System Development Project on

MEDICAL STORE MANAGEMENT SYSTEM

In Partial Fulfillment of Bachelor of Computer Applications (B.C.A)

INDEX
Sr No.
1. 2. 3. 4. 5. 6.

Topic
Introduction Organization Profile Project Profile Existing System Problem areas and Need for the New System Proposed System 6.1 Development tools and technology used 6.2 Business process description 6.3 System features 6.3.1 Assumptions 6.3.2 Entity Relationship Diagram 6.3.3 Data Flow diagram 6.3.4 Data dictionary 6.3.5 Coding system

Page No.

6.3.6 Screen layouts 6.3.7 Report layouts 7 Proposed enhancements 8 Conclusion 9 Bibliography

1. INTRODUCTION

The medicines are provided to the customer according to the doctor prescription. The medicine is given to the customer if they have prescription with them. The owner of the shop or the person who gives the medicines are well experienced and are well accomplished with the medicines of the whole shop and which the customer wants. Since inexperience person would lead to many delays/problems in shop. The organization also takes care of the maintenance for the medicines. Proper look are been taken for each and every medicines so that it will not be the problem when the customer have that medicines. Also proper records are been kept so that if any medicine is less or if that medicine have the expiry date or any other reason then it is been easy to find the problem. Medical store owner have to provide bills to customer, to keep all the records of stocks of medicines under inventory management and also to comply to legal obligation. So this software is developed with objective of easing the daily transactions.

2. ORGANIZATION PROFILE

Company Name: Proprietors Name: Address: Types of Company: Year of Establishment:

3. EXISTING SYSTEM

The existing System Followed the traditional manual approach such as There are various jobs that need to be done in a Hospital by the operational staff and Doctors. All these works are done on papers. The work is done as follows:-

Information about Patients is done by just writing the Patients name, age and gender. Whenever the Patient comes up his information is stored freshly. Bills are generated by recording price for each facility provided to Patient on a separate sheet and at last they all are summed up. Diagnosis information to patients is generally recorded on the document, which contains Patient information. It is destroyed after some time period to decrease the paper load in the office. Immunization records of children are maintained in pre-formatted sheets, which are kept in a file. Information about various diseases is not kept as any document. Doctors themselves do this job by remembering various medicines.

All this work is done manually by the receptionist and other operational staff and lot of papers are needed to be handled and taken care of. Doctors have to remember various medicines available for diagnosis and sometimes miss better alternatives as they cant remember them at that time.

4.

PROBLEM AREAS AND NEED FOR THE NEW SYSTEM

4.1) Problems with conventional system

Lack of immediate retrievals: - The information is very difficult to retrieve and to find particular information like- E.g. - To find out about the patients history, the user has to go through various registers. This results in inconvenience and wastage of time. Lack of immediate information storage: - The information generated by various transactions takes time and efforts to be stored at right place. Lack of prompt updating: - Various changes to information like patient details or immunization details of child are difficult to make as paper work is involved. Error prone manual calculation: - Manual calculations are error prone and take a lot of time this may result in incorrect information. For example calculation of patients bill based on various treatments. Preparation of accurate and prompt reports: - This becomes a difficult task as information is difficult to collect from various registers

The above discussed problems lead for the development of a new system to cope up with the problems arising in the existing system.

4.2) Alternative solutions for existing system

1. Improved Manual System:One of the alternative solutions is the improvement of the manual system. Anything, which can be done by using automated methods, can be done manually. But the question arises how to perform thing manually in a sound manner. Following are some suggestions, which can be useful in the manual system. A more sophisticate register maintenance for various Patient Information, Doctor diary, Immunization Details and a good system for writing bill amount employees and stock availed for the customers can be maintained at central place. Adequate staff may be maintained so that updates are made at the very moment at the same time. Proper person for proper work should be made responsible so that a better efficiency could be achieved. This needs a lot of work force.

2. Batch System:Another alternative solution can be used of computer based batch system for maintaining the information regarding purchase details, customers and employees. A batch system refers to a system in which data is processed in a periodical basis.

The batch system is able to achieve most of the goals and sub goals. But a batch system data is processed in sequential basis. Therefore batch system is not suggested.

