SYSTEM REQUIREMENTS SPECIFICATION DOCUMENT

PHARMACY MANAGEMENT SYSTEM

RUTH MWENDE – 20/03285

1. Introduction

A Pharmacy Management System (PMS) is a software solution designed to enhance accuracy,

safety, and efficiency within a pharmaceutical store. This computer-based system aids
pharmacists by improving aspects such as inventory management, cost containment, and
medical safety. The system enables the user to input manufacturing and expiry dates for a
specific product or drug during stock opening and sales transactions. It also generates reports
showing the list of products that will expire after a specific date, allowing for action before the
product expires.

At present, the pharmacy operates manually, which requires the pharmacist to monitor each
drug in the pharmacy physically. This approach often leads to errors as the pharmacist's
workload increases due to the growing customer base, especially during peak hours. The current
manual system slows down service delivery, potentially resulting in the loss of valuable
customers in the long run.

1.1 Purpose

This project aims to develop a software solution for efficient pharmaceutical store management

with the following objectives:

- Provide accurate inventory statistics.

- Maintain an up-to-date database of in-stock drugs.

- Enhance system efficiency by effectively monitoring services and activities.

- Offer optimal drug inventory management by tracking drug movement in the pharmacy.

- Ensure restricted access based on functionality and role.

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 - Provide a user-friendly system.

- Generate reports within a specified period.

1.2 Intended Audience and Reading Suggestions

The intended readers of this document include the software developers, website owners, and

managers. This document is organized in a way that is understandable to a general audience,

covering all the critical components of the project. Readers are advised to read the entire

document and can also refer to any part of the document they wish to with the help of the table

of contents. The document's contents are arranged according to priority.

1.3 Project Scope

The scope of this project is limited to the activities of a pharmaceutical store. This includes

improving health outcomes, reducing hospital and long-term care admissions, enhancing access

and care in the estate and surrounding communities, and ensuring the best use of resources. The

system will not handle drug prescription, drug-to-drug interaction, contraindication, and poly-

pharmacy in a prescription. These services will be manually completed by the pharmacist.

1.4 References

1. Chisholm-Burns, M. A., Vaillancourt, A. M., & Shepherd, M. (Eds.). (2014). Pharmacy

management, leadership, marketing, and finance. Jones & Bartlett Publishers.

2. Watson, K. E., Schindel, T. J., Chan, J. C., Tsuyuki, R. T., & Al Hamarneh, Y. N. (2023).

A photovoice study on community pharmacists’ roles and lived experiences during the COVID-

19 pandemic. Research in Social and Administrative Pharmacy, 19(6), 944-955.

3. Khan, O., Parvez, M., Kumari, P., Parvez, S., & Ahmad, S. (2023). The future of pharmacy:

How AI is revolutionizing the industry. Intelligent Pharmacy, 1(1), 32-40.

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4. Tegegne, M. D., Wubante, S. M., Melaku, M. S., Mengiste, N. D., Fentahun, A., Zemene,

W., ... & Dessie, H. S. (2023). Tele-pharmacy perception, knowledge and associated factors

among pharmacy students in northwest Ethiopia: an input for implementers. BMC Medical

Education, 23(1), 1-10.

2. Overall Description

2.1 Product Perspective

The PMS serves several purposes, including the safe and effective dispensing of pharmaceutical

drugs. During the dispensing process, the system prompts the pharmacist to verify that the filled

medication is for the correct patient, contains the right quantity and dosage, and displays

accurate information on the prescription label. Advanced pharmacy management systems offer

clinical decision support and may be configured to alert the pharmacist to perform clinical

interventions, such as offering verbal counseling if the patient's prescription requires additional

education in the pharmacy.

2.2 Product Features

The PMS assists with each of these practices and continues to store and organize information.

The technology in the pharmacy should allow pharmacists to collect information to make a plan

and implement strategies that indicate patient’s issues. PMS helps schedule patient’s

appointments and create customizable forms for patients to fill their appointment offline/online.

2.3 User Classes and Characteristics

Different user classes are anticipated to use this product. User classes may be distinguished

based on frequency of use, the subset of product functions they utilize, their technical expertise,

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security or privilege levels, educational level, or experience. Each user class should be

described in relation to their pertinent characteristics. Certain requirements may only pertain to

certain user classes. Those user classes that are more critical to satisfy should be distinguished

from those that are less important.

2.4 Operating Environment

Pharmacies interact with multiple patients daily, and data related to these interactions are stored

within the pharmacy information system. This data may be used later for improving the business

strategy or may be needed during a certification or inspection process. The reports generated

offer valuable insights into the pharmacy's operations. They can be used to identify patients

who frequently visit the pharmacy for refills, aiding in effective stock management.

E-prescriptions are known to be illegible, causing confusion among patients and leading to

errors in dispensing the correct medicine. The electronic prescription feature of the system

provides a user-friendly option for patients and reduces the risk of errors. This feature allows

the pharmacy to manage refills and enables doctors to send new refills directly into the

pharmacy management system, facilitating rapid dispensing of medicines. There will be no

confusion in offering the correct prescription between the physician and the patient.

