A Pharmacy Management Information System for G1Lead


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A PHARMACY MANAGEMENT INFORMATION SYSTEM FOR G1LEAD PHARMACY
BY NJERU JEREMIAH MWANIKI
(BIT/9657f52/DF) AND
OTISO ONG’AU BENARD (BIT/7364/52/DF)
A GRADUATION PROJECT REPORT SUBMITTED TO THE SCHOOL OF COMPUTER STUDIES IN PARTiAL FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF THE DEGREE OF
BACHELORS OF INFORMATION TECHNOLOGY OF KAMPALA INTERNATIONAL UNIVERSITY
NOVEMBER, 2008

DECLARATION
We, Njeru Jeremiah Mwaniki and OtisO Ong’au Benard do hereby declare to the best of our knowledge that this graduation project was our original work and that it has never been submitted to any University or any institution before. The literature and citation from other people’s work have been duly referenced.
Date

Signed

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NAME: NJERU JEREMIAH MWANIKI STUDENT

Date

Signed

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NAME: OTISO ONG’AU BENARD STUDENT

APPRO AL
This project report “A Pharmacy Management Information System” has been submitted for examination with my approval.

Date

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NAME: MR. EMMANUEL MUGEJJERA SUPERVISOR

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DEDICATION
We dedicate this project to our dear parents for their moral and finmicial support, brothers, sisters, Mends, course mates, lecturers, Gilead pharmacy staff and above all to our supervisor. Mr. Emmanuel Mugejjera for their helpihi guidance, suggestions and comments which helped a great deal to accomplish this task. And to our Almighty Father in I leaven, glory be unto You forever and ever.
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ACKNOWLEDGEMENT
We would like to thank our Almighty Father for his continuing guidance, love and affection for our lives. Without you Lord we couldn’t have made it.
~Ve thank everyone at Oiled phannacy for allowing us to use the organization as a case study. Our appreciation also goes to our parents for their financial and moral support Special regards goes to our supervisor Mr. Emmanuel Mugejjera for his support during this research.

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ABSTRACT
This project was aimed at designing a Pharmacy Management Information System; a system to aid in the management and operation of the pharmacy. Methods tha~t weie ‘used to gather information about the current system include; interviews, record review and questionnaires. From that information, requirements for the new system were obtained. The new system was designed using Entity Relationship diagrams and was implanted using Visual Ba~ic and MySQL. The system generates reports that are v-hal for the pharmacy administration.
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ABBREVIATIONS

CD

-

Compact Disc

DBMS

-

Database Management System

GB

-

Giga Byte

GHZ

-

Giga Hertz

LAN

-

Local Area Network

M,I.S

-

Management Information Systems

MySQL

-

My structured Query language

PDUR

-,

Prospective Drug Utilization Review

PHP

-

Hypertext preprocessor

RAM

-

Random Access M~mory

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Table of contents

I)ECLARATION

APPROVAL

DEDICATION

ACKNOWLEDGEMENT

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ABSTRACT

ABBREVIATIONS

CHAPTER ONE

1

Introduction ~

1

1.1 Background

I

1.2 Statement of the Problem

2

1.3 Objectives of the Study

2

1.3.1 Main Objective

2

1.3.2 Specilic Objectives

2

1 .4 Scope

3

1 .5 .Justification of the Study

3

1 .7 Research Questions

4

1 .8 Conceptual Model

4

1 .9 Conclusion

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ChAPTER TWO

6

Literature Review

6

2.1 Introduction

6

2.3 Management Information Systems

6

2.3.l Management

6

2.3.2 Information

6

2.3.3 System

2.4 Role of Pharmacy Computer Systems

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2.5 Databases

9

2.6 I)ata Batik

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2.7 Database Management System (DBMS)

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2.8.1 Advantages of Using Database and DBMS~

11

2.8.2 I)isadvantages ol Using Database and DBMS

12

2.9 Conclusion

13

CHAPTER THREE

14

Research Methodology

14

3.1 Introduction

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3.2 Feasibility Study

14

3.3 Target Population

14

3.4 Sample Selection

14

3.5 Research Procedures

15

3.6.1 Interviews

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3.6.2 Questionnaires

16

3.6.3 Document Analysis

16

3.7 Research Findings

16

3.8 Implementation Coding and Testing

17

3.9 Integration and System Testing

17

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3.1<) Operation and i~’Iaintenance

.17

3.11 System Specifications

18

3.12 Conclusion

18

CHAPTER FOUR

19

Current System Analysis anti Design of the New System

19

4.1 Introduction

19

4.2 Data and Documents Flow

19

4.2.1 Document Flow Diagrams for the Order Processing

19

4.3.1 Requirement Analysis and Definition

20

4.3.1.1 Harclware~ and Software Requirements

20

4.3.1.2 User and Security Requirements

20

4.3.1.3 Functional and Non—functional Requirements

21

4.3.2 System and Sofpvare Design

21

3.3.2.1 Physical System Design

22

4.3.2.2. Entity Relationship Diagram

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Fig 4.4 Entity reigtionsliip tliagrain

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4.3.2.2 LogiéalDesign

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4.4 Conclusion

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CHAPTER FIVE

27

Presentation and Discussion of Findings

27

5.1 Analysis

27

5.2 Presentation of the System

27

Fig 5.1 Login screen

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Fig 5.2 Customer Foriii

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Fig 5.3 Staff Foriiz

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5.4 Reports

30

5.5.1 Supply Table Report

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CHAPTER SIX

31

l)iscussion, Recommendations and Conclusion

31

6.1 Introduction

31

6.3 Recommendations

31

6.4 Conclusion

32

References

APPENDIX 1 -Sample Questionnaire

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APPENDIX 11 -Budget

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APPENDIX 111-! ntroductory Letter

38

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CHAPTER. ONE
Introduction
1.1 Background Stock control and business processes have been tedious and a complicated process in many organizations today. This has been so because these processes are done manually, placing the workload on the general staff. Today’s organizations value efficiency and rcliability in terms of delivery and management of their products, relative to slow and inefficient manual systems in place. Manual systems are far reaching negative effects which are time consuming as the staff doesn’t have prior knowledge of available stock levels in the store hence unable to predict proper timing for new stock deliveries. This means customers are kept waiting while the staff go down in the shelves to trace the product. The management also is not in a good position to monitor the profits, trends of growth, losses and development strategies to be put in place for the future, due to inconsistenci1ës of manual recOid keeping systems. This project will involve design and implementation of a computerized stock control system. This is a system that will allow an easy and effective way to control and maintain business processes. For instance stock levels which were initially manual will be automated. Maximum stock levels will be computerized hence investment of inventory will be kept at mininmm so that the funds are made available for more productive uses thereby avoiding borrowing and consequent loss on interest. Losses will be minimized on account of obsolescence due to overstocking. When danger levels are reached, the system will then automatically place an order to the supplier informing him/her to supply the required product and in the required quantity~ (Predetermined reorder quantity).Minimum stock levels will be maintained automatically making sure that items are available in the store where and when needed.
The system i~. intended to run :pn a networked environment so information will be shared efficiently hence reducing on the time wasted by moving from one place to another hence

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A Pharmacy Management Information System for G1Lead