this effort?