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TABLE OF CONTENTS
Title page
Certification
Dedication
Acknowledgement
Table of Content
Abstract
CHAPTER ONE
INTRODUCTION
Background of study
Statement of problem
Objectives of the study
Significance of the study
Scope of the study
Assumption
Limitations of the study
Definition of Terms
CHAPTERTWO
LITERATURE REVIEW
Computerization in drug
management system
General overview of drug
management information system
Drug Procurement
Drug Distribution
Softrex Formular
Management Information System
Benefits of Management
Information System
Component of a Database
Management System
CHAPTER THREE
Description and Analysis of the Existing
System
General
analysis of the existing system
Fact
finding method used/Method of data collection
Objectives
of the existing system
Organizational
Structure
Expert System
Prototyping
Data collection
The Primary Collection
The Secondary Collection
Analysis of Existing System and
Design
The Pharmacy Department
NAFDAC Drug Management
Drug Procurement System in NAFDAC
The Patient Medication Sheet and
Treatment
Present System Approach to Drug
Management
Limitations of the Existing
System
System Design
Expectations of the New System
Design of the New System
File Specification
File Operation
Administrator
The Registration Form Drug Statistics
and Stock Balancing
Program Assets
Database File
System Flowchart
Top down diagram
CHAPTER FOUR
IMPLEMENTATION, TESTING, AND
PACKAGEING
Choice of Development Tools
System Requirements
Software Requirements
Hardware Requirements
Implementation
Testing
CHAPTER FIVE
SUMMARY, RECOMMENDATION AND
CONCLUSION
Summary
Limitations
Recommendation
Conclusion
ABSTRACT
The need to develop a system that would
improve the management of stocked pharmaceutical items in the pharmacy became
beatable due to some setbacks experienced by the current operations of
pharmaceutical establishment. Drug procurement and
distribution tracking system is a set of computer programs that obtains the
supplies of drugs, distribute the drugs and monitors the inventory control of
the drugs. Using the pharmaceutical department of NAFDAC as a case study, the
department using manual method to operate lacks good storage of information
system for drugs. Recording system tends to be complex and the method of
tracking expired drug is poor. The good approach to this problem is to involve
the use of computer by designing the form, using Access in developing the
database and C# as the programming language, to enable keeping accurate record
of drug and prevent sales of expired drug. This guarantees the people’s right
to good health care and ensures that drugs received are genuine and safe.
CHAPTER ONE
INTRODUCTION
BACKGROUND OF STUDY
Computerization is defined as the
control of processes by computers and its peripherals. Today it would be
difficult to think of any process, business or action that could not have
profited from the numerous benefits of the computer system. Controlling process
or devices with computer started long ago since the invention of computer. In
the 20th century inventors tried to make processes easier with the use of
computers. Secondly computerization has been greatly applied or used in
controlling process that requires frequent action such as drug procurement,
drug management, drug tracking and drug distributions in hospital management
information system in pharmacy departments of hospitals.
This project which is drug
procurement and distribution tracking system provides a computer based
information management system in a NAFDAC by designing a cost effective, user
friendly application, incorporating key attributes of data integrity and system
security suitable for use in the pharmacy department of the hospital using
Microsoft Access software in developing the database and C# as the programming
language. The overall aim of this project is to optimize time and material in
the processing of data needed for effective operation of large pharmacy
department of a hospital.
By this approach, data integrity,
data redundancy, and consistency will be ensured. Drugs are the chemical
substances that are administered to patients for curative purposes and
prophylaxis. It can also be known as a medicine, because it is the essential
part of peoples care. The ability of the computer to store and retrieve
information at a very fast and efficient rate makes its application useful in
management operations. Drug management involves drug procurement, drug distribution,
drug tracking and its information management. Drug distribution is concerned
with distribution of drugs within the different medical units or departments in
a hospital, while drug procurement is concerned with the purchasing activities
of the drugs by the pharmacy department of the hospital. In the same vein, drug
tracking is concern with the continuous monitoring of the actual quantity of
drugs held in the hospital pharmacy or any other drug warehouse /store. It also
controls the stock level.
