Shanto-Mariam University of

Creative Technology
Assignment

Course name : System Analysis and Design Lab

Course code : CSE 2362

Submitted to
Dr. Jebu Nahar
Lecturer,Department of CSE&CSIT
Shanto-Mariam University of Creative Technology

Submitted by
Name ID

Shoaib Hoque 182071011

Al- Nahian Hasan 182071020

Md. Golam Rabbani 182071017

Shariful Islam 182061005

Anikul Islam 181071009

Contents
Introduction...........................................................................................................................................3
Problem and proposed solutions............................................................................................................4
Project Planning....................................................................................................................................5
SDLC….……………………………………………………………………………………………………………………………………………….5
Feasibility Study...................................................................................................................................8
System Analysis.................................................................................................................................. 11
Design Diagram.................................................................................................................................. 13
Interface Design.................................................................................................................................. 14
Further Design (Individual Component).............................................................................................. 22
Testing and Maintenance.................................................................................................................... 25
References........................................................................................................................................... 32

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Introduction

System Analysis and Design is mainly dealing with the software development theory. This
covers system development life cycle models, system development life cycle, data flow
diagram, entity relationship diagram, dynamic system development methodology, quality
management, requirement analysis, structured system analysis & design methodology. These
are the subjects that normally analyze the system development standards.

And this document is prepared to a feasible solution for an organization. In that case we
have been chosen ‘Dr. Anita Clinic’. The management of the clinic is done manually, Dr.
Anita need to find someone who can propose a computerized management system with
useful functionalities. We will propose a management system that can help her clinic to
register patient’s information, check the medicine inventory and other functions. Besides
that, our project aim is to help Dr. Anita and her staff manage the clinic easily and all the
management don’t need to be done manually.

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Problem and proposed solutions
Problem
Data Redundancy
Currently, all the management system in Dr. Anita’s clinic is done manually. All the records
such as the patient records, medicine inventory and sales are stored in files. Sometimes, the
records will loss or misplace because all the records are not stored in a digital system. So, the
staff have to register the patient again. This problem persisted for a very long time and is
worrisome to the clinic management.
Queue Number
In managing the daily tasks, every single patient will to register by the staff and the patient
will be assigned to a specific waiting queue number. It’s taken time to arrange the specific
doctor to the patient. After the diagnosed by doctor, the staff will collect the medication card
or report from the doctor and manually calculate the price of the medicine prescribed. At last,
the invoice will be issued to the patient to pay at the counter and take the medicine.
Storage and Retriever
On the other hand, the staffs have to manually make all the report daily about on number
of patients and sales. And the staff also spend time to do a stock check for the medicine in
the store and place orders to the supplier.
Solutions
We will build a management system to keep all the patient details and medicine amount
at Dr. Anita’s clinic.

1. Receptionist can register the patient detail after assign queue to the patient. Besides
that, the receptionist also can check the medicine amount in the clinic management
system. In the meantime, stored the data in digital system also save more place than
stored data in physical files.
2. The staff received the medicine amount and sales report from the receptionist.
Then, the staff can view the sales and complement the medicine amount in clinic.
3. The patient can view their own medical report form the receptionist and received
the queue number and invoice payment from the receptionist.
4. The doctor can view the patient medical report and details from the receptionist, then
update the latest medical report to in the management system.
5. The supplier received the medicine order made by the staff, then the supplier can send
the invoice to staff.

