RESEARCH PROJECT

MENTAL ASYLUM MANAGEMENT SYSTEM

TEL : 0115382004
EMAIL : [email protected]
PAPER CODE : 2920/308
CANDIDATE NAME : WAMBUI DORINE WANJIRU
CANDIDATE INDEX :
INSTITUTION : AIC TECHNICAL TRAINING INSTITUTE
SUPERVISOR : MR.ANTONY MUCHEMI
PTRESENTED TO : KENYA NATIONAL EXAMINATION COUNCIL FOR
PARTIAL FULFILMENT FOR THE AWARD OF DIPLOMA
IN INFORMATION COMMUNICATION TECHNOLOGY
DATE : 15/03/2024

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DECLARATION
I certify that this project is my own work, based on my personal study and research and has not
previously been submitted to the exam body that is Kenya National Examination Council by
anyone.
NAME : WAMBUI DORINE WANJIRU
SIGNATURE :
DATE :
SUPERVISOR NAME: ANTHONY MUCHEMI
SIGNATURE:

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ACKNOWLEDGEMENT

I would like to take this opportunity to thank God for this far. He has protected me all through
my life.

I would also like also to acknowledge Madam Nancy and Madam Sally for their endless support
throughout, Mr Jonna also receive my gratitude for showing me the way forward in IT field am
so greatful my people.

My teacher Mr. Anthony Muchemi thank you for guiding me while doing this project

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DEDICATION
I dedicate this project with due respect and love to my family and my guardian.

Am grateful for your endless support while I am studying at AIC Naivasha Technical Training
Institute

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ABSTRACT
This research project work was done after seeing the possible limitations of existing mental
health record systems used by healthcare providers in mental asylums. The research
implemented an integrated electronic health record system that could possibly capture an
individual medical history and data whenever he/she visits the Asylum. Such information is
entered by a nurse or doctor who attends to the patients by logging into the system, there after
updating a patient’s record. The record could be either existing in the system or a new one could
be created if it’s the first time for the patient to be in the Asylum. In the proposal, the project
begins with Introduction section in Chapter one. This section covers background information to
the study, problem definition, and objectives of the study, importance of study and lastly scope
of the study. Chapter two covers Literature Review. Of major emphasis are the factors that limit
MAMS usage/uptake by health providers. Chapter three covers design and methodology. The
chapter entails study design, target population, sampling design, data collection
procedures/instruments and data analysis during study. Chapter four discusses the work-plan.
Lastly, chapter five discusses the system design.

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Table of Contents
DECLARATION.......................................................................................................................................2
ACKNOWLEDGEMENT........................................................................................................................3
DEDICATION...........................................................................................................................................4
ABSTRACT...............................................................................................................................................5
1.0. CHAPTER 1: INTRODUCTION.................................................................................................7
1.1 PROBLEM STATEMENT.................................................................................................................8
1.3 INTERFACES:....................................................................................................................................9
1.4 OBJECTIVES:-.................................................................................................................................11
General Objectives..................................................................................................................................11
1.5 Specific objectives..............................................................................................................................11
1.6. Research Questions...........................................................................................................................12
1.7. Project Justification..........................................................................................................................12
1.8. Scope of the Project:-........................................................................................................................12
1.9. Limitations of the proposed system.................................................................................................13
2.0. Budget and Resources.................................................................................................................13
2.0. CHAPTER 2: LITERATURE REVIEW........................................................................................14
2.1. Tools and Methodologies used in Reviewed Systems.....................................................................14
2.2. Problems of the reviewed system.....................................................................................................16
2.3. The proposed solution......................................................................................................................16
2.4. CHAPTER THREE: METHODOLOGY.......................................................................................17
2.5. The Waterfall Model........................................................................................................................17
2.6. Justification of the waterfall methodology......................................................................................17
2.7. The sequential phases in Waterfall model are;...............................................................................19
2.8. Sources of Data.................................................................................................................................20
2.9. Data Gathering.................................................................................................................................21
Tools of data Collection...........................................................................................................................22
3.0. Resources required/materials..........................................................................................................23
3.1. Hardware and Software Specification............................................................................................24
3.2. Fact Recording..................................................................................................................................25
3.3 Personnel Requirements...................................................................................................................27
3.4. CHAPTER 4: SYSTEM ANALYSIS AND REQUIREMENT MODELING, SYSTEM
DESIGN (FINDINGS, DATA ANALYSIS AND DESIGN).................................................................28

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3.5. Feasibility Study...............................................................................................................................29
3.6. System Analysis and Design Tools...................................................................................................30
3.7. System Investigation....................................................................................................................32
3.9. CHAPTER 5: SYSTEM DESIGN...................................................................................................34
4.0. Program Design Tools......................................................................................................................34
4.1. Logical Design...................................................................................................................................35
4.2. Data Flow Diagram......................................................................................................................36
4.3. Physical Design............................................................................................................................37
4.4. The Relationships for all Tables.................................................................................................38
4.5. Data dictionary............................................................................................................................38
4.6. SCREENSHOT AND SOURCE CODE.....................................................................................39
4.7. SYSTEM TESTING....................................................................................................................58
4.8. RECOMMENDATION, CONCLUSION AND REFERENCES.............................................59
4.9. REREFENCES............................................................................................................................60
5.0. APPENDICES..............................................................................................................................61

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 1.0. CHAPTER 1: INTRODUCTION
Background of the study
A mental asylum is an institution that provides specialized medical and therapeutic care for
individuals suffering from severe mental illness or disorder. This facilities offer a range of
services including diagnosis, treatment, medication management and pysichological therapy to
help patients stabilize their condition reuniting into the society if possible
But keeping track of all the activities and their records on paper is very cumbersome and error
prone. It is also very inefficient and a time consuming process observing the continuous increase
in population and number of people visiting the asylum. Recording and maintaining all these
records is highly unreliable, inefficient and error prone. It is also not economically and
technically feasible to maintain these records on paper.
Thus keeping the work of the manual systems as the basis of our project. We have developed an
automated version of the manual system, named as “Mental Asylum Management System”.
The main aim of our project is to provide a paper- less Asylum work up to 90%. It also aims at
providing low cost reliable automation of the existing systems. The system also provides
excellent security of data at every level of user –system interaction and also provides robust and
reliable storage and backup facilities

