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Library Management System Essay

Technologies are important and helpful in everyone’s life. Schools set the various pedagogical changes to achieve the current level of education in other countries. Because of the growing numbers of computer users, this became an effective medium to demonstrate the knowledge and skills of the students. From the traditional searching process for the books in the libraries, the interactive usage of computers can be now addressed as part of the library system. Now, with the advent of such modernization in education, one way to globalize the process of research is to realize that technology is advancing at an incredibly fast pace. Technology has a systematic and organized way of keeping data records, computing numbers, accomplishing a lot of transactions and reports.

A system library management system is made to have fast process transactions for searching book titles, borrowing books, returning books, computing penalties and generating an accurate report. In addition, Library is an important part of the academic sector as well as some professional sectors too like, Advocacy etc. The efficiency of a library lies in the fact how it is arranged and how easily one can get the books of their choice. Generally, what we see nowadays is the manual library management system whose process of operation is very much hectic. Library is a place in which we get information in any format and from many sources. This involves the utilization for processing, accessing and retrieving the information that can effectively support the process of student’s learning, decision- making and scholastically approaches.

Because of the organized approach and systematic management of the information, the accessibility and retrieval in the library can be easy. Traditionally, library management systems are implemented manually. Forms are given to librarian and they fill them of using pens. Afterwards, the school administrators process them manually and complied on large bulky file cabinet. Indeed, the manual library system is very costly, time consuming and tedious. The primary complaint of school administrators with this system is the tiresome task of searching through records just to verify your query data.

The fast phased of technology attributed a lot to the improvement of the library management system. Technology enables software developers to computerize to computerize the library system. Hence, Here in Lyceum of Alabang, the newly build library of Basic Education (exclusively for k12 lyceans) provides several of books to the students to convey information especially in their research, paper works, assignments and projects. Thus, the institution aim to supply the necessary materials to their students, the idea of library management system is introduces.

A. Background of the Study

Nowadays most system like library system faces some problems such as flexibility, usability and accessibility. As the times goes by, some programmers discovered a solution to aide the said problems on past. And to develop more features that can be help to the system to make it more easy to use.

Lyceum of Alabang, exclusively in Basic Education Library Management System aimed to enhance the procedures of the library, manually operated to a computerized system. This proposal’s purpose was to ease the transaction in the library, i.e., lending of books, storing of books, search books and secure library system. The librarian and the library user still use the manual way of transacting of borrowing and returning of books. The librarian use log books in listing the books. They use library cards and card catalogues in searching for reading and reference materials.

In order to sustain the needs of the system the developer on this system always updates and check if there are malfunctions or technical errors of the system. Before the researcher came up on this system they planned first before executing and developing this system, the researcher’s gathered information through survey if the management or students would really need this system.

In addition, system structures required to achieve such design are clarified. After checking requirement specification included in the basic plan, the overview of the project is represented by the use of diagrams so that the processing and flows of data can be easily understood.

B. Objectives of the Study

The objective of the study was to develop a computerized system that will store the record of the students such as basic information, books record, list of borrower’s, returned books, borrowed books and prescription of the librarian.

This specify following objectives of the system:
a. To provide the administrator an effective way on storing and encoding all the necessary information needed from a student before letting them

borrow a book.

b. To design and create system that will lessen the time and effort of the administrator in their transaction.

c. To quickly search the about a certain book that are still out and needed by the student who also wants to borrow a book from the library.

d. To implement a modernize way of resolving inventory issues in the library.

C. Scope and Limitation

Important features such as the administrator would be able to get the information of the students who borrowed the books and also the inventory of books for availability purposes and monitoring of book volumes other features offers the security of the books in were the admin could easily verify if the books are return or not. User information subsystem (Collect User information from user and will save in the database) borrow a book subsystem (determine if the book is meant to be checked out) Inventory a book subsystem (Get book from user, set book/items status to “available”) Notify user book is overdue subsystem (Check if all books are accounted, issue overdue notice, look up users information).

Library Management System can’t produce outputs of the data reports, can be viewed and use only by one user which is the administrator, transaction process with regards of over due of borrowing books are still in the issue of not accurately provide the exact amount of payment that the student must pay as a punishment of not returning the borrowed books on time And cannot provide the list of books that are stored inside the library system.

D. Significance of the study

The researchers aim to develop the manual process into computerize library system in basic education. It helps the management a lot when it comes for checking inventory of several books and to make their work more easily and conveniently. And by the use of this system the management can easily checked the books that are loaned, borrowed and identify the books which are reserved. To make it easy to search any record, to keep the data secured, to edit the records and update the database easily, to make the backup easily, to minimize the duplication of data and to make the system user friendly which more easy to use and the operator will feel no difficulty.

