Human Resources Information System Strengthening

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Human Resources Information System Strengthening

• Your name(s)
• Your Position, Project, Organization
• Date of Presentation
• Location/Context of Presentation

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The Capacity Project

• Offers technical assistance, knowledge and tools
  for planning, developing and supporting the
  health care workforce through
• Improving workforce policies and planning
• Developing better education and training
• Strengthening systems to support workforce
  performance

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Presentation Objectives

• Identify need for health workforce data
• Describe Capacity Project HRIS Strengthening
  approach, software and country activities
• Review examples of HRIS data in practice

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Need for Data

• HR Challenges in the developing world
• The demand for medical professionals is
  increasing.
• In response to the HIV/AIDS pandemic
• While the supply is decreasing.
• Medical professionals are dying prematurely of
  AIDS
• Medical professionals are emigrating to other
  countries or leaving the sector

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Good HRIS Data is needed to answer policy and
management questions (examples)

• How many doctors and nurses are being trained?
• What is the distribution of cadres in urban and
  rural areas?
• Who is eligible for promotion?
• Who will be retiring over the next five years?
• How many health professionals have applied to
  out-migrate?

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Data on Paper Lesotho, Uganda and Kenya
Registries
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Five HRIS Activity Areas

• HRIS Leadership
• Infrastructure Strengthening
• Software Solutions
• Data-driven Decision Making
• Capacity Building and Sustainability

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Participatory Approach

• Generate ownership
• Build capacity
• Empowerment
• Share with other
• Ministries and Sectors
• Countries

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Participatory Approach Stakeholder Leadership
Group

• Managers Ministry of Health)
• HR Ministry of Public Service)
• Payroll Ministry of Finance
• Registrars Health Councils
• Training Centers
• Scholarship Boards

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Capacitys HRIS Software Principles

• Minimal Cost
• Initial
• Ongoing Cost of Replication
• Maximum Extensibility
• Now
• In the Future
• Maximum Ease-of-Use
• Simple, Familiar Interface
• Clear Online and Paper Documentation

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Capacitys HRIS Software Approach

• Free/Open-Source Software
• International development and support community
• Development for one country or application made
  available to all
• Web-based
• Maximum utility, access, and compatibility
• Familiar interface
• Regional and Global Partnering
• Sustainability
• Standards for sharing and contextual analysis
• Training institute twinning for technology
  training and support

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Capacity iHRIS Software Suite Three Modules
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Country Activities
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Country Activities

• Uganda
• Rwanda
• Swaziland
• Lesotho
• Tanzania
• Zanzibar
• Kenya
• Southern Sudan
• Namibia
• Mali

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Uganda

• HRIS Stakeholder Leadership Group well
  established
• Prototype iHRIS Qualify system installed in
  Nursing Council and Alllied Health Council
• System is in use with full data entry underway
• Data-Driven Decision Making Training Planned for
  March

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Rwanda

• Built MOH ICT Infrastructure with Columbia
• Prototype iHRIS Manage system in use at Ministry
  of Health
• Excel workforce planning system in place using
  data from iHRIS Manage
• Collaboration with World Bank

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HRIS Stakeholder Leadership Groups formed and
HRIS work underway

• Swaziland
• Lesotho
• Tanzania
• Zanzibar

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Interest expressed and inaugural visits planned
to

• Southern Sudan
• Namibia
• Mali

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Regional Sharing Uganda Study Trip to Kenya, Nov
2005
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How can an HRH Information System answer our
policy questions?
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World Health Day April 2006
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How many student nurses enter training every
year? How many go on to become registered?
Academic Year 2001-2002
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How does this break down by gender? Implications?
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How does this break down by district?
Implications?

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Percentage of Nurses Entering Training by
District
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What can we learn about outmigration from an
HRIS? (one example)
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72
65
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Nurses Enrolled/Registered in Uganda, 2004
Nurses Applying for External Licensing in Uganda,
2000-2005
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Lessons Learned

• Comprehensive stakeholder identification and
  involvement from the beginning
• Stakeholders dont know about each other and
  available data sources
• Free and Open Source software offers best
  supported and most cost effective model
• Inter-country sharing prevents repeat mistakes,
  leverages successes, and ensures consistency

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Next Steps!

• Develop HRIS Strengthening action plans for all
  countries
• Finish mature software solutions and release to
  open-source development community
• Work with global (WHO, World Bank, EU) and
  regional (eg. ECSA) partners to build consensus
  and ensure sustainability.

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Zanzibar HRIS Process
pre-Capacity
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Thank you!
http//www.capacityproject.com/hris
hris_at_capacityproject.org
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Thank you!
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Swazilands need for better HRH data

• No one had a complete picture of where health
  workers were in what facility doing what job
• The right people werent getting paid
• Staff werent taken off the payroll
• MOHSW was getting sued for not paying employees
  and retirees based on inaccurate information
• those green files (PS Swaziland)
• Data limited to public sector

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Swaziland - HR Data Problems

• Lack of or incomplete data for decision making
• Existing systems not complementing each other --
  no data sharing
• Information flow very slow and not received by
  all who need it
• Pieces of data stored separately in unlinked
  systems bringing them together to make a
  complete story becomes very difficult

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Swaziland - Quick Fixes

• A data collection form was developed and
  distributed to facilities
• Consultant hired to develop simple database
• Data accuracy on new forms checked at facilities
• Data specialists hired to enter and clean data
• Established updating mechanism monthly staff
  returns on beta forms

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Swaziland - Immediate Results

• New and accurate data used to develop the Health
  Workforce Strategic Plan.
• Data also used to analyze vacancies and manage
  deployment to needs of MOHSW

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Swaziland - Next Steps

• Reconcile and merge MOHSW data with MOPS
• Strengthen procedures to update the database
• Train program manager to use data effectively
• Train staff in HMIS department and MOPS to
  maintain data and prepare reports
• Integrate MOHSW with other administrative data
  sources