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1.1 PROBLEM STATEMENT
In this busy world we don’t have the time to wait in infamously long Asylum queues. The
problem is, queuing at Asylum is often managed manually by administrative staff, then
take a token there and then wait for our turn then ask for the doctor and the most
frustrating thing - we went there by traveling a long distance and then we come to know
the doctor is on leave or the doctor can’t take appointments. The Asylum management
system (MAMS) will help us overcome all these problems. MAMS is essential for all
healthcare establishments, psychiatric hospitals, mental health clinics, residential
treatment center and community mental health centers. The main goal is to computerize
all the details regarding the patient and the Asylum. The installation of this healthcare
software results in improvement in administrative functions and hence better patient care,
which is the prime focus of any mentalcare unit.
1.2 Benefits of implementing a mental asylum management system
 Lack of immediate retrievals: -
The information is very difficult to retrieve and to find particular information like- E.g. - To find
out about the patient’s history, the user has to go through various registers. This results in
inconvenience and wastage of time.
 Lack of immediate information storage: -
The information generated by various transactions takes time and efforts to be stored at
right place.
 Lack of prompt updating: -
Various changes to information like patient details or immunization details of child are difficult
to make as paper work is involved.
 Error prone manual calculation: -
Manual calculations are error prone and take a lot of time this may result in incorrect
information. For example
Calculation of patient’s bill based on various treatments.
 Preparation of accurate and prompt reports: -
This becomes a difficult task as information is difficult to collect from various register.

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1.3 INTERFACES:
Login Interface
In the login interface, we provide authorization to the user getting in.
MDI Main Interface
The Multiple Document Interface, provides base screen for all management program action
present in the management program. It contains menu bar which list the manipulation forms for
management.
Ward Interface
This interface provides us the details about wards and the habited patients in those wards.
Outpatient Interface
This interface provides us the information about outpatients, what they are in for, appointments
with doctor, bill details, time they are in etc.
Inpatient Interface
Provides the details about the hospitalized patients in the wards, their treatment and date of
discharge.
Psychological Interface
The psychological interface shows all the results of the tests of both the inpatients and
outpatients which is sent to the doctor so that he can prescribe the right medication for the
patient.

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1.4 OBJECTIVES:-

General Objectives
The main objective of this research project was to investigate of the role of Mental Asylum
Management System on the efficient management of patients’ records.
 Recording information about the Patients that come.
 Generating bills.
 Recording information related to diagnosis given to Patients.
 Keeping information about various medications available to cure them. These are the
various jobs that need to be done in Asylum by the operational staff and doctors. All
these works are done on papers.

1.5 Specific objectives

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 of 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 of time and fit in the limited budget of the user.

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1.6. Research Questions
a) How is mental Asylum Management System used?
b) What are the most effective treatment for specific mental illness or disorder
c) How do certain medications impact the symptoms and quality of life for patients with
specific mental illness?
d) How do different types of therapy compared in treating specific mental illness
e) What are the long term outcomes for patients who receive treatment of specific mental
illnesses?
f) What are the experiences and needs of family members or care givers of individuals of
specific mental illness?
g) How do social and environmental factors influence the recovery process for patients with
specific mental illness?
1.7. Project Justification
Record keeping is an important aspect of every organizations/ institution’s day to day
operations. This system ensures the preservation of medical records for evidential purposes,
accurate and efficient updating, timely availability, and control of access to them only by
authorized personnel.

1.8. Scope of the Project:-

 Information about Patients is done by just writing the Patients name, age and gender.
Whenever the Patient comes up his information is stored freshly.
 Bills are generated by recording price for each facility provided to Patient on a separate
sheet and at last they all are summed up.
 Mental tests information to patients is generally recorded on the document, which
contains patient information. It is destroyed after some time period to decrease the paper
load in the office.)
 Information about various mental diseases is not kept as any document. Doctors
themselves do this job by remembering various medicines. All this work is done
manually by the receptionist and other operational staff and lot of papers are needed to be
handled and taken care of. Doctors have to remember various medicines available for
tests and sometimes miss better alternatives as they can’t remember them at that time.

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1.9. Limitations of the proposed system
a) The high cost of software development and deployment
b) Fear of data security breach.
c) Difficulty in migrating from manual processes, because both staff and patients are
used to the manual processes and so are unable to speedily cope with the new system.
d) Lack of IT-friendly medical personnel is also presenting several challenges
e) A huge influx of patients visiting government mental asylums makes the process of
migrating to automated processes highly difficult. They do not have the patience to
wait for registration and data entry and often fail to understand the functioning of
automated processes.

2.0. Budget and Resources

The following is our estimated budget and resources that we shall require.
Item Units Amount
System Analyst 2 60000
Administrator 1 35000
Computers 15 125000
Training 3 months 50000
Electricity 80000
Insurance 15000

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2.0. CHAPTER 2: LITERATURE REVIEW
INTRODUCTION
One of the major challenges existing in Mental Asylum Management Systems face is around
operational efficiency and wait times between different processes, departments and persons. This
project highlights such limitations of existing systems and proposes a RFID (Radio Frequency
ID) and wireless sensor based, location and information management framework that facilitates
real time tracking of hospital assets, personnel and patients as they move through pre-set
procedures as part of daily activities of the hospital. The system covers the visual simulation and
providing ability to analyze the ongoing operations so they can be corrected to achieve increased
processes efficiency and service levels.
Reviewed similar systems
The use of Electronic Medical Record (EMR) defined as electronic record of Mental health
related information on an individual that can be created, gathered, managed and consulted by
authorized clinicians and staff within one health care organization.
In Kenya the EMR systems used in various public asylums include:
 Comprehensive Patient application Database(CPAD)
 Intelligence Quotient(IQ) Care
 Care 2000
 Open Medical Record system(OpenMRS)

2.1. Tools and Methodologies used in Reviewed Systems

a) Case studies
This involves the descriptive information about specific entities, or cases, is collected, organized,
interpreted and presented in a narrative format.
Advantages of case study
 Ability to see a relationship between phenomena, context, and people.
 Flexibility to collect data through various means.
 Ease of explaining results to a non-specialist audience
Disadvantages of case study
 Difficulty generalizing findings from one case study to other settings.
 Difficulty in convincing readers who are accustomed to clear-cut statistical answers.
 In-depth analysis may not be suitable for the audience
b) Interviews
This involves two or more people exchanging information through a series of questions and
answers

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Advantages
 Detailed assessment
 Fantastic source of information
 Extra information extraction
Disadvantages
 Challenging to verify the truth
 Unpredicted result
 Expensive
c) Observations
Is a way of gathering data by watching behavior, events, or noting physical characteristics in
their natural setting.
Advantages
 It is the simplest method
 Greater accuracy
 It is a universal method
Disadvantages
 Lack of reliability
 Faulty perception
 Expensive
d) Questionnaires
Is a list of questions or items to gather data from respondents about their attitudes, experiences or
opinions.
Advantages
 Large-scale data collection
 Cost-effective
 Flexibility
 Time efficiency
Disadvantages
 Misinterpretation of questions
 Low response rate
 Inability to probe for clarification

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2.2. Problems of the reviewed system
1. Problem with maintenance
2. Volumes of data becomes problem.
3. Data handling is a problem
4. Needs lots of paper.
5. Once data is burned it cannot be reproduced easily

2.3. The proposed solution

1. The reliability of the proposed system will be high due to proper storage of information.
2. Proper backup to avoid data being corrupted easily.
3. Proper maintenance
4. Provide quick and efficient retrieval of information.
5. The working in the organization will be well planned and organized.

