HRL Module Participant Manual Final

IHRIS
MODULE - THREE
INTEGRATED HUMAN RESOURCE INFORMATIONS

SYSTEM (iHRIS) FOR LICENSING PARTICIPANT
MANUAL
HRL participant manual

IHRIS
Table of Contents
No table of contents entries found.
Module Description:
The health professional's license training module encompasses various critical processes,
including the application for a new license, license renewal, issuance of a letter of good standing,
license verification, handling lost licenses, reviewing submitted applications, generating reports,
constructing dashboards, and facilitating integration with other modules
Course goal:
The goal is to provide participants with competencies in standardized health professional
registration and licensing processes, establishing a uniform system. The training imparts skills and
knowledge for consistent procedures in registering and licensing healthcare practitioners.
Participant Learning Objectives:
At the end of this module will be able to:

• Describe the basic concepts of iHRIS-License
• Demonstrate how to access the system as an applicant and expert
• Demonstrate how to manage the system as an expert
• Demonstrate the iHRIS-HRL Data Management
Training Methods
• Illustrated lectures
• Individual reflections
• Group discussion
• Demonstration
IHRIS
Training Materials
• Participants manual
• Facilitators guide of iHRIS-HRL.
• Standardized PPT
• Flip Chart and markers
• Laptop computer
• LCD projector/projection screen
• Assessment checklists
• Reference materials (Proclamation, Regulation and Directives)
Participant selection criteria

• All health and IT professionals who are working on health professionals' registration and
licensing will be participants of this training
Trainer’s selection criteria

• All health and IT professionals who took iHRIS TOT training
• iHRIS TWG members who developed training materials
Methods of course evaluation
Participants
Formative
• pretest (knowledge assessment)
Summative
• posttest (knowledge assessment)
• practical demonstration (skill assessment)
Certification criteria
Trainees will be certified if the achieved the following

IHRIS
• knowledge: a score of at least 80% on the posttest knowledge assessment questions

• skill: a score of at least 85% on practical demonstration of iHRIS
• if the summative result of the participants is above 80% with full attendance, they will be
certified
Course duration:
• 4 days
Suggested class size

• A maximum of 25 participants
• Maximum 5 trainers (1:5 ratio per participant)
Training venue
• The training will be provided at accredited CPD center
Continuing educational unit

• Continuing educational unit (CEUs) will be 15 CEUs

IHRIS
Chapter One
1. INTRODUCTION TO iHRIS – HRL
Duration: 60 minutes
Description: It deals with iHRIS – HRL overview and major function of iHRIS - HRL
Chapter objective: At the end of this session applicants and experts will be able to
• Describe historical background of health professionals' registration and licensing
information system and functions of iHRIS –HRL
Enabling objectives: At the end of this session applicants and experts will be able to
• Describe historical background of health professionals' registration and licensing
information system
• Describe functions of iHRIS –HRL
Out line:
• Overview of registration and licensing information system
• Major Functions of iHRIS HRL
1.1 Overview of registration and licensing information system

Health professional registration and licensing in Ethiopia commenced in 1942 under the Medical
Practitioner Registration Proclamation No: 27 of 1942 by the Health Service Department of the
Ministry of Interior. Initially, from 1942 to 2009, records were maintained in a paper-based (hard
copy) format. The transition to digital recording began in 2009 with the development of the Human
Resource Information System (HRIS) by Tulane University.
Despite the digital shift, both digital and paper-based documentation persisted until the advent of
integrated Human Resource Information System (iHRIS). The pre-existing HRIS faced different
limitations, including the absence of an application system, challenges in registering professional
IHRIS
names up to license generation, inability to incorporate new features or modify existing ones, and
a lack of integration with other systems.
The iHRIS-HRL system was developed to overcome these limitations and fortify the national
health professional information system. This system encompasses the application process for new
licenses, renewals, and letters of good standing. Additionally, the health professional license
regulatory body gains the capability to load, edit, print license certificates, and generate
information.
This training module is designed to enhance the proficiency of experts utilizing the system, with a
primary focus on standardized registration and licensing processes. The overarching goal is to
establish a uniform health professionals' registration and licensing system.
1.2 Major Functions of iHRIS HRL
Activity 1: Individual reflection
Read the below question and reflect your response to the

large group
• What are the major functions of the IHRIS HRL?
Time: 5 minutes
1.2.1 Major functions of iHRIS – HRL for applicants

• Applicants have the option to submit online applications for new licenses and can track
their progress through email and phone notifications.
• Online application and progress tracking are available for license renewal, with updates
delivered through email and phone.
IHRIS
• The online application process for a letter of good standing is facilitated, allowing
applicants to monitor its progress via email and phone.
• Automated notifications, delivered through both email and phone channels, promptly
inform applicants of any suspension or revocation of their license.
• Applicant can apply for designation using this system
1.2.2 Major functions of iHRIS – HRL for regulatory experts

• Regulatory heads/team leader can assign experts to review applications, ensuring a
distributed and organized workflow.
• Licensing experts have the capability to assess new license applications online, providing
prompt feedback to applicants regarding approval, decline, or assigning them for
supervision.
• Renewal license applications undergo online evaluation by licensing experts, who
communicate approval, decline, or supervision assignments to applicants.
• The system facilitates the online evaluation of letters of good standing applications by
licensing experts, who can promptly provide feedback on approval, decline, or assign
applicants for supervision.
• Licensing experts can transfer applications under review to their colleagues, promoting
collaboration and efficient processing.
• Licensing experts can request a change in application status through the system, with
approval from the team leader.
• Licensing experts can review and provide the applied designation letter as part of the
application process.
• Regulatory heads can track and approve applications reviewed by experts, ensuring
oversight and adherence to standards.
• Regulatory heads can generate printed licenses approved by experts through the system.
• Regulatory heads and licensing experts can import national exam data and Continuing
Professional Development (CPD) records, streamlining data management.

IHRIS
• The system enables the transfer or sharing of information among regulatory bodies,
fostering collaboration and information exchange.
• Regulatory heads have the authority to suspend or revoke licenses for health professionals
based on decisions to suspend or revoke.
1.3 Summary
• The HRIS-HRL system introduces a seamless online application process for new licensing,
renewals, letter of good standing, and license designation. Applicants can conveniently
track the progress of their applications through email and SMS text notifications.
• Licensing experts benefit from the system's capabilities to evaluate applications, generate
licenses, access comprehensive reports, and manage licensure exam results. The system
also incorporates a verification feature, enhancing the overall validation process.
Additionally, it seamlessly integrates with two other iHRIS modules, enabling licensing
experts to view Continuing Professional Development (CPD) results of applicants for a
comprehensive assessment.
CHAPTER TWO
2. ACCESS TO iHRIS – HRL SYSTEM
Description
This module provides guidance on accessing the Integrated Human Resource Information System
Licensure. It outlines the steps for both applicants and licensing experts to register and log in to
the system, ensuring a clear and secure entry into the licensure platform.

IHRIS
Chapter objective: At the end of this session participants and experts will be able to:
• Demonstrate all sign up and log in process of integrated human resource information
system licensure
Enabling objectives: At the end of this session participants will be able to:
• Demonstrate applicant sign up process

• Demonstrate applicants log in process
• Demonstrate experts sign up process
• Demonstrate experts log in process
Out line
• Access the system as an Applicant

• Access the system as an Expert
2.1 Access the system as an Applicant

To access the system as an applicant, utilize the following link: https://hrl.moh.gov.et/. This link
is compatible with various browsers such as Chrome, Internet Explorer, or Safari. Upon clicking
the link, the system will automatically redirect the user to the landing page.

