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The OpenMRS Field Guide is a new and (very) incomplete resource that  aims to help implementers with the nuts and bolts of beginning and  sustaining a successful implementation of OpenMRS, from securing  electricity to maintaining data quality.

...



This page aims to complement existing resources such as

...

Wiki Markup
{html}<A href=" the [Implementation Overview|http://wikiarchive.openmrs.org/display/archivewiki/OpenMRS+_from+Scratch%22" mce_href="http://wiki.openmrs.org/display/archive/OpenMRS+from+Scratch" target="_blank">Implementation Overvie</A> {html}

and

Wiki Markup
{html}<A href="http://model.pih.org/electronic_medical_records" mce_href="Scratch] and [PIH model online|http://model.pih.org/electronic_medical_records" target="_blank">PIH model online</A> {html}

, highlighting details from actual experiences on the ground. Many of the topics in the Field Guide are not about OpenMRS per se, but about the myriad components of infrastructure and staff practices that must be in place for OpenMRS to function. If you find similar or complementary resources, please list them at the bottom of this page.

If you don't find what you're looking for in this general guide, please ask the implementers list. The list is full of people just like you who would like to answer your questions promptly.

Assessing Needs

Get the stories and work flows of:

  • Patients
  • Providers (doctors, nurses, clinical officers)
  • Data Clerks/Record Keepers
  • Lab and Pharmacy staff

Find out how all medical information is supposed to be managed, as well as how it is actually managed. Note that practices may vary seasonally, for example if the hospital is much busier due to increased malaria during rainy season or malnutrition before harvest.

People generally want to be positive in describing their work places, so you may need to ask multiple people multiple times. Get copies or pictures of all paper forms if possible. Figure out where (i.e. specific rooms and desks) data is recorded onto paper and by who. Write an overview of current practices and define specific shortcomings that could be addressed by using an electronic medical records system.

Project Design

The OpenMRS platform is flexible enough to support a wide variety of use cases or implementation models. To adopt and adapt the model that best fits your project, you will need to broadly consider assessed needs and available resources including access to basic infrastructure, hardware, community partners, and expertise of staff, volunteers, and available contractors. You may find it helpful to perform a

Wiki Markup
{html}<A href="],  highlighting details from actual experiences on the ground. Many of the  topics in the Field Guide are not about OpenMRS per se, but about the  myriad components of infrastructure and staff practices that must be in  place for OpenMRS to function. If you find similar or complementary  resources, please list them at the bottom of this page.

If you don't find what you're looking for in this general guide, please ask the [Template:Email:implementers|http://archive.openmrs.org/index.php?title=Template:Email:implementers&action=edit]mailing list (subscribe on the [community|http://archive.openmrs.org/wiki/Community] page). The list is full of people just like you who would like to answer your questions promptly.\\
| h2. Contents\[[show|javascript:toggleToc()]\]
* [1Assessing Needs|http://archive.openmrs.org/wiki/Field_Guide#Assessing_Needs]
* [2Project Design|http://archive.openmrs.org/wiki/Field_Guide#Project_Design]
** [2.1Collaborating with government and NGOs|http://archive.openmrs.org/wiki/Field_Guide#Collaborating_with_government_and_NGOs]
** [2.2If you have multiple sites, how will they be connected?|http://archive.openmrs.org/wiki/Field_Guide#If_you_have_multiple_sites.2C_how_will_they_be_connected.3F]
** [2.3Point of Care versus Retroactive Data Entry|http://archive.openmrs.org/wiki/Field_Guide#Point_of_Care_versus_Retroactive_Data_Entry]
** [2.4Vertical Program(s) versus primary or comprehensive care|http://archive.openmrs.org/wiki/Field_Guide#Vertical_Program.28s.29_versus_primary_or_comprehensive_care]
* [3Infrastructure Requirements|http://archive.openmrs.org/wiki/Field_Guide#Infrastructure_Requirements]
** [3.1Power Infrastructure|http://archive.openmrs.org/wiki/Field_Guide#Power_Infrastructure]
** [3.2Connectivity|http://archive.openmrs.org/wiki/Field_Guide#Connectivity]
** [3.3Security:|http://archive.openmrs.org/wiki/Field_Guide#Security:]
* [4Machines for entering, storing, and accessing data|http://archive.openmrs.org/wiki/Field_Guide#Machines_for_entering.2C_storing.2C_and_accessing_data]
** [4.1Server Requirements|http://archive.openmrs.org/wiki/Field_Guide#Server_Requirements]
** [4.2Work stations for retrospective data entry|http://archive.openmrs.org/wiki/Field_Guide#Work_stations_for_retrospective_data_entry]
** [4.3Work stations for point of care|http://archive.openmrs.org/wiki/Field_Guide#Work_stations_for_point_of_care]
** [4.4Mobile devices|http://archive.openmrs.org/wiki/Field_Guide#Mobile_devices]
* [5Installing OpenMRS|http://archive.openmrs.org/wiki/Field_Guide#Installing_OpenMRS]
* [6Constructing Forms: An iterative and non-trivial process|http://archive.openmrs.org/wiki/Field_Guide#Constructing_Forms:_An_iterative_and_non-trivial_process]
* [7Staff Requirements|http://archive.openmrs.org/wiki/Field_Guide#Staff_Requirements]
** [7.1Primary Implementer|http://archive.openmrs.org/wiki/Field_Guide#Primary_Implementer]
** [7.2Long term IT support|http://archive.openmrs.org/wiki/Field_Guide#Long_term_IT_support]
** [7.3Data Entry Clerks|http://archive.openmrs.org/wiki/Field_Guide#Data_Entry_Clerks]
** [7.4Data Managers|http://archive.openmrs.org/wiki/Field_Guide#Data_Managers]
* [8System maintenance and performance|http://archive.openmrs.org/wiki/Field_Guide#System_maintenance_and_performance]
* [9Reference_implementations|http://archive.openmrs.org/wiki/Field_Guide#Reference_implementations]
* [10Additional Resources|http://archive.openmrs.org/wiki/Field_Guide#Additional_Resources]
* [11Field Guide Contributors|http://archive.openmrs.org/wiki/Field_Guide#Field_Guide_Contributors] |
// <![CDATA[  if (window.showTocToggle) { var tocShowText = "show"; var tocHideText = "hide"; showTocToggle(); }  // ]]>