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3.4. CHAPTER THREE: METHODOLOGY
INTRODUCTION
This chapter describes the research design, methods and procedures used to collect and analyze
data. It includes information on the sample size, data sources, data collection tools, and data
analysis techniques.
System development methodology
The system underwent all the phases of the System Development Life Cycle (SDLC) in different
stages which include requirement gathering, system analysis, system design, implementation,
testing, deployment and maintenance. The methodology we used in this system is the waterfall
model.

3.5. The Waterfall Model

The waterfall model is an early software development model that involves the sequential
execution of tasks starting with feasibility study and flowing through various stages of
implementation until the final deployment in the live environment.
The waterfall methodology is often visualized in the form of flow chart or a Gantt chart. This
methodology is called waterfall because each task cascades into the next step.

2.6. Justification of the waterfall methodology

At every phase, there is provision of verification and validation, correction of errors and
inconsistencies.
1. All the requirements are gathered once as we have done in this Mental Asylum
Management System (MAMS).
2. Every stage begins when the previous phase is finished. According to this model we have
prepared all stages as feasibility study, system analysis, system design, implementation,
testing, deployment and maintenance.
3. The project consist of a linear set of distinct phases.
4. Every phase has well defined entry and exit criteria, which is available in our MAMS.
5. The methodology is easy to understand and cheap.
6. It provides proper feedback to minimize the work again. This is achieved through the
process of review and documentation.
7. It simple, old and mostly used process model for software development.
8. Verification at each stages ensures early detection of errors misunderstandings.
Thus to solve the actual problem in a system settings, a software engineer must incorporate a
development strategy that encompasses the process, methods, and tool layers. This strategy is
often referred to as a process model, i.e. why we have selected waterfall model which is very
helpful to carry out this MAMS project.

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 THE WATERFALL MODEL

Requirement
Analysis

System
Design

Implementation

Testing

Deployment

Maintenance

Figure 1.0

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2.7. The sequential phases in Waterfall model are;
1. Requirement Gathering and analysis − All possible requirements of the system to be
developed are captured in this phase and documented in a requirement specification
document.
2. System Design − the requirement specifications from first phase are studied in this phase
and the system design is prepared. This system design helps in specifying hardware and
system requirements and helps in defining the overall system architecture.
3. Implementation − with inputs from the system design, the system is first developed in
small programs called units, which are integrated in the next phase. Each unit is
developed and tested for its functionality, which is referred to as Unit Testing.
4. Integration and Testing − All the units developed in the implementation phase are
integrated into a system after testing of each unit. Post integration the entire system is
tested for any faults and failures.
5. Deployment of system − Once the functional and non-functional testing is done; the
product is deployed in the customer environment or released into the market.
6. Maintenance − There are some issues which come up in the client environment. To fix
those issues, patches are released. Also to enhance the product some better versions are
released. Maintenance is done to deliver these changes in the customer environment.
All these phases are cascaded to each other in which progress is seen as flowing steadily
downwards (like a waterfall) through the phases. The next phase is started only after the defined
set of goals are achieved for previous phase and it is signed off, so the name "Waterfall Model".
In this model, phases do not overlap.
Advantages of the waterfall model
1. Clear and well-defined requirements upfront-uses clear structure.
2. Simple and easy to understand and use.
3. Phases are processed and completed one at a time.
4. Processes and results are well documented.
5. Transfers information well.
Disadvantages of the waterfall model
1. No working software is produced until late during the life cycle.
2. Not a good model for complex and object-oriented projects.
3. It is difficult to measure progress within stages.
4. Documentation occupies a lot of time of developers and testers.
5. Small changes or errors that arise in the completed software may cause a lot of
problems.

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2.8. Sources of Data
Primary data collection
 Primary data refers to data collected for the first time through personal experiences or
evidence, particularly for research. It is also called raw data or first-hand information.
 Primary data is obtained from sources such as surveys, observations, experiments,
questionnaires, and personal interviews. It is data that has not been previously published
and is derived from a anew or original research study and collected at the source such as
in marketing
 Primary data is always specific to the researcher’s needs.
 Primary data collection are observed and recorded directly from respondents. The
information collected is directly related to the specific research problem identified. All
the questions that one asks the respondents must be totally unbiased and formulated so
that all the different respondents understand it.
Secondary data collection
Secondary data means data collected by someone else earlier other than the user.
Common sources of secondary data for social science include censuses, organizational records,
government publications, websites, books, journal articles, internal records and data collected
through qualitative methodologies or qualitative research.
Online sources of secondary data
 http://pcornet.org/
Is a National Patient-Centered Clinical research network born in 2014 from an initiative of the
Patient-Centered Outcome Research Institute (PCORI) for community-based observational and
interventional studies. One of the main features of PCORnet is the direct involvement of
patients’ focusing on single health conditions and including rare diseases.
 http://trinetx.com/
A cloud-based health research platform that allows healthcare organizations, pharmaceutical
companies, and research organizations to collaborate in the process of trial design and patient
recruitment. In this project all the information has been gathered from secondary sources that is
internet.

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2.9. Data Gathering
Methods of Data Collection
Methods of data collection refers to the approach or strategy used to gather information. It
encompasses the overall plan for obtaining data and includes techniques such as surveys,
interviews, observation, focus groups, and more. The method outlines how data will be collected,
who will be involved, and what procedures will be followed.
Here are the various methods that we used to collect data:
a) Surveys and Questionnaires:
 We developed surveys and questionnaires targeted on hospital staff, patients, and
administrators
 Used both open-ended and closed questions to gather quantitative and qualitative
data.
 We distributed surveys physically and electronically, depending on the
preferences our target audience.
b) Interviews
 We conducted interviews with the ley stakeholders such as hospital
administrators, doctors, nurses and support staff.
 We used structured and semi-structured interview formats to ensure consistency
while allowing for in-depth responses.
 Recorded interviews (with permission) for later analysis.
c) Observations
 We observed daily operations and interactions within the hospital.
 Documented workflow, patient flow and any bottlenecks or inefficiencies.
d) Document Review
 We examined existing documents such as hospital records, policies and reports.
 We also analyzed historical data to identify trends, patterns, and areas of
improvement.
e) Online Surveys and Feedback Forms
 Created online surveys or feedback forms for patients and staff.
 We used hospital websites, email newsletters platforms to collect responses.

