PHARMACY MANAGEMENT SYSTEM

Introduction
The project is developed to efficiently manage Pharmacy Management System various aspects of pharmacy
operations, focusing on improving overall management and customer service.
The pharmacy industry requires efficient management to ensure quality services and customer satisfaction.
A Pharmacy Management System (PMS) is software designed to streamline operations such as prescription
handling, inventory management, billing, and reporting. It enables digital storage of prescriptions, tracks
stock in real-time, automates reordering, and ensures regulatory compliance. PMS improves customer
experience with loyalty programs, refill notifications, and personalized service.
Key Features of a Pharmacy Management System:
1. Prescription Management:
• Digital storage of prescriptions.
• Automated prescription validation and refill reminders.
• Integration with healthcare providers for seamless prescription updates.
2. Inventory Management:
• Real-time tracking of stock levels.
• Alerts for low stock or expired medications.
• Automated reordering to prevent shortages.
3. Billing and Payment Processing:
• Quick and accurate invoice generation.
• Support for multiple payment methods.
• Integration with accounting software for financial management.
4. Customer Management:
• Centralized customer profiles with purchase history.
• Loyalty programs and personalized promotions.
• Notifications for medication refills or health-related reminders.
5. Reporting and Analytics:
• Detailed sales and inventory reports.az
The primary objective of the Pharmacy Management System (PMS) is to enhance the overall efficiency and
productivity of the pharmacy by reducing manual errors, optimizing inventory management, and improving
customer satisfaction. The system will provide a user-friendly interface for pharmacy staff to manage daily
operations, process prescriptions, track inventory, and generate reports for informed business decisions.

The Pharmacy Management System will be developed using a robust and scalable architecture to ensure
high performance, security, and reliability. The system will be tailored to meet the specific needs of
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pharmacies, addressing the unique challenges and requirements of the healthcare industry, including
regulatory compliance and medication safety.

By implementing the Pharmacy Management System pharmacies can expect to improve operational
efficiency, reduce costs, and enhance patient satisfaction. The system will provide a competitive advantage,
helping pharmacies stay ahead in the market while achieving their business and regulatory goals.

Purpose:
The purpose of this project is to streamline pharmacy operations by providing an efficient way to manage
the inventory of medicines, track customer and employee details, and handle billing. By utilizing this
system, pharmacy administrators can perform daily tasks with greater accuracy and efficiency.

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 Objective of the project
This project aims to develop a Pharmacy Management System (PMS) that will:
 Automate Inventory Management: Track pharmaceutical products, including medications and
medical supplies, generate alerts for low stock, and manage expiry dates to ensure optimal inventory
levels.
 Streamline Prescription Processing: Efficiently process customer prescriptions, verify medication
details, check for potential drug interactions, and maintain a comprehensive record of patient
medication history to ensure safe and accurate dispensing.
 Enhance Customer Service: Enable quick order processing, billing, and prescription refills,
improving the overall customer experience and satisfaction.
 Provide Comprehensive Reporting: Generate detailed reports on sales, inventory, and customer
trends, helping in decision-making, inventory management, and ensuring compliance with healthcare
regulations.
 The Pharmacy Management System will optimize pharmacy operations, reduce errors, enhance
customer service, and ensure regulatory compliance, resulting in a more efficient and reliable
pharmacy management solution.
Scope
The Pharmacy Management System (PMS) will encompass the following key features:
 Product Management: Maintain a database of pharmaceutical products, including medications,
dosages, manufacturers, pricing, and expiry dates.
 Inventory Management: Track inventory levels of medications and medical supplies, generate alerts
for low stock or expired items, manage purchase orders, and maintain supplier information.
 Prescription Processing: Efficiently process customer prescriptions, verify medication details, check
for drug interactions, and maintain accurate patient medication history to ensure safe dispensing.
 Sales and Billing: Process customer orders, generate accurate bills, manage insurance claims, and
track sales data.
 Customer Management: Maintain customer records, track medication history, preferences, and
special needs to provide personalized service.
 Reporting: Generate various reports, including sales, inventory, prescription trends, and customer
data to aid decision-making, ensure compliance, and optimize operations.
This system will streamline pharmacy operations, enhance customer service, ensure regulatory compliance,
and improve inventory and prescription management.

