sample pro 1

ACKNOWLEDGEMENTSThe success of this project was dependent on a number of people, some of whom I cannot fail to mention. A large number of people will be left out not because they were not equally important but it would need so many pages to get all of them down. May God bless them all.First, as always deep appreciation goes to the supreme God who sustained me in all the hardship I faced when compiling this project. Special acknowledgement goes to my computer studies teachers who assisted me during this entire project. Their advice, useful information, attention to errors and omissions I made encouraged and helped me in writing this work.

I also owe a large debt to my family for their loyalty, understanding and sacrifice that enabled me to complete the project on time. They were truly God-sent. I would also like to thank my classmates and friends who were helpful in all possible ways, sacrificing their time, joy and energy to help me go through the finishing line.INTRODUCTIONGoodwill Medical Clinic is situated in Mochudi Village in Boseja Ward. It is located near Batlhophang primary school. It is an organization owned by Botswana Local Government. It was established in the year 2004 and opened its doors to receive its first patients on the fourth of August 2004. The clinic was established when they realized that patients had to travel long distances to the main hospital which is kilometers away thus one of the reasons for Its establishment is to reduce money spent on transport costs .They do all this with the main goal in mind, which is to provide the best health care service to people.The records kept in the clinic are:MEDICAL RECORDS which are:

Bin Cards; for receiving and taking out drugs

Stock Book; for monthly updating of drugs Report Forms; for reporting on available drugs

PATIENT RECORDS

Patient details e.g. name, age, gender, occupation and vital signs which are weight, temperature and blood pressure.

Nature of the patients visit and the reason for their visit.

How many patients visit the clinic? How many patients are referred to the hospital? Which disease is common to most patients?EMPLOYEES RECORDS

Employee details that name, age, gender, contact details.

Number of employees in the clinic.

Duty Rota and shifts on how the employees take turns in attending to the patients and other duties in the clinic.There are approximately 20 people who work in the clinic namely 10 nurses, 3 drivers, 3 General Daily Assistants, 2 Health Education Assistants, 1 nurse orderly and 1 counselor.

ROLES OF THE CLINIC WORKERS

1. HEALTH EDUCATION ASSISTANTS

They weigh patients. They home visit and do follow ups on home based patients.

They give health talks and provide health education2. NURSE Administers medication and treatment as prescribed by the doctor. Performs any act in the observation care and counsel of the ill and injured.

3. GDA

Cleans and scrubs floors.

Prepares packs.

4. NURSE ORDERLY

Does jobs that do not require any special training.

5. DRIVER

Transports the critically ill to the hospital.

6. COUNCELLOR Consults and discusses with patients their problems and offers guidance.

Solves problems and increases awareness.

The record that I am going to focus on is the Medical Records. Records that keep medicine details are the bin cads, stock book and monthly report forms. In these records information that is kept about medicine is: The amount of medicine that is dispensed daily

The quantity of medicine that is available in stock

The name of the drugs

The drug identification number of the drugs

The date of dispensing medicine

STATEMENT OF THE PROBLEM

1. UNNECESSARY HEALTH COMPLICATIONS CAN OCCURIn the records it is not stated the age range which determines the use of the drugs. Even though some medicines have age restrictions to their use it is not written in the medical records. This is a problem since medicine can be given to people who do not fall under a specific age range and this can lead to some complications.2. EXPIRED MEDICINES CAN BE DISPENSED TO PATIENTSThe system does not keep the expiry date of the drugs thus this poses a problem of not being able to determine whether the drugs are still safe to be dispensed to patients.3. PATIENTS CAN BE GIVEN MEDICINE WHICH CAN CAUSE ALLERGIC REACTIONS

The side effects of using medicines are not stated in the records hence this can cause problems for some patients when they are given medicine that they are allergic to.OBJECTIVES OF THE CURRENT SYSTEM To keep track of stock of medicine

To uniquely identify each drug through the use of ID

To keep names of drugs in stock

To keep date in which medicine was dispensed

1. TO KEEP TRACK OF MEDICINE IN STOCK

The system is able to know how many drugs are kept in stock, how many are dispensed daily and how many are left in stock.

2. TO UNIQUELY IDENTIFY EACH DRUG THROUGH THE USE OF IDENTIFICATION NUMBER

By keeping the identification number of each individual drug the system is able to know which drug is available and which one is not.

3. TO KEEP THE NAMES OF THE DRUGS IN STOCKBy keeping the names of the drugs the system is able to know which drugs are available in stock and which drugs to order.

4. TO KEEP DATE IN WHICH MEDICINE WAS GIVEN OUT

By keeping the dispensing date of medicine it is easier to keep track of which medicines are given out on a particular date. DATA FLOW IN THE CURRENT SYSTEM SOURCEINPUTPROCESSOUTPUTDESTINATION

Stock bookCMS and Buffer StoreDrug Storeroom ManagerMedicine details:

Drug Name

Drug ID

Quantity of drugs

Medicine details:

Drug Name

Drug ID

Quantity of drugs

Date of dispensing drugs andDrug Name

Drug ID

Quantity of drugs

Order medicines

Input medicine details of ordered medicinesDeliver ordered medicines to the clinicDrug store room manager receive medicines

Sort and store medicines Dispense medicines to patients

Calculate quantity of medicine dispensed

Update the medical records

Create reportOrdersBin cards

Drugs in stockUpdated Bin cardsUpdate Stock BookWeekly ReportCMS and Buffer StoreKept in the drug store room

District health team

DESCRIPTION OF EXISTING SYSTEM

The information kept about medicine is the drug name, drug ID, the quantity of the drugs in stock, the date of dispensing the drugs.

