WOLKITE UNIVERSITY

COLLEGE OF COMPUTING AND INFORMATICS

DEPARTMENT OF INFORMATION SYSTEMS
PROJECT TITLE : PORTAL PHARMACY MANAGEMENT SYSTEM

STUDENT NAME ID NUMBER

SAMUEL ADEMA NSR/1260/12
ZEKARIAS AMARE NSR/1600/12
YONATAN SISAY NSR/1583/12

Project Advisor:- Mr Yidnekachw kibru

DECEMBER 20, 2022

 Table of Contents
CHAPTER - ONE:......................................................................................................................................1
1. Introduction.........................................................................................................................................1
1.1 Background...........................................................................................................................................1
1.2 Statement of the problem.......................................................................................................................2
1.3 Objectives of the project........................................................................................................................2
1.4.1 General Objective...........................................................................................................................2
1.4.2 Specific Objective...........................................................................................................................2
1.4 Feasibility Study....................................................................................................................................3
1.4.1 Technical Feasibility.......................................................................................................................3
1.4.2 Operational Feasibility....................................................................................................................3
1.4.3 Economic Feasibility......................................................................................................................3
1.4.4 Political Feasibility.........................................................................................................................4
1.5 Scope and limitation of the project........................................................................................................4
1.5.1 Scope of the project....................................................................................................................4
1.5.2 Limitation...................................................................................................................................4
1.6 Significance of the project....................................................................................................................5
1.7 Beneficiary of the System......................................................................................................................5
1.8 Methodology of the project..................................................................................................................5
1.8.1 Method of data collection...........................................................................................................6
1.8.2 System Design and Analysis Methodology.................................................................................6
1.8.3 System development model........................................................................................................7
1.8.4 Development tools and technologies..........................................................................................7
1.9 Budget and time schedule of the project................................................................................................8
1.9.1 Budget of the project..................................................................................................................8
1.9.2 Time schedule of the project......................................................................................................9
Chapter 2: Description of the existing system...........................................................................................10
2.1. Introduction....................................................................................................................................10
2.2Users in existing system....................................................................................................................10
 2.3. Major Functions of the Existing System..........................................................................................11
2.4. Forms and Other Documents of the Existing Systems..................................................................11
2.5. Drawbacks of the Existing System..................................................................................................13
2.6. Business Rules of the Existing System.............................................................................................14
1.10 Reference..........................................................................................................................................15
 Table list

Table 1.1 Budget schedule........................................................................................8

Table 1.2 Team Composition....................................................................................9
 Figure List

Figure 1. 1 Time Schedule.........................................................................................9

Figure 1. 2 Prescription Letter.................................................................................12
Figure 1. 3 medicine recipt......................................................................................13
CHAPTER - ONE:

1. Introduction
Technology is spreading its wing in almost every walk of human life activities. Now a day it is
better if every activity is done using new technology in order to fulfil the need of human being,
organization and enterprise. Today world there are all organizations needs to be preferable,
computable and work on fastest way in order to satisfy user interest. I.e. they should have
facilitated their activities in computerized way. Hence pharmacy information management
system is a system that is designed to improve accuracy and to enhance the performance of the
task in the pharmacy like, registration of drugs, searching drugs information based on location,
checking expired date of drugs and other tasks. It is a computer and web based system which
helps employee’s to facilitate the activity of the pharmacy in appropriate manner. The pharmacy
has places which the drugs are available. The stock is the place in which the drug that needs to be
sold is stored. Currently all activities in the pharmacy performed manually. It requires the
pharmacist monitor manually each drug that is available in the pharmacy or not. This usually
leads to mistakes as the workload of the pharmacist increases.the purpose of this project is to
manage all data for pharmacy to maintain their business through the system rather than recording
their data manually and connecting one pharmacy to the other pharmacy. [1]

1.1 Background
Pharmacy is the backbone of the medical health sector. Now it gives a honorable service for the
society by selling different medical drugs. One of them is sawi pharmacy which initially started
business almost 6 years ago and is owned by local villagers of gubre people and its Supply and
demand is based on market needs of the society.currently it uses manual system in order to
manage the overall activity of the pharmacy, which lead to wastage of time, and material.

