Blood Bank Operations and Inventory Management in Hospitals

Karl Joash Peria

Peter Norvie Esconde
Ralph Ringconada

Silliman University
College of Computer Studies

Database Information Management Project

Submitted To:

Engr. Albert Geroncio Rivera​

Date Submitted:

May 24, 2024

 TABLE OF CONTENTS

I. Business Narrative..........................................................................................................2

II. Scope and Limitations.................................................................................................. 3

III. Business Rules..............................................................................................................4

IV. Enhanced Entity Relationship Diagram................................................................... 5

V. Relations......................................................................................................................... 6

VI. Data Dictionary............................................................................................................8

VII. Table Definitions...................................................................................................... 16

I. Business Narrative
​ The critical need for blood bank operations within hospitals, the students’ started
on a transformative database information management project. The students’ set out to
develop a comprehensive solution aimed at streamlining and enhancing blood bank
operations and inventory management in hospitals focusing on improving the efficiency
and accuracy of blood inventory management. The students’ system is designed to ensure
that every aspect of blood bank management is meticulously tracked and easily
accessible, promoting optimal resource utilization, and data management.
​
​ In the early stages of the project, the students conducted thorough research to
gather essential information and insights. Recognizing the importance of expert guidance,
they sought advice from a college professor; her advice and insights were invaluable in
understanding the complexities and challenges inherent in blood bank management. She
provided a deep dive into various aspects, such as business rules, and the layout of the
program. The students’ then formulated the business rules, then outlined an
Entity-Relationship (ER) diagram in order to form an Enhanced Entity-Relationship (ER)
diagram later on.

​ As the students’ finished making the business rules they proceeded on making the
Entity-Relationship (ER) diagram. This initial Entity-Relationship (ER) diagram served
as a blueprint, mapping out the relationships between different entities within the blood
bank system. The students’ then created an Enhanced Entity-Relationship (EER)
diagram. The Enhanced Entity-Relationship (EER) diagram provided a more detailed and
comprehensive representation of the system, incorporating additional entities, attributes,
and relationships. This enhanced diagram allowed it to capture more specific attributes
and relationships, ensuring a comprehensive and accurate representation of the blood
bank management system.

The next stage involved translating the Enhanced Entity-Relationship (EER)

diagram into relations tables, which would help in making the data dictionary of our
database system. Each table was meticulously designed to ensure data integrity and ease
of access.

​ The creation of the data dictionary was a crucial step in the project. This
document detailed every data element within the system, including attributes, data types,
allowed values, and relationships between entities. Each entry in the data dictionary was
meticulously defined to eliminate ambiguity and ensure that everyone had a common
understanding of the data elements.​
​ Using DB2, the students’ developed a database capable of handling amounts of
data with reliability and performance. The DB2 database was chosen for its advanced
features, including strong data integrity, security, and support for complex queries, which
were essential for the project's success.

The last stage was to develop the front back-end application using Visual Basic.
Visual Basic was selected for its ease of use, rapid development capabilities, and ability
to create a user-friendly interface. The application includes features such as managing
patient records, donor information, and blood inventory. The program has intuitive forms
and controls, ensuring that hospital staff could easily input and retrieve information,
reducing the risk of errors and improving overall efficiency.

II. Scope and Limitations​

Scope:
This project is focused on blood banks in hospitals, involves comprehensive data
management and operations covering RMT(Registered Medical Technologist), Blood,
Doctor, Patient, Donor, and associative entities like Donate, Prescription, and Examines.
This project aims to manage donor information, blood inventory, testing results, patient
records, doctor records, and transfusion details, alongside donor screening, blood
collection, and inventory control. Integration of technology includes the use of relational
databases, developing user-friendly interfaces, and achieving compatibility with existing
hospital systems. In addition, the project considers one (1) possible user of the system,
namely: RMT(Registered Medical Technologist).

Limitation:
This project on blood bank operations and inventory management focuses on
record-keeping and does not cover actual blood collection or transfusion activities. Blood
donors and patients are not system users; their information is entered by the RMT.
Doctors must have their medical licenses stored in the database to prescribe, and
prescriptions are only issued if a patient’s ID and name match existing records.
Limitations include reliance on accurate data entry by the RMT, restricted system
accessibility to hospital environments, lack of integration with other hospital systems,
and absence of real-time data updates.
III. Business Rules

1.​ One RMT examines one or more DONORs.