The Drug Storeroom Manager checks the amount of drugs available in stock in the stock Book. The manager enters the medicine details of medicines needed. She then places an order for the required medicines to the Central Medical Stores and Buffer Store. The CMS and Buffer Stores then deliver the ordered medicines. The medicines ordered are then received from the above mentioned stations. Information about medicines is then entered in the relevant Medical Records which are;

Bin Cards: For receiving and taking out drugs. These records are updated on a daily basis.

Stock Book: For monthly updating of stock of medicines. This book is updated monthly.

Report Forms: For reporting on available stock of medicines. These forms are updated on a weekly basis.

Upon receiving the medicines from the stores they are sorted according to the names and use and then kept in the storeroom. The medicines are taken from the storeroom to the dispensary and administered to patients.

When a patient comes to collect medication he/she goes to the dispensary and has to produce his/her clinic card which shows the prescription. The patient receives medication and is given instructions on how to use the medicine. The drug storeroom manager also updates the bin card for each medicine upon every prescription.Every week the Drug Storeroom Manager uses the bin cards to produce a report showing the amount of drugs left in stock. At the end of each month, the Drug Storeroom Manager uses the bin cards to update the Medical Records.

PERSPECTIVES OF ANYONE IN THE SYSTEM

According to a nurse in the clinic the system is flawed which means there are many mistakes in the system which makes it less effective. He said that the system is very slow, thus time consuming. He is not satisfied with how things are being run at the moment and wishes that the system will be improved to increase effectiveness in the system.

CONTINGENCY MEASURES IN THE SYSTEM

The form of backup is using Carbon papers to make copies of files they keep. The copies are then submitted to the District Health Team as monthly reports for evaluation.EVALUATION OF EXISTING SOLUTIONS

GOOD POINTSREASONSCONSEQUENCE

It is able to keep track of stock of medicines available.The system is able to keep track of medicine because the records are updated every time medicines are taken in and given out.By keeping track of stock of medicine it is easy to know how many medicines are available, how many to order and when to order.

It is able to identify each drug though the use of ID.Each individual drug has its own unique identification number which separates it from the other drugs.When every drug has its own ID it is easy to trace the drug and know if it is available or not.

It is able to keep the names of the drugs in stock.The names of all the drugs kept in the clinic are recorded in the Medical Records.By keeping the names of all the drugs in the records it makes it efficient to know which drugs are in shortage and which drugs are needed in high demand.

It is able to keep date in which medicines were given out.The system is able to keep dates in which medicines were dispensed to patients. By keeping the dates in which medicines are given out gives a rough estimate of the time it takes for medicines to run out before the next order.

BAD POINTS

Expired medicines can be dispensed to patients.The system does not keep the expiry dates of the medicines used.By not keeping the expiry dates of the medicines there could be a risk of administering expired medicines to patients which may give rise to other health problems.

Unnecessary Health complications may arise.Medicine can be given to people who do not fall under the specified age range.By not keeping the age restrictions of the medicines there is a possibility of giving medicines to patients of not the right age group which can be health hazardous to them.

Patients can be given medicines which can cause allergic reactions.The system does not keep the allergens of the medicines in the Medical Records.The effect of not stating the allergens of the medicines in the records is that the side effects of using some medicines can cause problems to some patients when they are given drugs that they are allergic to.

EVALUATION OF ALTERNATIVE SOLUTIONSSEMI COMPUTERISED SYSTEMThis is when both the manual and the computerized system are used at the same time in the organization. Some records will be kept in the computer while others are kept manually. Drug names, Drug ID, quantity of medicines, date of dispensing and expiry dates will be kept manual. This means that the bin cards and medical records will still be used with an additional field of expiry date. There will be a list of all the medicines, which will be kept in the computer showing age restrictions and allergic reactions to the use of medicines. This means that, before making a prescription, the nurse has to check inside the computer for age restriction and allergies.IMPROVEMENTS

Addition of more fields which are;

Expiry dates of medicines

Age restrictions on the use of the medicines

The allergic reactions to the use of medicines

BENEFITS

1. The system will be able to easily tell the expiry dates of the medicines so that expired medicines are not dispensed.

2. It will be easy to identify medicines which should be given to a certain age group to avoid complications.

3. The system will be able to identify the allergies of the drugs to avoid giving patients medicines they are allergic to.

COSTS

1. It will be expensive to purchase the computer and all the components needed.

2. Running two systems at the same time is time consuming and costly as the nurse has to still check in the computer system before making any prescriptions.

3. The computer system will not be used much, which is costly to use it just for a few things like that.

FULLY COMPUTERISED SYSTEM

This is whereby all the activities will be done through the use of a computer. All the records kept about medicines will be in the computer. All the medical details and stock records will be kept in the computer. The bin cards will no longer be needed as the stock records will be automatically updated every time a prescription is made. Weekly and monthly reports, about the status of medicine in the clinic will be produced from the computer.IMPROVEMENTS

New fields such as expiry dates of drugs, age restrictions on the use of drugs, the allergens of the drugs will be added. Also drug name, drug ID, quantity of the drugs and date of dispensing of drugs which were kept manual will now be computerized.BENEFITS

1. The time of dispensing drugs to patients will be reduced, as there is no longer any need to update the bin cards on every prescription. The medical stock records will be automatically updated on every prescription

2. The process of producing weekly and monthly reports will no longer be cumbersome as the information is already updated in the computer.3. The system will be able to easily see the expiry dates of the medicines so that expired medicines are not dispensed.

