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

1
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

2
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 drugs and patients’ records. In view of all these

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.

3
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:

(i). To order for drugs without mistake of procuring more than required.

(ii). To take good stock of drugs.

(iii). To prevent dispensary of expired drugs

(iv). 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.

4
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.

5
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.

6
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

7
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.

8
 CHAPTER TWO

LITERATURE REVIEW

The presence and role of computers in our society cannot be over emphasized. The

positive impact of computing in the area of health care services has brought

significant help to the society. According to (Silverman, 1990), drug availability,

distribution and control are the major concern in health development as drugs

constitute an important aspect of health development technology.

Chandrasekaran and Sam Jay (1983:201) described an approach to the design of

medical decision making system based on nation of conceptual structures for

knowledge representation. They pointed out that within in a decade since the

beginning of the modern electronic computer age, many attempt to use the power

of computer in the difficult task of medical decision making.

2.1 COMPUTERIZATION IN DRUG MANAGEMENT SYSTEM

The word computerization simply means converting a manual process of an

activity to a mechanical or electronic process in such a way that data processing is

no longer done manually. Several works or studies have shown that applying

computer technology to health centers reduces cost of medication, improves

9
storage of drugs and can also avoids duplication of records (redundancy). It

provides unique identification of clinical data, security and speed.

Experts say that drugs systems can also provides physicians with specific details

including the use of dosage, potential reactions to drug and details of drug cost. In

a large hospital like UNTH, computerization could improve day to day work.

Complex management would be made easier. Computerization could be effectively

applied in drug inventory, drug procurement and drug management to ease the

manual method of recording data and ensure adequate prescriptions of drugs to

each ward respectively.

2.2 GENERAL OVERVIEW OF DRUG MANAGEMENT

INFORMATION SYSTEM.
A decade prior to the introduction of National Health Service Trust, the

management of hospital drug involved hospital drug and therapeutic committee,

then referred to a pharmacy system. This committee set up a research on

management of drugs, as part of large evaluative study on the management of

drugs. The committee aimed to describe the system that currently existed for

managing drugs in a hospital. A non general hospital was used as a case study in

1997. They centered their study at different administrative levels. Greater or lesser

emphasis was placed on the chemical directorate and this appeared to demonstrate

some difference in pharmacy and medical roles in drug management.

10
This system will provide a drug inventory control system, which aids in decision

on what drug to be ordered. Drugs to order were classified according to their

therapeutic value. This system was adopted in Philippine hospital. Problems

related to limited financial resources, shortage of drugs and supplies in government

hospital like UNTH. Varied prices of drugs purchased by health, non health sectors

and non compliance to Philippines national drug formulary (PNDF) prompted the

provincial pooled procurement program (PPPP) in 1998. The peoples were to

ensure quality drugs were procured systematically at lower costs.

Drug prescription or administration errors are most common cause of adverse

effect on patients but drug management information system can be effective in

reducing these errors, (Essien E. Daniel B.Sc. project work on Pharmacy).

2.3 DRUG PROCUREMENT

Procurement of drugs should be done in a timely manner and in reasonable

quantity in order to minimize interruption in supply while at the same time avoid

overstocking. All procurement activities should be performed by qualified staff

while special drugs should only be received and handled by staff with relevant

training. In Hong Kong, during the drug receipt process, essential information such

as brand name and chemical name, potency, dosage form, Hong Kong registration

number, etc. of the drug should be checked against the purchase order. The expiry
11
date, pack size, product appearance and storage condition of drug should also be

audited. Should there be any non-conformity in product appearance, pack size,

volume etc., such drugs will not be procured (Essien E. Daniel, 1997 automated

drug inventory control system BSc project work Futo pp14.

2.4 DRUG DISTRIBUTION

Drug distribution is one of the key processes in hospitals. The process involves the

continuum of prescribing, reviewing, preparing, dispensing and administering

drugs. The physician prescribes a drug in a certain dosage in the name of the

patient to support his treatment; the pharmacist checks the information and sends a

definitive medication order in the patient’s name to the nursing unit. A nurse will

administer the drug to the patient on the basis of this definitive order and register

that she has done so. The pharmaceutical industry renders the drug identifiable by

labeling the drug package with the drug name, strength, and batch and expiry date.

The material flow is initiated by the medication order. Drugs are purchased from

the pharmaceutical industry or wholesaler, transported to the pharmacy, where they

are stored and then delivered to the ward or patient. The drug may be dispensed in

either the central pharmacy or the nursing unit. When the drug is administered, the

patient and drug information is coupled and registered as a trend in drug

distribution (Colen ,2008) Phd,PharmD EP Journal Vol., 12.

12
2.5 VISUAL BASIC 6.0

Microsoft Visual Basic is a leader among high-level languages in supporting the

event-driven paradigm and Rapid Application Development (RAD). More

specifically, Visual Basic’s acceptance and popularity can be seen in many facets

of application development such as database access, Graphical User Interface

(GUI) prototyping, building distributable components, Internet scripting, desktop

and client/server design, and even game development.

