Open Source Human Resources Information Systems
PRINCIPLES OF OPERATION
Logistics
- Which groups should be represented in the SLG?
- What is the group called?
- When and how often will meetings be held?
- Where will meetings be held? Is a neutral location preferable?
- What is needed for the meetings (tea, stationaries, etc.)?
- Who is responsible for organizing the meeting, including the agenda?
- What communication plan will be implemented to inform members about meeting dates, venue, agenda, etc.?
Group roles
- Who will facilitate and chairthe meetings?
- Is there a smaller guiding committee of the SLG?
- Are there critical participants without whom the meetings cannot take place?
Decision making
- How will decisions be made? By consensus? Majority rule?
- Is the group comprised of primary and secondary stakeholders, or are all members of the SLG equal?
- How are agendas decided?
- How is activity ownership determined? Does it vary according to area of focus, scope, or region?
Communication
- Data Sharing:
- How will data be shared among SLG members during and after the iHRIS implementation?
- How often will data be shared, and in what format?
- What kind of data will be shared?
- What policies or agreements need to be drafted to address issues of data sharing?
- Documentation:
- What documentation will be produced in these meetings?
- Who will produce and maintain the documentation?
- How will the documentation be distributed to members?
- Is there a feedback procedure?
Membership rules
- Are others welcome to attend or join SLG meetings?
- What attendance record is acceptable?
- Are all members expected to contribute to the work?
- Are all members expected to act as resources for one another?
TERMS OF REFERENCE
Background
- Describe the current HRIS.
- Describe why the SLG was formed.
Purpose
- What is the overall mission and vision of the SLG? (Example: To create a central source of HRH data.)
- What are some of the SLG's specific goals and how do these goals relate to the group's larger mission? (Example: To link data from existing systems; to ensure stakeholder access to data.)
- What are the major obstacles to accomplishing these goals? How will these obstacles be addressed?
- Does the SLG have any other specific duties?
Structure and composition
- To whom is the SLG accountable?
- Who is the chairperson of the group? Who is the secretary? Are there any other roles that need to be established?
- Are there any smaller working groups within the SLG? Who are their members? What are their functions?
Operations
- What is the group's scope?
- What does the group intend to accomplish? What is the timeline?
- What are the expected functions of the group? For example:
- Develop policy and management questions to inform data needs
- Define indicators to monitor the status of the health workforce via the HRIS
- Prioritize requirements for the HRIS
- Determine timelines for HRIS implementationobjectives
- Address issues pertaining to data confidentiality, privacy, and ownership
- Establish data-sharing agreements
- Share findings and tools with other ministries, sectors, countries, and regions.
Policies
- Who will own the group's outputs (e.g., the HRIS)? Who will have access to them?
- Can these outputs be used for commercial purposes?
In addition, the Terms of Reference may clarify the specific activities to be undertaken, which team members are responsible for each activity, and when projects should be accomplished.