Most of the people rely on computer nowadays. It serves us tool to lessen work for providing a specific output. Most of office work has nominal human errors, redundant data and time consuming. Some of manual process is a time consuming and inconsistent data processing and provides redundant output. The computer program is the one that will provide particular answers to these issues. One of the office works is a library that processes borrowing and returning of books. Process has huge manipulation of information in libraries.
The library is a manual process for student registration, borrowing and returning of books. The student will first secure library card. He/she will present his certificate of matriculation with 1x1pc picture. If new student, the librarian will process the library card and issue card. If old student, just validate the Library card. In case of lost, re-issue a Library card to the student. In borrowing books, the student/client will register at the statistics book. He/she will present a library card / borrowers card to the personnel.
If the purpose of coming is reading, the librarian will recommend library resources. Inform them where they can find or locate the materials and monitor as well as help clients on problems encountered while inside the library room. If the clients finished reading the books, they may return the books or reading materials. If they will borrow books/materials the library assistant/aide shall: a) Finds appropriate library materials b) Check the completeness of the books c) Ask the borrower to fill up the library book card and borrower’s card.
d) Check the proper entry in the library book card. e) Counter check the due date f) Clip the library card, identification card, borrower’s card, together with the book card. g) File the card on the tray h) Issue the book/reading material with the date of return together with the borrower’s card. The client will receive the borrowed books, borrower’s card and acknowledge the book with the return date. Learning is discovering and developing ones talents and skills, this is why it is important to learn from books that can deeper ones knowledge found in library.
Network Based library system of School is helping to enhance and improve its services. The Library system will help the assigned personnel lessen the workload of the job. The inaccuracy and inefficiency of the manual system hassled to a slow service of the librarian. In order to improve the said method, the researchers decided to shift from a manual system of locating books to a computerized library system. As the manual system turned into a computer based system, it will be included for those from successful ones.
PROJECT CONTEXT School (SCHOOL) of legazpi’s library at present time uses the manual Library System in accomplishing and performing its tasks of recording and tracking of books, computing the overdue account, book cataloguing and make inventory of books. The librarian and other library personnel undergoes / undertakes the lengthy process of recording and making an inventory of books by means of writing in the record book and copying all the titles and necessary information of the old and new books.
In borrowing books, the librarian will obtain the borrower’s card. This borrower would fill up to be able to borrow the book needed. The same process of returning of books the borrowers shall return borrowed books on the following day as stated on library policies. The said transaction appeared at the statistics logbook, wherein books have been borrowed is recorded including the date borrowed and returned. If failure to return the book acquired, they are obliged to pay the overdue account.
The SCHOOL of legazpi has encountered problems with their transactions especially when the library uses a manual system which is the main hitch of the library. They consume so much time and effort in recording / tracking, computation of fines, inventory and locating of books and do have a hard time in managing and protecting records where it may easily get lost. The inaccuracy and insufficiency of the manual system hassled to a slow service of the librarian. In order to improve the manual process on the library they need to convert the manual system to computerize.
Purpose and Description To provide a computerized library system for the School (SCHOOL) library that will help and give solution in solving the following problems: (1) Computerization of SCHOOL Library System that will replace the current manual system in the library;(2) Quick searching in borrowing and returning of books for quick process in updating record; (3) Viewing of book information via Local Area Network (LAN) to make records accessible to students, faculty, staff and researchers; and (4) Computations of fines for overdue books.
General objective To have / provide a Network-based Library System for School. Specific objectives * To develop a module for book registration and student registration that will print card and library reports. * To develop a module for borrowing and returning of books. * To develop module for viewing of available book/s via Local Area Network. * To develop a module that computes fines for overdue books. SCOPE AND LIMITATIONS The study will include the following: Book Registration, this module will allow registration of books.
The information of each book (such as accession number, author, category etc. ) will be stored in a database. It will be easy for the librarian, library in charge and borrowers to know the availability of books, the status of each book is stated whether it is borrowed or available. Borrowers Registration, this module will allow registration of borrower directly at the library. Its function is to record the data such as borrower’s no. borrowers name, address, course, year level, email address.
The borrower’s information will be utilized for printing of library card and in borrowing. Printing of library card, this module will allow the librarian to print library card. The system will generate borrower’s number. Borrowing and Returning of books, the proposed system will provide the record of available books which can borrow by the researchers. Its function is automatically records borrower’s information (borrower’s name and no. ) and book information (accession no. and title).
