DESIGN AND IMPLEMENTATION OF AN ONLINE PHARMACY MANAGEMENT

SYSTEM OF PHARMACIES: A CASE OF NOVAFINIA PHARMACY, AWINDIRI,

ARUA, UGANDA.
_________________________________________________

A RESEARCH PROJECT PROPOSAL PRESENTED TO THE FACULTY OF

TECHNO SCIENCE

MUNI UNIVERSITY ARUA, UGANDA

_________________________________________________

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE DEGREE

BACHELOR OF INFORMATION SYSTEMS.
PRESENTED BY:
NAME REGISTRATION NUMBER

MURUNGI ABDULHAKIM

ODEKE PETER

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DECLARATION:

I hereby declare that the project work entitled “Pharmacy Management System” submitted to
“Dr. Nkamwesiga Lawrence”, is a project report/ proposal of the work of done by Muteeganya
Umar and Odeke Peter under the guidance of “Dr. Nkamwesiga Lawrence”. This project is
submitted in partial fulfillment of the requirement for the degree in Bachelors of information
systems in the computer science and electrical engineering department. Therefore the result
embodied in this thesis has not been submitted to any other institute or University.

GROUP MEMBERS

NAME SIGNATURE DATE

MURUNGI ABDULHAKIM

ODEKE PETER

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Approval:

This is to certify that this report titled: “pharmacy management system” has been carried out
under supervision and guidance is now ready or submission to the examinations board and senate
of Muni university.

Nafuna Ritah

Signature …………………………………….

Date ………………………………………….

Name signature Date Telephone

Nafuna Ritah

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DEDICATION:

This report is dedicated to the Almighty for providing us with good health throughout the
process. Our parents and guardians who are facilitating and supporting us through the course of
study at Muni University and our lecturers who are delivering knowledge, support, services and
guidance to us thus attaining skills which are crucial and paramount in the study and
development of the system.

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ACKNOWLEDGEMENT:

I would like to express my special thanks of gratitude to my lecturer “Nafuna Ritah” as well as
the Administrators of Muni University who gave us the golden opportunity to do this wonderful
project on the topic “Pharmacy Management System”, which has helped us in doing a lot of
research and we came to know about so many new things. We are really grateful and thankful to
all of them.

Lastly I would also like to thank our parents and friends who helped us a lot in the finalizing of
the project within the limited time frame.

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TABLE OF CONTENTS

Contents
DECLARATION: 2
Approval: 3
DEDICATION: 4
ACKNOWLEDGEMENT: 5
List of tables 7
List of figures 8
List of acronyms 9
Abstract 10
CHAPTER ONE: INTRODUCTION
1.1 Introduction 11
1.2 Background of the Study: 12
1.2 Statement of the problem. 14
1.3 Objectives. 15
1.4.1 General objective: 15
1.4.2 Specific Objectives; 16
1.4.3 Research questions. 16
1.4 Scope of study 17
1.5 Significance. 18
CHAPTER TWO: LITERATURE REVIEW
2.1 Introduction 20
2.2 Review of Related Literature 20
2.2.1 Traditional Pharmacy management system 20
2.2.2 Outpatient Pharmacy Management System 21
2.2.3 Inpatient Pharmacy Management System 22
2.2.4 Rx30 Pharmacy management system. 23
2.2.5 Computer-Rx Pharmacy management system. 23

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2.3 Gaps Identified in related Studies 24
CHAPTER THREE: METHODOLOGIES:
3.1 Introduction 26
3.2 Research Design 26
3.2.1 Population 26
3.2.2 Sampling 27
3.2.3 Data Collection Methods 27
3.2.3.1 Observation 27
3.2.3.2 Interview 28
3.2.3.3 Questionnaires 29
3.3 Design Methodology 31
3.3.1 Conceptual Design 31
3.4 System Specifications 33
3.4.1 Hardware requirements 33
3.4.3 Functional requirements 33
3.4.4 Non-functional requirements 34
REFERENCES 34
APPENDICES 36

