Chapter 1
Background of the Study
Introduction
Nowadays, technology has become widespread that even simple tasks are done with the help of these powerful technological inventions. Through the innovativeness and knowledge possesses by men, that people enjoy the fruit of technology. Computers are making revolutionary changes in the way people live, play and work. The contribution of computers in schools, offices and in a business has been undeniably strong and effective. Computer based systems can replace the cost and time consuming processes in a particular task.
Library is fast growing firm. The ancient method of maintaining it are no longer dynamic and efficient. For expeditious retrieval and dissemination of information and
better service for the clientele,
application of modern techniques has become absolutely indispensable. A properly computerized library will help its
users with quick and prompt services.
Library automation refers to mechanization of library
housekeeping operations predominantly by computerization. Given the advantages of utilizing information systems in educational management, the aim of the present study is to develop a Library System of Saint Tonis College Inc. in order to better coordinate and streamline the functions within the organization. By using a Library System, Saint
Tonis College Inc. will be able to make the process of the library a hundred
times easier which it also lessen time for both the students and the library staff in every library transaction.
Company Background Vision/Mission
Saint Tonis College, Inc. is committed to seek a life of faith, learning and action that shall develop people into becoming intellectually competent and honest, morally and ethically sensitive, creatively aware and responsive to the needs, aspiration of a just, free and responsible social order.
For the realization of the vision of the Saint Tonis College, its articles of Incorporation set forth purposes of the institution as follows:
1. To develop the students’ academic excellence based on mastery of the fundamentals.
2. To provide an environment where the school community can find creative expression for their faith and freedom as human beings.
3. To instill Christians principles as basis in molding high moral conduct in the life of the youth.
4. To give students opportunities to grow and develop the abilities and potential to the optimum so that they may live, productive and meaningful lives imbued with the Christians ideals of love and service to fellowmen;
5. To encourage their participation in community outreach activities in order to help them become
increasingly aware of their responsibilities for effective community life; and
6. To provide the background necessary for graduate study and to develop appreciation for the need for continuing education necessary for graduate study. Organizational Structure
Statement of the Problem
President Vice President Registrar Accounting Office Deans Faculty Students
T h i s s t u d y a i m s t o d e s i g n a n d d e v e l o p a L i b r a r y S y s t e m o f Saint Tonis College Inc. Specifically, it seeks to answer the following question:
1 . W h a t a r e t h e P r o c e s s e s v a l u e d i n t h e e x i s t i n g s y s t e m o f S aint Tonis College Inc. School Library?
2. What are some problems encountered in the existing system?
3. What features will be incorporated in the proposed system?
Objective of the Study
The objective of the study is to distinguish the effectiveness of Library Management System and to develop a Library Management System of STCI.
Specifically; it intended to accomplish the following goals: 1. To know the processes valued in the existing system of
Saint Tonis College Inc.
2. To gather information about the problems met in the traditional system.
3. To develop a Library Management System of Saint Tonis College Inc.
Saint Tonis College Inc. manual Library System involves too much paper works, unorganized files and also high risk of r e d u n d a n c y i s i n v o l v e d . F o r t h a t r e a s o n , I d e c i d e d t o m a k e n e c e s s a r y i m p r o v e m e n t s b y p r o v i d i n g a s y s t e m t h a t w i l l f e a t u r e records of books in the library. So that students and the librarian could f i n d w h a t t h e y a r e l o o k i n g f o r a n d c a n e a s i l y h a v e t h e b o o k t h e y need .And the task of the librarian will become easy. T h e s y s t e m , h o w e v e r , i s e q u i p p e d t o a c c e s s b y t h e administrator and the system cannot access on line. The system focus in circulating, book cataloging and Report generator.
Significance of the Study
To the Students/borrowers
It will be easy for them to know if the book they’re searching in the library is existing and they will have lesser time to locate where the books located.
To the Library personnel
It will lessen their paper works when it comes to maintaining data that contains all the records in the library as the computer restore the details.
To the School
The library management system is to provide quality data in the S c h o o l i n a t i m e l y f a s h i o n t h r o u g h s y s t e m s t h a t a r e c o m p l e t e l y integrated. This will provide opportunities for operational efficiency.
