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1. Council Name Health professions councils of namibia Hide No Required Field Confirm return do not save changes Enter the Name of the Registration Council Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 5 Employee Lists Employee Lists Education Type Qualificetion Language Competency Type Competency Competency Evaluation Benefit Type Marital Status Record Termination Incident Type Disciplinary Action Type Disciplinary Offence Ei E C E e identification Type E z F z 5 5 1 Education Type These are setup to refer to the different types of qualification namely degree diploma certificate etc Click Configure System then click Administer Database Click on Education Type Level User Guidance Page 24 User Manual ETY For Anglican Medical IntraH eq Ith e i EE Services As d w Administer Database Education Type Education Type H ame Diplo ma H ide No _ Reguired Field Confirm return do not save changes The Education Type Level page opens showing all Education Types Levels entered in the database Either Click Add Education Type Level or select an Education Type Level and click Update This Information to edit it ducation Type Add new Education e Attendance Certificate Computer literacy DIPLOMAA Degree Diploma Doctor
2. Required Field Confirm return do not save changes Figure 15 Update Benefit type Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it User Guidance Page 35 User Manual For Anglican Medical nira H eq th Services A d N VI e KS A 5 5 9 Marital Status Marital status can take the following values Single Married Divorced and Widowed Click Configure System then click Administer Database Click on Marital Status The Marital Status page opens showing all Marital Status entered in the database Administer Database Marital Status Add new Marital Status Divorced Married Single Widowed return Figure 16 View and Add new marital status Either Click Add Marital Status or select a Marital Status and click Update This Information to edit it Administer Database Marital Status Marital Status Hamme Married confirm return do not save changes Figure 17 Update marital status Enter the Name of the marital status Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it User Guidance Page 36 User Manual For Anglican Medical Services 5 5 10 Reasons for Movement Are used to classify the reasons why an employee has left the employment of the organization or has changed positions Exam
3. These reports enable users to search for specific employee s record by the employee s surname status job or facility where the employee is deployed The same report can be accessed from the Search Records screen e Search Staff Members Search all person records in the system e Staff ID Number search staff by identification number 8 8 Staff Contact Details e Emergency Contact List This report will only return emergency contact information if it has been added for staff e Home Contact List This report will return all staff home contacts information if it has been added e Salary List This report will return starting and current salary only if it has been added and kept updated for staff e Staff Directory This report will return a list of all staff with their work contact information Below is a description of the process to export any reports User Guidance Page 92 User Manual For Anglican Medical Intr q Health SCH Services Tay Aa Reports e AMS Staff Reports 8 Appointment Repat D Contectstetus list Ths repot shows filled positions with contract desi b D Debiled budget repot Detailed budget report o Decolinay Action Repot o Leave Remi D Appointment and lest movement date Displays appointment and lest movement daste pa employee D Current staff List of current staff o o o o o o cet History Quelificeation Infor metion This reports hows all the qualifications of employees a
4. Add Update Identification Shimwefeleni Grape Identification Information Identification Type Country of Issue National dentification Number Namibia ldentfication N umber Place of Issue 87051270000 Ondangwa Date of Issue May 17 2001 Date of Expiration _ Required Field retum do not save changes inti 5 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it User Guidance Page 59 User Manual adv EI fy 7 For Anglican Medical Intra Health Services r sa 8 Ei d Add Update Identification Shimwefeleni Grape Identification Information Identification Type National Identification Num ber ldentfication N umber DUT SON Date of lssue 17 May 2001 Date of Expiration If any of the identification information needs to be changed click Update this information beside the incorrect identification to edit it Staff Member Information Hide Set Position Add Identification w Ei on Name Nationality Surname First Name Other Names Nationality Residence E ngela Ohangwena Namibia tior Identification date t ele Identification Type National Identification Number identification Num ber 67057120000 Date of Issue 17 May 2001 Date of Expiration Country of sue Place oflssue Ondangwa sdate this Informatio identification Type Salary H umber Date of lesu
5. EEY Grarsictwe tosp s 055 2625 E TE Memerse igre Ch ce Seres Gurdjsre tots Ca S terreos ieste Qeramlsry Peemsz rage tosts esr semg Cso kirin Csterng Servees KE i Se Coo Aere Cetesrs Servces perdcjsiwe tomes 3 Hes Cook Aere Colores Serices rage tosis CR dexter ger Are Frare Derli Posa GE wsesfstei Ges S been E crested Asse wars reg osco Seres Tif ids GrarSste2 tosp s Cott ro exsara Senwes Dents Gnerd siee bois D SE TS pogue Farage Faremtssge SN 7 reine toss 18 Zen kesstee Hem Uesca Seatert Oiece ce Sacsvitscos Een Grardistwe tospts mare Segafered home Medics Jesse kees fer Clesen Sents Seve resl Somstor Gurdjsore tots SSC S great es x a Faremi 8 eegen opts 2i s is ceruri Casso Sagesse S KE Zz Dauler eeror Samns ere Frec rerdjsose topes z wosteres hesa Mere desatest Cincs fee Sareruis A Lage tosis foply Lents Chart Free Export Tbe Tabie Figure 27 Tabular report To create a pdf file of the above report click the Print button User Guidance Page 94 m User Manual P Ls For Anglican Medical Intra Health d Zo sg D eg Services ae Jump to 1 gt W Surname Firstname Position Department Facility Work Work Email Telephone L hime teus Marna Human Resources Shanamutango HR E Onandjokwe 065 280400 Imsokwe gmail com Practitioner Finance hospital 2 Kambornde Kristonng Community Counsellor Shanamutango PMTCT Onandj
6. Enter a Code for the job classification optional User Guidance Page 10 User Manual For Anglican Medical Services Administer Database Classification Classification Hamer Non Health Professional Description Professionals not health Code 241 confirm return do not save changes Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 2 3 Salary Grades This is where all the salary grades are defined notches and minimum and maximum amounts per notch are set up Under the Create Job Structure section select Salary Grades The Salary Grades page opens showing all salary grades entered in the database Either clicks Add New Salary Grade or selects an existing salary grade and then click Update This Information to edit it Enter the Name or identifier of the salary grade Select occupation Select a Currency for the starting salary and enter the amount of the Start salary the lowest salary in the band User Guidance Page 11 User Manual For Anglican Medical Intra Health a ee Services Tk nS Select a Currency for the ending salary and enter the amount of the End salary the highest salary in the band Administer Database Salary Grade Salary Grade Name Start Amount Grade 5 560000 Occupation Enc Administrator _ Required Field Confirm return do not save changes Click Confirm
7. Scanned Paper Records Click on Add Scanned Paper Records User Guidance Page 83 User Manual For Anglican Medical Intra Health ei d vc CG Services Ski NW The Add Update Scanned Paper Records form opens Browse Image for the document Optional Browse the Document ID qualification Enter the Date Enter Description of uploaded document STE Se Add Update Scanned Paper Record Naholo Sam Scanned Paper Record Image No file selected Document IHRIS Manage Implementation AMS Project P lan w No file selected D ate October 01 2013 Qualficatio n _ Required Field 5 Click Confirm and confirm that the information entered is correct Scanned Paper Records Hide Add Scanned Document ml Edit This Information Scanned Paper Record e Update this Information Description Qualification Date 41 October 2013 Document User Guidance Page 84 User Manual vi For Anglican Medical nira H GC Ith E Services ak 6 If itis not correct click Edit to change tt If it is click Save to save it Repeat this process for each document to be uploaded 7 The past employment displays in the person s record under the Scanned Paper Records section Click Update this information 7 SEARCH Search Records O Recent Changes View forms that have been updated recently q Search Positions Locate any position in the system to review print or update O Search Peopl
8. showing all Competency Evaluations entered in the database Either click on Add Competency Evaluation or select a Competency Evaluation and click Update This Information to edit it User Guidance Page 32 User Manual For Anglican Medical Services Administer Database Competency Evaluation Competency Evaluation Name Competent confirm return do not save changes Figure 11 Update competency evaluation Enter the Name of the competency evaluation Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 5 7 Identification Type Identification types are the means used to identify a person and is the employee code and the passport number Before you can add the passport number and or employee code of a staff member the identification type must be created Click Configure System then click Administer Database Click on Identification Type The Identification Type page opens showing all Identification Types entered in the database Administer Database Identification Type Add new Identification Type Select Identification Type to edit Birth Certificate Identity Number Passport Number Permanent residence number Salary number Work permit number return Figure 12 View and Add new Identification type User Guidance Page 33 User Manual a oY le r a K pA f d Cd ki For Anglican Medical nira H eq
9. workstations so that no one can access the system using their log on information 4 5 2 Logical Security IHRIS Manage provide for 4 levels of user access as described below e Administrator has full access to the system and can create new users and change users passwords e Executive Manager Generates reports in order to analyse data can search for and view any record but cannot enter data into the system Cannot create new users or change users passwords e HR Manager Manages system data including correcting data and managing data selection lists can search for view enter data and correct any record and generate any report Cannot create new users or change users passwords e HR Staff Enters and updates records and positions can generate any report Cannot create new users or change users passwords e Training Manager sets up the in service training management program schedules employees for trainings and evaluates employees performance in trainings Cannot create new users or change users passwords 4 6 Change Management Procedures To protect the integrity of one s data and to maintain buy in from all stakeholders it is important to follow a change management process to ensure that the impact of proposed changes are documented and the effect on data processes and reports are fully understood and approved by all stakeholders Great effort was put to ensure standardization between the HR termi
10. Breakdown this report returns the number of jobs per job classification Jobs must be linked to a classification Section Error Bookmark not defined before this report can be used Hires per Year This report returns the number of vacancies that were filled in a particular year Job Breakdown This report returns a count per job Further options can be selected e g to return the count per job for only a specific facility or department etc Nationality Breakdown This report returns a count per Nationality Further options can be selected e g to return the count per nationality for only a specific facility or department etc Retirement Planning This report will return the total number of staff due for retirement based on the date of birth Staff movement summary report Displays the number of movements per reason of movement AMS staff reports Appointment Report Contract status list This report shows filled positions with contract details Detailed budget report Detailed budget report Disciplinary Action Report Leave Report Appointment and last movement date Displays appointment and last movement date per employee Current staff List of current staff User Guidance Page 90 User Manual vin For Anglican Medical nira H eq th SN ae Ir J Services e Position History e Qualification Information This report shows all the qualifications of employees and the year obtained e Staff
11. Course Status Hamer Closed Hide No Required Field Confirm return do not save changes Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 9 4 Requestors of a Training Course The training course requestors are any person or group who requests that an employee attend a training course Examples of requestors include the employee the employee s supervisor the human resources department or a donor organization In the Training Course Information section select Requestors of a Training Course e Either select Add New Training Requestor or select an existing requestor name to edit e Enter the Name of the requestor Training Requestor Required Field Confirm return do not save changes Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If itis click Save to save it User Guidance Page 52 User Manual For Anglican Medical intra H CQ Ith 5 3 Services ZA zg EI 5 9 5 Category of a Training Course 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 In the Training Course Information section select Category of a Training Course a Either select Add New Training Course Category or select an existing catego
12. Information Mailing Address Fax Number Email Address Telephone Number Notes Primary Contact Person Alternate Telephone Number Required Field Confirm Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 4 3 Department and Section A Department and section as per organizational structure have been provided in the system e g The Department Administrative Support Services with the subsection cleaning services Click Configure System then click Administer Database Click on Department User Guidance Page 20 User Manual ative For Anglican Medical nira Hea Ith Si he Services ee Administer Database Department Add new Department Select Department to edit Admin Catering Services Admin Cleaning Services Admin Finance Admin HRM Admin Laundry Services Admin Logistics and Supplies Admin Management Information Systems Admin Mortuary Services Admin Nurses Home Admin Office Services Admin Patient Services The Department page opens showing all departments entered in the database Either Click Add New Department or select an existing Department and click Update This Information to edit it User Guidance Page 21 User Manual For Anglican Medical Services Administer Database Department Department Name Admin Cleaning Services Hide No Required Field Confirm ret
