KING KHALID UNIVERSITY ‫جامعة الملك خالد‬

COLLAGE OF COMPUTER SCIENCE ‫كلية علوم الحاسب االلي‬

DEPARTMENT OF COMPUTER ‫قسم علوم الحاسب االلي‬
SCIENCE

Graduation Project
PHARMACY MANAGEMENT SYSTEM
2025

Prepared by:
1.SAEED HOSSAIN ALMONES 445809934
2.ABDULLAH YAHYA ALWADIE 445812976
3.Awad Mohammed Awad Al-Atef 445809935

Dr.
Abdul-Elah Ghaleb

I
 Declaration

I/We declare that the work recorded in this project report entitled
PHARMACY MANAGEMENT SYSTEM in partial fulfilment for
the requirements for the award of Degree in Diploma of information
Systems, Applied College of Dhahran Al Janoub, KING KHALID
university is a faithful and Bonafide work carried out under the
supervision and guidance of Mr..........., ASSISTANT PROFESSOR
from ………… to ………. The results of this investigation reported
in this project have not been reported for any other Degree.
The assistance and help received during the investigation have been
duly acknowledged.

Signature of student

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 Acknowledgement

I want to express my deep gratitude and respect to my in-house

mentor. This is Dr......... His continuous motivation supervision
and priceless direction were of immense help during the
training. I would also like to thank Dr............ He gave me such
an opportunity. I could continue my training in this college.
Further, he provided the facilities.

Finally, I would like to extend my sincere thanks to all my

faculty. Especially, to Dr............ who was my internal guide.
They gave their valuable.

Signature of student

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Abstract

IV
Abstract

This application is meant largely as a pharmacy inventory management

software, and hence the new pharmacy needs to register their particulars there;
then it gets transferred to the administrator. An administrator can give an online
login to the pharmacy, which after that can be prepared to log into this
application. Who, above all, must permit the householder's particulars for the
item to be included in the catalog. Then a pharmacy must update their
particulars; whenever the stock of a medicine goes under 20, then it will alert
the pharmacist's page. Upon clicking on that name, it will display to them that
all under medicine count the particulars lists will be. On this page, a web user is
prepared to update their item list again. They are now able to see the complete
stock of medicines. Besides, the administrator keeps records of all the
pharmacy-user particulars within this application. The drug is appropriately
guided by the description. The drug product has stock management; if the
product has less than 50 stock units, it displays a warning to the administrator.
There is a restriction on purchasing 18 and over products.

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 TABLE OF CONTENTS

ACKNOWLEDGEMENTS………………………………………………iv
ABSTRACT………………………………………………………………..v
LIST OF TABLES………………………………………………………..viii
LIST OF FIGURES……………………………………………………….ix
ABBREVIATIONS………………………………………………………...x
1 INTRODUCTION………………………………………………………..1
1.1 Motivation……………………………………………………………..3
1.2 Proposed System………………………………………………………4
1.3 Key Advantages………………………………………………………5
2 LITERATURE REVIEW………………………………………………..6
3 SYSTEM ARCHITECTURE AND DESIGN…………………………...7
3.1 Context Level Flow Diagram………………………………………….8
3.2 First Level Data Flow Diagram……………………………………….9
3.3 Second level Data Flow Diagram…………………………………….10
3.4 ER Diagram…………………………………………………………...11
3.5 Sequence Diagram…..………………………………………………..11
3.6 Activity Diagram……………………………………………………...12
3.7 Use case Diagram……………………………………………………..13
3.8 Class Diagram………………………………………………………...14
3.9 State Chart Diagram…………………………………………………14
4 METHODOLOGY……………………………………………………...15
4.1 Admin Module………………………………………………………...15
4.2 Pharmacy Module…………………………………………………….15
4.3 planning……………….………………………………………………16
4.4 System Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
4.5 General Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
4.6 Structured Design . . . . . . . . . . . . . . . . . . . . . . . . . . 17
4.7 Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
4.8 Coding. . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
4.9 Testing .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
4.9.1 Program Test. . . . . . ... . . . . . . . . . . . . . . . . .18
4.9.2 System Test. . . . . . . . . . . . . . . . . . . . . . . . . . 18

