Final Assignment of Fazal Din's Automation

SYSTEM ANALYSIS & DESIGN
TERM PROJECT
COMPUTERIZED SYSTEM
FOR
FAZAL DIN’S PHARMA PLUS
Presented By:
HASSAN JAMIL(F06MD111)
Massam Abbas (F06MD153)
Presented To:
Mr. Asim Tanveer
Table Of Contents
System Analysis And Design Term Project Beenish Malik
Topic Page No.

FEASIBILITY REPORT 3
1. PROJECT OVERVIEW 3
2. PROBLEM DOMAIN 3
3. OBJECTIVES OF THE PROPOSED SYSTEM 5
4. RECOMMENDATIONS 7
DESIGN 10
5. DFD 10
6. STRUCTURED ENGLISH 15
7. GANNT CHART 19
8. PERT DIAGRAM 20
9. DATA DICTIONARY 20
10. USER INTERFACE DESIGN 21
F E A S I B I L I T Y R E P O RT
1. PROJECT OVERVIEW
The aim of this project is to computerize all the activities of Fazal Din’s
Parma Plus starting from keeping the record of all the purchases, to keeping track of
all the revenues collected from the respective departments. Currently the working of
Institute Of Business & Information Technology 2

Fazal Din’s Parma Plus is partially computerized and they don’t support online
medicine delivery.
The project aims at providing such a system to Fazal Din’s Parma Plus
which will centralize all the activities of all the branches of Fazal Din’s Parma Plus.
The project must have a centralized database to keep track of the sales of each product
in each pharmacy automatically. The need to check the reorder level and stock count
manually should be eliminated and the customers must be provided with a facility to
place their orders online, so that the time of the sales force is minimized and the
company can have a competitive edge over its competitors.
2. PROBLEM DOMAIN
Following problems are noticed in the current system of Fazal Din’s Pharma Plus.
2.1. Sales Force:
The sales force of Fazal Din’s Pharma Plus is overburdened with work and
during the rush hours they are not readily available to attend all the customers.
Customers have to wait for their turns in long queues which makes the shop
cumbersome and suffocated.
2.2. Slow Report generation:
In the current system, Microsoft word is being used to create reports for sales
whereas Fox-Pro is being used for maintaining database of all the accounts, which
don’t work efficiently with the Microsoft Office latest editions. Thus the report
generation is slow and in-efficient and not according to the desired requirements
of the organization as it has to manage lager database.
2.3. Lack of Communication:
Though the current system is providing communication between the Head Office
and pharmacies but it is not catering any kind of the communication between the
various branches of the pharmacy which creates a problem if a customer of one
branch makes a purchase or claims a warranty at other branch.
2.4. No Centralization of the information:
The information is scattered and it becomes very difficult to gather all information
of all the branches to a central location and to merge that.
2.5. Lack of Up to date Information:

It is very time consuming to download information from pharmacies and the sales
manager has to wait for a long to get the final up to date reports from all branches.
2.6. Security:
All the information stored is confidential and is important to the organization. The
current programs cannot protect the data properly. There are not much more
checks to prevent the unauthorized access of malicious persons as well as less
security which may prove harmful for organization.
2.7. Data Redundancy:
In the current flat file system it does not check the duplication of information once
entered which causes the data redundancy as same information is be entered again
and again.
2.8. Data Inconsistency:
As changes made in the system don’t penetrate therefore there is a massive
problem of data inconsistency.
2.9. Data Validation and Verification :
Current system does perform data validation or verification but it is still error
prone until realized and corrected personally. Auditors have to visit and audit the
individual pharmacy for final audit and then they compare the data collected at
individual pharmacy to the data at Head Office, which is not an efficient way of
tackling.
2.10.Data storage & Backups Problems:
The transactions processed per day are in thousands and cannot be saved
collectively also it is getting larger day by day which will create difficulties in
future. There is not any efficient method for creating the backups, which may
prove very disastrous organization is information critical. This is the major flaw in
the current system.
2.11.Human Errors:
Current system doesn’t cater for human errors and the person entering the data is
not prompted even if he is entering wrong or illogical data as well a malicious
employee can easily make a fraud which can only be pointed out by the auditors
in final audit.
2.12.Slow Processing Speed:

The architecture of the current system is not client-server type; where as the
processing needs are of powerful system. Due to this fact processing speed is
enormously effected and slow.
2.13.Multiple Users Interaction:
The current system doesn’t cater for multiple user interaction and doesn’t allow
data sharing. The staff has to maintain the large ledger accounts of different
medicines and products of different companies.
2.14.Large Number of Employees:

The staff has to check regularly the stock to see if there is need to replenish it. The
company has to hire large number of employees at each branch to maintain the
individual database of each pharmacy.
2.15.Customers Problem:
People living in the remote areas of Lahore don’t have access to the quality
products and medicine of Fazal Din's Pharma Plus (Pvt.) Ltd.
3. OBJECTIVES OF THE PROPOSED SYSTEM

The objectives of the proposed system are to provide a better information system
to the organization by coming up with following features:
3.1. Competitive Advantage:
To develop an online system for sales that will result in significant competitive
advantage for pharmacy in highly competitive market.
3.2. Online Database:
The system will store information about the sales that have been made in an online
Database. Thus, the top level and the middle management can have an easy access
to the latest information on sales.
3.3. Efficient Backup and Recovery:
The proposed system will be able to provide the efficient backup and efficient
recovery system which is the major need of any big organization like Fazal Din’s
Pharma Plus.
3.4. Inter-Communication:
The new system will help out in easy communication among the branches.
3.5. Easier Inventory control:

Easier to maintain the track of the inventory control in the new system.
3.6. Faster report generation:
Faster report generation and query building.
3.7. Security:
The new system will have restrictions against the unauthorized access and thus it
will be more secure.
3.8. Reliability:
New system has checks against data inconsistency, data redundancy and human
errors.
3.9. Backup and Recovery:
It is easier to maintain backups and fast recovery in the case of disaster in the case
of the new system.
3.10.Searching Facility:
The backend of the system will be a database as mentioned above. The site will
provide the basic facility of searching the product to match the requirement of the
client using name of medicine.
3.11.User Friendly Graphical Interface:
The interface will be graphical and will be made in a way that will enable the
clients to maneuver easily. The interface will be menu based for browsing (list of
options are given that lead user to form a request), form based (display form for
end users for feed back and to form a query) and it will also handle the parametric
queries for searches that are required. All the fields of the form will be validated
to make sure no invalid data can be entered by the client to formulate his request.
3.12.Authorized Access:
The database can only be accessed by the authorized personnel of the organization
to maintain the integrity of the system and to produce reliable reports for making
strategically policies for the organization.
3.13.Reports:
The reports will be generated on the basis of the parameters given by the
management employees. Monthly reports will also be generated to check the stock
available and the sales that have been made.
3.14.Data manipulation:
The data that has to be entered in the database will be mostly done at the backend
of the system. The products that have been purchased by the pharmacy will be

added in the database at the backend of the system (in the stock). The client
through the website will be only authorized to enter the products that he wants to
purchase from the pharmacy. The client is not given any authority to add or delete
any sort of record. The client can only give some views to the system through a
feed back form which will be part of the website(the front end). At the backend
the database administrative staff will update the records of the inventory for the
sales that have been made. Only authorized personnel will delete the record of the
product that have been sold out.
The proposed system will support the Administration Staff, Marketing Staff,
Top level Management and Internal Auditors, Suppliers, Customers,
External Auditors.
4. RECOMMENDATIONS
In order to determine that the Proposed System is feasible or not; the technical and
economical feasibility is carried out which is reported below:
The proposed system for the Fazal Din’s Pharma Plus seems technically
feasible. Due current system of the pharmacy the employees are familiar with the
basics of the computers. The current environment of the pharmacy has a limited
number of computers for updating their system. System is feasible as the employees
will not need a lot of training. The employees are well aware of the usage of the
computer and the internet. The employees only need to be trained for the new system
that will be implemented. The end users of this system are also well aware of the
usage of the Internet and are well equipped with modern world technologies.
The proposed system is also operationally feasible as it requires no additional
requirements for its operations. The employees are computer literate and the software
used is compatible with all the hardware. The organization already has a computer
department with a DBA and additional staff who work on the data downloads and
integration, so the same people may be used to handle the database and system
entries.
Hardware and Software Requirements For Proposed System:

The proposed system will be developed using tools and languages like Visual
Basic 6 and SQL Server, etc.

Software Requirements:
Hardware Cost
Processor / Computer
Intel-compatible 266-MHz Pentium or higher
RAM (Memory):
64 MB recommended.
Monitor/video display:
800 x 600 resolution, 256-color or higher (recommended).
Modem speed: 56 Kbps.
Hard Disk: Installation of all components requires approximately 2.0
GB Hard Drive Space.
CD-ROM Drive:
CD-ROM Drive is required for installing software components.
Network Interface Cards:
Standard NIC recognized and supported by Windows NT
UPS:
Uninterruptible Power Supply – (Optional)
Total Cost Of System Rs. 41,000
Total Cost Of 3 Systems Rs. 1,23,000
Software Cost
Operating System: $530
Windows 2000 Professional and Server or Windows XP Professional.
Internet Information Server: $20
- Apache 1.3.22. Or higher.
- Microsoft IIS, version 5.5.
Suggested Plug-ins: $30
Adobe Acrobat Reader 5.0
Supported browsers: Free
Internet Explorer version 4.0 and higher (best viewed with version
6.0),
Netscape version 6.0
SQL Server $ 523
Visual Studio $ 239
Microsoft Office $ 49
Total Licensing Cost $ 1357 x 3
Economy is the foremost consideration in any system life cycle and the
proposed system will quiet adequately satisfy this condition. The organization already
has the computer terminals along with the Internet and printing mechanism which
adhere to the system requirements for the new system. Thus no extra expenditure will
be required at the hardware end. As far as the software is concerned the development
is free of cost. The organization has already got the operating systems installed on
their systems and will not have to pay any additional costs for them. As mentioned in

the technical feasibility, there will be a very little need for extra training of the staff. A
single presentation would be enough for the staff, which will be made free of cost at
the end of the implementation phase.
The hosting charges of the website will be balanced out by the advertisements
section present in the site and after some time will be profit generating. According to a
survey conducted almost 40% of the population of the world is using internet now a
days and this number is rising day by day. The trend of online ordering and
purchasing too is flourishing day by day. So the proposed system will increase the
systems sales to quiet an extent. The organization already has its links with the
transportation network, the import export licenses and its own delivery staff who are
catering for free delivery on phone calls. Therefore no new expenditure will be
required for the delivery personnel. Thus, the proposed system is completely
economical using the existing resources.
After the detailed analysis of the system of Fazal Din’s Parma Plus it is
recommended that the project is feasible on the basis of the economical, technical and
operational feasibilities.
DESIGN
5. DFD
5.1. CFD

Sales Person Suppliers

Order Form/
Management Payments
Directions/ Purchase Invoice
Stock Ordered/
Sales and Purchase reports/ Expense Charges
Performance Reports/
Suggestions
0.0 Product Ordered/

Sales Invoice/
Bills
Inventory System of
FAZAL DIN's
PHARMA
PLUS
Product Request
List Of Products Ordered/ Payments
Sales Invoice
Product Request/
Payment Receipts/
Free Home Delivery
Whole Sale Customers

