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Business Hours
Days Hours
 Monday - Friday  08:00 - 16:45
 Lunch Time  13:00 - 14:00
* We shall observe all holidays as stipulated by the Government of Swaziland

Contacts
Physical Address: Cooper Centre Office 106, Mbabane, Swaziland

Postal Address: P.O Box 5 Mbabane, Swaziland

Phone: 2404 7712

Fax: none

HMIS - Our Projects ...pg 2

The Health Management Information System (HMIS) unit under Strategic Information Department (SID) of Ministry of Health (MoH) is the custodian of all Health Information Systems in Swaziland. Swaziland has a variety of systems which HMIS is working towards intergrating all these into one system.
This review will not only aid us in understanding what the weaknesses of the routine health information system are, but it will also provide us with the building blocks for the restructuring of information systems in the health sector.", Mrs Zanela Simelane, HMIS Manager – 2012
HMIS Systems Review 2013 :
  1. HMIS Database
  2. RxPMIS
  3. DISA LIS
  4. MSDS (Malaria Surveillance Database)
  5. IT Support Database
  6. Immediate Notification System
  7. Human Resource Information System
  8. RxSolution
  9. DR-TB Management System
  10. Commodity Tracking System

IT Support Database

IT Support Database
System Description
This system is responsible for aiding in the management and reporting of computer hardware and software faults within the Ministry of Health. The users of the system are officers from the Strategic Information Department and also technicians stationed at each site around the country.

The system is a Microsoft Access based application, contained in a single file. The file is hosted on shared drive within the government network. Concurrent modification and access to the system is thus not possible, however according to consulted users of the system, simultaneous editing of the file which could result in conflicts of the data contained therein has not been an issue to this point.

System Modules
The user interface consists of a landing page and 2 main forms, which then lead to a few, not more than 6, smaller forms that allow for management of further sub detail. The first main form is used for the management of all of the hardware and software procured by the department. These combined are referred to as supplies. From this form, supplies are added and removed, and their locations are updated as they are moved around. The system also contains information of logged troubleshooting jobs performed.

The second main form is used for the management of the issues that occur with each of the supplies, within the system referred to as jobs. Each job is added, assigned to a technician, and further on set as resolved on this second main form. From here technicians can be added, and a more detailed account of each job can be seen.

System Platform
1. Server Operating System: Windows Server
2. Database: Microsoft Access
3. Programming language: VB.NET Technology: ASP.NET
4. Type of application (Desktop/Web-based/client server/standalone): Single-user/standalone Web server:N/A
5. Delivery channel: Internet/Extranet/Intranet: N/A
6. Reporting module: None Comment: Reports created using Microsoft Excel via ODBC link
7. Data exchange module: None Comment:
8. Source/Development: Developed In-house

Dimensions of Quality
1. Flexibility: There is no way to modify any part of the system  ...more details...  without affecting other parts of the system such as related forms, tables and queries. The system would need to be migrated to a different relational database management system (such as Microsoft SQL Server) to allow for concurrent user access.
2. Accessibility: The system has no inbuilt standard reports. The  ...more details...  database platform (Microsoft Access) on which the system is running provides very flexible export functionality to various database software and data sources using ODBC.
3. Reliability: No ownership has been assigned for this system.  ...more details...  The system therefore is not updated on a regular basis due to its limitations with regards to where and how it can be accessed. The integrity of the hardware and software information stored on the system is not regularly reviewed and validated.

There are also no data validation routines that ensure the quality of captured data.
4. Efficiency: The system has a user friendly interface. It  ...more details...  consists of a landing page and 2 main forms, which then lead to a few, not more than 6, smaller forms that allow for management of further sub detail.

The first main form is used for the management of all of the hardware and software procured by the department. These combined are referred to as supplies. From this form, supplies are added and removed, and their locations are updated as they are moved around. The system also contains information of logged troubleshooting jobs performed.

