COIT20254 Information Systems Project Report: Inventory Management System for Pharmaceutical Company

This project report details the development of an inventory management system for a pharmaceutical company. The system aims to improve efficiency, enhance customer experience, and provide a secure platform for managing healthcare services and product delivery. The report covers project management overview, strategic alignment, stakeholder analysis, requirements elicitation, and risk management strategies. It also includes a detailed SWOT analysis and a risk register.

COIT20254 Information Systems Project Report

Executive Summary
Pharmaceutical system is the requirement of the health sector where it involves management of
several operations so that they can properly develop, handle and process the medicines. These
medicines are used in the everyday life where people use in case of emergency or in any kind of
accident. Instead of this, the data stored in the industry is also huge where different data and
documents should be placed effectively and with safety so that no can access the data through
unauthorized access. Thereby information system and the developed system help in a
pharmaceutical company to facilitate the management of the medical sector. Therefore, this
pharmaceutical company requires to be efficient in management where the services and produced
can be managed to fulfil the demand of the customer. It is not only the demand of the customers
of proper management but also the demand of the employees and staff to support and make them
more effective to manage the overall operations. It also helps in monitoring and regulating the
performance of the people who are assigning to this system and improve the overall efficiency of
the medical sector (Prescott, 2017).
Now, most of the information system mainly focusing on the security of the customer’s data and
their primary concern is on the intellectual property. There should be properly checked on the
functionality and the usability of the system. But this sometimes causes a major gap between the
existing system and the potential of issues related to the vulnerabilities. Whenever this is an issue
with the access of the significant information and causes much inefficiency in the pharmaceutical
company and in order to provide the services on time to save the life of the patient. Thereby, it is
the need for a support system that can balance the requirements of the pharmaceutical companies
and their services. Besides this, this system must provide a proper communication platform for
the large volume of information to be processed between the large firms of the pharmaceutical
system. The supply system across the various systems of the firms needs the support of the
management where competitive advantages can also be referred to the system. The data
integration and information can be managed effectively and sometimes it might be difficult for
the balance of complex data in the perspective of social and political aspects. It is not only the
basic protocols, there are legal terms and regulations that must be followed while developing
such as system. There might be several possible challenges ahead which might be reduced while
using such a developed system (Yousefi and Alibabaei, 2015).
1

Table of Contents
1. Introduction..................................................................................................................................4
2. Project Management Overview...................................................................................................5
Statement of Work.......................................................................................................................5
Project Team Members and Responsibilities..............................................................................6
Project Schedule..........................................................................................................................9
3. Proposed Strategic Alignment...................................................................................................14
Review about the project...........................................................................................................14
Proposed framework for strategic alignment and setting up priorities......................................14
Environment strategic alignment...............................................................................................16
4. Description of Current System..................................................................................................17
5. Proposed Stakeholder Analysis and Management.....................................................................18
6. Proposed Requirements Elicitation Methodology.....................................................................21
7. Proposed Requirements Statement............................................................................................23
8. Proposed Risk Analysis and Risk Management Strategies.......................................................25
Proposed change management solution.....................................................................................25
Analysis of issues and proposed solutions.................................................................................26
9. Conclusions & Recommendations.............................................................................................27
10. Reference.................................................................................................................................29
List of figures
Figure 1: Gantt Chart.....................................................................................................................13
Figure 2: Three phases of alignment.............................................................................................14
Figure 3: Three-tier of alignment..................................................................................................15
Figure 4: Five elements of strategic alignment..............................................................................15
Figure 5: Environmental Strategic Alignment model....................................................................16
Figure 6: Power Interest Curve......................................................................................................20
Figure 7: Example of use case diagram.........................................................................................22
Figure 8: Proposed Framework.....................................................................................................23
Figure 9: Change Management Process........................................................................................26
Figure 10: Risk level matrix..........................................................................................................27
2

List of tables
Table 1: Statement of work..............................................................................................................5
Table 2: RACI Evaluation...............................................................................................................7
Table 3: SWOT analysis................................................................................................................17
Table 4: Description of current system..........................................................................................17
Table 5: Stakeholders Engagement Assessment Matrix................................................................18
Table 6: Stakeholder Management Plan........................................................................................20
Table 7: Requirement statement....................................................................................................23
Table 8: Risk Register...................................................................................................................27
3

1. Introduction
The designed system of the pharmaceutical system involves the inventory management system
which includes interface application and the database application. This system is the demand of
the Pharmaceutical Company where the system needs to be required for the management of the
products and services. The pharmaceutical company needed this efficient system to manage the
fast delivery and the delivery on time so that the customer feels a better experience related to the
products and services. The available stock is easily viewed by the customer and also it is difficult
to access it by the staff itself. Also, there is no proper management related to the offshore
delivery of the system and no proper time delivery for which customer can wait. It decreases the
value of the company on the basis of the overbroad business. The developed system fulfils all the
desired need of the company and to manage all the required online web services related to the
medicines purchase and delivery of the system. This project plan report has been developed in
context to show the main components of the project. It also shows what the requirements are and
how they are achieved; the methodology and the process are also explained here. The design of
the web-based application is also achieved successfully through the development of the WBS
and Gantt chant and different management sections for communication, stakeholders, risk,
alignment and so on will be explained in this report.
4

