Managing SumTotal system administration is a big job.
It’s the most configurable LMS on the market, which means it has more moving parts that must work together. When you add the rest of the Talent Expansion® suite, the scope of responsibilities can seem enormous.
Fortunately, SumTotal provides extensive training, resources, and a customer community, where you can get answers to your questions.
But even with all that support, it can take months or years to become fully proficient.
What Do SumTotal Administrators Do?
We’ve provided a sample list of responsibilities for an LMS administration team comprising an Administrator, a Technical Consultant, a Learning Analyst, and a Reports Specialist. In a large organization, you may have several of each.
Every organization is unique, so this example may not be appropriate for your organization. You may even have only one person managing all these functions.
This list is by no means complete, but it will give you an idea of the scope of services.
General Administration
Your Administrative Team
The skills and roles you need to manage your administration depend on your organizational structure, talent needs, and, in many cases, languages and localization.
Here are some things to consider:
1. Should administration be a part-time role?
Handling administration alongside another primary role can be a challenge. During times of intense activity, such as a system update, administration can require constant attention for hours or days at a time. You run the risk of critical tasks going undone.
In a small company with few learning needs, it may be possible to have one person handle it as a part-time function, but you wouldn’t want that person to be the only one who can.
2. Do we need a backup administrator?
An employee loss doesn’t need to be permanent to be disruptive. What if your only administrator goes on parental leave next week?
So, your backup administrator must be as well-trained as your primary administrator and should have frequent hands-on experience.
3. How do we know how many people we need to manage SumTotal?
We approach that question on a case-by-case basis. Every organization is different.
The complexity of what you do, how critical it is to your business, and whether you have regulatory certification requirements also figure in the analysis.
4. Should we outsource administration?
Hiring a managed services provider to handle some or all your SumTotal administration could be a smart decision.
Before you decide, balance the benefits and risks.
Here are the Salary.com figures for the typical roles in administration.
What are the Potential Risks of SumTotal Outsourcing?
As with any external relationship, there are risks associated with outsourcing your administration. However, you can manage and mitigate those risks with careful planning and preparation.
Treat your provider as a member of your team.
Set expectations at the beginning of the relationship for reports, feedback, and responsiveness to your needs.
Do business with a company that values your business, meets with you on a regular schedule, and invests itself in helping you meet your goals.
Protect yourself with a non-disclosure agreement in your contract. Expect and ensure frequent audits of security and privacy procedures.
Be sure your potential partner’s business runs on a solid, reliable platform.
Make your exit plan a part of your agreement and specify access to your data in a secure location. Review your exit plan frequently.
Your SumTotal managed services provider will be a critical part of your business. Choose a certified SumTotal Partner and consider whether you want the provider on your team, like any other team member.
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