hosiptal management system project

8/12/2019 Hosiptal Management System Project

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Subject Title: Computer Studies Project

Submitted by: Lamak Qaizar

Senior II T, The City School ,Darakhshan Campus !", #arachi

Subject Code:$%&%'(

Candidate )umber:

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Table of ContentsTable of Contents................................................................................................................2

Acknowledgement...............................................................................................................3

Analysis...............................................................................................................................4

Company Profile.................................................................................................................5

The Saifee ospital Pharmacy...........................................................................................5

!rgani"ational ierarchy..................................................................................................#

$ist of %epartments............................................................................................................&

Chosen %epartment...........................................................................................................'

Problem %efinition............................................................................................................. (

%escription of the )*isting System..................................................................................++

,nde* of Stock ,nward - ! tward /egister......................................................................+2

Stock ,nward - ! tward /egister.....................................................................................+3

,np ts0 ! tp ts and Processes.........................................................................................+4

Cash 1emo.......................................................................................................................+5

) al ation of the )*isting System...................................................................................+&

Advantages.............................................................................................................................. 17

Disadvantages......................................................................................................................... 18

S ggested ,mpro ements..................................................................................................+(!ther Possible Sol tions..................................................................................................2

) al ation of the Possible Sol tions...............................................................................2+

/ecommended Sol tion Comp teri"ation ACC)SS6....................................................22

) al ation of the recommended sol tion........................................................................24

Advantages.............................................................................................................................. 24

Disadvantages......................................................................................................................... 24

Aims and !b7ecti es..........................................................................................................25

General Business Related Objectives....................................................................................25Co !uter Related Objectives................................................................................................ 2"


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Acknowledgement

+irst o all, I -ould like to thank my help ul and in.enious computer studiesteacher, /s0 1uma, -ithout -hom e2en an inch o this project -ould not ha2e been

possible0 Then I -ould like to thank my parents, -ho supported me throu.hout andencoura.ed me -hen I -as do-n0 )ot to or.et Sir0 !zhar, our computer lab assistant-ho helped me make this project a success0

I -ould also like to thank se2eral cooperati2e members and sta o the Sai ee1ospital Trust and the Sai ee 1ospital Pharmacy, especially /r0 +azal #arim, -hoallo-ed me to operate on his -onder ul company0


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Analysis


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Company Profile

The Sai ee 1ospital pro2ides primary and secondary health care ser2ices0 It is a.eneral hospital and is mana.ed by a Trust0 It is a not3 or3pro it or.anization and it hasal-ays pro2ided compassionate, ethical, accessible and hi.h 4uality care to the patients-ho ha2e approached or 4uality care0

Sai ee 1ospital is a complete health solution or the people residin. in #arachiand or those orei.ners -ho are seekin. competiti2e sur.ical solution in the sub3continent0 The hospital comprises o &%% beds includin. 5 6IP, &7 Pri2ate, &8 Semi3Pri2ate and 87 special care beds are a2ailable in IC90 The 1ospital has 8 peratin.Theaters e4uipped -ith the latest state o the art e4uipment0 To acilitate publicaccessibility and con2enience, Sai ee 1ospital has (5 hours ser2ice a2ailability or all

basic hospital needs like Laboratory, Pharmacy, ;3pected rom them0 They ha2e or.anized +reeCamps to ser2e the needy0 ?ith the co3operation o these doctors Sai ee 1ospital hasearned a respectable name not only amon.st the nati2es o #arachi but or the orei.n

patients -ho come to Pakistan or sur.ical needs0

The location o Sai ee 1ospital is:

T3&, @lock3+, )orth )azimabad,P0 0 @o> number $5$%% #arachi,Pakistan0

The Saifee Hospital Pharmacy

The Sai ee 1ospital Pharmacy is located inside the hospital near the entrance to

pro2ide easy access or its customers0 It has a -ide ran.e o medicines rom plasters to pills and tablets0 It is open (5>$ throu.hout the year, e2en on holidays0 Amployees -orkin day and ni.ht shi ts, 5 in the day and one or t-o at ni.ht0 The pharmacists and

pharmacy salesmen operate in the shop0 !ll the data is stored in re.isters0 9sually theshop is pretty busy durin. the day and 2ery silent durin. the ni.ht0 It is completely un3computerized0


