DESIGN AND IMPLEMENTATION OF COMPUTERIZED CHILD CARE

INFORMATION SYSTEM

By
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ABSTRACT
This project was centered on computerized child care
information system. The current process of keeping of child
care information records is being operated manually and due to
this procedure numerous problem are been encountered. A
design was taken to computerized the manual process in order
to check this problem. The problems were identified after series
of interviews and examination of documents after which
analysis was made and a computerized procedure
recommended. This project will also suggest how to
successfully implement the computerized procedure and to
overcome the obstacle that would hinder the successful
implementation of the system. The new system was designed
using Microsoft visual basic 6.0 programming language. This
language was chosen because of its easy syntax and features
for developing windows based applications.

TABLE OF CONTENTS
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Cover page

Title page

Certification

Dedication

Acknowledgment

Abstract

Table of content

Organization of work.

CHAPTER ONE

INTRODUCTION

1.1 Background of the study

1.2 Statement of the problem

1.3 Purpose of study

1.4 Aims and objectives

1.5 Delimitation

1.6 Limitation

1.7 Assumption

1.8 Definition of terms

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CHAPTER TWO

LITERATURE REVIEW

CHAPTER THREE

3.0 Research Methodology

3.1 Method of Data Collection

3.1.1 Primary Method

3.1.2 Secondary Method

3.2 Process/Information Flow Analysis

3.3 Problem of the Existing System

3.4 Justification of the New System

3.5 Input and Output Design

3.6 File Design

3.7 System Flowchart

3.8 Architectural Design

CHAPTER FOUR

4.1 Introduction

4.2 Program flowchart

4.3 Program source code

4.4 Program Implementation

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Chapter Five

5.1 Summary

5.2 Conclusion

5.3 Recommendation

ORGANIZATION OF WORK

Chapter one: This chapter introduces the topic of this project

what is all about and what is to be achieved. It points out the

statement of the problem purpose of the study aims and

objective definition limitations and definition if term

Chapter two: This chapter reviews the literature on what

people have been written or said about the topic.

Chapter three: This chapter aimed at describing and

analyzing of the existing system. The method used in fact

findings organizational structure objective of the existing

system input process output analysis information flow diagram

or chart problem of the existing system and justifications for

the new system

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Chapter four: Designing of the new system output

specification and input specification design file design

procedure chart system flowchart and system requirement.

Chapter five: It is where the recommendation and the

conclusion were made

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CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

Children are heritage of the cord and the fruit of the womb is

his reward. As arrows are in the hands of the mighty man, so

are children of the youth happy is the man that hath his quiver

full of them (ps127:3-5) that the African child occupies a

strategic position in the family and in the society and in the

nation is not an over statement and cannot be underplayed.

The child is considered as the life. Wire of the family and the

society at large to the extent that any couple that is not

blessed with a child is looked upon with pity and sometimes

sympathized with.

There is the need to know who is a child and what is child care.

In traditional and even contemporary African, various ethic

groups have different concepts of who is a child while some

ethic groups see one one as a child in so far as she can

contribute to the development of the society some other see it

in terms of one who has not yet attained the age of initiation
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into the age grade. Sven in contemporary Nigeria for examples

Olukoshi etal (1990) posited that.

There is not one acceptable age, which is considered as a

worthy definition of the upper limit of child hood. The age at

which a child can become capable in law for his actions or her

actions the age at which childhood begins in terms of the right

to vote and be voted for and the age considered by the federal

ministry of youth and culture and education as being the upper

limit of childhood different. Even internationally there are

divergent definitions as to who is a child. Where as the

international labour organization and the united nations

population division refers to a child as those below 18year of

age the 1989 convention on the right of the child states that a

child means every human being below the age of 18year. Even

though there are divergent opinions and views as to what is the

age limit of child it is the views of this author that a child is

anybody between birth to completion of physiologically/

psychological and physical development. In order words

anybody between ages zero of his/her birth to 18years is a

child.
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Child care in the other hand is a kind of human acts that

jeopardizes the physical psychological and the featuring of the

child either intentionally or unintentionally child care is

characterized on the continuum by sexual care (either cast

agreed or by agreement)

Child labour

Child smart

Child self control

Child honest

Child dependable

Child efficient respectable

Child not as breadwinner

Child not starving away from home

Providing a child with food and shelter

Giving of educational right to a child

Giving medical assertion of a child

Avoiding abandonment of a child

Avoiding child slavery abandonment of a child

Avoiding child slavery.