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Tools of data Collection
These are the specific instruments, software, or devices used to implement the chosen data
collection method. Tools are the practical applications that help you gather, record, or analyze
data efficiently.
Some of the tools that we used in data collection are:
a. Surveys and Questionnaires
 Google forms: This an easy-to-use tool for creating online surveys and
questionnaires.
 Microsoft Forms: Useful for creating surveys and analyzing responses.
b. Interviews
 Voice Recorders: We used digital voice recorders and smartphone apps to
record interviews (with consent).
 Note-taking Apps: We used tools such as Microsoft OneNote to organize and
store interview notes.
c. Observation
 Pen and paper/Notebook: For taking field notes during observations
 Smartphone Cameras: For capturing visual information during observations.
d. Document Review
 Microsoft Excel: For organizing and analyzing data from documents.
e. Online Surveys and Feedback Forms
 Google forms


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3.0. Resources required/materials
1. Hardware
 Servers: To host the central database and run the main application.
 Workstations: For hospital staff to accesses use the system. This includes
computers, laptops.
 Networking Equipment: These include routers, switches, and cabling to
establish a reliable network within the hospital.
2. Software
 Mental Asylum Management System Software: The core software that
facilitates functions such as patient registration, appointment scheduling,
billing, and electronic health records (EHR).
 Database Management System (DBMS): To store and manage the vast
amount of data generated by the system.
 Operating System: The server and client machines will need an operating
system. This will be Windows server.
3. Networking Infrastructure
 Internet Connections: A reliable internet connection for accessing online
resources and possibly for connecting with external systems.
 Local Area Network (LAN): To connect all devices within the hospital and
facilitate data sharing.
4. Human Resources
 IT Staff: Developers, system administrators, and IT support personnel to
maintain and troubleshoot the system.
 Training Staff: Personnel responsible for training hospital staff on using the
new system.
 Project Management Team: To oversee the planning, development, and
implementation of the hospital management system
5. Security Measures
 Firewalls and Antivirus Software: To protect the system from external threats
 Access Controls: We will implement user authentication and authorization to
control access to sensitive data.
 Data Encryption: To secure data during transmission and storage
6. Backup and Recovery Systems
 Regular backup solutions to ensure data safety and recovery options such as
Disaster Recovery Plan in case of system failures.
7. Continuous Maintenance and Support
 Maintenance Plan: Regular updates, bug fixes, and improvements to keep the
system running smoothly.
 Customer Support: A system for support use queries and issues promptly.

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3.1. Hardware and Software Specification
1. Hardware Specifications
Hardware specifications refers to the detailed information about the physical components that
make up a computer system or device. The specifications provide a comprehensive overview of
the hardware’s capabilities and characteristics.
The following are the key hardware specifications:
Processor (CPU):
a. Type: Intel
b. Cores: Corei5
c. Speed: Clock speed measured in GHz
Memory:
 RAM: 4 GB
Storage:
d. Hard Disk: 500GB
Servers: To host the central database and run the main application.
Workstations: For hospital staff to access and use the system. This includes computers,
laptops.
2. Software Specifications
Software specification refers to a detailed description of the behavior, features, and requirements
of a software application or system. It provide a clear and unambiguous understanding of what
the software is expected to achieve and how it should behave.
The following are the software specifications that we used:
Operating System:
e. Windows 10 Enterprise
Front End:
f. Microsoft Visual Basic 6.0
Back End:
g. Microsoft Access
Antivirus:
h. Used up to date antivirus

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3.2. Fact Recording
Fact recording refers to the processes of collecting and storing factual information about various
aspects of hospital operations.
i. Program Requirement
Program requirements for fact recording in a mental asylum management system involve
specifying the functionalities and capabilities that the software must possess to accurately
collect, store, and manage factual information.
 User Authentication and Authorization- implement a role-base access control to
restrict access to different modules and functionalities based on user roles.
 Patient Registration-capture and store patient demographics, contact details and
other relevant information.
 Billing and Financial Transactions-allow for the input of billing information,
payments received and insurance claims.
 Medical Procedures and Treatments Recording-provide interfaces to input details
about tests, treatments and medications prescribed or administered.
ii. Input Requirements
Input requirements refer to the specific criteria and conditions that must be met when
recording factual information.
 Patient name
 Date of birth
 Gender
 Address
 Contact details
iii. Output Requirements
Output requirements in Mental Asylum Management System (MAMS) project involve
specifying the format, content, and delivery of information generated by the system based on
the recorded facts.
 Patient Reports
 Billing Statements
 Laboratory and Diagnostic Results
 Appointment Reminders i.e. via email, SMS

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 iv. Process Requirements
Process requirements in a Mental Asylum Management System (MAMS) project outline the
procedures and workflows necessary for effective fact recording.
 Patient Registration Process- define a standardized process for registering new
patients.
 Appointment Scheduling Process-check appointment availability, prevent double
bookings and send confirmation notifications to patients.
 Electronic Health Records (EHR) Process- ensure comprehensive documentation
of patient medical histories, diagnoses and treatment plans.
v. File Requirements
File requirements refer to the specifications and considerations related to the storage,
organization, and access of data files associated with fact recording.
 Patient Records-The file type will be Electronic Health Records(EHR)
 Security and Access Logs-logs files capturing time stamped access and security
events.
vi. System Requirements
System requirements in a Mental Asylum Management System (MAMS) project encompass the
specifications and capabilities needed to support fact recording effectively. They include the
following:
1) Hardware Requirements:
 Server Hardware:-Powerful servers to handle database operations, especially in
larger healthcare facilities.
 Client Devices:-Workstations for hospital staff with sufficient processing power
and memory.
Compatibility with different types of devices (desktops, laptops, tablets) for flexibility in data
entry.
2) Software Requirements:
 Operating System:-Compatibility with commonly used operating systems (e.g.,
Windows, Linux, macOS).
Server operating system for hosting the HMS application.
 Database Management System (DBMS) -Database schema optimized for
efficient data retrieval and storage.

