Summary
LMS: what is it?
An LMS, or Learning Management System, refers to a digital tool – specifically an application – that allows users to benefit from remote learning. First and foremost, an E-learning platform responds to the need to provide users with a learning solution that allows them to access content, interact, take quizzes and tests, monitor activities and generally take an active role in their own learning path.
While the interest in the LMS (Learning Management System)may initially be linked to the need to find an alternative to in-person training, we have seen that attention soon shifts to the opportunities offered using e-learning platforms, the characteristics and benefits of which we will analyze shortly.
Why is an LMS important?
As can be easily imagined, the first undisputed benefit of these platforms is that they allow users to engage in asynchronous learning, with most people choosing the time to devote to their training that is most convenient for them. Any geographical and spatial limits are also easily circumvented, allowing users to follow the courses that interest them wherever they might be in that moment.
LMS platforms have multiple features that allow users to manage their learning path autonomously, testing their new knowledge through quizzes and tests, and in some cases providing them with the support of trainers or virtual tutors if they have questions. An important feature of LMS platforms is the organization of the content, as it is possible to alternate text and video, interactions and intermediate quizzes, mini games and supplementary information. All this via PC, tablet or smartphone, at the user’s discretion or depending on the type of activity to be performed.
On the company side, a function of note is that of monitoring user progress and updating content, or reusing it for other courses, even re-assembling it in a different way to change the path structure.
In sum, the key benefits of eLearning platforms are: customization, flexibility for users and companies, autonomy in the management of learning paths, absence of limits on space and time.
How does an LMS work?
As seen above, an eLearning online platform is a learning space that allows users to access content in the form of text, videos, quizzes, lectures and interactions. Let’s now focus on how it works, starting with understanding what happens inside the platform from the user’s point of view and from the administrator’s point of view.
On the user side, the platform experience starts with a simple login, after which it is possible to browse the available content. Once logged in, the user can follow the course by taking the micro-units that courses are usually divided into. They can then access supplementary or activating resources such as videos, podcasts, animated graphics, or answer multiple-choice questionnaires and then consolidate knowledge by reading feedback.
On the administrator side, there is of course the part related to loading content, which is usually organized in modules or micro-units that can be studied autonomously, even at different times of the day. Depending on the structure of the platform, it can be textual content in various formats (screenshots, documents, slides, etc.), or linked to interactive dynamics. For example, the user might be asked to complete a story or choose a behavior in response to a question or intermediate quiz. There are many different possibilities and they vary greatly depending on the characteristics of the platform and the objectives of the course. The platforms have tools and functions to monitor users’ activities and measure the results achieved according to the defined parameters. Moreover, with the LMS, at the end of the course and depending on the result achieved, it’s possible to download a certificate of attendance, if required.
How to create an online eLearning platform?
Let’s now get to the heart of LMS platforms and see how to go about creating one. Before delving into the description of the individual steps, let’s first answer the most frequently asked question: “Can it be installed quickly and in-house?”. The answer is yes, but of course with all the limitations of acting autonomously instead of turning to experienced, specialized professionals.
Preliminary phase
Before installing a Learning Management System (LMS), it’s necessary to perform a macro-analysis in terms of users and content. These are fundamental parameters for the implementation of an LMS, which in turn will determine the choice of features and functions according to the requirements of use, customization and flexibility.
Which business model?
The next step after the “content” project is the choice of the type of business to govern the access parameters and how to use them. There are subscription models, certificates for pay, or courses paid directly.
Which platform?
A preliminary assessment of the project is also crucial when choosing the type of platform: the options range from commercial solutions to open-source platforms. Surely the most important decision is the one that defines the development of customized software or not. The different types of structures and technologies to be implemented and the maintenance procedures to be adopted depend on this choice.
After selecting the platform, it will be possible to add other functions. This aspect must be carefully assessed when choosing whether to manage the Learning Management System (LMS) in-house or to rely on specialized professionals. In the first case, any request for added functions might require the assistance of experts who have not followed the process from the beginning, or it might only be realized at that point that the initial installation – managed internally – did not allow for the addition of features that later became necessary. In short, it’s clear that the assistance of specialized professionals is always an added value (be it for consultancy or LMS management in general) if one really wants to make the most of the opportunities offered by the platform.
Once the platform has been chosen, it is necessary to add the content defined in the preliminary phase, which will then be organized according to a precise logical structure that will allow users intuitive browsing for easy access to that content. To complete and supplement the “structure” of the LMS, it is the responsibility of administrators or instructors to include quality material that ensures a good user experience.
