MOUNT KENYA UNIVERSITY

RESEARCH METHODS

LIBRARY INFORMATION SYSTEMS IN

SCHOOLS RESEARCH PROPOSAL

SUBMITTED BY:

LEAH MAINA
BCOM/2018/66392

SUBMITTED ON:

12TH MARCH 2021

UNIT: RESEACH METHODS

BAR 301
ACKNOWLEGEMENT
My sincere gratitude to my supervisor whose comments to this study and insight has led
to the completion of this study, without this guidance such a research report would not
have been possible.
 INTRODUCTION

Thank you for considering this research proposal for a library software.
This article is basically a research document that I intend to be short, simple and
detailed.

1.0 ABSTRACT

This research has been started to determine the use of an automated library
management system, and how the use of computers can affect students, teachers,
librarians and other stakeholders who use manual library systems.

Live Library Solution is an information system meant to automate manual library

operations. Details of students, department personnel, teachers and other decision
makers are created, housed and tracked within the system, to which library resources
can be associated and schedules for issuing of books can be managed easily.

Live library solution is an alternative proposal over manual library management system.

This research has collected information on manual library systems from Somo School,
questionnares and observations have been made on over 400 students, 10 teachers, 2
librarians. Analysis has indeed indicated the school’s need of information system

Five good reasons why you need a library system for your school.

1. It is excellent for communicating with: students, teachers, parents plus everyone

one else in the world.
2. For administration and management.
3. Global sources for study materials.
4. It is an excellent database tool.
5. It instills greater professionalism.
6. And very simply, it is the right thing to do.

System Portals
The system will enable School Administrators to login and perform various functions
and duties;
  Register new students, teachers and create their details.
 Registration of library resources.
 Security portal for users and passwords.
 Main menu to act as a quick board the system.
 Generate Reports and print.
 Track and query records.
 Perform Lending and Returning of books.

Other Modules include;

 Import and export
 Database
 Uploader

BASIC STANDARD PREMIUM

Description Basic features, Includes all basic Features
simple features high remote control.
interface. performance and Cloud
Has full rich interface. services.
capabilities Intergrates
different
devices such
as mobile.

COST 80,000 120,000 200,000

Contents
ACKNOWLEGEMENT....................................................................................................................................2
INTRODUCTION...........................................................................................................................................3
1.0 ABSTRACT..............................................................................................................................................3
Five good reasons why you need a library system for your school......................................................3
System Portals.....................................................................................................................................3
CHAPTER ONE..............................................................................................................................................7
1.1 SUMMARY.........................................................................................................................................7
1.2 STATEMENT OF PROBLEM.................................................................................................................7
1.3 OBJECTIVE OF RESEARCH...................................................................................................................8
1.4 LIMITATION AND SCOPE OF THE RESEARCH......................................................................................9
1.5 SIGNIFICANCE OF THE STUDY............................................................................................................9
CHAPTER TWO...........................................................................................................................................10
REVIEW OF LITERATURE............................................................................................................................10
2.1 ELECTRONIC INFORMATION USAGE................................................................................................10
CHAPTER THREE........................................................................................................................................12
FOCUS OF THE STUDY................................................................................................................................12
3.1 LIBRARY USAGE................................................................................................................................12
3.2 LIBRARY SERVICE.............................................................................................................................12
3.3 PROFILE OF THE SCHOOL UNDER STUDY.........................................................................................13
The Library.........................................................................................................................................13
Information Resources......................................................................................................................13
Library Services..................................................................................................................................13
Open Hours........................................................................................................................................13
CHAPTER FOUR..........................................................................................................................................14
RESEARCH METHODOLOGY.......................................................................................................................14
4.1 RESEARCH DESIGN...........................................................................................................................14
Questionnare.....................................................................................................................................14
Observation.......................................................................................................................................15
4.1 DATA ANALYSIS PROCEDURE...........................................................................................................15
CHAPTER FIVE............................................................................................................................................16
ANAYSIS AND PRESENTATION...................................................................................................................16
CHAPTER SIX..............................................................................................................................................19
SUMMARY, CONCLUSION AND RECCOMENDATION.................................................................................19
6.1 Summary of Findings.......................................................................................................................19
6.2 Conclusion.......................................................................................................................................19
6.3 Recommendation............................................................................................................................20
BIBLIOGRAPHY...........................................................................................................................................21
 CHAPTER ONE

