© City & Guilds Kineo 2015. All rights reserved.

Join the conversation on Twitter: @kineo, #TUG14

Totara User GroupWatch & Learn: How Others Effectively Use Their LMS

Jo Cheesman, Solutions Consultant Lewis John, Solutions Consultant

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Just Checking…

Is anyone currently using their LMS for compliance purposes?

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Just checking…

If yes, what types of barriers or challenges have you had to overcome or are you facing?

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BMiLearn Compliance training delivered via LMS

Client: BMI Healthcare is the largest private hospital group in UK.

What is it: Their organisational LMS implemented to deliver mandatory training and enable them to become fully compliant with their regulatory body Care Quality Commission.

Target audience: All employees working at BMI Healthcare and all bank (temporary) employees.

Content: Compliance based learning (workshops, elearning) that is mandatory for employees to complete.

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Who are BMI Healthcare?

• UK’s largest private hospital group• 66 hospitals and treatment centres• 115 different specialities and services• c9,500 employees• c5,000 bank staff• 2 million patient visits pa

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Background

“Staff should be properly trained and supervised, and have the chance to develop and improve their skills”

Policy & legal requirements

Compliance transparency

1. Assign relevant and appropriate mandatory training to staff

2. Right staff attend/complete right training at right time

Easy right?

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The starting point

•Eclectic range of users•Wide range job roles and responsibilities•Multi-sited• Inconsistencies in approach•Legacy systems•Manual methods•Resistance to change•Senior levels not compliant

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BMI Objectives

•Meet Care Quality Commission standards•Meet legal statutory requirements•Ensure consistent staff development

Put technology at the core of the solution and create targeted and personalised training, backed up by efficient and accurate reporting.

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Why Totara?

•Open source philosophy matches BMI Healthcare values of giving back to the community

•Partnership approach•Receptive to input and feedback

• Shape new features• Refine functionality, e.g. Certifications, Performance

Management, reporting, online help and resources

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The journey

1. Culture Change

How do we win peoples hearts and minds?

2. Standardisation

What training needs to happen & how often?

3. Target training

Who needs to do what training & when?

4. Reporting

What reports are needed?

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1. Culture Change

How do we win peoples hearts and minds?

2. Standardisation

What training needs to happen & how often?

3. Target training

Who needs to do what training & when?

4. Reporting

What reports are needed?

1. Culture change

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Target audience

Limited PC access Low confidence and IT skills

Lack of trust in the dataNo motivation to change ways of working

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Campaign based approach• Written, electronic and verbal weekly and monthly communications• Regular webinar and f2f training with Learning Coordinators• Internal consultancy and support for hospitals with compliance <40%• Incentivised sharing of experiences• Internal competitions• A campaign to win hearts and minds of key influencers:

• Coaching the SLT, focusing on value of changed way of working• Presentations to senior regional management teams

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1. Culture Change

How do we win peoples hearts and minds?

2. Standardisation

What training needs to happen & how often?

3. Target training

Who needs to do what training & when?

4. Reporting

What reports are needed?

2. Standardisation

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2. Standardisation

Mandatory training matrix

• Personalised to role, responsibility and environment

• For c15,000 staff

• Right people, right training, right time

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1. Culture Change

How do we win peoples hearts and minds?

2. Standardisation

What training needs to happen & how often?

3. Target training

Who needs to do what training & when?

4. Reporting

What reports are needed?

3. Target training

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Personal profile questionnaire

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Relevant learning

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Managed recertification

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1. Culture Change

How do we win peoples hearts and minds?

2. Standardisation

What training needs to happen & how often?

3. Target training

Who needs to do what training & when?

4. Reporting

What reports are needed?

4. Reporting

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Useful MI & reports

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Useful MI & reports

•Simple on-line real time reporting

•Automated reports

•Roll up, roll down reporting

•Transparent and accurate

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Results & Benefits

• Cohesion with business and clinical strategy• Meeting CQC standards e.g. Park Hospital has moved from 36% to 85%

compliant• Efficient and accurate reporting • Staff no longer undertaking role-inappropriate training:

• Saving of hours equivalent to £800,000 pa • Ability to increase focus on core, frontline activities i.e. patient care• Supported culture change & engagement• 2,000 users on the system each day

• Senior Leadership Team 100% compliant• Shortlisted for CIPD People Management Awards – Best use of

technology

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High Level SupportRegional Directors report significant business benefits have been generated as a result of the approach

“Through standardised content we have been

able to ensure Consistency of

message.”

“We now have real time compliance data. That’s

invaluable.”

“It is efficient and cost effective to deliver

training in this way.”

“Critically the CQC has confidence that BMI has a highly trained

workforce.”

“For a round-the-clock business the option of 24/7 ‘dip in and dip

out’ of training is crucial. It is good for staff, good for

patients.”

