SRS of DDMS - Kerala Medical Services Corporation Ltdkmscl.kerala.gov.in/media/SRS of DDMS.pdf · Stock Monitoring Management Information System Sample to Quality Control ... The

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SOFTWARE REQUIREMENT SPECIFICATION DDMS

1.1. Overview of the SRS

This Software Requirement Specification is based on the feasibility study report on

the implementation of Drug Distribution Management System for the Kerala Medical

Services Corporation Limited, Government of Kerala. The Analysis Phase of the

project done using the Structured Systems Analysis Technique results in two Models

of the existing and proposed system as follows:

1. The Essential Environmental Model of the System which describes

various aspects of the interfaces of the System with various

external entities with which the level sub-systems of the System

but does not go into the internal working of the System itself. The

Data Model of the System is also shown using Flow Diagram and

Data Structures.

2. The Essential Behavioral Model of the System, which describes

the higher level internal behavior of the Proposed Logical System

in response to the inputs while generating the outputs. This Model

does not go into implementation specifics of the Proposed Physical

System. In this model the System is partitioned into processes and

high-level process specifications giving the requirements for each

process are given. This model is documented using detailed

Process Specifications.

This Software Requirement Specification documents the System in

terms of the above two models and is divided as follows:

1. Introduction to the System and gives the Scope of the system and

various Inputs and Interfaces.

2. Contains the Essential Environmental Model of the System viz.,

the Data Model and the Process Model of the System but only

exploded down to the level of the Flow Diagram. This section is

adequate, by it, to provide the broad specifications of the Drug



Distribution Management System but needs to be more detailed as an

input to the Analysis Phase. Some of the specification tools used in

various sections of this Chapter include the Flow Diagram, Process

Flow. Essentially, this Chapter gives a highly non-procedural view

of the system functions. This Section also describes the users’ level

of computer literacy and the constraints imposed on the System

Requirement Specifications by these and other factors like safety and

security considerations, standards compliance, hardware limitations

etc.

3. Describes the Essential Behavioral Modes of the Drug Distribution

Management System including Detailed Process Specifications using

Structured English.



1.2. Purpose of the SRS

This Software Requirement Specification (SRS) document is intended to

completely specify the requirements for computerization of the Drug Distribution

Management at KMSCL, Kerala. This document is prepared based on the discussions

held with various users at the head office, studying the present system and the

feasibility study report on the implementation of DDMS. This SRS is expected to

serve the following purposes:

1. To document the functions, which the proposed computerized system is

expected to perform without actually going into the implementation details of

the system or even into the entire understanding of details of the Proposed

Logical System.

2. To serve as the basis for further discussions on the Functional Requirements

of the proposed system so that any changes desired by the users can be

incorporated in the SRS itself.

3. To serve as the Input Document for the Design Phase of the Project - the

results of the Design Phase must be consistent at the top levels with this SRS.

4. To serve as the basis for monitoring the progress of the entire project.



1.3. Assumptions and Dependencies

It is assumed that

a) Accurate data will be collected and fed into the system

b) PC’s will be available up to sub-division level

c) Users would be having sufficient knowledge required to use the

system

d) The user will provide all necessary infrastructure support.



1.4. Proposed System –An Overview:

About Drug Distribution Management System (DDMS):

The DDMS is the abbreviation of Drug Distribution Management System,

which has been successfully working at Tamilnadu Medical Services Corporation

since 1994 and following the success of the Tamilnadu model, there has been wide

coverage of the salient features of the model in many of the international forum

especially, the publication of the model is monitored by WHO. In the extension of the

Tamilnadu Implementation, Government of Orissa, which successfully implemented

with the aid of DFID and the Government of Uttar Pradesh also with the aid of World

Bank, has implemented a similar model.

Ever since the implementation of the system Government of Tamilnadu could

save considerably in the drug budget. Also the quality and reliability of the medicines

issued in all Government facilities has been very high.

The entire system is being harnessed with technology of modern IT and the

rational drug policies of the WHO. This model is essentially based on the network of

all levels of activities in the health sector with drug being the entity, which has

relation in all the services.

The DDMS system is a centralized monitoring and control of procurement and

distribution function. The DDMS automates the following functions.

1. Identification of Drugs

2. Forecasting

3. Tender Processing

4. Order Processing & Scheduling

5. Supply Monitoring System

6. Passbook Utilization System

7. Stock Monitoring System

8. Quality Control

9. Bill Processing

10. Management Information System

11. Warehouses Information System



The process of forecasting is automated, from which the previous

consumption for each facility can be easily calculated. Further, the tender quantity for

floating the tender can be calculated.

Once the tender details are entered into the computer, the system automatically

finalizes the L1 rate. The System will generate the tender minutes, which contains the

details of each drug with supplier and their rate. An option for L1 rate matching is

also available.

The system maintains the details of the order placed with the supplier and the

distribution of drugs to the Warehouses. The System will generate purchase order

format and the distribution schedule. Once the order is placed with the supplier, the

supply will be made directly to the Warehouses.

The daily transactions at the warehouses such as receipt from supplier, transfer

of drugs, drugs issue to facility, issue to Quality Control, transfer and other details are

entered into the computer. A Passbook system is used to maintain the value of the

drugs when an issue occurs every time at the warehouses. Similarly, separate entry is

provided for issuing the drugs to the Quality Control. The system will generate a

Material Received Certificate (MRC) report for the supply, being made by the

supplier. These transactions and the MRC report should be sent to the Head Office

through floppy or Internet on daily basis. The entire information on purchase, supply,

issues and stock status at the Warehouses are made available at the head office.

The data received from Warehouses are collected and warehoused into the

Head Office system and processing the transaction details of all the Warehouses, the

system will reflect the current stock status in all Warehouses. The MRC sent by the

Warehouse is entered into the computer. Further, the system will produce the total

value of utilization against each Passbook. It will give the accurate consumption of

each drug and also the budget to be allotted for procurement of drugs in the next

financial year.



The sample of drugs, which are sent for testing for Quality Control, is

maintained separately. The system provides an automatic sample code for each drug

and samples are sent to the lab for testing. The result of each drug is entered into the

computer soon after the result is received from the lab.

After supplying the drugs to the Warehouses the supplier will raise the invoice

and submit the invoice at the head office. The details of invoice such as invoice

number, purchase order number, amount etc are entered into the computer. The

system automatically processes the Invoice details and MRC details and generates a

sanction order automatically for the bills that could be passed. And getting approval

from the finance department the system will generate sanction orders automatically.

While preparing sanction order the system checks with the Quality Control System for

the result of the batch supplied by the supplier. The payment will be stopped in case

of failure of drugs.

The MIS is a powerful report generating system and produces a variety of

exceptional reports, which will help in effective decision-making by the management.

Drug Distribution Management System (DDMS) developed for KMSCL, will be

carried out by using:

• MS Visual C # .Net as Front End

• Oracle 10g as Back End

• MS Windows 2008 (Enterprise Edition) as Server &

• MS Windows Vista as Nodes.

The system is a user-friendly Client/Server Architecture in which the programs

are controlled and maintained by a computer, which is known as the Application

Server installed at the Head Quarters and from that connectivity is drawn to the

various Nodes/Terminals at the Head Office. The Warehouses are provided with

systems, which will act independently and data will be transferred to the Head Office

through Internet via modem connectivity. The software is developed to modify and

simplify all the existing procedures being followed now with total ease to operate on

any combination of details.



System Flow Diagram for DDMS

Supplier Bill Processing

Payment to Suppliers

Invoice from Suppliers

Payment to Labs

Identification of Drugs

Based on demand & Budget (Presently)

Arriving Tender Quantity

Tender Processing

Order Processing (Distribution &

Scheduling)

Supply Monitoring

Order Details to Warehouses

Warehouses Information

System

Drugs from Supplier & Other Sources

Indents raised from Facilities

Distribution to Facilities

Stock Monitoring

Management Information

System

Sample to Quality Control

Samples Sent to Lab for

testing

QC Test Results

Passbook Utilization

Invoice from Testing Lab

Lab Bill Processing

MRC from Stores

Essential Drug List

Passbook Budget Details from HO



1.5. Objectives of the proposed system:

� To adopt a streamlined procedure for the centralized procurement, storage and

decentralized distribution.

� To procure and stock quality products at low costs

� To arrive at the exact requirements of each center in the state by adopting

consumption study.

� To ensure adequate savings in the Drug Budget by efficient forecasting

system.

� To ensure ready availability of all essential drugs throughout the State

� To ensure adequate savings in the Budget by efficient forecasting system’s.

� To achieve Constant quality control monitoring of drugs

� To enhance public service by providing excellent management control.

� To avoid totally the expiry loss of drugs



1.6. Scope of the Proposed System

The scope of the SRS is to provide a detailed document on DDMS (Drug

Distribution Management System) for KMSCL, Kerala at 2 levels (Head Office at

Trivandrum and 14 warehouses across the state). DDMS will provide all

functionalities regarding all activities related to KMSCL and all 14 warehouses

located at Trivandrum, Kollam, Pathanamthitta, Alapuzha, Kottayam, Idukki,

Ernakulam, Thrissur, Malapuram, Palakad, Kozhikode, Wayanad, Kannur and

Kasargode. The proposed system will have integration with all the subsystems. And

further it will have an interface to suit the other external system.



1.7. Features of The DDMS

The proposed DDMS will have the following capabilities / performance criteria:

1. Online validation of fields and context-sensitive help will be provided for data

capture in the entry screen and at report levels. Online help includes both help

messages as well as pop-up menus for field value selection.

2. Properly designed interfaces between processes, subsystems and systems of

DDMS to minimize duplication of data capture while ensuring the availability of

common data to all processes which require it, irrespective of the module,

subsystem or system to which the processes will belong to.

3. User-friendly, menu-based access to all processes in the system with different

access paths for different users to ensure the easiest possible access to all users.

4. Parameter-driven reports for operations and for MIS purposes.

5. Pre-defined and user-definable queries for general and specific inquiry purposes

for all modules.

6. A comprehensive, integrated, password-based system of security for all categories

of users on the system wherein each user has access to those processes and sub-

processes required for the user’s workflow.

7. Availability of all Reports immediately after data capture and validation.

8. A guaranteed pre-defined level of quick response time for answering queries and

for generating Reports once the requisite data has been captured and validated.

The actual level of response time will be fixed after a detailed study of the process

logic and volumes of data being processed in the queries and reports.

9. An integrated, normalized, relational database will be maintained for the entire

DDMS ensuring availability of common data across modules or subsystems or

systems as required.

10. All Data entry processes are Form based

The forms will have all or any of the following operations to facilitate the user:



1. Insert

2. Update

3. Query

4. Delete

5. Save

6. Cancel

7. View

In the Insert Mode the process accepts all the inputs and all the display

objects. The inputs and the modifiable objects can be edited any number of

times. If the Process involves the master (header) and the detail records, then

for a master record, the corresponding records can be entered one by one. The

detail captured by the process is stored into corresponding table only after the

process is saved.

In the Update Mode, the user is able to modify the existing data if needed and

can be updated to the tables. But this Mode will permit the user and restrict him

based on the security access provided.

In the Query mode the form captures the key field for which the corresponding

details of the record to be displayed. These displayed details can be modified.

The modified details can be reflected only if the save operation is performed.

Delete operation is used to remove a particular detail (record). In the delete

mode the form will accept the key field of the detail and on confirmation the

corresponding record will be deleted.

Save operation is used to post the transaction made by the process. That is, the

inputs entered are recorded and captured using the save operation.

In Cancel mode the operation can be nullified, that is if the user is in the insert

mode and after capturing some data if he wants to nullify the operation it can be

done using the cancel operation



In View mode, the details can be browsed. That is the details of a particular

record or all the records can be viewed. In view mode the details cannot be

modified.



1.8. User Characteristics

The users of the Drug Distribution Management System (DDMS) can be divided

into three categories:

♦ System Administrators

♦ Developers and Software Maintenance personnel

♦ User Department personnel

System Administrators will perform the following functions:

♦ Backup and Recovery

♦ Restart Procedures in case of System Failure

♦ Control of Security and Access Privileges

♦ Space Management on the system

♦ Database Administration

♦ System performance Monitoring and Fine Tuning

Developers and Software Maintenance personnel will perform the following

functions:

♦ Modifying the Software to suit changing user requirements

♦ Corrections of any bugs noticed in the software after the

Parallel run due to unforeseen data patterns etc.

♦ Enhancements in the Software Functionality which may be

required as the scope of the system keeps growing

User Department Personnel will perform the following functions:

♦ Data Entry of various source documents on the computer

♦ Generation of various documents on pre-printed stationery

♦ Generation of various operational and MIS Reports

♦ Pre-defined Queries on the database



User Characteristics

The above categories of users will be provided user-friendly, menu-driven

Environments with context-sensitive online help for performing their respective

functions as listed above. The users will also be given adequate training to enable

them to perform their respective functions effectively and efficiently.

Of the above three categories of users System Administrators and Developers

and Software Maintenance personnel will most probably be experienced

professionals and hence their training will be only specific to the Hardware and

Software Platform on which DDMS is implemented and to the Specifications of the

DDMS Software itself.

User Department personnel will require more intensive introductory training on

computers, the use of online systems, and on the use of the programs to which they

have access.

System Administrators Developers and Software Maintenance personnel

User Department personnel

• Backup and Recovery

• Restart Procedures in

case of System Failure

• Control of Security and

Access Privileges

• Space Management on

the system

• Database Administration

• System performance

monitoring and Fine

Tuning

• Modifying the Software

to suit changing user

requirements

• Corrections of any bugs

noticed in the software

after the Parallel run

due to unforeseen data

patterns etc.

• Enhancements in the

Software Functionality

which may be required

as the scope of the

system keeps growing

• Data Entry of various

source documents on

the computer

• Generation of various

documents on pre-

printed stationery

• Generation of various

operational and MIS

Reports

• Pre-defined Queries on

the database



Functionally the users will be classified by the Section to which they belong

and even within a section individual users may be restricted to only certain

programs which they require or even to only certain modes of certain programs like

Insert mode, Update mode, Delete mode or Query mode.



1.9. Software System Attributes

1.9.1. Reliability

System will have the provision to enforce the business rules, integrity checks

etc. to minimize erroneous data entry. The users will be provided with adequate

online HELP facilities and dialog box messages.

1.9.2. Availability

Relatively high up time is not required for the system. Availability of network

is crucial for effective communication and proper working of the system.

1.9.3. Maintainability

The application system should be divided into various sub-systems as per the

functions performed at various levels. Further, within a level, functional areas and

ease of operation should also be considered.

1.9.4. Extensibility

The Application software can be extended in future as the need arises. This

can be achieved by proper modularization.



1.10.Technical Architecture

Client Server computing provides the capability to use the most cost effective

user interface, data storage, and connectivity and application services.

1.10.1. Client

The client in the client/server model is the desktop workstation. The client is

primarily a consumer of services provided by one or more server processors. Provides

presentation services such as User Input, Final Output, etc. Each Warehouse and the

Head Quarters will have client workstations where the applications for local

requirements are installed.

1.10.2. Server

Server provides and controls shared access to server resources, Servers

provide application, file, database, print, fax, image, communications, security,

systems and network management services. In each level, a server can be placed. All

the client nodes in each level will be connected to the servers at each level.

1.10.3. Recommended Network & Communication

The Network and communication strategy can be decided based on the

following factors. The design of the applications and the architecture will also

influence these factors. It is recommended that once the strategies for software and

hardware architectures are firmed up, the network strategy can be planned.



1.10.4. The following points are a summary of the proposed technical

architecture:

1.10.4.1. Recommended Hardware Platform – KMSCL H.O

Any existing hardware with the following configuration could be used for the internal connectivity and also for establishing network connectivity with the Districts. In order to establish Remote Access Services between the Head Office and Districts, the following set of hardware configuration should be procured. Also the introduction of following network components will ensure faster data transfer & inter connectivity between Head Office and Districts.

a) Server & Nodes

SL.

No.

Details Nos.

1 SERVER

IBM/HP/COMPAQ/WIPRO Single Xeon DP Processor @ 2.4 GHz, 512 Kb Cache Memory, Dual PCI Bus, Flash, Plug & Play Bios Mini Tower, 2* 512 Mb ECC DDR Ram (1 GB ECC DDR), Expandable Up to 12 GB, 3*36.4 GB Ultra 320 Ultra SCSI Drive(Hot Swap), Ultra 320 SCSI Disk Adapter- Dual Channel, 1.44 Mb 3 ½ ‘’ Floppy Diskette Drive, 48x Or Higher IDE CD- Writer Drive, Integrated Wake On LAN 10/100/1000 Mbps Ethernet Card, 3 PCI, 1 AGP Expansion Slots, 2 Serial,1 Parallel, 2 USB, Keyboard, Mouse With Pad, Dual Redundant Power Supplies, 15’’ Non- Interlaced Color Monitor.

2

2

IBM/HP/COMPAQ/WIPRO/ACER Pentium IV @ 2.4 GHz or Higher, 533 MHz FSB, 256 MB DDR RAM, 512 KB Std and Maximum L2 Cache, Integrated Extreme 32 MB RAM, 40 GB ATA 100 Hard Disk Drive (7200 RPM), 845 G Chipset, 1.44 MB Floppy Disk Drive, 48 X or Higher IDE CD ROM Drive, 4 USB Ports, Two 9 Pin serial, parallel, 104 Keys Keyboard, Mouse, Integrated 10/100 MBPS, 15” Non- Interlaced Color Monitor, MicroATX Form Factor, Microsoft Windows XP Pro Preloaded with Media

9



b) Peripherals

1) UPS (APC/Aeon/Compact) a) ONLINE 5 KVA with 1 Hour Backup

UPS 1

b) 1 KVA Line Interactive UPS 5 2) Wipro LQ + DX Gold DOT MATRIX

PRINTER 5

3) HP 2300D LASER PRINTER 1

4) Zyxel 64/128 KBPS omni.net prestige with ISDN Router MODEM

1

5) D-Link 16 PORT (Unmanaged) SWITCH 1 6) UTP cable, RJ connector, Information

Outlet, Patch Card, PVC Channel Etc. -

1.10.4.2. Software / Tools Recommended for Development:

SYSTEM SOFTWARE

1 WINDOWS 2008 SERVER Ent. Edition with one media 25 client access lic.(for main server)

2

2 WINDOWS 2008 SERVER addl. Server Lic.

3. MS – OFFICE 2007 Standard Edition. With One Media

10

5 ORACLE 10g STANDARD EDITION with server license. For single processor with media and 10 USERS with one year ATS

1

6 ORACLE 10g STANDARD EDITION with Additional. Server license with one year ATS

1



1.10.4.3 Recommended Hardware Platform – Each Warehouse

SL.

No.

Details

1. STANDALONE COMPUTER

I IBM/HP/COMPAQ/WIPRO/ACER Pentium IV @ 2.4 GHz or Higher, 533 MHz FSB, 256 MB DDR RAM, 512 KB Std and Maximum L2 Cache, Integrated Extreme 32 MB RAM, 40 GB ATA 100 Hard Disk Drive (7200 RPM), 845 G Chipset, 1.44 MB Floppy Disk Drive, 48 X or Higher IDE CD ROM Drive, 4 USB Ports, Two 9 Pin serial, parallel, 104 Keys Keyboard, Mouse, Integrated 10/100 MBPS, 15” Non- Interlaced Color Monitor, MicroATX Form Factor, Microsoft Windows XP Pro Preloaded with Media

2. PERIPHERALS

i) UPS 500 VA (APC/Aeon/Compact) ii) Wipro LQ + DX Gold DOT MATRIX PRINTER iii) D-Llink 56KBPS EXTERNAL MODEM

3. SYSTEM SOFTWARE

i) MS – OFFICE 2007

ii) Oracle 10g Personal Edition

4. COMMUNICATION NETWORK

i) TCP/IP Internet Account 500 Hours



1.10.4.5. Software / Tools Recommended for Development:

SYSTEM SOFTWARE

1 WINDOWS 2008 SERVER 1

2. MS – OFFICE 2007 1

4 ORACLE 10g STANDARD EDITION 1

The proposed System will be developed in Visual C#.Net as Front End for Data

Capturing and this act as client-tier, under Microsoft Windows Platform. In the client

server approach Oracle 10g -Server Database resides in the Database Server and hold

the data and all the Backend processing will be done at the database server and

service the client’s request.

The client communicates with the database through front-end programs. The

reports will be generated using Crystal Report and a facility to build the dynamic

report can be provided based on the parameters chosen. The User Interface provides

increased flexibility, user friendliness and ease of operation; even a layman can easily

operate without any assistance.

1.10.4.6 Standards & Security

The Standards will be maintained through all the phases of the Software

Development Life Cycle. Security is a subsystem, which acts as main role across

different levels of users. We provide very high-level security at Application level,

Database level and at Internet level secure environment. Good Backup and Recovery

system is also a vital part, which is effectively handled.

1.10.4.7. Support

On-line technical support will be available through e-mail, telephone or fax 24

hours a day, 7 days a week, 365 days a year. On-site support is also possible on

request, after the warranty period.



EDP CMSD

UPHSDP

1.10.5. Network Architecture

SERVER

(EDP)

Node 1 Node 2 Node 1

Node 2 Node 3

Node 3

Node 1 Node 2



2.0. FUNCTIONAL REQUIREMENTS

The main objectives of the Drug Distribution Management System would be

rationalizing procurement and distribution of Drugs and Medicines, Suture and

Surgical to all Government health Facilities in Kerala. For this purpose the following

procedures have to be undergone:

� Identification of Drugs and Medicines, Suture & Surgical to be procured and a

list could be made with proper codification.

