This session will help you reduce your fear about the process of replacing your learning management system – and create a strategy for success during the transition. Your business needs are changing fast, and so are the demands placed on your current learning technology. Learning leaders must stay a step ahead of their business, but that can be difficult when dealing with antiquated technology and limited delivery options. More than 30% of organizations have plans to replace their existing LMS solution, according to a recent Brandon Hall survey. Most of them look forward to the transition with dread and concern. Can they make a solid business case for the change? Will the transition impact business processes or mission-critical learning needs? Join David Wentworth, Senior Learning Analyst for Brandon Hall Group, and Saba's Charles DeNault, Senior Director, Product Marketing, as they share insights that can help reduce your fear of change and increase your odds of success. They'll discuss best practices from hundreds of successful transitions for creating a strategy for the upgrade, as well as tools and tricks for preparing your organization for a limited-impact change. Key takeaways include: Insights on business strategies for change Best practices for selecting solutions for the future, not just today A technology migration framework, highlighting both the risks and rewards in the migration process Best practices to incorporate the latest learning technologies, such as social, mobile and collaboration tools, into your business strategy Award-winning case studies and practical steps to help you make a successful transition David Wentworth Sr. Learning Analyst Brandon Hall Group David have over 5 years of HCM technology and has authored several reports and articles on various human capital subjects with an emphasis on workforce technology. He has contributed to several reports published by ATD, including authoring Mobile Learning: Learning in the Palm of Your Hand, The Rise of Social Media: Enhancing Collaboration and Productivity Across Generations, and Instructional Systems Design Today and in the Future. His work has also appeared in Compensation & Benefits Review and T+D Magazine. Charles Denault Saba Charles DeNault is the Sr. Director of Product Marketing at Saba, responsible for educating customers on Saba’s learning solutions. Charles has a B.S. in Mathematical and Computational Sciences and an M.S. in Operations Research from Stanford University.

1. Title
Subtitle
Name of Presenter
© 2015 Brandon Hall Group, Inc.
Best Practices in Replacing your LMS: Building a Business Case for Replacement
Presented By:
David Wentworth, Senior Learning Analyst, Brandon Hall Group
Charles DeNault, Senior Director, Product Marketing, Saba

2. © 2015 Brandon Hall Group, Inc.
• A preeminent research based
advisory and analyst firm
• Established in 1992
• Nearly 200,000 subscribers
• Over 10,000 clients globally
• Memberships and Research
You can sign up for a trial
membership by visiting: www.brandonhall.com
About Brandon Hall Group
“Empowering Excellence in Organizations”

3. © 2015 Brandon Hall Group, Inc.

4. © 2015 Brandon Hall Group, Inc.
David.Wentworth@BrandonHall.com
cdenault@Saba.com
@DavidMWentworth
@mathchuck
David Wentworth
Charles DeNault
David Wentworth
Senior Analyst
Brandon Hall
Group
Charles DeNault
Senior Director
Product Marketing
Saba
Conversation Information

5. © 2015 Brandon Hall Group, Inc.
Thank You to Our Sponsors!

6. © 2015 Brandon Hall Group, Inc.
Agenda
Best Practices in Upgrading Learning Technologies:
Reduce fear and create a strategy for success!
• Upgrade/Replacement Business Drivers
• Building the Business Case
• Overcoming Gun Shy! Selecting with Confidence
• Migration Framework
• Summarizing your Plan

7. © 2015 Brandon Hall Group, Inc.
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
BHG LMS Survey, 2012 N=347

8. © 2015 Brandon Hall Group, Inc.
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
48%
52%
Yes No

9. © 2015 Brandon Hall Group, Inc.
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape

10. © 2015 Brandon Hall Group, Inc.
46%54%
Single System
Yes No
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape

11. © 2015 Brandon Hall Group, Inc.
46%54%
Single System
Yes No
Is your organization currently considering replacing your
LMS?
The Evolving Learning Technology Landscape
52%
48%
Multiple Systems
Yes No

