PATIENT MONITORING SYSTEM USING

RFID

Tanyaradzwa
Mugumwa
[MIG 461] BMIS 4.2
 Patient Monitoring System Using RFID

By

Tanyaradzwa Mugumwa

Submitted in partial fulfilment of the requirements for the

BSc. Honours Degree in Management Information

Systems

Department of Computer Science and Information Systems in

the

Faculty of Science and Technology at the

Midlands State University

Gweru

Zimbabwe

Feb 2022

Supervisor: Dr, E DZINDIKWA

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 CHAPTER ONE: INTRODUCTION

1.1 Introduction
The traditional ways of storing details of patients and monitoring the patients is tedious.
RFID patient control and monitoring system is a simple desktop application developed
using C# Language in Visual Studio. The application is based on the concept of
managing hospital patient, staff records and more. The patient cannot edit their own
information for security reasons. A user for example the admin, doctor or security has
to pass through a login system in order to use its features. A user can register a patient
by entering his/her details such as name, gender, age, contact details, any chronic
diseases, status, room/ward number and any other notes on the patient. The user can
also proceed and view patient’s condition, prescription and ward number. This section
contains patient id, name, gender, age, contact details, date in-out, room number, type
and their status. Other features include staff details. In order to manage staff details, the
admin panel is responsible for this. It has features such as a login panel for the admin,
the doctor and the security, patient registration and information checkouts as well as
managing room information.
It is necessary to provide a stronger communication channel since the interaction
between the remote application and the monitoring system is performed through the
public internet. To do so, this project exploits a Virtual Private Network channel that
links the computer with the RFID Patient Control and monitoring System. Since the
system collects sensitive and confidential data, the platform ensures an adequate level
of security to data access and management. For this reason, the application users, such
as the doctor or the security personnel are authenticated before they can access this
platform through a Graphical User Interface. Once access is granted, whether local or
remote, the user can then now act on the system. Also, the local and remote
communications must be adequately protected.

1.2 Background of the study

Hospitalisations due to Covid-19 and the migration of medical professionals to the west
has resulted in an overwhelmed work force locally. European countries have relaxed
their visa requirements for medical professionals, this has a negative impact on the
Zimbabwean workforce because they are not paid very well, and they end up seeking

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greener pastures. Patients with conditions such as dementia really need constant
monitoring which can be very difficult if there is less staff and Covid-19 measures have
to be followed. To reduce the transmission of Covid-19 through patient records on
papers, an electronic system can be used. When a patient is admitted into the hospital,
all their details are entered into the system and offered an RFID wristband that stores
all their information. When a patient is unconscious, a simple scan on their wristband
will display all their information on the screen. The RFID patient control and
monitoring system will also alert the staff if their patients exit their room or ward.

1.2.1 Background of organisation

Parirenyatwa General Hospital a hospital in Harare and is the largest medical centre
in Zimbabwe. The hospital was formerly known as the Andrew Fleming Hospital and
was named after the principal medical officer to the British South Africa Company.
Following Zimbabwean independence in 1980, the hospital was renamed in honour
of Tichafa Samuel Parirenyatwa (1927–1962), a close associate of Joshua Nkomo and
the first black person from the country to qualify as a doctor of medicine.

As well as its general medical and surgical sections, the hospital includes Mbuya
Nehanda, a maternity section; Sekuru Kaguvi, which specialises in eye treatment; and
an annex for psychiatric patients and several specialist paediatric wards. It has in excess
of 5000 beds and 12 theatres in the main hospital complex. The College of Health
Sciences of the University of Zimbabwe is based at Parirenyatwa. This is where the
university's medical students train from third year onwards.

The hospital has a school of nursing within the complex, which has three intakes of
general nurses per year for a three-year diploma in nursing and some post-basic courses
in intensive/theatre nursing, community and primary care nursing, and ophthalmic
nursing.

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1.2.2 Organisational Structure

Figure 1.1 Organisational structure

1.2.3 Vision
Parirenyatwa’s vision states: An excellence in the provision of medical services and
ensuring a reliable supply of medicines.

1.2.4 Mission Statement

To have a generation of health people who are well catered for all their medical needs.

1.3 Problem Statement

Reduced local workforce in the healthcare institutions has resulted in compromised
health delivery resulting in increased mortality rate.

1.4 Project Aim

To develop an RFID patient monitoring system that makes it easier for fewer staff
members to monitor patients.

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1.5 Objectives
The system should be able to;
• Allocate a patient ID
• Alert staff if patient exits their ward
• Scan patient’s RFID band and display their records
• Print patient activity and medication records

1.6 Methods and Instruments

Interviews will be conducted with the workers to find out what type of formatting they
want on the system. Questionnaires will also be scheduled with the management and
the workers to brainstorm possible ideas so as to produce a prototype of the new system.
The development of the system will follow the waterfall model whereby the solicited
requirements will be thoroughly analysed before embarking on the system design.
MySQL will be used in designing the database and C# as the programming tool. The
system going to use My SQL database.