Pharmaceutical unit in a hospital
is concerned with drug management activities. They carry out the responsibility
of making appropriate selection and drugs used by formulating an annual,
monthly, weekly or daily list of drugs requirement and management reports.
However, in some hospitals today, some pharmacists still use the manual system
of operation which can lead to inappropriate drug management errors due to
problems of handling voluminous file within a short period of time. This could
make data to be easily inaccessible and also delivery of drugs can lead to
misplacement of patients’ files.
STATEMENT OF PROBLEM
Drug procurement, tracking,
distribution and information management in this regard are routine processes
carried out in various hospitals across Nigeria. It is a common place to
observe that these routine processes are still preformed manually or are
minimally computerized even in our Teaching Hospitals. This manual approach to
these routine operations has a lot of problems associated with it, ranging from
poor handling of drug data of patients, lack of good storage information system
for drugs and drug dispensary, delays, to the difficulty in retrieving
information on drugs and patients’ records. In view of all these problems, it
becomes necessary to develop a computer based drug information management
system and distribution tracking system. This is what this research project is
set to address by computerizing the routine processes in our hospitals and in
particular that of Pharmacy Department of NAFDAC.
OBJECTIVES OF THE STUDY
The aim of this research project
is to design and implement a computerized drug information management system,
drug procurement and distribution tracking system.
This includes:
Ø To order for drugs without mistake of procuring more than
required.
Ø To take good stock of drugs.
Ø To prevent dispensary of expired drugs.
Ø To ensure accurate keeping of records of drugs
SIGNIFICANCE OF THE STUDY
The benefits derivable from this
work include the following:
a) It will provide reliable healthcare services.
b) It will guarantee hospital management and patients of genuine and
safe drugs.
c) It will ensure an efficient and standard drug dispensary system.
d) It will provide a data base for stock taking of drugs procured and
dispensed any
SCOPE OF THE STUDY
This research work will cover
only the Pharmaceutical Department NAFDAC. It will present an up to date and
comprehensive design of the following:
a) Planning and control system which includes inventory control and
drug distribution
b) Drug procurement procedure in a hospital.
c) The expiry status of each drugs at any point in time
d) The Database of all kinds, types and names of some drugs that
would be store and operate on.
LIMITATIONS OF THE STUDY
Time constraint; There is limited
time go and meet the hospital pharmacist for proper information.
Due to the sensitive nature of
organizational information, there was reluctance to release vital information
which may jeopardize the security of the organization.
DEFINITION OF TERMS
Database: A collection of logically related data to meet the information
need of organization.
DBMS: Database Management Software that enable the user to define,
maintain Control the database.
Application Program: A computer program that interacts with the database.
MENU: This is a list of options presented on the screen with each option
identified by short code followed by longer description of its purposes.
Drug: It is referred to as a medicine or chemical substances that are
administered to Patients for curative measures.
Pharmacy: A placed in a hospital where medicine or chemical substances are
kept, stored and prepared.
Flowchart: A diagram that shows connection between the different stages of
process of the system.
Primary Key: The candidate key that is selected to identify the individual
within the relation
Foreign Key: An attribute or a set of attributes within one relation that
matches the candidate key
Relation: A relation is a named table with columns and rows
Attribute: An attributes is a named column of a relation Domain; A set
of allowable values for one or more table
Null: it represents a value for an attribute that is currently unknown
or not applicable Database design: The process of creating a design that
will support emprise mission statement and mission required database e system.
Software: These are program for
computer which allows certain specific task to be accomplished e.g. word
process etc.
Hardware: Computer equipment used to perform input processing and system
output activates.
Management information system: collection of people, database, and devices produced to use in
providing routine information to manager and decision makers of the organization.
CHAPTER TWO
LITERATURE REVIEW
The presence and role of
computers in our society cannot be over emphasized. The positive impact of
computing in the area of health care services has brought significant help to
the society. According to (Silverman, 1990), drug availability, distribution
and control are the major concern in health development as drugs constitute an
important aspect of health development technology. Chandrasekaran and Sam Jay
(1983:201) described an approach to the design of medical decision making
system based on nation of conceptual structures for knowledge representation.
