A new system integration between Totara’s learning management system and SARD’s workforce and appraisal system has been developed to reduce duplication and improve data flow across NHS organisations.

Totara’s system manages and tracks mandatory training and compliance for clinicians, while SARD supports medical appraisal, revalidation, and workforce planning. The integration seamlessly connects these functions by automatically transferring completed training from Totara into SARD’s appraisal records to support revalidation.

Data flowing between the two systems removes the need for manual data entry and system-switching, improves data accuracy, and ensures training records are visible within appraisal workflows, helping drive compliance and engagement. In return, appraisal data can be fed back into Totara to provide a more holistic organisational view of performance and compliance.

The two systems are linked using a stable identifier such as a General Medical Council (GMC) number, rather than email addresses, ensuring accurate matching even when staff move between organisations. Completed mandatory training records and appraisal records are automatically transferred back and forth between the two systems on a regular overnight data feed.

A successful pilot has been implemented at Oxford University Hospitals NHS Trust. Since going live in November 2022, following a simple configuration process, it has facilitated the automatic transfer of training certifications to support 2000 appraisals annually. Manual processes have been replaced
where doctors or administration teams would previously upload training evidence into the SARD system.

Nicki Colling, Medical Revalidation Manager at Oxford University Hospitals NHS Trust, said: “The SARD and Totara system integration is delivering a number of benefits for the trust:

• The Revalidation team and clinical colleagues are saving time by not having to manually upload training compliance data.
• Data quality and integrity are protected as there is no room for human error in the transfer of information.
• Visibility of completion of mandatory training has increased and enabled this to be formalised within personal development plans if needed, thus ensuring colleagues are appropriately trained and increasing compliance rates.

The feedback from colleagues has been extremely positive and has reinforced how useful these automated data transfers are.  We are continuing to look at other areas where we can develop this technology for everyone’s benefit.”

SARD and Totara each work with between 60-80 trusts across the NHS which means there are over 20 trusts using both systems and now have access to the new integration.

Phil Bottle, Managing Director at SARD, said: Individual NHS systems doing one thing well isn’t enough anymore. For SARD, the real value comes from systems working together. By integrating with Totara, we’re removing duplication, improving data quality, and making it easier for clinicians to bring together their training and appraisal records into one place. Ultimately, it’s about simplifying processes and supporting NHS teams with joined-up, accurate information and not adding to their workload.”

Tim Newham, Head of Healthcare at Totara, said: “We have developed a seamless connection between the Totara and SARD systems to transform how NHS organisations manage medical appraisal and mandatory training. Built on shared principles of open APIs and modular systems, the partnership reflects a broader strategy to create a more connected digital ecosystem across the NHS, enabling joined-up reporting, streamlined processes, and better workforce insight without adding administrative burden. We’re looking forward to making the integration available to our shared customers.”

Doctor revalidation in England is a regulatory process led by the GMC that requires all licensed doctors to regularly demonstrate they are up to date and fit to practise in order to maintain their licence. The process is built around annual appraisals, where doctors review their full scope of work and compile supporting evidence such as continuing professional development, feedback, and clinical outcomes. This information is assessed over a five-year cycle by a senior clinician who makes a recommendation to the GMC.

Disclaimer: This information is provided for general guidance only. It may not reflect the most up-to-date NHS policies or local Trust practices. Always refer to current NHS guidance and your organisation’s policies for definitive information.