4. It will be easy to identify medicines which should be given to a certain age group to avoid complications.

5. The system will be able to identify the allergens of the drugs to avoid giving patients medicines they are allergic to.

6. There will be fewer errors made when recording the drug details e.g. drug name, drug ID because the computer performs error checks.

7. There will be fast access and retrieval of data in the computer to obtain the specific information needed.

8. Information is kept safe because passwords are used and therefore not everyone would be able to access the files without the password.

COSTS

1. It will be expensive to purchase the computer and all the hardware components required.

2. Maintenance will be expensive, but the benefits far outweigh the costs.3. There is need for trained personnel.

OBJECTIVES OF THE PROPOSED SYSTEM

The software to be used is Database because it makes data access and retrieval easy and therefore updating the records will be fast and easy. It will be easy to create relationships to link fields in different tables and thus ensure referential integrity. To create a table which stores all the details of the medicines kept in stock. It stores details like the drug name, drug ID, quantity of the drugs, barcode no, date of dispensing, allergens of the drugs, age restrictions and the expiry dates of the drugs.

To create a system that will automatically update the quantity of drugs in stock on every prescription. To create a log in menu form that requests a user name and a password for a person to be allowed into the system. It denies unauthorized users access. To create a Medicine Registration form that captures medicine details as new medicines are taken into the clinic.

To create a Medicine dispensing form that captures medicine details as medicines are given out.

To create a report this displays a summary of the total medicine left in stock after dispensing. To create a query that will display medicines that are mostly dispensed in order to help the Drug Storeroom manager to determine the drug re-order level.

PLAN OF ACTION

The system that I chose to use is the fully computerized system because data access and retrieval will be fast which enables updating of files easy. The benefits that will be derived from the use of such a system far outweigh the costs.The information that will be kept about medicines is the drug name, drug ID, barcode number, expiry date, date of dispensing medicines, side effects of the use of drugs, quantity of the drugs in stock and the age restrictions on the use of drugs. Medicines will be ordered from the drugstore and then received into the clinic. When the medicines arrive a physical count will be done to ensure that the ordered amount is delivered. A form will be created in the computer to capture medicine details. This form will be used to create a table which shows all the medicine details and store them. The medicines are then sorted according to name and use and then kept in the storeroom. The medicines are fed to the dispensary from the storeroom. When a patient comes to collect their medication the nurse looks at the patients prescription on the clinic card and uses a query to select the medicine that is prescribed. The nurse then checks for the availability of the medicine in the Medicine Table. If the medicine is available it is given out to the patient. The nurse will input the quantity and type of medication she wants to dispense. The computer system will automatically update the quantity of drugs left in stock. A Report will be created, whenever required showing the amount of medicines left in stock.

INPUT-PROCESS-OUTPUTSOURCEINPUTPROCESSOUTPUT DESTINATION

Available medicine reportNew drugs from CMS

Patient cardDrug name

Drug ID

Quantity ordered

Medicine Details;

Drug Name

Drug ID

Expiry date

Date of dispensing

Allergens

Quantity of drugs

Age restrictions

Prescription list

Name and quantity prescribed. Order unavailable medicines or those which are about to finish.

Receive and count the drugs.

Capture the medicine details in a form and then save them in the Medicine Table.

Sort the medicines according to name and use and keep in the dispensary ready for dispensing.

Read the patients prescription.

Check the availability of the medicines prescribed in the computer.

Dispense to patient.

Calculate amount of medicine left in stock.

Update the Medical Records.Quantity of each drug in stockAvailable medicine report

Updated stock record. And patient prescription Central Medical Stores, One copy in the order file.

One copy to the stock record file and one copy to the district council

Prescription given to patient and stock record saved for future use.

TIME FRAME

CRITERIAPURPOSEALLOCATED TIME (WEEKS)

Initial StudyTo establish if there is a need for a new system and if so what would its objectives be.3

Feasibility StudyTo investigate the system in sufficient details to provide information that justifies the development of a new system.3

System AnalysisTo fully understand the existing and to identify the basic information requirements.4

System DesignTo provide detailed systems specification that provides details of all parts of the new system.6

System Coding And TestingTo create the design as a computerized system and test it to make sure it meets the users requirements.6

System ImplementationTo prepare the staff so that they can use the system when it is installed.5

EvaluationExamining the system to see if it has met the objectives set out in the original specification.5

Maintenance4

Total Time36

INPUT FORMATFIELD NAMEDATA TYPEFIELD SIZEDESCRIPTIONVALIDATION RULE

Drug nameText25 charactersHolds the drug name.NONE

Drug IDNumber8 charactersHolds the ID no of the drug.Should be different from others.

Expiry dateDate/Time8 charactersHolds the date of expiry of the medicines.

Barcode NONumber10 charactersHolds the barcode number of the medicines.Should be 10 characters long and begin with 1.