1.1 SUMMARY
Libraries are very essential to education institutions, and quality library service directly
affect quality of education.
Administrators from secondary and tertiary schools in Kisumu County, lack real-time
and computerized facility when delivering library services within the school. I propose a
Live Library Solution, a computerized management software.
Today library administration is challenging due to shortcomings of manual operations in
Somo School. For example, you can you easily guess how long it would take to request
a record of the number students from any class, that have borrowed the library books at
any time? The report would normally take a longer time than necessary before any
decision maker such as the department head can have a look. My system would do this
in seconds for your school, with a few clicks you may request a print.
Student’s are limited to borrow only one or two books at a time because of poor record
management and cumbersome operations of manually checking entries, students have
to wait in long cues and must return the books at fixed schedules. Teachers who make
frequent Library visits to acquire teaching materials are also presented with the same
challenge of waiting for the long process. This system allows the librarians to issue and
track resources very easily. Time is easily manageable to allow students and teachers
more flexibility in schedules.
What is even better, is the reduced paper work and storage location of physical records.
The system has capabilities to store digital records on the cloud and locally using
flashdisks. Creating backups has never been easier.
The system has security control features meant to authorize access of privileged data
between administrators and other users. Administrators, employees, and other bodies
will be able share information from the system database and the department.
I hope that though this study education institutions can realize importance of information
systems for libraries and to further scale library opportunities by meeting needs of
students teachers and other stakeholders.

1.2 STATEMENT OF PROBLEM

This study has explored how students can better make use of library resources, how
libraries can contribute additional materials such as electronic books and still track
transactions and associated records.
How frequently do students need learning materials?
Can students or teachers be issued multiple learning materials at a time when required?
Can students renew return dates to return materials without delaying other interested
learners?
Can libraries handle a significant amount of transactions and generate reports when
required?
Can the department share information with other departments and decision makers?

An existing manual system exists as with most institutions, basically it requires a list of
books, students and librarians being recorded in legers. Every library transaction is then
made in separate lists for future reference, reports are generated by scanning such
documents when required. It is very simple and compact manual system although
library records are relatively big.

The problem with the system for example is in terms of scalability, say when more
books are bought for the school whose information is recorded and tagged before they
can be issued. This can be an overwhelming task that would require more effort,
alternatively using today’s technologies; you can simply use scanners to summaries
information and share it with the department.
The manual system is reliable as long as the associated challenges can be control by
measures such as;
 Long cues
 Huge recording and storage space
 Record duplication checks to remove repetitions
 Among other control methods.

1.3 OBJECTIVE OF RESEARCH

The purpose of this research proposal is to outline possible solution of implementing
Live library solution, in order to mitigate problems experienced in manual library
systems.

This purpose helps answer questions such as;

a) Investigating if institutions can benefit and advance from acquiring a live library
system or be important for other work.
 b) Outlining existing problems with manual system?
c) How the proposed system will be implemented and its features?
d) How will live library solution mitigate challenges in manual library systems?
e) How stakeholders such as teachers and parents can benefit from library
department?

1.4 LIMITATION AND SCOPE OF THE RESEARCH

The study is limited to four levels of learners of Somo School, it was undertaken in the
academic year of 2020/2021. Its primary attention is on the use of a computerize
information system, features and advantages over manual systems. Moreover, the
study seeks to find out effect of using live library solution on librarians, library
department, students and other stakeholders while being limited to find out if learners
and library department can be motivated to implement a computerized management
system to the use of library resources.

