Pharmacy Management System-Medicine Selector for Minor Illness and Stovk Alert System - Muhammad Firdaus b. Mohammad Naser - QA76.9.S88.M44 2008

PHARMACY MANAGEMENT SYSTEM - MEDICINE SELECTOR FOR MINOR ILLNESS AND STOCK ALERT SYSTEM

MUHAMMAD FIRDAUS BIN MOHAMMAD NASER

This report is submitted in partial fulfillment of the requirements for the Bachelor of Computer Science (Database Management)

FACULTY OF IIVFORMATION AND COMMUNICATION TECHIVOLOGY UNIVERSITI TEKNIKAL MALAYSIA MELAKA

2008

ABSTRACT

Pharmacy Management System - Medicine Selector for Minor Illness and Stock Alert System, PMS application is to help pharmacist to manage pharmacy in the systematic ways. Medicine selector for minor illness means the system application that gives the suggestion for the medicine to the pharmacist from the symptom that request by customer. The medicine selector for minor illness is choose because of the advice from pharmacist, Mr. Sarnsuri bin Talip at Farmasi Murni, Ayer Keroh. The examples of minor illness are fever, cough and the other problem that effect to human respiratory system. The other minor illness is small injury that cause when playing in the sport, like football, badminton and hockey or the other popular game in Malaysia. Pharmacy is the one of the medical facilities to serve the people of certain population for their healthcare. Before this, pharmacy uses the manual system to manage the medicine stock. It needs the pharmacist assistant check the medicine twice a week to check expire date of the medicine in the storage and the medicine that out of stock. The pharmacist assistant take out the medicine that rise the expired date and keep it at the safety place to avoid mistake the expired medicine to be sell. If there is the out of stock of the medicine, the purchase order form is filling by the pharmacist to order the medicine from the medicine company. The manual system that use is not very reliable to the pharmacy management today. Therefore, the new approach of system application is needs to make the pharmacy management more efficient and effective. Within PMS application, the medicine stock that is rise at the expired date will been detected and the pharmacist assistants no need to check medicine twice a week anymore. They just login to the system and check it at the list of the medicine that display by the system. For purchasing the order, pharmacist can generate it automatically from the system when the medicine stock that out of stock.

ABSTRAK

Pharmacy Management System - Medicine Selector for Minor Illness and Stock Alert System, PMS adalah untuk membantu ahli farmasi untuk menguruskan sistem pengurusan farmasi secara sistematik. Pemilih ubat untuk kesakitan kecil adalah bermaksud sistem aplikasi yang memberi cadangan untuk memilih ubat kepada ahli farmasi daripada simtom yang diberikan oleh pelanggan. Pemilih ubat untuk kesakitan kecil adalah atas nasihat seorang ahli farmasi dari Farmasi Murni, Ayer Keroh, En. Samsuri bin Talip, Menurut beliau untuk membangunkan sebuah sistem yang boleh memilih ubat untuk kesakitan kritikal seperti sakit jantung adalah mempunyai kebarangkalian yang tinggi dalam kesilapan memilih ubat. Oleh yang demikian, bagi mengelakkan masalah tersebut, beliau menyarankan sistem ini hanya boleh memilih ubat bagi kesakitan kecil bagi mengurangkan kebarangkalian kesilapan memilih ubat bagi sistem aplikasi PMS. Contoh bagi kesakitan kecil ialah demam, batuk dan masalah lain yang memberi kesan kepada sistem pernafasan manusia. Farmasi adalah satu kemudahan perubatan untuk memberi perkhidmatan penjagaan kesihatan kepada sesuatu populasi penduduk bagi setiap kawasan. Sebelum ini pihak farmasi menggunakan sistem manual untuk menguruskan stok ubat-ubatan. Ini memerlukan pembantu farmasi memeriksa di stor sebanyak dua kali pada setiap minggu untuk memeriksa ubat-ubatan yang telah mencapai tarikh lupus dan juga ubat-ubatan yang telah kehabisan stok. Kemudian, pembantu farmasi akan mengeluarkan ubat-ubatan tersebut dan mengasingkan dari ubat-ubatan yang masih belum mencapai tarikh luput untuk mengelakkan kesilapan menjual ubat-ubatan yang telah tamat tempoh penggunananya. Ahli farmasi pula akan mengeluarkan pesanan pembelian kepada pihak syarikat ubat bagi memesan ubat-ubatan yang telah kehabisan stok. Sistem mama1 ini tidak menampakkan keberkesananya sekarang. Oleh itu, pendekatan terbaru perlu diambil bagi menjadikan pengurusan fzrmasi lebih berkebolehan dan berkesan. Dengan menggunakan aplikasi PMS, stok ubat-ubatan yang telah mencapai tarikh luput akan dikesan dan ini tidak memerlukm pembantu farmasi secara manualnya memeriksa stok tetapi hanya perlu dafiar masuk kedalam aplikasi PMS dan memaparkan senarai stok ubat-ubatan yang mengmdungi tarikh luput setiap ubat-ubatan tersebut.

