Executive Summary

This document is a Software Requirements Specification (SRS) for the Hospital Patient Management System (HPMS). It describes the functions, goals and tasks that the system can perform. Software Team Development Inc. (STD) will use this document to describe the scope of the project and to plan for the systems design and eventual implementation. This document forms the basis for the contract between the hospital and Software Team Development Inc. (STD). The document lists the following features as the high-level requirements that the Hospital Patient Management System will satisfy:

Work Scheduling assigning nurses to doctors and doctors to patients Admissions - Admitting patients, assigning the patients to appropriate wards Patient Care - Monitoring patients while they are in the hospital Surgery Management - Planning and organizing the work that surgeons and nurses perform in the operating rooms Ward Management - Planning and coordinating the management of wards and rooms Waiting list: Monitoring to see if there are any patients waiting for available beds, assigning them to doctors and beds once these become available

The document also presents a number of requirements that can be classified into two categories: functional and non-functional requirements. Non-functional requirements can be used to improve the functioning of the computer system, but not the management of the hospital as a whole. For these requirements, Software Team Development recommends that the Hospital management identify a set of experts from their computer department and their legal department to formally accept the requirements. The primary areas of concern are performance, security and userinterface. Functional requirements, on the other hand, are requirements directly related to the hospital management. Software Team Development Inc. (STD) also recommends that the hospital management identify a set of experts in the different domains to examine and formally accept these requirements. We would be grateful if you accept this document as the beginning of the process for approving the requirements and launching the design phase of the project. If you have any questions about this document please contact Chad La Fournie at (403) 210 7545 between 9 a. m. and 4 p.m. on weekdays. Your prompt response will be highly appreciated.

Hospital Patient Management System Software Requirements Specification

1.

Introduction

1.1

Purpose

The purpose of this document is to describe all the requirements for the Hospital Patient Management System (HPMS). The intended audience includes all stakeholders in the potential system. These include, but are not necessarily limited to, the following: administrative staff, doctors, nurses, surgeons and developers. Developers should consult this document and its revisions as the only source of requirements for the project. They should not consider any requirements statements, written or verbal as valid until they appear in this document or its revision. The hospital management and its team members should use this document and its revisions as the primary means to communicate confirmed requirements to the development team. The development team expects many face-to-face conversations that will undoubtedly be about requirements and ideas for requirements. Please note that only the requirements that appear in this document or a future revision, however, will be used to define the scope of the system. 1.2 Scope

The proposed software product is the Hospital Patient Management System (HPMS). The system will be used to allocate beds to patients on a priority basis, and to assign doctors to patients in designated wards as need arises. Doctors will also use the system to keep track of the patients assigned to them. Nurses who are in direct contact with the patients will use the system to keep track of available beds, the patients in the different wards, and the types of medication required for each patient. The current system in use is a paperbased system. It is too slow and cannot provide updated lists of patients within a reasonable timeframe. Doctors must make rounds to pick up patients treatment cards in order to know whether they have cases to treat or not. The intentions of the system are to reduce over-time pay and increase the number of patients that can be treated accurately. Requirements statements in this document are both functional and non-functional.

1.3

Definitions, Acronyms, and Abbreviations

HPMS PHN Report Database Front-desk staff Logon ID Password Web-based application Windows 2000

Hospital Patient Management System Personal Health Number on health card an account of patients collection of information in a structured form administrative staff that work at reception desk a user identification number to enter the system a word that enables one to gain admission into the system an application that runs on the Internet an operating system produced by Microsoft Corporation that is Used to operate the computer using a graphical user interface. a query language to interrogate the system Patient Identification number Graphical User Interface Software Requirements Speficification

MySQL ID GUI SRS

1.4

References

No formal documents have been referenced in this document.

1.5

Overview

This Software Requirements Specification (SRS) is the requirements work product that formally specifies Hospital Patient Management System (HPMS). It includes the results of both business analysis and systems analysis efforts. Various techniques were used to elicit the requirements and we have identified your needs, analyzed and refined them.

The objective of this document therefore is to formally describe the systems high level requirements including functional requirements, non-functional requirements and business rules and constraints. The detail structure of this document is organized as follows: Section 2 of this document provides an overview of the business domain that the proposed Hospital Patient Management System (HPMS) will support. These include a general description of the product, user characteristics, general constraints, and any assumptions for this system. This model demonstrates the development team's understanding of the business domain and serves to maximize the team's ability to build a system that truly does support the business. Section 3 presents the detail requirements, which comprise the domain model. Picture 1 shows an overview of the Hospital Patient Management System and the relationships between requirements. 2. General Description

2.1

Product Perspective

This Hospital Patient Management System is a self-contained system that manages activities of the hospital as bed assignment, operations scheduling, personnel management and administrative issues. Various stakeholders are involved in the hospital system. A general picture of the system and the relationship between various stakeholders in the hospital is shown in Picture 2.

