Get started with inactive courses and learning history

A significant part of the changing LMS relies on loading learning history. Alongside that journey, you can also determine how to migrate a portion of the catalog.

Step 1: Assess the necessity of bringing the learning history data to the new platform. Think about storing some data elsewhere and load only what is needed for immediate reporting. Consider bringing over only data from the past 5 years, evaluating compliance and user requirements to determine the appropriate timeframe.

Step 2: Determine if learning history is required for all learner types, including employees, contingent workers, terminated workers, and active/inactive Extended Enterprise Learners. Workday Learning for Extended Enterprise allows you to let learners who are not your workers use the LMS.

Now that you have a subset of learning history designated for conversion to your new platform, our next step is to analyze this history and determine the status and types of courses within it.

Step 3: Typically, a list of courses is extracted from the learning history report(s) to determine their status: active (in use or will be used) or inactive (obsolete). Inactive courses can be migrated as imported content in Workday, which cannot be edited or searched unless they serve a purpose to the organization's learning strategy.

Active courses will be migrated irrespective of their footprint in learning history. Let’s understand how.

Tackling your active courses

Your active Learning Catalog may be a mix of courses with digital content (media files like video, documents, images etc. and packaged content) and instructor-led courses. Workday houses courses with one or more instructor-led components, including webinars, as ‘blended courses’. Courses with only media content can be housed as ‘digital courses’. Leveraging user-generated content in your organization's learning strategy is fulfilled by standalone lessons in Workday.

Courses in your catalog can be further categorized based on ownership into the following types: owned content, licensed content and third-party platform. For your subscription-based learning content accessed by learners through third-party platforms like LinkedIn Learning, Coursera etc. Workday offers Cloud Connect for Learning and Public Learning Content (for YouTube) subscription-based products with pre-built integrations to supported content providers.

At last, review the list of active courses and make sure to drop courses which are no longer relevant to your learners. For the finalized list of courses, proceed to transfer to Workday. These courses may contain media files which require a separate strategy. More on that below.

Media migration

The discussion on error-free Learning Catalog migration is incomplete without the detailing on ways to manage media. In Workday, Media Cloud allows you to import media files and packaged content into Workday to link it to a course. There are usually thousands of courses and their media files in the picture, that need to be set up in Workday - it is advised to also explore Media Importer and Workday Drive for easy transfer and centralized storage of media files to ease this.

Final touch: Bundling and access control

You can create a curriculum for your learners by bundling multiple courses and standalone lessons into a Program. Workday can track the completion of constituting content as well as the overall program.

With Workday’s security provisions, you can control target learner group access by topics you have associated your learning content with as well as other criteria such as organization, worker type etc.

These key considerations on Workday functionalities will assist you in navigating the process of shifting your Learning Catalog to Workday and facilitate your journey towards a successful cloud LMS adoption.

Are you interested in getting my support with Workday Learning? Do not hesitate to contact me via the form above. In Tietoevry, we support our customers with a wide range of needs, so whether you´re looking for an implementation/service partner or just a single expert to help - we are ready to join you on your HR digitalization journey!