DOCTORS AID

QUESTION 1

Problems and opportunities; list and explain problems of the current system.

OPPORTUNITIES

The system has many uses within the hospital, it dispatches patient medical results from the lab, it is
also helps in procurement of needed materials and equipment’s needed to enable healthcare
delivery.

PROBLEMS

Meditech only allows users to run with one tab. That is to say if the user opens file of patient one
he/she has to close that tab in order to open another tab. This is disadvantageous on the user
because it may slow down the progress of work being done as the system does not allow the user to
switch the tabs.

INTREFACE; It does not send notification to patients when the results are dispatched.

SCRAMBLED DATA; the information downloaded has to be further worked on because the
downloaded is mixed up and maybe redundant.

QUESTION 2

Data collection methods; Use any two data collection methods and explain how they were used in
analyzing the current system. Show the instruments used and the metric results which support
your choice of the system and document the results.

*Observation – An observation on how to operate and use the current system was made with the
main aim of analyzing and identifying gaps in the system. The system user powers on the computer
and on the desktop there is a meditech icon. The user right clicks the icon to open meditech. Then to
log into meditech system the user ID and password has to be entered on the login page. Thereafter
the menu page or homepage pops up with the following options or buttons on the screen; client
services, material management and human resource management. In client services, there will be
results of patients available and also patients are registered when they come in.

At the end of the observation we found out that the main objectives of meditech was to reduce
redundancy of information hence saving time and storage space, easy retrieval of all patient
information thus improving efficiency and lastly equipment interfacing through the use of data
loggers which will automatically run and produce patient results. This system has advantages or
benefits to the organization which are to populate data, prevent medical errors and increase
healthcare efficiency and quality. It also has challenges or problems. We have realized that the
system only allows the user to open or run two tabs thus the user cannot work on more than two
patient files at the same time without closing the other tabs. Meditech system does not notify
patients when their results are released from the laboratory.

*Questionnaire: - Questionnaire was designed to try and collect data on the current system. Set of
questions were prepared and given to at least two users to fill on the questions .The main objective
of this questionnaire was to explore more on the objectives and problem of the current system, so
that as system analyst we can analyze the system and come up with better alternatives so as to find
solutions to these problems. Anayze

QUESTIONAIRE

1. BUSINESS NAME:

2. BUSINESS LOCATION:

3. GENDER: Female Male

4. AGE:

5. ADDRESS:

6. EMAIL:

7. JOB TITTLE:

8. DO YOU USE SYSTEMS IN YOUR ORGNISATION?

9. WHAT DOES THE SYSTEM DO? YES/NO

10. IF YES WHAT IS THE NAME OF THE SYSTEM THAT YOU ARE USING?

11. WHERE DOES THE DATA THAT YOU ENTER COME FROM?

12. WHAT ARE THE FUNCTIONS OF YOUR SYSTEM?

13. WHAT ARE THE OBJECTIVES OF THE SYSTEM?

14. WHAT ARE THE BENEFITS OF USING THIS SYSTEM TO THE ORGANISATION?

15. WHAT DO YOU THINK ABOUT THE SYSTEM?

16. ARE YOU EXPERIENCING ANY PROBLEMS WITH THE SYSTEM? YES/NO

17. IF YES LIST THOSE PROBLEMS

18. WHO ARE THE USERS OF THE SYSTEM?

 19. WHAT CAPABILITIES DO THEY NEED IN ORDER TO USE THIS SYSTEM?

20. WHAT ARE YOUR RECOMMENDATIONS IN REGARDS TO THE SYSTEM?

QUESTION 3

ALTERNATIVE SOLUTIONS. SKETCHES OF 3 ALTERNATIVE SOLUTIONS COMPARE THE SOLUTIONS

USING COSTS, BENEFITS, TECHNICAL AND ECONOMIC FEASIBILITY AND COMPARE THEM

#ALTERNATIVE 1: EMAIL

Emails will be sent to individuals whenever their results are ready for collection.

BENEFITS

*Patients can access their mail from anywhere with internet connection kept

*It allows to save and keep a record of communication.

COSTS

- Requires internet to access email.

- Not effective as it cannot reach out to all patients, as most people do not have emails.

DATA FLOWCHART ALTERNATIVE 1

Patient Input patient Patient file

Appointment Make Appointments

file appointment

Sending message Patient

 SYSTEM FLOWCHART ALTERNATIVE 1

Add patient to the system

Patient details
entered by doctors Patient file

Check patient who need

appointment

Making appointment

Appointment

Sending appointment notification

Appointment
to patients
notification
 #ALTERNATIVE 2: PHONE CALL

Patients will be called or sent messages when results are ready.

BENEFITS

- Can reach all patients.

- Immediate feedback.

COSTS

* No record of what is said during the call.

* The person might not be available to take the call or message.

* Line might be engaged when you call hence patient might not get notification.

