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TABLE OF CONTENTS

1) INTRODUCTION
1.1) 1.2) 1.3) Purpose Scope Methodology

2) SYSTEM ANALYSIS 2.1) Analysis Strategy


2.2) Analysis of as-is-system 2.3) Consideration of possible solutions

3) PROPOSED SYSTEM
3.1) Description 3.2) Feasibility Assessment 3.3) Files & System Security

4) DESIGN 4.1) UML Diagrams

1) INTRODUCTION 1.1) PURPOSE OF THE PROJECT


Maternity registration system is dedicated to the delivery of high quality care at reasonable cost. All the co-operate and clinical programs are designed with respect to the needs of an individual, a family, a community, an employee and employer.

1.2) SCOPE
Displaying range of medicines on the website to allow customers to know the best medicines for their healthy Allows online in and out patient registration and admission Allows online bed allocation Enables patients to purchase medicines online To accept money through online payments Has a menu and search function to facilitate the users to use the system Use of log on passwords and user names for security purposes Good management of the system by updating the data inside the system automatically Automatic online posting of charges to a patient`s invoices for different categories. Online storage of patient`s medical records Allows the use of flash disks, floppy disks and external hard drives,

1.3) METHODOLOGY
The object that will be used will be web-based and the development methodology is object Oriented Analysis Design (OOAD) OOAD is easier to promote a user`s understanding when the user is presented with objects describing things found in the normal course of conducting business. Uses of objects make it easier to change and modify system.

2) SYSTEM ANALYSIS 2.1) ANALYSIS STRATEGY


Analysis strategy used by the system analyst to identify problems associated by the maternity system thereby trying to outline possible solutions to the problems The analyst used the observations as a fact finding method.

OBSERVATIONS
This was the information gathered by the researcher by merely looking at the system. It is based on what the researcher had seen. The following were observed: The researcher observed that there is wastage of stationery due to numerous mistakes made by manual processing which did not provide room for correction. Time consuming in accessing the documents since the records will have been arranged without following any order. More time is being consumed in recording details of patients since it is done manually and the need for redundancy is great for them to create back up. Since there is need for data redundancy there will also be a need for more labour thereby increasing more cost to the organization. There is poor communication between departments, difficulty in sharing documents and resources resulting in great loss of time. More cost arising from buying more stationery because there is need of data redundancy.

ADVANTAGES OF OBSERVATIONS
The observer has first hand information. No major preparations were made. The information relates directly to the observed performance of the system.

DISADVANTAGE

It needs a specialist. The performance of the nurses was greatly affected by the presence of the observer resulting in unusual operations.

2.2) ANALYSIS OF AS-IS-SYSTEM ORGANIZATIONAL CHART OF THE MATERNITY REGISTRATION SYSTEM


A chart which shows the hierarchical arrangement of responsibilities

within the system

DOCTOR

PERMANENT SECRETARY

MATRON

SISTER IN CHARGE

REGISTERED GENERAL NURSE

STATE CERTIFIED NURSE

NURSE AIDS

CURRENT SYSTEM DESCRIPTION


Summary on the current system description in terms of the process and operation involved. Most of the calculations and documentation are done manually. This increases the workload and it leads to overtime. Common errors and mistakes like writing wrong spellings, skipping important information and data and misplacing of documents are experienced during working in overtime since one will be tired.

EQUIPMENTS USED BY THE CURRENT SYSTEM


Calculators Adding machines Type writers Manual files Shelves

PROBLEMS IN THE CURRENT SYSTEM


There is minimal data integrity and controls as there are manual documents which create too much workflow. Data redundancy (is attained when the same data values are stored more than once) Data duplication Too much paper work Poor filing leading to misplacing of essential documents Increase in expenses like salaries due to overtime Failing to meet organizational demands Not technologically up to date Overtime Poor calculations Poor documentation Documents are not properly secured

2.3) CONSIDERATION OF POSSIBLE SOLUTIONS OPTION A IMPROVING THE CURRENT MANUAL SYSTEM
The current system is maintained and improved by redesigning the registers and report books so that records are organized in an understandable manner. Filling methods will be improved for easy access to documents. Work will be more simplified and more back up is created.

