TITLE: UNIVERSITY MEDICAL CENTRE MANAGEMENT SYSTEM.

This project is submitted in partial fulfillment of the requirements for bachelor of science in Information
Technology. Date submitted

Declaration.
This research project which is my original work has not been presented for a bachelor of science in any other
university. No part of this project may be reproduced may be reproduced without the prior eprmission of the
author and /or KUCT.

Name of candidate. Date.

.. ..
School of Computer science and Information technology ,Kimathi University of Technology College.
Declaration by supervisor
This project has been submitted for examination with my approval as University Supervisor.

Name of Supervisor. Date.

.
Sign

ACKNOWLEDGEMENT
The satisfaction that accompanies that the successful completion of any task would be incomplete without the
mention of people whose cease less cooperation made it possible, whose constant guidance and encouragement
crown all efforts with success. I am grateful to our project guide Mr. George Musumba for the guidance,
inspiration and constructive suggestions that helpful us in the preparation of this project. I also thank my colleagues
who have helped in successful completion of the project

ABSTRACT
This project is related to a hospital management system .it maintains records of all the operations that occur at any
of the medical center in public institutions. it maintains two level of users, administrator level and the user level. the
administrator lever encompasses the nurses and the doctors while the user level includes the receptionist. The
administrators are able to perform operations on more sensitive and confidential documents /modules that
contains different information about students and staff to ensure confidentiality. The modules include laboratory,
treatment, consultation and medicine stock modules. The user level is able to manage other modules such as
registration and report generation for stock of medicine and staff reports. The system enables registration of new
students,staff,nurses and doctors at the reception level .The current diagnosis details of a patient are recorded in the
consultation which are retrieved asprevious details upon the subsequent visit. the patient either proceeds to the
treatment room o therto the laboratory depending on the doctor decision in the consultation room .in
thelaboratory,results are recorded in the laboratory module which are retrieved in the treatmentroom through
appropriate search methods and the patient treated accordingly. Wrong medications are detected at this point
since,since the doctor enters his identification number. User requirements and other system specifications were
collected through observation andinterview methods where respondents were able to specify what was needed
particularly.Thecurrent system is not in any way computerized as per the results from the collected data. The
proposed system has the following capabalities:-maintaining patients records, registering new patients, enables
recording of test results and easy future references. users can search records more easily

TABLE OF CONTENTS
Title page
..

1 Declaration...
2 Acknowledgement...
.3 Abstract..
4 Chapter one
..

1.1 Background
.
.81.2 Problem statement.
81.3 Problem solution
91.4 Project objectives

91.5 Limitations of the current system

101.6 Benefits of the proposed system
101.7 Limitation of the proposed system.11
1.8 Scope of the system.11

Chapter tw..13
Literature Revie13
Chapter Three..14
System analysis..
143.1 Data collection..
143.1.1 Tools and Technique...
14 Primary sources.
14Secondary sources.
14Interviews..
14Observations..
14Questionaires
15Data analysis.
153.2 Research findings..
15

3.2.1 table 1.
153.2.2 Summary of findings
163.3 Requirements analysis16
3.3.1 user requirements
163.3.2 system requirements..
173.3.3 Functional requirements
173.3.4 Non functional requirements.
17
Chapter four.
18 System design and methodology.18
4.1 Introduction..18
The waterfall model.
18 Merits of waterfall model.
19 Demerits of waterfall model
19 System Data Flow Diagram.20
Chapter five 5.1
Schedule..21
5.2 Work breakdown structure..21

5.3 Ghantt chart22

Chapter six24
System testing24
6.1 introduction..24
6.2 Testing strategy24
6.2.1 unit testing24
6.2.2 integration testing...24
6.2.3 Acceptance Testing...25
6.3 Test Plan25
6.3.1 Integration testing..26
6.3.2 Acceptance testing26
6.3.3 usability testing..
266.3.4 Validation Testing26
Chapter seven..27
Recommendation27
Conclusion27
Chapter eight28

Appendix..28
System screen shots28
Sample code..33Project budget
41
References43

Preparation of accurate and prompt reports: -

This becomes a difficult task, as information is difficult to collect from various registers. The information collected
in the reports is often inaccurate due to human error.6.
Deterioriation of records.
The files and folders in which the information is stored deteriorate with time i.e. there is wear and tear of the files
and folders.
1.6

