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iHRIS Manage User`s Manual

1. From the home page or left menu click Administer Database under Configure System Under the Create Job Structure section select Job Classifications Administer Database Administer Positions Create Job Structure Cadres Job Classifications Salary Grades Jobs The Job Classification page opens showing all job classifications entered in the database Either click Add New Job Classification or select an existing job classification and then click Update This Information to edit it Administer Database Classification Add new Classification Select Classification to edit Medical Doctor return The Job Classification form opens Enter the Name of the job classification Enter a brief Description of the job classification optional Enter a Code for the job classification optional Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Administer Database Classification Name Troubleshooting An error message appears when the Confirm button is clicked Make sure the name of the job classification has not already been entered Change the name and try saving again If you do not want to add the cadre after all click Return Add Salary Grades do not save changes If your organization defines salary grades or bands pay ranges for one or more jobs add those grades
2. Troubleshooting The correct Add Contact link doesn t appear Make certain that contact information hasn t already been added For example if the Add Personal Contact link doesn t appear check the Contact Information section of the employee s record for a Personal Contact section You can then change the previously entered contact information IHRIS Add Position Information Add a Benefit or Special Payment If an employee receives an irregular or one time benefit or special payment such as an allowance travel advance or relocation payment in addition to the regular salary that can be noted in the employee s record under the employee s Position Information In the employee s record click Position Information in the side menu to jump to the Position nu Information section Click Add Benefit Special Payment Notes The Benefits form opens Select the Benefit Type pom Select the Source of the payment IT ae a Select the Currency for the payment and enter the Amount me eo non z Select the Start Date of the payment rum Ez Select the End Date of the payment Select the Recurrence Frequency of the payment once weekly monthly or yearly If the frequency is set to once the start date and end date should be the same or the end date may not be entered Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to sav
3. Once the decision has been made to offer an applicant a position and the applicant has accepted the applicant should be converted to an employee This is done by assigning the position that the applicant has applied for to the applicant Either an HR Staff person or an HR Manager can set the position From the Home page or left menu click Manage People The Manage People page opens Click Review Applicants Manage People Add Person To track a person in the database whether an employee or a job applicant add a record for that person Certain information is required to start a new record Once the record is generate options for adding data about the person will become availa can add a new person to the system Review Applicants Once one or more applications have been recorded for an open position Manager or Executive Manager can review the applications and recor Click Review Applicants to review all of the applications for any open positio The Review Applicants page opens listing all open positions for the organization Click the open position that you want to assign to the applicant the applicant who will be hired The names of all applicants for the position display Click Make a job offer beside the name of Review Applicants Select the Open Position below to view all the applicants return Review Applicants Select the applicant name below for DH09 Manager erson Test Make a job o
4. 1 From the home page or left menu click Administer Database under Configure System 2 In the Training Course Information section select Training Courses eS Either select Add New Training Course and click the Add button or select an existing training course to edit from the menu and click the View button then click Update This Information Enter the Name of the training course Select the Category of the training course Enter the Topic of the course Select the name of the Training Institution giving the course On NWN Nn A Select any CEUs continuing education units earned by completing the course hold down the CTRL key and click to select more than one 9 Select the training course Status 10 Enter any Notes about the course 11 Select the names of the Training Funders hold down the CTRL key and click to select more than one 12 Select any Competencies gained by completing the course hold down the CTRL key and click to select more than one 13 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If itis click Save to save it After saving the course information the screen for entering the class schedule will appear see Schedule a Course Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module
5. Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that all required information has been entered Fill in the required fields outlined in red and try saving again If you do not want to add the training course after all click Return do not save changes The category is not available for selection First add the training course categories see Add a Category of Training Course The training institution is not available for selection First add the training institutions see Add a Training Institution The correct CEUs are not available for selection First add the continuing education courses see Add a Continuing Education Course The status is not available for selection iHRIS In service Training Management Module 39 First add the training course status see Add a Status of Training Course The training funders are not available for selection First add the training funders see Add a Training Funder The correct competencies are not available for selection First add the competencies see Add a Competency Only the HR Manager can add competencies Schedule a Course After adding a training course you need to schedule at least one class for that course The class information includes the dates of the class and the location where the class s given When an employee is scheduled to take a training course that employee is assigned to one of the
6. Health a hospital or other large health care organization or a private provider of health care services However it may be readily adapted to other types of organizations and workforces Modules and Features Version 4 0 of iHRIS Manage consists of several key modules designed to store and report position employee and job applicant information e User Management Create and manage password protected user accounts to control access to the system Accounts are role based so that non authorized user actions and data sets are hidden from the user e System Configuration Turn on and off modules and set options for each module to customize the system and its features e Database Management Design a standard data structure by creating lists of items to be tracked in the database such as geographical locations offices and facilities e Position Management Create positions with standardized descriptions codes and qualifications within the organizational structure and manage the hiring transfer and promotion process e Applicant Management Record information about a job applicant including interview notes and log hiring decisions e Employee Management Match an employee to a position record important information about an employee and maintain a record of the employee s complete work history with the organization e In service Training Management Track in service trainings that employees have completed and assess competencies
7. complete a training course Manage username A unique name used by a user to access the system text entry all verification The type of change made to a health worker s record as changes made verification selection iHRIS change a result of verifying the record with an outside source Qualify verification date The date a change was made to a record as aresult of date iHRIS verifying the record with an outside source Qualify view A display of data as a table or chart that shows specific report view text entry iHRIS fields sorted or aggregated in a pre specified way Manage filters may be selected to limit the data displayed in the iHRIS report view Qualify weekly An event that occurs once a week value Recurrence i1HRIS Frequency Manage iHRIS Data Dictionary 91 work contact Refers to a person s work mailing address telephone work value Contact Type iHRIS number and other contact information Manage iHRIS Qualify writing A person s writing ability in a foreign language selection preset iHRIS proficiency values Manage year The year for which known data are being entered supply year target year year iHRIS Plan yearly An event that occurs once a year annually value Recurrence 1HRIS Frequency Manage iIHRIS Copyright Copyright c 2007 2009 IntraHealth International Inc 1 Permission is granted to copy distribute and or modify this document under the terms of
8. do not save changes There is no open position to set for the employee iHRIS Manage People 55 The position must be created in the system and marked open before it can be assigned to an employee see Add a position The correct currency is not available for selection The currency must be added to the system by an HR Manager see Add a currency IHRIS Add Employee Information Add Identifications Your organization may require one or more identifications from employees and job applicants Add this identification information to the person s record Multiple identifications may be added for a single person View Person Person Test In the person s record under the Individual Information section click Add Identification The Identification form opens Select the Identification Type Enter the number or other identifier for the identification in the Identification Number box Identification Number 999 9999 105 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it The identification information that you just entered displays in the employee s record ee Individual Information Additional identifications can now be added For each identification click Add Identification a a en and add the new identification If any of the identification information needs to be changed click Update Thi
9. enter your Username in the box next to Reset Password and click the Reset button The system will email your new password to you To recover your username enter your Email Address in the box next to Display Username and click the View button The system will display your username Click the link to Return to login page and log in as normal Forgot Password Enter your username to reset your password Reset Password eee t Enter your email address to see your username Display Username View Return to login page i1HRIS User Access Troubleshooting The system does not recognize the email address Contact your System Administrator for help Change Your Password At any time you can change your password for logging into the system Log in Click Change Password in the main menu or left navigation menu Q Search Records Locate any person s record in the system to review print or update View Reports N Configure System Configure modules manage the database and create or update user accounts Change Password Change Password The Change Password form opens Enter your Old Password current password Enter the desired New Password Re enter the password under Confirm New Password to confirm it Click Change Password to save the new password Troubleshooting An error message appears when Confirm is clicked Re enter the password twice The two passwords
10. filled or status selection preset iHRIS discontinued values Manage position title A specific title different from the job title that defines title text entry iHRIS one particular position within an organization Manage position type A classification of a type of position selection iHRIS Manage post date The date a position is opened for hiring date posted posted date date iHRIS Manage practice type The type of registration issued to a health worker selection preset iHRIS values Qualify primary country The country that is selected as the primary location for yes no all data in the system more than one country may be set as the primary country primary form The form or related set of data entry fields on which a selection iHRIS report relationship is based Manage iHRIS Qualify professional The third level of five in the Interagency Language Level 3 professional working value Speaking iHRIS working Roundtable ILR scale of language proficiency a proficiency S 3 Reading or Writing Manage person at this level is able to speak the language with Proficiency sufficient structural accuracy and vocabulary to participate effectively in most conversations on practical social and professional topics projection The number of years in a projection usually between 5 duration number iHRIS Plan duration and 30 years Also refers to the number of years that a pool change affects the projection projection name A calcu
11. such as high school college university professional and degrees for each education type such as diploma bachelor s degree master s degree certificate to track for job applicants and employees Action Enter all education types and degrees in the system see Add an education type and Add a degree Languages Do you want to track employees language skills their proficiency at reading writing and speaking non native languages List all languages to track Action Enter all languages see Add a language Competency categories and competencies Is your organization using a competency model to track employee competencies or skills A competency is any skill in which an employee has been assessed to be competent For easier organization related competencies can be grouped under the same competency type or a category of related competencies When an employee is assessed for a competency a competency evaluation level can be selected List each competency type and all the competencies that belong in each category List all the levels of competency evaluation used in your organization Action Enter all competency types and competencies in the system see Add a competency type and Add a competency Enter all competency evaluations used by your organization see Add a competency evaluation iHRIS Before Installing iHRIS Manage Identification types Identification types are non changing IDs such as a Social Secu
12. Interview Details ion Date of Interview 9 July 2009 People Attending HR Manager Department Manager Comments Decided to call the applicant back for eci interview it This Information f Hiring Decision is Information Date of Decision 15 July 2009 Make a Job Offer Yes Comments Candidate is well qualified for the position iHRIS Add an Application 66 Troubleshooting This option is not available The Application module may be disabled Consult your System Administrator see Disable the Application Module An error message appears when Confirm is clicked Make certain that all the required fields have been completed All required fields are outlined in red Fill in the missing information and try saving again If you do not want to log a decision after all click Return do not save changes IHRIS Add Employee History Enter Employment History As part of completing the job application the applicant s employment history should be recorded The employment history can also be added to the record of any employee of the organization In the person s record click Employment History in the left menu to jump to the Employment teen Hide Add Employment History section Click Add Employment The Employment History form opens EEE In the Company Information section enter the Company Name where the person previously worked ao Enter the Company Address optional a aa
13. LETTER zl Orientation Portrait zl Nurse 74 About Windows 1HRIS IHRIS Using Windows iHRIS A Windows version of the iHRIS Suite has been developed for use in locations where there is no or limited Internet access or where no Linux server is available It installs a single user instance of all three components of the iHRIS Suite on the Windows desktop 1HRIS Manage iHRIS Qualify and iHRIS Plan Please note that IHRIS WINDOWS IS BASED ON AN OLDER OUT OF DATE VERSION OF iHRIS Choose the Windows version for installation in decentralized locations such as a hospital health facility or local government office where network connectivity and technical support may not be as reliable understanding that there are greater security and data quality risks associated with the Windows version In that situation it is recommended that iHRIS be installed on a Windows computer that is physically secure from unauthorized access that is not used for any purpose other than running iHRIS and that access to iHRIS be limited to as few users as practicable Windows HRIS may also be installed with sample data as a demonstration of the program before installing the full server based version Advanced users may export data from Windows iHRIS for import into a server based version of i1HRIS using the PHP MyAdmin tool included with Windows iHRIS Install Windows iHRIS You must download Windows iHRIS as a separate installer Go to the Softwar
14. Speaking iHRIS Roundtable ILR scale of language proficiency a proficiency S 2 Reading or Writing Manage person at this level is able to satisfy routine social Proficiency demands and limited work requirements location Refers to the country region district and optionally geographical location selection from iHRIS county where an organization institution or facility is institution location Country Region Manage located District County iHRIS Qualify location selection Designates a country that is used for determining yes no iHRIS geographical location in addition to selecting a Manage currency or nationality iHRIS Qualify mailing address An address including city country and zip code address text entry iHRIS where a person or organization can be contacted by Manage mail iHRIS Qualify major Primary field of study text entry iHRIS Manage marital status A person s legal status such as single married selection iHRIS divorced or widowed Manage iHRIS Qualify materials Approval of examination application materials yes no iHRIS approved Qualify materials received Examination application materials submitted by an yes no iHRIS applicant in advance of taking the exam Qualify maximum amount The maximum number of health workers that can enter number iHRIS Plan of change the workforce in a projection maximum The largest number of students accepted into a training number iHRIS number of cour
15. The country district or county name is not available for selection Under the Geographical Location menu click Add New and add the country district or county only the HR Manager can do this Then click Administer Database and follow the steps above to schedule the class You will have to re enter any information that you previously entered for the class iHRIS In service Training Management Module 40 Add a Status of a Training Course The training course status classifies whether the course is open closed or any other status of your choosing At least one status should be added From the home page or left menu click Administer Database under Configure System In the Training Course Information section select Status of a Training Course Either select Add New Training Course Status or select an existing status to edit Enter the Name of the status nA BW N e Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that the status has not already been entered Change the name and try saving again If
16. a person held in an organization text entry iHRIS Manage 82 given name name iHRIS Data Dictionary ending salary The salary that a person earned in the last position s he end end salary ending wage selection from iHRIS held in an organization also the highest salary in a last salary Currency number Manage salary grade endorser date The date a student is endorsed to take the national date iHRIS examination Qualify endorser name A person who recommends a student graduating from endorser text entry iHRIS a training program to take the national examination Qualify endorser The qualifications of a person recommending students text entry iHRIS qualifications to take the national examination Qualify evaluation An official assessment of an employee s performance competency evaluation selection iHRIS in a class or competency training course evaluation Manage exam date The date that the qualifying examination is date iHRIS administered to health profession students Qualify exam number The number that identifies a particular examination text entry iHRIS administered to a student graduating from a health Qualify training program exam results The grade received on the test that every student exam examination national selection preset iHRIS graduating from a health training program must pass in examination results values Qualify
17. again If you do not want to add the continuing education course after all click Return do not save changes HRIS Create a Job Structure 44 IHRIS Create a Job Structure iHRIS Manage enables HR Managers and Staff to design and manage a job structure for the organization Jobs may be categorized by health professional cadre job classification and salary grade and may be assigned standard titles codes and job descriptions Click Administer Database under Configure System to create the job structure add new positions that may be filled by employees or applicants and manage existing positions Add Cadres A cadre is a broad category of health workers characterized by the specific training certification or other qualifications required to practice or be licensed in that field Examples of cadres include Nurse Physician and Pharmacist Each job can be linked to one cadre for reporting purposes You may add new cadres or edit any cadre that was previously added Only the HR Manager or System Administrator can update the cadres Cadres should only be used to categorize health professionals Other job categories should be added as job classifications If your organization does not employ health professionals you can skip this step From the home page or left menu click Administer Database under Configure System Administer Database Under the Create Job Structure section select Cadres Administer Positio
18. an employee s performance in a training course Examples of evaluations include Pass Fail and Incomplete At least one evaluation option should be added From the home page or left menu click Administer Database under Configure System In the Training Course Information section select Evaluation of a Training Course Either select Add New Training Course Evaluation or select an existing evaluation option to edit Enter the Name of the evaluation option nA BP U N e Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that the evaluation option has not already been entered Change the name and try saving again If you do not want to add the evaluation option after all click Return do not save changes Add a Category of a Training Course Training course categories group similar courses The category is generally more broad than the training course topic Using training course categories is optional From the home page or left menu click Administer Database under Configure System In the Trainin
19. and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Qualifications The registration or license information appears on the person s record under the Qualifications 2 nu section Repeat these steps for each registration or license that the health worker holds Troubleshooting An error message appears when Confirm is clicked Make certain that all fields have been completed Required fields are outlined in red Fill in the missing information and try saving again If you do not want to add the language after all click Return do not save changes The correct registration council is not available for selection The registration council name must be added to the system by an HR Manager see Add a registration council 1HRIS Add Qualifications 61 Add Language Proficiency To track employees and applicants foreign language skills add language proficiencies to a person s record Proficiency level in speaking reading and writing each language can be recorded separately In the person s record click Qualifications in the side menu to jump to the Qualifications section of the record Click Add Language Proficiency Qualifications Hide Add Registration Add Language Proficiency Add Competency Competency Evaluations The Language form opens Select the Language to add Se
20. and continuing education credits earned from training turned off by default iHRIS Understanding iHRIS Manage Custom Reporting Create reports to aggregate and analyze data in a variety of ways to answer key management and policy questions as well as generate staff lists and directories Search Search for employee and applicant records in the system The following features ensure security and accuracy of data stored in the system Error checking and data correction by authorized data managers to ensure data integrity Automated logging of the username date and time when data are entered or changed for auditing purposes Permanent archiving of all data changes to ensure a consistent record of each employee s history with the organization iHRIS Manage will be extensible to the Capacity Project s other IHRIS products IHRIS Qualify a certification and licensing management system for health professionals and i1HRIS Plan workforce modeling and planning software Both of these systems are currently under development User Roles Five user roles can be assigned in iHRIS Manage The user role limits the activities that the person can perform in the system and helps enforce data quality and management protocols System Administrator is responsible for ensuring that system security procedures are enforced and for keeping the system maintained and functioning The System Administrator can view any record and perform any action
21. course select the Evaluation result 11 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If itis click Save to save it iHRIS Add Trainings 63 Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that all fields have been completed Required fields are outlined in red Fill in the missing information and try saving again If you do not want to schedule the training course after all click Return do not save changes The correct training course is not available for selection The training course must be added to the system by a Training Manager or HR Manager see Add a Training Course At least one class must be scheduled for the training course as well see Schedule a Course The requestor is not available for selection The requestor must be added to the system by a Training Manager or HR Manager see Add Requestors of a Training Course The correct evaluation is not available for selection The evaluation must be added to the system by a Training Manager or HR Manager see Add an Evaluation of a Training Course Evaluate Training Course Competencies A training course may have competencies associated wi
22. for and view any record but cannot enter data into the system e Records Officer enters general information about health workers including demographic education identification contact training deployment and out migration information as well as notes e Registration Supervisor enters all general information about health workers plus issues registrations licenses and private practice licenses and enters continuing education information and disciplinary notices IHRIS Manage User Roles e Administrator has full access to the system e Executive Manager generates reports in order to analyze data can search for and view any record but cannot enter data into the system e HR Manager manages system data including correcting data and managing data selection lists can search for view enter data in and correct any record and generate any report e HR Staff enters and updates records and positions can generate any report e Training Manager sets up the in service training management program schedules employees for trainings and evaluates employees performance in trainings Troubleshooting A required field was not completed The system will display an error message The required field s will be outlined in red Complete the missing fields and try saving again If you do not want to add the user account after all click Return do not save changes The username is already in the system The system will generate an e
23. http open intrahealth org w index php title File Make_a_job_offer png License unknown Contributors Cbales File Manage_person_record png Source http open intrahealth org w index php title File Manage_person_record png License unknown Contributors Cbales Image AddlIdentificationl png Source http open intrahealth org w index php title File AddIdentificationl png License unknown Contributors Sturlington Image Addldentification2 png Source http open intrahealth org w index php title File AddIdentification2 png License unknown Contributors Sturlington Image AddlIdentification3 png Source http open intrahealth org w index php title File AddIdentification3 png License unknown Contributors Sturlington Image Demographicl png Source http open intrahealth org w index php title File Demographicl png License unknown Contributors Sturlington Image Demographic2 png Source http open intrahealth org w index php title File Demographic png License unknown Contributors Sturlington Image Demographic3 png Source http open intrahealth org w index php title File Demographic3 png License unknown Contributors Sturlington Image AddContact1 png Source http open intrahealth org w index php title File AddContactl png License unknown Contributors Sturlington Image AddContact2 png Source http open intrahealth org w index php title File AddContact2 png License unknown Contributors Sturlington Image AddContact3 png Source http open intrahealth
