A PROPOSAL FOR

LIBRARY SYSTEM

OF

PALLAS-PAPAGUEYAN ELEMENTARY SCHOOL

In Partial Fulfillment

of the Requirements for the Course

Systems Analysis and Design

Soriano, Mark Jasper, Z.

Cruz, Jefferson Faith P.

De Torres, Janine C.

DONNA M. SALINAS
October 2010
Organizational Structure
 Marlita B. Soriano
Principal

KINDER PREP GRADE I GRADE II

Arsenia Garibay J ovy Terrado Leny Soriano C ora De Vera

Vanjie
Evelyn Fabia J enny Melendez Gina De Vera
C asupanan

GRADE III GRADE IV GRADE V GRADE VI

Marlyn Dalisay Rodina C aplili Samuel Bautista

Bing Vallo

Marnely Soriano Thelma Mac altao C ecilia Rufino Lilia De Vera

Marissa C hua Regilito Ocang Thelma J abonalla

Office Layout
 Storage
unit

Filipino English

Book shelf

Science
Librarian desk

Reading Area

Math
Bagage counter

History

Legend:

Computer

Printer

THE PROBLEM
Background of the Study

Computers are almost in all places. It has changed how people

work and the routine of companies and procedure in other
establishments. It is resourceful and performs wide variety of task.
Computer increases productivity for both individuals and organizations
because they are fast, accurate, able to process huge amounts of
information and eliminate boring works.

It is an integral part of today’s society; it characterizes the future

for many people. People have found the importance of computers in
agencies and institutions whether private or public. This is especially
true in universities and colleges. They are using computers in various
processes.

Before the evolution of computers, all the details in a library

used to be maintained manually. This is not advisable because
maintenance and retrieval of information becomes tedious. Modern
computers have the capability of handling numbers of tasks with
intelligent control over the whole process. An automated library
system automates a library by storing all the details involved in
maintaining a library.

The mission of the Automated Library System we proposed is

to create integrated services for members and administration of Pallas-
Papagueyan Elementary School Library. This System is to provide
facilities for users to enter information into the system directly, instead
of passing the information usually on paper. The system will be
designed to provide and manage the library including the borrowing,
returning and searching of books.
The development of the quality of a system depends on how helpful it
is and how would reinvent such institutions libraries in solving students
problems. It must be able to identify the areas of concern within the
system and its environment. It can makes the data standardized,
remote access to files, greater capability for doing things to and with
the computer-based files, and increased vulnerability to technological
failure, more secure and automated document and records handling.

The system provides inventory of books for easier access and

effortless searching generating the records provides the borrower to
know if that certain book is available. System that can know which
titles it already has.

The system will also reinvents the traditional way of borrowing books,
which is the used of library forms. Since we are on automation it is
hence a fact that it would not be record intensive. The system provides
an access to the student’s data with the use of his information. The
librarian would just type the ID number of the student borrowing form
for encoding of the books that he will borrow to know if the book is
available. Automated library System for Santo Pallas-Papagueyan is
very useful because it is a cost effective and space saving alternative
to common document shelving technologies.

Adoption of the proposed system would be a great help in

development for the said school, because every institution needs
accurate, complete and timely information. To make decisions and
survive in today’s competitive world.
Statement of the Problem

This study aims to design and develop a Library System of

Pallas-Papagueyan Elementary School. Specifically, it seeks to answer
the following question:

1.What are the Processes invalued in the existing system in the

Pallas- Papagueyan Elementary School.

2. What are some problems encountered in the existing system?

3. What features will be incorporated in the proposed system?

Significance of the Study

Library is the best place in the School where the students

review and study. It is the place where students study so our group
aims to improve the manual operation of the library system. We
thought of something that makes the time of students and library
personnel decreases for searching and borrowing of books.

The main objective of our group is to help change the

existing system of Pallas-Papagueyan Elementary School. To make
their library system to be automated. So that managing of their library
will be more efficiently and secure.

1. Students/borrowers

It will be easy for them to know if the book they’re searching in

the library is existing and they will have lesser time to locate where the
books located.

2. Library personnel
 It will lessen their paper works when it comes to maintaining data
that contains all the records in the library as the computer restore the
details.

3. School

The library management system is to provide quality data in the

School in a timely fashion through systems that are completely
integrated. This will provide opportunities for operational efficiency.

4. Researchers

We are encouraged to cooperate each other for the success of

this study. For we know that this proposed study can help for the
betterment of the files of our chosen company. We learned more about
Library System.

Scope and Delimitation

Pallas-Papagueyan Elementary School manual Library System

involves too much paper works, unorganized files and also high risk of
redundancy is involved. For that reason, we decided to make
necessary improvements by providing a system that will feature
records of books in the library. So that students and the librarian could
find what they are looking for and can easily have the book they
need .And the task of the librarian will become easy.