26
3.3 Personnel Requirements
Personnel requirements for fact recording in a Mental Asylum Management System (MAMS)
project involve defining the roles, skills, and responsibilities of individuals involved in the
planning, development, implementation, and maintenance of the system.
They include:
Personnel Role Skills Responsibilities

Project Manager Oversees the entire Project Planning, coordination, risk

MAMS project, management, management and ensuring
including fact leadership, project goals are met.
recording. communication
System Analyst Analyzes and defines Analytical Interact with stakeholders to
system requirements thinking, gather requirements, defines
for fact recording. problem-solving, system functionalities, and
communication ensure alignment with
organizational needs.
Database Administrator Manages the database Database Interacts with stakeholders to
used for fact management, gather requirements, defines
recording optimization, system functionalities, and
security. ensure alignment with
organizational needs.
Software Developers Develop the software Programming Code development, testing, and
components for fact languages, implementation of fact recording
recording software functionalities.
development
End Users(Medical Staff, Utilize the MAMS Training in Accurate and timely recording of
Administrative staff) for fact recording in MAMS usage facts relevant to their roles in the
their respective roles MAMS.
Table 1.0

27
3.4. CHAPTER 4: SYSTEM ANALYSIS AND REQUIREMENT MODELING, SYSTEM
DESIGN (FINDINGS, DATA ANALYSIS AND DESIGN)
Introduction
System analysis helps identify the scope and boundaries of the project. It involves understanding
the existing processes, resources and constraints. Requirement Modeling is essential for
specifying the detailed needs and expectations of the stakeholders. This involves capturing
functional and non-functional requirements. Functional requirements define the system’s features
and capabilities while non-functional requirements address aspects like performance, security
and usability.
Objectives
I. Facilitate decision-making: it will provide a basis for making informed decisions
throughout the project life cycle
II. Mitigate risks: it will identify potential risks and challenges early in the project to
develop strategies for mitigation.
III. Reduce ambiguity: it will also clarify any ambiguous or unclear aspects of the
project to minimize misunderstandings.
IV. Define functional and non-functional requirements

3.5. Feasibility Study

28
A feasibility study is a preliminary exploration of a proposed project or undertaking to determine
its merits and viability. During this study, data is being gathered to obtain sufficient information
about existing system to make compression with possible computer system.
Feasibility analysis is done in respect of the following:
1. Technical feasibility
2. Economical feasibility
3. Operational feasibility
4. Schedule feasibility
1. Technical Feasibility
The technical feasibility examines whether the technology required for the project is available or
can be developed. It assesses the technical competence of the team to implement the project
successfully. It also determines if the project aligns with current technology trends and standards.
2. Economical Feasibility
Economic feasibility analyzes the cost of the project, including the development, operational,
and maintenance expenses. Compares the projected benefits of the project to the anticipated costs
to determine if it is financially viable. It also considers factors such as return on investment
(ROI) and payback period.
3. Operational Feasibility
The assessment made if the system will be used or not once it is developed. According to the
project, the Hospital Management System will use the operational feasibility if the system is
developed and implemented to measure how well is our project solution will work in the
organization and how the people feel about the system.
4. Scheduling Feasibility
This feasibility study will help us examine the time frame required for the project, including
development, testing and implementation. We will also consider potential delays and risks that
could affect the project timeline.

29
3.6. System Analysis and Design Tools
These are tools that will help us in the design of the system. We will use tools such as Entity
Relationship Diagram (ERD), Flowchart and Data Flow Diagram (DFD).
1. Data Flow Diagram
This is a graphical representation of the flow of data through an information system. Our main
aim of using the DFD is that it will provide an overview of what data a system would process,
what transformations of data are done, and what data is stored.
Standard symbols used in data flow diagram
Symbol Name Description

process Transforms data inputs into

data outputs.

External entity (source/sink) Acts as a source of system

inputs or sink of system
outputs.
Data store Shows a place for the
collection of data items.

Data flow Shows movement of data

between components of other
systems.
Table 1.1
2. Entity Relationship Diagram
This is a visual representation of the relationships among entities within a database or
information system. It uses three main components
Symbol Name Description

An entity can be an object,

Entity place, person or anything.

Describes a property or
Attribute characteristics of an entity.

Describes the connection

Relationship between entities.

Table 1.2

30
 3. Flowchart
This a diagrammatic representation of a process, system that uses symbols and shapes to depict
the steps or actions involved
These symbols are:
Symbol Name Description

Indicate the beginning and

Terminal symbol (Ellipse) the end of the process.

Represent a specific action or

Process symbol (Rectangle) operation in the process.

Indicates decision point in the

Decision symbol (Rhombus) process leading to different
paths based on a condition.
Input or Output symbol Represents input or output
(Parallelogram) operations in the process.

Flow line Shows the direction of the

flow indicating the sequence
of steps.
Used as a connecting point
Connector symbol for arrows coming from
different directions

Table 1.3

31
 3.7. System Investigation
Introduction
System investigation refers to the initial phase where investigators gather information, assess
existing conditions, and identify the requirements and objectives of the research endeavor.
Data Collection
Data collection is the process of gathering and measuring information using the various
methods and tools. These methods include:
1. Questionnaires
2. Interviews
3. Observation
4. Surveys
3.8. Fact Recording
Fact recording refers to the processes of collecting and storing factual information about various
aspects of Asylum operations.
Introduction
Program Requirements
- Entails the following:
1. Input Requirement
Entities Details Method of input Device
Patient Name, gender, Keying in Keyboard
address, phone
number, age, id no
Table 1.4
2. Output Requirement
Entities Data Method of output Device
Patient registration Name, gender, Printing out Printer
detail report address, phone
Billing Statements number, age, id no
Laboratory and
Diagnostic Results

Table 1.5

32
 3. Process Requirement
Process Process Activity
Registration process Capture input data, save
Diagnosing process Input data, save, delete, update, edit
Table 1.6
4. File Requirement
File type Data
Patient details file Name, gender, address, phone number, age, id
no
Ward details file Ward no, date of admission
Doctor details file Doctor name, doctor’s phone no.
Laboratory diagnostic file Sickness type
Table 1.7
5. System Requirement
Specification Information
Hardware Processor (CPU): Intel, Cores: Corei5
Speed: Clock speed measured in GHz
Memory: RAM: 4 GB
Storage: Hard Disk: 500GB

Software Operating System: Windows 10 Enterprise

Front End: Microsoft Visual Basic 6.0
Back End: Microsoft Access
Antivirus: Used up to date antivirus

Table 1.8
6. Personnel Requirements
Duty Qualification Quantity
System Analyst Diploma in ICT 1
Computer Programmer Diploma in ICT 1
Database Administrator Diploma in ICT 1
System Administrator Diploma in ICT 1
Data Entry Clerk Certificate in IT 5
Table 1.9
4.