To the Future Researchers:
This study can help other researchers to use this as a reference.
To the Researcher:
In this study, the researcher will be able to develop his knowledge and skills in studying, proposing and
designing a system
Definition of Terms Use Accession number
Borrow
This transaction is the lending of books in the library.
Computer
It refers to an electronic machine used for manipulating or processing data to produce the desired information.
Computerization
It is the process of converting a manual operation into a computerized one.
Computerized System
It can be defined as the development of the old process for a fast and accurate procedure.
C Sharp
It refers to the programming language that the researcher used.
Data
Individual facts, statistic, or items of information. Database
A set of data that has a regular structure and that is organized in such a way that a computer can easily find the desired information
Data Flow
This refers to the figure that illustrates the flow of the data within the data.
Due date
It is the set time or date for the returning of books which have been borrowed.
File
It is a collection of records that can be manipulated by a machine.
Fines
The payment for the overdue book. Input
As used in the study, it pertains to the information entered into a computer for processing.
Librarian
The one who is responsible for maintaining, issuing/renewal and reserving of the books. This person also verifies the user’s library card before issuing, renewing, reserving or accepting a book when returned.
Library
An institution which holds books and/or other forms of stored information for use by the public or qualified people.
A register of all bibliographic items found in a library or group of libraries, such as a network of libraries at several locations.
Over Due
When the book is not returned on time.
Output
It is the quantity produced, created or completed by the input and after it has been processed.
Records
Data, details, documents, file, information, or reports. In the structure of a database, the part consisting of several uniquely named components called data fields. Several data records make up a data file, and several data files make up a database.
Return
Refers to giving back the books which have been borrowed from the library and with corresponding fines for overdue books.
System
A coordinated body of methods or a scheme or plan of procedure.
Conceptual Framework
The conceptual framework of the study was created in order to identify the variables or factors that contributed to the development of the proposed computerized system. Furthermore, it shows how the study was undertaken to be able to achieve the objectives set and eliminate the problems encountered in the current system.
Paradigm of the Study
Conceptual Model of Study
The conceptual model of study is best illustrated on the paradigm of the:
Input box: it deals on knowledge requirements, User’s Needs, Existing Applications, Development Tools and Techniques, and Technical Literature. It deals on the perceptions towards the existing manual system and the proposed Computerized Library System as to accuracy, user friendliness, security and speed of data and information.
On the process box: it deals on the process of gathering data using questionnaires and unstructured interviews.
On the output frame: it deals on the final objective of the study which is the development of the proposed Library System for the Saint Tonis College Inc. Tabuk City, Kalinga.
Chapter 2
REVIEW OF RELATED LITERATURE
Library Management System is a system program that is used in a library for an easy use of addition of books, burrowers, issue dates, return dates, fine payments. It is done through a database programmed so, it gives a good interface to the operating user and a safe database for the storage of data like books and bOrrowers. It is very useful software for librarians and it requires a computer for the operation
Related Literature
Foreign
According to Robson (2001), usability is a key requirement for users, says Elisabeth Robson, Product manager for Online Computer Library Center. The catalogue has become a way to pull together disparate resources, including commercial resources and web links. Management systems also allow circulation, including check in/check out and enable libraries to purchase materials and track where they are.
According to Chad (2009), consulting is at a major point of change in the wider information economy within
which library systems form part of a larger whole. He was writing in a briefing paper about the study in library management systems. This study examined the systems used in higher-education libraries across the UK and came up with some significant observations and recommendations. It noted that the LMS market in UK higher education is already mature and that four main vendors (Ex Libris, Innovative, Sirsi Dynix and Talis) have almost 90 per cent of the market. This market maturity means, according to the study authors, that the benefits to libraries of changing LMS provider are limited.
Library users expect to find everything together says Stephen Abram, vice president for innovation at Sirsi Dynix, the leading provider of software solutions and associated services for libraries. According to her traditionally, the library management system or integrated library system (ILS) was responsible for running libraries efficiently and effectively. Over the last few years, the role of the ILS has been expanding from meeting library needs to delivering user experience. Local
Local
According to Eden (2011), views that most libraries are forced to work with fewer staff because of the having a more improved and modernized system for their library. According also to the study, the library administration need to emphasize to their staff that the organization has a vested interest in providing them with the tools and training they need to assist the organization in the new information
marketplace. These may include search engines, circulation systems, and the online public access catalog.
