Data Managers

  E4H KPTA: Validating the Human Resource Management Information System in Four Additional Districts for Effective Human Resource Management

Programme Overview 

Evidence for Health (E4H) is a Foreign, Commonwealth & Development Office (FCDO)-funded programme aimed at strengthening Pakistan's healthcare system, thereby decreasing the burden of illness and saving lives. E4H provides technical assistance (TA) to the Federal, Khyber Pakhtunkhwa (KP), and Punjab governments, and is being implemented by Palladium along with Oxford Policy Management (OPM). Through its flexible, embedded, and demand-driven model, E4H supports the government to achieve a resilient health system that is prepared for health emergencies, responsive to the latest evidence, and delivers equitable, quality, and efficient healthcare services. Specifically, E4H delivers TA across three outputs: 

Output 1: Strengthened integrated health security, with a focus on preparing and responding to health emergencies, including pandemics. 

Output 2: Strengthened evidence-based decision-making to drive health sector performance and accountability. 

Output 3: Improved implementation of Universal Health Coverage, with a focus on ending preventable deaths. 

Background 

The Government of Khyber Pakhtunkhwa (KP) is implementing its Good Governance Reform Roadmap, with health sector priorities focused on digitisation, accountability, and workforce performance. The ongoing Health Policy revision positions integrated information systems as central enablers of efficient service delivery and HR management. 

To operationalise this vision, the Department of Health (DoH) developed the PC-I for the Health Information & Service Delivery Unit (HISDU) as the provincial hub for digital health governance and data use. These directions are aligned with Pakistan’s HRH Vision 2018–2030 and the Essential Package of Health Services (EPHS). 

Phase I of the HRMIS TA was initiated by the DoH to address incomplete, fragmented, and unreliable HR data, which constrained evidence-based workforce planning and governance. With E4H support, HRMIS was validated and functionalised in five pilot districts (Swat, Mardan, Abbottabad, Karak, and Khyber). The outcome of Phase I was a functional HRMIS producing readily available analytics for HR planning. This included validated staff headcounts, gender distribution, cadre and BPS composition, education levels, tenure, and projections of upcoming retirements. These insights have enabled better HR planning for recruitment, training, and transfer/posting decisions, as well as highlighting workforce equity and distribution challenges. 

Phase II builds directly on these foundations, expanding HRMIS validation and functionalisation to four NHSP-prioritised districts (Haripur, Malakand, Kohat, and Chitral Lower). This phase will apply Phase I tools and governance mechanisms, embed district data managers, and ensure department-led oversight (which will eventually transition to HISDU upon its establishment) via the TWG. It will consolidate lessons from the first phase, strengthen handover arrangements to ADG HR, and provide reliable HR analytics to inform NHSP implementation, equitable workforce deployment, and service delivery improvements. 

Problem Statement 

HRMIS data in KP remains incomplete, duplicated, and inconsistent, with many districts still relying on manual systems. Limited integration with national datasets and regulatory councils constrains evidence-based workforce planning and deployment. District-level ownership is weak, requiring continued mentoring and oversight. Phase I of the HRMIS validation was an essential step in establishing reliable workforce data, generating analytics for planning and deployment, and creating the tools and governance mechanisms needed for future scale-up. However, without expansion to additional NHSP-priority districts (and eventual province-wide scale-up) and stronger DoH/TWG-led governance, HRMIS risks remaining fragmented and underutilised for policy and service delivery decisions. 

Goal and Objective(s) 

The overall goal of this technical assistance is to expand and institutionalise the HRMIS in additional NHSP prioritised districts, ensuring complete, accurate, and timely Human Resources (HR) data that enables evidence-based workforce planning, effective management, and improved governance at both provincial and district levels. 

We will achieve this by pursuing four objectives: 

Objective 1: Validate and functionalise HRMIS in four NHSP-priority districts using tools, SOPs and coordination mechanisms developed in Phase I. 

Objective 2: Support the DOH in applying validated HRMIS data for evidence-based workforce planning, equitable deployment, and performance management. 

Objective 3: Strengthen analytics and data use to guide strategic HR decisions, while ensuring periodic updates and continuous quality improvement of HRMIS data across both newly targeted and previously validated districts. 

Objective 4: Build sustainable capacity of DoH staff and the HRMIS TWG, to maintain, update, and effectively use HRMIS for policy and planning. 

Strategic Approach 

Contributions to health systems strengthening 

This technical assistance supports the Government’s Good Governance Reform Roadmap and the Health Policy revision, both of which prioritise digitisation and accountability in service delivery. By expanding HRMIS validation and functionalisation to additional NHSP districts, and embedding oversight within DOH and the HRMIS TWG, the TA will improve the availability, quality, and routine use of HR data for planning and governance. This will enable evidence-based workforce deployment, equitable distribution, and stronger accountability, reinforcing the broader shift toward integrated digital systems as the foundation of a more efficient and resilient health sector. 

Alignment with other E4H TAs/investments 

Phase II directly builds on E4H’s earlier support that validated and functionalised HRMIS in five pilot districts. It applies the same SOPs, tools, and governance mechanisms to additional districts, ensuring continuity and scale-up. The TA complements E4H’s parallel investments in governance, digitalisation, and evidence use including district action plans (DAPs), strengthening DHPMTs, and expanding facility-level budgeting, creating synergies for system-wide strengthening. 