Because of its common commercial uses and ease of learning, Visual Basic has

also become popular with higher education institutions all over the world for

teaching people how to program. Visual Basic language, is suitable for beginner,

programming visual Basic provide the facilities for creating graphical interfaces

that can depict the functionality and flow of an application before you start

programming with it. Teach yourself visual basic in 21 days by can be of good

help for beginners (Greg, 1998).

2.6 SOFTREX FORMULAR

A pharmacy management software, the softrex software, invented by pharmacy

technology and services in U.S.A, 2002, provides services and support to a variety

of health care providers include community pharmacy, hospital pharmacies. The

drug management system here is computerized by this software and it involves:

13
 (i) Prescription entry for patient; the prescription entry responds as fast as

you can type.

(ii) Reporting; the software provides an easy to use embedded report writer

allowing quick and easy customization of forms and reports.

(iii) Inventory; The software is capable of tracking, ordering and receiving

inventory.

It has standard procurement systems, medication, distribution and management of

all clinical services. This software also provides medication error detection system,

it provides an improved patient medication, increased pharmacy efficiency and

enhance quality assurance regardless of workload or operating environment.

Softrex integrates with key enterprise including billing, drug wholesalers, point

care medication safety system and medication Machines softrex is the most

comprehensive hospital drug management system available today. It allows up to

date information to be retrieved instantaneously, proving vital facts either

displayed or printed on demand.

2.7 MANAGEMENT INFORMATION SYSTEM

It is an organize collection of data, information resources, procedures, people,

database and devices used to provide routine information to managers for decision

14
making in an organization. It provides standard report generated with data and

information from the transaction processing system.

These management information systems began to develop in 1960s and are

characterized by the use of information to provide managerial reports which can be

produced –daily, weekly, monthly or yearly (George and Ralph, 1998).

2.8 BENEFITS OF MANAGEMENT INFORMATION SYSTEM

According to Enwere (1992), the disintegration of record management program in

organizations has led to the inefficiency in administration and loss of vital

information needed for decision making in hospitals. Therefore to ensure proper

records of drug, information management system should be integrated into the

pharmacy such that;

(i) Database is seen as a warehouse of information, where large amount of data

can be stored. (O’ Brien, 1999). The common examples in commercial

applications are inventory data, personnel data, etc. it often happens that a

common man uses a database management system, without even realizing,

that it is being used.

(ii) Changes in schema: the table schema can be changed and it is not platform

dependent.

15
 (iii) According to Date (2003), the unique data field in a table is assigned a

primary key.

(iv) The database can be used simultaneously by a number of users.

Various users can retrieve the same data simultaneously. The data in the

database can also be modified, based on the privilege assigned to users.

(v) Data security: According to Kenny (2008), data is the most important asset.

Therefore, there is need for data security. Database management system help

to keep the data secured.

2.9 COMPONENT OF A DATABASE MANAGEMENT SYSTEM

Codd (1970) explains that DBMS engine accepts logical request from the various

other DBMS subsystems, and it convert them into physical equivalent, and actually

accesses the database and the data dictionary as they exit on a storage device.

He further stated that the Data Definition Subsystem helps a user to create and

maintain the data dictionary and define the structure of the files in a database.

Data Manipulation Subsystem helps users to add, change and delete information in

a database and query it for valuable information (Seltzer, 2008). Software tools

within the data manipulation subsystem are most often the primary interface

16
between user and the information contained in a database. It allows user to specify

its logical information requirements.

Application Generation Subsystem contains facilities to help users to develop

transactions-intensive applications (Nkiro, 2007). It usually requires that user

perform a detailed series of tasks to process a transaction. It facilities easy-to-use

data entry screens, programming languages and interfaces.

Data Administration Subsystem helps users to manage the overall database

environment by providing facilities for backup and recovery, security management,

query optimization, concurrency control and change management.

17
 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 METHODOLOGY

Software Engineering Methodology (SWEM) is the body of methods, rules,

postulates, procedures and processes that are used to manage a software

engineering project (Osuagwu, 2009). He classified software engineering into the

following categories;

i. The pragmatic system analysis and design methodology(SSADM)

ii. Object oriented analysis and design mythology (OOADM)

iii. Prototype Methodology

iv. Expert System

3.1.1 STRUCTURED SYSTEM ANALYSIS AND DESIGN

METHODOLOGY (SSADM)

This project work is developed with this methodology (SSADM). The pragmatic

system analysis and design methodology consist of investigation of the present

system, definition of the new system, establishment of constraints and system

analysis documentation which should provide the following.

1. Cost/ Benefit/Schedule report for each suitable system

18
 2. Database requirement

3. Physical requirement of hardware and personnel

4. Conversion requirement

This methodology (SSADM) involves: developments such as system flow chart,

Job steps, Program narratives which enhances organization for computer execution

i. Prototype Methodology

ii. Object Oriented Analysis and Design Methodology

iii. Pragmatic System Analysis and Design Methodology

3.1.2 Expert System

Expert system methodology is a type of methodology in software Engineering

where a set of programs manipulates encoded knowledge to solve problems in a

specialized domain that usually requires human expert. This methodology obtains

their knowledge from expert sources and encodes them in a form suitable for

system to use. It required much training and experience in a specialized field like

medicine and system configuration.

