Template: Sample Data Collection Forms

Objective

Revise data collection forms to provide the minimum necessary dataset to answer policy and management questions.

We have provided sample health worker data collection forms in a paper version, for collecting data by hand, and a spreadsheet version, for collecting data on the computer. We have also provide a data collection form designed for gathering training data to enter in iHRIS Train.

Modify these forms as needed to collect the minimum dataset for your iHRIS implementation. Test the revised forms to assess whether they are easily used and complete. Review the new forms with the SLG for approval.

Data Collection Forms: Concepts

Instead of creating an entirely new data collection tool, it is usually better to modify existing forms (collected during the Assess stage). The forms may need to be redesigned to capture the data that are required to answer HR policy and management questions. It often makes sense to reorganize the form to follow the data entry workflow in iHRIS (consult with the software development team and review the system requirements) and, if manageable, include any standardized data elements, such as cadres.

Extreme care should be taken to reduce the burden of data collection. A guiding principle is to reduce the amount of data to be collected to a “minimum dataset.” If something is not going to be used to answer the policy and management questions, it should not be collected. There is no need to collect duplicate data to feed multiple systems when the data can be shared between systems instead. Data should be entered once and as close to the point of the health personnel contact as possible.