iHRIS Manage User's Manual

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About This Manual
This manual was prepared by Shannon Turlington, Senior Systems Development Manager, The Capacity Project, sturlington@capacityproject.org.

License
Copyright (c) 2007 IntraHealth International, Inc. Permission is granted to copy, distribute and/or modify this document under the terms of the GNU Free Documentation License, Version 1.2 or any later version published by the Free Software Foundation; with no Invariant Sections, no Front-Cover Texts, and no Back-Cover Texts. A copy of the license is included in Section 7: GNU Free Documentation License.

Revision History VERSION AND REVISION NUMBER Software Version 2.0 Revision 1 Software Version 2.0 Revision 2 Software Version 3.0 Revision 2

DATE OF PUBLICATION 2007 April 16 2007 October 23 2008 February 15

REASON FOR REVISION Version release Software and manual update Version release

Introduction
iHRIS Manage is a human resources management tool that enables an organization to design and manage a comprehensive human resources strategy. iHRIS Manage helps an organization manage its workforce more effectively and efficiently, while reducing costs and data errors. Using the system, the HR professional can create a hierarchy of positions for an organization based on standard titles, job classifications and job descriptions, even spread over diverse geographic locations, offices and facilities. HR staff can solicit job applications for open positions, assign employees to fill positions and maintain a searchable database of all employees, their identifying information and their qualifications. Managers can track each employee's history with the organization, including their position and salary histories, and record the reason for departure when the employee leaves. A decision maker within the organization can analyze this data to answer key human resource management and policy questions, such as: Are employees deployed in positions that match their qualifications and education? Are employees optimally deployed in locations to meet needs? How many workers need to be recruited to fulfill anticipated vacancies? Are pay rates equitable across similar jobs? Are employees being promoted in alignment with competencies? What are the reasons for employee attrition? iHRIS Manage is primarily intended to be used to manage health care workers employed by a country's Ministry of Health, a hospital or other large health care organization, or a private provider of health care services. However, it may be readily adapted to other types of organizations and workforces.

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Modules and Features
Version 3.0 of iHRIS Manage consists of several key modules designed to store and report position, employee and job applicant information: User Management: Create and manage password-protected user accounts to control access to the system. Accounts are role-based so that non-authorized user actions and data sets are hidden from the user. System Configuration: Turn on and off modules and set options for each module to customize the system and its features. Database Management: Design a standard data structure by creating lists of items to be tracked in the database such as geographical locations, offices and facilities. Position Management: Create a job structure for the organization and track positions. Applicant Management: Capture and review job applications. Employee Management: Capture and track key information about each employee of the organization. Reporting: Aggregate and analyze data in a variety of ways to answer key management and policy questions as well as generate staff lists and directories. Search: Search for employee and applicant records in the system. The following features ensure security and accuracy of data stored in the system: Error checking and data correction by authorized data managers to ensure data integrity Automated logging of the username, date and time when data are entered or changed for auditing purposes Permanent archiving of all data changes to ensure a consistent record of each employee's history with the organization iHRIS Manage will be extensible to the Capacity Project's other iHRIS products, iHRIS Qualify, a certification and licensing management system for health professionals, and iHRIS Plan, workforce modeling and planning software. Both of these systems are currently under development. For more information, please contact the iHRIS Development team (see Contacting the iHRIS Development Team).

User Roles
Four user roles can be assigned in iHRIS Manage. The user role limits the activities that the person can perform in the system and helps enforce data quality and management protocols. System Administrator is responsible for ensuring that system security procedures are enforced and for keeping the system maintained and functioning. The System Administrator can view any record and perform any action in the system. The System Administrator also configures the system and manages the user accounts. HR Manager is a manager of human resources personnel and is responsible for managing all system data and for ensuring that data in the system are complete, correct and up to date. The HR Manager can view any record and perform any action in the system. The HR Manager also runs reports and analyzes data in order to make organizational or individual HR decisions. In addition, the HR Manager is the only role (other than the System Administrator) that can create standard lists of data, configure the system's job structure and correct data entered in the system. HR Staff is a data entry person in human resources who is responsible for entering and updating data in the system. The HR Staff role can view and update any record in the system and can run reports. However, the HR Staff role cannot correct erroneous information or create standard lists of data. The integrity of the data entered by HR Staff is enforced by the HR Manager. Executive Manager may manage the entire organization or one district, department, office or facility within the organization. The Executive Manager runs reports and analyzes data entered in the system in order to make HR decisions and set organizational policy. The Executive Manager can view any record in the system and access all reports but cannot update or change data entered in the system.

Map of System Functions

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The diagram below illustrates the flow of actions through the iHRIS Manage system from the time of initial installation and configuration to ongoing maintenance of employee records. The role that performs each action is listed in italics underneath the action. Actions should be performed in the general order indicated, although updates and changes can be made at any time. For specific instructions on performing each action, see Using iHRIS Manage.

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for classifying positions as permanent.iHRIS Manage User's Manual Page 5 of 71 System Functions in Summary The following system functions are supported by Version 2. married. divorced and widowed Reasons for departure. to categorize physical locations. regions. such as diploma. etc. Positions marked as "open" are available to be filled by an existing employee or job applicant. 2/19/2008 . and there may be several positions for each generic job. System administration functions Install and configure system: The System Administrator installs the system files and accesses the configuration screen to set global system options. relocation and travel advance Marital status types. Database management functions Set up standard data lists: The HR Manager determines which specific data items to track and report on in the system. temporary. districts. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. and updates lists to include those items. to track why employees are leaving the organization Facility types. such as allowance. These include: Education types.0 of iHRIS Manage. master's degree and certificate Competency types. hospital and clinic Offices and facilities where the organization has employees Departments into which employees are organized. job code and job description Create positions: HR Staff or the HR Manager creates positions that exist in the organization. such as passport. such as single. and counties and sectors Currencies in which salaries and benefits are paid Position management functions Set up job structure: The HR Manager creates a job structure to match the organizational structure that includes the following elements: Cadres for classifying types of health workers (optional) Job classifications. university and post-graduate Degrees. If the user information changes. consultant.. Create position list: HR Staff. Set up user accounts: The System Administrator creates password-protected user accounts for all authorized users of the system and assigns each user a role. accounting and information technology Geographical locations. broad categories of employee skills and qualifications Competencies. broad categories of jobs (optional) Salary grades. such as high school. college. and set options for modules. bachelor's degree. the HR Manager or any Executive Manager generates a list of all positions. such as human resources. the System Administrator updates the user account. for assigning jobs to salary bands (optional) Salary sources from which salaries and benefits are paid (optional) Position types. specific skills and qualifications under each competency type Languages in which employees have speaking and writing skills Identification types. If the user no longer has access to the system. states and provinces. drivers' license and national health identification card Benefit types. A position is filled by one employee and represents one spot on the organizational chart. the System Administrator disables the user account. Each position is linked to a job.. such as office. install and turn on modules. (optional) Jobs that are standardized within the organization and include a generic title. including countries.

the HR Manager and Executive Managers review the applications for an open position and record notes about each applicant such as the following: Interview notes. HR Staff convert the applicant to an employee and assign the position to the person. with accompanying salary changes. salary changes and notes at any time file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. This includes recording the employee's name. positions. as well as the following information: Position the employee fills in the organization. emergency and other contacts Skills and qualifications. date of birth.. the employee's previous salaries are retained in the salary history Notes about the employee. and the employee may be listed as an applicant for any open position in the organization. HR Staff can add a person to the system as an employee. the employee's previous positions are retained in the position history Termination of employment when the employee leaves the organization. 2/19/2008 . HR Staff add the applicant as a record in the system with the applicant's name. passport number or other required identifications Demographic information. including the following: Change in position. such as the decision whether to hire the person for the position and notes about the decision Make job offer: Once an applicant has been hired to fill an open position. such as competencies and language skills Special payments. position changes. which are retained in a log organized by the date of the note Review history of name changes. work. allowance or other one-time or recurring payment that is separate from the employee's salary In addition. including the following: Identifications. Manage established employees: HR Staff record any updates or changes to an employee's information when they occur. gender and number of dependents Contact information. nationality. such as driver's license number. Employment management functions Add employee: At any time. nationality and geographical area of residence. such as a promotion or transfer. including personal. including the employee's marital status.. such as raises or annual increases. such as driver's license number. such as a change in name.iHRIS Manage User's Manual Page 6 of 71 which can be filtered to show only open positions and how long they have been open. Applicant management functions Add applicant: When a person applies for an open position at the organization. including the end date and reason for departure Updates to any employee information. including personal and work contacts Standard application form that lists the applicant's qualifications as well as answers to common job application questions Employment history of all past employers. such as a benefit. the employee's educational and employment history may be recorded as for a job application. including the employee's starting date and salary Identifications. geographical area of residence and supporting information. including the dates of interviews. the people who attended the interviews and comments about the interview Decision notes. address or marital status Salary changes not tied to a position change. passport number or other required identifications Contact information. Review applications: HR Staff. degrees attained and dates of graduation Note that current employees may also apply for open positions. job responsibilities and salary Educational history of all educational institutions attended.

These reports include: Staff lists and directories.. This will enable set up of the necessary data structure for entering data into the system. provides a complete solution for setting up an organization's position structure and managing job applications and employee information.0 of iHRIS Manage. Check the iHRIS Manage page on the HRIS Strengthening Website for the most up-to-date list of planned features and a development calendar. This section gives guidance on the data that should be collected and provides checklists for recording and organizing the data. save and update reports to answer specific HRH policy and management questions New features and development are ongoing. As this is an Open Source development project. 2/19/2008 . which this manual accompanies. with contact information for each office or facility in the organization Statistical charts to aggregate data by various criteria and display them in a graphical view Planned Features Version 3. including: Competency model for recording and assessing an employee's competencies. There are four checklists to complete to set up iHRIS Manage: Data Setup Checklist file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. filtered by various criteria. spend some time collecting data about your organization and its employees. Later releases will support additional modules and functions. HR Managers and Executive Managers may generate various types of reports to analyze the employee data entered in the system. for example. HR Managers and Executive Managers can search the system for employee and applicant records. Before Installing the System Before installing iHRIS Manage. They may then review a person's record on the screen or print a copy. typically through a public website Dual data entry for ensuring quality and accuracy when entering large amounts of data and assessing data entry staff Customizable roles to enable system administrators to create roles other than the five pre-configured roles and assign them tasks that they can perform in the system Customizable reports to enable decision makers to create. which may be used to make hiring or deployment decisions Training management module for managing an organizational training program and assessing employee competencies acquired through training Offline data entry support for entering data into a desktop and/or handheld version of the system when not connected to the Internet and then synchronizing that data with the online system Multilingual support for non-English or multiple-language environments Integration with external systems such as Microsoft Exchange Server and Active Directory Self-service option to enable employees and supervisors to view and update their records in the system while protecting private and sensitive data Job application to enable non-employees and employees to complete.. submit and update a job application for an open position. Reporting HR Staff.iHRIS Manage User's Manual Page 7 of 71 Search HR Staff. an emergency contact list and an employee salary list can all be generated Office and facility lists. a directory of work contacts. volunteers and other organizations may also contribute to the core code.

file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. certificate) to track for job applicants and employees. Action: Enter all identification types in the system (see Add an identification type). List all identification types that will need to be tracked. The types of identification that are required depend on the laws of your country and the policies of your organization. Competency categories and competencies Is your organization using a competency model to track employee competencies or skills? A competency is any skill in which an employee has been assessed to be competent.. Benefit types Will you be tracking special non-salary payments made to employees. travel advances or bonuses? List all benefit types. Languages Do you want to track employees' language skills -. such as benefits.their proficiency at reading. allowances.. that are used to identify an employee. driver's license. university. Action: Enter all competency types and competencies in the system (see Add a competency type and Add a competency). writing and speaking nonnative languages? List all languages to track. Action: Enter all benefits types in the system (see Add a benefit type). master's degree. This exercise should be completed by an HR Manager. Complete the following exercises before beginning to identify and gather all the data needed to complete the setup.iHRIS Manage User's Manual Page 8 of 71 Define Geographical Locations Define a Job Structure Set Up Current Positions and Employees Data Setup Checklist Before entering data into iHRIS Manage. List each competency type and all the competencies that belong in each category. Education types and degrees List all education types (such as high school. Action: Enter all education types and degrees in the system (see Add education type and Add degree). Standardizing these selection lists ensures that data can be reported consistently. or a category of related competencies. related competencies can be grouped under the same competency type. passport or national health insurance card. Identification types Identification types are non-changing IDs. For easier organization. Action: Enter all languages (see Add language). you must configure lists for selecting standard items. professional) and degrees for each education type (such as diploma. 2/19/2008 . such as a Social Security Number. college. or special payments. bachelor's degree. Identification numbers are entered into the system when a job applicant completes an application and when an employee is hired.

