NTERNAT ONAL MEDICAL INFORMATIGS^SSUTSMniNW 5 *

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1 NTERNAT ONAL MEDICAL INFORMATIGS^SSUTSMniNW 5 * ; '. ";.- V: ' 1 fe'c'.f'^^^^^ft w -. Special Interest Group of the International Federation for IhrbrmitibrVFroclsSing Dr. Mikko KORPELA Univ. of Kuopio Computing Center PL 6 SF Kuopio Finland EC/JW/vd/ Leuven, FAX : Dear Dr. Korpela, I am pleased to announce that the IMIA Board and the General Assembly have approved the organization of the HELINA Conference during their meetings in Washington, DC November 15-17, In order to encourage your initiative a grant of 2000 Swiss Franc was approved for the Organization of the Conference. This is only a small amount but I hope that this will help to find some other funds, especially with FINNIDA. Dr. Salah Mandil has accepted to help you further to define the Programme of the Meeting. The Chairman of the Publication Gee of IMIA, Prof. dr. ir. J.H. van Bemrael has already taken steps with Elsevier North Holland Publ. for the publication of the Proceedings under the sponsorship of IMIA. Dear Dr. Korpela, I sincerely hope that you will find further the support to organize this important International Symposium on Health Informatics in Africa, HELINA in March On behalf of the Board of IMIA and the General Assembly, I thank you once more for all your efforts and I wish you all the success that you deserve. Sinceqely/Yours, Prc/fL^BfT J. L. WILLEMS President, IMIA - cc. : Dr. Salah Mandil Prof. dr. ir. J.H. van Bemmel Prof. Dr. B. Solheim, Secretary of IMIA Prof. Dr. A. Bakker, Treasurer of IMIA Prof. Dr. D. Sigulem, New Chairman of WG9 of IMIA President: J L. Willems (Belgium) Vice President: F. Roger (EFMI) Trustee: Z. Ouyanq (PR China) Past President: S Kaihara (Japan) Vice-President: V. Yacubsohn (IMIA LAC) J. Michel (GDR) Secretary: R. Salamon (France) M.J Ball (USA) Treasurer: A R. Bakker (Motherland) J.R. Scherrer (CM) J. Flint (Canada) IMIA Secretariat c/o IFIP Secretariat, 16 Place Longemalle CH-1204 Geneve, Switzerland

2 First International Working Conference on Health Informatics in Africa HELINA' April 1993, Ile-Ife, Nigeria Organized by International Medical Informatics Association (IMIA) jointly with Obafemi Awolowo University Teaching Hospitals Complex, Ile-Ife, Nigeria Computer Science Department, Obafemi Awolowo University, Ile-Ife, Nigeria Computing Centre, University of Kuopio, Finland and other prospective co-organizers, co-sponsors and supporters The plan was prepared by the Overseas Bureau at University of Kuopio.