CHAPTER I

INTRODUCTION

1 . Project Background

Pharmacy management is the process of managing the medicine stock and

selecting the suitable medicine to the illness that mention by patient or customer. The

core of pharmacist profession is the maintenance of quality and the subsequent

implication for patient care. The industry type of Pharmacy Management System

Medicine Selector for Minor Illness and Stock Management System, PMS-

SELMILLSAS or PMS is medical technology industry.

The domain of this project is Information Communication Technology in

Healthcare. Within the growth of the Information Communication Techology and

Medical Technology, the system developer takes this opportunity to help the

pharmacist for managing their stock and select the medicine using computer

program.

The organization that relate to this system is the pharmacy care center. PMS

is developed to select the medicine for minor illness and manage all of the medicine

in pharmacy. For example of minor illness are, cough and cold remedies, flu, fever

and minor injury after playing games like football and other games.

This system also does the selling process, selling and buying the medicine.

The selling is only in Ringgit Malaysia. Selling process is involved because to relate

the alert warning message to the stock condition. Additional, PMS provide the

information of the medicine that is sold.

The modules involve are medicine management module, medicine selector

module, selling process module, medicine list module, user authenticate module, user

registration module, statistic of medicine sales module, monthly report module, and

report for medicine module.

1.2 Problem Statements

First, selecting the suitable medicine for the type of illness is usually take

time and makes the patient or customer waiting. Therefore, the time is waste for the

customer to be waiting. Second, for the medicines stock management, the pharmacist

must check it manually and no warning message for the medicine that decrease to

finish. So, PMS provide the advantage to setup the process in selecting and alert

program to warn about the medicine stock.

Finally yet important, no analyses are done for the frequency type of

medicine usually buy by the customer or patient at that area. This is also important to

determine the medicines that are demanded more fiom the customers so that

pharmacist can be prepared to order more for that type of medicine.

1.3 Objective

The objectives that to be achieved from this PMS-MSELMILLSAS system

application is;

1. To care the pharmacist alert about the out of stock of the medicine . . 11. To provide the reliable medicine selector for the minor illness type for

children . . . 111. To provide a secure system application in terms of information retrieval

iv. To help in decision making

v. To provide a systematic medicine inventory

1.4 Scope

The project scope will define the boundaries of PMS, which include PMS

system functionality, users and operating location/availability.

1. System Functionality

Modules to develop are:

a. Medicine management module

List and classifying the medicine relate to the symptoms that occur. The other

function in this module is adding, delete and update medicine from the list

and class of the medicine.

b. Medicine selector module

This module will process the function to select the suitable medicine depend

on the information that match with the symptoms for that disease.

c. Selling process module

Record the medicines that sell to the customer. Give the quantity of the type

of medicine that more frequently buy by the customer.

d. User authentication module

The authentications are dividing to two (2) conditions, administrator

authentication user and administrator authentication. Administrator user can

view all the process includes, selling transaction, reports, medicine stock and

manipulate list of medicine. Administrator can only do the process like

selling and buying process, view medicine stock, and list the medicine. The

user can only display the list of pharmacy and the map of pharmacy.

e. Medicine list module

Function to listing the medicine that relate to the minor illness like cough,

fever, and flu.

f. User Registration module

Handle for the new user registration to be the authorized user in PMS

application.

g- Statistic of medicine sale module

Display the statistic for medicine selling in bar graph visualization.

h. Monthly report module

Display the medicine buying statistic to show the total sold for each

medicine.