Date of registrationDate/Time6 charactersHolds the date at which medicines were registered.Should be 6 characters long.

Allergic reactionsText25Holds the side effects of the use of drugs.Should be letters only.

Age restrictionsText25Holds the specified age range showing the use of medicines.NONE

QuantityNumber6Holds the quantity of the medicine in stock.Should be a number

MEDICINE FORM STRUCTURE

MEDICINE REGISTRATION FORM

GOODWILL MEDICAL CLINIC REGISTRATION FORM

DRUG NAME :

DRUG ID:

EXPIRY DATE:

BARCODE NUMBER:

DATE OF REGISTRATION:

QUANTITY IN STOCK:

ALLERGIC REACTIONS:

AGE RESTRICTIONS:

MEDICINE DISPENSING FORMGOODWILL MEDICAL CLINIC

DISPENSING FORM GOODWILL MEDICAL CLINIC DISPENSING FORMDRUG NAME:

DRUG ID:

EXPIRY DATE:

BARCODE NO:

DATE OF DISPENSING:

QUANTITY IN STOCK

QUANTITY DISPENSED

QUANTITY LEFT

MEDICINE TABLE

DRUG NAMEDRUG IDBARCODE NOEXPIRY DATEREGISTATION DATEDATE OF DISPENSINGQUANTITY IN STOCKALLERGIC REACTIONSAGE RESTRICTIONS

Cold and Cough Syrup110000476000372002606/07/20118/12/200823/04/20091300Can cause drowsiness.Not to be given to persons under the age of 6.

Hydrocortisone00369791600977361422/02/20137/16/201009/12/20095500Can cause skin irritations.For persons 12 years and above.

Gulf Multivitamin Syrup13091291600334250705/03/20114/10/200908/03/20101280Gastric disturbances.Not for persons under the age of 4.

Griseofulvin

26121927000121397430/12/20109/24/200803/01/20092175Can cause skin rash.For 18 year olds and older.

OUTPUT FORMAT REPORT TABLE

FIELD NAMEDATA TYPEFIELD SIZEDESRIPTIONVALIDATION RULE

Drug nameText25Holds the name of the drug.

Drug IDNumber8Holds the identification number of the drugs.Should have 8 characters.

Barcode numberNumber10Holds the barcode number of the medicines.Should be 10 characters.

Quantity in stockNumber6Holds the number of the medicines in stock.Should be a number.

Quantity dispensedNumber6Holds the number of medicines dispensed.Should be a number.

Quantity left in stockNumber6Holds the amount of medicines left in stock after dispensing.Should be a number.

REPORT ON AVAILABLE STOCK OF MEDICINEDRUG NAMEDRUG IDBARCODE NOQUANTITY IN STOCKQUANTITY DISPENSEDQUANTITY LEFT IN STOCK

Cold and Cough Syrup

Gulf Medicine Syrup

Allergex

Panado Hydrocortisone 1100004713091291

26121927

66666666

67230939178907654210033442507

1601213974

1564789251

100977361413001280

2175

2349

5500903622

1752

600

3225397658

423

1749

2275

HARDWARE REQUIRED

DEVICESPECIFICATIONUSEALTERNATIVEJUSTIFICATION

MouseOptical mouseTo click on and select buttons on the main menu and move the curser to the next textbox when typingTrackballIt is easy to use and not affected by dust.

KeyboardQwertyTo enter drug details into the computer e.g. drug name, drug id, expiry date.Touch screenIt is cheap and easy to use.

ProcessorPentium 4Sort medical records, search for requested drugs and perform calculations.Pentium 3Works at high speed

PrinterLaser printerTo print the report showing amount of medicines left in stock.Inkjet printerGives very high quality output.

MonitorLiquid Crystal DisplayDisplays reports before printing them out.Cathode Ray TubeHas a sharper quality. Uses less power and consumes less space.

Flash DiskMemory stick 8GBTo store all

the medicine

details Hard diskHas more storage space. Thats not true

MODULE DESIGN

The technique that would be used is the top down design in which the complex problems would be decomposed into sequences of smaller sub-problems. Decomposing major problems into sub-problems gives a smaller and more specific solutions and this is done with the main goal in mind.

LOG IN MENU

The log in menu of Goodwill Medical Clinic has the user name which should be typed in by the user for identification. A password should be typed in by the users to allow them access to the system.

USER NAME:

PASSWORD:

MAIN MENU

It contains buttons which open files that are kept about medicine in the system. Clicking any of the buttons will open the corresponding form or report. The files kept are:

Medicine Registration Medicine Dispensing Report Creation Exit MAIN MENU

Welcome to goodwill medical clinic

Where best health is our first priority

MEDICINE REGISTRATION

This is when all the medicine details are captured in the Medicine Registration form and stored in the Medicine Table.FIELDDESCRIPTION

Drug NameHolds the name of the drugs kept in the clinic.

Drug IDHolds the identification no of the drugs kept.

Expiry dateHolds the date at which medicines is out of use and no longer given out.

Registration DateIt holds the date in which medicines were delivered and accepted into the clinic.

Allergic reactionsHolds the side effects of the use of the drugs on some patients.

Age restrictionsHolds the age range showing the use of medicines for a specified age group.

Quantity Holds the number of the medicines in stock.

Barcode numberHolds the barcode number of the drugs.