The integration of interaction and collaboration tools, such as messaging or videoconferencing systems, between users is also crucial.
The key features of the best LMS platforms
Today, Learning Mangement Systems (LMSs) are one of the most important tools for professional training and adult learning. For this reason, an online learning platform must offer companies and users a space to learn effectively.
Regulatory requirements
In order to meet a good standard of effectiveness, it’s also important to comply with parameters of excellence in terms of data security, and to investigate the regulatory requirements that an excellent LMS must meet.
Data protection
The first regulatory standard that an effective and secure corporate eLearning platform must comply with is the applicable privacy regulations of the state or jurisdiction in which it operates.
The first step to ensuring compliance with privacy regulations is to inform users about how their data is used, as well as the procedures for modifying or deleting it.
Only data that is necessary for the proper functioning of the eLearning platform should be collected and processed, in accordance with applicable privacy standards.
The security of user data must also be safeguarded and guaranteed through appropriate measures, such as encryption.
Copyrights
A Learning Management System (LMS) must be able to ensure that content is protected from an intellectual property point of view through two main actions:
- The implementation of protective measures against any unauthorized reproduction or distribution of the content.
- Enforcement of licences: the platform must be able to ensure that the content is managed in accordance with the licences granted by those who own the intellectual property or rights to it.
Saving and certification of information
Another important regulatory aspect related to LMS platforms is the retention of the data for a time frame defined by the relevant laws. In this way, user results and assessments can be stored, and formally and legally recognized certifications or qualifications can be issued.
Regulations on content
Content delivered through LMSs may be subject to specific regulations. In fact, depending on the topics addressed, the content may need to be approved by an accredited body that can guarantee the veracity of the information provided and the legal validity for issuing a certificate or certification.
Another aspect subject to current regulations is updating the content of the E-learning platform, especially in sectors more affected by regulatory changes, such as public administration.
Accessibility and Inclusiveness
A Learning Management System must be accessible to everyone, regardless of their physical or cognitive abilities, in compliance with accessibility standards such as Section 508 of the Rehabilitation Act in the United States.
Therefore, it must:
- Comply with the Web Content Accessibility Guidelines (WCAG).
- Feature a graphical interface that can be used by anyone.
- Enable the implementation of assistive technologies to support activities and accommodate the user’s characteristics.
- Provide inclusive features such as subtitles for audio and video content, compatibility with popular screen readers, and keyboard command functionality.
Taking all the above into account, we can say that an efficient and valid E-learning platform must also satisfy a number of regulatory requirements, ensuring compliance with applicable laws, security for companies and users, and quality of the learning experience provided.
Essential functions
The functions of an LMS software can be chosen and defined according to several factors, first and foremost the learning objective and the target users.
However, there are a number of essential functions that eLearning LMS have in common:
- Creation and management of learning paths.
- Tracking of user activities to monitor progress.
- Intuitive interface that allows each user to use the platform independently.
- Use of quizzes to test acquired skills.
Nice-to-have and Pro functions
In addition to the basic functions just listed, LMSs can respond to the needs of more demanding users by offering a number of advanced functions that allow first and foremost for a greater personalization of the learning experience.
These include:
- Integration with other software.
- More sophisticated detection of user activities and tracking of users with specific skills.
- Customization of the graphical interface according to the company’s needs.
- Content creation in multiple languages.
- Integration of an e-commerce application.
How much does an LMS cost?
As always, when talking about costs it’s necessary to specify that they vary depending on several factors: type, structure, functions and complexity.
The first element to consider is the initial choice of in-house development or purchase of an external service. If in-house development requires the temporary involvement of additional resources, the costs will primarily consist of these specialists. Conversely, if it’s decided to purchase a service from third-party companies, the costs will mainly concern the licence, technical development and maintenance.
As for licences, there are several Cloud solutions, the most common being LMSs SaaS and PaaS.
SaaS stands for Software as a Service, which is a licence that only allows access from the Cloud, without the need for a server or the installation of any software. This is the most widely used licence precisely because of its ease of use.
With a PaaS – Platform as a Service – licence, on the other hand, one obtains (generally on a subscription basis) the entire platform, thus including hardware, software and infrastructure. Everything remains localized in the vendor’s data center, thus relieving the customer of the costs necessary to build and maintain the physical components of a platform, and allowing it to concentrate exclusively on software development.
Usually the pricing model for the SaaS licence is “pay per user”, in essence the price depends on the number of users registered on the platform.
