UNIPHARM

YOUR FAMILY PHARMACY

Introduction

niPharm is a community pharmacy in the city of Colombo, the Central Business

District of Srilanka. UniPharm commenced its operation in a small scale in 1981. The

founder of the business is Mr.Zakir, an entrepreneur Pharmacist with the knowledge of

retail pharmacy. A group of five along with Mr.Zakir began the company with a small
investment. Unlike the other pharmacies UniPharm was service oriented and did not
focus in profit making.
At the beginning the company served only retail customers, gradually entered into whole
sale and hospital supplies. The customers were happy with the service provided by the
pharmacy. But the company wishes to provide more facilities to the customers. There
were other community pharmacies nearby this made the sales of the company fall. They
provided the same facilities with more employees this enriched their system. UniPharm
was unable to employ more pharmacists due to their companys financial situation.
The management is the head of the company. A qualified Pharmacist is entrusted as the
Pharmacy Director. There are Pharmacy Assistants and sales assistants under him and the
pharmacy assistants are categorized as pharmacy technicians and pharmacy apprentices.
An accountant is charge of the financial management and producing reports, under him
data entry operators prepare the bills in the pharmacy.
Organization Chart
Managing Director

Pharmacy Manager

Sales Assistant

Pharmacist

Pharmacy Technicians

Accountant

Data entry operator

Cashier

Pharmacy Apprentices

Data Entry Operator

Problem Analysis
and
Specification

Real Users
1. Mr. Suresh is the head pharmacist at UniPharm. He reads the prescription and
prepares the medicine. He has a stock book, which he updates regularly as soon as
new medicine is issued. He will use the new computerized system to check
whether the medicine is available, and to update the stock.
2. Mr. Madhan, the accountant of UniPharm, will calculate the total revenue for the
month. He records the revenue information in his ledger. He will use the
new
computerized system to enter the total revenue for the month, and
to work out the companys loss and profit.
3. Mr. Mansoor prepares the bill and handles the payment. He uses a bill book to
record the item name, quantity and price. He can use the new system to
enter the item information digitally and to print it.
4. Mr. Antony is in charge of the patient medication record system. He prepares the
form that needs to be filled by the customer, and then files it away. The new
system can be used to store the PMR files.
5. Ms. Wasana is in charge of getting down the items the customers have ordered
through the phone. She makes sure that items not available will be ordered
from
their suppliers. She can use the new system to prepare a delivery
receipt, and to
order items not available online.

Problems of Manual System

Patient information is written twice by employees.
When a patient purchases his medicine first, patient information is recorded in the
patients file. Same information is re-written again in the customer receipt when the
payment is made. This takes time and requires more effort.
Finding previous medication given to a patient is difficult
Finding a PMR of a patient can be difficult, as there are hundreds of PMR records. The
employee has to go through all of them to find the one he is looking for. This needs a lot
of effort and time.
Information cannot be shared among the staff
Stock information is stored in stock book and only one employee can use it at a time.
Therefore others have to wait until he or she finishes the work which delays their own
work.
PMR files can get easily damaged
PMR files can be damaged easily due to natural hazards such as fires. Information once
lost cannot be retrieved.

Difficult to change customer information

Customer information cannot be easily edited, because the previous entry has to be
erased. This takes up a lot of time and effort.
Waste of valuable storage space
There are many filing cabinets which are full of patients records. This is a waste of space
and very costly, because as more PMRS are recorded more cabinets need to be
purchased.
Patient information is not secure enough
Patient information is supposed to be kept under high security as it is very confidential.
But it is held in a cupboard. Anyone can easily access the information by getting the key
to the cupboard.
Error of employee
If an employee makes a mistake when writing the age of the customer, then the
pharmacist may recommend a medicine that is not suitable for the patient.
High cost of running
UniPharm keeps a backup of patient files. This means that the documents that contain the
information have to be photocopied, which increases the cost of running as well as the
wastage.
Slow performance of employees
Due to not availability of stock and price information, clerks are unable to prepare
receipts in time. This is a waste of time and causes dissatisfaction in the customer.

