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iHRIS:Documentation (4.0.4)

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Please note: This documentation was last updated in 2009 and is considered out-of-date. The user documentation is currently being revised. The latest user documentation will be posted at User Documentation--Shannon Turlington 11:56, 14 June 2012 (EDT)

These help documents are intended for end users of iHRIS Manage, Qualify and Plan. We have provided step-by-step instructions for completing each action in iHRIS, corresponding with the menu and other options presented after connecting to the system. Following many subsections is a "Troubleshooting" section for solving common problems encountered while working with the system.

If you have any suggestions or questions, or if you have an issue that the user's manual does not address, we encourage you to send us feedback. Click the Feedback button in the top navigation bar of any screen of iHRIS and complete the form that opens, or contact us directly (see the bottom of this page for contact information).

Please note that these help documents are currently being updated for the new release version of iHRIS (as of June 2009).

Developers and system administrators who need help with customizing, installing and administrating iHRIS, please also see the iHRIS Technical Documentation.


Common Procedures in iHRIS

Configure and Administer the Systems

Install iHRIS on a Linux (Ubuntu) Server

Set Up iHRIS

Configure the Systems for Initial Setup
Enable, Disable and Configure Modules

Manage Geographical Areas in the Database

Add Geographical Areas

Add or Update a Country
Add or Update a Region
Add or Update a District
Add or Update a County
Add or Update a Currency

Create Customized Reports and Run Standard Reports

The Customized Report Builder

Manage Report Relationships
Manage and Create Reports
Manage and Create Report Views

Run Standard Reports

Filtering Reports
Charting Reports
Exporting and Printing Reports

Manage User Accounts

Administer User Accounts

Add a New User Account
Update or Disable a User Account

User Access

Log in
Retrieve a forgotten password
Change your password
Log out


Using iHRIS Manage

Understand the Modules, User Roles and Functions

Collect Necessary Data Before Installing iHRIS Manage

Configure the Database for Use

Administer the Database and Set the Values for Dropdown Menus

Add or Update Facility Types
Add or Update an Office or Facility
Add or Update a Department
Add or Update a Registration Council
Add or Update an Education Type
Add or Update a Degree
Add or Update a Language
Add or Update a Competency Type
Add or Update a Competency
Add or Update a Competency Evaluation
Add or Update an Identification Type
Add or Update a Benefit Type
Add or Update a Marital Status
Add or Update a Reason for Departure

Configure the In-service Training Management Module

Enable the In-service Training Management Module

Set Up and Update the In-service Training Management Module

Add or Update a Training Course
Schedule a Training Course
Add or Update the Status of a Training Course
Add or Update Requestors of a Training Course
Add or Update Training Course Evaluation Options
Add or Update Training Course Categories
Add or Update a Training Institution
Add or Update a Funder of a Training Course
Add or Update a Continuing Education Credit Course

Manage the Organization's Job Structure and Positions

Create a Job Structure

Add and Update Health Worker Cadres
Add and Update Job Classifications
Add and Update Salary Grades
Add and Update Jobs

Add Positions and Related Information

Add and Update Salary Sources
Add and Update Types of Positions
Add a Position
Edit a Position
Discontinue a Position

Manage Employees

Add a New Employee Record

Add a Person
Set the Person's Position

Add and Update Information About the Employee

Add Identification Information
Add Demographic Information
Add Contact Information

Add and Update Information About the Employee's Salary and Position

Add a Benefit or Special Payment
Record the Employee's Departure from the Organization
Record a Change in Position for the Employee
Record a Change in Salary for the Employee

Add and Update Employee Qualifications

Add Language Proficiency
Add and Update Competencies

Schedule and Evaluate Training Courses for the Employee

Schedule the Employee to Take a Training Course
Evaluate Competencies Earned from the Training Course

Complete an Application for an Open Position

Fill out the Job Application
Record the Details of an Interview by the Applicant
Log the Decision Whether to Hire the Applicant

Add and Update the Employee's History

Enter the Employee's Work History
Enter the Employee's Education History
Add Notes to the Employee's Record

