HARAMAYA UNIVERSITY

COLLEGE OF COMPUTING AND INFORMATICS

School of Information System

Report on practical Attachment in Information SystemIS

Title: -Wollega University Referral Hospital

PreparedBy:GemechisShiferaw………..607/08

In campus supervisor. Ms Bure Alemayew

Organization supervisor.Dr. Zafar Sheikh

Report submitted to- School of Information System

Haramaya University, 2018

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2018

Report on practical Attachment Information System IS(IS413)

Prepared by: -:Gemechis Shiferaw………..607/08

Organization that hosted

Name: WOLLEGA UNIVESITY

Region OROMIA

Zone: EAST WOLLEGA

District: NEKEMTE

Town: NEKEMTE

P.O.BOX 395

Telephone +251576617981

The supervisor’s profile

Name: Ms.Bure Alemayew

Phone:+251957546842

Profession: - Computer Science

Positions: - SystemAdministrator and System Designer.

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Acknowledgment

The internship opportunity I had with Wollega University was a great chance for learning and
professional development. Therefore, I have consider as a very lucky as I provided with an
opportunity to be a part of it. First of all I would to thank my almighty GOD of all creatures in
giving as the strength and fully health to do this project of internship. The satisfaction that
accompanies that the successful completion of any task would be incomplete without the
mention of people whose ceaseless cooperation made it possible, whose constant guidance and
encouragement crown all efforts with success. We also grateful for having a chance to meet so
many wonderful people and professionals who led as through this internship period. We are
grateful to our project advisor Ms. Bure Alemayofrom Wollega university for their guidance,
inspiration and constructive suggestions that help me in preparation of this project and who in
spite of being extraordinarily busy with their duties, took time out to hear, guide and keep me on
the correct path and allowing as to carry out my practical attachment at their esteemed
organization and extending during the training. Then I would like to thank our department,
school of Information Systems, for giving us the opportunity to match my theoretical concept
with practical skills. Next to this, I would like to provide great thanks to my advisor and
instructor Dr. Zafar Sheikh.I perceive this opportunity as a big milestone in my career
development. I will strive to use gained skills and knowledge in the best possible way, and I will
continue to work on their improvement, in order to attain desired career objectives. Hope to
continue cooperation with all of you in the future.

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Abstract

Wollega University Referral Hospital is, a Hospital with old and manual management system of
both workers and patients of the Hospital. The system is very tires both the management and
workers of the university. It is time, cost and effort ineffective compared to other system of the
university on work. So that, this system mainly focuses to overcome the problem like cost, time,
authentication,confidentiality and availability. For the proposed system we decided to use
Waterfall model Linier framework, OOSAD for system design, HTML, Sublime text3 editor
and PHP for front-end and MYSQL in the back end. To implement the system efficiently, by
using those methods we tried to develop the Wollega University Referral Hospital Management
System. The purpose of this system is to improve the manual system into automated system in
order to increase efficiency and effectiveness of information retrieval. To develop these systems,
of Wollega University Referral Hospital, we used the different method of requirement gathering
like interviewing and observation. Finally we have made an automated and new system for
management of universities stakeholders, like physician, nurses, receptionist and patients. My
system has solved the problem related to time, cost and efforts. We will discuss the above in
details below.

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ABBREVIATION

DB: Database
HTML: - Hypertext Markup Language

MYSQL: - (Its name is a combination of "My", the name of co-founder Michael Widenius's
daughter) and Structured Query Language.

OOSAD: - Object Oriented System Analysis And Design.

PHP: - Hypertext Preprocessor

UI: - User Interface.

UML:-Unified Modeling Language

WU: - Wollega University

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CONTENTS

ACKNOWLEDGMENT ........................................................................................................................ 1

ABSTRACT ...................................................................................................................................... III

ABBREVIATION .........................................................................................................................IV

CHAPTER ONE ............................................................................................................................. 1

INTRODUCTION .......................................................................................................................... 1

1.1. BACKGROUND OF THE ORGANIZATION ................................................................................. 1

1.1.1 MISSION............................................................................................................................ 1

1.1.2 VISION .................................................................................................................................... 2

1.1.3 CORE VALUE ...................................................................................................................... 2

1.1.4 ORGANIZATIONAL CHART ...................................................................................................... 3

1.2 STATEMENT OF THE PROBLEM ................................................................................................... 3

1.2.1 LIMITATIONS OF EXISTING SYSTEM.................... ERROR! BOOKMARK NOT DEFINED.

1.3 TASK ASSIGNED ................................................................................................................... 4

