Selecting an LMS: Evaluating Systems

With so many electronic learning management systems out there, how do you decide which ones to put through a formal evaluation? Here are some questions that can help narrow the field.

• What is the cost for the demonstration program?
• Will the vendor provide an on-site demonstration of the system?
• How many records will the system hold?
• What type of end user training does the vendor provide?
• Is end user documentation provided?
• What is the policy on technical support, and is this part of the overall cost or is it extra?
• What does the program cost and how is that cost determined?
• Will the vendor help to install and set up the program?
• Will the vendor enter initial data, and if so, at what cost?
• How will archive data be handled and how much customization of the system would be required?
• How will updates to the software be handled, and how will this affect any customization that has taken place?
• How will updates to supporting software affect the documentation/recordkeeping system (changes to the system operating system, changes to the HR system, etc.)?
• Is it easy to create standardized reports? If not, can the organization contract with the developer to create them, and what is the cost for this?

Additional questions may include: What is the vendor's experience in the documentation management business? Is third-party support offered, and if so, from whom and for how long? Who else is currently using this vendor’s software? Can and will the vendor validate its software according to GMP requirements?

Once you’ve gathered all the information, you should select two or three vendors and ask them to submit proposals for designing your LMS.

Hands-On Evaluation

With proposals in hand, you can move on to a two-step review process. First, request a demo copy of the program for evaluation by everyone in the organization who will use the software. Reviewers should write down their questions and what they like and dislike about the system.

The second step is for selected vendors to demonstrate their systems to a review team. Someone familiar with internal technical requirements should be present to ask and answer technical questions.

Here are some questions you should ask during the review:

• Is the system user-friendly?
• Will the electronic system manage the old paper system?
• Does the system handle all of the different types of documents in the old system?
• What is the scope of the databases that the system  can manage?
• Does the management of workflow match the organization's needs?
• What customization options does the system offer?
• What reports does the system provide, and how easy is it to create ad hoc reports and add them to the list of standard reports?

Check  references

Once selected systems are reviewed, it’s time to check the top vendors’ references. Ask for the names of companies that are the most similar to yours in environment and business focus.

If you want the LMS to interface with another existing documentation system, such as an HR database, it’s best to speak with a reference that is doing the same thing with the system. Gathering information about potential problems these references have experienced can help your installation process go much more smoothly.

System Installation

Installation of the new LMS is usually a cooperative venture between the vendor, the department that will be responsible for the system within the facility, and the Information Technology department.

During the installation process, Installation Qualification (IQ), Operations Qualification (OQ), and Performance Qualification (PQ) tests should be run.

Next, the length of the "crossover" period should be determined. During this time, both the current tracking system and the new electronic system are maintained. This allows you to check that the data collected and recorded electronically is accurate. Once you are certain the LMS is operating properly, you can discontinue the old methods of data collection and recording.

Contact Information:
Dave Gallup
GMPTraining.com, Inc.
18585 Coastal Highway
Unit 10, #149
Rehoboth, DE 19971
215-870-5665
dagallup@gmptraining.com
www.gmptraining.com