Complete Report by Package - Full Details

Friday, October 10, 2008, 10:03:50 AM


1. iHRIS Qualify - Core Functional
Actors:
A-PS1 Data Operations Manager
A-PS2 Records Officer
A-PS3 Registration Supervisor
A-PS4 Examination Supervisor
A-PS5 Decision Maker
A-PS6 Any User

1.1. Data Administration
Use Cases:
UC-PS1 Add or update a qualification
UC-PS2 Add or update a cadre
UC-PS3 Add or update a continuing education course
UC-PS4 Add or update a disciplinary action category
UC-PS5 Add or update a reason for disciplinary action
UC-PS6 Add or update a reason for out migration
UC-PS7 Add or update a training disruption category
UC-PS8 Add or update a reason for training disruption
UC-PS9 Add or update an academic level
UC-PS10 Add or update a certificate
UC-PS11 Add or update an identification type
UC-PS12 Add or update a marital status
UC-PS13 Add or update a country
UC-PS14 Add or update a region
UC-PS15 Add or update a district
UC-PS16 Add or update a county
UC-PS17 Add or update a health facility
UC-PS18 Associate a training institution with a health facility
UC-PS19 Add or update a training institution
UC-PS20 Associate a health facility with a training institution
UC-PS21 Add or update a pre-service training program
UC-PS22 Enter inspection information
UC-PS23 Add or update a facility agent
UC-PS24 Add or update a facility type
UC-PS25 Add or update a facility status
UC-PS51 Add or update a verification change
UC-PS26 Add or update a personal title

1.2. Record Management
1.2.1. General
Use Cases:
UC-PS27 Enter a new record
UC-PS28 Add identification information
UC-PS29 Add demographic information
UC-PS30 Add academic information
UC-PS31 Add contact information
UC-PS32 Record notes
UC-PS50 Record verification

1.2.2. Training
Use Cases:
UC-PS35 Index a training
UC-PS36 Record a discontinuation
UC-PS37 Record a resumption
UC-PS38 Set a graduation date
UC-PS39 Record exam details

1.2.3. Licensing
Use Cases:
UC-PS40 Issue a registration
UC-PS41 Issue a license
UC-PS42 Renew a license
UC-PS43 Add continuing education credits
UC-PS44 Issue a private practice license
UC-PS45 Document a disciplinary action
UC-PS46 Document a reinstatement
UC-PS47 Update deployment information
UC-PS48 Record out migration verification

1.3. Requirements
Requirements:
REQ-PS3 Index numbers
REQ-PS4 Upgrades
REQ-PS5 Training location
REQ-PS6 Examination numbers
REQ-PS7 Examination attempts
REQ-PS8 Private practice license numbers
REQ-PS9 Disciplinary action
REQ-PS10 License renewal dates
REQ-PS11 Registration numbers
REQ-PS12 Registration requirements
REQ-PS13 Multiple registrations
REQ-PS14 License numbers
REQ-PS15 License renewals
REQ-PS16 Suspension of license
REQ-PS17 Print certificates or licenses

2. iHRIS Common
Actors:
A-ICE1 System Administrator
A-ICE2 Data Manager
A-ICE3 Data Analyst
A-ICE4 Any User

2.1. System-wide
Use Cases:
UC-ICE1 Configure modules
UC-ICE2 Save a record
UC-ICE3 Search for a record
UC-ICE4 View a record
UC-ICE5 Upate a record
UC-ICE6 Correct data

2.2. User Administration
Use Cases:
UC-ICE7 Add a user account
UC-ICE8 Update a user account

2.3. User Access
Use Cases:
UC-ICE9 Log in
UC-ICE10 Retrieve a password or username
UC-ICE11 Change password
UC-ICE12 Give feedback
UC-ICE13 Log out

2.4. Reporting
Use Cases:
UC-ICE14 Create a report relationship
UC-ICE15 Create a report
UC-ICE16 Add a report view
UC-ICE17 Run a report

2.5. Offline Tool
Use Cases:
UC-ICE18 Install the offline tool
UC-ICE25 Install sample data
UC-ICE19 Import data
UC-ICE20 Export data

2.6. Spot Checking
Use Cases:
UC-ICE21 Check data entry errors
UC-ICE22 Check data quality
UC-ICE23 Process an unverified record
UC-ICE24 Spot-check records

2.7. Requirements
Requirements:
REQ-ICE1 Cadres
REQ-ICE2 Technology requirements
REQ-ICE3 Multilingual support
REQ-ICE4 Log usage
REQ-ICE5 Leveragability
REQ-ICE6 Integratability
REQ-ICE7 Idle logout
REQ-ICE8 GIS mapping
REQ-ICE9 Extensibility
REQ-ICE10 Data reliability
REQ-ICE11 Compatibility
REQ-ICE12 Caching of report data
REQ-ICE13 Authorization
REQ-ICE14 Auditing
REQ-ICE15 Archival
REQ-ICE16 Authentication
REQ-ICE17 Database utility
REQ-ICE18 User error reporting
REQ-ICE19 Phone Home Support
REQ-ICE20 Customized Roles
REQ-ICE21 Backlog Data Entry Functionality
REQ-ICE22 Geographical locations
REQ-ICE23 Customization
REQ-ICE24 Context-sensitive help


1. iHRIS Qualify - Core Functional

iHRIS Qualify - Core Functional

File: PowerSupply.ucd
Description
iHRIS Qualify is a health worker training, licensing and certification tracking system.
Related Documents and URLs
https://launchpad.net/ihris-qualify
http://www.capacityproject.org/hris/suite/ihris_qualify.php
Notes Date Added
This documentation refers to the core version of the Training, Certification and Licensure database (working title: PowerSupply) 8/2/2006
This documentation was based on specifications gathered for Uganda UNMC release and also serves as documentation for that release. (UNMC release version 1.0) 7/13/2006
Version 3.0 of iHRIS Qualify was released on March 18, 2007. 7/24/2008
Core version 1.0 released August 8, 2008. 9/29/2008

iHRIS Qualify - Core Functional actors:

A-PS1

Data Operations Manager

Parent: iHRIS Qualify - Core Functional
Description
This person is responsible for managing data entry and data entry roles, including verifying and correcting data and updating standard lists in the system.
Goals
Create or update standard lists of data within the system.
Check for, correct and report on data entry errors.
Notes Date Added
Can perform any use case that a Records Officer, Examination Supervisor or Registration Supervisor can. 7/13/2006


A-PS2

Records Officer

Parent: iHRIS Qualify - Core Functional
Description
This person is responsible for basic data entry, including initial indexing and upgrades of health professional students entering training programs, tracking out migration verifications and demographic data entry.
Goals
Create a new record for a health worker or student.
Add information to or update a record with demographic, contact, identification or academic information.
Add training program information to a health student's record.
Record out migration verification requests and deployments in a health worker's record.
Add notes to a record.
Re-enter a record to ensure data quality.
Notes Date Added
Can enter examination results when they are not required and the Examination Supervisor role is not activated. 6/4/2007


A-PS3

Registration Supervisor

Parent: iHRIS Qualify - Core Functional
Description
This person is responsible for data entry related to licensing updates, including entering initial registration, issuing new licenses and license renewals, issuing and renewing private practice licenses, and registering and licensing foreign-trained health care professionals applying to work in the country.
Goals
Issue registrations and licenses to a health worker.
Record continuing education credits in a health worker's record.
Record disciplinary actions in a health worker's record.
Record deployment information in a health worker's record.
Notes Date Added
Can perform any use cases that a Records Officer can. 7/13/2006


A-PS4

Examination Supervisor

Parent: iHRIS Qualify - Core Functional
Description
This person is responsible for data entry related to national exams, including verifying applications to take exams and recording results. This is an optional role, used only when entering examination results is required for the system.
Goals
Record information about national exam applications and results.
Notes Date Added
Can perform any use case that a Records Officer can. 7/13/2006
The Examination Supervisor will not be a role in the core release system. 6/11/2007


A-PS5

Decision Maker

Parent: iHRIS Qualify - Core Functional
Description
This person runs reports in order to view and analyze data, and make health workforce policy and planning decisions. This person does not perform any data entry tasks.
Goals
Generate reports to analyze data entered in the system.


A-PS6

Any User

Parent: iHRIS Qualify - Core Functional
Description
A generic user (applies to all users of the system).
Goals
Search for and view a record.

1.1. Data Administration

Data Administration

Description
Create and update standard lists of data for selection in system menus.
Notes Date Added
Access is limited to System Administrators and Data Operations Managers. 10/15/2007
Locate these functions via the Configure System / Administer Database link on the main menu. 10/15/2007

Data Administration use cases:

UC-PS1

Add or update a qualification

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds or edits the list of qualifications that are available for selection within the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new qualification is saved and available for selection in various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of qualifications.
  2. The system displays all qualifications entered in the system.
  3. The user adds a new qualification.
  4. The user enters the description of the qualification.
  5. The user saves the record (UC-ICE2).
  6. The system makes the qualification available for selection when adding cadres.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item and enables it to be edited.
5.a The system determines that the name of the qualification matches a qualification already entered in the database.
  1. The system displays an error and will not continue.


UC-PS2

Add or update a cadre

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager enters or edits a cadre for selection within the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
Each cadre, as applied by the health professionals, is defined within the system and available for selection in various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of cadres.
  2. The system displays all cadres entered in the system.
  3. The user adds a new cadre.
  4. The user enters the name of the cadre.
  5. The user enters the ISCO classification code for the cadre (optional).
  6. The user selects the minimum qualification for the cadre.
  7. The user saves the record (UC-ICE2).
  8. The system displays the new or edited cadre in selection lists of cadres.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
6.a The user enters a new qualification if the correct one does not appear (UC-PS1)
  1. The user returns to Step 1 to enter the cadre.
7.a The system determines that the cadre name already exists in the database.
  1. The system displays an error message and will not proceed.


UC-PS3

Add or update a continuing education course

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager enters valid continuing education courses for selection when renewing a license.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new continuing education course is saved and available for selection in appropriate use cases.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of continuing education courses.
  2. The system displays all continuing education courses added to the system.
  3. The user adds a new continuing education course.
  4. The user enters the name of the course.
  5. The user enters the number of credit hours that can be earned by completing the course.
  6. The user saves the record (UC-ICE2).
  7. The system makes the new course available for selection when adding continuing education information to a record.

Extensions:

3.a The user selects an existing continuing education course name.
  1. The system opens the course's details and provides the option to update them.


UC-PS4

Add or update a disciplinary action category

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new broad category to contain reasons for disciplinary action.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The category is successfully added to the system and is available for selection in applicable use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update disciplinary action categories.
  2. The system displays all disciplinary action categories entered in the system.
  3. The user adds a new category.
  4. The user enters a description for the category.
  5. The user saves the record (UC-ICE2).
  6. The system makes the disciplinary action category available for selection when adding disciplinary actions.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the disciplinary action category already exists in the database.
  1. The system displays an error and will not continue.


UC-PS5

Add or update a reason for disciplinary action

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds or edits a reason for disciplinary action for display in selection menus.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The reason is successfully added to the system and is available for selection whenever its parent category is selected.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of disciplinary action reasons.
  2. The system displays all reasons entered in the system.
  3. The user adds a new reason.
  4. The user selects a category for the reason.
  5. The user enters a description for the reason.
  6. The user saves the record (UC-ICE2).
  7. The system makes the reason available for selection when adding disciplinary actions.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
4.a The user adds a new disciplinary action category (UC-PS4).
  1. The user returns to Step 1 to add the disciplinary action reason.
6.a The system determines that the disciplinary action reason is already in the database.
  1. The system displays an error and will not continue.


UC-PS6

Add or update a reason for out migration

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds or edits a reason for out migration to the system and makes it available for selection.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The out migration reason is saved to the system and is available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage out migration reasons.
  2. The system displays all reasons entered in the system.
  3. The user adds a new out migration reason.
  4. The user enters a description for the out migration reason.
  5. The user saves the record (UC-ICE2).
  6. The system makes the reason available for selection when recording out migration verification requests.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the out migration reason already exists in the database.
  1. The system displays an error and will not continue.


UC-PS7

Add or update a training disruption category

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new broad category to contain reasons for training disruption.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The category is successfully added to the system and is available for selection in applicable use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of training disruption categories.
  2. The system displays all categories entered in the system.
  3. The user adds a new category.
  4. The user enters a description for the category.
  5. The user saves the record (UC-ICE2).
  6. The system makes the training disruption category available for selection when adding training disruptions.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the training disruption category already exists in the database.
  1. The system displays an error and will not continue.


UC-PS8

Add or update a reason for training disruption

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds or edits a reason for training disruption for display in selection menus.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The reason is successfully added to the system and is available for selection whenever its parent disruption category is selected.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of reasons for training disruption.
  2. The system displays all reasons entered in the system.
  3. The user adds a new reason.
  4. The user selects a category for the reason.
  5. The user enters a description for the reason.
  6. The user saves the record (UC-ICE2).
  7. The system makes the reason available for selection when adding training disruptions.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
4.a The user adds a new training disruption category (UC-PS7).
  1. The user returns to Step 1 to add the training disruption reason.
7.a The system determines that the training disruption reason has already been entered in the database.
  1. The system displays an error and will not continue.


UC-PS9

Add or update an academic level

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds or edits the list of academic levels that are available for selection within the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new academic level is saved and available for selection in various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of academic levels.
  2. The system displays all academic levels entered in the system.
  3. The user adds a new academic level.
  4. The user enters the description of the academic level.
  5. The user saves the record (UC-ICE2).
  6. The system makes the academic level available for selection when adding academic information.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing
5.a The system determines that the academic level has already been entered in the database.
  1. The system displays an error and will not continue.


UC-PS10

Add or update a certificate

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager updates the list of certificates that are available for selection within the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The certificate is added to the system and available for selection when its parent academic level is selected.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of certificates held.
  2. The system displays all certificates entered in the system.
  3. The user adds a new certificate.
  4. The user selects the academic level to which the certificate belongs.
  5. The user enters a description of the certificate.
  6. The user saves the record (UC-ICE2).
  7. The system makes the certificate available for selection when adding academic information.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
4.a The user adds a new academic level (UC-PS9).
  1. The user returns to Step 1 to add the certificate.
6.a The system determines that the certificate already exists in the database.
  1. The system displays an error and will not continue.


UC-PS11

Add or update an identification type

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager updates a list of identification types that are available for selection within the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new identification type is saved and available for selection when adding an identification.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of identification types.
  2. The system displays all identification types entered in the system.
  3. The user adds a new identification type.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the identification type available for selection when adding identifications.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the identification type already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This use case is identical for both iHRIS Manage and Qualify. 10/31/2007


UC-PS12

Add or update a marital status

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new marital status to the system that is available in selection lists.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The marital status is added to the system and is available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of marital statuses.
  2. The system displays all marital statuses entered in the system.
  3. The user adds a new marital status.
  4. The user enters a description for the marital status.
  5. The user saves the record (UC-ICE2).
  6. The system makes the marital status available for selection when adding demographic information.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the marital status was already entered in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This use case is the same for both iHRIS Manage and Qualify. 10/31/2007


UC-PS13

Add or update a country

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager updates the list of countries available for selection in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new or changed country is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of countries.
  2. The system displays all countries entered in the system.
  3. The user adds a new country.
  4. The user enters the two-letter country code.
  5. The user enters the ISO numeric code for the country (optional).
  6. The user selects whether the country is the primary country for the system.
  7. The user selects whether the country is used for location selection.
  8. The user saves the record (UC-ICE2).
  9. The system makes the country available for selection whenever adding geographical locations or nationalities/citizenships.

