INTEGRATED HUMAN RESOURCES
INFORMATION SYSTEMS (IHRIS)
TRAINER’S GUIDE FOR IHRIS MANAGE
APRIL 2015
TABLE OF CONTENTS
Introduction ...................................................................................................................................................................... 3
Training Objectives ........................................................................................................................................................ 3
Training Team .................................................................................................................................................................. 4
Training Outputs ............................................................................................................................................................. 4
Learning Strategies, Activities, and Methods ....................................................................................................... 4
Training Steps .................................................................................................................................................................. 5
Training Materials and Tools ...................................................................................................................................... 5
PowerPoint Slides....................................................................................................................................................... 6
Evaluation Forms (Pre, Daily and Post-Training) ............................................................................................ 6
Group Exercises........................................................................................................................................................... 7
Training Program ....................................................................................................................................................... 7
User’s Manual .............................................................................................................................................................. 7
Equipment..................................................................................................................................................................... 7
iHRIS Overview ................................................................................................................................................................ 7
Group Exercise/Role Play ............................................................................................................................................. 8
Group Dynamics ......................................................................................................................................................... 8
Group Presentations ................................................................................................................................................. 8
Group Tasks.................................................................................................................................................................. 9
Training Resources ....................................................................................................................................................... 10
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INTRODUCTION
Integrated Human Resources Information System (iHRIS) is a management tool that enables an
organization to design and manage a comprehensive human resources strategy. iHRIS has five
core components: iHRIS Qualify for health workforce registration and licensing, iHRIS Manage
for human resources management, iHRIS Train for managing pre-service and in-service training,
iHRIS Retain for attraction, motivation, and retention and iHRIS Plan for workforce planning and
projections.
iHRIS Manage supports Ministry of Health and other service delivery organizations to track,
manage, deploy, and map their health workforce. Using the system, HR professionals maintain
and have access to a searchable database of all employees and can use it to track detailed
information about health workers throughout their employment, including where they are
deployed, salary history, promotions and transfers, qualifications, in-service training courses, and
reasons for departure when an employee leaves. Depending on user needs, iHRIS Manage can
also be used to track open positions and applicants, solicit job applications for open positions,
and assign employees to fill positions.
iHRIS Manage typically resides with an employer of health workers, such as a Ministry of Health,
local government (district), hospital, non-governmental organization (NGO), or a private
organization. Decision-makers within the organization can analyze data stored in iHRIS Manage
to answer key HR management and policy questions, such as:

Are employees deployed in positions that match their qualifications and education?

Are employees optimally deployed in locations to meet needs?

How many workers need to be recruited to fulfill anticipated vacancies?

Are pay rates equitable across similar jobs?

Are employees being promoted in alignment with competencies?

What are the reasons for employee attrition?
TRAINING OBJECTIVES
The overall objective of the iHRIS Manage trainings is for you to be the leader in building the
capacity of HR managers and administrators in using iHRIS Manage to enter data and manage
human resources, as well as provide decision makers with the information they need to plan the
workforce effectively.
By the end of the training, the participants attending your training should be able achieve the
following:

Log in through iHRIS Manage portal

Manage records within the system (add and edit person details)

Administer the iHRIS database (create user names and passwords, administer user
permission levels, etc.)

Generate and export standard reports

Create customized reports in iHRIS
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TRAINING TEAM
Considering the practical nature of the training, participants attending your training sessions will
need special attention while engaging in the hands-on activities. Therefore, we suggest that in
addition to your role as a trainer, your team should comprise of members with varied skills. We
strongly suggest that there is a minimum of one trainer per every 5 participants during iHRIS
initial rollout. The training team should comprise of at least one of each of the following:

IT personnel

HR personnel

System administrator

Data quality representative
TRAINING OUTPUTS
At the end of the training, participants should be able to:

Complete tasks in iHRIS Manage, such as:
o
iHRIS installation
o
Importing HR data
o
Logging in and logging out
o
Adding/Editing an employee record in iHRIS
o
Adding an employee’s photo to their record
o
Generating and customizing reports
o
Database administration

Fully understand the functions and benefits of iHRIS

Understand how iHRIS will be used in the participant’s organization according to work
flow
Upon training completion, participating organizations should come away with:
 A fully functional iHRIS Manage, user’s manual, trainer’s guide and related training
materials, and links to the global iHRIS online community, training and discussion
groups.
LEARNING STRATEGIES, ACTIVITIES, AND METHODS
Employing a variety of different teaching methods is important to keep participants engaged. If
you notice that participants are becoming tired, bored, or losing focus, changing to a different
adult learning strategy, activity, or method could help bring participants back to alertness. As a
trainer, use your best judgment on when to engage your participants in a different learning
activity. The following adult learning strategies/activities/methods have been identified for iHRIS
training:

Hands-on step-by-step instruction on using iHRIS
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
Lecture and group discussion

Group exercises and discussion (such as comprehension cases)

Individual exercises/tasks

HR brain teasers

Q & A sessions

Self-evaluation or individual reflection

Daily training assessment
TRAINING STEPS
Prior to training, there are several key tasks that must be accomplished to ensure trainers are
prepared for the training. Be sure that all PowerPoint presentations are final prior to training
commencement, and have the necessary number of printed copies of evaluation forms, exercise
instructions, and user’s manuals. It is a good idea to have a 1-2 extra copies of these materials in
case a participant loses their original copy. Additionally, confirming you have the necessary
equipment available for the duration of the training before the training starts will prevent
unnecessary setbacks. Lastly, before training begins, don’t forget to have each participant fill out
a pre-training evaluation form.
Daily activities are listed in the agenda that you distributed to participants on Day 1. Be sure to
follow the agenda, adhering as closely as possible to the time allotted for each activity. At the
end of the day, make sure each participant fills out a daily assessment form. You should be
using this feedback to inform subsequent training days.
On the last day of training, make sure all participants fill out a post-training evaluation form.
TRAINING MATERIALS AND TOOLS
The following materials and tools will be useful not only for you throughout training, but crucial
in helping participants follow along during the training, and in applying what they’ve learned
once the training is complete. The following is a list of tools and materials that will assist you
while conducting iHRIS trainings:

PowerPoint slides

Evaluation forms (pre, daily and end of training)

Final group presentation instructions

Training Program

User’s Manual

Equipment

iHRIS server/computers

Training computers/laptops

Digital camera/web camera

Projector and tripod projector screen
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
Network cables and wireless switches

Extension cables with power surge protection

External backup disks, flash disks, DVDs

Office supplies (Flip charts, note pads, pens, markers, photo copying papers, masking
tape, stapler)
PowerPoint Slides
PowerPoint slides will be helpful when presenting the overview of training, importance and
context of iHRIS, and using iHRIS, and support and the iHRIS community. Using screen shots
helps to provide step-by-step instructions for training participants on how to navigate and use
iHRIS. Please see page 10 for instructions on how to access presentation templates online.
Presentations should adhere to the following format:
Page 1: Title
Page 2: Presentation objectives
Page 3-6: Course content
Page 7: Illustration or example of what is has been taught
Page 8: Conclusion
At the end of the presentation, you should allow for some time to respond to any questions that
participants may have.
Presentation Format
Font Type & Size: Arial 12
Slide Background: Use the standardized theme
Time: 30 minutes
Q&A: 15 minutes
Evaluation Forms (Pre, Daily and Post-Training)
Requesting participants complete evaluation forms on a daily basis is important to help trainers
determine the effectiveness of their training. There are three evaluation forms that will assist you
as a trainer in tailoring your methods to participant needs:
Pre-Training Evaluation Form. This form is to be distributed and filled out by participants prior
to training. This form will assess the participants’ iHRIS knowledge, attitudes, and computer
literacy. Results from this evaluation form will be compared to the Post-Training Evaluation Form
to determine training effectiveness.
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Daily Assessment Form. This form should be completed by participants on a daily basis. This
form will be very helpful to you as a trainer, as participant feedback should inform you of how
effective and useful participants found that particular day of training and your performance as a
trainer. You can use this feedback to inform and improve (if necessary) future training days.
Post-Training Evaluation Form. The End of Training Evaluation Form will be used to determine
if the training objectives were achieved and if you fulfilled your responsibilities as a trainer.
These forms will show if participants’ iHRIS comprehension has improved since attending
training and your effectiveness as a trainer.
Group Exercises
Group exercises/role plays/comprehension cases are intended to apply the material that learned
though presentations to situations participants would be faced with in real life. Please see page
10 for instructions on how to access these activities online.
Training Program
The Training Program provides a schedule of the daily activities, broken down by time.
Participants will know what to expect on which days, and as a trainer you will use this program
to remain on schedule. Please see page 10 for instructions on how to access a sample agenda
online.
User’s Manual
The User’s Manual provides detailed instructions and step-by-step explanations of how to use
and navigate iHRIS. This manual will be a valuable resource to participants when using iHRIS
after training concludes. As a trainer you will be able to reference these manuals when
answering specific questions.
Equipment
The equipment listed above includes everything needed in order to carry out a successful
training. Being prepared by making sure all equipment is present and ready prior to training will
ensure that the training goes smoothly.
IHRIS OVERVIEW
Participants should have a copy of the iHRIS User’s Manual that you will be able to reference
throughout training and that participants can use once training is complete. When presenting
iHRIS, be sure to include the following points:

What is iHRIS?
o
Define iHRIS as tool and what it does
o
Define iHRIS abilities according to the user’s manual under background section
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

Why have iHRIS in an organization?
o
Explain the situation analysis (challenges) before iHRIS
o
Explain how iHRIS will improve HR management (handle the challenges)
Why use iHRIS?
o

Benefits to the user, manager, organization, country
Future of iHRIS
o
Tool used for day-to-day management of human resources
o
Global access, secure, automated, and interactive
o
Interoperable with other system
o
Lead HR management tool (one stop centre for HR data and Information)
GROUP EXERCISES/ROLE PLAY
As stated above, it is important for training participants to apply what they learn to a scenario
that they might encounter in the real world. Group exercises, such as the comprehension cases
and role plays, are a great way to introduce participants to a variety of different scenarios and
troubleshoot with their peers when encountering any issues or challenges. Working with peers
to lead a group presentation closer to the end of training will give participants the opportunity
to showcase what they have learned as they engage in iHRIS tasks related to a topic about
which they have learned and receive comments/feedback from you, other trainers, and their
fellow participants on their performance.
Group Dynamics
When arranging groups, be sure diversify team members; groups should be comprised of
participants with different roles in their organization. For example, a group should not be
comprised of more than one leader (CAO, DHO), implementer (PPO, SPO, PO, planner), or data
manager (RO, Biostatistician, Secretary, Systems Analyst). Additionally, as a trainer you want to
make sure groups are not too large, so participants can remain engaged in the task: we
recommend no more than 3-4 people per group.
Group Presentations
On the second to last day of the training, participants are grouped and each group is given an
assignment to test their skills in iHRIS management and usage, assess any difficulties they may
encounter within the system, observe any advantages, and recognize creativity brought in by
different participants.
The following are the functions and topics to be discussed by each group:
a) Group 1
-
Opening and logging into the system
-
Components of iHRIS Manage and what each component does (Search Records,
Manage People, Report Views, and System Administration)
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-
Managing people and how to add a person
b) Group 2
-
Searching records: recent changes, search positions, search people
-
Updating individual sections of records - e.g. phone, education
-
Opening a position and assigning it to a person
-
Cropping images and attaching them to someone’s data
c) Group 3
-
Generating main reports and explaining the importance of each (facility, staff,
album, etc.)
-
Using different filters (on the staff list)
-
Exporting reports into Excel and PDF
d) Group 4
-
Generating charts and graphs
-
Inserting graphs, tables, and charts into a Word and/or Excel document
e) Group 5
-
Adding fields to a report
-
Arranging the fields in a report starting with a particular field
f) Group 6
-
Navigating the “Administer Database” subpage and explaining each section
-
Creating jobs/positions in iHRIS and assigning them to people
-
Creating new accounts, changing and recovering passwords
Group Tasks
Group exercises, such as comprehension cases and role plays, should be conducted daily to
keep participants engaged in learning activities. As mentioned previously, you want to make
sure that the groups that are formed are diverse so members with different strengths can
contribute different skill sets when working within iHRIS (e.g. the leaders should be able to log
in and search records, while the implementer in the group adds people, updates records, etc.).
Below, please find a list of tasks relevant to group members based off of their title:
Leaders

Opening and logging into the system

System components

Searching records: recent changes, search positions, search people

Generating main reports and explaining the importance of each

How to use different filters (on the staff list)

Exporting reports into Excel and PDF
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
Generating charts and graphs

Inserting graphs, tables, and charts into a word document

Changing and recovering passwords
Implementers/Data Managers

Opening and logging into the system

System components

Managing people – how to add a person

Searching records: Recent changes, Search Positions and Search people

Updating individual sections of records

Cropping images and attaching them to someone’s data

Generating main reports and explaining the importance of each

How to use different filters (on the staff list)

Exporting reports into Excel and PDF

Generating charts and graphs

Inserting graphs, tables, and charts into a Word document

Accessing the “Administer Database” subpage and explaining each section

Creating new accounts, changing and recovering passwords

Creating a new report

Adding fields to a report

Arranging the fields in a report starting with a particular field
TRAINING RESOURCES AVAILABLE VIA: INSERT LINK HERE

PowerPoint presentation slides and template

Group exercises (i.e., comprehension cases and role plays)

Sample training agenda

Evaluation forms (Pre/Post-Training; Daily)

Attendance Form
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