Searching of book, the system will allow fast searching of book in different criteria such as title, author and subject. Its function is to fasten the time of searching of a particular book. Backup and Restore; this module will includes backup and restore of database in order to prevent data loss. Generation of Reports; the system will generate reports on the inventory of books, borrowed books, and reserved books, list of books, list of borrowers, and list of delinquent borrowers.
Maintenance of Record; the system will maintain the following: user maintenance, book information (author, publisher, description, subject etc. ,) course management and offences. The system will not cover the following; Inventory of library materials and equipment such as chairs, tables, and cabinets; Reservation of books; Indexing of journals, periodicals, newspapers, magazines, and other library materials; Monitoring damage books and reporting of purchased books and its expenses and other collection of fines to be paid.
SIGNIFICANCE OF THE STUDY
The study would beneficial the following: LIBRARIAN – the computer based library transaction will help her/his workload and give the librarian the better way of storing the records of the library and improve its operations in borrowing and returning of books and speed up the printing of library cards. With the help of the system, the librarian will find the system as a tool to make his/her registration faster response to queries by library researchers such as availability of book and proper computation of fines to borrower.
RESEARCHERS OF THE LIBRARY – with the computerization of library transactions, the researchers will then have a more convenient and efficient way of researching in the library. If a student wishes to borrow book in library, the student can now know the availability of the book in the library. Students will have the benefit of the good service of borrowing and returning of books, accurate computation of fines, better book reservation and borrowers registration. In addition, the student will gain more interest in studying and researching because they will be able to retrieve valuable information. SCHOOL LEGAZPI LIBRARY – the
computerization of library at School Legazpi will serves as a proof that they can cope with the advancement of technology. It will also serve as a means of giving the students quality education and service through the help of technology. Many students will encourage pursuing their education because of the convenient way of accessing valuable information. PROPONENTS – the study will give the proponents the information and background about the library transactions. This study will help the proponents to have a better understanding about Transaction Processing System (TPS) such as library system transactions in a SCHOOL Legazpi.
This study will provide the proponents the knowledge about the different tools and techniques necessary in developing computer systems. Moreover, this study will enable the proponents to acquire skills in system development, project management as well as design and analysis skills as the study progress and the system is developed. FUTURE RESEARCHERS – the proposed system will provide the future researcher information about the library system, and they can come up with effective ideas that will help them in their own studies.
This study will give them the right and essential information they will need such as the different transactions involved in the library system. CHAPTER II REVIEW OF RELATED LITERATURES AND STUDIES This chapter presents the review of related literature and studies that provide a wide idea and in relation to the study. It cites the similarities of the current system from other previous studies. It also intends to provide framework that are related to present study which are the theoretical framework that are related to present study which are the theoretical and conceptual as well as the definition of terms.
RELATED LITERATURES The march of electronic technology in the library gives incentive idea that click and drag was replaced brick, mortar, and papers. People have the option of going into computer to search for book and journals and check out materials, however, these options have not replaced human librarians or paperwork According to Michael M. Kajanjian, instructor of Triton College the computer and internet have great promise. This does not mean electronics was or should eliminate library buildings, books and journals.
This computer based access is very important to locate the recorded information by using a computer instead of having to always visit the library. Brian Neilsen stated that the classroom adds the dimension to the library buildings. The people attend and interact with librarian and borrowers outside the library. These interactions allow us to update recorded knowledge, where the library resources give us access to record information. FOREIGN STUDIES The Vaxjo University Library of Sweden has a web based system called Diva. Diva stands for digitala vetenskapliga akrivet (Academic Archive online).
It enables students and researchers to publish their research work to the University Library. Students and researchers can also search, research done by other researchers. Each year the student publishes their result in conference papers, journal articles, thesis reports, books, etc. These publications should be registered both at the Vaxjo University Library and RICS (Research in Computer Science) web site in a semantic way to avoid any kind of redundancy and errors. To develop a system which follows the principle “publish once and view everywhere” is the objective of this project.
The National University Library system in Turin, Italy provides the National University system community with access to affordable, quality resources and relevant information literacy skills, expediting their integration into the community of lifelong learners. The Library will create an information literate community through a state-of-the art instructional program. The Library will be proactive and creative in reaching out, in order to anticipate and respond to community needs for resources, programs and services. Vision Digital Video Library System at the University of Kansas, USA.
The digital libraries of the future will provide electronic access to information in many different forms. Recent technological advances make the storage and transmissions of digital video Library system prototype suitable for storage, indexing, and retrieving video and audio information and providing information across the internet. LOCAL STUDIES Bicol University Polangui Campus Library System was proposed by Arevalo, Rubiano, Rebusi and Romero of STI College Legazpi. The proponents aim to provide an Automated Library System of Bicol University Polangui Campus.
