HARAMAYA UNIVERSITY

COLLEGE OF COMPUTING AND INFORMATICS

DEPARTMENT=INFORMATION TECHNOLOGY

COURCE: SYSTEM ANALYSIS AND DESIGN

TITLE: HOSPITAL MANAGEMENT SYSTEM

GROUP NAME ID.NO

1. GETE ASEFA_________________________0813/09
2. KALKIDAN ZAWUDE___________________0821/09

SUBMITTED TO: Mr.FIROMSA KEBEDE

SUBMISSION DATE: 16/05/2017

ABSTRACT 
Our project Hospital Management system includes registration of patients, storing their
details into the system, and also computerized billing in the pharmacy, and labs. Our software
has the facility to give a unique id for every patient and stores the details of every patient and
the staff automatically. It includes a search facility to know the current status of each room.
User can search availability of a doctor and the details of a patient using the id. The Hospital
Management System can be entered using a username and password. It is accessible either
by an administrator or receptionist. Only they can add data into the database. The data can be
retrieved easily.  The interface is very user-friendly.  The data are well protected for personal
use and makes the data processing very fast.
Contents
ABSTRACT....................................................................................................................................................2
Chapter one.................................................................................................................................................4
1: Introduction.............................................................................................................................................4
1.1 Background......................................................................................................................................4
1.2 Statement of problem.......................................................................................................................5
1.3 Objective..........................................................................................................................................6
1.3.1 General Objective.......................................................................................................................6
1. 3.2 Specific Objectives.................................................................................................................6
1.4 Significance of the Project.................................................................................................................6
1.5 Project Scope.....................................................................................................................................7
1.6 Methodology.....................................................................................................................................7
1.6.1 Requirements determination....................................................................................................7
1.6.2 Data Collection..........................................................................................................................7
2.3 Proposed System...............................................................................................................................8
2.4 Feasibility...........................................................................................................................................9
2.4.1Technical feasibility:..................................................................................................................10
2.4.2 Schedule feasibility...................................................................................................................11
2.4.3 Legal Feasibility.........................................................................................................................11
2.4.4 Operational Feasibility:.............................................................................................................12
Chapter one

1: Introduction
Hospital Management System is powerful, flexible, and easy to use and is designed
and developed to deliver real conceivable benefits to hospitals.
Hospital Management System is designed for multispecialty hospitals, to cover a
wide range of hospital administration and management processes. It is an
integrated end-to-end Hospital Management System that provides relevant
information across the hospital to support effective decision making for patient
care, hospital administration and critical financial accounting, in a seamless flow.
Hospital Management System is a software product suite designed to improve the
quality and management of hospital management in the areas of clinical process
analysis and activity-based costing. Hospital Management System enables you to
develop your organization and improve its effectiveness and quality of work.
Managing the key processes efficiently is critical to the success of the hospital
helps you manage your processes.
1.1 Background
The main objective of a health care system is to improve access and equity of
healthcare services. This would require availing quality and timely patient
information at various levels of clinical services and decision points. In this
respect, Electronic Medical Record technology will play a significant role in
increasing the quality, accuracy and timeliness of patient information and is
widely considered as a potential to improve the effectiveness of health care
systems.
EMR is a computerized system of accessing the history of a patient’s care within a
single practice. The content of an EMR is analogous to the paper record, but the
electronic format creates usable data in medical outcome studies, improves the
efficiency of care, and makes for more efficient communication among providers
and easier management of health plans.
EMR makes data easily accessible and enables physicians to use data to improve
quality of care. It can also generate automated appointment reminders for
periodic checkups and for monitoring chronic diseases and conditions.
Successfully implementing EMR into an office practice can bring improvements in
both quality of patient care and practice profitability
1.2 Statement of problem
The paper based (manual system), so easy for things to get damaged or paper being
lost due to fire or accidents but using a computer based system is a lot more
effective, you can use tools and program that will easily fix things for you to store
and back up on external drives ensuring that you never lose any of the precious
data you will require.