24. http www phpmyadmin net home_page index php 78 IHRIS Field Name or Value 2 character alpha code academic level address in new country administrator alternate telephone number amount applicant application date available hours average salary benefit type birthplace cadre cadre pool Back Matter Data Dictionary Definition The unique two character code that identifies a country established by the International Organization for Standards ISO The highest level of formal education attained by a person The mailing address given by a health worker who is out migrating to a foreign country A role that has full access to all functions in the system this role is responsible for configuring the system and managing user accounts A secondary phone number where a person or organization can be reached The total amount of a benefit or special payment A person who has applied for an open position The date a person applied to take an exam to register as a health worker or for an open position The number and times of hours a person who is applying for part time employment is available to work The average annual salary paid to an employee in a particular group such as a cadre or pool of workers A type of payment made to an employee that is separate from the employee s salary the payment may be one time or recurring The geographical locatio
25. iHRIS Unless you understand these fields you should not edit or delete the existing reports pre defined in iHRIS These reports are used to create the standard report views that are available once iHRIS is installed To edit the pre defined reports and create new reports click Reports under Manage Reports on the Configure Systems screen Reports are generated automatically every 10 minutes The time the report was last generated is shown beneath the report name If you need to manually generate a report to immediately show a change to the database for example do so by clicking Generate If for some reason the report generation fails click Generate Forced to correct it 1HRIS Create Reports 19 Reports can be exported to an XML format file by clicking Save All Reports in the middle of the page under the Staff Reports section Report Views Report views define how data are displayed in a report Multiple report views can be created for the same report so that data may be aggregated and analyzed in various ways For each report data can be displayed either as a table or as a chart The data may also be exported for further analysis or the report may be printed Administrators and Managers can create new report views or edit views that have already been defined At least one report view must be defined before a report can be run Other users may run any report view but they cannot create new views Cr
26. in the number of workers based on a rate of change number iHRIS Plan percentage of the available number of workers leaving or entering the workforce permanent A registration type that does not expire value Registration iHRIS Type Qualify personal contact Refers to a person s home mailing address telephone home personal value Contact Type iHRIS and other contact information Manage iHRIS Qualify pool change A change applied to a cadre pool that calculates either selection iHRIS Plan an increase or decrease in the number of available health workers in that pool population The total number of people inhabiting a specific area number iHRIS Plan such as a country population growth The percentage by which the population of an area will growth rate population number iHRIS Plan 87 iHRIS Data Dictionary position An instance of a job that can be filled by one employee selection from iHRIS in one facility and represents one box on an Position Code Manage organizational chart Position Title position code A unique identifier associated with a particular text entry iHRIS position that identifies it for the organization Manage position The specific responsibilities for a particular position in text entry iHRIS description addition to the general responsibilities for the job Manage position status The status of a position as open closed
27. lowest salary in a salary starting wage Currency number Manage grade static change An annual change in the number of workers based on a amount of change number iHRIS Plan specific number of workers leaving or entering the workforce status The current state of an institution facility or training facility status training course selection iHRIS course typically open or closed status Manage iHRIS Qualify supervisor A person who manages one or more employees of a manager text entry for past iHRIS lower grade employers selection Manage from Position Code Position Title surname A family name or last name last name text entry all 90 iHRIS Data Dictionary suspend license To revoke a health worker s license as a result of a suspend suspension yes no iHRIS disciplinary notice Qualify targeted goals for A goal or proposed outcome for workforce plans or goals text entry iHRIS Plan the workforce projections such as to meet a specific need or staff up to a certain level targeted number The number of health workers necessary to meet the need requirements target number iHRIS Plan of positions health service need targeted ratio of A targeted number of health workers based on a ratio health worker to population number iHRIS Plan positions of one health worker per a certain number of people to ratio targeted ratio be served telephone
28. management tool that enables an organization to design and manage a comprehensive human resources strategy IHRIS Manage helps an organization manage its workforce more effectively and efficiently while reducing costs and data errors Using the system the HR professional can create a hierarchy of positions for an organization based on standard titles job classifications and job descriptions even spread over diverse geographic locations offices and facilities HR staff can solicit job applications for open positions assign employees to fill positions and maintain a searchable database of all employees their identifying information and their qualifications Managers can track each employee s history with the organization including their position and salary histories and record the reason for departure when the employee leaves A decision maker within the organization can analyze this data to answer key human resource management and policy questions such as e Are employees deployed in positions that match their qualifications and education e Are employees optimally deployed in locations to meet needs e How many workers need to be recruited to fulfill anticipated vacancies e Are pay rates equitable across similar jobs e Are employees being promoted in alignment with competencies e What are the reasons for employee attrition iHRIS Manage is primarily intended to be used to manage health care workers employed by a country s Ministry of
29. not save changes The correct salary grade is not available for selection The salary grade must be added to the system before adding the job see Add salary grades The correct cadre is not available for selection The cadre must be added to the system before adding the job see Add cadres The correct classification is not available for selection The job classification must be added to the system before adding the job see Add job classifications IHRIS Administer Positions Add Salary Sources If your organization tracks multiple monetary sources of salaries and or special payments add those to the system so the source can be linked to a salary or special payment Only the HR Manager or System Administrator can add or edit salary sources From the home page or left menu click Administer Database under Configure System Administer Database Under the Manage Positions section select Salary Sources Administer Positions Create Job Structure Manage Positions Salary Sources Position Types The Salary Source page opens Either click Add New Salary Source or select an existing salary sms Database Salary Source new gt ala ource source and then click Update This Information to edit it Ee The Salary Source form opens Enter the Name of the salary source Click Confirm and ee confirm that the name entered is correct If it is not correct click Edit to c
30. of positions already entered in the database appears Click the name of the position to edit Administer Database Position Add new Position Select Facility y to limit the displayed values of Position Sele the Facility m r iew Capital City Clinic v Select Position to edit CHO229 Nurse The position information displays Click Update This Information The Position form opens showing the position information that was previously entered Change any field Click Confirm and confirm that the changed information is correct If it is not correct click Edit to change it If it is click Save to save it Supervisor Troubleshooting An error message displays when Confirm is clicked Make certain that you have completed all required fields Required fields are outlined in red Fill in all missing information and try saving again Also make certain that the position code is unique the system will not save two positions with the same code If you do not want to update the position after all click Return changes do not save iHRIS Administer Positions 52 Discontinue a Position If a position is no longer needed and is not filled by an employee it can be discontinued This will prevent the position from displaying in open position lists The position can be re opened at any time Either an HR Staff person or an HR Manager can discontinue a position From
31. old employee A person who previously worked for an organization value from iHRIS but has left the organization Employee Status Manage once An event that occurs only once or does not recur value Recurrence iHRIS Frequency Manage open A position status that designates a position that is open position value Position iHRIS required for the organization to operate and that the Status Manage organization is actively hiring to fill organization The certifying board or professional council requesting text entry iHRIS requesting the qualifications of a health worker who is applying Qualify verification to work in a foreign country other Refers to all values other than those not explicitly other contact value Contact Type iHRIS listed for selection Manage iHRIS Qualify other names A person s names other than the first name and middle name other name text entry all surname usually one or more middle names out migration The given by a health worker leaving the country out migration selection iHRIS reason where s he was trained in order to practice in a foreign Qualify country pass A passing grade on a qualifying examination or on a passed value Exam Results iHRIS facility inspection or yes no Qualify password A hidden phrase that provides secure access to the text entry all system people attending The names of the people who attend a job interview interviewers text entry iHRIS Manage percentage change An annual change
32. one position by holding down the CTRL key while clicking each position Complete as many of the other Applicant Questions as are applicable Amen can you start e EEES Click Confirm and confirm that the information entered is correct If it is not correct click en ror ren Edit to change it If it is click Save to save it fee Myer veen comes ten The completed application displays in the person s record Now managers and HR personnel can review the application make notes about the interview process and hiring decision and make a job offer to the applicant The application will remain on file even after the position is filled but it can be updated at any time by clicking Update This Information Troubleshooting The Add Application option does not appear The Application module may be disabled Consult your System Administrator see Disable the Application Module An error message appears when Confirm is clicked Make certain that a position has been selected for the application The position is required Other applicant questions may also be required All required fields are outlined in red Fill in the missing information and try saving again If you do not want to add an application after all click Return do not save changes No positions are available There must be at least one open position that the applicant can apply for To create an open position add a new position and mark it as open see Add positions
33. open intrahealth org w index php oldid 14736 Contributors Cbales Sturlington iHRIS User Access Source http open intrahealth org w index php oldid 14737 Contributors Cbales Sturlington iHRIS Add Geographical Areas Source http open intrahealth org w index php oldid 14755 Contributors Cbales Sturlington iHRIS Administer Database for iHRIS Manage Source http open intrahealth org w index php oldid 14757 Contributors Cbales Sturlington iHRIS In service Training Management Module Source http open intrahealth org w index php oldid 14758 Contributors Cbales Sturlington iHRIS Create a Job Structure Source http open intrahealth org w index php oldid 14759 Contributors Cbales Sturlington iHRIS Administer Positions Source http open intrahealth org w index php oldid 14760 Contributors Cbales Sturlington iHRIS Manage People Source http open intrahealth org w index php oldid 14761 Contributors Cbales Sturlington iHRIS Add Employee Information Source http open intrahealth org w index php oldid 14762 Contributors Cbales Sturlington iHRIS Add Position Information Source http open intrahealth org w index php oldid 14763 Contributors Cbales Sturlington iHRIS Add Qualifications Source http open intrahealth org w index php oldid 14764 Contributors Cbales Sturlington iHRIS Add Trainings Source http open intrahealth org w index php oldid 14765 Contributors Cbales Sturlington iHRIS Add an Application Source http open intrahe
34. or clinic Positions can then be defined for each office facility Locations Worksheet Complete the following exercise for each country where employees are located This will determine the geographical and office facility data that need to be entered into the system This exercise should be completed by an HR Manager Country name Currency for employee salaries Region names If you are not tracking data by region enter one country wide region such as National District state province names for each region County sector names for each district state province optional Offices facilities in the country and type of facility Departments used by the office facility or by the organization as a whole optional iHRIS Before Installing iHRIS Manage Example Scenarios The following examples illustrate several scenarios for setting up geographical locations and offices facilities in the system depending on your organization s locations and needs 1 The organization has one office and does not track data regionally Create a country with the name of the country where the office is located For that country enter any meaningful name to signify the one required region such as National For that region enter the name of the district state or province where the office is located For that district enter the name of the county or sector where the office is located optional Enter one facility type such as offic
35. or select an existing identification type and click Update This Information to edit it Administer Database Identification Type Add new Identification Type Select Identification Type to edit return The Identification Type form opens Enter the Name of the identification type Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Administer Database Identification Type Identification Type Name Passport Number return do not save changes 1HRIS Administer Database for IHRIS Manage 36 Troubleshooting An error message appears when Confirm is clicked Make sure that the identification type has not already been entered Change the name and try saving again If you do not want to add the dentification type after all click Return do not save changes Add a Benefit Type The benefit type classifies a type of benefit or special payment to an employee Examples of benefit types include Allowance Travel Advance and Bonus From the home page or left menu click Administer Database under Configure System ae Employee Lists In the Employee Lists section select Benefit Type Education Type Degree Langusge Competency Type Competency Competency Evaluation Identification Type Benefit Type Marital Status Ressons for Departure The Benefit Type page opens
36. org w index php title File AddContact3 png License unknown Contributors Sturlington Image AddBenefitl png Source http open intrahealth org w index php title File AddBenefitl png License unknown Contributors Sturlington Image AddBenefit2 png Source http open intrahealth org w index php title File AddBenefit2 png License unknown Contributors Sturlington Image AddBenefit3 png Source http open intrahealth org w index php title File AddBenefit3 png License unknown Contributors Sturlington Image RecordDeparturel png Source http open intrahealth org w index php title File RecordDeparturel png License unknown Contributors Sturlington Image RecordDeparture2 png Source http open intrahealth org w index php title File RecordDeparture2 png License unknown Contributors Sturlington Image ChangePosition1 png Source http open intrahealth org w index php title File ChangePositionl png License unknown Contributors Sturlington Image ChangePosition2 png Source http open intrahealth org w index php title File ChangePosition2 png License unknown Contributors Sturlington Image PositionHistory png Source http open intrahealth org w index php title File PositionHistory png License unknown Contributors Sturlington Image SalaryChangel png Source http open intrahealth org w index php title File SalaryChangel png License unknown Contributors Sturlington Image SalaryChange2 png Source http open intrahealth org w index php title File SalaryChang
37. page opens Click Review Applicants Manage People Add Person To track a person in the database whether an employee or a job applicant add a record person Certain information is required to start a new record Once the record is generat options for adding data about the person will become available An HR Staff person or an can add a new person to the system Review Applicants ce one or more applications have been recorded for an open position an HR Staff person HR Manager or Executive Manager can review the applications and record notes during the hiring process Click Review Applicants to review all of the applications for any open position The Review Applicants page opens listing all open positions for the organization Click the open position to review Review Applicants Select the Open Position below to view all the applicants return The names of all applicants for the position display Click any applicant s name to review the person s full record including their application for the position and to update the person s information if necessary Review Applicants Select the applicant name below for DHO9 Manager Person est Make a job offer return iHRIS Manage Job Applicants 69 Troubleshooting This option is not available The Application module may be disabled Consult your System Administrator see Disable the Application Module Make a Job Offer
38. person s record under the Qualifications section Repeat these steps for each competency that the person has Update an evaluation by clicking Update This Information beside the competency s name ation Competency stion Competency Nutrition Evaluation Not Evaluated Last Evalua ited 8 July 2009 After adding the competency you can review the evaluation history of a single competency by clicking View Evaluation History beside the competency s name or view all competency evaluations for the employee by clicking Competency Evaluations at the top of the Qualifications section Competency Evaluation History Doe Johnson Accounting Accounts Controlling 8 July 2009 Competent Management Budgeting 17 March 2007 Competent return 1HRIS Add Qualifications 62 Troubleshooting An error message appears when Confirm is clicked Make certain that all fields have been completed Required fields are outlined in red Fill in the missing information and try saving again If you do not want to add the competency after all click Return do not save changes The correct competency type is not available for selection The competency type must be added to the system by an HR Manager see Add a competency type The correct competency is not available for selection The competency must be added to the system by an HR Manager see Add a competency The evaluation result is not available
39. reason for departure The correct currency is not available for selection The HR Manager must add the currency to the system see Add a currency There is an error in any position Click Correct This Information beside the position in the Position Information section of the employee s record to correct the error Only the HR Manager can correct position errors Record a Salary Change If an employee s salary changes the new salary can be updated in the employee s record The old salary will be saved in the employee s Salary History which may be reviewed at any time In the employee s record click Position Information in the side menu to jump to the Position eee Information section Underneath the Salary section click Salary Change 12 July 2009 TF 053000 8 July 2009 The Salary Change form opens showing the current salary information a Select the Currency and enter the amount of the new Salary The Start Date when the new salary will become effective is set to today s date by default If ea nm that is not correct change it notes wae Enter any Notes about the salary change optional Click Confirm and confirm that the information entered is correct If it is not correct click EE Edit to change it If it is click Save to save it The information that you just entered displays in the employee s record under the Position Information section Click View Salary History beside the salary
40. showing all the Benefit Types entered in the database Either Administer Database Benefit Type click Add New Benefit Type or select an existing benefit type and click Update This Information to edit it return The Benefit Type form opens Enter the Name of the benefit type Click Confirm and ee confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting An error message appears when Confirm is clicked Make sure that the benefit type has not already been entered Change the name and try saving again If you do not want to add the benefit type after all click Return do not save changes Adda Marital Status Marital status is used to identify employees legal status Examples of marital status include Single Married Divorced and Widowed From the home page or left menu click Administer Database under Configure System F PN Employee Lists In the Employee Lists section select Marital Status Education Type Degree Langusge Competency Type Competency Competency Evaluation Identification Type Benefit Type Marital Status Reasons for Departure 1HRIS Administer Database for IHRIS Manage 37 The Marital Status page opens showing all the Marital Status items entered in the database Either click Add New Marital Status or select an existing marital status and click Update Th
41. student when s he enters a new index TBD iHRIS pre service training program Qualify 84 1HRIS Data Dictionary initial year of The first year in a projection that a pool change takes initial year year iHRIS Plan change effect the initial year of change may be the same as the start year of the projection inspection date The date when an institution was last inspected date iHRIS Qualify inspection results Certification that a health facility private practice inspection institution text entry iHRIS clinic or training institution is qualified to provide inspection Qualify services instructor The teacher of a training class teacher trainer text entry iHRIS Manage intake An increase in the supply of workers due to employees selection preset iHRIS Plan entering the workforce values intake date The date a person enters a training program date iHRIS Qualify interview date The date at which a formal meeting to assess the date of interview interview date iHRIS qualifications of a job applicant takes place Manage ISCO A unique code that identifies a job classification using text entry iHRIS classification code a standard coding system established by the Qualify International Standard Classification of Occupations ISCO for classifying professions ISO numeric code The unique numeric code that identifies a country text entry all established b
42. the GNU Free Documentation License Version 1 2 or any later version published by the Free Software Foundation with no Invariant Sections no Front Cover Texts and no Back Cover Texts If you have a question feedback on our software or a suggestion for a new feature or improvement or 1f you would like to discuss initiating HRIS strengthening activities please contact the HRIS Development team You may do so in any of the following ways e Click the Feedback button at any point in the 1HRIS software e Visit the HRIS Strengthening Website at http www capacityproject org hris and click Contact Us e Send us an email at hris capacityproject org e Write us at References HRIS Strengthening Information IntraHealth International Inc 6340 Quadrangle Drive Suite 200 Chapel Hill NC 27517 1 http www intrahealth org Article Sources and Contributors 92 Article Sources and Contributors iHRIS Understanding iHRIS Manage Source http open intrahealth org w index php oldid 14754 Contributors Cbales Sturlington iHRIS Before Installing iHRIS Manage Source http open intrahealth org w index php oldid 14753 Contributors Cbales Sturlington iHRIS Administer the System Source http open intrahealth org w index php oldid 14735 Contributors Cbales Sturlington iHRIS Administer Users Source http open intrahealth org w index php oldid 14734 Contributors Cbales Sturlington iHRIS Create Reports Source http
43. to review If the records are for the same person the original record may be updated with any new information by clicking that link If the records are for different people check the box to ignore the error and confirm the new record The nationality is not available for selection iHRIS Manage People The HR Manager must add the nationality as a country see Add a country The correct residence is not available for selection The HR Manager must add the country region and district before they can be selected see Add geographical areas Set Position Immediately after an employee has been added to the system the employee s record displays The next step is to set the position that the employee will fill Until the position has been set the employee will not appear in any current employee lists The employee s position must have been created in the system and have been designated as open the position is not filled by another employee or discontinued If an employee leaves a position and is not assigned a new one that employee is considered an old employee who has left the organization However the employee may return to work in a new position In that case also follow these steps to set a position for the old employee From the employee s record click Set Position under the Individual Information section The Make a Job Offer form opens g Under Position either type or select the
44. to review the employee s past and current salaries HRIS Add Position Information 60 Troubleshooting An error message appears when Confirm is clicked Make certain that the required fields have been entered Required fields are outlined in red Fill in the missing information and try saving again If you do not want to change the salary after all click Return do not save changes The correct currency is not available for selection The currency must be added to the system by an HR Manager see Add a currency The salary is incorrect Click Correct This Information beside the salary in the Position Information section of the employee s record to correct the error Only the HR Manager can correct salary errors IHRIS Add Qualifications Add Registration Many health workers are required to be registered or licensing by a professional licensing board or registration council Track your employees registrations or licenses by adding a registration to employees records In the person s record click Qualifications in the side menu to jump to the Qualifications a U section of the record Click Add Registration The Registration form opens Select the Registration Council that issued the license or registration Enter the Registration Number or License Number For a registration select the Registration Date For a license enter the License Expiration a Date Click Confirm
45. you do not want to add the status after all click Return do not save changes Add Requestors of a Training Course The training course requestors are any person or group who requests that an employee attend a training course Examples of requestors include the employee the employee s supervisor the human resources department or a donor organization From the home page or left menu click Administer Database under Configure System In the Training Course Information section select Requestors of a Training Course Either select Add New Training Requestor or select an existing requestor name to edit Enter the Name of the requestor nA BP U N e Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that the requestor has not already been entered Change the name and try saving again If you do not want to add the requestor after all click Return do not save changes iHRIS In service Training Management Module 41 Add an Evaluation of a Training Course The training course evaluation is used to evaluate