Pharmacy is the science and technique of preparing, dispensing, and reviewing drugs and

providing services. It is a health profession that links health sciences with pharmaceutical
sciences and aims to ensure the safe, effective, and affordable use of drugs. The professional

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practice is becoming more clinically oriented as most of the drugs are now manufactured by
pharmaceutical industries. Based on the setting, the pharmacy is classified as a community or
institutional pharmacy. Providing direct patient care in the community of institutional
pharmacies are considered clinical pharmacy. [2]

1.2 Statement of the problem

The current pharmacy system work manually and it is tedious. Currently, all activities pharmacy
are going on manually, due to this a number of problems are occur. Pharmacist currently they
use paper based data recording system it is difficult to record drugs based on their categories and
functions.

 The pharmacy is checking expired date of drugs is done by pharmacist manually

 Updating and deletion of drugs information on existing system has risk, because of the
current system have no integrated checking mechanism.
 Patient can’t search drug information based on location because uses manual recording
system.
 Managing a pharmacy with records on papers will be tedious and difficult to keep track
of inventory with regards to the drugs in the store.
 Checking availability of drugs is done by scanning drugs manually inside the pharmacy

 Time and resource consumption.

1.3 Objectives of the project

1.4.1 General Objective

The general objective of this project is to develop a web based portal pharmacy information
management system for gubre town to solve the above-mentioned problem.

1.4.2 Specific Objective

To accomplish the general objective we could have the following specific objective.

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The specific objectives of the project are:
 Reviewing how the current system works.
 Gather requirements for the system.
 Identify functional and non functional requirements for the new system.
 To develop the system documentation with detailed uml specifications.
 To implement the proposed system
 To develop the system that can check expired date of drugs information.
 To create fast and reliable system.
 To design a user friendly interactive system.

1.4 Feasibility Study

Feasibility study is helps to test the system according to its workability, impact of the
organization, ability to meet user needs and effective use of the resources.It is essential to
evaluate the cost and benefits of the new system. On the basis of the feasibility study decision is
taken on whether to proceed or to cancel the project. We can test our system by different type of
feasibilities.

1.4.1 Technical Feasibility

The system to be developed by using technologically system development techniques such as

PHP, JAVA script, CSS and MYSQL database without any problems and the group members
have enough capability to develop the project. So the system will be technically feasible.

1.4.2 Operational Feasibility

Currently there is a problem in pharmacy system mechanism. So the proposed system will be
implemented to solve this problem. The system provides a description to the customer about how
to use the system.

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1.4.3 Economic Feasibility

This stage determines the cost or value of the project. It can be software, hardware, and people.
The new proposed system will be economically feasible because it takes less economy as
compared as the existing system.

1.4.4 Political Feasibility

The system to be developed is not conflict with any government directives(rule), because it gives
services for the people effectively and efficiently, all the stakeholders also agreed before the
system developed. So the government is profitable and the system will be politically feasible.

1.5 Scope and limitation of the project

1.5.1 Scope of the project

The aim of this project is to develop web based pharmacy management system for gubre
town.The scope of the project covers the area of the project and activities, operations done by the
system.The proposed system focuses to manage the pharmacy information management system.

 System notifies expired date

 The system notify the remaing drug.

 The manager, cashier and pharmacist can generate report

 The cashier prepare bill and print receipt and generate report.

 Systemadmin can create, update and deactivate user account

 Pharmacist update drug information

 The store coordinator register drugs information, check expired date, delete expired drugs, and
generate report

 The Pharmacist check expired date and register soled drugs information

 Customer can search drug information and provide comment online

 Manager can sent order to the supplier

 The supplier can view, accept and reject order and, add comment

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  All user search drug information by using the system

1.5.2 Limitation
Due to system complexity the proposed system has some limitations:

 The system will not support shipment.