district and/or county level. such as an employee's home address or the location of an office or facility. Each office or facility is assigned a type. which defines the category it belongs in (such as office. Action: Enter all marital status categories in the system (see Add a marital status). 2/19/2008 . Define Geographical Locations iHRIS Manage can track human resources data by four types of geographical locations. (The region is automatically determined by the district that is selected.such as single.you need to track for your employees.) After selecting a district. Each office or facility in the organization is linked to a district and. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. choosing a county is not. divorced and widowed -. married. Reasons for departure List the reasons for departure that you would like to track when employees leave or change positions within the organization. a county. optionally. The system reports aggregate data at each level in order to analyze human resources at the national... Choosing the district is required. regional. you are first prompted to select a country. but is useful for tracking data by the smallest geographical subset. The system then displays a list of districts within that country for selection. hospital or clinic). When data with a geographical component is entered in the system.iHRIS Manage User's Manual Page 9 of 71 Marital status types List the types of marital status -. Action: Enter all reasons for departure in the system (see Add a reason for departure). the system displays a list of counties within that district.

district and county entered. Country name: Currency (for employee salaries): Region names: If you are not tracking data by region. assigned to their specific country. This exercise should be completed by an HR Manager. and categorized by the specific facility types you have defined. enter one "region. or all counties in the country (optional)." District/state/province names for each region: County/sector names for each district/state/province (optional): Offices/facilities in the country: Example Scenarios The following examples illustrate several scenarios for setting up geographical locations and offices/facilities in the system. states or provinces within each region where the offices/facilities are located. depending on your organization's locations and needs. enter the names of the regions within that country. Locations Worksheet Complete the following exercise for each country where employees are located. For each country where regional data should be tracked. For that country. such as "office." to categorize the office. Enter the names of all offices or facilities. state or province where the office is located. state or province.. 2) The organization has several offices or facilities in one country and needs to track data regionally. For each country where regional data does not need to be tracked. enter one country-wide region. 3) The organization has several offices or facilities in several countries and may need to track data regionally for some. Create an office and enter a meaningful name for the office.iHRIS Manage User's Manual Page 10 of 71 Positions can then be defined for each office/facility. district and county locations." For each defined region. Create all countries where offices/facilities are located. enter the name of the district. Enter the names of all offices or facilities. Create a country with the name of the country where the offices/facilities are located. Enter the names of counties or sectors within defined districts (optional). such as "National. Enter the names of the districts. This will determine the geographical and office/facility data that need to be entered into the system." Link it to the country. Create a country with the name of the country where the office is located. Enter the names of the counties or sectors within each district where the offices/facilities are located. Enter one facility type. enter any meaningful name to signify the one required region.. 2/19/2008 ." such as "National. such as "Headquarters. For that district. or all districts in the country. or all regions in the country. 1) The organization has one office and does not track data regionally. Enter the names of the regions where the offices/facilities are located. 4) The organization has only office but has personnel assigned to work in several different geographical locations. assigned to their specific district and county locations. such as "National. enter the name of the county or sector where the office is located (optional)." For that region. enter the name of at least one district. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. and categorized by the specific facility types you have defined.

Each position is located at a particular office or facility. but the position may be reopened at some later date Each position has one spot on the organizational chart and one supervisor. enter a meaningful name for one region per country. The position may have the same title as the job.at least one region per country (see Add a region) all districts identified for each region -.at least one must be entered (see Add a country) all regions identified for each country -. temporary or part-time). Each instance. duties and responsibilities that one person performs in the organization. Each job has a title. such as "National. Closed: An employee currently holds the position. is called a position. and the organization is actively accepting applications or seeking to hire into the position.at least one district per region (see Add a district) all counties identified for each district -.optional (see Add a county) all currencies identified -. or it may have an additional position title.) Actions: When you have completed this worksheet.at least one office must be entered (see Add an office or facility) all departments identified -. The following chart illustrates how job data are related in the system: file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser.at least one must be entered (see Add a currency) all facility types identified -. and the organization is not seeking to hire into the position.at least one type must be entered (see Add a facility type) all information about each office or facility in the organization -. Discontinued: No employee currently holds the position. if regional data does need to be tracked. states or provinces where employees are located.. Each position may optionally be assigned a code. in the following order: all countries identified -. 2/19/2008 . There may be multiple instances of the same job. enter into the system. which is filled by a single employee performing that job function. Enter the name of counties or sectors where employees are located within defined districts (optional). (Requires customization by a programmer.optional (see Add a department) Define a Job Structure In iHRIS Manage. a job is defined as a general set of qualifications." For each region. enter the name of at least one region..iHRIS Manage User's Manual Page 11 of 71 Create all countries where employees are located. code and description. all positions will be linked to a geographical location instead. department and position type (such as permanent. Positions may be: Open: No employee currently holds the position. A job may be categorized by any of the following: Cadre: a category of health professionals who work for the organization Job classification: a standard job category and code that may or may not include health professionals Salary grade: a grade of pay for a job All of these categorizations are optional. Configure the system to globally turn off the offices/facilities feature. enter the names of all districts. They are intended to organize jobs and track and report on data in ways that are meaningful for your organization. For each country.

Cadres are optional. Action: Add all cadres to the system (see Add cadres). 2/19/2008 ... Cadres List all cadres in use in the organization. Then identify each job in the organization and link it to the appropriate cadre. Cadres refer only to health professionals and should conform to international standards as much as possible.iHRIS Manage User's Manual Page 12 of 71 This is an example of a specific job: Complete the following exercises to define all cadres. job classifications and salary bands in use in your organization. This section should be completed by an HR Manager. job classification and salary band. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser.

This checklist should be completed by an HR Manager or HR Staff. consultant. Action: Enter all position types in the system (see Add position types). part-time. Gather position information A position is an instance of a job that is filled by one employee. Action: Add all job classifications and corresponding information to the system (see Add job classifications). Print and complete the following checklist first to ensure that all the data is available before entering data into the system. which may then be linked to an employee. 2/19/2008 . midpoint (or market rate) and ending salary for each salary grade. is located at one office or facility and has one supervisor. Once the jobs are entered in the system. Action: Add all salary grades and corresponding information to the system (see Add salary grades). Job classifications are optional. Each position represents a box on the organizational chart. Salary grades List all salary grades in use in the organization. A position may be open or file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. temporary.iHRIS Manage User's Manual Page 13 of 71 Job classifications List all job classifications in use in the organization. Job classifications may be the same as cadres but will also include non-health professionals. including a description and a code for each job classification. Set Up Current Positions and Employees Once the standard data lists have been configured in the iHRIS Manage system according to the worksheets "Data Setup Checklist". A job classification is a category used to group similar jobs. Remember that a job is not the same as a position. Action: Enter each job and its corresponding information into the system (see Add jobs). job code and job description.) to track in the system. Tracking salary sources is optional. Jobs List all jobs that currently exist in the organization with their cadre. Salary grades are optional. Action: Enter all salary sources in the system (see Add salary sources). "Define Geographical Locations" and "Define a Job Structure". starting salary. Salary sources List all salary sources. you are ready to begin the initial data entry. Position types List all position types (such as permanent. Currencies also need to be entered into the system (see Add a currency). Several positions may exist for one job.. etc. This involves populating the iHRIS Manage system with all current position and employee information. A salary grade defines the pay range for one or more jobs. salary band.. job classification. Include the currency. A salary source is any distinguishable source of an employee's salary or a special payment or benefit paid to an employee that needs to be tracked. Tracking position types is optional. at least one position may be created for each job.

start date. telephone number(s). fax number. notes such as emergency contact name and relationship Other contact information -.. For each position. email address that do not fit into any of the other contact categories Benefit information -. if the position is a short-term or contract position Action: Enter all positions into the system (see Add. and majors Employment history -. if different from or in addition to the job description Salary sources Supervisor's position Department Position type Hiring date Proposed end date.. telephone number(s). supervisors.institutions attended. An open position is one for which the organization is currently seeking applicants. 2/19/2008 . graduation dates. A closed position is one to which an employee is currently assigned. including the currency in which the salary is paid Facility or office where the position is located In addition. email address Emergency contact information -. addresses. Compile a complete list of all current positions. update or discontinue positions). and job responsibilities file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. telephone numbers. gather as much of the following information about each employee as possible (all of these fields are optional): Date of birth Gender Marital status Number of dependents Identification types and numbers Personal contact information -. telephone number(s). both open and closed. amount. Position code Actual or proposed salary. For all closed positions. email address. starting positions. fax number. email address Work contact information -.iHRIS Manage User's Manual Page 14 of 71 closed. dates and salaries. ending positions. end date and recurrence frequency iHRIS Manage also supports storing the following information about each employee (you may or may not choose to enter this information during the initial data entry process): Educational history -. gather as much of the following information about each position as possible (all of these fields are optional): Position description. reasons for leaving.benefit type. source. dates and salaries. gather the following required information: Job -. Gather employee information For each employee. telephone number(s).mailing address.Each position is categorized under a generic job that has already been defined in the system. county of residence is optional Position In addition.mailing address.mailing address.mailing address.previous company names. fax number. fax number. currency. gather the following required information: Full name (first name and surname) Nationality Country and district/state province of residence. education types and degrees. Position title -.This may be the same or different as the generic job title. you will also need to gather additional information about the employee filling the position.

Click the Feedback burton in the top navigation bar of any screen of iHRIS Qualify and complete the form that opens. You will be prompted to re-enter the password. contact your System Administrator. 1. 3. Using iHRIS Manage This section provides step-by-step instructions for completing each action in iHRIS Manage. we encourage you to send us feedback. you can generate a new one. Access the System Before performing any task in iHRIS Manage. You will get an error message. Click the Login button. The Welcome page appears. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. enter the Username and Password that were provided to you. If you cannot remember your password. you can generate a new password (see Retrieve a forgotten password or username). 2/19/2008 . In the Log In form. Contact your System Administrator for assistance. 4. From the Log In page. 1. click Forget username or password? The Forgot Password page opens. I still cannot log in.. If you cannot remember your username. enter your Username in the box next to "Reset Password" and click the Reset button. Retrieve a Forgotten Username or Password If you have forgotten your password or username. or contact us directly (see Contacting the iHRIS Development Team). corresponding with the menu and other options presented after connecting to the system. Your account may have been disabled. you can retrieve it (see Retrieve a forgotten password or username). The Home page opens listing the actions that you can perform based on your role. To reset the password. Connect to the system. You cannot log in unless a user account has been created for you and you have been given a username and password. Troubleshooting The password is not correct. If you have any suggestions or questions. The username is not correct. 2. If you do not have a user account. The system will email your new password to you.languages and competencies in which the employee is proficient Action: Enter all employees in the system (see Manage People). you need to log in.iHRIS Manage User's Manual Page 15 of 71 Qualifications -. or if you have an issue that the user's manual does not address.. 2. Following each subsection is a "Troubleshooting" section for solving common problems encountered while working with the system.

. 2. Enter the desired New Password. The Welcome page appears. Contact your System Administrator for help. 2. 4. Add Person To track a person in the database. log out to prevent any unauthorized person from accessing the system. add a record for that person file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. You will have to re-enter your username and password to regain access to the system. Also complete job applications for open positions. Click Change Password in the navigation menu. Log Out When you are finished working in the system. Change Password At any time. enter your Email Address in the box next to "Display Username" and click the View button.iHRIS Manage User's Manual Page 16 of 71 3. Manage People Click Manage People to add a new employee or applicant record to the system.. you can change your password for logging into the system. To recover your username. click Log out (next to the padlock). The system will display your username. 4. Troubleshooting The system does not recognize the email address. review completed applications and assign a position to the successful applicant. Troubleshooting An error message appears when Confirm is clicked. 3. Click the link to Return to login page and log in as normal. The two passwords must match or the system won't accept the new password. 5. Enter your Old Password (current password). Click Save to save the new password. In the upper left corner on any page. 1. and to search for and update records that have been entered into the system. 1. Re-enter the password under Confirm New Password to confirm it. Re-enter the password twice. 2/19/2008 . whether an employee or a job applicant.

click Edit to change it. 2/19/2008 . Select the person's Nationality from the menu. The HR Manager must add the nationality as a country (see Add a country). If it is. additional options for adding data about the person will become available. Certain information is required to start a new record. The person's record appears with options to add additional information divided into sections. The system will provide a link to the matching record to review. If the records are for the same person. select the person's district of residence. Enter the person's Surname. 4. The HR Manager must add the country to the system (see Add a country). click Return (do not save changes). click Manage People. 2. Troubleshooting An error message displays when the Confirm button is clicked. Country and District fields are all required. The district of residence is not available for selection.iHRIS Manage User's Manual Page 17 of 71 by clicking the Add Person option.. Either an HR Staff person or an HR Manager can add a new person to the system. The HR Manager must add the county to the system (see Add a county). If the records are for different people. 7. An error message appears when the name is entered. Fill in the missing information and try saving again. A list of counties in that district will appear in the third menu under Residence. 8. Note that you can click the Hide/Expand option at the top of any section to hide or display that section. click Save to save it. Make sure all required fields have been completed. Required fields will be outlined in red. Click Add Person. Once the record is generated. A list of districts in that country will appear in the second menu under Residence. You can edit or update a person's record at any time by searching for the record (see Search Records). The country of residence is not available for selection. select the person's county of residence (optional). If you do not want to add a new record after all. 3. The county of residence is not available for selection. There may be another record in the system with the same first name and surname. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. 1. 6. 9. the original record may be updated with any new information by clicking that link. The HR Manager must add the district to the system (see Add a district). If it is not correct. On the Home page or in the left side menu. First Name and any Other Names in the appropriate fields. The Surname. Nationality.. The nationality is not available for selection. Click Confirm and confirm that the information entered is correct. First Name. 5. check the box to ignore the error and confirm the new record. Select the person's country of residence from the first menu under Residence.