1.3.1 TASKCOMPLETED……………………………………………………………………..5

1.3.2 TASK NOT COMPLETED ............................................................................................... 5

1.4 OBJECTIVE ............................................................................................................................. 3

1.4.1 GENERAL OBJECTIVE .......................................................................................................... 4

1.4.1 SPECIFIC OBJECTIVE ...................................................................................................... 4

CHAPTER TWO ............................................................................................................................ 6

METHODOLOGY ......................................................................................................................... 6

2. DATA COLLECTION ...................................................................................................................... 6

2.1.1 INTERVIEW .......................................................................................................................... 6

2.1.2 OBSERVATION ..................................................................................................................... 6

2.2 DIFFICULTIES IN INTERNSHIP ..................................................................................................... 7

2.4 STRENGTH AND WEAKNESS OF HOSTING ORGANIZATION ........................................................... 7

 2.4.1 STRENGTH........................................................................................................................... 7

2.4.2 WEAKNESS ......................................................................................................................... 8

CHAPTER THREE ........................................................................................................................ 9

3.1 RESULTS ................................................................................................................................. 9

3.1.1: SAMPLE USE CASE ........................................................................................................... 10

3.1.2: CLASS DIAGRAM ............................................................................................................. 12

3.1.3: HOMEPAGE UI ................................................................................................................. 14

3.1.4:- UI (USER INTERFACE)..................................................................................................... 15

3.3 RECOMMENDATIONS TO THE SCHOOL OF INFORMATION SYSTEM. ............................................ 16

3.4 RECOMMENDATIONS TO HOST ORGANIZATION......................................................................... 17

3.5 CONCLUSION. .......................................................................................................................... 17

3.6 REFERENCE………………………………………………………………………………..11
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CHAPTER ONE

INTRODUCTION

The project so called “Wollega University Referral Hospital” is available to be used in the
Nekemte town. The essence for which this project is conducted for the Wollega University
Referral Hospital to solve problems that found on. At this time the Hospital system in Wollega
University is done manually and they use number of labor to transfer patient information from
Receptionist room to the doctor, The information is very difficult to retrieve and to find
particular information like- E.g. - To find out about the patient’s history and the user has to go
through various registers. This results in convenience and wastage of time. So the existing
system is weak and does not treat all patients on time. So I am going to develop web based
Wollega University Referral Hospital system that overcomes the problems of the existing
system. My new system enablesregistration of patients, storing their details into the system, and
also computerized billing in the pharmacy, and labs. The software has the facility to give a
unique id for every patient and stores the details of every patient and the staff automatically. It
includes a search facility to know the current status of each ward.

Generally this project life time will take around two months in Wollega University.

1.1. Background of the Organization

Wollega University Referral Hospital was built in 2009, and starts serving the students and
surrounded. In addition to this, it is practical centre for Wollega university medical students. It
currently has 232 beds, with an annual average of 30,000patients and a catchment population of
more than 1 million. Approximately 75% of the patients receive medical services free of
charge. There are over 800 clinical and non-clinical staffs.

The aims in providing quality, accessible and cost effective health care for its patients in a way
that inspires public confidence, give quality medical education for students coming from
different regions for our country.

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1.1.2 Vision

Wollega University Referral Hospital a spires to be the 25 top specialized teaching and referral
hospital in east Africa by 2033 for providing evidence based high standard of service and
quality medical education.

1.1.3 CORE VALUE

 Respect – We respect the dignity of each individual at all times.

 Compassion – We demonstrate our sincere compassion to all.
 Teamwork – We recognize, embrace and capitalize on the unique talents of everyone.
 Stewardship – We are prudent, careful and deliberate with all resources.
 Trustworthiness – We act with integrity and honor in all situations.

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1.1.4 Organizational Chart

1.2 Statement of the problem

During the requirement gathering I have notice that the Hospital has done everything manually.
They also manage patient information manually to assign to the doctor. It is highly error prone
and tedious work for the employees to handle the data recording process manually. And it’s also
time consuming. Sometimes there is also situation that the data or file may be lost. Existing
system refers to the system that is being followed till now. Presently all the hospital
functionalities are done manually. That is if a patient want to consult a doctor he can visit their
till his chance called. This is make the person very difficult. Out_Patient tickets are distributed
directly. The main disadvantage is time consuming.
1.2.1 Limitation of existing system

 Lack of security of data.

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 Time consuming.
 Consumes large volume of paper work.
 Manual work
 No direct role for the higher officials.
To avoid all these limitations and make the system working more accurately it needs to be
computerized.
1.4 OBJECTIVE

1.4.1 General Objective

This project of the “Wollega University Referral Hospital system,” is to design and develop an
automated system which used to automate the tasks done by hospital.

