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    Sri Lanka Institute of Information Technology

    Patient Admission System;

    Sadisma Hospitals (pvt) Ltd.

    Systems ProposalSystem Analysis 2010

    Group ID:04

    Submitted by:

    DBM/09/M62277 (M.G.S.T.A. GAMAGE)

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    Contents1. Introduction .......................................................................................................................................... 4

    1.1. Problem statement......................................................................................................................... 4

    1.2. Scope of the project ....................................................................................................................... 6

    1.3. Constraints .91.4. Preliminary alternatives..101.5. Recommendations..111.6. Cost benefit analysis..12

    2. Analysis report .................................................................................................................................... 19

    2.1. Process model .............................................................................................................................. 19

    2.1.1. Context diagram.132.1.2. Data flow diagram......20

    2.2. Data model .................................................................................................................................... 21

    2.2.1. Context data model 222.2.2. Complete data model......23

    3. Work break down structure ................................................................................................................ 24

    4. Project plan ......................................................................................................................................... 25

    References 26

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    Executive summary

    This report is similar to a handbook which provides guidelines for the preparation of an

    automated patient admission system. This provides the necessity as to why it is required to

    automate a manual patient admission system by pointing out the usefulness of an automated

    system. The scope of the project shows the extent to which this project will work to and what

    processes are covered.

    Furthermore the constraints of the system are also mentioned as well as the alternative ways tofollow in order to solve the problem. Recommendations suggest the best possible method that

    can be adopted in solving the problem. The cost/benefit analysis shows the items for which

    expenses should be made if the system is to implement. This analysis helps to identify the gain or

    loss that would arise after implementing the system.

    In the analysis section of the report it details out the process of designing the system if it to be

    implemented as per the suggestions. It helps the user to understand the scope and the boundary

    for the system and the projects. Data flow diagrams help to make a clear picture of what data

    elements the flow consists; whereas data model shows how the system uses and creates data.

    The work break down structure explains how the work has been carried out throughout the

    project and the milestones achieved. It is further elaborated by the Gantt chart which explaines

    the work break down structure which is categorized under the project plan. Appendices include

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    1 Introduction1.1 Problem statementSadisma Hospitals (pvt) Ltd is a newly built private hospital located in Malabe town. Currently it

    provides various services for their customers such as laboratory services, OPD, theater facility,

    pharmacy, rooms and wards. They have nearly forty employees as their workforce including well

    trained nurses, laborers, pharmacists, administrative staff and specialist doctors.

    Currently it is operating simple systems for laboratory and pharmacy which are linked to the

    billing system. For the pharmacy they have an inventory control system. All the details about the

    drugs available in the pharmacy are maintained in the pharmaceutical inventory system as a

    database. Inventory system is updated manually when a new stock of drugs is received. Once the

    drugs are issued to patients the system automatically updates and it helps the hospital to keep

    track of its inventory of drugs. For the laboratory there is another system. To get the laboratory

    facility first, patients need to make an appointment by paying to the cashier. Then the cashier

    gives a copy of the invoice to the patient and another for the laboratory. Laboratory has the

    system which keeps the details of all the patients who get the laboratory facilities. The system

    gives individual identity codes for all those patients and once the reports are completed they put

    an entry which says that the reports are available. By checking those entries the cashier caneasily find the availability of reports. But this system requires certain manual updates.

    Th h it l l t l l d i d itti ti t Wh ti t i

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    Problem Specification

    To get an in depth understanding about the project and to prepare an unbeaten product the scope

    of activities has to be understood and for that a research must be conducted in order to clarify

    even the smallest details which are doubtful.

    First the ways of how patients details are kept using the manual system should be found out,

    next the methods they use and the time taken should be considered. These are essential factors

    when analyzing the existing system of the Sadisma hospital.

    After that the details about the major documents that are associated with the patient admission

    system and the parties that are related to these documents should be found out. Details on how

    and what sort of information has to be extracted from those patients have to be researched on

    and details about what sort of documents have to be prepared for them (clients) and what sort of

    details have to go into those documents have to be found out.

    Next the requirements of the project sponsor should be identified. Further it is required to know

    how each user of the system interacts with the system, what different users will input to the

    system, how and what data should be validated. Apart from all these it is necessary to research

    on the levels of security that each user will be permitted.

