My aim is to develop and provide a proposal to the Surgery of a new web based information system.
MODULE: CI110 DESIGN WORKSHOP
KUM KUM PRASAD
Final Report
PROTOYPE DESIGN
Authors:
Kamran Khan
Saheed Rasool
Sinthuraj Sivayogan
Mehul Vakharia
William O'Rourke
Satwinder
CONTENTS
Terms of reference...............................................................................3
Executive summary..............................................................................4
Method of study..................................................................................5
Project and problem definition.................................................................6
Analysis...........................................................................................7
Business system option 1......................................................................12
Business system option 2......................................................................16
Business system option 3......................................................................18
Recommendation................................................................................20
Final recommendation..........................................................................21
Development plan..............................................................................22
Time schedule...................................................................................24
Cost schedule....................................................................................25
Functional and Non-functional requirements....................................................................................26
Logical Data Structure of appointments system............................................................................................27
Analysis Techniques & Modelling........................................................................................28
Impact Analysis.........................................................................................29
Technical Architecture.....................................................................................30
.0 Terms of Reference
Project Title: General Medical Practice
Project Team:
Kamran Khan, William O'Rourke, Sinthuraj Sivayogan, Mehul Vakharia, Satwinder
The Problem:
Current system problems:
* When people register online, how would we know they live within the boundaries of the surgery?
* What will happen if a patient books online more than once accidentally?
* Over 30% of patients cannot speak English.
* Staff workload reduction
Project Objectives:
To develop and provide a proposal to the Surgery of a new web based information system that will:
* Give up to date information on the services available to current patients.
* Provide information for prospective new patients, so they can decide easily, which surgery best suits them.
* Allow web page and surgery to be linked to other health authorities and hospitals.
* To build tight security into the system so that only the patient concerned can access his or her own results.
* Allow patients to make appointments, repeat prescriptions, register with the surgery as a new patient or to inform of change of name, address, or phone number via email.
Project Scope:
What is supposed to be done?
* Create a formal website with limited animation.
* Site, which will be functional, and user friendly.
* Create an archive to store the emails.
* Use the email facility to book for appointments.
What is not to be done?
* Over complicated.
* High budget.
* No banners should be included.
* No automated appointments form should be included.
Project Constraints:
* Cost, low budget (The NHS does not have much money).
* Mandatory equipment, Server is required, and a few computers and cables, including printers.
* Not everyone needs to be trained to use the site, it is really common sense.
Preliminary Ideas:
Create a user-friendly site, with limited graphics, which will allow the user to find out information on the surgery, and be able to book online for an appointment.
The Feasibility Study:
We will carry out a feasibility study to meet the requirements. The duration of this project should last no longer then 10 days. The cost depends on the outcome of the project.
2.0 Executive Summery
After the completion of the feasibility study, we have decided to follow business system option 1, this is because the website will be secure, and user friendly. Some examples of what the website will do are:
* Allow you to book appointments via email
* Allow people to register with the practice
* Allow people to apply for a repeat prescription
* Secure web server
We did not think the other two options where very secure, and we did not think that they will be feasible, due to the money shortage of the NHS.
The key sources in which we used to complete this study was from the lecture notes and workshops. We also done some extensive research, which was based on looking through the Internet and searching through current medical sites.
2.1 The costs and benefits of the recommended option:
* Production wage- £1000
* Hardware Costs- £3500
* Software Costs- £1000
* User Training- £1000
* Material/Supplies- £200
* Other Costs- £100
2.2 Operational costs:
* Salaries- £75000
* Hardware Maintenance- £1000
* Software Maintenance- £500
* System Maintenance- £1000
* Materials/Consumables- £500
* Overheads- £500
TOTAL OPERATIONAL COST- £1100
TOTAL QUANTIFIABLE BENEFITS- £2500
Due to the lack of investment in the NHS, there are some constraints with the recommended system:
.1 External constraints
* Costs
o Cannot exceed the budget of the project.
* Hardware/Software
o Practice has not got all the hardware, software required to run the system.
.2 Internal constraints
* Global service levels
o Minimum levels of service may be set across the system for availability, reliability, and contingency.
* Data storage criteria
o There may be a limitation on how many email messages can be saved.
3.0 Method Of Study
We have taken many approaches and procedures to carry out the feasibility study:
* Email
* Mobile conferencing
* Meetings
We have used the email facility to email each other the work, so they can complete their part, this study was mainly build on each question, and so we constantly emailed each other the work completed so far. If anyone had any problems with the work, then they would phone me (Kamran) up, and I would set a date for a meeting. Our group had meetings regularly every week, so we kept up to date, and this was a good opportunity to find out if anyone has any problems.
If there was a big problem and no one was in university, then I would phone each of the members, and we would have a mobile conference for around 5 - 10 minutes.
