Complete Report by Package - Full Details

Friday, October 10, 2008, 10:02:43 AM


1. iHRIS Plan - Core Functional
Actors:
A-PP1 Health Workforce Planner

1.1. Data Administration
Use Cases:
UC-PP1 Add or update a currency
UC-PP2 Add or update a cadre
UC-PP3 Add or update a country

1.2. Projection
Use Cases:
UC-PP5 Create a projection
UC-PP24 Copy a projection
UC-PP6 Enter population

1.3. Cadre Pools
Use Cases:
UC-PP8 Create a cadre pool
UC-PP9 Enter supply
UC-PP23 Import supply data
UC-PP10 Enter targets
UC-PP11 Enter pre-service training data
UC-PP12 Create a pool change
UC-PP13 Enter retirement assumptions
UC-PP14 Enter attrition assumptions
UC-PP15 Enter pre-service training assumptions

1.4. Data Modeling
Use Cases:
UC-PP19 Generate a base projection
UC-PP20 Apply interventions to a base projection model
UC-PP21 Compare actual results to predicted results
UC-PP22 Produce a health workforce implementation plan

1.5. Requirements
Requirements:
REQ-PP1 User interface
REQ-PP2 Reporting
REQ-PP3 Data checking
REQ-PP4 Help
REQ-PP5 Email projections
REQ-PP6 Ownership of Projections

2. iHRIS Common
Actors:
A-ICE1 System Administrator
A-ICE2 Data Manager
A-ICE3 Data Analyst
A-ICE4 Any User

2.1. System-wide
Use Cases:
UC-ICE1 Configure modules
UC-ICE2 Save a record
UC-ICE3 Search for a record
UC-ICE4 View a record
UC-ICE5 Upate a record
UC-ICE6 Correct data

2.2. User Administration
Use Cases:
UC-ICE7 Add a user account
UC-ICE8 Update a user account

2.3. User Access
Use Cases:
UC-ICE9 Log in
UC-ICE10 Retrieve a password or username
UC-ICE11 Change password
UC-ICE12 Give feedback
UC-ICE13 Log out

2.4. Reporting
Use Cases:
UC-ICE14 Create a report relationship
UC-ICE15 Create a report
UC-ICE16 Add a report view
UC-ICE17 Run a report

2.5. Offline Tool
Use Cases:
UC-ICE18 Install the offline tool
UC-ICE25 Install sample data
UC-ICE19 Import data
UC-ICE20 Export data

2.6. Spot Checking
Use Cases:
UC-ICE21 Check data entry errors
UC-ICE22 Check data quality
UC-ICE23 Process an unverified record
UC-ICE24 Spot-check records

2.7. Requirements
Requirements:
REQ-ICE1 Cadres
REQ-ICE2 Technology requirements
REQ-ICE3 Multilingual support
REQ-ICE4 Log usage
REQ-ICE5 Leveragability
REQ-ICE6 Integratability
REQ-ICE7 Idle logout
REQ-ICE8 GIS mapping
REQ-ICE9 Extensibility
REQ-ICE10 Data reliability
REQ-ICE11 Compatibility
REQ-ICE12 Caching of report data
REQ-ICE13 Authorization
REQ-ICE14 Auditing
REQ-ICE15 Archival
REQ-ICE16 Authentication
REQ-ICE17 Database utility
REQ-ICE18 User error reporting
REQ-ICE19 Phone Home Support
REQ-ICE20 Customized Roles
REQ-ICE21 Backlog Data Entry Functionality
REQ-ICE22 Geographical locations
REQ-ICE23 Customization
REQ-ICE24 Context-sensitive help


1. iHRIS Plan - Core Functional

iHRIS Plan - Core Functional

File: PowerPlan.ucd
Description
iHRIS Plan is workforce planning and modeling software.
Related Documents and URLs
http://www.capacityproject.org/suite/ihris_plan.php
http://launchpad.net/ihris-plan/
Notes Date Added
This documentation refers to the core version of iHRIS Plan (working title: PowerPlan). 2/22/2008
This documentation is based on the outputs of the Workforce Planning Model Workshop, held in December 2007, and the HRH Workforce Projection Model, specifically the simplified John Dewdney version of the model. 2/22/2008
Core version 1.0 released August 8, 2008. 9/29/2008

iHRIS Plan - Core Functional actors:

A-PP1

Health Workforce Planner

Parent: iHRIS Plan - Core Functional
Description
The Health Workforce Planner enters workforce data into the software, creates projections, runs scenarios, and analyzes and reports on the results. This is the primary user of the software. This person has some knowledge of workforce planning methods and access to necessary data for creating projections.
Goals
Enter workforce planning data and assumptions.
Create a projection of health workforce supply, need and costs.
Model the effects of interventions on the health workforce projection.
Produce health workforce plans and supporting reports.

1.1. Data Administration

Data Administration

Description
Create and update standard lists of data for selection in system menus.
Notes Date Added
Access is limited to Health Workforce Planners and System Administrators. 2/6/2008
Access these functions via the Configure System --> Administer Database menu links. 7/25/2008

Data Administration use cases:

UC-PP1

Add or update a currency

P1
Parent: Data Administration
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner adds a currency for selection when setting monetary amounts.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new currency is added to the system and can be selected whenever specifying monetary amounts.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Select the option to update the list of currencies.
  2. The system displays all currencies entered in the system.
  3. Select the option to add a new currency or update an existing one.
  4. Enter the currency code.
  5. Enter the name of the currency.
  6. Enter the symbol for the currency.
  7. Save a record (UC-ICE2).
  8. The system makes the currency available for selection by symbol and code.

Extensions:

3.a An existing currency is selected.
  1. The currency opens and its information can be edited.
Notes Date Added
This use case is identical to the one used in iHRIS Manage. 2/2/2007


UC-PP2

Add or update a cadre

P4
Parent: Data Administration
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters or edits a cadre for selection within the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
Each cadre, as applied by the health professionals, is defined within the system and available for selection in various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Select the option to update the list of cadres.
  2. The system displays all cadres entered in the system.
  3. Select the option to add a new cadre or update an existing one.
  4. Enter the name of the cadre.
  5. Save a record (UC-ICE2).
  6. The system displays the new or edited cadre in selection lists of cadres.

Extensions:

3.a An existing item is selected.
  1. The item form opens and the item can be edited.
Open Issues AssignedTo ResolveBy
Need to add additional information to the cadre to make it more compatible with iHRIS Qualify. 151735 later (medium priority)
Notes Date Added
This use case is similar to the Add a Cadre use for iHRIS Qualify and Manage, but the qualification is not required. 2/6/2008


UC-PP3

Add or update a country

P1
Parent: Data Administration
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner updates the list of countries available for selection in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new or changed country is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of countries.
  2. The system displays all countries entered in the system.
  3. The user adds a new country.
  4. The user enters the two-letter country code.
  5. The user enters the ISO numeric code for the country (optional).
  6. The user selects whether the country is the primary country for the system.
  7. The user saves the record (UC-ICE2).
  8. The system makes the country available for selection whenever adding geographical locations or nationalities/citizenships.

Extensions:

3.a The user selects an existing country.
  1. The system opens the country for editing.
6.a The user selects the country as the primary country.
  1. The system displays the country first in all country selection menus.
6.b The system determines that more than one country was selected as the primary country.
  1. The system displays all primary countries at the top of selection menus in alphabetical order.
7.a The system determines that the name and country code are the same as a country previously entered.
  1. The system displays an error message and will not continue.
Notes Date Added
This use case is the same for iHRIS Manage, iHRIS Plan and iHRIS Qualify. 10/31/2007
The option to use the country for location selection does not apply to Plan and is hidden. 8/5/2008

1.2. Projection

Projection

Description
This package enables the user to create and save a new projection or update a saved projection. The user can enter a target and non-cadre specific demographic data for projections.
Notes Date Added
This is the first step in the workforce projection process and should appear first on the model map. 2/6/2008
The section will need to be completed before proceeding on to any other sections. 2/6/2008
Access these functions and all projection-related actions via the Manage Projections menu link. 7/25/2008

Projection use cases:

UC-PP5

Create a projection

P6
Parent: Projection
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner creates a new projection for modeling.
Preconditions:
The user must be logged in.
Success Guarantee:
The projection is saved and additional data can be added.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Select the option to create a projection.
  2. Enter a brief name by which to identify the projection.
  3. Enter the name of the category under which to group the projection.
  4. Type in a text description of the targeted goals for the projection.
  5. Select the country for the projection.
  6. Select the start year for the projection.
  7. Enter the projection duration in years.
  8. Save a record (UC-ICE2).
  9. The system saves the projection and displays the entered data.
  10. The system provides the options to enter additional information into the projection.
Open Issues AssignedTo ResolveBy
Should there be a range limit to the number of years that can be entered, i.e., no less than # and/or no more than #? committee later
How does updating work? Can the user generate multiple projections with different starting years, or does entering a new starting year overwrite the previous projection? committee later
Perhaps create a projection template to make setting up the projection easier? 268192 later (wishlist)
Notes Date Added
The first-release model does not take into account the difference between short-term and long-term projections. 7/23/2008
In release 1.0.1 we included a category for grouping projections on the search page; updated this use case accordingly. 9/11/2008


UC-PP24

Copy a projection

P1
Parent: Projection
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner copies an existing projection.
Preconditions:
The projection to copy has already been entered in the system. The user is logged in.
Success Guarantee:
The original projection is copied with a new name and all of its data. The copied data can be modified or updated.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.1.1
Flow of Events

Main Success Scenario:

  1. Select the option to find a projection.
  2. Enter the name of the projection to copy.
  3. The system displays all matching projections.
  4. Open the projection to copy.
  5. Copy the projection.
  6. The system copies all the projection data to the new projection.
  7. The system makes the projection available for modifications.
Notes Date Added
This is a new use case based on a request from Namibia. The purpose is to allow users to easily reuse projection data. 9/11/2008


UC-PP6

Enter population

P1
Parent: Projection
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters the starting population and population growth rate for the projection.
Preconditions:
The user must be logged in. The projection must be created and saved.
Success Guarantee:
The population and population growth rate are saved and are used by the system to calculate workforce requirements.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the option to enter the population.
  3. Select the year for which the population is known.
  4. Enter the total population.
  5. Enter the population growth rate as a percentage.
  6. Enter the source of the population data.
  7. Save a record (UC-ICE2).
  8. The system calculates the population growth for each year in the projection.
  9. The system uses the population to determine requirements.

Extensions:

2.a The population has already been entered.
  1. The system provides the option to correct the data that has been entered or to add new population data for another year.
3.a The year is before the start of the projection.
  1. The system does not provide the option to select a year before the projection base year.

1.3. Cadre Pools

Cadre Pools

Description
This package enables a user to define the cadres that will be modeled in the projection, enter supply and requirements data for the cadre, and enter assumptions that will affect the size of the cadre over time.
Notes Date Added
This is the second step in the workforce planning process and should appear second on the model map. 2/6/2008
This step will need to be repeated for each cadre in the workforce projection. 2/6/2008
Assumptions should include explanation of numbers used and any defaults that are pre-entered, as well as extensive help with reaching the assumptions. 2/6/2008

Cadre Pools use cases:

UC-PP8

Create a cadre pool

P1
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner selects a cadre and saves it as a pool of health workers in the health workforce that is being modeled.
Preconditions:
The user is logged in. The target and demographics have been entered and saved. The cadre has been entered in the selection menu.
Success Guarantee:
The cadre is saved and a pool is created for that cadre that the user can add data to and update over time.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Enter a name for the cadre pool.
  3. Select the cadre from the dropdown menu.
  4. Save a record (UC-ICE2).
  5. The system saves the cadre pool name and cadre to identify the cadre pool.
  6. The system provides the option to enter data for that cadre or to create another cadre pool.
Notes Date Added
All data entered after this point pertain solely to the selected cadre. 2/6/2008


UC-PP9

Enter supply

P3
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters data to project the actual supply of health workers.
Preconditions:
The user must be logged in. The projection must be started or updated and population data entered. The cadre pool has been created. The currency has been entered in the system.
Success Guarantee:
The system can project the workforce supply and salary costs in that cadre for each year in the projection range.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the cadre pool to update.
  3. Select the option to enter supply data.
  4. Select the year for which supply data are being entered.
  5. Enter the number of staff actually employed at the start of the year.
  6. Enter the data source.
  7. Select the currency of the salary.
  8. Enter the average salary for a worker in the cadre pool.
  9. Enter the average percentage by which salaries increase each year.
  10. Save a record (UC-ICE2).
  11. The system calculates the population per employee at the year start.

