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🏥 Smart Medicine Stock & Expiry Monitoring System

📋 Project Information

Student: Jessicah (GATERA K Jessica)
Student ID: 27630
Group: Thursday
Institution: Adventist University of Central Africa (AUCA)
Course: Database Development with PL/SQL (INSY 8311)
Lecturer: Eric Maniraguha
Academic Year: 2025-2026, Semester I
Project Completion Date: December 7, 2025

🎯 Problem Statement

Healthcare facilities in Rwanda face significant challenges in managing medicine inventory, tracking expiry dates, and preventing stockouts of critical medications. Manual systems lead to:

  • Medication wastage due to expiry
  • Expired drugs being administered to patients
  • Inefficient procurement processes
  • Treatment delays from stockouts
  • Financial losses

This system addresses these issues through automated tracking, expiry alerts, and intelligent stock management.

✨ Key Features

  • Real-time Stock Tracking - Monitor medicine inventory levels continuously
  • Automated Expiry Alerts - Notifications for medicines expiring within 15-90 days
  • Batch-Level Management - Track individual batches with unique expiry dates
  • Supplier Performance Analytics - Evaluate and rank supplier reliability
  • Comprehensive Audit Trail - Complete logging of all system activities
  • Weekday/Holiday Restrictions - Business rule enforcement for data security
  • Business Intelligence Dashboards - KPIs and analytics for decision-making
  • Patient Prescription Tracking - Link medicine issuance to prescriptions

🗄️ Database Technology Stack

  • Database: Oracle 21c XE
  • Platform: Windows (C:\app\HP\product\21c\oradata\XE)
  • PDB Name: thu_27630_jessicah_SmartMedicineMS_db
  • Admin User: jessicah_admin
  • Password: jessicah
  • Development Tools: SQL Developer, SQL*Plus
  • Version Control: GitHub

🚀 Quick Start

Prerequisites

  1. Oracle Database 21c XE installed on Windows
  2. SQL Developer or SQL*Plus
  3. Git for version control

Installation Steps

# 
git clone https://github.com/yourusername/smart-medicine-system.git

# 
cd smart-medicine-system

# 3. Connect as SYSDBA
sqlplus sys as sysdba

# 4. Create PDB and tablespaces
@database/scripts/phase_iv/01_create_pdb.sql
@database/scripts/phase_iv/02_create_tablespaces.sql

# 5. Connect as admin user
sqlplus jessicah_admin/jessicah@localhost:1521/thu_27630_jessicah_SmartMedicineMS_db

# 6. Create tables
@database/scripts/phase_v/01_create_tables.sql

# 7. Insert sample data
@database/scripts/phase_v/02_insert_data.sql

# 8. Create PL/SQL objects
@database/scripts/phase_vi/01_procedures.sql
@database/scripts/phase_vi/02_functions.sql
@database/scripts/phase_vi/03_packages.sql

# 9. Create triggers
@database/scripts/phase_vii/01_triggers.sql

Database Connection

SQL*Plus:

sqlplus jessicah_admin/jessicah@localhost:1521/thu_27630_jessicah_SmartMedicineMS_db

SQL Developer:

  • Connection Name: Medicine_System
  • Username: jessicah_admin
  • Password: jessicah
  • Hostname: localhost
  • Port: 1521
  • Service name: thu_27630_jessicah_SmartMedicineMS_db

📁 Project Structure

smart-medicine-system/
├── README.md                          # This file
├── database/
│   ├── scripts/
│   │   ├── phase_iv/                  # Database creation
│   │   │   ├── 01_create_pdb.sql
│   │   │   ├── 02_create_tablespaces.sql
│   │   │   └── 03_verify_configuration.sql
│   │   ├── phase_v/                   # Table implementation
│   │   │   ├── 01_create_tables.sql
│   │   │   ├── 02_insert_data.sql
│   │   │   └── 03_validation_queries.sql
│   │   ├── phase_vi/                  # PL/SQL development
│   │   │   ├── 01_procedures.sql
│   │   │   ├── 02_functions.sql
│   │   │   ├── 03_packages.sql
│   │   │   └── 04_cursors.sql
│   │   └── phase_vii/                 # Advanced programming
│   │       ├── 01_holiday_management.sql
│   │       ├── 02_audit_system.sql
│   │       ├── 03_triggers.sql
│   │       └── 04_test_scripts.sql
│   └── documentation/
│       ├── data_dictionary.md
│       ├── architecture.md
│       └── design_decisions.md
├── business_intelligence/
│   ├── bi_requirements.md
│   ├── dashboards.md
│   └── kpi_definitions.md
├── queries/
│   ├── data_retrieval.sql
│   ├── analytics_queries.sql
│   └── audit_queries.sql
├── screenshots/
│   ├── database_objects/
│   ├── er_diagrams/
│   ├── test_results/
│   └── plsql_code/
└── test_results/
    ├── unit_tests/
    ├── integration_tests/
    └── performance_tests/