IHRIS
Figure1: Applicant Landing Page to sign up, log in page and Expert log in page

IHRIS
2.2 Signup (Create account)
Upon navigating to https://hrl.moh.gov.et/, applicants will encounter a window with both "signup"
and "log in" options located at the top-right corner. For first-time applicants, clicking on the
"signup" button will lead them to a form requiring the following details: Email address, Phone
number, Password, Confirm Password, and a Register button. It is imperative for applicants to
complete all the necessary information in the provided fields to proceed to the subsequent steps in
the registration process.
Note. During Signup the following points must be addressed

1. Email The applicant must fill his/her correct E-mail address
2. Phone number When entering the Ethiopian phone number in the designated box, it's
important to note that the software is designed to be applicable only in our country. Therefore,
applicants are not required to include the country code. Additionally, there is no need to add a
zero before nine (for Ethio-telecom) or seven (for Safari-com) when inputting the phone
number. Simply enter the local phone number directly into the provided box.
E.g. Put your phone number like this 912345678(for Ethio-telecom)
3. Setting password, the applicant must set his/ her own password. The password must have a
minimum of eight characters, the eight characters should contain at least one upper case
character, one lower case character, a number and one special character.
4. Re-type password in this box the applicant must re-type the password that was typed in before.
5. Registration after filled all the information mentioned above the applicant must click in
register to proceed to the next steps

IHRIS
Figure 2: Applicants sign up registration page
2.3 Log in
To utilize the Licensure Reviewer/Expert module, users are required to input their username (an
email address) and password for authentication. The password typically consists of a
combination of letters and numbers to enhance security and must be memorized by the user. Upon
successfully entering their credentials, the system will provide feedback, indicating whether access
has been granted or denied.
After the registration process is complete and the user account is created, applicants can proceed
to the site and initiate the login process by clicking on the login button. The system will then
IHRIS
redirect the user to the Login Page, where they need to input their registered email and password.
The specified email and password used during registration should be entered, followed by clicking
the Login button to gain access to the Licensure Reviewer/Expert module.
Figure 3: Applicant/Expert Login page
3.1.1 Forgot password
The "Forgot Password" feature serves as a

mechanism for users to reset their password
in situations where they have forgotten or
misplaced their current password. To initiate
this process, users should click on the
"Forgot Password" link. This action will
open a dialog box prompting them to enter
their email address.

IHRIS
Figure 4: Forgot
password link
• Enter your email address and click

“Reset”, this will send a changed
password.
Figure 5: Forgot password Page
Activity 2: Demonstration Time
Demonstrate how to sign up and log in iHRIS-HRL system as an applicant side
Time allowed: 20 minutes.
2.4 Access the system as an Expert
2.4.1 User management

IHRIS
User management is integral to any software application, providing essential control over user
access, authentication, and authorization for robust security. It empowers administrators to oversee
user access, onboard and offboard users efficiently within the iHRIS Licensure system. This
feature allows administrators to create users, define roles, and assign users to their respective roles.
2.4.2 Types of Roles

• Administrators
• Super Administrators
• Reviewers
• User managers
• Team lead
Type of roles and their related privileges
1. Reviewer
✓ View and assign applications to
himself/herself
✓ Create a request for status change
✓ Review an application
✓ View dashboard
✓ Ask or finalize verification requests
✓ View CPD results
✓ View general report
✓ View profession report
✓ View legacy data
✓ View national licensure exam results
✓ Track status log of a specific
application

IHRIS
2. Administrator
✓ View and assign applications to
himself/herself
✓ Additionally assign an application to a
reviewer
✓ Transfer an application from one
reviewer to another
✓ Print license or letter of other reviewers
✓ View reviewer-based report
✓ View profession report
✓ View general report
✓ View and perform different actions on
different applications on various
license status
✓ Finalize status change requests
✓ Review an application
✓ View dashboard
✓ Ask or finalize verification requests
✓ View CPD results
✓ View report
✓ View legacy data
✓ View national licensure exam results
✓ Track status log of a specific
application
Figure: Administrator Role

IHRIS
3. User Manager
✓ Create/Edit expert accounts based on
his/her region
4. Super Administrator
✓ Create/Edit expert accounts based on
his/her region
✓ View Report
✓ Lookup management
✓ Track status of an application
Table
5. Team Lead
✓ Has a role same as Admin role
2.4.3 Create User Account

This page facilitates the creation of a new user account, allowing the input of essential information
such as the user's Full Name, Phone Number, email address, and the setup of a password according
to their preference. Users can also be assigned specific roles and permissions, and their Expert
Type preferences can be specified. Once the account is successfully created, users can log in and
utilize their account based on the permissions defined in their profile.

IHRIS
✓ To add a new user a user must have a user management role

1. Click User management menu System will redirect to user list page
2. Click on the “Add New User” button, from the right-hand side upper corner”
3. Fill the necessary information which describes the user And
4. Click the “Create User” button, this will register the user account

IHRIS
Figure 7: Create user page
After creating account for an expert, the user can login to the system by using the email provided
during the creation of the account and use “password1” as the default password.

IHRIS
Figure 8: Login page
This will lead to a password reset page when and only it is their first time logging in to the system.
After successfully changing his/her password, experts can now start using the system.
2.4.4 Sign out

The "Sign Out" feature is designed to allow users to log out of the Licensure application. This
action serves as a security measure, preventing unauthorized individuals from accessing user data
and personal information when the user is not actively using the application. Signing out
effectively terminates the current session, ensuring that any subsequent account activity will
necessitate additional authentication to enhance overall security.
✓ Click the top right side username link this will drilldown a sign out sub menu.
✓ Click on the sign out link

IHRIS
Figure 8: Sign out page
Activity 3: Demonstration
Demonstrate how to sign up and log in integrated human resource information system as an
expert
Time allowed: 20 minutes.
2.5 Summary:
• The applicants and experts can access the iHRIS-HRL module using https://hrl.moh.gov.et
• To log in in to the system the applicant has to sign up using their email and password
• The admin/team leader have to create user name and password for expert to access iHRIS-HRL as
an expert

IHRIS
Chapter Three
3 Application process
Duration: 300 minutes (about 5 hours)
Description
It deals with how to apply an application on integrated human resource information system. It
describes how the applicants apply for new license, renewal and letter of good standing.
Chapter objective: At the end of this session participants will be able to:
• Demonstrate how to apply an application on integrated human resource information system
Enabling objectives: At the end of this session applicants will be able to
• Demonstrate applicant how to apply new license

• Demonstrate applicant how to apply renewal license
• Demonstrate applicants how to apply for letter of good standing
Out line:
• Apply for new license

• Apply for renewal license
• Apply for letter of good standing
Health professionals are individuals who have undergone training at a recognized higher
educational institution. They are required to register in the database of the ministry or regional
IHRIS
regulatory entities before engaging in health services. A crucial aspect of their professional status
is the possession of a license, which is granted by the executive organ overseeing health services.
This licensing process is a prerequisite for health professionals to practice and provide services
within the regulatory framework.
3.1 Application for new license
• What are the requirements for a new license?
Time: 5 minutes
3.1.1 First time user's page
Upon signing up and logging into the system, applicants are directed to a page that serves as an
indicator of their registration status on the iHRIS-HRA module. The page provides clear guidance
based on their registration status
• Registered on iHRIS-HRA Module:

IHRIS
• If the applicant is already registered on the iHRIS-HRA module, the page will include a
direct navigation link to their profile. This allows them to access and manage their
information seamlessly by searching using Employee ID and File Number.
Not Registered?
• For applicants who are not yet registered, the page guides them to the next step: creating
their profile on the system. This involves a straightforward process to set up their profile
for future use.
This approach ensures a user-friendly experience, directing applicants to the appropriate actions
based on their registration status within the iHRIS-HRA module.
3.1.2 Complete Profile Data

IHRIS
To complete the profile data for the license printout, the applicant will navigate through the
"Complete Profile Data" page. This involves the following steps:
• Upload 3x4 Photo:

• The applicant will upload a clear and visible 3x4 photo for use on the license.
• Full Name in Amharic and English:
• The applicant will provide their full name in both Amharic and English.
3.1.3 General Information:
• Fill in general information, including:
• Date of Birth
• Gender
• Nationality
• Marital Status
• P.O. Box
By completing these steps, the applicant ensures that their profile data is accurate and
comprehensive, ready for incorporation into the license printout. This meticulous process
contributes to the production of professional and accurate license documents.