DATA FLOWCHART ALTERNATIVE 2

Patient Input patient Patient file

Appointment Make Appointments

file appointment

Sending message Patient

 SYSTEM FLOWCHART ALTERNATIVE 2

Add patient to the system

Patient details
entered by doctors Patient file

Check patient who need

appointment

Making appointment

Appointment

Sending appointment notification

Appointment
to patients
notification
# ALTERNATIVE 3: DOCTORS AID

Doctors Aid is designed for doctors, it provides following features, patient management,
appointment management, payments aspects of appointment and reports to review payments.

BENEFITS

-Communication capabilities-voice calling and text

-Notify patients about outstanding balance

-Clinical software applications-disease diagnosis and medical calculations.

COSTS

- Training users.

-Maintenance of hardware.

DATA FLOW DIAGRAM OF DOCTORS AID

PATIENT Name, Gender INPUT

Phone number, PATIENT TO Patient
Address, Age THE SYSTEM History PATIENT FILE

MAKE Patient ID, Time,

APPOINTM APPOINTMENT
Doctor’s Name,
ENTS FILE
Date of appointment

Patient ID,
PAYMENT
Amount paid PAYMENTS
ACCOUNT
FILE
 Outstanding
PATIENT
SENDIND Balance details
MESSAGE
SYSTEM FLOW CHART OF DOCTORS AID

PATIENT DETAILS ADD PATIENT TO

ENTERED BY THE SYSTEM
DOCTORS PATIENT FILE

CHECK PATIENT
WHO NEED
APPOINTMENT

MAKING
APPOINTMENT FILE APPOINTMENT

PAYMENTS

SENDING POP UP
PAYMENYS APPOINTMENT NOTIFICATION
ACCONT FILE NOTIFICATION TO MESSAGE
PATIENTS

QUESTION 4
CHOSEN SOLUTINS. LIST AND EXPLAIN REASONS WHY THE SOLUTION YOU ARE TO DESIGN WAS
CHOSEN.

We chose doctors aid over there 2 alternatives looking at the following criteria costs, benefits,
technical and economic feasibility.

-With use of Microsoft access software we are able or capable to develop our system as compared to
expertise and needs or demands of the other 2 alternatives.

-We also have the necessary technology being the hardware and software (Microsoft access) to
develop these system.

-It has good interface and response time that is to say patient’s notificatications are in real time.

There is a greater economic payoff as compared to other alternatives. With doctors aid costs of
developing the system are reduced. Doctor’s aid covers a wide range of people (payoff).

QUESTION 5

STRUCTURED ANALYSIS. FOCUSES ON SPECIFYING WHAT THE NEW SYSTEM OR APPLICATION IS

REQUIRED TO DO.

An application that will be used to notify patients is doctor’s aid. These application will have patient
information, payments of services rendered to patients. It also contains a section where
appointments will be made. After the results have been released the patient will be notified by a text
message. An appointment will be set for the patient to come and see the doctor. Under patient
history it outlines the disease that the patient has diagnosed with. It entails the occurrence of the
disease symptoms and the treatment. That’s where the doctor make an appointment to the patient.
After the appointment is made the patient can pay the amount charged and the system send the
message or call the patient about all outstanding balances.

QUESTION 6

STRUCTURED DESIGN. FOCUS ON THE DEVELOPMENT AND SOFTWARE SPECIFICATIONS. PROVIDE

REASONS WHY MS ACCESS WAS USED IN DESIGNING THE NEW SYSTEM THAN ANY OTHER
SOFTWARE AND ITS FEATURES.

MS ACCESS- is a cost friendly option that saves ample time in creating a database.

- It is ideal for individual users and small teams like us.

- Allows building and publishing web databases effortlessly.

- The ability to maintain relationships between different data tables.

QUESTION 7
SYSTEM DEVELOPMENT LIFE CIRCLE MODEL OR SOFTWARE DEVELOPMENT PROCESS MODEL. LIST
AND GIVE REASONS WHAT MODEL YOUR DESIGN HAS ADOPTED.

We are going to adopt the Waterfall model to assist us in the development of our software. In this
model each phase must be completed before the next phase can begin .We chose these model
because; it is suitable for our project because it is well suitable for smaller projects like us.

Looking at our project, its requirements are not susceptible to change hence making these model
suitable for the project.

Clearly defined stages: it’s easy for the analyst to articulate tasks as they know and understand what
to do at each stage.

Well understood milestones: Due to the fact that it is broken down into phases and the millstones
are well defined, it’s easy to know who does what and when the project deliverable is due.

QUESTION 8

GANTT CHART. SHOW THE SCOPE, ESTIMATED DATES AND TIMES OF COMPLETION.
ID Task Task Name
01 September 01 October 01 November 01 December 01 January 01 February 01 March 01 April 01 May 01 June
Mode 24-09 08-10 22-10 05-11 19-11 03-12 17-12 31-12 14-01 28-01 11-02 25-02 11-03 25-03 08-04 22-04 06-05 20-05 03-06 17-06 01-07
1 ANALYSIS MHLANGA
2 Problem identification
3 Need analysis
4 Identify objective of
proposed system
5 Data collection
6 Evaluation of user's
perception
7 Evaluation of project
8
9 DESIGN NKWABU
10 Identification of
possible solution
11 Choosing solution
12
13 TESTING SEBOLA
14 Normal testing
15 Abnormal testing
16 Extreme testing
17
18 IMPLEMENTATION MOTHOWAENG
19 Paralel implementation