3. Online System:This system (HMS) provides online storage/updates and retrieval facility. This system promises very less or no paper work and also provides help to Doctor and operational staff. In this system everything is stored electronically so very less amount of paper work is required and information can be retrieved very easily without searching here and there into registers. This system is been discussed here.

Various Studies or say investigation were done which paved the way for the existence of new system, some of them in the form of Feasibility Study are as under:-

4.3) Feasibility Study:

Depending on the results of the initial investigation the survey is now expanded to a more detailed feasibility study. FEASIBILITY STUDY is a test of system proposal according to its workability, impact of the organization, ability to meet needs and effective use of the resources. It focuses on these major questions:

What are the users demonstrable needs and how does a candidate system meet them? What resources are available for given candidate system? What are the likely impacts of the candidate system on the organization? Whether it is worth to solve the problem?

During feasibility analysis for this project, following primary areas of interest are to be considered. Investigation and generating ideas about a new system does this. Steps in feasibility analysis

Eight steps involved in the feasibility analysis are: Form a project team and appoint a project leader. Prepare system flowcharts. Enumerate potential proposed system. Define and identify characteristics of proposed system. Determine and evaluate performance and cost effective of each proposed system. Weight system performance and cost data. Select the best-proposed system. Prepare and report final project directive to management.

4.3.1) Technical feasibility A study of resource availability that may affect the ability to achieve an acceptable system. This evaluation determines whether the technology needed for the proposed system is available or not. Can the work for the project be done with current equipment existing software technology & available personal? Can the system be upgraded if developed? If new technology is needed then what can be developed? This is concerned with specifying equipment and software that will successfully satisfy the user requirement. The technical needs of the system may include:

Front-end and back-end selection An important issue for the development of a project is the selection of suitable front-end and back-end. When we decided to develop the project we went through an extensive study to determine the most suitable platform that suits the needs of the organization as well as helps in development of the project.The aspects of our study included the following factors.

Front-end selection: It must have a graphical user interface that assists employees that are not from IT background. Scalability and extensibility. Flexibility.

Robustness. According to the organization requirement and the culture. Must provide excellent reporting features with good printing support. Platform independent. Easy to debug and maintain. Event driven programming facility. Front end must support some popular back end like Ms Access. According to the above stated features we selected VB6.0 as the front-end for developing our project.

Back-end Selection: Multiple user support. Efficient data handling. Provide inherent features for security. Efficient data retrieval and maintenance. Stored procedures. Popularity. Operating System compatible. Easy to install. Various drivers must be available. Easy to implant with the Front-end.

According to above stated features we selected Ms-Access as the backend. The technical feasibility is frequently the most difficult area encountered at this stage. It is essential that the process of analysis and definition be conducted in parallel with an assessment to technical feasibility. It centers on the existing computer system (hardware, software etc.) and to what extent it can support the proposed system.

4.3.2) Economical feasibility

Economic justification is generally the Bottom Line consideration for most systems. Economic justification includes a broad range of concerns that includes cost benefit analysis. In this we weight the cost and the benefits associated with the candidate system and if it suits the basic purpose of the organization i.e. profit making, the project is making to the analysis and design phase The

financial and the economic questions during the preliminary investigation are verified to estimate the following:

The cost to conduct a full system investigation. The cost of hardware and software for the class of application being considered. The benefits in the form of reduced cost. The proposed system will give the minute information, as a result the performance is improved which in turn may be expected to provide increased profits. This feasibility checks whether the system can be developed with the available funds. The Hospital Management System does not require enormous amount of money to be developed. This can be done economically if planned judicially, so it is economically feasible. The cost of project depends upon the number of man-hours required.

4.3.3) Operational Feasibility It is mainly related to human organizations and political aspects. The points to be considered are: What changes will be brought with the system? What organization structures are disturbed? What new skills will be required? Do the existing staff members have these skills? If not, can they be trained in due course of time? The system is operationally feasible as it very easy for the End users to operate it. It only needs basic information about Windows platform.

4.3.4) Schedule feasibility Time evaluation is the most important consideration in the development of project. The time schedule required for the developed of this project is very important since more development time effect machine time, cost and cause delay in the development of other systems.

A reliable Medical Store Management System can be developed in the considerable amount of time.

