VETERINARY MANAGEMENT INFORMATION SYSTEM

An Undergraduate Thesis

Presented to the Thesis Committee

North Central Mindanao College

Maranding, Lala, Lanaodel Norte

In Partial Fulfillment of the Requirements

For the Degree of

Bachelor of Type your course

TYPE YOUR NAMES HERE!

October 2017
 Chapter 1

THE PROBLEM AND ITS SCOPE

In today’s modern age where computer has become a way of life, it is

evident that a majority of the country’s institutions still do not adapt the high

technology. Particularly in most veterinary facilities, daily veterinary

transactions are still done on paper. We all know that modern veterinary are

now operating at great pace striving to serve as many animal as possible with

the best of their abilities. But as the years rolled by, the number of animal has

grown and various medical cases arise that the manual method of managing

animal records, prescriptions, billing and appointment schedule, is no longer

practical.

With this, there is a need to develop a computerized information

system. The automation of patient information management system will serve

as a development for a high-customer satisfaction that will lead to more

effective and efficient organization. It will give the convenience to both

customers and animal clinics. This will serve as an edge to other animal

clinics that record their patient information, monitor their inventory, and

generate their sales report manually because the current trend in the service

sector of the economy is not only the delivery of customer value but also the
speed of delivery of service. The space will be maximized while maintaining

the accuracy of records due to omission of filing cabinets and replacing it by

a single computer. It also leads to avoidance of costs like salary expense that

will be paid to employees who will be assigned to check and update inventory

and generate sales report.

Nevertheless, Veterinary Information Management System is a

program that is designed by structured programming techniques, is totally

integrated and menu driven. Veterinary Management System employs

extensive error trapping routines, operator assistance, and professional data

entry screens to guide the operator in easily using the computer's resources

in managing the veterinarian's business without extensive knowledge of

computers or complex computer terminology.

Through the Veterinary Information Management System, the pet that

needs immediate attention will be served instantly due to easy way of finding

their records. The inventory will be exactly reflected to the units in the storage

because it is connected to the quantity and cost of goods sold that will be

used in the sales report. An automated sales report will give an effective and

efficient service to both company and customers. And because of that, the

pet owner will surely be satisfied with the quality service given to him and will
have a loyalty to the organization. Loyal customers will be easily preserved

that will give the animal clinic higher profit while minimizing the costs.

Indeed, this study aims to develop a veterinary management

information system, an application that will minimize all paper works and

manual records keeping, therefore allowing veterinarian ease in keeping

track of animal, animal owner’s waiting time and increasing the number of

animals served- a system that is fully automated, user-friendly, time effective

and efficient. Moreover, this study will be conducted in Lanipao, Lala,

Lanaodel Norte particularly in JMC Veterinary for the year 2017-2018. The

project will enable the researchers to enhance their knowledge about the

current needs of the pet clinic industry to adapt in the fast-paced

development of technological environment. Also, it will allow the researchers

to exercise their skills and academic intelligence in making the design work

that is related to their field.

Theoretical Framework

In this study, the researchers will anchor these theories that will

support the idea of veterinary management information system. These

theories are: Waterfall Model by Royce as cited by Ryte (2011), and

Queueing System Theory by Erlang as cited by Chinwuko (2014).

 Precisely, the original waterfall model by Royce as cited by Ryte (2011)

consists of seven successive phases: System requirements, Software

requirements, Requirements analysis, Program design, Implementation,

Testing, and Launch. The first phase deals with requirements that are not

related to the digital product itself but rather with business-relevant aspects

such as price and availability. Documentation and safety aspects are also

specified here. In general, non-functional requirements are mentioned here.

The functional requirements for the software are defined in the second

phase. The question of what the software must be able to do is answered

here and clarified in “specifications,” which also includes the results of the

first phase.

In the requirements analysis phase, the functions of the software are

dissected and structured so that individual functional elements and functional

units can be separated from each other. The requirements analysis is

intended to examine the functions for their feasibility and importance. The

results of this phase are the specifications containing the requirements that

need to be developed. The technical design is now implemented with the

help of these requirement specifications. Components of this phase also

include decisions about information architecture and applied technologies

such as programming languages, class libraries, and program sequences.

The result of the program design is usually recorded in diagrams describing

the theoretical behavior of the software.

During implementation, structures and workflows are implemented

taking into account the systemic framework conditions and objectives. The

software design becomes a program that is directly related to an operating

system, one or more programming languages, and the infrastructure. The

result is usually operational software, often as a beta-version. The

implementation phase is followed by the testing of all software components,

modules, and the entire system. Integration into specific operating systems is

also checked. If errors and conflicts occur, they must be repaired

immediately. Such could lead to an increase in overall costs since possible

errors can be attributed to different phases and are not always caused in the

previous phase. The software is implemented after acceptance by the client.

