Frequently Asked Questions

What is the problem?

Health care leaders in developing countries need current, accurate data on human resources for health (HRH) in order to quickly answer key policy and management questions affecting health care service delivery. Understanding the current health workforce enables decision makers to create informed, effective strategic plans designed to ensure a steady supply of trained health professionals, deploy human resources in the correct positions and locations to meet health care needs, and retain health worker skills and experience in the country.

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What is an HRIS?

A human resource information system (HRIS) is an integrated system for managing information used in HR decision making. A complete HRIS links all human resource data from the time professionals enter pre-service training to when they leave the workforce. Typically, the system is computerized and consists of a database for storing the information, software for entering and updating data and reporting and analysis tools.

Many developing countries already use an HRIS, but one that relies heavily or exclusively on paper forms or on electronic files in different departments that do not link together. Putting in place a computerized HRIS achieves the following objectives:

Improve the accuracy and currency of HRH data
Track people as they move through the health workforce system
Decrease the labor required to maintain the HRIS
Quickly aggregate, analyze and use data
Report on and analyze data regularly
Project workforce needs into the future

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What is our process for strengthening HRIS?

The Capacity Project has developed a systematic process for strengthening HRIS that comprises five key elements:

Develop HRIS Leadership using a participatory approach that brings together representatives of all stakeholders—all producers and consumers of HRH data—in a Stakeholder Leadership Group (SLG). The SLG will provide strategic oversight and define the policy and management questions that will be answered by the system.
Strengthen infrastructure by working with the SLG to appropriately bring networks, Internet connectivity, hardware, software, trained personnel, technical support and even electrical supply up to standards that can support an HRIS. Before beginning work, the Capacity Project team thoroughly assesses existing information and communication technologies (ICT) and HR information systems already in use, and identifies the gaps and breakdowns in those systems.
Implement HRIS software solutions that are customized for the country context and answer the key HR policy and management questions for that country. Software solutions may consist of interim, or "step," solutions that build on tools and processes already in use or, if appropriate, one or more of the mature solutions in our iHRIS software suite.
Support use of HR data for effective decision making through providing opportunities for developing decision-making skills and improving data sharing among all stakeholders.
Ensure sustainability and continuous improvement of the HRIS through training and technical support of infrastructure administrators, system administrators, data entry personnel and managers and decision makers in use of data. The goal is to build capacity within the country to independently support, use and improve their HRIS after the Project's technical assistance has ended.

Only the first step—forming the SLG and performing a thorough HRIS assessment within the country—is required for determining each country’s implementation plan. Based on these findings, the Capacity Project HRIS team develops and proposes an appropriate activity plan for strengthening HRIS that represents a progression in planned stages toward achieving a mature, sustainable HRIS to manage the health workforce within the country. This solution may include any combination of steps 2-5.

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What is a mature human resources information system?

A mature HRIS is:

Server-based—The software is located on a central computer, or server, that can be accessed concurrently by many users and can be kept secure and backed up.
Database-driven—The data are stored in a centrally located database, which enables easier updates, searching and analysis of collected HRH information.
Web-accessible—The Web browser is the principal tool for interacting with the HRIS, which means client applications do not have to be installed on each user's desktop, reducing deployment time and training requirements. The system is immediately available to anyone with an Internet or local area network (LAN) connection.
Customizable—There is no "one size fits all" solution for HRIS. A mature system needs to be easily customizable to fulfill the specific needs of the context in which it will be used.
Scalable—The system can be scaled to adapt to a growing workforce or for use by more organizations.
Extensible—Additional modules can be programmed for the system to meet changing and expanding needs.

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What are our core software products?

