PATIENT DATA MANAGEMENT SYSTEM

JIMMA UNIVERSITY
JIMMA INSTITUTE OF
TECHNOLOGY

FACULTY OF COMPUTING
DEPARTMENT OF COMPUTER
SCIENCE
COMMUNITY BASED TRAINING PROGRAM
PHASE II
Patient Data Management System for Shenen Gibe Hospital
Advisor: Mr. Admas A.
 PATIENT DATA MANAGEMENT SYSTEM

MEMBERS OF THE GROUP

NAME ID NUMBER
1.Alamudin Hamed RU0619/10
2.Amanuel Shumi RU0623/10
3.Bisrat Amare RU0657/10
4.Dawite Yonas RU0671/10
5.Derartu Kediro RU0676/10
6.Eyuel Lemma RU5356/10
7.Firaol Gadisa RU0698/10
8.Fuad Murad RU0699/10
9.Gemechis Berhanu RU0705/10
10.Haji Lenjiso RU0721/10
11.Kiya Niguse RU0836/10
12.Motuma Gashu RU0775/10
13.Tadele Alemu RU0831/10
14.Terbush Getachew RU0840/10
15.Tigist Solomon RU0847/10
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Contents
CHAPTER ONE .......................................................................................... 1
1.1. Introduction ........................................................................................ 1
1.2. Description of The Current System .................................................... 1
1.3. Problems With The Current System ................................................... 1
2. OBJECTIVES .......................................................................................... 2
2.1. General Objectives ............................................................................. 2
2.1. Specific Objectives ............................................................................. 2
3.Scope ...................................................................................................... 3
2.3 Non-Functional Requirements............................................................. 4
2.3.1 Security Requirements...................................................................... 4
2.3.2 Performance Requirements .............................................................. 5
2.3.3 Availability Requirements ................................................................ 5
2.3.4 Reliability ......................................................................................... 5
The Entity-Relationship Diagram With Their Attributes: ....................... 12
Schema of Entities ................................................................................... 13
CHAPTER THREE................................................................................... 14
NORMALIZATION.................................................................................... 14
3.1 First Normal Form ............................................................................. 14
3.2 Second Normal Form ........................................................................ 14
3.3 Third Normal Form ........................................................................... 14
3.4 Normalization of The Patient Table .................................................. 14
3.5 Normalization of The Hospital Table ................................................ 15
3.6 Normalization of The Doctor Table .................................................. 16
CHAPTER FOUR ..................................................................................... 17
ATTRIBUTES AND THEIR DATA TYPES.......................................... 17
Patient Attributes Doctor Attributes .................................................... 17
Hospital Attributes Medical Record Attributes .................................... 17
Action Plan .............................................................................................. 18
Future Phase .............................................................................................. 19
 PATIENT DATA MANAGEMENT SYSTEM

CHAPTER ONE

1.PROJECT OVERVIEW

1.1. Introduction

As we observed in our phase one, there are several problems that we have
found in Shenen Gibe Hospital. This problem is related with the data
handling methods and techniques the hospital use to manage the data of the
patients and related entities that are found within the hospital.

Thus, this problem has become an obstacle to the hospital not to

successfully take care of the data it stores due to different reasons. In
addition, the data kept is exposed to different challenges like data loss and
less durability due to the materials and methods used to handle the data.

1.2. Description of The Current System

The existing system is done all manually and it results in loss of the
data, unsatisfactory of customers, lack of security of data, wastage of time,
consume large volume of paper work, health problem, wastage of too many
hardware materials and loss of their files.

1.3. Problems With The Current System

We observed so many problems that affect the lives of the patients that use
their services, and also the working of the hospital. We stated them as,

 The use of old school manual documentation system

 Situations like loose of individual’s data

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 Weak drug management system

 Using primitive ways of file handling system
 Lack of IT assistant or skilled workers that can work on
handling the data of the customers
 Less number of electronic devices like computers
 No backup method of files and other data
 Consumption of large number of paper work
 Time wastage on recording data

2. OBJECTIVES

2.1. General Objectives

The main objective of this project is to develop a new system which

solves the above mentioned problems with the existing system. This
is achieved by designing database diagram in this phase and
developing software in the next phase that will change the actual
manual work to an automated environment.

Generally, the main objective of this project is to change the data

management system of the hospital from manual (old fashion) to a new
digitalized system which guarantees many advantages than the current
system.

2.1. Specific Objectives

The specific objectives of our project are:

 To make tasks easier for the hospital

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 To help the hospital manage data in an easier and efficient

way
 To maintain security and durability of data
 To minimize the process of searching for a specific data or
record so that it will be easier for the data to be found
 To prevent the loss of records
 To save material and human resources from wastage
 To make wise use of resources.
 To save time

3.Scope

The Scope of our project describes what our system includes. Our project’s
proposed solution is Patient Data Management System for Shenen Gibe
Hospital.