Extensions:

3.a The supply data have already been entered.
  1. The system provides the option to correct the previously entered data or to enter new supply data for a subsequent year.
4.a The year is prior to the base year of the projection.
  1. The system does not allow a year before the base year to be selected.
Open Issues AssignedTo ResolveBy
When entering the number of staff employed, should this be full-time equivalents? committee later
Should the option to enter supply by gender be provided? committee later
Namibia requested option to enter health workers by age to calculate impacts on exits. 268190 2.0 (high priority)
Requested by Namibia: option to separate public sector from private sector data and model transfers between the two, as well as account for people working in both sectors. May be part of the Tom Hall model. 268181 2.0 or later (medium priority)
Requested by Namibia: option to model data at the regional (or district) level as well as at the country level and aggregate into a country-wide projection; also show transfers between regions. 268184 2.0 (high priority)
Notes Date Added
The population per employee can be compared to the population per position calculated in the requirements. 2/6/2008
The total number of staff at year end can be compared to the required number of positions at the beginning of the next year to analyze the gap between actual and required staff. 2/6/2008


UC-PP23

Import supply data

P4
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner imports health workforce supply data from another system such as iHRIS Manage or Qualify.
Preconditions:
The user must be logged in. The projection has been created. The cadre pool has been created. Supply data have been exported into a compatible file format.
Success Guarantee:
The system can import the data and use it to calculate health workforce supply projections.
Level: User Complexity: High
Use Case Status: Full Implementation Status: Scheduled
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. Open a projection to modify.
  2. Select the cadre pool to update.
  3. Select the option to import supply data.
  4. Select the file to import.
  5. The system imports and displays the data.
  6. Correct any data errors.
  7. Save a record (UC-ICE2).
  8. The system saves the supply data for the cadre pool.

Extensions:

5.a The system cannot read the file to import.
  1. The system displays an error message.
Open Issues AssignedTo ResolveBy
This use case has not been implemented. 255100 2.0
Need to be able to import data from iHRIS systems and other systems. 255100 2.0


UC-PP10

Enter targets

P4
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters the required number of positions for the cadre.
Preconditions:
The user is logged in. The user has started or is updating a projection and has entered population data for the projection. The cadre pool has been created.
Success Guarantee:
The requirements are correctly calculated and can be graphed in the results.
Level: User Complexity: Medium
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the cadre pool for which to enter target data.
  3. Select the option to enter target data.
  4. Select the year for which targets are known.
  5. Enter the target as either:
    1. the number of positions to be filled in the year or
    2. the health worker-to-population ratio target.
  6. Enter the data source.
  7. Save a record (UC-ICE2).
  8. The system calculates the required number of positions needed to maintain the initial position-to-population ratio for each year in the projection range.

Extensions:

2.a The target data have already been entered.
  1. The system provides the option to correct the previously entered data or to add new target data for a subsequent year.
4.a The year is before the base year of the projection.
  1. The system does not provide an option to select a year prior to the base year.
5.a Both a number and a ratio are entered.
  1. The system generates an error and will not continue.
Open Issues AssignedTo ResolveBy
How is the target number of required positions for the starting year reached? We need to provide help with making this assumption. committee 2.0
Include benchmarks of WHO HRH targets and others. 268188 2.0 or later (medium priority)
What happens if you enter both the ratio and the targeted number of positions? Luke 1.0.1
Notes Date Added
The population per position remains the same for each year; requirements are calculated based on this figure. 2/6/2008
Release 1.0.1 included the option to enter either a targeted number of positions or a targeted health worker-to-population ratio; updated this use case accordingly. 9/11/2008


UC-PP11

Enter pre-service training data

P2
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters data about the number of students in pre-service training to help calculate the workforce supply.
Preconditions:
The user is logged in. The projection has been started or updated, and all assumptions have been entered.
Success Guarantee:
The system can project the number of pre-service training students and the number of graduates entering the workforce for each year in the projection.
Level: User Complexity: High
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the cadre pool to update.
  3. Select the option to enter pre-service training data.
  4. Enter the data source.
  5. Enter the number of new students actually enrolled for the starting year.
  6. Enter the total number of re-enrollments (2nd-year, 3rd-year and so on) for the starting year.
  7. Enter the number of graduates for the starting year.
  8. For each remaining year in the pre-service training program (based on the pre-service training duration), enter the number of graduates.
  9. Enter the new student intake for each subsequent year in the projection.
  10. Select the currency.
  11. Enter the average annual costs of training per student.
  12. Save a record (UC-ICE2).
  13. The system calculates the total number of enrollments for the starting year by adding new students and re-enrollments.
  14. The system calculates the number of students who do not go on to enter service based on the pre-service trainee loss rate.
  15. The system calculates the number of continuing students by subtracting graduates and losses from total enrollment.
  16. The system calculates the total enrollment for each year in the projection by adding intake to continuing students.
  17. The system calculates the total costs of training for all students for each year in the projection.
Open Issues AssignedTo ResolveBy
Not sure how to account for manual entry over the initial duration of the training program; this needs to be figured out. committee 2.0
Is there any assumption that can be entered to determine the intake rate, rather than entering the expected intake for each year manually? committee 2.0
How are graduates calculated following the manual entry period? committee 2.0
This use case has not been implemented. 259077 2.0 or sooner
Namibia request: track students by country/training institution. 259077 2.0 or sooner
Notes Date Added
The number of graduates must be entered manually for the initial duration of the pre-service training program to account for re-enrollments; after that, the system can calculate the number of graduates. 2/6/2008
This use case will be implemented in the wizard version. In the initial version, intake from training assumptions can be entered as a pool change. 7/23/2008


UC-PP12

Create a pool change

P6
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner creates a change in the pool supply due to an increase or decrease in health workers to be applied to the projection.
Preconditions:
The projection has been created and a cadre pool has been created for it. Supply data have been entered for the cadre pool. The currency has been entered in the system.
Success Guarantee:
The system calculates the changes to the supply of health workers and displays the results in the projection.
Level: User Complexity:
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the cadre pool to update.
  3. Select the option to enter a pool change.
  4. Enter a name for the pool change.
  5. Enter a description of the assumption being made.
  6. Select whether to enable the pool change.
  7. Select whether the pool change is a:
    1. intake, or increase in health workers
    2. exit, or decrease in health workers
  8. Enter the data source.
  9. Enter the change amount as either the number or the percentage of health workers to increase or decrease the supply by.
  10. Enter a maximum amount for the change (optional).
  11. Select a currency for any costs associated with the change.
  12. Enter the average cost of the change per year per worker (optional).
  13. Enter the average percentage increase in the costs per year (optional).
  14. Select the initial year to apply the change.
  15. Enter the number of years to apply the change.
  16. Save the change (UC-ICE2).
  17. The system calculates the effects of the change on the projected workforce and the costs.

Extensions:

6.a The pool change is disabled.
  1. The change does not affect the projection and the data are not displayed in the projection.
9.a A number of health workers is entered.
  1. Enter the rate by which to increase the amount of workers added to or subtracted from the supply (optional).
9.b Both an amount and a percentage are entered.
  1. The system generates an error and will not continue.
14.a A year is not selected.
  1. The system selects the base year for the initial year.
15.a The number of years is not entered.
  1. The system calculates the change for the entire projection duration.
17.a There is more than one change affecting the cadre pool.
  1. Repeat all steps for each pool change.
Open Issues AssignedTo ResolveBy
Allow for more complicated pool changes, such as multi-year changes. 269018 later
Notes Date Added
Release 1.0.1 included the option to enter a maximum amount for the change. With percentage changes, this would cap the change at a specific amount. Updated the use case accordingly. 9/11/2008


UC-PP13

Enter retirement assumptions

P3
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters data about retirement ages and rates for calculating the health workforce supply.
Preconditions:
The user is logged in. The user has started or is updating a projection and has created the cadre pool. Pre-service training data must be entered.
Success Guarantee:
The retirement data is saved and is used by the system to calculate projected workforce supply.
Level: User Complexity: Low
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the cadre pool for which to enter retirement assumptions.
  3. Select the option to enter retirement information.
  4. Enter the normal age of retirement.
  5. Enter the retirement rate as a percentage.
  6. Enter the data source.
  7. Save a record (UC-ICE2).
  8. The system uses the retirement rate to calculate attrition due to retirement for the projection.
  9. The system calculates the total intake of new staff: intake from training (graduates) plus other intakes.
  10. The system calculates the total exits of staff based on the rates entered in the assumptions: the number of staff leaving due to retirement plus the number of staff leaving due to illness or death plus the number of staff leaving due to other reasons.
  11. The system calculates the total number of staff at year end: the total number employed plus the total number of intakes minus the total number of exits.
  12. The system repeats all calculations for each year in the projection.
Open Issues AssignedTo ResolveBy
This is part of the wizard that has not been implemented. 259078 2.0
Notes Date Added
Because the ages of health workers are not entered in this iteration of the model, projections based on retirement age cannot be made. 2/6/2008
This use case will be implemented in the wizard version. In the initial version, retirement assumptions can be entered as a pool change. 7/23/2008


UC-PP14

Enter attrition assumptions

P3
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters assumptions about the rate of attrition of health workers over time.
Preconditions:
The user is logged in. The user has started or is updating a projection.
Success Guarantee:
The attrition data are saved and used by the system to calculate projected workforce supply.
Level: User Complexity: Low
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the cadre pool to update.
  3. Select the option to enter attrition assumptions.
  4. Enter the attrition rate due to death and illness as a percentage.
  5. Enter the data source.
  6. Enter the attrition rate for other reasons as a percentage.
  7. Enter the data source.
  8. Save a record (UC-ICE2).
  9. The system uses the assumptions entered to calculate attrition.
Open Issues AssignedTo ResolveBy
Should we add additional attrition factors, i.e., losses due to out migration? committee 2.0
This is part of the wizard that has not been implemented. 259078 2.0
Namibia request: add a field for country life expectancy; need to know the impact on the workforce data. 268198 2.0 or later (low priority)
Notes Date Added
This use case will be implemented in the wizard version. In the initial version, attrition assumptions can be entered as a pool change. 7/23/2008


UC-PP15

Enter pre-service training assumptions

P2
Parent: Cadre Pools
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner enters the pre-service trainee loss rate and other information about pre-service training.
Preconditions:
The user is logged in The user has started or is updating a projection.
Success Guarantee:
The pre-service training data are saved and used to calculate projected workforce supply.
Level: User Complexity: Low
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. Open the projection to modify.
  2. Select the cadre pool to update.
  3. Select the option to enter pre-service training assumptions.
  4. Enter the pre-service trainee loss rate as a percentage.
  5. Enter the data source.
  6. Enter the duration in years of the pre-service training program.
  7. Save a record (UC-ICE2).
  8. The system uses the rate to calculate pre-service training losses.
Open Issues AssignedTo ResolveBy
This is part of the wizard that has not been implemented. 259078 2.0
Notes Date Added
This use case will be implemented in the wizard version. In the initial version, training intake assumptions can be entered as a pool change. 7/23/2008

1.4. Data Modeling

Data Modeling

Description
This module enables a user to graph the actual and required human resources pools, showing changes over time as determined by the influences. The user may then define one or more interventions on actual human resources by adjusting variables from a menu of options. The graph will dynamically update, showing the results of the interventions as they are adjusted.

