ACKNOWLEDGEMENTS

The success of this project was dependent on a number of people, some of

whom I cannot fail to mention. A large number of people will be left out not
because they were not equally important but it would need so many pages to
get all of them down. May God bless them all.
First, as always deep appreciation goes to the supreme God who sustained
me in all the hardship I faced when compiling this project. Special
acknowledgement goes to my computer studies teachers who assisted me
during this entire project. Their advice, useful information, attention to errors
and omissions I made encouraged and helped me in writing this work.
I also owe a large debt to my family for their loyalty, understanding and
sacrifice that enabled me to complete the project on time. They were truly
God-sent. I would also like to thank my classmates and friends who were
helpful in all possible ways, sacrificing their time, joy and energy to help me
go through the finishing line.

INTRODUCTION
Goodwill Medical Clinic is situated in Mochudi Village in Boseja Ward. It is
located near Batlhophang primary school. It is an organization owned by
Botswana Local Government. It was established in the year 2004 and opened
its doors to receive its first patients on the fourth of August 2004. The clinic
was established when they realized that patients had to travel long distances
to the main hospital which is kilometers away thus one of the reasons for Its
establishment is to reduce money spent on transport costs .They do all this
with the main goal in mind, which is to provide the best health care service
to people.
The records kept in the clinic are:
MEDICAL RECORDS which are:
Bin Cards; for receiving and taking out drugs
Stock Book; for monthly updating of drugs
Report Forms; for reporting on available drugs
PATIENT RECORDS
Patient details e.g. name, age, gender, occupation and vital signs
which are weight, temperature and blood pressure.
Nature of the patients visit and the reason for their visit.
How many patients visit the clinic?
How many patients are referred to the hospital?
Which disease is common to most patients?
EMPLOYEES RECORDS
Employee details that name, age, gender, contact details.
Number of employees in the clinic.
Duty Rota and shifts on how the employees take turns in attending to
the patients and other duties in the clinic.
There are approximately 20 people who work in the clinic namely 10 nurses,
3 drivers, 3 General Daily Assistants, 2 Health Education Assistants, 1 nurse
orderly and 1 counselor.
ROLES OF THE CLINIC WORKERS
1.

HEALTH EDUCATION ASSISTANTS

They weigh patients.
They home visit and do follow ups on home based patients.
They give health talks and provide health education

2. NURSE
Administers medication and treatment as prescribed by the doctor.
Performs any act in the observation care and counsel of the ill and
injured.
3. GDA
Cleans and scrubs floors.
Prepares packs.
4. NURSE ORDERLY
Does jobs that do not require any special training.
5. DRIVER
Transports the critically ill to the hospital.
6. COUNCELLOR
Consults and discusses with patients their problems and offers
guidance.
Solves problems and increases awareness.
The record that I am going to focus on is the Medical Records. Records that
keep medicine details are the bin cads, stock book and monthly report forms.
In these records information that is kept about medicine is:
The amount of medicine that is dispensed daily
The quantity of medicine that is available in stock
The name of the drugs
The drug identification number of the drugs
The date of dispensing medicine

STATEMENT OF THE PROBLEM

1. UNNECESSARY HEALTH COMPLICATIONS CAN OCCUR
In the records it is not stated the age range which determines the use of the
drugs. Even though some medicines have age restrictions to their use it is
not written in the medical records. This is a problem since medicine can be
given to people who do not fall under a specific age range and this can lead
to some complications.
2. EXPIRED MEDICINES CAN BE DISPENSED TO PATIENTS
The system does not keep the expiry date of the drugs thus this poses a
problem of not being able to determine whether the drugs are still safe to be
dispensed to patients.

3. PATIENTS CAN BE GIVEN MEDICINE WHICH CAN CAUSE ALLERGIC

REACTIONS
The side effects of using medicines are not stated in the records hence this
can cause problems for some patients when they are given medicine that
they are allergic to.

OBJECTIVES OF THE CURRENT SYSTEM

To keep track of stock of medicine
To uniquely identify each drug through the use of ID
To keep names of drugs in stock
To keep date in which medicine was dispensed
1. TO KEEP TRACK OF MEDICINE IN STOCK
The system is able to know how many drugs are kept in stock, how many
are dispensed daily and how many are left in stock.
2. TO UNIQUELY IDENTIFY EACH DRUG THROUGH THE USE OF
IDENTIFICATION NUMBER
By keeping the identification number of each individual drug the system is
able to know which drug is available and which one is not.
3. TO KEEP THE NAMES OF THE DRUGS IN STOCK
By keeping the names of the drugs the system is able to know which
drugs are available in stock and which drugs to order.
4. TO KEEP DATE IN WHICH MEDICINE WAS GIVEN OUT
By keeping the dispensing date of medicine it is easier to keep track of
which medicines are given out on a particular date.

DATA FLOW IN THE CURRENT SYSTEM

SOURCE
Stock
book

CMS
and
Buffer
Store

Drug
Storeroo
m
Manage
r

INPUT
Medicine
details:
Drug Name
Drug ID
Quantity
drugs
Medicine
details:
Drug Name
Drug ID
Quantity
drugs
Date
dispensing
drugs and
Drug Name
Drug ID
Quantity
drugs

PROCESS
Order medicines

OUTPUT
Orders

DESTINATION
CMS
and
Buffer
Store

of
Input medicine details of Bin cards
ordered medicines
Drugs
in
Deliver
ordered stock
medicines to the clinic
of Drug
store
room
manager
receive
medicines
Sort
and
store
of medicines
Dispense
medicines to patients
Calculate quantity of
medicine dispensed
Update
the
medical
of records
Create report

