Transcript Staffing - MyCourses Online Course Management Software

The Case for a
Learning Management
System
Ops Council Meeting
Month day, 2009
Agenda
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Learning Management System (LMS),
what is it?
Why do we need an LMS system?
What we have done so far
A sampling of our current systems and
needs
Let’s brainstorm: Are we forgetting
something important?
Learning Management System
Deliver training to anyone, anywhere
throughout the “extended” organization
 Define and assign competencies and other
annual requirements by job role,
individual or other learning groups
 Maintain records of training delivered for
compliance purposes and enable reporting
at all levels
 Automate reminders to ensure compliance
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Learning Management System
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Automate certification processes and
track certification/license activities
Facilitate access to learning content
Integrated Learning and Performance
Management–Provides a closed-loop
process to fill annual employee
performance evaluations and
development gaps with targeted learning
activities
Why We Need It
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There is no central place where all training and certification/license
can be easily obtained for compliance/audit purposes. When the
auditors come, everybody is scrambling to get the information
requested. An LMS system would solve this problem.
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There is no automated way to track compliance. Many managers
have over 100 direct reports. How can they ensure that training is
done on time or done at all?
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Need managers to focus on Patient Care and Safety rather than
becoming Microsoft Excel experts. Too much manual effort to keep
up with compliance requirements – current process is not scalable
Why We Need It
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The existing Research learning system is
limited. Rolling out new learning activities
requires too much IT intervention and leads to
delays or more manual workarounds. This puts
us at risk for potential compliance failures.
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Having integrated learning and performance
appraisals would be a huge time saver for
managers with large spans of control. Large
spans of control are typically seen as high failure
risk in business environments.
What we have done so far
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Analyzed existing systems holding compliance information: New
Innovations, Cactus, One-staff, PeopleSoft, Research learning site,
Performance Manager
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Met with several areas of PCS to better understand learning needs
with a focus on compliance
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Obtained an RFP template and gathered information that would be
used in creating an RFP
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Several on-site demonstrations of the “Healthstream” Learning
Management System product. One demo from Cornerstone
OnDemand
Systems holding compliance data
New Innovations
 the entire accreditation process for residents
and fellows is kept within this system for
purposes of compliance and Medicare Audits.
ACGME accredited program and non-accredited
programs are tracked within NI.
 Residents/Fellows administration is truly
paperless with the use of New Innovations
Systems holding compliance data
New Innovations
 Examples of compliance information maintained on each
trainee include:
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Visa info (for foreign med grad)
Licenses & Certificates (NPI, ACLS, PPD, Fit Testing,
Hospital/Institution DEA and more)
Mal practice
Immunization records
Competencies/Training History (manually imported from the
research site -- tedious work)
Education History
Duty Hours
Systems holding compliance data
Cactus
 Used to track credentials (privileges) for physicians.
Approx 2000 physicians in Cactus.
 Cactus is tied to the Patient Billing system, it stores all
the billing/provider codes
 Example of Compliance Information maintain in Cactus:
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Licenses/ DEA/ Mass control substance certificate
Mal practice
Immunization records (entered directly by Occ Health)
Competencies/Training (manually imported from Research site,
tedious)
Systems holding compliance data
One-Staff
 Used by nursing, 40% of hospital
 Main purpose of this system is for staff scheduling, time
collection, business intelligence reporting and labor cost
budget forecasting.
 Used by managers to record actual time worked
 Feeds to payroll
 Compliance information in One-Staff include:
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Licenses and Certificates
Education
Systems holding compliance data
PeopleSoft HRMS
 Primary purpose of this system is to maintain all
HR, Benefits, Compensation and Payroll
information
 Compliance information in PeopleSoft include:
 All
HR related compliance info (I-9, Visas)
 Immunization records (non physicians)
 Some Education
Systems holding compliance data
Performance Manager
 Clinical and financial information portal for
Managers
 Collects information from Cactus and
PeopleSoft mostly around Immunization
Records and Fit Testing
Systems holding compliance data
Research Learning Site
 This is a mini LMS system. It was developed inhouse by Research
 Used throughout BIDMC for many online
competencies
 Cactus and New Innovations system
administrator frequently visit this system to
manually interface training history to their
system
Types of Training/Compliance Tracking
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Job Specific Competencies
Unit Based Competencies (common in PCS)
Personal Competencies
Competencies specific to a selective group
Orientation
Policies and/or Procedures requiring mandatory
reviews
Mandatory medical tests (PPD, Fit Testing)
Immunization
Types of Training/Compliance Tracking
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Certification
Licensure
Externally hosted training (CRICO/RMF)
Equipment Training provided by vendor
Equipment Training developed in-house
Joint Commission PowerPoints
Physicians PowerPoints
CNS PowerPoints
Types of Training/Compliance Tracking
Continuing Education
 Broader Education Plan
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Types of Training/Compliance Tracking
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Various frequencies
 Only
Once
 Annual
 Every other year or other frequencies
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Various Training Delivery Methods
 Online
 Paper-based
 Classroom
Specific BIDMC Requirements
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One stop shop for compliance information –
need a “Compliance Profile” for each employee
Reminders, Reminders, Reminders
Need extensive reporting capabilities
Need to work with Who-to
Must not be limited as to when the training can
be taken and training can be paused and be
resumed later
Specific BIDMC Requirements
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Tightly integrated with Performance Reviews
Must support a decentralized model for
administration: Define competencies, Assign
learning/compliance activities, Track compliance
Need a lot of flexibility around learning group
definitions
Must be Healthcare centric
Let’s Brainstorm
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Additional Systems we should consider in our
analysis?
Additional Compliance Information we did not
mention?
Additional types of training?
Additional important requirements we should
add?
Other groups within BIDMC or affiliates of
BIDMC we should include in this effort?