13. Manage Strengthening home page User Guidance Page 6 User Manual For Anglican Medical intra Hea Ith i CP i M SE Services ak 5 1 2 Menu options The following menu options are available in iHRIS Manage and will be referred to in this manual as first level menu options Anglican Medical Services AMS Human Resource Information System Feedback iHRIS Website amp Logout as Adninistrator Manage Staff Members Search Records Search Records O Recent Changes Recent Changes View forms that have been updated recently Search People Search Positions q Search People ViewR eports Locate any person s record inthe system to review pnnt or update Configure System O Search Positions Change Password Locate any position in the system to review print or update e lt Manage Staff Members gt This menu option will take you to the screen where you can add a new staff member e lt Search Records gt this menu option will allow you to search for a person or a position This is from where you will do enquiries as well e lt View Reports gt This menu option will take you to the reporting section e lt Configure Systems This menu option will take you to the section from where you can customize drop down menus also called creating and maintaining the master data You will need to have the appropriate privileges to see this menu option Master data is the information in the system that changes infrequently and
14. Manager Ottilie Nambambi Training Manager Sets up the in service training management program schedules employees for trainings and evaluates employees performance in trainings Cannot create new users or change users passwords User Guidance Page 109
15. Namibia Resdence Ondangwa Oshikoto Nambia v Select Value Namibia t ndangwa LI Required Field Confirm 4 Click Confirm and confirm that the information entered is correct 6 1 1 Set position This step will appoint the person in his her new position in the facility he she has been transferred to The Make a Job Offer form opens Select the position and salary notch The Start Date for the new position is set to today s date by default If this is not correct change tt User Guidance Page 55 L For Anglican Medical Intra Health o Z G re Services VOA e A r f vw x y User Manual Zu Make a Job Offer Ndemueda Jason Position Administrator St Mary s Health Centre v Select Value Administrator St Mary s Health Centre e Odibo Administration i Chief C lerk St Mary s Health C entre Odibo ART Clinic CC01 Chief Clerk St Marys Health Centre Odiho_ Administration Salary Notch N2 562000 Grade 5 Administrator v Select Value Administrator Grade 5 Administrator N2 562000 Grade 5 Administrator gt Chief C lerk Start Date October 03 2013 Required Field retum do not save changes Confirm Click Confirm and confirm that the information entered is correct If it is not correct click update this information Edit to change it If it is click Save to save it Position Information Hide Add Benefi
16. Select Competency Type Select the Competency Type to limit the displayed values of Competency Select One Add new Competency Select Competency to edit Code B HiV Aicds Heavy duty _ifeline Child line return Figure 8 View and Add new competency Either Click Add Competency or select a Competency Update This Information to edit it Administer Database Competency Competency Name HIV Aids Competency Type Add New Counseling Notes Required Field Figure 9 Update competency Enter a Name for the competency Select the Competency Type for the competency User Guidance Page 31 User Manual For Anglican Medical Intr O H eq Ith CS Services d a S N D EI Enter any Notes about the competency optional Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change tt If it is click Save to save it 5 5 6 Competency Evaluation To assess an employee in a particular competency each evaluation option must be added for selection when making the assessment For example you might enter Competent Not Competent and Not Assessed as options to select for the evaluation Administer Database Competency Evaluation Add new Competency Evaluation select Competency Evaluation to edit Competent Not Competent Not Evaluated return Figure 10 View and Add new competency evaluation The Competency Evaluation page opens
17. employee or applicant record to the system If you were using the job application module you can also complete applications for open positions review completed applications and assign a position to the successful applicant 6 1 1 Add Staff Member To track of employee in formation in the database a records for that employee by clicking on Add Employee option Certain information is required to start a new record Once the record is generated additional options for adding data about the employee will become available Manage Staff Member e Add Staff Member To track a staff member in the database add a record for that staff member Certain information is required to start a new record Once the record amp generated additional options for adding data about the staff member wil become available An HR Staff person or an HR Manager can add a new staff member to the system The Add Employee form opens User Guidance Page 54 Services User Manual For Anglican Medical ntraHea Ith a PAS a RPS gt J 1 Enter the employee s Surname First Name and any Other Names in the appropriate fields Select the employee s Nationality from the menu Type or select the name of the employee s country region and district of residence under Residence Add Update Staff Member Staff Member Information Suma me rape First Name Shimwefeleni Other Names Pandulent return do not save changes Nationa lity
18. gt User Guidance Page 87 User Manual adit For Anglican Medical int TO H eq th xe xP Services Manege Peaple Search People AAA al et f Configure System Change Password Figure 25 Search for staff member e Inthe Employee Status menu select the type of record to search for Applicant Employee Old Employee or Old Applicant Leave blank to search all employees e Limit the search to a particular facility by selecting that facility name from the Facility menu Leave blank to search all facilities e Limit the search to a particular job by selecting that job title from the Job menu Leave blank to search all jobs e Enter the person s Surname to find a single record or leave blank to find multiple records User Guidance Page 88 User Manual For Anglican Medical Services IntraHealth zz Manage Zant Members Search Staff Members e Search al persan records jn Search Records pars Heoeer Lano Results toumd 8 GET Position Tithe I acility E rmrsgnlugen Start Date Eni Dets Status View Reports Met al ber al aN Oh Enphyea 28 Decembe L Septumbe ent b Menga jod Tite Configure System Change Password SU intersdtent Supenntondent Zei Mecral Sel fi Lew ee nie Errvted Mase Chiot ark Dental Aemetant Danta Asestant Dente Abeetant Medcal Spain urse Creet Cer Deanta Aewetant Jents Set Ant Denta Zen Ant Pn Feyi ype J October Ai Octo er 29 e 1 Mowember 29
19. is used in building up drop down lists where users can select a value instead of having to enter it e lt Change Password gt Passwords are case sensitive in IHRIS Manage You should change your default password to ensure that no one uses your logon details to access the system unauthorized If you ve selected a Configure System on menu option the options available under that Configure System will be displayed on the left hand side of the screen as illustrated in the figure below Note Not all users will have access to this function User Guidance Page 7 User Manual For Anglican Medical Intra Hea Ith e a AN eh Sr vk gei Services a as Anglican Medical Services AMS Human G esource Informatian System Lee Slat embers Conhgure System tewch erter Administer Database view Reports G hkntgter dosti and create aod update Hooda mers Su b menu arire IK Befzsg tbe Mata te Configure Modules e functions sfstges Amare Enabie Seng deste the va wus modules for the gesten available Manage Report saute under the Wa Views Ponape the sterictard reporte aveieb to users ond owste n first level a ory ony OT L menu option SE Lire wh bejad zs Peep eel oF fed titu is ce ZTaertgaftrfbIantt ep aieh bs pad epee gr stkaikerpre ta sik broj fg wiwi LECER pr teehee eae awi et wee Pe aari een bee Lt Change Password q Uronse M
20. it is click Save to save it 5 4 Organization Lists Administer Other Lists Organization Lists 5 4 1 Facility Type The facility type classifies each office and facility in the organization for reporting and organizational purposes For MOHSS these refer to the facilities as per Position List approved by the Organizational Structure For AMS these refer to all the AMS facilities Examples of facility types include Office Hospital and Clinic Specify at least one facility type e Click Configure System then click Administer Database Click on Facility Type User Guidance Page 17 User Manual L For Anglican Medical Intra Health an i c Services Tet va e The Facility Type Page opens showing all types entered in the database Administer Database Facility Type Add new Facili e Select Facility Type to edit Clinic Referral hospital Training center return Either Click Add New Facility Type or select an existing Facility Type and click Update This Information to edit it Administer Database Facility Type Facility Type Name Hospital return do not save changes Figure 1 Update Facility Type The Facility Type form opens Enter the Name of the facility type Click Confirm to confirm that the name entered is correct 5 4 2 Office Facility Facility is specific division within an organization that is defined by having its own budget and often has a unique facility co
21. opens showing all Establishment Type entered in the database Click on Add new Establishment Type and enter the name of Establishment Type click on confirm and save or click Update This Information to edit it 5 6 2 Establishment Period Click Configure System then click Administer Database Click on Establishment Type User Guidance Page 40 User Manual GA For Anglican Medical intraHea Ith x hs eg Services a as Establishment Period Establishment Type Add N ew Approved Year of Applicabilit 2013 Hide Required Field Confirm retum do not save changes The Establishment Type page opens showing all Establishment Type entered in the database Click on Add new Establishment Type and select Establishment Type and Year of Applicability click on confirm and save or click Update This Information to edit it 5 6 3 Establishments Click Configure System then click Administer Database Click on Establishment User Guidance Page 41 User Manual For Anglican Medical Services Establishment Establishment Penod Add New Approwed 2015 Facility t Select Value Job Select Value Number of Health Workers 50 H ide Required Field Confirm retum do not save changes The Establishment page opens showing all Establishment entered in the database Click on Add new Establishment and select Establishment period select Facility select Job and enter Number of Health Workers in Establ
22. 5 13 EIERE 39 96 Planning MOnato E 40 5 6 1 Est pblishiment Type spskesns 40 User Manual Kl For Anglican Medical intra Hea Ith SN Services O2 e a Eug GT ee E 40 DO POISON E 41 IS AVC IAIN ACC ANS ege 42 5 1 Re 42 ora 89 e 6 6 IY one ee nee ee nee ee eee eee eee ee eee eee ere 44 5 8 Geographic Information E 44 5 8 1 6 5 6 Y e E E E E E E ee 44 IBe ROO WE 45 ISS E Re 46 5 8 4 Town Constituency cccccccccseececeeceseeeeeceeeeseeeeesecessueeeseeessaeeeseeseteaeeeseeeessneeess 47 e HEEN eegene 49 5 9 Training Goursejntormaton 50 5 9 1 Training GOUNSES E 50 5 9 2 Scheduled Training Courses 51 5 9 3 Status of a Training CGouree 51 5 9 4 Requestors of a Training Course 52 5 9 5 Category of a Training Course 53 5 9 6 CONTINUING Education Course 53 6 MANAGING EMPLOYEE RECORDS aaaaannnnnnnnnnnnnnnrrrrenssssssnnnnnnrrrrrrrrrrrreenssssrrnnnnnrrrrnnn 54 6 1 Manage Staff Members 54 6 1 1 Add Staff Member 54 6 1 1 SEENEN 55 61 2 EE e lef reelle lef eu Lille TE 56 SCH EC DE e e Wee Ter e EE 58 62 Add Update Contact Information ME 61 6 3 Employee Leave Information EE 63 User Manual via For Anglican Medical intra Hea Ith Se K A s a oe Services 6 4 Add Update Position Iotormaton 65 6 4 1 Add Ee CCM EE 65 OF FRO CONG E TST AO correc geet openancnt congedherewinens aengath hace sures eget O Pere iateen 67 6 4 3 Record a Position Change 69 6 5 Professional and reg
23. Field retum do not save changes Confirm 4 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Com petency HAD e View Evaluation History Evaluation Competent Last Evaluated 16 September 2013 The competency appears on the employee s record under the Qualifications section Repeat these steps for each competency that the employee has Update an evaluation by clicking Update This Information beside the competency s name After adding the competency you can review the evaluation history of a single competency by clicking View Evaluation History beside the competency s name or view all competency evaluations for the employee by clicking Competency Evaluations at the top of the Qualifications section 6 6 Disciplinary Actions information In the employee s record under Current Disciplinary Actions click New Action User Guidance Page 75 User Manual For Anglican Medical Services Current Disciplinary Actions To view a record of all disciplinary actions click History If any of the disciplinary action information needs to be changed The Add Update Disciplinary Action form opens 1 From the drop down menu select offence From the drop down menu Action Taken Select the Date of Discussion Start of Applicability and End of Applicability using the date pickers Add Update Disciplinary Action Shimwe
24. Human Resource Information System User Manual For The Anglican Medical Services AMS of the Anglican Diocese of Namibia Sponsored by A G PEN i IntraHealth 4 d FROM THE AMERICAN User Manual vil For Anglican Medical nira H eq th pi Services Reviewed By Change Summary Remarks Initial Document Leena Shailemo is k APY a P ue S User Manual Kl For Anglican Medical intra Hea Ith SN Services 1 Table of Contents 2 ACRONYMS ABBREVIATIONS AND TERMINOL OGN viii BO EE 1 A SYSTEM SUMMARY sasicesidecncasmesncewnedstnincnsdatiandndyamapannaiasionddd emnchiesdendtddansiauslandiennadtienioendatcieedten 2 Al gel le EE 2 4 2 Accessing IHRIS Manage s nnannnennennnennnnnnnnnennnnnerrnnrrnrrnnrrrrrsnerrrrsrererrsnrrerrsrrnnreenene 2 4 3 Accessing the System ON a Computer ccccccccseececeeeeceeeeesaeeeeseeeeceeeseeeeeseeeesseeeesees 2 4 4 Accessing the System from a Shared Network ssannennnunnoennnennnsnnnnnnnnnrnnnrnnnrrnerenenne 2 GEES 2 4 5 1 PINVSICA IDO CCU Y EE 2 4 5 2 Logical SCCUPIY sereen ine a E EEEE EEEE EAEE EE ENEA 3 4 6 Change Management Procedures ccccccccceeeecseeeseeeseeeeseeeeeeeeseeeeseeesseeeseeeseeeseneess 3 4 7 Backup and Disaster Recovery Plan 4 4 8 User Support Procedures ccccccceccccsecccceeeeseeeeeseeeeseecesseeeeseeeessaueeseueesseeeseeeesseeeesees 4 4 9 Data Completeness and Accuracy cccccccccse