Updated
Bin cards
Update
Stock
Book
Weekly
Report

Kept
in the
drug
store
room
Distric
t
health
team

Stock book

CMS and
Buffer
Stores

Order
medicines

Orders

Input medicine
details of
ordered
medicines
Deliver ordered
medicines to
clinic

Drug
Storeroom
Manager

Receive
ordered
medicines
Update stock
book records

Stock Book

Sort and store

medicines

Dispense
medicines to
patients
Calculate amount
of medicines
dispensed

Updated
Bin Card
Records

Update Bin Card

Records
Create report

DESCRIPTION OF EXISTING SYSTEM

Weekly
report
forms

The information kept about medicine is the drug name, drug ID, the quantity
of the drugs in stock, the date of dispensing the drugs.
The Drug Storeroom Manager checks the amount of drugs available in stock
in the stock Book. The manager enters the medicine details of medicines
needed. She then places an order for the required medicines to the Central
Medical Stores and Buffer Store. The CMS and Buffer Stores then deliver the
ordered medicines. The medicines ordered are then received from the above
mentioned stations. Information about medicines is then entered in the
relevant Medical Records which are;
Bin Cards: For receiving and taking out drugs. These records are
updated on a daily basis.
Stock Book: For monthly updating of stock of medicines. This book is
updated monthly.
Report Forms: For reporting on available stock of medicines. These
forms are updated on a weekly basis.
Upon receiving the medicines from the stores they are sorted according to
the names and use and then kept in the storeroom. The medicines are taken
from the storeroom to the dispensary and administered to patients.
When a patient comes to collect medication he/she goes to the dispensary
and has to produce his/her clinic card which shows the prescription. The
patient receives medication and is given instructions on how to use the
medicine. The drug storeroom manager also updates the bin card for each
medicine upon every prescription.
Every week the Drug Storeroom Manager uses the bin cards to produce a
report showing the amount of drugs left in stock. At the end of each month,
the Drug Storeroom Manager uses the bin cards to update the Medical
Records.

PERSPECTIVES OF ANYONE IN THE SYSTEM

According to a nurse in the clinic the system is flawed which means there are
many mistakes in the system which makes it less effective. He said that the
system is very slow, thus time consuming. He is not satisfied with how

things are being run at the moment and wishes that the system will be
improved to increase effectiveness in the system.

CONTINGENCY MEASURES IN THE SYSTEM

The form of backup is using Carbon papers to make copies of files they keep.
The copies are then submitted to the District Health Team as monthly reports
for evaluation.

EVALUATION OF EXISTING SOLUTIONS

GOOD POINTS
It is able to keep
track of stock of
medicines
available.

It is able to keep
the names of
the drugs
in
stock.

REASONS
The system is able to
keep
track
of
medicine because the
records are updated
every time medicines
are taken in and given
out.
Each individual drug
has its own unique
identification number
which separates it
from the other drugs.
The names of all the
drugs kept in the
clinic are recorded in
the Medical Records.

BAD POINTS
Expired
It
is able to keep
medicines
can
date
in which
be
dispensed
to
medicines were
patients.
given
out.

system is
does
The system
ablenot
to
expiry
dates
keep the
dates
in which
of the medicines used.
medicines
were
dispensed to patients.

Unnecessary
Health
complications
may arise.

Medicine can be given

to people who do not
fall
under
the
specified age range.

It is able to
identify
each
drug though the
use of ID.

CONSEQUENCE
By keeping track of
stock of medicine it is
easy to know how
many medicines are
available, how many to
order and when to
order.
When every drug has
its own ID it is easy to
trace the drug and
know if it is available
or not.
By keeping the names
of all the drugs in the
records it makes it
efficient to know which
drugs are in shortage
and which drugs are
needed
in
high
demand.
By
keeping
the
By not
keeping
the dates
expiry
of the
in
whichdates
medicines
are
medicines
coulda
given
outthere
gives
be
a
risk of the
of
rough
estimate
administering
expired
time
it
takes
for
medicines to
to patients
run out
which may
give order.
rise to
before
the next
other
health
problems.
By not keeping the
age restrictions of the
medicines there is a
possibility of giving

medicines to patients
of not the right age
group which can be
health hazardous to
them.
Patients can be The system does not The effect of not
given medicines keep the allergens of stating the allergens
which can cause the medicines in the of the medicines in
Medical Records.
the records is that the
allergic
side effects of using
reactions.
some medicines can
cause problems to
some patients when
they are given drugs
that they are allergic
to.

EVALUATION OF ALTERNATIVE SOLUTIONS

SEMI COMPUTERISED SYSTEM
This is when both the manual and the computerized system are used at the
same time in the organization. Some records will be kept in the computer
while others are kept manually. Drug names, Drug ID, quantity of medicines,
date of dispensing and expiry dates will be kept manual. This means that the
bin cards and medical records will still be used with an additional field of
expiry date. There will be a list of all the medicines, which will be kept in the
computer showing age restrictions and allergic reactions to the use of
9

medicines. This means that, before making a prescription, the nurse has to
check inside the computer for age restriction and allergies.
IMPROVEMENTS
Addition of more fields which are;
Expiry dates of medicines
Age restrictions on the use of the medicines
The allergic reactions to the use of medicines
BENEFITS
1. The system will be able to easily tell the expiry dates of the medicines
so that expired medicines are not dispensed.
2. It will be easy to identify medicines which should be given to a certain
age group to avoid complications.
3. The system will be able to identify the allergies of the drugs to avoid
giving patients medicines they are allergic to.
COSTS
1. It will be expensive to purchase the computer and all the components
needed.
2. Running two systems at the same time is time consuming and costly as
the nurse has to still check in the computer system before making any
prescriptions.
3. The computer system will not be used much, which is costly to use it
just for a few things like that.
FULLY COMPUTERISED SYSTEM
This is whereby all the activities will be done through the use of a computer.
All the records kept about medicines will be in the computer. All the medical
details and stock records will be kept in the computer. The bin cards will no
longer be needed as the stock records will be automatically updated every
time a prescription is made. Weekly and monthly reports, about the status of
medicine in the clinic will be produced from the computer.
IMPROVEMENTS
New fields such as expiry dates of drugs, age restrictions on the use of
drugs, the allergens of the drugs will be added. Also drug name, drug ID,
quantity of the drugs and date of dispensing of drugs which were kept
manual will now be computerized.
BENEFITS
1. The time of dispensing drugs to patients will be reduced, as there is no
longer any need to update the bin cards on every prescription. The

10

2.
3.
4.
5.
6.
7.
8.

medical stock records will be automatically updated on every

prescription
The process of producing weekly and monthly reports will no longer be
cumbersome as the information is already updated in the computer.
The system will be able to easily see the expiry dates of the medicines
so that expired medicines are not dispensed.
It will be easy to identify medicines which should be given to a certain
age group to avoid complications.
The system will be able to identify the allergens of the drugs to avoid
giving patients medicines they are allergic to.
There will be fewer errors made when recording the drug details e.g.
drug name, drug ID because the computer performs error checks.
There will be fast access and retrieval of data in the computer to obtain
the specific information needed.
Information is kept safe because passwords are used and therefore not
everyone would be able to access the files without the password.