46. Also check that the country name and code have been entered these fields are required Required fields will be outlined in red Try completing the missing fields or changing the country name and saving again If you do not want to add the country after all click Return do not save changes The required 2 Character Alpha Code is not known Find a complete list of 2 letter country codes on the International Organization for Standardization ISO website ul Add a Region A region is a major subdivision of a country Region choices depend on which country is selected only a region that is associated w th a particular country can be chosen when that country is selected For each country you have entered in the system add at least one region From the home page or left menu click Administer Database under Configure System Geographic Information In the Geographic Information section select Region Beanin me Y Region District County Curency The Region page opens Click Add New Region To edit an existing region select its country Sees Database Hegian Select Country from the menu and click the View button then click the region s name and click Update This u Information return The Region form opens Enter or edit the Name of the region Administer Database Region Type the name of or select the Country in which the region is located Enter a Code for the region optional cout
47. Changes Follow these steps to locate a recent change made to a form or record including recently added records These changes may not show up in other reports or searches for 20 minutes after change made From the Home page or left menu click Search Records On the Search Records page click Recent Changes Search Records Q Recent Changes View forms that have been updated recently Q Search Positions Locate any position in the system to review print or update Q Search People Locate any person s record in the system to review print or update The Search form opens Select to view recent changes to Person or Position If an option is not selected all records will be searched Click the View button to show all matching results View Recent Form Changes Select the form to view the most recent updates made to the database Q Person This form holds basic information about a person such as their names and residence Q Position A list of matching records with changes made Today will be displayed You can also choose to review changes made Yesterday or Last Week Click on the record you want to review View Recent Form Changes Person Changes made to Person since 03 Mar 2010 View changes made since Today Yesterday Last Week Total Found 1 Troubleshooting The record is not found No results will display Select different options and click View to search agai
48. Enter the Company Telephone optional CT Er Enter the name of the applicant s Supervisor optional Tes ang ee el Under OK to Contact select Yes or No for whether it is OK to contact the applicant s former e employer p ie Enter the Reason for Leaving the former employer optional I In the Position Information section enter the Date Started at that employer Select the Currency for and enter the amount of the Starting Wage optional Enter the title of the Starting Position optional Enter the Date Ended leave this field blank of the applicant is presently employed by the company Select the Currency for and enter the amount of the Ending Wage optional Enter the title of the Ending Position at the company optional Enter the Job Responsibilities optional Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it The past employment displays in the person s record under the Employment History section ne Hide Add Employment is Information Employer Information is Information Company Name IntraHealth International Click Update This Information beside the employer to edit any of the fields if necessary Company Address 6340 Quadrangle Dr Suite 200 Chapel Hill NC 27517 Repeat this process for each former employer rn vst Supervisor Test Manager Ok to Contact Yes Reason for Leaving Relocat
49. File Education3 png License unknown Contributors Sturlington Image Notesl png Source http open intrahealth org w index php title File Notes1l png License unknown Contributors Sturlington Image Notes2 png Source http open intrahealth org w index php title File Notes2 png License unknown Contributors Sturlington Image Notes3 png Source http open intrahealth org w index php title File Notes3 png License unknown Contributors Sturlington Image ReviewApplicants png Source http open intrahealth org w index php title File ReviewApplicants png License unknown Contributors Sturlington Image ReviewApplicants2 png Source http open intrahealth org w index php title File ReviewApplicants2 png License unknown Contributors Sturlington Image ReviewApplicants3 png Source http open intrahealth org w index php title File ReviewApplicants3 png License unknown Contributors Sturlington Image SetPosition2 png Source http open intrahealth org w index php title File SetPosition2 png License unknown Contributors Sturlington Image SearchRecords png Source http open intrahealth org w index php title File SearchRecords png License unknown Contributors Cbales Sturlington File Manage_search_recentchanges png Source http open intrahealth org w index php title File Manage_search_recentchanges png License unknown Contributors Cbales File Manage_search_recentchanges2 png Source http open intrahealth org w index php title File Manage_search_recent
50. HR Manager determines which specific data items to track and report on in the system and updates lists to include those items These lists determine the selection items in dropdown menus used when creating employee records and define the data standards used by the organization These lists include offices facilities and departments used in the organization items used to define employee characteristics and competencies such as marital status geographical locations and training courses offered to employees iHRIS Understanding iHRIS Manage Position management functions Set up job structure The HR Manager creates a job structure to match the organizational structure by defining the cadres job classifications salary grades and jobs used within the organization Create positions HR Staff or the HR Manager creates positions that exist in the organization Each position is linked to a job and there may be several positions for each generic job A position is filled by one employee and represents one spot on the organizational chart Positions marked as open are available to be filled by an existing employee or job applicant Employment management functions Add employee At any time HR Staff can add a person to the system as an employee This includes recording the employee s name nationality and geographical area of residence as well as information about the employee such as identification numbers demographic information an
51. IHRIS Manage User s Manual PDF generated using the open source mwlib toolkit See http code pediapress com for more information PDF generated at Thu 11 Mar 2010 01 01 46 CET Contents Articles Introduction to iHRIS Manage iHRIS Understanding 1HRIS Manage iHRIS Before Installing 1HRIS Manage System Administration 1HRIS Administer the System 1HRIS Administer Users 1HRIS Create Reports Accessing the System i1HRIS User Access Managing the Database iHRIS Add Geographical Areas 1HRIS Administer Database for IHRIS Manage 1HRIS In service Training Management Module iHRIS Create a Job Structure iHRIS Administer Positions Managing Employee Records iHRIS Manage People iHRIS Add Employee Information iHRIS Add Position Information iHRIS Add Qualifications iHRIS Add Trainings iHRIS Add an Application iHRIS Add Employee History iHRIS Manage Job Applicants iHRIS Search Records in iIHRIS Manage iHRIS Run Reports in iHRIS Manage About Windows HRIS iHRIS Using Windows iHRIS Back Matter 15 15 16 18 21 21 23 23 28 38 44 47 53 53 55 57 60 62 64 66 68 70 72 74 74 78 iHRIS Data Dictionary 1HRIS Copyright References Article Sources and Contributors Image Sources Licenses and Contributors Article Licenses License 78 91 92 93 96 Introduction to IHRIS Manage IHRIS Understanding iHRIS Manage iHRIS Manage is a human resources
52. Website for the most up to date list of planned features and a development calendar iHRIS Before Installing iHRIS Manage IHRIS Before Installing IHRIS Manage Before installing IHRIS Manage spend some time collecting data about your organization and its employees This will enable set up of the necessary data structure for entering data into the system This section gives guidance on the data that should be collected and provides checklists for recording and organizing the data There are four checklists to complete to set up IHRIS Manage e Data Setup Checklist e Define Geographical Locations e Define a Job Structure e Set Up Current Positions and Employees If your organization offers in service trainings to employees you may also choose to set up a training program in iHRIS Manage This module is optional Data Setup Checklist Before entering data into 1HRIS Manage you must configure lists for selecting standard items Standardizing these selection lists ensures that data can be reported consistently Complete the following exercises before beginning to identify and gather all the data needed to complete the setup This exercise should be completed by an HR Manager Note Some data lists are pre filled when iHRIS Manage is installed You may use these pre filled lists as is or any of these items may be edited to match the standards used in your organization Education types and degrees List all education types
53. a currency such as symbol text entry iHRIS dollars Manage iHRIS Plan date disciplinary The date a professional received a disciplinary notice disciplinary action date date iHRIS action occurred Qualify data operations A database management role that is responsible for value Role iHRIS manager managing data entry including verifying and Qualify correcting data and updating standard lists in the system data source The verifiable source of data entered in the system text entry iHRIS Plan such as a census survey or information system date added The date a note was added to a person s record date iHRIS Manage iHRIS Qualify date of birth A person s birthday birthdate date iHRIS Manage iHRIS Qualify decision maker A role that runs reports in order to view and analyze value Role iHRIS data and make health workforce policy and planning Qualify decisions degree Certifies that a particular academic level has been selection iHRIS achieved usually a higher education program Manage department A division within an organization typically around selection iHRIS similar job functions and following supervisory lines Manage dependent A legal dependent such as a spouse or child number of dependents number 1HRIS Manage deployment date The date a person is employed in a health facility as a deployment date iHRIS licensed health worker Qualify description Additional information about or a definition of an item job desc
54. ables System Administrators to define reports based on any data entered in the system In addition the system is installed with a large number of pre defined standard reports that any user can view as a table or chart export or print In addition System Administrators may export data from iHRIS Manage for use in other instances of the system or in other systems Data may also be imported into iHRIS Manage Planned Features Version 4 0 of 1HRIS Manage which this manual accompanies provides a complete solution for setting up an organization s position structure and managing job applications and employee information Later releases will support additional modules and functions including e Customizable roles to enable System Administrators to create roles other than the five pre configured roles and assign them tasks that they can perform in the system e Customizable headers to enable database managers to easily change header or field names for their context 1 e change District to State or Province e Self service option to enable employees and supervisors to view and update their records in the system while protecting private and sensitive data New features and development are ongoing As this is an Open Source development project volunteers and other organizations may also contribute to the core code Check the i1HRIS Manage page http www capacityproject org hris suite ihris_manage php on the HRIS Strengthening
55. aid per year for a current salary wage selection from iHRIS particular job Currency number Manage salary grade Defines pay ranges for one or more jobs band grade salary band selection iHRIS Manage salary increase The amount that a salary is increased each year number i1HRIS Plan expressed as a percentage of the salary salary source A monetary source for an employee s salary or special source selection iHRIS payments that is not the employing organization such Manage as a donor or nonprofit secondary school The school attended before entering a training high school TBD iHRIS name institution Qualify shortname A unique name used to refer to a report relationship short name text entry iHRIS Manage iHRIS Qualify site The location where a training class is given text entry iHRIS Manage speaking A person s speaking ability in a foreign language selection preset iHRIS proficiency values Manage start date The date at which a training program position license date started date iHRIS etc begins Manage iHRIS Qualify start year The year in which a projection of the workforce base year year iHRIS Plan begins for which there is known workforce data starting position The position that a person held when first employed by text entry iHRIS an organization Manage starting salary The salary that a person earned when first employed first salary start start salary selection from iHRIS by an organization also the
56. alth org w index php oldid 14766 Contributors Cbales Sturlington iHRIS Add Employee History Source http open intrahealth org w index php oldid 14767 Contributors Cbales Sturlington iHRIS Manage Job Applicants Source http open intrahealth org w index php oldid 14768 Contributors Cbales Sturlington iHRIS Search Records in iHRIS Manage Source http open intrahealth org w index php oldid 14769 Contributors Cbales Sturlington iHRIS Run Reports in iHRIS Manage Source http open intrahealth org w index php oldid 14770 Contributors Cbales iHRIS Using Windows iHRIS Source http open intrahealth org w index php oldid 11930 Contributors Cbales Sturlington iHRIS Data Dictionary Source http open intrahealth org w index php oldid 14738 Contributors Cbales Sturlington iHRIS Copyright Source http open intrahealth org w index php oldid 14739 Contributors Cbales Sturlington Image Sources Licenses and Contributors 93 Image Sources Licenses and Contributors Image Workflow_Map jpg Source http open intrahealth org w index php title File Workflow_Map jpg License unknown Contributors Sturlington Image Geographical_locations jpg Source http open intrahealth org w index php title File Geographical_locations jpg License unknown Contributors Sturlington Image Job_structure_generic jpg Source http open intrahealth org w index php title File Job_structure_generic jpg License unknown Contributors Sturlington Image Job_structu
57. aphic Information Country Region District County Cumency The Country page opens showing all the countries entered in the database Click Add New Administer Database Country Country To edit an existing country click its name and then click Update This Information Taifafeki The Country form opens Enter or edit the Name of the country Administer Database Country Enter the 2 Character Alpha Code for the country Enter the ISO Numeric Code for the country optional If the country is the primary country where your organization is located select Yes in the a Primary Country menu This will place the country name at the top of all country selection Dass menus Otherwise leave the default as No There can be multiple primary countries l If the country is to be used for locations such as addresses select Yes in the Use for Location Sorte canant Selection menu Selecting No will not display the country in any location selection menus only for nationality selection Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it iHRIS Add Geographical Areas 24 Troubleshooting An error message appears when the Confirm button is clicked Make sure that the country and two letter country code have not previously been entered into the system The system will not allow duplicate countries
58. aries and job responsibilities e Qualifications languages and competencies in which the employee is proficient Action Enter all employees in the system see Manage People Set Up a Training Program The in service training management module is an optional module that can be used to manage in service training courses offered to employees Using this module you can schedule employees to take courses evaluate employee performance in training courses and assess competencies earned from training If you choose to use this module you should gather data about training courses offered to employees to enter in the system The training program data may be entered by a Training Manager or HR Manager After initially setting up the training program you may update training course information or add new courses at any time Before you can use this module you must enable it in the system see Enable the In Service Training Management Module iHRIS Before Installing iHRIS Manage 14 Training Course Descriptions There are various ways you can categorize a training course in the training program management module You can set up course categories You can assign a status to a course such as open closed or full You will select these descriptors when you enter a training course s details You can also select the requestor who asked that an employee be scheduled for a course such as the employee their supervisor human resources a ma
59. atabase Position Add new Position Select Facility Select or type the Facility to limit the displayed values of Position view Select One v return The Position form opens Position Select the Job for the new position Enter the Position Title this may be the same as the job title Enter a Position Description as an addendum to the job description optional Select a Currency for the salary and enter the Proposed Salary amount for the position this amount will be changed to the actual salary when the position is filled optional If there are one or more salary sources to track for the position select them in the Source box to select more than one salary source hold down the CTRL key while clicking the name of each salary source optional Today s date displays for the Date Posted the date the position was opened If this is incorrect change the date Enter any comments or notes about the position in the Position Comments box optional Enter the Position Code Either type or select the code and title of the position that will supervise this position under Supervisor optional Select the office or facility where the position is located in the Facility menu Select the Department where the position is located optional Select the Position Type optional Select the Proposed Hiring Date for the position optional If the position is short term select the Proposed End Date for the position optional Se
60. ational Add identifications Add contact information gt Add identifications Add demographic information Answer application questions Add applicants Add employees HR Staff Add employment history Add contact Add educational information history Add skills and qualifications Review applications HR Staff Managers Enter interview information o Add special payments Update any information Change position Manage Make salary established changes employees Terminate HR Staff employment Review history The following system functions are supported by Version 4 0 of iHRIS Manage Make job offer HR Staff Generate reports HR Staff lt Managers Search records HR Staff Managers System administration functions Install and configure system The System Administrator installs the system files and accesses the configuration screen to set global system options install and turn on modules and set options for modules Set up user accounts The System Administrator creates password protected user accounts for all authorized users of the system and assigns each user a role If the user information changes the System Administrator updates the user account If the user no longer has access to the system the System Administrator disables the user account Database management functions Set up standard data lists The
61. ch as cadres and facilities recommended for public health such as Ministry of Health users Medical base data can be edited after loading e Sample Data all components A fictional dataset intended for demonstration purposes only Not recommended for users who intend to enter their own data in the system If you intend to use Windows iHRIS to enter and manage data we recommend unchecking all sample data Note that enabling modules and sample data takes a few seconds The system displays a message when the modules and data are successfully loaded Using Windows iHRIS While Windows iHRIS is running the iHRIS icon appears in the taskbar in the lower right corner of your screen To switch between any of the components or return to the main screen left click this icon WA gt iHRIS Suite AY gt iHRIS Manage gt phpMyAdmin a Restart All Services You can also launch PHP MyAdmin a tool for directly managing your databases and exporting or importing data advanced users only For help with using PHP MyAdmin see the PHP va _ ne MyAdmin website 5 AP Zu To quit Windows iHRIS right click the taskbar icon and select Exit iHRIS Using Windows 1HRIS 71 References 1 http www capacityproject org hris suite ihris_qualify php 2 http www capacityproject org hris suite ihris _manage php 3 http www capacityproject org hris suite ihris_plan php 4 http www phpmyadmin net home_page index php 5
62. ch person s first training Pass Fail by First Training The pass fail results for each person s first training Student Intake Year The number of students entering training by year Students in Training by Year Students by intake year that are broken down by in or not in training Top Birth District A pie chart of the top districts entering training 1HRIS Create Reports 20 Search Reports Search People Search people in the system Pre defined Report Views in IHRIS Manage The following pre defined report views are available once iHRIS Manage is installed Facility Report Facility List A list of all facilities Position Reports Position List A list of all positions Position Open Duration The length in days each position was open before being filled Search Search People Search all person records in the system Staff Reports Age Distribution Total of all staff by age range Classification Breakdown A total of all staff by classification Hires per Year Hire totals by year Job Breakdown Total staff by job Nationality Breakdown A list of all staff by nationality Retirement Planning Staff totals by retirement year Emergency Contact List A list of all staff with emergency contact details Home Contact List All staff with home contact details Salary List A list of all employees with salary details Staff Directory A list of all current staff with work contact information 21 Acce
63. changes2 png License unknown Contributors Cbales Image SearchPositionsl png Source http open intrahealth org w index php title File SearchPositionsl png License unknown Contributors Cbales Sturlington Image Sources Licenses and Contributors 95 Image SearchPositions2 png Source http open intrahealth org w index php title File SearchPositions2 png License unknown Contributors Cbales Sturlington Image SearchPositions3 png Source http open intrahealth org w index php title File SearchPositions3 png License unknown Contributors Sturlington Image SearchPeoplel png Source http open intrahealth org w index php title File SearchPeoplel png License unknown Contributors Cbales Sturlington Image SearchPeople2 png Source http open intrahealth org w index php title File SearchPeople2 png License unknown Contributors Cbales Sturlington File Manage_report_views png Source http open intrahealth org w index php title File Manage_report_views png License unknown Contributors Cbales File Facility_list png Source http open intrahealth org w index php title File Facility_list png License unknown Contributors Cbales File Manage_filter png Source http open intrahealth org w index php title File Manage_filter png License unknown Contributors Cbales File Manage_changing_reports png Source http open intrahealth org w index php title File Manage_changing reports png License unknown Contributors Cbales File Manage_export_report p
64. cked Make certain you have entered a name for the facility type and that it is not the same as a facility type that was already entered Change the name and try saving again If you do not want to create the facility type after all click Return do not save changes Add an Office or Facility If your organization has multiple offices or facilities you may add each one to the system in order to link positions to the offices or facilities where they are located You may also update information about an office or facility if it changes Enter at least one office or facility preferably the location of your organization s headquarters 1HRIS Administer Database for IHRIS Manage 29 From the home page or left menu click Administer Database under Configure System Administer Other Lists In the Organization Lists section select Office Facility Organization Lists Facility Type Office Facility Deparment Registration Councils The Office Facility page opens Administer Database Office Facility Click Add New Office Facility To edit an existing office or facility first select or type the zu country region and district where the facility is located then click its name and click Update palaci or gpa ha Lorian io oo KH This Information to edit it return Administer Database Office Facility Office Facility The Office Facility form opens Enter the Name of the office
65. ct name has been entered and the country and region for the district were selected these fields are required Required fields are outlined in red Fill in the missing fields and try saving again If you do not want to add the district after all click Return changes The region name is not available for selection do not save Beside Region click Add New and add region Then click Administer Database and follow the steps above to add the new district You will have to re enter any information that you previously entered for the district iHRIS Add Geographical Areas 26 Add a County A county is a smaller geographical division within a district The term county corresponds to sector in some locations Assigning counties is optional for this system County choices depend on which district is selected only a county that is associated with a particular district can be chosen after that district 1s selected For any district entered in the system you may add multiple counties From the home page or left menu click Administer Database under Configure System Geographic Information In the Geographic Information section select County rs har w Region District County Currency The County page opens Click Add New County To edit an existing county type or select the county z f 3 E eS district where it is located and click the View button then click the county s name and click Upda
66. cts a workforce number iHRIS Plan change projection education type The type of qualification or degree a person has selection iHRIS received such as college university continuing Manage education or informal elementary The first level of five in the Interagency Language elementary proficiency Level value Speaking iHRIS Roundtable ILR scale of language proficiency a 1 S 1 Reading or Writing Manage person at this level has a speaking vocabulary which is Proficiency inadequate to express anything but the most elementary needs email address An address where a person or organization can be email text entry iHRIS contacted by email Manage iHRIS Qualify emergency The person to notify if there is an emergency involving value Contact Type iHRIS contact an employee including the person s contact Manage information iHRIS Qualify employee A person who is paid by an organization to performa value from iHRIS specific job Employee Status Manage employee status The status of an employee with the organization such selection preset iHRIS as a current employee old employee or job applicant values Manage enabled Refers to whether a pool change is calculated and yes no i1HRIS Plan displayed in a projection end date The date at which a position training program date ended expiration license date iHRIS licensing period etc ends expiration date Manage iHRIS Qualify ending position The last position that
67. cy The correct currency may then be selected when entering the salary or special payment At least one currency should be added iHRIS Add Geographical Areas 27 From the home page or left menu click Administer Database under Configure System Geographic Information In the Geographic Information section select Currency u Country Region District County Currency The Currency page opens showing all currencies entered in the database Click Add New Administer Database Currency x kA i Add new Currenc y Currency To edit an existing currency click its name then click Update This Information The Currency form opens Enter the Currency Code an abbreviation that will identify the Administer Database Currency currency in selection menus cuenco Enter the Name of the currency optional tame Select the Country for the currency optional ra Enter the Symbol for the currency the symbol will also appear in selection menus optional Click Confirm and confirm that the information entered is correct If it is not correct click rte do not save changes Edit to change it If it is click Save to save it Troubleshooting An error message appears when Confirm is clicked Make sure the currency code was entered and that it is not the same as a code that has already been entered Change the code and try saving again If you do not want to add the currency after all c
