Practical 5

System Analysis and Design for the Selected System

Aim: Perform system analysis on selected system.

1)Systems analysis (what the system should do)

2) Systems design (how to accomplish the objective of the system.)

5. System Analysis and Design

The Pharmacy Management System (PMS) is a software solution designed to facilitate the
management of a pharmacy by automating various operations, including inventory control, customer
management, prescription handling, sales processing, and billing. The system improves efficiency,
reduces manual errors, and enhances the overall customer experience.

5.1 System Analysis

The Pharmacy Management System aims to achieve the following objectives:

• Efficient Inventory Management: Maintain an up-to-date and organized catalog of medicines

and medical supplies, ensuring easy tracking of stock levels and product availability.
• Automated Transactions: Reduce manual intervention in sales and purchase processes, ensuring
accurate and timely billing, inventory updates, and prescription handling.
• User Authentication and Role-Based Access: Provide a secure access mechanism for different
users (pharmacists, managers, assistants) with appropriate privileges to ensure data security and
operational control.
• Billing and Payment Management: Automate the generation of invoices and tracking of
payments, including handling discounts, taxes, and insurance claims where applicable.
• Reporting and Analytics: Generate detailed reports on sales, stock movement, and revenue
trends, aiding in better inventory planning and business decision-making.
• Scalability: Support increasing numbers of customers, products, and transactions over time,
ensuring long-term sustainability and operational efficiency.

5.1.1 Gather System Requirements

Functional Requirements: The Pharmacy Management System comprises essential modules to

streamline daily operations. The User Management Module allows administrators to create, update,
and delete user accounts with roles such as Admin, Pharmacist, and Sales Assistant, each having
specific access privileges. The Medicine Management Module handles inventory by adding, updating,
and categorizing medicines based on type, manufacturer, batch number, expiry date, and availability.
The Medicine Search and Catalog Module enables quick filtering by name, manufacturer, batch
number, and stock status.

The Sales and Billing Module automates sales with real-time inventory updates, discount application,
and invoice generation. The Prescription Management Module ensures medicines are dispensed in
compliance with prescriptions and regulations. To maintain stock efficiency, the Stock and Expiry
Monitoring Module alerts staff about low stock or expiring items. The Reservation Module allows
users to reserve out-of-stock medicines and notifies them when available. The Report Generation
Module produces detailed reports on sales, inventory, expired items, and revenue. Finally, robust
Security and Authentication features—like encrypted login and session-based access control—protect
sensitive data and restrict unauthorized access.

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Non Functional Requirements:The Pharmacy Management System must ensure high performance
by delivering fast response times for medicine searches, billing processes, and inventory operations.
Scalability is essential to accommodate a growing number of users, transactions, and product entries
without degrading system efficiency. The user interface should be intuitive and user-friendly, allowing
pharmacists and staff to navigate and operate the system with minimal training. Security is a top
priority, with all sensitive data—such as customer details, prescriptions, and billing information—
being encrypted and access restricted to authorized users only. The system should also be easily
maintainable, enabling smooth implementation of updates and the addition of new features as
requirements evolve. Lastly, reliability is critical, ensuring that the system functions continuously
without interruptions or failures, supporting the consistent and dependable operation of the pharmacy.

5.1.2 Analyze the Current System

Existing Issues
The current manual record-keeping system is prone to errors and inconsistencies, making it difficult
to accurately track medicine stock levels and expiry dates. Sales and billing processes lack automation,
often resulting in calculation errors and delays. Without automated reporting, analyzing sales trends,
stock usage, and expired items becomes time-consuming and inefficient. Additionally, the absence of
real-time alerts means that staff are not promptly informed about low stock or upcoming expiries,
which can lead to stockouts or the accidental sale of expired medicines.
Gaps Identified
To improve efficiency, a centralized database is required for effectively managing medicine and sales
records. Pharmacy transactions should be automated to reduce manual workload and minimize errors.
Security measures need to be strengthened to protect sensitive data such as patient prescriptions and
billing information. A reporting system is essential for tracking key metrics like stock levels, sales
trends, and expired items, thereby supporting better decision-making.

