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D R U G M A N A G E M E N T S Y S T E M

(DMS)

N U RU L A 1 N BIN TI MU HA M MA D

A thesis subm itted in fulfillment of the

requirements for the award of the degree of

Bachelor of Compu ter Science (Com puter Systems and Netw orking)

Faculty of Com puter Systems Software Engineering

Universiti Malaysia Pahang

APR IL 2010


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B S T R C T

Every organization possesses its

own method in m n ging nd controlling the

inventory system. A study over inventory management has been carrying out at

Pharmacy, Klinik Kesihatan Beris Panchor in order to develop a Drug Management

System DM S). This

system therefore will resolve and replace the current system

process besides increasing the inventory management system in order to produce an

effective and efficient system. DMS is equipped with the automated alert features. It

able to remind the admin (pharmacist officer) about list of the drug reached the

minimum quantity and also support reminder for the expired date for each drug. This

system is a web based system that will be developed using Adobe Dreamweaver CS4,

Hypertext Preprocessor (PHP), Apache Web Server and MySQL as the system s

database. The system development methodology that will be used is System

Development Life Cycle

SDL C) H opefully, this system that will be developed can help

Pharmacy, Klinik Kesihatan Beris Panchor to handle the incoming and outgoing

inventories more smoothly and in a better way.


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B S T R K

Setiap organisasi mempunyai icaedah tersendiri dalam mengurus dan

men genda likan sistem inventori. Kajian ke atas pengurusan inven tori telah dilakukan di

Farmasi , Kl in ik Kesihatan Ber is Panchor dalam mem bangunkan Drug Managem ent

System (DM S) . Oieh itu , sistem m i akan menggan tikan sistem yang sedia ada selain

me ningkatkan proses pengurusan s is tem inventor i untuk m enghas i lkan s is tem yang

berkesan dan cekap. DM S mi di lengkapi dengan pelbagai cii i dimana ia mem benarkan

Pentadbir (Pegaw ai Farmasi) mengetahui senarai ubat telah mencapai tahap minimum

melalui amaran yang disediakan dan juga men yokong peringatan untuk tarikh tamat bagi

set iap ubat yang terdapat di dalam stok ubat . la juga mem udahkan kl inik desa sebagai

pelanggan untuk menem pah ubat di

f rm si m i

me lalui sistem atas talian. DM S adalah

sistem berasaskan web yang telah dibangunkan dengan menggunakan dobe

Dream weaver CS4, Hyper text Preprocessor (PHP) , Apache W eb Server dan MySQL

sebagai database sis tem. Pembangunan sistem m etodologi yang telah digunakan adalah

Kitaran Hidup Pembangu nan Sistem (SDLC). Diharap sis tem yang dibangunkan dapa t

m em bantu Farmas i Kl in ik Kes iha tan Beris Panchor untuk men angani proses a li ran

masuk dan keluar ubatdengan iebih efektif dan :efisyen.

v


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T B L E O F C O N T E N T S

P G E

T IT T L E P G E

DECL R TION

1

DEDIC TION

1 1

C K N O W L E D G M E N T

v

BSTR CT

B S T R K

i

T B L E O F C O N T E N T S

i i

LIST OF T BLES

i

LIST OF FIGURE S

i i

LIST OF BBREV I TONS

in

LIST OF PP ENDICES

iv

IN PR OD U C TION

1 1

ntroduction

1 2 Problem Statement

1 3

bjectives

1 4

copes

1 5

hesis Organizat ion

v i i


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vi

2

ITERATURE REVIEW

6

2.1

Introduction

2.2

Inventory Management

7

2.3

Terminology in the Inventory

8

2 .4 C om parison of C urrent S ystem

8

2.4.1

yHome Inventory System

1

2.4.2

Magic Inventory Software

5

Comparison Analysis

1 3

2 .6 Internet Technologies

1 3

2 .7

Web Technologies

1 4

2.7.1

ortal and Web Site

1 4

2.7.2

rowser

1 5

2.7.3

yperText Markup Language (HTML )

1 6

2.8 Technologies Tools

1 6

2.8.1

HP Hypertext Preprocessor

1 6

2.8.2

eb Server Software

1 7

2.8.3

ySQL Database

1 7

2.8.4

Interface Designing.

