SYSTEM SPECIFICATION

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1.1. SCENARIO AND QUESTION PAPER...........................................................................................7
1.1.1. SCENARIO.......................................................................................................................................7
1.1.2. QUESTION PAPER.........................................................................................................................9
Questionnaires are an effective way to survey, conduct information and gathering background
information. We have some questions helping for analyzing:......................................................................9
1) How is the framework of organization in Pharmacy Department?........................................................9
The framework of organization in Pharmacy Department includes:........................................................9
Main unit.....................................................................................................................................................9
Clinic unit...................................................................................................................................................9
Made-up medicine unit...............................................................................................................................9
Distribution unit.........................................................................................................................................9
2) How many stores are there in Pharmacy Department?..........................................................................9
There are:....................................................................................................................................................9
1 main store................................................................................................................................................9
1 substore....................................................................................................................................................9
1 health insurance store..............................................................................................................................9
1 discarded medicine store.........................................................................................................................9
about 50 stores of department....................................................................................................................9
3) What medicine’s information need to be considered?...........................................................................9
The related-to medicine information is:.....................................................................................................9
Medicine Unit.............................................................................................................................................9
Medicine Specification...............................................................................................................................9
Medicine Classification..............................................................................................................................9
Producing Country...................................................................................................................................10
Manufacturer............................................................................................................................................10
Supplier.....................................................................................................................................................10
Expired Date.............................................................................................................................................10
… 10
4) Where are medicine intaken from?.......................................................................................................10
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The Medicine is intaked from Suppliers after organizing bid every one year.......................................10
Made-up Medicine Unit...........................................................................................................................10
5) How does Bidding process take place?................................................................................................10
There are 4 steps:......................................................................................................................................10
Make the bidding document and invite bid to suppliers..........................................................................10
Suppliers send back the price quotation to hospital.................................................................................10
Open Bidding to evaluate the bidding package.......................................................................................10
Announce bidding result to suppliers .....................................................................................................10
6) Which Store is responsible for medicine expectation?........................................................................10
The main store will make the medicine expectation bases on the amount of medicine intake and
distribution as well as the medicine in stock...............................................................................................10
7) After bidding, how long does hospital request for medicine?.............................................................10
Based on the medicine requirement of substore, main store make monthly expectation and call
medicine of the winning supplier.................................................................................................................10
8) In which case may the medicine be returned?......................................................................................10
Medicine returned when it is expired date, broken, or have any problem…..........................................10
9) Which report related to medicine?........................................................................................................10
The Staff must send the report related to medicine to the leaders of hospital every day, week, month,
year or any time they require. They are:......................................................................................................10
Medicine intake report.............................................................................................................................10
Medicine distribution report.....................................................................................................................10
Medicine in stock report...........................................................................................................................10
Medicine inventory report........................................................................................................................10
Yearly expectation report.........................................................................................................................10
Discarded medicine report.......................................................................................................................10
Returned medicine report ........................................................................................................................11
10) Who will use this system?................................................................................................................11

Only Administrator and the Delegated User can use this system. Administrator is responsible for
assign role to Delegate User and has the full control to the system. Delegate user is the staff of the
hospital who directly use this system...........................................................................................................11
1.2. BACKGROUND..............................................................................................................................11
1.3. INFRASTRUCTURE......................................................................................................................12
................................................................................................................................................................12
Figure 1.1: Infrastructure of Pharmaceutical Management System in Hospital...................................12
1.4. FUNCTION HIERARCHY DIAGRAM.........................................................................................13
1.5. CONTEXT DIAGRAM...................................................................................................................14
................................................................................................................................................................14
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1.6. DATA FLOW DIAGRAM..............................................................................................................15
1.6.1. DFD Level 0 for Pharmaceutical Management System in Hospital..............................................15
15
1.6.2. DFD Level 1 for System Management...........................................................................................16
16
1.6.3. DFD Level 2 for User Management of System Management........................................................17
17
1.6.4. DFD Level 1 for List Management.................................................................................................18
18
1.6.5. DFD level 2 of List Management...................................................................................................19
19
1.6.6. DFD Level 1 for Medicine Expectation and Bidding Management..............................................20
20
1.6.7. DFD Level 2 for Yearly Expectation Management........................................................................21
21
1.6.8. DFD Level 2 for Bidding Management..........................................................................................22
1.6.9. DFD Level 3 for Bidding Document of Bidding Management.....................................................23

