srs of ddms - kerala medical services corporation ltdkmscl.kerala.gov.in/media/srs of ddms.pdf ·...
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Confidential Page # 1
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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:
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
� 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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
3.2.7. Sample Reports Generated Slno Name of the Report Purpose Detail involved
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
Produces a report that
contains the Warehouse wise
quantity requirements
1. Facility Code
2. Facility Name
3. Drug Code
4. Drug Name
5. Quantity Required
3 Item wise quantity
requirements
Produces a report that
contains the item wise
quantity requirements
1. Drug Code
2. Drug Name
3. Quantity
Required
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Slno Drug Code Drug Name Qty Required
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
Slno Drug Code Drug Name Qty Required
1 D1 Aspirin 1,00,00,000
2 D10 Paracetamol 1,00,00,00,000
3 D11 Aluminum Hydroxide 1,00,00,00,000
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.3.7. Sample Reports Generated Slno Name of the Report Purpose Detail involved
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
Confidential Page # 41
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.4.6. Sample Inputs for Order Processing 3.4.6.1. Sample Inputs for Purchase Order
Slno Field Names Description
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.5.5. Sample Reports Generated
Slno Name of the Report Purpose Detail involved
1 Unexecuted Order List -
Drug Wise
Produces a report that
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
Produces a report that
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.6.6. Sample Inputs for Pass Book Details
3.6.6.1. Sample Inputs for Pass Book Details
Slno Field Names Description
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
Slno Field Names Description
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.
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.6.7. Sample Reports Generated
Slno Name of the Report Purpose Detail involved
1 Facility/Passbook wise
allotment and utilization
Produces a report that
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
Produces a report that
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%
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 59
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 60
SOFTWARE REQUIREMENT SPECIFICATION DDMS
� 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.
Confidential Page # 61
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 62
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.7.5. Sample Inputs for Stock Monitoring System
3.7.5.1. Sample Reports Generated
Slno Name of the Report Purpose Detail involved
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
Produces a report that
contains the list of drugs that
has no stock available,
Warehouse wise
1. Drug Code
2. Drug Name
3. Warehouse
Name
Confidential Page # 63
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 64
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.7.6.4. Nil Stock Report – warehouse wise
Warehouse : Trivandrum
Date: 01/05/2004
Slno Drug Code Drug Name
1 D1 Aspirin
2 D2 Paracetomol
3 D3 Atenolol
Confidential Page # 65
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 66
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 67
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.8.5. Sample Input for Quality Control System
3.8.5.1. Sample Input for Sample Testing
Slno Field Names Description
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.
Confidential Page # 68
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.8.5.3. Sample Reports Generated
Slno Name of the Report Purpose Detail involved
1 List of Samples –
Warehouse wise
Produces a report that
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
Produces a report that
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
Confidential Page # 69
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 70
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 71
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 72
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.9.6. Sample Inputs for Bill Processing
3.9.6.1.Sample Inputs for Invoice Entry
Slno Field Names Description
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
Slno Field Names Description
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.
Confidential Page # 73
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.9.6.3. Sample Inputs for Cheque Entry
Slno Field Names Description
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.
3.9.7. Sample Reports Generated
Slno Name of the Report Purpose Detail involved
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
Confidential Page # 74
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 75
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 76
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 77
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 78
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 79
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 80
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 81
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.10.7. Sample Reports/Outputs Generated
Slno Name of the Report Purpose Detail involved
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
Confidential Page # 82
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
7 District wise List of drugs
having >15 and <= 30
days
Produces detailed list of drugs
available in the districts that
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
8 District wise List of drugs
having 1 to 3 months
stock
Produces detailed list of drugs
available in the districts that
are having 1 to 3 months stock
with monthly consumption
1. Drug code
2. Drug Name
3. Current Stock
4. Monthly Stock
9 District wise List of drugs
having above 3 months
stock
Produces detailed list of drugs
available in the districts that
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
Confidential Page # 83
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 84
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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:
Slno Drug Code Drug Name
1 D1 Aspirin
2 D2 Paracetomol
3 D3 Atenolol
3.10.8.3. List of drugs having >15 Days and <=30 days Stock
Date:
Slno Drug Code Drug Name
1 D8 Surgical Spirit
2 D9 Diazepem
3 D10 Ibuprofin
Confidential Page # 85
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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
Confidential Page # 86
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3.10.8.8. District Wise List of Items having > 1 Month and < 3 Month 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
3.10.8.9. District Wise List of Items having above < 3 Months 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
3.10.8.10. 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
Confidential Page # 87
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 88
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 89
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 90
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 91
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Slno Field Names Description
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.
