Pilot

After installation, a pilot provides the opportunity to test iHRIS on a small scale in a real-world environment, such as in one facility, district, or region. The main objective of the pilot is to determine whether iHRIS, as currently deployed, meets the HRH information needs of the SLG and identify any changes that need to be made early in the process. It should also become clear whether the system requirements are adequate to support the goals that the stakeholders want to accomplish. The pilot results can be invaluable for demonstrating the capabilities of iHRIS to stakeholders.

Begin by ensuring that all hardware, software, and other infrastructure required to support iHRIS have been installed. These needs were identified during the Assess and Plan phases, but should be deployed before software installation can begin.

During the pilot, maintain close contact with the SLG to share results as they happen and come to quick decisions if changes are needed. All of this feedback contributes to the SLG’s understanding of how iHRIS will work when it is deployed on a wider basis. Consider forming a user group to supply immediate feedback on system improvements and usability. The chair of the user group should also participate in the SLG.

Needs for additional functionality and support will probably become apparent during the Pilot phase. Examples include the need for data entrants to enter the backlog of health worker data into iHRIS in a timely manner or a server to back up iHRIS data. Consider adopting an iterative development approach to customizing iHRIS to keep up with emerging needs. This approach allows you to incorporate new requirements as you go. Ensure transparency of these needs with the SLG.

Objectives and Deliverables

Governance

Meet with the SLG to share the pilot plan and decide how results will be communicated.

Presentation: Pilot Activities and Results

Project Management

As the pilot progresses, document any issues that arise. Consult the SLG on any major changes that need to be made.

Example: Project Risks Status Update

Software & Systems

Discuss with the software developers new requirements that emerge during the pilot. Decide which new features to develop using an iterative approach.

Tipsheet: Iterative Software Development

Data Sharing & Interoperability

Determine whether to establish a link with another information system and share data as part of the pilot project. With the SLG, create a data-sharing agreement to set policies for how data will be shared, used, and protected.

Presentation: Creating a Data-Sharing Agreement

Training & Support

Train data entrants, iHRIS users, and HR managers participating in the pilot on how to use iHRIS. Collect and enter data for the pilot area.

iHRIS Users – Level 1 eLearning Course

iHRIS Training Program Materials and User’s Manuals

Data Quality & Standards

Institute procedures to reduce data entry errors.

Example: HRIS Data Quality Guidelines

Data Use & Reporting

Run pilot reports and present them to the SLG. Based on feedback, make any additional customizations to the reports. Share the successful results of the pilot with the SLG and other interested parties. Encourage the stakeholders to promote iHRIS.

Example: Pilot Report

Deliverable

Prepare a final report of the pilot findings for presentation to the SLG. Assess the results of the pilot.

Example: Pilot Findings Report and Assessment Checklist

Key question to answer before continuing:

  • Did the pilot demonstrate sufficient value of iHRIS to support scaling up the system?

Go to Stage 4: Scale-up.