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List of tables
Table 1: Proposed budget

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List of figures

Figure 1:conceptual design

Figure 2:Gantt chart

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List of acronyms

CSS: Cascading Style Sheet

HTML: Hyper Text Markup Language

PHP: Hypertext Preprocessor

RDBMS: Relational Database Management System

SQL: Structured Query Language

SDLC: System Development Life Cycle

ICT: Information and Communication Technology

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Abstract
The purpose of an online pharmacy management system is to improve accuracy and enhance
safety, communication and efficiency in the pharmaceutical store by automating the existing
manual system through the implementation of a computerized equipment, and full-fledged
computer software, fulfilling all requirements, in the process of data management and
maintenance of records related to stock, liquid flows, staffs, customers and suppliers. This
system is an integration of an aspect in Information and Communication Technology (ICT).

Information technology has done and still doing a lot to help solve and improve organization
and management problems or challenges. It has been helpful in the area of empowerment,
maintenance amongst others, to so many sectors such as business, finance, education, law,
health, communication etc. Automated data storage, data security, data integrity and easy
manipulation of stored data can only be possible and suitable by its use.

The methodology used in the implementation of the system is the waterfall model of System
Development Life Cycle (SDLC). The required software and hardware are easily available and
easy to work with. The tools used in designing the new system are PHP, HTML, CSS (the front
end) for the user interface and MySQL (the back end) which is the database that the project
detail will be saved into. The PHP script will handle authentication to the database. PHP will
also be used for validating entry made by the user.

The program can be used in a pharmaceutical shop that has computerized systems which are not
web-based. The software can generate reports, as per user’s requirements, prints invoices, bills,
receipts etc. It can also maintain the record of supplies sent in by the supplier, and ensure an
effective communication between a customer and the pharmacy.

Keywords – Pharmacy, Management, Online, Design, Database, Automation, System,

Implementation

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1.1 Introduction

Online pharmacy management system represents a concept to encompass the overall

management of the activities in a pharmaceutical shop. The use of paper work in a pharmacy
which involves manpower requirement has proven to be less secure, time consuming and less
productive. Even though computerized systems are used, they are not web-based and are very
insecure and improperly managed, thereby making it impossible to capture and retain customers
as well as maximize profit to the growth of the pharmacy. This is due to the increasing nature of
competition with the business world in promoting goods and services. This study is aimed to
improve accuracy, enhance safety, efficiency and communication in the pharmaceutical store.
New features, modules, and other components can be incorporated into the system as per user
requirements in future, by reason of the technologies used to build it. In this study, HTML, CSS,
JAVASCRIPT, PHP will be utilized to implement both the front end and MySQL for the back
end. HTML which means Hyper Text Markup Language is a syntax used to format a text
document on the web. CSS (Cascading Style Sheet) is a style sheet language used for describing
the look and formatting of a document written in a markup language. JavaScript (JS) is a
dynamic computer programing language used to create dynamic functionalities to the system.
Hypertext Preprocessor (PHP) handles the business logic of this system and communicates
directly to the database. PHP creates a connection between the model (database) and the view
(front end). MySQL which is used to design the database is the world’s second most widely used
open-source relational database management system (RDBMS). The SQL phrase stands for
Structured Query Language

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1.2 Background of the Study:

Pharmacy management system is a system that stores data and enables functionality that
organizes and maintains the medication use process within pharmacies. Stock control and
business processes have been tedious and a complicated process in many organizations today.
This has been so because these processes are done manually, placing the workload on the
general staff. There is need to improve the pharmacy management system in order to simplify
workflow Today's organizations value efficiency and reliability in terms of delivery and
management of their products, relative to slow and inefficient manual systems in place.
Manual systems are far reaching negative effects which are time consuming as the staff
doesn't have prior knowledge of available stock levels in the store hence unable to predict
proper timing for new stock deliveries. This means customers are kept waiting while the staff
go down in the shelves to trace the product. The management also is not in a good position to
monitor the profits, trends of growth, losses and development strategies to be put in place for
the future, due to inconsistencies of manual record keeping systems. This project will involve
design and implementation of a computerized stock control system. This is a system that will
allow an easy and effective way to control and maintain business processes. For instance stock
levels which were initially manual will be automated. Maximum stock levels will be
computerized hence investment of inventory will be kept at minimum so that the funds are
made available for more productive uses thereby avoiding borrowing and consequent loss on
interest. Losses will be minimized on account of obsolescence due to overstocking. When
danger levels are reached, the system will then automatically place an order to the supplier
informing him/her to supply the required product and in the required quantity (Predetermined
reorder quantity).Minimum stock levels will be maintained automatically making sure that
items are available in the store where and when needed. The system is intended to run on a
networked environment so information will be shared efficiently hence reducing on the time
wasted by moving from one place to another hence this shall benefit the management of
Novafinia pharmacy Awindiri.

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1.2 Statement of the problem.

Every organization today is committing thousands of dollars in making sure it matches with the
trends global growth in the world of technology. This has made exchange of goods and services
easier considering that transactions are computerized or networked to be done over the now
famous Internet. The management and administration of a very large pharmacy to its optimum
with records on papers and an inventory control system alone in a time where there is high
business competition, will be fixed with a number of challenges, very tedious, difficult and
incompetent in keeping up with the standard towards achieving the best as a firm, and ensuring
the trust of customers. The following are problems which occurred in the pharmacy;

1. There has been difficulty in maintaining record books to its effective use.
2. There have been issues in the effective communication and interaction between a
customer and the pharmacist.
3. It has been time consuming and stressful.

4. There has been difficulty in establishing a secure database.

5. There has been issues with payment and transactions made.

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1.3 Objectives.

1.4.1 General objective:

The aim of this project is to develop a web based software for the effective management of a
Pharmaceutical store, enabling an effective communication between the pharmacy and its
customers, thereby making the purchase of drugs and other activities easy and well detailed.

1.4.2 Specific Objectives;

This serves to achieve the following objectives:

1. Ensuring an effective purchase of drugs as well as other transactions and operations in the
pharmacy.
2. Ensuring an effective policing by providing a statistical information of the drugs in stock.
3. Establishing a secure and correct database of all drugs in stock.

4. Improving the efficiency of the system by ensuring effective monitoring of services and
activities.
5. To ensure that there exists a level of restricted access based on functionality and role.

6. To ensure that the system is user friendly.

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1.4.3 Research questions.

Is it possible to improve the current system of the organization by building and implementing a
reliable and efficient application that can provide staff with adequate tools to make room for
smooth flow of stock and management of the
Is it possible to document the proposed research work so as to make a prototype which can be
used to develop the actual application and as well serve as a platform for future adjustment if
need be?
To what extent can the organization staff be involved to help formulate policies which can
foresee a turnaround in performance of the organization and maximize on the profits and from
the system in general?
How feasible will be the proposed new system to the organization and what is the expected rate
of growth for future chances?
What are the current approaches used in the design and development of pharmacy management
systems?

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1.4 Scope of study

The project will concentrate on the stock control activities and business processes like
maintaining stock levels and automatic placement of orders which will involve the store
management as the major area of concern. The system will analyze financial statements
automatically to aid determine economic feasibility as well as viability of future trends of
growth in the organization. However the system will also be confined to the crucial stages of
system development life cycle which will include planning, analysis, design and implementation
of a computerized stock control system. Costing of any kind will not be in figures but will be
shallowly discussed as well as issues of user training and the whole process of transition. Since
the system will be built in conjunction with the current system. A prototype of the proposed
system will be produced with an implementation plan.

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1.5 Significance.

i. To Researchers.

