SOFTWARE REQUIREMENTS SPECIFICATION

Revision History

Version Author(s) Description of Version Date Completed

Initial draft created for early distribution
Draft Shao Jingqiu, Chad 16-Oct-2002
and review
Revision of draft and adding of
Revision1 Cyprian, Li, Jingqiu 22-October 2002
necessary omissions
Cyprian, Li, Jingqiu,
Revision 2 Final revision 23- October-2001
Flip, Chad

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 system’s 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 user-interface. 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 paper-based 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 Hospital Patient Management System

PHN Personal Health Number on health card
Report an account of patients
Database collection of information in a structured form
Front-desk staff administrative staff that work at reception desk
Logon ID a user identification number to enter the system
Password a word that enables one to gain admission into the
system
Web-based application an application that runs on the Internet
Windows 2000 an operating system produced by Microsoft
Corporation that is Used to operate the computer
using a graphical user interface.
MySQL a query language to interrogate the system
ID Patient Identification number
GUI Graphical User Interface
SRS Software Requirements Speficification

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 system’s 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 patient’s
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 patient’s
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
patient’s 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.
SRS002 Assign ID
The HPMS shall allow front-desk staff to give each patient
a ID and add it to the patient’s record. This ID shall be used
by the patient throughout his/her stay in hospital.

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.
SRS007 Inform Doctors
The HPMS shall inform doctors of new patients.
SRS008 Inform Nurses
The HPMS shall inform nurses of new patients.
SRS009 Emergency Case
In an emergency case, the administrative staff shall use
 HPMS to assign an emergency room, doctors and nurses to
the patient immediately.
SRS010 Surgery case
In a surgery case, the administrative staff shall use HPMS
to assign a surgery room, surgeon and nurses to the patient.
SRS011 Generate Report (normal)
The HPMS shall generate the patient’s situation record
every two hours for normal patients.
SRS012 Generate Report(Severe)
The HPMS shall generate patient’s situation record every
half hour for severe patients.
SRS013 Record procedure
The whole treatment procedure for the patient shall be
recorded by the system.
SRS014 Inform patient
The HPMS shall automatically inform the patients who are
on the bed waiting list of available beds whenever they
become available.

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: patient’s PHN,
patient’s name, ward name, bed number and the doctor’s
name.
SRS018 Bed Aavailability
Every six hours the HPMS shall generate reports on bed
availability about the following information: ward name,
bed number, occupied/unoccupied
SRS019 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.
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.

SRS021 Update Patient Information

The HPMS shall allow the user to update any of the
patient’s information as described in SRS020

SRS022 Search for Patient

The HPMS shall allow the user to search for patient’s
information by last name or PHN or patient ID.

SRS023 Staff Mandatory Information

Each staff in hospital shall have the following mandatory
information: identification number, first name, last name,
phone 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 staff’s
information as described in SRS023.

SRS025 Employee Information

The HPMS shall allow the user to search for employee
information by last name, or ID number.

SRS026 Ward Types

The ward is categorized into four types: Maternity,
Surgical, Cancer and Cardiac.

SRS027 Ward Information

Each ward in HPMS shall include the following mandatory
information: ward name, ward number, list of rooms in
ward.

SRS028 Room Information

Each room in HPMS shall include the following mandatory
information: room number, list of beds in room, full/not
full.
 SRS029 Bed Information
Each bed in HPMS shall include the following information:
bed number, occupied/unoccupied, patient PHN.

SRS030 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.

3.2 Design Constraints

SRS031 Database
The system shall use the MySQL Database, which is open
source and free.
SRS032 Operating System
The Development environment shall be Windows 2000.
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
SRS035 Logon ID
Any user who uses the system shall have a Logon ID and
Password.
SRS036 Modification
Any modification (insert, delete, update) for the Database
shall be synchronized and done only by the administrator in
the ward.
SRS037 Compliance
The system must comply with the Regional Health
Authority Regulations concerning privacy, section
703.2RHA/2000/v78
SRS038 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.
SRS039 Administrators' Rights
Administrators shall be able to view and modify all
information in HPMS
SRS040 Nurses' Rights
Nurses shall only be able to view all information in HPMS.
SRS041 Doctors Rights
Doctors shall only be able to view all information in HPMS

3.3.2 Performance Requirements

SRS042 Response Time

The system shall give responses in 1 second after checking
the patient’s information.
SRS043 Capacity
The System must support 1000 people at a time.
SRS044 User-interface
The user-interface screen shall respond within 5 seconds.
SRS045 Conformity
The systems must conform to the Microsoft Accessibility
guidelines

3.3.3 Maintainability

SRS046 Back Up
The system shall provide the capability to back-up the Data
SRS047 Errors
The system shall keep a log of all the errors.

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.