2.2 Product Functions

The system functions can be described as follows:

Registration: When a patient is admitted, the front-desk staff checks to see if the patient is already registered with the hospital. If he is, his/her Personal Health Number (PHN) is entered into the computer. Otherwise a new Personal Health Number is given to this patient. The patients information such as date of birth, address and telephone number is also entered into computer system.

Consultation: The patient goes to consultation-desk to explain his/her condition so that the consulting nurse can determine what kind of ward and bed should be assigned to him/her. There are two possible circumstances: a) If there is a bed then the patient will be sent to the bed to wait for the doctor to come. b) If there is no bed, the patient is put on a waiting list until a bed becomes available.

Patient check out. If a patient checks out, the administrative staff shall delete his PHN from the system and the just evacuated bed is included in available-beds list. Report Generation: The system generates reports on the following information: patients, bed availability and staff schedules after every six hours. It prints out all the information on who has used which bed, when and the doctor that is taking care of a given patient as well as expected medical expenses.

2.3 User Characteristics

The system will be used in the hospital. The administrators, doctors, nurses and front-desk staff will be the main users. Given the condition that not all the users are computer-literate. Some users may have to be trained on using the system. The system is also designed to be user-friendly. It uses a Graphical User Interface (GUI).

Front-desk staff: They all have general reception and secretarial duties. Every staff has some basic computer training. They are responsible for patients check-in or notification of appropriate people (e.g. notify administrator or nurse when an event occurs). Administrators:

They all have post-secondary education relating to general business administration practices. Every administrator has basic computer training. They are responsible for all of the scheduling and updating day/night employee shifts. Administrators in the wards are responsible for assigning doctors and nurses to patients. Nurses: All nurses have post-secondary education in nursing. Some nurses are computer literate. Consulting nurses to whom patients give short descriptions of their conditions are also responsible for assigning patients to appropriate wards if the beds are available, otherwise putting patients on the waiting list. Nurses in wards will use the HPMS to check their patient list. Doctors: All doctors have a medical degree. Some have further specialized training and are computer literate. Doctors will use the HPMS to check their patients list.

2.4 General Constraints

The system must be delivered by January 1st 2003. The existing Telecommunication infrastructure is based on IEEE100802.3 standards and the system must conform to this standard using category 5 cables for networking The system must be user-friendly

2.5 Assumptions and Dependencies

It is assumed that one hundred IBM compatible computers will be available before the system is installed and tested. It is assumed that the Hospital will have enough trained staff to take care of the system

3. Specific Requirements

3.1 Functional Requirements Registration SRS001 Add patients The HPMS shall allow front-desk staff to add new patients to the system. Assign ID The HPMS shall allow front-desk staff to give each patient a ID and add it to the patients record. This ID shall be used by the patient throughout his/her stay in hospital.

SRS002

Consultation
SRS003 Assign Ward The consulting nurse shall use HPMS to assign the patient to an appropriate ward.

SRS004

Assign to Waiting List The consulting nurse shall use HPMS to assign Patient to a waiting list if no bed is available.

Medical matter management

SRS005 Assign Doctor The administrative staff in the ward shall use HPMS to assign a doctor to a given patient.

SRS006

Assign Nurse The administration staff in the ward shall use HPMS to assign a nurse to a given patient. Inform Doctors The HPMS shall inform doctors of new patients. Inform Nurses The HPMS shall inform nurses of new patients. Emergency Case In an emergency case, the administrative staff shall use HPMS to assign an emergency room, doctors and nurses to the patient immediately. Surgery case In a surgery case, the administrative staff shall use HPMS to assign a surgery room, surgeon and nurses to the patient. Generate Report (normal) The HPMS shall generate the patients situation record every two hours for normal patients. Generate Report(Severe) The HPMS shall generate patients situation record every half hour for severe patients. Record procedure The whole treatment procedure for the patient shall be recorded by the system. Inform patient The HPMS shall automatically inform the patients who are on the bed waiting list of available beds whenever they become available.

SRS007

SRS008

SRS009

SRS010

SRS011

SRS012

SRS013

SRS014

Check Out

SRS015

Delete Patient ID The administrative staff in the ward shall be allowed to delete the ID of the patient from the system when the patient checks out.

SRS016

Add to beds-available list The administrative staff in the ward shall be allowed to put the beds just evacuated in beds-available list.

Report Generation

SRS017

Patient information Every six hours the HPMS shall generate reports on patients about the following information: patients PHN, patients name, ward name, bed number and the doctors name. Bed Aavailability Every six hours the HPMS shall generate reports on bed availability about the following information: ward name, bed number, occupied/unoccupied Staff Schedule Every six hours the HPMS shall generate reports on staff schedule about the following information: staff ID, staff name, staff type, duty shift.