Updates and maintenance may be necessary before the product enters a

store or is delivered to the customer.

In connection, this study will apply the Waterfall Model in planning and

developing the veterinary management information system. This will include

the system requirements, system software requirements, system

requirements analysis, system program design, system implementation,

system testing, and system launching.

 On the other hand, Queueing System Theory by Erlang as cited by

Chinwuko (2014) is one of the options that are used in business decision-

making to meet a certain service system for resources requirements.

Queueing systems theory begins from the study by Agner Krarup Erlang

which made a telephone information exchanged model in Copenhagen.

However, on the progress the queueing system has been used for numerous

application in the telecommunications, traffic engineering, computational

techniques, and some industrial businesses such as shops, offices, and

hospitals. Queueing theory has been used very successfully by various types

of industry services. L.L. Bean, one of the largest telemarketer and

messenger catalogs for the best quality of sport equipment, has been used

this theory in optimizing their sales and service settings, so that they receive

a decent turnover. Relatively, the current study will add search query to the

veterinary management information system application. With this, the clinic

can search information quickly through the software.

In sum, veterinary management information system will be develop and

utilized for convenience in terms of file handling or recording, monitoring of

inventory and generating sales report. It provides the need of all animal

clinics that encounter problems using manual system of the same business

line.
Conceptual Framework

Registration system is one of the most important elements in an

organization or institution that involves the presence of customers and one by

one services. Nowadays, with the development of technology, services

process in an institution become more effective and efficient. One of the

institutions that require the development of this technology, in the form of

hospital information management system, is the veterinary hospital. The

conventional system has many shortcomings include allowing an error in

writing the patient data also the patient registration recaps is less effective

and more time consuming. Therefore, a management information system

shall be designed.

Figure 1 shows the Conceptual Framework of the Study. As shown in

the figure, the study will investigate the profiles of the respondents in terms of

profile of the respondents in terms ofpet owner, pet, medication information,

medical report, inventory, and sales. Moreover, the researchers will list the

routes or ways of the proposed veterinary management information system in

terms of file handling, validation, sorting, search query, and reporting. The

outcome of the study will be the veterinary management information system.

 Input Process Output
Pet Owner
 Last Name -File Handling VETERINARY
 First Name MANAGEMENT
 Middle Name o Create INFORMATION
 Contact Number Record
SYSTEM
 Age(Optional) o Update (Edit/
 Gender Delete)
 Client’s Animal
 Address Record
Pet -Validation
 List of
 Pet ID o Ensuring data Transactions
 Name is “clean,
 Age  Organized
correct and Information
 Gender
useful”.  Medical
 Species
 Breed -Sorting Prescription
Medical Information  Inventory
 Vaccine o Arranging Report
 Past Health Status items in some  Sales Report
 Recurring sequence  Official Receipt
Ailments o Different sets.
 Allergies
 Vitamins -Search Query
Medical Report
-Reporting
 Date
 Diagnosis o Presentation
 Medication of data
Inventory o List detail or
 Item number summary
 Item name data
 Unit price
 Quantity
 Expiration date
Sales
 Item number
 Selling price
 Quantity
 Date

Figure 1: Conceptual Framework of the Study

Statement of the Problem

The current pet care providers are using different ways and systems

for managing information. Some pet care providers are using only one

system for managing the health information but it is not comprehensive for

managing all the information, for instance the system can support only the

patient information but cannot support the patient appointment or cannot

support the veterinary schedule. Therefore, current system use in the

veterinary clinic proved that there is a lack of software that fulfills the patient’s

need for medical information and the Vet’s need to monitor patients.

Conversely, there are a veterinary clinics are using more than one veterinary

information management system such as (patient information, vet schedule,

products and medicine suppliers, financial etc.) for managing the pet health

information. Those systems are dedicated to only one activity of the

veterinary clinic and this functionality is not integrated with other systems.

In connection, this study will design and develop a veterinary

management information system in JMC Veterinary in Lanipao, Lala, Lanao

del Norte for the year 2017-2018. The problem of this research seems to be

vested in the following question: What are the profiles of the respondents in

terms of: pet owner, pet, medication information, medical report, inventory,

and sales? What are the routes or ways of the proposed veterinary
management information system in terms of: file handling, validation, sorting,

search query, and reporting? What veterinary management information

system can be designed based on the findings?

