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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 environment.
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