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Pharmacy Management System

Nikesh Pakuyrel, Saroj kumar Sah, Shubham Khanal and Sachin Khatri

BSc.(Hons) Computing, Softwarica College of IT and E-commerce, Coventry University

ST4008CEM: Computing Activity Led Learning Project 1

Giri Raj Rawat

August 01, 2023

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Table of Contents

Pharmacy Management System.................................................................................................5

Introduction............................................................................................................................... 5

Aim............................................................................................................................................. 7

Objectives................................................................................................................................... 8

Problem Statement....................................................................................................................9

Features.................................................................................................................................... 10

Functional Requirements.........................................................................................................12

Non-Functional Requirements.................................................................................................13

Scope......................................................................................................................................... 15

Development Methodology.......................................................................................................17

Methodology.................................................................................................................17

Tools and Technologies................................................................................................18

Conceptual Diagram.....................................................................................................19

System Architecture.................................................................................................................20

Project Plan............................................................................................................................... 21

Prototypes................................................................................................................................ 22

Developed System....................................................................................................................27

System Testing.......................................................................................................................n/a

Version Control........................................................................................................................ 34

Conclusion................................................................................................................................ 35

References................................................................................................................................ 36
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Table of Figures

Figure 1....................................................................................................................................... 5

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Figure 27.................................................................................................................................. 33
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Pharmacy Management System

The pharmacy industry plays a critical role in healthcare delivery, ensuring the safe and

efficient dispensing of medications to patients. However, managing a pharmacy involves

numerous challenges, such as inventory management, prescription processing, patient

information tracking, and regulatory compliance. This case study explores the implementation

of a Pharmacy Management System (PMS) to address these challenges and improve overall

operational efficiency while enhancing patient care.

Pharmacy management software is any system used in a pharmacy that helps automate

the pharmacy workflow. This includes such tasks as reviewing physician orders and preparing

medications, controlling the inventory and making drug orders, handling billing and insurance,

providing counseling, identifying incompatibilities, and more — all while following legal

protocols and compliances.

Figure 1

PMS Software (Figma, 2022).

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The Pharmacy Management system streamlines prescription, inventory, patient

information, History, and point of sales integration. It provides additional benefits to the

pharmacy as our prioritization is to ease the pharmacy’s management system more efficiently

and effectively.

Figure 2

ER Diagram of PMS (VPC,2023)

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Aim

  The management of the pharmacy shop's database is the project's primary goal. This project

provides information about developing and using a pharmacy management system. This is

accomplished by compiling a database of the drugs that are sold in the store. The pharmacy

management system's main goals are improving accuracy, safety, and efficiency in the

pharmacy store. This project's goal is to create software for the efficient management of a

pharmacy. We created this program to provide statistics on the medicines in store and ensure

effective policing. The database is then linked to the primary program using a connection

between the built-in Visual Basic program and the database. A pharmacy management system

that offers the opportunity to update the drugs in stock helps keep an accurate database the

majority of pharmacy-related activities are managed by this pharmacy management system.

A pharmacy management system is a type of management that is intended to increase

accuracy, improve safety, and boost productivity in a pharmacy. Any pharmacy that needs to

keep a database can use this application. It is a computer-based system that aids the

pharmacist in managing inventories, costs, medical safety, etc. better. The software can

produce receipts, bills, invoices, and more. Additionally, it can keep track of the supplies that

the provider has sent. The pharmacy management system handles the upkeep of the

medications and supplies in the pharmacy unit. This pharmacy management system is  user-

friendly.

This Pharmacy Management System project's goal is to enhance the handling and maintenance

of the medications used in healthcare. The pharmacy management system will be employed to

reduce the amount of time and resources needed by keeping the drug's details organized so that

the information can be used as quickly as feasible. Workers, money, papers, and other

resources are minimized. The user-friendly technology will support the pharmacist. This

pharmacy management system will lessen the strain on pharmacists and increase its

effectiveness by giving more precise information on medications in the medical field.

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Objectives

The Pharmacy Management System's primary goal is to handle the specifics of medicines,

stocks, inventory, pharmacies, and sales. It controls all the data relating to drugs, companies,

sales, and drugs. Since the project was entirely developed on the administrative end, only the

administrator is assured access. The project's goal is to create an application software that will

lessen the amount of manual effort required to manage the company's inventory, stocks, and

medicines. It keeps track of every aspect of the Pharmacy and Inventory. Sells.

