Title Pharmacy Information System Can their Information system affect their business? II. Abstract of the Study: This research is made possible for the completion of our study in line with the subject, Management Information System (MIS). This tackles the current information system used by the establishment, RIKA Drugstore, the management and organization. The collected data’s and facts are certified true and reliable information. WE, the researchers, personally conducted an interview with executive assistant and staff and had visited the area which is located at Osmena, Cagayan de Oro City.
After a series of brainstorming, we, the researchers had come up with the analysis presented in the following contents of the study to further understand the whole idea of the study. III. Problem Statement The Problem Analyzing each 3 aspects of Information System Management: -Employees of Rika Drugstore are well handled with regards to their management. -Benefits are given to their employees like in S. S. S. , Pag-ibig, and other(s). -Record of their receipts is discarded after 2 years. -When the customers are seniors, they have a 2% discount in each item that they have purchased.
When conflicts arise among employees they handle it in the process from: [pic] -Therefore, we conclude about their “Management”, as well handled. Organization: -Product Knowledge or seminars are given to the “Main Branch”; after the Main Branch learned the precised knowledge of that certain product they then disseminate it to all pharmaceutical branch employees of Rika Drugstore. -Team Building is practiced towards all of their employees; in order to achieved harmony and synchronization in all their processes to achieve a good flow in their business.
Organization Structure: [pic] -Therefore, we conclude that their organization is good. Technology: Transaction Flow: [pic] They are using the following: – UNISERVE POS manager -Core 2 Duo Processors -Hard Disk (260 GB) -WinSQL -RAM/Random Access Memory (2GB) -They have no technician(s), the employees in each branch takes their own initiatives in handling with their minor technical problems. -The anti-virus that they were using is AVG anti-virus. -Each of their branches has different servers -They are using WinSQL which is a Windows-Based and is prone to viruses They are using a database system provided by the UNILAB for free; for every system error they would call a technician from Unilab to fix it. For system upgrades leave it to Unilab System Problem: -Expiration of medicines not precise. -Prone to viruses. They are open with any database system proposals and if they found the right required components of that specific database system and if they like that system, they are willing to buy that database system, because they usually do encounter a lot of problems with their current database system. Therefore, it is concluded that most of their problems are in their Technology. Questions: Is it time consuming to update each server (given that each branch maintains separate server)? What are some problems that may arise? Does the existing information system answer the needs of the establishment (in terms of generating accurate reports in shorter span of time and other transactions)? Is there a need for the establishment to change the current system they are using? Which is better? A Window’s based or Linux based system? Is it a need to hire IT professionals to maintain the system? IV.
Objectives of the Study We choose Rika Drugstore in order to know how a well-managed information system can help them in growing their business. These are the following objectives: -To know how efficient their current system is. – To know how capable (financially) they are to purchased a new system – To know the possibility rate of centralizing their system (centralized server) and how to back it up that will ensure safety during system shutdown. -To know whether or not there is a need to hire an IT professional (for maintenance of their system and other technological errors)?
V. Background of the Study Drugstore is a common American term for a type of store centrally featuring a pharmacy. Drugstores sell not only medicines, but also miscellaneous items such as candy, cosmetics, and magazines, as well as light refreshments. The proponents have chosen RIKA DRUGSTORE; which primary concern was to sell pharmaceutical drugs for the people. It was first owned by a doctor named Dr. Segundina Velasco. RIKA was bought by his nephew named Andrew Velasco ten years after. The name RIKA was inspired from the youngest of the Velasco clan, Erik. The venture started slowly and cautiously, opening its first outlet in 1987 at Osmena, Cagayan de Oro City and currently has 6 branches are fully operational in strategic locations Osmena – the main branch, Divisoria, Carmen Market, Carmen,Yacapin, Divisoria, and Gusa – the newest and the first branch with a convenience store. Presently, the drugstores is being managed by Ms. Christine Velasco; the owner’s sister. She manages the six branches, of course with the help of her teammates (six pharmacists, six branch leaders, and 35 pharmacists’ assistant, two admin – executive assistants).
Every morning she makes effort of visiting each branch to do some checking perhaps and taking a look at her teammates. Each store has a pharmacist which typically take a request for medicines from a prescribing health care provider in the form of a medical prescription, evaluate the appropriateness of the prescription, dispense the medication to the patient and counsel them on the proper use and adverse effects of that medication. Pharmacist assistant mixes and dispenses prescribed medicines and pharmaceutical preparations in absence of or under supervision of the pharmacist.
The branch leader which serves as the supervisor and purchaser is in charge with the whole establishment specially that the manager is not always around to supervise. Purchaser is the one in – charge in purchasing and even receiving the deliveries. The executive assistant performs the usual roles of managing correspondence, preparing research, and communication while also acting as the “gatekeeper,” understanding in varying degree the requirements of the executive, and with an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive’s time.
