Choosing an LMS - Getting Started

Evaluation of Learning Management Systems - Part 1, August 2020

Once we have understood the role (or roles) we need our Learning Management System to perform (see our "Understanding LMS systems" series of articles) it becomes necessary to create a requirements checklist and begin the evaluation process. Everyone's list will be slightly different depending on their priorities and how they plan to use the LMS. In the following three articles, I will go through some major considerations and my key requirements. (And, if you want to download my evaluation checklist, there will be a link at the end of the final article).

What Type of LMS?

I first need to be clear about the type of LMS I am seeking. Is it (a) for use in an academic setting (school, university or college) (b) a workplace LMS used to plan and track learning and development for my employees or (c) a commercial LMS I will use to load training courses and workshops for sale.

Some initial requirements for a Commercial LMS

In this article, I'm going to assume I'm looking for a commercial LMS to be used as a portal through which my customers can access courseware developed specifically for them - or courses I want to make available on the open market. This immediately throws up my first key requirement:

• Easy user registration and system access - I need to be able to create logins for my target customers and allow secure access to those parts of the course catalogue they are entitled to visit and use. Ideally, the login would be their email address (which is simple for them to remember and easy for me to administer) with a facility for the learner to set or reset their own password (I don't want to have to spend time maintaining the password list).

Hosted, Cloud-based or Own Server-based Solution

If I have my own company server or virtual cloud-based server (which I do), I have the option of loading and installing a package (like Moodle) on my server. Of course, this assumes I have the technical skills available to do this - and, more importantly, the resources to maintain the system and provide ongoing 24-7 technical support for my learners. Quite daunting! But still tempting, as this option could have relatively low, or no, additional monthly costs - just the software purchase cost (remember - Moodle is free!) and the installation costs.

Going the Hosted, Cloud-based Route

However, With more and more hosted, cloud-based LMS providers in the market, the cost of a monthly subscription service to an LMS is most definitely falling. But it could still cost me up to ￡1,000 per month to purchase a hosted solution for 200 users. (Don't be too downhearted - there are less expensive options!).

Let's assume, then, I have decided on a hosted LMS Cloud-based Solution - this throws up more important questions I need to answer that lead to the next set of requirements on my list:

• Customisation and Branding - Can the system be "customised" so that it is my company branding that appears on the portal screens, not the LMS provider's? Can the "look and feel" be changed to match my corporate colours and fonts?
• Can I separate groups of learners? - Assuming I have more than one client, will it be possible to organise learners into separate groups each of whom have their own course catalogue? And, can I add my client logo to the branding for their group of learners?
• Does the LMS support access from mobile devices and the full range of browsers? - If not, forget it! increasingly learners will want to access their training courses on tablets, touch screen mobiles and smart phones. This is, in my view, a "must have" capability
• Location of the Servers - here's a requirement, many companies forget. I will need to keep learner details, training records and assessment scores on my LMS system. This is personal data and falls under GDPR rules in the UK and Europe. This means I need to declare to my clients what data I am sending or storing offshore. And, if the server is in a location they are not comfortable with, I will lose their business. Remember, they also have GDPR regulations to comply with for their employee data!
• System Security and Integrity - I need to check what security arrangements are in place. It is going to be embarrassing for me if I have to tell my clients that their employee data has been compromised and 'hacked'. In the event of a catastrophic server failure - is the data backed up? What is the average system "up time"?
• System and Learner Support - I have already mentioned the need for on-line technical support for the system. If my business depends on the revenue I'm getting from my on-line courses, then I cannot afford downtime or user issues that prevent them from accessing the courses. What technical support does the LMS provider offer - and what hours do they cover (given that some of my clients are in the US or even Australia!

And all this is before we even get to assessing what functionality is required by the LMS. If this has depressed or scared any readers - apologies. The good news is that there are many excellent cloud-based LMS suppliers who offer a very professional and secure service. But these questions are important - as is the need to make sure you have adequate professional indemnity insurance - just in case it does all go wrong!

In the next article I will look at what core functionality I require for my LMS and explain some of the features that are now available with a modern on-line LMS.

About the author: John Cooper is co-founder of Profile Learning Solutions, a consultancy specialising in the application of advanced technology to learning and organisational development.