33
3.9. CHAPTER 5: SYSTEM DESIGN
Introduction
System design is the process of defining the architecture, components, modules, interfaces,
and data for a system to satisfy specified requirements. It involves translating use
requirements into a detailed blueprint that guides the implementation phase.
Our goal in this system design is to create a well-organized and efficient structure that meets
the intended purpose while considering factors like scalability, maintainability, and
performance.
Objectives of System Design
 Practicality: We need a system that should be targeting the set of audiences (users).
 Accuracy: The system is designed in a way that it fulfills nearly all the requirements
around which it is designed be it functional or non-functional.
 Completeness: The system design should meet all user requirements.
 Efficient: The MAMS is designed in a way that it should not surpass the cost of
resources.
 Scalable (flexibility): the system design should be adaptable with time as per
different user needs of customers which we know will keep on changing on time.

4.0. Program Design Tools

These are tools that will help us in the design of the system. We will use tools such as Entity
Relationship Diagram (ERD), Flowchart and Data Flow Diagram (DFD).
1. Data Flow Diagram
This is a graphical representation of the flow of data through an information system. Our main
aim of using the DFD is that it will provide an overview of what data a system would process,
what transformations of data are done, and what data is stored.
2. Entity Relationship Diagram
This is a visual representation of the relationships among entities within a database or
information system. It uses three main components
3. Flowchart
This a diagrammatic representation of a process, system that uses symbols and shapes to depict
the steps or actions involved

34
 4.1. Logical Design
Logical data design is the process of transforming (or mapping) a conceptual schema of the
application domain into a schema for the data model underlying a particular DBMS.
In this project used entity relationship diagram and data flow diagram to create the logical design
of the system.

1. ER DIAGRAM FOR HMS

Name Address Age

Dept Name
Address Ph.No

Dr_Id
P_Id
1 M
Treats Patient
Doctor
Gender
1

Ph.No 1
Gender
Issued

Bill.No

M Assign
Dr_Charges

Bill
1
Room Charges

Type Room

Room_Id
Figure 1.1

35
 4.2. Data Flow Diagram
A data flow diagram for mental asylum management system is a visual representation illustrating
the flow of information within the system.
In this project we will use a context (level 0) diagram to represent the logical design of the
MAMS. A level 0 diagram is the basic of the overview of the whole system or process being
analyzed or modeled. It’s designed to be an at-a-glance view, showing the system as single high-
level process, with its relationship to external entities.
2. LEVEL 0 DIAGRAM

Staff

Add Master Asylum Reports

Records

Create Staff Discharge

Account
Mental
Asylum Bill
Administrator Patient
Management
Report System Payment

36
 4.3. Physical Design
The physical design is the graphical representation of a system showing the system’s internal and
external entities and the flow of data into and out of these entities. An internal entity is an entity
within the system that transforms data.
The following tables demonstrate the physical design of our MAMS.
Patient Table

Doctor Table

Bed Details

Test Details

37
 4.4. The Relationships for all Tables

Figure 1.3

4.5. Data dictionary

Data Dictionary is a collection of the data that are used as part of the system. It is a record of data
about data.
1. Legal_character [a-z | A-Z]
2. Digit [0-9]
3. Special_ch [@|$|#|+|-]
4. Blood [A|B|AB|O]
5. Name First_name+(middle_name)+last_name
6. P_ID Legal_character+digit
7. D_ID Legal_character+digit
8. Mobile_No Digit
9. Blood_Group Blood+special_ch
10. Consultant Fee Digit
11. Medicine Legal_character+digit
Table 2.0

38
 4.6. SCREENSHOT AND SOURCE CODE
1. LOGIN FORM

Private Sub CmdLogin_Click ()

Dim validUsername As String
Dim validPassword As String
ValidUsername = "admin"
ValidPassword = "password"
'Check if entered credentials match the valid ones
If TxtUsername.Text = validUsername And TxtPassword.Text = validPassword Then
MsgBox "Login Successful!", vbInformation, "Asylum Login"
'Add code here to open the main application form or perform other actions
Else
MsgBox "Invalid username or password. Please try again!”, vbExclamation, "Asylum Login"
'Clear the password textbox on failed login attempt
TxtPassword.Text = ""
'Setfocus to the password textbox
TxtPassword.SetFocus
End If
End Sub

39
 2. MAIN FORM

‘Code for MDI form (MDIForm1)

Private Sub MDIForm_Load ()
‘Load the login form when the MDI form loads
Load frmLogin
FrmLogin.Show vbModal, Me
End Sub
Private Sub mnuAdminLogin_Click ()
‘Open the admin login form
Load frmAdminLogin
FrmAdminLogin.Show vbModal, Me
End Sub
Private Sub mnuHomepage_Click ()
‘Open the homepage form
Load frmHomepage
FrmHomepage.Show vbModal, Me
End Sub
Private Sub mnuOutpatientRegistration_Click ()

40
 ‘Open the outpatient registration form
Load frmOutpatientRegistration
FrmOutpatientRegistration.Show vbModal, Me
End Sub
Private Sub mnuInpatientRegistration_Click ()
‘Open the inpatient registration form
Load frmInpatientRegistration
FrmInpatientRegistration.Show vbModal, Me
End Sub
Private Sub mnuDoctorInformation_Click ()
‘Open the doctor information form
Load frmDoctorInformation
FrmDoctorInformation.Show vbModal, Me
End Sub
Private Sub mnuPathology_Click ()
‘Open the pathology form
Load frmPathology
FrmPathology.Show vbModal, Me
End Sub

41
3. HOME PAGE OF MENTAL ASYLUM MANGEMENT SYSTEM

Private Sub CmdInpatient_Click ()

‘Open the Inpatient Form
InpatientForm.Show
End Sub
Private Sub CmdOutpatient_Click ()
‘Open the Outpatient Form
OutpatientForm.Show
End Sub
Private Sub CmdDoctor-Click ()
‘Open the Doctor Form
DoctorForm.Show
End Sub
Private Sub CmdRoom_Click ()
‘Open the Room Form
RoomForm.Show

42
End Sub

Private Sub CmdInpatientBilling_Click ()

‘Open the Inpatient Billing Form
InpatientBillingForm.Show
End Sub
Private Sub CmdOutpatientBilling_Click ()
‘Open the Outpatient Billing Form
OutpatientBillingform.Show
End Sub
Private Sub CmdPathology_Click ()
‘Open the Pathology Form
PathologyForm.Show
End Sub

43
 4. INPATIENT REGISTRATION FORM

Private Sub Form_Load ()