25. Ith e Services SI E L v te gt a Either Click Add Identification Type or select an Identification Type and click Update This Information to edit it Administer Database Identification Type Identification Type Hamer Passport Number confirm return do not save changes Figure 13 Update Identification type Enter the Name of the identification type Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 5 8 Benefit Type A type of payment made to an employee that is separate from the employee s salary the payment may be one time or recurring Click Configure System then click Administer Database Click on Benefit Allowance Type The Benefit Allowance Type page opens showing all Benefit Allowance Types entered in the database User Guidance Page 34 User Manual ad For Anglican Medical nira H eq Ith 5 Services L i dw te o Administer Database Benefit Type Add new Benefit Type Select Benefit Type to edit Acting allowance Basic Salary Capital cost Clinical allowance Fixed overtime Housing allowance Housing subsidy Leave gratuity Figure 14 View and Add new Benefit type Either Click Add Benefit Allowance Type or select a Benefit Allowance Type and click Update This Information to edit it Administer Database Benefit Type Benefit Type Name Basic Salary Hide No
26. Manual ce For Anglican Medical nira He q Ith e Ze Services CS Y Company Information Position Information Company Name Date Started IntraHealth Intemational October 01 2013 Company Address Starting Wage PO Box 9942 Eros Windhoek Namibia N N 285687 351 Sam Nujoma Drive Yang Tze Vilage Office 3E 2nd Floor 7 Starting Position Klein Windhoek Namibia Clerical Assistant Company Telephone 264 61 303 799 Date Ended leave blank if still employed October 01 2013 Supervisor Ending Wage Pamela Ng Ng el 295446 Ok to Contact Ending Position Chief Clerk Yes Reason for Leaving Job Responsibilities New offer Admin Finance HR _ Required Field retum do not save changes Confirm 14 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it User Guidance Page 80 User Manual For Anglican Medical Services Add Update Employment History Naholo Sam Company Information Company Name IntraH ealth International Company Address PO Box 9942 Eros Windhoek Nam ibia 251 Sam Nujoma Drive Yang Tze Village O fice 3E 2nd Floor Klein Windhoek Namibia Company Telephone 264 61 303 799 Supervisor Pamela Ok to Contact Wes Reason for Leaving New offer 15 If it is not correct click Edit to change it If it is click Save to save it Employment History Hide Add Emp
27. Page 48 User Manual adie For Anglican Medical nira H GC Ith x ei Services be hs zg EI 5 8 5 Currency The medium of exchange of money used in a country or other location Currency is used for defining how salaries and benefits are paid again it should be remembered that this information will be management information only and is not linked to the payroll The base currency used is the Namibian Dollar N Either Click Add New Currency or select an existing Currency and click Update This Information to edit it The Currency form opens Enter the Currency Code an abbreviation that will identify the currency in selection menus Enter the Name of the currency optional select the Country for the currency optional Administer Database Currency Currency Currency Code Country Add new Select One Symbol confirm return do not save changes Enter the Symbol for the currency the symbol will also appear in selection menus optional Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change tt If it is click Save to save it User Guidance Page 49 User Manual a A vd WW Le 4 ak KA f E CC e For Anglican Medical nira H eq Ith e Services A LA EI 5 9 Training Course Information 5 9 1 Training Courses A training course is a course that an employee may take to gain new competencies or continuing educati
28. Pebrwery 790 1 October 20 Uctofer 2017 Ervoted h nn Erro ied urse gd Eattkzdp October 70 Errgtoyee Stats z Select Value F acibty A list of matching records displays Click the name of the person whose record you want to review To search again select new options from the Search form and click View View Person shailemo Leena View Recoro Hrftekkgi Mionnan WHat iniformetior Poetion Cormat individual Information e Cette Hide Bm Etc atiee Mistery Voor hig Lini Ex mator Apoa athi Empinyihemi Mistery gt shalilemno Firs Name Leena Nitapandula Mates View Nama History Sumama Manage Peotie Mase name Search Records Naborneality View R Residance Configure System Contact Information Change Password Hide 4 oe Lien this Information Maling Acidres a shieenamidgmall_corn Telephone Number Monte Phone Number 0012125603 Alteneate Telephone Number Fan Numer Emal Address User Guidance Page 89 8 User Manual vn For Anglican Medical rie Ith Se A E f Services REPORTS To access any report of interest click View Reports A list of reports will appear 8 1 8 2 Summary Reports Budget Summary Report This report gives a budget summary for all departments It will list total salary expenditures per department Age Distribution This report provides the age distribution of staff Classification
29. Retirement Date Staff retirement dates early retirement date is at the age of 55 and the normal retirement date is at the age of 60 e Staff Movement Details Staff Movement Details e Workplace Incident Salary Increment 8 3 Establishment e Staff Establishment Report 8 4 Facility Report These reports pertain only to offices or facilities entered in the system They can be filtered by the facility type and by the country and district where the facility is located e Facility List A list of all facilities 8 5 Affirmative Action Reports e Namibian Affirmative Summary report Affirmative summary report for Namibian employees limited by jobal class Nationality e Affirmative Action All occupations and the gender of the staff member occupying it e Non Namibian Affirmative Summary Affirmative summary report for Non Namibian employees limited by occupational class Non Namibian Nationality amp gender 8 6 Position Reports These reports pertain only to positions entered in the system They can be filtered by job facility and department where the position is located position status cadre and job classification e Position List a list of all positions with their status i e open vacant or closed filled e Position Open Duration The length in days each position was open before being filled User Guidance Page 91 User Manual vin For Anglican Medical nira H eq th pi E Services a 8 7 Search
30. Services TEN Wi EN Administer Database Salary Source Salary Source Name GRN Hide No el _ Required Field Confirm return do not save changes 5 3 2 Positions by Facility Each job will have at least one position Position refers to the number of people that can be appointed per job e g for the job medical superintendent The Position form opens Select the Job for the new position Enter the Position Title this may be the same as the job title Enter a Position Description as an addendum to the job description optional lf there are one or more salary sources to track for the position select them in the Source box to select more than one salary source hold down the CTRL key while clicking the name of each salary source Enter any comments or notes about the position in the Position Comments box optional Enter the Position Code Either type or select the code and title of the position that will supervise this position under Supervisor optional Select the office or facility where the position is located in the Facility menu Select the Section and Department where the position is located optional User Guidance Page 15 User Manual For Anglican Medical Intra Health an tax e A fy D e Services xe de sw Select the Position Type optional Mirunister Database Position Pos tion Pccupatar Av Hr Postion Cote Administrator e Postton Tithe Superv isor Ad
31. agic Data Browse the configursbon Gas used by the sytem User Guidance Page 8 User Manual nt For Anglican Medical int TO H eq th Se Services i 6 ADMINISTER DATABASE To ensure that standard data types such as countries regions districts marital status reasons for position changes facility and department names and the like are enforced across the system those standard data types must be created as lists These lists are used to create selection menus that provide options for selection when adding records jobs and positions Click Configure System and then click Administer Database to create and update standard lists of data for selection in system menus Only the HR Manager and System Administrator can create data types Administer database is composed of several sections i e Geographic Information Organization Lists Employee Lists Create Job Structure Manage Positions 5 2 Create Job Structure Search Records Administer Positions View Reports Create Job Structure Configure System Administer Database Configure Modules Form Relationships Reports 5 2 1 Cadres A cadre is a broad category of health workers characterized by the specific training certification or other qualifications required to practice or be licensed in that field Examples of cadres include Nurse Physician and Pharmacist Each job can be linked to one cadre for reporting purposes You may add new cadres or e
32. and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 2 4 Salary Notches Under the Create Job Structure section select Salary Notch The Salary Notches page opens showing all Salary Notches entered in the database Either clicks Add New Salary notch or selects an existing Salary Notches and then click Update This Information to edit it Enter the Name of the Salary notch Select occupation and enter the amount of salary Administer Database Salary Notch Salary Notch Notch N4 N2 P Amount N2 106252 Salary Grade Grade 8 Chief Clerk pele ct Value Hide No D Required Field Confirm return do not save changes User Guidance Page 12 User Manual vn For Anglican Medical ntraHea Ith xe A b E f Services Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 2 5 Job A job is a general set of qualifications duties and responsibilities as specified in a job description Each job may be linked to a cadre job classification and salary grade There may be multiple instances of the same job within an organization Each of these instances is filled by one employee and is referred to as a position Before a position can be created in the system its generic job must be added NB Only the HR Manager or System Administrator can add or
33. ans it is no longer part of the approved Staff Establishment Staff Establishment This is another name for the organization s structure or organization s chart Department Department and section as per organizational structure have been combined in the system e g The Department Administrative Support Services with the subsection Finance have been setup as Admin Finance PHP Hypertext Preprocessor ET Continuing Education Units SS HP HR User Manual Da For Anglican Medical intra H eq Ith Se Services s a fe A OVERVIEW IHRIS Manage consists of several key modules designed to store and report position employee and job applicant information e 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 Only users with Administrator rights have access to this function e System Configuration Turn on and off modules and set options for each module to customize the system and its features Only users with Administrator rights have access to this function e 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 Only users with Administrator rights have access to this function e Position Management Create positions with standardized descriptions codes and
34. atabase Click on position by facility gt Click on Add New Position gt Select the new job of the person gt if the position name is different from the job then change it gt Select the facility of the person gt Select the department of the person Click on confirm and save Second we search for the person to assign the position User Guidance Page 104 User Manual Da For Anglican Medical In tra Hea Ith S E Services at Click on search records gt Click on search people gt Type the person s name and click search gt Click on the person s name in the report to open his her page gt Scroll down to position information Click on record a movement gt Select what happens to the status of the current position Fill in the end date gt Choose a reason for departure gt Click on confirm and save 4 What happens to the old positions when people change transfer or depart There are three options that can happen to any position e Open Meaning it s free it s in the system and no one is occupying it e Closed Meaning it s taken up by someone e Discontinued Meaning it has been eliminated from the staffing norms establishment When a position is left by default the position become open but one can decide to discontinue during the process when you are changing position If it stays open then when a new employee comes into service we do not have to create it again To view open positions Click on view reports gt Click on p
35. ate General Certificate of Education Junior Secondary Certificate Masters Figure 2 view add new Education type Add new education type Click confirm and click save User Guidance Page 25 User Manual fw For Anglican Medical Intra Health e Services VOA A j b vw x y Administer Database Education Type Education Type Name PHD Hide No Required Field Confirm return do not save changes 5 5 2 Qualification These are setup to refer to the different qualifications and is linked to Education type so before you can add a qualification there must be an Education type to link the qualification to e g for education type Degree you can add Bachelor of Science Bachelor of Commerce etc Click Configure System then click Administer Database Click on Qualification Select Education Type Select the Education Type to limit the displayed values of Qualification Select One x Add new Qualification view Select Qualification to edit A Level Accident And Emergency Nursing Advance diploma in nursing science BTech Human Resource Management Bachelor degree in Accounting Bachelor degree in Bussiness administration Bachelor of Dental Surgery User Guidance Page 26 User Manual For Anglican Medical Services Figure 3 view and add new qualification The qualification page opens click view to show all qualifications entered in the database Either Click Add New Qualifi
