UniPharm Project

8/21/2019 UniPharm Project

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UNIPHARM YOUR FAMILY PHARMACY

Introduction

UniPharm is a community pharmacy in the city of Colombo, the Central BusinessDistrict of Srilanka. UniPharm commenced its operation in a small scale in 1981. he


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founder of the business is !r."akir, an entrepreneur Pharmacist #ith the kno#led$e of

retail pharmacy. % $roup of fi&e alon$ #ith !r."akir be$an the company #ith a small

in&estment. Unlike the other pharmacies UniPharm #as ser&ice oriented and did notfocus in profit makin$.

%t the be$innin$ the company ser&ed only retail customers, $radually entered into #hole

sale and hospital supplies. he customers #ere happy #ith the ser&ice pro&ided by the pharmacy. But the company #ishes to pro&ide more facilities to the customers. here

#ere other community pharmacies nearby this made the sales of the company fall. hey

pro&ided the same facilities #ith more employees this enriched their system. UniPharm#as unable to employ more pharmacists due to their company's financial situation.

he mana$ement is the head of the company. % (ualified Pharmacist is entrusted as the

Pharmacy Director. here are Pharmacy %ssistants and sales assistants under him and the

pharmacy assistants are cate$ori)ed as pharmacy technicians and pharmacy apprentices.%n accountant is char$e of the financial mana$ement and producin$ reports, under him

data entry operators prepare the bills in the pharmacy.

Organization Chart

!ana$in$ Director

Data *ntry +perator

Pharmacy !ana$er

Cashier Pharmacist

Pharmacy %pprenticesPharmacy echnicians

%ccountant

Data entry operator Sales %ssistant


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Problem Analysis

andSpecification


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eal Users

1. !r. Suresh is the head pharmacist at UniPharm. -e reads the prescription and prepares the medicine. -e has a stock book, #hich he updates re$ularly as soon as

ne# medicine is issued. -e #ill use the ne# computeri)ed system to check

#hether the medicine is a&ailable, and to update the stock.

. !r. !adhan, the accountant of UniPharm, #ill calculate the total re&enue for the

month. -e records the re&enue information in his led$er. -e #ill use thene# computeri)ed system to enter the total re&enue for the month, and

to #ork out the company's loss and profit.

/. !r. !ansoor prepares the bill and handles the payment. -e uses a bill book to

record the item name, (uantity and price. -e can use the ne# system to

enter the item information di$itally and to print it.

0. !r. %ntony is in char$e of the patient medication record system. -e prepares theform that needs to be filled by the customer, and then files it a#ay. he ne#

system can be used to store the P! files.

. !s. 2asana is in char$e of $ettin$ do#n the items the customers ha&e ordered

throu$h the phone. She makes sure that items not a&ailable #ill be orderedfrom their suppliers. She can use the ne# system to prepare a deli&ery

receipt, and to order items not a&ailable online.

Problems of !anual System

Patient information is written twice by employees.2hen a patient purchases his medicine first, patient information is recorded in the patients file. Same information is re3#ritten a$ain in the customer receipt #hen the

payment is made. his takes time and re(uires more effort.

Finding previous medication given to a patient is difficult

4indin$ a P! of a patient can be difficult, as there are hundreds of P! records. he

employee has to $o throu$h all of them to find the one he is lookin$ for. his needs a lotof 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.herefore others ha&e to #ait until he or she finishes the #ork #hich delays their o#n

#ork.

PMR files can get easily damaged

P! files can be dama$ed easily due to natural ha)ards such as fires. 5nformation oncelost cannot be retrie&ed.


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Difficult to change customer information

Customer information cannot be easily edited, because the pre&ious entry has to beerased. his takes up a lot of time and effort.

Waste of valuable storage spacehere are many filin$ cabinets #hich are full of patient's records. his is a #aste of space

and &ery costly, because as more P!'S are recorded more cabinets need to be

purchased.

Patient information is not secure enough

Patient information is supposed to be kept under hi$h security as it is &ery confidential.

But it is held in a cupboard. %nyone can easily access the information by $ettin$ the keyto the cupboard.

