UNIVERSITY OF MAURITIUS

Team Members :

Ashfaaq Curimbaccus (1913377)

Kishi Dassiha (1912310)

Yuveesh Faikoo (1910584)

Shaimah Beebee Bundhoo (1914779)

Medha Seerickissen (1910241)

Module : Database and Information Management

APRIL 19, 2020

Table of Contents
List of Figures ......................................................................................................................................... iii
List of Tables ........................................................................................................................................... v
Acknowledgement ................................................................................................................................. vi
Abstract .................................................................................................................................................. vi
Chapter 1 - Introduction ......................................................................................................................... 1
1.1 Problem Statement ....................................................................................................................... 2
1.2 Aims and Objectives ...................................................................................................................... 3
1.3 Scope ............................................................................................................................................. 4
1.4 Gantt Chart.................................................................................................................................... 5
1.5 Work Distribution.......................................................................................................................... 6
1.6 Report Structure ........................................................................................................................... 7
Chapter 2 – Literature Review ................................................................................................................ 9
2.1 Description of an Information System .......................................................................................... 9
2.2 Methodology Used to Develop Information System .................................................................. 10
2.3 Tools and Technologies Used...................................................................................................... 13
2.4 Existing Systems .......................................................................................................................... 14
2.5 Discussion.................................................................................................................................... 17
Chapter 3 – Analysis .............................................................................................................................. 18
3.1 Existing Systems .......................................................................................................................... 18
3.2 List of Functional and Non-Functional Requirements ................................................................ 20
3.2.1 Functional Requirements ..................................................................................................... 20
3.2.2 Non-Functional Requirements ............................................................................................. 20
3.3 Proposed Solutions ..................................................................................................................... 21
3.4 Entity Relationship Diagram Mapping ........................................................................................ 35
3.5 Conclusion ................................................................................................................................... 36
Chapter 4 – Design ................................................................................................................................ 38
4.1 Sequence Diagrams..................................................................................................................... 39
4.2 Algorithm Design......................................................................................................................... 44
4.3 Database Design.......................................................................................................................... 49
4.4 User Interface Design .................................................................................................................. 50
4.4.1 Login ..................................................................................................................................... 52
4.4.2 Admin ................................................................................................................................... 55
4.4.3 Inventory .............................................................................................................................. 56
4.4.4 Human Resources ................................................................................................................ 60
4.4.5 Payroll .................................................................................................................................. 63

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 4.4.6 Sales ......................................................................................................................................... 64
Chapter 5 – Implementation ................................................................................................................. 66
5.1 Database creation ....................................................................................................................... 67
5.2 Table Creation and Population ................................................................................................... 67
5.3 Stored Procedures, Cursors, Triggers and Table-Valued Functions ............................................ 72
5.4 Complex queries ......................................................................................................................... 80
Chapter 6 – Testing and Evaluation ...................................................................................................... 82
6.1 User Testing with Font End Application and Database ............................................................... 83
Chapter 7 – Conclusion ......................................................................................................................... 88
7.1 Ways to Improve the Implemented System ............................................................................... 89
Appendix A ............................................................................................................................................ 90
A1 – Work Review ............................................................................................................................. 90
A2 – Minutes of Meeting .................................................................................................................. 91
Bibliography .......................................................................................................................................... 95

ii
List of Figures

Figure 1 – Purchase business process use case diagram ...................................................................... 22

Figure 2 - Payroll business process use case diagram........................................................................... 25
Figure 3 - Inventory business process use case diagram ...................................................................... 28
Figure 4 – Human Resources business process use case diagram ........................................................ 31
Figure 5 - Sales business process use case diagram ............................................................................. 34
Figure 6 – Entity Relationship Diagram................................................................................................. 35
Figure 7 – Design process ..................................................................................................................... 38
Figure 8 – Sequence diagram for purchase business process .............................................................. 39
Figure 9 - Sequence diagram for human resources business process .................................................. 40
Figure 10 - Sequence diagram for sales business process .................................................................... 41
Figure 11 - Sequence diagram for inventory business process ............................................................ 42
Figure 12 - Sequence diagram for payroll business process ................................................................. 43
Figure 13 – Sales flowchart ................................................................................................................... 44
Figure 14– Inventory flowchart............................................................................................................. 45
Figure 15 – Purchase flowchart ............................................................................................................ 46
Figure 16 – Human Resources flowchart .............................................................................................. 47
Figure 17 – Payroll flowchart ................................................................................................................ 48
Figure 18 – Relational schema .............................................................................................................. 49
Figure 19 – Loading form ...................................................................................................................... 52
Figure 20 – Login form .......................................................................................................................... 52
Figure 21 – Detailed login form ............................................................................................................ 53
Figure 22 – SMS notification for login................................................................................................... 54
Figure 23 – Admin form ........................................................................................................................ 55
Figure 24 – Inventory form ................................................................................................................... 56
Figure 25 – Products form..................................................................................................................... 57
Figure 26 – Stock form .......................................................................................................................... 58
Figure 27 – Stock location report form ................................................................................................. 59
Figure 28 – Human Resources form...................................................................................................... 60
Figure 29 –Error handling on Human Resources form ......................................................................... 61
Figure 30 – Confirmation prompt on Human Resources form ............................................................. 61
Figure 31 – Payroll form ........................................................................................................................ 63
Figure 32 – Warning message ............................................................................................................... 63
Figure 33 – Sales form........................................................................................................................... 64
Figure 34 – Customer form ................................................................................................................... 64
Figure 35 – Order form ......................................................................................................................... 65
Figure 36 – Database interaction .......................................................................................................... 66
Figure 37 – Database creation .............................................................................................................. 67
Figure 38 – Customer table creation and insertion of values ............................................................... 67
Figure 39 – Human Resources table creation and insertion of values ................................................. 68
Figure 40 - Orders table creation and insertion of values .................................................................... 68
Figure 41 - Payroll table creation and insertion of values .................................................................... 69
Figure 42 - Supplier table creation and insertion of values .................................................................. 70
Figure 43 - Product table creation and insertion of values................................................................... 70
Figure 44 - Credentials table creation and insertion of values ............................................................. 71
Figure 45 – Payroll Stored procedure and cursor ................................................................................. 72

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Figure 46 – Payroll table-valued function ............................................................................................. 73
Figure 47 – Purchase delete trigger ...................................................................................................... 74
Figure 48 – Purchase stored procedure and cursor.............................................................................. 75
Figure 49 – Human Resources stored procedure and cursor ............................................................... 76
Figure 50 – Human Resources table-valued function ........................................................................... 76
Figure 51 – Inventory stored procedure ............................................................................................... 77
Figure 52 - Sales trigger......................................................................................................................... 78
Figure 53 – Sales stored procedure ...................................................................................................... 79
Figure 54 – Complex SQL query 1 ......................................................................................................... 80
Figure 55 - Complex SQL query 2 .......................................................................................................... 80
Figure 56 - Complex SQL query 3 .......................................................................................................... 81
Figure 57 - Complex SQL query 4 .......................................................................................................... 81
Figure 58 - Complex SQL query 5 .......................................................................................................... 81
Figure 59 – Testing 1 ............................................................................................................................. 83
Figure 60 – Testing 2 ............................................................................................................................. 83
Figure 61 – Testing 3 ............................................................................................................................. 83
Figure 62 – Testing 4 ............................................................................................................................. 84
Figure 63 – Testing 5 ............................................................................................................................. 84
Figure 64 – Testing 6 ............................................................................................................................. 84
Figure 65 – Testing 7 ............................................................................................................................. 85
Figure 66 – Testing 8 ............................................................................................................................. 85
Figure 67 – Testing 9 ............................................................................................................................. 85
Figure 68 – Testing 10 ........................................................................................................................... 86
Figure 69 – Testing 11 ........................................................................................................................... 86
Figure 70 – Testing 12 ........................................................................................................................... 86
Figure 71 – Testing 11 ........................................................................................................................... 87

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List of Tables

Table 1 : Gantt Chart ............................................................................................................................... 5

Table 2 : Time schedule .......................................................................................................................... 5
Table 3 : Task allocation .......................................................................................................................... 6
Table 4 : Task allocation details for chapters 3.1, 3.3 and 4.1 ................................................................ 6
Table 5 : Waterfall model...................................................................................................................... 10
Table 6 : Prototyping model.................................................................................................................. 11
Table 7 : Agile model............................................................................................................................. 12

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 Acknowledgement

We are seizing this opportunity to express our sincere gratitude towards our lecturers who have been
coaching us during this 1st academic year at the University of Mauritius and for their continuous
support, advice and patience without whom this assignment would not have been a success.

We would also like to thank all those who are indirectly related to this assignment for its proper
completion be it morally and financially.