3 16/01/92 15:23 KUOPION YO. ATK-KESKUS p.02 Plan HELINA'93 Conference 1 I. General information The Board and Annual Meeting of the International Medical Informatics Association (IMIA) decided In November 1991 to organize the HELINA'93 conference, on the initiative of the other joint organizers. The realization of the decision is conditional on whether enough funds are confirmed by the time of MEDINFO'92 in September General Information about the objectives, target audiences, venue and organizers can be found in the First Announcement. The purpose of this plan Is to provide operational information for potential co-organizers, cosponsors and supporters. The Technical Committee 9 'Computers and Society 1 of the International Federation of Information Processing (IFIP) has already earlier given its support in principle. More support will be acquired before the International Programme Committee meeting in September 1992, After that, the Final Announcement will be released, with the full list of participating institutions and their logos. The IPC will be supplemented by representatives of new sponsors and organizers until September II. Tentative programme The International Programme Committee will approve the programme in September 1992, after reviewing the extended abstracts of papers submitted before end of July. The following is a tentative programme to inform the organizing work. The programme starts on Monday afternoon by discussing the meaning of "Informatics" and its relation to Health Care Delivery, Tuesday is dedicated to National Health Information Systems and other general topics, and the whole of Wednesday to Informatics in support of the Primary Health Care. Thursday is reserved for Hospital Information Systems. Friday morning starts with a real-life demonstration of a Hospital Information System at the Obafemi Awolowo Teaching Hospitals Complex. In the afternoon the discussions are drawn together, problems and trade-offs are pointed out, as well as the potentialities and future tasks arc identified. Finally a resolution is made on continuation of the Conference and the cooperation in general. Each session starts with a tutorial overview of the topic, and ends with a Discussant's Commentary. The latter are not intended at challenging the other lectures, but in drawing attention to risks, contradictions, and critical voices concerning the topic of the session in general, in order to stimulate an open-minded and informed discussion in summing up the theme. Practical country cases from all parts of Africa are encouraged. Monday, 19th April, p.m. Session 1: Informatics and its relation to Health Care Delivery Opening address: The role of Health Records and statistics in Nigerian health care delivery system. The Honourable Minister of Health, Federal Government of Nigeria. Informatics and its uses in health care, with special emphasis on Developing Countries. Dr. Salah H. Mandil, WHO. Discussant's Commentary: New dependency, wasted resources, nothing for the people? Common concerns about health informatics in Africa, Monday, 19th April, p.m, Informal get-together party

4 rf -,... r _vr j»»»inuiift Lure in Algeria. Discussant's Commentary: How much technology, how much managerial and leadership skills? Tuesday, 20th April, p.m. Session 3: Methodological and general Issues Computer-linked communication: General introduction and experiences of the HealthNetlSatelLife electronic mail system in practice. Computers and medical libraries/information services in Africa. How to keep your microcomputer working: Electrical and maintenance aspects, Alternative ways of organizing applications development and support for health information systems. Discussant's Commentary: Learning from failures, Wednesday, 21st April, 9.00 a.m p.m. and p.m. Sessions 4-5: Computer support to preventive and primary health care Computers and the Primary Health Care Zimbabwean experience. Regional government and health information systems. Expert Systems as a tool for "barefoot diagnosis": theory and practical results. Essential national health research and essential health information. Epidemiological research with microcomputers: Using the EPIINFO tool. (Topics to be elaborated) Discussant's Commentary: Keep it simple, or how small changes can make a big difference and grandiose plans can reach nothing. Wednesday, 21st April, p.m. Conference dinner Thursday, 22nd April, 9.00 a.m p.m. and p.m. Sessions 6-7: Hospital Information Systems Not just Medical Records: An introduction and overview of Hospital Information Systems. Practical experience of using a Hospital Information System in local monitoring and planning: Focus on equity and efficiency. A systems developer's view of implementing a Hospital Information System. Computers and teaching hospitals; A case report of using a computer system in medical education. Pharmacy information needs and priorities. Billing and accounting systems. The OAUTHC Medical Records system: Technology, experience, and future plans (Introduction to the hospital visit). Discussant's Commentary; How can Hospital Information Systems serve the preventive and Primary Care?