Dealer (End-users)
CONTEXT LEVEL
DATA FLOW DIAGRAM
5.2. Zero Level Diagram

Payment Receipt
Customer Suppliers
Products Ordered / Receipts / Free Home Delivery Payment/
(End-user) Products
Free Delivery Order
Request 2.0 3.0 Ordered/
Form 4.0 Sales
Handover
List Of Invoice
Product 1.0 Customers Search and Products
Packed Product
Request Request Pack To
Medicine Purchase
Receive Requested Head
Product Process Suppliers
Request Customers Medicine Salesman
Record
Request
Purchase
Product Ordered/ Sales Invoice Record
Whole Sale
Payment Receipt Sales
Dealer
D3 Suppliers
Record
Database
Sales/ Free
D1 Delivery
D2
Stock
Database Databae
5.0 Sales
Information
Sales
Update
Information
Stock
updated
Database Updated
Sales
Record Stock
Record
6.0 Updated
Manager Daily Reports/ Suppliers
Operations Cash Report Record
Management
Directions
Zero Level
Data Flow Diagram
5.3. Level One (1)

Refusal / Alternate Solution
1.1
Product
Customer Product
Request/ Receive
(End-user) Request
Prescription Customer
Request 1.3 1.4
Free Home Delivery Details of
Analyse Pharmacist
Request Products
Customers Suggest
Not Available
Request Alternate
1.2 Availabilty Medicine
Wholesale Order Product
Receive
Dealer Form Request
Order
Form
Refusal / Alternate Solution
Level 1.1
Data Flow Diagram
5.4. Level One (2)

Customer
(End-user)
Products
Request
2.4
2.1 2.2 2.3
Searched Desired Ordered Handover
Search Discard Pack
Products Quantity Products Produsts to
Requested Desired Discarded
Head
Medicine Quantity Products
Salesman
Product
Request
Wholesale
Dealer
Level 2.1 Data Flow

Diagram
5.5. Level One (3)
Products 3.1 3.2 3.3

Discarded Update Sales and
Packed Sales
Receive Products Generate Receipts Sales & Free D1 Free Delivery
Products Details
discarded by Sales Delivery
Salesmen Receipt Record
Database
Packed products/
Receipts
3.4 Free Delivery

Products/Receipts/ 3.6
Address Details Handover
Order Products and
Free Delivery Salesman for Ordered Products/
Ordered Products/ Receipt To
Order Free Home Receipts
Receipts Customers
Delivery
3.5 Payment Payment

Deliver Products Wholesale
Customers
and Receive Payment Dealers
(End-users)
Payment from
Customers
Ordered Products/ Receipts
Level 3.1 Data Flow

Diagram
5.6. Level One (4)

Price and Quantity Information Supplier
Ordered
Products/
Sales invoice
Payment
4.2
4.1 4.3 Order
Products Negotiate Order Form
4.5
Prepare Required with Form Order Receive
Order Form Supplier Products Ordered
Products and
make payment
Daily Supplier
Stock Information Information
Suppliers 4.6
Current
Stock Suppliers Purchase/
D2 Record D3 Update Stock
Database Database suppliers
database and Information
Suppliers
Purchase Database
Details
Level 4.1 Data Flow Diagram

5.7. Level One (5)
5.2
5.1
Name and
Quantity Update Stock
Get Daily
of Products database
Sales
Daily sold According to
Details
Sales Sales Record Sales
Report Information Purchase
Information
Daily
Sales
Information
Sales/ Free Updated
D1 Stock Stock
Delivery D2
Information Database
Database
5.3
Generate
Daily Stock
Report
Level 5.1 Data Flow Diagram
5.8. Level One (6)

Sales Stock Suppliers

Information Information Information
Sales/Free
Stock Suppliers
D1 Delivery D2 D3
Databse Database
Database
Updated
Stock /
Purchase
Record
6.1
Updated
Updated Suppliers
Prepare
Sales Record
Reports
Record
Daily for top
Performance Management
Directions
Reports
6.2 6.3
Report Analyze
Top Pharmacy
Management Performance
Daily
Reports\ Pharmacy
Manager Performance
Cash
Operations
Level 6.1 Data Flow