COSTS
1. It will be expensive to purchase the computer and all the hardware
components required.
2. Maintenance will be expensive, but the benefits far outweigh the costs.
3. There is need for trained personnel.

OBJECTIVES OF THE PROPOSED SYSTEM

The software to be used is Database because it makes data access and
retrieval easy and therefore updating the records will be fast and easy. It will
be easy to create relationships to link fields in different tables and thus
ensure referential integrity.

11

 To create a table which stores all the details of the medicines kept in
stock. It stores details like the drug name, drug ID, quantity of the
drugs, barcode no, date of dispensing, allergens of the drugs, age
restrictions and the expiry dates of the drugs.
To create a system that will automatically update the quantity of drugs
in stock on every prescription.
To create a log in menu form that requests a user name and a
password for a person to be allowed into the system. It denies
unauthorized users access.
To create a Medicine Registration form that captures medicine details
as new medicines are taken into the clinic.
To create a Medicine dispensing form that captures medicine details as
medicines are given out.
To create a report this displays a summary of the total medicine left in
stock after dispensing.
To create a query that will display medicines that are mostly dispensed
in order to help the Drug Storeroom manager to determine the drug reorder level.

PLAN OF ACTION
The system that I chose to use is the fully computerized system because
data access and retrieval will be fast which enables updating of files easy.
The benefits that will be derived from the use of such a system far outweigh
the costs.
12

The information that will be kept about medicines is the drug name, drug ID,
barcode number, expiry date, date of dispensing medicines, side effects of
the use of drugs, quantity of the drugs in stock and the age restrictions on
the use of drugs. Medicines will be ordered from the drugstore and then
received into the clinic. When the medicines arrive a physical count will be
done to ensure that the ordered amount is delivered. A form will be created
in the computer to capture medicine details. This form will be used to create
a table which shows all the medicine details and store them. The medicines
are then sorted according to name and use and then kept in the storeroom.
The medicines are fed to the dispensary from the storeroom. When a patient
comes to collect their medication the nurse looks at the patients
prescription on the clinic card and uses a query to select the medicine that is
prescribed. The nurse then checks for the availability of the medicine in the
Medicine Table. If the medicine is available it is given out to the patient. The
nurse will input the quantity and type of medication she wants to dispense.
The computer system will automatically update the quantity of drugs left in
stock. A Report will be created, whenever required showing the amount of
medicines left in stock.

INPUT-PROCESS-OUTPUT
SOURC INPUT
PROCESS
E

13

OUTPUT

DESTINAT
ION

Availabl
e
medicin
e report

Drug name
Drug ID
Quantity
ordered

Order
unavailable
medicines or
those which
are about to
finish.

Quantity
Central
of
each Medical
drug
in Stores,
One
stock
copy in the
order file.

New
drugs
from
CMS

Medicine
Details;
Drug
Name
Drug ID
Expiry
date
Date
of
dispensin
g
Allergens
Quantity
of drugs
Age
restriction
s

Receive and
count
the
drugs.
Capture the
medicine
details in a
form
and
then
save
them in the
Medicine
Table.
Sort
the
medicines
according to
name
and
use
and
keep in the
dispensary
ready
for
dispensing.

Available
medicine
report

Patient
card

Prescription list
Name
and
quantity
prescribed.

Updated
stock
record.
Read
the And
patient
patients
prescription. prescripti
Check
the on
availability
of
the
medicines
prescribed in
the
computer.
Dispense to
patient.
Calculate
amount
of
medicine left
in stock.
Update the
Medical
14

One copy to
the
stock
record file and
one copy to
the
district
council

Prescription
given
to
patient
and
stock
record
saved
for
future use.

Records.

TIME FRAME
CRITERIA
Initial Study
Feasibility Study

System Analysis
System Design
System
Testing

Coding

System
Implementation
Evaluation
Maintenance
Total Time

PURPOSE

ALLOCATED
TIME
(WEEKS)
To establish if there is a need for a 3
new system and if so what would its
objectives be.
To investigate the system in 3
sufficient
details
to
provide
information
that
justifies
the
development of a new system.
To fully understand the existing and 4
to identify the basic information
requirements.
To
provide
detailed
systems 6
specification that provides details of
all parts of the new system.
And To
create
the
design
as
a 6
computerized system and test it to
make sure it meets the users
requirements.
To prepare the staff so that they can 5
use the system when it is installed.
Examining the system to see if it has 5
met the objectives set out in the
original specification.
4
36

15

INPUT FORMAT

16

FIELD
NAME
Drug name

DATA TYPE

FIELD SIZE

Text

Drug ID

Number

25
characters
8 characters

Expiry date

Date/Time

8 characters

Barcode NO

Number

10
characters

Date
of Date/Time
registration

6 characters

Allergic
reactions

Text

25

Age
restrictions

Text

25

Quantity

Number

MEDICINE FORM STRUCTURE

MEDICINE REGISTRATION FORM

17

DESCRIPTI
ON
Holds
the
drug name.
Holds the ID
no of the
drug.
Holds
the
date
of
expiry of the
medicines.
Holds
the
barcode
number
of
the
medicines.
Holds
the
date
at
which
medicines
were
registered.
Holds
the
side effects
of the use of
drugs.
Holds
the
specified
age
range
showing the
use
of
medicines.
Holds
the
quantity of
the
medicine in
stock.

