iHRIS Manage
Training of
Trainers (TOT)
Gaborone, Botswana
May 4 – 8, 2015
iHRIS Training of Trainers (TOT)
WELCOME AND CLIMATE SETTING
2
Importance of iHRIS to MOH
iHRIS will enable MOH senior managers,
planners, policy makers, and others to
make informed decisions about the
health sector and its workforce
•
•
•
•
Who exactly is the health workforce?
Workforce management and support
Future planning and modeling
How is iHRIS different from other HR
systems?
3
iHRIS Training of Trainers (TOT)
ROLE AND IMPORTANCE OF IHRIS
WITHIN MINISTRY OF HEALTH
4
Goal and Expectations
Goal: To build internal MOH capacity
to train end users in iHRIS Manage
for long-term sustainability, through a
dedicated team of trainers who will be
able to train others as iHRIS Manage
is rolled out to the facilities
5
Selection Criteria
Criteria for Trainer Selection:
• Computer literacy, preferably with a working
knowledge of iHRIS
• Hold a position where training/mentoring others is or
can be made a part of their current job duties
• Strong background and/or demonstrated interest in
conducting trainings
• Available to provide follow up support, coaching and
time to end users trained
• Selected by MOH Human Resources Division
6
Role of iHRIS at MOH vs. facilities
and DHMTs
MOH HQ
Support iHRIS roll out and set up
DHMTs and Facilities
Use the system for day-to-day HR functions
online more accurate and efficiently
Ensure staff are trained on how to use iHRIS
Ability to stay up to date with own vacancies
and request for recruitment for vacant
positions (including required skills)
Access to HR files and reports online
Access to HR files and reports online
(reduction in calls to DHMTs and facilities)
Reduces time taken to transfer files to and
from RMU
Available information on MOH staff through
access to HR reports online (positions,
grades, qualifications, duty station, etc.)
Keep the database updated on a regular
basis
Available information on MOH staff at the
district by facility (for the country, but make
changes to own data only)
7
Overall benefits of iHRIS Manage
• Reduces workload
• Increases productivity, as officers are
free to do other tasks
• HQ staff can also access data and
reports for the districts and facilities
from behind their computers at the
click of a button
8
Future support for iHRIS
through MOH
• Training and mentoring
• Troubleshooting of challenges and
backlogs
• Overall IT and system administration
support
9
iHRIS Training of Trainers (TOT)
OVERVIEW OF TOT AND IHRIS OPEN
SOURCE SOFTWARE
10
Introductions and Expectations
Please introduce yourself:
• What is your name?
• Where do you work?
• What is your title/position?
• How did you hear about iHRIS?
• What do you hope to learn during this TOT?
• What do you expect to be able to do after
participating in this TOT?
11
What is a database?
• A collection of records about some entity
(persons, countries, cars, animals, etc.)
• A collection of information organized so
that it can be easily accessed, managed,
and updated
• An application that manages data (distinct
pieces of information organized for use or
decision making) and allows fast storage
and retrieval
12
The Paper Database
•
•
•
•
•
Bulky and difficult to store as it grows
Difficult to retrieve information from it
Analysis difficult and time-consuming
Risk of total destruction by fire
Risk of destruction or becoming unusable
after flooding
13
Health workforce data
around the world…
14
Health Workforce Information
System (HRIS)
Ministry of Health
(plus other relevant Ministries: Education,
Public Service, etc)
Public
Service
HRIS
Payroll System
National Health
Workforce Registry
Local Government
Training Institutions—Health
Worker Training Database
Professional Councils—Registration and Licensure System
Facilities & Service Providers
FBO
NGO
Assoc Assoc
For
Profit
Assoc
HRIS
FBO
HRIS
NGO
HRIS
FP
FBO
NGO
FP
FBO
NGO
FP
15
Good Health Worker Data
is Needed for…
• Education and Training – to
make sound decisions about
education and training,
quantity and type
Planning
• Registration – to
ensure qualified supply
• Deployment – to meet
needs
• Management – of
personnel; tracking
Management
movements
• Planning – right person, right
place, right skills, right time
Training
Registration
Deployment
16
What is iHRIS?
Short answer: A software for
managing health workforce
information
17
What is iHRIS?
Integrated Human Resources
Information System (iHRIS) is a
management tool that enables an
organization to design and manage a
comprehensive human resources
strategy.
