Data Setup Worksheet

Before entering data into iHRIS Qualify, you must configure lists for selecting standard items. Standardizing these selection lists ensures that data can be reported consistently. Complete the following exercises before beginning to identify and gather all the data needed to complete the setup. This exercise should be completed by a Data Operations Manager.

Qualifications and cadres

List all of the health worker cadres to track in the system, including standard codes for each (such as ISCO classifications). Also list the minimum qualification necessary for each cadre of health workers you will be tracking, such as diploma, degree or certificate.

Action: Enter all qualifications and cadres in the system (see Add a Qualification and Add a Cadre).

Continuing education courses

List all continuing medical education courses to track for health workers who are completing in-service training requirements. Include the name of each course and the number of credit hours that can be earned by completing the course.

Action: Enter all continuing education courses in the system (see Add a Continuing Education Course).

Categories and reasons for disciplinary action

If you are tracking disciplinary actions taken on licensed health workers, list all of the broad categories for disciplinary action. For each category, list one or more specific reasons for taking the action.

Action: Enter all categories and reasons for disciplinary action in the system (see Add a Disciplinary Action Category and Add a Reason for Disciplinary Action).

Reasons for out migration

If you are tracking out migration verification requests, list all of the reasons for out migration that you want to report on.

Action: Enter all reasons for out migration in the system (see Add a Reason for Out Migration).

Categories and reasons for training disruption

If you are tracking disruptions in training, list all of the broad categories for disruption (such as medical, discipline and personal). For each category, list one or more specific reasons for disrupting training; for instance, reasons under the Medical category might include illness, death and pregnancy.

Action: Enter all categories and reasons for training disruption in the system (see Add a Training Disruption Category and Add a Reason for Training Disruption).

Academic levels and certificates

List all academic levels (such as high school, college or university) and certificates for each academic level (such as diploma, bachelor's degree, master's degree, certificate) to track for students entering health training programs.

Action: Enter all academic levels and certificates in the system (see Add an Academic Level and Add a Certificate).

Identification types

Identification types are non-changing IDs, such as a Social Security Number, driver's license, passport or national health insurance card, that are used to identify a student or health worker. List all identification types that will need to be tracked.

Action: Enter all identification types in the system (see Add an Identification Type).

Marital status types

List the types of marital status -- such as single, married, divorced and widowed -- you need to track for health workers.

Action: Enter all marital status categories in the system (see Add a Marital Status).

Facility agents

List all of the facility agents, or operators, of training institutions and health facilities to track in the system, such as Ministry of Health or government, private and nongovernmental organization.

Action: Add all facility agents to the system (see Add a Facility Agent).

Facility status

List the facility status options that you would like to track for each health facility and training institution. Typical choices are open and closed.

Action: Add the facility status options to the system (see Add a Facility Status).

Facility types and health facilities

Collect information on all health facilities and types of facilities to track in the system. Health facility types include hospitals, clinics and dispensaries. You will want to track health facilities that are associated with training institutions, where health workers or deployed and where private practice licenses are issued. For each health facility, gather as much information as possible, including the name, identification code, geographical location, contact information, facility agent and any training institutions associated with the health facility.

Action: Enter all facility types and health facilities in the system (see Add a Facility Type and Add a Health Facility).

Training institutions and programs

Collect information on all training institutions and the training programs they offer in the health cadres you will be tracking in the system. For each training institution, gather as much information as possible, including the name, identification code, geographical location, contact information, facility agent and associated health facilities. Also collect information on each training program offered, including the cadre, start date and number of students recommended to enroll in the program. You may also choose to enter inspection information for each training institution.

Action: Enter all training institutions and training programs in the system (see Add a Training Institution, Add a Pre-service Training Program and Enter Inspection Information for a Training Institution).