Child acre is connoted acts of giving basic needs right and

deeds of child by parents/ guardians, which will pair the well

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being of a child. Caring can also take the from of adequate

provision of resources for the welfare of the child both now and

in future.

Also they do not encounter problem of misplacement of vita

information or records as a result of services not being

available or rendered when needed duplications of effort due to

inconsistency in activities and time that is taken in search of

file when it is required for processing.

1.2 STATEMENT OF THE PROBLEM

In every organization there are numerous problems that they

encounter. An organization like UNICEF encounter problem in

their area of documentation which includes misplacement of

vital information or cases as a result of the services that are

available or rendered when it is needed duplications of effort

due to inconsistency in activities and a lot of time is taken in

search of file or reported cases when it is needed for

processing.

Sit is actually this problem that is discovered that promoted for

the design and implementation of a comprised child care

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information system to enable the organization to work more

effectively

1.3 PURPOSE OF STUDY

The purpose of this study is to design and implement a system

that will eliminate the above listed problems, as misplacement

of important reported cases documents and records

duplications of effort and a lot of time that is required or taken

when searching an processing of cases and files.

1.4 AIMS AND OBJECTIVES

The aims and objectives of the project is to study how the

organization (UNICEF) operational aims and other activities are

performed.

It aimed at detecting problems that pose obstacle with a view

of modifying the operations and developing a new

computerized system that will be more efficient and accurate

such as:

In the area of misplacement of vital documents a computer will

be used to record store and retrieval of large volume of

documents. Which will reduce the duplications of efforts due to

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inconsistency in activities and time that is taken in search of

file when it is required for processing

1.5 DELIMITATION/ SCOPE OF THE STUDY

This study is specifically concerned with the computerized child

care and carrying of the Enugu information centre of UNICEF.

Although a lot of activities are being performed by this centre.

This work is therefore concerned with childcare and caring

manipulation of both the care and reporter of a case.

1.6 LIMITATION OF THE STUDY

One to lack of time and resources the study is limited to certain

area concerned with only gathering of cases on clients and

personnel records and processing them using a computer.

1.7 ASSUMPTION

Apparently before I started this works I assumed a successful

completion by division grace of God and the cooperation of

workers of UNICEF in supplying me with date/information

needed for the successful completion of this project.

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In terms of material resources monetary and personnel

resources the researcher had me up with them. In fact it is

believed that facts are valid.

1.8 DEFINITION OF TERMS

A child: A child means every human being below the age of

18 years unless under the law applicable to the child majority

is attained

Childcare: That is any kind of human act that jeopardizes

the physical psychological and the futurity of the child either

intentionally or intentionally.

Child caring: This connote the act of giving basic needs rights

and deals of the child by parents/ guardians peer and

government and cultural community which will pair the well

being of a child. Caring can also take the form of adequate

provision of resources for the welfare of the child both now in

future

Flowchart: This is the graphical representation of the

logical step and sequence involved in a procedure are program.

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Date: This can be defined as groups of non-random

symbols (words value figures) which represent things that have

happened.

Information: This is the resource that enables the collection

management control and dissemination of information

throughout an organization.

Monitoring: This is to keep watch and see who denies

children the rights and take the necessary steps to stop this.

CHAPTER TWO

2.0 LITERATURE REVIEW

Computerization is the process of building a new system
upon a computer technology for input, output, processing and
storing. Computer entirely replaces the manual system that is
using only paper and pencil for processing.
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In Barba D.L.A (1979) in his contribution says that

computerization does not only involve computer technology
consisting to only hardware and software but also the
communication link, that is it establishes the link for data
communication devices to interact and share data as well as
transferring data/information from one location to another.
Besides, computers can be used for keeping records and these
records are always available whenever they are needed and the
need of carrying office file from one place to another is
eliminated and in most cases some document may get lost or
be tampered with the transmit.

