Human Resources Information System (iHRIS Manage & Train)

User Manual (Quick Guide)

INTRAHEALTH

January 2017

Version: 1.4

iHRIS Manage/Train user manual(quick guide)

Human Resources for Health Capacity Bridge

Kenya

Email:ihriskenya@intrahealth.org org;

ihriskenya@gmail.com

This publication is made possible by the support of the American people through the United States Agency for International Development (USAID) Capacity Kenya Project. The contents are the responsibility of the authors and do not necessarily reflect the

views of USAID or the United States Government.

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LIST OF ABBREVIATIONS AND ACRONYMS

CD : Compact Disk CSV : Comma Separated Values DHO : District Health Officer DVD : Digital Video Disk HMIS : Health Management Information System HR : Human Resource HRHIS : Human Resource for Health Information System HRIS : Human Resource Information System HRM : Human Resource Management iHRIS : Integrated Human Resource Information System IPPS : Integrated Personnel and Payroll System IT : Information Technology LAN : Local Area Network MOH : Ministry of Health OPEN MRS : OPEN Medical Records System PPO : Principal Personal Officer USAID : United States Agency for International Development WB : World Bank WHO : World Health Organization

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TABLE OF CONTENTS

LIST OF ABBREVIATIONS AND ACRONYMS ............................................................................................... 2

TABLE OF CONTENTS .............................................................................................................................. 3

Table of figures ...................................................................................................................................... 6

1. GENERAL INFORMATION ................................................................................................................. 7

1.1. iHRIS Overview ........................................................................................................................ 7

1.2. Applicability ............................................................................................................................ 7

1.3. Platforms................................................................................................................................. 7

1.4. Audience ................................................................................................................................. 7

1.5. Organization of the Manual ..................................................................................................... 7

2. GETTING STARTED WITH IHRIS ........................................................................................................ 8

2.1 System Access ......................................................................................................................... 8

2.1.1 Local computer ...................................................................................................................................................... 8

2.1.2 Network ................................................................................................................................................................. 8

2.2 Log in ...................................................................................................................................... 8

3. iHRIS Manage Modules ................................................................................................................... 8

3.1.1 Changing Your Password ....................................................................................................................................... 9

3.1.2 Retrieve a Forgotten Password ............................................................................................................................. 9

3.1.3 Log Out................................................................................................................................................................... 9

3.1.4 Adding a User ......................................................................................................................................................... 9

3.1.5 Roles .................................................................................................................................................................... 10

3.1.6 Modules and Features ......................................................................................................................................... 11

4. MANAGING EMPLOYEE RECORDS .................................................................................................. 11

4.1 Searching for Records ................................................................................................................. 25

5. REPORTS ....................................................................................................................................... 28

6. MANAGING DATABASE (BASE INFORMATION) ............................................................................... 29

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6.1 Creating Job Structure ................................................................................................................. 30

7. IHRIS TRAIN MODULES .................................................................................................................. 33

7.1 Accessing Train ........................................................................................................................... 33

7.2 Log in .................................................................................................................................... 33

7.3 iHRIS Train Modules and Features .......................................................................................... 33

7.4 Administering Users ............................................................................................................... 34

7.4.1 User Roles ..................................................................................................................................................... 34

7.4.2 Add a User .................................................................................................................................................... 34

7.4.3 Update a User ............................................................................................................................................... 36

7.4.4 Change Your Password ........................................................................................................................................ 36

7.4.5 Retrieve a Forgotten Password ........................................................................................................................... 37

7.4.6 Log out .................................................................................................................................... 37

8 Manage People ............................................................................................................................. 38

8.1 Add Person ............................................................................................................................ 38

8.2 Add Individual Information .................................................................................................... 40

8.2.1 Add Passport Photo ...................................................................................................................................... 40

9 Manage Training Providers and Trainings....................................................................................... 40

9.1 Add Training Provider ............................................................................................................ 40

9.2 Add Training .......................................................................................................................... 41

9.3 Schedule training ................................................................................................................... 42

9.4 View Trainings ....................................................................................................................... 44

9.5 Add participants to training ................................................................................................... 44

9.6 Adding fees ........................................................................................................................... 46

9.7 Adding Person to Training via person page ............................................................................. 47

10 Search Records .......................................................................................................................... 49

10.1 Search People ........................................................................................................................ 49

