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AN AUTOMATED LIBRARY CIRCULATION SYSTEM: MAKERERE BUSINESS

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 AN AUTOMATED LIBRARY CIRCULATION SYSTEM FOR
MAKERERE BUSINESS INSTITUTE

BY

ALINAITWE MARVIN

15/U/3250/EVE

215016820

A Research Project Submitted to the East African School of Library and

Information Science in Partial Fulfillment of the Requirements for the

Award of Degree in Library and Information Science of

Makerere University

2018

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 DEDICATION
I dedicate this project to my beloved parents Mr. and Mrs. Mike and Jenipher Businge and the
entire Family for their unconditional love, care, counsel and for their priceless and incredible
support of and in all aspects. May the good Lord keep you alive to enjoy your sweat.

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 ACKNOWLEDGEMENTS
First of all, I would like to thank the Almighty God the most gracious and most merciful for the
wisdom and knowledge, the health and protection and all that he has bestowed on me so that this
project becomes a success.

Sincere gratitude goes to my beloved parents and my entire family for the spiritual, moral and
financial support accorded to me throughout the entire course of my education.

I take the honor to convey my sincere gratitude to Makerere Business Institute Library
administration, staff and students, the center for my research project for having given me the
chance to conduct my study with/on them.

I thank Dr. Norah Naiboka Odoi my supervisor for the support, patience and continuous
guidance throughout the research period and the skills that she has bestowed on me, which have
brought out the best effort in me towards the accomplishment of the project.

Continuously in a special way I would like to convey my belated thanks my brother Simon
Murungi and my friends Shafiq Lutaaya and Maureen Justine Amoding for their support and
encouragement. It has been yielding sharing and learning from you all. May the Almighty God
bless you and reward you accordingly.

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 Table of Contents
DEDICATION ........................................................................................................................................... iv
ACKNOWLEDGEMENTS ....................................................................................................................... v
LIST OF TABLES ..................................................................................................................................... ix
LIST OF FIGURES .................................................................................................................................... x
LIST OF ACRONYMS ............................................................................................................................. xi
ABSTRACT .............................................................................................................................................. xii
CHAPTER ONE ......................................................................................................................................... 1
INTRODUCTION TO THE STUDY........................................................................................................ 1
1.1 Background to the topic ...................................................................................................................... 1
1.1.1 Background of Makerere Business Institute ................................................................................ 3
1.2 Problem statement ............................................................................................................................... 3
1.3 Aim of the Study ................................................................................................................................. 3
1.4 Objectives of the study........................................................................................................................ 3
1.5 Research Questions ............................................................................................................................. 4
1.6 Scope of the study ............................................................................................................................... 4
1.6.1 Conceptual Scope ........................................................................................................................ 4
1.6.2 Geographical Scope ..................................................................................................................... 4
1.6.3 Time Scope .................................................................................................................................. 4
1.7 Significance of the Study .................................................................................................................... 4
1.7.1 The Library staff .......................................................................................................................... 4
1.7.2 To the Users (Students)................................................................................................................ 5
1.7.3 To the Researcher ........................................................................................................................ 5
1.8 Definition of key terms ....................................................................................................................... 5
CHAPTER TWO ........................................................................................................................................ 7
LITERATURE REVIEW .......................................................................................................................... 7
2.1 Introduction ......................................................................................................................................... 7
2.2 The Overview of the Circulation Service ........................................................................................... 7
2.3 The types of reading materials in academic libraries .......................................................................... 8
2.4 Types of Circulation Systems. .......................................................................................................... 10
2.5 The Strength of the Manual Circulation System ............................................................................... 14
2.6 The Challenges of the Manual Circulation System........................................................................... 14

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 2.7 Research Gap .................................................................................................................................... 15
CHAPTER THREE .................................................................................................................................. 16
RESEARCH METHODOLOGY. ........................................................................................................... 16
3.1 Introduction ....................................................................................................................................... 16
3.2 Area of Study .................................................................................................................................... 16
3.3 Research Design ........................................................................................................................... 16
3.4 Population of the Study ..................................................................................................................... 16
3.4.1 Target Population....................................................................................................................... 16
3.4.2 Sample Size ............................................................................................................................... 17
3.5 Sampling and Sampling Techniques ................................................................................................. 18
3.5.1 Purposive Sampling Strategy ..................................................................................................... 18
3.5.2 Convenience Sampling Strategy ................................................................................................ 18
3.6 Data Collection Methods and Research Instruments ........................................................................ 19
3.6.1 Questionnaires ........................................................................................................................... 19
3.6.2 Observation ................................................................................................................................ 20
3.6.3 Interview .................................................................................................................................... 20
3.7 Data Quality Control ......................................................................................................................... 21
3.7.1 Triangulation.............................................................................................................................. 21
3.7.2 Preparing Instruments ................................................................................................................ 21
3.7.3 Developing Procedures for Data Collection and Process .......................................................... 22
3.8 Ethical Consideration ........................................................................................................................ 22
3.9 Limitations of the Study.................................................................................................................... 22
CHAPTER FOUR .................................................................................................................................... 24
DATA ANALYSIS AND DISCUSSION OF FINDINGS ...................................................................... 24
4.1 Introduction ....................................................................................................................................... 24
4.2 Findings............................................................................................................................................. 24
4.3 Experience of library staff at the circulation desk ............................................................................ 27
4.4 Current circulation system used by MBI library ............................................................................... 28
4.5 Challenges of the existing circulation system at MBI library. .......................................................... 30
4.6 New library circulation system ......................................................................................................... 32
4.7 Expectations from the automated library circulation system ............................................................ 33
CHAPTER FIVE ...................................................................................................................................... 35

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THE PROPOSED AUTOMATED LIBRARY CIRCULATION SYSTEM FOR MAKERERE
BUSINESS INSTITUTE. ........................................................................................................................... 35
5.1 System Analysis ................................................................................................................................ 35
5.2 Data Analysis .................................................................................................................................... 35
5.3 Requirements Determination and Analysis....................................................................................... 35
5.4 Requirement Analysis ....................................................................................................................... 36
5.5 System Requirements........................................................................................................................ 37
5.6 System Design .................................................................................................................................. 38
5.7 Logical Design .................................................................................................................................. 40
5.8 Implementation, Testing and Validation of Results.......................................................................... 43
5.9 Screen Shots of the System. .............................................................................................................. 44
5.10 System Test and Validation ............................................................................................................ 46
CHAPTER SIX: SUMMARY, CONCLUSION AND RECOMMENDATIONS ............................... 48
6.1 Introduction ....................................................................................................................................... 48
6.2 Summary ........................................................................................................................................... 48
6.3 Conclusion ........................................................................................................................................ 48
6.4 Recommendations ............................................................................................................................. 50
REFERENCES ......................................................................................................................................... 52
APPENDICES ........................................................................................................................................... 55
APPENDIX I .......................................................................................................................................... 55
APPENDIX II ......................................................................................................................................... 57
APPENDIX C ......................................................................................................................................... 58

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 LIST OF TABLES
Table 1: Sample Size .....................................................................................................................18
Table 2: Composition of respondents ............................................................................................24
Table 3: Information materials normally borrowed out .................................................................27
Table 4: Hardware Requirements ..................................................................................................37
Table 5: Software Requirements ....................................................................................................38
Table 6: Data Dictionary................................................................................................................39
Table 7: Data dictionary for processes...........................................................................................40
Table 8: Showing Entities and their associated attributes Modeling Relationships between
Entities ...........................................................................................................................................42

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 LIST OF FIGURES
Figure 1: Gender distribution of the respondents ..........................................................................25
Figure 2: Borrowing frequency of library materials by students ...................................................26
Figure 3: Loan period of information materials by the students. ...................................................29
Figure 4: Need for a library circulation system .............................................................................33
Figure 5: Context Diagram ............................................................................................................38
Figure 6: Entity Relationship Diagram ..........................................................................................41

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 LIST OF ACRONYMS
OPAC Online Public Access Catalogue

MBI Makerere Business Institute

QR Quick Response

ICT Information Communication Technology

ERD Entity Relationship Diagram

ISBN International Standard Book Number

CD Compact Disk

E- Electronic

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 ABSTRACT
The study was carried out at Makerere Business Institute. The aim of the study was to design an
automated library circulation system for MBI library to prevent the delays and reduce time of
operation every time a user borrows and returns information materials

The objectives of the study were; to identify the types of materials at MBI library, find out the
strength and challenges of circulation system used at MBI library and to design, test an
automated circulation system at MBI library and provide recommendations for implementation

The study was set to collect data from 75 respondents but only 55 responded positively. Several
data collection methods were used by the researcher to collect data which included; observation
method, interview method, and questionnaires. The instruments used by the researcher to collect
information included; questionnaire guides, interview guides and observation guides

Findings revealed that MBI library has challenges in the provision of circulation services due to a
number of problems like; time consumption, difficulty in keeping statistical records, escape with
books without authorization and delay in returning the information materials.