Data Modeling use cases:

UC-PP19

Generate a base projection

P2
Parent: Data Modeling
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
Before the Health Workforce Planner can run any interventions, a base projection must be generated showing the gap between resources and requirements.
Preconditions:
The user is logged in. The projection has been created and all requirements, supply and pool change data have been entered.
Success Guarantee:
The base projection and costs projection are generated, and all data for the projection are displayed.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. Select a projection model.
  2. Select the cadre pools within the projection to include in the model.
  3. The system generates the base projection graph of changes in total numbers for all health workers and all required workers over the date range of the projection.
  4. The system graphs the costs of all workers over the duration of the projection.
  5. The system displays the data for all selected cadre pools by year.
  6. The system provides the option to print the base projection as a graph or table.

Extensions:

3.a Supply and target data have been entered for more than one year in the projection.
  1. The system displays separate graph lines for each year that data were entered.
5.a The user disables a cadre pool change in the model.
  1. The system hides the pool change data and does not include the data in calculating the results of the model.
  2. The system graphs the new supply and the original supply on the same model.
Open Issues AssignedTo ResolveBy
Printing and exporting of data have not been implemented. Need to include assumptions and data sources at bottom of printed reports. 253699 2.0 or sooner
Notes Date Added
Release 1.0.1 modified the projection to display data entered for separate years as distinct lines on the graph for easier comparison. Updated the use case with this new feature. 9/11/2008


UC-PP20

Apply interventions to a base projection model

P3
Parent: Data Modeling
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner changes assumptions and applies the interventions to a base projection in order to create a report for presentation showing the effects of the interventions on available human resources.
Preconditions:
The user is logged in. The base projection has been generated.
Success Guarantee:
The intervention graph is updated comparing the effects of the interventions to the actual health workforce supply and the required health workers.
Level: User Complexity: High
Use Case Status: Initial Implementation Status: Not Implemented
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. Open a saved base projection view.
  2. The system displays the base projection graph and all assumptions entered for that projection.
  3. Adjust the rates to apply to the base projection.
  4. The system recalculates projected supply based on the changes made and saves the recalculations separately from the base projected supply.
  5. The system updates the graph showing the result of the interventions.
  6. The system provides the option to print the report:
    1. Print the graphical view to screen (for use in another program) or paper.
    2. Print the tabular data view to screen (for export to another program) or paper.
  7. Save a report (UC-ICE12).
  8. The system adds the saved intervention projection to the list of saved reports for later access.
  9. Repeat for each intervention to model.
Open Issues AssignedTo ResolveBy
Should an assumption be set for recruitment other than increasing training? committee 2.0
Interventions function has not been implemented. 259079 2.0
Notes Date Added
The interventions that can be changed based on the initial model are retirement rate, attrition rate due to illness or death, attrition rate due to other causes and pre-service trainee loss rate. 2/6/2008
These interventions may be able to be changed: position growth rate and pre-service training intake (depending on whether these assumptions can be set in this model). 2/6/2008
Changing an assumption in the intervention does not change the base assumption entered. 2/6/2008


UC-PP21

Compare actual results to predicted results

P4
Parent: Data Modeling
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
After proposed interventions have been implemented, the Health Workforce Planner regularly imports new actual human resources data to determine whether the interventions are having the desired effect and to make adjustments as needed.
Preconditions:
The user is logged in. A projection has been completed created and saved.
Success Guarantee:
Interventions are producing results.
Level: User Complexity: High
Use Case Status: Initial Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. Select a saved projection.
  2. Enter a new starting year subsequent to the initial data.
  3. The system creates a projection with the new starting year using all assumptions and requirements entered for the saved projection.
  4. Enter the training data for the new starting year (UC-PP11).
  5. Enter the workforce data for the new starting year (UC-PP9).
  6. Save the projection for comparison.
  7. The system generates a report comparing the projected results for the original projection to the actual results.
  8. The system provides the option to adjust the assumptions for the new projection.
  9. The system provides the option to adjust the requirements for the new projection.
Open Issues AssignedTo ResolveBy
Changes to graph may fulfill this requirement; need to verify. 259080 1.0.1
Notes Date Added
Assumptions: Proposed interventions in the model have been implemented for at least one calendar year; human resources data have been collected for the preceding year. 11/12/2007
Triggered when new human resources data are available; this use case will generally occur on an annual cycle. 11/12/2007


UC-PP22

Produce a health workforce implementation plan

P2
Parent: Data Modeling
Primary Actors: Health Workforce Planner Supporting Actors:
Brief Description/Goal
The Health Workforce Planner produces a health workforce plan from a template based on the projected data.
Preconditions:
The user is logged in. The projection has been created and all assumptions, requirements and supply data have been entered.
Success Guarantee:
The user can produce a health workforce strategic plan based on the reports produced by the system.
Level: User Complexity: Medium
Use Case Status: Initial Implementation Status: Not Implemented
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. Select the option to produce a health workforce plan.
  2. The system generates the customizable health workforce plan template.
  3. The system generates all reports needed for the health workforce plan.
  4. The system provides the option to edit, save and print the plan.
Referenced Requirements Type ID
Reporting Functional REQ-PP2
Open Issues AssignedTo ResolveBy
The strategic plan has not been added to the software. The reports that are necessary for the plan need to be identified. 259081 2.0
Notes Date Added
The template is available in the Dewdney model as a Word document. 2/6/2008

1.5. Requirements

Requirements

Description
This package holds miscellaneous requirements for the project.
Related Documents and URLs
http://open.intrahealth.org/wiki/index.php/Planned_Features_--_Software
http://open.intrahealth.org/wiki/index.php/Planned_Features_--_Workforce_Projection_Model
Notes Date Added
Some requirements have not been entered that are still in the process of being defined. See the wiki for a full list of proposed requirements. 2/6/2008

Requirements requirements:

REQ-PP1

User interface

P3
Parent: Requirements
Description
The user interface should function like a wizard. There should be a master map to each step in the workforce planning process and breadcrumbs on each screen that change to show the user where in the process s/he is in the saved projection.
Type: Non-functional Status: Deferred
Assigned To: Release: 2.0
Source: Workforce Planning Model Workshop
Open Issues AssignedTo ResolveBy
A guided wizard needs to be developed that will provide help with making data assumptions as well as using the software. 259078 2.0
Add an * to denote required fields. 262672 2.0
Notes Date Added
In Version 1.0, prompts will alert the user when required data are missing and step the user through creating an initial projection. 8/5/2008


REQ-PP2

Reporting

P5
Parent: Requirements
Description
The user should be able to create customized reports as well as generate canned reports, in addition to the projection and intervention modeling. Reports should be presented as tabular data and graphs. Tabular data should be printable or exported. Data can be reported on an annual basis from the starting year through the target year. Data can be reported individually by cadre or aggregated for the entire workforce. The data sources and date of data entry are displayed on all reports.
Type: Functional Status: Proposed
Assigned To: Release: WBN
Source: Workforce Planning Model Workshop
Open Issues AssignedTo ResolveBy
Use cases have not been written for this requirement. ST later
The custom reporting function used in Qualify/Manage may be used to fulfill this requirement. 259082 later (high priority)
Notes Date Added
Suggested reports include: population growth; change in required positions; change in number of staff; population per employee compared to population per position; staff intakes; staff exits; student intake; number of graduates; workforce costs, training costs and total costs; increase or decrease in costs. 2/6/2008


REQ-PP3

Data checking

P5
Parent: Requirements
Description
The software displays a warning message ("are you sure?") when the user enters questionable data.
Type: Functional Status: Proposed
Assigned To: Release: WBN
Source: Workforce Planning Model Workshop
Open Issues AssignedTo ResolveBy
How are questionable data defined? committee later
Use cases have not been modified for this requirement. The requirement has not been developed. 259083 later (medium priority)


REQ-PP4

Help

P3
Parent: Requirements
Description
On any screen, the user can open a help window. Help explains how to use the software, workforce planning concepts on that screen, how to find data, and how to make assumptions when data are not available. On projections, the help provides guidance as to what the projections mean and how they are related to policy.
Type: Non-functional Status: Approved
Assigned To: Release: 2.0
Source: Workforce Planning Model Workshop
Open Issues AssignedTo ResolveBy
A more extensive user's manual needs to be developed with guidance on basic workforce planning concepts and procedures. Should include context-sensitive help. 259084 2.0
Notes Date Added
Also included should be a full manual on modeling and workforce planning and how it is useful. 2/6/2008
A simple help manual will be included with the first release, with more detailed help to be written later by workforce planning experts. 7/23/2008


REQ-PP5

Email projections

P5
Parent: Requirements
Description
Email projections as attachments.
Type: Functional Status: Proposed
Assigned To: Release: WBN
Source: Namibia pilot
Open Issues AssignedTo ResolveBy
Not implemented and use case not written. 268194 later (low priority)


REQ-PP6

Ownership of Projections

P6
Parent: Requirements
Description
Users own their own projections. Other users cannot see or edit the projections unless specifically allowed by the owner.
Type: Functional Status: Proposed
Assigned To: Release: WBN
Source: Namibia pilot
Open Issues AssignedTo ResolveBy
This requirement has not been implemented. Use cases have not been updated. 269016 later

2. iHRIS Common

iHRIS Common

File: iHRIS Shared Use Cases.ucd
Description
These are use cases and requirements shared by multiple iHRIS products.
Notes Date Added
Core version 3.1 released August 15, 2008. 9/29/2008

iHRIS Common actors:

A-ICE1

System Administrator

Parent: iHRIS Common
Description
The System Administrator has complete access and control over the HRIS and supporting hardware and software systems; installs, supports and troubleshoots the software; and creates and manages access accounts for all users.
Goals
Install and configure the system for use.
Add and update user accounts.
Define report relationships for creating reports.
Notes Date Added
This is the same as the System Administrator role for iHRIS Plan, iHRIS Manage and iHRIS Qualify. 10/30/2007
Can perform any use case and view all data entered in the system. 10/30/2007
All system developers should have a System Administrator login. 10/30/2007


A-ICE2

Data Manager

Parent: iHRIS Common
Description
This person manages the database, creates standard data lists, and oversees data entry.
Goals
Spot-check records for errors and oversee data quality.
Correct erroneous data.
Define reports and report views for users to access.
Notes Date Added
This role is equivalent to the HR Manager in iHRIS Manage, the Data Operations Manager in iHRIS Qualify and the Health Workforce Planner in iHRIS Plan. 8/11/2008


A-ICE3

Data Analyst

Parent: iHRIS Common
Description
This person generates reports in the system for the purposes of analyzing data.
Goals
Define and generate reports to analyze data entered in the system.
Notes Date Added
This role is equivalent to the Health Workforce Planner in iHRIS Plan, the Executive Manager in iHRIS Manage or the Decision Maker in iHRIS Qualify. 10/31/2007


A-ICE4

Any User

Parent: iHRIS Common
Description
A generic user (applies to all users of the system).
Goals
Access the system by logging in or out.
Retrieve a forgotten password.
Change a password.
Give feedback.
Search for and view a record.
Update and save records.
Run a report.
Uses the offline tool to enter data into a system not connected to the Internet.