36. base Click on position by facility gt Click on Add New Position gt Select the new job of the person if the position name is different from the job then change it gt Select the facility of the person gt Select the department of the person gt Click on confirm and save Second we search for the person and record the transfer Click on search records gt Click on search people gt Type the person s name and click search gt Click on the person s name in the report to open his her page gt Click on Position information on the left menu or scroll down to position information gt Click on change position gt Select the new position gt Fill in the salary Terms of employment and DSC minute if known Choose a reason for transfer gt Select what happens to the status of the current position gt Click on confirm and save 2 If he she has left the organization s service Click on search records gt Click on search people gt Type the person s name and click search gt Click on the person s name in the report to open his her page gt Scroll down to position information gt Click on record a departure gt Select what happens to the status of the current position gt Fill in the end date gt Choose a reason for movement gt Click on confirm and save 3 How dol assign a position for a new person in the service First create the new position in that facility where the person has been posted Click on Configure system gt Click on Administer d
37. cation or select a qualification and click Update This Information to edit it Administer Database Qualification Qualification Qualification Health Information System Education Type Add New Masters Hide No Required Field Confirm return do not save changes Click confirm and click save 5 5 3 Language These are employee s native languages Click Configure System then click Administer Database Click on Language User Guidance Page 27 User Manual For Anglican Medical Services Administer Database Language Add new Language Afrikaans English rrencn German Herero Nama Oshiwambo Portuguese Rukwangali Russian Figure 4 view and add new language The Language page opens showing all Languages entered in the database Either Click Language or select a Language and click Update This Information to edit it User Guidance Page 28 User Manual KS For Anglican Medical Intra H eq Ith Se Services d a S ZA D EI Administer Database Language Name Afrikaans Hide No Required Field Confirm return do not save changes Figure 5 Update Language Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 5 4 Competency Type A competency type is a broad category for organizing competencies or skills in which employees have been assessed as competent Examples of competency types inclu
38. cccseeeeceececseeeeseeesseeeeseeessaeeeseueesseeeesaes 4 Se ERNEIEREN 5 51 LOGGING On Sc INAVIC ANION EE 5 5 1 1 Kale EE 6 Slee MeMUFODLIONS asc eee 7 6 IMIS TE EE 9 Oe FOALS ele RE 9 5 2 1 KJ AO H 9 e MOU CA SSMIC AMONG EN 10 E DEE TE ee 11 EE den 12 De OD EE 13 User Manual via For Anglican Medical intra Hea Ith Se K A s a oe Services Deo E Let De La eee rectum tienen teem E mente camel E on tec A 14 Digi AIA ef 14 53e deele EE 15 S393 FOSIIOMS e E EE 16 5 3 4 Terms Of Appointment 17 54 Organization ne 17 5 4 1 FACU TYO e E oescnnere ener enacrtonernneemnes eanerooetemnaeme emis 17 e ae ere e e E 18 5 4 3 Department And Section ccccccccececseececeeeeseeeeeceeeeeseeeeseesesseeeeseeseseeesseeeesseeens 20 5 4 4 Registration Councils ccccccecccceeceeeeeeeceeeeeeeeeeseeeeeeeeeeseeeesseeeseeeessaeessseeseneeeas 22 5 5 Employee Lists E 24 5 5 1 Selfie elek 24 Se eam 6 62 e EE 26 e OR Lei Le 27 954 COMPELENCY TYPC ccccccecccceseeceececceeeecececeeeecesessueeecaueecsueeeseasessueesseaeensaeeess 29 Oss COMDE sonerien rren EE EE 30 5 5 6 Competency Evaluation ccccccccsccccseececeeeeeeeeeseeceeeeeeeceeeesseeeeseeeesseeeseeeeseneeeas 32 5 5 7 E are eu RK e 33 5 5 8 Benefit Type sets eitegn deng dee dee dee deed deg dr 34 5 5 9 Marital Giatns 36 5 5 10 Reasons for Movement 37 55 11 Incident AEN 38 Donte WWISCIDUMaty ACION TYG sre S 39 5
39. confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it The contact information that you just entered displays in the employee s record Repeat these steps for each type of contact to add for the employee User Guidance Page 62 User Manual For Anglican Medical IntraHea Ith ei e Services kt Personal Contact Mailing Address Telephone Number Mobile P hone Num ber Atemate Telephone Num ber Fax Num ber Email Address Notes a Edit This Information Work Contact Mailing Address Telephone Number Mobile Phone Num ber Altemate Telephone Num ber Fax Num ber Hotes 4 7 j C ke gt MM e Private Bag 505 O shikamoo Namibia 00264 65 76760 0026485111499372 00264616937555 00264 267600 pv alombolatyahoo com Private B ag 366 Oshikange Nambia If any of the information needs to be changed click Update this information beside the incorrect contact Information to edit It 6 3 Employee Leave Information The Leave Information form opens 1 Enter type of Leave Applied for 2 Enter Number of Days requested 3 Enter Leave Start Date 4 Enter Leave End Date 5 Enter an Email Address 6 Enter number of Remaining Leave days User Guidance Page 63 User Manual For Anglican Medical Services Add Update Leave Information Shimwefeleni Grape Person Leave Information Leave Applied For Vaca
40. ct Value Select Value Select Value Apply Limits Figure 32 Report filter Use Apply Limits button to filter and narrow the search scope for the selected report User Guidance Page 98 User Manual vin For Anglican Medical nira H eq th pi E Services ak Select the desired chart Chart Options style here Chart Style Choose the chart style Pie Chart Simple Displayed Fields Choose the way you wish to select fields to display One field Total Le One Field Total Displays one field with the total numbers with that value for that field First Field Age Range sw Figure 33 Report Chart Option Choose the desired chart format from Chart Style drop down menu Choose the way you wish to select fields to display from the Displayed Fields Note Using the procedure above will help to produce the necessary reports as desired by the user H Report Views Report views define how data are displayed in a report Multiple report views can be created for the same report so that data may be aggregated and analyzed in various ways For each report data can be displayed either as a table or as a chart The data may also be exported for further analysis or the report may be printed 9 1 Creating and Editing report views Administrators and Managers can create new report views or edit views that have already been defined At least one report view must be defined before a report can be run Other users
41. de Often a facility is responsible for providing health care services User Guidance Page 18 User Manual For Anglican Medical ntra He q Ith eye tags Services tbs d sw Click on Facility then Facility page opens Click on View to view all Facilities entered in the database Administer Database Office Facility Add new Office Facili Select Location Select or type the Location to limit the displayed values of Office Facility Select Value return Either Click Add New Facility or select an existing Facility and click Update This Information to edit it Administer Database Office Facility Office Facility Location Select Value Facility Type Add new Select One Contact Information Mailing Address Fax Number Email Address Telephone Number Notes Primary Contact Person Alternate Telephone Number confirm return do not save changes User Guidance Page 19 User Manual For Anglican Medical Services Select a Facility Type for the office or facility Enter the Contact Information for the office or facility optional Under Location either type the name of the district where the office or facility is located or click Select Value and select the Country Region and District where the office or facility is located Amilema clinic otite AmUuema Oshikoto Namibia Select Value Facility Type Add New Sector Classification Add New Faith Based Contact
42. de Driving License Computer Skills Competency types combined with competencies comprise your organization s competency mode Click Configure System then click Administer Database Click on Competency Type The Competency Type page opens showing all Competency Types entered in the database User Guidance Page 29 User Manual ads For Anglican Medical nira Hea Ith e He wi g Services at d Administer Database Competency Type Add new Competency Type Select Competency Type to edit Counseling Driving license return Figure 6 View and Add new competency type Either Click Add Competency Type or select a Competency Type and click Update This Information to edit it Administe ase Competency Type Competency Type Name Counseling Hide No j Required Field Confirm return do not save changes Figure 7 Update competency type Enter the Name of the competency type Click Confirm and confirm that the name entered is correct If it is not correct click Edit to 5 5 5 Competency A skill performed to a specific standard under specific conditions When an employee has been assessed as having a particular competency that competency can be added to the employee s record Competencies may also be earned by completing training courses User Guidance Page 30 A r s b e x we User Manual Zu For Anglican Medical Services ku x Je Administer Database Competency
43. dit any cadre that was previously added Under the Create Job Structure section select Cadres The Cadre page opens showing all cadres entered in the database Either click on Add New Cadre or select existing cadre and then click Update This Information to edit it User Guidance Page 9 User Manual adie For Anglican Medical ntra He q Ith x E Services d RP Ed Administer Database Cadre Cadre Hamer Allied Health Professional confirm return do not save changes The Cadre form opens Enter the Name of the cadre Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 2 2 Job Classifications This provides a way to groups jobs for reporting purposes e g possible job classifications could be Management Senior Management Executive Management to allow for reports to be generated giving the number of job per job classification This classification could possibly be used for affirmative action previously disadvantage people Under the Create Job Structure section select Job Classifications The Job Classification page opens showing all job classifications entered in the database Either click on Add New Job Classification or select an existing job classification and then click Update This Information to edit it Enter the Name of the job classification Enter a brief Description of the job classification optional
44. e Locate any person s record in the system to review print or update 7 1 Recent Changes Locate a recent change made to a form or record including recently added records These changes may not show up in other reports or searches for 20 minutes after change made From the Home page or left menu click Search Records On the Search Records page click Recent Changes The Search form opens Select to view recent changes to Person or Position If an option is not selected all records will be searched User Guidance Page 85 User Manual vi For Anglican Medical nira H eq Ith pi E Services ak View Recent Form Changes Select the form to view the most recent updates made to the database CO Person This form holds basic information about a person such as their names and residence CO Position Click the View button to show all matching results A list of matching records with changes made today will be displayed You can also choose to review changes made Yesterday or Last Week Click on the record you want to review View Recent Form Changes Person Changes made to Person since 03 Mar 2010 View changes made since Today Yesterday Last Week Total Found 1 7 2 Search Position Position as an instance of a job reflects the number of staff that can be employed per job e g if the job is Medical Superintendent the approved number of people that can be employed is 1 so there will only be one posi
45. e 15 May 2006 User Guidance Page 60 User Manual vin For Anglican Medical rie Ith Se Services ak 6 2 Add Update Contact Information For each employee in the system whether an employee or a job applicant four types of contact information may be added personal or home contact work contact emergency contact and other contact Only one contact may be added for each type Contact information may be added at any time after the record is created All contact fields are optional Contact Information w Add Work Co ntact Badd Other Contact Add Emenpency Contact Add Personal Contact The Contact Information form opens 1 Enter the full Mailing Address 2 Enter a primary Telephone Number 3 Enter an Alternate Telephone Number such as a mobile phone 4 Enter a Fax Number 5 Enter an Email Address 6 Enter any Notes such as the name of an emergency contact User Guidance Page 61 User Manual Ki EA 7 fy i VAN For Anglican Medical IntraHea Ith e Services Ua x Add Update Contact Information Shimwefeleni Grape Personal Contact Information Mailing Address Fax Number Private Bag 505 00264 65 26 7680 Oshikango Namibia E mail Address pvalombola yahoo com Telephone H umber Hotes 00264 65 26760 Mobile Phone Number 002645111499372 Altemate Telephone N umber 00264516937555 Required Field retum do not save changes Confirm 7 Click Confirm and
46. edical ntra H eq th D Sei A RS E Services 6 8 Employment History As part of completing the job application the applicant s employment history should be recorded The employment history can also be added to the record of any employee of the organization In the person s record click Employment History in the left menu to jump to the Employment History section Click Add Employment Employment History The Employment History form opens 1 oe S amp S Nf eS a Se 11 12 13 In the Company Information section enter the Company Name where the person previously worked Enter the Company Address optional Enter the Company Telephone optional Enter the name of the applicant s Supervisor optional Under OK to Contact Select Yes or No for whether it is OK to contact the applicant s former employer Enter the Reason for leaving the former employer optional In the Position Information section enter the Date Started at that employer Select the Currency for and enter the amount of the Starting Wage optional Enter the title of the Starting Position optional Enter the Date Ended leave this field blank of the applicant is presently employed by the company Select the Currency for and enter the amount of the Ending Wage optional Enter the title of the Ending Position at the company optional Enter the Job Responsibilities optional User Guidance Page 79 User
47. edit jobs The Job form opens Enter a Title for the job Enter a Code for the job optional Enter a Description for the job optional Select the Salary Grade for the job optional Select the Cadre for the job optional Only select a cadre for health professional jobs Select the Classification for the job optional User Guidance Page 13 User Manual For Anglican Medical Services Administer Database job job job Cadre Health Professionals Only Chief Clerk Administration D Code Clas sification cc Skilled EN Description HR Finance Administrator Hide _ Required Field Confirm return do not save changes Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change tt If it is click Save to save it 5 3 Manage Positions Reports Manage Positions Report Views Browse Magic Data Manage Locales 5 3 1 Salary Sources You define all possible salary sources here e g USAID GRN etc Benefits can be linked to a salary source as well so one can ultimately retrieve information on which salaries and benefits are e g paid by donors The Salary Source form opens Enter the Name of the salary source Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it User Guidance Page 14 User Manual adie For Anglican Medical nira H GC Ith x E
