BaptistCare achieves seamless compliance management with Totara Learn

BaptistCare is a leading not-for-profit organisation providing a wide range of services, including aged care, care at home, disability support, and community services across New South Wales, Australian Capital Territory, Western Australia, Victoria, Tasmania and South Australia. With a team of over 12,000 staff and volunteers, they focus on delivering personalised, compassionate care that enhances the well-being, independence, and quality of life for individuals in need.

The Challenge

In 2018, BaptistCare faced challenges in managing the learning and development needs of its expanding workforce across NSW & ACT, including staff, volunteers, and students. Their existing learning infrastructure lacked integration and a central repository for training records, resulting in inefficiencies in compliance management and reporting. Managers also struggled with limited access to real-time training reports.

BaptistCare needed an enterprise LMS to streamline training, support compliance, and scale for future growth. The organisation sought a solution that could manage employee, volunteer, and student onboarding, while also offering strong data security, seamless system integrations, and flexible course design tailored to their Aged Care and Community Services sectors.

After a rigorous selection process, BaptistCare chose Kineo, with Totara LMS as the solution to address these challenges and support their long-term learning needs.

The Solution

A BaptistCare working group was created across all business streams, and with counsel from Kineo, Totara Learn Kineo Edition Managed Service was chosen as the fit-for-purpose learning platform. This solution not only met our current and ongoing learning needs but also incorporated a modern eLearning library, with additional resources sourced to complement the Kineo library.

Key stages in the implementation process that led to the solution’s success included:

1. Pain point identification and mapping – ensuring the LMS addressed our specific challenges.
2. Concurrent library review project – updating and mapping resources from Kineo, Altura, and other internal and external libraries.
3. Customisation and configuration – branding, navigation, user configuration, audience management, administration roles, reports, and dashboards.
4. Integrations – connecting with our CRM for volunteers, HR and financial systems (T1), and talent management platform (PageUp).
5. Content libraries – transferring a diverse range of clinical, business, personal development, management, and leadership courses, including in-house eLearning, blended, and seminar courses.
6. Data migration
7. Pre- and post-go-live checks
8. Training and communication strategy – for learners, managers, and system administrators.

A custom-designed web interface with refreshed content was introduced as part of our My Learning LMS. Microlearning has been incorporated to support blended learning, with webinar recordings also integrated.

Real-time reporting enables managers to develop their teams and meet compliance requirements, aligning with BaptistCare’s risk strategy. Additionally, upskilled team leaders and managers are now more accountable.

Access to the Totara Learning Community, combined with Kineo’s strategic advice and support, has played a crucial role in BaptistCare’s growth, enabling an agile and responsive approach to evolving business needs. On-demand reporting and customised reports are available.

With this scalable platform, BaptistCare can continue to evolve. BaptistCare is delighted with the autonomous, flexible Totara Learn-powered system, which has transformed our capabilities and resolved key LMS pain points. My Learning ensures BaptistCare can effectively support the diverse learning and management needs of our workforce now and into the future.

The Results

BaptistCare has significantly reduced costs with Totara Learn LMS. Licensing fees are lower, and a multi-year agreement with Kineo locked in pricing, preventing annual increases. Shifting from face-to-face to online training cut expenses on venues, travel, and accommodation. Better reporting and tracking have also improved compliance and engagement, reducing administrative costs.

Training is now more efficient and flexible. Online learning allows staff to access courses anytime, eliminating the need for scheduled sessions. Automated enrolments based on job roles save time, while built-in tracking ensures compliance. Reporting is now fully automated, replacing manual spreadsheets, and notifications remind staff of overdue training, reducing manual follow-ups.

BaptistCare launched My Learning (Totara Learn LMS) in six months, on time and within budget. The rollout included identifying learning needs, reviewing content libraries, customising the platform, integrating with HR and financial systems, migrating data, and conducting pre- and post-launch checks. A clear training and communication strategy ensured a smooth transition, while HR and financial system integration automated employee setup, reduced manual effort, enhanced reporting, and saved time with audience-based training assignments.

Within four weeks, 1,600 employees completed IT security compliance training, with 88% of staff engaging. The ability to track mandatory training has led to a significant compliance boost. Key programs such as IT Security Awareness, Medication Management, Work Health & Safety, and Manual Handling have benefited the most.

Today, My Learning supports 8,000 active users, including employees across NSW, ACT, and WA, as well as volunteers and students. Training is role-based, ensuring managers, frontline staff, and support teams receive the right learning. New employees also complete an onboarding course to familiarise themselves with the LMS.

More employees are completing their training on time, and voluntary learning has increased due to the flexibility of online access. Employees appreciate the ease of use, automated reminders, and the familiar, branded LMS experience.

Real-time reporting has empowered managers to track compliance and develop their teams. The ability to save and schedule reports has improved efficiency, ensuring better oversight and accountability.

BaptistCare plans to enhance their LMS by improving the learner experience, search functionality, and ease of access. The focus is on creating a more web-like interface with fewer clicks, expanding the platform’s role beyond compliance to include all learning content.