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4.10 Maintanence . . . . . . . . ………………... . . . . . . . . . . . . . . . . . . . . . . 19
4.11 Pharmacy Table…………. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
4.12 Money Table…………… . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

6.1 Main Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

6.2 Register page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ...61
6.3 Login Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . …...62
10 6.4 Stock Addition page. . . . . . . . . . . . . . . . . . . . . . 62
11 6.5 Sold Product page . . . . . . . . . . . . . . . . . . . . . . . . 63
12 6.6 Stock list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
13 CONCLUSION
REFERENCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
APPENDIX 1 TITLE OF THE APPENDIX . . . . . .

LIST OF TABLES

Table no Table name Page no

4.1 Pharmacy Table 6
4.2 Money Table 24

List of Figures

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Figure No. Figure Name Page Number
3.1 Context Flow Diagram
3.2 First Level Dataflow
Diagram
3.3 Second Level Data Flow
Diagram
3.4 ER Diagram
3.5 Sequence Diagram
3.6 Activity Diagram
3.7 Use Case
3.8 Class Diagram
3.9 State Chart Diagram
6.1 Main Page
6.2 Register Page
6.3 Login Page
6.4 Stock Addition Page
6.5 Sold Product Update
6.6 Stock List

Abbreviations

S.No Abbreviation Expansion

1 DB Database
Secure Multiparty
2 SMC
Computation
3 MDA Medical Admin
4 DBC Database Confidentiality
5 JVM Java Virtual Machine
6 JSP Java Server Pages

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 CHAPTER 1
INTRODUCTION

Pharmacy management software is a general term to denote any system used in a pharmacy
and meant to automate pharmacy workflow. The system includes performing physician order
reviews and drug preparations, inventory control and ordering of medicines, handling billing
and insurance, patient counseling, detection of incompatibilities, and much more, always
while complying with legal norms and compliance. The pharmacy management system seeks
to accomplish accuracy and improve safety and efficiency. This software can be used in any
pharmacy shop with a database to maintain. This system-based software will help the
pharmacist improve the inventory management, costing, medical safety, etc. The software can
generate reports documenting manufactured items, the expiration date, or other info requested
by the pharmacist. The pharmacy management system allows the user to generate reports
over defined timelines. The user using this system can also enter manufacturing and expiry
dates for the product or drug at the opening of stock and sales transactions. Printing invoices,
bills, and receipts is possible in a pharmacy management system. Maintaining records of
supplies sent in by the supplier is also possible. Jail can be given showing the list of products
expiring after a certain specified date before the eventual expiration of the product. The
system gives the capability of generating reports on the specifications of drugs in the last one
month within the pharmacy management system. Consultations are held with the users to set
the required system goals and services. Manual entry is also involved after the arrival of new
drugs and after some period during the movement of drugs out of the pharmacy. Pharmacy
management system is being built. Pharmacy management system is robust, integrated
technology. Due to the variation in the stock of medication from one month to another,
monthly reports may be required to indicate the kind of medications received and returned,
their expiration dates, date purchased, number left, location, etc.

Pharmacy management system used to be the maintenance of drugs and consumables in the
pharmacy unit. Yes, the pharmacy management system is very user-friendly. It allows the user
to generate reports within a specified period whenever he wants. The software also allows the
user to enter the release date and expiration date against any specific item or drug when the
inventory is opened along with sales and purchase transactions. This software allows you to
print invoices, bills, receipts, etc. The system generates a report listing products that have
been cancelled after this date and before stock has depleted. It is directed towards the user via

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[user-v dialogue]. One is also sure to get a batch of drugs; you are thus expected to receive
this time more medication. The pharmacy management system is built. To provide
dependable and integrated management solutions and create another one the pharmacy
management system organizes the work in an efficient manner. Every month he will be able
to prepare a report. To assist in management and operation of medicines safely in the
pharmacy for improved operation. A pharmacy management system would concentrate on
these factors and give you an effective system towards managing drugs where, instead of
wasting a lot of advice, the handling of data professionally and efficiently could be carried
out.

