MEKELLE UNIVERSITY

COLLEGE OF NATURAL AND COMPUTATIONAL SCIENCE

DEPARTMENT OF INFORMATION SCIENCE

FINAL YEAR PROJECT PROPOSAL SUBMITTED IN PARTIAL

FULFILLMENT OF THE REQUIREMENTS FOR THE DEGREE OF BSC
INFORMATION SCIENCE

ON

LIBRARY MANAGEMENT SYSTEM

BY
ENKUBAHIR GIRMAYE
HENOK ALELGN
MARTA TAFESSE
SUZAN DAGNEW

ADVISOR INS. MEAZA

April 20, 2019

MEKELLE, ETHIOPIA
 Table of content

1) Introduction……………………………………………….. 1
1.1. Background of the study
1.2. Statement of problem……………………………………... 2
1.3. Overview of the existing system
1.4. Overview of the proposed system
1.4.1. Functional requirements
1.4.2. Non- Functional requirements
1.5. Objective of the project…………………………………… 4
1.5.1. General objective………………………………………. 4
1.5.2. Specific objective………………………………………. 4
1.6. Methodology……………………………………………. 10
1.6.1. System Specification………………………………... 10
1.6.2. Method of data collection……………………..…. 10
1.6.3. Data analysis……………………..…. 10
1.6.4. Reporting ……………………..…. 10
1.6.5. Sampling ……………………..…. 10
1.7. Scope of the project……...……………….. 7
1.8. Limitation of the project……...……………….. 7
1.9. Significance of the project………………………………... 7
2) Literature review ……………………………………….. 8
3) Project time framework…………………………... 12
4) Project budget framework………………………... 12
5) Conclusion………………………………………..... 13
 1. Introduction

As we have learned in our library automation course undertaken by INS, HELEN “library
management system, also known as an automated library system is any software that has been or
would be developed to handle basic housekeeping functions of a library. The software can be
focused on one library system only or may be capable of integrating two or more basic functions.
UNESCO’s CDS/ISIS, for example, is powerful information storage and retrieval software is
used to create electronic catalogs and indexes and to provide OPAC to library users.

Library software can be either

• Single function: performs only one library operation such as cataloging and OPAC or

• Integrated: can perform all or many operations using data from a single database

When the library management system is sharing a common database to perform all the basic
functions of a library, the system is integrated. An integrated library system enables the library to
link circulation activities with cataloging, serials management etc. at any given time. It makes
use of a file server and clients in a local area network. Most of the library management systems
have the following modules: cataloging and OPAC, circulation, acquisitions, serials management
and interlibrary loan module (ILL).

• acquisitions (ordering, receiving, and invoicing materials)

• cataloging (classifying and indexing materials)

• circulation (lending materials to patrons and receiving them back)

• serials (tracking magazine, journals, and newspaper holdings)

• online public access catalog or OPAC (public user interface)”

1.1. background of the study

1.2. Statement of the problem

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Library Management System is an important application for Library or even for the private as it
can store detail information. We can see the problems occur in the library management system in
two dimensions

• Problems occur in a manual library system

• As we all know there are many integrated library softwares and these softwares have their
own weakness. So the second one is problems occur with these library systems.

What are the problems occur in a manual library system?

 Lack of security
 Unavailability of Information
 Slow Retrieval of Data
 Not more than one person can access data at the same time.
 Time consuming
 It results in need of lot of space to keep the data.
 Often the books are lost and the librarian is not aware of this.
 No proper records for the workers, members and books transaction.
 Lots of Manual labor is required for record keeping.
 Data is not always reliable as it is hand written and some human errors might
have occurred example wrong telephone number.
 Too much paper wastage. Paper takes up a massive amount of room in the site. If
a computer system was bought the paper could all go and there would lots more
free space which could be used for other purposes.
 Poor Data Storage - All the data is stored in filing cabinets. Data could be
misplaced due to human error. Data could be stolen very easily.

What are the problems occur in integrated library systems?

