AN AUTOMATED LIBRARY MANAGEMENT SYSTEM A CASE STUDY OF
KASHENYI VOCATIONAL SENIOR SECONDARY SCHOOL
BY
AMUSIRI DAPHINE
BIT/0002/1 02/D U
A PROJECT REPORT SUBMITTED TO THE FACULTY OF SCIENCE AND
TECHNOLOGY IN PARTIAL FULFILLMENT OF THE REQUIREMENTS
FOR THE AWARD OF A DEGREE IN INFORMATION
TECHNOLOGY OF KAMPALA INTERNATIONAL
UNIVERSITY
SEPTEMBER 2013
DECLARATION
This is to certify that this report titled;" An Automated Library Management System, a case
study of Kashenyi Vocational Senior Secondary School", is my original work and has never been
submitted to any institution for any award.
Signed by
....i.'.\'i<t'.'.: .. o ••• .'••••••••••••••••••
I
4 ffhrCJ>·r · VJ r.3 .
Date ......................................
Amusiri Daphine
BIT/0002/1 02/DU
ii
APPROVAL
This is confirm that the work reported in this report titled;" An Automated Library Management
System" was carried out by the candidate under my Supervision.
~
Signed by
. - ~················· · ········· Date ... .. l.~ .. :-:-.:?. ..1.:-:-: .. !} .. ....... .....
Mr. Akampurira Paul
(Supervisor)
Ill
DEDICATION
I dedicate this work to my family, Mr. Okwalinga Anthony and Ms Amoding Florence. These
have really been a great inspiration towards the whole time of pursuing my course.
"Failing to plan, is planning to fail." The above have done a great role in planning and building
my future.
IV
ACKNOWLEDGEMENT
I am thankful and grateful to the Almighty God for giving me strength, tolerance, his mercy and
grace in enabling me to carry out my research and successfully complete this report.
I am indebted to all who have directly and indirectly been of great help to me in doing and writing
this project report. Specifically, my foremost gratitude goes to my research supervisor for his
guidance, understanding, patience and insightful conversation during the entire period of doing this
project. His criticism, invaluable patience, intellectual guidance, wide experience and tremendous
competence helped me not only to accomplish this project but also to come up within the expected
standards
My sincere gratitude should as well go to my esteemed lecturers at Kampala International
University Western Campus, whose theoretical knowledge imparted in me formed the basis of this
project. A lot of thanks to my classmates and colleagues of Kampala International University
Western Campus for the positive relationship they showed for the whole period when we were
together in and outside class, I really enjoyed their company at school.
I sincerely acknowledge Mr. Mugisha Brian for his tireless efforts during the hard times of
working on my project, besides his ever-busy schedule, he always found some time to guide me
throughout the research period, may God see you through you in all your endeavors.
Special thanks goes to Mr. Munihizi . K B01my for the patience, moral support and the general
concern towards the pursuing of this course besides his busy schedules. May the almighty God
shower you with his blessings.
Last but not least, I acknowledge all my friends and relatives notably Mr. Musinguzi Simon,
Mrs.Kwagala Esther, Miss Matama Stella, Mr. Alikira Richard, Mr. Sewalu Bonny Matthias
among others for spiritual, financial, material support and guidance rendered to me, I ask you not
to give up the efforts for the struggle still continues.
MAY THE ALMIGHTY GOD REWARD YOU ALL.
v
ACRONYMS
ALMS
Automated Library Management System
SDLC
Systems Development Life Cycle
VB
Visual Basic
RDBMS Relational Database Management Systems
DFD
Data Flow Diagrams
ID
Identity Card
CDs
Compact Disks
LMS
Library Management System
MB
Mega Byte
RAM
Random Access Memory
UPS
Uninterrupted Power Supply
GB
GigaByte
ISBN
International Selling Book Number
VI
TABLE OF CONTENTS
DECLARATION ............................................................................................................................. ii
APPROVAL ................................................................................................................................... iii
DEDICATION ............................................................................................................................... iv
ACKNOWLEDGEMENT ............................................................................................................... v
ACRONYMS ................................................................................................................................. vi
TABLE OF CONTENTS .................................................................................. viii
LIST OF FIGURES ......................................................................................................................... x
LIST OF TABLES ......................................................................................................................... xi
ABSTRACT .................................................................................................................................. xii
CHAPTER ONE .............................................................................................................................. 1
INTRODUCTION ........................................................................................................................... 1
1.0 Introduction ........................................................................................................................... 1
1.1 Background ........................................................................................................................... 1
1.2 Problem statement. ................................................................................................................ 2
1.3 Objectives .............................................................................................................................. 3
1.3.1 Main objective ................................................................................................................ 3
1.3.2 Specific objectives .......................................................................................................... 3
1.4 Research question .................................................................................................................. 3
1.5 Scope of the Study ................................................................................................................. 3
1.5.1 Geographical Scope .............................................. ,......................................................... 3
1.5 .2 Time Scope ..................................................................................................................... 3
1.5.3 Significance of the study ................................................................................................ 3
CHAPTER TW0 ............................................................................................................................. 5
LITERATURE REVIEW ................................................................................................................ 5
2.0 Introduction ........................................................................................................................... 5
2.1 Analysis of the existing library management system ............................................................ 5
2.1.1 The weakness of the current system ............................................................................... 5
2.1.2 Manual Data processing ................................................................................................. 5
2.1.3 Library ............................................................................................................................ 5
2.1.4 Disadvantages of Manual Library Management System ................................................ 6
2.2 Requirements identification for an Automated Library Management System ...................... 7
2.2.1 Computerized System ..................................................................................................... 7
2.2.2 Advantages of Computerized System ............................................................................ 8
Vll
2.2.3 Database system ............................................................................................................. 8
2.2.4 DBMS capabilities ......................................................................................................... 9
2.3 Designing and implementation of a computerized library management system ................. 10
2.3 .1 Database design ............................................................................................................ 10
2.3 .2 The user interface design of the system ....................................................................... 11
2.3.3 System testing ............................................................................................................... l2
CHAPTER THREE ....................................................................................................................... 13
METHODOLOGY ........................................................................................................................ 13
3.0 Introduction ......................................................................................................................... 13
3.1 Area of the study ................................................................................................................. 13
3.2 Study Population ................................................................................................................. 13
3.2.1 Study Sample ................................................................................................................ 13
3.3 Sampling methods ............................................................................................................... 14
3.4 Sources of Data ................................................................................................................... 14
3.5 Data collection methods and instruments ............................................................................ 14
3.5.1 Questionnaires .............................................................................................................. 14
3.5.2 Interviews ..................................................................................................................... 15
3.6 Data collection procedure .................................................................................................... 15
3. 7 Data Processing and Analysis ............................................................................................. 15
3.8 Problems I Constraints Encountered ................................................................................... 15
CHAPTER FOUR ......................................................................................................................... 17
DATA FINDINGS, ANALYSIS, AND DESIGN .......... ,............................................................. 17
4.0 Introduction ......................................................................................................................... 17
4.1 Findings from the study ....................................................................................................... 17
4.2 Analysis of the old System .................................................................................................. 19
4.2.1 Manual Filing system ................................................................................................... 19
4.2.2 Problems of Existing System ....................................................................................... 19
4.3 Requirements for the new system ........................................................................................ 19
4.3.1 Functional requirements ............................................................................................... 20
4.3.2 Non-Functioning requirements ..................................................................................... 20
4.4 Design of the new system .................................................................................................... 21
4.4.1 Logical design ofthe new system ................................................................................ 21