This project is part of the requirements to acquire bachelor’s degree in information systems
and therefore it will benefit we the researchers.

ii. To the Public.

The online pharmacy management system will link the public/customers to their service
providers with much ease and less complications, which may as well help them acquire
their services at their time of convenience and with ease.
iii. To the Government.
Once the system is implemented, it may help the government in tax collection and
auditing of businesses. Currently, many pharmacy service providers can’t be easily traced
by the government, URA and therefore it is difficult to collect taxes from them. But once
registered on the system it will help the government get easy access to the different
pharmacy service providers.

CHAPTER TWO: LITERATURE REVIEW

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2.1 Introduction
It is common for a researcher to always update the state of the art in relation to a specific field of
technology. As researchers, we involved mapping the current technological knowledge with an
aim of identifying the previous systems. The study of the previously existing systems provides
means to create a map for evaluation of the existing intellectual knowledge. This mapping gives
conditions to the researcher to propose original research initiatives that advance technology
within a specific area.

Considering the advancement of the technology in today’s living, there are areas of study such
as the services sector which involves seeking for ways to optimize the use of technology within
the environment. This is aimed to reduce inconveniences within the environment without
reducing the standard of living and profitability of the people or the public.

Considering all the above, as researchers in this chapter we took time to review the existing
Pharmacy Management systems that were proposed by the previous researchers. We studied
them on how they work, how they affect the public and how effectively they are to the public
and service providers themselves. Our research was of importance because we were able to study
the advantages of these previous systems as well as their challenges, and as we researchers we
basically focused on their challenges in order to come up with some advancements in the
systems without affecting the standard of living of the people.

2.2 Review of Related Literature

2.2.1 Traditional Pharmacy management system.

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The pharmacy management system, also known as the pharmacy information system, is a system
that stores data and enables functionality that organizes and maintains the medication use process
within pharmacies. Most service providers and businesses currently use the manual or traditional
way or system to manage and maintain the various critical information about their customers or
clients and the orders made. This involves a lot of paper work and use of forms in order to keep
the different records about different customers, inventories, supplies which may easily be lost
during the transit between different departments in the business or even lost by the service
provider himself. This has led to inconsistencies within the businesses and to the service
providers themselves because of the larger volume of forms and paper records they have to keep
thus leading to the mixing up of the customer information which leads to delayed collecting and
delivery of services to the customers and it has as well made it hard for the customers to make
their payments with ease as most of the business needs them to pay the money in cash. The
system has also led to shortage or limited space within the business as they need to have space
for keeping the different records and forms about their customers. This system is therefore able
to allow service providers keep records and is cheap but however, it faces the challenge of
unreliable data (For example lost records) , limited options of payments, Data was constantly
being duplicated. This was time-consuming and resources were being wasted (For example, the
use of stationary) and poor time scheduling.

The pharmacy management system approach can in general be argued to consist of two different
dimensions. The first is an inpatient pharmacy management system which operates within
hospitals and dispense medications to admitted patients receiving treatment. Inpatient
pharmacists manage patient health alongside doctors and nurses, and the pharmacy management
system must integrate with the various systems operating throughout the hospital to maintain
accurate Electronic Medical or Health Records (EMR, EHR) and the second is an outpatient
pharmacy management system which are retail pharmacies that offer patient care services
outside of hospitals and hospital treatment facilities. The difference between inpatient and
outpatient care can be seen in a wide variety of positions in healthcare.

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2.2.2 Outpatient Pharmacy Management System
The outpatient pharmacy management system [8] allows the pharmacy to carry out daily
operations. Available features vary across different systems, but all pharmacies require core
functions and capabilities to perform their duties.