1.7 Project Justification

The technical expertise required and the software requirements are readily available
thus developing the new system will not be a problem. The system will have a
centralized database, which helps reduce data redundancy. The system will ensure data
uniformity and error free data. This will help the organization reduce mistakes in
administering medications and treatments. This system will authenticate the users when
logging in to make sure no illegal patient discharges happen during hospitalisation.

1.8 Conclusion
The chapter introduced the organization which needs the system. It also covered
structure of the organisation, its values and mission statement. The problem was
defined, and the proposed solution introduced. The chapter also highlighted the
objectives of this project and what is intended to the addressed. As this chapter is
concluded the next chapter looks at the planning phase of the system.

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 CHAPTER TWO: PLANNING PHASE
2.1 Introduction
This chapter identifies whether or not there is the need for a new system to achieve a
business’ strategic objectives. To achieve the aim, a clearly defined road map must be
laid out depicting the milestones and possible deliverables at differing levels of project
progress. Benefits to Parirenyatwa Group of Hospitals through the successful
implementation of this patient monitoring system using RFID will be stated. Pros and
cons of the whole system will be analysed under the feasibility study. If all
considerations are in favour of the development of the system, that is, if it is found
feasible, then work plan can be provided as to how the processes are to be performed.
This chapter will discuss and highlight on the following:
• Business value to both internal and external stakeholders

• Feasibility study

• Risk analysis by identifying and mitigating potential risks and work plan
The project analysis will then come up with the project schedule from which work plan
and Gantt chart will be produced.

2.2 Business Value

The system will seek to bridge the gap between the Hospital’s services with the client’s
requirements and expectations as well as to improve the bond of their relationship in a
higher level of professionalism. In this context, business values refer to anticipated
gains to the overall functionality of the organization that will positively appreciate the
goodwill of the business in terms of efficiency.
Berman (2007) summarises business value into four main categories which are:
• Cost reduction
• Business growth
• Maintaining operations
• Speed and efficiency.
A typical project will fall into one or more of these categories in regard to its overall
objective. He further states that business value is a multiplier that increases the overall
success of a project hence the more the business value that is achieved, the more
successful your project will be.

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2.2.1 Stakeholder Value
The shareholder value will increase since the system is an asset hence its
implementation will add value to the organisation as a whole. This should be carried
out at each stage of the project, so that one can continually assess and track each
stakeholder’s position. Making sure if all the people and organizations who are key to
your project are involved, if potential problems are being adequately dealt with and also
if everyone knows what is going on. The more involved the key stakeholders are, the
more likely the outcome of the system is to be appropriate and sustainable.

2.2.2 Management Value

Basically, gets reports on statistics of how many patients are being admitted in the
hospital, mortality rates and recovery rates.

2.2.3 Customer Value

Since there are fewer staff members, patients and relatives of the patients are guaranteed
that their movements will be monitored and their records will be stored centrally to
increase efficiency.

2.2.4 Societal Value

The society benefits a lot in the sense that when efficiency is increased and patients are
well taken care of, mortality rates can start to fall.

2.3 Analysis of Feasibility

This is a study undertaken in order to measure the benefits of developing this system
against the costs that will be incurred. It also looks at the options the Organisation has,
outsourcing, that is, purchasing an off the shelf system from a vendor, maintaining the
current system and the proposed, most beneficial option, development. For the
Hospital, opting for an off the shelf system poses challenges such as expenses that come
with the need to customize the system to the company’s specific needs. Secondly,
opting for the current non-automation system increases operational costs. This study is
to outline the practicality and benefits of the proposed system.

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2.3.1 Technical
The technical feasibility answers the question as to whether the system can be built
given the apparent constraints in terms of resources and time amongst many other
factors. We look at the hardware and software required for the project to progress and
availability of the technical expertise that will be required for the software to be
developed. Parirenyatwa Hospital has acquired state of the art infrastructure in the past;
thus the required infrastructure is available. The current networking technology is very
suitable for the system to be developed. The system would be accessible over the Internet
such that all branches are able to communicate efficiently and easily.

Specifications

Hardware Software
Computer Windows 10 OS
Server with at least 8GigRAM, Apache webserver
200GB HDD
Processor i5, 2,5 GHz MySQL
RAM 4GB PHP3
Hard Disk 1TB Mozilla 100.0.2
Ethernet cables Cat 6
Firewall SOPHOS
Switch CISCO
Router CISCO
RFID Bracelet
RFID reader

Table 2.1 specifications.

2.3.2 Economic
An economic evaluation is a vital part of investment appraisal, dealing with factors that
can be quantified, measured, and compared in monetary terms. The results of an
economic evaluation are considered with other aspects to make the project investment
ensure that the testing system is undertaken in a manner that gives it the best chances
of success. Different types of economic evaluation are used to measure weather the
project is economically feasible or not and they include the following:
• Return on investment
• Cost benefit analysis

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2.3.3 Social
The system will bring plenty of benefits to the local community i.e.(the people ) as is
will facilitate quality and efficient health care and reduce mortality rates significantly
by flushing out wrong diagnosis, treatments and monitoring patient movements. The
essence of the system, is reliable transaction delivery in a fast-changing environment
involving people, processes, and an operational or business infrastructure.

