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 in-
house 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
Various frequenciesOnly OnceAnnualEvery other year or other frequencies
Various Training Delivery MethodsOnlinePaper-basedClassroom
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