Some of expert system factures are that, it used knowledge rather than data to

control the solution processes. It used symbolic representation for knowledge and

reason with meta knowledge (knowledge about knowledge) and the knowledge is

encoded and maintained as an entity separate from the control program.

19
3.1.3 PROTOTYPING

A prototyping methodology is a methodology in a software development process

which allows developers to greater portions of the solution to demonstrate

functionality and make needed refinements before development the final solution.

It is somewhat similar; it produces a “throw away” solution that is designed for the

sole purpose of verifying user functionality and for demonstration capability.

Prototyping is an excellent way for the development term to confirm understanding

of the requirements and ensure that the proposed solution is consistent with

business expectation. This type of methodology is normally used or work very well

with online transaction processing system (TPS) WEB BASED Development and

also very useful for confirming business intelligence analytic requirement.

Some of its services steps or age of a classical computer system are

(i) Problem recognition/identification

(ii) Feasibility study

(iii) Analysis

(iv) Implementation

(v) Testing

(vi) Maintenance

20
The implementation stage of the system development process involves program

coding. Testing and debugging, conversion, trading and hand over. While

maintenance deals with ensuring the system is operational after change over form

old system to new system Osuagwu O.E (2009) SWEM pp 273 2 ND edition FUTO

Nigeria.

3.2 DATA COLLLECTION

In this project research work, there are two main type of data collection, which

include primary collection and secondary collection. These two categories of data

collection type were used in this research work.

3.2.1 THE PRIMARY COLLECTION

The primary collection which is also known as interview method are the original

collection of material or study unit from which information is to be collected on

first hand basis through interview, measurement, observation and questionnaire

completion. But here the researcher only interviews the director of pharmacy

(Chief Pharmacist) and various staff in the department in UNTH, reviewing and

sharing their experience about the problem of the existing system. Through this;

useful information is collected, analyzed and recorded. Also questionnaire were

21
shared to the director pharmacy and various staff in the department, in order to get

vital information for analysis and recording.

3.2.2 THE SECONDARY COLLECTION

The secondary collection is a method whereby the data are collected or obtained

indirectly unlike the primary collection. Here the researcher reviews the existing

document and forms. The drugs master list file and patient medication forms were

reviewed and data were collected. Also make use of existing literature, research

report, internet downloads and so on, in order to understand the diagnosis system.

3.3 ANALYSIS OF EXISTING SYSTEM AND DESIGN

System analysis is a process of investigating, analysis, design, installation and

evaluation of information system either for change or modernization. The main

objective of a system analysis is to study the requirement of UNTH by putting into

consideration what the hospital is doing, its problem’s and ways of improving their

differences.

Drug management system, drugs is gathered on the facing of the existing system

(manual).

22
3.3.1 THE PHARMACY DEPARTMENT

This department manages (control) drugs procurement, distribution and

inveinformation system in UNTH. It is under the supervision of the director of

pharmacy which deals with the maintenance and control of drug procurements and

distribution in the hospital. The functional of this module include inventory

management of drugs, proper procurement and distribution of drugs. The

pharmacy modules ensures that there is availability of sufficient quantity of drugs

and consumables, materials for the patients in a mode that neither hinders efficient

clinical work, non becomes a threat to the survival of the pharmacies.

Drugs usually comes into the pharmaceutical department through multination’s and

also from private registered pharmacy the drugs go through a process of

documentation that allows them to be taken into the main store when drugs arrive

fan inspectorate team being led by the assistant director of pharmacy looks at the

drugs and make assessments and approves them before they are registered (key in)

and store it in the pharmacy main store.

3.3.2 UNTH INPATIENT DRUG MANAGEMENT

The inpatients are those patients admitted in the hospital for treatment with a given

period of time; they pay and receive their drugs at the ward supply. The inpatients

23
have a drug prescription card called “Drug receiver store requisition /issue voucher

(DRIV) which the senior pharmacist assesses, checking the incompatibility, what

might cause drug reaction, dosage of drug and records of all the data in a file

register for patients.

3.3.3 DRUG PROCUREMENT SYSTEM IN UNTH

The Chief pharmacist prepares an annual budget request for drugs to suppliers,

different quotations are raised and a purchased order is given to the best supplier,

for supply of drugs. An inspectorate team receives and for selection of drugs which

include:

a) Evidence of performance in UNTH

b) Proven efficiency and safely.

c) Preference for Drugs that are well known.

3.3.4 THE PATIENT MEDICATION SHEET AND TREATMENT

Each sheet contains information on the patients’ drugs prescription. The nurses

schedule treatment for each patient and provide a permanent record of medication.

24
 THE PHARMACEUTICAL ORGANIZATION FLOW CHART

Director of the Pharmacy

Chief Pharmacist

Assistant Chief Pharmacist

Senior Pharmacist Principal Pharmacist

Techniques Junior
NYSC Intern
Pharmacist Pharmacist
Pharmacist pharmacis
t

Fig 3.1 The Pharmaceutical Organization Flow Chart

25
3.3.5 PRESENT SYSTEM APPROACH TO DRUG MANAGEMENT

Presently, the manual method is used for management of drug the hospital has a

drug procurement system, drug inventory control and distribution system.