With the use of a pharmacy management system, pharmacists can schedule text messages to be

sent to patients, notifying them before their prescriptions are due to expire. Patients can respond

to the message to indicate if they need a refill. These status updates keep the pharmacist in touch

with the patients, ensuring customer satisfaction.

The system allows users to manage stores at multiple locations easily. Data about stock levels,

sales, and returns from multiple stores can be viewed in a single software. Overall reports for

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the entire chain of stores can be generated, providing a complete overview of profit, loss, stock

levels, etc.

The user management module allows restricted access to various users. Access to various

features can be limited for different users, facilitating easy management. This authentication is

classified into two conditions: the Administrator User and the Standard User. Administrators

can control the buying and selling process, list the medicines, view the stock, and perform other

tasks. They can easily view the pharmacy list and the pharmacy map. This plays an essential

role in controlling the sales and stocks being processed every day.

2.5 Design and Implementation Constraints

Any system should maintain certain protocols and constraints for proper function. For

instance, anyone without a verified and approved profile cannot display their products on the

webpage. Similarly, anyone without a proper customer account cannot avail of the services of

the website. If a damage is reported at the time of delivery, a refund can be made, the product

can be sent back for alterations or to fix the damage or replace the product. Any product being

rented out must be altered within 3 days and sent to the delivery address and must be returned

without damages within 1 week. Any delays in returning the product must be notified to the

vendor in prior notice. If any damage is found at the time of damage control check at the time

of return, the customer will be charged for the damage.

2.6 User Documentation

Users of this project, such as vendors selling medicines, can upload images of their products

and set a dynamic price that includes a particular amount as tax to be paid to the admin. These

vendors can also upload statistics of the products that are most rented out and have high ratings

and reviews from the customers.

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2.7 Assumptions and Dependencies

This includes delays in delivery, delivering products with problems in alterations, providing the

wrong delivery address, delivering products to the wrong address, any miscommunication, and

online payment issues. Each step is dependent on the other, and a mistake in any step can lead

to the failure of the project.

3. System Features

The system design process involves defining the architecture, components, modules, interfaces,

and data to satisfy specified requirements. This includes the overall product architecture, the

subsystems that compose the product, and how these subsystems are allocated to processors.

Unified Modelling Language (UML), a standard object-oriented analysis and design language,

is utilized to model these system designs.

The Pharmacy Management System is engineered to enhance accuracy, safety, and efficiency

in a pharmaceutical store. This computer-based system assists pharmacists in optimizing

inventory management, reducing costs, and improving medical safety. Developed with a focus

on security and reliability, the system ensures the integrity of pharmacy records when delivering

services to customers.

The data collected is carefully analyzed, forming the foundation for the new system. After

rigorous testing, the system was found to be functional, producing promising results. The

application aims to minimize information loss and expedite information processing, unlike the

existing system. The successful implementation of this software should satisfy the fundamental

requirements of a pharmacy management system. It provides an efficient and effective means

of storing information related to activities within the designated area. This should ensure that

the objectives of system design are met.

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The system design allows for future expansion and potential modifications deemed necessary

by pharmacy management. The system comprises a shared collection of related data or files

intended to meet the immediate needs of authorized users. These data may be in the form of

text, numbers, dates, or encoded images.

3.1 Inventory Management

3.1.1 Description and Priority

This feature boosts the precision and efficiency of managing the pharmacy's inventory. It is of

high priority as it directly affects the availability of medicines and the overall operational

efficiency of the pharmacy.

4.8.2 Stimulus/Response Sequences

The process begins with the user requesting a specific medicine. The system then checks the

inventory. If the medicine is in stock, the system updates the inventory and confirms the

request. If the medicine is out of stock, the system notifies the user and suggests alternatives.

4.8.3 Functional Requirements

REQ-1: The system should accurately track the quantity of each medicine in stock.

REQ-2: The system should update inventory levels in real-time when medicines are

dispensed.

REQ-3: The system should notify the pharmacist when a medicine is running low.

3.2 Prescription Processing

3.2.1 Description and Priority

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This feature is designed to streamline the process of dispensing prescriptions. It is of medium

priority as it directly impacts the efficiency of service delivery to customers.

3.2.2 Stimulus/Response Sequences

The process starts with the user entering a prescription. The system then validates the

prescription. If the prescription is valid, the system dispenses the medicines and updates the

inventory. If the prescription is invalid, the system notifies the user and requests a valid

prescription.

3.2.3 Functional Requirements

REQ-1: The system should validate prescriptions before dispensing medicines.

REQ-2: The system should dispense medicines according to the validated prescription.

REQ-3: The system should notify the user if a prescription is invalid.

3.3 Data Management

3.3.1 Description and Priority

This feature is designed to securely store and retrieve data related to the pharmacy's

operations. It is of low priority as it supports the other features but does not directly impact

the core services provided to customers.