Extensions:

3.a The user selects an existing country
  1. The system opens the item for editing.
6.a The user selects the country as the primary country.
  1. The system displays the country first in all country selection menus.
6.b The user selects more than one country as the primary country.
  1. The system displays all primary countries at the top of selection menus in alphabetical order.
7.a The user selects that the country is used for location selection.
  1. The system makes the country available for selection when a location, such as an address, is being specified.
8.a The system determines that the country and country code are already in the database.
  1. The system displays an error and will not continue.
Referenced Requirements Type ID
Geographical locations Business Rule REQ-ICE22
Notes Date Added
This use case is the same for iHRIS Manage, iHRIS Plan and iHRIS Qualify. 10/31/2007
Geographical locations are tied together from largest to smallest: country --> region --> district, state or province --> county or sector. 10/31/2007
The country list also displays nationalities for selection. Disabling the location selection limits the country to nationality selection only (new feature in version 3.0). 10/31/2007


UC-PS14

Add or update a region

P4
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager updates the list of regions available for selection in the system and establishes the region's parent country.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new or changed region is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of regions.
  2. The system displays all countries entered in the system.
  3. The user selects the country where the region is located.
  4. The system displays all regions entered for that country.
  5. The user adds a new region.
  6. The user selects the name of the country inside which the new region is located.
  7. The user enters the name of the region.
  8. The user enters the code for the region.
  9. The user saves the record (UC-ICE2).
  10. The system makes the region available for reporting.

Extensions:

2.a The user does not select a country.
  1. The system provides only the option to add a new region.
  2. Skip to Step 5.
6.a The user adds a new country (UC-PS13).
  1. The user returns to Step 1 to add the region.
6.b The system detects that the country was previously selected.
  1. The system fills in the selected country.
7.a The system determines that the region and its parent are the same as a location previously entered in the database.
  1. The system displays an error message and will not continue.
Referenced Requirements Type ID
Geographical locations Business Rule REQ-ICE22
Open Issues AssignedTo ResolveBy
Redesign needed: If a new parent location is added from a link on the new location's page, the Return button should go back to the original location being added. Not implemented. 153037 later (medium priority)
Notes Date Added
This use case is identical for iHRIS Manage and iHRIS Qualify. 10/31/2007


UC-PS15

Add or update a district

P4
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager updates the list of districts available for selection in the system and establishes the district's parent region.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new or changed district is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of districts.
  2. The system displays all countries entered in the system.
  3. The user selects the country where the district is located.
  4. The system displays all regions entered for that country.
  5. The user selects the region where the district is located.
  6. The system displays all districts entered for that region.
  7. The user adds a new district.
  8. The user selects the name of the country and region inside which the new district is located.
  9. The user enters the name of the district.
  10. The user enters the code for the district.
  11. The user saves the record (UC-ICE2).
  12. The system makes the district available for selection when adding geographical locations.

Extensions:

3.a The user does not select a country.
  1. The system provides the option to add a new district only.
  2. Skip to Step 7.
7.a The user selects an existing district.
  1. The system displays its information for editing.
8.a The system detects that the country and region were previously selected.
  1. The system fills in the selections for the district.
9.a The systerm determines that the district and its parents are the same as a location previously entered in the database.
  1. The system displays an error message and will not continue.
Referenced Requirements Type ID
Geographical locations Business Rule REQ-ICE22
Open Issues AssignedTo ResolveBy
Redesign needed: If a new parent location is added from a link on the new location's page, the Return button should go back to the original location being added. Not implemented. 153037 later (medium priority)
Notes Date Added
This use case is identical for iHRIS Manage and iHRIS Qualify. 10/31/2007


UC-PS16

Add or update a county

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager updates the list of counties available for selection in the system and establishes the county's parent district.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The new or changed county is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of counties.
  2. The system displays all countries entered in the system.
  3. The user selects the country where the county is located.
  4. The system displays a list of regions for that country.
  5. The user selects the region inside which the county is located.
  6. The system displays all districts entered for that region.
  7. The user selects the district where the county is located.
  8. The system displays all districts entered for that county.
  9. The user adds a new county.
  10. The user selects the country, region and district where the county is located.
  11. The user enters the name of the county.
  12. The user saves the record (UC-ICE2).
  13. The system makes the county available for selection whenever geographical locations are added.

Extensions:

2.a The user does not select a country.
  1. The system provides the option to add a new county only.
  2. Skip to Step 9.
9.a The user selects an existing county.
  1. The system displays all information entered for that county and provides the option to update that information.
10.a The system detects that the country, region and district were previously selected.
  1. The system fills in the previous selections for the county.
11.a The system determines that the county and its parents are the same as a location previously entered in the database.
  1. The system displays an error message and will not continue.
Referenced Requirements Type ID
Geographical locations Business Rule REQ-ICE22
Notes Date Added
The use case is the same for iHRIS Manage and iHRIS Qualify. 10/31/2007


UC-PS17

Add or update a health facility

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new health facility or updates an existing health facility in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The health facility is added to the system and is available for selection from lists in various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of health facilities.
  2. The system displays all health facilities entered in the system.
  3. The user adds a new health facility.
  4. The user enters the name of the health facility.
  5. The user enters a health facility identification code.
  6. The user adds contact information (UC-PS31).
  7. The user selects the country where the health facility is located.
  8. The system displays a list of districts in that country.
  9. The user selects the district where the health facility is located.
  10. The system displays a list of counties in that district.
  11. The user selects the county where the health facility is located (optional).
  12. The user selects the facility agent.
  13. The user selects the facility type.
  14. The user selects the status of the health facility.
  15. The user saves the record (UC-ICE2).
  16. The system makes the health facility available for selection.
  17. The system provides the option to update the health facility.

Extensions:

3.a The user selects an existing health facility.
  1. The system displays the health facility's record with options to edit any of the information.
7.a The user adds the country, district or county.
  1. The user returns to Step 1 to add the health facility.
12.a The user adds the facility agent (UC-PS23).
  1. The user returns to Step 1 to add the health facility.
13.a The user adds the facility type (UC-PS24).
  1. The user returns to Step 1 to add the health facility.
14.a The user adds the facility status (UC-PS25).
  1. The user returns to Step 1 to add the health facility.
16.a The system determines that the health facility name already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
The health facility identification code is optional and is numbers only. 8/23/2006


UC-PS18

Associate a training institution with a health facility

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager selects one or more training institutions that are associated with a particular health facility.
Preconditions:
The user must be logged in to the system. The health facility's record must have been previously created.
Success Guarantee:
The health facility is successfully associated with the training institution.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of health facilities.
  2. The system displays all health facilities entered in the system.
  3. The user selects the health facility to edit.
  4. The user selects the option to associate a training institution.
  5. The user selects the training institution(s) associated with the health facility.
  6. The user saves the record (UC-ICE2).
  7. The system displays the training institution with the health facility's record.

Extensions:

5.a The user adds a training institution (UC-PS19).
  1. The user returns to Step 1 to associate the training institution with the health facility.


UC-PS19

Add or update a training institution

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager enters identifying information about a training institution so that it may be used within the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The training institution is successfully entered into the database and is available for selection in other use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of training institutions.
  2. The system displays all training institutions entered in the system.
  3. The user adds a training institution.
  4. The user enters the name of the training institution.
  5. The user enters the training institution's identification code (optional).
  6. The user adds contact information (UC-PS31).
  7. The user selects the country where the training institution is located.
  8. The system displays a list of districts within that country.
  9. The user selects the district where the training institution is located.
  10. The system displays a list of counties within that district.
  11. The user selects the county where the training institution is located (optional).
  12. The user selects the agent under which the training institution belongs.
  13. The user selects the status of the training institution.
  14. The user saves the record (UC-ICE2).
  15. The system displays the training institution information and provides the option to associate a health facility with a training institution (UC-PS20), add a cadre offered by a training institution (UC-PS21) or add inspection information for a training institution (UC-PS22).
  16. The system provides the option to update the training institution information.

Extensions:

3.a The user selects an existing training institution.
  1. The system displays the training institution's record and provides options to update the information.
7.a The user adds a new country, district or county.
  1. The user returns to Step 1 to add the training institution.
12.a The user adds a new facility agent (UC-PS23).
  1. The user returns to Step 1 to add the training institution.
13.a The user adds a new facility status (UC-PS25).
  1. The user returns to Step 1 to add the training institution.
14.a The system determines that the training institution has already been entered in the database.
  1. The system displays an error and will not continue.
Notes Date Added
The institution/centre code is numbers only and is optional. 8/23/2006


UC-PS20

Associate a health facility with a training institution

P2
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager selects one or more health facilities that are associated with a particular training institution.
Preconditions:
The user must be logged in to the system. The training institution's record must have been previously created.
Success Guarantee:
The training institution is successfully associated with the health facility.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage training institutions.
  2. The system displays all training institutions that have been entered in the system.
  3. The user selects a training institution.
  4. The system displays the training institution's record.
  5. The user selects the option to associate a health facility.
  6. The user selects the health facility or facilities associated with the training institution.
  7. The user saves the record (UC-ICE2).
  8. The system displays the health facility with the training institution's record.

Extensions:

6.a The user adds a new health facility (UC-PS17).
  1. The user returns to Step 1 to associate the health facility with the training institution.
Open Issues AssignedTo ResolveBy
Clicking Update Associated Health Facilities produces fatal error 262686 3.2 (critical)


UC-PS21

Add or update a pre-service training program

P2
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager associates a cadre with a training institution so that when a new training is added to a student's record, the cadre is available for selection when that training institution is selected.
Preconditions:
The training institution has been added to the system. The user must be logged in to the system.
Success Guarantee:
The program is associated with the training institution so that when the training institution is selected in other use cases, the program is displayed.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a training institution.
  2. The system displays all training institutions entered in the system.
  3. The user selects a training institution to edit.
  4. The system displays the training institution's record with all training programs entered for that institution.
  5. The user selects the option to add a training program or select an existing training program to edit.
  6. The user selects the cadre.
  7. The system displays today's date for the program's start date.
  8. The user changes the start date for the program, if necessary.
  9. If the program is no longer being offered, The user selects an end date for it.
  10. The user enters the recommended number of students for the program.
  11. The user saves the record (UC-ICE2).
  12. The system displays the program information with the training institution's record and provides the option to add another program or edit the existing programs.

Extensions:

5.a The user selects an existing training program.
  1. The system displays all of the training program's information and enables any field to be changed.
6.a The user adds a cadre (UC-PS2).
  1. The user returns to Step 1 to add the training program.
6.b The system determines that a cadre has already been added for that training institution.
  1. The system removes the cadre from the selection list.
10.a The user does not enter a recommended number of students.
  1. The system saves 0 by default.
Open Issues AssignedTo ResolveBy
If you try to update a training program for a training institution, you get an error: this cadre already has a training program for this institution. This occurs if there is no duplicate cadre. For instance, if you select a training program already entered and try to update the number of students, you will get the error and be unable to save. 253294 3.2 (critical)


UC-PS22

Enter inspection information

P3
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager records the details of a training institution's inspection.
Preconditions:
The training institution has already been added to the system. The user must be logged in to the system.
Success Guarantee:
The inspection information is saved with the training institution's record.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of training institutions.
  2. The system displays all training institutions entered in the system.
  3. The user selects the training institution to edit.
  4. The system displays the training institution's record.
  5. The user selects the option to add inspection information.
  6. The system displays today's date for the inspection date.
  7. The user changes the date of the inspection, if necessary.
  8. The user enters any notes about the inspection.
  9. The user selects whether the training institution passed or failed inspection.
  10. The user saves the record (UC-ICE2).
  11. The system saves the inspection information and displays it with the training institution's record.
  12. The system saves the previous inspection information as historical data and displays it in the inspection history.
  13. The system provides the option to view the training institution's inspection history and update the current inspection information.

Extensions:

9.a The user does not select any inspection results.
  1. The system selects Pass by default.
Open Issues AssignedTo ResolveBy
When adding an institution inspection for a Training Institution, the notes column is incorrectly labeled "Date Information." 262688 3.2 (high priority)


UC-PS23

Add or update a facility agent

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds or edits a facility agent for selection in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The facility agent is added to the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage facility agents.
  2. The system displays all facility agents entered in the system.
  3. The user adds a new facility agent.
  4. The user enters a description for the facility agent.
  5. The user saves the record (UC-ICE2).
  6. The system makes the facility agent available for selection when adding facilities.

Extensions:

3.a The user selects an existing facility agent.
  1. The system opens the item for editing.
5.a The system determines that the facility agent already exists in the database.
  1. The system displays an error and will not continue.


UC-PS24

Add or update a facility type

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new facility type for selection in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The facility type is added to the system and is available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of facility types.
  2. The system displays all facility types entered in the system.
  3. The user adds a new facility type.
  4. The user enters a description or name for the facility type.
  5. The user saves the record (UC-ICE2).
  6. The system makes the facility type available for selection when adding facilities.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the facility type has already been entered in the database.
  1. The system displays an error message and will not continue.
Notes Date Added
This use case is identical for iHRIS Manage and Qualify. 10/31/2007


UC-PS25

Add or update a facility status

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new facility status for selection in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The facility status is added to the system and is available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of facility statuses.
  2. The system displays all facility statuses entered in the system.
  3. The user adds a new facility status.
  4. The user enters a description or name for the facility status.
  5. The user saves the record (UC-ICE2).
  6. The system makes the facility status available for selection when adding facilities.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the facility status has already been entered in the database.
  1. The system displays an error and will not continue.


UC-PS51

Add or update a verification change

P1
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new verification change option for selection in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The verification change is added to the system and is available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of verification changes.
  2. The system displays all verification changes entered in the system.
  3. The user adds a new verification change.
  4. The user enters a description or name for the verification change.
  5. The user saves the record (UC-ICE2).
  6. The system makes the verification change available for selection when recording verifications.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the verification change has already been entered in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This is a new use case to fulfill the requirement for recording verification changes requested by Uganda. 10/7/2008


UC-PS26

Add or update a personal title

P3
Parent: Data Administration
Primary Actors: Data Operations Manager Supporting Actors:
Brief Description/Goal
The Data Operations Manager adds a new personal title for selection in the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The title is added to the system and is available for selection when adding or updating a person's record.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 3.2 or later
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of personal titles.
  2. The system displays all titles entered in the system.
  3. The user adds a new title.
  4. The user enters a description or name for the title.
  5. The user saves the record (UC-ICE28).
  6. The system makes the title available for selection when adding personal information.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the title has already been entered in the database.
  1. The system displays an error and will not continue.
Open Issues AssignedTo ResolveBy
This use case needs to be implemented. 196615 3.2 or later (high priority)
Notes Date Added
This is a new use case to support selection of a personal title from a dropdown menu when adding personal information. 2/28/2008
This use case is identical to the same use case for iHRIS Manage. 2/28/2008

1.2. Record Management

Record Management

Description
Add a new record to the system and update records that have been entered into the system.
Notes Date Added
Access these functions via the Add Person link on the main menu. 10/15/2007

1.2.1. General

General

Description
This module enables entering general information about a person into his/her record that is not related to training, registration or licensing.
Notes Date Added
These functions become available when a new record is added or when a person's record is displayed; this is the first editable screen that appears. 10/15/2007

General use cases:

UC-PS27

Enter a new record

P3
Parent: General
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer creates an initial record for a person in the system.
Preconditions:
The user must be logged in to the system. The personal title, nationality, country and district of residence have been entered in the system.
Success Guarantee:
The health worker's basic details are recorded in the system and a new record for the person is created.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add a new record.
  2. The user selects the title for the person (optional).
  3. The user enters the name of the person:
    1. surname (required)
    2. first name (required)
    3. any other names
    4. suffix
  4. The user selects the person's nationality / citizenship (required).
  5. The user selects the country where the person resides (required).
  6. The system displays all districts in the country.
  7. The user selects the district where the person resides (the home district; required).
  8. The system displays all counties within that district.
  9. The user selects the county where the person resides (the home county), if known.
  10. The user selects the person's home (permanent) country.
  11. The system displays all districts in that country.
  12. The user selects the person's home (permanent) district.
  13. The system displays all counties within that district.
  14. The user selects the person's home county.
  15. The user saves the record (UC-ICE2).
  16. The system validates that the name does not already exist in the system.
  17. The system logs the system date as the entry date for the index.
  18. The system displays the new record and the option to add additional information.
  19. The system provides the option to update the name or other information.