 Prescription Management

 Inventory Management

 Patient Information and History

 Point-of-Sale(POS) Integration
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Problem Statement

In Nepal countless pharmacies are supplying medical drugs and most of the pharmacies

don’t have a system to properly manage and operate their pharmacies. The pharmacy, located

in a bustling urban area of Kathmandu, faced several challenges, including manual record-

keeping, inefficient inventory management, lack of medication traceability, and difficulty in

accessing patient information. These issues led to prescription errors, stockouts, long waiting

times, and compromised patient care.

Figure 3

Problems vs Solutions in PMS

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Features

 Centralized Database for Data Storage

 E-prescription Generation

 Synchronization with Real-time Information

 Analytics & Report Generation

 Necessary Integration

 Compliance with standard Regulation

 Medication Order Management

 Managing Medication Expiries

 Inventory Management

 Sales Management
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Figure 4

Features of PMS
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Functional Requirements of a Pharmacy Management System:

User Registration and Authentication:

The system should provide a user registration process and authentication mechanism to

ensure secure access to the system for different users such as pharmacists, administrators, and

customers.

Inventory Management:

The system should allow pharmacists to manage the inventory of medicines, including

functionalities such as adding new medicines, updating quantities, and tracking expiration

dates.

Sales and Billing:

The system should facilitate the process of selling medicines, generating bills, and managing

payment transactions. It should calculate the total cost, apply discounts if applicable, and

generate invoices for customers.

Medicine Information:

The system should provide a comprehensive database of medicines, including details such as

generic names, brand names, dosage forms, strengths, and indications. This information can

assist pharmacists in providing accurate and up-to-date information to customers.

Customer Management:

The system should allow pharmacists to maintain customer profiles, including contact

details, medical history, and medication allergies. This can help in providing personalized

services and avoiding potential medication conflicts.

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Non-Functional Requirements of a Pharmacy Management System:

Security:

The system should ensure the confidentiality, integrity, and availability of sensitive information

such as patient data, prescriptions, and financial transactions. It should employ appropriate

security measures to prevent unauthorized access and protect against data breaches.

Performance:

The system should be capable of handling a large volume of transactions efficiently and

responding to user requests in a timely manner. It should have optimized database queries and

minimize any delays or downtime.

Scalability:

The system should be scalable to accommodate future growth and an increasing number of

users, medications, and transactions. It should be able to handle additional load without

significant degradation in performance.

Usability:

The system should have a user-friendly interface that is easy to navigate and understand. It

should provide intuitive workflows and minimize the learning curve for pharmacists and other

users.

Reliability:

The system should be reliable and available whenever required. It should have backup and

disaster recovery mechanisms in place to ensure data integrity and minimize downtime in case

of any unforeseen events.

Integration:

The system should be able to integrate with other healthcare systems or third-party services

such as electronic health records (EHR), insurance providers, and suppliers. This integration

can streamline processes and improve efficiency.

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Compliance:

The system should adhere to relevant regulations and standards, such as data protection laws

and pharmacy practice guidelines. It should support audit trails, data privacy, and consent

management as required by applicable regulations.

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Scope

The scope is jointly defined by the aim, objectives, problem statements, features, functional

requirements, and non-functional requirements outlined before. Figure “ “ illustrates the extent

of the PMS system. To maintain overall pharmacy and patient health, this program's main

focus is on digitizing staff information, product information, and accounting.

 Centralized Database for Data Storage

 E-prescription Generation

 Synchronization with Real-time Information

 Analytics & Report Generation

 Necessary Integration

 Compliance with standard Regulation

 Medication Order Management

 Managing Medication Expiries

 Inventory Management

 Sales Management
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Figure 5

Scope of PMS
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Development Methodology

The Software Development Life Cycle (SDLC), which outlines the methods to create software

from scratch, is referred to as development methodology.

Methodology

The Agile software development cycle relies on iterations -- or single development

cycles -- that build upon each other and lead into the next step of the overall development

process until the project is completed. Each iteration typically lasts between two to four weeks,

with a set completion date.

Figure 6

Steps in Agile Development (project-management.com,2023)

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Tools and Technologies

Several tools and technologies were used in the entire SDLC as shown in figure 8.

