Lesotho Consultant - Customization of iHRIS
Project Overview and Role:
Translating Data for Implementation (Data.FI) is a global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) through the U.S. Agency for International Development (USAID) to support the HIV and COVID-19 response. Data.FI partners with programs to accelerate and sustain access to high-quality data to expedite HIV and COVID-19 epidemic control and maintenance. By improving global, regional, national, and community/local in-depth analyses of HIV and COVID-19 epidemiologic and programmatic data, Data.FI expedites program achievements to improve client services and attain and sustain control of the epidemics. Data.FI supports host country governments to enhance existing health information systems (HIS), informing management responses to gaps in programming and sustaining impact by supporting local partner transition.
Background:
The Ministry of Health (MOH) in Lesotho has identified critical human resource (HR) functions that require digital transformation to improve efficiency, accuracy, and transparency in health workforce management. The Health Human Resource Information System (HHRIS), powered by iHRIS Version 5.1.3, is a key tool for achieving this goal. In August 2024, Data.FI engaged the iHRIS consultant to conduct a comprehensive bootcamp aimed at training and assisting the Data.FI developers and other HHRIS Community of Practice developers in understanding the architecture, framework and customizing the iHRIS v5 system for the MOH.
The achievements from the bootcamp include successful installation and setup of iHRIS production and development instances on MOH servers and Data.FI servers respectively. The shared code management on GitHub has enabled the developers to successfully customize iHRIS to match the HR staff list template data elements.
Additionally, Data.FI, jointly with the ministry conducted a review and mapping of data elements between the data currently collected by MoH via Excel and what is available in the vanilla instance of iHRIS. This data mapping helped inform the scope of work needed to customize iHRIS to meet the minimum requirements of MoH.
To continue support this initiative, Data.FI proposes to engage an experienced iHRIS developer to customize the prioritized system modules workflows and building the capacity of a Community of Practice (CoP) of local developers. This dual approach will ensure the system meets immediate needs while fostering long-term sustainability through local ownership and technical capacity.
Primary Duties and Responsibilities:
The engagement aims to achieve the following:
a) System Customization: Customize iHRIS Version 5.1.3 to meet MOH requirements for critical HR functions, including recruitment, staff mobility, leave management, performance management, remuneration and benefits, training and development, and employee relations.
b) Capacity Building: Strengthen the Community of Practice (CoP) of local developers by providing hands-on training during system customization activities.
c) Sustainability: Empower MOH and local developers to maintain and enhance iHRIS, reducing reliance on external technical support.
d) Data Import Script Development: Create a script to import HR data from Excel into iHRIS, ensuring seamless migration of existing records.
Scope of Work:
The iHRIS developer will work closely with Data.FI and the HHRIS CoP to perform the following tasks:
System Customization
Staff Management: Develop workflows to track personal data, employment history, qualifications, licensure and role.Leave Management: Enable tracking of leave balances and staff availability in real time.Performance Management: Monitoring staff appraisals, performance reviews, and development plans.Remuneration and Benefits: Capture and generate accurate reports on staff renumeration and benefits for planning purposes and Reports and dashboards: Develop dashboards and generate all reports based on HR indicators and ability to develop custom reports for planning purposes.Data Import Script Development
Develop a reusable script to import HR data from Excel into iHRIS, ensuring data integrity and consistency.Capacity Building for CoP
Conduct training workshops for CoP members on:iHRIS customization on business process workflows development.Troubleshooting, administration and system maintenance.Script usage for data imports.Facilitate hands-on mentoring sessions during system customization activities.Provide technical documentation and guides for future reference.Expected Outcomes:
Enhanced iHRIS Functionality:
Fully customized modules worksflows aligned with MOH’s HR management priorities:
Staff Management
1. Workflows
Employee onboarding, including capturing personal details, qualifications, certifications, and job history.Role and position management to assign staff to specific organizational structures.Transfers, promotions, and contract renewals management.Exit and offboarding processes with detailed records.2. Expected Outcomes:
Centralized repository for all staff records.Enhanced visibility into staff movements and allocations.Simplified employee lifecycle management.Leave Management
1. Workflows:
Leave application, review, and approval process (e.g., sick, annual, maternity leave).Leave balance tracking per employee.Notifications and alerts for leave approvals and balances.2. Expected Outcomes:
Automated and transparent leave management process.Accurate leave balance records, reducing disputes.Performance Management
1. Workflows:
Setting and tracking individual key performance indicators (KPIs).Quarterly or annual performance appraisals.Recording training needs and career development plans.Linking performance reviews to promotions or performance improvement plans.2. Expected Outcomes:
Structured performance evaluation process.Enhanced staff productivity and morale through clear expectations.Remuneration and Benefits Management
1. Workflows:
Benefits tracking, including pensions, health insurance, and allowances.2. Expected Outcomes:
Accurate benefits for each employee and role.Reports and Dashboards Management
1. Workflows:
Development of interactive dashboards for staff distribution, vacancies, and attrition rates.Automated generation of HR reports for decision-making.Integration with national reporting requirements and donor reporting needs.2. Expected Outcomes:
Real-time insights into workforce data. Data-driven decision-making by MOH leadership.Automated and efficient HR workflows.Improved Data Management:
Seamless integration of legacy HR data into iHRIS. A functional data import script for future use.Strengthened Local Capacity:
A trained and empowered CoP of local developers capable of maintaining and enhancing iHRIS.Sustainability and Ownership:
Reduced reliance on external technical support.Established local expertise to drive future system upgrades.Deliverables:
Customized iHRIS Modules:
Staff management, staff mobility, leave management, performance management, remuneration and benefits, training and development, and employee relations modules developed and tested.Data Import Script:
A fully functional script for importing HR data from Excel to iHRIS.Capacity Building Outputs:
Pre-test results Training materials and session reports.Skills assessment report for CoP members.Post-test resultsTechnical guides for customization and data import processes.Final Report:
A comprehensive report detailing customization activities, capacity-building achievements, and recommendations for next steps.Timeline: (TBD March - May 2025)
Requirement validation and planning (Pre-test for all developers to assess their skills) - 2 Days
Capacity building workshop - 5 days
System customization - 5 days
System testing and validation - 1 day
Final report development (Post-test for all developers to assess their skills) - 1 day
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