Set Position Immediately after an employee has been added to the system. The correct currency is not available for selection.iHRIS Manage User's Manual Page 18 of 71 The name. Until the position has been set. Under Salary. to view all names. click Return (do not save changes).The Start Date. the employee's record displays. Click the position title to view information about that position. 2/19/2008 . 1." click Update This information beside the incorrect identification to make any changes.. click Edit to change it. 2. In the person's record under "Edit This Information. the old name will be retained so that the person's record can be located under both names. the employee will not appear in any current employee lists. Multiple identifications may be added for a single person. From the employee's record. Click Confirm and confirm that the information entered is correct. The next step is to set the position that the employee will fill. If it is not correct. Select a new date from the menu if the start date is different. Add Identifications Your organization may require one or more identifications from employees and job applicants. 4. Fill in the missing information and try saving again. In the Position menu. 5. All required fields are outlined in red. 3. is set to today's date by default. The new position information will appear in the employee's record in the "Position Information" section. 2. nationality or residence information needs to be changed. 1. select the currency that the employee is paid in and enter the salary that the employee is paid. click Set Position under the "Individual Information" section. click View Name History. click Add Identification. 6. If you change the person's name. Troubleshooting An error message appears when Confirm is clicked. The employee's position must have been created in the system and have been designated as open (the position is not filled by another employee or discontinued). In the person's record under the "Individual Information" section. If you do not want to set a position after all. There is no open position to set for the employee. Add this identification information to the person's record. the date that the employee started work in that position. select the open position for the employee. The currency must be added to the system by an HR Manager (see Add a currency). update or discontinue a position).. Make certain that a position has been selected and the salary has been entered. The position must be created in the system and marked open before it can be assigned to an employee (see Add. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. If it is. click Save to save the position. Select the Identification Type.

The demographic information needs to be changed... In the employee's record under the "Individual Information" section. Click Confirm and confirm that the information entered is correct. click Edit to change it. click Add Demographic Information. If it is not correct. Required fields are outlined in red. gender. 2/19/2008 . click Edit to change it. Add Demographic Information Add demographic information about the employee for reporting purposes. Enter the Number of Dependents for the employee. If it is. Select the employee's Marital Status. The identification information needs to be changed. All demographic information is optional. click Save to save it. Make certain that all required fields have been completed. In the employee's record under the "Individual Information" section. If you do not want to add an identification after all. 1. Troubleshooting An error message appears when the Confirm button is clicked. 3. 6. marital status and number of dependents. click Return (do not save changes)." click Update This information beside the incorrect identification to edit it. 2.iHRIS Manage User's Manual Page 19 of 71 3. Set the employee's Date of Birth. Only the HR Manager can add new identification types to the system (see Add an identification type). If it is not correct. In the person's record. If it is. Select the employee's Gender. click Add Identification and add the new identification. The identification type is not available for selection. click Save to save it. under "Individual Information. Fill in the missing information and try saving again. Click Confirm and confirm that the information entered is correct. Demographic information includes date of birth. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. 4. Only the HR Manager can add new marital statuses to the system (see Add a marital status). click Update This information beside the demographic information to update any of the fields. More than one identification is required. 5. 4. Enter the number or other identifier for the identification in the Identification Number box. For each identification. Troubleshooting The correct marital status is not available for selection.

1. 9. contact. 3. and other contact. For example. click Save to save it. 8. click Contact Information in the side menu to jump to the "Contact Information" section of the record. 1. Enter a Fax Number.in addition to the regular salary. that can be noted in the employee's record under the employee's Position Information. four types of contact information may be added: personal.. check the "Contact Information" section of the employee's record for a "Personal Contact" section. Contact information that was previously entered needs to be changed. If it is not correct. Click the link for the type of contact information to add. 4. click Update This Information beside the type of contact information to change and edit any field. such as a mobile phone. 6. Make certain that contact information hasn't already been added. travel advance or relocation payment -. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. Add a Benefit or Special Payment If an employee receives an irregular or one-time benefit or special payment -. if the Add Personal Contact link doesn't appear. You can then change the previously entered contact information. Enter any Notes. Enter a primary Telephone Number. Enter the full Mailing Address.iHRIS Manage User's Manual Page 20 of 71 Add Contact Information For each person in the system. In the employee's record under the "Contact Information" section. Enter an Email Address. emergency contact. 5. 2. 10. click Edit to change it. 3. Repeat for each type of contact to add for the person. In the employee's record. Troubleshooting The correct Add Contact link doesn't appear. work contact. Click Add Benefit/Special Payment. Click Confirm and confirm that the information entered is correct. 2. 2/19/2008 .. click Position Information in the side menu to jump to the "Position Information" section. If it is. 7. Select the Benefit Type. In the employee's record. Only one contact may be added for each type. The new contact information will display in the person's record. or home. such as the name of an emergency contact.such as an allowance. Contact information may be added at any time after the record is created. Enter an Alternate Telephone Number. whether an employee or a job applicant. All contact fields are optional.

7. click Position Information in the side menu to jump to the "Position Information" section of the record. Click Confirm and confirm that the information entered is correct.. 3. monthly or yearly. The employee will become an inactive (or "old") employee in the system. the date of and reason for departure should be recorded in the employee's record. weekly. 9. In the employee's record. The benefit information needs to be changed.. If it is not correct. Fill in the missing information and try saving again. Select the Recurrence Frequency of the payment: once. Under the position. The currency must be added to the system by an HR Manager (see Add a currency). The correct currency is not available for selection. If you do not want to add a special payment after all. change the date. 6. Select the Source of the payment. click Edit to change it. 5. Select the Currency for the payment and enter the Amount." the start date and end date should be the same or the end date may not be entered. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. If it is. Make sure that all of the required fields have been completed. 8. The source must be added to the system by an HR Manager (see Add salary sources)." click Update This information beside the benefit to change any field. The End Date for employment is set to today's date by default. Select the End Date of the payment. click Add Benefit/Special Payment and add the new payment. Troubleshooting An error message displays when the Confirm button is clicked. If that is not correct. The correct source is not available for selection.iHRIS Manage User's Manual Page 21 of 71 4. Select the Start Date of the payment. click Return (do not save changes). More than one benefit is paid to the employee. Record a Departure When an employee leaves the employment of the organization. 1. The benefit type must be added to the system by an HR Manager (see Add benefit type). In the employee's record under "Position Information. The correct benefit type is not available for selection. The required fields are outlined in red. For each payment. 2. If the frequency is set to "once. if there is one. click Save to save it. 2/19/2008 . but the employee's data will still be available for historical reporting. click Record a Departure.

2. 8. select whether the current position will be re-opened or discontinued. The reason for departure is not available for selection. 4. Select the currency and enter the amount of the Salary for the new position. Under the "New Position" section. 7. Click View Position History under the "Position Information" section to view a list of all the positions that the employee has held in the organization.. If this is not correct. Underneath the position click Change Position. Click Confirm and confirm that the information entered is correct." it will be available to assign to another employee or applicant. Required fields are outlined in red." it will be available for assignment to another employee or applicant. Select the New Status for the position: Open or Discontinued. click Position Information in the side menu to jump to the "Position Information" section of the record. Click Confirm and confirm that the information entered is correct. 5. Record a Position Change When an employee changes from one position to another in the organization. 9. Troubleshooting An error message is displayed when the Confirm button is clicked.. Make sure that all the fields have been completed. The HR Manager must add the reason for departure to the system (see Add a reason for departure). Under the Current Position section. the position change should be recorded in the employee's record. If it is. change it. If you do not want to record a departure after all. If it is. This will also be the end date for the employee's old position. if the position is marked "Open. 3. Fill in any missing file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. their start dates and end dates. 1. In the Status menu. Fill in any missing information and try saving again. 5. All of the positions that the employee has held in the organization are saved to the employee's Position History. click Edit to change it. The Start Date for the new position is set to today's date by default. 6. click Save to save it. click Return (do not save changes). Select the Reason for Departure. click Save to save it. If it is not correct. Required fields are outlined in red. Troubleshooting An error message is displayed when the Confirm button is clicked. select the new Position from the menu of open positions. select the Reason for Position Change. which can be reviewed at any time. 6. In the employee's record.iHRIS Manage User's Manual Page 22 of 71 4. If it is not correct. if the position is marked "Open. 2/19/2008 . Make sure that all the fields have been completed. click Edit to change it. this may be the same as the employee's previous salary.

click Edit to change it. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. click View Salary History underneath the "Salary" section. If you do not want to change the position after all. which may be reviewed at any time. Click Confirm and confirm that the information entered is correct. click Salary Change. Required fields are outlined in red. The new position is not available for selection. The salary is incorrect. If it is not correct. The reason for the position change is not available for selection. The HR Manager must add the currency to the system (see Add a currency). The correct currency is not available for selection. Click Correct This Information beside the position in the "Position Information" section of the employee's record to correct the error. click Return (do not save changes). Only the HR Manager can correct position errors. Record a Salary Change If an employee's salary changes. update or discontinue positions).. If you do not want to change the salary after all. 5. Make certain that the required fields have been entered. 2/19/2008 . 3.. Troubleshooting An error message appears when Confirm is clicked. The old salary will be saved in the employee's Salary History. Fill in the missing information and try saving again. In the employee's record. Underneath the "Salary" section. click Return (do not save changes). The Start Date when the new salary will become effective is set to today's date by default. 1. 2. 6. click Save to save it. The correct currency is not available for selection. The position must be added first and marked as an open position (see Add. If that is not correct. The currency must be added to the system by an HR Manager (see Add a currency). 4. There is an error in any position. If it is. click Position Information in the side menu to jump to the "Position Information" section of the record.iHRIS Manage User's Manual Page 23 of 71 information and try saving again. the new salary can be updated in the employee's record. The HR Manager must add the reason to the system (see Add a reason for departure). change it. Select the currency and enter the amount of the new Salary. To review the employee's past and current salaries.

4. Limited Working. If it is not correct. In the person's record. 8. click Return (do not save changes). Select the person's Reading Proficiency in that language. 6. Only the HR Manager can correct salary errors. 3. Select the Language to add. or competency type. Click Add Competency.. Click Confirm and confirm that the information entered is correct. Required fields are outlined in red. 1. The available competencies for that competency type will display in the second menu. Full Professional or Fluent. 5. Troubleshooting An error message appears when Confirm is clicked. Professional Working. Select the Competency Type from the first menu. reading and writing each language can be recorded separately. Repeat for each language in which the person is proficient. click Qualifications in the side menu to jump to the "Qualifications" section of the record. 3. click Save to save it. Add Language Proficiency To track employees' and applicants' foreign language skills. Click Add Language Proficiency. Make certain that all fields have been completed. Each competency is grouped under a broad category. click Qualifications in the side menu to jump to the "Qualifications" section of the record. 2.. Select the person's Speaking Proficiency in that language: Elementary. Select the person's Writing Proficiency in that language. 7. If you do not want to add the language after all.add multiple competencies to a person's record. 2. The language must be added to the system by an HR Manager (see Add a language). 2/19/2008 . click Edit to change it. In the person's record. Fill in the missing information and try saving again. The language information appears on the person's record.iHRIS Manage User's Manual Page 24 of 71 Click Correct This Information beside the salary in the "Position Information" section of the employee's record to correct the error. Select the Competency to add. Proficiency level in speaking. Add a Competency To track employees' and applicants' competencies -. If it is. add language proficiencies to a person's record. The correct language is not available for selection. 4. 1.specific skills that may qualify that person for a particular job -. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser.

