Training with e-learning

There are numerous published articles extolling e-learning. International experts such as John Chambers, CEO of Sisco Systems have made claims like "The next killer application for the internet is going to be education". Many corporations have already embraced e-learning because they have recognised its benefits. Others have put in place e-learning management teams whose first function is often to rapidly evaluate the requirements for the implementation of e-learning. This article deals with the key elements of ensuring an e-learning initiative is implemented and managed effectively.

What is e-learning? The most fundamental question to ask is what is e-learning. Unfortunately there is no universally accepted definition. My personal choice is delivering and managing training content via a wide range of electronic media (Internet, intranets, LAN and CD-ROM). e-Learning is recognised as having a major role to play in training. It often forms part of an overall training programme that also includes components such as on the job training and SOP training. This combination of different modes of training, to achieve the overall objective of trained employees, has become known as blended learning. The benefits of e-learning to companies and their employees are well documented and include:

• e-learning is ideal for supplementing traditional training
• It can be done at the trainee's own pace and is accessible 24/7
• Trainees want e-learning and retention rates of the material are higher than with other training methods (60% faster learning curve).
• It allows the trainer to play more of a mentoring role
• Reduced costs as travel, instructor and accommodation costs for external training are removed.

The requirements The successful implementation of an e-learning programme, like any training programme, requires well-defined objectives and good planning. Typical questions that should be answered prior to implementation are:

• Who needs training?
• What do the trainees need to know to be able to perform their jobs?
• What type of training will meet the training needs?
• How will participation training be recorded?
• How will the effectiveness of training be evaluated from an employees perspective and from a business perspective? By addressing these issues at the start you are forming a very good platform from which to launch e-learning within your organisation.

e-learning terminology The two major components needed to implement and run an e-learning programme are Training Content and a Learning Management System (LMS).

• The Training Content is the electronic material that a trainee will take to achieve specific learning objectives. Good training content is classified as having good instructional design and effective use of multimedia events such as 3D and 2D effects, video, interactions and assessments
• The LMS is the system that allows the trainees to access or launch the content, and which records the trainees' progress through the content and assessments. The LMS will also have other functionality including allowing trainers to assess trainees' training and generate reports. In the acquisition and implementation of e-learning in any company two major questions must be asked
• What e-learning training content do I want my trainees to take?
• How will I track and record trainees' progress? These questions may seem obvious but the solution from a purchaser's point of view may involve the use of more than one vendor. Some e-learning companies solely provide LMS's, others solely provide Training Content, while others provide both.

LMS systems The most fundamental issue when bringing e-learning into a company is the choice of LMS. The LMS is generally installed on a server and accessed via internet, intranets, or LAN on client PCs. Different LMS's provide different functionality and the type you choose should match your individual requirements. In regulated industries proof of training is a requirement and the recording features of LMS's offer a very effective way of obtaining and demonstrating this proof. Regulatory requirements such as 21CFR Part 11 must be considered if an LMS is being installed in a regulated company. The validation effort required for a particular system is directly related to the nature of the LMS server database on which all records will be held. For example, the greatest LMS validation effort will be required for an LMS that is accessed over the internet on an "open system". Broadly there are two categories of LMS to consider. The first is a corporate wide LMS capable of integrating into human resource (HR), materials requirement planning (MRP) and Document Control type systems. These are expensive systems and demand major commitment from the client. There are also major validation and 21CFR Part 11 issues to be resolved for regulated companies. More importantly, installing a corporate wide LMS is not a quick process and implementation time can be measured sometimes in years. There is an effective alternative to installing a corporate wide LMS. e-learning Content and Solution providers such as CompuPharma can install and validate a facility LMS within a few days. Once in place, such a system has the capability to administer and manage a facility based e-learning programme, in an effective and user-friendly manner.

Integration into LMS systems

Implementation strategies Normally the first step to implementing e-learning as part of your training strategy is to begin with a pilot, learning effectiveness study in a designated department. The goals of the pilot, e.g. to determine trainee reaction, and installation considerations, should be set out in advance. The content provider can install an LMS with integrated content and run the pilot for the client. The pilot can be run and completed in a short space of time. A final report is issued and circulated to executive management showing the benefits and reasons why the programme should be expanded. Executive management will then issue a policy statement supporting the implementation of an e-learning system. Like all training, e-learning requires management commitment and support if it is to be successful. The next recommended step is to appoint a project manager. e-learning Solution providers like CompuPharma can provide expert project managers to implement an e-learning programme. The composition of the project team will most likely include representatives from training, operations, IT and quality. The roles of each member of the project team should be defined. Generally an IT representative will be responsible for ensuring that the physical and technical support infrastructure, such as a server, client PCs and all necessary connections between the two, are in place. The quality department needs to be involved to address validation issues and determine how Trainees performance should be assessed. Training and operations representatives need to be involved in choosing training content, setting up trainees on the LMS and assigning them to their required content. They will also have a role in managing and tracking each trainee's performance. The project team should also have a sponsor with the appropriate authority within the company to ensure all necessary resources are made available to the project team. The team will scope out the project, plan the scale up (department to site wide), define roles/responsibilities and resources, agree time scale, create and get budget approval, and define key milestones and dates. It is now becoming common practice for the content vendor to be part of the implementation team to assist the project.