DIPLOMA IN HEALTH INFORMATICS BATCH 200704

‘E-PESARA’
FOR ‘RUBBER INDUSTRY SMALLHOLDERS
DEVELOPMENT AUTHORITY’ (RISDA)
HEADQUARTERS, KUALA LUMPUR.

KHAIRIN IZZATI BINTI KALAMHAMIDI

PORTFOLIO SUBMITTED IN PARTIAL FULFILMENT

FOR THE SUBJECT OF HEALTH INFORMATIC IN
PRACTICE III (HIP 3913)

DIPLOMA IN HEALTH INFORMATICS

MASTERSKILL UNIVERSITY COLLEGE OF HEALTH
SCIENCES
CHERAS
2010

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TABLE OF CONTENT

DECLARATION.......................................................................................................................1

ACKNOWLEDGEMENT.........................................................................................................2

ABSTRACT...............................................................................................................................3

1.0 IMPLEMENTATION
1.1 SCENARIO..............................................................................................................4
1.2 BUSINESS PLAN....................................................................................................5

2.0 TESTING
2.1 ALPHA BETA TESTING.......................................................................................7
2.2 STRENGTH OF SYSTEM......................................................................................7

3.0 CONCLUSION
3.1 ACCOMPLISHMENT.............................................................................................8
3.2 SKILL AND KNOWLEDGE ACQUIRE................................................................8
3.3 SYSTEM LIMITATION..........................................................................................9
3.4 FUTURE RESEARCH/PROJECT ENHANCEMENT...........................................9

4.0 BIBLIOGRAPHY..............................................................................................................10

REFFERENCES.......................................................................................................................11

APPENDIX A
APPENDIX B
APPENDIX C
APPENDIX D

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I hereby declare that the work has been done by myself and no plagiarism from any sources
included.

Name: Khairin Izzati Binti Kalamhamidi

ID : 01-200704-00843

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ACKNOWLEDGEMENT

Alhamdulillah, special thankful to Allah SWT for all the given either my health or ability to
me successfully finished my practical training for 8 week and completeness my portfolio and
presentation.

Firstly, I want to thank to Miss Intan Farahana as my supervisor (lecturer) for her support and
her involvement in my practical training for semester 9 and always guided me in my
preparation for successfully portfolio and presentation. Not forgot also to all lecturers Health
Informatics that always remind and support us to do the best for this practical training.

I also to thank to my local preceptor in RISDA HQ, Tuan Haji Ahmd Zaini, who is
responsible for helping me and my friends to complete my project. Without his idea and
cooperation for all the information that we needed, I could not have finished this project.
Although, he is the busy man in RISDA he always spend time to meet and talk about the flow
of the project and trying to help if we have any problems.

Lastly, a million thanks to all people that involve indirect or direct during my practical
training semester 9, thank you for your support and your blessing.

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ABSTRACT

The purposes of this project is to identify or find the problem that faced by staff in RISDA
especially about medical data for the retirees. In RISDA, the problem is occurring in term of
managing the retirees’ medical data in service department. The clerk that responsible for
record and manage retirees medical data get problem in make calculation for any claim or
payment, tracking staff detail data and manage it in appropriate way. Actually this problem
occurs because it does currently not implement a system that will manage the data in
sufficient way. In RISDA, they still using manual filing record. To solve this problem, I will
introduce and designed a system called ‘e-pesara’ system that is responsible in managing
retirees’ record. It make easier the work of clerk in tracking the data ,make calculation for
claim or any payment, integrate data and at the same time can update the data even separate
location. ‘E-pesara’ systems provide easier and quick way to manager or assistant manager
that want to review or check all staff data any time. This system are combine several function
such profile staff, panel clinic, medicine suspense and reports. The system designed will be
used by clinical clerk and also strategic level such manager or assistant manager. It will be
implementing in personal computer the clerk and manager or assistant manager in human
resources department so that they can uses it to improve productivity and manage data in
more efficient way.

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1.0 IMPLEMENTATION

1.1 Scenario

Service department at RISDA used manual log book for retire data record keeping. It’s hard for
the staff to find the retire data record because they have a lot of log book and files. Manual
system has many barriers and disadvantages like the book can easily damage if keep it in a long
time.

Other than that, it’s hard to calculate the balance of the budget for the panel clinic prepared by
RISDA to their retiree. The staff cannot know how much the balance of the budget left until the
end of the year.

Since the log books and files is stored in filing cabinets it consumes too much place, as the
amount of work done on paper increases the filing cabinets too increases. The information of the
retiree and details are stored in different parts of the site and so takes a long time to retrieve the
data. It also takes a long time to find the information about a relevant person.

