Implementation Project at University Of Peshawar

PeopleSoft Campus Solutions 9.0

Online Library Management System (KOHA)

As-Is Document

KOHA
Version 0.4

Created by:

Copyright 2016 Inbox Business Technologies. All Rights Reserved.

 Requirement Specifications Document KOHA

Revision Chart
Version Primary Author(s) Description of Version Date Completed
0.1 Saif Ullah Created/finalized the template Nov-11-2016
0.2 Shamwail Malik Document Reviewed/Updated Nov-16-2016
0.3 Saif Ullah Document Updated after getting client feedback Feb-13-2017
0.4 Shamwail Malik Document Reviewed Feb-14-2017

Signoff Record
Sr. # Name Designation Signature & Date

PeopleSoft Campus Solution Implementation for University of Peshawar 2

 Requirement Specifications Document KOHA

Preface
This document aims at defining the detailed business requirements for the KOHA Library Management
System. It also elaborates the exhaustive list of options available against certain business requirements
for the customer to choose from.

PeopleSoft Campus Solution Implementation for University of Peshawar 3

 Requirement Specifications Document KOHA

Contents

Table of Contents
1 Introduction ...............................................................................................................................6
1.1 Library management system & its significance ............................................................................ 6
1.2 Business Process Conventions ...................................................................................................... 6
2 Scope of Document.....................................................................................................................7
3 Key Assumptions ........................................................................................................................7
4 Source/Related Documents ........................................................................................................7
4.1 Workshop Participants .................................................................................................................. 7
4.2 Definitions and Acronyms ............................................................................................................. 7
4.3 Intended Audience ........................................................................................................................ 7
5 Business Process Identification ...................................................................................................8
5.1 KH-01 UOP-Central-Library -As-Is- New/Returning Student & Staff Account Creation Process .. 8
5.1.1 Activity Preface ..................................................................................................................... 8
5.1.2 Prior Activities ....................................................................................................................... 8
5.1.3 Process Diagram .................................................................................................................... 8
5.1.4 Process Description ............................................................................................................... 8
5.2 KH-02: UOP-Central-Library -As-Is- Book Issuance Process .......................................................... 9
5.2.1 Activity Preface ..................................................................................................................... 9
5.2.2 Prior Activities ....................................................................................................................... 9
5.2.3 Process Diagram .................................................................................................................... 9
5.2.4 Process Description ............................................................................................................... 9
5.3 KH-03: UOP-Central-Library As-Is- Book Renewal Process ....................................................... 10
5.3.1 Activity Preface ................................................................................................................... 10
5.3.2 Prior Activities ..................................................................................................................... 10
5.3.3 Process Diagram .................................................................................................................. 10
5.3.4 Process Description ............................................................................................................. 10
5.4 KH-04: UOP-Central-Library As-Is- Book Return Process .......................................................... 11
5.4.1 Activity Preface ................................................................................................................... 11
5.4.2 Prior Activities ..................................................................................................................... 11
5.4.3 Process Diagram .................................................................................................................. 11
PeopleSoft Campus Solution Implementation for University of Peshawar 4
 Requirement Specifications Document KOHA

5.4.4 Process Description ............................................................................................................. 11

5.5 KH-05: UOP-Central-Library -As-Is- Clearance Certificate Process ............................................. 12
5.5.1 Activity Preface ................................................................................................................... 12
5.5.2 Prior Activities ..................................................................................................................... 12
5.5.3 Process Diagram .................................................................................................................. 12
5.5.4 Process Description ............................................................................................................. 12
5.6 KH-06: UOP-Central-Library -As-Is- Budget Process ................................................................... 13
5.6.1 Activity Preface ................................................................................................................... 13
5.6.2 Prior Activities ..................................................................................................................... 13
5.6.3 Process Diagram .................................................................................................................. 13
5.6.4 Process Description ............................................................................................................. 13
6 Requirement Gathering Document............................................................................................ 14
6.1 Borrowing Privileges ................................................................................................................... 18
6.2 Action Items Receive ................................................................................................................... 19
6.3 Action Items Remaining .............................................................................................................. 19

PeopleSoft Campus Solution Implementation for University of Peshawar 5

 Requirement Specifications Document KOHA

1 Introduction
This document provides a blueprint which Inbox Business Technologies will follow in implementing
online library management system (KOHA) at University of Peshawar Central Library. The bases of
decisions made in this document are the requirements and data gathered during the requirements
phase of the project.

