This document outlines the Province Health Management Information System (SPHIMS) policy for South Province. The objectives of SPHIMS are to establish an integrated web-based health information system to improve healthcare planning, management, and decision making. The key components include health data collection, management, analysis and dissemination. Data will be collected from various public and private health facilities to monitor resources, administration and disease surveillance. Training and regular reviews will ensure effective use of the health management information system.

1. Province Health Management
Information System
South Province
Mohamed Afrah
Azlif Rauf
Ahmed Niyaz

2. Objectives
• Explain Purpose of the SPHIMS Policy
• Identify the goals of SPHIMS Policy
• Describe the scope of the SPHIMS Policy
• Define the Vision and Mission
• Describe the Key Components of SPHIMS

3. Objectives
• Identify Focal areas of the framework
• Describe the Institutional Setup
• Describe the Components of Provincial Health Office
• Describe the Roles of HMI Unit
• Explain the information flow in integrated web based
system

4. Objectives
• Identify the Types of information Gathered in
SPHMIS
• Explain the Advantages of HMIS
• Explain Data Collection Tools
• Identify the Levels of data collection and
functions

5. Objectives
• Explain Training and capacity building
• Explain Monitoring framework
• Explain Data analysis and information products
• Explain Dissemination and use
• Describe Evaluation /Annual performance review

6. Purpose of the SPHIMS Policy
• To establish a proper mechanism for collection of all
the relevant data to improve the healthcare
planning and management throughout the South
province
• To create well-functioning integrated web
connected information system in the South
Province.
• To provide better health information and
knowledge to better decision making for
improvement of health system in South Province.

7. Goals
• Integrate Healthcare Record Systems in the Province
• Improve Governance, Planning Administration and Management
of Health systems
• Improve the efficiency of health service delivery , both personal
care and public health services
• Develop a population health care base
• Achieve comprehensive privacy and confidentiality
requirements of the citizens
• Enable national monitoring and evaluation of health trends

8. Scope
The frame work will provide all the activities related
to health information system in South Province.
It includes:
 Private and Public Health facilities
 City Councils / Atoll Councils
 Private and Government Schools
 Non-governmental organizations.

9. VISION OF THE SPHMIS
“To perceive continuous improvement of the
health of the people of South Province through
effective use of information”.

10. MISSION OF THE SPHMIS
“To collect, collate and analyze a combination of health data
from various sources including health service delivery data
from all health facilities and communities using routine, eventbased, or survey data collection methods in line with national
norms and standards and international best practice, and
convert these into good quality and comprehensive information
for measuring and enhancing service delivery and health
impact for the population of South Province”.

11. Key Components of SPHIMS
• Health Information Coordination & Leadership
• Indicators
• Data Management
• Data Security
• Data Analysis & Information Product
• Data Dissemination & Use
• Health information System Resources

12. Focal areas of the framework
• Integrated web-based system
• Fax mail (Contingency)
• Public Health Unit
• Health Centers
• Regional Hospitals

13. Institutional Setup
PHO Policy Making Committee
HIMS Policy Making Committee
Island committee / Atoll Committee
•
•
•
•
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RH In charge
PHO In charge
City council President
Person Representing NGOs
Expert From National level
•
•
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PHO In charge
Expert From National Level
PHU In charge
HIMS Unit In charge
• PHU In charge
• Island Council Member
• HC In charge

14. Components of PHO
• Public Health Unit
• Health Information Management Unit
• Administrative Unit
• Finance & Procurement Unit
• Maintenance Unit
• IT Unit
• Training & Research Unit

15. Roles of HMI Unit
• Prepping, indexing and imaging all paper medical
records
• Analyzing the health record for completeness and
accuracy
• Quality Review of all imaged documents
• Development & administration of healthcare data
collection and reporting systems that ensure the quality,
integrity, availability, and preservation of data in
support of patient safety, privacy, confidentiality and
security