4.4.2 Conceptual design ........................................................................................................ 22
4.4.3 Entity Relationship Diagram ........................................................................................ 29
Vlll
4.4.4 Physical design of the system ....................................................................................... 3 0
CHAPTER FIVE ........................................................................................................................... 3 3
TESTING AND SYSTEM IMPLEMENTATION ....................................................................... 33
5. 0 Introduction ......................................................................................................................... 33
5.I System testing ...................................................................................................................... 33
5.1.1 System testing levels that were done ............................................................................ 33
5.2 System implementation ....................................................................................................... 35
CHAPTER SIX ............................................................................................................................. 40
PROJECT DISCUSSION, RECOMMENDATIONS AND CONCLUSIONS ........................... .40
6.0 Introduction ......................................................................................................................... 40
6.1 Discussion ........................................................................................................................... 40
6.2 Recommendations ............................................................................................................... 41
6.3 Conclusion ........................................................................................................................... 42
APPED ICES .................................................................................................................................. 4 3
APPEND IX.! ................................................................................................................................ 4 3
REFERENCES .............................................................................................................................. 43
APPENDIX.2 ................................................................................................................................ 44
BUDGET ....................................................................................................................................... 44
APPEND IX.3 ................................................................................................................................ 45
INTERVIEW GUIDE ................................................................................................................... 45
APPEND IX.4 ................................................................................................................................ 46
CONSENT FORM ........................................................................................................................ 46
APPEND IX.5 ................................................................................................................................ 4 7
QUEST! ONNAIRE I .................................................................................................................... 4 7
APPENDIX.6 ................................................................................................................................ 48
SUGGESTION QUEST! ONNAIRE ............................................................................................. 48
APPEND IX. 7 ................................................................................................................................ 49
PROJECT PLAN AND SCHEDULE ........................................................................................... 49
ix
LIST OF FIGURES
Figure 4.1: table of statistical data of students and librarians ........................................ 17
Figure 4.2: graphical representation of Statistical Data ............................................... 18
Figure 4.3 shows a use case diagram of the system ..................................................... 21
Figure 4.4: Showing Entity Relationship Diagram Membership ..................................... 29
Figure 4.5: A traditional waterfall model.. .............................................................. 30
Figure 5.1: showing login form ............................................................................ 35
Figure 5.2: showing main menu ........................................................................... 36
Figure 5.3: showing staff borrowing form ............................................................... 37
Figure 5.4: showing book form ........................................................................... 38
Figure 5.5: showing a generated repmi .................................................................. 39
X
LIST OF TABLES
Table.! Showing Users' details .......................................................................... 22
Table.2 Showing Class details ............................................................................ 22
Table.3 Showing Nationality details ...................................................................... 23
Table.4 Showing staff details ............................................................................ 23
Table.5 showing staff borrowing details ................................................................. 24
Table.6 showing book stock details ...................................................................... 25
Table. 7 showing stream details ............................................................................ 25
Table.8 showing students' details ......................................................................... 26
Table.9 showing student's borrowing details ............................................................ 27
Table.! 0 showing book details ............................................................................. 28
xi
ABSTRACT
For many years, institutions such as secondary schools and colleges have used file based I
manual system to manage library use. Whereas this was quite efficient for some time, due to the
expansion of the library and increase in the number of the library users such as students, the
system wastes a lot of time especially when searching for a particular book or resource.
In response to this problem, more librarians have been added (employed). and this has escalated
the cost of managing the library. This inefficiency, led to the study that was aimed at automating
the book keeping function of the library.
A study was carried out at Kashenyi Vocational Senior Secondary School and it was discovered
that the manual system had inefficiencies ranging from time wastage, high cost of operation in
terms of human resources, long search time, and data redundancy among others. A computer
based library management system was developed using visual studio 2005. The new system
allows the user to add books into the system, search for books from the system database. track
member information, manage borrowing among others.
By automating library operations, the school will enjoy the advantages of using databases and
transaction processing systems.
xii
CHAPTER ONE
INTRODUCTION
1.0 Introduction.
This includes the background, the problem statement, Objectives, scope and significance of the
study.
1.1 Background.
Kashenyi vocational senior secondary school began its operations in 1998, and it is located in
Kashenyi trading center just I Okm from Ishaka town along Ishaka-Kitagata road. The school
offers an ideal learning atmosphere and plenty of room for further expansion. The school is
becoming a prominent one along the region and beyond, nurturing talents in multicultural
learning environment and advancing vocational subjects. Kashenyi vocational senior secondary
school has a library which is used as a research and guideline place for both the staff and
students but the system being used is manual.
Describing the Manual Library Management System, pens and black books are made use of for
tracking records of who so ever visits the library. Just in case a student wants to borrow a book
from the library, all his/her records such as name, class, stream have all to be entered into a book.
In addition, for proper handling of the borrowed books, still details such as book title, author, and
edition among many others have also to be recorded in the black book with a ball pen. This
consumes a lot of time in recording the many students and staff who visit the library and above
all wastes a lot of space for keeping the record books since they keep piling up with the increase
in the number of the library users. When students enter the library, they tend to look for books in
the shelves for a long time, fail to locate them simply because they do not know the proper titles
and book authors yet even the librarians are not well versed with the available book titles in the
library. This then narrows their learning adventure and capability. When staff such as teachers
fails to locate some of the books that have to be used as teaching aids, you find that they lack
enough knowledge on what to impart in their students. This lowers the standard of the school's
perfmmance.
I
This manual system also tends to waste a lot of time for students and librarians especially when
students are borrowing or returning books. This therefore makes students to delay to hand in
their home work and exercises, delay to turn up for lessons and teachers too delay to turn up for
lessons simply because they spend long in the library. When a student wants to borrow a book,
he/she goes to the counter of the reference section and asks the librarian for the book he/she
wants. If available, the librarian has to record the details of the book such as author, title and the
international selling book number (ISBN). The details such as the date when the book is being
lent out, when it is to be returned, by whom, and all they posses such as an ID, all have to be
recorded. This is basically done for security purposes so as to protect books from being stolen,
misplaced or even repudiation by the users most especially the students who tend to be so
careless. This process takes place especially during busy hours of the day there by delaying
students. This leads to poor time management and improper management of lost books as a book
for lending records is misplaced.
1.2 Problem statement.
When students enter and want to read books in the library, they search for such books in the
shelves for a long time, fail to locate them just because they do not know the proper titles and
book authors yet even the librarians don't also know most of the book titles in the library. When
a student wants to borrow a book, he/she goes to the counter of the reference section and asks the
librarian for the book he/she wants. If available, the librarian has to record the details of the book
such as author, title and the international selling book number (ISBN), the borrowing date, return
date, the borrower's name, all these are done manually that is to say, using pens and papers. In
addition, students have also to queue for books for not less than I 0 minutes to borrow a book
from a librarian since all library operations are manual, hence wasting a lot of time, limited space
for file storage and most of the record books are mishandled when some of them tend to be
misplaced. Therefore, it is this perceived inefficiency that rendered the study important.
2
1.3 Objectives.
1.3.1 Main objective.
The main objective was to develop an Automated Library Management System to help librarians
track book borrowers, details for lending and retuming books in order to ensure the proper
management of library books.
1.3.2 Specific objectives.
•
To examine the weaknesses of the existing system.
•
To identify requirements for a Computerized Library Management System.
•
To design, implement and test a Computerized Library Management System.