2. Project Management Overview
Statement of Work
This term act as a document which gives definition to the project elements and records the data
related to the elements of the project. This section of the project provides major aspects related to
the purpose of the project requirements. It mainly represents the details, objectives, milestones,
scope, stakeholders, cost and time estimation, constraints and success criteria of the project
(Rowley, 2013). The developed statement of work for the pharmaceutical system is described
here below.
Table 1: Statement of work
S. No. Title Description
1 Background Details Inventory Management System includes online interface
application and database management system
2 Objectives The objectives of the developed project are:
 Accessible from the maximum of the devices at even
remote places
 Provides security and reliability in the services and
products
 Provide the details of the available stock
 Provides communication platform with the doctors
and other to get healthcare remedies without getting
admitted to the hospital
 Customer can easily retrieve the information related
to hospitality from the database of the system through
a login
3 Milestones There are achieved stages during the whole project lifecycle
of the project and they are:
1. Planning
2. Project Research
3. Analysis
4. solution and system design
5. Documentation
6. Report
7. Closing
4 Scope It involves the proper assessment of the project requirements
and includes the development of the integrated module. The
support from the developed project also includes
management of the offshore delivery of the products and
services. In addition to this, there includes the training of the
staff in order to handle the system, hosting of the system,
regular upgrades and maintenance and proper handling of the
5

services and schedule even in terms of manual support.
5 Stakeholders Project Manager, Project Leader and Project Team Members
6 Time estimation The projected time for the project was started from 8th March
to 31st may 2018 and this estimated time can have some
fluctuation according to requirement but under the
specification of the project owner and its agreement.
7 Constraints  First constraints are related to the resource allocation
where every team member is allocated without much
over allocation and need to be allocated according to
the skills
 The project must be time-bound and should be
developed within the framed time.
 The staff should be trained enough to manage the
work with the help of the developed project
Project Team Members and Responsibilities
The team members of the project include:
 Mr.NishanKhadka (Member 1-Project Leader)
 Mr.Srijan Nepali (Member 2-Project Member)
 Mr . Sadiquddin Syed (Member 3-Project Member)
The responsibilities played by the respected team members are:
As a project leader
 Keep focused on the project requirements and objectives on time
 Able to deliver the project milestones on time and within the framed time
 Manages and handle the team members according to their requirements in the project
stages
 Involves its presence in the project documentation and testing to get the access regarding
the performance and efficiency
 Organize proper training sessions and meeting to provide knowledge and to motivate the
project team members
As a project team member
 Attend every meeting sessions to get proper motivation and keep focusing towards the
objectives
 High contributes towards the project requirements and maintains the task constraints
 Contributes regular contribution in project milestones
 Must possess experience in the field of work
 Both the team members should have flexibility in the working stages of the project
 Must learn about the owner policies while developing the project
6

For the evaluation of the project team, RACI technique provides proper evaluation regarding
their responsibilities and how they are related to the task assigned to them. It helps in clear
specifications of the assigned task and clears all the understanding related to the team. RACI
matrix is read as Responsible, Accountable, Consulted and Informed. Responsible are members
who are responsible for the assigned project and its accomplishment on time. Accountable term
is related to those members who take into account regarding the assigned activity. The consulted
term is associated with those members who are involved in getting the idea of status and consults
about the task idea. Informed are the team members who are just associated to know the status of
the activity and are related to next task and kept sure about the completion of the previous task so
that they can complete their task in time (Doglione, 2018).
Table 2: RACI Evaluation
Nishank
hadka
Srijan
Nepali
Sadiquddi
n Syed
Duration of
working
Task Name
1 12 days Planning
1.1 R, A R R 1 day Group Development
1.2 A C R, I 1 day Arranging meetings
1.3 A, I, C C A 1 day Selection of project topic
1.4 A, I, C C A 1 day System Analysis
1.5 C R, I, C R, I 1 day Defining project objectives and
constraints
1.6 A, I, C R C 1 day Assigning project member tasks
1.7 A R, I C 1 day Work break down the structure
1.8 C R, I A 1 day Project schedule
1.9 R, I R A 1 day Risks Analysis and Quality
control
2 4 days Project Research
2.1 A, I, C C A 2 days Research on the current business
process and existing system
2.2 C R, I R 1 day Market research
2.3 R, I,C I, A C 1 day Research on a possible solution
3 13 days Analysis
3.1 A, I, C C A 2 days Business process analysis
3.2 R, A I C 2 days Stakeholder analysis
3.3 A R, I A 2 days Risk assessment
3.4 C R, I A 7 days System analysis
3.5 R, I R A 7 days Present system analysis
3.5.1 C R, I A 7 days Client-based system analysis
3.5.2 A R C 7 days Distribution system analysis
4 40 days Explain solution and system
design
4.1 A, I, C C A 7 days Defining stakeholders
4.2 R, A I C 8 days Define methodology
4.3 A R, I A 14 days System Requirements
7

4.3.1 A C R, I 7 days Functional Requirement
4.3.2 A, I, C C A 7 days Usability requirement
4.3.3 R, A I C 8 days Reliability requirement
4.3.4 C R, I A 8 days Performance requirement
4.3.5 R, A I C 7 day Security requirement
4.4 A C R, I 3 days Explain risk management
strategies
4.5 R R, I A 3 days New System Design
4.5.1 R, A R, I R, C 3 days Database design
4.5.2 R, A R,I R, C 3 days Design system models
5 57 days Documentation
5.1 R, A R R 4 day Executive Summary
5.2 A C R, I 3 days Introduction
5.3 4 days Project Management Overview
5.3.1 A C R, I 3 days Statement of Work
5.3.2 A, I, C C A 3 days Project Team Members and Re
sponsibilities
5.3.3 R R, I A 3 days Project Schedule
5.4 R, A R, I R, C 4 days Proposed Strategic Alignment
5.5 R, A R,I R, C 3 days Proposed Strategic Alignment
5.6 3 days Description of Current System
5.6.1 R, A R R 4 days Issues
5.6.2 A C R, I 3 days Problems
5.7 R, A R R 1 day Proposed Stakeholder Analysis a
nd Management
5.8 A C R, I 1 day Proposed Requirements Elicitatio
n Methodology
5.9 A, I, C C A 1 day Proposed Requirements Stateme
nt
5.10 1 day Proposed Risk Analysis and Risk M
anagement Strategies
5.10.
1
A, I, C C, A A 1 day Proposed change management
solution
5.10.
2
A R R, C R, I 1 day Analysis of issues and propose
d solutions
5.11 R, C R, I C 1 day Conclusions & Recommendation
s
6 61 day Report
6.1 R, A A C C 1 day Project proposal and plan
6.2 R C R 1 day Progress report 1
6.3 A R C 1 day Draft final report
6.4 A, I R, I C 1 day Progress report 2
6.5 1 day Presentation documentation
8

