1. Meeting of the Heads of Health Training Institutions Introduction to HRHIS ****** Department of Computer Science University of Dar es Salaam 22nd May – Morogoro

2. Human Resource for Health Information System 1.Introduction 2.Challenges before HRHIS 3.Objectives 4.The Initiative 5.Targeted users 6.Implementation 7.How/What? 8.Success 9.Link with TIIS 10.Persisting Challenges HRHIS Overview

3. ... The use of ICT tool to make HRH information available for better management of healthcare services 3

4. 1. Introduction  HRHIS – Human Resource for Health Information System  It is software tool developed by Tanzanian experts specifically to facilitate the collection, collation, analysis and presentation/ reporting of HRH information  HRHIS focuses at making available a comprehensive, reliable and up to date HRH information in the country necessary for HRH planning,development and management.  HRHIS is a part of a larger and integrated system of the MoHSW data warehouse…  HRHIS is one among several modules that collectively make up the national HMIS. 4

5.  Unreliability of the HRH information that existed Issues to do with Timeliness, correctness and Completeness  Difficulties in Accessing the available HRH information  Sharing of HRH information within MoHSW and with other sectors/stakeholders was difficult  Poor and diverse storage of HRH data at various facilities  Confidentiality of HRH information was not guaranteed  Poor technical capacity in handling HRH information.  No/ poor infrastructure and equipment for handling HRH data  Unclear format for presenting HRH data at various levels.  Redundancy in collection of HRH data - same infomration collected by different authorities and was not shared Human Resource for Health Information System 2. Challenges before HRHIS

6. 3. Objectives HRHIS was Introduced to: Improve health service delivery through informed decision-making mechanism on HRH agenda Address limitations related to the availability of timely and reliable HRH data for various needs i.e. absorption rates, retention rates, retirement trends, educational levels, in-service training, promotions, etc Harness the advantages of computerized IS (FOSS) Establishing a standard national database for collection and storage of HRH information 6

7. …To achieve these objectives, sometimes we encounter a number of breakdowns..we fix them and move on 7

8. 4. The initiative It is Tanzanian initiative:  Owned by the MoHSW  Developed from scratch by experts from Department of Computer Science (UDSM) with close collaboration with HRH Stakeholders.  Technical and financial support from Japan International Co-operation Agency (JICA).  MoHSW leading the implementation process supported by UDSM  The software was developed (and is under constant maintenance) using open source technologies Human Resource for Health Information System

9. ... Initiative  It enables timely availability of updated HRH information  It simplifies accessibility and sharing of HRH information within MoHSW and other sectors  It makes it possible to understand the updated status of HRH workforce  Saves costs incurred to collect the same information repeatedly every year  Makes the reliable information readily available for planning and decision making  It enables proper allocation of health personnel as per demand Human Resource for Health Information System

10. 5. Targeted Users Health facilities (Public, Private, FBO, Parastatal etc) to provide detailed Individual information CHMTs at which all data are entered into the system by Health Secretaries. RHMTs – enter info for RHMT and regional hospitals – see data for all CHMT Referral, Specialized, and Consultant Hospitals. MoHSW Agencies and Departments MoHSW – Synchronizes data from all HF, hospitals, CHMTs, RHMTs and MDAs HRH stakeholders - reports Human Resource for Health Information System

11. 6: Implementation 1.Phase I (Pilot) – Sept 2009 – March 2010 Coast, DSM, MNH, ORCI and MOI 1.Phase II - May – October 2010 Kilimanjaro, Tanga, Morogoro 1.Phase III – Nov 2010 – March 2011 Mtwara, Lindi, Dodoma 1.Phase IV – May 2011 – March 2012 Iringa, Mbeya, Ruvuma and Rukwa Mwanza, Kagera, Mara Tabora, Kigoma, Shinyanga Arusha, Manyara, Singida 11

12. ..implementation 5. Phase V – May 2012 – March 2013 21 RHMTs, all CHMTs and 8 Hospitals 6. Phase VI – May 2013 – March 2014 New RHMTs: Simiyu, Geita, Katavi, and Njombe New CHMTs: 25 6 ore hospitals with big number of staff 7. Phase VII – May – October 2013 7 new CHMTs SSV in all sites Exist Strategies 12

13. ...it has been a long way and an adventure of its own to reach all these places with HRHIS 13 The way to Namtumbo

14. 7. How/what did we do? Collect Requirements We collect requirements We provide support We implement We develop We Train We receive feedback A stable system Continuous technical support

15. ... Major Activities  Software development  Operational trainings  Supportive supervisions  Refresher training  System Improvements  Data Utilization trainings  Integrate with related system  Emphasize on data collection, analysis and use

16. Click to edit the outline text format  Second Outline Level Third Outline Level  Fourth Outline Level Fifth Outline Level Sixth Outline Level Seventh Outline LevelClick to edit Master text styles Provide SSV As a strategy to involve the local people in the management and use of HRHIS, the SSV teams conduct meetings with CHMTs and RHMTs prior to and after working with system users. In these meeting issues related to Data collection, system usage and information/reports generations are discussed and addressed 16

17. Click to edit the outline text format  Second Outline Level Third Outline Level  Fourth Outline Level Fifth Outline Level Sixth Outline Level Seventh Outline LevelClick to edit Master text styles Working with Users during Supporting Supervision Visits 17

18. 8. Success  Successful deployment countrywide  Endorsed by the MoHSW as the main source of HRH information  Available online from any location with internet connection  Councils can easily generate various reports like TANGE and PE  Has made it easier to access quality and updated HRH information  Collected data from private and public facilities  Collection of more than 60,000 records for health workforce Human Resource for Health Information System

19. Data Entry Status by Regions- April 2014

20. 9. Linkage with TIIS HRHIS has been developed in such a way that it can easily communicate with other related systems Can receive and store HR information for staff working with training institutions Once entered into TIIS, staff records are extracted and fed into HRHIS to make a comprehensive HRH national database with all health personnel at all levels Shared data to the nation HMIS system

21. 10: Persisting Challenges 1.Ownership The is still a problem of ownership of the system by the client at all levels (MoHSW, CHMTs, RHMTs) There are still a number of officials at all levels who are yet utilize the system in its fullness There is a perception (RHMTs and CHMTs level) that the initiative belongs to the consultant and funder 2. System usage Some sites login into the system only when they see the SSV team (some forget even their credentials) Some have collected massive data but do nothing with it No Data update done 3. Movement of users trained on the use of HRHIS 21

22. ...Challenges 4. Resources for Maintenance and support No resources allocated for internet connection and subscription at lower levels Some RHMT/CHMTs are hesitant to release their vehicle to be used for HRHIS activities 5. Data collection from Private and FBO facilities Some claim to have their own systems (but doesn’t provide the needed information 6. Duplicate of employees Working in government HF and in one or more private HF and all counted as a permanent employees How should this person be recorded? Some HF have all their employees as part timers 7. Poor or no internet connection 22

23. HRHIS is available online through: http://hrhis.moh.go.tz

24. Thank You Human Resource for Health Information System