1. Report for medicine module

Provide the report to display the medicines that want to be ordered.

. . 11. Users

a. Pharmacist

- Responsible to monitor the medicine stock alert warning.

- Provide the list of suitable medicine and the advice from expert doctor.

- Check the analyst of the frequency of the disease

b. Pharmacist Assistance

- Responsible in select the suitable medicine for minor illness

- Control the information of the nearest pharmacy take place

c. Customer

- Tell the pharmacist about the symptom

- Receive an receipt

iii. Operating locationlavailability

a. Available to deploy at all type of pharmacy in Malaysia

b. A desktop server in manager or pharmacist room

c. A desktop client at the receptionist or pharmacist assistant counter

d. A desktop standalone for home use that has connection to the internet

iv. Hardware and software requirement

a. Operating system platform: Windows XP Professional

b. Browser: Internet Explorer 6.0

1.5 Project Significance

The pharmacist can work in the systematic environment with the warning

process and medicine selector process that exist in this system. Customer or patient

has the alternative to find the pharmacy and the information of the medicine through

the internet. It can be useful alternative when it is in the emergency.

PMS is also a more effective system because it can produce the analysis of

the total medicine sold, so that the company can know the customer buying pattern.

Because of that, pharmacist can be more prepared to increase the order of the

medicine that more frequency buys by the customer or patient.

This system can help management of pharmacist to produce the information

of medicine to the customer. Therefore, customer can be more knowledge to the type

of the medicine that they want to buy. However, customer still has to refer the advice

from the specialist doctor.

1.6 Expected Output

Pharmacy Management System-Medicine Selector for Minor Illness and

Stock Alert System, PMS-MSELMILLSAS is concern the delivery of system

functional is the first priority to be handled. The functions that involve in this system

are authentication, retrieve data, calculation, insert, update, delete data is can be

works successfully.

PMS-MSELMILLSAS process selector for the medicine is relating to the

symptoms that give by the customer or patient. The calculation process is relating to

the concurrency value of the alert signal is works as it programs, which is, the pop up

message display when the inventory out-of-stock.

There are the three (3) reports consist of the update report for every process

involve. Statistic medicine sales report is the selling report for the certain period of

time. Then, monthly report for the medicine that frequently use by customer.

This report is to provide report as reference to set the medicine that is has the

priority to order first and many. Finally, report for medicine, which is, to display the

level of the quantity for the medicine at the certain time.

1.7 Conclusion

PMS-MSELMILLSAS is the system applications that only do the process

selection of the medicine for the minor illness and provide the alert warning message

to the stock that to be finish. The problems that occur are successfully determined

and the solution step is taken by the existing of the modules that include in to be

system later.

There are five (5) objectives will be achieve to make the system is

successfully implementation. The objectives are listed according from the core of the

system application that wanted to achieve first.

Scope of this system application is the boundary to guide the system

development to reduce the unnecessary process before it occurs. The scopes are

divided to four (4) categories. These categories are the limit of the development can

achieve. There are, system functionality, users, operating location~availability, and

hardware and software requirement.

Project significance is describing for the advantage of the PMS-

MSELMILLSAS system application when it is to be implemented. The expected

result of this system is the successful of the all modules can be implementing and all

objectives can been achieved.

For the all of the result and solution that achieve in CHAPTER I, Introduction

will be delivered to the next chapter, CHAPTER 11, Literature Review and Project

Methodology.

CHAPTER I1

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1 Introduction

In this chapter, Literature Review and Project Methodology are the reviewing

from the before research that be make by the other people. The reviewing is

including the process that relate to the PMS system application. The source of

research can be referring to the journal, paper work, websites and reference book.

As the result, this chapter can determine the fact and findings of PMS, which

are, the domain that this system involve, project methodology that use to develop,

project requirement as the tools to develop and the project schedule and milestones.

2.2 Facts and findings on PMS

2.2.1 Domain

Domain for PMS is Information and Communication Technology, ICT in

Healthcare. According to Hoogervorst (2005), Healthcare provides are human.