1.1 Library management system & its significance

The KOHA Library Management system offers many flexible and convenient features, allowing librarians
and library users to maximize time and efficiency. This Library System gives the all detailed information
about students, staff and books. It will track on how many books are available in library and books
issued to the students. It will provide book lost in library. It sends notifications for the books overdue
and the fines due for not returning the books. It keeps the record of the suppliers and book binders. It
generates MIS reports for management. The elements of the KOHA ILS include
Searching and browsing
Maintenance of the catalogue
Patron accessibility to the collection and own holdings (OPAC)
Statistics
Budgeting
Circulation (checking documents in and out, holding information, reservations, renewals etc.)
Acquisitions, Cataloguing and Reporting.
The project also aims at integrating the ILS with PS campus solution. Inbox Business Technologies will
provide security mechanisms and processes by which the risk of unauthorized modifications will be
mitigated.

1.2 Business Process Conventions

Step to be performed in People soft Customized Pages/Screen

Manual Step Customized Reports

Decision BoxStart / End

This document is the outcome of the Requirements Gathering phase for the Library Management
System.

PeopleSoft Campus Solution Implementation for University of Peshawar 6

 Requirement Specifications Document KOHA

2 Scope of Document
The scope of this document is to document the business requirements of KOHA online library system.

3 Key Assumptions
The document is prepared purely on the basis of meetings held with Stake Holders and data gathered
during the requirements phase of the project.

4 Source/Related Documents
Sr.NO Document Name/Description
Meetings / sessions held for Requirement gathering

4.1 Workshop Participants

Sr.NO Name Position Organization
1 Habib Ur Rehman Librarian UOP

4.2 Definitions and Acronyms

Sr.NO Abbreviation Description
1 KH KOHA
2 N/A Not Applicable
3 Req. # Requirement Number
4 TBD To be decided
5 OPAC Online Public Access Catalog
6 UOP University of Peshawar
7 CMS Campus Management Solution

4.3 Intended Audience

The target audience of the document includes University Central Library. The document makes no
attempt to explain KOHA features exhaustively and assumes that the audience has sufficient knowledge
to understand and verify the business requirements. The audience includes:

University Librarian
UOP- CMS Project Manager

PeopleSoft Campus Solution Implementation for University of Peshawar 7

 Requirement Specifications Document KOHA

5 Business Process Identification

5.1 KH-01 UOP-Central-Library-As-Is- New/Returning Student &Staff Account

Creation Process

5.1.1 Activity Preface

The following processdiagram illustrates how the Central Library office manages Students&Staff New
Account Creation in UOP as well as process for returning students.

5.1.2 Prior Activities

S. No Process Name
1. N/A

5.1.3 Process Diagram

5.1.4 Process Description

Process Identifier Activity Activity Detail
KH-01.1 Issue Membership Form Student/Staff gets membership Form from Central Library
KH-01.2 Fill Form attached required Student/Staff fill Form and attached required Documents
Documents
KH-01.3 Verify Department verifies Student/Staff status &(Stamp)
Student/Staff membership Form
KH-01.4 Submit Form Student/Staff submits form in Central Library along with
required documents
KH-01.4.1 Correction of Required If a membership form is incomplete then the Student/Staff
Documents has to resubmit it by making necessary corrections
PeopleSoft Campus Solution Implementation for University of Peshawar 8
 Requirement Specifications Document KOHA

KH-01.5 Receive & issue If a membership form is complete then Librarian Issue
Membership Card membership card to Student/Staff in a week time

5.2 KH-02: UOP-Central-Library -As-Is- Book Issuance Process

5.2.1 Activity Preface

The following process diagram illustrates how the Central Library office manages Students/Staff Book
Issuance in UOP.

5.2.2 Prior Activities

S. No Process Name
1. N/A

5.2.3 Process Diagram

5.2.4 Process Description

Process Identifier Activity Activity Detail
KH-02.1 Student/Staff Present Student/Staff Present Library membership card to
Membership Card librarian
KH-02.2 Validate Membership Card Librarian check & validate card with records in the
register
KH-02.2.1 Book declined If Student/Staff book limit is exceeded then Librarian
does not Issue the Book
KH-02.3 Enter Issue Book Information If Student/Staff book limit is available, then Librarian,
Set due date enter the book information in register and set due date
KH-02.4 Stamp Book Librarian stamps the due date inside the book and also
on membership card

PeopleSoft Campus Solution Implementation for University of Peshawar 9

 Requirement Specifications Document KOHA

5.3 KH-03: UOP-Central-Library As-Is- Book Renewal Process

5.3.1 Activity Preface

The following process diagram illustrates how the Central Library office manages Students/Staff Book
Renewal in UOP.