Extensions:

15.a The system determines that the surname and first name combination match a record that is already in the system.
  1. The system prompts the user to compare the two records and determine whether they are the same.
  2. The user selects the matching record and edits it, or continues editing the new record, if it is different.
19.a The user selects the update option and changes the person's name.
  1. The system saves the former name in the person's name history.
  2. The system provides the option to view the name history.
Open Issues AssignedTo ResolveBy
The personal title option has not been added. 196615 3.2 or later (high priority)
Requested: upload an employee photo. Not implemented and use case not updated. 151723 3.2 or later (high priority)
Add a suffix field--not implemented. 249586 3.2 or later (high priority)
Notes Date Added
This use case generally occurs after the student has been admitted to a training institution or has received a registration or license. 2/11/2008
Updated use case by adding a personal title (as distinguished from a job title) such as Mr., Mrs. or Dr.; this was a feature request from Uganda. 2/28/2008


UC-PS28

Add identification information

P1
Parent: General
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer enters identifications into a person's record.
Preconditions:
The required identification types have been added to the system. The person has a record in the system. The user must be logged in to the system.
Success Guarantee:
The identification information is saved to the database and displayed with the person's record.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add an identification to a person's record.
  2. The user selects a type of identification.
  3. The user enters the identification number.
  4. The user saves the record (UC-ICE2).
  5. The system displays the new identification information in the person's record.
  6. The system provides the option to update the identification.
  7. The user repeats Steps 1-6 for each required type of identification.
Notes Date Added
Identification checking will have to be implemented at the time of customization because requirements change so much depending on where the system is located. 10/31/2007
This use case is the same in both iHRIS Manage and iHRIS Qualify. 10/31/2007


UC-PS29

Add demographic information

P1
Parent: General
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer adds demographic information about a person to his or her record.
Preconditions:
The person has a record in the system. The user must be logged in to the system. The marital status and country, district and county have been entered into the system for selection.
Success Guarantee:
The demographic information is saved and is displayed with the person's record.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add demographic information to a person's record.
  2. The user sets the date of birth.
  3. The user selects the gender.
  4. The user selects the marital status.
  5. The user selects the country of birth.
  6. The system displays all districts in that country.
  7. The user selects the district of birth.
  8. The system displays all counties within that district.
  9. The user selects the county of birth for the person, if known.
  10. The user saves the record (UC-ICE2).
  11. The system displays the demographic information in the record.
  12. The system provides the option to update the demographic information.
Notes Date Added
This use case is essentially the same for iHRIS Manage and iHRIS Qualify. 10/31/2007
Country, district and county of birth data entry fields are implemented in iHRIS Qualify only. 10/31/2007


UC-PS30

Add academic information

P1
Parent: General
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer adds secondary education information about a person to his or her record.
Preconditions:
The person has a record in the system. The correct academic levels and certificates have been entered into the system. The user is logged in.
Success Guarantee:
The health worker's academic qualification details are recorded in the system and displayed with his/her record.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add secondary education information to a person's record.
  2. The user enters the name of the secondary school that the person attended.
  3. The user selects the highest academic level achieved.
  4. The system displays all certificates for that academic level.
  5. The user selects the certificate that the person holds.
  6. The user enters the grade obtained (optional).
  7. The user enters the certificate number (optional).
  8. The user saves the record (UC-ICE2).
  9. The system displays the academic information in the person's record.
  10. The system provides the option to update the academic information.
Notes Date Added
Academic information refers to any education that took place prior to entering the health training program. 11/1/2007


UC-PS31

Add contact information

P1
Parent: General
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer adds any type of contact information for a person or institution.
Preconditions:
The record exists in the system. The user must be logged in to the system.
Success Guarantee:
The contact information is saved with the appropriate record.
Level: Subfunction Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the type of contact to add to a record.
  2. The user enters the full mailing address.
  3. The user enters the telephone number.
  4. The user enters the alternate telephone number.
  5. The user enters the fax number.
  6. The user enters the email address.
  7. The user enters notes about the contact.
  8. The user saves the record (UC-ICE2).
  9. The system displays the contact information in the record.
  10. The system provides the option to update the contact information.
  11. The user repeats Steps 1-10 for each contact.

Extensions:

1.a The system determines that a contact of that type has previously been added.
  1. The system does not provide the option to allow another contact of the same type.
Notes Date Added
This use case is the same for iHRIS Manage and iHRIS Qualify, although the specific types of contacts for each are slightly different. 10/31/2007
All fields are optional. 10/31/2007
This subfunction is referenced wherever contact information additions or updates are required. 10/31/2007
Institutions only have one contact type (as opposed to people records). The contact type does not need to be selected, as the contact information can be entered with the institution's other details. 2/11/2008


UC-PS32

Record notes

P1
Parent: General
Primary Actors: Records Officer, Registration Supervisor Supporting Actors:
Brief Description/Goal
The Records Officer or Registration Supervisor records notes about a particular person and saves them with the person's record.
Preconditions:
The person has a record in the system. The user must be logged in to the system.
Success Guarantee:
The notes are entered and saved with the person's record.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add a note to a person's record.
  2. The user enters any notes or special information about the person.
  3. The system displays today's date as the note entry date.
  4. The user changes the note entry date, if it is different.
  5. The user saves the record (UC-ICE2).
  6. The system maintains and displays a log of all notes that were entered in reverse chronological order.
  7. The system provides an option to update each note.
Notes Date Added
The notes area is an open area that can be used for any purpose. 10/31/2007
This use case is the same for iHRIS Manage and Qualify. 10/31/2007


UC-PS50

Record verification

P1
Parent: General
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer records a verification of a user's record.
Preconditions:
The verification change has been entered in the system. The user is logged in.
Success Guarantee:
The verification change is saved in the person's verification history and can be viewed in the record.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to record a verification in a record.
  2. The user selects the date of the verification.
  3. The user selects any verification changes made.
  4. The user saves the record (UC-ICE2).
  5. The system saves the verification changes to the person's verification history and displays the latest verification change in the record.

Extensions:

2.a The user does not select a date.
  1. The system records today's date by default.
Notes Date Added
This is a new use case to fulfill a verification requirement requested by the Uganda users of the system. 10/7/2008

1.2.2. Training

Training

Description
This module enables adding a pre-service training program to a person's record. It includes optional functions for recording national exam results.
Notes Date Added
These functions are available when clicking Add Training in a person's record. 10/15/2007
The person's pre-service training program determines the health worker's cadre in the system. A person may have completed more than one training program and thus be registered/licensed in more than one cadre. 10/15/2007
At least one pre-service training program, with a graduation date, must be added to a person's record before the person can be registered. Each registration/license is linked to one pre-service training program. 10/15/2007

Training use cases:

UC-PS35

Index a training

P1
Parent: Training
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer records details about the training program that the student is enrolled in.
Preconditions:
The training institution and its cadres have already been entered into the system. The initial record for the student has been created. The user must be logged in to the system.
Success Guarantee:
The student's record is updated and saved with the training information, and the student is assigned an index number for that training.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add a training to a person's record.
  2. The user enters the index number for the training.
  3. The user selects the date of intake (optional).
  4. The user selects the training institution where the student has been admitted.
  5. The system displays the cadres offered by the training institution.
  6. The user selects the cadre where the student is to be indexed.
  7. The user enters the training end (graduation) date if the student has completed training.
  8. The user saves the record (UC-ICE2).
  9. The system displays the record with the training information and provides the option to document a disruption (UC-PS36), record an application to sit for the exam (UC-PS40) or issue a registration (UC-PS40).
  10. The system provides the option to correct the information.

Extensions:

2.a The user selects the option to generate a new index number.
  1. The system generates the next index number available upon saving the record.
4.a The user selects the country where the person was trained if the training was outside the country.
  1. The user enters the name of the training institution, if known.
  2. Continue to Step 6.
7.a The user sets the graduation date for before the intake date.
  1. The system displays an error message and will not continue.
7.b The user enters a foreign country where the training took place.
  1. The system prompts the user to enter the graduation date.
9.a The user leaves the end date blank.
  1. The system marks the training as "in progress."
  2. The system provides the option to set a graduation date (UC-PS38).
  3. The system does not provide the option to issue a registration.
Referenced Requirements Type ID
Index numbers Business Rule REQ-PS3
Training location Business Rule REQ-PS5
Registration requirements Business Rule REQ-PS12
Upgrades Business Rule REQ-PS4
Notes Date Added
Once a student has passed an exam for a particular cadre inside the country, the person cannot enroll in another training in that same cadre. 9/22/2006
A training or upgrade, either inside or outside the country, can be added for any person at any time. 6/4/2007
The training end date (graduation date) signifies that the person is eligible for registration. 6/4/2007
To ensure the system is universal, the student can be registered in more than one instance of the same training program (cadre). It is up to the data entry person to ensure this information is entered correctly. Some implementations may be customized to prevent double-entry of cadres. 7/26/2007
The training may be the student's first or an upgrade. The training program may be inside or outside the country. Training information may be recorded separately, when the student enters a training program, or as part of the registration process, after training is complete. 11/1/2007
Index number is not unique. A new index number is issued with each training, and index numbers may be duplicated. The index number is linked to the training rather than to the entire record. The index number is used primarily for searching and display. 2/11/2008


UC-PS36

Record a discontinuation

P1
Parent: Training
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
If a student has discontinued a training program, the Records Officer notes this with the student's record.
Preconditions:
The appropriate disruption category and disruption reason have been added to the system. The student record has been created and the enrollment in a training program has been recorded in the student's record. The user must be logged in to the system.
Success Guarantee:
The disruption in training is correctly recorded with the student's record, and no registrations or licenses can be issued to the student.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a training in the student's record.
  2. The user selects the option to disrupt training.
  3. The user selects the disruption category.
  4. The system displays a list of specific reasons for disruption in that disruption category.
  5. The user selects the specific disruption reason.
  6. The user selects the date of disruption.
  7. The user saves the record (UC-ICE2).
  8. The system displays the record with the updated training disruption information and provides the option to document a resumption. (UC-PS37)

Extensions:

2.a The system determines that a disruption has already been recorded for the training and no resumption has been recorded.
  1. The system does not provide the option to disrupt training again.
6.a The user enters a disruption date that comes before the date of intake.
  1. The system displays an error and prompts to enter a valid date.
Notes Date Added
This use case is triggered by the report of a training disruption from the training institution to the Licensing and Certification Authority. 7/14/2006
This use case is optional and is not needed if disruptions are not recorded. 6/4/2007
All fields are required if used. 8/2/2007


UC-PS37

Record a resumption

P1
Parent: Training
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
If the student has resumed training after a disruption, the Records Officer notes this along with the resumption date.
Preconditions:
The student's training disruption has been recorded with the student's record in the system. The user must be logged in to the system.
Success Guarantee:
The resumption in training is correctly recorded with the student's record, and a graduation date can be set for the training program.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a training in a health student's record.
  2. The user selects the option to resume training.
  3. The user enters the date of resumption.
  4. The user saves the record (UC-ICE2).
  5. The system displays the record with the new resumption information and provides the option to document a disruption (UC-PS36) as well as the option to set a graduation date (UC-PS38).

Extensions:

3.a The user enters a resumption date that occurred before the disruption date.
  1. The system displays an error message and will not continue.


UC-PS38

Set a graduation date

P1
Parent: Training
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
The Records Officer sets a graduation date for a student to indicate that the student has completed training.
Preconditions:
The user is logged in to the system. The student has entered a training program, which has been entered in the system, but has not completed or discontinued it.
Success Guarantee:
The graduation date is recorded in the student's record, and a registration can be issued to the student.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a training in a student's record.
  2. The user selects the option to set a graduation date.
  3. The user enters the graduation date.
  4. The user saves the record (UC-ICE2).
  5. The system displays the graduation date, marks the training as complete and provides the option to issue a registration to the student (UC-PS40).

Extensions:

2.a The system determines that the training was marked discontinued.
  1. The system does not provide the option to set a graduation date.
3.a The user sets a graduation date that falls before the intake date.
  1. The system generates an error message and will not proceed.


UC-PS39

Record exam details

P1
Parent: Training
Primary Actors: Examination Supervisor, Records Officer Supporting Actors:
Brief Description/Goal
The Examination Supervisor or Records Officer documents a student's application to take the national exam and the results.
Preconditions:
The student has completed a training and training information has been entered in the student's record. The user must be logged in to the system.
Success Guarantee:
The student's record is successfully updated with their examination application information and the results of the examination that s/he took.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a training in a student's record.
  2. The user selects the option to record an exam.
  3. The system displays today's date for the application date.
  4. The user changes the date, if it is different.
  5. The user indicates whether the student's required application materials have been received.
  6. The user indicates whether the student's required application materials have been approved.
  7. The user enters the endorser information, if known:
    1. name
    2. date of endorsement
    3. qualifications
  8. The system displays today's date for the exam date.
  9. The user changes the exam date, if it is different.
  10. The user selects the number of tries for the exam:
    1. First
    2. Re-try
    3. Final
  11. The user selects the examination results:
    1. pass
    2. fail
    3. did not sit for exam
  12. The user enters the examination number.
  13. The user saves the record (UC-ICE2).
  14. The system displays the record with the exam application information.
  15. The system provides the option to correct the exam information.

