DRUG PROCUREMENT AND DISTRIBUTION TRACKING SYSTEM
ABSTRACT
Drug procurement and distribution tracking system is a set of computer programs that obtains the supplies of drugs, distribute the drugs and monitors the inventory control of the drugs. Using the pharmaceutical department of Portharcourt University teaching hospital as a case study, the department using manual method to operate lacks good storage of information system for drugs. Recording system tends to be complex and the method of tracking expired drug is poor. The good approach to this problem is to involve the use of computer by designing the form, using Access in developing the database and Visual basic as the programming language, to enable keeping accurate record of drug and prevent sales of expired drug. This guarantees the peoples right to good health care and ensures that drugs received are genuine and safe.
TABLE OF CONTENT
Chapter One: INTRODUCTION
1.0    Introduction
1.1    Background of Study
1.2    Statement of the Problem
1.3    Objective of the Study
1.4    Scope of the Study
1.5    Significance of the Study1
.6    Limitation of the Study
1.7    Definitions of Terms
Chapter Two: REVIEW OF THE LITERATURE
2.0    Literature Review
2.1    Computerization in Drug Management System
2.2    General Overview of Drug Management Information System
2.3    Drug Procurement
2.4    Drug Distribution
2.5    Visual basic 6.0
2.6    Softrex Formular
2.7    Management Information System
2.8    Benefit of Management Information System
2.9    Component of a Database Management System
Chapter Three: METHODOLOGY AND SYSTEM ANALSIS
3.0    Methodology and System Analysis
3.1    Methodologies
3.1.1    Structured System Analysis and Design Methodology
3.1.2    Expert System
3.1.3    Prototyping
3.2    Analysis of exiting System and Design
3.2.1    The pharmacy Department
3.2.2    Uniport Inpatient Drug Management
3.2.3    Drug Procurement System in Uniport
3.2.4    The Patient Medication Sheet and Treatment
3.3    Present System Approach to Drug Management
3.4    Problems and Weakness of the System
3.5    Dataflow Diagram of the System
Chapter Four: DESIGN, IMPLEMENTATION AND TESTING
4.0    System Design and Implementation
4.1    Expectation of the new System
4.2    Design of the new System
4.3    File Specification
4.3.1    File Operation
4.3.2    Edit Menu
4.3.3    Drug Transaction
4.3.4    Administrator
4.3.5    Customization
4.4    Registration Form
4.4.1    Daily Sales Record
4.4.2    Inpatient and Outpatient form
4.5    Stock Balancing
4.6    Program Assets
4.7    Database File
4.8    Choice of Justification of Programming Language Platform
Chapter Five: SUMMARY, RECOMMENDATIONS, CONCLUSION
5.0    Summary, Recommendations, Conclusion
5.1    Summary
5.2    Recommendation
5.3    Conclusion
Bibliography
Appendix 1: Menu Page
Appendix 2: Procurement Page
Appendix 3: Categorization and Inventory Page
Appendix 4: Distribution Page
Appendix 5: Patient Medication and Treatment Page
Appendix 6: Login Page
Appendix 7: Software Program Source Code
LIST OF FIGURES
Figure 1: The Pharmaceutical Organization Flowchart
Figure 2: Dataflow Diagram
Figure 3: High level model of the New System
Figure 4: Login Scheme for the New System
Figure 5: Program Flowchart
Figure 6: Login Module Flowchart
Figure 7: Drug Procurement Flowchart
LIST OF TABLES
Table 1: Dispenser Login
Table 2: Drug Table
Table 3: Drug Stock
Table 4: Daily Sales
Table 5: Take Stock
Table 6: View User
CHAPTER ONE
1.0    INTRODUCTION
1.1    BACK GROUND OF STUDY
Computerization according to oxford dictionary is defined as the control processes with the use of computers and its peripherals. Today it would be difficult to think of any process, business or action that could not be 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 process easier with the use of computers. (Wikipedia). 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 department of hospital.
This project is to provide a computer based information management system in a pharmacy department of the University Portharcourt Teaching Hospital Choba 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. The overall aim of this project is optimization of time and material in the processing of data needed for effective operation of large pharmacy department of a hospital. In doing this, data integrity must be compromise as consistency is ensured and data redundancy eliminated.
Drugs are the chemical substances that are administered to patients for curative purposes and prophylaxis. It can also be referrer as a medicine, because it is the essential part of peoples care.
The ability of the computer to store and to retrieve Information at every fast and efficient rate makes it application useful in management operations. The activity of drug management involves drug procurement, drug distribution, drug tracking and its information management. While drug distribution is concern with distribution of drugs within the different medical units or departments in a hospital, and drug procurement is concern with the purchasing activities of the drugs by the pharmacy department of the hospital.
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 and controls the stock level.
Pharmaceutical unit in a hospital is concern with drug management activities. They carry out the responsibility of making appropriate selection and drugs uses by formulating an annual, monthly, weekly or daily list for drugs requirement and management reports. However, in some hospital today , some pharmacists still operates  manual system of drug management information system which can  lead into some drugs  management errors like problems of handling voluminous file with a short period of time, which could make data not being easily accessed, late  delivery of drugs and can also lead to misplacement of patients files.
1.2    STATEMENT OF THE PROBLEM
This project is aimed at correcting the ill often incurred from manual drug information management, drug procurement, drug tracking, and drug distribution procedures. It is clear that due to human limitations in the following up procedures, lapses are bound to occur. However, the major problems which lead to this project are;
1.    The manual recording system which tends to be complex
2.    Lack of good storage information system for drugs (Database)
3.    Difficulty in having access to drugs and patients records
4.    Lack of communication between the hospitals department as a result of non- computerized system of management.       
In view of all these problems, it became necessary to develop a computer based drug information management system and distribution tracking system.
1.3    OBJECTIVE OF THE STUDY
The aim is to design and implement a computerized drug information management system, drug procurement and distribution tracking system. These includes
1 To order for drugs without mistake of procuring more than required.
2 To know the quantity of drugs remaining.
3 To prevent sales of expired drugs
4 To ensure accurate keeping of records of drugs
1.4    SCOPE OF THE STUDY
This project will cover only the pharmaceutical department of the University of Portharcourt Teaching hospital Choba. It will present an up to date and comprehensive design of some sub-system like  
1.    Planning and control system which includes inventory control and drug distribution                                                                                
2.    Drug procurement procedure in a hospital.
3.    The expiry status of each drugs at any point in time
4.    The Database of all kinds, types and names of some drugs that would be store and operate on.
1.5    SIGNIFICANCE OF THE STUDY
These project work lies in its usefulness as the people right to health care including the right to a reliable standard of health care services and assurance that drugs received are genuine and safe, hospital will rely on a standard drug management system for good management of drug. This also assures better welfare for patients.
In the face of rapid technology changes today, the need to develop computer model of drug based information management system arises .It will also lead to substantial improvement in welfare, profit margin and organizational effectiveness and efficiency.
1.6    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.
3.  Financial constraint; some of the materials needed were too expensive to acquire example during implementation stage.
 1.7    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
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                                                                                        
Relation; A relation is a table with rows and columns
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.