12. © 2015 Brandon Hall Group, Inc.
Phase 1: Planning and Alignment
Determine Internal
Business Drivers
• Identify key business
drivers
• Identify critical
business and talent
challenges
• Identify expectations
for talent technology
and validate the
feasibility
Achieve Executive
Alignment
• Gain agreement
• Gain direction
• Refocus if necessary
• Gain support
Deliver Task Force
Toolkit Training
• Equip project team
(HR and talent leaders,
executives, other
Business leaders, and
HRIT leaders) with a
Technology Selection
Toolkit
• Review process and
project plan
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13. © 2015 Brandon Hall Group, Inc.
Complete “Unified” System
•Social learning
•Networks
•Media
•Mobile
•Search
•Onboarding
•Leadership development
•Workforce planning
•Sourcing & Recruiting
•Performance Support and
Career Development
•Manage classrooms
•Virtual classrooms
•Manage competencies
•Performance support
•Certification
management
•Skill gap analysis
•Content authoring
•E-commerce
•Enrollment
•Launch online courses
•Testing
•Track progress and
completion
•Learning paths
•Reporting
Learning
(Core)
Learning
(Robust)
CollaborationTalent
Talent
Management
Reporting
and Analytics

14. © 2015 Brandon Hall Group, Inc.
Poll Question
What is primarily driving the decision to change LMS platforms in your
organization?
1. Cost
2. Outdated system
3. Poor reporting
4. Integration with other systems
5. System is difficult to use
6. Need social/mobile capabilities
7. We are not considering change at this time
8. Other

15. © 2015 Brandon Hall Group, Inc.
0%
5%
10%
15%
20%
25%
30%
Top 3 Reasons for Upgrading or
Switching LMS'sOver 48% of BHG
surveyed organizations
are looking to upgrade
and replace their
current systems, up
from 33% in 2011
Other Reasons
• Disparate systems
• New technologies
• Need single solution

16. © 2015 Brandon Hall Group, Inc.
Building the Business Case for Change
• What business issues are not being solved with the current solution?
• What challenges with the current system are affecting business
outcomes?
• Identify key business issues that can be addressed by new LMS
solution.
• Attempt to quantify the cost of the above and measure that against
the cost of making the switch.

17. © 2015 Brandon Hall Group, Inc.
1. Identify and consult business case stakeholders
2. Analyze and document the business requirements
3. Identify the key business drivers for implementing an LMS
4. Identify possible risks
5. Create a current state cost analysis
6. Create a future cost analysis
7. Identify the expected return on investment (ROI)
8. Develop a clear recommendation
9. Market and communicate the business case within your organization
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Building the Business Case for Change

18. © 2015 Brandon Hall Group, Inc.
Poll Question
What is the main pushback you hear against making a switch?
1. Lack of measureable benefits
2. Too much invested in legacy systems
3. New integrations perceived as too difficult
4. Inability to demonstrate ROI
5. Learner reluctance
6. Other

19. © 2015 Brandon Hall Group, Inc.
Phase 2: Discovery
Technology Market
Overview
• Provide overview of the
talent technology market
for core team and HR
and leaders, executives
and other business
leaders
Determine System
Requirements
• Discuss high-level user
functional and technical
requirements
• Survey/interview
stakeholders to
determine additional end
user requirements
Use Case Development
• Facilitate development of
use-case scenarios
• Develop functional and
technical requirements
based on completed use
cases
• Define most critical
functionality
• Define integration
requirements
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20. © 2015 Brandon Hall Group, Inc.
Major Requirement Concerns
• Global requirements
• System integration requirements
• Configuration and customization requirements
• Scalability (expansion of domains, audiences, and rules)
• Unique internal and external audience needs
– Talent integration
– Ecommerce
– Certification
– Mobile and social
• Support and partnership
• End-user experience