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10.2 Search Training Provider ........................................................................................................ 50

11 Reports ..................................................................................................................................... 52

11.1 Tabular report formats .......................................................................................................... 53

11.2 Graphical Report Formats ...................................................................................................... 55

11.3 Report Views ......................................................................................................................... 56

11.3.1 Creating and Editing report views ................................................................................................................ 56

12 Administer Database ................................................................................................................. 59

12.1 Add Academic Level ............................................................................................................... 59

12.2 Add a Country........................................................................................................................ 60

12.3 Add Training Course ............................................................................................................... 61

12.1 Add Training Classification/Cadres ......................................................................................... 62

13 GLOSSARY ....................................................................................................................................... 62

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Table of figures

Figure 1: iHRIS Login page ...................................................................................................................................................... 8

Figure 2: iHRIS Home menu .................................................................................................................................................... 9

Figure 3: Add/Update person form ...................................................................................................................................... 12

Figure 4: Details confirmation page ..................................................................................................................................... 12

Figure 5: Personal details view ............................................................................................................................................. 13

Figure 6:Set position page .................................................................................................................................................... 14

Figure 7: Add Demographic Information .............................................................................................................................. 16

Figure 8: Record a departure ................................................................................................................................................ 18

Figure 9: Set position, make a job offer ............................................................................................................................... 19

Figure 10:Add Language Proficiency .................................................................................................................................... 20

Figure 11: Add competency .................................................................................................................................................. 21

Figure 12: Schedule a training .............................................................................................................................................. 22

Figure 13: Add employment history ..................................................................................................................................... 23

Figure 14: Add/Update Education History............................................................................................................................ 25

Figure 15: Add identification type ........................................................................................................................................ 30

Figure 16: Add position ......................................................................................................................................................... 31

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1. GENERAL INFORMATION

iHRIS Manage is a human resources management tool. It enables an organization to design a comprehensive human resources strategy

and manage its workforce more effectively and efficiently, while reducing costs and data errors.

Using the system, the human resources 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.

Human Resources 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 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. Managers are also able to query and generate HR reports in aggregate based on

departments, branches, etc.

1.1. iHRIS Overview

Human Resource Information System (iHRIS) is a distributed system designed to help institutions, government departments and

ministries manage their workforce. iHRIS can be run from network or run in standalone mode. The system is free-to-use and is based

on international human resource management standards and practices. It is easy to customize and institutionalize.

iHRIS is a day-to-day management tool for any HR Manager or department. A decision maker within the organization can analyze this

data to answer key human resources management questions, such as:

• Are employees deployed in positions that match their qualifications and education?

• Are employees optimally deployed in locations to meet needs?

• How many workers need to be recruited to fulfill anticipated vacancies?

• Are employees being promoted in alignment with competencies?

It is a database management system that can be accessed via a browser interface.

1.2. Applicability

This manual can be used with all version 4.0 and later iHRIS distributions

1.3. Platforms

The application can be run on all devices running compatible browsers.

1.4. Audience

This manual can be used by all users of iHRIS

1.5. Organization of the Manual

This User Manual consists of five sections namely; General Information, Getting Started with iHRIS, Managing Employee Records,

Reports, Managing Database the System, and Reporting.

General Information section explains in general terms the system and the purpose for which it is intended.

System Summary section provides a general overview of the system. The summary outlines the uses of the system’s hardware and

software requirements, system’s configuration, user access levels and system’s behavior in case of any contingencies.

Getting Started section explains how to access iHRIS online on browser on your device. The section presents briefly system menu.

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Using The System section provides a detailed description of system functions.

Reporting section describes in what way information collected by the application are presented and how to access the information.

The topics 7 onwards deal with iHRIS Train access and use.

2. GETTING STARTED WITH IHRIS

This section explains accessing iHRIS and how to get started using the system. The section briefly presents iHRIS menu.

2.1 System Access

2.1.1 Local computer

iHRIS must be installed on local machine in order to be able to run from the computer. Wait for the prompt and then login.

2.1.2 Network

This could be on the internet or local area network (LAN). When accessing HRIS on the network, you need the address of the

computer where HRIS is installed. No configuration is necessary as long as the browser is supported.

