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Automated Ìnformation System for Marikina City Library
CHAPTER VII
THE PROPOSED SYSTEM
GoaIs of the Proposed System
%e goals of te study are to develop or design an "Automated Library
Ìnformation System¨ tat will monitor and facilitate te operations in te Marikina City
Library. %is automated system will be useful for aving a convenient and systematic
way of conducting transactions in te library. Anoter goal is to provide an electronic
way to te city library tat will made tem follow te trends of tecnology. And lastly %o
ave a system tat will attract more users to te library and terefore appreciate ow
te library can contribute to te information needs of te students, workers, and
researcers especially to te people of Marikina City.
Objectives
O %o produce an organized and accurate reports.
O %o develop a system tat will provide an efficient way of making transactions,
procedures and accessing information or records for te library.
O %o provide security to te records or information on te Marikina City Library.




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Automated Ìnformation System for Marikina City Library
Data Dictionary
Borrower(s)
Data Name Data Type Data Description
orrower's First name %ext Not less tan 1 but not
more tan 25
orrower's Middle name %ext Not less tan 1 but not
more tan 25
orrower's Gender %ext Not less tan 1 but not
more tan 10
orrower's Address %ext and number Not less tan 10 but not
more tan 100
orrower's %elepone Number Not less tan 7 but not
more tan 30
%able 1a. orrower's Data Dictionary
Book(s)
Data Name Data Type Data Description
ook %itle %ext Not less tan 2 but not
more tan 50
ook Autor %ext Not less tan 2 but not
more tan 50
ook Subject %ext Not less tan 2 but not
more tan 50
%able 1b. ook's Data Dictionary

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Automated Ìnformation System for Marikina City Library
&sers of the Proposed System
%e Automated Library Ìnformation System will be a very useful system for te
Marikina City. Ìt will also benefit all te people using te library and te people tat are
involve on te operations in te library. Specifically tey are te following:
Borrower(s)
%roug an automated library system, te borrower/s can easily find te books
tat tey are looking for witout going troug te traditional way of searcing a library
material. Convenience is more visible for it is not time-consuming, resulting to a number
of accomplised works.
Librarian(s) and library staff(s)
%e automated library system would improve te monitoring capacities of tose
wo maintain te library. Ìt would be easier to determine weter a particular book is
on-self or not. Also, tey can easily identify wen will te borrowed material be
returned and if a borrower as failed to return te book on its due date. Furtermore,
te library staff would be muc guided wen it comes to recognizing new inventory
books, letting tem arrange it promptly and accordingly.

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Automated Ìnformation System for Marikina City Library
Gantt Chart
ACTIVITIES J&N J&Y A&G SEPT OCT
1. Planning stage

2. udget summary and review

3. Canvassing of materials needed

4. Purcasing of materials needed

5.System analysis and design

6. Prototype development

7. Program finalization and testing

8. User's acceptance and testing

Diagram 5. Gantt Cart
%is Gantt cart sows all te activities tat will occur for te creation of te
automated library information system for Marikina City library. From te diagram, it all
begin on te midweek of June werein te planning stage starts, next is te budget
summary and review, Canvassing of materials needed, Purcasing of materials needed,
system analysis and design, Prototype development, Program finalization and testing
and last is te User's acceptance and training/ testing. %is Gantt cart is a useful
diagram to establis organized and well planned activities to attain te objectives of te
study and provide a useful system for te Marikina City Library.