. All required fields are outlined in red. The competency appears on the person's record. the applicant will not appear in any applicant lists. Add an Application A job application can be added for any person in the system. click Return (do not save changes). The position is required. The competency type must be added to the system by an HR Manager (see Add a competency type). 1. click Save to save it. The application information has changed.. Fill in the missing information and try saving again. 2. If it is. Make certain that all fields have been completed. If it is not correct. Fill in the missing information and try saving again. Troubleshooting An error message appears when Confirm is clicked. click Edit to change it. 2/19/2008 . select the open position that the applicant is applying for. 6. Required fields are outlined in red. click Return (do not save changes). Troubleshooting An error message appears when Confirm is clicked. Click Add Application. to manage internal hiring efforts. The applicant may only apply for positions that have been created in the system and have been designated as open (the position is not filled by another employee or discontinued). Repeat for each competency that the person has. Until the applicant has applied for an open position. The completed application will appear in the applicant's record. 3. The correct competency is not available for selection. Records with a completed job application but that do not already have a set position are considered "applicants" rather than employees of the organization. Employees with a set position can also have a job application on file for open positions. Adding a job application puts the person in consideration for any open position. Make certain that a position has been selected for the application. Other applicant questions may also be required. click Edit to change it. click Application in the left menu to jump to the "Application" section of the record. click Save to save the application. In the person's record. If it is. select more than one position by holding down the CTRL key while clicking each position. Click Confirm and confirm that the information entered is correct. If you do not want to add the language after all. 5. The competency must be added to the system by an HR Manager (see Add a competency). file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. If it is not correct. If you do not want to add an application after all. Under Position(s). Complete as many of the other Applicant Questions as are applicable.iHRIS Manage User's Manual Page 25 of 71 5. The correct competency type is not available for selection. 4. Click Confirm and confirm that the information entered is correct.

2/19/2008 . file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. The details of each interview are displayed in the person's record under the "Application" section and can be reviewed at any time. Click Log Hiring Decision. This will not set the new position. Enter the names of People Conducting Interview. 5. Note that if the applicant is hired. Troubleshooting An error message appears when Confirm is clicked. 3. Fill in the missing information and try saving again. 4. click Edit to change it. 3. Log Interview Details While an applicant is under review. In the person's record. All required fields are outlined in red. That needs to be done in a separate step (see Make a Job Offer). click Return (do not save changes). Repeat the process for each additional interview. If it is. Enter any Comments about the decision. 6. Under Make a Job Offer? select Yes or No. 4. If this is incorrect. click Application in the left menu to jump to the "Application" section of the record. 1. Log Hiring Decision While an applicant is under review.iHRIS Manage User's Manual Page 26 of 71 Click Update This Information under the "Application" section of the person's record to change or update any of the application fields. click Application in the left menu to jump to the "Application" section of the record. If this is incorrect. 5.. Enter any Comments about the interview.. If it is not correct. 1. the position will also need to be set for the applicant in addition to logging the decision (see Make a job offer). record details about any interviews with the applicant. The interview information is incorrect. click Save to save it. log the details of the decision made concerning the job application. The Date of Decision is set to today's date by default. Make certain that the required fields have been completed. In the person's record. 2. change it. 2. Click Confirm and confirm that the information entered is correct. Click Correct This Information beside the appropriate interview in the "Application" section of the employee's record to edit any of the fields. If you do not want to log an interview after all. The Date of Interview is set to today's date by default. Click Log Interview Details. change it.

Enter Employment History As part of completing the job application. 15. 11.. Click Correct This Information beside the decision under the "Application" section of the person's record to edit any of the fields.. click Employment History in the left menu to jump to the "Employment History" section. the applicant's employment history should be recorded. 2. leave this field blank of the applicant is presently employed by the company. 5. Click Add Employment. 6. Click Confirm and confirm that the information entered is correct. If you do not want to log a decision after all. The employment history can also be added to the record of any employee of the organization. 1. 7. Enter the Job Responsibilities (optional). All required fields are outlined in red. enter the Date employment started at that employer (optional).iHRIS Manage User's Manual Page 27 of 71 6. 9. Enter the Company Telephone (optional). In the "Company Information" section. Enter the title of the Ending Position at the company (optional). 4. Troubleshooting An error message appears when Confirm is clicked. 14. 13. 3. 10. In the "Position Information" section. Fill in the missing information and try saving again. The decision information is incorrect. click Return (do not save changes). Enter the title of the Starting Position (optional). If it is. In the person's record. click Edit to change it. 2/19/2008 . Make certain that all the required fields have been completed. Click Confirm and confirm that the information entered is correct. Enter the Company Address (optional). click Save to save it. Enter the Date the employment ended. Select the currency for and enter the amount of the Starting Wage (optional). If it is not correct. 8. enter the Company Name where the person previously worked. Enter the name of the applicant's Supervisor (optional). 16. click Edit to file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. If it is not correct. Under OK to Contact? select Yes or No for whether it is OK to contact the applicant's former employer. 12. Select the currency for and enter the amount of the Ending Wage (optional). Enter the Reason for Leaving the former employer (optional).

17. click Return (do not save changes). Repeat this process for each educational institution attended. 3. If it is.iHRIS Manage User's Manual Page 28 of 71 change it. If it is not correct. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. click Education History in the left menu to jump to the "Education History" section. The company name is required. Click Confirm and confirm that the information entered is correct. click Save to save it. If it is. 8. Troubleshooting An error message displays when the Confirm button is clicked. Make certain that all required fields have been completed. Troubleshooting An error message displays when the Confirm button is clicked. the applicant's education history should be recorded. 10. 2. The institution name. click Save to save it. Required fields are outlined in red. The HR Manager needs to add the currency to the system (see Add a currency). If you do not want to enter a past employer after all. Click Add Education. Click Update This Information beside the employer under the "Employment History" section of the person's record to edit any of the fields. click Return (do not save changes). 7. The correct currency is not available for selection. Repeat this process for each former employer. 2/19/2008 . select the appropriate Degree. Enter the Institution Name. 6. click Edit to change it. Fill in the missing information and try saving again. 9. 4.. Make certain that all required fields have been completed. The education history can also be added to the record of any employee of the organization. education type and degree are all required. A list of degrees will display for that education type. Enter the Major (optional). The information for a past employer is incorrect. Enter Education History As part of completing the job application. Enter the Institution Location (optional). Required fields are outlined in red. 1.. Select the Year of Graduation. In the person's record. Select the Education Type from the first menu. 5. If you do not want to enter a degree after all. leave this option blank if education is still in process. Fill in the missing information and try saving again.

2. 4. the record may be reviewed at any time. You can also find all records for current employees. If it is. The HR Manager must add the education type to the system (see Add an education type). file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. All notes will appear in reverse chronological order at the bottom of the person's record. Click Confirm and confirm that the information entered is correct. click Edit to change it. Enter the Surname of the employee and click the Find button. 2. Find Employee After entering an employee's record into the system and setting a position for that employee. Enter the text of the Note. Add Notes At any time. Click Find Employee. 6. Click Update This Information beside the institution under the "Education History" section of the person's record to edit any of the fields. In the person's record.. Try filling in the missing field and saving again. old employees. 2/19/2008 . If you do not want to enter a note after all. today's date is saved by default. The HR Manager must add the degree to the system (see Add a degree). From the Home page or left menu. Or click the Find All button to find all records in the selected category. All notes are saved to a log and may be reviewed as necessary. applicants and old applicants by selecting "All" from this same menu. The information for a past educational institution is incorrect..iHRIS Manage User's Manual Page 29 of 71 The correct education type is not available for selection. additional information can be added or existing information can be updated. if no date is entered. 3. Enter a Date for the note. Click the name of the employee whose record you want to review. 1. Entering the note text is required. an HR Staff person or an HR Manager may add notes to a person's record. The required field is outlined in red. Note that you can search for a former employee by selecting "Old Employee" from the Limit Results By menu. Troubleshooting An error message displays when the Confirm button is clicked. click Save to save it. 1. If it is not correct. click Notes in the left menu to jump to the "Notes" section. 3. A list of matching employees displays. 5. click Manage People. click Return (do not save changes). Click Add Note. From the record. The correct degree is not available for selection. 4. Click Find Employee to locate the record.

4.. HR Staff or the HR Manager can also record interview details or the hiring decision while reviewing applicants (see Log interview details and Log hiring decision). From the Home page or left menu. Review Applicants Once one or more applications have been recorded for an open position. Click Return to return to the Search Records page and search again. Enter the Surname of the applicant and click Find. 5. an HR Staff person. HR Manager or Executive Manager can review the applications for that position. 1. 3. Click Return to return to the Search Records page and search again. 4. The record opens. Click Find Applicant. You can also find all records for current employees. 1. A list of matching applicants displays. 3. 2. Troubleshooting The record is not found. click Manage People. The system displays an error message. Click Review Applicants to review all of the applications for any open position. Troubleshooting The record is not found. click Manage People. Note that you can search for a former applicant by selecting "Old Applicant" from the Limit Results By menu. applicants and old applicants by selecting "All" from this same menu. the record may be reviewed at any time. Click the name of the applicant whose record you want to review.iHRIS Manage User's Manual Page 30 of 71 5. additional information can be added or existing information can be updated. Click Review Applicants. Find Applicant After entering an person's record into the system and adding an application for that person. Click Find Applicant to locate the record. 2/19/2008 . From the Home page or left menu. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. Or click the Find All button to find all records in the selected category. You can then add new information to the record or update information that was previously added according to the steps outlined in the previous help sections. old employees. 2. The system displays an error message.. The record opens. From the record. Select the Open Position under review and click the View button. The names of all applicants for the position and the dates of their applications display. Click any applicant's name to review the full application and update the person's information. You can then add new information to the record or update information that was previously added according to the steps outlined in the previous help sections.

Old Employee. Search Records After entering a person's record into the system. Click Confirm and confirm that the information entered is correct. Applicant or Old Applicant. click Return (do not save changes). From the Home page or left menu. The names of all applicants for the position and the dates of their applications display. If the person is an existing employee and is changing jobs within the organization. 7. From the Home page or left menu. This is done by setting a position for the applicant." the employee's former position will become available for hiring. If the person is an existing employee. click Manage People..iHRIS Manage User's Manual Page 31 of 71 Make a Job Offer Once the decision has been made to offer an applicant a position and the applicant has accepted. 1. The Start Date for the new position is set to today's date by default. All required fields are outlined in red. 6. The currency must be added to the system by an HR Manager (see Add a currency). 4. Select the Open Position under review and click the View button. If it is. 8. 3. Troubleshooting An error message appears when Confirm is clicked. set the New Status for Current Position to either Open or Discontinued. Click Find to find the matching record or click Find All to find all records in that category. 1. If it is not correct. click Search Records. Click Review Applicants. additional information can be added or existing information can be updated. 2. Click Make a job offer beside the name of the applicant who will be hired. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. select a Reason for Position Change. Select the Currency that the employee is paid in and enter the Salary for the position. If the status is set to "Open. From the record. the applicant should be converted to an employee. 7. Make certain that a position has been selected for the application and other required fields have been completed. 2. Enter a new date if it is different. 5. 2/19/2008 . Click Search Records to locate the record. The correct currency is not available for selection. click Edit to change it. Fill in the missing information and try saving again. In the Limit Results By menu.. Enter the person's Surname to find a single record or leave blank to find multiple records. Either an HR Staff person or an HR Manager can set the position. click Save to save it. select the type of record to search for: All. 3. Employee. the record may be reviewed at any time. If you do not want to make the job offer after all. 4.

to limit the analyzed data to a particular location.. click its name. Caching means that the data are downloaded and stored temporarily so that you don't have to wait for the data to be downloaded to generate each report. click a health worker's or facility's name or a position's title to display the full record for that person. Reports are displayed in alphabetical order based on the first column shown. Once displayed. Once you have selected filters and other settings for the report. Change the sort order by clicking any column name. Select a lower number for faster downloading and display of the report. Check the date that the report was last cached under the name of the report. Exporting and Printing Reports file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. you can select the number of results to show per page. Click Create Reports to run. Click Return to return to the Search Records page and search again. click Regenerate to download the data again and display the most up-to-date data in the report. From any screen click the Return button to return to the main Create Reports page. To run a report. contact your System Administrator for assistance. There are two general kinds of reports: table reports that display lists of data. statistical charts and other standard reports. To convert a graphical report to a table report.. Others can be filtered by geographical location or facility. Click Print to print the report (graphical reports only). click the Show button to display the report with your selected changes." In table reports. A list of matching records displays. some reports can be filtered by gender. so that only results for male or female health workers will be shown. 2/19/2008 . print and export lists of health workers and offices/facilities. Caching should happen automatically. Click the name of the person whose record you want to review.) All graphical reports can be converted to table reports for easier analysis and export of the data. If the data have been updated since then. choose "Yes" under "Show table view. The filters differ depending on the type of report selected.iHRIS Manage User's Manual Page 32 of 71 5. In graphical reports. The system displays an error message. click the page numbers at the top of the report to page through the results. Troubleshooting The record is not found. and graphical reports that show the data in the form of bar or pie charts. click the report itself to display numerical totals. For all table reports. Running Reports All reports are cached for faster downloading. Create Reports Reports enable analysis of health worker data in various ways. facility or position. If no filters are selected. Reports are organized by type. Filtering Reports Under "Choose options to limit results" are filtering options to limit the data analyzed. then the report will include all data entered in the system. (Graphical reports require a separate charting software program to be downloaded and installed. For example. HR Managers and Executive Managers can generate reports.