 The system does not manage human resource of the pharmacy

1.6 Significance of the project

Some of the significances of the project are:

 Avoiding improper resource consumption and time for pharmacist and customer.
 Reduced overall the work load of patients or customers.
 Customer can search drug information online based on location.
 To make management easy to maintain record.
 Reduce manual process and cost to maintain existing system.
 Improving efficiency, control and security of existing system.
 Improve employee moral by eliminating burdensome and boring job tasks
 Fasten and facilitate the strategy of processing of pharmacy management

1.7 Beneficiary of the System

After completion of our project the beneficiaries are:

 Customer
Customer will be satisfied by the information that we provide .can see the drug he want.
 Pharmacist
The workload can be less because of computerized the system which in the past was
manually.
 Manager
Manager can get information easily.
 Store-coordinater
Manage the medicine activitys.

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1.8 Methodology of the project

Methodology is the systems of methods how to gathering information, analyze and design the
system, implement, test and evaluate.

1.8.1 Method of data collection

 Interview: to get the basic information and background information about the existing
pharmacy system, the team will interview those who work in the pharmacy around gubre
.we will be asking about how to generate report ,business rule in the pharmacy ,how to
remove expired drug in the pharmacy ,how to report when the drug finished and the
business rule about the pharmacy.
 Observations: we will use to gather additional data by observing the actual work being
done by the pharmacy.

 Document analysis: the project team will try to discover written documents about the
pharmacy management system.
 Reading, softcopy ,online books and searching internet for literature review
 We use brainstorming to share information between group members.

1.8.2 System Design and Analysis Methodology

Object Oriented Analysis(OOA) :used to model the function of the system (use case
modeling), find and identify the business objects, organize the objects and identify the
relationship between them and finally model the behavior of the objects.

Object Oriented Design(OOD) :use software to refine the use case model, and to reflect the
implantation environment, model object interactions and behavior that support the use case
scenario, and finally update object model to reflect the implementation environment.

 Use case diagram: represent the functionality of the system from a user point of view,
they define the boundaries of the system.
 Sequence diagram: represent the system behavior in terms of interactions among a set of
objects sequentially.

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  Activity diagram: are flow diagram used to represent the data flow or the control flow
through a system.
 Class diagram:are used to represent the structure of the system in terms of object, their
attribute, and operation (method).

1.8.3 System development model

Agile software development model

This type of model is suitable for our project because, agile model adopts Iterative development.
Each incremental part is developed over iteration. Each iteration is intended to be small and
easily manageable and that can be completed within a couple of weeks only. And it has many
advantages some of them are:-
 Increase customer satisfaction by rapid, continuous delivery of useful software.
 Used to gain a clear understanding of various requirements.
 Continuous attention to technical excellence and good design

1.8.4 Development tools and technologies

Software and hardware tools are necessary for the development and implementation of the
project. The following tools will be use to develop the proposed system.

Hardware tools

 PC: to perform our task like writing documentation and codes.

 Flash: is used to store file or to transfer file from computer to computer or any other
device.
 Hard Disk :is used to make back up files or store files.
 Mobile camera: to capture image that we need to the project.

Software tools

 Microsoft word 2019: it is software used to write our system proposal.

 Microsoft PowerPoint 2019: it is software used for presentation.

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  E draw Max: is software which we used to draw unified modeling diagram Such as
sequence diagram, activity diagram etc.
 Web browsers : like Mozilla Firefox to display our project.
 Operating System: - Windows 11.

System development tools

The implementation of the system can be user friendly and develop by using the following tools.

 HTML: to define the content of web pages

 CSS: to specify the layout of web pages/formatting.
 JS: program the behavior of web pages.
 PHP: is a server scripting language.
 Web browser: is a software application used to run the coding part. 
 VS-Code: for writing the coding part.
 XAMPP: is a software distribution which provides the apache web server, MySQL
database and PhP.

1.9 Budget and time schedule of the project

1.9.1 Budget of the project

Budget is determined how many cost or value takes to complete the projects. It can be software,
hardware and people. Budget is a formal statement of estimated expenses based on future plans
and objectives to complete our project.