There is also a “pay per active user” formula, in which case the price depends on the number of users who actually access a course and not on the entire number of users registered on the platform.
Another pricing model is “pay per course”: a fixed fee is paid at the beginning and the price of the next steps depends on the number of courses followed by users.
Then there’s the “pay per licence” formula: a fee is paid based on the period of use of the platform, in which case the number of users or courses does not affect the price, which therefore remains unchanged.
The most popular LMS systems
As you may have realized by now, LMS platforms differ in several characteristics. Depending on the company or project requirements, it’s important to understand which of these aspects are useful and which are essential.
Therefore, having to figure out which LMS platform to adopt, the question arises as to which are the best currently available.
A simple search will reveal that the field of E-learning platforms is a vast one that may be difficult to navigate without guidance. There are Learning Management Systems for all needs, whether you’re looking for a standard agile structure or for something more open to customization. Some LMS platforms are even available for free.
Proprietary platforms
A “proprietary” platform is one that allows usage under its license but restricts modifications or use beyond the specified conditions.
In short, a proprietary LMS is not expandable beyond what is offered by the developer (except for subsequent upgrades). Aesthetic or functional changes are limited to features established by the developer at the design stage. These limitations make it possible to offer different guarantees in terms of accuracy of the documentation and support.
The main proprietary LMS platforms include:
Adobe Learning Management
Adobe Learning Management is a cloud-based platform that features advanced social learning functions, which allow the user to upload content and share it, or to initiate conversations in internal forums. It’s an attractive option for large companies that need to involve their partners in learning programs, providing them with multilingual materials. What sets this platform apart is that it enables the creation and management of external user groups, thus making it very useful, for example, for the training of business partners.
However, the lack of an internal system to produce course content is evident.
Docebo
Docebo is a platform that has a rather complex interface and requires customization. It’s particularly suited for companies that want to engage their employees/users in a social learning logic. In addition to content sharing, Docebo has other functionalities such as recording demos or webinars.
Docebo also supports courses in SCORM and xAPI formats. The content shared within the platform is organized in keywords thanks to the contribution of artificial intelligence. This makes it easier for users to find content.
Despite all this potential, the system has a less than ideal interface for anyone using their first LMS.
Moreover, some of its functions are only available with certain pricing plans, so it’s therefore advisable to carefully assess which functions may or may not be useful for your platform.
The advanced technology and innovative features of Docebo are why we at Frog Learning became official partners of this platform. We confidently recommend and implement Docebo as a robust LMS solution to enhance training and eLearning strategies. If you need help with implementation or want to make the most of its potential, don’t hesitate to reach out to us!
iSpring
iSpring is another cloud-based eLearning platform with significant user and content management capabilities. It’s well-suited to SMEs that need to create and share mixed course content within a single platform. A very interesting feature of iSpring is that it has authoring functionality at its core. In fact, it incorporates a tool that allows a course to be edited directly from the browser. Another advantage of this platform is that it has an excellent reporting tool.
With iSpring the user experience is enhanced by the possibility of using it both from a fixed location and via native mobile apps for iOS and Android, thanks to which the user can use the courses however they prefer.
iSpring provides fewer interaction options compared to other LMS platforms, as well as fewer features for video management and editing.
isEazy LMS
isEazy LMS offers the possibility to collect and analyze a large amount of data throughout the training experience, which become easily comparable with the training needs of the learners and the company.
isEazy LMS is also an LXP platform, that allows users to create customized training paths using external resources. It can be used together with isEazy Author, the authoring tool made by isEazy for the management of any company (or other) training path or plan.
Thanks to the block creation system in isEazy Author, it is possible to customize the LMS by adding elements that promote social learning dynamics.
SAP Litmos
SAP Litmos is an online learning platform that offers LMS services and a library of previously created courses and materials. Alongside a good suite of authoring tools, it allows users to record and upload their own material in video format.
The features of SAP Litmos are particularly well-suited to companies wishing to integrate learning paths with Customer Relationship Management (CRM) and Human Resources (HR) systems, thus associating an LMS with the content and courses shared on the platform.
The focus on the user would suggest a high level of customization of the various roles, but unfortunately this is not the case. It’s a rather expensive suite considering that one of its strengths (the course library) is only available with the highest pricing plans, while other functions require the payment of an additional fee.
TalentLMS
TalentLMS is a platform that integrates the basic functionality of an LMS with marketing and e-commerce functions, which is why it’s particularly suitable for teachers who want to promote their courses online.
TalentLMS also has excellent social learning functions, which allow a user to stay in touch with teachers or other users.
