The Pro's Guide to LMS Implementation

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The Pro’s Guide to
LMS Implementation
Presented by: WCG Services and Lambda Solutions

Meet Our Presenter
Tricia Lalli, LMS Administrator
WCG Services
I worked as an LMS Administrator at the University of
British Columbia for thirteen years.
In February 2019, I started my current role as an LMS
Administrator where I was in charge of implementing the
LMS in four months.
2 | WWW.LAMBDASOLUTIONS.NET

Agenda
Part 1: Before Implementation
• 6 Steps of Implementation
Part 2: During Implementation
• LMS Troubleshooting
Part 3: After Implementation
• LMS Best Practices
• How to Measure Success?
Q&A

Poll
What is your biggest challenge when it comes to LMS administration/implementation?
● Getting Users to actually use the LMS
● Having enough time to complete all the admin tasks
● Managing the LMS with a small team
● Reporting with unclear or incomplete metrics
● Other (please type your answer in the question box)

6 Steps of LMS
Implementation

6 Steps of Implementation
Start Date: end of January 2019

1. Staff: Totara is used for professional
development, role-based training, and lunch and
learns.
2. Clients: Totara is used as a platform for clients to
register for workshops, receive certiﬁcates of
completion after a workshop is attended, and
self-directed job search courses.
Our company has two end users:
Step 1: Understand End Users

1. Gather the information that will be needed to
create the staff position and organization
hierarchies.
2. Create an organization hierarchy for all the
programs in our company
Step 2: Build Users Structure

● Build out the hierarchies and start populating in Excel for HR Import.
● The following is an example of the tabs used to build our hierarchy
In numeric order each tab was populated with the required information to prepare for the HR import.
The HR import was completed in the following sequence
1. Organizations and Positions were uploaded ﬁrst to created the structure of the site
2. Staff Users were uploaded along with their job assignment
Step 3: Set Up HR Import

1. Staff users were emailed their usernames and a
password to access to Totara
2. Clients- self-enrol into Totara using their unique
email
In addition, group specific audiences and dashboards
were created for each specific group in order to guide
the user into the Totara areas that were specific to each
group.
The two user groups gain access to Totara by:
Step 4: Establish Enrollment

The creation of courses were divided into two parts based off our user groups
● Staff: courses for professional development, role based training, and lunch and learn training
● Client: workshop courses and self-direct courses
Step 5: Build Courses

Deﬁning what is a Learning Management System (LMS)
for staff. We deﬁned an LMS to staff as:
● A collaborative platform used to manage online
learning and support training
● The LMS provides a centralized location for
learning and training content
Step 6: Putting It All Together

Here is the onboarding training and documentation established prior to launch date:
Training
● Multiple daily training webinars with demonstrations on how to perform each task that was expected
by staff.
● The webinars were recorded so staff could go back and review the sessions later
● Being available virtually to walk staff through various steps
Step 6: Putting It All Together - continued

Documentation
● Step by step handouts and videos for staff based on the following topics
○ How to log into Totara
○ Add a workshop
○ Register a client in a workshop
○ Register a client in a workshop after the event has taken place
○ Conﬁrm workshop attendance
● Handouts for clients
○ How to create an account in Totara
○ How to register for workshops
Step 6: Putting It All Together - continued

April 1, 2019
Our company successfully launches Totara with the name Learning for Work
Launch

LMS
Troubleshooting

LMS Troubleshooting
• The LMS is new for many users, so having patience goes a
long way to help minimize the frustration of users
• Let users know the beneﬁts of using an LMS
• Creating different types of training that is helpful to all
learning types
Problems/Issues During Launch

Anticipated Problem #1
Problem: Within in the ﬁrst few weeks of launch it was
evident that many clients struggled with technology so
having them try to register for a workshop online
created a barrier.
Solution: Our Employment Counsellors began
registering clients in workshops to minimize the
frustration for clients. Going the extra step for our
clients showed we are there to support them
What if clients do not sign up for workshops?

Anticipated Problem #2
Problem: Staff were too busy to attend the role-based
training.
Solution: We offered a series of three webinars over
lunch and recorded each of the webinars. If staff could
not attend the webinar they could listen to the
recording of webinar. To increase engagement we
hosted a contest by creating a quiz on the webinars and
offering a prize on which ofﬁce scored over 80%.
Will staff attend role-based training?

After the Launch

After the Launch...
Staff
• How to log in?
• Is the LMS being used?
• What barriers are preventing the use of
the LMS?
• Which individuals need one on one
support
• Receive feedback that will enhance the
user experience
… An LMS Administrator should pay attention to the following:
Clients
• Complete the self-enroll ﬁelds properly
• Identify barriers that prevent clients to
self-enroll on their own
• Update documentation to be intuitive
• What barriers are preventing clients
from signing up for workshops on their
own?

LMS Best Practices
1. Ask for feedback from users on how to make the LMS
work better for them.
2. Walk through the path of a users experience to ensure the
path is easy and helpful.
3. Review courses to ensure the material is up to date and
content has not been changed or deleted
4. Create a user manual with videos and handouts to engage
all types of learners
Strategies to Maintain and Improve LMS

Here are some Zoola reports that are created to track
engagement and measure success:
1. Staff Activity
2. Client Workshop Attended
3. Annual Compliance Training
4. Training Assessment Results
5. Training Assessment Breakdown
6. Most Attended Workshops
How to measure success?
After Launch

Conclusion and Main Takeaways
● Being organized will help all the steps to be completed successfully
○ Ensure you have all the information to complete your user structure
○ Map out your hierarchies in advance
● Build the courses so you are able to get data for Zoola Analytics
○ Use Lessons
○ Choose different activities for the users to participant in
○ Ask senior management what type of reports they would like to see
● Have fun!
Quick Tips

Q&A

What’s Next?
Thursday, December 12, 2019
9 AM PT / 12 PM ET
How to Utilize Data to Improve Operational and Learning Effectiveness

Thank You!

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Contact Us
TOLL FREE: +1.877.700.1118
EMAIL: SALES@LAMBDASOLUTIONS.NET

The Pro's Guide to LMS Implementation

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