• Richard Chambury

Managing compliance training with Totara Learn

Compliance training will always be top of any learning team’s agenda. Non-compliance can lead to lawsuits, serious reputational damage, workplace injuries, fines and more, so it is crucial that everyone in your organisation abides by the rules, regulations and safety guidelines set out by your organisation itself or regulating bodies.

But making compliance training available on your learning management system is only half the battle. Simply putting an e-learning module up and waiting for your people to “become compliant” won’t make the biggest impact. 

Totara Learn’s features and functionality are trusted by organisations worldwide to help them ensure compliance, whether that’s data protection, health and safety, abiding by external legislation, complying with audits and more. 

Along with Totara's core features, Chambury Learning Solutions Dynamic Info Blocks puts the information with direct links immediately in the users view to enable them to act on their compliance and update themselves simply and easily.

Meeting deadlines with certifications

Digital certifications are particularly useful for organisations who need to prove compliance - especially large companies for whom tracking compliance training manually would be a time-consuming, confusing process. Totara Learn’s certifications functionality supports the creation of custom pathways or mandatory training. Learning teams and managers can then set a range of personalised, customisable notifications to automatically notify learners of any upcoming recertification requirements.

Certifications for statutory training

Kent and Medway NHS and Social care Partnership Trust use certifications in Totara Learn to monitor the completion of statutory training. Find out more about this project in their award winning case study here and watch their webinar here.

Staying on track with programs

Setting up mandatory programs within an LMS means that learners must take these courses. Some programs may be optional (such as those designed to help with personal development) while others can be mandatory to ensure their completion by a certain date.

For instance, many organisations released mandatory compliance programs to ensure compliance with GDPR (the personal data protection laws applicable in the EU) before the deadline. Learners who had not yet completed the training could be sent reminder emails from the system to ensure they completed the program in time.

Tracking compliance with reporting

Custom certification reporting can be created and scheduled to run and emailed to managers and learning administrators to proactively track and manage compliance and other mandatory training. This can automatically generate evidence of compliance for an individual or across an entire team, department or organisation, making it easier to be proactive about providing auditors with proof of compliance training.

Accessing compliance data

East Lancashire Hospitals NHS Trust completely transformed their approach to compliance training with comprehensive reporting, making them much more confident about future CQC audits. They say;

.... As well as the system hosting both Core Skills e-Learning modules and Essential to Role learning resources, staff are now able to access their ‘Required Learning’ which provides them with a personalised list of the Core Skills Training modules which they need to complete, at the correct level and due date.

Importantly for staff Totara sends them notifications so it helps them to remember to complete the modules in a timely manner.

Additionally, with our new Core Skills Training compliance reports and built-in Core Skills Training reminders for staff and their line managers, compliance has significantly improved over the last 12 months. In summary, Core Skills Training on the Totara system supports the Trust’s vision to provide safe, personal and effective care to all patients, families and staff ....

Read East Lancashire's case study here to see how they did it.

Organising learners with audiences

Audiences allow an LMS administrator to deliver different courses to different groups of learners. Audiences may remain static (such as where the same learners need to take the same learning each year, like health and safety training) or may be dynamic (where the need to take certain compliance training changes over time.)

Different learning paths can be assigned for certification and recertification and assigned to specific positions, organisations and audiences, or to nominated individuals to help automate the management of compliance training.

Audiences are also used to deliver personalised homepages, navigation and learning catalogues to your users making sure that they find what they need immediately upon login.

Chambury Learning Solutions works predominantly in the NHS, who require real time accurate compliance tracking and have extensive audit requirements. Totara delivers this for them and external audit bodies like the CQC and NHSLA.

If you need to demonstrate compliance for your statutory, mandatory and essential training we can help you. It's what we do and where we specialise. Get in touch.

Learning Management. Solved.



#kmptnhs #elht_nhs #LMS #TXP #LXP #totaralearning #ChamburyLS #totara

Written with contribution from the team at Totara HQ. Find the original post on the Totara blog.