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Part I: Policy and economic issues Part II: Pharmaceutical management Part III: Management support systems
Planning and administration
Organization and management
Information management
48 Monitoring and evaluation
49 Pharmaceutical management information systems
50 Computers in pharmaceutical management
Human resources management
chapter 50
Computers in pharmaceutical management
Summary 50.2 illustrations
50.1 Uses of computers in pharmaceutical Figure 50-1 Summary of illustrative integrated
management 50.3 pharmaceutical supply management software
50.2 When and how to computerize 50.3 and characteristics 50.10
Benefits and limitations of computerization • Starting the Table 50-1 Computer applications for pharmaceutical
computerization process • Computer software: options and management 50.3
guidelines • General-purpose software • Special-purpose Table 50-2 Computer hardware specifications 50.8
commercial software • Utility programs • Network Table 50-3 Select features of registration software 50.15
software • Custom software • Open source software • boxes
Computer hardware: options and guidelines • Geographic Box 50-1 Key steps in the computerization process 50.4
information systems Box 50-2 Illustrative phases in computerization 50.4
50.3 Specialized software for pharmaceutical management Box 50-3 RxSolution 50.12
and control 50.9 Box 50-4 Standard reports for supply management
Quantification of pharmaceutical requirements • Basic software 50.13
data analysis and production of formulary manuals • Box 50-5 Developing a website or posting materials to the
Procurement and inventory management • Hospital Web 50.17
pharmacy management software • Accounting and Box 50-6 Lessons for successful computerization 50.18
financial management • Drug use reviews •
Pharmaceutical product registration country studies
50.4 Electronic communications and medicine CS 50-1 Sample computerization experiences 50.5
information 50.14 CS 50-2 Using handheld computers in pharmaceutical
Electronic communications • Medicine information • management 50.9
Developing a website CS 50-3 Creating an Internet-based information system for
50.5 Maintenance and support requirements 50.16 HIV treatment in Haiti 50.14
Staff recruitment and training • Protecting data • annex
Maintaining computers Annex 50-1 Building a product master file in a
50.6 Lessons for successful computerization in database 50.22
pharmaceutical management 50.18
Assessment guide 50.19
References and further readings 50.19
Glossary 50.21
copyright management sciences for health 2012
©
50.2 InFoRMATIon MAnAGEMEnT
suMMary
Users should first define what functions or tasks com- • output and peripheral devices (monitor, printer,
puters will be used for, identify appropriate software for modem, network card, speakers)
those functions, and then select hardware that is capable Software refers to instructions that can be understood
of using the software efficiently. and executed by the computer. Categories include—
A computerization process is easier when— • The operating system, which coordinates and directs
• Efficient manual procedures exist information for the microprocessor
• Staff members are capable of, and interested in, • General-purpose software, such as word processing,
learning to use computers spreadsheets, and database management software
• Funds have been allocated for training, mainte- • Special-purpose software, such as presentation
nance, and equipment upgrades graphics, project management, and accounting soft-
• A reliable power supply exists ware
Pharmaceutical management programs should usu- • Utility programs, such as antivirus, file backup, and
ally begin with basic word processing and spreadsheet data recovery programs
applications. Users can then gain experience and develop • Specialized pharmaceutical management software,
support systems for supplies, repairs, and security. often a custom-programmed database application
Specialized pharmaceutical management programs are When used effectively, computer systems save money,
often used for quantification of pharmaceutical require- promote efficiency, and improve the quality of services.
ments, procurement, inventory management, or However, poorly conceived or implemented computer
medicine-use analysis. systems waste money, decrease efficiency, and distract
Medicine information is increasingly available through attention from other management improvements.
electronic communications systems. Most pharmaceuti- This chapter discusses the uses of computers in phar-
cal supply systems have access to Internet communica- maceutical management and examines special issues in
tions. Two main options are available: e-mail and World computerizing pharmaceutical management informa-
Wide Web browsers. Use of the Internet for international tion. It also includes specifications for computer applica-
communications has become increasingly important. tions in pharmaceutical management, considerations for
Central to most pharmaceutical management applications hardware selection, and requirements for maintaining
is a product master file, including product name, strength, and supporting computers. Preparing data for comput-
dosage form, therapeutic category, route of administra- erization is discussed, along with coding systems and
tion, and packaging. A coding system with a unique iden- definitions of units. This chapter focuses on personal
tifier for each drug product must be developed. computers because they are the most widely used by
essential medicines programs. Instructing users in par-
Personal computers, or PCs, can be used in all aspects of ticular software programs or making recommendations
the pharmaceutical management cycle. Hardware refers for the purchase of a specific piece of hardware or soft-
to the computer’s electronic and mechanical parts, which ware is beyond the scope of this chapter.
include— The question today is usually not whether but rather how
• A microprocessor chip and how much to computerize. Even more important,
• Memory chips (RAM, for random-access memory) however, is how to computerize efficiently. This chapter
• Input devices (keyboard, flash drive, mouse, scanner) provides guidelines to help decision makers computerize
• Storage devices (hard disk drive, CD-RoM, mag- their operations effectively.