6.5.1 R, I A, I R, C 1 day Slide preparation
6.5.2 R, I A, I R, C 1 day Presentation in class
6.6 R A R 1 day Project working documentation
6.7 A R C 1 day Project report
7 1 day Closing
7.1 R, C, I R, A R 1 day Self and peer assessment
submission
7.2 R, A R, A, I R 1 day Close the project
Project Schedule
The tool used is MS Project Professional which helped in the development of the work
breakdown structure and start date and end date are also assigned as per the requirements of
duration per task. The work is distributed among the team as per the mutual discussion and
according to the skills. In this, the workload is also considered among the team members and the
start date and end date is also considered according to the requirements of the client.
Task Name Start Finish Precedence Duration
1 Planning Mon
3/5/18
Thu
3/15/18
12 days
1.1 Group Development Mon
3/5/18
Mon
3/5/18
1 day
1.2 Arranging meetings Tue
3/6/18
Tue
3/6/18
2 1 day
1.3 Selection of project topic Wed
3/7/18
Wed
3/7/18
3 1 day
1.4 System Analysis Thu
3/8/18
Thu
3/8/18
4 1 day
1.5 Defining project objectives and
constraints
Fri
3/9/18
Fri 3/9/18 5 1 day
1.6 Assigning project member tasks Mon
3/12/18
Mon
3/12/18
6 1 day
1.7 Work break down the structure Tue
3/13/18
Tue
3/13/18
7 1 day
1.8 Project schedule Wed
3/14/18
Wed
3/14/18
8 1 day
1.9 Risks Analysis and Quality
control
Thu
3/15/18
Thu
3/15/18
9 1 day
2 Project Research Fri
3/16/18
Wed
3/21/18
4 days
2.1 Research on the current business
process and existing system
Fri
3/16/18
Mon
3/19/18
10 2 days
2.2 Market research Tue Tue 12 1 day
9

3/20/18 3/20/18
2.3 Research on a possible solution Wed
3/21/18
Wed
3/21/18
13 1 day
3 Analysis Thu
3/22/18
Wed
4/18/18
13 days
3.1 Business process analysis Thu
3/22/18
Fri
3/23/18
14 2 days
3.2 Stakeholder analysis Mon
3/26/18
Tue
3/27/18
16 2 days
3.3 Risk assessment Wed
3/28/18
Thu
3/29/18
17 2 days
3.4 System analysis Fri
3/30/18
Mon
4/9/18
18 7 days
3.5 Present system analysis Tue
4/10/18
Wed
4/18/18
7 days
3.5
.1
Client-based system analysis Tue
4/10/18
Wed
4/18/18
19 7 days
3.5
.2
Distribution system analysis Tue
4/10/18
Wed
4/18/18
19 7 days
4 Explain solution and system
design
Thu
4/19/18
Tue
5/29/18
40 days
4.1 Defining stakeholders Thu
4/19/18
Fri
4/27/18
22 7 days
4.2 Define methodology Mon
4/30/18
Wed
5/9/18
24 8 days
4.3 System Requirements Thu
5/10/18
Tue
5/29/18
14 days
4.3
.1
Functional Requirement Thu
5/10/18
Fri
5/18/18
25 7 days
4.3
.2
Usability requirement Mon
5/21/18
Tue
5/29/18
27 7 days
4.3
.3
Reliability requirement Thu
5/10/18
Mon
5/21/18
25 8 days
4.3
.4
Performance requirement Thu
5/10/18
Mon
5/21/18
25 8 days
4.3
.5
Security requirement Thu
5/10/18
Fri
5/18/18
25 7 day
4.4 Explain risk management
strategies
Mon
5/21/18
Wed
5/23/18
31 3 days
4.5 New System Design Thu
5/24/18
Mon
5/28/18
3 days
4.5
.1
Database design Thu
5/24/18
Mon
5/28/18
32 3 days
4.5 Design system models Thu Mon 32 3 days
10

.2 5/24/18 5/28/18
5 Documentation Tue
5/29/18
Mon
7/9/18
57 days
5.1 Executive Summary Tue
5/29/18
Fri 6/1/18 35 4 day
5.2 Introduction Mon
6/4/18
Wed
6/6/18
37 3 days
5.3 Project Management Overview Thu
6/7/18
Tue
6/19/18
4 days
5.3
.1
Statement of Work Thu
6/7/18
Mon
6/11/18
38 3 days
5.3
.2
Project Team Members and Res
ponsibilities
Tue
6/12/18
Thu
6/14/18
40 3 days
5.3
.3
Project Schedule Fri
6/15/18
Tue
6/19/18
41 3 days
5.4 Proposed Strategic Alignment Wed
6/20/18
Mon
6/25/18
42 4 days
5.5 Proposed Strategic Alignment Tue
6/26/18
Thu
6/28/18
43 3 days
5.6 Description of Current System Fri
6/29/18
Tue
7/3/18
3 days
5.6
.1
Issues Fri
6/29/18
Mon
7/2/18
44 4 days
5.6
.2
Problems Tue
7/3/18
Tue
7/3/18
46 3 days
5.7 Proposed Stakeholder Analysis an
d Management
Wed
7/4/18
Wed
7/4/18
47 1 day
5.8 Proposed Requirements Elicitation M
ethodology
Thu
7/5/18
Thu
7/5/18
48 1 day
5.9 Proposed Requirements Statemen
t
Fri
7/6/18
Fri 7/6/18 49 1 day
5.1
0
Proposed Risk Analysis and Risk
Management Strategies
Mon
7/9/18
Mon
7/9/18
1 day
5.1
0.1
Proposed change management s
olution
Mon
7/9/18
Mon
7/9/18
50 1 day
5.1
0.2
Analysis of issues and propose
d solutions
Mon
7/9/18
Mon
7/9/18
50 1 day
5.1
1
Conclusions & Recommendations Mon
7/9/18
Mon
7/9/18
50 1 day
6 Report Tue
7/10/18
Thu
7/19/18
61 day
6.1 Project proposal and plan Tue
7/10/18
Tue
7/10/18
54 1 day
6.2 Progress report 1 Wed Wed 56 1 day
11