Manage Job Applicant Records

Review Applicants for a Position
Make a Job Offer to an Applicant

Disable the Job Application Module

Search Records

Search Records Entered in the System

Search Employee Records
Search Position Records

Using iHRIS Qualify

Understand the Modules, User Roles and Functions

Collect Necessary Data Before Installing iHRIS Qualify

Configure the Database for Use

Administer the Database and Set the Values for Dropdown Menus

Add or Update Qualifications or Educational Requirements
Add or Update Health Worker Cadres
Add or Update Continuing Education Courses
Add or Update Categories of Disciplinary Action
Add or Update Reasons for Disciplinary Action
Add or Update Reasons for Out Migration
Add or Update Categories of Training Disruption
Add or Update Reasons for Training Disruption
Add or Update Academic Levels
Add or Update Certificates and Degrees
Add or Update an Identification Type
Add or Update a Marital Status
Add or Update Verification Changes

Add Health Facilities and Training Institutions to the Database

Add or Update Health Facilities
Associate a Training Institution with a Health Facility
Add or Update Training Institutions
Associate a Health Facility with a Training Institution
Add or Update Pre-service Training Programs
Enter Inspection Information for a Training Institution
Add or Update Facility Agents
Add or Update Facility Types
Add or Update Facility Statuses

Manage Health Workers

Add a New Record and Enter Basic Information About the Health Worker

Add a New Record
Add Identification Information
Add Demographic Information
Add Educational Information
Add Contact Information

Enter Pre-Service Training Information for the Health Worker

Add a Pre-service Training Program
Record a Discontinuation in Training
Record a Resumption in Training
Set the Graduation Date or Completion of the Pre-service Training Program
Record Results on the National Qualifying Examination

Add or Update a Health Worker's Registration and License

Register the Health Worker Upon Completion of Pre-service Training
Issue a License to the Health Worker
Renew the Health Worker's License
Enter Continuing Education Credits Earned by the Health Worker
Issue a Private Practice License to the Health Worker
Document a Disciplinary Action or Suspend the Health Worker's License
Reinstate a Suspended License

Update Deployment, Out Migration and Other Information in the Health Worker's Record

Record the Health Worker's Deployment at a Health Facility
Record a Request for Out Migration Verification
Add Notes to the Health Worker's Record
Verify Changes in the Health Worker's Record

Disable the Record Verify Module

Search Records

Search Records


Using iHRIS Plan

Workforce Projection and Modeling: An Overview

An Overview of iHRIS Plan and Data Needed to Run the Program

Manage Workforce Projections

Create and Manage a Workforce Projection

Add or Update Health Worker Cadres
Start a New Projection
Add Population Data
Add a Pool of Health Workers (Cadre) to the Projection
Add Workforce Supply Data to the Cadre Pool
Add Workforce Target Data to the Cadre Pool
Project Changes in the Workforce Supply
Create a Visual Model of the Workforce Projection
Find a Saved Projection
Copy a Projection


Installing and Using Windows iHRIS

About the Windows Version of iHRIS

Install Windows iHRIS
Set Up Windows iHRIS
Use and Exit Windows iHRIS


Installing and Using the iHRIS Appliance

About the iHRIS Appliance

Install the iHRIS Appliance


Data Dictionary

Glossary of Terms Used for Data Entry Fields in iHRIS



Copyright (c) 2007-2009 IntraHealth International, Inc.

Permission is granted to copy, distribute and/or modify this document under the terms of the GNU Free Documentation License, Version 1.2 or any later version published by the Free Software Foundation; with no Invariant Sections, no Front-Cover Texts, and no Back-Cover Texts.

If you have a question, feedback on our software, or a suggestion for a new feature or improvement, or if you would like to discuss initiating HRIS strengthening activities, please contact the HRIS Development team. You may do so in any of the following ways:

  • Click the Feedback button at any point in the iHRIS software.
  • Send us an email at: hris@capacityproject.org
  • Write us at:
HRIS Strengthening Information
IntraHealth International, Inc.
6340 Quadrangle Drive Suite 200
Chapel Hill, NC 27517