BENEFITS OF THE PROPOSED SYSTEM

1.
Planned approach towards working: -
The working in the organization will be well planned and organized. The data will be stored properly in data stores,
which will help in retrieval of Information as well as its storage.2.
Accuracy: -
The level of accuracy in the proposed system will be higher. All operation would be done correctly and it ensures
that whatever information is coming from the center is accurate.3.
Reliability:
- The reliability of the proposed system will be high due to the above stated Reasons. The reason for the increased
reliability of the system is that now there would be proper storage and access to information.4.
No Redundancy: -
In the proposed system utmost care would be that no information is repeated anywhere, in storage or otherwise.
This would assure economic use of storage space and consistency in the data stored.5.
Immediate retrieval of information: -
The main objective of proposed system is to provide for a quick and efficient retrieval of information. Any type of
information would be available whenever the user requires.6.
Immediate storage of information: -
In manual system, there are many Problems to store the largest amount of information.7.
Easy to Operate: -
The system should be easy to operate and should be such that it can be developed within a short period and fit in
the limited budget of the user.
1.7 LIMITATION OF THE PROPOSED SYSTEM
Computers have to be bought and installed which could be costly.

BARAZA LYANDA PETER.CO25-O630/09.

A network will be needed to connect the computers within the facility. Implementation of the
automated system will require buying of computers that will act as a platform upon which the
system well run. Implementation of the system calls for employment a person has knowledge
about computers.

1.8 SCOPE OF THE PROJECT

The application can be used in any university or college that has medical/health centre
within the institution for maintaining patients tests and treatment details by customizing
some of the features. that suits that particular institution.

CHAPTER 2.

LITERATURE REVIEW.
There are many systems developed that have been developed related to this medical centre management system
,but however, these systems are too complex for a university. Most of the men compass many procedures
irrelevant to a university. such case is Felege Hiwot Hospital management system. Provides the benefits of
streamlining of operations, enhanced administration and control, improved response, cost control and improved
profitability. The program can look after Inpatients, OPD patients, records, database treatments, status illness, and
billings. A systematic approach to the way documents are managed, can transform your Hospital resources to its
highest utility and advantage. System has Admin, Doctor, Nurse, Administration, Pharmacist, Laboratorist and
Patient modules. Payroll and attendance record of employees can be maintained. Messages can be sending within
this application. Patient can send online request for appointment. Medicines updated inventory record can be
maintained. Blood donor's record can be maintained and they can be called as needed. The other system is the out
span hospital management system which
How many students seek medical services there in a a day?321100Over 100Less than 100.How many staff
students seek medical services there in a day?411100Over 100Less than 100Do you want to continue working
withcurrent system?6 NoWhich departments have beencomputerized?6 None
3.2.2

Summary of the findings

From the feedback from the questionnaire ,it was evident that university medical center has not been computerized
as a whole. this may be due to the fact that ict in the university is still growing. form the sample ,most people are
computer literate though training may be necessary for just a few. All areas /departments of the medical centre
need to be computerized .All of the respondents seemed not to be sure if reports are generated. the
response wasN/A or blank response. Observation and interview techniques helped in knowing the process
followed form registration of new patients in the files, consultation details and also how doctor details are dealt
with.
3.3

REQUIREMENTS ANALYSIS
Requirement analysis is the activity during which the requirements gathered during elicitation is analysed for
conflicts, ambiguity and inconsistency. during this activity, negotiation between stakeholders occurs to arrive at
specific requirements. The requirements may be in natural language, formal language or in a graphical form.
3.3.1

User requirements
The users expect the system to have the following capabilities:
A system to be able to:-

Validating records i.e checking for an already registered staff, nurses, doctors and staff from the system:

Allowing the user to add, remove or edit different records in each modules defined later in the chapter.

Provide a suitable graphical user interface of only what is necessary for a particular operation without
related confusions.
3.3.2System requirements
The product works well in any operating system. changes in the system should involve experts in the area of
programming language to deal with arising issues.
3.3.3Functional requirements
These are inherent functionalities that the system is purposely expected to perform to achieve the goals fro the
development .basically this is what the system will do. These include:-
I.