5 Friday, 23rd April, 9,00 a,m p.m. Hospital visit; The OAUTHC Hospital Information System Plan HELINA'93 Conference 3 Demonstration of the system at OAUTHC. Discussions with the Medical Records staff, consultants, and Management. Bus transportation to and from the hospital. Friday, 23rd April, p.m. Session 8: Conclusions: Which way forward? General discussion about the conclusions of the week. Resolution on future cooperation and the need for regularisation of the HELINA Conference. The final programme, naturally, depends on the papers submitted for refereeing. In order to provide the potential co-organizers and co-sponsors with an idea of the kind of topics and speakers expected, a sample from recent related literature is given in the following. Dr. K.S. Adeyami, University of florin, Nigeria. With Pctu, A.O. (1989): A health strategy for Nigeria. Long Range Planning, 22:6, p Dr. Femi Agbalajobi, University of Lagos, Nigeria. (1983): Indigenisation of health informatics through adaptation. In: Fernandez Perez de Taiens, A. & Molino Ravetto, E. & Shires, D.B. (eds.): Health Informatics in Developing Countries: Experiences and Viewpoints. Proceedings of the IFIP-IMIA World Congress on Medical Informatics and Developing Countries, , Mexico City, Mexico. North-Holland, p Dr, Peter Byass, Medical Research Council Laboratories, U.K./The Gambia (1987): Computers in Africa; appropriate technology? Computer Bulletin, June 1987, p. 17. (1989): Choosing and using a microcomputer for tropical epidemiology. Journal of Tropical Medicine and Hygiene, 92, p & Dr. Dayo Forster, Kenya/U.K. (1990): Health Informatics in Developing Countries; An Analysis and Two African Case Studies. Dissertation. University of London. Dr. Salah H. Mandil, WHO Director-Advisor on Informatics, The Sudan/Switzerland. (1989): Health Informatics*. New solutions to old challenges. World Health (AugustySeptember), p Mr. A.N. Okeke, Computer Systems Associates, Nigeria. (1989); The role of computers in effective management of medical records. Paper presented at the 19lh Annual Seminar/Workshop of the Nigerian Health Records Association, Dr. Stephen A. Osiobe, Nigerian Universities Office, Lagos, Nigeria. (1989): Health information imperatives for Third World countries. Social Science and Medicine 28:1, p Dr. S.F. Tessier, Chobe Regional Council, Botswana. (1989): R61e d'un systfcme d 1 information sanitaire comme aide a la decision rdgionale en sant6 publique: Une experience au Botswana (Afrique australe). Mddecine Tropicals 49:2, p , Dr. I.H. Wilson, University Teaching Hospital, Zambia. With Waiters, D.AJC. (1988): Use of personal computers in a teaching hospital in Zambia. British Medical Journal 296, p Mr. G.B. Woelk, University of Zimbabwe. With Moyo, I.M. & Chisvo, DJ. & Mbengcranwa, O.L, (1987): A Health Information System Revised. Part I: The Computerization of Primary Care Clinic Returns. Central African Journal of Medicine 33(7), p Task Force on Health Research for Development, c/o UNDP, Switzerland. Commission on Health Research for Development (1990): Health Research: Essential Link to Equity in Development. Oxford University Press. Aga Khan Foundation, Switzerland. Wilson, Ronald G. & Echola, Barbara E. & Bryant, John H. & Abrantes, Alexandre (cds., 1988): Management Information Systems and Microcomputers in Primary Health Care. Aga Khan Foundation.

