For those involved in training operations, keeping track of all the activities, demands and regulatory obligations can be more than challenging. Most of the personnel involved in various aspects of the training programs, from the trainers, planners, and schedulers through the trainees, do not appreciate how much goes on behind the scenes to enable smooth operations. Managers looking to modernize and improve efficiency may not be sure of which system best suits their specific needs.
Here is a look at some of the various systems that can be part of training operations such as the LMS, CMS and the other CMS, RMS and lastly, the TMS, which can incorporate some or most of the functionality of the other systems.
Learning Management Systems
This one is fairly straightforward – an LMS manages and delivers all types of content, including courses, video, and documents. It is designed to manage knowledge in an organization according to the organization’s training strategy and goals. Most LMSs offer capabilities such as inline content creation, and reporting and tracking of content creation, updates, and of trainees’ grades and evaluations. Course notifications and alerts, chat capabilities and surveys are usually part of the package.
LMS systems usually contain features such as course management, self-assessment quizzes, student management tools, learner feedback tools such as surveys, and more. With the outbreak of the pandemic and the increased demand for remote learning, organizations were forced to onboard or accelerate remote learning capabilities and institute remote management functionality, therefore having a web-based learning management platform is essential.
CMS – Content Management System and Compliance Management System
This one depends on the context, because CMS represents both Content Management Systems and Compliance Management Systems. Some organizations may only require content management once they reach a certain size, while regulated industries usually require both types.
Content Management System
Any organization or enterprise that has a sufficient volume of courses and learning materials requires a Content Management System to maintain order and standardization. A CMS in a training environment is a software platform in which users create, edit, collaborate, and distribute training content. The CMS streamlines content creation, avoids duplication, and tracks version management. The system can connect relevant content to training activities and target audiences and generate metadata to categorize documents for accurate search and business intelligence, and deliver critical data to business stakeholders.
Compliance Management System
Organizations that need to meet regulatory standards, such as pharma, transportation and financial institutions require a proven Compliance Management System. Compliance management enables automation and systemization of workflow and oversight practices to measure and track compliance. These systems comprise some of following capabilities, depending upon industry specific requirements: design control, risk management, and quality management. In the airline industry, standards include AQP and EBT. These CMSs must comply with the relevant ISO standards and additional local/national regulations.
Resource Management Systems (RMS)
Here is another system that has a different meaning, depending upon the context of “resource” – anything from natural resources, projects, finances and others, to human resources. In training environments resources usually refer to the physical resources such as classrooms and simulators, with human resources such as trainers and instructors.
Managing these resources with a Resource Management Systems (RMS) is often coupled with scheduling tasks, aiming to reach 100% utilization, although that is not always achievable. Resource management is also incorporated into most training management systems.
Training Management Systems (TMS)
An LMS is often confused with a TMS, but in fact it is actually a component of the TMS. Although learning is the main purpose of training for the trainees, the organization running training operations has a broader perspective than just graduating knowledgeable, well-trained candidates. The organization has additional concerns, such as compliance issues in regulated industries, including maintaining qualifications and standards, controlling costs of human and physical resources, and streamlining and scaling operations.
A top-quality TMS enables organizations to manage all aspects of training activities efficiently and effectively. It will incorporate and/or integrate the other “XMS” systems to unify and optimize training operations, reduce TCO, improve efficiency and enable scalability. An advanced TMS such as Fox incorporates learning management, handling activities such as course curriculum creation and delivery, and ensuring continuous monitoring of proficiency and readiness levels. It centralizes all training content to enable reuse of materials, version tracking, and to eliminate duplication, and offers results of trainee satisfaction and feedback. The system should be accessible anywhere, including access from mobile devices.
An advanced TMS optimizes the use of costly resources, simplifies complex scheduling tasks, and manages the complete lifecycle of qualification training. It should comply with standard such as ISO 9001:2015, also meet additional standards. However, since no two organizations are identical, it is essential to ensure that a TMS can be easily configured and customized to suit the requirements of the organization.
Leveraging the data collected in all aspects of training, including scheduling, resource allocation, performance, evaluation, feedback and more, enables real-time and continuous training improvements. A robust TMS incorporates all related management systems, improves effectiveness and efficiency, optimizes resources, and provides customizable dashboards and dynamic report building tools to enable improved forecasting, decision making and control, assuring readiness and improved training performance.