Our Learning Management System in action
Preparation and documentation of qualifications requiring proof
The Learning Management System (LMS) supports the documentation of legally required training (e.g. compliance, data security and fire safety) by making audit-relevant data accessible with just a few clicks. It ensures continuous monitoring of mandatory training and contributes to resource savings. Reports can be generated automatically and stored centrally for all relevant stakeholders.
Challenges in the documentation of training certificates
The correct execution, documentation and compliance with legally prescribed training and evidence are complex and comprehensive. Recording all relevant data and a standardized filing structure are the biggest challenges: Documents are usually stored in a decentralized manner and the responsible persons lack full access rights. As a result, it takes considerably longer to find and collect all the necessary information. It is not always possible to guarantee that the data is up to date.
So what happens when an audit is due, relevant documents are requested and you have to prove that the new IT specialist has completed the latest security training or that all marketers have completed the latest AI training? The above-mentioned process of creating and searching for all important documents and evidence begins - and is usually time-consuming and resource-intensive.
Structured qualification processes with the LMS by Haufe Akademie
The most important results and data on learning activities and mandatory training in the company are recorded in the LMS. Certificates and evidence can be stored here centrally and accessed at any time by all persons involved so that verification obligations can be met. Personalized reports can be generated and assigned to relevant stakeholders. In the event of audits, these reports are absolutely essential and are quickly available - without long searches, without delays, without missing data. With the LMS, this entire process can be reduced from several weeks or months to just a few weeks or days.
It is also possible to react quickly to new qualification requirements. Compulsory training courses can be created once in a standardized digital format via the LMS and distributed x-fold within the organization instead of organizing them manually, which requires a lot of resources.
This turns a time-consuming administrative process into a transparent, efficient process - with less effort and more security.
Increase HR's ability to act and effectiveness
Our LMS ensures the digital centralization of HR processes. In addition to assigning and managing learning activities and controlling the training budget, this includes more efficient resource planning. With an LMS, HR processes can be significantly simplified - and employees can be trained in a targeted and sustainable manner.
Challenges of the HR department
The HR department sees itself as a supporter of the entire company by distributing training budgets or standardizing, coordinating and making learning content accessible. At the same time, HR managers are the first point of contact for all employees - whether for certificates and references to be issued, payroll accounting or advice on further training.
But what happens when HR tasks become increasingly diverse and extensive and challenges such as distance to employees or a lack of insight into individual skills make the situation more difficult?The result: knowledge gaps can often neither be identified nor addressed. The manual effort involved in assigning learning content is time-consuming and costly. Due to a lack of data, resources often cannot be planned accurately and employee development cannot be carried out effectively or efficiently.
And where do you, as the person responsible, actually start? Usually on the individual employee - but shouldn't the company also be considered as a whole and the HR process aligned with this?
Achieving business success with digital HR processes
The Haufe Akademie LMS gives you exactly the tools you need to minimize resource requirements and costs and to centralize many of the processes mentioned. Staff training can be strategically managed and ensured by delivering and distributing training courses centrally. Individual employees can be provided with precisely the training courses and content that they are required to complete by law or that will help them with their personal development. The LMS acts as a kind of "extended personnel file".
In addition, the LMS provides an overview of the measures applied and the costs incurred for employee development. Routine tasks and training can be assigned automatically and the workload of personnel and managers can be reduced thanks to simplified approval processes, allowing the entire company to work in a much more resource-efficient manner.
Reduce effort and costs thanks to automated workflows
With our LMS capacities can be better planned and deployed and travel or service provider costs can be significantly reduced. In addition, controlling can gain a better overview of opportunity costs through the use of data. The entire workflow is automated. This allows managers to keep an eye on the training inventory, including budgets, at all times and actively control approval processes.
Complex recording of resources and costs
Employee training incurs various costs at different points. In addition to the training costs themselves, these include, for example, travel costs for analog on-site training or internal process costs. Without a centralized system, these cost items are recorded differently and are often stored in different folders in a decentralized manner, which significantly impairs tracking. In larger organizations, there are also multi-level approval processes for these costs, which further complicates the situation.
Where did you file the sales representative's invoice or the marketing manager's certification for the last training course...?
More time for the essentials with automated workflows
The reports and reports in the LMS offer support for personnel development in a variety of ways and can also provide other departments, such as Controlling, with a simple overview of relevant data, for example in connection with cost or budget planning.
In addition to personnel development, specialist departments such as Controlling also benefit - for example through precise reports for cost monitoring and budget planning. Thanks to the transparency and clear dashboards, personnel capacities can be better planned and deployed and travel or service provider costs can be monitored and approved.
Leadership skills in the further training of employees
Managers can use the Haufe Akademie 's LMSto keep an eye on the training budget, manage approvals and thus become central players in personnel development. The further development of teams and their learning activities as well as mandatory training can be actively managed via the system. Dashboards provide an overview of progress, knowledge gaps and employee needs.
The long process to further training
Further training is often accompanied by long approval processes: Employees express their training needs to their managers - further coordination then often takes place with HR, who have to plan the desired measures and also pass them on. The manager is informed by HR and in turn passes the information on to the employee for approval. This whole process therefore requires a lot of coordination and is therefore time-consuming and resource-intensive until the urgently needed training can take place.
Managers also often have no overview of what qualifications individual employees already have and always have to go through the HR department.
Couldn't some coordination and feedback loops be saved?
Managers as supporting HR developers
The further development of teams and their learning activities as well as mandatory training can be actively managed using our LMS. Dashboards provide an overview of progress, knowledge gaps and employee needs. Managers can also use the system to keep an eye on the training budget, manage approvals and are therefore the first HR developers.
The system answers managers' open questions or knowledge gaps directly and in real time, so that the additional loop via HR is no longer necessary.
Simplify IT system landscape and reduce complexity
The LMS by Haufe Akademie simplifies internal educational IT by replacing isolated solutions with a central point of contact. This bundling of diverse HR processes and the commitment to a single provider allow processes to be centralized and resources saved, instead of involving multiple external service providers.
Breaking up complex IT structures
Employee qualification data is often still recorded manually and decentrally and stored in confusing folder structures. The situation also becomes more critical in large companies with different locations: one location uses individual Excel spreadsheets and filing on its own desktop, another location already uses a SharePoint filing system and a more agile location uses an app that allows employees to access all training courses at any time, even when working on the move.
This decentralized process leads to a lack of up-to-dateness, is also prone to errors and is inefficient overall, as it requires a high level of human resources.
How do you know which employees have special qualifications in specific areas, for example? And where can you find the relevant certificate?
Centralization for success
With the Haufe Akademie 's LMS , all training-related processes take place on one platform and the search for the right resources and information has finally come to an end. Data on the qualification status of employees and certification certificates can be recorded centrally and imported into HR systems via an interface. The LMS is also compatible with various other systems and IT solutions: in addition to the simple connection to conference solutions such as MS Teams or GoToWebinar, it is also possible to integrate content from external platforms.
The system meets the highest security standards - including GDPR compliance and ISO 27001 certification. Another advantage is the climate-neutral hosting in Germany.
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