THE REPUBLIC OF UGANDA

July 2016

A Brief Guide to iHRIS Manage

Background
To ensure that the right provider is in the right place with the right skills,
countries require current, accurate data on human resources (HR). A strong
human resources information system (HRIS) enables leaders to quickly an-
swer the key policy and management questions affecting service delivery.
The integrated Human Resources Information System (iHRIS) Suite, a free,
Open Source HRIS is management tool to supply leaders with the infor-
mation they need to assess HR problems, plan effective interventions and
evaluate those interventions.

Using iHRIS, HR professionals can create a centralized information base on

all human resource management aspects such as standard titles, job classi-
fications and job descriptions spreading over geographic locations, offices,
and facilities. HR managers 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; 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?

iHRIS Manage Main Features

• System Configuration: Install, enable and configure modules to cus-
tomize the system and its features from a web-based configuration
screen.

• User management: Create and manage password-protected user ac-

counts to control access to the system. Assign roles limiting user ac-
tivities to enforce data quality and management protocols. Accounts
are role-based so that non-authorized user actions and data sets are
hidden from the user.

• Position management: Create positions with standardized descrip-

tions, codes, and qualifications within the organizational structure and
manage the hiring, transfer, and promotion process.

Strengthening Human Resources for Health

• Recruitment support: Record information
about job applicants (including educational
history, work history, and interview notes)
and log hiring decisions.
• Employee management: Record important
information and maintain a complete record
of employees’ work history, including posi-
tions held, salary history, in-service trainings,
and any workplace incidents resulting in dis-
ciplinary action.
• Leave Management: track leave days of em-
ployees, enable employees to apply online
and HR managers to approve online
• Banking management: tracks employees’’
banks, branch, salary, and recommended
loans
• Retirement Planning -- Staff totals by retire-
ment year.
• Retirement /Exit Report -- Shows the Exit/
retirement situation.
• Age Distribution -- Total of all staff by age
range.
• Disciplinary Action -- Shows the current
disciplinary cases for the staff
• Registration and Licensure status -- The
Status of current staff’s registration and li-
cense
• Former Staff -- A list of former staff
• Last Trainings and Mentorship -- A list of
staff with their last training and mentorship

• Data import and export and integration with • Staff Trainings -- A list of staff with all their
Geographic Information Systems trainings

• Interoperability with other information • Position Open Duration -- The length in

systems: iHRIS easily links with DHIS2, Open- days each position was open before being
MRS, and other popular global-health tech- filled.
nologies. iHRIS imports and exports data in
• Classification Breakdown -- A total of all
different formats including xml, CSV, etc.
staff by job classification.
• Custom Reporting: Aggregate, analyze and
• Hires per Year -- Hire totals by year, Job
export data in a variety of ways to answer key
Breakdown -Total staff by job, etc.
management and policy questions as well as
generate staff lists and directories. Access to iHRIS Manage
Reports in the System IHRIS Manage can be accessed at http://hris.
health.go.ug/
There are several reports that come with system,
but any customization report can be created us-
ing custom reporting module:

• Staff List -- A list of all current staff with work

contact information.

• Staff Album -- Shows Staff with passport

photographs

• Retention Report -- Show how long staff

have been on there current Job

• Payroll Report -- A list of all employees with

salary details.

• Establishment Levels -- Aggregation show-

ing staffing levels or staff Audit

Strengthening Human Resources for Health