Diagram
6. STRUCTURED ENGLISH

Items
Sale Of An Item:
Open Sales File

Open item file
Initialize Total = 0
Do While option is yes
Option = yes
Input Item Code
Do While Item Code Not found AND not end of file
Search Item code
End While.
If item code not present in item file
Do
Display message of not found
Enddo
If Item Code found AND if quantity>0
Input Quantity to be sold
Subtract quantity from item file
Multiply price by Quantity to be sold
Display Result
Add Result to Total
End If
Ask if want to make more sales
If NO
Set Option = no
Display Total
End if.
End While.
DESCRIPTION:
The above structured english tells about the manner in which the inventory will be
automatically updated when a sales is made.
Add Item:
Do Add Item
Open item file
Initialize flag by 0.
Do While flag is 0
flag=1
Input item name
Input manufacturing date
Input retail price
Input supplier Id
Open Supplier File
Search for supplier id
If supplier Id not present
Do

flag=0
End do
Endif.
Close Supplier File.
End While.
Close item file
End do.
DESCRIPTION:
The above structured english tells about the manner in which the administrator will
add the item in the database and to add the above mentioned fields has to be entered
which have certain constraints on them.
Update Item Price:
Do Update Item Price

Open item file
Do While flag is 0
flag=1
Input item code
Search item code in item file
End While.
Do
flag=0
Enddo
Endif.
If flag is 0 then
Do
Display Error Message
Enddo.
Endif.
End While.
Do
Input New Item Price
Enddo.
Close File.
Enddo.
Update Item Quantity:
Do Update Item Quantity

Open item file
Do While flag is 0
flag=1
Input item code


End While.
Do
flag=0
Enddo
Endif.
If flag is 0 then
Do
Enddo.
Endif.
End While.
Do
Input New Item Quantity
Initialize flag with 0.
Enddo.
Close File.
Enddo.
DESCRIPTION:
The above structured english tell about the fields that are updated by the
administrator. The fields that need to be updated are the retail price and the item
quantity of that item code. First the item is searched on the basis of the item code and
then it is updated.
Delete Item:
Do Delete Item
Open item file
Do While flag is 0
flag=1
Input item code
Do
flag=0
Enddo
Endif.
End While.
If flag is 0 then
Do
Enddo.
Else
Do

Delete Record.
Enddo.
Endif.
Close File.
End While.
Enddo.
DESCRIPTION:
The item can only be deleted by giving in the item code for that item. The above
structured english explains the process of deleting the item.
Search Item Based On Item Code:
Do Search Item based on item code

Open item file
Input item code
Do
Enddo
Endif.
Else
Do
Display Record.
Enddo.
End While.
Search Item Based On Item Name:
Do Search Item based on item name

Open item file
Input item name
Do
Enddo
Endif.
Else
Do
Display Record.
Enddo.
End While.

DESCRIPTION:
The above structured english is being used to search for a particular item or few items
on basis of various criteria. The item can be searched on the item code, item name,
quantity purchased, retail price and items can also be searched on the basis by giving
in the range of price and all the items that lies between that range.
Add Supplier:
Do add supplier
Open supplier file.
Input supplier id
Input supplier name
Input supplier address
Input supplier telephone no.
Input supplier email address
Input supplier fax no.
Close supplier file.
End do.
DESCRIPTION:
The above structured english explains the process of adding a supplier to the supplier
list. By filling in each of the fields which carry some constraints then a supplier is
added to the supplier file.
7. GANTT CHART
Aug 2006 Sep 2006 Oct 2006 Nov 2006

ID Task Name Start Finish Duration
13/8 20/8 27/ 8 3/9 10/9 17/ 9 24/9 1/10 8/10 15/10 22/10 29/ 10 5/11 12/11
1 Analysis 8/14/2006 8/21/2006 1.2w
Feasibility
2 8/22/2006 9/4/2006 2w
Report
3 Design 9/5/2006 10/30/2006 8w
4 Implementation 11/1/2006 12/15/2006 6.6w
Testing &
5 11/20/2006 12/4/2006 2.2w
Documentation
8. PERT DIAGRAM

