Title
Subtitle
Name of Presenter
© 2015 Brandon Hall Group, Inc.
Best Practices in Replacing your LMS: Building a Business Case for Replacement
Presented By:
David Wentworth, Senior Learning Analyst, Brandon Hall Group
Charles DeNault, Senior Director, Product Marketing, Saba
© 2015 Brandon Hall Group, Inc.
• A preeminent research based
advisory and analyst firm
• Established in 1992
• Nearly 200,000 subscribers
• Over 10,000 clients globally
• Memberships and Research
You can sign up for a trial
membership by visiting: www.brandonhall.com
About Brandon Hall Group“Empowering Excellence in Organizations”
© 2015 Brandon Hall Group, Inc.
@DavidMWentworth
@mathchuck
David Wentworth
Charles DeNault
David Wentworth
Senior Analyst
Brandon Hall
Group
Charles DeNault
Senior Director
Product Marketing
Saba
Conversation Information
© 2015 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
© 2015 Brandon Hall Group, Inc.
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2012 N=347
© 2015 Brandon Hall Group, Inc.
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
48%52%
Yes No
© 2015 Brandon Hall Group, Inc.
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
© 2015 Brandon Hall Group, Inc.
46%54%
Single System
Yes No
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
© 2015 Brandon Hall Group, Inc.
46%54%
Single System
Yes No
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
52%48%
Multiple Systems
Yes No
© 2015 Brandon Hall Group, Inc.
Phase 1: Planning and Alignment
Determine Internal Business Drivers
• Identify key business drivers
• Identify critical business and talent challenges
• Identify expectations for talent technology and validate the feasibility
Achieve Executive Alignment
• Gain agreement
• Gain direction
• Refocus if necessary
• Gain support
Deliver Task Force Toolkit Training
• Equip project team (HR and talent leaders, executives, other Business leaders, and HRIT leaders) with a Technology Selection Toolkit
• Review process and project plan
12
© 2015 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
© 2015 Brandon Hall Group, Inc.
Poll Question
What is primarily driving the decision to change LMS platforms in your organization?
1. Cost
2. Outdated system
3. Poor reporting
4. Integration with other systems
5. System is difficult to use
6. Need social/mobile capabilities
7. We are not considering change at this time
8. Other
© 2015 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
Other Reasons
• Disparate systems
• New technologies
• Need single solution
© 2015 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.
© 2015 Brandon Hall Group, Inc.
1. Identify and consult business case stakeholders
2. Analyze and document the business requirements
3. Identify the key business drivers for implementing an LMS
4. Identify possible risks
5. Create a current state cost analysis
6. Create a future cost analysis
7. Identify the expected return on investment (ROI)
8. Develop a clear recommendation
9. Market and communicate the business case within your organization
17
Building the Business Case for Change
© 2015 Brandon Hall Group, Inc.
Poll Question
What is the main pushback you hear against making a switch?
1. Lack of measureable benefits
2. Too much invested in legacy systems
3. New integrations perceived as too difficult
4. Inability to demonstrate ROI
5. Learner reluctance
6. Other
© 2015 Brandon Hall Group, Inc.
Phase 2: Discovery
Technology Market Overview
• Provide overview of the talent technology market for core team and HR and leaders, executives and other business leaders
Determine System Requirements
• Discuss high-level user functional and technical requirements
• Survey/interview stakeholders to determine additional end user requirements
Use Case Development
• Facilitate development of use-case scenarios
• Develop functional and technical requirements based on completed use cases
• Define most critical functionality
• Define integration requirements
19
© 2015 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
© 2015 Brandon Hall Group, Inc.
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
© 2015 Brandon Hall Group, Inc.
Phase 3: Technology Vendor Evaluation
Initial Vendor List
• Develop a list of solution providers (usually 3-5) that meet high-level technical and functional requirements and who will be invited to participate in the RFI/RFP process
Develop RFI and/or RFP
• Develop the RFI/RFP by leveraging the prioritized requirements, use cases and company profile and technology Client to distribute RFIs/RFPs
Shortlist and Evaluate
• Based on the RFI/RFP responses, invite 3-4 vendors to conduct on-site use-case demonstrations
• Support onsite use-case demonstrations
• Score vendor demonstrations using a demo scoring template
22
© 2015 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
© 2015 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,
© 2015 Brandon Hall Group, Inc.
