Sri Lanka Institute of Information Technology

Pharmacy Information System

Project Proposal
Information Technology Project 2011
Project ID: ITP/WD/C1A/G05
Submitted by:
1. DIT/10/C1- 0050 - .K.G.R.Sirimanne
2. DIT/10/C1- 0117 - K.K.U.A.Wijayasriwardena
3. DIT/10/C1- 0112 - W.D.Madushyani
4. DIT/10/C1- 0098 - A.L.M.Nusky
5. DIT/10/C1- 0027 - U.Prashathana
6. DIT/10/C1- 0036 - M.A.Luckshan
7. DIT/10/C1- 0044 - E.M.P. Perera

Submitted to:
(Supervisors signature)
..
Name of the supervisor
Mr. S.M. Buddhika Harshanath
Date of submission

Abstract
Wellawatte Drugs Pharmacy organization was started on year 2007. They are one
of the leading pharmacy organizations in Srilanka. This organization was a well known
one for supplying quality drugs & medicament equipment for their customers. so far
they have set high standards in their business dealings. This organization is also having a
very strong staffing system as well. They not only have business dealings with their
customers. also they distributes drugs & medicament

equipments to some other

Pharmacy organizations as well. Up to now, all the transactions of this Organization were
handled manually. But now they have decided to automate their system.To make their day
to day activities easy.So now they require a strong Computer based System which will
helps the pharmacists in order to make their day to day activities easy. such as inventory
controlling, billing, staff management and report generating. Therefor we hope our
proposed system will fullfill all the requirements & the needs of our client for sure.

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Table of Content

1.

Introduction and Description of the Project

1.1 Problem Specification

.....
1.2 Solution Outline ..
1.3 Key Benefits...

5
6
4

2. Objectives ......

3. Procedures. 13
3.1 Flow of the Project.... 13
3.2 Project Plan... 16
4. Personnel and Facilities. 17
5. Hardware, Software Requirements...

18

6. Budget...

19

7. References

20

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1. Introduction and description

1.1 Problem specification

In reality the pharmacy of today is one of the most important in the delivery of health
services. Wellawatte Drug Pharmacy also a well organized pharmacy in Wellawatte area
which provides much better service, not only for Colombo area but also island wide
customers. Since four years this drug pharmacy has continued supplying and distributing
wide range of medicaments to island wide pharmacies and customers. Since they have
great communication around the country with some considerable amount of staff, they are
leading great character in the health field.
Recently they have an idea to make their service more popular and provide better
service to customers. Since they have started this pharmacy before four years, first they
got used with manual system. But in order to make flexibility with the field they have
understood the difficulties with the manual system.

Information maintenance difficulties -Since them having lot of details about

drugs, suppliers and distributers it is difficult to handle such a large stuff

manually.
Lack of high performance-Though there are enough staff its really difficult to

maintain high performance.

Lack of accuracy of project information- As humans mistakes can be happen and

its big issue of especially in health field.

Reducing the efficiency
Because of above all reason it may unable to provide better customer care service.

In order to provide better customer care service while avoiding above problems and
so many other problems they realized that they need software system as the solution. So
this system may solution to overcome those problems with present manual system by
providing an optimal service.
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1.2 Solution Outline

The proposed system is provided solution for above mentioned difficulties. In
order to provide this solution there should be included number of functionalities. The
following diagram shows the high level architecture of the system to be implemented.

Wellawatte drug Pharmacy

Internal

Database

External

Computer

Suppliers

User

1.2 High-level Architecture

The first function of proposed system is organizing

Customer &
Distributers

medicament stock which included the details of current stock details. In case we want
to return some medicine the function stock return is helpful for that. supplier details
which contain all the supplier details that supply drugs to the Wellawatte drug pharmacy.
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To maintain the standard drug distribution without any delay drug distribution function
is there. Since there is a considerable staff, its need to maintain the employee details So
Managing Employee detail function is there to handle that task. The main object of the
system is handling customer payments. To fulfill that there is customer payment
function which including type of drugs customer bought, quantity, amount etc... .Finally
there is a function to generate the reports. Several kinds of reports can be generated
through this function such as supplier detail, distributing details, monthly profit, reports
etc
1.3 Key Benefits

. Makes management of the company easy

Because the system filter the sales details for the Administrative purposes, which
could be easily referred by the proprietor. System can monitor and provide features to
control other users and content from a central location.