With the new system to be established and be implemented, it will help the staff in calculating
the balance efficiently, accuracy and reducing error which may be troublesome to the generated
reports.

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1.2 Business Plan

1.2.1 Purpose of the system

The purpose of this system is to facilitate the staff at the service department. This system
replaced the manual filing system that using log book. This system also can make an auto-
calculate for calculating the balance of the budget left in the form of the system. This system
are combine several function such profile staff, panel clinic, medicine suspense and reports.
Besides that, “e-pesara” system also can present all data about retire staff. The system
designed will be used by clinical clerk and also strategic level such manager or assistant
manager. It will be implementing in personal computer the clerk and manager or assistant
manager in service department so that they can uses it to improve productivity and manage
data in more efficient way.

1.2.2 System Requirement

Hardware

 ATX CPU case

 processor Intel® core™2duo 2.40GHz

 40GB hard drive

 14 inches monitor

Software

 Microsoft window vista

 Microsoft office 2007 edition

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1.2.3 Planning phases

During the planning phases, SWOT analysis is a strategic way to examine the company strength(S),
weaknesses (W), opportunity (O) and threats (T). The strength of RISDA is they have a lot of staff
that can maintain the system. The weakness of the company is they still using manual filing system
and the documentation is hard to update. Besides that, the opportunities of this company have is can
find the problem that faced by staff in RISDA especially about medical data for retirees. The
threats that RISDA faced is the Microsoft access has limitations.

This small system is been created using Microsoft access 2007 start from planning the concept of
the system by understand what the user want. Identify the potential problem is the important thing
in the planning phase because the problem can make the system impossible to use. Designing and
developing the system are the fun side of creating a system because it is depend on the creativity.

Testing the system is also the important part in developing a system. It is because to make sure that
the system is fully function. So, the planning phase is the main part of the existence of this system.

1.2.4 Analysis phases

The purpose of system analysis phase is to build a logical model of the new system.
(Shelly,Cashman &Rosenblatt,2008) A system is created for service unit in RISDA to reduce the
space to store the file data related to retirees of their medical data. Other than that, it also enables
users to review the data without demonstrated time to find the file. Any unclear handwriting can
lead to mistakes. So, typed information in the system is less likely to create misunderstandings so it
can reduce the errors in the records.

1.2.5 Timeline

Refer to appendix B.

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2.0 TESTING

2.1 Alpha Beta Testing

The alpha testing has done by our group member. By this testing, I know that this system has
some error and disadvantages. I try to improve it by editing the form interfaces, the query and
the relationship. I test it and edit it again and again until I satisfy with this system before I
show it to my local preceptor.

Beta testing is the testing by the local preceptor in RISDA. The beta testing is the most
challenges thing because I did not expect that they still using Microsoft Office 2003. System
“e-pesara” is made in Microsoft Office 2007. Some part of the system cannot integrate with
Microsoft Office 2003 because the earlier version of Microsoft Office did not same with the
latest version. So, I have to convert the system so that the staffs can use this system.

Besides that, I have distributed survey form to the staff and to my local preceptor for further
opinion. Refer to appendix A.

2.2 Strength of System

 A secure system because has password.

 Have multiple reports with different views of the same information and it is base on
“what you see is what you get” terms.
 Simple and not complicated user interfaces.
 Simple forms. Users just key-in the important data only.
 The colors of the system are not making user eyes hurt.

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3.0 CONCLUSION
3.1 Accomplishment

This system has been a good system for service department because it made their job
easier. It have auto-calculate form so that the staff just have to key in the amount and the
total will automatically appear at the form compare to the old system, the staff have to
count it manually.

Other than that, this system also can produce print-out report for all the data in the
system. Thus, it can facilitate the staff to review back the data and evaluate the data.

Compare to the old system, this system makes the staff easy to retrieve data and
information. Other than that, this system can slowly reduce space for keeping manual
filing record because most of the data have been entered in the system.

So, this small and lack-of-time project really helps the staff in service department. Even
this project is a very simple system, but the impacts give a deepest meaning to the
service department staffs.

3.2 Skills and Knowledge Acquired

 Abilities using computer.

 Have a basic skill and knowledge in Microsoft Access 2007.
 Have a basic knowledge in Visual Basic to do the coding.
 Communication skill is the most important to understand what the user want for the
system.
 Analytical skill to think and interpreted what the user want for a successful system that can
ease the user.
 Creativity also required design the form that can make the user comfortable and not stress
when looking at the form of the system.
 A general knowledge to see from the user point of view so that the system will not be a
complicated system for the user.

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3.3 System limitation

 It has a small storage size so it is not suitable for lot of data.
 It will run slow if it contains a large file or too many data.
 Used for one user at one time.
 Did not have any internet connection to any webpage.
 Use malay language. It can be disadvantage for other races.

