A Beginner's Guide to HRMS Learning Management

Ultimately, the success of your business relies on the application of skills and knowledge by your workforce. If you agree with that statement then you understand the value of training and development for your employees and are likely to appreciate the value of a learning management system (LMS). (Incidentally, if you have employees and you don’t agree with that statement, then what are they for?)

If you’re considering learning management software, the following guide covers the key issues, including:

1. What is an LMS?
2. Key LMS features
3. LMS integration with HRMS
4. Types of learning management systems
5. LMS requirements
6. LMS benefits
7. Advanced features
8. LMS cost factors
9. Recommended vendors

What is an LMS?

A learning management system (LMS) automates the delivery and tracking of learning activities, promotes skills and career development, and ensures compliance with any required regulations. It centralizes your training initiatives, making it easier for employees to access learning resources and for administrators to manage and evaluate progress.

While traditional face-to-face training sessions have their place, the rise of digital learning methods like e-learning, m-learning, blended learning, and just-in-time training has changed the landscape of workplace education. The COVID-19 pandemic only accelerated this shift, and now more than ever, remote training has become a vital part of employee development.

An LMS addresses the complexities of managing learning and development programs. It allows you to match learning solutions to individual employees, oversee career development plans, track certifications, and measure the impact of learning on organizational goals. The integration of an LMS with existing systems like HRMS or ERP ensures a seamless flow of data between platforms, making administration even more efficient.

Key features of an LMS

LMS platforms offer varying levels of functionality. While the specific features of a learning management system depend on the provider and your organization’s needs, there are several core features you can expect:

• Administration: before anyone learns anything, there's administration: training nominations course management, updating materials, and ensuring compliance (SCORM, AICC, etc.). An LMS manages this by processing requests, sending notifications, handling cancellations, engaging with trainers and reporting on everything.
• Training catalog: a searchable directory of available training courses, including descriptions and suitability. (linking to your performance management system and any competency framework you may have in place).
• Self-service: employees should have access to their learning records and career plans, allowing them to manage their development. This not only gives individuals control and input but also boosts employee engagement through their involvement. Plus, you're entrusting recordkeeping to those who know what 'accurate' is.
• Reminders: automatic notifications for upcoming training deadlines, certification renewals, or post-learning evaluations.
• Tracking professional qualifications: particularly for roles that require continuous professional development (CPD), an LMS helps track certificates and their expirations.
• Evaluation and feedback: any learning professional will tell you that most training activity is wasted without evaluation. As with any other investment, you need to measure and determine your return. An LMS will not only prompt necessary action but can also process and report on the resulting information, linking it to KPIs and team/departmental targets.
• Employee collaboration: an LMS should connect individual employees. After all, mentoring and coaching account for a significant amount of business learning, and an LMS should promote and enable knowledge transfer and crowdsourcing as an option.
• Mobile access: finally, given the growing use of mobile devices for learning, your LMS should be compatible with smartphones and tablets, offering learning on the go.

Advanced LMS features may include AI-powered learning paths, gamification to enhance engagement, chatbots for learner assistance, and integration with other HR systems to streamline data management.

Learning Management System Integration with HRMS

With an LMS, extra benefits come from an integration with the rest of your HR systems. Many of the above features (for example, professional qualifications and evaluation) benefit from or depend on linkages to the data commonly stored in an HRMS. An isolated LMS is often little more than a glorified automatic booking system.

LMS-HRMS integration allows for a seamless exchange of data between employee records, learning activities and performance metrics. For instance:

• Centralized employee data: when your LMS pulls data from your HRMS, it ensures that learning plans are aligned with individual performance appraisals and development goals.
• Tracking and compliance: Integration helps manage certifications, track compliance requirements, and align learning outcomes with HR records, minimizing administrative tasks.
• Succession planning: HRMS data on employee competencies and performance can inform learning pathways in the LMS, supporting long-term career planning and leadership development.

This integration ensures that learning initiatives are not isolated but contribute to your overall talent management strategy.

Types of Learning Management Systems

There are several types of LMS available, depending on your organization’s size, needs and the complexity of your learning programs:

1. Corporate LMS: designed for business environments, a corporate LMS focuses on employee training, compliance, and performance development.
2. Academic LMS: tailored for educational institutions, this type of LMS supports traditional teaching methods, online coursework, and student assessments.
3. Cloud-based LMS: accessible online, a cloud-based LMS offers flexibility, scalability, and remote access, making it ideal for organizations with dispersed teams.
4. On-premises LMS: installed on company servers, this option offers full control over data but requires more IT resources and upfront costs.

