Pacific HIS Forum and PHIN HIS Workshop Program

Health Information Systems

3-7 June 2013

Pacific Health Information Systems

Leadership Forum & PHIN Workshop

Pacific Leadership Forum & PHIN HIS Workshop | Deuba, Fiji | 3-7 June 2013

Workshop sponsors

The Pacific Health Information Network (PHIN) recognises the generous support of the following organisations:

Pacific Health Information Network, HIS Knowledge Hub, The University of Queensland, Secretariat of the Pacific Community and the World Health Organization.

Participants from the 2011 HIS Workshop

School of Population HealthUniversity of Queensland


Knowledge Hub


Acronyms

HIS Health Information SystemsICT Information and communications technologyMoH Ministry of HealthNDoH National Department of HealthPHIN Pacific Health Information NetworkPICTs Pacific Island Countries and TerritoriesSPC Secretariat of the Pacific CommunityUQ University of QueenslandWHO World Health OrganizationWPRO WHO, Western Pacific Regional Office


Program overview

Sunday 2nd June

Shuttle bus Group bus departing Nadi for the Pearl HotelArrive at hotel Guest check-inRegistration Guest registration for Leadership Forum & PHIN Workshop

• Overview of program & introductionsSocial event Welcome dinner and entertainment

Monday 3rd June

HIS Leadership Forum Day 1 agenda

Tuesday 4th June


Wednesday 5th June


Thursday 6th June

PHIN Workshop Day 1 agendaSocial event Welcome dinner

Friday 7th June

PHIN Workshop Day 2 agendaSpecial Session Surveillance and operational research needs for NCDsPHIN Business Meeting Event closed to PHIN members onlyShuttle bus Group bus departing the Pearl Hotel for Nadi

Saturday 8th June

Depart hotel Guest check-outShuttle bus Group bus departing the Pearl Hotel for Nadi

*Refer to full agenda in the program booklet for daily proceedings.

Pacific Leadership Forum on Health Information Systems


Forum objectives

• Delegates will broaden their perspectives on implementation options, challenges and roles related to health information systems (HIS) by interacting with colleagues from other countries and sectors

• Delegates will develop a shared awareness of the roles of various sectors in strengthening HIS and the options and strategies for improving cross sector coordination

• Delegates will explore leadership roles in managing health information systems as a national asset

• Delegates and development partner participants will work together to develop preliminary action plans to promote stakeholder engagement, advocacy, leadership and sustainable commitment to HIS

• Development partners will highlight relevant follow-on resources (information, financial and technical assistance) available in their respective sectors to strengthen HIS


HIS

Coun

try

Ow

ners

hip

& Le

ader

ship

Con

tinuu

m

GOVE

RNAN

CE &

M

ULTI

SECT

ORAL

EN

GAGE

MEN

T

• Na

tiona

l coo

rdin

ating

mec

hani

sm n

ote

esta

blish

ed

or a

t ear

ly st

ages

; age

ncie

s and

sect

ors o

pera

ting

inde

pend

ently

• Pr

ioriti

es, p

roje

cts:

pilo

ts, n

ot u

sual

ly li

nked

, de

pend

on

dono

rs a

nd fu

nds

• Pr

ojec

t sta

keho

lder

s pro

vide

ince

ntive

s for

coun

try/

proj

ect d

ata

shar

ing

and

use

• St

akeh

olde

rs re

pres

ente

d at

pro

ject

leve

l

• Na

tiona

l coo

rdin

ating

or a

ppro

val m

echa

nism

for

larg

e pr

ojec

ts; a

genc

ies/

sect

ors o

n ke

y pr

ojec

ts,

som

e sh

ared

prio

rities

• Pr

ioriti

es, p

roje

cts:

defin

ed a

nd li

nked

to sh

ort-a

nd-

med

ium

term

goa

ls•

MoH

pro

vide

s lim

ited

ince

ntive

s for

dat

a sh

arin

g an

d us

e•

Stak

ehol

ders

repr

esen

ted

for l

arge

, cro

ss-s

ecto

r pr

ojec

ts

• Na

tiona

l coo

rdin

ation

mec

hani

sm: a

ctive

nati

onal

bo

dy w

ith o

vers

ight

, con

trol

; age

ncie

s and

sect

ors

invo

lved

• Pr

ioriti

es, m

ajor

pro

ject

s lin

ked

to m

ediu

m-te

rm

goal

s, in

clude

d in

nati

onal

pla

n•

MoH

pro

vide

s bro

ad a

nd sp

ecifi

c inc

entiv

es fo

r dat

a sh

arin

g an

d us

e•

Stak

ehol

der p

artic

ipati

on in

nati

onal

pla

nnin

g pr

oces

sST

RATE

GIC

PLAN

NING

/FI

NANC

ING

• Pl

anni

ng sp

ecifi

c to

verti

cal p

roje

cts,

may

not

be

led

by o

r inc

lude

MoH

• Co

mpr

ehen

sive

natio

nal p

lann

ing

at e

arly

stag

es•

Fina

ncin

g pl

an n

ot e

stab

lishe

d; fu

ndin

g lin

ked

to

spec

ific p

roje

cts

• Pl

anni

ng in

clude

s MoH

for m

ajor

ver

tical

pro

ject

s; cr

oss-

linka

ges d

evel

oped

by

MoH

• Na

tiona

l pla

n de

velo

ped

but n

ot v

etted

with

all

parti

es•

Fina

ncin

g pl

an a

t ear

ly st

ages

; pro

ject

fund

s av

aila

ble;

mor

e su

stai

nabl

e so

urce

s of f

undi

ng

soug

ht

• Pl

anni

ng le

d by

MoH

, in

clude

s maj

or st

akeh

olde

rs

and

sect

ors

• Na

tiona

l pla

n de

velo

ped/

adop

ted

by m

ajor

st

akeh

olde

rs•

Fina

ncin

g al

igne

d w

ith p

rioriti

es; d

onor

s, go

v’t,

priv

ate

sect

or fu

ndin

g id

entifi

ed fo

r med

ium

-term

POLI

CY &

RE

GULA

TORY

EN

VIRO

NMEN

T

• Na

tiona

l pol

icies

at e

arly

stag

es•

Over

all p

ictur

e of

the

rele

vant

sect

ors n

ot cl

ear;

polic

ies n

eed

to b

e id

entifi

ed, c

ompi

led

and

revi

ewed

• Na

tiona

l pol

icies

em

ergi

ng in

prio

rity

area

s; pl

an

elab

orat

ed fo

r add

ition

al a

reas

• Se

ctor

al p

olici

es u

nder

revi

ew fo

r alig

nmen

t, co

mpr

ehen

siven

ess:

gaps

iden

tified

for n

ew o

r re

vise

d po

licie

s

• Na

tiona

l pol

icies

ado

pted

in p

riorit

y ar

eas;

regu

lar

polic

y re

view

est

ablis

hed;

impa

ct b

eing

cons

ider

ed•

Plan

agr

eed

for s

ecto

ral a

lignm

ent;

prog

ress

bei

ng

mad

e on

new

and

revi

sed

polic

ies

INFO

RMAT

ION

USE

• M

oH ca

nnot

mee

t int

erna

tiona

l rep

ortin

g ob

liga-

tions

• In

form

ation

prim

arily

use

d by

pro

ject

s•

Over

all h

ealth

info

rmati

on p

ictur

e no

t cle

ar, m

etric

s no

t ado

pted

• M

oH n

eeds

maj

or in

tern

ation

al re

porti

ng

oblig

ation

s •

Info

rmati

on u

sed

for s

pecifi

c or l

imite

d de

cisio

n-m

akin

g•

Info

rmati

on p

ictur

e em

ergi

ng, m

etric

s ado

pted

, eff

orts

to tr

ansiti

on/r

ation

alize

• M

oH m

eets

all

inte

rnati

onal

repo

rting

obl

igati

ons

• In

form

ation

incr

easin

gly

shar

ed a

nd u

sed

in

broa

der d

ecisi

on-m

akin

g co

ntex

t•

Over

all i

nfor

mati

on p

ictur

e de

fined

, met

rics

adop

ted,

pla

nnin

g fo

r tra

nsiti

on a

nd u

se

INFR

ASTR

UCTU

RE•

ICT

supp

orts

spec

ific p

roje

cts o

r ver

tical

pro

gram

s; br

oade

r inf

rast

ruct

ure

inve

stm

ent p

ush

by p

rivat

e se

ctor

, lar

ge d

onor

s

• Sh

ared

infra

stru

ctur

e be

twee

n so

me

proj

ects

, ag

encie

s or s

ecto

rs; g

over

nmen

t pol

icies

in

crea

singl

y su

ppor

t priv

ate

sect

or in

vest

men

t

• Go

vern

men

t inv

estm

ent i

n fu

ndam

enta

l in

frast

ruct

ure,

to b

e sh

ared

; effo

rts t

o sti

mul

ate

inve

stm

ent a

nd a

lignm

ent o

f priv

ate

sect

or, d

onor

s

HUM

AN C

APITA

L DE

VELO

PMEN

T•

MoH

exp

ertis

e on

ICT,

polic

y an

d in

form

atics

at

early

stag

es; r

elia

nce

on te

chni

cal c

oope

ratio

n;

