DESIGN AND DEVELOPMENT OF MEDICINE INVENTORY MANAGEMENT

SYSTEM WITH REAL-TIME EXPIRY NOTIFICATIONS

A Capstone and Research Project presented to the faculty of

College of Information and Communication Technology
Cabanatuan City, Nueva Ecija

In Partial fulfillment of the requirements for the degree

Bachelor of Science in Database Systems Technology

By:
Ma. Cecilia M. Calantoc
Alliah Alarcon
Raisen S. Mauricio

Submitted to:

Dr. Ruth G. Luciano

Capstone and Research Instructor

December 2025
 CHAPTER I
THE PROBLEM AND ITS BACKGROUND

INTRODUCTION

Pharmacies have been a source of medicines and

healthcare services for centuries. It plays a crucial role in
healthcare systems worldwide where they are essential in
providing accessible medications, professional healthcare
guidance, and preventive services, ensuring public health and
well-being. A pharmacy typically sells a variety of products,
including prescription medication and over the counter (OTC)
medications for treating illness and maintaining health. They
also offer vitamins, supplements, and herbal medicines to
support overall wellbeing. For every pharmacy there must
always be a pharmacist to ensure the safe and effective
medications while providing experts healthcare guidance for
patients or customers. Pharmacists not only ensure the safety
and effectiveness of patients or customers but also manage
the availability, safety, effectiveness, of medications and
healthcare products. Moreover, Pharmacists also monitor the
expiration dates, reduce waste and comply with regulatory
requirements. According to Sinha (2014), it suggests that the
primary duty of a pharmacist is to check prescriptions from
physicians before filling them. They ensure a person receives
the correct drug and dose. They will also provide guidance on
possible adverse effects and assess whether a person has any
allergies to medications.

In the Philippines, people buy medication products

to small pharmacies due to its personalized service, faster
checkout times, and sometimes even lower prices compared to
larger chain pharmacies, and being located in a convenient
location making it more accessible for many people. While
many people rely on small pharmacies for their convenience,
personalized service and affordability, a significant issue
arises due to lack of an efficient medicine expiration
tracking system that leads to pharmacies risk of distributing
expired medication, which can be ineffective and harmful to
patients. According to Philippines’ regulations, the Republic
Act No. 9711 Section 11, subsection (l), prohibits the “sale,
offering for sale, importation, exportation, distribution or
transfer of any health product beyond its expiration or expiry
date.” The lack of monitoring leads to increased medicine
wastage, financial loses, and potential legal violations.
Furthermore, according to U.S. Food and Drug Administration
(2024), Expired medical products can be less effective or
risky due to a change in chemical composition or a decrease
in strength. Certain expired medications are at risk of
bacterial growth and sub-potent antibiotics can fail to treat
infections, leading to more serious illnesses and antibiotic
resistance. Additionally, selling expired drugs reduces
customer trust and damages the pharmacy’s reputation.

To reduce the risk of distributing expired

medication, the researchers propose a possible solution by
implementing a medicine inventory management system with
real-time expiry notifications. This system will help
pharmacies monitor their stocks efficiently, with added
features that properly track the expiration of all medicines
stored in the inventory. This ensures medication safety,
regulatory compliance, and efficient inventory management.

REVIEW OF RELATED LITERATURE

Overview of Medicine Inventory Management System

Inventory (stock) management is an essential aspect of

manufacturing and supply chain operations. The production
process involves utilizing raw materials and semi-finished
goods to produce final products, which are either stored as
inventory or sold, with some potentially used in subsequent
processes. For many organizations, inventory is a key asset,
often accounting for up to half of their expenses or even
half of their total capital investment. Inventory management
models are applied in nearly all operations. The scope in the
literature spans fields such as manufacturing, medicine,
humanitarian aid, environmental science, engineering,
agriculture, and even energy (Munyaka et al., 2022).

Inventory management is viewed as a central function in

the inventory management system. According to Khobragade et
al.(2018), inventory management, also referred to as
materials management, involves organizing, securing, storing,
and distributing materials of the correct type, quality, and
quantity at the right location and time. This process ensures
a well-coordinated and streamlined movement within a
mechanical project. Effective inventory management aims to
maintain optimal stock levels at minimal cost while enhancing
customer satisfaction, a key indicator of organizational
performance.

According to Christopher (2019), an organization with an

effective inventory management system can develop strong
policies and controls to monitor inventory levels, determine
optimal stock levels, decide when to replenish inventory, and
establish appropriate order quantities. Finished goods
inventory levels are seen as directly influenced by demand.
When demand increases within the supply chain, inventory
levels decrease proportionally (Render et al., 2018). Several
factors impact inventory management practices, including
organizational and human factors, financial constraints, and
the growing adoption of technology. In humanitarian
operations, inventory not only represents a financial asset
but also plays a critical role in saving lives. Besides
financial, technology is another key factor affecting
inventory management practices. While technology has
generally improved inventory management, Ahmad and Mohamed
(2018) argue that its introduction has also highlighted the
role of human influence in daily inventory operations.