1.4 Research question.
•
What are the weaknesses of the cunent Library Management System?
•
What should an Automated Library Management System (ALMS) do?
•
How can a Computerized Library Management System be designed, implemented and
tested?
1.5 Scope of the Study.
1.5.1 Geographical Scope
This research work entirely concentrated on the manual library management system.
1.5.2 Time Scope
The study was canied out on users' data from 2011-2012 at Kashenyi vocational senior
secondary school. The users' data included the date and time of access to the library and
information about their details such as age, sex, residence, names, next of kin, and photo ID.
1.5.3 Significance of the study
•
This study will help the librarians to keep track of library resources such as books.
magazines, and computers properly.
3
•
The Automated Library Management system will enable Librarians and students to easily
locate books.
•
The Automated Library Management System can easily keep track of Library users.
•
The Automated Library Management System will make it easier for the librarians to track
the details of borrowers, the books borrowed and the return time.
•
The researcher has gained rnore programming skills in interacting with software such as
Microsoft visual basic.
•
The researcher gets more confidence in dealing with people most especially with public
concerns while conducting research.
4
CHAPTER TWO
LITERATURE REVIEW
2.0 Introduction.
Literature review contains the research and studies made by other researchers about an
automated library management system and this was used to consider the critical points of the
current knowledge that included the substantive findings as well as theoretical and
methodological contributions to the system. Literature reviews are secondary sources, and as
such, do not report any new or original experimental work.
2.1 Analysis of the existing library management system
2.1.1 The weakness of the current system
Due to the increase in the population of most especially students at Kashenyi vocational senior
secondary school, the school faces big problem in keeping and tracking records for the entire
library items in stock due to the insecurity and the unreliability of the paper based -file system.
Other weaknesses include, Difficulty in preserving confidentiality when using black books, No
way to keep track of who sees paper records or to keep unauthorized people out, No guarantee
for inf01mation backup and poor handwriting in records.
2.1.2 Manual Data processing
Manual method of data processing normally involves operations performed by a clerk assisted if
desired by specific aids such as a pocket calculator or adding machine French, Carl ( 1996)
however, this only applies to small volumes of data to be handled. The processing is simple and
in most cases, the employment of more hands will solve the problem of time constraint. For
example, when updating of handwritten result records.
2.1.3 Library.
According to Stephen, Maeve & Philips, (2007) in a traditional sense, a Library is a large
collection of books, and can refer to the place in which the collection is housed. Today, the term
can refer to any collection, including digital sources, resources, and services. The collections can
5
be of print, audio, and visual materials in numerous formats, including maps, prints, and
documents, microform (microfilm/microfiche), CDs, cassettes, videotapes, DVDs, video games,
e-books, audio books and many other electronic resources. The places where this material is
stored can range from public libraries, subscription libraries, private libraries, and can also be in
digital form, stored on computers or accessible over the internet. The term has acquired a
secondary meaning: "a collection of useful material for common use." This sense is used in fields
such as computer science, mathematics, statistics, electronics and biology. Stephan et a!, (2007)
According to Robetison, (2004) Library Management System (LMS) known as an automated
Library System is software that is developed to handle basic functions of a Library, and provides
a complete solution for the administration of a library's technical functions and services to the
public. These functions range from; tracking the assets held by the library, managing lending,
through to supporting the daily work over. These systems are used in almost all libraries large
and a small.
2.1.4 Disadvantages of Manual Library Management System.
According to Burke, (2007) Manual Library Management systems,
A librarian who misfiles a borrower's records or indexes a book incorrectly slows down the
process and wastes students' time.
Manual systems are also slow to operate, instead of using a computer to issue and take back
books, locating and updating a card index is slow and laborious.
Manual systems are unable to store large amounts of data efficiently.
With manual systems Librarians spend a lot of their time on mechanical, clerical tasks rather
than liaising with library visitors.
Mellon, (1988) in her article "Attitudes: the forgotten Dimension in Library instruction" noted.
"As I spent more time with the college students I was attempting to instruct, I became
increasingly aware of their discomfort in the library. What I originally perceived as a lack of
interest and motivation began to seem more like phobia. Students would do anything to get out
of the library. They would spend vast sums of money photocopying materials they had not even
read or would leave empty-handed when the information they wanted was not found. This came
6
as result of fear to lend out books simply because their manual library management system could
not properly keep track of borrowers' records.
Some students who discussed their fears talked about the feeling of being "lost." Mellon, (1986)
proposed four reasons for feeling lost in the library; firstly, the size of the library. She indicated
that academic libraries are considerably larger than school and public libraries where those
students have used, so this maybe why many students find the size of the library intimidating.
The academic library, which Mellon's, (1986) students wrote about, was a three storey building,
one floor for reference, the other for periodicals and audio-visual materials, and the last floor for
circulating collection. The respondents considered the library to be very large. Secondly, the
students lack knowledge of where things are located. A number of students in Mellon· s study
describe their confusion about the location of references and encyclopedia, while others did not
know whom to ask to get some help. Finally, some students were worried about what they are
supposed to do in the library. One student stated that he did not understand the library system at
all, while another described the library as an "overwhelming place to someone who doesn't
understand how to use it." Finally, some students were worried about what they are supposed to
do in the library.
2.2 Requirements identification for an Automated Library Management
System.
Roitberg, (2000) argued that key requirements are manpower, technical support, organization
and management, hardware, software, networking, training, etc.
2.2.1 Computerized System
A computerized system is a computer system with an aim. It also refers to a function (process or
operation) integrated with a computer system and performed by trained people. The distinction
between computer systems and computerized systems is important when validating computerized
systems. Validation requires ensuring that computerized system is "fit for purpose'' which
involves not only the verification (static and dynamic testing) that occurs when building a
computer system, but also the development of procedures for the operation of the computerized
system, training of the people who will perform the controlled functions of the computerized
system, and periodic review and maintenance of the validated state of the computerized system
7
through configuration management and change control until the system
IS
retired.
Kreamer(! 989).
Computers are made for different purposes. It is usually used in schools, offices and business,
machine production and also for medical laboratory. S.Sadagopan, (2004). The introduction of
computer into information technology has massively improved the information need of
organization; the success of this machine is dependent on the knowledge base. Therefore, one
can be prompted to ask aloud "what is a computer?" A computer is an electronic device that can
perform automatically and at a high speed a sequence of logical operations according to
instructions given to it in form of a pre-arranged progran1.
2.2.2 Advantages of Computerized System
With a Computerized system, work is handled much efficiently and effectively. It helps to save
time and money. Another advantage of the computerized system is it is not as error prone as the
manual system. Manually when one wants to do the same job repeatedly then mistakes are most
likely to be encountered, this causes the problem in information representation. The
computerized system avoids such error. Our lives will be really green when everything is done
through computer and there is no paper work, Johnq Newbie (05-Mar-20 I 0)
2.2.3 Database system
Codd, (I 970) DBMS are categorized according to their data structures or types. It is a set of
prewritten programs that are used to store, update and retrieve a Database. The DBMS accepts
requests for data from the application program and instructs the operating system to transfer the
appropriate data. Information systems can be changed much more easily as the organization's
information requirements change when a DBMS is used. New categories of data can be added to
the database without disruption to the existing system. One of the strengths of a DBMS is that
while there is only one physical view of the data, there can be an endless number of different
logical views. This feature allows users to see database information in a more business-related
way rather than from a technical, processing viewpoint Thus the logical view refers to the way
user views data, and the physical view to the way the data are physically stored and processed
8
2.2.4 DBMS capabilities
Codd, E.F. (1970) explained the commonly features offered by database management systems.