VALIDATIO
N RULE
NONE
Should
be
different
from others.

Should
be
10
characters
long
and
begin with 1.
Should be 6
characters
long.

Should
be
letters only.
NONE

Should be a
number

GOODWILL MEDICAL CLINIC

REGISTRATION FORM
DRUG NAME :
DRUG ID:
EXPIRY DATE:
BARCODE NUMBER:
DATE OF REGISTRATION:
QUANTITY IN STOCK:
ALLERGIC REACTIONS:
AGE RESTRICTIONS:
BACK

REGISTER

SAVE

CANCEL

MEDICINE DISPENSING FORM

GOODWILL MEDICAL CLINIC

DISPENSING FORM

GOODWILL MEDICAL CLINIC

DISPENSING FORM
DRUG NAME:

18

NEXT

DELETE

DRUG ID:
EXPIRY DATE:
BARCODE NO:
DATE OF DISPENSING:
QUANTITY IN STOCK
QUANTITY DISPENSED
QUANTITY LEFT

EXIT

DISPENS
E

DELETE

NEXT

PREVIOU
S

SAVE

MEDICINE TABLE
DRUG
NAME

DRU
G ID

BARC
ODE
NO

EXPI
RY
DATE

REGIS
TATIO
N
DATE

Cold
and
Cough
Syrup

1100
0047

60003
72002
6

06/07/ 8/12/2
2011
008

19

DATE
OF
DISPE
NSIN
G
23/04/
2009

QUA
NTIT
Y IN
STO
CK
1300

ALLER
GIC
REACT
IONS

AGE
RESTRI
CTION
S

Can
cause
drowsi
ness.

Not to
be
given
to
persons
under
the age
of 6.

Hydroco
rtisone

0036
9791

60097
73614

22/02/ 7/16/2
2013
010

09/12/
2009

5500

Can
cause
skin
irritatio
ns.

Gulf
Multivit
amin
Syrup

1309
1291

60033
42507

05/03/ 4/10/2
2011
009

08/03/
2010

1280

Gastric
disturb
ances.

Griseofu 2612
lvin
1927

00012
13974

30/12/ 9/24/2
2010
008

03/01/
2009

2175

Can
cause
skin
rash.

For
persons
12
years
and
above.
Not for
persons
under
the age
of 4.
For 18
year
olds
and
older.

OUTPUT FORMAT
REPORT TABLE
FIELD
NAME
Drug name

DATA TYPE

FIELD SIZE

Text

25

20

DESRIPTIO VALIDATIO
N
N RULE
Holds
the
name of the
drug.

Drug ID

Number

Barcode
number

Number

10

Quantity
stock

in Number

Number

Quantity left Number

in stock

Quantity
dispensed

Holds
the
identification
number
of
the drugs.
Holds
the
barcode
number
of
the
medicines.
Holds
the
number
of
the
medicines in
stock.
Holds
the
number
of
medicines
dispensed.
Holds
the
amount
of
medicines
left in stock
after
dispensing.

REPORT ON AVAILABLE STOCK OF MEDICINE

21

Should have
8
characters.
Should be 10
characters.

Should be a
number.

Should be a
number.

Should be a
number.

DRUG
NAME

BARCODE
NO

QUANTITY
IN
STOCK

QUANTITY QUANTIT
DISPEN
Y
SED
LEFT
IN
STOC
K

Cold
and 11000047
Cough
Syrup
13091291
Gulf
Medicine
Syrup
26121927

178907654
2

1300

903

397

1280

622

658

2175

1752

423

Allergex

66666666

160121397
4

2349

600

1749

Panado

67230939

5500

3225

2275

Hydrocortis
one

DRUG ID

100334425
07

156478925
1
100977361
4

22

HARDWARE REQUIRED
DEVIC
E
Mouse

SPECIFICATI
ON

Keyboa
rd

Qwerty

Process
or

Pentium 4

Printer

Laser
printer

Monitor

Liquid
Crystal
Display

Flash
Disk

Memory
stick 8GB

Optical
mouse

USE

ALTERNATIV
E
To click on and Trackball
select buttons
on the main
menu
and
move
the
curser to the
next
textbox
when typing
To enter drug Touch screen
details into the
computer e.g.
drug
name,
drug id, expiry
date.
Sort
medical Pentium 3
records, search
for requested
drugs
and
perform
calculations.
To print the Inkjet printer
report showing
amount
of
medicines left
in stock.
Displays
Cathode Ray
reports before Tube
printing them
out.
To store all
the medicine
details

23

Hard disk

JUSTIFICATIO
N
It is easy to use
and
not
affected
by
dust.

It is cheap and
easy to use.

Works at high
speed

Gives very high

quality output.

Has a sharper
quality.
Uses
less power and
consumes less
space.
Has
more
storage space.
Thats not true

MODULE DESIGN
The technique that would be used is the top down design in which the
complex problems would be decomposed into sequences of smaller subproblems. Decomposing major problems into sub-problems gives a smaller
and more specific solutions and this is done with the main goal in mind.
LOG IN MENU
The log in menu of Goodwill Medical Clinic has the user name which should
be typed in by the user for identification. A password should be typed in by
the users to allow them access to the system.

USER NAME:
PASSWORD:
OK

CANCEL

MAIN MENU
It contains buttons which open files that are kept about medicine in the
system. Clicking any of the buttons will open the corresponding form or
report. The files kept are:

Medicine Registration
Medicine Dispensing
Report Creation
Exit

24

MAIN MENU

Welcome to goodwill medical clinic

Where best health is our first priority

MEDICINE
REGISTATION
Click here
to
dispense
medicines

Click here to
register
medicines

MEDICINE
DISPENSING

Click
here to
create a
report

REPORT
CREATION

Click
here to
exit the
system

25

EXIT

MEDICINE REGISTRATION
This is when all the medicine details are captured in the Medicine
Registration form and stored in the Medicine Table.
FIELD
Drug Name
Drug ID
Expiry date
Registration
Date
Allergic
reactions
Age restrictions
Quantity
Barcode number

DESCRIPTION
Holds the name of the drugs kept in the clinic.
Holds the identification no of the drugs kept.
Holds the date at which medicines is out of use and no
longer given out.
It holds the date in which medicines were delivered and
accepted into the clinic.
Holds the side effects of the use of the drugs on some
patients.
Holds the age range showing the use of medicines for a
specified age group.
Holds the number of the medicines in stock.
Holds the barcode number of the drugs.