IHRIS
Figure: Applicant profile data registration
Upon completing the profile data, you will be directed to the Save Profile page. It is imperative to
click the "Save Profile" button after reviewing the accuracy of your profile. If any discrepancies
are identified, you can utilize the "Back" button to make necessary corrections. This ensures that
your profile information is accurately recorded and reflects the desired details.

IHRIS
Figure: Save Applicant profile information
3.1.4 Home page menu
The license home page has three sections. These sections are the primary navigation menus and
allow you to complete all actions necessary to manage your License applications.

IHRIS
Figure: Applicant Homepage
3.1.5 Create New Applications:
Users can initiate new license applications or renew existing ones through this menu. It offers a
streamlined process for starting and managing the application process.

IHRIS
3.1.5.1 New License:
If an applicant does not possess a license, they can apply for a new license through this option.
3.1.5.2 Renewal:
Applicants with an existing license seeking to renew can choose the renewal menu to initiate the
renewal process.
3.1.5.3 Good Standing:
Applicants requiring a letter of good standing can apply for it by selecting the good standing menu.

IHRIS
Figure 9: Home page menu
After clicking on one of the applications types a modal will appear to inform you what kind of
documents, you’ll need to apply based on the applicant type you select.
• If the applicant is an Ethiopian and living in Ethiopia, you are going to apply based on the
region you are lived in
• If the applicant is foreign citizen, you are going to apply to ministry of health
• If the applicant is an Ethiopian from abroad and he/she is Ethiopian citizen or have yellow
card that are studied abroad and want to work here in Ethiopia going to apply to ministry
of health for the first time and if he/she want to renew his/her license they will apply to
region they are lived in.
For Ethiopian applicant they have to upload the following requirement’s

• -+Residence Id
• Medical Certificate
• COC Certificate
• 8th, 10th, 12th Grade Certificate
• Academic Document
• Previous Professional License (for upgrade)
• 9th - 10th Grade Transcript
• 11th - 12th Grade Transcript
• Payroll Document
• Support Letter from Sponsored Institution
IHRIS
• Work Experience (if any)

• Academic Transcript
For Foreign applicant they have to upload the following requirement
• Passport
• English Language Proficiency Certificate (from non-spoking Country)
• Education and Training Authority equivalence letter
• Authenticated Academic Document
• Authenticated Academic transcript
• Authenticated Professional License from Country of Origin
• Current Work Experience / Good standing Letter
• Request Letter from Hiring Health Facility found in Ethiopia
For Ethiopian from abroad applicant, they have to upload the following requirement
• Education and training authority equivalence letter

• Authenticated Academic Document
• Authenticated Academic transcript
• Residence ID or Passport or Yellow Card
• Authenticated Professional License from Country of Origin
• Current Work Experience/ Good standing Letter
• Support Letter from Sponsored Institution

IHRIS
Figure10: Required documents
Upon selecting your application type click ‘get started’ button, the next steps involve providing
essential information for your license application on this page you must fill the following general
information:
1. Choose your applicant type whether you are Ethiopian, Foreign or Ethiopian from abroad
applicant
2. Employer type you must choose where you are currently working from governmental
office, non-governmental office, private or none
If you are Ethiopian applicant please select Region, zone and woreda you are going to
apply
3. Select department, educational level, professional types, and educational institutions

4. Click ‘Add’ button to include the department detail you have just filled in
IHRIS
5. Click ‘Next’ button to proceed to the next page
Figure 11: General Information
If the applicant desires to apply for more than one department type, they can utilize the "Add"
button, enabling them to apply for a maximum of three departments simultaneously. This
functionality streamlines the process for applicants seeking licenses across multiple departments.
Alternatively, if the applicant is applying for a single department, they can proceed by clicking the
"Next" button. This action directs them to the stage where they can attach the necessary documents.
The "View" section allows the applicant to review the documents they have uploaded, ensuring
accuracy and completeness in their application.

IHRIS
Figure 12: Attach professional document
In the document attachment stage of the application process:
3.1.6 Common file Upload Documents page

IHRIS
On this page the applicant’s going to upload passport/ identification card and
medical exam certificate to upload Click the "Upload" button on the right side then attach
the document
Figure 13: Attach professional document.
• Preview Icon:
Utilize the preview icon to view the documents that have been uploaded, providing
assurance to the applicant regarding the attached content.
Figure 13: Preview Icon
3.1.7 Educational level related file upload page

IHRIS
In this section, applicants are required to upload several documents, including 8-12 grade transcript
and certificate, degree/diploma/MSc/Mph (temporary and transcript), work experience (if any),
support letter (if any), and senet support letter (if any). To initiate the upload, click the 'Upload'
button on the right side, and then proceed to upload the documents.
For degree, work experience, and senet letters, use the 'ADD' button to upload the document. If
you have multiple work experience letters, continue uploading by clicking the 'Upload' button
again. Additionally, you can review your uploaded documents by clicking the 'View' button. This
ensures a thorough submission of the necessary application materials.
Figure: Educational Related
Remark: * this mark is to notify the required documents
After uploading required documents, applicants have the following options
• Navigation Options:
Use the "Back" button to return to the previous page if adjustments are needed.
• Save as Draft:
Click the "Save as Draft" button to preserve the current filled information, allowing the
applicant to continue the application later.
• Next Button:
Once all documents are attached, click the "Next" button to view a summary of the
attached documents, marking the completion of this stage in the application process.

IHRIS
View Summary of uploaded documents
The applicant can review the department related data he/she has provided and uploaded documents
that he/she submitted so far.

IHRIS
Figure 14: Summary
• Document Verification:
The applicant is required to verify the submitted documents' validity by selecting the
checkbox, ensuring the accuracy and authenticity of the provided information.
• Feedback Option:
The applicant can provide feedback on the application process by entering comments in
the feedback section. This enables continuous improvement and user input for system
enhancement.
• Submission:
Click the "SUBMIT" button to formally submit the application. This action completes
the application process, and the submitted information and documents are recorded for
further processing.
• Back:
Applicants can also click the ‘Back’ button if they want to review or change their
uploaded document’s

IHRIS
The application is completed and submitted for evaluation and processing when the applicant does
these steps: verifies the documents, gives feedback if they want, and confirms the submission. The
applicant will then see a message that shows the upload was successful, the file size in MB, and
100% progress.