I. The Procurement System

Procurement involves buying; it also involves the activities of identifying the

agency’s needs. The input specifications for the procurement system are as follow

a. Drug name

b. Quality

c. Price

d. Delivery

e. Description of drugs

f. Source of drug

g. Supplier

h. Purchase order

i. Quaintly

j. Date of production /data issue

k. Expiry date

l. Receipt voucher

26
 II Drug Categorization And Inventory

Drugs are categorized according to their pharmacological use. They are stored in

the main store records taken are:

a. Drug name

b. Drug pharmacological use

c. File number

d. Quantity

e. Location

f. Total annual usage

g. Unit of measure

h. Description

i. Purchase date

III Drug Distribution (Issues and Returned)

The inputs specification

a. Drug name

b. Quantity issued and returned

c. Source unit

d. Data and time of issue or retime

27
IV Patient Medication And Treatment Records

a) Name of patients

b) Category (inpatient /out patients)

c) Prescription date

d) Sex age, height, weight

e) Dosage

f) Ward of room number

g) Date of admission

3.4 LIMITATIONS OF THE EXISTING SYSTEM

i. Staff not being punctual to work, due to the lateness of staff there is a late

delivery of drugs to patients.

ii. Due to annual method of recording which is tedious and sometimes leads to

inaccurate records of data.

iii. Numerous files makes search of a particular date or record difficult, which

could lead to late delivery of drugs. Some files could also get missing.

iv. The facts of not being able to select out expired drugs that could be harmful

to patients.

v. In accurate records of number of drugs & patients.

28
3.5 SYSTEM DESIGN

System design is the process whereby information developed through system

analysis is synthesized with related knowledge in order to achieve the desired goal.

As the new system is focusing on how to create computerized inventory control

system, effort was made to present designs that will suite the research objectives.

So, the design of the software will help the user achieve the following objectives.

a. Have a workable form through which all the inputs will be made to the

system.

b. Generate a report that will be more meaningful to the management.

c. Design of a menu driven program so that the forms will be neatly

arranged and utilized.

d. Create a modular programming interface for easy debugging.

e. Design a system that will be very fast in operation.

3.5.1 EXPECTATIONS OF THE NEW SYSTEM

Due to problems observed, a new software will be designed to easy up the

problems of manual recording of drug (data), location of files, patients prescription

and record files for better distribution and management of drugs, that will enable

the system to be;

29
 a) Flexible

b) User friendly

c) Ease to use

The following must be achieved;

a) To order for drugs without mistake of procuring more than required.

b) To know the quantity of drugs remaining.

c) To prevent sales of expired drugs.

d) To ensure accurate keeping of records of drugs.

3.5.2 DESIGN OF THE NEW SYSTEM

Design of software is a creative task which has its objectives as the implementation

of a system creative benefits and improvements superior to those achieved over

named produces.

A software programmer/developer uses programming language to develop his

software and write programs. I wrote my program with Visual Basic 6.0 as my

front and Microsoft Access as my back end to call up my database. In this design,

am interested in its major stage, I took into consideration the people involved

(users) and the level of complexity of their jobs; it is more of a network relational
30
model which defines relationship and links between the job of one worker and

another.

3.5.3 FILE SPECIFICATION

3.5.3.1 FILE OPERATION

This module comprises of other sub-model like, receipts and drug procurement. In

this module it controls all the activities involved in registering new drugs and how

the drug is being procured.

3.5.3.2 EDIT MENU

This Module is more like a file maintenance menu where by drugs can be update,

delete, append new factures and also search or view already existing drugs in the

database. It comprises of the following sub-menu –update/Edit drugs, Delete

Drugs, search and Save Drugs.

3.5.3.3 ADMINISTRATOR

This module can also be called the program assets module. It comprises of three

things, administration set, log in /out and Edit user account sub-module. It helps in

controlling assets to the software like creating a password, changing password and

31
delete password. This entire password helps in controlling access towards the

program. This module grants access to the entire menu.

3.5.4 THE REGISTRATION FORM

This form is used for registration of all drugs. All drugs approved by the hospital

for use are registered with help of this form. This form is concerned with

information about the drugs, its manufacturer, types, location and distribution

3.5.5 DRUG STATISTICS AND STOCK BALANCING

This involves the managerial aspects, Drugs statistics tells one about the drugs in

the system, their total cost, those remaining etc.

3.5.6 PROGRAM ASSETS

The program assets file has three forms, create password form, change password

form and delete password form. All these form help in controlling access right of

each person using the program with password form. The administrator creates

password for users of the system with assets level that will make control access

granted.