MEDICINE DISPENSING
This is when the medicines that are required by the patient are given out.
This happens every time medicine is dispensed.
FIELD
Drug name
Drug ID
Expiry date
Dispensing date
Barcode number
Quantity in stock
Quantity dispensed
Quantity left in stock

DESCRIPTION
Holds the names of the drugs
kept in the clinic.
Holds the identification number
of the drugs.
Holds
the
date
in
which
medicines will be out of use.
Holds
the
date
at
which
medicines were given out.
Holds the barcode number of the
drugs.
Holds
the
number
of
the
medicines in stock.
Holds the number of medicines
dispensed.
Holds the number of medicines
left in stock after dispensing.

26

REPORT CREATION
Here a report is created showing the summary of the medicines left in stock
after dispensing. This enables the Drug Storeroom Manager to be able to
know if there is need to place an order for medicines.
FIELD
Drug name
Drug ID
Quantity in stock
Quantity dispensed
Quantity left in stock

DESCRIPTION
Holds the name of the drugs.
Holds the identification number
of the drugs.
Holds
the
number
of
the
medicines in stock.
Holds the number of medicines
dispensed.
Holds the number of medicines
left in stock after dispensing.

CALCULATION SCRIPT
Quantity left in stock = Quantity in stock Quantity
Dispensed
Example
Cold and Cough Syrup
1300 903 =397

PROGRAM FLOWCHARTS
LOG IN MENU

27

START

SWITCH ON
COMPUTER

The user
enters their
user name
and their
password.

NO

The computer
is booted up.

ENTER USER NAME

AND PASSWORD

Checks
whether
the
entered
details
are
correct.

ARE USER
NAME AND
PASSWOR
D
CORRECT?

YES
ACCESS MAIN MENU

END

MEDICINE REGISTRATION
START

28

The main
menu is
displayed

Input
medicine
details
into the
computer
.
Check
s if
the
detail
s are
correc

ENTER MEDICINE
DETAILS

NO

ARE THE
MEDICINE
DETAILS
CORRECT?
YES

SAVE MEDICINE
DETAILS TO MEDICINE
MASTER FILE

END

FLOW CHART FOR MEDICINE DISPENSING

START

CHECK PATIENT
PRESCRIPTION IN THE
CARD
29

Details are
saved to
master file

INPUT DRUG ID

NO

Check if
medicines are
available.

IS DRUG
AVAILABLE
YES

Give out
medicines

DISPENSE DRUG TO
PATIENT

UPDATE QUANTITY LEFT

Quantity Left =
QuantityInStock
-Quantity Dispensed

IS THERE
ANY MORE
DRUGS TO
GIVE?

YES

NO
END

SYSTEM FLOWCHART

SWITCH ON
COMPUTER

LOG IN MENU

ENTER USER NAME AND

PASSWORD

3
ERROR
REPORT

VALIDATE

30

10

OPEN MEDICINE
REGISTRATION FORM

MEDICINE MASTER
FILE

8
9

REGISTER MEDICINES
UPDATED BIN
CARD RECORDS

UPDATE BIN CARD

RECORDS
OPEN MEDICINE DISPENSING
FORM

UPDATE MEDICINE
MASTER FILE

11
17

UPDATED
MASTER
FILE

12

DISPENSE MEDICINES TO
PATIENTS

18

13
CALCULATE AMOUNT OF
MEDICINES GIVEN OUT

REPORT
UPDATE BIN
CARD
RECORDS

ERROR
REPORT

15

VALIDATE

14

19

16

ANNOTATION
1
2

The computer is booted up.

The log in menu dialogue box is displayed on the

screen.
3

is incorrect.

The user enters the user name and the password.

The computer checks for errors.

AAA An error message box appears if the data entered

6
7

Open form to register medicines.

Main file which contains medicine details.

31

Register medicines into the computer system.

Update the bin card records which show that

9
medicines are taken in.

10

Updated bin card records are stored in the Magnetic

Disk.
11
12
13
14
15

The medicine dispensing form is opened.

Medicines are given out.
Amount of medicine given out is calculated.
The computer checks for errors.
The computer displays an error message box.

Update bin card records to show that

medicines are16
given out.

17

18
medicine details.
19
stock is created.

The medicine master file is updated.

The updated medicine master file show updated

A report showing amount of medicines left in

32

DATA TESTING
Testing for normal, abnormal and extreme data will be done in this section.
NORMAL TEST DATA
It is used to check that a system can handle the sort of data that would be
expected during day to day use.
ABNORMAL TEST DATA
It is used to check that a system can identify data that is wrong and reject it.
EXTREME TEST DATA
It is used to check that a system can cope with data that lies on the
boundaries of what is acceptable.

