iHRIS:Data Dictionary

Please note: This document is in the process of being updated for the latest software release. Fields that have not been updated yet have been marked with an *.

Field Name	Definition	Alternate Names	Data Type	Used In
*academic level	The highest level of formal education attained by a person; typical values are: primary level; secondary level; college; university/graduate school.	-	TBD	iHRIS Qualify
allowance	Money given at regular intervals for a specific purpose.	per diem, reimbursement	value (Benefit Type)	iHRIS Manage
alternate telephone number	A secondary phone number where a person or organization can be reached.	cell phone number, mobile number	text entry	iHRIS Manage, iHRIS Qualify
*alpha code	The unique two-character code that identifies a country established by the International Organization for Standards (ISO).	-	TBD	all
amount	The total amount of a benefit or special payment.	-	selection (from Currency) + integer	iHRIS Manage
*associated training institution	Refers to a training institution that is officially affiliated with a health facility.	-	TBD	iHRIS Qualify
association	A group of individuals who enter voluntarily into an agreement to accomplish a purpose	voluntary association	value (Salary Source)	iHRIS Manage
*average salary	The average annual salary paid to an employee in a particular group, such as a cadre or pool of workers.	-	TBD	iHRIS Plan
*base year ratio	The ratio of health professionals to population calculated for the start year of the projection; this ratio is used to calculate health professional targets for each year in the projection by maintaining the base year ratio as the population changes over time.	-	TBD	iHRIS Plan
benefit type	A type of payment made to an employee that is separate from the employee's salary; the payment may be one-time or recurring.	special payment	selection	iHRIS Manage
*birthplace	The country, district and/or county where a person was born.	-	Dropdown menus (Country, District and County names)	iHRIS Qualify
bonus	Money paid in addition to what is usual or expected.	dividend, incentive	value (Benefit Type)	iHRIS Manage
*cadre	A broad category or subset of health workers characterized by the specific training, degree or other qualifications required to practice or be licensed in that field (i.e., nurse).	-	TBD	all
*cadre pool	A pool of health workers, composing part or all of a cadre, to which assumptions are applied in a workforce projection.	pool	TBD	iHRIS Plan
*certificate	Certifies that a particular academic level has been achieved; typical values are: certificate of primary education; ordinary level certificate; advanced level certificate.	degree	TBD	iHRIS Qualify
*class	One instance of a training course that takes place on a specific date at a specific site; there may be multiple classes for one training course.	-	TBD	iHRIS Manage
*closed position	A position within an organization that has been filled by an employee; when a position is marked closed, the organization is not actively hiring for the position.	-	TBD	iHRIS Manage
*code	A unique identifier associated with a particular job or position that identifies it for the organization.	job code, position code, post code	TBD	iHRIS Manage, iHRIS Qualify
*competency	A skill performed to a specific standard under specific conditions.	-	TBD	iHRIS Manage
*competency type	A broad category of related competencies.	-	TBD	iHRIS Manage
*continuing education unit	A course or number of educational units that are required for a health worker to renew his/her license while practicing.	CEU, credit hour	TBD	iHRIS Manage, iHRIS Qualify
*cost	The amount of money associated with a change in the number of workers based on salary and other associated costs, such as training costs or severance pay.	average cost	TBD	iHRIS Plan
*cost increase	An annual increase in the cost associated with a change in the number of workers expressed as a percentage of the original cost.	-	TBD	iHRIS Plan
*county	The smallest geographic subset, typically located within a district.	sector	TBD	iHRIS Manage, iHRIS Qualify
*currency	The medium of exchange of money used in a country or other location.	-	TBD	iHRIS Manage, iHRIS Plan
*currency code	The unique three-letter code used to define a currency established by the International Organization for Standards (ISO).	-	TBD	iHRIS Manage, iHRIS Plan
*currency symbol	The symbol used to identify a currency, such as dollars.	-	TBD	iHRIS Manage, iHRIS Plan
*data operations manager	A database management role that is responsible for managing data entry, including verifying and correcting data and updating standard lists in the system.	-	TBD	iHRIS Qualify
*data source	The verifiable source of data entered in the system, such as a census, survey or information system.	-	TBD	iHRIS Plan