🗃️ Database Schema

Core Tables

1. MEDICINE

Master table for all medicines

  • medicine_id (PK) - Unique identifier
  • medicine_name - Medicine name
  • category_id (FK) - Category reference
  • supplier_id (FK) - Supplier reference
  • unit_price - Current price
  • minimum_stock - Minimum required stock
  • reorder_point - Reorder trigger level

2. STOCK_BATCH

Batch-level inventory with expiry tracking

  • batch_id (PK) - Unique batch identifier
  • medicine_id (FK) - Medicine reference
  • batch_number - Manufacturer batch number
  • expiry_date - Medicine expiry date
  • quantity_available - Current stock
  • batch_status - ACTIVE/EXPIRED/DEPLETED

3. STOCK_TRANSACTION

Audit trail of all stock movements

  • transaction_id (PK) - Unique transaction ID
  • batch_id (FK) - Batch reference
  • transaction_type - RECEIVED/ISSUED/RETURNED/ADJUSTMENT
  • quantity - Quantity changed
  • transaction_date - When occurred

4. PATIENT_PRESCRIPTION

Doctor prescriptions

  • prescription_id (PK) - Unique prescription ID
  • patient_id (FK) - Patient reference
  • medicine_id (FK) - Medicine prescribed
  • dosage - Prescribed dosage
  • duration_days - Treatment duration

5. EMPLOYEE_AUDIT_LOG

Comprehensive audit trail

  • audit_id (PK) - Unique audit ID
  • user_name - Database user
  • action_type - INSERT/UPDATE/DELETE
  • table_name - Affected table
  • status - ALLOWED/DENIED
  • attempted_time - When action attempted

6. PUBLIC_HOLIDAYS

Holiday calendar for restrictions

  • holiday_id (PK) - Unique holiday ID
  • holiday_date - Date of holiday
  • holiday_name - Holiday name
  • is_recurring - Y/N for annual recurrence

⚙️ Key PL/SQL Components

Procedures (20+)

  • update_stock_quantity() - Update stock levels
  • generate_expiry_alerts() - Create expiry warnings
  • check_reorder_points() - Monitor reorder needs
  • issue_medicine_to_patient() - Process prescriptions
  • receive_stock_batch() - Record new deliveries

Functions (10+)

  • is_restricted_day() - Check weekday/holiday
  • check_stock_availability() - Validate stock levels
  • calculate_days_to_expiry() - Expiry countdown
  • get_supplier_performance_score() - Supplier rating
  • validate_batch_number() - Batch validation

Packages (3+)

  • pkg_inventory_mgmt - Stock management operations
  • pkg_reporting - Report generation
  • pkg_security - Authentication and auditing

Triggers (5+)

  • trg_restrict_weekday_ops - Enforce business rules
  • trg_audit_medicine_changes - Log all changes
  • trg_update_stock_on_transaction - Auto stock updates
  • trg_check_expiry_status - Auto status updates

🔐 Security Features

Business Rules

Critical Restriction: Employees CANNOT perform INSERT/UPDATE/DELETE operations on:

  • Weekdays (Monday-Friday)
  • Public Holidays

Implementation:

-- Restriction function
CREATE OR REPLACE FUNCTION is_restricted_day RETURN BOOLEAN IS
BEGIN
    -- Check if weekday (Mon-Fri)
    IF TO_CHAR(SYSDATE, 'D') BETWEEN 2 AND 6 THEN
        RETURN TRUE;
    END IF;
    
    -- Check public holidays
    SELECT COUNT(*) INTO v_count
    FROM public_holidays
    WHERE holiday_date = TRUNC(SYSDATE);
    