According to Lopez (2002), University of the Philippines Mindanao when UP in Mindanao accepted its first batch of students in 1996, the Main Library collection was integrated with the core collection of the School of Management (SOM)
Library at the Stanfilco Bldg., Ladislawa Avenue, Buhangin, Davao City. The Filipiniana and General References were housed together with the College of Arts and Sciences (CAS) collection in Room 2 of the Philippine Coconut Authority. In the Second Semester AY 1996-1997, the CAS Library moved to its main campus in Bago Oshiro. Upon the recognition of UP in Mindanao by the Board of Regents (BOR) as a constituent unit (CU) of the UP System, the CAS was split into two (2), namely: College of Humanities and Social Sciences (CHSS) and the College of Science and Mathematics (CSM). The Main Library transferred to the newly renovated building where the main collection was set-up beside the books of the CHSS and the CSM. In July 2002, the library established the Library Educational Media and Information Technology Office (LEMITO). The LEMITO handles the audio-visual services, internet and the connectivity of the library. It currently holds office at the Elias B. Lopez Hall Dormitory. Later, the Main Library collection which grew from 100 titles to 6,191 volumes at the end of May 2004, and was transferred to the Administration Bldg. today, the Main Library occupies the former UP in Mindanao Cultural Center (UPMCC) building.
Related Studies
Foreign
According to Charuasia (2010), connotes the term library with use of automatic data processing machines to perform routine library activities. It implies a high degree of mechanization of various routine and repetitive tasks &operations and processes are left to be performed by human beings. The study stresses library automation as the application of computers and utilization of computer based products and services in the performance of different operations and functions or in the provision of various services and output products. In addition to computer advancement, telecommunication and audio-visual technologies gives away to new possibilities in information processing.
According to Back & Bailey (2010), explored the design space of mash-up techniques for the faultless inclusion of information from Web services into websites. They considered the cases where an Online Public Access Catalog (OPAC) is either the target of such addition or the basis of the information being included. They focused on client-side techniques in which each user’s browser contacts Web services directly because this approach lends itself to the creation of HTML widgets. The widgets allow the integration and customization of Web services without requiring programming. They also described in detail the functionality and use of several widget libraries and Web services we built. Although the specific requirements for (2010), explored the design space of mash-up techniques for the
faultless inclusion of information from Web services into websites. They considered the cases where an Online Public Access Catalog (OPAC) is either the target of such addition or the basis of the information being included. They focused on client-side techniques in which each user’s browser contacts Web services directly because this approach lends itself to the creation of HTML widgets. The widgets allow the integration and customization of Web services without requiring programming.
They also described in detail the functionality and use of several widget libraries and Web services we built. Although the specific requirements for 13each system differ because of their respective nature, all systems are designed to be deployable with minimum effort and resource requirements. This low entry cost, combined with the provision of a high-level, non-programming interface, constitute two vital precondition for the broad adoption of techniques in libraries, which in turn has the potential to vastly increase the reach and visibility of their electronic resources in the wider community.
Local
According to Lou (1986), a survey on the computer application in 223 libraries in Metro Manila. The study revealed that they prioritize the three library functions to be computerized as cataloging, indexing, and circulation. However, the plans for automation for the libraries cannot be implemented due to financial incapability of the libraries, and the lack of funds from the government.
Despite of this drawback, the libraries are not turning their backs unto the automation of their libraries.
According to Agena (2008) made a study about the collection usage of the students of the Jose Rizal University in a period of three years using the quantitative and qualitative approach. The goal of the study is to assess the usefulness of the faculty of students to their library and it been revealed that it is generally important for them to go to the library for their academic needs.
Chapter 3
RESEARCH METHODOLOGY
This chapter presents the different methods used in conducting the study. Stated in this study are the different research designs, tools or instruments that were suited to the study.
Project Development
The Systems 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 any application, and is usually done in parallel with the development 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.