*decision maker	A role that runs reports in order to view and analyze data, and make health workforce policy and planning decisions.	-	TBD	iHRIS Qualify
*degree	Certifies that a particular academic level has been achieved.	certificate	TBD	iHRIS Manage
*department	A division within an organization, typically around similar job functions and following supervisory lines.	-	TBD	iHRIS Manage
*departure	Occurs when an employee leaves the employ of the organization.	-	TBD	iHRIS Manage
*dependent	A legal spouse or child of an employee.	-	TBD	iHRIS Manage
*deployment	The process of being employed in a health facility as a licensed health worker.	-	TBD	iHRIS Qualify
*disciplinary notice	A warning or notice issued to a health professional or employee as a result of an infraction.	disciplinary action	TBD	iHRIS Qualify
*discontinuation	An interruption in a training program.	disruption, training disruption	TBD	iHRIS Qualify
*discontinued position	A position that is no longer required by an organization; no employee fills it and the organization is not soliciting applications for the position.	-	TBD	iHRIS Manage
*district	A smaller geographic unit within a region created by the central government for easy administration.	province, state	TBD	iHRIS Manage, iHRIS Qualify
*duration	The number of years in a projection, usually between 5 and 30 years. Also refers to the number of years that a pool change affects the projection.	-	TBD	iHRIS Plan
*education type	The type of qualification or degree a person has received, such as college/university, continuing education or informal.	-	TBD	iHRIS Manage
email address	An address where a person or organization can be contacted by email.	email	text entry	iHRIS Manage, iHRIS Qualify
end date	The date at which a position, training program, licensing period, etc. ends.	-	date	iHRIS Manage, iHRIS Qualify
*ending position	The last position that a person held in an organization.	-	TBD	iHRIS Manage
*ending wage	The salary that a person earned in the last position s/he held in an organization; also the highest salary in a salary grade.	end salary	TBD	iHRIS Manage
*endorser	A person who recommends a student graduating from a training program to take the national examination.	-	TBD	iHRIS Qualify
*evaluation	An official assessment of an employee's performance in a class or of a competency.	competency evaluation, training course evaluation	TBD	iHRIS Manage
*executive manager	A person who may manage the entire organization or one district, department, office or facility within the organization. The Executive Manager views reports and analyzes data entered in the system in order to make HR decisions and set organizational policy.	-	TBD	iHRIS Manage
expense	Charge incurred by an employee in the performance of work.	business expense, personal expense	value (Benefit Type)	iHRIS Manage
*facility	A specific division within an organization that is defined by having its own budget and often has a unique facility code. Often a facility is responsible for providing health care services.	duty center, health facility, office, responsibility center	TBD	iHRIS Manage, iHRIS Qualify
*facility agent	The owner of a health facility or training institution, which also refers to the classification of the facility; typical values are: government; mission; private.	agent	TBD	iHRIS Qualify
*facility status	The status of a facility as either open or closed.	-	TBD	iHRIS Qualify
*facility type	A type of health facility; typical values are: dispensary; domiciliary; health unit; hospital.	-	TBD	iHRIS Manage, iHRIS Qualify
fax number	A number where a person or organization can be contacted by fax.	fax	text entry	iHRIS Manage, iHRIS Qualify
faith-based organization	A nonprofit aligned with a religion that delivers services to the public.	FBO	value (Salary Source)	iHRIS Manage
first name	A person's initial name.	Christian name, given name, name	text entry	all
*graduation	Official completion of a training program or other educational program.	-	TBD	iHRIS Manage, iHRIS Qualify
*health worker-to-population ratio	A targeted number of health workers based on a ratio of one health worker per a certain number of people to be served.	targeted ratio	TBD	iHRIS Plan
*health workforce planner	A role that has access to the projection creation and modeling functions but cannot configure the system or access user accounts; this is the primary user role for the system.	-	TBD	iHRIS Plan
*hiring date	The date on which an open position is filled.	-	TBD	iHRIS Manage
*hiring decision	The official decision whether to offer a job to an applicant.	-	TBD	iHRIS Manage
*home residence	The address or geographical location where a person permanently lives, which may be different from the person's current residence.	-	TBD	iHRIS Qualify
*HR manager	A manager of human resources personnel who is responsible for managing all system data and for ensuring that data in the system are complete, correct and up to date.	-	TBD	iHRIS Manage