As I said we had meetings regularly each week. In the meeting we set targets and timeline for each member. We also had meetings to deal with any misconduct, like for example if a member missed a meeting, then they will need to have a valid reason or they will get the yellow card. I have been very hard on the members so they can complete the work on time. If any of the members missed a workshop more then twice in a row, they would have got the red card, I have been a bit hard on them so they finish the work of, which I set.
The sources of information, which we used where:
* Internet sites
* Textbooks
* Own knowledge
* Workshop and lecture notes
From the internet site many of the members of the group had got information on examples of a feasibility study. From the textbook we had got information about how to complete an appendix, and how to cite references.
Many of the group members had used their own initiative to complete their tasks. As most of the work was common sense or already covered in past education.
But the workshop and lecture notes was the biggest help, which made us complete the study. Without the lecture and workshop notes we would not of had known how to complete the feasibility study to meet the requirements.
Everyone in the group where key in finishing the feasibility study, without the commitment and motivation of everyone we could not of had finished of the study successfully.
4.0 Project & Problem Definition
4.1 Problem definition
The surgery is situated on the main road in a south-east London suburb. Currently the surgery has 1 secretary and 6 receptionists. The surgery currently uses computers and 'pen and paper' to carry out their daily duties, for example, booking appointments, registering new patients etc...
By using pen and paper it does not allow the surgery to run as efficiently as possible, for example altering appointments, since appointments are noted manually in a diary, it would take a long time for the receptionist to correct any alterations. Whereas if the surgery was to be computerised, the receptionist would only have to do a search and make any alterations as required.
Therefore By making the surgery computerised it would make life easier for the administration staff.
The surgery has for a web site which the patient can access information about the surgery, for example opening time, another basic information about the surgery.
The surgery wants to put up forms on the website so that the patients could complete the forms and then email them back to the surgery. These could be used to request appointments, repeat prescriptions, to register with the surgery as a new patient or to inform us of change of name, address, or phone number.
4.2 Objectives of the new system
* Is to make life more easier for the receptionists
* Give a faster response to the patients
* Allow for the surgery to run more efficiently
* Make it easier for patient's request for repeat prescriptions by Email, rather than having to go there personally to hand in their requests.
* Make it easier and more faster for patient's book appointments by Email
* Make it easier and faster for patients to alter personal details, for example change of name/address/telephone number by email.
5.0 Analysis
5.1 Aim:
5.1.2 Website needs to allow patients to see what surgeries are available, the times of the surgeries the doctors and nurses details, the clinics that are run, etc.
5.1.3 For new prospective patients, the site will have to provide information about different surgeries, so they can decide, which surgery best suits them.
5.1.4 The site also has to allow the user to be able to book online for an appointment via email. These email will then have to be stored together as an archive so it will be easier for the receptionist to find out who's got an appointment what time and date, and if anyone has missed any appointments.
5.1.5 Site, which will allow the surgery to e-mail different practices and hospitals within the Local Health Authority.
5.1.6 The website needs to allow differing access depending on who's using it, like for example a doctor should have more access rights than the receptionist.
5.1.7 The website will also need to provide a password system for the patients, so only they can change there personal information.
5.1.8 The site will only be available to residents who live within the boundaries of the surgery, as it wont be very clever to allow people ...
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5.1.5 Site, which will allow the surgery to e-mail different practices and hospitals within the Local Health Authority.
5.1.6 The website needs to allow differing access depending on who's using it, like for example a doctor should have more access rights than the receptionist.
5.1.7 The website will also need to provide a password system for the patients, so only they can change there personal information.
5.1.8 The site will only be available to residents who live within the boundaries of the surgery, as it wont be very clever to allow people to register who live in a different country.
5.1.9 The site needs to be designed in a way that it will make it user friendly for everyone to use including different ethnic groups.
5.1.10 Allow patients to repeat prescriptions, this will save time and money for the surgery.
5.1.11 Allow patients to see there test results, to do this securely, we need to create a site which will allow only the patient to access there results, we can use there national health service number if they want to access there information.
5.1.12 The email facility will allow the user to fill in sample forms for repeat prescriptions, request appointments, register with the surgery, or just to notify the surgery of change of address etc.
5.1.13 The forms on the site will need to be designed in a way that no third party can access the information, which is going to be sent via email.
5.1.14 Allow a service to the patients, which will allow them to email any comments or complaints to the surgery, this will also be archived, so it can be separated from the bookings.
5.1.15 The website will list the doctors, their qualifications and special interests, likewise the nurses. It will give a list of other ancillary staff and the days and times of clinics.
5.1.16 The telephone number for emergency services will be listed and the information given that an answer phone on the usual surgery number will give a recorded message with the details of contacting this emergency service.
5.1.17 Family planning clinics are also held at local clinics and hospitals so the site will give the locations and clinic times.
5.2 Current System used in the surgery
5.2.1 2 areas in, which the surgery operates in
* Clinical care
* Administration
District nurses, health visitors, midwives, are based at a clinic nearby. They hold clinics at the surgery once or twice a week. You do not require an appointment to see the health advisor.
