1. Sensitization Workshop on HRMIS in Health Sector for NE States Strengthening State HR Information System in Bihar ( Presented by Mr. Arvind Kumar System Analyst-cum-State Data Officer State Health Society, Bihar ( March 2013
State Health Society, Bihar has initiated innovative use of information technology to strengthen its human resource management efforts. In collaboration with NHSRC, B-TAST, IntraHealth and HISP India, began work on developing a Human Resources Information System late 2010.

2. Bihar- An Overview
Population (as per 2011 Census, Provisional population estimates) = 103,804,637
Division = 9,
District = 38,
Subdivision = 101,
Blocks = 533,
No. of Govt. Health Facilities = 11702;Sadar Hospital (District Hospital) = 36, SDH=44, Primary Health Centre = 533, Additional Primary Health Centre = 1330, Health Sub Centre = 9696 , Referral Hospital = 67

4. The HRH Context
Limited availability of accurate, current and timely data on human resources
HR planning and management is difficult due to the data limitations (e.g. contract renewals)
Goal: Establish a functional HRIS to inform HRH decision making
Effective Human Resource Planning and Management in Health requires a strong HR Information System.

5. The Process Identify a nodal officer and constitute a state level team
Conduct stakeholder consultation and system requirement study
Identify priority HR issues to guide the HRIS strengthening efforts
Define role and responsibility at each level
Develop tool, prototype and Pilot in Siwan district
Build capacity of appropriate staff on data quality, entry and software customisation
Verify data quality ( includes cross validation with other sources)
Define guidelines and protocols for routine updation and review
Develop job aids, user manuals and training material
Had a stakeholder consultation to identify priority HR issues i.e deployment, retirement and contract planning to guide creation of an HRIS
Conducted an analysis of existing HR systems, IT capacity, data collection formats and data flow processes.
Oriented the district staff on data quality and state IT team on software aspects
Data collection tools and guidelines are available on SHSB website

6. System Design Principles
User-based
Decentralised
Interoperability
Flexibility
Scalability
Sustainability
Open Source
Chose an open source HR application viz. iHRIS
While selecting a software tool to built the HRMIS, these guiding principles were adhered to.

7. E-Health Architecture

8. Key Results Staff Directory created for each facility &at all levels
Directory includes over 47,500 staff, with job title, facility location, joining date, specialty, and other characteristics
List of staff by cadre and employment type (contractual & regular staff)
Doctors directory includes record of medical colleges & hospitals
With these reports generated, sufficient information is available to guide decisions on important issues such as deployment, contract renewals, retirement planning.
An important achievement was listing doctors under different cadres

9. Cadre-wise Doctors Status
Cadre Description
Regular Employees
Contractual Employees
Tenure
Total
State Health Services
2771
Medical Education Cadre
1053 77 78
1208
Ayush Cadre
272
1216
1488
Ayush Medical Education
133
District Health Services
2226
4229
3519
7826

10. HR Availability in Bihar
Designation
Total number
Regular
Contractual
Tenure
Doctor
7826
4229
3519 78
Nurse A Grade
3750
918
2832
ANM
16460
8333
8127
No. of Specialist
1233
1023
178
Other Employees
18492
13764
4728
Total
47,729
28267
19384
Data Source: State HRIS, Feb 2013

11. Insert screen shots of few important reports
It shows the deployment of health staff within the district by designation and health facility.
One can find information about the total number of regular and contractual staff and their retirement and contract end dates.
For more information on various reports you may like to see the live site

12. Data Use- Few Examples Data for PIP reports
Deployment decisions (transfer, promotion, deputation)
Contract renewal/termination
Departmental Proceedings
Judicial queries

13. Lessons Learned
Key HR data like position title need to be standardized
Staff need capacity building in operating the HRIS and using data for decision making
Start simple; tackle sensitive issues once system is more established
Data can highlight problems and help inform solutions
Establishing a useful HRIS is an iterative process that requires both time and active engagement of the key stakeholders.

14. Challenges
Training and motivating staff to prioritize the HRIS and collect the needed data
Allocation dedicated HR to manage work
Establishing a regular mechanism for data updating, review and use
Strong and continuous technological support services
Data collection is challenging and requires training of appropriate staff at all levels.
Regular data update, review and use is important but one has to plan for a longer term to see that the use of HRIS becomes a habit and culture.

15. Current Focus
HRIS Review and Monitoring Committee focusing on HRIS capacity building, scale up, and use
Strengthening the HRIS Cell in order to effectively manage and operate the new HRIS and conduct other HRH functions
Conducting training at different levels to promote the use of data for improved HR planning, development and management
Adding new HRIS modules like training
Integration with HMIS to monitor facility performance
State Health Society and its HMIS team has offered leadership at various levels.
Programme, HR and establishment team is engaged to support scale up and use.
Efforts are on to strengthen the HR team at the State Health Society
Once the current work is completed, additional modules like training can be added to the HRIS.
State leadership is committed to strengthen its HRIS for improved workforce planning and management for better service.

16. For more information write to: statehealth_society@yahoo.co.in
Thank you
Human Resources for Health is vital for the delivery of quality healthcare services especially to the poor and deprived sections of the community residing in remote and difficult areas.
For more information write to: