Training is essential for safe, high-quality services, yet records were scattered across spreadsheets, email threads and paper folders. The absence of a single source of truth made progress hard to track, delayed certificate delivery to personnel files and forced HR to chase data across departments. Manual steps increased the risk of errors and audit findings and offered little transparency for managers who needed timely overviews of mandatory courses, expiries and capacity planning. A modern, privacy-preserving solution was required.

The research produced a framework for the selection of an LMS. First, functional and non-functional needs of HR, the school and care units were consolidated and prioritised using the MoSCoW method. These priorities informed an evaluation matrix covering usability, automation, integration, data protection, maintainability and cost. A broad market scan of cloud LMS options led to a short list for live demonstrations with scripted scenarios covering enrolment and approval flows, reminder workflows, certificate archiving and HR integration. Findings were scored to reach a consensus recommendation.

The evaluation produced a clear, defendable choice. The recommended cloud LMS provides a German-language interface, Swiss-hosted data processing and standard interfaces to the existing HR system. It automates the learning lifecycle: employees self-enrol in mandatory courses, managers approve where required, reminders are issued automatically, attendance is recorded consistently and certificates are generated and archived in the digital personnel file. Dashboards summarise completions, expiries and open actions, enabling targeted follow-up and on-demand evidence of compliance. The framework also outlines migration, user onboarding and a phased roll-out roadmap that reduces operational risk and change fatigue. By replacing fragmented spreadsheets and paper trails with a privacy-preserving, auditable system, the institution can free administrative capacity for work with clients, support data-driven professional development and strengthen organisational resilience. The approach and artefacts are reusable by similar non-profits seeking a vendor-neutral, evidence-based route to modernise training management while safeguarding confidentiality.