48. eeeeeseeseeeeeceeeeeceeeeeeeeseseeeaaeeaees 107 Po APPEND Qe eee eee ee en ere eee eee ee 109 vii User Manual Ka il For Anglican Medical in ira H eq Ith ETE Services TABLE OF FIGURE 2 ACRONYMS ABBREVIATIONS AND TERMINOLOGY Acronyms Explanation HRIS Human Resources Information Systems IHRIS Suite The software developed by Capacity a USAID funded initiative which consists of three 3 modules namely Manage Qualify and Plan IHRIS Manage Human Resource Information System developed to manage health workers information An job refers to occupation on the organizational structure Position Each job will have at least one position Position refers to the number of people that can be appointed per job e g for the job Medical Superintendent the approved number of position is 1 so there will be only 1 position for a Medical Superintendent Cadre refers to a classification for clinical health workers Job Classification Job classification refers to a classification for administrative workers Vacant This is status information for a position when a position has a status of open it means it is vacant viii User Manual For Anglican Medical ntraHealth d Services Filled This is status information for a position when a position has a status of closed it means tt is filled Discontinued This is status information for a position when a position has a status of discontinued it me
49. een possible without Lena s dedication and commitment And a big thank you to the rest of the IHRIS Manage Namibian team that helped with the reviewing and the binding and even recording the steps Our sincere thanks and appreciation for your assistance and cooperation to you all User Guidance Page 107 User Manual H A ta AE AT ee b VC de B For Anglican Medical Intr q Health Services Vi V Lo THE FUTURE WITH iHRIS MANAGE BEFORE iHRIS AFTER iHRIS Figure 38 before iHRIS Figure 39 after iHRIS User Guidance Page 108 User Manual Da For Anglican Medical In TO Hea Ith S ir Services 12 APPENDIX me a Administrators IntraHealth Team Have full access to the system and can create new users and change users passwords Executive Managers Simon Mathias Have access to Generate reports in order to analyse data can search for and view any record but cannot enter data into the system NB Cannot create new users or change users passwords HR Manager Grape Shimwefeleni Manages system data including correcting data and managing data selection lists can search for view enter data and correct any record and generate any report NB Cannot create new users or change users passwords HR Staff Nandi Ngolo Enters and updates records and positions Eunice Nakwatumba Can generate any report Philemon Thomas NB Cannot create new users or change users passwords Training
50. eral classes Under Scheduled Courses click Schedule a Course e Enter the Maximum Number of Students who can attend the class e Select the Start Date and End Date for the class today s date is entered for both by default e Enter any Notes about the class e Enter the class s Site or the location where the class is taking place e Enter the name s of the class s Instructors if Known e Select the Country District and Town Constituency where the class is located optional Scheduled Training Course Training Course Athirrmative Action nd Maximum Number of Students 3 Start Dote August 16 20134 End Date ane armibt Saptember 27 2013 Sr Nan Noten Olune Ohana Marni bie teg Dahana Namibia owerive shine Aann biua Ambakb att Gahana Mantia Qehitayvi Gahana Harrutun AnamMUlenge Limmunatt Farrutua Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If itis click Save to save it 5 9 3 Status of a Training Course Status classifies whether the course is open closed or any other status of your choosing At least one status should be added In the Training Course Information section select Status of a Training Course 1 Either select Add New Training Course Status or select an existing status to edit User Guidance Page 51 User Manual For Anglican Medical Services 2 Enter the Name of the status Training
51. eteness and Accuracy In order to go live with the system we have started with employee files of AMS These might not have all the information of the staff members AMS have to ensure that employee files are up to date or verify the data through requesting staff members to complete data capturing sheets and or hand in certified copies of e g qualifications and other information that are currently not on the employee file The completed data capturing sheets can then be used to complete the staff member s information in the system Secondly in order to place reliance on the information we retrieve from the system we have to ensure that the data is accurate This process usually entails comparing the information of a staff member in the system to the information that is in the staff member s file and the payroll User Guidance Page 4 User Manual For Anglican Medical Intra He a Ith att Services Tax Le 5 GETTING STARTED 5 1 Logging On amp Navigation Enter your username and password and click on Login or press lt Enter gt remember both your username and password is case sensitive Anglican Medical Services AMS Human Resource Information System Manual Feedback IHRIS Website Welcome iHRIS Manage is a human resources management tool that enabies an organization to design and manage a comprehensive human resources strategy While primarily intended for managing Se es health care workers IHRIS Manage may be readi
52. f the Salary for the new position this may be the same as the employee s previous salary 4 Under Reason for Termination select the reason for the position change 5 Select the New Status for the position Open or Discontinued if the position is marked Open it will be available for assignment to another employee or applicant User Guidance Page 69 User Manual vie For Anglican Medical ntra Hea Ith e 2 Services xk d sw Boston Acid N ewc Position er ChiefClerk Gt Marss Heath Centre Odibo Administration Administrator St Mary s Health Centre eas ji Select Value Salary Notch Administrator St Marys Health Centre N2 106232 Grade 6 Chief Clerk Odibo Administration Chief C lerk St Mary s Health C entre Odibo Start Date ART Clinic 24 August 2013 Chief Clerk St Mary s Health C entre Odibo AGT linir Salary Notch Add Newz Reason for Movement Promotion D Enter new Status for the Current Position Select Value Discontinued D Administrator Grade 5 Administrator N2 562000 Grade 5 Administrator Chief C lerk Start Date October 02 2013 Required Field retum do not save changes Confirm 6 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it The information that you just entered displays in the employee s record under the Position Informa
53. feleni Grape Disciplinary Action Information Offence Date of Discussion Dress Code September 16 2013 t Select Value People Present Action Taken Oral Warning Start of Applicability September 16 2013 End of Applicability September 16 2013 _ Required Field retum do not save changes Confirm User Guidance Page 76 User Manual For Anglican Medical nira H eq Ith a P Cd e Services PEN zg EI 4 Use the text boxes to record People Present and any Notes Click Confirm and confirm that the information entered Is correct 5 If it is not correct click Edit to change it If it is click Save to save it NB The disciplinary action information that you just entered displays in the employee s record Additional disciplinary actions can now be added For each disciplinary action click New Action Shimwefeleni Grape EN Edit Thisinformation f Action O fence Dress Code Action Taken Oral Waming Date of Discussion 16 September 2013 Start of Applicability 16 September 2013 End of Applicability 16 September 2013 People Present Notes 6 Click Correct this information beside the incorrect information to edit it 6 7 Workplace Incidents In the person s record under Current Disciplinary Actions click Report Action Workplace Incidents The Add Update Workplace Incidents form opens 1 From the drop down menu select the Accident Type 2 Select the Date of Discussion and Sta
54. ff Reports Age Distribution Total of all staff by age range Classification Dresch A total of all staf by class ification Hires per Yes He totals by year Barini Breskdonn Total staff by occupation i Br esch Ean AE staff by nationality Stel totals st A Home Contact et t All cicif wilh hore contani deiei D D i i i Salary List Alistof all employees with salary details Stet Directory A list of all turen staff with work conac information Figure 26 Reports Click the desired tabular report e g Staff Directory Staff List There are two types of reports i e User Guidance Page 93 User Manual adv For Anglican Medical Intra Hea Ith eu kx sp RR 3 K Services Zaart e w e Table format e Graphical and 8 9 Tabular report formats mei Logome Systar ep zs b D Semere Pirsinare Sesiben Department Facil Work Teeshone Wark Emisi Change Password wt ie Ee homer teses Zeg Seene 5 Frere Lraerzaeg tosts DE ISCA mIs errgd es H Ee rg Commurdy Less Sereratese MIT Gurdjstwe dopes LE SC wsctse srsi om See BE Hamer Qescoces Sectiore temm HAM rage tosts 255 280430 Sake meostsicr ces Ssrerciscas MTIT Omertje relu 255 2285 FE Dor Eer Cosssike Serent ENT 7 Crardstve tom r aur asz desatect Huma Resoeres Precificce mmn HRM Farde tosis 7 Cont S oun Cste5sg Services Orarvjsose tosis Se cesvaray Corato Sersratscoc
55. iencies to a employee s record Proficiency level in soeaking reading and writing each language can be recorded separately In the employee s record click Qualifications in the side menu to jump to the Qualifications section of the record Click Add Language Proficiency Qualifications Hide Add Regist The Language form opens 1 Select the Language to add 2 Select the employee s Speaking Proficiency in that language Elementary Limited Working Professional Working Full Professional or Fluent 3 Select the employee s Reading Proficiency in that language 4 Select the employee s Writing Proficiency in that language Add Update Language Shimwefeleni Grape Language Information Language Reading Proficiency English Fluent Speaking Proficiency Writing Proficiency Fluent Professional Working Required Field retum do not save changes Confirm User Guidance Page 73 User Manual For Anglican Medical ntraHea Ith a PS Services at 5 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it his Information Language b Information Language English Speaking Proficiency Fluent Reading Proficiency Fluent Writing Proficiency Professional Working wm Edit This Information Language ste this Information Language Oshiwambo Speaking Proficiency Fluent Reading Proficiency Fluent Writing P moficie
56. ion Shimwefeleni Grape Demographic Information Date of Birth Mantal Status 14 August 1937 single Gender Humber of Dependents Male 1 Any disability Were are you froma previously disadvantaged group No Yes 6 If it is not correct click Edit to change it If it is click Save to save it The demographic information that you just entered displays in the employee s record If any of the information needs to be changed click Update this information to edit it Edit ThisInformation Demographic Information Date of Birth 14 August 1987 Gender Male Marital Status Single Num ber of Dependents Any disability Were are you fom a previously disadvantaged group 6 1 3 Add Identifications Your organization may require one or more identifications from employees and job applicants Add this identification information to the employee s record Multiple identifications may be added for a single employee In the employee s record under the Individual Information section click Add Identification Staff Member Information Hide Set Position Add Demographic Information The Identification form opens User Guidance Page 58 User Manual 4 EA be fy s e For Anglican Medical IntraHea Ith e Services nek 1 Select the Identification Type 2 Enter the number or other identifier for the identification in the Identification Number box 3 Select the Country of Issue 4 Enter Place of Issue
57. ishment click on confirm and save or click Update This Information to edit it 5 7 Leave Management 5 7 1 Leave Type Click Configure System then click Administer Database Click on Leave Type User Guidance Page 42 User Manual For Anglican Medical Services Administer Database Person Leave lype Person Leave Type N ame Vacation Leave Leave Lenght awa 25 Cary Over Allowed Yes Cany Over Days 6 Recurrence Months _ R equired Field Confirm retum do not save changes The Establishment page opens showing all Establishment entered in the database Click on Add new Establishment and Enter name of leave type Establishment period Enter Number of Leave Length Select Yes No for Carry Over Allowed Enter number of Carry over Days Allowed Enter number of Recurrence Click on confirm and save or click Update This Information to edit it User Guidance Page 43 User Manual For Anglican Medical nira H eq Ith e SL A oY Ee j a K pA i fe ue si Services ak 5 7 2 Public Holiday Click Configure System then click Administer Database Click on Public Holiday Administer Database Public Holiday Public Holiday Hamer Here s Day Public H oliday Date August 26 2013 H ide No Required Field Confirm retum do not save changes The Public Holiday page opens showing all Public Holiday entered in the database Click on Add a Public Holiday or enter the name of P
58. istration information ccccccccsecceceneeesseeseeeeeeeneeeneeeneeeneeeaeeenaes 71 6 5 1 Add gel Et Ee sacizcntscnsanagsacancatenesanasseitanndeeecconsecanaeduacsse EEES 71 6 5 2 Add Language Proficiency ccccccescccscccseeeceeeceuceceueccseeceueessueesueesueeseeessusesaess 73 6 5 3 AGd a Eege 74 6 6 Disciplinary Actions information ccccccseccseeeeeeeneeeneeeseeeneeeneeeseeesseeseeeeueeaeeeneeeaeeeaaes 75 6 7 Workplace Incdente 77 6 8 Employment HIStory ccccccccsecceceseceseeeneeeseeeseceseeeseeeseeseeeseeeseeeseeeaueeneeeaeeeneeeaeeenaes 79 69 Eg ation Te SOI EE 82 6 10 Scanned Paper Hecorde ccccccccseecccsececeeececeececaeeeseecesseeeseueessaeeeseeesseeeeseeeeseneeess 83 Eege EE EE EE EE Ee 85 Fall RECON en E Let 85 Fl er Ce DEET 86 Peo e Be ee 87 Boe KE 90 8 1 Summary Hepnorts cee ccceecccceeeeceeeeeceeeeceeeeeseeeeseeeesseeeeseeessaeeeseeessaeesseeeeseneessaeeesaes 90 CEET 90 EC WE ee EE 91 8 4 Facility ACO OU EE 91 Giele 91 96 EE O11 dmc 6 6 EE 91 EE EE 92 BS otai GOMACHID UE 92 vi User Manual vin For Anglican Medical nira H GC Ith SN Services ak SW Ee gl d pO TOn a nee ee ee nee eee ee mee E eee eee 94 8 10 Graphical Report Formals ss iegteedn Seege geed ege Age Sege Sege ene 97 D ROO ENEE 99 9 1 Creating and Editing report views 99 10 IHRIS MANAGE FREQUENTLY ASKED OUESTIONS 104 11 ACKNOWLEDGEMENTS AND THANKS 1 0 0 cccccccccceeeeeee