7/11/18 7/11/18
6.3 Draft final report Thu
7/12/18
Thu
7/12/18
57 1 day
6.4 Progress report 2 Fri
7/13/18
Fri
7/13/18
58 1 day
6.5 Presentation documentation Mon
7/16/18
Tue
7/17/18
1 day
6.5
.1
Slide preparation Mon
7/16/18
Mon
7/16/18
59 1 day
6.5
.2
Presentation in class Tue
7/17/18
Tue
7/17/18
61 1 day
6.6 Project working documentation Wed
7/18/18
Wed
7/18/18
62 1 day
6.7 Project report Thu
7/19/18
Thu
7/19/18
63 1 day
7 Closing Fri
7/20/18
Mon
7/23/18
1 day
7.1 Self and peer assessment
submission
Fri
7/20/18
Fri
7/20/18
64 1 day
7.2 Close the project Mon
7/23/18
Mon
7/23/18
66 1 day
12

ID WBS Task Name Resource Names
0 0 Pharmaceutical System
1 1 1 Planning
2 1.1 1.1 Group Development Nishan Khadka
3 1.2 1.2 Arranging meetings Srijan Nepali
4 1.3 1.3 Selection of project topic Project Manager
5 1.4 1.4 System Analysis Sadiquddin Syed
6 1.5 1.5 Defining project objectives and constraints Nishan Khadka
7 1.6 1.6 Assigning project member tasks Project Manager
8 1.7 1.7 Work break down structure Nishan Khadka
9 1.8 1.8 Project schedule Sadiquddin Syed
10 1.9 1.9 Risks Analysis and Quality control Srijan Nepali
11 2 2 Project Research
12 2.1 2.1 Research on current business process and
existing system
Sadiquddin Syed
13 2.2 2.2 Market research Srijan Nepali
14 2.3 2.3 Research on possible solution Nishan Khadka
15 3 3 Analysis
16 3.1 3.1 Business process analysis Nishan Khadka
17 3.2 3.2 Stakeholder analysis Sadiquddin Syed
18 3.3 3.3 Risk assessment Srijan Nepali
19 3.4 3.4 System analysis Sadiquddin Syed
20 3.5 3.5 Present system analysis
21 3.5.1 3.5.1 Client-based system analysis Srijan Nepali
22 3.5.2 3.5.2 Distribution system analysis Sadiquddin Syed
23 4 4 Explain solution and system design
24 4.1 4.1 Defining stakeholders Nishan Khadka
25 4.2 4.2 Define methodology Sadiquddin Syed
26 4.3 4.3 System Requirements
27 4.3.1 4.3.1 Functional Requirement Sadiquddin Syed
28 4.3.2 4.3.2 Usability requirement Sadiquddin Syed
29 4.3.3 4.3.3 Reliability requirement Nishan Khadka
30 4.3.4 4.3.4 Performance requirement Nishan Khadka
31 4.3.5 4.3.5 Security requirement Srijan Nepali
32 4.4 4.4 Explain risk management strategies Srijan Nepali
33 4.5 4.5 New system Design
34 4.5.1 4.5.1 Database design Srijan Nepali
35 4.5.2 4.5.2 Design system models Nishan Khadka
36 5 5 Documentation
37 5.1 5.1 ExecutiveSummary Nishan Khadka
38 5.2 5.2 Introduction Srijan Nepali
39 5.3 5.3 ProjectManagementOverview
40 5.3.1 5.3.1 StatementofWork Nishan Khadka
41 5.3.2 5.3.2 ProjectTeamMembersandResponsibilitiesSadiquddin Syed
42 5.3.3 5.3.3 ProjectSchedule Srijan Nepali
43 5.4 5.4 ProposedStrategicAlignment Nishan Khadka
44 5.5 5.5 ProposedStrategicAlignment Sadiquddin Syed
45 5.6 5.6 DescriptionofCurrentSystem
46 5.6.1 5.6.1 Issues Sadiquddin Syed
47 5.6.2 5.6.2 Problems Nishan Khadka
48 5.7 5.7
ProposedStakeholderAnalysisandManagement
Nishan Khadka
49 5.8 5.8
ProposedRequirementsElicitationMethodology
Srijan Nepali
50 5.9 5.9 ProposedRequirementsStatement Sadiquddin Syed
51 5.10 5.10 ProposedRiskAnalysisandRiskManagementStrategies
52 5.10.1 5.10.1 Proposedchangemanagementsolution Nishan Khadka
53 5.10.2 5.10.2 AnalysisofissuesandproposedsolutionsSadiquddin Syed
54 5.11 5.11 Conclusions&Recommendations Srijan Nepali
55 6 6 Report
56 6.1 6.1 Project proposal and plan Srijan Nepali
57 6.2 6.2 Progress report 1 Sadiquddin Syed
58 6.3 6.3 Draft final report Nishan Khadka
59 6.4 6.4 Progress report 2 Srijan Nepali
60 6.5 6.5 Presentation documentation
61 6.5.1 6.5.1 Slide preparation Nishan Khadka
62 6.5.2 6.5.2 Presentation in class Sadiquddin Syed
63 6.6 6.6 Project working documentation Srijan Nepali
64 6.7 6.7 Project report Sadiquddin Syed
65 7 7 Closing
66 7.1 7.1 Self and peer assessment submission Nishan Khadka
67 7.2 7.2 Close the project Sadiquddin Syed
Nishan Khadka
Srijan Nepali
Project Manager
Sadiquddin Syed
Nishan Khadka
Project Manager
Nishan Khadka
Sadiquddin Syed
Srijan Nepali
Sadiquddin Syed
Srijan Nepali
Nishan Khadka
Nishan Khadka
Sadiquddin Syed
Srijan Nepali
Sadiquddin Syed
Srijan Nepali
Sadiquddin Syed
Nishan Khadka
Sadiquddin Syed
Sadiquddin Syed
Sadiquddin Syed
Nishan Khadka
Nishan Khadka
Srijan Nepali
Srijan Nepali
Srijan Nepali
Nishan Khadka
Nishan Khadka
Srijan Nepali
Nishan Khadka
Sadiquddin Syed
Srijan Nepali
Nishan Khadka
Sadiquddin Syed
Sadiquddin Syed
Nishan Khadka
Nishan Khadka
Srijan Nepali
Sadiquddin Syed
Nishan Khadka
Sadiquddin Syed
Srijan Nepali
Srijan Nepali
Sadiquddin Syed
Nishan Khadka
Srijan Nepali
Nishan Khadka
Sadiquddin Syed
Srijan Nepali
Sadiquddin Syed
Nishan Khadka
Sadiquddin Syed
4 11 18 25 1 8 15 22 29 6 13 20 27 3 10 17 24 1 8 15 22 29
Mar '18 Apr '18 May '18 Jun '18 Jul '18 Aug '18
Figure 1: Gantt Chart
13