In today’s highly competitive and fast-changing

industrial environment, efficient materials data collection
and inventory management are essential for sustaining
operational efficiency and meeting strategic objectives.
Materials data collection involves gathering accurate and
timely information about raw materials, work-in-progress, and
finished goods to support decision-making across nearly every
stage of the supply chain. Meanwhile, inventory management
aims to balance supply and demand effectively, ensuring that
stock is available when needed without incurring
unnecessarily high costs (Sunil, 2019). These functions are
critical as they determine a business’s ability to adapt to
market changes and meet customer demands while minimizing
expenses.

Traditional inventory management methods have

historically been time-consuming, relying heavily on manual
paperwork and basic inventory systems. However, advancements
in technology have revolutionized these practices. Tools like
barcode systems and Radio Frequency Identification (RFID),
integrated with IoT-enabled devices, have significantly
enhanced real-time monitoring and improved the accuracy of
material tracking (Tan & Sidhu, 2022). Furthermore, the
adoption of big data analytics and machine learning has
strengthened predictive capabilities in inventory management
(Rath et al., 2022). These technological advancements have
not only boosted productivity but also provided organizations
with strategic benefits and competitive advantages when
implemented effectively.

Innovation is not only about technical advancements but

also includes strategic and operational domains, each
presenting unique challenges to address. It is concluded that
effective materials data collection and inventory management
are not solely dependent on the adoption of advanced tools
and technologies but also on the development of efficient
processes and strategies (Mann et al., 2022) . Data collection
systems must fit with an organization’s supply chain
management framework, and most importantly, the organization
must possess the necessary skills and expertise to analyze
the collected data effectively. Additionally, flexibility is
essential to adapt to changing demands and market conditions
(Aung et al., 2019).

The pharmaceutical industry holds significant importance

due to its direct impact on human life. Ensuring the
consistent quality and safety of pharmaceutical products
makes inventory management a particularly demanding task.
According to Antic et al., pharmaceutical companies manage
around 500–600 types of products and oversee the movement of
large quantities of raw materials, packaging, secondary.
Medicine Expiration Management
Pharmacies or Drugstores are playing a vital role in
providing essential medicines and health services to the
community, they help patients manage their medication by
providing information and advice. Behind helping the patients
manage their medication by providing information and advice,
the pharmacies also deal with managing the expired or nearly
expire medicines.

Best Practices of Pharmacies to Manage Medicine Expirations

According to the article posted on TruMed’s website,

it’s inevitable that some drugs will expire before they can
be administered to patients. Every drug that you put into
inventory should be routinely reviewed for expiration dates.
If medications are within two days of their expiration date,
you should pull them from automated dispensing cabinets and
storage to take them out of circulation. They should also be
removed from any inventory management system so that they
cannot be dispensed to patients.

The regular check of expiration dates keeps the pharmacy

business away from financial losses, selling expired
medications can lead to fines, dispensing expired drugs may
cause harm to patients, and loss of Customer’s trust. The
expiration date is the only indication that a prescription
drug is still safe and effective. It is especially important
to adhere to the expiration dates of pharmaceuticals because
their chemical composition can change over time, making them
less potent, ineffective, or even harmful (Tardi, 2024).

Furthermore, aside from regular check of expiration

dates of the stored medicines, the pharmacies use the popular
method FIFO stands for “First In, First Out”, a method for
organizing and managing items so that the oldest items are
used or sold first. (Kenton, 2024) FIFO ensures the safety
and compliance of products and consumers while helping
companies manage their inventory better. By following FIFO,
companies can reduce the risk of using expired products,
improve inventory management, ensure compliance, and reduce
costs (Faster Capital, 2024).

The Disposing of expired drug is one of the pharmacy’s

way on managing the medicines expiration. It’s important to
dispose expired medicine properly because it can be harmful
to people, if children or pets accidentally take expired
medicine, and the environment, if expired products are
dispose improperly. According to the article release by the
United States Food and Drug Administration (USFDA)
recommended a drug disposal program, such as Drug Take Back
programs, in communities for patients to return unused or
expired medications. A Drug Take Back program represents a
system that allows patients an opportunity to return their
unused/expired medications so that they can be properly
disposed of by incineration.

Most of the pharmacies now are using

technologies to manage their business transaction and to
maintain their operations, according to the blog posted on
Pharmacy Technology, the recent updates in technology allow
pharmacies to operate at maximum efficiency, eliminating
human error and streamlining repetitive tasks. The inventory
management system is one of the common software technologies
used in most of the pharmacies business, to increase
efficiency, keeps up with rules and keeps patients safe, makes
processes smoother, and more accurate (Tremblay, 2024).
Keeping inventory accurate is vital for pharmacies to do well.
Using inventory software helps avoid mistakes. It also boosts
the pharmacy’s operations and improves patient care. Medicine
Inventory management brings many benefits by helping to
manage the stock levels well, cuts down a medication waste,
and support efficient stock management. The adoption of
computerized systems is gradually replacing manual business
activities, leading to an increasing utilization of computers
in private firms, including pharmacies (Fauzi & Wulandari,
2020).

