GVCs Computerised System

Problem Definition and Analysis Background

Alberta is a clinic infrastructure which provides social and medical treatment. The clinic is
located in Glen View town in Harare. It provides healthcare services and medical treatment to
all the locals of the Glen view town. The clinic started as non-governmental clinic in May
1985, it was a place used by most missionaries to heal and help all the black people who
couldn’t afford expensive hospitals such Parirenyatwa. The clinic started to lack financially
in 2001 and the government step in and agreed to buy the clinic, due to political instability in
the country the government auctioned the clinic and the famous Genius Kadungure bought
the infrastructure and renovated it.

The clinic provides services such as child birth and non-pandemic diseases. The clinic
consists of 6 doctors each of them working with 3 nurses, three other nurses wait at the
reception they are responsible for making patients feel welcome and assists them on their
issues. Two guards await at the clinic’s gate, the guards are hired from the security company
securico. Less than 6 workers are responsible for cleaning and maintances of the clinic’s tools
and equipment.

The clinic a is medium sized infrastructure with twenty-seven rooms ten that are offices to
doctors and personnel of higher authority. The durawall is covered with security fences that
are electric to prevent thieving and unnecessary entry of animals in the premises. A water
tank and a borehole were put to insure that patients drink clean water. Hygiene is one of the
key principles of the clinic as more than sixty people visit daily to get help.

The clinic has been using a manual system to operate their clinic since 1985, all there are
safely kept in files and books. Each department has their own book for recording specific
things these things can be further categorised into inputs, outputs and processes.

When patients visit the clinic for the first time, they are given forms to fill. Some of the
details to be filled are those of the person’s medical conditions or any allergies to chemicals
found in general drugs. The forms are then kept by the clinic and can be used when the

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Data flow Diagram

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Investigation of the current System
 As a way to find the facts about the existing system on its efficiency and impact on the people
who use it I found use in the use of interviews and questionnaire.
 How to use: tick the answer on the questionnaires.
 Fill in the appropriate answer on the spaces provided.

Question to Clinic manager

1. Which system do you use when recording all your activities at your clinic?

Manual Computerized

2. How many clinics under your name are there in this country?

. .

3. Do you wish to add more branches in Zimbabwe?

Yes No

4. How many treatment rooms do you have at your clinic?

. .

5. Have you ever been acknowledged internationally?

Yes No

6. Do you think your current system will take you to the next level?

Yes No Maybe

7. Do you think it will be expensive to change your current system to a computerised one?

Yes No Maybe

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Question to the main nurse

1. Are there any workers complaining about the current system?

Yes No

2. Is your current system fast and efficient?

Yes No

3. Where do you store your patients and stock records?

. .

4. Are your files/books protected from natural disasters?

Yes No Not sure

5. Do you have any backup files if your files are lost?

Yes No

6. Are you facing any loss due to the current system?

Yes No

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Question to the Doctor
1. Are you being disadvantaged in any way by the current system?

Yes No Maybe

2. Do your patients seem overwhelmed about the existing system?

Yes No Sometimes

3. Would you prefer to change your current system?

Yes No Maybe

4. Is the cash on the clinic premises safe at any point of time?

Yes No

5. Does your succession treatment rate per month exceed 50%?

Yes No Maybe

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Interview guide for the Clinic manager
1. When was your clinic officially launched?

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2. Who pays money to buy fuel, uniforms and new kits?

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3. During this covid era, is the pandemic affecting the clinics efficiency?

. .

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If yes, how is it letting down?

. .

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Interview guide to Doctor

1. For how long have you been working at this clinic?

. .

. .

1. Which areas do you think your current system need to develop?

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2. How do you allocate patients in the Doctors’ offices?

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3. How many nurses does each Doctor work with?

. .
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4. In estimation, how much does the procurement board spend on each department monthly?
. .
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5. On average, how many patients do you treat per day altogether?
. .
. .
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Interview guide for the main nurse

1. For how long have you been working for this clinic?
. .
. .
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2.Can you explain how you feel when attending to a patient?