*HR staff	A data entry person in human resources who is responsible for entering and updating data in the system.	-	TBD	iHRIS Manage
*identification code	A unique code used to identify a facility or training institution.	-	TBD	iHRIS Qualify
identification number	The unique identifier -- usually a number -- that, when combined with an Identification Type, is used to identify a person.	-	integer	iHRIS Manage, iHRIS Qualify
identification type	An official document or number (such as Social Security Number, national health insurance number or passport number) used to identify a person.	-	selection	iHRIS Manage, iHRIS Qualify
*index number	The number issued to a student when s/he enters a new pre-service training program.	-	TBD	iHRIS Qualify
individual donor	A person making donations from their personal finances.	donor	value (Salary Source)	iHRIS Manage
*initial year of change	The first year in a projection that a pool change takes effect; the initial year of change may be the same as the start year of the projection.	-	TBD	iHRIS Plan
*inspection	The process of certifying that a health facility, private practice clinic or training institution is qualified to provide services.	institution inspection	TBD	iHRIS Qualify
*instructor	The teacher of a training class.	teacher, trainer	TBD	iHRIS Manage
*intake	An increase in the supply of workers due to employees entering the workforce. Also the process of entering a training program.	index	TBD	iHRIS Qualify, iHRIS Plan
*interview	A formal meeting to assess the qualifications of a job applicant.	-	TBD	iHRIS Manage
*ISCO classification code	A unique code that identifies a job classification using a standard coding system established by the International Standard Classification of Occupations (ISCO) for classifying professions.	-	TBD	iHRIS Qualify
*ISO numeric code	The unique numeric code that identifies a country established by the International Organization for Standards (ISO).	-	TBD	all
*job	A general set of qualifications, duties and responsibilities that matches a particular job description and has a unique job code. There may be multiple instances of the same job within an organization.	designation, post	TBD	iHRIS Manage, iHRIS Qualify
*job classification	A broad category used to organize jobs; the job classification may or may not be equivalent to the health cadre.	classification	TBD	iHRIS Manage
*job responsibilities	The duties expected to be performed by a particular job.	-	TBD	iHRIS Manage
*job title	The label used to describe a job, or a specific set of duties and responsibilities.	post title, title	TBD	iHRIS Manage, iHRIS Qualify
*language proficiency	A person's reading, writing and/or speaking ability in a foreign language.	proficiency	TBD	iHRIS Manage
*license	Certification that a health worker is eligible to practice in a country. The license must be renewed regularly, and a separate license must be obtained for each cadre in which the health worker intends to practice.	-	TBD	iHRIS Qualify
*license number	The number issued with a license to practice as a health worker; this number may or may not be identical to the registration number.	-	TBD	iHRIS Qualify
*location selection	Designates a country that is used for determining geographical location, rather than for a currency or nationality.	-	TBD	iHRIS Manage, iHRIS Qualify
mailing address	An address, including city, country and zip code, where a person or organization can be contacted by mail.	address	text entry	iHRIS Manage, iHRIS Qualify
*major	A person's primary field of study.	-	TBD	iHRIS Manage
*marital status	A person's legal status, such as: single; married; divorced; widowed.	-	TBD	iHRIS Manage, iHRIS Qualify
*midpoint	The average salary offered to new hires in a salary grade, which may not be equivalent to the true average of the salary range within that grade.	-	TBD	iHRIS Manage
ministry of health	A department of health in a country's government.	MOH	value (Salary Source)	iHRIS Manage
monthly	An event that occurs once a month.	-	value (Recurrence Frequency)	iHRIS Manage
nationality	The country where a person is a legal citizen.	citizenship	selection (from Country)	iHRIS Manage, iHRIS Qualify
*no access	A role that prevents a user from accessing the system, or disables the user account.	-	TBD	all
notes	General information added to a record.	-	text entry	iHRIS Manage, iHRIS Qualify
once	An event that occurs only once, or does not recur.	-	value (Recurrence Frequency)	iHRIS Manage
other name	A person's name other than the first name and surname, usually one or more middle names.	middle name	text entry	all
*open position	A specific position within an organization that is required for the organization to operate and that the organization is actively hiring to fill.	-	TBD	iHRIS Manage