. Improved service
Supplier of the firm get faster and more convenient service .When customer
purchase medicine from the shop that uses a POS (Point Of Sales) system.

. Better information
System stores and processes data, and system produce information (report), which
is the basis of good decision making. It helps a Management to reduce uncertainty.
A reporting system provides better information to sales manager for making decisions to
help improve sales.

. Security and integrity

Since DBMS provide security for data stored, and provide means of easily
backing them up, electronic data are less prone to loss, theft and destruction. Besides, by
using databases, duplication of data is prevented and making electronic copies of them is
less expensive than manual systems. System should provide access privilege levels to
enforce controlled access to the firms data.

. Usability
Since system is intended to be web-based, it is accessible for Administrative officer
wherever they want to. Provide interfaces for data entry operator to submit information
about purchase and return stork details which are the significant routine. System has a
separate interface to maintain the collection details, which is collected regularly.

. Efficiency
Querying data and searching for information is easier with databases than manual
systems. Manual systems are harder to search and consume great amount of time. Payroll
processes and related salary generations are produced (report) at the end of each month.

Good performance
Validate every field if not Error message should be displayed.
Calendar (date) and time should display.

2. Objectives
Basically there are seven major functions in this pharmacy information system. They are,
01. Handle stock details
02. Handle stock distribution
03. Handle stock returns & distributed stock return

04. Handle supplier details

05. Handle cash billing.
06. Handle staff details & staff salaries.
07. Handle financial detail.

2.1 Handle stock details.

Stock detail function is a major function in pharmacy database system. It includes
all the major details about medicine and other selling items. In this stock each item has a
unique code number. By using the code number items can uniquely identity and find the
drug information with find function. If you buy a new stock or return a stock, it is
necessary to include it to database based on code number. During the transactions
sometimes a discount was given by suppliers to pharmacy. User of the software should
have to insert these discounts and the total amount of prize which they have to pay to
supplier. The system will automatically do the calculation between prize and discount,
and give the final total to be paid. By this pharmacy staff can manage a stock which has
correct and up to date details. The following figure represents the basic idea of the
pharmacy database stock.
Item name

Code number

Prize of a single unit

quantity

Aspirin

100

5.00

1000

parasitamol

45

6.00

500

Also the user of the system should be able to insert a new item to database, delete
a current item from database and update the details of a current item (ex : change a prize
of a single unit of Aspirin). So we provide facility to perform those kinds of insert, delete
and update in this system.
Inside of this function we provide an additional object to user to generate a report
about current available stock information and it generate stock purchase report. Also the
user can find drug information through drug id or drug name, with find function.

2.2 Handle stock distribution

Distributing medicine and other selling items among other pharmacies is another
function of this pharmacy organization. So that is wholesale. The system has to maintain
another function to generate these kinds of wholesale transactions. User of the system
should have to insert customer name, item code, prize of a single unit and quantity. The
system will automatically calculate the final prize that customer has to be paid. Following
figure gives the basic idea of stock distribution function.

Customer
name
Kumar

Item code
50
103

Single prize
(Rs)

Quantity

70.00
40.00

10
30

Total prize
of item
700.00
120.00

Final prize

820.00

In this system we provide an additional object to view a report about Distribution

stock.

2.3 Handle returns stock details & distributed return stock details
Return stock is based on expire items and damage items. The usual system is if
there is expiration or damage item, each item or items should need to return to
manufacture or distributer before six months, sometimes the wholesale customers can be

return back stocks to the pharmacy. In addition to that if you return some expire or
damage item, the user should need to insert the value of minus quantity (return quantity)
to stock database. The system will automatically subtract the return stock from current
available stock of each item and give the final result of stock. (Stock quantity return
quantity = current available quantity). In here when the user inserts these returning stock
details, the system will automatically update the stock database. (by subtracting the
returning stock from available stock). Following figure gives the basic idea about the
return stock.
Item code

100

Return quantity

Item name

Aspirin

200

Current available
quantity

800

2.4 Handle supplier details

This function handles about suppliers such as companies, manufactures or any
kind of distributers. In this system suppliers can uniquely identify by their names or their
id. Also user of the system should be able to insert supplier information (supplier id,
name, address, telephone no etc...).also user can delete or update supplier. The user can
find supplier information through supplier id, with find function
Supplier id

Supplier name

Address

01

Kasun

16 , Colombo

02

Nadun

12
Boralasgamuwa

Telephone no
0714455889
, 0112457896

Further more there is an additional function to generate a report about supplier

details which include all the necessary information of suppliers.

