Business Requirement Document

Hospital management System

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Contends
1. Document Revisions ......................................................................................................... iii
2. Introduction ………...............................................................................................................
2.1. Introduction …………….………………………...………………………………… iii
2.2. Business Goals ...………...………............................................................................. iii
2.3. Business Objectives ................................................................................................... iii
2.4. Business Rules ........................................................................................................... iv
2.5. Background ...…………............................................................................................. iv
2.6. Project Scope ...……………........................................................................................ v
3. Assumptions ..................................................................................................................... vii
4. Constraints ....................................................................................................................... vii
5. Risks ................................................................................................................................. vii
5.1. Project Risks ………................................................................................................. vii
5.2. Schedule Risks ......................................................................................................... xiii
5.3. Technical Risks ........................................................................................................ xiii
5.4. Budget Risks .............................................................................................................. ix
6. Diagram …………………................................................................................................. ix
6.1. Data Flow Diagram…................................................................................................. ix
6.2. User Interaction – Use Case Diagram ......................................................................... x
7. References …………........................................................................................................ xii

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1. Document Revision

Date Version Number Document Changes

2. Introduction
2.1. Introduction
Hospital deal with the life and health of patients. Medical care relies on well-trained
doctors, nurse, high quality facilities and equipment. Medical care also relies on good
record keeping. Without accurate, comprehensive, up to date and accessible patients
notes, medical personnel may not be able to offer the best treatment. He may in fact
misdiagnosed the condition which can have serious consequence, associated records
such as x-rays, specimens, drug records and patient registers must also be well cared
for if the patient is to be protected. Record Management is a systematic and on-going
procedure by which the records of an organization are created, maintained, and
disposed of. This system also ensures record preservation for evidential purpose,
accurate and efficient updating, timely, availability, and control of access only by
authorized personnel.
Hospital Management System is a software which is used for automation of hospital
management. Most of hospitals are not using computerized technology to manage
hospital records, Hospital Management System will be a perfect way to manage these
records, Hospital management system should contain login forms, patient, and doctor
registration, should allow edit details etc.
2.2. Business Goals
Need: The Goal of undertaking this project is complete automation of operations of
Hospital Management System.
2.3. Business Objectives
HMS The software must achieve the following functionalities after the implementation
of the project:

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• Maintain records of indoor and outdoor patients.

• Maintain patient’s diagnosis details, advised tests to be done.
• Staff record maintenance
• Providing different test facilities to a doctor for diagnosis of patients such as x-
ray, urine test, blood test, biochemistry test etc.
• Maintain patient’s precautions, medicine, and diet advice details.
• Provide billing details.
• Results of tests, prescription, precautions, and diet advice will be automatically
updated in the database.
• Related test reports, patient details reports, prescription and billing reports can
we generated as per user requirement.
• User and administrator can search a patient record by patient name or their
registration number.
• If user forgets his/her password, then it can be retrieved by hint questions.
2.4. Business Rules
• Want to take the responsibility of failures due to hardware malfunctioning.
• Warranty period of maintaining the software would be one year.
• Additional payment will be analysed and charged for further maintenance.
• If any error occurs due to a user’s improper use. Warranty will not be allocated
to it.
• Trust bond placement should be done before designing and coding. An advance
or an agreement.
2.5. Background
Currently most of the hospitals are using a manual system to handle the hospital
process. When patient arrive, they make an appointment at the reception to consult a
doctor. These are being recorded in file. Then again patient diagnosed symptoms
related disease details, ward details and doctor necessary details are being recorded
and those files are being stored in special locations. Calculation of bills and inventory
are done manually.
As the current system is file based one, management of the hospital must put much
effort on securing the files. They can be easily damaged by fire, insects, and natural
disasters. Also, could be misplaced by losing data and information.