1.5 SIGNIFICANCE OF THE STUDY

The study seeks to develop insight to what role the live library solution would play in
Somo School. It will help investigate learners and library department would prefer using
manual system, and/or automated system.
This research is very important will guide decision makers and librarians be more aware
of advantages of library information systems. And existing problems with manual
systems and plan on how to mitigate these challenges.
 CHAPTER TWO

REVIEW OF LITERATURE

Previous literature help understand how those studies can relate to present study. In
other words, proper understanding for researchers in many related studies henceforth
by providing groundwork for the tasks investigated.
The library information science encyclopedia states that libraries indeed reflect how well
learning institutions do when providing educations to learners. Libraries are central to
learning activities for students and teachers a like although day to day operations of
libraries vary from school to school.
Altman and Hernon (1998, page 53) stated that users such as learners are the best
adjudicators of library services. I would add librarians too provide insightful information
on the use of management systems, especially those who have experienced and
implemented this automated tool. Opportunities are limitless and few problems exist
such as initial training and setup.
Whitmire (1998) expresses that learners who borrow learning materials as desired by
them at their convenience showed more improvement in their critical thinking. This
directly advocates on the use of information systems in libraries.
Osinulu study (1998) showed that low investment of library service and therefore library
users have not experienced full potential of library service in academics. He added
libraries should help endorse a context for academics.

2.1 ELECTRONIC INFORMATION USAGE

The last two decades has seen a lot of advances in libraries and information systems.
Some of the major developments include;
 Global Information sources.
 Compact information space and networking.
 Internet and connectivity.
 Remote learning and sharing.
Print learning materials have also been replaced due to wide usage of electronic
learning and teaching alternatives.
One of the studies that researched use of electronic information and academics, (Day
and Bartle, 1998) showed academic institutions have accepted electronic information
sources to have greater impression on academic pursuit.
 CHAPTER THREE
FOCUS OF THE STUDY
Traditionally libraries have long used manual systems in delivering services, this can be
traced back to early learning institutions. The major observable development has been
introduction of computers and information systems. Most of the modern institutions
employee automated systems and only use manual system as back ups.
Today libraries are integrating internet, eLearning resources, network collaborations,
information sharing between departments and remote learning.this is because more
people are becoming conversant with electronic devices, this has been seen with
mobile devices and personal computers.

3.1 LIBRARY USAGE

The actual use of libraries as an independent area of focus has shown to fuel need for
informations systems in order to curb cues and waiting lists. As noted earlier, library use
has many opportunities and knows no limit, however only small potential of use is
practiced.

Whitemire (2001) shows library use by learners was direct to their status. Candidates
had more assignments and used more resources than their juniors.

3.2 LIBRARY SERVICE

Sometime library service can be discouraging to learning due to waiting lists cues and
overall management. Sometimes students require more time in terms of how much time
they can borrow books, sometimes they need more books. It is very important to find
out if a manual system still track manual these record lists, if the number grew
significantly?

Information systems have an upper hand in this area, it is possible now for students to
order more, some learning materials can be duplicated if being used in the library and
therefore serve more students. With automation the department can focus on delivering
learner satisfaction because of improved service.
3.3 PROFILE OF THE SCHOOL UNDER STUDY
Somo school was established in 1978. It is located in Kisumu 100 meters from the
Kisumu sports ground. Its vision is to produce all round student, with a population of
1000 students.

The Library
Centrally located one storey bulding, it is able to house 500 students at a time.

Information Resources
The library employees the following learning materials for both teachers and learners;
 Text books
 Magazines and journals
 Reports
 Encyclopedias
 Special texts
 Internet

Library Services
Library services at Somo school include;
 Borrowing and issuance of books.
 Student edication and refferance
 Study space
 Internet and email

Open Hours
Somo School library is opened from 5 am to 9 pm during week days. And 8 am to 2 pm
during weekends.
 CHAPTER FOUR
RESEARCH METHODOLOGY
Here we define problems, formulation hypothesis, collecting, organizing, analysis,
making conclusions and testing.

4.1 RESEARCH DESIGN

This is planning and structure in order to asses a solution to research queries and
control. For this study Somo School was used in the research, the question raised was,
if use of automated live library solution was beneficial to learners and the learning
environment.

4.2 SOURCE DATA

The biggest source of research data was from primary, secondary and some tertiary
schools. Questionnaire was main tool of research in order to gather deeper insight.
Books, internet articles were also used for consultation.

4.3 POPULATION
The sample population for this study was 50 students and 5 teachers of Somo School.
This was due to their wide usage of library department for academics.

4.4 SAMPLING PROCEDURE

Random sampling of 50 students and 5teachers was employed for this study. They
were explained about the purpose of the study and allowed to fill out questionnaires.
There were very few follow up questions and students were very excited and open to
the automated library.

