LearningBuilder Implementation: Preparing for Success

Ali Neal


Here at Heuristics, our LearningBuilder implementation team has configured literally hundreds of different credentialing processes within our platform. While the rules and pathways to achieving a credential may vary widely, our delivery process remains consistent. With each successful LearningBuilder implementation presenting its own unique challenges and new experiences for our team, it is important to celebrate each launch with a reflection on just what made the pieces fit together so perfectly.

With all else (the LearningBuilder team and the platform) equal, what can customers do to help us ensure an on-time and within-scope delivery? The answer: Preparation!

Let’s roll through some of the major components of project preparation that will help ensure a successful implementation. 

1. System Requirements: While your team’s surface-level needs may seem obvious, it is critical to have a deep understanding of all moving parts that go into your credentialing process, in order to allow them to work cohesively within one system. Some points to consider as you are brainstorming your system requirements:

  • Have you identified all of your data integration touchpoints? What other systems does your program have in place that might need to share a presence with LearningBuilder on the data management front? How frequently will those touchpoints occur?

  • Are you storing Personally Identifiable Information (PII) like social security number, or “last four” of the SSN? If so, do you need to? This is a great opportunity to take a step back and ensure that you are only collecting information that you absolutely need in order to mitigate your organization’s liability. If PII is required, how are you ensuring that your credentialing management system can provide a secure, encrypted space for this information?

  • Do you know what data you will want to report on? How often will these reports need to be run – daily, weekly, quarterly? Think about what kind of information your team will need to know from the system in order to perform their jobs well.

TIP: Starting with the end in mind (like reporting requirements) will help you validate what data needs to be migrated throughout your LearningBuilder implementation. 

2. Process: This is a big one. It’s difficult to tale a credentialing process and put it entirely online without a clear definition and understanding of every step. Here are some questions you might expect to come up in initial implementation conversations:

  • Have you documented your processes?
  • Have you identified your exceptions and manual workarounds?

  • Have you identified similarities between your programs?

  • How do you expect major stakeholders (academic institutions, employers, CE providers, licensing boards) to interact with the system?

TIP: Business Process Maps can be great tools to ensure organizational consensus around process. If you don’t have them, we can help you create them. Often, they surface out of the exceptions and technology work arounds that should be addressed earlier in the process. 

3. Decision Making: These are guidelines that should be discussed internally prior to launching our engagement. Transparency is key when it comes to who can make which decisions, as well as who is engaged in financial transactions.

  • Have you identified who can make what decisions (policy, operations) for the organization, and how they will be engaged in the system configuration process?

  • What decisions require Board approval?

TIP: Having organizational clarity on decision making is key, as it helps us stick to the timeline and prevents rework. 

4. Project Staffing: It’s important to ensure that your primary staff is knowledgeable in the organization’s processes and program business rules.

  • Does your designated staff have time to participate in meetings and complete the assigned homework?

  • Is this their first responsibility, or secondary?

TIP: Outside contract help is a tempting option, though often that person is learning both the organization and system. In our experience, nuances and exceptions may be missed. This can lead to post-launch rework and unplanned training needs. A better option is to hire operations support so that your internal expert can have the time to maximize your investment in LearningBuilder. 

5. User Acceptance Testing (UAT): This final piece in the implementation process is critical in ensuring your team is receiving exactly what you need and expect.

  • Have you identified when your team and extended stakeholders will be available to for user acceptance testing (UAT)?

  • Have you reviewed our test plans? Are they complete? Do you have criteria to help you prioritize if the issue can be fixed after launch?

  • If you find an issue, do you have criteria to help you prioritize if the issue can be fixed after launch?

TIP: Some organizations will engage highly-invested volunteers to give them feedback prior to launch. The more eyes on the system throughout your LearningBuilder implementation, the better! Be sure to manage expectations between “good” and “perfect.”

All of these pieces come together to create the unique, collaborative experience that is a LearningBuilder implementation. Whether you’re just getting started and need a bit of guidance, or you’ve got all of these boxes checked to a T, our team is always prepared to help you get the most out of your LearningBuilder journey.

Learn more about our implementation process here, or contact our sales team today.

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