2.1. System-wide

System-wide

Description
Module for organizing system-wide actions that do not apply to any other package.
Notes Date Added
Documentation needs to be written for the following configuration functions: Show Magic Data; Background Processes; Show Forms: Cached Forms. To be included in the System Administrator manual. 7/29/2008

System-wide use cases:

UC-ICE1

Configure modules

P7
Parent: System-wide
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The System Administrator configures modules that will be used by the system.
Preconditions:
Hardware and supporting software have been set up properly. There is a network connection. The system files have been installed. The database connection has been established. The System Administrator account has been created.
Success Guarantee:
The system is configured and can be used. Modules, configuration options and roles perform as configured.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user accesses the configuration screen.
  2. The user selects the modules to install.
  3. The system installs each selected module.
  4. The system enables, or turns on, each new module.
  5. The user selects the modules to turn off or disable.
  6. The system de-activates the selected modules.
  7. The user selects a module to configure.
  8. The system displays the configuration options for that module.
  9. The user sets the desired options for that module.
  10. The user saves the configuration.
  11. The system activates the options that the user has selected.

Extensions:

2.a The user does not install any modules.
  1. Skip to Step 5.
5.a The system determines that a module is required to be enabled for the system to operate.
  1. The system does not allow the module to be disabled.
Open Issues AssignedTo ResolveBy
Documentation needs to be written for this use case. It should be included in the system administrator manual. Development team later (after 3.2 release)
Notes Date Added
This use case is identical for iHRIS Plan, iHRIS Manage and iHRIS Qualify. 10/31/2007
This functionality can be accessed through the Configure System --> Configure Modules menu option. 2/7/2008


UC-ICE2

Save a record

P3
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The system confirms that data are entered correctly and all required data have been entered before saving that data.
Preconditions:
Data have been entered into a data entry form. The user must be logged in to the system.
Success Guarantee:
The data are validated and saved to the database.
Level: Subfunction Complexity:
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The system validates that all required fields have been completed.
  2. The system displays the data that the user entered.
  3. The user corrects any errors.
  4. The user confirms that the data are correct.
  5. The system saves the data to the database.
  6. The system logs the date and the username of the person who filled out the record.
  7. The system displays the last modified date with the affected record.

Extensions:

1.a The user does not complete a required field.
  1. The system prompts the user to complete the field and will not continue.
3.a The user does not make any corrections.
  1. Skip to Step 4.
Open Issues AssignedTo ResolveBy
Displaying the date the record was last modified has not been implemented. 151727 3.2 or later (high priority)
Notes Date Added
The use case is the same for iHRIS Plan, Manage and Quailfy. 10/31/2007
This use case is triggered when the Confirm button is clicked. 10/31/2007
Updated: Dual data entry actions have been removed from this use case, as we have chosen not to support dual data entry in the system. 7/24/2008


UC-ICE3

Search for a record

P3
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user searches for a record that has been entered in the system.
Preconditions:
The record has been entered in the system. The user must be logged in to the system.
Success Guarantee:
The record is found and displayed.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to search records.
  2. The user enters the name to search for.
  3. The user selects the type of record to search for.
  4. The system displays the matching records.

Extensions:

2.a The user does not enter a name.
  1. The system finds all records.
3.a The user does not select a type.
  1. The system searches all types.
4.a The system does not find a matching record.
  1. The system displays an error message.
4.b The system locates more than one matching record.
  1. The system displays all records.
Open Issues AssignedTo ResolveBy
Advanced search proposed which would allow the user to select various fields to search for and show more robust search results; not implemented and use case not updated. 249583 3.2 or later (high priority)
The Decision Maker should be able to search records in iHRIS Qualify. 193037 later (medium priority)
Notes Date Added
This use case is the same for iHRIS Qualify, Plan and Manage, although search fields may differ between the two systems. 10/31/2007
Limits are only on people's names. 10/31/2007
The person's role determines which records are returned in the search. For instance, an Employee will only see his/her own record; a Supervisor will only see the records of the people he/she supervises; a Manager will only see the records for the employees at the location he/she manages; and other roles can find all records. 10/31/2007
These functions are found via the Search Records menu option on Manage and Qualify, and via Manage Projections --> Find Projection on Plan. 7/25/2008


UC-ICE4

View a record

P1
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user displays a record and all the data entered for it.
Preconditions:
The record exists in the system. The user is logged into the system.
Success Guarantee:
The record is displayed to the user, along with any actions the user can take based on the user's role.
Level: Subfunction Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user searches for a record (UC-ICE3).
  2. The user selects the record to view.
  3. The system checks the role of the user.
  4. The system displays the record and all the data entered for it that the user is authorized to view.
  5. The system provides options for updating or adding new data depending on the user's role and the level of data already entered in the record.
Notes Date Added
This use case is the same for iHRIS Manage, Plan and Qualify. 10/31/2007
Employees can only view their own record, Supervisors can only view records of employees they supervise, and Managers can only view records of employees they manage. 10/31/2007


UC-ICE5

Upate a record

P1
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
When a change in information is reported, the user updates the system with that information.
Preconditions:
The record has previously been entered in the system. The user must be logged in to the system. The user must have the access privileges required to edit the record.
Success Guarantee:
The record is updated with the correct information and the previous information is saved for validation purposes.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user opens the record to update.
  2. In the record, the user selects the option to update specific information.
  3. The system checks the user's role.
  4. The user changes the appropriate fields.
  5. The user saves the record (UC-ICE2).
  6. The system marks all changed data as "updated."
  7. The system saves the previously entered information in that item's history log.
  8. The system displays the new data with the record.

Extensions:

3.a The user's role does not allow the user to update the information.
  1. The system does not provide the option to update the record.
Notes Date Added
In iHRIS Manage, position and salary information cannot be updated. It must be corrected by an HR Manager. 2/7/2008
An Applicant or Employee can update an application and related data, contact information and personal information in their own record only. 2/7/2008
An Employee can update demographic information in their own record only. 2/7/2008
This use case is the same for iHRIS Manage, Plan and Qualify. 2/11/2008
In iHRIS Plan, a record is updated by adding new data; new data cannot be added to a record for the same year as data that have already been entered. 8/5/2008


UC-ICE6

Correct data

P1
Parent: System-wide
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The Data Manager corrects any data previously entered in the system if those data are found to be incorrect or incomplete.
Preconditions:
The information to be corrected has been entered in the system. The user must be logged in to the system. The user must be assigned a role that is allowed to correct data in the system.
Success Guarantee:
The record is overwritten with the correct information and is marked as corrected. The date and username of the person correcting the record is logged.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user opens a record.
  2. The user selects the option to correct information in the record.
  3. The system checks the user's role.
  4. The user changes the appropriate fields.
  5. The user saves the record (UC-ICE2).
  6. The system marks all changed fields as "corrected".
  7. The system displays the record with the corrected information.
  8. The system logs that the record has been checked and the username and date of the person who made the corrections.

Extensions:

3.a The user does not have a role at the data or system administrator level.
  1. The system does not provide the option to correct the record.
Notes Date Added
In iHRIS Manage, only position and salary information requires correcting by an HR Manager; all other data can be updated by HR Staff. 2/7/2008
This use case is the same for iHRIS Manage, Plan and Qualify. 2/11/2008
In iHRIS Qualify, the following types of data can only be corrected by the Data Operations Manager: deployment, out migration, training, examination, registration, license, continuing education, private practice license and disciplinary action. 7/25/2008
Only Data Operations Managers, HR Managers, Health Workforce Planners and System Administrators can correct information. 7/25/2008
In iHRIS Plan, correcting information overwrites previously entered data; to add additional data for another year, the Add New Data option must be selected instead. 8/5/2008

2.2. User Administration

User Administration

Description
Create, updated and disable user accounts to enforce secure access to the system.
Notes Date Added
Access is limited to the System Administrator. 10/30/2007
Locate these functions via the Administer Users link on the main menu of either iHRIS Manage or iHRIS Qualify. 10/30/2007

User Administration use cases:

UC-ICE7

Add a user account

P1
Parent: User Administration
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The System Administrator creates a user account so the user can log on to the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The user account is created; the new user can log in and work on the system.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to create a new user account.
  2. The user enters a username for the new user.
  3. The user enters the name of the new user, if known:
    1. first name
    2. surname
  4. The user enters an email address for the new user (optional).
  5. The user selects the option to generate a random password or enter a new password for the new user.
    1. If the password is entered, the user re-enters it to confirm.
  6. The user selects the role of the new user.
  7. The user saves the record (UC-ICE2).
  8. The system enables the user account and permits a log in with that username and password.
  9. The system sends an email message to the user with the username and password.

Extensions:

4.a The user does not enter an email address.
  1. The system does not email the user information to the user.
5.a The user enters the new password but does not re-enter it.
  1. The system prompts the user to re-enter the password and will not proceed.
5.b The system determines that the two passwords do not match.
  1. The system displays an error and prompts the user to re-enter the password.
6.a The user does not select a role.
  1. The system marks the new user as disabled and does not permit the new user to log in with that username and password.
7.a The system determines that the username is already in the system.
  1. The system displays an error message and will not proceed.
Notes Date Added
This use case applies to iHRIS Plan, iHRIS Manage and iHRIS Qualify. 10/30/2007


UC-ICE8

Update a user account

P1
Parent: User Administration
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The system administrator changes the details for a user account or closes the account.
Preconditions:
The user account has been created. The user must be logged in to the system.
Success Guarantee:
The account information is changed or the account is disabled so that the user cannot access the system.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage user accounts.
  2. The system displays all user accounts.
  3. The user selects the user account to change.
  4. The system displays the user account information.
  5. The user makes any changes.
  6. The user saves the record (UC-ICE2).
  7. The system saves the changes to the user account.

Extensions:

5.a The user selects No Access for the user role.
  1. The system disables the account or gives it Guest access.
Notes Date Added
This use case is the same for iHRIS Plan, iHRIS Qualify and iHRIS Manage. 10/31/2007

2.3. User Access

User Access

Description
Module for organizing general actions that the user can perform to access and use the system.

User Access use cases:

UC-ICE9

Log in

P5
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user logs in to authenticate his/her access to the system and role and to perform any other task.
Preconditions:
A user account for the user has been created.
Success Guarantee:
The user can successfully log in and perform actions appropriate for his/her role.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user connects to the system.
  2. The user enters the username and password.
  3. The system validates the username and password.
  4. The system determines the user's role and displays that role to the user.
  5. The system displays a list of actions the user can perform based on the user's role.

Extensions:

3.a The system determines that the password is incorrect for the username entered.
  1. The system prompts the user to re-enter the password.
  2. The system provides the option to retrieve a forgotten password.
3.b The system determines that the username does not match a username for any account.
  1. The system displays an error message.
4.a The system determines that the user has no role assigned in the system.
  1. The system does not allow access.
Open Issues AssignedTo ResolveBy
Self-service (employee, guest, supervisor and manager login) has not been implemented. 151707 later (low priority)
Notes Date Added
This use case is similar for iHRIS Plan, Manage and iHRIS Qualify, although there may be some additional role actions in Manage. 10/31/2007


UC-ICE10

Retrieve a password or username

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
If the user has forgotten a password or username, s/he can generate a new one.
Preconditions:
The user has a user account on the system.
Success Guarantee:
The user is able to retrieve the password or username and log in to the system.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. From the login page, the user selects the option to retrieve a forgotten username or password.
  2. To reset the password, the user enters their username.
    1. The system emails the new password to the user.
  3. To recover the username, the user enters their email address.
    1. The system displays the username.