Error of employee

5f an employee makes a mistake #hen #ritin$ the a$e of the customer, then the pharmacist may recommend a medicine that is not suitable for the patient.

igh cost of running

UniPharm keeps a backup of patient files. his means that the documents that contain the

information ha&e to be photocopied, #hich increases the cost of runnin$ as #ell as the#asta$e.

!low performance of employees

Due to not a&ailability of stock and price information, clerks are unable to preparereceipts in time. his is a #aste of time and causes dissatisfaction in the customer.

*6istin$ System

he current P! system used in UniPharm is a system in #hich data has to be #ritten on

the book.

"btaining doctor#s prescription

he patient is dia$nosed by the doctor, #ho in turns prepares a prescription containin$

the medicine re(uired for the patient's illness. his prescription contains the date,

patient's name, doctor's name, a$e and se6, name of medicines, dosa$e, (uantity and

period of treatment.

!igning up for the PMR

2hen a patient first &isits the pharmacy, the patient's personal information is entered intoa book called Patients Medication Register . he patient's prescription information,


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illness, and past medication information is also recorded. %ll medicines sold in the

pharmacy are recorded in a book called Medicine Information Book . his book contains

all the details of the medicine and the supplier name. 2hen ne# stocks of medicinesarri&e they are recorded in this book. he information of the patient's medication is

recorded in the Patient’s Present Medication Book .

Patients Medication Register consists of7 ame, %$e, Se6, Contact umber, %ddress,

and national 5D number, *3mail %ddress, *nrollment Date and Past !edication ecords.

Medicine Information Book consists of7 !edicine ame, Price, uantity, Brand,

Company, Date of !anufacture, Date of *6piry, :ocation of Stora$e and Company

ame.

Recurring Medicine Purchase by Patient

2hen patients come back to buy medicine, the pharmacist asks for the name of the

patient. -e then searches the P! for the patient's record. -e then enters the ne# prescription information of the patient into his record.

Payments of the system

%s a patient purchases medicine, the transaction is recorded in a bill book. Certain itemand customer information is recorded in the bill book. he ori$inal receipt is $i&en to the

customer #hile a copy is kept by the employee. he bill consists of the follo#in$

information7 Date, ame of !edicine, uantity of medicine, Customer name, Customerre$istration number, Unit Price, otal price.

User e(uirements

%ll information on the medicine the customer has ordered and the date of

issue has to be recorded. he system should store this information in an

or$ani)ed method. he process of calculatin$ the total amount to be paid by the customer

must be fast and accurate.

he access of P! files should be fast and easy to use.

he information collected from the patient has to be safe from natural

ha)ards. % bill has to be prepared to record the transaction bet#een the customer

and the pharmacy. % sales report has to be produced at the end of each month.

he system has to ha&e a search feature, so that $oin$ throu$h each record

manually can be a&oided. he system interface has to be user3friendly and attracti&e.


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he ne# system should re(uire a small number of employees to operate,

so that the number of employees can be cut do#n. he P! holder report and the dru$ report ha&e to be produced at the end

of each month. he system has to pro&ide security to pre&ent unauthori)ed personnel from

accessin$ the files.

+b;ecti&es

1. he ne# system has to be easy for the pharmacist to use and has to re(uire

minimum trainin$.

. he calculations in the system ha&e to be accurate and bills ha&e to be produced

on time. he usa$e of the billin$ system has to be hassle free and should re(uire

less effort by the employee.

/. %ll P! files ha&e to be easily accessible to the operator. % search option has to be pro&ided so that $oin$ throu$h each record can be a&oided.

0. %ll files must be protected from natural ha)ards. % backup has to be created and

the pharmacist should be able to access the backup information at all times.

. he system should be pass#ord protected to pre&ent unauthori)ed access to the

confidential information. %n administrator account and pass#ord should also be

present.