Scope and Limitations

The focal point of the study is to develop veterinary management

information system. It is an automated medical record system that will only

automate the records of the patients and create a database of the past and

present patients’ record of the clinic for easy and fast access of these

records. Hence, the study will include the profile of the respondents in terms

ofpet owner, pet, medication information, medical report, inventory, and

sales. Additionally, the routes or way of the proposed veterinary management

information system in terms of file handling, validation, sorting, search query,

and reporting will also be determined. Further, the proposed management

system will only operate offline.

Nevertheless, it will be conducted JMC Veterinary in Lanipao, Lala,

Lanao del Norte for the year 2017-2018. The study will employ exploratory

research design. An informed consent will be given to the Vet Clinic owner for

the approval of implementation of the study. Further, a self-administered

questionnaire will be distributed to the owner and the assistants to gather

data from the manual record system of the clinic. Waterfall Model will be used

in designing and developing the veterinary management system. Lastly, an

evaluation form will be distributed to the respondents to evaluate the

performance of the application.

Significance

This study will be beneficial to the following group or individual:

To the Entity. The system will give the owner more advancement

towards its competitors and make their business above others of the same

line.

To the Veterinarian. The system will make it easier for the doctors to

manage the schedule and convenience when it comes to retrieving

information.

To the Customers. The system will make the transactions easier

which allows the customer to have a liking to the service provided to them.

To the Future Researchers.This will be a baseline for future related

studies pertaining to veterinary management information system.

Definition of Terms

The following terms were defined conceptually and operationally:

 Inventory. In this study, this refers to a complete list of items such as

Item number item name, unit price, quantity, and expiration date.

Management Information System. In this study, this refers to a

system based on the database of the organization evolved for the purpose of

providing information to the people in the organization.

Medical Information. In this study, this refers to medical records of the

pet patient in terms of vaccine, past health status, recurring ailments,

allergies, and vitamins.

Pet Owner. In this study, this refers to the owner of a domestic animal.

Pet. In this study, this refers to a domestic or tamed animal kept for

companionship or pleasure.

Sales. In this study, this refers to record information of the system that

includes item number, selling price, quantity and date.

Search Query. In this study, this refers to a search engine that will find

particular information.

Sorting. In this study, this refers to arrange systematically in groups;

separate according to type, class, etc.

 Veterinarian. This refers to a person qualified to treat diseased or

injured animals.

Waterfall Model. This refers to a classic approach in software

development that describes a linear and sequential development method.

 Chapter 2

REVIEW OF RELATED LITERATURE

This chapter reviews the related literature that would shed light on the

focus of the study and finds research gaps where this current study tackled.

Related Literatures

Information System: Overview

Information is a critical resource in the operation and management of

organizations. Timely availability of relevant information is vital for effective

performance of managerial functions such as planning, organizing, leading,

and control. An information system in an organization is like the nervous

system in the human body: it is the link that connects all the organization's

components together and provides for better operation and survival in a

competitive environment. Indeed, today's organizations run on information

(Davis & Olson, 2005).

The term information system usually refers to a computer-based

system, one that is designed to support the operations, management, and

decision functions of an organization. Information systems in organizations

thus provide information support for decision makers. Information systems

encompass transaction processing systems, management information

systems, decision support systems, and strategic information systems(Davis

& Olson, 2005).

In the current study, Veterinary Management Information System is an

information system used in the veterinary business. As discussed, the

information system is a computer-based program. Hence, this is operated

and stored through computer machine. Veterinary will be able to sort and

search information in a fast and easy way.

Information consists of data that have been processed and are

meaningful to a user. A system is a set of components that operate together

to achieve a common purpose. Thus a management information system

collects, transmits, processes, and stores data on an organization's

resources, programmes, and accomplishments. The system makes possible

the conversion of these data into management information for use by

decision makers within the organization. A management information system,

therefore, produces information that supports the management functions of

an organization (Davis & Olson, 2005).

 In connection, the researchers will include information of the pert, pet-

owner, the medical records, transactions, inventories and sales. These data

will be encoded in database but not connected with other system.

Data versus Information

Data refers to raw, unevaluated facts, figures, symbols, objects,

events, etc. Data may be a collection of facts lying in storage, like a

telephone directory or census records. Information is data that have been put

into a meaningful and useful context and communicated to a recipient who

uses it to make decisions. Information involves the communication and

reception of intelligence or knowledge. It appraises and notifies surprises and

stimulates, reduces uncertainty, reveals additional alternatives or helps

eliminate irrelevant or poor ones, and influences individuals and stimulates

them to action. An element of data may constitute information in a specific

context; for example, when you want to contact your friend, his or her

telephone number is a piece of information; otherwise, it is just one element

of data in the telephone directory (Babu, 2011).