Facility List (the table displays all offices and facilities alphabetically by name. facility type. They can be filtered by the job classification and job of the employee's position. or an employee's nationality or gender. 1.or tab-delimited -. click Options under the Export button. open Excel and choose Get External Data. if No is selected.for Excel to display the data correctly. the gender of the employee. Types of Reports The following are the general kinds of reports that can be displayed and a description of each specific report. Classification Breakdown (pie chart comparing the total number of employees in each job classification) 2. Finally. Job Breakdown (pie chart comparing the total number of employees in each job) 3. Age Distribution (bar chart that displays the total number of employees in different age ranges) 2. and the country and facility where the employee is located. all employee records missing data needed for the report are excluded from the report. Nationality Distribution (bar chart showing the total number of employees in each nationality) 4. you can export the report as a formatted PDF file suitable for saving and printing by clicking the PDF button. two additional buttons appear next to the Show button.comma. including the facility type. 1. Hires Per Year (bar chart that displays the total number of employees hired into an open position each year) 3. The default is to export the data as a comma-separated values file suitable for importing into Excel. you will be prompted to save the file to a location on your computer. mailing address. They can be filtered by the country and district where the facility is located and by the facility type. Nationality Breakdown (pie chart comparing the total number of employees in each nationality) Facility Reports These table reports pertain only to offices or facilities entered in the system. They can be filtered by the country. Retirement Planning (line chart showing the number of employees expected to retire in each year based on a standard retirement age of 65) Pie Reports These pie charts present various views of the health workforce. You must then choose the type of file you exported -. telephone number. 2/19/2008 .iHRIS Manage User's Manual Page 33 of 71 For table reports only. To export in tab-delimited or HTML format.. the minimum and maximum year based on the employee's start date. To import the data into a spreadsheet. They can be filtered by the file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. country and district where the facility is located. Click Options under the PDF button to change the paper size and orientation. Note that you can select whether or not to show missing values. 1. district and facility where a position is located.. Click the Export button to export the report data for use in Excel spreadsheets and other systems. email address and notes) Staff Reports These table reports pertain only to employees who have records in the system. Once you click Export. Charted Reports These bar charts show data related to employees recorded in the system.

work telephone number and work email address) 2. number of days the position remained open. job classification. job classification and salary grade. including the position title. date the position was filled. position status. click Add Cadres. Jobs may be categorized by health professional cadre. department. Staff Directory (the table displays all employees alphabetically by surname. and facility and department where the position is located) 2. including the employee's position. Home Contact List (the table displays all employees alphabetically by surname.iHRIS Manage User's Manual Page 34 of 71 country. emergency email address and emergency address) 4. including the employee's position. 1. facility or department where the employee is located (select the country first before selecting a facility). and may be assigned standard titles. including the employee's full name. facility. Add Cadres A cadre is a broad category of health workers characterized by the specific training. 1. Other job categories should be added as job classifications. emergency telephone number. click Administer Positions. Examples of cadres include Nurse. department. including the employee's position. 1. home email address and home mailing address) 3. department. position code. and the date the position was reopened if the employee left the position) Administer Positions iHRIS Manage enables HR Managers and Staff to design and manage a job structure for the organization. Emergency Contact List (the table displays all employees alphabetically by surname. Physician and Pharmacist.. From the home page or left menu. home telephone number. position. add new positions that may be filled by employees or applicants. They can be filtered by position status. Click Administer Positions to create the job structure. facility. 3. hire date. country. job classification. Each job can be linked to one cadre for reporting purposes. facility. Either select Add New Cadre or choose an existing cadre to edit. job title. You may add new cadres or edit any cadre that was previously added. Position Open Duration (the table displays all positions alphabetically by name. Cadres should only be used to categorize health professionals. Position List (the table displays all positions alphabetically by name including the position title. department. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. position status. current salary and starting salary) Position Reports These table reports pertain only to positions entered in the system.. and manage existing positions. you can skip this step. date the position was posted for hiring. facility. In the "Create Job Structure" section. cadre and job. facility and department where the position is located. certification or other qualifications required to practice or be licensed in that field. position code. 2/19/2008 . Only the HR Manager or System Administrator can update the cadres. codes and job descriptions. 2. Salary List (the table displays all employees alphabetically by surname. cadre. If your organization does not employ health professionals.

click Save to save it. click Administer Positions. 1. Professional. click Add Salary Grades.add those grades to the system. Enter a brief Description of the job classification (optional). 3. Technician. If your organization does not use job classifications to organize jobs. Enter a Code for the job classification (optional). 2. In the "Create Job Structure" section. Click Confirm and confirm that the job classification entered is correct. (If your organization does not define salary grades.iHRIS Manage User's Manual Page 35 of 71 4. In the "Create Job Structure" section. click Edit to change it. Service Worker and Clerical Worker. Make sure the job classification was not previously entered.. 7. Each job can be optionally linked to one job classification for organization and reporting purposes.pay ranges for one or more jobs -. Enter or edit the Name of the cadre. Make sure the name of the cadre has not already been entered. 6. Either select Add New Job Classification or choose an existing job classification to edit.) A job can then be linked to its corresponding salary grade. click Add Job Classifications. If it is not correct. Add Job Classifications A job classification is a broad category used to organize jobs. 5. click Edit to change it. 2. Troubleshooting An error message appears when the Confirm button is clicked. Only the HR Manager or System Administrator can add or edit salary grades. Change the name and try saving again. From the home page or left menu. 1. 4. You should add all the job classifications in use in your organization to the system. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. If it is not correct. If you do not want to add the cadre after all. click Administer Positions. 2/19/2008 . If it is. Add Salary Grades If your organization defines salary grades or bands -. Enter or edit the Name of the job classification.. From the home page or left menu. 5. click Return (do not save changes). click Save to save it. If it is. If you do not want to add the job classification after all. Change the name and try saving again. click Return (do not save changes). Only the HR Manager or System Administrator can update job classifications. you can skip this step. Click Confirm and confirm that the cadre entered is correct. you may also edit any job classification previously added. Examples of job classifications include Manager. Troubleshooting An error message appears when the Confirm button is clicked. you can skip this step.

From the home page or left menu. it can be reused as needed for multiple positions that perform the same general duties. For example. Make sure that the salary grade name. 7. 1. Select a currency for the midpoint salary and enter the amount of the Midpoint salary (the midpoint is the average salary in the band offered to a new hire. In the "Create Job Structure" section. Pediatric Nurse and Intensive Care Nurse may all be positions with the same generic job of Nurse. Select a currency for the starting salary and enter the amount of the Start salary (the lowest salary in the band).. The currency must be added to the system by an HR Manager (see Add a currency). Enter a Description for the job (optional). which may or may not be the equivalent of the true average of the starting and ending salaries). of the salary grade. Troubleshooting An error message appears when Confirm is clicked. 4. Enter any Notes to record about the salary grade. 5. a Clinical Nurse. Enter a Title for the job. Enter the Name. Only the HR Manager or System Administrator can add or edit jobs. Fill in any missing information or change the name and try saving again. Either click Add New Salary Grade or select an existing salary grade to edit. 8. 3. 6. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. or identifier.. Required fields are outlined in red. If it is not correct. job classification and salary grade. 2. starting salary and ending salary have been entered and that the salary grade has not previously been entered. click Edit to change it. Click Confirm and confirm that the salary grade entered is correct. 6. Select a currency for the ending salary and enter the amount of the End salary (the highest salary in the band). click Add Jobs. If you do not want to add the salary grade after all. 2/19/2008 . duties and responsibilities as specified in a job description. Before a position can be created in the system. There may be multiple instances of the same job within an organization. click Administer Positions. Each of these instances is filled by one employee and is referred to as a position. Enter a Code for the job (optional). Either select Add New Job or select an existing job to edit. Each job has a unique job code and may be linked to a cadre. 9. click Return (do not save changes). 4. click Save to save it.iHRIS Manage User's Manual Page 36 of 71 3. The correct currency is not available for selection. Add Jobs A job is a general set of qualifications. If it is. its generic job must be added. 5. This is optional. After creating a generic job.

Select the Cadre for the job (optional). click Save to save it. 2/19/2008 . If it is not correct. The cadre must be added to the system before adding the job (see Add cadres). Troubleshooting An error message displays when the Confirm button is clicked. Troubleshooting An error message appears when Confirm is clicked. In the "Manage Positions" section.. The job classification must be added to the system before adding the job (see Add job classifications). If it is not correct. The salary grade must be added to the system before adding the job (see Add salary grades). Make sure that the salary source has not already been entered. Change the name and try saving again. click Edit to change it..iHRIS Manage User's Manual Page 37 of 71 7. The correct salary grade is not available for selection. click Save to save it. click Edit to change it. If it is. click Return (do not save changes). add those to the system so the source can be linked to a salary or special payment. Select the Classification for the job (optional). Either select Add New Salary Source or select an existing salary source to edit. click Return (do not save changes). 10. The correct cadre is not available for selection. Add Position Types file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. Click Confirm and confirm that the salary source entered is correct. If you do not want to add the job after all. Change the name and try saving again. From the home page or left menu. click Add Salary Sources. click Administer Positions. 2. 4. Add Salary Sources If your organization tracks multiple monetary sources of salaries and/or special payments. 8. Click Confirm and confirm that the job entered is correct. If it is. Enter the Name of the salary source. Only the HR Manager or System Administrator can add or edit salary sources. 3. The correct classification is not available for selection. 5. Select the Salary Grade for the job (optional). Make sure that the job has not already been added. 9. If you do not want to add the salary source after all. 1.

8.iHRIS Manage User's Manual Page 38 of 71 To classify positions by a category or type. 1. Click Confirm and confirm that the position type entered is correct. Update or Discontinue Positions. change file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. edit it in the Title field. If there are one or more salary sources to track for the position. 5. 1. 4. Select a currency for the salary and enter the Proposed Salary amount for the position. 2. the date the position was opened. Examples of position types include Permanent. select them in the Source box. 3. From the home page or left menu. 3. 10. click Add. A position that is not linked to an employee and for which you are not intending to hire someone is called a discontinued position. Only the HR Manager or System Administrator can add or edit position types. to select more than one salary source. In the "Manage Positions" section. Enter a Position Description as an addendum to the job description (optional). click Add Position Types. Part-time and the like. If it is not correct. The position must be created before it can be assigned to an existing employee or applications can be accepted for the position. click Return (do not save changes). this amount will be changed to the actual salary when the position is filled (optional). hold down the CTRL key while clicking the name of each salary source (optional). click Edit to change it. If this is incorrect. Update or Discontinue Positions Adding a position creates a new position in the organization that a single employee will fill. 5. Either select Add New Position Type or select an existing position type to edit. click Administer Positions. 9. If it is. Today's date displays for the Post Date.. The job title will automatically display as the position title. Troubleshooting An error message appears when Confirm is clicked. Either an HR Staff person or an HR Manager can add a new position or update an existing position. A position that is not linked to an employee but for which you intend to hire someone to fill it is called an open position. if the position title is different from the job title. Add. 7. Temporary. 2. click Administer Positions. From the home page or left menu. click Save to save it. In the "Manage Positions" section. If you do not want to add the position type after all. Select the Job for the new position. Consultant. A position that is filled by an employee is called a closed position. 6. Change the name and try saving again. Enter the Name of the position type. 2/19/2008 . Enter the position's Code. Make sure that the position type has been already been entered. 4. add those position types to the system. Make sure Open and Add New Position are selected in the menus and click the Update button..

the system will not save two positions with the same code. select the Proposed End Date for the position (optional). If you do not want to create the position after all. enter any comments or notes about it in the Interview Comments box (optional). Select the code and title of the position that will supervise this position in the Supervisor menu (optional). select "Discontinued" from the Status menu. Repeat these steps to add the supervisor's position. The correct currency is not available for selection. Select the Department where the position is located (optional). After clicking Add. 13. 17. then edit the current position to select the correct supervisor (see Edit a position). The correct salary source is not available for selection.. Required fields are outlined in red. click Save to save it. Click Confirm and confirm that the position entered is correct. The salary source must be added to the system by an HR Manager (see Add salary sources). file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. 11. The correct job for the position is not available for selection. 18. The office or facility for the position is not available for selection. Enter any comments or notes about the position in the Position Comments box (optional). all discontinued positions will display in the second Position menu. Make certain that you have completed all required fields: the job. click Return (do not save changes). Select the office or facility where the position is located in the Facility menu.iHRIS Manage User's Manual Page 39 of 71 the date. 12. title. click Edit to change it. The supervisor's position must be added to the system before it can be selected. Troubleshooting Instead of creating a new position. 14. The supervisor's position is not available for selection. Select the position to re-open and click the Open button. 15. If it is not correct. Fill in all missing information and try saving again. Also make certain that the position code is unique. If the position is short-term. Select the Proposed Hiring Date for the position (optional). code and facility. 2/19/2008 . The HR Manager must create the new job before the position can be added (see Add jobs). you want to use a position that was previously created but was discontinued.. If an interview has been held for the position. 16. If it is. An error message displays when Confirm is clicked. Create or Discontinue a Position. Select the Position Type (optional). 19. The currency must be added to the system by an HR Manager (see Add a currency).