5.3.2 Prior Activities

S. No Process Name
1. N/A

5.3.3 Process Diagram

5.3.4 Process Description

Process Identifier Activity Activity Detail
KH-03.1 Student/Staff brings Book Student/Staff brings a book for Renewal
KH-03.2 Check Book Information Librarian checks book information in the register
KH-03.2.1 Not Issue Book If Student/Staff apply for Renewal 2 times, then Librarian
does not Renew the book
KH-03.3 Update Due date If Student/Staff apply 0 or 1 time for Renewal then
Librarian Renew the book and update book due date
KH-03.4 Stamp Book Librarian stamps the due date inside the book

PeopleSoft Campus Solution Implementation for University of Peshawar 10

 Requirement Specifications Document KOHA

5.4 KH-04: UOP-Central-Library As-Is- Book Return Process

5.4.1 Activity Preface

The following process diagram illustrates how the Central Library office manages Students/Staff Book
Return in UOP.

5.4.2 Prior Activities

S. No Process Name
1. N/A

5.4.3 Process Diagram

5.4.4 Process Description

Process Identifier Activity Activity Detail
KH-04.1 Student/Staff brings Book Student/Staff brings book to return to the library
KH-04.2 Librarian Check Card Number Librarian checks Membership Card Number or Name of
of Student/Staff the Student/Staff in The Register
KH-04.3 Librarian Show Fine Amount Librarian checks to see if due date has been exceeded
and then Librarian will show Fine amount
KH-04.4 Student/Staff Pay Fine in Student/Staff will pay Fine in Bank and submit receive a
Bank daft Bank slip to Central Library
RA-04.5 Accept Book If Student/Staff has no fine than Librarian Accept Book
Check out (Check out)
RA-04.6 Librarian update book Status The Librarian would update the status of the book in
register so that it can be borrowed by other
Student/Staff

PeopleSoft Campus Solution Implementation for University of Peshawar 11

 Requirement Specifications Document KOHA

5.5 KH-05: UOP-Central-Library -As-Is- Clearance Certificate Process

5.5.1 Activity Preface

The following process diagram illustrates how the Central Library office manages Students/Staff
Clearance Certificate in UOP.

5.5.2 Prior Activities

S. No Process Name
1. N/A

5.5.3 Process Diagram

5.5.4 Process Description

Process Identifier Activity Activity Detail
KH-05.1 Issue Clearance Certificate Student/Staff gets Clearance Certificate Form from
From Central Library
KH-05.2 Student/Staff Fill Clearance Student/Staff Fill Clearance Certificate Form
Certificate From
KH-05.3 Librarian Check Card Number Librarian Check Card Number of Student/Staff in Register
Student/Staff then Check information for fine& Books.
KH-05.4 Return Books Student/Staff return books to library
KH-05.5 Receive Books Librarian receives book and enter in the register.
KH-05.6 Pay Fine In Bank Student/Staff has pay fine in the Bank.
KH-05.7 Receive bank draft slip Student/Staff submits Bank draft slip to Library and
librarian enters in the register.
KH-05.8 Issue Clearance Certificate Librarian issue Clearance Certificate.

PeopleSoft Campus Solution Implementation for University of Peshawar 12

 Requirement Specifications Document KOHA

5.6 KH-06: UOP-Central-Library -As-Is- Budget Process

5.6.1 Activity Preface

The following process diagram illustrates how the Central Library office manages Budget in UOP.

5.6.2 Prior Activities

S. No Process Name
1. N/A

5.6.3 Process Diagram

5.6.4 Process Description

Process Identifier Activity Activity Detail
KH-06.1 Demand for New Books& Head of Library Demands for new booksand periodicals
Periodicals etc. etcfor upcoming fiscal year.
KH-06.2 Request for Purchase New The Treasurer Office receives request for Purchasing new
Books& Periodicals etc. booksand periodicals etcfor upcoming fiscal year.
KH-06.3 Approve in Meeting Vice Chancellor approves requests for Purchasing new
booksand periodicals etcfor upcoming fiscal year.
KH-06.4 Purchase New Books& Central Library Purchase new booksand periodicals etc.
Periodicals etc.