netic tape)
50 / Computers in pharmaceutical management 50.3
50.1 Uses of computers in pharmaceutical Table 50-1 Computer applications for pharmaceutical
management management
Computers can be used in all aspects of the pharmaceutical area of activity uses
management cycle, from selection to use. Using commu- Project planning • Workplans
nication devices, users can exchange or share information • Simulation programs
with other computers at the same site through a local area • Annual reports
network (LAn) or with computers anywhere in the world. Selection • Preparation of essential medicines lists
The term computers here also encompasses devices such as • Literature searches
personal digital assistants (PDAs) and handheld and pocket Requirements planning • Quantification of pharmaceutical needs
devices such as “smartphones.” Table 50-1 summarizes some • ABC analysis
• Weight and volume analysis of kits
of the many current computer applications for pharmaceuti- Financing • Budget management
cal management. • Pharmaceutical sales monitoring
• Accounting
• Financial analysis
50.2 When and how to computerize Procurement • Tender document preparation
• Tender monitoring
Computer technology changes quickly, with machines con- • Bid analysis
tinually becoming faster, more capable, and less expensive. • Preparing purchase orders and
receiving reports
The benefits of computers in managing pharmaceuticals • Monitoring of order status
depend on the choice of tools, the commitment to using the Inventory control • Monitoring of stock positions
tools, and the ability to overcome the hurdles involved in • Monitoring of expiry dates
incorporating computers into the organization. no standard • Prediction of reorder dates and
formula exists for successful computerization in pharma- quantities
ceutical management, but rather a mix of elements applies; • Invoicing
the right mix can yield great benefits. Transport • Vehicle routing and scheduling
• Weight and volume calculation
Benefits and limitations of computerization • Transport voucher preparation
Pharmaceutical • Database of registration data
registration and control • Adverse reaction reporting
Some of the benefits of computerization are to— • Medicines recalls
Medicines information • Formulary preparation
• Simplify and speed up complex tasks • Literature searches
• Increase accuracy by checking spelling, calculations, • Data storage and transfer
and data integrity • Pharmaceutical bulletin production
• Update and access information quickly • Training material preparation
• Automate repetitive tasks Rational use • Formulary
• Provide management information for decision making • Standard treatment schedule
• Allow organizations to expand operations • Calculation of WHO medicine-use
indicators
• Streamline administrative processes • Survey analysis
• Generate timely reports without repetition • Training (simulation games)
Personnel management • Training software
nevertheless, computers do have limitations. They cannot • Personnel records
assume responsibilities, make decisions, define problems, set • Supervision monitoring
objectives, improve the basic data available, or make a per- • Payroll calculations
son more organized. They cannot fulfill needs if appropri- Health statistics • Population data
ate hardware and software are not chosen, and they are not a • Morbidity data
• Mortality data
one-time expense: funds are required for upgrades, training, Use • Health care coverage calculations
and support over time for both hardware and software. • Medicine consumption analysis
Conditions in an organization that support computeriza- Presentation • Graphs and charts
tion include— • Overhead transparencies or slide shows
for training
• Efficient existing manual procedures Communication • Fax
• other departments that have computerized success- • E-mail
fully • Mailing
50.4 InFoRMATIon MAnAGEMEnT
Box 50-1 Box 50-2
Key steps in the computerization process Illustrative phases in computerization
1. Identify the tasks or the system to be computerized Phase I: Convenience computing
with a detailed analysis of needs compared to cur- This phase includes tasks that could be done with a
rent systems. typewriter and calculator but are easier on the com-
2. Survey the environment and consider integrating puter. If the computer “goes down” (temporarily stops
with other systems to the extent feasible. (What working), the work can still be done. Examples are—
software and hardware are being used by other • Word processing
departments? Does an institutional computer pol- • Simple databases (for example, an address list)
icy exist? What equipment is already available?) • Simple budgets
3. Evaluate the staff situation (actual versus needed).
4. Select software before hardware. Phase II: Periodic analyses and special activities
5. Identify whether the software needed is available These tasks would be extremely difficult to do by hand
in the local language and to which original version but could be delayed for a few days or weeks if the
it is equivalent (non-English-language versions are computer were down. Examples are—
sometimes not as current as English versions). • Quantification exercises
6. Ensure the availability of supplies and maintenance. • Complex project budgets
• Survey analysis
7. Select the hardware and software suppliers that pro- Phase III: Essential daily activities
vide the most support.
8. Plan progressive implementation (one step at a These tasks involve large volumes of data handled daily
time) and involve current and future users in the or almost daily. If the computer went down, the work
design and implementation process. would be seriously impaired. Examples are—
• Inventory control
• Accounting
• Staff capable of, and interested in, operating computers • Pharmaceutical registration
• A reliable power supply
• Adequate funds to support maintenance, training, and
equipment upgrades
shared? Will a network be necessary? The key steps are listed
Conditions that can impede computerization include— in Box 50-1.
In computerization, users should walk before they try to
• Hardware or software not suited to the task run. Trying to do everything at once increases failure rates,
• not enough trained operators so organizations often computerize in phases (see Box 50-2).
• Lack of a maintenance plan This strategy enables computer operators to handle increas-
• Lack of reliable power (voltage surges ruin computers ingly demanding tasks, permits support systems for supplies
and databases) and repairs to develop, and allows security systems to be
• Inadequate supply of storage media, paper, or printer put in place to protect against electrical damage, computer
ink and toner viruses, theft, and other hazards.
• Unsuitable physical environment (exposure to dust, Perhaps most important, a phased approach to comput-
heat, or magnets, which can damage hardware and erization allows users to develop a clearer concept of what
software) computers can do, what kind of information they want
from the computerized system, and which modifications
Starting the computerization process they need to make in reporting and management systems to
obtain that information. Computerization must be planned
Begin with the basic questions: What will the computer be carefully so that implementation occurs smoothly, with a
used for? Who will use it? Where will it be used? What is the minimum of interruption and dislocation in the organiza-
budget for equipment, software, and maintenance? What tion’s work. Country Study 50-1 provides some examples of
special functions may be required? Will data need to be good and bad computerization experiences.
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