They pointed out that within in a decade since the beginning of the modern
electronic computer age, many attempt to use the power of computer in the
difficult task of medical decision making.
COMPUTERIZATION IN DRUG
MANAGEMENT SYSTEM
The word computerization simply
means converting a manual process of an activity to a mechanical or electronic
process in such a way that data processing is no longer done manually. Several
works or studies have shown that applying computer technology to health centers
reduces cost of medication, improves storage of drugs and can also avoids
duplication of records (redundancy). It provides unique identification of
clinical data, security and speed.
Experts say that drugs systems
can also provides physicians with specific details including the use of dosage,
potential reactions to drug and details of drug cost. In a large hospital like NAFDAC,
computerization could improve day to day work. Complex management would be made
easier. Computerization could be effectively applied in drug inventory, drug
procurement and drug management to ease the manual method of recording data and
ensure adequate prescriptions of drugs to each ward respectively.
GENERAL OVERVIEW OF DRUG
MANAGEMENT INFORMATION SYSTEM
A decade prior to the
introduction of National Health Service Trust, the management of hospital drug
involved hospital drug and therapeutic committee, then referred to a pharmacy
system. This committee set up a research on management of drugs, as part of
large evaluative study on the management of drugs. The committee aimed to
describe the system that currently existed for managing drugs in a hospital. A
non general hospital was used as a case study in 1997. They centered their
study at different administrative levels. Greater or lesser emphasis was placed
on the chemical directorate and this appeared to demonstrate some difference in
pharmacy and medical roles in drug management.
This system will provide a drug
inventory control system, which aids in decision on what drug to be ordered.
Drugs to order were classified according to their therapeutic value. This
system was adopted in Philippine hospital. Problems related to limited
financial resources, shortage of drugs and supplies in government hospital like
NAFDAC. Varied prices of drugs purchased
by health, non health sectors and non compliance to Philippines national drug
formulary (PNDF) prompted the provincial pooled procurement program (PPPP) in 1998.
The peoples were to ensure quality drugs were procured systematically at lower
costs. Drug prescription or administration errors are most common cause of
adverse effect on patients but drug management information system can be
effective in reducing these errors, (Essien E. Daniel B.Sc. project work on
Pharmacy).
DRUG PROCUREMENT
Procurement of drugs should be
done in a timely manner and in reasonable quantity in order to minimize
interruption in supply while at the same time avoid overstocking. All procurement
activities should be performed by qualified staff while special drugs should
only be received and handled by staff with relevant training. In Hong Kong,
during the drug receipt process, essential information such as brand name and
chemical name, potency, dosage form, Hong Kong registration number, etc. of the
drug should be checked against the purchase order.
The expiry date, pack size,
product appearance and storage condition of drug should also be audited. Should
there be any non-conformity in product appearance, pack size, volume etc., such
drugs will not be procured (Essien E. Daniel, 1997 automated drug inventory
control system BSc project work Futo pp14.
DRUG DISTRIBUTION
Drug distribution is one of the
key processes in hospitals. The process involves the continuum of prescribing,
reviewing, preparing, dispensing and administering drugs. The physician
prescribes a drug in a certain dosage in the name of the patient to support his
treatment; the pharmacist checks the information and sends a definitive
medication order in the patient’s name to the nursing unit.
A nurse will administer the drug
to the patient on the basis of this definitive order and register that she has
done so. The pharmaceutical industry renders the drug identifiable by labeling
the drug package with the drug name, strength, and batch and expiry date. The
material flow is initiated by the medication order.
Drugs are purchased from the
pharmaceutical industry or wholesaler, transported to the pharmacy, where they
are stored and then delivered to the ward or patient. The drug may be dispensed
in either the central pharmacy or the nursing unit. When the drug is
administered, the patient and drug information is coupled and registered as a
trend in drug distribution (Colen ,2008).