5. Proposed System
Goals of proposed system
1. Planned approach towards working: - The working in the organization will be well planned and organized. The data will be stored properly in data stores,which will help in retrieval of information as well as its storage. 2. Accuracy: - The level of accuracy in the proposed system will be higher. All operation would be done correctly and it ensures that whatever information is coming from the center is accurate. 3. Reliability: - The reliability of the proposed system will be high due to the above stated reasons. The reason for the increased reliability of the system is that now there would be proper storage of information. 4. No Redundancy: - In the proposed system utmost care would be take so that no information is repeated anywhere, in storage or otherwise. This would assure economic use of storage space and consistency in the data stored. 5. Immediate retrieval of information: - The main objective of proposed system is to provide for a quick and efficient retrieval of information. Any type of information would be available whenever the user requires. 6. Immediate storage of information: - In manual system there are many problems to store the large amount of information, which in turn was solved with the Proposed system.

7. Easy to Operate: - The system should be easy to operate and should be such that it can be developed within a short period of time and fit in the limited budget of the user. User Characteristics Every user should be: Comfortable of working with computer. He must have knowledge in medical field. He must also have basic knowledge of English too.

5.1) Development tools and Technologies used:

This project will be a desktop application to be developed in VB 2005 having Ms Access as a backend. Database Design (Ms Access 2003) Form Design (VB .NET 2005) Coding (VB .NET 2005) Testing (VB .NET 2005) Reporting Tool (Crystal Report)

Project Requirements

Hardware Requirements Processor Pentium II, Pentium III, Pentium IV or higher Software Requirements Operating System Win-98, Win-XP, Linux or any other higher version Database Ms Access RAM 64 Mb or Higher Disk Space 130 Mb

Tools Information

 Microsoft Visual Basic 2005[Front-End]

To develop any system along with the back-end tools which provide access to the database and also solves the database queries like oracle, to make a system interactive with the user the use of front-end tools come into picture. The frontend tools make the user interface with the system easier and also provide a user friendly environment to the system. This rich language enables you to develop many different types of applications. You can create programs that intersect with the hardware. It is a programming language used to create window based application. Visual Basic is an old Basic (Beginners All-Propose Symbolic Instruction Code) language. It makes it very easy to get the user interface portion of your application up and running. Hundreds of functions and latest technological advances have been added to the language to make it an industrial strength development environment suitable for almost my type of windows applications. This is especially true with the advent of internet programming and object oriented programming. Microsoft Visual Basic 2005 is one of the front-end tools provided by Microsoft Inc. Microsoft Visual Basic 2005 provides a fast way to develop applications for Microsoft Windows. As a front-end tool Microsoft Visual Basic 2005 provides the GUI interface to the user and it is supposed to one of the best front-end tools used today.

Some of the main features of VB 2005 are listed below:

Data access features allows you to create database and front-end application for most popular database formats, including Microsoft SQL Server, Oracle, Microsoft Access and other level database. It includes a GUI environment for making windows based applications. Active X technology allows us to use the functionality provided by other application such as MS Word, MS Excel and other Windows applications. We

can automate applications and professional or enterprise editions of Visual Basic. Internet capabilities make it easy to provide access to documents and applications across the internet from within your application. It provides a vital link to graphical environment and allows us to develop applications based on standard Windows features: Dialog Boxes, Command buttons, pull down menus, Scroll bars; Selection lists etc. It also allows creating robust applications that fully make use of the graphical user interface. A multitude of wizards and other graphical tools aid developers new to Visual Basic. ADO-compliant data bound controls. Hierarchical record sets and the flex grid control. Visual Basic is an event driven programming language. Visual Basic allows you to adopt more of parallel approach, with independent section of code for each option that the user may select. This is known as event driven programming language. Visual data tools (VDTS). ADO data control (ADODC). Data report design and data form wizards. It also helps the user with the SQL editor. By connecting it with oracle, SQL statements can be run and terminated through Visual Basic 2005 Visual Basic components creations. The language is very easy and it provides a very user friendly environment while programming in Visual Basic 2005 Packaging and deployment wizard. Allows for the creation of p-code and native code EXE files. P-code is a tokenized from of your source code that will be broken down at runtime into machine code, which is why Visual Basic will create this immediately forms. Can be extended easily through the use of window API calls, hundreds of third party controls and DLLs, and integration with other windows applications through COM and DCOM. Has a shorter learning curve and development time than C/C++, Delphi, and even power builder. Used by most of the office suite tool as macro language. With the rest to follow. Other companies as well are starting to support VBA in their products, such as AutoCAD, vision, CorelDraw, SAP and many others. Allows for rapid application development and is excellent for business applications. Has an excellent integrated help facility and book online as well as it includes good debugging facility and have many wizards that help automated repetitive tasks. Object-based development is possible using class modules and rapid application development (RAD).

