LCC- LIBRARY MANAGEMENT SYSTEM

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A System Analysis & Design Presented to the

Information Technology Education Faculty

Legacy College of Compostela

Compostela, Compostela Valley Province

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In Partial Fulfilment

Of the Requirements for the Course in

Bachelor of Science in Information Technology

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By

LEUMAS JACINTO C.

REYBERT LLOYD QUBING G.

October 2019
 CHAPTER 1
COMPANY PROFILE
HISTORICAL BACKGROUND
Legacy College of Compostela (LCC) is a private school along Dagohoy
Street in Compostela Valley. It was founded in 1995 as the Philippines Institute of
Medical Sciences and Technology with the objective to produce graduates who will
contribute to manpower in the industry both locally and abroad.
At Present, LCC has program in junior high school, senior high school, and
college. The Senior High School department has the academic track available.
Specifically the Accounting Business Management, General Academic Strand, and
Humanities and Social Sciences. The college department. On the other hand, has
degree courses in Criminology, Business Administration, Information Technology,
and Teacher Education. Additionally, LCC has various Technical Vocational courses
from Technical Education and Skills Development Authority (TESDA) available for
those who interested in learning particular skills and earning a National Certificate
(NC).

Vision Mission Goal

To provide a general education program that will assist each individual in the
development of his/her potential in response to promote social, moral, intellectual,
and a sense of national identify, cultural consciousness and spiritual vigor to totally
serve the constituents of Mindanao as a polygon gate entry to other Asian countries.
Productive, self-directing graduates who are collaborates in the nation building
and development.

DESCRIPTION OF THE EXISTING SYSTEM

During the interview period the researchers found out the whole following
processes of the different activities performed inside the library.

 Borrowing of Books
- In borrowing of the books the students must fill in the log book first for the
attendance purposes. Afterwards, the students would tell the librarian
regarding the information of the book to be borrowed. The librarian will
get the overall lists of the book and it took a lot of time before verifying its
 availability. Once it done the librarian will go to the bookshelves and find
one by one the exact book to be borrowed. If the borrowed book is already
find out the student will provide 1x1 id picture to put in the borrower’s
card given by the librarian. The students should write down all the
information of the book in the borrower’s card and also his/her personal
information including the full name, address, and year/section. Once done
in filling the borrower’s card the student can ready to get the book.
 Monitoring of Overdue Books
- After 24 hours the librarian will review the borrower’s cards to monitor the
overdue books. Since there is no contact number of every borrower’s it
makes difficult to update when was the books will be returned. Once the
borrowers can’t returned the book at the given deadline the penalty which
imposed by the librarian will continuously add 10 pesos per day until the
book will never returned.
 Inventory of Books
- The process of inventory of books is done at the end of the month. The
librarian will check or count to the bookshelves and book lists to determine
how many books are still remaining, unreturned, damaged or lost. All the
books are classified according to its course and suggestions of the CHED.
In the inventory of books it include the subject, book title, author,
copyright and the number of copies.
 Generating of Reports
- At the end of the month the librarian is responsible to produced
attendance, inventory and penalty report based on the activities performed
in the library. In preparing the different reports it is tedious to the part of
librarian who manually counting the book status or availability, calculating
the penalties, and check the attendance status for the students which are
date and period. As a result the librarian cannot produced a real-time
reports.
DATA FLOW DIAGRAM

Context Flow Diagram of the Proposed System

Level Zero DFD

DOCUMENT ANALYSIS

Image 1. Logbook

List of names of faculty and students who enter the library together with the
data, name, year/course, and title of source.
Image 2. Borrowers Index Card

It shows all about the borrower’s information such as name, course, and
address, title of the book and account number. Since one of the requirements in
applying borrower’s card is 1x1 picture of the student attached on the index card.

Image 3. Inventory report of the books.

It shows all about the information needed in inventory such as the book
number, subject, book title, author, copyright and the number of the remaining copies
of the books.
DEFINITION OF TERMS

The following terms were defined in two-way, operational and conceptual.

The operational definition of terms was based on how they use in the study while the
conceptual definition of terms was merely based on how they were defined in the
dictionary.

Conceptual Definition

1. Loaning of Books - The borrowing and returning of books.

2. Borrower’s Card - A card certifying the users right to borrow materials in the
library including the borrower’s information.
3. Logbook - Is a record of important events inside the library and it is essential
to traditional navigation, and must be filled in at least daily.
4. Book Status – Monitoring the availability and remaining items in the
bookshelves.
5. Borrower’s Record – Shows the information of the designated borrowers and
the borrowed book details.
6. Inventory Report – This report is a summary of the movement of items in
and out of your organization and their quantities. It contains the stock which is
on hand, committed and available.
7. Penalty Report – Lists of fines accrue for overdue items for all library users.
8. Attendance Report – Provides a flexible way of looking at each student and
teachers with attendance, regardless of attendance type, date range by class.
9. SMS Notification – Stands for Short Message Service which are text
messages that are sent when an event occurs.

Operational Definition

1. Loaning of Books – Turns the manual borrowing and returning of books into
automated.
2. Borrower’s Card – Replacing the borrower’s card into computerized form to
input the borrower’s information.
3. Logbook – Integrates into electronic equipment to perform login and out of
attendance.
 4. Book Status – Easily monitor or update the book status according to its
availability.
5. Borrower’s Record – Assurance of file security in keeping borrowers record.
6. Inventory Report – Provides a real-time inventory report including the
number of remaining books, and can be categorized monthly or yearly.
7. Penalty Report – Automatically calculations of penalties and produced an
output from overdue borrowed books.
8. Attendance Report – An output of the students and teachers which
successfully performed in electronic equipment.
9. SMS Notification – Automatically sending messages that contains borrowed
book information and penalty warning to those unreturned books.