Administration in the surgery:
* Practice manager
* 1 secretary
* 6 receptionists
5.2.2 Opening hours
Monday to Friday 8:45am - 12noon
2:00pm - 6pm
Saturday 9am - 11am (Emergency only)
5.2.3 Appointments
Appointments for Saturday morning can only be made on that day. During weekdays appointments can be booked in advance or urgent appointments on the day.
Patients may be offered a pre-booked telephone consultation for routine or urgent appointments. Requests for same day appointments should be made as soon as surgery opens at 8:45am. Receptionists will clarify if the problem is urgent. Every patient is registered with one specific doctor.
Urgent same day appointments are allocated evenly to each doctor. If patient is unable to keep appointment, they need to let the staff know as soon as possible.
5.2.4 Home visits
* Only for housebound or very ill patients.
* The doctor requires details of illness early in the morning.
* If patient is too ill to come in the surgery, need to let the surgery know by phone between 8:54am and 10:30am.
5.2.5 New patients
* Surgery takes in new patients who live in the designated area covered by the practice.
* They need to complete a registration form on which they give there: name and address, previous GP (to obtain medical record).
All new patients are required to have a quick medical check with one of the practice nurses; this is done to obtain a brief medical history.
5.2.6 Test results
* Telephone requests for the results of tests ordered by doctors, should be made after 2pm.
* Results will be only given to actual person, or parents or guardian of a child.
5.2.7 Clinic
Visit by appointments, on set days:
* Baby clinic held at same time as the health advisor on Wednesday afternoon.
* Midwife holds clinics at surgery by appointment every Thursday afternoon.
* Diabetic clinic is held by appointment on the 3rd Monday afternoon in each month with practice nurse and doctor.
* Minor surgery is held on 2nd Monday afternoon each month.
5.2.8 Childhood immunisation
* Carried out by practice nurse.
5.2.9 Travel - Advise & immunisation
* Appointment required with practice nurse.
5.2.10 Family planning
* First appointment for family planning should be with one doctor and from there on with the practice nurse.
5.2.11 Flu campaign
* The practice nurse carries out immunisation against influenza, and district nurses annually from 1st October.
* District nurses visit housebound to administer the injection.
5.2.12 Sick certificates
* Available from reception
* Form completed by patient and given to employer
* Not signed by doctor
* If patient needs certificate signed by doctor, the s/he sees doctor by appointment
* Private certificate given charged at £10
5.2.13 Repeat prescriptions
* Mostly issued for periods of 2 months
* Patients send their requests for repeat prescription, preferably on the form or in writing
* 2 working days later it will be ready for collection
* Patient can enclose SAE, so surgery can post it back to them
* Or patient can arrange with there local pharmacy for an delivery
* Repeat prescriptions are only available via writing. (Computer sheet provided)
5.2.14 Non NHS services
* Any requests for a particular type of letters or form is given to the receptionist staff who pass it on to the doctor for appropriate charge
5.2.15 Comments & Complaints
* Any comments or complaints are made in writing to the practice manager
5.2.16 Patients confidentiality
* No information can be given to any third party without the permission, which is required in writing
Consultations, appointment system, prescribing, outgoing correspondence, and finances are all currently done on the computer. The surgery is currently linked to their local health authority.
5.3 Current Data flow diagram of surgery
5.3.1 Major documents used at surgery
* Appointments
* Home visits
* Test results
* Childhood immunisation
* Travel & Advise immunisation
* Family planning
* Flu campaign
* Sick certificates
* Repeat prescriptions
* Vaccination of adults
* Private services
* Medical Records
5.3.2 Main sources & recipients
* Practice manager
* Receptionists
* Doctors
* Practice nurse
* District nurse
* Health visitor
* Midwives
* Patients
* New Patients
* Health Authority
5.3.3 Top-level data flow diagram
6.0 Business System Options
6.1 Business System option 1
6.1.1 Current hardware and software used in surgery
* 11 Hewlett Packard machines
* Operating system: MS DOS
* Local area network
* Internet connection type: Modem (EMIS), ISDN
* Internet service provider (ISP)
6.1.2 Current forms used in the surgery
. Appointments form
2. Family doctor services registrations form
3. Morning afternoon session printout form
4. Nurse appointments form
5. Prescription form
6. Repeat prescriptions form
6.1.3 Proposal
Create a site, which will allow:
* Greater reliability
* Quicker response
* Better working conditions and
* Improve patient services
The site we are going to create will consist of web pages, which will be linked with each other. When
a patient wants to register with the surgery, s/he will need to fill in a registration form, which will be
sent to the surgery via email. Current patients of the surgery can access the site by logging in with there
username, password, and NHS number. The homepage will also have a map of the area in which the practice is situated. The site will be connected to a server.
The site will have many web pages and links, which will provide information of the surgery, like for example there will be different pages for different kinds of information. These pages will allow patients to see what surgeries are available, the times of the surgeries the doctors and nurses details, the clinics that are run, etc.