‘Populate the ComboBox for Gender
CboGender.AddItem "Male"
CboGender.AddItem "Female"
‘Populate the ComboBox for Room No with sample numbers
For i = 1 To 10
CboRoomNo.AddItem CStr (i)
Next i
End Sub
Private Sub cmdAdd_Click ()
‘Clear the form for adding a new record
ClearForm
End Sub
Private Sub cmdSave_Click ()
‘Save the patient record

44
 ‘MsgBox "Record saved successfully!", vbInformation, "Inpatient Registration"
‘Clear the form after saving
ClearForm
End Sub
Private Sub cmdDelete_Click ()
‘Delete the patient record
MsgBox "Record deleted successfully!", vbInformation, "Inpatient Registration"
‘Clear the form after deleting
ClearForm
End Sub
Private Sub cmdSearch_Click ()
‘Search for a patient record
MsgBox "Patient record found!", vbInformation, "Inpatient Registration"
End Sub
Private Sub ClearForm ()
‘Clear all TextBox and ComboBox controls on the form
Dim ctrl As Control
For Each ctrl In Me.Controls
If TypeOf ctrl Is TextBox Then
ctrl.Text = ""
ElseIf TypeOf ctrl Is ComboBox Then
ctrl.ListIndex = -1 ' Clear the selected item
End If
Next ctrl
End Sub

45
 5. OUTPATIENT REGISTRATION FORM

Private Sub Form_Load ()

‘Populate the ComboBox for Gender
CboGender.AddItem "Male"
CboGender.AddItem "Female"
End Sub
Private Sub cmdAdd_Click ()
‘Clear the form for adding a new record
ClearForm
End Sub
Private Sub cmdSave_Click ()
‘Save the outpatient record
MsgBox "Record saved successfully!", vbInformation, "Outpatient Registration"
‘Clear the form after saving

46
 ClearForm
End Sub
Private Sub cmdDelete_Click ()
‘Delete the outpatient record
MsgBox "Record deleted successfully!", vbInformation, "Outpatient Registration"
‘Clear the form after deleting
ClearForm
End Sub
Private Sub cmdSearch_Click ()
‘Search for an outpatient record
MsgBox "Outpatient record found!", vbInformation, "Outpatient Registration"
End Sub
Private Sub ClearForm ()
‘Clear all TextBox and ComboBox controls on the form
Dim ctrl As Control
For Each ctrl In Me.Controls
If TypeOf ctrl Is TextBox Then
ctrl.Text = ""
ElseIf TypeOf ctrl Is ComboBox Then
ctrl.ListIndex = -1 ' Clear the selected item
End If
Next ctrl
End Sub

47
6. DOCTOR INFORMATION

Private Sub Form_Load ()

CboGender.AddItem "Male"
CboGender.AddItem "Female"
‘Populate the ComboBox for Department
CboDepartment.AddItem "Nursing"
CboDepartment.AddItem "Pathology"
CboDepartment.AddItem "Pharmacy"

48
 End Sub
Private Sub cmdAdd_Click ()
‘Clear the form for adding a new doctor's information
ClearForm
End Sub
Private Sub cmdSave_Click ()
‘Save the doctor's information
MsgBox "Doctor's information saved successfully!", vbInformation, "Doctor Information"
‘Clear the form after saving
ClearForm
End Sub
Private Sub cmdDelete_Click ()
‘Delete the doctor's information
MsgBox "Doctor's information deleted successfully!” vbInformation, "Doctor
Information"
‘Clear the form after deleting
ClearForm
End Sub
Private Sub cmdExit_Click ()
‘Close the form
Unload Me
End Sub
Private Sub ClearForm ()
‘Clear all TextBox and ComboBox controls on the form
Dim ctrl As Control
For Each ctrl In Me.Controls
If TypeOf ctrl Is TextBox Then
ctrl.Text = ""
49
 ElseIf TypeOf ctrl Is ComboBox Then
ctrl.ListIndex = -1 ' Clear the selected item
End If
Next ctrl
End Sub

7. ROOM INFORMATION

Private Sub Form_Load ()

CboRoomType.AddItem "Secure units"
CboRoomType.AddItem "juvinille wards"
CboRoomType.AddItem "Open units"
For i = 1 To 10
CboRoomNo.AddItem CStr (i)

50
Next i
End Sub
Private Sub CmdAdd_Click ()
MsgBox "Room information added successfully!", vbInformation, "Room Information"
ClearForm
End Sub
Private Sub CmdExit_Click ()
Unload Me
End Sub
Private Sub ClearForm ()
Dim ctrl As Control
For Each ctrl In Me.Controls
If TypeOf ctrl Is TextBox Then
ctrl.Text = ""
End If
Next ctrl
End Sub

51
 8. IP BILLING FORM

Pychology

Private Sub Form_Load ()

‘Populate the ComboBox for Payment Method
CboPaymentMethod.AddItem "Cash"
CboPaymentMethod.AddItem "Credit Card"
CboPaymentMethod.AddItem "Insurance"
‘Add more payment methods as needed
End Sub

52
Private Sub cmdAdd_Click ()
‘Clear the form for adding a new inpatient billing record
ClearForm
End Sub
Private Sub cmdSave_Click ()
‘Save the inpatient billing record
MsgBox "Inpatient billing record saved successfully!", vbInformation, "Inpatient Billing"
‘Clear the form after saving
ClearForm
End Sub

Private Sub cmdDelete_Click ()

‘Delete the inpatient billing record
MsgBox "Inpatient billing record deleted successfully!", vbInformation, "Inpatient Billing"
'Clear the form after deleting
ClearForm
End Sub
Private Sub cmdExit_Click ()
‘Close the form
Unload Me
End Sub
Private Sub ClearForm ()
‘Clear all TextBox and ComboBox controls on the form
Dim ctrl As Control
For Each ctrl In Me.Controls
If TypeOf ctrl Is TextBox Then
ctrl.Text = ""
ElseIf TypeOf ctrl Is ComboBox Then

53
 ctrl.ListIndex = -1 ' Clear the selected item
End If
Next ctrl
End Sub

9. OP BILLING FORM

Private Sub Form_Load ()

‘Populate the ComboBox for Payment Method
CboPaymentMethod.AddItem "Cash"
CboPaymentMethod.AddItem "Credit Card"
CboPaymentMethod.AddItem "Insurance"
End Sub
Private Sub cmdAdd_Click ()