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    1.2 Scope of the project


    Doctors, testers, users, documentation writers and lecturer-in-charge who use the patient

    admission system are the intended audience of this document. By reading this document they can

    get a clear idea of what the system would do. This document describes the whole system

    gradually. Therefore if one needs to get a clear idea of a particular section can refer to thecontents page and find the relevant section. However, it is recommended to read the whole

    document from the beginning to end to get a detailed idea of the system.

    At present, there is no such a system in Sri Lanka. Our system basically automates the major

    processes which have been done manually. Here the receptionists manual tasks will be

    completely made automated through the patient admission system. With this solution, the

    patients will be also benefitted in several ways. Hence, patients satisfaction is guaranteed. The

    security and reliability of the information can also be assured with the new automated system.

    The reader could go through the content page and identify their points of interest to proceed to

    seek for information regarding the system. However, it is recommended that if an overview ofthe product is required to the user. Moreover the developers are required to read the functional

    and non functional requirements, and the system features specifically.

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    Intended Audience and Reading Suggestions

    This document is intended for an audience with some technological and IS understanding. This

    document is focused on the administrative staff of the company specifically. Readers are advised

    to go through the overview section before reading on the rest of the document. Other types of

    general readers include private nursing homes, project managers, doctors, users, technical


    Product Perspectives

    In a real life scenario this system could be applied for hospitals to enter bio details, laboratory

    details, surgery details of patients and any kind of comments and suggestions in general. In large

    scale hospitals, data entry person may feel difficult if there is a manual system to find patient

    details, evaluate monthly records of patients and to handle rates among other data. Therefore

    this software can be recommended for sadism hospital.

    User Classes and Characteristics

    Receptionist: Can enter details of patients by opening separate folders for each and

    every patient for the usage of doctors and other recommended parties. And

    can review past details and history of patients.

    Doctor: Can enter comments to the system after checking patients. Further allows

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    Key Benefits

    Save time of both employee and patients Save the cost associated with paper work Customer information can be kept safety and confidentially It facilitate the works of the finance department

    Flow of the Project

    1) Analysis:In implementing a new system for Sadisma hospitals (Pvt.) Ltd, a complete analysis has

    to be done in order to find out details on how the application is going to help the users

    (clients) and how it is going to help their business. The analysis should cover all the

    aspects. The first important thing is finding the target audience. Then how they will

    interact with the system, their main necessities that have to be covered from the system

    have to be analyzed. All the present hardware, software, people and data should be

    considered during the time of analysis.


    As the first step of the analysis several discussions have to be done with the employees of the

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    Through this questioner the feedback of users will be taken regarding the main processes and the

    inputs that will be put in to the system. And further more an idea of the connectivity of the

    processes, and the flow of data in the system can also be obtained.

    After the initial interviews an idea of how the system has to be designed and developed and what

    kind of data which has to be stored in the database can be decided. Additionally what kind of

    appearance they desire can also be thought, so that it will be helpful to make this system more

    user-friendly and more attractive to the users.

    And telephone conversations have to be conducted to clear any doubts which will rise after the

    initial interview. As it is expected to go through the discussion notes which were obtained from

    the initial interview, doubts will arise as whether it is possible to cover the whole requirement at

    once. Therefore it may require re-visiting the company several times before finalizing the

    requirement. Furthermore it is necessary referring to model application, which will be found

    from the research. This research will be done to make a clear idea about the project which will be



    After finalizing the requirement a work plan has to be developed, so work can be done

    accordingly This will be shown through the Gantt chart of our project

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    Specification building

    This is the most important part in the project. The main and the first item in the system

    requirement specification will be the feasibility study through which a rough idea is obtained as

    to whether this project is feasible and if it is what sort of requirements have to be fulfilled for the

    completion of the project.

    Covering up each and every element of the requirements draws up preliminary specifications and

    from there on can move on to covering up dynamic parts of the software of the specification that

    has been built. The specification needs to be developed very well as the whole program will

    depend on it. Each and every process of the system will be derived from the specification and the

    interface of the system will depend on the inputs of the users and the outputs from the system

    which will be specifically stated in the project proposal document.