Allows for the creation of COM components such as active X controls, DLLs, and execs. Can integrate with the internet on both the server side and the client side. Can create active X automation server. Integrates with Microsoft transaction server. Can run server either on the same machine or remotely on another computer. This allow for true-distributed processing.

ADVANTAGES OF VISUAL BASIC 2005 During design time, it is possible to see how the program will look at the runtime. Visual basic is very useful in designing and developing, effective and efficient windows based programs. VB helps in making your program look quite effective and beautiful. You can add menu, tool bars, status bars, text boxes, etc. to blank window. Its less time consuming and more user friendly. Also user friendly programes can be developed very easily.

DISADVANTAGES OF VISUAL BASIC 2005

The programs that are developed utilize more memory. Visual basic requires specific operating system which supports visual programming. Graphical user interface is provided by visual basic which takes some more time than other non visual programming for execution of the program.

MICROSOFT ACCESS 2003[Back-End]

Microsoft Access 2003 is a RDBMS (Relational Database Management System) file based tool for handling database application process. It used to create Table, Query (View), Form (Data Entry Screen), Report, Web Page, and Macro etc. .With GUI (Graphics User Interface) support.

Microsoft Access 2003 provides many new features that make working with data and designing a database even easier. Microsoft Access 2003 has different types features which helps the user friendly. Some of the feature of the Microsoft Access 2003 is as follow:

Use record-level locking. Find and replace. View related data in a sub datasheet. Automatically fix errors caused by renaming fields. Take advantage of Unicode support. Use the keyboard to manage relationships. Create data access pages
Assign a hyperlink to a toolbar button as menu command.

5.2) Business Process Description

DATA FLOW DIAGRAM [DFD]

The DFD is pictorial of graphical representation of the outline of the system study. The data flow diagram covers all the processes and storage area which takes place during any transaction in the system. The data flow diagram is functionally divides in to context level, zero level and first level data flow diagram.

Symbols Specification which are used in DFDs:

1) Process: It indicates where incoming data flows are processed and then transformed into outgoing data flow.

2) Entity: A source or destination of data which is external to the system. EX: public, dealer.

3) Data Flow: It is packet data. It may be inform of document letter etc.

4) Data Store: Any store data but with no reference to the physical Method of storing.

Purpose of the Data Flow Diagram (DFD)

Basically The Data Flow Diagram (DFD) Serves Two Purposes: 1. To Provide an Indication of how data are transformed as they move through the system. 2. To depict the function (and Subroutines) that transforms the data flow. The DFD provides additional information that is used during the analysis of the information domain and serves for the modeling function.

Data Dictionary
Data dictionary is a store of information about the database. The Dictionary defines the name description, source of data, data of Users, and keywords in data formula to derive the data, specification and such other details. RDBMS provides software to create the dictionary. Use of data dictionary enforces the standards of processing, usages application and documentation in the organization. Data Dictionaries are in integral component of structured analysis, since data flow diagram by them does not fully describe the information about the system. The Data Dictionary provided additional information about the system. A Date Dictionary center on data the way they are structured to meet user requirements and organization needs. These elements center on the data the way they are structured to meet user requirements and organization needs. In a Data Dictionary, a list of all the elements composing the data flowing through a system is included. If a project team member wants to know the definition of a data item name or the contents of a particular data flow, the information will be available in the data dictionary.

Analysts use Data Dictionary for Five Important Reasons:

To manage the detail in large systems. To communicate a common meaning for all system elements. To documents the features of the system. To facilitate analysis of the details In order to evaluate characteristics and determine where system changes should be made. To locate errors and omissions in the system.

