REFERAL HOSPITALSYSTEM (Documentation)

Debre Birhan Referral Hospital System
CHAPTER ONE
PROJECT PROPOSAL OF DEBREBIRHAN REFERRAL HOSPITAL SYSTEM
1. Introduction
1.1. Background of the organization
Debre Birhan referral hospital is the backbone of Debre Birhan town and it is the well known
organization in Debre Birhan by treating patients in a well manner. Health is the major
concern for human beings i.e. without health nothing is done. The hospital still now give
different services for peoples.
Debre Birhan referral hospital was established in 1929 E.C. The Italians founded this hospital
for the purpose of treating their injured soldiers. The hospital has led by a manager and
governing board. When the hospital is established it will assumed to give services for around
20-25 thousands of peoples. Before now this hospital was a name of Debre Birhan zonal
hospital. Since, the name is changed by Debre Birhan referral hospital, now the hospital gives
different services for above 2.2 million patients. Because of providing these services, Debre
Birhan zonal hospital is changed by Debre Birhan referral hospital in 2003 E.C. Around 450-500
patients are treated in a day. There are also departments included in this hospital such as chief
clinical office, human resource management, plan program and monitoring and emergency
department.
1. 2. Statement of the problem
Currently the hospital gives services for the patients but it needs to provide fast service within a
short period of time. Due to the following problems we have to propose a new system to solve
those problems such as:
 Workload of employees within a short period of time.

 Lack of transferring correct information through departments.
 Loss of data and files.
 Lack of database to store data of the organization.
 Redundancy of data.
1.3. Description of the existing system
The current system starts by giving cards in order to register patients manually. Then give card
to treat for those not registered before, if the patients are registered before no need of
preparing card. After that the patients order to go to triage department, then they allocated to
Debre Birhan University Information Technology Department

Final Year Project Page 1
different outpatient doors, then the OPDs order them to different departments based on their
symptom. After the patient get treatment the provided card would be collected in a catalog.
1.4. Description of the proposed system
In our proposed system we try to solve the problem of the existing system. The proposed
system is to develop automated system, which will provide the hospital within database and
network system of accessing its data through different departments, which will solve the
problem of the current system.
1.5. Problem of the existing system
To produce new system we should know what problem or limitations have existed in the current
system.
Some of the problems include:
 Absence of database i.e. there is data redundancy

 Loss of files and data.
 Time consuming.
 Employees of the organization use manual system.
 Delay when to exchange information of one department with others.
 Absence of way of transferring data through departments.
1. 6. Objective of the project
1. 6.1. General objective

The general objective of this project is to develop computerized desktop application system for
Debre Birhan Referral hospital to improve the services which are given on it.
1.6.2. Specific objective
The specific objectives of our project are:
 Minimize man power, cost and time consumption
 Reduce work load and data redundancy
 Make patient information secret
 Prevent loss of data
 Making fast way of data transfer
1. 7. Methodology for the project

1.7.1. Methodology
1.7.1.1. Data collection methods
We use the following data collection methods:
Interview: - we conduct the interview by going to the hospital then interviewing the
employees. First we interview the manager of the hospital and then he transfer the supporting
letter that we take from the university to the plan program and monitoring department in
order to give required information for us.
Practical observation:-we collect data by observing how the hospital gives services for people.
For example, we observe how patients registered, in what way they get cards and drugs, what
measure the physicians take to treat patients etc.
1.7.1.2. Systems analysis and design methods
In systems analysis and design methodologies we are using object oriented system. Object-
oriented approach combines data and processes (called methods) into single entities called
objects. The goal of object-oriented approach is to make system elements more reusable, thus
improving system quality and the productivity of systems analysis and design.
To understand and express the essential and interesting features of an application in the complex
real world, an object-oriented model is built around objects. An object encapsulates both data
and behavior, implying that analysts can use the object-oriented approach for both data modeling
and process modeling.
The Unified Modeling Language (UML) is an object-oriented language for specifying,

visualizing, constructing, and documenting the artifacts of software systems. Because UML uses
simple, intuitive notation, nonprogrammers can also understand UML models. The UML
notation is useful for graphically depicting object-oriented analysis and design models.
1.7.2. Implementation tools
1.7.2.1. Hardware
 Computer
 Flash disk
 CD
 DVD
 Camera
 printer

1.7.2.2. Software
 Microsoft visual studio 2008

 Microsoft word 2007
 Mozilla Firefox/Google Chrome/Safari
 SQL Server 2005/Microsoft access
 Windows 7/Linux
1.8. Scope and limitation of the project
1.8.1. Scope of the project
The system we are proposing only includes the following features:
 Patient registration
 Patient examination
 Drug registration
 Searching and updating patient information
 Laboratory
 pharmacy services
 Assigning bed
 Report generation
1.8.2. Limitation of the project
There are also limitations in the project because of scarcity of time and resources, the program
may not be able to run on other operating system rather than Windows.
1.9. Risk assumption and constraints
During the development of our project there may be accidents and problems that may
create a negative side effect in our progress those are:
 There may a problem of power in the lab which causes not to finish the
project in the estimated schedules
 Our files and documents may be affected by a virus
 In general there may be problems that cause a negative influence during
the development of our project

1.10. Feasibility of the project
1.10.1. Technical feasibility
Technical feasibility is the measure of practicality of the specific technical solution and the
availability of technical resources and expertise. We expect that, our system is specific to some
organization even though any user can implement our system based on his/her requirements.
1.10.2. Operational feasibility
Operational feasibility is the process of examining the likelihood that the project will attain its
desired objective in our case, we the project team members, expect the application which we are
developing is to be operational feasible and the project will be efficient. The proposed system
will be easy to use.
1.10.3. Economical feasibility
Economic feasibility is the process of identifying the financial benefits and costs associated with
the project being developed. Our project is economically feasible i.e. there is no hardware that
we spent much more money to buy. And also to develop our system we didn’t spent money i.e.
we get all software by the university.
1.11. Project planning activities

1.11.1. Cost estimation
Material amount Price

For printing 100 pages 200 birr
Flash disk 4 GB 550 birr
CDR 10 50 birr
DVD 4 36 birr
Pen 10 30 birr
Pencil 1 1.50 birr
Paper 1 pack 95 birr
Rubber 1 4.50 birr
Ruler 1 3.50 birr
Transportation …………………. 800 birr
Miscellaneous ………………… 1500 birr
Total ………………… 3270.50 birr