People are not infallible and unfortunately, errors do happen occasionally. Today's

technology gives us good solutions to support care provides and prevent a good deal

of those unwanted errors.

An outstanding example of an area where ICT can play an important part is

the exchange of medical data between care providers. It is so much easier to

administer the right (amount of) care if all caregivers have the correct and most

recent data at their disposal.

The ICT in healthcare today provide the electronic identify system as the

alternative to managing the patient data. The management can be security and

systematic. It is because the identity is authenticating by the unique code that give to

the each patient. Also, can prevent the misidentification of the patient from the

treatment.

According to Feeney (2005), ICT system is needed to the future strategic

system of health service. Modem ICT infrastructures is to effectively connect all

those the producer and archive of healthcare knowledge to all those who require the

proper application of this knowledge on a daily basis, for example, patients, clinical

professionals, healthcare managers, administrators and policy makers.

There are two (2) strategies that will ensure the consideration of ICT systems

that will change the way of health services are "strategic systems" that is rather than

ones that merely support current operations "support systems".

Undoubtedly healthcare institutions must strive together to further the

interactive sharing of healthcare knowledge and information through newer and

faster ways, bind the "transformational" potential of ICT can significantly enable this

chailenge. ICT can be the best way of achieving our health service mission of

excellence in patient care, health education and research in our knowledge-based

environment of now and the future.

Refer to Butler (2002), explain that in the pharmacy management the

important thing is the maintenance of quality and the subsequent implications for

patient care. Furthermore, according to this article, the clinical and corporate

government will not exist without being capable of validating their quality agenda,

which sees the safe and effective transportation and storage of vaccines and

biological, will not be exempt from this analysis.

Because of that, PMS provide the selection of medicine to the pharmacist to

indicate the quality of the pharmacy management. Then, the alert process is the

systematic system that gives many advantages to pharmacy, that is, to prepare the

stock medicine and the priority to treat the disease that more frequently occur.

Based on explanations above, the important point that they want to highlight

are the technology in ICT can provide the solution to the problem and help to give

the systematic process in the healthcare program. This is, use the system that can

identify the patient and caregivers unique identification to as the security of them to

communicate.

The importance of ICT that can help to manage the current operational to be

more effective. Furthermore, there are methods that can be implementing by using

ICT, strategic system. Strategic system means that modem ICT infrastructure can

handle the producing and achieving of healthcare knowledge to the person that

required, which are, patients, clinical professionals, healthcare managers,

administrators and policy makers.

2.2.2 Existing System

2.2.2.1 Pharmacy System v2.0

Pharmacy System v2.0 (PSv2.0) comes standard with a very long list of

included features, however in order to help their clients make the business more

successful the system offer many additional services like website search engines

submission and promotion, and marketing services.

Figure 2.1: Website portal of Pharmacy System v2.0

Figure 2.1 shows the website portal of the existing system that provide the e-

commerce website and system. Pharmacy System v2.0 has services, website search

engines submission and promotion, and marketing services Pharmacy System v2.0

has eleven (11) modules. The modules 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.

The descriptions of the modules are explained in two (2) paragraphs. First,

product management. This module perform to bulk product categories insert

functionality or multiple ways to manage and upload product images. It also define

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 and see statistics and generate accountancy information in real time. The back

provides also functionality to monitor and rejecttaccept 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 also the doctor's

information and sign).

Forth, back office user management, is process to define different user groups

v2.0 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 hctionality is the module to Pharmacy System v2.0

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, the module to Pharmacy System v2.0

provides an integrated WYSIWYG editor which helps v2.0 you 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 WYSIWYG editor. Eight, statistic, which is, statistics that can be

display at any time for the site visits1 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.

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 Pharmacy

System v2.0 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 and put them on their sites and monitor

their earning 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 andlor 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.

The nine (9) modules include in PMS are describe in subtopic in CHAPTER

I, 1.3 Scope, a) System Functionality of project. The main different between

Pharmacy System v2.0 and Pharmacy Management System- Medicine Selector for

Minor Illness and Stock Alert System, PMS-MSELMILLSAS is process of the

commerce in Pharmacy System v2.0 and process of the management in PMS.