    This will also be the main agreement between the company (client) and the project team as will

    be informing the sadism hospital through the specification what will be developing and after

    finishing the project proposal it has to be submitted for their reviews. Next they will have to

    inform whether the requirements that have been derived through the analysis are well suited for

    their purposes or whether any other additions have to be made or whether there are any changes

    to be made for the existing ones. Depending on their feedback the necessary changes will be

    made and again submitted for their reviews. Thus the specification will have to be developed and

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    The most important aspects of the SRS(System Request Specification)will be the DFDs and

    ERDs which will clearly show the relationship between functions. These will help in segmenting

    the whole process so that the parts can be developed by different members of the team and so

    that the entire process will be faster and later all the sub systems can be added to make the

    complete system.


    The output will be the documentation consisting of all the processes, their inputs & outputs and

    the relationship between processes. Other than the normal data based on the analysis a graphical

    representation of the data flows and a graphical representation of the existence of databases will

    be included in the documentation.

    Application function flow:

    Check whether the patient is new one or not. If it is a new patient then all the details are taken as inputs to the system (name, address,

    telephone no, e-mail address, etc).

    If it is an existing patient, then search the patient from the database by using patient IDor name or etc (there is advanced search also).

    Then take the new information and enter into the system

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    This system will save time of the receptionists, doctors and patients by recording therequired details efficiently.

    Anyone who will be using the system can view the details of the patients bios, diseases,laboratory reports and admission details of patients.

    Requires less human effort and time, therefore it saves human resources.


    Functional Requirements1) Entering patients details

    This is the first functional requirement of the system. It is very important to save patient

    details in order to update patient details in the future and to make necessary changes andtrack data.

    If it is a new patient then all the details are taken as input to the system. This information

    is saved under patient id, name, address, telephone Number, e-mail address fields in the


    If it is an existing patient, then can search for the patients details from the database by

    using patient ID (there is advanced search too) and take new information and save it in

    the system database

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    Once the patient meets a doctor, the diseases will be diagnosed by the doctor. In the

    patient card, the doctor will make a comment comparing the old situation and the new

    health situation of the patient. Appropriate medicine will be then prescribed to the

    patient. If the situation is worse the patient will be advised to get admitted to the hospital.

    4) Entering patient admitting details to the systemOnce a patient is admitted a ward number, room number will be given to the patient and

    those information will be entered in the system other than the patient details and details

    about the diseases.

    5) Calculating payment detailsBefore a patient leaves the hospital after getting cured, a bill has to be paid for all the

    hospital charges. This bill is generally done by the accounts department of the hospital.

    Admission charges, doctor fees, hospital accommodation charges, laboratory charges,

    radiology charges are considered when making the bill.

    Non functional requirements1) Security

    There are three main user level logins as primary, moderate and administrative. There

    login benefits differ from each other

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    General objectives of the patient admission system are as follows:

    Reduce the human errors. Reduce the cost by reducing the number of employees. Provide efficient mechanism in tracking information about patients. Reduce the queuing time. Provide customized and user friendly service to patients.

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    1.3 Constraints

    Time limitationAs mentioned in the work plan of the project, it shows the total time that has to be spent

    on the system is four months. However, it will take more than the allocated time when it

    is put it into action. One of the reasons behind this is that the project team has to meet the

    client from time to time to discuss about how this system should be and create according

    to the requirements of the users ofSADISMA HOSPITAL.

    As well as when staffing the work plan, it takes time to allocate work among members

    due to the lack of knowledge that every member has with regard to creating a system for

    patient admission.

    When studying the asis system there is another issue that takes a lot of time than

    allocated, instead of three days it takes six days to complete the task.

    Cost constraintAccording to the requirement of the users it costs more than the forecasted figures

    because of the users require much more advanced technological software, hardware to

    comply with the most recent technology.

