CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF STUDY

Computerization is defined as the control of processes by computers and its

peripherals. Today it would be difficult to think of any process business or action

that could not have profited from the numerous benefits of the computer system.

Controlling process or devices with computer started long ago since the invention

of computer. In the 20 th century inventors tried to make processes easier with the

use of computers. Secondly computerization has been greatly applied or used in

controlling process that requires frequent action such as drug procurement drug

management drug tracking and drug distributions in hospital management

information system in pharmacy departments of hospitals.

This project which is drug procurement and distribution tracking system provides a

computer based information management system in a Pharmacy Department of the

University of Nigerian Teaching Hospital (UNTH) Enugu by designing a cost

effective user friendly application incorporating key attributes of data integrity

and system security suitable for use in the pharmacy department of the hospital

using Microsoft Access software in developing the database and visual basic as the

programming language. The overall aim of this project is to optimize time and

material in the processing of data needed for effective operation of large pharmacy

department of a hospital. By this approach data integrity data redundancy and

consistency will be ensured.

Drugs are the chemical substances that are administered to patients for curative

purposes and prophylaxis. It can also be known as a medicine because it is the

essential part of peoples care.

The ability of the computer to store and retrieve information at a very fast and

efficient rate makes its application useful in management operations. Drug

management involves drug procurement drug distribution drug tracking and its

information management. Drug distribution is concerned with distribution of drugs

within the different medical units or departments in a hospital while drug

procurement is concerned with the purchasing activities of the drugs by the

pharmacy department of the hospital. In the same vein drug tracking is concern

with the continuous monitoring of the actual quantity of drugs held in the hospital

pharmacy or any other drug warehouse /store. It also controls the stock level.

Pharmaceutical unit in a hospital is concerned with drug management activities.

They carry out the responsibility of making appropriate selection and drugs used

by formulating an annual monthly weekly or daily list of drugs requirement and

management reports. However in some hospitals today some pharmacists still use

the manual system of operation which can lead to inappropriate drug management

errors due to problems of handling voluminous file within a short period of time.

This could make data to be easily inaccessible and also delivery of drugs can lead

to misplacement of patients’ files.

1.2 STATEMENT OF PROBLEM

Drug procurement tracking distribution and information management in this

regard are routine processes carried out in various hospitals across Nigeria. It is a

common place to observe that these routine processes are still preformed manually

or are minimally computerized even in our Teaching Hospitals. This manual

approach to these routine operations has a lot of problems associated with it

ranging from poor handling of drug data of patients lack of good storage

information system for drugs and drug dispensary delays to the difficulty in

retrieving information on drugs and patients’ records. In view of all these

problems it becomes necessary to develop a computer based drug information

management system and distribution tracking system. This is what this research

project is set to address by computerizing the routine processes in our hospitals and

in particular that of Pharmacy Department of UNTH Enugu.

1.3 OBJECTIVES OF THE STUDY

The aim of this research project is to design and implement a computerized drug

information management system drug procurement and distribution tracking

system. This includes:

(i). To order for drugs without mistake of procuring more than required.

(ii). To take good stock of drugs.

(iii). To prevent dispensary of expired drugs

(iv). To ensure accurate keeping of records of drugs

1.4 SIGNIFICANCE OF THE STUDY

The benefits derivable from this work include the following:

(i) It will provide reliable healthcare services.

(ii) It will guarantee hospital management and patients of genuine and safe

drugs.

(iii) It will ensure an efficient and standard drug dispensary system.

(iv) It will provide a data base for stock taking of drugs procured and

dispensed any moment.

1.5 SCOPE OF THE STUDY

This research work will cover only the Pharmaceutical Department of the

University of Nigerian Teaching Hospital (UNTH) Enugu. It will present an up to

date and comprehensive design of the following:

(i) Planning and control system which includes inventory control and drug

distribution

(ii) Drug procurement procedure in a hospital.

(iii) The expiry status of each drugs at any point in time

(iv) The Database of all kinds types and names of some drugs that would be

store and operate on.

1.6 ASSUMPTION

It is assumed that all the information gathered with the respect to inventory control

is correct as implemented by the university of Nigerian teaching hospital (UNTH)

Enugu.

1.7 LIMITATIONS OF THE STUDY

1. Time constraint; There is limited time go and meet the hospital pharmacist for

proper information.

2. Due to the sensitive nature of organizational information there was reluctance to

release vital information which may jeopardize the security of the organization.

1.8 PROJECT REPORT ORGANIZATION

This research project covers almost all you need to know about drug procurement

and distribution tracking system. Chapter one is the introduction and it covers the

statement of problem objectives of the study significance of the study scope of

the study assumption limitations of the study and definition of terms.