The Art of Migrating Your Old LMS Users to The New One

by Evnisha Malani
on November 27, 2017

“Sometimes, Change is What You Need”

Switching to a new Learning Management System is a tedious process, as there are multiple aspects involved in this switch. The migration involves aspects that your IT service provider and your super admin has to walk through (which is kinda irritating) but is sure to make your switch fruitful. Different online training institutes and IT providers follow different migration processes, and is executed according to the needs and necessities of the #SuperAdmin. In this blog we will provide you with insightful tips that will make user migration an easy process, or at least will give you a clear understanding of what goes down when users are migrated from your old Learning Management System to the new one.

There are different agile and waterfall methods you can follow to make the switch. These are some methods you might have followed, or might be planning to go ahead with.

  1. Shift all users to the new LMS Overnight.. (and confuse everyone)
  2. Move users to the new LMS in batches.. (and confuse users and trainers daily till the process is completed)
  3. Run the old and the new LMS parallely.. (and watch them suffer)

We feel, you have already seen your team walk through this hell and you want to make sure this never happens again. Let us get you through this nerve wracking process in simple steps and reap remarkable results from the switch.

STEP ONE- The Plan

Weed out data such as self generated certificates, courses, trainer login credentials etc, that you won’t need from your old LMS. There are numerous disabled tests and expired user accounts that might add complexities to tedious migrating process. Remove anything that you are not looking forward to have on your brand new LMS. Though keep in mind, you never know which of your old trainers and students might rejoin your training platform, so create a backup before you start weeding out (or you can just ask them to register again). Make sure you are adequately prepared to migrate training records and user generated information.

STEP TWO — Prioritize Tasks

Define deliverables (according to the people who use the LMS), different courses have different user groups and trainers. Depending on the course intensity and its contents, you have to decide what goes in first to your new LMS. Always make sure dependent courses (courses that are interlinked or have same subscription) are migrated first. Don’t ever try uploading the course and course user at the same time, it will add more hassles. The first priority should be always given to the courses, and then to the users, to streamline the complicated migration process. Setting up a migrating team would ease the process further.

STEP THREE — Complement the Workflow

Obviously, there are students and instructors who are currently using your old Learning Management System. Keep your instructors and students in your communication loop. Update them about the departments that have been migrated and which ones are still under process, so the lessons can be scheduled on time. This will even keep them from wasting precious time in refreshing their login page and enjoy their day off (till you are done migrating the LMS)

Note — A lot many students and trainers have got into legal conflicts with their LMS companies because the lessons were not available or they were unable to access a specific part of the website.

STEP FOUR — Consider the Outcome and Test Test Test

Now that you are ready to make the switch, it is necessary for you to visualize the outcome of your migration process. You surely want the process to be fruitful and exactly how you planned it, thus setting up the test team in advance will be really helpful. There are multiple factors associated with a failed LMS migration and setting up the test team will help you rule out these factors. The test team will deal with aspects of your new LMS and check for possible flaws in the system. As soon as you are done making the switch, let the test team do its wonder (squat the bugs off your brand new Learning Management System) so you are ready to restart the LMS process. You can even offer rewards on feedbacks making the process more rewarding for test team and you.

Note — You can even ask top performing students to take part in testing reward program as users are way more aware about the functions, and obviously curious. The success of your LMS switch will totally depend on the user, so knowing what they feel about it will make the your pilot testing phase a big success.

STEP FIVE — Welcome Users and Trainers to Your New LMS

Now that your new LMS is ready to cater the needs of your users and trainers, send out a welcome mail to LMS users onboard. If there are major changes in the dashboard (user and trainer), creating a video which deals with the differences will be the best way to go ahead. The video will help the users understand the new functions and systems that you have integrated to your LMS. The process will help you clean out the mess created by user resistance and fear of change, and satisfy the users as they have all necessary information about the new LMS.

Moreover, If you have additional tips to add to our advice, please inbox us.

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