Confidential Page # 92
SOFTWARE REQUIREMENT SPECIFICATION DDMS
Sample Inputs for Lab bills Entry
Slno Field Names Description
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,
Slno Field Names Description
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
Confidential Page # 93
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Slno Field Names Description
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
Slno Field Names Description
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
Confidential Page # 94
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Slno Field Names Description
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
Confidential Page # 95
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Slno Field Names Description
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
Slno Field Names Description
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
Confidential Page # 96
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
register number and the value of the drugs are entered into the system
whenever drugs are being transferred to some other warehouse.
Slno Field Names Description
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
Slno Field Names Description
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
Confidential Page # 97
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
register number and the value of the drugs are entered into the system
whenever there is short supply or damage supply.
3.11.6. Sample Report Generated for Warehouses
Slno Name of the Report Purpose Detail involved
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
Slno Field Names Description
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
Confidential Page # 98
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 99
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 100
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 101
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 102
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 103
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 104
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 105
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
Confidential Page # 106
SOFTWARE REQUIREMENT SPECIFICATION DDMS
7.0. Sample Screen Formats:
1. Forecasting:
Confidential Page # 107
SOFTWARE REQUIREMENT SPECIFICATION DDMS
Confidential Page # 108
SOFTWARE REQUIREMENT SPECIFICATION DDMS
2. Tender Processing
Confidential Page # 109
SOFTWARE REQUIREMENT SPECIFICATION DDMS
Confidential Page # 110
SOFTWARE REQUIREMENT SPECIFICATION DDMS
Confidential Page # 111
SOFTWARE REQUIREMENT SPECIFICATION DDMS
Confidential Page # 112
SOFTWARE REQUIREMENT SPECIFICATION DDMS
3. Order Processing (Purchase)
Confidential Page # 113
SOFTWARE REQUIREMENT SPECIFICATION DDMS
Confidential Page # 114
SOFTWARE REQUIREMENT SPECIFICATION DDMS
4. Bill Processing
Confidential Page # 115
SOFTWARE REQUIREMENT SPECIFICATION DDMS
6. Stock Monitoring System
Confidential Page # 116
SOFTWARE REQUIREMENT SPECIFICATION DDMS
6. Passbook Utilization
Confidential Page # 117
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 118
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Slno Field Name Type Width Constraint Description
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
Slno Field Name Type Width Constraint Description
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
Confidential Page # 119
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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 for the year
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
Table Name: CheckListDet
Description : To store the check list details that are required for bidder in order to
eligible in the tender
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 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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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)
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
Table Name: CheckListEntry
Description : To store the check list details of the bidder those who participated in
the tender
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 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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 129
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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 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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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 12 Amt2 Number 12 2 Null Amount given for 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 16 Amt3 Number 12 2 Null Amount given for 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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
14 Remarks VarChar2 50 Null Remarks
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 138
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 139
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
21 Remarks VarChar2 50 Null Remarks
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
15 Remarks VarChar2 50 Null Remarks
Table Name : ChequeDet
Description : This table is used to store the cheque details that are issued to the
supplier
Slno Field Name Type Width Constraint Description
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 144
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
S.No Field Name Type Width Const
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.
S.No Field Name Type Width Const
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
Confidential Page # 145
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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.