1 7

3

E T H O D O L O G Y

8

3 1

ntroduct ion

1 8

3.1.1

lanning Phase

2

3 .1 .2

nalysis Phase

2

3.1.3

esign Phase

2

3.1.3 .1 Architecture System

2 1

3 .1 .3 .2 Flow Char t and Data Flow Diagram23

3.1.4

mplementation Phase

2 3

3 5

esting Phase

2 4

3 .1 .6

aintenance Phase

2 4

3.2

ystem Requirements

25


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i x

3.2.1 Hardw are Specification

5

3.2.2 Software Specification

5

3.3

ustification of SD LC Methodo logy Selection

6

3.4

roject Schedu le Gan tt chart)

7

4

M P L E M E N T T I O N

2 8

4.1

Introduction

2 8

4.2

Database Design

2 8

4.3

Database Environment Setup

3

4.3.1

tarting Service for MySQ L D atabase

3 1

4.3.2

ssigning Admin and Customer Login

3 1

4.3.3

nsert Statement

3 3

4.3.4

elete Statement

3 5

4.3.5

pdate Statement

5

4.4

Interface Designing Using IDE, Dreamweaver

3 6

4.4.1

SS Style

3 6

4.4.2

etect Quantity D rug Statement

3 8

5

ESULT ND DISCUSSION

4

5

Introduction

4 1

5 2

Result Analysis

4 1

5.3

Homepage DM S

4 3

5 4

Health New Page

4 4

5.5

Links Page

4 5

5 6

Contact Us

4 6

5 7

Adm inistration Section

4 6

5.7.1

ogin Module

4 6

5.7.2

anagement Module

4 8

5 7 3

ransaction M odules

49


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x

5.7.3.1 Drug O rdering By C ustomer

4 9

5 7 3 2

Drug Ordering By Pharmacy

5

5.7.3.3 Drug Stock

5 1

5 7 4

eport Module

5

5.8

Custom er Rural Clinic) Section

5 4

5.8.1

ustomer Registration Module

5 4

5.8.2

ustomer Account Login Module

5 5

5.8.3

roduct Module

5 6

5 8 4urchase Module

5 6

5 9

HC I Technique Applied in DMS

5 8

5.10 Constraints and Challenges

6 3

5.11

Further Research

63

6

ONCLUSION

REFERENCES

6

APPENDIX A D

7 89


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L IS T O F T B L E S

T B L E N O

T I T L E

P G E

2 1


3 1

Description of Each L ayer in the

Architecture System

2 3

3 2

Types of Hardware

2 5

3 3

Types of Software

2 6

4 1 Administrator Table

2 9

4 2

Customer Table

2 9

4 3 Drug Table

2 9

4 4 Order Drug Table

2 9

4 5

Purchase Table

3

5

Ma in Function of the User

4 2

x i


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L IS T O F F IG U R E S

F I G U R E N O

T I T L E

P G E

2 1

Main Page MyH ome

1

2 2

Item R egistration M odule

1

2 3

Main Page iMagic Software

2 4

Item Registration

1 2

2 5

A Brow ser Comm unicates With The Web Server

1 5

3 1

SDL C M ethodology Process

1 9

3 2

DM S System Architecture Based On W eb

2 2

4 1

Connection Statement

3 1

4 2

Login Statement

3 2

4 3

Insert Statement

3 3

4 4

Delete Statement

3 5

4 5

Update Statement

3 5

4 6

CSS S tyle

3 6

4 7

Script CSS

3 7

4 8

Alert Message Using Code Color

3 8

4 9

Detect Quantity Statement

3 9

5

DMS Homepage

4 3

5 2

Health News

5 3

Links

5

5 4

Contact Us

4 6

5 5

Admin Homepage

47

x l i


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5 6

Customer Information

4 8

5 7

Drug List

4 8

5 8

Drug Ordering List by Custom er

4 9

5 9

Drug Ordering By Pharmacy

5

5.10

Drug Details

5 1

5.11

Drug List

5 2

5 12

New Drug Reg istrat ion Form

5

5.13

List of Report

5

5.14

Custom er Registration Module

5 4

5 15

Login Custom er /

5 16

List Drug

5 6

5 17

Order Drug

5 7

5.18

Status Ordering

7

5.19 Visibility of System Status

5 8

5 20

atch between System and the Real World

5 8

5.21

User Control and Freedoms

59

5.22

Consistency and Standards

5 9

5 23

Error P revention

6

5 24

Recognit ion Rather Than Recall

6

5 25

Flexibility and Efficiency o f Use

6 1

5 6

Aesthetic and M inimalist Design

6 1

5 27

Help Users Recognize Diagnose and Recover

From Errors

6 2

5 28

Help Information

62

xm


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LIST OF BBREV I TIONS

D M S

rug Managemen t Sys tem

F SSE

acul ty of ompu ter Systems Software Engineer ing

PH P

ypertext Preprocessor

SQ L

t ruc tured Query Language

D FD

ata Flow Diagram

H I

uman ompu ter In teraction

SD L

ys tem Development L i fe yc le

x v


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LIST OF PPENDICES

PPENDIX

T Th P GE

A

Gantt Chart

6 8

A i

PSMI Gantt Chart

6 9

A 2

PSM2 Gantt Chart

7

B

DMS

Flow Chart

7 1

B I

DMS

Flow Chart for Adm inistrator Page

7 2

B 2

DMS

Flow Chart for Customer Ordering Drug

7 3

C

DMS D ata Flow D iagram

7 4

C I DMS Context Diagram

7 5

C 2

DMS

Figure Context 0

7 6

C 3

Figure Context 1: Ordering Process and

Transaction D rug

7 7

D

User Manual

7 8

D

User Manual for Administrator and Custome r

79

xv


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1 2 Problem Statement

According to this problem research will be made to overcome it and one of the

best solutions is build a system that enable user to m anage the drug throu gh online

system. There are three foremost statements of the problem which is to be solved by the

developed system:

L Currently Pharm acy at KK Beris Pnchor does not have a computerized system.

