1.

2 Statement of the problem

We have observed the following problems in the Debre tabor University Library System when we are
dealing with the existing system.

 There is no enough space or sit for the students so that students cannot use the library as he/she
wants.

 Some books may not exist when users want to use it.

 Student is allowed to read some books that are few in number for only two hours.

 Student is punished if not returned the book after two hours

 Student cannot get library service if he or she lost ID card.

 There is workload of librarians.

 Less retrieval of information about the desired book.

 There are a lot of problem regarding time, knowledge of the librarian, cost, space, accuracy and
tiredness.

 Time: It look a lot of time to search a material like book when a user asks for the materials even if the
materials are not available.

 Knowledge of the librarian: Most of the librarians are not familiar with the materials which will cause
for user not to get a material they want.

 Cost: when we come to cost all of these work is done by paper which is costly for the library to afford
those papers.

 Space:-all information of the members and the materials is documented in the library which needs a
large amount of space to keep it.

 Tiredness: - this implies that the librarian is not always active, they might be tired which lead to do
their work properly and accurately. Because of this, they will return the user by telling the book is not
available.

1.3 objectives

1.3. 1General Objectives General objective of our project is to change the current manual library
management system of Haramaya University into online service.

1.3.2 Specific Objectives

 Managing resources of the library.

 Making operations on books such as storing details, updating book status, deleting unused books,
registering new books etc. easy, reliable and efficient.

 Generating report for a task performed.

 Creating smooth work flow between each department of the library.  To keep students with up to
date materials.  To make study easier.  To save time of students.  To reduce expenditure of
university.  To prepare a website that work with the proposed digital library system.  To facilitate and
organize best way of accessing information resources available in Debre tabor University library system.
 Finally develop workable system.

1.6 Project Scope and Limitation

1.6.1 Scope of the system

This project is targeted to automate all the tasks which can be related to Debre tabor university library
management system.

8 The jobs of managing a Library will be simplified by a considerable amount through the automated
system.

The system will be able to handle many services to take care of all users in a quick manner. The system
should be user appropriate, easy to use, provide easy recovery of errors and have an overall end user
high subjective satisfaction. Generally, our broad scope is as following:-  Download book.  Search
book.

 Book management (Inserting, updating, searching, and others).

 Disallowing unauthorized access.  Generating reports.

 Add and edit authors and publishers information.

 The students may give their suggestion to library manager.

 Allow only registered student.

 Upload newspapers and magazines.

 Register student. Scope in:

 Download book.

 Search book.

 Book management (Inserting, updating, searching, and others).

 Disallowing unauthorized access.

 Generating reports.

 Add and edit authors and publishers information.

 The students may give their suggestion to library manager.

Scope out:

 Upload newspapers and magazines.

 Register student.
1.6.2 Limitations

Too much time spent in front of a computer screen may be harmful.

Being constantly online is the new reality, but the truth is that using a computer or a tablet all the time
can cause poor vision, strain injuries, and other physical problems.

Since online study needs electronic material some students may not have economic ability to get the
material.

Sometimes if network fails it could be difficult to read books online which may result in poor education
quality.

1.4 Methodology

To perform this project our system requirement will follow methods, models and development of
software life cycle techniques.

1.4.1 Data Gathering Techniques

We have gathered requirements through the following methods

1.4.1.1. Observation

We gathered data from what we observed in the library when we use the library.

7 1.4.1.2. Interview

We have interviewed library member.

We asked the following questions and got answer:

o What are the roles of manager?

o What are the roles of librarians?

o What are the roles of documentation manager?

o What are the roles of circulation manager?

o How can student borrow a book from library?

o Can students take the book out of campus compound?

o For how many days borrowed book stay with student?

o How can student use library if s/he loose ID card?

o What are the functions of computers in the library?

1.6.2 System Analysis and Design Methodology

In developing this system we follow an object oriented approach.

Using Object Oriented approach enables us to develop system in iterative way. That means we can
restart our system development in some cases like require

1.7 Significance of the project

 Easy Accessibility:-

Our library management software is easily accessible from anywhere and anytime. It is compatible with
mostly with all the hardware and software devices. Our library management software is easy to navigate
and simple to use.

 It keeps records of books, information like name, code, author name.

 It becomes easy for the student to know the status of books.