21. © 2015 Brandon Hall Group, Inc.
0%
5%
10%
15%
20%
25%
30%
35%
40%
Top 3 Most Important New
Requirements
WANTE
D!
1. A system that’s easy to
use
2. More robust reporting
features/analytics
3. Simpler integration with
enterprise systems

22. © 2015 Brandon Hall Group, Inc.
Phase 3: Technology Vendor Evaluation
Initial Vendor List
• Develop a list of solution
providers (usually 3-5)
that meet high-level
technical and functional
requirements and who
will be invited to
participate in the
RFI/RFP process
Develop RFI and/or RFP
• Develop the RFI/RFP by
leveraging the prioritized
requirements, use cases
and company profile and
technology Client to
distribute RFIs/RFPs
Shortlist and Evaluate
• Based on the RFI/RFP
responses, invite 3-4
vendors to conduct on-
site use-case
demonstrations
• Support onsite use-case
demonstrations
• Score vendor
demonstrations using a
demo scoring template
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23. © 2015 Brandon Hall Group, Inc.
Preparing for Success
Selection
• Find business stakeholders
• Identify strategy & business
drivers
• Governance body for selection
• Data management strategy
• Change management strategy
Implementation
• Partnership with solution provider
• Training and planning sessions
• Project management ownership
• Implementation and maintenance
governance
• Staged testing environments
(Development sites, Sandbox sites,
Backups)
• Communications and Marketing

24. © 2015 Brandon Hall Group, Inc.
Vendor Relationships
• Migration Plan: One that fits the size, scale, and scope of your
migration
• Project leads and managers with migration experience (not just
implementation experience)
• Migration tools: Data mapping scripts and batching, Pre-built
integration API’s, Development and testing sites
• Migration Resources: Scaled Training and Onboarding Programs,
24/7 Technical Support, Multi-language support,
• Migration Measurement: Tracking tools and statistics, Milestones,
Services Agreements,

25. © 2015 Brandon Hall Group, Inc.
Phase 4: Technology Vendor Selection
Final Selection
• Technology selection scorecard
• Scoring ensures that
technology and functional
requirements are met
• Scoring ensures that
technology solution links to
business drivers
Contract Negotiations
• Comparative pricing and total
cost of ownership tools and
research
• Support negotiations and
leverage additional insights
using solution provider profile
information and market
intelligence
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26. © 2015 Brandon Hall Group, Inc.
Lanxess LMS Evaluation Based on Catalog and 4 Use Cases
Step 1 Step 2
Definition of catalog
criteria and 4 use cases
Vendor demonstration
of use cases and
completion of
questionnaire
Step 3
Evaluation of
presentation and
questionnaire
3.5 Months from Kickoff to Go Live!

27. © 2015 Brandon Hall Group, Inc.
Phase 5: Technology Implementation
Recommendations
Change Management
• Plan change management
efforts including:
• Communications
• Risk Mitigation
• Stakeholder Analysis
• Define a detailed
implementation plan
Implementation Strategy
• Develop technology roadmap
• Establish technology
governance to ensure
business-driven decisions
technology implementation
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28. © 2015 Brandon Hall Group, Inc.
Building a Migration Framework

29. © 2015 Brandon Hall Group, Inc.
Migration Framework
Planning Areas Risks
1.
System integrations – internal
and external
Logins, system APIs, clean data, competing
data structures
2. Structure and domain setup
Multiple domains, multiple levels, multiple
roles, multiple rules
3. Content & data transfer
Data mapping, data cleaning, content
ownership, content portability
4. Globalization setup
Languages, financial data, government data
regulations
5. Reporting & security
Historical data, permissions, business data
integration
6. Administration change Admin selections, training, communications
7. End-user change
Access points, change management plan,
support tools,
8. Stakeholder changes Governance model, business impact