1.4.1 Specific objective

 To overcome the problem of manual applying and registration system

 Recording information about the Patients that come.
 Generating bills.
 Recording information related to diagnosis given to Patients..
 Keeping information about various diseases and medicines available to cure them.
 Time minimization
 It can save resource (No need of papers and written materials).
 Cost effective or low cost than manual based of duplicating more paper in every
evaluation time.
 To reduce the errors and the paper work

 To provide a 24/7 accessibility (Time and location flexibility)

 The system at any point of time can provide the details of registered information

 Enables fast data retrieval from the database

1.3 TASK ASSIGNED

The tasks assigned to as at WollegaUniversity are to develop the system that overcomes the
problem found in theWollega University Referral Hospital regarding to system discussed below.
Thissystemis the following:

 System that register patients.

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 System that assigns patients to outpatient department(OPD)

 Schedule workers for each day and specific timetable.
 Controls the blood bank status.
 Enable the administrator to post notification for all staffs.
 Enable administrator to control the medicine markets.
 Notify expired medicine.
 Enable administrator to have the overall control over the activities.
 Fully design of the system is not completed due to shortage of time.

1.3.1 TASK COMPLETED

 System that register patients.

 System that assigns patients to outpatient department(OPD)
 Schedule workers for each day and specific timetable.
 Controls the blood bank status.
 Enable the administrator to post notification for all staffs.
 Enable administrator to control the medicine markets.

1.3.2 TASK NOT COMPLETED

 Fully design of the system is not completed due to shortage of time

 Notify expired medicine.
 Enable administrator to have the overall control over the activities.

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CHAPTER TWO

METHODOLOGY

2. Data collection

Wellega University Referral Hospital, Nekemte was chosen as a case study due to easy access to
the medical information and the consultant. The Hospital was visited to collect appropriate
information. The purpose of the Study is to find out the current state of their management
system and how to make it more efficient.

2.1.1 Interview:-Various medical personnel were interviewed in other to know their duties and
challenges they are facing while discharging their duties. Written vouchers, bills of payment,
receipts and other test results were reviewed so as to get how the “System of Number” for
referencing and saving for future works and the platform of how to make the manual printed
reports into electronic one. For example we have asked sample question like below.

 How the existing system is work?

 The problem of existing System?

2.1.2 Observation:- Weobserve the physical manually working of the system, while the employee
and patients, and We used this method of observation as the best method to collect data about the
existing system to analyze the organization the previous Hospital system processes Obviously
observation is the best data collection method to get more understanding about what I was
analysis.

Requirement specification

The following sections will introduce some requirements of the system which is required from
the system after implementation

2.3.1 Functional requirement

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The system which I have developed has different functions or features which are actions of the
system to satisfy and be acceptable to the staff. The functional requirement that will be provided
by the Wollega University Referral Hospital system are the following:-

 Admin has his own page with specified account.

 All Staff is added by admin.
 Schedule is prepared only by scheduler of the system.
 Staff login with his/her private provided account.
 Receptionist register patients.
 Receptionist assigns patients to outpatient department(OPD).

2.3.2 Non-functional requirements

These are requirements that are required for functional requirements to reach its required
goal. Non-functional requirements of Wollega University Referral Hospital system are the
following:-

 The system interface easy to be used for the staff.

 The system is available anywhere and any time
 Every staff give service for patient through his/her account

2.2Difficulties in Internship

 There are some workers in the office who did not give correct information that was very
needed for the practice or study the problem that face them in their work place.
 Lack of electric power is also challenging me in order to doing my task that has given to
me.
 Due to narrow duration of the internship program time, I did not completed task assigned
to me.

2.4 Strength and weakness of hosting organization

2.4.1 Strength

 They try to discuss problems they faced.

 Giving different training for employees of the sector how they use computer like
computer application, internet access, etc.

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 Better training management program and they willing to help body taking training there.
 Good governance.
 They have respect and advice for the employee within organization they are working
with.

2.4.2 Weakness

 Lack of human resources.

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CHAPTER THREE

RESULT AND DISCUSSION

3.1 RESULTS

Since this kind of internship was completely new for as I had to acquire some new skills in
communication and project. Once I got started and I became more familiar with the processes
and computer software involved it became easier to work efficiently. These skills were not
difficult or challenging, especially not after I had been working at this organization for a couple
of weeks. But for me it was good to see what practical skills are required for a job like this.

Basically I have acquired experience over the following things:

 Learn how to communicate with employees and customer in the branch.