33

TEST PLAN
FIELD
Quantity
Drug ID

VALIDATIO
N RULE
>0
8 numbers

NORMAL
DATA
1300
10000000

ABNORMA
L DATA
-6
2612192

Barcode
number

10
numbers

17890765
48

16012139
7

NORMAL DATA

34

EXTREME
UPPER
999999
9999999
9
9999999
999

DATA
LOWER
1
10000000
10000000
00

Barcode NO is
accepted

Quantity is
accepted

35

Drug ID is
accepted

ABNORMAL DATA

Quantity is not
accepted

36

Drug ID is not accepted

Barcode NO is
not accepted

LOWER EXTREME DATA

37

Value of
quantity is
accepted

Lower extreme
value for Drug ID is
accepted

38

Lower extreme
value of Barcode NO
is accepted

UPPER EXTREME DATA

Upper extreme
value for Drug ID is
accepted

39

Upper extreme value for

Barcode No is accepted

Upper extreme
value for quantity
is accepted

40
VALUE IS NOT
ACCEPTED

USER DOCUMENTATION
GOODWILL MEDICAL CLINIC USER DOCUMENTATION

PURPOSE OF THE SYSTEM

The main aim of this project was to enable the Goodwill Medical Clinic
personnel not to struggle, but be able to register medicines, dispense
medicines and create report showing amount of medicines left in stock after
dispensing through the use of a database. This is because work done using a
computer is more accurate and the outcome is fast too. The Goodwill Medical
Record system is uncomplicated, it is user friendly and it is easy to navigate
through the forms and to access the database. It stores details about all
medicines from the time they are received into the clinic to the time they are
given out. Since the database stores very vital information the system will
prevent any loss of information by using backup.
This user manual is a guide on how the Goodwill Medical System works and
guides the users on how to install and perform specific functions.
SYSTEM REQUIREMENTS
HARDWARE
1. Optical mouse; to click on and select buttons
2. QWERTY keyboard; to enter medicine details into the computer e.g.
drug name, drug ID, barcode no, expiry date, allergic reactions and age
restrictions.
3. Pentium 4 processor; to sort medical records, search for requested
drug and calculate remaining drugs after every dispensary.
4. LCD monitor; displays medicine details
5. Laser printer; to print the report showing amount of medicines left in
stock.
6. 8GB memory stick; to store all details concerning medicines.
SOFTWARE
Operating System: windows XP or better
Application Software: Microsoft office access 2003 or better.
RAM: 256 MB or better
INSTALLATION OF THE SYSTEM

41

 Enter the CD into the CD ROM drive.

The disk will auto run itself.
Wizard form will appear and will take you through the installation
process.
When installation is complete the Goodwill Medical Record file will
appear on the desktop as shown below.

Click here
to start
running
the system

Click on it to start running the system.

BASIC OPERATING INSTRUCTIONS
Right click on the folder for Goodwill Medical Clinic on the desktop and
click on open to open the application.

42

 A dialogue box appears asking if you want to open the file.

43

 Click on open to open the file. After clicking open the log in menu will
appear as shown below.

LOG IN MENU
In the log in menu form enter the user name in the user name field.
Enter the password in the password field.
Click the main menu button.
If the password and or user name are incorrect then an error message box
appears.

Click on the ok button to remove the error message box.

Enter the password and the user name again.

44

 If the user name and the password are correct then the main menu
appears as shown below.

It has four buttons namely:

Medicine registration
Medicine dispensing
Report
Exit

Their functions work as follows;

MEDICINE REGISTRATION
The button is used when medicines are registered into the clinic. Click on
the medicine registration button.

A medicine registration form appears.

45

Click here to
register
medicines
To register new medicines into the clinic click on the REGISTER BUTTON.
A blank form appears for one to enter the details of the medicine. Other
buttons that appear on the form are;
SAVE BUTTON: It allows you to save the details of the medicine
you have just registered.

46

Click
here to
save
the
form. BUTTON: It allows the user to access the previous item
PREVIOUS
on the database.

Click here
to go to
previous
item.

47

 NEXT BUTTON: It allows the user to access the next item on the
database.

Click to
go to next
item.

DELETE BUTTON: It allows the user to delete medicine which will

no longer be used.
Clicking the delete button brings this dialog box which asks if you
really want to delete the medicine.

48

Click
here to
delete.

If yes is selected the record will be deleted, but if delete was

mistakenly clicked, press no and the record will not be deleted.
CANCEL BUTTON: It allows you to close the form and go back to
the main menu.

Click here to
go back to
main menu.

49

Click here and a

medicine
dispensing form
appears

MEDICINE DISPENSING
This button is used to dispense medicine out of the system to the patients.
Click on the medicine dispensing button and a form appears.

Click here to
dispense
medicines.
The Dispense button is pressed when dispensing certain medication. First the
drug ID is inputted to check if the medicine is available in stock, if it is
available, then the drug and its details will appear on the screen as shown

50

above. You will then enter the quantity you are dispensing and the quantity
of drugs left will automatically be updated.
The other buttons on this form that is:
Save
Previous
Next
Delete
Back
They work the same way as the ones explained in the medicine registration
form above.
REPORT
This button is used to view a report that displays the summary information of
medicines left in stock after dispensing. When you click on this button a
report appears.

The buttons on the report work as follows;

SAVE; It allows you to save the report for future use.
PRINT; it allows you to print the report and produce a hard copy.

51

 EXIT; allows you to go back to the main menu.

ERROR HANDLING

To correct the error click on the OK button.

Enter correct user name and password.

52

 To correct the error click on the OK button and enter 10 numbers for
the barcode number.

Click ok and enter 8 numbers for the drug ID.

53

TECHNICAL DOCUMENTATION
It is used to explain to a system analyst because it is written in technical
language. This document is important because when changes to the system
are made later on, it will be used as a guide to improve the system.
CONTENTS
Purpose of the system
System requirements
Input ,process output statement
Input ,Output file structures and format
Program flowcharts
System flowchart
PURPOSE OF THE SYSTEM
The main aim of this project was to enable the Goodwill Medical Clinic
personnel to not struggle, but be able to register medicines, dispense
medicines and create report showing amount of medicines left in stock after
dispensing through the use of a database. This is because work done using a
computer is more accurate and the outcome is fast too. The Goodwill Medical
Record system is uncomplicated, it is user friendly and it is easy to navigate
through the forms and to access the database. It stores details about all
medicines from the time they are received into the clinic to the time they are
given out. Since the database stores very vital information the system will
prevent any loss of information by using backup.
SYSTEM REQUIREMENTS
HARDWARE REQUIREMENTS
7. Optical mouse; to click on and select buttons
8. QWERTY keyboard; to enter medicine details into the computer e.g.
drug name, drug ID, barcode no, expiry date, allergic reactions and age
restrictions.
9. Pentium 4 processor; to sort medical records, search for requested
drug and calculate remaining drugs after every dispensary.
10.
LCD monitor; displays medicine details
11.
Laser printer; to print the report showing amount of medicines
left in stock.
12.
8GB memory stick; to store all details concerning medicines.
SOFTWARE REQUIREMENTS

54

 Operating System: windows XP or better

Application Software: Microsoft office access 2003 or better.
RAM: 256 MB or better
INPUT, PROCESS, OUTPUT STATEMENT
SOURC
E
Availabl
e
medicin
e report

INPUT

New
drugs
from
CMS

Medicine
Details;
Drug
Name
Drug ID
Expiry
date
Date
of
dispensin
g
Allergens
Quantity
of drugs
Age
restriction
s

Drug name
Drug ID
Quantity
ordered

Patient
card

Prescription list
Name
and
quantity
prescribed.