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1.6.10. DFD Level 3 for Price Quotation Input of Bidding Management...............................................24
24
1.6.11. DFD Level 3 for Bidding Open of Bidding Management............................................................25
1.6.12. DFD Level 3 for Bidding Result Announcement of Bidding Management................................26
26
1.6.13. DFD Level 1 for Medicine Management......................................................................................27
1.6.14. DFD Level 2 for Medicine in Stock Keeping Track and Management of Medicine Management
28
1.6.15. DFD Level 3 for Medicine Inventory of Medicine in Stock Keeping Track and Management..29
Figure 1.18: DFD Level 3 for Medicine Inventory of Medicine in Stock Keeping Track and
Management.................................................................................................................................................29
1.6.16. DFD Level 2 for Medicine Intake Management of Medicine Management................................30
30
1.6.17. DFD Level 2 for Medicine Distribution Management of Medicine Management......................31
31
1.6.18. DFD Level 2 for Monthly Medicine Expectation and Request Medicine of Medicine
Management.................................................................................................................................................32
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1.6.19. DFD Level 1 for Report System...................................................................................................33
33
1.7. METHOD OF INVESTIGATION..................................................................................................34
1.8. SCHEDULE OF PROJECT.............................................................................................................35
................................................................................................................................................................35
1.9. DATABASE DESIGN.....................................................................................................................36
1.9.1. THIRD NORMAL FORM .............................................................................................................36
................................................................................................................................................................45

1.9.2. ENTITIES RELATIONSHIP DIAGRAM.....................................................................................46
................................................................................................................................................................46
1.10. PROGRAM IDENTIFICATION...................................................................................................47
Project Name: PHARMACEUTICAL MANAGEMENT SYSTEM IN HOSPITAL.........................47
1.11. PROGRAM DESCRIPTION.........................................................................................................48
Overview:...............................................................................................................................................48
Pharmaceutical Management System in Hospital is developed with the aim to solve many difficult in
medicine management. This software is support the nurses and doctors in medicine management
efficiently. Beside, this system support administrator to manage users, assign role for each user to
perform a certain function such as manage medicine in stores, make a medicine expectation or give a
report. This system is developed by Oracle Developer 6i (Form builder, Report builder) and database
of Oracle 8i. .............................................................................................................................................48
Advantage of using the system..............................................................................................................48
Security using Username and Password authentication........................................................................48
Oracle help to save a huge data and execute command fast and effectively........................................48
Used for a large system and organization .............................................................................................48
Friendly GUI based on well-designed Oracle Form and Report...........................................................48
Role-based security using a fixed principal for role authorization.......................................................48
Easy and save Backup database and easy manipulation........................................................................48
How the program works.........................................................................................................................48
The operation starts with a staff click on icon of software system, the main form of program will
display. Unregistered staffs are able to view general information such as:general medicine
information, staff information. ................................................................................................................48
Registered staffs log in system can manipulate with functions of system that they are granted
permission.................................................................................................................................................48
1.12. PROGRAM OUTLINE..................................................................................................................49
1.13. PROGRAM SCHEDULE..............................................................................................................51
1.14. PROGRAM ESTIMATION..........................................................................................................51
1.15. FILE SPECIFICATION.................................................................................................................52
The database management system stored in the file name is PMIH. In this file contain the tables

which have same fields in each table such as ID, Address, DOB, Name…but data is different. .........52
When the management program need the information in the database manage access system, the
system will supply the appropriate data...................................................................................................52
1.16. RECORD SPECIFICATION.........................................................................................................52
1.17. FILE SPECIFICATION.................................................................................................................66
The database management system stored in the file name is PMIH. In this file contain the tables
which have same fields in each table such as ID, Address, DOB, Name…but data is different. .........66
When the management program need the information in the database manage access system, the
system will supply the appropriate data...................................................................................................66
1.18. RECORD SPECIFICATION.........................................................................................................66
PRINT LAYOUT CHART....................................................................................................................70
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Main Form..............................................................................................................................................70
................................................................................................................................................................70
Change Password...................................................................................................................................71
................................................................................................................................................................71
Login Form.............................................................................................................................................71
................................................................................................................................................................71
1.19. DECISION TABLE.......................................................................................................................72
1.19.1. Decision table of Add new procedure...........................................................................................72
Condition Stub..............................................................................................................................................72
Condition Entry............................................................................................................................................72
1.19.2. Decision table of Update procedure..............................................................................................72
Condition Stub..............................................................................................................................................72
Condition Entry............................................................................................................................................72
1.19.3. Decision table of Search procedure..............................................................................................72
Condition Stub..............................................................................................................................................72
Condition Entry............................................................................................................................................72