59. loyment Employer Information Company Name Company Address Com pany Telephone Supervisor Ok to Contact Reason for Leaving Date Started starting Wage starting Position Date Ended leave blank if still employed Ending Wage Ending P osition Job Responsibilities Position Infonmnation Date Started 1 October 2013 Starting Vilage NS NS265687 Starting Position Clerical Assistant Date Ended leave blank if still employed 1 October 2013 Ending Wage NS NS295446 Ending Position C hief Clerk Job Responsibilities Admin Finance HR IntraHealth Intemational PO Box 9942 Eros Windhoek Namibia 251 Sam ujoma Drive Yang Tze Village Office 3E 2nd Floor Klein Windhoek Namibia 276 41 61 303 799 Pamela Yes Newoffer 41 October 2013 N N 285687 Clerical Assistant 1 October 2013 N NS 295446 Chief Clerk Admin Finance H R IntraHealth 272 AAEN de w User Guidance Page 81 User Manual vn For Anglican Medical ntraHea Ith xe A E f Services The past employment displays in the person s record under the Employment History section Click Update This Information beside the employer to edit any of the fields if necessary NB Repeat this process for each former employer 6 9 Education History As part of completing the job application the applicant s education history should be recorded The education history can also be added to the rec
60. ly adapted to other types of workforces IHRIS bk e Manage is a free Open Source software solution developed by Capacity us an innovative 4 was ay et global initiative to help developing countries build and sustain the health workforce Please Log In Enter your username and password Username Password User Guidance Page 5 User Manual For Anglican Medical Services Anglican Medical Services AMS Human Segoe Irfannetioe System Welcome System Administrator To o started use HAR Niroge pease Cee ove of the upira Seow eters fp fre pope g ay tere be dippe Pore Gatton n Be bg abore Fyon hep wth ay function de ite tem button We arcourape yeu fo Send us ary errors pou tind soQgedons i TO eres o eddie ares ed ap ote iroitexroo ma have add bez ie we CONES WoO ot ae tere Oy hktittwtrebktfknmg ep np H g Manage Stat Werter Q Search Record Contaure Systen 5 1 1 Toolbar The iHRIS Manage toolbar is situated at the top of the screen which is available at all times from anywhere in the system It has the following menu options e lt Homes gt This option will bring you back to the main screen from anywhere in the system e lt Manual gt This option will help you to perform some specific tasks on the system e lt Feedback gt This option will allow you to submit comments to the iIHRIS Manage developer team e lt iHRIS Manage Website gt This option will open a new browser window with the Global IHRIS
61. may run any report view but they cannot create new views Creating report views requires some knowledge of the data fields used in iHRIS manage User Guidance Page 99 User Manual For Anglican Medical Services Note Unless you understand these fields you should not edit or delete the existing report views pre defined in HRIS All changes will be addressed through Change Management process To create report views click Configure System under Manage Reports click Report Views e Staff Contact Details o Emergency Contact List List of all staff with emergency contact details Type the name of the report view select the affliated report type a short description of the report view amp click update Edit Home Contact List All staff with home contact details o Salary List A list of all employees with salary details Edit o Staff Directory A list of all current staff with work contact information Edit Create a new view for a report Name of View Description Report Select One D Update Figure 34 Creating Report The pop up screen displaying the message successfully updated values click Close User Guidance Page 100 User Manual 8 For Anglican Medical rie Ith xe Services bah This is a pop up screen Figure 35 Updates report Note The following steps also apply to editing an existing report view Locate the newly c
62. ministratar MF Medics Officer St Mary s Health Poxi Oeecripeca TF ec d s St Mary s Health Centre Odibo Speni biles S ton Acmineaireahbon Proposed Salary e val rage Alaa NS Posdion Woe sourne Pernanent EI USALO Stet Liowed Possit Coewnert Hide word Figig Cert rn ratum do mat save changes Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change tt If it is click Save to save it 5 3 3 Positions by Status Select Positions by Status to add or edit a position based on its status as open closed or discontinued Adiministor Database Position Deier Status Selai rhe Stala to lint the Ge play ert valiee of Position Closed e Add new Position Select Pos tion to edit Lo NAO Oo Ue Ue HODLAL IAU DILu Ninen Patuture Moepiital H Vu reg KALUARA Humtzilnl Hu retum User Guidance Page 16 User Manual NA For Anglican Medical Intra Hea Ith tiie dai e Services Tt 5 3 4 Terms of Appointment MOHSS use 12 months term of appointment but AMS is set to use 12 months and 6 months appointment Administer Database Terms of Appointment Terms of Appointment Name Permanent Hide No D _ Required Field Confirm return do not save changes The Term of Appointment form opens Enter the Name of the position type Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If
63. ncy Fluent The language information appears on the employee s record under the Qualifications section Repeat these steps for each language in which the employee is proficient If any of the language information needs to be changed click Update this information beside the language proficiency to edit it 6 5 3 Add a Competency To track employees and applicants competencies specific skills that may qualify that employee for a particular job add competencies to an employee s record Each competency is grouped under a broad category or competency type An employee s competencies can be evaluated and evaluations can be updated and tracked in the employee s evaluation history In the employee s record click Qualifications in the side menu to jump to the Qualifications section of the record Click Add Competency Hide Add Registration Add Language Proficiency Add Competency The Competency form opens 1 Under Competency select or type the competency type and then the competency to add User Guidance Page 74 User Manual For Anglican Medical Services 2 lf the employee has been evaluated for the competency select the Evaluation result optional 3 Select the date the employee was Last Evaluated optional Add Update Competency Shimwefeleni Grape Competency Information Competency E valuation HIV AIDS Competent Select Value ae Counselling Last Evalua HIMAID S September 17 2013 Required
64. nd the year obtained Stef Retrement Date Staff retirement dates ear llyretrement date is at the age of Sand the normal retirement date is st the age of amp 0 Steff ovement Details Staff Movement Desi k Workplace Incident Salary ncrement Establishment o Steff Establishment Repot Facility Report Facility List Alstof all facilities e Filled Positions o Filled Positions Epot Alst of historical filled positions for exporting e Namibia staff reports o Length of Seweocein Current Pos ition Nambia Staf Language e Affirmative Action Reports D Namibian Affirmative Summeryreport Affirmative summery report for Namibian employees limited by occupational class Mational ity D Aff metve Acion All occupations andthe gender of the staff member occupying it D Mon Namibian Affirmative Summary Afir mative summaryrepot for NonNambia erplaess limited by occupational class Mon Namibian Nationality SO ender e Position Reports o Position List A list of all positons D Position Open Durstion The length in days each pos ition wes open before being filled e Summary Reports D Pot pe cad e Numbe of pots pe cade o Post By Department and Cadre Number of positions per depa tment per cadre o Sbi movement summeryreport Displays the number of movements per resson of movement e Search D Search People Search all personrecads inthesytem D Stef ID M urbe search staff by identification number Sta
65. nology for MoHSS and AMS so both stakeholders should approve all changes to the system User Guidance Page 3 User Manual vin For Anglican Medical N TO Health Se dh Se E Services The following steps should be incorporated in the process a Develop a Request for Change RFC b Initiate the development project if the change request will have an impact on the software this process must include functional testing by the developers c User Testing this process is a collaborative process between the developer s and the users with the users required to signoff of changes Existing functionality should also be reviewed to ensure they were not affected by the change Implement the change maintain version control 4 7 Backup and Disaster Recovery Plan A backup and disaster recovery plan will be drafted for the system by the time the system is live to ensure that AMS is able to recover the data from backups in the event of a disaster Backups should be regular and stored off site with at least quarterly tests to ensure we are able to retrieve data from backup mediums 4 8 User Support Procedures In order to ensure users get the support they require to continue using the system User Support procedures will be drafted and communicated to all users Such procedures should allow for all user Support requests to be logged and tracked ensuring all user requests is satisfactorily concluded 4 9 Data Compl
66. okwe 065 280400 lmsokwedgmail com k hospital 3 Amashishs Lazarus Human Resources Admin HRM Onandjokw Practitioner hospit Change paper size amp 4 mon UE Administration clerk Shanamutango PMTCT Onandjokw U est orientation and Print 5 Community Counsellor Shanamutango PMTCT Onandjokws hospital D Hau 4 Mi Print Options This will create a POF based on the report displayed as a table 8 065 248351 Imsokwed qmail com 9 Paper Size LETTER D 10 ing Orientation Portrait D 11 Print Close 12 j 3 Services hospital 13 iio Peting Cook Admin Catering Onandjokwe Services hospital Figure 28 Report printing option To create an Excel file of the above report click the Export button User Guidance Page 95 User Manual For Anglican Medical Intra Health ia N Le ZU AS Fb de k Services 16 3 P Mantret Menfarnrinna Cemnecmer Chen za pa oben Beran gn TL Ae gt f SEEDS Export Options 18 i Comma Separated V shioc 19 d File Type Cc E S 065 280400 Imsokwe gmail com Compression Options na comoressor 3 ea Export Close 22 ar SE SES DOS SNanamutengo HR RA iUnandioxwe Nationally Select Value e Deparment Select Value Lei Facility Select Value Apply Limits Figure 29 exporting Report Click the Export button again User Guidance Page 96 User Manual For Anglican Medical Services 40 SI 065 248351 Export Options 4i 42 Shine 5 File Type Comma Separated Value
67. on credits A training course covers only one topic but it may have multiple classes that are available for employees to attend Either the Training Manager or the HR Manager can add a training course In the Training Course Information section select Training Courses Select Add New Training Course and click the Add button or select an existing training course to edit from the menu e Enter the Name of the training course e Select the Category of the training course e Enter the Topic of the course e Select any CEUs continuing education units earned by completing the course hold down the CTRL key and click to select more than one e Select the training course Status Administer Database Training Course Training Course Home Statin HIV Resistence Select One Select One Category Closed Clinical z Topic HIV Resistencea CEUs Provided HIM Counselling Required Field Confirm Click on Confirm then click save User Guidance Page 50 User Manual a ae ke For Anglican Medical nira H CQ Ith e SL 2 Wj gv f Services ak 5 9 2 Scheduled Training Courses After adding a training course you need to schedule at least one class for that course The class information includes the dates of the class and the location where the class is given When an employee is scheduled to take a training course that employee is assigned to one of these classes A training course can have sev
68. ord of any employee of the organization In the person s record click Education History in the left menu to jump to the Education History section Click Add Education Education History The Education History form opens Enter the Institution Name Enter the Institution Location optional select the Year of Graduation leave this option blank if education is still in process Type or select the Qualification Name earned GE eI Em Enter the Major optional User Guidance Page 82 User Manual For Anglican Medical Services Add Update Education History Person Test Institution Information Degree Information institution Name Degree UNC Chapel Hill BA BS Degree Certification Select Value Contmuing Education Chapel Hill NC USA Degree Certification BABS Year of Graduation leave biank if in Progress 2000 k ht institution Location Postgraduate High School informal gt Other Major Biclogy confirm return do not save changes 6 Click Confirm and confirm that the information entered is correct Education History Hide Add Educaton e Update this information insttution Name UNC Chapel Hill nstiution Location Chapel Hill HC USA Year of Graduation leave blank if ih 2000 Progress Degree Major 7 If itis not correct click Edit to change it If it is click Save to save it 6 10 Scanned Paper Records In the Employee s record under
69. osition reports gt On the filters down select open and click on Apply limits 5 How do I populate add fields in the drop down menus Click on Configure system gt Click on Administer database There is a list of all the fields in the drop down menus Click on the one you want to populate gt Click on Add New gt Enter the required fields gt Click on confirm and save 6 How do I add a new person in the system Click on Manage People gt Click on Add Person Fill in the first individual information gt Click on confirm and save Click on Add Demographic information which is tab gt Fill in the required fields gt Click on confirms and save Before you click on set position make sure you first create it After creating the position then assign it to the person Then add all the necessary information on the person s page 7 Can the system work without internet Yes the system can work without internet User Guidance Page 105 User Manual Da For Anglican Medical In tra Hea Ith S ei Services fe The system can run on a computer that is not connected to internet It can also be access from several offices within the building through the LAN with or without internet 8 How is the system backed up and where is it done The system does an automatic backup on the local computer every day after hours 9 Deleting records This function is currently reserved for advanced systems administrator and is subject to appr