� The list of suppliers who will supply the medicines etc. will have to be

prepared.

� The Details of the In-patients and Outpatients of each facility should be

obtained.

� Based on the patient’s details the approximate annual requirements of each

item of drugs and medicines per facility should be obtained from the facilities.

� The requirements so obtained should be consolidated to find out the annual

consolidated requirements for each item.

� On arriving at the total requirements, tenders have to be floated for each of the

items.

� The tender details should be processed to finalize the suppliers who would be

required to supply the drugs.

� The Warehouses where the Drugs and Medicines etc. are to be stored has to be

identified.

� Based on the Storage capacity of the Warehouses the Requirements have to be

met through regular Order Processing.

� Orders are to be placed with these companies periodically for each of the

items.

� The supplies have to be constantly monitored to control the supplies and

maintain stock.

� Random samples of supplies have to be sent for Quality Check and details of

Quality Check have to be incorporated.

� For this purpose, a set of Quality Control agencies are to be finalized and the

samples to be sent to these labs should be randomly generated by the system.



� The facilities are to be allocated Pass Books wherein their annual requirements

and Quarterly requirements are fixed so that facilities are not allowed to draw

more than their allocated requirements.

� Within their allocated budgets, the facilities have to place indents for drawing

drugs etc.

� Based on the availability of Stock, the indents will be processed to regulate

supplies on an equal basis to all facilities.

� The constant stock monitoring enables to order stock required for a period

only and helps in saving of storage space.

� Based on the consumption pattern of the facilities the reordering of stocks

could be effectively done.

� Based on supplies made the bills of the suppliers are processed to enable quick

and speedy bills passing.

� All the information so gathered is processed to generate powerful MIS reports

and exceptional reports.

b) Requirements from User:

In order to process the above functions the following data is required from the user

� Drug and Medicines List to be procured.

� Drug and Medicines List of High Value and Low value items.

� List of the important conditions in the tender document.

� List of criteria to select a bidder.

� List of Bidders participated in the current tender with separate identification

such as Old Bidder and New Bidder.

� Black Listed supplier list

� Requirements of Annual Budget, facility wise budget.

� Drug wise Tender Quantity to be procured for the current year.

� Address details of warehouses/facilities.



3.1. PROPOSED SYSTEM – in Detail

3.1.1. Identification of Drugs and Medicines, Surgical and Sutures:

Essential drugs are those that are deemed to satisfy the health care needs of the

majority of the population and that should be available in the appropriate dosage

forms and strengths at all times. It became clear that an essential drugs list could

make better use of limited financial resources. The essential drugs concept was

growing into a practical policy. It is very essential to list out the drugs that will have

to be procured. The drugs should be identified by generic name not by the product

name. The drugs, which are necessary or essential to the patients, will be identified

and added to the essential drug list. In addition to this, identification is required for

the high and low value items. This information would be useful in efficient

forecasting of drugs and medicines. Once a list of essential drugs is prepared the

drugs have to be categorized under various groups. After finalizing the grouping, a

unique code number will be given to the drugs, surgical and sutures. It helps to

identify the drugs properly and efficiently. Moreover retrieval could be faster.

3.1.2. Advantage

• The rationale for selecting a limited number of essential drugs is that it may

lead to better supply; more rational use and lower costs.

• Generic drug products are often cheaper than products sold by brand name.

3.1.3 Sample Inputs

3.1.3.1. Sample Inputs Grouping of Drugs

Slno Field Names Description

1 Group Code Code set out automatically for every Group 2 Group Name Name of the Group

** Drugs are grouped into their various categories. A separate group code will be

given in order to identify to which the drugs is belongs to. And their group name is

also fed into the computer.



3.1.3.2. Sample Input for Drug Codification Slno Field Names Description

1 Drug Code Code set out automatically for every Drug 2 Drug Name Name of the Drug 3 Strength Strength of the Drug 4 Unit Unit of the Drug 5 Group Code Group code for which the drugs belongs to 6 Active Flag Whether the drug is presently available in the list or

deleted from the list

** Drug codes are based on generic name and for convenience, based on strength

separate codes will be given for each drug. The above necessary details are entered

into the computer at the time of finalizing the drugs to be procured. This will enable

in easy retrieval of group wise drugs.

3.1.4. Sample Reports Generated Slno Name of the Report Purpose Detail involved

1 List of Drugs Produces a report that

contains the list of drugs

available in the essential

drug list.

1. Drug Code

2. Drug Name

3. Strength

4. Unit

2 Deleted Drug List Produces a report that

contains the drug list that are

deleted from the drug list

1. Drug code

2. Drug Name

3. Strength

4. Unit

3.1.5. Sample Report Formats with sample data 3.1.5.1. List of Drugs

Slno Drug Code Drug Name Strength Unit

1 D01 Aspirin 100 mg 10 X 10



2 D23 Ranitidine 150 mg 10 X 10

3 D33 Ranitidine 300 mg 10 X 10

3.1.5.2. Deleted Drugs

Slno Drug Code Drug Name Strength Unit

1 D11 Tiecoplanin 200 mg Amp

2 D12 Acyclovir 800 mg 10 X 10

3 D13 Itraconazole 100 mg 10 X 10



3.2.1. FORECASTING

Qualitative Forecasting methods are those that use judgment, surveys, or

comparative techniques to produce estimates about the future. Sometimes these

forecasts emerge from an individual.

The current year requirement of Items will be ascertained from data based on

the previous years consumption details. The warehouses will receive and consolidate

report from both the indenting institutions and the packaged institutions, which

prepares Indents based on the requirements of the Materials and sends the same to the

Head Office. The requirements of Items are broadly classified in the Indents are

conveniently grouped. Applying forecasting techniques and methods to process the

data obtained. Over the period of use, this information system helps in getting timely

reports about consumption from the various warehouses and also consolidated

statement of Item wise requirement for the whole state. Using certain mathematical

models process this information further and the values are worked out based on the

day-to-day transactions. Every month the consumption values are updated to achieve

optimum consumption pattern. By using ABC analysis it is also possible to find the

Fast Moving Items, Slow Moving Items and Non Moving Items, High Value and Low

Value Items. From the above study, it may throw light on some drugs moving faster

in one-district warehouse and slower in another district warehouse.

It is required initially to work out the requirements of the Facilities so that

adequate stocking of drugs in the drug warehouses can be ensured. While these

figures are used in the beginning, the procurement of drugs will be on actual

consumption pattern in due course of time.

This approach may need policy level intervention and advocacy at all levels of

service delivery.



3.2.2. Advantages:

� Easy to find out the Fast Moving, Slow Moving and Non Moving Items

� Calculate the approximate annual budget requirement for each warehouse.

� Calculation of approximate required quantity for each facility is possible.

3.2.3. Constraints:

1. Availability of at least last one year consumption of data or if possible data for

the previous three years consumption.

2. Data collected from district warehouses should not be inflated and must be

accurate.

3. The previous year’s consumption data must be collected well in advance of

floating of tenders for procurement of drugs for the present year.

3.2.4. Performance:

The performance of the forecasting sub-system depends entirely on the

availability of the consumption of drugs of previous years. Hence in the first year of

computerized forecasting, given the data for at least the previous one year, the system

can achieve 70-80% performance, which would be further optimized in the following

years.



3.2.5. System Flow Diagram for Forecasting

Requirements/Consumption from PHC’s &SC’s

Requirements/Consumption from CHCs Requirements/Consumption

from Taluk Hospitals

Requirements/Consumption from Medical Institutions

Requirements/Consumption from District Hospitals

Consolidated District wise/Item wise Overall

Requirements/Consumption

Forecasting

Arriving Tender Quantity for all drugs

Consolidated state/Item wise Overall

Requirements/Consumption



3.2.6. Sample Inputs to the forecast includes the details of

1. In/out Patient details recorded in the entire state

2. Previous year consumption

3. Drug wise intended and consumption

4. Each facility’s requirements and the consumption

Based on these information applying linear forecasting models, which are built

in to the system the requirements are arrived at. These values may then be

identified facility wise.

3.2.6.1. Particulars of various Slno Field Names Description

1 Warehouse Code Code set out automatically for every warehouse 2 District Name Name of the District 3 Address Address of the warehouse 4 Pin code Pin Code of the warehouse 5 Phone Phone Number of the warehouse 6 Email Email of the warehouse ** The Address of the warehouse is stored into the system. A unique code will be

given for each warehouse

3.2.6.2. Particulars of Each Facility Slno Field Names Description

1 Facility Code Code set out automatically for every Facility 2 Facility Name Name of the Facility 3 Warehouse Code Code of the Warehouse 4 Address Address of the Facility 5 Pin code Pin Code of the Facility 6 Phone Phone Number of the Facility 7 Email Email of the Facility

** The name and address of the all the Facility are stored into the system. A

unique code will be given for each Facility.



3.2.6.3. Item Requirements Slno Field Names Description

1 Facility Code Code set out automatically for every Facility 2 Facility Name Name of the facility 3 Drug Code Drug Code 4 Required Qty Quantity Required by the Facility 5 Remarks Remarks if any

** Facility wise the required quantity for each drug is collected for every year

and stored into the system to arrive the tender quantity.


1 Facility wise quantity

requirements

Produces a report that

contains the Facility wise

quantity requirements

1. Facility Code

2. Facility Name

3. Drug Code

4. Drug Name

5. Quantity Required

2 Warehouse wise quantity

requirements


contains the Warehouse wise


1. Facility Code

2. Facility Name

3. Drug Code

4. Drug Name

5. Quantity Required

3 Item wise quantity

requirements


contains the item wise


1. Drug Code

2. Drug Name

3. Quantity

Required



3.2.8. Sample Report Format with sample data:

3.2.8.1. Facility wise quantity requirements

Facility Code and Name : 1 / Trivandrum Facility

Slno Drug Code Drug Name Qty Required

1 D01 Aspirin 50,000

2 D10 Paracetamol 10,00,000

3 D11 Aluminum Hydroxide 10,00,000

3.2.8.2. Warehouse wise quantity requirements

Warehouse Code and Name: 1 / DW, Trivandrum


1 D1 Aspirin 10,00,000

2 D10 Paracetamol 1,00,00,000

3 D11 Aluminum Hydroxide 1,00,00,000

3.2.8.3. Item wise quantity requirements


1 D1 Aspirin 1,00,00,000

2 D10 Paracetamol 1,00,00,00,000

3 D11 Aluminum Hydroxide 1,00,00,00,000



3.3.1.TENDER PROCESSING SYSTEM

Tender will be floated after arriving the tender quantity for the current year

based on the previous year consumption and the forecasting technique. The tender

details such as Bidder Name and address and other relevant details are fed into the

computer. This system will be suitably designed in order to adopt the KMSCL

tendering system, which follows a two-bid cover opening system i.e. (Technical Bid

and Commercial Bid). The issue and receipt of tender document will be entered into

the computer. Every Bidder will be provided with a floppy in which relevant details

of the drugs such as drug code, name of the drug, unit and the rate to be furnished will

be given. The Bidder should enter the rates for the drugs and should submit the floppy

along with the tender document. At the time of opening the bid cover, the information

in the floppy are transferred to the computer. The computer processes the data and

produces a report. The scrutiny team should compare the rates quoted by the bidder in

the tender document with the floppy.

In case, floppy get damaged or corrupted, the rates will be entered manually

into the computer. If there is any discrepancy between the rate quoted in floppy and

the tender document, the rate quoted in the tender document will be the final. After

completing all the process, the system will produce L1-rate for each drug. In case, if

the Bidder is rejected on technical grounds, the Bidder is L2 will be treated as the L1

for that particular drug. Further, an option for matching the L1-rate will also be

provided.

3.3.2. Advantages:

• Drugs can be purchased at competitive rate.

• More number of suppliers for each item

• No need to depend on particular supplier

• For many purposes, a low-cost drug was as good as more recent product at ten of

fifty times the price.

• Saving money by buying drugs at lower cost and by avoiding worthless or

fraudulent products would release funds to supply a much greater part of the

population.



3.3.3. Constraints

1. The quoting of rates by the Bidders in the CD should be made compulsory.

2. Data have to be entered manually in case the CD are corrupt.

3.3.4. Performance

Accurate and cent percent data received through floppies will allow the system

to process the tenders within a day.



3.3.5. System flow diagram for Tender Processing

Tender Quantity from Forecasting

Invite tender through Website & Press

Issue of Tender document along with Soft Copy (Price Schedule to

be entered by the bidder) Tender Amount Details

Receipt of Tender Documents

Bid Opening

Checking Criteria (Bid Security, Turn Over, Drug License, Client Certificate

etc.,)

L1 Rate Processing

Retrieving data from floppy

If floppy is Emptied/

Corrupted/ Damaged

Entering data from Bid document

Yes

No

Final Supplier List

L1 Rate Matching



3.3.6. Sample Inputs for Tender Processing

3.3.6.1. Tender Quantity Slno Field Names Description

1 Tender Code Code for the tender 2 Tender Year Year of the tender 3 Drug Code Drug Code 4 Tender Quantity Quantity to be tendered

** A unique code will be given to each tender called tender code and other details

like year of the tender, list of drugs that are going to be procured, quantity to be

tendered for that drug are entered into the computer.

3.3.6.2. Issue of Tender Document Slno Field Names Description

1 Tender Code Code for the tender 2 Tender Year Year of the tender 3 Tender Document No. Drug Code 4 Bidder Code Code set out automatically for every Bidder 5 Bidder Name Name of the Bidder 6 Address Address of the Bidder 7 Tender Amount Quantity to be tendered 8 New Bidder Whether the Bidder is new or old 9 Remarks Remarks, if any

** When issuing tender documents the details like tender code, year, number,

document number and Bidder details such as address of the Bidder, tender amount

etc., are entered. Every Bidder will be provided with a unique tender document

number for every tender from which tracing the bidder information is easier and

faster.



3.3.6.3. Tender Submission Slno Field Names Description

1 Tender Code Code for the tender 2 Tender Year Year of the tender 3 Tender Document No. Document number of the tender 4 Submitted Whether the Tender document is submitted or not

** The bidder when submitting the tender documents an entry will be made in the

system. This helps to find out whether the tender has submitted the document or not.

3.3.6.4. Sample Inputs for L1 Finalizing Slno Field Names Description

1 Tender Code Code for the tender 2 Tender Year Year of the tender 3 Tender Document No. Drug Code 4 Bidder Code Code set out automatically for every Bidder 5 Drug Code Code of the Drug 6 Rate Rate quoted by the Bidder ** When finalizing the L1-rates for the drugs the inputs such as document

number, drug code and rate are all entered into the system. After storing these data the

system produces the L1-rates for all the drugs that have been quoted by the supplier.




1 Bidder wise drug details. Produces list of drugs quoted

by the Bidder with rate –

Bidder wise

1. Bidder Code

2. Bidder Name

3. Drug code

4. Drug Name

5. Rate

2 Drug wise Bidder details. Produces list of drugs quoted

by the Bidder with rate –

Drug wise

1. Bidder Code

2. Bidder Name

3. Drug Code

4. Drug Name

5. Rate

3 Tender minutes Produces a report that

contains drug wise, rate in

ascending order

1. Bidder Name

2. Drug Code

3. Drug Name

4. Strength

5. Unit

6. Rate

7. Tender

Quantity

8. Amount



3.3.8. Sample Report Formats with sample data:

3.3.8.1. Bidder wise Drug details

Bidder Code and Name: B1/ Alfred Pvt. Ltd

Slno Drug Code Drug Name Unit Rate Quoted

1 D1 Aspirin 10’s 9.00

2 D2 Co-trimaxzole 10’s 14.00

3 D3 Paracetamol 10’s 11.00

3.3.8.2. Drug wise Bidder details.

Drug Code and Name: D1 / Aspirin

Slno Bidder Code Bidder Name Rate Quoted Remarks

1 B1 Alfred Pvt. Ltd 9.00

2 B2 Zydus 10.00

3 B3 Sipali 11.00



3.3.8.3.Tender minutes drug wise, rate in ascending order

Drug Code and Name : D1 / Aspirin

Strength : 100 mg

Unit : 10 X 10

L1 rate : 9.00

Tender Quantity : 10,00,000

Amount : Rs. 90,000

Slno Supplier

Code

Supplier

Name

Rate per

unit

Remarks

1 B1 Alfred Pvt. Ltd 9.00

2 B2 Zydus 10.00

3 B3 Sipali 11.00



3.4.1. ORDER PROCESSING SYSTEM

Once the L1-rate is finalized purchase order will be issued to the suppliers

who have quoted the L1-rate and those who have matched the L1 rate for the item. A

unique purchase order number will be given to the each item for each supplier. Along

with the order a distribution schedule is provided. The distribution schedule describes

the information of quantity for each warehouse. The distribution is done automatically

based on the consumption, current stock available at the warehouses and unexecuted

order for the warehouses. The supplier will supply the items directly to the

warehouses as mentioned in the distribution schedule. The supplier should deliver the

items within the stipulated time period. If the supplier is not able to supply the ordered

quantity within the stipulated period of time the order stands cancelled and the

supplier will be blacklisted for the forth coming tender. Extensions of time period will

be given to those who have not supplied the items within the time period, only if the

supplier provides a genuine reason. Every month a reminder will be sent to the

supplier if they have not started the supply within the stipulated time period.

In crisis situations, emergency purchases will be made from the local supplies

as per the rate quoted by them. The quantity to be purchased will be calculated based

on the available stock in the warehouse and the unexecuted quantity.

3.4.2. Advantages:

� Easy to monitor each and every item separately.

� A unique number for each order makes the system easy to identify whether the

supplier has supplied the item or not for that order.

� Easy to find out the total order quantity and supplied quantity

� Easy to monitor the unexecuted items and reminds the supplier to supply.

� No manual interaction is required for distribution.

3.4.3. Constraints

Order processing can be carried out only after the finalization of L1-rates.



3.4.4. Performance

Cent percent performance can be achieved by the system if the consignee list

and quantity to be supplied are already entered in the system.

3.4.5. System flow diagram for Order Processing

From Final Supplier Database

Placing orders with L1 Supplier

Distribution of drugs based on current stock and unexecuted stock

Generation of automatic Order along

with Distribution Schedule

Supply directly to Stores

If Order Amendments/Extension/

Cancellation

Information to Supplier

Information to warehouses through

Internet

Order Copy sent to Supplier

No

Yes



3.4.6. Sample Inputs for Order Processing 3.4.6.1. Sample Inputs for Purchase Order


1 Tender Code Code of the Tender 2 Purchase Order

Number Order No. Generated automatically for each order

3 Purchase Order Date Date of the order generated 4 Supplier Code Code of the Supplier 5 Total Quantity Quantity to be ordered 6 Remarks Remarks, if any

** Whenever an order is placed with a supplier, the system generates an

automatic unique running number. Other details such as order date, supplier code and

quantity to be ordered have to be mentioned. Rate will be taken from the L1-

finalization database and the system itself calculates the value of the order.

3.4.6.2. Sample Inputs for Quantity Distribution Slno Field Names Description

1 Warehouse Code Code of the Warehouse 2 Order No. Order No. Generated automatically for each order 3 Quantity Allotted Quantity Allotted for Warehouse ** Whenever an order placed with supplier, the system automatically generates

the quantity to be distributed to the warehouses. The automatic distribution will be

calculated based on the stock available on hand, unexecuted order and the

consumption of that warehouse. The system will also generate a uniform distribution

for all warehouse based on the consumption availability.



3.4.6.3. Sample Inputs for Order Cancellation Slno Field Names Description

1 Purchase Order Number

Purchase Order Number

2 Cancelled Date Date on which the order get cancelled 3 Remarks Remarks, if any ** In case of order cancellation, the order to be cancelled and the date of cancellation is stored into the system 3.4.6.4. Sample Inputs for Order Extension Slno Field Names Description

1 Purchase Order Number

Purchase Order Number

2 Last Date Date specifies that the order would have effect till that date

3 Remarks Remarks, if any

** Sometimes, an extension can be given to the supplier to supply the drugs;

these details are entered into the system.

3.4.7. Reports Generated

Slno Name of the Report Purpose Detail involved

1 Purchase Order –

Covering Letter

Produces a covering letter

to the supplier for the

purchase order

1. Supplier Name

2. Supplier Address

3. Drug Code

4. Drug Name

5. Strength

6. Unit

7. Rate

8. Total Quantity

9. Order No

10. Order Date

11. Rate

12. Amount

2 Delivery Schedule Produces a Delivery

Schedule to the supplier, it

indicates the warehouses

1. Supplier Name

2. Supplier Address

3. Drug Code



with quantity, where the

drugs to be supplied

4. Drug Name

5. Strength

6. Unit

7. Order No.

8. Order Date

9. Warehouse Name

10. Quantity allotted

for the Warehouse

11. Rate

12. Amount



3.4.8. Sample Report Format

3.4.8.1. Purchase Order Format (Covering Letter)

From

KMSCL,

Trivandrum

To

Alfred Company

1, First Street

Banjara Hills, Hyderabad

Purchase Order No. A0001 Date: 01/04/2004

Drug

Code

Drug

Name

Unit Strength Quantity Rate Amount

D1

Aspirin 10 X 10

Tabs

100mg 1,00,000 10.00 10,000

Terms and Conditions:

Authorized Signatory



3.4.8.2.Distribution Schedule

To:

Alfred Company

1, First Street

Banjara Hills, Hyderabad

Purchase Order No and Date: A0001 / 01/04/2004

Drug Code and Name : D1 / Aspirin

Strength : 100 mg

Unit : 10 X 10 Tabs

Order Quantity : 1,00,000

Rate : 10.00

Amount : 10,000

Slno Warehouse Name Quantity

1 Bangalore 20,000

2 Mangalore 20,000

3 Gulbarga 20,000

4 Davangere 20,000

5 Tumkur 20,000

Total Quantity 1,00,000 Tabs

Authorised Signatory



3.5.1. SUPPLY MONITORING SYSTEM

The supplier supplies the drugs at the warehouses. The data entered at the

warehouses are transferred to the head office. This system is used to monitor the

supplies being made by the supplier at the district warehouses. From this system it is

very easy to monitor the drugs ordered, supplied and the unexecuted order for each

supplier and each warehouse. Based on the unexecuted order the management can

take decisions whether the supplier will supply the item or not.