The researcher recommends that in order to improve circulation services in MBI library, the
library should endeavor to train their librarians on the management of the library circulation
system, purchase more equipment for circulation activities such as computers and servers and
scanners, the library budget should be enhanced, the security and physical infrastructure of the
library should be improved. In general, the library should be automated to over the problems in
place.

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 CHAPTER ONE

INTRODUCTION TO THE STUDY

This chapter covers the background to the topic & study area, problem statement, aim of the
study, objectives of the study, research questions, scope of the study, significance of the study
and the definition of key terms.

1.1 Background to the topic

Foskett (2014), libraries are places used to keep business, legal historical and religious records of
civilization.

Buffy (2010), defines circulation as a systematic process of checking out of information items in
the library for use and acquisition of knowledge

Holm (2006), in a library setting, the circulation system is a sub-system of the library among the
other sub-systems for example cataloguing, reference, acquisition management and
administration.

Chauhan (2004), a circulation system refers to the systematic process of checking in and
checking out of information items in the library to users

Arsdale (2015), circulation is a library term that means checking out library materials to users. It
is used to designate the service desk where you check out and return materials, as well as the
library staff that work at those desks. Typically, circulation unit’s process returned items and
prepare them to be returned to those items for repair. Circulation staff often are responsible for
shelving new and materials.
Circulation units also provide a lost and found service.

Themightquil (2015), library circulation comprises activities around the lending of library books
and other material to users of a lending library.

Nurg (2016), Library circulation comprises of the activities around the lending of library books
and other material to users of a lending library. A circulation department is one of the key
departments of a library. The main public service point is the circulation desk or loans desk
usually found near the main entrance of library. It provides lending services and facilities for

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return of loaned items. Renewal of materials and payment of fine are also handled at the
circulation desk. Circulation staff may provide basic search and reference desk. The circulation
desk is in most cases staffed by library support staff instead of professional librarians.

Oguntoke (2015), a library circulation system is a database management system program that is
used in a library for an easy use of addition of books, borrowers, issue dates, return dates, fine
payments. It is done through a database program so, it gives a good interface to the operating
user and a safe database for the storage of data like books and borrowers. It is a very useful
software for librarians and it requires a computer for operation. Williams (2008), defined a
library circulation system as one of the oldest management discipline systems and was
essentially born out of the need to manage ever growing amounts of data being created within
libraries. In a world where on hardcopy data existed, there was always a physical limit to the
amount of data that could be stored and retrieved. It could be argued that Microsoft with the
introduction of MS-Office and MS-Windows released users from this physical limit and with the
exponential increase in data that has resulted, circulation system has become an intrinsic part of
most organizations as they seek to manage the vast quantities of data they hold.

Pervez (2001), notes that owed to the automated, circulation is one of the most affected areas of
library services, which saved a lot of time of users as well as staff; with the help of web OPAC,
users can search information from anywhere at any time, users can easily do the reservation of
library sources and it helps to avoid the theft of library resources with Radio Frequency
Identification (RFID) system.

Egunjobi & Awoyemi (2012), noted that automated system enables easy access; that is users are
able to search for materials within the library and from remote locations via search items such as
author, title, subject, call number and other keywords allows staff to better serve users and
facilitate a multitude of tasks. The study revealed that, the filling of slips for charging of books
were a thing of the past; books are just scanned during borrowing

Peyala (2011), asserts that the automation of the circulation unit enhances funds control, quick
checking of approved books devoid of duplication and manages labor intensiveness in the
manual system.

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1.1.1 Background of Makerere Business Institute

The Makerere Business Institute (MBI) is a diploma awarding institution that is accredited by the
Uganda National Examinations Board and was established in 2004. It has a population of over
1000 students pursuing both diploma and certificate courses.

1.2 Problem statement

Makerere Business Institute is still using the manual circulation system, where users mostly
students use borrower’s cards when borrowing information resources and users without cards are
not able to get the required information materials from the library. The manual system is
associated with difficulties like delays in issuing and returning of library and information
resources, misplacement and loss of cards, it takes long to identify the user’s needs by the
librarian when discharging information materials. This project is intended to have a database
where data about the books in the library will be stored and new arrivals will also be registered,
names of users that intend to borrow the books in the library will also be registered in the
circulation system and the duration of lease of books would be included. Therefore, there is need
to develop an automated library circulation system for MBI library to quicken the accessibility to
information resources, to avoid the delays and reduce the time of operation when charging and
discharging of information materials.

1.3 Aim of the Study

The aim of the study is to design an automated library circulation system for MBI Library to
prevent the delays and reduce the time of operation every time a user borrows and returns
information materials.

1.4 Objectives of the study

1. To identify the types of library materials at MBI library

2. To find out the current circulation system used at MBI library

3. To find out the strength and challenges of the circulation system at MBI library

4. To design, test an automated circulation system used at MBI library and provide
recommendations for implementation.

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1.5 Research Questions

1. What are the types of library materials found at MBI library?

2. What are the strengths and challenges of the current circulation system at MBI library?

3. What are the requirements needed for designing, testing and implementation of an
automated library circulation system?

1.6 Scope of the study

The scope of the study covered three main areas: Conceptual scope, Time scope and the
Geographical scope.

1.6.1 Conceptual Scope

The research focused on the four objectives of the study identified in 1.4 above.

1.6.2 Geographical Scope

The research was conducted at Makerere Business Institute (MBI) which is located in Makerere
along Sir Apollo Kaagwa Road in Kawempe South Division in Kampala.

1.6.3 Time Scope

The study covered a period of two months that is from May to June 2018

1.7 Significance of the Study

The research benefited the researcher, library staff at MBI and the library users (students) in the
following ways

1.7.1 The Library staff

This research contributed to enhance efficiency in the following ways; Speedy and accurate
decision making through the use of the automated system, improvement in the delivery and
quality service

The research project will therefore be of benefit to the management of libraries, computers and
other business organizations using the automated system. Hence, the theories and concepts
contained therein can be infused into their management system.

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The automated circulation system improves the monitoring capacities of those who borrow the
library materials. It also eases the determination whether a particular book is on-shelf or not. In
addition, books could easily be identified when borrowed and are not yet returned on its due date
to the library.

1.7.2 To the Users (Students)

The proposed automated circulation system helped save time of the users, it will also ease access
to information for users.

1.7.3 To the Researcher

The researcher was able to learn more skills and gather more information for the particular topic
of the study.

1.8 Definition of key terms

Computer

Woodford (2016) defines a computer as an electronic machine that processes information in

other words, an information processor.

Circulation

Burfy (2010) defines circulation as a systematic process of checking out of information items in
the library for use and acquisition of knowledge.

Circulation System

Holm (2006) in a library setting, the circulation system is a setting is a sub-system of the library
among the other sub-systems for example cataloguing, reference, acquisition management and
administration.

Chauhan (2004), a circulation system refers to the systematic process of checking in and
checking out of information items in the library to users

Library Circulation

Themightquil (2015), defines library circulation comprises activities around the lending of
library books and other materials to users of a lending library.

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A system

Singh (2013), defines a system as a group of interacting, interrelated or interdependent element

forming a complex whole.

A library

Foskett (2014), libraries are places that were used to keep business, legal, historic and religious
records of civilization.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

The researcher reviewed literature of various scholars on the types of materials in academic
library, the current circulation system used, to establish the current system work, find out the
strength and challenges of circulation system and design, test and give recommendation for
implementations of the system. It contains literature view from a number of sources, these
include text books, internet and others. The chapter covers the research gap.

2.2 The Overview of the Circulation Service

Circulation is one of the key functions of libraries. The work involved in these functions is
known as circulation work.

Todd (2003), states that circulation section especially circulation desk is regarded as to center of
activities in the library. A majority of users have to deal with the staff of the circulation system.
And stated that it would not be physically possible to provide enough space for accommodating
hundreds of users who will have come to library if they know that they cannot take home the
books for reading purpose. Home reading suggests the need for some device by which the urge
for reading is fully satisfied without scarifying and fundamental principe.to solve this problem,
issue of books for home reading is practiced, which is major public service by the library. He
further stated that the library setting, circulation system is taken as a subsystem offer library
system. In this context the library system is taken as a sub system of circulation, reference and
administration. The circulation system has some other sub division which include user’s renewal
of existing user expired membership but still interested in using library facilities and services and
the withdrawal r cancellation of membership where conditions necessities. The other sub system
is check out deals with reminder t users with overdue information materials and collection of fine
from those users who have not headed to the reminder sent to them. Reservation is another sub
system which handles reservation of information materials and where condition dictate
reservation can be cancelled. Circulation information or record sub system main function is to
provide accurate information materials with particular information materials. the sub system

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must also provide information on the users with particular information materials which are out to
improve or reservation management. holm (2006)

Renewal is another sub system where users can get their informational material loan period
renewed with the item or without the item. Depending on the circulation policy provision or
procedure of renewal. the last sub system is the statistic of different nature, indicating numbers of
users visiting the library within the particular period which can be a day, a week or month.
Statistic for heavily used materials, number of information materials out is importance for the
management of the library. Holm (2006)

2.3 The types of reading materials in academic libraries

Newspapers

A newspaper is a collection of articles about current events usually published daiy.it is useful to
find out current into about international, national and local events and to find edition
commentaries, expert. (Osifoh, 2010)
Russell (2012), stated that magazine is a collection of articles and images about diverse topic of
popular interest and current events. Magazines may cover very serious material, but to find
consistent scholarly information, you should use journals. it is used to find opinions about
popular culture to find up to date formation abut current events and to general articles for people
who are not necessarily specialists about the topic.

