Pharmacy Management System

Identification This system is developed to automate data for the organization named Bete Zata Voluntary Counseling and Testing in Awassa town. The system that is going to be developed is concerned with different tasks. For example, it automates data on patients; it records blood test result, records data on trainees etc. It revolves about how patients get service and counseling. It also stores data like patient data, trainees’ data, counselor data, trainer data, etc. . 2 System overview. This System is developed with many purposes. Out of its main purposes, it greatly minimizes cost, time and resources by computerizing the manual system.. It will be possible to search in a simple way a specific patient pr trainee among many patients or trainee in a simple way patients based on their ID. ID number is unique to each patient and trainee 1. 3 General description Bete Zata is one of the non governmental organizations established in Ethiopia. This organization has three offices including the two branches in Nazareth and here in Awassa.

The main goal of this organization is to treat HIV/AIDS patients in a good manner, to minimize the transmission rate of HIV in Ethiopia by contributing what it is possible. It gives VCT meaning voluntary counseling and testing services. It also provides training for many individuals. To generalize the main activities done by this organization, let’s see the following paragraph. In the first step when the patient comes, he will be given a counseling service by the organizations counselor about AIDS, its transmission, its present state, what he should do if he is positive or else negative, shortly.

Then he will refer to the examination room and the Doctor will take blood from the patient and tests whether he is positive or negative. If the result shows ‘he is positive’, the patient’s health condition will be checked. Then he will be given diagnosis parallel to counseling if his health condition is not such good until he recovers from his poor condition. Otherwise he directly goes to the counselor. The counselor will give detail advice for the patient. When the counselor finishes his advice, he will ask the patient wether he is voluntary to take training or not.

If he is voluntary he will start the training according to the time schedule of the training process. If the person is negative after the test, he will be referred to the counselor so that the counselor gives advice for the person so that he should protect himself from HIV. If he has the motive to participate in training he will be registered to the training. Besides counseling and testing patients, the organization also prepares training for different organizations and individuals. The flow chart in the next pages describes the above activities of the organization. [pic] pic] DESIGN Design is the first step to move from the problem domain towards the solution domain. Design is essentially the bridge between requirement specification and the final solution for satisfying the requirements. It is the most critical factor affecting the quality of the software. DATA FLOW DIAGRAMS It is one of the most important modeling tools used by system analysts. It is used to illustrate how data flows in a system. DFD’s use a number of symbols to represent systems. These symbols represent processes, data stores, data flows and external entities. 1.

Process: – Process show what systems do. Each process has one or more data inputs and produces one or more data outputs. Processes are represented by circles in a DFD. 2. Data Store: – A component of a DFD in which data is stored. 3. External Entity:- These are outside the of the system but either supply input data into the system or use the system output. It is represented in a box. 4. Data flow: It shows how data flows between process, data stores and external entities. They are represented by lines joining system components. [pic] Level-0 Diagram [pic] ER Model

This model describes the relationships between different activities. The entities included in the ER model are the following. ? Counselor ? Patient ? Blood Test ? Trainer ? Trainee ? Training 1. 4 Objectives This project minimizes the complex and the difficult work of the manual processes, which is costly, in terms of time and resources. The general objective of the software is to develop a system which is capable of automating all the manual works i. e. developing a database with interfaces for storing Specific goals. The specific goals of the final product of the software are as follows. To computerize some of the manual activities of the organization – To avoid the time for searching the patients and trainees – To make the organization well documented – To decrease the risk of losing the records 1. 5 Users This software is mainly used by the Record Office workers and concerned individuals like the counselors and trainers. 2. REFERENCED DOCUMENTS In doing this task, I have used the “Software Engineering” book by PankaJ Jalotea, Software Engineering course handouts, System analysis and design handouts and different information getting from the host organization around different tasks. 3. REQUIREMENTS 3. External interface requirement 1. User interfaces: The system will have good looking, clear and neat interface so that user can interact easily to the software. To do this I will use buttons for any command to users, and I will not use any technical word for any command instead I will use command names that reflect the functions they perform. I will also use help statements in some of the windows to assist users in their activity. 2. Hardware interfaces: the system does not need any special hardware to operate fully but recommended configuration is 256 MB of RAM, 40 GB hard disk drive and flash memory if possible. . Software interfaces: the system will use only few types of software. The main softwares that have detectable influence on this system are Visual Basic (VB) and Ms Access. 2 Functional Requirements When we say functional requirement, we mean the relationship between the input and output of the system. It describes all operations to be performed on the input data to obtain the output. This system has many inputs and outputs. Out of them the followings are some of them. Database Design A careful design of the database must proceed before storing the data in the database.

This project contains about six database tables each containing their own primary keys. Through these tables, a user can store his personal data. 1. Patient Detail The VCT system receives patients’ information from the patient as an input and stores each individual information. The primary key in this table is phone number. This table referred from Blood Test table using date. So date is used as a foreign key. This patient detail table is related with Trainee table phone number. [pic] 2. Blood Test Detail This table uses the attribute date as a primary key. When you fill the date alue in the given space in the interface you will get the result as numbers (number of patients, HIV positives, HIV negatives). This table uses the date itself as a foreign key to be related with the Training table and Patient table. [pic] 3. Counselor Detail Counselor detail stores information about the counselor. The primary key in this case is counselor ID. Through this key is the table relate with other tables. The table relates with the Trainee and Training tables. [pic] 4. Trainee Detail Information about trainees is stored in the Trainee table. In this case, the primary key is the Trainer ID.

Through this ID the Trainee table is related with Training table. It is referenced from the Trainer table using IDTrainer. [pic] 5. Training table All the data related with training is stored in this table. It uses two primary keys as the same time. These are Place and Date. Training given at a particular place in a particular date is unique. But if we use these two fields separately, the uniqueness will be lost. [pic] 6. Trainer Table Trainers’ information is stored here. IDTrainer is the primary key for the table. It is related with the Trainee and Training table through this table. [pic] Form Design

As I mention before the interface I am using is VB 6. 0. Using this software I design the following forms. In each form the buttons Insert, Update, Delete, Search and Exit buttons are used to add, modify, delete, find data from the data base and close the form. The symbols ‘’ are to mean First, Previous, Next and Last respectively. 1. Login form [pic] 2. Main Form [pic] 3. Patient Detail [pic] Blood Test [pic] When you click the button ”Blood Test Detail till the Defined Date”, you will get the number of negative and positive patients with in time intervals. 5. Counselor Detail [pic] 6. Trainee Detail [pic] 7. Training Detail pic] When you click the button “Status of Trainees”, you will get the number of tested and non tested trainees. 8. Trainer Detail [pic] 9. Search form In this search button the user enters the corresponding IDs in the given space. For example, if we want to search the patient information, the user enters the ID of the patient and clicks search. The patient details will display. [pic] ———————– Start Patient come Is he come for training? No Councelling Examination Is positive? Yes Is healthy? No Diagnosis Counseling Counseling Yes No Counseling Want training? No Yes A B C D Yes FLOW CHART Wait training session

Start training Teach others A B C Want training? Wait training session Start training Teach others End D Yes No Context Level DFD HIV VCT Counselor Patient Patient Personal Detail Test Result details Advice Patient details Trainee Trainee details Patient Service for patients Personal detail Testing Testing request Test detail Referring to counselor Current result Counselor Counselor details info Personal details Personal details Testing result Trainee Personal details Give advice Training for trainees Participating in training Referring for training Patient Advice Trainer May be Counselor Advice Patient Trains

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