Tribhuvan University

Institute of Science and Technology

A Final Year Project Proposal

On

"Library Management System"

In partial fulfillment of the requirements for the Bachelor's Degree in
Computer Science and Information Technology
(B.Sc. CSIT)

Submitted to:
Bhairahawa Multiple Campus
Department of Computer Science and Information Technology
Bhairahawa, Rupandehi

Submitted by:
Santosh Pandey(30321/078)
Sugam Dhoj Bishwokarma(30333/078)
Pradip Pathak (30308/078)

May 2025
 Certificate of Approval

This is to notify that the project proposal titled “Library Management

System ” prepared by Santosh Pandey (30321/078), Sugam Dhoj
Bishwokarma (30333/078) and Pradip Pathak (30308/078) in a partial
fulfilment of the project of seventh semester of B.Sc. Computer Science and
Information Technology has been well studied and approved for further
development.

…………………………………

Sunil Kumar Shah

Co-ordinator
Department of Computer Science and
Information Technology
Bhairahawa Multiple Campus,
Bhairahawa, Nepal
1 Introduction ……………………………………………………1
2 Problem Statement……………………………………………. 1
3 Objectives ……………………………………………………...1
4 Methodology …………………………………………………...2
4.1 Requirement Identification. …………………………….2
4.2 Software Development Model ………………………….3
4.3 Study of existing system / Literature review ……………5
4.4 Data Collection ………………………………………….7
4.5 Requirement Analysis …………………………………...8
4.5.1 Functional Requirements: ……………………….8
4.6 Testing Error! Bookmark not defined. …………………..9
4.7 TOOLS TO BE USED …………………………………..9
4.8 Feasibility Study ……………………………………….10
4.8.1 Technical Feasibility: ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,10
4.8.2 Operational Feasibility: ………………………...10
4.8.3 Economic Feasibility: …………………………10
5 Time Schedule (Gantt Chart) …………………………………..11
6 Overview of System ……………………………………………12
6.1 Use case Diagram ………………………………………12
6.2 Flowchart ………………………………………………13
7 Expected output ………………………………………………..13
8 References ……………………………………………………..14
1 Introduction

A Library Management System (LMS) is a software application designed to manage the

activities of a book library. It enables the librarian and staff to maintain records of books,
students, issued and returned books, due dates, fines, and more. This system streamlines the
manual process, improves efficiency, and reduces the chances of human errors. A Library
Management System is necessary in the context of Nepal to modernize and streamline the
management of books in schools, colleges, and public libraries. It helps in efficiently tracking
issued and returned books, reducing the chances of loss or misplacement, and saving time
compared to manual record-keeping. With improved access to books and organized data, it
encourages a better reading culture and supports the educational development of students and
the community.

2 Problem Statement
Traditional library systems involve manual handling of book records, student data, and
transactions, which often leads to mismanagement, data loss, delays in book issuance/returns,
and difficulty in tracking availability. This project aims to eliminate such issues by automating
the entire process.

3 Objectives
1. To develop a web-based Library Management System for managing books and users:
The system aims to create an online platform where all library activities like book entry, user
registration, and transaction management can be handled efficiently from any location with
internet access.

2. To automate the book issuance and return process:

Manual book issue and return processes are replaced by a digital system that records
transactions in real-time, reducing human error and saving time for both staff and students.

3. To provide dashboards for students and staff with role-based access:

Separate interfaces are designed for students and staff, where each user sees only the features
relevant to their role—students can search books and view issued records, while staff can
manage inventory and transactions.

4. To generate reports on due books, fine collection, and book availability:

The system includes report generation features that give insights into library operations, such
as which books are overdue, total fines collected, and the availability status of each book.

5. To maintain a secure and user-friendly environment:

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 Security measures like login authentication and access control are applied to protect data,
while the interface is designed to be simple and intuitive for all users, regardless of technical
expertise.

4 Methodology
4 .1 Requirement Identification :-

Requirements were identified through interviews with library staff and observation of
existing workflows in the campus library.

1. Frontend – React.js

Used to build a user-friendly interface for students and staff dashboards.

Allows users to:

- Search for books

- View issued books

- Submit issue/return requests

- Staff can add, update, or delete books.

2. Backend – Node.js + Express.js

- Handles business logic and API routes (e.g., /issue-book, /return-book, /get-books).

- Connects frontend requests to the database.

- Manages authentication, role-based access, and secure endpoints.

3. Database – MongoDB

Stores:

- Book records

- User information (students, staff)

- Issue and return logs

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- Fine records and reports

-Allows flexible data storage with JSON-like documents.

4. Integration

- The React frontend makes HTTP requests (using fetch or axios) to Express API.

- Express processes the request and communicates with MongoDB to perform the required
actions.

- The results (like book availability)

4.2 Software Development Model :-

We are going to use the Agile Software Development Model for our Project
because it focuses on iterative development and continuous feedback, it allows
teams to quickly respond to changing needs and requirements.