3.5.2. Constraints

The daily transaction from warehouse, invoice raised by the supplier, quality

control result must be available.

3.5.3. Performance

The system will give cent per performance provided the above details should

be available.

3.5.4. System flow diagram for Supply Monitoring System

Orders placed with Supplier

Delivery to Warehouses

Supply details from daily transaction sent from

Warehouses to H.O. through Internet

Monitoring Order placed, Supplied and

Unexecuted/Pending quantity

Monitoring Bill Passed, Bill Pending due to non receipt of MRC, Bills pending due to Quality

Failure, Bills pending due to mismatch of order placed and supplied etc.,

Invoice raised by Supplier at Head Office

Material Received Certificate From warehouses

QC Test result from Labs

Bill Processing



3.5.5. Sample Reports Generated


1 Unexecuted Order List -

Drug Wise


contains the list of order

placed, supplied and

unexecuted order – Drug

wise

1. Supplier Name

2. Drug Code

3. Drug Name

4. Order No

5. Order Date

6. Order Quantity

7. Received

Quantity

8. Unexecuted

Quantity

9. Unexecuted

Percentage

2 Unexecuted Order List –

Supplier Wise


contains the list of order

placed, supplied and

unexecuted order – Supplier

wise

1. Supplier Name

2. Drug Code

3. Drug Name

4. Order No

5. Order Date

6. Order Quantity

7. Received

Quantity

8. Unexecuted

Quantity

9. Unexecuted

Percentage



3.5.6. Report Formats

3.5.6.1. Unexecuted Order List - Drug Wise

Drug Code and Name: D6 Cough Syrup

Slno Supplier

Name

Purchase

Order

No.

Date Order

Quantity

Supplied

Quantity

Unexecuted

Quantity

Unexecuted

%

1 Alfred A0010 04/04/2004 10,000 10,000 0 0

2 Zydus A0011 04/04/2004 10,000 5,000 5,000 50

3 Sipali A0012 04/04/2004 10,000 10,000 100

3.5.6.2.Unexecuted Order List - Supplier Wise

Supplier Code and Name: Alfred Company

Slno Drug code

and Name

Purchase

Order

No.

Date Order

Qty

Supplied

Qty

Unexecuted

Qty

Unexe.

%

1 D1 Aspirin A0001 01/04/2004 1,00,000 0 1,00,000 100

2 D2

Paracetomol

A0005 02/04/2004 1,00,000 50,000 50,000 50

3 D6 Cough

Syrup

A0010 04/04/2004 10,000 10,000 0 0



3.6.1. PASSBOOK UTILISATION SYSTEM

Introduction of Passbook System to monitor the distribution of drugs to

facilities from the warehouses is necessary. The passbook should be maintained in

duplicate, in the custody of the Medical Officer of each facility and the other copy

should be retained at the warehouse. This would help the Administrative Medial

Officers of the facilities to properly indent the drugs in the facilities. The official, who

goes to the warehouse for taking the drugs, should carry the passbook. The pharmacist

in-charge of the warehouse should verify the attestation done by the Administrative

Medical Officer on the previous supplies taken by the facility. The authorized official

of the indenting facility should also sign on the duplicate copy of the passbook

maintained in the warehouse for having received the drugs. In this passbook, a

particular amount will be allotted for each of the facilities as an initial allotment called

annual budget for that facility. Based on their annual requirements every facility can

receive the items from the Warehouse. Whenever, the facility comes to draw

medicines they should bring the copy of the passbook. The value and date of drawl of

medicines should be entered by the Warehouse in-charge in both the passbooks. The

allotment for each facility is sent to the Warehouse computer from the Head Office

and it will be updated into the Warehouse system automatically. Additional allotment

can also be provided based on the requirements and their urgent needs. The facilities

can draw medicines within their budget limit. They cannot over draw the medicines.

The details are entered into the warehouse computer and these transactions are

transferred to the Head Office in order to monitor the transactions. The system will

keep track of the allotment and utilizations of all passbooks. It helps in monitoring

the distribution of items to each of the facility.

At the time of allocation of funds for each Head of Department the following

provisions may be considered.

A separate budgetary allocation and Passbook for each and every schemes /

special camps under each directorate may be considered, This will help in proper

monitoring of the success of each of the schemes launched and can be compared with

normal utilization. Through enhanced MIS it will be possible to monitor the day-to-

day functioning of various schemes from the Head office.



3.6.2. Advantages:

� It is easy to keep track the facility wise movement of drugs

� It is easy to monitor the allotment and utilization of each facility

� Budget allotment for each hospital for the next year can be calculated well in

advance

� It is easy to calculate the consumption pattern of all the items.

3.6.3. Constraints

1. The entries in both the passbooks should be accurate and must tally

with each other.

2. Different passbooks should be issued for different schemes.

3.6.4.Performance

Cent percent performance can be achieved once the passbook are issued and used.



3.6.5. System Flow Diagram for Passbook Utilization System

Financial year wise budget allotment for all facilities at Head Office

Printing Passbook hard copies and sent to warehouses

Preparing Soft Copies to Stores at Head Office. Soft Copies sent through

Internet

Getting sanction from respective authorities and sent the additional

amount to Head Office

Automatic Updation at warehouses through Passbook Updation Process

If Budget Exhausts ?

Entering additional amount in the database at Head Office

Drug distribution to Warehouses/facilities based on their budget allotment

Yes

If additional amount is allotted ?

Yes



3.6.6. Sample Inputs for Pass Book Details

3.6.6.1. Sample Inputs for Pass Book Details


1 Passbook Code Code set out automatically for every Facility 2 Passbook Name Name of the Passbook 3 Warehouse Code Code of the Warehouse 4 Year Budget allotted for the year

** A unique Passbook code is allotted for every facility and a separate code is allotted

for every source. Thus, identifying the facility and the source from which the drugs

comes can be easily traced.

3.6.6.2. Sample Inputs for Allotment Details


1 Passbook Code Code of the Pass book 2 Allotted Amount Amount allotted for the passbook for the budget

year 3 Year Budget allotted for the year ** Here, the allotment for every passbook is entered.





1 Facility/Passbook wise

allotment and utilization


contains the allotment and

utilization of every Facility

1. Passbook

Number

2. Passbook

Name

3. Allotment

4. Utilization

5. Percentage of

utilization

2 Facility/Passbook wise drug

movement pattern


contains Facility wise drug

liftment

1. Passbook

Number

2. Passbook

Name

3. Drug Code

4. Drug Name

5. Date

3.6.8. Reports Format

3.6.8.1. Facility/Passbook wise allotment and utilization

Slno Passbook

Number

Passbook

Name

Allotment Utilization Percentage

of

utilization

1 DH001 District

Hospital,

Trivandrum

1,00,000.00 90,000 90%

2 PHC0001 PHC, Kollam 15,000 15,000 100%

3 PHC0192 PHC, Kannur 13,000 13,000 100%



3.6.8.2. Facility/ Passbook wise Drug movement Pattern

Passbook No. and Name:

Slno Drug

Code

Drug Name Quantity Value

1 D1 Aspirin 10,000 900.00

2 D2 Paracetomol 1,00,000 10,000.00

3 D3 Atenolol 5,000 4,000.00

Total 14,900.00



3.7.1. STOCK MONITORING SYSTEM

It is required that the service delivery points maintain minimum inventory at

all times while ensuring that the requirements of the community are fully met. Given

the production and transportation constraints, it is required that the district warehouse

should maintain at least three month’s requirement and facilities should have one

months’ requirement. After gaining some experience and fine-tuning the

requirements, it will be possible to reduce the inventory further to bring about further

cost reductions.

It is required to facilitate economies of scale as well as provide protection

from uncertain demand of drugs. It needs to be assessed as to when various items

should be ordered, how much to be ordered each time and the frequency of orders to

meet the needs of clients.

The Stock Monitoring Systems at the Head Office will be totally dependent

on the transactions details sent form the respective warehouses. The details of the

Order Quantity with Delivery to respective warehouses are monitored at the Head

Office. The data sent by the warehouses will be automatically updated to the Head

Office database by a process in built in this system. There will be no re-entering of

the data at the Head Quarters.

The information received from the warehouses will be used for tallying the

Purchase Order details so as to fix the supply information as per the terms and

conditions set out by the Management. In the process of tallying the aforesaid details,

the following significant management controls will be arrived.

� Discrepancy in the ordered and Delivered quantity of supply

� Damage & Shortage in Supply

� Materials supplied to the warehouses

� Time of Delivery whether it is on time or beyond the time that is being

stipulated in the Delivery Schedule along with the Purchase Order



� The consumption details that are projected at the time of placement of Orders

and actual consumption details received at time to time, will enable a perfect

Inter Warehouse Materials Transfer at the Head Office

� The Material Receipt Certificates are produced at all the warehouses soon

after the receipt of acceptable quantity

� Details of daily Inward and Outward entries from all the warehouses.

� Data is consolidated and processed to find out the up-to-date Stock position at

the various warehouses at the Head Office

� Warehouse wise stock availability for months can be calculated and also

consolidated availability for each Material can be calculated.

� Stock Transfer from the warehouses, which has excess Stock to the one that is

short of stock, is routed from the Head Office.

� Warehouse wise or District wise stock availability for months is calculated

and also consolidated availability for each drug is calculated.

3.7.2. Constraints

Manual entry of ground stock for the first time could consume lot of time.

3.7.3. Performance

Cent percent stock monitoring can be achieved once the flow of data from the

warehouses to the Head Quarter System is initialized.



3.7.4. System Flow Diagram for Stock Monitoring System

Daily transaction from Warehouses through Internet to HO

Collection of data from Warehouses as a text file and

processing at HO

Updation with HO database

Stock Verification (HO Vs Warehouse)

If Discrepancy between HO and

Stores

Updation to Actual database

Discrepancy Report Generated

Stock Reports Generated

Daily Stock Reconciliation

Less than 15 Days,30 Days

Exception Stock Statement

Stock Value Report Store wise

Warehouse wise stock Statement

Nil Stock Statement

Supply From Supplier and Other Source

Distribution to Facilities

Inter-warehouse transfer

Issue to Quality Control

Issue to Drug Inspector etc., Verification at Warehouse

Sent to warehouse

No Yes



3.7.5. Sample Inputs for Stock Monitoring System

3.7.5.1. Sample Reports Generated


1 State Stock Position Produces Current Stock

Status available at the

Warehouses with their

monthly consumption

available of the drug

1. Drug code

2. Drug Name

3. Warehouse

Name

4. Quantity

5. Monthly

Consumption

2 Stock Value Report Produces Value of the stock

currently available.

1. Warehouse

Name

2. Value

3 NIL Stock Report Produces a report that

contains the list of drugs that

has no stock available

1. Drug code

2. Drug Name

4 NIL Stock Report –

Warehouse wise


contains the list of drugs that

has no stock available,

Warehouse wise

1. Drug Code

2. Drug Name

3. Warehouse

Name



3.7.6. Sample Report Format

3.7.6.1. State Stock Position

Date: 01/05/2004

Slno Drugcode

/ Name

Trivandrum Kollam Pathanamthitta Kannur kasargode

1 D1 Aspirin 1,25,980

(3.1)

35,348

(1.8)

2,00,127 (3.6) 98,765

(2.4)

3,45,421

(4.8)

2 D2

Parcetomol

4,97,490

(3.1)

5,00,000

(4.0)

1,82,700 (2.2) 27,99,000

(6.0)

7,50,000

(3.0)

3 D3

Atenolol

12,878 (1.1) 72,740

(3.0)

32,250 (2.5) 55,825

(4.0)

11,973

(4.0)

3.7.6.2. Stock Value Report in all Warehouses

Date: 01/05/2004

Slno Warehouse Stock Value

1 Trivandrum 80,00,000.00

2 Kollam 65,87,980.00

3 Pathanamthitta 76,76,853.00

Total 2,22,64,833.00

3.7.6.3. Nil Stock Report

Date: 01/05/2004

Slno Drug Code Drug Name

1 D1 Aspirin

2 D2 Paracetomol

3 D3 Atenolol



3.7.6.4. Nil Stock Report – warehouse wise

Warehouse : Trivandrum

Date: 01/05/2004


1 D1 Aspirin

2 D2 Paracetomol

3 D3 Atenolol



3.8.1. QUALITY CONTROL SYSTEM

In order to get good quality of drugs it is essential to test the quality of the

drugs. The drugs should be tested before it is consumed. This ensures the quality of

the drugs, which are procured, which will ensures that the needy gets quality

medicine.

For better Quality Control procedure the following system is suggested.

� Samples from each batch are taken for each drug received at the warehouse

and sent to Laboratories for quality testing purpose.

� The information received from the warehouses will be fed into the system.

� The system generates a random sample pick after a common batch elimination

and those samples are sent to the labs

� The samples that are sent to lab are maintained by Head Office Q.C. system.

� The results of the test are captured and warehoused by the system.

� Failure reports are also maintained in the system

� If the test reports are negative then the stock is frozen from issue, throughout

the distribution channels by the system and the suppliers are asked to replace

it.

� Customer Complaints maintained at the Q.C. department will also be updated

to the Head Office Q.C. system, and used for Vendor Quality Rating.

� Frozen stock details are maintained separately.

� Lab Bill process details are maintained in the system.

� Quality control deduction details are also be maintained and linked to Bill

processing.

� Only on passing of quality control tests, the system will enable the bill passing

for that particular batch.

The Quality Control system also maintains the inventory about the stock received

form the warehouse and issued to the lab and the balance stock available in Quality

Control.



3.8.2. Constraints:

If the result from the lab take long time, it could cause delays in the other sub-

system such as distribution to facilities, bill processing.

3.8.3. Performance:

Cent percent performance can be achieved if accurate data are sent from the

warehouses.

3.8.4. System Flow Diagram for Quality Control System

Samples Received from Warehouses

Collecting Samples and Eliminating Common batches

Samples sent to Lab for testing

Generating Automatic Sample Code for testing

Getting Results from Lab and entering data into database

If test result

Intimation to Warehouse through floppy/Internet

Distribution to Facilities Return to Suppliers

Fail Pass



3.8.5. Sample Input for Quality Control System

3.8.5.1. Sample Input for Sample Testing


1. Sample Code Code set out automatically for every Sample 2. Sample Date Date of which the samples are being sent 3. Warehouse Code Warehouse, from which the samples are sent to QC 4. Lab Code Lab, to which the samples are sent from QC 5. Drug Code Code of the drug 6. Batch No Batch number of the drug 7. Order No. Purchase Order Number of the drug 8. Sample Quantity Quantity sent to lab for testing 9. Test Report No. After Testing the samples the lab would sent the

report number 10. Test Report Date Date of the Test Report 11. Test Result Whether the result is conformed or not 12. Remarks Remarks, if any

** The necessary details for sending a sample to Quality Control are taken and

these details are entered into the system. Whenever a drug is send to the lab the

system will generate a unique automatic number. The details like purchase order

number, laboratory name, name of the drug, batch number for that drug are entered.

After the test result is arrived the report number, the date on which the report is

arrived and result of the report are entered into the system.

3.8.5.2. Sample Input for Lab bills Entry

Sl no Field Names Description

1 Lab Code Code of the lab 2 Sample Code Code of the sample 3 Test Report Code Code of the test report 4 Invoice No Invoice sent by the lab 5 Amount Amount for the testing Charge

** The bills sent by the laboratory for the testing charges are entered into the

system. The Details includes laboratory name, invoice number and amount for testing

charge.



3.8.5.3. Sample Reports Generated


1 List of Samples –

Warehouse wise


contains the samples of

drugs received from the

Warehouses

1. Warehouse

name

2. Drug code

3. Drug name

4. Batch No.

5. Date

6. Quantity

2 List of samples sent for

testing to labs


contains the samples of

drugs being sent to the lab

for testing

1. Drug Code

2. Drug Name

3. Sample Code

4. Lab name

5. Date

6. Quantity

3 Purchase order wise sample

result

Produces test result for

purchase order wise

1. Drug Code

2. Drug Name

3. Order No

4. Batch No

5. Result



3.8.6. Sample Report Formats with data:

3.8.6.1. Warehouse Name: Trivandrum

Slno Drug Code

Drug Name Batch Number

Quantity Date

1 D1 Aspirin B11 100 01/05/2004 2 D2 Paracetomol K345 100 01/05/2004 3 D3 Atenolol 156 100 01/05/2004

3.8.6.2.List of samples sent for testing to labs

Slno Date Drug code

Drug Name Batch Number

Lab Name

Sample code

1 02/05/2004 D1 Aspirin B11 SRK Lab S00001 2 02/05/2004 D2 Paracetomol K345 Sipra S00002 3 02/05/2004 D3 Atenolol 156 Vel Lab S00003

3.8.6.3. Purchase Order wise Sample Result

Purchase Order No. A0001

Slno Date Drug code Drug Name Batch Number Test Result

1 10/05/2004 D1 Aspirin B11 Pass

2 10/05/2004 D1 Aspirin B12 Fail

3 10/05/2004 D1 Aspirin B13 Pass



3.9.1. BILL PROCESSING SYSTEM

The supplier supplies the drugs to the Warehouses. Supplier will raise invoice

in the Head Office. Along with the invoice the suppliers will produce their own QC

report. After which, the invoices are entered into the computer. The Warehouses

System will generate a report called Material Received Certificate (MRC). The

Warehouse In-charge will send a Material Received Certificate (MRC) to the Head

Office along with the daily transaction data. Then the MRC is also entered into the

computer. The system will check the Purchase Order Number, Drug Code, Warehouse

code and the Quantity in the Invoice and MRC. If they are matched and the QC result

is positive then the Bills are passed automatically. And the deduction such as

Shortage/Damage, Liquidity Damage is also calculated automatically. If there is any

discrepancy between Invoice and MRC the system will generate a report, to find the

unmatched Bills with MRC. Then getting approval from Finance Department a

Sanction Order is generated. The sanction order will be generated only when the order

is completed. The supplier must raise one invoice per Warehouse. It will be useful

when we make a part payment to the suppliers. Computer Section will send the

Sanction Order to Finance Department. The Finance Department will make the

payment to the Supplier by way of cheque. The details of cheque can also be entered

into the computer.

3.9.2. Advantages:

� No manual transaction required

� Automatic Bill Processing save times and process can be done quickly.

� The supplier will get the payment faster.

� Easy to keep track supplier wise payment details.

� Easy to find out supplier wise pending payment

3.9.3. Constraints:

The invoice from the supplier, MRC from warehouses and QC report from the

lab is essential for automating the Bill process.



3.9.4. Performance:

Cent percent performance can be achieved with the steady flow of data from

the warehouses, from the supplier and from the Quality Control lab.

3.9.5. System Flow Diagram for Bill Processing at Head Quarters

Invoice raised by supplier MRC from Stores QC Test Result From Lab

Automatic Bill Processing

Checking Criteria: Order Placed Qty, Invoiced Qty, Supplied Qty, Test results from Lab for the particular invoice of all batches

If any discrepancy Discrepancy Report

Bill Passed (Deducting Short supply, Damage, Liquidity Damage etc.,

Automatic Sanction Order Generation

Payments to Suppliers

No

Yes

Rectification of Discrepancy



3.9.6. Sample Inputs for Bill Processing

3.9.6.1.Sample Inputs for Invoice Entry


1 Order No. Purchase Order No 2 Warehouse Code Code of the warehouse 3 Invoice No Invoice number 4 DC No Delivery Challan 5 Batch No. Batch supplied to the Warehouse 6 Quantity Quantity supplied to the Warehouse 7 Amount Total Amount of the quantity supplied 8 Sanction Order No. Automatic generation of number 9 Sanction Order Date Date of sanction order generated

** The details of the invoice such as purchase order number, warehouse code,

invoice number, delivery challan number, batch number, quantity and the amount that

are raised by the supplier are entered into the computer. The sanction order number

will be generated after the bill passing procedure. The date of sanction order

generated will also be maintained by the system.

3.9.6.2.Sample Inputs for MRC Entry


1 Order No. Purchase Order No 2 Warehouse Code Code of the Warehouse 3 Quantity Received Quantity received by the Warehouse from the

supplier 4 Date of Received Receipt Date of items 5 Shortage Shortage Quantity 6 Damage Damage Quantity 7 MRC No. Automatic generation number

** The details like purchase order number, warehouse code from which the MRC is

received, quantity received, date on which the material is received, the shortage and

damage of the item are entered into the computer. The system will generate an

automatic MRC number for each and every MRC entered. This enables the system to

keep track the materials received at the warehouses.