The main purpose of this project is to address the possibility of creating a

software that can be applied to record patient’s data. The scope of this
project is limited to creating a computer/desktop based patient data
management system.

As a result, this plays a big role in maintaining the security of data, and it
also plays its role in preventing issues such as unwanted data loss.

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CHAPTER TWO

PROPOSED SOLUTION

2.1 New System

So Far, we as a group have discussed about the current system many times
about how our system going to work and how we are going to solve the
problems as much as possible.

The new system analysis of our project system changes this manual way to
computerized way to give good service for population.

2.2 Functional Requirements

Functional requirement is defined as a function of a system or its

component. A function is described as a set of inputs, the behavior and
outputs. It describes about the general behavior of the new system.

The general functional requirements in our project include,

 Registering patients into the patient database
 Giving patients identification cards based on the status of
patients in the database.

2.3 Non-Functional Requirements

It is also known as quality requirements which impose constraint on the

design or implementation. It describes about the non-functional requirement
of the system like security, performance, reliability, availability and etc.

2.3.1 Security Requirements

Are included in a system to prevent unauthorized access to the

service and its data.

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Ensure the integrity of the service from accidental or malicious

damage

2.3.2 Performance Requirements

Ensure that the system perform his work correct all the time.

2.3.3 Availability Requirements

To make the system available for service when required.

2.3.4 Reliability
Is the ability of a system to reform its required functions under
stated condition for a specific period of time.

2.4 The Relationship Between Functional And

Non- Functional Requirements

Functional requirement of proposed system is concerned with the

functional requirements and covers how well the Patient Data Management
System performs its functions.
Non-functional requirement of proposed system is concerned with the
non-functional requirement and is designed to evaluate the readiness of a
system according to several criteria not covered by Functional requirement.

2.5 The Entity-Relationship Diagram

Defining entities and their real world data base diagram

Defining Entities
An entity is something that exists by itself, actually or hypothetically.
In our Patient data management system we have the following entities:
 Hospital
 Patient
 Doctor
 Medical record

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Each entity has its own attributes and relationships with each other.

Defining Relationships:
Relationship is the condition or fact of being entity related or connected
/associated. It is particular type connection existing between related entities.
Here are relationships that can exist between the above entities:

Patient and Doctor: many doctors can treat one patient,

Hospital and Patients: hospital holds many patients

Hospital and Doctors: hospital holds set of doctors

Medical Record and Patient: patient may have various number of

tests

The cardinality of Each Entity-Relationship

 Many-to-one relationship between patient and doctor

 One-to-many relationship between hospital and patient

 One-to-many relationship between hospital and doctor

 Many-to-one relationship between medical record and patient

In the next page, we will be designing the ER diagram for all of the entities.

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The Entity Relationship Diagram

N 1
Patient Admitte Hospital
d in

1 N
1

Has Treated Has

by

N N

Medical Doctor
record

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Attributes of Patient Entity:

Patient entity is one of the patient data management system entities which
contains the following attributes: Pname, Paddress, Pid, Age…etc.

Fname
City Lname
Kebele

PName
Paddress

Patient Pid

Age

Sex Record_id

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Attributes of Hospital Entity:

Hospital entity contains the following attributes such as Hosp_id, Phone,

Hosp_addr, Hosp_name…etc.

Hos_name

Phone Hospital Hosp_id

Hosp_addr

City
Kebele

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Attributes of Doctor Entity:

The following are the attributes of the Doctor entity which are Dname,

Doc_id, Qualification, Address, Salary…etc.

Kebele
City Fname

Address Lname

Dname

Salary

Doctor Doc_id

Age

Sex Qualification

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Attributes of Medical Record Entity:

The following are the attributes of medical_record entity which are

Record_id, Problem and Date_of_examination.

Record_id

Medical Record

Date_of_exa Problem
mination

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The Entity-Relationship Diagram With Their Attributes:

Fname
Lname
Hos_name
Hosp_id
PName Pid

Phone
1 Admit
Sex Patient Hospital
ted in N

Paddres Hosp_addr

Age 1 s
Kebele 1
1
City City Kebele

Has Treated
Has
by

Doc_id
N
Record_id N
Kebele

Medical record Doctor

House_no
Address

Salary Dname
Date_of_exa Problem
mination
Qualification
Fname
Lname

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Schema of Entities

1. Patient Entity

Pid Pname Paddress Age Sex

City Kebele

2. Hospital Entity

Hos_name Hosp_id Phone Hosp_addr

3. Doctor Entity

Doc_id Dname Address Qualification Salary

4. Medical_Record Entity

Record_id Problem Date_of_examination

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CHAPTER THREE
NORMALIZATION
We are going to normalize each table based on insertion, updating and
deletion for each entity that wants normalization. We have to normalize
each table by using normalization rules to optimize the table.