The system, however, is equipped to access by the

administrator and the system cannot access on line.The system focus
in circulating,book cataloging and Report generator.

The Existing System

 By using the present system, work is done manually. So, each
and every transaction takes much time to complete. Whenever user
requires any information, the searching and update process also takes
more time and it is difficult to search particular information. As the
transactions of the books increases there is more information to be
processed and stored.
All the students in the school can borrow books in the library
and for the student to have that certain book the librarian will check
first if the book is available or not and that certain activity is time
consuming. In the returning of books the student will just present the
books that he or she borrowed. The librarian will check if the book was
been borrowed verify if there is a penalty charge. When the necessary
preparatory steps are done, students again will be able to do such
necessary activities in the library.

In searching of books,the students also cosumes a lot of time in

locating in each book shelf if he do not know which subject does the
book belong.

In report generation,the librarian keep all the data in a manual process

by listing all the records in a paper.

Flowchart for the Proposed System

 start

Student
filling up the
log book

Student present
his id no. and the
librarian input the
id no.in the
system

Students looks for

books

Input the return

book int the end
Student record system
already exist

false Input the book that

Student return the
the student wants
book
to borrow and
check if available

Student borrow the

The book exist
book

Flowchart of the Existing System

 start

Student
filling up the
log book

Students look for

books

Student record
already exist Input the
return
book in the end
borrowing
form

Input the book in a

borrowing form that
the student wants to
borrow and check if
available Student return the
book

false

Student borrow the

The book exist
book

The Proposed System

 By using the proposed system, the whole system is
computerized. So, each and every transaction takes less time to
complete and secure the all data in the library. The proposed system is
designed to reduce time spent on various actions for searching,
borrowing, and inventory of books. It is easy to search the category of
the book .

In locating books inside the library. The student may just input
the author's name or the title that she wants and just by simply
clicking the search option button on the said system.

When it comes to borrowing of books the computer student will

just present the student's id to the librarian. If the student has record
on the computer, the personal information will appear as well as the
previous books that the student have been borrowed, the-in-charge
may now add the books that the student wants to borrow. But if the
student doesn't have a record on the library, the computer will now
display a dialog box asking if they want a new record.

With its user-friendly interface system, the user will easily grasp
its concept.

REVIEW OF RELATED LITERATURES

Introduction

Library Management System is a system program that is used in

a library for an easy use of addition of books, burrowers, issue dates,
return dates, fine payments. It is done through a database
programmed so, it gives a good interface to the operating user and a
safe database for the storage of data like books and burrowers. It is
very useful software for librarians and it requires a computer for the
operation

Related Literature

According to Ken Chad of Ken Chad Consulting we are at a major

point of change in the wider information economy within which library
systems form part of a larger whole. He was writing in a briefing paper
about the study in library management systems . This study examined
the systems used in higher-education libraries across the UK and came
up with some significant observations and recommendations. It noted
that the LMS market in UK higher education is already mature and that
four main vendors (ExLibris, Innovative, SirsiDynix and Talis) have
almost 90 per cent of the market. This market maturity means,
according to the study authors, that the benefits to libraries of
changing LMS provider are limited.

Library users expect to find everything together says Stephen

Abram, vice president for innovation at SirsiDynix, the leading provider
of software solutions and associated services for libraries.According to
her traditionally, the library management system or integrated library
system (ILS) was responsible for running libraries efficiently and
effectively. Over the last few years, the role of the ILS has been
expanding from meeting library needs to delivering user experience.
 According to Elisabeth Robson usability is a key requirement for
users, says Elisabeth Robson, Product manager for Online Computer
Library Center. The catalogue has become a way to pull together
disparate resources, including commercial resources and web links.
Library management systems also allow circulation, including check
in/check out and enable libraries to purchase materials and track
where they are.
METHODOLOGY

We search for a methodology that will be applicable for our

proposed system and we decided that the appropriate model is water
fall.

Waterfall model is a sequential software development process,

in which progress is seen as flowing steadily downwards (like a
waterfall) through the phases of Conception, Initiation, Analysis,
Design, Construction, Testing and Maintenance.
Requirement Analysis and Project Planning

In this first stage of waterfall model diagram, there is a

meeting with the customer, to understand the requirements. The first
stage, this is said to be the most crucial stage, as any
miscommunication and misinterpretation at this stage may give rise to
the software, that is been developed

System Design

The requirements that are gathered in the previous phase are

broken down into logical units, so that the software process becomes
easy for implementation. This is the stage, when the software
requirements along with the hardware requirements for every unit are
identified. Then the designs are made accordingly. To sum it up, this is
the phase, where the fundamental work for actual programming and
implementation is done.
System Implementation

In this phase the actual development of the software takes place.