70. ot save changes Confirm 4 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Record Termination Shimwefeleni Grape Position End Date Administrator St Mary s Health C entre Odibo Administration 18 April 2014 Salary Notch Reason for Movement N2 562000 Grade 5 Administrator Retirement Start Date 2 October 2013 Enter new Status for the Position Open User Guidance Page 68 User Manual vin For Anglican Medical int TO H eq Ith xe Services EA r zl The information that you just entered displays in the employee s record under the Position Information section 6 4 3 Record a Position Change When an employee changes from one position to another in the organization the position change should be recorded in the employee s record All of the positions that the employee has held in the organization are saved to the employee s Position History which can be reviewed at any time Under the position Information click Change Position The Make a Job Offer form opens showing the current position title and start date 1 Either type or select the position code and title of the new Position 2 The Start Date for the new position is set to today s date by default If this is not correct change it This will also be the end date for the employee s old position 3 Select the Currency and enter the amount o
71. oval 10 What to put in comments and notes sections Any information deemed to be useful in relation to that section and is not captured by any of the field designed in IHRIS manage 11 Why do I continue to see a person in the system when I recorded a movement When you record a movement the person s record is not permanently deleted from the database but is deactivated from the staff list This simply means that the person s record is removed from the active staff list To view active staff go to view report and select staff list However the person s record will continue to be available in the system and can be viewed through searching the database via search records 12 Search records and staff lists gives a different number Numbers on staff list and search list will vary because of the explanation given in the question 13 How do I know the records entered on a particular day To get information on record entered on a particular day i e not more than one week click on search records select recent changes and choose the option of your interest 14 How can tell who accessed the system and what they did The system keeps a log of all operations and it s accessible by the System Administrator User Guidance Page 106 User Manual For Anglican Medical Intra H eq th 3 ja 2 Services ak 11 ACKNOWLEDGEMENTS AND THANKS This user manual has taken a team effort to compile and it would not have b
72. ples of reasons for movement include Promotion Termination Layoff Illness Death and Out Migration Click Configure System then click Administer Database Click on Reason for Departure Add new Reasons for Movement Select Reasons for Movement to edit Abscondment Death Demotion Dismissal discharge Early retirement ill health Promotion Resignation Retirement Transfer in Rank return Figure 18 Add new reason for movement The Reason for Movement page opens showing all reasons for movement entered in the database Either Click Add Reason for Departure or select a Reason for Departure or click Update This Information to edit it User Guidance Page 37 User Manual For Anglican Medical Services Reasons for Movement Name Demotion Hide No _ Required Field Confirm return do not save changes Figure 19 Update Reason for movement 5 5 11 Incident Type Click Configure System then click Administer Database Click on Incident Type Administer Database Incident Type Incident Type N ame _Required Field Confirm retum do not save changes The Incident Type page opens showing all Incident Types entered in the database Click on Add new Incident Type or enter the name of incident type click on confirm and save and click Update This Information to edit it User Guidance Page 38 User Manual For Anglican Medical ntra He q Ith st Services Zaart 5 5 12 Disciplinar
73. qualifications within the organizational structure and manage the hiring transfer and promotion process e 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 e In service Training Management Track in service trainings that employees have completed and assess competencies and continuing education credits earned from training turned off by default e Search Search for employee and applicant records in the system e 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 User Guidance Page 1 User Manual vin For Anglican Medical rie Ith ee d te d a Services 4 SYSTEM SUMMARY 4 1 Configuration e Architecture The system has client server architecture and is web based Although the system will only be accessible to AMS users initially the architecture allows that it can be accessible via the internet providing certain security measures have been put in place e OS DB and Programming Language The system is developed to run on Open Source Software OSS which keeps the licensing costs to a minimum iHRIS Manage is installed on Ubuntu an OSS that is totally free and developed in South Africa The database is MySQL and the programming language used
74. reated or existing report view and click on edit in order to activate or edit the fields to be seen in the view respectively User Guidance Page 101 User Manual ES For Anglican Medical Intra Hea Ith Si he Services Manage People Report View Search Records View Qualifications View Reports Select the fields and any aggregate data you want in this report view You may drag and drop fields to change their displayed order Configure System Reported View Information gt Agminister Database Display Name A short descriptive name of this report Qualifications Configure Muer iption ion of this re me Description A longer description of this report A list of staff showing their Form Retationsnips qualifications Rat Report Views Browse Magic Deta i i i S Cc T A f Wi f j D D D D D Sscaground Pra Report View Permissions Select a task to limit the viewing of this report to the selected task Do Not Limit Viewing Of This Report e Caches Forms ET Include Total Include a total number of rows for this view Administer Users Related Views Registration and Licensure status Retirement Exit Report Disciplinary Case Staffing Norms 2011 Trained staff All trainings Total Staff Trained All Trainings Mentored Staff One Day Trainings Trainied Staff Latest Trainings Age Distribution Reported Fields Computer Number Enabled Check to enable this field in the feport view Current Salary Change Password Choose a method
75. rt of Applicability using the date pickers 3 Use the text boxes to record People involved and follow up required User Guidance Page 77 User Manual For Anglican Medical Intra Health d di 4 ny RV Wi D a Services ett Add Update Workplace Incident Shimwefeleni Grape Workplace Incident Information Accident Type Date of Occurence Imury on Duty September 16 2013 Start of Applicability People Involved September 16 2013 End of Applicability September 16 2013 Followup Required _ Required Field retum do not save changes Confirm 4 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Shimwefeleni Grape ml Edit ThisInformation incident rect this Information Accident Type Injury on Duty Date of Occurence 16 September 2013 Start of Applicability 16 September 2013 End of Applicability 16 September 2013 People Involved Follow up Required The disciplinary action information that you just entered displays in the employee s record Additional disciplinary actions can now be added For each disciplinary action click New Action To view a record of all disciplinary actions click History If any of the disciplinary action information needs to be changed click Correct this information beside the incorrect information to edit it User Guidance Page 78 User Manual det For Anglican M
76. ry to edit b Enter the Name of the category Training Course Category Name Clinical Hide No Required Field Confirm return do not save changes Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 9 6 Continuing Education Course Continuing education courses provide official continuing education units CEUs for employees which may be needed to renew a license or obtain professional registration A training course can be associated with more than one continuing education course Using CEUs is optional In the Training Course Information section select Continuing Education Course e Either select Add New Continuing Education Course and click the Add button or select an existing course to edit from the menu and click the View button then click Update This Information e Enter the Name of the continuing education course e Enter the number of Credit Hours earned by completing the course User Guidance Page 53 User Manual For Anglican Medical Services Continuing Education Course HIV Counselling Credit Hours Required Field Confirm return do not save changes Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it 6 MANAGING EMPLOYEE RECORDS 6 1 Manage Staff Members Manage Staff Member to add a new
77. s 7 43 Compression Options no compression M 44 St Export Cline Opening Staff_Directory_02_05_2013 csv 45 You have chosen to open 46 Uusiku Ngeendina Co EL Staff_Directory_02_05_2013 csv which is a Microsoft Excel Comma Separated Values File from http 172 25 2 191 Nationali What should Firefox do with this file y Select Value Depa ge Open with Microsoft Excel default Select Value l l Save File Facility Do this automatically for files like this from now on Select Value Cancel Apply Limits Chart Print Export Table Table Figure 30 Opening report in excel To view the report without saving choose Open With Select Save File to save the report Note This file opens or saves as CSV To change the file format Go to File menu select Save As type file name under save as type choose Excel 97 2003 workbook from the drop down menu 8 10 Graphical Report Formats Follow the above steps as used to display the tabular report format to get graphical report be clicking Chart button Apply Limits Figure 31 Graphical report User Guidance Page 97 User Manual vin For Anglican Medical nira H eq Ith ci E Services ak EN Click the Chart Button to display summary information in chart format Note This button is only applicable to reports with not more than two fields where one field is numeric ire Year After ire Year Before Birth Date After Birth Date Before Select Value Sele
78. s fekt in the report view Retirement Year E Enabled Check to enable this fekt in the report view Retirement Due date NI Ehag to enable this field in the report view Choate a method to collect aggregate this data Choate a method to collect aggregate this data Chatce a method to collect aggregate this data Chance a method to collect aggregate this data Chs a method to collect aggregate this data Choate a method to collect aggregate this data Chaetce a method to collect aggregate this data Choate a method to collect aggregate this data Chace a method to collect aggregate this data Chace a method to collect aggregate this data Chote a method to collect aggregate this data Hee HH He ek Chatce a method to collect aggregate this data Edit Display Options Check box that is enabled Update Figure 37 Select report field After selecting all the desired fields and arrangement Click Update The pop up screen displaying the message successfully updated values click Close User Guidance Page 103 User Manual Da For Anglican Medical In tra Hea Ith S e Services 10 IHRIS MANAGE FREQUENTLY ASKED QUESTIONS 1 How dol change someone s position information if he she has been transferred within the same organization First create the new position in that facility where the person has been transferred to Click on Configure system gt Click on Administer data
79. t Special Payment ES Edit ThisInformation Position Position Chief Clerk St Mary s Health Centre Odibo Administration Salary Notch N2 106232 Grade 6 Chief Clerk Start Date 24 August 2013 View Position History End Date 6 1 2 Add Demographic Information Add demographic information about the employee for reporting purposes Demographic information includes date of birth gender marital status and number of dependents User Guidance Page 56 User Manual For Anglican Medical Services In the employee s record under the Individual Information section click Add Demographic Information Staff Member Information Hide Set Position Add Demographic Information Add Identification The Demographic Information form opens 1 Set the employee s Date of Birth 2 Select the employee s Gender 3 Select the employee s Marital Status 4 Enter the Number of Dependents for the employee Add Update Demographic Information Shimwefeleni Grape Demographic Information Date of Birth Mantal Status August 14 1987 Single Gender Number of Dependents Male 1 Any disability Were are you froma previously disadvantaged group No Yes D _ Required Field retum do not save changes Confirm 5 Click Confirm and confirm that the information entered is correct User Guidance Page 57 User Manual viet For Anglican Medical ntra He q Ith S 2 Services Tay Go Add Update Demographic Informat
80. t and follow these same steps If any of the benefits information needs to be changed click Update this information beside the incorrect benefit to edit it Benett Type Transport Allowance Source GRN Am ount N 407 Recurrence Frequency Monthly Start Date 1 May 2004 End Date 6 4 2 Record a Termination When an employee leaves the employment of the organization the date of and reason for departure should be recorded in the employee s record The employee will become an inactive or old employee in the system but the employee s data will still be available for historical reporting Under Position Information section click Record a Termination The Record a Termination form opens 1 The End Date for employment is set to today s date by default If that is not correct change the date 2 Select the Reason for Termination User Guidance Page 67 User Manual For Anglican Medical Services 3 Select the New Status for the position Open or Discontinued if the position is marked Open it will be available for assignment to another employee or applicant Record Termination Shimwefeleni Grape Position End Date Administrator St Marss Health Centre Odibo Administration a eet i W September 30 2013 Salary Notch N2 562000 Grade 5 Administrator Reason for Movement Start Date Retirement 2 October 2013 Enter new Status for the Positon Open _ Reguired Field retum do n
81. t the displayed values of Regroen AE 1 SelectOne Figure 21 add new region Either Click Add New Region or select an existing Region and click Update This Information to edit it User Guidance Page 45 User Manual For Anglican Medical Services Administer Database Region Name Country Add new Select One Code confirm return do not save changes Figure 22 update region 5 8 3 District District is smaller geographic unit within a region created by the central government for easy administration For AMS all have been set up and linked to national regions E g Oniipa is linked to Oshikoto region User Guidance Page 46 User Manual a A IR Li D 4 ak Ri f E CC e For Anglican Medical nira H eq Ith e Services SI E v te m a Administer Database District Select Region Select the Region to limit the displayed values of District p view Select Value Add new District Select District to edit Okahandja Khomas Namibia Rehoboth Khomas Namibia Windhoek Khomas Namibia Khorxas Kunene Namibia Okongo Kunene Namibia Opuwo Kunene Namibia Figure 23 View and add new district 5 8 4 Town Constituency A Town Constituency is a smaller geographical division within a district Town Constituency choices depend on which district is selected only a Town Constituency that is associated with a particular district can be chosen after that district is selec