There will be a different page, which will allow patients to fill in a repeat prescription form, this form can be sent to the surgery via email. After an email is sent to the practice and is viewed by one of the medical staff a reply message will be sent back to the user asking them to come and collect the repeat prescription via email. To access the form you will need to log in, if you do not log in you will not be able to access the desired page. If you do not log in you can only access information regarding about the surgery.
To make a appointment, you will need to be a current member. If you are not a current member or you have not logged in, the system will automatically divert you to the registration and log in page, and give you the chance to register or log in. When you filled in the form, the system will tell you if this is a emergency appointment or a normal appointment.
The site will have different access levels according to the person using the website. Home users will have the lowest access levels and members working at the G.P. practice. The lowest access level users will only be able to view their own details but not be able to modify anything. But higher access level users will be able to view and change patient details .
There will be an introduction page, which will ask the user to log in, or register as any of the four:
. Doctor
2. Administrator
3. Current patient
4. New patient
6.1.4 Data flow diagram for Option 1
6.1.5 Technical Feasibility of option 1
The website is feasible using the current technology available. For people to register we can use a e-registration form, which can be sent over the Internet via email. The same goes with the appointments form. We can secure the website by using current security systems available, like a firewall. To store the emails, we can use a data storage system, this will need to be created in Excel or Access.
6.1.6 The Economic Feasibility of option 1
6.1.6.1 Cost to implement the system
The total cost to implement the system would be around the region of £6 - 10,000.
We believe the cost would be between the region stated because most of the money would be spent on hardware and software (£2 - 3,000), we don't think we need to spend more than £3000 because the practice is not very big, and the main purpose for the system is just to run the website, so other hardware and software like Office 2000 and printers wont really be needed, the other costs would go into training staff, and the maintenance of the system.
The benefits will most certainly outweigh the costs, I think this because the website will make the job of the administration less stressful.
6.1.7 Organisational Feasibility of option 1
At present the system cannot be implemented at the practice, this is because they haven't got the right software, and hardware. You will need data cables, powerful workstations etc. The server also needs to be connected to a local area network, which at this time they don't have one.
6.1.8 Implementation Schedule of option 1
6.2 Business System Option 2
The homepage will have the latest information on the surgery, like for example the information will consist of current staff that are working at the practice.
To register with the practice, the patient will first need to go in a different web page via a hyperlink, in this page, the form will need to be completed and emailed to the practice email address.
Current patients of the practice can access many more pages by logging in, they can do this by clicking on a hyperlink, which asks for your username and password.
Patients who need a repeat prescription, will need to fill in another form, which can be found on another page, they can also access this via a hyperlink. If you are not a current patient and you want to apply for a repeat prescription, and try to enter the page, then there will be a message saying you need to register first.
People who need to make an appointment, can do this by entering all the required information in the appointments page. Only current patients can make appointments, people who don't log in or are not registered will not be able to access the page.
The site will have different access levels according to the person using the website. Non patients will have the lowest access levels. The lowest access level users will only be able to view the latest information on the practice, they won't be allowed to make any bookings. But higher access level users will be able to view and change patient details, like current patients and doctors. The receptionists will only have access to email messages received, and appointment details.
The system will be connected to a server in the practice.
6.2.1 Data flow diagram for option 2
6.2.5 Implementation Schedule of option 2
6.3 Business System Option 3
The system, which will be designed will be connected to a server. The homepage will consist of links to other sources like for example if you want to log in as a current patient you will need to enter you username, password, and your surname. Each time you log in your surname will randomly be mixed up, and the system will ask you to enter 2 letters from your surname, like for example letter 2 and 5 and your surname.
The homepage will only have information of how you can log in the system, and how you can register. There will be other links on the homepage to other sites, like for example the NHS website. You will not be able to view any information of the practice until you have logged on or registered. There will also be a map in the homepage to show you where you will need to live to be able to register.
The email facility will work as an archive, all the emails, which will be sent to the practice, will be automatically saved in a database, the receptionists can only access this database.
Comments and complaints can be emailed by anyone even if you are not a member of the practice.
You can apply for a repeat prescription on the net. To do this you must be a current member.
If you need to make an appointment, then you will need to fill in the desired information, when you filled in the information the system will either confirm that the appointment details have been sent, or give you a message saying you are either not logged in or registered.
The security on this site will be very tight, if you don't log in or register you wont be able to view all the latest information on the practice, like for example you wont be able to view the current doctors at the practice. The doctors will have more access to the system then anyone else, they will be able to view patient details. The receptionist will only be able to view the emails received and the latest information. The patients will have a wide access in the site, if you are registered that is.
6.3.1 Data flow diagram for Option 3
6.3.1 Implementation Schedule of option 1
7.0 Recommendations
7.1 PROPOSAL 1
7.1.1 Development costs
Production wage- £1000
This is the wage of the people producing the product
Hardware Costs- £3500
This is the estimated cost of the improved hardware that will be required to make proposal 1 work well. Faster, more advanced computers will be required.