30. © 2015 Brandon Hall Group, Inc.
LMS
Finance
Communications
Marketing
ERP
Intranet
CRM
YouTube
News
Facebook
TM
HRIS
Security
Security
Rules
Field Names
Security
Rules
Field Names
Profiles
Security
Rules
Field Names
Profiles
LOGIN
Content
Content
1. System Integration

31. © 2015 Brandon Hall Group, Inc.
System Integration
Key Practices
1. Identify current and future system integration requirements.
– ERP, HRIS, CRM, YouTube, Communication (Conferencing), Outlook, etc.
2. Understand vendors experience integrating with each of these elements.
3. Define what needs to be shared between systems (now and future)
4. Define how often shared items need to be updated.
5. Define the value of each connection (business goal for each connection).
6. Map table to table (where is the data held in each system), theory first.
7. Prioritize each connection and begin defining required (APIs, Scripts,
Middle-data-warehouses).
1. System Integration

32. © 2015 Brandon Hall Group, Inc.
Strategic
Consulting
Enterprise
Integration
Single Sign On
Ease of Use
Process
Optimization
Increase Sales
and Improve
Service
Case Study, Toyota
Planning, integration and ease of use lead to success
◼ Multiple LMSs for 140,000
sales, engineers, and
manufacturing employees
◼ Lack of integration negatively
impacted learning objectives
◼ HRIS – Workday
integration
◼ SSO
◼ Saba Consulting helped with
integration and training
strategy
◼ Improved product launch,
technical and fixed operation
training
2. Structure and Domain

33. © 2015 Brandon Hall Group, Inc.
Audiences
• Internal Learners
• External Learners
• Super Administrators
• Regional/BU Administrators
• Help Desk
• Governance Committee Members
• Instructors
• Content Authors
• Content Owners
Who are they?
Where do they all sit?
What are their security needs?
Do they need more or less
communication?
2. Structure and Domain

34. © 2015 Brandon Hall Group, Inc.
Structure and Domain Setup
Key Practices
1. Identify all audiences and taxonomies.
– Internal and external audiences
2. Identify what data you will need for each audience.
3. Identify where they fit in a hierarchy or group structure. Will they be in
multiple groups and locations?
4. Identify taxonomy of groups and organizational structures.
– Internal and external
5. Identify branding, sharing, and reporting needs, between groups & roles.
6. Map out multiple scenarios for multiple branding, sharing, and reporting
needs (work with vendor to test and model these).
2. Structure and Domain

35. © 2015 Brandon Hall Group, Inc.
YUM! Brands: Supporting Multiple Brands & Languages
Dramatically accelerate deployment to support business expansion
• Single catalog
• Portals for each brand
• Reusable templates for localization
• 40,000 restaurants, adding 2000/yr
• 1.5 MM learners
• 2% Increase in hospitality scores

36. © 2015 Brandon Hall Group, Inc.
Taxonomy
Catalog
Curriculum
Learning Track
/Certification
Course
Lesson
Learning
Element
ClassCEO
SVP
Director
Manager
Director
Manager
SVP
Director
Manager Specialist
Group Role Experience Unit
3. Content & Data Transfers

37. © 2015 Brandon Hall Group, Inc.
1. Assess and map taxonomy for current content
– Active Use, storage requirements, updates required, master locations, ownership
2. Assess and map taxonomy for current data
– Active Use, storage requirements, updates required, master locations, ownership
3. Identify realistic content standards requirements
– Scorm 1.2 vs. 2004, AICC?,
4. Work with IT on data standards
5. Ensure the vendor understand both, and have people who can talk to
both needs
6. Build or review data and content migration scripts, validation scripts, etc.
7. Test, test, test
8. Double-check after transfers
3. Content & Data Transfers
Content & Data Transfers
Key Practices