1.19.4. Decision table of Delete procedure...............................................................................................72
Condition Stub..............................................................................................................................................72
Condition Entry............................................................................................................................................72
1.19.5. Decision table of Print procedure.................................................................................................73
Condition Stub..............................................................................................................................................73
Condition Entry............................................................................................................................................73
1.19.6. Decision table of Keeping Track of Medicine in Stock...............................................................73
Condition Stub..............................................................................................................................................73
Condition Entry............................................................................................................................................73
1.19.7. Decision table of Keeping Track of Expired date Medicine........................................................73
Condition Stub..............................................................................................................................................73
Condition Entry............................................................................................................................................73
1.19.8. Decision table of Bidding Process................................................................................................73
Condition Stub..............................................................................................................................................73
Condition Entry............................................................................................................................................73
1.19.9. Decision Table of Estimate Medicine...........................................................................................74
1.20. FLOWCHART...............................................................................................................................75
1.20.1. Flowchart for Access Right...........................................................................................................75
75
Figure 5.1: Flowchart for Access Right...................................................................................................75
1.20.2. Flowchart for Add Function..........................................................................................................76
76
Figure 5.2: Flowchart for Add Function..................................................................................................76
1.20.3. Flowchart for Update Function.....................................................................................................77
77
Figure 5.3: Flowchart for Update Function.............................................................................................77
1.20.4. Flowchart for Search Function......................................................................................................77
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78
Figure 5.4: Flowchart for Search Function..............................................................................................78
1.20.5. Flowchart for Delete Function......................................................................................................78
79
Figure 5.5: Flowchart for Delete Function..............................................................................................79
1.20.6. Flowchart for Report.....................................................................................................................79
80
Figure 5.6: Flowchart for Report.............................................................................................................80
Flowchart for Keeping Track of Medicine in Stock................................................................................81
81
1.20.7. Flowchart for Keeping Track of Expired date Medicine.............................................................82
82
1.20.8. Flowchart for Bidding Process......................................................................................................83
Figure 5.9 Flowchart for Bidding Process..............................................................................................83
1.20.9. Flowchart for estimated expectation amount of Medicine.........................................................84
84
1.21. PROGRAM LISTING...................................................................................................................85
REPORT LISTING................................................................................................................................95
1.21.1. Output design................................................................................................................................95
1.22. TEST PLAN...................................................................................................................................98
1.23. TEST DATA..................................................................................................................................98
TEST LOG SHEET..............................................................................................................................100
...........................................................................................................................................................100
1.24. PROGRAM TRACE....................................................................................................................101
1.25. GRID CHART..............................................................................................................................101
1.26. OPERATING INSTRUCTION...................................................................................................102
HARDWARE REQUIREMENT.........................................................................................................104
So this program run on client-server, so you have to prepare the configures for each kind..............104
1.27. SOFTWARE REQUIREMENT..................................................................................................104
1.28. SCOPE..........................................................................................................................................105

