In this Implementation Toolkit, the implementation process is divided into six stages:
Stage 0: Assess—Understand what is needed
Stage 1: Plan—Ensure a successful implementation
Stage 2: Deploy—Make iHRIS work for you
Stage 3: Pilot—Start small and show value
Stage 4: Scale-up—Extend your pilot to all stakeholders
Stage 5: Sustain—Maintain and support the system
The assessment stage is numbered 0 because at this stage, the decision is made whether an HRIS is needed and if iHRIS is the right solution. It’s possible that the team may decide not to proceed with the implementation after completing Stage 0.
To help keep the process from becoming overwhelming, we have provided a roadmap to guide the implementation team through the stages of the implementation. We recommend several outcomes and deliverables for each stage. For each of these, we have provided tools to help achieve the outcome, which can be modified as necessary.
Whenever you see the Implementation Roadmap, you may click on any numbered stage to go to that stage. There you will find a brief overview, followed by the objectives for that stage, each addressing a key cross-cutting area, as follows:
Cross-cutting area A: Governance
Cross-cutting area B: Project Management
Cross-cutting area C: Software and Systems
Cross-cutting area D: Data Sharing and Interoperability
Cross-cutting area E: Data Quality and Standards
Cross-cutting area F: Training and Support
Cross-cutting area G: Data Use and Reporting
It may make sense to assign a team member responsibility for overseeing each cross-cutting area. For example, the ICT Advisor would be responsible for software and systems, while the HRIS Advisor would oversee data sharing and interoperability.
Under each objective, one or more tools are listed that can help you achieve the objective. Click on the tool’s name to read an overview of the tool and important contextual information. You can then click the tool link on the right to download a copy of the tools. The format of the tool is identified by its icon and includes printable files in PDF format (red icon), presentations in Microsoft PowerPoint format (orange icon), forms and spreadsheets in Microsoft Excel format (green icon), and editable documents in Microsoft Word format (blue icon). Some tools are hosted on an external website and are identified by a purple link icon; clicking these tools will take you off the iHRIS Implementation Toolkit website.
At the end of each stage, we have provided a suggested deliverable and a list of questions that should be answered before proceeding to the next stage in the implementation process.
Consider the Implementation Roadmap a guide that can be adapted to fit your situation. You may need to prioritize activities and outcomes. For example, although you may choose not to link iHRIS with other health information systems when you first install iHRIS, you will still want to plan for future interoperability.
This matrix describes the entire implementation process. Click on any box in the matrix to jump directly to that stage in the process.
You are invited to submit comments and suggestions to improve these tools or contribute your own tools to the Toolkit. You will find options for making comments and submitting tools at the bottom of each tool’s page.
Let’s get started with Stage 0: Assess.