2.3.4 Operational Feasibility

Operational feasibility is mainly concerned with issues like whether the system will be
used if it is developed and implemented. Whether there will be resistance from users
that will affect the possible application benefits? The essential questions that help in
testing the operational feasibility of a system are following.
• Are the users not happy with current business practices? Will it reduce the
time (operation) considerably? If yes, then they will welcome the change and
the new system.
• Have the users been involved in the planning and development of the project?

Early involvement reduces the probability of resistance towards the new system.
• Will the proposed system really benefit the Hospital? Does the overall
response increase? Will accessibility of information be lost? Will the system
effect the customers in considerable way?
• Does management support the project?
The proposed system has been placed in line with the mission statement of the
organization which has been clearly outlined in the proposal phase. With the
organization’s much placed emphasis on quality service provision to its clients, this
system goes a long way in ensuring that this attribute is met. In order to achieve this,
consultations with several members of staff were made and through these problems
within the current system were identified.

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2.4 Risk Analysis
Risk management is the process of assessing, analysing risk and taking measures so as
to eliminate or reduce the risk and then try to maintain the risk to an acceptable level.
As with any other project there are risks involved and they pose a threat to the
development of the system. The following section will identify the serious risks,
estimate their likelihood of occurrence, assess them and to come up with the ways to
avert these risks and to monitor all circumstances that may lead to these risks.
The following are identified risks and possible solutions to them:
• Requirement changes: Technology is fast changing and as such user and system
requirements may change dramatically during development. This may lead to
obsolescence before completion. This entails massive research of industrial
standards as well as user preferences in regard to the main objectives of the
project. Once these are drawn up in detail then the risk of change would have
been averted.
• Limited resources: The Hospital may fail to make the equipment available for
use as needed thereby delaying the project, as a way of combating this situation
scheduling of use of equipment that is not dedicated to the project and
effectively communicating the planned dates and time to those responsible for
granting access to the equipment. This will ensure that any shared resources will
be available as needed
• Financing risk: The Organization may fail to provide the necessary finance to
efficiently complete the project or fail to make funds available as needed during
stages of development, to prevent inconsistent funding of the project, there is
need to request part payment before the project commences. These funds will
be managed by the developer and will be dedicated to meeting at least two thirds
of the project costs. The remaining third may be paid up before or just after
completion of the project.
• Unreliable estimates cost: with the current forex system in the country it might
be impossible to acquire forex as it is available on the black market hence
figures change on a daily basis.
• Resistance to change: Any new concept brings about resistance due to the fear
of unknown to users and the fear of losing the experience they gained in the

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 time past so to counter this problem training need to be carried out that will
enlighten users about how the new system will operate and its objectives.

2.5 Work plan

The work plan records and keeps track of all tasks that need to be accomplished over
the life of the project. It identifies the tasks and their expected durations. The System
Development Life Cycle will be used to model the activities that are going to be
followed in the development of the project. The project time allocation for each phase
is shown below with their respective dates in the Gantt chart that follows.

Task Start Finish Duration (Wk)

Project Proposal 11/01/22 02/02/22 3

Project Planning 03/02/22 17/02/22 2

Project Analysis 18/02/22 02/03/22 2

Project Design 03/03/22 01/04/22 4

Coding/Construction 02/04/22 20/04/22 2

Testing 21/04/22 28/04/22 1

Test Implementation and Training 29/04/22 05/05/22 7

Table 2.2 Work Plan

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 Gantt Chart
ask ask
no
D s pt n

11 Sys D

10 M n n

9 S ff Us r r

8 Sys r

7 Sys s

6 Sys I

5 D D s

4 Sys D s

3 Sys A ss

2 F sb S

1 Pro Pr s

kN 4 5 6 7 7 8 9 10 11 11 12 13 13 13

Table 2.3 Gantt Chart

2.6 Conclusion
After carrying out the feasibility studies, including the cost benefit analysis table, with
costs and benefits clearly outlined, it has been revealed that the project is practically
feasible. Thus, a proper planning of the project coupled with skilled management would
guarantee project success.

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 CHAPTER THREE: ANALYSIS PHASE

3.1 Introduction
The Analysis Phase is where the project lifecycle begins. This phase analyses the
existing and the proposed system. It fully scrutinises all the information (input and
output) and processes of the current system. It outlines who is currently involved in
using the system, data type, how and where the data is handled in the current system.
The analysis focuses on the identification of project’s overall direction through the
creation of the project strategy documents. Gathering requirements is the main
attraction of the Analysis Phase. From the requirements gathered, clear definition of the
input, processing, outputs and relationships between entities that make the system
function will be deduced. This phase will focus on the following major areas:

• Analysis of the current system.