The proposed system was to provide a faster tracking of activities in terms of library transactions such as borrowing, returning, and computation of fines and penalties for overdue accounts and generation of reports. Bar code reader was also used for faster transactions specifically in borrowing and returning book. The system proposed by group of Arevalo includes the printing of library card and card catalog, searching of book and borrower as well as generation of library reports. These features will be included in the proponents similar to their study.
The system of Bicol University Polangui Campus includes reports for borrowers list, book list, borrowed books and other reports where proponents also integrate on the proposed system. [ANG2000] The University Library of UP Diliman encompasses one Main Library and thirty-five (35) College or Unit Libraries. It envisions global information exchange throughout the UP Library System. It is mandated to be the information resource center of excellence in the social sciences, humanities and basic sciences. It strives for full automation, a world-class collection and a staff of thoroughly modern information professionals.
The University Library was officially established by the Board of Regents in 1922, fourteen years after the founding of the University of the Philippines in 1908. The University Library, which was at the same time designated as the Department of Library Science was placed on an equal level with other departments of instruction for the services of all colleges of the university. Between the years 1908 to 1922 University constituents made use of small libraries in the various units and colleges of the university and government libraries in Manila for their research and information needs.
The UP Diliman Library Collections have been developed to aid of teaching, research and extension work in the disciplines designated to Diliman. Topping the list of choice collections in UP Diliman is the Filipiniana Collections, which come in print, non-print and digital forms. [ISRAR] Divine Word College of legazpi High School Library. The school decided to computerize the library system because of the problems encountered in the existing manual operation. According to the librarian, Mrs.
Mariquit Pedrasa, the inventory, updating and maintenance of the material as well as the records are very tedious on her part. In the year 2004, the library started to implement the computerized library system. According to the librarian, the computerized library system answers the problems regarding time consuming process for lending and borrowing of books. It is easier now to update the status of the books and with the use of the automated card catalogue the user will be helped to find the information about the book. [BAL2006].
Aquinas University of legazpi, implemented the computerized library system, in 2006 by Mr. Atonio Morada. Because of the problems encountered in the existing manual process, the school library decided to computerize the library process. The system provides improvement of monitoring of books by using bar coding and card cataloguing and it also automatically generates reports needed by the librarian. When a book is borrowed, it will automatically show daily report on the transaction. If the book is not returned on a due date, it will display information about the unreturned books.
One the book has been returned, the database will be updated. Available and reserved books will be shown in a daily report. The researchers can only reserve on book. For the accuracy in card cataloguing, the system has Online Public Access Catalog (OPAC). The researchers can view the information and the status of the book using the internet. [AQU2004] . Gap Bridge of the Study Computerization of the manual process of the service of the School had brought a great help to the personnel assigned. Technology today is very important to achieve it.
Through Computerized system service, it had lessened the workload; had an easy access to information and need managed all the transaction. Going over the related literature and studies, the researchers found that other researchers had only focused on the computerization of the recording of books, inventory, sorting and generating reports especially in the Library System. The researchers decided to conduct the study in the SCHOOL library to make the system fully enhanced and developed. Today, the Local Area Network (LAN) represents a new playing field where all the amount of knowledge that comes from traditional media is molded together.
The library plays an important role for the people to gain more knowledge, that’s why it is good to have an easy access to information from the library. To enhance the services of the library, the researchers formulate a study for faster and for efficient access in library transaction, through the Network based Library System. The students can now search and reserve books through local area connection. This system had contributed big help improve the service of the SCHOOL library transactions.
NOTES IsrarUlHaq, A web based system for Publishing Publications to both Vaxjo University and RICS”, University of Bovas/ Sweden School of library and Information Science. [ISRAR] KokMengPua, “Prototyping the Vision Digital Video Library System, “ www. ittc. ku. edu/research/thesis/documents/kokmenpuathesis. pdf www. updiliman. com [BAL2006]Baldres, Jennifer B. , “ Library Services of DWCL of Legazpi and their effectiveness”. (Unpublished Master’s Thesis, University of Nueva Caceres, Naga City 2006 [AQU2004]Baloloy, Merjerere b. Bermas, Maricel L. , Mary JessB. , DaytoEditha A.