Davies D.W (1979) state that computers have replaced

manual technology because of its ability to process large
volume of data or even handle complex work (processing cap
ability) at a very high speed. It gives out accurate result at
each time except when it is fed with incorrect data, Garbage-
in-garbage-out. Hence, the need for computerization is
certified.

In Federal Medical Centre Owerri, computerization help to

keep accurate patients records in which case one can call up a
patients record to find out necessary information about the
patient when needed. This also helps to reduce redundancy in
collecting patient’s record and also eliminate the problem of
missing of some patients files.
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Also French CS. (1996) states that a file is a document

stored in the computer individually by name and is organized in
a particular way with a well defined structure consisting of a
collection of records each of which are made up of files.

Henry C.L. (commented that a typical organization has a

large number of files, many of which may be stored on a
computer device. We call these data machine readable because
one can use computer to process them. Paper files on the other
hand are much less accessible. A large organization related file
as part of a database.

French C.S also defined a database as a single

organization collection of structured data stored with a
minimum of duplication of data items so as to provide a
consistent users of the system but is independent of programs
that use the data. Databases are normally set up in order to
meet the information needs of major parts of an organization.
It is not possible to construct a database in a single operation;
it is usually built up section. During this process it is possible
to:
 Add new “files” of data.
 Add new fields to record already present in the base.
 Create relationship between the items of data.

A database requires being stored on large capacity direct

access devices. The usual medium is the magnetic disk. For
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security purposes a copy of the database may be held on

magnetic tape or disk.
Like in ANC clinic and general out-patients departments,
patient’s data may be duplicated, it is important to realize the
duplication are minimized and controlled. This is referred to as
controlled redundancy.

Although to the user, the database may appear as a

collection of files, data in database is organized in a more
complex way than data in conventional files. Database may be
classified according to the approach taken to database
organization. The classes are relational, network, hierarchical
and file inversions. But this project work discusses more on
relational database (information system) that is it users, types
of table called relations.

Data description must be standardized for this reasons a

data description language (D.D.L) is provided which must be
compared to the declarations and processing statement in a
compared to the declarations and processing statement in a
conventional programming language.

Since complex files are processed in the database, a complex

software system called database management system is
required for construct, expands and maintain the database. It
provides the controlled interface between the user and the data
in the database. The DBMS allocated storage of data.
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It maintains indices so that any required data can be

retrieved and so that separate items of data in the database
can be cross-referenced. The DBMS provides facilities for
different types of file processing such as process a complete file
(serially or sequentially) process required records (selective
sequential or random) and retrieved individual records. It has
the function of providing security for the data in the database.
Kent (1983), present a set of guiding to make
NORMALIZATION more intensive. Firstly, normal form requires
that all occurrence of a record type contain the same number
of fields. As a result of record cannot contain a repeating
group. Second normal forms require the design to examine the
relationship between key field and other field in the record. In
general, normalization creates a database in which there is
minimum redundancy of data and risk of demanding the
database through updating is minimized.

Most computerized systems cannot accept data informs

customary to human communication such as speech or hand
written documents. It is necessary therefore to present data to
the computer in a way that provides easily conversion into its
own electronic pulse based form. This is commonly achieved by
typing the data into keyboard devices that convert it into
machine sensible forms. Data finally enters storage.
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Grawhill M.C draw a distinction between data and

information. By using the description information storage and
retrieval rather that storage and retrieval that emphasis is
firmly place upon something meaningful to a user rather than
upon he technicalities of storage. He also stressed that the
more the meaning that was to be represented and stored, the
more complex the storage organization and structure must be.
As records are stored in these system their contents are
automatically indexed by the software. Subsequently, the use
may be able to find every instance of selected record very
quickly.

A generally conclusion drawn from this is that, the

provision of suitable information and storage retrieval. In a
manner suited to the kind of data and to the information needs
of the user or organization. Also, the data to be processed by
the computer must be collected. The process of data collection
then involves getting the original data converting it from one
medium to another and finally getting it into the computer.