Furthermore, though the medicine inventory management

system commonly offers stock level monitoring and managing,
the pharmacies still encounter difficulties. The problem that
some of the pharmacies encounters is the identification of
expired medicines. U.S. Food and Drug Administration (USFDA)
research says that if a drug has degraded, it might not
provide the patient with the intended benefit because it has
a lower strength than intended. In addition, when a drug
degrades it may yield toxic compounds that could cause
consumers to experience unintended side effects. One of the
reasons on poor handling and monitoring of the expiry and
nearly expiry medicines are because of excess inventory and
delayed drug turnover caused by excessive drug purchases,
inaccurate demand forecast that overestimate what is needed,
and poor purchase decision (Roper, 2024). An excessive amount
of stock can result: tying up a lot of money into your
inventory and will have less cash flow to cover daily
expenses, and obsolete inventory once the craze is over and
you will be left with a substantial amount of inventory on
hand with no one to sell to (PlanetTogether, 2021).
The Impact of Poor Medicine Expiration Management on Pharmacy
Operations and Public Safety
The issue of expired and unused medications presents
significant societal, regulatory, environmental, and ethical
challenges Iserson, (2021) explores the potential use of
expired drugs in emergencies, questioning their efficacy and
safety, while Alnahas et al. (2020) highlight the regulatory
and ethical dilemmas surrounding medication waste. In public
pharmaceutical supply chains, Diriba et al. (2023) assess the
extent and contributing factors to expired medicines in
Ethiopia, emphasizing inefficiencies in inventory management.
The environmental consequences of pharmaceutical waste are
severe, as shown in Dankwa et al. (2024), who investigate
contaminants from medicine dumpsites in Ghana. Similarly,
Freitas and Radis-Baptista (2021) discuss pharmaceutical
pollution and the improper disposal of medicines in Brazil.
Ebrahim et al. (2019) warn that unused and expired medications
pose health risks, while Gwenzi et al. (2023) examine
household disposal practices in low-income settings,
identifying gaps in public awareness and proper disposal
infrastructure. Chong et al. (2022) provide insights into
medicine waste management in Malaysian community pharmacies,
whereas Rogowska and Zimmermann (2022) review global trends
in household pharmaceutical waste disposal, emphasizing the
urgent need for regulatory intervention. Hedenrud et al.
(2019) investigate consumer attitudes toward over-the-counter
medications in Sweden’s unregulated pharmacy market, shedding
light on purchasing behaviors that contribute to medicine
wastage. Banjar et al. (2022) propose an intelligent system
to manage unused and expired medications efficiently.
Collectively, these studies highlight the need for improved
pharmaceutical waste management strategies, regulatory
frameworks, and public awareness campaigns to mitigate the
environmental and health risks associated with expired and
unused medications.

Benefits of Real-Time Expiration Notification on Pharmacy’s

Operation

Real-time expiry notifications in an inventory

management system can potentially reduce human error and
medication waste. They can also reduce losses from expired
notifications by using medications that are close to their
expiration as well as applying promo or transfer them to the
underprivileged community for lower price. The implementation
of expiry notification systems can significantly reduce
medication wastage, leading to more cost-effective resource
allocation—a goal aligned with Saudi Arabia’s 2030 economic
reform program. The waste of these drugs has caused biological
and ethical problems that should be understood from different
perspectives (Banjar et al., 2022). This can also ensure
patient safety by providing high quality medicines, reducing
health risks, improving customer trust and helps comply with
pharmaceutical regulations and avoid penalties. As a
regulatory measure, all pharmaceutical and medical products
must have an expiry date before receiving market
authorization and becoming available for patient use (Arioua,
2024). In addition, The regulatory authorities require
comprehensive stability data for market approval. The shelf-
life obtained determines the expiry date, which is typically
between 1 and 5 years and commonly set in a conservative
manner. Conducting stability studies is a resource- and time-
consuming matter for the pharmaceutical manufacturer. Short
shelf-lives of drug products are also a challenge for managers
of hospitals, nursing homes, and strategic national stockpile
agencies which have to dispose of large quantities of outdated
medicines every year (Zilker et al., 2019). Furthermore, One
of the critical challenges in fulfilling drug demand and
dispensing in dispensaries is ensuring adequate drug
availability to meet patient needs. Drug demand can vary
significantly, especially in dispensaries that cater to
diverse types of patients with various health conditions.
Therefore, dispensaries need to have an efficient system to
predict drug demand and maintain sufficient stock to meet the
demand. In addition, dispensing of drugs must also be done
carefully and on time to ensure that patients get the drugs
according to their doctor's prescription. (Sihombing, 2024).