One DONOR is examined by one RMT.

2.​ One RMT extracts BLOOD to one or more DONORs.

​ One DONOR donates BLOOD extracted by one RMT.
​ One BLOOD is extracted from one DONOR by one RMT.

3.​ One DOCTOR requests BLOOD for one PATIENT.

One BLOOD is requested by one DOCTOR for one PATIENT.
One PATIENT receives BLOOD requested by one DOCTOR.
IV. Entity Relationship Diagram

Enhanced Entity Relationship Diagram

V. Relations
RMT

Employee ID Specialization RMT_Name PRC_License

1234 Microbiology Peter Esconde RHD-632731

543 Hematology Jane Doe DYU-893275

6789 Immunology Michael Brown DFX-870211

BLOOD

Serial_ Donor_ ABO_ RH_Factor Amount_ Blood_ Expiration_

Number Name Group Per_Unit Type Date

1236 Lebron A + 450 RBC 2024-06-30

James

4567 Jane Doe B - 300 WBC 2024-07-15

789 Alice AB + 200 Platelets 2024-07-20

Brown

DOCTOR

Doctor_ID Doctor_Name Specialization Medical_License

790 Dr. Sarah Johnson Neurology ETT-567457

097 Dr. Mark Anderson Orthopedics MRR-133523

9758 Dr. Emily Lee Dermatology QWT-084644

PATIENT

Patient_ID Patient_Name ABO_Group RH_Factor Transfusion_

Requirements

865 Alice Smith A + Surgery

9806 Bob Johnson B - Anemia

5256 Charlie Brown AB + Trauma

 DONOR

Donor_ID Donor_Name ABO_Group RH_Factor Eligibility

4563 Alice Johnson O + Eligible

4231 Bob Anderson A - Ineligible

546 Charlie Lee B - Eligible

DONATE

Donation_ID 𝙳̲𝚘̲𝚗̲𝚘̲𝚛̲ 𝙸̲𝙳̲ Extraction_Date Volume

645 6456 2024-05-13 500

3567 648 2024-07-19 300

255 7944 2024-07-25 450

PRESCRIPTION

Request_No 𝙳̲𝚘̲𝚌̲𝚝̲𝚘̲𝚛̲ 𝙿̲𝚊̲𝚝̲𝚒̲𝚎̲𝚗̲𝚝̲ Purpose Volume ABO_Group

𝙸̲𝙳̲ 𝙸̲𝙳̲

585 537 5649 Surgery 250 O+

3456 3213 324 Anemia 900 A-

2578 568 7890 Trauma 300 AB+

EXAMINES

Test_ 𝙳̲𝚘̲𝚗̲𝚘̲ 𝙿̲𝚊̲𝚝̲𝚒̲𝚎̲𝚗̲ 𝙴̲𝚖̲𝚙̲𝚕̲𝚘̲𝚢̲𝚎̲ Malaria HIV Syphilis Hepatitis Hepatitis

ID 𝚛̲ 𝙸̲𝙳̲ 𝚝̲ 𝙸̲𝙳̲ 𝚎̲ 𝙸̲𝙳̲ _C _B

0013 0987 968 432 Positive Negative Negative Negative Negative

002 087 7567 1235 Negative Positive Negative Negative Negative

0035 0678 7647 6432 Negative Negative Positive Negative Negative

 VI. Data Dictionary

Table Attribute Name Contents Type Format Range Required PK or Valid Default FK
Name FK Values Values References
Table

Employee_ID The primary key of NUMERIC(4) #### 1-9999 Y PK

this table; a unique
identifier for the
RMT

RMT_Name Name of the VARCHAR(20) A(20) NA Y

Registered Medical
RMT Technologist
employee

Specialization Area of VARCHAR(20) A(20) NA N

specialization for the
Registered Medical
Technologist

PRC_License License number of VARCHAR(10) X NA Y

the Registered
Medical
Technologist
Table Attribute Name Contents Type Format Range Required PK or Valid Default FK
Name FK Values Values References
Table

Serial_Number The primary key of NUMERIC(4) #### 1-9999 Y PK

this table; a unique
serial number for the
blood unit

Donor_Name Name of the blood VARCHAR(20) A(20) NA Y

donor

Blood_Type Blood type of the VARCHAR(10) A(10) NA Y Platelets,

unit RBC,
WBC

ABO_Group A categorization of VARCHAR(2) A(2) NA Y A, B,

BLOOD
blood based on the AB, O
presence or absence
of A and B antigens
on red blood cells

