How to Implement The Right LMS For Your University

Among other things, the COVID-19 pandemic has significantly increased the use of Learning Management Systems over the last two years.

Learning management systems are expected to grow even more in the post-covid period. According to recent market research, this market is expected to reach a high of $25.7 billion globally by 2025, with a CAGR of 14.0%.

A solid learning management system implementation plan is necessary, whether you want to use an LMS or modify your existing software. This blog will cover key things you need to know about what to look for and how to implement a learning management system.


What is The Definition of LMS Implementation?


An LMS is a software application that organises, records, monitors, reports, and administers learning and development programs in a school or corporate setting. Its implementation begins long before its installation. 

This software must reflect the logic of the learning process, which varies considerably between schools, universities, corporations, and independent E-learning platforms. The basic outline of a learning management system implementation may look similar (user profiles, teacher tools, information, administrative section, and educational data).


How to Implement Learning Management System


When a school or university embarks on a digital education journey, the most important thing they require is a suitable working platform for students, parents, and teachers (and for administrative people, of course). 

In this case, unlike business-oriented software, an LMS application will address its users differently. Students are less motivated, so any tricks that increase retention are welcome.

Personalisation or virtual assistants, for example, are viable options, and developers should undoubtedly prioritise gamification.

Thus, LMS implementation refers to selecting the best platform for the needs of those who will use it and configuring it to meet all of the specific LMS system requirements. There are numerous E-learning software types, each requiring a comprehensive roadmap. 

An implementation strategy would help you choose the best platform for your company and save you the time and money associated with platform migration.

How Do the Best Learning Management Systems Work?


A typical Learning Management System has three different types of log-ins:

  1. Admins can manage content and application sections while assisting users with their activities.
  2. Teachers delivering educational content (via virtual classrooms, online students sessions, and tasks assignment and their examinations)
  3. Students can use this site to access learning materials, contact teachers and tutors as needed, and upload their work.

While teachers create learning materials, students constantly use this data, and vendors seek the best solutions that suit both parties. 

The following are some basic yardsticks for evaluating how the best learning management system performs, which will assist an average startup in getting a better grasp of the overall concept. 


1. A Wise And Adaptable LMS Should be Capable of Generating And Enabling Customised Learning Startups


This is made possible by incorporating Artificial Intelligence technologies. Then, based on their skill set, roles, and level of expertise with such capabilities, an E-learning app may recommend customised courses and training to their users.


2. It is Extensive And Adaptable


An LMS should provide more flexibility and adhere to the Web Material Accessibility Guidelines. The L&D department is not limited to a specific type of content. A successful E-learning program is about putting content on a user-friendly portal that promotes learning and growth for everyone.


3. It Automates Administrative Tasks


An LMS should make platform administration simple and automated. Without manually entering data, the system administrator should be able to automate recurring operations quickly, and sync required information throughout the database.


4. It Has a Friendly User Interface


Users continue to demand user-friendly software. Confusing apps are the most frequently deleted, accounting for approximately 5.4% of all app uninstalls.

People dislike complicated processes, especially when it comes to learning. The more straightforward and user-friendly an LMS is, the more likely your employees will use and learn from it. Learning would be dull and sluggish if the user interface were less intuitive.


5. It Has Simple Content Management


A good LMS should be designed so that creating and managing content is simple and quick. It should be simple and automated to create or upload learning material, classify the contents, register users, and manage the contents. The content should be classified using departments, levels, and functions.


6. It Has Catalogue And Filter Systems


An E-learning platform should have an effective catalog and filter system to facilitate platform navigation. Users should be able to find the information they need without having to go through multiple search procedures. Another approach is to create customised sub-databases so that when a user enters the system, he immediately has access to relevant information.


7. It Includes Trackers And Reminders


Training and courses should not be done only once or infrequently. Your LMS should be able to notify users of updated training sessions.


8. It is Well Suited to Mobile Devices


Mobile devices should be able to access the material in an LMS on the go. It simplifies and facilitates learning.


9. It Keeps Track of Progress


The ability to monitor and evaluate the impact of your learning initiatives on your institution is one of the key features to look for in an LMS. The LMS report provided critical information to guide any necessary changes or improvements.

Steps, Strategy, And Tips For LMS Implementation


So, you’ve finally decided to replace your old Learning Management System with a new one or to use an LMS for the first time. The question is, how will you go about implementing your LMS? The following section will guide you through the entire procedure.


Best Practices For a Successful Learning Management System Implementation


Learn how to successfully implement a Learning Management System, whether replacing an old LMS with a new one or implementing an LMS for the first time.


1. Pick The Suitable LMS Implementation Team


Your LMS most likely interacts with several operations within your company. Connect team members from various departments, such as HR, IT, and learning and development to oversee the LMS implementation process.