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=1]\]

h2. Assessing Needs

Get the stories and work flows of:
* Patients
* Providers (doctors, nurses, clinical officers)
* Data Clerks/Record Keepers
* Lab and Pharmacy staff

Find out how all medical information is supposed to be managed, as  well as how it is actually managed. Note that practices may vary  seasonally, for example if the hospital is much busier due to increased  malaria during rainy season or malnutrition before harvest.

People generally want to be positive in describing their work  places, so you may need to ask multiple people multiple times. Get  copies or pictures of all paper forms if possible. Figure out where  (i.e. specific rooms and desks) data is recorded onto paper and by who.  Write an overview of current practices and define specific shortcomings  that could be addressed by using an electronic medical records system.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=2]\]

h2. Project Design

The OpenMRS platform is flexible enough to support a wide variety of  use cases or implementation models. To adopt and adapt the model that  best fits your project, you will need to broadly consider assessed needs  and available resources including access to basic infrastructure,  hardware, community partners, and expertise of staff, volunteers, and  available contractors. You may find it helpful to perform a [SWOT analysis|http://en.wikipedia.org/wiki/SWOT_analysis" mce_href="] of your project. Major issues to consider include:

\[[edit|http://enarchive.wikipediaopenmrs.org/wiki/SWOT_analysis" target="_blank">SWOT analysis</A> {html}

of your project. Major issues to consider include:

Collaborating with government and NGOs

  • What are the reporting and regulatory requirements for the Ministry of Health? If you are working at a ministry of health clinic/hospital, it is important to begin talking with the ministry of health as early as possible to consider how your model could be replicated to other sites.
  • Are there other NGOs in the area that already use OpenMRS or would like to? Consider possibilities for sharing a system of unique national IDs, and/or sharing a concept dictionary so that medical information can be more easily transferred from one site to the next.
  • You should reach out to other NGOs by asking the implementers mailing list if there are any other implementers in your region. Whether or not you end up collaborating with them, it can be very helpful to communicate with a local experienced implementer during the design phase of your project.

If you have multiple sites, how will they be connected?

...

index.php?title=Field_Guide&action=edit&section=3]\]

h3. Collaborating with government and NGOs

* What are the reporting and regulatory requirements for the  Ministry of Health? If you are working at a ministry of health  clinic/hospital, it is important to begin talking with the ministry of  health as early as possible to consider how your model could be  replicated to other sites.
* Are there other NGOs in the area that already use OpenMRS or  would like to? Consider possibilities for sharing a system of unique  national IDs, and/or sharing a concept dictionary so that medical  information can be more easily transferred from one site to the next.
* You should reach out to other NGOs by asking the implementers mailing list ([Template:Email:implementers|http://archive.openmrs.org/index.php?title=Template:Email:implementers&action=edit])  if there are any other implementers in your region. Whether or not you  end up collaborating with them, it can be very helpful to communicate  with a local experienced implementer during the design phase of your  project.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=4]\]

h3. If you have multiple sites, how will they be connected?