Figure 2 Waterfall Model
Requirement Analysis and Project Planning
In this first stage of waterfall model diagram, there is a meeting with the client/customer, to understand the requirements. The first stage, this is said to be the most crucial stage, as any miscommunication and misinterpretation
at this stage may give rise to the software, that is been developed.
System Design
The requirements that are gathered in the previous phase are broken down into logical units, so that the software becomes easy for implementation. This is the stage, when the software requirements along with the hardware requirements for every unit are identified. Then the designs are made accordingly. To sum it up, this is the phase, where the fundamental work for actual programming and implementation is done.
System Implementation
In this phase the actual development of the software takes place. This phase is also known as coding and verification phase. Based on the algorithms written in the previous phase, software program is written. For every module, software code is written and tested, to check if the correct output is received.
System Integration and Testing
Now all the modules are integrated, after which the software is tested for correct output. All the bugs that are made, due to integration are removed. Then software is carried out again.
System Deployment and Maintenance
This makes for the final phase of the waterfall model, where the software is deployed at the clients side, after it has undergone thorough testing. After the deployment of the
software, routine maintenance work is carried out. Once the software has been deployed, in case the customer asks for any changes or enhancements, then the entire process is restarted.
Figure 3
Use Case Diagram of the Proposed System
The figure above shows the Use Case Diagram of the proposed system where in the librarian manages almost all transaction done in the library, the borrower can only access limited transaction in the library, he/she can only
make for request of book issue, search book, return book, and view book report
Chapter 4
Presentation, Analysis and Interpretation of Results
This chapter covers the old and the proposed system description including the analysis and the designs of the system. This also discusses all the summaries of inputs, outputs and controls. It also shows the proposed inputs, outputs screen and query report screens.
Figure 4
Flowchart of the Existing System
The flow of the present system of Saint Tonis College Inc. Library starts with the Borrower, wherein, the borrower will fill up the log book then choose what transaction to do. When the borrower intends to borrow book, first the borrower must find the book in the book shelves, if the book is available, the borrower must present the book to the librarian and fill up the borrowers form after which get the book. When the book is not available just reserve the book when borrowers return it.
And if the borrower wants to return a book, present the book to the librarian, the librarian will now check the book
if it is overdue or not, when it’s overdue the borrower pay the fines then return the book and the librarian update the borrowers form. And if it is not overdue just return the book and librarian updates the borrower form.
Figure 5
Context Diagram of the Old System
The figure above shows the flow of transaction in the current STCI library management system. An entity such as Borrower and Librarian were noted. The borrower will search book in the library he/she wants to borrow. Then present it to the librarian and fill up the borrowers form. Then the librarian issue the book. The borrower will get the issued book. Upon returning the book borrowed, the borrower present the book to the librarian for checking if it is overdue or not. The librarian now will ask for the payment of fine if it is overdue. Then update the borrowers form. In updating the book details the librarian do it manually which takes a long process of time.
Input Item Information Found Source Purpose Requirement Needed Identificatio n Card(ID) Borrower In order to enter the library, borrow and return book Book Details Book Title,
Author, ISBN, Copies, Publication, Category Vendors To provide information about the book
Borrower’s Card Name of Borrower, Title of the Book, Author, ISBN, Book Number Librarian Use to monitor the borrower of the books. Table 1
Summary of Inputs of the Existing System
The table above shows the summary of inputs of the existing system. The first input item is the requirement needed which is the borrower’s ID it use to enter the library and make transaction. The second input item is the books details which the librarian write down the books details and provide the information of the books. The third inputs is the Borrower’s card for the borrower to fill up, it includes Borrower’s Name, Borrower’s ID Number, Title of the Book and the Author of the Book
Output Item Description Destination List of books
in the library
Official list of books that have been
stored in the
library.
Librarian
Borrowed Book The book that the borrower had already borrowed
Borrower
borrower has returned
Table 2
Summary of Output of the Existing System
The table above shows the summary output of the existing system. The first output items is the List of Books in the Library, the book that has been borrowed and the returned book.