“Computer Based Library System of Aquinas University of Legazpi Professional Schools” (Unpublished Masters Thesis, Aquinas University of Legazpi, September 2004 Www. yahoo. com, ” Central Library at IIT Madras:. www. ndcp. edu. ph/library/thesislist. php? Kazanjan, Michael M. “Ethics and Phenomenology”, “Internet Encyclopedia” Aileen V. Ang and Edelweiss E. Monsalve, AMA Computer learning Center(Albay) Library System (Unpublished Thesis of AMA Computer College Center of Legazppi, December 2001. CHAPTER III RESEARCH METHODOLOGY AND DESIGN This chapter shows the discussion of the research and methodology used in the system.
The contents of this chapter are the research methods applied in the present study. The System Development Life Cycle (SDLC) was also utilized for the analysis of the determined problem including the diagrams for Data Flow Diagram (DFD), Entity Relationship Diagram (ERD) and Top-Down Structure which helped to illustrate the program designed for the system. It also discusses the sources of data, research instrument used, and Data gathering procedure. Research Method The present study had made used of the descriptive method for further analysis of the problem on the School legazpi’s Library.
This method was used in completion of the study which the researchers had gathered information through observation, conduct interview on library personnel in order to gather and accurate data and reliable information to answer sub-problems presented in the study including relevant facts needed in the study. This method was chosen by the researchers for the analysis of the information that can be used for the implementation of the research study. Research Design In the system, the most important relation in the study was the interaction between the library personnel and the students / borrowers.
the researchers had conducted a study for an efficient and fast service of the assigned personnel to students /borrowers. In this study, the researchers had used the System Development Life Cycle (SDLC) for the systematized approach in solving the problem to make a useful system. The researchers have refined the System Development Life Cycle (SDLC) into a logical strategy that can be applied to many kinds of problems. This has five phases, the Planning, Analysisand Design, Implementation and the Operation and Support phase.
In this phase, the researchers had recognized, diagnosed and defines the problem, by means of gathering information like interview, researches, and providing questionnaires. During this phase, assessments were conducted on the overall scope of the problem and how much money and time would be spent in solving it. The researchers planned and conducted the study to formulate solutions based from the discovered problems in the SCHOOL Library system. Analysis During this phase, normally involve developing a problem definition and taking an initial look at the feasibility of the project.
It also involves studying and documenting the current system, interviewing librarian and other users about their needs and recommending solution to the problem. The proponents also analyze the requirements to consider in order interacting with its environment. Design In this phase, the proponents transformed the problem into solution. First, the proponents produced a system specification that tells the librarian what the system will do. After the librarian approves the conceptual design, the proponents plan to design an alternative way of using an object oriented design to enhance the existing system based on the information gathered.
Implementation In this phase, the proponents transform the library problems into a solution on a computer based system. The system is installed and tested. Testing is very important to ensure its performing optimally. Bugs in the system are identified and corrected. Maintenance In this phase, the manual system must change into a newly enhanced system for past performance of task. If there are some additional requirements in the system, the researchers should add it in the system programs and develops the software. It is important to maintain the convenience as used by librarian and borrower of the new system. DATA GATHERING TOOLS:
The researchers aim to gather all the data and information needed to the study. They used some ways to be able to formulate a solution to the problem of the existing system. One of the ways is looking for related books and references within school and other school for the related topic. Observing in the library and browsing the internet were also factor for gathering important data. however, the most efficient and effective way the proponents does was setting up and conducting an interview with the school librarian and other library personnel, for a reason it provides more detailed and reliable statement to answer the problem in the study.
The following are the data gathering procedures that the researchers will implement: 1. Interview It is one of the methods utilized by the proponents for the gathering of data. Although process is time-consuming, it is very useful for the reason that it gathers specific information and raises follow-up question for the sake of clarity and verification of data to the librarian and the borrower. The first step in the process of conducting interview is to construct a letter of request for the client. After granted, the proponents begin to research and ask over several questions with regards the transaction and other related to the study.
2. Research This is the methodical process of collecting and evaluating information to increase proponent’s understanding of the phenomenon under study. These aid proponents as a guide for developing an effective and efficient system. The researcher’s follow a line of investigation from other sources to draw and gather related information. The books that have relation to the topic were compiled and used as reference. The proponents make use of another powerful tool called the internet to look for a data which contributes on the competence of the study.
All these and through these materials helps a lot to make the system efficient and effective. 3. Observation This is the moment where the group takes time in observing, examining, monitoring and identifying the routine of the library transaction such as the way how the borrowers have an access to books in the library. What are the policies and penalties? And how books are being arrange in the shelves and how it was categorized. Through to this, it helps the proponents distinguish how they must design the system.