2.5 Handle cash billing

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Billing is an important function in pharmacy system because all the transactions

between customer and pharmacy happen under this function. In this system there is a
unique code for all selling items. The user of the system should have to insert the name of
the item or code number (if he/she can remember) and the quantity of each selling item.
The database of this system has the prize of a single unit of each item. In addition to that
system will automatically calculate and give the final prize that customer should has to
pay. The following figure shows the basic idea of the billing function.
Item name

Item code

Quantity

prize

Aspirin

100

10

50.00

2.6 Handle staff details & staff salaries

In the pharmacy system there is a working staff. So their information such as
names, OT hours, monthly salary and holiday working charges should be managed. In
this system staff member can identify by his/her ID because ID is unique for each
member. User of this system should have to insert basic salary, holiday working chargers,
OT hours per month based on their names and ID. Then the system will automatically
calculate the total monthly salary that should have to be paid to each staff member.
Following figure show the basic idea of staff function.

Staff member
name

Kamal

Staff member ID

Holiday working
chargers(Rs)

001

900.00

OT hours per
month

Total monthly
salary(Rs)

11 000.00

The user of the system should be able to insert a new staff member to the system,
delete a current staff member from the system and update member details. So we provide

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facility to perform those kinds of insert, delete and update in this system. And also the
user of the system can be able to view a report which include information about staff
details and staff salaries. Furthermore we give another option to change the value of basic
salary, value of OT hour and value of a one day of holiday charge inside of this function.
Because the values which mentioned above can be changed time to time.

2.7 Handle financial detail

The system provides facility to generate the final income report of this pharmacy
organization per month. To calculate the final income of each month the user should need
to insert all the general payments of this organization such as water bills, electricity bills,
staff salaries, business taxes and etc. The system will automatically calculate all of these
payments and give the final income of each month.

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3. Procedures
3.1 Flow of the Project
In the beginning our team analyzed every project we received from many clients.
The semester one vacation period produced us enough time to study every project in to a
considerable depth. After having few discussions, everyone on our team agreed to work
on the project we received from Wellawatte Drugs pharmacy in Wellawatte. It is one of
the leading pharmacy, retailing drugs and wholesaling drugs to their customers.
First of all we arranged a visit to Wellawatte Drugs pharmacy to collect all the
supportive information and details for the project and at the same time to get a clear idea
about client's requirements and suggestions.
Then during the first week of this semester we explained about the scope and
details of this project to our lecturer Mrs.Geethanjali and granted permission to continue
our work. We prepared a 'Project Charter' and delivered it within the given time frame.
Now we are working on the project proposal to handover before the due date. Our team
leader separated work in to sections and distributed work among team members to speed
up the compiling process of this proposal. Then we will have to deliver SRS on (date)
and we plan to complete it in the same manner we compile this proposal as a team. Our
next step is to grasp required knowledge on SRS before we start working on it.
We plan to use prototype process model as our development method in this
project. It is better to use the prototype model because it reduces the risk and we can give
out a clear idea to the client about our last product. After delivering SRS on (date) we
plan to write the prototype code of our software to demonstrate it to the client and get
their feedback and suggestions. So we can implement the suggestions and changes on the
prototype to meet their requirements on the proposed software before we actually start
working on it. We have divided the software in to components and distributed he work
among team members according to their preference.

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01. Handle stock details

- Stock Report
- Purchase report
- Reorder level report
02. Handle stock distribution
- Distribution stock report
- Stock distributing invoice
03. Handle stock returns & distributed stock return

- Stock return report

04. Handle supplier details
- Supplier information document
05. Handle cash billing.
- Generate bills
06. Handle staff details & staff salaries.
- Generate employee information document
- Employee salary report
07. Handle financial detail.
- Generate income report.
First we are planning to design a common database structure for the whole
project. When working in a strict protocol everyone can implement database schemas
relevant to their criteria without any clash or error with the other functions. So the
compiling process of the software could be easily carry out cutting the huge effort and
time developers usually has to spend on debugging. To create a common database
structure first we have to create an ER diagram for every function and map it into the
relational model. This task should be done with great amounts of analysis and study
because it affect the whole project since every time we connect to the database or insert,
update or delete database entries, it uses this database schema. So we plan to spend more
time on this task to plan the ER carefully and map it correctly to the relational model.

