Design and Implementation of a Computerized Drug Procurement, Distribution, and Management Tracking System

1.1 Introduction

A computerized drug procurement, distribution, and management tracking system is a digital platform designed to automate and streamline the processes involved in acquiring, storing, and distributing pharmaceutical products within healthcare facilities. Such a system integrates the core activities of inventory management, procurement planning, distribution tracking, and reporting to ensure accuracy, efficiency, and accountability in drug management (Chukwu et al., 2020). The healthcare sector relies heavily on the timely availability of essential medications, and inefficiencies in manual drug management processes often result in stockouts, wastage, and errors that can adversely affect patient care (Akinyemi & Akinola, 2020).

Traditionally, many hospitals, clinics, and pharmacies in Nigeria operate using manual methods for ordering, receiving, and tracking drugs. These methods involve paper-based records, physical ledgers, and uncoordinated communication among departments. Such approaches are not only time-consuming but also prone to human errors, including miscounts, misplaced records, and delayed reporting (Olayemi, 2019).

As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Limitation of the study and Definition of technical terms.

1.2 Background of Study

The management of pharmaceutical products has evolved significantly over the past decades, transitioning from fully manual systems to computerized solutions designed to enhance efficiency and accountability. In the early stages, drug procurement and inventory in healthcare facilities were conducted using paper-based records and manual ledgers. According to Akinyemi and Akinola (2020), these methods were prone to errors, delays, and mismanagement, often resulting in stockouts, expired medications, and wastage of valuable resources.

As healthcare delivery systems expanded, the need for more efficient drug management became increasingly apparent. Olayemi (2019) reported that the growing complexity of drug procurement and distribution, coupled with the increasing demand for regulatory compliance, highlighted the limitations of manual systems. Facilities struggled with monitoring drug usage across departments, coordinating orders with suppliers, and maintaining accurate records for auditing purposes. According to Chukwu, Iheanacho, and Okoro (2020), inefficient drug management systems are among the major challenges facing healthcare facilities in Nigeria, often leading to stockouts, wastage, and delayed service delivery. They reported that manual methods, which rely heavily on paper-based record-keeping and human intervention, are prone to errors that compromise the accuracy and reliability of pharmaceutical data.

Similarly, Akinyemi and Akinola (2020) asserted that the lack of integration between procurement and distribution processes in many health facilities contributes significantly to operational inefficiencies. They stated that delays in processing drug orders and poor coordination between departments often result in expired medications and increased costs. Furthermore, Olayemi (2019) affirmed that the absence of a centralized system limits the ability of management to monitor drug usage, forecast procurement needs, and ensure regulatory compliance. In addition, Iheanacho, Chukwu, and Okoro (2021) contend that digital solutions for drug management can transform healthcare delivery by improving accountability, providing real-time stock monitoring, and generating automated reports for auditing and decision-making purposes. They reported that facilities adopting computerized systems experience reduced errors, minimized wastage, and enhanced availability of essential drugs. On the other hand, facilities that continue to rely on manual systems struggle with inefficiencies that directly impact patient care and the overall effectiveness of the healthcare system.

This study is set against the backdrop of improving efficiency, accountability, and service delivery of the computer based drug procurement, distribution, and management tracking system within healthcare facilities through the application of digital technology.

1.3 Statement of Problem

Investigation revealed the problems of the existing system which is stated as follows;

1. The manual recording system which tends to be complex
2. Lack of good storage information system for drugs (Database)
3. Difficulty in having access to drugs and patients records
4. Lack of communication between the hospitals department as a result of non- computerized system of management.

In view of all these problems, it became necessary to develop a computer based drug information management system and distribution tracking system.

1.4 Aim and Objectives of the Study

The aim of this study is to develop a digital platform that will enhance efficiency, transparency, and accountability in drug procurement, distribution, and inventory management within healthcare facilities. The specific objectives of the study are to:

1. Create a centralized platform for managing drug procurement, distribution, and inventory tracking to reduce errors and improve accessibility of pharmaceutical data.
2. Develop an automated system that monitors drug stock levels in real-time, issues alerts for low stock, and prevents stockouts or overstocking.
3. Design an intuitive user interface that allows healthcare staff to efficiently manage drug orders, distribution, and reporting without relying on manual processes.
4. Implement a secure tracking system that ensures accountability in drug distribution, records drug usage across departments, and maintains an audit trail for management and regulatory purposes.
5. Create a reporting module that generates analytical reports for informed decision-making regarding drug procurement, budget allocation, and inventory management.

1.5 Significance of Study

The deployment of the proposed system will hold significant relevance in the following ways:

1. The system will provide real-time data for decision-making, reducing wastage and optimizing procurement.
2. Staff will benefit from a simplified and automated workflow, reducing errors and improving efficiency.
3. Patients will experience timely availability of essential drugs, enhancing the quality of care.
4. The system will ensure compliance with drug management regulations through accurate record-keeping and reporting.
5. Lastly, suppliers will have a streamlined process for order tracking and communication with healthcare facilities, reducing delays.

1.6 Scope of Study

The study focuses on the design and implementation of a Computerized Drug Procurement, Distribution, and Management Tracking System using pharmacy department of the Enugu State University Teaching Hospital (ESUTH) as a case study.

1.7 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

1. Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
2. Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet).

1.8 Definition of Terms

Computerized Drug Procurement System: A digital platform that automates the ordering and acquisition of drugs for healthcare facilities (Chukwu et al., 2020).

Distribution Tracking: The process of monitoring the movement of drugs from the central pharmacy to various departments within a facility (Akinyemi & Akinola, 2020).

Inventory Management: A systematic approach to ordering, storing, and using a facility's pharmaceutical stock, aimed at reducing wastage and ensuring availability (Olayemi, 2019).

Audit Trail: A record that shows the history of drug distribution and usage for accountability and regulatory compliance purposes (Iheanacho et al., 2021).

Stakeholders: Individuals or groups with an interest in the drug management system, including healthcare staff, management, patients, regulatory authorities, and suppliers.