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Lessons learnt

• Preparation is key – make sure you allow time for this!• Mapping the requirements against job roles • Enable creation of personal profiles• Data cleanse• Identify the information / reports you need out of the system

• Launching an LMS with courses is not enough• Engage your audience – top to bottom• Find and make champions across the business• Keep telling them about it• Be relentless

• Ongoing management of the LMS is time consuming• Make sure you have the capacity and capability to do this• Need to keep the campaign alive

27© City & Guilds Kineo 2015. All rights reserved.

Join the conversation on Twitter: @kineo, #TUG14

Totara User GroupWatch & Learn: How Others Effectively Use Their LMS

Jo Cheesman, Solutions Consultant Lewis John, Solutions Consultant

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MindEd e-learning to support young healthy minds

Client: MindEd is a consortium of health, counselling and psychological organisations, led by the Royal College of Paediatrics and Child Health (RCPCH) and funded by the Department of Health.

What is it: A free and open-access learning resource providing straightforward guidance on children & young people's mental health and wellbeing.

Target audience: Adults working with children and young people, including teachers, community workers, faith groups, counsellors and volunteers to help support the development of young healthy minds.

Content: Bite-sized e-learning designed to help users identify mental health issues in young people, enabling the user to act swiftly in order to improve outcomes for the child or young person involved.

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Solution: MindEd choose CG Kineo with our Totara-based solution

Approach: CG Kineo worked closely with the MindEd team to understand the end-users and map out the key user journeys, defining how the different audiences would navigate and interact with the MindEd site.

This collaborative process involved workshops, content reviews and requirements gathering exercises, to build a vision of what the “MindEd Journey” should be for the different users of MindEd. The two key outputs from the exercise were:

1. Personas: Representing key users of the site and their information needs

2. User journeys: Mapping the personas’ learner journeys through the site

MindEd e-learning to support young healthy minds

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MindEd e-learning to support young healthy minds

Phill - Sports coach 

35 years old Professional sports coach Ex-professional footballer himself – wants the kids to achieve the

success he never got Lives and breathes sport Personality type: Activist Dismissive of kids who don’t get involved Trigger: Has a star striker who is ‘weird’ Phill has a fear of the ‘unknown’ (he doesn’t know what is wrong with

the kid, and that worries him) Found MindEd by googling it. Also saw it mentioned in a coaching

group newsletter Wants the site to be straightforward to use Won’t stay on the site longer than 30 minutes Turned off by jargon  

Essential content / functionality for Phill:  MindEd Core Curriculum Section 5 –

presentations   Would like to search using key words  Won’t log on to the site – he won’t be

willing to spend 5 minutes putting in his personal details

    

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MindEd e-learning to support young healthy minds

Phill clicks here. The ‘browse by’ screen below displays.

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MindEd e-learning to support young healthy minds

Browse by behaviours is selected by default so Phill uses this.

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MindEd e-learning to support young healthy minds

The session has its own screen. Phill can read the learning outcomes

Phil clicks on the e-learning – it launches in a new window. He can close it once done and return to the session page.

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High-level user cases: In addition to detailed users journey, two over-arching use cases were also defined, related to user registration:

1. Simple, easy access to content relating to common problems that children & young people may exhibit with no need to register

2. A detailed program of learning automatically created for leaners, based on their job role, for users who register (free of charge) on the site

MindEd e-learning to support young healthy minds

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Super quick & easy browsing / launching of content about common problems experienced by youngsters:

• No need to register - although doing so allows users to add learning modules to their [learning record] list and pick up where they left off plus print certificates for completed sessions.

• Custom HTML pages were created to group courses into multiple ‘signs of problems’ pages. nb Totara categories are used for a different purpose, namely to group courses by curriculum

MindEd e-learning to support young healthy minds

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MindEd e-learning to support young healthy minds

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MindEd e-learning to support young healthy minds

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Audience-based tailored content / program of learning:

• Users need to register to access an enhanced version of the site, with the ability to personalise the learning, based on the users job role.

• Programs and audiences were utilised alongside courses (containing SCORM and feedback activities).

• A custom course format was developed to make launching the e-learning really easy.

• Learning Plans were used to allow users to save sessions that they could return to them later.

MindEd e-learning to support young healthy minds

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MindEd e-learning to support young healthy minds

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MindEd e-learning to support young healthy minds

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MindEd e-learning to support young healthy minds

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MindEd e-learning to support young healthy minds

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The results

MindEd was officially launched in March 2014 at an official event hosted by Norman Lamb the Minister for Care and Support and has been incredible well received.

The event was filmed and first impressions of the site captured: https://www.youtube.com/watch?v=2XzDPheYuDY

MindEd e-learning to support young healthy minds

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Improving performance throughlearning and technology