ADVANTAGES
Easy creation and maintenance of the file of short courses Fast creation of customized input screens and report layout Quicker to develop the system because less programming is involved Cheaper to implement changes and adapting to them

DISADVANTAGES
Time consuming since any change made in any of the department will affect similar documents in other documents. It needs more labour leading to overtime Not all problems faced by the organization are solved

OPTION B USING A DATABASE PACKAGE


System could be implemented by using a database package such as Microsoft Works and Microsoft access.

ADVANTAGES
Reduces the time wasted in transaction sorting and formatting which is done manually by having the transaction input and does the sorting and validation automatically. Mistakes and errors are reduced since the software package is able to detect some of the errors such as misspelling of keywords, omission of full stops and commas.

DISADVANTAGES
The software package might not be in a position to meet all the system requirements. They are difficult to modify because they are not supplied with their source codes Times consuming to come up with the areas were the package is to be implemented

OPTION C DESIGNING A NEW SYSTEM


A computerized system is to be implemented. All the formatting, editing, sorting and any other modifications are done online. More storage space and back up is created with the use of back up media storage devices. Information is outputted in form of softcopy and hardcopy. Processing is made faster, easier, effective and accurate. Communication through departments is made effective and more efficient. There is sharing of resources such as printers.

ADVANTAGES
Simplifies work Most of the organizational problems are solved Documents are properly secured Easy access to files

PROPOSED SOLUTION
The system analyst preferred option C to other two that is designing a new computerized system.

AREAS NEEDED FOR FUTURE COMPUTERIZATION


Registration area Bed allocation area Billing area (payment calculations) Admission area

3) PROPOSED SYSTEM 3.1) DESCRIPTION


Summary of the operations that are to be done in the proposed system Modules in the proposed system are: 1) Registration which handles online in and out patient registration and admission as well as online bed allocation, 2) Billing which handles automatic posting of charges to a patient`s invoice for different categories 3) Medical recording which facilitates online storage. History of a patient, diagnosis and prescription can be maintained in this module

Processing is done faster, accurate and easier. Documents are properly secured with the use of passwords and data encryption. Back up and more storage space is created with the use of hard disks compact disks.

ADVANTAGES OF THE PROPOSED SYSTEM


Easy access to files It simplifies work Accuracy in processing Overtime is minimized Reduced data redundancy Quality reports are produced More storage space is created Reduced paper work Documents are properly secured.

DISADVANTAGES
Equipments needed are too expensive Implementation maybe delayed since there is need for staff training because not all of them have the knowhow.

OBJECTIVES OF THE PROPOSED SYSTEM


Minimize data redundancy Minimize overtime Create better security for the new system Create a provision for back up Technically update the new system Fast generation of reports, forms and registers as electronic means will be in use The system should be in a position to cope with the increasing number of patience Minimize errors Improve on the speed and quality of processing To confirm that the system delivered is able to meet the organizational needs. To find out whether any major changes in operating procedures will be needed To test the system in the environment in which it will run with realistic volumes of data To check that the system will function satisfactory To ensure that all errors are corrected before actual execution

3.2) FEASIBILITY ASSESSMENT ECONOMIC FEASIBILITY


Aims at justifying the cost of implementing the new system by looking at the available financial resources The new system has to employ a qualified programmer and a system analyst who have a strong programming background and who is computer literate. The new system will have to purchase back up storage media devices e.g. flash disks, hard disks and modern up to date computers for better security, fast and easy processing

SOCIAL FEASIBILITY
Is an evaluation on the effects of introducing the new computerized system on the organizational human resource The staff is educated is educated on the use and benefits they will realize after the introduction of the computerized system. Training is done to conchendise employees of the need to introduce the new system to build a faster and positive mind in hem to avoid deliberate reject from them. It seeks to establish that those who are computer illiterate will lose their jobs and those computer literate will keep their jobs.

TECHNICAL FEASIBILITY
Is a study which seeks to prove whether the technology required for the new system is readily available and how efficient and effective with the targeted technology be if used as solution gargets. It considers the availability of back up. The system will require modern computers, a programmer, a qualified system analyst who is trained to use of relevant hardware and should be able to design alternative solutions.

OPERATIONAL FEASIBILITY
Is an evaluation of inputs, processes and outputs procedures made on each functional unit. Outline the changes that are to be done to the operational style that is from offline bed allocation to online bed allocation, manually calculating charges of patient`s cost to automatic posting of charges to a patient`s invoice for different services. This should not be in conflict with the way the organization carries out its standard business.