3. Proposed Strategic Alignment
Review about the project
Inventory Management is the online web application developed for the Pharmaceutical Company
which provides a flexible platform for the accessibility of the medicinal help from the company.
The staff and customers easily access the system through login the system using their credentials.
This also provides better communication between the various members of the company such as
doctors, nurses and other staff. With the development of the system, there will be less number of
admissions which will save the patients time and money and they are able to take help online
through this system. Patients can easily consult with their respected doctors through this system.
The data stored in the database is highly secured and will be helpful in stored at an accurate
location with which the information can be retrieved easily whenever required. Inventory
management system comprises of two parts and they are a web-based interface for the access to
data and other is a database which includes all the data related to the medicines, patients and
staff. This system helps to cope up with the limitation of the offline system of management.
Proposed framework for strategic alignment and setting up priorities
Three phases of the strategic plan involve strategy formulation, strategic alignment and strategy
execution. Basically, the formulation is for the development and communication of a strategic
plan. Alignment leads to aligning of the distributed plans with the larger strategy in the context
of the organization. Execution is the implementation of the strategy with the concentration on
outcomes in addition to continuous improvement.
Figure 2: Three phases of alignment
Source: (Brandonu, 2016)
Creation of strategic alignment
This is to cascade down the objectives of the pharmaceutical system where different services of
the organization are divided and aligned according to the goals of the strategic objectives. There
are three tiers which include cascading of unit and departments and aligning them for the
individual objectives in the context of the pharmaceutical system.
14

Figure 3: Three-tier of alignment
Source: (Brandonu, 2016)
The cascade effect is demonstrated five elements of the plan and it includes the vision, value,
priorities, goals and actions. Tier 3 drives the goals and action under the influence of the teams,
departments and other staff of the pharmaceutical company.
Figure 4: Five elements of strategic alignment
Source: (Brandonu, 2016)
Assumption for the framework:
 Proper coordination and alignment of efforts result in a strong relationship with the
stakeholders
15

 Be clear about the vision and focus on the achievement
 Better communication plan and continuous feedback for better improvement
 Identification of needs on the basis of achievement of goals
Framework of the strategic plan
It comprises of five elements as demonstrated below:
a. Vision of the pharmaceutical system
This is a statement which helps in focusing the related to goals for inventory management
system.
b. Values
This is in context to the enablers of the vision statement where this is for encouraging the need
for value. These values are identified in terms of the culture, services and core rules for the staff
of the pharmaceutical company. It includes the themes such as student-focused, collaborative
work, involving innovations and diverse inclusion and so on.
c. Setting priorities
It includes the degree of focus and to also provide an extra degree of clarification to unite the
organization under a common objective. It includes review, identification of impacts and
measuring the priority on the basis of key performance indicators.
d. Defining strategic objectives
It is related to the specific definition of the objectives which results in clear outcomes in addition
to assigning the timeframe.
e. Goals and actions
It is related to the task created to accomplish the particular objective under a framed time and
allocated resources and also considering the constraints of the project (Cascade Strategy, 2014).
Environment strategic alignment
For the strategic actions, the organization must be analyzed through the existing factors of the
environment and specifications related to the company’s position in the market. This can be
preceded in terms of the SWOT analysis where the organization can be evaluated in context to
the internal and the external factors of the pharmaceutical company such as cultural, structure,
resources, opportunities and threats.
Figure 5: Environmental Strategic Alignment model
16

Source: (Hamdan & Jaafar, 2014)
SWOT analysis
This analysis contributes to the evaluation of the pharmaceutical company on the basis of
strengths, weakness, opportunities and threats in the context of company’s qualities, structure,
reputation, security, profits and other ecological elements (Lawrence, 2018). This analysis
produces the qualities, weakness, possibilities and issues in the newly developed inventory
management system of the medical process. The analysis has been represented here below:
Table 3: SWOT analysis
Strengths Weakness
 Flexibility in providing services
 Ability to manage multiple operations
 Handle large data
 Manage the accessibility of information
through multiple users
 Enables online purchase and delivery
process
 Views on the available stock of
medicines
 Includes corporate process and includes
workforce
 Need to update the record of newly
added medicines
 Communication is better at staff level
not at customer relationship
Opportunities Threats
 Fulfils the medical requirements
 Advancement in the existing system
 Saves much of time and efforts of staff
 Reduces the budget of paperwork
 Reduces the number of hospital
admissions
 Highly competitive business
 Challenging system in terms of privacy
and security
 High risk of online threat to data
 Risk in off-delivery
4. Description of Current System
It includes the description of the current system which includes the interface and database system
for management of services and operation of the pharmaceutical system.
Table 4: Description of current system
Title Details
1. Issues  Patients are not able to get the information related to the existing
stocks when the internet is not provided
 There is a frequent issue in the offshore delivery of products and
services when the order cannot be protected
 Online hacking of credentials to access the data
 No tracking system of the delivery system
2. Problems  Maintenance of larger server system used for the large database
and the data stored
 Issues in testing cases may cause a delay in database
17

