Pharmaceutical Inventory Management & Stock Control

We built a HIPAA- and ISO-compliant inventory management and stock control solution for medical products, devices & auxiliaries as part of a large eStock system covering nationwide medical procurement

Customer:

U.S. Government-funded Technical Assistance Activity “Safe, Affordable, and Effective Medicines for Ukrainians”
(SAFEMed), implemented by the Management Sciences for Health

IT Solution for Pharmaceutical Inventory Management

Business need
As a part of the Ministry of Health strategy to improve national medical supply chain, the SE Medical Procurement of Ukraine (MPU) was launching an automated solution to manage inventories within centralized programs using aggregated supply chain data: demand, stock levels, write-offs etc.
Result
We delivered the Stock and Inventory Management Module for the eStock System, ensuring visibility into the entire medical distribution cycle and helping the Ministry of Health of Ukraine and MPU better address distribution disparities and improve medical goods allocation across regions.

Throughout the course of the project, Sigma Software Labs demonstrated outstanding technical expertise, professionalism, and problem-solving capabilities.

Rebecca Ann Kohler

Chief of Party

SAFEMed

Collaboration overview

Key Facts

The Ministry of Health of Ukraine was looking to modernize medical goods management nationwide and, with support from the U.S. Government, partnered with SAFEMed project to create a complex ecosystem for medical procurement management – eStock. MPU serves as the system administrator.

We were engaged to deliver one of the core modules of the ecosystem – a solution that facilitates medical supplies accounting in healthcare institutions across the entire Ukraine, from receipt and transfer to internal movement, disassembly, quarantine, and write‑off. Our engagement covered the full delivery cycle:

Product discovery on end-user level (stock managers & procurement officers) to clarify and prioritize functional and non-functional requirements
End-to-end design and development of inventory management and stock control module
AWS Cloud‑based infrastructure setup and deployment
Implementation of security, compliance, and scalability measures
Quality control and high-performance testing
Training for stakeholders and end-users to streamline solution adoption

Solution Overview

The eStock Management System we delivered allows healthcare facilities, regional departments, and central authorities to manage and redistribute medical goods efficiently, eliminating disproportions between regions. The solution covers the full inventory management cycle, ensuring traceability and control at every stage.

Considering that multiple parties were involved in the procurement process, it was crucial to ensure the system meets all the needs of stakeholders. We thoroughly analyzed the workflows of healthcare institutions and the overall procurement process to make sure functionality covers all touchpoints and core operations:

Receipt & return of medicines and medical devices
Internal and external transfer of medical goods
Quarantine placement of pharmaceuticals and healthcare equipment
Write‑off and disposal of medical stock
Inventory management for medical supplies
Suggestion service for redistribution of health-related stock
Registers for all above processes

Data & Security

Given the national scale of eStock and the sensitivity of healthcare data, security, reliability, and scalability were critical requirements from the outset. It was important to ensure the system could further adapt to evolving healthcare processes and integrate seamlessly with multiple national digital systems.

Hence, we architected the system to handle thousands of concurrent users without performance degradation, while ensuring scalability, uninterrupted access to accurate data for decision‑making, and compliance with strict industry standards through:

AWS‑based infrastructure compliant with HIPAA and ISO standards to protect sensitive medical information
Daily full and hourly incremental backups to ensure 24/7 uptime and operational continuity
Horizontal & vertical scaling for 10,000 concurrent users, ensuring stable performance even during peak demand
AWS triple replication between availability zones to protect against data loss and ensures high availability
IAM, WAF, security groups to secure robust access control and defense against unauthorized access

Testimonials

Sigma Software has proven to be a reliable and highly skilled partner in the design and development of sophisticated electronic information systems. We highly recommend Sigma Software for any future collaborations involving the development of advanced software solutions. Their technical capabilities, coupled with their excellent project management, make them a valuable partner for any organization seeking high-level IT solutions.

Rebecca Ann Kohler

Chief of Party

SAFEMed

eStock gives Ukraine’s medical institutions a nationwide, real-time, and traceable supply chain that speeds deliveries and optimizes inventory. The main point of this digitalization effort is to streamline logistics, so hospitals deliver care on time and patients get the medicines they need without delay. We are proud to contribute to the system that improves efficiency across regions and has a lasting impact on Ukraine’s future.

Valery Krasovsky

CEO and Co-founder

Sigma Software Group

Pharmaceutical Inventory Management & Stock Control

Business need

Result