Zainab and Hauwa (2013), a library constitutes of materials that are categories in the following
ways; blast, directories, periodical, (newspapers, magazines), pictures, maps, and atlases among
others.

Jonathan (2000), a library constitutes of materials that are categorized in the following way;
bks(general) and references, journals, periodic, audio visual, maps, microforms, images and
many. Other include archived materials, electronic resources like online database (electronic
books and journals)

Abolaji (2009), stated that the modern library is not a collection of textbooks but it includes other
sources like reference materials, books, periodic, newspaper, audio visual materials, government
publications and electronically stored and retrievable materials. Madu (2004), states that

8
although libraries are normally associated with books, they have numerous other research
resources, many of which are beyond the scope of what is easily accessible at home or on the
internet. More over while libraries have a plethora of both physical and digital resources, some of
their most variable assets are their human resources. Nwalo (2002), noted that because libraries
can house and accesses much information, one may not discover what your need until you spent
a lot of time exploring what is available. enlisting the help of a libraries resource including the
best ways for you to access them and whether they are the appropriate given your specific needs
or interests.

Art collections

Onwubiko (2002), stated that the walls of library display the work of many locally and nationally
known artists. several paintings and framed prints are available for patrons to check out and
enjoy in their own home or office.

Books

Books of course, make up the largest portion of materials available at libraries. the library books
are divided into two reference collections (onwubiko,2002) opera (2001), stated that libraries
house a number of resources that you can locate, handle, and use immediately. These physically
resources include periodically, magazines, newspapers, maps and manuscript, though some may
be used only at library.in addition, many libraries provide media resources such as firms, prints
CDs, cassettes and videos that you can access during media resources such as firms, prints CDs,
cassettes and videos that you can access during your visit. Of course, libraries also have books on
variety of subjects and often have book sharing arrangements with other libraries too. If you need
a book that is not on the shelves ask librarian to order it for you, if possible some libraries can
also arrange inter library loans of media resources, too.

Reference books

Undo (2004), noted that if the library does not have an item, it is able to request items from other
libraries in arrow head region. materials may be borrowed from almost all public and academic

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libraries through the system if the item is not already checked out at the other library most
materials can be available within about a week.

Maps

Udoh (2004), stated that maps are available at the front desk for the use within the library.
Libraries also have computer that contains topographical maps. Various atlases are also available
covering the country and the world.

Juvenile Books

Onwubiko Onu (2002), stated that these books consist of fiction (chapter books), easy (picture
books), paperbacks and non-fiction books. There is also a juvenile reference chapter and a parent
chapter shelved on the juvenile side of the library.

Francisco (2016), stated that the following are suggested types of library materials. A Book is the
hard back or paperback published written work, electronic-book is the downloadable
electronically published book.

Anusha (2012), lists some of the circulation materials in libraries to include; reference books of a
general or specialized nature. Books of fiction, books of biographies and autobiographies, books
supplement the college courses such as education, business, foreign languages, history, literature,
general books not related to specific subjects and books on subjects and books on special fields
not included in the college program of instruction. Magazines and newspapers which include
current issues and bound volumes, government reports and publications, pamphlets and
clippings, audio-visual materials such as pictures, films, plates, slides, microfilms and
microprints. Photographic reproductions of printed materials among others.

2.4 Types of Circulation Systems.

Newark Circulation System.

Rach (2016), Newark circulation system is the most widely used manual system in the United
States. It is simple to use for both borrowers and staff and is suitable for both small and medium-
sized libraries. The system requires no expensive equipment. There are two variations, self-
charge, which requires borrower participation and staff-charge with no borrower participation.

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When a library uses a self-charge method, borrowers remove the book card from the pocket and
write their names and identification numbers or other required information on the first available
blank line. The borrower gives the book card to the circulation attendant, along with a library
card or other form of identification. The staff member verifies the identity of the borrower and
stamps the due date in book and on the book card.

Wood (2008), stated that “Any number of attendants may give out books at the same time,
puzzles may be solved at odd moment and not while the reader waits. Statistics are easily kept
and from the book card, the librarian may learn just how popular a book is and who has had it.”

Speed and accuracy were Cruden (2000), noted that “One issue clerk and three runners (to
acquire books from stacks) can issue 300 books an hour, while one receiving clerk can credit the
return of many more than that number. The accuracy of the method is I think, apparent. The book
card shows who has the volume and when it is due.”

Newark System

Kumar (2001), illustrates that the Newark system, the user is issued with a borrower’s card.
Details regarding the borrower’s name, address, registration number, date of expiry, signatures of
the borrower are given. In addition, columns for due date, date returned are given. A book card
with the details about the book (call number, name of author, title, accession number) along with
the columns for the due date, borrower’s name or signatures and registration number are put in
the blank pocket inside the book cover sometimes the column for the name/signature is omitted.
A date label is pasted inside the book on the fly leaf (a page facing the book or front card board
cover of the book) call number, accession number, date of release, along with the rules for
overdue charge and columns for the due date given.

Browne Circulation System

Blatchford (2009), noted that when libraries began lending their stock, they needed systems to
keep track of the books. There were many and varied systems, depending on the size of library
and community it served. From the early years of operation through until the late 1950’s at its
Cambridge Terrace Location, the library used the card-based Browne system. The borrower

11
exchanged one of their borrower cards for the books they wished to take away. The book was
stamped with the return date and the cards filed in date order to be retrieved when the book came
back. The systems were cumbersome and time consuming. As loan volumes increased, libraries
looked toward automation to improve their efficiency.

Browne System.

Ranganathan (2006), talks about the Browne system as a method where each volume in the
library has a small book ticket in the form of the pocket, put inside the pocket formed at the
bottom of the date label by folding it over and pasting down the edges. The ticket gives the call
number of the book, accession number, its author and title. Each borrower is provided with as
many reader tickets as the number of volumes he is entitled to have a loan at a time. This ticket is
of a size that can be presented into the book ticket.

Dummy Circulation System

Prytherch (2005), defines the term shelf dummy as “a piece of wood or cardboard placed on a
shelf to indicate that a specific book is shelved out of sequence.” Library supply vendors sell
book dummies that are meant to identify space for books on loan, reserved at the bindery, or
elsewhere (Gaylord, 2013). Dummies were used in the past to indicate little changes in serials.
Book dummies are basically pointers or detour signs telling users where to go next in their
searches.

Axtmann (2005), asked the question, “Book dummies; useful or obsolete?” Using law libraries as
her focus, she questioned if libraries continued to use book dummies in the traditional manner
noting serial title changes and if the accreditation agencies noted any problems with libraries not
using them in that manner. Some of her co-respondent reported using book dummies in the other
ways such as indicating journals was online or in a special collection, but they directed users to
other locations, allowing patrons to find materials they needed.

The idea of using shelf dummies to represent electronic journals in the midst of a music print
library was presented by Clark (2012), who noted that the shelf form prints to digital collection
after an extensive weeding and renovation project that left faulty members unable to find ideas
that were familiar with. The shelf dummies contained detailed holdings information as well as

12
indexes that enable patron’s discovery through the usage of these new findings aids. The process
was not quick but patrons appreciated the effort. The also suggested QR (quick response) codes
can be used as enhancement on these dummies.

Ledger System

Carr (2000), noted that the charging system which are in vogue during the latter part of the
nineteenth century expressed a variance of view point and the differing library police. He noted
that this when he made his report on charging system 1889. He started that a notable distinction
is usually apparent in charging systems of libraries, dependents upon whether the book or the
taker is given precedence in the records. He found that some libraries keep simple accounts
(either by ledger or slip) in which the leading factor is the book number, other emphasized the
name or number of the taker when filing the entry. He noted that a few libraries keep a double or
triple entry system in which the book and the taker are of equal importance.

Brown (2001), noted that the ledger system was used in the history of libraries, and described its
use in the early monastic libraries. Books lent were entered in a Bevis Librium or register which
appears to have correspondent with some of the varieties of modern ledgers or day books. At the
annual distribution, which was also stock-taking, these register entries would no doubt be marked
off and fresh entries made of the new borrowers and the so-called “two-book” system, to find
that in the Carthusian monasteries the issue of two books at a time was permitted.