3.9.6.3. Sample Inputs for Cheque Entry


1 Sanction No Automatically generated when the bills are passed for payment

2 Sanction Date Date for which the sanction order is generated 3 Cheque No Cheque Number 4 Cheque Amount Cheque Amount 5 Cheque Date Date of issue of cheque

** The payment will be issued to the supplier only after the generation of sanction

order. The cheque given to the supplier will be entered into the system. The Cheque

number, date, amount and date of cheque prepared are entered into the system. The

sanction order is linked to the invoice database. Thus, it is possible to trace the details

such as for which the bills the payment has been made and their corresponding cheque

details.



1 Automatic Bill Pass

Report

When Invoice and MRC

are entered into the

computer the system

automatically pass the bill

for payment after

checking all the available

constraints and all making

all necessary deductions

1. Supplier Name

2. Drug Code

3. Drug Name

4. Warehouse Name

5. Order No

6. Invoice no

7. Invoice Date

8. Invoice Quantity

9. Received Quantity

10. Invoice Amount

11. LD

12. Shortage/Damage

amount

13. Net Amount



2 Bills not matched Report Invoice are not matched

with MRC after entered

both the details

1. Invoice No

2. Invoice Date

3. Invoice Amount

4. Warehouse Name

5. Supplier Name

6. Order No

7. Invoice Quantity

3 Payment made –

Supplier wise

Produces supplier wise

report for the payment

made already

1. Supplier Name

2. Order No

3. Invoice No

4. Invoice Date

5. Warehouse Name

6. Cheque No

7. Cheque Date

8. Cheque Amount

4 Payment yet to be made

– Supplier wise

Payment to be made to

the supplier

1. Supplier Name

2. Order No.

3. Warehouse Name

4. Invoice No

5. Invoice Date

6. Invoice Amount

5 Sanction order List Produces a list of sanction

order generated

1. Supplier Name

2. Sanction order

Number

3. Sanction order Date

4. Purchase Order

Number

5. Invoice Number

6. Invoice Amount

7. Deductions

8. Net Amount

6 Cheque list Produces a report that

contains the list of the

1. Supplier Name

2. Sanction Order



cheques released on

particular day.

Number

3. Sanction Order Date

4. Cheque Number

5. Cheque Date

6. Cheque Amount

3.9.8.Report Format:

3.9.8.1.Automatic Bill Pass Report

Sl Supplier

Name

Drug

Code

and

Name

Invoice

Number

Invoice

Date

Ware-

house

Name

Invoice

Quantity

Receiv

ed

Quantit

y

Invoice

Amt

Liquid.

Damage

Short. /

Dam.

Amt

Net

Amt

1 Alfre

d Co.

D1

Asp

irn

123 01/06

/2004

Tvm 25,000 25,00

0

10,00

0

10,0

00

2 Zydus D2

Par

acet

om

ol

Z50 01/06

/2004

klm 15,000 14,90

0

7,500 150 7,35

0

3 Sipali D3

Ate

nol

ol

S89 01/06

/2004

knr 15,000 15,00

0

7,500 7,50

0

3.9.8.2. Bills Not Matched Report

Slno Inv.

No

Inv.

Date

Warehouse

Name

Supplier

Name

Order

Number

Inv.

Qty

Inv.

Amt

1 S56 01/06/2004 Trivandrum Alfred A0001 5,000 4,000

2 Z13 01/06/2004 Kollam Zydus A0005 5,000 3,500

3 Z17 01/06/2004 Alapuzha Zydus A00010 3,500 3,000



3.9.8.3. Payment Made – Supplier wise

Supplier Name: Alfred Company

Slno Order

Number

Invoice

No.

Invoice

Date

Warehouse

Name

Cheque

Number

Cheque

Date

Cheque

Amount

1 A0001 AI1 01/04/2004 Trivandrum 523879 01/05/2004 10,000

2 A0004 AI2 01/04/2004 Kollam 523880 01/05/2004 8,900

3 A0010 AI3 02/04/2004 Alapuzha 523881 01/05/2004 8,900

3.9.8.4.Payment to be made – Supplier Wise

Supplier Name: Alfred Company

Slno Order

Number

Warehouse

Name

Invoice

Number

Invoice

Date

Invoice

Amount

1 A0002 Trivandrum A126 10/04/2004 5000.00

2 A0002 Kollam A124 10/04/2004 5000.00

3 A0002 Alapuzha A125 10/04/2004 5000.00



3.9.8.5. Sanction Order List

Sl

no

Supplier

Name

Sanction

Order

No.

Sanction

Order

Date

Order

No.

Invoice

No.

Invoice

Date

Invoice

Amount

Dedu

ction

s

Net

Amount

1 Alfred

Company

001/2004

-2003

01/05/20

04

A0002 A76 20/04/2004 5000.00 50.00 4950.00

2 Sipali

pharma

002/2004

-2003

01/05/20

04

A0005 456 21/04/2004 6500.00 6500.00

3 Zydus

Pharma

003/2004

-2003

01/05/20

04

A0010 258 20/04/2004 8500.00 100.0

0

8400.00

3.9.8.6. Cheque List

Slno Supplier

Name

Sanction

order No.

Sanction

Date

Cheque

Number

Cheque

Date

Cheque

Amount

1 Alfred

Company

001/2004-

2003

01/05/2004 826001 02/05/2004 4950.00

2 Sipali Pharma 002/2004-

2003

01/05/2004 826002 02/05/2004 6500.00

3 Zydus Pharma 003/2004-

2003

01/05/2004 826003 02/05/2004 8400.00



3.10.1. MANAGEMENT INFORMATION SYSTEM

3.10.1. Introduction

It is essential that the Management have a regular flow of reliable information

to enable it to plan, monitor, analyze and report regarding the interventions being

carried out. This would facilitate the analysis of the working of the strategy and

initiate steps to increase effectiveness. This document outlines the steps for designing

an information system. The identification of information needs and flow, are only

indicative and needs to be enhanced further, once the design of the actual system

begins.

A management information system is a network of communication channels

and information processing centers collecting information from its sources of origin;

storing, updating, collating and processing it; and supplying the processed information

to the various users managing the organisation. The design of a management

information system starts with the identification of the information needs of the users.

The elements of information may relate to the internal functioning in the organisation

or parameters in the external environment around the organisation. The organized

flow of relevant information and the decision methodology needed for a specific

decision has to be built into the management Information system.

Management Information System assists managers in decision-making and

problem solving. They draw on data stored as a result of transaction processing, but

they may also use other information.

In any organization, decisions must be made on many issues that recur

regularly (weekly, monthly, quarterly, etc) and require a certain set of information to

make the decision. Because the decision process is well understood, we can identify

the information that will be needed to formulate decisions. In turn, the information

system can be developed so that reports are prepared regularly to support these

recurring decisions. Each time any information is needed, it is prepared in a pre-

designed form presented in a predetermined format.



3.10.2. Characteristics of MIS

It provides input to be used in a managerial decisions process. Deals with

supporting well-structured decision situations. Typical information requirements can

be anticipated.

3.10.3. Management Information System at Head Office

At the Head Quarters, the data collected from various warehouses which in

turn receives detailed data from various facilities like Primary health centers,

community health centers and other health centers will be grouped and consolidated

outputs will be arrived at for the Management Decision-Making purpose. Such data

obtained will be compiled and grouped in the form of reports. MIS reports can be

generated on a Monthly, Quarterly and on Annual basis.

The MIS system here deals with all the sub-systems maintained at the Head

Quarter and Stores level. From these sub-systems, the management can keep track of

all the process such as stock maintenance, order levels, order placed details etc.,

Further, the drugs available at the warehouses, the items nearing expiry, consumption

pattern, passbook utilization details can be easily tracked. By using this system the

management is facilitated with quick decision-making.

3.10.4. Constraint:

Steady flow of information from all the sub-system will allow the operation of

effective MIS reports.

3.10.5. Performance:

The reports generated in MIS are sample reports, which would further be

enhanced as per the user requirements at the time of system implementation.



3.10.6. System flow Diagram for Management Information System

Order Processing & Scheduling System Supply Monitoring

System Warehouse Information

System

Passbook Utilization System

Stock Monitoring System

Bill Processing System

Management Information System

Quality Control System



3.10.7. Sample Reports/Outputs Generated


1 Daily Reconciliation

Statement

Produces a report that contains

the various transaction

occurred in the Warehouse on

daily basis

1. Warehouse

name

2. Opening

Balance Value

3. All Inward

transactions

4. All Outward

transactions

5. Closing

Balance Value

2 List of drugs having less

than 15 days stock

Produces list of drugs that are

having less than 15 days stock

against the overall stock with

respect to monthly

consumption

1. Drug code

2. Drug Name

3 List of drugs having > 15

and <=30 days stock

Produces list of drugs that are

having greater than 15 and less

than 1 month stock against the

overall stock with respect to

monthly consumption

1. Drug Code

2. Drug Name

4 Stock Level Report Produces abstract report on

total drugs availability in terms

of months

1. Stock

availability in

terms of

monthly

consumption

2. Total number

of drugs



5 District wise Stock Value

Report

Produces total stock value

available in the districts

1. Warehouse

name

2. Value of Stock

6 District wise List of drugs

having < =15 days

Produces detailed list of drugs

available in the districts that

are having less than 15 days

stock with monthly

consumption

1. Drug code

2. Drug Name

3. Current Stock

4. Monthly

Consumption


having >15 and <= 30

days



are having greater than 15 days

and less than 30 days stock

with monthly consumption

1. Drug code

2. Drug Name

3. Current Stock

4. Monthly

Consumption


having 1 to 3 months

stock



are having 1 to 3 months stock

with monthly consumption

1. Drug code

2. Drug Name

3. Current Stock

4. Monthly Stock


having above 3 months

stock



are having above 3 months

stock with monthly

consumption

1. Drug code

2. Drug Name

3. Current Stock

4. Monthly Stock

10 Order Placed – Drug wise Order placed as on date for the

current tender drug wise

1. Drug Code

2. Drug Name

3. Supplier Name

4. Order Number

5. Order Date

6. Order Quantity

7. Order Value

11 Order Placed – Supplier

wise

Order placed as on date for the

current tender supplier wise

1. Drug Code

2. Drug Name

3. Supplier Name

4. Order Number



5. Order Date

6. Order Quantity

7. Order Value

12 Further Order Placement Order to be placed for next 3

or 6 months based on the

available stock and unexecuted

stock

1. Drug Code

2. Drug Name

3. Current year

consumption

4. Current Stock

5. Total value of

the current

stock

6. Current Stock

in months

7. Unexecuted

stock in

months

8. Total Stock in

months

9. Further Order

Quantity

10. Order Value

13 Expiry Report – Detailed

Report

Generates a list of drugs

available with batch number

and expiry date

1. Drug code

2. Drug Name

3. Batch Number

4. Expiry Date

5. Warehouse

name

14 Expiry Report – Month

wise break up

Generated a list of drugs going

to be expired in next one year

1. Drug code

2. Drug Name

3. Month of

expiry

4. Warehouse

name



3.10.8. Sample Report Format:

3.10.8.1.Daily Reconciliation Statement

Daily Reconciliation Statement as on 15/05/2004

Value in lakhs Inward Outward Slno

Warehouse name

Opening Stock

Supplier

Transfer

QC Total To Facility

To QC

Transfer To Drug Inspector

Total Closing Stock

1 Trivandrum 2.00 0.50 0.01 0.51 0.30 0.03

0.01 0.34 2.17

2 kottayam 1.00 0.30 0.30 0.10 0.02

0.12 1.18

3 Kannur 3.00 1.00 1.00 0.50 0.05

0.10 3.90

Total 6.00 1.80 0.01 1.81 0.90 0.1

0 0.01 0.56 7.25

3.10.8.2. List of drugs having less than 15 Days Stock

Date:


1 D1 Aspirin

2 D2 Paracetomol

3 D3 Atenolol

3.10.8.3. List of drugs having >15 Days and <=30 days Stock

Date:


1 D8 Surgical Spirit

2 D9 Diazepem

3 D10 Ibuprofin



3.10.8.4. Stock Level Report

Stock Level No. of Items

< 15 days Stock 15 > 15 and < 1 month Stock 33 > 1 and < 3 month Stock 45 > 3 and < 6 month Stock 50 >= 6 and < 12 month Stock 52 >= 12 month Stock 30 No. of items not being Monitored

Total 225 Total Stock Value : Rs. 3.64 ( In Crores)

3.10.8.5. District wise Stock Value – Report

SI.No District – Warehouse Stock Value in Lakhs

1 Trivandrum 85,17,923

2 Kottayam 53,67,913

3 Malapuram 70,61,688

4 Wayanad 69,92,670

5 Kannur 85,53,786

Total Stock Value : 3,64,93,980

3.10.8.6.District Wise List of drugs having <= 15 Days Stock

Sl.No. District Drug Code & Name Current Stock

in Months

State Stock in

Months

1 Trivandrum D1 Aspirin 0.0 0.0

2 Trivandrum D2 Paracetomol 0.1 1.0

3 Trivandrum D3 Atenolol 0.2 2.0

3.10.8.7. District Wise List of Items having > 15 Days and <= 30 days Stock


in Months

State Stock in

Months






3.10.8.8. District Wise List of Items having > 1 Month and < 3 Month Stock


in Months

State Stock in

Months




3.10.8.9. District Wise List of Items having above < 3 Months Stock


in Months

State Stock in

Months




3.10.8.10. Order placed - Drug wise

Drug Code and Name: D1 / Aspirin

Slno Supplier Name Order

No

Order Date Order Quantity Order Amount

1 Alfred Company A0001 01/04/2004 1,00,000 9,000

2 Zydus Pharma A0001 01/04/2004 25,000 2,250

3 Sipali Pharma A0001 01/04/2004 25,000 2,250

Total 1,50,000 14,000



3.10.8.11. Order Placed - Supplier wise

Supplier Code and Name: Alfred Company

Slno Drug code and

Name

Order

No

Order Date Order

Quantity

Order

Amount

1 D1 Aspirin A0001 01/04/2004 1,00,000 9,000

2 D2 Paracetomol A0004 05/04/2004 1,00,000 10,000

3 D3 Atenolol A0007 10/04/2004 1,00,000 15,000

Total 34,000

3.10.8.12. Further Order Quantity statement

Slno Drug Code

and Name

Consumption

(Thousands)

Current

Stock

Available

(Thousands)

Unexecuted

Stocks

(Thousands)

Stock

in

Months

Unexe.

In

months

Quantity

Need

for next

6

months

((3*6)-

(4+5))

Value

(in

lakhs)

1 2 3 4 5 6 7 8 9

1 D6 Cough

Syrup

410 125 0 0.0 0.00 98 1.00

2 D10

Ibuprofin

500 140 150 0.0 0.00 154 1.84

3 D2

Paracetomol

2120 589 500 0.0 0.01 859 2.00

3.10.8.13.Expiry Report –Detail Report

Warehouse Name: Bangalore

Drug Code and Name : D6 Cough Syrup

Slno Batch Number Quantity Expiry Date

1 C123 10,000 31/10/2004

2 C87 7,000 31/12/2004

3 8565 5,000 01/01/2003



3.10.8.14. Expiry Report – Monthwise break up

Warehouse Name: Trivandrum (Qty in thousands)

Slno Drug Code

/Name

Upto one

month

1 to3

months

3 to 6

months

6 months

to 1 year

Above 1

year

Total

Stock

1 D1 Aspirin 2 45 33 13 85 178

2 D2 Paracetomol 0 76 13 35 343 467

3 D3 Atenolol 1 35 34 34 13 117



3.11.1. Warehouses Information System

In the present system of procurement and distribution, it does not seem to have

a proper inventory management. The orders are placed only based on the requirement

received from the facilities and not based on the anticipation of the requirement.

There is no system of maintaining the minimum stock level and this concept has to be

introduced at the Warehouse level so that stock out is avoided and facility get their

stock of other drugs whenever they come with their indent. It is suggested that the

Warehouse will have a minimum of 3 months stock level on the pipeline by orders

placed with the suppliers. The facilities can also be advised to have at least a

minimum of one-month stock level so that they do not rush to the Warehouse at the

last minute.

Drugs are being supplied to the warehouses directly. The details are entered

into the computer. At the end of the day the system will produce Material Received

Certificate (MRC). There are also other inwards from which the warehouses can

receive drugs such as from Quality Control, Drug Inspector and Transfer.

The Drugs received from other sources such can also be maintained by the

system.

The drugs issue to facility, Quality Control, Transfer of drugs, Drug Inspector

can be maintained by system. The issues to facilities are based on the Budgetary

Values allocated to each facility and are recorded in the Pass Book. Drug Indents are

taken as input and the system denotes the available quantity for each item indented.

When an issue is allocated to the facility, the system will pick up the latest expiry of

the batch of the particular drug. The system will issue the drugs to the facilities only

when the batch of the particular drug gets passed. When a supply is received from the

supplier the system will automatically pick up the batch of the supplied drug to the

Quality Control department.



3.11.2. System Flow Diagram for Warehouses Information System

The system maintains all the transactions at the warehouses level.

Communication can be done on daily basis to the Head Quarters. The receipt and

issues at the Warehouses level are captured at the Head Office.

Issue to Facilities

Warehouse Indents from Facilities

Sample Test to Drug Inspector

If test result

Return to Supplier for replacement

Receipt of fresh Stock

KMSCL Supply

MRC sent to HO Pass

Fail

Supplies



Warehouse system will be categorized into the following subsystems:

1. Quality Control system

2. Material Receipts

3. Material Issues

3.11.3. Quality Control

The Quality Control system will maintain the samples sent for testing to the lab. The

system will maintain the name of lab and the test result of the batch etc.,

Sample Inputs for Quality Control


1 Sample Code Code set out automatically for every batch sent to QC

2 Sample Date Date of which the samples are being sent 3 Warehouse code Warehouses, from which the samples are sent to QC 4 Lab code Lab, to which the samples are sent from QC 5 Drug Code Code of the drug to be placed 6 Batch No. Batch number of the drug 7 Order No Purchase order number of the drug 8 Sample Quantity Quantity sent to lab for testing 9 Test report no. After testing the samples the lab would sent the

report number 10 Test report date Date of the Test report 11 Test result Whether the result is conformed or not 12 Remarks Remarks, if any

** The necessary details for sending the sample to Quality Control are taken and these

details are entered into the system. Whenever a drug is sent to the lab the system will

generate a unique automatic number. The details like purchase order number,

laboratory name, name of the drug, batch number for that drug are entered. After the

test result is arrived the report number, the date on which the report is arrived and

result of the report are entered into the system.



Sample Inputs for Lab bills Entry


1 Lab code Code of the lab 2 Sample Code Code of the sample 3 Test report number Number of the test report 4 Invoice no. Invoice sent by the lab 5 Amount Amount for testing charge

** The bills sent by the laboratory for the testing charges are entered into the system.

The details includes laboratory name, invoice number and amount for testing charge

etc.,

3.11.4. Material Receipts

The following receipts are maintained at the Warehouse.

i) From Supplier

ii) From other Warehouse (Inter Warehouse Transfer)

iii) Return from facility

i) From Supplier

The supplier supplies the drugs against the purchase order made by

KMSCL.

Sample Inputs for drugs received from supplier

** The details of the drugs that are received from the supplier against the order

placed are entered into the system. The relevant details such as supplier code,


1 Supplier Code Code of the supplier 2 Drug Code Code of the drug 3 Purchase Order Number Purchase order number 4 Quantity Quantity Received by the source 5 Batch No Batch number of the drug 6 Date Date of Received 7 Stock Register No Page number of the Stock Register 8 Value Value of the drug



drug code, purchase order number, quantity, batch number, date of receipt,

stock register number are stored into the system.

ii) From other Warehouse (Inter Warehouse Transfer)

Sometimes drugs are received from the other Warehouse.

Sample Inputs for drugs received from other Warehouses

** The details of the drugs that are received from the other facilities are

entered into the system. It includes drug code, quantity received from which it

has been received, value of the drugs etc.,

iii) Return from Facility

In the event of drugs returned by the facility due to excess stock or

quality deterioration are accounted for.

Sample Inputs for drugs returned from Facility

** In case of the drugs that are returned by the facilities due to excess stock or

quality problem etc., such details are maintained by the system. The details

drug code, quantity, batch number, date of return, passbook number and the

value of medicines returned by the facilities are entered into the system.


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 WhCode Code of the Warehouse from which

the drugs received 7 Value Value of the drug


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 Passbook Code Code of the Passbook/facility from

which the drugs received 7 Value Value of the drug



3.11.5. Material Issues

The following issues are maintained at the Warehouse.

i) Issue to facility

ii) Issue to Quality Control

iii) Return to Supplier

iv) Issue to drug inspector

v) Issue to Warehouse (Inter Warehouse Transfer)

vi) Shortage/Damage

i) Issues to Facility:

The drugs received at the Warehouse through the various sources are

distributed to the various facilities in accordance to the budget allocated to the

various facilities.

The system issues a batch wise quantity according to the early expiry.

A billing report, which contains the total quantity purchased and their value is

provided every time when the facilities draw medicines from the Warehouse.

The total amount is entered in the passbook manually by the Warehouse in-

charge. The system can keep track of the total budget allotted for each facility

and the facility cannot draw medicine beyond the budget limit allotted.

Sample Inputs for drugs issued to Facility

** Whenever the drugs are issued to the hospital the details drug code,

quantity, batch number, date of issue, stock register number, passbook number

and the value of drugs are entered into the system.