SOFTREX FORMULAR
A pharmacy management software,
the softrex software, invented by pharmacy technology and services in U.S.A,
2002, provides services and support to a variety of health care providers
include community pharmacy, hospital pharmacies. The drug management system
here is computerized by this software and it involves:
a. Prescription entry for patient; the
prescription entry responds as fast as you can type.
b. Reporting; the software provides an
easy to use embedded report writer allowing quick and easy customization of
forms and reports.
c. Inventory; The software is capable of
tracking, ordering and receiving inventory.
It has standard procurement
systems, medication, distribution and management of all clinical services.
This software also provides
medication error detection system, it provides an improved patient medication,
increased pharmacy efficiency and enhance quality assurance regardless of
workload or operating environment.
Softrex integrates with key
enterprise including billing, drug wholesalers, point care medication safety
system and medication Machines softrex is the most comprehensive hospital drug
management system available today. It allows up to date information to be
retrieved instantaneously, proving vital facts either displayed or printed on
demand.
MANAGEMENT INFORMATION SYSTEM
It is an organize collection of
data, information resources, procedures, people, database and devices used to
provide routine information to managers for decision making in an organization.
It provides standard report generated with data and information from the transaction
processing system. These management information systems began to develop in
1960s and are characterized by the use of information to provide managerial
reports which can be produced –daily, weekly, monthly or yearly (George and
Ralph, 1998).
BENEFITS OF MANAGEMENT
INFORMATION SYSTEM
According to Enwere (1992), the
disintegration of record management program in organizations has led to the
inefficiency in administration and loss of vital information needed for
decision making in hospitals. Therefore to ensure proper records of drug,
information management system should be integrated into the pharmacy such that;
(i) Database is seen as a warehouse of information, where large amount
of data can be stored. (O’ Brien, 1999). The common examples in commercial
applications are inventory data, personnel data, etc. it often happens that a
common man uses a database management system, without even realizing, that it
is being used.
(ii) Changes in schema: the table schema can be changed and it is not
platform dependent.
(iii) According to Date (2003), the unique data field in a table is
assigned a primary key.
(iv) The database can be used simultaneously by a number of users.
Various users can retrieve the same data simultaneously. The data in the
database can also be modified, based on the privilege assigned to users.
(v) Data security: According to Kenny (2008), data is the most
important asset. Therefore, there is need for data security. Database
management system help to keep the data secured.
COMPONENT OF A DATABASE MANAGEMENT
SYSTEM
Codd (1970) explains that DBMS
engine accepts logical request from the various other DBMS subsystems, and it
convert them into physical equivalent, and actually accesses the database and
the data dictionary as they exit on a storage device. He further stated that
the Data Definition Subsystem helps a user to create and maintain the data
dictionary and define the structure of the files in a database.
Data Manipulation Subsystem helps
users to add, change and delete information in a database and query it for
valuable information (Seltzer, 2008).
Software tools within the data
manipulation subsystem are most often the primary interface between user and the
information contained in a database. It allows user to specify its logical
information requirements.
Application Generation Subsystem
contains facilities to help users to develop transactions-intensive
applications (Nkiro, 2007).
It usually requires that user
perform a detailed series of tasks to process a transaction. It facilities
easy-to-use data entry screens, programming languages and interfaces. Data
Administration Subsystem helps users to manage the overall database environment
by providing facilities for backup and recovery, security management, query
optimization, concurrency control and change management.
CHAPTER THREE
DESCRIPTION AND ANALYSIS OF THE EXISTING
SYSTEM
General analysis of the Existing system
Software Engineering Methodology
(SWEM) is the body of methods, rules, postulates, procedures and processes that
are used to manage a software engineering project (Osuagwu, 2009).
He classified software engineering into the
following categories;
a) The pragmatic system analysis and design methodology (SSADM)
b) Object oriented analysis and design mythology (OOADM)
c) Prototype Methodology
d) Expert System
STRUCTURED SYSTEM ANALYSIS AND
DESIGN METHODOLOGY (SSADM) This project work is
developed with this methodology (SSADM). The pragmatic system analysis and
design methodology consist of investigation of the present system, definition
of the new system, establishment of constraints and system analysis
documentation which should provide the following.