RH_Factor (RH) Rhesus factor CHAR(1) X(1) NA Y +, -

of the patient

Amount_Per_Unit The amount of blood NUMERIC(4) #### NA Y

in the unit

Expiration_Date Expiration date of Date DD/ NA Y

the blood unit MM/
YYYY
Table Attribute Name Contents Type Format Range Required PK or Valid Default FK
Name FK Values Values References
Table

Doctor_ID The primary CHAR(4) 9999 NA Y PK

key of this
table; Unique
identifier for
the doctor.

DOCTOR Doctor_Name Name of the VARCHAR(20) A(20) NA Y

doctor

Specialization Specialization VARCHAR(20) A(20) NA Y

of the doctor

Medical_ Medical VARCHAR(10) X NA Y

License license
number of the
doctor
Table Attribute Contents Type Format Range Required PK or Valid Default FK
Name Name FK Values Values References
Table

Patient_ID The primary key of NUMERIC(4) #### 1-9999 Y PK

this table; Unique
identifier for the
patient.

Patient_Name Name of the patient. VARCHAR(20) A NA Y

ABO_Group Blood type of the VARCHAR(2) A(2) NA Y A, B,

PATIENT patient AB, O

RH_Factor (RH) Rhesus factor CHAR(1) A(1) NA Y +, -

of the patient

Transfusion_ Any specific VARCHAR(20) A(20) NA Y

Requirements requirements or
conditions for blood
transfusion for the
patient
Table Attribute Contents Type Format Range Required PK or FK Valid Default FK
Name Name Values Values References
Table

Donor_ID The primary key NUMERIC(4) #### 1-9999 Y PK

of this table;
Unique identifier
for the donor

Donor_Name Name of the donor VARCHAR(20) A(20) NA Y

ABO_Group Blood type of the VARCHAR(2) A(2) NA Y A, B,

DONOR patient AB, O

RH_Factor (RH) Rhesus CHAR(1) A(1) NA Y +, -

factor of the
patient

Eligibility Indicates whether BOOLEAN Y/N NA Y Y(yes)/

the donor is N(no)
eligible to donate
blood
Table Name Attribute Name Contents Type Format Range Required PK or Valid Default FK
FK Values Values References
Table

Donation_ID The primary key of this NUMERIC(4) #### 1-9999 Y PK

table; Unique identifier
for donation

Donor_ID Identifier for the donor NUMERIC(4) #### NA Y FK DONOR

associated with the
DONATE donation

Extraction_ The date when the Date DD/ NA Y

Date blood was extracted MM/
YYYY

Volume The amount of blood NUMERIC(4) #### NA Y

donated, usually
measured in milliliters
Table Name Attribute Contents Type Format Range Required PK or Valid Default FK
Name FK Values Values References
Table

Request_No The primary key of this NUMERIC(4) #### 1-9999 Y PK

table; identifier for blood
request

Doctor_ID Identifier for the doctor NUMERIC(4) #### NA Y FK DOCTOR

who prescribed the
blood transfusion

PRESCRIP- Patient_ID Identifier for the patient NUMERIC(4) #### NA Y FK PATIENT

TION receiving the blood
transfusion

Purpose Purpose for the blood VARCHAR(25) A(25) NA Y

prescription

Volume Volume of blood NUMERIC(4) ## NA Y

prescribe, usually
measured in milliliters

ABO_Group The blood type required VARCHAR(2) A(2) NA Y A, B,

for the transfusion AB, O
Table Name Attribute Contents Type Format Range Required PK or Valid Default FK
Name FK Values Values References
Table

Test_ID The primary key of this NUMERIC(4) #### 1-9999 Y PK

table; Unique identifier for
the test

Patient_ID Identifier for the patient NUMERIC(4) ### NA Y FK PATIENT

undergoing medical
examination for
blood-borne diseases.

Donor_ID Identifier for Donor, NUMERIC(4) #### 1-9999 Y FK DONOR

unique ID of the Donor.

Employee_ Identifier for the RMT, NUMERIC(4) #### 1-9999 Y FK RMT

EXAMINES
ID unique ID of the
Registered MT.