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 Passbook Code Code of the Passbook i.e. Facility for which the

drugs are issued 7 Value Value of the drug



ii) Issue to Quality Control

The drugs that are sent to quality control after receiving from the supplier.

Sample Inputs for drugs issued to Quality Control

** The drugs issued to the quality control are maintained by the system. The

details such as drug code, quantity that are issued, batch number and date of

issue to the quality control, stock register number and the value of medicines

are entered into the system.

iii) Return to Supplier

Once the samples failed in the QC test or by the drug inspector the drugs are

returned to the supplier.

Sample Inputs for drugs return to Supplier

** The failed samples details such as drug code, quantity, batch number, date

of return to the supplier, stock register number, supplier code and the value of

the drugs that are returned are entered into the system whenever the rugs are

being returned to the supplier.


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 Value Value of the drug


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 Supplier Code Code of the Supplier to whom the

stock to be returned 7 Value Value of the stock returned



iv) Issue to drug inspector

Sometimes drug inspector can draw samples from the Warehouse for testing.

These details are maintained by the system.

Sample Inputs for drugs issued to drug inspector

** The details such as drug code, quantity, batch number, date of issue, stock

register number and the value of the drugs are entered into the system

whenever an issue occurs for the drug inspector for testing the sample.

v) Issue to other warehouse (Inter warehouse Transfer)

The drugs that are transferred to another warehouse are maintained by the

system.

Sample Inputs for drugs issue to other Warehouse

** The details such as drug code, quantity, batch number, date of issue, stock


whenever drugs are being transferred to some other warehouse.


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 Value Value of the stock returned


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 Warehouse code Code of the Warehouse for which

the drugs are issued 7 Value Value of the stock returned



vi) Shortage/Damage

Shortage and Damage while supplying the drugs at the respective drugs are

also are also accounted for.

Sample Inputs for Shortage/Damage

** The details such as drug code, quantity, batch number, date of entry, stock


whenever there is short supply or damage supply.

3.11.6. Sample Report Generated for Warehouses


1 Stock Received – Source

wise

Produces, drugs are received

source wise report

1. Source code

2. Source Name

3. Scheme

4. Drug code

5. Drug Name

6. Quantity

4 MRC Report Generates a list of drugs

received from the suppliers

for the particular date

1. Drug Code

2. Drug Name

3. Supplier

Name

4. Order

Number

5. Date of

Received

6. Quantity


1 Drug Code Code of the drug 2 Quantity Quantity Received by the source 3 Batch No Batch number of the drug 4 Date Date of Received 5 Stock Register No Page number of the Stock Register 6 Value Value of the stock returned



Received

7. Batch

Number

8. Stock

Register

Number

5 Inward Details Generates a list of inward

details for all the types

1. Drug Code

2. Drug Name

3. Batch no

4. Quantity

5. Type of

inward

6. Value

6 Outward Details Generates a list of inward

details for all the types

1. Drug Code

2. Drug Name

3. Batch No

4. Quantity

5. Type of

Outward

6. Value

7 Passbook Utilization

Statement

Generates a institute wise

allotment and utilization

report

1. Passbook

Number

2. Passbook

Name

3. Allotment

4. Utilization

5. Balance

Amount

8 Nil Stock Statement Generates a list of drugs

having zero stock

1. Drug Code

2. Drug Name

9 Expiry Report – Detailed

Report

Generates a list of drugs

available with batch number

6. Drug code

7. Drug Name



and expiry date 8. Batch

Number

9. Expiry Date

10 Expiry Report – Month wise

break up

Generated a list of drugs

going to be expired in next

one year

5. Drug code

6. Drug Name

7. Month of

expiry

3.11.7. Sample Report Formats

3.11.7.1. Stock Received Source wise

Source Name : KMSCL

Scheme :

Slno Drug Code/ Name Quantity

1 D1 Aspirin 100000

2 D2 Paracetamol 500000

3 D3 Atenolol 25000

3.11.7.2.MRC Report

Date : 01/07/2004

Slno Drug

code

Drug Name Supplier

Name

Order

Number

Quantity Batch

Number

Stock

Register

Number

Remarks

1 D1 Aspirin Zydus W0001 5000 A1 1

2 D2 Paracetamoll Sipali W0002 10000 S58 1

3 D3 Atenolol Alfred W0003 5000 Z45 1



3.11.7.3. Inward Details

Type of Inward: From Supplier

Slno Drug code

/Name

Quantity Batch Number Value

1 D1 Aspirin 5000 A1 500

2 D2 Paracetomol 100000 S58 1000

3 D3 Atenolol 5000 Z45 500

3.11.7.4. Outward Details

Type of Outward: Issue to Facility

Slno Drug code

/Name

Quantity Batch Number Value

1 D1 Aspirin 2500 A1 250

2 D2 Paracetomol 50000 S58 500

3 D3 Atenolol 2500 Z45 250

3.11.7.5. Passbook Utilization Statement

Slno Passbook

Number

Passbook

Name

Allotment Utilization Balance

Amount

1 C00001 CHC,

Trivandrum

100000 50000 50000

2 C00002 CHC,

Trivandrum

75000 40000 35000

3 C00003 PHC,

Attingal

35000 25000 10000

3.11.7.6. Nil Stock Statement

Slno Drug Code Drug Name 1 D1 Aspirin 2 D2 Paracetomol 3 D3 Àtenolol



3.11.7.7.Expiry Report –Detail Report

Drug Code and Name : D1 Aspirin

Slno Batch Number Quantity Expiry Date

1 A101 10000 31/01/2004

2 A58 150000 30/04/2004

3 A78 200000 31/07/2003

3.11.7.8. Expiry Report – Monthwise break up

Slno Drug Code

/Name

Upto

one

month

1 to3 months 3 to 6

months

6 months

to 1 year

Above 1

year

Total

Stock

1 D1 Aspirin 5000 10000 15000 25000 100000 155000

2 D2

Paracetamol

50000 100000 200000 500000 850000

3 D3 Atenolol 2500 5000 10000 50000 67500



4.0. Special User Requirements

4.1.Security and Authentication

A complete user authentication is done in the DDMS and only the authorized

users are permitted to enter into the system.

This level of security is provided by the Database through the database user

names and password. Proper rights and privileges can be set to tables and procedures.

Each data entity can have a set of authorized users for data entry and modification.

Database level security is provided at two different levels.

The first level authentication is that verifies that a given user who attempts to

connect to the backend, can be verified as having access to the system or not.

The second level, permission is applied at the object level. Once a user has

been verified as the user and as having the access rights, the next level is to check

whether the user has the appropriate permission.

4.2. Reliability

In case of any server crash or system crash the reporting tool will not be affected

.It will easily adjust with the back up database when the tool is reinstalled.



5.0. BACKUP & RESTORE

5.1. Backup

Backup of data is very essential for any system. If incase anything goes

wrong and some Stored data to be recovered in later stages, this option is mandatory.

There are two types of backup operations.

• Full backup

Image of complete database is stored on a backup media. There will be a

backup server at the KMSCL H.O.

• Backing up of entire database (or a subset of the database) should be allowed

in one operation.

Following periodic backup operations are proposed.

a) Daily Backup

Backup of database should be taken on daily basis.

b) Weekly Backup

A backup of entire database should be taken weekly.

c) Monthly Backup

At the end of every month, backup of entire database, application software,

system software and all working directories should be taken. Backup of selective

print files like monthly / quarterly / annual progress reports should also be included in

the monthly backup. This type of backup should also be taken before loading any new

version/patches of application /system software.

d) Yearly Backup

At the end of the financial year, complete backup of the current year data

should be taken and stored offline preferably at a safe remote location.



5.2. Restore

In case of system failure or database crashing, the last full backup of the

database should be loaded and incremental backups should be applied to bring the

database to the current status. As a means to prevent loss of crucial data due to natural

or other types of disasters or calamities a copy of the backup of the database is to be

kept outside the office e.g. at higher level office or at any safe remote location.



6.0.User Training

User training will be provided for the pilot release of the application.

6.1.User Manual and Online Sensitive Help

Online Sensitive Help will be provided and will be available as a part of the

system. User manuals will be provided for this system.



7.0. Sample Screen Formats:

1. Forecasting:





2. Tender Processing









3. Order Processing (Purchase)





4. Bill Processing



6. Stock Monitoring System



6. Passbook Utilization



8. DATA DICTIONARY

8.1. General Master Table Name : DrugTypeMaster

Description : This table is used to store the drug type details

(ex: Tablet, Injection, Inhaler etc.,) Slno Field Name Type Width Constraint Description

1 DrugTypeCode VarChar2 5 Primary Key Drug Type Code 2 DrugTypeName VarChar2 50 Not Null Drug Type Name Table Name: DrugCatMaster

Description : This table is used to store the drug category details

Ex: Drug, Surgical, Suture etc.,

Slno Field Name Type Wid

th

Constraint Description

1 DrugCatCode VarChar2 5 Primary Key Drug Category Code 2 DrugCatName VarChar2 50 Not Null Drug Category Name Table Name : ExpIndMaster

Description : This table is used to store the Expiry indicator details

(ex: 1 year, 2 year expiry etc.,) Slno Field Name Type Width Constraint Description

1 ExpIndCode VarChar2 2 Primary Key Expiry Indicator Code 2 Description VarChar2 25 Not Null Description Table Name : DrugMaster

Description : This table is used to store the drug details

Slno Field Name Type Width Constraint Description

1 DrugCode VarChar2 5 Primary Key Drug Code 2 DrugName VarChar2 60 Not Null Name of the Drug 3 DrugTypeCode VarChar2 5 Not Null Type of Drug 4 DrugCatCode VarChar2 5 Not Null Category of Drug 5 Unit VarChar2 50 Not Null Unit 6 Strength1 VarChar2 60 Null Strength 7 Strength2 VarChar2 60 Null Strength 8 Packing1 VarChar2 50 Null Packing Specification 9 Packing2 VarChar2 50 Null Packing Specification 10 PackCarton VarChar2 50 Null Packing Carton

Specification 11 PackingQty Number 5 Not Null Packing Quantity for each

pack



12 Qtyind Number 3 Not Null Quantity for each unit 13 QCTest VarChar2 1 Null Whether Quality Control

Test is required for this drug

14 TestQty Number 3 Null Quantity to be allotted for Quality Control testing

15 ExpindCode VarChar2 2 Null Expiry Indicator Code 16 ActiveFlag VarChar2 1 Null Whether the drug is live in

essential drug list 17 Rate Number 7,2 Null Rate of the drug 18 QCMinQty Number 5 Null Minimum Quantity to be

available for QC Test Table Name : ACYear

Description : To Store the accounting year


1 ACCode VarChar2 5 Primary Key Account Code 2 ACYear VarChar2 9 Not Null Account Year Table Name : BankMaster

Description : To Store the details of bank Slno Field Name Type Width Constraint Description

1 BankCode VarChar2 5 Primary Key Bank Code 2 BankName VarChar2 50 Not Null Bank Name Table Name : BlackListMaster

Description : To Store the details of bank


1 BlackListCode VarChar2 5 Primary Key Black List Code 2 Suppcode VarChar2 5 Not Null Supplier Code 3 DrugCode VarChar2 5 Not Null Drug Code 4 BlackListFrom Date 8 Not Null Date on which the supplier

is black listed 5 BlackListTo Date 8 Not Null Ending date of black listing 6 Reason VarChar2 60 Null Reason for black listing



Table Name : WarehouseMaster

Description : This table is used to store the stores address details Slno Field Name Type Width Constraint Description

1 WhCode VarChar2 5 Not Null Warehouse Code 2 WHName VarChar2 50 Not Null Warehouse Name 3 Address1 VarChar2 50 Not Null Address 4 Address2 VarChar2 50 Null Address 5 Address3 VarChar2 50 Null Address 6 city VarChar2 50 Not Null City 7 Zip VarChar2 7 Not Null Pin Code 8 Phone1 VarChar2 15 Null Phone Number 9 Phone2 VarChar2 15 Null Phone Number 10 Fax VarChar2 15 Null Fax Number 11 Email VarChar2 30 Null Email Address Table Name : SupplierMaster

Description : This table is used to store the Supplier address details Slno Field Name Type Width Constraint Description

1 SuppCode VarChar2 5 Not Null Supplier Code 2 SuppName VarChar2 50 Not Null Supplier Name 3 OffConPer VarChar2 50 Null Office Contact

Person 4 OffAddress1 VarChar2 50 Null Office Address 5 OffAddress2 VarChar2 50 Null Office Address 6 OffAddress3 VarChar2 50 Null Office Address 7 OffCity VarChar2 50 Null Office City 8 OffZip VarChar2 7 Null Office Pin Code 9 OffPhone1 VarChar2 15 Null Office Phone

Number 10 Offphone2 VarChar2 15 Null Office Phone

Number 11 OffFax VarChar2 15 Null Office Fax Number 12 OffEmail VarChar2 30 Null Office Email

Address 13 FacConPer VarChar2 50 Null Factory Contact

Person 14 FacAddress1 VarChar2 50 Null Factory Address 15 FacAddress2 VarChar2 50 Null Factory Address 16 FacAddress3 VarChar2 50 Null Factory Address 17 FacCity VarChar2 50 Null Factory City 18 FacZip VarChar2 7 Null Factory Pin Code 19 FacPhone1 VarChar2 15 Null Factory Phone

Number 20 FacPhone2 VarChar2 15 Null Factory Phone

Number 21 FacFax VarChar2 15 Null Factory Fax Number 22 FacEmail VarChar2 30 Null Factory Email



Table Name : PayModeMaster

Description : This table is used to store Mode of payment details

(Ex. DD,Cheque etc.,) Slno Field Name Type Width Constraint Description

1 PayCode VarChar2 5 Primary Key Pay Code 2 PayDesc VarChar2 50 Not Null Description Table Name : PayTypeMaster

Description : This table is used to store Type of payment details

(Ex. Bank Guarantee, Tender Application Cost etc.,) Slno Field Name Type Width Constraint Description

1 PayType VarChar2 5 Primary Key Pay Type Code 2 PayDesc VarChar2 50 Not Null Description



8.2. ForeCasting

Table Name : WhCons

Description : This table is used to store the consumption of drugs of all stores Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 4 Whcode VarChar2 5 Not Null Warehouse Code 5 DrugCode VarChar2 5 Not Null Drug Code 6 ConsQty Number 10, 0 Not Null Consumption Quantity Table Name : ForeCastQty

Description : This table is used to store the details of stores consumption

quantity Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 DrugCode VarChar2 5 Not Null Drug Code 4 ActQty Number 10 Null Actual Quantity 5 ProposeQty Number 10 Null Proposed Quantity Table Name : AnnConsum

Description : This table is used to store the annual consumption


1 DrugCode VarChar2 5 Not Null Drug Code 2 WHCode VarChar2 5 Not Null Warehouse Code 3 Qty Number 10 Not Null Quantity for the year



8.3. Tender Processing Table Name : TenderTypeMaster

Description : This table is used to store the Tender type details

(ex. Drug,Surgical/Suture etc.,) Slno Field Name Type Width Constraint Description

1 TenderTypeCode VarChar2 5 Primary Key Tender Type Code 2 TenderTypeDesc VarChar2 50 Not Null Description Table Name : TenderYearMaster

Description : This table is used to store the Tender Year details Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderYear VarChar2 9 Not Null Tender Year Table Name: CheckListMaster

Description : To store the check list for the tender

Sln

o

Field Name Type Width Constraint

Description

1 Checklistcode VarChar2 5 Primary Key

Check List Code

2 Description VarChar2 50 Not Null Description



Table Name: CheckListDet

Description : To store the check list details that are required for bidder in order to

eligible in the tender


1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 Slno VarChar2 5 Not Null Serial No 4 ChecklistCode VarChar2 5 Not Null Check List Code 5 Mandflag VarChar2 1 Null Whether the details is

Mandatory or not 6 Reason VarChar2 50 Null Reason Table Name : TenderMaster

Description : This table is used to store the Tender details Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 4 IssStdate Date 8 Not Null Issue of starting date of

bid document 5 IssEndate Date 8 Not Null Issue of Ending date of

bid document 6 Accstdate Date 8 Not Null Acceptance starting

date of bid document 7 Accendate Date 8 Not Null Acceptance ending date

of bid document 8 Opdate Date 8 Not Null Bid Opening Date 9 AppCost Number 7 2 Not Null Cost of

TenderApplication 10 Remarks VarChar2 50 Null Remarks



Table Name : TenderQtyMaster

Description : This table is used to store the Quantity required for each tender

and their corresponding details Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type code 4 DrugCode VarChar2 5 Not Null Drug Code 5 ReqUnit Number 10 Not Null Required Units Table Name : TenderIssues

Description : This table is used to store the Tender issues and Receipts details Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 BidDocNo Number 3 Not Null Bid Document

Number 4 TendererCode VarChar2 5 Not Null Tenderer Code 5 IssueDate Date 8 Null Bid Issue Date 6 SubmitFlag VarChar2 1 Null Whether the bidder

submitted the bid document or not

7 SubmitDate Date 8 Null Submit Date 8 BidResNo Number 3 Null Bid Response

Number 9 Remarks VarChar2 50 Null Remarks



Table Name : TendererMaster

Description : This table is used to store the Tenderer Address details Slno Field Name Type Width Constraint Description

1 TendererCode VarChar2 5 Not Null Tenderer Code 2 TendererName VarChar2 50 Not Null Tenderer Name 3 OffConPer VarChar2 50 Null Office Contact

Person 4 OffAddress1 VarChar2 50 Not Null Office Address 5 OffAddress2 VarChar2 50 Null Office Address 6 OffAddress3 VarChar2 50 Null Office Address 7 OffCity VarChar2 50 Null Office City 8 OffZip VarChar2 7 Null Office Pin Code 9 OffPhone1 VarChar2 15 Null Office Phone

Number 10 OffPhone2 VarChar2 15 Null Office Phone

Number 11 OffFax VarChar2 15 Null Office Fax

Number 12 OffEmail VarChar2 30 Null Office Email 13 FacConPer VarChar2 50 Null Factory Contact

Person 14 FacAddress1 VarChar2 50 Null Factory Address 15 FacAddress2 VarChar2 50 Null Factory Address 16 FacAddress3 VarChar2 50 Null Factory Address 17 FacCity VarChar2 50 Null Factory City 18 FacZip VarChar2 7 Null Factory Pin Code 19 FacPhone1 VarChar2 15 Null Factory Phone

Number 20 FacPhone2 VarChar2 15 Null Factory Phone

Number 21 FacFax VarChar2 15 Null Factory Fax

Number 22 FacEmail VarChar2 30 Null Factory Email



Table Name : TenderAmount

Description : This table is used to store the bidder amount details Slno Field Name Type Width Constraint Description

1 Tendercode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 BidResNo Number 3 Not Null Bid Response Number 4 PayMode VarChar2 5 Not Null Pay Mode 5 PayType VarChar2 5 Not Null Pay Type 6 InstNo VarChar2 10 Not Null Instrument Number 7 InstDate Date 8 Not Null Instrument Date 8 BankName VarChar2 50 Null Bank Name 9 Amount Number 10,2 Null Amount given 10 BankValidity Date 8 Null Bank Validity period 11 Remarks VarChar2 50 Null Remarks Table Name : FloppyDetails

Description : This table is used to store the details of bidder’s price schedule, bid

security, turn over and 80% requirement required for participating in the

tender.