According to Daulay et al., (2024) Planning in medicine

procurement is carried out because inefficiency can harm the
smooth procurement of drugs for pharmaceutical service
activities in the provision of overall health services, both
medical, social and economic. Therefore, careful planning and
medicine procurement management is needed. Stock-outs and
stagnation that occur can also be influenced by drug storage
methods that do not apply the First Expired First Out (FEFO)
and First In First Out (FIFO) principles. Prevention of
financial losses from expired medications can be made by
proper management by using Real-Time Expiry Notifications,
FIFO (First-In, First-Out) Inventory system to guarantee that
older stock is used before newer stock and discounting near-
expiry medications, Optimized reordering process to avoid
overstocking and track which medicines expire frequently.
Despite efforts to maintain optimal stock levels, a
substantial volume of expired medicines accumulates globally
each year, largely due to pharmaceutical overprescription and
overproduction (Alnahas et al., 2020). Stock shortages may
also occur, and inventory management is often used to
determine whether medications require updating or restocking.
Stock shortages can occur due to various factors—some of which
can be mitigated without disrupting healthcare services,
while others necessitate strategic interventions to ensure
continuous access to essential medications (Acosta et al.,
2019). Given that expired medications can be dangerous, an
expiry date reminder system will alert users when their
medications are due to expire, ensuring they cannot be
consumed and pose health risks. This approach will also help
with effective medication inventory management (Tomar and
Tomar, 2021).

Proper medicine expiry management improves safety for

the consumers. The prevention of expired medicines that may
lose their effectiveness and may even become harmful. The
pharmaceutical sector plays a crucial role in human
healthcare, providing safe and effective drugs; however, poor
management of medicine expiry dates can lead to the
distribution of expired or unsafe medications, posing
significant health risks to patients (Singh & Akhai, 2025).
Ensure medication efficacy as some drugs degrade overtime,
reducing their potency. In clinical settings, failure by
healthcare professionals to verify medication expiry dates
can lead to patients unknowingly receiving expired
medications through injections or oral administration,
compromising treatment efficacy and safety. This issue is not
limited to hospitals, as expired medicines are sometimes sold
in medical shops as well. Such incidents can have detrimental
effects on the patients’ health, leading to side effects, and
in severe cases, even death. In 2021, a tragic incident
occurred in Haryana state where a mother and son lost their
lives after consuming expired medicine. (Lakshmi et al.,
2025). Medicines are a part of our daily lives and sometimes
more crucial than water. In this fast paced life, either we
forget to take medications on time or mistakenly take expired
medicines or somehow damage the packaging of medications. By
implementing Real-Time Notifications it can guarantee the
quality of the medicines and updated stocks(Pooja et al.,
2024).

Sarla (2019) stated that drugs are likely to lose some

potency after the expiration date, but it is not clear how
much potency is lost over a certain period of time past
expiration dates. Placing medication in a cool place, such as
a refrigerator, will help it remain potent for many years.
Expired drugs not only result in financial losses but also
present avoidable risks if not properly managed. To mitigate
these risks, expired medicines must be safely disposed of in
compliance with regulatory guidelines. Implementing good
stock control practices such as FIFO and FEFO, quantifying
drug needs using morbidity and consumption methods, stock
inspection during delivery, not accepting short-dated stocks,
and ordering drugs from suppliers that accept return of short-
dated stock are highly recommended to minimize wastage
through expiry. (Nyagah et al., 2022). Additionally, The FEFO
method is suitable for managing the dispensing of health
supplies that are closest to their expiration date by
utilizing them first to avoid any expired supplies being
consumed as stated by Samsul et al., (2023). Ensuring drug
stability is a shared responsibility between pharmaceutical
manufacturers and healthcare providers, extending from
production to final distribution to patients and medical
personnel. (Noviani & Rachmawati, 2023). Moreover, short
shelf-lives of drug products are also a challenge for managers
of hospitals, nursing homes, and strategic national stockpile
agencies which have to dispose of large quantities of outdated
medicines every year (Zilker et al., 2019). Integrating real-
time expiry notifications into pharmacy operations,
healthcare providers can enhance medication safety, reduce
financial losses, and improve overall efficiency in inventory
management.

SYNTHESIS

The previous studies on medicine inventory

management have focused on monitoring and managing stocks,
and minimizing the waste of expired medicines through
implementing the FIFO method, manual checking of expiration
date, and by proper disposal of expired medicine. While these
systems improve efficiency. They often lack real-time expiry
notification, making it difficult for pharmacies to take
timely action. The studies highlight that expired medicines
can lead to financial losses, health risk, and the loss of
customer’s trust emphasizing the need for a more proactive
monitoring approach.

The ongoing study enhances the traditional

inventory system by incorporating real-time expiry
notification, allowing timely stock rotation and minimizing
waste of expired medicines. With automatic notifications for
soon to expire medicines, the system enhances customers
safety, ensures compliance and regulations, and optimizes
overall pharmacy operations. Unlike the other models, this
approach offers a more advanced and proactive solution,
effectively addressing the challenges of pharmacy inventory
management, specifically addressing the problem of having no
real-time expiry notification. By filling this gap, the
system helps the pharmacies take immediate action reducing
financial losses, and ensuring better service reliability.

STATEMENT OF THE PROBLEM

This study will focus on the development and
implementation of a Medicine Inventory with Real-time
Notification System, which will be designed to improve the
efficiency, accuracy, and organization of medicine inventory
management. The primary objectives of this study will be to
systematically manage and monitor the expiration dates of all
medicines that will be recorded in the inventory, and to
provide timely real-time notifications that will assist in
the future handling, disposal, and replacement of expired or
soon-to-expire medicines.