The Capacity Project is developing three core software solutions using Open Source technologies, each addressing a different HRH leadership issue:

iHRIS Qualify—This system resides with the licensing or certification authority for a health worker cadre. It captures information about health professionals in the cadre from the time they enter pre-service training through registration or certification and licensure. The system can also track continuing education attained by health workers and out migration requests.
iHRIS Manage—This system resides with an employer of health workers, such as the Ministry of Health. It tracks more detailed information about health workers throughout their employment, including where they are deployed, salary history, promotions and transfers, performance and reasons for attrition.
iHRIS Plan—This component analyzes data collected in other HRIS to enable decision makers to project their future workforce needs and make effective planning and policy decisions. It gives a picture of the current health workforce and projects how that workforce will change based on known influences such as retirement age, the number of trained workers annually entering the workforce and other factors. This is then compared to projected health workforce needs, illustrating the gap between the two. The decision maker can interactively test various interventions to try to close that gap and immediately assess the effects.

The three systems are designed to work together, but may also be deployed independently or integrated with other software products already in place.

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What is Open Source?

Open Source software is computer software distributed under a license that allows anyone to study, copy and modify the source code and redistribute the software in modified or unmodified form, without restriction. Specifically, the Open Source software acronym LAMP refers to a set of software programs commonly used together to run dynamic web-based applications:

Linux, the operating system;
Apache, the Web server;
MySQL, the database management system; and
Perl, PHP and/or Python, scripting languages.

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Why are we using Open Source technologies?

Once we develop the core software products, they can be made available under an Open Source license, which means that anyone can download, use and modify them without paying a licensing fee. Therefore, we can distribute our products at minimal cost, and users can continue to use and improve their systems without paying onerous licensing or upgrade fees. Employing Open Source technologies provides access to a global support community, which, on a volunteer basis, can support the software, answer questions, fix bugs and even develop new modules.

A customizable Open Source system is more likely to meet the country's specific needs than an off-the-shelf software package. These systems are easy to customize and expand, and new development can often occur rapidly in response to newly discovered needs. The result is a completely tailored but still low-cost system that can grow and change over time.

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Can data accessed through a web application really be secure? What if there is no Internet connection?

Our systems ensure security through two means:

Password-protected logins: No one can access the system without having a username and password that is verified by the system every time a connection is made.
Role-based accounts: When a person logs in to the system, the system verifies that person's role. Based on the role the person has been assigned, there are limits to the actions that can be performed and the data that can be accessed. Role-based access prevents non-authorized staff from viewing sensitive data such as salaries, performance issues and identification numbers.

Even though the system uses a Web-based application, it does not require an Internet connection. It can be deployed on a local area network (LAN) that is limited to one office or on a wide area network (WAN) that may link several offices or districts together. This increases security even more, because the system is never accessible to the outside world. When the Capacity Project performs the infrastructure assessment, we recommend the best network for the system based on local needs and resources.

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Why not build an Access database instead?

Microsoft Access databases are limited in size and flexibility and are difficult to share dynamically with multiple users. Access is proprietary software that may represent a burdensome cost to countries in licensing fees. However, we do consider Access databases as a step solution that may be a building block in progressing toward a mature HRIS.

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What is a step solution?

A step solution is any interim solution for managing HR data that is deployed while a mature system is being developed. Examples of a step solution include an Excel spreadsheet, a simple Access database or a scaled-down version of a web-based information system. Step solutions are deployed to enable the Ministry or another organization to quickly start entering and managing their HR data. The data can then easily be migrated to the mature solution when it is available and the end user is ready to implement it.

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What am I giving up by not using one of the large, mainstream HR management software packages?

HR management is an issue for all corporate and government organizations, and many well-regarded companies have developed software solutions to address this need. Some of the best known are SAS, SAP and PeopleSoft. While these systems have a great deal to offer, barriers to entry are high, requiring:

a strong, well-established technology infrastructure
dedicated staff trained on highly specialized, proprietary software systems
high costs for software purchase and customization
high costs for hardware requirements.

Implementing a system of this magnitude and complexity is overwhelming for budgets, staff and available technology resources. Alternatively, a customized Open Source solution addresses common barriers to entry while laying the groundwork for future system growth. Open Source applications are low cost or free, network-friendly and widely considered to be the most secure. Software costs are nonexistent, and the software itself can be modified. The community of programmers who know Open Source technologies is already large and growing. Finally, you are not locked in to this system; all data can be easily exported if you choose to move to a different system in the future.

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Where can I get more information?

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