Dewey (2000), noted that the ledger system in his days, a simple blank book has the date at the
top of the page, a left-hand column for the reader’ numbers then columns for the book numbers.
These lines are filled as the books are issued and they can be charged very rapidly, as only two
numbers of reader and of book have to be charged. It is must faster than a ledger system where
the page must be found for each entry. A column at the right is filled with the date of return.
Unless this day-book is posted to a reader’s or book-account ledger, nothing can be found except
by knowing the date. In this respect it is no worse than the common slip arranged entirely by
dates.

Newburgh (2000), used a charging system of a “noel sort” one ledger with borrowers in the
common form supplemented by another, where the number of the book is given at the left and
the number of the page of the person who has it out follows. By reference to any number it is

13
seen whether the book is in, or if out, who has it. It is the slip system put into the ledger form.
The ledger system proved useful to the Sunday school’s library, according to Shute who
described the plan he devised.

2.5 The Strength of the Manual Circulation System

Edoka (2010) stated that the main public service point is the circulation desk or loans desk
usually found at or near the entrance of a library. It provides lending services and facilities for
return of loaned items. Renewal of materials and payment of fines are also handled at the
circulation desk. Circulation staff may provide basic search and reference services though more
in depth questions are usually referred to the reference librarian at the library reference desk. The
circulation desk is in most cases staffed by library support staff instead of professional librarians.
Williams (2001), explains that the method used for issuing out information materials is crucial, it
must be in position to leave behind full detail of the borrower and the book(s) issued on loan.
This information helps in recalling of required and overdue information material. The method
applicable in libraries are register method, one card system, two card system (Browne or
Newark) and automated issue system.

Overdue, the books borrowed by the borrower have to be returned on or before the due day
stamped on the due date slip. If the book is not returned on or before the due date, the book is
known as overdue. It should be noted that overdue books create an impact on the regular
circulation of books. Therefore, according to Lance (2004), overdue is actually a control measure
implemented with the help of the policy by collecting overdue charges and sending a reminder to
borrowers. However, much as overdue charges are an effective measure to control overdue in the
library, most academic libraries with this policy do not regularly practice it due to tough
opposition from users who are in most times students. Reminder as an aspect of overdue is an
important activity in circulation management since most borrowers forget to return the books and
few do not take the responsibility of returning the books.

2.6 The Challenges of the Manual Circulation System.

Anusha (2012), notes that library circulation challenges include; loss of library materials, poor
accessibility by users and servers at the circulation desk, poor tracking system, failure to return
borrowed material by users and delay to return loaned or borrowed material among others

14
Adams (2010), stated that there are challenges brought by both the changing nature of
information access and the phenomenal impact of ICT on libraries have been considerable for a
small library with limited resources and affiliated to the premier distance learning institution.

Anusha (2012), noted that librarians often struggle with logical consequences when students’
faculty or families are delinquent in returning materials, return them in worse conditions than
when they were checked out, or fail to return them at all. With limited budgets, school library
programs can ill afford consistently large losses which unfortunately tend to be preserved.
Library users should also be encouraged to develop excellent lifelong library borrowing habits.

How then can librarians factor accountability into the mix and still preserve library resource?
Rach (2008) noted that Newark system makes it difficult in determining if a patron has over-dues
or other lost items which should prevent them from being able to borrow more material, slow and
difficult processes for determining the circulation status of a given item.

Pitukwerakul & Prom Wong (2010), readers need real time feedback information about the
library collection and tradition centered manual system cannot render that services which is a
problem.

2.7 Research Gap

Moeini (2014), research gap is a research question or problem which has not been answered
appropriately or at all in a given field of study. Much as there is literature on automated library
circulation systems, MBI library still uses the manual circulation system. The researcher hopes to
fill this gap by reviewing the literature on automated library circulation systems so as to develop
an automated library circulation system to overcome the challenges of a manual circulation
system.

15
 CHAPTER THREE

RESEARCH METHODOLOGY.

3.1 Introduction

This chapter focuses on the research design and methodology the researcher will employ in the
study in order to achieve the objectives.

3.2 Area of Study

The research was conducted Kawempe South Division in Kampala at Makerere Business
Institute that is located in Makerere along Sir Apollo Kaagwa road.

3.3 Research Design

Garwood & Jupp (2001), research design refers to a systematic plan drawn by the person
carrying out research during the research study. Research was a plan and structure of the
conducting a study. It constitutes the blueprint for the collection, measurement and analysis of
data. The researcher used a direct observation to give a complete snap shot of a case that was
studied and to obtain accurate information for the study and the study was both qualitative and
quantitative.

Naheed (2013), defined research design as a plan of what data to gather, from whom, how and
when to collect the data and how to analyze the data obtained. The research is a case study
research design. It uses one subject to study and useful when not so much is known about
phenomenon (Kaddu 2015). Both qualitative and quantitative research approaches to data
collection were used. The research was qualitative in nature for the purpose of understanding the
personal ideas of different respondents regarding the design of the automated library circulation
system and quantitative in nature because figures, tables and graphs were used to present the
collected and analyzed data. The qualitative methods that were used included; interviews and
document review methods.

3.4 Population of the Study

3.4.1 Target Population

Wilson Mizner (2016), states that target population refers to the entire group of individuals or
objects to which researchers are interested in generalizing the conclusions. The population of the

16
study was collected from MBI. Data was obtained from the users and staff of the Institute library.
MBI library has total population of 750 students

3.4.2 Sample Size

Sample size is a set of participants selected from the population which is less in number(size) but
adequately represents the population from which it is drawn so that true inferences about the
population can be made from the results obtained (Kadam. 2010). It requires the researcher to
determine the level of significance first and then after calculate the sample size. The level of
significance was determined based on the level of confidence in terms of response the researcher
got from his respondents.

According to Russell (2007), determination of sample size involves methods for deciding how
much data should be collected in a statistical study. The sample size was chosen to meet one or
more goals, which can relate to precision of estimation, power, cost, or some other criteria.
Israel (2013) provides the following formula for calculating the sample size.

n= N
__________
1+N(e)2

N is the total population e is the

confidence interval N = 750
e = 0.1 n = sample size
n = 750
_______________
750(0.1)2

n = 75

In this study therefore, a sample size of 75 respondents was used and it included two categories
that is the students and the library staff of MBI as shown in table 1

17
 Table 1: Sample Size

Target Group Number

Students 52
Library Staff 3
Total 55
Source: Primary Data 2018

3.5 Sampling and Sampling Techniques

Burns & Grove (2003), Sampling refers to the process of selecting a portion of the population to
represent the entire population. Sampling is the process of choosing a representative portion of
the entire population. It involves a group of people, events, behaviors or other elements with
which to conduct a study (Nalzaro 2012). Non-probability sampling techniques were used. They
involved the selection of elements from a population using nonrandom procedures. They were
convenient and economical to use (Nalzaro 2012). The researcher used purposive sampling
strategy on the MBI Library staff and convenience sampling strategy which was used on the
library users.

3.5.1 Purposive Sampling Strategy

Purposive sampling method involved nonrandom selection of the sample based on the
researcher’s judgement and knowledge about the population (Dorneyi, 2007). Purposive
sampling was used on library staff including the librarian so as to have relevant information from
the right people. This helped the researcher to concentrate on people with particular
characteristics who are better able to assist with relevant information for the study.

3.5.2 Convenience Sampling Strategy

Convenience sampling strategy is a type of non-probability or nonrandom sampling where

members of the target population that meet certain practical criteria such as easy accessibility,
geographical proximity, availability at a given time or willingness to participate are included for
the purpose of the study (Dorneyi, 2007). Nonrandom selection of library users was done based
on the availability, convenience and accessibility. The researcher only selected library users who
were willing and ready to provide responses as far as an automated library circulation system
was concerned.

18
3.6 Data Collection Methods and Research Instruments

Gourlart (2013), defined data collection as a systematic approach to gathering information from a
variety of sources to get a complete and accurate picture of an area of interest. The researcher
used both qualitative and quantitative research data collection methods. The research was
qualitative in nature for the purpose of understanding the personal ideas of different respondents
regarding the design of the automated library circulation system and quantitative in nature
because figures, tables, charts and graphs were used present the collected and analyzed. The
qualitative methods that were used included; questionnaires, interviews and document review
methods. These methods are to be used as explained below.

3.6.1 Questionnaires

Collins (2016), a questionnaire is a written list of questions which are answered by a lot of
people in order to provide information for a report or survey. The questionnaires were for the
study respondents to fill in their opinions, practices and experiences. They were briefed on the
aims and objectives of the study and assured confidentiality in handling of their responses. The
researcher employed the use of both open and close ended questionnaires. They were be
distributed to the library staff and users to give their opinions, practices and experience on library
usage and designing of an automated library circulation. Questionnaire method was preferred
because it ensured simultaneous coverage of the respondents without compromising the quality
of the responses, easy to construct and convenient to work with, data collected was easy to
process, it was cheap to undertake both in terms of time and material resources. Clipart, (2012)
defined questionnaires as forms of containing a set of questions, submitted to people to gain
statistical information.