5.3 System Features

5.3.1 Entity-Relationship Diagram

5.3.2 Data Flow Diagram

5.3.3 Data Dictionary Table Name : Login

Field Name id username password

Data Type AutoNumber text text

Size Long Integer 20 20

Constraint Not Null Not Null

Description Contains User Name Contains Password

Primary Key Contains Id

Table Name : Customer Master

Field Name code firstName middleName lastName address city phoneNo mobileNumbe

Data Type AutoNumber Text Text Text Text Text Number Number

Size Long 20 20 20 200 20 Double Double

Constraint Not Null Not Null Not Null Not Null Not Null Not Null Not Null

Description Contains FirstName Contains Middle Name Contains Last Name Contains Address Contains city Contains Phone Number Contains Mobile No

Primary Key Contains Code

Table Name : Item Master Field Name code Data Type AutoNumber Size Long Integer Constraint Description Primary Key Contains Code

name company packing cont salesRate caegory type stock

Text Text Text Text Number Text Text Number

20 50 50 50 10 50 50 10

Not Null Not Null Not Null Not Null Not Null Not Null Not Null Not Null

Contains Name Contains Contains Contains Contains Sales Contains Contains Type Contains Stock

Table Name : Payment Field Name receiptNo costCode accountNo bank chequeDate amountPaid credit Data Type Number Number Number Text Date/Time Number Text Size 25 25 15 30 15 15 25 Constraint Primary Key Not Null Not Null Not Null Not Null Not Null Not Null Description Contains Stock Id Contains Cost Code Contains Account No Contains Bank Name Contains Cheque Date Contains Amount Contains Credit

Table Name : Purchase Body Field Name srNo itemCode purchaseRate salesRate Data Type Number Number Number Number Size 20 25 15 15 Constraint Primary Key Not Null Not Null Not Null Description Contains Sr No Contains Item Contains Purchase Contains Sales

quantity

Number

15

Not Null

Contains Quantity

Table Name : Purchase Head Field Name srNo nameCode billNo currentDate billDate billOtherExpense billTotal cashPaid Data Type Number Number Number Date/Time Date/Time Number Number Number Size 25 25 15 30 30 15 15 15 Constraint Primary Key Not Null Not Null Not Null Not Null Not Null Not Null Not Null Description Contains Sr No Contains Name Contains Bill No Contains Current Contains Bill Date Contains Expense Contains Total Contains cash Paid

Table Name : Receipt Field Name receiptNo custCode date1 accountNo bank chequeDate amountPaid Data Type Auto Number Text Date/Time Text Text Date/Time Number Size 25 25 15 30 30 15 15 Constraint Primary Key Not Null Not Null Not Null Not Null Not Null Not Null Description Contains Receipt Contains Cust Code Contains Date Contains Account Contains Bank Contains Cheque Contains Amount

Table Name : Sales Body Field Name srNo ItemCode salesRate quantity Data Type Number Number Number Number Size 25 25 15 30 Constraint Primary Key Not Null Not Null Not Null Description Contains Sr No Contains Item Code Contains Sales Rate Contains Quqntity

Table Name : Sales Head Field Name srNo nameCode date billOtherExpense billTotal cashPaid Data Type Number Number Date/Time Number Number Number Size 25 25 15 30 30 15 Constraint Primary Key Not Null Not Null Not Null Not Null Not Null Description Contains Sr No Contains Name Contains Date Contains Expense Contains Bill Total Contains cash Paid

Table Name : Sales return Body Field Name srNo itemCode salesRate quantity Data Type Number Number Number Number Size 25 25 15 30 Constraint Primary Key Not Null Not Null Not Null Description Contains Sr No Contains Item Code Contains Sales Contains Quantity

Table Name : Purchase Head Field Name srNo Data Type Number Size 25 Constraint Primary Key Description Contains Sr No

5.3.4 Screen Layouts

5.3.6 Report Layouts

6. PROPOSED ENHANCEMENT
These are just a few Reports which could be further enhanced according to the requirement, Better Backup facility can be developed in the future. Various searching record techniques can be implemented according to the need for the betterment of the project.

8. CONCLUSION

The project Medical Store Management System is for computerizing the working in a medical store. The software takes care of all the requirements of a medial store and is capable to provide easy and effective storage of information related to stock and customers that come up to the medical store. It generates invoice reports; provide prescription details including patients name, and medicines prescribed to patient by doctor. It also provides dose details and billing facility on the basis of patients status whether it is an indoor or outdoor patient. The system also provides the facility of backup as per the requirement.