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. Create forms in a user3friendly #ay, so that it easier for the data entry operators to

enter data #ithout any trouble. hese forms include7

• Data entry form

/. Create (ueries so that the company can easily find information that is fre(uently

needed. hese (ueries include7

• Search for medicine information

• Search for medicine price

• Doctors information search

• Search for patient enrollment date

0. Prepare reports that the company re(uests and a fe# e6tra reports that is useful for

proper mana$ement of the company. hese reports include7

• e# medicine report

• !onthly sales report

• e$istration report

• eceipts

%lternati&e Solutions

1. !anual System

his solution allo#s us to impro&e the e6istin$ system #ithout any computers. here #ill be many alterations7

• !ore employees can be hired. his #ay the #orkload of an indi&idual person is

lessened.

• %ll the books and led$ers should be named and labeled for easy access and to

a&oid disorder

• he clerks should be pro&ided #ith indi&idual #orktables. his ensures better

or$ani)ation and pre&ents misplacement of files.

• he staff can be trained to handle difficult situations in their system such as the

increase in their #orkload. rainin$ #ill produce much better employees.• he e6perienced employees can take ne# employees as apprentices. his results

in #orkin$ #hile learnin$, #hich can be a &aluable asset for the pharmacy.

• !ore cabinets ha&e to be purchased to a&oid o&erload of files, and the files ha&e

to be or$ani)ed in a certain manner the employee is comfortable #ith.


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. Computeri)ed system #hich uses purchased soft#are

5n this option the current system $ets replaced #ith a computeri)ed system purchased

from a soft#are house. %ll books and files #ill be con&erted into a di$ital format and

stored in the ne# system. 4or the usa$e of this system an employee can be trained or a pre3trained employee can be hired. he soft#are that is most suitable for the system #ill

be selected.

/. Computeri)ed system #hich uses tailor made soft#are

he current system #ill be computeri)ed. he ne# system #ill be custom made to suitthe needs of the P! system. *mployees should be trained for this system. his tailored

soft#are #ill be system specific, so all user re(uirements can be met.

>ustification of Choice

5 choose solution / due to the follo#in$ reasons7 he information about patients and their diseases held in the system is &ery

secure. 5t can be pass#ord protected to a&oid unauthori)ed access. 5nformation on doctors and patients can be easily retrie&ed.

eports re(uired by the mana$ement can be made on time and they are &ery

accurate. %ll the employees are pro&ided #ith a computer and they are able to access the

data in the system at the same time.

Data duplication can be a&oided as tables can be linked to$ether.

he computeri)ed system sa&es up a lot of space so it is much more efficient forthe company to use.

Preparation of the bill is done by the system itself and less effort is re(uired form

the employees. % backup is in place so that in case of loss of data the information that is lost can

be easily re$ained. *rrors can be detected by the system thus keepin$ errors to a minimum.


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%nalysis

-ard#are specification

he company uses a manual system, so there is no hard#are a&ailable. herefore 5

recommend the follo#in$ hard#are to be purchased.

-ard#are item Confi$uration >ustification

!otherboard Pentium Core Duo he motherboard contains all the #irin$

in the computer. 5t connects all the

peripherals of the computer to$ether.

+ne of the best motherboards a&ailablein the market is the core duo.

Processor .0 ?-) his used to process the informationentered into the computer. % faster

processor ensures faster computin$

speed

%! 1 ?B eeded to store the pro$rams that are

currently runnin$ on the computer.?reater memory means pro$rams run

faster.

-ard disk 1@ ?b % hard disk is needed to store data permanently. % hard disk #ith more

space allo#s ne# P!'s to be stored

#ithout deletin$ old records

!onitor 1=A :CD !onitor Data can be &ie#ed more clearly, #ith

less strain to the eyes

?% card 18 !b his handles the $raphical re(uirementsof the computer. % clear picture can be

produced

DD dri&e 5t can be used to read DD's #hich is a

form of storin$ data. Backups can be

taken easily

UPS Pre&ents une6pected loss of data by

pro&idin$ a continuous po#er supply.

Printer -P ink;et ip@@ Printouts are only needed internally anddo not need to be &ery clear

!ouse +ptical !ouse 4or ease of use a optical mouse is used

Soft#are Specification


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he company uses a manual system, so there is no soft#are a&ailable. herefore 5

recommend the follo#in$ soft#are to be purchased.