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Limited storage space of file is another issue that they currently face when the
management is manually done.
There occurs an issue with the organization of data information and schedules and
running the process methodically which leads to the manual system malfunctioning.
If we want to check a previous record of a patient or other detail. Management will be
in a great problem. It’s a tough and time taking process to search for a record in a file.
Keeping files take much time and waste much precious man hours.
The tendency of making mistakes is high when functioning manually. It is hard to relay
on the accuracy of calculations done manually too. It is more obvious for problem to
arise.
2.6. Project Scope
We plan to overcome the manual process problems through a standalone application,
to manage the major functions of the hospital systems.
• The hospital management system we are going to implement will be covering
all basic processes done in hospital. It would handle employee and salary
management, Patient management, Theatre and ward management, laboratory
management, transport management, pharmacy management, OPD and
Emergency management.
• In OPD unit, with the OPD and consultation management system, the manual
doctors channelling details entering process has automated. So, the staff does
not need to spent time on writing appointment records and updating them in
files. And the number issuing process becomes easier and efficient. And
keeping the track of patients and medical prescription details allow them to
review the details whenever needed.
• Implementing the Employee & Salary Management system we record
Attendance, shifting of employees, their holidays and consulting doctors’
schedules. And the system performs calculations of EPF/ETP and OT hours,
Shares of consulting doctors and do the payroll part. This is more efficient and
more reliable and accurate as the system avoids incorrect data inputs whenever
they are occurred.
• The proposed system for Mini theatre & Ward Management records details of
surgeons, in- patients who are assigned for Wards, different ward details and
surgery details. The pharmaceuticals used within the theatre are managed as

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well. Food menus for the patients according to their diseases based on wards is
systemized too. All are digitalized in a systematic way. So, the details of
surgeons, patients and surgeries are well organized and can be easily accessed
whenever needed. Surgery reports, Ward progress reports, In-ward patient
progress details are generated, and history can be tracked too.
• The Vehicle & Transport Management system handles all the data on
ambulance transport. It manages the time slots of ambulances, drivers, and
employee details of transport section and provides bill generating facility. And
reliable time slot management provides the facility of checking the availability
of the ambulances whenever required and decide about a possible time they can
fulfil a request. The system developing for Emergency Treatment & Equipment
Management automate the current processes of patient registering and propose
a better way to keep records of equipment and medicines related to the
emergency treatment unit in a computer-based file system. The proposed
system provides a simple interface to gather quick information of the patient
and record them. So that in a case of special request by an external party, details
of the patient history can be accessed and viewed.
• The Pharmacy Stock Management system is responsible for proper
management of drug stocks, pop ups the notifications of expiry dates of stock
items. This system allows the client to keep track of medicine stocks, notify the
personals when the stock is running out of items and help the manager to reduce
stock levels and eliminate stock waste.
• The Lab Management System records sample collection details, keep track of
lab resources and participate in lab reports conclusion generating. This
increases the accuracy of report generating process and save a lot of time in
manual handling of report details and improve the efficiency and the
productivity of the organization.
• Our goal is to make a client satisfied system by full filling the client
requirements and improving the current manual system with client needs which
are not even particularly mentioned but what we have suggested by analysing
and got approved by the client to improve the standard of the system and of the
management of the hospital to its most.

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3. Assumptions
• Scope and Vison will be used to define and bound establishment of project to
perform implementation of HMS.
• Any Change to project scope will be reflected in change to scope and vision
document and will trigger change control procedure requiring executive sign-off.
• Appropriate funding will be made available to complete analysis, planning, design,
development, testing, deployment and integration of the features and capabilities of
the HMS.
• There will need to be a program management structure to manage and orchestrate
the features and capabilities of the HMS.
4. Constraints
• Hospital Management system is a large, complex enterprise so organization change
will take a considerable amount of time. There will be directive and policies that
need to be changed before new processes can be implemented.
• Lack of health informatics professionals capable of establishing and implementing
the techniques.
• There is a shortage of professional healthcare faculty with in-depth knowledge of
HMS and other similar technologies.
• System is only accessible within the hospital premises only.
• Each user should have individual ID and password.
• Only administrator can access the whole system.
• System is wirelessly networked with an encryption
5. Risk
A risk analysis of the HMS system is carried out to identity the possible risks, damages and
harms that may affect the behaviour of the HMS system. This analysis is crucial for the
HMS system since the system related to the healthcare field so that human lives are
involved. Therefore, the HMS system should consider all the aspect of building a functional
operations management system.
Table 5.1: RMMM Risk Assessment Table for HMS system.
Risk Risk Probability Impact RMMM
Summary Category (1-4)
1. The HMS Project Risk 15% - 20% 3 M1: Meetings should be conducted
system does marginals, with the customer regularly to

