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Objective: This project attempt to design a web based pharmacy management system that provides accurate and reliable pharmacy management system for Saint Paul ...
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First and for most, I would like to thanks God that he give me this chance and power to do this project work. My gratitude also goes to my advisors Dr. Million Meshesha and Dr. Demeke Assefa who has spent their precious time in advising and correcting on my draft proposal and research project.
I would like to thank Addis Ababa University for providing me with necessary fund for processing and finalizing my project work. . My thanks extended to Nebiyu Yared for his strong support from proposal development up to project documentation. I would like to thanks Desta Worku and Natnael Alemu for their important comments during the development of this project work.
I would like to thank my families for their encouraging moral and unlimited support and especial thanks to my husband Tasew Tefera for his kind co-operation and encouragement while doing this project.
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ACKNOWLEDGEMENT .................................................................................................................................. iv Contents ........................................................................................................................................................ v LIST OF FIGURES .......................................................................................................................................... vii LIST OF TABLES ............................................................................................................................................ vii ACRONYMS ................................................................................................................................................ viii Abstract ........................................................................................................................................................ ix CHAPTER ONE ............................................................................................................................................... 1 INTRODUCTION ............................................................................................................................................. 1 1.1 Background ......................................................................................................................................... 1 1.2 Statement of the Problem .................................................................................................................. 2 1.3 Objective of the project....................................................................................................................... 3 1.3.1 General Objectives ................................................................................................................... 3 1.3.2 Specific Objectives .................................................................................................................... 3 1.4 Scope of the project ........................................................................................................................... 3 1.5 Significance of the Project .................................................................................................................. 4 1.6 Organization of the Project ................................................................................................................. 4 CHAPTER TWO .............................................................................................................................................. 5 LITERATURE REVIEW ..................................................................................................................................... 5 2.1 General Literature ............................................................................................................................... 5 2.1.1 Health Information System ...................................................................................................... 5 2.1.2 Health Information Technology in Medication Management.................................................. 7 2.1.3 Information System Development .......................................................................................... 8 2.1.4 System Modeling Approach ................................................................................................... 10 2.1.5 System Modeling Technique and Tools ................................................................................. 10 2.1.6 System Architecture ............................................................................................................... 12 2.1.7 Web-Based Application .......................................................................................................... 13 2.2 Related Literature Review ............................................................................................................... 14 CHAPTER THREE .......................................................................................................................................... 16
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ART Anti Retro Viral Therapy
EMM Electronic Medication Management
FMOH Federal Ministry of Health
HCMIS Health Commodity Management Information System
HIS Health Information System
HIT Health Information Technology
HIV Human Immune Deficiency Virus
HTML Hypertext markup language
ICT Information Communication Technology
IT Information Technology
OO Object Oriented
PFSA Pharmaceutical Fund and Supply Agency
PMS Pharmacy Management System
SPHMMC Saint Paul Hospital Millennium Medical College
UML Unified Modeling Language
WHO World Health Organization
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One of the indispensible departments in hospital is a pharmacy unit. A hospital pharmacy forms an integrated part of patient health care through continuous maintaining and improving the medication management and pharmaceutical care of patients to the highest standards in a hospital setting (1).
A hospital pharmacy play a great role in patient care by ensuring the ordered medication is precisely and timely dispensed to the intended unit and user. It is also responsible in monitoring, evaluating and assurance of the quality drug uses. Under hospital pharmacy the procurement, storing and distribution of all pharmaceuticals used within the facility are the main logistic activities done routinely. Improving the efficiency of this logistic process through appropriate pharmacy management system is the main option for ensuring the accurate and reliable health care service (2).
The set-up of computerized pharmacy management system will ensure availability of sufficient quantity of drugs and consumable materials for the patient at any time needed. Pharmacy management system process the procurement, distribution and control of all pharmaceuticals used within the facility, dissemination of information to the staff and clients, monitoring and assuring of quality of drug (3). Many organizations utilize pharmacy management systems as a means of ensuring accountability over pharmaceuticals inventory and purchasing process. Effective and transparent tracking systems that allow pharmacies to accurately record inventory components, such as medication expiry dates and physical quantities, also have the potential to reduce adverse patient outcomes (4).
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Health is a fundamental human right. Access to health care, which includes access to essential drug, is one of methods to realize this fundamental right (5). Medicines save lives and improve health when they are available, affordable, of assured quality and properly used. This is achieved by using accurate and reliable medication management system in the Pharmaceutical units of hospitals. Within this department drugs are supplied to the needed unit’, prescription are filled for inpatient and outpatients’, pharmaceuticals are manufactured in bulk, narcotic and other prescribed drug are dispensed’, injectable preparation are prepared and sterilized (6).
