Learning Management System Administration Examples
Learning Management System Administration Examples
Embedded Files
Sarah did the work of three LMS Admins by masterfully designing the LMS, leveraging Knowledge Management systems, and implementing standard operating procedures company-wide.
LMS Configuration
LMS Configuration
Scroll through the images to the right to see elements of the Cornerstone SBX (Saba Cloud) Learning Management System that Sarah configured.
Key Features Include:
Branding
Easy User Experience (UX)
Tagged and categorized training
Manager interface
Mid-level Admin interface
Auto-triggered training, privileges, etc., based on logic that targets sub-sets of staff
Gamification
Tailored reporting
Organized learning library
sFTPs that fed in HR data tables
LMS Design.pdfKnowledge Management
Knowledge Management
Watch the video for a tour of the SharePoint site Sarah created and maintained for 50,000 staff, 1,000s of managers, and 100s of mid-level administrators. The site hosted the following and enabled access to up-to-date, self-paced resources and analytics:
Announcements
FAQs
Help resources
Recorded webinars
Tips and reminders, including deliverables and deadlines
Templates
Video demonstrations
User guides
And more!
Instructional Design Standard Operating Procedure (SOP)
Instructional Design Standard Operating Procedure (SOP)
Scroll through the images on the right or use the links below to see video demonstrations of the SOP Sarah implemented. This took out the guesswork around where Instruction Design projects where in their development, allowed the team to cover for each other, enabled easy access to analytics, kept projects from getting lost in email boxes, and utilized automation to provide key information to stakeholders.
Workflow included:
SharePoint documents folder
Links to guidelines/best practices
SharePoint Tables used as work queues
Auto-generated Outlook messages to stakeholders
Job Aid Example
Job Aid Example
A key to efficiency is removing bottlenecks wherever possible, which includes the trainer/content expert. Sarah made a library of job aids and kept them up-to-date so staff did not need to wait for a webinar or set up a live meeting to learn LMS functions.
Click to open the sample job aid or scroll through the preview.
LMS Job Aid.pdfBulk Imports
Bulk Imports
Sarah did the work of multiple LMS Admins in less time by utilizing the LMS's templates and bulk importing the changes needed. Examples: She imported...
5,000+ AICC/SCORM content packages
2,000+ course and class creations and discontinues
500+ ILTs
1,000s of training completions and transcript adjustments
Data Processing
Data Processing
To support a learning database for 50,000 staff globally, Sarah processed large amounts of data efficiently in Excel. Here are some formulas Sarah used.
Click the formula to learn more about when Sarah used it.
=IF(ISNA(MATCH(A2,B:B,0)),0,1)
Vlookup can be used to confirm if an item A is in list B. However, if using vlookup in a column of 100,000s of training records, Excel will crash. Sarah used the Match formula instead in these cases.
=(TEXT(A2,"0000.00000"))&","
Exporting data from an LMS can cause leading or trailing zeros to be lost. Those zeros can be required for later uploads to the system. Sarah used this formula to add the zeros back in and create text strings. In this example, department numbers had a specific number of place values before and after the decimal point. The formula filled in leading and trailing zeros to meet the requirement.
=LEN(G2) or =AND(LEN(G2)>32765,RIGHT(G2,3)<>") )")
Sarah exported data from the LMS and needed to ensure that Excel's maximum cell length did not cut off any of the data. She used one of these formulas to check if any of the cells were at the max length of 32,765 characters. If so, those cells were likely to be missing the rest of the data.
=COUNT(FIND({0,1,2,3,4,5,6,7,8,9},A2))>0
One field feeding over from the HR system was only valid if it contained a number. If it was feeding over values without numbers, those profiles were not valid and needed attention. To find these invalid records, Sarah used this formula to detect which cells contained any numbers.
=COUNTIF(A:A,A2)
Sarah used this simple but incredibly helpful formula to get counts of many times an item appeared in the list. Perhaps she needed to treat items that appeared more than once differently than the rest. Once the formula populated, she could filter down to focus on items with a particular count.
=IF(COUNTIF(A:A,A2)=SUMIF(A:A,A2,D:D),"true","false")
=IF(AND(COUNTIF(Sheet2!B:B,A2)<>SUMIF(Sheet2!B:B,A2,Sheet2!E:E),SUMIF(Sheet2!B:B,A2,Sheet2!E:E)>0),"true","false")
Sarah uses SUMIF formulas to add up data from different cells, only if they meet certain criteria. For example, for all people who have position Y, sum their training records.
=LEFT(H204,FIND("~",SUBSTITUTE(H204," ","~",LEN(H204)-LEN(SUBSTITUTE(H204," ",""))))-1)
See below for details on what each of these formulas does. Sarah regularly had to isolate parts of text strings. This was crucial for her to be able to update 7,000 course titles when the naming conventions were updated, for example.
=LEFT(A1,(FIND(" ",A1,1)-1)) returns everything before the first space
=MID(A1,FIND(" ",A1)+1,256) returns everything else except the first word and first space
=LEFT(H204,FIND("~",SUBSTITUTE(H204," ","~",LEN(H204)-LEN(SUBSTITUTE(H204," ",""))))-1) returns everything but the last word
=LEFT(A1,FIND(" ",A1)) &TRIM(RIGHT(SUBSTITUTE(A1," ",REPT(" ",LEN(A1))),LEN(A1))) returns first and last word
=TRIM(RIGHT(SUBSTITUTE(A1," ",REPT(" ",LEN(A1))),LEN(A1))) returns only the last word
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