3.3.2 Stimulus/Response Sequences

The process commences with the user entering data (e.g., new medicine information). The

system then securely stores the data. When the user requests to retrieve data (e.g., medicine

information), the system retrieves the data and presents it to the user.

3.3.3 Functional Requirements

REQ-1: The system should securely store all data.

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REQ-2: The system should retrieve data upon request.

REQ-3: The system should notify the user if data retrieval fails.

External Interface Requirements

3.2 User Interfaces

The system is designed with user-friendly features allowing users to post reviews, ratings, and

complaints in dedicated sections. Vendors are provided with the ability to upload images of

their products. A chat section, facilitated by a smart technology bot, is available for vendors

and customers. Users can post new questions, which will be answered promptly. Uploaded

images should be in .jpeg or .png format. Users also have the option to adjust the website

language to their preference.

HOME PAGE

This is the initial interface that appears when the application is loaded. It displays the

application's name and other relevant information. The page includes login options for

different levels in the application, such as administrator, supervisor, and staff.

ADMIN LOGIN MENU

Upon successful login using the correct username and password, the user is directed to a page

where the admin module activities are outlined. The admin controls all major activities of this

application, such as adding staff, adding drugs, changing usernames and passwords, managing

drugs, and viewing sales. The admin also oversees the supervisor and all other users of the

application.

SUPERVISOR LOGIN

When a doctor or caretaker needs to know a patient’s location, they can click on the 'track

patient location' link on the index page. This redirects to a Google Maps page displaying the

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current patient location details. If the GPRS module fails to locate the current coordinates,

then only the last known location of the patient is shown on this page.

STAFF LOGIN

The staff is responsible for updating the list of drugs in the store. They can also participate in

the buying and selling of drugs. The staff must provide a valid username and password to

perform their activities.

3.3 Hardware Interfaces

• Microcontroller: Uno Board

• Humidity, Air Quality, Pressure

• Processor: Pentium V or higher

• Processor speed: 2.6GHz

• RAM: 1 GB

• Disk Space: 1 GB or higher

• The system should also have a reliable internet connection. This includes smartphones,

tablets, laptops, etc. Emails regarding orders will be sent to the respective customer’s email

addresses as provided at the time of account creation. For people who don’t have an email

address, they can use their mobile numbers to receive messages regarding their orders with

the help of OTP.

3.4 Software Interfaces

• Operating System: Windows 7 or higher

• Platform: XAMPP

• Database: MySQL

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• Technologies used: C, SQL, PHP

3.5 Communications Interfaces

The system is designed to follow certain protocols and avoid failures. Communication with

the user can be conducted through emails or messages to a mobile phone. This system uses

HTTP (Hyper Text Transfer Protocol). Any abnormal activity in a customer account is

immediately informed to the customer via email.

Other Non-functional Requirements

3.6 Performance Requirements

The system will provide a fast and responsive user experience. It will handle multiple tasks

and user interactions simultaneously without significant degradation in performance. The

system will be designed to handle a large number of users, with the ability to scale up

resources as needed.

Specific performance requirements include:

- The system will be available 99% of the time during business hours.

- The system will be available 95% of the time during non-business hours.

- No page will take more than 2 seconds to load with only one user online.

- The clinician portal will be accessible via an internet connection 99.9% of the time

during business hours.

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3.7 Safety Requirements

The system will be designed to prevent any loss, damage, or harm that could result from its

use. This includes safeguarding against data loss or corruption, ensuring the privacy and

confidentiality of user data, and preventing unauthorized access to the system.

Specific safety requirements include:

- The system will have safeguards in place to prevent data loss or corruption.

- User data will be kept confidential and private.

- Unauthorized access to the system will be prevented.

3.8 Security Requirements

The system will have robust security measures in place to protect user data and ensure the

integrity of the system. This includes user authentication, data encryption, and secure

communication protocols.

Specific security requirements include:

- User identity will be authenticated before granting access to the system.

- Data will be encrypted both at rest and in transit.

- Communication between the client and server will be secured using a secure protocol.

3.9 Software Quality Attributes

The system will have high-quality attributes that are important to both the users and the

developers. These include usability, adaptability, reliability, and maintainability.

Specific quality attributes include:

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 - Usability: The system will be easy to use and learn. New users will be able to get used

to the system quickly.

- Adaptability: The system will be able to adapt to changes in user needs and

requirements.

- Reliability: The system will be reliable and available when needed.

- Maintainability: The system will be easy to maintain and update.

Appendix A: Glossary

1. Database It is group of tables which stores the information of users.

2. Customer The person who avails the services of the website.

3. System Refers to the website which has all the required features.

4. HTTP Hyper Text Transfer Protocol

5. OTP Onetime processible

6. Software Requirement: Specification A document that completely describes all of the

functions of a proposed system and the constraints under which it must operate. For example,

this document.

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