Also, supporting an officer of a company, either public or private, who carries the authority to make crucial decisions affecting the direction of said organization, and is therefore a sought-after resource in decision-making and policy setting. RIKA, just like the other prospering ventures had gone through a lot of hardships. Manual (paper based) maintenance systems have been around for the establishment as they start it 12 years ago. In a typical manual or paper based maintenance system, each item of medicine will have a history card or file. This file will contain the medicines’ detailed description.
During their inventory they had to go through again with each record, checking its logbooks for data comparison and etc. As the establishment has grown, it has acquired new Point of Sale system given for free by the UNILAB, UNISERVE POS MANAGER as they call it, creating a need to present a consistent, trustworthy experience recognizes that customers want to purchase with confidence and expect a reassuring quality service. UNISERVE POS (Point – of – Sale) MANAGER is subdivided into this subsystem that is able to generate the report they need: inventory, purchasing, wholesale, reports, day – end, and synchronization.
Under the Inventory they are able to generate detailed reports about their products, most sellable and etc. Clicking Purchasing, the window will display information and are able to generate reports about their product distributors, manufacturers, date of delivered ordered, undelivered orders the date of their next purchase, what are needed to be purchased, how much and how many. Wholesale will give you information about the items bought wholesale and for how much and how many. Information like who bought it is also being stored.
And what medicines are mostly purchased in wholesale basis. Reports will generate information regarding the daily sales and the number of medicine that was sold for the day, or for the week, or for the month. Day-end will give you a report about the remaining stacks at the end of the day. Synchronization on the other hand generates a report from the data gathered from their different branches. However, the development of the drugstore’s POS system is posing a problem for until now the system is under process for more development.
They had been using it for 6 years now. Any concerns about the system are being reported to the technical team of the UNILAB that causes delay to their transactions. Other than in charged for troubleshooting, UNILAB is accountable regarding with upgrading RIKA’s system whenever new developments were made. To ensure the safety of their customers they manually check the expiration of the medicines for the reason that the expiry date that being stored in the system sometimes do not coincide with the exact date that had been seen in the actual medicine.
For example the expiry states that it will expire July of this year but those stocks needs to pull out three months before for replacements sake. Manual checking is also than to check their products for proper labeling, and proper shelving. They even checked their bottled product for proper placing to avoid spilling. They have different server on each branch; in case of updating the prices of the medicine to the other branch all data will be sync into one data and pass it through the branches with the used of PC Anywhere. By the way they have centralized way of pricing.
PC Anywhere is a pair of computer programs by Symantec which allows a user of the PC Anywhere remote program on a computer to connect to a personal computer running the PC Anywhere host if both are connected to the internet or the same LAN. But there are instances that prices are not updated to the other branch due to system log. Any reports (day-end sales, stocks, purchased stuffs, updates, file transfer, etc. ) they want from their branches is gathered through this PC Anywhere. They used a window-based OS in which today are much prone to viruses.
Last December 2009, system in the main branch has encountered problems regarding on virus infection. They backup their files, reformatted the PC and installed again the software. This situation can cause delay on their transaction. Regarding on the system they used, there was an attempt in changing the POS system where it matched the need of the establishment. But the system proposed was not yet registered to the Bureau of Internal Revenue (BIR) that is why they still using the POS system that offered from UNILAB. The system that they are using in the main branch is the same system used by other branches.
What RIKA emphasizes to us is that they do business not just for the sake of business but because of their heart for people. Their best asset why people keep coming back is because of the type of service they offer; fast service and accommodating personnel. RIKA promotes “suki” card wherein for every purchase worth of 100 pesos you have 1 point. What is good about this point system is that when a purchaser is able to reach a certain quota of points, they are in titled of an item or a discount on your billings. They had separate database for this but is no longer part of our study.
VI. Research Design Scope and Limitation: The study was conducted exclusively in Rika Drugstore located in Osmena St. Cogon, Cagayan de Oro City. The researcher conducted on actual interview with the manager and the staff to gather the necessary data to be used in the study. This study focuses only on this branch alone. The study did not focus on the business physical structure (the building) and their effectiveness in doing business in areas they are located. Because of confidentiality sake we are also being limited of little information about their financial status.
Systems Requirements: Recommended system requirements are often suggested by software vendors for optimal performance of software. Although not a necessity, this set of requirements is often sought after by power users who expect to gain a better experience of software usability. Recommended System Requirements do not promise best possible performance of software and are treated as more of a guideline than a rule. Almost always a better system is available, or will be in future, to provide better performance. Also, exceeding by far these requirements does not guarantee to he user that everything will run with absolute smoothness and look its best. Server: VA Linux 1220 1U Server Dual 1Ghz 1GB RAM 80GB HD Operating System: Linux Ubuntu (UBUNTU 9. 10 OPERATING SYSTEM LINUX) Processor: Intel Core 2 duo – which is currently installed in their system Hard drive (260 Gb) – which is currently installed in their system Systems Methodology /Procedures The proponents had proposed that RIKA should have centralized server, following this flow of transaction. Transaction process (custome – p. a) Financial Analysis
Financial Analysis refers to the assessment of a business to deal with the planning, budgeting, monitoring, forecasting, and improving of all financial details within an organization. Base in our interview that was conducted last February 20, 2010 their financial analysis is confidential but they shared to us about the decrease of their revenue last year due to a law called MDRP (Maximum Drug Retail Price). MDRP recommends a 50% cut-off of the prices of anti-hypertensive, anti-cholesterol, anti-biotic/anti-bacterial and anti-neoplastics /anti-cancer medicines.