• Overview of the proposed system.
• Establishing the limitations of the existing system.
• Strengths of the current system.
• Valuation of the various alternatives to the problems identified.

3.2 Data Gathering Techniques

Data collection is the process of gathering and measuring data, information or any
variables of interest in a standardized and established manner that enables the collector
to answer or test hypothesis and evaluate outcomes of the particular collection. This
was an integral component of the research at Parirenyatwa Hospital to gather
information from doctors, nurses and the administration. The data to be used to make
this project a success will be gathered through research methods such as:

• Interviews
• Questionnaires
• Observation and Document Review

3.2.1 Interviews
An interview is a formal discussion consisting of at least two parties in which
information is exchanged. The interviews provide immediate answers to questions
that could not be answered by the former technique.

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Advantages;
• Data collection was immediate as the facts were noted down as soon as the
responded gave an answer.
• Questioning directly enabled for probing to certain answers.
• Analyst had direct conversations with the respondents which gave them the
chance to clarify some questions that were not clear.
• Body languages and facial expressions were noted and they allowed the
analyst to observe the interviewee’s non-verbal communication and also
gather information by merely looking.
• The interviews permitted the analyst to customize questions for the employees
in relation to their respective departments and positions.

Disadvantages;
• Few interviews can be conducted because of cost constraints, interviews
are time consuming and therefore costly.
• Probability of gathering biased data was significantly high as the interviewer
might have significantly influenced the user’s responses.
• It is very difficult to rely on results obtained as they are highly depended on one
interviewer.

3.2.2 Questionnaires
It consists of a series of questions and other prompts to serve the purpose of gathering
information from respondents. Questionnaires can be used to collect both qualitative
and quantitative data and are often designed for statistical analysis of the responses.
Questions were prepared for particular staff members in relation to the roles they play
in the organization and were given out to the members of staff for them to fill and return
them within two weeks. The analyst noted some advantages and disadvantages that this
information gathering technique brought about.

Advantages;
• The staff members were easy to arrange and conduct compared to interviews
as there was less need of personal monitoring.

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 • The staff members gave respondents ample time to think about the
questions before responding and hence allowing them to give comprehensive
answers.
• Anonymity was maintained therefore enhancing the chances of
receiving genuine responses, there was no room for intimidation from
other employees or senior staff members.
• The data was easy to compile as it was gathered in a standardised form.
Disadvantages;
• The respondents left some of the questions unanswered or gave poor responses
leaving some areas grey and making it difficult to come up with conclusions.
• Questionnaires are time consuming as the responses did not come immediately
as in the case with interviews

3.2.3 Observations
A fact-finding technique in which one is interested in behaviour rather than perceptions
of the users. Tasks which are complex are sometimes difficult to clearly explain in
words but through observation, the analyst could identify tasks that had been missed or
inaccurately described by other fact-finding techniques. The data describing the
physical environment of the task i.e. physical layout was also obtained.

Advantages;
• Observations allowed observer to discover relevant information in
person without probing for it from somebody else.
• The observations did not interrupt the work of the organizations
employees as work continued smoothly.

Disadvantages;
• Not all activities were observable

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3.3 Analysis of the Existing System
This will cover the description, pitfalls, inputs, processes and outputs of the current
system.

3.3.1 General Description of the Existing System

When a patient visits a hospital, the administrative staff accesses the patient’s file if
he or she has been treated before at that particular centre. If it’s the patients first visit
at the centre the receptionist captures the patient’s personal details into some paper
forms and files them.
The patient then pays the registration fee and is then referred to the nursing staff who
carries out his/her own diagnoses to determine the extent of the illness and also enters
his/her diagnoses results in a form. If it’s a minor issue or one that is within his/her
scope treatment or a prescription is offered but if it’s beyond the nurse’s scope, the
patient is then put on a waiting list or schedules an appointment to be attended by a
general doctor. The doctor attends to the patient he requests for the patients file which
contains all the patient’s details including the medical history and personal data (age,
sex, contact details etc) and a receipt for consultation fee payment. All this data is
filed and kept in the health file that is stored in a shelf by the records clerk. The doctor
then can work with the health record to help with his/her diagnosis if the illness is
within his scope the patient can be admitted or treatment can commence immediately
if the illness is beyond his scope he\she writes a referral letter to a specialist who can
deal with that particular illness.
When the patient is then admitted at the hospital, they are allocated a bed and a
ward. The doctors and nurses have to constantly monitor the patient at regular
intervals.

3.3.2 Inputs of existing system.

• Patient’s personal details: full name, age, ID number, sex.