IHRIS
Figure 15: feedback and Submit
Figure: Summary of Submitted new License
3.1.8 Manage Applications:
This menu streamlines the management of existing applications, providing users with the
capability to edit applications, track approval progress, manage payments, and perform various
related tasks through the dedicated application tabs.
♦ Submitted: In this section, applicants can review the submitted status of their application.
Additionally, they have the option to edit their submitted application until a reviewer is
assigned to their application. This provides applicants with flexibility and control over their
submissions during the initial stages of the application process.

IHRIS
♦ Draft: In this section, applicants have the ability to resume and continue working on their
draft application. This feature allows applicants to conveniently revisit and complete their
application at their own pace.
♦ Withdraws: In this section, applicants can verify whether they have withdrawn their
application. This functionality enables applicants to confirm the status of any withdrawal
actions they may have taken for their submitted applications.
♦ In review: In this section, applicants can access information indicating whether a reviewer
has been assigned to their submitted application. This feature offers transparency to
applicants, keeping them informed about the progress of their application within the review
process.
♦ Approved: This section indicates whether the applied application has been approved by
the expert. It serves as a status indicator for applicants, providing visibility into the decision
made by the reviewing expert regarding the approval of their application.
♦ Declined: This section reveals whether the application has been declined by the reviewer.
If the application is declined, the applicant has the option to reapply by attaching the
necessary documents as per the reviewer's feedback. This process allows applicants to
address any deficiencies and submit an improved application for consideration.
♦ Under supervision: This section reflects the status when the reviewer determines that the
applicant should work under supervision. The applicant will find information about this
decision in this dedicated section, providing clarity on the specific conditions and
requirements associated with working under supervision.
♦ Returned: This section indicates whether there is a returned license. In the context of the
application process, a returned license typically implies that the licensing authority has
requested additional information or corrections from the applicant before final approval
can be granted.
♦ Suspended: This section serves to inform the applicant if their license has been suspended
by the regulatory body. It provides clarity to the applicant regarding the suspension
duration and any associated conditions or requirements.
♦ Revoked: This section is designed to inform the applicant if their license has been revoked
by the regulatory body. It serves as a clear notification to the applicant regarding the
revocation of their license and any relevant details surrounding this decision.
IHRIS
Figure: Manage Application menu
3.1.8.1 Profile Management and Feedback:
This menu allows users to manage their profiles by updating information. Additionally, users can
provide valuable feedback on HRIS-License usability.
Within the application types, users can choose from three options:
Activity 5: Cases:
Demonstration
1. I applied for a new license BSc in Environmental Health
Demonstrate how Professional graduated from AAU in the year January 112019,19,
to apply for new and lived in Gambela region. By using your own information
license • Sign up and log in as an applicant
• Fill all the general information

IHRIS
Time allowed: 60 • Apply for new license

minutes
NB: he has no work experience
2. Apply for new license as Medical Specialist (Internal Medicine,

Cardiology) graduated from Gonder University in the year 2023
and lived in Oromia region. By using your own information
• Sign up and log in as an applicant
3. I applied for a new license as BSc in applied nutrition. I
graduated from Hawassa University in the year 2023 and live in
the Hawassa region. By using your own information
3.2 Application for license renewal
• What are the requirements for renewal of

license?
Time: 5 minutes
Applicants have the flexibility to apply for a license renewal under specific conditions:
IHRIS
• Renewal Timing:
Renewal applications can be submitted up to one month before the expiration date of the
current license.
• Applicants' Nationality:
Foreign citizens seeking license renewal should apply through the Ministry of Health.
Ethiopian citizens or those holding a yellow card, applying for the first time, can submit
renewal applications to the regional regulatory body in their residence.
Ethiopian citizens can renew their licenses at the regional regulatory body where they are
currently employed.
• Application Process:
The application process for renewing a license mirror that of applying for a new license.
Trainers can refer to the above sections for a detailed explanation of the application
process.
This structure accommodates various scenarios based on applicants' nationality, renewal timing,
and current licensing status, ensuring a clear and tailored process for each situation.
Note: all application process for renew a license is the same with applying for new license so
the trainers can refer the process in the above section
Activity 7: Cases: an anesthesia professional specialist working at st Paulo's

Demonstration millennium medical collage wants to renew his/her license. By using your
own information
Demonstrate how
to apply for new • Sign up and log in as an applicant
license • Fill all the general information
• Apply for renewal of a license
Time allowed: 40
minutes OR nurse who has been working for about 4 years and didn’t work for
the recent 3 years and have clearance want to renew a license


IHRIS
3.3 Application for letter of Good Standing
• What are the requirements for a letter of good

standing?
Time: 5 minutes
A Good Standing Letter is a formal document that includes essential information about the health
professional. When you choose good standing icon yow will get the choice that you are whether
you are Ethiopian, Ethiopian from abroad and Foreigner. And it shows what type of documents
you are going to upload.

IHRIS
Figure 16: Requirement of letter of Good Standing
After you select your status, you will go to the next page which is that you are going to fill the
general information which include:
1. Applicant type: you have to choose your applicant type from Ethiopian, Ethiopian abroad
and Foreigner
2. Applicant title: the applicant going to choose his/her applicant title that is going to be in
the letter
3. Region: the applicant going to choose the region he/she going to apply for
4. Department: choose your department
5. Educational level: choose your educational level
6. Applicant position: the applicant has to choose the position that is written in his/her
license
7. Organization letter written for: you should write the organization you want your license
of good standing is going to write

IHRIS
8. License issue date: the applicant should put his/her license issue date
9. License registration number: this is number that is given from regulatory body it contains
the sequential number of the license
10. Who issued previous license: the applicant should choose the regulatory body that issue
your license
After you complete your general information, you can choose ‘save as draft’ button or ‘next’
button. If you choose ‘save as draft’ button, you can continue at any time you want by going to
managing applicant application tabs on the left side of the system. If the applicant chooses 'next’
button he/she to good standing file page
Good standing page contains the following that the applicant has to upload:

IHRIS
1. Work experience: the applicant uploads his/her work experience it should state his/her
medico legal status of the applicant
2. License copy: the applicant has to upload his/her license copy
After uploading the above documents, the applicant can click ‘save as draft’, ‘back’ or ‘next’
button if you click ‘save as draft’ button you can continue your application of good standing at any
time you want, if the applicant chooses ‘back’ button you back to the general information page so
the applicant can edit his/her general information if the applicant choose ‘next’ button it goes to
the summary page.
Figure: Work experience and License copy uploading
Summary page letter of good standing
• In this page it shows the application detail, letter detail and file uploaded so the applicant
can review the detail of his/her application and he can give feedback on the system if any
then
• Document Verification:

IHRIS
The applicant is required to verify the submitted documents' validity by selecting the
checkbox. This ensures that the documents provided are accurate and meet the required
standards.
This letter typically contains the following details:
• Name of the Applicant:

The full name of the health professional requesting the Good Standing Letter.
• Profession of the Applicant:
The specific profession or field in which the health professional is engaged.
• Registration Number:
A unique identifier was assigned to the health professional upon registration.
• Licensing Body Name:
The name of the regulatory body responsible for licensing the health professional.
• Date of Registration:
The date when the health professional was initially registered with the licensing body.
• Expiry Date:
The date until which the health professional's registration is valid.
Health professionals can apply for a Good Standing Letter from the regulatory body, and this letter
serves as documentation of the individual's work experience and standing within the profession.