6 4 Plan HELINA'93 Conference III. Operational Plan - Organizers and sponsors As the international Main Organizer, IMIA is in charge of the scientific and professional quality of the programme. The practical organizational work is the responsibility of the initiators in Ile-Ife, Nigeria and in Kuopio, Finland. The Local Organizing Committee (LOC) in Ile-Ife has been formed by the Host Organizers, which are the OAU Teaching Hospitals Complex and the OAV Computer Science Department, The functionaries are - Chairman: Dr. A.D. Akinde, Head, OAU Computer Science Department; Deputy Chairman: Prof. R.O.A. Makanjuola, Chief Medical Director, OAUTHC; Secretary; Mrs. H.A. Soriyan, Research Assistant, Joint Project on Health Informatics. The LOC is in charge of local arrangements, local accounts, an^ contacts with Nigerian speakers and sponsors. The Finnish Joint Organizer, the Computing Centre of University of Kuopio, runs an Overseas Bureau (OB) together with the Centre for Training and Development, University of Kuopio. The contact persons are Mr. Mikko Korpela, Senior Researcher, for programme issues and Ms. Karin Koivisto, Conference Secretary, for practical arrangements. The OB is In charge of international communication, travelling arrangements, international funding and accounts, and cooperation with the Local Organizing Committee and the International Programme Committee. The International Programme Committee (IPC) will comprise of representatives of the organizers, together with individual experts representing different African countries and different domains of the health care delivery system. It is chaired by Dr. Salah H. Mandil, Director-Advisor on Informatics, WHO, as IMIA's representative. The IPC will be in charge of deciding on the programme and speakers, and of selecting the rest of the invited participants. There will be one plenary meeting immediately after MEDINFO'92, the triannual IMIA World Congress in Geneva on 6-10 September 1992; at other times decisions will be made by mail. The following institutions, amongst others, have been or will be requested to co'sponsor or co-support the event: 1. Academy of Finland (Section for Development Studies). 2. Federal Ministry of Science and Technology, Nigeria. 3. Federal Ministry of Health, Nigeria. 4. West African Health Community, Nigeria. 5. National Postgraduate Medical College, Nigeria. 6. National Institute for Medical Research, Nigeria. 7. Computer Association of Nigeria. 8. World Health Organization. 9. United Nations Development Programme. 10. UNICEF. 11. International Federation for Information Processing (IFIP), Working Group 9.4 "Social Implications of Computers in Developing Countries". 12. Commonwealth Regional Health Community Secretariat, Tanzania. 13. ORSTOM, France. 14. Aga Khan Foundation, Switzerland. 15. SAREC, Sweden. 16. NORAID, Norway. 17. IDRC, Canada. 18. Finnish Association for Health Care Informatics. 19. Association for Physicians' Social Responsibility, Finland. 20. Finland-Nigeria Friendship Society, Finland. 21. Ministry of Health and Social Welfare, Finland. 22. Ministry of Education, Finland.

7 - > j-- - j. _ j. INI_II_M i I_H i i i_j. n i rs rxt. JfXLJO (~*. td^ Materials Plan HELINA'93 Conference 5 The papers will be distributed to the participants at the venue. Moderately edited proceedings will be published through the IMIA publication agreements (Elsevier/North-Holland), under separate budget. Three editors will be nominated, representing IMIA, the Host Organizers, and the Overseas Bureau. Publicity The First Announcement has been released in January It will be distributed through international and national professional organizations (IMIA, IFIP, WHO/African Regional Office, Health Records Association of Nigeria, etc.) and published in The Computers in Africa, The PC World Africa, The African Technology Forum and other professional journals. The Local Organizing Committee will run a publicity campaign through Nigerian mass media, mainly for the commercial quota. The Host Organizers are holding a National Workshop on Computers in Medicine and Health Care Management in Ile-Ife on February The main sponsor is the Federal Ministry of Health, Nigeria. The organizers have publicized the workshop by visiting in person State Governments and major health institutions throughout the country. The workshop will raise interest into the HELINA conference and serve as a practical exercise of the arrangements. The personal contacts of the organizers, sponsors and speakers are also very important in reaching the highly specialized target audience. Timetable. November 1991: Proposal approved by IMIA Board. January 1992: The First Announcement released and mailed, Reservation of the venue, contact with the publisher. Contacts with potential co-sponsors commenced. The General Secretary of the LOG starts working full time from the New Year February 1992: The National Workshop: An Overseas Bureau representative will attend and work through the details of the operational plans with the Local Organizing Committee. February'August 1992: The OB and LOG concentrate on confirming the funding. End of July 1992: Dead-line for extended abstracts and applications for subsidized participation. September 1992: Programme and speakers approved, most invited participants selected in the International Programme Committee meeting immediately after MEDINFO, 6-10 Sept Notification sent to all applicants. The Final Announcement, with detailed programme, released. Travelling arrangements for invited participants commenced. End of December 1992: Dead-line for early registration for self-paying participants. Dead-line for full papers. Final modifications to the list of invited participants approved by International Programme Committee. End of February 1993: Travelling tickets sent to invited participants through inter-agency services. End of March 1993: Dead-line for registration for self-paying participants. The Overseas Bureau (3 persons) moves to Ile-Ife. Local arrangements completed. Materials for participants prepared. 17'19 April 1993: Arrivals of flights on Saturday - Monday from Harare, Nairobi, Banjul, Europe. Staying overnight in Lagos for evening arrivals. Transportation to Ile-Ife by Monday noon the latest.

