How to decide wether a LMS as SaaS is better than onSite
"Is an onPremise Solution better than acquiring a Cloud LMS (SaaS)? What is the meaning of a hosting service and what is a web-based LMS? Are cloud solutions free of charge? and what is the difference between Software-as-a-Service and hosting?"
These questions occur to many non-technical people, who are on the hunt for an appropriate LMS. As if the selection process of Learning Management Systems would not be complex enough there are a variety of connected notions (and misconceptions) what is involved.
We will try to make things a bit easier by explaining the individual items and what they entail.
Webbased Software
Web-based Software (=browser-based software) is the standard of our time. Web-based software is not installed on the individual laptop or PC of the user. It is implemented on a central server. To use the software a network access (such as internet or intranet) is mandatory. The LMS (or any other program) is started via a web-browser, such as Chrome, MS Edge, Mozilla etc., by entering an URL. Any web-based software can be hosted in a cloud or onPremise.
To enter the administation cockpit of the LMS your will usually need to enter user name and password, whilst a learner may view content of the learning platform without prior login. If content of the learning platform is not accessible to anyone, you will employ secure learning portals for protection.
Advantage: As the software is centrally installed any update for new features, bug fixes etc. must not be carried out on each laptop or PC. Possibly the user will receive a message that updates are available or have already been implemented.
Web-based software is an essential part if you have a mobile workforce or offer home-office. Web-based solutions have basically obliterated former client-server applications.
LMS onPremise or onSite
With an onPremise (=onSite) installation the LMS hast been implemented within the system landscape of your own enterprise. For the term itself it is irrelevant if the LMS is a classic Client-Server application or a web-based system. Core to the understanding is in any case the local implementation in your own IT environment.
Responsible for updates and maintenance of the system is your system administrator, who should be able to help you with questions concerning cyber security, data transfer etc.
However this may not be the same person who can help out with questions about LMS processes, explain functionalities or individual system configuration. This is usually the domain of a "Super-User", a person who has deeper knowledge concerning the LMS, learning platform and training processes of your enterprise. Also the LMS vendor usually offers training schemes, tutorials, a user hotline or webinars to support you.
As to the advantages of an onPremise solution usually data protection and network security are mentioned. This is especially true if your application runs in an isolated environment without connection to the internet. Security risk obviously rises when accessing the LMS via the internet. Your IT will inform you concerning cyber security issues and internal IT guidelines. German Learning Management Systems usually include all features to correspond with GDSR-requirements.
Relevant for your decision may also be the cost structure of your implementation. Especially within large corporations the cost of internal IT services may be higher than running the same LMS as a cloud solution.
Cloudbased LMS
Cloud is the established term for all online-services offering infrastructure, software or hardware via the internet.
Contrary to popular opinion professional cloud applications are not free of charge. Some vendors offer so called "freemium" versions of their product which come with a reduced feature portfolio and can not be adjusted to your needs.
Hosting Services for Learning Systems
Core aspect of Hosting- and cloud services is the implementation on a server outside of your own IT department. Physically the LMS will be implemented on a server of an external data center such as e. g. amazon (aws cloud).
Basically you rent server capacity of this data center. Cyber security and data protection will be your first concern. To accommodate the requirements of DGSVO you will want to make sure, that the hosting server is based in Germany or at least the EU, as the US have other, mostly leaner, regulations.
Safety can be increased by renting exclusive server space. However it may save cost to share a server with other customers (shared service). This might be also easier for economic maintenance practise in case the LMS service provider is hosting several installations on the same server.
Data and applications are protected by encrypted codes, which are also unaccessible to the staff of the data center. The key is only available for the assigned application owner or his selected service providers.
Server maintenance is usually the duty of the data center itself, whilst updates, bug-fixes and data maintenance is the responsiblity of the own IT department or an assigned service provider. Usually the LMS vendor offers this as an additional service.
Software-as-a-Service (SaaS)
SaaS (Software-as-a-Service) aims mostly on the service contract. SaaS can be seen as an subscription model for the use of the LMS or learning platform.
One advantage of an SaaS model is the easy scaling of the application. It offers some flexibility when more or less software licenses are required on short notice. However, depending on the LMS vendor scalable user schemes can be arranged for whether you arrange for explicit SaaS or not.
Regular LMS updates are usually also a contractual item. Depending on vendor and contract updates or bug fixes can be issued automatically. If your processes cannot or shall not be adopted spontaneously or your enterprise operates in a regulated sector, automated updates might not be, what your are looking for. If this is the case the LMS vendor will coordinate updating the software at intervals which are suitable for you.
Distributed Applications
Another way to set up your learning management system is the installation of a distributed application interface. You might think about data protection when you decide to implement your data base (e. g. mySQL) onPremise, whilst users access the data via an LMS interface which is hosted in an external data center. This is a possible, but rather unusual as it might effect the performance of data queries. If this seems to be the appropriate way for you to operate the Learning Management System, you will want to make sure, that the connection between data center and data base allows for stability and appropriate speed.
Conclusion
Modern web-based Learning Management Systems are always web-based applications. But what is the best way to operate a LMS? OnPremise, as SaaS or as a Cloud solution?
You will have guessed already: there is not the one perfect answer. There is pros and cons to all ways. The good news is, that the cons can mostly be balanced out by appropriate measures.
The decision is a question of your enterprise policy, which will weigh the aspects of data and network security, workload and cost of your own IT services as well as flexibility and consideration of your training processes.
We offer Your preferred Solution
Whatever solution seems preferable to you, we will accomodate you. We will implement TCmanager® LMS according to your priorities and will advise you on eye level.
Sharing our experience and expertise we support your decision no matter if onPremise, SaaS or full hosting package.
Get in touch for your free consultancy appointment. We are looking forward to answering your questions.
