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Clinic Management System for UTeM is a system that can help the clinic to manage
their daily activity. This system help reduce the problems occur when using the
manual system. This system enables doctors and clinic assistant to manage patient
records, medicine stock, and appointment and produce reports. The system is develop
due to the problems that exist when using the manual system. Data inconsistency,
data mix with other data and problem regarding reporting is the main problem that the
user is facing. Due to that, this system is develop to overcome the problems. This
system is easy and simple to use by the user. Other than that, the system is user-
friendly and it can help the clinic to manage their activity and at the same time
overcome the problem.
ABSTRAK
Clinic Management System (CMS) adalah sistem yang boleh membantu klinik dalam
menjalankan aktiviti harian mereka. Sistem ini membantu mengurangkan masalah-
masalah yang dihadapi apabila menggunakan sistem manual. Sistem ini
membolehkan doktor dan pembantu k h i k untuk mengurus pendaftaran pesakit,
mengurus stok ubat, mengatur temujanji dan menghasilkan laporan. Sistem ini
dibangunkan berdasarkan masalah-masalah yang dihadapi semasa menggunakan
sistem manual. Maklurnat yang tidak konsisten, data bercampur dengan data yang
lain serta masalah berkaitan penghasilan laporan. Disebabkan itqsistem ini
dibangunkan untuk mengatasi masalah-masalah tersebut. Sistem ini ringkas dan
mudah difaharni oleh pengguna Selain itu, sistem ini mesra pengguna dan ia boleh
membantu pengurusan klinik dengan lebih berkesan.
CHAPTER 1
INTRODUCTION
The process indeveloping the system include student's clinic in UTeM. The area
consists of the user in clinic which is doctor and clinic assistant. Basically there are no
such systems in the clinic. The system use before has caused a lot of problems to the
user. Due to that, using manual system seems to be the only solutions in managing the
daily works. The system will help out the user in the clinic in managing the work.
From the interview carried out, the previous system has cause problems to the
user. The clinic stop using the system and choosing manual is the best way to overcome
the problem exists.
For Projek Sarjana Muda (PSM), Clinic Management System for UTeM is
developed to overcome the problems. The system has few modules such as patient
registration, medicine registration, disease registration and treatment history, patient
record search, appointment and reporting.
The system has extra features that will display the information regarding BMI
(body mass index). BMI will calculate either weight or height for a person is suitable or
not. This is extra function in the system and the user will fmd it useful and benefit.
1.3 Objective
1.4 Scope
a) Patient Registration
Patient need to register before use the facilities at the clinic. All the information
will be keep in database.
b) Medicine Registration
This module manages all the medicine stock in the clinic. It will show current
quantity of medicine in the clinic. It includes the record search.
c) Disease Registration
This module manages data about patient's treatment history and register for
various type of disease.
d) Appointment -
This module manages appointment made by doctor to the patient.
e) Reporting
This module manages generate report according to the user need.
The web-based clinic management system gives profit to user as the user can retrieve
data regarding themselves through the internet. They can access the clinic system
throughout the internet and those who have difficulties to go the clinic will find it
practical.
The system makes record keeping more efficient and secure from an unauthorized
people. Only authorized user has the right to retrieve data of their own. This will secure
the patient's information.
Beside that, it is easy for the management to maintain record about the patient. The
time for retrieving the information needed will be less compare to the manual. This will
help the clinic assistant in doing the job.
Furthermore, the system helps in minimize the losing of data. The clinic assistant can
view and generate report for the specified data.
This system has overcome the problems occur while using the manual system and
the previous system.
The system can generate report according to the user requirement. The report can be
either the type of treatment, type of medicine and number of patient per year. The extra
feature in the system can help the user to increase their knowledge and at the same time
help them to solve their problem.
1.7 Conclusion
Clinic Management System for UTeM is a system that can help clinic organization
to manage their activity everyday. This system will help reduce the problems occur
while using the manual system. Furthermore, it is hope that the system can fulfill the
user requirement in the future.
The next chapter focuses on the literature review and project methodology. It
consists of introduction, facts and findings, technique, project methodology, project
requirements and lastly project schedule and milestones.
CHAPTER I1
2.1 Introduction
This chapter discusses about the literature review and project methodology of the
project. Literature review is a comprehensive survey of publications in a specific field of
study or related to a particular line of research, usually in the form of a list of references
or an indepth review of key works.
2.2.1 Domain
There are two main things that have been identified in this section which is
management and web-based system.
2.2.1.1 Management
Until recently many researchers have shown interest in the field of management
and communication technology. They have carried out numerous experiments and field
observations to illuminate the darkness of this field. Their findings and suggestions are
reviewed here:
According to the Oxford Student's Dictionary (2002), there are two definitions
for management .First, management is defined as the process of managing a business or
group of people. Second, the people who manage the business.