1. Small Steps (Sprints):

➢ We break the project into small parts called sprints, each lasting about 1-2
weeks. Each sprint focuses on completing specific tasks or features.

2. Flexibility:

➢ We plan and prioritize tasks before each sprint, but we're flexible. We can adjust
plans based on feedback and new ideas as we go.

3. Teamwork:

➢ Everyone on our team, like developers and designers, works closely together.
We have daily meetings to talk about progress and any challenges.

4. Feedback and Improvements:

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 ➢ After each sprint, we get feedback from users and adjust our plans. This helps
us make sure the system meets their needs well.

5. Testing and Quality:

➢ We test the system regularly to find and fix problems early. This way, we ensure
it works well and is reliable.

6. Delivering Value:

➢ We deliver parts of the system in each sprint. This lets users see progress and
gives us a chance to improve things along the way.

7. Learning and Getting Better:

➢ After each sprint, we look back to see what worked and what didn't. This helps
us improve how we work and make the system even better.

Overall, agile software development is good for our project which is responsive to
the needs of its users and can quickly adapt to changing needs and requirements. It
allows teams to quickly respond to changing needs and requirements, promotes
collaboration and communication, allows for continuous feedback, and is iterative.

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4.3 Study of existing system / Literature review

Before starting our Library Management System project, we looked closely at how
other library systems work and what experts have written about them. Here’s what we
found out:

1. Understanding Current Systems:

Most libraries rely on traditional methods for managing book records, student data, and
transactions, such as physical ledgers and manual issue/return registers. This method is
time-consuming, prone to errors, and difficult to scale. Some systems use basic computer
databases, but these are often limited in functionality, requiring significant manual
intervention in tasks like generating overdue fines and tracking book availability.

2. Learning from User Feedback:

User feedback from librarians, students, and staff in our campus library has
highlighted several pain points:

• Librarians face difficulties in tracking overdue books and managing fine payments.
• Students often struggle with locating books or checking availability in real-time.
• Staff report inefficiencies in manually recording transactions, which leads to delays
in issuing/returning books.

3. Technology Trends:

The shift toward digital transformation in libraries is visible, with many institutions
adopting integrated library systems (ILS) based on cloud computing, mobile
applications, and automated features. The use of cloud-based solutions allows for
centralized management of books, real-time data updates, and easy access from
remote locations. Mobile apps and barcode scanning technologies are becoming
more popular for book checkouts and returns, enhancing both efficiency and user
experience.

4. Challenges and Solutions:

Several challenges have been observed in current LMS solutions:

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1. Scalability Issues: Traditional systems struggle with handling large volumes of data,
especially when the number of books and users increases.
o Solution: Implementing a scalable database system (e.g., MySQL) and using
cloud hosting can handle increased loads.
2. User Experience: Users often face difficulties navigating the system, especially if the
interface is not intuitive.
o Solution: Adopting modern frameworks like React.js ensures a responsive
and user-friendly interface.
3. Integration with Existing Infrastructure: Many libraries have legacy systems that
are difficult to integrate with new software.
o Solution: Designing the system with modularity and using standard APIs
helps in seamless integration with existing infrastructure.
4. Data Accuracy and Security: With manual systems, data can be lost or altered due
to human error, and there are concerns regarding privacy, especially for student data.
o Solution: Implementing a secure and centralized database system with strict
data access controls and encryption minimizes data loss and improves
security.

5. Security and Privacy Measures:

Given the sensitive nature of student and library data, security and privacy are
paramount. The current system must ensure the following:

• Data Encryption: All data, especially student information and transaction

logs, should be encrypted during transmission and storage.
• Access Control: Only authorized personnel should have access to specific
system features (e.g., admin features for librarians).
• User Authentication: Implementing multi-factor authentication (MFA) for
both staff and students to ensure that only legitimate users can log in.
• Data Backup: Regular backups should be made to prevent data loss in case of
system failure.
• GDPR Compliance: The system must comply with local privacy laws to
ensure that student information is handled responsibly.

This review highlights the need for a more efficient, secure, and user-
friendly solution, which our proposed Library Management System intends to
address.

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4.4 Data Collection :-

Data collection is a crucial aspect of the Library Management System (LMS) project, as it
helps in understanding the existing workflows, user needs, and requirements for system
design. The data collected will provide insights into the current issues, preferences, and
expectations from the new system.

The following steps were undertaken to gather comprehensive data for the development of
the LMS:

1. Interviews with Library Staff and Administrators

Conducted structured interviews with librarians and staff to understand:

• Daily Operations: Common tasks performed, such as book issuance, returns, fine
management, etc.
• Challenges Faced: Current problems like delays in issuing books, incorrect fine
calculations, and data entry errors.
• Required Features: Staff preferences for system features, such as automatic fine
calculation, easy book search, and user management.