• Diagnosis results
• Prescription
• Bed and ward number

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3.3.3 Processes of existing system.
• Creation and update of patient records
• Creation of admission and discharge summaries
• Monitoring and treatment updates
• Providing patients with prescription records

3.3.4 Output of existing system

• Patient diagnosis record
• Patient prescription record
• Patient treatment record

3.3.5 Activity Diagram of existing system

Activity diagram is used to visualize the process flows within the healthcare centres
in the organisation. It shows the stepwise activities and actions with support for
choice, iteration and concurrency. The diagram below helps illustrate the processes
that take place when a patient visits a health centre

KEY
Symbol Description
Initial State
Decision
Activity/Process
flow of data
Final State
Table 3.1 activity diagram key

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Figure 3.1 activity diagram of existing system

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3.3.6 Context Diagram of existing system
A context diagram is used a method of representing processes, data inputs and outputs
of the current system. Below is a context diagram

Figure 3.2 context diagram of existing system

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3.3.7 DFD of Existing System

A data flow diagram (DFD) shows how data moves through an information system but
does not show program logic or processing steps. A context diagram is a top-level
view of an information system. A context diagram is shown as one process. DFDs use
four basic symbols that represent processes, data flows, data stores and entities.

Figure 3.3 DFD Of existing system

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 KEY

Table 3.2 KEY for DFD of the existing system

3.4 Weaknesses of existing system

• Manual file handling takes time, making patients wait longer
• Lack of confidentiality caused by easy access of these files
• System is not cost effective as it requires stationery
• Nurses have to constantly check on patients in their wards
• No way to access details for patient who becomes critical in hospital in case
their records are lost.

3.5 Evaluation of alternatives

After clearly defining the processes involved in the current system and also outlining
the way data flows in the analyst had a much clear perspective of what was required in
the new system, other alternative solutions were weighed out in-order to find the most
suitable solution. Alternatives that were considered are outlined below:

3.5.1 Outsourcing
This is buying software that is a ready-made product that seeks to quickly address
the problem that is being faced.

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Advantages;
• Requires less technical staff.
• There are no development costs
• The process of changing the current system would take a shorter time to
implement.

Disadvantages;
• Expensive packages
• They are Fixed and Rigid. Packages cannot be customized to the current
activities
• They might have high maintenance complications especially if the vendor of
the software does not offer efficient support for the software
• Might cause privacy issues if the vendor is in constant interaction with the
system.

3.5.2 Improving current system

The easiest solution is the addition of more hospital clinical staff to ease the pressure
and also make the system a bit more efficient as it access to patient files is a bit faster,
and patient monitoring routines to be less exhausting.
Advantages;
• Procedures and policies continue to work in the normal way, which is familiar
to everyone.
• less time and resources are dedicated
Disadvantages;
• Improvements on the manual system would be very limiting when applied
because most of the problems evident in the current system cannot be solved
manually
• Technological features cannot be incorporated in the manual system
• Hiring new staff would mean that more money is going to be used to pay
salaries hence straining the budget
• The labour market for nurses is compromised by the threat of migration to
western countries

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3.5.3 Development
This is producing software that is tailor made specifically for the organisation
and therefore meets all or attempts to meet all the requirements that would have been
identified.
Advantages;
• Lowers the time taken to attend a patient
• It becomes easy to monitor a patient and accessing their records
• With less staff, the hospital can be able to attend patients efficiently
• Reduces costs related to stationery
• Mortality rates can decrease due to efficiency
• Data confidentiality is improved
Disadvantages;
• Employees might be resistant to change
• Development and training costs are huge
• It will take time until the system fully integrates into day-to-day operations

3.6 Requirements Analysis

After thoroughly investigating the functions and process flows of the current system,
the next step is establishing the requirements needs of the current system. Requirements
are divided into functional and non-functional requirements. Functional requirements
are tasks the system must support, whilst non- functional requirements are constraints
on various attributes of these tasks
3.6.1 Functional requirements
The functional requirements consists of various inputs, processes and outputs that are
expected of the new system. The system’s functional requirements should include:
• Scan and read patient’s RFID tag in order to obtain their details or update details
• Create, edit and delete user accounts
• Centralized database to enable real time access of health information
• Generate reports
• Validate and verify users

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3.6.2 Non-functional requirements

User Interface and Human Factors;

• The user interface should be almost self-explanatory.
• The system should be simple and easy to learn
• The system should allow for error handling
Security;
• Access levels should vary with different users to protect information
• Passwords must be more than seven characters
• The use of secure authentication mechanisms such as passwords and access
rights to system users

Performance;

• The system should have minimum response time to send acknowledgements

• Eliminate job assignment duplication
• User interface acknowledgement within five seconds

Maintainability;

• System should offer efficiency for data backup

• Track errors and keep logs

3.7 Conclusion
This study has actually shown that some features of the current system can be adopted
in the proposed system. Through the requirements analysis used to determine the
functionalities of the proposed. The current system was also analyzed through
generating alternatives that included Software Packages, Outsourcing, Improving the
current system and or In-house development. From the analysis, In-house development
is relatively cheaper than all other alternatives. The next step is the actual design of the
proposed system.

