Updated Chapter 1 as of Feb20

8/2/2019 Updated Chapter 1 as of Feb20

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1.0Introduction

Libraries for years have a great source of giving knowledge for every individual.

They are a big source of research for Students and teachers. The School Library provides

information and ideas that are fundamental to functioning successfully in today’s

information and knowledge-based society. Every library has its role in the society it

facilitate the planning and implementation of learning programs that will equip students

with the skills necessary to succeed in a constantly changing social and economic

environment. Through resource-based programs, students acquire skills to collect,

critically analyze and organize information, problem-solve and communicate their

understandings. Provide and promotes quality fiction to develop and sustain in students

the habit and enjoyment of reading for pleasure and to enrich students' intellectual,

aesthetic, cultural and emotional growth.

Cater for differences in learning and teaching styles through the provision of and

equality of access to, a wide range of materials, fiction and non-fiction, print, audio,

video and digital which Information Technology has a great deal of improving the

Library Management System thus it provide teachers with access to relevant curriculum

information and professional development materials within and outside the school; and

opportunities to cooperatively plan implement and evaluate learning programs which

integrate information resources and technologies.

Every library needs easy and efficient way of managing files and transaction

process. For it needs lots of efforts and time on recording and updating from time to time

of books’ information. To carefully manage a library it needs a consistent and reliable

Computerized Library System For Golden Link College 1 - 1



system that can generate reports and inventory in a faster way. In this way the

Computerized Library System can help to resolve these problems of any library like

Golden Link College.

1.1 Statement of the Problem

1.1.1 General Problem

How to design and develop a Computerized Library System that

will speed up the library managing transaction of Golden Link

College?

The manual system of the Golden Link College is taking a hard

time because the librarian does not know if the book is borrowed,

returned or it is already lost so the librarian will check the book

manually if the book is available or not.

1.1.2 Specific Problem

• How to design and develop a module that will ease the acquisition

of book?

Golden Link library receives books from different country

every year. Acquiring of books became difficult to do in a faster

way since the library need to do several procedures before letting

the books to be use inside the library.




• How to design and develop a module that will monitor books status?

Upon looking the information of the books the borrowers need to

approach the librarian to check if the book is borrowed or not.

The librarian is always confused about the availability of the

book because the librarian does not know if the book are

borrowed or returned and if the book is already lost. The

librarian need to check manually the borrowed book list to see

the books availability, by doing all of these procedures the

process takes a lot of time to be checked. However there are

times that the book’s availability is recognized but unfortunately

the books status like missing was not often being checked.

• How to design and develop a module that will speed up the

borrowing and returning of books?

The library is currently using the manual process when it comes

to borrowing and returning of books. When returning the book

the borrowers need to present the book, the librarian will look for

the name, check the due dates, and appearance of the book




whether the book is returned in good condition or not. Then the

librarian look for the borrower’s library card and draw a line to

the list of books indicating that the books are already returned.

Aside from checking of books the borrowers record also being

checked manually to see if the borrower is still have the books to

be returned and penalties to be settled. Computation of penalty is

done through the use of calculator. This will take a lot of time

and effort on the part of the librarian.

• How to design and develop a module that will generate fast

reports?

The librarian made reports using a record book. The Golden Link

College library is having a hard time to generate fast report

within small period of time since they have a huge amount of

books to be manually checked and since the inventory of books

should be done yearly. These reports are the Inventory book

reports, Borrowed books, Returned books, Lost Book, Damaged

Book, Delinquent borrower, damage and lost books, overdue

books and obsolete/ condemned books.

1.2 Current State of Technology




For the past four years the Golden Link College Library uses the manual

library system which all the process of recording and borrowing to returning of

books are all done manually by writing it on a record book and being kept in

the cabinet to be stored for a longer period of time.

Book Acquisition

Golden Link College library books came from different sources. Books

that are 80% come from the donation of different foundation from

different country. Mostly are from New Zealand, Korea, United States and

etc, 19% are purchased by the own school expenses and 1% are the books

recorded as for the replacement of the lost and damaged book.

Generating the Call Number of a Book. To record the book, the

librarian needs to assign the books call number by identifying the Dewey

Decimal Code and Cutters Number. To assign the Dewey Decimal Code

of the book, the librarian will look content of the book and refer to a DDC

book. Cutters Number for the author may done by assigning the first letter

of author's name or if not available because of only the editor's name is




written, The first letter of title of the book and the year that the book was

published.

Accession Book . After assigning the book's call number the librarian

may now record the information of the book in a record book contains the

column of accession number, title of the book, author, publisher year

published, placed published, number of pages, sources, donators, remarks,

and diameters. Then after the book was recorded it is now the time to

place it in the shelves by the book author.

Borrower’s Registration

Every year Golden Link College library changes its library card.

Therefore, information for the borrowers is always updating. Before

allowing students to borrow book, every library need to get the

information of the student. The librarian will fill up the library card which

requires picture of the borrower.