Relatively, the data of the veterinary management information system

includes the figures and facts encoded into the program. This will produce
information that will inform the veterinary about the transactions and

background information of their client such as medical treatments and others.

Computers have made the processing function much easier. Large

quantities of data can be processed quickly through computers aiding in the

conversion of data to information. Raw data enter the system and are

transformed into the system's output, that is, information to support managers

in their decision making (Babu, 2011).

Correspondingly, the current study will use computers to encode data

into database to produce information system. As discussed by Babu (2011),

these raw data that will be encoded in database are transformed into the

systems’ output.

Information as an Aid to Decision Making

Simon (2007) describes the process of decision making as comprising

four steps: intelligence, design, choice, and review. The intelligence stage

encompasses collection, classification, processing, and presentation of data

relating to the organization and its environment. This is necessary to identify

situations calling for decision. During the decision stage, the decision maker

outlines alternative solutions, each of which involves a set of actions to be

taken. The data gathered during the intelligence stage are now used by
statistical and other models to forecast possible outcomes for each

alternative. Each alternative can also be examined for technological,

behavioral, and economic feasibility. In the choice stage, the decision maker

must select one of the alternatives that will best contribute to the goals of the

organization. Past choices can be subjected to review during implementation

and monitoring to enable the manager to learn from mistakes. Information

plays an important role in all four stages of the decision process.

Need for automation

On the other hand, an automated MIS system contains data just as a

manual system does. It receives input, processes input, and delivers the

processed input as output. Some input devices allow direct human-machine

communication, while others require data to be recorded on an input medium

such as a magnetizable material (specially coated plastic flexible

or floppy disks and magnetic tapes). The keyboard of a workstation

connected directly to a computer is an example of a direct input device. Use

of automation makes it possible to store immense quantities of information, to

avoid many of the errors that find their way into manual records, and to make

calculations and comparisons that would be practically impossible in a

manual system (Russel, 2009).

 Comparatively, the current study will also discuss the similarities of the

manual system output or known as traditional manual system to the

veterinary management information system. The differences between the

information system and manual system output will also be discussed.

Organization of a database

Data are usually generated at the field level through transaction-

processing systems, but once the data are captured, any echelon along the

organizational hierarchy may use them, provided that information

requirements have been well defined, appropriate programs have been

implemented, and a means has been arranged for the sharing of the data.

This would imply that the same data can be used by different sets of

programs; hence we distinguish between the database (a set of data) and the

applications (a set of programs). In a decision support system (DSS), this set

of programs is the model base (Keen & Morton, 2008).

The term database may refer to any collection of data that might serve

an organizational unit. A database on a given subject is a collection of data

on that subject that observes three criteria: comprehensiveness

(completeness), non-redundancy, and appropriate structure.

Comprehensiveness means that all the data about the subject are actually
present in the database. Non-redundancy means that each individual piece of

data exists only once in the database. Appropriate structure means that the

data are stored in such a way as to minimize the cost of expected processing

and storage (Awad&Gotterer, 2002).

The idea of a large corporate database that can be flexibly shared by

several applications or model bases has been realized by means of software

packages specially devised to perform such tasks. These packages,

called database management systems (DBMSs), are available in the market

under different trade names such as ORACLE, SYBASE, INGRES,

FOXBASE, and dBASE.

Indeed, the current research will use database management system to

generate database data into comprehensive, non-redundant, complete and

appropriate structures. Data in database will be connected through database

management system to the user.

System alternatives and evaluation: Centralization versus

decentralization

A completely centralized information system handles all processing at

a single computer site, maintains a single central database, has centralized

development of applications, provides central technical services, sets

development priorities centrally, and allocates computer resources centrally.

The system's remote users are served by transporting input and output data

physically or electronically.

A completely decentralized system may have no central control of

system development, no communication links among autonomous computing

units, and stand-alone processors and databases at various sites. Each unit

funds its own information-processing activities and is totally responsible for all

development and operation.

An advantage of centralized information systems is that they provide

for standardization in the collection of data and the release of information.

There also are some economies of scale. A centralized system reduces the

need for multiple hardware, software, space, personnel, and databases. It

may be possible to recruit more qualified personnel in a central facility.

Observations indicate that user motivation and satisfaction are

increased under a decentralized environment. This is attained because users

feel more involved and more responsible, systems are better customized to

their specific needs, and they usually get better response time in routine

operations as well as in requests for changes.

 Nonetheless, the current study will evaluate the veterinary

management information system produce after implementation. The system

will be a centralized information system which will handles centralized

development of technical services and development.

