Project Name: Clinic Management System

Name:
Student ID:
Instructor’s Name:
AGENDA:
1. Introduction
 Briefly Introduction Of The Project
 Problems Identification And Solutions
2. Scope Of The Project
3. Objectives
4. Deliverables
5. Milestones
6. Technical Requirements
7. Limits And Exclusions
8. WBS
9. Gantt Chart
10.Implementation, Testing And Deployment
11.Conclusions

Introduction
In the era of technology, where everything needs to be done efficiently and
effectively the existences of Clinic Management System (CMS) become necessary.
The used of CMS can enhance the services and also the work flow of all activity
that happens in hospitals where it helps in reducing the workload of medical staff,
the number of man power needed and it also make hospitals management become
more manageable and easier to control.

The Clinical Management System is windows-based software designed for

registration and management of patient’s records and easy access of the records.
The system will be used to assist the register, doctors, lab technicians and chemists
to store and manage patient records in a hospital or clinic for easier access and
reference. All these activities are done routinely and would be cumbersome on the
employees if done manually hence need of an efficient easy to use management
software that will help ease the workload on employees in the clinic/hospital.

Currently, there is a huge number of private and public hospitals that keep their
patients records in books and store them manually. it’s a very formal way of
storing data and records but the demerit of storing data in this manner is poor
handling of the books may lead to lose of data , the books are not that much secure
and are easily perishable furthermore books have no back up once lost cannot be
retrieved. Applying this system in such institutions will help manage these records
and preserve the information for longer periods of time and also make its access far
much simpler and easier; it also ensures accuracy and openness of the patient’s
details / records.

Scope of CMS:
The system has been facing problems due to its paper-based appointment system.
With the increase in the number of patients visiting, it has become difficult to
manage the appointment system manually. Recording of appointments and creating
registers by pen and paper has become a tedious task. And also it’s difficult to
manage huge number of patient database.

The COMS web-application gives solution to the polyclinics patients and

employees. This system which manages complete polyclinics details in a single
application and in a single database. The users will use this system to handle all the
functionality easily. Doctors will also use the system to keep track of the patients
consulting to them. The intentions of the system are to reduce over-time pay and
increase the number of patients that can be treated accurately. Requirements
statements in this document are both functional and non-functional. We Make
Clinic Management System in which we check daily Patient Fee System.

OBJECTIVES:

Objectives of the system

 The Enable better supervision of employees.

Employees are the core entity in ensuring maximum and sufficient service.
The problem is in the supervision, where employees are bound to get away
with anything without the institution’s notice. The new system will have a
record of all stake holders involved in the institution, including employees.
This will establish a clear strategy that will ensure easy employee
supervision.

 Reduce operational cost.

Since a single system will be set to monitor and process loads of the
institution’s operation, this will cut down on the unnecessary spending. The
rest of the capital will help in improving the institution facilities and other
amenities.

 Justification of the computerized system

The main aim of a hospital or any clinical organization is to maximize profits.

The software product will help in achieving this in the following ways;

1.3.1 Reduce cost.

Reducing operational cost. Our project aim is to come up with a software
product that will reduce the operational costs of a business. There will be no
use of purchasing stationery and hence reduced operational costs.
 Curbing fraud by the employees. Our software will enable effective
employee supervision and stringent measures that will hinder office fraud.

Reducing errors. Our software will provide proper validation techniques that
will collectively reduce errors done when recording data.

Increase revenue

It will improve customer relations. My software’s final aim is to improve the

patients experience by enabling an easy environment to operate in and hence the
patient’s satisfaction is achieved leading to more patients and higher revenue.

Increased efficiency and effectiveness:

Enabling ease of access to information concerning each patient and their

previous records thus guaranteeing efficiency and effectiveness.

PROBLEMS OF EXIST HMS SYSTEM:

There are some challenges or problems that face our current Clinic
Management System
In our country, most clinics and hospitals have not embraced the new technologies
that can improve their management and also profits.as a result, most of them use
analogue systems to capture and manage data.

Large space usage. Use of paper to record data requires large space for storage
over time. This can be seen in many places where analogue systems are in use.

Inefficient back up methods. Old systems especially that which are analogue do
not provide effective ways to back up data and as a result data can be permanently
lost in the event data is damaged or misplaced. This may lead to the collapse of the
institution.
.Analogue systems do not allow efficient supervision of its users and thus
employees are likely to commit fraud undetected and get away with it.

Deliverables:
 The final system that will be delivered at the completion of the project will
contain the following:
1. A complete working website with a Login (authentication) system.
2. Documentation on the use of the system.