PROCESS

DESTINAT
ION
Order
Quantity
Central
of
each Medical
unavailable
drug
in Stores,
One
medicines or
copy in the
those which stock
order file.
are about to
finish.
Receive and
count
the
drugs.
Capture the
medicine
details in a
form
and
then
save
them in the
Medicine
Table.
Sort
the
medicines
according to
name
and
use
and
keep in the
dispensary
ready
for
dispensing.

OUTPUT

Available
medicine
report

Updated
stock
record.
Read
the And
patient
patients
prescription. prescripti
Check
the on
availability
of
the
medicines
prescribed in
the
computer.
Dispense to
55

One copy to
the
stock
record file and
one copy to
the
district
council

Prescription
given
to
patient
and
stock
record
saved
for
future use.

patient.
Calculate
amount
of
medicine left
in stock.
Update the
Medical
Records.
INPUT FORMAT
FIELD
NAME
Drug name

DATA TYPE

FIELD SIZE

Text

Drug ID

Number

25
characters
8 characters

Expiry date

Date/Time

8 characters

Barcode NO

Number

10
characters

Date
of Date/Time
registration

6 characters

Allergic
reactions

Text

25

Age
restrictions

Text

25

Quantity

Number

56

DESCRIPTI
ON
Holds
the
drug name.
Holds the ID
no of the
drug.
Holds
the
date
of
expiry of the
medicines.
Holds
the
barcode
number
of
the
medicines.
Holds
the
date
at
which
medicines
were
registered.
Holds
the
side effects
of the use of
drugs.
Holds
the
specified
age
range
showing the
use
of
medicines.
Holds
the
quantity of
the
medicine in
stock.

VALIDATIO
N RULE
NONE
Should
be
different
from others.

Should
be
10
characters
long
and
begin with 1.
Should be 6
characters
long.

Should
be
letters only.
NONE

Should be a
number

MEDICINE TABLE IN DESIGN VIEW

57

INPUT STRUCTURE
REGISTRATION FORM

GOODWILL MEDICAL CLINIC

REGISTRATION FORM
DRUG NAME :
DRUG ID:
EXPIRY DATE:
BARCODE NUMBER:
DATE OF REGISTRATION:
QUANTITY IN STOCK:
ALLERGIC REACTIONS:
AGE RESTRICTIONS:
BACK

REGISTER

CANCEL

SAVE

MEDICINE DISPENSING FORM

58

NEXT

DELETE

GOODWILL MEDICAL CLINIC

DISPENSING FORM

GOODWILL MEDICAL CLINIC

DISPENSING FORM
DRUG NAME:
DRUG ID:
EXPIRY DATE:
BARCODE NO:
DATE OF DISPENSING:
EXIT

DISPENS
E

DELETE

NEXT

OUTPUT STRUCTURE

59

PREVIOU
S

SAVE

REPORT TABLE

FIELD
NAME
Drug name

DATA TYPE

FIELD SIZE

Text

25

Drug ID

Number

Barcode
number

Number

10

Quantity
stock

in Number

Number

Quantity left Number

in stock

Quantity
dispensed

REPORT FORMAT

60

DESRIPTIO
N
Holds
the
name of the
drug.
Holds
the
identification
number
of
the drugs.
Holds
the
barcode
number
of
the
medicines.
Holds
the
number
of
the
medicines in
stock.
Holds
the
number
of
medicines
dispensed.
Holds
the
amount
of
medicines
left in stock
after
dispensing.

VALIDATIO
N RULE

Should have
8
characters.
Should be 10
characters.

Should be a
number.

Should be a
number.

Should be a
number.

DRUG
NAME

BARCODE
NO

QUANTITY
IN
STOCK

QUANTITY QUANTIT
DISPEN
Y
SED
LEFT
IN
STOC
K

Cold
and 11000047
Cough
Syrup
13091291
Gulf
Medicine
Syrup
26121927

178907654
2

1300

903

397

1280

622

658

2175

1752

423

Allergex

66666666

160121397
4

2349

600

1749

Panado

67230939

5500

3225

2275

Hydrocortis
one

DRUG ID

100334425
07

156478925
1
100977361
4

REPORT TABLE IN DESIGN VIEW

61

PROGRAM FLOWCHARTS
LOG IN MENU

START

SWITCH ON
COMPUTER

The user
enters their
user name
and their
password.
Checks
whether
the
entered
details
are
correct.

ENTER USER NAME

AND PASSWORD

ARE USER
NAME AND
PASSWOR
62
D
CORRECT?

The computer
is booted up.

NO

YES
ACCESS MAIN MENU

The main
menu is
displayed

END

MEDICINE REGISTRATION
START

Input
medicine
details
into the
computer
.
Check
s if
the
detail
s are
correc

ENTER MEDICINE
DETAILS

NO

ARE THE
MEDICINE
DETAILS
CORRECT?
YES

SAVE MEDICINE
DETAILS TO MEDICINE
MASTER
63 FILE

Details are
saved to
master file

END

START

CHECK PATIENT
PRESCRIPTION IN THE
CARD
INPUT DRUG ID

NO

Check if
medicines are
available.