Query Ability: Querying is the process of requesting attribute information from various
perspectives and combinations of factors. Example: "How many 2-door cars in Texas are green?"
A database query language and report writer allow users to interactively interrogate the database,
analyze its data and update it according to the users privileges on data.
Rule Enforcement: Often one wants to apply rules to attributes so that the attributes are clean,
accurate and reliable.
Security: Security Often it is desirable to limit who can see or change which attributes or groups
of attributes. This may be managed directly by individual, or by the assignment of individuals
and privileges to groups, or (in the most elaborate models) through the assignment of individuals
and groups to roles which are then granted entitlements.
Computation: There are common computations requested on attributes such as counting,
summing, averaging, sorting, grouping, cross-referencing, etc.
Change and Access logging: Often one wants to know who accessed what attributes, what was
changed, and when it was changed. Logging services allow this by keeping a record of access
occurrences and changes.
9
2.3 Designing and implementation of a computerized library management
system
2.3.1 Database design
Database design is the process of producing a detailed data model of a database. Gehani, N,
(2006). This logical data model contains all the needed logical and physical design choices and
physical storage parameters needed to generate a design in a Data Definition Language, which
can then be used to create a database. The tenn database design can be used to describe many
different parts of the design of an overall database system. Principally, and most correctly, it can
be thought of as the logical design of the base data structures used to store the data. In
the relational model these are the tables and views. However, the term database design also
applies to the overall process of designing, not just the base data structures, but also the forms
and queries used as part of the overall database application within the database Management
System (DBMS). M. Hernandez, (2013).
Types of database designs
Logical design
Once the relationships and dependencies amongst the various pieces of information have been
determined, it is possible to arrange the data into a logical structure which can then be mapped
into the storage objects supported by the database management system. In the case of relational
databases the storage objects are tables which store data in rows and columns. Each table may
represent an implementation of either a logical object or a relationship joining one or more
instances of one or more logical objects. Relationships between tables may then be stored as
links connecting child tables with parents. Since complex logical relationships are themselves
tables they will probably have links to more than one parent
Conceptual design
The database designer must determine where dependency is within the data once he is aware of
the data which is to be stored within the database. Sometimes when data is changed you can be
changing other data that is not visible. For example, in a list of names and addresses, assuming a
situation where multiple people can have the same address, but one person cmmot have more
10
than one address, the address is dependent upon the name. When provided a name and the list the
address can be uniquely determined; however, the inverse does not hold - when given an address
and the list, a name cannot be uniquely determined because multiple people can reside at an
address. Because an address is determined by a name, an address is considered dependent on a
name.
Physical design of the database
The physical design of the database specifies the physical configuration of the database on the
storage media. This includes detailed specification of data elements, data types and other
parameters residing in the DBMS data dictionary. It is the detailed design of a system that
includes modules & the database's hardware & software specifications of the system.
2.3.2 The user interface design of the system
User interface design refers to the design of software applications , appliances, machines such as
computers, mobile communication devices, and websites
with the focus on the user's
experience and interaction, Dr. Reinhard Oppermann, (200 I). The goal of user interface design
is to make the user's interaction so friendly in as far as accomplishing user goals is concernedwhat is often called user-centered design. The design process must balance technical
functionality and visual elements (e.g., mental model) to create a system that is not only
operational but also usable and adaptable to changing user needs. User interface design has been
a topic of considerable research, including on its aesthetics. Standards have been developed as
far back as the 1980s for defining the usability of software products. The following are some of
the standards developed by the IFIP-MODEL. Dubrovnik, Croatia, September, (2007).
•
The input/output dimension (the look)
•
The dialogue dimension (the feel)
•
The teclmical or functional dimension (the access to tools and services)
•
The organizational dimension (the communication and co-operation suppmi)
II
2.3.3 System testing
System testing refers to an investigation that is carried out to provide stakeholders with
information about the quality of the product or service available/ under test. Software testing can
also provide an objective, independent view of the software to allow the business to appreciate
and understand the risks of software implementation. Software testing can be stated as the
process of validating and verifying that a computer program/application/product/service works as
expected, meets the requirements that guided its development, can be implemented with the
same characteristics, and satisfies the needs of stakeholders. This can as well be done by
prototyping
According to Brian, statecy & Sarah, (1999), a prototype is a limited working system developed
to test out a design concept. In many fields, there is great uncertainty as to whether a new design
can actually do what is desired. New designs often have unexpected problems. A prototype can
always used as part of the product design process to allow engineers and designers have the
ability to explore design altematives, test theories and confirm performance prior to starting
production of a new product. Engineers use their experience to tailor the prototype according to
the specific unknowns still present in the intended design. For example, some prototypes are
used to confirm and verify consumer interests in a proposed design whereas other prototypes
attempt to verify the performance or suitability of a specific design approach.
In general, a series of prototypes are designed, constructed and tested as the final design emerges
and is prepared for production. With rare exceptions, multiple iterations of prototypes are used to
progressively refine the design. A common strategy is to design, test, evaluate and then modify
the design based on analysis of the prototype.
12
CHAPTER THREE
METHODOLOGY
3.0 Introduction.
This chapter presents the area of the study, the methods, instruments and tools that were used by
the researcher to gather data from various people and the limitations that were encountered
during the study as well
3.1 Area of the study
This research was carried out at Kashenyi vocational semor secondary school in Bushenyi
district. The researcher carried out the feasibility study during school days because it was the
only time when administrators, academic and support staff could be accessed.
3.2 Study Population
The population study comprised students, staff and librarians at Kashenyi vocational semor
secondary school and all together, it was 176 people. 20 were staff of which 2 were librarians,
and 156 were students.
3.2.1 Study Sample
The study sample was 8 staff and 20 students. All together, the sample had 28 representatives.
Also data of interest that was included from both the students and librarians as per the hardships
met during their day to day operations in the library was also valued.
Respondent
Total number
Selected sample
Percentage
Staff(teachers and non
teaching)
students
20
8
40%
156
20
13%
13
3.3 Sampling methods.
The researcher used simple random and purposive sampling techniques when selecting the
respondents for the study so as to minimize bias. For students, purposive sampling was used and
it was basically for targeting candidate class students notably S4 and S6 since these were
assumed to be constant library users. Therefore the researcher felt that she would get adequate
information from that group ofrespondents and the fact that it was around the same time that the
candidates had to prepare for their mock examinations, this further justified the reason as to why
the researcher still had to opt for purposive sampling. Besides. other academically sound students
were also selected out from the rest of the classes that is to say, S 1, S2, S3, and SS simply
because it is believed that there's no success without huddles/difficulties which implies that the
above students as well were also good library users. However, to staff, it was just a simple
random sampling and here, selection was just by choice.
3.4 Sources of Data
There were mainly two major sources of data namely; Primary data which was got from the
selected respondents. Secondary data was that fi·om the other source such as related literature
like records of Kashenyi vocational senior secondary school, Bushenyi and published text books
as well.
3.5 Data collection methods and instruments
Data was collected by the use of questionnaires and interviews in order to gather data about the
topic being researched.
3.5.1 Questionnaires
The researcher designed a series of questions that respondents answered at their own
convenience, in order to get to know the strengths and weaknesses of current library system.
Questionnaires were used because:
•
Respondents had enough time to give reasonable answers compared to interviews.
•
Respondents had a chance to write requirements without influence or fear of anything,
and give detailed answers thereby contributing towards system development.