MEDICINE DISPENSING

This is when the medicines that are required by the patient are given out. This happens every time medicine is dispensed.FIELDDESCRIPTION

Drug nameHolds the names of the drugs kept in the clinic.

Drug IDHolds the identification number of the drugs.

Expiry dateHolds the date in which medicines will be out of use.

Dispensing dateHolds the date at which medicines were given out.

Barcode numberHolds the barcode number of the drugs.

Quantity in stockHolds the number of the medicines in stock.

Quantity dispensedHolds the number of medicines dispensed.

Quantity left in stockHolds the number of medicines left in stock after dispensing.

REPORT CREATION

Here a report is created showing the summary of the medicines left in stock after dispensing. This enables the Drug Storeroom Manager to be able to know if there is need to place an order for medicines.FIELDDESCRIPTION

Drug nameHolds the name of the drugs.

Drug IDHolds the identification number of the drugs.

Quantity in stockHolds the number of the medicines in stock.

Quantity dispensedHolds the number of medicines dispensed.

Quantity left in stockHolds the number of medicines left in stock after dispensing.

CALCULATION SCRIPT

Quantity left in stock = Quantity in stock Quantity DispensedExample


1300 903 =397

PROGRAM FLOWCHARTSLOG IN MENU

NO

YES


NO

YES

FLOW CHART FOR MEDICINE DISPENSING

NO

YES

YES

NO

SYSTEM FLOWCHART

ANNOTATION

The computer is booted up.

The log in menu dialogue box is displayed on the screen.

The user enters the user name and the password.

The computer checks for errors.

AAA An error message box appears if the data entered is incorrect.

Open form to register medicines.

Main file which contains medicine details.

Register medicines into the computer system.

Update the bin card records which show that medicines are taken in.

Updated bin card records are stored in the Magnetic Disk.

The medicine dispensing form is opened.

Medicines are given out.

Amount of medicine given out is calculated.

The computer checks for errors.

The computer displays an error message box.

Update bin card records to show that medicines are given out.

The medicine master file is updated.

The updated medicine master file show updated medicine details.

A report showing amount of medicines left in stock is created.DATA TESTING

Testing for normal, abnormal and extreme data will be done in this section.

NORMAL TEST DATA

It is used to check that a system can handle the sort of data that would be expected during day to day use.

ABNORMAL TEST DATA

It is used to check that a system can identify data that is wrong and reject it.

EXTREME TEST DATAIt is used to check that a system can cope with data that lies on the boundaries of what is acceptable.TEST PLANFIELDVALIDATION RULENORMAL DATAABNORMAL DATAEXTREME DATA

UPPERLOWER

Quantity >01300-69999991

Drug ID8 numbers1000000026121929999999910000000

Barcode number10 numbers178907654816012139799999999991000000000

NORMAL DATA

ABNORMAL DATA

LOWER EXTREME DATA

UPPER EXTREME DATA

USER DOCUMENTATION

GOODWILL MEDICAL CLINIC USER DOCUMENTATIONPURPOSE OF THE SYSTEM

The main aim of this project was to enable the Goodwill Medical Clinic personnel not to struggle, but be able to register medicines, dispense medicines and create report showing amount of medicines left in stock after dispensing through the use of a database. This is because work done using a computer is more accurate and the outcome is fast too. The Goodwill Medical Record system is uncomplicated, it is user friendly and it is easy to navigate through the forms and to access the database. It stores details about all medicines from the time they are received into the clinic to the time they are given out. Since the database stores very vital information the system will prevent any loss of information by using backup.This user manual is a guide on how the Goodwill Medical System works and guides the users on how to install and perform specific functions.

SYSTEM REQUIREMENTSHARDWARE1. Optical mouse; to click on and select buttons2. QWERTY keyboard; to enter medicine details into the computer e.g. drug name, drug ID, barcode no, expiry date, allergic reactions and age restrictions.3. Pentium 4 processor; to sort medical records, search for requested drug and calculate remaining drugs after every dispensary.4. LCD monitor; displays medicine details5. Laser printer; to print the report showing amount of medicines left in stock.6. 8GB memory stick; to store all details concerning medicines. SOFTWARE Operating System: windows XP or better Application Software: Microsoft office access 2003 or better. RAM: 256 MB or betterINSTALLATION OF THE SYSTEM

Enter the CD into the CD ROM drive. The disk will auto run itself. Wizard form will appear and will take you through the installation process. When installation is complete the Goodwill Medical Record file will appear on the desktop as shown below.

Click on it to start running the system.BASIC OPERATING INSTRUCTIONS Right click on the folder for Goodwill Medical Clinic on the desktop and click on open to open the application.

A dialogue box appears asking if you want to open the file.

Click on open to open the file. After clicking open the log in menu will appear as shown below.

LOG IN MENU

In the log in menu form enter the user name in the user name field. Enter the password in the password field. Click the main menu button.If the password and or user name are incorrect then an error message box appears.

Click on the ok button to remove the error message box.

Enter the password and the user name again.

If the user name and the password are correct then the main menu appears as shown below.

It has four buttons namely:

Medicine registration

Medicine dispensing

Report

Exit

Their functions work as follows;


The button is used when medicines are registered into the clinic. Click on the medicine registration button.

A medicine registration form appears.