Existing System
The current PMR system used in UniPharm is a system in which data has to be written on
the book.

Obtaining doctors prescription

The patient is diagnosed by the doctor, who in turns prepares a prescription containing
the medicine required for the patients illness. This prescription contains the date,
patients name, doctors name, age and sex, name of medicines, dosage, quantity and
period of treatment.

Signing up for the PMR

When a patient first visits the pharmacy, the patients personal information is entered into
a book called Patients Medication Register. The patients prescription information,

illness, and past medication information is also recorded. All medicines sold in the
pharmacy are recorded in a book called Medicine Information Book. This book contains
all the details of the medicine and the supplier name. When new stocks of medicines
arrive they are recorded in this book. The information of the patients medication is
recorded in the Patients Present Medication Book.
Patients Medication Register consists of: Name, Age, Sex, Contact Number, Address,
and national ID number, E-mail Address, Enrollment Date and Past Medication Records.
Medicine Information Book consists of: Medicine Name, Price, Quantity, Brand,
Company, Date of Manufacture, Date of Expiry, Location of Storage and Company
Name.

Recurring Medicine Purchase by Patient

When patients come back to buy medicine, the pharmacist asks for the name of the
patient. He then searches the PMR for the patients record. He then enters the new
prescription information of the patient into his record.

Payments of the system

As a patient purchases medicine, the transaction is recorded in a bill book. Certain item
and customer information is recorded in the bill book. The original receipt is given to the
customer while a copy is kept by the employee. The bill consists of the following
information: Date, Name of Medicine, Quantity of medicine, Customer name, Customer
registration number, Unit Price, Total price.

User Requirements
All information on the medicine the customer has ordered and the date of
issue has to be recorded. The system should store this information in an
organized method.
The process of calculating the total amount to be paid by the customer
must be fast and accurate.
The access of PMR files should be fast and easy to use.
The information collected from the patient has to be safe from natural
hazards.
A bill has to be prepared to record the transaction between the customer
and the pharmacy.
A sales report has to be produced at the end of each month.
The system has to have a search feature, so that going through each record
manually can be avoided.
The system interface has to be user-friendly and attractive.

 The new system should require a small number of employees to operate,

so that the number of employees can be cut down.
The PMR holder report and the drug report have to be produced at the end
of each month.
The system has to provide security to prevent unauthorized personnel from
accessing the files.

Objectives
1. The new system has to be easy for the pharmacist to use and has to require
minimum training.
2. The calculations in the system have to be accurate and bills have to be produced
on time. The usage of the billing system has to be hassle free and should require
less effort by the employee.
3. All PMR files have to be easily accessible to the operator. A search option has to
be provided so that going through each record can be avoided.
4. All files must be protected from natural hazards. A backup has to be created and
the pharmacist should be able to access the backup information at all times.
5. The system should be password protected to prevent unauthorized access to the
confidential information. An administrator account and password should also be
present.
6. The updating of stock should require less effort by the data entry operator and a
help menu has to be provided.
7. Reports such as the weekly payment report and the monthly sales report have to
be produced on time and have to be accurate.
8. Customer inquiries and orders should be dealt with on time. The pharmacist
should be notified by the system of any new orders or inquiries.

Specific Objectives
1. The following tables have to be created:
Medicine Table
Patient Medication Register
Doctors Information Table
Payment Table
Payment Detail Table

2. Create forms in a user-friendly way, so that it easier for the data entry operators to
enter data without any trouble. These forms include:
Data entry form

3. Create queries so that the company can easily find information that is frequently
needed. These queries include:
Search for medicine information
Search for medicine price
Doctors information search
Search for patient enrollment date
4. Prepare reports that the company requests and a few extra reports that is useful for
proper management of the company. These reports include:
New medicine report
Monthly sales report
Registration report
Receipts

Alternative Solutions
1. Manual System
This solution allows us to improve the existing system without any computers. There will
be many alterations:

More employees can be hired. This way the workload of an individual person is
lessened.
All the books and ledgers should be named and labeled for easy access and to
avoid disorder
The clerks should be provided with individual worktables. This ensures better
organization and prevents misplacement of files.
The staff can be trained to handle difficult situations in their system such as the
increase in their workload. Training will produce much better employees.
The experienced employees can take new employees as apprentices. This results
in working while learning, which can be a valuable asset for the pharmacy.
More cabinets have to be purchased to avoid overload of files, and the files have
to be organized in a certain manner the employee is comfortable with.