The pharmacy stock management is where the new pharmacy will fill in its details and the
administrator thereafter. Any administrator can log in easily and can permit a pharmacy to log
into the application. The input details will be subject to amendment by the person concerned.
Thereon, the pharmacy must supply the details of the medicines sold each day in
communication. Once there is a period of less than twenty, it would alert the pharmacy
administrator regarding it. When the manager clicks, it will give him the list in which the
medicines are found to be less than twenty. Again, the user will be able to replenish their item
list from this page. They can view any details of the list of arrangements in the inventory
view list. Besides, admin keeps track of all pharmacy user details within this application.

The types of users are:

• Customer
• Supplier
• Admin

The application has been simplified as much as possible to avoid errors in entering data. It
also provides error messages while entering wrong data. No formal expression is required in
any phase for the users to operate the system. The pharmacy management system is the one
that is developed specifically to improve the accuracy and also to create better safety and
efficiency within the pharmacy store. This system is capable of installation in any medicinal
stores with a database organizing in maintaining its implementation. An automated system
designed to assist the pharmacist in managing inventory, costs, medical safety, etc .
The software can generate reports according to user requirements also via the stated
pharmacy management system. The system gives the user the facility to enter a date of
manufacture and expiry of a specific product/drug with an opening stock and sales
transactions. With this software, the execution of sale transactions made is possible through
printed invoices, bills, receipts, etc. It will maintain records for items supplied as distributed
by the manufacturer. It will produce a total list of items with specific expiry dates in front of
their expiry date. System services and goals will come from consulting with system users. It
does, however, include manual entry on arrival for new batches of drugs and on drug
movement from the pharmacy for a specific period. A pharmacy management system is
currently being created. The pharmacy management system is comprehensive and
incorporates various technologies. That is, the pharmacist can generate their report monthly,
showing the day's movement of drugs into and out of the pharmacy, alongside basic
X
information regarding every drug such as the expiry date, date purchased, how many of a
drug type are left, and the general location of a drug in the pharmacy. The pharmacy
management system deals with the maintenance of drugs and consumables in the pharmacy
unit. This pharmacy management system is user-friendly.

The objective of this project of implementation of Pharmacy Management System is to

improve the maintenance and manipulation of medicine-related resources; this system will
reduce the time and resources by maintaining the formulations being done in the pharmacy.
This will also include such things as medications present in the pharmacy, name, strength,
and total volume sold. The benefits that can be achieved from reduced resource requirements
include shoving aside excessive workforce, costs, and working papers. It is simple for users
and auxiliary to the pharmacist. This will take the burden away from the pharmacist and
ensure a systematic functioning of the pharmacy providing information far more accurate
than any form of human input.

1.1 Motivation:
Reduce the administrative burdens and time and cost associated with manual tasks. Whereas
increasing accuracy and patient safety by minimizing medication errors, drug interactions,
and allergic reactions. Improve the health care sector

Improved Patient Services: PMS enables patient preferences, histories, and medication
adherence tracking. This will, therefore, enable the pharmacists to offer specialized services
like adherence programs, offering counseling, and monitoring pharmaceutical therapy.

Enhanced Patient Safety: Patient safety is the foremost consideration in the medical field.
PMS assists in minimizing medication errors by ensuring proper prescription management,
drug delivery, and alerts for drug interactions or allergies. This, therefore, encourages the use
of PMS to safeguard patient wellbeing.

1.2 Proposed systems:

Remainder systems: PMS have remainder systems to notify patients about refill reminders
or adherence to medication schedule.

Medication safety: PMS has automation of prescription processing and automation of

medicines marketed, thus greatly reducing manual errors while ensuring that medication
reaches the patients positively and promptly.

Formulary Management: Manages and maintains a list of medicines approved by the

concerned insurance providers.

Key advantages:

Time saving: In the manual system, it is very hard to find medicines and identify them. In this
system, it is comparatively easy to find medicines. Hence this saves time in a big way.

Security: The administrative id and password can update or change any information to
provide better security to a user.

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User-friendly: The user interface is very friendly, easy to handle for anyone having a
basic knowledge of computers.

