The Case for a Learning Management System Ops Council Meeting Month day, 2009 Agenda Learning Management System (LMS), what is it? Why do we need an LMS system? What we have done so far A sampling of our current systems and needs Let’s brainstorm: Are we forgetting something important? Learning Management System Deliver training to anyone, anywhere throughout the “extended” organization Define and assign competencies and other annual requirements by job role, individual or other learning groups Maintain records of training delivered for compliance purposes and enable reporting at all levels Automate reminders to ensure compliance Learning Management System Automate certification processes and track certification/license activities Facilitate access to learning content Integrated Learning and Performance Management–Provides a closed-loop process to fill annual employee performance evaluations and development gaps with targeted learning activities Why We Need It There is no central place where all training and certification/license can be easily obtained for compliance/audit purposes. When the auditors come, everybody is scrambling to get the information requested. An LMS system would solve this problem. There is no automated way to track compliance. Many managers have over 100 direct reports. How can they ensure that training is done on time or done at all? Need managers to focus on Patient Care and Safety rather than becoming Microsoft Excel experts. Too much manual effort to keep up with compliance requirements – current process is not scalable Why We Need It The existing Research learning system is limited. Rolling out new learning activities requires too much IT intervention and leads to delays or more manual workarounds. This puts us at risk for potential compliance failures. Having integrated learning and performance appraisals would be a huge time saver for managers with large spans of control. Large spans of control are typically seen as high failure risk in business environments. What we have done so far Analyzed existing systems holding compliance information: New Innovations, Cactus, One-staff, PeopleSoft, Research learning site, Performance Manager Met with several areas of PCS to better understand learning needs with a focus on compliance Obtained an RFP template and gathered information that would be used in creating an RFP Several on-site demonstrations of the “Healthstream” Learning Management System product. One demo from Cornerstone OnDemand Systems holding compliance data New Innovations the entire accreditation process for residents and fellows is kept within this system for purposes of compliance and Medicare Audits. ACGME accredited program and non-accredited programs are tracked within NI. Residents/Fellows administration is truly paperless with the use of New Innovations Systems holding compliance data New Innovations Examples of compliance information maintained on each trainee include: Visa info (for foreign med grad) Licenses & Certificates (NPI, ACLS, PPD, Fit Testing, Hospital/Institution DEA and more) Mal practice Immunization records Competencies/Training History (manually imported from the research site -- tedious work) Education History Duty Hours Systems holding compliance data Cactus Used to track credentials (privileges) for physicians. Approx 2000 physicians in Cactus. Cactus is tied to the Patient Billing system, it stores all the billing/provider codes Example of Compliance Information maintain in Cactus: Licenses/ DEA/ Mass control substance certificate Mal practice Immunization records (entered directly by Occ Health) Competencies/Training (manually imported from Research site, tedious) Systems holding compliance data One-Staff Used by nursing, 40% of hospital Main purpose of this system is for staff scheduling, time collection, business intelligence reporting and labor cost budget forecasting. Used by managers to record actual time worked Feeds to payroll Compliance information in One-Staff include: Licenses and Certificates Education Systems holding compliance data PeopleSoft HRMS Primary purpose of this system is to maintain all HR, Benefits, Compensation and Payroll information Compliance information in PeopleSoft include: All HR related compliance info (I-9, Visas) Immunization records (non physicians) Some Education Systems holding compliance data Performance Manager Clinical and financial information portal for Managers Collects information from Cactus and PeopleSoft mostly around Immunization Records and Fit Testing Systems holding compliance data Research Learning Site This is a mini LMS system. It was developed inhouse by Research Used throughout BIDMC for many online competencies Cactus and New Innovations system administrator frequently visit this system to manually interface training history to their system Types of Training/Compliance Tracking Job Specific Competencies Unit Based Competencies (common in PCS) Personal Competencies Competencies specific to a selective group Orientation Policies and/or Procedures requiring mandatory reviews Mandatory medical tests (PPD, Fit Testing) Immunization Types of Training/Compliance Tracking Certification Licensure Externally hosted training (CRICO/RMF) Equipment Training provided by vendor Equipment Training developed in-house Joint Commission PowerPoints Physicians PowerPoints CNS PowerPoints Types of Training/Compliance Tracking Continuing Education Broader Education Plan Types of Training/Compliance Tracking Various frequencies Only Once Annual Every other year or other frequencies Various Training Delivery Methods Online Paper-based Classroom Specific BIDMC Requirements One stop shop for compliance information – need a “Compliance Profile” for each employee Reminders, Reminders, Reminders Need extensive reporting capabilities Need to work with Who-to Must not be limited as to when the training can be taken and training can be paused and be resumed later Specific BIDMC Requirements Tightly integrated with Performance Reviews Must support a decentralized model for administration: Define competencies, Assign learning/compliance activities, Track compliance Need a lot of flexibility around learning group definitions Must be Healthcare centric Let’s Brainstorm Additional Systems we should consider in our analysis? Additional Compliance Information we did not mention? Additional types of training? Additional important requirements we should add? Other groups within BIDMC or affiliates of BIDMC we should include in this effort?