iHRIS Implementation Toolkit--Printable Version

1 iHRIS Implementation Toolkit--Printable VersionShannon Turlington, Shannon TurlingtonCreative Commons - BY -- 2014 Table of ContentsIntroduction 2 Before You Begin 2 Learn How to Use 50. Assess: Understand What Is Needed 7 Assess 7 Presentation: Building Stakeholder Leadership 11 Presentation: Benefits of iHRIS 12 Worksheet: HIS Assessment Survey 14 Tipsheet: Sources of HRH Data 15 Worksheet.

2 HRIS Assessment Questionnaire 17 Worksheet: Training Resources Assessment 19 Presentation: Using HRH Information to Answer Key Policy and Management Questions 20 Example: HRIS Assessment Report 211. Plan: Ensure a Successful Implementation 22 Plan 22 Template: SLG Principles of Operation and Terms of Reference 25 Template: Terms of Reference for iHRIS Project Team 27 Example: GANTT Chart 28 Template: User Requirements Specifications 29 Documentation.

3 Use Case Development Tool and iHRIS Use Cases 31 Tipsheet: Standardized Data Lists 34 Worksheet: Standard Datasets 35 Template: Sample Data Collection Forms 36 Job Aid: Fill Data Collection Form 37 Template: Reporting Requirements 38 Example and Template: Implementation Workplan 392.

4 Deploy: Make iHRIS Work for You 40 Deploy 40 Example: Standard Operating Procedures for the Ministry of Health 43 Worksheet: Issue Management List 44 Documentation: iHRIS Operations Guide 45 Worksheet: Customization of Fields 46 Presentation: iHRIS system Administration Training 473.

5 Pilot: Start Small and Show Value 48 Pilot 48 Presentation: Pilot Activities and Results 51 Example: Project Risks Status Update 52 Tipsheet: Iterative Software Development 53 Presentation: Creating a Data-Sharing Agreement 56iHRIS Training Program Materials and User s Manuals 58 Example: HRIS Data Quality Guidelines 61 Example: Pilot Report 62 Example: Pilot Findings Report and Assessment Checklist 634.

6 Scale-Up: Extend Your Pilot to All Stakeholders 64 Scale-up 64 Example: HRIS Progress Report 68 Example: Rollout Plan 69 Worksheet: eHealth Readiness Assessment Checklist 70 OpenHIE Provider Registry: Interconnecting Human Resource Information Systems 71 Training of Trainers Guide 73 Case Study: Human Resources Management Training 74 Example: Human Resources Quarterly Management Review 755.

7 Sustain: Maintain and Support the system 76 Sustain 76 Worksheet: Business Processes Documentation 80 HRIS Assessment Framework 81 Template: HRIS Follow-Up Report 83 Documentation: iHRIS Train system Requirements 84 Example: Employee Record Update Protocol 85 Worksheet: Data Quality Assessment Form 86 Worksheet: Helpdesk Log 87 Report: Internship Program 88 Checklist.

8 Monitoring the Use of Data 89 Back Matter 90 Implementation Matrix 90 Credits 92 IntroductionBefore You BeginIntroductionBefore You BeginWhile implementing iHRIS takes substantial effort, it can have a significant impact wherever it is used. Thatbegins with changing from established ways and systems to new ones. Not everyone working on your teamand who you will interact with will have experience using computers, managing databases, or relying onaccess to information to make decisions.

9 Real and lasting change takes time, and the process requirespatience and does a successful iHRIS Implementation look like? The ultimate measure of the system s performanceis regular use for making HR policy and management decisions, with stakeholders accepting the data asreliable, accurate, and valid. Beyond that, its interoperability with other health systems enhances the power ofits data. In short, the system is useful, used, and are three important points to understand about the Implementation process before diving is a process, not a one-time event. Don t expect to simply install iHRIS and start using itimmediately.

10 Implementation requires thoughtful planning and stakeholder support. Even after theimplementation has ended, regular monitoring and updating of the system will keep it useful is important for success, but so is flexibility. The unexpected will arise. Even afterthorough planning, last-minute changes occur. For example, there may be changes in leadership,policy, or goals for the health information system . Be willing to adapt. Plans can and should beadjusted throughout the process to meet the realities as they is different everywhere. This toolkit provides a roadmap to the process,incorporating the best advice of previous field implementers.