Methodology
The project will follow a structured approach, including:
o Requirement Gathering: Identify the specific needs and requirements of a pharmacy,
including medication management, inventory tracking, prescription processing, and customer
service.
o System Design: Design the system architecture, including data structures for inventory,
prescriptions, and customer data. Develop an intuitive user interface to streamline pharmacy
operations for staff and customers.

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 o Implementation: Develop the system using an appropriate programming
language (e.g., Java, Python) and a robust database (e.g., MySQL, PostgreSQL)
to manage data and ensure scalability and security.
o Testing: Thoroughly test the system through various stages, including unit
testing, integration testing, and user acceptance testing to ensure the system’s
functionality, reliability, and safety in a real-world pharmacy setting.
o Deployment: Deploy the system in a pharmacy environment, ensuring proper
integration with existing processes, and provide necessary training and support to
staff.
This project aims to provide a comprehensive solution to the challenges faced by
pharmacies, improving operational efficiency, medication safety, and customer satisfaction.

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 Phases of System Development Life Cycle (SDLC)
1. Initiation Phase
The PMS project was conceptualized after identifying common inefficiencies in manual hospital operations.
These inefficiencies included delayed information retrieval, errors in record-keeping, and the lack of a
unified system for managing patients and staff. The need for a digital solution became evident to overcome
these challenges effectively.
During this phase, an extensive analysis of the hospital’s requirements was conducted. Meetings with
stakeholders, including bakers, administrative staff, and IT professionals, helped define the project's goals. A
clear business case was established, highlighting how the system would address existing issues and improve
operational efficiency. The initiation phase laid the groundwork for a system that aligns with the hospital’s
strategic objectives.
2. System Concept Development Phase
The System Concept Development Phase is the initial phase of developing the Pharmacy Management
System (PMS). In this phase, the project's objectives are clearly defined, the scope is established, and the
fundamental requirements are gathered. This phase ensures that the system aligns with the hospital’s
operational needs and sets the stage for detailed planning and development.
Key Activities in the System Concept Development
1. Requirement Gathering and Analysis:
The first step is to gather requirements from bakery stakeholders, including bakers, administrators,
salesman, and IT staff. This includes understanding current inefficiencies, the types of data to be managed
(e.g., order records, baker schedules, orders), and the key features required in the system.
2. Defining System Scope:
This phase defines the boundaries of the system, specifying what functionalities will be included (e.g., order
management, baker management, order scheduling) and what will be excluded from the scope of the current
version.
3.Feasibility Study:
A feasibility study is conducted to assess the practicality of developing the system. This includes evaluating:
 Technical Feasibility: Can the proposed system be developed using the available technology (e.g.,
Python, MySQL)?
 Operational Feasibility: Will the system integrate seamlessly into the hospital's workflow, and will
it be easy for staff to use?
 Economic Feasibility: Does the hospital have the financial resources to develop and maintain the
system?
4.Objective Setting:
Clear project objectives are set to guide development. These include automatinghospital management
tasks, ensuring quick data retrieval, enhancing data security, and improving operational efficiency.
5. High-Level Design Considerations:
Initial design decisions are made during this phase, including the architecture of the system (client-
server, cloud-based), the design of the user interface, and the structure of the database.
6. Resource Allocation and Timeline:
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 Resources such as hardware, software, and human resources are allocated. A project timeline is
created with clear milestones and deadlines to track progress.
7. Risk Analysis:
Potential risks, such as delays in development, data migration challenges, or user resistance, are
identified. Mitigation strategies are put in place to address these risks.
3.Planning Phase :
The planning phase involved the creation of a comprehensive roadmap to guide the project’s
development. This phase focused on resource allocation, risk management, and timeline definition.
Specific tasks included:
 Identifying the software tools (Python and MySQL) and hardware resources required for the
system.
 Developing a detailed project plan with clearly defined milestones and deliverables.
 Conducting a risk assessment to identify potential challenges, such as data migration
complexities and user adoption.
 Through meticulous planning, the foundation was set for a streamlined development process
and successful project execution.

