POLYTECHNIC UNIVERSITY OF THE PHILIPPINE

CHAPTER 1

INTRODUCTION

Technology is now becoming significant in our daily lives because one of the best
contributions of technology is that it makes people lived easier in their everyday lives
such as communications, jobs, studies, business, and gathering data and storing
information. And this project proposal focuses only to the medicine’s Drugs Store
inside Mariveles, Bataan only. To help the Admin to lessen their job and to get the
balances and accuracy of the sale and inventory livestock of the medicine in the
warehouse; This study is about computerized system entitled of “Utilization of Admin
Access to Enhance the Sale and Inventory System (Monitoring system of medicine)”.
This system allows logging the pharmacist’s information only for selling the
medicine, on the other hand the admins are the only one who can fully have
responsibilities to communicate to the manufacturer, to do the inventory system, and
the one who make the account of the pharmacists and the one who monitors the right
amount of the medicine in ordering from the coordinates company and so much more.
The main aim of the project is to promote the computerized sale and inventory system
to enhance the capability of the admin of the specific drug store (Mariveles drug
store). This project is insight into the design and implementation of a computerized
system for innovation to Mariveles Drug Store manual way process of selling,
transacting, and monitoring of the medicine. This is done by creating a database of the
available medicines in the shop and the transaction of the ordering medicines to
coordinate parties. The primary aim is to enhance the capability of the admin to
access and to lessen the manual processes of the pharmacists and also to improve
accuracy and enhance the efficiency in the pharmaceutical company specific with the
Mariveles Drug Store. This system is useful for the Pharmaceutical Company
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especially with our specific target store to maintain correct database by providing an
option to update. It is a computer-based system which helps the Admin to improve the
sale, inventory, cost, and the transaction of both parties. Hence, this software can print
invoices, bills, receipts etc. It can also maintain the record of supplies sent in by the
supplier. This implementation system is a user friendly.

1.1. PROJECT CONTEXT (Background of the project/company including

organizational profile)

PC-based Point of Sales System for Small Pharmacy is the process of managing the

medicine stock and selecting the suitable medicine to that illness mentioned by a

patient or customer by ordering online. Empirical pharmacy still uses manual system

in managing and keeping its records. Systematic management in pharmacy stock is

very important to improve the quality and standards of pharmacy. Traditionally most

of the pharmacies use file system to store the medicine employee and client

information. Management of pharmacy information using computer system helps to

manage control and manipulate the records. Nowadays most of pharmacy use

computerized system to manage their records. This computerized system provides

many benefits such as giving high security in managing data, faster accessing data

and data arrangement more effectively.

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1.2. TECHNICAL BACKGROUND (Environment)

1.2.1. Equipment/Hardware

1. Laptop or Computer

 At least 4gb Ram

 At least Core I3

 At least Hard Disk (500gb –930gb)

2. Printer

1.2.2. Software

 Visual Basic Studio 2015

 Microsoft SQL Server 2008

 Windows 10

 Microsoft Word For Documentation

 Google Chrome

 Adobe Photo Shop cs6

1.2.3. Peopleware/Manpower

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Pharmacy Owner/ Admin

               This study will help the manager/owner to balance the inventory in order to

eliminate shortage, overstocking, and stock obsolescence. Being able to track and

analyze sales that will help to figure out how to reach sales targets effectively. It helps

manager perform quality control audits to ensure accuracy in payroll.

Cashier

This study will help the Cashier tracking customer transactions and speeding process

of receipt. The system functions to record sales, calculate change, provide look-ups

and print customer receipts.

Customer

            This study will help the customer save time in spending extra time in service

interaction in the pharmacy.

Researcher

            The developed system will enhance and deepen our knowledge in

programming and system development. This will improve our skills in analyzing and

solving problems which may we apply in the real world

Future Researcher

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            The developed systems will benefit the future researcher by making this as

their future reference in conducting similar studies.

