Sri Lanka Institute of Information Technology Technology
Pharmacy Information System Project Proposal Information Technology Project 2011
Project ID: ITP/D/!1"/#0$ Su%mitte& %y: 1' DIT/10/!1( 00$0 ( ')'#'*'Sirimanne 2' DIT/10/!1( 011 011+ + ( )')','"'i )')','"'ijayasri-ar&ena jayasri-ar&ena .' DIT/10/!1 DIT/10/!1(( 0112 ( ' 'D'a&ush D'a&ushyani yani ' DIT/10/!1( DIT/10/!1( 00 ( "'L''3usk "'L''3usky y $' DIT/10/!1( DIT/10/!1( 002+ 002+ ( ,'Prashathana 4' DIT/10/!1( DIT/10/!1( 00.4 00.4 ( '"'Luckshan +' DIT/10/!1( 00 ( 5''P' Perer Pereraa
Su%mitte& to:
6Super7isor8s signature9 '' 3ame of the super7isor r' S'' ;u&&hika
Abstract ella-atte Drugs Pharmacy organi=ation -as starte& on year 200+' They are one of the lea&ing pharmacy organi=ations organi=ations in Srilanka' Srilanka' This organi=at organi=ation ion -as a -ell kno-n one for supply supplying ing >uality >uality &rugs ? me&icam me&icament ent e>uipment e>uipment for their their customer customers' s' so far they ha7e set high stan&ar&s in their %usiness &ealings' This organi=ation is also ha7ing a 7ery strong staffing system as -ell' They not only ha7e %usiness &ealings -ith their custom customers ers'' also also they &istri% &istri%ute utess &rugs &rugs ? me&icam me&icament ent
e>uipme e>uipments nts to some some other other
Pharmacy organi=ations as -ell' ,p to no-@ all the transactions of this Argani=ation -ere han&le& manually' ;ut no- they ha7e &eci&e& to automate their system'To make make their &ay to &ay acti7ities acti7ities easy'So easy'So no- they re>uire re>uire a strong strong !omputer %ase& System System -hich -ill helps the pharmacists in or&er to make make their &ay to &ay acti7ities easy' easy' such as in7entory control controllin ling@ g@ %illi %illing@ ng@ staff staff managem management ent an& report report generat generating ing'' Theref Therefor or -e hope hope our propose& system -ill fullfill fullfill all the re>uirements ? the nee&s of our client for sure'
ii
Table of Content
1. Intro&uction an& Description of the Project
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1.1 Pro%lem Specification ''''' 1.2 Solution Autline '' 1.3 )ey ;enefits'''
$ 4
2. A%jecti7es ''''''
3. Proce&ures' 1. 3.1 Blo- of the Project'''' 1. 3.2 Project Plan''' 14
4. Personnel an& Bacilities' 1+
5. uirements'''
1
6. ;u&get'''
1
7. *eferences
20
iii
1' Introdction and descri!tion
1.1 Problem s!ecification
In reality the pharmacy of to&ay is one of the most important in the &eli7ery of health ser7ices' ella-atte Drug Pharmacy also a -ell organi=e& pharmacy in ella-atte area -hich pro7i&es much %etter ser7ice@ not only for !olom%o area %ut also islan& -i&e customers' Since four years this &rug pharmacy has continue& supplying an& &istri%uting -i&e range of me&icaments to islan& -i&e pharmacies an& customers' Since they ha7e great communication aroun& the country -ith some consi&era%le amount of staff@ they are lea&ing great character in the health fiel&'
*ecently they ha7e an i&ea to make their ser7ice more popular an& pro7i&e %etter ser7ice to customers' Since they ha7e starte& this pharmacy %efore four years@ first they got use& -ith manual system' ;ut in or&er to make fleCi%ility -ith the fiel& they ha7e un&erstoo& the &ifficulties -ith the manual system'
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Information maintenance &ifficulties (Since them ha7ing lot of &etails a%out &rugs@ suppliers an& &istri%uters it is &ifficult to han&le such a large stuff
•
manually' Lack of high performance(Though there are enough staff it8s really &ifficult to
•
maintain high performance' Lack of accuracy of project information( "s humans mistakes can %e happen an&
• •
its %ig issue of especially in health fiel&' *e&ucing the efficiency ;ecause of a%o7e all reason it may una%le to pro7i&e %etter customer care ser7ice'
In or&er to pro7i&e %etter customer care ser7ice -hile a7oi&ing a%o7e pro%lems an& so many other pro%lems they reali=e& that they nee& soft-are system as the solution' So this system may solution to o7ercome those pro%lems -ith present manual system %y pro7i&ing an optimal ser7ice'
