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The Gervacio De Ocampo Memorial Clinic was built and founded in 1947 at Sociego St., Sta Mesa, Manila as a clinic of twenty-five bed capacity. The Clinic was founded by the late Dr. Vicente R. De Ocampo in memorY of his father, the late Gervacio De Ocampo, to provide and maintain the highest level of medical care in which the patient’s physical, psychological, spiritual and other needs are met.

In 1957, the hospital transferred to a new building adjacent to the Philippine Dental College along Nagtahan St., Sta. Mesa, Manila. The new hospital was of 100 bed capacity and was named the De Ocampo Memorial Medical Center. The hospital had complete facilities for medical, surgical, obstetrical, gynecological and pediatric services. Other services offered included out patient, radiology, laboratories and pharmacy services.

Scheduling nurses for shifts can be one of the most tedious and time-consuming jobs a manager faces. Shifting through various absence requests, ensuring no one is working overtime, while at the same time making sure the schedule gives everyone an equal number of shifts, is no easy task. Implementing an automated scheduling system allows companies to control costs. Automated scheduling modules allow users to assign nurses to shifts based on system recommendations, which provide you with many options in regards to costs. Furthermore, the system will avoid scheduling overtime. Using all these features will ultimately lead to decreased labor costs for the company. And to reduce risk, creating a schedule automatically allows managers to input any legal regulations, as well as rules in employee and union agreements. The system will take these all into account, to avoid any non-compliance.

As of now, De Ocampo Memorial Medical Center has no Automated Scheduling System in their hospital. Our goal is to provide the hospital with an Automated Scheduling System of the nurses, to lessen the work of the chief nurse and to provide a better and much faster way of making schedules.

Statement Of The Problem

How De Ocampo Memorial Medical Center Chief nurse can handle the problem of deciding on what schedules she will give to every nurse, and manage their schedules appropriately?

The proponents encountered the following problems:

1. No clear schedules for nurses
Difficult and time consuming in keeping track of all schedules and appointments Inability of Chief nurse to keep track of the nurses schedules Lack of modern and effective system

Objectives Of The Study

General Objective
The main objective of this research is to design an online system that will provide the hospital with an Automated Scheduling System of the nurses.

Specific Objectives:

To allow Chief nurse to assign nurses to shift based on system recommendations, which provide them with many options in regards to costs.

To allow Chief nurse to input any legal regulations, as well as rules in nurse and union agreements.

To provide a better and much faster way of completing the schedules.

To lessen the work of the Chief nurse in terms of making schedules.

Scope And Limitation

The technology allows hospitals to match open positions with qualified nurses, gives nurses an opportunity to manage their own schedules and reduces the need for costly contract agency personnel or extra incentives to fill slots. The proposed system will track the schedules of the nurses and guide them to evaluate their performances.

The scope of this study are as follows:

Current scheduling system of the nurses.
Our program capability is to lessen the work of the Chief nurse so that, the nurse can pass their desired schedule even if they’re not in the hospital. Automated computation of nurses performance reports in terms of their presence. Automated email reminders to nurses for their next schedules.

The limitations of this study are as follows:
This study is only works for making scheduling system at the nurses but not all the staff of the hospital. The Scheduling System cannot be access without an internet connection. For Chief nurse and security purposes, the Chief nurse will be able to track the schedules as a whole, while nurses will be limited to track their own respective duty.

Significance Of The Study

Economical Significance. If implemented and used, the proposed system can be considered to be economical because it can help the company to become effective and efficient in terms of decreasing company costs in paperwork.

Educational Significance. The purpose of this study will be helpful to the company beginning with the improvement of the system and for the future researchers by providing an ideas of this study that will somehow be of help in modifying or improving the outcome of the research.

Social Significance. The Chief nurse or the authorized personnel as well as the nurses who would want to know the information of the data can get the records faster and easier by accessing it online.

Technological Significance. The technology allows hospitals to match open positions with qualified nurses, gives nurses an opportunity to manage their own schedules and reduces the need for costly contract agency personnel or extra incentives to fill slots.It will benefits the nurses to have a schedules which can be accessed online.

The result of this study is beneficial to the following:
Company. This study is significant to the company because it will improve the productivity of its work place and increase the overall performance of its agencies in terms of schedules. It will also reduce the overall cost of the company since data are stored online.

Chief nurse. This study will make monitoring easier for the Chief nurse since all the nurses schedules are easily accessible online.
Nurses. hospital nurses can access their schedules at any time and request open shifts for which they’re qualified – including shifts in other departments of the hospital. The open process allows nurses to plan their own schedules and hospital officials to fill shifts faster.

Proponents. Having this study is important to the proponents because it can add knowledge in their field as information technology students. It also develops the communication, writing and grammar skills of the proponents. And most importantly the proponents’ skill of making the proposed study enable them to research more about the programming languages that best suits to the proposed system, and add significant knowledge and experience to the proponents capabilities of making a system.