The table’s that need normalization are:

Patient
Hospital
Doctor

3.1 First Normal Form

 No duplicate value meaning that each set column must have a
unique value.
 Relations should have a primary key.

3.2 Second Normal Form

 No partial dependency of column on primary key

3.3 Third Normal Form

 Elimination of transitive dependency
 If non_key attribute determines another non_key attribute, create a
separate table to eliminate that attribute.

3.4 Normalization of The Patient Table

1st Normal Form
Patient (Pid, Pname, Paddress, Age, Sex).

Table should contain atomic attributes and should also have a

primary key, which in our case is Pid for the Patient table.

2nd Normal Form

Patient (Pid, Pname, Paddress, Age, Sex).

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There is no partial dependency since we have a single primary key.

i.e , Patient (Pid, Pname, Paddress, Age, Sex).

3rd Normal Form

Patient (Pid, Pname, Paddress, Age, Sex).

There is no transitive dependency in the relation, so this relation

fulfills the 3rd normal form.

i.e , Patient (Pid, Pname, Paddress, Age, Sex).

3.5 Normalization of The Hospital Table

1st Normal Form
Hospital (Hos_id, Hosp_id, Phone, Hosp_addr (City, Kebele)).

The table should contain atomic values for its attributes, so we need
to normalize this table to the form in which it only contains atomic
values.

The normalized relation will be:

Hospital (Hos_id, Hosp_id, Phone, City, Kebele)).

2nd Normal Form

Hospital (Hos_id, Hosp_id, Phone, City, Kebele)).

There is no partial dependency since the relation only contains a

single primary key.

i.e , Hospital (Hos_id, Hosp_id, Phone, City, Kebele)).

3rd Normal Form

Hospital (Hos_id, Hosp_id, Phone, City, Kebele)).

Again, there is no transitive dependency in this relation, so there is

no need of creating other derived relations from this table.

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i.e , Hospital (Hos_id, Hosp_id, Phone, City, Kebele)).

3.6 Normalization of The Doctor Table

1st Normal Form
Doctor (Doc_id, Dname, Address, Qualification, Salary).

The table should contain a single/atomic value and also should

contain a primary key, in which in our case our table does.

i.e , Doctor (Doc_id, Dname, Address, Qualification, Salary).

2nd Normal Form

Doctor (Doc_id, Dname, Address, Qualification, Salary).

There should be no partial dependency, which our table has already

satisfied by only having a single primary key.

i.e, Doctor (Doc_id, Dname, Address, Qualification, Salary).

3rd Normal Form

Doctor (Doc_id, Dname, Address, Qualification, Salary).

There is a dependency between some non-key attributes, which are

found in the Address attribute, so we need to normalize the relation
using the 3rd normal form.

The normalized relation will look like the following:

D_address (Doc_id, Region, City, Kebele).

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CHAPTER FOUR
ATTRIBUTES AND THEIR DATA TYPES

Patient Attributes Doctor Attributes

Patient Doctor
P_id Char(10) primary key Doc_id Char(10) primary key

Fname Varchar(15) not null Fname Varchar(15) not null

Lname Varchar(15) not null Lname Varchar(15) not null

City Varchar(10) not null City Varchar(10) not null

Kebele Varchar(10) Kebele Varchar(10)

Age Integer Qualification Varchar(10)

Sex Char(6) Salary Decimal(10,2)

Hospital Attributes Medical Record Attributes

Hospital Medical_Record

Hos_id Char(10) primary key Record_id Char(10) primary key

Hosp_name Varchar(15) not null Problem Varchar(30) not null

City Varchar(15) Date_of_examination Date

Kebele Varchar(15)

Phone Number(13)

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Action Plan

Tasks Resources Participants

Action plan Internet, MS-word

Project overview analysis MS-Word, Paper, Pen

Analysis of the proposed MS-Word, Paper and Pen

solution

All

Preparation of objectives MS-Word, Paper, Pen

Group
and scope Members

Design of the plan using Internet, MS-Word, Paper

Entity-Relationship Diagram and Pen

Illustration of the new Internet, MS-Word, Paper

system using normalization and Pen

Writing the future phase of MS-Word

our project

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Future Phase
The next phase of our project will include the implementation of the
proposed system that we designed in the previous chapters of our document
to solve the stated problems.

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