1.2 Soltion "tline
The propose& system is pro7i&e& solution for a%o7e mentione& &ifficulties' In or&er to pro7i&e this solution there shoul& %e inclu&e& num%er of functionalities' The follo-ing &iagram sho-s the high le7el architecture of the system to %e implemente&'
Wellawatte drug Pharmacy Internal
Data%ase
5Cternal
!omputer
Suppliers
,ser
1'2
!ustomer ? Distri%uters
me&icament stock -hich inclu&e& the &etails of current stock &etailsE' In case -e -ant to return some me&icine the function stock return is helpful for that'E supplier &etailsE -hich contain all the supplier &etails that supply &rugs to the ella-atte &rug pharmacy'
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To maintain the stan&ar& &rug &istri%ution -ithout any &elay &rug &istri%utionE function is there' Since there is a consi&era%le staff@ its nee& to maintain the employee &etails So anaging 5mployee &etailE function is there to han&le that task' The main o%ject of the system is han&ling customer payments' To fulfill that there is customer paymentE function -hich inclu&ing type of &rugs customer %ought@ >uantity@ amount etc''' 'Binally there is a function to generate the reports' Se7eral kin&s of reports can %e generate& through this function such as supplier &etail@ &istri%uting &etails@ monthly profit@ reports etc
1.3 #ey $enefits
. akes management of the company easy ;ecause the system filter the sales &etails for the "&ministrati7e purposes@ -hich coul& %e easily referre& %y the proprietor' System can monitor an& pro7i&e features to control other users an& content from a central location'
. Impro7e& ser7ice Supplier of the firm get faster an& more con7enient ser7ice 'hen customer purchase me&icine from the shop that uses a PAS 6Point Af Sales9 system'
. ;etter information System stores an& processes &ata@ an& system pro&uce information 6report9@ -hich is the %asis of goo& &ecision making' It helps a anagement to re&uce uncertainty' " reporting system pro7i&es %etter information to sales manager for making &ecisions to help impro7e sales'
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. Security an& integrity Since D;S pro7i&e security for &ata store&@ an& pro7i&e means of easily %acking them up@ electronic &ata are less prone to loss@ theft an& &estruction' ;esi&es@ %y using &ata%ases@ &uplication of &ata is pre7ente& an& making electronic copies of them is less eCpensi7e than manual systems' System shoul& pro7i&e access pri7ilege le7els to enforce controlle& access to the firm8s &ata'
. ,sa%ility Since system is inten&e& to %e -e%(%ase&@ it is accessi%le for "&ministrati7e officer -here7er they -ant to' Pro7i&e interfaces for &ata entry operator to su%mit information a%out purchase an& return stork &etails -hich are the significant routine' System has a separate interface to maintain the collection &etails@ -hich is collecte& regularly'
. 5fficiency Fuerying &ata an& searching for information is easier -ith &ata%ases than manual systems' anual systems are har&er to search an& consume great amount of time' Payroll processes an& relate& salary generations are pro&uce& 6report9 at the en& of each month'
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#oo& performance Gali&ate e7ery fiel& if not 5rror message shoul& %e &isplaye&' !alen&ar 6&ate9 an& time shoul& &isplay'
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2. "b%ecti&es ;asically there are se7en major functions in this pharmacy information system' They are@ 01'
0'
2.1 'andle stoc( details. Stock &etail function is a major function in pharmacy &ata%ase system' It inclu&es all the major &etails a%out me&icine an& other selling items' In this stock each item has a uni>ue co&e num%er' ;y using the co&e num%er items can uni>uely i&entity an& fin& the &rug information -ith fin& function' If you %uy a ne- stock or return a stock@ it is necessary to inclu&e it to &ata%ase %ase& on co&e num%er' During the transactions sometimes a &iscount -as gi7en %y suppliers to pharmacy' ,ser of the soft-are shoul& ha7e to insert these &iscounts an& the total amount of pri=e -hich they ha7e to pay to supplier' The system -ill automatically &o the calculation %et-een pri=e an& &iscount@ an& gi7e the final total to %e pai& . ;y this pharmacy staff can manage a stock -hich has correct an& up to &ate &etails' The follo-ing figure represents the %asic i&ea of the pharmacy &ata%ase stock' Item name