1. Dispensing Workflow Management: The action most associated with pharmacy is the
dispensing of medication. Dispensing occurs from receiving the prescription from the
patient or prescriber to finalizing the prescription before it is picked up by the patient.
This includes operations like Intake, Pre-Check, Fill and Check.
2. Third Party Claims Adjudication: Pharmacists work alongside physicians and payers
to coordinate patient insurance benefits. The pharmacy management system can be an
asset in this process. In cases involving a medication not covered by the patient’s
insurance company, the pharmacist must receive prior authorization from payers to
dispense the medication. Some available systems are capable of automatically generating
prior authorization requests and completing claim adjudications.
3. Clinical Information Management: The Patient Profile summarizes patient data in a
cohesive display. Pharmacies use patient profiles to document basic information (age,
address, phone number, allergies), known health conditions, insurance and prescriber
information, laboratory values, immunization history, and other necessary details related
to patient care management. Prescription Profiles record patient fill histories (both
prescription and non-prescription medications) so pharmacists can monitor adherence,
prevent duplicate or conflicting therapies, and avoid negative drug interactions.
Medication Synchronization, or med sync, is ideal for patients with multiple maintenance
medications. The pharmacist organizes all of the patient’s medications to be filled on the
same date each month, minimizing patient confusion and the number of visits to the
pharmacy.
4. Inventory Management: Various systems provide inventory management tools that
allow pharmacists to reorder items, return unused stock, and organize shelf labels.
Ideally, pharmacies keep a lean inventory to avoid spending money on products that
remain undispersed on their shelves. Pharmacy management systems also support the
electronic data exchange (EDI) between pharmacies and wholesalers, which digitizes
shipping and receiving orders, catalog updates, and pricing changes.

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 5. Pricing and Billing: Within a pharmacy, financial intelligence is crucial for maintaining
the store’s business. Pharmacy management systems are capable of identifying profit and
losses from direct and indirect remuneration (DIR) fees, rebilling third parties for claims
resubmissions, and tracking market changes so the pharmacy can continually offer
competitive prices.
6. Reporting: Because pharmacies interact with patients and multiple facets of healthcare
(payers, prescribers, facilities, etc.), they gather and store data within their pharmacy
management systems. This data may be utilized for implementing business intelligence
practices, documenting patient responses to new care strategies, or supplied to an auditor
during an inspection or certification process.

2.2.3 Inpatient Pharmacy Management System

The inpatient pharmacy management system [7] allows for the following service process:

1. Upon admission, each patient's medical record is reviewed and the patient is interviewed
by a pharmacist to obtain an accurate admission medication history. This facilitates the
pharmacist's ability to document current medications, document compliance, ascertain
what the patient took on the day of admission, understand the past medical history and
history of present illness, review all allergies, identify adverse drug reactions and be
involved with caring for issues such as alcohol, tobacco use and immunization status.
2. All new medication orders are reviewed for appropriateness by a pharmacist to determine
and eliminate any medication therapy problems.
3. Pharmaceutical needs of the patient are reassessed as needed or as the patient's condition
changes.
4. Pharmacists prescribe drug therapy regimens as authorized by hospital protocols,
including ordering of tests and laboratory values to monitor drug therapy for
appropriateness.
5. Patient progress and medication recommendations are communicated to the primary
provider and documented in the electronic medical record.

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2.2.4 Rx30 Pharmacy management system.

Rx30 pharmacy software is a turkey solution, designed to fit the needs of any independent
pharmacy. The complete pharmacy management system is centered on prescription processing,
with workflow and inventory management tools to streamline your business. Integrated point-of-
sale offers a seamless solution backed by Rx30, and patient applications are available to connect
directly with your customers. With unique tools like Virtual Pharmacist and the 360 solution,
you can improve efficiency and patient outcomes with Rx30.

2.2.5 Computer-Rx Pharmacy management system.

Computer-Rx pharmacy management and POS system integrate seamlessly to provide a total
pharmacy solution, helping you offer an array of services to your patients with just one system.
With dozens of interfaces and integrations, these services can easily be incorporated into your
workflow. Using our central management software you can operate a multiple-location pharmacy
business all from a central office, allowing your individual locations to focus on patient care.

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2.3 Gaps Identified in related Studies
The Traditional Pharmacy Management System easily allows service providers to keep
records about their customers using papers and forms which is not the appropriate way
because their information can be lost anytime. It also faces the challenges of limited
payment options for the customers, unreliable data and poor time scheduling, whereas our
Online Pharmacy Management System allows customers to make their payment using the
system at anytime and anywhere, it allows both the service provider and the customer to
register with the system which helps keep the different details about different customers and
service providers to be available when needed at any time and their data is kept safe. The
system also addresses the problem of poor time scheduling because it keeps notifying the
service provider about the new orders made and they can be worked on immediately.
Computer-Rx pharmacy management system provides independent pharmacy software
solutions for prescription processing and patient engagement but it exhibits long waiting
times, user experience is bad, not very accurate and not user friendly whereas The Online
Pharmacy management system is user friendly, accurate, and has a better user experience.
Rx30 Pharmacy management system is not user friendly since it’s not easy to use it if it’s
your first time and training people to use it is difficult. The system doesn’t even allow users
to scan in prescriptions that are owned as they have to be typed in which is more time-
consuming. The system also has a low performance, takes a lot of time to get approved,
long waiting times and unresponsive customer support.

CHAPTER THREE: METHODOLOGIES

3.1 Introduction
This chapter covers the entire methodology that will be used to conduct the study in order to
achieve the objectives of the proposed system. Describing the tools, instruments, approaches,
processes, techniques and major technologies intended to be used in this research. These include
the research or project design (target population, sample and sampling procedure). Besides, this
section also contains data collection instruments, data collection procedures, methods of data
analysis, operational definition of variables, tools to be used for development and ethical issues.

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3.2 Research Design
Research design refers to framework of research methods and technique chosen by a researcher.

3.2.1 Population
A population is the entire group that you want to draw conclusions about.(Majid, 2018)

Population is the entire group of people or objects to which the researcher wishes to
generalize the study findings (Shoewu et al., 2006)

The population for this research study will be the Pharmacy workers in Uganda and the study
will be specific to a case of Novafinia Pharmacy Services limited Awindiri workers, West Nile
region Arua district. Our study will be done on 3 people in the organization.

Name Role

Dr. Hanib Singh Manager

Habib Kumar Accountant

3.2.2 Sampling

A sample is the specific group that you will collect data from. The size of the sample is always
less than the total size of the population.it is a finite part of a statistical population whose
properties are studied to gain information about the whole(Majid, 2018)

Sampling is the process of selecting a statistically representative sample of individuals from the
population of interest. This is an important tool for research because the population of interest
usually consists of too many individuals for any research to include as participants

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Sampling is a tool that is used to indicate how much data to collect and how often it should be
collected. This tool defines the samples to take in order to quantify a system, process, issue, or
problem.(Ibrahim et al., 2017)

The sampling technique we intend to use is Simple Random Sampling (SRS).

In this case each individual is chosen entirely by chance and each member of the population has
an equal chance, or probability, of being selected.(Megel& Heermann, 2018)

Simple Random Sampling is a method of selection of a sample comprising of n number of

sampling units out of the population having N number of sampling units such that every
sampling unit has an equal chance

3.2.3 Data Collection Methods

Requirement collection is the practice of researching and discovering the requirements of a
system from users, customers, and other stakeholders.
Observations, interviews and questionnaires will be used to gather the project requirements.
3.2.3.1 Observation
This is the action or process of closely watching or monitoring something or someone thus an
act or instance of noticing or perceiving actual occurrences .In living beings, observation
employs the senses. It is a social research technique that involves the direct observation of
phenomena in their natural setting.(Vijay & Sharma, n.d.)
The researcher visited people using the current system and observed that there is no proper
handling of the information of the clients thus there is use of much paper work. The traditional
way of managing laundry begins with moving from one place to another, describing the job a
person does, the whole process from the start to getting a user takes a lot of time, effort and
also has more weaknesses.

Merits of observation
There is greater accuracy of information that was collected since we went to the field and saw
what people did. (data occurred in a natural setting)

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 It didn’t require willingness to provide information thus more information was collected in a
short time length.

Demerits of observation
There are some activities which are not open for observation and thus false information that is
perceptions are easily collected

There was slow investigation because observation is a time consuming process. This
sometimes reduced the interests of both the observers and the observed to continue the process.

Difficulty in checking validity. This is always hard with observation method because some
phenomena cannot be defined with sufficient precision and it does not help in drawing a valid
generalization.

3.2.3.2 Interview
An interview involves an interviewer, who coordinates the process of the conversation and
asks questions, and an interviewee, who responds to those questions in order to understand
individual experience in more detail.
Interviews are appropriate methods when there is a need to collect in-depth information on
people’s opinions, thoughts, experiences and feelings.(Gill et al., 2008)
An interview refers to a dialogue between two people that is the interviewee and the
interviewer where questions are asked and are responded to with answers.
We will carry out both phone interviews and oral interviews but we found out that oral
interviews were the best between the researchers and the laundry people. This will help us in
gathering information in depth about the current systems being used. The laundry people give
a complaint of the system in use because they incur a lot of costs while moving around looking
for clients and this helped us to assure them that our proposed system will of great help in
easing communication between them and their clients so that less or no costs are incurred.

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 Merits of interview method
The researchers will be able to get first-hand information and in depth because of the direct
conversation with the people doing laundry

The method allows the interviewer to have control over the order of questions.

The method generally allows flexibility in questions to both the interviewers /researchers
because all the questions asked were answered genuinely by the respondents.

The method allowed the interviewer to judge or observe non-verbal behavior of the respondent

Demerits of interview method

The interview method is very costly because it involved transportation costs of the interview to
the place where the interviewing process will take place.

The method causes biases in a way that the respondent’s answers are affected by the reaction of
the interviewer’s physical appearance, class, race.

There is a problem of language barrier between the interviewer and the respondent because they
both speak dissimilar languages

3.2.3.3 Questionnaires
Questionnaires are a set of open or closed ended questions administered to respondents to gather
information on a research phenomenon. Questionnaires will be designed using forms targeted
for
Stakeholders. Questionnaires are relatively easy and quick to distribute; responses are usually
received quickly. The research will use this method to gather information from the proposed
system’s users such as the application’s usability ,required functionalities and aesthetics which
will enable making the system that serves the purpose users seek it to serve better.(Zedadra et
al., 2019)

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We shall be able to make questions about the current system being used and we presented them
to different people that is the clients and the people doing laundry and we got different
responses and which are going to help us develop a more significant system that will be able to
solve the problems faced while using the current laundry systems.

Merits of questionnaires
The method is inexpensive because we shall place them on different websites and were also
emailed to the clients.

The method is able to offer a quick way to get results. This means that the researchers are able
to gain insight in a less time.

The method allows us to gather information from a large audience thus being scalable enough.

Demerits of questionnaires
With this system there is a high chance of ignoring or leaving some questions unanswered thus
leading to less information collected.

There are differences in understanding and interpretation of the questions by the people. This is
because there is no person to explain the questionnaire fully thus unable to understand.

Most people do not know how to read and write thus leading to failure in collecting the required
information.

