Human Resources for Health (HRH) data for informed HRH planning & management

Robert Nguni & Dr. Janet Muriuki,HRH Capacity Bridge Project,IntraHealth International

At the 43rd KMA Conference on Thursday 23rd April 2015

Paradigm shift in data driven decision making• Using HRH Information System (IS) as source of

information for making informed HR decisions (planning, recruitment, placement, promotions, etc) rather than intuitive manual processes

• Making rational decisions and strategies that are well supported by qualified information

Previous state of Public sector HRH data management

• MOH had 2 large rooms used as registries for storing more than 50,000 “personnel” files – cluttered, disorganized

• It was impossible to make informed decisions on HR planning, hiring, confirmations, promotions, resignations, retirement, etc

• Analyzing such physical files for budgeting was also impossible, since data from physical files could not be aggregated

• This resulted into a payroll system that to a great extent did not reflect the correct workstations of employees

“ONCE A UPON A TIME” MOH REGISTRY

Intervention by USAID’s Capacity Projects at National & County level

• In 2009 & 2015, IntraHealth International, through USAID’s funded Capacity Kenya & HRH Capacity Bridge Projects have supported with indexed bulk filling units

• All files were correctly indexed, repaired, ordered and stored serially (by hiring date) and by County

• Many of the missing key documents in employees files were prepared and filed accordingly

• Automated human resource information system (iHRIS) was designed and implemented

• Data migration to this new iHRIS system was done via exported files from Payroll system

• Since the data from payroll was not reliable for decision making, the project supported MOH in data cleaning to reflect correct positions and work stations for employees – this reduced records to about 46,000

• To address tear & loss of physical documents, key documents were scanned, indexed and stored in employees electronic files in iHRIS

“NEW LOOK” REGISTRY

Devolvement of HRH support• In 2014, just like other health services, Health work force

management was devolved to all the 48 governments (47 counties + 1 national) – each county being responsible for managing its own workforce

• The HRH Capacity Bridge Project also devolved to the counties its support for HRH activities, including iHRIS

• The iHRIS system was broken down to 48 different faces- one for each county. Each county can only view, update, and manage their own data, although data is centrally stored.

• Basic training on iHRIS was done to all 47 + 1 governments• Advanced training was done to 24 + 1 governments with

county leadership and ownership ensured• Further data clean-up was supported to ensure the county

owns and trusts the data for informed decision making

County staff establishment dashboards – Homa Bay Count

Staff Cadre establishment – Machakos County

Retirement Planning– Kilifi County

Regional Balance – Kilifi County

HRH decision making beyond the numbers

• HRH CBP supported counties to develop HRH dashboards that show various statistics

• For example Machakos county has 0.5 nurses per 1000 population - Compare to Denmark’s 16.8 or even South Africa with 5.1 according to WDI – hence counties can develop long & medium term strategies to benchmark with regional & international pacesetters

• Linking health workforce data to national norms and standards, helping counties to have rationalized recruiting, aimed at “bridging the gap”

• Linkage between iHRIS and DHIS2: Under collaboration with other implementing partners, MOH iHRIS has been linked with national HIM (Master Facility List and District Health Information System)

• Counties can therefore qualify what impact will additional health workers have on their service delivery by looking at trends in SD statistics

• Counties can also determine the work load indicators from different facilities hence inform staff rationalization

Health workforce linkage to service delivery

How to Access iHRIS•The system is hosted in the Ministry of Health HQ (Afya House) and is accessible to all the counties •Each county can only access and manage their own health work force data

•Visit this link to access HRHIS:

www.ihris.or.keHow to get user name and passwordTo get a user name and password, take these 3 simple steps:1.Send an email to iHRISKenya@intrahealth.org or iHRISKenya@gmail.com 2.Provide your mobile number in the email3.You will receive a call or instruction to create your account and guide you through the login process.