It’s generally the problems are:-

 Too much paper work: since everything and every detail are written down
manually in paper there will be too much paper work.
 Slow retrieval of data: the information of patients and details are stored in
different parts of the site and so takes a long time to retrieve the data. It takes
a long time to find the information about the building name and dorm
number of which the patient gets.
 Space consuming: since the data and paper is stored in filing shelf it
consumes too much place.
 Lack of security: since data and confidential information stored in paper
illegal person may access it.
 The other problems in this health center are duplication of records and
medical errors.
 Lack accurate of diagnosis and health treatments and problems with data
confidentiality and security.
 Lack of prompt updating: Various changes to information like patient
Details are difficult to make as paper work is involved

1.3 Objective

1.3.1 General Objective

The general objective of this project was to design an EMR for haramaya
university health center.
 1. 3.2 Specific Objectives
• To collect requirements for the EMR system.
• To analyze the requirements for the EMR system.
• To design the EMR system.
1.4 Significance of the Project
The purpose of this project is to design EMR in haramaya university health center
designing this system could have the following significances.

 For Patients:
Since the primary goal of the health center is to give quality service for patients,
patients could be benefited from the system by getting quality service.

 For the health center

The EMR could have a benefit for the health center for giving a better health care
service, for adequate planning and budgeting, for keeping adequate records, with
diagnosis and service reporting purposes as a source of relevant information
 For health professionals:
The EMR system may have a better significance for health professionals by
solving the problem of illegible hand writing in records and prescriptions. It would
also help the health professionals by availing for utilities that make appointment
easy. Duplication of information or records would also be avoided.

1.5 Project Scope

The application can be used in Haramaya University health center within the
institution for maintaining patients’ tests and treatment details by customizing
some of the features. That suits that particular institution.  
1.6 Methodology
The project used structured analysis and design methodology. Because it is an
appropriate description notation to design the system hence it provides a clear
requirement statement that everyone can understand and is a firm foundation for
subsequent design, it is simple and easy to understand and use, to manage due to
the rigidity of the model, to arrange tasks, understandable by the users and
developers, well defined activities and specify the sequence and interaction of the
activities and the process and results are well documented. The method used for
this project was the water fall approach
Advantage of water fall model
1 Dividing the development of a system into phases makes the development
process more manageable and it gives the opportunity for control of the
application development process.
2 The methodology helps to ensure that the specifications are complete and
they are communicated to systems development staff.
3 The following phase cannot start until the previous has finished
1.6.1 Requirements determination
We will use traditional information gathering techniques like direct observation
and interview method to gather direct information from students, manager, doctors
and directors of the service regarding the procedures requesting for existing
system.
1.6.2 Data Collection
The data collection was carried out in haramaya health center starting from
October 2016. And the requirements for the project were collected from the
hospital personnel, in order to gather facts and opinions through interview,
observation and document review techniques;

 Interview

In this project, Managers, student and senior health professionals were interviewed
about the current paper based system and related business. Among the managers
according to their position and overall control the system, doctor, Pharmacy
department, Laboratory department and Registration department heads were
interviewed. In addition to this, since the student and different HU workers were
interviewed. Finally interviews were conducted with all of the health professional
those who have an extensive experience on the field which is the clinic task.
 Observation

The current business process, the data flow of the current system in general and the
day today activities were observed in order to identify problems with the current
system using observational checklist
 Document review

Some literature reviews, formats which are patient registration, history taking,
diagnosis, treatment, laboratory investigation and medication /prescription formats
were reviewed to understand and define problems.
In addition to the above techniques after securing permission from the officials of
the institution, the ICT infrastructures were visited.
The tools used for the data collection were:
• Interview: for interviewing managers and individuals.
• Observational checklist: for assessing the ICT infrastructure of the hospital
2.3 Proposed System
Since the current system which is the paper-based has some problems with
documentation and the proposed system works on computers via local area
network in line with the requirements of departments. The users use computers to
record and review the patient information.
As the Health service is very important for the users or patient there are a lot of
problems that is being to be maintained. The Health service system is a system that
provides service /functions which allow the university to remove or minimize the
risks associated with giving various services. Our health service system is not
restricted to only serving the patient, but also includes the daily counselling of
customers &students. After the proposed system is completed the patient can easily
get the service that they want which is related to health service delivery, and also
the health manager can easily manage and control the problem which is concerned
with bed service.

Our proposed system is very important for patient and health manager to:

 Minimize the working stress and can keep essential information.

