Table of Contents
DECLARATION .......................................................................................................................................... i
APPROVAL ........................................................................................... .. .......................................... .......... ii
DEDICATION ............................................................................................................................................ iii
ACKNOWLEDGMENT ............................................................................................................................ iv
ABSTRACT ................................................................................................................................................. v
LIST OFT ABLES ................................................................................................................ .................... viii
LIST OF FIGURES ................... ................................................................................................................. ix
LIST OF ACRONYMS ......................................................................... ...................................................... X
CHAPTER ONE: INTRODUCTION ....................................................................................................... 1
1.0 Introduction ........................................................................................................................................ 1
I . I Back ground of the study .................................................................................................................... 1
I .2 Problem Statement. ............................................................................................................................. 2
I .3 Objectives ........................................................................................................................................... 2
1.3 .I Main Objective ................................... ............................................................................................. 2
1.3.2 Specific Objectives .......................................................................................................................... 3
1.4 Scope ............................................................................ ...................................................................... 3
1.4.1 Geographical scope ......................................................................................................................... 3
1.5 Significance of the study .................................................................................................................... 3
1.5.1: To adtninistrators ........................................................................................................................ 3
1.5.2: To the pharmacist ....................................................................................................................... 3
1.5.3: To the researcher .................................................................... .................................................... 4
1.5.4: To patients .................................................................................................................................. 4
CHAPTER TWO: LITRATURE REVIEW ................................................................................... ......... 5
2.0. Introduction ......................... .......................................... .................................................................... 5
2.1: Investigation of the current system of pharmacy stock reccords management system ..................... 5
2.1. 1: Records ........................................................................................................................................... 5
2.1.2: Records management ..................................................................................................................... 6
2.2: Requ irements for a computerized pharmacy stock control management system ............................. 6
2.2: I :computerized pharmacy stock control management system ........................................................... 6
2.3: Designing and developing acomputerized pharmacy stock management system ............................ 7
2.3.1: Steps in developing pharmacy stockcontrol Management System ................................................ 7
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2.4 Testing and validating of the system designed ................................................................................... 7
CHAPTER THREE: METHODOLOGY ............................................................................................. 10
3.0 Introduction ...................................................................................................................................... 10
3.1 Research methodology .................................................................................................................. 10
3.2 Area of the study .......................................................................................................................... 10
3.3 Study population ............................................................................. ................................................. 10
3.5 Sample size estimation ..................................................................................................................... 11
3.4 Data collection techniques .............................................................................................................. 12
3.4.1 Questionnaire .............................................................................................................................. 12
3.4.2 Interviews ........................................... ........................................................................................ 13
3.4.3 Document revielv .............................................................. .................................................... 13
3.5 System Analysis ............................................................................................................................... 13
3.6 Systetn design ................................................................................................................................ 13
3.9 Ethical consideration .......................................................... ...................................................... 14
4.0 Introduction ...................................................................................................................................... 15
4.1 systetn analysis .......................... ....................................................................................................... 15
4. 1.2 Results obtained by questionnaires ........................................................................... ......... ........ 16
4.2 The designed system ..................................................................................................................... 18
4.2. 1 System Users and their requirements .................................................................................... 18
4.2.2
4.2.3
4. 2.4
4.2.4.1
Syste1n requirentents ............................................................................................................. 19
Minimum hard ware and software requirements ................................................................. 20
System Ana lysis and Design tools ........................................................................................ 21
Data Flow Diagram .......................................................................................................... 21
4.3.2 Functional Requirements ............................................................................................................... 22
4.4 Systetn Design .................................................................................................................................. 22
4.4.1 Architectural Design of the System ........................................................................................ 23
4.4.3 Data Modeling ............................................................................................................................... 24
4.4.3 .1 Entity Relationship and their cardinality .................................................................................... 24
4.5 Database File .................................................................................................................................... 25
CHAPTER FIVE: SYSTEM DESIGN AND IMPLEMENTATION ................................................. 27
5.0 Introduction ........................ .............................................................................................................. 27
5.1 Functions provided by the system .......................................................... .......................................... 27
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5 .1.1 Functionalities of the new system ................................................................................................. 27
5.2 Screen Shoot ..................................................................................................................................... 28
5.2.1: administrator page ........................................................................................................................ 28
5.2.2 user Login Form ............................................................................................................................ 28
5.2.3 all salesreport form ........................................................................................ ............................... 29
5.2.4 Stock Entry Form .......................................................................................................................... 29
5.2.5 Drug Details ................................................................................................................................... 30
5.3 System Testing and validation ................................................................ .................................. ........ 31
5.4 syste1n requirements ......................................................................................................................... 32
5.4.1 Hardware Requirements ................................................................................................................ 32
5.4.2 Software Requirements ................................................................................................................. 32
CHAPTER SIX ......................................................................................................................................... 32
DISCUSSION, CONCLUSION AND RECOMMENDATIONS ......................................................... 33
6.0: Introduction ....................................................................................................................................... 33
6.1: Discussion .......... ............ .......... ............................... ..... ........... ... ...................... ................ ................... 33
6.2: Conclusion ............................. ................. ............................................................................................ 33
6.3: Recommendations ... ............ .............................................................................................................. 33
References; ............................................................................................................................................. 35
Appendix A ............................................................................................................................................ 36
Questionnaire .......................................................................................................................................... 36
ABSTRACT A computerized pharmacy stock control management system is a computer program or set of programs designed to capture, store, manage the creation and maintenance of pharmacy' records in an organization. Records management (RM) is the practice of controlling records of an organization from the time they are created to the time of disposal which includes indentifying, creating, classifying, using, storing, securing, retrieving, and destroying or permanently preserving records. The major objective of the study was to design a computerized pharmacy stock control Management System that would help Kyembogo Holy Cross Health Centre III to efficiently and effectively manage pharmacy records The specific objectives of this study were to investigate the current system of pharmacy records management, gather requirements for designing a computerized pharmacy stock control management system, design and develop a computerized pharmacy stock control management system, test, implement and validate the system. Data was gathered using interviews, observation and questionnaires. The collected data was sorted and analyzed using Microsoft excel software and it was found out that the current manual system is un efficient, time and space consuming in addition to being insecure hence judged not good for the management of records. After gathering the requirements, entity relation diagrams and dataflow diagrams were used to design the computerized system. Microsoft Visual basic was used to create user interface while Ms- Access was used to create the database. The computerized pharmacy stock control management system developed enables electronic capturing of pharmacy records. Storing of data is done in an electronic database which eases the retrieval of the same data any time by only authorized people. The developed computerized system also allows the backup of data on movable devices like flash disks, memory cards and external hard drives which increases the capacity of backup. The computerized system reduces a burden of over compiling of papers and the need for more shelves which reduce congestion in the hospital pharmacy.TULINA WE JOSEPH