14
3.5.2 Interviews
Face to face interviews were conducted so as to hear from the librarians. This method was used
to obtain first-hand information on how people feel about the current system being used. their
hopes for the future system and recommendations they had to give. Interviews were used
because:
•
They are cheaper and quicker to conduct because respondents give answers there and
then compared to questi01maires that require typing, printing costs.
•
The researcher gets primary data (first hand data) which is not the case with
questionnaires. With questionnaires, one can never know who filled the questionnaires.
•
With interviews, the researcher gets a chance to ask the same questions again for clarity.
•
The interviews were used because they give accurate information and good response
rate.
•
They are also suitable for literate and illiterate
3.6 Data collection procedure
The researcher went to faculty and acquired an introductory letter, designed a consent form that
was presented to the field of research, that is to say, Kashenyi vocational senior secondary
school. The informed consent document was distributed to respondents highlighting the title of
research project, the identity of the researcher, the purpose of the research and a brief description
of the purpose of the study. This was aimed at giving the researcher permission to carry out her
study as a way of ethical consideration.
3. 7 Data Processing and Analysis
Upon collecting data, it was analyzed as a means of interpreting it, to compile the report using
Ms. Excel in generating tables and figures. Data from the field was processed, analyzed
qualitatively using simple statistics of tables and bar graphs.
3.8 Problems I Constraints Encountered
Never the less, some problems were also encountered during the study and these included the
following among others.
15
•
Financial constraints: The study being a self sponsored venture, the researcher would
sometimes face problems to finance some of the activities involved in the study.
However, through hard and thin, it has come to an end successfully.
•
Time constraints: The time allocated to the study looked not friendly given that the same
period involved the class work where there are a lot of course works. tests and lectures.
•
Busy schedules: The people working with the current system were most of the time busy
as most of them always served the large number of students and this made the work of
the researcher difficult especially during data collection. Nevertheless, they proved very
cooperative despite their busy schedule.
•
Fear for retrenchment: Some of the library staff at the school as they had phobia for their
jobs with the introduction of the computerized system. They expressed fear that they
would be left with no work.
•
Throughout the whole study, electric power was never on the researcher's side. It would
go off at critical times and this hindered the smooth progress and planning was made
difficult
16
CHAPTER FOUR
DATA FINDINGS, ANALYSIS, AND DESIGN
4.0 Introduction
Chapter four presents the findings, analysis and design of the new Library Management System.
4.1 Findings from the study
The researcher issued 20 questionnaires and successfully got responses from all the respondents.
This came as a result of the thorough guidance and supervision. Data were entered into a
Microsoft Excel 2007 spread sheet, calculated the frequency, percentages and generated graphs
for responses from each of the relevant questions.
STATISTICAL DISTRIBUTION OF QUESTIONNAIRES
Respondent
Frequency
Aware of wasting Respondent
Respondent
Respondent
a lot of time at without
with
suggesting
borrowing
or knowledge of knowledge
returning a book
ELMS
of ELMS
ELMS
Staff
8
6
6
1
7
Student
20
17
14
7
20
Total
28
23
20
8
27
Total%
100%
82%
71%
29%
96%
FIGURE 4.1: Table of Statistical Data of Students and Staff.
17
Percentage
" Percentage
Respondent with
Respondent
Aware of wasting
Respondent
a lot of time at without knowledge knowledge of suggesting ELMS
borrowing or
of ELMS
ELMS
returning a book
FIGURE 4.2: Graphical representation of Statistical Data.
The data presented in figures 4.1 and 4.2 above show that over 82% of the respondents are aware
of a challenge of wasting a lot of time when getting basic library services such as borrowing,
returning or searching for a book.
Furthermore figures 4.1 and 4.2 shows that 71% of the respondents are not aware that the fore
mentioned challenge can be managed by application of Information Technology through
automated systems. These respondents are not aware of such systems including an automated
Library Management System (ALMS).
Figures 4.1 and 4.2 also show that only 29% of the respondents are aware of an Automated
Library Management System (ALMS).
However figures 4.1 and 4.2 shows that 96% of all respondents suggest for the implementation
of an Automated Library Management System (ALMS). This made the researcher to see a true
need of having this system in place and hence developing it so as to eliminate the weaknesses in
the manual library system that were pointed out.
18
4.2 Analysis of the old System
The researcher participated physically in the running and maintenance of the current system used
to get a feel of what really happens on the ground. Participation is preferred because: This
enables the researcher to verify what was said in the interviews; get to know users feel about the
existing system, and gain a further insight of the system as compared to interviews where
respondents may give you biased answers due fear or lack of knowledge about information
systems, it helped the researcher verify reasons to ascertain requirements as desired by users.
4.2.1 Manual Filing system
Kashenyi vocational senior secondary school Bushenyi used to capture and store borrowers'
records using a manual filing system where they could write their details like item names, id no,
sex, date of borrowing, date of return, among others and used to store all files in a room where
they could pick files for reference when an item is needed.
4.2.2 Problems of Existing System
Considering the previous section, there were many problems associated with the existing manual
system, they included the following:
•
There is a problem in decision making as there was inadequate information.
•
People waited for a long time as the librarian looked for a particular item in the file Fast
report generation is not possible.
•
Tracing a book is difficult.
•
Information about issue/return of the books is not properly maintained.
•
No central database can be created as information is not available in database.
4.3 Requirements for the new system
Requirements specification focused on what the school would want the system to do so that it
could be developed basing on relevant information hence being able to effectively provide the
intended solutions. During the feasibility study, an analysis was carried out to establish the basic
requirements for the design of a Computerized Library Management System. The availability of
19
necessary requirements and the commitment of the management to assist in this project was a
key factor to the success of the project. System requirements include;
4.3.1 Functional requirements
Functional requirements include the input, process and the output procedures needed for the
effectiveness of the software application system. The following tasks are performed by the
system; Data capture and storage, ability to save, retrieve and backup data, accept and process
inquiries, update the database, and produce reports on demand decision making process. The
system also authenticates and validates users; it has searching capabilities for the entities in the
database. The system provides a mechanism which ensures that all updates corresponding to a
given transaction are made to avoid update anomalies
Software requirements
•
Database development language: Microsoft office access
•
Application server software: Microsoft visual studio 2005
Hardware requirements
•
Memory capacity 256MB RAM, Hard disk 40GB, Pentium 4 processor supporting front
side bus (FSB) speeds up to 533/400MHZ, LCD monitor 17 inch, UPS
4.3.2 Non-Functioning requirements
The following non-functional tasks are performed by the system;
It ensures reduced data congestion and redundancy. It has improved data security, integrity and
reliability by use of access controls such as passwords. It also has a back up provision. It uses
standard queries, pages and reports to assist in data storage and retrieval. The system is efficient
in production of relevant data as and when it is required, has a user friendly interface that is to
say, it is easy to operate by users, save time during its usage, easy to maintain and adapt to by
users.
20
4.4 Design of the new system
4.4.1 Logical design of the new system
According to David, Michael & Arthur (1985), a Use case diagram is a type of behavioral
diagram defined by and created from a Use-case analysis. Its purpose is to present a graphical
overview of the functionality provided by a system in terms of actors, their goals (represented as
use cases), and any dependencies between those use cases. Use case diagram was used to show
what system functions are performed for which actor and the logical relationship as well.
Figure 4.3 shows a use case diagram of the librat-y management system.