 We have gain an Experience how to develop web simply and securely using php.
 I understand how my field is used in real world and how can I get job after I graduate
from here.
 Methods of data collection and data analysis for effective decision making.
 I understand how much theoretical education of my field of study is used in real
situation.
 I gained experience how to serve the customer in a given task.
 I gained knowledge and experience in OOSAD, HTML and PHP more than I learned in
class.
 I understand how to manage and use time properly to do such type of projects and this
will help me in my final project.

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3.2 DISCUSSION

Discussion is one part of what I did and how I did with the important procedure and sequence of
my work. For all of this, I did the proposed above in the statement of problem namely Wollega
University Referral Hospital in the following manner. To start I did my project documentation
part within specific period of time, that mean from forty five days of internship I take from
beginning of internship day to the 15 day .through this I tried to know and put down part of the
documentation using unified modeling language and object oriented system analysis and design.
In this part of documentation we tried to put down and draw required diagram using edraw max
desktop application. As example from what I design and draw the sample diagram discussed
below.

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3.2.1 Sample Use case

Figure1: Sample Use case

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3.2.2Class Diagram

Figure2: Class Diagram

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3.3 Implementation progress

The entire project mainly consists of 8 modules, which are

 Admin module
 Doctor module
 Nurse module
 Pharmacist module
 Scheduler module
 Lab technician module
 Specialized Doctor module
 e module

Specialized Doctor module:

 Send patient to X-ray with their case.

 Send patient to pharmacist with their case .
 Send patient to lab technician with their case.

Receptionist module:

 System that register patients.

 Accept money.
 System that assigns patients to outpatient department(OPD).

Admin module:
This is the main administration platformused by the Chief Medical Director (CMD), hospital
admin, account and any other authorized personnel in the hospital to monitor overallactivities of
all the modules. E.g..
 Manage hospitals, doctor, nurse, pharmacist, lab technician, schedule maker, X-ray
technician, doctor specialized accounts.
 Watch transaction reports of payment by laboratory and pharmacist.
 Bed
 Watch blood bank
Doctor module:

 Manage patient and assign to IDP

 Provide medication for patients
 Watch blood bank.
 Watch bed status

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Pharmacist module:
This module maintains the data related to the servicing ofthe in-patient and out-patient of the
pharmacy department. It is more of drug order dispensary administration, billing. also

 Maintain medicine
 Keep records of hospitals stock medicines and status
 Manage medicine categories
 Watch prescription of patient
 Provide medication to prescriptions
Lab technician module:
 Watch prescription list
 Upload diagnostic report
Nurse module:
 Manage patient.
 Provide medication according to patient prescription

Scheduler module
 Scheduler can schedule working time for the Hospital’s staff

Homepage

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Figure3: Homepage UI

User interface(UI)

Figure4:- UI (User interface)

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Admin Page

Figure4:-Admin Page

Pharmacist Page

Figure6:-Pharmacist Page

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3.3 Recommendations to the school of information system.

I beilve that this practical attachement is very helpfull in promoting students theoritical
knowledges into the practical concepts, so I recommand that CCI should give Serious attentions
to the following things:

 Students practical attachemnt placemnets

 Serious follow-up by the assigned staffs during the reports.
 More time has to be assigned.

3.4 Recommendations to host organization.

 Advisor’s should give more time for practical session rather than theory class.
 They should have willing and motivation, for teaching what they know.
 Should permit students to do more with the equipments they have.

3.5 Conclusion.

Finally, the program called students practical attachemnts are very much issential for students to
gain different experiance which includes theoritical, practical and co-working. The Wollega
University Referral Hospital system is the project that aims at solving hospitals manual ways of
working in this digitals era. It automates the work of hospitals by computerized staff and
patients data managements system and reducing the work load of the hospitals workers. Hospital
Management System not only provides an opportunity to the hospital to enhance their patient
care, but also can increase the profitability of the organization. Hospital administrators would be
able to significantly improve the operational control and thus streamline operations. This would
improve the response time to the demands of patient care because it automates the process of
collecting and retrieving patient information.

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3.6 Reference
 Practical attachment guidelines, school of information system,CCI,HU,2010
 https://www.developer.com/design/article.php/3115721/Component-Diagrams-in-UML.htm
 https://www.youtube.com/watch?v=TTbYFzAz-Lg&t=25s (for html code reference).
 https://www.youtube.com/watch?v=7tGTe7_ixdk&t=7s (for html code reference).
 https://www.tutorialspoint.com/object_oriented_analysis_design/index.htm
 https://en.wikipedia.org/wiki/Object-oriented_analysis_and_design

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