IHRIS
• Feedback Option:
The applicant has the option to provide feedback on the application process. This
involves entering comments in the feedback section, allowing the applicant to share their
experience or suggestions for improvement.
• Submission:
To complete and send the application, click the “SUBMIT” button. If you need more
time, click on “Save As Draft” and resume later. To return to the form, click on “Back”.
This will end the application process and save your data and documents for further
processing.
These steps will finalize your application. You will verify the documents, give feedback,
and submit the application for evaluation and processing."
Figure: Summary of Good Standing Letter
Demonstrate how to apply for renew a license
Time allowed: 20 minutes
3.4 Summary:

IHRIS
• An applicant can apply for a new license, license renewal and letter of good standing using
this system online at any time
• An applicant can follow his/her application review process using this system

IHRIS
Chapter Four
4 Licensure Review
Description: Reviewing and evaluating applications involves an initial screening to check for
completeness and authenticity. Documents are verified against specified criteria, ensuring
compliance and quality. Decision-making is based on the alignment with licensing standards. Clear
feedback is provided to applicants, and detailed records are kept. Continuous improvement is
emphasized through periodic assessments and feedback collection.
Chapter objective: At the end of this session, participants will be able to:
Demonstrate the review process of new license, renewal license, letter of good standing and verification
applications
Enabling Objectives: At the end of this session, participants will be able to:
• Demonstrate the review process of new and renewal license applications

• Demonstrate the review process of letter of good standing applications
• Demonstrate the request process of verification applications
• Demonstrate the review process of verification applications
Outline
• New license
• License Renewal
• Good Standing
• License Verification

IHRIS
4.1 New license application review
The New License feature empowers reviewers/experts to efficiently manage applicant applications
based on workflow statuses. This module streamlines the processing of applications by enabling
reviewers/experts to thoroughly review the submitted documents.
To access and process New License application
1. Select the New License Icon or choose the "New License" option from the left-side menu.
This action will redirect the user to the New License workflow page.
2. Reviewer can search for a particular application using Name and Date and click the search
icon to find the application.
3. Click on the View/Edit button for a particular submitted application from the list which you
want to assign a reviewer, this will display a dialog box to assign a reviewer.
Figure 22: Unassigned and Resubmitted List page
4.1.1 Assign to
1. To assign an application to a reviewer, type their name in the textbox and choose from
the list of reviewers.

IHRIS
2. Click on “Assign To” to assign a reviewer. After assigning a reviewer, click the close
button to exit the dialog box.
Figure 23: Assigned to List page
Note: the reviewer can assign an application for his/herself
4.1.2 In Review
This feature allows the reviewer to view a list of the assigned applications. By clicking the
View/Edit button for a particular application regulatory body can: -
Admin/ team leader can transfer the assigned application to another reviewer by stating a
reason.
Start the Evaluation process by clicking the Evaluate button.

IHRIS
Figure 24: In Review page
4.1.3 Evaluation
By carefully reviewing each document that the applicant submitted the Reviewer will be able to:
1. Click on the image to view in detail or click on “See PDF in Detail” to check applicant's
attached document
IHRIS
2. Accept one by one all attached documents by clicking on “Accept” button

3. Reject a document by Clicking “Reject” button or
4. Click on the “Save as Draft” to save the evaluation process and continue later
5. The system will show to the reviewer the number of accepted and rejected documents in
numbers.

IHRIS
Figure 25: Evaluation page
Once the reviewer finalized reviewing each document the system will redirect the reviewer to the
assessment page to complete the application review process. The reviewer can approve, decline,
put under supervision or save as draft based on the applied documents.
4.1.4 Approve
• If reviewer approve an application first he/she has to be sure that department name,
educational level and profession if the professional is not correct reviewer has to correct
the profession by click ‘EDIT’ button
• To approve the application the reviewer, have to follow the following steps
1. Edit Amharic Name: if applicant didn’t fill his/her amharic name the reviewer have to fill
the full Amharic name of the applicant.
2. Add Prefix: the expert has to add the prefix based on the applicant work experience
3. Approve: if the expert finishes the above steps click the ‘Approve’ button if all the
submitted documents are based on the health professional registration and licensing
guideline.

IHRIS
• A message will be sent to the applicant through SMS and E-mail stating that Your
License application is approved.
• The application reviewr can also able to “Decline”, “Under supervision” or “Save As
Draft” for later review the applicant based on the application evaluation result.
Figure: License Request Approval
4.1.5 Decline
• Assess the application based on the health professional registration and licensing
directive and if the documents are non-compliance Click on the ‘Decline’ button
and the expert have to state the reason why he/she declined each specific document that
will guide the applicant to re apply for the license.
• If the applicant re apply for the license again we will get the application on resubmitted
section so the expert can assign for him/herself or tem leader can assign for other expert
for evaluation.

IHRIS
Figure: Declined License request
4.1.6 Under Supervision:

• After the expert assess the document that the applicant uploaded document and decide to
put him/her under supervision for specific period of time based on the health professional
registration and licensing directive expert.
• Click on the “Under Supervision "button from the evaluation page to enroll the applicant
in each health facility
1. A dialog box will be displayed to enter the institution
2. Enter the start and end date.
3. Click Save

IHRIS
Figure: Under Supervision
4.1.7 Save as Draft:

• The expert has the capability to save the current state of reviewing applicants' documents
as a draft. By selecting the 'Save as Draft' option, the application is stored in a draft
status, allowing for future review and editing. This feature provides the expert with the
flexibility to either resume or submit the draft application at a later time.

IHRIS
Figure 26: Saved as Draft Application List page
4.1.8 Generate License

The Reviewer can generate a License certificate for approved applicants. To generate a License
certificate:
✓ Click “Approved “ menu from the left side bar

✓ System will redirect the user to approved License list page
✓ Click on the “View/Edit “button
4.1.9 Approved Applications
In all application categories, there are tabs labeled “By You” and "By Others," accompanied by
the respective status of the applications. For instance, within the approved area, there exists a tab
named "Approved by Others." This section contains applications that have been reviewed by other
experts. To access and execute various actions in this area, an expert must possess specific roles
such as admin or team leader.

IHRIS
This applies to all three application categories and the visibility of the tabs depends on the role of
the expert.
Figure 29: Approved Application List page
✓ A dialog box will be displayed to generate the PDF format of the certificate
✓ Click “Generate PDF” button
Figure 30: Approved Application Generate PDF Action page

IHRIS
✓ A dialog box will be opened to review the format of the license certificate.
✓ Click on the ‘SET RETRIVAL DATE’ button and enter a date to send message for the
applicant to retrive the license certficate (look at the foolowing sample screenshoot).
✓ Click Generate License.

IHRIS
Figure 31: Generated License Certificate PDF page
4.1.10 Under supervision application:
To view list of applications which has under supervision status and to be able to view their details
a user with a team lead/Admin role can:
✓ Click “Under supervision” menu from the left side

✓ System will redirect the user to “Under supervision” list page with Supervised by You
and Supervised by Other
✓ A user can filter by name and date to search a particular applicant in the area circle with
green line
✓ Click “View/Edit” to see detailed information and approve the license if the supervision
date is ended.

IHRIS
Figure 32: under Supervision License List Page
4.1.11 Licensed application
To view list of approved and printed Licenses a user with the team lead/Admin role can:
✓ Click “Licensed” menu from the left side indicated by red arrow
✓ System will redirect the user to “Licensed application” list page
✓ A user can filter by name and date to search a particular applicant license
✓ Click “view” to see detailed information and reprint the license if needed.

