iHRIS:Data Dictionary

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
alpha code	The unique two-character code that identifies a country established by the International Organization for Standards (ISO).	-	TBD	all
applicant	A person who has applied for an open position.	job applicant	TBD	iHRIS Manage
associated training institution	Refers to a training institution that is officially affiliated with a health facility.	-	TBD	iHRIS Qualify
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	A payment made to an employee that is separate from the employee's salary; the payment may be one-time or recurring.	special payment	TBD	iHRIS Manage
birthplace	The country, district and/or county where a person was born.	-	Dropdown menus (Country, District and County names)	iHRIS Qualify
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
contact type	A category of contact information, including personal, work and emergency.	-	TBD	iHRIS Manage, iHRIS Qualify
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
emergency contact	The person to notify if there is an emergency involving an employee, including the person's contact information.	-	TBD	iHRIS Manage
end date	The date at which an employee leaves a position; also the last date of a training class and the date when a license expires.	-	TBD	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
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
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	Non-changing information (such as Social Security Number, national health insurance number or passport number) used to identify a person.	-	TBD	iHRIS Manage, iHRIS Qualify
identification code	A unique code used to identify a facility or training institution.	-	TBD	iHRIS Qualify
index number	The number issued to a student when s/he enters a new pre-service training program.	-	TBD	iHRIS Qualify
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 offer	An offer to hire an applicant for a particular position and salary.	-	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
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
nationality	The country where a person is a legal citizen.	citizenship	TBD	iHRIS Manage, iHRIS Qualify
no access	A role that prevents a user from accessing the system, or disables the user account.	-	TBD	all
old applicant	A person who previously applied for an open position, but who has not applied for any positions that are currently open.	-	TBD	iHRIS Manage
old employee	A person who previously worked for an organization but has left the organization.	-	TBD	iHRIS Manage
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.	-	TBD	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
personal contact	A person's home or personal mailing address and other contact information.	home address	TBD	iHRIS Manage, iHRIS Qualify
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.	-	TBD	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 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	A regular repetition of a special payment, such as monthly or annually.	-	TBD	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 address or country, district and county where a person is currently living; this may be different than the person's home residence.	current residence	TBD	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	TBD	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
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
source	A monetary source for an employee's salary or special payments that is not the employing organization, such as a donor or nonprofit.	salary source	TBD	iHRIS Manage
start date	The date at which an employee starts working in a position; also the first date of a training class and the date when a license is issued.	-	TBD	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.	-	TBD	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
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
username	A unique name used by a user to access the system.	-	TBD	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
work contact	A person's work mailing address and other contact information.	-	TBD	iHRIS Manage, iHRIS Qualify