2.2 Log in

To gain access to iHRIS, you must have a user account. Type your user name and password and click login (see figure below)

Figure 1: iHRIS Login page

3. iHRIS Manage Modules Once you log in the home menu for iHRIS Manage is presented as below:

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Figure 2: iHRIS Home menu

3.1.1 Changing Your Password

You can change your password at any time from your home screen. Select 'Change your password' option and fill in the details in the

appearing form and click change password when done to reset to the new password.

3.1.2 Retrieve a Forgotten Password

From the Log In page, click Forgot username or password. To reset the password, 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

3.1.3 Log Out

When you are finished working in the system, log out to prevent any unauthorized person from accessing the system. In the upper

right corner on any page, click Log out (next to lock).

3.1.4 Adding a User

In order to allow a user access to the system, the Administrator must create for them an account with a unique username and

password. Each user is assigned a role, which determines the actions that the user can perform in the system.

Step 1

On the Home page, click Configure System.

Select Administer Users.

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Select Add New User from the dropdown menu and click the Add button.

Step 2

The Administer Users form opens.

Enter a Username for the user: one word with no special characters (letters and numbers only).

Enter the First Name and Surname of the user.

Enter an Email address 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.

Click to confirm that the account entered is correct. If it is not correct, click edit to change it. Else click to save.

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.

3.1.5 Roles

Seven user roles are pre-assigned in HRIS Manage. The user role limits the activities that the user can perform while logged on and

helps enforce data security on the access plane.

• Administrator: allows access to all system functions and ensures that the system is functional. The Administrator can

view any record and perform any action in the system in addition to managing user accounts.

• HR Manager: manages all system data and ensuring that data is complete, correct and up to date. The HR Manager

defines reports and analyzes data for HR decisions. In addition, the HR Manager is the only role other than the

Administrator who can configure (setup for a particular purpose) the database.

• HR Staff: adds, views and updates data in the system, as well as viewing reports. The integrity of the data entered by

HR Staff is ensured by the HR Manager.

• Executive Manager: can view records, job applications and access all reports in the system. This role does not allow

making of changes to the system information

• Geographical / Facility Access: access facility or geographical location records.

• Training Manager: adds and or updates training information.

• Self-service: views personal records and raise any concerns to the HR manager.

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3.1.6 Modules and Features

• User Management: Create and manage password-protected user accounts to control access to the system. Accounts are

role-based/graduated so that non-authorized user actions and data sets are hidden from the user.

• System Configuration: Turn on and off modules/functions and set options for each module to customize the system and

its features.

• 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.

• Position Management: Create positions with standardized descriptions, codes and qualifications within the

organizational structure and manage the hiring, transfer and promotion process.

• Applicant Management: Record information about a job applicant, including interview notes, and log hiring decisions.

• 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.

• In-service Training Management: Track in-service trainings that employees have completed and assess competencies

and continuing education credits earned from training (turned off by default).

• 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. It also export the data to MS Excel, PDF, XML, TSV and HTML.

• Search: Search for employee and applicant records in the system.

4. MANAGING EMPLOYEE RECORDS

From the Home Page, click Manage People to add a new employee or applicant record to the system

Add Person

To add a health worker 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.

Step 1

On the Home page or in the left side menu, click Manage People. Click Add Person. The form below opens.

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Figure 3: Add/Update person form

Step 2

The Add Person form opens. Enter the person's Surname, First Name and any Other Names in the appropriate fields.

Select the person's Nationality from the dropdown menu.

Select the name of the person's country, region and district of residence under Residence.

Click Confirm.

Step 3

Figure 4: Details confirmation page

The data that you just entered will appear as above. Confirm that the information entered is correct. If it is not correct, click

Edit to change. Otherwise, click Save to save.

Step 4

The person's new record opens with options to add additional information divided into sections as below

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Figure 5: Personal details view

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).

Assign/Offer a Position

Immediately after an applicant 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.

Step 1

From the employee's record, click Set Position under the "Individual Information" section. The Make a Job Offer form opens

as below

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Figure 6:Set position page

Step 2

Under Position, select the position title of the open position that the employee will fill.

The Start Date, the date that the employee start work in that position, is set to today's date by default. Select a new date

from the menu if the start date is different.

Click Confirm to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else, click Save to

save.

Step 3

The new position information will appear in the employee's record in the "Position Information" section.

Click the position title to view information about that position.

Add Identifications

The Ministry may require to add one or more identifications for employees and job applicants. Add this identification information to

the person's record. Multiple identifications may be added for a single person e.g. PF Number, ID Number, NHIF etc.