2. Computerized system which uses purchased software

In this option the current system gets replaced with a computerized system purchased
from a software house. All books and files will be converted into a digital format and
stored in the new system. For the usage of this system an employee can be trained or a
pre-trained employee can be hired. The software that is most suitable for the system will
be selected.

3. Computerized system which uses tailor made software

The current system will be computerized. The new system will be custom made to suit
the needs of the PMR system. Employees should be trained for this system. This tailored
software will be system specific, so all user requirements can be met.

Justification of Choice
I choose solution 3 due to the following reasons:
The information about patients and their diseases held in the system is very
secure. It can be password protected to avoid unauthorized access.
Information on doctors and patients can be easily retrieved.
Reports required by the management can be made on time and they are very
accurate.
All the employees are provided with a computer and they are able to access the
data in the system at the same time.
Data duplication can be avoided as tables can be linked together.
The computerized system saves up a lot of space so it is much more efficient for
the company to use.
Preparation of the bill is done by the system itself and less effort is required form
the employees.
A backup is in place so that in case of loss of data the information that is lost can
be easily regained.
Errors can be detected by the system thus keeping errors to a minimum.

Analysis
Hardware specification
The company uses a manual system, so there is no hardware available. Therefore I
recommend the following hardware to be purchased.
Hardware item
Motherboard

Configuration
Pentium Core 2 Duo

Processor

2.4 GHz

RAM

1 GB

Hard disk

120 Gb

Monitor

17 LCD Monitor

VGA card

128 Mb

DVD drive

52X

UPS
Printer

HP inkjet ip200

Mouse

Optical Mouse

Software Specification

Justification
The motherboard contains all the wiring
in the computer. It connects all the
peripherals of the computer together.
One of the best motherboards available
in the market is the core 2 duo.
This used to process the information
entered into the computer. A faster
processor ensures faster computing
speed
Needed to store the programs that are
currently running on the computer.
Greater memory means programs run
faster.
A hard disk is needed to store data
permanently. A hard disk with more
space allows new PMRs to be stored
without deleting old records
Data can be viewed more clearly, with
less strain to the eyes
This handles the graphical requirements
of the computer. A clear picture can be
produced
It can be used to read DVDs which is a
form of storing data. Backups can be
taken easily
Prevents unexpected loss of data by
providing a continuous power supply.
Printouts are only needed internally and
do not need to be very clear
For ease of use a optical mouse is used

The company uses a manual system, so there is no software available. Therefore I

recommend the following software to be purchased.

Software selected for system design

The following software can be used for PMR system:

Ms-Excel - This package is suitable for office and business work. It can carry
out calculations using formulas. It consists of rows and cells. Excel can also
represent data using graphs and charts. Reports can be easily created and
calculations can be made for the bills. Clear reports can be made for the
management.
Ms-Access Ms-Access is database software and it can be used easily with
the PMR system. It is extremely easy to store data in an organized form. Also
access can be restricted to authorized personnel only. This is done by a
password protection facility. Search queries are provided so that data can be
easily searched for.

Justification of Choice
I choose Ms-Access for the following reasons:

This is the much easier to use than Ms-Excel.

Most employees do not require training as they are familiar with Ms-Access.
All information on patients and doctors can be stored in an organized method.
Search queries can be done for an immediate retrieval of data.
Receipts are produced by the database as proof of customer purchase.
Passwords can be assigned to each file to prevent unauthorized access of data.
Macros can be used to create backups of the files if vital information is lost.

