How to Use an LMS for Compliance Training
If you need to deliver compliance training, you’ll have specific requirements that a learning management system (LMS) can really help with. Because compliance training is mandatory and often legally enforced, it demands a more formal process than other learning and development activities. LMS features that manage course content and reporting make the delivery and completion of compulsory training easier.
Without an LMS, it’s harder to prove what courses were completed by which learners and when. Giving users access to an intuitive system also helps them to engage in training. The results are higher completion rates and time and money saved from inefficient processes. Here are some clever ways an LMS can help meet compliance needs created by external regulations or internal policies.
How to use an LMS for compliance training
Compliance course content usually includes online text, audio, and video elements, along with a corresponding risk assessment. The purpose of the assessment is for employees to flag any potential risks or problems they might experience in the situations described. Compliance courses must typically be completed one month after an employee has taken up a post. They’re often followed by a refresher period of 1-3 years, depending on regulations.
Examples of state compulsory compliance training
DSE (Display Screen Equipment)
In Europe, DSE training is often a state requirement and must be completed by all employees who use a computer for daily tasks. DSE training must also include a risk assessment that’s used to identify any problems the learner may have with their current setup, for example, issues with the hardware or chair they use at work. Failure to comply with DSE regulations can result in state-enforced fines. It can also expose the organization to insurance claims based on employer negligence if an accident occurs.
Depending on the sector, manual handling training can also be a compulsory requirement for employees in Ireland and the UK. In Ireland, manual handling must include an element of “face to face” training. In the UK, all manual training can be conducted online. But manual handling training is not just conducted as a mandatory requirement. Some organizations use the training as an effort to prevent injuries and reduce related costs. Employee injuries can generate many costs, including:
- Cost of finding, hiring and training a replacement for an injured employee
- Court costs accrued through legal proceedings
- Cost of compensation and pay-outs if a case is successful.
5 LMS features that simplify compliance training
An LMS that can effectively manage compliance training will include the following five features.
1. Course content delivery
- An essential feature an LMS must offer is to provide an intuitive and reliable platform learners can use to access the course content they need. A feature that manages resources will allow you to make documents available to all learners or specific groups of learners. Given the importance of tracking compliance training, the LMS you choose should also be fully SCORM and Tin Can-compliant.
- How it works in LearnUpon: LearnUpon allows you to upload, not only documents but also rich media content, like video and audio. LearnUpon’s module editing features allow you to fully customize a course for your organization. You can use LearnUpon’s built-in text editor to embed code and insert media like YouTube videos directly into a course, for example.
- The LMS should also make it easy to conduct employee risk assessments, for example, the manual handling assessment for risk of load. A survey tool will allow you to gather feedback to assess employee concerns about workplace practices that weren’t addressed during compliance training.
- How LearnUpon helps: LearnUpon’s assignment features allow you to create workflows that simplify assessment for compliance training. Internal exam features can be used to knowledge check learner understanding of course content and reinforce key takeaways. Learners can upload their risk assessment, which may be an export of results received from a compliance assessment. The upload is given a default status of “pending review” to remind managers who they need to speak to. Managers can conduct desk visits if necessary and use assignment feedback to offer advice and resolutions. Managers can also print a learner’s answers to assist discussion.
- A compliance report differs from other kinds of eLearning reports in one important way. Compliance reports are usually based on required completion dates (also known as due dates) and refresher periods. These reports allow admins to identify which learners have yet to complete an assessment and which are not currently compliant.
- How LearnUpon helps: LearnUpon’s reporting features make it easy for admins to identify and review outstanding risk assessments and take action as necessary. LearnUpon also allows you to automate internal compliance reporting, reducing the manual workload of admins. Scheduled reports can be automatically emailed to managers, compliance officers and HR staff.
- A recertification feature allows you to re-enroll learners a specific number of days after they have completed a compliance course. This feature can be incredibly useful if internal training standards stipulate that a course must be completed every 2 or 3 years to remain compliant.
- How LearnUpon helps: LearnUpon’s recertification feature automates enrollment based on a set number of days, reducing the amount of administration required. LearnUpon also allows sends an automatic recertification email to inform learners that they’ve been re-enrolled for refresher compliance training with the ability to indicate a due date by which the training must be complete.
5. Notifications & reminder emails
- Notification and reminder emails also allow you to use due dates to help learners meet completion deadlines. Reminders can be essential for attaining high compliance rates and delivering successful training outcomes.
- How LearnUpon helps: LearnUpon allows you to search and filter learners that meet or don’t meet specific conditions. You can then prompt learners to take an action by emailing a notification or reminder. LearnUpon also allows you to schedule notifications that automatically remind learners to complete outstanding training by the compliance due date. You can even copy in other users on reminder notifications, for example, an employee’s supervisor or a compliance officer.
These five features take the manual work, and resulting headaches, out of delivering compliance training. See how LearnUpon could work for you, sign up for a free trial.