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PHARMACEUTICAL INVENTORY MANAGEMENT AND CONTROL SYSTEM: (CASE STUDY OF EKEDE PHARMACY).



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Project Topic:
PHARMACEUTICAL INVENTORY MANAGEMENT AND CONTROL SYSTEM: (CASE STUDY OF EKEDE PHARMACY).

ABSTRACT
 

The pharmaceutical inventory management and control system is designed to efficiently handle the management of sales and tracking of drugs through the replacement of human workers by technology. The manual method is labour intensive, costly, and error prone and cannot ensure the inventory remains up-to-date. The news system is a computerized system designed for user to manage the stock of the drugs inventory and monitoring of stock facility. The stand alone inventory control system will alert users of expired drugs and minimum quantity of each drug and also the searching algorithm technique applied in this system will allow the inventory status to be determined, shipping and receiving documents to be generated automatically triggering orders for products that are low in inventory.

TABLE OF CONTENTS

TITLE PAGE:

DEDICATION     ii

DECLARATION iii

CERTIFICATION         iv

ACKNOWLEDGEMENT       v

ABSTRACT        vi

TABLE OF CONTENTS        vii

LIST OF TABLES         ix

LIST OF FIGURES       x

CHAPTER ONE  1

INTRODUCTION         1

1.1     BACKGROUND OF THE STUDY  1

1.2     STATEMENT OF THE PROBLEM 2

1.3     AIM AND OBJECTIVES OF THE STUDY       3

1.4     THE SCOPE OF THE STUDY        3

1.5     SIGNIFICANCE OF THE STUDY  4

1.6     DEFINITION OF TERMS      4

CHAPTER TWO 6

LITERATURE REVIEW        6

2.1     HISTORICAL BACKGROUND      6

2.2     REVIEW OF RELATED LITERATURE   7

CHAPTER THREE       13

SYSTEM ANALYSIS AND DESIGN       13

3.1     RESEARCH METHODOLOGY      13

3.2     METHOD OF DATA COLLECTION        13

3.3     ANALYSIS OF THE EXISTING SYSTEM        14

3.4     THE PROPOSED SYSTEM   15

3.5     ANALYSIS OF CLASS DIAGRAM          32

3.6     DESIGN GOALS AND OBJECTIVES      34

3.7     DESIGN OF THE CLASS DIAGRAM      35

3.8     DATABASE DESIGN  37

3.9     FLOWCHART:    40

CHAPTER FOUR         52

IMPLEMENTATION    52

4.1     SYSTEM IMPLEMENTATION       52

4.2     IMPLEMENTATION TOOLS          52

4.3     INPUT SPECIFICATION       54

4.4     OUTPUT SPECIFICATION   54

4.5     SOFTWARE REQUIREMENTS     54

4.6     HARDWARE REQUIREMENTS    54

4.7     CHOICE AND JUSTIFICATION OF PROGRAMMING LANGUAGE   55

4.8     SOFTWARE INSTALLATION        56

4.9     HOW TO RUN THE PROGRAM    56

CHAPTER FIVE 58

SUMMARY, RECOMMENDATIONS AND CONCLUSION         58

5.1     SUMMARY         58

5.2     RECOMMENDATION          59

5.3     CONCLUSION   60

REFERENCES    61

APPENDIX A      62

APPENDIX B      81

CHAPTER ONE
INTRODUCTION
1.1     BACKGROUND OF THE STUDY

The use of computers in Nigeria pharmacies has expanded rapidly over the last 5 years. They have changed both institutional and community practice dramatically. Computers have automated many of the traditional technical functions of pharmacists, enabling them to increase their clinical and chemist activities. The working conditions of the community pharmacies have also undergone unprecedented changes as a result of computerization.

Generally, Inventory Control System is a system that consists of data entry, retrieval and stock monitoring facility, tracking drug dispensing pattern, generation of reports and statistics. Inventory Control System focuses on pharmaceutical store operation and how it manages the inventory flow with suppliers (external) and dispensary (internal). The system covers typical operations like receiving drugs from suppliers, processing medication and distributing medication.