1. What challenges are face by respondents in utilizing the

current system of medicine expiry monitoring or manual
monitoring, and how is the existing system or manual
monitoring characterized in term of speed, accuracy,
efficiency and effectiveness?

2. How is the Medicine Inventory Management System with

Real-Time Expiry Notification designed and developed
using the stages of the Agile Methodology in terms of:
 2.1 planning;

2.2 designing;

2.3 development;

2.4 testing;

2.5 deployment; and

2.6 review?

3. How is the database of the Medicine Inventory Management

System with Real-Time Expiry Notification designed and
developed in adherence to the Database Life Cycle in
terms of:

3.1 implementation and loading;

3.2 testing and evaluation

3.3 operation; and

3.4 maintenance and evolution?

4. How is the Medicine Inventory Management System with

Real-Time Expiry Notification evaluated by IT experts
based on the following ISO/IEC 25010 criteria:

4.1 functional sustainability;

4.2 performance efficiency;

4.3 compatibility;

4.4 usability;

4.5 reliability;

4.6 security;

4.7 maintainability; and

 4.8 portability

5. How is the Medicine Inventory Management System with

Real-Time Expiry Notification designed evaluated by users
based on the selected ISO/IEC 25010 criteria:

5.1 functional sustainability;

5.2 performance efficiency; and

5.3 usability

SIGNIFICANCE OF THE STUDY

This study will be significant as it will address the

challenges of managing medicine inventories by introducing a
system that will improve the monitoring of medicine
expiration dates through real-time notifications, ultimately
promoting safer and more efficient inventory practices in
healthcare facilities.

This study and the implementation of this system will

benefit the following individuals and groups:

Small Pharmacies. The system will help small pharmacy

owners and staff efficiently track medicine inventory,
reducing the risk of stocking expired drugs and ensuring
timely replenishment. It minimizes financial losses due to
expired medicines and enhances operational efficiency.

Pharmacist and Healthcare Providers. By providing real-time

notifications for expiring medicines, the system ensures
that pharmacists can take timely action, such as returning,
discounting, or removing medicines before they become a
risk to customers.
Pharmaceutical Industry. The implementation of the system
can contribute to better compliance with health regulations
and inventory management best practices, setting a standard
for small-scale pharmacies.

Consumers and Patients. The system enhances patient safety

by preventing the sale of expired medicines, ensuring that
customers receive only safe and effective medications. This
helps build trust between pharmacies and their customers.

Researchers. This research allows us to apply our technical

knowledge in real-world problem-solving. It enhances our
skills in system development and database management,
preparing us for future careers in the IT field.

Our Fellow IT Students. This study serves as a valuable

reference for students who wish to explore similar projects
in software development, inventory management, or health-
care related IT solutions. It provides insights into system
design and development which can guide them in their future
research or capstone projects.

Future Researchers. This study can serve as a foundation

for future research on improving inventory management in
pharmacies and other industries that require monitoring of
product expiration dates.

SCOPE AND DELIMITATION

This study focuses on developing a system designed for

small pharmacies to efficiently manage their medicine
inventory. It allows pharmacy staff to track stock levels,
monitor expiration dates, and receive real-time alerts when
medicines are nearing expiration or have already expired. It
ensures efficient inventory management by preventing expired
medicines from being dispensed and reducing stock wastage.
Additionally, the system provides user access management and
basic reporting to assist in maintaining an organized
inventory.

The study is limited to inventory management and real-time

expiry notifications, excluding Point-of-Sale (POS)
functionalities, automated restocking, multi-branch
inventory tracking, and integration with external systems. It
is designed as a standalone system for single-location small
pharmacies, without mobile or cloud-based access. This
ensures a focused approach to improving inventory accuracy
and expiry monitoring without incorporating complex sales or
supply chain processes.

DEFINITION OF TERMS

To provide clarity and a better understanding of the

concepts used in this study, the following key terms will be
defined based on their relevance and application within the
context of the Medicine Inventory with Real-time Notification
System.

Agile Methodology. Agile methodology is a project

management framework that breaks projects down into several
dynamic phases, commonly known as sprints (Laoyan, 2025).

Database Life Cycle. the stages involved for implementing a

database, starting with requirements analysis and ending
with monitoring and modification (DBLC Design Stages Life
Cycle, n.d.).
Expiry Notification. Alerts or messages that are generated
when a medicine is approaching its expiration date or has
already expired.

Real-Time. This refers to the immediate processing and

delivery of information, ensuring updates, such as medicine
expiry notification, are provided instantly.

CONCEPTUAL FRAMEWORK

The conceptual framework of this study serves as a

structured guide for the systematic development of the
proposed Medicine Inventory Management System with Real-Time
Expiry Notifications. It illustrates the logical flow of
processes from the initial gathering of user requirements to
the final implementation of the system, ensuring that each
phase aligns with the overall goal of enhancing inventory
accuracy and preventing the use of expired medicines in small
pharmacy operations.