Extensions:

2.1.a The system does not find the user's email address in the database.
  1. The system displays an error message.
3.a The system does not find the user's email address in the database.
  1. The system cannot recover the username and displays an error message.
Notes Date Added
The use case is identical for iHRIS Manage, Plan and Qualify. 10/31/2007


UC-ICE11

Change password

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
A user can change his/her own password for logging into the system.
Preconditions:
A user account has been created for the user. The user must be logged in to the system.
Success Guarantee:
The user resets his/her password and can use it to log in to the system.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to change the password.
  2. The user enters the current password.
  3. The user enters the desired new password.
  4. The user re-enters the new password.
  5. The system resets the password.

Extensions:

4.a The system determines that the passwords do not match.
  1. The system displays an error and prompts the user to re-enter the passwords.
Notes Date Added
This use case is identical for iHRIS Plan, Manage and Qualify. 10/31/2007


UC-ICE12

Give feedback

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user provides feedback on a specific page in the system.
Preconditions:
The user must be logged into the system.
Success Guarantee:
The feedback is captured and emailed.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to give feedback.
  2. The system captures the system form that is open.
  3. The system captures the username and role of the user who is logged in.
  4. The system opens the feedback form.
  5. The user enters their name and contact information.
  6. The user enters questions or comments.
  7. The user indicates whether they would like to be contacted.
  8. The user sends the form.
  9. The system emails the form to a feedback address including information about the system form the user was working on when they provided the feedback, the username and the user role, plus the date and time the form was submitted.
  10. The system logs the contents of the feedback form.
Notes Date Added
This use case is identical for iHRIS Plan, Manage and Qualify. 10/31/2007


UC-ICE13

Log out

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user logs out of the system.
Preconditions:
The user is logged in to the system.
Success Guarantee:
The user can no longer perform any actions without logging back in.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to log out.
  2. The system displays the login page.
  3. The system disables the user from accessing any actions in the system.
Notes Date Added
This use case is the same for iHRIS Plan, Manage and Qualify. 10/31/2007

2.4. Reporting

Reporting

Description
Reports enable analysis of human resource data in various ways. Customize, display and print staff lists, statistical charts and other standard reports.
Notes Date Added
Access these functions via the Create Reports link on the main menu of iHRIS Manage or iHRIS Qualify. 10/30/2007
Custom reports are being implemented in version 3.1. 7/24/2008
Reports may be implemented differently in iHRIS Plan. 7/24/2008
Creating custom reports is complicated, and most functions may be limited to System Administrators. These functions will be fully documented in the System Administrator's manual. 8/11/2008

Reporting use cases:

UC-ICE14

Create a report relationship

P1
Parent: Reporting
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The System Administrator creates a relationship between forms for defining reports.
Preconditions:
The user must be logged in.
Success Guarantee:
The report relationship is defined and made available for creating reports.
Level: User Complexity: High
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to create a report relationship.
  2. The user enters a name, display name and description of the report relationship.
  3. The user selects the system forms that will be used in the report.
  4. The user enters a name and description of each joined form.
  5. The user defines any limits for the selected fields.
  6. The user defines any functions necessary for the report relationship.
  7. The user saves the report relationship.
  8. The system makes the defined report relationships available for building reports.

Extensions:

3.a The relationship has already been defined.
  1. The user can edit, copy or delete the relationship.
6.a The function has already been defined.
  1. The user can edit or delete the function.
Notes Date Added
This use case applies to iHRIS Manage, Qualify and Plan. 8/11/2008
This use case has not been implemented in iHRIS Plan and may not be. 8/11/2008


UC-ICE15

Create a report

P1
Parent: Reporting
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The Data Manager designs a report using the data contained within the system.
Preconditions:
Some data have been entered into the system. The report relationship to be used for the report has been defined. The user must be logged in to the system.
Success Guarantee:
The user can specify the report fields and generate a report that includes all of the desired data.
Level: User Complexity: High
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to create a report.
  2. The user enters a name for the report.
  3. The user selects the defined report relationship to base the report on.
  4. The user creates the report.
  5. The system displays those selection fields and functions taken from the report relationship that contain data.
  6. The user selects the data fields and functions to include in the report.
  7. The user specifies the limit options for each data field (optional).
  8. The user specifies the link options for each data field (optional).
  9. The user enters the header text to display for the field.
  10. The user saves the report.
  11. The system makes the report available for creating report views.

Extensions:

9.a The user does not enter a header.
  1. The system takes the header from the field name.
Notes Date Added
This use case is probably the same for iHRIS Plan, Qualify and Manage. 10/31/2007
The blueprint for the customizing report procedure was written and posted to the wiki. 10/31/2007
This function has not been implemented in iHRIS Plan and may not be. 8/5/2008


UC-ICE16

Add a report view

P1
Parent: Reporting
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The Data Manager creates a new view of a report to display the data differently.
Preconditions:
Some data have been entered into the system. The user must be logged in to the system. The report relationship and report have been defined.
Success Guarantee:
The user can create the report view to display the appropriate data.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the report views option.
  2. The system displays all saved reports and their views.
  3. The user adds a view for the desired report.
  4. The user enters a name for the view.
  5. The user enters a description of the view.
  6. The user selects whether to display the total number of rows in the view.
  7. The user selects the fields to display.
  8. For each field, the user selects whether to aggregate and display the total.
  9. The user saves the view.
  10. The system makes the view available under the report and enables the user to run the report (UC-ICE17).

Extensions:

3.a The view already exists.
  1. The user case edit or delete the view.
Notes Date Added
This use case applies to iHRIS Manage, Plan and Qualify. 7/30/2008
This is a new use case for the customized reports functionality. 7/30/2008
This function has not been implemented in iHRIS Plan and may not be. 8/5/2008


UC-ICE17

Run a report

P5
Parent: Reporting
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user runs a report to answer a policy question.
Preconditions:
Some data have been entered into the system. The user must be logged in to the system. The report relationship, report and a view for the report have been defined.
Success Guarantee:
The user can successfully run a report to answer a policy question.
Level: User Complexity:
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the report views option.
  2. The system displays all saved reports and their views.
  3. The user selects the report view from the list to display.
  4. The user selects limits for the report.
  5. The system displays the requested report.
  6. The system provides the option to:
    1. convert the report to a chart
    2. export the data from the report
    3. format the report for printing
  7. The user clicks a linked item in the report.
  8. The system displays the full record for the item.

Extensions:

4.a The user does not select any filters.
  1. The system displays all report data.
4.b The user selects more than one filter.
  1. The system applies all filters to the report.
5.a The user enters new data into the database to display in the report.
  1. The system downloads and displays the most recent dataset in the report.
Open Issues AssignedTo ResolveBy
Report access should be associated with roles as part of the self-service option (not implemented and use case not updated). 151707 later (low priority)
Notes Date Added
This use case applies to iHRIS Manage, Plan and Qualify. 10/31/2007
Some roles may be limited in the reports they can run; this will be decided for each system individually. 2/7/2008
System Administrators, data managers and executive managers/decision makers can always access all reports. 2/7/2008
Use case updated for custom reports, which includes the ability to program report views. 7/30/2008
This function has not been implemented in iHRIS Plan and may not be. 8/5/2008

2.5. Offline Tool

Offline Tool

Description
The offline tool provides a working Windows Installer for a standalone version of the software with import/export features so that it can be used to enter data and run reports without being connected to a server.
Related Documents and URLs
http://open.intrahealth.org/wiki/index.php/Offline_iHRIS_Tool
http://open.intrahealth.org/wiki/index.php/Offline_iHRIS
Notes Date Added
An offline version of all three systems is planned for eventual development. 1/31/2008
Currently, offline versions of iHRIS Manage and iHRIS Qualify are available (version 3.0). 7/24/2008
The offline version of iHRIS Plan has not yet been developed. 8/5/2008

Offline Tool use cases:

UC-ICE18

Install the offline tool

P1
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
A user installs the offline tool on a local computer.
Preconditions:
The user has downloaded the installer program to his or her local computer.
Success Guarantee:
The offline tool is installed successfully and all functions of the system become available to the user.
Level: User Complexity:
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 3.0
Flow of Events

Main Success Scenario:

  1. The user starts the installer.
  2. The system opens the installation wizard.
  3. The user starts the installation.
  4. The user accepts the license agreement.
  5. The user selects which components to install.
  6. The user selects the folder where the program will be installed.
  7. The user enters an SMTP server and email address (optional).
  8. The user selects whether the software should run on the local network or desktop.
  9. The user sets the port numbers for the web server and database.
  10. The user enters a database password.
  11. The user creates Quick Launch and/or Desktop icons for the installation.
  12. The system installs the files on the user's computer.
  13. The system launches the software program in the user's default browser.
  14. The system provides the option to launch the offline version of Plan, Manage or Qualify.

Extensions:

*.a The user cancels the installation.
  1. The system stops the installation and exits the installer.
4.a The user does not accept the license agreement.
  1. The system provides only the option to cancel the installation, not to continue the installation.
6.a The user does not select a folder.
  1. The system installs to the default folder.
7.a The user does not enter a SMTP server or email address.
  1. The system prompts the user to accept the default values and continue the installation.
9.a The user does not enter the port numbers.
  1. The system prompts the user to accept the default values and continue the installation.
13.a The user deselects the option to launch the software after finishing the installation.
  1. The system does not launch the software.
14.a A component was not installed.
  1. The system does not provide the option to launch that component.
Notes Date Added
A Windows computer is required for the offline tool only. 1/31/2008
The login account is also set up as username admin and password admin. 1/31/2008
The user has full System Administrator access to the offline tool and its data. 1/31/2008
An offline version of iHRIS Plan is now available; use case has been updated for this and some other new features available in version 3.1. 10/3/2008


UC-ICE25

Install sample data

P1
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user can install data in the offline version for demonstration purposes.
Preconditions:
Offline iHRIS has been installed with at least one component of iHRIS (Plan, Manage or Qualify).
Success Guarantee:
Offline data selected by the user is loaded into Offline iHRIS and can be seen in dropdown menus and reports.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user launches Offline iHRIS.
  2. The user selects one of the components to launch.
  3. The system displays the login page with the administrator login credentials.
  4. The user logs in as the administrator.
  5. The system prompts the user to load sample data.
  6. The user selects the sample datasets to load.
  7. The system loads the selected data and makes that data available when using Offline iHRIS.
Notes Date Added
This is a new use case to fulfill the sample data requirement for version 3.1. 10/3/2008


UC-ICE19

Import data

P2
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
A user imports data from another instance of the system or from the offline tool.
Preconditions:
An exported file of data in XML format from another instance of the system is available for importing. The user is logged in.
Success Guarantee:
The data are imported and can be viewed and updated in the system.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 3.2
Flow of Events

Main Success Scenario:

  1. The user selects the option to import a site.
  2. The user selects the file to import.
  3. The system imports the data and makes it available in the system.
  4. The system notifies the user when the imported data are ready.

Extensions:

2.a The system determines that the file is not in the correct file format.
  1. The use case stops.
Open Issues AssignedTo ResolveBy
This feature has not been implemented. 162250 3.2


UC-ICE20

Export data

P2
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user exports data to a file for import into another instance of the system, usually a centralized online version.
Preconditions:
Data have been entered or imported into the system. The user is logged in.
Success Guarantee:
The data file is correctly exported in XML format and can be imported into another instance of the system.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 3.2
Flow of Events

Main Success Scenario:

  1. The user selects the option to export the site.
  2. The system exports all of the data to an XML file.
  3. The system notifies the user when the exported data file is ready.
  4. The user selects the location to save the file.
  5. The system saves the file to that location.

