System analysis project

DIRECTOR


NURSES


SURBODINATES


LAB TECH


















TABLE OF CONTENTS

INTRODUCTION 2
FACT FINDING TECHNIQUES. 2
OPERATION OF THE CURRENT SYSTEM 2
PROBLEMS OF THE CURRENT SYSTEM 4
SYSTEM SCOPE. 5
OPERATION OF THE PROPOSED SYSTEM 5
SYSTEM OBJECTIVES 6
ADVANTAGES OF THE PROPOSED SYSTEM 6
RECOMMENDATION. 8
CONCLUSION. 8
APPENDICES. 9
APPENDIX 1: ORGANIZATION BACKGROUND 9
APPENDIX 2: Means used for acquiring information. 9
APPENDIX 3: System requirements. 9
APPENDIX 4: Management hierarchy. 10
TEAM REPORT FORM 11



INTRODUCTION
The organization for which we conducted the feasibility study is called Breams Care Medical Centre located on Juja town. It does not involve use of computers for data storage and management of patient record i.e. it is manual based. The problems and solution are explained in detail under the respective topics below.
FACT FINDING TECHNIQUES.
These are the methods that we used to collect data about the way activities are conducted in the medical Centre:-
Interviews.
Observation.
Reading documents.
We interviewed the director who is the chief doctor and the owner of the clinic. We also did the same to the nurses and the receptionist in order to get all the activities that take place since a patient comes till when they have received medication and discharged.
We also observed as the patients came in, from registration on and on till when they make the payments.
The third method that we used was reading documents e.g. registration forms

OPERATION OF THE CURRENT SYSTEM
After the interview and the observations, these are activities which take place in their current system and the way or manner in which they are executed:
Patient registration
The moment a patient visits this clinic he/she has to provide some information about him/her. These includes the names, contact address i.e. phone number and the ID number. All this is done by the receptionist in the record book meant for patient registration. If the patient has only come to buy drugs, this is not put in record.
Laboratory test
This is done by a qualified laboratory technician. It is done for people with ailments that require to be tested before any drug prescription is done. It is also done to determine the seriousness of an ailment and the degree of attention to a particular patient. If a patient needs quick and serious attention he/she is admitted.
Patient admission
It is the patient who requires serious attention that is not going to take some hours or even a day are admitted. This is determined after the lab tests have been performed.
Medication
The doctor following the tests instructs the nurses on how and what drugs to be prescribed. All the costs as per the drugs are recorded so as to determine the final pay. For those who only come to buy drugs, the list is put down on a receipt to help know how much will be paid.
Appointments
Patients who don`t want to be admitted usually book appointments with the doctor to be coming on daily basis for more checkups and drugs. For the inpatients that have been discharged but have not fully recovered book appointments with the doctor too for checkups and rugs so as to avoid extra costs on admission.
Payment
This activity is between the doctor and the patient where the records are followed to determine the expenses on the services given to a patient. Also the cost of drugs plays a role here to determine how much has been spent on drugs and admission. This is calculated manually with the help of a calculator and finally a receipt is prepared.


PROBLEMS OF THE CURRENT SYSTEM
A lot of paper work
Since everything is noted or recorded on papers or in books, things that bring about a lot of manual paperwork.
Untidiness
The fact that the recorded information on papers has to be filed and the books kept, this brings about the issue of space consumption in the clinic where filing cabinets have to be fit in every corner to keep files and books containing information since the past many years up to date.
Data insecurity
Anyone can access the data stored in books and interfere with it because some of the cabinets are not locked. Some books, papers or files may end up getting lost or wearing out.
Duplicating data
There is a lot of data duplication for example In the patient`s details which is done every time repeatedly in different books.
Time consumption
A lot of time is spent in recording and storing information. The same applies when searching for the same information.
Experiencing errors
Since everything is done manually, it is likely that there occur several and common errors e.g. in the names or calculations.



SYSTEM SCOPE.
This system is intended to major on the following activities below so as to know how they are done
Patients` registration
We would wish to know who does the registration and how the information is recorded.
Patients` admission
Is it that every patient who comes is admitted and how the activity takes place?
Laboratory testing
We would wish to know whether the tests are for everyone who visits the clinic, who does it and when the tests are done.
Medication
Who does the drug prescription and how it is done.
Appointment
Does every patient book an appointment with the doctor and whether inpatients later come back after being discharged for more checkups?
Payment
How is the inpatients` expenses in the clinic determined and what takes place so as to reach a conclusion about the total amount to be paid? Between what parties are the transactions of payment activity done.

OPERATION OF THE PROPOSED SYSTEM
The proposed system in Breams Care Medical Clinic is expected to work as follows:
Patient registration
Once a patient comes to this clinic the personal details from the ID card and birth certificate will be used as input documents to make the registration process easy.
Laboratory test
After the lab technician does the tests, the outcome will be fed into the computer so that all patients` details may be complete since the beginning to ensure that no data is lost.
Patient admission
After the lab tests the patients who require serious medical attention will be attended by the nurses who will refer to the patient`s details in the computer.
Medication
This process will also involve reference to the patient`s details as per the tests so that the doctor may know which drugs are to be given to a particular patient depending on the patient`s ailment.
Appointment
The doctor will mark the names of patients who have booked appointments in the computer in such a way that their names appear in different colors for reference when they come.
Payment
Right from the lab tests drugs prescribed and the admission fee will the doctor determine the patient`s bill and a receipt will be produced.