The development of Clinic Management System is scheduled to be completed in

approximately six month. The hardware. Software, system component, user’s
requirements, method of requirement user’s need. The overall cost of this
requirement is determined so as to deliver the system in time. Usually, there must
an existing system that had been developing similar with the new system that will
be implementing. The natures of this infrastructure need to be
This step is done to make sure that the appropriate technique and methods are used
in order to gain information for this system. A lot of interview, research, collecting
and other activity need to be done to make sure that the all the project requirement
will be fulfill

Milestones:
The different stages or checkpoints in the development cycle of (CMS)
The software development cycle for a hospital management system generally
consists of the following stages:
Planning and requirements gathering: This is the first stage in the development
cycle, where the various stakeholders involved in the project (e.g. hospital staff,
administration, etc.) come together to discuss the goals and objectives of the
system. This stage also includes developing a high-level requirements document
that will serve as a blueprint for the rest of the project.
Design: In this stage, the software architects and developers work together to
design the overall structure and individual components of the system. This includes
both functional and non-functional aspects such as usability, performance,
scalability, etc.
 Implementation: Once the design is complete, it is time to start coding! The actual
implementation can be done by in-house developers or by external vendors,
depending on the size and complexity of the project.
Testing: An important part of any software development project, testing helps
ensure that the system meets all the requirements specified in the earlier stages.
Testing can be done manually or using automated tools, and usually happens
concurrently with implementation.
Utilization: Once everything has been tested and found to be working as expected,
it is time to deploy the system into production. This stage typically involves some
amount of user training as well so that everyone knows how to use the new system
effectively.
i) Feasibility study

The goal of a feasibility study is to evaluate alternative system and to purpose

the most feasible and desirable system for development.

It consists of the following:

 Statement of the problem

 Summarizing of findings and recommendations
 Details of findings
 Recommendations and conclusions
I addressed five types of feasibility study in my research, they include the
following.
Operational Feasibility
The system is operationally feasible.
1. Time Feasibility
Being a small system and given the period of three months of development, it is
time feasible.

2. Economic Feasibility:
 A network-based system requires a lot of equipment such as cables, hubs etc.
This requires a lot of initial capital to install the network. On the other hand, it
allows sharing of resources and information and centralized administration hence
cheaper.

3. Technical Feasibility

Since it is not a complex system, we have the technical feasibility of developing

the system.

4. Time Feasibility

The system is a small one and hence the time frame of three months allocated for
development is enough hence there is time feasibility.

From the above we choose to use a network based database system because as
compared to the other strategies, it more feasible. It will contain an interface that is
distributed in the network and is connected to a central data-base.

Feasibility study involves cost/benefit analysis. In the process, the cost and
benefits are estimated with greater accuracy. If cost and benefit should be
quantified to make a good system that is affordable.

Technical Requirements:
Hardware Minimum specification Use
Processor 1 gigahertz (GHz) or For development purposes
faster
RAM 256 megabytes (MB) and For development purposes
above.
Hard disk space 16 GB (32-bit) or 20 GB For development purposes
(64-bit)

Software requirements Minimum specification Use

Operating System Windows XP, Linux For development purposes
Mozilla Firefox browser. Version 7 For development purposes
MS access Version 7.3 For development purposes
Visual Basic Version 6.0 For making the database.
Internet Connection
Limits and Exclusions:
During developing the hospital management system it is crucial to consider various
limits and exclusion that may affect the project. Some important constraints are as
follows.
Budget: limited budget may restrict the inclusion of advanced features or the
hiring of additional resources.
Time: Limited time may lead to rushed development potentially compromising the
quality of the system.
Resources: Lack of resources may hinder the implementation of certain
functionalities.
Scalability: Failure to plan for scalability may result in the need for costly system
upgrades or replacements in the future.

Work Break down Structure of Project:

Gantt Chart:
Implementation, Testing and Deployment
Implementation

 Build prototype of the clinic management system

 Implement clinic management system data entry Windows.
 Implement module/sections of the clinic management system

Testing

a) Unit testing
b) Integrated testing
Delivery

 Train staff
 Deliver documentation
 Budget and schedule
CONCLUSIONS
I believe I have done enough research on the Project and am ready to start and
complete the project over the period specified and also make the delivery. A lot of
research and survey, as well as the documentation analysis need to be done in order
to make sure that the information are accurate and the system is more efficient and
also systematic. The research that had been done is concluding in the Literature
Review. Analysis is done to make sure that the data can be used as a guideline for
developing this system. There are existing systems which involve in this chapter.
The existing system tells about how they work and what the requirements that need
from their users are. This kind of information is gathered and an analysis is done to
select the appropriate features to be developed to the new system (Development of
clinic Management System for School Clinic).
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