Extensions:

1.a The user selects all data for export.
  1. The system creates the export file with all data, either imported or created at this site.
1.b The user selects only data created at this site.
  1. The system creates the export file with only new data created in that instance of the offline version.
Open Issues AssignedTo ResolveBy
Synchronization with other systems has not yet been worked out. 246957 3.2
Export data should be a function of each system; not implemented. 151703 3.2

2.6. Spot Checking

Spot Checking

Description
This module enables HR Managers to check and correct data entered by HR Staff and evaluate whether data are being entered correctly.
Notes Date Added
This module previously included dual data entry, which we have decided not to include in the core system. Legacy use cases have been retained. 7/24/2008
This module applies to iHRIS Qualify, Manage and Plan. 7/24/2008
Spot-checking has not been implemented in any system. 7/24/2008

Spot Checking use cases:

UC-ICE21

Check data entry errors

P4
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The HR Manager generates a report to determine how many errors data entry staff are making when entering records in the system.
Preconditions:
At least one record has been entered. The user must be logged in to the system.
Success Guarantee:
The number of correct spot-checked records for any data entry person can be ascertained.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to run a data entry report.
  2. The user selects a date range.
  3. The user selects a user with data entry privileges.
  4. The system displays a report for the user showing the total number of forms the user has entered or edited during that date range as compared to the total number of records that were entered.
  5. The system displays a report showing the number of fields that were corrected for the user during that date range compared to the total number of fields the user entered.

Extensions:

2.a The user does not select a date range.
  1. The system runs the report for all records.
3.a The user does not select a data entry person.
  1. The system runs the report for all data entry staff.
3.b The user selects more than one data entry person.
  1. The system runs the report for all selected users.
Open Issues AssignedTo ResolveBy
This is part of the spot-checking process. This use case may need revision. 249587 later (medium priority)
Notes Date Added
This use case is identical for iHRIS Manage and iHRIS Qualify. 10/31/2007
This use case uses data from dual data entry. 10/31/2007
This use case probably won't be implemented unless it can be adapted for spot-checking. 7/24/2008


UC-ICE22

Check data quality

P4
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The HR Manager runs a report to check the total number of errors corrected in the system.
Preconditions:
The user must be logged in to the system. Some records have been spot-checked.
Success Guarantee:
The report correctly shows how many records have been spot-checked and how many were marked as correct
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to report on spot-checked reports or verified reports.
  2. The user selects the date range to display.
  3. The system displays the correct reports:
    1. Total number of spot-checked records and percentage of total records that were spot-checked
    2. Total number of spot-checked records with errors and percentage of spot-checked records that had errors
    3. Total number of verified records and percentage of total records that were verified
    4. Total number of verified records that had errors and percentage of verified records that had errors.

Extensions:

2.a The user does not select a date range.
  1. The system displays data for all reports entered.
Open Issues AssignedTo ResolveBy
This is part of the spot-checking process; the use case may need to be revised, as we have decided to omit dual data entry support. 249587 later (medium priority)
Notes Date Added
This use case is identical for iHRIS Manage, Plan and Qualify. 10/31/2007


UC-ICE23

Process an unverified record

P8
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
HR Staff re-enters a record that has been entered once and the system compares the data fields for accuracy.
Preconditions:
Dual data entry mode is enabled. The user must be logged in to the system. A record has been entered but has not been re-entered or marked verified.
Success Guarantee:
The record is saved and the data compared to what was previously entered; any discrepancies are corrected.
Level: User Complexity:
Use Case Status: Full Implementation Status: Deferred
Assigned To: Release: never
Flow of Events

Main Success Scenario:

  1. The user lists all unverified records.
  2. The system displays all unverified records.
  3. The user selects an unverified data set to verify.
  4. The system opens a blank form for the data set.
  5. The user re-enters the data for the record.
  6. The user saves the record (UC-ICE2).
  7. The system compares the data to the data previously entered and displays any discrepancies.
  8. The user corrects any non-matching data.
  9. The user confirms that the record is complete.
  10. The system adds any changed data and marks those fields as corrected.
  11. The system marks any fields that were not changed as verified.
  12. The system logs the username of the person who processed the record and the date it was processed.
Open Issues AssignedTo ResolveBy
This use case supports dual data entry and will not be implemented. 151705 never
Notes Date Added
This use case is the same for iHRIS Qualify and Manage. 10/31/2007
This assumes that the user knows that the data has been previously entered. 10/31/2007
Dual data entry is not enforced on records that are updated by an Employee. 2/11/2008
Dual data entry is not enforced on updated or corrected data. 2/11/2008


UC-ICE24

Spot-check records

P4
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The HR Manager runs a spot check to ensure that data are being entered correctly and to correct any errors that may be found.
Preconditions:
The user must be logged in to the system. At least one record has been entered.
Success Guarantee:
The record is checked for errors and any corrections are saved to the database; the record is marked as correct or incorrect for reporting purposes.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to perform a spot check of data.
  2. The user enters the date range of records to check.
  3. The system displays a random sampling of records that were entered or modified during that date range.
  4. The user selects a record.
  5. The system displays the record.
  6. The user corrects any errors.
  7. The user indicates that the form has been checked.
  8. The user saves the record (UC-ICE2).
  9. The system logs that the form has been checked and whether it was correct.
  10. The system removes the check data option for that record.
  11. The system redisplays the list of records to check, indicating which ones have been checked.

Extensions:

3.a The system finds less than 10 records.
  1. The system displays all found records.
3.b The system finds a record that is marked as checked.
  1. The system does not display that record for checking.
3.c The system finds between 10 and 200 records.
  1. The system displays a random 9 records from the pool of found records.
3.d The system finds more than 200 records.
  1. The system displays a random 20 records from the pool of found records.
10.a The system detects that the form is modified after it has been checked.
  1. The system redisplays the check data option and does not mark the form as checked.
11.a The system determines that all sampled records have been checked.
  1. The system provides the option to find another random sampling of unchecked records from the same date range.
Open Issues AssignedTo ResolveBy
This use case has not been implemented. 249587 later (medium priority)
Notes Date Added
This use case is the same for iHRIS Manage, Plan and Qualify. 10/31/2007

2.7. Requirements

Requirements

Description
This package holds miscellaneous requirements for the project.

Requirements requirements:

REQ-ICE1

Cadres

P1
Parent: Requirements
Description
Cadres refer only to health professionals. Non-health professionals should not be included in a cadre.
Type: Business Rule Status: Mandatory
Notes Date Added
This requirement applies to all iHRIS products. 2/18/2008


REQ-ICE2

Technology requirements

P1
Parent: Requirements
Description
The system must run on an Apache web server running Linux with PHP and a MySQL database. A web browser--IE 5+, Firefox, Safari--is required to use the system.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0
Notes Date Added
This requirement applies to all iHRIS products. 10/26/2007


REQ-ICE3

Multilingual support

P3
Parent: Requirements
Description
The system should be able to support translation of all commands and instructions into multiple languages.
Type: Non-functional Status: Mandatory
Assigned To: Release: 3.2 or later
Open Issues AssignedTo ResolveBy
POT files need to be updated to support translations in iHRIS Manage and Qualify. 193065 3.2 or later (high priority)
Notes Date Added
This requirement has been implemented, although translations have not been done and some system changes may have to be made to support the translation process. 10/26/2007


REQ-ICE4

Log usage

P1
Parent: Requirements
Description
Log which pages are viewed, by whom and when so system usage data can be reported.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0
Source: M&E Capacity Project
Notes Date Added
Report scripts need to be written to pull out data from log files. 7/24/2008


REQ-ICE5

Leveragability

P1
Parent: Requirements
Description
If the system is being used in conjunction with other systems in the suite, common functionality should be shared among all systems to reduce redundancy; for example, user accounts should only be defined once for all systems in use.
Type: Non-functional Status: Implemented
Assigned To: Release: 2.0


REQ-ICE6

Integratability

P1
Parent: Requirements
Description
The system should be able to exchange data with the other iHRIS systems.
Type: Non-functional Status: Mandatory
Assigned To: Release: 2.0
Notes Date Added
Some features may need to be implemented to support this (to be determined). 10/26/2007


REQ-ICE7

Idle logout

P1
Parent: Requirements
Description
If the user is idle for a certain period of time, the person is automatically logged out by the system.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE8

GIS mapping

P4
Parent: Requirements
Description
Support GIS mapping of data.
Type: Non-functional Status: Approved
Assigned To: Release: later
Open Issues AssignedTo ResolveBy
This is a new requirement for all iHRIS products. Not implemented. 151710 later (medium priority)
Notes Date Added
This may involve linking to an external GIS server (such as at WHO) to exchange data. 7/24/2008


REQ-ICE9

Extensibility

P1
Parent: Requirements
Description
The system should be extensible to other modules to be developed.
Type: Non-functional Status: Implemented
Assigned To: Release: 2.0


REQ-ICE10

Data reliability

P1
Parent: Requirements
Description
Data errors are more highly tolerated in ongoing use of the system than in mass entry of historical data. The system's functions support the highest level of data quality and reduction of errors/duplication.
Type: Non-functional Status: Mandatory
Assigned To: Release: 1.0
Notes Date Added
Data quality processes are being improved in later releases. 7/24/2008


REQ-ICE11

Compatibility

P3
Parent: Requirements
Description
As much as is known, data fields should configure to standards set by global bodies such as WHO and the HR/professional licensing industry in general, to ensure better compatibility with other HR systems.
Type: Non-functional Status: Mandatory
Assigned To: Release: 1.0
Open Issues AssignedTo ResolveBy
Job classifications in Manage should be linked to standards via dropdown menu. 249585 3.2 or later (high priority)
Notes Date Added
This is being improved in later releases. 7/24/2008


REQ-ICE12

Caching of report data

P1
Parent: Requirements
Description
All reports are cached for faster display. Caches can be updated manually by the user (after adding data, for instance) and will automatically regenerate on a periodic basis to ensure that the displayed data are up to date.
Type: Non-functional Status: Implemented
Assigned To: Release: 2.0


REQ-ICE13

Authorization

P1
Parent: Requirements
Description
All user accounts have an assigned role that determines which actions the user can perform within the system. All non-authorized data and actions are hidden from the user. Role access is described in the use cases.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE14

Auditing

P1
Parent: Requirements
Description
All user actions need to be logged for auditing purposes: record username, date and time the action was taken, the number of the record being modified, the name of the table being modified, the code number if there is a unique one for that table, and a note about the type of modification.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE15

Archival

P1
Parent: Requirements
Description
All data should be archived indefinitely. Data can only be deleted through the database by a System Administrator. Archived data must be available for reporting functions.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE16

Authentication

P1
Parent: Requirements
Description
Users must be authenticated via username and password before they can access any system actions or data.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE17

Database utility

P6
Parent: Requirements
Description
A page that will allow the iHRIS administrator to verify the database integrity and do database dumps.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Mark Hershberger
Open Issues AssignedTo ResolveBy
Not implemented. More information is needed. 156727 later (wishlist)


REQ-ICE18

User error reporting

P1
Parent: Requirements
Description
Error alerts should provide meaningful messages to users when an error or bug is encountered.
Type: Non-functional Status: Approved
Assigned To: Release: 3.1
Source: Carl Leitner


REQ-ICE19

Phone Home Support

P4
Parent: Requirements
Description
The system can check in with the developers periodically and provide a sense of overall usage and any problems.
Type: Non-functional Status: Proposed
Assigned To: Release: later
Source: Dykki Settle
Open Issues AssignedTo ResolveBy
Not implemented. 249588 later (medium priority)
Notes Date Added
This function should be turned off by default. 7/24/2008