Abstract

This assignment aims at regrouping the knowledge acquired through all the modules covered, namely
programming fundamentals and skills, database and information management, business processes,
system analysis and design and the foundations of information system as a whole to develop an
application which will be useful for the pharmacy for it to migrate towards a computerized system so
as to keep track and record all the existing and new data to a central database and access whenever
the need arises.

This assignment has been initiated by gathering all the requirements of the users, focus on the core
business processes, build the relational schema and develop the subsequent database to be
attached to the front end application which will be used by the staffs of the pharmacy for the above
mentioned activities.

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 Chapter 1 - Introduction

Technology is changing the way businesses operate and connect with prospects by providing paperless
work and reinforcing the relationship with suppliers and customers. As Information Systems students,
we have been given the opportunity to examine in depth an actual business in order to overcome the
difficulties the management and the staffs are facing currently. In order to make this project our team
has been able to reach an agreement with a local pharmacy which requires a global change in the
internal processes, security and workflow so as to enhance the company’s flow of activities, provide
better customer service and have proper control over the activities being carried out. (5 ways
technology is changing business, Spade Technology)

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1.1 Problem Statement

The management of the pharmacy has stored paper record in filing cabinets. Managing a very big
pharmacy with data on paper is too tough and monotonous to keep track of inventories in relation to
the drugs’ expiry date and the quantity of the medical drugs available in the store based on their
categories and their functionalities. Furthermore, the pharmacist has to order drugs to restock the
already diminishing stock in the pharmacy and the process of restocking is being done manually. To
add on, a big amount of time is granted for writing the order as the pharmacist has to personally check
the stock balance in the pharmacy and also has to calculate a rough estimate of the quantity that
needs to be ordered based on figures. In addition, drugs must be sold before their expiry date as they
are unusable afterwards.

Also, all of their transactions are being done by means of manual invoicing. Every time a customer
buys something, the latter must give his name, ID number, contact number, address, even if he usually
buys in this particular pharmacy. It is also more difficult to keep track of the stock this way.

All the tasks are being done manually from the beginning to the end. This project work will implement
a computerized system to facilitate the process of restocking and also represent a way for some new
perspectives for the pharmacy (Whal, W, 2017).

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1.2 Aims and Objectives

As described in the problem statement, the management of the pharmacy encounters several
obstacles that slow the activities flow inside the system.

The aim is to improve the performance and workflow of the pharmacy by providing improved
accessibility to stocks and sales reports; reducing human errors as writing down the orders and
prescriptions may leave unseen errors behind.

Furthermore, the customers' management also is meant to be improved into a better one where their
details are kept safely in a data storage system.

In addition, the preparation and printing of invoices of customers must be enhanced from manual to
automated to increase the efficiency of the management system. The stocks' reports are optimized to
understand the drugs' movement in the pharmacy units after the monitoring done by the inventory
management.

The objective is to provide a favorable platform where the staff members are at ease with their tasks
and the customers approve that the system is reliable.

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1.3 Scope

The pharmacy will have a system that will be able to manage all activities or different business process
of the pharmacy which will be automated. This information management system will provide a great
advantage to reduce record errors for the pharmacy which could arise manually.

The system will handle all aspects of the inventory control function. It allows the staff, shopkeeper,
stock manager to update the stock management system. They can record the entry of new stock of
drugs, delete obsolete drugs from database and modify the current dosage and indications od the
drug in the database. Furthermore, this sys will ease the process of stock restoration.

Moreover, this system will generate reports on drugs available in stock for a given period of time. The
system will also provide a list of drugs along with its expiry date from the early expiry date to late
expiry date in the stock. Although only shopkeeper and stock manager can update or delete any item
in the database and the staff will have no access to any kind of modification, even to view or print
report, but the system will allow him/she to sale and to see which items are sold at that time.

In addition, the system will also handle the customer management which will record all the customer
details in the database instead of doing so manually. This process of using the information system is a
great advantage of time management (ASIMARE.H.,2015).

This system will be limited to the :

• Customer management

• Payroll management

• Inventory management

• Purchase management

• Human Resources Department

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 1.4 Gantt Chart

Table 1 : Gantt Chart

Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7

Introduction with problem statement,

aims, and objectives.

Literature review, description, and

methodology used to develop IS

Analysis of existing systems and

proposed solutions.

Design database, UI, and algorithm of

the business processes.

Implementation of sample codes for

each business process.

Testing & evaluation with the final

app and database.

Conclusion with further

improvements, table of contents, list
of figures.

Assigned on : 29th February 2019

Started on : 29th February 2019

Completed on : 12th April 2019

Table 2 : Time schedule

Chapter Date Days

1. Introduction 29th Feb – 3rd Mar 3
th th
2. Literature review & Background study 4 Mar – 7 Mar 3
3. Analysis 9th Mar – 14th Mar 5
4. Design 12th Mar – 22nd Mar 10
5. Implementation 19th Mar – 2nd Apr 14
6. Testing & Evaluation 1st Apr – 7th Apr 6
th th
7. Conclusion 7 Apr – 12 Apr 5

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1.5 Work Distribution

Table 3 : Task allocation

Work Distribution Organization Duration

Activity Date Date
Activity Member Name Days
Number Assigned Submitted
i Table of contents 11-Apr-20 Shaimah 11-Apr-20 1
ii List of figures 18-Apr-20 Shaimah 18-Apr-20 1
iii List of tables 18-Apr-20 Ashfaaq 18-Apr-20 1
iv Acknowledgement 1-Mar-20 Ashfaaq 1-Mar-20 1
v Abstract 1-Mar-20 Ashfaaq 1-Mar-20 1
1.0 Introduction 29-Feb-20 Kishi 3-Mar-20 4
1.1 Problem Statement 29-Feb-20 Yuveesh 7-Mar-20 8
1.2 Aims & Objectives 29-Feb-20 Kishi 5-Mar-20 6
1.3 Scope 29-Feb-20 Shaimah 5-Mar-20 6
1.4 Gantt Chart 11-Apr-20 Kishi 12-Apr-20 2
1.5 Work Distribution 15-Apr-20 Ashfaaq 15-Apr-20 1
1.6 Report Structure 16-Apr-20 Shaimah 16-Apr-20 1
2.1 Description of IS 3-Mar-20 Ashfaaq 6-Mar-20 4
2.2 Methodology Used to Develop IS 3-Mar-20 Kishi 7-Mar-20 5
2.3 Tools & Technologies Used 3-Mar-20 Medha 10-Mar-20 8
2.4 Existing Systems 3-Mar-20 Medha 10-Mar-20 8
2.5 Discussion 5-Mar-20 Yuveesh 6-Apr-20 33
3.1 Existing System Analysis 5-Mar-20 Details below Details below Details below
3.2 Functional & Non-Functional Requirements 10-Mar-20 Shaimah 13-Mar-20 4
3.3 Proposed Solutions 7-Apr-20 Details below Details below Details below
3.4 Entity Relationship Diagram Mapping 9-Mar-20 Ashfaaq 12-Mar-20 3
3.5 Proposed Solutions 9-Mar-20 Kishi 14-Mar-20 5
4.1 Business Process 7-Apr-20 Details below Details below Details below
4.2 Algorithm Design 12-Mar-20 Kishi 13-Mar-20 2
4.3 Database Design 12-Mar-20 Ashfaaq 14-Mar-20 2
4.4 User Interface Design 12-Mar-20 Yuveesh 14-Mar-20 3
Implementation of SQL queries for each
5.0 27-Mar-20 Shaimah 2-Apr-20 7
business process
6.0 Testing & Evaluation 5-Apr-20 Ashfaaq 8-Apr-20 4
7.0 Conclusion & Improvements 14-Apr-20 Yuveesh/Medha 15-Apr-20 2
A1 Work Review 17-Apr-20 Ashfaaq 17-Apr-20 1
A2 Minutes of Meeting 17-Apr-20 Ashfaaq 17-Apr-20 1
- Bibliography 17-Apr-20 Ashfaaq 17-Apr-20 1

Table 4 : Task allocation details for chapters 3.1, 3.3 and 4.1
3.1 3.3 4.1
Member Date Assigned Date submitted Member Date Assigned Date submitted Member Date Assigned Date submitted
Kishi 5-Mar-20 11-Mar-20 Kishi 7-Apr-20 12-Apr-20 Kishi 7-Apr-20 10-Apr-20
Ashfaaq 5-Mar-20 13-Mar-20 Ashfaaq 7-Apr-20 15-Apr-20 Ashfaaq 7-Apr-20 10-Apr-20
Shaimah 5-Mar-20 11-Mar-20 Shaimah 7-Apr-20 12-Apr-20 Shaimah 7-Apr-20 9-Apr-20
Yuveesh 5-Mar-20 6-Apr-20 Yuveesh 7-Apr-20 13-Apr-20 Yuveesh 7-Apr-20 10-Apr-20
Medha 5-Mar-20 11-Mar-20 Medha 7-Apr-20 11-Apr-20 Medha 7-Apr-20 13-Mar-20

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1.6 Report Structure

Chapter 1 :

The objective of this project is to manage a pharmacy system in which most of the activities will be
automated using the Information System. In this chapter, we shall discuss about what are the
problems that arise due to a manual system and how we shall overcome these problems using
Information System, Organizations and Strategies and to what functionalities will the system be
limited.