Phase 4: Technology Vendor Selection
Final Selection
• Technology selection scorecard
• Scoring ensures that technology and functional requirements are met
• Scoring ensures that technology solution links to business drivers
Contract Negotiations
• Comparative pricing and total cost of ownership tools and research
• Support negotiations and leverage additional insights using solution provider profile information and market intelligence
25
© 2015 Brandon Hall Group, Inc.
Lanxess LMS Evaluation Based on Catalog and 4 Use Cases
Step 1 Step 2
Definition of catalog criteria and 4 use cases
Vendor demonstration of use cases and completion of questionnaire
Step 3
Evaluation of presentation and questionnaire
3.5 Months from Kickoff to Go Live!
© 2015 Brandon Hall Group, Inc.
Phase 5: Technology Implementation
Recommendations
Change Management
• Plan change management efforts including:
• Communications
• Risk Mitigation
• Stakeholder Analysis
• Define a detailed implementation plan
Implementation Strategy
• Develop technology roadmap
• Establish technology governance to ensure business-driven decisions technology implementation
27
© 2015 Brandon Hall Group, Inc.
Migration Framework
Planning 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 transferData mapping, data cleaning, content
ownership, content portability
4. Globalization setupLanguages, financial data, government data
regulations
5. Reporting & securityHistorical data, permissions, business data
integration
6. Administration change Admin selections, training, communications
7. End-user changeAccess points, change management plan,
support tools,
8. Stakeholder changes Governance model, business impact
© 2015 Brandon Hall Group, Inc.
LMS
Finance
Communications
Marketing
ERP
Intranet
CRM
YouTube
News
TM
HRIS
Security
Security
Rules
Field Names
Security
Rules
Field Names
ProfilesSecurity
Rules
Field Names
Profiles
LOGIN
Content
Content
1. System Integration
© 2015 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
© 2015 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
◼ Multiple LMSs for 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
© 2015 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
© 2015 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
© 2015 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
• 1.5 MM learners
• 2% Increase in hospitality scores
© 2015 Brandon Hall Group, Inc.
Taxonomy
Catalog
Curriculum
Learning Track
/Certification
Course
Lesson
Learning
Element
ClassCEO
SVP
Director
Manager
Director
Manager
SVP
Director
Manager Specialist
Group Role Experience Unit
3. Content & Data Transfers
© 2015 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 standards
5. Ensure the vendor understand both, and have people who can talk to both needs
6. 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
© 2015 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
3. Content & Data Transfers
© 2015 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
© 2015 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
© 2015 Brandon Hall Group, Inc.
Audience PreparationKey Practices
Administrators End-Users Stakeholders
Communication Plan Communication Plan Communication Plan
Login Review Login Review Login Review
Reporting Assessment Reporting Assessment Reporting Assessment
Assessing Use/Role Assessing Use Meeting Schedule
Training Plan Training Plan Decision Schedule
Support Plan Support Plan
6-8. Audience Preparation
A Change Management Strategy is
a Strategy for Success!
© 2015 Brandon Hall Group, Inc.
Poll Question
What will be your biggest challenge in migrating systems?
1. Integrations
2. Structure and domain setup
3. Content and data transfer
4. Global setup
5. Reporting and security analysis
6. Audience preparation
7. Other
© 2015 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, microsites, audiences , and workflowsConfigurable business
process & solution
• Pre-requisites, equivalency and CE credit, and automation
• EU Right to Learn, eSignatures, audit trailsAdvanced certification
management & compliance
• eCommerce support: for-profit training
• Multiple audience supportExtended Enterprise
• Anywhere and offline mobile access
• Communities, discussions and user generated contentSocial, Mobile, Intelligent &
Collaborative
• Multiple language support
• Global support, platform and networkGlobal & Scalable
capabilities
© 2015 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
© 2015 Brandon Hall Group, Inc.
Questions?
@DavidMWentworth
@MathChuck
David Wentworth
Charles DeNault
David Wentworth
Senior Analyst
Brandon Hall
Group
Charles DeNault
Senior Director
Product Marketing
Saba