Abudullahi, J.I defines data collection as the process

involved in getting the data from its points of original collection
starts at the services of raw data and ends when valid data is
within the computer in a form ready for processing. The
process of data collections may involve any number of the
following depending on the method used which includes the
following:
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* Data creation.
* Transmission of data.
* Data preparation.
* Possible conversion from one medium to another.
* Input of data to the computer from validation.
* Sorting
* Control-all stages must be controlled

Also in processing the patient’s record, data control measures

should be involved. The following such as:
 Manual controls
 Data collection controls
 Validation checks

Batch controls to ensure that all data is processed preserve the

integrity of maintained data, delete, correct and reprocess all
error.
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CHAPTER THREE

SYSTEM INVESTIGATION ANALYSIS AND DESIGN OF

INPUT/OUTPUT SYSTEM

3.0 RESEARCH METHODOLOGY

Research is an investigation in order to discover new
factors through planning and systematic collection analysis and
interpretation of data, where as particular task, therefore,
research methodology is a detailed description of what the
researcher planned and procedure adopted in gathering new
facts relevant to the project work.

It is therefore an established fact that without data, there

can be no analysis. This is the crux of social science research.
Data can be defined simply as basic facts an figure mostly
numeric in nature, resulting from business economic and social
activities of man.

3.1 METHOD OF DATA COLLECTION

In the course of this project, the following outlines the
method of data collection used.
 Primary method
 Secondary method

3.1.1 PRIMARY METHOD

The questionnaire and the direct observation methods
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THE QUESTIONNAIRE METHOD

I sent questionnaire and appeal to the health care organization
and some international bodies responsible for child care. Test
examination and records all in respect to this project work.
Among other, the questionnaire was aimed at getting data
about.

* The goal and objective of child care.

* The organizational structure of UNICEF

* Inputs, outputs and process forms used for children

records.

* Finally to ascertain if computerization can be a way out of

their inherent problem.

Besides thorough care was exercised to structure questions

based on these aims so as to ensure that the questionnaire is
developed effectively and efficiently as to:

 Achieve the objective of the system under study.

 Get the maximum information in the minimum time.

OBSERVATION
Some facts were also recorded through my observation of
some activities carried out on children care record in the
organization.
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3.1.2 SECONDARY METHOD (OTHER METHOD)

Other method we used in data collection as stated was
deductions from the children care record and hand book or
cards in the organization.

3.2 PROCESS/INFORMATION FLOW ANALYSIS

The highest profile from which information flows and are
processed is “The admission while the lowest is “the children”
in between this terminals are several department whose
functions are definitely instrumental to the effective and
efficiency processing as well as circulations of data. As you go
from down (children level) to up (admission) facts and figures
are passed in form of data while as you descend from highest
to lowest, facts and figures are passed on as information.
Below shows the trend of process information flow analysis of
children’s record in the organization.

INFORMATION FLOWCHART

DIRECTOR

HEAD OF ADMIN. SERVICE

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3.3 PROBLEM OF THE EXISTING SYSTEM

The problems that are obtainable from the existing system
are inherent mostly from the current method of operation (The
manual method) which includes the following.

LACK OF OFFICE SPACE

This is due to many working materials like files, paper, cartons
shelves etc that must be accommodated.

MANUAL LIMITATION
Many processes demands high mental exercise and care which
if not properly carried out might cause errors in the records
due to complexities of the processing.

MISSING ITEM
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Most time children data records or even files are out of place.
This can be caused by carefulness, oversight, overstress by any
of such unpredictable factors.

TIMELINESS
Despite the high staff turnover, information is not usually
prepared on time. Comprehensive laboratory result sheet,
statement of laboratory result reference list etc. are usually
never ready at the appropriate time.

POOR SECURITY
There is no enough security to keep data from unauthorized
instruction. This means that in critical cases, records can be
altered without due formalities.

UP-DATE IS DIFFICULT
Due to records can only be searched out by going through file
shelves, it becomes more tedious as opposed to glance some
data which are operations, but mishandled the following are
the inputs patients Name(surname), other Names, lab. No,
provisional diagnosis, department, clinical details, investigation
required, Nature of specimen, Doctor’s sign, sex , Age, Date,
Health Institution etc.

3.4 JUSTIFICATION OF NEW SYSTEM

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The initial problem of the existing system as outlined

above hinders efficiency in the Health Institutions and reduces
effectiveness in data processing. That not withstanding, initially
changes and other crucial analysis require lots of labour and
mathematical calculation perhaps quite numerous and
complex.