Based on the article The Pharmaceutical Journal Vol 265 No 7112 p331
September 2,2000 Letters, the writer said that 'The conclusion of the reported study was
that self-management was as eflective as clinic management and better accepted by
patients. I do not have the study to evaluate it in detail but feel that there are several
points worth rising on the strength of The Journal report alone'.
In the journal entitled, "Best practice Clinic: The making of a good quality
management system" written by Greg Dwyer, he said that to be manageable and
effective, a quality management system that is compliant with LAW 9000 should:
be easy to manage and involve minimal or no allocation of additional *s, and
work in tandem with existing initiatives, systems and structures.
2.2.1.2 Web-based systems
Due to the technology nowadays, the web based is important for those involved
in information and communication technology.
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This system used by the clinic and is develop using visual basic 6.0 and access.
But, the system caused problems to the user and due to that the user decides to use
manual system.
The system is develop using web-based concept where PHP is the programming
language and mysql is the database.
Due to that, the user uses the manual system to manage the activity in the clinic.
Clinic assistant use manual system to record all the information about the patient that
visits the clinic. Everyday, the number of patient will increased and at the same time the
patient's data also increased. This will affect the use of paper each time patient comes to
get treatment.
Furthermore, the boost of data needs large storage to keep it. In short term, it can
be more beneficial than owning a computer but in long term, many problems will arise.
2.23 Technique
In this system, the data is collected using different alternatives that are available.
One of it is through the interviews with the real user. A set of questionnaires is prepared
to make the flow of the interviews run smoothly and can be completed according to the
time given. The communication between the programmer and the real user can be
develop at this time.
Another approach is made by observation during the visit to the clinic to get
treatment. At this moment, the process that take place in the clinic can be noted down
and can be using in analysis process.
Compare to the previous project, the system is develop standalone and for PSM,
web-based concept is used as the sources for the programming language because php is
open source and the coding can be search easily.
2 3 Project Methodology
The Database Lifecycle (DBLC) contains six phases: database initial study,
database design, and implementation and loading, testing and evaluation, operation and
maintenance and evolution.
c. Define objectives.
The designer must get to know about the existence of two sets of limits which are
known as scope and boundaries. The system's scope will define the extent of the design
related to the operational requirement. By knowing the scope, it will help to define the
required data structures, the type and numbers of entities, the physical size of the
database and so on. The boundaries are known as external to the system. Boundaries
also required by existing hardware and software. Preferably, the designer can choose the
hardware and software that will best accomplish the system goals.
23.2 Database Design
The second phase focuses on the design of the database model that will support
company operations and objectives. In the process of database design, we must
concentrate on the data characteristics required to build the database model. In short, we
have 2 views of the data within the system: the business view of data as a source of
information, and the designer's view of the data structure, its access, and the activities
required to transform the data into information. Below are the main processes in
database design: -
In this stage, the data modeling will be used to create the abstract database
structure, which represents the real world objects in more natural. It also will be easier to
understand. Moreover, it also must represent a clear view of the business and its'
functional parts. Abstraction level can define where the hardware and the database
model not yet identified. The design must be software and hardware independent, where
the system can be built within any hardware and software platform which will be chosen
later by the development team.
Logical design can be define as the major component where it will be used to
translate the conceptual design into the internal model for a selected database
management system (DBMS) such as SQL Server, Oracle, Access and so on. Further
more, all the objects in the model will be mapped to a specific constructs that used by
the selected database. The logical design for a relational DBMS is included by tables,
indexes, views, transactions, access authorities and so on.
Physical design can be define as a process of select the data storage and data
access characteristics of the chosen database. The characteristics of storage are the types
of devices supported by the hardware, type of data access methods supported by the
system and the DBMS. The physical design will affect the location of the data in the
storage device and also the performance of the system. Other than that, can also say that
the physical design described the technical job and more typical of the client or server.
In modern relational DBMS such as IBM DB2, Oracle or Microsoft SQL Server,
a new database implementation requires the creation of special storage-related constructs
to address the end-user tables. After the database has been created, the data must be
stored in to the database tables. If the data currently stored are different from the new
DBMS requirement, the data must be converted first before loaded. During the
implementation and loading phase, we also must address performance, secdty, backup
and recovery, integrity, company standards and concurrency control.
Once the data have been loaded into the database, the DBA will test and fine
tunes the database for performance, integrity, and concurrent access and security
constraints. The testing and the evolution phase occur in parallel with programming
applications. Moreover the programmers will use the database tools to prototype the
applications during the coding session. If the database implementation is fails to meet
the system's evolution criteria or requirement, several options will be considered to
enhance the system such as follows: -
For performance related issues, the designer must consider fine tuning
specific system and DBMS configuration parameters. The best sources of
information are the hardware and software technical reference manuals.
