Page 1 of 15

LIBRARY MANAGEMENT SYSTEM (LMS) FOR STANFORD.

1) STAKEHOLDERS
While coming up with Stanford’s Library Management System (LMS), several stakeholders
may be involved. The table below highlights some of the stakeholders that can be key in
the realization of the LMS.

STAKEHOLDER ROLE

Students • They will give vital information that will help in

creation and configuring of LMS.
The university • Will ensure the library provides sufficient facilities for
education and research
Librarians • Will be responsible for library systems, media services
cataloguing, counter services etc.
System Manager, • Will ensure that once system is in place, it works
Operation properly, responds to problem, and communicate with
technicians the system supplier.

Technicians • Will manage the video, media unit/ services as such

their input will be needed.
Domain SME, • Will provide the necessary expertise in the realization
Implementation of LMS
SME
Library assistants • Will be dealing with issuing and renewing library items,
queries, and request
Sponsors • Steer the Stanford towards a sustainable future by
adopting sound, ethical and legal governance, and
management policies.
• May authorize and ensure funding for the software.
Government, • They will ensure adherence to regulations and laws
Regulator including privacy, confidential laws etc.
Project management • Will be responsible for carrying out the project in order
team, Project to realize the solution.
Manager • The PM will be responsible for managing LMS and
planning the detailed activities to complete the
implementation.

Suppliers • Will help implement the LMS through provision of

resources.
Testers • They have the responsibility of ensuring that the LMS
will function within acceptable parameters.

Page 2 of 15
2) PROBLEM STATEMENT
Presently, transaction of books in Stanford library has been done manually, thus a lot of
time is wasted in managing library like borrowing of books or return of books. Fine
calculation has become a tedious and time-consuming process. As a result of this difficulty
in managing, Stanford has employed a high number of employees.
In addition, the manual system has made it difficult for the management to generate
reports due to problem of lack of prompt information retrieval and time wastage in using
the manual system, and not to mention managing four million books manually is a huge
challenge. Series of problems occur as a result of this thereby resulting to inefficient
library management for instance students could only deposit books only in the library
timings. In most cases as a result of human error there maybe loss and damages of records
due to not using a computerized system in the library.
Nevertheless, the difficulty in the searching of books which could be termed to be
inadequacy in book Management is a problem in the manual library thereby causing
inefficiency and time consuming in the library. Also the problem of space consuming
erupts after the number of records become large the space for physical storage of file and
records also increases if no computerized system is implemented as well as the issue of
cost. In this project computer approach will be used to solve these problems. Each of the
manual procedure will be analyzed.

3) ADVANTAGES OF THE NEW LIBRARY MANAGEMENT SYSTEM

The advantages of library management software can include:

• Creation of dynamic Reports

The LMS will maximize the performance of the library with dynamic reports, charts
and graphs to review and track the progress for better decision-making.

• Cost-effectiveness
Embracing technology will be a cost-effective and a viable choice for Stanford
institutions. Using cloud-based library eliminates paper-based processes and
maintenance overheads, improves productivity, reduces operation costs and saves
time.

• Increased Student Library Engagement

The LMS will help avoid frustration and tediousness by providing students with 24/7
access to library resources from anytime. It will allow the librarian to maintain all types
of books, eBooks, journals, photos, videos, and create events with ease

Page 3 of 15
• Efficient Cloud Data Management
By storing data in the cloud, Stanford university can automate, simplify, and deploy
library database seamlessly to make it easy for it to benefit from secure cloud services.
This will go a long way in improving efficiency with the automation of various library
tasks including acquisition, cataloging, serials management, circulation, and
reference.

• Highly Secure, Scalable & Reliable

Stanford can benefit from scalable cloud based infrastructure, which can have
features that are role-based and are secure it terms of access, have high performance
and reliable to ensure seamless access to library database.

• Innovation
Stanford students can search, write articles, upload photos and videos, manage email,
send messages, but also help them to keep up with the librarian and other students
via chat and discussion forums.
The advantages of LMS outweighs the disadvantages. But there are few disadvantages
that can be associated with the LMS. Consider:

• Sometimes it is complicated to operate for first-time users.

• May require high-speed internet connectivity for a web-based system.
• Risk of computer virus.
• Higher initial cost may be incurred than with other system.
• Higher conversion cost since many functions are involved.
• The library staff needs to adjust too much change in a short period of time

4) AS-IS AND FUTURE PROCESS MAP (USING FLOWCHARTS)

Page 4 of 15
 5) SCOPE OF THE LIBRARY MANAGEMENT SYSTEM (USING USE CASE DIAGRAM).
Usecase Diagram for LMS

LIBRARY MANAGEMENT SYSTEM

Login

Maintain User
Details

Maintain Member
Details

Maintain Book
Details

Lend Book

Librarian
Member
Return Book

Reserve Book

Search Book

File Complain

Generate Report
(& Fine late return)