.

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3. What would the clinic do if you have been involved in the death of a patient?

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Broad description of existing system

Input of the current system

Registration book
 If a person visits a clinic he or she is firstly attended by nurses.The nurse will be the
one registering first time patients.Registration helps because the clinic will know
which patients have visited before ,their health status and how they can quickly be
helped .If the registration is successful a patient is given his or her own unique
patient id code

Patients details book

 After registration a patient is referred to a Doctor that will perform physical and
internal tests on the patient .The results of the tests are combined with the symptoms
to give a reasonable diagnosis.The patients details including his physical tests are
recorded in his or her booklet and also in the patients details book.

Medicine stock book

 After the diagnosis a drug prescription is written by the Doctor and given to the
patient .The patient takes the prescription to the medicine room and is given the
medicine free of charge unless the prescribed medicine is not available for free ,the
patient must visit the pharmacy and buy it there.The medicine given to the patient is
recorded in the medicine stock book also the recordings of the current stock.

Donations book

 Every month the clinic receives donations from all the country. The donations vary
from cash or goods that include medicine or equipment . These donors are grouped
into companys associatians and individuals . The donations are used for clinic
enhancements and sometimes are further donated to charity

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Processes of the existing system

Treatment of patients

 When a patients data and details have been fully captured a patient is then treated if it’s a
long term sickness he or she is given dates of when he or she should come . The patient is
also given advice and counselling on his conditions

Child birth

 If a mother or pregnant woman arrives at the clinic her healthcare details ae written
down .The mother is helped to bear her child ,if the child is born successfully she fills a
form and waits a day or two then takes her child home .If the mother or child dies their
family is notified and they are taken to the local mortuary ,this applies to patients that die
within the clinic premises

Output of the existing system

Death Records

 If a patient or anyone in the hands of the clinic so happens to lose his or her life ,their
families are notified of the incident and the bodies are taken to the local mortuary .The
names and all the details of the patients are recorded in the death records and deleted in

Stock and maintance book

 This is a book kept by the clinic which records all the equipments and kits kept by the
clinic if any of these assets goes missing in the period of one month the results are shown
in here.

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Storage of existing system

Personnel file
The clinic keeps a personnel file which holds the details of everyone who has at the clinic for
every past 10 years , meaning the file is renewed every decade. The personnel includes ,the
guards ,nurses , Doctors and auxiliary stuff.When they start work every year they update their
details that may have changed including address and aged.

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Evaluation

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St

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strengths

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Requirements and Specifications
Liveware Requirements
 The manager of the clinic department gave some suggestions for the new system as he
pictured it in his mind. Some of the main requirements that he suggested were that the
new system all the records of the nurses who come to help at the clinics various
departments and the volunteers who are to offer help at the orphans department and it
should have a register to record and see if all the nurses who are on duty are present that
day. He also said that the system should be fast in searching for the records of students
and should be effective.
 The main nurse suggested that the new system should be able to add ,remove and
substitute nurses that would be on duty that day week or month due to emergencies such
as sickness and off days
 He also stressed out that the new system should have a database of all the patients and it
should have forms .All their records can be kept to reduce too much paper work for the
clinic manager . He also requested that the new system should be safely protected to
avoid the loss of data. He then stated that the new system should be computerised such
that both the security guards and the workers can manage their time.
 As I interviewed him he then requested that there is too much data entry and loss. He then
suggested that the new system should have automatic back up of student’s record and
information. He also suggested that the new system should offer tight security to prevent
unauthorised access to patients’ records. The manager then suggested that we should
improve our security at the rearing section to avoid the loss of medicine.