Inventory control system deals primarily with determining the size and placement of the drugs within a facility or shop. It is also concerned with the importance of forecasting the required inventory, availability of physical space, and cost in carrying those inventories to maintain the planned course of production against the random fluctuations, or shortage of drugs. One way of managing inventory is to have an Inventory Control System in place that can instantly track and update the information about the drugs.

The Ekede Pharmaceutical Store was established in the year 1995. It aim at providing satisfaction to the Rivers State population through the distribution and sales of drugs (medicine) like panadol, oral drip, paracetamol etc. It is second to none and for this reason, the demand is high and the store responds to the increasing demand by stabilizing supply to strike a balance.

Justifiably, the store has the problem of keeping adequate record of sales report, product supplied, weekly report of sales and invoice, and also associated problems of insecurity, high cost of operation and delay in supply and sale arise. Data processing in Ekede Pharmaceutical Store is presently carried out using pens, and paper to control stock and inventory.

1.2     STATEMENT OF THE PROBLEM

The Ekede Pharmaceutical Store is to an extent manually operated and reveals a number of problems.

i         The recording of sales and cash received are done manually on a book that appears rough. Thus, the books are exposed to physical damage, information can be lost and dust particles are accumulated.

ii        The long list of supply orders waiting to be attended to on daily basis.

iii       The control system is time consuming, less accurate and less efficient.

iv       Inaccuracies often ensue from human error.

The manual system is quite tedious and can be reduced or eliminated with the introduction of the proposed system.

1.3     AIM AND OBJECTIVES OF THE STUDY

The aim and objective of this study is to develop an efficient and fast computer-based inventory system in Ekede Pharmaceutical Store, shown below.

Shorten data-processing time: In processing the inventory, it will not consume enough time to process.
Reduce errors: Through this system, fewer errors will be avoided because the system will be easy to use.

III.     Give information easily and efficiently; It will make easier for the user to give information.

Data integrity: It gives users the assurance that the information they see is trustworthy.
Data security: It helps in protecting personal data.

1.4     THE SCOPE OF THE STUDY

The possible people that can use the system would be the following:

Admin- the administrator/owner of the store. He has the authority to operate the system; he can login if he has transactions to do.
Pharmacist – the person assigned to manage and sell drugs in the store; he/she have also the authority to operate the system; he/she is the one that will make the inventory of the drugs.

1.5     SIGNIFICANCE OF THE STUDY

Nowadays, Pharmaceutical stores particularly at Ekede Pharmaceutical store are looking for improvement for their business to reach their goals and objectives as successful pharmacy. The reason why the proponents have to conduct the study is:

To design an appropriate computerized inventory system that will         enhance the efficiency and effectiveness of the pharmacy.
To enhance the services offered by the pharmacists.

1.6     DEFINITION OF TERMS

Automation: This is the use of technology or computers to control and process data reducing the need for human intervention.

Computerization: This is the conversion of a manually operated system to a controlled, organized and automated system.

Database: This refers to a large store of related data on a computer that a user can access and modify.

Data Security- extrusion prevention is the practice of stopping data leakage by filtering outbound network traffic.

Password: This is a secret code that must be entered into a computer to enable access to its applications. It is made up of numbers, letters, special characters or a combination of any of the above categories.

Information System: A collection of procedures, people, instructions and equipment to produce information in a useful form.

Inventory: Is the process of making an itemized list of sales and supplies on hand.

Inventory Control System: Inventory control system deals primarily with determining the size and placement of the drugs within a facility or shop.

Pharmacist: This is a person that is qualified to prepare and dispense medicinal drugs.

Pharmacy: A place where medicinal drugs are prepared or sold.

Research: A careful study of a subject to discover facts, establish a theory or develop a plan of action based on the facts discovered.

System: A set of computer components functioning together.

Software: A computer program or set of instructions that direct a computer to perform processing functions.

Technology: The study of techniques of mobilizing resources such as information for accomplishing objectives that benefit man and his environmen


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