54
 ‘Clear the form for adding a new outpatient billing record
ClearForm
End Sub
Private Sub cmdSave_Click ()
‘Save the outpatient billing record
MsgBox "Outpatient billing record saved successfully!", vbInformation, "Outpatient Billing"
‘Clear the form after saving
ClearForm
End Sub
Private Sub cmdDelete_Click ()
‘Delete the outpatient billing record
MsgBox "Outpatient billing record deleted successfully!", vbInformation, "Outpatient
Billing"
‘Clear the form after deleting
ClearForm
End Sub
Private Sub cmdExit_Click ()
‘Close the form
Unload Me
End Sub
Private Sub ClearForm ()
‘Clear all TextBox and ComboBox controls on the form
Dim ctrl As Control
For Each ctrl In Me.Controls
If TypeOf ctrl Is TextBox Then
ctrl.Text = ""
ElseIf TypeOf ctrl Is ComboBox Then
ctrl.ListIndex = -1 ' Clear the selected item
End If
55
 Next ctrl
End Sub

56
 10. PSYCHOLOGICAL FORM

Private Sub Form_Load ()

‘Populate the ComboBox for Test Type
cboTestType.AddItem "Blood Test"
cboTestType.AddItem "Urinalysis"
cboTestType.AddItem "X-ray"
‘Add more test types as needed
End Sub
Private Sub cmdAdd_Click ()
‘Clear the form for adding a new pathology record
ClearForm
End Sub
Private Sub cmdSave_Click ()
‘Save the pathology record
MsgBox "Pathology record saved successfully!", vbInformation, "Pathology"

57
 ‘Clear the form after saving
ClearForm
End Sub
Private Sub cmdDelete_Click ()
‘Delete the pathology record
MsgBox "Pathology record deleted successfully!", vbInformation, "Pathology"
‘Clear the form after deleting
ClearForm
End Sub
Private Sub cmdExit_Click ()
‘Close the form
Unload Me
End Sub
Private Sub ClearForm ()
‘Clear all TextBox and ComboBox controls on the form
Dim ctrl As Control
For Each ctrl In Me.Controls
If TypeOf ctrl Is TextBox Then
ctrl.Text = ""
ElseIf TypeOf ctrl Is ComboBox Then
ctrl.ListIndex = -1 ' Clear the selected item
End If
Next ctrl
End Sub

58
 4.7. SYSTEM TESTING
System Testing is an important stage in any system development lifecycle. Testing is a process
of executing a program with the intention of finding errors. The importance of software testing
and its implications with respect
tosoftware quality cannot be overemphasized. Software testing is a criticalelement of software
quality assurance and represents the ultimate review
of specification, design and coding. A good test case is one that has a high probability of finding
a yet undiscovered error. Testing is the set of activities that can be planned in advance
andconducted systematically. Different test conditions should be thoroughlychecked and the
bugs detected should be fixed. The testing strategies formed by the user are performed to prove
that the software is free and clear from errors. To do this, there are many ways of testing the
system’s reliability, completeness and maintainability.
 Unit Testing:
In the unit testing the analyst tests the program making up a system. The software units in a
system are the modules and routines that are assembled and integrated to perform a specific
function. In a large system, many modules on different levels are needed. Unit testing can be
performed from the bottom up starting with the smallest and lowest level modules and
proceeding one at a time. For eachmodule in a bottom-
up testing, a short program executes the module and provides the needed data.
 Integration Testing:
Integration testing is a systematic technique for constructing the program structure while
conducting test to uncover errors associate with interfacing. Objectives are used to take unit test
modules and built program structure that has been directed by
design. The integration testing is performed for this Mental Asylum ManagementSystem when
all the modules where to make it a complete system. After integration the project works
successfully.
 Validation Testing:
Validation testing can be defined in many ways, but a simple definition is that can be reasonably
expected by the customer. After validation test has been conducted, one of two possible
conditions exists.
• The functions or performance characteristics confirm
to specification and are accepted.

59
 • A deviation from specification is uncovered and a deficiency list is created.
Proposed system under consideration has been tested by using validation testing
and found to be working
satisfactorily.For example, in this project validation testing is performed againstin
patient search module. This module is tested with the following valid and invalid
inputs for the field patient name.

4.8. RECOMMENDATION, CONCLUSION AND REFERENCES

Recommendation
After doing a thorough research of this project, I highly recommend that the mental asylum
management system serve as a vital platform to use especially in the 21st century mental health
care centers where human beings are embracing technology and where the manual data
collection in asylum is becoming strenuous and unreliable.
Conclusion
This project has been a rewarding experience in many ways. The entire project work has
enlightened us in the following areas.
a) We have gained an insight into the working of the Asylum. This represents a typical real
world situation.
b) Our understanding of database design has been strengthened, this is because in order to
generate the final reports of database designing has to be properly followed.
c) Scheduling a project and adhering to that schedule creates a strong sense of time
management.

60
 4.9. REREFENCES
Book references
1. Girl interrupted by susanna kaysen (1993)

2. The man who mistook his wife for a hat and other clinical tales by NEUROLOGIST Oliver
Sacks
3. Gracefully insane; the rise and fall of America’s Premier Mental Hospital BY Alex Beam

4. I never promised you a rose garden by Hannah Green

5. One flew over the cuckoo’s nest by Ken Kesey

Online reference
1. Mathari National Teaching and Referral Hospital .advancements in mental asylum management
system
https://ww.matharihospital.go.ke
2. Nairobi Rakusei Mental Hospital website-HealthDigest artificial intelligence in optimizing MAMS
https://rakusei.nairobi-rakusei.org
3. Chiromo Hospital Group for mental health services and clinics
http://chiromohospitalgroup.co.ke
4. Aga Khan University Hospital:
https://agakhanhospitals.azurewebsites.net/Nairobi

61
 4.0. APPENDICES
Appendix 1
Waterfall Methodology

Requirement
Analysis

System
Design

Implementation

Testing

Deployment

Maintenance

Appendix 2
Standard symbols used in data flow diagram
Symbol Name Description

process Transforms data inputs into

data outputs.

External entity (source/sink) Acts as a source of system

inputs or sink of system
outputs.
Data store Shows a place for the
collection of data items.

Data flow Shows movement of data

between components of other
systems.
Table 1.11
Appendix 3

62
 Symbol Name Description

An entity can be an object,

Entity place, person or anything.

Describes a property or
Attribute characteristics of an entity.

Describes the connection

Relationship between entities.

Table 1.2
Appendix 4

Name Address Age

Dept Name
Address Ph.No

Dr_Id
P_Id
1 M
Treats Patient
Doctor
Gender
1

Ph.No 1
Gender
Issued

Bill.No

Assign
Dr_Charges

Bill

ER Diagram Room Charges

Type Room

Room_Id

63
Appendix 5
Level 0 DFD

Staff

Add Master Asylum Reports

Records

Create Staff Discharge

Account Mental Bill
Asylum Patient
Administrator Management
System Payment
Report

64