Activities 1.11.2. Schedule estimation
march
October
November
June
April
No
February
may
December
January
1 System
proposa
l
2 Require
ment
analysis
3 System
design
4 System
implem
entation
5 Testing,
Submiss
ion and
present
ation
1.11.3. Risk identification and management
1.11.3.1. Shortage of time

In our project there may have shortage of time in the following phases of our project:
 In analysis phase of our project
 In designing phase of our project
 In conclusion, recommendation, testing phases
1.11.3.2. Shortage of service resources
There may be shortage of resources in:
 Getting manual of the existing system
 Lack of enough internet services
 Lack of powerful computer with hard disk
1.11.4. Risk improvement

To do our system in a well manner we should mitigate the risks. Our group members have
proposed the following solutions to solve whatever problems faced.
 We must use resources effectively such as internet, computer etc.
 We have decided to use our time effectively using our time scheduling
 We have decided to had a good coordination with our advisor
 We have decided to read whatever reference books used for our project
1.11.4.1. Team composition and management
Team composition is the main thing for the development of effective system. Therefore, our
team has decided to do each activity cooperatively, and decided on each activity based on
reasoning, by decision making.
A B B
C
E
F D
Fig.1. Team composition

Chapter 2
2. Current system
2.1 Description of the current system
2.1.1 Current system method in detail
The existing system is not using computerized system. In the existing system there is
duplication of records for one patient. In the existing system the information is very difficult to
retrieve and find particular information and various changes to information like patients detail.
First all patients will go to the hospital, and then the patients registered their (name, age,
address, city, town, kebele, etc) according to their arrival time in the hospital and the record
keeper will provide the card to the patient.
The record keeper will call the patient name and give the card number, and then the record
keeper will give the file to physician class. Then, the triage distributes the patients file to
different treatment classes. The physicians will call the patient according to their order to treat
them. The patient will receive the treatment paper from the physician. Then the physician will
write drugs type and sign on the paper and the patient go to the pharmacy class to get the
necessary drugs based on the order of the physician. If laboratory and x-ray are applicable to
patients then the physician allocates them to laboratory and x-ray classes respectively. If the
drugs are not found in the hospital pharmacy, the patient will purchase from outside hospital
wherever the drug is found. After the patient get treatment, all files would be collected by the
record keeper and put them in the catalog based on their identification number in the open
shelf for the next treatment. If the registered patient coming in the next time the patient give
the card to the record keeper and finally they get the patients file. If the patient’s card lost the
record keeper will give new card for patients.

2. 2 Practices to be preserved from the current system
2.2 .1 Strength of the current system
The system has more of weakness than its strength, but some of the strengths are:
 Making integration with other health organizations

 accepting referred patients and give referral
 work division between departments
 giving service for large number of users
 It gives sustainable services for patients by providing approximately proportional

number of employees
2.2.2 Weakness of the current system
The current system has many weaknesses that must be solved. Some of the weaknesses are the
following:
 Unorganized flow of information through departments

 High space coverage of data
 Loss of data files
 Unable to perform different activities within less cost and a short period of time
 The existence of data redundancy: - The existing systems have many manual databases
records for one patient. For example, if the patient comes many times and forgot
his/her card number, he/she will have duplicate files (he/she registered again).
 Lack of quick retrieval of information:-The information is very difficult to retrieve and to
find particular information. For example, to find out the patient’s history, the user has
gone to through various files. This results in inconvenience and takes wastage of time.
 Lack of immediate information storage: - The information generated from patient
registration takes time and efforts to be stored at right place.

2.3 Players in the existing system
An existing system compromises different players to carry out its job. The major actors in the
existing system are:
- Patient
- record keeper
- triage
- physician
- pharmacist
- leasing nurse
- lab technician
- radiographer
- accountant
- manager
(1) Patients: people who is getting service from the hospital

(2) Record keeper: a person who is responsible for recording information of the patients
(3) Triage: a person who accepts patient’s symptom and then allocate him/her to different
departments based the symptom
(4) Physician: the person who is treating the patient in the hospital
(5) Pharmacist: a person who arranging drug and sold for the patient, who is responsible for
register drug, check drug type, updating drug
(6) Leasing nurse: a person who follow-up a patient and check whether they take medication
or not in a timely manner when they stay on abed (ward)
(7)Lab technician: a person who send patient’s lab result back to the physician
(8)Radiographer: a person who is responsible for to take standard radiographic photos for x-
ray.
(9)Accountant: a person who is responsible for taking payment
(10) Manager: the person who controls the hospital or all parts of the hospital, who is
responsible for managing and coordinating the system

2.4 Business rule
Business rules are principles, requirements and polices that must be fulfilled and obligated in
order the system will function properly and effectively. Debre Birhan Referral hospital has its
own business rule to inform the customers how it facilitates the service and the type of services
which are functional used by whom. Some of the rules are:
 Only one bed is assigned for one patient, and that patient should use
his/her bed which belongs.
 patients should not take drug without the permission of the physician
 Patients should give their personal information to register and get

treatment
 To get treatment patients must pay payment
 Reports should be prepared by each department for manager
2.5 Alternative solutions to address the problem of existing system
We proposers have an alternative solution to solve problems that are exist in the Current
system .The following are some of alternative solutions:
 To have a system that allow customers use different facilities provided by our system.
 Developing automated system.
 Transferring data through different departments in networked system
 making the process fast, efficient and reliable
 Avoiding data redundancy and inconsistency
 Easy accessibility of data
 Number of personnel required is considerably less
 Provides security and integrity to data

Chapter 3
3. Proposed systems
3.1. Proposed system overview
Our proposed system avoids the problems of existing system. It is very easy to operate. Speed
and accuracy are the main advantages of proposed system. There is no redundancy of data. The
data’s are stored in the computerized database. The proposed system will easily handle all the
data and the work done in the existing system. The proposed system eliminates the drawbacks
of the existing system to a great extent and it provides tight security to data. The system
performs the following activities:-
 information transfer from department to department will be effective