requ

ired

skill

s may

not

be

avai

labl

e in

priv

ate

sect

or

• M

oH in

crea

sing

expe

rtise

, HR

deve

lopm

ent p

lan

in p

rogr

ess;

taps

tech

nica

l coo

pera

tion

and

priv

ate

sect

or e

xper

tise

• M

oH a

ble

to d

raw

on

inte

rnal

exp

ertis

e, te

chni

cal

coop

erati

on a

nd p

rivat

e se

ctor

as n

eede

d

SYST

EM &

DAT

A IN

TERO

PERA

BILI

TY•

MoH

info

rmati

on fl

ows a

nd d

ata

proc

esse

s not

fully

de

fined

, agg

rega

tion

not f

easib

le•

Proj

ect s

pecifi

c sys

tem

s•

Stan

dard

s not

in u

se; d

ata

shar

ing

not p

ossib

le

• M

oH sy

stem

s has

defi

ned

info

rmati

on fl

ows a

nd

data

pro

cess

es, s

ome

aggr

egati

on•

Para

llel s

yste

ms

• St

anda

rds a

t ear

ly st

ages

of a

dopti

on; s

ome

data

sh

arin

g

• M

oH sy

stem

had

defi

ned

info

rmati

on fl

ows a

nd

data

pro

cess

es, a

ggre

gatio

n at

all

leve

ls•

Maj

or sy

stem

s con

nect

; pla

nnin

g is

stan

dard

s-ba

sed

• St

anda

rds f

or d

ata

and

inte

rope

rabi

lity

adop

ted;

da

ta sh

arin

g in

crea

singl

y po

ssib

le


HIS Ownership and Leadership Continuum

The HIS Ownership and Leadership Continuum can be used to discuss and compare HIS functions, which may not all progress at the same rate. By thinking of HIS in this way, we can gain a more holistic view of the HIS “ecosystem,” generate questions, and grasp the complexity of everything being done, but it is not prescriptive.

The model includes seven functional areas:

• Governance and multisectoral engagement

• Strategic planning and financing

• Policy and regulatory environment

• Information and use

• Infrastructure

• Human capital development

• Systems and data interoperability

The far right side of the Continuum represents a highly functioning HIS. As you examine the Continuum, consider where your country’s HIS system lies along the Continuum in each functional area.

Ownership

Current challenges in the HIS environment include economic stresses, pressure to make aid more effective, greater private-sector involvement, and new partners in health. There is also a fragmentation of funding sources, and governments are in reactive mode.

One response is a new emphasis on the concept of “ownership.” The aim of this approach is to increase recipient control over donor funds provided, with a focus on the policy and political level, rather than on the project level. It requires deeper knowledge of social values, political cultures, and policy processes. Donors need to harmonize their own approaches so as not to conflict.

When a government adopts the “ownership” approach to HIS, it takes a holistic view and examines rights, roles, and responsibilities of stakeholders involved in HIS, treating health information as a national asset. “Ownership” is proactive, rather than reactive: knowing where you are and what you have, knowing where you want to go, defining/delivering the steps to get there, understanding what others are doing, and knowing what to ask for in an ongoing dialogue with all stakeholders, including donors and partners.

Leadership

Leadership is more important than ever, especially working with people from different cultures and perspectives. Leadership skills can be learned and practiced. In managing change, there can be a high risk of conflict, which damages trust and leads to a lack of buy-in. Good leadership is required at all levels to prevent it.

The road to ownership is not easy, but effective leadership can help us get there. “Leader” does not just refer to the person “in charge.” Leadership is power – the ability to influence. This can include power from position (the formal authority to discipline or reward others), but can also be based on information, knowledge, and personal biases. It should be personally developed and earned. It transcends hierarchies and crosses borders.


Strengths and gaps analysis

Individual take-home tasks

Instructions

Please complete the Strengths and Gaps Analysis on the following pages to the best of your ability. This exercise is meant to enhance your knowledge and stimulate thinking about the current state of HIS in your country. You should use HMN data and any other resources available to you to help you assess the current situation.