Software Requirements
Operating System
 It will provide an interface between the students, the application program and the
hardware. The operating system needed is windows 10 which has a graphical user
interface provides the user with online help enabling the user to access help about the
windows when he or she encounters a problem whilst using the system. The graphical
user interface uses windows, icon, menus and pointing devices to provide the case of the
operating system it is also a 64 bit operating system and a 64 based processor
Application software package

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 Microsoft office 2013

 It provides the user with programs that allows the user to achieve his or her own goal on
the system on the computer for example we have:
Microsoft Access 2013: it will provide the user with a database application for the
records of all the patients and personnel.
Microsoft Word 2013: it will be used by the users for typing word processing and as
well as proving the user with different programs to achieve his or her own goals?
Microsoft Excel 2013: Which will provide the user with software that will do all the
mathematical calculations using the spread sheet package that the program uses?
Microsoft Visual Studio 2010: This program will be needed to run the input forms which
will be coded using the visual basic program
Antivirus

 E.Set smart security 4 which would be for the outlook of the whole project. The antivirus
will also provide facilities that will scan the whole computer system for viruses to avoid
the loss of files and data.

Device Drivers and Software

 This will allow the computer to communicate with printers connected to it to ensure
efficient use of the printer for printing of all the documents which are required at the
moment.

Hardware requirements
Input Devices: They are going to be used for inputting data into the computer system.
Keyboard
 A USB keyboard which is a plug and play is needed to enter data into the computer
system for example the data about the students when they are being registered into the
computer at the Agriculture department .The keyboard is also used to respond to prompts
when selecting menu options for example a prompt asking if the user is sure about
deleting any program.
Mouse

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 A USB mouse which is also a plug and play device is used as a pointing device to select
or drag things on the screen. It is also used to click when selecting records or any other
option.
 Ultra Slim Portable DVD Writer with USB 3.0 Ports
Memory
 2.00GB random access memory is needed to store the programs thatwill be currently
running temporarily and also used to store data currently being processed .A larger
random access memory enables faster processing.
Storage devices
 16GB PNY flash drive will be used to store the systems processing .The external compact
disks read only memory will be 3.0 for burning data on the disk rather than using 2.0
because it is ultra-fast .it is high on speed CD ROM USB port the USB must be ultra-fast
for transferring data
OUTPUT DEVICES
 A monitor is needed so as to retrieve data or to display data of the system from the CPU,a
projector and a DELL monitor used when presenting data .a printer is also used for
making project papers to hard copy.
 A monitor with a liquid crystal display screens would be most appropriate as they provide
a higher resolution avoiding eyestrain to the user.
Laser Jet Printers

 For printing the duty roaster from the system a laser jet printer will be used in the
agriculture department and other records which are made hard copies such that they canbe

taken away and analysed.

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 Aims and objectives
Aims
 The system should be more efficient that the system should use fewer resources during
input meaning that less user time should be used when entering records.
 The new system should be computerised to eliminate the old manual system which has
proven to have many problems.
 Improve the percentage of computer literate workers
 Reduce workload on each work
 Advancement of the current system
 Lastly the new system should be user friendly such that any new manager or supervisor
is able to manage it.

Objectives
 Navigation of records will not be a problem since the use of Ms Access will be at hand it
allows the fast creation, deleting and searching of records.
 The new system should also improve the security of the rooms were the clinic appliances
are kept by use of CCTV cameras.
 It should also have password and username at the login such that no unauthorized user
can access the system without permission of the manager or anyone in charge of the
system.
 All employees should be computer literate, if they are illiterate they will taught the basics
so they use the system interface easily.
 Introduce a system that is more user-friendly to boost employees’ charisma and working
ability.
 The system should ensure data integrity by being able to validate data upon entry as this
will reduce errors occurring; this can be achieved using the validation rules set by the user
when the files are created. The validation checks which can be performed include data
type check, presence check and range check, error messages can then be output if the data
entered does not meet the validation rules set
 The system should avoid the loss of data by having periodic backups of the students’
records on flash disks or external hard drives so that the students’ information can be
recovered if lost or in case of a system failure

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Section B: Design

Consideration of alternative methods

Improving the existing manual system

The current system should be improved effectively. The issue of having too much records for
both the Patients and personnel missing can be avoided by putting all the records in a shelf
that is safe from most dangers and labelling all the drawers.