Alignment with other donors (if relevant) 

This technical assistance is closely aligned with the World Bank–funded NHSP, which prioritises strengthening HR systems and service delivery in selected districts. By expanding HRMIS validation to NHSP-targeted districts, the TA directly complements World Bank investments and ensures coherence in data systems and governance reforms. 

Scope of Work and Methodology 

Building on Phase I, a team of consultants will support the DOH KP in expanding HRMIS validation and functionalisation to four additional NHSP-priority districts (Haripur, Malakand, Kohat, Chitral Lower). The scope of work focuses on improving HR data quality, standardisation, and system use, while aligning with national HRH datasets, approved staffing structures, and HISDU-led reform priorities. The team will work in close coordination with the Additional Director General (ADG) - HR, who is designated as the focal person for this TA to ensure institutional ownership, effective communication, and alignment with the Department’s HR governance structures. 

Planning and Inception 

Adapt the existing workplan from Phase I (in Excel format) within one week of contract signing, outlining roles, responsibilities, and timelines. Compile and confirm the list of HRMIS focal points already nominated by the DG Office. Review Phase I tools, SOPs, and data dictionaries to ensure alignment with Phase II. 

Orientation and Capacity Building 

Organise a one-day orientation workshop for District Health Officers (DHOs), Medical Superintendents (MSs), and nominated HRMIS focal points. Conduct sessions on HRMIS structure, standard data collection tools, sanctioned post and position codes, and data entry protocols. Provide opportunities for participants to engage with E4H-supported data managers, who will be embedded in districts to support ongoing implementation. 

District-Level Implementation 

Deploy district-based data managers to work with DHOs, MSs, and HRMIS focal points. Conduct facility-level validation of HR data, including sanctioned and filled posts, cadre distribution, and position codes. Identify and resolve errors, duplications, and missing information, ensuring continuous synchronisation with the provincial HRMIS. Provide fortnightly progress updates to the provincial HRMIS team. 

Provincial-Level Oversight and Support 

Provincial team will provide ongoing oversight, technical guidance, and troubleshooting.Ensure HRMIS data remains aligned with national datasets, provincial requirements, and integration protocols. Periodically review HRMIS analytics generated from both newly targeted and previously validated districts to ensure their application in workforce planning, deployment, and HR management functions (including links to the Sustainable Training System). Conduct regular visits to the districts to check compliance with agreed HRMIS standards, verify that analytics are being generated and used, and provide hands-on backstopping support. These visits will be undertaken with or without the ADG HR and his team, ensuring continuous provincial-level monitoring. 

Monitoring, Review, and Continuous Improvement 

Clear institutionalisation approach for this technical assistance, with emphasis on responsible handover. The scope will include transfer of skills and capacities through the sustainable training support to DOH approach, including final transition through government resources. District focal points will be engaged and hands-on trained during implementation to ensure sustainability beyond the TA period. Convene bi-monthly review meetings under the HRMIS TWG to assess progress, address challenges, and review analytics for workforce planning and policy decisions. Ensure HRMIS is continuously updated, quality assured, and used routinely as a management tool at district and provincial levels. Provide recommendations for continuous quality improvement and sustainability of HRMIS. 

Sustainability: Capacity Building, Institutionalisation, and/or Transition Planning 

This technical assistance will strengthen the skills of district HRMIS focal points, DHOs, and MSs through orientation workshops, hands-on mentoring by embedded data managers, and continuous backstopping from the provincial team. This will ensure that government staff are able to validate, update, and routinely use HRMIS for planning and management without external support. By working under the leadership of the ADG HR as focal person, and embedding the HRMIS processes within the Department’s existing HR structures, the technical assistance reinforces government ownership. Bi-monthly review meetings under the HRMIS TWG will ensure that HRMIS-generated analytics become a standard input into provincial and district workforce planning and policy decisions. Over the course of implementation, responsibility for HRMIS maintenance and use will progressively transition to district and provincial government staff. Embedded consultants will gradually shift from direct implementation to a coaching and oversight role, enabling government counterparts to independently sustain HRMIS operations beyond the life of the TA and after E4H closure. 

Deliverables

The consultant will work to achieve the following deliverables:

1. Validated Data Sheet Duly signed by the respective DHO and MS
2. Validated Data Sheet Duly signed by the respective DHO and MS
3. Validated Data Sheet Duly signed by the respective DHO and MS.
4. Facilitate and support the conduct of periodic review meetings with the DHO and MS, held at least once every two months, ensuring that a minimum of three formal meetings is convened and documented with official minutes.

Timeline and Days

The level of effort for the role is 108, working days from September – March 2026.

Requirement

Technical Expertise

• Bachelor’s or Master’s degree in social sciences or related field with up to 5 years of experience.
• Familiarity with HR datasets, workforce records, and digital platforms like HRMIS.
• Proficiency in microsoft excel, google sheets, and data entry tools.
• Ability to liaise with facility and district-level staff to reconcile data and document field-level MOVs.
• Experience in cross-referencing datasets from payroll, sanctioned post lists, facility HR records, and HRMIS platforms.
• Skilled in identifying data discrepancies, cleansing processes, and preparing structured datasets for analytics.
• Local candidates will be given priority consideration.

Competencies

• Accuracy and attention to detail
• Good interpersonal and coordination skills
• Ability to manage field data collection under time constraints
• Report writing and mov documentation
• Comfortable working independently and collaboratively with district teams