Please bring your completed analysis with you to the Forum. You will have the opportunity during a working group session to compare and discuss answers with the rest of your country team.

This information will form the basis for your country action plans and the priority items you will address when you are back in your home country. Take a look at the Action Planning Template provided to you at the pre-Forum meeting. You do not need to complete this before the Forum, but it is a good preview of how the Strengths and Gaps analysis will be used at the Forum to initiate a plan of action.


HIS strengths and gaps analysisGovernance and multi-sectoral engagement

Strengths Gaps

Strategic planning/financingStrengths Gaps


HIS strengths and gaps analysisInfrastructure

Strengths Gaps

Human Capital DevelopmentStrengths Gaps


HIS strengths and gaps analysisSystem & Data Interoperability

Strengths Gaps


Agenda

Day one: Monday 3rd June 2013

Time Program Item Objectives08:00 - 09:45 Welcome • Overview of forum rationale

• Methodology and norms• Keynote presentation

10:15 - 12:45 Introduction and overview • Overview of health information systems• PHIN Regional HIS Strategic Plan• HIS Country ownership and leadership

continuum• Country case-study

14:00 - 15:30 Working group session 01: HIS ownership and leadership

• Redefining HIS In your country• Define the role of leadership in creating HIS

ownership• Conduct a stakeholder analysis• Identify leadership and ownership gaps

16:00 - 16:30 Group discussion • Country teams to report back on working group session 01

16:30 - 17:00 Wrap-up • Reflections on day one• Overview of day two


Day two: Tuesday 4th June 2013

Time Program Item Objectives08:30 - 09:45 Creating an information culture • Data-driven decision-making

• Advocacy for HIS• Country case-study

09:45 - 10:4511:15 - 11:45

Workshop groups session 02: Multisectoral engagement

• Define the sectors involved in HIS• Identify the potential role of each sector in

HIS• List information needs by sector• Prioritise resources needed for HIS

strengthening11:45 - 12:30 Group discussion • Sector teams to report back on working

group session 0213:30 - 15:30 Working groups session 03: HIS

strengths and gaps analysis• Conduct an assessment in relation to com-

ponents and standards of a HIS• Define strengths and gaps in HIS ownership

and leadership• Identify actions required

16:00 - 16:30 Group discussion • Country teams to report back on working group session 03

16:30 - 17:00 Action planning • Describe the template to be completed and presented on by Wednesday


Day three: Wednesday 5th June 2013

Time Program Item Objectives08:30 - 10:15 Multisectoral collaboration • Effective multisectoral collaboration

• Country case-study10:45 - 12:30 Working groups session 04: Action

planning• Identify next steps• Outline a plan for engaging country

stakeholders • Develop action plan

13:30 - 15:30 Inter-team reporting and networking

• Country presentations and feedback

15:30 - 16:00 Resources to support HIS strengthening

• Improving partner coordination

16:00 - 17:30 Closing ceremony • Process and timeline for next steps • Certificates

PHIN HIS Workshop


Background

Regional HIS Strategic Plan

In November 2010, a joint meeting was held with representatives from the Pacific Health Information Network (PHIN), the World Health Organization (WHO) Western Pacific Regional Office (WPRO) and the Health Information Systems (HIS) Knowledge Hub. The purpose of the meeting was to explore opportunities in supporting PHIN to develop a Regional HIS Strategic Plan, including enchancing local capacity in technical expertise, facilitation and communication, and evaluation and monitoring. In recognition of the strong desire for a regionally coordinated approach to addressing many of the common issues and challenges faced by Pacific Island Countries and Territories (PICTs), and building on the Health Information Systems Strategic Plan for the Western Pacific Region developed by WPRO in 2005, PHIN in collaboration with the HIS Knowledge Hub and WPRO, developed a Regional HIS Strategic Plan (2012-2017).

The Strategic Plan is the result of over two years of work, including consultative stakeholder meetings held in 2009, and reflects the key issues discussed at the 2011 Health Ministers meeting, and strong emphasis placed on working together as a group to address many of the collective issues surrounding HIS in the region. The Plan has six strategic areas for action:

1. Advocate for the recognition of and improvement to HIS within PICTs

2. Enhance the institutional capacity and opportunities for workforce development and training

3. Strengthen the application of information and communication technologies

4. Improve data integration, quality and sharing

5. Develop policies, regulations and legislation on HIS-related issues

6. Enhance HIS leadership and sustainable governance.

An Implementation Plan has been developed, outlining key activities on HIS in the region for the next six years. The Plan provides a framework for the coordination of HIS activities in the region to enhance the capacity of HIS professionals, strengthen regional-level responses, mobilise resources, help countries achieve and report on national and international targets, and accelerate the momentum of HIS in the Pacific.