The second main form is used for the management of the issues that occur with each of the supplies, within the system referred to as jobs. Each job is added, assigned to a technician, and further on set as resolved on this second main form. From here technicians can be added, and a more detailed account of each job can be seen.
5. Effectiveness: There is no available knowledge transfer material  ...more details...  for the system such as training manuals. A self-help module also does not exist.
6. Saliency: There is no design documentation for the system.  ...more details...  However, the system design is very simple and can be easily understood by anyone with knowledge of Microsoft Access.
7. Availability: The system is only available over the shared  ...more details...  drive which makes it impossible to access at facilities outside the government network on which the MOH network relies.
8. Performance: The connection to the MOH server at the  ...more details...  Government Computer Services (where the Health Server is located) from National HMIS office is very slow. There are frequent periods when the server is in-accessible. Accessing the system is very slow over the network.
9. Scalability: The network can hardly support the current  ...more details...  needs of the HMIS. Bandwidth will need to be increased for the connection from the National HMIS to the Government Computer Services.
10. Efficacy: Due to the unavailability of the systems design  ...more details...  documentation, it could not be determined whether the system actually meets the objectives that were set out during its design.

It can just be noted that the reports generated from the system consist of daily, weekly and monthly summaries of the various jobs performed, as well as their status and those either completed or unresolved. These are automatically generated excel files, which also give further information within a given time period regarding the amount of jobs each technician had been assigned, and how many they had completed, as well as the amount of jobs coming from within each separate district. Any further information that is required can be easily attained by adapting a script so as to further generate a report within the Microsoft Access application.

The inventory of existing hardware and software is however incomplete and likely to be outdated.
11. Security: There are no security measures taken to ensure  ...more details...  that only authorized users can access the information in the system.
12. Interoperability: The system uses no standards to ensure  ...more details...  interoperability and seamless integration with other systems.

Immediate Notification System

Immediate Notification ...
System Description
The Immediate Notification System was designed by Ministry of Health through support from the Management Sciences for Health (MSH) organization. Currently it is hosted by the Emergency Preparedness and Response (EPR) Unit which is also the only place where it was deployed.

Since the system is hosted at the Emergency Preparedness and Response (EPR) Unit, health workers at facilities are required to call the toll free number 977 to report noticeable conditions and personnel from the EPR system then capture these cases onto the system. Once a case has been captured into the system, the system triggers a short message which is sent to relevant personnel notifying them of the registered case.

System Modules
The interface of the system is divided into three sections and all these sections are visible in the main page:
  • Main Menu
  • Content Display
  • System Menu

System Platform
1. Server Operating System: Windows Server
2. Database: Microsoft SQL Server 2005
3. Programming language: VB.NET Technology: ASP.NET
4. Type of application (Desktop/Web-based/client server/standalone): Web based/Client Server Web server:IIS 6
5. Delivery channel: Internet/Extranet/Intranet: Local Area Network
6. Reporting module: None Comment: Reports created using Microsoft Excel via ODBC link
7. Data exchange module: None Comment:
8. Source/Development: Developed In-house

Dimensions of Quality
1. Flexibility: The system also uses the separation of concerns  ...more details...  software design principle in that the application logic, presentation layer and data access layer have been clearly separated. This allows for modification parts of the system with minimal effects to other parts of the system.
2. Accessibility: The system is deployed on a local area network,  ...more details...  which means that only workstations with the EPR local area network are able to access the information. The system is accessible over standard web browsers such as Mozilla Firefox, Internet Explorer, Google Chrome, Mozilla Firefox etc.

The system has no module for reporting. Data is exported to Microsoft Excel for data analysis.
3. Reliability: Data validation routines are not enforced in the  ...more details...  system. There are no data quality reports to monitor the level of data quality for data already in the system. The quality of reported data in-terms is only verified during data quality assessments which are quarterly, hence there is no way to ensure that all cases are reported to the EPR office for capture into the system.
4. Efficiency: The user interface is somehow straight forward  ...more details...  to navigate, however the descriptions of tasks that are available for users to perform are not very intuitive for novice users of the system.

The system automates workflows by notifying relevant owners of the business processes from case identification of noticeable conditions to closure using SMS technology via a GSM modem. It however creates duplication of data capturing as the cases are also recorded on registers at the facilities where they are identified. There needs to be a way to ensure that data is captured once, preferably at its source and then shared.
5. Effectiveness: The system provides no warning and error  ...more details...  messages. It also does not offer any self-help for users to troubleshoot common problems.
6. Saliency: Design documents are available for the system.   
7. Availability: The system is a bespoke application that was  ...more details...  developed in-house, through the support of MSH.
8. Performance: There have been reported cases where there  ...more details...  were no SMS notifications sent out to the relevant authorities. It could not however be determined whether this was as a result of the modem or failure of another piece of hardware within the EPR network or externally as a result of the mobile network operator. The root cause of these incidents would need to be determined.
9. Scalability: This system does not handle very large volumes  ...more details...  of data; however the system may need to be deployed over the government network to allow for facilities to access the system themselves and log the cases.
10. Efficacy: The system does ensure timely identification,  ...more details...  investigation and closure of cases of noticeable diseases. The reporting module may need to be strengthened to allow for trends that may inform MOH programing to be analysed.
11. Security: The system provides no page for users to log-on  ...more details...  to the system. There are therefore no role based permissions in the system and any user can view all the available information in the system.
12. Interoperability: The system uses no standards to ensure  ...more details...  interoperability and seamless integration with other systems.