Table 1.1 Budget schedule

Material Quantity Price/Cost

Paper 100 100 Birr

Pen 3 50 Birr

Flash 1(32GB) 600 Birr

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 Data cable 1 100 Birr

Dell pc 1 28,000 Birr

Mobile card for calling For 15(25) 375 Birr

Transportation 6(10*3) 180 Birr

For print 100 500 Birr

Total 29,905 Birr

1.9.2 Time schedule of the project

Schedule is a process of assigning the time and completion date for all major activities within a
project.Schedule is a plan of procedure usually written for a proposed objective especially with
reference to the sequence and time allotted for each item or operation necessary to complet a
project.

Figure 1. 1 Time Schedule

Team composition

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Table 1.2 Team composition

Task Member of this project

Requirement gathering All members
Requirement analysis All members

Proposed system design All members

Implementation All members

Testing All members

Chapter 2: Description of the existing system

2.1. Introduction

This chapter describes the existing system, players in the existing system general work flow of
pharmacy information management system. In addition to this the business rule is identified,
report generated in the existing system, alternative solutions suggested to overcome existing
system, finally the proposed system (functional and non-functional requirement) and system
modeling. . The major functionalities of the existing system are listed below.

 Purchasing drugs and selling drug for customers

 Register drugs information by using paper

 The pharmacist checks expired date of drugs manually

 Pharmacists prepare report and submit to the manager by using paper based.

 Manager request(order) purchase by paper based method

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2.2Users in existing system
Actors are someone or somethings represents external entities that interact with the system.the
existing system compromises different players to carry out its job. Among those different actors
(players), the most common actor is:

 Pharmacist: the customer comes with the ordered prescription then the pharmacist looks
that order of drug and gives the drug accordingly. The customer gets his/her requested
service from the pharmacist.
 Patient (customer): a person who accesses the drug from pharmacy in case of sick or some
purpose.
 Cashier: the cashier receives the cost of the drug from the customer ordered by the
pharmacist.
 Manager: the manager gets reports from the pharmacist. The reports help the manager to
order new drugs and to see how services are given to the customers.
 Supplier: the supplier is responsible to supply drugs to the pharmacy.

2.3. Major Functions of the Existing System

 The store coordinator will record the information of the drug on paper.

 Some drug move from store to stock and place on the shelf.

 The customer will provide written prescription for the pharmacist

 The pharmacist view prescription and takes drugs from the shelf and sell for customer

 The cashier prepare bill

 Customer will pay.

 The cashier Print receipt for customer

 All the drugs will be packed and delivered to the custome

2.4. Forms and Other Documents of the Existing Systems

In the existing system the prescription paper they use and the receipt letter that they accept from
there supplier.

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Figure 1. 2 Prescription Letter

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 Figure 1. 3 medicine recipt

2.5. Drawbacks of the Existing System

 Pharmacist use paper based data recording system.

 The pharmacist is checking expired date of drugs manually by seeing

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  Patient can’t search drug information

 Managing a pharmacy with records on papers will be tedious and difficult.

 Checking availability of drugs is done by seeking.

2.6. Business Rules of the Existing System

Business rules can be created when necessary for internal purposes.  In order to meet the
business goals, businesses can come up with their own business rules and self-impose them in
order to meet their standards.

BR1: The manager should send order to the supplier

BR2: The supplier should view, accept, reject order add comment
BR3: Manager should View comment, process payments, check expired date, view
available
drugs in the store, generate report, view available drug in the stock.
BR4: Store coordinator should register drugs information that comes from supplier.
BR5: Drugs should order in their identifiable type to facilitate searching requested drug.
BR6: The pharmacist and store coordinator check expired date of drugs receipt for
customer
BR7: Expired drugs must be removed from the pharmacy.
BR8: The cashier must prepare receipt

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1.10 Reference

[1] R. j. “www.emedicaresoft.com,” college, 2020. Available:

https://www.academia.edu/49433104/Pharmacy_Management_System.

[2] wikipedia, “wikipedia.org,” wikipedia, 3 october 2022. Available:

https://en.wikipedia.org/wiki/Pharmacy.

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