CHAPTER 2
LITERATURE REVIEW

1. Introduction to Pharmacy Management Systems

Pharmacy Management Systems are software solutions for automation of drug inventory,
prescription processing, billing, and patient communication. The aim of these systems is to
replace error-prone manual processes with the hope of reducing medication errors and
improving efficiency. In the WHO (2021) report, 30% of medication errors worldwide result
from manually executing prescriptions and mismanaging inventories, hence the call for PMS
implementation.

2.0 Existing PMS solutions and limitations

2.1 Commercial PMS platforms

Cerner Pharmacy and Epic Willow:

These systems are extensively appropriated in the large hospital setting owing to their
integration with Electronic Health Records (EHR) and automatic emails, billing of services
offered to patients, and drugs interaction etc. The main disadvantages are their excessive
prices and complexity, which renders them unrealistic for small pharmacies (Johnson et al.,
2020).

Open-source systems like OpenPharmacy:

Cheap, but they may fail to provide sophisticated features like static (or AI-based) demand
forecasting (Kumar & Patel, 2022).

2.2 Manual pharmacy operations

Key challenges:

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Stockouts: Manual tracking leads to stockouts by up to 25% in the developing world (Gupta
et al., 2019).
Prescription filling: Twenty percent of medication errors are due to illegibility and dosing
inaccuracies (WHO, 2020).
Billing time: Paper billing can slow down patient service by 20 to 30 minutes per transfer
(Rao et al., 2021).

3.0 Technological advancements in PMS

3.1 Automation and AI

AI-enabled demand forecasting:

Machine-learning models predict demand for drugs using historical sales data, which largely
reduces stockouts by 35% (Chen et al., 2022).

Automated prescription processing:

Optical Character Recognition (OCR) tools convert handwritten prescriptions into a machine-
readable format and cause about 50% of errors in the prescribed (Zhang & Li, 2021).

3.2 Blockchain for security

With the help of Blockchain, it is possible to create a tamper-proof prescription record with
data integrity that governs the controlled substance (Nguyen et al., 2021).

3.3 IoT integration

Smart Inventory Management:
IoT-enabled smart shelves monitor expiry dates and stock quantities of drugs in real-time,
cutting waste by as much as 18% (Rao et al., 2020).

3.4 Cloud-based PMS

AWS-HL allows central storage of data that will be accessible to multi-branch pharmacies
(Amazon, 2023).

4. Challenges Faced in PMS Research at Present

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Interoperability: Most PMSs are nonintegrated with the hospital's EHR legacy systems and so
exist as data silos (Smith and Lee, 2022).

Cost-Effectiveness: Small pharmacies are unable to pay 10,000–50,000 for installing

advanced PMS (Dutta et al., 2021).

User Acceptance: The majority of pharmacy staff, up to 40%, resist the installation of digital
systems merely because of inadequate training (WHO, 2021).

Regulatory Compliance: An adherence to HIPAA in the US and GDPR in the EU makes data
handling a challenge (Jones et al., 2020).

5. Research Gaps
Personalized Medicine Dispensing: The majority of systems very few use AI to personalize
drug recommendations on the patient's genetic basis.

Real-Time Drug Interaction Alerts: Only a few solutions exist that notify users of
contraindications at the time of prescription entering.

Low-Cost Solutions for Developing Regions: The majority of current PMS cater to high-
income markets and ignore resource-constrained environments.

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 CHAPTER 3
SYSTEM ARCHITECTURE AND DESIGN

Admin Module:
The administrator has all the powers to administer the module. They will control all data and
have powers to add, delete, edit, and view pharmacy data.

Pharmacy Module: A chief is allowed clear login and after that, the pharmacy can
uniquely log in to this application. Those who specifically want to transfer their information,
will manage with educational advantages alongside it.

Data Flow Diagram: Data Flow Diagram is the visual representation depicting how
information passes through a system and how it alters states by each process. The Data Flow
Diagram examines not only the existing physical system but also prepares a specification for
input and output, the modus operandi for implementation, etc. In creating DFDs, there are
uniformly four basic symbols. The first is the data source, second is the data flow, third is a
process altering the data, and lastly is a data store. Those points at which transformations
occur within data are most often depicted as enclosed shapes, usually elliptical circles,
referred to as nodes.

