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Analysis of Prospective LMS

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Maxim Fishman

on 22 June 2014

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Transcript of Analysis of Prospective LMS

SumTotal LMS Analysis
Who Are SumTotal Systems?
SumTotal Systems, Inc. a software company based in Gainesville, Florida that provides human resource management software and services to private and public sector organizations. SumTotal's solutions include learning management, workforce management, talent management, HR, planning, analytics, payroll and benefits. The company delivers its solutions through multiple cloud-based vehicles: Software as a Service (SaaS), Hosted Subscription and in some cases premise-based licensure to meet the needs of a wide range of businesses.
Product Offering
SumTotal proposed to the Maestro LMS. Their approach to the LMS was holistic. Their proposed offering was designed around a complete learning solution from start of employment to finish; a complete Talent Management solution. The Sumtotal Maestro LMS was paired with an integrated HR talent management module that would handle employee personal records. Training would be directly connected with employee profiles thereby allowing for the training to be directly factored in an employee's development in the company.

Included in Maestro is a mobile tools called SumTotal: Mobile. This tool will allow learners to access the LMS via mobile devices and take their training on the tablets and smart phones.
Case Study 1
Capgemini's Director of MyLearning Debbie Collins explains how the SumTotal LMS has enabled content to be centralized, streamlined, while avoiding duplication and waste
Case Study 3
Edward Jones HR Principle Ken Jones demonstrates how the SumTotal LMS has saved his company over $1 million in savings and reduced staff turnover since LMS implementation
Case Study 2
Lori Bober from Experian explains how the SumTotal LMS solution was instrumental in exploiting new business opportunities through employee training
Recommendation
The Objective
In 2014, St.Michael's hospital began a strategic renewal process designed to increase learning opportunities for staff by acquiring a new Learning Management System (LMS). As part of this process, an analysis was made of commercially available LMS.
St.Michael's hospital currently used the Pathlore LMS that was acquired in 2008. This tool is quite dated now and no longer functions adequately in conjunction with other hospital systems.
Strengths
Maestro’s has a very intuative UI and wizard admin system make it very easy to use, and as corporate LMSs go it’s one of the more affordable solutions out there.

Maestro’s comprehensiveness and configurability allows a wide variety different options to meet the needs of the St. Michael's Hospital. 15 years as an industry leader makes SumTotal’s solution very robust for larger enterprises and, when integrated with SumTotal’s HR module, can handle end-to-end talent management.

Maestro, while comprehensive, is also complex. Though SumTotal recently debuted a new UI in October 2013 to positive reviews, implementation may still be slow and expensive relative to other, less-complex systems.

There will be additional costs required to train staff (i.e. work hours) and managers on the new system interface due to complexity.
IMPORTANT: Privacy Legislation
As of 2011, the Freedom of Information and Protection of Privacy Act requires that all provincially funded organizations ensure that personal employee data is kept within the confines of Canada. This would prevent foreign organizations/governments to acquire personal information about employees via internal legal mechanisms (i.e. US Patriot Act). This is a mandatory requirement of all system acquired by the hospital.
Considerations
As a publicly funded healthcare institution, St.Michael's is required to go to open tender for all purchases over $100,000.00 in value. Any tender is publicly posted and can be responded to my any interested party. As with any public organization, considerable emphasis is placed on providing a solution that will have appeal to as many different parts of the organization as possible in order to bring a greater organizational return on the investment. This recommendation does not remove that process.
System Capabilities Recap
Personalized User Experience:
LMS has custom configurations, languages, and custom fields.
Dynamic Catalogs:
Ability to manage and publish learning resources to designated audiences based on user profile information or learning activity status.
Certification & Compliance Programs:
Combine a variety of learning resources with flexible completion criteria, create certification programs and ensure adherence to mandated requirements.
Multi-Formatted Learning Resources:
Deliver learning content in multiple delivery formats including AICC or SCORM courses, live or virtual events, documents, self-paced activities, and more
Instructor Led Training:
Easy administration with automatic wait lists, prerequisites, conflict checking and resource inventory.
Social Learning:
Increase learner collaboration and extend formal learning with discussions, networking and reviews.
Search & Browse:
Ensure members can quickly and easily find the right learning resources by topic, content titles, keywords, and more.
Transcripts:
Access current and historical training records or review online courses and print completion certificates.
Notifications and Approvals:
Alert users to pending learning actions, registrations, reminders, etc.
Configure multi-level approvals based on triggers such as cost, group or user attribute.
Mobile:
View and access content and courseware on most mobile devices through rich media optimized for mobile viewing and consumption.
Advanced Reporting and Dashboards:
Create a library of reports that can be shared, scheduled and delivered via email.
The SumTotal LMS represents a positive acquisition to the organization. Although there is a significant upfront cost associated with acquiring this LMS, the system itself meets the several of the requirements of St.Michael's Hospital. These include:

1) Integration with existing legacy clinical/admin systems.

2) Rich in features and applications.

3) Costs associated with migration of existing LMS data covered by vendor.

4) Integrated Talent Management component a very good value add.

5) Due to existing Privacy legislation, all of our user data must remain within Canada to ensure data protection. Of the vendors examined only SumTotal hosts its services inside Canada.

6) Tools such as SumTotal: Mobile will allow for expansion into areas of LMS use beyond this system acquisition. This would be highly beneficial towards expanding the learning offerings at St.Michael's Hospital.
It is recommended that the SumTotal Maestro LMS be acquired.

IMPORTANT: Integration & Standards
Any LMS that is used by the St.Michael's Hospital, must be able to integrate with both the Soarian Clinical Diagnostic System as well as the Corporate Policy and Procedures System (CPPS).

In addition, due to resources limits, the LMS chosen by the hospital must be hosted externally to the organization; technical support must be handled by the vendor.

The system must be browser based an compatible with the current PC standard: Windows 7/Internet Explorer 7. In addition, it should be compatible with all commercially available browsers as many staff frequently use these.
Risk Assessment
Cost
Maestro will cost the organzation $26/user license/year for 5,000 users and up. As the organization currently requires 8000 licenses, the total cost yearly will be $208,000.00. In addition there will be a $150,000.00 one time set up cost. This cost includes the HR talent management module.

An analysis conducted by Forrester research concluded that the SumTotal LMS, when compared to 3 other top end Learning Systems, represented one of the most cost effective systems available.


As SumTotal already supports the hospital's current LMS, the cost of migrating data will be covered by the vendor. Other vendors indicated that this would be an extra costs when inquires were made.


http://www.akt.co.il/Multimedia/upl_doc/doc_240413_218688.pdf
Product Data
Based on an SaaS platform, SumTotal Maestro has been created to combine a Learning Management System with a strong human resources component. This solution can be hosted either internally or externally.

SaaS refers to software as a service. It is a software licensing and delivery model in which software is licensed on a subscription basis and is centrally hosted on the cloud by independent software vendors.

Maestro is a browser based software tool and is compatible with all commercially available browsers. It is organized under the principle of hierarchy. Each user identified as a manager in the system is assigned a number of employees who report to him/her. The manager is able to view the training progress of the employees through the system.

Employees can use the system to take online courses
in aid of the learning objectives assigned by
managers.
http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90f31_e.htm
http://www.sumtotalsystems.com/_downloads/datasheets/SumTotal_DS_Maestro.pdf
Checklist
Compatibility to existing clinical systems.

Compatibility to existing IT infrastructure.

User data must remain within Canada.

Comprehensive key system capabilities.

Price point is within internal organizational budget.

Integrated HR Talent Management Component.