Human Resource Information System

HR-Information System
System Description
This is a system was developed with the aim of generating reports so as to aid and assist management in monitoring of the available vacancies, current employees and previous employees in the department of health. It is a standalone single user system, and user generates weekly reports that are used in meetings to aid the planning and resolving of various human resources related matters.


System Modules
  • Currently there are two versions of this system, one is a Microsoft Access application and another is an SQL Server based application. The Microsoft Access application is currently being phased out.
  • It consists of one main form, from which various parameters can be set to filter the available post listings, an example of such being dates, locations, institutions, or personnel IDs; and details regarding the available vacancies and currently occupied posts according to the entered parameters are returned. Reports are also based on these filters.
  • Searching for employees is also a function available in this system, and one can see various details including but not limited to, their respective history within the department, their remuneration, their current work location and so on.
  • Currently, the data regarding each employee's enumeration is not housed in this database, and the system integrates with another system so as to attain that data. The next integration scheduled to be done will be one that provides each employee's leave history as well.
  • The interface is geared towards outputting reports, and as such does not involve many forms or intricacies. The main form as mentioned provides an entry screen to capture various parameters and then attain the desired information in a table format which is later used for analysis.

System Platform
1. Server Operating System: Windows Server
2. Database: Microsoft Access
3. Programming language: VB.NET Technology: VB
4. Type of application (Desktop/Web-based/client server/standalone): Desktop/Standalone Web server:IIS 6
5. Delivery channel: Internet/Extranet/Intranet: N/A
6. Reporting module: Microsoft Access Reports Comment:
7. Data exchange module: None Comment:
8. Source/Development: Developed In-house

Dimensions of Quality
1. Flexibility: There is no way to modify any part of the system  ...more details...  without affecting other parts of the system such as related forms, tables and queries. The system would need to be migrated to a different relational database management system (such as Microsoft SQL Server) to allow for concurrent user access.
2. Accessibility: Users use Remote desktop services to access the  ...more details...  database file. The system also does not allow concurrent access to the database. Standard reports are available in the system and are very easy to print.
3. Reliability: There have been reported data quality issues  ...more details...  with the data as there is a connection to the Civil Service database that pushes employee data into the HRIS. The data needs to be cleaned at the source because even if the data in the HRIS system is updated the next time the system loads updates from the civil service, the old data is given a time stamp and archived. The new data set (which is unclean) becomes the current dataset.
4. Efficiency: The system has very minimal screens as users  ...more details...  can only update any other part of the employee and post records except that which has been imported from the Civil service database. Filtering and searching of employee and post records is very straight forward.
5. Effectiveness: The system has data validation routines that run  ...more details...  before data is saved into the database. There is however no self-help module. Knowledge transfer materials such as user manuals could not be found.
6. Saliency: Design documents are not available for the  ...more details...  system. The system uses a number of links to external databases such as the Facility Master Database and the Civil Service database. There are complex queries that run to refresh the data in the database. There is no documentation for how these take placed.
7. Availability: The system is a bespoke application that was  ...more details...  developed in-house. There are no planned upgrades to the system as it is currently being phased out. A new system will be replacing it.
8. Performance: Connections from the National HMIS office are  ...more details...  very slow. Opening the application takes some time.
9. Scalability: Not applicable as the system is being phased out.   
10. Efficacy: The available management reports play a pivot  ...more details...  role in senior management human resource planning within the MOH.
11. Security: The system has Microsoft Access database level  ...more details...  security configured using work group files. Once a user logs in however there are no role based permissions. The system currently does not keep an audit trail to keep track of which user made changes to which data.
12. Interoperability: The system uses no standards to ensure  ...more details...  interoperability and seamless integration with other systems.