 Decrease data redundancy of the patient record and avoid opening of several files for
the same type of patient.
 The patients record is done effectively and clearly
 Patients are easily allocated to the physician.
 Accuracy: the level of accuracy in our proposed system is higher than the existing
system. All operations would be done correctly and it insures that whatever information
is coming from the center is accurate.
 Reliability: the reliability of the project is also high due to the above stated reason. The
reason for increased reliability in the system is that, now there should be proper storage
of information.
 Provides for a quick and efficient retrieval of information: Any type of information
would be available whenever the user requires. The data stored properly in a data base
that help to retrieve information.
 Easy to operate: the system should be easy to operate and should be such that it can be
developed within a short period of time.
3.2. Functional requirements
Functional requirement defines what the systems do or the actual functionality of our system. It
is a function or feature that must be included in our system to satisfy the need & be acceptable
to the user. The patient record history database should first authenticate individual right to
make use of the system. When the user introduce him/her self to the system through a user
password & name, the system will assign the corresponding privilege to the user. Thus; the
following are functional requirement in our system. We are going to list the functionalities
based on the actors

 Registering new patient: the record keeper records all information regarding
patients using the system
 Medical registration: the pharmacist is responsible person to register drugs
 Updating information : physicians are responsible bodies to update patients
information using the system
 Searching information: record keepers and physicians are responsible bodies to
search patient’s information. The pharmacist search drug types. the leasing
nurses search bed using the system
 View reports: the manager only is responsible person to view reports
 Retrieving information: all actors are responsible bodies to retrieve
information based on their activity using the system
 Generate reports: all actors are responsible for this activity by using the system
 Assigning bed: leasing nurses are responsible person to arrange bed to patients
based on ward using the system
 Laboratory test: lab technician is responsible person to this activity using the
system
 The system should store all the data related with all the tasks performed into a
database.
3.3 Non-functional requirements
The non functional requirements focus on the quality of the application systems needed to be
developed from different point of view. These requirements do not directly affect the
performance of the system but they are even so important. The Non functional requirements of
our proposed system includes:-
 Providing user friendly application.

 Reduce the response time of the application to give user queries.
 System portability and compatibility-the ability to work in different personal computers
(the system must be able to communicate users at different location). The system must
be compatible with any environment
 User requirements-the system should be work as the requirements of the users.
 The system must be error free while operating with a huge set of data.
 The system must recover immediately when a user enters erroneous data.

3.4 Business rules
The proposed system should follow the following rules:
 Only an authorized person can retrieve, delete and update the data in the
database.
 Each patient should have only one registration number (card number).
 Patients should not handle their medical card
 lab test could not be taken unless there is an order from the physician
 drugs could not be taken without physician prescription
 All patient’s information should be stored in the database

 Only the concerned person can see the medical card
3.5. Hardware and Software requirements
3.5.1. Hardware requirements
Computer: dell computer /Acer computer
Flash disk: used to transfer loaded information from the internet and other sources to our
computer
CD/DVD: used to take our document by soft copy
Printer: we use a printer to print our document in the form of hard copy
3.6.2 Software requirements
Microsoft word 2007: for writing documentation
Vp_suite 5.1/ Visio 2003: to design different diagrams like:-use case diagram, activity diagram,
sequence diagram etc.
Microsoft visual studio 2008(C#, VB.net ...)
We use VB8, because we are some familiar with this language when we compare with the other
and also it is latest version of visual basic 6
Now, there are many versions of VB exist in the market, the most popular one and still widely
used by many VB programmers is none other than Visual Basic 8. VB2008 is a fully object
oriented programming (OOP) language. It is more powerful than VB6 but looks more
complicated to master.

VISUAL BASIC is a VISUAL and events driven Programming Language. In BASIC, programming is
done in a text-only environment and the program is executed sequentially. In VB, programming
is done in a graphical environment. In VB, just need to drag and drop any graphical object
anywhere on the form, and you can change its property any time using the properties windows.
On the other hand, because the user may click on certain object randomly, so each object has
to be programmed independently to be able to response to those actions (events). Therefore, a
VB Program is made up of many subprograms, each has its own program code, and each can be
executed independently and at the same time each can be linked together in one way or
another.
SQL Server 2005: used to connect VB .net with database
Windows 7/Linux: for operating system purposes
Mozilla Firefox: used to explore information
3.6. Security mechanism
Security mechanisms are ways to protect hospital data and resources against something bad
and attacks. Access controls are ways used to prevent unauthorized access of resources and
used to achieve security goals i.e. confidentiality (data need to be hidden from unauthorized
access), integrity (protected from unauthorized change), availability (the right person should
access the right thing)
We use the following access control mechanisms in particular:
Username
It is a name we use in order to be able to use a computer program or system. The user
identification is that which is required to the system for access to its file system. This command
will normally be the first command given by the user.
Password
It is a secret word or phrase that you need to know in order to allow in to a system .The
password must be immediately preceded by the user name. Since password information is
quite sensitive, it is desirable in general to “mask” it or suppress type out.

Chapter 4
4. System modeling
4.1. Use Case diagram
Use case diagrams give an outsider's view of a system. It depicts a collection of use case, actors,
system boundary box and their interaction .Use case also describes a sequence of actions that
are measurable value to an actor.
FIG. Use case diagram for Record keeper

Fig. Use case for record keeper
Fig. Use case for physician

Fig. Use case for pharmacist
Fig. Use case for leasing nurse

Fig. use case for lab technician

Fig. Use case for accountant
Fig. Use case for manager

4.1.1 Use case description
Use case Identification: UC 1
Use case name: login
Actor: physician, manager, record keeper, accountant, Pharmacist, lab technician, leasing
nurse
Description: The login use case is used to authenticate user of the system
Precondition: The authorized user should be enter valid username and password
Post condition: The user will log in to the system
Basic course of action:
Step1: The actors enter username and password
Step2: The system validates the entered information.
Step3: If the user enters valid input, the system display their own form
Alternative course of action:
A1: If the user enters wrong user name and password.