32
3.6 DATABASE FILE

TABLE 3.1 LOGIN MENUS

FIELD NAME DATA TYPES

User name Varchar

Password Varchar

TABLE 3.2 DRUG TABLE

FIELD NAME DATA TYPE FIELD SIZE CONSTRIANT

Drug Name Text 25 Primary

Date of purchase Text 25 Required

Manufacturing date Text 25 Required

Expiring date Text 25 Required

Quantity Text 25 Required
Manufacturer Text 25 Required
Cost Text 25 Required

Add New Text 25 Required

Save Text 25 Required
Cancel Text 25 Required

33
TABLE 3.3 PROCUREMENT TABLE

FIELD NAME DATA TYPE FIELD SIZE CONSTRIANT

Drug Name Text 25 Primary Key

Quantity Text 25 Required

Price Text 25 Required

Delivery Text 25 Required

Drug description Text 25 Required

Drug source Text 25 Required

Supplier Text 25 Required

Purchase Order Text 25 Required

Date of production Text 25 Required

Expiring date Text 25 Required

Receipt voucher Text 25 Required

34
TABLE 3.4 DRUG DISTRIBUTIONS

FIELD NAME DATA TYPE FIELD SIZE CONSTRINT

Drug name Text 25 Primary key

Quantity issued Text 25 Required

Quantity returned Text 25 Required

Source unit Text 25 Required

Date issued Text 25 Required

Time issued Text 25 Required

35
TABLE 3.5 NEW PATIENTS

FIELD NAME DATA TYPE FIELD SIZE CONSTRIANT

Name of patient Text 25 Primary key

Category Text 25 Required

Sex Text 25 Required

Prescription Text 25 Required

Age Text 25 Required

Date of Admission Text 25 Required

Ward number Text 25 Required

36
TABLE 3.6 PATIENT MEDICATIONS

FIELD NAME DATA TYPE FIELD SIZE CONSTRIANT

Name of patient Text 25 Primary key

Category Text 25 Required

Prescription date Text 25 Required

Age Text 25 Required

Height Text 25 Required

Weight Text 25 Required

Dosage Text 25 Required

Date of Admission Text 25 Required

Ward number Text 25 Required

37
 3.7 SYSTEM FLOWCHART

Request Raise “Drug

Receive Issue
for new purchase files
drugs drugs to
drugs request update requesting
unit

Bid Assessment
Analysis of Drugs

Drug Yes Is
Supplier’s main issued
selection & store fully
utilized
purchase
order

No
Supplier’s
or order Stop

acceptance

FIG 3.2 DATA FLOW DIAGRAM: This is how data flows from the request for

drug to how is be received and updated, how drug is been issued.

38
 Start

Set up hospital
parameters

Load Drugs
Information

Load User Information

Return to higher level

module

Perform Varies Task

Option

Fig 3.3 LOGIC SCHEME FOR THE NEW SYSTEM

Logic scheme for the new system shows how the program is loading from the

start to the information process.

39
 Stop
Start

Perform all Drug Inventory

Hospital setup Set up all Admin functions

No Enter Is password No
Yes
hospital & user
name
Activate Admin
name &
password correct? set up

Yes

Setup hospital
information

Fig 3.4 FLOW CHART PROGRAM SET UP/HOSPITAL SET UP

This program set up/hospital set up shows how you can set up your admin and how

it can be activated if username or password is incorrect.

40
 Start

Administrator
Permission
denied
Log in

No Does
username Is Yes
& password password Edit user password
default ok for security

Yes

Activate Drugs sales

menu

Exist menu

Fig3.5 FLOW CHART FOR LOGIN MODULE: This login module shows

how login can be made, if your username or password is wrong permission will be

denied but if ok or correct permission will be allowed.

41
 Start

Hospital setup

Access No Is user Yes Activate Drug

denied name & procurement menu,
password and search drugs

Stop

Fig3.6 FLOW CHART FOR DRUG PROCUREMENT

This procurement chart is how drug is being procured and how to locate

procurement in the the program.

42
 3.8 TOP- DOWM DIAGRAM
LOGIN

Main Menu

File Inventory Procurement Distribution View About

New New Inventory

password Drug
Drug System
Procure informat
Balance ment ion
of Drug
New Drug
patient Distribut
Drug
ion
Expired Distribut
Drug ion
About
New program
medication Update mer
Patient
Drug

Exit Delete
Drug

FIG 3.7 TOP- DOWM DIAGRAM

43
This top- down diagram shows how the whole program is designed. From the main

menu you will get the following sub-menus file, inventory, procurement,

distribution, view and about, under this you will get other sub menus.

44
 CHAPTER FOUR

IMPLEMENTATION AND TESTING

4.1 CHOICE OF DEVELOPMENT TOOLS

To ensure a standardized object oriented program in its entire ramification, I used

visual basic 6.0, after which I used Microsoft office Access to call up my database

which is a pseudo relational database management system from Microsoft that

combines the relational Microsoft jet Database Engine with Graphical interface

and software development tools. I used it because of its interoperability with visual

Basic (my front end) which is also an event driven programming application.

Using Microsoft Access one can

i) Add new data to a database such as a new item in an inventory.

ii) Edit existing data in the database such as changing current location of

an item.

iii) Delete information, perhaps if an item is sold/ discarded.

iv) Organize, view and share data in a different way using e-mail.

45
4.2 SYSTEM REQUIREMENTS

The major requirements for the smooth use of this system are better described

under two types; the hardware requirements and the software requirements

4.2.1 SOFTWARE REQUIREMENTS

The following software is required for the adequate implementation of the new

design;

1. Windows operating system(window 98, window 2000, window XP, window

7)

2. Visual Basic 6.0.

3. Microsoft Access.

4. Anti-virus program (updated).

4.2.2 HARDWARE REQUIREMENTS

The new design will need the following hardware requirement to work effectively.