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3.3 Design Methodology

3.3.1 Conceptual Design

Conceptual Design is an early phase of the design process, in which the broad outlines of
function and form of something are articulated. It includes the design of interactions,
experiences, processes and strategies. It involves an understanding of people's needs and how to
meet them with products, services, & processes. Common artifacts of conceptual design are
concept sketches and models. The conceptual diagram for Online Laundry Management System
is below:

Request Payment

Response Pharmacy Automation

Clients Accounts
System

Bill Generated

No

Check Availability
of Request

Yes

Database Server

Figure 1: Conceptual design

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ERMS ER Diagram
The ER Diagram is the model used to emphasize the system's database design. It gives deep
understanding on Employee Record Management System database and its tables. This also
guides in managing Employee database as well as the relationships of tables in it. For our
project, we opted for using UML Diagrams. Here are the UML Diagrams of ERMS. These
diagrams will help in developing the system. It provides guideline in the design and
implementation of the project.

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3.4 System Specifications

3.4.1 Hardware requirements

These are the hardware requirements for the system to work effectively and efficiently. The
requirements needed to run the proposed system include:

i. Hard disk of 500GB and above

ii. RAM 4GB and above
iii. Processor speed of 10.0 GHz and above

3.4.2 Software Requirements

These are the software requirements for the system to work effectively and efficiently. The
requirements needed to run the proposed system include:

i. Operating systems (any of windows, android, MacOS and lunix)

ii. Servers (Django)
iii. Web browser (any of Mozilla Firefox, chrome, MS edge)

3.4.3 Functional requirements

These are requirements that define the functions and functionality within the system. Are product
features or functions that developers must implement to enable users to accomplish their tasks.

The functional requirements include;

i. Ability to detect errors. Data updates are available in order to retain data accuracy
ii. Ability to make payments. The system should be able to allow customers to make
payments for the work done.
iii. Authentication. The process or action of verifying the identity of a user or process.
iv. Authorization levels. A set of questions to be answered when selecting the
appropriate authentication mechanisms. 
v. External Interfaces.  Are typically a product's lifeline to the outside world. Such
interfaces may be used for a number of purposes, including connecting to peripherals,
field programming, or testing during product manufacturing. Typical interfaces include
FireWire, USB, RS232 and Ethernet.

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3.4.4 Non-functional requirements
These are requirements that specifies criteria that can be used to judge the operation of a system,
rather than specific behaviors. They include:

i. Data privacy: The proposed system will keep and protect the privacy of the customers’
information and will only be accessed to them when needed
ii. Easy to use. The system will give the customers a chance to every person to use it easily
iii. Reliable: the system will be reliable and available to perform its functionalities once
needed at any time and any place
iv. Performance: that is to say response time, throughput, utilization, static and volumetric.
v. Scalability: the ability of a computing process to be used or produced in a range of
capabilities.

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REFERENCES
Gill, P., Stewart, K., Treasure, E., & Chadwick, B. (2008). Methods of data collection in
qualitative research: interviews and focus groups. https://doi.org/10.1038/bdj.2008.192

Ibrahim, L. A., Report, A. P., In, S., Of, F., Requirement, T. H. E., The, F. O. R., Of, A.,
Innovative, N., & In, D. (2017). Laundry Management System : Design and
Implementation.

Majid, U. (2018). Research Fundamentals: Study Design, Population, and Sample Size.
Undergraduate Research in Natural and Clinical Science and Technology (URNCST)
Journal, 2(1), 1–7. https://doi.org/10.26685/urncst.16

Megel, M. E., & Heermann, J. A. (1994). Methods of data collection. Plastic Surgical Nursing,
14(2), 109–110. https://doi.org/10.1097/00006527-199406000-00014

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APPENDICES
Appendix 1- Gantt chart

Figure 1: Gantt chart

Appendix ii -proposed budget

Proposed budget for online Pharmacy management system

S/N item Quantity Unit Amount( Shs)

price
1 Software
Windows OS 1 300,000 300,000
Django server 1 400,000 400,000

2 Hardware
Modem 1 80,000 80,000
USB flash drive 32GB 35,000 35,000
RAM 4Gb 20000 80,000
Hard drive 500GB 160000 160,000

4 Internet 300,000
5 Sim card 15,000
6 miscellaneous 100,000

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TOTAL 1,470,000415
000

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