A2: The system display error message and informs to enter valid user name and password
Use Case Identification: UC 2
Use case name: generate report
Actor: record keeper, leasing nurse, physician, lab technician, accountant, pharmacist
Precondition: all the actors should be privileged
Post condition: the prepared report should be completed
step1: all the actors should provide report to the manager
step2: The system displays the report window

step3: Then the manager selects department’s reports and click view report
step4: the system displays department’s report form requested
Use case name: Readmitting existing

Description: The process is taking place when existing patient comes to the hospital
Actor: Record keeper
Precondition: The patient should have previous card number
Post condition: The patient registered and goes to specified department.
Basic course of action
Step1: The patient should know his card number
Step2: The record keeper enters available information.
Step3: The system accepts the information and searched to validate whether the information
provided is correct or not
Step4: If the input value is correct, the system displays the patient history
A1: If the patient forgets his/her card number
A2: the record keeper ask their name
A3: the record keeper enter name of the
Patient
A4: the system accepts the name and searches the patient card number and display the card
number if it is found
A5: the system display patient history
A6: the system displays readmission information.
A7: If the information is not found, the system display error message
A8: fill correct readmission information
Use case name: Register new patient

Description: This process is happen when new patient need to be registered.
Actor: Record keeper
Pre condition: The patient should come with their required full information which express
about themselves.
Post condition: The patient will be registered and then go to triage class.
Step 1: The patient should bring all the required information
Step 2: The record keeper should enter required information to the system.

Step 3: The system accepts the information and validate whether the given information is
correct or not.
Step4: the system add the patients information to patient database
A1: if the record keeper doesn’t insert full information of the patient
A2: The system check whether the given information is correct or not.
A3: If the value is correct, the system inserts the patient’s data to the data base.
A4: If the inserted value is not correct or valid, the system asks the record keeper to insert true
information again.
Use case name: Fill result

Description: The action is happen when the patient’s lab result need to be send back to the
physician
Actor: Lab technician
Precondition: There should be an examination order.
Post conditionThe lab result of a specified person has to be taken and filled appropriately.
Step 1: the lab technician fills the result
Step2: the system accepts those results.
Step3: the system displays the confirmation.
Use Case Identification: UC6
Use case name: Check drug

Description: The availability of drug in the pharmacy must be checked to order and give drug
for patient
Actor: Pharmacist
Precondition: The list of drugs with date of production & date of expiration must be stored in
drug database
Post condition: The intended searching of drugs will be performed
Step1: the pharmacist enters drug name or id
Step2: the system validates the input data.
Step3: If the value is valid, the system searches the drug from the drug database.
Step4: the system displays available drugs.
A1: if the pharmacist doesn’t input available drug name or id.
A2: the system validates and gives error message or unavailability message.

Use case name: Update drug information

Description: This action will be performed when drug issued, canceled or received.
Actor: pharmacist
Precondition: There should be a new event like the drug should be issued, canceled or received
from the pharmacy.
Post condition: Drug information will be updated.
Step1: The pharmacist enters new drug information like removing, adding, changing drug name
and so on.
Step2: the system accepts the data and validates it.
Step3: if the data is correct the system updates the data and show successful message.
Step4: If the value is not correct, the system display error message.
Use case name: Assign bed

Description: The leasing nurse will assign bed for those who offer based on physician order
Actor: Leasing nurse
Precondition: An order given by the physician should take into consideration during assigning.
Post condition: The patient will have his/her own bed in which he/she will stay with.
Step1: The leasing nurse sees an order given from physician.
Step2: the leasing nurse fills patient information for assigning the bed.
Step3: The system accepts those inputs and assigns bed with bed number
Use case name: Update bed

Description: The beds which are already allocated and which are free should be correctly
identified to whom it is concerned
Actor: Leasing nurse
Precondition: The total number of beds, beds assigned to patients and free beds will be
identified first
Post condition: Available beds will be updated immediately
Step1: the leasing nurse may admit or discharge patient
Step2: the system accept the registration or discharging
Step3: The system updates based on action performed by the leasing nurse accordingly.
Use Case Identification: UC10

Use case name: Retrieve prescription

Description: This action will be performed when the user need to retrieve patient prescription.
Actor: pharmacist
Precondition: There should a prescription ordered before.
Post condition: The prescription will be retrieved.
Step1: the pharmacist receives card number from the patient and enters to the system
Step2: The system validate the input data
Step3. If input value is valid, the system displays prescription to the pharmacist
Step4. If the input value is not valid, the system inform the user input value is incorrect and to
submit the value again.
Use case name: Register drug

Description: This action taken when new drug is needed to registered to drug database.
Actor: pharmacist
Precondition: There should be new drugs
Post condition: The drug will be registered
Step1: The pharmacist fills the records
Step2: the system adds drug information to the data base in appropriate format.
Step3: The system reports about the data added to the data base successfully.
Use case name: Retrieve order
Description: This action will be performed when the lab technician need to see the order on the
display to take sample and examine the sample.
Actor: Lab technician

Precondition: There should be order of patient
Post condition: Patient will be examined
Step1: the technician receives MRN from the patient and adds to the system
Step2: the system accepts the MRN and validates it.
Step3: the system display the order to the technician
Step4: If the value is correct, the system asks the user to enter the correct value.
Use case name: Retrieve history

Description: The process is taking place when the physician wants to do certain tasks with the
help of patient history
Actor: Physician
Precondition: There should be patient history recorded before.
Post condition: Patient history is retrieved back to physician according to his need.
Step1: the physician inputs his patient information (card number or name)
Step2: The system accepts those entries and validate.
Step3: If the value is valid, the system displays the required patient history.
Step4: If the value is invalid, the system shows error message.
Use case name: Retrieve lab result

Description: Lab result for specified patient(s) can be accessed through this stage.
Actor: Physician
Precondition: The result of examination must be stored
Post condition: The examination result of a patient will be seen by the physician.
step1: the physician inputs the patient card number
Step2: The system takes the information In to consideration and validates it.
Step3: The system shows the data to be retrieved
A1: If the physician put unavailable request, or uncompleted result for which the result is not
found
A2: The system accepts the information and validates it.
A3: the system informs there is no corresponding result to be returned.
Use case name: Give medical certificate (prescription paper)
Description: The process begins when the system user need to give medical certificate
Actor: Physician
Precondition: The physician should first retrieve patient history
Post condition: The physician give medical certificate/prescription paper to the patient
Step1: The physician fills all the necessary information
Step2: The system validate the final information
Step3: The system shows option/Refer, medical certificate, etc.
Step4: The physician select medical certificate