A computer is known for its capability to perform complex and

routine function satisfactory, notably difficult for man.
Computerization therefore offers the benefits of cost and labour
effectiveness, for this institution (UNICEF) in her meeting up
with challenges of modern data pressing. This has greatly
motivated the design of this new system. Objectively, the
system will provide computer based tools and designs, suitable
and social technically, acceptable for the COMPUTERIZED
CHILD CARE INFORMATION SYSTEM.

3.5 INPUT AND OUTPUT DESIGN

Data fed into the system tell more about the output
desired for this project, the user shall input data via the
keyboard, initialize command via the keyboard or with the aid
of a backing storage. Then the output processed can be
accessed from the VDU, floopy disk or store in the system
database, the following describes the data design for the new
system.

INPUT DATA (DESIGN)

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DATA ITEM DATA TYPE FIELD WIDTH

Case Year String 20
Case Name String 15
Country Integer 10
Region String 15
Number of children String 13
Affected
Number of children String 15
not affected

OUTPUT DESIGN FOLLOWING

DATA ITEM DATA TYPE FIELD WIDTH
Report on children String 25
affected
Lab. No String 10
Children ward String 11
Investigation required String 15
Department String 16

3.6 FILE DESIGN

File are sets of records which must be retained over a
number of operational cycles of the system, because of the
volume of information that computer holds in storage-keeping
where other storage tools are limited. Filing is adopted to hold
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records in this case. Specially, random are used in this project.

The file structure.

REFERENCE FILE
RECORD ATTRIBUTE DATA TYPE FIELD WIDTH
Child Name (Surname) String 20
Other names String 15
Lab. No Integer 10
Department String 15
Provisional Diagnosis String 14
Investigation required String 13
Nature of specimen String 14
Clinic details String 15

Child FILE

RECORD ATTRIBUTE DATA TYPE FIELD

WIDTH
Child name (Surname) String 26
Other name String 16
Lab. No Integer 10
Provisional Diagnosis String 15

3.7 SYSTEM FLOWCHART

KEYING OF DATABASE
PATIENT FILE
DATA (KEYBOARD)
(FILE)
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3.8 ARCHITECHURAL DESIGN

ABOUT FORM START

PASSWORD EXIT

SPLASH FORM

MENU FORM

TABLE FORM

CHILD RECORD FORM RELATIVE FORM

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CHAPTER FOUR

PROGRAME, TESTING AND IMPLEMENTTION

4.1 INTRODUCTION
The program design was considered in the following two areas:
1) Modular design: Creation of modules was necessary
since we realize hat the system would be made of different
units which would be same what difficulty to design as one
whole unit. We therefore created representative module for the
complex whole.
2) Actual Design: At this point, the individual modules so
far created were transformed into actual working design. This
design stage involves the creation of forms and placing of
necessary objects on these forms.

4.2 PROGRAM FLOWCHART (APPENDIX 1)

4.3 PROGRAM SOURCE CODE (APPENDIX II)

4.4 PROGRAM IMPLEMENTATION

To affect a changeover into the new system, the health
institution should adopt (chapter 3) steps as was discussed, to
prepare the ground for the implementation and other factors
which includes:

STAFF TRAINING
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With the help of the program flowchart (item 4.2) the

algorithm (4.1) and system chart (3.9) staff can be wonderfully
equip to use this application.

PROGRAMMING
Though this application has been exhaustively tested to
meet the user requirements. I the programmer is ready to
render directives in the course of implementation.

SYSTEM TESTING
The system has been tested on the basis of program flow
and procedure flow. The information from the indexes proves
the success so far. Files have also been converted to meet the
user requirement as in the former system.

CHANGE OVER
I recommend parallel conversion for this system. This is
because, since the old system has been manually based, this
new one needs to be gradually absorbed before phasing out to
avoid uncertainties.

DOCUMENTATION/USER GUIDE
This system is developed in Visual Basic programming
language (object Oriented). In this project, both the
elementary and advanced features of VB programming
language are extensively utilized to achieve the system goal.
Visual Basic makes it possible to enter data in user readable
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form. After processing the user can get the output either in
form of softcopy or hardcopy.

