Five ways to seamlessly switch learning management platform

If you’re accustomed to a particular way of working, adopting a new learning management system takes time and preparation. Bud’s workshop at this year’s AELP National Conference highlighted the hurdles training providers often face and how to overcome them.

Five ways to seamlessly switch learning management platform

Modernising workflows and upgrading your learning management system has huge benefits for any training provider. Investing in more efficient training processes will help to save time, improve learner engagement and cut long-term costs. 

However, taking on a new platform can be a big adjustment and often requires strategic planning to get right. Anticipating what challenges you’re likely to face and preparing ahead of time can ease the transition, allowing you to reap the benefits and enjoy success sooner. 

Bud’s workshop at the AELP National Conference 2024 explored some of the most common barriers training providers face when adopting a new platform, from compatibility hiccups to resource management. Here are five ways you can get ahead of the curve and ensure a seamless switchover, as highlighted by Bud’s top experts.

Consider your time and resource management 

One of the biggest hurdles companies face when adopting a new learning management system is incorrect resource allocation. Leading up to the switch, evaluate what expertise you’ll need and how best to utilise employee skills to ensure you’re covering all bases. This includes trainers, administrators and project managers.  

Remember, adopting a new learning management system takes time. Effectively assigning employees to the right areas of your organisation’s switchover will quicken the process and maximise the potential benefits. 

Childbase, a provider of early years care and education, selected Bud to simplify its administrative processes and better allocate resources. 

Kara Tuckey, Head of Apprenticeships Academy at Childbase, found that Bud’s automatically generated Individual Learner Records (ILRs) and reporting dashboards helped her team gain precise insights into learner activity and trainer performance quickly. 

Thanks to Bud’s platform, Childbase was able to gain confidence in reporting and data tracking, and has applied for ALS funding for the first time.

Review and update your curriculum 

Before jumping into a new learning management system, review your current curriculum and be sure that you understand exactly what needs to be delivered and how. A confident grasp on your delivery model and the complexity of the qualifications you offer will make the transition to a new platform much smoother. 

Take this opportunity to think about what works and what doesn’t, and evolve your curriculum alongside the switchover. A new management platform should work to complement your educational tools and enhance your ability to deliver quality training. Modernising your curriculum will help realise this goal.

The University of Liverpool adopted Bud as part of its refreshed end-to-end apprenticeship management system. Jane Edwards, Degree Apprenticeship Manager, found that Bud’s platform reduced the risk of administrative errors and allowed the team to focus on education rather than paperwork:

“It’s been a really positive experience. In fact, we’ve already put our first cohort of learners onto Bud, and we’ve still got an implementation training session to go!” 

Plan ahead and schedule regular support sessions 

Poor planning can be another major obstacle for providers when switching to a new platform. 

Make sure you’ve got enough time to properly engage with your learning platform provider and avoid the temptation to skip or rush through weekly updates. Build any workshops and onboarding sessions around your needs and manage them in a way that best suits you. The more you prepare, the easier the move will be. 

National Upskill selected Bud as its new training management platform to help keep up with a changing industry. The team were particularly impressed by Bud’s onboarding support sessions and development roadmaps.

“With Bud, the functionality from our first viewing seemed to be more inclusive, with a process running through from beginning to end. We had several weeks of sessions going through all the modules and functions, and were supported throughout,” said Stuart Prior, Managing Director of National Upskill.

Stuart adds that the results have been extremely positive. “There’s a sense of confidence and security that someone is making sure you don’t miss anything. It’s like having an extended compliance team!”

Check compatibility with existing processes

Every provider has its own unique set of processes and systems. One major advantage of transitioning to a joined-up learning management platform is that everything will be kept in one place. 

Before you make the decision to switch, review your established workflows and determine which ones are compatible with a new, more streamlined management platform. It’s the ideal opportunity to evaluate and refresh, so take the time to think about what you want to carry into the future. Ask the follow questions: 

• Is this your organisation’s first implementation of a learning management platform? 
• How will any new technical processes impact your current delivery systems?
• Which systems are you looking to replace? 
• What systems do you want to retain after your switchover is complete?
• Are you considering joining systems together?
• What changes need to be made as an organisation to maximise a successful changeover?
• Will you need to move data from one source to another?

Solace, a network for local government and public sector professionals, implemented Bud in 2022 to help them comply with Ofsted’s requirements. By streamlining workflows, Solace freed up valuable time and alleviated resource strain. 

Manage your existing provision

Your organisation might be prepped and raring to go, but what about your learners? A switchover will impact people differently, depending on how far through a programme they are at the time of the transition. 

Consider individual needs and determine which learners should be onboarded to the new platform. For learners at the tail end of their programmes with only a few months left to go, it’s likely not worth the disruption. This might mean you end up with a mix of platforms and systems for a short period of time, but it’s normal to have this overlap while you transition learners over.

In addition to your learners, think about any upcoming audits or inspections, and calculate when best to move your current provisions over to a new management platform. 

Learn more about Bud’s streamlined implementation 

Thinking about making the switch to a new platform? Bud’s team will be with you every step of the way to streamline your transition and ensure you’re set up properly. 

Our comprehensive platform offers a seamless experience, from enrolment to assessment, ensuring compliance, improving communication and enabling data-driven decision-making.

Book a discovery call to find out more.