IHRIS
Figure 33: Licensed List Page
4.1.12 Draft applications
To view list of applications which a reviewer saved it as a draft and to later return and finished the
review a user with the team lead/Admin role can:
✓ Click “Draft” menu from the left side

✓ System will redirect the user to “Draft Application” list page
✓ A user can filter by name and date to search a particular Drafted applications
✓ Click “view” to see detailed information and continue the review process.

IHRIS
Figure 34: Draft List Page
Activity 10: Demonstration – How Case:

to Review Applications for New Based on Activity 5.
License? Review the new application and
• Decide whether it can be approved, declined, assign
under supervision based on the given scenario
• Generate a license for approve applications
4.2 License Renewal application Review
The License Renewal feature empowers reviewers/experts to access a list of applicant applications
organized according to the workflow. This module streamlines the process for reviewers/experts
to effectively review and process applicant applications by thoroughly examining the documents
submitted for license renewal.
To access and process License renewal application

IHRIS
1. Click the Renewal Icon; this will redirect the user to License Renewal workflow page.
Figure 35: License Renewal access page
The License Renewal feature facilitates reviewers/experts in accessing a list of applicant

applications based on workflow statuses. This module streamlines the processing of applicant
applications by enabling reviewers/experts to systematically review the documents submitted for
renewal.
4.2.1 Unassigned and Resubmitted

This page allows the reviewer to be able to view a list of newly applied and resubmitted
applications and assign a reviewer for the application. The experts will follow the steps indicated
by arrows
Reviewer can search for a particular application using Name and Date and click the search
icon to find the application.
Click on the View/Edit button for a particular submitted application from the list which
you want to assign a reviewer, this will display a dialog box to assign a reviewer.
The expert also can access resubmitted application by clicking on the “Resubmitted” label

IHRIS
Figure 36: License Renewal Unassigned List page
4.2.2 Assign to
• Step 1: In the box, type the name of the reviewer you want to assign to this application.
• Step 2: As you type, a list of reviewers will appear. You can choose yourself or someone
else from the list.
• Step 3: After you have selected a reviewer, click the close button to exit the dialog box.

IHRIS
Figure 37: License Renewal Assign to page
4.2.3 In Review
This feature allows the reviewer to view a list of the assigned applications. By clicking the
View/Edit button for a particular application reviewer can: -
Transfer the assigned application to another reviewer by stating a reason.


IHRIS
Figure 38: License Renewal Evaluation actions
4.2.4 Evaluation
Accept a document by clicking Accept button

Reject a document by Clicking Reject button or
Click on the Save as Draft to save the evaluation process and continue later
System will show to the reviewer the number of accepted and rejected documents

IHRIS
Figure 39: License Renewal Document Evaluation Page
assessment page to complete the application review process by approving each attached
documents.
Figure 40: License Renewal Document Approval Page
4.2.5 Approved
✓ The reviewer will enter the necessary information by capturing Prefix, License expire date
and if required by update the profession.
✓ Click the “Approve” button if all the submitted documents are based on the directorate
guideline.
✓ A message will be sent to the applicant stating that “Your License application is approved”.

IHRIS
Figure: License Renewal approval process
4.2.6 Decline
The License Decline Procedure is the process of informing an applicant that the license they
requested cannot be issued by the organization due to unsatisfactory document. The reviewer can
decline the application and enter a decline reason.
✓ Click on the Decline button to decline the application.

✓ A dialog box will be displayed to enter a reason for declining the license application.
✓ Click save.

IHRIS
Figure 41: License Renewal Document Decline Page
4.2.7 Under Supervision

Based on the Ministry guidelines if any health worker who didn’t practice for a given period of
time needs to be supervised by a senior practitioner at a selected health facility. Based on this
regulation a reviewer will:
✓ Click on the “Under Supervision “button to enroll the applicant in a given health facility
✓ A dialog box will be displayed to enter the institution and the start and end date.
✓ Click Save

IHRIS
Figure 42: License Renewals under supervision Page
4.2.8 Save as Draft

Click on the “Save as Draft” to save the evaluation process and continue later.
4.2.9 Generate License
The Reviewer can generate a License certificate for approved applicants. To generate a License
certificate:

Figure 43: Approved application list page

IHRIS
✓ A dialog box will be displayed to generate the PDF format of the certificate
✓ Click “Generate PDF” button
✓ A dialog box will be displayed.
✓ Click on the “Generate PDF “button to generate a License
✓ A dialog box will be opened to review the format of the license certificate.
✓ Click on the “SET RETRIVAL DATE “ button and enter a date to send message for the
applicant to retrive the license certificate.
✓ Click Generate License.

IHRIS

IHRIS
Figure 45: License Renewals Generate PDF Review Page
4.2.10 Under supervision application:
To view list of applications which has under supervision status and to be able to view their details
a user with a team lead/Admin role can:
✓ Click “Under supervision” menu from the left side

✓ System will redirect the user to “Under supervision” list page
✓ A user can filter by name and date to search a particular applicant
✓ Click “view” to see detailed information and approve the license if the supervision date is
ended.

IHRIS
Figure 46: License Renewals under Supervision List Page
4.2.11 Licensed application
To view list of approved and printed Licenses a user with the team lead/Admin role can:
✓ Click “Licensed” menu from the left side

✓ System will redirect the user to “Licensed application” list page
✓ A user can filter by name and date to search a particular applicant license
✓ Click “view” to see detailed information and reprint the license if needed.

IHRIS
Figure 47: License Renewals Renewed License List Page
4.2.12 Suspended License
To view list of Suspended Licenses a user with the team lead/Admin role can:
✓ Click “Suspended” menu from the left side

✓ System will redirect the user to “Suspended License” list page
✓ A user can filter by name and date to search a particular Suspended license
✓ Click “view” to see detailed information.

IHRIS
Figure 48: License Renewals Suspended License List Page
4.2.13 Revoked license
To view list of Revoked Licenses a user with the team lead/Admin role can:
✓ Click “Revoked” menu from the left side

✓ System will redirect the user to “Revoked License” list page
✓ A user can filter by name and date to search a particular revoked license

IHRIS
Figure 49: License Renewals Revoked License List Page
4.2.14 Returned applications:
To view list of Returned Licenses by health professional a user with the team lead/Admin role can:
✓ Click “Returned” menu from the left side

✓ System will redirect the user to “Returned License” list page
✓ A user can filter by name and date to search a particular Returned license

IHRIS
Figure 50: License Renewals Returned License List Page
4.2.15 Draft applications
To view list of applications which a reviewer saved it as a draft and to later return and finished the
review a user with the team lead/Admin role can:
✓ Click “Draft” menu from the left side

✓ System will redirect the user to “Draft Application” list page
✓ A user can filter by name and date to search a particular Drafted applications
✓ Click “view” to see detailed information and continue the review process.

IHRIS
Figure 51: License Renewals Draft Application List Page

Case:
Demonstrate how to review applications for
Based on Activity 7.
renewing a license?
Review the renew application and
• Decide whether it can be approved,
declined, assign under supervision
Time allowed: 100 minutes based on the given scenario
• Generate a license for approved
applications
4.3 Letter of good standing
Letter of good standing is a letter which is written for health profession for the organization to
explain his/her license status, work experience that he has been working here in Ethiopia and
his/her medico legal record status.
To access and process a good standing application click the Good Standing Icon; this will redirect the user
to the good standing workflow page.