IS DRUG
AVAILABLE
YES

Give out
medicines

DISPENSE DRUG TO
PATIENT

UPDATE QUANTITY LEFT

Quantity Left =
QuantityInStock
-Quantity Dispensed

IS THERE
ANY MORE
DRUGS TO
64
GIVE?

YES

NO
END

PROGRAM FLOWCHART SYMBOLS

Process

Start or
end

Decisio
n

Input or
output

Direction flow

65

SYSTEM FLOWCHART

SWITCH ON
COMPUTER

LOG IN MENU

ENTER USER NAME AND

PASSWORD

4
10

ERROR
REPORT

VALIDATE

OPEN MEDICINE
REGISTRATION FORM

MEDICINE MASTER
FILE

8
REGISTER MEDICINES
UPDATED BIN
CARD RECORDS

UPDATE BIN CARD

RECORDS
OPEN MEDICINE DISPENSING
FORM

UPDATE MEDICINE
MASTER FILE

11
17

UPDATED
MASTER
FILE

12

DISPENSE MEDICINES TO
PATIENTS

18

13
CALCULATE AMOUNT OF
MEDICINES GIVEN OUT

REPORT
UPDATE BIN
CARD
RECORDS

ERROR
REPORT
VALIDATE

66

15

19

14
16

QUERY SHOWING NAME OF MEDICINES DISPENSED THAT

ARE GREATER THAN 1000

QUERRY SHOWING TYPE OF MEDICINE SELECTED TO BE

DISPENSED

TEST PLAN
FIELD
Quantity

VALIDATIO
N RULE
>0

NORMAL
DATA
1300

ABNORMA
L DATA
-6

67

EXTREME DATA
UPPER
LOWER
999999
1

Drug ID

8 numbers

10000000

2612192

Barcode
number

10
numbers

17890765
48

16012139
7

9999999
9
9999999
999

10000000
10000000
00

EVALUATION OF THE SYSTEM

GOOD POINTS
The system is able to deny access to unauthorized users because it
requests for a user name and a password each time a person logs on
to the system.
When wrong data is entered the system is able to show error reports so
that the user can correct wrong information and therefore fewer errors
made.
There is no risk of dispensing expired to patients because the expiry
date of medicines are kept in the system.
Unnecessary health complications are avoided because medicines are
only dispensed to patients of the specified age.
BAD POINTS
The system is not able to update itself as the medicines are dispensed,
thus the calculations have to be done by the Drug Storeroom Manager,
hence making the process time consuming

68

OPPORTUNITIES FOR DEVELOPMENT

Given more time;
The calculation part will be done automatically by the system through
the use of query in a database, instead of the current system where
the amount of drugs left in stock is calculated by the Drug Storeroom
manager.
I would create relationships to link fields in different tables and thus
ensure referential integrity.

69

APPENDICES
INTERVIEW
1. What is the name of your company?
2. What is the name of your company?
3. Where is it located?
4. Who owns it and when was it established?
5. Why was it established
6. Approximately how many people are working in your company?
7. Please list about 10 items that are kept in stock?
8. Are there any complaints that have been raised by patients that you
are aware of? Please state them.
9. Do you have any suggestions towards solving the problems?
10.

What records do you keep about medicines?

11.

How often are the records updated?

12. Who oversees the process of recording and keeping of medicines?

13. Briefly describe the data flow of medicines in terms of input, process
and output.

70

QUESTIONNAIRRE
I am a student at Molefi Senior Secondary School doing a Computer Studies
project of computerizing a manual system. I would be truly grateful if you
could answer the questions below.
BIO DATA:
GENDER;

FEMALE

MALE

AGE:
OCCUPATION:
1. What are your views concerning the service that you receive at the
clinic?

2. What are your complaints and how you like them to be improved?

THANK YOU

71

ACKNOWLEDGEMENTS.....................................................................................1
INTRODUCTION................................................................................................2
STATEMENT OF THE PROBLEM......................................................................3
OBJECTIVES OF THE CURRENT SYSTEM...........................................................4
DATA FLOW IN THE CURRENT SYSTEM.............................................................5
DESCRIPTION OF EXISTING SYSTEM................................................................7
PERSPECTIVES OF ANYONE IN THE SYSTEM..................................................7
CONTINGENCY MEASURES IN THE SYSTEM...................................................7
EVALUATION OF EXISTING SOLUTIONS.............................................................8
EVALUATION OF ALTERNATIVE SOLUTIONS.....................................................10
OBJECTIVES OF THE PROPOSED SYSTEM.......................................................12
PLAN OF ACTION............................................................................................13
HARDWARE REQUIRED...................................................................................22
MODULE DESIGN............................................................................................23
CALCULATION SCRIPT.................................................................................26
PROGRAM FLOWCHARTS................................................................................27
SYSTEM FLOWCHART.....................................................................................30
DATA TESTING................................................................................................33
NORMAL TEST DATA....................................................................................33
ABNORMAL TEST DATA...............................................................................33
EXTREME TEST DATA..................................................................................33
TEST PLAN..................................................................................................33
USER DOCUMENTATION.................................................................................40
PURPOSE OF THE SYSTEM..........................................................................40
SYSTEM REQUIREMENTS.............................................................................40
BASIC OPERATING INSTRUCTIONS..............................................................41
ERROR HANDLING......................................................................................51
TECHNICAL DOCUMENTATION........................................................................53
PURPOSE OF THE SYSTEM..........................................................................53
SYSTEM REQUIREMENTS.............................................................................53
PROGRAM FLOWCHART SYMBOLS...............................................................64
QUERY SHOWING NAME OF MEDICINES DISPENSED THAT ARE GREATER
THAN 1000.................................................................................................66
QUERY SHOWING TYPE OF MEDICINE SELECTED TO BE DISPENSED..........66
EVALUATION OF THE SYSTEM.........................................................................67
OPPORTUNITIES FOR DEVELOPMENT.............................................................68

72

APPENDICES...................................................................................................69
INTERVIEW..................................................................................................69
QUESTIONNAIRRE.......................................................................................70

73