Figure 5
Flow Chart of the Proposed System
This flowchart shows the flow of the proposed system, it starts with the splash screen followed by the Login form, once the user successfully login then the system will display the Main Menu. After which the user chooses transactions namely Update Books Details, in here the user
can add, edit and delete books info; Update Borrowers Details, in here the user can add, edit and delete Borrowers info; last the issue book, the user can choose two options he can issue book or return book. In the issue book the user just type the ID number of the Borrower then the Book ID of the book that the borrower choose, then update the record. When someone returns a books, the user will type again the ID number of the student and all the information he/she needed will be displayed. When the book is overdue the user collect the amount that the system will display.
Figure 6
Context Diagram of the Proposed System
The figure above shows the flow of the proposed system when the borrower make request for issue of book and the librarian’s book transaction. The Librarian and Borrower entity is noted. First the librarian will login to the system and update borrowers detail, update book details, the borrower will make a request for a book issue where he/she must search the book first, then after which the student return the book. The librarian will now display the fines if there is.
Figure 7
The figure above shows the dataflow diagram of the proposed system. It starts in the Login Details to the 1.0 then sends information in the database, after that the system now will confirm the login. Next is the librarian input the borrower’s details in process 2.0 which will be save in the database, then librarian will view or print the reports of students. Process 3.0 will be the management of books where in the librarian do the necessary things in the book details and get the output reports. Next is the librarian get the borrower’s detail and the book details in process 4.0 which is issue book, the borrower now will receives the book and the book status will be updated in the database. The librarian will now get the borrower details and book details when the book is return in process 5.0 the status of the book will be updated. The last process is 6.0 this is when borrower pay amount of overdue book.
Figure 8
Entity Relationship Diagram of the Proposed System
The figure above explains the flow of the Entity Relationship Diagram of Saint Tonis College Library Management System. There are four (4) entities; the Borrower (BID, Name, Gender, Address, BDate), the Library, the Librarian (LID, Name, Gender, Username, Password, Gender)
and the Books (BKID, Title, Author, ISBN, Publisher, No. of Copies). The primary key for: the Borrower is BID, for the Librarian is LID and for the Books id BKID. The relationship between the Librarian and Library is many to one. One Librarian can manage only one library. The relationship between Library and books is one-to-many. One Library has different types of books. And the relationship between Borrower and Books is one-to-many. One borrower can borrow 2 or more books in the library.
Input Item Information Found Source Purpose Username and Password Librarian Id and Name Librarian In order to login in the System Requiremen t Needed
Borrowers ID Borrower In order to enter the library and make transaction s Book Details Title, Author, ISBN, Publisher, Copyright Date, Number of Copies Vendor To provide information about the book Borrower’s Details ID No., Name, Address, Age, Gender, Course Borrower To provide information about the borrower Table 3
Summary Inputs of the Proposed System
The table above shows the summary of inputs in the proposed system, the first inputs is the librarian username and password in order for him/her to login in the system.
The second inputs will be the requirement needed which is the ID number of borrower, it is use to make transaction in the library. The third inputs is the Book Details, it’s provide information about the book the last inputs is the borrower’s details which is use to provide information about the borrower.
Output Item Description Destination List of Books The list of Books
stored in the Database
Librarian, Borrower Borrower’s List The list of
borrowers stored in the Database
Librarian
Borrowed Book List The list of borrowed book in the library
Librarian
Reports The Generated
Report about the transaction in the Library
Librarian/Admin
Table 4
Summary Outputs of the Proposed System
The table above shows the summary of outputs in the proposed system. The first output is List of Books; borrower’s list; borrowed book list; and reports.
Table 5
Summary of Controls of the Proposed System
The table above is the summary of controls of the proposed system. The control items are add, edit and delete the book details and borrower’s details. The purposed of the control item is to updates the information of the books and borrower. Next control item is the update issue book and return book form, the purpose of these control is the update the issue and return books and the last control item is print report the purposed of these is to print the borrowers list and book list.
Control Item Purposed Sub Process
Add, Edit and Delete Book’s Details and Borrower’s Details To add, edit and delete books information and borrowers information To save the information of the Books and Borrower’s Details Updates Issue and Return Form To update the issue and return forms To know if the book is available and to know if the book return is overdue
Print Report To print the reports of book list and borrowers list
To produce a copy of the report