ID Task Task Name

01 September 01 October 01 November 01 December 01 January 01 February 01 March 01 April 01 May 01 June
Mode 24-09 08-10 22-10 05-11 19-11 03-12 17-12 31-12 14-01 28-01 11-02 25-02 11-03 25-03 08-04 22-04 06-05 20-05 03-06 17-06 01-07
20
21 EVALUATION AND ITUMELENG
MAINTENANCE
22 Assesment of the new
system
23
24 DOCUMENTATION GAOBIFE
25 Creating a user guide
26
27 CLOSURE RAPELANG

QUESTION 9
OBJECTIVES OF THE NEW SYSTEM. LIST AND EXPLAIN THE OBJECTIVES OF THE SYSTEM IN
COMPUTER TERMS.

*APPOINTMENTS- To enable patients to see their doctors and get feedback on their medical results.

* PAYMENTS ASPECT- To generate payment report and be able to calculate the outstanding balances
through the use of queries.

* INFORMATION STORAGE- Collection, processing and storing of patient information for later use and
easy retrieval.

QUESTION 10

USERS. WHO ARE THE USERS OF THE SYSTEM, WHAT CAPABILITIES SHOULD THEY HAVE?

-DOCTORS

-should be computer literate.

-Be good in English.

QUESTION 11

SYSTEM REQUIREMENTS. DOCUMENT CONTAINING AN ABSTRACT DESCRIPTIONOF;

(a) USER FUNCTIONS THE NEW SYSTEM IS EXPECTED TO PROVIDE

Doctor’s aid is designed for doctors who run an Out Patient Department ( OPD ). These
system provides the following features/ functions.
- Patient management.
- Appointment management.
- Reports to review payments.
(b) CONSTRAINTS UNDER WHICH THE SYSTEM MUST OPERATE UNDER.
- Login and password; it’s used for identification of user and there is no facility for guests.
- Graphical User Interface is only in English thus other users who do not understand English
cannot use the system.
(c) TOOLS USED TO DETERMINE THE REQUIREMENTS
 OBSERVATION – In order to determine the requirements of the system, the system
analyst had to

d. CASE TOOLS
-DATA FLOW DIAGRAM

PATIENT Name, Gender

Phone number, INPUT Patient
Address, Age PATIENT History PATIENT FILE
DETAILS

MAKE Patient ID, Time,

APPOINTM APPOINTMENT
Doctor’s Name,
ENTS FILE
Date of appointment

Patient ID,
PAYMENT
Amount paid PAYMENTS
ACCOUNT
FILE

Outstanding
SENDIND PATIENT
Balance details
MESSAGE
 SYSTEM FLOW CHART

PATIENT DETAILS ADD PATIENT TO

ENTERED BY THE SYSTEM
DOCTORS PATIENT FILE

CHECK PATIENT
WHO NEED
APPOINTMENT

MAKING
APPOINTMENT FILE APPOINTMENT

PAYMENTS

SENDING POP UP
PAYMENYS APPOINTMENT NOTIFICATION
ACCONT FILE NOTIFICATION TO MESSAGE
PATIENTS
e. DERIVE SYSTEM REQUIREMENTS, HARDWARE AND SOFTWARE TO BE USED. AN EXPLANATION
OF EACH PIECE OF HARDWARE WILL BE USED

HARDWARE SYSTEM SOFTWARE SYSTEM

USE USE
MONITOR To output information MICROSOFT ACCESS To help analyze patient
as being entered information and
calculate queries, make
forms and reports
MOUSE Used as an input
device and move
cursor around for
navigation
KEYBOARD To input patient data
PRINTER To output reports
forms in a form of hard
copy
INK CATRIDGE Ink deposited onto
paper during printing

QUESTION 12

TESTING. TEST PLANS AND DATA USED

NORMAL DATA TESTING TECHNIQUE- Will be adopted to thoroughly test the system before been
introduced. This is done to make sure that all parts of the system work correctly with normal data.
Normal test data is used to check that a system can handle the sort of data that would be expected
during day to day use.

QUESTION 13

IMPLEMENTATION PROCESS. HOW WILL THE SYSTEM BE IMPLEMENTED AND REASONS FOR
CHOOSING THE IMPLEMENTATION PROCESS.

*PARALLEL IMPLEMENTATION- With this strategy, both the old and new system will be used
alongside each other for a certain period of time, both been able to operate independently. If the
new system works well it will continue to operate as the only system and the old system will be
stopped.

The main reasons why we chose parallel implementation is because it;

- will enable the users of doctor’s aid to familiarize themselves with the system whilst also using their
old system and eventually use it alone.

- If doctor’s aid fails to perform its required functions, the old system can immediately be used.

- Doctors aid will then be compared with the old system by the users of this new system.
QUESTION 14

ORGANISATIONAL CHALLENGES. LIST AND EXPLAIN THE CHALLENGES

- Training personnel to operate the new system may be costly to the organization.
- Employees may resist the new system since they are accustomed to the old system.