4.Requirements Analysis Phase:

This phase focused on gathering and analysing the specific needs of the hospital to ensure the
system meets user expectations. Key aspects included:
 Functional Requirements: Defining core operations such as patient registration, doctor
management, and appointment scheduling.
 Non-Functional Requirements: Ensuring system reliability, performance, and security.
 User Collaboration: Conducting interviews and surveys with hospital staff to
understand their workflows and pain points.
Detailed documentation was prepared, outlining the technical and functional specifications required for the
system’s development. This phase ensured the project remained aligned with the hospital’s operational
goals.
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5.Development Phase
The development phase brought the system to life through coding and integration. Python was used to create
the application’s logic, while MySQL served as the database backend. Key highlights included:
 Implementing data validation mechanisms to maintain data integrity.
 Designing a menu-driven interface for seamless user interaction.
 Conducting regular code reviews to ensure adherence to quality standards.
6.Testing Phase
Rigorous testing ensured the system’s reliability and efficiency. Various testing methods were employed,
including:
 Functional Testing: Verifying that all features, such as patient registration and appointment booking,
worked as intended.
 Performance Testing: Assessing the system’s responsiveness under different workloads.
 Security Testing: Evaluating data protection measures to prevent unauthorized access.
End-user feedback was collected during usability testing, leading to further refinements. Testing ensured the
system was robust and ready for deployment.
7.Implementation Phase
During implementation, the system was deployed in a live environment. Key activities included:
 Migrating existing records into the new database.
 Conducting training sessions for hospital staff to familiarize them with the system.
 Providing user manuals and technical support to ensure a smooth transition.
The implementation phase marked the successful rollout of the system, enhancing the hospital’s operational
efficiency.
8. Maintenance Phase
Post-deployment, the system entered the maintenance phase to ensure its long-term reliability. Key tasks
included:
 Monitoring system performance and resolving any issues promptly.
 Updating the system to comply with new healthcare regulations.
 Incorporating user feedback to enhance existing features and introduce new functionalities.
The maintenance phase ensures the PMS remains a valuable asset for the hospital, supporting its evolving
needs and objectives.

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 Theoretical Background
What is a Database?
A database is a collection of organized data that is stored in a way that allows for efficient
Retrieval and manipulation. A database can be thought of as an electronic filing system that
Allows you to store, update, and retrieve data as needed.
A database typically has the following characteristics:
1. Collection of data: A database is a collection of data that is organized in a way that allows
For efficient retrieval and manipulation.
2. Organized data: The data in a database is organized into a structured format, such as tables,
Records, and fields.
3. Stored data: The data in a database is stored in a way that allows for efficient retrieval and
Manipulation.
4. Retrievable data: The data in a database can be retrieved and manipulated as needed. 5.
Managed data: A database is managed by a database management system (DBMS), which
Provides a set of tools and techniques for managing the data.
Types of databases:
1. Relational databases: Organize data into tables with well-defined relationships between
Them. Examples: MySQL, Oracle, Microsoft SQL Server.
2. NoSQL databases: Designed to handle large amounts of unstructured or semi structured
Data. Examples: MongoDB, Cassandra, Redis.
3. Object-oriented databases: Store data in the form of objects, which are instances of
Classes. Examples: Gemstone, Matisse
4. Graph databases: Designed to store and query graph data structures. Examples: Neo4j,
Database components:
1. Tables: Collections of related data, organized into rows and columns.
2. Records: Individual rows in a table, representing a single entry or observation.
3. Fields: Individual columns in a table, representing a single attribute or characteristic.
4. Keys: Unique identifiers for each record in a table, used to establish relationships between
Tables.
5. Indexes: Data structures that improve the speed of data retrieval by providing a quick way