They include:

a. A complete computer set of at lest Pentium II with a reasonable and

sizeable hard disk space of at least 2GB and above.

b. A networked environment to ensure the collection of data and records to

central database storage device.

46
c. The share able resource such as printers fax machines, scanners etc. Can

Also be connected so that users can make use of it.

d. A 15” svga colored monitor.

e. An enhanced keyboard.

f. Cd Rom 48X and above, 3.5(1.44) FDD Drive.

g. Enhanced parallel or serial mouse.

h. Memory of about 128 megabyte and above.

4.3 IMPLEMENTATION

System implementation involves the actual installation or putting into place

a new/improved system that has been designed for the workability of this
new system. The research work will be meaningless if after design and the
system is not implemented. Thus, in ensuring smooth implementation of
this research work to develop a computerized drug procurement and
distribution tracking system for the project (UNTH), there is an effort to
document all the necessary steps taken to complete the design, and also
provision of a proper documentation that would assist in implementation of
the new software.
Documentation and implementation are principal stages of software
development. Documentation is a well-defined description of what a
program will accomplish with hope of making future amendments easier.
Implementation is a process involved in changing an old system to a new

47
 system. These are important systems in the software development that must
not be undermined.

Login X
PLEASE ENTER YOUR USERNAME/PASSWORD

ADMIN
USER NAME

PASSWORD

OK Cancel

LOGIN MENU: This is where you type in your username and password so that

you can be able to access your system.

48
 NEW DRUG EXIT
DRUG NAME

DATE OF PURCHASE

MANUFACTURED DATE

EXPIRING DATE

QUANTITY

MANUFACTURER

COST

Add New Save

NEW DRUG INVENTORY

New drug inventory is where you take all information about a new drug that has

been bought. All necessary inventories are taken in this form.

49
 DRUG PROCUMENT EXIT
DRUG NAME:

QUANTITY:

DELIVERY:

EXPIRING DATE

QUALITY

SUPPLIER

PURCHASE ORDER

DATE OF PRODUCTION

RECIEPT VOUCHER

Add New Save

DRUG PROCUREMENT: This activities of involves buying; it also involves the

activities of identifying the agency needs.

50
 4.4 TESTING

Testing is the process of executing a system program or application with the intent

of finding software bugs. The accuracy of the program was tested with some

varying data. It gives assurance that the new system will achieve its objectives and

purpose.

4.4.1 Unit Testing

The Test Data Expected Tested Result Actual Test Result

When the software is run, a form

now appears where you supply your
Login Form Expected to see the login
username and password
form immediately the
software is run

Contain 6 buttons, 3 are

expected to drop down a
Main Menu
menu and the remaining 3 are
Form
not expected to.

1st button: FILE drops down

NEW PASSWORD, NEW
PATIENT, PATIENT
MEDICATION AND EXIT
After login, 6 buttons appear. 3 drop
2nd button: INVENTORY
down menus while the remaining 3
51
 drops down NEW don’t.
DRUG,BALANCE OF
DRUG,EXPIRED
DRUG,UPDATE DRUG and
DELETE DRUG

3rd button: PROCUREMENT

4th button: DISTRIBUTION

5th button: VIEW drops down

INVENTORY, DRUG
DISTRIBUTION and
PATIENT

6th button: ABOUT

Expected to enable user Allows the user to create a new

change his password password
New password

Expected to enable user Allows the user to register a new

register a new patient patient
New patient

52
 Expected to enable user Allows the user to register a patient
register patient medication medication
Patient
medication

Expected to enable the user Allows the user to register a new

register a new drug drug
New drug

Balance of drug, Expected to enable the user Allows the user to view balance of
view balance of drug, expired drug, expired drug, inventory, drug
Expired drug,
drug, inventory, drug distribution and patient.
Inventory, drug distribution and patient.
distribution and
patient.

Update drug Expected to enable the user Allows the user to update drug.
update drug.

Delete drug. Expected to allow user delete Allows the user to delete drug.
unwanted drug.

53
 It is expected to see some Some system information is here.
information
About

4.4.2 System Testing

After test running was varied data, which is after running the program, the output
was shown on the monitor. The output can also be printed on paper. These show
that the new system was perfect and effective.

54
 CHAPTER FIVE

SUMMARY, RECOMMENDATION AND CONCLUSION

5.1 SUMMARY:

These systems underpin all the activities of drug procurement and distribution

tracking system, by providing good health care and safety. It also provides fast

access to drug information and the current status of drug can be obtained from the

database files unlike the manual system.

This can be applied by using computer to determine the effectiveness of drug stock

control; it helps in making quick decision by members of the organization.

Further enhancement should be made on drug procurement, and distribution

tracking system of hospitals such as medical records, billing and general hospital.

5.2 LIMITATION

1. This work is design strictly for the use in UNTH. If any other hospital is to

use it, it has to be modified.

2. The hospital (UNTH) has to train their staff on the use of computer system.

3. Some modification can be made in order to improve more on the design.

55
5.3 RECOMMENDATION

This work is recommended to improve in the way drug should be search. It should

have a drop down menu that have lists of drugs in order to make work easy and

also in the expiring date, it should have a sign to show that a drug have expired.