Drug procurement, inventory, tracking, distribution and its information management are routine activities that are carried out in pharmaceutical unit of various hospitals (7). Study conducted in Ethiopia by Pharmaceutical Fund and Supply Agency (PFSA) in collaboration with USAID/ Delivery project in 2014 G.C shows that it is common to observe this process are still performed manually or are minimally computerized in Ethiopia public center health facilities including large referral hospitals like Saint Paul Hospital Millennium Medical College (8).
On this survey it is indicated that the manual approach of pharmacy management system has a lot of problems associated with it which can lead to inappropriate drug management. Problem of handling voluminous file, incomplete recording and reporting, lack of information system storage are the major ones. Difficulty of retrieving the necessary data from a manual system and incomplete registered data make the data accuracy to be low for efficient decision making (8).
Hence, this project aims to come up with web-based pharmacy management system that ensures effective data storing and manipulating. The system reduce burden and help the pharmacist’s easy access of important drug related information. In addition it helps to properly manage stock, determine drug interaction or possible harmful side effects and facilitate the work of the organization and improve patient care.
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This project has a great benefit for the pharmacist, customers and the organization at large. It could benefit the pharmacists by decreasing burden of daily listing of drugs. It also stores data securely, eases data access and helps to monitor drug movement within the department.
The physicians can easily order prescription and can easily trace cause of adverse drug event and drug interaction. In addition, having an automated system will minimize resource like paper, time and manpower.
This web-based pharmacy management system also minimizes human error in medication safety. It helps the hospital to provide reliable health care service, guarantee hospital management and patient of genuine and safe drug. The project ensures efficient and standard drug dispensing system and also possibly it facilitate the work of the health care organization.
Chapter one is the introduction and it covers the statement of problem, objectives of the study, significance of the study and scope of the study. Chapter two is the literature review; it gives related information with this project work. Chapter three is about methodology used to develop this research project. Chapter four is the system analysis and modeling; which talked about the operation of the proposed system. Chapter five is conclusion and recommendation. Finally, a Software Requirement Specification Document is organized.
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2.1.1 Health Information System
The World Health Organization defines Health Information System (HIS) is “ A system that integrates data-collection, processing, reporting and using the information necessary for improving health service effectiveness and efficiency through better management at all levels of health services” (9). It also puts designing and developing the information system of hospitals as an important indicator of quality service. The goal of health information system is to improve staff efficiency, to remove work duplication and unnecessary procedure. Health information system helps to make statistic and data mining technique faster and accurate. It facilitates data communication between hospital and medical center and hence improve the quality of health care service by using information communication as a tool (10). Information technology allows the health care providers the collection, storing, retrieving and transferring of complex information. Thus, increasing the ability of physicians, nurses, clinical technicians, and others to readily access and use the right information about their patients should improve the health care. Information Technology (IT) has potential to improve the quality, safety and efficiency of health care. The various information technology application in the health care fall mainly in administrative and financial systems that facilitate billing, accounting, and other administrative tasks, clinical systems that facilitate or provide input into the care process, and infrastructure that supports both the administrative and clinical applications (11).
With the use of Information Communication Technology (ICT), the health care delivery environment has benefited and improvement has been witnessed in quality of service provision. Some of the ICT widely used in the health care delivery includes Telemedicine and e-learning.
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Health Information System recommends the use of information communication technology as vital to manage patient health information, logistics, and finance of various departments in any hospital.
According to the American Recovery and Reinvestment Act (15), Health Information Technology if implemented and used effectively has tremendous potential to improve patient care. Enhanced use of HIT encompasses a wide variety of clinical and public heath activities that are critical for improving patient care. These applications include quality measurement and reporting, new approaches to provider payment and benefit design based on quality rather than simply the volume or intensity of services provided, and public health surveillance.
2.1.2 Health Information Technology in Medication Management
Medicines and medical supplies account the major portion of hospital expenses. Unless these supplies managed properly it also directly affects the total expense of a country .One of the application and potential benefit of Health Information Technology is in the management of medications in the health care industry(2). The introduction of Health Information Technology (HIT) into medication management process holds the promise of reducing adverse drug events, improve efficiency of care delivery and quality of care, reduce costs, and saves money over the longer term (17). Medication management is a continuum that covers all aspects of medications such as prescribing and ordering, orders communication between prescribers and pharmacists, dispensing, administering, and monitoring, as well as reconciliation, adherence, and education. Health information technology (HIT) holds great promise to improve the quality of health care and reduce potential and real errors in medication management while at the same time providing cost-effective care (18).