3.4 Future research/project enhancement

For the future research of this system, a server database is also required in order not using the
computer physical memory to cover a lot of data besides protecting the data confidentiality and
to avoid the database from an unauthorized user. It is because Microsoft access is only suitable
for small database. By using Multilanguage database also convenient for all the users.

In order wanted to improve or maintain the working performance, the ‘e-pesara’ should
update and improve time by time depending on the user need of the system function. In
addition, the system must be having multiple languages which are Malay and English so
that the system becomes more flexible.

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4.0 BIBLIOGRAPHY
1. Shelly, G.B, etal (2008). System Analysis And Design, 7th, Thompson Course
Technology,USA.

2. Palani Murugappan “Microsoft© Office Access™ 2007 a step-by-step approach”, Venton

publishing, Copyright © 2007, 282 pages.

3. Gred Wiegand, Todd Brakle, Gina Ranouse “Microsoft© Office Access™ 2007 Form,
Report, and Queries” Copyright © 2007 by Que Publishing, 404 pages.

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REFERENCES

1. http://databases.about.com/od/tutorials/ss/relationships.htm accessed at 10th

june 2010.

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APPENDIX A

BORANG PENILAIAN

DIPLOMA IN HEALTH INFORMATICS

SGT BAGUS BAGUS SEDERHANA TERUK SGT TERUK

5 4 3 2 1

SOALAN 1 2 3 4 5
Kata laluan berfungsi dengan baik
Main menu mudah dilihat
Warna yang tidak menyakitkan mata
Kesemua butang berfungsi dengan tepat
Semua “form” berfungsi mengikut kehendak
“form” tidak mengelirukan
Laporan yang dikeluarkan mengikut kehendak
Laporan mudah di cetak

KOMEN

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APPENDIX C - screenshot

1a) SELAMAT DATANG-for an introduction of the system

1b) LOGIN- for the system security.

To quit for the system

1c) MENU-the main menu

To enter ‘data pesara’ form

To enter ‘data panel’ form

To enter ‘sara ubat’ form

To enter report menu

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1d) REPORT MENU- main menu for the report

contain ‘laporan pesara’,’laporan pesara dan

tanggungan’,’laporan pesara dan panel’and
‘laporan pesara dan sara ubat’

report for panel clinic

report for medical expenses (sara ubat)

back to main menu

1e) ‘PESARA’ MENU- main menu for the ‘pesara’ report

2)’DATA PESARA’ form- can add and view retiree data

‘Nota tambahan’ is for

additional note like file
number or old IC
number.

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3)DATA PANEL form- can add and view panel data

4)DATA SARA UBAT form- can add and view data

For the forms, it has 4 buttons:

SIMPAN- to save the data

BARU-to add new data

CARI-to search record

MENU-to back to main menu

5)LAPORAN PESARA-can print the data just click the printer symbol to print

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6)LAPORAN PANEL- can print the data

7)LAPORAN SARA UBAT- can print the data

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Every report has a MENU button to go to others reports or to exit.

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APPENDIX D- coding

Coding for “selamat datang”

Option Compare Database

Private Sub Form_Current()

End Sub

Private Sub Form_Timer()

'automatic open SELAMAT DATANG form while start the database

DoCmd.OpenForm "SELAMAT DATANG"

'after SELAMAT DATANG form closed

DoCmd.Close

'open up login

DoCmd.OpenForm "login"

End Sub

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Coding for “tunggu sebentar”

Option Compare Database

Private Sub Form_Current()

End Sub

Private Sub Form_KeyUp(KeyCode As Integer, Shift As Integer)

End Sub

Private Sub Form_Timer()

'When the Timer Interval is achieved, this form closes

'The On Close event triggers code that opens the Switchboard

DoCmd.Close

'Open the menu form

DoCmd.OpenForm "menu"

End Sub

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Coding for “login”

Option Compare Database

Private Sub login_Click()

username.SetFocus

If username = "Khairin" And password = "1234" Then

MsgBox "selamat datang khairin !", vbInformation, "E-PESARA"

DoCmd.Close

DoCmd.OpenForm "tunggu sebentar"

ElseIf username = "izzati" And password = "1234" Then

MsgBox "Selamat Datang", vbInformation, "E-PESARA"

DoCmd.Close

DoCmd.OpenForm "tunggu sebentar"

Else

MsgBox "sila cuba sekali lagi"

End If

End Sub

Private Sub password_BeforeUpdate(Cancel As Integer)

End Sub

Private Sub password_Click()

End Sub

Private Sub username_Click()

End Sub

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