development
 With the advancement of technology, there can be changes in
scope and used the technique
 Upgrades in skills of the existing staff
5. Proposed Stakeholder Analysis and Management
For having a good performance, there should be a better deployment of the stakeholders who are
associated with it. Therefore in the development of the pharmaceutical system, the attitude,
perspective, level of interest and motivation matters in addition to their objective towards the
project accomplishment. Therefore stakeholder analysis is important to know the level of interest
and their engagement in the project development and its success (Systemation, 2016). For the
stakeholder analysis and management plan, there are following steps:
Step 1: Identification of stakeholder
The possible stakeholders of the pharmaceutical company are Patients, customers, staff, doctors,
sponsors, project managers, project team members, Pharmaceutical Company, long-term clients,
third-party service providers.
Step 2: Stakeholders Engagement Assessment Matrix
This matrix is developed in order to detail the engagement of the stakeholders than the actual
engagement of the stakeholders predicted by the project manager. It helps in documenting the
current (C) and desired (D) level of engagement. It is defined under the five area of engagement
which includes unaware, resistant, neutral, supportive and leading.
Unaware: Denotes to them who are not aware of impacts of the project
Resistant: denotes to them who are aware of impacts but can resist it from changing
Neutral: it is related to those who are aware of impact but don’t support or resist it
Supportive: These persons are aware to project impact and support to change them
Leading: They are aware and supportive of impact and also lead the project towards success
(Raadchfat, 2016).
Table 5: Stakeholders Engagement Assessment Matrix
Stakeholder
name
Unaware Resistant Neutral Supportive Leading
Patients C D
Customers C D
Staff C D
Doctors C D
Project
managers
C D
Project team
members
C D
Pharmaceutica
l Company
C D
18

Long-term
clients
C D
Sponsors C D
Third-party
service
providers
C D
Step 3: Prioritizing the stakeholders and Stakeholder Power Interest Grid
For the power interest grid, there must be proper details of the stakeholders in terms of their
goals as described below.
S. No. Stakeholders Goals
1 Patients (A) - Requirement at time of emergency
2 Customers (B) - To access information and details
3 Staff (C) - To handle the operations and services of
the pharmaceutical company
4 Doctors (D) - To support the system and update the
healthcare requirement
5 Project managers (E) - Increase the performance
6 Project team members (F) - Increase the efficiency and provide
improvements
7 Pharmaceutical Company
(G)
- To provide a platform for security and
reliability in accessing medicinal help
8 Long-term clients (H) - To develop better deals for competitive
advantage and future projects
9 Sponsors (I) - To provide funds for improvements or
new projects
10 Third-party service
providers (J)
- Required to support fast delivery with
security
Power interest curve shows the engagement of various stakeholders of the pharmaceutical
company under types of categories:
1. Those who keep satisfied (High power and low interest)
2. Those who can manage closely (High power and high interest)
3. Those who can monitor and gives minimum effort (Low power and low interest)
4. Those who are kept informed (Low power and high interest)
This matrix states the level of interest and their power with which they can be affected or affect
the system. Therefore for having high power and high interest, stakeholders must closely engage
with the project. This helps in prioritizing the stakeholders and curve is shown below
(Thompson, 2018).
19

Figure 6: Power Interest Curve
Step 4: Stakeholder Management Plan
The developed plan for the management of the stakeholders includes the following plan:
Table 6: Stakeholder Management Plan
Stakeholder /title Interest
level (1,
2, 3)
Influence
level (1,
2, 3)
Most
significant
goal
Contribution Technique to
manage
Patients 1 1 To get better
healthcare
By giving
feedback
Feedback
Customers 2 2 Fast accessible
for medicine
information
By giving
feedback
Feedback
Staff 2 2 Manage
products
purchase and
delivery
By taking
proper
training of
system
Training and
learning
Doctors 2 2 To provide
remote
healthcare
services
By taking
proper
training of
system
Training and
learning
20

Project managers 1 1 Maintenance
and
improvements
Proper testing
and
monitoring the
system
Testing and
maintenance
Project team
members
2 1 Completion of
the project on
time
Proper
coordination
Team
management
Pharmaceutical
Company
1 1 Growth of
business
By focusing
on the goal
Project
management
Long-term clients 2 2 Long-term
trade
Engaging and
learning the
new system
Legal
agreements
Sponsors 2 2 Help in the
future fund and
to gain
business
benefit
Funding for
advancement
Legal
investment
Third-party
service providers
2 1 Fast delivery
and better
service
By following
proper time
schedule of
delivery
Time
management
This management shows how much the stakeholders are influenced, interested, affected. Decided
goals and how they contribute to it and provide details of the technique used (Smartsheet, 2016)
Advantages of stakeholder analysis and management
 Help in getting the opinions from stakeholders to improve the quality
 This helps in gathering more resources through development of a strong relationship with
the stakeholders
 Provides a better communication platform
 Helps in getting reviews as the project develops stage by stage with improvements
(Thompson, 2018).
6. Proposed Requirements Elicitation Methodology
Requirement Elicitation is the technique to collect the data from the customers, clients or
sponsors so that appropriate resources can be assembled to develop the system to complete the
objective. For understanding the real requirements, it is necessary to collect the data from the end
users through interaction in their own language. They can change with time and need. There are
many techniques but majorly it is divided into four categories: traditional, contextual, cognitive
and observational.
Under the traditional approach, two techniques are applied:
21

1. Interview: It provides a good collection of requirement collection in which various
stakeholders are getting into face to face interaction with the project manager
2. Questionnaire: This is a technique of reviewing the requirements from all the stakeholders at
the same time with the help of questionnaire sheet
Under the contextual approach, two techniques are applied:
1. Data Flow diagram: This approach helps in getting the requirement for the type system
required to fulfil the objectives of the pharmaceutical company such as data flow diagram for
database management system. This diagram shows the thought process of the requirements or
services offered.
2. Use case diagram: This technique provides the details of the interaction between the user and
the system developed for the pharmaceutical company such as interface application is developed
for a web application.
Figure 7: Example of use case diagram
Source: (Ram, 2016)
Under the cognitive approach, two techniques are applied:
1. Document Analysis: This includes the analysis of all documented report of the older system
to access the problem domain and to gather information related to need of the new system.
2. Protocol Analysis: It includes the conduction of meeting which includes the discussion
related to the requirements gathering and proposed action taken to collect the requirements
(Tiwari and Rathore, 2017).
22

