ABSTRACT
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 Port Harcourt University teaching hospital 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 Visual basic 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 h received are genuine and safe.
TABLE
OF CONTENTS
Title
page
Dedication
Acknowledgement
Table
of content
List
of figure
List
of table
Abstract
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CHAPTER ONE
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INTRODUCTION
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1.1
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Background of study-
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1.2
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Statement of problem-
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1.3
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Objectives of the study-
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1.4
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Significance of the study-
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1.5
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Scope of the study-
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1.6
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Assumption-
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1.7
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Limitations of the study-
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1.8
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Project report organization-
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1.9
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Definition of Terms-
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CHAPTER TWO
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LITERATURE
REVIEW
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2.1
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Computerization in drug management
system- -
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2.2
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General overview of drug management
information system-
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2.3
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Drug Procurement-
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2.4
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Drug Distribution -
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2.5
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Visual Basic 6.0- -
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2.6
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Softrex Formular-
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2.7
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Management Information System-
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2.8
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Benefits of Management Information
System-
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2.9
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Component of a Database Management
System-
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CHAPTER THREE
SYSTEM ANALYSIS
AND DESIGN
3.1
Methodology- - - - - - - - - - 18
3.1.1
Structured system Analysis and Design Methodology (SSADM- 18
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3.1.2
Expert System-
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3.1.3
Prototyping-
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3.2 Data
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3.2.1 The
Primary Collection-
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3.2.2 The
Secondary Collection-
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3.3 Analysis of Existing System and Design-
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3.3.1 The
Pharmacy Department- -
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3.3.2 UNTH
Inpatient Drug Management-
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3.3.3 Drug
Procurement System in UNTH-
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3.3.4 The
Patient Medication Sheet and Treatment-
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3.3.5 Present
System Approach to Drug Management-
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3.4 Limitations
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3.5 System
Design-
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3.5.1 Expectations of the New System-
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3.5.2 Design of
the New System-
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3.5.3 File
Specification-
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3.5.3.1 File
Operation-
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3.5.3.2 Edit
Menu-
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3.5.3.3 Administrator-
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3.5.4 The
Registration Form-
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3.5.5
Drug Statistics and Stock Balancing-
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3.5.6 Program
Assets-
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3.6
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Database File-
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3.7
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System Flowchart-
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3.8
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Top down diagram-
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CHAPTER FOUR
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IMPLEMENTATION,
TESTING, AND PACKAGEING
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4.1
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Choice of Development Tools-
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4.2
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System Requirements-
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4.2.1 Software
Requirements-
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4.2.2 Hardware
Requirements-
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4.3
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Implementation-
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4.4
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Testing-
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CHAPTER FIVE
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SUMMARY,
RECOMMENDATION AND CONCLUSION
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5.1
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Summary-
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5.2
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Limitations-
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5.3
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Recommendation-
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5.4
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BEME (Bill of Engineering Measurement
and Evaluation)-
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5.5
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Conclusion-
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BIBLOGRAPHY-
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APPENDIX A-
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APPENDIX B-
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LIST OF FIGURES
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Figure 3.1The
Pharmaceutical Organization Flow Chart-
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Figure 3.2 Data
Flow Diagram- -
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Figure 3.3 Logic
scheme for the new system-
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Figure 3.4
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Flowchart program set up/ company set
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Figure 3.5
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Flowchart for login module- -
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Figure 3.6
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Flowchart for drug procurement- -
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Figure 3.7
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Top-down diagrams-
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LIST OF TABLES
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Table 3.1
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Login menus- - -
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Table 3.2
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Drug inventory table-
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Table 3.3
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Drug Procurement-
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Table 3.4
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Drug Distributions-
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Table
3.5
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New patients- - -
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Table 3.6
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Patient medications-
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CHAPTER ONE
INTRODUCTION
1.1 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 Pharmacy Department of the University of
Nigerian Teaching Hospital (UNTH) Enugu 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 visual basic 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.
1.2 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 In view drugs of all these and pa
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 UNTH Enugu.
1.3 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:
- To
order for drugs without mistake of procuring more than required.
- To
take good stock of drugs.
- To
prevent dispensary of expired drugs
- To
ensure accurate keeping of records of drugs
1.4 SIGNIFICANCE OF THE STUDY
The benefits
derivable from this work include the following:
(i)
It will provide reliable healthcare
services.
(ii)
It will guarantee hospital management and
patients of genuine and safe drugs.
(iii)
It will ensure an efficient and standard
drug dispensary system.
(iv)
It will provide a data base for stock
taking of drugs procured and dispensed any moment.
1.5 SCOPE OF THE STUDY
This research work will
cover only the Pharmaceutical Department of the University of Nigerian Teaching
Hospital (UNTH) Enugu. It will present an up to date and comprehensive design
of the following:
(i)
Planning and control system which includes
inventory control and drug distribution
(ii)
Drug procurement procedure in a hospital.
(iii)
The expiry status of each drugs at any
point in time
(iv)
The Database of all kinds, types and names
of some drugs that would be store and operate on.
1.6
ASSUMPTION
It is assumed that all
the information gathered with the respect to inventory control is correct as
implemented by the university of Nigerian teaching hospital (UNTH) Enugu.
1.7 LIMITATIONS OF THE STUDY
1.
Time constraint: There is limited time go
and meet the hospital pharmacist for proper information.
2.
Due to the sensitive nature of
organizational information, there was reluctance to release vital information
which may jeopardize the security of the organization.
1.8 PROJECT REPORT
ORGANIZATION
This research project
covers almost all you need to know about drug procurement and distribution
tracking system. Chapter one is the introduction and it covers the statement of
problem, objectives of the study, significance of the study, scope of the
study, assumption, limitations of the study and definition of terms. Chapter
two is the literature review: it gives the detailed meaning of every associated
word in my topic. Chapter three is the design and methodology: this involves the
operation of the existing system and the method used. Chapter four is the
system analysis and implementation: which talked about the operation of the
proposed system. Chapter five is the summary, recommendation and conclusion.
1.9
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.
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