IHRIS
Figure 52: Good Standing Access Page
The Good standing feature helps the reviewer/experts to be able to view list of applicants good standing
applications based on the workflow statuses. This module helps the reviewer/experts to process the
applicant good standing by reviewing the documents that the applicant submitted to receive a Good
Standing Letter: -
4.3.1 Unassigned and Resubmitted

This page allows the reviewer to be able to view a list of newly applied and resubmitted applications and
assign a reviewer for the application.
Click on the View/Edit button for a particular submitted application from the list which you want
to assign a reviewer, this will display a dialog box to assign a reviewer.

IHRIS
Figure 53: Good Standing Unassigned List Page
4.3.2 Assign to
Type the reviewer Name that you want to assign to this application, A list of reviewers will be displayed
while you type in the textbox. You can assign yourself or other reviewers.
Once you assigned a Reviewer you can click the close bottom to close the dialgbox

IHRIS
Figure 54: Good Standing Assigned to Page
4.3.3 Assigned
This feature allows the reviewer to view a list of the assigned applications. By clicking the View/Edit button
for a particular application, reviewer can: -
Transfer the assigned application to another reviewer by stating a reason.

Figure 55: Good Standing Transfer and Evaluation Action Page
4.3.4 Evaluation
IHRIS
Accept a document by clicking Accept button

Reject a document by Clicking Reject button or
Click on the Save as Draft to save the evaluation process and continue later
System will show to the reviewer the number of accepted and rejected documents
Figure 56: Good Standing Evaluation Page
assessment page to complete the application review process.
4.3.5 Approved
✓ The reviewer will enter the necessary information.
✓ Click the “Approve” button if all the submitted documents are based on the directorate
excepectation.
✓ A message will be sent to the applicant stating that “Your License application is approved”.

IHRIS
Figure 57: Good Standing Evaluation Submission Page
4.3.6 Decline
The Good Standing Decline Procedure is the process of inform a applicant that the application they
requested cannot be issued by the organization due to unsatisfactory document . The reviewer can
decline the application and enter a decline reason.
✓ Click on the Decline button to decline the application.

✓ A dialog box will be displayed to enter a remark for declining the Good Standing
application.
✓ Click save.

IHRIS
Figure 58: Good Standing Evaluation Decline Page
4.3.7 Save as Draft

Click on the “Save as Draft” to save the evaluation process and continue later.
4.3.8 Generate letter of good standing

By carefully reviewing the generated good standing letter the reviewer can edit the necessary information
and print the letter.
✓ Click the Approved link from the left menu.

IHRIS
Figure 59: Good Standing Approved List Page
✓ Click on the View/Edit button a dialog box will be opened.
Figure 60: Good Standing Generate PDF Action Page
✓ Clicking Generate PDF to view and edit the letter generated by the system
✓ The reviewer can edit the letter to reflect the applicant requirement
✓ Click Generate to print the letter.

IHRIS
Figure 61: Good Standing Generate PDF Page
Demonstrate how to review application for letter of good standing:
4.4 Summary:
• The expert/ regulatory body can review and assign his/her self the applicants application
• Licensing expert can assign him self to review an application
• Licensing expert can approve,decline or put undersupervidion applicant’s using this system
• Expert can see approved applications of other experts
• Expert can request status change of his/her reviewed application to the team leader

IHRIS
• iHRIS-HRL allows the team leader to assign experts for revision, transfer assigned
application to other experts, and print out approved applications
Chapter Five
Description: Regions can request verification of license status of health professionals to other
region by add request and the requested region can verify it using this system
Demonstrate verification request and respond the verification of requested verification
• Demonstrate how to request verification to other region

• Demonstrate how to respond requested verifications
Outline
• Add verification request
• View and respond verification request
5 License Verification
Reviewers from different regions can request for License verification and verify whether the
License provided by health worker is valid or not.
5..1 Add Verification Request

✓ To request for verification the expert should click ‘Requests’ from the left menu and

IHRIS
✓ Click “Add Request” from the top right side of the page.
Figure 62: Verification Request List Page
✓ This will open a dialog box to enter the necessary information to verify a License
✓ Enter requester, region and License Code and Click “Add Request”

IHRIS
Figure 63: Verification Add Request Page
5..2 View Verification Requests

✓ Click on the “View” button for a particular Requested verification from the list which you want to
verify or view as reviewer, this will display a dialog box.
Figure 64: Verification Request List Page
✓ The “View” button will display a dialog box which shows whether the request is verified
or not. The verifier body also uses this form to verify the verification request.

IHRIS
Figure 65: Verification Request Page
Demonstrate how to request and view license verification requests.
5..3 Summary:
• Regional regulatory body can request verification to the other regional regulatory body using this
system and each regions can see the verified verifications

IHRIS
Chapter SIX
6 Administrative Measures
Description: Administrative measures based on the Health Professional’s Registration and

Licensing Directive encompasses two primary actions: suspension and revocation. Suspension
entails a temporary prohibition, determined by regulatory bodies, ethics committees, or courts,
during which the health professional is barred from practicing for a specified duration. Conversely,
revocation permanently prohibits the health professional from continuing their practice within the
health profession.
Demonstrate how to suspend, revoke and request license status change
• Demonstrate how to suspend

• Demonstrate how to revoke
• Demonstrate how to request license status change
Outline
• Suspend
• Revoke
• License status change request
• What are the administrative measures?
Time: 5 minutes

IHRIS
• Suspend
The Directorate has a mandate to suspend a license for those health professionals who are violated
the regulation. To suspend a License:


IHRIS
Figure 66: License Approved list Page

✓ Click on the “Suspend “button to suspend a License
✓ Enter the Suspension period and remark.
✓ Click on the “Suspend “button.

IHRIS
Figure 67: License Suspension Action Page

• Revoke
The Directorate has a mandate to Revoke a license for those health professional who are violated
the regulation. To Revoke a License:

IHRIS

Figure 69: License Approved List Page

✓ Click on the “Revoke “button to Revoke a License
✓ Write a remark on why the license is being revoked.
✓ Click on the “Revoke “button.

IHRIS
Figure 70: License Revoke Modal
• License/Letter Status Change Request
In this section, we will explore the process of requesting a status change for a letter or license
when errors or other issues necessitate the modification of an application status.
To initiate a status change, the first step involves adding a request specific to the desired letter or
license. It's important to note that the steps remain consistent across all three application types:
New License, Renewal, and Good Standing.
Note: Only Team leaders and admins have the right to approve or decline a request from
reviewer
6..1 Requester Side

1. Go to approval page of the application in question (new license, renewal or good standing)
2. Click on “Request Status Change” button
3. Select the desired status from the drop down
4. Write the reason for why you are asking a status change
5. Save the request

IHRIS
Figure: License Status Change request
6..2 Approver Side

1. Go to the request's menu in the reviewer home page
2. Select the application type you want

IHRIS
3. Click on view request

4. Search for the request
5. View/Edit and finalize
6. Save the request change

Demonstrate how to suspend, and revoke?

