iHRIS:Understanding iHRIS Manage
From IHRIS Wiki
Modules and Features
Version 3.1 of iHRIS Manage consists of several key modules designed to store and report position, employee and job applicant information:
- User Management: Create and manage password-protected user accounts to control access to the system. Accounts are role-based so that non-authorized user actions and data sets are hidden from the user.
- System Configuration: Turn on and off modules and set options for each module to customize the system and its features.
- Database Management: Design a standard data structure by creating lists of items to be tracked in the database such as geographical locations, offices and facilities.
- Position Management: Create positions with standardized descriptions, codes and qualifications within the organizational structure and manage the hiring, transfer and promotion process.
- Applicant Management: Record information about a job applicant, including interview notes, and log hiring decisions.
- Employee Management: Match an employee to a position, record important information about an employee and maintain a record of the employee's complete work history with the organization.
- In-service Training Management: Track in-service trainings that employees have completed and assess competencies and continuing education credits earned from training.
- Custom Reporting: Create reports to aggregate and analyze data in a variety of ways to answer key management and policy questions as well as generate staff lists and directories.
- Search: Search for employee and applicant records in the system.
- Offline data entry support for entering data into a desktop (Windows) version of the system when not connected to the Internet (download and install the offline version of iHRIS separately)
The following features ensure security and accuracy of data stored in the system:
- Error checking and data correction by authorized data managers to ensure data integrity
- Automated logging of the username, date and time when data are entered or changed for auditing purposes
- Permanent archiving of all data changes to ensure a consistent record of each employee's history with the organization
iHRIS Manage will be extensible to the Capacity Project's other iHRIS products, iHRIS Qualify, a certification and licensing management system for health professionals, and iHRIS Plan, workforce modeling and planning software. Both of these systems are currently under development.
User Roles
Five user roles can be assigned in iHRIS Manage. The user role limits the activities that the person can perform in the system and helps enforce data quality and management protocols.
- System Administrator is responsible for ensuring that system security procedures are enforced and for keeping the system maintained and functioning. The System Administrator can view any record and perform any action in the system. The System Administrator also configures the system, defines high-level reports and manages the user accounts.
- HR Manager is a manager of human resources personnel and is responsible for managing all system data and for ensuring that data in the system are complete, correct and up to date. The HR Manager can view and enter data in any record. The HR Manager defines reports and analyzes data in order to make organizational or individual HR decisions. In addition, the HR Manager is the only role (other than the System Administrator) that can create standard lists of data, configure the system's job structure and correct data entered in the system.
- HR Staff is a data entry person in human resources who is responsible for entering and updating data in the system. The HR Staff role can view and enter data in any record in the system and can view reports. However, the HR Staff role cannot correct erroneous information, define reports or create standard lists of data. The integrity of the data entered by HR Staff is enforced by the HR Manager.
- Executive Manager 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. The Executive Manager can view any record in the system, review job applications and access all reports but cannot update or change data entered in the system.
- Training Manager manages in-service training programs for employees and updates employee competencies gained by training. The Training Manager can only update the Trainings section of an employee's record. (These functions may also be completed by HR Managers or HR Staff.)