Even, these two (2) systems are to pharmacy but the types of application

make it different. However, PMS has the advantage in the system operation, which

is, it can give pharmacy systematic and expert management in the selecting medicine

and stock alert system, beside the Pharmacy System v2.0 that only base on the

benefit of their business not the performance of the pharmacy.

2.2.2.2 Pharmaserv Pharmacy Management System

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vour front-end busines

Pharmacists are in short supply. Profit margins are shrinking under pressure. Mare than ever, a comprehensive, in:egra:ed pharmacy management system is esseratial. PharmaservB is the answer.

Pharmaserv is an easy-to-use. easy-to-learn, comprehensive pharmacy management solution that fully inteprctes your back-end pharmacy processes with

.s manauement, it offers fully intearated . . functionality of point-of-sale, perpetual inventory, accounts ~eceivables, i n t e r ~ m v e v o i ~ response, long- tern care, reconaliation and automated dispensin.3. A typical day in the sharmacy includes a hectic schedule and an endless list of tasks to complete. Wi th Pharmaserv, you can make each day more afftcient and profitable without saxificir:g the quality and excellent care your customers have come to expect. Whether you're an independent store or a chain af pharmacies, Pharmaserv can ha!^ you: . Streamline pharmacy processes . Enhance safety and government compl~ance

Increase prcfitability Provlde more t ime fo r pahent care and business managercent

:.& s.3 Prirint Pape

Call 000.521.1750

for more information about Pharmaserf and related producti.

Request mar. information

Customer Testinlnnial

'The P h a r m a s e r v sys tem 's f l e x i b i l i t y m a k e s m y l i f e s o m u c h easier . Price schedule maintenance and AWP (average wholesale prica) updating is a breeze and takes very little t ime. The right tool makes the difference."

DuWayne Chapman, R.Ph. Mzhank Pharmacy Mabank, Texas

For more iraformation and a complete I;st uf features, view the F!~aim?,sBrV f a i t sheet (PDF) or the oniine demsnstrst~cn (Flash).

Figure 2.2: Main Menu for Pharmaserv Pharmacy Management System

Pharmaserv Pharmacy Management System (PPMS) is quite similar for

PMS-MEDSELMILLSAS, but, this system is the more too business in intends. The

service base on the marketing process, which means, there is a marketing and

advertising process include in this system. For customer the important thing is the

quality of the medicine is more to be focus then the profit of the selling medicine.

Additional, PPMS did not use user friendly approach for it system

environment or interface. Also, PPMS is not specifically use by the certain user, for

example pharmacist. It can be use by other people that access the internet. The

processes exist in this system are distribution service, pharmacy brand, RY

purchasing programs, Front-end purchasing programs, merchandising, managed care,

marketing and advertising, pharmacy management software and services, ordering

and inventory management, and medication packaging.

Table 2.1: Summary for the Functions use in PSv2.0, PPMS, and PMS

Authentication

This table summarize the functionality of each the systems, Pharmacy System

v2.0 (PSv2.0), Phamaserv Pharmacy Management System (PPMS), and Pharmacy

Management System (PMS). The summarization is base on the functionality use for

the three (3) of systems.

There are five (5) basic functions in the pharmacy management system,

medicine selection, user authentication, selling process, alert process, and analysis.

PSv2.0 and PPMS not suitable use is because the pharmacy needs to help in decision

making, so, the process of medicine selection is the solution to select the suitable

medicine for the certain illnesses. PSv2.0 do not has alert process which is to set the

warn message went out-of-stock.

2.3 Project Methodology

PMS is use two (2) types of methodology approach to develop the system.

The methodologies are Software Development Life Cycle, SDLC to the system

development and Database Life Cycle to develop the database.

2.3.1 Software Development Life Cycle, SDLC

SDLC is the history of an information system. It is the reference by the

database design and the application developer. Feasibility study can help in the initial

state in the SDLC. This methodology is divided to five (5) phases, which are,

planning, analysis, detailed system design, implementation, and maintenance.

Phase Act~on (s)

1 lnltlal assessment 2 Feaslb~l~ty study

1 User requ~rement 2 Ex~sbng system evaluation 3 Loglcal system deslgn

1 Deta~led system speaficat~on

1 Evaluat~on

3 Enhancement

Figure 2.3: The Software Development Life Cycle, SDLC

Figure 2.3 show the software development life cycle that will be

implementing to develop the PMS. It is will be describing according to the phases

that exists in the software development life cycle.

