19.8 Example: user management in a health system

In a health system, users are logically grouped with respect to the task they perform and the position they occupy.

  1. Define which users should have the role as system administrators. They are often part of the national HIS division and should have full authority in the system.

  2. Create roughly one user role for each position.

Examples of common positions are:


Typical tasks

Recommended authorities


System administrators

Set up the basic structure (metadata) of the system.

Add, update and delete the core elements of the system, for example data elements, indicators and data sets.

Only system administrators should modify metadata.

If you allow users outside the system administrators team to modify the metadata, it might lead to problems with coordination.

Updates to the system should only be performed by the administrators of the system.

National health managers

Province health managers

Monitor and analyse data

Access to the reports module, the GIS , Data Quality apps and the dashboard.

Don’t need access to enter data, modify data elements or data sets.

National health information system division officers (HISO)

District health records and information officers (DHRIO)

Facility health records and information officers (HRIO)

Enter data that comes from facilities which are not able to do so directly

Monitor, evaluate and analyse data

Access to all the analysis and validation apps

Access to the Data Entry app.


Data entry clerks