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To locate specific data.
Database management system (DBMS) functions:
1. Data definition: Creating and modifying database structures, such as tables and indexes.
2. Data manipulation: Inserting, updating, and deleting data in the database.
3. Data control: Managing access to the database, including user authentication and
Authorization.
4. Data integrity: Ensuring the accuracy and consistency of data in the database.
5. Data recovery: Recovering data in the event of a failure or data loss.
Role of RDBMS:
A Relational Database Management System (RDBMS) plays a crucial role in managing and
Manipulating data in a relational database. Here are some of the key roles of an RDBMS:
1. Data Storage: An RDBMS provides a centralized repository for storing and managing data
In a structured and organized manner.
2. Data Retrieval: An RDBMS enables users to retrieve specific data from the database using
Queries, such as SQL (Structured Query Language).
3. Data Manipulation: An RDBMS allows users to modify data in the database, including
Inserting, updating, and deleting data.
4. Data Security: An RDBMS provides features to ensure data security, such as user
Authentication, access control, and encryption.
5. Data Integrity: An RDBMS ensures data integrity by enforcing rules and constraints, such
As primary keys, foreign keys, and check constraints.
6. Data Consistency: An RDBMS ensures data consistency by maintaining a single, unified
View of the data across the organization.
7. Scalability: An RDBMS provides scalability features, such as horizontal partitioning, to
Support large volumes of data and high-performance applications.
8. Concurrency Control: An RDBMS provides concurrency control features, such as locking
And transactions, to ensure that multiple users can access and modify data simultaneously
Without conflicts.
9. Backup and Recovery: An RDBMS provides features for backing up and recovering data
In case of failures or data loss.
10. Query Optimization: An RDBMS provides features for optimizing queries, such as
Indexing and caching, to improve query performance. Some popular RDBMSs include:

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MySQL, Oracle, Microsoft SQL Server, PostgreSQL and IBM DB2.
What is MySQL?
MySQL is a database management system that allows you to store, manage, and retrieve data
In a structured and controlled manner. It provides a way to define, create, maintain, and
Manipulate databases, which are collections of related data. Key features of MySQL
1. Relational database: MySQL is a relational database, which means it organizes data into
Tables with well-defined relationships between them.
2. SQL support: MySQL supports Structured Query Language (SQL), which is a standard
Language for managing relational databases.
3. Open-source: MySQL is open-source software, which means it is free to download, use,
And modify.
4. Cross-platform: MySQL is available on multiple platforms, including Windows, macOS,
And Linux.
5. Scalability: MySQL is designed to handle large volumes of data and scale horizontally to
Support high-traffic applications.
6. Security: MySQL provides robust security features, including encryption, access control,
And authentication.
Common use cases for MySQL
1. Web applications: MySQL is widely used as a backend database for web applications,
including e-commerce sites, blogs, and social media platforms.
2. Enterprise software: MySQL is used in enterprise software applications, such as customer
relationship management (CRM) systems, enterprise resource planning (ERP) systems, and
supply chain management systems.
3. Mobile apps: MySQL is used in mobile apps, including games, social media apps, and
productivity apps.
4. Data analytics: MySQL is used in data analytics applications, including business
intelligence, data mining, and data warehousing.
What is Python?
Python is a high-level, interpreted programming language that is widely used for various
purposes such as web development, scientific computing, data analysis, artificial intelligence,
and more. Created in the late 1980s by Guido van Rossum, Python is known for its
simplicity, readability, and ease of use, making it a popular choice among beginners and

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experienced programmers alike.
Key Features of Python:
1. Easy to Learn: Python has a simple syntax and is relatively easy to learn, making it a
Great language for beginners.
2. High-Level Language: Python is a high-level language, meaning it abstracts away many
Low-level details, allowing programmers to focus on the logic of their program.
3. Interpreted Language: Python code is interpreted line by line, making it easier to write
And test code.
4. Object-Oriented: Python is an object-oriented language, which means it organizes code
into objects that contain data and functions that operate on that data.
5. Large Standard Library: Python has a vast and comprehensive standard library that
includes modules for various tasks, such as file I/O, networking, and data structures.
6. Cross-Platform: Python can run on multiple operating systems, including Windows,
macOS, and Linux.
7. Dynamic Typing: Python is dynamically typed, which means you don't need to declare the

type of a variable before using it.