  Announce the patients to know their Doctor before come to clinic.
 It can save time, energy and budget.
 Make our data to be secured: since data and confidential information
stored in computer any illegal person cannot access it.
 Make quick retrieval of data or information.
 It is not Space consuming because it is based on computer application

2.4 Feasibility
Feasibility is the determination of whether or not a project is worth doing the
process followed making this determination is called feasibility study. This of
determines if a project can and should be taken. Once it has been determined
that a project is feasible, the analyst can go ahead and prepare the project
specification which finalizes project requirements. Generally, feasibility studies
are undertaken within right time constraints and normally culminate in a written
and oral feasibility report.   The contents and recommendations of such a study
will be used as a sound basis for deciding whether to proceed, postpone or cancel
the project. Thus, since the feasibility study may lead to the commitment of large
resources, it becomes necessary that it should be conducted competently and
that no fundamental and that no fundamental errors of judgment are made.
There are following types of inter-related feasibility
  Technical feasibility
 Operational feasibility
  Legal feasibility
 Schedule feasibility 
 

2.4.1Technical feasibility:
This is concerned with specifying equipment and software and hardware that will
successfully satisfy the user requirement. The technical needs off the system may
vary considerably, but might include:
 The facility to produce output in a given time.
   Response time under certain conditions.
  Ability to process a certain volume of transaction at a
particular speed.
  Facility to communicate data to distant location.
In examining technical feasibility, configuration of the system is given more
importance than the actual make of hardware. The configuration should give the
complete picture about the system requirements. What speeds of input and
output should be achieved at particular quality of printing.
According to the definition of technical feasibility the compatibility between
front-end and back-end is very important. In our project the compatibility of both
is very good. The compatibility of VISUAL BASIC 6.0 and SQL SERVER 2000 is very
good. The speed of output is very good, when we enter the data and click button
then the response time is very fast and give result very quickly. I never find
difficulty when used complex query or heavy transaction. The speed of
transaction is always smooth and constant. This software provides facility to
communicate data to distant location. 
We use VISUAL BASIC 6.0. The designing of front-end of any project is very
important so we select VISUAL BASIC 6.0 as front-end due to following reason:
o Easy implementation of code.
o Well define interface with database.
o Well define hand shaking of SQL SERVER 2000.
o Easy debugging.
I have selected SQL SERVER 2000 because of the following number of reasons.
o Able to handle large data.
o Security.
o Robust RDBMS.
o Backup & recovery.
With the help of above support we remove defect of existing software. To ensure
that system does not halt in case of undesired situation or events. Problem
affected of any module does not affect any module of the system. A change of
hardware does not produce problem.
2.4.2 Schedule feasibility
Scheduling helps us to perform tasks at the allocated time in order to avoid
complexity and to put a bench mark to start and finished the duties. So it provides
us to know which task we do first and which come next without any difficulty.

2.4.3 Legal Feasibility

Once the system is developed it reduces cost of printing material like paper, color,
pen, and phone bills to receive and respond request.
Tangible benefits: benefits that are easily quantified from the conducted system
are:
 Fastest processing time and small amount of processing
error.
 Small response time And many services
 Easy and fast file management.
 Reduce cost for manual data management (Reduced
expenses)
 Easy update & retrieval on stored records
Intangible benefits: benefits from the system that area unquantifiable is;
 Better decision making
 Give service to customers

 Little job burden to employees of sector

Tangible Cost: The budget allocated for the smooth flow of the project

By the team members are:

Intangible cost:
Costs consequent from the design of an automated system that cannot be easily
considered
As cost are:
 Time requires for adapting new system
 Requiting or train staffs who operates the new system.

2.4.4 Operational Feasibility:

It is mainly related to human organizational and political aspects. The points to be
considered are:    
o What changes will be brought with the system?
o What organization structures are disturbed?
What new skills will be required? Do the existing staff members have these skills?
If not, can they be trained in due course of time?
At present stage all the work is done by manual. So, throughput and response
time is too much. Major problem is lack of security check that was must to be
applied.  Finding out the detail regarding any information was very difficult,
because data store in different books and each books at different places. In case
of any problem, no one can solve the problem until the master of this field is not
present.
I will not change the structure of organization. I will deliver a system that will look
like a current structure of organization. But the system, which is, delivered by me,
removes all the overheads. All the computational work will be done automatically
in our system. Response time is very quick.
At present communication is based on telephone or manual meet. After
computerization the manual meet must be removed or avoid. Telephonic
communication also avoids because with the help of Intranet we can
communicate each terminal and query of any subject solve very quickly with the
help of another person, which is on-line. At any time we can consult or chatting
more than one person at same time. Management can also talk all users at same
time.   When the telephone is only medium to communicate then the problem is
only one person can talk each other not more than on due to reservation of
bandwidth.
Now, we will explain the last point of operational feasibility .it is a shop of
hardware and he appoints engineer for hardware problem. So, he can’t face
difficulty in hardware and all employees of company know about computer’s
operation so the training of this software is not a difficult task.