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After all the preparations every member will have to work on their assigned components
of the software individually. So the work could be carryout in a parallel manner.
The components or the divided work includes requirements gathering, GUI designing,
database connecting handling, database data handling, query handling, report
generating ,implementing ,testing and relevant function tasks. So the whole team should
have to study and understand entire project structure briefly and sharpen the knowledge
on relevant functions they assigned and also should enhance the required programming
knowledge, designing skills, databases skills. So everyone should give their commitment
on skill gathering from ITP labs, internet and etc. If anyone encounter an error or meet a
troublesome area on the project he/she can discuss it with the team and find a solution. It
will improve the productivity of our project.
Upon completing the individual work on different components we can have a test
run. If any components fail or come across with errors, respective member will have to
debug the error with the help of the team members. After the test run we have to assemble
the main project with individual components and compile. This has to be done with
extreme attention and the system has to be test run after adding each and every function
in to it. In case of an error the whole team has to work on debugging to fix it. After
successfully assembling and compiling the system we can have a complete test run. For
this purpose we will have to create our own test suite and also must meet the client and
test the software with their data. This process repeats until it make sure the system is
100% functional and error free.
After testing the system successfully we will finalize our product for delivery and
prepare the final project report. The project report will also be a team work. At the end we
can deliver the software, the product to the client to use it in the real work environment.

3.2Project Plan

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3.2. 1 Grant chart represent of tasks

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4. Personnel and Facilities

DIT No

DIT/10/C1- 0050

Name

K.G.R.Sirimanne

Responsibilities

Handle staff details & staff

salaries.

DIT/10/C1- 0117

K.K.U.A.Wijayasriwardena

Handle financial detail.

DIT/10/C1- 0112

W.D.Madushyani

Handle stock returns &

distributed stock return

DIT/10/C1- 0098

A.L.M.Nusky

Handle stock distribution

DIT/10/C1- 0027

U.Prashathana

Handle supplier details.

DIT/10/C1- 0036

M.A.Luckshan

Handle cash billing.

DIT/10/C1- 0044

E.M.P. Perera

Handle stock details

5. Hardware and Software Requirements

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The proposed software will be developing using the NetBeans IDE 6.8 on Windows 7
operating system. NetBeans has included the ireport for report generating purpose. We
use Microsoft SQL 2008 Server for design the database .This server and .NET frame
work need to be install in both developing machine explorer and the client machine.

Implementation
Software Requirements
Windows 7
NetBeans IDE 6.8
iReport
My SQL Server 5.1
Hardware Requirements
2.6 GHz Intel Dual Core or equivalent
2 GB Memory
1.5 GB of free disk space

Run
Software Requirements
Windows XP or Higher
.Net Framework 3.5
My SQL server 5.1
Hardware Requirements
Client
o 2.0 GHz Pentium Dual Core or higher
o 1GB of RAM
o 800x600 minimum resolution or higher

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6. Budget

Literature Search:
Photocopying

150 pages * Rs 5.00

Rs 750.00

Printing

250 pages * Rs 10.00

Rs 2500.00

Stationary (paper, etc)

Binding

Rs 500.00
2 reports * Rs 80.00

Rs 160.00
Rs 3910.00

Literature Review:
Printing (draft copies) 10 pages * 20.00

Rs 200.00

Case studies:
Internet, Phone & Fax

Rs 550.00

Travelling

Rs 3000.00
RS 3550.00

Total

Rs 7660.00

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7. References

1."Installing MySQL on Windows, Oracle and/or its affiliates,

Available:http://dev.mysql.com/doc/refman/5.1/en/windows-installation.html[Accessed
on 5th July 2011]
2."NetBeansTM IDE 4.0 Release Notes, Oracle and/or its affiliates, [HTML].
Available: http://netbeans.org/community/releases/40/relnotes.html
[Accessed on 7th July 2011]
3. Project Proposal Format for Information Technology Project (ITP), Log to moodle on
Available: http://moodle.sliit.lk/course/view.php?id=14
[Accessed on 11th

July 2011]

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