Chapter 2:

Chapter 2 consists of a literature review of Information System describing IS and its components and
requirements. It also involves the background study of the pharmacy management system when it
was controlled manually and the problems arising due to it as well as the tools and technologies used.

Chapter 3:

Chapter 3 discusses about the existing problems in the pharmacy management system of each
business process and the analysis based on it. The analysis part is first accomplished by listing all the
functional and non-functional requirements of the business for better customer satisfaction and
better automation in the business process. Therefore, it is then proceeded by planning the proposed
solution using the object-oriented approach (use cases, use case description).

Chapter 4:

Chapter 4 is based on the design and architecture of the system. Dynamic models, such as UML
interaction diagrams (sequence diagram) as well as algorithm design (flowchart) are used to help the
logic and the behavior of the code or the method bodies. It also shows the user interface design which
have been designed using the Eight Golden Rules for Interactive Interface Design, which are:

1. Strive for consistency.

2. Enable frequent user to use shortcuts.
3. Offer informative feedback.
4. Design dialogs to yield closure.
5. Offer simple error handling.
6. Permit easy reversal of actions.
7. Support internal locus of control.
8. Reduce short-term memory load.

7
Chapter 5:

Chapter 5 consists of the codes for each business process in Structured Query Language (SQL) using
different SQL-commands categories like Data Definition Language (DDL) and Data Manipulation
Language (DML). All the codes are executed and the output are shown respectively.

Chapter 6 :

Chapter 6 deals with the testing of the front end application with all the functionalities which has been
designed on Visual Studio using C# as programming language in parallel with an active SQL Server
database which is used to store and retrieve data.

Chapter 7 :

Chapter 7 involves the conclusion made on the pharmacy system based on the changes made in the
system in the above chapters. It is then observed what else can be done to improve the organization
and strategies.

8
 Chapter 2 – Literature Review

2.1 Description of an Information System

As per definition, an information system is a set of hardware, software, infrastructure and personnel
combined together to support proper decision making in an organization. Since the opening of the
pharmacy, the personnel have been using traditional ways of storing data, which is the paper based
system. Each and every activity being carried out, which consist of stock management, customer
management, payroll and sales transactions were being recorded in a file and due to this system, there
were several anomalies which were encountered and there were discrepancies at stock level.

To cater for the above mentioned drawbacks, we have been hired to implement a computerized
system and our aim is to use an information system to have proper control and monitoring on activities
being carried out in the pharmacy. As a result, a computerized tool shall be designed which will
support this and provide personnel better working comfort in the organization and thus serve
customers better.

The application being developed for the pharmacy shall consist of a database at the core which will
consist of several tables. Data regarding customers, stock, staff shall be filled in the database and will
therefore be readily available whenever the need arises.

Further to this, a front end application shall be designed with a proper user interface whereby the end
users will be able to interact with and carry out their activities. In order to design this interface, the
requirements of the users shall be gathered using an appropriate method.

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2.2 Methodology Used to Develop Information System

The software development methodology to be used must be well identified before proceeding
towards the completion of the project. The different stages and processes present are referred to as
the Software Development Life Cycle (SDLC).

The basic stages of SDLC are:

Planning - Analysis - Design - Construction - Testing - Implementation - Support

The three main types of methodologies used are as follows:

1. Waterfall Model

Plan-driven model. Separate and distinct phases of specification and development.

There are separate identified phases in the waterfall model:

● Requirements analysis and definition

● System and software design

● Implementation and unit testing

● Integration and system testing

● Operation and maintenance

The Waterfall model (Royce,1970) also known as the Linear Sequential model, was derived from
engineering models to put some order in the development of large software products. The following
phase should not start until the previous phase has finished. In practice, the stages overlap and feed
information to each other.

Table 5 : Waterfall model

Pros Cons

● It enforces a disciplined approach as ● Distinct stages may become blocking where

each step should be completed. team members must wait for other members
● The linear nature of the waterfall to complete dependent tasks.
development method makes it easy ● It is difficult for a customer to state all
to understand and manage. requirements explicitly.
● It does not support reuse.
● It does not maintain customer involvement.

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2. Prototyping Model

It begins with requirements gathering. Developer and customer meet to define the overall objectives
for the software, to identify whatever requirements are known, and outline areas where a further
definition is mandatory. Define the functionality. A quick-design is made. Quick-design focuses on
those aspects of the s/w that are visible to the user. Construction of throw-away prototype from quick-
design. The prototype is evaluated by the customer/user and used to refine requirements for the
software to be developed.

Table 6 : Prototyping model

Pros Cons

● A prototype can quickly resolve ● The customer may be unaware that the
misunderstanding between the business prototype is a quick-and-dirty solution.
manager and analysts. ● The effort required to produce a prototype
● A prototype makes an ideal tool for defining may lead to the development team using it as
and discussing user interaction. part of the new system. This can lead to quality
● Users can understand a prototype far more problems with the resulting system.
easily than most of the standard way of ● The developer makes implementation
communicating requirements in the form of compromises in order to get a prototype
models. working quickly.

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3. Agile Development Methodology

Teams use the agile development methodology to minimize risk (such as bugs, cost overruns, and
changing requirements) when adding new functionality. In all agile methods, teams develop the
software in iterations that contain mini-increments of the new functionality. There are many different
forms of the agile development method, including scrum where backlogs are created and stand up
meetings are held daily.

Table 7 : Agile model

Pros Cons

● It allows the software to be released in ● Rely on real-time communication, so new

iterations. Iterative releases improve users often lack the documentation they need
efficiency by allowing teams to find and fix to get up to speed.
defects and align expectations early on. ● Require a huge time commitment from users
● It allows users to realize software benefits and are labor-intensive because developers
earlier, with frequent incremental must fully complete each feature within each
improvements. iteration for user approval.

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2.3 Tools and Technologies Used

Database design :

We decided used SQL to create the database as data can be easily extracted and paperwork will be
reduced. the database can also be easily modified, for example inserting new data, altering or deleting
existing one.

Interface development :

The forms were created in Microsoft Visual Studio as it is suitable and easily linked to the SQL server
to fetch data from the database related to inventory management system, sales, purchases and
payroll.

The software that was used to create the system and plans are as follows:

SQL Servers

1. Stored functions
2. Stored procedures
3. Cursors
4. Triggers
5. Joins
6. Computed columns

Visual Studio

1. Windows form applications

2. Arrays
3. Database connection strings
4. GUI development tools (buttons, list boxes, labels, font size and styles and background
manipulations)
5. Methods
6. Objects
7. Classes

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2.4 Existing Systems

We will be comparing 3 types of Pharmacy Management Systems (PMS). The first one, which we will
be referring to PMS 1 for ease of understanding, is like a standard PMS with its features. Built from
Notepadd++, Wampserver, Bootstrap framework, JQuery and MYSQL, the PMS runs very smoothly.
The methodology used to construct this PMS is the same as the one used in the PMS we will review
later on.

The methodology is called the System Development Life Cycle (SDLC). The reason why most people
go for this methodology is that it offers a solid guideline to a successful system development. These
guidelines are:

1. Planning

2. Analysis

3. Design

4. Implementation

5. Maintenance

This traditional methodology helps the developer of the system to identify all the possible issues and
address them before starting to develop the system itself. Its reach spans from the tools used to the
cost of the project and the feasibility of such projects.

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Pharmacy Management System 1 :

PMS 1 consists of 4 main modules; the administrator module, pharmacist module, manager module
and the stock manager module. The pharmacist module is the frontend module that orders are
processed through whereas the other modules are all used for back office purposes.

Pharmacy Management System 2 :

The second PMS we will review (PMS 2) is a bit more advanced. It comprises of nearly the same
features as PMS 1, but with added ones in order to help their customers and boost the success of the
business. Examples of such features are website search engines submission and promotion, and
marketing services. It contains eleven modules, which are product management, orders and
accountancy, automatic prescription generation, back office user management, credit cards
functionality, medical questionnaire, website management, statistic, history and security, affiliates
functionality, and control and notification. Product management, this module performs to bulk
product categories insert functionality or multiple ways to manage and upload product images. It also
defines product and marketing categories, assign one product to more than one category, set a
marketing, prescription or handling fee in percentage for every product and many other features
extremely suitable in the case of online pharmacies.

Second, orders and accountancy, which is, payment and orders management. This module the
integrated back office you could access securely information for the orders, see statistics, and
generate accountancy information in real time. The backend provides also functionality to monitor
and reject the user payments and to send email notifications.