4.5 DATA COLLECTION

The following was adopted;

Questionnare
This seemed to be the best method to be used, it was reliable, consumed basically a
few minutes. And analysis would be drawn easily from respondents in this manner.
15 questions were included in the questionnaire about the impact of manual library
system and use of automation. Out of the 50 learners and 5 teachers, only 45 students
and 5 teachers filled out their questionnaires within the allocated 25 minutes.

Observation
On visiting the Somo School library, observation of normal day to day functioning of the
library was observed. The researcher used observation method in order to develop
more insight on library transactions and issuance of learning material by teachers and
learners.

4.1 DATA ANALYSIS PROCEDURE

Having completed the questionnaires, the forms were collected, coded, cleaned and
tabulated for easy analysis. Approximation, percent and other arithmetic tools were also
employed during analysis before drawing conclusion.
 CHAPTER FIVE
ANAYSIS AND PRESENTATION

On collection of data from Somo School, it was tabulated problems with manual system
were highlighted, automation was suggested as an alternative, importance of
information system was stressed, borrowing time was investigated, record keeping,
filing and storage was also presented.
User response was drawn in the following figures;
Table 1
Name Distributed Returned
Students 50 45
Teachers 5 5
Total 55 50

Figure 1

QUESTIONNARES DESTRIBUTED AND RETURNED

returned not returned

Table 2
Satisfied with maual Dissatisfied
 system
Students 5 40
Teachers 1 4
Total 6 44

Figure 2

Satisfaction with manual system vs dissatisfaction

satisfied dissatisfied

Table 3
Satisfied with automation Dissatisfied
Students 40 5
Teachers 5 0
Total 45 5

Figure 3
SATISFACTION WITH AUTOMATION

satisfied dissatisfied
 CHAPTER SIX
SUMMARY, CONCLUSION AND RECCOMENDATION

6.1 Summary of Findings

Based on the survey done among students and teachers the following findings are
presented;

a) The questionnaire given to 50 sample size of 1000 students and 5 sample of 10

teachers was given.
All teachers responded. Only five students did respond the questionnaires.
It was an overwhelming number of teachers and students who opted for
automation over manual library system.
The learners were dissatisfied with library service and their ability to maximize
use.

b) It was interesting to find out that the majority users of the library were exited
about automation over manual system.

6.2 Conclusion
Based on the findings above one can conclude that;
The library is central to academics in Somo School because;
 It houses learning materials.
 Provided learning space.
 Library department was charged with advancing learning experience.
 Automation was accepted by libraries.
 Information system was more advantageous over manual system, although both
system could be implemented using manual system as backup.
Today students have embraced technology especially in learning institutions to;
 widen learning opportunities.
 provide efficiency security.
 Realtime management and borrowing.
 Longer borrowing time for more resources.
 Centralized information.
 Increased interest in using library resources.
More over,helping decision makers in providing policies and needed regulations, since;
 management is simplified
 reporting is extensive and precise
 information sharing possibilities
 backup and security

6.3 Recommendation
The researcher made the following recommendations from studying possible resolution
of implementing Live library solution, in order to mitigate problems experienced in
manual library systems in Somo School.
a) The Physical library is still very significant and appreciated by students and
teachers.

b) Students are daunted when they face long queues, cannot borrow enough
materials for assignments or when they don’t have enough time with these
learning materials.

c) All departments should collaborate to ensure that library resources along with
electronic resources are appropriately used.

d) Libraries ought to regard the Internet as one of the most imperative information
sources.
 BIBLIOGRAPHY

Appleton,Leo ”Perception of electronic library resources in further education” in “

The Electronic library” vol.24, no.5, 2006. p.619

ALA World Encyclopedia of Library and Information Science.-Chicago: American

Library Association, 1980. p.4

Mahapatra,R.K and Bhuyan, Soudamini “Harnessing Information Culture in

Academic Environment” in “Library Hearld” vol.41, no.2, june 2003.

Majid,Shaheen and Abdoulaye,kaba”Use of the Internet for reference services in

Malaysian Academic libraries” in “online information review” vol.24, no.5,
2000 (accessed on 28th May, 2008).

Walsh, John ”The Effects of Library Orientation on Student Usage of the library” in
“Library Hi Tech News” vol.25, no.1, 2008. p. 27