Extensions:

5.a The user does not select an option.
  1. The system saves yes by default.
6.a The user does not select an option.
  1. The system saves yes by default.
9.a The user sets the exam date for before the application date.
  1. The system displays an error and will not continue.
10.a The user selects final.
  1. The system does not allow the exam results to be updated.
11.a The user selects fail or did not sit for exam.
  1. The system provides the option to update the exam information.
  2. When exam performance is re-recorded, the system displays the new results and saves the previous results to an examination history.
11.b The user selects pass.
  1. The system does not allow any more updates to the exam information.
Referenced Requirements Type ID
Examination attempts Business Rule REQ-PS7
Examination numbers Business Rule REQ-PS6
Notes Date Added
Exams are optional in the base system. In some implementations, entering exam results may be required, in which case a registration cannot be issued until a passing exam result is recorded by an Examination Supervisor, a special role authorized to enter examination results. When exams are optional, the Records Officer can enter exam results. 6/4/2007
If the exam is passed, the graduation date must also be recorded so a registration can be added. 7/19/2007
This use case is triggered when a student has completed a training program and has submitted an application to sit for the final exam (conducted annually). 11/1/2007

1.2.3. Licensing

Licensing

Description
This module captures registration, licensing and other post-graduation actions, such as private practice licensing, out migration verification requests and deployment records.
Notes Date Added
These functions are only enabled once a pre-service training program with a graduation date is recorded in a health worker's record. 10/15/2007
These functions can be accessed by clicking Update Registrations/Licenses beside the training program in the Training Information section of a person's record. 10/15/2007

Licensing use cases:

UC-PS40

Issue a registration

P1
Parent: Licensing
Primary Actors: Registration Supervisor Supporting Actors:
Brief Description/Goal
The Registration Supervisor documents an application for registration and issues a registration number.
Preconditions:
The student completed a training (the end date of the training has been recorded). The user must be logged in to the system.
Success Guarantee:
The student's record is successfully updated and a registration number is issued; a license can now be issued to the health worker.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a training in a student's record.
  2. The user selects the option to add a registration.
  3. The user enters the registration number.
  4. The system displays today's date for the application date.
  5. The user changes the application date, if it is different.
  6. The system displays today's date for the registration date.
  7. The user changes the registration date, if it is different.
  8. The user selects whether the practice type is temporary or permanent.
  9. The user saves the record (UC-ICE2).
  10. The system validates that the registration number does not already exist in the system.
  11. The system displays the record with the registration information and provides the option to issue a new license (UC-PS41).
  12. The system provides the option to correct the registration information.

Extensions:

3.a The user selects the option to generate a registration number.
  1. The system generates the next registration number when the record is saved.
8.a The user does not select a practice type.
  1. The system enters permanent by default.
10.a The system determines that the number exists in the database.
  1. The system prompts the user to correct the number or generate a new number.
Referenced Requirements Type ID
Registration requirements Business Rule REQ-PS12
Multiple registrations Business Rule REQ-PS13
Registration numbers Business Rule REQ-PS11
Notes Date Added
This is not reflected in this use case, but there can be a duplicate registration number for different cadres. This should only occur when entering historical data; new data should have a unique registration number every time. 7/14/2006
This use case is triggered when a person applies for registration. 11/1/2007


UC-PS41

Issue a license

P1
Parent: Licensing
Primary Actors: Registration Supervisor Supporting Actors:
Brief Description/Goal
The Registration Supervisor issues a new license to a health care professional who has successfully registered, with a license number.
Preconditions:
The person has been issued a registration, and that has been recorded in his/her record. The user must be logged in to the system.
Success Guarantee:
The license is successfully added to the health worker's record, and a license number is issued to the health worker.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a registration in a health worker's record.
  2. The user selects the option to add a license.
  3. The system displays the registration number for the license number.
  4. The user enters a new license number, if it is different.
  5. The system displays today's date for the license start date.
  6. The user changes the start date for the license, if it is different.
  7. The user enters the end date for the license.
  8. The user saves the record (UC-ICE2).
  9. The system displays the record with the license information and provides these options: Renew a license (UC-PS45); Add a completed continuing education course (UC-PS45); Issue or renew a private practice license (UC-PS45); Document a disciplinary action (UC-PS45).
  10. The system provides the option to correct the license information.

Extensions:

4.a The user generates a new license number rather than entering one.
  1. The system generates the next license number when the record is saved.
7.a The system determines that the end date entered comes before or is the same as the start date.
  1. The system displays an error and prompts the user to enter a different end date.
Referenced Requirements Type ID
License numbers Business Rule REQ-PS14
Notes Date Added
In the ideal situation, the registration number will be used to identify every transaction, including issuing a license. However, a separate license number may be needed. The use case provides the option of entering a different license number or reusing the registration number as the license number. 6/5/2007
This use case is triggered when a health worker applies for a new license. 11/1/2007


UC-PS42

Renew a license

P1
Parent: Licensing
Primary Actors: Registration Supervisor Supporting Actors:
Brief Description/Goal
The Registration Supervisor records a license renewal.
Preconditions:
The person has previously been issued a license number in the system. The user must be logged in to the system.
Success Guarantee:
The record is successfully updated with the new license information and number; the previous license is recorded in the person's license history.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a license in a health worker's record.
  2. The user selects the option to renew the license.
  3. The system displays the previously issued license number for the license number of the renewal.
  4. The system displays today's date for the license start date.
  5. The user changes the start date for the renewal, if it is different.
  6. The user enters the end date for the renewal.
  7. The user saves the record (UC-ICE2).
  8. The system saves the previous license to the person's license history.
  9. The system displays the record with the latest license and provides an option to display the license history.
  10. The system provides the option to correct the license information.

Extensions:

5.a The system determines that the start date entered comes before the end date for a previous license.
  1. The system displays an error and prompts the user to correct the date.
6.a The system determines that the end date entered comes before or the same as the start date.
  1. The system displays an error message and prompts the user to enter a new end date.
Referenced Requirements Type ID
License renewals Business Rule REQ-PS15
License renewal dates Business Rule REQ-PS10
Notes Date Added
In the ideal situation, the registration number will be used to identify every transaction, including issuing a license. However, a separate license number may be needed. The use case covers both situations by reusing the previous license number as the license number for the renewal. 6/5/2007
This use case is triggered when a worker applies for a license renewal. 2/11/2008


UC-PS43

Add continuing education credits

P3
Parent: Licensing
Primary Actors: Registration Supervisor Supporting Actors:
Brief Description/Goal
The Registration Supervisor documents continuing medical education requirements that have been fulfilled by the health worker to meet license renewal requirements.
Preconditions:
The person has been issued a license, which has been recorded in his/her record. The appropriate continuing education courses have been entered in the system for selection. The user must be logged in to the system.
Success Guarantee:
The record is successfully updated with the completed continuing education courses.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a license in a health worker's record.
  2. The user selects the option to record a continuing education course.
  3. The user selects a continuing education course that was completed.
  4. The user enters the number of credit hours that were earned.
  5. The user enters the start and end dates for the course.
  6. The user saves the record (UC-ICE2).
  7. The system displays the completed course information in the person's record.
  8. The system provides the option to correct the continuing education information.
  9. The user repeats Steps 1-8 for each course that the health worker has completed.

Extensions:

5.a The system determines that the end date comes before the start date.
  1. The system displays an error message and prompts the user to enter a new end date.
Referenced Requirements Type ID
License renewals Business Rule REQ-PS15
License renewal dates Business Rule REQ-PS10
Open Issues AssignedTo ResolveBy
It has been requested that continuing education tracking be expanded; new features need to be defined. This may be done by adapting the in-service training program module for Manage to work in Qualify as well. 155912 later (high priority)


UC-PS44

Issue a private practice license

P1
Parent: Licensing
Primary Actors: Registration Supervisor Supporting Actors:
Brief Description/Goal
The Registration Supervisor issues a private practice license to a health care worker applying to operate a private health facility.
Preconditions:
The worker has received a license, which has been recorded in the system. The health facility where the person will be practicing has been entered in the database. The user must be logged in to the system.
Success Guarantee:
The private practice license number is issued and the person's record is updated with the private practice license information.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a license in a health worker's record.
  2. The user selects the option to issue a private practice license.
  3. The system displays the registration number for the private practice license number.
  4. The user enters a private practice license number, if it is different.
  5. The system displays today's date for the license start date.
  6. The user changes the start date for the license, if it is different.
  7. The user enters the end date for the license.
  8. The user enters the inspection results, if known.
  9. The system displays today's date for the inspection date.
  10. The user changes the inspection date, if it is different.
  11. The user selects the health facility where the person will be practicing.
  12. The user saves the record (UC-ICE2).
  13. The system displays the record with the private practice license information.
  14. The system provides the option to correct the private practice license information.

Extensions:

4.a The user generates a new private practice license number.
  1. The system generates the next private practice license number when the record is saved.
7.a The system determines that the end date comes before or is the same as the start date.
  1. The system displays an error message and prompts the user to enter a new end date.
13.a The system determines that a private practice license has previously been issued for that person.
  1. The system saves the previous license as historical data and provides the option to review the past private practice license history.
Referenced Requirements Type ID
Private practice license numbers Business Rule REQ-PS8
Notes Date Added
In the ideal situation, the registration number will be used to identify every transaction, including issuing a license. However, a separate private practice license number may be needed. The use case provides the option of entering a different license number or reusing the registration number as the license number. 6/5/2007
This use case is triggered by an application for a private practice license. 11/1/2007
The private practice license is issued and maintained separately from the health worker's license to practice. 2/11/2008


UC-PS45

Document a disciplinary action

P1
Parent: Licensing
Primary Actors: Registration Supervisor Supporting Actors:
Brief Description/Goal
If a member has been disciplined, the Registration Supervisor notes this with the member's record.
Preconditions:
The health worker has been issued a license, which has been recorded in the system. The appropriate disciplinary category and reason have been added to the system. The user must be logged in to the system.
Success Guarantee:
The disciplinary action is correctly recorded with the member's record. If the license is suspended, the system prevents any further license renewals or related information to be recorded.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a license in a health worker's record.
  2. The user selects the option to record a disciplinary action.
  3. The user selects the disciplinary action category.
  4. The system displays a list of specific reasons for that category.
  5. The user selects the specific disciplinary action.
  6. The system displays today's date for the date of the disciplinary action.
  7. The user changes the date of the disciplinary action, if it is different.
  8. The user indicates whether the license is suspended (yes or no).
  9. The user enters any notes about the disciplinary action.
  10. The user saves the record (UC-ICE2).
  11. The system displays the record with the updated disciplinary action information.
  12. The system provides the option to correct the disciplinary action information.

Extensions:

8.a The user suspends the license.
  1. The system does not permit any new actions recorded on the record other than documenting a reinstatement (UC-PS46).
Referenced Requirements Type ID
Suspension of license Business Rule REQ-PS16
Disciplinary action Business Rule REQ-PS9
Notes Date Added
Disciplinary actions can only be taken after licensing. 6/4/2007


UC-PS46

Document a reinstatement

P1
Parent: Licensing
Primary Actors: Registration Supervisor Supporting Actors:
Brief Description/Goal
If the member has been reinstated after a disciplinary action, the Registration Supervisor notes this along with the reinstatement date.
Preconditions:
The health worker has been issued a license that has been suspended, and this has been recorded in the system. The user must be logged in to the system.
Success Guarantee:
The reinstatement is correctly recorded with the health worker's record, and license renewals and other actions can be recorded for that person's current license.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update a license in a health worker's record.
  2. The user selects the option to enter a reinstatement.
  3. The user enters the date of the reinstatement.
  4. The user enters any notes about the reinstatement.
  5. The user saves the record (UC-ICE2).
  6. The system displays the record with the new reinstatement information and makes all license options available.

Extensions:

3.a The system determines that the reinstatement date occurred before the suspension date.
  1. The system displays an error and prompts the user to change the reinstatement date.


UC-PS47

Update deployment information

P1
Parent: Licensing
Primary Actors: Registration Supervisor, Records Officer Supporting Actors:
Brief Description/Goal
The Registration Supervisor or Records Officer enters or updates a health care worker's deployment information.
Preconditions:
The person has been registered, which has been entered in the system. The health care facility where the person is deployed has been entered into the database. The user must be logged in to the system.
Success Guarantee:
The deployment information is entered correctly and saved with the person's record.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add deployment information to a health worker's record.
  2. The user selects the health facility where the person has been deployed.
  3. The user enters the job or post title.
  4. The user enters the job or post code, if known.
  5. The system displays today's date for the date of deployment.
  6. The user changes the date of deployment., if it is different.
  7. The user saves the record (UC-ICE2).
  8. The system displays the record with the deployment information.
  9. The system provides the option to correct the deployment information.

Extensions:

8.a The system determines that a deployment has previously been entered for this health care worker.
  1. The system saves the past deployment to the person's deployment history and provides an option to view all past deployments.


UC-PS48

Record out migration verification

P1
Parent: Licensing
Primary Actors: Records Officer Supporting Actors:
Brief Description/Goal
When a verification request is received for a health care worker, the Records Officer documents such details as the country the person is migrating to and the reason for migrating, which may be useful in analyzing health worker retention issues.
Preconditions:
The person has been issued a registration in the system. The user must be logged in to the system.
Success Guarantee:
The details of out migration are captured by the system during the process of verification and saved with the health worker's record.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to record out migration verification in a person's record.
  2. The user selects the country where the request came from.
  3. The user enters the worker's new address in the foreign country, if known.
  4. The user selects the reason given for out migration.
  5. The user records the name of the organization requesting the verification (country board), if known.
  6. The system displays today's date for the date of the verification request.
  7. The user changes the date of the verification request, if it is different.
  8. The user saves the record (UC-ICE9).
  9. The system displays the record with the out migration details.
  10. The system provides the option to update the out migration details.
  11. The user repeats Steps 1-8 for each out migration verification request.

Extensions:

9.a The system determines that a verification request for out migration has previously been recorded for this person.
  1. The system saves and displays all out migration verification requests that have been recorded.
Notes Date Added
A request for verification for out migration does not mean that the health care worker has actually out migrated; that cannot be determined with this system. 11/1/2007

1.3. Requirements

Requirements

Description

Requirements requirements:

REQ-PS3

Index numbers

P1
Parent: Requirements
Description
Each training receives a unique index number, which is tied to that training program in that cadre. An index number can be typed or automatically generated. The index number is used only to identify the training and may be issued by the training institution.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS4

Upgrades

P1
Parent: Requirements
Description
When a person receives a subsequent training in another cadre other than the one s/he is initially registered in, this is called an upgrade. If the training is received in-country, the person cannot receive an upgrade in the same cadre. (The person can receive upgrades for the same cadre when trained outside the country.)
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS5

Training location

P1
Parent: Requirements
Description
A training may be received inside or outside the country.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi


REQ-PS6

Examination numbers

P1
Parent: Requirements
Description
Recording examination results is optional. The examination number must be unique.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS7

Examination attempts

P1
Parent: Requirements
Description
A person can retake the exam three times by default. They must receive a passing exam result on one try to be eligible for registration, if exam results are required. If they do not receive a passing result in three tries, no more examination results can be recorded for that person.
Type: Business Rule Status: Implemented
Assigned To: Release: 1.0
Source: Samwel Wakibi (Uganda)


REQ-PS8

Private practice license numbers

P1
Parent: Requirements
Description
When a person opens a clinic, s/he receives a private practice license in their name associated with the registration that they will be practicing. The registration number is reused for the private practice license number by default, or a new number may be entered.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS9

Disciplinary action

P1
Parent: Requirements
Description
Disciplinary action can only be recorded after a license has been issued.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS10

License renewal dates

P1
Parent: Requirements
Description
The start date for a license renewal cannot occur before the end date of the previous license period.
Type: Business Rule Status: Implemented
Assigned To: Release: 1.0


REQ-PS11

Registration numbers

P1
Parent: Requirements
Description
The registration number is the person's main identification number. It must be unique within a cadre. It can be reused for all licenses and license renewals.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS12

Registration requirements

P1
Parent: Requirements
Description
The only details about a training that must be recorded are the cadre and training end date. This specifies which cadre a person has received pre-service training in and makes that person eligible for registration in that cadre.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS13

Multiple registrations

P1
Parent: Requirements
Description
Registration numbers are tied to cadres. When a person receives more than one registration in multiple cadres, a new registration number is issued for each subsequent registration.
Type: Business Rule Status: Implemented
Assigned To: Release: 1.0
Source: Samwel Wakibi (Uganda)


REQ-PS14

License numbers

P1
Parent: Requirements
Description
When the person applies for a license, the registration number is reused for the license number by default. A new license number may be entered. License numbers do not have to be unique.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS15

