Migration to a New Learning Management System to Meet Various Training Needs

About Our Client

new-hire-onboarding-and-soft-skills Our client is one of the major training organizations established by the Government of India to cater to the training needs of government employees. It offers a diverse range of training programs to civil servants and government officials. The organization provides a world-class infrastructure for training and aims to offer all-round development for trainees. The organization trains more than 15,000 officers belonging to Central Civil Services and All India Services every year, from locations across the country.

The organization aims to continuously review, design, and deliver training programs, modules, and learning material aligned to the changing environment of governance. The organization is responsible for training employees to help fulfill the felt-needs of both the State and the country at large.

new-hire-onboarding-and-soft-skills

About Our Client

Our client is one of the major training organizations established by the Government of India to cater to the training needs of government employees. It offers a diverse range of training programs to civil servants and government officials. The organization provides a world-class infrastructure for training and aims to offer all-round development for trainees. The organization trains more than 15,000 officers belonging to Central Civil Services and All India Services every year, from locations across the country.

The organization aims to continuously review, design, and deliver training programs, modules, and learning material aligned to the changing environment of governance. The organization is responsible for training employees to help fulfill the felt-needs of both the State and the country at large.

Requirements and Challenges

Our client is currently delivering training through e-learning modules to 9000 employees spread across 31 districts and 38 departments. The total duration of training is 28 hours, with e-Learning comprising 20 hours – covering 12 soft skills and three domain-specific e-modules – to be completed over a period of thirty days.

These courses were hosted on an existing portal, which wasn’t very user-friendly and had a few issues with scalability as well as design. It would get jammed whenever more than 500 concurrent users logged onto it, causing a lot of inconvenience and delays in course completion and reporting. It was also clunky, making it difficult for learners to navigate.

Training administrators also found it very tedious to perform the various admin tasks as the portal was not very easy to use.

Requirements

To overcome challenges and with an eye on the future, the training institute wanted a robust Learning Management system that would help them reach their desired training goals:

  • A scalable LMS that would accommodate a large number of learners
  • A user-friendly LMS that would make uploading and assigning courses easy and ease the task of training administrators
  • An easily accessible learner-centric LMS that provides users with an easy-to-use interface with simple, intuitive features
  • Simplify training management and delivery by reducing manual interventions required from training administrators

Challenges

The main challenges with the portal in use were:

Scalability

  • The learning portal wasn’t scalable and couldn’t handle traffic beyond 500 current users.
  • With 9000+ users having to take 20 hours of eLearning each, this caused huge delays in course completion, and resulted in user disengagement.

Reporting

  • Reports were available, but couldn’t be extracted easily.
  • Reports were limited to region-wise and course completion. It was difficult to slice and dice data to view reports across fiscal years, districts, departments, and course completion.

Self-enrollment

  • There was no feature of users creating their own accounts to access the portal.
  • There was no self-enrollment facility into courses either. Training admins had to manually assign all courses to everyone in the LMS.

Our Solution

CommLab worked with the client’s stakeholders and proposed a learning portal that met their training management needs – CommLab’s LMS – Effectus. Effectus is CommLab’s learning management system with a user-centric approach.

Our Approach

Without proper technology, overcoming the challenges faced by our client was nearly impossible.

  • We followed the agile project management process to ensure that the LMS was built according to our client’s expectations.
  • We conferred with the client at each step and ensured the portal was tailored to meet their needs.
  • A dedicated team ensured the Learning Management System went live in record time.
  • Our technical team will continue to offer administration and maintenance support to resolve any issues if needed.

Deliverables

Enhanced Scalability

  • Handling more than 500 users concurrently
  • Visually appealing dashboards
Easy-to-Use Interface

  • Providing self-enrollment to learners
  • Easy navigation
Customized Report Generation

  • Generating reports quickly
  • Generating reports across fiscal years, courses completed, across districts

Better Interface

Effectus is a very user-friendly LMS, with an easy-to-use interface and intuitive navigation. Any task is a matter of just a few clicks with Effectus. These user-centric features and the enhanced scalability ensured that all users can log in to the new portal simultaneously and access courses without any delays.

Its visually appealing dashboards also give admins and users a clear picture of their training status at a glance. Admins can extract various reports containing helpful metrics effortlessly and use the available filters to generate customized reports.

Enhanced Scalability

  • With Effectus, the limit of 500 concurrent users was overcome and now all users can log in to the new portal simultaneously and access courses without any delays.
  • This has caused course completion rates to jump because users no longer experience frustration caused by delays in accessing the LMS, and in completing the courses.

Introduction of Self-Enrollment

  • Users can now create their own accounts to access the portal.
  • Going forward, with the proposed plan to introduce many new courses at different levels, users also have been given the facility to enroll themselves into courses of their interest. With a simple approval from the training admins, they can proceed with the course.

Simplified Training Management and Delivery

Effectus makes training management and delivery easy for administrators too.

  • Uploading courses, assigning courses to learners of various domains, generating certificates are all simplified.
  • Manual intervention of training admins has been reduced by providing self user-registration as well as course assignment across departments and districts.

Quick and Customized Reports

  • Reports are quicker to generate.
  • Reports can now be generated across fiscal years, course completed, and across districts. All this is available on a single click from the dashboard.

Result

CommLab India’s customized Effectus – a learner-centric, cost-effective, and flexible Learning Management System – was used to take the pain out of training management and tracking.

  • With Effectus, the client’s many pain points were successfully addressed, and the user engagement with the LMS and learning content went up – thereby demonstrating the effectiveness of our solution.
  • CommLab continues to be dedicated to helping our client maintain and administer the LMS, to help them automate, track, assess, and manage training effectively.