18
The iHRIS Suite
• Open source software developed by the
USAID-funded Capacity Project and
CapacityPlus, both led by IntraHealth
International
• Web-based application built on Ubuntu
server but can be accessed from any web
browser
• In use by countries in Africa, Asia, and
South America
19
iHRIS Manage is for health
service delivery
iHRIS Qualify is for health
professional councils
iHRIS Plan is for workforce
planning and modeling
iHRIS Retain helps plan
and cost retention
interventions
iHRIS Train tracks preservice and in-service
training
20
iHRIS Suite in Botswana
21
Local Innovation
22
Countries actively using iHRIS
23
iHRIS Global Community
www.ihris.org
• 150 active participants in
open source community
• Nearly 300 issues raised,
addressed and resolved
in one year of operation
• Six donors
–
–
–
–
–
–
USAID
CDC
Canada
DFID
WHO
World Bank
• Seven implementers
–
–
–
–
–
–
–
IntraHealth
Abt
Baylor
FSD
IMA
JSI
MSH
• All supporting over
over a million health
worker records
24
Connecting with the
iHRIS Global Community
For more information, please visit
www.ihris.org
To connect with other iHRIS users or for
additional iHRIS support, join
ihris@googlegroups.com
or contact swilliams@intrahealth.org
25
iHRIS Manage TOT Objectives
By the end of the TOT, participants should be able
to demonstrate the ability to train end users in
how to:
• Log into iHRIS Manage
• Add and edit records
• Generate and export reports
• Create customized reports
• Administer the database
• Monitor data quality and ensure data is backed up
regularly
26
Day One - Monday
8:30am – 9:00am
9:00am – 9:20am
Registration
Welcome and climate setting
9:20am – 9:40am
Role and Importance of iHRIS within MOH
9:40am – 10:30am
Overview of TOT and iHRIS Open Source Software
10:30am – 11:00am TEA BREAK
11:00am – 11:15am Overview of iHRIS Manage (navigation, functions and components)
11:15am – 12:00pm Adding New Records (Manage People)
12:00 – 12:15pm
12:15pm – 1:00pm
1:00pm – 2:00pm
2:00pm – 3:00pm
3:00pm – 4:30pm
4:30pm – 4:45pm
Basic principles of adult learning
“Use what you know!” comprehension case and role play - Adding New
Records (Manage People)
LUNCH
Editing Records (Search Records)
“Use what you know!” comprehension case and role play – Editing
Records (Search Records)
Day 1 Evaluation
27
Day Two - Tuesday
8:30am – 9:15am
9:15am – 9:45am
Review of Day 1 Material, comprehension cases, and role plays
Administering the iHRIS database and Configure System Component
9:45am – 10:30am
“Use what you know!” comprehension case and role play –
Administering the iHRIS database and updating standard/drop down
lists
10:30am -11:00am TEA BREAK
11:00am – 12:00pm Overview of reports in iHRIS Manage
12:00pm – 1:00pm
1:00pm – 2:00pm
2:00pm – 3:00pm
3:00pm – 4:15pm
4:15pm – 4:30pm
“Use what you know!” comprehension case and role play – Generating
and analyzing reports
LUNCH
Customizing and Exporting reports
“Use what you know!” comprehension case and role play –
Customizing and Exporting reports
Day 2 Evaluation
28
Day Three – Wednesday
8:30am – 9:15am
9:15am – 10:00am
Review of Day 2 Material, comprehension cases, and role plays
iHRIS Data Quality Management
10:00am – 10:30am “Use what you know!” comprehension case and role play – Data
Quality Management
10:30am -11:00am TEA BREAK
11:00am – 11:30pm Backing up iHRIS data
11:30am – 1:00pm
1:00pm – 2:00pm
2:00pm – 3:00pm
3:00pm – 4:15pm
4:15pm – 4:30pm
“Use what you know!” comprehension case and role play – iHRIS
data backup
LUNCH
ABCs of introducing iHRIS and its usage in organizations
“Use what you know!” comprehension case – Mapping workflows
and discussion of country case studies
Day 3 Evaluation
29
Day Four - Thursday
8:30am – 9:15am
Review of Day 3 Material, comprehension cases, and role plays
9:15am – 10:30am
Overview of iHRIS training steps, guides, manuals, materials,
tool kit, and global iHRIS community and Google Group
10:30am -11:00am
TEA BREAK
11:00am – 1:00pm
Preparation for group presentations
1:00pm – 2:00pm
LUNCH
2:00pm – 2:45pm
Group 1 Presentation and Feedback – iHRIS Basics and Adding
Records
Group 3 Presentation and Feedback -- Generating, Analyzing and
Exporting Reports
2:45pm – 3:30pm
3:30pm – 4:15pm
4:15pm – 4:30pm
Group 5 Presentation and Feedback -- Administer Database
Function, Data Quality Management, Data Backup and Sharing,
and Seeking Support through the Global iHRIS Community and
Google Group
Day 4 Evaluation
30