5.2 System Design

System Design is the process of defining the architecture, modules, interfaces, and data structures
required to meet specified system requirements. It involves creating a blueprint for the Pharmacy
Management System (PMS) that ensures efficiency, scalability, and security. During this phase, the

functional requirements are transformed into a well-structured solution that outlines how different
system components, such as inventory, sales, user management, and reporting will interact and operat

5.2.1 Architectural Design

The Pharmacy Management System follows a three-tier architecture to ensure efficient functionality:

1. Presentation Layer: A web-based user interface that allows users such as pharmacists, admins,
and sales assistants to interact with the system intuitively and efficiently.
2. Business Logic Layer: Manages core functionalities such as medicine sales, inventory updates,
user authentication, prescription handling, and billing calculations.
3. Database Layer: Stores all essential records, including user accounts, medicine inventory, sales
transactions, prescriptions, and expiry data.

5.2.2 User Interface Design

The user interface (UI) is designed to be intuitive, visually appealing, and easy to navigate. The system
provides customized dashboards for users based on their roles (Admin, Pharmacist, and Sales
Assistant). Key UI components include:
• Login Page: A secure login screen with role-based authentication to ensure authorized access.
• Admin Dashboard: Displays system statistics, user management tools, and access to inventory
and sales reports.

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 • Pharmacist Dashboard: Provides options for managing medicine inventory, handling
prescriptions, and monitoring stock and expiry details.
• Sales Assistant Dashboard: Focused on processing sales, generating invoices, and managing
customer interactions.
• Medicine Search Interface: A search bar with filters such as medicine name, manufacturer, batch
number, and stock status.
• Prescription Handling Screen: Displays prescription details, recommended medicines, and
dosage instructions.
• Sales and Billing Screen: Shows itemized medicine details, total price, discounts, and payment
options.
• Notification System: Pop-up and email alerts for low stock, upcoming expiries, reservation
availability, and transaction summaries.

5.2.3 Module Description

User Management ModuleThis module facilitates user registration, login, and role-based access
control. It implements authentication and authorization to ensure secure system access. User profiles
and activity logs are maintained to monitor usage and support accountability.

Medicine Management Module

Pharmacists can use this module to add, update, and delete medicine records. It maintains a structured
database of medicines with metadata such as type, manufacturer, batch number, expiry date, and stock
level, ensuring organized and efficient inventory control.

Medicine Search and Catalog Module

This module allows users to search for medicines using filters like name, manufacturer, and batch
number. It provides a catalog view displaying detailed information, including stock status and expiry
dates, for easy selection and tracking.

Sales and Billing Module

This module automates the sales and billing process, ensuring real-time inventory updates. It manages
the generation of invoices, application of discounts, and transaction records, contributing to smooth
and accurate customer service.

Prescription Management Module

The system processes and records prescriptions, ensuring that medicines are dispensed in accordance
with medical guidelines. It validates prescriptions before sale and keeps records for regulatory and
operational purposes.

Reservation Module

Users can reserve out-of-stock medicines through this module. Notifications are sent when the reserved
medicines become available, and a queue-based system manages the priority of reservations.

Report Generation Module

This module generates detailed reports on sales transactions, inventory levels, expired medicines, and
revenue. It offers analytical insights with visual representations to support effective decision-making
and operational planning.

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5.2.4 Database Design and ER diagram

The database design of the Pharmacy Management System is structured to efficiently store and manage
information related to medicines, users, prescriptions, sales transactions, stock levels, and reservations.
It ensures data integrity, consistency, and fast retrieval of critical information. The database follows a
relational model, with multiple interconnected tables representing different entities and their
relationships.

The ER Diagram visually represents how various entities in the system interact with each other. Below
are the key entities and their relationships:

Entities and Relationships:

1. User (User_ID, Name, Email, Role, Password) – Represents system users such as Admins,
Pharmacists, and Sales Assistants.
2. Medicine (Medicine_ID, Name, Manufacturer, Batch_Number, Expiry_Date, Category,
Stock_Level) – Contains detailed records of each medicine.
3. Prescription (Prescription_ID, User_ID, Patient_Name, Doctor_Name, Date_Issued) –
Links a user (typically a pharmacist) to the prescription issued.
4. SalesTransaction (Transaction_ID, User_ID, Medicine_ID, Quantity, Sale_Date,
Total_Amount) – Records the sale of medicines to customers, linking the user who processed
the sale and the medicines sold.
5. Reservation (Reservation_ID, User_ID, Medicine_ID, Reservation_Date, Status) – Tracks
medicine reservations. A user can reserve a medicine that is out of stock.

The ER diagram ensures a structured relationship between books, users, and transactions, facilitating
efficient data management and retrieval.

Figure 5.1 ER Diagram

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