3.6.1.1 Questionnaire Guide

Mae Sincere (2012), defined a questionnaire as an instrument that is comprised of a set of

questions to be asked to the participants of the survey. Questionnaires were distributed to the
library users and staff. the questionnaires contained printed questions and alternative responses
that were acceptable to be answered by the respondents (See appendix 1)

19
3.6.2 Observation

Ronald (2012), says this method is of gathering information by watching the behavior, events or
noting physical characteristics in their natural setting. There are two types of observation; overt
observation where everyone knows they are being watched and the other is covert where no one
knows they are being observed. The beauty of covert observation is that the people will be more
likely to behave in their natural behavior because they won’t be aware they are being observed.
The researcher critically observed how library users search for information materials, how much
time was involved and the difficulties faced in the process.

3.6.2.1 Observation Guide

Singh (2010), defined observation as accurate watching, noting the phenomenon by which they
occur in the nature with regard to the cause and effect of mutual relation. This guided the
researcher in data collection so as to avoid examining irrelevant subjects that were not in line
with the topic of study. (See Appendix 2)

3.6.3 Interview

Interview is the verbal conversation between two people with the objective of collecting relevant
information for the purpose of research (Harish, 2014). An interview is a data-collection
(generation) technique that involves oral questioning of respondents (Elmusharf, 2012). This
involves asking questions, listening to and recording answers from individuals, groups on
structured, semi-structured or unstructured in a depth manner. Both structured and unstructured
interviews are used in a face interaction to control the flow of the questions given to the
respondents. The structured interview requires short answers whereas the unstructured interview
requires in depth analysis of the phenomenon. This method was used to collect information from
the library staff about the activities or services provided by the library. The interview method
was preferred because it yielded richest data, details, new insights, permit face to-face contact
with respondents, provided opportunity to explore topics, allowed the interviewer to explain or
help clarify questions, increasing the likelihood of useful responses (Kaddu, 2015).

3.6.3.1 Interview Guide

Goode & Hatt (2013), defined interview as a set of questions which are asked by an interviewer
and filed in, on the spot in a face to face interaction with another person. An interview was

20
conducted on the librarians to give their views as far as the objectives of the study were
concerned. This helped the researcher to direct the respondents to give their ideas, experiences
and views (See Appendix 3)

3.7 Data Quality Control

Rouse (2016), “Data quality is a perception or an assessment of data’s fitness to serve its purpose
in a given context”. Aspects of data quality include; accuracy, completeness, relevance, update
status, consistency across data access, reliability, appropriate presentation and accessibility. Data
quality control refers to the efforts and procedures that researchers put in place to ensure, the
quality and accuracy of data being collected using the methodologies chosen for a particular
study.

The researcher used the following approaches to Data Quality Control; triangulation, developing
procedures for data collection and process, preparing instruments and supervision of the study.

3.7.1 Triangulation

Triangulation is the act of combining several research methods to study one thing (Kennedy,
2009). Triangulation is a common feature of mixed methods studies. It involved the use of
variety of data sources (Data Triangulation), the use of several different researchers in an
investigation (Investigator Triangulation), the use of more than one theoretical scheme in the
interpretation of the phenomenon (Theory Triangulation) and the use of more than one than data
collection method such as interviews, observation and questionnaires (Cohen & Manion, 2016).
This method ensured data quality in that there was no bias while collecting information on the
topic of study since various information resources were used. Triangulation also helped in testing
the consistency of findings obtained through different instruments and increased the chance to
control some of the threats that would have influenced the results.
Triangulation was used to deepen the researcher’s understanding of the issues and maximized his
confidence in the findings of qualitative studies.

3.7.2 Preparing Instruments

The researcher ensured in advance to have the required tools to help in conducting the research
project. The researcher also ensured that appropriate instruments to be used were tested before
using them for research.

21
3.7.3 Developing Procedures for Data Collection and Process

The quality of data collection procedures and processes developed strongly influence data quality
and documenting in detail how data collected provides evidence of quality. During data
collection, the researcher ensured that data recorded reflects actual facts, responses, observations
and reports. Quality control measures were taken during data collection included checking for
the truth with experts, collaborating instruments to check the precession of clients. The right
procedures and processes developed enabled the researcher to collect the rightful data for the
conduct of the study.

3.8 Ethical Consideration

Bryman (2014), observes the issue of ethics in research relates to the roles of value in the
research process which are now of a major concern. The researcher is not to use any slangs and
jargons. He is to seek for the respondent’s permission to collect data and notify the respondent
before it is published anywhere.

The researcher considered confidentiality and privacy of the information. The researcher also
ensured that the information provided would only be used for academic purposes “to avoid
harming participants” and to “avoid deception”. Assurance given to the respondents that the
information obtained from them was for academic purposes strictly and would be kept
confidential by the researcher.

3.9 Limitations of the Study

The following are some of the problems that the researcher faced while carrying out this
research:

Ignorance of some of the respondents especially the users since most of them were not aware of
the importance of the automated library circulation system.

Inadequate access to some key information from the respondents who tended to withhold the
information because of fear, limited time for respondents to answer the questionnaires, large area
of coverage, and failure to clearly understand and interpret some concepts of the research by the
respondents which led to the delay in the return of the questionnaires.

22
The use of limit time scope, inappropriate research instruments and data collection tools which
lowered the validity and reliability of the study

23
 CHAPTER FOUR
DATA ANALYSIS AND DISCUSSION OF FINDINGS
4.1 Introduction
This chapter comprises of presentation, analysis, and discussion of findings. The findings have
been presented as the study. The study was guided by the following objectives.

 To identify the type of reading materials at MBI library

 To find out the strength and challenges of the circulation system at the MBI library
 To design, test an automated library circulation system for MBI library and provide
recommendations for implementation.

Data presented was from semi-structured questionnaires, unstructured interviews, and

researcher’s participant observation. Findings were supported by tables, pie charts and graphs

4.2 Findings
4.2.1 Demographic Characteristics of the respondents

This was represented by the composition and the gender of the respondents.

In the course of carrying out the research, 75 respondents were the sample size. 70
questionnaires were distributed to the users and the researcher managed to obtain 55 successfully
filled questionnaires from the users. Two interviews were scheduled and one was successful.
Therefore, out of the 75-sample size of the respondents, the researcher dealt with 56 respondents.
This is because the 56 were willing to cooperate during data collection and made the process a
success. The composition of the respondents is presented in a table below.

Table 2: Composition of respondents

Category No. of respondents Percentage (%)

Library Users (Students) 55 98.2

Library Staff 1 1.8

Total 56 100
Source: Field Data
Table 2 above shows that students were the majority of the respondents as represented by 55
(98.2%) and 1 library staff (1.8%) making a total of 56 (100%) of valid respondents for the

24
study. This shows that the respondents were enthusiastic and supportive during research. This
further explains that the students are the main users of the library as analyzed from the findings
and this is because of their need for information about academics.

4.2.2 Gender of respondents

During data collection, the researcher obtained data from both male and female and on analysis,
24 (42%) were male and 32 (57.1%) respondents were female. This information is represented in
a pie chart below

Figure 1: Gender distribution of the respondents

Female Male

From figure 1, it is indicated that from the successful respondents of 56 and basing on the
gender, the majority of the respondents were female. Basing on the results, it is concluded that
female dominate the library as compared to male in terms of usage. This is because the overall
number of female students at MBI is greater than that of the male students hence this explains
the female dominance.

25
4.2.3 Borrowing frequency of library materials by users

From the data collected from the users using questionnaires, 70 questionnaires were distributed,
55 were returned. Basing on the analysis of the responses from the questionnaires, it was
established that the students’ borrowing frequency on a daily basis is 30 (54.6%), 15 (27.3%) on
a weekly basis, 10 (18.1%) on a monthly basis. This information is represented in the bar graph
below.

Figure 2: Borrowing frequency of library materials by students

35

30

25

20

15

10

0
Daily Weekly Monthly

Borrowing Frequency

Source: Field Data (2018)

From the graph above, the researcher found out that the students out of 55(100%), 30 (54.6 %)
borrow library materials on a daily basis, 15 (27.3%) on a weekly basis and 10 (18.1%) on a
monthly basis.

Basing on the results and in comparison, with the study, it is seen that the students make use of
the library materials on a daily basis hence the circulation desk is an active one due to the charge
and discharge of library materials as represented on the graph. This further implies that more
effort is needed to improve the circulation system to meet the information needs of library users.
This will save their time and thus fulfill Ranganathan’s law of library science “Save the time of
the reader”
26
4.2.4 Information materials normally borrowed out.

The information materials borrowed out at MBI library are books, newspapers, journals and
magazines. The degree to which they are borrowed out is represented in the table below

Table 3: Information materials normally borrowed out

Information Material No. of Respondents Percentage (%)

Books 30 54.5

Newspapers 10 18.2

Journals 10 18.2

Magazines 5 9.1

Total 55 100

Source: Field Data (2018)

Table 3 above highlights the kind of information materials normally borrowed out. From the data
analyzed, books 30(54.5%) were the most borrowed materials. Newspapers and journals
10(18.2%) follow and then magazines 5(9.1%) that are least borrowed.