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Project Planning

System Development Life Cycle

Any system to be functioning and working efficiently, should go through several

activities to determine the success of it. These standardized activities are used to manage the
system development project through the project life span. One of the most popular
methodology is system development life cycle (SDLC). Basically, this method is a structural
approach which is used to plan, design, develop and test the software quality as well as the
implementation of it until the project developed
System Planning
We had a requested from Dr. Anita Clinic about her clinic need a clinic management
system to help her to control the clinic. we arrange 2 days to do a preliminary investigation
in Dr. Anita Clinic. After that, we will make a report and pass to Dr, Anita to understand
our decision making in the clinic management system.
System Analysis
We build a prototype in 3 days about on the user interface and analysis how to function it.
The next step we need 3 days to confirm the system suitable for the clinic or not. And list out
who will use the clinic management system how they function the system. After that,
company have to do survey and interview again with staff who work in Dr. Anita’s clinic.
The survey will more understand what exactly the clinic management system needs by the
Dr. Anita’s clinic. And survey about the management of clinic without the clinic the clinic
management system. Lastly, we have to submit a document about our survey’s result. Did
the system is really helping the Dr. Anita to manage her clinic well?
System Design
After we done the progress of system analysis, have to start do the user interface for Dr.
Anita Clinic. We have to make 4 significant user interfaces for patient, doctor, receptionist
and staff. Then, we need to design different functional for different character. How they use
our clinic management system to execute they work in clinic. After that, design the interface
in simple to use and tidy interface. The clinic management system should be not complicated
to use by the user in Dr. Anita Clinic.
System Implementation
Programmer will write the program for implement into the clinic management system and
debug the program without any bug before launch the whole program. Test every function are
smooth to run and the system not lag while the clinic management system is being used.
Make sure the program is completely able to use then we install it into the user interface.
After install into the user interface, we have to test the whole system before summit to Dr.
Anita. At last, summit the complete and flawless clinic management system.

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System Security and Support
The clinic management system will storage data about the clinic, employee and patient, so
we have to design the system have high security to protect the information. And try to debug
the system bug to maintain the system become more perfect. Lastly, update the reliable
function into the clinic management system to increase more function in the system.

Figure 3.0 Gantt chart

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Figure 3.1 Gantt chart

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Feasibility Study
Operational feasibility
The process of assessing the degree to which a proposed system solves business problem or
takes advantage of business opportunities. The major problem is finding out the detail
regarding any information was very difficult, because data store in different books and each
book at different places. So, the operational study will create a storing data system to keep
all the clinic’s data together in a management system.
Technical feasibility
Process of determining whether the organization has the technology resources to develop or
purchase, install, and operate the system. we should implant the front-end and back-end
selection. An important issue for development of a project is he selection of suitable front-
end and back-end. When we decided to develop that suits the needs of the organization as
well as helps in development of the project. For example, the front-end selection is it must
have a graphical user interface that assists employees that are not from IT background,
must provide excellent reporting with good printing support and easy to debug and
maintain.
Economic feasibility
Process of identifying the financial benefits and costs associated with a development project
performed when conducting a preliminary investigation, evaluating a project and making
recommendations to management. The benefits in the form of reduced cost in clinic. For
example, using the computer management system can reduced the cost of papers and inks.
This system will give the minute information, as a result the performance is improved with in
turn may be expected to provide increased profits. the clinic management system does not
require enormous amount of money to be developed. This can be done economically if
planned judicially. The cost of project depends upon the number of man-hours required.
Schedule feasibility
The process of assessing the degree to which the potential time frame and completion dates
for all major activities within a project meet organizational deadlines and constraints for
affecting change. Clinic could create more than one payment counter or received medicine
counter to reduce the waiting time of patients. In the meantime, we should make a number
queuing system to separate the difference situation of patients also will decrease the
waiting time.