1. Cost/ Benefit/Schedule report for each suitable system
2. Database requirement
3. Physical requirement of hardware and personnel
4. Conversion requirement
This methodology (SSADM)
involves: developments such as system flow chart, Job steps, Program narratives
which enhances organization for computer execution
1. Prototype Methodology
2. Object Oriented Analysis and Design Methodology
3. Pragmatic System Analysis and Design Methodology.
Expert System
Expert system methodology is a
type of methodology in software Engineering where a set of programs manipulates
encoded knowledge to solve problems in a specialized domain that usually
requires human expert.
This methodology obtains their
knowledge from expert sources and encodes them in a form suitable for system to
use. It required much training and experience in a specialized field like
medicine and system configuration.
Some of expert system factures
are that, it used knowledge rather than data to control the solution processes.
It used symbolic representation for knowledge and reason with meta knowledge
(knowledge about knowledge) and the knowledge is encoded and maintained as an
entity separate from the control program.
PROTOTYPING A prototyping methodology is a methodology in a software
development process which allows developers to greater portions of the solution
to demonstrate functionality and make needed refinements before development the
final solution. It is somewhat similar; it produces a “throw away” solution
that is designed for the sole purpose of verifying user functionality and for
demonstration capability. Prototyping is an excellent way for the development
term to confirm understanding of the requirements and ensure that the proposed
solution is consistent with business expectation. This type of methodology is
normally used or work very well with online transaction processing system (TPS)
WEB BASED Development and also very useful for confirming business intelligence
analytic requirement. Some of its services steps or age of a classical computer
system are
1. Problem recognition/identification
2. Feasibility study
3. Analysis
4. Implementation
5. Testing
6. Maintenance
The implementation stage of the
system development process involves program coding. Testing and debugging,
conversion, trading and hand over. While maintenance deals with ensuring the
system is operational after change over form old system to new system Osuagwu
O.E (2009)
DATA COLLLECTION
In this project research work,
there are two main type of data collection, which include primary collection
and secondary collection. These two categories of data collection type were
used in this research work.
THE PRIMARY COLLECTION
The primary collection which is
also known as interview method are the original collection of material or study
unit from which information is to be collected on first hand basis through
interview, measurement, observation and questionnaire completion. But here the
researcher only interviews the director of pharmacy (Chief Pharmacist) and
various staff in the department in NAFDAC, reviewing and sharing their experience
about the problem of the existing system. Through this; useful information is
collected, analyzed and recorded. Also questionnaire were shared to the
director pharmacy and various staff in the department, in order to get vital
information for analysis and recording.
THE SECONDARY COLLECTION
The secondary collection is a
method whereby the data are collected or obtained indirectly unlike the primary
collection. Here the researcher reviews the existing document and forms. The
drugs master list file and patient medication forms were reviewed and data were
collected.
Also make use of existing
literature, research report; internet downloads and so on, in order to
understand the diagnosis system.
ANALYSIS OF EXISTING SYSTEM AND
DESIGN
System analysis is a process of
investigating, analysis, design, installation and evaluation of information
system either for change or modernization. The main objective of a system
analysis is to study the requirement of NAFDACby putting into consideration
what the hospital is doing, its problem’s and ways of improving their
differences. Drug management system, drugs is gathered on the facing of the
existing system (manual).
THE PHARMACY DEPARTMENT This department manages (control) drugs procurement, distribution
and inventory information system in NAFDAC.
It is under the supervision of
the director of pharmacy which deals with the maintenance and control of drug
procurements and distribution in the hospital. The functional of this module
include inventory management of drugs, proper procurement and distribution of
drugs. The pharmacy modules ensures that there is availability of sufficient
quantity of drugs and consumables, materials for the patients in a mode that
neither hinders efficient clinical work, non becomes a threat to the survival
of the pharmacies. Drugs usually comes into the pharmaceutical department
through multination’s and also from private registered pharmacy the drugs go
through a process of documentation that allows them to be taken into the main
store when drugs arrive fan inspectorate team being led by the assistant
director of pharmacy looks at the drugs and make assessments and approves them
before they are registered (key in) and store it in the pharmacy main store.