Choosing the right type of LMS depends on factors like deployment preference, budget, and specific learning needs.

LMS requirements

A successful LMS implementation hinges on certain requirements being met. These include:

• Customization: the system should be customizable to meet your organization’s unique training needs.
• Integration: as mentioned, the LMS must integrate with other systems like your HRMS or ERP for seamless data flow.
• User-friendliness: the system must be intuitive for both administrators and learners, reducing the need for extensive training.
• Scalability: your LMS should grow with your organization, accommodating more users and offering additional features as needed.
• Security: data protection is paramount, especially when dealing with sensitive employee information.

A well-chosen LMS meets these requirements and supports both immediate and future learning needs.

Benefits of LMS usage

The benefits of a learning management system are numerous and go beyond merely automating training processes:

• Efficiency: an LMS reduces the administrative burden by automating enrollment, tracking, reporting and compliance tasks.
• Cost-effectiveness: shifting from face-to-face training to online modules can significantly reduce costs, especially in terms of travel and printed materials.
• Centralized learning: a single, accessible portal for all learning resources streamlines the learning experience for employees.
• Employee engagement: empowering employees to control their learning path increases motivation and engagement, enhancing retention.
• Compliance and certifications: an LMS ensures your employees stay compliant with regulatory requirements by tracking certifications and scheduling renewals.
• Data-driven insights: with detailed reports, you can measure the effectiveness of your learning programs and adjust them as needed.

The ability to connect learning outcomes with business goals is one of the key benefits of an LMS.

(Even more) features of Learning Management Systems

Some additional features of a learning management system that can enhance its utility include:

• Social learning:  these days, learning is about more than formal, structured options. According to the 70:20:10 model, around 20% of our learning comes from interactions with peers and colleagues. Some LMSs enable you to leverage online platforms and content to enable your people to network, share, collaborate, and exchange problem-solving ideas.
• Gamification: imagine learning was fun! Incorporating game-like elements like badges, points and leaderboards to make learning more engaging.
• AI-driven recommendations: using AI to suggest relevant learning opportunities based on an employee’s role and career goals.
• Chatbots: also sometimes referred to as ‘virtual coaches’, these AI-driven interface tools are capable of basic conversations with learners, helping guide them through the system to the learning solutions they need.

These advanced features ensure that your LMS can adapt to the evolving needs of your workforce.

How much does an LMS cost?

As with most other HR technology solutions, LMS costs are broadly dependent on two factors: 1) is the system in the cloud or on-premises, and; 2) is it part of a wider HRMS package or a standalone module?

The cloud offers obvious benefits with its ‘pay as you go’ subscription model of payment: no software license fees and no ongoing investment in hardware. What’s more, in accounting terms, a cloud subscription is usually classed as an operational expenditure and not a capital cost. This can make a significant difference to your internal budgets.

A standalone LMS module is undoubtedly cheaper than a full HRMS but if you break down the costs by function, the LMS portion of an HRMS probably comes in below the standalone cost. Though, of course, a standalone module offers the possibility of best-of-breed functionality and if your organization has particularly unique learning management needs, that may be the way to go.

Recommended vendors

Though your requirements will, of course, vary, the following is a short list of well-established vendors of learning management software options:

• Cornerstone LMS – created by Cornerstone OnDemand and incorporating mobile access, support for social learning, and streamlined processes, this module is part of Cornerstone’s fully compatible range of people-focused software.
• Docebo – billed as, “The Learning Management System You’ll Love to Use”, Docebo offers access to online courses (including support for multiple formats such as xAPI, SCORM, and AICC), facilitates coaching, and competency mapping.
• SAP Litmos – a cloud platform that combines pre-packaged learning options with your content management system. A standalone option that claims to connect easily to your other business systems.
• Saba – another cloud-based option, providing learning management combined with talent management features such as performance management, goal tracking, succession planning, and even recruitment.
• Moodle – claiming to be “the world’s most popular learning management system”, Moodle is a free, open-source, global cloud platform used by some impressive names, including Shell, London School of Economics, and State University of New York.
• Absorb LMS: eSSential LMS is now part of Absorb LMS following Absorb Software's acquisition of eLogic Learning in 2019. This integration strengthens Absorb's offerings, incorporating eSSential's capabilities like mobile access and robust course management. Features such as AI-driven learning paths and gamification make it a leading solution for businesses seeking advanced learning management tools​

By understanding the requirements, benefits and features of a learning management system, you can make an informed decision that supports both your employees’ development and your organization’s goals.