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PIECES framework

Performance
The main management system should throughput and response time shortly that help
the clinic’s staff to done the thing faster and the patient’s wait time decrease.
Information
The operational in management system have to contain three important structure, there
are output, input and stored data.
Output
Everything has to output necessary and relevant information. The management system must
be a useful format, so every staff in clinic could understand clearly. The information that is
not difficult to produce and information that is timely to its subsequent use.
Input
The data have to capture in time to be useful and same data will not be captured more than
once. The operational management system should avoid too much data is captured and legal
and safe data is captured.
Stored data
The data have to store in files or databases are not redundantly and check the stored data
all are accurate. Keep the data in safe mode from accident or vandalism. All the patients’
data are flexible to meet new information needs from stored data and easy to accessible.
Economy
The financial operational should know the accurate cost of clinic’s expenditure. Where is the
cost expense and how much is it? The financial operational department have to make sure
the cost is not too high. Besides that, based on the new market can be easy to explore and
the current marketing can be improved.
Control
Firstly, the problem is too little security and control in operational that will easy leak the
important data to outside people. Controlling the unauthorized people to edit the data or
breach on data or information. Do not redundantly stored data is inconsistent in different files
or databases. Lastly, control the error making the decision on management system.
Secondly, the problem is too much control and security in clinic management system affected
the bureaucratic red tape slows the system. So, the control and security in clinic should be
convenience customers and employees. For instance, give them a specific sign to let them
clear about the clinic management control and security system in clinic. Lastly, preventing
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the excessive control in clinic while processing the whole progress in the
management system.
Efficiency
The major problem are people, machines and computers waste time. As sometimes the data is
redundantly input or copied and information of clinic is repeatedly processed. In this case
will duplicate the clinic’s data then make the data more complicated once the clinic’s staffs
have to find out the exactly patient’s history data.
In the same times, the people, machines and computer also waste materials and supplies. For
example, clinic’s staff is too much effort to work and get stress on their own task. So, the
staffs will be worn out to concentrate their work. Besides that, the material also required for
tasks is excessive make the efficiency decrease.
Services
The whole operational system should have an accurate, consistent and reliable results. The
management system GUI should make it simple that help the clinic’s staff easy to handle it
and learn it. Besides that, the system is compatible with other system and easy to connect
with other management system. The system should also coordinate with other system.

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System Analysis
Systems analysis is a very important method to design and implement systems.
Systems analysis assess the suitability of systems in terms of their intended outcomes.
Systems analysis is to solve business problems using information technology. Systems
analysis may serve as an intermediary which identify the organizational improvements
needed, design systems to implement those changes, and train and motivate others to use the
systems.
There are plenty types of fact-finding techniques such as interview, document
review, observation, sampling, research, surveys and questionnaires. We will find out what
action could help system to solving problem by using the observation technique.
The project manager will observe the problem that most clinic facing and record it. The
project manager will run through many places and trying to observe every clinic that to find
what mode the clinics are running and think out a solution for making a system that lessen the
burden of the clinic staff and makes the clinics’ process more efficient and convenient.
While observing the clinics, the project manager could also do some interviews with
the patients which go to clinics and ask them about what there are not satisfied with the
operation process of clinics. That would also a good way to find out more facts and also get
the information that could not found out while doing observation.
The analyst can ask questions by using a prepared list of questions of the worker on
completion of the entire process, but they are not to interrupt the person while they
work. Some jobs are too hectic or dangerous for the worker to be constantly stopped and
questioned. In those cases, passive observation works the best.

Functional Requirement

▪ System should add the details along with automatically generated registration number
of newly admitted patients to the database.

▪ System will show the information of patients when doctor is diagnosing the patient on
the computer.
▪ System will produce any receipts, medical leaves and any other outputs.
▪ System should work well in 24 hours a day.

▪ System shall generate the daily report everyday for the clinic, a list of patients made
appointment with doctor and list of daily stock balance.

Non-functional Requirement
▪ System shall provide 100% access reliability.

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▪ System should be multi-lingual.
▪ System should automatically update after every transaction done.

▪ System can replace the patient’s data with another drive or cloud when the storage
is full
▪ The system has to divide into doctor’s part and the staff to operates without conflict.

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Design Diagram
Context Diagram

Figure 6.1 Context Diagram

DFD Level 0

Figure 6.2 DFD Level 0

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Interface Design
Homepage

Figure 7.1 Homepage

This is the homepage of the management system for Dr. Anita Clinic. Doctor,
receptionist and staff can click the buttons to enter to next page.

Menu – Doctor

Figure 7.2 Menu – Doctor

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Doctor – Patient Detail

Figure 7.3 Doctor – Patient (1); Figure 7.4 Doctor – Patient (2)

After click on the ‘Patient Detail’ button, the system will show the details of patients who
register at today. Doctor can check the full details of patient after clicking the ‘View’ button.