Workshop objectives


The Pacific Health Information Network, in collaboration with the HIS Knowledge Hub, WPRO and SPC, are hosting a two-day HIS Workshop following the Pacific Leadership Forum. The HIS Workshop is part of the current HIS Hub and WHO partnership and joint strategy to support and strengthen Pacific health information, and is designed to support capacity development and strengthen health inofrmation system improvements in the Pacific.

The Workshop will promote the importance of HIS leadership and governance, HIS systems development, strengthening of data and analysis of systems, training and advocacy; as well as provide high-quality education relevant to Pacific health professionals and support a better understanding of HIS and its use in health research and public policy and planning.

Countries will share their experiences with HIS strengthening over the past 18 months as part of reporting requirements for the next Pacific Minister’s meeting in July 2013.

Expected outcomes of the Workshop include:

1. Reporting on HIS developments over the past 18 months from PHIN member countries

2. Developing country case-studies to be included in the working papers at the Pacific Minister’s Meeting in July 2013

3. Sourcing potential resources for technical assistance with ongoing issues and challenges

4. Finalising the PHIN Sustainability plan

5. Updating the Regional HIS Strategic Plan’s priority actions for 2013-2014

6. Updating the Regional HIS Strategic Plan’s Implementation Strategy

7. Holding the 2013 PHIN Business Meeting

The potential role PHIN has to play in HIS strengthening in the region is vast, and ranges from a role in advocacy and empowerment, to becoming an ‘authority of knowledge’ on HIS through individual capacity building and human resource development in general.

The PHIN network is increasingly being recognised in the Pacific region as a capacity development resource, with the network providing support for problem solving, advocacy, access to resources and peer motivation to a widely dispersed and often small group of HIS staff through the region. The HIS Workshop will provide further opportunity for the development and growth of HIS professionals in their roles within Ministries of Health. The following countries will be represented at the HIS Workshop:

• American Samoa

• Cook Islands

• Fiji

• Kiribati

• Palau

• Papua New Guinea

• Samoa

• Solomon Islands

• Tonga

• Vanuatu.


Agenda

Day one: Thursday 6th June 2013

Time Program Item Objectives08:00 - 9:45 Welcome • Define the workshop objectives and

structure• Discuss outcomes from the HIS Leadership

and Governance Forum• Clarify the role and purpose of advocacy in

strengthening HIS10:15 - 12:30 Pacific Health Information Network

• History and objectives• Regional HIS Strategy• Regional HIS architecture

• Define the role of PHIN at the country and regional level

• Discuss how PHIN operates in the region and how this could be improved

• Update the HIS Regional Strategic Plan13:30 - 15:15 Country updates

• Cook Islands• Palau• American Samoa• Fiji• Tonga

• Provide country-specific updates on HIS improvements over the past 18 months

• Discuss country-specific requests for addi-tional technical assistance

• Develop country case-studies for inclusion in the PHIN HIS Report to Minister’s of Health

15:45 - 17:15 Country updates• Samoa• Solomon Islands• Kiribati• Vanuatu

• Provide country-specific updates on HIS improvements over the past 18 months

• Discuss country-specific requests for addi-tional technical assistance

• Develop country case-studies for inclusion in the PHIN HIS Report to Minister’s of Health

18:30 - 20:30 Welcome dinner


Day two: Friday 7th June 2013

Time Program Item Objectives08:30 - 10:30 Organisation updates

• Secretariat of the Pacific Com-munity

• World Health Organization• Fiji National University

• Organisation-specific updates on HIS activi-ties in the region

• Source potential resources for technical as-sistance with ongoing HIS issues and chal-lenges

11:00 - 12:30 Future directions for PHIN• Open discussion

• Overview of PHIN Regional HIS Strategic Plan

• Define the key aspects of PHIN for the future

• List key activities for PHIN in the short-term• Define priorities for PHIN for 2013-2014

13:30 - 15:00 Special session: Surveillance and operational research needs for NCDs

15:30 - 17:00 PHIN Business Meeting • Nominations for the next President and Vice-President

• Review the Terms of Reference• Discuss the PHIN Sustainability Plan


Notes





Leadership Forum & PHIN Workshop

© Copyright The University of Queensland 2013

Documents

Pacific HIS Forum and PHIN HIS Workshop Program