Software Costs- £1000
Improved software will also be required to allow proposal 1 to work well, this will include a advanced operating system. This includes application and systems software.
User Training- £1000
A specially allocated user will have to be trained to allow the website to be operated and maintained. Other users will have to be trained in order for the system to be used as effectively as possible.
Material/Supplies- £200
General supplies will have to be supplied in the production of the website, such as stationary etc.
Other Costs- £100
This will involve wastage etc.
TOTAL DEVELOPMENT COST- £6800
Operational Costs- per year
Salaries- £75000
A user will probably be employed to run and maintain the whole system. It is likely that the user will be a part time employee.
Hardware Maintenance- £1000
It is likely that the hardware running the website will have to be maintained throughout a year as it is likely to be under heavy use. My estimation of £1000 may be too much although it may be too little, it is hard to estimate.
Software Maintenance- £500
The software may or may not require maintenance throughout a working year, so it is difficult to estimate the expected cost.
System Maintenance- £1000
It is possible that the whole system will need further cash to maintain it over a year, so I have estimated £1000 per year, although this may not be used at all or more may be required.
Materials/Consumables- £500
This includes stationary, wastage, and other such things.
Overheads- £500
This includes electricity, rent etc.
TOTAL OPERATIONAL COST- £11000
Quantifiable benefits - per year
Avoidance of future costs- £2500
This is due to reduced costs in man power. As fewer employees time will be taken up with general enquires and appointment booking etc. It is hard to estimate this completely accurately as I do not have the necessary figures to do with the end client.
TOTAL QUANTIFIABLE BENEFITS- £2500
There are 3 options that we can choose from, all are slightly different. We must choose one of the options to ensure that the surgery gets the best system to suit them.
OPTION 1
Option 1 will create a site that should allow greater reliability, quicker response, better working conditions, and improved patient services. This option provides a way to register to the surgery online; it will also require a user name and password in order to gain access to the site. The site will have many links to other sites of interest; it will also show surgery times and clinic details etc. A repeat prescription page will also be included, allowing users to re-order prescriptions at home. Appointments can also be made on the site, reducing client work. There will also be different access levels, depending upon the user; for example a doctor could look at anything, a patient can only look at selected items. This option will be connected to a server.
OPTION 2
Here the patient will have to go to another page via a hyperlink to register. The form will be completed and then e-mailed to the practise. Patients will require a user name and password to gain access to the site. Repeat prescriptions can also be ordered using this option, as can appointments. The site will have different access levels depending on the user. It will be connected to a server in the practise.
OPTION 3
This option is particularly secure. A more detailed efficient password system will be put into practise. You can only view information on the practise if you are a member of the practise. All e-mails received will be held in an e-mail archive database, this may well use up lots of memory and possibly reduce the speed of the service. Comments and complaints can be e-mailed to the surgery regardless if you are a member of the surgery, repeat prescriptions will also be ordered online. You will get an instant reply if you request an appointment online. Registered patients will have wide access to the site, if registered that it.
FINAL RECOMMENDATION
I have decided that option 1 is the best option for the surgery. It suits it the best. It is the most likely to be completed on time, and covers everything that the surgery requires, option ones cost/benefit analysis also results favourably. Option 2 does not totally cover everything that the surgery requires, although it offers everything that option 1 offers it is connected to a server inside the surgery which may make it run particularly slowly, compared to option 1 that runs on a remote server. Option 3 covers everything required by the end user, however the in-depth security measures will make it particularly hard to design in the short time.
8.0 Development Plan
8.1 Stage 1: Outline of Stages
This section will be analysing the certain requirement of the new system.
8.2 Stage 1: Timeline
During the planning and making of the website, their will be many processes that the project has to go through. These processes each have a different length of time needed for completion. Below is a timeline stating the length of time needed for each section of the process and the reasons behind it.
8.2.1 Projection Initiation
This part of the system life cycle is not the longest. This involves the collection of ideas from team members. This stage does not require a large amount of time but does need some time for team members to give their points of view on the making the website.
8.2.2 Feasibility Study
The feasibility study is the part we decide whether the project can be socially and technically justified. This area can take a long time, the reason being that the idea has to be accepted by the organisation. The website in this case has to go through many design phases. When one design is accepted, that design is looked at carefully in more detail to see the various aspects of the plan. During the feasibility study we collect all the ideas and make up a couple of website plans. From this we choose one and expand on it.
8.2.3 Systems Analysis
The system analysis of the section takes a very long time. This is because a detailed description of the company is needed and also descriptions of the user requirements of the website will be needed. It is during this section that we analyse that current system we are currently in and from this we put forward a couple of future solutions and see if we can pick the best idea and justify the reason for doing so.
This also includes conducting interviews and seeing what the client actually wants. This can also include questionnaires. This requires doing data flows and closely analysing the business we are making the website for.