Login
View user
View Books
Reserve Books
Search Books
Issue Books
Return Books
View Members
Add/Remove
Add/Remove
21
Librarian
4.4.2 Conceptual design
The following figure is an example of the tables in the database and how they are related. Most
of the tables have a foreign key which is a primary key from another table. The database is
designed in such way that it eliminates duplicate storage of data.
Field Name
Data Type
Size
Description
User Name
Text
II
N arne of the authorized user
Password
Text
II
Characters authorizing the users
Status
Text
10
Determines whether the system
user is active or inactive
Level
Text
15
Shows the different
categories/positions of the system
users
Primary key is user name
Table. I Showing Users' details
Field Name
Data Type
ld
Autonumber 05
Size
Description
Counts the total number of
available classes
Class
Text
04
Available class
Description
Text
11
class
Primary key is class
Table.2 Showing Class details
22
Field Name
Data Type
Size Description
Id
Autonumber 05
Counts the total number of
Nationalities
Nationality
Text
15
The race where one originates from
Flag
Text
11
The banner having colors of one's
race
Description
Text
30
The explanation of one's race
Primary key is nationality
Table.3 Showing Nationality details
Field Name
Data Type
Id
Autonumber 05
Size Description
Counts the number of staff
incremental! y
Staffld
Text
05
Unique identification number of
staff
Surname
Text
20
Names
Other Names
Text
20
Names
Gender
Text
07
Gender
Date Of Birth
Date/Time
Nationality
Text
15
The race of the staff
Telephone
Number
13
Contact number
Address
Text
20
Location of staffs residence
Date Of Birth
Primary key is Staff id and foreign key is nationality
Table.4 Showing staff details
23
Field Name
Data Type
Size
Description
Id
Autonumber
05
Counts the number of staff
incrementally
ISBN
Text
II
Unique identification number of a
book
Staffid
Text
II
Unique identification number of
staff
Date
When the book is being borrowed
of Date/Time
borrowing
Period for use
Number
03
The time with in which the book is
supposed to be used by the
borrower
Date of return
Date/Time
User name
Text
When the book is to be returned
11
Active user of the system on book
borrowing
Book return
Text
4
shows whether the book is being
returned or not
Primary key is staff id and foreign key is ISBN
Table.S showing staff borrowing details
24
Field Name
Data Type
Size Description
ID
Auto number 05
Counts the number of books
incrementally as they are being
stocked
Book name
Text
20
Name of the book
Total no
Number
150
The available number books in
stock
Total no out
Number
03
Shows the number of books already
borrowed
Total no to be Number
30
Shows the maximum of books to be
lent out of the library
lent
Primary key is book name
Table.6 showing book stock details
Size Description
Field Name
Data Type
Id
Autonumber 05
Stream
Text
10
The name of the stream
Description
Text
30
The kind of students contained in
The number of available streams
the stream
Primary key is stream
Table. 7 showing stream details
25
Field Name
Data Type
Id
Autonumber 05
Size Description
Counts the number of students
incrementally
Student id
Text
04
Unique identification number of the
student
Surname
Text
15
Names
Other names
Text
15
Names
Date of birth
Date/Time
Gender
Text
07
Gender
Nationality
Text
15
The race of the student
Guardian's
Number
10
The telephone number of the
Date of bi1ih
contact
student's guardian
Pic
Ole Object
Class
Text
11
class
Stream
Text
11
The name of the stream
Residence
Text
II
Where the student resides
Date of entry
Date/Time
20
Date of entry
Photo of the student
Primary key student id and foreign keys are nationality, class, and stream
Table.8 showing students' details
26
Field Name
Data Type
Size
Description
Id
Autonumber
05
Counts the number of students
incrementally
ISBN
Text
II
Unique identification number
of a book
Student id
Text
04
Unique identification number
of staff
Date of borrowing
Date/Time
When the book is being
borrowed
Period for use
Number
03
The time with in which the
book is supposed to be used by
the borrower
Date of return
Date/Time
When the book is to be
returned
User name
Text
II
Active user of the system on
book borrowing
Book return
Text
04
shows whether the book is
being returned or not
Primary key is student id and foreign key is ISBN
Table.9 showing student's bo1-rowing details
27
Field Name
Data Type
ld
Autonumber 04
Size Desuiption
Counts the number of books
incrementally as they are being
stocked
ISBN
Text
II
Unique identification number of a
book
Book title
Text
20
The name of the book
Author
Text
20
The writer of the book
Price
Cunency
10
The cost of the book
Publisher
Text
20
Book printer/distributor
Date of stock
Date/Time
User name
Text
Date of stock
10
Active user of the system on book
stocking
Section
Text
15
The part or department to which the
book belongs
Class
Text
04
Class
Description I
Text
50
Gives an account of what the book
talks about
Description 2
Text
50
More of the book's explanations
Primary key is ISBN and foreign key is usemame
Table.IO showing book details
28
4.4.3 Entity Relationship Diagram
It is clear that the physical objects from the design - the students, books, librarians, and staff, correspond to entities in the Entity-Relationship model, and the operations to be done on those
entities - holds, checkouts, and so on correspond to the relationships. However, a good design
minimizes redundancy and attempt to store all the required information in a smallest space
possible. After some consideration, the following design was used.
BOOK
~ ID
10
~ ISBII
BOOK TITlE
AUTHOR
PRICE
PUBUSHER
DATE Of STOCK
USERIIAI.IE
SECTION
ClASS
DESCRIPTIOII!
DESCRIPTIOtl2
flAG
DESCRIPTIOI·I
STUDE~JT
SURIIAJ.IE
OTHERIIAI.IES
GEIIDER
OAT! Of BIRTH
BORROV·-1.
~ ID
UATIOfiAillY
4
TElEPHOIIE
ADDRESS
ISBII
STUDEIITID
DATE OF HORR01•11
PERIOD
USER IIIJ>IE
RETURII
USEFS
ID
v
SURII'l.IE
OTHER IIAJ,IES
DATE Of BIRTH
GEilDER
IIATIOIIAlnY
GUARDIIJI'S COIITACT
CLA.SS
10
~ Cl'SS
VUSER IIIJ,IE
PASSWORD
STATUS
lEVEl
~(
STREAiv1
ClA.SS
STREAJ.I
RESIDEIICE
DATE Of EIITRY
ID
~ STREIJ,J
DESCRIPTIOII
Figure 4.4: Showing Entity Relationship Diagram Membership
29
ISBII
STAffiD
DATE Of
PERIOD FOR USE
DATE Of RETURII
USER IIAI.IE
BOOK RETUPJI
_i
4.4.4 Physical design of the system
The physical design relates to the actual input and output processes of the system. This is laid
down in terms of how data is input into a system, how it is verified/ authenticated, how it is
processed, and how it is displayed physically. The following requirements about the system are
decided.
1. Input requirement,
2. Output requirements,
3. Storage requirements,
4. Processing Requirements,
5. System control and backup or recovery.
System design method
Traditional water fall method
A traditional water fall method of system development life cycle, (SDLC) was used in the
design and construction of the system. It comprises of feasibility, Analysis, Design,
Implementation, test and maintenances phases. SDLC was considered suitable for this project
because it provides thoroughness. Jeremy (2008).
Figure 4.5: A traditional waterfall model
easi.blli:
A traditional waterfall model of the System Development Life Cycle, (SDLC) was used in the
design and development of the new system. It comprises of planning, analysis design and
implementation and maintenance phases. The SDLC was suitable since it provided thoroughness.