Chapter 2

Research Methodology

This chapter starts on the discussion about the project research design methodology. The second part presents the development of the system. The third part tells the operation, process and testing. The last parts discuss the evaluation procedure.

Project Development

The system Development Life Cycle (SDLC) is a conceptual model used in project management that describes the stages involved in an information system development project from an initial feasibility study through maintenance of the completed application. Various SDLC methodologies have been developed to guide the processes involved including the waterfall model.(the original SDLC method ) rapid application development (RAD) joint
application development (JAD) the fountain model and the spiral model. Mostly, several models are combined into some sort of hybrid methodology. Documentation is crucial regardless of the type of model chosen or devised for process. Some methods work better for specific types of projects, but in the final analysis, the most important factor for the success of a project may be how closely particular plan was followed.

Project Design Planning

In planning, the researchers conducted an interview to the client to gather some information about on how the librarians manage the books, borrowed books. Returned books, all record of the student. It is observed that the librarian writes the records manually of every student who borrowed or returned the Books. The student uses the form given by the librarian.

Analysis

Base on the proposed Computerized Library System is designed purely from the user’s viewpoint considering the constraints of hardware (such as computers). In addition, system structures required to achieve such design are clarified. After checking requirement specification included in the basic plan, the overview of the project is represented by the use of diagrams so that the processing and flows of data can be easily understood.

Designing

The software design specifically targeted to librarian of the researchers used a user friendly design to attract the user to use the new automated system. Here the system was the system designed purely from the user’s viewpoint without considering the constraints of hardware (such as computers). In addition, system structures required to achieve such design are clarified.

After checking the requirement specification included in the planning, the overview of the system represented by the use of diagrams so that the processed of data can be easily understood. Based on the representation, the division into sub system and input output designing was performed. The entire project was divided into a number of modules on a functional basis, and each module was further divided into smaller units. The designing of the code, such as the determination of a coding system, was conducted. In addition, relationships between the data were analyzed.

Software Development

Coding

In the development of the system, the researcher’s made used of Microsoft Visual Basic 6.0 for encoding source code of the system, in order to be accurate and fast acquisition of data/information.

Testing

The researcher’s installs the new System. The researchers encountered problems while processing it for the first time but after several weeks the system has been successful and introduced it to the respondents.

Operating

The researcher’s were responsible for conducting an operation test. The researcher’s conducted a test under the actual operation conditions, and verified that the system satisfies the required specification. Because this test was intended to have a developed system accepted by the user, it was called an approval test or an acceptance test. The researcher’s conducted an operation test by running a program on a machine being used for actual operations.

Maintenance

The researchers conducted maintenance in software to correct faults, to maintain performance or other attributes. The researchers common perception of maintenance merely involves fixing detect. The researcher’s maintenance management system allows segment chiefs to plan maintenance work on fixed assets, such as equipment, machinery and property.

The researcher’s came up with this library management system to provide easier, faster and effective way on monitoring the transaction of borrowed books and books that are being returned by the borrowers. This system offers the best way to check the quantity, availability and the full information about the books that are stored on the library system database. This system provides the best way to solve the quantity redundancy of books available on the library storage.

In order to sustain the needs of the students in basic education the researcher’s propose this system to lessen the burdens of the management as well as the students.

Based on Observation

Observation is either an activity of a living being, such as a human, consisting of receiving knowledge of the outside world through the senses, or the recording of data using scientific instruments. The term may also refer to any data collected during this activity.

As the researcher’s observed about the manual process it take a long time to borrow a book(s) or return a book(s) and its very hard to the management to check or inventory the books.

Survey

Data collection tool used to gather information about individuals. Surveys are commonly used in research to collect self-report data from study participants. A survey may focus on factual information about individuals, or it might aim the collect the opinions of the survey takers.

The researcher’s gathered information from the students as well as the librarian and they’re in favor of having computerize library system.

Interview

An interview is a conversation between two or more people where questions are asked by the interviewer to elicit facts or statements from the interviewee. The Researcher’s interviewed the management and the students about the transaction of the books in the library they both agreed about the system because of the slow process of transaction. According to Ms. Aurora, the librarian she suffered on checking inventory of the books and determined the author in each books. Sometime she encountered of misplacing the logbook and she don’t know what to do. And she finally thankful to the researcher’s of having computerizing system.

In this figure it shows the slow process of the borrowing book(s), after the borrower will get the book they will need to wait until the administrator will finalize and release the book(s). The only problem of this manual process when there are more students or faculty that will borrowed a book and there is only one administrator. They need to wait the books for a long time just because of this process. Registration by the use of library card, the students of faculty will just register once when they borrowed or returned a book.

