Choosing the right LMS or HRIS is a big decision. This case study follows a growing training provider through a structured vendor selection process – from requirements analysis to narrowing down the top contenders. With key needs like Salesforce integration, branded learning centres, and scalability, we assessed vendors, conducted demos, and refined the selection to ensure a long-term fit. A clear, data-driven approach saved time, budget, and future headaches. Watch to learn how to choose the right system with confidence!
Transcription
Choosing the right HRIS or LMS is a big decision. Whether you’re switching systems or selecting your first LMS, a well planned vendor selection process ensures success for years to come. This case study follows our LMS requirements analysis case study to the next project phase of vendor selection.
Company Overview
Our client, a growing training provider, delivered education to a wide range of organizations. As demand increased, they realized their existing LMS could no longer support their needs. After a couple of demos with LMS vendors, their team felt overwhelmed with the amount of information available and so many different options to choose from.
Requirements Analysis
A strong vendor selection starts with a comprehensive requirements analysis, a critical step to avoid wasted time and budget. For this training provider, the top priorities were the need for Salesforce integration, the ability to create many branded learning centres, and to handle a large number of customized courses and client groups for the training providers corporate clients.
Vendor Selection
We researched and assessed a group of over 30 vendors across a list of eight high-priority requirements. Of those, we identified the system we had the most confidence in to meet what we needed and invited 20 to submit an RFP response. Of these, 13 vendors responded forming our selection for the analysis. At this stage, it’s important to have the requirements documentation ready in a format that vendors can easily complete and that provides all the relevant information needed to compare the vendor solutions fairly.
After receiving vendor responses, we conducted a structured analysis. How well did each vendor meet our overall requirements? Did they meet all mandatory features? What were the pricing models and long term costs? With this, we recognized that out of the box solutions are less risky than configurations or even customizations would be, and we rated that accordingly.
Refining the Selection
We then plotted this in a chart, providing us with the information of fit, a risk mitigation score, and the estimated system cost over a specific time frame. This analysis identified our top four vendors, and we invited them for demos. Once the demos are completed, the selection is further refined to just two vendors who will be invited for deeper dive demo meetings, commercial negotiations, proof of concept tasks, and other factors that will make the decision for the final vendor clearer.
Overkill, you think? Well, you will want to use this system for years to come. Being clear on your requirements and each potential vendor’s fit to the requirements and your commercial and financial decision making is key so that you don’t regret. Vendor selection may seem like an overwhelming process, but with a clear, structured approach and the right analysis, you can ensure your LMS or HRIS selection aligns with your business goals and supports long term success.
Next Steps
If your organization is facing similar challenges and needs help selecting an LMS or HRIS system we can help. Contact us today! We’re here to guide you through the process and ensure you make a choice that will work for years to come.