30
System study
This included the methods and findings to project and recommendations to overcome the
limitations and problems in the light of the user's requirements and the system requirements. It
was also during this stage when multiple alternative projects were suggested and their feasibility
tested and analyzed.
Operational feasibility was as well assessed so as to determine whether the new system was fit
for the current working environment or not.
Technical feasibility was also assessed to determine whether the available software and hardware
were sufficient enough to meet the expected specified objectives of a computerized system
A legal feasibility study was also can·ied out so as to discover the potential legal outcome. All
the results of both studies were compiled into a report known as a feasibility report, along with
the preliminary specifications.
System analysis stage
A system is a set of interrelated procedures together with the personnel that jointly performs
different activities to achieve a specific objective.
System analysis is the process of studying a system with the potential goal of improving or
modifying it. This involved the design of a system in order to make improvements for a better
one. This therefore entailed carrying out a detailed study of the various components of the
system and its relationships, thereby identifying user requirements for the new system.
User Requirements
The key issue in the requirements analysis phase is the "what" not" how" requirement; analysis
phase, will answer the question "What do users need ancj want form a new system. Functional
and Nonfunctional requirements were so vital in meeting the objectives. The functional
requirements included the activities and services the system must provide. Nonfunctional
requirement included a description of other features, characteristics and constraints that define a
satisfactory system.
31
Design phase
The design functions and operations were a bit detailed for it involved process diagrams and
other documentation all of which described the new system as a collection of modules or
subsystems. This stage took its approved system requirements as its initial input. For each
requirement, a set of design elements were produced. Design elements were the ones being used
to describe the desired software features in detail for the skilled programmers to develop the
software with minimal additional input design. These were as well achieved with Microsoft
office access and visual basic 2005.
Testing
The code was being tested at various levels in software testing and included user involvement.
Operations and maintenance
The deployment of the system included changes and enhancements before the commencement of
system use. System maintenance was a very important aspect of the system development life
cycle (SDLC)
32
CHAPTER FIVE
TESTING AND SYSTEM IMPLEMENTATION
5.0 Introduction
This involves the system testing and several processes of turning the system specifications into
executable program (system implementation).
5.1 System testing
In order to ensure that system software created is working correctly and efficiently, testing was
carried out and this was aimed at examining the internal efficiency and external effectiveness of
the software. External effectiveness of the system tests to verify the functionality of the software
in relation to the system design and internal efficiency tests the effectiveness of the developed
computer code and the documentation. Generally tests at this stage were more concerned with
testing of the system accuracy, reliability of various components, the capability with range of
inputs, the usual operating conditions and frequency inputs.
5.1.1 System testing levels that were done
Functional Testing
This was based on the specifications of the software that to be tested. The application was tested
by providing input and then the results were examined so as to see if they conformed to the
system functionality intended for. Functional Testing of the software was conducted on both a
complete, integrated system to evaluate the system's compliance with its specified requirements.
Integration Testing
The testing of pmis of m1 application to determine if they function correctly together was done.
33
System Testing
When all the components were integrated, the application as a whole was tested so as to see that
it meets Quality Standards.
System testing was so important because of the following reasons:
•
it is the first step in the system Development Life Cycle, where the application is tested
as a whole.
•
The application is tested in an envirorunent which
IS
very close to the production
enviroim1ent where the application will be deployed.
•
It also enables us to test, verify and validate both the business requirements as well as the
Applications Architecture.
•
The application
IS
fully tested so to see if it meets the functional and teclmical
specifications.
Regression Testing
Whenever there's a change made in a software application, it is quite
possi~le
that other areas
within the application have been affected by this change and therefore, regressjon testing must be
carried out. The intent of Regression testing is to ensure that & change, such as a fixing a bug did
not cause in-egular system behaviors.
Acceptance Testing
most importantly is this type of testing and it normally carried out by the Quality Assurance
Team weigh to find out whether the application meets the intended specifications and satisfies
the users' requirements. The QA have a set of pre written scenarios and Test Cases that are used
to test the application.
34
5.2 System implementation
User Interface Design
User Interface Design or user interface engineering is the design of computer applications, and
other related devices with the focus on the user's experience and interaction. User Interface
Design is concerned with how users add information to the system and how the system presents
information back to them.
The goal of user interface design is to make the user's interaction as simple and efficient as
possible, in terms of accomplishing user goals. A graphical user interface was used to support its
usability. The design process balanced technical functionality and visual elements to create a
library system that is not only operational but also usable and adaptable to changing user needs.
The library system has got a login form (figure 5.3) that allows users to access the main menu
(figure 5.4) below and then from main menu, users can navigate to other menus as show below.
All menus are friendly to users since they can be configured to meet users' needs.
Figure 5,1: showing login form
The login form above allows users to access the main menu. When the user's status is active, he
/she shall successfully be logged in and therefore will access the main menu that will allow the
user to tour their desired interfaces, otherwise denied access. (A system user whose status is
inactive)
35
Figure 5.2: showing main menu
This is the main menu that allows active system users to navigate through other menus by
clicking on the links contained in there (on the menu bar) This has forms such as a student bookbon-owing form, a staff book- borrowing form, books' details form, students' details form among
others as regards the library system details.
36
STAFF
ISSN
STAFF !D
I•
I '·
DATE OF OORROWih'G
DATE OF RETURH
11120/2013
Figure 5.3: showing staff borrowing form
This provides for staff borrowing. Before a particular book is lent out to a staff, the active system
user has to first search the book status that is to say, (how many books are in stock, how many
have been lent out and also should know how many books of that type have to be lent out).
Secondly, the borrowers' status has also to be checked to find out whether they are not defaulters
and if discovered defaulters, they should give an explanation before another book is issued out.
37
ISBN:
BOOK TITLE
!WJ
UPON THIS MOUNTA!N 1
AUTHOR: TJMOTHYWANGUSA
PRICE
57000
PUBLISHER:
SECTION:
ClASS: 52
DESCRIPTION 1:
ISBN:
DESCRIPTION 2:
111
-----·---
Figure 5.4: showing book form
This shows details about the existing books in the library. It can as well be used for adding in
new books to the library
38
KASHEN'Il VOCATIONAL SECONARY SCHOOL
P.O.BOX 200
BUSHEN'Il
UGANDA
8/2012013 11:31:03AI'.1
9/12/2013 11:31:03AI-.I
23
3
811912013 11:31:03AM
911612013 11:31 :03A.".1
28
4
711912013 11:31:03AM
9/10/201311:31:03AM
53
5
811912013 11:31:03AM
9/101201311:31:0W.!
22
8121/2013 11:31:03AM
9/12/2013 11:31:03AM
22
11/1312013 11:31:03AM
85
1019J2013 11:3t·OJAM
50
2
6
7
812012013 11:31:03AM
8
Figure 5.5: showing a generated report.
A report showing a list of bmTowed books and not yet returned. It also has a reminder to all book
borrowers so as to ensure that the books are returned in time
39
CHAPTER SIX
PROJECT DISCUSSION, RECOMMENDATIONS AND
CONCLUSIONS
6.0 Intl'Oduction
This chapter discusses the work carried out in this project. It examines how the objectives of the
project were achieved using Kashenyi Vocational Senior Secondary School as the case study.
6.1 Discussion
The purpose of the study was to build a Computerized Library Management System to replace
the existing manual system. The case study was Kashenyi vocational senior secondary school,
Bushenyi. To achieve the objectives of study, the existing systems was studied and analyzed, by
looking at both the strengths and weaknesses of the current system. Students and staff were
interviewed and documents reviewed on the existing literature.