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Steps to Construct Data Flow Diagrams:
For creating a DFD, four steps are commonly followed.

The naming and numbering of the process should be done in a manner that makes it more
effective for further reference or identification.

The name must represent the process. Direction of flow from top to bottom and from left to
right.

As the process explodes into lower-level details, they receive numbers.

• Names of data stores, sources, and destinations are capitalized.

• Rules for constructing a data flow diagram.
• No crisscrossing arrows.
• All squares, circles, and files should have names.

Composite data flow squares and circles are allowed to have the same name. Use meaningful
names for data flows.

Place all data flows around the borders of the diagram.

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 3.1 Context Level Data Flow diagram.

3.2 First level Dataflow Diagram for admin

Data flow diagram level 1

By knowing the DFD level 1 of Pharmacy Management System, you will acquire the broader
context terms. In addition to that, this may also serve you as a reference on how the inputs or
data fed on the system. You would also know the outputs that are put into play by the system.
The processes depicted in the DFD were all based on the concepts of Pharmacy Management
Systems.

XVII
 3.3 Second level data flow diagram for admin
DFD Level 2 provides a description of the ways data input is processed, showing where
certain data goes and where data comes from within the pharmacy management systems.
When you return to the dataflow levels already stated, it enables you to define the function of
breaking the processes down even more specifically.

3.4 ER Diagram:
An entity relation diagram is a visual representation of the data model that describes the
entities, attributes, and the relationships between them within a system or database.

XVIII
3.6 Activity Diagram:
An activity diagram is intended to find out the processes involved. The state diagram is
somewhat a simplified version of the activity diagram, explaining the flow of events and
processes. A state diagram expresses the system's behavior as a sequence of actions in a
process.

3.6 Activity Diagram

3.7 Use case Diagram:

A case diagram is a dialect of UML (Unified Modelling Language) that describes and
visualizes the functional requirements of the system from the perspective of its users or
external entities. It provides an overview of the functionality of the system, centered on the
interaction between the system and its actors (users, other systems, external entities).

XIX
 3.7 Use Case diagram
3.8 Class Diagram:
A case diagram is a UML (Unified Modelling Language) diagram that indicates the structure
and relationships of classes within a system or software application. Class diagrams primarily
show the static aspects of the system, with an emphasis on the classes, their relationships,
attributes, and the relationships between the classes.

CHAPTER 4

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 METHODOLOGY

4.1 Admin module:

The system module is pertinent to the administration dealing with the client, thus giving the
director the ability to bring related functionality. The head administrates all data and has
authority over adding, deleting, modifying, and viewing pharmacy data.

4.2 Pharmacy Module:

Once logged in, a boss can permit access for pharmacist logging in this application. For now,
they need to record details as to what they want to run and facilitate learning transfer.
Methodology is a collection of related methods, techniques, and processes for the effective
planning, control, and delivery of any project. It is a systematic, scientific, and disciplined
approach to project development and execution. Methodologies used in System Development
are SDLC which are to be given here.
It is the use of SDLC methodologies in this project. The systems development life cycle is a
classical methodology for developing, maintaining, and replacing information systems. It
consists of several phases which delineate the procedures for a successful development
process.

• Planning
• Analysis.
• Design.
• Implementation.
• Maintenance.

4.3 Planning
This is the stage where problems, opportunities, and objectives are defined. It would mean
looking critically at what is going on in any business situation. Then, working together with
other organizational members, the analyst will take note of everything confined to a problem.
Finding objectives is another very important phase. The objectives are to verify what the
business is trying to do. Thus, the analyst can see whether some facets of information systems
applications can help the organization meet its goals through some design change in order to
improve the condition of some existing problems or to utilize some new opportunity. Now,
the activities carried out in this phase include –

• interviewing user management,

• Summarizing the knowledge obtained,
• estimating the scope of the project,
• and documenting the results.

