We talk to a lot of clients and prospective clients about what features in an LMS will help them better train their employees. We’re also a very responsive company that includes new features and functionality in our enhancement releases based on client feedback and suggestions.
As a result, we’ve learned about the needs of our clients and what they’re looking for. We wanted to share some of what we hear from clients about compliance training features in the LMS.
Understanding the Goals of Compliance Training
Compliance training is a tricky area for learning and development professionals because of its connection to legal requirements. It often falls outside of what’s considered the glamorous and fun side of training – making the company more profitable! Changing the lives of learners!
While the training industry talks big about using training to further company goals, many companies have departments almost exclusively for the purpose of compliance training. Compliance is an area companies invest in not for lofty goals, but to mitigate risk and to protect themselves legally. Although it’s quite possible, many companies struggle to develop a culture of enthusiasm around compliance.
As a result, the way to approach compliance training is with care, specificity, and accuracy. Compliance training features that assist training departments in tracking complex compliance data with ease are key in departments for whom compliance is a large part of what they do.
The LMS can be a great tool to help with a lot of compliance-side issues, assuming it’s built well and includes features important for compliance admin users.
Accurate User Data and Real-Time Reporting
Believe it or not, there are reasons why LMS administrators find that the data in their LMS reports is not accurate.
- Some LMSs don’t update the reporting engine often enough that the data being reported is in real-time.
- Some systems glitch when storing data about course completions or leave room for human errors when recording course completions.
- The LMS system has lost data.
It’s important to choose an LMS system that’s well-designed and hosted on a stable server so that all data is accurately recorded. You should also ask if the reporting engine reports real-time data so that you can be prepared to show your compliance numbers to auditors at every moment.
You don’t want to be caught in a position where most of your employees did their training yesterday and the report has numbers that are three days old. It will make it more difficult to prove that your employees are in compliance.
Bonus: Ensure the real-time reporting is also ad-hoc so that you have access to any type of data auditors might ask for and can customize a report they need.
Compliance Training Learning Paths
What’s the difference between a compliance learning path and a generic learning path? They generally have additional features that apply to time-sensitive training.
One of the great features attached to compliance paths is time management. Normal learning paths may have a “due date” and state if courses are past due, but compliance paths will allow you to set certain courses to be due within 90 days of hire, for example.
Compliance paths can group lessons by “requirement”. For example, you can group a quiz, two video modules, and a game into one requirement for compliance. Then, you can place different rules for that requirement. The learner might only have to complete 2 out of 4 pieces to complete the requirement. They might be able to skip that requirement if they pass the quiz.
These compliance-specific features offer more flexibility as well as better tracking for required training.
Complex Organizational Hierarchy
One of the challenges of compliance training is that compliance requirements can vary so widely based on the role of the learner, as well as where they’re located. That means it’s important to have a system that understands the differences between learners and which attributes are connected to which training.
Seek an LMS with a complex organizational hierarchy of learners, especially one that allows for custom attributes to assign to learners.
Bonus: some LMSs will automatically assign training based on attributes, so you don’t even have to think about it as long as learners are properly organized in the system.
Effective System Support
If there’s a lot of risk in your industry associated with legal requirements related to compliance, you’ll definitely want an LMS with a great support team.
You don’t want to get caught in a situation where you need help pulling data from the system for an urgent compliance audit and the software support team can’t be reached.
eLogic Learning provides an audit assurance guarantee for no extra fee. We will support you through the audit process, pull any data not covered by our standard reports, and reassure authorities that the training records are unaltered.
Notifications will keep learners informed of required training and due dates. Some notifications offer lot of customization about automated triggers.
The best systems will let learners choose from text, email, or calendar updates.
Notifications aren’t just for learners – they can be set up to help the managers take note when an employee is approaching the due date for a compliance task and hasn’t yet completed it. This means a manager can take action to ensure their team maintains full certification and doesn’t lose days of productivity.
Case Study – Presbyterian Medical Services
Our client Presbyterian Medical Services (PMS) comes from a highly-regulated industry – non-profit healthcare. This made compliance training a challenge and their current system wasn’t cutting it. The LMS didn’t notify employees of training automatically and course completion data could not be saved. Informing people about compliance training due dates and recording course completion was all done manually.
Because of the barriers of use, compliance training completion was beginning to decrease. Users found it difficult and tedious to keep up with. PMS needed a more automated system with a better user experience.
eSSential LMS’s emphasis on automation, including automatic notification, took some of the most tedious work out of the admin’s hands and allowed them to rely on the LMS to manage certain aspects of training. PMS was also able to customize the LMS and create training that was more flexible to user schedules.
The LMS dramatically improved the auditing process, giving admins the ability to pull live reports of compliance information. Auditors now consider PMS’s use of the eSSential LMS to be a standard for best practices in the state.
Users loved the new system and PMS had complete user buy-in, with a rapid adoption rate of the new LMS. Compliance completion throughout the organization has improved.
While compliance training isn’t always fun, there are ways to make it easier to manage for an LMS administrator. With these compliance training features, you can spend less time on tracking and data. Focus instead on creating cultures of safety and compliance.