Step5: the system displays medical certificate/prescription form

Step6. The physician fills the form
Step7. The system displays conformation
Step8: the physician order print
Step9: The system print filled referral form
A1: if the physician fills incorrect data
A2: The system shows message box “please fill the form again”
Use case name: Order bed

Description: The action will takes place when the patient requires bed for further treatment.
Actor: Physician
Precondition: The availability of beds in the organization should be cheeked initially
Post condition: Bed order will be sated.
Step1: the physician first checks beds which are free to assign.
Step2: the physician reserves the beds by following the patient information.
Step3: the system accepts the inputs and validates accordingly.
Step4: the system changes the bed status.
Use case name: Update patient information
Description: Updating of patient records will be accomplished through the involvement of

physician
Actor: physician
Precondition: The existence of patient information is vital to update it.
Post condition: The intended task will be done successful.
Step1: if the physician inputs required patient information (card number)
Step2: the system displays the record accordingly
Step3: the physician updates some of information’s
Step4: the system display successful message.
Use case name: Check bed

Description: The process begins when the system user need to check availability of bed
Actor: leasing nurse

Precondition: The system user should be authorized.

Post condition: The bed will be checked.
Step1: If the leasing nurse fills the necessary information
Step2: The system validates the inputs.
Step3: If the input value is valid, the system displays different options
Step4: The leasing nurse selects bed
Step5: the system retrieves the bed information and displays it. If the input value is invalid the
system tells the user to enter the correct value again.
Use case name: view report

Actor: manager
Precondition: the manager should be privileged person
Post condition: the manager should view generated reports
Step1: the manager click on the view report button
Step2: The system displays the view report window
Step3: The manager selects the type of reports and click ok
Step4: the system displays department’s report form that are requested
Step5: the manager views the report and clicks on OK button.
Step6: the system displays the report
Use case name: take payment

Description: the patient should pay the payment
Actor: accountant
Precondition: The patient must pay account to get treatment
Post condition: The patient pays the payment
Step1: patient should pay account
Step2: The accountant click on payment button.
Step3: The system displays payment form
Step4: Then fills and searches the details information on it
Step5: The system checks the input data whether it is valid or not
A1.If the patient is not allowed to pay
A2.The system displays message which tells to get payment
A3.The use case rollback to basic course of action (step5).
4.3 Sequence diagram
A sequence diagram is a form of interaction diagram which shows objects a lifelines running
down the page time and their interactions over there represented or message arrows. For
example, Arrows shows from the source lifeline to the target lifeline. Sequences show objects
communicate with each other and what messages trigger for those communications. Sequence
diagram are not intended for showing complex procedural. If the system doesn’t alternative
action, it should be showed by the other sequence diagram for showing the interaction.

Fig. Sequence diagram for login

Fig. Sequence diagram for registering new patient

Fig. Sequence diagram for updating patient information

Fig. Sequence diagram for readmission patient

Fig. Sequence diagram for update drug information

Fig. Sequence diagram for generate report

Fig. Sequence diagram for register bed

Fig. Sequence diagram for referral

Fig. Sequence diagram for register drug

Fig. Sequence diagram for check drug

Fig. Sequence diagram for send lab result

Fig. Sequence diagram for take payment

Fig. Sequence diagram for retrieve lab result

Fig. Sequence diagram for view report

4.3. Activity diagram
Activity diagram is used to document the logic of a single operation/method, a single use case
or the flow of logic of a business process. It is equivalent to flowchart and data flow diagram
from structured development. It is a UML diagram that is used to model high level business
process or transition between states of a class. Activity diagram is one of the five diagrams in
the UML for modeling the dynamic aspect of systems. It is essentially a flowchart, showing flow
of control from activity to activity. It is also the notation for an activity graph.
Fig. Activity diagram for login

Fig. activity diagram for record keeper

Fig. Activity diagram for physician (lab order, bed order, prescription)

Fig: activity diagram for physician (refer)

Fig: activity diagram for pharmacist (update drug)

Fig. Activity diagram for pharmacist (register drug)

Fig. Activity diagram for pharmacist (check drug)

Fig. Activity diagram for lab technician

Fig. Activity diagram for leasing nurse

Fig. Activity diagram for accountant

Fig. Activity diagram for generate report

Fig. Activity diagram for manager

4.4. Class diagram
Class diagram is static model that shows the classes and the relationships among classes .Class
is the main building block of class diagram, which stores and manages information in the
system. In the phase of conceptual class modeling we just create classes and their
interrelationship. These classes are built on the base of CRC. Class diagram consists of entities,
attributes and methods. Our classes are record keeper, leasing nurse, Pharmacist, drug, lab
technician, physician, manager, bed and patient.

CHAPTER FIVE
5. Implementation strategy
5.1. Implementation
I n this phase we are going to use visual basic .net for our soft ware development environment.
We use sql server 2005 for database connection with vb.net.
5.2 User interface
UI 1: login form: In this user interface user should expected to select user type, enter user
name and password to log into the system
UI 2: patient registration form: This form contains all information regarding patient registration
UI 3: physician form: The physician gives prescription, referral, lab request, order bed
For patients accordingly
UI 4: pharmacist form: This form contains all information regarding drugs (registering drugs,
and if the drugs not found print prescription give paper for the patient to buy from outside)
UI 5: laboratory form: In this form the lab technician fill result and send to physician
UI 6: view report Form: in this form the manager only allowed to view report
UI 7: Assign bed form: in this form leasing nurses are allowed to assign bed, register bed and
update bed
UI8: payment form: this form is for taking payments. The accountant accepts account from the
patients register on its form

Fig: login form

Fig: patient registration form

Fig: patient card form

Fig: Patient examination form

Fig: lab technician form

Fig: Assign bed form

Fig: pharmacist form

Fig: payment form
sample source code

-------------------
Imports System.Data.SqlClient
Imports System.Data.SqlTypes
Public Class logine
Private Sub Button1_Click(ByVal sender As System.Object,