Doctor - Prescribe Medicine

Figure 7.5 Doctor - Prescribe Medicine (1); Figure 7.6 Doctor - Prescribe Medicine (2)

After reading the patient details, doctor can click the ‘Prescribe Medicine’ button to give
the prescription. When doctor finished the prescription, just click the button to submit the
prescription.

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Doctor - Issue Medical Leave

Figure 7.7 Doctor - Issue Medical Leave (1); Figure 7.8 Doctor - Issue Medical Leave (2)

Doctor need to fill up the patient details and choose the date for medical leave. After
finish the medical leave certificate, press the ‘Submit’ button to submit it.

Menu – Receptionist

Figure 7.9 Menu – Receptionist

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Receptionist - Register Patient

Figure 7.10 Receptionist - Register Patient (1); Figure 7.11 Receptionist - Register Patient
(2)

Receptionist fill out the form then the system will help to register the patient.

Receptionist - Assign Queue Number

Figure 7.12 Receptionist - Assign Queue No. (1); Figure 7.13 Receptionist - Assign Queue No.(2)

Fill up the patient name and IC number to assign a queue number. The patient name will
show in the queuing list after queue number assigned.

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Receptionist – Medicine Prescription

Figure 7.14 Receptionist - Medicine Prescription

Receptionist can choose the patients to view their medicine prescription.

Receptionist - Generate Medical Leave

Figure 7.15 Receptionist - Generate M.C. (1); Figure 7.16 Receptionist - Generate M.C. (2)

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 Figure 7.17 Receptionist - Generate M.C. (3)

Receptionist can choose the patients to open their medical leave. After click the
‘Print’ button, the system will help to print out the medical leave certificate.

Menu – Staff

Figure 7.18 Menu - Staff

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Staff - Stock Status

Figure 7.19 Staff - Stock Status

Staff can check the daily stock status by choosing the date.

Staff - Order Medicine

Figure 7.20 Staff - Order Medicine (1); Figure 7.21 Staff - Order Medicine (2)

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 Figure 7.22 Staff - Order Medicine (3)

Staff can order medicine by using this system. After choosing the quantity of medicine,
the system will calculate the total amount. After click the ‘Confirm Order’ button, staff
can choose the supplier to send order.

Staff - Sales Report

Figure 7.23 Staff - Sales Report

Staff can check the daily sales report by this system, they can change the date to
check previous sales report.

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 Further Design (Individual Component)
8. a) After the construction of DFD Level-0 (Design Diagram), choose at least ONE process
and construct a DFD Level-1 diagram. You are advised to select different set of process
among group members.

8. b) After the construction of DFD (Design Diagram), choose ONE (1) Process and ONE
(1) Data Store/Data Flow from DFD Level-0 and design a Data Dictionary for each. You are
advised to use different set of elements among group members.

Shoaib Hoque 182071011

8. a)

Patient
Information
Receptionist

8. b) Data Dictionary
Process:
·Name: 1.0 Registration
·Description: Collect patient information and register
·Input Data Flow: Patient detail
·Output Data Flow: Patient information
·Process: Receive patient detail from patient Register patient
information to patient files
Data Store:
·Name: Patient Files
·Description: Save patient information
·Input Data Flow: Patient information
·Output Data Flow: -

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· Data Structure: Name, Gender, IC Number, Date of Birth, Blood Type,

8. a)

8. b) Data Dictionary

Data Flow:

▪ Name: 5.0 Managing Inventory

▪ Description: Managing Inventory

▪ Input Data Flow: Order List

▪ Output Data Flow: Receive Invoice

▪ Process: Request Order to supplier, receive Invoice from

supplier Process:

▪ Name: Medical Prescription

▪ Description: Update medical prescription to payment

▪ Origin/Source: medical prescription status

▪ Destination: patient data file storage

▪ Data Structure: patient medical prescription record, patient details

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Al- Nahian Hasan 182071020

8. a)

8. b) Data Dictionary

Data Store:
▪ Sales Files Data Store
▪ Name: Sales data files
▪ Description: sales data storage file generates sales report, payment and stock status
are updated to the storage
▪ Input data flow: patient record, update stock status
▪ Output data flow: sales report
▪ Data structure: patient payment record, sales report, stock balance, stock status

Process:
▪ Name: 4.0 Payment
▪ Description: payment update to the sales storage, medical prescription from the
patient storage to calculate the amount, payment from patient and invoice to patient
▪ Input data flow: medical prescription, payment
▪ Output data flow: payment record, payment receipt
▪ Process: Retrieve the medical prescription from the patient storage files and
calculate the total amount patient need to pay, payment from the patient, updating
the sales record to the sales file and generate payment receipt to the patient.