Among the most frequent criticisms levelled at it is that it has an outdated interface from a graphical point of view, although it remains quite intuitive. There’s also a lack of the possibility to create customized reports (if not by paying) or to provide feedback on users’ training.
Fuse LMS
Another proprietary LMS software is Fuse, which is both an LMS and LXP. Developed for schools, it has grown to embrace the academic world. What sets it apart from others is its integrated artificial intelligence, which is at the core of this LMS solution. In addition to managing training and communication processes, Fuse’s AI can also supplement the training paths proposed by the company or employees with new material found online.
Thrive
Thrive is another example of LMS that is also an LXP. It has an easy-to-use interface. Again, in addition to the training part, this kind of LMS for corporate training also promotes internal communication between users.
Open eLMS
Open eLMS is also an LMS/LXP enhanced by the use of an AI, which in this case has a different task. In fact, its function is to assist those responsible for training during the content creation phase. All it takes is entering a prompt for the AI of this eLearning platform to define a training path, populate the various steps with content, and create accompanying images and audio comments.
Absorb LMS
Absorb LMS is an LMS software that offers simple interfaces, uses AI for course content creation, upskilling and defining the learning experience. It is both an LMS and LXP. It is based on cooperative learning, and one of its key functions is to streamline the administration of the platform. It also allows monitoring the progress of each learning path and taking action to enrich or modifying the existing content at any time.
360 Learning
The core feature of this Learning Management System (LMS) is its focus on cooperative learning, especially with a view to upskilling and continuing education. Easy to use and intuitive thanks to its showcase interface, 360 Learning is a very simple and intuitive LMS, both for those who manage content and courses and for those who use or (externally) produce training content.
Free and open source LMS
As already mentioned, among the various available LMSs, it is possible to find free LMS systems, many of which are also open source.
In addition to being free, therefore, it is also possible to intervene directly on the structure of the LMS, modifying its appearance and functionality according to one’s needs.
Among the LMSs that we have analyzed so far, several offer a free trial, i.e. a period (of 14 or 30 days, depending on the platform) during which it is possible to use all or part of the available functions. This is obviously a trial period preparatory to purchase, but it allows you to familiarize yourself with the system and understand whether it is the right solution for your company.
An added advantage of the free service is the possibility to learn how to use the software without rushing, allowing yourself to make mistakes and try again without the deadline of an impending instalment to pay.
Forma LMS
Forma LMS was created by companies for companies. It’s the result of the joint efforts of a network of Italian companies, and targets large organizations and consulting firms.
Easy and quick to use, Forma LMS offers many tools related to activity tracking, data mining and management, skill mapping and integration with corporate intranets.
Criticisms of Forma LMS include a certain lack of functions, and coding that is frequently a little too complex to be used. Finally, certain advanced functions take some time to master and to achieve the desired level of customization.
In addition to its free version, Forma LMS offers the possibility of purchasing plug-ins with additional functionality.
Ilias
Ilias is a cloud-based LMS. It’s easy to configure and use.
It also features a proprietary authoring system and an internal LRS tracking system for xAPI usage. On the graphical side, on the other hand, its initial appearance is very neutral, requiring an investment in time to customize it.
Teachable
Teachable is an E-learning and coaching-oriented platform that caters for the individual as well as large companies. The free pricing plan has (or at least promises to have) everything one needs to start one’s own eLearning service, but has many limitations with regard to the support provided and the number of courses that can be published and users that can be reached (both of which increase as the monthly fee increases).
Moodle
Moodle is among the top and most popular LMS platforms, allowing the creation of fully customizable learning environments.
Moodle is mobile friendly and it is ideal for courses of any nature, from micro-learning to synchronous online classes.
Moreover, it can be integrated with other platforms, providing a wide range of functions and useful tools, from those supporting collaboration to solutions for monitoring and tracking, from administrative utilities to tools specifically related to course development. All this, it is worth repeating, at zero cost, except for that little extra effort required to organize all its functions in the best possible way.
It’s a very effective system but has some issues when it comes to intuitiveness: it takes time to explore all its functions in depth, to understand them and to get an idea of when and how to deploy them.
But this is an obstacle for a novice user that doesn’t necessarily mean that one should give up immediately. As is often the case in these areas, the ideal solution is often to delegate development to experienced professionals.
This huge range of options, together with the possibilities for customization offered, are the reason why we at Frog Learning decided to embrace Moodle, and why we propose and install it whenever the need for an LMS platform to support training comes up during discussions with customers.