click Add. 2. The department is not available for selection. it can be discontinued. 1. The position can be re-opened at any time. click Return (do not save changes). From the first Status menu. Click Confirm and confirm that the position entered is correct. This will prevent the position from displaying in open position lists. Click Discontinue. click Edit to change it. make sure "Open" is displayed. Fill in all missing information and try saving again. click Administer Positions. 4. In the first Status menu. Change any field. Make certain that you have completed all required fields: the job. click Add. 6.. Required fields are outlined in red. title. Closed or Discontinued. 5. From the home page or left menu. Select the position to edit from the second Position menu and click Update. In the "Manage Positions" section. Edit a Position Once a position has been created in the system. If it is not correct. Either an HR Staff person or an HR Manager can discontinue a position. Troubleshooting file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. 2/19/2008 . Update or Discontinue Positions. click Administer Positions. The position type is not available for selection. 3. Select the position to discontinue from the second Position menu. From the home page or left menu. click Save to save it. 5. select the status of the position: Open. Update or Discontinue Positions.. code and facility. If it is. Troubleshooting An error message displays when Confirm is clicked. Discontinue a Position If a position is no longer needed and is not filled by an employee. Also make certain that the position code is unique. an HR Staff person or an HR Manager can change any of the information for the position. The position type must be added to the system by an HR Manager (see Add position types).iHRIS Manage User's Manual Page 40 of 71 The office or facility must be added to the system by an HR Manager (see Add an office or facility). The department must be added to the system by an HR Manager (see Add a department). 3. If you do not want to update the position after all. 1. 2. the system will not save two positions with the same code. 4. In the "Manage Positions" section.

click Administer Database under Configure System. 2/19/2008 . including those that were installed with the main software package and any modules you may have installed separately. Click Configure to open a new screen showing all options for that module. Only the System Administrator and the HR Manager can access the Configure System page. Use this page to customize settings for the module. Configure System Click Configure System on the main menu to access options for setting up and customizing iHRIS Manage. 2. These modules will change depending on the module that is selected. Examples of facility types include Office. Enter the Name of the facility type. A checkbox appears beside most module names. Only the HR Manager and System Administrator can create data types. Most modules are enabled by default. Hospital and Clinic. From the home page or left menu. create and update user accounts. Specify at least one facility type. if it is not needed.) Administer Database To ensure that standard data types such as marital status. jobs and positions. You will need to remove the employee from the position before you can discontinue the position (see Record a departure and Record a position change). In the "Organization Lists" section. Here is where you can configure modules that will be used in the system. the module is required for iHRIS Manage to operate properly and cannot be disabled. Click the checkbox to remove the check and disable the module. 4. Click Administer Database to create and update standards lists of data for selection in system menus. These lists are used to create selection menus that provide standard options for selection when adding records. Either select Add New Facility Type or select an existing facility type to edit. reasons for position changes.0. This page lists all modules that have been installed for the system. or turned on. those standard data types must be created as lists. the module is enabled. select "Closed" in the Status menu. select Facility Type. Add a Facility Type The facility type classifies each office and facility in the organization for reporting and organizational purposes. To see all filled positions. Make certain the position has not been filled by an employee. Beside most modules a Configure link appears.. 3. and administer the database. The module can be re-enabled at any time. this is still under development..iHRIS Manage User's Manual Page 41 of 71 The position is not displayed in the selection menu. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. the menu underneath will then show all closed positions. Note that if the checkbox does not appear. If the checkbox is checked. 1. geographical locations and the like are enforced across the system. Only the System Administrator can configure modules. Configure Modules Click Configure Modules to enable new modules and customize all modules that have been installed for use in iHRIS Manage. (As of Version 3.

The correct facility type is not available for selection. Troubleshooting An error message appears when the Confirm button is clicked. Click Confirm and confirm that the information entered is correct. a list of counties in that district displays in the selection menu underneath the district.. 8. Only the HR Manager can add or edit offices and facilities. In the first menu under "Geographical Location. district or county is not available for selection. 6. select the District where the office or facility is located. 3. click Edit to change it. Click Confirm and confirm that the facility type entered is correct. Select a Facility Type for the office or facility. 2/19/2008 . select the County where the office or facility is located (optional). Make certain you have entered a name for the facility type and that it is not the same as a facility type that was already entered. If it is. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. Then click Administer Database and follow the steps above to add the new office or facility. Enter the Name of the office or facility. If it is not correct. Fill in any missing information and try saving again. If it is. select Office/Facility. The correct country. If you do not want to add the office or facility after all. Troubleshooting An error message appears when Confirm is clicked.. If you do not want to create the facility type after all. click Return (do not save changes). Enter the Contact Information for the office or facility. Required fields are outlined in red. 10. Change the name and try saving again. 5. 4. click Save to save it. If it is not correct. 1. click Edit to change it. Click Add New under the "Facility Type" menu and enter the name of the facility type. Add an Office or Facility If your organization has multiple offices or facilities. 9. If known. click Return (do not save changes). Make sure that all required fields have been completed and that the name of the office or facility has not already been entered. click Administer Database under Configure System. In the "Organization Lists" section.iHRIS Manage User's Manual Page 42 of 71 5. You will have to re-enter any information you previously entered for the office or facility. 2. From the home page or left menu. you may add each one to the system in order to link positions to the offices or facilities where they are located. a list of districts in that country displays in the selection menu underneath the country. From the menu select Add New Office/Facility and click the Add button. You may also update information about an office or facility if it changes. Enter at least one office or facility. 7. click Save to save it. preferably the location of your organization's headquarters." select the Country where the office or facility is located. If known.

If it is. you may skip this step. select Department. Enter the Name of the department. From the home page or left menu. 4. If it is. click Save to save it.iHRIS Manage User's Manual Page 43 of 71 Click Add New under the "Country. click Return (do not save changes). From the home page or left menu.. 1. you may add them to the system and then link positions to their departments. Add a Department If any part of your organization is structured into departments. 1. Troubleshooting An error message appears when Confirm is clicked. 2/19/2008 . click Edit to change it. Examples of education types include High School. College and University. If you do not want to add the department after all. Select Add New Education Type or select an existing education type to edit. Enter the Name of the education type. In the "Organization Lists" section. Examples of departments include Finance. Change the name and try saving again. 2. Click Confirm and confirm that the department entered is correct. Add an Education Type The education type classifies a type of educational institution that issues degrees. select Education Type. Education types are selected when entering a person's educational history. Then click Administer Database and follow the steps above to add the new office or facility. The office or facility has already been entered but needs to be updated. 5. click Edit to change it. 4. click Administer Database under Configure System. Troubleshooting An error appears when Confirm is clicked. Click Confirm and confirm that the education type entered is correct. If it is not correct. click Administer Database under Configure System." "District" or "County" selection menu and enter the name of the location. 3. If your organization does not use departments. In the "Employee Lists" section. 5.. Information Technology and Human Resources. Click Update This Information to change any field. You will have to re-enter any information you previously entered for the office or facility. 2. If it is not correct. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. Make sure that you have entered a name for the department and that it is not the same as a department that was already entered. Either select Add New Department or select an existing department to edit. click Save to save it. 3. Select the office/facility to edit from the dropdown menu and click the View button.

click Administer Database under Configure System. Select Add New Language or select an existing language to edit. You will have to re-enter any information you previously entered for the degree. 1. click Return (do not save changes). Make sure that the name of the degree has been entered and an educational type has been selected -these fields are required. Also make certain that the degree has not already been entered for that education type. duplicates are not allowed. 2/19/2008 . Troubleshooting An error message appears after clicking Confirm. The degree will be selected when entering the educational history for a person into the system. you will need to add one or more kinds of degrees for that type. Select the Education Type for the degree. If it is. select Language. If it is not correct.. In the "Employee Lists" section. Click Confirm and confirm that the degree entered is correct. Examples of degrees include: diploma for high school. Click Add New underneath the "Education Type" menu to add a new education type. If you do not want to add the education type after all. 3. and Master's degree or PhD for university. Then click Administer Database and follow the steps above to add the new degree. reading and writing foreign languages. Bachelor's degree for college. From the home page or left menu. In the "Employee Lists" section. Change the name and try saving again. 3. If it is not correct. each language must be added to the system to be selected when adding the employee's qualifications. Enter a Name for the degree. click Return (do not save changes). Enter the Name of the language. 4. 2. Complete the missing or incorrect fields and try saving again. Add a Language If you want to track employee proficiency in speaking. 4. 6.iHRIS Manage User's Manual Page 44 of 71 Make certain that the education type has not already been entered. select Degree. If you do not want to add the degree after all. 1. if it has not already been selected. From the menu either select the education type for the degree and click the Update button to add a new degree or select the name of the degree to edit. Click Confirm and confirm that the language entered is correct. click Save to save it. click Edit to change it. The matching education type does not appear in the list. The required fields will be outlined in red.. From the home page or left menu. 2. 5. click Edit to change file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. Add a Degree After adding an education type. click Administer Database under Configure System. 5.

If it is. For example. 6. Enter the Name of the competency. Troubleshooting An error message appears when Confirm is clicked.. click Edit to change it. If it is not correct.. Enter the Name of the competency type. 2. Make certain that the language has not already been entered. Change the name and try saving again. 5. select Competency Type. From the home page or left menu.skills or qualifications in which an employee has been assessed as competent -. 5. select Competency. Troubleshooting An error message appears when Confirm is clicked. Select the competency type for the comptency from the first menu. click Save to save it. Software Use and Document Formatting. The set of competencies and competency types comprise your organization's competency model. click Save to save it. 1. If you do not want to add the language after all. add one or more competencies -. Make certain that the competency type has not already been entered. If it is. 3. If you do not want to add the competency type after all. click Administer Database under Configure System. Change the name and try saving again. Either select an existing competency to edit or click the Update button to add a new competency. When an employee has been assessed as having a particular competency.iHRIS Manage User's Manual Page 45 of 71 it. 4. 4. click Return (do not save changes). 1. 2. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. In the "Employee Lists" section. Competency types combined with competencies comprise your organization's competency model.grouped under that competency type. Client Interaction and Diagnostics. Examples of competency types include Computer Skills. From the home page or left menu. that competency can be added to the employee's record. specific competencies could include Data Entry. or skills in which employees have been assessed as competent. Add a Competency Type A competency type is a broad category for organizing competencies. 2/19/2008 . click Return (do not save changes). if it was not already selected. Select the Competency Type from the menu. for the competency type Computer Skills. In the "Employee Lists" section. 3. Either select Add New Competency Type or select an existing competency type to edit. Click Confirm and confirm that the competency type entered is correct. click Administer Database under Configure System. Add a Competency After adding a competency type.

click Edit to change it. Either select Add New Benefit Type or select an existing benefit type to edit. Enter the Name of the identification type. If it is not correct. 2/19/2008 . The correct competency type is not available for selection. select Identification Type. Either select Add New Identification Type or select an existing identification type to edit. Troubleshooting An error message appears when Confirm is clicked. Under the "Competency Type" menu. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. If it is not correct. 2. Then click Administer Database and follow the steps above to add the new competency. 1. 3. If it is. Enter the Name of the benefit type. Social Security Number and National Health Insurance Card. click Administer Database under Configure System. From the home page or left menu. click Add New and enter the correct competency type. click Save to save it. click Return (do not save changes). click Save to save it.. In the "Employee Lists" section. used to identify an employee or applicant. Make sure that a competency was not already entered for that competency type. 8. In the "Employee Lists" section. 4. click Edit to change it. If it is. Click Confirm and confirm that the competency entered is correct.. select Benefit Type. Troubleshooting An error message appears when Confirm is clicked. Travel Advance and Bonus. 3. Examples of identification types include Passport. Click Confirm and confirm that the identification type entered is correct. Enter any Notes about the competency (optional). Make sure that the identification type has not already been entered. Examples of benefit types include Allowance.iHRIS Manage User's Manual Page 46 of 71 7. Change the name and try saving again. click Return (do not save changes). If you do not want to add the competency after all. If you do not want to add the identification type after all. You will have to re-enter any information you previously entered for the competency. Change the name or comptency type and try saving again. Add an Identification Type The identification type classifies a type of identification. 4. 1. Add a Benefit Type The benefit type classifies a type of benefit or special payment to an employee. click Administer Database under Configure System. From the home page or left menu. 2. 5. or non-changing information.