To register new medicines into the clinic click on the REGISTER BUTTON. A blank form appears for one to enter the details of the medicine. Other buttons that appear on the form are; SAVE BUTTON: It allows you to save the details of the medicine you have just registered.

PREVIOUS BUTTON: It allows the user to access the previous item on the database.

NEXT BUTTON: It allows the user to access the next item on the database.

DELETE BUTTON: It allows the user to delete medicine which will no longer be used.

Clicking the delete button brings this dialog box which asks if you really want to delete the medicine.

If yes is selected the record will be deleted, but if delete was mistakenly clicked, press no and the record will not be deleted. CANCEL BUTTON: It allows you to close the form and go back to the main menu.

MEDICINE DISPENSINGThis button is used to dispense medicine out of the system to the patients. Click on the medicine dispensing button and a form appears.

The Dispense button is pressed when dispensing certain medication. First the drug ID is inputted to check if the medicine is available in stock, if it is available, then the drug and its details will appear on the screen as shown above. You will then enter the quantity you are dispensing and the quantity of drugs left will automatically be updated.The other buttons on this form that is:

Save

Previous Next

Delete

Back

They work the same way as the ones explained in the medicine registration form above.

REPORT

This button is used to view a report that displays the summary information of medicines left in stock after dispensing. When you click on this button a report appears.

The buttons on the report work as follows; SAVE; It allows you to save the report for future use. PRINT; it allows you to print the report and produce a hard copy.

EXIT; allows you to go back to the main menu.ERROR HANDLING

To correct the error click on the OK button. Enter correct user name and password.

To correct the error click on the OK button and enter 10 numbers for the barcode number.

Click ok and enter 8 numbers for the drug ID.TECHNICAL DOCUMENTATION

It is used to explain to a system analyst because it is written in technical language. This document is important because when changes to the system are made later on, it will be used as a guide to improve the system.CONTENTS

Purpose of the system

System requirements

Input ,process output statement

Input ,Output file structures and format

Program flowcharts

System flowchartPURPOSE OF THE SYSTEM

The main aim of this project was to enable the Goodwill Medical Clinic personnel to not struggle, but be able to register medicines, dispense medicines and create report showing amount of medicines left in stock after dispensing through the use of a database. This is because work done using a computer is more accurate and the outcome is fast too. The Goodwill Medical Record system is uncomplicated, it is user friendly and it is easy to navigate through the forms and to access the database. It stores details about all medicines from the time they are received into the clinic to the time they are given out. Since the database stores very vital information the system will prevent any loss of information by using backup.SYSTEM REQUIREMENTS

HARDWARE REQUIREMENTS7. Optical mouse; to click on and select buttons8. QWERTY keyboard; to enter medicine details into the computer e.g. drug name, drug ID, barcode no, expiry date, allergic reactions and age restrictions.9. Pentium 4 processor; to sort medical records, search for requested drug and calculate remaining drugs after every dispensary.10. LCD monitor; displays medicine details11. Laser printer; to print the report showing amount of medicines left in stock.12. 8GB memory stick; to store all details concerning medicines. SOFTWARE REQUIREMENTS

Operating System: windows XP or better Application Software: Microsoft office access 2003 or better. RAM: 256 MB or betterINPUT, PROCESS, OUTPUT STATEMENTSOURCEINPUTPROCESSOUTPUT DESTINATION

Available medicine report

New drugs from CMS

Patient cardDrug name

Drug ID

Quantity ordered

Medicine Details;

Drug Name

Drug ID

Expiry date

Date of dispensing

Allergens

Quantity of drugs

Age restrictions

Prescription list

Name and quantity prescribed. Order unavailable medicines or those which are about to finish.

Receive and count the drugs.

Capture the medicine details in a form and then save them in the Medicine Table.

Sort the medicines according to name and use and keep in the dispensary ready for dispensing.

Read the patients prescription.

Check the availability of the medicines prescribed in the computer.

Dispense to patient.

Calculate amount of medicine left in stock.

Update the Medical Records.Quantity of each drug in stock

Available medicine report

Updated stock record. And patient prescription Central Medical Stores, One copy in the order file.

One copy to the stock record file and one copy to the district council

Prescription given to patient and stock record saved for future use.

INPUT FORMATFIELD NAMEDATA TYPEFIELD SIZEDESCRIPTIONVALIDATION RULE

Drug nameText25 charactersHolds the drug name.NONE

Drug IDNumber8 charactersHolds the ID no of the drug.Should be different from others.

Expiry dateDate/Time8 charactersHolds the date of expiry of the medicines.

Barcode NONumber10 charactersHolds the barcode number of the medicines.Should be 10 characters long and begin with 1.

Date of registrationDate/Time6 charactersHolds the date at which medicines were registered.Should be 6 characters long.

Allergic reactionsText25Holds the side effects of the use of drugs.Should be letters only.