Mobile access will allow for future innovation.
Competition
Differentiation:

Core LMS with integrated social features is easy to set up and provides unlimited user no hassle use
One price regardless of audience size provides the best ROI and best value
Licensing and Certification Features
Learning path, program and certificate management
Accreditation management
Adaptive Learning Features:

Configurable, role-based access
Learner, instructor, administrator and manager core roles can be used to create unlimited custom roles
Ability to assign several roles to a single user allowing for content functionality and content targeting
Manage user sign-up options to obtain as much or as little info as needed
Simple user import feature, supporting .xls and .csv file formats
Roles can be passed through Single Sign-on and API for easy management
Technology:

100% web based cloud software as a service (SaaS) solution
Here is a link to their published technical specs
Integration:
User dashboards:

Scheduled reports
Core, highly configurable reports as well as ad-hoc capability
Google Analytics integration for in-depth site statistics of audience, demographics and behaviors
Interactyx
Absorb LMS
Differentiation:

Easy to use
Highly configurable
SaaS or on-premise deployment flexibility
Docebo LMS
Differentiation:

Focus on ease of use for all users including administrators
Highly extensible solution allows access and sharing of data with dozens of external systems
Easy to do business with great customer service
Easy and inexpensive to get going
Saba Learning@ Work
Differentiation:

Saba has all the learning pieces of learning technology solution in one place making a cost effective solution
Licensing and Certification Features:

Prescriptive rules engine
Certification programs, paths and workflows
Expiration and recertification
e-signatures, audit trails and time stamps
Social Collaboration Features:

Open Social Integration
Chat, Groups, Teams
Discussion
Follow Users
Create Virtual meetings right from inside collaboration team spaces, automatically record and save recordings for other members
Saba YouTube video on Social Learning
Integration:

Web service APIs
Connectors to other virtual tools and moving to a connector strategy in general for popular connections
AICC, SCORM, Tin Can support
Open Social integration
Workday integration’
SalesForce.com integration
Open Sesame, Skillsoft and Kantola content integrations
Licensing and Certification:

Ability to group content via curriculum and bundles
Courses can issue educational units, credits, or points
Rest API integration to accreditation bodies
Social Collaboration Features:

Billboards
News
Twitter Feed
Polls
Discussion forums at course level
Facebook API/Tile with base solution
Powerful RESTful APIs allow for integration into just about anything like Bloomfire, Yammer, Sharepoint, Facebook, Twitter, etc.
Licensing and Certification Features:

Basic creation of a blended learning path with certificate award upon completion
No support for recertification, nor and/or logic within learning path.
Social Collaboration Features:

Blogs tied to users, groups and courses
Comments and threaded discussion groups
Create user account and sign on with Facebook, Twitter, Linked, Gmail and Google Apps
Technology:

100% cloud SaaS solution
Multi-tenant is standard with available upgrade to “Enterprise” private cloud deployment
Analysis of Competition
The spectrum of LMS's being reviewed indicates that there are a wide amount of options. Some systems like Interactyx offers a 'unlimited license model' will all of the systems offers elaborate social collaboration features which may be of use to the organization in the future. However, critically, as many of them are SaaS models with cloud based storage, it was not possible to receive guarantees from the vendors that our data would be exclusively stored within Canada which is a key guideline of the system acquisition process. Neither are there any HR Talent management components.
Key Features
Personalized User Experience:
LMS has custom configurations, languages, and custom fields.
Dynamic Catalogs:
Ability to manage and publish learning resources to designated audiences based on user profile information or learning activity status.
Certification & Compliance Programs:
Combine a variety of learning resources with flexible completion criteria, create certification programs and ensure adherence to mandated requirements.
Multi-Formatted Learning Resources:
Deliver learning content in multiple delivery formats including AICC or SCORM courses, live or virtual events, documents, self-paced activities, and more
Instructor Led Training:
Easy administration with automatic wait lists, prerequisites, conflict checking and resource inventory.
Social Learning:
Increase learner collaboration and extend formal learning with discussions, networking and reviews.
Search & Browse:
Ensure members can quickly and easily find the right learning resources by topic, content titles, keywords, and more.
Transcripts:
Access current and historical training records or review online courses and print completion certificates.
Notifications and Approvals:
Alert users to pending learning actions, registrations, reminders, etc.
Configure multi-level approvals based on triggers such as cost, group or user attribute.
Mobile:
View and access content and courseware on most mobile devices through rich media optimized for mobile viewing and consumption.
Advanced Reporting and Dashboards:
Create a library of reports that can be shared, scheduled and delivered via email.
Full transcript