Malaria Indicates if the patient has BOOLEAN T/F NA Y T/F

malaria

HIV Indicates if the patient has BOOLEAN T/F NA Y T/F

HIV

Syphilis Indicates if the patient has BOOLEAN T/F NA Y T/F

syphilis

Hepatitis_ Indicates if the patient has BOOLEAN T/F NA Y T/F

C hepatitis C

Hepatitis_ Indicates if the patient has BOOLEAN T/F NA Y T/F

B hepatitis B
VII. Table Definitions

RMT ​
Data type Column
Column name schema Data type name Length Scale Nulls
------------------------------- --------- ------------------- ---------- ----- ------
EMPLOYEE_ID SYSIBM INTEGER 4 0 No
RMT_NAME SYSIBM VARCHAR 20 0 Yes
SPECIALIZATION SYSIBM VARCHAR 20 0 Yes
PRC_LICENSE SYSIBM VARCHAR 10 0 Yes

BLOOD
Data type Column
Column name schema Data type name Length Scale Nulls
------------------------------- --------- ------------------- ---------- ----- ------
SERIAL_NUMBER SYSIBM INTEGER 4 0 No
DONOR_NAME SYSIBM VARCHAR 20 0 Yes
BLOOD_TYPE SYSIBM VARCHAR 10 0 Yes
ABO_GROUP SYSIBM VARCHAR 2 0 Yes
RH_FACTOR SYSIBM CHARACTER 1 0 Yes
AMOUNT_PER_UNIT SYSIBM INTEGER 4 0 Yes
EXPIRATION_DATE SYSIBM DATE 4 0 Yes

DOCTOR
Data type Column
Column name schema Data type name Length Scale Nulls
------------------------------- --------- ------------------- ---------- ----- ------
DOCTOR_ID SYSIBM INTEGER 4 0 No
DOCTOR_NAME SYSIBM VARCHAR 20 0 Yes
SPECIALIZATION SYSIBM VARCHAR 20 0 Yes
MEDICAL_LICENSE SYSIBM CHARACTER 7 0 Yes
PATIENT
Data type Column
Column name schema Data type name Length Scale Nulls
------------------------------- --------- ------------------- ---------- ----- ------
PATIENT_ID SYSIBM INTEGER 4 0 No
PATIENT_NAME SYSIBM VARCHAR 20 0 Yes
ABO_GROUP SYSIBM VARCHAR 2 0 Yes
RH_FACTOR SYSIBM CHARACTER 1 0 Yes
TRANSFUSION_
REQUIREMENTS SYSIBM VARCHAR 20 0 Yes

DONATE
Data type Column
Column name schema Data type name Length Scale Nulls
------------------------------- --------- ------------------- ---------- ----- ------
DONATION_ID SYSIBM INTEGER 4 0 No
DONOR_ID SYSIBM INTEGER 4 0 Yes
EXTRACTION_DATE SYSIBM DATE 4 0 Yes
VOLUME SYSIBM INTEGER 4 0 Yes

PRESCRIPTION

Data type Column

Column name schema Data type name Length Scale Nulls
------------------------------- --------- ------------------- ---------- ----- ------
REQUEST_NO SYSIBM INTEGER 4 0 No
DOCTOR_ID SYSIBM INTEGER 4 0 Yes
PATIENT_ID SYSIBM INTEGER 4 0 Yes
PURPOSE SYSIBM VARCHAR 25 0 Yes
VOLUME SYSIBM INTEGER 4 0 Yes
ABO_GROUP SYSIBM VARCHAR 2 0 Yes
EXAMINES

Data type Column

Column name schema Data type name Length Scale Nulls
------------------------------- --------- ------------------- ---------- ----- ------
TEST_ID SYSIBM INTEGER 4 0 No
DONOR_ID SYSIBM INTEGER 4 0 Yes
EMPLOYEE_ID SYSIBM INTEGER 4 ​ 0 Yes
MALARIA SYSIBM BOOLEAN 1 ​ 0 Yes
HIV SYSIBM BOOLEAN 1 ​ 0 Yes
SYPHILIS SYSIBM BOOLEAN 1 ​​ 0 Yes
HEPATITIS_C SYSIBM BOOLEAN 1 ​ 0 Yes
HEPATITIS_B SYSIBM BOOLEAN 1 ​ 0 Yes