8 16/01/92 15:31 KLJOPION YO. fttk-keskus P Plan HELINA'93 Conference April 1993: The Conference. Final texts received from as many speakers as possible April 1993: Departures to all directions on Saturday evening to Sunday. End of July 1993: Accounts closed. Final report submitted to sponsors. Final texts submitted to the publisher. Budget summary The Conference cannot reach the intended audience in a Pan-African scale unless fully subsidized participation will be available. Thus funding for the accommodation, meals, fees and transportation of selected speakers and participants should be raised by the organizers (no allowances), The maximum budget is based on 45 invited participants/speakers from Africa and 10 from other continents. International sponsorship is applied for covering these costs, which arc expected to total FIM 272,500 (USD 68,125) according to the maximum alternative. A lesser "commercial quota" is reserved for participants who do not fit into the invited quota but can pay for the fee, travelling, accommodation and boarding, thus covering all their direct cxpences. It is expected that most international organizations can sponsor their own staff. The administrative expenses comprise of the clerical work of the Local Organizing Committee and the Overseas Bureau, communication, travelling of the OB staff, local transportation, etc. Finnish and international funding is needed for these costs, expected to total up to FIM 232,360 (USD 58,090). Nigerian sponsorship will be searched for local publicity, conference dinner, bags, etc., totalling up to FIM 28,500 (USD 7,125). The calculations are based on the exchange rates NGN = 0.40 FIM, USD = 4.00 FIM. Inflation rate applied is 5 per cent annually in Finnish marks. Roughly FIM 50,000 (USD 12,500) will be needed for fund-raising and other activities before ihe International Programme Committee meeting where the final decision will be made. That is, ihus, the potential loss in case the conference could not be organized after all (FIM 70,000 = USD if the LOG representatives' travelling to the IPC meeting is counted). In summarizing, prospective co-supporters are requested to contribute in one or more of the following forms: 1. Non-refundable grant for pre-ipc Meeting expences. 2. Commitments to cover a given amount of other administrative expences. These commitments are not effected if not enough commitments are confirmed before the IPC Meeting. 3. Commitments to fund the participation of a given number of participants, possibly restricted to a given country or region. By 15 January funding has been confirmed by IMIA (CHF 2,000 = roughly FIM 6,000 = USD 1,500).

9 Plan HELINA'93 Conference 7 IV. Tentative Maximum Budget (in Finnish marks; rounded to US dollars in italics) Item Total Organizing costs in Finland (Overseas Bureau) Administrative costs (fax, telex, phone, mail, courier, photocopying, freight, misc., secretarial work 3 months a A 16*2) 42,350 47,350 89, ,837 22,425 Travelling to Ife (one preparatory trip, 3 persons to the conference) 11,750 41,050 52,800 2,957 70,262 13,200 Moderator 15,000 20,000 35,000 3,750 5,000 8,750 Organizing costs in Nigeria (Local Organizing Committee) General Secretary (12+5 months a" NGN 1,500) 7,560 3,300 10, ,715 Administrative costs (telex, mail, courier, photocopying, printing, copying, stationaries, clerical work 3+10 months & NGN 900) 10,000 14,000 24,000 2,500 3,500 6,000 Travelling to International Programme Committee meeting (two persons) 20,000-20,000 5,000-5,000 Venue rent - 3,500 3, Local transportation 1,000 4,000 5, ,000 7,250 Publicity, social events 5,000 15,000 20,000 7,250 3,750 5,000 Invited participants and speakers (45 from Africa. 10 outside) Travelling (4 FIM 3,000 from Africa and 10,000 from outside, plus transportation Lagos-Ife) - 237, ,500 59,575 59,375 Accommodation and boarding in Ife (a" NGN 1,600) - 35,000 35,000 5,750 8,750 Total FIM USD 28, /75 133J40