IHRIS
Figure: Printed Good standing Letter
• Summary:
• Licensing regulatory head or director can take measures using iHRIS-HRL based on the
health professional registration and licensing directive and or ethics committee or court
decision
• There are suspended and revoked administrative decisions

IHRIS
Chapter Seven
7 IHRIS-HRL DATA MANAGEMENT
Description: It aims to briefly describe how to import previous legacy data, import national
licensure exam results, import CPD result conformation and report generation.
Learning objective: At the end of this session, participants will be able to:
• How to use integrated data for the licensure process
• Use previous HRIS data for licensure

• Demonstrate how to access the imported national exam report
• Demonstrate how to access CPD result
• Generate registration and licensing report
• Demonstrate Look up management menu
Outline
• View Legacy Data
• National exam import
• CPD Result confirmation
• Report
• Look up management??
7.1Legacy Data

IHRIS
Legacy data is health Professional License information which was imported from an existing system which
was previously used by the directorate.
✓ The Legacy data can be accessed by clicking the Legacy data menu from the left side.
✓ This will redirect the Reviewer to the legacy data list page.
✓ The reviewer can filter any Health professional License information by using different parameters.
✓ The reviewer can also Generate Report by Clicking “Generate Report” button, this will download
the report using excel format
Figure 71: Legacy Data List Page
7.2National exam result import
Admin users can import national exam results from the Ministry of Health which allows the
evaluator to verify the result that they provided is valid while reviewing the applicant document.
Before import data, an expert can download a template and organize the data based on downloaded
template format.
Once a data clean-up was done based on the template provided The Admin can import the National
Exam.
✓ The admin can Filter National exam by Institution Name, Gender and Result.
IHRIS
✓ Click on the Import Result from the side menu to import National Exam.
Figure 72: National Exam Mange Page
✓ The “View” button will display a dialog box which shows detailed student information.
✓ Click “Print” button to Print Student result information.

IHRIS
Figure 73: National Exam Print Page
7.3CPD Result confirmation
The License module is integrated with the Development module to retrieve list of Health professionals who
have a CPD certificate, and this allows the evaluators to verify their CPD certificate.
✓ Click on CPD Certified Users to view Health Professional CPD certificate

✓ Reviewer can search Health Professional by name

IHRIS
Figure 74: CPD Certified List Page
✓ Click “View” button to see Health Professional detail CPD result information
7.4Report
IHRIS-HRL module allow experts to efficiently monitor and analyze licensing activities in real-
time, ensuring informed decision-making. The module's flexibility allows for customized reports,
supporting strategic planning and optimization. Emphasis on data privacy and user training makes
it a pivotal tool for streamlined management of licensing processes.
A user can generate a report by using different parameters to generate the required report.
7.4.1 General report: The licensing expert can generate a detailed report on newly applied
licenses, renewed licenses, and requested Good Standing Letters, utilizing filters such as

IHRIS
Name, Date, Location, Profession, Gender, and License Status for a precise and customized
analysis. These are the steps to generate a report:
I. The Report can be accessed by clicking the Report menu from the left side.
II. This will redirect the user to the Report page.
III. The User can filter the data by using different parameters.
IV. The User can also Generate Report by Clicking “Generate Report” button, this will
download the report using excel format
V. The licensing module features advanced reporting with filters for Newly Applied
Licenses, Renewed Licenses, and Requested Good Standing Letters.
7.4.2 Reviewer report: The reporting type facilitates the generation of selected expert reports
across all three application categories. Additionally, it incorporates supplementary chart-
based information, ensuring a comprehensive and insightful analysis. These are the steps
to generate a report:
I. Search for a reviewer name
II. Click the ‘VIEW’ button
7.4.3 Profession report: This comprehensive report provides an aggregate overview of each
profession, meticulously categorized based on the expert's respective region, offering a
detailed analysis of regional professional distributions

IHRIS
Figure 75: Report Page
7.5Dashboard
The iHRIS Licensure dashboard allows users to visualize indicators using graphs to easily explore
newly requested Licenses, in process Licenses, Rejection percentage and approved Licenses
categorizing by License Type and region. The user interface is intuitive and highly interactive,
enabling users to quickly drill down into up-to-date licensing information. Users can filter and
visualize the indicators using Date, Profession, Department Region and Gender. The dashboard
will provide them with valuable insights to help decision makers to make better decisions
regarding their performance of Reviewers.
✓ Click Dashboard link from the side menu. System will redirect the user to dashboard
✓ Can filter the data using the parameters provided
Click “Refresh” to view updated information based the parameter

IHRIS

IHRIS
Figure 76: Dashboard Pagg
7.6 Look up management
A Look up Management is a utility that enables administrators to create and manage the options
that appear in drop-down on different sections of License Module. Currently License Module has
the following Lookups; Location (Region, Zone, Woreda), Departments, Application Title,
Education Level, Professional Prefix, Professional Type, Applicant Position and License Expire
date.

IHRIS
Note: The procedure on how to operate on each lookup are Similar, the users can use the
following sample to View, Add, Edit and De activate the lookups.
. Location
✓ Click Location link under Lookup Management Side menu. The system will redirect the
user to the Location List Page.

IHRIS
Figure 77: Location lookup List Page
✓ Click “ADD LOCATION” button to add new Location, this will open a dialog box to add
a new Location
✓ Select the Location Type and enter the Location Name.
✓ Click SAVE to save the location information
Figure 78: Add Location lookup Page

IHRIS
✓ Click “VIEW/EDIT “to Edit or view a particular location from the list, System will open a
dialog box with data for Edit.
✓ Modify the required data and Click “Save” Button
Figure 79: Edit Location lookup Page
Status Log

IHRIS
Demonstrate how to manage iHRIS-HRL data?
• How to import legacy data

• How to import national exam result
• How to retrieve CPD certification
• How to view and use Dashboard
• Generate a report
• Look up management
7.7 Summary:

IHRIS
• Manage legacy data that is the data of health professional’s previously registered and
licensed
• Licensing expert can access national exam result and CPD certification status of the health
professionals
• Licensing expert can generate a report using different applicant type
• Super admin/ focal person of iHRIS-HRL can perform look up management

HRL Module Participant Manual Final

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

HRL Module Participant Manual Final

Uploaded by

Copyright:

Available Formats

IHRIS

INTEGRATED HUMAN RESOURCE INFORMATIONS

HRL participant manual

Participant Learning Objectives:

At the end of this module will be able to:

Participant selection criteria

Trainer’s selection criteria

Methods of course evaluation

Trainees will be certified if the achieved the following

HRL participant manual

• knowledge: a score of at least 80% on the posttest knowledge assessment questions

Suggested class size

Continuing educational unit

HRL participant manual

1.1 Overview of registration and licensing information system

1.2 Major Functions of iHRIS HRL

Activity 1: Individual reflection

Read the below question and reflect your response to the

• What are the major functions of the IHRIS HRL?

1.2.1 Major functions of iHRIS – HRL for applicants

1.2.2 Major functions of iHRIS – HRL for regulatory experts

HRL participant manual

2. ACCESS TO iHRIS – HRL SYSTEM

Duration: 110 minutes

HRL participant manual

• Demonstrate applicant sign up process

• Access the system as an Applicant

2.1 Access the system as an Applicant

HRL participant manual

HRL participant manual

2.2 Signup (Create account)

Note. During Signup the following points must be addressed

HRL participant manual

Figure 2: Applicants sign up registration page

Figure 3: Applicant/Expert Login page

3.1.1 Forgot password

The "Forgot Password" feature serves as a

HRL participant manual

• Enter your email address and click

Figure 5: Forgot password Page

Activity 2: Demonstration Time

Demonstrate how to sign up and log in iHRIS-HRL system as an applicant side

Time allowed: 20 minutes.

2.4 Access the system as an Expert

2.4.1 User management

HRL participant manual

2.4.2 Types of Roles

Type of roles and their related privileges

HRL participant manual

Figure: Administrator Role

HRL participant manual

2.4.3 Create User Account

HRL participant manual

✓ To add a new user a user must have a user management role

HRL participant manual

Figure 7: Create user page

HRL participant manual

Figure 8: Login page

2.4.4 Sign out

HRL participant manual

Figure 8: Sign out page

Time allowed: 20 minutes.

HRL participant manual