ByVal e As System.EventArgs) Handles Button1.Click
Try
Dim connection As New SqlClient.SqlConnection
Dim command As New SqlClient.SqlCommand
Dim adapter As New SqlClient.SqlDataAdapter
Dim dataset As New DataSet
If ComboBox1.Text = "" Then
MsgBox("Please select User Type!",
MsgBoxStyle.Information, "login")
ComboBox1.Focus()
Exit Sub
ElseIf TextBox1.Text = "" Then
MsgBox("Please fill user name box!",
TextBox1.Focus()
Exit Sub
MsgBox("Please fill password !",
TextBox2.Focus()
Exit Sub
ElseIf ComboBox1.Text = "" Then
MsgBox("Please select User Type!",
Else
connection = New SqlConnection("Data Source=DBU-
CE49250110C;Initial Catalog=master;Integrated Security=True")
command.CommandText = "SELECT * FROM login Where
UserType ='" & ComboBox1.Text & "' and UserName='" &
TextBox1.Text & "' and PassWord='" & TextBox2.Text & "'"
command.Connection = connection
adapter.SelectCommand = command
adapter.Fill(dataset, "0")
Dim count = dataset.Tables(0).Rows.Count
If count > 0 And ComboBox1.SelectedItem =
"Physician" Then
Patient_Exam.Show()
Me.Hide()
ElseIf count > 0 And ComboBox1.SelectedItem =
"Recordkeeper" Then
Patient_Registration.Show()
Patient_Exam.Hide()
"Pharmacist" Then
Pharmacist.Show()
Patient_Exam.Hide()
Patient_Registration.Hide()
"Labtechnician" Then
Lab_Result.Show()
Patient_Exam.Hide()
Pharmacist.Hide()
"BedAssign" Then
Lab_Result.Hide()
Patient_Exam.Hide()
Pharmacist.Hide()
Assign_bed.Show()
"Accountant" Then
Payment.Show()
Lab_Result.Hide()
Patient_Exam.Hide()
Pharmacist.Hide()
Assign_bed.Hide()
Else
MsgBox("invalid username,password")
ComboBox1.Focus()
TextBox1.Clear()
TextBox2.Clear()
ComboBox1.Text = ""
End If
End If
Catch ex As Exception
MsgBox(ex.Message)
End Try
End Sub
Private Sub Button2_Click(ByVal sender As System.Object,

ByVal e As System.EventArgs) Handles Button2.Click
Me.Close()
End Sub
Private Sub logine_Load(ByVal sender As System.Object, ByVal

e As System.EventArgs) Handles MyBase.Load
End Sub

Private Sub PictureBox1_Click(ByVal sender As System.Object,
ByVal e As System.EventArgs)
End Sub
End Class
Paient registration
Imports System.Data.SqlClient
Imports System.Data.SqlTypes
Public Class Patient_Registration
Private Sub btnAdd_Click(ByVal sender As System.Object, ByVal
e As System.EventArgs) Handles btnRegister.Click
Try
Dim con As New SqlConnection
Dim adap As New SqlDataAdapte
Dim ds As New DataSet
Dim sql As String
con = New SqlConnection("Data Source=DBU-CE49250110C;Initial
Catalog=master;Integrated Security=True")
con.Open()
sql = "select * from record3"
adap = New SqlDataAdapter(sql, con)
adap.Fill(ds, "record3")
If TextBox8.Text > 100 Then
MsgBox("age is invalid")
TextBox8.Focus()
ElseIf TextBox8.Text <= 0 Then
TextBox8.Focus()
ElseIf TextBox2.Text = 0 Then
MsgBox("Invalid cardno")
TextBox2.Focus()
MsgBox(" please enter Hospitalname")
TextBox1.Focus()
IsNumeric(TextBox2.Text)
MsgBox(" please enter cardnumber")
TextBox2.Focus()

