Drug procurement and distribution tracking system is a set of computer programs that obtains the supplies of drugs, distribute the drugs and monitors the inventory control of the drugs. Using the pharmaceutical department of Port Harcourt University teaching hospital as a case study, the department using manual method to operate lacks good storage of information system for drugs. Recording system tends to be complex and the method of tracking expired drug is poor. The good approach to this problem is to involve the use of computer by designing the form, using Access in developing the database and Visual basic as the programming language, to enable keeping accurate record of drug and prevent sales of expired drug. This guarantees the people’s right to good health care and ensures that drugs received are genuine and safe.

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. Chapter two is the literature review; it gives the detailed meaning of every associated word in my topic. Chapter three is the design and methodology; this involves the operation of the existing system and the method used. Chapter four is the system analysis and implementation; which talked about the operation of the proposed system. Chapter five is the summary, recommendation and conclusion.