The eight backbones of Training and Skills Development Management Systems

Warning: Despite the technical nature of the information below, resist the urge to scroll past. This “boring read” may be the first step in transforming your Skills Development Management from shaky to savvy within the space of 7 minutes.

Time to shop for your first digital #training #skillsdevelopment management platform or improve your current system.

Where to start?

Firstly, forget the bells and whistles of fly-by-night companies and ensure that the system you end up choosing has the following
functionalities.

1.     Integration Features

  • Training data should be sharable across organizational systems such as Enterprise Resource Planning (ERP), Human Resources Information (HRI), and Customer Relationship Management (CRM) portals.
  • Multi-Tenant Architecture should allow for groups of learners with similar training needs together to share one training application. These learners can be logically isolated in, for instance, the marketing or finance department.
  • The system should have an option for physical integration to use a single instance of the training application, sharing development and maintenance costs.
  • Simplifying content management and authoring (writing) of curriculums should be possible without the coding necessary to convert various programming languages of content from other platforms. (Contact eStudy for expert advice)
  • Content templates ought to be adaptable to fit suppliers, employees, or business partners’ requirements by amending instead of
    re-developing each time.
  • Trainee Management triggers incorporating Requests, Approvals, Scheduling, In-progress, and Completed

2.     Centralisation Features

  • A useful one-stop-shop attribute where the organization’s entirety training is managed under one “virtual” roof.
  • The curation of content management and curriculum development activities is far more efficient when following a centralized approach to a CPD strategy.
  • Access to training metrics and analytics from a single location in real-time cuts down on hours of meetings, emails, and information requests.
  • An all-in-one back-end system unifies processes into one holistic process and eliminates the need for multiple tools such as
    spreadsheets, API scripts, booking applications.

3.     Delivery Features

  • A value-adding TMS should deliver a variety of training execution methods, for instance, e-learning, online, computer-based, instructor lead or practical simulation activities.
  • Inter-device support capacity will provide user access from smart devices like tablets, mobile phones, or standard laptops and
    computers.
  • Content delivery should be plausible with Android, Linux, Apple, and Windows operating systems.
  • Blended learning functionalities enable training delivery during offline events such as lectures, seminars, workshops, and job demonstrations.

4.     User Logistics Features

  • Single Sign-On (SSO) user registration must streamline your training management system, making the Training of learners in different departments run smoothly with user entry provision from a single access point on the training platform.
  • Registration administration is a breeze with the right kind of TMS, which automates confirmation emails, reminders about important
    dates for and notifications regarding schedule changes or assignment deadlines.
  • Registrants to be allocated to different user groups based on job title, location, or job profiles after which assigning courses,
    scheduling training activities, or booking tests can be done automatically.

5.     Record-keeping Features

  • User activity tracking is a must to verify that stipulated Training is, in fact, taking place.
  • Tracking and monitoring of back-office training processes helps to organize all user data from a central location.
  • Data storage ability provides vital management information regarding learner history, training budgets, and grading results.
  • Personal user information is stored under one primary record, which can be easily amended if details like phone numbers change or added to the learner’s certifications.
  • To create and update the records of trainees, for future use. This module cover aspects such as Name, ID Number, Race, Gender,
    Disability, Contact detail.

6.     Reporting Features

  • Assessing training programs’ success is vital, and business intelligence reporting helps relevant personnel extract meaningful
    information from completed training activities.
  • Customized reporting functions enable managers to filter and search specific data sets across variables like time frames, pass rates, and course completion figures to decide future training strategies.
  • Reporting capabilities should be able to pull statistics about online and offline training activities.
  • Types of reports should include summaries like dashboards and detailed documents, such as exam result statements or spreadsheet-based analysis.

7.     Security Features

  • Due to the recent changes in personal privacy laws, data integrity compliance is a must.
  • Protection from outside threats like hacking or virus infiltration must be ensured by firewall and malware guards built into the TMS.
  • Sensitive user data should be protected with stringent authorization protocols, for example, password encryption or two-step
    verification access methods.
  • Information backup contingency can be achieved with either cloud-based servers or on-premise servers, which must be maintained appropriately.

8.     Support Features

  • The value of system support, whether in-house or from an outside party, is undeniable
  • A logging or ticketing system is useful for less urgent queries like those from general users where a 24hour turnaround time is acceptable.
  • For situations where the system may be compromised without immediate action, administrator access to telephonic support at any hour is imperative.
  • A comprehensive troubleshooting document should be available to guide users to solve problems independently without having to log queries or contact support personnel directly.

With eSDF, you are assured that these backbones are in place. Let’s consider a few features/functionalities that you may expect from the eSDF platform

Training Providers

  • Creating and updating training providers, linked to a training course/s, as approved by management.
  • This process will include aspects such as registration detail of training providers, accreditation detail of providers, training models, regions

Training Courses

  • Create and update training courses, linked to a training provider
  • This process will include aspects such as registered course name, course type, accreditation detail, duration, costs
  • Managers are able to request specific training interventions, from the standard pre-approved training provider list,
    and the pre-approved Training Course Library, for pre-approved trainees

Planned and Scheduled Training Management

  • Planned Training reflects as training status, and means that a training request was approved, but the commercial aspects are outstanding (provider invoice, PO number, PoP), neither do you have a starting date.
  • Once you capture a starting date, then the record will automatically change to Scheduled Training, when the calendar starting date is reached
  • Actual Training Scheduled reflects a training status, and means that a training request was approved, all commercial aspects have been confirmed, as well as a confirmed starting date

Completed Training

  • Completed Training also reflects a training status, and means that the person/s completed a training project

SETA

  • The SETA Management triggers will “handle” all SETA-related funding detail, including discretionary grants allocated, until money-in-the-bank.

Reports

  • The module will consist of a WSP planning tool, including a calculator, and workflow processes to meet SETA-specific Scarce and Critical Skills.
  • On approval of the final WSP then the report detail will be uploaded to request training

TMS before LMS

What is the point of bells and whistles if no-one hears them? Form follows function… yes, it’s old, but GOLD, especially in the skills development space.

Whether you are an SME with a basic server capacity and modest architectural structure, or a corporate titan sporting super servers and complex IT Architecture, eSDF is a viable solution.

Thus, before spending those ZAR’S too quickly on the next best E-Learning portal or LMS solution, ensure that all your ducks are in a row regarding the back-end TMS framework required to support your front-end LMS portal.

Find out more about the eSTUDY eSDF system here.

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