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Organizational Hierarchy

Trustees

!dministrati2eCommittee

!dministrator

!ccounts/ana.er

Chie /edicalicer

/edicalSer2ices

/aterial/ana.ement

Pharmacy/ana.ement

Pharmacist

PharmacySalesmen

!ccountant

!ssistant!ccountant

Corp0 Crediticer

)urseSer2ices'Sta

CashCollection

DepartmentContract

Department


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List of Departments

The pharmacy consists o these t#ree departments:

Stock Control Department Sales /ana.ement Department Payroll Department

Stock Control Department

The stock control department mana.es and records the purchasin. rom thesupplier and the sellin. to the customers o the stock0 It is also on the -atch out or

better and ne- suppliers0

Sales Department

This department deals -ith the marketin. and the sales o the products the pharmacy deals -ith0 It analyzes all the sales and creates reports accordin.ly0

Payroll Department

The payroll department is in char.e o the employee"s salaries0 Aach employeessalary depends upon the hours -orked0 ?orkin. o2ertime also increases their salary0 Payslips are made and salaries are distributed at the end o each month0


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Chosen Department

The departments I ha2e selected are the $toc% Control and the $alesDepartments0 The main priority o these departments is to restock the pharmacy and keeptrack o all the sales the Sai ee 1ospital Pharmacy is makin.0 They irst ha2e to keepcheck o ho- much o each product has been sold and then they ha2e to place orders tothe suppliers at such a time that be ore the product has been completely sold out, therestockin. product has arri2ed0

This department re4uires a system that has to store in ormation re.ardin.:

Items Details Sales Supplier Details


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Problem Definition

The Sai ee 1ospital pharmacy operates in a manual ashion and is notcomputerized0 This causes a lot o problems or the mana.ement and they are as ollo-s:

The manual system is slo- and time consumin. It is di icult to or.anize data It is prone to errors The data .ets lost or misplaced Paper consumption is hi.h

Slo- and time consumin.

The manual system is time consumin. and 2ery tedious0 +irst the shop keeper hasto look or the product and sell it to the customer0 1e also has to issue a receipt to thecustomer0 /ost o the time the customer lea2es unsatis ied because o the slo-

processin. the shop keeper per orms0 ! ter the customer has le t, the shop keeper has torecord ho- much o each product has been sold and has to calculate the 4uantity le t instock0 A2erythin. is recorded in a re.ister by hand0 Then i the 4uantity is lo-, he placesan order to the suppliers0 This is all a slo- process and is 2ery time consumin.0Sometimes they run out o a product -ithout noticin. and this annoys the customersresultin. in them .oin. to another store0

Di icult to or.anize data

!ll the data has to be stored in re.isters and so keepin. track o each medicine isdi icult0 It is e2en harder to search or records rom the re.ister0 !ll the re.isters arestored on cabinets0

Prone to errors

!ll o the data is -ritten do-n by hand, so a lot o mistakes occur0 The recordeddata is not accurate and most o the times not reliable0 ! computerized system couldeasily 2alidate data and report to the user -hen some incorrect data -ould be inserted0


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Data .ets lost or misplaced

The data is stored in re.isters and so the shop keeper could misplace the records

or e2en lose them0 +or e>ample i he -rote do-n the phone number o a ne- supplier ona piece o paper, he could easily lose it and -hen the time to reorder the stock -ouldcome, he -ould not be able to ind the phone number and this could be 2ery disastrous

or the shop0 /any o the customers -ould be lost0

Paper Consumption is hi.h

!ll the transactions and other important in ormation are stored on paper0 2ertime too much paper -ork is accumulated and to store all the re.isters and papers take upa lot o space0 This space could be used in a better -ay, but is un ortunately used up by

the stora.e o re.isters0


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Description of the !isting System

The Customer !rri2esThe customer arri2es and asks or a particular medicine or medicines0 It may be

asked 2erbally or a slip may be .i2en to the employee on -hich the name o the medicinemay be -ritten0

The Amployee SearchesThe employee searches or the medicine throu.h hu.e shel2es that the customer

has re4uested or0 This is the most time consumin. period0 Dependin. on the memory othe employee and his e>perience, he returns -ith the medicine0 In the unlikely e2ent othe medicine bein. una2ailable, the customer is .i2en the bad ne-s and he'she lea2es the

pharmacy unsatis ied0 I it is a2ailable, the ne>t step is ollo-ed and i it is not, theemployee places an order or that product0

The Payment is madeThe employee reads the price ta. s , makes some calculations and asks the

customer to pay accordin.ly0 nce the customer pays, some more calculations may ha2eto be made i there is chan.e to be .i2en0