Death and Out Migration. select Reasons for Departure. Troubleshooting An error message appears when Confirm is clicked. Married. In the "Employee Lists" section.. Change the name and try saving again. If it is. Examples of reasons for departure include Promotion. click Return (do not save changes). select Marital Status. If it is not correct. click Return (do not save changes). 4. 3. If you do not want to add the marital status after all. Add a Marital Status Marital status is used to identify employees' legal status. Make certain that the marital status has not already been entered. 3. If you do not want to add the benefit type after all. click Save to save it. 4. Divorced and Widowed. Either select Add New Reasons for Departure or select an existing reason for departure to edit.iHRIS Manage User's Manual Page 47 of 71 5. If it is not correct. Click Confirm and confirm that the benefit type entered is correct. Enter the Name of the reason for departure. Examples of marital status include Single. Change the name and try saving again. Troubleshooting An error message appears when Confirm is clicked. 1. click Edit to change it. Add a Reason for Departure Reasons for departure are used to classify the reasons why an employee has left the employment of the organization or changed positions. click Administer Database under Configure System. click Edit to change it. click Save to save it. In the "Employee Lists" section.. From the home page or left menu. click Save to save it. If it is. Layoff. If it is. 1. If it is not correct. Make sure that the benefit type has not already been entered. 5. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. 2. Illness. Click Confirm and confirm that the marital status entered is correct. 2. From the home page or left menu. Click Confirm and confirm that the reason for departure entered is correct. 2/19/2008 . click Edit to change it. click Administer Database under Configure System. Enter the Name of the marital status. 5. Either select Add New Marital Status or select an existing marital status to edit. Termination. Troubleshooting An error message appears when Confirm is clicked.

If you do not want to add the reason for departure after all. add at least one region. 6. The required 2-Character Alpha Code is not known. Required fields will be outlined in red. click Edit to change it. For each country you have entered in the system.. Add a Country You will need to add at least one country to the system for selection whenever a geographical location is required. select Country. The system will not allow duplicate countries.) 4.these fields are required. Add a Region A region is a major subdivision of a country.iHRIS Manage User's Manual Page 48 of 71 Make certain that the reason for departure has not already been entered. then click Update This Information. Make sure that the country and two-letter country code have not previously been entered into the system. leave the default as No. click Return (do not save changes). 5. select its name from the menu and click the View button. 3. only a region that is associated with a particular country can be chosen when that country is selected. Enter or edit the Name of the country. 1. This will place the country name at the top of all country selection menus. Click Confirm and confirm that the country entered is correct. Region choices depend on which country is selected.. If it is not correct. 2. In addition. Enter the ISO Numeric Code for the country (optional). 8. Also check that the country name and code have been entered -. click Administer Database under Configure System. (To edit an existing country. In the "Geographic Information" section. click Administer Database under Configure System. select Yes in the Primary Country menu. Enter the 2 Character Alpha Code for the country. Change the name and try saving again. Try completing the missing fields or changing the country name and saving again. If it is. From the menu select Add New Country and click the Add button. click Return (do not save changes). you should add the names of all countries where employees are located or all nationalities you would like to track in the system. Otherwise. If you do not want to add the country after all. From the home page or left menu. This should be the country where your organization's headquarters are located. click Save to save it. If the country is the primary country where your organization is located. 2/19/2008 . file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. Troubleshooting An error message appears when the Confirm button is clicked. Find a complete list of 2-letter country codes on the International Organization for Standardization (ISO) website}. From the home page or left menu. 7. 1. There can be multiple primary countries.

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2. In the "Geographic Information" section, select Region. 3. From the menu select Add New Region and click the Add button. (To edit an existing region, select its country and name from the menus and click the View button; then click Update This Information.) 4. Enter or edit the Name of the region. 5. Select the Country in which the region is located. 6. Enter a Code for the region (optional). 7. Click Confirm and confirm that the region entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it. Troubleshooting An error message appears when the Confirm button is clicked. Check that a region with the same name has not already been entered for that country. There cannot be two regions with the same name in the same country. Also make sure that the region name was entered and its country was selected -- these fields are required. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add the region after all, click Return (do not save changes). The country name is not available for selection. Under the "Country" menu, click Add New and add the country. Then click Administer Database and follow the steps above to add the new region. You will have to re-enter any information that you previously entered for the region.

Add a District
A district is a subdivision of a region. In some locations, the district may be called the state or province. District choices depend on which country is selected; only a district that is associated with a particular country can be chosen when the country is selected. For each region you have entered in the system, add at least one district. 1. From the home page or left menu, click Administer Database under Configure System. 2. In the "Geographic Information" section, select District. 3. From the menu either select the option to Add a New District or select an existing district to edit; you will need to first select the name of the country and region in which the district is located to display a list of matching districts, then select the name of the district. 4. Click the Update button. 5. Enter or edit the Name of the district. 6. Select the Country and then the Region in which the district is located. 7. Enter a Code for the district (optional). 8. Click Confirm and confirm that the district entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

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Troubleshooting An error message appears when the Confirm button is clicked. Check that a district with the same name has not already been entered for that region. There cannot be two districts with the same name in the same region. Also make sure that the district name has been entered and the country and region for the district were selected -- these fields are required. Required fields are outlined in red. Fill in the missing fields and try saving again. If you do not want to add the district after all, click Return (do not save changes). The country or region name is not available for selection. Under the appropriate menu, click Add New and add the country or region. Then click Administer Database and follow the steps above to add the new district. You will have to re-enter any information that you previously entered for the district.

Add a County
A county is a smaller geographical division within a district. The term county corresponds to sector in some locations. Assigning counties is optional for this system. County choices depend on which district is selected; only a county that is associated with a particular district can be chosen after that district is selected. For any district entered in the system, you may add multiple counties. 1. From the home page or left menu, click Administer Database under Configure System. 2. In the "Geographic Information" section, select County. 3. From the menu either select the option to Add a New County or select an existing county to edit; you will first need to select the name of the country, region and district in which the county is located to display a list of matching counties, then select the name of the counties. 4. Click the Update button. 5. Enter or edit the Name of the county. 6. Select the Country, the Region and the District in which the county is located. 7. Click Confirm and confirm that the county entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it. Troubleshooting An error message appears when the Confirm button is clicked. Check that a county with the same name has not already been entered for that district. There cannot be two counties with the same name in the same district. Also check that the county name has been entered and the country, region and district have been selected -- these fields are required. Required fields will be outlined in red. Try completing the missing fields and saving again. If you do not want to add the county after all, click Return (do not save changes). The correct country, region or district is not available for selection. Click Add New underneath the appropriate menu to add the new country, region or district to the system. Then click Administer Database and follow the steps above to add the new county. You will have to reenter any information you previously entered for the county.

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Add a Currency
If your organization pays salaries or other payments in more than one currency, you should add each currency. The correct currency may then be selected when entering the salary or special payment. At least one currency should be added. 1. From the home page or left menu, click Administer Database under Configure System. 2. In the "Geographic Information" section, select Currency. 3. From the menu select Add New Currency and click the Add button. (To edit an existing currency, select its name from the menu and click the View button; then click Update This Information.) 4. Enter the Currency Code, an abbreviation that will identify the currency in selection menus. 5. Enter the Name of the currency (optional). 6. Select the Country for the currency (optional). 7. Enter the Symbol for the currency; the symbol will also appear in selection menus (optional). 8. Click Confirm and confirm that the currency entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it. Troubleshooting An error message appears when Confirm is clicked. Make sure the currency code was entered and that it is not the same as a code that has already been entered. Change the code and try saving again. If you do not want to add the currency after all, click Return (do not save changes). The country for the new currency is not available for selection. Under the "Country" menu, click Add New and add the country. Then click Administer Database and follow the steps above to add the new currency. You will need to re-enter any information you previously entered for the currency. How do I enter a currency symbol that does not appear on my keyboard? If you are using a Windows computer and have a separate numeric keypad on your keyboard, you may enter a currency symbol by holding down the ALT key on the numeric keypad and typing in the code for the symbol, then releasing the ALT key. British pound: ALT+0163 Euro: ALT+0128 Yen: ALT+0165 Florin: ALT+0131 Generic currency symbol: ALT+0164 The symbol is optional and may be omitted.

Administer Users
Click Administer Users to create, update and disable user accounts to enforce secure access to the system. Only the System Administrator can add user accounts to the system.

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. Enter the First Name and Surname of the user. Complete the missing fields and try saving again. 7. The system will generate an error for duplicate usernames. with a unique username and password. Select Add New User from the dropdown menu and click the Add button. If it is not correct. Usernames and passwords may also be changed. If you do not want to add the user account after all. If it is.iHRIS Manage User's Manual Page 52 of 71 Add a User In order to allow a user to access the system. Enter an Email for the user. Enter a Username for the user: one word with no special characters (letters and numbers only). the account can be disabled. If an email address was entered. can search for. Troubleshooting A required field was not completed. If the password is entered. Click Confirm and confirm that the account entered is correct. click Edit to change it. 5. 1. The required field(s) will be outlined in red. 4. If a user no longer has access to the system. view. re-enter it to confirm. 2. Update a User If information about a user has changed. including correcting data. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. the System Administrator can update the user account with the change. Each user is assigned a role. creating the job structure and managing data selection lists. 3. The two passwords must match. can search for and view any record but cannot enter data into the system If no role is selected. the System Administrator must create a user account for the person. Otherwise. 6. 2/19/2008 . Return to the Administer Users screen and select the username from the dropdown menu to edit the user account (see Update a User). click Administer Users. Select the option to randomly Generate a New Password or enter a Password for the user. The username is already in the system. click Save to save it. can generate any report Executive Manager: generates reports in order to analyze data. click Return (do not save changes). you will have to provide the user with the username and password. The system will display an error message. which determines the actions that the user can perform in the system.. an email message will be sent to the user with the username and password. 8. enter data in and correct any record and generate any report HR Staff: enters and updates records and positions. On the Home page or left menu. if known (optional). the user will be disabled and cannot access the system in any capacity. Select the Role of the user: System Administrator: has full access to the system HR Manager: manages system data.

click Return (do not save changes). This graph file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. university/graduate school. applicant A person who has applied for an open position. including free-standing specialty clinics. click Save to save them. The system will display an error message. On the Home page or left menu. The user account information is displayed. base projection A graph comparing changes in available human resources over time with required resources. 2/19/2008 . maternal and child health centers. attrition The loss of health workers from the workforce due to any reason. the attrition rate may be due to death and illness or to other reasons. 4.. take the national exam or become registered as a health professional. 2. Also education level agent See facility agent. Make the change or select "No Access" from the Role menu to disable the account. band See salary grade. click Edit to change them. Complete the missing fields and try saving again. Troubleshooting A required field was not completed. attrition rate The expected average annual rate of attrition expressed as a percentage of the total workforce. typical values are: primary level. click Administer Users. ambulatory facility A health care facility that does not have beds. If it is. From the menu select the user account to change. health posts and aide posts. Also job applicant application The official submission of a form to apply for a job. academic level The highest level of formal education attained by a person. secondary level. If not. 3. health centers without beds. assumption A well-informed estimate about future changes to the workforce that are used to project workforce supply each year following the starting year in a projection. If you do not want to update the user account after all. Glossary of Terms academic information See education history.iHRIS Manage User's Manual Page 53 of 71 1. Click Confirm and confirm that the changes are correct. The required field(s) will be outlined in red. college..

