eMIS Injects Life into Advance Work Plan of FWAs and FPIs

eMIS Injects Life into Advance Work Plan of FWAs and FPIs

Erfatun Nahar, Family Welfare Assistant, Kaliganj, Jhenaidaha

Preparing work plan in the tablet is a pleasant experience. It saves a lot of time. Previously, after preparing the program, we used to go to the market for photocopying, then we would leave a copy at Upazila Health and Family  Welfare Centers for approval of FPI. We can prepare it now from our home and send it over Internet for approval. Having a Tablet means having the workplan at hand. I can peruse it any time I like.  The eRegister makes it such a big success.

Family Welfare Assistants (FWAs), employed by the Directorate General of Family Planning (DGFP), work in the rural areas. They have domiciliary responsibilities. They visit households in their catchment areas to serve their clients like eligible couples, pregnant women and children. They also counsel adolescents. They attend satellite clinics, community clinics and, for some activities, the Union Health and Family Welfare Centers (UHFWC). They are supervised by Family Planning Inspectors (FPI).

Recording and reporting

The FWAs use registers, forms and other type of official documents in discharge of their duties. They record daily activities in FWA Register, now digitized as FWA eRegister. At the end of each month, they prepare report of their monthly activities in a form called MIS1. Such reports are aggregated at different levels and become part of national reports.

Advance work plan

At the end of each month, the FWAs prepare an advance work plan for the coming month and submit that to Family Planning Inspector (FPI) or their supervisor. The FPI reviews and approves the workplan, after which it is forwarded to upazila (sub-district) manager (Upazila Family Planning Officer) who submit it to the district manager (Deputy Director Family Planning). The FPIs also prepare their workplan and submit that for approval of the upazila manager. The FPI needs to consult the work plan of supervisees for preparing own workplan. The paper trail involves several locations with distances apart in rural areas and the process could be cumbersome. The eMIS eRegister and eSupervision systems have made the preparation of work plan easy and added additional functionalities to this regular, perhaps a bit neglected, job. A digital work plan can be monitored for completion status daily. It is markedly superior to the paper form. The images below show the paper form and the digital form.

Advance Work plan of FPI - Handwritten
FWA workplan

Status of submission and approval

When the workplan is submitted by the FWA, the status  is shown in the monitoring tools – a web-based tool . The status would be: submitted, waiting for approval and not-submitted. In between, the workplan could be approved, returned for revisions and be submitted again for final approval. The supervisors, managers could follow the status in real-time. They can drill down and see the details of status of work plan of each employee and take actions, as necessary.

View it, print it, save in pdf format

The approved workplan replicates the paper form and is available to supervisors, managers from the monitoring site. It can be downloaded as a pdf file and be stored or printed. Another web-based tool shows the daily progress in terms of planned activities, which is based on the input provided by the users at the end of each working day.

Conclusion

The users have reported many benefits from using the digital tools (FWA eRegister, FPI eSupervision System) for performing their day to day work. The like to compare the digital work plan with an attendance register. Preparing the paper-based work plan was not easy. The providers had to run to the market for photocopying. Then they would visit UHFWC for submitting the copy. It would take some time to know whether the plans have been approved or not (including items requiring revisions). They can also record their activities each day with ease. And in turn, the managers are able to monitor their activities in real-time. There have been significant innovations to make their like easier and to make data collection robust, which goes a long way to serve the needs of their clients residing in rural areas.

Ershad Kamal, Family Planning Inspector, Meghna, Cumilla

Before e-registration, employees had to face a lot of difficulties to get their work plan approved. There were delays or non-submission as sometimes the workers failed to deliver it in person. The delay would impact the preparation of our own work plans. The eRegister brought the work plan online, we can easily approve it any time from anywhere. I can easily send my program to the Upazila Family Planning Officer. Previously, there were different kinds of hazards – taking photocopies, losing the paper document etc. eRegister has solved it all and it is so beneficial.

Credits:

The interviews of FPI and FWA were conducted by Kazi Md. Obaydul Haq of icddr,b.

By |2020-09-17T05:40:38-06:00 Published on August 29, 2020| Updated on September 17, 2020|Uncategorized|0 Comments

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