Borrower’s Entry

A student must first write the information in an attendance book such

as the basic information such as the name of the student, section, year

level, and etc. After giving information to the librarian, borrower may now

ask for his/her copy of borrower’s card.




Transaction

Borrowing

For the students to borrow book to the library he/she should

write first their name to a attendance book which can be found

on the library personnel’s desk beside the door entrance. This

book contains date, log-in, log-out, name of student, year level.

After the borrower logged-in in the log book, he/she can now

look and get the book/s he/she wanted and start to read. If the

borrower decides to borrow the book, he/she must present his/her

borrowers cards to the library personnel. The card content the

name of the student, section, year level, date, title and author of

the book, which can be fill up by the library personnel. Before

the releasing of books, maximum only of five pieces for college,

and one for elementary and high school, the library personnel

will write down all the books information such as title of the

book (volume, edition) author, and date issued the books to the

students on a record book and checked the appearance. After

checking, the borrower can now have the books and carry it way

home.

Returning




Upon returning the books, the borrower should return the

books not more than one week to the library personnel.

Borrowing of books is only for one week or else penalty will

take place. The library personnel will check the book to be assure

that the books are still in good condition then will just cross out

the borrower’s name to the record book which means that the

book is already returned or else if the book is seriously damaged

the library personnel will not accept the book instead will require

the borrower for replacement of the book exactly the same of the

damaged one.

Monitoring

• Lost

Monitoring of lost books is quite rarely to monitor. For the book

to be reported as lost is by telling the librarian that the book

borrowed by a student was lost. Another way to recognize that the

book was lost is when the book cannot be found by the librarian even

the books was been search all over the library.

• Due Date




To monitor the book with due date, the librarian used to check

the library’s record book and see if there are due books for that day

that should be returned by the borrower.

• Overdue

Overdue books are monitored by the librarian by checking the

record of the unavailable books. This record book contains the date

where does the book been borrowed and the day that it should be

returned to the library which serves the checking of librarian.

• Delinquent

This are the list been made by the librarian to be informed about

some borrowers that are not qualified anymore to use the library and

borrow books. This is due to their detrimental action of using the

library and borrowing the books. Delinquent students name are

written in a record book which can be used as a record for their

disciplinary action.

Generation of Reports

• Inventory

As of now the Golden Link College library have not yet finished

their inventory. Inventory is done by the librarian to check the status




and generate reports for the changes in the library. This is the

document that shows the recent monitoring in the library such as the

number of books, activity of the library itself and the necessary

changes need to be done in some files.

• Borrowed Books

A list of books unavailable for the student to borrow, these are

the books that are borrowed by other student. Borrowed books are

written in a record book meaning that the book is still out of the

library. Written with some basic information of the book, name of

the borrower, section and year level and the date when it is given and

to be returned.

• Penalty

Penalty is given due to the borrower’s attitude of returning the

book they borrowed. After the librarian checked for the over due

books in the record, she may now recognize the penalty amount of

some late returnee but sometimes the penalty is being compute while

the borrowers is in the library and returning for the book. The

librarian can ask for the borrower’s card and compute the penalty by

subtracting the number of days that the books should be return. Late

returnee also needs to pay for the penalty of Php. 5.00 per day and

per book while for the damage book or lost the borrower is required

to replace the book exactly for what is damaged or lost. Borrowers




should pay for the penalty in the admin office together with the

librarian’s slip with signature and the amount of payment.

• Returned Books

Returned books can be seen in the record book also. After the

borrower returned the book the librarian will just put a line striking on

the borrower’s name indicating that the books was already returned

by the borrower.

1.3 Objectives

1.3.1 General Objectives

• To design and develop a Computerized Library System that

will speed up the library managing transaction of Golden Link

College.

The Golden Link College has the problem on finding the fastest

way of managing transaction. The developer will make a module

that will help to speed up the library’s transaction to do every

work on time and avoid any pending on recording and updating

files and books status.

1.3.2 Specific Objectives




• To design and develop a module that will ease the acquisition of

book.

The developers will create a module that will upon receiving the

books, the information can be recorded by simply providing the

information asked by the system.

• To design and develop a module that will monitor books status.

The developers will create a module that will allow the user to

check the status or the availability of the books. These books can

be check from time to time when the librarian wants to checks

the book and its information in a faster way.

• To design and develop a module that will speed up the borrowing

and returning of books.

The developers will create a module that will speed up the

borrowing and returning by simply displaying the status of the

book if the book is borrowed or have not yet returned.

Penalties will be automatically computed.

It will also monitor if a certain borrower exceeded on the number

of books he/she is allowed to borrow.




• To design and develop a module that will generate fast reports

and inventory.

The developer will create a module that will generate reports and

inventory in a short of time. In this way transaction inside the

library are easily monitored and managing every changes

becomes transparent.