Figure 1. Research Paradigm

The conceptual framework used for this study outlines

the four major phases: Requirements Gathering, Logical
Design, Physical Design and Implementation. Each phase
contributes to support planning, designing, developing until
the implementation of the Medicine Inventory Management
System. The representation of the conceptual framework is
shown in Figure 1.
Requirements Gathering

This phase serves to identify the existing problems,

specific needs, and expectations of the end users, which will
serve as the foundation for designing the system’s features
and functionalities. Document Reviews identify the existing
pharmacy workflows and current challenges. Surveys consist of
administering structured questionnaires to collect data from
pharmacists on inventory issues and expiry risks. Interviews
use in-depth discussions with pharmacy personnel to gather
qualitative insights on inventory management needs.
Observations capture inventory handling practices and
challenges in small pharmacy operations.

Logical Design

The Logical Design phase will provide the essential

framework for the system’s development, outlining the logical
structure and operation of the system. Interface Design
(UX/UI) presents layout prototypes illustrating the functions
of the system. Inventory Data Handling defines rules for data
validation, entry, update, and consistency across all system
modules. Use Case Diagram illustrates interactions between
the system features and the owner and pharmacist. Entity-
Relationship Diagram (ERD) establishes relationships among
the entities within the system’s database. The Data Flow
Diagram (DFD) shows the flow of data through the system
processes.

Physical Design
 Physical design phase specifies the tools, platforms,
and technologies required for system development, based on
the established logical design. Development tools encompass
the technologies used to build both the frontend and backend
of the system. HTML, CSS, and JavaScript are employed for
designing a responsive and user-friendly interface, while PHP
is used on the backend to manage business logic, handle user
interactions, and process expiry tracking. MySQL DBMS will be
implemented to securely manage data that will be entered and
stored within the system. SMS and email APIs will be
integrated to enable the real-time expiry notification system
through SMS or email.

Implementation

The implementation phase involves the actual

development, testing, and deployment of the system based on
the specifications established in the previous stages. This
phase ensures that all components function as intended and
are integrated into a working system. Source code consists of
the set of programs written in PHP, HTML, and JavaScript that
constitute the core functionality of the system. Scripts
function as automated processes that handle specific tasks,
including expiry date calculations and notification dispatch.
SQL includes all queries and statements used to create,
retrieve, update, and delete records within the MySQL
database. The database is the operational MySQL environment
that stores medicine records, expiry information, user logs,
and inventory transactions. Documentation ensures the system
is properly used, maintained, and understood. It includes the
research paper detailing the development process, user
documentation for system operation, and technical
documentation for future maintenance.
 CHAPTER II

METHODOLOGY

This chapter presents the research design, research

locale, respondents of the study, instruments, data gathering
procedures, and analysis techniques in the development and
evaluation of the Medicine Inventory Management System with
Real-time Expiry Notification.

RESEARCH DESIGN

The study will employ a mixed methods research design

combining developmental and descriptive research approaches.
This combination will be appropriate for addressing both the
system development process and investigation of existing
issues related to medicine inventory and expiry monitoring in
healthcare settings.

Developmental research, as opposed to simple

instructional development, has been defined as the systematic
study of designing, developing, and evaluating instructional
programs, processes, and products that must meet the criteria
of internal consistency and effectiveness. It is particularly
important in the field of instructional technology.

In addition to developmental research, a descriptive

research design will also be utilized Descriptive research
aims to systematically describe current problems, user
experiences, and practices. It will be applied during the
early stages of the study to gather relevant data from
intended users—such as pharmacists, pharmacy technician, and
pharmacy owner—through surveys, interviews, or observations.
The findings from this phase will help in identifying common
challenges and user needs, which will inform the design and
development of the system. Furthermore, descriptive methods
will be employed after system implementation to assess user
feasibility, usability, and overall effectiveness of the
system.

The researchers of this study employed a research design

that is applicable in the development of the system entitled
“Design and Development of Medicine Inventory Management
System with Real-time Expiry Notification,” following the
stages of the Agile software development and evaluation based
on the International Standard Organization (ISO) software
quality assurance. Regard as to affect quality test
construction, the developmental design is suitable.

Agile Database Life Cycle (AGILE – DBLC)

The Agile Database Life Cycle is a crucial tool for

developing and implementing the proposed system. It provides
a structured yet flexible approach to a developing Medicine
Inventory Management System with Real-Time Expiry
Notification, ensuring adaptability, efficiency, and
continuous improvement. This approach is particularly
beneficial in system as it guides the system’s development
through the stages of planning and requirement gathering,
design, implementation and development, testing, deployment,
and maintenance. The agile model will be use in the
development of the system because it supports the efficient
and scalable development of the system. This approach ensures
that the system remains responsive to user needs, optimizes
data management, and enhances the accuracy of expiry alerts,
ultimately contributing to better inventory control and
patient safety.

LOCALE OF THE STUDY

The location where the study will be conducted at the

RMJT Drug Mart that can be found at Mabini Street Extension,
Cabanatuan City, Nueva Ecija.

The figures below show the image of RJMT Drug Mart and
their map and location.