1.29. LIMITATION..............................................................................................................................105
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CHAPTER 1: SYSTEM SPECIFICATION
1.1. SCENARIO AND QUESTION PAPER
1.1.1. SCENARIO
Nowadays, Information Technology is applied in many fields, it helps works done effectively,
precise, save time and human resources…, medicine management in hospital is not exception.
Medicine Management System in Hospital is developed to carry out these above criterions. The
medicine management will be easier and more professional.
This System is applied in Bach Mai hospital- one of the largest hospitals in Ha Noi with a
thousand patients everyday, so the medicine management is very important.
Medicine Management System in Hospital includes five main parts: System Management, List
Management, Medicine Expectation and Bidding Management, Medicine Management and
Report System.
1. System Management:
Each User have their own role assignment made by admin to log-in the system, User have to log-
in with a valid user name and password. Besides they can change their password, so the security
for system is very good.
2. List Management:
This function provides all necessary information about Medicine, Medicine Unit, Medicine
Specification, Medicine Classification, Store, Department, Producing Country, Manufacturer,
Supplier. User can add new, search, update and delete information in each list.
3. Medicine Expectation and Bidding Management:
This part includes two main functions: Yearly Medicine Expectation Management and Medicine
Bidding Management.
Yearly Medicine Expectation Management:
To have the Yearly Medicine Expectation the user must bases on the medicine intake amount
and the amount of medicine distributed to the substore and the health insurance store, the amount

of the medicine in stock in a year. User who has the role assignment can add new, update,
search, and delete the information.
Medicine Bidding Management includes:
• Bidding Document: The hospital sends the bidding document to each supplier.
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• Price Quotation Input: When the supplier received the bidding document they will fill in
the document the price of each medicine and send back to the hospital.
• Bidding Open: After have the price quotation, the hospital will inputs the bidding
information of suppliers and then decides which supplier win and get the medicine
bidding contract.
• Bidding Result Announcement: The hospital will announce the bidding result to suppliers
4. Medicine Management:
Medicine Management is very important in hospital so this function is given to do all the works
related to medicine helps user easier in medicine keeping track and management.
Medicine in stock watching and management:
The user must keep track of the amount of medicine intake and the amount of medicine
distributed to calculate the medicine in stock and how to handle it. Besides the user can make the
medicine inventory.
Medicine Intake Management:
User can add new, view, search, update and delete the medicine intaked from suppliers.
Medicine Distribution Management:
This includes:
• Main store distributes to substore and health insurance store.
• Substore and health insurance store distribute to departments.
User also can add new, search, update and delete any information which is available in database.
Substore makes the Monthly Medicine Expectation and Requests Medicine:
User makes the medicine expectation every month bases on the medicine intaked amount, the
amount of Medicine distributed to the department and the amount of the medicine in stock in a

month. After that they will request the main store to distribute medicine for the next month.
Look up Medicine Information: This part is like a dictionary providing all necessary information
about medicine. User can add new, view, search, update, delete any information related to
medicine in database.
Expired date medicine keeping track:
Keeping track of expired date medicine and show an alert when the medicine is near expired
date.
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Discarded Medicine Management: All the expired Medicine or has any problem are discarded.
This function also allows to add new, view, search, update and delete the discarded Medicine
information.
Returned Medicine Management:
This function is to manage the medicine returned to the substore, health insurance store and main
store when they are not used, expired date or have any problem.
Other Distribution Management:
Manage the medicine distributed in the special case.
5. Report System:
This system allows user to view and print any information relating to Lists, Medicine, Medicine
Expectation and Bidding.
1.1.2. QUESTION PAPER
Questionnaires are an effective way to survey, conduct information and gathering background
information. We have some questions helping for analyzing:
1) How is the framework of organization in Pharmacy Department?
The framework of organization in Pharmacy Department includes:
• Main unit
• Clinic unit
• Made-up medicine unit
• Distribution unit

2) How many stores are there in Pharmacy Department?
There are:
• 1 main store
• 1 substore
• 1 health insurance store
• 1 discarded medicine store
• about 50 stores of department
3) What medicine’s information need to be considered?
The related-to medicine information is:
• Medicine Unit
• Medicine Specification
• Medicine Classification
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• Producing Country
• Manufacturer
• Supplier
• Expired Date
…
4) Where are medicine intaken from?
• The Medicine is intaked from Suppliers after organizing bid every one year.
• Made-up Medicine Unit.
5) How does Bidding process take place?
There are 4 steps:
• Make the bidding document and invite bid to suppliers
• Suppliers send back the price quotation to hospital
• Open Bidding to evaluate the bidding package
• Announce bidding result to suppliers
6) Which Store is responsible for medicine expectation?