Day Five - Friday
8:30am – 9:45am
Review of Day 4 Material, comprehension cases, and role
plays
9:45am – 10:30am
Group 4 Presentation and Feedback -- Customizing
Reports, Updating Standard/Dropdown lists, and
Formatting and Importing Data into iHRIS
10:30am -11:00am
TEA BREAK
11:00am – 11:45am
Group 2 Presentation and Feedback – Searching and
Editing Records
11:45am – 12:30pm
End of training discussion and evaluation
12:30pm – 1:00pm
iHRIS Transition and Way Forward
31
Group Assignments
32
iHRIS Training of Trainers (TOT)
OVERVIEW OF IHRIS MANAGE
33
Navigation
• Logging into the
system
• Setting up a
user name and
password
• Accessing
subpages
34
User Roles
Administrator
Self-service
HR Manager
iHRIS
Manage
Training
Manager
HR Staff
Geographical
/ Facility
Access
Executive
Manager
35
User Roles and Permission Levels

Users can access the system
according to the role and permission
level that they are assigned
 Not everybody can see everything
 Permission level limited to what a role
does daily
36
Components and Functions
iHRIS Manage has 4 main components:
37
Tabular Reports
38
Reports: Graphs
39
Reports: Pivot
40
Reports:Filtering
41
Challenges



Missing/inaccurate data from source (e.g.,
certifications missing from paper HR file)
Different sources of data that conflict each
other (e.g., Infinium data vs. facility staff list
and records unit)
Not collecting and reporting on the same data
elements
42
Advantages

More accurate reports

Create report easily

Uniform reporting

Standardization of common data elements like
department names, titles, positions, etc.
43
iHRIS Training of Trainers (TOT)
ADDING NEW RECORDS
44
Try it online!
45
iHRIS Training of Trainers (TOT)
BASIC PRINCIPLES OF ADULT
LEARNING
46
What does it take to be a good
trainer or facilitator?
47
Traditional vs. Non-formal Learning
Traditional Learning
Non-formal Learning
Teacher is seen as possessing all the
important information
Facilitators and participants are
partners in learning
Learner is an “empty vessel” needing
to be filled with knowledge
Learner is active
Teacher talks and learner listens
passively
Learning is practical, flexible, and
based on the real needs of the learner
Teacher chooses the program content
and learners must adapt to it
Purpose of learning is to improve the
life of the learner or his/her community,
not just to receive isolated skills or
knowledge
Teacher confuses authority of
knowledge with his or her own
authority
Emphasizes trust and respect while
encouraging questioning and reflection
Teacher is the subject of the learning
process while learner is the object
48
Source: Training Resources Group (TRG). “Overview of Facilitation and Experiential Learning”
Some basic adult learning concepts:
Learning Styles
David Kolb (1975)
Peter Honey & Alan Mumford
(1982)
 Converger: prefers concepts  Reflectors: like to stand back &
gather information before coming to
& active experimentation
a conclusion
 Diverger: prefers practical
experience & reflection
 Theorists: want to fully understand
the theory behind a subject before
they feel comfortable with it
 Assimilator: prefers abstract
modeling and theoretical
reasoning
 Activists: want to learn by diving
straight in to new experiences, and
don’t particularly like theory
 Accommodator: prefers
practical experience & active
testing
 Pragmatists: want to see the
practical use of what they’re
learning, and want practical
techniques. Theory can follow
later….
49
Experiential Learning Cycle
Source: David
Kolb
Honey & Mumford, adapted
from Kolb
50
Experiential Learning Cycle –
another level of detail…
51
The Experiential Learning Cycle
The role of the facilitator is to
create a safe and respectful
place for the group of learners
and help them through the
cycle.
EXPERIENCE
(Activity,
doing)
APPLY
(Planning
more
effective
approaches
& behaviors)
PROCESS
(Reflection,
sharing,
comparing,
contrasting)
GENERALIZE
(Insights,
knowledge,
conclusions,
lessons
learned)
Source: Training Resources Group (TRG). “Overview of Facilitation and Experiential
Learning”
52
Example Activities and Questions
Experience
Process
Generalize
Apply
“Doing” activities,
such as:
- Case studies
- Role plays
- Skits/dramas
- Demonstration
- Small group tasks
- Site/field visit
- Skill practice
“Reflecting”
questions that help
learners draw
meaning from the
experience, such as:
- What are your
observations
about ___ ?
- Where did you
have difficulties?