Software Item
Operating System

Name of software
Microsoft Windows XP

Virus Guard

Kaspersky Internet
Security 2010

Justification
The operating system is
a type of user interface
that is needed to
communicate with the
computer. Windows XP
is the most familiar
operating system today
A virus guard is needed
for protection against

File Compressing
Software

Win Zip

viruses and other

malicious software.
Kaspersky Internet
Security 2010 is the
latest and best virus
guard available
The compressing
software is used to
compress the
information in the
system. This means that
more data can be stored
for less space.

Input data collection, data source and Sample of Raw Data:

Category
Patients
Medication
Register

Category
Doctors
Information
file

Data Item
Patient Information
Number (PIN)
Name
NIC number (national
identity card)
Sex
Age
Contact number
Address

Data Source
Pharmacist

Raw data
PMR2256

From Patient
From Patient

Mr. Henry Jayasena

78945621HJ

From Patient
From Patient
From Patient
From Patient

E-mail ID
Date of enrolment
Allergies
Hereditary diseases
Doctor Name

From Patient
From Patient
From Patient
From Patient
From Patient

Male
53
0755360756
26/2 Spathodea
Apartments Colombo 7
Henry_J@hotmail.com
12/07/2006
Allergic to severe heat
Coronary Thrombosis
Dr. Anil Goonetilakke

Data Item
Doctor name
Contact number
E-mail ID
Consulting address

Data Source
Clinic
Clinic
Clinic
Clinic

Qualification
Specialty
Practicing Hospital

Prescription
Prescription
Prescription

Raw data
Dr. Nileka Gunawardane
0775953664
Nsni_guna@yahoo.com
73/2 Sengal Street
Kotahena
M.B.B.S
Physical Ailments
Apollo Hospitals

Category Data Item

Payments Payment code
File
Prescription number
Payment date
Payment time
Total number of
medications
Gross Value
Total Price

Data Source
Item tag
Item tag
Employee
Employee
Employee

Raw data
4004
132356
12.07.09
12:30
5

Item tag
Item tag

1,256.00
1,256.00

Category
Data Item
Medicine
Medicine name
Information Strength
Price
Brand
Company name
Date of arrival in pharmacy
Storage location
Storage condition

Data Source
Item tag
Item tag
Item tag
Item tag
Item tag
Item tag
Employee
Employee

Raw data
Amoxillin
2.4
22.50
Plyheart
Godrej
21.05.09
Freezer
Cold

Category
Data Item
Prescription Consulting Doctor ID
Details
Date issued
Prescription Number
Ailment

Data Source
Prescription
Prescription
Prescription
Prescription
Patient

Raw data
Dr Sam Wieners
2/04/2009
003
Constant
Headaches
PMR2254

Employee
Prescription
Employee

MDC64
200mg
Twice a day

Patient Identification
Number
Medicine Code
Quantity
Usage Instructions

Data Entry Methods

There are five data input methods to input data into the system:
Keyboard: The keyboard is used to type in data to the computer. A key is pressed on the board
and the corresponding letter or number is input into the system.
Mouse: The mouse is used to navigate through the system. It can also be used to draw tables and
other necessary drawings.

Scanner: The scanner is used to make soft copies of material data. This is very useful as
documents and prescriptions can be input into the system.
Barcode Reader: The barcode reader is used to input medicine data into the system. There is a
barcode on the medicine box and this is read by the barcode reader. This barcode contains item
information and this is input into the system.
MICR: The MICR is used to read cheques that are received by the pharmacy. The cheque is
printed with magnetic ink and this is read by the MICR. Then the cheque data is input into the
system.

Justification of Keyboard and Mouse

Keyboard
1. The keyboard does not require any user training as it is very common. Therefore
anyone in the pharmacy with a basic knowledge of computers can use a keyboard.
2. The keyboard is very cheap. Therefore it can be replaced very easily. This ensures
customer satisfaction as they are not delayed in case a keyboard breaks down.
Mouse
1. In a GUI the mouse is very useful as it is used to navigate through the system.
2. The mouse is very cheap and can be easily replaced.

Outputs of the system

1. New Medicine Report
The new medicine report holds all the information about a medicine that has been newly
purchased by the pharmacy. This contains fields such as Medicine name, strength, price, brand,
company name and date of arrival. This report is prepared using the information in the
MEDICINE INFORMATION TABLE, and it is prepared by Ms. Wasana at the end of each
month and is delivered to Mr. Suresh the head pharmacist.