1.2.4. Network Infrastructure/Architecture

Lan
Cabling
Cashier 1 Cashier 2

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server

Cashier 3

1.2.5. Storage, Backup and Recovery Procedure

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Step 1. Open SQL Server 2008 then click the databases and click your database name.

Step 2. Right Click your Database and drag your cursor to task to see the drop down.

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Step 3. When the cursor point to task ut show the drop-down menu, you can find the

restore.

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Step 4. Then Click the restore and find your database name then click okay.

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Recovery:

Step 1. Open SQL Server 2008

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Step 2. Right Click the Databases then the drop down menu will show and click the

restore databases

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Step 3. To recover the database click the from device and then find your database

name.

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Step 4. When you find the database name click ok.

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Step 5. After you click ok your database will show then check the check box last click

ok.

1.2.6. Security Procedures

Check for availability

Reject if not found Take product

Sale product Purchases

Record product
Sales days
book Store
Provide stock reports
ledger

Provide sales reports

Stock reports

1.2.8. Data and Process (if applicable)

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Data Flow Diagram

ADMIN

MEDICINE DASHBOARD AGENT MANUFACTURER BILLING

ADDNEW ADD NEW ADDNEW

PRINT EDIT EDIT SELL

SELL

USER BILLING RESULT

PRINT

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1.3. PROBLEM ANALYSIS

1.3.1. Fishbone Diagram (diagram with textual /narrative discussion)

PC BASE
POS for
small
pharmacy

Less Paper works

Easy to manage the transaction

Accuracy of sales report

The work is going to be easy

1.3.2. Problem and Solution Statement

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If the pharmacy has no P.O.S. transaction, the transaction would be difficult to the worker to

transact every item on the pharmacy. Then if you have P.O.S, the transaction would

be easier, because its automated

If the pharmacy has no P.O.S system, the pharmacy would be getting hard , because the

reports of the pharmacy is not being record automatically. Then if you have P.O.S, the

work is going to be easy.

A lot of paper works that be needed to be record is hard to the worker , but P.O.S, its

automatically being recorded and you do not have to write or print it cause it save on

the system.

Lot of customer have buying on your pharmacy, and you have only pricetag in it, its difficult

to remember the price if so many products in the pharmacy, but P.O.S, its easy to

have a sales report automatic because its being recorded by the system

1.3.3. Problem – Requirements Matrix

List of Problems Requirement that will addres the

problem
- No records of transaction - Automatic record of transaction
- Inaccurate inventory record - Automatic inventory record
- Lots of paper works - Paperless records
- Difficult item selection - Record of all items

1.4. PURPOSE AND DESCRIPTION

The purpose of the proposed system is that to improve accuracy, enhance safety and

efficiency even the correctness and the balances of the stock in the medicine’s

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warehouse. Most Pharmacies are still doing their whole work manually especially the

small pharmaceutical company; and because of this manual system it requires them

especially the pharmacists or workers to manually monitor all the process and to

check the presence of each drug in Pharmacy and that will give them too much of

time because of the manually work.

 Therefore, to solve this kind of problems the urgent need is to develop a Pharmacy

management system that will prove beneficial for the Pharmacy.  By using this

software, we can maintain the stock very well, we can do cost saving of time and

maintain inventory control and also the accuracy and efficiency of correctness of the

medicine, in terms of serving they can focus on the customers.  This system can help

pharmacy, to handle the incomings and outgoings more smoothly and in a better way;

moreover, all the process of this can be seen on a receipt.

This project concerned about developing a pharmacy management with the

help of this system. The purpose of this project is to manage all data derived for a

pharmacy to maintain their business through the system rather than recording their

data manually which is riskier to the business to maintain and to avoid loss.

1.5. SPECIFIC OBJECTIVES

1. To enumerate the problems…

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The problem that the organization /department/society specifically our target client

(Mariveles Drugstore) are facing in today's and as we IT Students seeing some of the

organization or small business is that they still doing the manual process on

transaction and as we all know that doing it manually consumed too much of time

with or without their conscience and it really is a challenging for them since doing it

manually would not make them give an assurance to not make some errors. Our target

client (Mariveles Drugstore) experiencing insufficiency and inaccurate for doing the

inventory of the medicine since manually made errors are prone to the business; even

the whole sales ain't easy for them to determine withouth having the right equipment/

materials or application software for it.