Based on the results, it is concluded that books are the first essentials of information materials
borrowed out. Therefore, the circulation desk must ensure that a variety of books covering all
subject areas are available for charge so that it can meet the academic needs of the users. This
hence explains the need to design an automated library circulation system so that the charge and
discharge of books and other materials can be monitored efficiently and effectively.

4.3 Experience of library staff at the circulation desk

During data collection, the researcher asked the library staff how long they had worked in the
library and if they had worked at the circulation desk for the time they had been there. The
researcher further asked for their responsibilities at the circulation desk.

In response, one of the librarians had this to answer; “I have spent two years at the circulation
desk and I charge and discharge library materials as well as inspection of damaged books
returned by the users. I also charge overdue users”

27
From the analysis, library staff have experience in the circulation concept in the library given the
period they have worked at the circulation desk. Their experience will thus be vital since they
will assist in yielding data to enable the researcher design an automated library circulation
system to enhance efficiency in the library.

4.4 Current circulation system used by MBI library

From the research carried out, the researcher carried out, the researcher found out that the
current circulation system used by the MBI library is a manual system and they use a ledger
system. According to Dewey (2000) noted that ledger system in his days, a simple blank book
has the date at the top of a page, a left-hand column for the reader’s numbers then the columns
for book numbers. These lines are filled as the books are issued and they can be charged rapidly,
as only two numbers of reader and of book have to be charged. It must be faster than a ledger
system where the page must be found for each entry. A column at the right is filled with the date
of return. Unless this day-book is posted to a reader’s book or book-account ledger, nothing can
be found except by knowing the date. In this respect, it is no worse than the common slip system
arranged entirely by dates.

The librarian said;

“We are currently using a manual system which is aided by a ledger book system which
we refer to as a record book Each stream is provided with its own record book while the
teachers share a record book and they are not limited to the number of information
materials to borrow and they may decide to access information materials more than once
in a day so the preference of each having a page is the most effective for record
management “
He added on that;
“The library user accesses the information material he/she is interested in from the
shelves and proceeds to the circulation desk where an identity card is presented to the
librarian. He/she is entitled to only one book. The following information is recorded in
the record book before the user takes the book. The date of issue, book number, name of
the borrower, title of the book, author, and signature of the borrower and lastly the date
of return. The borrowers’ identity card is retained and on return of the book the
borrower fills in the date of return and the identity card is returned to him/her “.

28
Basing on the researcher’s participant observation, the library uses a manual system as explained
by the library staff above. The system is showed in figures below.
4..4.1 Loan period of Information materials by the students
The researcher was able to attain the following findings regarding the loan period the users are
given for information materials at the circulation desk.
From the research analysis basing on the students’ response 55(100%), 40(72.7%) admitted that
they spend two hours with the information materials, 8 (14.6%) responded a five hours’ loan
period while 5 (9.1%) students responded seven hours and finally 2(3.6%) responded three-day
loan period. This information is represented in a bar graph in figure 3 below.
Figure 3: Loan period of information materials by the students.

72.7
80
70
Loan period duration

60
50
40
30 14.6
20 9.1 3.6
10
0
1 Day 2 Days 3 Days 1 Week
Loan period of information Material

Source: Field Data (2016)

From the figure 5 above, it is indicated that the longest period students spend with an information
material is 40(72.7%), who admitted that they spend two hours with the information materials, 8
(14.6%) responded a five hours’ loan period while 5 (9.1%) students responded
seven hours and finally 2 (3.6%) responded three days loan period. This information is
represented in a bar graph in figure 5 below.
Librarian revealed that;
“The students are allowed to spend strictly three (3) days at most with an information
material and beyond this he/she is charged for overdue information materials with
exception of cases where some information materials are in excess hence the students are

29
 given more time and in cases where the materials are limited to a half day. Meanwhile
the staffs are not limited to a period in which the books should be returned because of
their schedules”.
Basing on the results, it is understood that the students are not given enough time to spend with
information materials. This implies that more effort is needed to design an automated library
circulation system so that the students are given more time to spend with the information
material because of the automatic performances made on the statistics which is easy to manage
and update, online registration among others leading to efficiency.

4.5 Challenges of the existing circulation system at MBI library.

During research, the researcher posed a question to the respondents if they face challenges using
the current existing circulation system. In analysis of the findings, some respondents agreed that
they face challenges with the current circulation system but however some responded negatively.
On analysis of the results, 45 (81.8%) admitted that they face challenges with the existing
circulation system while 10 (18.2%) of respondents had contrary view. Based on this result it is
concluded that the respondents face challenges with the existing circulation system and
according to the study, there is need for an automated library circulation system to overcome the
challenges.
4.5.1. Challenges of the existing circulation system
From the interview and questionnaire questions used, the following findings were found on the
challenges of the current library circulation system.
According to Anusha (2012), notes that library circulation challenges include; loss of library
materials, poor accessibility by users and servers at the circulation desk, poor tracking system,
failure to return borrowed material by users, and delay to return Loaned or borrowed material
among others. The challenges are discussed below.
4.5.1.1. Time consuming
The librarian said;
“The manual system that we use is time consuming because the students have to wait to
record their details and also of the book they are taking before leaving with the book”.
Basing on the researchers’ observation, indeed time consumption is a challenge as the researcher
noticed that the users took a lot of time recording the information in the record book/ledger book.

30
4.5.1.2. Difficulty in keeping statistical records
The librarian said;
“Keeping statistical records is difficult because of the increased number of students. The
record books/ledger books always accumulate every term and this is a challenge when
checking for someone ‘s records especially the teachers who borrow many books “.
The challenge mentioned by the librarian is also evident by responses of those who borrow
information materials on a daily frequency 30 (54.5%). The researcher also observed the
accumulated record book/ledger book on the circulation desk. Hence it brings a conclusion of
difficulty in keeping statistics and records with the current system.

4.5.1.3. Delay with the books

The librarian said;
“The students take long with reading materials once they borrow and at sometimes they
fail to return them in lime. This leads to loss or even torn materials and is a challenge
we are facing with the current circulation system “.
On the researcher’s visit to the library, the researcher observed that indeed the students delay
with reading material basing on the view of the record book indicating the student’s names who
never returned the materials in time. Hence this calls for an electronic circulation system to
reduce on the delay.
4.5.1.4. Less loan periods
According to the students, they face a challenge of less loan period with the information
materials. This is supported by a bar graph in figure 5, page 30. Whereby a 2 hours’ loan period
had the highest respondents 40 (72.7%), admitting that they spend three day with an information
material. In the researcher’s analysis, the students do not get enough time to utilize the
information material hence an information gap.
4.5.1.5. Escape with books without permission
The librarian said;

“Students tend to escape with books from the library without permission which leads to
loss of information materials from the library.” Basing on the observation made by the

31
 researcher, the record book had records on books which got lost and they are no long
found in MBI library.

4.5.2. Solution to the challenges faced

It was realized that the current circulation system in the MBI library pose challenges to both the
users and the library staff. But however, the library staff have taken some measures to overcome
those challenges and basing on an interview that was conducted between the library staff and the
researcher, the following findings were found;
The librarian said that;
“We have tried to overcome the challenges of the existing system by allocating specific
time for charge and discharge of information materials for each student based on their
course,”

He added on:
“Certificate students are allocated during the lunch break to borrow information
materials while the rest of the students can utilize their free time to borrow information
materials.”

In view, that could help to solve the problems of delay with books and escape with books
without permission normally created by the students.
4.6 New library circulation system
The researcher in the process of research asked the respondents if they think there is need for
new library circulation system. According to their response, 50 (90.9%) respondents agreed to
this whereas 5 (9.1%) responded negatively. This information is presented on a bar graph in
figure 6.

32
Figure 4: Need for a library circulation system

9.1

No
YES
90.9

Source: Field Data (2016)

Figure 6 above indicates that majority of the respondents agree with the new library circulation
system as represented by 50 (90.9%).
Based on this result it is concluded that the respondents need a new library circulation system
and therefore more efforts should be put to ensure that an automated library circulation system is
designed for the library.
4.6.1 The process of borrowing information materials.
Basing on the research carried out, the researcher found out that the students register their names,
the author of the book, title of the book, in the registration book (ledger book) and they leave
their identification cards with the librarian so as to make easy identification incase the students
do not return the reading materials in time.
4.6.2 Time for borrowing information materials.
The researcher found out that students are allowed to borrow information materials within the
period when the library is open and it is from 8am to 7pm and that is when the library is close.
4.7 Expectations from the automated library circulation system
Basing on the findings by the researcher from the respondents, the researcher found out that the
respondents expected the following from the new library circulation system.
The librarian said;
“My expectations from the new system is automatic performance of the circulation
activities because this will save tile lime of our users “.