License renewals

P1
Parent: Requirements
Description
When a license is renewed, the original license number is provided for the renewal by default. A new license number may not be typed in.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0
Source: Samwel Wakibi (Uganda)


REQ-PS16

Suspension of license

P1
Parent: Requirements
Description
If a license is suspended, no actions can be performed on the person's record until the license is reinstated.
Type: Business Rule Status: Implemented
Assigned To: Release: 2.0


REQ-PS17

Print certificates or licenses

P8
Parent: Requirements
Description
Print official certificates or licenses to issue to a health worker based on the health worker's data.
Type: Functional Status: Rejected
Assigned To: Release: n/a
Source: Martin (Uganda)
Notes Date Added
This requirement may cause issues with security or customization of the printout. Decided not to implement this request as a result. 7/9/2008

2. iHRIS Common

iHRIS Common

File: iHRIS Shared Use Cases.ucd
Description
These are use cases and requirements shared by multiple iHRIS products.
Notes Date Added
Core version 3.1 released August 15, 2008. 9/29/2008

iHRIS Common actors:

A-ICE1

System Administrator

Parent: iHRIS Common
Description
The System Administrator has complete access and control over the HRIS and supporting hardware and software systems; installs, supports and troubleshoots the software; and creates and manages access accounts for all users.
Goals
Install and configure the system for use.
Add and update user accounts.
Define report relationships for creating reports.
Notes Date Added
This is the same as the System Administrator role for iHRIS Plan, iHRIS Manage and iHRIS Qualify. 10/30/2007
Can perform any use case and view all data entered in the system. 10/30/2007
All system developers should have a System Administrator login. 10/30/2007


A-ICE2

Data Manager

Parent: iHRIS Common
Description
This person manages the database, creates standard data lists, and oversees data entry.
Goals
Spot-check records for errors and oversee data quality.
Correct erroneous data.
Define reports and report views for users to access.
Notes Date Added
This role is equivalent to the HR Manager in iHRIS Manage, the Data Operations Manager in iHRIS Qualify and the Health Workforce Planner in iHRIS Plan. 8/11/2008


A-ICE3

Data Analyst

Parent: iHRIS Common
Description
This person generates reports in the system for the purposes of analyzing data.
Goals
Define and generate reports to analyze data entered in the system.
Notes Date Added
This role is equivalent to the Health Workforce Planner in iHRIS Plan, the Executive Manager in iHRIS Manage or the Decision Maker in iHRIS Qualify. 10/31/2007


A-ICE4

Any User

Parent: iHRIS Common
Description
A generic user (applies to all users of the system).
Goals
Access the system by logging in or out.
Retrieve a forgotten password.
Change a password.
Give feedback.
Search for and view a record.
Update and save records.
Run a report.
Uses the offline tool to enter data into a system not connected to the Internet.

2.1. System-wide

System-wide

Description
Module for organizing system-wide actions that do not apply to any other package.
Notes Date Added
Documentation needs to be written for the following configuration functions: Show Magic Data; Background Processes; Show Forms: Cached Forms. To be included in the System Administrator manual. 7/29/2008

System-wide use cases:

UC-ICE1

Configure modules

P7
Parent: System-wide
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The System Administrator configures modules that will be used by the system.
Preconditions:
Hardware and supporting software have been set up properly. There is a network connection. The system files have been installed. The database connection has been established. The System Administrator account has been created.
Success Guarantee:
The system is configured and can be used. Modules, configuration options and roles perform as configured.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user accesses the configuration screen.
  2. The user selects the modules to install.
  3. The system installs each selected module.
  4. The system enables, or turns on, each new module.
  5. The user selects the modules to turn off or disable.
  6. The system de-activates the selected modules.
  7. The user selects a module to configure.
  8. The system displays the configuration options for that module.
  9. The user sets the desired options for that module.
  10. The user saves the configuration.
  11. The system activates the options that the user has selected.

Extensions:

2.a The user does not install any modules.
  1. Skip to Step 5.
5.a The system determines that a module is required to be enabled for the system to operate.
  1. The system does not allow the module to be disabled.
Open Issues AssignedTo ResolveBy
Documentation needs to be written for this use case. It should be included in the system administrator manual. Development team later (after 3.2 release)
Notes Date Added
This use case is identical for iHRIS Plan, iHRIS Manage and iHRIS Qualify. 10/31/2007
This functionality can be accessed through the Configure System --> Configure Modules menu option. 2/7/2008


UC-ICE2

Save a record

P3
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The system confirms that data are entered correctly and all required data have been entered before saving that data.
Preconditions:
Data have been entered into a data entry form. The user must be logged in to the system.
Success Guarantee:
The data are validated and saved to the database.
Level: Subfunction Complexity:
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The system validates that all required fields have been completed.
  2. The system displays the data that the user entered.
  3. The user corrects any errors.
  4. The user confirms that the data are correct.
  5. The system saves the data to the database.
  6. The system logs the date and the username of the person who filled out the record.
  7. The system displays the last modified date with the affected record.

Extensions:

1.a The user does not complete a required field.
  1. The system prompts the user to complete the field and will not continue.
3.a The user does not make any corrections.
  1. Skip to Step 4.
Open Issues AssignedTo ResolveBy
Displaying the date the record was last modified has not been implemented. 151727 3.2 or later (high priority)
Notes Date Added
The use case is the same for iHRIS Plan, Manage and Quailfy. 10/31/2007
This use case is triggered when the Confirm button is clicked. 10/31/2007
Updated: Dual data entry actions have been removed from this use case, as we have chosen not to support dual data entry in the system. 7/24/2008


UC-ICE3

Search for a record

P3
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user searches for a record that has been entered in the system.
Preconditions:
The record has been entered in the system. The user must be logged in to the system.
Success Guarantee:
The record is found and displayed.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to search records.
  2. The user enters the name to search for.
  3. The user selects the type of record to search for.
  4. The system displays the matching records.

Extensions:

2.a The user does not enter a name.
  1. The system finds all records.
3.a The user does not select a type.
  1. The system searches all types.
4.a The system does not find a matching record.
  1. The system displays an error message.
4.b The system locates more than one matching record.
  1. The system displays all records.
Open Issues AssignedTo ResolveBy
Advanced search proposed which would allow the user to select various fields to search for and show more robust search results; not implemented and use case not updated. 249583 3.2 or later (high priority)
The Decision Maker should be able to search records in iHRIS Qualify. 193037 later (medium priority)
Notes Date Added
This use case is the same for iHRIS Qualify, Plan and Manage, although search fields may differ between the two systems. 10/31/2007
Limits are only on people's names. 10/31/2007
The person's role determines which records are returned in the search. For instance, an Employee will only see his/her own record; a Supervisor will only see the records of the people he/she supervises; a Manager will only see the records for the employees at the location he/she manages; and other roles can find all records. 10/31/2007
These functions are found via the Search Records menu option on Manage and Qualify, and via Manage Projections --> Find Projection on Plan. 7/25/2008


UC-ICE4

View a record

P1
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user displays a record and all the data entered for it.
Preconditions:
The record exists in the system. The user is logged into the system.
Success Guarantee:
The record is displayed to the user, along with any actions the user can take based on the user's role.
Level: Subfunction Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user searches for a record (UC-ICE3).
  2. The user selects the record to view.
  3. The system checks the role of the user.
  4. The system displays the record and all the data entered for it that the user is authorized to view.
  5. The system provides options for updating or adding new data depending on the user's role and the level of data already entered in the record.
Notes Date Added
This use case is the same for iHRIS Manage, Plan and Qualify. 10/31/2007
Employees can only view their own record, Supervisors can only view records of employees they supervise, and Managers can only view records of employees they manage. 10/31/2007


UC-ICE5

Upate a record

P1
Parent: System-wide
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
When a change in information is reported, the user updates the system with that information.
Preconditions:
The record has previously been entered in the system. The user must be logged in to the system. The user must have the access privileges required to edit the record.
Success Guarantee:
The record is updated with the correct information and the previous information is saved for validation purposes.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user opens the record to update.
  2. In the record, the user selects the option to update specific information.
  3. The system checks the user's role.
  4. The user changes the appropriate fields.
  5. The user saves the record (UC-ICE2).
  6. The system marks all changed data as "updated."
  7. The system saves the previously entered information in that item's history log.
  8. The system displays the new data with the record.

Extensions:

3.a The user's role does not allow the user to update the information.
  1. The system does not provide the option to update the record.
Notes Date Added
In iHRIS Manage, position and salary information cannot be updated. It must be corrected by an HR Manager. 2/7/2008
An Applicant or Employee can update an application and related data, contact information and personal information in their own record only. 2/7/2008
An Employee can update demographic information in their own record only. 2/7/2008
This use case is the same for iHRIS Manage, Plan and Qualify. 2/11/2008
In iHRIS Plan, a record is updated by adding new data; new data cannot be added to a record for the same year as data that have already been entered. 8/5/2008


UC-ICE6

Correct data

P1
Parent: System-wide
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The Data Manager corrects any data previously entered in the system if those data are found to be incorrect or incomplete.
Preconditions:
The information to be corrected has been entered in the system. The user must be logged in to the system. The user must be assigned a role that is allowed to correct data in the system.
Success Guarantee:
The record is overwritten with the correct information and is marked as corrected. The date and username of the person correcting the record is logged.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user opens a record.
  2. The user selects the option to correct information in the record.
  3. The system checks the user's role.
  4. The user changes the appropriate fields.
  5. The user saves the record (UC-ICE2).
  6. The system marks all changed fields as "corrected".
  7. The system displays the record with the corrected information.
  8. The system logs that the record has been checked and the username and date of the person who made the corrections.

Extensions:

3.a The user does not have a role at the data or system administrator level.
  1. The system does not provide the option to correct the record.
Notes Date Added
In iHRIS Manage, only position and salary information requires correcting by an HR Manager; all other data can be updated by HR Staff. 2/7/2008
This use case is the same for iHRIS Manage, Plan and Qualify. 2/11/2008
In iHRIS Qualify, the following types of data can only be corrected by the Data Operations Manager: deployment, out migration, training, examination, registration, license, continuing education, private practice license and disciplinary action. 7/25/2008
Only Data Operations Managers, HR Managers, Health Workforce Planners and System Administrators can correct information. 7/25/2008
In iHRIS Plan, correcting information overwrites previously entered data; to add additional data for another year, the Add New Data option must be selected instead. 8/5/2008

2.2. User Administration

User Administration

Description
Create, updated and disable user accounts to enforce secure access to the system.
Notes Date Added
Access is limited to the System Administrator. 10/30/2007
Locate these functions via the Administer Users link on the main menu of either iHRIS Manage or iHRIS Qualify. 10/30/2007

User Administration use cases:

UC-ICE7

Add a user account

P1
Parent: User Administration
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The System Administrator creates a user account so the user can log on to the system.
Preconditions:
The user must be logged in to the system.
Success Guarantee:
The user account is created; the new user can log in and work on the system.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to create a new user account.
  2. The user enters a username for the new user.
  3. The user enters the name of the new user, if known:
    1. first name
    2. surname
  4. The user enters an email address for the new user (optional).
  5. The user selects the option to generate a random password or enter a new password for the new user.
    1. If the password is entered, the user re-enters it to confirm.
  6. The user selects the role of the new user.
  7. The user saves the record (UC-ICE2).
  8. The system enables the user account and permits a log in with that username and password.
  9. The system sends an email message to the user with the username and password.

Extensions:

4.a The user does not enter an email address.
  1. The system does not email the user information to the user.
5.a The user enters the new password but does not re-enter it.
  1. The system prompts the user to re-enter the password and will not proceed.
5.b The system determines that the two passwords do not match.
  1. The system displays an error and prompts the user to re-enter the password.
6.a The user does not select a role.
  1. The system marks the new user as disabled and does not permit the new user to log in with that username and password.
7.a The system determines that the username is already in the system.
  1. The system displays an error message and will not proceed.
Notes Date Added
This use case applies to iHRIS Plan, iHRIS Manage and iHRIS Qualify. 10/30/2007


UC-ICE8

Update a user account

P1
Parent: User Administration
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The system administrator changes the details for a user account or closes the account.
Preconditions:
The user account has been created. The user must be logged in to the system.
Success Guarantee:
The account information is changed or the account is disabled so that the user cannot access the system.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage user accounts.
  2. The system displays all user accounts.
  3. The user selects the user account to change.
  4. The system displays the user account information.
  5. The user makes any changes.
  6. The user saves the record (UC-ICE2).
  7. The system saves the changes to the user account.

Extensions:

5.a The user selects No Access for the user role.
  1. The system disables the account or gives it Guest access.
Notes Date Added
This use case is the same for iHRIS Plan, iHRIS Qualify and iHRIS Manage. 10/31/2007

2.3. User Access

User Access

Description
Module for organizing general actions that the user can perform to access and use the system.

User Access use cases:

UC-ICE9

Log in

P5
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user logs in to authenticate his/her access to the system and role and to perform any other task.
Preconditions:
A user account for the user has been created.
Success Guarantee:
The user can successfully log in and perform actions appropriate for his/her role.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user connects to the system.
  2. The user enters the username and password.
  3. The system validates the username and password.
  4. The system determines the user's role and displays that role to the user.
  5. The system displays a list of actions the user can perform based on the user's role.

Extensions:

3.a The system determines that the password is incorrect for the username entered.
  1. The system prompts the user to re-enter the password.
  2. The system provides the option to retrieve a forgotten password.
3.b The system determines that the username does not match a username for any account.
  1. The system displays an error message.
4.a The system determines that the user has no role assigned in the system.
  1. The system does not allow access.
Open Issues AssignedTo ResolveBy
Self-service (employee, guest, supervisor and manager login) has not been implemented. 151707 later (low priority)
Notes Date Added
This use case is similar for iHRIS Plan, Manage and iHRIS Qualify, although there may be some additional role actions in Manage. 10/31/2007


UC-ICE10

Retrieve a password or username

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
If the user has forgotten a password or username, s/he can generate a new one.
Preconditions:
The user has a user account on the system.
Success Guarantee:
The user is able to retrieve the password or username and log in to the system.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. From the login page, the user selects the option to retrieve a forgotten username or password.
  2. To reset the password, the user enters their username.
    1. The system emails the new password to the user.
  3. To recover the username, the user enters their email address.
    1. The system displays the username.

Extensions:

2.1.a The system does not find the user's email address in the database.
  1. The system displays an error message.
3.a The system does not find the user's email address in the database.
  1. The system cannot recover the username and displays an error message.
Notes Date Added
The use case is identical for iHRIS Manage, Plan and Qualify. 10/31/2007


UC-ICE11

Change password

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
A user can change his/her own password for logging into the system.
Preconditions:
A user account has been created for the user. The user must be logged in to the system.
Success Guarantee:
The user resets his/her password and can use it to log in to the system.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to change the password.
  2. The user enters the current password.
  3. The user enters the desired new password.
  4. The user re-enters the new password.
  5. The system resets the password.