PeopleSoft Campus Solution Implementation for University of Peshawar 13

 Requirement Specifications Document KOHA

6 Requirement Gathering Document

Req. # Requirement Detail Applicable Fit/Gap Comment

[KH-01] Library Access Y Librarian Staff access will be restricted

Staff access can be restricted to access KOHA from to access the system with in campus
campus location only. only. No one outside the campus can
access the system.
This preference protects the system by blocking
unauthorized users from accessing the staff client
program and settings using their IP addresses.

[KH-02] Roles & Permission Rights Y Head Librarian is Super Librarian.

Roles can be assigned by functions.
University Central Library catalog
Administrative Functions Applicable section deals with cataloging only
Super-librarian: access to all Y and acquisition section deals with
functions. acquisition.
Circulation: carry out circulation Y
tasks. Every department has their own
libraryin addition to Central Library.
Catalogue: search the catalogue. Y Similar structure probably applies to
Parameters: administer the system all other department library too in
parameters. UoP.
Borrowers: manage the public users
Note: Central Library as well as each
(addition, modification, restriction,
etc.). department library is managed
individually as separate entity and no
Permissions: administer staff access
information is shared between them
to functions.
except cataloging and searching.
Reserves for others: place reserves on
items for any borrower.
Reserves for oneself: place reserves
for oneself
Loan: loan items to borrowers.
Cataloguing: manage the catalogue.
Charges: manage the fines and fees
levied against members.

[KH-03] Admin Email Y librarian@upesh.edu.pk

This preference allows one email address to be
specified to receive email messages from patrons
regarding modifications requests, purchase suggestions
& questions.

PeopleSoft Campus Solution Implementation for University of Peshawar 14

 Requirement Specifications Document KOHA

Req. # Requirement Detail Applicable Fit/Gap Comment

[KH-04] Library Address Y They are planning to use this

Library addresses to be used for printing overdue functionality for printing overdue
notices & receiptsand reminders.
notices & receipts (Mailing Address different from the
Central library will provide this
physical address).
information during Build phase.

[KH-05] Auto Barcode Generated Y UoP would like to use Barcode

The system can automatically generate barcode from functionality right now, however
within KOHA. The functionality can be turned on/off. they are planning to implement RFID
technology in future.

[KH-06] Session Timeout Y Use delivered functionality.

Session can be timed out due to account inactivity.

[KH-07] Hold On Damaged Items Y Holds can be placed on damaged items

The system gives you options whether hold requests and Fines can also be charged for
can be placed on items that are marked as damaged damages as well.

[KH-08] Not for Loan Override Y UoP would like to use this functionality
The system can restrict access to items meant to stay in to put restriction on certain items that
library, such as reference materials and other library cannot be loaned. List will be provided
resources. later on.

[KH-09] Allow Fine Override option Y Fines can be waived off on the
The library staff can override the fines rules. discretion of the librarian.

[KH-10] Show Checkout Name Y No Show Checkout Name is use in the

This preference allows all users to see who has the item Central Library as they dont have any
checked out If it is checked out. system right now but they would like
to use this feature going forward.

[KH-11] Fine Calendar Y UoP would like to use this functionality

Calendar needs to be setup so that the fines will not be and holiday calendar would be setup
accrued during instances when the library is closed during master data conversion. So that
(holiday calendar needs to be maintained). no fines will be incurred when the
library is closed.

[KH-12] Fine Mode Y In case of delay in return by

The system can handle fines accrued by students (Off, Student/Staff he will be charged 5 RS
Test & Production). The Test value prompts KOHA to Per Day.
email fine notifications. Production requires significant
effort to calculate overdue fines.
Bank Fine Slip.jpg

[KH-13] Global Due Date Y In UoP there is Semester as well as

The system can sets a specific date upon which all Annual System. Semester end date or
PeopleSoft Campus Solution Implementation for University of Peshawar 15
 Requirement Specifications Document KOHA

Req. # Requirement Detail Applicable Fit/Gap Comment

library materials must be returned (Summer Break or year-end date will be setup for all
Spring break). library items that needs to be returned
back. The system should have the
ability to send alerts for overdue books
via email.

[KH-14] Max Reserve N/A No such feature is currently offered by

Number of max reserve requests someone can make. UoP Central Library.