68. d contact information In addition the employee s qualifications and educational and employment history may be recorded Manage employees HR Staff record any updates or changes to an employee s information when they occur including changes in position or salary termination of employment and a log of notes about the employee HR Staff the HR Manager or Executive Managers may review history of name changes position changes salary changes and notes at any time Applicant management functions Note This module may be disabled if not needed It is enabled by default Add applicant When a person applies for an open position at the organization HR Staff add the applicant as a record in the system with the applicant s name nationality geographical area of residence and supporting information including required identifications contact information employment history and educational history HR Staff can complete a standard job application form for the applicant as well Note that current employees may also apply for open positions Review applications and make job offers HR Staff the HR Manager and Executive Managers review the applications for an open position and record notes about each applicant including interview notes and notes about the decision whether to hire the applicant Once an applicant has been hired to fill an open position HR Staff convert the applicant to an employee and assign the position to the person In service T
69. ded to the database see Add geographical areas 1HRIS Administer Database for IHRIS Manage 30 Add a Department If any part of your organization is structured into departments you may add them to the system and then link positions to their departments Examples of departments include Finance Information Technology and Human Resources If your organization does not use departments you may skip this step From the home page or left menu click Administer Database under Configure System In the Organization Lists section select Department Administer Other Lists Organization Lists Facility Type Office Facility Deparment Registration Councils New Department or select an existing department and click Update This Information to edit it The Department form opens Enter the Name of the department Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it The Department page opens showing all departments entered in the database Either click Add Administer Database Department Add new Department Select Department to edit Troubleshooting An error appears when Confirm is clicked Make sure that you have entered a name for the department and that it is not the same as a department that was already entered Change the name and try saving again If you do not want to add the department afte
70. dit to change it If it is click Save to save it Add Update Position Interview Person Test Interview Details Date of Interview 9 July m 2009 m People Attending HR Manager Department Manager Comments Decided to call the applicant back for a secon d interview The details of each interview are displayed in the person s record under the Application section and can be reviewed at any time Update these details by clicking Update This Information Repeat the process for each additional interview Application Hide Log Interview Details Log Hiring Decision 9 July 2009 HR Manager Department Manager Decided to call the applicant back for a second interview Troubleshooting This option is not available The Application module may be disabled Consult your System Administrator see Disable the Application Module An error message appears when Confirm is clicked Make certain that the required fields have been completed All required fields are outlined in red Fill in the missing information and try saving again If you do not want to log an interview after all click Return do not save changes Log Hiring Decision While an applicant is under review log the details of the decision made concerning the job application Note that if the applicant is hired the position will also need to be set for the applicant in addition to logging the decision see Make a job of
71. e to categorize the office Create an office and enter a meaningful name for the office such as Headquarters Link it to the country district and county entered 2 The organization has several offices or facilities in one country and needs to track data regionally Create a country with the name of the country where the offices facilities are located Enter the names of the regions where the offices facilities are located or all regions in the country Enter the names of the districts states or provinces within each region where the offices facilities are located or all districts in the country Enter the names of the counties or sectors within each district where the offices facilities are located or all counties in the country optional Enter the names of all offices or facilities assigned to their specific district and county locations and categorized by the specific facility types you have defined 3 The organization has several offices or facilities in several countries and may need to track data regionally for some Create all countries where offices facilities are located For each country where regional data should be tracked enter the names of the regions within that country For each country where regional data does not need to be tracked enter one region such as National For each defined region enter the name of at least one district state or province Enter the names of counties or sectors within defined district
72. e Downloads page http www capacityproject org hris suite ihris_software php on the HRIS Strengthening website to download the software Windows iHRIS requires Windows XP SOOMB hard disk space and 1GB RAM A web browser is required to run the software Firefox 2 or Internet Explorer 7 is highly recommended Follow these steps to install the software Download the executable file latest version from Launchpad to a Windows XP computer Quit ESMAI Welcome to the Offline iHRIS Setup Wizar all running programs Run the executable The installation wizard will start Click Next when prompted ents ee When prompted read and accept the license agreement and click Next by Setup Offline iHRIS License Agreemen t Please read the following important information before continuing Please read the following Lice u must accept the terms of this agreement before ii nse Agreement Yo before continuing with the installation GNU GENERAL PUBLIC LICENSE Version 3 29 June 2007 Copyright C 2007 Free Software Foundation Inc lt http fsf ora gt veryone is permitted to copy and distribute verbatim copies of this license document but changing it is not allowed Preamble The GNU General Public License is a free copyleft license for software and other kinds of works accept the agreement Ol do not accept the agreement iHRIS Using Windows 1HRIS 75 Choose the directory where to install th
73. e Languages1 png License unknown Contributors Sturlington Image Languages2 png Source http open intrahealth org w index php title File Languages2 png License unknown Contributors Sturlington Image CompetencyTypel png Source http open intrahealth org w index php title File CompetencyTypel png License unknown Contributors Sturlington Image CompetencyType2 png Source http open intrahealth org w index php title File CompetencyType2 png License unknown Contributors Sturlington Image Competencyl png Source http open intrahealth org w index php title File Competencyl png License unknown Contributors Sturlington Image Competency2 png Source http open intrahealth org w index php title File Competency2 png License unknown Contributors Sturlington Image CompetencyEvaluation1 png Source http open intrahealth org w index php title File CompetencyEvaluationl png License unknown Contributors Sturlington Image CompetencyEvaluation2 png Source http open intrahealth org w index php title File CompetencyEvaluation2 png License unknown Contributors Sturlington Image Identificationl png Source http open intrahealth org w index php title File Identificationl png License unknown Contributors Sturlington Image Identification2 png Source http open intrahealth org w index php title File Identification2 png License unknown Contributors Sturlington Image Benefitl png Source http open intrahealth org w index php title File Benefitl png License
74. e band offered to a new hire which may or may not be the equivalent of the true average of the starting and ending salaries This is optional Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting An error message appears when the Confirm button is clicked Make sure that the salary grade name starting salary and ending salary have been entered and that the salary grade has not previously been entered Required fields are outlined in red Fill in any missing information or change the name and try saving again If you do not want to add the salary grade after all click Return do not save changes The correct currency is not available for selection The currency must be added to the system by an HR Manager see Add a currency Add Jobs A job s a general set of qualifications duties and responsibilities as specified in a job description Bach job has a unique job code and may be linked to a cadre job classification and salary grade There may be multiple instances of the same job within an organization Each of these instances is filled by one employee and is referred to as a position Before a position can be created in the system its generic job must be added After creating a generic job it can be reused as needed for multiple positions that perform the same general duties For example a Clinical Nurse Pediatric Nurse a
75. e enter any information that you previously entered for the training funder Add a Continuing Education Course Continuing education courses provide official continuing education units CEUs for employees which may be needed to renew a license or obtain professional registration A training course can be associated with more than one continuing education course Using CEUs 1s optional 1 From the home page or left menu click Administer Database under Configure System 2 In the Training Course Information section select Continuing Education Course 3 Either select Add New Continuing Education Course and click the Add button or select an existing course to edit from the menu and click the View button then click Update This Information 4 Enter the Name of the continuing education course 5 Enter the number of Credit Hours earned by completing the course 6 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module linkID 650 Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that all required fields have been completed Fill in any missing fields outlined in red and try saving
76. e it The information that you just entered displays in the employee s record under the Position Information section Additional benefits or special payments can now be added For each new benefit click Add Add Benefit Special Payment and follow these same steps If any of the benefits information needs to be changed click Update This information beside the incorrect benefit to edit it Troubleshooting An error message displays when the Confirm button is clicked Make sure that all of the required fields have been completed The required fields are outlined in red Fill in the missing information and try saving again If you do not want to add a special payment after all click Return do not save changes The correct benefit type is not available for selection The benefit type must be added to the system by an HR Manager see Add benefit type The correct source is not available for selection The source must be added to the system by an HR Manager see Add salary sources The correct currency is not available for selection iHRIS Add Position Information 58 The currency must be added to the system by an HR Manager see Add a currency Record a Departure When an employee leaves the employment of the organization the date of and reason for departure should be recorded in the employee s record The employee will become an inactive or old employee in the system but t
77. e office or facility and has one supervisor Each position represents a box on the organizational chart A position may be open or closed An open position is one for which the organization is currently seeking applicants A closed position is one to which an employee is currently assigned Compile a complete list of all current positions both open and closed For all closed positions you will also need to gather additional information about the employee filling the position For each position gather the following required information e Job Each position is categorized under a generic job that has already been defined in the system e Position title This may be the same or different as the generic job title e Position code e Actual or proposed salary including the currency in which the salary is paid e Facility or office where the position is located In addition gather as much of the following information about each position as possible all of these fields are optional e Position description if different from or in addition to the job description e Salary sources e Supervisor s position e Department iHRIS Before Installing iHRIS Manage 13 e Position type e Hiring date e Proposed end date if the position is a short term or contract position Action Enter all positions into the system see Add positions Gather employee information For each employee gather the following required information e Ful
78. e program The default directory is recommended for bn Setup Offline iHRIS Select Destination Location fastest loading times Click Next Where should Offline IHRIS be installed i Setup will install Offline iHRIS into the following folder To continue click Next If you would like to select a different folder click Browse Browse Atleast 257 4 MB of free disk space is required 1 2 amp Setup Offline iHRIS Select which of the i1HRIS components to install IHRIS Qualify iHRIS Manage and or iHRIS Plan 3 Select whether to install PHP My Admin u import or export data advanced users Click Next HRIS Plan iHRIS Qualify PHPMyAdmin Select Components Which components should be installed Select the components you want to install clear the components you do not want to 4 r install Click Next when you are ready to continue this tool will help you manage the database and Current selection requires at least 278 0 MB of disk space Specify an SMTP server and email address to use with the software If unsure keep the defaults EEMETME7 and click Next mail parameters Please specify the SMTP server and the email address If you are not sure just leave the default values SMTP Mail Server ihris user example com For each component installed select whether to limit access to the local computer only or make EMMAS Server Settings j it available
79. e2 png License unknown Contributors Sturlington Image AddLanguagel png Source http open intrahealth org w index php title File AddLanguagel png License unknown Contributors Sturlington Image AddRegistration1 png Source http open intrahealth org w index php title File AddRegistrationl png License unknown Contributors Sturlington Image AddRegistration2 png Source http open intrahealth org w index php title File AddRegistration2 png License unknown Contributors Sturlington Image AddLanguage2 png Source http open intrahealth org w index php title File AddLanguage2 png License unknown Contributors Sturlington Image AddLanguage3 png Source http open intrahealth org w index php title File AddLanguage3 png License unknown Contributors Sturlington Image AddCompetencyl png Source http open intrahealth org w index php title File AddCompetency1 png License unknown Contributors Sturlington Image AddCompetency2 png Source http open intrahealth org w index php title File AddCompetency2 png License unknown Contributors Sturlington Image AddCompetency3 png Source http open intrahealth org w index php title File AddCompetency3 png License unknown Contributors Sturlington Image AddApplicationl png Source http open intrahealth org w index php title File AddApplicationl png License unknown Contributors Sturlington Image AddApplication2 png Source http open intrahealth org w index php title File AddApplication2 png License unknown Contr
80. eated as lists These lists are used to create selection menus that provide options for selection when adding records jobs and positions Click Configure System and then click Administer Database to create and update standard lists of data for selection in system menus Only the HR Manager and System Administrator can create data types Add a Facility Type The facility type classifies each office and facility in the organization for reporting and organizational purposes Examples of facility types include Office Hospital and Clinic Specify at least one facility type From the home page or left menu click Administer Database under Configure System f n ny Erode a Administer Other Lists In the Organization Lists section select Facility Type Organization Lists Facility Type L Office Facility Department Registration Councils The Facility Type page opens showing all the Facility Types entered in the database Either Administer Database Facility Type click Add New Facility Type or select an existing facility type and then click Update This paa Information to edit it The Facility Type form opens Enter the Name of the facility type Click Confirm and E E confirm that the name entered is correct If it is not correct click Edit to change it If it is Hospital click Save to save it confirm Troubleshooting An error message appears when Confirm is cli
81. eating report views requires some knowledge of the data fields used in 1HRIS Unless you understand these fields you should not edit or delete the existing report views pre defined in iHRIS To edit the pre defined report views and create new report views click Report Views under Manage Reports on the Configure Systems screen All users may access the defined reports by clicking View Reports on the home page or left navigation screen Pre defined Report Views in iHRIS Qualify The following pre defined report views are available once iHRIS Qualify is installed Training Reports Exam Pass Fail A pass fail comparison for all exams Exam Pass Fail by Year A pass fail comparison for all exams by year Licensed Health Workers by Cadre A chart of all licensed health workers by cadre Licensed Health Workers A list of all licensed health workers Registered Health Worker A list of all registered health workers Search Training Search based on training information Discontinuations by Category A pie chart of all discontinuation categories Discontinuations by Reason A chart of all discontinuations by reason Discontinuations by Year A chart of all discontinuations by year Resumption Report A pie chart of disruptions that have been resumed or not Training Institutions Training Institutions A list of all training institutions Person Reports Registration Results by First Training The registration results for ea
82. ect an existing competency type and click Update This Information to edit it The Competency Type page opens showing all the Competency Types entered in the database Administer Database Competency Type Add new Competency Type Select Competency Type to edit The Competency Type form opens Enter the Name of the competency type Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Administer Database Competency Type Competency Type Name Public Health return do not save changes 1HRIS Administer Database for IHRIS Manage 34 Troubleshooting An error message appears when Confirm is clicked Make certain that the competency type has not already been entered Change the name and try saving again If you do not want to add the competency type after all click Return do not save changes Add a Competency After adding a competency type add one or more competencies skills or qualifications in which an employee has been assessed as competent grouped under that competency type For example for the competency type Computer Skills specific competencies could include Data Entry Software Use and Document Formatting The set of competencies and competency types comprise your organization s competency model When an employee has been assessed as having a particular competency that competency can be add
83. ed Qualify certificate number Identifies a particular certificate issued to a student text entry iHRIS Qualify classification A broad category used to organize jobs the job job classification selection iHRIS classification may or may not be equivalent to the Manage health cadre closed Position status that designates a position that has been closed position value Position iHRIS filled by an employee when a position is marked Status Manage closed the organization is not actively hiring for the position code Short identifier for an item usually unique text entry iHRIS Manage iHRIS Qualify comments Notes about a position job interview or job offer interview comments position text entry iHRIS comments Manage company address The address of a person s employer text entry iHRIS Manage company name The name of a person s employer company employer text entry iHRIS organization Manage company The telephone number of a person s employer company phone company text entry iHRIS telephone telephone number Manage competency A skill performed to a specific standard under specific competencies provided selection iHRIS conditions Manage competency type A broad category of related competencies selection iHRIS Manage contact type A preset category of contact information selection preset iHRIS values Manage iHRIS Qualify continuing A course that is required for a health worker to renew continuing education selection
84. ed in the system Training Manager manages in service training programs for employees and updates employee competencies gained by training The Training Manager can only update the Trainings section of an employee s record These functions may also be completed by HR Managers or HR Staff iHRIS Understanding iHRIS Manage System Functions The diagram below illustrates the flow of actions through the 1HRIS Manage system from the time of initial installation and configuration to ongoing maintenance of employee records The role that performs each action is listed in italics underneath the action Actions should be performed in the general order indicated although updates and changes can be made at any time Using iHRIS Manage Workflow Map Install and configure system System Administrator Set up user accounts System Administrator types Add competencies Add competency types Add languages Add identification Create geographical areas countries regions districts counties Add currencies Set up standard data lists HR Manager Create facility types Add offices and facilities Add benefit types Add departments Add marital status types departure Set up job structure Pe Add jobs Add salary HR Manager ina Add salary grades Add position types View position list Managers Create positions HR Staff Create organiz
85. ed to the employee s record Competencies may also be earned by completing training courses From the home page or left menu click Administer Database under Configure System Employee Lists In the Employee Lists section select Competency iii Education Type Degree Langusge Competency Type Competency Competency Evaluation Identification Type Benefit Type Marital Status Ressons for Departure The Competency page opens Either click Add New Competency or to edit an existing Administer Database Competency Add new Competenc competency select its competency type and click the View button to display all matching Select Competency Type Competency Type to limit the displayed values of Competency competencies then click the competency name and click Update This Information to edit it Pubic Heath Iv ze return The Competency form opens Administer Database Competency Enter a Name for the competency ne Select the Competency Type for the competency Se Enter any Notes about the competency optional ao haan ration Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it mente Troubleshooting An error message appears when Confirm is clicked Make sure that a competency was not already entered for that competency type Change the name or competency type and try saving again If yo
86. er Users Administer Users Select Add New User from the dropdown menu and click the Add button ates E Administer Users The Administer Users form opens Enter a Username for the user one word with no special characters letters and numbers only First Name Enter the First Name and Surname of the user a Enter an Email for the user if known optional Select the Role of the user see below for roles If no role is selected the user will be disabled and cannot access the system in any capacity Select the option to randomly Generate New Password or enter a Password for the user If the password is entered re enter it to confirm The two passwords must match pimi ie ont chen Click Confirm and confirm that the account entered is correct If it is not correct click Edit to change it If it is click Save to save it If an email address was entered an email message will be sent to the user with the username and password Otherwise you will have to provide the user with the username and password iHRIS Administer Users 17 iHRIS Qualify User Roles e Administrator has full access to the system e Data Operations Manager manages system data including correcting data and managing data selection lists can search for view enter data in and correct any record and generate any report e Decision Maker generates reports in order to analyze data can search
87. f installation Select the option to unblock the firewall iHRIS Using Windows 1HRIS 76 Set Up Windows iHRIS If Windows iHRIS does not launch immediately following installation launch it from Programs on the Start menu or double click the desktop icon The iHRIS icon appears in the taskbar lower right hand corner of your screen when Windows HRIS is running 1 The splash screen appears in your web browser with the components of the iHRIS suite that you installed Click on a component to load it 2 The first time a component loads may take some seconds Do not click Reload while the component is loading 3 You will be prompted to change your password Click Change Password on any page to do this For more information see the section Change Password 4 You will be prompted to create a non administrator user for everyday use Click Configure System then Administer Users to do this For more information see the section Add a User 5 You will be prompted to load modules and sample data The choices are e Training Management module iHRIS Manage only This module enables you to set up a training program and schedule training classes for employees e Base Data GHRIS Manage and Qualify Includes standard data lists such as marital status and countries recommended for most users Base data can be edited after loading e Medical Base Data iHRIS Manage and Qualify Includes standard data lists for public health su
88. f you do not want to add the language after all click Return changes The correct language is not available for selection do not save The language must be added to the system by an HR Manager see Add a language Add a Competency To track employees and applicants competencies specific skills that may qualify that person for a particular job add competencies to a person s record Each competency is grouped under a broad category or competency type An employee s competencies can be evaluated and evaluations can be updated and tracked in the employee s evaluation history In the person s record click Qualifications in the side menu to jump to the Qualifications section of the record Click Add Competency Qualifications Hide Add Registration Add Language Proficiency Add Competency Competency Evaluations The Competency form opens Under Competency select or type the competency type and then the competency to add If the employee has been evaluated for the competency select the Evaluation result optional Select the date the person was Last Evaluated optional Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Add Update Competency Person Test Competency Information 2 Evaluation Not Evaluated v Last Evaluated 18 im July 2009 v The competency appears on the
89. fer In the person s record click Application in the left menu to jump to the Application section of the record Click Log Hiring Decision Application jetails Log Hiring Decision Open Position s Applied For o ition s ation Posi DH09 Manager When can you start 9 July 2009 Desired Wage TF 065000 Are you looking for full time employment Yes If no what hours are you available How did you hear of this opening Internal posting In addition to your work er history are there Management training completed s or experience January 2009 The Position Decision form opens The Date of Decision is set to today s date by default If this is incorrect change it Under Make a Job Offer select Yes or No This will not set the new position That needs to be done in a separate step see Make a job offer Enter any Comments about the decision optional Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Add Update Position Decision Person Test Date of Decision 15 July 2009 m Make a Job Offer Yes Mi Comments Candidate is well qualified for the position The hiring decision details are displayed in the person s record under the Application section and can be reviewed at any time Update these details by clicking Update This Information Hide Log
90. ffer return The Make a Job Offer form opens The Start Date for the new position is set to today s date by default Enter a new date if it is different Select the Currency that the employee is paid in and enter the Salary for the position Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Make a Job Offer WIA 1 Counselor TF x 40000 2009 Troubleshooting This option is not available The Application module may be disabled Consult your System Administrator see Disable the Application Module An error message appears when Confirm is clicked Make certain that a position has been selected for the application and other required fields have been completed All required fields are outlined in red Fill in the missing information and try saving again If you do not want to make the job offer after all click Return do not save changes The correct currency is not available for selection The currency must be added to the system by an HR Manager see Add a currency iHRIS Search Records in iHRIS Manage 70 IHRIS Search Records in iHRIS Manage After entering an employee or position in the system the record may be reviewed at any time Click Search Records to locate the record From the record additional information can be added or existing information can be updated Recent