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Automated Ìnformation System for Marikina City Library
Cost EvaIuation and Justification
SPECIFICATIONS COST
Hardware Requirements 1
st
Year 2
nd
Year 3
rd
Year 4
th
Year 5
th
Year
Power Supply P290 - - - - - - - - - - - - - - - - - - - -
Monitor P5,188 - - - - - - - - - - - - - - - - - - - -
Keyboard P350 - - - - - P350 - - - - - P350
Mouse P225 - - - - - P225 - - - - - P225
Printer P2,195 ŴŴŴŴŴ ŴŴŴŴŴ ŴŴŴŴŴ ŴŴŴŴŴ
TotaI P8,248 P575 P575
%able 2a. Cost Evaluation and Justification for Hardware Requirements
%e Hardware Requirements needed for te creation of te automated library
information system comprises of te basic ardware in a computer to do its functions.
%e power supply tat will be using is te Radius AVR 4 outlet wit 110 Socket %e
monitor is an Acer X163W Widescreen LCD Monitor, te A4tec KS-720 A-Sape
Natural Slim PS/2 Keyboard, A4%ec OP-620D 2X Click PS/2 Optical Mouse and
Canon Pixma iP2770 Printer. %e replacement of te keyboard and mouse will be done
on te 3
rd
year and 5
t
year of te operation but it may also be subjected for
replacement as soon as it malfunctioned.
SPECIFICATIONS COST
Software Requirements 1
st
Year 2
nd
Year 3
rd
Year 4
th
Year 5
th
Year
Windows XP P2,199 - - - - - - - - - - - - - - - - - - - -
TotaI P2,199
%able 2c. Cost Evaluation and Justification for Software Requirements
For te Software requirements for te system, te Windows XP will be te
Operating system to be installed provided tat tis OS is user friendly and can run suc
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Automated Ìnformation System for Marikina City Library
software or programs needed for te system. %ese programs include te Microsoft
Access and te Visual asic.
SPECIFICATIONS COST
Manpower Requirements 1
st
Year 2
nd
Year 3
rd
Year 4
th
Year 5
th
Year
Computer Programmer P7,800 - - - - - - - - - - - - - - - - - - - -
System Administrator P7,900 - - - - - - - - - - - - - - - - - - - -
Computer %ecnician - - - - - P1,000 P1,000 P1,000 P1,000
TotaI P15,700 P1,000 P1,000 P1,000 P1,000
%able 2b. Cost Evaluation and Justification for Manpower Requirements
asically, te creation of system would not be possible if tere is no one wo
manipulates it. Human resource requires te individual capacity or capability of a person
to perform task/s Acieving rests in teir ands. A computer programmer designs
software programs troug building logical work flow carts, te functionality of wic is
translated into one of several languages tat computers can understand.
Ìn te majority of cases, te computer programmer also designs a grapical user
interface (GUÌ) so tat non-tecnical users can run te software troug easy, point-
and-click, menu-oriented modules. %e GUÌ acts as a translator between te user and
underlying software code, negating te need to know te command line structure of te
language.
%e System Administrator is responsible for effective provisioning,
installation/configuration, operation, and maintenance of systems ardware and
software and related infrastructure. %is individual participates in tecnical researc
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Automated Ìnformation System for Marikina City Library
and development to enable continuing innovation witin te infrastructure. %is
individual ensures tat system ardware, operating systems, software systems, and
related procedures adere to organizational values, enabling staff, volunteers, and
partners.
Ìn addition, it will assist project teams wit tecnical issues in te Ìnitiation and
Planning pases of our standard Project Management Metodology. %e Computer
Repair %ecnician as knowledge of circuit boards, processors, cips, electronic
equipment, and computer ardware and software, including applications and
programming.
%e Computer Repair %ecnician provides customer and personal services. %is
includes customer needs, assessment, meeting quality standards for services, and
evaluation of customer satisfaction. %e Computer Repair %ecnician as knowledge in
macines and tools, including teir designs, uses, repair, and maintenance.

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Automated Ìnformation System for Marikina City Library
System Run Chart












Diagram 6. System Run Cart of te Proposed System

Ìn tis diagram, te Librarian encodes te details of te book to be borrowed; tis
includes te book title, te book autor and te call number of te book. After te
manual encoding of te details, te librarian saves te borrower/s' files wic can be
found at teir library records. %e records will keep track on te library's assets for
monitoring and updating purposes.
Library File
Storage
Computer Files
Verification
Encode and update
Verified
Report
Computer Record
ook inventory
monitoring
ook inventory
report
Computer Record
Updated
report
Computer Record
Verified
book details
Computer Record
Library File
Storage
Computer Files
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Automated Ìnformation System for Marikina City Library
Data FIow Diagram







Computer Record







Diagram 7. Data Flow Diagram of te Proposed System

%e diagram above sows te data flow diagram of Marikina City Library. Ìt starts
from te filling of te call slip of te borrower. %e call slip tat includes te books and
borrowers' details will be send to te librarian. %e librarian will receive te call slip and
processed it for verification. %e verified book information will be encoded to te
computerized library's file storage. %e recorded information will now be stored for
tracking and te book or library material will be given to te borrower.
orrower Librarian
Verify te
status of
materials
Valid book request

Verified
ook details
Encode
te Details
Processed
Details
Library
Material
Send
Details to
Librarian
ook request
ook and
borrowers' details
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Automated Ìnformation System for Marikina City Library
Program FIow Chart








S%AR%
User Name
and
Password
Librarian
EXÌ%
Main
Screen
Y
Y Y
N
N

Welcome
Screen
Add/ delete/
cange book
information
Add/delete/
cange
book
ook
Record
orrower
Record
Log Out
Y
N

8ec

8ec
Diagram 8. Program Flow Cart
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Automated Ìnformation System for Marikina City Library
%e diagram sows te processes involve in te automated library information
system for Marikina City Library. %e different symbols are used to state te inputs and
outputs of te said system. Ìn line wit tese are from te start of te system it will be
start on te display menu were in te administrator can access it troug its user name
and password. Next is te preference of te operation tat will ne need for te librarian.
%e orrowing, Searcing and cancelling of books tat will be followed by te process
and te direct on page previews.