Knowledge Management System (KMS)
Portal Documentation
Table of Contents
1. Introduction
2. System Overview
3. Technical Architecture
4. Database Structure
5. User Roles and Permissions
6. Navigation Structure
7. Core Features
8. Knowledge Categories
9. Meeting Management
10. Task Management
11. Attendance Tracking
12. Administration
13. Security Considerations
14. Styling and UI Components
15. Error Handling
16. Future Enhancements
1. Introduction
The Knowledge Management System (KMS) Portal is a comprehensive web
application designed for healthcare organizations to manage knowledge
sharing, meetings, tasks, and administrative processes. The system provides
role-based access to various knowledge categories and operational tools.
2. System Overview
The KMS Portal is built with:
Frontend: HTML, CSS, JavaScript with Pcoded framework
Backend: PHP
Database: MySQL
Hosting: InfinityFree hosting service
Key functionalities include:
Knowledge sharing and management
Meeting scheduling and tracking
Task assignment and tracking
Attendance management
Role-based access control
Extensive knowledge categorization
3. Technical Architecture <a name="technical-
architecture"></a>
3.1 System Components
Session Management: PHP sessions for user authentication
Database Connection: PDO for secure database interactions
Navigation: Dynamic menu system based on user roles and permissions
Access Control: Fine-grained subcategory access control
3.2 File Structure
Main navigation: navigation.php (this file)
Database configuration: Embedded in navigation file
Various module pages (e.g., meetings.php, new_knowledge.php)
4. Database Structure <a name="database-
structure"></a>
Key tables:
subcategory_access_level: Stores user access permissions for knowledge
subcategories
o Fields: email, subcategory_access (comma-separated list)
Session tables for user authentication
Additional tables for meetings, tasks, attendance (not shown in this file)
5. User Roles and Permissions <a name="user-roles-
and-permissions"></a>
5.1 Defined Roles
1. Admin: Full system access, user management, access control
2. HR Manager: HR-related functions
3. Administrative Staff: Knowledge management, meeting management
4. Staff: Basic access to assigned knowledge areas
5. CEO: Dashboard access only
5.2 Permission System
Role-based access to main menu items
Fine-grained subcategory access control:
o Each user has specific subcategories assigned
o Subcategories determine which knowledge areas are visible
o Managed through subcategory_access_level table
6. Navigation Structure <a name="navigation-
structure"></a>
6.1 Main Navigation Areas
1. Dashboard: Home page with overview
2. Meetings: Upcoming, completed, and management
3. Knowledge: Sharing and management (for admins)
4. Protocols Related: Clinical protocols and procedures
5. Research Related: Research documentation
6. Guidelines Related: Clinical guidelines
7. Training Related: Training materials
8. Administrative Related: HR, finance, operations
9. IT Systems Related: IT policies and guides
10. Legal & Ethical Related: Compliance documents
11. Pharmacy & Medications Related: Pharmacy protocols
12. Public Health Related: Community health programs
13. Diagnostics & Lab Related: Lab procedures
14. Support Services Related: Facility management
15. Hospital Profiles: Organizational information
16. Capacity Building: Training and development
17. Customer Service Events: Patient interaction logs
18. General Events: Organizational events
19. Inter Hospital Social Activities: Staff engagement
20. Social Responsibility Activities: CSR programs
21. Community Activities: Outreach programs
22. Agreement And MOUs: Partnership documents
23. GCC Customer Documents: International patient docs
24. Innovations & Change Ideas: Improvement suggestions
25. QI Projects: Quality improvement initiatives
26. QI Documents: Quality assurance docs
27. Rewards/Acknowledgments: Recognition system
28. Task Manager: Task assignment and tracking
29. Attendance: Time tracking system
30. Settings: System configuration (admin only)
6.2 Dynamic Menu Generation
Menu items are shown/hidden based on:
o User role ($session_role)
o Assigned subcategories ($userSubcategories)
o Current page ($page_name) for active highlighting
7. Core Features <a name="core-features"></a>
7.1 Knowledge Management
Share knowledge through forms
Categorize knowledge into hierarchical structure
Manage existing knowledge entries
View study materials
7.2 Meeting Management
View upcoming meetings
Review completed meetings
Create/manage meetings (admin only)
7.3 Task Management
Create new tasks
View task lists
Track task progress
7.4 Attendance Tracking
Record attendance
View personal attendance records
Administrative oversight (for managers)
8. Knowledge Categories <a name="knowledge-
categories"></a>
The system organizes knowledge into 10 main categories with numerous
subcategories:
8.1 Protocols Related
Surgical Protocols
Emergency Procedures
Inpatient Care
ICU Standards
Pediatric Guidelines
Maternal Health Protocols
Sterilization Procedures
Radiology Protocols
Blood Transfusion Protocols
8.2 Research Related
Clinical Trials
Field Studies
Case Reports
Epidemiological Studies
Operational Research
Medical Technology Research
Public Health Research
COVID-19 Studies
Disease Surveillance
Health Systems Research
8.3 Guidelines Related
Infection Prevention
Antibiotic Stewardship
Mental Health Guidelines
Nursing Procedures
HIV/AIDS Management
Maternal & Child Health
Diabetes Care
Cancer Treatment
Chronic Disease Management
Waste Management Guidelines
TB Control Guidelines
(Documentation continues with similar detail for all categories...)
9. Meeting Management <a name="meeting-
management"></a>
9.1 Functionality
Upcoming Meetings: View scheduled meetings
Completed Meetings: Review past meetings
Manage Meetings: Create/edit meetings (admin only)
9.2 Access Control
Meeting management access controlled by:
o Role (Admin/Administrative Staff)
o Separate meeting access permissions
10. Task Management <a name="task-management"></a>
10.1 Features
Create tasks with details
Assign tasks to users
Track task status
View personal task list
10.2 Supervisor Functions
Supervisors can create tasks for their team
View supervisee tasks
11. Attendance Tracking <a name="attendance-
tracking"></a>
11.1 Features
Record attendance
View personal attendance history
Administrative views (for managers)
11.2 Implementation
Simple tracking system
Potential for expansion with:
o Time logging
o Leave integration
o Reporting
12. Administration <a name="administration"></a>
12.1 Admin Functions
User management
Department management
Access control:
o Meeting access assignment
o Knowledge subcategory assignment
System configuration
12.2 Access Control Management
Two-level control:
1. Role-based main menu access
2. Subcategory-based knowledge access
13. Security Considerations <a name="security-
considerations"></a>
13.1 Implemented Measures
Session-based authentication
PDO for database security
Role-based access control
Subcategory-level permissions
Input parameter binding
13.2 Recommendations
Implement password hashing
Add CSRF protection
Enhance session security
Regular security audits
14. Styling and UI Components <a name="styling-and-
ui-components"></a>
14.1 Framework
Pcoded navigation framework
Font Awesome icons
Custom CSS overrides
14.2 Custom Styles
Teal color scheme for submenus
Adjusted navigation width (150px)
Font size reduction (8px)
Dropdown arrow customization
15. Error Handling <a name="error-handling"></a>
15.1 Current Implementation
Basic database error reporting
Session status checking
15.2 Recommended Improvements
Comprehensive error logging
User-friendly error messages
Exception handling framework
16. Future Enhancements <a name="future-
enhancements"></a>
1. Advanced Search: Full-text knowledge search
2. Document Management: File upload/download
3. Version Control: Knowledge revision history
4. Approval Workflows: Content moderation
5. Reporting: Analytics and usage reports
6. Mobile Optimization: Responsive design
7. API Integration: Connect with other systems
8. Notification System: Alerts for updates
9. Calendar Integration: For meetings/events
10. Advanced Access Control: Group-based permissions