Step 1

In the person's record under the "Individual Information" section, click Add Identification. The Identification form opens as

below:

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Step 2

Select the Identification Type.

Enter the number for the identification in the Identification Number box.

Click Confirm to confirm that the information entered is correct.

If it is not correct, click Edit to change it, else select Save.

Step 3

The identification information that you just entered displays in the employee's record.

Additional identifications can now be added. For each identification,

Click Add Identification and add the new identification.

If any of the identification information needs to be changed, click Update this information to edit it.

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. Entry of demographic information is optional.

Step 1

In the person's record under the "Individual Information" section, click Add Demographic Information. The Demographic

Information form opens as below.

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Figure 7: Add Demographic Information

Step 2

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 to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else, click Save to

save.

Step 3

The demographic information that you just entered displays in the employee's record. If any of the information needs to be

changed, click Update this information to edit.

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.

Step 1

In the employee's record, click Contact Information in the side menu to jump to the "Contact Information" section of the

record.

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Click the type of contact information to add. The Contact Information form opens.

Step 2

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 to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else click Save to

save it.

Step 3

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.

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 the employee's data will still be

available for historical reporting.

Step 1

In the employee's record, click Position Information in the side menu to jump to the "Position Information" section.

Under the position, click Record a Departure.

Step 2

The Record a Departure form opens as below:

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Figure 8: Record a departure

The End Date for employment is set to today's date by default. If that is not correct, change the date.

Select the Reason for Departure.

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 to confirm that the information entered is correct. If it is not correct, click

Edit to change it. Click Save to save it.

The information that you just entered displays in the employee's record under the "Position Information" section.

Record a Position Change (Transfers and promotions)

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

Step 1

In the employee's record, click Position Information in the side menu to jump to the "Position Information" section.

Under the position, click Change Position.

Step 2

The Make a Job Offer form opens, showing the current position title and start date as shown below:

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Figure 9: Set position, make a job offer

Select the position 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 (optional); 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.

Click Confirm to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else click Save to

save it.

Step 3

The information that you just entered displays in the employee's record under the "Position Information" section.

Step 4

Click View Position History under the "Position Information" section to view a list of all the positions that the employee has held in the

organization, their start dates and end dates, and the reasons why the employee left each position.

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.

Step 1

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In the person's record, click Qualifications in the side menu to jump to the "Qualifications" section of the record.

Click Add Language Proficiency.

Step 2

The Language form opens as below

Figure 10:Add Language Proficiency

Select the Language to add.

Select 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 to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else, click Save to

save it.

Step 3

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.

Add a Competency

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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.

Step 1

In the person's record, click Qualifications in the side menu to jump to the "Qualifications" section of the record.

Click Add Competency.

Step 2

The Competency form opens as below:

Figure 11: Add competency

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 to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else, click Save to

save.

Step 3

The competency appears on the 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.

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Step 4

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.

Schedule a Training Course

If an employee is going to take training course or the employee has completed a course and needs to be evaluated, the Training

Manager, as well as HR Staff, can schedule training courses.

Steps

In the person's record, click Training Courses in the side menu to jump to the "Training Courses" section of the record.

Click Schedule Course.

Figure 12: Schedule a training

Select the Course Name from the first menu.

The available classes for that course will display in the second menu. Select the Course to schedule for the employee.

Select the Request Date, the date the employee was requested to attend the course (today's date is entered by default).

Select the person or group who Requested that the employee take the training course.

Enter any Notes about the course request or scheduling.

Select whether the course is a Retraining for the employee.

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Select whether the employee has completed the course.

If the employee has been evaluated for the course, select the Evaluation result.

Click Confirm to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else, click Save to

save it.

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.

Step 1

In the person's record, click Employment History in the left menu to jump to the "Employment History" section.

Click Add Employment.

Step 2

The Employment History form opens as below:

Figure 13: Add employment history

In the "Company Information" section, enter the Company Name where the person previously worked.

Enter the Company Address (optional).

Enter the Company Telephone (optional).

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Enter the name of the applicant's Supervisor (optional).

Under OK to Contact? select Yes or No for whether it is OK to contact the applicant's former employer.

Enter the Reason for Leaving the former employer (optional).

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 to confirm that the information entered is correct. If it is not correct, click Edit to change it. Else, click Save to

save it.