Ali Adikata, A. (2006). Students’ library use: a study on faculty perception in a Malaysian
University. Library Review. 55, 106119. The task of evaluating integrated library systems is
necessary to choose the most appropriate library management system that will answer the needs
of the library in automating its operations. In considering options between open source and
commercial software choices, the following should be considered:

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  Cost considerations should be viewed in totality. While cost is an important issue, it is
usually not the sole determining factor for a procurement decision.
 In any software deployment, the total required manpower should not be underestimated.
Options are available in the market today for suitably skilled and trusted manpower for
the support of a software platform to be retained in-house or obtained from an outsource
vendor. It is essential that the entire range of manpower required be taken into account in
the evaluation and selection of the software product.
 Some of the ILS softwares are complicated to understand by non-professional users.
 Requirements for flexibility in modifying the acquired software should be carefully
considered against whether the expertise to exploit such flexibility is available, and if the
necessity for flexibility is fundamental or merely incidental. The long term support
implications for non standardized modifications to the software should also be factored
into the purchase decision.
2. Objective of the project

General objective

The general objective of this project is to develop a library management system for Mekelle
University for the convenience of the librarians and to provide a medium for the university and
other libraries to computerize their entire functioning.

Specific objectives

The Specific objectives of this study are:

• To design a functional and reliable program using visual programming language

• To create a program that will enhance the traditional searching process for the books in
the library.

• To help manage the effective delivery of library services.

• To enhance effective and efficient retrieval of data needed.

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 • To minimize the time consumption to perform the main house keeping operations of the
library

• To minimize the data lost.

• To allow many users access the same data at the same time.

3. Proposed system

To achieve the objectives of this project, the main thing is to identify the main features that
involved in the system. In this scenario, there are three types of user; they are administrator,
librarian (staff) & borrowers (patrons). All these users should be able to login to the system with
separate logins. New users can be registered only under administrative concern. A database is
there to store the user details & book details. This information can be retrieved by the users as
per their privilege. Anyone can search the system using given specifications & the availability of
the books are updated by the librarian immediately. So there won’t be unavailability problem
regarding the searching criteria. The system will provide the following facilities to its different
users.

 Facilities to the Borrower

a. Search for a book by title, name and author.
b. View the user details
c. Modify user details
d. Reserve books
 Facilities to the Administrator
a. Maintain book information
b. add/delete books
c. order, receive, claim and cancelation of orders
d. Maintain database
e. View user details
f. Maintain user details
 Facilities to the Librarian
a. Issue books
b. Classify and index the materials
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 c. Return books
d. Add/delete books
e. Reserve books all these activities should be carried out by the system & the
interfaces should be user friendly for the new users.

ER diagram for library management system

Author
Title price Address
Pub ID name
ISBN page No
Book published by publisher

Borrower ID

Borrowed by due date supplied by

Return date

Member
Age
Mem_ID
Address
Name Supplier
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 Sup_ID Address
Name

4. Purpose of the project

This Library Management System (LMS) will give access to and manage the resources in your
library. And it will increase your library’s efficiency, save valuable administration time, lead to a
better educational experience for pupils and help develop independent learning.

5. Significance of the project

After the completion of the project this computerized library management system
will:

 Help to improve the library services.

 Help the Liberians with management information.

 Help the librarian in reporting on the various operations of the library.

 Increase the rate at which Tasks are completed accurately

 Obviate the need to hire additional staff with increased demand for services.

 Help to facilitate the introduction of a Computerized based system for the processing of
accounts and other activities.

 Enhance the details of a person.

 Help to bring the information to the Manager/Staff or user.

 Provide a reliable, responsive and flexible computer application platform.

6. Scope and limitation of the project

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The system will provide the user with the following facilities.

• The system should allow anyone to browse the view the system but only the users can
hire the books using their ID.

• Since the username is unique the system must give a message if the entered user name is
not available.

• The system should allow user to login into the system.

• Upon successful login, a welcome message is displayed and the user will see the accounts
page.

• The system should allow the admin to manage user accounts.

• The system should allow the admin to order, claim, receive or return materials

• The system should allow the user to do advance search or simple search.

• The system should allow user to view their reserved book detail and last reserved
book details.

• The system must update the library information such as new books as arrivals, fines for
late submission.

• The system should allow only the administrator to modify the site contents.

Because of the following constraints, the study may not be completed. They include;

 Time constraints and finance

 The college does not have enough necessary extended networks of computers.
 It lacked the projected operational hardware

7. Literature review

According to a group of students in Comilla University, Department of Information &

Communication Technology have posted "Library is regarded as the brain of any institute; many

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institutes understand the importance of the library to the growth of the institute and their esteem
users (students). Library Management System (LMS) supports the general requirement of the
library like acquisition, cataloguing, circulation.