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Testing and Maintenance
Shariful Islam 182061005
8. a)

8. b) Data Dictionary
Data Flow

▪ Name: Manage Patient.

▪ Description: The receptionist assign queue number to the patient.

▪ Origin/Source: Assign queue number.

▪ Destination: Patient entity.

▪ Data Structure: Patient according to the number to meet doctor.

Process
▪ Name: 2.0 Manage patient.

▪ Description: This process is about the receptionist used the clinic management
system to assign queue number to the patient then the patient received queue number
from the system by printed.
▪ Input data flow: Patient detail.
▪ Output data flow: Invoice queue number.

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 ▪ Process: Start from the receptionist will record the patient detail in the system. The
system will arrange the queue number according to the patient requirement. Lastly,
system will print out invoice queue number to patient.

9. a) Discuss ONE significant testing method that you would recommend for the new
system.
9. b) List a few System Maintenance activities that you would recommend after the
completed system has been deployed.

Shoaib Hoque 182071011

9. a) Testing

System Testing is testing conducted on a complete and integrated system to evaluate

the system's compliance. It verifies all the system components are integrated properly. There
are many types of system testing. The significant testing that I would recommend for the
system is unit testing.

Unit testing is a testing of an individual program. The purpose of unit testing is to

validate that each unit of the software performs as designed. The major benefits of unit
testing are can find the software bugs early, improve the code design, provide documentation
and others.

Unit testing is basically done before integration. It is often neglected, but it is the most
important level of testing. Testing is very important for the system, it helps our system
determine the errors and debug it.

9. b) Maintenance

The maintenance that I would recommend is preventive maintenance. It is regularly

performed on software to lessen the likelihood of failing. The maintenance is performed
while the system is working, so that it does not break down unexpectedly. Preventive
maintenance is suitable for system that have a likelihood of failure that increases with time or
use.
The advantages of preventive maintenance is the cost of maintenance is lower, there
is fewer repairs caused by unexpected failure that must be fixed immediately. Besides that, it

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also, can reduce risk of system breakdown. This maintenance can help Dr. Anita to save
more money for her clinic, reduce the cost of maintenance fees.

Golam Rabbani 182071017

9. a) Testing
In the today’s competitive market only the quality product stays longtime firmly, so to
make sure the produce the good quality product the testing of application is key factor in
Software Development Life Cycle.

I would recommend system testing for my new system. System testing is the testing if
a complete and fully integrated software product. Usually software is only one element of a
larger computer-based system. Ultimately, software is interfaced with other
software/hardware systems.

System Testing is actually a series of different tests whose sole purpose is to exercise the full
computer-based system.

System test falls under the black box testing category of software testing.

White box testing is the testing of the internal workings or code of a software application.
In contrast, black box or System Testing is the opposite. System test involves the external
workings of the software from the user's perspective.

9. b) Maintenance

System Maintenance planning begins early in the acquisition process with development of a
maintenance concept. Maintenance planning is conducted to evolve and establish
requirements and tasks to be accomplished for achieving, restoring, and maintaining
operational capability for the life of the system. For a system to be sustained throughout its
system life cycle, the maintenance process has to be executed concurrently with the
operations process.

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 The maintenance plan specifies the scheduled servicing tasks and intervals
(preventive maintenance) and the unscheduled servicing tasks (adaptive or corrective
maintenance). Tasks in the maintenance plan are allocated to the various maintenance
agencies. A maintenance allocation chart is developed to tag the maintenance tasks to the
appropriate maintenance agencies. These include: in-service or in-house work centers,
approved contractors, affiliated maintenance or repair facilities, original equipment
manufacturer (OEMs), etc. The maintenance plan also establishes the requirements for
the support resources.