CHAPTER 2
THE PROPOSAL
STATEMENT OF THE PROBLEM

Through the far-reaching, visual observation and interviews, the following

problems have been determined.

1. Time consuming in tracking the books status.

 In tracking the book status the librarian undergo two processes the first one
is to check the borrower’s card to determine how many books are
successfully returned or unreturned for availability purposes. The second
one is to double check in the huge bookshelves if a certain book to be
borrowed is available to pull out. The processes are done manually and
this leads into confusion and waste of time.
2. Difficulty in notifying about the overdue borrowed books.

 The library doesn’t have any automated system yet the librarian still using
a manual processes. In notifying the students the librarian should text a
head of time including the book information and the warning penalty may
happened if the book will never returned at the exact date. Due to the
unrequired option of mobile number in the borrower’s card the librarian
encounter difficulty in updating and notifying the students on the overdue
borrowed books.
 3. Tedious in generating inventory report.
 The librarian is responsible in producing monthly report. The process
behind the inventory report is to manually count the huge number of books
in the bookshelves, checking the borrower’s card in determining the
returned/unreturned, lost and damaged books. Once it done the librarian
will finally record the subject, book title, author, copyright and number of
current copies of books. As a result manual processes, the librarian cannot
produce real-time inventory report.

SYSTEM OBJECTIVES

Upon identification of set of problems, the following objectives will hopefully

become a reality. With the aid of the proposed LCC Library Management System, the
following benefits will be attained.

 To develop a system that will easily track the book status.

 To develop a system that will automatically notify the librarian.
 To develop a system that will produce easy generation of reports.
 To develop a system that will provide a backup and audit trial.

FEASIBILITY STUDY

Feasibility Study can be considered as preliminary investigation that helps

the management to take decision about whether study of system should be
feasible for development or not. The feasibility study was carried out under the
following four areas:
(a) Technical Feasibility
(b) Economic Feasibility
(c) Operational Feasibility
(d) Schedule Feasibility

Technical Feasibility

 It investigates the technical feasibility of each implementation alternative.

  It analyzes and determines whether the solution can be supported by existing
technology or not.

 The analyst determines whether current technical resources be upgraded or

added it that fulfill the new requirements.

 It ensures that the candidate system provides appropriate responses to what

extent it can support the technical enhancement.

Economic Feasibility

 It is evaluating the effectiveness of candidate system by using cost/benefit

analysis method.

 It demonstrates the net benefit from the candidate system in terms of benefits
and costs to the organization.

 The main aim of Economic Feasibility Analysis (EFS) is to estimate the

economic requirements of candidate system before investments funds are
committed to proposal.

 It prefers the alternative which will maximize the net worth of organization by
earliest and highest return of funds along with lowest level of risk involved in
developing the candidate system.

Operational Feasibility

 It determines whether the system is operating effectively once it is developed

and implemented.

 It ensures that the management should support the proposed system and its
working feasible in the current organizational environment.

 It analyzes whether the users will be affected and they accept the modified or
new business methods that affect the possible system benefits.

 It also ensures that the computer resources and network architecture of

candidate system are workable.

Schedule Feasibility

 It ensures that the project should be completed within given time constraint or
schedule.
  It also verifies and validates whether the deadlines of project are reasonable or
not.

SCOPE AND LIMITATIONS

The LCC Library Management System is develop to automate all the library
transactions. There will be a log in form for librarian, students, teachers, and staffs for
security and attendance purposes. The system will provide a design for monitoring,
record keeping, tracking the book status and the borrowers. There will be also an
automatic notifying feature regarding the due date of the borrowed books and
automatically calculated the penalties once the book will never returned at the given
deadline. The librarian is the administrator and can fully access all the features of the
system such as adding new accounts, updating the book status either borrowed or
returned. It also generate a real-time reports like inventory and statistical of numbers
of attendees who actively uses the library. The users of the system will also have its
scope in manipulating the system’s environment to ensure the library system
information confidentiality and avoid deletion of data.

LCC Library Management System is only intended and designed for the
library operation of the Legacy College of Compostela and its library users where
college and senior high school students, teachers and staff only. The system is not
capable of scanning codes like barcodes and QR codes for borrower purposes. The
system is just a stand-alone and doesn’t have any online transactions. In borrowing
transaction, the student can’t borrowed again until they can’t return the pending
borrowed book.

CHAPTER 3

THE SOLUTION

Functional Requirements

1. The LMS should store all information about librarians and patrons, their
access keys, priority and etc.
2. The LMS should store all information about items and patrons in two
separated databases
 3. The librarian can add new entries or any changes in articles should be updated
in case of update.
4. The librarian can also delete wrong entry from the system.
5. The librarian can set a permission to the staff added.
6. The LMS should have a user authentication before accessing system.
7. The LMS allow searching items by author, title or keywords.
8. The LMS should allow librarians to add, delete and modify items in database,
and check availability of the items.
9. The LMS should create notification and send to students after item’s overdue.
10. The LMS can produce timely inventory, penalties, and attendance reports.

USE CASE DIAGRAM