Data storage-
the system provides data storage capabilities. this is enhanced by database management system that is capable
managing the storage requirements.
II.

Retrieval of data-
it should be easier to retrieve data from the database through procedures designed to ensure
efficiency.
III.

Registration processing:-
registration should be done promptly and without delay or errors.
IV.

Searching-
records should retrieve records on c click of a button without unnecessary delays as requested
by the user.
3.3.4 Non functional requirements.
These are functionalities that are generally implied and are factored in as characteristics of a
good system. they are not part of the system requirements. Should be reliable and efficient.
Easy to maintain Ensure security of the stored information.

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CHAPTER 4.
Development methodology The water fall model
The Software Development Methodology (SDM) to be used in this project is the Software Development Life
cycle (SDLC). Where there is a structured set of activities required to develop a software system required to
develop a software system
1) Specification;
2) Design;
3) Validation
4) Evolution.
This is based on the waterfall model with rapid prototyping which is a sequential design process often
used in software development process. The development is seen as a flowing downwards steadily. In the
Model, one phase has to be finalized before the process can progress to the next phase.
c HAPTER 5.SCHEDULE

5.2 WORK BREAKDOWN STRUCTURE.

Activity Task name ImmediatePredecessor.DurationIn woks Start FinishA Problem identification -
3 Week 1 Week 3B Feasibility study A.
2
week 4 Week 6C Proposal writing A,B. 1

Week 4 Week 7D Design and analysis

C. 1 Week 7 Week 8E Coding and testing D. 3 Week 8 Week 10F Documentation D,E. 1

Week 11 Week 13G Presentation andImplementationF 1 Week 8 Week 13

Activities
A. Problem identification
B. Feasibility study.
C. Proposal writing
D. Interface design.
F. Coding and testing
.G. Documentation

This involves testing integration of modules. this was done to ensure that modules interactions with each other
were working and that integration of the modules making up the system was working.
6.2.3 Acceptance testing
This involves testing the system with the intent of confirming readiness of the product and customer acceptance.
6.3TEST PLAN6.3.1

Unit testing.
Test Test area Expected resultsModule testing Adding new record System shld be able to addnew records to the
database
Delete records The system should be able todeleteunwantedrecordsUpdate records The system should update
records and save changes made. Search records The system should be able to retrieve relevant records required by
the user.
6.3.2

Integration testingTest Test area Expected Results

Integration test user authentication valid users should log into thesystemRelationships among modules The establis
hed relationshipsshould work as expected.

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BARAZA LYANDA PETER.CO25-O630/09.
6.3.3

Acceptance testing
Testing the system with the intent of confirming readiness of the product and custom acceptance.
Test Test area Expected results
Acceptance testing Interaction of users with the system The user should be able to use the system with ease
6.3.4

Usability testing
This is making sure at the objects are usable even after they have been completely tested.this testdetermines
whether the users will be compatible with system.

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BARAZA LYANDA PETER.CO25-O630/09.
CHAPTER 7RECOMMENDATION AND CONCLUSIONS
I recommend that the development be continued together with like minded persons who live to see the dream I
had and build effective hospital systems that can be used to cut cists of manual labour and enable efficiency of
service provision. I also recommend that an improvement be made on this system to enable the generation of bills
for the staff members instead those bills being generated in the finance office which consumes time and can result
in drastic effects when the patient is totally sick. I therefore recommend the inclusion of a purely designated
laboratory as a research lab where students can have the opportunity to implement their ideas and innovations of
different forms of systems.
CONCLUSION.
The major achievement of this project is the ability to register new students, staff, doctors and nurses and store their
data in the database. the most important thing that must be appreciated by all is that ,the system is an eye opener to
a lot more investigation and detailed research for implementation and improvement purposes in order to add to the
general knowledge base. The system is for computerizing the working in a hospital. The software takes care of all
the requirements of an average hospital and is capable to provide easy and effective storage of information related
to patients that come up to the hospital

CHAPTER 8.
APPENDIX A
SYSTEMSSAMPLE SCREEN SHOTS
Login window
Different users have different login information stored in the database. They can login to the system through this
interface, or change their passwords for security reasons. This form is loaded when user starts the program.

Login form
MULTIPLE DOCUMENT INTERFACE FORM
MEDICINE STOCK.
Consultation form