Extensions:

4.a The system determines that the passwords do not match.
  1. The system displays an error and prompts the user to re-enter the passwords.
Notes Date Added
This use case is identical for iHRIS Plan, Manage and Qualify. 10/31/2007


UC-ICE12

Give feedback

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user provides feedback on a specific page in the system.
Preconditions:
The user must be logged into the system.
Success Guarantee:
The feedback is captured and emailed.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to give feedback.
  2. The system captures the system form that is open.
  3. The system captures the username and role of the user who is logged in.
  4. The system opens the feedback form.
  5. The user enters their name and contact information.
  6. The user enters questions or comments.
  7. The user indicates whether they would like to be contacted.
  8. The user sends the form.
  9. The system emails the form to a feedback address including information about the system form the user was working on when they provided the feedback, the username and the user role, plus the date and time the form was submitted.
  10. The system logs the contents of the feedback form.
Notes Date Added
This use case is identical for iHRIS Plan, Manage and Qualify. 10/31/2007


UC-ICE13

Log out

P1
Parent: User Access
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user logs out of the system.
Preconditions:
The user is logged in to the system.
Success Guarantee:
The user can no longer perform any actions without logging back in.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to log out.
  2. The system displays the login page.
  3. The system disables the user from accessing any actions in the system.
Notes Date Added
This use case is the same for iHRIS Plan, Manage and Qualify. 10/31/2007

2.4. Reporting

Reporting

Description
Reports enable analysis of human resource data in various ways. Customize, display and print staff lists, statistical charts and other standard reports.
Notes Date Added
Access these functions via the Create Reports link on the main menu of iHRIS Manage or iHRIS Qualify. 10/30/2007
Custom reports are being implemented in version 3.1. 7/24/2008
Reports may be implemented differently in iHRIS Plan. 7/24/2008
Creating custom reports is complicated, and most functions may be limited to System Administrators. These functions will be fully documented in the System Administrator's manual. 8/11/2008

Reporting use cases:

UC-ICE14

Create a report relationship

P1
Parent: Reporting
Primary Actors: System Administrator Supporting Actors:
Brief Description/Goal
The System Administrator creates a relationship between forms for defining reports.
Preconditions:
The user must be logged in.
Success Guarantee:
The report relationship is defined and made available for creating reports.
Level: User Complexity: High
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to create a report relationship.
  2. The user enters a name, display name and description of the report relationship.
  3. The user selects the system forms that will be used in the report.
  4. The user enters a name and description of each joined form.
  5. The user defines any limits for the selected fields.
  6. The user defines any functions necessary for the report relationship.
  7. The user saves the report relationship.
  8. The system makes the defined report relationships available for building reports.

Extensions:

3.a The relationship has already been defined.
  1. The user can edit, copy or delete the relationship.
6.a The function has already been defined.
  1. The user can edit or delete the function.
Notes Date Added
This use case applies to iHRIS Manage, Qualify and Plan. 8/11/2008
This use case has not been implemented in iHRIS Plan and may not be. 8/11/2008


UC-ICE15

Create a report

P1
Parent: Reporting
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The Data Manager designs a report using the data contained within the system.
Preconditions:
Some data have been entered into the system. The report relationship to be used for the report has been defined. The user must be logged in to the system.
Success Guarantee:
The user can specify the report fields and generate a report that includes all of the desired data.
Level: User Complexity: High
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to create a report.
  2. The user enters a name for the report.
  3. The user selects the defined report relationship to base the report on.
  4. The user creates the report.
  5. The system displays those selection fields and functions taken from the report relationship that contain data.
  6. The user selects the data fields and functions to include in the report.
  7. The user specifies the limit options for each data field (optional).
  8. The user specifies the link options for each data field (optional).
  9. The user enters the header text to display for the field.
  10. The user saves the report.
  11. The system makes the report available for creating report views.

Extensions:

9.a The user does not enter a header.
  1. The system takes the header from the field name.
Notes Date Added
This use case is probably the same for iHRIS Plan, Qualify and Manage. 10/31/2007
The blueprint for the customizing report procedure was written and posted to the wiki. 10/31/2007
This function has not been implemented in iHRIS Plan and may not be. 8/5/2008


UC-ICE16

Add a report view

P1
Parent: Reporting
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The Data Manager creates a new view of a report to display the data differently.
Preconditions:
Some data have been entered into the system. The user must be logged in to the system. The report relationship and report have been defined.
Success Guarantee:
The user can create the report view to display the appropriate data.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the report views option.
  2. The system displays all saved reports and their views.
  3. The user adds a view for the desired report.
  4. The user enters a name for the view.
  5. The user enters a description of the view.
  6. The user selects whether to display the total number of rows in the view.
  7. The user selects the fields to display.
  8. For each field, the user selects whether to aggregate and display the total.
  9. The user saves the view.
  10. The system makes the view available under the report and enables the user to run the report (UC-ICE17).

Extensions:

3.a The view already exists.
  1. The user case edit or delete the view.
Notes Date Added
This use case applies to iHRIS Manage, Plan and Qualify. 7/30/2008
This is a new use case for the customized reports functionality. 7/30/2008
This function has not been implemented in iHRIS Plan and may not be. 8/5/2008


UC-ICE17

Run a report

P5
Parent: Reporting
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user runs a report to answer a policy question.
Preconditions:
Some data have been entered into the system. The user must be logged in to the system. The report relationship, report and a view for the report have been defined.
Success Guarantee:
The user can successfully run a report to answer a policy question.
Level: User Complexity:
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the report views option.
  2. The system displays all saved reports and their views.
  3. The user selects the report view from the list to display.
  4. The user selects limits for the report.
  5. The system displays the requested report.
  6. The system provides the option to:
    1. convert the report to a chart
    2. export the data from the report
    3. format the report for printing
  7. The user clicks a linked item in the report.
  8. The system displays the full record for the item.

Extensions:

4.a The user does not select any filters.
  1. The system displays all report data.
4.b The user selects more than one filter.
  1. The system applies all filters to the report.
5.a The user enters new data into the database to display in the report.
  1. The system downloads and displays the most recent dataset in the report.
Open Issues AssignedTo ResolveBy
Report access should be associated with roles as part of the self-service option (not implemented and use case not updated). 151707 later (low priority)
Notes Date Added
This use case applies to iHRIS Manage, Plan and Qualify. 10/31/2007
Some roles may be limited in the reports they can run; this will be decided for each system individually. 2/7/2008
System Administrators, data managers and executive managers/decision makers can always access all reports. 2/7/2008
Use case updated for custom reports, which includes the ability to program report views. 7/30/2008
This function has not been implemented in iHRIS Plan and may not be. 8/5/2008

2.5. Offline Tool

Offline Tool

Description
The offline tool provides a working Windows Installer for a standalone version of the software with import/export features so that it can be used to enter data and run reports without being connected to a server.
Related Documents and URLs
http://open.intrahealth.org/wiki/index.php/Offline_iHRIS_Tool
http://open.intrahealth.org/wiki/index.php/Offline_iHRIS
Notes Date Added
An offline version of all three systems is planned for eventual development. 1/31/2008
Currently, offline versions of iHRIS Manage and iHRIS Qualify are available (version 3.0). 7/24/2008
The offline version of iHRIS Plan has not yet been developed. 8/5/2008

Offline Tool use cases:

UC-ICE18

Install the offline tool

P1
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
A user installs the offline tool on a local computer.
Preconditions:
The user has downloaded the installer program to his or her local computer.
Success Guarantee:
The offline tool is installed successfully and all functions of the system become available to the user.
Level: User Complexity:
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 3.0
Flow of Events

Main Success Scenario:

  1. The user starts the installer.
  2. The system opens the installation wizard.
  3. The user starts the installation.
  4. The user accepts the license agreement.
  5. The user selects which components to install.
  6. The user selects the folder where the program will be installed.
  7. The user enters an SMTP server and email address (optional).
  8. The user selects whether the software should run on the local network or desktop.
  9. The user sets the port numbers for the web server and database.
  10. The user enters a database password.
  11. The user creates Quick Launch and/or Desktop icons for the installation.
  12. The system installs the files on the user's computer.
  13. The system launches the software program in the user's default browser.
  14. The system provides the option to launch the offline version of Plan, Manage or Qualify.

Extensions:

*.a The user cancels the installation.
  1. The system stops the installation and exits the installer.
4.a The user does not accept the license agreement.
  1. The system provides only the option to cancel the installation, not to continue the installation.
6.a The user does not select a folder.
  1. The system installs to the default folder.
7.a The user does not enter a SMTP server or email address.
  1. The system prompts the user to accept the default values and continue the installation.
9.a The user does not enter the port numbers.
  1. The system prompts the user to accept the default values and continue the installation.
13.a The user deselects the option to launch the software after finishing the installation.
  1. The system does not launch the software.
14.a A component was not installed.
  1. The system does not provide the option to launch that component.
Notes Date Added
A Windows computer is required for the offline tool only. 1/31/2008
The login account is also set up as username admin and password admin. 1/31/2008
The user has full System Administrator access to the offline tool and its data. 1/31/2008
An offline version of iHRIS Plan is now available; use case has been updated for this and some other new features available in version 3.1. 10/3/2008


UC-ICE25

Install sample data

P1
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user can install data in the offline version for demonstration purposes.
Preconditions:
Offline iHRIS has been installed with at least one component of iHRIS (Plan, Manage or Qualify).
Success Guarantee:
Offline data selected by the user is loaded into Offline iHRIS and can be seen in dropdown menus and reports.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user launches Offline iHRIS.
  2. The user selects one of the components to launch.
  3. The system displays the login page with the administrator login credentials.
  4. The user logs in as the administrator.
  5. The system prompts the user to load sample data.
  6. The user selects the sample datasets to load.
  7. The system loads the selected data and makes that data available when using Offline iHRIS.
Notes Date Added
This is a new use case to fulfill the sample data requirement for version 3.1. 10/3/2008


UC-ICE19

Import data

P2
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
A user imports data from another instance of the system or from the offline tool.
Preconditions:
An exported file of data in XML format from another instance of the system is available for importing. The user is logged in.
Success Guarantee:
The data are imported and can be viewed and updated in the system.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 3.2
Flow of Events

Main Success Scenario:

  1. The user selects the option to import a site.
  2. The user selects the file to import.
  3. The system imports the data and makes it available in the system.
  4. The system notifies the user when the imported data are ready.

Extensions:

2.a The system determines that the file is not in the correct file format.
  1. The use case stops.
Open Issues AssignedTo ResolveBy
This feature has not been implemented. 162250 3.2


UC-ICE20

Export data

P2
Parent: Offline Tool
Primary Actors: Any User Supporting Actors:
Brief Description/Goal
The user exports data to a file for import into another instance of the system, usually a centralized online version.
Preconditions:
Data have been entered or imported into the system. The user is logged in.
Success Guarantee:
The data file is correctly exported in XML format and can be imported into another instance of the system.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: 3.2
Flow of Events

Main Success Scenario:

  1. The user selects the option to export the site.
  2. The system exports all of the data to an XML file.
  3. The system notifies the user when the exported data file is ready.
  4. The user selects the location to save the file.
  5. The system saves the file to that location.

Extensions:

1.a The user selects all data for export.
  1. The system creates the export file with all data, either imported or created at this site.
1.b The user selects only data created at this site.
  1. The system creates the export file with only new data created in that instance of the offline version.
Open Issues AssignedTo ResolveBy
Synchronization with other systems has not yet been worked out. 246957 3.2
Export data should be a function of each system; not implemented. 151703 3.2

2.6. Spot Checking

Spot Checking

Description
This module enables HR Managers to check and correct data entered by HR Staff and evaluate whether data are being entered correctly.
Notes Date Added
This module previously included dual data entry, which we have decided not to include in the core system. Legacy use cases have been retained. 7/24/2008
This module applies to iHRIS Qualify, Manage and Plan. 7/24/2008
Spot-checking has not been implemented in any system. 7/24/2008

Spot Checking use cases:

UC-ICE21

Check data entry errors

P4
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The HR Manager generates a report to determine how many errors data entry staff are making when entering records in the system.
Preconditions:
At least one record has been entered. The user must be logged in to the system.
Success Guarantee:
The number of correct spot-checked records for any data entry person can be ascertained.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to run a data entry report.
  2. The user selects a date range.
  3. The user selects a user with data entry privileges.
  4. The system displays a report for the user showing the total number of forms the user has entered or edited during that date range as compared to the total number of records that were entered.
  5. The system displays a report showing the number of fields that were corrected for the user during that date range compared to the total number of fields the user entered.

Extensions:

2.a The user does not select a date range.
  1. The system runs the report for all records.
3.a The user does not select a data entry person.
  1. The system runs the report for all data entry staff.
3.b The user selects more than one data entry person.
  1. The system runs the report for all selected users.
Open Issues AssignedTo ResolveBy
This is part of the spot-checking process. This use case may need revision. 249587 later (medium priority)
Notes Date Added
This use case is identical for iHRIS Manage and iHRIS Qualify. 10/31/2007
This use case uses data from dual data entry. 10/31/2007
This use case probably won't be implemented unless it can be adapted for spot-checking. 7/24/2008


UC-ICE22

Check data quality

P4
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The HR Manager runs a report to check the total number of errors corrected in the system.
Preconditions:
The user must be logged in to the system. Some records have been spot-checked.
Success Guarantee:
The report correctly shows how many records have been spot-checked and how many were marked as correct
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to report on spot-checked reports or verified reports.
  2. The user selects the date range to display.
  3. The system displays the correct reports:
    1. Total number of spot-checked records and percentage of total records that were spot-checked
    2. Total number of spot-checked records with errors and percentage of spot-checked records that had errors
    3. Total number of verified records and percentage of total records that were verified
    4. Total number of verified records that had errors and percentage of verified records that had errors.

Extensions:

2.a The user does not select a date range.
  1. The system displays data for all reports entered.
Open Issues AssignedTo ResolveBy
This is part of the spot-checking process; the use case may need to be revised, as we have decided to omit dual data entry support. 249587 later (medium priority)
Notes Date Added
This use case is identical for iHRIS Manage, Plan and Qualify. 10/31/2007


UC-ICE23

Process an unverified record

P8
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
HR Staff re-enters a record that has been entered once and the system compares the data fields for accuracy.
Preconditions:
Dual data entry mode is enabled. The user must be logged in to the system. A record has been entered but has not been re-entered or marked verified.
Success Guarantee:
The record is saved and the data compared to what was previously entered; any discrepancies are corrected.
Level: User Complexity:
Use Case Status: Full Implementation Status: Deferred
Assigned To: Release: never
Flow of Events

Main Success Scenario:

  1. The user lists all unverified records.
  2. The system displays all unverified records.
  3. The user selects an unverified data set to verify.
  4. The system opens a blank form for the data set.
  5. The user re-enters the data for the record.
  6. The user saves the record (UC-ICE2).
  7. The system compares the data to the data previously entered and displays any discrepancies.
  8. The user corrects any non-matching data.
  9. The user confirms that the record is complete.
  10. The system adds any changed data and marks those fields as corrected.
  11. The system marks any fields that were not changed as verified.
  12. The system logs the username of the person who processed the record and the date it was processed.
Open Issues AssignedTo ResolveBy
This use case supports dual data entry and will not be implemented. 151705 never
Notes Date Added
This use case is the same for iHRIS Qualify and Manage. 10/31/2007
This assumes that the user knows that the data has been previously entered. 10/31/2007
Dual data entry is not enforced on records that are updated by an Employee. 2/11/2008
Dual data entry is not enforced on updated or corrected data. 2/11/2008


UC-ICE24

Spot-check records

P4
Parent: Spot Checking
Primary Actors: Data Manager Supporting Actors:
Brief Description/Goal
The HR Manager runs a spot check to ensure that data are being entered correctly and to correct any errors that may be found.
Preconditions:
The user must be logged in to the system. At least one record has been entered.
Success Guarantee:
The record is checked for errors and any corrections are saved to the database; the record is marked as correct or incorrect for reporting purposes.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to perform a spot check of data.
  2. The user enters the date range of records to check.
  3. The system displays a random sampling of records that were entered or modified during that date range.
  4. The user selects a record.
  5. The system displays the record.
  6. The user corrects any errors.
  7. The user indicates that the form has been checked.
  8. The user saves the record (UC-ICE2).
  9. The system logs that the form has been checked and whether it was correct.
  10. The system removes the check data option for that record.
  11. The system redisplays the list of records to check, indicating which ones have been checked.