[KH-15] Max Borrow Y Instructors & Postgrad staff can

Maximum number of books of a certain category a borrow more resource books and
student can borrow fewer resource
certain type of patron group can borrow.
BS & Master
4 Books | 21 Days Limit
M.Phil. , PhD & Staff
6 Books | 21 Days Limit

But in future

BS & Master
4 Books | 30 Days Limit
M.Phil. , PhD & Staff
6 Books | 30 Days Limit

[KH-16] Max Outstanding N No limit.

This preference sets the monetary limit a patron can
have fined to the account before KOHA will no longer
allow holds to be placed.

[KH-17] Amazon Review OR Search Module Y UoP would like to use Amazon review
Allow or prevent Amazon reviews from being displayed feature and for this purpose an
in the Staff Client. account needs to be setup on the
Amazon website to have this
functionality turned on.

UoP would also like to integrate with

the seminar libraries of the campus
and to the National Library of Pakistan
etc.

[KH-18] Auto Y UoP would like to place its own logo on

KOHA logo can be replaced by school/university logo website.

PeopleSoft Campus Solution Implementation for University of Peshawar 16

 Requirement Specifications Document KOHA

Req. # Requirement Detail Applicable Fit/Gap Comment

Central Library
Logo1.jpg

[KH-19] Auto Email Y Library system should send out an

An automated email can be generated for every new automated email when a new account
account with their username & password. is created with their sign on
information.

[KH-20] Acquisition of Library Materials Y UoP library manage following library

items:
Which types of materials obtain by the library?
a) Books purchase & Donation
b) Periodicals
c) Theses/dissertations, etc

[KH-21] Cataloguing of Library Materials Y Separate Template will be shared for

each items type mentioned below
Need Separate MARC Framework format for following relevant to UoP library items type
items: during design phase

Books Entry Form Books Entry Form

Thesis Entry Form Thesis Entry Form
Journals Articles Journals Articles
Newspapers Articles Newspapers Articles

[KH-22] Inter Library Option Y UoP Library would like to have Inter
Library Loan option.So they can loan
The system gives you options to loans books to other books to other libraries.
libraries

[KH-23] Multilingual facility Y UoPwould like to maintain booksof

different languages in the library.

Ability to store information regarding books of different English

Urdu
languages.
Arabic
Persian
Pashto
Hindko
Punjabi/ Siraiki
Sindhi
Balochi

[KH-24] Report Y Statistical report of each section and

each library as per requirements of the
library. Report format will be decided
PeopleSoft Campus Solution Implementation for University of Peshawar 17
 Requirement Specifications Document KOHA

Req. # Requirement Detail Applicable Fit/Gap Comment

in design phase.

Appendix A:

6.1 Borrowing Privileges

Category of Membership Academic Staff Administrative staff Students
(Full-time)
Type category

Open shelfitems, Accompanying For use in the For use in the library For use in the
materials(DVDs, CDs), library only only library only

Red Spot (RS) Discuss Discuss Discuss

Reference (R) For use in the For use in the library For use in the
library only only library only

Thesis For use in the For use in the library For use in the
library only only library only

Research Paper For use in the For use in the library For use in the
library only only library only

Journals & Journal Articles For use in the For use in the library For use in the
library only only library only

Multimedia:- For use in the For use in the library For use in the
library only only library only
1. Video Cassettes

2. Audio Cassettes * For use in the For use in the library For use in the
library only only library only

3. CD-ROM * For use in the For use in the library For use in the
library only only library only

4. VCD * For use in the For use in the library For use in the
library only only library only

5. DVD * For use in the For use in the library For use in the
library only only library only

PeopleSoft Campus Solution Implementation for University of Peshawar 18

 Requirement Specifications Document KOHA

6.2 Action Items Receive

Sr. No Action Items (To be Provided by UOP) Receive
1 Student Enrolment Form Receive
Staff Membership Form
2 Return of Library Books Receive
3 Clearance Certificate Form Receive
4 Central Library Logo Receive
5 Borrower Card Receive
6 Date Slip For Book Receive
7 Book Property Slip Receive
8 Budget Call For The Financial Year Receive
9 Central Library Instructions Receive
10 Manual Fine Notice List Copy Receive
11 Academic Calendar (Assistant Registrar Receive
Academic)
12 Global Due Date (Assistant Registrar Academic) Receive

6.3 Action Items Remaining

Sr. No Action Items (To be Provided by UOP)
1 Not for Loan Override List

PeopleSoft Campus Solution Implementation for University of Peshawar 19