They are:

 Windows and Ubuntu as working platforms,

 MS Word and Google Doc for ‘Feasibility Study’ and ‘Requirement Analysis

and Specification’ phase,

 Figma, Adobe Photoshop, Adobe Illustrator and GIMP for ‘Design’ phase,

 Python with Tkinter-library and Visual Studio Code for

coding in ‘Development’ phase,

 Lucidchart for conceptual diagram,

 Git and Github for version control,

 Whatsapp for feedbacks and discussion,

 Google search engine for research,

 Google doc for project planning.

Figure 7

Tools and Technology used in proj

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Conceptual Diagram

Entity-Relationship A diagrammatic explanation of the connections between system entities. In

this project, the ER diagram connecting items is shown in Figure 9.

Figure 8

ER Diagram of PMS
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System Architecture

This system is built on a two-tier architecture, which divides its two components, the server

and client, into two independent places, with the client running the presentation layer or user

interface and the server storing the data layer or data structure. 'Client-Server Application' is

another name for it.

Due to its simplicity, it is employed. Managers enter data into this program to be saved on

databases in server systems. In order to log in or to take orders, the client system can retrieve

any data it needs from the server. If necessary, it can even modify data by updating staff

credentials, modifying orders, or deleting data. These client system requests are updated in the

server's database, which the client system can again access (PerfMatrix, 2019). An architecture

with two tiers is shown in Figure 10.

Figure 9

Two-tier architecture (Prepinsta).

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Project Plan

Progress charts are essential for tracking time, effort and progress of the developed system.

Developers record their progress using grant chart for all phases in agile development system.

Figure 10

Gannt Chart for work progress

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Prototype

To create a unique approach to construct a GUI in accordance with the SRS guideline,

prototypes are crucial. We constructed several prototypes before turning them into source

code. Several useless prototypes laid the way for later developments. The replication of this

system from the finalized prototypes

Figure 11

Login Page
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Figure 12

Dashboard

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Category
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Figure 14

Medicine

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Add Category
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Figure 16

Update Category

Figure 17

Update Medicine
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Figure 18

Pharmacy Settings

Figure 19

Billing
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Developed System

Using Python, the Tkinter library, and Sqlite3, a functional piece of software was created in

a methodical and logical fashion. According to their areas of expertise and interests, the team

members shared the labor. A completely functional application was created using the team's

knowledge of the Python programming language, Tkinter GUI tools, and Sqlite3 database. The

program can be broken down into the following sections for simple understanding.
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Figure 20

Login Page

The login page displays the text fields for both Email and password. When admin enters the

correct username and password it automatically redirect to Homepage

Figure 21

Home Page
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This is the dashboard of this desktop application. The dashboard contains  a navigation bar

at the top with the title. It displays the overall quantity of medications, the categories they were

in, and the individuals that purchased them from a pharmacy. At last, it shows the latest

medications that were entered in pharmacy store and there is medicine, category billing and

pharmacy setting button to perform various task.

Figure 22

Medicine
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This page shows all the medicine list which is stored in pharmacy so that the pharmacist can

easily track the medicine using our application. we can see ADD Button to add new list of 

medicine which came in medical shop, and we also can see edit button which is created to edit

the name price and quantity of the medicine in case the pharmacist made mistake in the related

field.

Figure 23

Category
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Figure 24

Update Category

In category section, we can see that the medicine for that specific disease is available or not.

From the add button we can add the type of disease that is discovered from edit button we can

edit the category.

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Figure 25

Billing

Figure 26

Billing print
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In order to create a new client in this application, input their name, address,  contact

number and email before clicking the submit button. The database is automatically saved and

the customer-ID is auto increment.

By entering the customer's contact number, it will display the customer’s name and address

in their invoice, from the medicine ID you can add the medicine name then give the quantity

according to customer demand then after that you can give prescription to the customer then

enter the total button for the total amount to pay. Then the administrator will be able to print

the invoice bill. If you have any sources to print the bill, it will print automatically and save to

your device so that you can keep a report of your medical shop.

Figure 27

Pharmacy settings
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Version Control

 Github: Link>>>>>>>>>>>>>
 Youtube: LINK>>>>>>>>>>>>>>>

Figure 43

Version control of the project

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Conclusion

The team integrated all the concepts learnt in the classroom from modules like

mathematics, programming and algorithm, and software design to create the final functional

product in accordance with the user manual's requirements. The most advanced technology

were employed.
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References
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