8.2.4 Business System design
The business system design shows how the end product i.e. the website will be like. At this stage various technical aspects of the problem are solved to avoid problems later when the actual production of the website is happening which in turn will cost more money to rectify. As the project progresses, if problems pop up near the ending of the website. It will prove to be more costly.
8.2.5 Physical Design
The physical design consists of the type of software that is going to be used on the website. This can range from database to tools like dream-weaver. These initial design stages decide how well the ideas brought together can be used on the website and therefore the picking of the right hardware and software is essential. This can take a lengthy period trying to see what tools work best for the creation of the website.
8.2.6 Construction
This process is quite long as it involves testing the website for problems which may arise whilst people use it. It is essential that all the problems are found out by this stage. If not correcting problems on the website can prove to be costly if it has passed the testing phase.
8.2.7 Transition
The transition stage doesn't take long. This is the stage in which the ideas collected and plans made are put into practical working order. As long as the ideas are on paper and can be implemented on the website with ease, this process will not take a very long time. But this process will not matter that much in the making of the website because we are making a website from new and an old website doesn't exist so there is nothing to upgrade. Maybe in the future when the website is loaded and updated into new viewable formats, this process can take place. Other than that this process will not be affecting us that much thus not much time will be spent here.
8.2.8 Production
The production of the website will take considerably long as well depending on the amount of problems that arise. This is because during production unforeseen problems may arise and due to this it can take a considerably long time. Of problems are not found then the transition between the ides stage and the production of the website doesn't take too long. If problems do arise and this stage then it will prove to more costly then if it the problem was noticed before.
8.2.9 Maintenance and Review
This is the longest and most time consuming part of the system development. This is because if a person is to use this system for a very long time then some problems may arise even if it passed the faultfinding section. To keep the website in working order it has to be updated frequently and protected from unwanted things e.g. Hacking. Therefore a person has to be assigned to update the website and check for problems which may arise. The website will have to be continually upgraded to keep up to date with user requirements in the future. Upgrades to the website have to be done accordingly to what new users and what the G.P. practice wants to have on their website.
8.2.10 Timetable
The above graph shows the amount of time it will take to complete each task relative to ratio of time taken.
8.3 Timing Schedule
8.3.1 Initiation
The initiation stage of the website started of us stating the main aims of the project. This included identifying the many problems and rectifying them. This section also included our aims of the website and how it was going to help solve many problems within the surgery.
To complete this task successfully we had to get together and carefully read and annotate the current problems faced by the website and how the website will be dealing with these issues. We found out this took us about 3 hrs to complete.
8.3.2 Analysis of current system
This was the next process after the initiation of the project. The analysing of the current system didn't take too long and was assigned to one member of our group. It require the person to read the notes carefully and identify the key problems facing the Practice and also the show the key points of the surgery .i.e. day to day running , staff , software and hardware etc. I have estimated that this will most likely take 5 hrs. The reason being most of the information is already there and the only thing that needs to be done is to annotate it and find out what the Practice is about.
8.3.3 Future System Analysis and Alternatives
After analysing the current system as before we are now able to put forward a couple of plans for a future system. To do this we use the ideas brought about during the+-e initiation section and then expand on them. After doing this we come up with a few plans and discuss the good and bas aspects of each plan. By doing this we can constructively decide in which plan to choose. After deciding on the future plan it is up to everyone to input ideas into how to expand the ideas already inputted into the selected plan. For the future system analysis I have estimated around 20 hours to complete. The reason for this is because many plans have to be drawn up and then has to be criticised upon.
8.3.4 Recommendations
This part in the schedule takes place after 3 ideas are brought forward and decided upon. We choose one of the ideas, which had the best aspects, and least of the bad aspects. Once this idea has been brought forward we try to look into it further and in more detail. This is because at the initial stage the idea was only looked at roughly and was not investigated deeply. Costs have to be drawn up and the good aspects have to be recognised and the bad aspects hopefully corrected. Also we have to see of the website being created completely satisfies the user requirements. I approximate the length of time spent on this will be around 15 hrs.
8.3.5 Making the website
The making of the website is probably one of the hardest aspects of making the website. This is because it involves converting all the ideas previously talked about into practical use. During the construction of the website many problems may pop up and due to this the amount of time making the website can increase. To avoid problems such as this it would be easier to find problems at the initial stages of the website rather then later. This is because cost wise it is cheaper to fix a problem earlier rather than later. Making the website, I approximate will take around 45 hrs to complete assuming some problems do arise whilst making it. Problems which may arise due too security issues etc.
8.3.6 Website Maintenance and Upgrades
The website after being finished will have to be continually updated and checked if errors can arise whilst it is in use. Future improvement could be made to the website and other resources can be added. This aspect requires the most time because this varies by length of time the website is used for. Therefore I will not approximate a time for this part of the project.