5.4 BEME (BILL OF ENGINEERING MEARSUREMENT AND

EVALUTION).

ITEM ITEM PRICE( N )

COMPACT DISK 500

MODEM 5500

TRANSPORT 5000

VB 10 TUTORIALS 20,000

PHONE CALLS 2,000

COMPUTER SYSTEM 90,000

PRINTING 2,000

BINDING 500

TOTAL 130,000

56
5.5 CONCLUSION

The benefit of using drug procurement and distribution tracking system cannot be

over emphasized. This is because the system will increase the speed and accuracy

of procurement, distribution and tracking of drug in pharmacy department of any

hospital especially that of UNTH. It will also eliminate the case of misplacing files

of patient and reduce the pilling up of papers in the office.

57
 BIBLOGRAPHY

Afolabi, M. (1991). Education and Training Archives in Africa. Odun Publishing

Company: Ibadan.

Bahol, R. (2004). Implementing an Integrated Computer Patient Record.

Department of Computer and Information Science. British Journal of
Hematology: Linkoping University Sweden.

Brian, T. (2006). Database Design and Management. (3rd ed.).Practice Hall

Publishers: New York.

Chandrasekaran, J. (1983). Approach to the Design of Medical

Decision Making System. Macmillan Computer Publishing.

Codd, E. (1970). A Relational Model for Language Shared Banks. In

Communication for Data Banks.

Date, C. (2003). An Introduction to Database System (5th ed.). Addison

Wesley Publisher: London.

Enwere, J. (1992). Records Management in Nigeria Library and Information

Service Review. Akin Publishing Limited: Lagos.

Essien, E. (1997). Automated Drug Inventory Control System BSc. Project

work. Federal University of Technology: Owerri.

George, W. Reynolds, & Ralph, M. (1998). Principles of Management

Information System (3rd ed.). Jossey-Bass Publishers: UK.

58
Greg, P. (1998). Teach yourself Visual Basic 6 in 21 days. Macmillan Computer
Publishing: London.

John, S. & Roger, H. (1983). Computer Studies a 1st Course.

Pitman Education Limited: London.

Kenny, S. M. (2008). Database Backup and Recovery Basics. Retrieved from

http://www.download.oracle.com.2012-07-12.

Nkiro, S. (2007). Principle of Database Management. Agbowo, Odun Prints

and Packs.

Ohuabunawa, M. (2003). Healthcare Delivery in Nigeria, Past Present and Future.

Journal Pharmacy: Nigeria.

Opera, F. (2002). Computer and Data Management with System

Maintenance. Springfield Publisher: Lagos.

Osuagwu, O. (2009). Software Engineering Methodology (2nd ed.).

Federal University of Technology Owerri pp310: Owerri.

Robert, K. (2002.). Healthcare Information Management System Society.

Jossey-Bass Publishers: UK.

Schiff, G. (1998). Computerized Prescribing: Building the Electronic

Infrastructure for Better Medication Usage. Journal of America Medical
Association.

59
Yvonne, D. (1999). Centralized Automated Drug Dispensing System.

(Healthcare): USA.

60
 APPENDIX A

“Program Source Codes”

NEW REGISTRATION

Private Sub Command1_Click()

With Form1.Data1

.DatabaseName = App.Path & "\gdb.mdb"

.RecordSource = "SELECT * FROM inventory"

.Refresh

Do Until .Recordset.EOF

If Form1.Txtname.Text = .Recordset.Fields("drug_name") Then

GoTo 20

Exit Do

End If

.Recordset.MoveNext

Loop

End With
61
 GoTo 3

20 With Form1.Data1

.DatabaseName = App.Path & "\gdb.mdb"

.RecordSource = "SELECT * FROM inventory"

.Refresh

.Recordset.Edit

.Recordset.Fields("drug_name") = Txtname.Text

Dim t As Integer

t = Val(Txtdate.Text) - Val(Text1.Text)

If Val(t) < 0 Then

MsgBox "Sorry You have less quantity for supply"

GoTo 3

Else

.Recordset.Fields("quantity") = t

Dim s As Integer
62
s = Val(Label8.Caption) - Val(Text1.Text)

.Recordset.Fields("balance") = s

.Recordset.Fields("source_unit") = Txtadd.Text

.Recordset.Fields("date_issued") = Txtphone.Text

.Recordset.Fields("time_issued") = Txtemail.Text

.Recordset.Update

End If

End With

MsgBox ("UPDATE SUCCESSFUL")

Unload Me

3 End Sub

Private Sub Command2_Click()

MsgBox ("DO WISH TO QUIT?")

