Sustainability: Staffing & Maintenance

IT sustainability is a concept that should underpin all SRS IT operations, which is why Sustainability Tips appear throughout this set of resources. To enable ultimate success, consider the following key points:

Update the system on a schedule
Unplanned maintenance, particularly on a single portion of the system, can have significant consequences for the system at large. For example, it can be very easy to add a question to a form, but that needs to be coordinated with all other users of that form. Similarly, upgrading a server operating system version might be something the System Administrator wants to do this week, but it could take the entire system down at a time when VAs are already scheduled. As part of IT sustainability, create an update schedule for such changes. Emergency changes will be necessary, and ensure that a change management protocol exists to support those situations.
Plan for technical redundancy
The IT system should have planned redundancies built into its architecture to eliminate down time. Consider establishing separate development and production servers, so that the development team can test changes with real data before ‘going live’ for all users.
Build a team
Ensure that multiple individuals understand the key functions of the IT team. For example, the team may only have a single System Administrator, but ensure that someone else has all passwords and can function as that System Administrator in the event of a sudden departure to ensure continued program operations. Similarly, IT team members should advocate to SRS program staff as to the appropriate staffing levels to accomplish all programmatic aims. The next section provides specific estimates that IT team members can use to help with this advocacy.

Sustainability of Hardware & Software

Regular maintenance of the hardware underpinning SRS operations is not something that should be done like changing the oil on a car ever six months. However, the IT team should enforce device security and software updates for all devices used, including tablets used in the field and central servers. When those machines reach end-of-life, which is typically determined by the date when their manufacturer will no longer provide such security updates, they should be replaced. It should be noted that many machines will need to be replaced before that date due to other reasons (such as running out of disk space, being dropped into water, etc.).

Tech Tip: Always Back Up

To ensure no data is lost when a piece of hardware unexpectedly dies, ensure that all tablets, servers, and every pice of hardware handling data are regularly backed up!

Job Descriptions & Staffing Plan

The following table can represent a possible IT team to support a national SRS project. This should not be taken verbatim and assumed to work in your country—each country has unique requirements, and while, for example, a single System Administrator is listed here, you may end up needing two based on your specific requirements. However, this staffing plan could be used as a starting point for planning purposes and to advocate for resources. Of note: the table below is organized as roles, not individuals: roles listed here may not be filled by a single person, and a single person may occupy multiple roles.

Role	FTE %	Responsibilities	Key Skills
System Administrator	Needed part-time throughout the SRS project, with higher amounts of time needed during initial implementation	Setting up and maintaining servers and hardware Providing sustainable code management and version control systems (e.g., Github or Gitlab) Managing the hardware for the field teams (e.g., tablets)	Technical proficiency in operating systems (desktop, server, mobile): Windows, Mac, Linux, Android Understanding of networking and network configuration Knowledge of cybersecurity standards across systems Base proficiency in scripting languages (e.g., Python, Bash, PowerShell) Knowledge of software deployment using Docker
Programmer	Needed part-time throughout the SRS project, with higher amounts of time needed during initial implementation. Multiple programmers may be needed during initial implementation.	Building and maintaining software for case management and analytics, which could include new software development Building data exchange APIs and standards between systems	Strong knowledge of object-oriented programming language (e.g., Python, Java, C#) Familiarity with software development practices, including Planning, Design, Development, etc Preferred experience: Agile, Git, and documentation frameworks Ability to configure software deployment using Docker Knowledge of R, Stata, and other data analysis platforms Familiarity with commercial off the shelf visualization tools such as Tableau and Power BI
Data Manager	Needed full-time while SRS data collection is underway; needed part-time during planning and implementation.	Development and configuration of data collection forms Work with the System Administrator and the Programmer to ensure hardware and software accomplishes programmatic goals and collects the desired data Coordinating with stakeholders to develop data analysis visualizations and reports Perform data quality checks and ensure data collected through SRS are complete and usable Provide field training and field supervision at intermediate level	Deep understanding of data collection methods and protocols, including the SRS Data Collection platform Ability to run data quality checks Proficiency with Data Analysis packages such as R, Python Pandas, or Stata Expertise with visualization tools such as Tableau and Power BI
Statistician	Needed part-time through all stages of the SRS project	Interpret SRS data in the context of epidemiology and other reporting use cases	Some knowledge of IT systems (enough to interact with the systems and consume data) Understanding of CRVS and SRS data processes Expertise in statistical methods Proficiency with Data Analysis packages such as R, Python Pandas, or Stata

Last updated
9 January 2026
Portions of this page are © 2026 The MITRE Corporation. All rights reserved. Approved for Public Release #25-2779. Distribution Unlimited. The source of this information is the Technical Assistance for Sample Registration Systems (SRS) Planning Grants, a joint project of the CDC Foundation and Swiss Tropical and Public Health Institute through the Gates Foundation SRS Grant.