An LMS usually comprises a relational database, software to interact with that database, and two
graphical user interfaces (one for patrons, one for staff). Most LMSs separate software functions
into discrete programs called modules, each of them integrated with a unified interface. Prior to
computerization, library tasks were performed manually and independently from one another.
Selectors ordered materials with ordering slips, cataloguers manually catalogued items and
indexed them with the card catalog system (in which all bibliographic data was kept on a single
index card), and users signed books out manually, indicating their name on cue cards which were
then kept at the circulation desk. Early mechanization came in 1936, when the University of
Texas began using a punch card system to manage library circulation. While the punch card
system allowed for more efficient tracking of loans, library services were far from being
integrated, and no other library task was affected by this change.

By the mid to late 2000s, LMS vendors had increased not only the number of services offered
but also their prices, leading to some dissatisfaction among many smaller libraries. At the same
time, open source ILS was in its early stages of testing. Some libraries began turning to such
open source ILSs as Koha and Evergreen. Common reasons noted were to avoid vendor lock in,
avoid license fees, and participate in software development. Freedom from vendors also allowed
libraries to prioritize needs according to urgency, as opposed to what their vendor can offer.
Libraries which have moved to open source ILS have found that vendors are now more likely to
provide quality service in order to continue a partnership since they no longer have the power of
owning the ILS software and tying down libraries to strict contracts. This has been the case with
the SC LENDS consortium. Following the success of Evergreen for the Georgia PINES library
consortium, the South Carolina State Library along with some local public libraries formed the
SCLENDS consortium in order to share resources and to take advantage of the open source
nature of the Evergreen ILS to meet their specific needs. By October 2011, just 2 years after
SCLENDS began operations, 13 public library systems across 15 counties had already joined the
consortium, in addition to the South Caroline State Library.Librarytechnology.org does an
annual survey of over 1,500 libraries and noted in 2008, 2% of those surveyed used open source

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ILS, in 2009 the number increased to 8% and in 2010(most recent year available) 12% of the
libraries polled had adopted open source LMSs.”

8. Methodology
a) Method Of Data Collection
There are numbers of approach to data collection depending on the nature of the research being
conducted. In this project, the methods adopted include the following: Interview, World Wide
Web, references to published and unpublished collection. The data collected for this research can
be broadly classified into two types, namely: the primary and secondary data.

PRIMARY DATA

Primary data can be defined as data collected directly from respondent relevant to the subject
under investigation. The primary data used in this case is interview method. Primary source data
collection are source from first hand information can be obtained. The tools for gathering the
primary source of data collection include; interview, observation and questionnaire etc. (Enr. D.
O Dimoji (2009))

SECONDARY SOURCES

These are source of data collection in which an already made data are been obtained i.e. those
information that is already in printed form. Sources of secondary data include, textbooks,
magazines, journals etc in the case of this project, most of the data are published, documents and
references.

b) System Specification

Hardware Specification

Processor: Intel Pentium IV and above.

RAM: At least 1GB

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Hard Disk: At least 80 GB

Monitor: 17-21 inch Color Monitor.

Processor: 3.0 GHz Processor

Software Specification

Operating System: Window 7/8/10

Language: visual basic

Software: Visual studio express (VS Express)

Database: MySQL 5.3

Browser: Mozilla Firefox, Internet Explorer,

Peripheral’s: Mouse and Keyboard Google Chrome.

c) System configuration

System Modules

Library Book Management System is separated into a number of modules. Each module has an
interface within which a number of functions are enabled. The system has access rights to control
access to the modules.

 Circulation module
 Acquisition module
 Cataloging module
 Online Public Access Catalogue (OPAC) module
 Serials module

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 d) Project time framework
There are only three months (twelve weeks) for this project to be done. So there must be
effective and efficient use of time. For this purpose we have assigned each and every
week for our project (work) as shown below:
No Weeks Work
1 Week one Submit the project proposal
2 Week two & week three Data collection and analysis
3 Week four Designing the layout
4 Week five – week 10 Coding part
5 Weak eleven & twelve Implementation and prepare for presentation

e) Project budget framework

In order to complete this project there must be allocation of budget. Here we have
assigned the budget needed for each work.
No Work description amount
1 8 GB flash disc 200 birr
2 Pen 5 birr
3 Print 150 birr
4 Transport 100 birr
Total 455 birr

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 9. Conclusion

The Library management system needs to be computerized to reduce human errors and to
increase the efficiency. The proposed Library management system in this proposal will be a
computerized management system developed to maintain all the daily work of library. Library
management systems are designed to store all the information about books and members.
The main focus of this project is to minimize human effort and encourage efficient record
keeping.

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