- What worked?
- What strategies
were used?
- How does what
you said relate to
… or differ
from…?
- What were turning
points in the
experience?
“Generalizing”
questions that help
learners develop
conclusions that can
be applied to real life,
such as:
- What have you
learned about ___
?
- Have you gained
any new insights
about ____ ?
- What general
advice could we
give about ____ ?
- What are some
significant points
to remember from
this section?
“Applying” questions
that help learners
identify what they will
do better/differently
as a result of their
learning, such as:
- How can you use
__ in your job?
- What will/can you
do differently as a
result of ___ when
you return to your
job?
- What do you (or
the group) still
need to work on?
- How can the
group support
your efforts to
53
change?
Source: Training Resources Group (TRG). “Overview of Facilitation and Experiential Learning”
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
ADDING NEW RECORDS
(MANAGE PEOPLE)
54
Comprehension Case #1
In a small group, please do the following actions
in iHRIS Manage:
1. Log into iHRIS Manage
2. Using the Manage People component, add a
new employee to the database:
a) Surname: Chilolo
b) First Name: Elizabeth
c) Other names: Insert your group number here
d) Nationality: Tanzania
e) Residence: Taifafeki
55
Role Play #1
Choose one person to act as the “learner” and a
second person to act as the “trainer” and
complete the following actions in iHRIS
Manage.
1. Log into iHRIS Manage
2. Create a user name and password
3. Add a new employee record
56
Role Play #1: Discussion
1. What are your observations about adding a
new record to the database?
2. Where did the “learner” have difficulties?
3. What did the “trainer” do that worked well in
the role play?
4. Did the “trainer” apply any principles of adult
learning in his/her instruction? If so, how?
5. What general advice could we give about
teaching this function?
57
iHRIS Training of Trainers (TOT)
EDITING RECORDS
(SEARCH RECORDS)
58
Try it online!
59
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
EDITING RECORDS
(SEARCH RECORDS)
60
Comprehension Case #2
In a small group, please do the following actions
in iHRIS Manage:
1. Using the Search Records component, make
these requested edits:
a) Add a new language option for English and new
qualification option for “iHRIS Data Entry and Use
Training”
b) Update Elizabeth Chilolo’s record with the created English
language option
c) Update Elizabeth Chilolo’s record with the created “iHRIS
Data Entry and Use Training” qualification
d) Assign Elizabeth Chilolo the position of “iHRIS Technician” 61
that belongs to job “Information Technology Assistant”
Role Play #2
Choose one person to act as the “learner” and a
second person to act as the “trainer” and
complete the following actions in iHRIS
Manage.
1. Log into iHRIS Manage
2. Search for Elizabeth Chilolo’s record
3. Promote Elizabeth Chilolo from “iHRIS
Technician” to “iHRIS Specialist” under job
“Information Technology Instructor”
62
Role Play #2: Discussion
1. What are your observations about editing
records in the database?
2. Where did you or the “learner” have
difficulties?
3. What did the “trainer” do that worked well in
the role play?
4. Did the “trainer” apply any principles of adult
learning in his/her instruction? If so, how?
5. What general advice could we give about
teaching this function?
63
iHRIS Training of Trainers (TOT)
DAY 1 EVALUATION
64
iHRIS Manage
Training of
Trainers (TOT)
Gaborone, Botswana
Day Two: May 5, 2015
65
Review of Day 1 Material
• What topics were covered?
• How do you feel about what you learned?
• What are some significant points to remember
about material covered yesterday?
• How can you apply what you learned about
iHRIS yesterday when you return to your job?
• What do you (or the group) still need to work
on?
66
Day Two - Tuesday
8:30am – 9:15am
9:15am – 9:45am
Review of Day 1 Material, comprehension cases, and role plays
Administering the iHRIS database and Configure System Component
9:45am – 10:30am
“Use what you know!” comprehension case and role play –
Administering the iHRIS database and updating standard/drop down
lists
10:30am -11:00am TEA BREAK
11:00am – 12:00pm Overview of reports in iHRIS Manage
12:00pm – 1:00pm
1:00pm – 2:00pm
2:00pm – 3:00pm
3:00pm – 4:15pm
4:15pm – 4:30pm
“Use what you know!” comprehension case and role play – Generating
and analyzing reports
LUNCH
Customizing and Exporting reports
“Use what you know!” comprehension case and role play –
Customizing and Exporting reports
Day 2 Evaluation
67
iHRIS Training of Trainers (TOT)
ADMINISTERING THE IHRIS MANAGE
DATABASE
68
Try it online!