91. fied at least one type must be entered see Add a facility type e all information about each office or facility in the organization at least one office must be entered see Add an office or facility e all departments identified optional see Add a department iHRIS Before Installing iHRIS Manage 10 Define a Job Structure In iHRIS Manage a job is defined as a general set of qualifications duties and responsibilities that one person performs in the organization Each job has a title code and description A job may be categorized by any of the following e Cadre a category of health professionals who work for the organization e Job classification a standard job category and code that may or may not include health professionals e Salary grade a grade of pay for a job All of these categorizations are optional They are intended to organize jobs and track and report on data in ways that are meaningful for your organization There may be multiple instances of the same job Each instance which is filled by a single employee performing that job function is called a position The position may have the same title as the job or it may have an additional position title Positions may be e Open No employee currently holds the position and the organization is actively accepting applications or seeking to hire into the position e Closed An employee currently holds the position e Discontinued No employee cur
92. for selection The competency evaluation must be added to the system by an HR Manager see Add a competency evaluation IHRIS Add Trainings Please Note The In Service Training Management Module has not yet been updated for 1HRIS Manage Version 4 0 It has been disabled by default in the current release but an update is scheduled for release soon This documentation will also be updated when that release is available Schedule a Training Course If an employee is going to take a training course or the employee has completed a course and needs to be evaluated schedule the training course for the employee The Training Manager as well as HR Staff can schedule training Courses 1 In the person s record click Training Courses in the side menu to jump to the Training Courses section of the record 2 Click Schedule Course 3 Select the Course Name from the first menu 4 The available classes for that course will display in the second menu Select the Course to schedule for the employee 5 Select the Request Date the date the employee was requested to attend the course today s date is entered by default 6 Select the person or group who Requested that the employee take the training course 7 Enter any Notes about the course request or scheduling 8 Select whether the course is a Retraining for the employee 9 Select whether the employee has Completed the course 10 If the employee has been evaluated for the
93. g Course Information section select Category of a Training Course Either select Add New Training Course Category or select an existing category to edit Enter the Name of the category nA BP U N e Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that the category has not already been entered Change the name and try saving again If you do not want to add the category after all click Return do not save changes iHRIS In service Training Management Module 42 Adda Training Institution Training institutions are organizations that give courses Using training institutions is optional 1 From the home page or left menu click Administer Database under Configure System 2 In the Training Course Information section select Training Institution 3 Either select Add New Training Institution and click the Add button or select an existing training institution to edit from the menu and click the View button then click Update This Information 4 Enter the Name of the training institution 5 Select the Cou
94. ge the sort order by clicking any column name In most table reports you can also click an employee s name a position title or code or a facility name to display the full record for that person position or facility Facility List A list of all facilities Filtering Reports Under Choose options to limit results there are filtering options to limit the data analyzed The filters differ depending on the type of report selected For example some reports can be filtered by gender so that only results for male or female health workers will be shown Others can be filtered by cadre birth date or facility to limit the analyzed data to a particular location If no filters are selected then the report will include all data entered in the system Once you have selected filters and other settings for the report click the View button to display the report with your selected changes Birth Date After 1 Birth Date Before 1 Gender Facility Type Nationality Facility r Select 7 Select 7 none None Select Value z Select Value l Select Value Select Value zl Chart Print Options Options Charting Reports Table reports can be converted to charts and charts can be displayed differently First select the charting options by clicking Options under the Chart button You can graph the data in pie chart bar chart column chart or scatter plot form You must also se
95. gion you have entered in the system add at least one district From the home page or left menu click Administer Database under Configure System In the Geographic Information section select District Geographic Information Country Region District County Currency The District page opens Click Add New District To edit an existing district type or select the region where it is located and click the View button then click the district s name and click Update This Information Administer Database District Add new District Select Region Select or type the Region to limit the displayed values of District view gt Select Value return The District form opens Enter or edit the Name of the district Administer Database District Name Region Add new Select Value Type the name of the Region or select the Country and then the Region in which the district is located Enter a Code for the district optional Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If itis click Save to save it Rwanda Sudan anzania Troubleshooting An error message appears when the Confirm button is clicked Check that a district with the same name has not already been entered for that region There cannot be two districts with the same name in the same region Also make sure that the distri
96. gional district and or county level iHRIS Before Installing iHRIS Manage Country This is the largest geographical location At least one country must be defined in the system Region This is the second largest geographical location At least one region must be defined for each country defined in the system A country may have one or more regions District State Province This is the third largest geographical location At least one district must be defined for each region defined in the system A region may have one or more districts County Sector This is the smallest geographical location Counties are optional and do not have to be defined A district may have one or more counties When data with a geographical component is entered in the system such as an employee s home address or the location of an office or facility you are first prompted to select a country The system then displays a list of regions within that country for selection After selecting a region the system displays a list of districts within that region as well as any counties that may have been entered for the district Choosing the district is required choosing a county is not but is useful for tracking data by the smallest geographical subset Each office or facility in the organization is linked to a district and optionally a county Each office or facility is assigned a type which defines the category it belongs in such as office hospital
97. hange it If itis me click Save to save it HRIS Administer Positions 48 Troubleshooting An error message appears when Confirm is clicked Make sure that the salary source has not already been entered Change the name and try saving again If you do not want to add the salary source after all click Return do not save changes Add Position Types To class fy positions by a category or type add those position types to the system Examples of position types include Permanent Temporary Consultant Part time and the like Only the HR Manager or System Administrator can add or edit position types From the home page or left menu click Administer Database under Configure System Administer Database Under the Manage Positions section select Position Types Administer Positions Create Job Structure Cadres Job Classifications Salary Grades e Jobs Manage Positions Positions by Status The Position Type page opens showing all position types entered in the database Either click Administer Database Position Type Add New Position Type or select an existing position type and then click Update This Information to edit it The Position Type form opens Enter the Name of the position type Click Confirm and a a in confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it return d
98. he employee s data will still be available for historical reporting Position Information In the employee s record click Position Information in the side menu to jump to the Position WIA 1 Counselor Information section Under the position click Record a Departure 8 July 2009 The Record a Departure form opens The End Date for employment is set to today s date by default If that is not correct change the csi ene date TE Mij 2009 v Reason for Departure Voluntary Separation Select the Reason for Departure onen Select the New Status for the position Open or Discontinued if the position is marked Open it will be available for assignment to another employee or applicant Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it The information that you just entered displays in the employee s record under the Position Information section Troubleshooting An error message is displayed when the Confirm button is clicked Make sure that all the fields have been completed Required fields are outlined in red Fill in any missing information and try saving again If you do not want to record a departure after all click Return do not save changes The reason for departure is not available for selection The HR Manager must add the reason for departure to the system see Add a reas
99. iHRIS education course his her license while practicing Manage iHRIS Qualify cost The amount of money associated with a change in the average cost selection from iHRIS Plan number of workers based on salary and other Currency number associated costs such as training costs or severance pay cost increase An annual increase in the cost associated with a number iHRIS Plan change in the number of workers expressed as a percentage of the original cost country An independent nation state nation selection all country trained in A foreign country where a health worker received selection from iHRIS training Country Qualify 80 1HRIS Data Dictionary county The smallest geographic subset typically located sector selection iHRIS within a district Manage iHRIS Qualify credit hours The amount of credit received for completing a CEU continuing education number iHRIS continuing education course health professionals must unit Manage typically complete a minimum number of credit hours iHRIS to renew their licenses Qualify currency The medium of exchange of money used in a country selection iHRIS or other location Manage iHRIS Plan currency code The unique three letter code used to define a currency text entry iHRIS established by the International Organization for Manage Standards ISO iHRIS Plan currency symbol The symbol used to identify
100. ibutors Sturlington Image AddA pplication3 png Source http open intrahealth org w index php title File AddApplication3 png License unknown Contributors Sturlington Image Interviewl png Source http open intrahealth org w index php title File Interviewl png License unknown Contributors Sturlington Image Interview2 png Source http open intrahealth org w index php title File Interview2 png License unknown Contributors Sturlington Image Decisionl png Source http open intrahealth org w index php title File Decisionl png License unknown Contributors Sturlington Image Decision2 png Source http open intrahealth org w index php title File Decision2 png License unknown Contributors Sturlington Image Employmentl png Source http open intrahealth org w index php title File Employmentl png License unknown Contributors Sturlington Image Employment2 png Source http open intrahealth org w index php title File Employment2 png License unknown Contributors Sturlington Image Employment3 png Source http open intrahealth org w index php title File Employment3 png License unknown Contributors Sturlington Image Education1 png Source http open intrahealth org w index php title File Educationl png License unknown Contributors Sturlington Image Education2 png Source http open intrahealth org w index php title File Education2 png License unknown Contributors Sturlington Image Education3 png Source http open intrahealth org w index php title
101. ify is installed This module is optional and is intended to be used if the data manager wants to track verifications and updates to health worker records If this functionality is not needed it may be disabled to IHRIS Qualify Base Data simplify the interface IHRIS Qualify Sample Data The System Administrator can disable this module in the Configure Modules page To turn off Van IHRIS Qualify Help the module follow these steps Click Configure Modules Scroll down to the Application section and locate 1HRIS Qualify Click Sub Modules to the right of 1HRIS Qualify Under the Application Component section click the checkbox next to RecordVerify oo ae tS a Scroll to the bottom of the page and click the Enable button The module will be disabled and record verification functions will no longer be available in the system see Add a Verification for details IHRIS Administer Users Click Administer Users to create update and disable user accounts to enforce secure access to the system Only the System Administrator can add and update user accounts Add a User In order to allow a user to access the system the System Administrator must create a user account for the person with a unique username and password Each user is assigned a role which determines the actions that the user can perform in the system On the Home page or left menu click Configure System Click Administ
102. in the system The System Administrator also configures the system defines high level reports and manages the user accounts HR Manager is a manager of human resources personnel and is responsible for managing all system data and for ensuring that data in the system are complete correct and up to date The HR Manager can view and enter data in any record The HR Manager defines reports and analyzes data in order to make organizational or individual HR decisions In addition the HR Manager is the only role other than the System Administrator that can create standard lists of data configure the system s job structure and correct data entered in the system HR Staff is a data entry person in human resources who is responsible for entering and updating data in the system The HR Staff role can view and enter data in any record in the system and can view reports However the HR Staff role cannot correct erroneous information define reports or create standard lists of data The integrity of the data entered by HR Staff is enforced by the HR Manager Executive Manager may manage the entire organization or one district department office or facility within the organization The Executive Manager views reports and analyzes data entered in the system in order to make HR decisions and set organizational policy The Executive Manager can view any record in the system review job applications and access all reports but cannot update or change data enter
103. intrahealth org w index php title File AddDistrict2 png License unknown Contributors Sturlington Image Add District3 png Source http open intrahealth org w index php title File Add_District3 png License unknown Contributors Sturlington Image AddCountyl png Source http open intrahealth org w index php title File AddCounty1 png License unknown Contributors Sturlington Image AddCounty2 png Source http open intrahealth org w index php title File AddCounty2 png License unknown Contributors Sturlington Image AddCurrencyl png Source http open intrahealth org w index php title File AddCurrency1 png License unknown Contributors Sturlington Image AddCurrency2 png Source http open intrahealth org w index php title File AddCurrency2 png License unknown Contributors Sturlington Image OrgLists png Source http open intrahealth org w index php title File OrgLists png License unknown Contributors Sturlington Image FacilityTypel png Source http open intrahealth org w index php title File FacilityTypel png License unknown Contributors Sturlington Image FacilityType2 png Source http open intrahealth org w index php title File FacilityType2 png License unknown Contributors Sturlington Image Officesl png Source http open intrahealth org w index php title File Offices1 png License unknown Contributors Sturlington Image Offices2 png Source http open intrahealth org w index php title File Offices2 png License unknown Contributors S
104. ion Date Started 13 March 2001 Starting Wage USD 33000 Starting Position Program Associate Date Ended leave blank if still employed 19 September 2005 Ending Wage USD 42000 Ending Position Program Manager Job Responsibilities Managed budgets schedules and planning Reported regularly on ors Create r iHRIS Add Employee History Troubleshooting An error message displays when the Confirm button is clicked Make certain that all required fields have been completed Required fields are outlined in red Fill in the missing information and try saving again If you do not want to enter a past employer after all click Return do not save changes The correct currency is not available for selection The HR Manager needs to add the currency to the system see Add a currency Enter Education History As part of completing the job application the applicant s education history should be recorded The education history can also be added to the record of any employee of the organization In the person s record click Education History in the left menu to jump to the Education un History section Click Add Education Add Update Education History The Education History form opens Enter the Institution Name Enter the Institution Location optional Select the Year of Graduation leave this option blank if education is still in process Type or select the Degree earned Enter the Major o
105. ion Position NIA 1 C selor SWEX01 Clinical Social Worker il Select Value SWEXO1 Clinical Social Worker Start Date 9 July 2009 Start Date Reason for Departure 16 October 2009 v Internal Promotion v Salary Enter new Status for the Current Position TF ml 55000 iOpen a vali confirm The information that you just entered displays in the employee s record under the Position Information section HRIS Add Position Information 59 Click View Position History under the Position Information section to view alistofallthe positions that the employee has held in the organization their start dates and end dates and the reasons why the employee left each position S W1 Social Worker Start Date 12 July 2009 End Date 15 July 2009 Reason for Departure Voluntary Separation return Troubleshooting An error message is displayed when the Confirm button is clicked Make sure that all the fields have been completed Required fields are outlined in red Fill in any missing information and try saving again If you do not want to change the position after all click Return do not save changes The new position is not available for selection The position must be added first and marked as an open position see Add a position The reason for the position change is not available for selection The HR Manager must add the reason to the system see Add a
106. is Information to edit it Administer Database Marital Status Add new Marital Status Select Marital Status to edit The Marital Status form opens Enter the Name of the marital status Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting An error message appears when Confirm is clicked Name Make certain that the marital status has not already been entered Change the name and try saving again If you do not want to add the marital status after all click Return do not save changes Add a Reason for Departure Reasons for departure are used to classify the reasons why an employee has left the employment of the organization or changed positions Examples of reasons for departure include Promotion Termination Layoff Illness Death and Out Migration From the home page or left menu click Administer Database under Configure System In the Employee Lists section select Reasons for Departure Employee Lists Education Type Degree Language Competency Type Competency Competency Evaluation Identification Type Benefit Type Iarital Status e Ressons for Departure The Reason for Departure page opens showing all the reasons for departure entered in the database Either click Add New Reasons for Departure or select an existing reason f
107. k Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Administer Database Competency Evaluation Add new Competency Evaluation Select Competency Evaluation to edit return Administer Database Competency Evaluation Competency Evaluation Name Competent return do not save changes Troubleshooting An error message appears when Confirm is clicked Make certain that the competency evaluation has not already been entered Change the name and try saving again If you do not want to add the evaluation option after all click Return do not save changes Add an Identification Type The identification type classifies a type of identification or non changing information used to identify an employee or applicant Examples of identification types include Passport Social Security Number and National Health Insurance Card From the home page or left menu click Administer Database under Configure System In the Employee Lists section select Identification Type Employee Lists Education Type Degree Language Competency Type Competency Competency Evaluation Identification Type Benefit Type Ilarital Status e Ressons for Departure The Identification Type page opens showing all the Identification Types entered in the database Either click Add New Identification Type
108. k Save to save it Troubleshooting An error message appears after clicking Confirm Make sure that the name of the degree has been entered and an education type has been selected these fields are required The required fields will be outlined in red Also make certain that the degree has not already been entered for that education type duplicates are not allowed Complete the missing or incorrect fields and try saving again If you do not want to add the degree after all click Return do not save changes The matching education type does not appear in the list Click Add New beside the Education Type menu to add a new education type Then click Administer Database and follow the steps above to add the new degree You will have to re enter any information you previously entered for the degree Add a Language If you want to track employee proficiency in speaking reading and writing foreign languages each language must be added to the system to be selected when adding the employee s qualifications From the home page or left menu click Administer Database under Configure System n u Employee Lists In the Employee Lists section select Language Education Type Degree Langusge Competency Type Competency Competency Evaluation Identification Type Benefit Type Marital Status Ressons for Departure 1HRIS Administer Database for IHRIS Manage 33 Language or select an e
109. l name first name and surname e Nationality e Country and district state province of residence county of residence is optional e Position In addition gather as much of the following information about each employee as s available to you all of these fields are optional e Date of birth e Gender e Marital status e Number of dependents e Identification types and numbers e Personal contact information mailing address telephone number s fax number email address e Work contact information mailing address telephone number s fax number email address e Emergency contact information mailing address telephone number s fax number email address notes such as emergency contact name and relationship e Other contact information mailing address telephone number s fax number email address that do not fit into any of the other contact categories e Benefit information benefit type source currency amount start date end date and recurrence frequency 1HRIS Manage also supports storing the following information about each employee you may or may not choose to enter this information during the initial data entry process e Educational history institutions attended graduation dates education types and degrees and majors e Employment history previous company names addresses telephone numbers supervisors reasons for leaving starting positions dates and salaries ending positions dates and sal
110. lation of the workforce supply and required graphical model projection text entry iHRIS Plan workers over time based on workforce data and workforce projection assumptions made about future changes to the workforce that compares the supply to the requirements and shows the gap between the two proposed end date Date at which funding or the role for a position is date iHRIS tentatively scheduled to end as distinguished from the Manage end date proposed hiring Date at which an organization would like to fill an date iHRIS date open position as distinguished from the actual hiring Manage date proposed salary The salary that is proposed for an open position before selection from iHRIS it has been filled does not refer to the actual salary for Currency number Manage the position qualification Specific educational level training competency skill education minimum selection or text entry IHRIS or experience that a person must have in order to enter qualification required skill job application Manage a training program become registered in a cadre or iHRIS perform a job Qualify 88 iHRIS Data Dictionary rate amount of The percentage by which the annual change in the number iHRIS Plan change increases number of health workers increases annually each year reading A person s reading ability in a foreign language selection preset iHRIS p
111. lect the Status of the position Open or Discontinued Select Open if you want the position to be available for assignment to an employee If an interview has been held for the position enter any comments or notes about it in the Interview Comments box optional Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Private Proposed End Date 1 None v Select v Date Posted 7 July 2009 v Status Select One v Position Comments Interview Comments iHRIS Administer Positions 50 Troubleshooting Instead of creating a new position you want to use a position that was previously created but was discontinued Under the Manage Positions section select Positions by Status Select Discontinued from the Status menu and click the View button all discontinued positions will display Select the position to re open and click Open This Position Then click Update This Information to edit any of the position s fields An error message displays when Confirm is clicked Make certain that you have completed all required fields Required fields are outlined in red Fill in all missing information and try saving again Also make certain that the position code is unique the system will not save two positions with the same code If you do not want to create the position after all click Return do not save cha
112. lect the person s Speaking Proficiency in that language Elementary Limited Working Professional Working Full Professional or Fluent Select the person s Reading Proficiency in that language Select the person s Writing Proficiency in that language Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Add Update Language Person Test Language Information Language Reading Proficiency French m Full Professional I v Speaking Proficiency Writing Proficiency Full Professional v Full Professional im confirm return do not save changes The language information appears on the person s record under the Qualifications section Repeat these steps for each language in which the person is proficient If any of the language information needs to be changed click Update This information beside the language proficiency to edit it Qualifications Hide Add Registration Add Language Proficiency Add Competency Competency Evaluations is Information Language French Speaking Proficiency Full Professional Reading Proficiency Full Professional Writing Proficiency Full Professional Troubleshooting An error message appears when Confirm is clicked Make certain that all fields have been completed Required fields are outlined in red Fill in the missing information and try saving again I
113. lect whether to chart one or two fields and which fields to display in the chart Once the charting options are set click the Chart button to display the report as a chart with the selected options Move the mouse over the chart to display aggregated totals Print a chart by clicking the Print option in the upper right corner Age Distribution Select Value Select Value Select Value Select Value iHRIS Run Reports in iHRIS Manage 73 Exporting and Printing Reports Click the Export button to export the report data for use in Excel spreadsheets and other systems The default is to export the data as a comma separated values file suitable for importing into Excel To export in tab delimited or HTML format click Options under the Export button To import the data into a spreadsheet open Excel and choose Get External Data You must then choose the type of file you exported comma or tab delimited for Excel to display the data correctly Once you click Export you will be prompted to save the file to a location on your computer er Select Value Ben Select Value gen aar Select Value Chart Print Export View Options Options Options Finally you can export the report as a formatted PDF file suitable for saving and printing by clicking the Print button Click Options under the Print button to change the paper size and orientation Print Options Paper Size