Soft#are selected for system desi$n

he follo#in$ soft#are can be used for P! system7

• !s3*6cel 3 his packa$e is suitable for office and business #ork. 5t can carry

out calculations usin$ formulas. 5t consists of ro#s and cells. *6cel can alsorepresent data usin$ $raphs and charts. eports can be easily created and

calculations can be made for the bills. Clear reports can be made for the

mana$ement.

• !s3%ccess !s3%ccess is database soft#are and it can be used easily #ith

the P! system. 5t is e6tremely easy to store data in an or$ani)ed form. %lso

access can be restricted to authori)ed personnel only. his is done by a pass#ord protection facility. Search (ueries are pro&ided so that data can be

easily searched for.

>ustification of Choice

5 choose !s3%ccess for the follo#in$ reasons7

his is the much easier to use than !s3*6cel.

!ost employees do not re(uire trainin$ as they are familiar #ith !s3%ccess.

%ll information on patients and doctors can be stored in an or$ani)ed method.

Search (ueries can be done for an immediate retrie&al of data.

eceipts are produced by the database as proof of customer purchase.

Pass#ords can be assi$ned to each file to pre&ent unauthori)ed access of data.

!acros can be used to create backups of the files if &ital information is lost.

Soft#are 5tem ame of soft#are >ustification

+peratin$ System !icrosoft 2indo#s P he operatin$ system is

a type of user interface

that is needed tocommunicate #ith the

computer. 2indo#s P

is the most familiaroperatin$ system today

irus ?uard Easpersky 5nternetSecurity @1@

% &irus $uard is neededfor protection a$ainst


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&iruses and other

malicious soft#are.Easpersky 5nternet

Security @1@ is the

latest and best &irus

$uard a&ailable4ile Compressin$Soft#are

2in "ip he compressin$soft#are is used to

compress the

information in the

system. his means thatmore data can be stored

for less space.

5nput data collection, data source and Sample of a# Data7

Cate$ory Data 5tem Data Source a# data

Patients

!edicatione$ister

Patient 5nformation

umber FP5G

Pharmacist P!<

ame 4rom Patient !r. -enry >ayasena

5C number Fnational

identity cardG

4rom Patient =890

Se6 4rom Patient !ale

%$e 4rom Patient /

Contact number 4rom Patient @=/


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Cate$ory Data 5tem Data Source a# data

Payments

4ile

Payment code 5tem ta$ 0@@0

Prescription number 5tem ta$ 1//<Payment date *mployee 1.@=.@9

Payment time *mployee 17/@

otal number of

medications

*mployee

?ross alue 5tem ta$ 1,


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Scanner7 he scanner is used to make soft copies of material data. his is &ery useful as

documents and prescriptions can be input into the system.

Barcode eader7 he barcode reader is used to input medicine data into the system. here is a barcode on the medicine bo6 and this is read by the barcode reader. his barcode contains item

information and this is input into the system.

!5C7 he !5C is used to read che(ues that are recei&ed by the pharmacy. he che(ue is

printed #ith ma$netic ink and this is read by the !5C. hen the che(ue data is input into the

system.

>ustification of Eeyboard and !ouse

Eeyboard

1. he keyboard does not re(uire any user trainin$ as it is &ery common. herefore

anyone in the pharmacy #ith a basic kno#led$e of computers can use a keyboard.

. he keyboard is &ery cheap. herefore it can be replaced &ery easily. his ensurescustomer satisfaction as they are not delayed in case a keyboard breaks do#n.

!ouse

1. 5n a ?U5 the mouse is &ery useful as it is used to na&i$ate throu$h the system.. he mouse is &ery cheap and can be easily replaced.

Outputs of the system

1. e# !edicine eport

he ne# medicine report holds all the information about a medicine that has been ne#ly

purchased by the pharmacy. his contains fields such as !edicine name, stren$th, price, brand,

company name and date of arri&al. his report is prepared usin$ the information in the!*D5C5* 54+!%5+ %B:*, and it is prepared by !s. 2asana at the end of each

month and is deli&ered to !r. Suresh the head pharmacist.