9.0 Logical Data Structure of appointments system
0.0 Analysis techniques and modelling
There are many programs that would allow us to create web pages; we have chosen to use the following programs, which will assist us to create the web site:
* Microsoft Front Page
* Dream Weave
* Microsoft Paint - edit any images
* Microsoft Word - edit any text
2.1 Textual description
In order to make the web site user friendly, a minimum amount to text would be used on each page. Text giving instructions to the user would most likely to be in 'bold' so that it would stand out from the rest of the text. Most information would be layout using bullet points, which would allow the user to follow the text more easily, rather than having the user reading chunks of text.
2.2 Graphical tools and structured methods
0.1.1 Auto shapes (i.e. rectangles, circle etc)
By using auto shapes it would allow us to separate out different texts on the page, rather than having chunks in one go. By putting text in a rectangle it would make it easier for the user to follow the text and also it would give the web site a better structure.
0.1.2 Frames
Frames would make the web site largely structured; on one side of the page hyperlinks would be created to other sections of the web site. By using frames it would allow the user to navigate the web site more easily, they would only have to click on the page they want to see by choosing the appropriate hyperlink. Rather than having to go to the main menu each time they want to see a different section of the web site.
0.1.3 Fill in colour/fill in line/ clip art
By using certain colours and images to would make the web site more attractive and more appealing to the user. By using different coloured backgrounds for each page it will make it more enjoyable for the user to look at, therefore by using colour and images it will give the web site a better structure (in terms of looks).
0.1.4 Word Art/fonts
Applying different types of font styles would also help with the structure of the web site. For example having different type of heading font from the main text would make the layout of the web page more pleasant to look at and would also make the surgery look more professional.
0.1.5 Hyperlinks
Having hyperlinks it would allow the web site to have a better structure. Since their would be many sections to the web site therefore have it on an single web page would make it difficult for the user to look up necessary information and it would take us as a longer time to complete the web site. Therefore having each section on different pages it would allow the team to work on different sections and then it could be linked together using hyperlinks. By using hyperlinks to would allow easy navigation for the web site.
1.0 Impact Analysis of the G.P. Practice
The following impact analysis covers the organisation of the GP Practice. It covers the advantages and disadvantages of the website for the GP practice.
3.1 Advantages
* Workload reduced for the over stressed staff
* Better work efficiency and service for the customers provided by the Nurses and doctors.
* Data more easily viewable by the nurses and can easily be kept and added furthermore if needed.
* Easier access for patients needing general medical advice.
* It will be easier for patients to make repeat prescriptions instead of coming into the practice and making them. By doing this the nurses and doctors can work more efficiently into issuing repeat prescriptions.
* The staff would be more up to date and information will be more readily available.
* The space used by files and cabinets will no longer be needed. Because all the data will be gathered from computers.
* Website can contain information which makes people more aware about their health
* The website can save time for many of its patients who are waiting for test results. The test results can be made available over the Internet.
* Different security levels for people so that this avoids people from the public accessing materials, which they are not, intended to view.
3.2 Disadvantages
The disadvantages of having a website are:
* There will be the need for someone to maintain the server. They will have to make sure the website is fully working and operational and if problems arise then they will need to correct it.
* Also money will be needed to buy a server and to keep it online.
* Keeping important data online has a major risk. This is because of the threat of being hacked.
* People may abuse the emailing system.
* Vulnerable data.
* Staff have to get training to get used to the new system, which in turn will waste valuable working time.
* The new system would be prone to problems, this is because it is the first time the GP practice is going to this kind of field and therefore they have no experience of it.
* The cost of the upgrade will be very high. New computers will have to be bought and networked so that all the information can be kept on a database.
* New technical equipment have to be bought so that less time is wasted allowing slow equipment to start. Maybe an ADSL line could be bought to allow staff fast access to the Internet. But these things do come to fair bit money.
* New staff have to be recruited to operate the new system.
* The new system will need support and therefore
2.0 Technical Architecture of the proposed system
2.1 The technical needs for the proposed system:
* Server
* ISP
* Workstations
* Data cables
* Operating system
* Modem (Broadband)
* Firewall
* Local area network (Ethernet)
* FTP
* Web Host package
2.2 Server
In order for the website to function properly, the surgery will require a server. The business end of a client/server set-up, a server is usually a computer that provides the information, files, Web pages, and other services to the client that logs on to it. (The word server is also used to describe the software and operating system designed to run server hardware.) Some Internet servers take this analogy to extremes and become inattentive, or even refuse to serve you.
2.3 Data cables
Data cables will be used to interconnect the workstations to the server. These will need to be set up professionally, with all the cables hidden.
2.4 LAN
A local network is used for inter-computer communication; a network is also used to connect computers and word processors and other electronic office equipment to create an inter-office system. Due to the surgery only wanting the website to be operated from their practice, the LAN is most appropriate for the surgery as the LAN is geographically limited (typically to a 1 km radius) allowing easy interconnection of terminals, microprocessors and computers within adjacent buildings. The surgery will hopefully use the Ethernet network.