This table is the extract of bidder’s soft copy. Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 4 BidResNo Number 3 Not Null Bid Response Number 5 DrugCode VarChar2 5 Not Null Drug Code 6 ExFactory Number 10 3 Null Ex-Factory rate 7 ExciseDuty Number 10 3 Null Excise duty 8 PackForw Number 10 3 Null Packing and

Forwarding 9 TranInland Number 10 3 Null Transport and Inland

price 10 IncCost Number 10 3 Null Incidental Cost 11 UnitPrice Number 10 3 Null Unit Price (Sl No 6 to

12) 12 TotalPrice Number 12 3 Null Total Price (Unit Price

X Required Units of that drug)



Table Name: CheckListEntry

Description : To store the check list details of the bidder those who participated in

the tender


1 TenderCode VarChar2

5 Not Null Tender Code

2 TenderTypeCode VarChar2

5 Not Null Tender Type Code

3 BidResNo Number 3 Not Null Bid Response Number

4 Slno VarChar2

5 Null Serial No.

5 ChecklistCode VarChar2

5 Null Check List Code

6 Doc_Attach VarChar2

1 Null Whether the bidder has document is attached or not

7 Remarks VarChar2

50 Null Remarks

Table Name : TenderRate

Description : This table is used to store the Tender Rate details Slno Field Name Type Width Constraint Description

1 Tendercode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 BidResNo Number 3 Not Null Bid Response

Number 4 DrugCode VarChar2 5 Not Null Drug Code 5 ExFactory Number 10, 3 Null Ex-factory Rate 6 ExciseDuty Number 10, 3 Null Excise Duty 7 PackForw Number 10, 3 Null Packing and

Forwarding 8 TranInland Number 10, 3 Null Transport and Inland

Cost 9 IncCost Number 10, 3 Null Incidental Cost 10 UnitPrice Number 10, 3 Not Null Unit Price 11 TotalPrice Number 12, 3 Not Null Total Price 12 AppRate Number 10, 3 Null Application Rate 13 Rejected VarChar2 1 Null Rejected 14 RejRemarks VarChar2 50 Null Remarks for

rejection 15 Remarks VarChar2 50 Null Remarks 16 Finalized VarChar2 1 Null Whether the drug is

finalized or not



Table Name : L1Rate

Description : This table is used to store the L1 Rate details Slno Field Name Type Width Constraint Description

1 Tendercode VarChar2 5 Not Null Tender Code 2 Tendertypecode VarChar2 5 Not Null Tender Type Code 3 BidResNo Number 5 Not Null Bid Response Number 4 Drugcode VarChar2 5 Not Null Drug Code 5 Unitprice Number 10 2 Not Null Unit Price 6 TotalPrice Number 12 2 Null Total Price Table Name : L1RateFinal

Description : This table is used to store the final L1 Rate details Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 BidResNo Number 3 Not Null Bid Response Number 4 DrugCode VarChar2 5 Not Null Drug Code 5 SuppCode VarChar2 5 Not Null Supplier Code 6 Rate Number 10,2 Not Null Rate



8.4. Order Process

Table Name : AutoNoGen

Description : This table is used to store the prefix to be given for each package when

an order is placed with supplier for the tender year


1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 Prefix VarChar2 2 Not Null Prefix to be given for each

package 4 Fromdate Date 8 Not Null Valid From 5 Todate Date 8 Not Null Valid Up to 6 Expired VarChar2 1 Null Whether the prefix given is

expired or not Table Name : OrderMaster

Description : This table is used to store the Order details placed with the supplier Slno Field Name Type Width Constraint Description

1 TenderCode VarChar2 5 Not Null Tender Code 2 TenderTypeCode VarChar2 5 Not Null Tender Type Code 3 PoNo VarChar2 6 Not Null Purchase Order Number 4 PoDate Date 8 Not Null Purchase Order Date 5 Suppcode VarChar2 5 Not Null Supplier Code 6 DrugCode VarChar2 5 Not Null Drug Code 7 PoType VarChar2 1 Not Null Purchase order Type 8 Rate Number 10 2 Not Null Rate 9 TotalQty Number 10 Not Null Total Quantity ordered 10 TotalAmount Number 10,2 Not Null Total amount 11 DistFlag VarChar2 1 Null Whether the order is

distributed to stores or not

12 CancelFlag VarChar2 1 Null Whether the order is cancelled or not

13 ExtFlag VarChar2 1 Null Whether the order has been extension or not

14 Remarks VarChar2 50 Null Remarks



Table Name : Schedule

Description : This table is used to store order allotment for each stores Slno Field Name Type Width Constraint Description

1 PoNo VarChar2

6 Not Null Purchase Order Number

2 WhCode VarChar2

5 Not Null Warehouse Code

3 QtyAllotted Number 10 Not Null Quantity Allotted 4 CancelFlag VarChar

2 1 Null Whether the order has

been cancelled or not 5 Remarks VarChar

2 50 Null Remarks

Table Name : OrderCancel

Description : This table is used to store the cancellation details against the purchase

order Slno Field Name Type Width Constraint Description

1 PoNo VarChar2 6 Not Null Purchase Order Number 2 CancelDate Date 8 Not Null Date of Cancellation 3 Remarks VarChar2 50 Not Null Remarks Table Name : OrderExtn

Description : This table is used to store the extension given against the purchase

order Slno Field Name Type Width Constraint Description

1 PoNo VarChar2 6 Not Null Purchase Order Number 2 ExtnDate Date 8 Not Null Extension Date 3 Remarks VarChar2 50 Not Null Remarks

8.5. Stock Monitoring



Table Name : InOutMaster

Description : This table is used to store Inward and Outward Type details

(ex: From Supplier,Issue to hospital etc.,) Slno Field Name Type Width Constraint Description

1 IoType VarChar2 2 Not Null Inward and Outward Type

2 IODesc VarChar2 50 Not Null Description Table Name : MonCons

Description : This table is used to store the Monthly consumption of all stores Slno Field Name Type Width Constraint Description

1 DrugCode VarChar2 5 Not Null Drug Code 2 WhCode VarChar2 5 Not Null Warehouse Code 3 Moncon Number 10 Null Monthly Consumption

Quantity Table Name : StkinMon

Description : This table is used to store the stock available in terms of months for

each store Slno Field Name Type Width Constraint Description

1 DrugCode VarChar2 5 Not Null Drug Code 2 WhCode VarChar2 5 Not Null Warehouse Code 3 StkMon Number 5 2 Null Stock in Month Table Name : Stock

Description : This table is used to store current stock of all drugs for each store Slno Field Name Type Width Constraint Description

1 DrugCode VarChar2 5 Not Null Drug Code 2 WhCode VarChar2 5 Not Null Warehouse Code 3 Qty Number 10 Not Null Quantity available 4 Up_Date Date 8 Not Null Updated Date



Table Name : DrugInw

Description : This table is used to store the stores inward transaction details Slno Field Name Type Width Constraint Description

1 RecdDate Date 8 Not Null Materials Received Date

2 LogDate Date 8 Null Entry Date 3 WhCode VarChar2 5 Not Null Warehouse Code 4 PoNo VarChar2 7 Not Null Purchase Order Number 5 SuppCode VarChar2 5 Null Supplier Code 6 DrugCode VarChar2 5 Not Null Drug Code 7 BatchNo VarChar2 15 Not Null Batch Number 8 InvNo VarChar2 15 Not Null Invoice Number 9 InvDate Date 8 Not Null Invoice Date 10 DCNo VarChar2 5 Null Delivery Challan

Number (Warehouse Code in case of Transfer of inward from other stores)

11 DCDate Date 8 Null Delivery Challan Date 12 RecdQty Number 10 Not Null Quantity Received 13 TotValue Number 10,2 Null Total Value 14 Up_Date Date 8 Not Null Date of update at HQ 15 IoType VarChar2 2 Not Null Type of inward

(ex. From supplier, transfer inward, special inward etc.,)

16 InwNo VarChar2 7 Not Null Automatic Serial number for Inward generated at Store

17 GInwPgNo VarChar2 10 Null Goods Inward Page Number

18 SregPgNo VarChar2 10 Null Stock Register Page Number

19 ExpDate Date 8 Null Expiry Date 20 ManfDate Date 8 Null Manufacturer Date 21 PBNo VarChar2 13 Null Passbook Number 22 InwType VarChar2 1 Null Whether the record is

new record or modified record

23 ModiDate Date 8 Null Date of Modification 24 Remarks VarChar2 50 Null Remarks 25 MRCNO VarChar2 12 Null Material Received

Certificate Number



Table Name : DrugOut

Description : This table is used to store the stores Outward transaction details Slno Field Name Type Width Constraint Description

1 IssDate Date 8 Not Null Date of issue of items 2 LogDate Date 8 Not Null Entry Date 3 WhCode VarChar2 5 Not Null Warehouse Code 4 PoNo VarChar2 7 Not Null Purchase Order Number 5 DrugCode VarChar2 5 Not Null Drug Code 6 BatchNo VarChar2 15 Not Null Batch Number 7 PBNo VarChar2 13 Null Passbook Number

(Warehouse Code in case of transfer of drugs to other stores)

8 IndentNo VarChar2 10 Null Indent Number 9 Qty Number 10 Not Null Quantity 10 TotValue Number 10 2 Null Total Value 11 Up_Date Date 8 Not Null Date of update at HQ 12 IOType VarChar2 2 Not Null Outward Type

(ex. Issue to hospital, Transfer outward, special outward)

13 OutWno VarChar2 7 Not Null Automatic Serial number for outward generated at Store

14 OutType VarChar2 1 Not Null Whether the record is new record or modified record

15 ModiDate Date 8 Null Modified Date 16 Inwno VarChar2 7 Null Inward No 17 Remarks VarChar2 50 Null Remarks



8.6. Passbook Utilization Table Name : PayAuthor

Description : This table is used to store the pay authority for each passbook given to

facilities Slno Field Name Type Width Constraint Description

1 Code VarChar2 3 Not Null Pay authority Code 2 Name VarChar2 50 Not Null Pay authority Name 3 WhCode VarChar2 50 Not Null Warehouse Code 4 Officer VarChar2 30 Not Null Officer Name 5 Address1 VarChar2 60 Null Address 6 Address2 VarChar2 60 Null Address 7 Address3 VarChar2 60 Null Address 8 City VarChar2 50 Null City 9 Zip VarChar2 7 Null Pin Code 10 Phone VarChar2 20 Null Phone Number 11 Fax VarChar2 20 Null Fax Number 12 Email VarChar2 50 Null Email Table Name : PassBookMaster

Description : This table is used to store the Passbook details Slno Field Name Type Width Constraint Description

1 Pbno VarChar2 13 Not Null Passbook Number 2 Pbname VarChar2 50 Not Null Passbook Name 3 Acyear VarChar2 9 Not Null Accounting Year 4 WhCode VarChar2 5 Not Null Warehouse Code 5 Schemecode VarChar2 5 Null Scheme Code 6 Dgallot Number 12 2 Null Drug Allotment 7 Sgallot Number 12 2 Null Surgical/Suture

Allotment 8 Dgaddallot Number 12 2 Null Drug Additional

Allotment 9 Sgaddallot Number 12 2 Null Surgical/Suture

Additional Allotment 10 Iss_Dg Number 12 2 Null Amount of drug issued 12 Iss_Sg Number 12 2 Null Amount of

Surgical/Suture issued 11 Tot_Iss Number 12 2 Null Total issue 12 Active VarChar2 1 Null Whether the passbook is

currently active or not



Table Name : PassBookTran

Description : This table is used to store the transaction details of passbook Slno Field Name Type Width Constraint Description

1 Pbno VarChar2 20 Not Null Passbook Number 2 Inboxno VarChar2 8 Null Inbox Number 3 Refno VarChar2 20 Null Reference Number 4 Refdate Date 8 Null Reference Date 5 Ddno1 VarChar2 6 Null Demand Draft Number 1 6 Dddate1 Date 8 Null Date of DD Number 1 7 Bankcode1 VarChar2 5 Null Bank Code of DD

Number 1 8 Amt1 Number 12 2 Null Amount given for DD

Number 1 9 Ddno2 VarChar2 6 Null Demand Draft Number 2 10 Dddate2 Date 8 Null Date of DD Number 2 11 Bankcode2 VarChar2 5 Null Bank Code of DD


Number 2 13 Ddno3 VarChar2 6 Null Demand Draft Number 3 14 Dddate3 Date 8 Null Date of DD Number 3 15 Bankcode3 VarChar2 5 Null Bank Code of DD


Number 3 17 Dgaddallot Number 12 2 Null Drug Allotment 18 Sgaddallot Number 12 2 Null Surgical/Suture

Allotment 19 Endate Date 8 Null Entry Date 20 Remarks VarChar2 50 Null Remarks



8.7. Quality Control Table Name : LabMaster

Description : This table is used to store the lab details Slno Field Name Type Width Constraint Description

L LabCode VarChar2 5 Not Null Lab Code 2 LabName VarChar2 50 Not Null Name of the Lab 3 ConPer VarChar2 50 Null Contact Person 4 Address1 VarChar2 50 Not Null Address 5 Address2 VarChar2 50 Null Address 6 Address3 VarChar2 50 Null Address 7 City VarChar2 50 Not Null City 8 Zip VarChar2 7 Null Pin Code 9 Phone VarChar2 15 Null Phone Number 10 Fax VarChar2 15 Null Fax Number 11 Email VarChar2 30 Null Email 12 ActiveFlag VarChar2 1 Null Whether the lab is

presently active or not Table Name : LabRate

Description : This table is used to store the rate given by lab Slno Field Name Type Width Constraint Description

1 Tendercode VarChar2 5 Not Null Tender code 2 Drugcode VarChar2 5 Not Null Drug Code 3 LabCode VarChar2 5 Not Null Lab code 4 Rate Number 7, 2 Not Null Rate Table Name : LabInvoice

Description : This table is used to store the Invoice details submitted by the lab Slno Field Name Type Width Constraint Description

1 LabInvoice VarChar2 15 Not Null Invoice Number 2 LabInvDate Date 8 Not Null Invoice Date 3 LabCode VarChar2 5 Not Null Lab Code 4 SampleCode VarChar2 10 Null Sample Code 5 AmtClaim Number 10, 2 Not Null Amount Claimed 6 Deduction Number 10, 2 Null Deduction 7 AmtAllotted Number 10, 2 Null Amount Allotted 8 EntryDate Date 8 Null Entry Date 9 PassFlag VarChar2 1 Null Pass Flag, whether the bill

is passed 10 PassDate Date 8 Null Date on which the bill is

passed 11 SancNo VarChar2 11 Null Sanction Order Number 12 SancDate Date 8 Null Sanction Order Date 13 InvSrNo VarChar2 10 Null Automatic serial number

will be generated by the system for each invoice




Table Name : QCDeduct

Description : This table is used to store Quality Control deduction details Slno Field Name Type Width Constraint Description

1 QCDSNo VarChar2 11 Not Null Quality Control Deduction Serial Number generated automatically

2 PoNo VarChar2 6 Not Null Purchase Order Number 3 SuppCode VarChar2 5 Not Null Supplier Code 4 Drugcode VarChar2 5 Not Null Drug Code 5 BatchNo VarChar2 15 Not Null Batch Number 6 Qty Number 10 Not Null Quantity 7 AmtDed Number 10 2 Not Null Amount Deduction 8 SalesTax Number 5 2 Null Sales Tax 9 TotAmtDed Number 10 2 Not Null Total Amount Deduction 10 SampleCode VarChar2 7 Not Null Sample Code 11 EntryDate Date 8 Not Null Entry Date 12 Reason VarChar2 50 Not Null Reason for QC

Deduction 13 DelFlag VarChar2 1 Null Whether the record has

been deleted or not 14 DedFlag VarChar2 1 Null Whether the amount has

been deducted or not 15 dedsancno VarChar2 11 Null Supplier Sanction Order

in which the deduction has been made

16 invno VarChar2 15 Null Supplier Invoice No in which the deduction has been made

Table Name : LabReport

Description : This table is used to store the Samples to lab for testing and their

corresponding test results Slno Field Name Type Width Constraint Description

1 SampleCode VarChar2 10 Not Null Sample code 2 LabCode VarChar2 5 Not Null Lab Code 3 PoNo VarChar2 7 Not Null Purchase Order Number 4 suppcode VarChar2 5 Not Null Supplier Code 5 DrugCode VarChar2 5 Not Null Drug Code 6 BatchNo VarChar2 15 Not Null Batch Number 7 Qty Number 5 Not Null Quantity 8 SentDate Date 8 Null Date on which the sample

sent to lab 9 TestResult VarChar2 1 Null Test Result 10 ResultDate Date 8 Null Result Date 11 EntryDate Date 8 Null Date of Entry



12 ReportNo VarChar2 9 Null Report Number 13 ReportDate Date 8 Null Report Date 14 Remarks VarChar2 50 Null Remarks Table Name : LabSamples

Description : This table is used to store the Samples received from the stores Slno Field Name Type Width Constraint Description

1 SourceCode VarChar2 5 Not Null Source code 2 PoNo VarChar2 7 Not Null Purchase Order

Number 3 SuppCode VarChar2 5 Not Null Supplier Code 4 WhCode VarChar2 5 Not Null Warehouse Code 5 Drugcode VarChar2 5 Not Null Drug Code 6 BatchNo VarChar2 15 Not Null Batch Number 7 Qty Number 5 0 Not Null Quantity 8 RecdDate Date 8 Not Null Received Date 9 Up_Date Date 8 Not Null Updated date 10 SRNO VarChar2 7 Null Serial Number



8.8. Bill Processing

Table Name : LeviMaster

Description : This table is used to store the Levi details Slno Field Name Type Width Constraint Description

1 LeviCode VarChar2 5 Not Null Levi Code 2 LeviDesc VarChar2 50 Not Null Levi Description 3 LeviType VarChar2 1 Not Null Type of Levi Table Name : LeviDet

Description : This table is used to store the Levi amount details against invoice

submitted by the supplier Slno Field Name Type Width Constraint Description

1 InvNo VarChar2 15 Not Null Invoice Number 2 InvDate Date 8 Not Null Invoice Date 3 PoNo VarChar2 7 Not Null Purchase Order Number 4 WhCode VarChar2 5 Not Null Warehouse Code 5 LeviCode VarChar2 7 Not Null Levi Code 6 LeviAmt Number 10 2 Not Null Levi Amount 7 PassDate Date 8 Null Date of bill pass Table Name : InvBatches

Description : This table is used to store the Batch Number and test result given by

supplier in the Invoice Slno Field Name Type Width Constraint Description

1 Pono VarChar2 6 Not Null Purchase Order Number 2 SuppCode VarChar2 6 Not Null Supplier Code 3 DrugCode VarChar2 7 Not Null Drug Code 4 WhCode VarChar2 5 Not Null Warehouse Code 5 Invno VarChar2 15 Not Null Invoice Number 6 SuppBatchno VarChar2 15 Not Null Supplier Batch Number 7 SuppRes VarChar2 1 Null Result given by the

supplier 8 QcBatchno VarChar2 15 Null Quality Control Batch

Number 9 QCRes VarChar2 1 Null Quality Control Result 10 ExpDate Date 8 Null Expiry Date



Table Name : Invoice

Description : This table is used to store the invoice details submitted by the supplier Slno Field Name Type Width Constraint Description

1 InvNo VarChar2 15 Not Null Invoice Number 2 InvDate Date 8 Not Null Invoice Date 3 PoNo VarChar2 7 Not Null Purchase Order Number 4 DCNo VarChar2 15 Null Delivery Challan Number 5 DCDate Date 8 Null Delivery Challan Date 6 InvQty Number 10 Not Null Invoice Quantity 7 RecdQty Number 10 Null Received Quantity 8 WhCode VarChar2 5 Not Null Warehouse Code 9 InvAmt Number 10 2 Not Null Invoice Amount 10 SalesTax Number 2 Null Sales Tax 11 MatchFlag VarChar2 1 Null Match Flag, whether the

invoice is matched with MRC or not

12 MatchDate Date 8 Null Date of Matching with MRC

13 PassFlag VarChar2 1 Null Pass flag, whether the invoice is passed for sanction order generation

14 PassDate Date 8 Null Date of which the bill is passed

15 RecdDate Date 8 Null Invoice Received Date 16 SancNo VarChar2 11 Null Sanction Order Number 17 SancDate Date 8 Null Sanction Order Date 18 Deduction Number 10 2 Null Deductions 19 Refund Number 10 2 Null Refund 20 InvSrno VarChar2 12 Null Automatic Serial Number

will be generated by the system for each invoice




Table Name : MRCDet

Description : This table is used to store Material Received at the stores Slno Field Name Type Width Constraint Description

1 InvNo VarChar2 15 Not Null Invoice Number 2 InvDate Date 8 Not Null Invoice Date 3 PoNo VarChar2 7 Not Null Purchase Order Number 4 DCNo VarChar2 15 Null Delivery Challan Number 5 DCDate Date 8 Null Delivery Challan Date 6 WhCode VarChar2 5 Not Null Warehouse Code 7 RecdQty Number 10 Not Null Received Quantity 8 Shortqty Number 5 Null Shortage Quantity 9 DamageQty Number 5 Null Damage Quantity 10 MRCDate Date 8 Not Null Material Received Date 11 Up_Date Date 8 Not Null Date of updation at HQ 12 MRCNo VarChar2 12 Null Automatic Serial number

generated by the system for each MRC entry

13 MatchFlag VarChar2 1 Null Whether the MRC is matched with the Invoice or not

14 PassFlag VarChar2 1 Null Whether the MRC is passed or not


Table Name : ChequeDet

Description : This table is used to store the cheque details that are issued to the

supplier


1 SancNo VarChar2 11 Not Null Sanction Order Number 2 SancDate Date 8 Not Null Sanction Order Date 3 ChequeNo VarChar2 6 Not Null Cheque Number 4 ChequeDate Date 8 Not Null Date of issue of Cheque 5 ChequeAmt Number 10 2 Not Null Cheque Amount 6 Remarks VarChar2 50 Null Remarks 7 ChqPrint VarChar2 1 Null Whether the cheque has

been printed or not 8 BankCode VarChar2 7 Null Bank Code



Table Name : CanChequeDet

Description : This table is used to store the cancel cheque details Slno Field Name Type Width Constraint Description

1 SancNo VarChar2 11 Not Null Sanction Order Number 2 ChequeNo VarChar2 6 Not Null Cheque Number 3 ChequeDate Date 8 Not Null Date of issue of Cheque 4 ChequeAmt Number 10,2 Not Null Cheque amount 5 CancelDate Date 8 Not Null Date of Cancellation 6 Remarks VarChar2 50 Null Remarks 7 BankCode VarChar2 7 Null Bank Code



8.9. Store Information System

Table Name: Freeze

Description: Freeze table is used to store the details of the records, which have not passed

the quality test.