C=4 E=1
A=7 B = 12 F=5 G =3 H=2 I=1
D=4
Activity Predecessor Optimistic Time Estimated Time

(days) (days)
A Analysis -- 7 10
B Feasibility Report A 12 15
C PERT B 4 4
D GANNT Charts B 4 4
E CFD C 1 2
F DFD E 5 4
G Data Dictionary F 3 3
H Structured English G 2 2
I User Interface H 1 3
Possible Paths
A-B-C-E-F-G-H-I = 7+12+4+4+1+5+3+2+1 = 39 => Critical Path
A-B-D-E-F-G-H-I = 7+12+4+4+1+5+3+2+1 = 39 => Critical Path
9. DATA DICTIONARY
Item = Item Code + Item Name + Manufacturing Date + Expiry Date + Retail
Price + Quantity Purchased + Supplier Id.
Order = Order No. + {Item Code} + {Price Of Item} + {Quantity Of Item} +
Order Charges
Supplier = Supplier Id + First Name + (Middle Name) + Last Name + 3{Contact
No.} + Address + Email + Fax No.
Manufacturing Date = DD + MM + YYYY
Expiry Date = DD + MM + YYYY
10. USER INTERFACE DESIGN
10.1.Add New Item

Add Item
Fill In The Following Information To Add A New Item To The

Records
ADD ITEM
Item Code
Item Name
Manufacturing Date DD 1 MM 1 YYYY 2006
Expiry Date DD 1 MM 1 YYYY 2006
Retail Price
Quantity
Supplier Id
ADD ITEM
10.2.Add New Supplier
Add Supplier
Fill In The Following Information To Add A New Supplier

Record
Supplier No. 233
Name First Middle Last
Contact No.
Address (1st Line)

(2nd Line)
Email
Fax No.
ADD SUPPLIER

10.3.Sales Receipt
Sales Register
SALES RECEIPT
Date 12/10/2006 Receipt No. 233
Item No. 011 Name ABD Price 12 Qty 1 Sub Total 12
Item No. 004 Name FAD Price 222 Qty 1 Sub Total 222
Item No. 299 Name YYT Price 10 Qty 10 Sub Total 10
Total 244.00
Enter

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SYSTEM ANALYSIS & DESIGN

Topic Page No.

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2.14.Large Number of Employees:

3. OBJECTIVES OF THE PROPOSED SYSTEM

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Hardware and Software Requirements For Proposed System:

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Sales Person Suppliers

0.0 Product Ordered/

Whole Sale Customers

5.2. Zero Level Diagram

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5.3. Level One (1)

Refusal / Alternate Solution

5.4. Level One (2)

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Level 2.1 Data Flow

5.5. Level One (3)

Products 3.1 3.2 3.3

3.4 Free Delivery

3.5 Payment Payment

Ordered Products/ Receipts

Level 3.1 Data Flow

5.6. Level One (4)

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Price and Quantity Information Supplier

Level 4.1 Data Flow Diagram

Level 5.1 Data Flow Diagram

5.8. Level One (6)

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Sales Stock Suppliers

Level 6.1 Data Flow

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Open Sales File

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Update Item Price:

Do Update Item Price

Update Item Quantity:

Do Update Item Quantity

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Do While Item Code Not found AND not end of file

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Search Item Based On Item Code:

Do Search Item based on item code

Search Item Based On Item Name:

Do Search Item based on item name

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Aug 2006 Sep 2006 Oct 2006 Nov 2006

1 Analysis 8/14/2006 8/21/2006 1.2w

3 Design 9/5/2006 10/30/2006 8w

4 Implementation 11/1/2006 12/15/2006 6.6w

Institute Of Business & Information Technology 19

A=7 B = 12 F=5 G =3 H=2 I=1

Activity Predecessor Optimistic Time Estimated Time

A-B-D-E-F-G-H-I = 7+12+4+4+1+5+3+2+1 = 39 => Critical Path

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