Step 3

The past employment displays in the person's record under the "Employment History" section.

Click Update This Information beside the employer to edit any of the fields, if necessary.

Repeat this process for each former employer.

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.

Step 1

In the person's record, click Education History in the left menu to jump to the "Education History" section.

Click Add Education

Step 2

The Education History form opens as below:

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Figure 14: Add/Update Education History

1. Enter the Institution Name.

2. Enter the Institution Location (optional).

3. Select the Year of Graduation; leave this option blank if education is still in process.

4. Type or select the Degree earned.

5. Enter the Major (optional).

6. Click Confirm to confirm that the information entered is correct. If it is not correct, click Edit to change. Else, click Save to

save.

7. Repeat this process for each education qualification.

4.1 Searching for Records

After entering an employee or position in the system, the record may be reviewed at any time.

From the Home Page, click Search Records to locate the record. From the record, additional information can be added or existing

information can be updated.

Recent Changes

Follow these steps to locate a recent change made to a form or record, including recently added records.

Step 1

From the Home page or left menu, click Search Records.

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On the Search Records page, click Recent Changes.

Step 2

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.

Step 3

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.

Search Positions

Follow these steps to locate a position's record in the system.

Step 1

From the Home page or left menu, click Search Records.

On the Search Records page, click Search Positions.

Step 2

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.

Step 3

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.

Step 4

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.

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Search People

Follow these steps to locate an employee's record in the system.

Step 1

From the Home page or left menu, click Search Records.

On the Search Records page, click Search People.

Step 2

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.

Step 3

Click the name of the person whose record you want to review.

To search again, select new options from the Search form and click View.

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5. REPORTS

Report views for analyzing data entered in HRIS are created by the Administrator or Human Resources manager for other users to

access. Several predefined report views are included when HRIS is installed as follows:

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 -- 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.

Step 1

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.

Step 2

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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, change 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.

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.

Charting Reports

Table reports can be converted to graphs and 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 select 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.

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 comma-separated values file suitable for importing into Excel.

To export in tab-delimited, excel or HTML format, click Options under the Export button.

Once you click Export, you will be prompted to save the file to a location on your computer.

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.

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.

6. MANAGING DATABASE (BASE INFORMATION)

To ensure that standard data types such as cadres, marital status, identification type, 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 System Administrator can create data types. Below example of adding identification

type illustrates how to add base information.

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 ID number, PF number, NHIF, Passport, Social Security Number etc.

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Step 1

From the home page or left menu, click Administer Database under Configure System.

In the "Employee Lists" section, select Identification Type.

Step 2

Either click Add New Identification Type or select an existing identification type and click Update This Information to edit it.

Step 3

The Identification Type form opens as follows:

Figure 15: Add identification type

Enter the Name of the identification type.

Click Confirm to confirm that the name entered is correct. If it is not correct, click Edit to change it. Else, click Save to save it.

6.1 Creating Job Structure

HRIS enables Human Resources 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 Positions

Adding a position creates a new position that a single employee will fill. The position must be created before it can be assigned to an

existing employee or an applicant. A position that is not linked to an employee but for which you intend to hire someone to fill is an

open position. A position that is not linked to an employee and for which you are not intending to hire someone is a discontinued

position. A position that is filled by an employee is a closed position. Either an administrator or an HR Manager can add a new position

or update an existing position.

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Step 1

From the home page or left menu, click Administer Database under Configure System.

Under the "Manage Positions" section, select Positions (by Facility).

Step 2

Click Add New Position.

Step 3

The Position form opens as follows:

Figure 16: Add 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.

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Enter any comments or notes about the position in the Position Comments box (optional).

Enter the Position Code (optional).

Either type or select the code and title of the position that will supervise this position under Supervisor (optional).

Select the 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).

Select 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 to confirm that the name entered is correct. If it is not correct, click Edit to change it. Else click Save to save.

Discontinue a Position

If a position is no longer needed and is not filled by an employee (open position), 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.

Step 1

From the home page or left menu, click Administer Database under Configure System.

Under the "Manage Positions" section, select Positions (by Status).

Step 2

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.

Step 3

Click Discontinue This Position to mark the position as discontinued.

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.