Extensions:

3.a The system finds less than 10 records.
  1. The system displays all found records.
3.b The system finds a record that is marked as checked.
  1. The system does not display that record for checking.
3.c The system finds between 10 and 200 records.
  1. The system displays a random 9 records from the pool of found records.
3.d The system finds more than 200 records.
  1. The system displays a random 20 records from the pool of found records.
10.a The system detects that the form is modified after it has been checked.
  1. The system redisplays the check data option and does not mark the form as checked.
11.a The system determines that all sampled records have been checked.
  1. The system provides the option to find another random sampling of unchecked records from the same date range.
Open Issues AssignedTo ResolveBy
This use case has not been implemented. 249587 later (medium priority)
Notes Date Added
This use case is the same for iHRIS Manage, Plan and Qualify. 10/31/2007

2.7. Requirements

Requirements

Description
This package holds miscellaneous requirements for the project.

Requirements requirements:

REQ-ICE1

Cadres

P1
Parent: Requirements
Description
Cadres refer only to health professionals. Non-health professionals should not be included in a cadre.
Type: Business Rule Status: Mandatory
Notes Date Added
This requirement applies to all iHRIS products. 2/18/2008


REQ-ICE2

Technology requirements

P1
Parent: Requirements
Description
The system must run on an Apache web server running Linux with PHP and a MySQL database. A web browser--IE 5+, Firefox, Safari--is required to use the system.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0
Notes Date Added
This requirement applies to all iHRIS products. 10/26/2007


REQ-ICE3

Multilingual support

P3
Parent: Requirements
Description
The system should be able to support translation of all commands and instructions into multiple languages.
Type: Non-functional Status: Mandatory
Assigned To: Release: 3.2 or later
Open Issues AssignedTo ResolveBy
POT files need to be updated to support translations in iHRIS Manage and Qualify. 193065 3.2 or later (high priority)
Notes Date Added
This requirement has been implemented, although translations have not been done and some system changes may have to be made to support the translation process. 10/26/2007


REQ-ICE4

Log usage

P1
Parent: Requirements
Description
Log which pages are viewed, by whom and when so system usage data can be reported.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0
Source: M&E Capacity Project
Notes Date Added
Report scripts need to be written to pull out data from log files. 7/24/2008


REQ-ICE5

Leveragability

P1
Parent: Requirements
Description
If the system is being used in conjunction with other systems in the suite, common functionality should be shared among all systems to reduce redundancy; for example, user accounts should only be defined once for all systems in use.
Type: Non-functional Status: Implemented
Assigned To: Release: 2.0


REQ-ICE6

Integratability

P1
Parent: Requirements
Description
The system should be able to exchange data with the other iHRIS systems.
Type: Non-functional Status: Mandatory
Assigned To: Release: 2.0
Notes Date Added
Some features may need to be implemented to support this (to be determined). 10/26/2007


REQ-ICE7

Idle logout

P1
Parent: Requirements
Description
If the user is idle for a certain period of time, the person is automatically logged out by the system.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE8

GIS mapping

P4
Parent: Requirements
Description
Support GIS mapping of data.
Type: Non-functional Status: Approved
Assigned To: Release: later
Open Issues AssignedTo ResolveBy
This is a new requirement for all iHRIS products. Not implemented. 151710 later (medium priority)
Notes Date Added
This may involve linking to an external GIS server (such as at WHO) to exchange data. 7/24/2008


REQ-ICE9

Extensibility

P1
Parent: Requirements
Description
The system should be extensible to other modules to be developed.
Type: Non-functional Status: Implemented
Assigned To: Release: 2.0


REQ-ICE10

Data reliability

P1
Parent: Requirements
Description
Data errors are more highly tolerated in ongoing use of the system than in mass entry of historical data. The system's functions support the highest level of data quality and reduction of errors/duplication.
Type: Non-functional Status: Mandatory
Assigned To: Release: 1.0
Notes Date Added
Data quality processes are being improved in later releases. 7/24/2008


REQ-ICE11

Compatibility

P3
Parent: Requirements
Description
As much as is known, data fields should configure to standards set by global bodies such as WHO and the HR/professional licensing industry in general, to ensure better compatibility with other HR systems.
Type: Non-functional Status: Mandatory
Assigned To: Release: 1.0
Open Issues AssignedTo ResolveBy
Job classifications in Manage should be linked to standards via dropdown menu. 249585 3.2 or later (high priority)
Notes Date Added
This is being improved in later releases. 7/24/2008


REQ-ICE12

Caching of report data

P1
Parent: Requirements
Description
All reports are cached for faster display. Caches can be updated manually by the user (after adding data, for instance) and will automatically regenerate on a periodic basis to ensure that the displayed data are up to date.
Type: Non-functional Status: Implemented
Assigned To: Release: 2.0


REQ-ICE13

Authorization

P1
Parent: Requirements
Description
All user accounts have an assigned role that determines which actions the user can perform within the system. All non-authorized data and actions are hidden from the user. Role access is described in the use cases.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE14

Auditing

P1
Parent: Requirements
Description
All user actions need to be logged for auditing purposes: record username, date and time the action was taken, the number of the record being modified, the name of the table being modified, the code number if there is a unique one for that table, and a note about the type of modification.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE15

Archival

P1
Parent: Requirements
Description
All data should be archived indefinitely. Data can only be deleted through the database by a System Administrator. Archived data must be available for reporting functions.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE16

Authentication

P1
Parent: Requirements
Description
Users must be authenticated via username and password before they can access any system actions or data.
Type: Non-functional Status: Implemented
Assigned To: Release: 1.0


REQ-ICE17

Database utility

P6
Parent: Requirements
Description
A page that will allow the iHRIS administrator to verify the database integrity and do database dumps.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Mark Hershberger
Open Issues AssignedTo ResolveBy
Not implemented. More information is needed. 156727 later (wishlist)


REQ-ICE18

User error reporting

P1
Parent: Requirements
Description
Error alerts should provide meaningful messages to users when an error or bug is encountered.
Type: Non-functional Status: Approved
Assigned To: Release: 3.1
Source: Carl Leitner


REQ-ICE19

Phone Home Support

P4
Parent: Requirements
Description
The system can check in with the developers periodically and provide a sense of overall usage and any problems.
Type: Non-functional Status: Proposed
Assigned To: Release: later
Source: Dykki Settle
Open Issues AssignedTo ResolveBy
Not implemented. 249588 later (medium priority)
Notes Date Added
This function should be turned off by default. 7/24/2008


REQ-ICE20

Customized Roles

P3
Parent: Requirements
Description
The user can create roles and assign tasks to them to create customized roles.
Type: Functional Status: Approved
Assigned To: Release: 3.2
Source: Development team
Open Issues AssignedTo ResolveBy
Use cases need to be written. 249589 3.2 (high priority)
Notes Date Added
This requirement applies to iHRIS Manage, Qualify and Plan. 7/24/2008


REQ-ICE21

Backlog Data Entry Functionality

P6
Parent: Requirements
Description
This would enable mass data entry on one screen when there is a lot of backlog data to be entered from paper records. Data quality controls should be included.
Type: Non-functional Status: Proposed
Assigned To: Release: later
Source: Dykki Settle
Open Issues AssignedTo ResolveBy
This has not been implemented. Use cases have not been written. 249581 later (productization)
Notes Date Added
Applies to iHRIS Manage and Qualify. 7/25/2008


REQ-ICE22

Geographical locations

P3
Parent: Requirements
Description
There are four levels of geographical location: country --> region --> district/state/province --> county/sector. At least one region is required for each country. At least one district is required for each region.
Type: Business Rule Status: Implemented
Assigned To: Release: 1.0
Open Issues AssignedTo ResolveBy
Geography has to be reworked to account for different numbers of levels and interational/regional organizations. 249584 3.2 or later (high priority)
Notes Date Added
This requirement applies to both iHRIS Manage and iHRIS Qualify. 10/26/2007


REQ-ICE23

Customization

P3
Parent: Requirements
Description
The system should be easily customizable with regard to field names, fields that are displayed, etc., to easily adapt to different organization's HR procedures. For example, field names should be linked to alternates so that they can be changed globally. Fields that are not used can be disabled.
Type: Non-functional Status: Approved
Assigned To: CL Release: 3.2 or later
Source: Shannon Turlington
Open Issues AssignedTo ResolveBy
This requirement has not been implemented. Use cases have not been written. 193074 3.2 or later (high priority)
Notes Date Added
Proposed for iHRIS Manage and iHRIS Qualfiy. Could also apply to iHRIS Plan. 10/26/2007


REQ-ICE24

Context-sensitive help

P4
Parent: Requirements
Description
Help should be context-sensitive, i.e., applicable to the screen being viewed or the function being performed when help is clicked. It may display as a tooltip or popup window.
Type: Non-functional Status: Proposed
Assigned To: Release: later
Open Issues AssignedTo ResolveBy
This requirement has not been implemented and use cases have not been written. 259766 later (medium priority)
Notes Date Added
This requirement applies to all three systems, but will most likely be implemented first in iHRIS Plan. 8/20/2008
Help manuals may need to be rewritten for this requirement. 8/20/2008