69
User Roles
Administrator
Self-service
HR Manager
iHRIS
Manage
Training
Manager
HR Staff
Geographical
/ Facility
Access
Executive
Manager
70
User Roles and Permission Levels

Users can access the system
according to the role and permission
level that they are assigned
 Not everybody can see everything
 Permission level limited to what a role
does daily
71
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
ADMINISTERING THE
IHRIS MANAGE DATABASE
72
Comprehension Case #3
In a small group, please do the following actions
in iHRIS Manage:
1. Using the Configure System component:
a) Create a new user name and password for Elizabeth
Chilolo
b) Update the training institution drop down list to include
iHRIS Academy - Tanzania
c) Add a training qualification to Elizabeth Chilolo’s record,
“iHRIS Data Entry and Use Training”
73
Role Play #3
Choose one person to act as the “learner” and a
second person to act as the “trainer” and
complete the following actions in iHRIS
Manage.
1. Log into iHRIS Manage
2. Create a user name and password for
Elizabeth Chilolo
3. Assign “Administrator” user role and
permission level to Elizabeth Chilolo
74
Role Play #3: Discussion
1. What are your observations about the using
Configure System component of iHRIS
Manage?
2. Where did you or the “learner” have
difficulties?
3. What did the “trainer” do that worked well in
the role play?
4. Did the “trainer” apply any principles of adult
learning in his/her instruction? If so, how?
5. What general advice could we give about
teaching this function?
75
iHRIS Training of Trainers (TOT)
GENERATING AND ANALYZING
IHRIS MANAGE REPORTS
76
Why create iHRIS reports?
Health workforce data and reports can be used
by policy makers and decision makers in
various strategic ways such as:
• advocating for funds
• advocating for additional health workers
• education and training
• human resources management
• health professional qualification tracking
• influencing policies
• workforce planning
77
Try it online!
78
Reports: Tabular
79
Reports: Graphs
80
Reports: Pivot
81
Reports:Filtering
82
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
GENERATING AND ANALYZING
REPORTS
83
Comprehension Case #4
In a small group, please do the following actions
in iHRIS Manage:
1. Using the View Reports component:
a) Generate a facility list as a tabular report
b) Generate a list of total staff by job as a tabular report
c) Generate a graph report of total staff by job as a pie chart
d) Generate a graph report showing staff totals by retirement
year as a column chart
84
Role Play #4
Choose one person to act as the “learner” and a
second person to act as the “trainer” and
complete the following actions in iHRIS
Manage.
1. Log into iHRIS Manage
2. Generate a list of staff totals by facility as a
tabular report
3. Generate a graph report of hires total per year
as a column chart
85
Role Play #4: Discussion
1. What are your observations about generating
and analyzing reports using iHRIS Manage?
2. Where did you or the “learner” have
difficulties?
3. What did the “trainer” do that worked well in
the role play?
4. Did the “trainer” apply any principles of adult
learning in his/her instruction? If so, how?
5. What general advice could we give about
teaching this function?
86
iHRIS Training of Trainers (TOT)
CUSTOMIZING AND EXPORTING
IHRIS MANAGE REPORTS
87
Try it online!
88
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
CUSTOMIZING AND EXPORTING
REPORTS
89
Comprehension Case #5
In a small group, please do the following actions
in iHRIS Manage:
1. Using the View Reports component:
a) Generate a facility list as a tabular report and export into
an Excel document
b) Generate a graph report of total staff by job as a pie chart
export into a Microsoft Word .doc
c) Generate a graph report showing staff totals by retirement
year as a column chart, filtering for those expected to retire
after 2015
d) Create a new report for total staff by training institution
90
Role Play #5
Choose one person to act as the “learner” and a
second person to act as the “trainer” and
complete the following actions in iHRIS
Manage.
1. Log into iHRIS Manage
2. Generate a tabular report of staff totals by
facility, filter by facility type: clinics, and export
into an Excel document
3. Generate a graph report of total hires per year
as a column chart and filter by gender: female
91
Role Play #5: Discussion
1. What are your observations about customizing
and exporting reports using iHRIS Manage?
2. Where did you or the “learner” have
difficulties?
3. What did the “trainer” do that worked well in
the role play?
4. Did the “trainer” apply any principles of adult
learning in his/her instruction? If so, how?
5. What general advice could we give about
teaching this function?
92
iHRIS Training of Trainers (TOT)
DAY 2 EVALUATION
93
iHRIS Manage
Training of
Trainers (TOT)
Gaborone, Botswana
Day Three: May 6, 2015
94
Review of Day 2 Material
• What topics were covered?
• How do you feel about what you learned?