The t, a receipt is illed out by the employee, the name o medicine, price o

medicine, date, totals and si.nature o employee ha2e to be illed out0 T-o copies aremade, one or its o-n records and one or the customer0 It acts as the proo o purchase

and is re4uired i the customer -ishes to chan.e the purchased medicine -ith anotherone0

The Customer Departs!s the customer departs, the employee attends to the ne>t customer or checks i

the sold item is su icient enou.h in stock or more o it has to be ordered0 I more has to be ordered, he -rites it do-n in the re.ister and -aits until the proper time comes to place the order0


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"nde! of Stock "nward # O$tward %egister


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Stock "nward # O$tward %egister


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"np$ts& O$tp$ts and Processes

!ll the transactions that take place are recorded in the $toc% &n'ard ( Out'ardRegister "0 Aach medicine or item has at least t-o pa.es dedicated to it0 The name o themedicine -ill be -ritten ne>t to !rticle"0

?hen an item is purchased rom the supplier:

?hen some 4uantity o an item is bou.ht rom a supplier, its transaction -ould be-ritten do-n in the particular medicines pa.e0 In the Particulars" column usually thesuppliers name is -ritten or i the item is o a kind -hich can be di2ided into cate.ories,the particular cate.ory is -ritten0

+or e>ample, the medicine Triaminic has la2ors such as Cherry and Stra-berry0In this case the Item )ame" -ould be Triaminic -hile in Particulars" one o its la2ors-ould be stated alon. -ith the name o the supplier0

In the


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Cash 'emo

The Cash /emo" is a proo o purchase or the customer0 The ori.inal is .i2en tothe customer a ter it has been illed in and si.ned by the shop keeper, -hile one copy iskept by the pharmacy or its o-n records0

The copies are kept in re.isters, but they are not or.anized at all0 This pro2es to be a tou.h challen.e -hen a report has to be .enerated0


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(al$ation of the !isting SystemAd(antages

There are hardly any ad2anta.es o the current manual system as compared to acomputerized system, the e- ad2anta.es that it has thou.h are o ten o2erlooked as theyare 2ery minor and do not hold much importance0

one* saved/ )o computers or P S terminals are re4uired0 This sa2es money and electricity0

0e'er ris%s/Since data cannot be hacked and 2irus attacks are not possible the risk le2el is muchlo-er0 1ard disk crashes are also impossible since there are no computers0

ase o use/! manual system is e>tremely easy to use and can be handled -ell by almost anybody0

$i !le training o e !lo*ees/Amployees don"t need to be computer literate and their trainin. is also 2ery simple0


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Disad(antagesThe disad2anta.es o the manual system can turn out to be disastrous or the

or.anization and can result in hu.e losses and unsatis ied customers0

3u an errors/Arrors by the employee are 2ery common especially calculation mistakes0

-i e consu ing/The time taken to search or medicines rom the shel2es is 2ery lon.0 /akin. the receipts

by hand and doin. all the calculations also takes a lot o time0

a!er 'asted/! lot o paper is used -hich costs money and is e2en -orse or the en2ironment0

$!ace consu ing/

The 2ast amount o space used up by the re.isters is a hu.e disad2anta.e as space is a precious element and usin. it or somethin. more purpose ul like storin. medicines etc0is much more meanin. ul0

navailable !roducts/ It is possible or the employee to not notice -hen a product runs out until it is re4uested

by the customer0 This is pro2es incon2enient or both the employee and the customer0


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S$ggested "mpro(ements

Proo


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Other Possible Sol$tions

!0 cel to store data0

C0 1irin. more labor The mana.ement could hire more employees so that -ork can be di2ided into

specialists0

D0 Trainin. the employees?orkshops could be carried out to train the employees on ho- to or.anize data

and make them more reliable0

A0 De2elopin. a computerized system usin. !ccess! completely customized computerized system could be de2eloped to meet the

needs o the pharmacy usin. /S !ccess, a complete data base packa.e0 Paper-ork-ould be minimized0


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(al$ation of the Possible Sol$tions

!0 pensi2e0 )ot customized to meet the needs o the pharmacy0 Can ha2e eatures not re4uired by the pharmacy0