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7. IHRIS TRAIN MODULES

7.1 Accessing Train

HRIS Train is a database management system which can be accessed on LAN or internet at the same domain as Manage. The pre-

service is located on the MoES servers and it is accessible by selecting it

7.2 Log in

To gain access to the system, you must have a user account. Type your user name and password and click login (see figure below)

Note: If you do not have a user account, contact your System Administrator

7.3 iHRIS Train Modules and Features

To get started using iHRIS Train, please click one of the options as explained below

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7.4 Administering Users

7.4.1 User Roles

There are several types of users for the system with different privileges and access.

a. Executive: This user is limited to viewing data only but cannot modify any data

b. Training Manager: This encompasses anyone who may be giving, organizing or funding trainings. Each will have a type of: donor, partner, training institution. They will be able to add participants and instances of trainings as well as log evaluations for the participants and trainings.

c. System Administrator: The administrator will be able to manage the entire system

7.4.2 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, navigate to Configure System->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.

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Select Add New User from the dropdown menu and click the Add button to get figure

Enter a Username for the user: one word with no special characters (letters and numbers only). Enter the First Name and Surname of the user. Enter an Email for the user, if known (optional). Select the Role of the user. 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. Click Confirm and verify 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.

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7.4.3 Update a User

To change user information, click Configure System and then Click Administer Users. From the drop down menu select the user account to change.

Update the user account.

Note: Usernames and passwords may also be changed. If a user no longer has access to the system, the account can be disabled.

7.4.4 Change Your Password

At any time, you can change your password for logging into the system. The Change Password form opens.

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Clicking on change password, you get figure below

Enter your Old Password (current password). Enter the desired New Password. Re-enter the new password under Confirm New Password to confirm it. Click Change Password. This will reset to the new password.

7.4.5 Retrieve a Forgotten Password

Contact system administrator in case you have forgotten your password or username

OR from the Log in page, click Forgot username or password?

To reset the password, 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

7.4.6 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).

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8 Manage People

Click Manage People to add new persons’ details into system.

8.1 Add Person

To track a person in the database, add a record for that person by clicking the Add Person.

You will get the input screen as below

Enter the person's Surname, First Name and any Other Names in the appropriate fields. Select the person's Nationality from the dropdown menu. Click on “Select Value” to choose the name of the person's country, region, district, sub-county of residence under Residence. Type the parish where the person comes from.

Click Confirm, the data that you just entered will appear as below.

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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 person's new record opens with options to add additional information divided into sections.

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

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8.2 Add Individual Information

Immediately after a person has been added to the system, the person's record displays, the next step is to add identification, add demographic information, add education information, add passport photo, contact information, and trainings. All are entered using the same steps as demonstrated below when adding passport photo

8.2.1 Add Passport Photo

Click Add passport photo tab under the individual information to get the window below

9 Manage Training Providers and Trainings

Click on Manage Training Provider to get the window below which enables to add a new training provider and find training

provider where trainings can be created

9.1 Add Training Provider

Selecting Add a New Training Provider to get the figure below

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Enter the training provider's name, type of training and any contacts in the appropriate fields. Click Confirm, review the information, and save

9.2 Add Training

For each training provider, you have to add the different training offered. Click on Add Training

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It gives a window below

Select training provider and training. Click Confirm, review the information, and save

9.3 Schedule training

On the select View Provider

To add a training on the

provider

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This will give you the figure below showing the different trainings the provider offers

Click schedule a new training to get the screen below

Click here to schedule training

To View Provider Details

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Select the start and end dates and location where the training will take place, confirm and save.

9.4 View Trainings

Click on view trainings to see all the trainings that training provider is offering

9.5 Add participants to training

Click of View scheduled training details

Click here to view scheduled training details

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It gives the screen below used to add participants

After adding the participants, those add will be indicated with remove participants. Also the system will indicate those who will be

attending the training and provision to add fees as below

Click here to add participants to training

Click here to add participants to training

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9.6 Adding fees

Click on add fees to get

Select the fees type and amount, then confirm and save to get the figure below

Participants add to the training

Click here to add fees for training

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9.7 Adding Person to Training via person page

Also participants can be added to training by going to persons page, then clicking on add training

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Gives the screen below to enter the training details

Click to add training

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10 Search Records

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.

10.1 Search People

Click Search People.

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Enter the person's Surname to find a single record or leave blank to find multiple records. For example limit the search to a particular gender by selecting that gender from the Gender menu. Leave blank to search all. Click the search button to show all matching results.