Also special payment birthplace The country. closed position A position within an organization that has been filled by an employee... typical values are: certificate of primary education. when a position is marked closed. class One instance of a training program that takes place on a specific date at a specific site. diploma. Also training class classification See certificate. baseline See starting year. contact information file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. there may be multiple classes for one training program. 2/19/2008 . advanced level certificate. bachelor's degree. Also health cadre. competency type A broad category of related competencies.e. the payment may be onetime or recurring. cadre A broad category or subset of health workers characterized by the specific training..iHRIS Manage User's Manual Page 54 of 71 demonstrates the results if no interventions are applied and visually represents the gap between human resources supply and demand. citizenship See nationality. certificate. Also classification. occupational category certificate Certifies that a particular academic level has been achieved. competency model A collection of competencies that together define successful performance in a particular work setting. base year See starting year. benefit A payment made to an employee that is separate from the employee's salary. degree. competency A skill performed to a specific standard under specific conditions. the organization is not actively hiring for the position. Also filled position CME See continuing education. diploma change date The date when an employee moves from one position to another as the result of a transfer or promotion. B-Y See starting year. degree or other qualifications required to practice or be licensed in that field (i. ordinary level certificate. PhD. district and/or county where a person was born. Nurse). master's degree.

continuing professional development See continuing education. deployment date See hiring date. dependent A legal spouse or child of an employee. continuing education Credit hours required for a health care worker to renew his/her license while practicing. credit hours The number of credits a person receives for taking a continuing education course. continuing medical education.iHRIS Manage User's Manual Page 55 of 71 Mailing addresses. typically around similar job functions and following supervisory lines. Also CME. continuing professional development. i. 2/19/2008 .. Also hours current position The position that an employee currently holds with an organization.. typically located within a district. county The smallest geographic subset. gender. phone numbers. current residence The address or country. and dependents. CPD continuing medical education See continuing education. deploy To move an employee into a particular position at a particular location. deployment The process of being employed in a health facility as a licensed health care worker. this may be different than the person's home residence. demographic information Statistical information about a person. Also sector course See training program. do not discontinue training or graduate. continuing students The total number of students who continue in a multi-year training program. deployment history A history of all positions a health professional has held.e. Also residence degree See certificate. email addresses and similar information for a person. CPD See continuing education. such as marital status. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. district and county where a person is currently living. department A division within an organization.. equivalent to a sector. birth date.

or a history of all diplomas. no employee fills it and the organization is not soliciting applications for the position.iHRIS Manage User's Manual Page 56 of 71 designation See job. 2/19/2008 . employer See organization. Also province. district A smaller geographic unit within a region created by the central government for easy administration. discontinuation An interruption in a training program.. continuing education or informal. training disruption discontinued position A position that is no longer required by an organization. disciplinary action A warning or notice issued to a health professional or employee as a result of an infraction. Also academic information. such as a salary change. equivalent to a state or a province. diploma See certificate. degrees. employee A person who is paid by an employer to perform a specific job. education history Information about a person's academic history and qualifications. disruption See discontinuation. including the company name and salary history. education type The type of qualification or certificate/degree that a person has received.. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. employment history A history of all jobs held by a person. also the date at which a license expires. education level See academic level. such as college/university. certificates and other educational qualifications obtained by a person. end date The date at which an employee leaves a position. officially takes effect. Also disciplinary notice disciplinary notice See disciplinary action. education information education information See education history. effective date The date when something. state duty station See facility. Also disruption.

foreign-trained health worker A health worker who received training outside the country and has applied to practice inside the country. health facility. mission. endorser A person who recommends a student graduating from a training program to take the national examination. responsibility center facility agent The owner of a health facility or training institution. FTE See full-time equivalent. hospital. examination A test that every student graduating from a health training program must qualify for. Also ending wage. private. Also duty station.. ending salary The salary that an employee is earning when s/he leaves an organization. exam number See examination number. enrollment The total number of students enrolled in a training program (including new students plus students who are re-enrolling). final exam. filled position See closed position. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. ending wage See ending salary. Also exam. office. typical values are: government. take and pass in order to qualify for registration. typical values are: dispensary. Also agent facility status The status of a facility as either open or closed. Also exam number facility A specific division within an organization that is defined by having its own budget and often has a unique facility code. health unit. national exam examination number The number issued to a student who has applied to take the national exam and has been verified as qualifying to take the exam. which also refers to the classification of the facility.. 2/19/2008 . domicilliary.iHRIS Manage User's Manual Page 57 of 71 ending position The last position that an employee holds with an organization. Often a facility is responsible for providing health care services. final exam See examination. facility type A type of health facility. exam See examination.

home residence The address or geographical location where a person permanently lives. Also permanent address hospital A bedded facility that may also provide ambulatory care. identification Non-changing information (such as Social Security Number. health facility See facility. 2/19/2008 . in migration The process of foreign-trained health workers immigrating into the country to practice. province. index See intake. includes health centers with beds. region. state. which determines whether a student has met the minimum requirements to attend a training institution. hire To fill an open position.iHRIS Manage User's Manual Page 58 of 71 full-time equivalent The equivalent of one full-time staff person. two half-time staff equal one full-time equivalent. includes personal data such as name.. mental hospitals and specialized acute care hospitals. nationality and demographic information. graduation Official completion of a training program.. grade The assessment attained at an academic level. index number The number issued to a student when s/he enters a new training program.e. Also deployment date hiring decision The official decision whether to offer a job to an applicant.. county or sector. identification code Unique code used to identify a facility or training institution. i. individual information Data about an individual captured in that person's record. hiring date The date on which an open position is filled. district. Also FTE geographical location Refers to any geographical division. national health insurance identification number or passport number) used to identify a person. such as a country. health cadre See cadre. Also personal information file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. hours See credit hours.

ISCO classification code See job classification code. intervention An action modeled against human resources data and influences. usually to update skills or gain new competencies. may also be applied to health cadres. scope.iHRIS Manage User's Manual Page 59 of 71 in-service training program A training program that is completed while the worker is an employee of an organization. intervention template A set of interventions that are applied collectively to a pool of human resources. There may be multiple instances of the same job within an organization. Also post title language proficiency A person's reading. and a separate license must be obtained for each cadre in which the health worker intends to practice. or a specific set of duties and responsibilities. writing and/or speaking ability in a foreign language. preferably a standard coding system established by the ISCO for classifying professions. Also index intermediate projection years Any years before the target year for which projections are desired. intake The process of entering a training program. with the intention of closing the gap between available human resources and human resource needs over time. Examples include instituting a recruitment program. The license must be renewed regularly.. changing the retirement age and increasing incentives to work in high-need areas. private practice clinic or training institution is qualified to provide services. duties and responsibilities that matches a particular job description and has a unique job code. license Certification that a health worker is eligible to practice in a country. job classification A broad category used to organize jobs. the job classification may or may not be equivalent to the health cadre. Also ISCO classification code job code A unique code associated with a particular job that identifies that job for the organization. post job applicant See applicant. license history file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. inspection The process of certifying that health facility. duties and qualifications required to perform a particular job. job classification code A unique code that identifies a job classification.. job A general set of qualifications. job title The label used to describe a job. Also post code job description A written document that specifies the responsibilities. 2/19/2008 . Also designation.

name history The history of a person's name changes due to marriage or other reasons. 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. this number may or may not be identical to the registration number. 2/19/2008 . major A person's primary field of study. old applicant A person who previously applied for an open position. national exam See examination.iHRIS Manage User's Manual Page 60 of 71 A history of all licenses a health professional has held to practice in a cadre. occupational category See cadre. married. midpoint The average salary offered to new hires in a salary grade. Also employer organizational chart A report that visually displays the supervisory structure of an organization by linking supervisors to their supervisees. old employee A person who previously worked for an organization but has left the organization. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser.. but who has not applied for any positions that are currently open. government or nonprofit. out migration The process of a health worker leaving the country where s/he was trained in order to practice in a foreign country. such as: single. widowed. Also citizenship need See requirements. password A hidden phrase that provides secure access to the system. such as a company. which may not be equivalent to the true average of the salary range within that grade. with supervisors above their supervisees. office See facility. Also vacancy organization An employing institution. usually using boxes and connecting lines. nationality The country where a person is a legal citizen. divorced. marital status A person's legal status. license number The number issued with a license to practice as a health worker..

usually to obtain necessary qualifications to practice. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser.. such as a degree or certificate. post code See job code. personal information See individual information. such as temporary. generally temporary or permanent. There may be multiple positions for one job in one organization.. post date The date a position is opened for hiring. consultant. private practice license An additional license issued to a health worker who has applied to practice in a private clinic. position history A record of all positions an employee has held with the organization. practice type The type of registration issued to a health worker. the projection generally compares the supply to the requirements and may include graphs showing the effects of interventions in closing the gap between the two.iHRIS Manage User's Manual Page 61 of 71 permanent address See home residence. expressed as a percentage of the total intake. seconded. permanent. closed or discontinued. etc. pre-service training A training program that is completed before a health worker enters employment. post title See job title. position status The status of a position as open. position type A classification of a type of position. projection Calculation of the supply of the health workforce and required health workers over time based on workforce data and assumptions made about future changes to the health workforce. position title A specific title different from the job title that defines one particular position within an organization. 2/19/2008 . post See job. pre-service trainee loss rate The expected average percentage of training intake not expected to be available for service due to failure to complete training. 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 description A supplement to the job description that describes the duties of one specific position in the organization. population growth rate The percentage by which the population of an area will grow annually.

does not refer to the actual salary for the position. proposed salary The salary that is proposed for an open position before it has been filled.. resource A human resource. the model may be based on need. as distinguished from the end date. renew The process of reapplying for a license and receiving a valid extension of the license for a period of time. a health professional is required to receive a specific number of continuing education credit hours before qualifying for license renewal. often. filters can be set on a report to determine the range of data displayed. requirements The number of health workers necessary to meet the health service need.iHRIS Manage User's Manual Page 62 of 71 promotion A move by an employee from one position to another at a higher level or salary grade within the organization. often with a corresponding pay raise. or formula. educational level or training that a person must have in order to perform a particular job or to be certified in a speciality of a cadre. registration The process of applying for and being licensed to practice professionally in a country. typically. residence See current residence. proposed end date Date at which funding or the role for a position is tentatively scheduled to end. used to project workforce requirements in future years. demand. registration number A number that is issued when a health worker enters the profession within a particular cadre. 2/19/2008 . record Collection of all data about one person stored in the system. region A major subdivision of a country containing districts. reinstatement The process of reissuing a license to a health professional after a suspension due to a disciplinary action. targets or ratios. province See district. Also need requirements model The model. qualification A competency. responsibility center file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. report Display of data from the system as a table or graphical chart.. 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.

salary source A monetary source for an employee's salary. salary band salary history A record of an employee's past and current pay. secondary school The school attended before entering a training institution. retirement rate The expected average annual rate of retirement upon reaching retirement age expressed as a percentage of the total workforce. role Determines the activities that a user can perform within the system. salary band See salary grade. sector See county. college or university. in some countries. special payment See benefit. salary grade Defines pay ranges for one or more jobs. salary The amount an employee is paid per year for a particular job. skill Specific knowledge or proficiency required to perform a particular job task. workers may receive a pension or other benefits upon reaching retirement age. Also specialty specialty See specialization.. retirement The point at which a worker permanently leaves the workforce. 2/19/2008 . retirement age The nationally standardized age at which workers are expected or required to retire.. Also source scholarship A monetary award given so that a person may defray the costs of a pre-service or in-service training program. usually due to reaching retirement age.iHRIS Manage User's Manual Page 63 of 71 See facility. resumption The process of returning to a training program that was previously discontinued. Also band. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. source See salary source. specialization A field in which an employee has acquired a great deal of expertise through educational training and/or on-the-job experience.

training disruption See discontinuation. suspension A disciplinary action in which a health professional's license is revoked. Also T-Y trainer A person who has been assessed competent in training and in the skills s/he is teaching and who is conducting training programs. Also base year. usually expressed in text. Also starting wage starting wage See starting salary. surname Family name or last name.. target year The year in which a projection of the health workforce ends. B-Y state See district. baseline. 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. Also refers to the date that a license is issued. Also supervisory position supervisory position See supervisor. target A goal or proposed outcome for health workforce plans or projections. starting position The first position that an employee holds with an organization. supply The actual number of health workers available for deployment. file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser. starting salary The salary that an employee earns when s/he first joins an organization.iHRIS Manage User's Manual Page 64 of 71 start date The date at which an employee starts working in a position. 2/19/2008 . usually 5-15 years after the base year. used to project workforce supply in future years based on the current supply of health workers plus projected new workers minus projected losses. for which there is known workforce data. starting year The year in which a projection of the health workforce begins. supervisor A position that manages one or more employees of a lower grade. training class See class. supply model The model.. such as to meet a specific need or staff up to a certain level. or formula.

when completed. You may do so in any of the following ways: Click the Feedback button at any point in the iHRIS Manage system. 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. training program A course offered by a training institution that. May also refer to an in-service program that enables an employee to gain a new competency needed for a job while employed. vacancy See open position. training institution A school that offers one or more programs to train health workers. or a suggestion for a new feature or improvement. 6340 Quadrangle Drive Suite 200 Chapel Hill.iHRIS Manage User's Manual Page 65 of 71 training funder An organization that funds and sponsors in-service training programs. qualifies a person to be registered or licensed in a particular cadre. username Name used to log in to the system. November 2002 file://C:\Documents and Settings\sturlington\My Documents\HelpFiles\iHRISManageUser.." Send us an email at: hris@capacityproject. T-Y See target year. NC 27517 GNU Free Documentation License GNU Free Documentation License Version 1. facility or geographical location. please contact the HRIS Development team. or if you would like to discuss initiating HRIS strengthening activities. Contacting the iHRIS Development Team If you have a question. Visit the HRIS Strengthening Website at <http://www. Also course transfer A move by an employee from one position to another at an equal level or salary grade but usually located within a different department.org Write us at: HRIS Strengthening Information IntraHealth International. Inc. 2/19/2008 . training history A history of training programs that an employee has requested or completed while employed by the organization. feedback on our software..org/hris/> and click "Contact Us. upgrade The process of returning to a training program to qualify for registration in a new cadre.capacityproject.2.

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