@0 9sin. SpreadsheetsAdvantages

Aasy to store and 2ie- data0 Data can be 2ie-ed in .raphs and charts0

Disadvantages Di icult to use ormulas and make calculations0

C0 1irin. /ore Labor

Advantages /ore tasks can be carried out simultaneously0 Time -ill be sa2ed0 Specialists in each ield can be hired to impro2e e iciency0

Disadvantages 1uman errors -ill still occur0 /ore money re4uired more salaries to be paid0

D0 Trainin. the AmployeesAdvantages

Amployees -ill be more care ul not to make mistakes0 They -ill be 4uicker in doin. their tasks0

Disadvantages Stress and -ork load -ill not be decreased0


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1uman mistakes -ill still not be completely pre2ented0 /oney -ill be re4uired or hi.h 4uality -ork shops0

Reco ended $olution6Co !uteri ationACC $$9

I ha2e chosen a computerized system or the Sai ee 1ospital Pharmacy0 This -ill be the most reliable and undoubtedly the most customized option possible0 It -ill be most bene icial or both the employee and the customer0


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(al$ation of the recommended sol$tion

Ad(antages

The computerized system -ould be secure0 !uthorization -ould be re4uired to per orm any task on the system0

It -ould be user3 riendly0

It -ould be reliable and e icient0


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Aims and Ob)ecti(es

?ith the inception o the ne- computerized system, I -ould like to keep theollo-in. aims and objecti2es in mind0

*eneral +$siness %elated Ob)ecti(es

-o a%e t#e $*ste 0ast; icient and -i e ConservingTo pre2ent delays, the system -ill be desi.ned to run in the most e icient o

manners0 )o time -ill be -asted in makin. reports as they -ill be .enerated by thecomputerized system automatically0

-o &ncrease Custo er $atis actionThis objecti2e carries .reat importance and is one o the most important ones that

I -ill deal -ith0 It is 2ery important the customers lea2e satis ied and are loyal to theSai ee 1ospital Pharmacy0 ! situation -here the customer has to .o to another

pharmacy must be a2oided0

-o &ncrease ro itsnce the computerized system is implemented, the number o employees -ill be

reduced to a minimum0 This -ill end up as a pro it because e-er salaries -ill ha2e to be paid0 The runnin. cost o the system -ill be lo-0

-o a%e it De!endableThe system -ill be made as dependable as possible, so that both the employee and

the customer ha2e no doubt about the -orkin. o the computerized system and canully trust it0


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Comp$ter %elated Ob)ecti(es

1. $ecurit* o DataThe data must be kept secure rom unauthorized users o the pharmacy and their

access to the database must be pre2ented0 This can easily be achie2ed by usin. lo.inorms0

2. as* Addition; Deletion or diting o t#e DataDaily, the records ha2e to be edited, added or deleted in the pharmacy and so this

has to be an easy to per orm task0 !ll the chan.es can simply be typed into thecomputer -ithout usin. any paper-ork0

es etc0 -ill be used0 )a2i.atin. throu.h the computerizedsystem -ill also be easy0

4. $earc#ing or RecordsThis -ill be one o the most simpli ied tasks to be introduced in the computerized

system0The employee could search in or the any record at any time -ith the data bein.retrie2ed almost instantaneously0

5. Organi ing t#e Data

The data -ill be kept or.anized and up3to3date at all times by usin. an e ecti2edatabase system0 This -ay data can be easily retrie2ed -ithout any hassles0

". Creating Re!orts6arious reports -ill be easily .enerated just throu.h a e- clicks rom the mouse0

This -ill conser2e a lot o time or the shop keeper0

7. =or al Data 'ill be Acce!ted!ll the inserted data -ill irst be 2alidated, i it -ill be normal" acceptable , it

-ill be stored in the database0 +or e>ample i the price o an item -ill be inputted, it-ould be checked that it is in numbers and that its di.its are -ithin the speci ied

ran.e0

8. Abnor al Data 'ill be Rejected!ll data that -ill be entered -ith an incorrect ormat -ill be rejected0 +or

e>ample i the Item Codes ha2e our di.its but the inserted 2alue has i2e di.its, anerror -ill occur speci yin. -hat e>actly the error is0 This -ill pre2ent any in2aliddata rom enterin. the database0


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>. ?tre e Data @alues 'ill be Acce!tedThe 2alidation rules -ill make sure that the e>treme 2alues o each ield -ill be

accepted0 +or e>ample i the ma>imum price or an item -ould be treme 2alue -ould be &%%% and the 2alidation rules -ould make sure that itaccepted this 2alue0

hosiptal management system project

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