A list of matching records displays. Click the name of the person whose record you want to review. To search again, select new options from the Search form and click search.

10.2 Search Training Provider

Click Search Training providers.

Enter a few letters of the surname and

click search

Click on name to show the details

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Select one of the options provided at a time to limit the search by training provider name, type, or training information. If an option is not selected, all records will be searched. Click the search button to show all matching results.

When you click the training provider name, the institution displays, showing all information about the institution including location, contacts, ownership, the different trainings it offers, and when the training will take place.

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From this screen, you can update any information by selecting update this information on each section.

11 Reports

The following pre-defined report views available once HRIS is installed.

Provider Trainings: It is a list of Scheduled/On-Going Training Courses in the different institutions

Training Courses: A List of all training courses

Search Person: Search all people in the system

Search Training Provider: Search all training Providers in the system

To access any report of interest, click View Reports. A list of reports will appear (see figure below).

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Click the desired report (graphical and table format) e.g. Provider Trainings.

11.1 Tabular report formats

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To create a pdf file of the above report, click the Print button. To export to spread sheet like excel, click the Export button

Click on export again and no compression.

A pop-up windows appears, select open with as shown in the screen below

Click Export again

Click to create a graph

of the report

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Click the OK button, and the report will be opened in excel.

Note: This file opens or saves as * .CSV. To change the file format, Go to File menu, select Save As, type file name, under save as

type choose Excel 97-2003 workbook from the drop down menu

11.2 Graphical Report Formats

Follow the above steps as used to display the tabular report format, to get grpahical report - clicking Chart button. Click the Chart

Button to display summary information in chart format.

Note: This button is only applicable to reports with not more than two fields where one field is numeric.

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Choose the desired chart format from Chart Style drop down menu, Choose the way you wish to select fields to display from the

Displayed Fields.

Note: Using the procedure above, will help to produce the necessary reports as desired by the user

11.3 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.

11.3.1 Creating and Editing report views

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. Creating report views requires some knowledge of the data fields used in HRIS.

Note: Unless you understand these fields, you should not edit or delete the existing report views pre-defined in HRIS.

To create report views, click Configure System under "Manage Reports” click Report Views.

Selection the chart type and display field

before click on chartk Export again

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The pop up screen displaying the message ‘successfully updated values’ click Close

Note: The following steps also apply to editing an existing report view

Locate the newly created or existing report view and click on edit in order to activate or edit the fields to be seen in the view respectively.

Type the name of the report view, select the affliated

report, type a short description of the report view &

click update

This is a pop up screen

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Click in the check box to enable the field

To change order of display of the fields on the report, point on the field name hold and drag to a desired order.

Check box that is enabled

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After selecting all the desired fields and arrangement, Click Update. The pop up screen displaying the message ‘successfully updated values’ click Close

12 Administer Database

To ensure that standard data types such as countries, regions, districts, training types, training courses, institution ownership, 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 options for selection when adding section of records.

Click Configure System and then click Administer Database to create and update standard lists of data for selection in system menus (see figure below).

Administer database is composed of several sections i.e. Trainings, Jobs/Post, and Other Lists as shown above

12.1 Add Academic Level

The academic level classifies a type of educational institution that issues degrees/certification. Academic levels are selected when entering a person's educational history.

Click Configure System then click Administer Database , Click on 3. Other Lists then Academic Level. The academic/education

Type/Level page opens, showing all academic levels entered in the database.

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Either Click Add new Academic level or select an academic level and click Update This Information to edit it.

12.2 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 trainees are located or all nationalities you would like to track in the system.

Navigate to Configure System->Administer Database->3. Other Lists Tab. Click on Country under the Geographic Information

Section.

The Country page opens, showing all Countries entered in the database. Either Click Add New Country or select an existing Country

and click Update This Information to edit it.

The same reasoning and steps are used to add region, district, sub-county, and currency

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12.3 Add Training Course

Navigate to the Configure System->Administer Database->1. Trainings Tab ->Training Courses. The Training Course page opens,

showing all Training courses entered in the database.

Either click Add New Training Courses or select an existing training course and click Update This Information to edit it.

Add the training course, Click confirm, and click save

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12.1 Add Training Classification/Cadres

A cadre is a broad category of 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.