*out migration	The process of a health worker leaving the country where s/he was trained in order to practice in a foreign country.	-	TBD	iHRIS Qualify, iHRIS Plan
password	A hidden phrase that provides secure access to the system.	-	text entry	all
*percentage change	An annual change in the number of workers based on a percentage of the available number of workers leaving or entering the workforce.	rate of change	TBD	iHRIS Plan
*population	The total number of people inhabiting a specific area, such as a country.	-	TBD	iHRIS Plan
*population growth rate	The percentage by which the population of an area will grow annually.	-	TBD	iHRIS Plan
position	An instance of a job that can be filled by one employee in one facility and represents one box on an organizational chart.	post	selection (from Position Code + Position Title)	iHRIS Manage
*position status	The status of a position as open, closed or discontinued.	-	TBD	iHRIS Manage
*position title	A specific title different from the job title that defines one particular position within an organization.	title	TBD	iHRIS Manage
*position type	A classification of a type of position, such as temporary, permanent, consultant, seconded, etc.	-	TBD	iHRIS Manage
*post date	The date a position is opened for hiring.	-	TBD	iHRIS Manage
*practice type	The type of registration issued to a health worker, generally temporary or permanent.	-	TBD	iHRIS Qualify
*primary country	The country that is selected as the primary location for data in the system; more than one country may be set as the primary country.	-	TBD	all
private	A donor that is not part of a government or other public body.	private foundation	value (Salary Source)	iHRIS Manage
private for-profit	An organization that provides goods or services for the purpose of generating revenue.	business, company, corporation, for-profit	value (Salary Source)	iHRIS Manage
private non-profit	An organization that provides goods or services but does not generate a profit from them above the cost of doing business.	charity, NGO, non-governmental organization, non-profit	value (Salary Source)	iHRIS Manage
*private practice license	An additional license issued to a health worker who has applied to practice in a private clinic.	-	TBD	iHRIS Qualify
*proposed end date	Date at which funding or the role for a position is tentatively scheduled to end, as distinguished from the end date.	-	TBD	iHRIS Manage
*proposed salary	The salary that is proposed for an open position before it has been filled; does not refer to the actual salary for the position.	-	TBD	iHRIS Manage
*qualification	A competency, educational level or training that a person must have in order to perform a particular job.	-	TBD	iHRIS Manage, iHRIS Qualify
*reason for departure	A reason given for leaving employment or changing positions within the organization.	-	TBD	iHRIS Manage
*records officer	A role that is responsible for basic data entry, including initial indexing and upgrades of health professional students entering training programs, tracking out migration verifications and demographic data entry.	-	TBD	iHRIS Qualify
recurrence frequency	A regular repetition of a special payment, such as monthly or annually.	recurrence	selection (preset values)	iHRIS Manage
*region	A major subdivision of a country containing districts.	-	TBD	iHRIS Manage, iHRIS Qualify
*registration number	A number that is issued when a health worker enters the profession within a particular cadre; the health worker retains the registration number as the primary identification number as long as s/he is licensed to practice in that cadre in the country.	-	TBD	iHRIS Qualify
*registration supervisor	A role that is responsible for data entry related to licensing updates, including entering initial registration, issuing new licenses and license renewals, issuing and renewing private practice licenses, and registering and licensing foreign-trained health care professionals applying to work in the country.	-	TBD	iHRIS Qualify
*reinstatement	The process of reissuing a license to a health worker after a suspension due to a disciplinary action.	-	TBD	iHRIS Qualify
*requestor	The person or group who requests that an employee complete a training course.	-	TBD	iHRIS Manage
residence	The location where a person is currently living; this may be different than the person's home residence.	current residence	selection (from Country + Region + District)	iHRIS Manage, iHRIS Qualify
*resumption	The process of returning to a training program that was previously discontinued.	-	TBD	iHRIS Qualify
*retraining	Occurs when an employee takes a training course again, either to reinforce necessary job skills or to make up for a poor prior performance.	-	TBD	iHRIS Manage
*role	Determines the activities that a user can perform within the system.	-	TBD	all
salary	The amount an employee is paid per year for a particular job.	wage	selection (from Currency) + integer	iHRIS Manage, iHRIS Plan
