LMS Migration Checklist

Use this comprehensive checklist to guide your organization through a successful LMS migration. This checklist is specifically designed for HR Systems Owners, IT Managers, and L&D Managers.

Planning Phase

Team Assembly

• Identify project leader
• Include representatives from HR, IT, and L&D departments
• Assign clear roles and responsibilities
• Establish regular meeting schedule
• Document communication protocols

Requirements Gathering

• Document limitations of current system
• Define must-have features for new system
• Identify nice-to-have features
• Document compliance requirements
• Establish security requirements

Success Metrics

• Define user adoption targets
• Set course completion rate goals
• Establish administrative time-saving metrics
• Document compliance reporting requirements
• Create system performance benchmarks

Timeline & Budget

• Create detailed project timeline
• Include 20% buffer for unexpected issues
• Secure budget approval
• Document resource allocations
• Establish go/no-go decision points

Data Preparation Phase

Data Audit

• Inventory all user accounts
• Catalog all courses and content
• Document completion records and certificates
• List custom fields and reports
• Identify historical data requirements

Data Cleansing

• Remove duplicate user accounts
• Update outdated user information
• Archive inactive courses
• Standardize naming conventions
• Resolve data inconsistencies

Data Mapping

• Create field mapping document
• Map course structures
• Document learning path conversions
• Map user roles and permissions
• Define data transformation rules

Backup Creation

• Create full system backup
• Back up all course content
• Export all user records
• Save all completion data
• Document backup location and access methods

Configuration Phase

System Setup

• Configure system branding
• Set up organizational structure
• Create user roles and permissions
• Set up notification templates
• Configure language settings

Authentication & Security

• Set up SSO integration
• Configure password policies
• Establish user provisioning methods
• Set up security roles
• Test authentication flows

Integrations

• Configure HRIS integration
• Set up content system connections
• Establish reporting tool integrations
• Configure email systems
• Test all integration points

Learning Structure

• Set up course categories
• Configure learning paths
• Establish certification processes
• Set up assessment methods
• Configure completion rules

Migration Execution

Pilot Testing

• Select representative test group
• Migrate sample user accounts
• Transfer test course content
• Migrate sample completion records
• Collect and address feedback

Full Migration

• Execute user data import
• Migrate course content
• Transfer completion records
• Import system settings
• Migrate custom reports

Quality Assurance

• Verify user account accuracy
• Validate course functionality
• Test completion tracking
• Check certificate generation
• Validate reporting accuracy

Issue Resolution

• Document all migration issues
• Prioritize problems by impact
• Resolve critical issues before launch
• Create workarounds for minor issues
• Update documentation with resolutions

Launch Preparation

Training Development

• Create administrator training
• Develop manager training materials
• Prepare end-user tutorials
• Record system walkthrough videos
• Develop quick reference guides

Communication Planning

• Draft executive announcement
• Create manager briefing materials
• Prepare end-user communications
• Develop FAQs
• Schedule announcement timing

Support Preparation

• Establish support procedures
• Train support personnel
• Create troubleshooting guides
• Set up feedback mechanisms
• Define escalation processes

Final Verification

• Complete full system test
• Verify all integrations
• Test under expected load
• Confirm backup procedures
• Conduct final stakeholder review

Go-Live Phase

Soft Launch

• Release to pilot group
• Collect and address feedback
• Make necessary adjustments
• Document lessons learned
• Prepare for full launch

Full Deployment

• Execute communication plan
• Provide access to all users
• Deliver scheduled training
• Monitor system performance
• Staff support channels

Initial Monitoring

• Track login activity
• Monitor course enrollments
• Check completion records
• Review support tickets
• Document system performance

Early Issue Management

• Address login problems
• Resolve content access issues
• Fix enrollment discrepancies
• Correct reporting inaccuracies
• Document all resolutions

Post-Migration Phase

30-Day Review

• Analyze adoption metrics
• Review support ticket trends
• Collect user feedback
• Identify priority improvements
• Document lessons learned

Optimization

• Implement UX improvements
• Enhance reporting capabilities
• Optimize system performance
• Refine integration points
• Update training materials

Long-term Evaluation

• Review against success metrics
• Calculate ROI
• Document benefits realized
• Identify ongoing challenges
• Plan future enhancements

Knowledge Transfer

• Update system documentation
• Conduct additional training as needed
• Cross-train team members
• Document best practices
• Create sustainability plan

Role-Specific Checklists

For HR Systems Owners

Data & Compliance

• Verify employee data accuracy
• Confirm regulatory training assignments
• Validate compliance reporting
• Test certification management
• Verify records retention policies

Integration with HR Systems

• Test onboarding workflow
• Validate offboarding processes
• Confirm org chart synchronization
• Verify performance review integration
• Test job role-based assignments

Reporting

• Confirm compliance dashboard functionality
• Validate skills gap reporting
• Test completion by department reports
• Verify certification expiration alerts
• Confirm regulatory audit reports

For IT Managers

System Performance

• Test system under peak load
• Validate response times
• Confirm storage utilization
• Review bandwidth requirements
• Establish performance monitoring

Security

• Verify data encryption
• Test authentication security
• Confirm access controls
• Validate backup integrity
• Verify compliance with security policies

Technical Administration

• Document system architecture
• Create disaster recovery procedures
• Establish maintenance schedule
• Define update procedures
• Configure system monitoring

Integrations

• Validate SSO functionality
• Test API connections
• Confirm data synchronization
• Verify file imports/exports
  Document integration points

For L&D Managers

Content Management

• Verify course importing
• Test content authoring tools
• Confirm multimedia functionality
• Validate learning path creation
• Test content updating procedures

Learner Experience

• Review user interface
• Test mobile functionality
• Validate social learning features
• Confirm gamification elements
• Test accessibility compliance

Assessment & Tracking

• Verify quiz functionality
• Test assessment tools
• Confirm completion tracking
• Validate skills assessments
• Test learner progress reporting

Program Management

• Configure automated enrollments
• Test notification systems
• Verify learning path functionality
• Confirm instructor management
• Test virtual classroom integration

Final Success Verification

• All critical features functioning correctly
• User adoption meeting targets
• Support ticket volume at acceptable levels
• System performance meets requirements
• Stakeholder satisfaction confirmed
• ROI metrics on track
• Training program continuity maintained
• Migration project officially closed
  
  

This checklist is provided by Tovuti LMS to help ensure your migration success. Customize it to your organization's specific needs.

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