• What are some significant points to remember
about material covered yesterday?
• How can you apply what you learned about
iHRIS yesterday when you return to your job?
• What do you (or the group) still need to work
on?
95
Day Three – Wednesday
8:30am – 9:15am
9:15am – 10:00am
Review of Day 2 Material, comprehension cases, and role plays
iHRIS Data Quality Management
10:00am – 10:30am “Use what you know!” comprehension case and role play – Data
Quality Management
10:30am -11:00am TEA BREAK
11:00am – 11:30pm Backing up iHRIS data
11:30am – 1:00pm
1:00pm – 2:00pm
2:00pm – 3:00pm
3:00pm – 4:15pm
4:15pm – 4:30pm
“Use what you know!” comprehension case and role play – iHRIS
data backup
LUNCH
ABCs of introducing iHRIS and its usage in organizations
“Use what you know!” comprehension case – Mapping workflows
and discussion of country case studies
Day 3 Evaluation
96
iHRIS Training of Trainers (TOT)
IHRIS DATA QUALITY MANAGEMENT
97
What is Data Quality?
Data quality refers to the tools and processes
that result in the creation of correct, complete
and valid data that is required to support sound
decision-making.
• Data is said to be of quality if it can be used to
provide the relevant or intended information
• Poor quality data is not accurate enough to
provide such information and thus cannot be
used for valid decision making
Source: Information Management Journal
98
Attributes of Data Quality
• Accuracy: data was recorded correctly
• Completeness: all relevant data was recorded
• Uniqueness: entities are only recorded once
• Timeliness: data is kept up to date
• Consistency: data agrees with itself
99
Importance of Data Quality
Positive experiences using data contribute to a
demand for additional data and a continued
commitment to improving the quality data and
continued data use.
As a result the relationship of improved
information, demand for data, and continued
data use creates a cycle that leads to
improved health programs and policies.
Source: Nutley, T. et al. 2013
100
iHRIS Data Quality Management
• How to run reports to check for missing fields,
duplicates
• Option for eliminating duplicates by overwriting
records
• Data quality checks and guidelines
101
Try it online!
102
Data quality checks and guidelines
On a monthly basis, randomly select 10 paper and
electronic iHRIS staff files and perform the following:
1. Cross check each of the 10 paper staff files for
presence of required key documents
2. Compare each paper based staff file with iHRIS
electronic file to ensure all fields are completed and
updated
3. Generate a report showing the number of duplicate
records and percentage of records with missing data
4. Using reliable data, update electronic records to
eliminate the above quality issues
103
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
DATA QUALITY MANAGEMENT
104
Comprehension Case #6
In a small group, please do the following actions
in iHRIS Manage:
1. Using the View Reports component:
a) Generate a report to check for missing data
b) Generate a report to check for duplicates
c) Randomly select 10 records and check for fields missing
data, with incorrectly spelled or punctuated data, or
misassigned fields (e.g., assigned male when name or
photo indicates female) and notes the number of records
out of 10 where data quality issues are found
105
Role Play #6
Choose one person to act as the “learner” and a
second person to act as the “trainer” and
complete the following actions in iHRIS
Manage.
1. Log into iHRIS Manage
2. Generate a report to check for missing data
3. Generate a report to check for duplicates
106
Role Play #6: Discussion
1. What are your observations about data quality
management using iHRIS?
2. Where did you or the “learner” have
difficulties?
3. What did the “trainer” do that worked well in
the role play?
4. Did the “trainer” apply any principles of adult
learning in his/her instruction? If so, how?
5. What general advice could we give about
teaching this function?
107
iHRIS Training of Trainers (TOT)
BACKING UP IHRIS DATA
108
Key Questions
Who makes the policy that determines what data,
files, and computers are backed up, and how is
the policy made known?
Who is responsible for performing backups?
What data should be backed up?
How often should backups be created?
What media should be used?
Where should backups be stored?
109
Backing up iHRIS Data
• Different options for data backups (local
machine, external hard drive, MOH
server)
• Incremental vs. full backup
• Scheduling data backups (manual vs.