This phase is also known as coding and verification phase. Based on
the algorithms written in the previous phase, software program is
written. For every module, software code is written and tested, to
check if the correct output is received.

System Integration and Testing

Now all the modules are integrated, after which the software is
tested for correct output. All the bugs that are made, due to
integration are removed. Then software testing is carried out again.

System Deployment and Maintenance

This makes for the final phase of the waterfall model, where the
software is deployed at the clients side, after it has undergone
thorough testing. After the deployment of the software, routine
maintenance work is carried out. Once the software has been
deployed, in case the customer asks for any changes or
enhancements, then the entire process is restarted.
Level Context 0
 overdue books

Student ID no.

Student information available books

Library system
Book name of Pallas- books borrowed
Papagueyan
Elementary
School
Returned books
Librarian
Student

Student Information

Book details

Availble books

Books borrowed book request

Unreturned books

Penalty
 Data Flow Diagram

student librarian
Book Title
Book info

Book author
ID no.
Student name
Student grade 1.0 2.0
Book title
Book title Book that Check
D2 Book available
want to availability
borrow of book
Book information
List of order,title and author of book

D1 Student transaction D3 Student request book

Student transaction
Book request
3.0
Generate the
No request of book
book details

Student transaction
Get the details of the book
Librarian order

Book request
D4 Transaction file
No.of book request
librarian

Supplies order

5.0 Student return overdue Librarian book record

Book
returning 4.0
Check the
Book details book
Return the book Check the no.of
the book
Check the info of
student
D5 Book was
student return
List book borrow
Gantt Chart
 S e p2 0 1 0 O c 2t 0 1 0
ID Task N am e
6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8

1 D e c id in g t h e to p ic
2 P r e p a r in g in t e r v ie w q u e s t io n
3 In t e r v ie w e d t h e c o m p a n y
4 C o m p a n y p r o f ile
5 O r g a n iz a tio n a l c h a r t
6 O f f ic e la y o u t
7 B a c k g ro u n d o f th e s tu d y
8 S t a t e m e n t o f t h e p r o b le m
9 S ig n if ic a n c e o f th e s t u d y
10 S c o p e a n d d e lim it a tio n
11 T h e e x is tin g s y s te m
12 T h e p r o p o s e d S y s te m
13 R e v ie w o f r e la t e d lit e r a tu r e s
14 M e th o d o lo g y
15 C o n te x t le0v e l
16 D a t a f lo w D ia g r a m
17 E n t ity r e la tio n s h ip D ia g r a m
18 In t e r f a c e
THE SYSTEM

Log In

Pallas-Papagueyan Elementary School

Library System

User Name

Password

Log In

Log in Page This form is use for logging-in on the system.

Password is required since the system offers for security purposes so
that authorized personnel is required to access the system
 Menu

Pallas -Papagueyan Elementary School

Library System

Books

Students

Borrowing and Returning

Generates Reports

Exit

Menu. It is the main window that will appear when the

librarian will log in. The user could click on the option such as
Books, Student, Borrowing and Returning of Books, and
generates Reports
 B ook
oo k R e co rd s

P allas-P a pagu eyan E lem e ntary S ch ool

Lib rary S ystem

Title Search

A u thor Edit

delete

Add

Exit

Upon clicking the book records this dialog will appear. It includes
the Book title , Book author and book publisher of the book r with the
buttons search, add, delete, edit and exit
 B o rr
r r o w in g A n d R e tu
t u r n in g

P a lla-P
s a p a g u e y a n E le m e n ta ry S c h o o l
L ib ra ry S y s te m

Borrow

R eturn

Cancel

Borrowing and returning page. It includes the borrow and return

Buttons
 Book

Pallas-Papagueyan Elementary School

Library System

Returned on time

Over due

Enter

cancel

Upon clicking the records generator this dialog will appear. It

includes the records ,returned on time and overdue books .
 Borrow Book
Boo k

P allas-Papagueyan Elem entary S chool

Library System

ID.no

Book Title

Enter

Exit

Upon clicking the borrow book this dialog will appear. It includes
the id number and the book title and it includes buttons enter and exit
 Return Book

Pallas-Papagueyan Elementary School

Library System

ID.no

Book Title

Enter

Exit

Upon clicking the return book this dialog will appear. It includes
the id number and the book title and it includes buttons enter and
exit.
 Book List

Pallas-Papagueyan Elementary School

Library System

Search Search

Book No. Book Title Availability Author Subject

01 Stars Yes J asper Science
02 Bahaghari No Faith Filipino
03 Algebra Yes J anine Math

Exit

Upon clicking the book list this dialog will appear. It shows the
different books that the library has. It also appear if that certain book is
available