NAFDAC DRUG MANAGEMENT
The inpatients are those patients
admitted in the hospital for treatment with a given period of time; they pay
and receive their drugs at the ward supply. The inpatients have a drug
prescription card called “Drug receiver store requisition /issue voucher (DRIV)
which the senior pharmacist assesses, checking the incompatibility, what might
cause drug reaction, dosage of drug and records of all the data in a file
register for patients.
DRUG PROCUREMENT SYSTEM IN NAFDAC
The Chief pharmacist prepares an
annual budget request for drugs to suppliers, different quotations are raised
and a purchased order is given to the best supplier, for supply of drugs. An
inspectorate team receives and for selection of drugs which include:
a. Evidence of performance in NAFDAC
b. Proven efficiency and safely.
c. Preference for Drugs that are well known.
THE PATIENT MEDICATION SHEET AND
TREATMENT Each sheet contains information on the
patients’ drugs prescription. The nurses schedule treatment for each patient
and provide a permanent record of medication.
THE PHARMACEUTICAL ORGANIZATION
FLOW CHART
|
Director
of the Pharmacy
|
|
Chief
Pharmacist
|
|
Assistant
Chief Pharmacist
|
|
Senior
Pharmacist
|
|
Principal
Pharmacist
|
|
Techniques Pharmacist
|
|
Junior Pharmacist
|
|
NYSC Pharmacist
|
|
Intern Pharmacist
|
|
The Pharmaceutical Organization
Flow Chart
|
PRESENT SYSTEM
APPROACH TO DRUG MANAGEMENT
Presently, the
manual method is used for management of drug the hospital has a drug
procurement system, drug inventory control and distribution system.
The Procurement System
Procurement involves buying; it
also involves the activities of identifying the agency’s needs. The input
specifications for the procurement system are as follow
a. Drug name
b. Quality
c. Price
d. Delivery
e. Description of drugs
f. Source of drug
g. Supplier
h. Purchase order
i. Quaintly
j. Date of production /data issue
k. Expiry date
l. Receipt voucher
Drug Categorization and Inventory
Drugs are categorized according to their
pharmacological use. They are stored in the main store records taken are:
a. Drug name
b. Drug pharmacological use
c. File number
d. Quantity
e. Location
f. Total annual usage
g. Unit of measure
h. Description
i. Purchase date
Drug Distribution (Issues and
Returned)
The inputs specification
a. Drug name
b. Quantity issued and returned
c. Source unit
d. Data and time of issue or return
Patient Medication and Treatment
Records
a. Name of patients
b. Category (inpatient /out patients)
c. Prescription date
d. Sex age, height, weight
e. Dosage
f. Ward of room number
g. Date of admission
LIMITATIONS OF THE EXISTING
SYSTEM
1. Staff not being punctual to work, due to the lateness of staff
there is a late delivery of drugs to patients.
2. Due to annual method of recording which is tedious and sometimes
leads to inaccurate records of data.
3. Numerous files makes search of a particular date or record
difficult, which could lead to late delivery of drugs. Some files could also
get missing.
4. The facts of not being able to select out expired drugs that could
be harmful to patients.
5. In accurate records of number of drugs & patients.
SYSTEM DESIGN
System design is the process
whereby information developed through system analysis is synthesized with
related knowledge in order to achieve the desired goal. As the new system is
focusing on how to create computerized inventory control system, effort was
made to present designs that will suite the research objectives. So, the design
of the software will help the user achieve the following objectives.
a. Have a workable form through which all the inputs will be made to
the system.
b. Generate a report that will be more meaningful to the management.
c. Design of a menu driven program so that the forms will be neatly
arranged and utilized.
d. Create a modular programming interface for easy debugging.
e. Design a system that will be very fast in operation.
EXPECTATIONS OF THE NEW SYSTEM
Due to problems observed, a new
software will be designed to easy up the problems of manual recording of drug
(data), location of files, patients prescription and record files for better
distribution and management of drugs, that will enable the system to be;
a. Flexible
b. User friendly
c. Ease to use
The following must be achieved;
a. To order for drugs without mistake of procuring more than
required.
b. To know the quantity of drugs remaining.
c. To prevent sale of expired drugs.
d. To ensure accurate keeping of records of drugs.
