Best Practices in Replacing your LMS: Building a Business Case for Replacement

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Thinking of Replacing Your LMS with Brandon Hall Group
Tuesday, 05 August 2014, 1:00 PM - 2:00 PM (GMT -04:00) Eastern Time (US & Canada)
This session will help you reduce your fear and create a strategy for success during the process! Your business needs are changing fast, and so are the demands placed on your current learning technology. Learning leaders must stay a step ahead of their business, but that can be difficult when dealing with antiquated technology and limited delivery options. Do you have that nagging awareness that it is time to switch your learning technology, but haven't wanted to face the reality of doing so? Over 30% of organizations in a recent Brandon Hall survey had plans to replace their existing LMS solution. Most of them look forward to the transition with dread and concern. Can they make a solid business case for the change? Will the transition impact business processes or mission-critical learning needs?

Join David Wentworth, Senior Learning Analyst for Brandon Hall Group, and Saba's Charles DeNault, Senior Director, Product Marketing, as they share insights that can help reduce your fear of change and increase your odds of success. They'll discuss best practices from hundreds of successful transitions for creating a strategy for the upgrade, as well as tools and tricks for preparing your organization for a limited-impact change.

Key takeaways include:

Insights on business strategies for change
Best practices for selecting solutions for the future, not just today
A technology migration framework, highlighting both the risks and rewards in the migration process
Tips for preparing your organization and data for a straightforward change
Insights into managing expectations and change-management goals
Best practices to incorporate the latest learning technologies like social, mobile and collaboration tools into your business strategy
Award-winning case studies and practical steps to help you make a successful transition
Don't miss this critical session, register today!

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Best Practices in Replacing your LMS: Building a Business Case for Replacement