automatic)
110
Potential Server Set Up Plans
Centralisation
HQ
One central server
pc
pc
pc
District 1
pc
pc
pc
pc
pc
District 2
pc
pc
pc
pc
District 3……………….. District 27
111
Potential Server Set Up Plans
Decentralisation
HQ
1 Master central server
Two servers (north and
south)
pc
pc
pc
pc
District 1
pc
pc
pc
pc
TO
District 12
pc
District 13
pc
pc
pc
District 27
112
Tips for non-IT personnel
1. Be aware of the data backup plan and
schedule, from site to central level
2. If backup plan is not in place, work with
technical resource people (e.g., MOH systems
analysts, IT manager, etc.) to develop one
aligned with MOH requirements
3. Remain in regular communication with
technical resource people to remind them of
importance of data backup and check that
backup plan and schedule are being followed
113
Example Data Backup Plan
Type of Data
Minimal Backup
Policy
Backup Retention Policy
Person(s)
Responsible
System software
Latest version
plus patches
At Least Weekly
Annual (verified) Backup
Monthly Generations
Weekly Generations
IT personnel
Application software
Latest version
plus patches
At Least Weekly
Annual (verified) Backup
Monthly Generations
Weekly Generations
Daily Generations
IT personnel
System data
Daily
Annual (verified) Backup
Monthly Generations
Weekly Generations
Daily Generations
IT personnel
Application data
Daily with real
time transaction
files
Annual (verified) Backup
Monthly Generations
Weekly Generations
Daily Generations
IT personnel
Software licenses,
encryption keys, &
protocol data
Weekly
Annual (verified) Backup
Monthly Generations
Weekly Generations
IT personnel
114
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
IHRIS DATA BACKUP
115
Comprehension Case #7
In a small group, please do the following actions:
1. Answer the key questions for data backup as
they relate to your work site
2. With a technical resource person, develop a
draft data backup plan for one of your group
member’s work sites
3. Choose one group member to summarize
your answers to the key questions and your
draft data backup plan
116
Discussion #7
1. What are your observations about iHRIS data
backup?
2. Where did you or your group have difficulties?
3. What did you do to resolve these difficulties?
4. How will you apply what you have learned
about data backup when you return to your
job?
5. What general advice could we give about
teaching other iHRIS users about data back
up?
117
iHRIS Training of Trainers (TOT)
INTRODUCING IHRIS MANAGE AND
ITS USAGE IN ORGANIZATIONS
118
Introducing iHRIS Manage and
its usage in organizations
• Country case study
• Importance of mapping workflows
• Training and ongoing mentoring
119
Country Case Study - Tanzania
1. Who are the key stakeholders/decision makers in
this case study?
2. What actions were during the training to encourage
uptake of iHRIS in the workplace? Provide two
examples.
3. How were basic principles of adult learning
integrated into the workshop? Provide two
examples.
4. Why did the training used mixed teams? Who made
up these teams?
5. What challenges did participants encounter when
returning to their work sites? What solutions were
proposed?
120
Examples of HR Workflows
121
Workflow Mapping
122
Tool for mentoring visits
and issue management
123
Summary
• Introducing iHRIS into an organization requires
thoughtful planning, buy in among stakeholders, and
adequate training for end users
• Capacity building for iHRIS data entry and use
requires more than one training; mentoring visits and
a plan for issue management are essential
• Workflow mapping can identify who is most
appropriate and strategic to train in iHRIS data entry
and use
• Workflow mapping can also pinpoint where iHRIS
tasks can be seamlessly integrated into day-to-day
jobs
124
iHRIS Training of Trainers (TOT)
“USE WHAT YOU KNOW!” –
WORKFLOW MAPPING
125
Comprehension Case #8
In a small group, please do the following tasks:
1. Using the workflow mapping tool:
a) Choose one group member’s institution to document
b) Choose one HR process out of those listed in the tool
c) Interview group members from the chosen institution on
that HR process and the steps taken and people
responsible for each step
d) Based on responses, determine:
i.
Who are the key people to be trained in iHRIS Manage?
ii.
Where in the current workflow will these individuals need to
integrate an iHRIS task?
iii.
What kind of follow up mentoring will be needed for these
individuals? How often do you expect they will need mentoring?
126
Discussion #8
1. What are your observations about workflow
mapping process?
2. Where did you or your group have difficulties?
3. What did your group do that worked well in the
mapping process?
4. How could you apply principles of adult
learning in training others about workflow
mapping?
5. What general advice could we give about
teaching about workflow mapping and
introducing iHRIS into an institution?
127
iHRIS Training of Trainers (TOT)
DAY 3 EVALUATION
128
iHRIS Manage
Training of
Trainers (TOT)
Gaborone, Botswana
Day Four: May 7, 2015
129
Review of Day 3 Material
• What topics were covered?
• How do you feel about what you learned?
• What are some significant points to remember
about material covered yesterday?
• How can you apply what you learned about
iHRIS yesterday when you return to your job?
• What do you (or the group) still need to work
on?