Observational approach: It includes the observation or evaluation of work done during the
activities for the development of the project.
For the proposed requirement elicitation methodology, the following framework can be used.
Figure 8: Proposed Framework
Source: (Tiwari and Rathore, 2017)
Assumptions required:
 Development of team for the implication of this methodology
 Attributes must be defined within three dimensions namely project, process and people
The framework has four sections that must be followed:
Step [1] Identification of project attributes/people/process attributes
Step [2] Development of matrices using all three requirements
Step [3] Extract the possible information
Step [4] Applying mapping technique to decide the elicitation technique
7. Proposed Requirements Statement
The statement of requirement is a type of document which is developed in the business to the
business transaction for a service introduced at the company. This requirement statement is
needed for the pharmaceutical company so that the vendors can generate a good request proposal
by understanding the needs, priorities and objectives of the business of medical purchase,
delivery and healthcare services involving all conditions and deals. It also describes the basic
details of the project (Balle, 2017).
Table 7: Requirement statement
Title Description
1. Background of project Pharmaceutical Company is for providing healthcare
services and medicinal supply according to purchased and
23

delivery details. But the older system is not flexible and
efficient to manage all the operations and services. There is
no availability to view the available stock and there are
always issues in the delivery of products from the offshore.
There is no availability to facilitate healthcare services to
remote areas and the company needs to decrease the
number admissions in the hospital by providing online
healthcare services. There are no proper services to store
data and to access it easily and no privacy in access to the
data and staff has given maximum efforts in managing all
these operations.
2. Project Objectives and
scope
Objectives
- To develop an online interface system to manage
the online services and product purchase and
delivery
- To decrease the efforts of staff and deploy them in
healthcare services
- To provide a competitive advantage in the market
of same business
- To provide more and more services to patients at
remote areas also
Scope
- Application service of the database with a secure
environment
- Infrastructure support service considering integrity
and continuity of OS
- Application services to support: Administration,
upgrade planning in technical configuration,
application development, help desk
3. Project Outputs and
deliverables
Development of an inventory management system which
includes both online interface application and database
management system. Online interface to manage the basic
operation of services and product purchase and delivery.
Database management system is for the data storage.
4. Project timescales Projected timescale for the project was started from 8th
March to 31st may 2018
5. Budget Maximum Budget to be estimated for this project can be
$13,250 and it may vary with the requirements and change
of scope
6. Terms and conditions The contract must be based on the standard terms and
conditions and they cannot be negotiated. The major terms
and conditions that can be applied are:
[1] Intellectual property rights: Documents must be
right to publish in order to maintain transparency in
the process. It must be drafted properly in
24

accordance with the proposed supplier
[2] Confidentiality: All the members of the project
must be signed under a closed agreement which
supports the confidentiality and must abided by the
protective guidelines. There may be additional
confidentiality agreements on the basis of demand
of stakeholders
[3] Sub-contractors: Sub-contractors must have
sometimes to take responsibility for the quality of
work and must define their fee rates and grades
similar to members of consulting team.
7. Approval agreement The developed requirement statement must be approved by
the team members and other stakeholders including their
signatures.
Major features of the requirement statement:
 It can only be drafted by the assigned authors of the project
 Publish the document for review and to maintain the transparency in process of
requirement collection
 In the review, there are three subsections
- obtaining the review
- considering and analyzing the review
- reporting the review
For this, some activities can be an organization such as face-to-face meetings and group
discussions
 In last, the approval should be drafted including all the specifications and it should be
approved by almost all the stakeholders (Sparks, 2016).
8. Proposed Risk Analysis and Risk Management Strategies
Risk analysis includes the identification of the risk, their assessment and finding techniques to
manage such risks. It is an important part of project development. It helps in understanding the
possible risk associated with the pharmaceutical system and there is need to minimize the
impacts and provides various strategies to quickly recover from incident occurs. This makes the
requirement of a risk management plan to specify to deal with the risk and their likelihood of
appearance (Business, 2016).
Proposed change management solution
The change management is done with respect to minimizing the possible risk in the developed
inventory system of the pharmaceutical company by deploying the specific changes in the
developed system. It makes the service more stable and reliable and increases the ability of the
system to meet the continuously changing business requirements. Changes are of three types:
standard, normal and emergency.
 Standard changes are done when risks are known and the implementation techniques are
also known.
25

 Normal changes are those which need approval before implementation and they are
determined by the reduction high-level risk
 Emergency changes are those which are required for unexpected risk or threat.
The solution includes follow up to five major stages of the change management process and it
includes:
Step [1] Request for change: This involves the documentation of the change which will be
deployed for a particular risk
Step [2] Impact analysis: It includes the review of the change selected and creates a plan
for implementing the change
Step [3] Approve/ Deny: In this stage, there should be testing of the change and the plan
developed. The test must provide the appropriateness of the change with respect to
benefits and then the project manager would approve or deny it whether it is appropriate
or not.
Step [4] Implement change: It includes the approval of the change plan where the
proposal of the plan must be developed and must be implemented to reduce risk
Step [5] Review/ Reporting: It is necessary to develop the reporting of the implemented
change and document the possible advantages in order to reduce the associated risk
(Bmcsoftware, 2016)
Figure 9: Change Management Process
Source: (Smartsheet, 2016)
Analysis of issues and proposed solutions
The risk for the developed inventory management system for the Pharmaceutical System is
described below in the risk management plan can be explained in terms of risk register as shown
below:
26

Figure 10: Risk level matrix
Source: (Kintek, 2010)
Table 8: Risk Register
Name Estimated risk Likelihood Impact Response
type
Mitigation strategy
Risk 1 Hardware risk H Fails the
working of the
system
High Proper and regular
maintenance of hardware
components
Risk 2 Software risk M Fails in
providing the
services
Low Regular updates and use of
antivirus
Risk 3 Occurrence of flaw M Causes poor
management
Medium Proper and frequent
monitoring of system
Risk 4 Poor training for the
system to
employees
L Causes poor
service and
product delivery
High Regular training for system
learning for both new and old
employees
Risk 5 Data security
breaches
H Decreases
company
reputation and
customer
confidence in
the system
Low Security level must be
upgraded.
Opportu
nity
Flexible platform for
providing services
and product
purchase and
delivery
H Enhances
growth of the
pharmaceutical
company
High
This register describes the risk estimated and their likelihood, impact, response type and
mitigation strategy (Dziadosz & Rejment, 2015).
9. Conclusions & Recommendations
27