S.No Field Name Type Width Const

raint

Description

1 Pono VarChar2 7 NOT NULL Purchase order number 2 Drugcode VarChar2 5 NOT NULL Drug code allotted to each drug 3 Batchno VarChar2 15 NOT NULL Batch number allotted to drug 4 Qty Number 10 NOT NULL Quantity of frozen drugs

5 Expdate Date 10 NULL Expiry Date of the drug

6 Refno VarChar2 10 NULL Reference number of the record 7 Refdate Date 10 NULL Reference date of the record 8 Freezedate Date 10 NULL Date of freezing the record 9 Inwno VarChar2 7 NULL Inward number of the record 10 Freflag VarChar2 1 NULL To denote that record is frozen 11 Remarks VarChar2 50 NULL Comments on the entry

Table Name: CurStock

Description: CurStock table is used to store the necessary details on the availability of

the stock like rate, opening and closing balance on a particular date etc. S.No Field

Name

Type Widt

h

Const

raint

Description

1 DrugCode V

arChar2

5 NOT NULL Drug code allotted to each drug

2 Rate Number 10 NOT NULL Rate of a particular drug 3 OpBal Number 10 NOT NULL Opening balance of the drug 4 CurBal Number 10 NOT NULL Current balance of the drug 5 OpDate Date 10 NOT NULL Opening Date 6 PassQty Number 10 NULL Quantity of drug passed the test



Table Name: IndentMas

Description: This is the indent master table, which stores the necessary information

regarding the store, which raises the indent and also the values associated


raint

Description

1 IndNo VarChar2 10 NOT NULL Indent number allotted

2 IndDate Date 10 NOT NULL Date of the indent raised 3 PBNo VarChar2 13 NOT NULL Pass Book Number of Store

4 IndValue Number 10, 2 NULL Value of that particular indent 5 DrugValue Number 10, 2 NULL Value of each drug 6 SurgValue Number 18, 2 NULL Surgical value associated 7 TotalValue Number 18, 2 NULL Sum of drug and surg value

Table Name: IndentDet

Description: This is the indent detail table that stores the detailed information regarding a

particular indent

S.No Field Name Type Width Co

nstraint

Description

1 IndNo VarChar2 10 NULL Indent number allotted 2 IndDate Date 10 NULL Date of the indent raised 3 PBNO VarChar2 13 NULL Pass Book Number of Store 4 DrugCode VarChar2 5 NULL Drug Code allotted 5 ReqQty Number 18, 2 NULL Quantity required 6 Available Number 18, 2 NULL Quantity available 7 AllotedQty Number 18, 2 NULL Quantity allotted

Table Name: Inward

Description: Inward table keeps track of all the records, which comes into a particular store

and stores the key information like sourcecode, suppliercode, qty etc.


raint

Description

1 SourceCode VarChar2 5 NOT NULL Specifies the source of drug

2 InwNo VarChar2 7 NOT NULL Auto generated serial number 3 PoNo VarChar2 7 NOT NULL Purchase Order Number 4 Suppcode VarChar2 5 NULL Supplier code allotted to suppliers 5 DrugCode VarChar2 5 NOT NULL Drug code allotted to each drug



6 BatchNo VarChar2 15 NOT NULL Batch number allotted to drug 7 Qty Number 10,0 NOT NULL Quantity of drug coming in 8 TotValue Number 10, 2 NULL Total value of the drug 9 ExpDate Date 10 NULL Expiry date of the drug

10 ManuDate Date 10 NULL Manufactured date of the drug 11 INVNo VarChar2 15 NULL Invoice number raised 12 InvDate Date 10 NULL Date on which invoice is raised 13 DCNo VarChar2 15 NULL Direct Chelan Number 14 DcDate Date 10 NULL Date of issue 15 PBNo VarChar2 13 NULL Pass Book Number of Store 16 RecdDate Date 10 NULL Received date of goods 17 LogDate Date 10 NULL Entry Date 18 Allotted Number 10, 0 NULL Allotted Date 19 GInwPgNo VarChar2 10 NULL General page number 20 SregPgNo VarChar2 10 NULL Register number 21 QCResult VarChar2 1 NULL Quality check result 22 QCRefNo VarChar2 10 NULL Reference Number of the test 23 QCRefDate Date 10 NULL Reference Date of the test 24 Remarks VarChar2 50 NULL Any Comments 25 Type VarChar2 1 NOT NULL Type of the entry add, modify etc. 26 ModiDate Date 10 NULL Date of modification

Table Name: OutwardMas

Description: The outward master table is used to store the details of all outward

transactions from a particular store; being master table it mainly stores the associated

values with each transaction.


raint

Description

1 OutwNo VarChar2 7 NOT NULL Auto generated serial number 2 OutDate Date 10 NOT NULL Date of outward transaction 3 PBNo VarChar2 13 NULL Pass Book Number of Store 4 IndNo VarChar2 10 NULL Indent number associated 5 IndDate Date 10 NULL Date of the indent raised 6 DrugValue Number 10, 2 NULL Value of the drug transferred 7 SurgValue Number 10, 2 NULL Surgical value associated 8 TotValue Number 10, 2 NULL Total value associated 9 LogDate Date 10 NULL Entry date



Table: Recall

Description: This table is used to recover drugs, which have been earlier marked as frozen

and after quality test again have been recalled.

S.No Field Name Type Width Constraint Description

1 RecallNo VarChar2 7 NULL Recall Number allotted

2 PoNo VarChar2 7 NOT NULL Purchase Order Number 3 DrugCode VarChar2 5 NOT NULL Drug code allotted to each

drug 4 BatchNo VarChar2 15 NOT NULL Batch number allotted to

drug 5 Qty Number 10 NOT NULL Quantity of recalled drugs 6 ExpDate Date 10 NULL Expiry Date of the drug 7 RefNo VarChar2 10 NULL Reference number of the

record 8 RefDate Date 10 NULL Reference date of the record 9 RecallDate Date 10 NULL Date of recall of record

10 InwNo VarChar2 7 NULL Inward number of the record 11 RecallFlag VarChar2 1 NULL To denote that record is

recalled 12 Remarks VarChar2 50 NULL Comments on the entry

Table: OutwardTran

Description: The outward transaction table is used to store the additional information on each outward master entry.

S.No Field Name Type Width Constraint Description

1 OutwNo VarChar2 7 NOT NULL Auto generated serial number 2 PoNo VarChar2 7 NOT NULL Purchase Order Number 3 DrugCode VarChar2 5 NOT NULL Drug code allotted to each

drug 4 BatchNo VarChar2 15 NULL Batch number allotted to drug 5 ReqQty Number 10, 0 NULL Quantity required 6 AllottedQty Number 10, 0 NULL Quantity allotted 7 TotValue Number 10, 2 NULL Total Value of the drug 8 InwNo VarChar2 10 NULL Inward Number associated 9 Type VarChar2 1 NOT NULL Type of entry add, modify

etc. 10 ModiDate Date 10 NULL Date of Modification of

record 11 Remarks VarChar2 50 NULL Comments on the transaction



9. E-R Modeling Diagram

9.1. Masters

9.1.1. Drug-Master

Drug Type Master

PK DrugTypeCode

DrugTypeName

Drug Cat Master

PK DrugCatCode

DrugCatName

Exp Ind Master

PK ExpIndCode

Desc

Drug Master

PK DrugCode

DrugName

FK1 DrugTypeCode

FK2 DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

FK3 ExpIndCode

ActiveFlag

Rate

QcMinQty



9.2. Forecasting

9.2.1. Consumption Entry

Store Cons

PK TenderCode

FK1,FK2 TenderTypeCode

FK3 StoreCode

FK4 DrugCode

ConsQty

Tender Year Master

PK TenderTypeCode

TenderYear

Tender Type Master

PK TenderTypeCode

TenderTypeDescWarehouseMaster

PK WhCode

WhName

Address1

Address2

Address3

City

Zip

Phone1

Phone2

Fax

Email

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIndCode

ActiveFlag

Rate

QcMinQty



3.2.2. Forecasting Process

Package Master

PK PackageCode

PackageName

Tender Year Master

PK TenderTypeCode

TenderYear

Tender Type Master

PK TenderTypeCode

TenderTypeDesc

W arehouseMaster

PK WhCode

W hName

Address1

Address2

Address3

City

Zip

Phone1

Phone2

Fax

Email

Forecast Qty

PK TenderCode


FK4 W hCode

FK5 DrugCode

ActQty

ProposeQty

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIndCode

ActiveFlag

Rate

QcMinQty



9.3. Tender Process

9.3.1.Tender Issues

Tender Master

TenderCode

TenderTypeCode

IssStDate

IssEnDate

AccStDate

AccEnDate

OpDate

AppCost

BGValidity

Remarks Tenderer Master

TendererCode

TendererName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Tender Type Master

