Is an Open Source Hosted Learning Management System Truly Free?

When I launched my hosted Moodle Learning Management System (LMS) solution, I had a number of people ask me why anyone would pay to have you host a solution that is free.  That made we realize that many people don’t understand that just because you don’t pay licensing fees does not mean that there aren’t costs to set up the system and keep running.  There are numerous overlooked costs that can prevent the system from being successful and cost more in time and effort than was anticipated.

To reduce the likelihood of others falling for the same mistake, I have decided to list some of the “hidden” costs of an open source solution.

1. Hardware – This is probably the most recognized cost when dealing with open source software.  At minimum, you will need to have a server to host the LMS; what is sometimes overlooked is that you may also need systems and servers for supporting the LMS, such as backups (external drives) and/or monitoring tools.  Having a backup process and monitoring tools that determine system health are two often-neglected necessities for all systems. If you are moving all your training materials and records into a digital format, it would be irresponsible (and costly) to not protect them from catastrophic loss with tools like these.
2. Support – All users of your system, whether learners, developers or trainers, will need a way to get support on the system.  This crucial aspect of implementation often gets overlooked until system launch, when the owner suddenly has to spend a good deal of unanticipated time helping users launch –and absorb –a  live demo on how to use the LMS.  Even for smaller implementations it is essential to plan for comprehensive user support, both rollout-focused and ongoing,  and include it in the project budget from the beginning.  A user’s first impression of a new LMS and training solution can often make or break the rollout.  If users need support and can’t get it, it is unlikely that they will support the tool in the future.
3. Maintenance – One of the big hidden costs of these systems is standard maintenance.  Whether it is essential security updates, features enhancements, or hourly backups, it takes time (which isn’t really free) and detailed knowledge to keep a system stable.  This is another aspect that often gets brushed under the rug, but well-planned and -executed standard maintenance practices really are essential to making the LMS a viable long-term training solution.
4. Expertise – The cost of not having enough expertise is a tricky thing to calculate.  Every failed upgrade, implementation mistake and poorly designed solution will have a significant financial cost as well as souring user sentiment towards the LMS.  In the long run, you often will end up paying more for a lower-quality solution.  When you work with skilled experts, not only can they help you avoid common pitfalls, but they also can help guarantee that your solution meets your needs at a higher level of quality.  Although there is a cost to bringing experts into a project, their influence can have a very positive effect on the project’s outcome and can reduce the long-term costs of the solution.
   

These are just a few costs that many people don’t take into consideration when contemplating an open source solution for their Learning Management System.  Although they are still very low when compared to an enterprise LMS licensing fee, they should be planned for and kept in mind when comparing an in-house open source solution against an externally hosted one.  With the rise of low-cost hosting solutions, you can get high-quality solutions at a true cost that would often be lower than that of doing it yourself.  Once you have spent a few days trying to debug a system issue, you may also realize that the cost may be worth it.