Third, automatic prescription generation, which is, generate to prescription for every order at any time
in PDF file format (the prescription may include the information for the order, the company’s
information and the doctor’s information and signature).

Fourth, back office user management, is process to define different user groups and users for the back
office (for example doctors, pharmacies, payment approval staff etc.) and assign them different
permissions to the resources of the back office. The back office provides also full statistics and history
information for the users.

Fifth, credit cards functionality is the module to PMS 2 disposes of a rich credit card functionality
including credit card numbers validation and also you may deny the access for example for some credit
card numbers and banks of your choice.

Sixth, medical questionnaire that is to setup questions that the user will be asked before he purchases
an item from the pharmacy shop. These questions (for example do you have a high blood pressure)
are usually managed by the members of the doctors back office group. Customer could setup also a
group of obligatory questions which will be always shown to the buyers (for example his age, weight
and height).

Seventh, website management, this module of PMS 2 provides an integrated editor, which helps PMS
2 to add new pages to the site with ease as well as manage the site structure and edit the content of
the pages with an integrated editor.

Eight, statistic, which is, statistics that can be displayed at any time for the site visits’ statistics for the
orders and the turnover, the users and many others. It uses the various charts and graphics are also
displayed on the statistics pages.

15
Ninth, history and security, which is, for this module the developer always strive to integrate the latest
security algorithms and features in order to protect the confidential data and guarantee the secure
running of the system. With PMS 2 customers have not only a well- secured web based e-commerce
system but you dispose also of some additional security tools and features like for example the
algorithms for the credit card numbers validation.

Tenth, affiliates functionality the module to allow the affiliate partners to register, generate links to
the product items, put them on their sites, and monitor their earnings reports and statistics. From the
back office, the administrator of the system could monitor the affiliate activity and control the
payments to the affiliates.

Lastly, the eleventh module, function to control and notification the web shop and the entire
pharmacy and the orders processing. The system allows you also to set email notifications sent to the
administrators and/or the buyers when for example an order is placed on the website or a buyer’s
payment is rejected by the payment approve service and many others.

Pharmacy Management System 3 :

The last PMS we will review has a different approach to the two above. It is more heavily focused on
providing on the needs of the business rather than the customer. It is found to be not so user-friendly
and accessible to anyone who has access to the internet. The modules included in PMS 3 are
distribution service, pharmacy brand, purchasing programs, Front-end purchasing programs,
merchandising, managed care, marketing and advertising, pharmacy management software and
services, ordering and inventory management, and medication packaging.

All in all, the PMS that we have reviewed so far all contain the core functions; medicine selection, user
authentication, selling process, alert process, and analysis. PMS 3 is not very recommended as it allows
the customer to much of a choice, leading in little to no interventions on the part of the pharmacist
which may have some very negative impacts on the business. PMS 2 also lacks a reliable stock
management system to notify the administrators when some medicine has run out. They all have their
own specific pros but these cons makes them a risk for the business, and also will not help the
pharmacy all that much in the end as they will still have to manually perform checks and keep tabs on
stock levels (NASER, 2008) (Sijau, 2018).

16
2.5 Discussion

Having taken in consideration all the problems that the owner of the pharmacy faced with five of its
business process, a new system has been created. 5 forms will be generated, each one of them for a
business process to help the business to work more efficiently. These will be accessible only after
passing the login step successfully as a matter of security. Each employee will have their usernames
and respective passwords and the forms will have a restricted access among the users of the system.
The payroll form will be accessible to the manager only, the human resource form to the human
resource manager, the sales form to the cashier, the purchase form to the stock control employee
only but the manager will have access to all of these forms as he is the master of the system.

The sales form is a very user friendly interface with very basic buttons and operations but that will
carry out all the steps that used to be carried out manually before. First of all, the user reads the
product ID of a product that a customer wants to buy. Then the system will go fetch the details of that
particular product from the database which has the details of all the products on sale in the pharmacy.
The name of the product is then displayed on the screen and the step is repeated for all the products
the customer wants.

Once all the products have been inputted, the system automatically displays the total amount to be
paid with VAT. After the customer pays, the cashier simply has to type the amount the customer
handed over to him and the system will instantly calculate and display the amount to be returned as
change.

The stock form also has a very simple and easy to understand interface which will carry out all the
steps that the stock control employee used to manually carry out. Each time a product is sold, the
sales form will deduct that product from the inventory. The system is set to generate a warning when
the stock level of each product goes under the limit that is predefined.

When this warning is generated the employee will have to select the supplier from the purchase form.
Then the system will automatically generate the various products that a particular supplier offers. The
user then selects the products and the quantity of each product from all the supplier he wants to, then
proceeds. The purchase form will also allow to add, edit and delete any products.

The human resource form has a simple and is very user friendly but it will be only accessible to the
manager. It consists of simple buttons to enter the basic details of employees such as a name, his/her
gender, age and also its basic salary according to his/her post. Furthermore, the system will allow
more options such as updating the details of a particular employee and deleting any employee record
in case the employee is retiring, or quits its job or is terminated. The form will also allow the manager
to have access to the employees' database.

Finally, the payroll system will consist of simple buttons to process the salary of an employee. The
manager will have to enter the identifier of a particular employee and then put additional details
which will help to calculate the salary such as the number of days the employee was absent, his
transport fee and his basic salary. Then the manager just needs to click on process and the salary will
be processed.

17
 Chapter 3 – Analysis

3.1 Existing Systems

 Inventory Management Business Process

Currently the organization is facing some difficulties in managing its stock. Upon weekly and monthly
stock counts, several discrepancies arise whereby some products are missing from the inventory and
some whose sale record cannot be found. As a result, the manager finds it difficult to cater for these
discrepancies and thus losing capital.

 Purchase Business Process

The staff of the purchase business process are currently experiencing problems arising due to
purchase goods from suppliers. Whenever an order is placed, it may happen that the order received
is not the same as the order ordered. Moreover, some transactions within the business exceed a
certain budget which is allocated to purchase. However, there should be regular budgetary updates
and clear and proper communication among staffs. The inventory issues are another problem which
is faced sometimes. This problem can include both overstocking and run out of some items due to
again miscommunication and not keeping a track of inventory.

 Sales Business Process

The manual sales process is hectic and not perfectly reliable. The process of writing down order lists
is prone for mistakes by the staff. Firstly, there can be a problem of wrong price inserted on the
invoice, which can cause the customer to be charged more; resulting in a loss of trust in the business
on the side of the customer. The customer may also be under-charged which will hurt the profits of
the business. Onto the follow-ups mentioned above. The staff will have to go through his filing cabinet
every time a return customer comes, for him to keep track of the customer’s medical record and
prescriptions. This is very time consuming, and demanding on the staff. The danger with a paper filing
cabinet is that documents may quickly get lost or destroyed. The natural wear down of the paper,
rodents or insects, natural hazards such as a fire or water. Aside from that, if files get mixed up and
one’s prescription get in the other, things may quickly go bad to the point of having court dealings
(Bowers, K., 2017).

 Payroll Business Process

The manager has to go through the attendance book to verify the number of days the respective staff
was present and then calculate his/her salary. The calculations and reports are written on paper and
the files are kept inside the office. There may be errors that may occur while calculating due to human
errors and the vast amount of information that needs to be processed. Every month the manager has
to spend several hours going through the records concerning the absences, and other information
which is written on paper before calculating the salary of each and every employee.

18
  Human Resources Business Process

The Human Resources Department must manage and control a large amount of data and different
variety of information that is usually classified such as employee records and salary details among
others. The traditional methods of storing information on hard copy based systems such as paper is
obsolete and has proved to be very difficult for the pharmacy as it is extremely challenging and
cumbersome. Entering all the details, one by one manually by pen and the retrieval of these
information is also very tiring and time consuming processes as the staff has to go through every file
to find the details the staff are searching for. Moreover, there are also many cases where staff could
not find the required information that was recorded about an employee as there were too many paper
files, or just because the files were misplaced and lost. And the manager just found out recently that
some immoral employees were making use of this situation where there were too many paper files
and frauds were carried out on the payroll system as it is linked to the Human Resources Department.