REQ-ICE20

Customized Roles

P3
Parent: Requirements
Description
The user can create roles and assign tasks to them to create customized roles.
Type: Functional Status: Approved
Assigned To: Release: 3.2
Source: Development team
Open Issues AssignedTo ResolveBy
Use cases need to be written. 249589 3.2 (high priority)
Notes Date Added
This requirement applies to iHRIS Manage, Qualify and Plan. 7/24/2008


REQ-ICE21

Backlog Data Entry Functionality

P6
Parent: Requirements
Description
This would enable mass data entry on one screen when there is a lot of backlog data to be entered from paper records. Data quality controls should be included.
Type: Non-functional Status: Proposed
Assigned To: Release: later
Source: Dykki Settle
Open Issues AssignedTo ResolveBy
This has not been implemented. Use cases have not been written. 249581 later (productization)
Notes Date Added
Applies to iHRIS Manage and Qualify. 7/25/2008


REQ-ICE22

Geographical locations

P3
Parent: Requirements
Description
There are four levels of geographical location: country --> region --> district/state/province --> county/sector. At least one region is required for each country. At least one district is required for each region.
Type: Business Rule Status: Implemented
Assigned To: Release: 1.0
Open Issues AssignedTo ResolveBy
Geography has to be reworked to account for different numbers of levels and interational/regional organizations. 249584 3.2 or later (high priority)
Notes Date Added
This requirement applies to both iHRIS Manage and iHRIS Qualify. 10/26/2007


REQ-ICE23

Customization

P3
Parent: Requirements
Description
The system should be easily customizable with regard to field names, fields that are displayed, etc., to easily adapt to different organization's HR procedures. For example, field names should be linked to alternates so that they can be changed globally. Fields that are not used can be disabled.
Type: Non-functional Status: Approved
Assigned To: CL Release: 3.2 or later
Source: Shannon Turlington
Open Issues AssignedTo ResolveBy
This requirement has not been implemented. Use cases have not been written. 193074 3.2 or later (high priority)
Notes Date Added
Proposed for iHRIS Manage and iHRIS Qualfiy. Could also apply to iHRIS Plan. 10/26/2007


REQ-ICE24

Context-sensitive help

P4
Parent: Requirements
Description
Help should be context-sensitive, i.e., applicable to the screen being viewed or the function being performed when help is clicked. It may display as a tooltip or popup window.
Type: Non-functional Status: Proposed
Assigned To: Release: later
Open Issues AssignedTo ResolveBy
This requirement has not been implemented and use cases have not been written. 259766 later (medium priority)
Notes Date Added
This requirement applies to all three systems, but will most likely be implemented first in iHRIS Plan. 8/20/2008
Help manuals may need to be rewritten for this requirement. 8/20/2008