2.3.1.1 Planning

Planning phase is the general overview of the pharmacy and the objectives.

There are two (2) indicates to be focused, the initial assessment and feasibility study.

Initial assessment needs to the manual system changed to the new system (PMS), as

the systematic management of the pharmacy.

For the feasibility study, it shows the hardware and software needed in

general. Hardware is include the operating system is used, Windows XP Professional

platform, software development used Dreamweaver 8.0 application, and database

development used MySQL application.

2.3.1.2 Analysis

Analysis phase is the definition of the problem that defines at planning phase.

Pharmacist and system developer identify the process of the PMS system. It also

needs for study the user requirement and the manual system. The result is logical

data design. It is the specifying the conceptual data model, inputs, processes, and

expected output requirements. PMS has nine (9) modules or processes that to be

function.

The logical design is describe using data flow diagram, DFD and entity

relationship, ER diagram, ERD. The results of the logical design are entities,

attribute and the relationship of the entities within the database. It also describes the

function of modulus for each process within the database environment. The users that

involve in the PMS are pharmacist, pharmacist assistance and customer.

2.3.1.3 Detailed system design

Detailed system design phase is the completed design of the system

processes. It is the specification of the PMS interface system, menus of the system,

and the reports. The other approach that use is the web application development

methodology.

2.3.1.4 Implementation

The implementation phase is starting at process installing hardware and

software requirements. Installation hardware is setting up the PC desktop hardware

requirements specification. Process of operating system installation is base on

Windows XP Professional platform installation. Dreamweaver 8.0 and MySQL are

installing following the steps that required.

The language is used are Pre-Hypertext Processor, PHP script and Structured

Query Language, SQL script. These scripts are type in PMS system application

development. This will be testing and debugging, until it is ready to be delivered.

The actual database is created and customizes the tables and view, and user

authentication.

The testing process is to be doing to test the system application operation.

After testing is concluded, the final documentation is reviewed and printed, and end

users are trained. The system is in full operation at the end of this phase but will be

continuously evaluated and fine-tuned.

2.3.1.5 Maintenance

Maintenance phase is involve when PMS is used in several times, there are

the changes of the PMS is be request by the pharmacist. The changes generate the

system maintenance activities, which can be grouped into three types, corrective

maintenance in response to system errors, adaptive maintenance due to changes in

the business environment, perfective maintenance to enhance the system. For the

pMS it maybe include these three (3) maintenance activities which is, pharmacist

want to add the module or delete the module of the PMS application.

2.3.2 Database Life Cycle, DBLC

PMS-MSELMILLSAS use the Database Life Cycle, DBLC methodology

approach to develop the database. DBLC contains six (6) phases, which are; database

initial study, database design, implementation and loading, testing and evaluation,

operation, and maintenance and evaluation.

Phase Action (s)

1. Analyze the company situation 2. Define problem and constraints 3. Define objectives 4. Define scope and boundaries

1. Create the conceptual design 2. DBMS soffware selection 3. Create the logical design 4. Create the physical design

1. Install the DBMS 2. Create the database (s) 3. Load or convert the data

1. Test the database 2. Fine-tune the database 3. Evaluate the database and iis application programs

1. Produce the required information flow

1. Introduce changes 2. Make enhancement

Figure 2.4: The Database Life Cycle, DBLC

Figure 2.4 shows the database life Cycle that implement in PMS-

MSELMILLSAS. The explanation is divided to the six ( 6 ) phases that exist in the

database life cycle.

2.3.2.1 Database initial study

There are four (4) purposes of the database initial study; analyze the company

situation, define problem and constraints, define objective and define scope and

boundaries. Analyze the company situation is discovering the company's operational,

the function and the interaction.

Figure 2.5: Summary of Activities in the Database Initial Study

Figure 2.5 is the summary of the first phase in DBLC, database initial study.

The define problem and constraint is the problem definition process might initially

appear to be unstructured. Company end users are often unable to describe the larger

scope of company operations precisely or to identify the real problems encountered

during company operations. Define objective is a proposed database system must be

designed to help solve at least the major problems identified during the problem

discovery process.