. !onthly sales report

he monthly sales report #ill ha&e the information of the total sales that ha&e occurred o&er themonth. he information for this report is taken from the P%K!*S 45:* %B:*. his report

is used to find out the total sales of the month and also the profits and losses. his report is

prepared by !r. !adhan and is deli&ered to !r. "akir.


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/. e$istration eport

he re$istration report has all the information on the ne# P! re$istrations that occur in the

pharmacy. he fields that are present in this report are Patient information number, name, 5C,

se6, a$e etc. his report is used to &ie# information about ne#ly re$istered customers. he

information needed to create this report is taken from the P%5* !*D5C%5+ *?5S*%B:*. he report is prepared at the end of each month by !r. %nthony and $i&en to !r.

Suresh.

0. eceipts

he receipt report contains the information about all the transactions that ha&e taken placethrou$hout the month. his report contains fields such as payment code, payment time, and total

number of medication, $ross &alue and total price. he information needed for this report is taken

from the P%K!*S 45:* %B:*. 5t is prepared by !r. !ansoor and is $i&en to !r. "akir.

Outputs Methods

here are t#o main outputs in the system7

Permanent outputs

:aser Printer7 % laser printer is the latest of all printers. 5t can produce hi$h (uality prints at hi$hspeeds and lo# prices. Cost of printer is hi$h than other printers but maintenance cost is lo#.

5nk;et Printer7 % color printout #ith medium (uality can be achie&ed. 5t is less noisy than a dotmatri6 printer. he price and maintenance cost is relati&ely lo#.

Dot matri6 printer7 he dot matri6 printer is slo# but can produce a lot of printouts. he (ualityof printout is lo#. he printer price is lo# but the maintenance cost is hi$h.

4or permanent outputs 5 recommend a laser printer. he pharmacy needs to pro&ide theircustomers #ith bills and these bills ha&e to be of $ood (uality and ha&e to be printed at hi$h

speeds. %lso the lo# noise of the system is also important, as loud noises #ill distract employees

and annoy customers.

emporary +utputs

C monitor7 % C monitor is the con&ectional type of monitor althou$h it is still #idely used.

he C monitor is (uite lar$e in desi$n and uses up a lot of electricity.


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:CD monitor7 he :CD monitor is a slimmer and ne#er desi$n. his ne#er desi$n takes up

much lesser space and does not use as much electricity as C monitors. %lso &isual (uality is

$reatly impro&ed pro&idin$ a much clearer ima$e.

Pro;ector7 he pro;ector is used to create a lar$e ima$e on a #all or on a screen. he ima$e

(uality is $reatly reduced in a pro;ector.

4or temporary outputs 5 #ould recommend a :CD monitor as it is the most ener$y3efficient and

suitable for the purpose. he space re(uired for an :CD monitor is &ery less therefore it can beused almost any#here. %lso the clarity of the ima$e produced is &ery $ood.

Security

he pharmacy is responsible to keep all patient information safe and confidential. he customer

can take le$al action on the pharmacy if the customers information is distributed #ithout hisHher

permission. he security measures taken by the pharmacy #ill pre&ent unauthori)ed access tocustomer information.

• Usin$ a username and pass#ord access to the database is strictly controlled. he

username and pass#ord is only kno#n to authori)ed users and the data is inaccessible

by anyone else.

• here #ill be security $uards monitorin$ the computer room at all times. hey #ill

pre&ent any unauthori)ed users from enterin$ the room.

• irus ?uards pre&ent harmful &iruses from deletin$ or modifyin$ data.

• Spy 2are #ill not allo# unauthori)ed personnel to access the system throu$h the

net#ork or internet.

• CC cameras are fi6ed to monitor the computer room at all times.

• Data encryption is used so that if data is accessed by unauthori)ed persons, it cannot

be understood. *ncrypted data is scrambled durin$ stora$e and transmission so that it

cannot be understood by someone #ithout the encryption key to unscramble it.

Backuphe pharmacy has a backup strate$y in case of accidental loss of data.

• esponsibility he head pharmacist !r. Suresh is responsible for makin$ backup

copies t#ice a #eek.

• !edia of backup 3 he backup files are stored in a portable hard dri&e. 5ts capacity is

1


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Documents

UniPharm Project