Navigate to Configure System->Administer Database->2. Jobs/Post Tab>Cadres

The Cadres page opens, showing all Cadres entered in the database. Either Click Add new Cadre or select a Cadre and click Update

This Information to edit it.

click Save to confirm and save the new record.

13 GLOSSARY HRIS: Data Dictionary

Administrator A role that has full access to all functions in the system; this role is responsible for configuring the system and managing

user accounts.

Cadre 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).

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Classification A broad category used to organize jobs; the job classification may or may not be equivalent to the health cadre.

Closed Position status that designates a position that has been filled by an employee; when a position is marked closed, the

organization is not actively hiring for the position.

Competency: A skill performed to a specific standard under specific conditions.

Competency type: A broad category of related competencies

Contact type A preset category of contact information. –

Database address: An HRIS servers address which may vary depending on the site.

Degree: Certifies that a particular academic level has been achieved, usually a higher education program.

Dependent: A legal dependent, such as a spouse or child

Disciplinary action reason:

A warning or notice issued to a health professional or employee as a result of an infraction.

Education type: The type of qualification or degree a person has received, such as college/university, continuing education or

informal..

End date: The date at which a position, training program, licensing period, etc. ends.

Ending position: The last position that a person held in an organization.

Evaluation An official assessment of an employee's performance in a class or competency.

Executive manager: A person who 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.

Facility type: A type of health facility

Fluent: Native of bilingual proficiency in a language. Bilingual proficiency, Level 5,

Native proficiency, S-5 value (Speaking, Reading or Writing Proficiency)

Full professional: The fourth level of five in the Interagency Language Roundtable (ILR) scale of language proficiency; a person at this

level is able to use the language fluently and accurately on all levels normally pertinent to professional needs

Hiring date: The date on which an open position is filled

Hiring decision: The date at which an official decision is made whether to offer a job to an applicant..

HR manager A manager of human resources personnel who is responsible for managing all system data and for ensuring that data in

the system are complete, correct and up to date.

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HR staff: A data entry person in human resources who is responsible for entering and updating data in the system.

Identification type: An official document (such as Social Security Number, national health insurance or passport) used to identify a

person.

Language A foreign language other than a person's native language.

Major: Primary field of study.

No access: A role that prevents a user from accessing the system, or disables the user

Notes: General information added to a record to provide additional information not accounted for by other fields.

Old applicant: A person, who previously applied for an open position, but who has not applied for any positions that are currently

open.

Old employee: A person who previously worked for an organization but has left the organization.

Open: A position status that designates a position that is required for the organization to operate and that the organization is actively

hiring to fill.

Position: An instance of a job that can be filled by one employee in one facility and represents one box on an organizational chart.

Position code: A unique identifier associated with a particular position that identifies it for the organization.

Position status: The status of a position as open, closed (filled) or discontinued.

Position title A specific title different from the job title that defines one particular position within an organization.

Position type: A classification of a type of position

Primary country: The country that is selected as the primary location for data in the system; more than one country may be set as the

primary country.

Professional working: The third level of five in the Interagency Language Roundtable (ILR) scale of language proficiency; a person at

this level is able to speak the language with sufficient structural accuracy and vocabulary to participate effectively in most

conversations on practical, social and professional topics.

Proposed end date: Date at which funding or the role for a position is tentatively scheduled to end, as distinguished from the end

date.

Proposed hiring date: Date at which an organization would like to fill an open position

Proposed salary The salary that is proposed for an open position before it has been filled; does not refer to the actual salary for the

position.

Reading proficiency: A person's reading ability in a foreign language

Reason for departure: A reason given for leaving employment or changing positions within the organization.

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Registration council: An organization that registers or licenses health workers to practice in a country.

Salary grade: Defines pay ranges for one or more jobs.

Salary source A monetary source for an employee's salary or special payments that is not the employing organization, such as a donor

or nonprofit.

Speaking proficiency: A person's speaking ability in a foreign language

Starting position: The position that a person held when first employed by an organization

Training funder: A nonprofit or other funding organization that pays for employees to take a training course.

Training manager A person who is responsible for managing in-service training programs for employees and updating employee

competencies gained by training.

Training program: A pre-service, multi-year educational program offered by a training institution that, when completed, qualifies a

person to be registered or licensed in a particular cadre.

Training requestor: The person or group who requests that an employee complete a training course.

Writing proficiency: A person's writing ability in a foreign language