33
This seems to agree with Jayaprakash and Balasubramani (2011) in their study where they
emphasized that; “A library circulation system is essential for efficient functioning of the library
and saving of library users’ time”.
The automated library circulation system is expected to maintain records and statistics as
according to the library staff. This seems to agree with (INFLA, 2010) whereby; “A library
circulation system maintains records and Statistics.”
From the above response, there is need for the establishment of a library circulation system the
fact that the library staffs have so much expectation regarding the proposed system.

34
 CHAPTER FIVE
THE PROPOSED AUTOMATED LIBRARY CIRCULATION SYSTEM FOR
MAKERERE BUSINESS INSTITUTE.
5.1 System Analysis

The main objective of system analysis is to define s to define the requirements of an automated
library circulation system. An analysis system was carried out to analyze the findings that were
collected about the current circulation system to understand the specific functional and non-
functional requirements as well as user defined requirements for the automated library
circulation system.

5.2 Data Analysis

The collected raw data was collected and organized so that the variable information could be
extracted from it. The process of organizing and thinking about the data was key to
understanding what data did and did not contain.

5.3 Requirements Determination and Analysis

5.3.1 Requirements gathering

During requirement gathering data collection techniques and tools discussed in chapter three
came up with user requirements. In this process, there was interaction with various stake holders
which include library stuff and students of MBI and these were their responses.

5.3.2 User requirements

These are the requirements that govern the project deliverables as expresses by the prospective
users of the system. The researcher categorized the requirements basing on the different users of
the system and these included; staff and student.

General requirements

 The system should be easy to learn and very friendly to the users. This is ensured by the
simple user interface designs used.
 The users’ task should be processed at a quick rate
 Different users should be able to use the system simultaneously. This can be referred to
as flexibility in terms of usage

35
  Should be able to guide and user in case of error in data entry so as input error free and
accurate information.

Staff/Administrators

 The system should be able to allow librarians register books

 The system should be able to allow librarians update, and delete book records
 The system should be able to allow librarian view borrowed books

5.4 Requirement Analysis

Requirement analysis was done in order to categorize the user requirements into functional and
non-functional requirements. In this stage, the researcher used “Measurable goals” as a tool for
analysis. With measurable goals, best practices take the composed list of requirements merely as
clues and repeatedly ask “Why” until the actual system purposes are discovered. Stakeholders
and developers can then devise tests to measure what level of each goal has been achieved thus
far and from this, the actual functional and non-functional requirements are derived as below

5.4.1 Functional Requirements

These are services the system should provide, how it should react to particular inputs, or how it
should behave in particular situations. They include the following;

 System should store information about library books

 System should authenticate and allow only authorized users
 The system should allow querying of data in the database
 The system should have interfaces for entering and viewing data
 The system should give feedback to both librarians and students
 The system should be able to generate reports when needed

5.4.2 Non-Functional Requirements

These are constraints that must be adhered to during the system development for example
operational costs, performance, reliability and others. These include;

 The system should be faster in information processing

36
  The system should be reliable and accurate that is to say it should be able to provide data
whenever it is needed
 The system should convey results in a consistent manner. This means that whether a lot o
information has to be processed, the results produced should have the same feel and thus
easy to understand.
 The system should promote data integrity, which means that unauthorized users should
not alter data input.

5.5 System Requirements

These are the services that the system should provide and the constraints under which it should
operate. These requirements are categorized in form of hardware and software requirements.

5.5.1 Hardware Requirements

These were the minimum hardware requirements that were used to develop the automated library
circulation system.

Table 4: Hardware Requirements

Hardware Description
Processor 1.68GHZ processor speed and above
Memory 1GB RAM and above
Disk Space 50GB and above

5.5.2 Software Requirements

These were the minimum software requirements that were used to develop the automated library
circulation system.

37
Table 5: Software Requirements

Software Description
Windows XP, Windows (7, 8, 8.1 and Windows XP must have service pack 3 and above
10)
Microsoft Office Microsoft Office Package
WampServer Wamp5 with all services running
MySQL database MySQL database software
PHP Support PHP and above
JQuery Support JavaScript Libraries

5.6 System Design

In the system design three phases were followed which included the conceptual, logical and the
physical design.

5.6.1 Context Diagram

The following figure show how the different users are interacting with the system

Figure 5: Context Diagram

38
Table 6: Data Dictionary
The table below explains the flow of information from the above figure and also explains the
flow of contextual data.

Entity Description

Librarian A librarian is one who works as the system

administrator and manages the system. He
feeds and runs the system by adding
information such as registered users of the
library, checking in and out. He is also
responsible for updating the system and also
verifying the identity of the registered users.

Student A student is one who is registered as a

member of the Institute whom the Institute
management considers a legitimate user of
the system

Book The book is the one that stores about Library

books

Automated Library Circulation System An Automated Library Circulation System is

the center of all information from the
librarian

Library Database The library database is a storage platform

where all information that is entered into the
system is stored. The database helps the
librarian to retrieve the previously stored
information to carry out library operations.

39
5.6.2 Data Dictionary for processes

Table 7: Data dictionary for processes

Process Description

Login Process where the librarian logs in to the

system with their user names and passwords

Registration This is the process where the librarian adds

new books to the system

Searching Process that enables the student to search for

available books before borrowing

Borrowing This process enables the student to search for

books before borrowing

Reports Processes all reports generated by the system.

5.7 Logical Design

The logical design was used to derive the data requirements for the system. In the logical design,
all data entities and their attributes are represented. It also shows how the child entities directly
interact and interface with each other in the system while demonstrating integrity constraints as
well as data types for the identified entities. This is represented in the entity relationship diagram
(ERD) in figure 10.

5.7.1 Entity Relationship Diagram (Child Entity Diagrams) showing Multiplicities

Multiplicities represent the number of occurrences of one entity that may relate to a single
occurrence of an associated entity. For example, one to one (1:1), one to many (1:*), many to
one (*:1), and many to many (*:*).

40
Figure 6: Entity Relationship Diagram
1..* 1..1
librarian Book
1:*

Librarian can add one or more books and a book can be added by one and only one librarian

1..* 1..1
Book Student
1:*

A book can be searched by one or many students and a student can search for one and only one
book at a time

1..* 1..1
Student Book
1:*

A student can borrow one or many books and a book can only be borrowed by one and only one
person at a time

5.7.2 Physical Design

The physical design is divided into two categories. These are; the database design and interface
design. These designs are fully described as used in the system.

5.7.3 Database Design

In the physical database design, the Entity Relationship Diagram is decomposed into relation
tables as shown below

41
Table 8: Showing Entities and their associated attributes Modeling Relationships between
Entities

Column Type Null Default Comments

user_id Int (11) No Primary Key
Username Varchar (100) No
Password Varchar (100) No
Email Varchar (100) No
Name Varchar (100) No
Address Varchar (100) No
Designation Varchar (100) No
Gender Enum (‘Male’, ‘Female’) No
Online Int (11) No
Loggedin Int (11) No
Loggedout Int (11) No

Searches
Column Type Null Default Comments
search_id Int (11) No Primary Key
book_id Int (11) No Foreign Key
search_date Varchar (255) No
Date Datetime No

Students
Column Type Null Default Comments
student_id Int (11) No Primary Key
student_no Int (11)
Status Varchar (100)
Date Datetime
Borrowed Int (11)
book_id Int (11)
Deleted Int (11)
date returned Datetime

42
Books
Columns Type Null Default Comments
book_id Int (100 No Primary Key
ISBN_no Varchar (100) No
Name Varchar (100) No
Author Varchar (100) No
Publisher Varchar (100) No
Edition Varchar (100) no
Quantity Int (11) No
Borrowed Int (11) No
Shelf Varchar (11) No
Category Varchar (11) No
Phone Varchar (100) No
Date_submitted Datetime No
Call_no Varchar (100) No
Deleted Int (11) No
Updated Datetime no

5.8 Implementation, Testing and Validation of Results

5.8.1 Results from the Design

Results exhibited how data moves and changes through an information system in a graphical top-
down fashion ultimately giving a graphical representation of the system components, processes
and interfaces between them.

Entity Relationship Diagrams were used whose results depicted how well the relationship is
between the different entities and their attributes in the backend of the system

It was established that coming up with good designs of the system, you need to be well
conversant with case tools for example Microsoft Visual Studio as they help in the design of the
required system.

5.8.2 Results from Implementation

Wampserver and MySQL were used as web server technologies and implementation of the
database respectively. This produced an enhanced database with fast and easy insertion,
maintenance and retrieval of required information.

43
The interface was designed using a PHP based framework, WordPress and HTML5 to develop
the front end of the system.

Wampserver encompasses a MySQL component that enabled the creation of the system database
and tables that provided the platform from which the system information is stored.