    RETURN v_count > 0;
END;
Business Holidays

Audit Trail

  • All DML operations logged
  • User identification tracked
  • Timestamps recorded
  • Status (ALLOWED/DENIED) captured
  • Error messages stored

Role-Based Access Control

  • med_admin_role - Full system access
  • med_pharmacy_role - Operational access
  • med_reporting_role - Read-only access
  • med_audit_role - Audit log access

📊 Business Intelligence

Key Performance Indicators (KPIs)

  1. Stock Turnover Rate

    • Formula: (Cost of Issues / Avg Inventory) × 12
    • Target: 8-12 times/year

  2. Expiry Waste Percentage

    • Formula: (Expired Value / Total Value) × 100
    • Target: <2%

  3. Stock Availability Rate

    • Formula: (Medicines in Stock / Total Medicines) × 100
    • Target: >95%

  4. Supplier Performance Score

    • Weighted average of delivery, quality, price
    • Scale: 0-10

Dashboards

Executive Dashboard

  • KPI cards (Stock Value, Expiry Risk, Turnover Rate)
  • Stock trend charts (90-day history)
  • Expiry timeline (next 180 days)
  • Critical alerts panel

Pharmacy Operations Dashboard

  • Real-time stock levels by category
  • Expiry calendar view
  • Recent transactions feed
  • Low stock alerts

Audit & Security Dashboard

  • User activity timeline
  • Failed login attempts
  • Weekend/holiday violations
  • Data integrity checks

🧪 Testing & Validation

Test Cases Completed

  • ✅ Trigger blocks INSERT on weekday (DENIED)
  • ✅ Trigger allows INSERT on weekend (ALLOWED)
  • ✅ Trigger blocks INSERT on holiday (DENIED)
  • ✅ Audit log captures all attempts
  • ✅ Error messages are clear
  • ✅ Stock updates correctly on transactions
  • ✅ Expiry alerts generated accurately
  • ✅ Data validation constraints work

Performance Metrics

  • Medicine lookup: <100ms
  • Stock availability check: <50ms
  • Expiry alert generation: <1 second
  • Daily report generation: <5 seconds
  • Audit trail query (1 day): <2 seconds

📈 Project Phases Completion

Phase Description Status Completion Date Deliverables
I Problem Identification ✅ Complete Nov 17, 2025 PowerPoint, Problem Statement
II Business Process Modeling ✅ Complete Nov 24, 2025 UML/BPMN Diagrams
III Logical Design ✅ Complete Dec 1, 2025 ER Diagram, Data Dictionary
IV Database Creation ✅ Complete Dec 1, 2025 PDB Setup, Configuration
V Table Implementation ✅ Complete Dec 2, 2025 CREATE/INSERT Scripts
VI PL/SQL Development ✅ Complete Dec 3, 2025 Procedures, Functions, Packages
VII Advanced Programming ✅ Complete Dec 4, 2025 Triggers, Auditing
VIII Documentation & BI ✅ Complete Dec 7, 2025 GitHub, BI, Presentation

💡 Key Innovations

  1. Automated Expiry Monitoring

    • PL/SQL triggers check expiry dates automatically
    • Multi-level alerts (30, 60, 90 days)
    • Batch-level granularity

  2. Intelligent Reorder System

    • Evaluates stock levels against thresholds
    • Considers lead times and consumption patterns
    • Generates supplier-specific recommendations

  3. Comprehensive Audit Trail

    • Every action logged with context
    • User accountability ensured
    • Compliance-ready reporting

  4. Real-Time Analytics

    • Materialized views for performance
    • Window functions for complex calculations
    • Live dashboard updates

🔧 Technical Specifications

Database Configuration

  • PDB: thu_27630_jessicah_SmartMedicineMS_db
  • Container: XE
  • Character Set: AL32UTF8
  • Tablespaces:
    • medicine_data: 200MB → 1GB
    • medicine_indexes: 100MB → 500MB
    • medicine_temp: 100MB → 500MB
  • Memory:
    • SGA_TARGET: 512MB
    • PGA_AGGREGATE_TARGET: 256MB

Performance Optimization

  • Composite indexes on common query patterns
  • Function-based indexes for case-insensitive searches
  • Materialized views for BI queries
  • Bulk operations using FORALL
  • Result cache for reference data

📖 Usage Examples

Check Stock Availability

SELECT medicine_name, total_stock, alert_level
FROM vw_medicine_stock_summary
WHERE total_stock < reorder_point;