 Help students to search desired book to make their study easier

 Newly published books reach students within a few times. Once the book is uploaded students can
access the book.

 The system makes easy for the student to access the library books by just a click. A student can search
for books by using author name, book name and in many other ways.

 No physical boundary

 Round the clock availability

 Multiple accesses

1.5 project feasibility

1.5.1 Technical feasibility

We concern here with equipment and software that will satisfy the user requirement. The system will
use simple software developing languages like C++, java, PHP etc. so the system is technically feasible.
Also our proposed system can be integrated with other university information systems it is technically
feasible.

1.5.2 Economic feasibility

Economic analysis could also be referred to as cost benefit analysis. It is the most frequently used
method for evaluating the effectiveness of a new system. Since system is being developed by students it
is costless. This makes our system economically feasible.

1.5.3 Time feasibility

Time of this system is feasible because we accomplished the project corporately by helping each other
to finish the project with in the schedule.

Operational Feasibility

Our developing system is should be easy to use for uneducated and educated students to access the
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Chapter two

2.1 Overview of existing system

 The library system use both manuals and computerized system that enables students to check which
book exists in the library, but not used to access the book.

 The user searches the library materials with the information of the material and the content of the
material.

 The database used to hold library material is only help to know the information of the material and
where it found and content of the materials.

 Library administrator provides all important reference books for all departments and provide for
library.

 The administrator employs librarians and gives them schedule of work.

 Administrator of library control over the whole library activities

 Circulation manager control schedule of work.

 Documentation manager categorizes reference books and research books and puts then at provide
places.

 Camera controls each activity of students in the library.

 Vice administrator control work of camera of library

 Vice administrator controls the works of members of library and problems happen in the library and
transfer the case to the head of library.

 Attendant checks the attendance of librarians.

 Check point checks the clothing and materials at the hand of student at the gate of library when
student enters and leaves library.

 Students go to library, give their ID card take a book, read the book and return it after certain time.

 Librarians give service for students according to their working schedule.

 Students sometimes borrow some books from library for certain time.

 Newspapers, magazines and other written materials are provided at predict table.

2.2 Proposed system

The proposed system will perform different tasks such as:

 The system changes existing manual system to online library system.

 The system minimizes data redundancy by using database.

 The system can minimize loose of data and loss of time.

 The system reduces workload of librarians.

 The system helps Student to access library from any place, any time.

 The system will reduce the cost

2.2.3 Functional Requirements

The functional requirements of our systems are as following:

 Create account:-the administrator, librarian and students create personal account.

 Log in: -

the administrator, librarian and students log into the system and perform activities they want. Since the
username is unique the system must give a message if the entered user name is not available.

 Insert, delete and modify books: - the administrator can insert new books, delete or modify older
books.

 Remove member or delete account: -Administrator deletes the account of students if they are
graduated or terminated from university.

 Search book: -Users have the ability to search through books by subject, title, authors or any
information related to the book.

 Download book: -Student download necessary book.

 Librarian identify book for updating: - the librarian checks available books and their contents and
identify the books that need modification.

 Add and edit information: -administrator adds and edits information about books, book authors and
publishers. The system should allow only the administrator to modify the site contents

 Give suggestion: -the students can give their suggestion about existing books and which book they
need to be added to library administrator.

 Edit profile: -system should allow user to edit their profile detail.

 Log out: -the administrator, librarian and students log out from system after finishing their work.

Non-functional Requirement
 Security: - Access to the various subsystems will be protected by a user log in screen that requires a
user name and password.

 Binary compatibility:-the system is accessible for many computers.

 Accessibility:-system can be accessed from anywhere.

 Flexibility:-the system intends to increase or the functionality after its deployment.

 Efficiency:-the system utilizes resources and takes less time to perform activities and mean time to
repair. Even if the system fails, the system will be recovered back up within an hour or less.

 Reliability:-capability of the system to maintain its performance over time.

 Availability:-the amount of time that it is operational and available for use.

 Accuracy:-The system should accurately provide real time information taking into consideration
various concurrency issues.

 Performance:-The information is refreshed at regular intervals depending upon whether some updates
have occurred or not. The system shall respond to the member within few seconds from the time of the
request submittal. The system shall be allowed to take more time when doing large processing jobs.

 Maintainability and Portability:-Changes (addition of information, password changes, and database

changes) must be verified. The system should provide automatically notification to users