All the process has been done manually. If the pharmac y department wanted to

know the drug they can fmd the data through manual system and all drugs

information were recorde d in file.

ii. Pharmacist always does the common mistake such as making multiple order for

the same product:

No alert me ssage to rem ind for the critical quantity of each drug.

b

No alert message to remind for the expired data of each drug.

c

No automated process to manipulate data such as add delete and

searching record.

iii. Rural clinic as customer to m ake order the drug from this pharm acy by filling in

order drug form m anually.

1 3

bjectives

The objectives of this project are:

i

To transform the man ual task and track record of the stock drug.

ii .

To develop prototype for drug reference in web based system .

iii

To improve the process of managing drugs.


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4

copes

In order to achieve the project objectives above , the sco pes o f the DMS

developm ent is stated as below:

i.

ystem

DM S is a prototype application for Pharmacy Klinik Kesihatan Be ris

Panchor.

b

The system w ill be able to remind the administrator Pharmac ist Officer)

about l is t of the drug reached the minimum quantity and also supp ort

reminder for the exp ired date for each drug.

c

The system can produce ordering drug status by customer either is i t

approved or rejected.

ii.

se r

Administrator pharmac ist officer) can manage the record of the drug

stock, order the drug, and view the report to ens ure the drug are managed

systematically.

b

Custom ers rural clinics) can view the drug that available and make drug

ordering activities through the web based system.


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1 5

hesis Organization

This thesis organized into

5

main chapters which consist of Chapter 1

Introduction), Chap ter 2 Literature Review ), Chap ter 3 Metho dology), Chap ter 4

Implementation), Chapter

5

Result and Discussion) and Chapter 6 Conclusion).

Chap ter 1 explains about the project backg round of the system , and identifies the

current system problem s. Thus an objectives and scopes of the system w ere drawn in

order to develop a new system w hich is more secure and reliable.

In chapter 2 the b ackground information of the system that related to

developm ent of the project is studied and discussed. Review on current exam ples system

is imp ortant to achieve DM S developme nt.

Metho dology is in Chap ter 3 which discusses the method that used throughout

the project and defined as a guideline in developm ent of the system. Du ring

development and implementation of the system, some phases take into consideration

such as planning, analysis, design, imp lementation, testing and m aintenance.

This chapter 4 documented every process involved during the development of the

project. Generally, it explains the development of the developed D MS and gives details

on the data dictionary of the database in the system.

In Chapter

5

the result and discussion are presented in w ell manner, besides that

it shows the output of the new prototype system after the imp lementation. The strengths

and limitations of the system are discusses as well as with the further research technique

to enhance the prototype system.


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Last ly C h ap t e r 6

expl ins

a b ou t t he con c lu s ion o f t he D ru g M a n a gemen t S y s t em

d eve lopmen t a n d i ts fu t u re exp ect a t ion s .


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CHAPTER

LITERATURE REVIEW

2 1

ntroduction

The use of computers in pharmacy has expanded rapidly over the last 10 years.

They have changed both institutional and community practice dramatically. They have

changed both institutional and community practice dramatically. [2] Computers have

automa ted many of the traditional technical functions of pharmac ist enabling them to

increase their clinical activities. The working cond itions of the com mun ity pharmacist

have also undergone unprece dented changes as a result of compu terization. For examp le

prescription refills which ma y account for three quarters or more of drug stores. As the

1990s begin it is difficult to find many drug stores which do not have som e sort of

computer. Many in fact have several. Com puterization has extended beyond the

Pharmacy depa rtment into the remainder of the store. inventory management point-of-

sale information an d virtually any other function within a drug store w hich lends itself to

automation has been com puterized.

Gene rally Pharm acy Mana gement System is a system that consists of data entry

retrieval and stock monitoring facility tracking drug dispensing pattern genera ting of

reports and other. Pharmacy M anagement System focuses on pharmacy store operation


19/24

and how it

manages

the inventory flow with suppliers (external) and d epartment

dispensary (internal). The system covers typical operations like receiving information

from suppliers, processing departments' medication requests, distributing medication to

departments returning expired medication to suppliers [3].