Modify the physical design.
Modify the logical design.
Upgrade or change the DBMS software or the hardware platform.
23.5 Operation
Once the database has been passed the evolution stage, it will consider being
operational. At this point the database, management, users and the application programs
will compose a complete information system. The beginning of the operational phase
consistently starts the process of the system evolution. When all the targeted end-users
entered the operation phase, the problems that could not predict during the testing phase
can be detected.
v
Implementation and
Loading P Create the databases.
& Load or convert the data.
v fd 1
Testing and > Test the database
Evaluation > Fine-tune the database
& Evaluate the database and its
application programs
(3 /
Operation
JJ > Produce the required information
v
Maintenance and > Introduce changes
Evolution > Make enhancement
a. Planning
The project planning starts in this phase. First, the information is gathered fiom
the management staff and the end users about the current system and also the expected
system. Then, the scope, objectives and the goals for the proposed system are set up. The
tentative schedule consists of project work plan and Gantt chart is developed.
b. Analysis
For this project, DBLC (Database Life Cycle) is used as project methodology. In
the database initial study phase, I study the situation of Student's Clinic in UTeM. From
that, I can know the business process. The problem statement of the system can be
defined throughout the observation. It will become the objective for the system. The
scope can be extracted fiom the objective to develop the system.
c. Design
Database design is define as the second phase, where a design for the database is
form. It can support the Clinic Management System operational and objective, as
MySQL and phpmyadmin is choose for the database management. The minimum
requirement for the installation need to be confirmed first in order for the DBMS in the
server to run smoothly.
Moreover, the Entity Relationship Diagram (ERD), and data dictionary is create
where it will explain the main basic workflow of the system.
All relationship between the tables, define the storage structures and the access
paths will be known. In the conceptual design stage, data modeling is used to create an
abstract database structure which represents the real-world objects. There are two types
of database design such as top-down design and bottom-up design. At the top-down
level, the data set is identified and data element is defined. This process involves the
identification of different entity types and the definition of each entity's attributes.
Beside that, in bottom-up design data element will be identified which also called items
and the group them together in datasets. Although these two methodologies are
balancing, but priority goes to bottom-up approach because the Clinic Management
System has a small database with few entities, attributes, relations and transactions.
d. Implementation
During this phase, the database management that has been design will be load
and implement. I install the database that has been design for the system. The data will
be load to create tables and defined the relationship.
e. Testing
The next phase of DBLC is testing and evaluations. Once the data have been load
into the database, the database is test for performance, integrity, and concurrent access
and security constraints. Other than that, testing and evaluate the system parallel with
application programming is done.
AAer the evaluation stage, it can pass through the operational system. This phase
involve all the users in Clinic Management system that will use this system. In this stage
it can be define that the users meets their requirement. Once the data loaded into the
database, the processes such as tests and fine-tunes will be carried out for purposes of
performance, integrity, and concurrent access and security constraints.
Maintenance and evolution is the last stage in the methodology and it also life
time stage. The system developer will perform routine maintenance to the Clinic
Management System which periodic maintenance require doing on the system backup,
recovery, enhancing or normal maintenance.
Macromedia Dreamweaver 8
Microsoft Project
Microsoft Visio
Adobe Photoshop
Windows XP Professional
MySQL
Computer
o Intel Pentium I11 with CPU 300MHZ and 300 MI3 of RAM
This section will discuss about the milestones which will be the guideline for the
PSM project. The Gantt chart is provided to describe the details of the project schedule.
chapter Chapter I1
I(introducti0n) and
chapter I1
(Literature review
& project
methodology)
5. Chapter I11 5d 4/6/2007 8/6/2007 Report chapter I11
(analysis)
6. Chapter IV 5d 11/6/2007 15/6/2007 Report chapter IV
(design)
Evaluation Report
and project
progress
7. Submit PSM 1 5d 18/6/2007 22/6/2007 PSM 1 report
report.
8. Presentation 5d 25/6/2007 29/6/2007 Presentation and
PSM 1 evaluation PSM 1
9. Build Chapter 20d 2/7/2007 27/7/2007 Detail report for chapter
IV, the detail IV
design.
10. Chapter V 30d 301712007 3 1/8/2007 Report chapter V
(implementation)
11. Chapter VI 21d 3/9/2007 2 1/9/2007 Report chapter VI
(Testing)
12. PSM 5d 2911012007 211 112007 PSM presentation
presentation
13. Draft report 5d 211 112007 911 112007 PSM report
submission.
14. Final PSM 5d 1211112007 1611112007 Final PSM report
submission
2.6 Conclusion
Gantt chart attached is to help to manage project schedule so that this project will
be finished on time. Managing time is the way to assuring the project can be finish
according to the plan.
Next chapter discusses about analysis where it cover problem analysis and
requirement analysis.