SYSTEM OBJECTIVES
These are the objectives of our system:
To computerize the system
This will be used to reduce paper work and help in receipt generation so that it is not done manually.
To avoid data redundancy
To ensure there is no repetition in data. Once the patient information has been captured from their ID numbers or their birth certificates, there will be no need for them to fill other forms. The information will be available for use when need be by the doctor, nurse, receptionist or any other authorized person in the organization.
To ensure data security
Only authorized users will be able to access the patient information and any other records through authentication and authorization that is use of user names and passwords.
To save on time (fast data access)
Work that could be done manually e.g. calculations on payments etc… will be done by the computer which performs arithmetic computation very fast hence saving time. Also access to records (retrieval of records) will be very fast compared to manual searching in files.

ADVANTAGES OF THE PROPOSED SYSTEM
Our system is intended to solve the problems found in the current system by doing the following:
Reduce redundancy/duplication of data
We would wish to eliminate data redundancy in a way that once a patient is registered once they don't need to provide the same information again for other purposes. Their information is supposed to be retrieved from the database.
Reduced paperwork
This system will eliminate all paperwork activities and all manual work since everything will be done through the computer which will hold all the data.
Ensured data security
Everything will be stored in the computer as a database whereby in order to access the data, a user will be required to enter a password or a username thus enhancing security from unauthorized user`s access.
Reduce time wastage
The time wasted in putting down all information in books, filing and searching for data will be reduced since alternatively there will be data entry unto then computer, saving instead of filing and entering a filename to search for a needed file.
Reduce errors
Errors in grammar will be reduced since there is grammar checking in the computer. Calculations errors will be eliminated by using mathematical performance applications in the computer for example MS excel and calculator.
Ensure tidiness
The clinic will be very neat and tidy because there are no filing cabinets. It is only furniture and the computer or any other electronic devices.



RECOMMENDATION.
We thereby find it suitable to carry on with the system because:
The budget is pocket friendly.
The budget of the proposed items is affordable and achievable for the organization. Buying the software and the hardware would mean that there are no more than one receptionists are required or any other people to collect the data. Money which used to go to those people e.g. the cashier will be channeled elsewhere in the future.
The system requirements are easily achievable.
The software and hardware is readily available in the market. They are not difficult to use to the staff and they will make work easy in the organization.

CONCLUSION.
We would like to acknowledge the efforts and the assistance given by the manager of Breams care Medical Clinic for providing all the information that we needed to come up with this project. We therefore want to assure that this system is going to bring about great changes in the clinic`s activities to ensure efficiency, security, avoid boredom and paperwork.


APPENDICES.
APPENDIX 1: ORGANIZATION BACKGROUND
Breams Care Medical Centre was started in 2006 as a chemist covering only one room by Doctor Victor and later in 2008 after the post-election mayhem, she decided to expand it following a great number of people requiring medical attention in this area. The clinic is located in Juja town, in Kiambu County. It has a capacity of having more than ten patients' daily requiring serious medical attention excluding those who come to buy drugs. The main services offered here out of the many include:
Inpatient
Outpatient
Free consultation
Antenatal
Immunization
Family planning
First aid service
Voluntary Counseling and Testing etc.
Due to the fact that this clinic has been facing problems of a lot of tiresome paperwork leading to very large and voluminous patient record keeping in books, I have decided to come up with system which is intended to reduce a lot of manual work and instead use a computer to feed all this work so as to ensure data security, tidiness, faster data access and a safe reliable mode of data access.CodingCoding
Coding
Coding

APPENDIX 2: Means used for acquiring information.

By observation
By interviewing the workers at the organization.
Review of written material i.e. policy documents, memos, documentation on current systems and objectives needs.

APPENDIX 3: System requirements.
Below are some of the system requirements:
Software requirements
MS office
IBM DB2
Visual studio
Hardware requirements
CPU with a main memory of 4GB or more
A very fast processor speed of 2.5Ghz and above
Printer/ETR machine

APPENDIX 4: Management hierarchy.

The chart below shows the management of Breams care Medical Clinic


SECURITY MANRECEPTIONISTCLEANERSSECURITY MANRECEPTIONISTCLEANERS
SECURITY MAN

RECEPTIONIST
CLEANERS
SECURITY MAN

RECEPTIONIST
CLEANERS









TEAM REPORT FORM


NAME
% OF TEAM EFFORT
1
WAMBUA NICHOLAS M.
20%
2
PLEKWA MARTIN SIKUKU
20%
3
KABURIA ALVIN RIUNGU
20%
4
LANG`AT NICKSON KIMUTAI
20%
5
MALUKI OSCAR KYALO
20%

TOTAL
100%

DIRECTOR
NURSES
SURBODINATES
LAB TECH