Advantages of alternative solution

 This is cheaper as the institute is only improving the current system not starting
something new altogether.
 The work load will be reduced as it will be shared among several staff this improves
efficiency of the work done as the staff will navigate their files easily.
 No expenses will be incurred on computer repairs or buying of antivirus programs as
there are no computers used.
 It is not affected by power cuts.

Disadvantages of alternative solution

 The system will still be using manual files therefore updating of records would be
tiresome and still involves cancellation of data written still making the records to be
unclear hence data integrity is not maintained
 Employing more people would only mean more wages that the institute has to pay as
these newly employed people would need to be paid
 The issue of security would not be solved there will still be unauthorized access to
data as the records will still be kept in files where the people cleaning the store rooms
can be able to view them
 More room space for the storage of the patients files will still be needed hence does
not reduce costs

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Using a ready-made applications package
 A desktop computer can be bought and an application package installed to be used
for the management of the livestock and crops. The applications package will reduce
the paperwork as the records of the livestock, crops and students would be stored on
the hard disk of the computer.

Advantages of the alternative solution

 Data entry errors will be reduced as data will be validated when being entered into the
system
 Since the application package would be ready-made it means it would have been tried
and tested hence less errors
 Help is provided online therefore makes it easier for the user to use the system
 Updates to the applications package is available on the internet hence if the school
desires to have updates of the package can then be downloaded

Disadvantages of the alternative solution

 The application package may not be able to meet the specific requirements of the
system
 The ready-made applications package can be expensive to purchase
 Using a ready-made applications package would mean ignoring the initial user’s
requirements as the application package is general purpose software
 The ready-made has periodic updates which need to be downloaded from time to
time hence there will be need for an internet connection thus more expenses will be
incurred
 Since this is a computerized system it is greatly affected by power cuts.

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Justification of method of solution
I am going to use a custom designed program which l am going to program using visual
studio 2010 and Microsoft Access 2013 for storage of the students, crops and livestock
records, Microsoft excel 2013 for mathematical calculations and finally Microsoft word
2013 which will be used for typing all the documents and records. This means my
solution will be cantered on the user’s requirements as well as the objectives of the new
system.
Benefits
 As l will design the program using a very high level object oriented language, the
system will be able to specifically meet the requirements of the user
 The issue of security will be improved as unauthorized access to the students’ data
will be avoided by the use of user access levels and passwords, ensuring that only the
person with administrator privileges can only make changes to data
 The students’ records will be stored on the database of the system then in the school’s
computer on the hard disk hence there will be no need for store rooms to keep the
students’ files
 Data loss will be avoided as the system will be able to backup data on compact disks
which can then be used to recover data in case the data is lost or corrupted
 High integrity of data is ensured as validation and error checking techniques are used
 Records of students, livestock and crops are retrieved faster even if the manager does
not know the full details of the record, the manager can type in a part of the record
which he remembers and search for the record and results being produced
immediately
 There will be periodic backups of the students’, livestock and crops records therefore
the all data can be recovered in case of loss or corruption of the data stored in the
system
 The system will be flexible as l am going to design it according to the user’s
specifications
 There will be no need of downloading periodic updates from the int

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Input Design
Login form

USERNAME

PASSWORD

LOGIN QUIT

Patients form

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DATA STRUCTURE FOR PATIENTS FORM

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 GVC’s Computerised System

Login form

Switchboard

PATIENTS Medicine Vehicles Personnel Death Log

ASSETS AND Procurem

RECORDS
EQUIPMENTS ent
RECORDS RECORDS RECORDS out
RECORDS RECORDS
RECORDS
RECORDS

Add Add Add Add Add Add Add

New New New New New New New
record record record record record record record

Delete Delete Delete Delete Delete Delete

Delete
record record record record record record
record
v

Next Next Next Next

Next Next Next
record record record record
record record record

Previo Previo Previo Previo Previo Previo Previo

us
us us us us us us record
record record record record record record
Previo

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