This study considers the areas which will not be considered for future computerization such as registration, admission and billing. The solution should not require an evaluation in the managerial responsibility and chains of command.

HARDWARE REQUIREMENTS NAME


Processor Memory Hard drive Screen Keyboard Pointing device Ac adapter Printer

TYPE
Intel Pentium, dual core,1.73ghz 3gb ram 160gb hard disk 17.0 widescreen TFT LCD 90 -100 key widows keyboard Hid compliant mouse 65watt, 100-240volts Laser jet color printer

SOFTWARE REQUIREMENTS NAME


interface operating system database programming language

TYPE
Microsoft visual studio 2005, Macromedia Direct MX, Microsoft windows XP professional version 2002 Microsoft access visual basic.net, C++

NETWORK REQUIREMENTS NAME


cable modem Network card switch

TYPE
Twisted copper cable, RJ45 connectors, telephone cables Built in modem 10BaseT network card 10-15ports multi-port repeater

ANALYSIS OF DATA REQUIREMENTS

Is the examination of data to be used in the proposed system, so as to

reduce data redundancy Data to be used include: 1) Integer Data in form of whole numbers e.g. age & cost 2) String Data which includes words and numbers e.g. name & address

DATA VALIDATION
Is a process which will be done to check if the data is valid to be entered at

the correct field. This process also checks for errors.

3.3) FILES AND SYSTEM SECURITY SECURITY FEATURES PASSWORDS


This will be implemented by allocating owner passwords to permanent secretary giving her all access rights and an auxiliary password to other users which will allow read only access to all parts of the system.

FILE PROTECTION
Paradox automatically saves new data from time to time to minimize data loss in the event of a power failure or other mishap. The auto save option is set to yes by default meaning that work is saved frequently.

FILE BACK UP
Full back up of all files will be made weekly using database. If any document is lost or deleted by mistake, database will be able to recover a similar document without wasting time.

DATA ENCRYPTION
Very useful when transmitting or storing confidential data. Data to be stored is encoded using a mathematical algorithm or substation of letters so that if the data is intercepted (electronic eavesdropping), no one can understand it.

PROGRAM PROTECTION
Prevention of program from mixing up with each other during processing

FILE ORGANIZATION & ACCESS

Is the arrangement of files in the system and how they are to be accessed

for editing and formatting. The researcher opts to use sequential method. Sequential file organization is the arrangement of files where they will in a defined sequence. The files will also be accessed sequentially

FILES USED BY THE NEW SYSTEM


FILE NAME Billing file Registration file Admission file Storage file Patient`s file DESCRIPTION Contains details about payments made Contains details of registered patients Contains details of admitted patients Contains details about medicine in stock Contains the history of a patient

RELATIONSHIP BETWEEN FILE END RELATIONSHIP DIAGRAMS


Represents Entity
Patient registers for delivery Patient admitted for delivery

Represents Relationship
Patient supplied with medicine

1:1
Patient

1:1
Patient

1:M
Patient

Regist er for

Is admitte d for

Is supplie d with

Delivery

Delivery

Medicine

USERS OF THE PROPOSED SYSTEM

DOCTOR
Facilitates online storage of patient`s medical records and maintains the history of a patient, along with the prescription.

PERMANENT SECRETARY
Deals with payment calculations and analyzing the financial operations

MATRON
Handles automatic posting charges to a patient`s invoice for different services such as medicines supplied and food.

SISTER IN CHARGE
Deals with online in and out patient registration and admission as well as bed allocation

4) DESIGN 4.1) UML DIAGRAM CLASS DIGRAM


PATIENT NAME AGE WEIGHT ADDRESS

GET NAME AGE WEIGHT ADRESS DELETE A RECORD ADD A RECORD UPDATE A RECORD

USE CASE DIAGRAM


Shows the interaction of people in the system

Registration

Admission

Bed allocation

Sister in charge

Patient

Payments

Update billing file

Permanent Secretary

ACTIVITY DIAGRAM
Shows the processes and movement of data in a system
Patient`s Details Verificati on And Validatio n Invalid details Collection Member Admitted patient`s details Inpatient Registratio n Details Transferred Patient`s Details

Begin

valid details

Antenatal Registrati on

registered patient`s details

Details Registration file

Reports file

details Admission file

Transferrin g transferring Details

patient`s details Outpatient

Discharge file

Discharged patient`s Details

Registratio n

Transfer file

Invoice

Receipt Receipting

End