MsgBox(" please enter firstname")
TextBox3.Focus()
MsgBox(" please enter housenumber")
TextBox4.Focus()
MsgBox(" please enter lastname")
TextBox5.Focus()
ElseIf DateTimePicker1.Text = "" Then
MsgBox(" please enter data in the DateTimePicker1")
MsgBox(" please enter kebele")
TextBox6.Focus()
ElseIf ComboBox1.SelectedItem = "" Then
MsgBox(" please select region")
ComboBox1.Focus()
ElseIf DateTimePicker2.Text = "" Then
MsgBox(" please enter data in the DateTimePicker2")
MsgBox(" please enter age")
TextBox8.Focus()
MsgBox(" please enter woreda")
TextBox9.Focus()
Else
Dim Dsnewrow As DataRow
Dsnewrow = ds.Tables("record3").NewRow
Dsnewrow.Item("Hospitalname") = TextBox1.Text
Dsnewrow.Item("Dateofregistration") = DateTimePicker1.Text
Dsnewrow.Item("Cardnumber") = TextBox2.Text
Dsnewrow.Item("Dateofregistration") = DateTimePicker1.Text
Dsnewrow.Item("Firstname") = TextBox3.Text
Dsnewrow.Item("Lastname") = TextBox5.Text
If RadioButton1.Checked = True Then
Dsnewrow("Gender") = "M"
ElseIf RadioButton2.Checked = True Then
Dsnewrow("Gender") = "F"
Else
Dsnewrow("Gender") = ""
End If
Dsnewrow.Item("Dateofbirth") = DateTimePicker2.Text
Dsnewrow.Item("Age") = TextBox8.Text
Dsnewrow.Item("Region") = ComboBox1.SelectedItem
Dsnewrow.Item("Woreda") = TextBox9.Text
Dsnewrow.Item("Kebele") = TextBox6.Text
Dsnewrow.Item("Housenumber") = TextBox4.Text
ds.Tables("record3").Rows.Add(Dsnewrow)
Dim cb As New SqlCommandBuilder(adap)
adap.Update(ds, "record3")
Me.Record3TableAdapter.Fill(Me.MasterDataSet22.record3)
MsgBox("data is inserted succefully")
TextBox8.Clear()
TextBox9.Clear()
TextBox6.Clear()
ComboBox1.Text = ""
RadioButton1.Checked = False
con.Close()
End If
MsgBox("duplicate card number,please enter correct number")
TextBox8.Clear()
TextBox9.Clear()
TextBox6.Clear()
ComboBox1.Text = ""
End Try
End Sub
Private Sub btnSearch_Click(ByVal sender As System.Object, ByVal
e As System.EventArgs) Handles btnSearch.Click
Try
Dim adap As New SqlDataAdapter
Dim sql As String
con.Open()
Dim total As Integer
total = ds.Tables("record3").Rows.Count
Dim i As Integer = 0
Dim found As String = "False"
While i < total
If TextBox2.Text =
ds.Tables("record3").Rows(i).Item("Cardnumber") Then
TextBox1.Text = ds.Tables("record3").Rows(i).Item("Hospitalname")
TextBox3.Text =
ds.Tables("record3").Rows(i).Item("Firstname")
TextBox5.Text =
ds.Tables("record3").Rows(i).Item("Lastname")
TextBox8.Text =
ds.Tables("record3").Rows(i).Item("Age")
TextBox9.Text =
ds.Tables("record3").Rows(i).Item("Woreda")
TextBox6.Text =
ds.Tables("record3").Rows(i).Item("Kebele")
TextBox4.Text = ds.Tables("record3").Rows(i).Item("Housenumber")
i = total
found = "True"
End If
i = i + 1
End While
If TextBox2.Text = "" Then
MsgBox("please insert correct id")
TextBox2.Focus()
End If
MsgBox(ex.Message)
End Try
End Sub
Private Sub btnDelete_Click(ByVal sender As System.Object, ByVal
e As System.EventArgs) Handles btnDelete.Click
Try
If TextBox2.Text = "" Then
MsgBox("please insert id in the text box")
TextBox2.Focus()
Else
Dim a As String
Dim sql As String
con.Open()
sql = "delete from record3 where Cardnumber='" + TextBox2.Text +
"'"
a = MessageBox.Show("Are you sure you want to delete ",
"Warning", MessageBoxButtons.YesNo, MessageBoxIcon.Warning)
If a = vbYes Then
MsgBox("data deleted from our database")
ElseIf a = vbNo Then
Exit Sub
End If
TextBox1.Clear()
TextBox2.Clear()
TextBox4.Clear()
con.Close()
End If
MsgBox(ex.Message)
End Try
End Sub
Private Sub btnAdd_Click(ByVal sender As System.Object, ByVal e
As System.EventArgs) Handles btnAdd.Click
'for add
Try
Dim sql As String
con.Open()
sql = "select * from patientexam3"
adap.Fill(ds, "patientexam3")
If lblfirstname.Text = "" Then
MsgBox("please enter string")
lblfirstname.Focus()
End If
Dim Dsnewrow As DataRow
Dsnewrow = ds.Tables("patientexam3").NewRow
Dsnewrow.Item("Cardnumber") = txtcardnumber.Text
Dsnewrow.Item("Firstname") = lblfirstname.Text
Dsnewrow.Item("Lastname") = lbllastname.Text
Dsnewrow.Item("Gender") = lblgender.Text
Dsnewrow.Item("Hospitalname") = lblhos.Text
Dsnewrow.Item("dateofregistration") = lbldate.Text
Dim age As Decimal
If (age > 100) Then
lblage.Text = ""
End If
Dsnewrow.Item("Age") = lblage.Text
Dsnewrow.Item("cardnumber") = txtcardnumber.Text
Dsnewrow.Item("Description") = RichTextBox1.Text
Dsnewrow.Item("Wardname") = txtwardname.Text
ds.Tables("patientexam3").Rows.Add(Dsnewrow)
adap.Update(ds, "patientexam3")
MsgBox("data is inserted succefully")
lblage.Text = ""
txtcardnumber.Clear()
lblfirstname.Text = ""
txtwardname.Clear()
lbllastname.Text = ""
lblgender.Text = ""
RichTextBox1.Clear()
txtphysicianname.Clear()
lblhos.Text = ""
lblHospitalname.Text = ""
con.Close()
MsgBox(ex.Message)
End Try
End Sub
Private Sub btnsearch_Click(ByVal sender As System.Object, ByVal
e As System.EventArgs) Handles btnsearch.Click
'for search
Try
Dim adap As New SqlDataAdapte
Dim sql As String
con.Open()
total = ds.Tables("record3").Rows.Count
While i < total
If txtcardnumber.Text =
ds.Tables("record3").Rows(i).Item("Cardnumber") Then
lblfirstname.Text =
ds.Tables("record3").Rows(i).Item("Firstname")
lbldate.Text =
ds.Tables("record3").Rows(i).Item("Dateofregistration")
lbllastname.Text = ds.Tables("record3").Rows(i).Item("Lastname")
lblage.Text =
ds.Tables("record3").Rows(i).Item("Age")
lblhos.Text = ds.Tables("record3").Rows(i).Item("Hospitalname")
lblgender.Text =
ds.Tables("record3").Rows(i).Item("Gender")
i = total
found = "True"
End If
i = i + 1
End While
If txtcardnumber.Text = "" Then
txtcardnumber.Focus()
con.Close()
End If
MsgBox(ex.Message)
End Try
End Sub
'for search
Try
con = New SqlConnection("Data Source=DBU-
CE49250110C;Initial Catalog=master;Integrated Security=True")
Dim sql As String
sql = "select * from labresultk"
con.Open()
adap.Fill(ds, "labresultk")
total = ds.Tables("labresultk").Rows.Count
While i < total
If txtcardnumber.Text =
ds.Tables("labresultk").Rows(i).Item("Cardnumber") Then
lblbloodgross.Text =
ds.Tables("labresultk").Rows(i).Item("BloodGross")
lblcolor.Text =
ds.Tables("labresultk").Rows(i).Item("Color")
lblrbc.Text =
ds.Tables("labresultk").Rows(i).Item("RBC")
lblwbc.Text =
ds.Tables("labresultk").Rows(i).Item("WBC")

lblph.Text =
ds.Tables("labresultk").Rows(i).Item("PH")
lblrh.Text =
ds.Tables("labresultk").Rows(i).Item("RH")
lblglucose.Text =
ds.Tables("labresultk").Rows(i).Item("Glucose")
lblmu.Text =
ds.Tables("labresultk").Rows(i).Item("Mucus")
lblpus.Text =
ds.Tables("labresultk").Rows(i).Item("Pus")
lbllabres.Text =
ds.Tables("labresultk").Rows(i).Item("LabTechName")
lblfirstname.Text =
ds.Tables("labresultk").Rows(i).Item("Firstname")
lbldate.Text =
ds.Tables("labresultk").Rows(i).Item("Date")
lbllastname.Text =
ds.Tables("labresultk").Rows(i).Item("Lastname")
lblage.Text =
ds.Tables("labresultk").Rows(i).Item("Age")
lblgender.Text =
ds.Tables("labresultk").Rows(i).Item("Gender")
i = total
found = "True"
End If
i = i + 1
End While
adap.Update(ds, "labresultk")
If txtcardnumber.Text = "" Then
txtcardnumber.Focus()
End If
MsgBox(ex.Message)
End Try
End Sub