S.No Field Name Type Width Const
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
Confidential Page # 146
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 147
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 148
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Drug Master
PK DrugCode
DrugName
DrugTypeCode
DrugCatCode
Unit
Strength1
Strength2
Strength3
QtyInd
QcTest
TestQty
ExpIndCode
ActiveFlag
Rate
QcMinQty
Confidential Page # 149
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Forecast Qty
PK TenderCode
FK1,FK2 TenderTypeCode
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
Confidential Page # 150
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 151
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 152
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 153
SOFTWARE REQUIREMENT SPECIFICATION DDMS
9.3.4. Tender Rate
Tender Type Master
PK TenderTypeCode
TenderTypeDesc
Tender Rate
TenderCode
FK1,FK2 TenderTypeCode
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
Confidential Page # 154
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
FK1,FK2 TenderTypeCode
BidResNo
FK3 DrugCode
FK5 SuppCode
Rate
Drug Master
PK DrugCode
DrugName
DrugTypeCode
DrugCatCode
Unit
Strength1
Strength2
Strength3
QtyInd
QcTest
TestQty
ExpIndCode
ActiveFlag
Rate
QcMinQty
Confidential Page # 155
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 156
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 157
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 158
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 159
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 160
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 161
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 162
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 163
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 164
SOFTWARE REQUIREMENT SPECIFICATION DDMS
9.7.2.LabRate Entry
Lab Rate
TenderCode
FK1 DrugCode
LabCode
Rate
Lab Master
LabCode
LabName
ConPer
Address1
Address2
Address3
City
Zip
Phone
Fax
Drug Master
PK DrugCode
DrugName
DrugTypeCode
DrugCatCode
Unit
Strength1
Strength2
Strength3
QtyInd
QcTest
TestQty
ExpIntCode
ActiveFlag
Rate
QcMinQTy
Confidential Page # 165
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Lab Rate
TenderCode
DrugCode
LabCode
Rate
Lab Report
SampleCode
LabCode
PoNo
Suppcode
FK1 DrugCode
BatchNo
Qty
SentDate
TestResult
ResultDate
EntryDate
ReportNo
ReportDate
Remarks
Confidential Page # 166
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 167
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Lab Rate
TenderCode
DrugCode
LabCode
Rate
Lab Samples
W hname
PoNo
SuppCode
W hcode
DrugCode
BatchNo
Qty
RecdDate
Up_Date
SRNO
Confidential Page # 168
SOFTWARE REQUIREMENT SPECIFICATION DDMS
9.7.6. Lab Bill Processing
Lab Master
LabCode
LabName
ConPer
Address1
Address2
Address3
City
Zip
Phone
Fax
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
Confidential Page # 169
SOFTWARE REQUIREMENT SPECIFICATION DDMS
9.7.7. QC Deduction Entry
Lab Master
LabCode
LabName
ConPer
Address1
Address2
Address3
City
Zip
Phone
Fax
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
Confidential Page # 170
SOFTWARE REQUIREMENT SPECIFICATION DDMS
9.7.8.LabCheque Entry
Lab Master
LabCode
LabName
ConPer
Address1
Address2
Address3
City
Zip
Phone
Fax
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
Confidential Page # 171
SOFTWARE REQUIREMENT SPECIFICATION DDMS
9.8. BILL PROCESSING 9.8.1. LeviDet
Levi Master
LeviCode
LeviDesc
LeviType
Levi Det
InvNo
InvDate
PoNo
W hcode
LeviCode
LeviAmt
PassDate
Confidential Page # 172
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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
Confidential Page # 173
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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
Confidential Page # 174
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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
Confidential Page # 175
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 176
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 177
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 178
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 179
SOFTWARE REQUIREMENT SPECIFICATION DDMS
9.9.4. QC Result Entry
Lab Rate
TenderCode
DrugCode
LabCode
Rate
Lab Master
LabCode
LabName
ConPer
Address1
Address2
Address3
City
Zip
Phone
Fax
LabSamples
W hname
PoNo
Suppcode
W hcode
DrugCode
BatchNo
Qty
RecdDate
Up_Date
SrNo
Confidential Page # 180
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 181
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 182
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 183
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 184
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
R e q u ir e m e n t D e ta i ls
D r u g w is e
R e q u ir e m e n t D e ta i ls
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
Confidential Page # 185
SOFTWARE REQUIREMENT SPECIFICATION DDMS
10.5. Data Flow Diagram for Tender Processing System (Level 1)
Forecast Data
TenderProcessing
BidderTender Data
Tender Quantity Details
Receipt of
Bid Document
Issue of Bid
document
Price Schedule
&Criteria
Tender Details
Confidential Page # 186
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Tender Quantity Details
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
Confidential Page # 187
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 188
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 189
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 190
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 191
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 192
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 193
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 194
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 195
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 196
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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)
Confidential Page # 197
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 198
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 199
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 200
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 201
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 202
SOFTWARE REQUIREMENT SPECIFICATION DDMS
10.21.Stock Monitoring System
Inward Data Outward Data Stock Data
StockMonitoringProcess
Stock Reports
Drug inward Details Stock Details
Drug outward Details
Stock Details
Confidential Page # 203
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
Confidential Page # 204
SOFTWARE REQUIREMENT SPECIFICATION DDMS
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
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