The main store will make the medicine expectation bases on the amount of medicine intake and
distribution as well as the medicine in stock.
7) After bidding, how long does hospital request for medicine?
Based on the medicine requirement of substore, main store make monthly expectation and call
medicine of the winning supplier.
8) In which case may the medicine be returned?
Medicine returned when it is expired date, broken, or have any problem…
9) Which report related to medicine?
The Staff must send the report related to medicine to the leaders of hospital every day, week,
month, year or any time they require. They are:
• Medicine intake report
• Medicine distribution report
• Medicine in stock report
• Medicine inventory report
• Yearly expectation report
• Discarded medicine report
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• Returned medicine report
10) Who will use this system?
Only Administrator and the Delegated User can use this system. Administrator is responsible for
assign role to Delegate User and has the full control to the system. Delegate user is the staff of
the hospital who directly use this system.
1.2. BACKGROUND
We are living in the era of information technology, so the applications of IT are very commonly
used. Medicine Management System software is developed used by computer instead of the
traditional manual management which is less efficient.
Bach Mai Hospital has been treated and cured for a large number of patients so the medicine
management in the traditional method is becoming overload. Our software program is an

efficient solution for medicine management in hospital.
Medicine Management System in Hospital is developed follows the real time method which
helps the updating information fastest, most convenient and most complete at any time.
This software program has the friendly interface, easy to use. Furthermore, it helps hospital in
understanding the situation fast, reporting, minimizing the using of papers by exchanging
information between the departments through the Lan network.
Pharmaceutical Management System software is developed using the newest programming
language of Oracle Developer 6i( Form Builder, Report Builder) and the powerful database
management system Oracle SQL*PLUS 8i.
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1.3. INFRASTRUCTURE
This system is based on LAN with the Database Server
Figure 1.1: Infrastructure of Pharmaceutical Management System in Hospital
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Pharmaceutical Management System in Hospital System Guide
1.4. FUNCTION HIERARCHY DIAGRAM
Figure
1.2: The
Functional Hierarchy Diagram of Pharmaceutical Management System In Hospital
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Pharmaceutical Management System In Hospital System Guide
1.5. CONTEXT DIAGRAM
Figure 1.3: The context diagram of Pharmaceutical Management System In Hospita
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Pharmaceutical Management System In Hospital System Guide
1.6. DATA FLOW DIAGRAM

1.6.1. DFD Level 0 for Pharmaceutical Management System in Hospital
Figure 1.4: DFD Level 0 for Pharmaceutical Management System In Hospital
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Pharmaceutical Management System In Hospital System Guide
1.6.2. DFD Level 1 for System Management
Figure 1.5: DFD Level 1 for System Management
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Pharmaceutical Management System In Hospital System Guide
1.6.3. DFD Level 2 for User Management of System Management
Figure 1.6: DFD Level 2 for User Management of System Management
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Pharmaceutical Management System In Hospital System Guide
1.6.4. DFD Level 1 for List Management
Figure 1.7: DFD Level 1 for List Management
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Pharmaceutical Management System In Hospital System Guide
1.6.5. DFD level 2 of List Management
Figure 1.8: DFD Level 2 of List Management
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Pharmaceutical Management System In Hospital System Guide
1.6.6. DFD Level 1 for Medicine Expectation and Bidding Management
Figure 1.9: DFD Level 1 for Medicine Expectation and Bidding Management
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Pharmaceutical Management System In Hospital System Guide

1.6.7. DFD Level 2 for Yearly Expectation Management
Figure 1.10: DFD Level 2 for Yearly Expectation Management
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Pharmaceutical Management System In Hospital System Guide
1.6.8. DFD Level 2 for Bidding Management
Figure 1.11: DFD Level 2 for Bidding Management
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Pharmaceutical Management System In Hospital System Guide
1.6.9. DFD Level 3 for Bidding Document of Bidding Management
Figure 1.12: DFD Level 3 for Bidding Document of Bidding Management
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Pharmaceutical Management System In Hospital System Guide
1.6.10. DFD Level 3 for Price Quotation Input of Bidding Management
Figure 1.13: DFD Level 3 for Price Quotation Input of Bidding Management
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Pharmaceutical Management System In Hospital System Guide
1.6.11. DFD Level 3 for Bidding Open of Bidding Management

Figure 1.14: DFD Level 3 for Bidding Open of Bidding Management
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