Generate Expiry Report

EXEC pkg_reporting.generate_expiry_forecast_report(90);

Issue Medicine to Patient

DECLARE
    v_batch_id NUMBER := 1001;
    v_quantity NUMBER := 50;
BEGIN
    pkg_inventory_mgmt.issue_medicine(
        p_batch_id => v_batch_id,
        p_quantity => v_quantity,
        p_patient_id => 5001,
        p_prescription_id => 3001
    );
END;
/

View Audit Trail

SELECT user_name, action_type, table_name, status, attempted_time
FROM employee_audit_log
WHERE TRUNC(attempted_time) = TRUNC(SYSDATE)
ORDER BY attempted_time DESC;

🎓 Learning Outcomes

Technical Skills Demonstrated

  • Oracle PDB management
  • Advanced PL/SQL programming (procedures, functions, packages, triggers)
  • Database normalization (3NF)
  • Performance optimization (indexing, materialized views)
  • Security implementation (roles, auditing, VPD)
  • Business Intelligence (KPIs, dashboards, analytics)

Project Management Skills

  • Phase-based development methodology
  • Documentation standards
  • Version control with Git/GitHub
  • Time management and deadline adherence
  • Professional presentation preparation

🚀 Future Enhancements

Short-term (0-6 months)

  • Mobile application for barcode scanning
  • Integration with hospital EHR systems
  • SMS/email alerts for critical events
  • Advanced predictive analytics

Medium-term (6-18 months)

  • Multi-hospital support
  • Cloud-based deployment
  • Machine learning for demand forecasting
  • Blockchain for supply chain tracking

Long-term (18+ months)

  • National medicine tracking network
  • AI-powered optimization
  • International standards compliance
  • Disease outbreak prediction

📞 Support & Contact

Student: Jessicah (GATERA K Jessica)
Student ID: 27630
Email: [Your Email]
GitHub: [Your GitHub Profile]

Lecturer: Eric Maniraguha
Email: eric.maniraguha@auca.ac.rw

📜 License & Academic Integrity

This project is developed for academic purposes as part of the PL/SQL Database Development course (INSY 8311) at Adventist University of Central Africa (AUCA).

Academic Integrity Statement:

  • All code is original work by Jessicah (ID: 27630)
  • No plagiarism or unauthorized collaboration
  • All external resources properly cited
  • Complies with AUCA academic honesty policies

🙏 Acknowledgments

  • Adventist University of Central Africa (AUCA) - Academic institution
  • Lecturer Eric Maniraguha - Project guidance and mentorship
  • Oracle Corporation - Database technology and documentation
  • Course Colleagues - Peer support and collaboration

📚 References

  1. Oracle Database 21c Documentation
  2. PL/SQL Developer's Guide
  3. Database Design and Normalization Best Practices
  4. Healthcare Inventory Management Standards
  5. Business Intelligence and Data Warehousing Concepts

✅ Submission Checklist

  • All 8 phases completed
  • Code is original and tested
  • GitHub repository organized
  • Screenshots include project name
  • PowerPoint presentation (max 10 slides)
  • All documentation complete
  • BI implementation included
  • Submitted before December 7, 2025 deadline

🎯 Project Success Metrics

Quantitative Achievements

  • 15+ Tables implemented with proper normalization
  • 20+ Procedures for core business operations
  • 10+ Functions for calculations and validations
  • 5+ Triggers including compound trigger
  • 3+ Packages for code organization
  • 100+ Rows of realistic test data per table
  • 10+ Views for reporting and analytics

Qualitative Achievements

  • Production-ready code quality
  • Comprehensive documentation
  • Real-world business value
  • Academic requirements exceeded
  • Professional presentation standards

💬 Final Statement

"Whatever you do, work at it with all your heart, as working for the Lord, not for human masters." — Colossians 3:23 (NIV)

This Smart Medicine Stock & Expiry Monitoring System represents the culmination of advanced database development skills, combining Oracle PL/SQL expertise with practical healthcare solutions. The system demonstrates how technology can directly improve patient care, reduce costs, and enhance operational efficiency in healthcare facilities.

Thank you for reviewing this project! 🎓

Project Version: 1.0
Last Updated: December 2025
Status: ✅ Complete and Ready for Submission

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