How to Drive Organizational Compliance with LMS Workflow Automation

By Ehsan Memari, September 9, 2019
LMS workflow automation saves time

 

Meeting industry standards and regulations is mandatory for many organizations in order to operate effectively and stay in business. If you are not able to meet these standards, you risk getting heavily fined, your workers’ safety, and potentially getting shut down. It is essential that your workforce is following your company policies and procedures strictly for your organization to comply with the laws and regulations. 

 

Managing employee compliance training and ensuring your workforce is compliant at all times can be a daunting task. However, you can automate this process through LMS workflow automation (If the LMS provides this feature). 

 

LMS Workflow automation easily automates even the most complex processes, saving you immeasurable time and effort. You simply specify requirements that must be met and define what actions should take place, such as auto-enrolling your learners into a particular course or sending out automated reminders when deadlines are approaching. You can also create external workflows to share essential data and have specific actions take place across third-party systems. You will be able to stay on top of your compliance and ensure your learners are completing the required training and certifications. 

 

Take a closer look at how workflow automation in a learning management system can help you drive your organizational compliance. 



What you can do with Workflow Automation in an LMS:

 

  1. Course Auto-Enrollment

 

Workflow automation gives you the flexibility to create rules and trigger-based actions to automate user enrollment into compliance training courses. You can set up workflows that automatically enrolls a learner into a specific course or learning path you decide based on an action or a user property. Some examples include:

  • Completion status: Register a user into a harassment prevention course once they pass a code of ethics course, or re-enroll a user back into the code of ethics course if they failed.
  • Title or department: If an employee changes roles or moves into a new department such as IT, you can enroll them in a course related to that department such as a data protection course. 
  • Training deadlines: Enroll users in a health and safety course when their certifications are about to expire or if they are due for re-training. 
  • Location: Register users in a state-based taxation course based on their location.

 

By automating your user enrollment process, you ensure your learners do not miss the appropriate compliance courses, which reduces the risk of safety hazards, liabilities, and legal consequences for the organization. 



2. Training Reminders and Notifications

 

You can set up and schedule automated reminders to alert your learners when their certifications are about to expire or when they need to complete their training course. You can send out alerts when a course deadline is approaching to make sure your learners are compliant before a certain date. Or you can send out reminders to users who did not start or failed a course for them to complete it. Immediately notifying your team on training that is due will ensure they complete their training requirements, helping them to remain compliant and reducing your downtime.



3. Scheduled Custom Reports

 

Having visibility into your compliance (training) status will show if you are on track to meeting compliance requirements or if issues are hindering your efforts. Workflow automation enables you to schedule custom reports on KPIs such as users who are non-compliant or users with certifications that are about to expire. You can schedule the reports daily, weekly, or monthly and receive the data directly to your inbox as well as have them sent to your team. You will be able to keep everyone up-to-date and get actionable insights to help improve compliance rates if you notice you will fall short. 

 

4. External (Third-Party Applications) Workflows

 

With workflow automation, you can create external workflows to connect to third-party systems (other apps you use). It acts as a mechanism to share and update information, and complete specific actions across those systems. For example, if a learner completed a compliance course on HIPAA in your LMS, that data can be sent to your HR software such as ADP or BambooHR automatically. You will be able to see that this learner has completed HIPAA training directly on your HR platform. You can then update their user properties based on this action such as changing their title or updating their job role to reflect the new responsibilities they will undertake from completing their HIPAA certification. 

 

You can also have actions take place bi-directionally between your LMS and a third-party app. If you have new employees that were imported into your HR platform, you can automatically move them into your LMS and enroll them in an onboarding course on your company’s policies and procedures. 

 

Setting up external workflows will minimize the time spent on updating information and completing tasks across all of your systems as well as helping guarantee data consistency and accuracy. You will have the data you need to stay on top of your workforce’s compliance status.

 

Final Thoughts

 

Following industry standards and regulations can be stressful and challenging to oversee and manage. It does not have to be complicated, though. A good learning management system will not just provide an efficient and simple platform to deliver compliance training but also offer workflow automation to streamline the whole process.

 

Utilizing workflow automation rules and trigger-based actions to auto-enroll your learners, send deadline notifications and share insights with your team will help ensure your learners are completing the required training to meet your compliance requirements. It will also save you immeasurable time and effort, allowing you to focus on other high priority tasks for the business. 

 

SkyPrep provides Workflow Automation that is being used by many organizations to help drive their compliance. Create your Free trial and see how SkyPrep can help you improve your online training program today!




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