2. Surveys with Students

Distributed surveys to library users (students) to gather their feedback on:

• User Experience: How easy or difficult it is to locate and borrow books in the
existing system.
• Desired Features: Features like online book reservations, real-time book availability
checks, and mobile integration.
• Satisfaction Level: Students’ level of satisfaction with the current system, focusing
on speed, accuracy, and accessibility.

3. Observation of Existing System

A thorough observation of the existing manual system helped in identifying:

• Process Flow: The steps involved in issuing and returning books manually and how
data is recorded.
• Pain Points: Areas where delays or errors typically occur, such as searching for
books, recording issues/returns, and tracking overdue books.
• Current Technology Use: Any existing tools or databases in use (e.g., spreadsheets,
basic database software) and their limitations.

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4. Research on Similar Systems

Studied existing Library Management Systems (LMS) such as KOHA, SLiMS, and other
open-source solutions to:

• Identify Common Features: Understand the common features used in modern LMS
(e.g., barcode scanning, mobile app integration, fine tracking).
• Learn from Case Studies: Review success stories and challenges faced by
institutions implementing automated LMS solutions.
• Evaluate Technological Trends: Analyze trends in library automation, such as
mobile access, cloud computing, and integration with educational platforms.

4.5 Requirement Analysis :-

4.5.1 Functional requirements :-

The functional requirements define the core features of the Library Management System
(LMS):

1. User Authentication:
o Students and staff can register, log in, and manage accounts.
o Role-based access for students, librarians, and admins.
2. Book Management:
o Librarians can add, edit, and delete books.
o Users can search and filter books by title, author, and availability.
3. Book Issuance and Return:
o Students can issue and return books with automatic due date tracking.
o Overdue books are flagged, and fines are calculated.
4. Fine Management:
o The system calculates fines for overdue books and allows payments.
o Tracks fine history for each student.
5. User Management:
o Allows students to register, update personal info, and view borrowing history.
o Account suspension for excessive fines.
6. Notifications:
o Sends overdue book reminders and reservation availability alerts to students.
o Notifies librarians of overdue books and new reservations.
7. Reporting:
o Generates reports on books issued, fines, and book availability.
o Tracks student borrowing history and overdue items.

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4.6 Testing:-

Testing ensures the Library Management System (LMS) functions correctly and meets user
requirements. The following testing methods will be used:

1. Unit Testing:
o Testing individual components of the system (e.g., login, book issue/return) to
ensure they work independently.
2. Integration Testing:
o Ensuring that different modules (e.g., book management, user management)
interact correctly with each other.
3. System Testing:
o Verifying that the entire system works as expected, covering all features and
functionalities.
4. User Acceptance Testing (UAT):
o Testing with actual users (students and librarians) to ensure the system meets
their needs and expectations.
5. Performance Testing:
o Checking the system’s performance under load to ensure it can handle
multiple users and large amounts of data.
6. Security Testing:
o Testing the system for vulnerabilities, ensuring data encryption, and verifying
proper access control.
7. Bug Fixing and Regression Testing:
o Addressing any identified issues and re-testing to ensure new changes do not
affect existing functionality.

4.7 Tools to be used:-

Following are the tools to be used for the development of this project
➢ Front End:
1. HTML
2. CSS
3. JAVASCRIPT
4. React JS
➢ Backend:
1. Node JS
2. Express JS
➢ Database:
1. MongoDB
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 4.8 Feasibility Study :-
A feasibility study helps us figure out if our Library Management System project is doable and makes
sense. We look at three main things:
➢ Technical Feasibility
➢ Operational Feasibility
➢ Economic Feasibility

4.8.1 Technical Feasibility:

• The system will use widely supported technologies like React for the frontend, MySQL for
the backend, and cloud hosting for scalability.

• The library has the required infrastructure (internet, computers) to support the new system.

4.8.2 Operational Feasibility:

• The LMS will streamline library operations, improving efficiency in book management,
fine calculation, and user interaction.

• Training for staff and students will be provided to ensure smooth adoption and usage of the
system.

4.8.3 Economic Feasibility:

• The LMS will reduce manual labor costs, increase accuracy, and save time on book
tracking and fine management.

• The initial cost of development and deployment is within budget, and long-term benefits
(such as increased user satisfaction and operational efficiency) justify the investment.

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5 Time Schedule (Gantt Chart)

Figure 1. Gantt Chart

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6 Overview of system
6.1 Use case Diagram

Fig 2 : Use case diagram of Library Management System

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6.2 Flowchart

Fig 3 : Flowchart of Library Management System

7 Expected output

• A fully functional, responsive web-based LMS

• Secure login for students and staff
• Real-time book availability tracking
• Automated issue/return with fine management
• Clean UI/UX with intuitive navigation
• Report generation for administrative use

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8 References
• https://developer.mozilla.org/

• https://www.mysql.com/

• https://reactjs.org/

• Previous LMS systems studied: KOHA, SLiMS

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