1 LMS Replacement Project FREQUENTLY ASKED QUESTIONS Last Revision Date: June 25, 2020 June 25, 2020 Page 1 Table of Contents LMS Replacement Project Overview .. 2 LMSRP Timeline .. 5 LMS Transition .. 6 Workday Roles .. 8 LMS Functionality .. 10 Miscellaneous .. 13 Addendum: Update Log .. 14 Document Overview This document addresses FREQUENTLY ASKED QUESTIONS regarding the State s efforts to replace the enterprise s learning management system (LMS). The answers contained within this document are based on information known at the time of the Last Revision Date. As the LMS Replacement Project continues and as new information emerges, this document will be updated. Update Log To see a list of content updates, please see Addendum: Update Log.
2 June 25, 2020 Page 2 LMS Replacement Project Overview 1. What does LMS and LMSRP stand for? Both LMS and LMSRP are acronyms and mean the following: LMS: Learning Management System LMSRP: Learning Management System Replacement Project 2. Why is the State changing its LMS? The State aims to modernize its LMS and in turn, reduce the cost, time, and complexity of system support that the current LMS requires. By utilizing a secure, cloud-based system, the State desires to have a LMS that is fully integrated with the State s current HR system, Workday. This full integration will support and reinforce the phases of an employee s life-cycle: Recruitment, Onboarding, Development, Retention, and Separation. 3. What is the State s new LMS solution?
3 Workday Learning (WDL) 4. How did the State choose Workday Learning as its new LMS? Several activities took place, which led the State to select WDL as its new LMS solution. For example: iLO Administrators were gathered to address system requirements and identified those that were mandated, essential, and desired Fit -Gap analysis activities occurred to determine if and/or how the identified system requirements could be met June 25, 2020 Page 3 Industry best practices were reviewed and compared to LMS products Considerations were made regarding possible LMS integration efforts with the State s current HR system, Workday 5. Will Workday Learning be integrated into the State s HR system, Workday? Yes. Workday Learning will be fully integrated in the State s HR system, Workday.
4 6. What oversight will occur on the LMSRP? A LMSRP Steering Committee was created to provide project guidance and support. This committee includes members from eight (8) State agencies that represent small, medium, and large agencies, as well as, boards and commissions. Overall this committee will: Communicate business decisions regarding policy and resources Discuss project progress, roadblocks, risks, issues, scope, etc. Make decisions and provide recommendations to the Project Sponsor Additionally, the LMSRP will have several internal and external quality assurance (QA) oversight activities scheduled throughout the life of the project. This includes services provided by Hittner and Associates, Inc., an independent QA vendor.
5 7. I have a question regarding the LMSRP. Who do I contact? Please send your QUESTIONS to A member of the LMSPR Team will contact you. June 25, 2020 Page 4 8. If my agency is interested in having someone from the LMSRP Team come and meet with agency personnel regarding this change, can that happen? Yes. The LMSRP Team welcomes all opportunities to meet with agencies regarding the project and transition to Workday Learning. Please contact LMSRP Team at June 25, 2020 Page 5 LMSRP Timeline 1. When will agencies start using Workday Learning? The goal is to launch Workday Learning in June 2021. 2. What is the project timeline for implementing Workday Learning? The LMSRP Team is currently working with vendors and stakeholders to finalize the timeline.
6 It is anticipated that it will be ready by August 2020 and once done, it will be communicated. 3. When will agencies stop using iLearnOregon? The LMSRP timeline will inform when activities, such as this, will occur. For now, agencies will continue to use iLearnOregon and will do so until further direction is provided. 4. When will my agency learn how to use Workday Learning? The LMSRP includes user training and once finalized, the LMSRP timeline will inform when training occurs. NOTE: Training will encompass a blended learning approach. June 25, 2020 Page 6 LMS Transition 1. Is there anything my agency can do now to begin to prepare for and/or support the transition to Workday Learning? Some of the things agencies can start to do now include: Begin reviewing and cleaning up training content within iLearnOregon email for assistance in accessing a report that displays all agency content Begin socializing the idea of a LMS transition throughout the agency Help the LMSRP Team identify all of the agency s LMS workarounds and what they are trying to address so appropriate alternate solutions can be uncovered 2.
7 I ve heard that each agency needs to start cleaning up their training content with iLearnOregon. Is this true? Yes. To prepare for the transition from iLearnOregon to Workday Learning, each agency should review all of their training content to decide if it should transfer. Some things to consider while agency s review their content: How long has it been since the course was last delivered? Does the course need to be updated to align to current business practices? Are there broken links within the content? How many courses are in the system with the same name? June 25, 2020 Page 7 3. Rather than reviewing/cleaning up all of our training content now, can we just transfer everything to Workday Learning and then clean up the records after the transition?
8 No. Once learning content is added to Workday Learning it cannot be deleted. Additionally, iLearnOregon and Workday Learning function differently, which creates the inability to have a straight crosswalk of data from one system to the other. Finally, from an efficiency standpoint, we should not transfer old and outdated training content into our new LMS. Taking the time and preparing for the move now will ensure that our new LMS solution will only contain relevant and up-to-date training information. NOTE: Training content includes user accounts, courses, curriculums, surveys, documents, certificates, etc. 4. Is there an iLearnOregon report my agency/program can access so we can review our training content? Yes. Please email the iLearnOregon Support Team for assistance in accessing this detailed report.
9 Their email is 5. Will DAS oversee the transfer of information from iLearnOregon to Workday Learning, or will the individual agencies need to do that? DAS will oversee the transfer as it is part of the LMSRP. Agencies can help support this by reviewing and cleaning up their records prior to the transfer. June 25, 2020 Page 8 Wo rkday Learning Roles 1. What is an Extended Enterprise Learner? Extended Enterprise Learners can be public partners who need to complete training provided by a State agency. For example, federal legislation requires ABC Corp. to work with XYZ agency to provide services to the public. 2. My agency has Extended Enterprise Learners and they are required to complete State-sponsored training. Will they be able to access and use Workday Learning?
10 Yes. Before they do however, Extended Enterprise Learners will first need to create a Workday Learning account. Once done, they will be able to register for and complete training. 3. My Extended Enterprise Learner works for a non-State organization that already uses Workday. Since they already have a Workday account, can they use their existing account to access State-sponsored training instead of creating a second account with the State? No. Extended Enterprise Learners will need to create and maintain a separate State-specific Workday Learning account. The State will not integrate another employer s Workday Learning system into the State s Workday tenant. Overall, the Extended Enterprise Learner will be an Employee in their employer s system and an Extended Enterprise Learner in the State s LMS.