16. Information Flow By Integrated Web based System

18. Types of information Gathered in
SPHMIS
•
Administration and Finance
•
Surveillance

19. Types of information Gathered in
SPHMIS
•
Administration and Finance
–
–
–
–
–
–
–
Human Resource Management Information
Financial Resource Management Information
Facilities Management Information
Equipment Management Information
Transport Management Information
Pharmaceutical & other Consumables Management
Information
National Health Care Management Information
System

20. Types of information Gathered in
SPHMIS
•
Surveillance
– Socio-demographic Surveillance
Information
– Environmental Surveillance Information
– Disease Surveillance Information
– Health Systems Surveillance Information
– Nutritional Surveillance Information

21. Advantages of HMIS
• Identify health sector’s needs
• Make the required information available
• Ensure the reliability of available information
• Ensure the accessibility of available information to all
users
• Enhance the use of information in policy and programs
planning as well as routine monitoring and annual reviews

22. Advantages of HMIS
• Convert data to information to knowledge
• Properly manage the information
• Regulate collection and dissemination of health
information
• Maximum data security and Integrity

23. Data Collection Tools
• Vital Registration
• Census
• Surveys
• Integrated sentinel sites
• Research
• Integrated Disease Surveillance (IDS)
• Hospital Records

24. Levels of data collection and
functions
Administrative Level
Island
Atoll
Province
National
Function
Case finding: service delivery
Monitoring and supervision
Programme planning; Evaluation
Policy formulation

25. Training and capacity building
• Three prolonged approach to capacity
development/ strengthening in SPHMIS
– In service training
– On the job training and supervision
– Pre service training

26. Monitoring framework
• Results will be measured on all six dimensions of
performance namely access, equity, quality,
effectiveness, efficiency and sustainability.
• Quarterly reviews of health program data shall be
conducted, and appropriate remedial interventions
developed, where required.
• This will guarantee us improvements in the
monitoring and evaluation of health sector
performance and improved health outcomes.

27. Data analysis and information
products
• Provincial HODs shall be required to conduct an
analysis of the data reported by their Provinces for
each reporting period.
• This practice shall be cascaded down the health
system with Province managers, sub-province
managers and health facility managers carrying out
similar analyses for each reporting period.
• The National MoH shall implement the SPHMIS web
pivot reporting system.

28. Data analysis and information
products
• The provincial department shall at
minimum implement the SPHMIS web
pivot reporting system for offline use.
• All information products generated by
internal and external users must be
shared with the MoH in electronic
format.

29. Dissemination and use
• Data shall be used at the point of collection, prior to
being sent up to the next level of the health system.
• Data from the SPHMIS shall be used in the
development of all legislated plans of the health
sector namely:
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–
–
–
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Province Health Plans;
Provincial Strategic Plans;
Provincial Annual Performance Plans
National Strategic Plans and
National Annual Performance Plans.

30. Dissemination and use
• Data from the SPHMIS shall also be used in
monitoring and reporting on performance
against these plans.

31. Transforming data into
information and evidence

32. Evaluation /Annual performance
review
• HoD shall ensure that the Province convenes a
quarterly performance review session
• Public Health Unit In charge shall ensure that
the Department convenes a quarterly
performance review session
• The performance of Province is reviewed, and
remedial interventions are implemented to
improve service delivery where the data shows
inadequate performance.

33. Bibliography
Department of Health. (2011). District Health
Management Information System (DHMIS)
South Africa.
Policy.
Ministry of Public Health. (2006, June). National Health
Management Information System Procedure Manual.
Afghanistan.
World Health Organization. (2004). Developing health
management information systems: a practical guide
fordeveloping countries.
, Philippines.

34. Bibliography
World Health Organization. (2004). Developing
Health Management Information Systems: A
Practical Guide for developing Countries, World
Health Organization, Regional Office for the
Western Pacific.

35. Thank You!!