DESIGN OF THE NEW SYSTEM
Design of software is a creative
task which has its objectives as the implementation of a system creative
benefits and improvements superior to those achieved over named produces.
A software programmer/developer
uses programming language to develop his software and write programs. I wrote
my program with Visual Basic 6.0 as my front and Microsoft Access as my back
end to call up my database. In this design, am interested in its major stage, I
took into consideration the people involved (users) and the level of complexity
of their jobs; it is more of a network relational model which defines
relationship and links between the job of one worker and another.
FILE SPECIFICATION
FILE OPERATION This module comprises of other sub-model like, receipts and drug
procurement. In this module it controls all the activities involved in
registering new drugs and how the drug is being procured.
EDIT MENU This Module is more like a file maintenance menu where by drugs
can be update, delete, append new factures and also search or view already
existing drugs in the database. It comprises of the following sub-menu
–update/Edit drugs, Delete Drugs, search and Save Drugs.
ADMINISTRATOR
This module can also be called
the program assets module. It comprises of three things, administration set,
log in /out and Edit user account sub-module. It helps in controlling assets to
the software like creating a password, changing password and delete password.
This entire password helps in controlling access towards the program. This
module grants access to the entire menu.
THE REGISTRATION FORM This form is used for registration of all drugs. All drugs
approved by the hospital for use are registered with help of this form. This
form is concerned with information about the drugs, its manufacturer, types,
location and distribution.
DRUG STATISTICS AND STOCK
BALANCING
This involves the managerial
aspects, Drugs statistics tells one about the drugs in the system, their total
cost, those remaining etc.
PROGRAM ASSETS
The
program assets file has three forms, create password form, change password form
and delete password form. All these form help in controlling access right of
each person using the program with password form. The administrator creates
password for users of the system with assets level that will make control
access granted.
DATABASE
FILE
LOGIN
MENUS
|
Field
|
Data Type
|
|
User name
|
Varchar
|
|
Password
|
Varchar
|
DRUG TABLE
|
S/N
|
Field Name
|
Data Type
|
Field Size
|
CONSTRIANT
|
|
1
|
Drug Name
|
Text
|
30
|
Required
|
|
2
|
Date of Purchase
|
Text
|
30
|
Required
|
|
3
|
Manufacturing date
|
Text
|
30
|
Required
|
|
4
|
Expiring Date
|
Text
|
30
|
Required
|
|
5
|
Quantity
|
Text
|
30
|
Required
|
|
6
|
Manufacturer
|
Text
|
30
|
Required
|
|
7
|
Cost
|
Text
|
30
|
Required
|
|
8
|
Add New
|
Text
|
30
|
Required
|
|
9
|
Save
|
Text
|
30
|
Required
|
|
10
|
Cancel
|
Text
|
30
|
Required
|
PROCUREMENT TABLE
|
S/N
|
Field Name
|
Data Type
|
Field Size
|
CONSTRIANT
|
|
1
|
Drug Name
|
Text
|
30
|
Required
|
|
2
|
Quantity
|
Text
|
30
|
Required
|
|
3
|
Prize
|
Text
|
30
|
Required
|
|
4
|
Drug Description
|
Text
|
30
|
Required
|
|
5
|
Drug Source
|
Text
|
30
|
Required
|
|
6
|
Supplier
|
Text
|
30
|
Required
|
|
7
|
Cost
|
Text
|
30
|
Required
|
|
8
|
Purchase Order
|
Text
|
30
|
Required
|
|
9
|
Date of Production
|
Text
|
30
|
Required
|
|
10
|
Expiring Date
|
Text
|
30
|
Required
|
|
11
|
Receipt
voucher
|
Text
|
30
|
Required
|
|
Request for new drugs
|
|
Raise
Purchase Price
|
|
Receive
Drug
|
|
Drug
File Update
|
|
Issue
drugs to Requesting unit
|
|
Bid
Analysis
|
|
Supplier’s
selection & purchase order
|
|
Raise
Purchase Price
|
|
Assessment of Drug
|
|
Drug
main store
|
|
Is
issued fully utilized
|
|
Stop
|
DATA FLOW DIAGRAM:
This is how data flows from the request for
drug to how is be received and updated, how drug is been issued.