Glossary

Term Definition Aliases
academic level The highest level of formal education attained by a person; typical values are: primary level; secondary level; college; university/graduate school. {Qualify} -
add To enter a new list item for selection in dropdown menus. -
administrative lists Standard lists of data designed to help with administering the system and managing records. {Qualify} -
alpha code The unique two-character code that identifies a country established by the International Organization for Standards (ISO). -
applicant A person who has applied for an open position. {Manage} -
associated Refers to a training institution that is officially affiliated with a health facility. {Qualify} -
average salary The average annual salary paid to an employee in a particular group, such as a cadre or pool of workers. {Plan} -
background process An autonomous process that runs without requiring user interaction. -
bar chart A graph consisting of parallel, horizontal bars with lengths proportional to the frequency with which specified quantities occur in a set of data. {Manage} {Qualify} -
base year ratio The ratio of health professionals to population calculated for the start year of the projection; this ratio is used to calculate health professional targets for each year in the projection by maintaining the base year ratio as the population changes over time. {Plan} -
benefit A payment made to an employee that is separate from the employee's salary; the payment may be one-time or recurring. {Manage} special payment
birthplace The country, district and/or county where a person was born. {Qualify} -
cache A temporary store of data on the user's computer designed to speed up access to that data. -
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). -
cadre pool A pool of health workers, composing part or all of a cadre, to which assumptions are applied in a workforce projection. {Plan} pool
certificate Certifies that a particular academic level has been achieved; typical values are: certificate of primary education; ordinary level certificate; advanced level certificate. {Qualify} -
chart A graphical display of data in a report. {Manage} {Qualify} -
class One instance of a training course that takes place on a specific date at a specific site; there may be multiple classes for one training course. {Manage} -
closed position A position within an organization that has been filled by an employee; when a position is marked closed, the organization is not actively hiring for the position. {Manage} -
code A unique identifier associated with a particular job or position that identifies it for the organization. {Manage} {Qualify} job code, position code, post code
column chart A graph consisting of parallel, vertical bars with lengths proportional to the frequency with which specified quantities occur in a set of data. {Manage} {Qualify} -
competency A skill performed to a specific standard under specific conditions. {Manage} -
competency type A broad category of related competencies. {Manage} -
configure The process of setting up the system or a module for use. -
confirm The process of reviewing data entered in the system and verifying that the data are correct. -
contact information Mailing addresses, phone numbers, email addresses and similar information for a person or institution. {Manage} {Qualify} -
contact type A category of contact information, including personal, work and emergency. {Manage} {Qualify} -
continuing education unit A course or number of educational units that are required for a health worker to renew his/her license while practicing. {Manage} {Qualify} CEU, credit hour
copy To create a new projection containing all of the original projection's data, which can then be modified. {Plan} -
correct To change erroneous data, overwriting the data that were previously entered; even though the corrected data are displayed in the record, all data entered are retained in the system. {Manage} {Qualify} -
cost The amount of money associated with a change in the number of workers based on salary and other associated costs, such as training costs or severance pay. {Plan} average cost
cost increase An annual increase in the cost associated with a change in the number of workers expressed as a percentage of the original cost. {Plan} -
county The smallest geographic subset, typically located within a district; equivalent to a sector. {Manage} {Qualify} sector
currency The medium of exchange of money used in a country or other location. {Plan} {Manage} -
currency code The unique three-letter code used to define a currency established by the International Organization for Standards (ISO). {Plan} {Manage} -
currency symbol The symbol used to identify a currency, such as $ for dollars. {Plan} {Manage} -
data operations manager A database management role that is responsible for managing data entry, including verifying and correcting data and updating standard lists in the system. {Qualify} -
data source The verifiable source of data entered in the system, such as a census, survey or information system. {Plan} -
decision maker A role that runs reports in order to view and analyze data, and make health workforce policy and planning decisions. {Qualify} -
default view The report view that is first displayed when a user selects the report. {Manage} {Qualify} -
degree Certifies that a particular academic level has been achieved. {Manage} -
demographic information Statistical information about a person, such as marital status, gender, birth date, and dependents. {Manage} {Qualify} -
demographic lists Standard lists of data pertaining to health workers that are used to populate dropdown menus. {Qualify} -
department A division within an organization, typically around similar job functions and following supervisory lines. {Manage} -
departure Occurs when an employee leaves the employ of the organization. {Manage} -
dependent A legal spouse or child of an employee. {Manage} -
deployment The process of being employed in a health facility as a licensed health worker. {Qualify} -
deployment history A history of all positions a health professional has held. {Qualify} -
disciplinary notice A warning or notice issued to a health professional or employee as a result of an infraction. {Qualify} disciplinary action
discontinuation An interruption in a training program. {Qualify} disruption, training disruption
discontinue To mark a position as no longer required by the organization. {Manage} -
discontinued position A position that is no longer required by an organization; no employee fills it and the organization is not soliciting applications for the position. {Manage} -
display name The name of a report or other item that is shown to users of the system. {Manage} {Qualify} -
district A smaller geographic unit within a region created by the central government for easy administration; equivalent to a state or a province. {Manage} {Qualify} province, state
duration The number of years in a projection, usually between 5 and 30 years. Also refers to the number of years that a pool change affects the projection. {Plan} -
edit The process of changing data entered in the system before saving it, such as when there is a mistake in the data. -
education history A history of all diplomas, degrees, certificates and other educational qualifications obtained by a person. {Manage} {Qualify} education information
education type The type of qualification or degree a person has received, such as college/university, continuing education or informal. {Manage} -
emergency contact The person to notify if there is an emergency involving an employee, including the person's contact information. {Manage} -
employ To hire someone to do work in exchange for money. {Manage} -
employee A person who is paid by an organization to perform a specific job. {Manage} -
employee lists Standard lists of data pertaining to employees that are used to populate dropdown menus. {Manage} -
employment history A history of all jobs held by a person, including the companies that employed the person, the positions held and a salary history. {Manage} -
enable To turn a module on so that its functions can be used. -
end date The date at which an employee leaves a position; also the last date of a training class and the date when a license expires. {Manage} {Qualify} -
ending position The last position that a person held in an organization. {Manage} -
ending wage The salary that a person earned in the last position s/he held in an organization; also the highest salary in a salary grade. {Manage} end salary
endorser A person who recommends a student graduating from a training program to take the national examination. {Qualify} -
evaluation An official assessment of an employee's performance in a class or of a competency. {Manage} competency evaluation, training course evaluation
evaluation history A chronological record of all of an employee's competency evaluations. {Manage} -
examination A test that every student graduating from a health training program must qualify for, take and pass in order to qualify for registration. {Qualify} national examination
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. {Manage} -
exit A decrease in the supply of workers due to employees leaving the workforce. {Plan} attrition
export To pull all data out of the system for use in another program. -
facility A specific division within an organization that is defined by having its own budget and often has a unique facility code. Often a facility is responsible for providing health care services. {Manage} {Qualify} duty center, health facility, office, responsibility center
facility agent The owner of a health facility or training institution, which also refers to the classification of the facility; typical values are: government; mission; private. {Qualify} agent
facility status The status of a facility as either open or closed. {Qualify} -
facility type A type of health facility; typical values are: dispensary; domiciliary; health unit; hospital. {Manage} {Qualify} -
feedback To provide suggestions or ask questions about the system to the developers. -
field An individual type of data that can be recorded in the system and displayed in a report. {Manage} {Qualify} -
file type The format of an electronic file. {Manage} {Qualify} -
filter Selection that limits the data displayed in a report to a particular field item, such as a geographical location or cadre, or range of data, such as a date range. {Manage} {Qualify} limit
form A set of data entry fields that are completed to add information to a record. {Manage} {Qualify} -
full-time Employed for a standard number of hours of working time. {Manage} -
generate To create a report that displays the most up-to-date data contained in the system. {Manage} {Qualify} -
geographic information Refers to any geographical division, such as a country, region, district, state, province, county or sector. {Manage} -
geographic lists Standard lists of data pertaining to geographical locations that are used to populate dropdown menus. {Qualify} -
graduation Official completion of a training program or other educational program. {Manage} {Qualify} -
health worker A health professional who is a member of a cadre and provides health services in a country, either in the public sector or the private sector. -
health worker-to-population ratio A targeted number of health workers based on a ratio of one health worker per a certain number of people to be served. {Plan} targeted ratio
health workforce planner A role that has access to the projection creation and modeling functions but cannot configure the system or access user accounts; this is the primary user role for the system. {Plan} -
hiring date The date on which an open position is filled. {Manage} -
hiring decision The official decision whether to offer a job to an applicant. {Manage} -
home residence The address or geographical location where a person permanently lives, which may be different from the person's current residence. {Qualify} -
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. {Manage} -
HR staff A data entry person in human resources who is responsible for entering and updating data in the system. {Manage} -
human resources management The organizational function that deals with issues related to people such as compensation, hiring, performance management, organization development, safety, wellness, benefits, employee motivation, communication, administration, and training. {Manage} HRM
identification Non-changing information (such as Social Security Number, national health insurance number or passport number) used to identify a person. {Manage} {Qualify} -
identification code A unique code used to identify a facility or training institution. {Qualify} -
import To bring data into the system from another source. {Plan} -
index number The number issued to a student when s/he enters a new pre-service training program. {Qualify} -
initial year of change The first year in a projection that a pool change takes effect; the initial year of change may be the same as the start year of the projection. {Plan} -
inspection The process of certifying that a health facility, private practice clinic or training institution is qualified to provide services. {Qualify} institution inspection
institution lists Standard lists of data pertaining to training institutions and health facilities that are used to populate dropdown menus. {Qualify} -
instructor The teacher of a training class. {Manage} -
intake An increase in the supply of workers due to employees entering the workforce. Also the process of entering a training program. {Plan} {Qualify} index
interview A formal meeting to assess the qualifications of a job applicant. {Manage} -
ISCO classification code A unique code that identifies a job classification using a standard coding system established by the International Standard Classification of Occupations (ISCO) for classifying professions. {Qualify} -
ISO numeric code The unique numeric code that identifies a country established by the International Organization for Standards (ISO). -
job A general set of qualifications, duties and responsibilities that matches a particular job description and has a unique job code. There may be multiple instances of the same job within an organization. {Manage} {Qualify} designation, post
job application The official submission of a form to apply for a job. {Manage} application
job classification A broad category used to organize jobs; the job classification may or may not be equivalent to the health cadre. {Manage} classification
job offer An offer to hire an applicant for a particular position and salary. {Manage} -
job responsibilities The duties expected to be performed by a particular job. {Manage} -
job structure The hierarchy of jobs within an organization. {Manage} -
job title The label used to describe a job, or a specific set of duties and responsibilities. {Manage} {Qualify} post title
language proficiency A person's reading, writing and/or speaking ability in a foreign language. {Manage} proficiency
license Certification that a health worker is eligible to practice in a country. The license must be renewed regularly, and a separate license must be obtained for each cadre in which the health worker intends to practice. {Qualify} -
license history A history of all licenses a health professional has held to practice in a cadre. {Qualify} -
license lists Standard lists of data pertaining to health worker licenses that are used to populate dropdown menus. {Qualify} -
license number The number issued with a license to practice as a health worker; this number may or may not be identical to the registration number. {Qualify} -
location selection Designates a country that is used for determining geographical location, rather than for a currency or nationality. {Manage} {Qualify} -
log in To enter a username and password in order to access the system. -
log out To stop using the system and disable access unless a correct username and password are entered. -
magic data Configuration data used in the system. -
major A person's primary field of study. {Manage} -
marital status A person's legal status, such as: single; married; divorced; widowed. {Manage} {Qualify} -
midpoint The average salary offered to new hires in a salary grade, which may not be equivalent to the true average of the salary range within that grade. {Manage} -
model The formula used to project workforce supply in future years based on the current supply of workers plus projected new workers minus projected losses. {Plan} workforce planning model
module A component of the system that performs a specific function and may be disabled or enabled. -
name history The history of a person's name changes due to marriage or other reasons. {Manage} {Qualify} -
nationality The country where a person is a legal citizen. {Manage} {Qualify} -
no access A role that prevents a user from accessing the system, or disables the user account. -
old applicant A person who previously applied for an open position, but who has not applied for any positions that are currently open. {Manage} -
old employee A person who previously worked for an organization but has left the organization. {Manage} -
open To mark a position as unfilled and available for job applications. {Manage} -
open position A specific position within an organization that is required for the organization to operate and that the organization is actively hiring to fill. {Manage} -
organization An employing institution, such as a company, government or nonprofit. {Manage} -
organization lists Standard lists of data pertaining to the organization that are used to populate dropdown menus. {Manage} -
out migration The process of a health worker leaving the country where s/he was trained in order to practice in a foreign country. {Plan} {Qualify} -
password A hidden phrase that provides secure access to the system. -
percentage change An annual change in the number of workers based on a percentage of the available number of workers leaving or entering the workforce. {Plan} rate of change
personal contact A person's home or personal mailing address and other contact information. {Manage} {Qualify} -
personal information Data about an individual captured in that person's record; includes personal data such as name, nationality and demographic information. {Manage} {Qualify} individual information
pie chart A circular graph divided into sectors proportional to the relative size of the quantities represented. {Manage} {Qualify} -
pool change A change applied to a cadre pool that calculates either an increase or decrease in the number of available health workers in that pool. {Plan} -
population The total number of people inhabiting a specific area, such as a country. {Plan} -
population growth rate The percentage by which the population of an area will grow annually. {Plan} -
population history A record of all populations entered in the system and the year for which the population was entered. {Plan} -
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 history A record of all positions an employee has held with the organization. {Manage} -
position list A report of all positions in an organization. {Manage} -
position status The status of a position as open, closed or discontinued. {Manage} -
position title A specific title different from the job title that defines one particular position within an organization. {Manage} -
position type A classification of a type of position, such as temporary, permanent, consultant, seconded, etc. {Manage} -
post date The date a position is opened for hiring. {Manage} -
practice type The type of registration issued to a health worker, generally temporary or permanent. {Qualify} -
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. -
private practice license An additional license issued to a health worker who has applied to practice in a private clinic. {Qualify} -
projection A calculation of the workforce supply and required workers over time based on workforce data and assumptions made about future changes to the workforce that compares the supply to the requirements and shows the gap between the two. {Plan} workforce projection, graphical model
proposed end date Date at which funding or the role for a position is tentatively scheduled to end, as distinguished from the end date. {Manage} -
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. {Manage} -
qualification A competency, educational level or training that a person must have in order to perform a particular job. {Manage} {Qualify} -
reason for departure A reason given for leaving employment or changing positions within the organization. {Manage} -
record Collection of all data about one person stored in the system. {Manage} {Qualify} -
records officer A role that is responsible for basic data entry, including initial indexing and upgrades of health professional students entering training programs, tracking out migration verifications and demographic data entry. {Qualify} -
recurrence A regular repetition of a special payment, such as monthly or annually. {Manage} -
region A major subdivision of a country containing districts. {Manage} {Qualify} -
registration The process of applying for and being approved to practice professionally in a country. {Qualify} -
registration number A number that is issued when a health worker enters the profession within a particular cadre; the health worker retains the registration number as the primary identification number as long as s/he is licensed to practice in that cadre in the country. {Qualify} -
registration supervisor A role that is responsible for data entry related to licensing updates, including entering initial registration, issuing new licenses and license renewals, issuing and renewing private practice licenses, and registering and licensing foreign-trained health care professionals applying to work in the country. {Qualify} -
reinstatement The process of reissuing a license to a health worker after a suspension due to a disciplinary action. {Qualify} -
report Display of data from the system as a table or graphical chart; typically, filters can be set on a report to determine the range of data displayed. {Manage} {Qualify} -
report relationship A defined relationship between system forms on which a report is based. {Manage} {Qualify} -
report view A display of data as a table or chart that shows specific fields sorted or aggregated in a pre-specified way; filters may be selected to limit the data displayed in the report view. {Manage} {Qualify} -
requestor The person or group who requests that an employee complete a training course. {Manage} -
residence The address or country, district and county where a person is currently living; this may be different than the person's home residence. {Manage} {Quailfy} current residence
resumption The process of returning to a training program that was previously discontinued. {Qualify} -
retirement The point at which a worker permanently leaves the workforce, usually due to reaching a specific age. {Plan} -
retraining Occurs when an employee takes a training course again, either to reinforce necessary job skills or to make up for a poor prior performance. {Manage} -
return The process of abandoning data entered in the system without saving it. -
role Determines the activities that a user can perform within the system. -
salary The amount an employee is paid per year for a particular job. {Plan} {Manage} wage
salary change An increase or decrease in salary due to a raise or position change. {Manage} -
salary grade Defines pay ranges for one or more jobs. {Manage} grade
salary history A record of an employee's past and current pay. {Manage} -
salary increase The amount that a salary is increased each year, expressed as a percentage of the salary. {Plan} -
save The process of writing data to the system; saved data may be corrected or updated at a later point, but the original data are always retained. -
scatter plot A plot of the pairs of values in rectangular coordinates. {Manage} {Qualify} -
secondary school The school attended before entering a training institution, college or university. {Qualify} -
site The location where a training class is given. {Manage} -
source A monetary source for an employee's salary or special payments that is not the employing organization, such as a donor or nonprofit. {Manage} salary source
staff The employees of an organization or facility. {Manage} -
start date The date at which an employee starts working in a position; also the first date of a training class and the date when a license is issued. {Manage} {Qualify} -
start year The year in which a projection of the workforce begins, for which there is known workforce data. {Plan} base year
starting position The position that a person held when first employed by an organization. {Manage} -
starting wage The salary that a person earned when first employed by an organization; also the lowest salary in a salary grade. {Manage} start salary
static change An annual change in the number of workers based on a specific number of workers leaving or entering the workforce. {Plan} -
status The current condition of a facility, training course or program, such as open or closed. {Manage} {Qualify} -
sub-module A component that is part of a module and depends on that module to function; sub-modules may be enabled or disabled separately from their parent module. -
supervisor A position that manages one or more employees of a lower grade. {Manage} -
supply The actual number of workers available for deployment, calculated by adding the current stock to an estimate of the number and types of staff who will be available in the future. {Plan} -
supply history A record of all actual workforce supply data entered in the system, organized by supply year. {Plan} -
supply year The year for which the actual available number of workers is known, which is used as the basis for projecting future numbers of workers; ideally, the supply year is the same as the start year of the projection. {Plan} -
surname A family name or last name. -
suspend To revoke a health worker's license as a result of a disciplinary notice. {Qualify} -
system 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. administrator
target The number of health workers necessary to meet the health service need. Also a goal or proposed outcome for workforce plans or projections, such as to meet a specific need or staff up to a certain level. {Plan} goal, need, requirements
target history A record of all actual workforce target data entered in the system, organized by target year. {Plan} -
target year The year for which the required number of health worker positions is known, which is used as the basis for projecting future needed health workers; ideally, the target year is the same as the start year of the projection. {Plan} -
topic The subject of a training course. {Manage} -
training Refers to pre-service schooling to become qualified to practice as a health worker as well as to in-service training to upgrade or add to professional qualifications. {Manage} {Qualify} -
training course An in-service program offered by a training institution that enables an employee to update or add to skills necessary for performing a job. {Manage} {Qualify} course
training course category The broad subject area of one or more training courses. {Manage} -
training funder A nonprofit or other funding organization that pays for employees to take a training course. {Manage} -
training institution A school that offers one or more programs to train employees, especially health workers. {Manage} {Qualify} -
training manager A person who is responsible for managing in-service training programs for employees and updating employee competencies gained by training. {Manage} -
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. {Plan} {Qualify} -
update To add new information to a record that supersedes information previously entered; a history of all updates is maintained and displayed in the record. {Manage} {Qualify} -
user A person who has access to the system. -
user account A record that enables a person to access the system via a username and password, and determines the role of the person in the system. account
username A unique name used by a user to access the system. -
value One piece of data recorded in a field in the system. {Manage} {Qualify} -
verification The process of verifying a student's qualifications before s/he is registered or verifying a health worker's qualifications who is applying for out migration. Also refers to the process of verifying a record with an outside source. {Qualify} -
verification change Notes a change made to a record as a result of verifying the record with an outside source. {Qualify} -
view To open and display a record. {Manage} {Qualify} -
work contact A person's work mailing address and other contact information. {Manage} {Qualify} -
workforce The total number of people available to work. {Plan} -
workforce planning A process to determine the policies and strategies to balance workforce supply and demand in order to have the staff in place to deliver the agreed-upon level of health care services over the long term (5 to 20 years). {Plan} -