Figure 2. RMJT DRUGMART

 Figure 3. RMJT DRUGMART Map Location

The RJMT Drug Mart is a small trusted pharmacy in

Cabanatuan City. It is a community-based pharmacy that
provides access to a variety of over-the-counter and
prescription medicines for the local population. The RJMT
Drug Mart is operated by a small team consisting of two (2)
pharmacists, pharmacy technician, and the pharmacy owner, who
are responsible in the day-to-day operations of the pharmacy.
The pharmacy is known for its accessibility and affordable
prices of medicines. It is also known for serving residents
in nearby barangay, making it suitable practical site for the
study.

The researchers will choose RJMT as the locale of the

study for several reasons. First, the manual or semi-
automated method the pharmacy is currently using in managing
its medicine inventory which poses the challenges in tracking
stocks levels and monitoring expiry dates. Second, is the
willingness of the pharmacy to adopt an information system
that could potentially enhance the accuracy and efficiency of
their inventory operations. the pharmacy's accessibility,
operational scale, and openness to innovation will enable the
researchers to conduct a realistic evaluation of the system's
usability, feasibility, and effectiveness in a real-world
setting.

RESPONDENTS OF THE STUDY

In conducting the study, the researchers picked ten (10)

IT experts and four (4) end users-such as pharmacists,
pharmacy technician, and pharmacy owner to participate in
assessing the technical and implementation. The first group
of respondents will evaluate the technical quality of the
system based on the International Organization for
Standardization ISO/IEC 25010 software quality standards.
Meanwhile, the four (4) remaining respondents, who are the
second group, will assess the implementation of the proposed
system.

Table 1. Distribution of Respondents according to category

Respondents Frequency Percentage

IT Experts 10 71.43%
End-users
Pharmacist 2 14.29%
Pharmacy Technician 1 7.14%
Owner 1 7.14%
TOTAL 14 100%
SAMPLE AND SAMPLING PROCEDURE

In selecting the respondents for the proposed study, the

researchers employ a purposive sampling technique. The
researchers choose this method because the study requires
respondents with specific criteria, expertise, and experience
to assess both the technical quality and implementation
feasibility of the proposed Medicine Inventory Management
System with real-time Expiry Notification.

The respondents are carefully selected based on their

qualifications and relevance to the study. The sample
consists of fourteen (14) participants, divided into two (2)
groups.

The selection for the first group of ten (10) IT experts

will be done through professional referrals and consultation
with academic and industry networks to ensure that only
qualified evaluators are included. They will be selected
based on their experience in software development, database
management, and system evaluation which makes them suitable
for assessing the technical quality of the system.

The second group will be included four (4) individuals

composed of pharmacists, pharmacy technician, and pharmacy
owner from RJMT Drug Mart-the intended environment where the
system will be deployed. Participants from this group will be
selected based on their direct involvement in managing
medicine inventory and monitoring expiry dates. Their
selection will be coordinated with the management of RJMT
Drug Mart, ensuring that participants are actively engaged in
daily operations that the system is designed to support. Their
primary task is to assess the implementation feasibility,
usability, and effectiveness of the system in tracking
medicine stocks and monitoring expiry dates.

RESEARCH INSTRUMENTS
 To ensure a systematic and reliable evaluation of the
proposed Medicine Inventory Management System with Real-Time
Expiry Notification, the researchers will utilize two (2)
research instruments: structured questionnaires and
interviews. These instruments are designed to gather both
qualitative and quantitative data necessary for evaluating
the system’s technical quality and implementation
feasibility.

The researchers will prepare two (2) sets of

questionnaires tailored for different respondents’ group to
assess the technical quality of the system based on the
International Organization for Standardization ISO/IEC 25010
Software Quality Standards. The IT experts are assigning to
evaluate the eight (8) criteria of software quality standards
which are functional suitability, performance efficiency,
compatibility, usability, reliability, security,
maintainability and portability. While on the other hand, the
end-users are assigning to answer the three (3) criteria as
functional sustainability, performance efficiency, and
usability to assess the implementation feasibility,
usability, and overall effectiveness of the system from an
end-user perspective.

The questionnaire response will be measured using

Likert scale, allowing respondents to provide ratings on
each evaluation criterion. The items in the survey
questions are rated and scored according to a set of scale
and criteria, with four (4) being the highest and one (1)
being the lowest.

In addition to the structured questionnaire, semi

structured interviews will be conducted to gather in depth
qualitative data on the system effectiveness and areas for
improvement. The interview will be using a two key stages of
the study the: Pre-Development Stage and Post-Implementation
Stage.

The pre-development stage interview will be conducted

with the pharmacist and business owners of RJMT Drug Mart to
gather insights on their current inventory management
process, challenges, and system requirements that will help
to design the system.

The follow-up interview for post-implementation stage

interview will be conducted with selected IT experts and end-
users to gather feedback on system usability, performance,
and effectiveness in real world situation. These interviews
will provide qualitative insights into the strength and
weakness of the system complementing the quantitative data
from the questionnaires.