Ethernet is a standard for connecting computers into a local area network (LAN). The most common form of Ethernet is called 10BaseT, which denotes a peak transmission speed of 10 mbps using copper twisted-pair cable. This would be used for the surgery.
2.5 Workstations
Hewlett Packard's will stay at the surgery as their workstations, but they will need to be upgraded so that they don't crash as they will be handling lot of information of patients when the website is launched.
2.6 Firewall
If you want to protect any networked server from damage (intentional or otherwise) by those who log in to it, you put up a firewall. This could be a dedicated computer equipped with security measures such as a dial-back feature, or it could be software-based protection called defensive coding.
2.7 Modems
In order for the Website, and Internet to fully run. The network will need to have modems connected to each other.
2.8 Operating system
To run the network, we will require network software. We believe that Novell Netware will be most appropriate with Windows 2000 NT.
2.8.1 ISP
In order for the Internet to run, the surgery will require an Internet service provider. We believe that a cheap ISP will be required as the surgery wont be able to keep up with the payments. So Freeserve will be the best ISP, as you only pay £10.99 per month and you get full Internet access.
2.8.2 File Transfer Protocol package
For the website to be uploaded you will require a File Transfer protocol software. There are many FTP packages out there, but I believe cuteFTP will best suit them, as it is cheap and so easy to use.
2.8.3 Web host package
If the surgery wants to upload the web pages, they will first need to get a web host package. Again there are many companies out there who allow this service. After searching through lot of packages, I believe century-host will best suit them as this shows:
500 Megabytes of Storage Space
Unlimited Page Hits
FREE Domain Name Registration
For a limited time only!, $70 value FREE
valid with yearly and 2 yearly deals only
Web Control Panel (NEW) demo
Unlimited POP E-Mail Boxes
Unlimited Autoresponders
Unlimited Secure server access
FREE domain transfer
FREE mySQL with PHPmyAdmin
FREE WEBmail (NEW)
FREE Majordomo mailing list (NEW)
FREE CGI Bin yours alone!!
FREE File Manager
FREE Site Search Engine
FREE Unlimited FTP Accounts
ANON FTP
ASP (Active Server Pages)
Wildcard DNS (for sub-domains)
FREE 24 Hour Tech Assistance
FREE Shopping carts - for e-commerce
FREE Software - from our FTP library
Domain Pointers Have domain
names attached to your directories!
Live Tech support using ICQ#37718276
FREE Response Form
FREE Message Board
Unlimited E-Mail Aliases
FREE Telnet Account
FREE Detailed Site Report
Resell space on your server at 100% profit
FrontPage 2002 Support
Support for PHP4, MySQL, JDK, etc
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PLUS A FREE BONUS GIFT!
The surgery will hopefully be using the Bus topology. This is the simplest network, which can be used. The diagram below shows how the network will be set up in the surgery.
Bus configurations are the simplest to design and easiest to wire. Individual nodes (computer workstation, peripherals, etc) connect (using a network interface connector) to a single cable, with a terminator at each end to prevent signal echo. Access to the bus is essentially passive. A workstation transmits a signal by placing it on the node from where it is broadcast to every other node. A receiving node filters signals addressed to it from other signals. The server is typically just another node as far as the architecture is concerned. Individual nodes can be added. Branches to the single cable bus can be added so long as each cable has a terminator at the end.
The failure of a network interface connector affects only the connected node, not the rest of the network. A break in the single cable, however, affects the overall network.
Bus configurations using fibre optic as the backbone are more difficult to modify for additional nodes or branches.
The table below shows four options for upgrading.
Technology
Benefit
00Base-T (Fast Ethernet)
Easy upgrade from 10Base-T Ethernet (same drivers, hopefully using the same cabling)
Low cost
00VG-AnyLAN
Uses existing cabling
Has upgrade path for Ethernet and Token Ring
Suitable for multimedia
Low cost
FDDI
Most mature technology (wide vendor support, proven interoperability)
Fault tolerance option (dual homing)
Medium cost
ATM
Most future-proof (speeds from 25 Mbits/s to more than 2.4 Gbits/s--whatever you can afford)
Is already a switched technology (dedicated bandwidth to each user)
Suitable for multimedia
Highest cost
802.9 (Isochronous Ethernet)
Easy upgrade from 10BASE-T (but not Token Ring)
Supports multimedia and links to ISDN
Uses existing cabling
Low cost
Switched LAN
Easily added to existing Ethernet or Token Ring LANs
Uses existing cabling and workstation LAN adapters
Low cost
3.0 Prototype Design
3.1 Overview of website
The website, which was created is based on the general medical practice of a surgery. The website allows users to find out information about there local surgery through a serious of hyperlinks. The site also allows current patients to make appointments and change their details.
As this was only a prototype website we did not add any fancy graphics or did we add any page which will allow you to log in and register as a new patient. But this can be implemented if our site is chosen. (As if!!).
3.2 Features of site