The only thing they assure of us is their willingness to adopt new system and even to spend for it for the sufficiency and improvement of the services they offered. Estimated Budget (Assumptions) Linux server – 12,000. 00 Php Operating System – 2,500. 00 Php Programmer’s Fee (2* 35,000. 00 each)- 75,000. 00 Php System Licenses- 25,000 Php (more or less) ———————————————- Total: 114,500. 00Php VII. Expected Results: With the current system that they are using, it is really obvious that it is time consuming and less reliable.
Problems arise whenever they need to update in the server and the server needs to sink in first what has been updated before passing the data to other branches and update it to their server using the PC Anywhere. Sometimes the other servers of the other branches cannot adopt directly on what has been updated to the main server. They had also admitted that there is really lacking in there in their system that it couldn’t cater all the needs of the establishment. Due to this, it is a great need for the establishment to change their existing system.
As they have said, they are very willing to gamble in changing their system to make there business more effective. Both Windows and Linux come in many flavors. All the flavors of Windows come from Microsoft, the various distributions of Linux come from different companies (i. e. Linspire, Red Hat, SuSE, Ubuntu, Xandros, Knoppix, Slackware, Lycoris, etc. ). Windows has two main lines. The older flavors are referred to as “Win9x” and consist of Windows 95, 98, 98SE and Me. The newer flavors are referred to as “NT class” and consist of Windows NT3, NT4, 2000, XP and Vista. Going back in time, Windows 3. preceded Windows 95 by a few years. And before that, there were earlier versons of Windows, but they were not popular. Microsoft no longer supports Windows NT3, NT4, all the 9x versions and of course anything older. Support for Windows 2000 is partial (as of April 2007). The flavors of Linux are referred to as distributions (often shortened to “distros”). All the Linux distributions released around the same time frame will use the same kernel (the guts of the Operating System). They differ in the add-on software provided, GUI, install process, price, documentation and technical support. Both Linux and Windows come in desktop nd server editions. There may be too many distributions of Linux, it’s possible that this is hurting Linux in the marketplace. It could be that the lack of a Linux distro from a major computer company is also hurting it in the marketplace. IBM is a big Linux backer but does not have their own branded distribution. Currently there seem to be many nice things said about the Ubuntu distribution. Linux is customizable in a way that Windows is not. For one, the user interface, while similar in concept, varies in detail from distribution to distribution. For example, the task bar may default to being on the top or the bottom.
Also, there are many special purpose versions of Linux above and beyond the full blown distributions described above. For example, NASLite is a version of Linux that runs off a single floppy disk (since revised to also boot from a CD) and converts an old computer into a file server. This ultra small edition of Linux is capable of networking, file sharing and being a web server. In this case, we prefer to recommend Linux since it’s not prone to viruses and more secure. Hiring of IT professionals is an advantage in order to maintain the effective of the system if ever problems arise.
With all of this being implemented, their system will become more concrete and reliable. VIII. References 1 Google. com . Research Proposal: Format, Outline, and Topics. 2 Wikipedia. com. “Point of Sale (POS) Systems Buying Guide”. http://pages. ebay. com/buy/guides/point-of-sale-pos-system-buying-guide/. Retrieved 2009-07-23. 3 Creswell, J. (2003). Research Design: Qualitative, Quantitative, and Mixed Methods Approaches. Thousand Oaks, California: Sage Publications. Webster’s New International Dictionary of the English Language, Second Edition, Unabridged, W. A. Neilson, T. A. Knott, P. W.
Carhart (eds. ), G. & C. Merriam Company, Springfield, MA, 1950. 4 Google. com. http://www. michaelhorowitz. com/Linux. vs. Windows. html 5 6 7 8 9 10 11 12 13 14 15 Index 17 18 19 [pic] 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 [pic] 42 43 44 45 46 47 48 49 50 51 52 [pic] 53 54 55 56 [pic] 57 58 59 60 61 [pic] 62 63 64 65 [pic][pic] 66 67 68 69 70 [pic] 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 [pic] 92 93 94 95 96 97 98 99 100 101 102 ———————– Pharmacy assistant (P. A) Will check for availability of prescribed drugs using their system
If available, ask quantity and payment Give the purchased items and change if any Customers (Given that she is being entertain by the pharmacy assistant) Will give prescription to the P. A Ask for the payment Cashier Totals amount purchase and gives change DATABASE Once paid, the server will be automatically updated ADMIN (MAIN BRANCH) COGON BRANCH Centralized database CARMEN BRANCH SERVER CARMEN MARKET BRANCH GUSA BRANCH YACAPIN BRANCH Note: Only the manager and the executive assistant has the sole control of the database others have limited access only. –