1.4 Project Rationale

By using the manual system, flows of transaction and maintenance

becomes difficult to use because of it is slow for recording of books

information which will takes lots of time and expense. Searching for a

certain transaction or information takes couple hours to find which can be

limit by the use of Computerized Library System. In Computerized

Library System recording and maintaining can be done less time wasting

and efficient. Computerized library system can generate reports that can

be use for the monitoring of the books in the library. This will speed up

the work and can easily search for the certain records in a short period of

time. The proposed system will benefit different parties by acquiring the

fast services they need especially when thousands of books are present.




Beneficiaries

1. Library

The new proposed Computerized Library System main goal is to

make every transaction easy and efficient to make productive way of

maintaining and use of library. It aims to monitor libraries with the

new generation technology that do not only grant reliability but also

accurate and consistent in storing of data.

2. Librarian

The proposed system will help the library personnel to maintain

and record every transaction easy and efficient. With the new system,

recording for book entry can be done easy and faster. The system has a

help guide that makes the librarian feel comfortable. Generating of

reports is now easy to do with the help of proposed system. By having

this feature the librarian can often monitor every book entry and

changes happen in the library.

3. Borrowers

With the help of the proposed system, transaction of borrowing

and returning is now easy and efficient. Checking for the availability

of book/s they need is now easy and would not take much time to look

for by simple searching in the module of books available. Borrowers

can enjoy and be satisfied to the services of their library.




4. STI

STI College Fairview can benefit from the proposed system by

increasing the competitiveness of school in making and enhancing

well knowledgeable and talented graduates in the field of information

technology by means of giving high standard quality of education for

its student.

5. Proponents

The proponent can benefit to the new proposed system by being

prepared for the real life situation in a company. Proponents can share

and contribute knowledge that can help to learn further for the areas of

Transaction Processing System.

6. Future Researchers

The researcher can benefit from the proposed Computerized

Library System by having knowledge on the process of Computerized

Library System which they can also used for their future thesis.

1.4 Scope and Limitation

1.4.1.1 Scope

System Maintenance




• Book

This is the module for the maintenance of the books

acquisition. This include several information been use for the

book cataloging.

Book Category

This includes the category where the book belongs. It

may also be categorizes by the field it is being used.

Book Classification

Book subcategory includes the sub category where in a

particular field it belongs.

• Borrowers(Student and Faculty/Employee)

The new module includes the maintenance for the

borrowers’ information.

• Publisher

This is the module for the maintenance of the publisher of

the book.

• Author




The system includes the maintenance for the recording of

authors together with Cutter’s No. Cutter’s No includes Cutters

Letter and the Author’s first letter on his/her last name.

Cutter’s Table

The new system includes the maintenance for the

authors information such as the name and author’s ID.

• Section

This includes the maintenance of module regarding to the

borrowers section.

• Year/Level

This includes to the maintenance for the borrowers year and

level.

• Settings

Amount Penalty

This module refers to the amount of penalty given to the

late returnees.

Number of Days

The proposed system includes modules for the number of

days when a borrower can borrow books.




Number of Books

This modules pertains to the number of books can a

borrower have.

• Holiday

This module computes the number of holidays that will be

exempted for the computing of borrowing days.

Transaction

• Borrowing

This module contains information needed for the

transaction of borrowing of book.

• Returning

This module contains information of the borrowers and

book/s borrowed and the penalty when borrowers exceed to the

due date of book.

Inquiry/Monitoring

• Login




The proposed system includes the module for the

monitoring of login within the library.

• Borrowed books

This module includes the list of borrowed books from the

previous transaction.

Utilities

•

Audit Trail

This module allows the admin to check every action, date

logged, time in and time out done by the previous user.

• Back-up and recovery

This is the module where user can have a back up copy of

the database of the records for incase of emergency and can

easily be recovered.

• Archiving and Restore

The proposed system includes the archiving and restoration of

information annually which can be organized by its year.

Cataloging

This module refers to the search engine of the books information

for the fast searching of books.




Reports

• Book Inventory

Book inventory will generate reports for the total number

of books for the regular inventory of the library.

• Book list

This is the exact list of books before having an inventory

every year.

• Damaged Book List

This includes the generated list of the book damaged after

returning.

• Out of Date Book List

This is the list of the book which considered as an obsolete

books and ready for archiving.

• Borrowers List

This is the list of all borrowers in the library.




• User Log

Serves as a report of the audit trail of the user who use the

system within specific date and time.

• Lost

This are the list of the books where lost upon borrowing.

• Book barcodes

These are the list of bar codes images given to a particular

book which includes to its own information.

Help Features

This is the module which helps the user to operate the

system. Help Features includes topics and sub topics for every

module’s uses and functions such as the button purposes for the

benefits of the user.

1.4.1.2 Limitation

Journals/Magazines




The developed system does not include the acquisition of all the

magazines inside the library and the transaction for borrowing of any

of it.

Generation of Receipt

The developed system does not generate any receipt because it’s

conducted at the cashier.

Updated Chapter 1 as of Feb20

Documents

Transcript of Updated Chapter 1 as of Feb20