2. To evaluate the existing…

3. To propose a …

Our objective is to provide and to implement even to innovate some solutions for the

problems that our target client (Mariveles Drug Store) are facing with.

 To develop the computerized system to enhance the capability of the sale and

inventory system.

 To engage the easy way of communication to the coordinate parties.

 To implement the computerized system

 To save time

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4. To identify the requirements of the proposed …

5. To design a …

Our objective is to provide and to implement even to innovate some solutions for the

problems that our target client (Mariveles Drug Store) are facing with.

 To develop the computerized system to enhance the capability of the sale and

inventory system.

 To engage the easy way of communication to the coordinate parties.

 To implement the computerized system

 To save time

1.6. SCOPE AND LIMITATIONS

The scope of this system has many covers including transaction of the both parties,

inventorying medicine and monitoring the medicine to keep the accurate

merchandise. The function of this system is to store medicine data’s, search medicine

data, update effectively, delete, and edit medicine information. It generates report on

medicine, gives navigation and information of the medicine, and set alerts when

inventory level falls below based on the minimum quantity in stock. Moreover, this

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system is password protected and controlled only by the admin. The system doesn’t

support online payment through credit cards, doesn’t support scanner tracking of

products for their prices and foreign currency.

CHAPTER 2 – REVIEW OF RELATED LITERATURE/SYSTEMS

(narrative and thematically arranged reflecting the proponent’s knowledge of the

solution domain based on critical analysis of existing literature/systems to identify

basic requirements, innovative features and possible improvements on existing

technologies/systems)

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CHAPTER 3 – METHODOLOGY

3.1. REQUIREMENTS ANALYSIS

3.1.1. Requirements – Features Matrix

3.1.2. Use Case Diagram

3.1.3. Use Case Report

3.2. DESIGN SPECIFICATIONS

3.2.1. Activity Diagram (per use case)

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3.2.2. Class Diagram (per use case)

3.2.3. GUI Design (screen shots)

3.2.4. Database Schema

3.2.5. Data Dictionary

3.3. DEVELOPMENT METHODOLOGY

3.3.1. Process Model – (waterfall, incremental, fountain, etc.)

3.3.2. Development Tools – (PLs, DBs, IDEs, frameworks, APIs, generators and other dev’t

tools)

3.4. TEST METHODOLOGY/PROCEDURES – (System testing techniques, methods

and procedures of test team, Beta Test techniques and procedures)

Test cases – n/a

Test scripts – n/a

3.5. SYSTEM REQUIREMENTS (hardware, software, peopleware and other

components for system implementation.)

3.6. QUALITY PLAN – (Procedures and instruments that will be considered in assessing

the quality of the system i.e. ISO 9126-1)

Internal Assessment and User Assessment

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3.7. DEPLOYMENT PLAN - (specify schedule, procedure, and users for the evaluation

of the system i.e. Beta Tests and User Assessment using ISO 9126-1)

CHAPTER 4 – RESULTS AND DISCUSSION

(Discusses and explains results on evaluation of system and factors affecting the

results)

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CHAPTER 5 – CONCLUSIONS AND RECOMMENDATIONS

(Provides conclusion based on results of evaluation and recommendation to future

developers)

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APPENDICES

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APPENDIX A

DATA GATHERING INSTRUMENT

(include pictures as proof)

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APPENDIX B

CLIENT FORMS AND REPORTS

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APPENDIX C

EVALUATION TOOL, TEST DOCUMENTS AND TEST RESULTS

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APPENDIX D

USER'S MANUAL

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APPENDIX E

SAMPLE SYSTEM GENERATED OUTPUTS

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APPENDIX F

RESUME

(one page Resume of each member of the group in alphabetical order)

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