B. Proposed System Structure

Library Management System is a computerize system proposed by the researchers to access quickly the records and updates. The data will be much secure from any unauthorized access. It will be made secure by using passwords and by taking other security measures. Records will be easily edited and the database will easily be updated at the time of entering a record. The Library Management System is designed for managing various activities of “Lyceum of Alabang exclusively in Basic Education”. Since library has a very large number of books and a large number of members, it is very hard for librarian to manage day to day activities manually.

It keep track like categorizing of books, books that are requested by the students, books that are issued to students, details of students who borrowed the books. The system allows the administrator to interact within the system managing student’s record (adding student records, deleting records and modifying records of the students), organizing book details (add book details, delete book details and modify book details). While the students and faculty allows only searching a book(s) without registration. The librarian will get the information of the borrower when they loaned out the book(s), they need to fill up the requirements in order continue the process of the system.

In this figure it illustrates how the management system works. First the Librarian must log in to enter the system, the librarian also tasked to update the books by deleting or adding books, Monitoring borrowed and returned books, Issued books for the students or faculty and data report for checking the inventory.

Figure 1.3
Library Management System Use case process

This figure illustrates how the system interacts between the administrator and users. This clearly shows how the users managed to remove or delete accounts and also how users add new account on this management system. This figure explains the librarian’s access to different data reports including list of all books returned and borrowed, also copies of different books available inside the library system.

Figure 1.4
Library Management System VTOC

In this figure 1.4 it show the librarian interacting within the system by searching, borrowing and returning books. The librarian liable of updating books, monitoring books, Issued books for students and making data Report.

Flow Chart
Figure 1.5
Library Management System Process

In this figure it illustrates the Library Management System Process by inputting username and password of the librarian for security if the librarian didn’t match the password it back to the log in form and if the librarian matches the password that can be found in data base it will automatically appear the home page. The librarian can now update, monitor the borrow books, return books and due books. And can view the books available as well as the student’s borrowers.

Sample Form about the Library Management System

Figure 1.0
Books Information

In this figure 1.0 the books information show the contents of book number, title, Author, publisher, copyright, ISBN, no. of copy, volume, edition and type. In this form the administrator allow to save new books on the data base to maintain the updates of the system.

Figure 1.0
Borrower’s Information

In this form it show the borrowers information it has ID Number, first name, middle name, last name and address. It allows the administrator to put the information of the borrowers of the book. And by using the old borrower’s radio button it will allow the administrator to search by inputting the ID number which is the student number of the students.

Figure 1.0
Borrowing Book(s)

In this figure 1.0 the Borrowing book(s) can be located at the transaction area. By inputting on the searching string it will search on the data base where the books are stored. In this form also included the list of borrowed books and list of unreturned books. After pressing the search button, all the books that are related to the book(s) that you’re seeking it will appear on the list box.

Figure 1.0
List of Book(s)

This section is were you can view and check the records of the books available on this library computer system and it also gives the administrator the option whether to print the records of the remaining copies of the books or not.

Figure 1.0
List of Borrowers

In this section the system provides the administrator the power to view and check the list of students who borrowed from the library and gives the option to whether print the names of the borrowers or not.

Figure 1.0
List of return and unreturned books

In this area it shows to functions of the library system the one on the left pane is the area in were you can view and check the list of unreturned books and to on the other side is the area in were you can input the number id and the system will automatically shows the information about who borrowed the books and the whole information of the books including the titles and authors.

Chapter 5

Summary and Recommendation

In this chapter explains the summary of the findings from the evaluation of the system and recommendation future enhancement of the system. The last part of this chapter, however, discusses the possible recommendations for the system such as platform of software development or adding feature into the system.

Summary

The developed system is largely attributed to the concept of RDBMS (Relational Database Management System) and MySQL (Standard Query Language) database Programming. An open source RDBMS which provides robust functionalities for managing information. The program was developed under the Microsoft Visual Basic 6.0 which was found out to be more suitable when image processing and database programming is computerize system. Library management system is designed & developed for a receipt and issuance of books in the library along with the student’s details. This project gives complete information about the library.

We can enter the record of new books and retrieve the details of books available in the library. We can issue the books to the students and maintain their records and can also check how many books are issued and stock available in the library. In this project we can maintain the late fine of students who returns the issued books after the due date. The software design specifically targeted to librarian of the researchers used a user friendly design to attract the user to use the new automated system. Here the system was the system designed purely from the user’s viewpoint without considering the constraints of hardware.

Recommendation

Base on the summary of result, the proponents suggested the following modification of the system for the best performance and improve its efficiency and functionality.

a. The system must be automated so that it is quicker than this computerized system. b. RFID bar code must be applicable to enhance more the system. c. Integrate proximity card and detectors to monitor the number of library users either borrowing books or those who are doing other things inside the library. d. Apply encryption algorithm into the records before saving it into the database. e. Providing fines to each borrower’s base on the due dates f. Must be on LAN connection.


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