*salary grade	Defines pay ranges for one or more jobs.	band, grade, salary band	TBD	iHRIS Manage
*salary increase	The amount that a salary is increased each year, expressed as a percentage of the salary.	-	TBD	iHRIS Plan
salary source	A monetary source for an employee's salary or special payments that is not the employing organization, such as a donor or nonprofit.	source	selection	iHRIS Manage
*secondary school	The school attended before entering a training institution, college or university.	high school	TBD	iHRIS Qualify
*site	The location where a training class is given.	-	TBD	iHRIS Manage
start date	The date at which a training program, position, license, etc. begins.	-	date	iHRIS Manage, iHRIS Qualify
*start year	The year in which a projection of the workforce begins, for which there is known workforce data.	base year	TBD	iHRIS Plan
*starting position	The position that a person held when first employed by an organization.	-	TBD	iHRIS Manage
*starting wage	The salary that a person earned when first employed by an organization; also the lowest salary in a salary grade.	start salary	TBD	iHRIS Manage
*static change	An annual change in the number of workers based on a specific number of workers leaving or entering the workforce.	-	TBD	iHRIS Plan
*status	The current condition of a facility, training course or program, such as open or closed.	-	TBD	iHRIS Manage, iHRIS Qualify
*supervisor	A position that manages one or more employees of a lower grade.	-	TBD	iHRIS Manage
*supply	The actual number of workers available for deployment, calculated by adding the current stock to an estimate of the number and types of staff who will be available in the future.	-	TBD	iHRIS Plan
*supply year	The year for which the actual available number of workers is known, which is used as the basis for projecting future numbers of workers; ideally, the supply year is the same as the start year of the projection.	-	TBD	iHRIS Plan
surname	A family name or last name.	last name	text entry	all
*suspend	To revoke a health worker's license as a result of a disciplinary notice.	-	TBD	iHRIS Qualify
*system administrator	A role that has full access to all functions in the system; this role is responsible for configuring the system and managing user accounts.	administrator	TBD	all
*target	The number of health workers necessary to meet the health service need. Also a goal or proposed outcome for workforce plans or projections, such as to meet a specific need or staff up to a certain level.	goal, need, requirements	TBD	iHRIS Plan
*target year	The year for which the required number of health worker positions is known, which is used as the basis for projecting future needed health workers; ideally, the target year is the same as the start year of the projection.	-	TBD	iHRIS Plan	telephone number	A number where a person or organization can be contacted by telephone.	phone number	text entry	iHRIS Manage, iHRIS Qualify
*topic	The subject of a training course.	subject	TBD	iHRIS Manage
*training course	An in-service program offered by a training institution that enables an employee to update or add to skills necessary for performing a job.	course, in-service training	TBD	iHRIS Manage, iHRIS Qualify
*training course category	The broad subject area of one or more training courses.	-	TBD	iHRIS Manage
*training funder	A nonprofit or other funding organization that pays for employees to take a training course.	funder	TBD	iHRIS Manage
*training institution	A school that offers one or more programs to train employees, especially health workers.	school	TBD	iHRIS Manage, iHRIS Qualify
*training manager	A person who is responsible for managing in-service training programs for employees and updating employee competencies gained by training.	-	TBD	iHRIS Manage
*training program	A pre-service, multi-year educational program offered by a training institution that, when completed, qualifies a person to be registered or licensed in a particular cadre.	pre-service training, training	TBD	iHRIS Qualify, iHRIS Plan
travel advance	Prepayment received to def expenses incurred by travel for work.	advance	value (Benefit Type)	iHRIS Manage
username	A unique name used by a user to access the system.	-	text entry	all
*verification	The process of verifying a student's qualifications before s/he is registered or verifying a health worker's qualifications who is applying for out migration. Also refers to the process of verifying a record with an outside source.	-	TBD	iHRIS Qualify
*verification change	Notes a change made to a record as a result of verifying the record with an outside source.	-	TBD	iHRIS Qualify
weekly	An event that occurs once a week.	-	value (Recurrence Frequency)	iHRIS Manage
yearly	An event that occurs once a year.	-	value (Recurrence Frequency)	iHRIS Manage