Medicines are special commodities as regards their management. Medicines are also costly and require special handling to ensure their cost effectiveness and quality. Special tools and techniques are therefore necessary for the proper management of medicines. A well-functioning pharmacy information management system is critical to the effective management of medicines so that it enables accurately record the movement of medicines across the supply chain, it enable for rationale prescription and dispensing of pharmaceuticals (19).
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Generally, medication management system is a system that consists of data entry, retrieval and stock monitoring, tracking drug dispensing pattern, generation of reports and statistics and others. Pharmacy (medication) Management System focuses on pharmacy store operation and how it manages the inventory flow with suppliers and department dispensary. The system covers operations like receiving medication from suppliers, processing department’s medication requests and distribution, returning expired medication to suppliers (10).
For instance, an Electronic Medication Management (EMM) system enables ordering prescriptions, the supply and administration of medicines to be completed electronically. Electronic Medication Management covers the entire hospital medication cycle including drug orders by doctors, review and dispensing of medication orders by pharmacists, and administration of medicines by nurses. Electronic Medication Management reduces medication errors through improved prescription legibility, dose calculation and clinical decision support. It enables best practice information to be more readily available to prescribers and improves linkages between clinical information systems. It can also improve efficiency in the medication management process, such as reducing the time required to locate paper medication charts (11).
2.1.3 Information System Development
An information system development is the process of defining, designing, testing, and implementing a new software application or program. The system developer uses different approach, tools, techniques, procedure, method and philosophy to implement the information system development (20).
There are different system development approach that are used in different organization based on their system type and the way they automate their business procedure. Among these, the two most popular system development approaches are Waterfall and Rapid Application Development approaches.
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throughout the development life cycle so that the system is tested and reviewed by both developers and users incrementally. The RAD approach thus includes developing and refining the data models, process models, and prototype in parallel using an iterative process (22).
2.1.4 System Modeling Approach
Modeling produces a graphical representation of a concept or process that systems developers can analyze, test, and modify (23). A model guides the development process of software and effectiveness of the system. Different modeling approaches such as, structured and object oriented, can be used in information system development.
2.1.4.1 Structured Analysis and Design approach
It is the traditional view of software development. This phase helps developers to plan, analyze, design, implement and support an information system. This view leads developers to focus on issues of control and the decomposition of larger algorithms into smaller ones (23).
2.1.4.2 Object-Oriented (OO) System Analysis and Design Approach Object-Oriented approach describes the system through a set of business processes by using a set of diagrams or models to represent various view and functionality of a system. Systems developed with the OO approach are more flexible. These systems can be modified and enhanced easily, by changing some types of objects or by adding new types. In object oriented approach their does not exist any function without corresponding data and data base view and application program view grow together (21).
2.1.5 System Modeling Technique and Tools
Systems analysts use the Unified Modeling Language (UML) to describe object-oriented. UML is a general purposive visual modeling language that is used to specify, visualize, construct and document the deliverables of software system (24). It provides various graphical tools to represent the information system from a user’s point of view. There are nine artifacts defined in the UML modeling which are mainly categorized as static (structural) and dynamic (behavioral view).
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1) Static view This view emphasize that any model must be defined from their application, their internal properties and their relationship to each other (25). This static part is represented by use case, class, package, component, and deployment diagram. Use case diagram Use case diagram is a representation of a user`s interaction with the system and depicting the specification of a use case. A use case diagram is helpful in visualizing the context of a system and the boundaries of the system’s behavior. Its main purposes are used to gather requirements of system; to get an outside view of a system; to identify external and internal factors influencing the system (26). Class diagram The class diagram represents the static structure of the system. Class diagram show a collection of static model elements such as class and their relationship, connected as graph to each other and to their content, their internal structure and their relationship to other class. In class diagram object in real world are represented by the actual object in the program (26). Package diagram Package diagram shows how the various classes are grouped into packages. Packages are UML constructs that enable to organize model elements into groups. It makes the UML diagrams simpler and easier to understand (27).
Component diagram A component diagram provides a physical view of the system. Its purpose is to show the dependencies that the software has on the other software components in the system (24). It is built as part of architectural specification and developed by architects and programmers. Deployment diagram The deployment diagram shows how a system will be physically deployed in the hardware environment. Its purpose is to show where the different components of the system will physically run and how they will communicate with each other (25).