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 CHAPTER FOUR: DESIGN PHASE

4.1 Introduction
This phase is mainly concerned with the design of input and screen output interface for
the system. It involves the development of the objectives of the proposed system. It also
looks at how the system is going to work. That is, both the logical and physical design
is going to be tackled and done in this design phase. It looks into the actual system
design and clarifies how the system is going to work. It also looks into the Architectural,
Physical, Database and program design of the system. Initial interface designs are
developed in this phase making sure that all requirements proposed in the previous
chapter are followed.

4.2 System Design

The proposed system will be able to work in the following way:
• Firstly, create a record for the patient
• Wite the information on an RFID bracelet to be worn by the patient
• Scan the bracelet to display patient’s information
• Alert the staff if the patient passes through an exit with scanners

4.2.2 Inputs
The following are inputs for the proposed system;
• Patient’s personal details
• Diagnosis records and prescriptions
• Allocated ward and bed number

4.2.3 Processes
• Creation of patient records
• Updating patient records
• Writing and reading data on the RFID bracelet

4.2.4 Output
• Patient’s personal information
• Prescription and diagnosis reports

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 • Admission and treatment summary

4.2.5 Context diagram

A context flow diagram of the proposed system’s process flows are no longer manual
and new entities and other entities are replaced by system processes. Entities are also
incorporated to make the system work more efficiently

Figure 4.1 context diagram of proposed system

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4.2.6 Data flow diagram

Figure 4.2 DFD of proposed system

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KEY

Table 4.1 KEY for DFD of existing system

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4.3 Architectural Design
The architecture design describes the system hardware, software and network
environment. The architecture design flows primarily from the no-functional
requirements.

Figure 4.2 architectural design

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4.4 User Interface
The interface design defines the way in which users will interact with the system and
the nature of inputs that the system will accept. Screen design of the system has been
designed in such a way that it provides a user friendly Graphical User Interface
(GUI). This includes defining internal and external control and data flows. Its
highest level of abstraction and hides the complex parts of the system by
simplifying the user’s interaction with the database by the provision of an interface,
it outlines the design for the menus, forms and reports.

4.4.1 Menu Design

This is the main log in page.

Figure 4.3 log in page

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Figure 4.4 menu page

4.4.2 Input Design

This is the design of the page where the system accepts inputs.

Figure 4.5 Input design

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4.4.3 Output Design
Displays reports queried from the system

Figure 4.6 Output Design

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4.5 Process Design

Figure 4.7 process design

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4.6 Program design
4.6.1 Pseudocode
User Login Module
// Responsible for authenticating user details and thus controlling access to the
system

Accept Username, Password

Repeat

Select username and password from users table.

Where username and password match those entered.

If a match is found Then

Direct user to Start Page

Else

Display error message notifying user of failure during login process

} // Close User Login Module

User Maintenance Module

Function Capture User Details

Capture new user details;

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 Select user folder;

Store data in user table;

} // close capture details function

Function Validate Data

Validate entered details;

} // close validate function

Function Upload

{
Read entered user details;

IF details entered are not valid Then

Error Message Shown;

Else

Upload details to database;

} // end if statement

} // close output function

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4.6.2 Class diagram.

Figure 4.8 class diagram

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4.6.3 Sequence diagram

Figure 4.9 sequence diagram

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KEY

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4.7 Database design
4.7.1 Database architecture

Figure 4.10 database architecture

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4.7.2 Entity relationship diagram

Figure 4.11 Entity relationship diagram

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KEY

4.8 Security design

4.8.1 Validating
Input validation is the process of testing input received by the application for
compliance against a standard defined within the application. It can be as simple as
strictly typing a parameter and as complex as using regular expressions or business
logic to validate input. There are two different types of input validation approaches:
whitelist validation (sometimes referred to as inclusion or positive validation) and
blacklist validation (sometimes known as exclusion or negative validation).

4.8.2 Verification
The process of confirming or denying that a claimed identity is correct by comparing
the credentials of a person requesting access with those previously proven and
associated with the

4.9 backup design

The backup strategy to be adopted is the Grandfather-Father-Son (GFS rotation
scheme). This method basically defines three backup sets. The choice selected for this
system is daily, weekly and monthly. This means that the tapes kept will have 6 daily
backups, 4 weekly and 12 monthly backups. To utilise GFS, the backup involves
rotating each of the daily, weekly and monthly tapes according to their cycle. This

means on the 7th day, the daily (son) graduates to weekly backup (father). On the 4th

40
week, the weekly backup graduates to a monthly (grandfather). The daily and weekly
tapes get re-used during the cycle while the monthly tapes are removed from the cycle
and stored securely offsite. The backups done will be of a full backup nature. This
means all the data is stored will be backed up.