Hardware and software requirement

Made simple enough, the program has been designed in order
to enable the user execute on any machine with minimum
hardware requirement. This is evident by the fact that its size
is considerably small and it can be run even with a system
which has a memory of less than 40MB. It can be run on both a
standalone system as well as networked systems.
The program, though it is designed with visual Basic tools, does
not require this compiler to be installed in the user’s machine.
But for the back end processing, it may require at least, Ms
Access 2000 or higher version to be installed since the
database will be stored in that format.

USER GUIDE
The user can run application as
 Power on the computer system (booting)
 After a successful booting, load the visual basic
interpreter.
 Insert the disk containing the program
 At Visual Basic environment, open the disk and double
click on the program icon, this will automatically load the
program into memory and display the program.
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 Press from the keyboard to run the program or click RUN

MENU to display list of option, click or “START” to run the
program.

CHAPTER FIVE
5.0 SUMMARY, CONCLUTION AND RECOMMENDATION

5.1 SUMMARY:
According to my project topic, it is justified that computer
can be adopted process data related to CHILDREN CARE
RECORD.
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The health institution “UNICEF” facing several approaches

needs a development of this hospital that can automatically
prepare.
- statement of result
- Comprehensive lab. Result sheet or list
- patient doctors report
And as well offers accurate/effective
- Health care services or treatment system
- Maintaining security system.
- Filling /access system
- Updating /maintaining system for patients medical records
(detection, update and insertion operation)
- Records outputs in the form of soft copies and hard copies
with respect to achieving these outline above, the project
narrows concentration down to the patients.

CONCLUSION
Computerization at large is ideal and effective towards
solving this day data processing problems with indent analysis
of vast activities of computerization covered in this project,
despite the limited time frame, the institution can discover it an
easy task, processing patient records.
RECOMMENDATION
Therefore, computerization should be used in running the
daily activities of data processing (as per children records) in
UNITED NATION INTERNATIONAL CHILDREN EMERGENCY
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FUND. In this order I recommend this new system to UNICEF

to be used in keeping CHILDREN RECORDS.

REFRENCES

Abdullah, J.I (2004) Introduction to the computer, A

management tool: Victory publisher Nigeria, No. 2 odor
street Owerri.

Ani, C.O(2003) Programming with Microsoft Basic Immaculate

Publications limited, Enugu.

Feingold C. (1997) Introduction to data processing 2nd Edition

USA, W.M.C. Brown Company publishers.

French, C.S. (2002) Computer Science, Book Power publisher

London.
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Loudon, K.C.and Loudon, J.P (1991) Business Information

Systems A PROBLEM SOLVING APPROACH USA THE
Dryden Press.

Lucas, C.H.(1978) Information Technology for Management

(sixth Edition) New York University, McGraw-Hill
companies, New York.

Millspaugh, A.C. and Bradley, J.C. (20020 Programming visual

basic 6.0 McGraw companies New York.

FEDERAL MEDICAL COMMISSIONING PROJECT BOOKLET 2009

To 2011 federal medical centre owerri.

Oparah, C.C and Oguike, O.E (2006) Management Information

System, shack publisher Nigeria Owerri.

Orilla, L.S (1979) Introduction to Business Data processing

New York, McGraw- Hill.

START

LOG IN

N=0

ENTER PASSWORD

N=N+1

TRUE N=3
PASSWORD
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TABLE FORM

SELECT “PATIENT” AND “WARD”

CLICK “OK” or “CLOSE”

YES OPEN PATIENT FILE

STOP
CLOSE AND REFERENCE FILE

ACTION =
SHOW “ADD” FORM “ADD
RECORD”

DISABLE “OK” AND “NEXT”

NO

ENTER PATIENT
NAME, LAB NO,
WARDAND SPECIMEN
ACTION =
“REFERENCE”
CLICK “SUBMIT”
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CLCIK “OK” CLICK OK

Choice?

Select Patient name, Lab

Select Patient No Click “Display”
name, Lab No
Click “Display”
Patient and
Lab No is
Error Message selected Patient
name Lab
No is
selected
Enable “Delete”
command

Enable “Update”
Click “Delete”

Click “Update”
N=1

N=1

Enter Pin Code

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Pin Pin
Code Code
N=N+1
Valid Valid

Remove selected Remove selected

record from file record from file