Code number
Prize of a single unit
quantity
"spirin
100
$'00
1000
parasitamol
$
4'00
$00
"lso the user of the system shoul& %e a%le to insert a ne- item to &ata%ase@ &elete a current item from &ata%ase an& up&ate the &etails of a current item 6eC : change a pri=e of a single unit of "spirin9' So -e pro7i&e facility to perform those kin&s of insert@ &elete an& up&ate in this system'
Insi&e of this function -e pro7i&e an a&&itional o%ject to user to generate a report a%out current a7aila%le stock information an& it generate stock purchase report' "lso the user can fin& &rug information through &rug i& or &rug name@ -ith fin& function'
2.2 'andle stoc( distribtion
Distri%uting me&icine an& other selling items among other pharmacies is another function of this pharmacy organi=ation' So that is -holesale' The system has to maintain another function to generate these kin&s of -holesale transactions' ,ser of the system shoul& ha7e to insert customer name@ item co&e@ pri=e of a single unit an& >uantity' The system -ill automatically calculate the final pri=e that customer has to %e pai&' Bollo-ing figure gi7es the %asic i&ea of stock &istri%ution function'
Customer name )umar
Item code $0 10.
Single prize (Rs)
Quantity
+0'00 0'00
10 .0
Total prize of item +00'00 120'00
Final prize
20'00
In this system -e pro7i&e an a&&itional o%ject to 7ie- a report a%out Distri%ution stock'
2.3 'andle retrns stoc( details ) distribted retrn stoc( details
*eturn stock is %ase& on eCpire items an& &amage items' The usual system is if there is eCpiration or &amage item@ each item or items shoul& nee& to return to manufacture or &istri%uter %efore siC months@ sometimes the -holesale customers can %e
return %ack stocks to the pharmacy' In a&&ition to that if you return some eCpire or &amage item@ the user shoul& nee& to insert the 7alue of minus >uantity 6return >uantity9 to stock &ata%ase' The system -ill automatically su%tract the return stock from current a7aila%le stock of each item an& gi7e the final result of stock' 6Stock >uantity H return >uantity current a7aila%le >uantity9' In here -hen the user inserts these returning stock &etails@ the system -ill automatically up&ate the stock &ata%ase' 6%y su%tracting the returning stock from a7aila%le stock9' Bollo-ing figure gi7es the %asic i&ea a%out the return stock' Item code
100
Return quantity
Item name
"spirin
200
Current aailable quantity
00
2.4 'andle s!!lier details
This function han&les a%out suppliers such as companies@ manufactures or any kin& of &istri%uters' In this system suppliers can uni>uely i&entify %y their names or their i&' "lso user of the system shoul& %e a%le to insert supplier information 6supplier i&@ name@ a&&ress@ telephone no etc'''9'also user can &elete or up&ate supplier' The user can fin& supplier information through supplier i&@ -ith fin& function Supplier id
Supplier name
!ddress
01
)asun
14 @ !olom%o
02
3a&un
12 ;oralasgamu-a
Telep"one no 0+1$$ @ 0112$+4
Burther more there is an a&&itional function to generate a report a%out supplier &etails -hich inclu&e all the necessary information of suppliers'
2.5 'andle cash billin*
10
;illing is an important function in pharmacy system %ecause all the transactions %et-een customer an& pharmacy happen un&er this function' In this system there is a uni>ue co&e for all selling items' The user of the system shoul& ha7e to insert the name of the item or co&e num%er 6if he/she can remem%er9 an& the >uantity of each selling item' The &ata%ase of this system has the pri=e of a single unit of each item' In a&&ition to that system -ill automatically calculate an& gi7e the final pri=e that customer shoul& has to pay' The follo-ing figure sho-s the %asic i&ea of the %illing function' Item name