(Sutisoft, SS,2018)

(Cook, J, 2017)

19
3.2 List of Functional and Non-Functional Requirements
3.2.1 Functional Requirements

 The system shall have a login interface

 The system shall calculate salary and bills
 The system shall update stock
 The system shall allow the user to enter information
 The system shall be user friendly
 The system shall display a notice when a product is in shortage
 The system shall send a delivery acknowledgement to a specific supplier when products
are delivered
 The system shall store information about customer, supplier, products, orders, stock and
payroll
 The system shall check the availability of products
 The sales system shall allow user to record customer sales
 The purchase system shall allow user to record products purchased from specific
suppliers
 The system shall store detailed information about drugs
 The system shall print reports of drugs on a weekly basis
 The system shall allow the user to easily search for products. For example, on which self
is the drug and the behavior of the drug
 The system shall send warning when expiry date of products is close
 The system shall allow user to modify changes in the database for products being
replaced after restocking
 The system shall give alert when drugs are understocking
 The system shall send warning when employees try to change salary details

3.2.2 Non-Functional Requirements

 The system shall take no longer than ten seconds to load for the user to login
 The system shall verify login information within five seconds
 The system shall be a stand-alone system running in a Windows environment and developed
using c/c++ language
 The system shall record every unsuccessful attempt to access an item by user
 The system shall restart in case of invalid and malfunctioned operation to prevent loss of
data and safe and secured operation
 The system shall allow the user to change his favorite user interface available in the system
 The system shall be operated and controlled by the pharmacy manager for safe work

(SISKA.M., 2006)

(Guru99, 2020)

(GUPTA.R., 2015)

20
3.3 Proposed Solutions

Purchase Business Process

With the help of IS, it can be observed that problems arising due to manual systems in the purchase
business process. Staff having authorized to place order shall send a confirmation email of products
to suppliers after a few days of placing order. Additionally, the system should be programmed in a
way when the list of product to be ordered is recorded, the total cost shall be displayed
automatically and a warning message shall be displayed if budget is exceeded. Problems have also
been arising due to purchasing of drugs which are already overstocked. This problem can easily be
avoided by modification of products record in the database and reports are printed on a weekly
basis for drugs being both sold and bought.

Use Case Specification

1. Name : Purchase management system

2. Participation actors : Shopkeeper, Supplier, Stock manager.
3. Entry conditions (or Pre-Conditions) :
 Shopkeeper places order required
 Budget is sufficient
4. Basic flow of events :
1. Shopkeeper decides the monthly order
2. Shopkeeper informs the stock manager
3. Stock manager checks availability of products in stocks
4. Shopkeeper proceeds with order
5. Supplier receives order
6. Supplier prepares order
7. Supplier process bill for order
8. Shopkeeper pays for order
9. Supplier delivers the order
10. Shopkeeper receives the order
5. Alternative flow of events :
 If in step 3, there is overstocking or under stocking, then,
1. The stock manager informs the shopkeeper
2. Shopkeeper records the updates
3. The use case resumes at step 1
 If in step 7, the bill exceeds the budget, then,
1. The shopkeeper changes the order
2. The use case resumes at step 1
 If in step 10, the order received is not the same as the product ordered, then,
1. The shopkeeper informs the supplier
2. The use case resumes at step 6
6. Exit Condition (or Post-condition) :
 Products received is same as products ordered

21
Use case diagram for purchase business process

Figure 1 – Purchase business process use case diagram

22
 Payroll Business Process

The payroll management system is automated where the manager can simply click on a button and
the salary of an employee is calculated. The payroll management system has been improved into a
simple but effective one. The manager has to input the employee’s Id following the transport fees,
the number of absences depending on the name that will be displayed corresponding to the ID and
press the process button where all the details (name, phone number and no. of absences) will be
available with the gross pay of the employee. The employee may benefit from a bonus depending on
the number of absences that he/she have. The total net pay, the bonus and other important details
will be saved into a database after the process.

Some research works were carried out to acquire more knowledge on how other existing systems
keep a smooth running of their payroll management system.

Example :

Paylocity (2020 Paylocity) is an online software that ensures the accuracy of payroll and to run
custom reports to get data wanted. The important factors that are interesting are:

Cloud-based
Automated reports/ Custom reports
Flexibility in providing an easier interface for the user

23
Use Case Specification

1. Name : Payroll Management System

2. Participation actors : Payroll Manager, System

3. Entry condition/s (or Pre-Condition/s):

 The payroll manager accesses the system

4. Basic flow of events :

1. The payroll manager logs into the payroll system.

2. The manager inputs the employee ID.
3. The system checks if the ID corresponds to a registered employee.
4. The surname and first name of the employee along with the basic salary are displayed.
5. The manager input the absences and transport fees of the employee concerned respectively.
6. The manager clicks the process button.
7. The system calculates the bonus and the total net pay which is the sum of the basic salary
and the bonus.
8. The bonus and the total net pay are displayed.
9. The system stores the employee details and the total net pay with the bonus also in its
database.
10. The system clears all boxes after the process.
11. The manager can calculate the total net pay of another employee if required.
12. The manager can view the processed salary of employees
13. The manager logs out from the payroll system

5. The alternative flow of events :

If at step 3, the payroll system does not find any employee related to the ID, then
1. No information such as the surname, first name, and basic salary will be displayed
2. The use case resumes at step 2
If at step 7, no absences and transport fees are inputted, then
1. The bonus and total net pay will not be calculated
2. The use case resumes at step 5

6. Exit Condition (or Post-condition) :

The bonus and total net pay of an employee is calculated and stored

24
Use case diagram for payroll business process

Figure 2 - Payroll business process use case diagram

25
 Inventory Business Process

An in depth analysis of some existing systems for this particular business process was carried out and
some models were obtained which are already in use.

Example 1 :

Datarithm (2020 Datarithm) is a specialized system for stock management. The advantages of using
this system are :

Cloud-based system
Automated reports on a monthly basis
Custom reports
User interactive dashboard
Comprehensive alerts for stock level
Automated reports to managers regarding stock depletion

Example 2 :

Mukto Pharmacy Management (2020 Muktodhara Technology Limited) provides a set of activities
which can be useful if implemented in a pharmacy. It englobes all management systems specially
inventory management. Advantages of this system are :

Daily stock management graphs

Stock level
Systematic charts for orders
Secured admin access which allows only selected people to have access of the inventory

26
Use Case Specification

1. Name : Inventory Management System

2. Participating actors : Stock manager, system, shop manager
3. Entry conditions (or Pre-Conditions) :
1. Stock manager accesses the system

4. Basic flow of events :

1. Stock manager inputs the ‘from’ to ‘to’ date on the system
2. Stock manager requests the system to generate a stock report
3. Stock report as per date selected is displayed by the system
4. Stock manager performs a physical count on the number of items available and checks if
they tally with what the system is showing
5. The quantity on hand is compared to the reorder level value for each item
6. Items received from the supplier are added to the system
7. Out of stock items are deleted from the database

5. Alternative flow of events :

If in step 4 the quantity available physically does not tally with what the system is
showing, then :
1. The matter is escalated to the shop responsible
2. The use case ends
If in step 5 the quantity on hand is less than the reorder level value, then
1. The shop manager is informed and order is made to the supplier
2. The use case resumes at Step 5 of the basic flow
If in step 7 there are no items which are out of stock, then
1. The use case ends

6. Exit Condition (or Post-condition) :

The weekly / monthly stock count is completed, discrepancies if any are found and the
database is updated with appropriate values according to the stock level

27
Use case diagram for inventory business process

Figure 3 - Inventory business process use case diagram

28
 Human Resources Business Process

The manager of the Human Resource Department has sought a way to improve and control its
outdated system. To make the system become more efficient, he decided to turn towards
automation. An application has been created with a simple and friendly interface where upon having
the right username and password, he will get access to the system. This represents a big
improvement in its security. Moreover, the system makes use of a database where all the essential
details about the employees are stored. For example, when a newly appointed employee enters
his/her job, he just needs to enter the details such as the first name, last name, gender amongst
others and he just needs to click on the save button so that the details go into the database.
Moreover if he needs to update or delete the details of an employee, this can be easily done by the
use of this application. This has led to a better productivity as it reduces time and resources
required for the completion of typical workflows.

Here are some examples of software which are web based that some human resource department
use:

1. BambooHR
2. Bitrix24
3. Zoho Recruit

29
Use Case Specification

1. Name : Human Resources Management System

2. Participating actors : HR manager, system
3. Entry conditions (or Pre-Conditions) :
1. HR manager accesses the system

4. Basic flow of events :

1. The HR manager logs in the system by putting its username and password
2. The HR Manager enters the details of the employee (first name, last name, age, gender,
address, contact number, post and basic salary)
3. The data of the employee is saved on the system
4. The HR officer can update details of existing employees
5. The HR officer can remove employees from the system
6. The HR Manager logs out from system

5. Alternative flow of events :

If in step 1 the HR manager either wrongly puts its username or password, then
1. HR officer does not get access to the system
2. The use case resumes at Step 1 of the basic flow
If in step 4 there is no employee according to the search criteria of the HR officer, then
1. The use case ends and no update is done

6. Exit Condition (or Post-condition) :

Employee data is saved on the system

30
Use case diagram for Human Resources business process

Figure 4 – Human Resources business process use case diagram

31
 Sales Business Process

The goal of a Pharmacy Management System (PMS) is to provide efficiency and improve the
performance of retail pharmacies. The traditional methods of paper invoicing are outdated and
clearly need innovation. The main issues are that customers need advice, recommendations, follow
ups, faster service and protection of data. The paper route of sales loses on the efficiency of follow
ups, speed of the service and protection of data. A PMS will ensure that the customer’s data is safely
kept in the system while having an order history with the customer to know what medicines he
usually buys. The advice and recommendation of a pharmacy staff will still be present, more so as
the pharmacist has no need to write a manual invoice for the customer. The service will be clearly
faster with the use of a computer system rather than a paper filing system.