SRS018

SRS019

Database
SRS020 Patient Mandatory Information Each patient shall have the following mandatory information: first name, last name, phone number, personal health number, address, postal code, city, country, patient identification number. Update Patient Information The HPMS shall allow the user to update any of the patients information as described in SRS020 Search for Patient The HPMS shall allow the user to search for patients information by last name or PHN or patient ID. Staff Mandatory Information Each staff in hospital shall have the following mandatory information: identification number, first name, last name, phone

SRS021

SRS022

SRS023

number, address, postal code, city, country, employee type, duty schedule. SRS024 Update Staff Information The HPMS shall allow the user to update any of the staffs information as described in SRS023. Employee Information The HPMS shall allow the user to search for employee information by last name, or ID number. Ward Types The ward is categorized into four types: Maternity, Surgical, Cancer and Cardiac. Ward Information Each ward in HPMS shall include the following mandatory information: ward name, ward number, list of rooms in ward. Room Information Each room in HPMS shall include the following mandatory information: room number, list of beds in room, full/not full. Bed Information Each bed in HPMS shall include the following information: bed number, occupied/unoccupied, patient PHN. Ward Search The HPMS shall allow users to search the ward, room, and bed directly by ward number, room number and bed number respectively, or by hierarchal hyperlinks from ward to bed.

SRS025

SRS026

SRS027

SRS028

SRS029

SRS030

3.2 Design Constraints

SRS031

Database The system shall use the MySQL Database, which is open source and free. Operating System The Development environment shall be Windows 2000.

SRS032

SRS033

Web-Based The system shall be a Web-based application.

3.3 Non-Functional Requirements

3.3.1 Security

SRS034

Patient Identification The system requires the patient to identify himself /herself using PHN Logon ID Any user who uses the system shall have a Logon ID and Password. Modification Any modification (insert, delete, update) for the Database shall be synchronized and done only by the administrator in the ward. Compliance The system must comply with the Regional Health Authority Regulations concerning privacy, section 703.2RHA/2000/v78 Front Desk staff Rights Front Desk staff shall be able to view all information in HPMS, add new patients to HPMS but shall not be able to modify any information in it. Administrators' Rights Administrators shall be able to view and modify all information in

SRS035

SRS036

SRS037

SRS038

SRS039 HPMS SRS040

Nurses' Rights Nurses shall only be able to view all information in HPMS. Doctors Rights Doctors shall only be able to view all information in HPMS

SRS041

3.3.2 Performance Requirements

SRS042

Response Time The system shall give responses in 1 second after checking the patients information. SRS043 Capacity The System must support 1000 people at a time. User-interface The user-interface screen shall respond within 5 seconds. Conformity The systems must conform to the Microsoft Accessibility

SRS044

SRS045 guidelines

3.3.3 Maintainability

SRS046

Back Up The system shall provide the capability to back-up the Data Errors The system shall keep a log of all the errors.

SRS047

3.3.4 Reliability

SRS048

Availability The system shall be available all the time.

APPENDIX

Picture 1: Relationships between entities in the hospital Patient Management System

Picture 2 Overview of Hospital Patient Management System

Conclusion
Over the course of completing the exercises summarized in this document (and as new techniques were explored), we realized that the requirements development process involves continually finding relations between requirements, and drilling down to a greater level of detail at each step.

Our personalities were evaluated to be fairly similar during the personality exercise (we were all categorized as Extroverted, Sensing, Thinking and Judging), but we found that we worked very well as a group. We had expected to have some conflicts between group members due to the Judging aspects, but instead we found that we progressed very easily through the activities. This was likely due to our adopted organization and delegation of tasks, as well as our awareness of our personality issues. Based on our experiences, we formulated the following list of what we found to be the best aspects of each of the techniques covered: The Personality Exercise

made us aware of possible faults ahead of time and allowed us to prepare for any related obstacles having a good facilitator/leader is important when many of the group members are of the Extroverted type allocating tasks based on personality type allows people with appropriate skills to put those skills to use

Interviewing

this was a very easy and systematic method for quickly gathering the top level of requirements. These can then by used later as a basis of gathering more detail

Reperatory Grids

this method helped us to strictly define elements within our system (such as hospitals, ward and nurses) and their functions

Concept Maps

useful for finding faults in logic, or missing items such as missing requirements in the SRS valuable for their ability to capture and communicate ideas accurately and easily

Organizing and Prioritizing Requirements

given time limits on the implementation of a project, this method ensures that the most important requirements will be implemented

Software Requirements Specification

the best specification results from a team effort rather than one individual helped us to find ambiguous requirements

Software Life Cycle

various part of each of the techniques should be combined and applied to fit the situation

The Software Requirements process, as a whole, is an iterative process. Despite that the exercises were conducted in a controlled, academic environment, the supplemental reading and material describe many practical situations and solutions in practice. Thus, the material covered forms a good basis for application in the workplace.