Applications of Python:
1. Web Development: Python is widely used for web development, especially with
frameworks like Django and Flask.
2. Data Science and Analytics: Python is a popular choice for data science and analytics,
thanks to libraries like NumPy, pandas, and scikit-learn.
3. Artificial Intelligence and Machine Learning: Python is used for AI and ML applications,
including natural language processing, computer vision, and robotics.
4. Automation: Python is used for automating tasks, such as data entry, file management,
and system administration.
5. Scientific Computing: Python is used for scientific computing, including tasks like data
analysis, numerical simulations, and visualization.
Advantages of Python:
1. Easy to Learn: Python has a simple syntax and is relatively easy to learn.
2. Fast Development: Python's syntax and nature make it ideal for rapid prototyping and
development.
3. Large Community: Python has a vast and active community, which means there are many

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resources available for learning and troubleshooting.
4. Cross-Platform: Python can run on multiple operating systems, making it a great choice
for cross-platform development.
5. Extensive Libraries: Python has a vast collection of libraries and frameworks that make it
suitable for a wide range of applications.
Disadvantages of Python:
1. Slow Performance: Python is an interpreted language, which means it can be slower than
compiled languages like C++ or Java.
2. Limited Multithreading: Python's Global Interpreter Lock (GIL) can limit the
Performance of multithreaded applications.

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 Flow Chart

START

Connect to MySQL database

Do you want to
add, view, create,
exit, Update and
delete

CREATE ADD VIEW UPDATE DELETE

Products,
Products, Products, Products Product
Customers
, Sales Sales
transaction Report
Sales

Stock Record
Quantity Deleted

STOP

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 Files imported in project

MySQL Connector:
Used for establishing a connection between Python and MySQL databases to execute queries and manage
transactions.
FUNCTIONS USED IN PROJECT
Connect (): Establishes a connection to the MySQL server using the specified host, user, and password.
Creates and selects the database to be used in the project.
Cursor (): Creates a cursor object to interact with the database. Used to execute MySQL queries for actions
like creating tables, inserting data, or fetching records
Fetchall (): fetches all the rows from the result of a query execution.
Primarily used to retrieve and display multiple rows from tables, such as employee or customer records.
Commit (): Executes and commits the current transaction to the database
Ensures changes made, such as inserting or deleting data, are saved.
Fetchone (): fetches a single row from the result of a query execution.
Useful when checking for a specific record, such as validating customer, employee, or product data by their
unique IDs.

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 Source Code
Table Design
1. MySQL database:

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 Python Source Code

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 Output

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 Testing Methodology

To ensure the Pharmacy Management System (PMS)'s reliability and efficiency, a robust testing strategy
was implemented. The approach combined various testing methods to cover all aspects of the system:
1. Black-Box Testing:
- Focused on validating system outputs based on different user inputs.
- Ensured that key functionalities such as prescription processing, inventory management, and customer
billing worked as intended, without considering the internal workings of the system.
2. White-Box Testing:
- Evaluated the internal logic, data flows, and workflows of the system.
- Identified and resolved issues in the code, improving the system's reliability and ensuring that all
processes, like prescription verification and drug interactions, functioned correctly.
3. Performance Testing:
- Assessed the system's ability to handle multiple users simultaneously and large datasets (e.g., a growing
medication inventory or patient records).
- Verified that response times for critical functions like processing orders and retrieving prescriptions
remained within acceptable limits, even under high load.
4. Security Testing:
- Tested data encryption, access control mechanisms, and user authentication to ensure the confidentiality
and integrity of sensitive information, such as patient prescriptions and payment details.
- Simulated potential cyber threats (e.g., SQL injection, unauthorized access) to evaluate the system’s
resilience against security breaches.
5. Test Scenarios:
- Validating the accuracy and completeness of patient prescription records.
- Ensuring smooth retrieval of medication inventory and stock levels.
- Simulating concurrent user actions (e.g., multiple pharmacists entering orders) to test system stability. This
comprehensive testing methodology ensured that the Pharmacy Management System was stable, secure, and
user-friendly, providing pharmacy staff with a reliable tool to manage prescriptions, inventory, and customer
interactions effectively.

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 Hardware and Software Requirements

Hardware Requirements:
 Processor: Dual Core or higher.
 RAM: Minimum 2GB for smooth operation.
 Storage: At least 40GB HDD or SSD for storing databases and system files.
Software Requirements:
 Operating System: Windows 7 or later versions.
 Programming language: python 3.x for system development
 Database: MySQL Server for backend operations.

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 Bibliography

1. Computer science With Python - Class XI & XII By: Sumita Arora
2. Official Python Documentation: https://www.python.org/doc/
3. MySQL Developer Guide: https://dev.mysql.com/doc/
4. Comprehensive Programming Tutorials: https://www.w3schools.com

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