|
Perform
Varies Task Option
|
|
Start
|
|
Set
up hospital parameters
|
|
Load
User Information
|
|
Return
to higher level module
|
|
Load
Drug Information
|
CHAPTER FOUR
IMPLEMENTATION AND TESTING
CHOICE OF DEVELOPMENT TOOLS
To ensure a standardized object
oriented program in its entire ramification, I use C# after which I used
Microsoft office Access to call up my database which is a pseudo relational
database management system from Microsoft that combines the relational
Microsoft jet Database Engine with Graphical interface and software development
tools. I used it because of its interoperability with C# (my front end) which
is also an event driven programming application.
Using Microsoft Access one can
a. Add new data to a database such as a new item in an inventory.
b. Edit existing data in the database such as changing current
location of an item.
c. Delete information, perhaps if an item is sold/ discarded.
d. Organize, view and share data in a different way using e-mail.
SYSTEM REQUIREMENTS
The major requirements for the
smooth use of this system are better described under two types;
The hardware requirements and the
software requirements
SOFTWARE REQUIREMENTS
The following software is
required for the adequate implementation of the new design;
a. Windows operating system (window 98, window 2000, window XP,
window 7)
b. Microsoft Access.
c. MicroSoft Visual Studio
d. Anti-virus program (updated).
HARDWARE REQUIREMENTS
The new design will need the
following hardware requirement to work effectively. They include:
i.
A complete computer set of at
least Pentium II with a reasonable and sizeable hard disk space of at least 2GB
and above.
ii.
A networked environment to ensure
the collection of data and records to central database storage device.
iii.
The share able resource such as
printers fax machines, scanners etc. Can
Also be connected so that users
can make use of it.
a. A 15” SVGA colored monitor.
b. An enhanced keyboard.
c. CD Rom 48X and above, 3.5(1.44) FDD Drive.
d. Enhanced parallel or serial mouse.
e. Memory of about 128 megabyte and above.
IMPLEMENTATION
System implementation involves
the actual installation or putting into place a new/improved system that has
been designed for the workability of this new system. The research work will be
meaningless if after design and the system is not implemented. Thus, in
ensuring smooth implementation of this research work to develop a computerized
drug procurement and distribution tracking system for the project ( NAFDAC),
there is an effort to document all the necessary steps taken to complete the
design, and also provision of a proper documentation that would assist in
implementation of the new software.
Documentation and implementation
are principal stages of software development. Documentation is a well-defined
description of what a program will accomplish with hope of making future
amendments easier. Implementation is a process involved in changing an old
system to a new system. These are important systems in the software development
that must not be undermined.
CHAPTER FIVE
SUMMARY, RECOMMENDATION AND CONCLUSION
SUMMARY:
These
systems underpin all the activities of drug procurement and distribution
tracking system, by providing good health care and safety. It also provides
fast access to drug information and the current status of drug can be obtained
from the database files unlike the manual system. This can be applied by using
computer to determine the effectiveness of drug stock control; it helps in
making quick decision by members of the organization. Further enhancement
should be made on drug procurement, and distribution tracking system of
hospitals such as medical records, billing and general hospital.
LIMITATION
1.
This work is design strictly for the use in NAFDAC. If any other hospital is to use it, it
has to be modified.
2.
The hospital ( NAFDAC) has to train their
staff on the use of computer system.
3.
Some modification can be made in order to
improve more on the design.
RECOMMENDATION
This
work is recommended to improve in the way drug should be search. It should have
a drop down menu that have lists of drugs in order to make work easy and also
in the expiring date, it should have a sign to show that a drug have expired.
CONCLUSION
The
benefit of using drug procurement and distribution tracking system cannot be
over emphasized. This is because the system will increase the speed and
accuracy of procurement, distribution and tracking of drug in pharmacy
department of any hospital especially that of NAFDAC. It will also eliminate the case of
misplacing files of patient and reduce the pilling up of papers in the office.
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