Related activities such as resource planning, budgeting, performance monitoring, upgrades,

longer term supportability, and sustenance also need to be managed. These activities are
being planned, managed, and executed over a longer time horizon and they concern the
well-being of the system over the entire life cycle.

Proper maintenance of the system (including maintenance-free system designs) relies very
much on the availability of support resources, such as support and test equipment (STE),
technical data and documentation, personnel, spares, and facilities. These have to be
factored in during the acquisition agreement process

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Anikul Islam 181071009
9. a) Testing
In the real life, we all will make mistakes. These mistakes might bring harmful
or dangerous to the user or the system itself. So, system testing can be one of the
important things to any industry or any system because system can determine the errors
from the system, verifying a system does system meets the requirement that need to be
achieved. There are many types of system testing such as the functional testing,
migration testing, usability testing, load testing, unit testing etc.
The main testing that we will discussing is the functional testing. Functional testing
employs some system tester to test the system’s usability. Functional testing also calls black
box testing to test the software in customers’ point of view without getting the software
programs without looking to the system codes. For example, website Google can be the
software system that I can test the inputs and outputs. Black box testing tests the function and
usability of the system. Identification of the functions such as the user interface, database and
server is tested by providing the input, then the output obtain will be tested with the expected
output. The purpose of functional testing is to verify whether the output from the system is
relates to the requirement specification.

In the conclusion, the new system that we recommend will be tested to ensure the
problems encountered by the employees are resolved. And, functional testing can bring us
the great convenience in the system.

9. b) Maintenance

The system maintenance that I recommend after the completed system has been deployed
is the preventative maintenance. Preventative maintenance is an activity which can reduce the
risk and failures of the system, improve the system equipment life, recovery process that a failure
is found. Failures may happen anytime, during the preventative maintenance the system can
repair and serviced itself before the failures happen. With this maintenance, system can decrease
the needs for capital replacement and at the same time system can extend its life

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cycle. The goal of preventive maintenance is increasing the lifetime of the system by
preventing the excess depreciation.

Al-Nahian Hasan 182071020

9. a) Testing
One significant testing method that I would recommend for the new system is user interface
testing. This is a type of testing which is performed to check how user-friendly the
application is. To test the user interface in clinic management system with detect the
software system is functionally correct. Besides that, the user interface testing includes how
the software system handles keyboard and mouse when the hardware is controlling the clinic
management system. And the user interface components like menu bar, taskbars, toolbars,
image processing, list controls, edit field, buttons and dialogs. The user interface had reacted
to user input and whether or not it performs in the desired manner. For example:

1. Check error messages are displayed correctly.

2. Check that the images have good clarity.
3. Check that positioning of GUI elements for different screen resolution.

9. b) Maintenance
I would recommend 4 system maintenance after the completed system has been
deployed. There are corrective maintenance, preventive maintenance, perfective
maintenance and adaptive maintenance.

Corrective maintenance
Corrective maintenance known as a maintenance task performed to identify, isolate,
and rectify a fault so that equipment, machine, or asset that can be restored to an
operational condition within the tolerances or limits established for in-service
operations. Usually, corrective maintenance is maintenance which is carried out after
the clinic management system failure detection and is aimed at restoring an asset to a
condition in which it can perform its intended function.

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Preventive maintenance

Preventive maintenance is executed while the clinic management system is still working, so
that it does not break down unexpectedly. Keep the clinic management system could run
smoothly when is the system is operating. A successfully preventive maintenance can
reduce the system not responding.
Perfective maintenance
Perfective maintenance to improve the performance of assets by increasing uptime in the
clinic management system. If the lifecycle of assets decreasing the need for capital
replacements, implement perfective maintenance to extends the life cycle in system.
Perfective maintenance modification the system after delivery to improve performance or
maintainability.

Adaptive maintenance
Adaptive maintenance is to modify of the software system after delivery to improve
maintainability and performance in the clinic management system. Adaptive maintenance is a
small part of maintenance in the system but the change can make the most user to function
the system more adaptive.

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