The inventory system has been developed for the pharmaceutical company and it involves the
interface application and the database management system. This system will help in managing
the healthcare services offered by the pharmaceutical company such as online healthcare services
and online health tips to the existing customers. It also helps the customer to view the available
medicines in the stock and to provide the online purchase payment of the medicines and the
respected delivery can be done by the insertion of the current address where the customer wants
to deliver the medicines. This helps in providing a better experience to the user. Instead to this,
the client may also request for the offshore delivery of the medicines to grow the business with
the pharmaceutical company. The delivery of the product also managed with the help of this
inventory management system. This system provides flexibility in the business of the company
and helps in the better establishment of reputation among the market competitors.
This project plan describes the whole planning of the inventory system of the pharmaceutical
system. In the report, there is a demonstration of project management overview which shows the
statement of work, roles and responsibilities and schedule of the work. It has provided the
proposed strategic alignment which provides the path of alignment for the process. Thereafter the
report proposed the stakeholder analysis and management plan for the inventory system in
addition to proposed requirements elicitation methodology. There is also a demonstration of
proposed requirements statement in the form of tabular format. Lastly, the Risk Analysis and
Risk Management Strategies are proposed in context to the project requirement of inventory
management system.
The recommendation for the developed solution includes the following points:
 Regular maintenance of hardware components
 Regular updates in a software system
 Use of updated antivirus for software protection
 Regular monitoring of the system
 There should always focus on the continuous improvement
 Improvement will be implemented in context to market advantages
 Patient health should be a superior priority
 The management should ensure regarding the delivery of product on time
 There should be regular feedback on the system from staff and employees
28

10. Reference
 Prescott, R. 2017, Why Pharmaceutical Companies Need Information Systems Support
(And Security) in 2017 and Beyond, Scitegic, viewed 7 June 2018,
http://www.scitegic.com/why-pharmaceutical-companies-need-information-systems-
support-and-security-in-2017-and-beyond/
 Yousefi, N. and Alibabaei, A. 2015, Information flow in the pharmaceutical supply
chain. Iranian Journal Of Pharmaceutical Research, 14(4), pp.1299–130. viewed 7 June
2018, https://www.ncbi.nlm.nih.gov/pmc/articles/PMC4673962/
 Balle, L 2017, What Is a Statement of Requirements?, Bizfluent, viewed 7 June 2018,
https://bizfluent.com/info-7982255-statement-requirements.html
 Bmcsoftware 2016, ITIL Change Management: Best Practices & Processes, viewed 7
June 2018, http://www.bmcsoftware.com.au/guides/itil-change-management.html
 Brandonu 2016, Strategic Action Plans & Alignment A Guide for Unit Heads, viewed 7
June, 2018, https://www.brandonu.ca/ld/files/Strategic-Action-Plans-and-Alignment-
Guide.pdf
 Business 2016, Preparing a risk management plan and business impact analysis, viewed
7 June 2018, https://www.business.qld.gov.au/running-business/protecting-business/risk-
management/preparing-plan
 Cascade Strategy 2014, Strategic Planning 101 – The Basic Foundations, viewed 7 June
2018, https://www.executestrategy.net/blog/strategic-planning-101-the-basic-
foundations/
 Doglione, C 2018, Understanding Responsibility Assignment Matrix (RACI
Matrix), Project-management, viewed 7 June 2018,
https://project-management.com/understanding-responsibility-assignment-matrix-raci-
matrix/
 Egas, R 2015, Requirements elicitation, which method in which situation?, Dspace,
viewed 7 June 2018, http://dspace.ou.nl/bitstream/1820/6603/1/Egas_scriptieverslag.pdf
 Kintek 2010, Risk Management, viewed 7 June 2018, http://kintek.com.au/blog/risk-
management/
 Lawrence, T 2018, SWOT Analysis, Projectmanagement, viewed 7 June 2018,
https://www.projectmanagement.com/wikis/233091/SWOT-Analysis
 Raadchfat 2016, Stakeholders Engagement Assessment Matrix, Pmplinks, viewed 7 June
2018, http://www.pmplinks.com/wp/stakeholders-engagement-assessment-matrix/
 Rowley, J 2013, 5th Edition PMBOK® Guide—Project Statement of Work vs. Project
Charter, 4squareviews, viewed 7 June, 2018, https://4squareviews.com/2013/03/07/5th-
edition-pmbok-guide-project-statement-of-work-vs-project-charter/
 Smartsheet 2016, 8 Elements of an Effective Change Management Process, viewed 7
June, 2018, https://www.smartsheet.com/8-elements-effective-change-management-
process
 Smartsheet 2016, How to Create Stakeholder Management and Communication Plans,
viewed 7 June 2018, https://www.smartsheet.com/how-create-stakeholder-management-
and-communication-plans
 Systemation 2016, The Role of Stakeholder Analysis in Project Success, viewed 7 June
2018, https://www.systemation.com/the-role-of-stakeholder-analysis-in-project-success/
29

 Thompson, R 2018, Stakeholder AnalysisWinning Support for Your Projects, Mindtools,
viewed 7 June 2018, https://www.mindtools.com/pages/article/newPPM_07.htm
 Tiwari, S & Rathore, S 2017, A Methodology for the Selection of Requirement
Elicitation Techniques, Software Engineering, vol. 1, viewed 7 June 2018,
https://arxiv.org/pdf/1709.08481v1.pdf
 Sparks, D 2016, Why Proposed TC Procedures? Define how TC reaches “completion” of
what OASIS calls “Committee Specifications” TC procedures lead up to the OASIS
process, Slideplayer, viewed 7 June 2018, http://slideplayer.com/slide/7924299/
 Dziadosz, A & Rejment, M 2015, ‘Risk Analysis in Construction Project - Chosen
Methods’, Procedia Engineering, vol. 122, pp. 258-265.
 Ram 2016, Hospital Management System Case Study Requirements, 1000 Projects,
viewed 7 June 2018, http://1000projects.org/hospital-management-system-case-study-
requirements.html
30