Future Researchers. This will advantage other group of researchers who need to have similar studies as they can get more background information and ideas from the result of the study, which can serve as a basis to modify or
improve their own research.

Motivation

We, the researchers, are working for this study because we want to help the De Ocampo Memorial Medical Center to improve their operations especially, in terms of their Operating Sytems. As an Information Technology students, we are responsible to create and design a system that will provide success to others.

We realized that De Ocampo Memorial Medical Center really needs to improve their scheduling system so that we decided to design an Automated Scheduling System for their nurses. The importance of this study is to provide the hospital with an Automated Scheduling System of the nurses, to lessen the work of the chief nurse and to provide a better and much faster way of making schedules. There is an important difference using an online system compared to manually creating schedules for nurses. The proposed online Automated Scheduling System will obviously improve the efficiency and the effectiveness of the nurses and will maximize the work of the Chief nurse.

CHAPTER II

CONCEPTUAL FRAMEWORK

REVIEW OF RELATED LITERATURE

Systems Development Life Cycle
The systems development life cycle, according to Elliott & Strachan & Radford (2004), originated in the 1960s,is to develop large scale functional business systems in an age of large scale business conglomerates. For example,the main problem is inability of Chief nurse to keep track of the nurses schedules. What will happen, if nurses don’t have clear schedules? The Chief nurse is responsible to make decision for this. The duties of nurses will affect by this problem.

The Main Process in the Systems Development Life Cycle

Review of Related Studies

Why Online Scheduling
Although other alternatives exist for managing the appointment-booking process, online scheduling software is without doubt the most efficient and affordable option for all-sized organizations, regardless of the type of service they schedule.

Automated e-mail and text message reminders

Sending scheduled individual appointment reminders can go a long way in keeping appointment and reservation slots full. Just consider these real-life examples: Educational counselors at a high school district significantly reduced the number of same-day and last-minute cancellations, as e-mail reminders are sent to both parents and students A nurse practitioner group has virtually eliminated “no-shows” through automated reminders.

Conceptual Framework

In this research, the researchers aims to provide a better way of monitoring the attendance of De Ocampo Memorial Medical Center, where the nurses and the chief nurse can handle a faster and easy way of recording and monitoring their daily attendances. Only the Chief Nurse has the authority to use the system that can manipulate the records in the system. The system will provide a reliable and efficient way of Timekeeping activity. The study aims to produce a result of Time keeping and Payroll System that can cope up with the needs of the company. Implementing an automated scheduling system allows companies to control costs and reduce risk.

These kinds of systems reduce costly employee turnover because your best people are usually the ones who prefer to be kept busy. These systems do just that by optimizing schedules to synch perfectly with demand. Many of these systems also take into account each employee’s preferred working hours and days so your peopWhile there are many good reasons to implement an automated employee scheduling system (two of the more obvious being to control labor costs and improve customer service), few employers realize that there are two additional important benefits to be realized.

The first is how these systems reduce employee turnover. The second is how they make your managers’ jobs far easier.

These kinds of systems reduce costly employee turnover because your best people are usually the ones who prefer to be kept busy. These systems do just that by optimizing schedules to synch perfectly with demand. Many of these systems also take into account each employee’s preferred working hours and days so your people feel more in control of their lives. Both the workaholics and the part-timers get to enjoy the work/life balance they want. Many also allow employees to schedule vacations, time off, and to swap shifts on their own.

All these “employee benefits” create a sense of empowerment—as well as personal accountability—that reduces any cause for complaint, keeps your best people on board and motivated, and simplifies the work your managers have to do to keep operations staffed at optimized levels.le feel more in control of their lives. Both the workaholics and the part-timers get to enjoy the work/life balance they want. Many also allow employees to schedule vacations, time off, and to swap shifts on their own.

All these “employee benefits” create a sense of empowerment—as well as personal accountability—that reduces any cause for complaint, keeps your best people on board and motivated, and simplifies the work your managers have to do to keep operations staffed at optimized levels.

Operational Definition of terms

Chief Nurse
One who is responsible to make schedules for nurses.
Nurses
Those who are going to use the Automated Scheduling System.

Clock
An instrument used to indicate, keep, and co-ordinate time

Daily Time Record
A record of how a person’s time has been spent. It is used to calculate pay, asses the efficient use of time, or charge for work done.
Database
Is an organized collection of data for one or more purposes, it is usually in digital form.
Days Worked
The actual days worked by an employee, often well in excess of those stated in the contract of employment and sometimes without the payment of overtime.

Snap Schedule supports shift swapping
the ability for employees to trade shifts with each other as needed. Shift swapping needs to be closely monitored and approved to ensure fairness among all employees and prevent abuses services.

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