Glossary

Term Definition Aliases
academic level The highest level of formal education attained by a person; typical values are: primary level; secondary level; college; university/graduate school. {Qualify} -
add To enter a new list item for selection in dropdown menus. -
administrative lists Standard lists of data designed to help with administering the system and managing records. {Qualify} -
alpha code The unique two-character code that identifies a country established by the International Organization for Standards (ISO). -
applicant A person who has applied for an open position. {Manage} -
associated Refers to a training institution that is officially affiliated with a health facility. {Qualify} -
average salary The average annual salary paid to an employee in a particular group, such as a cadre or pool of workers. {Plan} -
background process An autonomous process that runs without requiring user interaction. -
bar chart A graph consisting of parallel, horizontal bars with lengths proportional to the frequency with which specified quantities occur in a set of data. {Manage} {Qualify} -
base year ratio The ratio of health professionals to population calculated for the start year of the projection; this ratio is used to calculate health professional targets for each year in the projection by maintaining the base year ratio as the population changes over time. {Plan} -
benefit A payment made to an employee that is separate from the employee's salary; the payment may be one-time or recurring. {Manage} special payment
birthplace The country, district and/or county where a person was born. {Qualify} -
cache A temporary store of data on the user's computer designed to speed up access to that data. -
cadre A broad category or subset of health workers characterized by the specific training, degree or other qualifications required to practice or be licensed in that field (i.e., nurse). -
cadre pool A pool of health workers, composing part or all of a cadre, to which assumptions are applied in a workforce projection. {Plan} pool
certificate Certifies that a particular academic level has been achieved; typical values are: certificate of primary education; ordinary level certificate; advanced level certificate. {Qualify} -
chart A graphical display of data in a report. {Manage} {Qualify} -
class One instance of a training course that takes place on a specific date at a specific site; there may be multiple classes for one training course. {Manage} -
closed position A position within an organization that has been filled by an employee; when a position is marked closed, the organization is not actively hiring for the position. {Manage} -
code A unique identifier associated with a particular job or position that identifies it for the organization. {Manage} {Qualify} job code, position code, post code
column chart A graph consisting of parallel, vertical bars with lengths proportional to the frequency with which specified quantities occur in a set of data. {Manage} {Qualify} -
competency A skill performed to a specific standard under specific conditions. {Manage} -
competency type A broad category of related competencies. {Manage} -
configure The process of setting up the system or a module for use. -
confirm The process of reviewing data entered in the system and verifying that the data are correct. -
contact information Mailing addresses, phone numbers, email addresses and similar information for a person or institution. {Manage} {Qualify} -
contact type A category of contact information, including personal, work and emergency. {Manage} {Qualify} -
continuing education unit A course or number of educational units that are required for a health worker to renew his/her license while practicing. {Manage} {Qualify} CEU, credit hour
copy To create a new projection containing all of the original projection's data, which can then be modified. {Plan} -
correct To change erroneous data, overwriting the data that were previously entered; even though the corrected data are displayed in the record, all data entered are retained in the system. {Manage} {Qualify} -
cost The amount of money associated with a change in the number of workers based on salary and other associated costs, such as training costs or severance pay. {Plan} average cost
cost increase An annual increase in the cost associated with a change in the number of workers expressed as a percentage of the original cost. {Plan} -
county The smallest geographic subset, typically located within a district; equivalent to a sector. {Manage} {Qualify} sector
currency The medium of exchange of money used in a country or other location. {Plan} {Manage} -
currency code The unique three-letter code used to define a currency established by the International Organization for Standards (ISO). {Plan} {Manage} -
currency symbol The symbol used to identify a currency, such as $ for dollars. {Plan} {Manage} -
data operations manager A database management role that is responsible for managing data entry, including verifying and correcting data and updating standard lists in the system. {Qualify} -
data source The verifiable source of data entered in the system, such as a census, survey or information system. {Plan} -
decision maker A role that runs reports in order to view and analyze data, and make health workforce policy and planning decisions. {Qualify} -
default view The report view that is first displayed when a user selects the report. {Manage} {Qualify} -
degree Certifies that a particular academic level has been achieved. {Manage} -
demographic information Statistical information about a person, such as marital status, gender, birth date, and dependents. {Manage} {Qualify} -
demographic lists Standard lists of data pertaining to health workers that are used to populate dropdown menus. {Qualify} -
department A division within an organization, typically around similar job functions and following supervisory lines. {Manage} -
departure Occurs when an employee leaves the employ of the organization. {Manage} -
dependent A legal spouse or child of an employee. {Manage} -
deployment The process of being employed in a health facility as a licensed health worker. {Qualify} -
deployment history A history of all positions a health professional has held. {Qualify} -
disciplinary notice A warning or notice issued to a health professional or employee as a result of an infraction. {Qualify} disciplinary action
discontinuation An interruption in a training program. {Qualify} disruption, training disruption
discontinue To mark a position as no longer required by the organization. {Manage} -
discontinued position A position that is no longer required by an organization; no employee fills it and the organization is not soliciting applications for the position. {Manage} -
display name The name of a report or other item that is shown to users of the system. {Manage} {Qualify} -
district A smaller geographic unit within a region created by the central government for easy administration; equivalent to a state or a province. {Manage} {Qualify} province, state
duration The number of years in a projection, usually between 5 and 30 years. Also refers to the number of years that a pool change affects the projection. {Plan} -
edit The process of changing data entered in the system before saving it, such as when there is a mistake in the data. -
education history A history of all diplomas, degrees, certificates and other educational qualifications obtained by a person. {Manage} {Qualify} education information
education type The type of qualification or degree a person has received, such as college/university, continuing education or informal. {Manage} -
emergency contact The person to notify if there is an emergency involving an employee, including the person's contact information. {Manage} -
employ To hire someone to do work in exchange for money. {Manage} -
employee A person who is paid by an organization to perform a specific job. {Manage} -
employee lists Standard lists of data pertaining to employees that are used to populate dropdown menus. {Manage} -
employment history A history of all jobs held by a person, including the companies that employed the person, the positions held and a salary history. {Manage} -
enable To turn a module on so that its functions can be used. -
end date The date at which an employee leaves a position; also the last date of a training class and the date when a license expires. {Manage} {Qualify} -
ending position The last position that a person held in an organization. {Manage} -
ending wage The salary that a person earned in the last position s/he held in an organization; also the highest salary in a salary grade. {Manage} end salary
endorser A person who recommends a student graduating from a training program to take the national examination. {Qualify} -
evaluation An official assessment of an employee's performance in a class or of a competency. {Manage} competency evaluation, training course evaluation
evaluation history A chronological record of all of an employee's competency evaluations. {Manage} -
examination A test that every student graduating from a health training program must qualify for, take and pass in order to qualify for registration. {Qualify} national examination
executive manager A person who may manage the entire organization or one district, department, office or facility within the organization. The Executive Manager views reports and analyzes data entered in the system in order to make HR decisions and set organizational policy. {Manage} -
exit A decrease in the supply of workers due to employees leaving the workforce. {Plan} attrition
export To pull all data out of the system for use in another program. -
facility A specific division within an organization that is defined by having its own budget and often has a unique facility code. Often a facility is responsible for providing health care services. {Manage} {Qualify} duty center, health facility, office, responsibility center
facility agent The owner of a health facility or training institution, which also refers to the classification of the facility; typical values are: government; mission; private. {Qualify} agent
facility status The status of a facility as either open or closed. {Qualify} -
facility type A type of health facility; typical values are: dispensary; domiciliary; health unit; hospital. {Manage} {Qualify} -
feedback To provide suggestions or ask questions about the system to the developers. -
field An individual type of data that can be recorded in the system and displayed in a report. {Manage} {Qualify} -
file type The format of an electronic file. {Manage} {Qualify} -
filter Selection that limits the data displayed in a report to a particular field item, such as a geographical location or cadre, or range of data, such as a date range. {Manage} {Qualify} limit
form A set of data entry fields that are completed to add information to a record. {Manage} {Qualify} -
full-time Employed for a standard number of hours of working time. {Manage} -
generate To create a report that displays the most up-to-date data contained in the system. {Manage} {Qualify} -
geographic information Refers to any geographical division, such as a country, region, district, state, province, county or sector. {Manage} -
geographic lists Standard lists of data pertaining to geographical locations that are used to populate dropdown menus. {Qualify} -
graduation Official completion of a training program or other educational program. {Manage} {Qualify} -
health worker A health professional who is a member of a cadre and provides health services in a country, either in the public sector or the private sector. -
health worker-to-population ratio A targeted number of health workers based on a ratio of one health worker per a certain number of people to be served. {Plan} targeted ratio
health workforce planner A role that has access to the projection creation and modeling functions but cannot configure the system or access user accounts; this is the primary user role for the system. {Plan} -
hiring date The date on which an open position is filled. {Manage} -
hiring decision The official decision whether to offer a job to an applicant. {Manage} -
home residence The address or geographical location where a person permanently lives, which may be different from the person's current residence. {Qualify} -
HR manager A manager of human resources personnel who is responsible for managing all system data and for ensuring that data in the system are complete, correct and up to date. {Manage} -
HR staff A data entry person in human resources who is responsible for entering and updating data in the system. {Manage} -
human resources management The organizational function that deals with issues related to people such as compensation, hiring, performance management, organization development, safety, wellness, benefits, employee motivation, communication, administration, and training. {Manage} HRM
identification Non-changing information (such as Social Security Number, national health insurance number or passport number) used to identify a person. {Manage} {Qualify} -
identification code A unique code used to identify a facility or training institution. {Qualify} -
import To bring data into the system from another source. {Plan} -
index number The number issued to a student when s/he enters a new pre-service training program. {Qualify} -
initial year of change The first year in a projection that a pool change takes effect; the initial year of change may be the same as the start year of the projection. {Plan} -
inspection The process of certifying that a health facility, private practice clinic or training institution is qualified to provide services. {Qualify} institution inspection
institution lists Standard lists of data pertaining to training institutions and health facilities that are used to populate dropdown menus. {Qualify} -
instructor The teacher of a training class. {Manage} -
intake An increase in the supply of workers due to employees entering the workforce. Also the process of entering a training program. {Plan} {Qualify} index
interview A formal meeting to assess the qualifications of a job applicant. {Manage} -
ISCO classification code A unique code that identifies a job classification using a standard coding system established by the International Standard Classification of Occupations (ISCO) for classifying professions. {Qualify} -
ISO numeric code The unique numeric code that identifies a country established by the International Organization for Standards (ISO). -
job A general set of qualifications, duties and responsibilities that matches a particular job description and has a unique job code. There may be multiple instances of the same job within an organization. {Manage} {Qualify} designation, post
job application The official submission of a form to apply for a job. {Manage} application
job classification A broad category used to organize jobs; the job classification may or may not be equivalent to the health cadre. {Manage} classification
job offer An offer to hire an applicant for a particular position and salary. {Manage} -
job responsibilities The duties expected to be performed by a particular job. {Manage} -
job structure The hierarchy of jobs within an organization. {Manage} -
job title The label used to describe a job, or a specific set of duties and responsibilities. {Manage} {Qualify} post title
language proficiency A person's reading, writing and/or speaking ability in a foreign language. {Manage} proficiency
license Certification that a health worker is eligible to practice in a country. The license must be renewed regularly, and a separate license must be obtained for each cadre in which the health worker intends to practice. {Qualify} -
license history A history of all licenses a health professional has held to practice in a cadre. {Qualify} -
license lists Standard lists of data pertaining to health worker licenses that are used to populate dropdown menus. {Qualify} -
license number The number issued with a license to practice as a health worker; this number may or may not be identical to the registration number. {Qualify} -
location selection Designates a country that is used for determining geographical location, rather than for a currency or nationality. {Manage} {Qualify} -
log in To enter a username and password in order to access the system. -
log out To stop using the system and disable access unless a correct username and password are entered. -
magic data Configuration data used in the system. -
major A person's primary field of study. {Manage} -
marital status A person's legal status, such as: single; married; divorced; widowed. {Manage} {Qualify} -
midpoint The average salary offered to new hires in a salary grade, which may not be equivalent to the true average of the salary range within that grade. {Manage} -
model The formula used to project workforce supply in future years based on the current supply of workers plus projected new workers minus projected losses. {Plan} workforce planning model
module A component of the system that performs a specific function and may be disabled or enabled. -
name history The history of a person's name changes due to marriage or other reasons. {Manage} {Qualify} -
nationality The country where a person is a legal citizen. {Manage} {Qualify} -
no access A role that prevents a user from accessing the system, or disables the user account. -
old applicant A person who previously applied for an open position, but who has not applied for any positions that are currently open. {Manage} -
old employee A person who previously worked for an organization but has left the organization. {Manage} -
open To mark a position as unfilled and available for job applications. {Manage} -
open position A specific position within an organization that is required for the organization to operate and that the organization is actively hiring to fill. {Manage} -
organization An employing institution, such as a company, government or nonprofit. {Manage} -
organization lists Standard lists of data pertaining to the organization that are used to populate dropdown menus. {Manage} -
out migration The process of a health worker leaving the country where s/he was trained in order to practice in a foreign country. {Plan} {Qualify} -
password A hidden phrase that provides secure access to the system. -
percentage change An annual change in the number of workers based on a percentage of the available number of workers leaving or entering the workforce. {Plan} rate of change
personal contact A person's home or personal mailing address and other contact information. {Manage} {Qualify} -
personal information Data about an individual captured in that person's record; includes personal data such as name, nationality and demographic information. {Manage} {Qualify} individual information
pie chart A circular graph divided into sectors proportional to the relative size of the quantities represented. {Manage} {Qualify} -
pool change A change applied to a cadre pool that calculates either an increase or decrease in the number of available health workers in that pool. {Plan} -
population The total number of people inhabiting a specific area, such as a country. {Plan} -
population growth rate The percentage by which the population of an area will grow annually. {Plan} -
population history A record of all populations entered in the system and the year for which the population was entered. {Plan} -
position An instance of a job that can be filled by one employee in one facility and represents one box on an organizational chart. -
position history A record of all positions an employee has held with the organization. {Manage} -
position list A report of all positions in an organization. {Manage} -
position status The status of a position as open, closed or discontinued. {Manage} -
position title A specific title different from the job title that defines one particular position within an organization. {Manage} -
position type A classification of a type of position, such as temporary, permanent, consultant, seconded, etc. {Manage} -
post date The date a position is opened for hiring. {Manage} -
practice type The type of registration issued to a health worker, generally temporary or permanent. {Qualify} -
primary country The country that is selected as the primary location for data in the system; more than one country may be set as the primary country. -
private practice license An additional license issued to a health worker who has applied to practice in a private clinic. {Qualify} -
projection A calculation of the workforce supply and required workers over time based on workforce data and assumptions made about future changes to the workforce that compares the supply to the requirements and shows the gap between the two. {Plan} workforce projection, graphical model
proposed end date Date at which funding or the role for a position is tentatively scheduled to end, as distinguished from the end date. {Manage} -
proposed salary The salary that is proposed for an open position before it has been filled; does not refer to the actual salary for the position. {Manage} -
qualification A competency, educational level or training that a person must have in order to perform a particular job. {Manage} {Qualify} -
reason for departure A reason given for leaving employment or changing positions within the organization. {Manage} -
record Collection of all data about one person stored in the system. {Manage} {Qualify} -
records officer A role that is responsible for basic data entry, including initial indexing and upgrades of health professional students entering training programs, tracking out migration verifications and demographic data entry. {Qualify} -
recurrence A regular repetition of a special payment, such as monthly or annually. {Manage} -
region A major subdivision of a country containing districts. {Manage} {Qualify} -
registration The process of applying for and being approved to practice professionally in a country. {Qualify} -
registration number A number that is issued when a health worker enters the profession within a particular cadre; the health worker retains the registration number as the primary identification number as long as s/he is licensed to practice in that cadre in the country. {Qualify} -
registration supervisor A role that is responsible for data entry related to licensing updates, including entering initial registration, issuing new licenses and license renewals, issuing and renewing private practice licenses, and registering and licensing foreign-trained health care professionals applying to work in the country. {Qualify} -
reinstatement The process of reissuing a license to a health worker after a suspension due to a disciplinary action. {Qualify} -
report Display of data from the system as a table or graphical chart; typically, filters can be set on a report to determine the range of data displayed. {Manage} {Qualify} -
report relationship A defined relationship between system forms on which a report is based. {Manage} {Qualify} -
report view A display of data as a table or chart that shows specific fields sorted or aggregated in a pre-specified way; filters may be selected to limit the data displayed in the report view. {Manage} {Qualify} -
requestor The person or group who requests that an employee complete a training course. {Manage} -
residence The address or country, district and county where a person is currently living; this may be different than the person's home residence. {Manage} {Quailfy} current residence
resumption The process of returning to a training program that was previously discontinued. {Qualify} -
retirement The point at which a worker permanently leaves the workforce, usually due to reaching a specific age. {Plan} -
retraining Occurs when an employee takes a training course again, either to reinforce necessary job skills or to make up for a poor prior performance. {Manage} -
return The process of abandoning data entered in the system without saving it. -
role Determines the activities that a user can perform within the system. -
salary The amount an employee is paid per year for a particular job. {Plan} {Manage} wage
salary change An increase or decrease in salary due to a raise or position change. {Manage} -
salary grade Defines pay ranges for one or more jobs. {Manage} grade
salary history A record of an employee's past and current pay. {Manage} -
salary increase The amount that a salary is increased each year, expressed as a percentage of the salary. {Plan} -
save The process of writing data to the system; saved data may be corrected or updated at a later point, but the original data are always retained. -
scatter plot A plot of the pairs of values in rectangular coordinates. {Manage} {Qualify} -
secondary school The school attended before entering a training institution, college or university. {Qualify} -
site The location where a training class is given. {Manage} -
source A monetary source for an employee's salary or special payments that is not the employing organization, such as a donor or nonprofit. {Manage} salary source
staff The employees of an organization or facility. {Manage} -
start date The date at which an employee starts working in a position; also the first date of a training class and the date when a license is issued. {Manage} {Qualify} -
start year The year in which a projection of the workforce begins, for which there is known workforce data. {Plan} base year
starting position The position that a person held when first employed by an organization. {Manage} -
starting wage The salary that a person earned when first employed by an organization; also the lowest salary in a salary grade. {Manage} start salary
static change An annual change in the number of workers based on a specific number of workers leaving or entering the workforce. {Plan} -
status The current condition of a facility, training course or program, such as open or closed. {Manage} {Qualify} -
sub-module A component that is part of a module and depends on that module to function; sub-modules may be enabled or disabled separately from their parent module. -
supervisor A position that manages one or more employees of a lower grade. {Manage} -
supply The actual number of workers available for deployment, calculated by adding the current stock to an estimate of the number and types of staff who will be available in the future. {Plan} -
supply history A record of all actual workforce supply data entered in the system, organized by supply year. {Plan} -
supply year The year for which the actual available number of workers is known, which is used as the basis for projecting future numbers of workers; ideally, the supply year is the same as the start year of the projection. {Plan} -
surname A family name or last name. -
suspend To revoke a health worker's license as a result of a disciplinary notice. {Qualify} -
system administrator A role that has full access to all functions in the system; this role is responsible for configuring the system and managing user accounts. administrator
target The number of health workers necessary to meet the health service need. Also a goal or proposed outcome for workforce plans or projections, such as to meet a specific need or staff up to a certain level. {Plan} goal, need, requirements
target history A record of all actual workforce target data entered in the system, organized by target year. {Plan} -
target year The year for which the required number of health worker positions is known, which is used as the basis for projecting future needed health workers; ideally, the target year is the same as the start year of the projection. {Plan} -
topic The subject of a training course. {Manage} -
training Refers to pre-service schooling to become qualified to practice as a health worker as well as to in-service training to upgrade or add to professional qualifications. {Manage} {Qualify} -
training course An in-service program offered by a training institution that enables an employee to update or add to skills necessary for performing a job. {Manage} {Qualify} course
training course category The broad subject area of one or more training courses. {Manage} -
training funder A nonprofit or other funding organization that pays for employees to take a training course. {Manage} -
training institution A school that offers one or more programs to train employees, especially health workers. {Manage} {Qualify} -
training manager A person who is responsible for managing in-service training programs for employees and updating employee competencies gained by training. {Manage} -
training program 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. {Plan} {Qualify} -
update To add new information to a record that supersedes information previously entered; a history of all updates is maintained and displayed in the record. {Manage} {Qualify} -
user A person who has access to the system. -
user account A record that enables a person to access the system via a username and password, and determines the role of the person in the system. account
username A unique name used by a user to access the system. -
value One piece of data recorded in a field in the system. {Manage} {Qualify} -
verification The process of verifying a student's qualifications before s/he is registered or verifying a health worker's qualifications who is applying for out migration. Also refers to the process of verifying a record with an outside source. {Qualify} -
verification change Notes a change made to a record as a result of verifying the record with an outside source. {Qualify} -
view To open and display a record. {Manage} {Qualify} -
work contact A person's work mailing address and other contact information. {Manage} {Qualify} -
workforce The total number of people available to work. {Plan} -
workforce planning A process to determine the policies and strategies to balance workforce supply and demand in order to have the staff in place to deliver the agreed-upon level of health care services over the long term (5 to 20 years). {Plan} -