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    Preliminary alternatives

    1. In-house development2. Purchasing a system from an outside entity3. Automate the system completely4. Moderately enhance the system by adding new features5. Do nothing. Maintain the same manual system

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    1.5 Recommendations

    Solution Outline

    Our solution outline for this problem is to automate the existing patient admission system. The

    existing system is a fully manual system. In this existing system, when a patient comes to the

    receptionist or person at the counter, questions will be put towards the patient to get a clear idea

    about the requirements that patient is having. Next that information will be noted down in thepatients register. After that the patient will be directed to a suitable doctor by issuing a

    channeling number. At the end of the month the administrative staff manually calculates the

    number of patients admitted to the hospital and creates a patient information folder for the each

    and every patient and calculates manually the fees which should be collected from the patients.

    The main purpose here is to automate this manual scheme. This software will be mainly used by

    the patient admission department, doctors, laboratory section, pharmacy and financial

    department. In this system complex database has to be handled because patient information is

    very significant and those vary from patient to patient.

    In this software there will be three different privilege levels. They are the administrator level,

    mediator level and the user level; these three levels have different kinds of access permissions.

    This software will be mainly used by the patient admission department, doctors and the

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    1.6 Costbenefitanalysis

    Out sourcing.

    1 2 3

    Total(Rs.) (Rs.) (Rs.)


    Increased the no: of patients 0 30000 25000 55000

    Improved Customer service 0 25000 35000 60000

    Total benefits. 0 55000 60000 115000

    Development Costs

    LaborAnalysis and Design 35000 0 0 35000

    Programming 25000 0 0 25000External consultant 35000 0 0 35000

    Hardware 50000 0 0 50000Software

    20000 0 0 20000

    Windows server 2008 Visual studio 2008 SQL server 2008

    Office Space and Equipment 20000 0 0 20000

    Total Development Costs 185000 0 0 185000

    Operational Costs

    Software upgrades 1500 3500 4500 9500

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    2 Analysis report2.1.Process model

    2.1.1 Context diagramThe following diagram shows the patient admission system context diagram. The context diagram defines

    the scope and boundary for the system and the project that relates to SADISMA HOSPITAL (pvt) Ltd,


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    2.1.2 Data Flow Diagram

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    2.2 Data model2.2.1

    Context data model

    This shows two entities sets with one relationship set between them. It can have more complex structures.

    The context data model for SADISMA HOSPITAL patient admission system consists of the following

    entities: patient, ward, medical history, consultant, matron, nurse, test results, prescribed medicines, and

    doctor. Following figure shows how each and individual entities are having relationship with among


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    2.2.2 Complete data modelThe complete data model for SADISMA HOSPITAL patient admission system consists of the same

    entities listed in the context data model. However, this model contains all of the attributes associated with

    each entity. The following are the business rules for establishing each of the relationships:

    Each patient has one or more prescribed medicines Medicines prescribed at least one or more patients Each patient has at least one or more test results Test results have done by one or more patients Each patient assigned by one consultant Consultant may have more patients Each patient examined by one or more doctor Doctors may examined at least one or more patient Each patient has at least one or more patient history Patient history must have a patient Each patient must have admitted to a ward Ward have at least one or more patient Ward must have assigned matron Matron must assigned by a ward Ward has one or more nurse Nurse must be in a ward

    D b l l

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    3 Work break down structure

    1. INITIATION1.1 Forming a group1.2 Selecting a project sponsor1.3 Group Meetings1.4 Identifying user requirements1.5 Identifying functions of to be system1.6 Identify intangible & tangible value1.7 Identify constrained that associated

    2. PLANNING2.1 Develop system request2.2 Analyze feasibility2.3 Developing a working plan2.4 Staffing the plan


    4.1 Studying the current system4.1.1 Problem Analysis

    4.2 Information gathering4.2.1 Interviews

    4.3 Designing a concept for a new system

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    4 Project plan

    4.1. Figure

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    HAWRYSZKIEWYCZ, Igor (1997).Introduction to Systems Analysis and Design,4 th ed,prentice hall, UK

    Hospital Information System.(2010).[online].last accessed 22nd September 2010 at http://www.

    KAPURUBANDARA, Mahesha (2010).Process modeling [lecture handout]. From a System Analysis

    lecture, held on 22 nd August, Sri Lanka Institute of Information Technology.

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    Organization Chart



    Manager In -Patients




    Manager Out- patient




    Manager -Pharmacy



    Accountant Accountant

    Director -Other


    ITCoordinators EmergencyCoordinators AdministratorCoordinators

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