CHAPTER THREE

SYSTEMANALYSIS AND DESIGN

3.1 Methodology

This methodology is on the basis of critical examination undertaken, with the act to find new
facts and information that would enhance patient empowerment and improve the quality of care
in terms of efficiency and effectiveness. This methodology used examines the methods that are
necessary to achieve these required subjects, facts and other relevant information connected to
the project research with reduced expenses on effort, time and money.

3.2 Method of Data Collection

The source of data collection used for this project work are categorized into primary and
secondary source of data collection.

3.2.1 Primary Source

These are method of data collection collected from the doctors and nurses in Gudele Hospital
Juba, South Sudan. Also more data from patient, attendants and patrons of the hospital including
personal interviews and observation. Some of the staffs were interviewed to share their feelings
and experiences about the manual system of planning and processing workers and patient care
duty. They stressed the manual system has not helped them much.

3.2.2 Secondary Source

This includes the use of several newspapers, magazines, journals and surfing the internet with
related articles on electronic patient data management system downloads to enlighten my
understanding with a clearer view or picture.

Terms of manual operation, a system in which all the methods of hospital administration is a
manual approach. The approach is such that the hospital staff will record duty information on a
paper or register and kept in a file. Critical analysis of this system reveals that it is a system
prone to a lot of errors and it is not effective. Searching for workers duty information is time
consuming and boring. The system is in such a way that the office is full of files. This tends to
make the office untied. Careful analysis also shows that because of the complexities of the
manual system, information stored is difficult to retrieve. Also because of the inconsistency of
the manual system, at times files are lost because of mismanagement.

3.4 Limitations of the Existing System

A lot of problems are associated with the existing system. The existing system involves the use
of manual method to store duty data/information. The system has proved defective as the
objective of the system has also failed. Among the problems associated with the existing system
include the following:

1. Time wasted in searching/sorting for workers duty information.

2. Poor security and protection.

3. Misplacement and mismanaging of check-up and treatment files.

4. A lot of time being wasted by patient while on queue.

3.4.1 Justification for the New System

It is expected that the introduction of the new system, a lot of positive changes will be noticed.
The numerous problem associated with the manual system will be minimized, if not totally put to
an end. The hospital staff that previously had difficulties in carrying out their work will now
have to appreciate it. Head nurses. Supervise nursing activities in a variety of settings. While
some patient care is usually required, the nursing supervisor's new duties to a nursing staff, and
ensuring that each member of the nursing team is adequately trained. Head nurses are ultimately
responsible for the performance of the nurses on their team. This means that they must ensure
that ensure that nursing records are correctly maintained, that report is correctly given at the shift
change, and that equipment and other supplies are in stock.
3.5 System Design

Files are necessary in monitoring of patients record since there are many patients whose records
must be kept for references purpose. This fact has given rise to the creation and maintenance of
several files within the hospital. Below are various files and their uses:

Request File: This file contains the request from customers who wish to buy drugs specifying
the amount and quantity they need.

Consumer File: this is the file that contains information about sales in the company. This file is
used specifying the quantity that was sent to different individuals and depots.

Return File: After the drugs must have been sent to individuals and depot in particular, return
forms are sent back specifying the amount of crates and cartons that was received in each depot
whether there are breakages, fail and empties. They are all filed here.

Complaint File: this file used to help all complaints from customers, individuals and depots.
This helps the company to make necessary amendments.

3.5.1 Input Design and Specification

The input to the system comes from about 48 forms. Each of these forms has the function of
collecting specific data from the doctors, staff and patients as the case may be. The first form is
the admission form details that enables the system to prompt the Doctors to fill a form that
requires details from the patient concerning personal and health. The others are for doctors,
employee, bed management, patient in and out, etc. are solely intended for the administrative use
for the staff. Here, the staff can add patients, doctors etc. that can include the services render by
the hospital and change other things.
Patient form

Full name:

State of origin:

Nationality:

Date of birth:

Gender:

Marital status:

Next of kin:

Phone number:

Blood group:

Patient ID number:

Register

Figure 3.2: Patient Form

The patient form is a table to fill patient personal data to be able to gain admission into the
hospital for proper registration process both for inpatient and outpatient. The Patient Form is an
important prerequisite for patient diagnosis in the Hospital programed. As can be seen from the
form above, the Doctor will provide details from personal interrogation. This record will help the
Hospital staff to monitor, supervise and pay close attention to patients even after they have been
discharged.
Doctor form

[Link] No:

Name:

State:

Address:

Email address:

Specialization:

Qualification:

Phone number:

Submit form

Figure3.3: Add Doctors Form

The Add Doctors form, as mentioned earlier, is primarily used by the hospital administrators to
add Doctors that are employed with the hospital, and can accept patients for proper treatment and
admission. Looking at the form above, there has been provision made for personal details of the
Doctors and specialization before saving to the database.
Employee form

Staff ID No:

Name:

State:

Address:

Phone number:

Dept:

Qualification:

Date of birth:

Submit form

Figure 3.4: Add employee form

The employee form, as mention earlier, is primarily used by hospital staff to add employee that
are accepted into the hospital, and can perform basic function in area of quality of care to
patients depending on their varying department as they are added to the database

3.5.3: Data Flow Diagram

CHIEF MEDICAL DOCTOR

METRON

NURSES

CASHIER

COMPUTER OPERATOR

WORKERS
 Figure 3.7: Information Flow Diagram

The Information Flow Chart shows how the information are kept and transferred to various
department heads for easy accessibility.

3.6 Database Design

Microsoft Access database was used for this system because of its simplicity and easy to use and
since my project is not a commercial as well as the language programmed used is attached with it
already. It consists of 48 tables. As it would be clumsy outlining all these 48 tables, the two most
prominent and important tables are described below:

1. Patient form: a table to fill patient personal data to be able to gain admission into the hospital
for proper registration process both for inpatient and outpatient.

2. Employee form: a table to fill employee's personal data to be able to be gainfully employed
into the hospital management staff list in the database.

Table 3.1 Table Name: Patient form

SN FIELD NAME FIELD TYPE FIELD WIDITH

1. PATIENT ID NUMBER NUMBER 20

2. FULL NAME TEXT 90

3. STATE OF ORIGIN TEXT 20

4. NATIONALITY NUMBER 60

5. DATE OF BIRTH DATE 20

6. GENDER TEXT 10
 7. MARITAL STATUS TEXT 10

8. NEXT OF KIN TEXT 90

9. PHONR NUMBER NUMBER 30

10. BLOOD GROUP TEXT 10

The table above explain and declares the various field for the data type as it is used to fill in the
patient description and stored in the database and the structure of its length and width of the
database.

Figure 3.8: System Flow Chart

Time schedule program

Document Process Document

Document
Display
Database
The figure above is a system flow chart. The system flow chart is a valuable presentation aid
because it shows how the system's major components fit together. In effect, it serves as a system
road map. The system flow chart shows the key inputs and outputs associated with the program.
The shape of the symbols indicate the types of input or output devices.

3.7.1 Program Flow Chart

Figure 3.10: Top down Design of the System

3.8.1 Registration Subsystem

Registration
 Register Doctor

Register Employee

Register Patient

Figure 3.11: Electronic Patient Management Registration Subsystem

The registration subsystem is solely intended for the Hospital Staff (Administrator) to register
doctors, employee and patients, of which all must be affiliated with an identity number before
sending it to the database. This subsystem handles only the registration of these aforementioned
areas. It is from the functionality of this subsystem that the administrator view all users file,
records and services.

3.8.2 Department Form Subsystem

Departments

Billing form
 Pharmacy Form

Figure 3.12: Department Form Subsystem

The Department Form subsystem can also be referred to as the subsystem for the Administrator
because it is responsible for providing the means by which patients can be registered and billed
with accordingly after transferring their drugs and admission identity number too.

3.8.3 DBMS Subsystem

DBMS

Add Record

Delete Record

Update Record

View Record

Create User

Figure 3.13: Electronic Patient Management DBMS Subsystem

3.8.4 Report Subsystem

Report

Staff

List of all Patients

List of doctors

List of services

Figure 3.14: Patient Data Management Report Subsystem

The Electronic Patient management report subsystem can readily generate reports concerning the
patients, doctors, daily events of the day of the hospital on this subsystem.