2. Monthly sales report

The monthly sales report will have the information of the total sales that have occurred over the
month. The information for this report is taken from the PAYMENTS FILE TABLE. This report
is used to find out the total sales of the month and also the profits and losses. This report is
prepared by Mr. Madhan and is delivered to Mr. Zakir.

3. Registration Report
The registration report has all the information on the new PMR registrations that occur in the
pharmacy. The fields that are present in this report are Patient information number, name, NIC,
sex, age etc. This report is used to view information about newly registered customers. The
information needed to create this report is taken from the PATIENT MEDICATION REGISTER
TABLE. The report is prepared at the end of each month by Mr. Anthony and given to Mr.
Suresh.

4. Receipts
The receipt report contains the information about all the transactions that have taken place
throughout the month. This report contains fields such as payment code, payment time, and total
number of medication, gross value and total price. The information needed for this report is taken
from the PAYMENTS FILE TABLE. It is prepared by Mr. Mansoor and is given to Mr. Zakir.

Outputs Methods
There are two main outputs in the system:
Permanent outputs
Laser Printer: A laser printer is the latest of all printers. It can produce high quality prints at high
speeds and low prices. Cost of printer is high than other printers but maintenance cost is low.
Inkjet Printer: A color printout with medium quality can be achieved. It is less noisy than a dot
matrix printer. The price and maintenance cost is relatively low.
Dot matrix printer: The dot matrix printer is slow but can produce a lot of printouts. The quality
of printout is low. The printer price is low but the maintenance cost is high.
For permanent outputs I recommend a laser printer. The pharmacy needs to provide their
customers with bills and these bills have to be of good quality and have to be printed at high
speeds. Also the low noise of the system is also important, as loud noises will distract employees
and annoy customers.
Temporary Outputs
CRT monitor: A CRT monitor is the convectional type of monitor although it is still widely used.
The CRT monitor is quite large in design and uses up a lot of electricity.

LCD monitor: The LCD monitor is a slimmer and newer design. This newer design takes up
much lesser space and does not use as much electricity as CRT monitors. Also visual quality is
greatly improved providing a much clearer image.
Projector: The projector is used to create a large image on a wall or on a screen. The image
quality is greatly reduced in a projector.
For temporary outputs I would recommend a LCD monitor as it is the most energy-efficient and
suitable for the purpose. The space required for an LCD monitor is very less therefore it can be
used almost anywhere. Also the clarity of the image produced is very good.

Security
The pharmacy is responsible to keep all patient information safe and confidential. The customer
can take legal action on the pharmacy if the customers information is distributed without his/her
permission. The security measures taken by the pharmacy will prevent unauthorized access to
customer information.

Using a username and password access to the database is strictly controlled. The
username and password is only known to authorized users and the data is inaccessible
by anyone else.
There will be security guards monitoring the computer room at all times. They will
prevent any unauthorized users from entering the room.
Virus Guards prevent harmful viruses from deleting or modifying data.
Spy Ware will not allow unauthorized personnel to access the system through the
network or internet.
CCTV cameras are fixed to monitor the computer room at all times.
Data encryption is used so that if data is accessed by unauthorized persons, it cannot
be understood. Encrypted data is scrambled during storage and transmission so that it
cannot be understood by someone without the encryption key to unscramble it.

Backup
The pharmacy has a backup strategy in case of accidental loss of data.
Responsibility The head pharmacist Mr. Suresh is responsible for making backup
copies twice a week.
Media of backup - The backup files are stored in a portable hard drive. Its capacity is
160 GB. It is portable and therefore it can be kept safe in any location Mr. Suresh
chooses.
Location - The information on the backup files must be kept elsewhere from the
pharmacy to prevent loss of the backup files.
Frequency - The backup copy is taken twice a week. This ensures that all new data is
updated on a regular basis without missing a minute detail of data. Even if the data in
the hard disk is lost this backup copy of all the weeks update is still safe.