* A central server with remote sites connected via internet.
* local server connected to work stations with a wireless local area network
* local server connected to work stations by ethernet cable
* A collection of sites, each with its own server, are connected by remote form entry module or sync feature.
* Paper forms are completed at remote sites and carried to a central location where they are entered into a local server. \\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=5]\]

h3. Point of Care versus Retroactive Data Entry

See [Point of Care|http://archive.openmrs.org/wiki/Point_of_Care] page.\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=6]\]

h3. Vertical Program(s) versus primary or comprehensive care

In the future it would be great to collect brief descriptions of  diverse implementation models that could use a case study format to  highlight how past projects have navigated these project design issues.  Maybe on the [Reference_implementations|http://archive.openmrs.org/wiki/Reference_implementations] page?

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=7]\]

h2. Infrastructure Requirements

Existing infrastructure is a critical factor in designing your  project. Implementing an electronic medical record can be a good  motivation to build infrastructure such as stable electricity or  Internet connectivity that has tangential benefits for other aspects of  the health facility. However, it is critical that project goals are  modest enough that they will be successfully implemented, embraced by  local staff, and have sufficient long-term financial support.\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=8]\]

h3. Power Infrastructure

OpenMRS is only as reliable as the power system that supports it.  Unless electricity is almost 100% stable in your area, you will probably  want at primary power source and a backup.
* If you are building an electrical system from scratch, use a  skilled electrician -- Poorly designed systems are unreliable and can  cost more in the long run. For example, systems that allow batteries to  discharge completely will dramatically shorten their lifespan. Worse,  improperly designed systems can be dangerous, especially with the high  currents that DC systems generate. Batteries should be properly  protected and vented. If you hire someone to install your power system,  check that they have proven competence in both computing and power  technologies.

* Think low maintenance -- In off-grid settings, low-maintenance  often means solar, since fuel and maintenance costs for generators  quickly offset upfront savings and are a major failure point for  projects. Batteries should be maintenance-free, sealed lead-acid gel  (SLA), preferably the AGM reinforced type. These are somewhat more  expensive than the "wet" or "flooded" cell batteries that require  regular maintenance and checkups, but are much more reliable in the long  term.

* Consider hybrid systems -- Hybrid systems allow batteries to be  charged by more than one power source; for example, both solar panels  and a generator, or generator and intermittent grid power. Although  hybrid systems are slightly more complicated and expensive to deploy,  the redundancy makes them more reliable. Reliability of your power  source will be particularly important if you are considering  implementing a [Point of Care|http://archive.openmrs.org/wiki/Point_of_Care] system.

* Include surge protection and voltage stabilization -- Generator  or partial-grid power can easily damage computers and networking  equipment. Spikes in power or low voltage are the most common cause. The  equipment to protect against this danger is relatively inexpensive,  readily available in most places and offers cheap insurance against  damage to more costly equipment. Therefore, these components should  always be used with an AC power source.

* Size systems carefully and conservatively -- Where power is  scarce, it is valuable. If you allow staff to use your powersource for  charging personal cell phones, dvd players etc, they will. Consider  isolating ICT power systems from others, particularly if your server  relies on a battery back up, make sure the battery only powers the  OpenMRS system.

* Build around locally available inputs. Imported parts that are  not available locally tend not to be replaced if they unexpectedly stop  working. Develop relationships with several suppliers of high quality  batteries, chargers, solar panels, etc.

 *Organizations that have helped OpenMRS implementers set up power systems:*
* Inveneo has worked with various OpenMRS implementers. They have a network of [certified ICT partners|http://www.inveneo.org/?q=partners] who can provide tools locally throughout much of Africa.
*  [SELF|http://www.self.org/] has helped install solar panels with diesel generator backup to power a  Partners in Health clinic in Rwanda and a Village Health Works clinic  in Burundi.
*  [Catapult Design|http://catapultdesign.org/projects/pv-for-health-clinics] has also helped health clinics in Rwanda install solar panels.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=9]\]

h3. Connectivity

How will you connect your work stations to your server?
* remote servers connected via internet. Work stations connected to internet via wireless router or ethernet cable
* local server connected to work stations with a wireless local area network
* local server connected to work stations by ethernet cable \\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=10]\]

h3. Security:

Some projects require significant investment to protect ICT and power infrastructure, while  others do not. Consider the context. Only local knowledge can guide this decision.\\
* Security should be as "passive" as possible (e.g. bars versus locking shutters).
* Metal, locking doors and bars on all windows.
* Baobab equips each implementation with a large, sturdy,  lockable metal cabinet to store the server, fans, and backup batteries.
* Avoid glass, especially at ground level.
* Relatively public locations can help minimize theft, but only if solid basic protections are in place.
* Solar arrays should be secured with locking frames. Based on  local conditions, wire mesh or other screening may be required to  protect glass from rocks, etc. If available, use impact resistant  panels.
* Widespread community support for the ICT system and/or the  services they support can help to minimize the likelihood of theft or  vandalism.
* A laptop may be more likely to be stolen because it is  portable and can be used for purposes other than the EMR. A desktop  computer is less portable, and a thin client such as a basic touch  screen may be less vulnerable to theft if it can't act as a stand alone  computer - i.e. can't function when it isn't connected to a central  server. Using a thin client has the added benefit of ensuring that staff  will use the device for work purposes rather than browsing the web,  making word documents etc.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=11]\]

h2. Machines for entering, storing, and accessing data

Once you have a good understanding of the kind of system you want to  set up, the amount of data you want to collect over time, and the type  of system your infrastructure (either pre-existing or built specifically  for this project) can support, you can select server and work stations  that meet your needs.\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=12]\]

h3. Server Requirements

Case studies: MVP Uganda Every day six people at two sites  enter a total of 80-100 forms with 20  obs per encounter per person per day. They have two sites accessing an  Inveneo server with 1 gig of ram. After about one year with 40K  encounters and 20k patients the server started to run slowly.

AMPATH Kenya (as of June, 2010): 230K patients 70m obs. Poweredge R510 Two Processor,E5540, 2.53/5.86,  8MB Intel Dual Socket Nehalem, 8 Memory modules 4GB 1333 MHZ. 40\+ people  accessing the system at a time.

HAS Haiti: 600k patients, 4.4 million obs.  Average entry of 150 forms and 1400 obs  per day. 12GB memory, Dual-Quad Core Intel Xeon 2.33GHz server.  Up to  11 users accessing the system simultaneously.

2Gig ram, 250gb hard disk.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=13]\]

h3. Work stations for retrospective data entry

If you intend for clinicians to enter data on paper forms that are  later entered into OpenMRS by data entry clerks, you estimate the number  of work stations you will need based on the amount of data you will  enter. As a general rule of thumb, it will take a data clerk about one  day to enter 80-100 forms with 20 observations per form (this general  rule may vary greatly from site to site). For retrospective data entry  you may use regular computers that range in cost from $300-$1,000.

Operating System Requirements: If you intend to use infopath (for formentry module or remote form entry  module), you will need to use the windows operating system.\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=14]\]

h3. Work stations for point of care

If you intend to build a point of care system, you should estimate  the number of work stations needed based on the number of clinicians or  clinic rooms. You might want to consider using thin clients or touch  screens, and may want to use mobile devices if for remote clinics. Such  devices range from $100 (for a j2me smart phone capable of running  OpenMRS) to $1,000 for some touch screen appliances.\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=15]\]

h3. Mobile devices

If you would like submit forms from the field, and do not need rich  access to patient data, you can do so with mobile devices that cost as  little as $20. Forms can be sent via SMS, GPRS or wifi. On the other end  of the spectrum are applications that run on more expensive smartphones  with features that are nearly equivalent to a regular OpenMRS  workstation, except on a smaller screen.

Read about the various mobile tools that integrate with OpenMRS on the [Mobile|http://archive.openmrs.org/wiki/Mobile] page.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=16]\]

h2. Installing OpenMRS

See [Step by step installation for implementers|http://archive.openmrs.org/index.php?title=Step_by_step_installation_for_implementers&action=edit].\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=17]\]

h2. Constructing Forms: An iterative and non-trivial process

* Consider various options for creating and submitting forms,  including html form entry module, xforms module, formentry module (uses  infopath) and remote form entry module (also uses infopath). \\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=18]\]

h2. Staff Requirements

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=19]\]

h3. Primary Implementer

* One dedicated IT person for at least a month or two, usually  full time. They need to know the whole stack (server maintenance, mysql,  tomcat, java etc.).
* Ideally, this person will work daily during the entire  implementation process with the local staff member who will eventually  be in charge day to day maintenance of the system.
* The level of expertise you need on site depends in part on  whether or not you have the Internet to get help from online resources  or remote developers.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=20]\]

h3. Long term IT support

Once OpenMRS is running smoothly, it is still necessary to have an IT  person on site or nearby who can respond to problems with the  infrastructure that OpenMRS relies on. Issues may arrise with:
* Electricity
* Connectivity to the internet and/or a local area network
* Computer viruses and basic computer problems (e.g. a mouse stops working)

