You may wonder what systems integration has to do with e-learning. To answer that, let me ask how you’d feel if, after having completed a 6-hour e-learning course, you found that you did not receive credit for it in your HR record because someone forgot to type it in. Most people would not be too happy, and they would wonder why, in this information age, this would not happen automatically. HR and LMS systems are only two of the many systems that can and should be integrated for a smooth e-learning user experience. Other possible systems include:

Let’s talk about these systems, what they do, and why they should be integrated. Then, we’ll discuss strategies and plans for making these systems speak the same language.

Learning Management Systems (LMS) – The center of it all
LMS’s run the gamut from simple click ‘n’ track systems to full-fledged enterprise systems that schedule instructor-led classes, manage learning resources, and almost everything else that a training department does. The fully functional ones are meant to be a single source for both learners and the training department.

Content – The king of e-learning
E-Learning courses, or content as it’s called in the e-learning world, is the course itself. All other systems should work together behind the scenes to give the learner quick, friendly access to the content.

HR Systems – Where they keep your old personnel file
Human Resources Systems may integrate with an LMS to feed demographic information. For example, when a new employee is hired, he/she should automatically be entered into the LMS with a username, password, and training program based on position. HR systems may also be integrated on the outgoing side of the LMS so that course credit automatically becomes part of HR records.

Reporting Systems – How your manager keeps an eye on you
After completing that 6-hour e-learning course, you’d like for your manager to know about it, wouldn’t you? Most LMS’s have some form of reporting, whether built into the system, or by integrating with reporting software like Crystal Reports. When a separate reporting system is used, most often the integration occurs directly with the LMS database, for more slicing and dicing of training data.

Portals – The work buffet
Most LMS’s have a learning portal where registration and other things occur. This is not to be confused with a corporate portal. Corporate portals are meant to be a one-stop shop for all company information and systems that an employee uses daily. LMS integration occurs at the sign-on point. From the portal, the learner should be able to access learning information from the LMS without having to sign in again.

Financial Systems – The bottom line
For companies that either charge learners directly for training, or charge departments or other umbrella companies, financial system integration may make transactions occur with minimal human intervention. This integration occurs with an LMS when a learner “orders” a course from the catalog for a designated fee.

Competencies – The driver of a development plan
Competencies can and should be integrated with both the LMS and Performance Management Systems. With integrated competencies, a manager can review an employee according to his/her competencies, and then assign a training program to increase knowledge and performance in target areas. In the LMS, the competencies should be updated when the corresponding courses are completed. In reality, few companies have competencies integrated with their LMS systems, but many have plans for it.

LCMS – Building block storage
Learning Content Management Systems are organizers of chunks of e-learning content called Learning Objects. These individual building blocks can be arranged to provide just the right content for a learner. And some systems use pre-testing to dynamically re-arrange the course for a custom fit. Most of the newer LCMS’s have content authoring tools built in, for rapid development of content that automatically integrates with the LMS.

DAM – A blessing for content developers
Digital Asset Management systems keep track of all of the text, graphics, sound, and other media used in courses. They give developers a full range of media choices when developing courses or learning objects. These can either be integrated with content and/or LCMS’s.

Web Conferencing – Staying in synch
Web conferencing, or synchronous learning, is debatable as a part of e-learning. Rather, some categorize this as information dissemination, since most involve a Powerpoint presentation and a live voice, with little or no interactivity. However, web conferencing can be integrated with learning management systems for a way of tracking conference registration and attendance in the LMS. With this integration, self-paced and instructor-led courses and web conferencing can be seen on the same managerial reports.

Performance Management Systems – Online reviews
Performance Management Systems with online reviews were mentioned along with competencies. A Performance System would normally only connect directly with a competency system, unless there was a need to see performance and training on one report.

As you can see, there are many systems and many aspects to e-learning integration. An effective integration strategy is crucial before beginning the work.

A good strategy begins with identifying the desired information and outcomes. Once this vision is complete, it becomes easier to identify what systems contain the desired information, and how it needs to look.

Next in the strategy, the team must decide how frequently the information is going to be viewed, and therefore how often it needs updated. In general, a nightly update is much less complicated and expensive to implement than a real-time update.

Other standard strategizing principles, such as stakeholder identification, risk management, and project planning need to play a part. Integration can be so in-depth that it warrants its own project, separate from implementation projects.

E-Learning integration can really add value to both the user experience and the initiative as a whole. It can help to establish accountability through measurement, which leads to the Return-On-Investment of the e-learning program. In reality, a full integration of all e-learning systems is rare, but it should still be considered the ultimate goal. Most corporations have some, but not all, points connected.

What the future holds for e-learning integration, no one really knows. One can only hope that industry-governing bodies like AICC and SCORM will advance towards rigid standards that are accepted by all vendors. Until then, unfortunately, you’ll be forced to do your own integration. My recommendation for today is to seek the advice of a 3rd party consultant with experience in systems integration, and use his/her guidance to develop a strong integration strategy. With a detailed plan, and a knowledgeable team, you’ll be able to create a better experience for your learners. When this happens, all of the effort involved in bringing the e-learning systems together will be worth it.

Sheldon Murphy
E-Learning Consultant
Solid State Learning
www.sslearn.com
sheldon@sslearn.com
724-452-6945