Is it possible to rent an LMS platform?
While you may be torn between developing your own platform or having a professional do it for you, one solution might be to rent a Learning Management System (LMS).
But is this really possible?
Of course it is. It obviously has a more standardized look and feel and a low level of customization, but it allows you to have your own stable, secure and efficient platform that’s ready to go in no time.
It’s usually a type of service that comes with a package that includes various maintenance functions (from authentication to tracking, multilingual support and constant updates). It is therefore possible to rent an LMS at a cost that’s obviously lower than having your own platform (albeit with its limitations), an ideal solution, for example, for small, targeted training projects.
Renting an eLearning platform is possible, but not all providers offer this service. At Frog Learning we have chosen to do this via Moocca, our LMS, which can very easily also become your LMS, complete with with customized graphics based on your brand identity.
What types of courses does an LMS manage?
Once the Learning Management System (LMS) is ready, all that remains is loading the eLearning courses onto the platform. It’s therefore a good idea to find out in advance which types of courses can be supported by the LMS, also to avoid the remote case that the software used cannot export the course in the required format.
The standards supported by E-learning platforms include:
SCORM (Shareable Content Object Reference Model)
SCORM is considered the standard format. All the elements of the course developed are enclosed in a compressed archive (.zip), which includes an instruction file that allows the LMS to manage the course in complete autonomy.
The SCORM format makes it possible to create simple courses without (or almost without) any knowledge of coding. Since it is considered the standard, it’s obviously supported by almost all LMSs.
AICC (Aviation Industry Computer-Based Training Committee)
AICC was the first format created specifically for eLearning in the late 1980s, and uses HTML and short text strings to make the course dialogue with the platform. It’s still used, although very dated and practically obsolete (consider that SCORM was born out of the need to improve AICC).
xAPI (Experience API)
xAPI is a newer standard that makes it possible to collect information not only from the outcome of a course, but from the user’s behavior during the course itself, both online and offline.
This makes it a useful format to combine traditional tracking with tracking derived from the use of new technologies such as Virtual Reality or Augmented Reality, or for tracking user behavior during moments of informal learning.
cmi5
cmi5 is the standard created with the intention of supplanting SCORM, indicatively together with xAPI. It did not succeed in its intentions, but it has become an excellent link between SCORM and xAPI, allowing the advantages of both formats to be exploited. More streamlined than the other two formats, albeit at the expense of some functionality, cmi5 is a format that is still developing, but is already being adopted by several platforms.
Are you developing a corporate LMS?
Having your own LMS, perhaps integrated into your personal intranet, can be the choice that allows a company training project to take a real leap forward.
However, the development of an enterprise LMS is not something to be taken lightly, as the skills to be deployed are many and varied and the team assembled by the company may not have all of them.
Should such shortcomings become evident, it’s always advisable to seek the help of experienced professionals. At Frog Learning we have extensive experience with eLearning platforms and can support you in building your own LMS –whether it’s Moodle or Docebo – by providing consultancy or handling the entire development process for you.
Have a training project for your company but don’t know where to start? Get in touch, we’re here for you!
FAQ
At this point you’ve learned everything you need to know about what an LMS is, how it works, the benefits it can offer a company and why it may be a good idea to have an LMS/LXP. However, there are still some questions left to be answered and which you might find useful to know.
How do LMSs work?
First and foremost, an LMS is a computer environment containing one or more training courses. Once the courses have been loaded, users will be able to register and access the platform in order to take them, following the training path that has been indicated to them, or maybe even branching out to other free courses that are available. During the training, the platform will keep track of their attendance and collect data on the training experience, the courses taken, the quizzes passed, the difficulties encountered and – in some cases – even their behavior.
How do you register on an LMS platform?
Generally, it’s sufficient to register on the website (by providing a username and password) and fill in the form to create your own account. Companies have users register on their own, then have their registration on the platform validated by an admin. Others prefer to reverse the process. In my experience this method is the most common: users are created directly by the admin, providing them with a username and a temporary password to be changed the first time they log in. There’s also another method that interfaces directly with the company management system. In this case users are automatically created by the system and log in via Single Sign On (SSO) or with their company credentials.
How to access an LMS account?
Accessing an LMS is quite simple, as a login with username and password is sufficient to enter the training area. Generally, they can be accessed from a computer or from mobile devices such as smartphones or tablets, regardless of whether such devices are provided by the company or are personal.
If the LMS is integrated into a company intranet, you simply need to log in to the intranet and then select the E-learning portal.