Outside of sales, the PMS propose a lot of solution to major issues that the business can run into, for
example (Barcode Inc., 2020):

 It will provide an effective management of stock

 Provide reporting facilities on a daily, weekly, monthly or yearly basis
 Help in analyzing the stock, to know what product sells better than the other
 To provide a secure system application in terms of information retrieval
 It will help in the overall decision making of the pharmacy
 It will help the pharmacy to protect itself legally
 It will maintain a constant fast workflow for the pharmacy

32
Use Case Specification

4. Name : Sales Management System

5. Participating actors : Sales officer, customer
6. Entry conditions (or Pre-Conditions) :
1. Customer proceeds to pay for his prescription
2. Customer has enough money to pay

4. Basic flow of events :

1. Customer orders his prescribed medicines and proceeds to pay

2. Pharmacist receives order and inputs product ID in the system
3. Staff inputs number of medicine ordered
4. Total price will be auto-populated by the system
5. Once the order list is filled, VAT and subtotal will be calculated by the system
6. System displays bill
7. Customer views bill
8. Customer hands money to staff
9. Staff inputs amount of money the customer gave
10. System generates the amount of change
11. System generates receipt
12. Staff hands over change with the order and receipt

5. Alternative flow of events :

If after step 4 of the basic flow, customer has more prescribed medicines to buy, then,
1. Use case resumes at step 2
If in step 6 of the basic flow, the customer does not have enough money, then,
1. The order is cancelled and use case ends

6. Exit Condition (or Post-condition) :

Customer has his ordered medicines

33
Use case diagram for sales business process

Figure 5 - Sales business process use case diagram

34
3.4 Entity Relationship Diagram Mapping

The first phase of database design is called conceptual database design, and involves the creation of
a conceptual data model of the part of the enterprise that we are interested in modeling. The data
model is built using the information documented in the users' requirements specification. Conceptual
database design is entirely independent of implementation details such as the target DBMS software,
application programs and programming languages.

The entity relationship diagram also known as the ERD is used to map the design of the database and
it acts like a blueprint of the logical design of the database which consists of entities, attributes which
represent the tables and their respective columns (2020 Visual Paradigm).

As a result, the corresponding ERD comprising of all the business processes is shown below :

Figure 6 – Entity Relationship Diagram

35
3.5 Conclusion

The analysis of each of the business processes found in the existing system enabled us to understand
and find the flaws which act as obstacles for the smooth running of the processes. After the in-depth
analysis, each team member was focused on how to enhance and implement his specific business
process in the existing system. The flaws of the processes as they existed were pointed out(As-Is) and
they were overcome in the new solutions(To-Be).

 Inventory management business process

As-Is : Lost of sale records and products were missing thus improper control leading towards loss in
capital.

To-Be : Reports are generated and cross-checked with quantity available before reordering thus
having proper control of the records. Great communication between staff members due to a proper
channeling of information whenever products were out of stock or to be re-ordered.

 Purchase business process

As-Is : Poor communication between the supplier and among the staff where order received is not the
same as sent to supplier and transactions exceeding the budget. Issues of overstocking and
understocking as no proper updates and tracking of products were done accordingly.

To-Be : Proper display of information when an order is recorded with a warning message if ever the
budget is exceeded. Modification in the records after the updates and reports are printed on a weekly
basis to keep a good track of the products sold and bought.

 Sales business process

As-Is : Customers losing trust or may even be undercharged due to the process of writing down orders
which included mistakes by the staffs. Important documents were at risk to be damaged or lost and
improper tracking of the customers records and prescriptions.

To-Be : The system will keep track of each order of a customer and no manual invoices which were
not reliable. The billing process is done a lot quicker!

 Payroll Business Process

As-Is : Miscalculation of the salary may lead to loss of money and unfair to the staff who were
disciplined and punctual. No proper tracking of the absences and manual calculation was not very
efficient.

To-Be : Automated where the salary and its details are well calculated and stored respectively in a
database just by clicking a button. Efficiency in the calculation and the manager could keep track of
the salary of each employee.

36
  Human Resources Business Process

As-Is : The traditional method of relying on hard copy based documents was not very reliable,
resulting in loss of information and registering all the details of the employees was time-consuming.
An error in the registration may lead to a miscalculation of the salaries.

To-Be : All the details are stored in a database that only the HR manager can have access to, thus
having confidentiality and difficulty for anyone who aims to distort the information. Less time
consuming also to register an employee or to update any other details.

37
 Chapter 4 – Design

In this chapter, we shall be discussing about the design of both the database and the front end
software. Following the illustration of the ERD previously, we shall now focus on the logical model of
the database which is to translate the conceptual model into a logical structure which includes
designing the relations with the respective constraints (2020 Guru99).

Figure 7 – Design process

38
4.1 Sequence Diagrams

Among all the UML diagrams which exist, the dynamic behavior of a system can be expressed using
sequence diagrams.

Below are the respective sequence diagrams for each business process involved in the organization.

Purchase business process

The process of purchase includes the shopkeeper the stock manager and the supplier. The shopkeeper
will make a list of products need to be bought monthly which will be checked by the stock manager if
some of these products are already available or not in stock. The shopkeeper will then order from the
supplier who will prepare the order and process the bill. The bill will be paid by the shopkeeper and
then the order will be delivered by the supplier to the pharmacy through the shopkeeper.

Figure 8 – Sequence diagram for purchase business process

39
 Human Resources business process

The Human Resource manager logs in the system by entering his given username and password. The
system will then verify his login details. The system confirms the user credentials. Once access granted,
the human resource manager will input the details of the employee. The system will save the details.
The system will also be able to update or delete employee details accordingly. The Human Resource
manager then logs out of the system.

Figure 9 - Sequence diagram for human resources business process

40
 Sales business process

Once the customer heads to the cashier to pay his orders, the staff will enter the customer ID in the
system. The system will then auto-populate the customer’s details. The pharmacist will proceed on
entering the product ID in the system followed by the amount. The total price will be auto-populated
by the system. The staff will add or remove items as per the order.

The system will now automatically calculate the VAT, the subtotal and will display the bill. Once the
customer views the bill, he will check the amount and depending if he has enough money the order
will ahead. If he lacks the funds, the pharmacist will cancel the order. If he has enough money, he will
then hand it over to the staff who will enter the cash paid in the system. The change (if applicable) will
be automatically generated by the system. The system will generate a receipt for the order. The
pharmacist only has to now hand over the order along with the change and receipt to the customer.

Figure 10 - Sequence diagram for sales business process

41
 Inventory business process

Once the ordered products are received from the supplier, the stock manager acknowledges receipt
of the items. He signs the internal delivery order form and cross checks the items received with the
quantity ordered. He then inputs the items on the system along with the product ID, product name,
product price and quantity received. The system is updated accordingly automatically and on the
database and the table Products is updated.

Figure 11 - Sequence diagram for inventory business process

42
 Payroll business process

The manager needs to input the staff ID for the system to fetch and display data such as the surname,
first name and the basic salary of the specific staff member. Afterwards, the manager will be able to
input the transport fees and the number of absences from the name displayed and the system will
calculate the bonus and the total net pay of the employee. All the details concerning the pay will be
stored inside a database where the manager can have access and view all of the processed salaries of
each employee.

Figure 12 - Sequence diagram for payroll business process

43
4.2 Algorithm Design

An algorithm is a series of instructions, often referred to as a “process,” which is to be followed when

solving a particular problem. Algorithm design is a diagram illustrating the steps involved inside a
process starting with the inputs until it reaches the terminator where all processes and required
output is obtained. Therefore, an algorithm design of each business process will be done so as to get
a better understanding of the concept and steps involved in each process and how we will reach
completion. (What is algorithm design?, Computer Science Degree Hub)

Sales business process

Figure 13 – Sales flowchart

44
Inventory business process

Figure 14– Inventory flowchart

45
Purchase business process

Figure 15 – Purchase flowchart

46
Human Resources business process

Figure 16 – Human Resources flowchart

47
Payroll business process

Figure 17 – Payroll flowchart

48
4.3 Database Design

In order to properly design a database from the conceptual model, a relational schema is made
which is considered to be the logical model of a database.