Many organizations lack the internal skills to deal with these issues, so external support can be critical. In general:
* Budget for support and maintenance -- Annual maintenance cost is  usually 5% to 15% of the original total budget, as a rule of thumb, but  costs will vary significantly based on terms of contract.
* Avoiding problems is easier and less expensive than fixing  them. For example, to keep solar power systems working properly, it is  important to clean panels regularly.
* Teach users about proper equipment care -- New computer users  may inadvertently mistreat equipment. User training should include  basics about how to keep equipment in good working condition (e.g. to be  careful not to spill food or drink on keyboards, not to cut power to  equipment while it is running, etc.)  The overall goal should be to make  users feel a degree of ownership of the equipment.
* Define a tiered support strategy -- Train on staff system  administrator(s) on basic maintenance and troubleshooting and give them a  direct link to external expert support. Simple troubleshooting cheat  sheets can help in settings where system administrator turnover is high.
* Purchase pro-active site visits -- These visits are especially  useful during the first 3-6 months, when misuse or equipment failure is  most likely. Support providers can often be enlisted to provide  training, as needed, for system users.
* Buy support from whoever installed the system -- It can be hard  to identify the source of ICT problems, much less to assign  responsibility for fixing them. Purchasing support from the equipment  provider helps to avoid this challenge. Make sure you negotiate for both  up front.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=21]\]

h3. Data Entry Clerks

Many implementations use existing clerks. Some train cleaners to enter data.\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=22]\]

h3. Data Managers

If you have more than 4 ish data entry clerks, it is often useful to  train data managers to oversee the data entry clerks and ensure that  they are maintaining high data quality.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=23]\]

h2. System maintenance and performance

See [Step-by-Step_Performance_Tuning|http://archive.openmrs.org/wiki/Step-by-Step_Performance_Tuning]

For other bugs/issues, you might be best of contacting the [Template:Email:implementers|http://archive.openmrs.org/index.php?title=Template:Email:implementers&action=edit] mailing list.

Common Issue: The system slows way down every time I try to run a  report, making it impossible for the data clerks to enter data. Solution: Many large sites will replicate their database and generate  reports on the replicated database while continuing to enter data on the  primary database.

Common Issue: We frequently have to reboot our system due to tomcat out  of memory errors. Solution: The 1.5 release of OpenMRS fixed a few memory leaks, so  upgrading might solve your problem. You can download the release on the [Downloads|http://archive.openmrs.org/wiki/Downloads] page.

Common Issue: Running multiple instances of OpenMRS on a single server  slows things way down. Solution: If you are currently running multiple servers to support  multiple instances of OpenMRS, you might want to create a cluster and  virtualize each instance of OpenMRS so that they can run on the same  cluster.

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=24]\]

h2. [Reference_implementations|http://archive.openmrs.org/wiki/Reference_implementations]

Eventually this page will document reference implementations using a  case study approach aimed at sharing practical experiences in diverse  settings with new OpenMRS implementers.\\

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=25]\]

h2. Additional Resources

*  [EMR section of Partners In Health Model Online|http://model.pih.org/electronic_medical_records]
*  [Inveneo Primer on ICT Sustainability|http://www.inveneo.org/?q=sustainability_primer] This doc was salvaged, with permission, and re-purposed as the basis  for much of this Field Guide's section on dealing with hardware and  infrastructure.
*  [HackMySQL|http://hackmysql.com/documents] Simple and to the point documents on dealing with MySQL

\[[edit|http://archive.openmrs.org/index.php?title=Field_Guide&action=edit&section=26]\]

h2. Field Guide Contributors

[user:Isaacholeman|http://archive.openmrs.org/wiki/User:Isaacholeman] of \[[FrontlineSMS:Medic|http://medic.frontlinesms.com/]\] [Template:Email:isaac|http://archive.openmrs.org/index.php?title=Template:Email:isaac&action=edit] Insert non-formatted text here

Related Link:

[Solar panels|http://www.4solarpanels.com/]