Item code
Quantity
prize
"spirin
100
10
$0'00
2.6 'andle staff details ) staff salaries
In the pharmacy system there is a -orking staff' So their information such as names@ AT hours@ monthly salary an& holi&ay -orking charges shoul& %e manage&' In this system staff mem%er can i&entify %y his/her ID %ecause ID is uni>ue for each mem%er' ,ser of this system shoul& ha7e to insert %asic salary@ holi&ay -orking chargers@ AT hours per month %ase& on their names an& ID' Then the system -ill automatically calculate the total monthly salary that shoul& ha7e to %e pai& to each staff mem%er' Bollo-ing figure sho- the %asic i&ea of staff function'
Staff member name
)amal
Staff member I#
$oliday %or&ing c"argers(Rs)
001
00'00
'T "ours per mont"
Total mont"ly salary(Rs)
11 000'00
The user of the system shoul& %e a%le to insert a ne- staff mem%er to the system@ &elete a current staff mem%er from the system an& up&ate mem%er &etails' So -e pro7i&e
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facility to perform those kin&s of insert@ &elete an& up&ate in this system' "n& also the user of the system can %e a%le to 7ie- a report -hich inclu&e information a%out staff &etails an& staff salaries' Burthermore -e gi7e another option to change the 7alue of %asic salary@ 7alue of AT hour an& 7alue of a one &ay of holi&ay charge insi&e of this function' ;ecause the 7alues -hich mentione& a%o7e can %e change& time to time'
2.7 'andle financial detail
The system pro7i&es facility to generate the final income report of this pharmacy organi=ation per month' To calculate the final income of each month the user shoul& nee& to insert all the general payments of this organi=ation such as -ater %ills@ electricity %ills@ staff salaries@ %usiness taCes an& etc' The system -ill automatically calculate all of these payments an& gi7e the final income of each month'
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3. Procedres .'1 +lo, of the Pro%ect In the %eginning our team analy=e& e7ery project -e recei7e& from many clients' The semester one 7acation perio& pro&uce& us enough time to stu&y e7ery project in to a consi&era%le &epth' "fter ha7ing fe- &iscussions@ e7eryone on our team agree& to -ork on the project -e recei7e& from ella-atte Drugs pharmacy in ella-atte' It is one of the lea&ing pharmacy@ retailing &rugs an& -holesaling &rugs to their customers'
Birst of all -e arrange& a 7isit to ella-atte Drugs pharmacy to collect all the supporti7e information an& &etails for the project an& at the same time to get a clear i&ea a%out clientJs re>uirements an& suggestions'
Then &uring the first -eek of this semester -e eCplaine& a%out the scope an& &etails of this project to our lecturer rs'#eethanjali an& grante& permission to continue our -ork' e prepare& a JProject !harterJ an& &eli7ere& it -ithin the gi7en time frame' 3o- -e are -orking on the project proposal to han&o7er %efore the &ue &ate' Aur team lea&er separate& -ork in to sections an& &istri%ute& -ork among team mem%ers to spee& up the compiling process of this proposal' Then -e -ill ha7e to &eli7er S*S on 6&ate9 an& -e plan to complete it in the same manner -e compile this proposal as a team' Aur neCt step is to grasp re>uire& kno-le&ge on S*S %efore -e start -orking on it'
e plan to use prototype process mo&el as our &e7elopment metho& in this project' It is %etter to use the prototype mo&el %ecause it re&uces the risk an& -e can gi7e out a clear i&ea to the client a%out our last pro&uct' "fter &eli7ering S*S on 6&ate9 -e plan to -rite the prototype co&e of our soft-are to &emonstrate it to the client an& get their fee&%ack an& suggestions' So -e can implement the suggestions an& changes on the prototype to meet their re>uirements on the propose& soft-are %efore -e actually start -orking on it' e ha7e &i7i&e& the soft-are in to components an& &istri%ute& he -ork among team mem%ers accor&ing to their preference'
1.