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not meet the As a as the prevent such a risk (problem). As

specifications/ system well as, making use of prototyping
misunderstandin
requirements/ may not to collect the feedback if changes
expectations g between the perform are required.
the main M2: Validation and Verification
customer and the
operations (V&V) process must be considered
developer may it has to to ensure that the system works as
do. It is not expected. As well as the
involve. Each
critical understanding between the
person has a since it developing team and the customer
could be must be verified.
different way of
solved M3: Investigate the possible
thinking and the before
reasons that may lead to such a
developme
natural language
nt. problem. Meetings could also be
used is well
conducted to discuss the problem
known for its
and decide what actions should be
ambiguity
taken.
2 Late Delivery Schedule 35% - 45% 3 M1: Proper steps and plan must be
of the project Risk set earlier before the
implementation of the project to
ensure timely delivery by
evaluating the project scope on the
basis of the production deadline.
M2: monitoring the schedule of the
project to ensure that each team is
working at a planned rate. The
project managers or developers can
check this.
M3: Investigate the possible
reasons that may lead to such a
problem like changing of
requirements. In worst cases, an
extension to the deadline may be
asked to form the customer.
3 Computer Technical 5% - 10% 1 M1: Performing regular data
Crash Risk backup on the project as well as
associated documentation in
multiple locations. Hosting the
project on GitHub or Azure may
also help in avoiding data loss.
M2: The staff members should
always be aware of the reliability
and stability of the computers,

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which they work on. Any

adjustments in the environment's
stability should be noted and taken
seriously.
M3: Investigate the problem to
find the causes of it and ensure that
it is not a flake. Checking for
backups and then recovery should
be done in case of such a problem
occurred.
4 Unsuccessful Budget Risk 30-40% 3 M1: use effective cost estimation
management techniques, along with the use of
of historical data. A buffer amount of
project budget money should be maintained for
extra costs.
M2: Track expenses and make
budget decisions to keep up with
changes during the project.
M3: Investigate the possible
reasons that may lead to over-
budgeting and or discover
appropriate ways to reduce costs
without affecting the performance
or the quality of the system.

Table Keys:
Impact (1-4): 1 – Catastrophic, 2 – Critical, 3 – Marginal, 4 – Negligible
RMMM: M1 – Mitigation, M2 – Monitoring, M3 – Management
6. Diagram
6.1. Overall Behaviour – Data Flow Diagram (DFD)
The DFD diagram – Context Level is used to describe the overall behaviour of the HMS
system “As shown in Fig6.1”.

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Figure 6.1: Data Flow Diagram of the HMS System

6.2. User Interaction – Use Case Diagram

The Use Case Diagram is used to simplify and analyse the requirements of the HMS
system “As shown in Fig6.2”. This type of diagram consists of four main components,
which are the boundary of the system, the actors, the use cases and the relationships
between the use cases and actors. The use cases help to determine the expected
behaviour of the system but not the exact method to make it happen. The key concept
of a use case diagram is to design the system from the perspective of the end-use.

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Figure6.2: Use Case Diagram of the HMS system.

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7. Referances

• https://app.diagrams.net/

• https://www.freeprojectz.com/dfd/hospital-management-system-dataflow-diagram

• https://www.academia.edu/28734143/HOSPITAL_MANAGEMENT_SYSTEM_
Software_Requirement_Specification

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