114. licenses and license renewals issuing and renewing private practice licenses and registering and licensing foreign trained health care professionals applying to work in the country reinstatement The date a license is reissued to a health worker after a reinstatement date iHRIS date suspension due to a disciplinary action Qualify report Display of data from the system as a table or graphical selection iHRIS chart typically filters can be set on a report to Manage determine the range of data displayed iHRIS Qualify report A defined relationship between system forms on which form relationship relationship selection iHRIS relationship a report is based Manage iHRIS Qualify request date The date that official documentation is requested date iHRIS Qualify residence The location where a person is currently living this current residence selection from iHRIS may be different than the person s home residence Country Region Manage District iHRIS Qualify 89 1HRIS Data Dictionary resumption date The date a student returned to a training program that resumption date iHRIS was previously disrupted Qualify re try The second attempt to pass the qualifying examination value Exam Try iHRIS Qualify role Determines the activities that a user can perform selection preset all within the system values salary The amount an employee is p
115. lick Return do not save changes The currency code is not known Find a list of all standard currency codes at the International Organization for Standards ISO website el The country for the new currency is not available for selection Click Add New next to Country and add the country name Then click Administer Database and follow the steps above to add the new currency You will need to re enter any information you previously entered for the currency How do I enter a currency symbol that does not appear on my keyboard If you are using a Windows computer and have a separate numeric keypad on your keyboard you may enter a currency symbol by holding down the ALT key and typing in the code for the symbol on the numeric keypad then releasing the ALT key e British pound ALT 0163 e Euro ALT 0128 e Yen ALT 0165 e Generic currency symbol ALT 0164 The symbol is optional and may be omitted References 1 http www iso org iso en prods services iso3 166ma 02iso 3166 code lists list en1 html 2 http www iso org iso support faqs faqs_widely_used_standards widely_used_standards_other currency_codes currency_codes_list 1 htm 1HRIS Administer Database for IHRIS Manage 28 IHRIS Administer Database for IHRIS Manage To ensure that standard data types such as marital status reasons for position changes facility and department names and the like are enforced across the system those standard data types must be cr
116. m page under Manage Reports Click View Reports on the home page or left side menu to run print and export standard or customized reports of health workers and offices facilities statistical charts and other pre configured reports Administrators can define report relationships reports and report views for other users to access Managers can also create new report views Report Relationships The Administrator can define a relationship between system forms on which to base reports or can edit or delete an existing report relationship Defining report relationships requires extensive knowledge of the database and forms used in iHRIS and is restricted to Administrators Unless you understand report relationships you should not edit or delete the existing report relationships pre defined in iHRIS These report relationships are used to create the standard reports that are available once iHRIS is installed To edit the pre defined report relationships and define new relationships click Form Relationships under Manage Reports on the Configure System screen Learn more about form and field relationships and view a graphical representation for 1HRIS Qualify see iHRIS Qualify Form and Fields 4 0 and for 1HRIS Manage see 1HRIS Manage Form and Fields 4 0 Reports The Administrator or Manager can define a new report or can edit or delete an existing report Creating reports requires some knowledge of the data fields used in
117. must match or the system won t accept the new password Log Out When you are finished working in the system log out to prevent any unauthorized person from accessing the system In the upper left corner on any page click Log out next to the padlock The Welcome page appears You will have to re enter your username and password to regain access to the system 23 Managing the Database IHRIS Add Geographical Areas To ensure that standard data types such as cadres marital status geographical locations and the like are enforced across the system those standard data types must be created as lists These lists are used to create selection menus that provide standard options for selection when adding records jobs and positions Click Administer Database to create and update standards lists of data for selection in system menus Only the Data Operations Manager and System Administrator can create data types Add a Country You will need to add at least one country to the system for selection whenever a geographical location is required This should be the country where your organization s headquarters are located In addition you should add the names of all countries where employees are located or all nationalities you would like to track in the system From the home page or left menu click Administer Database under Configure System In the Geographic Information section select Country Geogr
118. n Try reducing the number of options selected for better results Search Positions Follow these steps to locate a position s record in the system From the Home page or left menu click Search Records On the Search Records page click Search Positions Search Records Q Recent Changes View forms that have been updated recently Q Search Positions Locate any position in the system to review print or update Q Search People Locate any person s record in the system to review print or update The Search form opens Select from the options provided to limit the search by Cadre Classification Department Facility Job or Status If an option is not selected all records will be searched Click the View button to show all matching results Cadre Department kat I ta ta ta a A list of matching positions displays Click the title of the position you want to review To search again select new options from the Search form and click View Position List ea a i i Closed iHRIS Search Records in iHRIS Manage 71 When you click the position title the position record displays showing all information about the position and the name of the employee currently holding the position if any From this screen you can update the position information select another position or view and update the employee s record Troubleshooting The record is not fo
119. n intrahealth org w index php title File SalaryGradel png License unknown Contributors Sturlington Image SalaryGrade2 png Source http open intrahealth org w index php title File SalaryGrade2 png License unknown Contributors Sturlington Image Jobl png Source http open intrahealth org w index php title File Jobl png License unknown Contributors Sturlington Image Sources Licenses and Contributors 94 Image Job2 png Source http open intrahealth org w index php title File Job2 png License unknown Contributors Sturlington Image Positions png Source http open intrahealth org w index php title File Positions png License unknown Contributors Sturlington Image SalarySourcel png Source http open intrahealth org w index php title File SalarySourcel png License unknown Contributors Sturlington Image SalarySource2 png Source http open intrahealth org w index php title File SalarySource2 png License unknown Contributors Sturlington Image PositionTypel png Source http open intrahealth org w index php title File PositionTypel png License unknown Contributors Sturlington Image PositionType2 png Source http open intrahealth org w index php title File PositionType2 png License unknown Contributors Sturlington Image Positionl png Source http open intrahealth org w index php title File Positionl png License unknown Contributors Sturlington Image Position2 png Source http open intrahealth org w index php title File Position2
120. n where a person was born A broad category or subset of health workers characterized by the specific training degree or other qualifications required to practice or be licensed in that field i e nurse A pool of health workers composing part or all of a cadre to which assumptions are applied in a workforce projection Alternate Names alpha code educational level system administrator cell phone number mobile number job applicant application hours benefit special payment health cadre pool Data Type text entry selection text entry value Role text entry selection from Currency number value from Employee Status date text entry selection from Currency number selection selection Country Region District selection selection Used In all iHRIS Qualify iHRIS Qualify all iHRIS Manage iHRIS Qualify iHRIS Manage iHRIS Manage iHRIS Qualify iHRIS Manage iHRIS Plan iHRIS Manage iHRIS Qualify all iHRIS Plan 79 iHRIS Data Dictionary category A broad subject area disciplinary action category selection or text entry IHRIS disruption category projection Manage category training course iHRIS category Qualify iHRIS Plan certificate Certifies that a particular academic level has been selection iHRIS achiev
121. nager or a donor Finally you can set up options for evaluations of an employee s performance in a training course such as Pass Fail or Incomplete You will select these descriptors when scheduling a training course for an employee Action Determine which of these descriptions you want to use and what the standards should be for your organization Enter each into the system see Set up the In Service Training Management Module Training Institutions If you like you can record information about institutions that offer training courses in the system For each training institution you can record the name its geographical location and its mailing address telephone numbers fax number email address and primary contact person You can then select the training institution giving each course when you enter the training course s details Action Enter all training institutions into the system see Add a training institution Training Funders You can also record information about the organization or donor that is funding a training course For each training funder you can record the name its geographical location and its mailing address telephone numbers fax number email address and primary contact person You can then select the training institution giving each course when you enter the training course s details Action Enter all training funders into the system see Add a training funder Continuing Education Courses Con
122. nd Intensive Care Nurse may all be positions with the same generic job of Nurse Only the HR Manager or System Administrator can add or edit jobs From the home page or left menu click Administer Database under Configure System Under the Create Job Structure section select Jobs Administer Database Administer Positions Create Job Structure Cedres Job Classifications Salary Grades Jobs The Job page opens showing all jobs entered in the database Either click Add New Job or Aumm ste Database Job select an existing job and then click Update This Information to edit it CA HRIS Create a Job Structure 47 The Job form opens Administer Database Job Enter a Title for the job Te sa Si Enter a Code for the job optional coe cites Classification Enter a Description for the job optional Select the Salary Grade for the job optional Select the Cadre for the job optional Only select a cadre for health professional jobs ee Select the Classification for the job optional Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting An error message displays when the Confirm button is clicked Make sure that the job has not already been added Change the name and try saving again If you do not want to add the job after all click Return do
123. ng Source http open intrahealth org w index php title File Manage_export_report png License unknown Contributors Cbales File Manage_print_report png Source http open intrahealth org w index php title File Manage_print_report png License unknown Contributors Cbales Image Offline_welcome gif Source http open intrahealth org w index php title File Offline_welcome gif License unknown Contributors Litlfred Image Offline_license gif Source http open intrahealth org w index php title File Offline_license gif License unknown Contributors Litlfred Image Offline_location gif Source http open intrahealth org w index php title File Offline_location gif License unknown Contributors Litlfred Image Offline_components gif Source http open intrahealth org w index php title File Offline_components gif License unknown Contributors Litlfred Image Offline_email gif Source http open intrahealth org w index php title File Offline_email gif License unknown Contributors Litlfred Image Offline_access_restrictions gif Source http open intrahealth org w index php title File Offline_access_restrictions gif License unknown Contributors Litlfred Image Offline_additional_components gif Source http open intrahealth org w index php title File Offline_additional_components gif License unknown Contributors Litlfred Image Offline_finish gif Source http open intrahealth org w index php title File Offline_finish gif License unknown Contributor
124. nges The correct job for the position is not available for selection The HR Manager must create the new job before the position can be added see Add jobs Click Add New beside the Job selection menu to add the job and then follow the steps above to add the position you will have to re enter any position information that was previously entered The supervisor s position is not available for selection The supervisor s position must be added to the system before it can be selected Repeat these steps to add the supervisor s position then edit the current position to select the correct supervisor see Edit a position The correct currency is not available for selection The currency must be added to the system by an HR Manager see Add a currency The correct salary source is not available for selection The salary source must be added to the system by an HR Manager see Add salary sources The office or facility for the position is not available for selection The office or facility must be added to the system by an HR Manager see Add an office or facility The department is not available for selection The department must be added to the system by an HR Manager see Add a department The position type is not available for selection The position type must be added to the system by an HR Manager see Add position types Edit a Position Once a position has been created in the system an HR Staff person or an HR Manage
125. ns Create Job Structure p adres ob Classifications alarn Grades Jobs mi ri ye ti The Cadre page opens showing all cadres entered in the database Either click Add New Cadre Administer Database Cadre or select an existing cadre and then click Update This Information to edit it The Cadre form opens Enter the Name of the cadre Click Confirm and confirm that the EEE name entered is correct If it is not correct click Edit to change it If itis click Save to save me it Troubleshooting An error message appears when the Confirm button is clicked Make sure the name of the cadre has not already been entered Change the name and try saving again If you do not want to add the cadre after all click Return do not save changes Add Job Classifications A job classification is a broad category used to organize jobs Each job can be optionally linked to one job classification for organization and reporting purposes Examples of job classifications include Manager Professional Technician Service Worker and Clerical Worker You should add all the job classifications in use in your organization to the system you may also edit any job classification previously added If your organization does not use job classifications to organize jobs you can skip this step Only the HR Manager or System Administrator can update job classifications HRIS Create a Job Structure 45
126. ntact Add Emergency Contact Add Personal Contact The Contact Information form opens Enter the full Mailing Address Enter a primary Telephone Number Enter an Alternate Telephone Number such as a mobile phone Enter a Fax Number Enter an Email Address Enter any Notes such as the name of an emergency contact Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Add Update Contact Information Person Test Work Contact Information Mailing Address Fax Number 6340 Quadrangle Dr Suite 200 919 313 9108 Chapel Hill NC 27517 USA Email Address testperson work org Telephone Number Notes 919 313 9100 Alternate Telephone Number 919 313 9101 return do not save changes The contact information that you just entered displays in the employee s record Repeat these steps for each type of contact to add for the person If any of the information needs to be changed click Update This information beside the incorrect contact information to edit it Contact Information ion Work Contact io gt Im v g ist gt 8 Y 4 S is Information Mailing Address uadrangle Dr Suite 2 Chapel Hill NC 27517 USA Telephone Number 919 313 9100 Alternate Telephone Number 919 313 9101 Fax Number 919 313 9108 Email Address testperson work org Notes iHRIS Add Employee Information 57
127. ntrahealth org w index php title File ForgotPassword png License unknown Contributors Sturlington File IHRIS_Qualify_home_page_bottom png Source http open intrahealth org w index php title File IHRIS_Qualify_home_page_bottom png License unknown Contributors Cbales Image ChangePassword2 png Source http open intrahealth org w index php title File ChangePassword2 png License unknown Contributors Sturlington File IHRIS_Qualify_logout png Source http open intrahealth org w index php title File IHRIS_Qualify_logout png License unknown Contributors Cbales Image AddCountryl png Source http open intrahealth org w index php title File AddCountryl png License unknown Contributors Sturlington Image AddCountry2 png Source http open intrahealth org w index php title File AddCountry2 png License unknown Contributors Sturlington Image AddCountry3 png Source http open intrahealth org w index php title File AddCountry3 png License unknown Contributors Sturlington File Manage_Admin_Database png Source http open intrahealth org w index php title File Manage_Admin_Database png License unknown Contributors Cbales File Manage_Admin_Database2 png Source http open intrahealth org w index php title File Manage_Admin_Database2 png License unknown Contributors Cbales Image AddDistrictl png Source http open intrahealth org w index php title File AddDistrictl1 png License unknown Contributors Sturlington Image AddDistrict2 png Source http open
128. ntry District and County where the training institution is located 6 Enter the Contact Information known for the training institution 7 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that all required fields have been completed Fill in any missing fields outlined in red and try saving again If you do not want to add the training institution after all click Return do not save changes The country district or county name is not available for selection Under the Geographical Location menu click Add New and add the country district or county only the HR Manager can do this Then click Administer Database and follow the steps above to enter the training institution You will have to re enter any information that you previously entered for the training institution Add a Training Funder Training funders are organizations that fund employees to take training courses Using training funders is optional 1 From the home page or left menu click Administer Database under Configure System 2 In the Training Course Informa
129. number A number where a person or organization can be phone number telephone text entry iHRIS contacted by telephone Manage iHRIS Qualify temporary A registration type that does expire value Registration iHRIS Type Qualify topic The specific subject of a training course subject text entry iHRIS Manage training course An in service program offered by a training institution course in service training selection iHRIS that enables an employee to update or add to skills training Manage necessary for performing a job iHRIS Qualify training funder A nonprofit or other funding organization that pays for funder selection iHRIS employees to take a training course Manage training A school that offers one or more programs to train institution institution name selection text entry iHRIS institution employees especially health workers school for educational Manage history or foreign iHRIS training Qualify training manager A person who is responsible for managing in service value Role iHRIS training programs for employees and updating Manage employee competencies gained by training training program A pre service multi year educational program offered pre service training training selection iHRIS by a training institution that when completed Qualify qualifies a person to be registered or licensed in a particular cadre training requestor The person or group who requests that an employee requestor selection iHRIS
130. o not save changes Troubleshooting An error message appears when Confirm is clicked Make sure that the position type has been already been entered Change the name and try saving again If you do not want to add the position type after all click Return do not save changes Add Positions Adding a position creates a new position in the organization that a single employee will fill The position must be created before it can be assigned to an existing employee or applications can be accepted for the position A position that is not linked to an employee but for which you intend to hire someone to fill it is called an open position A position that is not linked to an employee and for which you are not intending to hire someone is called a discontinued position A position that is filled by an employee is called a closed position Either an HR Staff person or an HR Manager can add a new position or update an existing position iHRIS Administer Positions 49 From the home page or left menu click Administer Database under Configure System Under the Manage Positions section select Positions by Facility Administer Database Administer Positions Create Job Structure e oO or gt IC fo u f n z oO u Manage Positions Sslary Sources Position Typ Positions by Facility Positions by Status The Position page opens Click Add New Position Administer D
131. omizing iHRIS Here is where you can administer the database set up dropdown menus configure modules that will be used in the system export and import data and create and update user accounts manage reports browse configuration data examine background processes control cached forms and administer users Only the System Administrator and the HR Manager can access the Configure System page The Administrator can access all functions on this page but the HR Manager can only access the Administer Database functions Configure System X Administer Database Administer positions and create and update dropdown menus Ss Configure Modules able and disable the various modules for the system Manage Reports Manage the standard reports available to users and create new custom report Q Browse Magic Data Browse the configuration data used by the sytem Q Backgroun id Processes Examine background processes you have started The System Administrator manual to be written will contain extensive documentation for the following functions in the Configure System menu e Configure Modules e Manage Reports e Browse Magic Data e Manage Locales e Background Processes e Cached Forms See the section Configure the Database for Use under iHRIS Manage or iHRIS Qualify for help with administering the database See Administer User Accounts for help with administering users See The Customized Report Builder section f
132. on a local area network Beiere Ose e e e at amp Enter the appropriate ports for the Apache and MySQL servers If unsure keep the defaults HRIS Manege Access This Computer Or focahes V IHRIS Plan Access This Computer Only localhost IR IHRIS Qualify Access This Computer Only localhost v Enter and re enter a password for the MySQL database and click Next You cannot proceed Apache Port 8081 with the installation without entering a database password ee aoe Mysql Password osoo Re enter Mysql Password ccoo Specify whether to automatically launch Windows iHRIS once the installation is completed San Setup Offline iHRIS rec ommended ren ee be performed amp Select whether to create a Quick Launch and or a Desktop icon for Windows iHRIS and click sn ae Li u Auto Start Next m 2 Be launch Offline IHRIS on startup If you check this option Services will be installed as automatic Otherwise services will need to be started manually dditional icons Click Install and wait for Windows iHRIS to install Offline iHRIS Completing the Offline iHRIS Click Finish when the installation is complete ini Setup Wizard Setup has finished installing Offline IHRIS on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup Note If you have installed Windows Firewall you will be prompted to unblock the firewall for Windows iHRIS at the end o
133. on for departure Record a Position Change When an employee changes from one position to another in the organization the position change should be recorded in the employee s record All of the positions that the employee has held in the organization are saved to the employee s Position History which can be reviewed at any time Position Information In the employee s record click Position Information in the side menu to jump to the Position Hide Add Benefit Special Pa yment Information section Under the position click Change Position The Make a Job Offer form opens showing the current position title and start date Either type or select the position code and title of the new Position The Start Date for the new position is set to today s date by default If this is not correct change it This will also be the end date for the employee s old position Select the Currency and enter the amount of the Salary for the new position this may be the same as the employee s previous salary Under Reason for Departure select the reason for the position change Select the New Status for the position Open or Discontinued if the position is marked Open it will be available for assignment to another employee or applicant Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Make a Job Offer Person Test Posit
134. open a previously discontinued position see Discontinue a position or if the position is filled by another employee record a position change see Record a position change or departure see Record a departure for that employee iHRIS Add an Application 65 Log Interview Details While an applicant is under review record details about any interviews with the applicant In the person s record click Application in the left menu to jump to the Application section of the record Click Log Interview Details Application etails Log Hiring Decision tion Open Position s Applied For ition s i mation Posi DH09 Manager When can you start 9 July 2009 Desired Wage TF 065000 Are you looking for full time employment Yes If no what hours are you available Applicant Questions How did you hear of this opening Internal posting in addition to your work history are there Management training completed other skills qualifications or experience January 2009 we should consider Have you ever been convicted of a No felony If yes give the circumstances The Position Interview form opens The Date of Interview is set to today s date by default If this is incorrect change it Enter the names or titles of People Conducting Interview Enter any Comments about the interview optional Click Confirm and confirm that the information entered is correct If it is not correct click E
135. or departure and click Update This Information to edit it Administer Database Reasons for Departure Add new Reasons for Departure Select Reasons for Departure to edit The Reason for Departure form opens Enter the Name of the reason for departure Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Administer Database Reasons for Departure Troubleshooting An error message appears when Confirm is clicked Make certain that the reason for departure has not already been entered Change the name and try saving again If you do not want to add the reason for departure after all click Return do not save changes iHRIS In service Training Management Module 38 IHRIS In service Training Management Module Please Note The In Service Training Management Module has not yet been updated for 1HRIS Manage Version 4 0 It has been disabled by default in the current release but an update is scheduled for release soon This documentation will also be updated when that release is available Adda Training Course A training course is a course that an employee may take to gain new competencies or continuing education credits A training course covers only one topic but it may have multiple classes that are available for employees to attend Either the Training Manager or the HR Manager can add a training course