Unload Me

End Sub

Private Sub Command3_Click()

63
Txtname.Text = ""

Txtdate.Text = ""

Text1.Text = ""

Txtadd.Text = ""

Txtphone.Text = ""

Txtemail.Text = ""

End Sub

Private Sub Form_Load()

On Error Resume Next

With Form1.Data1

.DatabaseName = App.Path & "\gdb.mdb"

.RecordSource = "select * from inventory"

.Refresh

.Recordset.MoveFirst

Do Until .Recordset.EOF
64
 If Form14.Text1.Text = .Recordset.Fields("drug_name") Then

Txtname.Text = .Recordset.Fields("drug_name")

Txtdate.Text = .Recordset.Fields("quantity")

Label8.Caption = .Recordset.Fields("balance")

Exit Do

End If

.Recordset.MoveNext

Loop

End With

End Sub

DRUG PROCUREMENT

Private Sub Command1_Click()

With Form1.Data1

.DatabaseName = App.Path & "\gdb.mdb"

65
.RecordSource = "SELECT * FROM procure"

.Refresh

.Recordset.AddNew

.Recordset.Fields("drug_name") = Text1.Text

.Recordset.Fields("quantity") = Text2.Text

.Recordset.Fields("price") = Text3.Text

.Recordset.Fields("delivery") = Text4.Text

.Recordset.Fields("description") = Text5.Text

.Recordset.Fields("source") = Text6.Text

.Recordset.Fields("supply") = Text7.Text

.Recordset.Fields("purchase") = Text8.Text

.Recordset.Fields("quality") = Text9.Text

.Recordset.Fields("production") = Text10.Text

.Recordset.Fields("expire") = Text11.Text

.Recordset.Fields("voucher") = Text12.Text

.Recordset.Update

End With
66
MsgBox ("RECORD SUCCESSFUL")

End Sub

Private Sub Command2_Click()

Text1.Text = ""

Text2.Text = ""

Text3.Text = ""

Text4.Text = ""

Text5.Text = ""

Text6.Text = ""

Text7.Text = ""

Text8.Text = ""

Text9.Text = ""

Text10.Text = ""

Text11.Text = ""

Text12.Text = ""
67
End Sub

Private Sub Label17_Click()

cd.ShowPrinter

End Sub

INVENTORY

Private Declare Function OSWinHelp% Lib "user32" Alias "WinHelpA" (ByVal

hwnd&, ByVal HelpFile$, ByVal wCommand%, dwData As Any)

Private Sub Coand3_Click()

Txtname.Text = ""

Text1.Text = ""

Txtadd.Text = ""

Txtphone.Text = ""

Text2.Text = ""

End Sub

68
Private Sub Command1_Click()

With frmMain.Dat1

.DatabaseName = App.Path & "\GDB.mdb"

.RecordSource = "select * from inventory"

.Refresh

Do Until .Recordset.EOF

If frmMain.Txtname.Text = .Recordset.Fields("drug_name") And

frmMain.DTPicker1.Value = .Recordset.Fields("date_purchase") Then

MsgBox ("The Name already exist")

GoTo 20

Exit Do

End If

.Recordset.MoveNext

Loop

End With
69
If Txtphone.Text = "" Then

MsgBox "Please fill in the form properly,Fields are empty"

GoTo 20

Else

With frmMain.Dat1

.DatabaseName = App.Path & "\GDB.mdb"

.RecordSource = "SELECT * FROM inventory"

.Refresh

.Recordset.AddNew

.Recordset.Fields("drug_name") = Txtname.Text

.Recordset.Fields("date_purchase") = DTPicker1.Value

.Recordset.Fields("manufacturer_date") = DTPicker3.Value

.Recordset.Fields("expiry_date") = DTPicker2.Value

If DTPicker2.Value = DTPicker1.Value Then

MsgBox "Drug expiring today"

GoTo 20

Else

70
 .Recordset.Fields("manufacturer") = Txtphone.Text

.Recordset.Fields("quantity") = Txtadd.Text

Dim t As Integer

t = Val(Txtadd.Text) + Val(Text1.Text)

.Recordset.Fields("balance") = t

.Recordset.Fields("cost") = Text2.Text

.Recordset.Update

End If

End With

End If

MsgBox "DRUG SAVED"

20 End Sub

Private Sub Command10_Click()

Frame2.Visible = False

End Sub
71
Private Sub Command12_Click()

Frame1.Visible = True

Frame2.Visible = False

Frame3.Visible = False

Frame4.Visible = False

Frame5.Visible = False

Frame6.Visible = False

End Sub

Private Sub Command2_Click()

Frame3.Visible = True

Frame1.Visible = False

Frame2.Visible = False

End Sub

Private Sub Command3_Click()

If search.Text = "" Then

MsgBox ("NO NAME ENTER")

72
GoTo 3

End If

With Form1.Data1

.DatabaseName = App.Path & "\gdb.mdb"

.RecordSource = "select * from inventory"

.Refresh

.Recordset.MoveFirst

Do Until .Recordset.EOF

If frmMain.search.Text = .Recordset.Fields("drug_name") Then

Form7.Show

search.Text = ""

Exit Do

Else

End If

.Recordset.MoveNext

Loop search.Text = ""

Exit Sub
73
 APPENDIX B

APPENDIX 1 LOAD MENU

APPENDIX 2 LOGIN PAGE

74
APPENDIX 3 MAIN MENU

APPENDIX 4 NEW PATIENT

75
APPENDIX 5 PATIENT MEDICATION

APPENDIX 6 NEW DRUG

76
APPENDIX 7 VIEW EXPIRING DATE

APPENDIX 8 UPDATES DRUG

77
APPENDIX 9 DRUG DISTRIBUTION

APPENDIX 10 DRUG PROCUREMENT

78