Logical database design is the process of deciding how to arrange the attributes of the entities in a
given business environment into database structures, such as the tables of a relational database. The
goal of logical database design is to create well-structured tables that properly reflect the company's
business environment. The tables are used to store data about the company's entities in a non-
redundant manner and foreign keys are placed in the tables so that all the relationships among the
entities are supported.

The resulting relational schema is shown as below :

Figure 18 – Relational schema

49
4.4 User Interface Design

User interface design is a connection which handles the input and output related to a computerized
system by focusing on the maximization of usability which refers to how easily a user can learn how
to interact with it. Moreover, the main goal of user interface design is to make the user's interaction
as simple and the most efficient as possible in terms of accomplishing user goals and time. So
understanding the user's needs is very important to achieve the goals of a project and also the
potential needs of the users. This is done by analyzing potential users of the system by learning how
they perform their tasks that the design must support. Here are some typical questions which must
be asked beforehand :

1. What would the user want the system to do ?

2. How would the system match in with the users' daily workflows ?

3. What interface look and feel styles would appeal more to the user ?

Here are some principles which are typically used when designing a user interface to improve it :

1. Visibility

The aspect of visibility in user interface design is of utmost importance because it deals with both
human and computer interaction by making the controls of the system visible. It also allows users
to perform and at the same instant of time, hides the complexity of the system.
The system should also be able to give feedback to the user about what is going on and what is
the system doing. Examples include :

 What is the current state of the system ?

 What can be done in the current state ?
 What changes occurred after an action has been done by or on the system ?
 Where can the user go next ?

2. Structure

The forms, names, menu, size and sequence of tasks on the user interface must be consistent
throughout the system. They must be organized and arranged purposefully for examples using the
same keystrokes to exit a program or to cancel a process. It must also be based on meaningful and
useful ways which suggest the users on how the controls should be used by putting related things
together. Also if the user is interacting with multiple applications in separate windows, a different
visual appearance may help the user to differentiate among the other applications.

3. Simplicity

The design must be simple, making common tasks easy to understand by communicating clearly
and in a straightforward manner in the user's language. The interface must also provide good
shortcuts which are meaningful when dealing with longer procedures so as to be more efficient.

50
4. Tolerance and Error Handling

The design should be flexible and tolerant so as to minimize mistakes and misuse by permitting undo
and redo, while also preventing errors wherever possible while maintaining consistency by allowing
varied inputs. Also if an error does occur, the system must display an error message and also help
the user correct the error.

(Satzinger, J W, 2008)

51
4.4.1 Login

Loading screen

Figure 19 – Loading form

Login

Figure 20 – Login form

52
The login menu which is used in the pharmacy system is a simple user interface with clear and visible
design which will allow the users to log into the system if they have the right username and password
by clicking on the login button. They will also be able to click on the quit button if they want to close
the menu.

Properties :

The username textbox allows users to enter alphabets only

The password textbox allows users to enter numeric data only

The password is encrypted to protect from eavesdropping and can only be viewed only upon clicking
on the checkbox ‘Show Password’ if the user wants to confirm the password before clicking on the
login button to access the system.

Figure 21 – Detailed login form

As feedback, if ever the password which was inputted is wrong, an invalid message will be displayed
and the user will not have access to the system.

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 Security SMS

Figure 22 – SMS notification for login

A text message (SMS) is also sent to the system administrator upon successful login of a user.

54
4.4.2 Admin

Figure 23 – Admin form

The admin interface consists of pleasant and visible buttons and controls. It allows the system
administrator to add new users by entering appropriate username, password and user type to grant
respective user access level. A user can also be denied access by deleting the corresponding record.
For security purposes, all textboxes are cleared automatically upon addition of a new user on the
database.

55
4.4.3 Inventory

Figure 24 – Inventory form

Above figure shows the inventory management menu where upon clicking on an icon, the respective
interface for a process will open. The icons on this interface which are clearly visible have been given
suitable design and look based on their respective processes :

56
 Products dashboard

Figure 25 – Products form

Upon clicking on the products icon on the inventory management interface, the above interface will
appear. The products interface consist of good looking and clearly understandable boxes and buttons.

Properties :

The Product Code and Price textboxes accept only numeric characters

The Product Name and Supplier textboxes will accept alphabets and spaces

The combo box Status will show whether the product is active or inactive.

Upon clicking on the ‘Add’ button, a new product will be added to the database and the textboxes will
automatically get cleared. Upon clicking on the ‘Delete’ button, the selected product will be deleted.

57
 Stocks dashboard

Figure 26 – Stock form

Upon clicking on the Stock icon on the Inventory management interface, the above interface will
appear. The Stock interface consists of aesthetically pleasant controls and boxes. The system identifies
who is logged on the stock interface and shows its username in the right corner.

Properties :

The DateTimePicker shows the date the user the stock of products on that date

The Product Code and Quantity textboxes accept only numeric characters as input

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 Stock location report dashboard

Figure 27 – Stock location report form

Upon clicking on the Show Report icon from a specific date to another specific date, the data is
displayed below accordingly. Upon clicking on the Export to Excel icon, the data is exported to the
respective on an Excel sheet.

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4.4.4 Human Resources

Figure 28 – Human Resources form

The Human resource interface consists of aesthetically and pleasant buttons and controls which will
allow the user to add, update, delete or clear the data on the textboxes upon clicking on the right
button. The interface shows clearly the buttons, where they are and what are their functions. The
interface also shows who is using the human resource system on the top left corner of the interface.

Properties :

The employeeID, age, contact and salary textboxes accept numeric data

The First Name, Last Name, Address and Post accept only alphabets and spaces

Address textbox accepts alphanumeric characters

The gender radiobuttons will be checked when the user will click on one of its option and the second
option will automatically be unchecked

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Error Handling :

Figure 29 –Error handling on Human Resources form

Example : The First Name textbox must always be filled or the above error message will be displayed
upon clicking on the Add button.

Figure 30 – Confirmation prompt on Human Resources form

The user is prompted upon deletion of a record to confirm his selection and a message is shown as
per below to inform the user about successful deletion.

61
Moreover, by clicking on the close button found on the top right corner of the window whether
accidentally or voluntarily, the following message will be displayed :

62
4.4.5 Payroll

Figure 31 – Payroll form

The payroll interface is another well designed interface according to the requirement of the user. It
consists of simple textboxes and buttons.

The employee ID, absences, transport, basic salary, bonus, and total net pay textboxes accept only
numeric data. The surname other name textboxes accept only alphabets and spaces. The user can
easily export the processed salary into an Excel sheet for other purposes.

Every time the user minimizes any form on the application, a notification bubble is shown on the
screen.

Figure 32 – Warning message

63
4.4.6 Sales

Figure 33 – Sales form

Figure 34 – Customer form

64
Figure 35 – Order form

65
 Chapter 5 – Implementation

In this chapter, we shall implement the actual database to be used in the organization according to
the Entity Relationship Diagram also known as the ERD and the relational schema provided previously.
Implementation is the third phase in the development process of a database. Database developers
are usually in charge of implementing the database model as a functioning database using the DBMS
software. The programming language most commonly used is SQL which stands for Structured Query
Language. SQL allows access and manipulation of databases. SQL became a standard of the American
National Standards Institute (ANSI) in 1986, and of the International Organization for Standardization
(ISO) in 1987.

SQL can do the following processes :

1. SQL can execute queries against a database

2. SQL can retrieve data from a database
3. SQL can insert records in a database
4. SQL can update records in a database
5. SQL can delete records from a database
6. SQL can create new databases
7. SQL can create new tables in a database
8. SQL can create stored procedures in a database
9. SQL can create views in a database
10. SQL can set permissions on tables, procedures, and views
11.

Once the database implemented using the appropriate Database Management System, its interaction
with the front end system can then be represented as follows :

Figure 36 – Database interaction

66
We shall now have a detailed view of how the database is being implemented in the business using
the appropriate SQL commands.