130
Day Four - Thursday
8:30am – 9:15am
Review of Day 3 Material, comprehension cases, and role plays
9:15am – 10:30am
Overview of iHRIS training steps, guides, manuals, materials,
tool kit, and global iHRIS community and Google Group
10:30am -11:00am
TEA BREAK
11:00am – 1:00pm
Preparation for group presentations
1:00pm – 2:00pm
LUNCH
2:00pm – 2:45pm
Group 1 Presentation and Feedback – iHRIS Basics and Adding
Records
Group 3 Presentation and Feedback -- Generating, Analyzing and
Exporting Reports
2:45pm – 3:30pm
3:30pm – 4:15pm
4:15pm – 4:30pm
Group 5 Presentation and Feedback -- Administer Database
Function, Data Quality Management, Data Backup and Sharing,
and Seeking Support through the Global iHRIS Community and
Google Group
Day 4 Evaluation
131
iHRIS Training of Trainers (TOT)
OVERVIEW OF IHRIS TRAINING
STEPS, TOOLS, AND GLOBAL
COMMUNITY
132
Why are iHRIS trainers important?
Goal: To build internal MOH capacity to train end
users in iHRIS Manage for long-term
sustainability
This dedicated team of trainers will be able to:
1. Conduct end user trainings as iHRIS Manage
is rolled out to the facilities
2. Maintain institutional capacity with refresher
trainings and on-site mentoring as needed
3. Assist with proper handover and training when
key staff are transferred or leave the system 133
iHRIS Training Steps
• Welcome, climate setting, expectations
• Introductions, opening remarks
• Overview of iHRIS and HRIS in Botswana
• iHRIS components and functions
• Manage People and Search Records functions
• Administer database and positions
• Reports (importance, filters, exporting)
134
iHRIS Training Tools
• Attendance forms
• Training assessment & evaluation forms (Pre,
Daily, End)
• Training program and PPT slides
• iHRIS Manage trainer's guide and user’s guide
• iHRIS server, computer/laptops, websites
• Tasks and exercises
• Projector, camera and printer (optional)
• Training LAN, power cables, etc.
135
How to download materials from
iHRIS xChange
Add link here
136
iHRIS Implementation Toolkit
www.ihris.org/toolkit-new/
137
iHRIS Global Community
www.ihris.org
150 active participants in open
source community
Nearly 300 issues raised,
addressed and resolved in
one year of operation
Six donors
USAID
CDC
Canada
DFID
WHO
World Bank
• Seven implementers
–
–
–
–
–
–
–
IntraHealth
Abt
Baylor
FSD
IMA
JSI
MSH
• All supporting over
over a million health
worker records
138
Connecting with the
iHRIS Global Community
For more information, please visit
www.ihris.org/community
To connect with other iHRIS users or for
additional iHRIS support, join
ihris@googlegroups.com
or contact swilliams@intrahealth.org
139
Selecting Administrators for the
Botswana iHRIS Google Group
140
iHRIS Training of Trainers (TOT)
PREPARATION FOR GROUP
PRESENTATIONS
141
iHRIS Training of Trainers (TOT)
GROUP PRESENTATIONS AND
FEEDBACK
142
iHRIS Training of Trainers (TOT)
DAY 4 EVALUATION
143
iHRIS Manage
Training of
Trainers (TOT)
Gaborone, Botswana
Day Five: May 8, 2015
144
Review of Day 4 Material
• What topics were covered?
• How do you feel about what you learned?
• What are some significant points to remember
about material covered yesterday?
• How can you apply what you learned about
iHRIS yesterday when you return to your job?
• What do you (or the group) still need to work
on?
145
Day Five - Friday
8:30am – 9:45am
Review of Day 4 Material, comprehension cases, and role
plays
9:45am – 10:30am
Group 4 Presentation and Feedback -- Customizing
Reports, Updating Standard/Dropdown lists, and
Formatting and Importing Data into iHRIS
10:30am -11:00am
TEA BREAK
11:00am – 11:45am
Group 2 Presentation and Feedback – Searching and
Editing Records
11:45am – 12:30pm
End of training discussion and evaluation
12:30pm – 1:00pm
iHRIS Transition and Way Forward
146
iHRIS Training of Trainers (TOT)
GROUP PRESENTATIONS AND
FEEDBACK
147
iHRIS Training of Trainers (TOT)
END OF TRAINING EVALUATION AND
DISCUSSION
148
iHRIS Training of Trainers (TOT)
IHRIS TRANSITION AND WAY
FORWARD
149
Thank you!
For more information, please visit
www.ihris.org
To connect with other iHRIS users or for
additional iHRIS support, join
ihris@googlegroups.com
or contact swilliams@intrahealth.org