Scope and boundaries is the two (2) set of system limitation. The system

scope defines the extent of the design, according to operational requirements. The

system boundary is external to the system and also imposed by existing hardware and

software.

In the database initial study for the PMS application is the analysis of the

company situation. Pharmacy is the place to get the medicine and give patient advice

of the healthcare. The situation is pharmacy objective, pharmacist operations and

company structure.

Then there are the definition of the problem and constraints of the database

that is to handle at the database system specification. The problem is comes from the

manual system that be used before, which is the medicine stock is do not has the

warning process to warn pharmacist to prepared the stock of medicine. The results of

database system specification are the objectives, scope and boundaries that include in

the PMS.

2.3.3 Database design

The second phase focuses on the design database model that will support

pharmacy operations and objectives. It consists of three part as had been explains

below.

2.3.3.1 Conceptual Design

Data modeling is used to create an abstract database structure. In this system,

there have user password to manage security system. Pharmacist and pharmacist

assistance are as entities. Beside that, the system can produce the report, queries data,

manage stock and display the warning.

2.3.3.2 Logical Design

Data Flow Diagram (DFD) and decomposition diagram are design based on

new system that wants to build. Microsoft Visio 2003 is used to design both of the

diagrams. Before identified the business rules, entities must be listed such as

pharmacy, pharmacist and pharmacist assistance.

2.3.3.3 Physical Design

This process is for selecting the data storage and data access characteristics of

the database. The storage characteristics are a function of the types of devices

supported by hardware, the type of data access methods supported by the system and

the DBMS.

2.3.4 Implementation and loading

A PMS-MSELMILLSAS database implementation requires the creation of

storage-related constructs to house the end-users tables. In this system the database

storage group should be created, and then create the tablespace and at last create the

tables. During the implementation and loading phase, address performance, security,

backup and recovery, integrity, company standards and concurrency control must be

added.

2.3.5 Testing and evaluation

When the system is complete, the PMS-MSELMILLSAS system should be

tested and fine-tunes the database for performance, integrity, concurrent, access, and

security constraints. Database tools are used to prototype the applications during the

coding of the programs.

If the database implementations not get the criteria, several parts should be

considered to enhance:

1. For performance-related issues, consider fine-tuning specific system . . 11. Modify physical design ... 111. Modify logical design

iv. Upgrade or change the Database Management System, DBMS software or

hardware platform

2.3.6 Operation

When the database has complete and passed in evaluation stage, it is

considered to be operational. At this part in the database, the system should have

complete information about its management, users and it is application programs.

The operational phase unfortunately starts with process of system evolution.

In any case, the demand for change is lead on phase maintenance and evolution.

2.3.7 Maintenance and evaluation

Before develop the system, routine maintenance activities must be prepared

within the database. Some of the required periodic maintenance activities include:

1. Preventive maintenance (backup) . . 11. Corrective maintenance (recovery) . . . 111. Adaptive maintenance (enhancing performance, adding entities and attribute,

and so on)

iv. Assignment of access permissions and their maintenance for new and old

users

v. Periodic security

vi. Periodic (monthly, quarterly, or yearly) system-usage for budgeting purposes

2.4 Project Requirements

This is the requirement that will be using to develop the PMS. It will describe

to three (3) types of requirement, software requirement, hardware requirement and

network requirement.

2.4.1 Software Requirements

There are the software requirement for developer and user to develop and use

the PMS.

Table 2.2: Software Requirements

tools Drearnweaver 8.0.2, MS

Office Visio 2003, MS

Office Project 2003,

Adobe Photoshop 9.0.1,

Pre-Hypertext Processor

PHP-5.1.5-Win32

Operating system/server

Database system

Microsoft Windows XP

Professional 2002 Service

Pack 2, Apache,

apache - 2.0.58-win32-x86-

no - ssl

MySQL, mysql-essential-

5.0.24a-win32

Microsoft Windows XP

Professional 2002 Service

Pack 2

Apache, apache-2.0.5 8-

win32-x86-no-ssl

MySQL, mysql-essential-

5.0.24a-win32