Launching compliance training 5/6: User management

Živa Medved
Published on 24/07/2020

This is the fifth post from the checklist series ‘Launching Compliance Training’. Make sure that you have finished the previous list on Setting up a clear communication plan before you continue with this one.

To properly manage a large number of users and their continuous learning initiatives, the right LMS can be a great help but it won’t solve all of your problems. You will need to be ready to deal with a host of scenarios that can affect the user database.

To help you along the way, this checklist will outline everything that you need to consider when it comes to user management in your compliance training.

Database updates

It doesn’t matter if you’re using a new or existing system, you need to have a solid understanding of your employee database.

At this point, collaborating with HR is crucial for a smooth launch of your compliance training. They will be the most familiar with the employee database and its challenges, so they should be able to advise you on the best approach when it comes to dealing with it. When looking at your database, it’s important to consider the following:

  1. How are the regular database updates taken care of?
    Your employee database will change constantly. People will leave and join regularly, there will be transfers, long absences and changes in personal information. Ideally, your LMS’s database will automatically update with these changes. However, if this is not the case, you may need to develop a process for manual data synchronization.
  2. Is the employee database up to date?
    Before you launch any training, ensure that your employee database is updated so that the records in your LMS reflect reality.
  3. Should the frequency of database updates be increased while the training is running?
    Your data should be as accurate as possible to avoid disrupting the user experience (i.e. new employees not being able to access the training) and keep the learning analytics realistic.

Assigning the compliance training

A common challenge when setting up compliance training initiatives is continuously assigning the right training and doing this in a timely manner.

Below are examples of real-life scenarios that may affect how the training is assigned and must be addressed:

  1. How will you manage parameters such as job role, location etc. that affect training requirements and assignments?
    People in different job roles, functions or locations will require different training, so it’s important to understand how you’ll address this in your database. Typically, this is achieved by grouping your users into logical groups. If every user is characterised by their job role, location, function etc., it will minimise the complexities of assigning every employee a single item of training.
  2. How will you ensure that employees complete the right training when it comes to internal transfers?

    Internal promotions and transfers will happen regularly, and employees will need to be re-trained according to their role.

    For example, an employee may move from marketing to sales. They will have completed the awareness training for anti-bribery and corruption (ABAC) in their previous role, but the sales team is required to complete another sales-specific ABAC module. How can you ensure in such cases that someone will not be overlooked when you’re assigning the training?

  3. How will you handle long term absences?
    Employees going on long term absences will affect your training data and your records. Consider if you will include these employees in the initial launch, training assignments, communication, reporting and so on, or if you will wait until they return.

Technical support

Technical issues are often the single biggest barrier to learning being completed, so you need to choose a partner who can eliminate these issues quickly. More often than not, however, these technical issues will come from the learner.

The primary issues from the learners’ side are often losing passwords, forgetting login details, not being able to find the training, using outdated systems or software, and a general need for guidance if they are not digitally savvy.

You should also expect to deal with database anomalies such as duplicate accounts or misspelt information.

  1. Do you have a user support channel in place for employees who cannot do the training due to technical issues?
    You will regularly find frustrated or lost users who are struggling to access the compliance training. For that reason, it is essential that you set up a support channel that these users can turn to and quickly receive a response to their issues.
  2. How will you communicate with your employees if there are technical issues on the vendor’s side?
    Even the highest-flying tech companies have technical bugs, software malfunctions or scheduled system shutdowns. Whilst the vendor should be the one responsible for fixing these, it’s important to have a channel and perhaps a pre-set message in place to let employees know that everything is under control.

Are you’re confident in how you will manage your users, whatever may come your way? The last post in our ‘Launching Compliance Training’ checklists series covers the holy grail of compliance training – the training records and reporting.

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