136. or facility zem Select a Facility Type for the office or facility remy Te ada new Enter the Contact Information for the office or facility optional TEE rem Email Address Notes Primary Contact Person Under Location either type the name of the district where the office or facility is located or a Marr click Select Value and select the Country Region and District where the office or facility is located Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If itis click Save to save it Troubleshooting An error message appears when the Confirm button is clicked Make sure that all required fields have been completed and that the name of the office or fac lity has not already been entered Required fields are outlined in red Fill in any missing information and try saving again If you do not want to add the office or facility after all click Return do not save changes The correct facility type is not available for selection Click Add New beside the Facility Type menu and enter the name of the facility type Then click Administer Database and follow the steps above to add the new office or facility You will have to re enter any information you previously entered for the office or facility The correct country district or county is not available for selection The geographical location needs to be ad
137. or more information on managing reports Configure Modules Click Configure Modules to enable new modules and customize all modules that have been installed for use in iHRIS This page lists all modules that have been installed for the system including those that were installed with the main software package and any modules you may have installed separately Only the System Administrator can configure modules A checkbox appears beside most module names If the checkbox is checked the module is enabled or turned on Most modules are enabled by default Click the checkbox to remove the check and disable the module if it is not needed you will then have to click the Enable button at the bottom of the page to save the change The module can be re enabled at any time by re checking the box and clicking Enable again Note that if the checkbox does not appear the module is required for iHRIS to operate properly and cannot be disabled Beside most modules a Configure link appears Click Configure to open a new screen showing all options for that module These modules will change depending on the module that is selected Use this page to customize settings for the module Available Modules Application iHRIS Administer the System 16 Disable the Record Verify Module The Record Verify Module is currently available only in iHRIS Qualify By default the Record Verify Module is turned on when iHRIS Qual
138. order to qualify for registration exam try An attempt by a student to pass the qualifying selection preset iHRIS examination students are limited to three tries values Qualify executive A person who may manage the entire organization or value Role iHRIS manager one district department office or facility within the Manage organization The Executive Manager views reports and analyzes data entered in the system in order to make HR decisions and set organizational policy exit A decrease in the supply of workers due to employees selection preset iHRIS Plan leaving the workforce values facility A specific division within an organization that is duty center health facility selection iHRIS defined by having its own budget and often has a office responsibility center Manage unique facility code Often a facility is responsible for iHRIS providing health care services Qualify facility agent The owner of a health facility or training institution agent selection iHRIS which also refers to the classification of the facility Qualify facility type A type of health facility selection iHRIS Manage iHRIS Qualify fax number A number where a person or organization can be fax text entry iHRIS contacted by fax Manage iHRIS Qualify fail A failing grade on a qualifying examination value Exam Results 1HRIS Qualify felony conviction A conviction of a crime resulting in prison time yes no iHRIS Manage final try The third and la
139. ositions select Closed in the Status menu all closed positions will display underneath You will need to remove the employee from the position before you can discontinue the position see Record a departure and Record a position change 53 Managing Employee Records IHRIS Manage People Click Manage People to add a new employee or applicant record to the system If you are using the job application module you can also complete applications for open positions review completed applications and assign a position to the successful applicant Add Person To track a person in the database whether an employee or a job applicant add a record for that person by clicking the Add Person option Certain information is required to start a new record Once the record is generated additional options for adding data about the person will become available Either an HR Staff person or an HR Manager can add a new person to the system On the Home page or in the left side menu click Manage People Click Add Person nr Add Person To tracl k a person in the database whether an employee or a job appl t add a ri person Certain information is required to start a new record Once rd is options for adding data about the person will become available An HR Staff person or a can add a new person to the system The Add Person form opens Enter the person s Surname First Name and any Other Names Add Update Per
140. pe has not already been entered Change the name and try saving again If you do not want to add the education type after all click Return do not save changes Add a Degree After adding an education type you will need to add one or more kinds of degrees for that type The degree will be selected when entering the educational history for a person into the system Examples of degrees include diploma for high school Bachelor s degree for college and Master s degree or PhD for university 1HRIS Administer Database for IHRIS Manage 32 From the home page or left menu click Administer Database under Configure System In the Employee Lists section select Degree ERBE LENS Education Type Degree Language Competency Type Competency Competency Evaluation Identification Type Benefit Type Marital Status Ressons for Departure The Degree page opens Either click Add New Degree or to edit an existing degree select its Administer Database Degree education type and click the View button to display all matching degrees then click the an degree name and click Update This Information to edit it m Select Degree to edit return The Degree form opens Administer Database Degree Enter a Name for the degree une Select the Education Type for the degree een ve Asanes Click Confirm and confirm that the name entered is correct If it is not correct click Edit ee confirm to change it If it is clic
141. png License unknown Contributors Sturlington Image Position3 png Source http open intrahealth org w index php title File Position3 png License unknown Contributors Sturlington Image Position4 png Source http open intrahealth org w index php title File Position4 png License unknown Contributors Sturlington Image Position5 png Source http open intrahealth org w index php title File Position5 png License unknown Contributors Sturlington Image Position6 png Source http open intrahealth org w index php title File Position6 png License unknown Contributors Sturlington Image Position7 png Source http open intrahealth org w index php title File Position7 png License unknown Contributors Sturlington Image AddPerson png Source http open intrahealth org w index php title File AddPerson png License unknown Contributors Sturlington Image AddPerson2 png Source http open intrahealth org w index php title File AddPerson2 png License unknown Contributors Cbales Sturlington Image AddPerson3 png Source http open intrahealth org w index php title File AddPerson3 png License unknown Contributors Cbales Sturlington Image AddPerson4 png Source http open intrahealth org w index php title File AddPerson4 png License unknown Contributors Cbales Sturlington File Manage_set_position_1 png Source http open intrahealth org w index php title File Manage_set_position_l png License unknown Contributors Cbales File Make_a_job_offer png Source
142. position code and title of the open position that the e TET m 1m employee will fill Dee The Start Date the date that the employee started work in that position is set to today s date by i Ea default Select a new date from the menu if the start date is different Under Salary select the currency that the employee is paid in and enter the salary that the employee is paid Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it The new position information will appear in the employee s record in the Position Information reste section Click the position title to view information about that position Troubleshooting The Set Position option does not appear for an old employee The Job Application module is enabled Complete an application form for the employee see Add an Application and then make a job offer for that employee to set the position see Make a Job Offer Alternatively the System Administrator can disable the Application module and the Set Position option will become available see Disable the Application Module An error message appears when Confirm is clicked Make certain that a position has been selected and the salary has been entered All required fields are outlined in red Fill in the missing information and try saving again If you do not want to set a position after all click Return
143. ptional Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it The past education displays in the person s record under the Education History section Click tion f Institution Information Update This Information beside the employer to edit any of the fields if necessary Repeat this process for each educational institution attended Troubleshooting An error message displays when the Confirm button is clicked Make certain that all required fields have been completed Required fields are outlined in red Fill in the missing information and try saving again If you do not want to enter a degree after all click Return do not save changes The correct degree is not available for selection The HR Manager must add the education type and degree to the system see Add an education type and Add a degree Add Notes At any time an HR Staff person or an HR Manager may add notes to a person s record All notes are saved to a log and may be reviewed as necessary iHRIS Add Employee History 68 In the person s record click Notes in the left menu to jump to the Notes section Click Add Note The Notes form opens Enter a Date Added for the note if no date is entered today s date is saved by default Enter the text of the Note Click Confirm and confirm that the information entered is correct If i
144. r all click Return do not save changes Add a Registration Council A registration council is the professional association or licensing board that registers health professionals such as nurses or midwives If your organization needs to track these registrations or licenses for your employees enter the name of at least one registration council for selection From the home page or left menu click Administer Database under Configure System In the Organization Lists section select Registration Councils Administer Other Lists Organization Lists Facility Type Office Facility Department Registration Councils The Registration Council page opens showing all Registration Councils entered in the database Either click Add New Council or select an existing registration council s name and click Update This Information to edit it Administer Database Council Add new Council Select Council to edit return The Registration Council form opens Enter the Name of the registration council Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it Name 1HRIS Administer Database for IHRIS Manage 31 Troubleshooting An error message appears when Confirm is clicked Make certain you have entered a name for the registration council and that it is not the same as a registra
145. r can change any of the information for the position iHRIS Administer Positions 51 From the home page or left menu click Administer Database under Configure System Under the Manage Positions section select Positions by Facility add or edit a position based on the facility where it is located or select Positions by Status to add or edit a position based on its status as open closed or discontinued Administer Database Administer Positions Create Job Structure Manage Positions Salary Sources Position Types Positions by Facility Positions by Status The Position page opens If you chose Positions by Facility select the name of the facility where the position is located from the Facility menu If you chose Positions by Status select the status of the position from the Status menu Click the View button to display all the positions entered for that facility or status Administer Database Position Add new Position Select Facility to limit the displayed values of Position iv view Capital City Clinic Capital City Hospital Example Clinic Gatarama Health Center Gisamba Hospital Gyumba Medical Center Hugoma Dispensary Kahini Medical Center Karita Health Center Lieu Musoza Hospital Nyagano Health Center Nyusa Clinic Quadrangle Clinic Regional Office Rushonga Hospital Rwabira Hospital Test Facility Testing Facili A list
146. raining Management Functions Note This module may be disabled if not needed It is disabled by default Manage a training program The Training Manager or HR Manager enters information about available training courses into the system for selection when scheduling employees for training Training programs include funders of training courses institutions hosting courses names and schedules of available courses competencies earned by taking the course and continuing education credits Requests for training and evaluations of employees after completing training can also be tracked Schedule an employee for training The Training Manager or HR Staff can schedule an employee to take a training course after the training is requested by the employee the supervisor HR or some other requestor Once the employee has completed the course the Training Manager or HR Staff can evaluate the employee The evaluation is retained in the employee s evaluation history If an employee gains new competencies by completing a training course the Training Manager or HR Staff can asses those competencies after the employee has completed the course Assessed competencies are then added to the employee s qualifications iHRIS Understanding iHRIS Manage Search All users can search the system for employee and position records They may then review the record on the screen or print a copy Reporting iHRIS Manage includes a customized report builder that en
147. re_example jpg Source http open intrahealth org w index php title File Job_structure_example jpg License unknown Contributors Sturlington File Configure_system png Source http open intrahealth org w index php title File Configure_system png License unknown Contributors Cbales Image ConfigureSystem2 png Source http open intrahealth org w index php title File ConfigureSystem2 png License unknown Contributors Cbales Sturlington File Disable_record_verify png Source http open intrahealth org w index php title File Disable_record_verify png License unknown Contributors Cbales Image AddUserl jpg Source http open intrahealth org w index php title File AddUser1 jpg License unknown Contributors Sturlington Image AddUser2 jpg Source http open intrahealth org w index php title File AddUser2 jpg License unknown Contributors Sturlington File UpdateUser2 jpg Source http open intrahealth org w index php title File UpdateUser2 jpg License unknown Contributors Cbales Sturlington File UpdateUser3 png Source http open intrahealth org w index php title File UpdateUser3 png License unknown Contributors Cbales Image LogIn png Source http open intrahealth org w index php title File LogIn png License unknown Contributors Sturlington File IHRIS_Qualify_home_page png Source http open intrahealth org w index php title File IHRIS_Qualify_home_page png License unknown Contributors Cbales Image ForgotPassword png Source http open i
148. rently holds the position and the organization is not seeking to hire into the position but the position may be reopened at some later date Each position has one spot on the organizational chart and one supervisor Each position is located at a particular office or facility Each position may optionally be assigned a code department and position type such as permanent temporary or part time The following chart illustrates how job data are related in the system Cadre optional health workers only Job classification salary band optional optional Job Position 3 Title Type Department Position 2 Title Type Position 1 Title Type Department Office Facility Supervisor Department Office Facility Supervisor Office Facility supervisor This is an example of a specific job iHRIS Before Installing IHRIS Manage 11 Job classification Salary band Public Health Nurse Grade 4 Job Senior Public Health Nurse Position 1 Position 2 Position 3 senior Public Health Nurse senior Public Health Nurse Senior Public Health Nurse Permanent Part time Permanent Pediatrics none Administration Hospital Name Clinic Name Ministry of Health Supervisor Name supervisor Name Complete the following exercises to define all cadres job classifications and salary bands in use in your organization Then identify each job in the organization and link it to the appropriate cadre job classifica
149. ription text entry iHRIS used in selection menus Manage iHRIS Plan desired wage The salary that an applicant for a job requests to desired salary selection from iHRIS perform that job Currency number Manage 81 1HRIS Data Dictionary did not sit for An incomplete or absent result on a qualifying absent incomplete value Exam Results iHRIS exam examination Qualify disciplinary action A warning or notice issued to a health professional or disciplinary action selection iHRIS reason employee as a result of an infraction disciplinary notice Qualify discontinued A position status that designates a position that is no discontinued position value Position iHRIS longer required by an organization no employee fills it Status Manage and the organization is not soliciting applications for the position display name The name of a report or other item that is shown to text entry iHRIS users of the system Manage iHRIS Qualify disruption date The date a student left a training program date iHRIS Qualify disruption reason The reason why a student left a training program discontinuation disruption selection iHRIS training disruption Qualify district A smaller geographic unit within a region created by province state selection iHRIS the central government for easy administration Manage iHRIS Qualify duration of The number of years that a change affe
150. rity Number driver s license passport or national health insurance card that are used to identify an employee Identification numbers are entered into the system when a job applicant completes an application and when an employee is hired The types of identification that are required depend on the laws of your country and the policies of your organization List all identification types that will need to be tracked Action Enter all identification types in the system see Add an identification type Benefit types Will you be tracking special non salary payments made to employees such as benefits allowances travel advances or bonuses List all benefit types or special payments Action Enter all benefits types in the system see Add a benefit type Marital status types List the types of marital status such as single married divorced and widowed you need to track for your employees Action Enter all marital status categories in the system see Add a marital status Reasons for departure List the reasons for departure that you would like to track when employees leave or change positions within the organization Action Enter all reasons for departure in the system seeAdd a reason for departure Define Geographical Locations iHRIS Manage can track human resources data by four types of geographical locations The system reports aggregate data at each level in order to analyze human resources at the national re
151. roficiency values Manage reason for A reason given for leaving employment or changing reason for leaving selection text entry iHRIS departure positions within the organization past employment Manage records officer A role that is responsible for basic data entry value Role iHRIS including initial indexing and upgrades of health Qualify professional students entering training programs tracking out migration verifications and demographic data entry recurrence A regular repetition of a special payment such as recurrence selection preset iHRIS frequency monthly or annually values Manage region A major subdivision of a country containing districts selection iHRIS Manage iHRIS Qualify registration An organization that registers or licenses health council licensing board selection iHRIS council workers to practice in a country Manage registration date The date at which a health worker is issued a date iHRIS registration number Manage iHRIS Qualify registration A number that is issued when a health worker enters number iHRIS number the profession within a particular cadre the health Manage worker retains the registration number as the primary iHRIS identification number as long as s he is licensed to Qualify practice in that cadre in the country registration A role that is responsible for data entry related to value Role iHRIS supervisor licensing updates including entering initial Qualify registration issuing new
152. rror for duplicate usernames Return to the Administer Users screen and select the username from the dropdown menu to edit the user account see Update a User Update a User If information about a user has changed the System Administrator can update the user account with the change Usernames and passwords may also be changed If a user no longer has access to the system the account can be disabled On the Home page or left menu click Configure System Click Administer Users Administer Users From the menu select the user account to change iHRIS Administer Users 18 The user account information is displayed Make the change or select No Access from the Administer Users Role menu to disable the account e a aaa First Name Click Confirm and confirm that the changes entered are correct If they are not correct click Edit to change them If they are click Save to save them demo demo demo Troubleshooting A required field was not completed The system will display an error message The required field s will be outlined in red Complete the missing fields and try saving again If you do not want to update the user account after all click Return do not save changes IHRIS Create Reports Reports enable analysis of health worker data in various ways The options for building custom reports are located on the Configure Syste
153. s Litlfred Image Offline_toolbar gif Source http open intrahealth org w index php title File Offline_toolbar gif License unknown Contributors Litlfred Image Offline_toolbar_left gif Source http open intrahealth org w index php title File Offline_toolbar_left gif License unknown Contributors Litlfred Image Offline_toolbar_right gif Source http open intrahealth org w index php title File Offline_toolbar_right gif License unknown Contributors Litlfred License 96 License GNU Free Documentation License 1 2 http www gnu org copyleft fdl html
154. s optional Enter the names of all offices or facilities assigned to their specific country district and county locations and categorized by the specific facility types you have defined 4 The organization has only office but has personnel assigned to work in several different geographical locations Create all countries where employees are located For each country enter the name of at least one region if regional data does need to be tracked enter a meaningful name for one region per country such as National For each region enter the names of all districts states or provinces where employees are located Enter the name of counties or sectors where employees are located within defined districts optional Configure the system to globally turn off the offices facilities feature all positions will be linked to a geographical location instead Requires customization by a programmer Actions When you have completed this worksheet enter into the system in the following order e all countries identified at least one must be entered see Add a country e all regions identified for each country at least one region per country see Add a region e all districts identified for each region at least one district per region see Add a district e all counties identified for each district optional see Add a county e all currencies identified at least one must be entered see Add a currency e all facility types identi
155. s information beside the incorrect identification to edit it Troubleshooting An error message appears when the Confirm button is clicked Make certain that all required fields have been completed Required fields are outlined in red Fill in the missing information and try saving again If you do not want to add an identification after all click Return do not save changes The identification type is not available for selection Only the HR Manager can add new identification types to the system see Add an identification type Add Demographic Information Add demographic information about the employee for reporting purposes Demographic information includes date of birth gender marital status and number of dependents All demographic information is optional iHRIS Add Employee Information 56 In the person s record under the Individual Information section click Add Demographic Information View Person Person Test Individual Information The Demographic Information form opens Set the employee s Date of Birth Select the employee s Gender Select the employee s Marital Status Enter the Number of Dependents for the employee Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Add Update Demographic Information Person Test Demographic Information Date of Birth Marital S
156. se Manage students midpoint The average salary offered to new hires in a salary selection from iHRIS grade which may not be equivalent to the true average Currency number Manage of the salary range within that grade monthly An event that occurs once a month value Recurrence iHRIS Frequency Manage name Refers to the value used to create an item for selection text entry all menus nationality The country where a person is a legal citizen citizenship selection from iHRIS Country Manage iHRIS Qualify no access A role that prevents a user from accessing the system value Role all or disables the user account notes General information added to a record to provide primary contact person text entry iHRIS additional information not accounted for by other Manage fields iHRIS Qualify number of The actual number of workers available for supply number iHRIS Plan employed staff deployment 86 rate grow annually growth iHRIS Data Dictionary number of The maximum number of students that can attend a number iHRIS students specific training program Qualify OK to contact Specifies whether a person s past employers may be yes no iHRIS contacted Manage old applicant A person who previously applied for an open position value from iHRIS but who has not applied for any positions that are Employee Status Manage currently open
157. se classes A training course can have several classes From the home page or left menu click Administer Database under Configure System In the Training Course Information section select Training Courses From the dropdown menu select the training course to schedule and click the View button Under Scheduled Courses click Schedule a Course 1 2 3 4 5 Enter the Maximum Number of Students who can attend the class 6 2 8 9 Select the Start Date and End Date for the class today s date is entered for both by default Enter any Notes about the class Enter the class s Site or the location where the class is taking place Enter the name s of the class s Instructors if known 10 Select the Country District and County where the class is located optional 11 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If itis click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that all required information has been entered Fill in the required fields outlined in red and try saving again If you do not want to schedule the class after all click Return do not save changes
158. son in the appropriate fields Select the person s Nationality from the menu s Type or select the name of the person s country region and district of residence under C Residence een STE EEE The data that you just entered will appear Confirm that the information entered is correct If it Add Update Person is not correct click Edit to change it If it is click Save to save it Surname Nationality Doe Taifafeki First Name Residence Jonathan Capital Other Names Test The person s new record opens with options to add additional information divided into sections svisuatimtomaton nn Note that you can click the Hide Expand option at the top of any section to hide or display that section You can edit or update a person s record at any time by searching for the record see Search Records rere mn Contact Information Hide Add Work Contact Add Other Contact Add Emergency Contact Add Personal Contact Troubleshooting An error message displays when the Confirm button is clicked Make sure all required fields have been completed Required fields will be outlined in red Fill in the missing information and try saving again If you do not want to add a new record after all click Return do not save changes An error message appears when the name is entered There may be another record in the system with the same first name and surname The system will provide a link to the matching record
159. ssing the System IHRIS User Access Log in Before performing any task in 1HRIS Qualify you need to log in You cannot log in unless a user account has been created for you and you have been given a username and password If you do not have a user account contact your System Administrator Connect to the system The Welcome page appears In the Log In form enter the Username and Password that were provided to you Click the Login button Please Log In Enter your username and password demo Forget username or password Login The Home page opens listing the actions that you can perform based on your role gr iHRIS Qualify Welcome Guest Demo Troubleshooting The password is not correct You will be prompted to re enter the password If you cannot remember your password you can generate a new password see Retrieve a forgotten password or username The username is not correct You will get an error message If you cannot remember your username you can retrieve it see Retrieve a forgotten password or username Retrieve a Forgotten Password or Username If you have forgotten your password or username you can generate a new one From the Log In page click Forget username or password Please Log In Enter your username and password Username Password demo Forget username or password Login The Forgot Password page opens To reset the password