Age restrictionsText25Holds the specified age range showing the use of medicines.NONE

QuantityNumber6Holds the quantity of the medicine in stock.Should be a number

MEDICINE TABLE IN DESIGN VIEW

INPUT STRUCTUREREGISTRATION FORM

GOODWILL MEDICAL CLINIC REGISTRATION FORM

DRUG NAME :

DRUG ID:

EXPIRY DATE:

BARCODE NUMBER:

DATE OF REGISTRATION:

QUANTITY IN STOCK:

ALLERGIC REACTIONS:

AGE RESTRICTIONS:

MEDICINE DISPENSING FORM

GOODWILL MEDICAL CLINIC

DISPENSING FORM GOODWILL MEDICAL CLINIC

DISPENSING FORMDRUG NAME:

DRUG ID:

EXPIRY DATE:

BARCODE NO:

DATE OF DISPENSING:

OUTPUT STRUCTUREREPORT TABLEFIELD NAMEDATA TYPEFIELD SIZEDESRIPTIONVALIDATION RULE

Drug nameText25Holds the name of the drug.

Drug IDNumber8Holds the identification number of the drugs.Should have 8 characters.

Barcode numberNumber10Holds the barcode number of the medicines.Should be 10 characters.

Quantity in stockNumber6Holds the number of the medicines in stock.Should be a number.

Quantity dispensedNumber6Holds the number of medicines dispensed.Should be a number.

Quantity left in stockNumber6Holds the amount of medicines left in stock after dispensing.Should be a number.

REPORT FORMATDRUG NAMEDRUG IDBARCODE NOQUANTITY IN STOCKQUANTITY DISPENSEDQUANTITY LEFT IN STOCK


Gulf Medicine Syrup

Allergex

Panado

Hydrocortisone 11000047

13091291

26121927

66666666

672309391789076542

10033442507

1601213974

1564789251

10097736141300

1280

2175

2349

5500903

622

1752

600

3225397

658

423

1749

2275

REPORT TABLE IN DESIGN VIEW

PROGRAM FLOWCHARTSLOG IN MENU

NO

YES


NO

YES

NO

YES

YES

NO

PROGRAM FLOWCHART SYMBOLS

Direction flowSYSTEM FLOWCHART

QUERY SHOWING NAME OF MEDICINES DISPENSED THAT ARE GREATER THAN 1000

QUERRY SHOWING TYPE OF MEDICINE SELECTED TO BE DISPENSED

TEST PLANFIELDVALIDATION RULENORMAL DATAABNORMAL DATAEXTREME DATA

UPPERLOWER

Quantity >01300-69999991

Drug ID8 numbers1000000026121929999999910000000

Barcode number10 numbers178907654816012139799999999991000000000

EVALUATION OF THE SYSTEM

GOOD POINTS

The system is able to deny access to unauthorized users because it requests for a user name and a password each time a person logs on to the system. When wrong data is entered the system is able to show error reports so that the user can correct wrong information and therefore fewer errors made. There is no risk of dispensing expired to patients because the expiry date of medicines are kept in the system. Unnecessary health complications are avoided because medicines are only dispensed to patients of the specified age.BAD POINTS The system is not able to update itself as the medicines are dispensed, thus the calculations have to be done by the Drug Storeroom Manager, hence making the process time consumingOPPORTUNITIES FOR DEVELOPMENTGiven more time; The calculation part will be done automatically by the system through the use of query in a database, instead of the current system where the amount of drugs left in stock is calculated by the Drug Storeroom manager. I would create relationships to link fields in different tables and thus ensure referential integrity.

APPENDICES

INTERVIEW

1. What is the name of your company?2. What is the name of your company?

3. Where is it located?

4. Who owns it and when was it established?

5. Why was it established

6. Approximately how many people are working in your company?

7. Please list about 10 items that are kept in stock?

8. Are there any complaints that have been raised by patients that you are aware of? Please state them.

9. Do you have any suggestions towards solving the problems?

10. What records do you keep about medicines?

11. How often are the records updated?

12. Who oversees the process of recording and keeping of medicines?

13. Briefly describe the data flow of medicines in terms of input, process and output. QUESTIONNAIRRE

I am a student at Molefi Senior Secondary School doing a Computer Studies project of computerizing a manual system. I would be truly grateful if you could answer the questions below.

BIO DATA:

GENDER;FEMALEMALE

AGE:

OCCUPATION:

1. What are your views concerning the service that you receive at the clinic?

2. What are your complaints and how you like them to be improved?

THANK YOU1ACKNOWLEDGEMENTS

2INTRODUCTION

3STATEMENT OF THE PROBLEM

4OBJECTIVES OF THE CURRENT SYSTEM

5DATA FLOW IN THE CURRENT SYSTEM

7DESCRIPTION OF EXISTING SYSTEM

7PERSPECTIVES OF ANYONE IN THE SYSTEM

7CONTINGENCY MEASURES IN THE SYSTEM

8EVALUATION OF EXISTING SOLUTIONS

10EVALUATION OF ALTERNATIVE SOLUTIONS

12OBJECTIVES OF THE PROPOSED SYSTEM

13PLAN OF ACTION

22HARDWARE REQUIRED

23MODULE DESIGN

26CALCULATION SCRIPT

27PROGRAM FLOWCHARTS

30SYSTEM FLOWCHART

33DATA TESTING

33NORMAL TEST DATA

33ABNORMAL TEST DATA

33EXTREME TEST DATA

33TEST PLAN

40USER DOCUMENTATION

40PURPOSE OF THE SYSTEM

40SYSTEM REQUIREMENTS

41BASIC OPERATING INSTRUCTIONS

51ERROR HANDLING

53TECHNICAL DOCUMENTATION

53PURPOSE OF THE SYSTEM

53SYSTEM REQUIREMENTS

64PROGRAM FLOWCHART SYMBOLS

66QUERY SHOWING NAME OF MEDICINES DISPENSED THAT ARE GREATER THAN 1000

66QUERY SHOWING TYPE OF MEDICINE SELECTED TO BE DISPENSED

67EVALUATION OF THE SYSTEM

68OPPORTUNITIES FOR DEVELOPMENT

69APPENDICES

69INTERVIEW

70QUESTIONNAIRRE

Orders

Order medicines

Stock book

Input medicine details of ordered medicines

CMS and Buffer Stores

Deliver ordered medicines to clinic

Drug Storeroom Manager

Receive ordered medicines

Update stock book records

Stock Book

Sort and store medicines

Dispense medicines to patients

Calculate amount of medicines dispensed

Updated Bin Card Records

Update Bin Card Records

Weekly report forms

Create report

NEXT

SAVE

BACK

DELETE

CANCEL

REGISTER

SAVE

PREVIOUS

NEXT

DELETE

DISPENSE

EXIT

CANCEL

OK

Click here to register medicines

MEDICINE REGISTATION

Click here to exit the system

Click here to create a report

REPORT CREATION

Click here to dispense medicines

MEDICINE DISPENSING

EXIT

START


SWITCH ON COMPUTER

The user enters their user name and their password.

ENTER USER NAME AND PASSWORD

ARE USER NAME AND PASSWORD CORRECT?

Checks whether the entered details are correct.

The main menu is displayed

ACCESS MAIN MENU

END

START

ENTER MEDICINE DETAILS

Input medicine details into the computer.

ARE THE MEDICINE DETAILS CORRECT?

Checks if the details are correct.

Details are saved to master file

SAVE MEDICINE DETAILS TO MEDICINE MASTER FILE

END

START

CHECK PATIENT PRESCRIPTION IN THE CARD

INPUT DRUG ID

Check if medicines are available.

IS DRUG AVAILABLE

Give out medicines

DISPENSE DRUG TO PATIENT

UPDATE QUANTITY LEFT

Quantity Left = QuantityInStock -Quantity Dispensed

IS THERE ANY MORE DRUGS TO GIVE?

END

1

SWITCH ON COMPUTER

2

LOG IN MENU


3

4

5

ERROR REPORT

VALIDATE

10

6

OPEN MEDICINE REGISTRATION FORM

MEDICINE MASTER FILE

8

9

REGISTER MEDICINES

UPDATED BIN CARD RECORDS

7

UPDATE BIN CARD RECORDS

OPEN MEDICINE DISPENSING FORM

11

UPDATE MEDICINE MASTER FILE

17

DISPENSE MEDICINES TO PATIENTS

12

UPDATED MASTER FILE

18

13

CALCULATE AMOUNT OF MEDICINES GIVEN OUT

15

REPORT

ERROR REPORT


VALIDATE

14

19

16

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

17

16

18

19

Barcode NO is accepted

Quantity is accepted

Drug ID is accepted

Quantity is not accepted

Drug ID is not accepted

Barcode NO is not accepted

Value of quantity is accepted

Lower extreme value for Drug ID is accepted

Lower extreme value of Barcode NO is accepted

Upper extreme value for Drug ID is accepted

Upper extreme value for Barcode No is accepted

Upper extreme value for quantity is accepted

VALUE IS NOT ACCEPTED

Click here to start running the system

Click here to register medicines

Click here to save the form.

Click here to go to previous item.

Click to go to next item.

Click here to delete.

Click here to go back to main menu.

Click here and a medicine dispensing form appears

Click here to dispense medicines.

DELETE

NEXT

SAVE

CANCEL

REGISTER

BACK

SAVE

PREVIOUS

NEXT

DELETE

DISPENSE

EXIT

START


SWITCH ON COMPUTER

The user enters their user name and their password.


ARE USER NAME AND PASSWORD CORRECT?

Checks whether the entered details are correct.

The main menu is displayed

ACCESS MAIN MENU

END

START

Input medicine details into the computer.

ENTER MEDICINE DETAILS

ARE THE MEDICINE DETAILS CORRECT?

Checks if the details are correct.

Details are saved to master file

SAVE MEDICINE DETAILS TO MEDICINE MASTER FILE

END

START

CHECK PATIENT PRESCRIPTION IN THE CARD

INPUT DRUG ID

Check if medicines are available.

IS DRUG AVAILABLE

Give out medicines

DISPENSE DRUG TO PATIENT

UPDATE QUANTITY LEFT

Quantity Left = QuantityInStock -Quantity Dispensed

IS THERE ANY MORE DRUGS TO GIVE?

END

Process

Start or end

Decision

Input or output

1

SWITCH ON COMPUTER

2

LOG IN MENU


3

4

5

ERROR REPORT

VALIDATE

10

6

OPEN MEDICINE REGISTRATION FORM

MEDICINE MASTER FILE

8

9

REGISTER MEDICINES

UPDATED BIN CARD RECORDS

7


OPEN MEDICINE DISPENSING FORM

11

UPDATE MEDICINE MASTER FILE

17

DISPENSE MEDICINES TO PATIENTS

12

UPDATED MASTER FILE

18

13

CALCULATE AMOUNT OF MEDICINES GIVEN OUT

15

REPORT

ERROR REPORT


VALIDATE

19

14

16

PAGE 40

sample pro 1

Documents