  1. 1. Title Subtitle Name of Presenter © 2014 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
  2. 2. © 2014 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”
  3. 3. © 2014 Brandon Hall Group, Inc.
  4. 4. © 2014 Brandon Hall Group, Inc. Now entering its 20th year, the Brandon Hall Group Excellence Awards Program is the most prestigious awards program in the industry. Often times called the “Academy Awards” by Learning, Talent and Business Executives, the program was one of the first of its kind in the learning industry. The Brandon Hall Excellence in Technology Awards program recognizes the many technological advances made each year by solution providers in commercially-available tools and technologies for learning, talent management, sales and marketing. For more information about the categories, judging criteria and how to apply, please visit our website: http://go.brandonhall.com/Excellence_Awards_Home You can also contact us at: awards@brandonhall.com or call Rachel Cooke at (954) 732-9076 Excellence in Technology Awards Submission Deadline: September 12, 2014 4 ©2014 Brandon Hall Group, Inc.
  5. 5. © 2014 Brandon Hall Group, Inc. HCM Excellence Conference 2015 5
  6. 6. © 2014 Brandon Hall Group, Inc. David.Wentworth@BrandonHall.com cdenault@Saba.com @DavidMWentworth @mathchuck David Wentworth Charles DeNault David Wentworth Senior Analyst Brandon Hall Group Charles DeNault Senior Director Product Marketing Saba Conversation Information
  7. 7. © 2014 Brandon Hall Group, Inc. Thank You to Our Sponsors!
  8. 8. © 2014 Brandon Hall Group, Inc. Agenda Best 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
  9. 9. © 2014 Brandon Hall Group, Inc. Is your organization currently considering replacing your LMS? The Evolving Learning Technology Landscape BHG LMS Survey, 2012 N=347
  10. 10. © 2014 Brandon Hall Group, Inc. Is your organization currently considering replacing your LMS? The Evolving Learning Technology Landscape BHG LMS Survey, 2012 N=347 47%53% 2012 Yes No
  11. 11. © 2014 Brandon Hall Group, Inc. Is your organization currently considering replacing your LMS? The Evolving Learning Technology Landscape BHG LMS Survey, 2013 N=568 47%53% 2012 Yes No 48% 52% 2013 Yes No
  12. 12. © 2014 Brandon Hall Group, Inc. Is your organization currently considering replacing your LMS? The Evolving Learning Technology Landscape BHG LMS Survey, 2013 N=568
  13. 13. © 2014 Brandon Hall Group, Inc. 46%54% Single System Yes No Is your organization currently considering replacing your LMS? The Evolving Learning Technology Landscape BHG LMS Survey, 2013 N=568
  14. 14. © 2014 Brandon Hall Group, Inc. 46%54% Single System Yes No Is your organization currently considering replacing your LMS? The Evolving Learning Technology Landscape BHG LMS Survey, 2013 N=568 52% 48% Multiple Systems Yes No
  15. 15. © 2014 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
  16. 16. © 2014 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
  17. 17. © 2014 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 BHG LMS Survey, 2013 N=568 Other Reasons • Disparate systems • New technologies • Need single solution
  18. 18. © 2014 Brandon Hall Group, Inc. New Drivers for Change Mobile Social 8% Say social features are one of their top 3 requirements for a new system 12% Say mobile features are one of their top 3 requirements for a new system 11% Say social features are one of their top 3 reasons for switching 15% Say mobile features are one of their top 3 reasons for switching Social
  19. 19. © 2014 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.
  20. 20. © 2014 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 Building the Business Case for Change 20
  21. 21. © 2014 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
  22. 22. © 2014 Brandon Hall Group, Inc. Where to Start 22
  23. 23. © 2014 Brandon Hall Group, Inc. Steps for Replacement 1. Create a short list of systems 2. Develop a set of use cases 3. Set up scripted demos 4. Talk to current customers 5. Write an RFP 6. Evaluate the proposals
  24. 24. © 2014 Brandon Hall Group, Inc. Lanxess LMS Evaluation Based on Catalogue and 4 Use Cases Step 1 Step 2 Definition of catalogue criteria and 4 use cases Provider demonstration of use cases and completion of questionnaire Step 3 Evaluation of presentation and questionnaire 3.5 Months from Kickoff to Go Live!
  25. 25. © 2014 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 (admin, managers, learners)
  26. 26. © 2014 Brandon Hall Group, Inc. BHG LMS Survey, 2013 N=568 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
  27. 27. © 2014 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
  28. 28. © 2014 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,
  29. 29. © 2014 Brandon Hall Group, Inc. Building a Migration Framework
  30. 30. © 2014 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 transfer Data mapping, data cleaning, content ownership, content portability 4. Globalization setup Languages, financial data, government data regulations 5. Reporting & security Historical data, permissions, business data integration 6. Administration change Admin selections, training, communications 7. End-user change Access points, change management plan, support tools, 8. Stakeholder changes Governance model, business impact
  31. 31. © 2014 Brandon Hall Group, Inc. LMS Finance Communications Marketing ERP Intranet CRM YouTube News Facebook TM HRIS Security Security Rules Field Names Security Rules Field Names Profiles Security Rules Field Names Profiles LOGIN Content Content 1. System Integration
  32. 32. © 2014 Brandon Hall Group, Inc. System Integration Key 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
  33. 33. © 2014 Brandon Hall Group, Inc. Strategic Consulting Enterprise Integration Single Sign On Ease of Use Process Optimization Increase Sales and Improve Service Case Study, Toyota Planning, integration and ease of use lead to success ◼ 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
  34. 34. © 2014 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
  35. 35. © 2014 Brandon Hall Group, Inc. Structure and Domain Setup Key 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
  36. 36. © 2014 Brandon Hall Group, Inc. YUM! Brands: Supporting Multiple Brands & Languages Dramatically accelerate deployment to support business expansion • Single catalog • Portals for each brand • Reusable templates for localization • 40,000 restaurants, adding 2000/yr • Millions of employees, completions • 2% Increase in hospitality scores
  37. 37. © 2014 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
  38. 38. © 2014 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 Transfers Key Practices
  39. 39. © 2014 Brandon Hall Group, Inc. Aflac Moving 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 ◼ Communities 3. Content & Data Transfers
  40. 40. © 2014 Brandon Hall Group, Inc. Global Setup Key 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
  41. 41. © 2014 Brandon Hall Group, Inc. Reporting & Security Key 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
  42. 42. © 2014 Brandon Hall Group, Inc. Audience Preparation Key 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!
  43. 43. © 2014 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
  44. 44. © 2014 Brandon Hall Group, Inc. Requirements We Hear from Our Customers •Virtual classroom, testing & assessment, and content management •Social, mobile, and collaboration Unified Learning Suite •Configurable domains, audience-types , and workflows Configurable business process & solution •Pre-requisites, equivalency and CE credit, and automation •EU Right to Learn, eSignatures, audit trails Advanced certification management & compliance •eCommerce support: for-profit training •Configurable processes Extended enterprise support •Anywhere and offline mobile access •Next-generation social learning Social, Mobile & Collaborative •Learner and Admin interfaces in multiple languages •Global support, platform and network Global & Scalable capabilities
  45. 45. © 2014 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
  46. 46. © 2014 Brandon Hall Group, Inc. Questions? David.Wentworth@BrandonHall.com cdenault@Saba.com @DavidMWentworth @MathChuck David Wentworth Charles DeNault David Wentworth Senior Analyst Brandon Hall Group Charles DeNault Senior Director Product Marketing Saba
  47. 47. © 2014 Brandon Hall Group, Inc. 47

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