160. st attempt to pass the qualifying value Exam Try iHRIS examination Qualify first name A person s initial name Christian name firstname text entry all 83 iHRIS Data Dictionary first try The initial attempt to pass the qualifying examination value Exam Try iHRIS Qualify fluent Native of bilingual proficiency in a language bilingual proficiency Level 5 value Speaking iHRIS native proficiency S 5 Reading or Writing Manage Proficiency full professional The fourth level of five in the Interagency Language full professional proficiency value Speaking iHRIS Roundtable ILR scale of language proficiency a Level 4 S 4 Reading or Writing Manage person at this level is able to use the language fluently Proficiency and accurately on all levels normally pertinent to professional needs full time Employment for a standard number of hours of full time yes no iHRIS employment working time Manage gender Indicates whether a person is male or female sex female male iHRIS Manage iHRIS Qualify grade obtained A student s official grade upon completing a particular grade text entry iHRIS academic level Qualify graduation date Official date of completion of a training program or graduation year of graduation date iHRIS other educational program Manage iHRIS Qualify health workforce A role that has access to the projection creation and
161. t is not correct click Edit to change it If it is click Save to save it All notes will appear at the bottom of the person s record under the Notes section Repeat these steps to add additional notes Notes Hide Add Note Add Update Notes Person Test Date Added 9 m July 2009 v Note The employee applied for an internally posted position n Date Added 9 July 2009 Note The employee applied for an internally posted position 45 July 2009 Note The employee was offered the position This is equivalent to a promotion and raise Troubleshooting An error message displays when the Confirm button is clicked Entering the note text is required The required field is outlined in red Try filling in the missing field and saving again If you do not want to enter a note after all click Return do not save changes IHRIS Manage Job Applicants Review Applicants Once one or more applications have been recorded for an open position an HR Staff person HR Manager or Executive Manager can review the applications for that position HR Staff or the HR Manager can also record interview details or the hiring decision while reviewing applicants see Log interview details and Log hiring decision Click Review Applicants on the Manage People screen to review all of the applications for any open position From the Home page or left menu click Manage People The Manage People
162. tada new z If necessary choose to Hide the region for an old region that is no longer valid and therefore should no longer be an option te z Click Confirm and confirm that the information entered is correct If it is not correct click rem donot save changes Edit to change it If it is click Save to save it Troubleshooting An error message appears when the Confirm button is clicked Check that a region with the same name has not already been entered for that country There cannot be two regions with the same name in the same country Also make sure that the region name was entered and its country was selected these fields are required Required fields are outlined in red Fill in the missing information and try saving again If you do not want to add the region after all click Return do not save changes The country name is not available for selection Next to Country click Add New and add the country Then click Administer Database and follow the steps above to add the new region You will have to re enter any information that you previously entered for the region iHRIS Add Geographical Areas 25 Add a District A district is a subdivision of a region In some locations the district may be called the state or province District choices depend on which country is selected only a district that s associated with a particular country can be chosen when the country is selected For each re
163. tatus 1 M September 1 97 m Married v the information needs to be changed click Update This information to edit it The demographic information that you just entered displays in the employee s record If any of View Person Person Test Individual Information on Surname Person First Name Test Other Names Nationality Taifafeki Residence Capital tion Identification ion Identification Type Passport Number Identification Number 999 9999 105 is Information Demographic Information is l stio tion Date of Birth 1 September 1971 Gender Male Marital Status Married Number of Dependents 1 Troubleshooting The correct marital status is not available for selection Only the HR Manager can add new marital statuses to the system see Add a marital status Add Contact Information For each person in the system whether an employee or a job applicant four types of contact information may be added personal or home contact work contact emergency contact and other contact Only one contact may be added for each type Contact information may be added at any time after the record is created All contact fields are optional In the employee s record click Contact Information in the side menu to jump to the Contact Information section of the record Click the link for the type of contact information to add Contact Information Hide Add Work Contact Add Other Co
164. te This Information Yt Enter or edit the Name of the county The County form opens Type the name of the District or select the Country the Region and cy the District in which the county is located ti Click Confirm and confirm that the information entered is correct If it is not correct click trici ees North Carolina United States National 7 Select Value Taifafeki Belgium Edit to change it If it is click Save to saveit 0 iis Congo gt France Troubleshooting An error message appears when the Confirm button is clicked Check that a county with the same name has not already been entered for that district There cannot be two counties with the same name in the same district Also check that the county name has been entered and the country region and district have been selected these fields are required Required fields will be outlined in red Try completing the missing fields and saving again If you do not want to add the county after all click Return do not save changes The correct district is not available for selection Click Add New beside District and add the new district Then click Administer Database and follow the steps above to add the new county You will have to re enter any information you previously entered for the county Add a Currency If your organization pays salaries or other payments in more than one currency you should add each curren
165. th it If so when an employee completes the training course the Training Manager or HR Staff may evaluate the employee in the associated competencies The evaluated competencies are then added to the list of the employee s qualifications 1 In the person s record click Training Courses in the side menu to jump to the Training Courses section of the record Beside the course s name click Course Competency Evaluations Under each competency associated with the training course select the Evaluation result Select the Evaluation Date today s date is entered by default Enter any Notes about the evaluation ON nA BW N Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that all fields have been completed Required fields are outlined in red Fill in the missing information and try saving again If you do not want to evaluate the competency after all click Return do not save changes The correct competency does not appear for the training course The HR Manager or Training Manager must associate the competency with the
166. the home page or left menu click Administer Database under Configure System Under the Manage Positions section select Positions by Status Administer Database Administer Positions Create Job Structure Manage Positions Position Ty ypes Positions by Facility Positions by Status The Position page opens Select Open from the Status menu and click the View button All of the open positions will display Click the name of the position to edit Administer Database Position Add new Position Select Status Select or type the Status to limit the displayed values of Position Open M Select Position to edit view return The position information displays Click Discontinue This Position to mark the position as discontinued View Position NURSI TEST 01 Nurse Position Information Nurse Nursel Proposed Salary TF 00 Source Ministry of Health Position Code NURSI TEST 01 Facility Testing Facility Department Clinic Position Type Permanent Full Time Proposed Hiring Date 3 March 2009 Status Open Date Posted 3 March 2009 To re open a discontinued position repeat the steps above but select Discontinued from the Status menu Then click Open This Position beside the position information Troubleshooting The position is not displayed in the selection menu Make certain the position has not been filled by an employee To see all filled p
167. tinuing education courses are courses that provide official continuing education units CEUs to an employee in order to renew a license for instance Continuing education courses may be associated with training courses if an employee can earn CEUs by taking the course A training course may include one or more continuing education courses You can enter the name and the number of credit hours CEUs earned in each continuing education course You can then associate the continuing education course with its training course when adding the training course details Action Enter all continuing education courses into the system see Add a continuing education course Training Courses For each in service training course collect the Name of the course its topic and the schedule of classes offered including the maximum number of students and site for each course You may also record the course category the training institution offering the course the training funders funding the course CEUs continuing education units and competencies provided by the course the names of the instructors and the geographical location where each class is being given Action Enter all training courses and their schedules into the system see Add a training course and Schedule a course 15 System Administration IHRIS Administer the System Configure System Click Configure System on the main menu to access options for setting up and cust
168. tion section select Training Funder W Either select Add New Training Funder and click the Add button or select an existing training funder to edit from the menu and click the View button then click Update This Information Enter the Name of the training funder Select the Country District and County where the training funder is located Enter the Contact Information known for the training funder YH Nn Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it iHRIS In service Training Management Module 43 Troubleshooting This option is not available Make certain that the In service Training Management Module has been enabled see Enable the In Service Training Management Module Only the System Administrator can turn on the module An error message appears when Confirm is clicked Make certain that all required fields have been completed Fill in any missing fields outlined in red and try saving again If you do not want to add the training funder after all click Return do not save changes The country district or county name is not available for selection Under the Geographical Location menu click Add New and add the country district or county only the HR Manager can do this Then click Administer Database and follow the steps above to enter the training funder You will have to r
169. tion and salary band This section should be completed by an HR Manager Cadres List all cadres in use in the organization Cadres refer only to health professionals and should conform to international standards as much as possible Cadres are optional Action Add all cadres to the system see Add cadres Job classifications List all job classifications in use in the organization including a description and a code for each job classification A Job classification is a category used to group similar jobs Job classifications may be the same as cadres but will also include non health professionals Job classifications are optional Action Add all job classifications and corresponding information to the system see Add job classifications Salary grades List all salary grades in use in the organization Include the currency starting salary midpoint or market rate and ending salary for each salary grade A salary grade defines the pay range for one or more jobs Salary grades are optional Action Add all salary grades and corresponding information to the system see Add salary grades Currencies also need to be entered into the system see Add a currency iHRIS Before Installing iHRIS Manage 12 Jobs List all jobs that currently exist in the organization with their cadre job classification salary grade job code and job description Remember that a job is not the same as a position Several positions may e
170. tion council that was already entered Change the name and try saving again If you do not want to create the registration council after all click Return do not save changes Add an Education Type The education type classifies a type of educational institution that issues degrees Education types are selected when entering a person s educational history Examples of education types include High School College and University From the home page or left menu click Administer Database under Configure System Employee Lists In the Employee Lists section select Education Type Bee Education Type Degree Language Competency Type Competency Competency Evaluation Identification Type Benefit Type Marital Status Ressons for Departure The Education Type page opens showing all Education Types entered in the database Either Administer Database Education Type click Add New Education Type or select an existing education type and click Update This pers Select Education Type to edit Information to edit it Degree Certification H Schoo return The Education Type form opens Enter the Name of the education type Click Confirm and ss Education Type confirm that the name entered is correct If it is not correct click Edit to change it If itis tne click Save to save it Troubleshooting An error message appears when Confirm is clicked Make certain that the education ty
171. to the system If your organization does not define salary grades you can skip this step A job can then be linked to its corresponding salary grade Only the HR Manager or System Administrator can add or edit salary grades From the home page or left menu click Administer Database under Configure System Under the Create Job Structure section select Salary Grades Administer Database Administer Positions Create Job Structure Cadres Job Classifications Salary Grades Jobs The Salary Grades page opens showing all salary grades entered in the database Either click Add New Salary Grade or select an existing salary grade and then click Update This Information to edit it Administer Database Salary Grade Add new Sal Grad alary Grade Select Salary Grade to edit Entry Level HRIS Create a Job Structure 46 The Salary Grades form opens Administer Database Salary Grade Enter the Name or identifier of the salary grade me ra Enter any Notes to record about the salary grade optional Select a Currency for the starting salary and enter the amount of the Start salary the lowest 7 salary in the band PEET Select a Currency for the ending salary and enter the amount of the End salary the highest salary in the band Select a Currency for the midpoint salary and enter the amount of the Midpoint salary the midpoint is the average salary in th
172. training course see Add a Training Course The correct evaluation is not available for selection iHRIS Add Trainings 64 The evaluation must be added to the system by an HR Manager see Add a Competency Evaluation IHRIS Add an Application Add Application A job application can be added for any person in the system Adding a job application puts the person in consideration for any open position Records with a completed job application but that do not already have a set position are considered applicants rather than employees of the organization Employees with a set position can also have a job application on file for open positions to manage internal hiring efforts Until the applicant has applied for an open position the applicant will not appear in any applicant lists The applicant may only apply for positions that have been created in the system and have been designated as open the position is not filled by another employee or discontinued If your organization does not need to track job applications the Application module can be disabled by the System Administrator see Disable the Application Module In the person s record click Application in the left menu to jump to the Application section of ou the record Click Add Application Add Update Application The Application form opens Under Position s select the open position that the applicant is applying for select more than
173. turlington Image Offices3 png Source http open intrahealth org w index php title File Offices3 png License unknown Contributors Sturlington Image Departmentsl png Source http open intrahealth org w index php title File Departmentsl png License unknown Contributors Sturlington Image Departments2 png Source http open intrahealth org w index php title File Departments2 png License unknown Contributors Sturlington Image Councilsl png Source http open intrahealth org w index php title File Councils1 png License unknown Contributors Sturlington Image Councils2 png Source http open intrahealth org w index php title File Councils2 png License unknown Contributors Sturlington Image EmployeeLists png Source http open intrahealth org w index php title File EmployeeLists png License unknown Contributors Sturlington Image EducationTypel png Source http open intrahealth org w index php title File EducationTypel png License unknown Contributors Sturlington Image EducationType2 png Source http open intrahealth org w index php title File EducationType2 png License unknown Contributors Sturlington Image Degreesl png Source http open intrahealth org w index php title File Degrees1 png License unknown Contributors Sturlington Image Degrees2 png Source http open intrahealth org w index php title File Degrees2 png License unknown Contributors Sturlington Image Languagesi png Source http open intrahealth org w index php title Fil
174. u do not want to add the competency after all click Return do not save changes The correct competency type is not available for selection Beside the Competency Type menu click Add New and enter the correct competency type Then click Administer Database and follow the steps above to add the new competency You will have to re enter any information you previously entered for the competency 1HRIS Administer Database for IHRIS Manage 35 Add a Competency Evaluation If you want to assess an employee in a particular competency each evaluation option must be added for selection when making the assessment For example you might enter Competent Not Competent and Not Assessed as options to select for the evaluation From the home page or left menu click Administer Database under Configure System In the Employee Lists section select Competency Evaluation Employee Lists Education Type Degree Language Competency Type Competency Competency Evaluation Identification Type Benefit Type Iarital Status e Ressons for Departure The Competency Evaluation page opens showing all the Competency Evaluations entered in the database Either click Add New Competency Evaluation or select an existing competency evaluation and click Update This Information to edit it The Competency Evaluation form opens Enter the Name of the competency evaluation Clic
175. und Position Information m Position Code sTO3 Facility Capital City Hospital Department Social Service 4 December 1997 Status Closed 4 December 1997 No results will display Select different options and click View to search again Try reducing the number of options selected for better results Search People Follow these steps to locate an employee s record in the system From the Home page or left menu click Search Records On the Search Records page click Search People Search Records Q Recent Changes View forms that have been updated recently Q Search Positions Locate any position in the system to review print or update Q Search People Locate any person s record in the system to review print or update The Search form opens In the Employee Status menu select the type of record to search for Applicant Employee Old Employee or Old Applicant Leave blank to search all employees Limit the search to a particular facility by selecting that facility name from the Facility menu Leave blank to search all facilities Limit the search to a particular job by selecting that job title from the Job menu Leave blank to search all jobs Enter the person s Surname to find a single record or leave blank to find multiple records Click the View button to show all matching results Select Value A list of matching records displays Click the name of the person
176. unknown Contributors Sturlington Image Benefit2 png Source http open intrahealth org w index php title File Benefit2 png License unknown Contributors Sturlington Image MaritalStatus1 png Source http open intrahealth org w index php title File MaritalStatusl png License unknown Contributors Sturlington Image MaritalStatus2 png Source http open intrahealth org w index php title File MaritalStatus2 png License unknown Contributors Sturlington Image Departurel png Source http open intrahealth org w index php title File Departurel png License unknown Contributors Sturlington Image Departure2 png Source http open intrahealth org w index php title File Departure2 png License unknown Contributors Sturlington Image JobStructure png Source http open intrahealth org w index php title File JobStructure png License unknown Contributors Sturlington Image Cadresi png Source http open intrahealth org w index php title File Cadresl png License unknown Contributors Sturlington Image Cadres2 png Source http open intrahealth org w index php title File Cadres2 png License unknown Contributors Sturlington Image Classificationl png Source http open intrahealth org w index php title File Classification png License unknown Contributors Sturlington Image Classification2 png Source http open intrahealth org w index php title File Classification2 png License unknown Contributors Sturlington Image SalaryGradel png Source http ope
177. value Role iHRIS Plan planner modeling functions but cannot configure the system or access user accounts hiring date The date on which an open position is filled filled date hire date hire year TBD iHRIS Manage hiring decision The date at which an official decision is made whether date of decision date iHRIS to offer a job to an applicant Manage home residence The address or geographical location where a person permanent residence selection Country iHRIS permanently lives which may be different from the Region District Qualify person s current residence HR manager A manager of human resources personnel who is value Role iHRIS responsible for managing all system data and for Manage ensuring that data in the system are complete correct and up to date HR staff A data entry person in human resources who is value Role iHRIS responsible for entering and updating data in the Manage system identification code A unique code used to identify a facility or training text entry iHRIS institution Qualify identification The unique identifier usually a number that when text entry iHRIS number combined with an Identification Type is used to Manage identify a person iHRIS Qualify identification type An official document such as Social Security identification selection iHRIS Number national health insurance or passport used to Manage identify a person iHRIS Qualify index number The number issued to a
178. whose record you want to review To search again select new options from the Search form and click View Employee Social Worker Troubleshooting The record is not found No results will display Select different options and click View to search again Try reducing the number of options selected for better results iHRIS Run Reports in iHRIS Manage 72 IHRIS Run Reports in 1H RIS Manage Report views for analyzing data entered in iHRIS are created by the Administrator or Manager for other users to access see The Customized Report Builder for more information Several predefined report views are included when iHRIS is installed To access the reports click View Reports in the main menu or left navigation menu All of the saved report views are displayed Reports are organized by category depending on the type of data displayed Pre defined categories include Facility Report Position Reports Search and Staff Reports Reports Facility Report Li A list of all facilities Position Reports Position List en Duration The length in days each position w e Search Search Peo Staff Reports list of all positions ration T as open before being filled ople Search all person records in the system To run a report click its name Reports will display according to the set default view either as a table pie chart or bar chart For table display chan
179. xist for one job Once the jobs are entered in the system at least one position may be created for each job which may then be linked to an employee Action Enter each job and its corresponding information into the system see Add jobs Salary sources List all salary sources A salary source is any distinguishable source of an employee s salary or a special payment or benefit paid to an employee that needs to be tracked Tracking salary sources is optional Action Enter all salary sources in the system see Add salary sources Position types List all position types such as permanent temporary consultant part time etc to track in the system Tracking position types is optional Action Enter all position types in the system see Add position types Set Up Current Positions and Employees Once the standard data lists have been configured in the IHRIS Manage system according to the worksheets Data Setup Checklist Define Geographical Locations and Define a Job Structure you are ready to begin the initial data entry This involves populating the IHRIS Manage system with all current position and employee information Print and complete the following checklist first to ensure that all the data is available before entering data into the system This checklist should be completed by an HR Manager or HR Staff Gather position information A position is an instance of a job that is filled by one employee is located at on
180. xisting language and click Update This Information to edit it The Language page opens showing all languages entered in the database Either click Add New A Database Language Add new Lanquage Select Language to edit save it The Language page opens Enter the Name of the language Click Confirm and confirm that Language the name entered is correct If it is not correct click Edit to change it If it is click Save to Troubleshooting An error message appears when Confirm is clicked Make certain that the language has not already been entered Change the name and try saving again If you do not want to add the language after all click Return Add a Competency Type do not save changes A competency type is a broad category for organizing competencies or skills in which employees have been assessed as competent Examples of competency types include Computer Skills Client Interaction and Diagnostics Competency types combined with competencies comprise your organization s competency model From the home page or left menu click Administer Database under Configure System In the Employee Lists section select Competency Type Employee Lists Education Type Degree Language Competency Type Competency Competency Evaluation Identification Type Benefit Type Ilarital Status Ressons for Departure Either click Add New Competency Type or sel
181. y the International Organization for Standards ISO job A general set of qualifications duties and designation post selection from Job iHRIS responsibilities that matches a particular job Title Manage description and has a unique job code There may be iHRIS multiple instances of the same job within an Qualify organization job code A unique identifier associated with a particular job that post code text entry iHRIS identifies it for the organization Manage iHRIS Qualify job offer An offer to hire an applicant for a particular position make a job offer offer yes no iHRIS and salary Manage job The duties expected to be performed by a particular duties responsibilities text entry iHRIS responsibilities job Manage job title The label used to describe a job or a specific set of post title title text entry iHRIS duties and responsibilities Manage iHRIS Qualify language A foreign language other than a person s native selection iHRIS language Manage last evaluated The date at which a person last received an evaluation date iHRIS Manage license number The number issued with a license to practice as a number iHRIS health worker this number may or may not be Manage identical to the registration number iHRIS Qualify 85 iHRIS Data Dictionary limited working The second level of five in the Interagency Language Level 2 limited working value

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