The output of this phase is the feasibility report, the problem definition of which summarizes
the objectives of a project, which is then subjected to a decision of management whether to

XXI
carry on with the project proposal finally. System analysis involves gathering information,
understanding processes involved, identifying problems, and making practicable suggestions
to improve the system. These demands analyzing business processes, operational data
collection, information flow analysis, bottlenecks identification, and the development of
solutions to remedy the weaknesses in a system to achieve organizational goals. System
analysis further involves dividing complex processes involving a whole system, identification
of data stores, and partial processes.

4.4 System Design

It is the most important phase in the development of a system. The logical design developed
from systems analysis is transformed into physical system design. Generally,

The design flows in two stages:

4.5 Preliminary or General Design:

Now that the features of the new system have been laid down, cost estimates can be made to
implement them against a given estimated benefit. If still deemed feasible, one would
proceed to the final design phase.

4.6 Structured or Detailed Design:

Finally, the detailed design phase can begin with computer-oriented work and on a most
structured base. At this stage, the design of the system assumes a more structured approach.
The structured design is a blueprint for a computer system solution to some problem that
encapsulates the same components and interrelationships among the same components as in
the original problem. Several tools and techniques are available for describing the system
design.

These tools and techniques are:

• Flowchart

• Data flow diagram (DFD)

• Data dictionary

› Structured English
• Decision table

• Decision tree The system design involved:

• Defining precisely the required system output

• Determining the data requirement for producing the output

• Determining the medium and format of files and databases

> Devising processing methods and use of software to produce output

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> Documenting the Design

4.7 Implementation
Soon after the users accepted the new developed system, the real action of implementation
met its beginning. This is the stage of a project where theory turns into practice. Major steps
taken in this phase include:

4.8 Coding
The design of the system needed to be put into a workable form. Towards such a goal, the
design must be transformed or coded into a language that the computer shall be able to
understand. This is often termed the programming phase when the programmer implements
its programming specifications with the help of computer instructions, which we call
programs. It is an important stage that converts the defined procedures to control
specifications with the help of a computer language.

4.9 Testing
Before the new system was put into the real operation, it has undergone test runs to remove
the possible bugs that may affect a good system. This phase ensures the successful
completion of a system. Having codified the entire system programs, a test plan should be
designed and executed on a predetermined set of test data. The output of the run should
match the expected outcome. On other occasions, testing is performed using test data after the
completion of test runs in the following aspects:

4.9.1 Program Test

In the case of each developed module, they were tested individually with test data set in a
working environment after they had been coded and compiled.

4.9.2 System Test

After performing the program test for every program of the system and debugging, the
system test has been conducted. In this case, working with actual data has performed the test.
The completed system has carried out on the actual data. At each step during the execution
operation, the output or results have gone through an analysis. This was when the output
analysis was done, and it shows that the output does not tally with the expected output of the
system. Therefore, errors in the specific programs were detected and cured, then further
testing was done for the expected output.

4.10 Maintenance
Because there are errors in the system during its working life, they must be eliminated, and
the system must be tuned to fix variations in its working environments. It has been noticed
that there are as always, some errors found in the systems that have been noted and corrected.
Literally reposts back-and-back. System review will consist of: Knowing the full capabilities
of the system

XXIII
• Knowing the required changes or the additional requirements.

4.11 Pharmacy Table

Sr. No. Name Data Type Constraints Description
Store
1. Name Varchar(32) Primary Key Customer
name
2. Email Varchar(32) Not Null Store Email
Store phone
3. Phone Varchar(32) Not Null
number
Store
4. Password Varchar(50) Not Null
password
5. Upi Varchar(100) Not Null Store UPI
6. Image Varchar(100) Not Null Store image
7. Status Varchar(100) Not Null Store status

4.12 Money Table

Sr. No. Name Data Type Constraints Description
1. Name Varchar(32) Primary Key Store Name
2. Email Varchar(32) Not Null Store Email
3. Upi Varchar(32) Not Null Store UPI
4. Amount Varchar(50) Not Null Store Amount
5. Status Varchar(100) Not Null Store Status
6. Quantity Varchar(50) Not Null Store Quantity

CHAPTER 6

XXIV
RESULTS AND OBSERVATIONS

6.1 Main Page

6.2 Register Page

XXV
 6.3 Login Page

6.4 Stock Addition Page

XXVI
6.5 Sold Product Update

XXVII
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