Advantages of full back up

• Everything is backed up at once on one device
• Restoring the data can be a simple process
• Data can be better protected
Disadvantages of full back up
• Can take a long time to run the backup depending on the quantity of the data
• Can take longer to restore the backup
• Storage media and medium could be expensive
The disks housing operating system and the database is RAID 1+0. This means the drives
are mirrored. A maintenance plan will be created each backup cycle to run the full back up
at 2100hrs daily. It will run from the database server and will do a full backup with
compression. The file will be written to disk and the IT Operators will immediately copy
the dump to tape. This is then lodged with the IT tape library who stored tapes off-site daily.
The lodging of the tape is done the following working day

4.10 Test data design

The testing phase of the system included testing of the system at all levels, from the
lower levels to the conceptual level of the system. That is, we started from individual
modules, integrating them into groups as we go up, until the whole system has been
finally tested. This is done to ensure that the system meets specifications and user
requirements.
The diagram below gives a summarized overview of the testing process

41
 Figure 4.11 summarized view of the testing process

Unit testing
In unit testing the objective is to verify whether the module components are functioning,
as they are required. That is, are they doing what they are supposed to be doing? for
example adding a patient to the database. This is done on the lowest level program
module (unit) in an isolated environment before it is combined with the other units to
form higher-level modules to be tested as a whole. Each component within the system
was tested individually before progressing to the next component. The unit tests were
done in two scenarios which are logical testing/white box testing and functional testing
/black box testing.

Logical Testing (White Box Testing)

The logical testing (White box testing) focuses on point on the inner working detail
of a unit and it will help find errors not immediately identifiable by treating a unit as a
black box.
• The logical testing (White box testing) dependent on the code derived from
the program structure rather than its function. The logical testing (White box
testing) technique pays detail to the internal processes of the system. It focuses

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 on the internal working detail of a unit and identifies errors not shown through
black box.
Advantages of white box testing.
• This test is able to inspect the internal state of the box after the test has been
run. This can be useful to ensure that internal information is in the correct
state regardless of whether the output was correct or not.
Disadvantages of white box testing.
• A skilled analyst is needed to carry out the test which makes the test expensive
and time consuming

Functional Testing (Black Box Testing)

The black box testing focuses on the overall functionality of the software and in
uncovering faults like incorrect or missing functions, errors in any of the interfaces,
errors in data structures of the database and errors related to the performance of the
system and is concerned with input and output of the program. It is also used to
test the given program behaviour against its specifications without making any
reference to the internal structure of the program.
Advantages of black box testing
• The test is done from the point of view of user not the designer and it is unbiased
because the tester and the designer are independent of each other also the tester
does not need to be a programmer to test the system.
Disadvantages of black box testing
• The user needs to test the whole program, so it’s not possible because testing
whole input stream is unrealistic and also test cases are difficult to program.

Testing audience

The following individuals were involved in the testing of the system:

• System developer
• The system administrator
• The Doctor
• The system analyst

Module Testing

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This involves the testing of the different modules independent of one another. It
combined the details of the patient etc. Module testing collects individual components
in module testing and also tested to check if patient details could be deleted or updated

System Testing
System testing is the testing of all the integrated modules that makes up the system to
check if it was performing the required functions. The system is able to diagnose a
patient if the patient is not in the system. If the patient is available the system will
confirm then one can edit the patient’s details is to be edited. The system is able to add
new records of patient. The system is also able to cancel a user if he/she no longer
active. All queries are executed by the system. Finally, my system can produce reports
like the patient details.

4.11 Deployment design

4.12 Conclusion
The system is designed in such a way that it gives users an easy way to navigate through
the panel from one window to the other. This chapter stressed on the fundamental
aspects of architectural design of the system spanning from physical designs, database
design, ERD’s, class diagrams, tables and their fields as well as interface design. The
following chapter will focus on design implementation and testing. Testing of the
system will be done in the next phase before implementation so as to ensure it passes
alpha testing

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 CHAPTER FIVE: IMPLEMENTATION

5.1 Introduction
Implementation is the process of delivering the working system to the user. Before
this system is delivered to the user it should pass a series of tests to ensure that it
conforms to the user requirements and it performs in accordance with the system
specifications. Users of the system should also be trained on how to use the system
before system starts to operate and security measures should be put in place to guard
the system against attacks and unauthorized access. Activities to be undertaken under
the implementation phase include construction, coding, testing the application,
installation, training, file conversion, system change over, system operation, post
implementation evaluation, documentation and support activities.

5.2 System specifications

These are the new system’s pre-requisites and system customization to meet the users
needs
.
5.2.1 Software Specifications
Software Versions Required

Server Operating Windows 10

System
Webserver Software Apache webserver

Database software MySQL

Hypertext Pre-processor PHP3

Mozilla Firefox 100.0.2

Table 5.1 software specifications

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5.2.2 Hardware Specifications

Item Required

Processor 2.5GHz

RAM 4GB

Hard Disk 500GB

Ethernet cables CAT-6

Firewall Sophos

Switch CISCO 48 Port, Rack

mount
Router CISCO 900 series

RFID Bracelet RS-CW002

RFID reader Ci-RH272

Table 5.2 Hardware Specifications

5.3 System Testing
5.3.1 Testing Results
5.3.2 Verification
5.4 Installation and conversion
It the process of introducing a new system into an organisation.
5.4.1 System Training