CHAPTER SIX
6. System testing
System Testing checks the overall system or entire system requirement of the developed system.
It is conducted to provide information about the quality of the service under test, with respect to
the contest in which it is intended to operate. Testing also provides an objectives ,independent
view of the new system to allow the user to appreciate and understand the testing including:
Execution test:
This program was successfully loaded and executed. Because of good programming there were
no execution errors.
Output test: the successful output screens are placed in the output screens section.
Error handling:
Errors that are anticipated to occur like, unfulfilled information submission, power interruption
during processing and the like, these problems will be handled so that will avoid and error in the
case of interaction.
System modifications:
The system could be modified anytime the system or the work flow of the organization is
changed. And also the system database will be managed according when the system changed.
The administrator will be responsible for the backup of the system, maintenance of the system,
and for also the installation of the system.
The team tested different service of the system and checked the effictitiveness of the system
and weather they are compatible to automated system .
In system evaluation,different services are evaluated in the existing system and the new one. In
the existing system hospital uses the manual system and service but in the new proposed system
provide automated hospital system.Finaly the former needed much power, effort, labour and
time to do its day to day operation while the new system reduce much more time and effort to
fulfill its task.
CHAPTER 7

7. Conclusion and recommendations
7.1 Conclusion
The project Debre Birhan Referral hospital System is for automating the work in a hospital.
The software takes care of all the requirements of an average hospital and is capable to provide
easy and effective storage of information related to patients that come up to the hospital. From
a proper planning and development, hopefully that this system is going to solve the problems
arise in Debre Birhan referral hospital system. This system will make the staff works much
more efficient to give service to the patient. In our project we use systems analysis and design
for analysis and design issues and visual studio.net for the implementation phase.
Generally, the usage of software increases the efficiency and decreases the effort. It has been
thoroughly tested and implemented.
7.2 Recommendation
Finally we recommended that Debre Birhan referral hospital system should use this automated
system for cost minimization, security of patient’s record, time saving, best information retrieval
and report generation. Also we recommended that the hospital system shall work together with
other hospitals.
Appendix
Appendix A: Glossary
Definition of terms:
CD--Compact Disk
CDR—Compact Disk Rewrite
DVD—Digital Versatile Disk
E.C—Ethiopian Calendar
GB--Gigabyte
Fig--Figure
SQL--Structural Query Language
UML—Unified Modeling Language
UI—User Interface
VB—Visual Basic
Appendix B: References
1. Ambler, Scott, W..Object primer 2nd ed. Cambridge: Cambridge university press
(2001).

2. Dewison, Robin.SQL Server 2000 programming. Birmingham: wrox press ltd

(2000).
3. Elmasri, Ramex.Fundamentals of database systems.2nd.ed.Redwood city, CA:

Benjamin Cummings publication.
4. James Rumbaugh, Ivan Jacobson, Grady Booch; The Unified Modeling

Language Reference Manual
5. Jeffrey A. Hoffer, Joey F. George; Modern Systems analysis and Design
Second edition (1998).
6. Whitten, L.Jeffrey.Bentley, D.Lonne.Barlow, M.Victor. Systems Analysis and

Design Methods.2nd .ed.New Jersey: prentice hall (1989).
Internet Sites
 www.google.com
 www.yahoo.com
 www.codeproject.com


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Debre Birhan Referral Hospital System

PROJECT PROPOSAL OF DEBREBIRHAN REFERRAL HOSPITAL SYSTEM

1.1. Background of the organization

1. 2. Statement of the problem

 Workload of employees within a short period of time.

Debre Birhan University Information Technology Department

Some of the problems include:

 Absence of database i.e. there is data redundancy

1. 6. Objective of the project

1. 6.1. General objective

1. 7. Methodology for the project

Debre Birhan University Information Technology Department

We use the following data collection methods:

1.7.1.2. Systems analysis and design methods

The Unified Modeling Language (UML) is an object-oriented language for specifying,

1.7.2. Implementation tools

Debre Birhan University Information Technology Department

 Microsoft visual studio 2008

1.8. Scope and limitation of the project

1.8.1. Scope of the project

The system we are proposing only includes the following features:

1.8.2. Limitation of the project

1.9. Risk assumption and constraints

Debre Birhan University Information Technology Department

1.10. Feasibility of the project

1.10.1. Technical feasibility

1.10.2. Operational feasibility

1.10.3. Economical feasibility

1.11. Project planning activities

Material amount Price

Debre Birhan University Information Technology Department

1.11.3. Risk identification and management

1.11.3.1. Shortage of time

1.11.4. Risk improvement

1.11.4.1. Team composition and management

Fig.1. Team composition

Debre Birhan University Information Technology Department

2.1 Description of the current system

2.1.1 Current system method in detail

Debre Birhan University Information Technology Department

2. 2 Practices to be preserved from the current system

2.2 .1 Strength of the current system

 Making integration with other health organizations

 It gives sustainable services for patients by providing approximately proportional

2.2.2 Weakness of the current system

 Unorganized flow of information through departments

Debre Birhan University Information Technology Department

2.3 Players in the existing system

(1) Patients: people who is getting service from the hospital

(9)Accountant: a person who is responsible for taking payment

Debre Birhan University Information Technology Department

2.4 Business rule

 Patients should give their personal information to register and get

 To get treatment patients must pay payment

 Reports should be prepared by each department for manager

2.5 Alternative solutions to address the problem of existing system

Debre Birhan University Information Technology Department

3.1. Proposed system overview

 information transfer from department to department will be effective

3.2. Functional requirements

Debre Birhan University Information Technology Department

3.3 Non-functional requirements