Pharmacy Managem ent System is drug stock inventory system that consists of

data entry, retrieval and m onitoring stock facility, alert of minimum quantity of each

drug. This system always triggered to remind the pharmacist if the certain of the drugs

reached the minimal quantity. This system gives an alert message so that pharmacist

able to control and m onitor the drug stock very we ll.

2 2

nventory Management

Every organization should be sensitive and w ise in dealing with their

inventory. Systematic and efficient mana gement in m anaging inventory will benefit not

only from the aspect of man ageme nt but also other aspects such as reduce costs and

production organization.

Thomas C . Harrington (1990) in articles related to Implementing an Effective

Inventory Management System emphasizes the element of control important in

effective inventory management.[6]

A professional discipline that is primarily concerned w ith the managem ent of

documen t-based information systems. [liThe application of systematic a nd scientific

controls to recorded information required in the operation of an organization's business

(Priscilla E mery,

2005


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From the q uotes above, we conclude that the control element inventory

mana gement is an im portant aspect in developing the system associated with inventory

managem ent. [

7

] Effective inventory control and systema tically in an organization can

facilitate the management of the organization in manage inventory, make decisions, plan

and control the flow or stock articles and reports.

3

erminology in the Inventory

According to W aters 1999) there is some terminology comm only used in

inventory. [8] Table 2.1 shows some of the terminology summarized in table form.

Table 2 1:


Term Summary of purpose

Stocks All items o r materials stored within the organization.

Inventory

List of items contained in the stock. Re fer to the list of stocks and the

stock itself.

Item

One o f the products kept in stock, is an input in inventory.

Unit

Standa rd size or quantity of the items in the catalog.

Control

Inventory

Activities or procedu res used to ensure that the correct amo unt should be

kept in stock.

2 4 Comparison of Current System

Evaluation of the inventory system s are already in the market are intended to

identify relevant information such as features and certain eleme nts in the inventory

system to be applied in DM S development w ill be developed soon.


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Identifying needs is important in the developm ent of the system. A ccording to

Holbrook 1990), it can be defined as the desire to identify user in determining what

needs to be developed in the system 14

.

Some specific method and approaches used to

obtain information suitable to be app lied in the developm ent of DM S. [1] Developers

have used b enchmarking method to analyze the existing inventory systems has

developed or sold by developers. Benchm arking is defined as the process of identifying,

learning and modifies the normal processes of other organizations in which only help

organizations improve performance AQP C, 2005).

Com parison was carried out on the current inventory system w as developed

which w ill provide guidance in applying best feature of the current inventory system

AQPC,

2005 .

Developers will focus on the two current inventory systems such as

MyH ome inventory System and Magic Inventory Software


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2.4.1 M yHotne Inventory System

MyH ome Inventory System is software produced by ExecutivePro com

for

organizations to manag e and control inventory more Systematic Use of this system is

also integrated with the various parties as vendors and othe r entities involved in the

inventory [9]

j

ii9

Ieni

o z o VoIwC.al

e n u a m

q

oiy

ecehie

ISof

al.

1ha, e

lth.ef

l2fwali,e

Be d

Hed

oO

1Mrrue

=J*ror

NIH

IMIIs 1

MlIiI

1 W 1 I H

Figure 2.1:

Main Page Myllome

1

iacf

1 0

one

IIailt. -,-j I fCSIdHI

Vcn4oa Pkaa

.H

m

Hdaiajn

Tax Iwdo.

D

ax Recaivi g

El

OIlSU5

Figure

2 2: Item Registration Module


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Summary:

System Name

RL Address

1. MyFlome Inventory System

ttp://www.executivpro.com

strength/weakness:

1. Designed for businesses to control stock levels and inventory.

Used for office use and personal use.

iii.

Characteristics:

- Recording of information items invoices purchase service inventory control

barcode system order.

- Features a more focused system for business use.

2 4 2 iMa gic Inventory Softw are

iMagic Inventory is designed to m ake inventory management as simple as

possible. With easy to use wizards and an easy to use invoice system that will get up and

running in no time. Expandable and customizable create items with custom fields

allowing you to record information that is specific to your business. Compatible with

existing MS O ffice software or export ou t to standard CSV files for use in existing

software.[10]

L

t

l

I

Figure

3:

Main Page iM agic So ftware


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N u I r , ad .

Mm Sod

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L e a d

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K

Figure 2 4: Item Registration

Summary:

I

y s tem N am e

URL Address

Magic Inventory Software

http://www.imagicinventorysoftware.com/

i trengths /

Weaknesses:

Developed for the purpose of m anaging stocks.

Equipped with barcode scanners generate reports per specifications.

Used for office and personal

Intelligent re Ordering

s ys t em

H.

haracteristics:

Recording of inform ation items invoices purchase service inventory.

control ba rcode system order.

iii.

ublisher:

agic

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