Related Studies

Additionally, Baskerville and Myers (2002) broadly define MIS as "the

development, use and application of information systems by individuals,

organizations and society". In his study, Becta (2005) describes an

information system as "a system consisting of the network of all

communication channels used within an organization". In their study, Laudon

and Laudon (2003) have defined MIS as "the study of information systems

focusing on their use in business and management".

Similarly, Skyrius (2001) underlines the decision maker's attitudes

towards different factors influencing the quality of business decisions; these

factors include information sources, analytical tools, and the role of

information technologies.Handzic (2001) also pays attention to the impact of

information availability on people's ability to process and use information in

short and long term planning and in decision making tasks. He revealed that
the better the availability of information, the better the impact on both

efficiency and accuracy of business decisions.

In his study, Obi (2003) suggested that MIS is indispensible in the area

of decision-making as it can monitor by itself the instability in a system, verify

a course of action and take action to keep the system in control.More

recently, Adebayo (2007) explained that the existence of MIS is needed to

improve and enhance decision making on the issues affecting human and

material resources.

Relatively, the study of Hapsari and his colleagues (2016) entitled

Management Information Systems Development for Veterinary Hospital

Patient Registration Using First In First Out Algorithm. The focus of this study

is the patient registration system which use First In First Out (FIFO)

algorithms where the patient who came first to the hospital is the one who

enrolled first.This information system has several advantages. As the

transition from conventional to digital systems, this information systems is

considered very helpful which is they can reduce the time when processing th

patient data. Moreover, data storage can be validated properly and reduce

the use of paper that can decrease the expenses of RSH Prof. Soeparwi. The

information system flow is assessed clear and easy to learn. With the simple

function/menu in this system, it can help the operation in collecting patient

data more effective and efficiently. But there are also some drawbacks where

the sub-system registration information still unable to give priority to patients

with emergency cases. Moreover, the current system is still a localhost

information so it can not be accessed online. Then, in terms of displays, the

information systems not cover properly the groove and placement functions

of User Experience yet so that the registrar still has a bit of confusion when

first tested.

In sum, various kinds of information systems for animal health data

have been expanded in many parts of the world. Fortunately, many of the

technical advances in information management which have occurred over the

same period have made the development and use of information systems by

veterinary services easier than would previously have been the case.

The related discussed in this study will support the output of the study. This

will also explains the information system outcomes and concerns.

 Chapter 3

RESEARCH METHODS

This chapter presents the research design, research environment,

research subjects/respondents, instrumentation, data procedures and

statistical treatment that will be used in this study.

Research Design

The study will employ exploratory research design wherein the

researchers will develop an automated medical record application for the

veterinarian also known as Veterinary Management Information System.

Research Environment

The research study will be conducted in JMC Veterinary, Lanipao,

Lala, Lanao del Norte. Lala, officially the Municipality of Lala, is a 1st class

municipality in the province of Lanao del Norte, Philippines. Lala is a vast

plain within the Kapatagan Valley, consisting of 14,025 hectares (34,660

acres) along the coast of Panguil Bay. It is located about 14 kilometres (8.7

mi) from the municipality of Tubod, the seat of the provincial government, and

67.5 kilometres (41.9 mi) south-west of Iligan, the commercial center of the

province. It is geographically bounded on the north-west by Panguil Bay, on

the north-east by the municipality of Baroy, on the south by the municipality

of Kapatagan and on the east by the municipality of Salvador. Figure 2 shows

the location map of the study.

Figure 2. Locale of the Study

Respondents

The respondents of the study will be the Vet Clinic owner and his/her

assistant in the target location that will be selected through purposive

sampling. The purposive sampling technique is a type of non-probability

sampling that is most effective when one needs to study a certain cultural

domain with knowledgeable experts within.

Research Instruments

The study will use questionnaires to gather data. It will include the past

and present patients/clients’ information, medical reports, medication,

inventory and sales. Questionnaires will be distributed and collected to serve

as basis for the information system entries. Further, an evaluation form will

be used to evaluate the performance of the veterinary management

information system upon implementation.

Data Gathering Procedures

The researchers will ask permission from the Veterinary Clinic owner to

conduct the study. This will include the rationale, objectives and advantage of

conducting the study. Upon the approval, the researchers will conduct an

interview to gather data and validate the data gathered. Furthermore, the

researchers will observe the existing system of the clinic, how the business
operates and if the business is getting enough customers that will serve as

basis for better development of the proposed management information

system.

Next, the researchers will use Waterfall model to plan and manage the

system developing process. Then, the researchers will distribute an

evaluation form to the respondents to evaluate the performance of the

application upon implementation. Lastly, the researchers will draw

generalizations and conclusions to finalize the study.

REFERENCES
QUESTIONNAIRES