5.9 Screen Shots of the System.

5.9.1 Home Page

The page that the librarian uses to log into the system

44
5.9.2 Login Page

This is where a new book is added into the system by the administrator

5.9.3 Book List

This contains the list of registered library books

45
5.9.4 Borrowed Book list

This is the page where information on books is updated

5.10 System Test and Validation

5.10.1 System Testing Results

System testing was performed on the entire system in context of the functional requirements and
system requirements and the following tests were carried out.

5.10.2 Unit testing

Functional components of the system were identified during the development process. Based on
the functional requirements of the system, test cases were designed that were used with
predetermined fixtures used as a dummy database against which tests of the functional units
were carried. The tests helped identify parts of the system that were not functioning as intended.

46
5.10.3 Integration Testing

In this kind testing, two or more components were coherent. For example, I ensured that the
database captures the specific fields according to their respective attributes. This also ensured
that the storage and retrieval functions of the database connection with the interface worked
perfectly

The tables with information concerning different aspects of the software were rightly placed and
are easily accessible by the system administrator.

5.10.4 Compatibility Testing

The system was tried out on windows operating system to test the compatibility of the system
and the problems encountered while installing it. We found out that the system worked properly
on the windows and tablet platforms. System users i.e. students and library staff also
acknowledged that the system runs well on the windows platform

5.10.5 System Testing

System testing was done using real data. Complete components of the system were tested against
the requirements specifications

Using raw data, finished components of the intended users to identify weaknesses and strengths
of the system and give advice where necessary

47
 CHAPTER SIX: SUMMARY, CONCLUSION AND RECOMMENDATIONS
6.1 Introduction

This is the final chapter of the research. It covered the conclusion based on the findings
presented in the data presentation and discussed the recommendations

6.2 Summary

The study was carried out to design an Automated Library Circulation system for Makerere
Business Institute.

The research began with chapter one which introduced the subject matter of the study by clearly
outlining its key areas. This chapter aimed at highlighting the background of the study, problem
statement, research objectives, the research main questions, aim of the study. The chapter also
identified definition of operational terms

Literature review was carried out in chapter two to critically review and analyze the applicability
of past studies on design of an automated library circulation system.

Chapter three gives an evaluation of the data gathered to be employed in this research. It gave a
detailed analysis of the study’s research design, population, data collection methods to be used in
the gathering of data for the research, data presentation procedures and data control to be
employed in the analysis of data gathered. A case study was used to analyze the design of the
automated library circulation system. Chapter three further discussed the ethical principles and
the limitation if the study.

Chapter four analyzed and presented research findings. Data was analyzed from the findings
obtained from the interviews and questionnaires. In chapter four, data was presented and
analyzed through graphs and tables.

Chapter five analyzed, designed and implemented the system. The system was analyzed and the
output implemented in this chapter.

6.3 Conclusion

In conclusion, it is an indisputable fact that transformation of the manual process of circulation

of library materials to an automated one in the library of Makerere Business Institute will prove
more effective and efficient for the institution. The importance of circulation cannot be over

48
emphasized. It is clearly evident that most institutions now prefer using automated as against the
manual way of operation because of the numerus advantages inherent in its use. Thus, it is
expedient to adopt an automated library circulation system for MBI library for more efficient and
reliable operations. The conclusion is based on the objective overviews as discussed below.

6.3.1 To identify the types of information materials at MBI library

It was established that MBI library uses books and journals as the majority of reading materials
though magazines are also some of the materials used by library users.

6.3.2 To find out the current system used for circulation at MBI library

It was established that MBI uses a manual charging and discharging system. A ledger
book/record book system is applied to assist in the charge and discharge of information materials
at the MBI library

6.3.3 To find out the strength and challenges of the circulation system at MBI library.

It was established that the current circulation system provides lending services, facilities for the
return of the loaned items. Renewal of materials and payment of fines are also handled at the
circulation desk. Circulation staff may provide basic search and reference services though more
in depth questions are usually referred to reference librarian at the library reference desk.

However, it was established that time consumption, escape with books without permission, delay
with the books and less loan were the major challenges facing the current charging and
discharging system of the MBI library. This was established during data collection where the
interviews and questionnaire methods were used to collect data and it was based on the response
of respondents.

6.3.4 To design, test an automated library circulation system to address the challenges
facing the current circulation system at MBI library

It was established that for the challenges of the current system such as escape with books without
permission, delay with the books among others at the library to be eradicated, an automated
library circulation system should be designed to perform automatic activities like registration of
users, reminder of overdue materials, search for materials in the catalogue, addition of items,
generation of statistics that is done by the current manual system

49
6.4 Recommendations

The researcher based on the findings, suggest the recommendations that should be put in place to
implement an automated library circulation system.

6.4.1 Training of librarians.

The library should endeavor to train librarians on management of the library circulation system.
The librarian should be trained on how to operate the new library circulation system and they
should be impacted with computer skills for effective operation of the automated library
circulation system.

6.4.2 More equipment for the circulation activities to be offered.

The library should purchase equipment that is of software and hardware such as computers,
servers, scanners among others. This will enrich the circulation activities hence lead to effective
operation.

6.4.3 Budget for the library to be emphasized.

The institution should emphasize on budgeting for the specifically the circulation department
where the charge and discharge of information materials take place. This will assist satisfy the
needs of library users they will be position to access the materials easily saving their time as
stated by Raganathan’s library law “Save the time of the reader”.

6.4.4 Setting up rules and regulations.

The library should set up rules and regulations regarding the charge and discharge of library
materials using the automated library circulation system. The loan period should be set and
incase the users do not follow fines should be charged on overdue.

6..4.5 Improving of library’s infrastructure.

The library’s setting should be improved so that more space be provided for search of
information materials easily and books arranged according to the catalogue.

50
6.4.6 Sensitization of users.

The library should sensitize its users on the automated library circulation system. This should be
through orientation of the users and the procedures of the charge and discharge of library
materials should be made known to the users so that they are in position to utilize the materials
rather than sitting back due to their ignorance on the use of the system.

6.4.7 Improve security of information in the system

The library should set passwords on the new system to avoid unauthorized access to the
information available in it. This will eliminate people with other intentions like theft and deletion
of information that could endanger the records like users’ registration, overdue, catalogued
books among others.

6.4.8 Need for further research

The library should encourage users to go for further studies in order to obtain more on the
computer operation so as to be able to use them in the library.

51
REFERENCES

52
53
54
 APPENDICES
APPENDIX I

QUESTIONNAIRE

Questionnaire for MBI library users and staff

My name is Alinaitwe Marvin, a student of at the East African School of Library

pursuing a Bachelor’s Degree in Library and Information Science of Makerere
University. I am carrying out research on the topic “An Automated Library Circulation
System for Makerere Business Institute.”
All information provided will be strictly for academic purposes in regards to the research
project stated above thus all information will be treated with absolute confidentiality.
Therefore, please feel free to provide any information you believe is important in the
questionnaire. Your identity will be kept anonymous.

Instructions: Tick the appropriate answer and fill in the blank space.

1. Gender:

Male Female
2. Age:

15-18 19-25 25-35 35 and above

3. Position held at:

Staff member

User

Other
Library Staff Only

4. What type of information materials does your library offer to users?

Books

Journals

55
 Periodicals
Others, please specify,
………………………………………………………………………………………………………
5. What time does the library open and close??
............................................................................................................................................................
Library Users Only
6. What process do you go through when borrowing any information material from the library?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
7. What do you present to the librarian when borrowing any information material from the
librarian?

Identity Card

Borrower’s Card

Registration file
Others, please specify,
………………………………………………………………………………………………………
………………………………………………………………………………………………………
8. What time do you usually access the reading material from the library??
………………………………………………………………………………………………………
……..………………………………………………………………………………………………..
9. How long do you stay with the book?
………………………………………………………………………………………………………
General Questions.
10. What are the challenges you face when using the current library circulation system?
……………………………………………………………………………………………………
…………………………………………………………………………………………………….
11. Suggest the solutions to the above-mentioned challenges
………………………………………………………………………………………………………
………………………………………………………………………………………………………
12. Do you think MBI library adapting an automated circulation system will be of great benefit
to your services?
………………………………………………………………………………………………………
13. If yes, what benefits do you think would be realized from having the Automated circulation
system?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
……… ……………………………………………………………………………………………...

56
APPENDIX II

OBSERVATION GUIDE

The researcher will use her sense to observe the following in MBI library to ensure that the
results will support designing an Automated Library Circulation System

1. The type of information materials at MBI library

2. The circulation system used at MBI library

3. The status of the existing collection at MBI library

4. Borrowing activity and time

57
 APPENDIX C

INTERVIEW GUIDE

An interview guide for the library staff

The following are part of the questions to be asked.

1. What time on allowed to borrow reading materials from the library?

2. What current circulation system does your library use?

3. What challenges do you face with the current circulation system when accessing library
materials?

4. What benefits do you think will be realized from an automated library circulation system?

5. Do you have computers for the library users?

6. Is there any other kind of information which will be useful for the study?

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