01'
( Stock return report 0'
Birst -e are planning to &esign a common &ata%ase structure for the -hole project' hen -orking in a strict protocol e7eryone can implement &ata%ase schemas rele7ant to their criteria -ithout any clash or error -ith the other functions' So the compiling process of the soft-are coul& %e easily carry out cutting the huge effort an& time &e7elopers usually has to spen& on &e%ugging' To create a common &ata%ase structure first -e ha7e to create an 5* &iagram for e7ery function an& map it into the relational mo&el' This task shoul& %e &one -ith great amounts of analysis an& stu&y %ecause it affect the -hole project since e7ery time -e connect to the &ata%ase or insert@ up&ate or &elete &ata%ase entries@ it uses this &ata%ase schema' So -e plan to spen& more time on this task to plan the 5* carefully an& map it correctly to the relational mo&el'
1
"fter all the preparations e7ery mem%er -ill ha7e to -ork on their assigne& components of the soft-are in&i7i&ually' So the -ork coul& %e carryout in a parallel manner'
The components or the &i7i&e& -ork inclu&es re>uirements gathering@ #,I &esigning@ &ata%ase connecting han&ling@ &ata%ase &ata han&ling@ >uery han&ling@ report generating @implementing @testing an& rele7ant function tasks' So the -hole team shoul& ha7e to stu&y an& un&erstan& entire project structure %riefly an& sharpen the kno-le&ge on rele7ant functions they assigne& an& also shoul& enhance the re>uire& programming kno-le&ge@ &esigning skills@ &ata%ases skills' So e7eryone shoul& gi7e their commitment on skill gathering from ITP la%s@ internet an& etc' If anyone encounter an error or meet a trou%lesome area on the project he/she can &iscuss it -ith the team an& fin& a solution' It -ill impro7e the pro&ucti7ity of our project'
,pon completing the in&i7i&ual -ork on &ifferent components -e can ha7e a test run' If any components fail or come across -ith errors@ respecti7e mem%er -ill ha7e to &e%ug the error -ith the help of the team mem%ers' "fter the test run -e ha7e to assem%le the main project -ith in&i7i&ual components an& compile' This has to %e &one -ith eCtreme attention an& the system has to %e test run after a&&ing each an& e7ery function in to it' In case of an error the -hole team has to -ork on &e%ugging to fiC it' "fter successfully assem%ling an& compiling the system -e can ha7e a complete test run' Bor this purpose -e -ill ha7e to create our o-n test suite an& also must meet the client an& test the soft-are -ith their &ata' This process repeats until it make sure the system is 100K functional an& error free'
"fter testing the system successfully -e -ill finali=e our pro&uct for &eli7ery an& prepare the final project report' The project report -ill also %e a team -ork' "t the en& -e can &eli7er the soft-are@ the pro&uct to the client to use it in the real -ork en7ironment'
3.2Pro%ect Plan
1$
3.2. 1 -rant chart re!resent of tas(s
14
' Personnel and +acilities
0IT o
DIT/10/!1( 00$0
ame
)'#'*'Sirimanne
es!onsibilities
DIT/10/!1( 011+
)')','"'ijayasri-ar&ena
DIT/10/!1( 0112
'D'a&ushyani
DIT/10/!1( 00
"'L''3usky
DIT/10/!1( 002+
,'Prashathana
DIT/10/!1( 00.4
'"'Luckshan
DIT/10/!1( 00
5''P' Perera
5. 'ard,are and Soft,are e/irements
1+
The propose& soft-are -ill %e &e7eloping using the 3et;eans ID5 4' on in&o-s + operating system' 3et;eans has inclu&e& the ireport for report generating purpose' e use icrosoft SFL 200 Ser7er for &esign the &ata%ase 'This ser7er an& '35T frame -ork nee& to %e install in %oth &e7eloping machine eCplorer an& the client machine'
•
Im!lementation Soft,are e/irements
in&o-s + 3et;eans ID5 4'
i*eport
y SFL Ser7er $'1
'ard,are e/irements
•
2'4 #<= Intel Dual !ore or e>ui7alent
2 #; emory
1'$ #; of free &isk space
n Soft,are e/irements
in&o-s P or
'3et Brame-ork .'$
y SFL ser7er $'1
'ard,are e/irements
!lient o
2'0 #<= Pentium Dual !ore or higher
o
1#; of *"
o
00C400 minimum resolution or higher
1
6. $d*et
iteratre Search :
Photocopying
1$0 pages M *s $'00
*s +$0'00
Printing
2$0 pages M *s 10'00
*s 2$00'00
Stationary 6paper@ etc9 ;in&ing
*s $00'00 2 reports M *s 0'00
*s 140'00 *s .10'00
iteratre e&ie, :
Printing 6&raft copies9 10 pages M 20'00
*s 200'00
Case stdies
Internet@ Phone ? BaC
*s $$0'00
Tra7elling
*s .000'00
*S 355.
Total
s 766.
1
7. eferences
1'N Installing ySQ on *indo%sE@ Aracle an&/or its affiliates@ "7aila%le:http://&e7'mys>l'com/&oc/refman/$'1/en/-in&o-s(installation'htmlO"ccesse& on $th uly 2011Q 2'N +et,eansT I#- ./0 Release +otesE@ Aracle an&/or its affiliates@ O
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