Bring in external partners, such as channel partners or contractors, if your LMS works with them. Experts recommend keeping the team small to keep the LMS implementation process focused.

Set up individual roles once your team has been assembled. Here are a few key players:

  • Team leader

The leader manages the implementation process from start to finish, collaborating directly with the vendor and dealing with any issues.

  • Project manager

To ensure that all deadlines are met, the project manager keeps track of all significant milestones in the implementation process.

  • Online learning specialist

Most online learning tools and courseware are available on your legacy training platform. During implementation, the online learning specialist oversees the transfer or development of content to the new system.

  • L&D administrator

This individual manages the L&D program to ensure that the LMS aligns with organizational goals through class organization, certification, compliance, and user reports.

  • IT expert

Because implementation necessitates a high level of technical expertise, an IT expert oversees the integration of other systems within your organization.

The LMS platform partner collaborates closely with your team members throughout the implementation process. We suggest staying transparent in your communication and dealings to ensure a smooth implementation process.


2. Create an LMS Implementation Strategy and Timeline


The length of the LMS implementation process is determined by the type of LMS selected. Installing an on-premises LMS on your server may take longer than installing a hosted or cloud-based LMS on the vendor’s server. 

The number of user accounts and software programs you plan to migrate into and integrate will also affect the LMS implementation timeline. Be realistic about your timeline and allow enough time to meet each milestone before the launch.


3. Prepare For Data Migration


The length of the LMS implementation process is determined by the type of LMS selected. Installing an on-premises LMS on your server may take longer than installing a hosted or cloud-based LMS on the vendor’s server. 

The number of user accounts and software programs you intend to migrate affects the LMS implementation timeline. Be realistic about your timeline and allow enough time to meet each milestone before the actual launch.

Whether you are transitioning or implementing an LMS for the first time, deciding which courses, data, and instructional assets to transfer to the new system is critical.

Transfer only the courses and data required for the upgraded LMS and archive the rest. Consult your legal department to determine which files must be kept. (This category includes course completion records and records of prior learning.)

If you’re transitioning from a legacy LMS to a new one, have your IT expert review your instructional assets to ensure they’ll work with the new LMS. Even if the courses are SCORM compliant, they may require modifications to work in the new system.


4. Conduct a Test Run And Provide Training


Before completing the LMS implementation process and launching the new system, test the new LMS with a select group of users, whether internal staff or extended enterprise users such as channel partners or contractors.

Prepare a test case that administrators and users can run through for the preliminary LMS trial. Any issues that arise should be documented and reported to team members and the LMS vendor.

Then, provide a training program for your internal users and external partners who will use the LMS. This training can be delivered through a webinar or in person. Again, your LMS vendor can advise you on which training options are available (make sure to find out if extra fees are involved).

Create an LMS implementation rollout plan with your LMS vendor during this time. Inform all stakeholders about the launch and when it will take place, possibly through an email campaign.

5. Make The Switch to The New LMS


Switching to the new LMS can be done in several ways as one of the final steps in the LMS implementation process:

  • Overnight complete changeover;
  • A gradual transition from the old LMS to the new system;
  • Before the switchover, run both systems in parallel.

In any case, notify your colleagues of any downtime between the shutdown of the old system and the launch of the new LMS. Discuss the best LMS implementation switchover process for your needs with your LMS provider and team.

Some experts recommend running both systems concurrently because it preserves data integrity and allows users to become more comfortable with the new system. Make the complete switch to the new LMS once the data is secure and all parties are ready.


6. Evaluate And Debrief


Once the implementation process is finished and the new LMS has been operational for a period of time, evaluate how the process went for everyone involved. Identify and correct any technical flaws that may have hampered the launch.

Additionally, as you complete your LMS implementation, conduct the following evaluation: Examine how many users logged into the system and how they navigated it. Did they finish the courses? What was their final score? 

Scores and user satisfaction do not tell the whole story of how well the LMS met organizational goals. However, in the beginning, such statistics provide insight into the LMS’s technical performance, such as page uploads, upload time, and overall user experience.




Implementing a Learning Management System can be challenging, but you can avoid stress and financial waste with the right guidance and expertise. We have created an essential checklist for installing an LMS that we are confident you will find useful.

Knowing your institution’s needs and requirements is always the first step in any LMS project. When you get that right, implementing the LMS to meet your specific needs becomes simple. 

If you’re ready to power up your institution with LMS, be sure your investment is purposeful by relying on our services: Here at Astria Learning, we provide the next generation of distance learning tools with a high emphasis on security and functionality. 


Request a demo today to start growing, or contact us with any questions you may have.

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