38. © 2015 Brandon Hall Group, Inc.
Aflac
Moving to Cloud with Multiple Data and Content Transfer Needs
20,000 Users
Legacy Sys.
Content and
Transcripts
Add 20,000
Users
Validation
Required
System
Integrations
End-User
Expectations
◼ Migrated and Validated
◼ 40,000 Employees
◼ Domains
◼ Business Units
◼ Classrooms
◼ Courses
◼ WBT Content
◼ Certifications
◼ Curricula
3. Content & Data Transfers

39. © 2015 Brandon Hall Group, Inc.
Global Setup
Key Practices
1. Identify current and future regions of business.
– Internal and external audiences
2. Work with HR community to regional government requirements.
– European Union, German and France Works Councils, China Gov Requirements
3. Identify cultural considerations and setup questions for vendors.
– Is the system setup for Arabic reading (right to left) or Asian characters, etc.
– Accepted financial denominations, aggregation & valuation of those denominations
– Regional content sites and data holding sites?
4. Work with Internal governing community to confirm global standards.
– Will you try to meet everyone’s language preferences or pick 4 or 5 standards?
– Will content, LMS shell, and support need to be offered in multi-languages?
5. Confirm and test all settings with global community.
4. Global Setup

40. © 2015 Brandon Hall Group, Inc.
Reporting & Security
Key Practices
1. Identify current reports and use.
2. Validate the relevance of these reports and their
continued value.
3. Identify reporting gaps (business needs not being met).
4. Assess new reporting capabilities and dashboards, for
their ability to address reporting gaps.
5. Re-think security requirements versus security norms.
6. Identify opportunities for transparency and openness.
7. Produce sample reports and verify format, layout,
location, schedule, and drill down requirements before
final configurations.
8. Assess reporting value regularly.
5. Reporting and Security

41. © 2015 Brandon Hall Group, Inc.
Audience Preparation
Key Practices
Administrators End-Users Stakeholders
Communication Plan Communication Plan Communication Plan
Login Review Login Review Login Review
Reporting Assessment Reporting Assessment Reporting Assessment
Assessing Use/Role Assessing Use Meeting Schedule
Training Plan Training Plan Decision Schedule
Support Plan Support Plan
6-8. Audience Preparation
A Change Management Strategy is
a Strategy for Success!

42. © 2015 Brandon Hall Group, Inc.
Poll Question
What will be your biggest challenge in migrating systems?
1. Integrations
2. Structure and domain setup
3. Content and data transfer
4. Global setup
5. Reporting and security analysis
6. Audience preparation
7. Other

43. © 2015 Brandon Hall Group, Inc.
Requirements We Hear from Our Customers
•Virtual classroom, testing & assessment, and content management
•Social, mobile, and collaboration
Unified Learning Suite
•Configurable domains, microsites, audiences , and workflows
Configurable business
process & solution
•Pre-requisites, equivalency and CE credit, and automation
•EU Right to Learn, eSignatures, audit trails
Advanced certification
management & compliance
•eCommerce support: for-profit training
•Multiple audience support
Extended Enterprise
•Anywhere and offline mobile access
•Communities, discussions and user generated content
Social, Mobile, Intelligent &
Collaborative
•Multiple language support
•Global support, platform and network
Global & Scalable
capabilities

44. © 2015 Brandon Hall Group, Inc.
Summary and Wrap Up
• Ensure you have solid business drivers for your upgrade plans and
strategies.
• Identify the most critical new requirements needed in your new
platform, but also identify the items you are not willing to lose.
• Ensure your selection process is as diligent this time around as it was
the first time around – think future.
• Ask all the right questions of your vendor.
• Create a migration framework specific to your organization.
• Factor in change management and marketing requirements
• Communicate your plans clearly and often

45. © 2015 Brandon Hall Group, Inc.
Questions?
David.Wentworth@BrandonHall.com
cdenault@Saba.com
@DavidMWentworth
@MathChuck
David Wentworth
Charles DeNault
David Wentworth
Senior Analyst
Brandon Hall
Group
Charles DeNault
Senior Director
Product Marketing
Saba

46. © 2015 Brandon Hall Group, Inc.
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