LMS/DMS Integration

CREATE POWERFUL TRAINING AND REPORTING ADVANTAGES FOR YOUR ORGANIZATION

Regulated industries and law enforcement agencies have specific needs when it comes to managing employee training materials, standard operating procedures (SOPs) and other critical documents. 

Organizations across the life sciences sector, industrial manufacturing and security services need a document management system (DMS) for certain purposes as well as a learning management system (LMS) for other activities. The DMS facilitates SOP creation and formal approval processes, as well as periodic reviews and archiving. Many of these important documents must end up within the LMS, which hosts read-and-sign courses, provides real-time visibility into completion rates and stores course results.

Since both functions are closely related, they can and should be integrated. From document creation and approval to the collection of e-signatures, distribution based on job roles and compliant recordkeeping, a robust integrated LMS/DMS system is the best option. 

KEY ADVANTAGES

Automate your document approval processes.

A unified LMS/DMS accommodates the process of gathering SOP input and approval across all stages. Users can easily gather feedback from a large number of stakeholders by broadcasting the document draft to a wider audience. As it is circulated, contributors are automatically notified of any draft updates or requested changes. Users can incorporate and accept changes within the system before routing the updated version to approvers.

Automate conversion of approved documents to courses.

Once a document is formally approved, the LMS/DMS integration really shines. New or revised SOPs immediately become available as training resources that can easily be distributed online through a user-friendly LMS interface.

Without missing a beat, the unified LMS/DMS will automatically generate a paperless, online read-and-sign course based on the existing document. Even without document updates, it also has the power to generate courses at predetermined intervals. This type of system will save managers time by distributing notifications to all relevant employees whose job roles are impacted by the new or revised SOP.

Automate user notifications

Using an integrated LMS/DMS, managers and administrators can easily craft training curricula for each job title. As SOPs and read-and-sign courses are added and revised, the system will automatically issue notifications to everyone in that role. 

If documents must be reviewed at periodic intervals, the solution will also automate notifications. It can even distribute weekly reminders to users who have tasks to complete. This helps keep employees accountable and saves managers and other organizational leaders from having to develop a haphazard and informal system for notifying and engaging staff.

AUTOMATION FROM INTEGRATED LMS/DMS MEANS BETTER OUTCOMES FOR YOUR ORGANIZATION.

Significant time savings and reduced administrative effort.

For large organizations, manually reminding tens of thousands of end users is simply impractical. Instead, business leaders can rely on a comprehensive LMS/DMS solution and its recordkeeping and automation capabilities to issue critical SOP updates and course reminders. 

Without the burden of these laborious document management and filing responsibilities, administrators can dedicate their efforts to higher-order concerns and innovative projects.

Minimized human error and oversight.

In matters of compliance, the last thing an organization wants to do is make itself vulnerable to human error and allow critical procedural updates to fall through the cracks. When storing and managing compliance records using separate DMS and LMS tools, there will almost certainly be some discrepancies, as well as extra steps to manually transfer documents from one system to another. 

A streamlined LMS/DMS eliminates this additional effort and potential for error. Since all documents live within one system, records will be consistent across the document creation and approval process, read-and-sign course stage and archived version.

At a glance metrics for reporting and follow-up.

If an SOP defines how an organization does its work and helps ensure quality, business leaders must be able to see that these procedures are being communicated and implemented. 

Once revised SOPs and other training courses and documents are distributed throughout an organization, an integrated LMS/DMS keeps an eye on employee responses and engagement. 

Managers can view engagement patterns at a glance within the system’s dashboard and can have reports sent to them about active and past due assignments. Higher-level administrators and department leaders also have the access and visibility they need to ensure that training, quality assurance and compliance measures are met.