82. ted For any district entered in the system you may add multiple Town Constituencies From the home page or left menu click Administer Database under Configure System In the Geographic Information section select Town Constituency Geographic Information CO el in Wi CL e o The Town Constituency page opens Click Add New Town Constituency To edit an existing Town Constituency type or select the district where it is located and click the View button then click the Town Constituency s name and click Update This Information User Guidance Page 47 User Manual adie For Anglican Medical intraHea Ith d Ae x MN y Services Enter or exit the Name of the Town Constituency Administer Database Town Constituency Town Constituency District Add New t Select Value Required Field Confirm return do not save changes The Town Constituency form opens Type the name of the District or select the Country the Region and the District in which the Town Constituency is located Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Administer Database Town Constituency Town Constituency Name Windhoek North District Add New Khomas Khomas Namibia Select Value Namibia r Khomas Namibia Required Field Confirm return do not save changes User Guidance
83. tion User Guidance Page 71 User Manual Te D For Anglican Medical Intra Health a x Services Tabs N y 2 Enter the Registration Number or License Number 3 For a registration select the Registration Date For a license enter the License Expiration Date Add Update Registration Shimwefeleni Grape Registration Information License Information Registration Council License N umber Nursing Board of Namibia hoo 4f Registration Number License E xpiration D ate 55668 May 07 2002 Registration Date May 16 2001 _ Required Field retum do not save changes Confirm 4 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Add Update Registration Shimwefeleni Grape Registration Information License Information Registration Council License N umber Nursing Board of Namibia hoo4f Registration Number License Expiration Date 55666 May OF 2002 Registration Date May 16 2001 _ Required Field Confirm User Guidance Page 72 User Manual For Anglican Medical ntraHea Ith a ee Services at The registration or license information appears on the employee s record under the Qualifications section Repeat these steps for each registration or license that the health worker holds 6 5 2 Add Language Proficiency To track employees and applicants foreign language skills add language profic
84. tion section User Guidance Page 70 User Manual hf For Anglican Medical nira H eq Ith S Ze Ate Services ras Position K Edit This Information Comect this Information Position Administrator St Mary s H ealth Centre Odibo Administration e Record Termination Salary Notch N2 562000 Grade 5 Administrator a Start Date 2 October 2013 End Date cy Edit ThisInformation ff Position Coreg this Information Position Chief Clerk St Mary s Health Centre Odibo Administration Salary Notch N2 106232 Grade 6 Chief Clerk start Date 24 August 2013 End Date 2 October 2013 Reason for Movement Promotion retur Click View Position History under the Position Information section to view a list of all the positions that the employee has held in the organization their start dates and end dates and the reasons why the employee left each position 6 5 Professional and registration information 6 5 1 Add Registration Many health workers are required to be registered or licensing by a professional licensing board or registration council Track your employees registrations or licenses by adding a registration to employees records In the employee s record click Qualifications in the side menu to jump to the Qualifications section of the record Click Add Registration Qualifications The Registration form opens 1 Select the Registration Council that issued the license or registra
85. tion Leave Days Requested 3 Leave Start Date September 16 2013 Leave End Date september 18 2013 Remaining Days 22 retum do not save changes IntraHealth 272 rei N y Reoured Field Confirm 7 Click Confirm and confirm that the information entered is correct Add Update Leave Information Shimwefeleni Grape Person Leave Information Leave Applied For Wacation Leave Days Requested 3 Leave Start Date 16 Septem ber 2013 Leave End Date 18 Septem ber 2013 Remaining Days ae 8 If itis not correct click Edit to change it If it is click Save to save it User Guidance Page 64 User Manual For Anglican Medical Services Person Leave Information Hide Add Person Leave Person Leave Information Leave Applied F or Days Requested Leave Start Date 16 September 2013 Leave End D ate 15 September 2013 Remaining Days 22 If any of the information needs to be changed click Update this information beside the incorrect the Leave Information to edit it 6 4 Add Update Position Information 6 4 1 Add a Benefit lf an employee receives an irregular or one time benefit or special payment such as an allowance travel advance or relocation payment in addition to the regular salary that can be noted in the employee s record under the employee s Position Information Position Information Hide Add Benefit Special Payment Click Add Benefit Special Pa
86. tion for that job User Guidance Page 86 User Manual det For Anglican Medical ntra H eq th D EE Services s D o NB To avoid duplication you need to determine if the position already exists by using the search functionality in the system If the position was previously occupied you will not need to create a new position and you can proceed to the next step To see if the position already exists click on lt Search Records gt Figure 24 Search Records All jobs have been added as part of Master Data so you can click on the drop down menu for Job and select the job for which you want to search an existing position select it and click on lt Search gt In the event of an existing position being found an error message will be displayed above indicating that a position has already been created for the Medical Superintendent job When there is no error we will proceed with creating the position To do this click on lt Configure System gt and then select lt Administer Database gt and then lt Positions by Facility gt since we are familiar with the staff list and the facility where the person is working it is the quickest way to add a position 7 3 Search people We now need to allocate the position we created to the staff member we captured We do this by clicking on lt Search Records gt and then on lt Search People gt and entering the staff member s Surname as shown below and clicking on lt View
87. to collect aggregate this data None a Choose a method to collect aggregate this data None CT Enabled Check to enable this field in the report view Birth Date Enabled Check to enable this field in the report view Gender Choose a method to collect aggregate this data None Choose s method to collect aggregate this data None Figure 36 Report view Click in the check box to enable the field To change order of display of the fields on the report point on the field name hold and drag to a desired order User Guidance Page 102 User Manual For Anglican Medical nira H eq Ith Services 7 4 g n M d d Sr Ko d DR w i H d eo E IC Enabled Check to enable this fekt in the report view Facility ID E Enabled Check to enable this field in the report view Salary Scale Enabled Check to enable this field in the report view Position Enabled Check to enable this field in the report view Terms of Employment Enabled Check to enable this field in the report view End Date E Enabled Check to enable this fekt in the report view Reason for Departure Enabled Check to enable this field in the report view Hire Date IC Enabled Check to enable this fekt in the report view Starting Salary E Enabled Check to enable this fekt in the report view Work Email E Enabled Check to enable this fekt in the report view Work Telephone E Enabled Check to enable thi
88. to develop the software is PHP both also OSS e User Interface The system has a graphical user interface which makes it intuitive to use for users that are already familiar with computers 4 2 Accessing iHRIS Manage IHRIS Manage is a database management system which can be accessed from a computer or from a shared network 4 3 Accessing the System on a Computer To access this system on your computer it must have been installed with an iHRIS Manage icon on your desktop Double click on the iHRIS Manage icon and wait for the system to start then login Another way of accessing the system is to right click on the iIHRIS Manage icon select open and wait for the system to start before login 4 4 Accessing the System from a Shared Network When accessing iHRIS Manage on the network you need the address of the computer where IHRIS Manage is installed This could be on the internet or local area network LAN For the districts the system is accessed on LAN by typing IP address AMS in the web browser e g Mozilla Firefox internet explorer 4 5 System Security 4 5 1 Physical Security The server will be located at AMS User Guidance Page 2 User Manual vin For Anglican Medical rie th xe dh Se E Services Users are responsible for the physical security of their own computers and have to ensure that when they leave their workstations unattended they need to either log out of IHRIS Manage or lock their
89. ublic Holiday and select Public Holiday Date click on confirm and save or click Update This Information to edit it 5 8 Geographic Information 5 8 1 Country Country is an independent nation state e g Namibia Zimbabwe For AMS as many countries can be created to track employees nationalities but only Namibia will be linked to geographical location Click Configure System then click Administer Database Click on Country The Country page opens showing all Countries entered in the database Either Click Add New Country or select an existing Country and click Update This Information to edit it User Guidance Page 44 User Manual For Anglican Medical Services Manage People Administer Database Country fearch Records Country View Reports Hate malet Delebess d Character Alphe Code IIO Numerio Code Primary Country No Use for Location electton No Hide No return do net seve changes Figure 20 add a Country 5 8 2 Region A region is a major subdivision of a country Region choices depend on which country is selected only a region that is associated with a particular country can be chosen when that country is selected e g Oshana Oshikoto etc Click Configure System then click Administer Database Click on Region The Region page opens click on View to see all Regions entered in the database Administer Database Region Add new Region Select Country Selec of type the County to limi
90. urn do not save changes Enter the Name of the department Click Confirm and confirm that the name entered is correct If it is not correct click Edit to change it If it is click Save to save it 5 4 4 Registration Councils A registration council is the professional association or licensing board that registers health professionals such as nurses or midwives If you need to track these registrations or licenses for your employees enter the name of at least one registration council for selection Click Configure System then click Administer Database Click on Registration Council User Guidance Page 22 User Manual ETJ For Anglican Medical Intra Hea Ith d Services ee Administer Database Council Add new Council Select Council to edit Health professions councils of namibia Medical board of Namibia Medicao and Dental Coucils of Zimbambwe National Council of Medical Doctor DR Congo Nursing Council of Namibia Pharmacist Councils of Nigeria The Radiography board of Namibia The pharmacy council of Namibia medical council of Tanganyika return The Registration Council page opens showing all Registration Councils entered in the database Either Click Add New Registration Council or select an existing Registration Council and click Update This Information to edit it User Guidance Page 23 hy User Manual adie For Anglican Medical Intra Hea Ith S Services PTE WW Administer Database Council
91. y Action Type Click Configure System then click Administer Database Click on Disciplinary Action Type Administer Database Disciplinary Action Disciplinary Action Name Oral Warning H ide t _ Required Field Confirm The Disciplinary Action Type page opens showing all Disciplinary Action Type entered in the database Click on Add new Disciplinary Action Type or enter the name of Disciplinary Action Type click on confirm and save or click Update This Information to edit it 5 5 13 Disciplinary Offence Click Configure System then click Administer Database Click on Disciplinary Offence Administer Database Offence N ame Sleeping During Work Hours Offence Type Serious H ide No _ Required Field Confirm User Guidance Page 39 User Manual J s ue For Anglican Medical nifra H eq Ith e d i H e Ww Ki M Services at The Disciplinary Offence page opens showing all Disciplinary Offence entered in the database Click on Add new Disciplinary Offence or enter the name of Disciplinary Offence click on confirm and save or click Update This Information to edit it 5 6 Planning Information 5 6 1 Establishment Type Click Configure System then click Administer Database Click on Establishment Type Administer Database Establishment Type Establishment Type HN ame Approved H ide No _ R eguired Field Confirm retum do not save changes The Establishment Type page
92. yment The Benefits form opens 1 Select the Benefit Type 2 Select the Source of the payment 3 Select the Currency for the payment and enter the Amount 4 Select the Start Date of the payment User Guidance Page 65 User Manual J For Anglican Medical nira H eq Ith x e Services ZC zg EI Select the End Date of the payment Select the Recurrence Frequency of the payment once weekly monthly or yearly If the frequency is set to once the start date and end date should be the same or the end date may not be entered Add Update Benefits Shimwefeleni Grape Benefit Type Start Date Transport Allowance E May 01 2001 Source E nd D ate GRN Amount Recurrence Frequency N Monthly S Required Field retum do not save changes Confirm 7 Click Confirm and confirm that the information entered is correct If it is not correct click Edit to change it If it is click Save to save it Add Update Benefits Shimwefeleni Grape Benefit Type Start Date Transport Allowance 1 May 2001 Source E nd Date GRN Recurrence Frequency Amount Monthly NS 407 The information that you just entered displays in the employee s record under the Position Information section Additional benefits or special payments can now be added For each new benefit click Add User Guidance Page 66 User Manual For Anglican Medical nira H eq th Services Benefit Special Paymen

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