DATA GATHERING PROCEDURE

For the development stage of the propose system, before

collecting the data, the researchers will request permission
to the owner of RJMT Drug Mart to conduct a series of
interviews to collect information required for analyzing the
process flow of the assessment and evaluation of the RJMT
Drug Mart. To conduct the study, the researchers will gather
data from the Pharmacist and owner of the store about the
medicine inventory and medicine records management system.

The interview will be use to gather information that is

necessary for designing the system. The system will then
design according to the gathered information about the
specification and in consideration of the existing needs of
the RJMT Drug Mart.

After completing the development stage, the researchers

will proceed to the evaluation stage where the system will
use and evaluate by IT experts and intended end-users. Before
the proper evaluation of the system the researchers will seek
permission first from the owner and the targeted evaluators.
After obtaining permission, the researchers will implement
the propose system and administered the evaluation materials
using two sets of questionnaires based on ISO 25010 Software
Product Quality Standard to ensure valid and reliable data.
The evaluation by IT Experts is based on functional
suitability, performance efficiency, compatibility,
usability, reliability, security, maintainability and
portability. Meanwhile, the evaluation by the end-users is
focused only on functional sustainability, performance
efficiency, and usability.

For implementation, the researchers first will seek

permission from the owner of the RJMT Drug Mart to conduct an
orientation and training session for the pharmacist and owner
who will serve as the end users of the system.

After the implementation stage, the researchers will

request that the end-users and IT experts evaluate the
effectiveness of the system’s implementation of the developed
system by completing the researcher-made questionnaire.

DATA ANALYSIS TECHNIQUES

 To develop the proposed Medicine Inventory Management
System with Real-Time Expiry Notification, the Agile Model
phases of software development will be utilized.

The data gathered from structured questionnaires and

semi-structured interviews will be analyzed using both
qualitative and quantitative methods to ensure a
comprehensive evaluation of the study. The quantitative data
will be statistically analyzed to measure the system’s
technical quality and implementation feasibility. Descriptive
statistics, including mean, frequency, percentage
distribution, and standard deviation, will be used to
summarize the responses and provide a clear overview of the
system’s evaluation based on respondents’ feedback.

Additionally, the weighted mean will be calculated to

determine the average rating for each system quality
criterion. These results will be interpreted using predefined
qualitative descriptions to assess the system’s quality
attributes based on ISO/IEC 25010 Software Quality Standards.

ETHICAL CONSIDERATION

During the course of the study, the researchers will

strictly adhere to the ethical principles. Participants will
be fully informed about the information regarding the aims,
methods, potential harm, and benefits of the study before
their participation, and will obtain voluntary and informed
consent.

The researchers will ensure that only authorized

individuals will have access to the collected data which will
be securely stored, guaranteeing confidentiality.
Participants will be informed that they have the right to
withdraw from the study at any time without penalty.

Any potential conflicts of interest will be addressed

with transparency, and the fairness and equality will be
upheld to ensure that participation is done in a fair manner,
regardless of their background and personal attributes. The
study will be conducted with integrity, respects, and a strong
commitment to protecting the rights and well-being of all
participants.
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 CURRICULUM VITAE

Ma. Cecilia M. Calantoc

#980, Prk. Amihan, Brgy. Barrera,
Cabanatuan City, Nueva Ecija 3100
[email protected]
09915278026 (Cellphone no.)

AGE
• 21 years old (July 05, 2003)

EDUCATION
• Elementary School – DepEd - F.A Reyes Memorial Elementary School (Batch
2010 – 2016)
• Junior High School – Nueva Ecija High School (2016 - 2020)
• Senior High School - Nueva Ecija High School – Senior High School (2020 –
2022)

• Tertiary Education – Nueva Ecija University of Science and Technology (2022 –

Present)

SKILLS
• Writing Poetry
• Musical Skills
• Computer Skills

LANGUAGES

• English
• Filipino
Alliah G. Alarcon
#261, St. Babao bana, Brgy. Sacdalan,
San Miguel, Bulacan 3011
[email protected]
09606913697 (Cellphone no.)

AGE
• 20 years old (July 15, 2004)

EDUCATION
• Elementary School Sacdalan Elementary School (2010 – 2016)
• Junior High School – Vedasto R. Santiago High School (2016 - 2020)
• Senior High School - Vedasto R. Santiago High School– Senior High School
(2020 – 2022)

• Tertiary Education – Nueva Ecija University of Science and Technology (2022 –

Present)

SKILLS
• Coding Skills

LANGUAGES

• English
• Filipino
Raisen S. Mauricio
Gumamela 2 St. Langla, Jaen,
Nueva Ecija 3109
[email protected]
09611904314 (Cellphone no.)

AGE
• 20 years old (May 13, 2004)

EDUCATION
• Elementary School – Langla Elementary School (Batch 2010 – 2016)
• Junior High School – General De Jesus College (2016 - 2020)
• Senior High School - General De Jesus College (2020 – 2022)

• Tertiary Education – Nueva Ecija University of Science and Technology (2022 –

Present)

SKILLS
• Communication Skills
• Computer Skills

LANGUAGES

• English
• Filipino