5.1 Database creation

Creation of the database

Figure 37 – Database creation

5.2 Table Creation and Population

Customer table :

Figure 38 – Customer table creation and insertion of values

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Human Resources table :

Figure 39 – Human Resources table creation and insertion of values

Orders table :

Figure 40 - Orders table creation and insertion of values

68
Payroll table :

Figure 41 - Payroll table creation and insertion of values

69
Supplier table :

Figure 42 - Supplier table creation and insertion of values

Product table :

Figure 43 - Product table creation and insertion of values

70
Credentials table :

Figure 44 - Credentials table creation and insertion of values

71
5.3 Stored Procedures, Cursors, Triggers and Table-Valued Functions

Payroll business process :

Figure 45 – Payroll Stored procedure and cursor

72
 Figure 46 – Payroll table-valued function

Purchase business process :

73
Figure 47 – Purchase delete trigger

74
Figure 48 – Purchase stored procedure and cursor

75
Human Resources business process :

Figure 49 – Human Resources stored procedure and cursor

Figure 50 – Human Resources table-valued function

76
Inventory business process :

Figure 51 – Inventory stored procedure

77
Sales business process :

Figure 52 - Sales trigger

78
Figure 53 – Sales stored procedure

79
5.4 Complex queries

Payroll business process :

Figure 54 – Complex SQL query 1

Purchase business process :

Figure 55 - Complex SQL query 2

80
Human Resources business process :

Figure 56 - Complex SQL query 3

Figure 57 - Complex SQL query 4

Figure 58 - Complex SQL query 5

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 Chapter 6 – Testing and Evaluation

Software testing is an investigation conducted to provide end users with information about the quality
of the software product. Software testing involves the execution of a software component or system
component to evaluate one or more properties of interest. In general, these properties indicate the
extent to which the component or system under test :

 meets the requirements that guided its design and development

 responds correctly to all kinds of inputs
 performs its functions within an acceptable time
 it is sufficiently usable and stable
 achieves the general result its end users desire

The dynamic approach of testing shall be used which refers to the examination of the physical
response from the system to variables that are not constant and change with time. In dynamic testing
the software must actually be compiled and run. It involves working with the software, giving input
values and checking if the output is as expected.

82
6.1 User Testing with Font End Application and Database

Details captured on database after successful login

Figure 59 – Testing 1

Creating user access by admin

Figure 60 – Testing 2

Trigger which fires when a user access is created to keep relevant record

Figure 61 – Testing 3

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SQL Join operation to combine the above information

Figure 62 – Testing 4

Adding a new employee via the HR form

Figure 63 – Testing 5

Updating details of employee

Figure 64 – Testing 6

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Deletion of employee

Figure 65 – Testing 7

Processing salary for employee with Employee ID 1

Figure 66 – Testing 8

Combined information for above employee

Figure 67 – Testing 9

85
Addition of a new customer

Figure 68 – Testing 10

Order processing for the above customer and save details

Figure 69 – Testing 11

Adding new products

Figure 70 – Testing 12

86
Updating values

Figure 71 – Testing 11

87
 Chapter 7 – Conclusion

To conclude, we can say we implemented a system which will prove to be more effective than the
old one in terms of cost and time to perform the tasks required in a pharmacy. Moreover, it will ease
the tension of the staff because it is simpler now to search for the required information. But a
perfect system does not exist and technology keeps on changing every day. So, the pharmacy
manager will have to keep on improving, adapting and upgrading his business processes with time.

Customer needs also evolve with time. As a result, with a properly upgraded system and well
managed business processes, the organization shall be able to tackle properly this change and hence
provide better customer service with proper use of resources.

The set of goals that we, as a team, set up at the beginning of this project was achieved successfully
and we all have done our best to complete these tasks together and build up an automated system
so as to replace a manual system.

88
7.1 Ways to Improve the Implemented System

The first improvement that could be brought to the system is concerning the payment methods. A
secure payment system where customers will be able to pay by their debit card or by mobile
internet transaction. This shall prove to be beneficial as the transactions will be more secured and
decrease the risk of financial fraud and will allow customers to have a proper tracking of their
transactions.

Second improvement that could be implemented is the use of a barcode scanner for the input of
products on the system. By this method, staff will save more time, will be more efficient and they
shall remain more focused on other on-going activities. Checkout will also be done faster and hence
offering better customer service.

Third improvement is that making use of fingerprint scanner to record the time in and out of staffs.
The record shall be automatically inserted on the database instead of a manual time-sheet system.

To facilitate reporting and analysis, a financial reporting module can be included in the system,
drastically improving on the decision making and growth of the business. This will enable the owner
to have a better insight on the financial position of the business without having to collect the data by
themselves, reducing the risk of mistakes.

Coming back to monitoring the activities of regular customers. A scanning module associated with an
encrypted dedicated server can also be included in the system. The prescription of customers can be
scanned by a staff and stored on an encrypted server, either within the system or a cloud based
server. This will make monitoring of customer activities much easier, also it will avoid malpractice
and lawsuits by not mixing or losing prescriptions. Each customer will have their own prescription
saved in their own folder, without risk of loss or damage.

An additional improvement in the system can be a monitoring of the products themselves. As most
pharmaceutical products got an expiry date, it can be very useful if the system automatically detects
expired products, or products nearing expiration. Notifications can be sent to the administrators of
the pharmacy to then take the necessary measures in that regard.

To save costs, the details of wholesalers and manufacturers can be implemented in the system, with
an automatic update that keeps up to date which wholesaler is selling what product at what price.
This will enable the pharmacy to save much in regards to stock. As they will always be up to date
about the price of supplies, they can reduce their costs and be more competitive in the market.

Instead of using a local SQL Server, a cloud based server such as Microsoft Azure could be
implemented.

(ThriveHive, 2019)

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Appendix A

A1 – Work Review

Below are the reviews of each team member which has been carried out systematically :
Team Member Reviewed Work reviewed by Team Member Reviewed Work reviewed by
1.0 2.1 - Shaimah 1.1 1.0 - Ashfaaq, Shaimah
1.1 3.1 - Everyone 1.3 1.4 -Everyone
1.2 3.3 - Everyone 2.4 2.2 - Shaimah, Ashfaaq
1.4 4.3 - Yuveesh, Shaimah, Kishi 2.3 3.4 - Everyone
2.2 6.1 - Everyone 3.1 4.1 - Shaimah, Medha, Ashfaaq
2.3 3.2 4.2 - Shaimah, Ashfaaq, Yuv
2.4 Kishi 3.3
2.5 4.3
3.1 4.4
Ashfaaq
3.2 5.1
3.3 6.1
3.4 6.2
4.1 7.0
4.2 Team Member Reviewed Work reviewed by
4.4 1.1 1.2 - Shaimah, Ashfaaq
5.1 1.4 3.1 - Everyone
6.2 3.3 3.3 - Everyone
Medha
7.0 3.4
Team Member Reviewed Work reviewed by 4.1
1.0 1.3 - Ashfaaq, Yuveesh 6.1
1.1 3.1 - Everyone Team Member Reviewed Work reviewed by
1.2 3.2 - Kishi, Ashfaaq 1.2 1.1 - Everyone
1.4 3.3 - Everyone 1.3 2.5 - Ashfaaq
1.5 4.1 - Ashfaaq 2.3 3.1 - Ashfaaq
2.1 5.1 - Kishi, Ashfaaq 2.4 3.3 - Shaimah & Ashfaaq
2.2 6.2 - Kishi, Ashfaaq Yuveesh 3.3 4.4 - Ashfaaq
Shaimah 2.4 3.4 7 - Kishi, Ashfaaq
3.1 4.2
3.3 4.3
3.4 6.1
4.1
4.2
4.3
6.1

90
A2 – Minutes of Meeting

Meeting 1

Date : 3rd March 2020

Time : 10:45-12:00

Venue : University of Mauritius

In attendance :

 Ashfaaq Curimbaccus
 Kishi Dassiha
 Yuveesh Faikoo
 Shaimah Beebee Bundhoo
 Medha Seerickissen

Topic discussed : Planning of activities for chapter 2 – Literature review

 The team together worked hand in hand in order to understand the nature of the chapter.
 We talked about the difficulties that may arise during the lifespan of the project
 How to tackle and overcome the uncertainties and problems faced
 How the workload shall be shared

We did research work on the internet to understand the topic and afterwards discussed all the steps
involved in the assignment and how the tasks will be shared in such a way that each member will be
given a part in every step so that the work done by each will be quite similar.

91
Meeting 2

Date : 10th March 2020

Time : 10:45-12:15

Venue : University of Mauritius

In attendance :

 Ashfaaq Curimbaccus
 Kishi Dassiha
 Yuveesh Faikoo
 Shaimah Beebee Bundhoo
 Medha Seerickissen

Topic discussed : Planning of activities for chapter 3 – Analysis

 Each team member completed their part of the work with minor delays
 Reviewing each other’s work
 Building up the report

92
Meeting 3

Date : 25th March 2020

Time : 10:45-12:15

Venue : Google Meet

In attendance :

 Ashfaaq Curimbaccus
 Kishi Dassiha
 Yuveesh Faikoo
 Shaimah Beebee Bundhoo
 Medha Seerickissen

Topic discussed : Planning of activities for chapter 4 – Design

 Each team member completed their part of the work with minor delays
 Reviewing each other’s work
 User interface design
 SQL coding of the database with the front end application

93
Meeting 4

Date : 17th April 2020

Time : 10:45-12:15

Venue : Google Meet

In attendance :

 Ashfaaq Curimbaccus
 Kishi Dassiha
 Yuveesh Faikoo
 Shaimah Beebee Bundhoo
 Medha Seerickissen

Topic discussed : Chapter 5, 6 and 7

 Execution of all SQL codes

 Testing of the front end application
 Report compilation

94
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End of report

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