Training needs Who should be trained What to be trained on

Security administrator Use of strong passwords
Back up administrator Back up routines
Reports all users How to generate reports
Core system uses All users Creating and updating
patient records, how to
access them.
Table 5.3 System training

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5.4.2 Training Schedules/plans
Training Mode of Training Expected status
topic training hours completion
date
core system Classroom and 3 03-06-2022
uses online
Security Classroom 3 04-06-2022
Back up Classroom 3 06-06-2022
Reports classroom 2 08-06-2022
Table 5.4 Training schedule
5.4.3 System Installation and User Acceptance
The process of installation included the conversion of data from the old system which
had to be entered into the new system. All users of the system will be entered into
the new system by the System Administrator. It is very important at this stage to
ensure data is entered accurately and in a complete manner. When running the new
system, the users will have to firstly verify if the information entered in the database
was accurate. Data cleaning will have to be done initially to avoid carrying over
unwanted data. This will involve the removal of data with missing values for instance
and the correction of figures that stand out and don’t fall within a particular range.
Reports were generated to show all data entered into the new system to avoid omission.
The data capture clerks had to make visual checks of the data.

5.4.4 Conversion Methods

This is the technical process where a system replaces the old and will take effect after
the establishment of the operational environment and training has been established. The
aim is to gain user acceptance of the system with minimum disruption. Caution,
anticipation and attention to detail are therefore imperative. This means that new
data may have to be gathered old data re-analysed and reformatted, the
repercussions of which can be formidable.
Conversion methods which were looked at include;
• Direct conversion
• Phased conversion
• Parallel conversion

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Direct conversion
This is whereby the new system replaces the old one in its entirety in one go. The old
system is rendered obsolete and all the departments that were using it will now start
carrying out their daily activities under the new system. The cost incurred is relatively
low because one system is in operation. However, the risk is high because there is no
backup option.

Phased conversion
With this method the new system is installed in phases allowing the users to
become accustomed to its use as well as to phase out the old system. Cost is relatively
moderate because the system is implemented in stages. Risk is also relatively moderate
because the risk is limited to the module being implemented.

Parallel conversion (implemented strategy)

This approach was implemented since it involves running the two systems together at
the same time. This gives the users a solid platform on which to fall back on if they
discover that the new system is not functioning as well as it should. Cost is relatively
high as both systems are in operation for the changeover period. Risk is relatively
low due to the existence of backup options. A parallel run is done to ensure that all
users get used to the system and that data is safely moved to the new system.
Reasons why parallel conversion was chosen;
• Only a small part of operations process is affected, the rest can continue
using the old system
• Any problems are identified without affecting the whole company
• It gives the uses enough time to verify the efficiency and effectiveness of the
new system

5.5 Maintenance
System maintenance involves periodically updating the system to meet current
demands as well as repair malfunctions that may arise as the system is put to use.
Primarily, this will be done to address changes associated with error correction,
adaptations required as the system environment evolves as well as those changes

48
arising from the dynamics of user requirements. The four types of changes
which will encountered with are correction, adaptation, enhancement and prevention.

Correction;

Correction is a type of maintenance done to address the defects presented by the

system upon deployment. Such defects may pass the testing phase un-noticed
and will be discovered during the use of the system. They may result in the system
producing undesired results, hence needs to be corrected.

Adaptation;
This is meant to modify and adjust the system so as to bring compliance to the
prevailing operating environment. It can be as a result of a respond to changes in the
hardware and software evolutions that may affect system compatibility with
technologies in use or as a result of changes in the regulations governing the industry,
hence a need to adjust the system so as to adapt to the prevailing environment.

Enhancement ;
A type of maintenance which is a function of the missing requirements noted by users
which could be of importance if added. Such requirements will lead to an update
requirement so as to affect the requested requirements. The system allows for system
enhancements which may arise as the system is put to use.

Prevention ;
This is a maintenance to be done to enable the system to serve the needs of its end
users. It is also known as system re-engineering. The system will require this type of
maintenance so as to allow the continued use of the system and protect its stay in
business without compromising the interests of the end users and the organisation at
large.

5.6 Performance Analysis

This enabled us to see how the system was operating from the day it was implemented
to today. This enabled us to see whether the system is really user friendly and errors,
which the system performs so as to unearth and address them.
The analysis covered the following issues;

49
 • Accuracy, completeness and timeliness of the system
• System reliability and maintainability
• Adequacy of system control and security from unauthorized users.
• Quality and effectiveness of the training given to the users

5.7 Recommendation for future Developments

It is recommended that the database for patients who use public health care be
accessible across the country so that the treatment process becomes faster. Every
citizen can be offered an RFID tag that they can use every time to access medical
help. In cases of emergency, first responders can just scan the tag of the unconscious
patient to get a history of their treatments.

5.8 Conclusion
The implementation of the system went on well and a detailed documentation of the
system has been done. Proper verification and validation of the system was done so
as to come up with a system with data integrity. In this chapter, the developer also
highlights what is expected to be done after the system has been installed. There is
also a look at the system backup in place and to be continuously done.

50