(Computer Engineering)



Drug procurement and distribution tracking system is a set of computer programs that obtains the supplies of drugs, distribute the drugs and monitors the inventory control of the drugs. Using the pharmaceutical department of Port-Harcourt University teaching hospital as a case study, the department using manual method to operate lacks good storage of information system for drugs. Recording system tends to be complex and the method of tracking expired drug is poor. The good approach to this problem is to involve the use of computer by designing the form, using Access in developing the database and Visual basic as the programming language, to enable keeping accurate record of drug and prevent sales of expired drug. This guarantees the people’s right to good health care and ensures that drugs received are genuine and safe.


1.0            INTRODUCTION


Computerization according to oxford dictionary is defined as the control processes with the use of computers and its peripherals. Today it would be difficult to think of any process, business or action that could not be profited from the numerous benefits of the computer system. Controlling process or devices   with computer started long ago since the invention of computer. In the 20th century inventors tried to make process easier with the use of computers. (Wikipedia). Secondly computerization has been greatly applied or used in controlling process that requires frequent action such as drug procurement, drug management, drug tracking and drug distributions in hospital management information system in pharmacy department of hospital.

This project is to provide a computer based information management system in a pharmacy department of the University Port-Harcourt Teaching Hospital Choba by  designing a cost effective, user friendly application, incorporating key attributes of data integrity and system security suitable for use in the  pharmacy department of the hospital. The overall aim of this project is optimization of time and material in the processing of data needed for effective operation of large pharmacy department of a hospital. In doing this, data integrity must be compromise as consistency is ensured and data redundancy eliminated.

Drugs are the chemical substances that are administered to patients for curative purposes and prophylaxis. It can also be referrer as a medicine, because it is the essential part of peoples care.

The ability of the computer to store and to retrieve Information at every fast and efficient rate makes it application useful in management operations. The activity of drug management involves drug procurement, drug distribution, drug tracking and its information management. While drug distribution is concern with distribution of drugs within the different medical units or departments in a hospital, and drug procurement is concern with the purchasing activities of the drugs by the pharmacy department of the hospital.

Drug tracking is concern with the continuous monitoring of the actual quantity of drugs held in the hospital pharmacy or any other drug warehouse /store and controls the stock level.

Pharmaceutical unit in a hospital is concern with drug management activities. They carry out the responsibility of making appropriate selection and drugs uses by formulating an annual, monthly, weekly or daily list for drugs requirement and management reports. However, in some hospital today , some pharmacists still operates  manual system of drug management information system which can  lead into some drugs  management errors like problems of handling voluminous file with a short period of time, which could make data not being easily accessed, late  delivery of drugs and can also lead to misplacement of patients files.


This project is aimed at correcting the ill often incurred from manual drug information management, drug procurement, drug tracking, and drug distribution procedures. It is clear that due to human limitations in the following up procedures, lapses are bound to occur. However, the major problems which lead to this project are;

1.     The manual recording system which tends to be complex

2.     Lack of good storage information system for drugs (Database)

3.     Difficulty in having access to drugs and patients records

4.     Lack of communication between the hospitals department as a result of non- computerized system of management.      

In view of all these problems, it became necessary to develop a computer based drug information management system and distribution tracking system.


The aim is to design and implement a computerized drug information management system, drug procurement and distribution tracking system. These includes

1 To order for drugs without mistake of procuring more than required.

2 To know the quantity of drugs remaining.

3 To prevent sales of expired drugs

4 To ensure accurate keeping of records of drugs


This project will cover only the pharmaceutical department of the University of Portharcourt Teaching hospital Choba. It will present an up to date and comprehensive design of some sub-system like 

1.     Planning and control system which includes inventory control and drug distribution                                                                               

2.     Drug procurement procedure in a hospital.

3.     The expiry status of each drugs at any point in time

4.     The Database of all kinds, types and names of some drugs that would be store and operate on.


These project work lies in its usefulness as the people right to health care including the right to a reliable standard of health care services and assurance that drugs received are genuine and safe, hospital will rely on a standard drug management system for good management of drug. This also assures better welfare for patients.

In the face of rapid technology changes today, the need to develop computer model of drug based information management system arises .It will also lead to substantial improvement in welfare, profit margin and organizational effectiveness and efficiency.


1.  Time constraint; There is limited time go and meet the hospital pharmacist for proper information.

2. Due to the sensitive nature of organizational information, there was reluctance to release vital information which may jeopardize the security of the organization.

3.  Financial constraint; some of the materials needed were too expensive to acquire example during implementation stage.



Database; A collection of logically related data to meet the information need of organization.                                                                                    

DBMS; Database   management software that enable the user to define, maintain Control the database.                                                                                  

Application Program; A computer program that interacts with the database.

MENU; This is a list of options presented on the screen with each option identified by short code followed by longer description of its purposes.

Drug; It is referred to as a medicine   or chemical substances that are administered to Patients   for curative measures.

Pharmacy; A placed in a hospital where medicine or chemical substances are kept, stored and prepared.

Flowchart; A diagram that shows connection between the different stages of process of the system.

Primary Key; The candidate key that is selected to identify the individual within the relation

Foreign Key; An attribute or a set of attributes within one relation that matches the candidate key

Relation;  A relation is a named table with columns and rows

Attribute; An attributes is a named column of a relation                                                                                       

Relation; A relation is a table with rows and columns

Domain; A set of allowable values for one or more table

Null; it represents a value for an attribute that is currently unknown or not applicable

Database design; The process of creating a design that will support emprise mission statement and mission required database e system.

Software: These are program for computer which allows certain specific task to be accomplished e.g. word process etc.

Hardware: Computer equipment used to perform input processing and system output activates.

Management information system: collection of people, database, and devices produced to use in providing routine information to manager and decision makers of the organization.   


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