•
Database development language: Microsoft office access
•
Application development software:
Microsoft visual studio 2005
The system reflects and suppO!is the decentralized requirements of the Library users. The System
has an ADMINISTRATOR who has full-fledged rights with regard to managing resources such
as add, modify and delete library users in the system and add, modify and delete books in the
library stock of the system as well. The new system is therefore able to do the following:
•
Retrieve Information from the database is so quickly as one searches on the screen. This
is not the case with the old system which involved paper files which were vulnerable to
displacement and damage.
•
Authenticate users with an access control facility to prevent unauthorized access to data.
This will handle mostly non repudiation issues as a security control something that the
manual system can't handle.
•
Validate the entries by prompting the user whenever a wrong command is entered to
avoid unnecessary errors that can distort infonnation.
•
Update the database whenever new information is entered.
40
•
The users can know the number of available books, information about members'
accounts etc
•
Quick and correct report generation which is not the case with the old system that was
characterized with scattered charts.
•
System user can add items (Books, CD etc) to the system.
•
The System allows searching for items in the system based on author name, book name,
user name, date of return, date of lending etc.
6.2 Recommendations
The researcher recommends that all Library operations should be replaced with a Computerized
Library Management System most especially in secondary schools so as to overcome some of
the problems like time wastage and improper file storage of the manual system.
The researcher however recommends that in the time being, Kashenyi vocational semor
secondary
school
can
concurrently
use
the
manual
system
together
with
the
automated/computerized system since the biggest percentage of the respondents were not so
familiar with computer technology.
The researcher recommends that all the Library Management Systems(LMS) should have the
ability to search for available books, allow users to add new books onto the catalogue and
generate time reporting system indicating who used, which book and when among others.
Although too much work was done to design and implement a Computerized Library
Management System, there is still need for future requirements of upgrading the designed system
in order to keep generating consistent results at the required time therefore, the project designer
recommends that, the designed system should be used effectively in order to perform well its
functionality. This should be done through the training of the users of the system.
41
6.3 Conclusion
It was found out that manual Library system usually has weaknesses including time wastage,
space, and it is hard to locate library resources. The researcher also identified that a Library
system requires the recording of books, checking for availability of books in the library and also
to find out easily those who have not returned the bon-owed books.
In a conclusion therefore if embraced and taken seriously, a lot of benefits therein will be
realized by the users and the above problems will be no more
42
APPEDICES
APPENDIX. I
REFERENCES
1. Brian, W, Statecy, C, & Sarah, E, (1999) Using Information Technology: a Practical
introduction to Computer and Communications.
United States.
2. Burke, C, (2007) manual library management systems(5 111 Ed)
3. Jeffrey, Lonnie, & Kevin, C, (2001) System Analysis and Design Methods (5 111 Ed)
NY: Irwin/McGrawhill.
4. Database Management Systems: Designing and Building Applications.
Toronto: McGraw-hill Ryerson
5. Robertson. (2004) Step Two Design Management Information System.
6. Roitberg, The Influence of the Electronic Library on Library Management
7. Stephen, H., Maeve, C, & Philips, A, (2007) Management Information System. (6 111 Ed)
NY: McGraw-hill.
8. Codd, E. F. (1970). Introduction to Data Base Management System. Basingstoke.
Uk: Prenticehall.3'd edition.
9. International Standard on Records Management, ISO 15489.
10. Kreamer, k. L. (1989). Managing Information Systems.
Jossey-Bass Publishers.
11. Reynolds, R. s. (2003). Principles of information system.
Cengage Learning centre.
12. French, Carl (1996). Data Processing and Information Technology (I Oth Ed.).
Thomson. p. 2. ISBN 184480 I 004.
13. Mellon, (1988) "Attitudes: the forgotten Dimension in Library instruction"
43
APPENDIX.2
BUDGET
ITEM
NUMBER
COST PER UNIT
AMOUNT
STATIONARY
4 rims of paper
10,000
40,000
printing
100 papers
300
30,000
Visual basic dot. net
1 Original copy
10,000
60,000
1 copy
20,000
20,000
2005
Microsoft office 2007
150,000
Up keep
Computer
Pentium
four
(full
900,000
900,000
set)
11,40000
Total
44
APPENDIX.3
INTERVIEW GUIDE
Section A: Bio data of respondent
Age
Sex
Occupation
Education Levels
Section B: Guiding questions
Have you been to the school library before?
How beneficial has the library been to you?
What are some of the troubles you encounter in trying to access the library services?
How do you go about these problems?
How long does it take you to find a solution to such problems mentioned above?
What do you think is the best way to approach these problems?
Who else gets affected by the problems apart from you?
For how long have you been visiting the library encountering such problems?
How would you want the solution to the problems in the current systems be provided to you?
What changes would you want to see done in the current systems to make it better?
Are there any suggestions you have for the researcher concerning the Manual Library
Management System?
Do you think a computerized system can make a difference m Kashenyi vocational semor
secondary school?
45
APPENDIX.4
CONSENT FORM
I Amusiri Daphine, an undergraduate student of Kampala International University western
campus pursuing a Bachelor of information technology and am in my final year. I hereby carry
out a research that will help us to design an Automated/Computerised library Management
System? This system will help in data capturing, storage, processing, report-retrieval and also
guarantying security in terms of limiting unauthorized persons which will be beneficial both to
me and the for the library users such as the students, staff and librarians as well. I present this
questionnaire to you as a way of seeking information from you on how the library services have
always been handled. The data collected from you is and will be used for research purposes only;
and will not be presented to anyone else apart from the researcher.
Thanks for your for cooperation
Names of respondent. ........................................................................................ .
Si~ .............................................................................................................. .
0~ .............................................................................................................. .
Researcher. ..................................................................................................... .
Sign .............................................................................................................. .
Date .............................................................................................................. .
46
APPENDIX.S
QUESTIONNAIRE 1
Instructions:
I. Tick the appropriate answer.
2. Fill the space provided where appropriate.
Section A
Names ...................................................................... .
Address ..................................................................... .
Tel. Number. ............................................................... .
Designation: ........................... .
General information
Gender: Male [ ], Female [ ]
Age range: [15-20][ ], [20- 35][ ] , [36- 55] [ ]
Education Levels Student [ ]
Cetiificate [ ]
Diploma [ ]
Degree [ ]
Other [ ]
Section B
Have you been to the school library before?
Yes [ ]
No [ ]
What system is being used in serving the library users of Kashenyi vocational senior secondary
school?
Manual (files and papers) [ ]
computerized [ ]
both [ ] others (please specify) [ ]
Is the system mentioned above easy to use?
Yes [ ]
No [ ]
If yes, how do you find their library services?
Very good [ ]
Good [ ]
Normal [ ]
Is there any need of improving the services?
Yes [ ]
No [ ]
47
Bad [ ]
Very bad [
J
APPENDIX.6
SUGGESTION QUESTIONNAIRE
1 What type of improvement do you think is proper?
Manual system [ ]
computerized system [
2 Do you have any reason of your selection?
Yes [ ]
No [ ]
3 If your choice is yes, please explain
Comments
4 Would you welcome the introduction of a computerized system to the school library? If
Yes give reasons for you answer
Thank you so much for your great assistance and contribution towards my research
48
APPENDIX.7
PROJECT PLAN AND SCHEDULE
TASK NAME
WEEKS
Problem
Identification
and Preliminary
Implementation,
Operation And
Maintenance
Documentation
49