PK TenderTypeCode

TenderTypeDesc Pay Mode Master

PK Paycode

PayDesc

Pay Type Master

PK PayType

PayDesc

Tender Issues

TenderCode

FK2 TenderTypeCode

BidDocNo

TendererCode

IssueDate

SubmitFlag

SubmitDate

BidResNo

Remarks

Tender Amount

TenderCode

TenderTypeCode

BidDocRes

PayMode

FK2 PayType

InstNo

InstDate

BankName

Amount

BankValidity

Remarks



9.3.2. Floppy Extract Details

Tender Rate

TenderCode

TenderTypeCode

BidResNo

DrugCode

ExFactory

ExciseDuty

PackForw

TranInland

IncCost

UnitPrice

TotalPrice

AppRate

SalexTax

Pharm_Std

Rejected

RejRemarks

Remarks

Finalised

Req80Per

TenderCode

TenderTypeCode

BidResNo

DrugCode

Requnit

Req80Per

GivenYear

GivenQty

Rejected

Remarks

Bid Sec Allot

TenderCode

TenderTypeCode

ReqBidNo

DrugCode

ReqBidSec

ReqBidValid

GBidSec

GBidValid

DrugBidSec

AllotedBidSec

Rejected

Remarks

Turn Over

TenderCode

TenderTypeCode

BidResNo

DrugCode

ReqTurnOver

Year1

TurnOver1

Year2

TurnOver

AvgTurnOver

TurnOverAllot

Rejected

Remarks

Qualification Criteria

TenderCode

TenderTypeCode

BidResNo

DrugCode

BidSec

DrugLicence

W HOGMPCert

Req80Per

TurnOver

ClientCert

Rejected

Remarks

Floppy Details

TenderCode

TenderTypeCode

BidResNo

DrugCode

GBidSec

GBidValid

ExFactory

ExciseDuty

PackForw

TranInland

IncCost

UnitPrice

TotalPrice

SalesTax

Pharm_Std

Req-80Year

Req-80Qty

AnnToYear1

AnnToAmt1

AnnToYear2

AnnToAmt2



9.3.3. Check List Entry

Check List Master

PK CheckListCode

Desc

Check List Details

TenderCode

TenderTypeCode

Slno1

SubSlno2

ChecklistCode

MandFlag

Reason

Qualification Criteria

TenderCode

TenderTypeCode

BidResNo

DrugCode

BidSec

DrugLicence

W HOGMPCert

Req80Per

TurnOver

ClientCert

Rejected

Remarks

Check List Entry

TenderCode

TenderTypeCode

BidResNo

Slno

SubSlno1

SubSlno2

PageNo

FK1 ChecklistCode

Doc-Attach

Remarks



9.3.4. Tender Rate

Tender Type Master

PK TenderTypeCode

TenderTypeDesc

Tender Rate

TenderCode


BidResNo

FK3 DrugCode

ExFactory

ExciseDuty

PackForw

TranInland

IncCost

UnitPrice

TotalPrice

AppRate

SalesTax

Pharm_Std

Rejected

RejRemarks

Remarks

Finalised

Tender Issues

Tendercode

TenderTypeCode

BidDocNo

TendererCode

IssueDate

SubmitFlag

SubmitDate

BidResNo

Remarks

Tender Year Master

PK TenderTypeCode

TenderYear

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIndCode

ActiveFlag

Rate

QcMinQty



9.3.5. L1 Rate Process

Tender Issues

Tendercode

TenderTypeCode

BidDocNo

TendererCode

IssueDate

SubmitFlag

SubmitDate

BidResNo

Remarks

Tender Year Master

PK TenderTypeCode

TenderYear

Tender Type Master

PK TenderTypeCode

TenderTypeDesc

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Tender Rate

TenderCode

TenderTypeCode

BidDocNo

DrugCode

ExFactory

ExciseDuty

PackForw

TranInland

IncCost

UnitPrice

TotalPrice

AppRate

SalesTax

Pharm_Std

Rejected

RejRemarks

Remarks

Finalised

L1 Rate Final

TenderCode


BidResNo

FK3 DrugCode

FK5 SuppCode

Rate

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIndCode

ActiveFlag

Rate

QcMinQty



9.4. ORDER PROCESSING

9.4.1. Control Code Generation

Auto No Gen

TenderCode

TenderTypeCode

Prefix

From

To

Expired

Tender Year Master

PK TenderTypeCode

TenderYear

Tender Type Master

PK TenderTypeCode

TenderTypeDesc



9.4.2 Order Processing

Auto No Gen

TenderCode

TenderTypeCode

Prefix

Fromdate

Todate

Expired

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

L1 Rate Final

TenderCode

TenderTypeCode

BidResNo

DrugCode

SuppCode

Rate

Order Master

Tendercode

TenderTypeCode

PoNo

PoDate

FK3 SuppCode

FK2 DrugCode

PoType

Rate

TotalQty

TotalAmount

DisFlag

CancelFlag

ExtFlag

Remarks

Schedule

PoNo

WhCode

QtyAlloted

CancelFalg

Remarks



9.4.3. Order Cancellation

Schedule

PoNo

WhCode

QtyAlloted

CancelFalg

Remarks

Order Cancel

PoNo

CancelDate

Remarks

Order Master

Tendercode

TenderTypeCode

PoNo

PoDate

SuppCode

DrugCode

PoType

Rate

TotalQty

TotalAmount

DisFlag

CancelFlag

ExtFlag

Remarks



9.4.4.Order Extension

Order Extn

PoNo

ExtnDate

Remarks

Order Master

Tendercode

TenderTypeCode

PoNo

PoDate

SuppCode

DrugCode

PoType

Rate

TotalQty

TotalAmount

DisFlag

CancelFlag

ExtFlag

Remarks



9.5. PASSBOOK

9.5.1.Pass Book Transaction

Passbook Master

PK PbNo

PbName

AcYear

W hCode

SchemeCode

DGALLOT

SGALLOT

DGADDALLOT

SGADDALLOt

ISS_DG

Passbook Tran

FK1 PbNo

RefNo

RefDate

AmtAllot

DateAllot

AmtFlag

INBOXNo

DDNO1

DDDate

BANKCODE1

AMT1

DDNO2

DDDATE2

BNANKCODE2

AMT

DDNO3

DDDate3

BANKCODE

AMT3

DGADDALLOT

SGADDALLOT

ENDate

Remarks



9.5.2. Passbook Utilization

Passbook Util

PK,FK3 PbNo

Year

DrugCatCode

AmtAllot

AddAmtAllot

AmtUtil

Drug Inw

RecdDate

LogDate

W hCode

PoNo

SuppCode

DrugCode

BatchNo

InvNo

InvDate

DcNo

DcDate

RecdQty

Tot_Value

Up_Date

IoType

GinwPgNo

SregPgNo

ExpDate

ManfDate

PBNo

InwType

ModiDate

MrcNo

Remarks

Passbook Master

PK PbNo

PbName

AcYear

W hCode

SchemeCode

DGALLOT

SGALLOT

DGADDALLOT

SGADDALLOt

ISS_DG

Drug Out

IssDate

LogDate

PoNo

DrugCode

BatchNo

PbNo

IndentNo

Qty

TotValue

Up_date

IoType

OutwNo

OutType

ModiDate

InwNo

Remarks



Passbook Util

PK,FK3 PbNo

Year

DrugCatCode

AmtAllot

AddAmtAllot

AmtUtil

Drug Inw

RecdDate

LogDate

W hCode

PoNo

SuppCode

DrugCode

BatchNo

InvNo

InvDate

DcNo

DcDate

RecdQty

Tot_Value

Up_Date

IoType

GinwPgNo

SregPgNo

ExpDate

ManfDate

PBNo

InwType

ModiDate

MrcNo

Remarks

Passbook Master

PK PbNo

PbName

AcYear

W hCode

SchemeCode

DGALLOT

SGALLOT

DGADDALLOT

SGADDALLOt

ISS_DG

Drug Out

IssDate

LogDate

PoNo

DrugCode

BatchNo

PbNo

IndentNo

Qty

TotValue

Up_date

IoType

OutwNo

OutType

ModiDate

InwNo

Remarks



9.6. STOCK Monitoring

9.6.1.StockUpdation Process

Drug Inw

RecdDate

LogDate

W hcode

PoNo

SuppCode

DrugCode

BatchNo

InvNo

InvDate

DcNo

DcDate

RecdQty

Tot_Value

Up_Date

IoType

GinwPgNo

SregPgNo

ExpDate

ManfDate

PBNo

InwType

ModiDate

MrcNo

Remarks

Drug Out

IssDate

LogDate

PoNo

DrugCode

BatchNo

FK1 PbNo

IndentNo

Qty

TotValue

Up_date

IoType

OutwNo

OutType

ModiDate

InwNo

Remarks

Pass BookUtil

PK PbNo

PbYear

DrugCatCode

AmtAllot

AddAmtAllot

AmtUtil

Stock

DrugCode

W hcode

Qty

UpDate

Stk In Mon

DrugCode

W hcode

StkMon

Mon Cons

DrugCode

W hcode

MonCon



9.7.QUALITY CONTROL

9.7.1.Sample Entry

Supplier M aster

P K SuppCode

SuppN am e

O ffC onPer

O ffAddress1

O ffAddress2

O ffAddress3

O ffC ity

O ffZ ip

O ffPhone1

O ffPhone2

O ffFax

O ffEm ail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacC ity

FacZ ip

FacPhone1

FacPhone2

FacFax

FacEm ail

W arehouseM aster

PK W hCode

W hNam e

Address1

Address2

Address3

C ity

Z ip

Phone1

Phone2

Fax

Em ail

O rder M aster

T enderCode

T enderT ypeCode

PoNo

PoDate

FK1 SuppC ode

FK2 D rugC ode

PoT ype

R ate

T otalQ ty

T otalAm ount

D istF lag

C ancelF lag

ExtF lag

R em arks

Drug M aster

PK DrugCode

DrugNam e

DrugT ypeCode

DrugCatC ode

Unit

S trength1

Strength2

Strength3

Q tyInd

Q cTest

T estQ ty

ExpIntC ode

ActiveF lag

Rate

Q C M inqQ ty

D rug O ut

IssDate

LogDate

PoNo

DrugC ode

BatchNo

PbNo

IndentNo

Q ty

T otValue

Up_date

IoT ype

O utwNo

O utT ype

M odiD ate

InwN o

Rem arks

Lab Sam ples

W hnam e

PoNo

SuppCode

W hC ode

DrugC ode

BatchNo

Q ty

RecdDate

Up_Date

SrNo



9.7.2.LabRate Entry

Lab Rate

TenderCode

FK1 DrugCode

LabCode

Rate

Lab Master

LabCode

LabName

ConPer

Address1

Address2

Address3

City

Zip

Phone

Fax

Email

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Rate

QcMinQTy



9.7.3.Lab Samples Entry Process

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

FK1 SuppCode

Rate

QcMinQty

Lab Master

LabCode

LabName

ConPer

Address1

Address2

Address3

City

Zip

Phone

Fax

Email

Lab Rate

TenderCode

DrugCode

LabCode

Rate

Lab Report

SampleCode

LabCode

PoNo

Suppcode

FK1 DrugCode

BatchNo

Qty

SentDate

TestResult

ResultDate

EntryDate

ReportNo

ReportDate

Remarks



9.7.4.Test Result Entry Process

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Rate

QcMinQty

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Lab Report

SampleCode

LabCode

PoNo

Suppcode

DrugCode

BatchNo

Qty

SentDate

TestResult

ResultDate

EntryDate

ReportNo

ReportDate

Remarks



9.7.5. Lab Invoice Process

Lab Invoice

LabInvoice

LabInvDate

LabCode

SampleCode

AmtClaim

Deduction

AmtAllotted

EntryDate

PassFlag

PassDate

SancNo

SancDate

InvSrNo

Remarks

Lab Master

LabCode

LabName

ConPer

Address1

Address2

Address3

City

Zip

Phone

Fax

Email

Lab Rate

TenderCode

DrugCode

LabCode

Rate

Lab Samples

W hname

PoNo

SuppCode

W hcode

DrugCode

BatchNo

Qty

RecdDate

Up_Date

SRNO



9.7.6. Lab Bill Processing

Lab Master

LabCode

LabName

ConPer

Address1

Address2

Address3

City

Zip

Phone

Fax

Email

Lab Rate

TenderCode

DrugCode

LabCode

Rate

Cheque Det

SaneNo

ChequeNo

ChequeDate

ChequeAmt

Remarks

Lab Invoice

LabInvoice

LabInvDate

LabCode

SampleCode

AmtClaim

Deduction

AmtAllotted

EntryDate

PassFlag

PassDate

SancNo

SancDate

InvSrNo

Remarks

Lab Samples

W hname

PoNo

SuppCode

W hcode

DrugCode

BatchNo

Qty

RecdDate

Up_Date

SRNO



9.7.7. QC Deduction Entry

Lab Master

LabCode

LabName

ConPer

Address1

Address2

Address3

City

Zip

Phone

Fax

Email

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Rate

QcMinQty

L1 Rate Final

TenderCode

TenderTypeCode

PackageCode

BidResNo

DrugCode

SuppCode

Rate

QC Deduction

QCDSno

PoNo

FK5 SuppCode

FK4 DrugCode

BatchNo

Qty

Amount

AmtDed

SalesTax

TotAmtDed

SampleCode

EntryDate

Reason

DelFlag

DedFlag

DedSancNo

InvNo

Lab Samples

W hname

PoNo

SuppCode

W hcode

DrugCode

BatchNo

Qty

RecdDate

Up_Date

SRNO



9.7.8.LabCheque Entry

Lab Master

LabCode

LabName

ConPer

Address1

Address2

Address3

City

Zip

Phone

Fax

Email

Cheque Det

SaneNo

SancDate

ChequeNo

ChequeDate

ChequeAmt

ChqPrint

BankCode

Remarks

Lab Invoice

LabInvoice

LabInvDate

LabCode

SampleCode

AmtClaim

Deduction

AmtAllotted

EntryDate

PassFlag

PassDate

SancNo

SancDate

InvSrNo

Remarks



9.8. BILL PROCESSING 9.8.1. LeviDet

Levi Master

LeviCode

LeviDesc

LeviType

Levi Det

InvNo

InvDate

PoNo

W hcode

LeviCode

LeviAmt

PassDate



9.8.2. Invoice Entry Process

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Rate

QcMinQty

Schedule

PoNo

FK1 W hcode

QtyAlloted

CancelFalg

Remarks

Stores Master

PK WhCode

W hName

Address1

Address2

Address3

City

Zip

Phone1

Phone2

Fax

Email

Levi Master

LeviCode

LeviDesc

LeviType

Levi Det

InvNo

InvDate

PoNo

W hcode

LeviCode

LeviAmt

Invoice

InvNo

InvDate

PoNo

DcNo

DcDate

InvQty

RecdQty

W hcode

InvAmt

SalesTax

MatchFlag

MatchDate

PassFlag

PassDate

RecdDate

SancNo

SancDate

Deduction

Refund

InvSrno

Remarks

Order Master

TenderCode

TenderTypeCode

PoNo

PoDate

FK1 SuppCode

FK2 DrugCode

PoType

Rate

TotelQty

TotalAmount

DistFlag

CancelFlag

ExtFlag

Remarks



9.8.3. AutoBill Processing

Order Master

TenderCode

TenderTypeCode

PoNo

PoDate

FK1 SuppCode

FK2 DrugCode

PoType

Rate

TotalQty

TotalAmount

DistFlag

CancelFlag

ExtFlag

Remarks

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Schedule

PoNo

FK1 W hcode

QtyAlloted

CancelFalg

Stores Master

PK WhCode

W hName

Address1

Address2

Address3

City

Zip

Phone1

Phone2

Fax

Email

MRCDet

InvNo

InvDate

PoNo

DcNo

DcDate

W hcode

REcdQty

ShortQty

DamageQty

MRCDate

Up_Date

MRCNo

MatchFlag

PassFlag

Remarks

Cheque Det

SaneNo

SancDate

ChequeNo

ChequeDate

ChequeAmt

Remarks

ChqPrint

BankCode

Invoice

InvNo

InvDate

PoNo

DcNo

DcDate

InvQty

RecdQty

W hcode

InvAmt

SalesTax

MatchFlag

MatchDate

PassFlag

PassDate

RecdDate

SancNo

SancDate

Deduction

Refund

InvSrno

Remarks



9.8.4.MRCEntryProcess

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Rate

QcMinQty

Schedule

PoNo

FK1 W hcode

QtyAlloted

CancelFalg

Remarks

Stores Master

PK WhCode

W hName

Address1

Address2

Address3

City

Zip

Phone1

Phone2

Fax

Email

MRCDet

InvNo

InvDate

PoNo

DcNo

DcDate

W hcode

REcdQty

ShortQty

DamageQty

MRCDate

Up_Date

MRCNo

MatchFlag

PassFlag

Remarks

Order Master

TenderCode

TenderTypeCode

PoNo

PoDate

FK1 SuppCode

FK2 DrugCode

PoType

Rate

TotalQty

TotalAmount

DistFlag

CancelFlag

ExtFlag

Remarks



9.8.5. Cheque Printing

Order Master

TenderCode

TenderTypeCode

PoNo

PoDate

SuppCodd

FK2 DrugCode

PoType

Rate

TotalQty

TotalAmount

DistFlag

CancelFlag

ExtFlag

Remarks

FK1 SuppCode

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Invoice

InvNo

InvDate

PoNo

DcNo

DcDate

InvQty

RecdQty

W hcode

InvAmt

SalesTax

MatchFlag

MatchDate

PassFlag

PassDate

RecdDate

SancNo

SancDate

Deduction

Refund

InvSrno

Remarks

Cheque Det

SaneNo

SancDate

ChequeNo

ChequeDate

ChequeAmt

Remarks

ChqPrint

BankCode



9.8.6. Cancel Cheque Process

Cheque Det

SaneNo

SancDate

ChequeNo

ChequeDate

ChequeAmt

Remarks

ChqPrint

BankCode

Invoice

InvNo

InvDate

PoNo

DcNo

DcDate

InvQty

RecdQty

W hcode

InvAmt

SalesTax

MatchFlag

MatchDate

PassFlag

PassDate

RecdDate

SancNo

SancDate

Deduction

Refund

InvSrno

Remarks



9.9. Warehouse Information System

9.9.1.Inward entry from supplier

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Rate

QcMinQty

Supplier Master

PK SuppCode

SuppName

OffConPer

OffAddress1

OffAddress2

OffAddress3

OffCity

OffZip

OffPhone1

OffPhone2

OffFax

OffEmail

FacConPer

FacAddress1

FacAddress2

FacAddress3

FacCity

FacZip

FacPhone1

FacPhone2

FacFax

FacEmail

Inward

PK Whname

InwNo

PoNo

SuppCode

DrugCode

BatchNo

Qty

TotValue

ExpDate

MenuDate

InvNo

InvDate

DcNo

DcDate

PbNo

ReceDate

LogDate

Allotted

GinwPgNo

SregPgNo

QCResult

QCRefNo

QCRefDate

Remarks

Type

ModifyDateCur Stock

DrugCode

FK1 Rate

OpBal

CurBal

OpDate

PassQty

Pofile

PoNo

PoDate

OrdQty

Rate

CancelFlag

Remarks

FK1 SuppCode

FK2 DrugCode



9.9.3 Outward Entry Process

Indent Master

PK IndNo

IndDate

PbNo

IndValue

DrugValue

Outward Master

W hname

OutwNo

OutwDate

PbNo

FK1 IndNo

IndDate

DrugValue

SurgValue

TotValue

LogDate

Outward Tran

OutwNo

PoNo

DrugCode

BatchNo

ReqQty

AllottedQty

TotValue

InwNo

Type

ModiDate

Remarks

Drug Master

PK DrugCode

DrugName

DrugTypeCode

DrugCatCode

Unit

Strength1

Strength2

Strength3

QtyInd

QcTest

TestQty

ExpIntCode

ActiveFlag

Rate

QcMinQty

Cur Stock

DrugCode

Rate

OpBal

CurBal

OpDate

PassQty

Passbook Master

PK PbNo

PbName

AcYear

W hcode

Whname

SchemeCode

DGALLOT

SGALLOT

DGADDALLOT

SGADDALLOt

ISS_DG



9.9.4. QC Result Entry

Lab Rate

TenderCode

DrugCode

LabCode

Rate

Lab Master

LabCode

LabName

ConPer

Address1

Address2

Address3

City

Zip

Phone

Fax

Email

LabSamples

W hname

PoNo

Suppcode

W hcode

DrugCode

BatchNo

Qty

RecdDate

Up_Date

SrNo



9.9.5. Daily Transaction

Daily Transaction

TextFiles

Inward

PK Whname

InwNo

PoNo

SuppCode

DrugCode

BatchNo

Qty

TotValue

ExpDate

MenuDate

InvNo

InvDate

DcNo

DcDate

PbNo

ReceDate

LogDate

Allotted

GinwPgNo

SregPgNo

QCResult

QCRefNo

QCRefDate

Remarks

Type

ModifyDate

Outward Master

W hname

OutwNo

OutwDate

PbNo

IndNo

IndDate

DrugValue

SurgValue

TotValue

LogDate

Outward Tran

OutwNo

PoNo

DrugCode

BatchNo

ReqQty

AllottedQty

TotValue

InwNo

Type

ModiDate

Remarks



10.1 Data Flow Diagram for DDMS (Level 1)

DDMS

Forecasting

Tender

Processing

OrderProcessing &

Schedule

SupplyMonitoring

PassbookUtilization

System

Stock

Monitoring

Quality

Control

Bill

Processing

Stores

Informationsystem

Management

Information

System

Forecasting Details

Tender

Details

Order placingDetails

Supply Details

Passbook

Details

Store

Stock Details

QualityControlDetails

Supplier Invoice &Payment

Details

StoreInward/

Outward

Details

Management

InformationDetails



10.2 Data Flow Diagram for DDMS (Level 2)

Essential

Drug List

Based onDemand &

Budget(Presently)

Identification ofDrugs

Arriving

TenderQuantity

TenderProcessing

OrderProcessing

(Distribution &

Scheduling)

Stores(Stores

Information

System)

Drug List

Drug Details

Drug Details

Tender Qty

Details

Tender Details

Drug Order &Schedule Details

Drug ListData

Drug List

Tender QuantityData

Tender Quantity Details

Tender Data

Drug Details

Tender Data,

Tender Details

TenderOpening

(Evaluation

process)

TenderQuantity

Details

Tender Details

Tender rate Details

Tender Rate

L1 FinalizationTender RateDetails

Final Tender Rate details

L1Final Data

Order Data,Schedule DataOrder Details

Supplier

Order Details

Order Details

Supply

Monitoring

StockMonitoring

Passbook

Utilization

Sample to QC

Order Data

Order Details

Supply Details Inward DataSupply Details& other inwardstock details

Outward Data

Drug issues to facilities, drug to QC& other outward Details

Daily Transactionprocess

All inward/outwardDetails

HQ

Daily transaction details& MRC Report

Inward Data,

Outward DataQC Sample Data

Daily Transaction

details

OrderDetails

Inward/Outward

Stock

PassbookDetails

QC Details

MRC Entry

processMRC

Details

Suppliers

Invoice entry

process

Bill processing

Invoice Details

Payment

Lab

Test result Data

Drug SampleDetails

Test Result EntryResultDetails

Result Details

Test Results Details

QC Result

Details

InvoiceData

MRC Data

MRC Details

InvoiceDetails

MRC Details

Invoice Details

Lab bill

processing

Lab invoicedetails

Payment

Supply Data

Order & supplydetails

Stock Data

Stock Data

PassbookData

Passbook Data

Management Information System

Order & Supply

Details

Stock

Details

Passbook

Details

InvoiceDetails

QC DataQc Details



10.3. Data Flow Diagram for Forecasting (Level 1)

Forecasting

R equirem ent/C onsum ption

from Facilities

Drug Consum ption

Details

C onsolidatedRequirem ent

/Consum ption

from W arehouses

Drug Consum ption

Details

Forecasting Data

Drug Requirem ent Details



10.4 Data Flow Diagram for Forecasting (Level 2)

F o r e c a s t in g

R e q u i r e m e n t /C o n s u m p t io n

f r o m F a c i l i t ie s

D r u g C o n s u m p t io n

D e ta i ls

C o n s o l id a t e d R e q u i r e m e n t

/C o n s u m p t io n

f r o m W a r e h o u s e s

D r u g C o n s u m p t io n

D e ta i ls

W a r e h o u s e w is e

R e q u ir e m e n t D e ta i ls

F o r e c a s t in g D a t a

D r u g w is e

R e q u ir e m e n t D e t a i ls

A r r iv in g

W a r e h o u s e

W is e R e q u i r e m e n t

A r r iv in g D r u g w is e

R e q u ir e m e n t

D r u g w is e


D r u g w is e


A r r iv in g T e n d e r Q u a n t i t y

A p p r o v e d T e n d e r Q u a n t i t u y

D r u g w is e / W a r e h o u s e w is e



10.5. Data Flow Diagram for Tender Processing System (Level 1)

Forecast Data

TenderProcessing

BidderTender Data


Receipt of

Bid Document

Issue of Bid

document

Price Schedule

&Criteria

Tender Details



10.6. Data Flow Diagram for Tender Processing System (Level 2)

Forecast Data

Floating of Tender

Issue of

Bid Documentwith soft copy

Receipt ofBid Document

with soft copy


Bidder

Tender Details

TenderIssueData

Bid Amount

Details

Bid Opening

Bidder Details

If the soft copy iscorrupted/

damaged/

emptied

If Soft copyreceived in

good

condition

Retrieval of Datafrom soft copy

Retrieval of Datafrom soft copy

TenderRate Data,

Bid Security Data,

Turnover Data, Qualfication Criteria Data

Price schedule &Criteria details

Price Schedule &Criteria details

Data entry ofprice

schedule &

criteria

Price Schedule &

Criteria Details

CriteriaChecking

Process

Criteria Details

TenderRateData

Not Full fillingall the criteria

RejectionProcess

Rejected Bidder Details

L1 Rate

Process

Eligible Bidder

DetailsL1RateFinalData

Final Supplier

ListL1Rate

Supplier Details

L1rate details



10.7 Data Flow Diagram for Order Processing & Schedule (Level 1)

L1RateFinal

Data

Placing

OrdersSupplier

Order Data,

ScheduleData,

L1Rate Supplier Details

Order & ScheduleDetails

Order & ScheduleDetails



10.8. Data Flow Diagram for Order Processing & Schedule (Level 2)

L1Rate Data

Placing Orders withL1 Suppliers

Distribution of drugs

based on current

stock and unexecuted

Generation of automatic

order along with

distribution scheduleSupplier

OrderMaster

Data,

Schedule

Data

Warehouse

Order Amendments/Extension/

Cancellation

L1 Rate Supplier Details

Supplier Details, Order Quantity Details

Supplier Details, Order Quantity Details

Issue of Order

Order & Schedule Details

Supplier details,Order details

Amendement/Extension/Cancellation Details

Amendement/Extension/

Cancellation Details

OrderMaster Data, CancelData, Extension Data

Amendement/Extension/Cancellation Details



10.9. Data Flow Diagram for Supply Monitoring System (Level 1)

Order Data,

Schedule Data

Inward Data

Invoice Data

QC Data

Supply

MonitoringProcess

Order Details

Quality Control Details

Supplier InvoiceDetails

Supply details



10.10. Data Flow Diagram for Supply Monitoring System (Level 2)

Order Data,

Schedule Data

Inward Data

Order and SupplyChecking process

Order Details

Supply Details

Bills, MRCChecking

process

Invoice Data

Invoice Details

MRC Data

Material ReceivedCertificate Details

QC Test

Result

Drug Test Result Details

Supply

Monitoring

Process

Order & Supply Details

Bills & MRCDetails

Supply

Performance

Report

Order, Supply,Invoice, MRC,

Test result,Unexecuted Details



10.11 Data Flow Diagram for Passbook Utilization System (Level 1)

Financial year wise

budget allotment for

all facilities

Passbook

SystemPassbook DataStores

Budget allotment details

Budget

allotmentdetails Passbook

details

Utilization Details

Facilities

Issue of Passbooks



10.12. Data Flow Diagram for Passbook Utilization System (Level 2)

Printing of passbooks

(hard copies)

2 Copies

(Store copy & Institution

copy)

Budget Allotment

Passbook

System

Passbook

Data at HQ

Store

Sent Hard Copies of Passbook

Soft copy ofBudget

allotment

details

Passbook amount details

Allotment Entry

process

Passbookamount details

Passbook Allotment/

Utilization details

Automatic updation

process

Stores InformationSystem

Passbook

Data at Stores

Inward Data

Outward Data

at Stores

Allotment details

Facilities Respective

Department

Request foradditional allotment,

if required

Information for

additional allotment

Additionalamount Details

Issue of

Hard Copyof Passbook

(one time issue)

Passbook Budget allotment,additional allotment details

Drug issue details

to facilities

Daily Transaction

process

Drug Inward/Outward

Details



10.13 Data Flow Diagram for Stock Monitoring System (Level 1)

Inward Data

Stock Data

Outward Data

Stock

Processing

Drugs Supplied Details

Drugs issued to

facilities Details

Current Stock Status

Previous Day

Stock Status



10.14 Data Flow Diagram for Stock Monitoring System (Level 2)

Store

Daily transactions

Inward DataOutward Data

Stock Reconciliation

Process Stock Data

Drugs issued to

Hospital &other outward Details

Drug Supplied fromSupplier &

other inward Details

All outward

Details

All Inward

Details

Previous dayStock Status

Updation of current

Stock Status

Stock

Verification

Process

Comparing HQ Stockwith Stores Data

Stock

Variation

Report

If there is anyvariation between

HQ & Stores

HQ, StoresDrug Stock

with variation

Store Information

System

Sending inward/outward data

after verification

Store

Stock Reports

Current Stock Detailsof all stores

Stores monthly

consumption data

Drugs consumption details



10.15 Data Flow Diagram for Quality Control System (Level 1)

OutwardData

QC Process

QCSample

Data

Drugs Test Result

Drug Samplessent to lab details

Drug Sample fromStores details

Store

Lab

SampleDetails

Test Result

Test ResultLab bills

PaymentQCInvoice

DataLab bills,

Payment details



10.16. Data Flow Diagram for Quality Control System (Level 2)

Store Daily Transactionprocess

Outward Data

Collection of all

data to be sent toQC Test

Eliminating

Common batches

Generatingautomatic sample

codeQC Lab

QC SampleData

Sample Test

Result Entryprocess

Store

Supplier

StoresInformation

System

QCResultData

Supply details

Drug Samples for testing details

Drug Samples for testing details

Drug samples for testing details

Drug sample for testing

Drug SampleData

Drug SampleTest Result

Test Result Details

Lab Bills Entry

process

QCInvoiceData

Lab Bills details

Bills for sampletesting details

QC Bill

Processing

Lab bills Details

Payment

Sanction process

Payment

Lab bills Details

Drugs returned, if sample failsTest Result

Details

Test result details

LabResult

Updationprocess

Test Result Data

8. Data Flow Diagram for Bill Processing System (Level 1)



Auto Bill Processing

Invoice Data,

Levi Data,

Cheque Data

Invoice Data MRC DataQCSample

Data

Supplier

Supplier Invoice Details Test Result Details

Material Received Detials

PaymentSanction order &

Payment Details



10.17. Data Flow Diagram for Bill Processing System (Level 2)

Store

DailyTransaction

Invoice Data

Automatic Bill Processing

Criteria Checking Process

Bill Passing Process

Deduction Process

Automatic

Generation ofSanction Order

Cheque PrintingProcess

Supplier

Discrepancy Process

Discrepancy

Report

Invoice Data

LeviData

Invoice

Data

Cheque Data

Inward Data

MRC EntryProcess

Supplier

Invoice EntryProcess

Lab Result Data

DiscrepancyProcess

MRC Data

Material Received

Report Details

Supply Details Drugs Received Details

Invoice Details

Invoice Details

Supply Details

Drug Received Details Invoice Details

Drug Test

Result Details

Order Placed Quantity, Supplied Quantity , Invoiced Quantity & Test Result details

Order Data Schedule Data

Order Placed Details Schedule Details

If everything matchesDiscrepancy, if any

Unmatched invoice &MRC Details

Rectification of Discrepancy

Corrected Invoice/MRC

Details

Bill Passed Details

Deductions, if any(Short Supply/Damage/Liquidity

Damages etc.,)

BillDeduction

Details

Sanction OrderGeneration

for each Complete order

Sanction OrderDetails

Approval from

Respective Head

Sanction OrderReport to Respective Head

Sanction Order Details

PaymentCheque Details



10.18. Data Flow Diagram for Warehouse Information System (Level 1)

Stores

Information

System

1. Inward

Process

3. Stock

Monitoring

process

2. Outward

Process

4. Daily

Transactions

All inward

details

All Outward

Details

All inward/outward

details

Daily

inward/outward

details



10.19. Data Flow Diagram for Warehouse Information System (Level 2)

1. Inward Process

Supplies

Supply Details

1. Inward Process

Drug Transfer DetailsAll Inward Details

Inward DataTransfer From

Other Stores

All Stock Inward

Stock Data



10.20.Outward Process

2. Outward ProcessFacilities

Drug Issue

process

Indent

raised

Indent Details

Indent Entryprocess

Indent

Details

Drugs issued details

Drugs Issuedto Facilities Details

Drugs toQC details

Sample to QC

process

Drugs transferdetails

Drug transfer

to other

Stores

Drugs issue to

Drug

Inspector

Drugs to Drug

inspector details

Indent Data

Indent Details

Outward DataPassbookData

Stock Data

Drug to Drug

Inspector DetailsDrug TransferDetails

Drug to QC

Details

Amount of Drugsissued to

facilities Details

All outwardDetails



10.21.Stock Monitoring System

Inward Data Outward Data Stock Data

StockMonitoringProcess

Stock Reports

Drug inward Details Stock Details

Drug outward Details

Stock Details



10.22. Daily Transaction

Inward Data Stock DataOutward

Data

Current Stock DetailsDrug Inward Details

Drug Outward Details

4.Daily Transaction Processing

All Inward/ Outward &

Current Stock Details

Genertation of Text Files

Inward/ Outward &

Current Stock Details

Head Office



10.23. Data Flow diagram for Management Information System

Inward Data

Management Information system

Outward Data Stock Data

Invoice Data Order DataSchedule

Data

QC Data

Inward Details Outward Details Stock Details

Passbook

Data

Supply Data

QCdetails

PassbookDetails

Supply

Details

Invoicedetails

Order Details Schedule Details