Search Member

Fine

Fine calculation Bill

Page 5 of 15
Login use Case Narration
This use case shows the process followed by a user before login into the Library
Management System. Actors involved include Librarian and members. If the use case
is successful, an actor is logged into the system. The system state remains unchanged
if the use case was not carried out.
An actor should be given a username and password before login to the system. An
error message is displayed if the input username and password are incorrect.
Maintain User Details Use Case Narration
This use case enables the librarian to maintain all the LMS’s user details, which
includes adding, updating, and deleting users from the system. Actor involved is
Librarian. Before this use case begins, the librarian must be logged on to the system.
User details are updated, added, or deleted if the use case was successful. The system
state remains unchanged if the use case was not carried out. The use case begins when
the librarian wishes to add, update, or delete a user from the system.
Maintain Member Details Use Case Narration
This use case enables the librarian to maintain all the LMS’s member details, which
includes adding, updating, and deleting members from the system. Actor involved is
Librarian. Before this use case begins, the librarian must be logged on to the system.
Member details are updated, added, or deleted if the use case was successful. The
system state remains unchanged if the use case was not carried out. Otherwise, the
use case begins when the librarian wishes to add, update, or delete a member from
the system.
Maintain Book Details Use Case Narration
This use case enables the librarian to maintain all the LMS’s book details, which
includes adding, updating, and deleting books from the system. Actor involved is
Librarian. Before this use case begins, the librarian must be logged on to the system.
Book details are updated, added, or deleted if the use case was successful. The system
state remains unchanged if the use case was not carried out. The use case begins when
the librarian wishes to add, update, or delete a book from the system.
Lend Book Use Case Narration
This use case enables the librarian to issue out books to registered members. Actors
involved are librarian and member. Before this use case begins, the librarian must be
logged on to the system. Books should be available. A members should provide the
librarian with his/her member no. A member is issued books if the use case was
successful. The system state remains unchanged if the use case was not carried out.
The use case begins when the librarian wishes to issue/lend books to a member. The
librarian choses add lending function to realize this action.

Page 6 of 15
Return Book Use Case Narration
This use case enables a member to return books. Actors involved are librarian and
member. Before this use case begins, the librarian must be logged on to the system.
A member should have borrowed books. A member should provide the librarian with
his/her member no. A member returns books if the use case was successful. The
system state remains unchanged if the use case was not carried out. The use case
begins when the member wishes to return the borrowed books. The librarian choses
update lending function to realize this action.
Reserve Book Use Case Narration
This use case enables a member to reserve books. Actors involved are librarian and
member. Before this use case begins, a member must be logged on to the system.
Member should have the correct book detail to be reserved and this book must be
available for it to be reserved. A member reserves books if the use case was successful.
The system state remains unchanged if the use case was not carried out. The librarian
enables member reservation process to be completed by responding appropriately to
any reservations. The use case begins when the member wishes to reserve books. The
member chooses the reserve book functionality to realize this action.
Search Book Use Case Narration
This use case enables users to search for different categories of materials such as
books, magazines, research papers, journals, and newspapers. Actors involved are
librarian and member. Before this use case begins, a user must be logged on to the
system. Books must be available for searching. A user is presented with search results
if the use case was successful. The system state remains unchanged if the use case
was not carried out. The use case begins when a user wishes to search for a book in
the system. The user chooses the search function to realize this action.
Search Member Use Case Narration
This use case enables the librarian to search for a member. Actor involved is librarian.
Before this use case begins, the librarian must be logged on to the system. A member
must be registered to the system to enable them to be searched. The librarian is
presented with search results containing the respective member details if the use case
was successful. The system state remains unchanged if the use case was not carried
out. The use case begins when the librarian wishes to search for a member in the
system. The librarian chooses the search function to realize this action.
File Complaint Use Case Narration
This use case enables a member to file a complaint and the librarian to respond to the
complaint via mail. Actors involved are librarian and member. Before this use case
begins both the actors must be logged on to the system. A member files complaint if
the use case was successful. The system state remains unchanged if the use case was

Page 7 of 15
 not carried out. The use case begins when the member wishes to file a complaint. The
member chooses the file compliant function.
Generate Report (& fine late return) Use Case Narration
This use case enables the librarian to generate reports. Actor involved is librarian.
Before this use case begins the librarian must be logged in the system. The librarian
generates and views reports if the use case was successful. The system state remains
unchanged if the use case was not carried out. The use case begins when the librarian
wishes to generate reports. He/she choses the generate report function.

6) MAIN FEATURES THAT NEED TO BE DEVELOPED

The Stanford’s LMS software will have the following features:

• Catalog management
To digitally keep track of what is available in the library. The books will be catalogued
by category like, magazines, research papers, journals, and newspapers.

• Membership management
To maintain a detailed database of the members. The system will record the name, ID
and password of each user. The system helps in ascertaining the track record of the
member.

• Circulation management
It will enable the tracking and management of books. Whoever has been given any
book at any point of time can be tracked. Misplaced or missing books can be traced
with ease. The details on books to be returned and that which are overdue for return
are provided daily.

• Acquisition management
To acquire new books and add them digitally. Using this feature, irrelevant and
outdated books can be identified and deleted.

• Bar-coding:
To give specific identification to each book. All books, old and new, are bar-coded on
the basis of category like, magazines, research papers, journals, title, author, topic and
date of publishing.

• Barcode scanning
To read the barcode easily using RFID sensors. The database is automatically updated
when books are scanned while issuing or returning.

Page 8 of 15
 • Search function
To enable both the librarian and the members to search the categories of books in the
library. The search functions can be filtered to the need of each user.

• Online access:
The web based LMS software will provide access to different users. This broadens the
spectrum of search benefitting the user considerably.

• Self-management
To check in and check out books by oneself. The library management system software
of digital libraries allows the members to login, search, select, issue and return books
by themselves.

• Fee management
To collect membership/ fine fees and manage individual member accounts. The
software calculates the fine due for non-return or lost and damaged books. The
members are informed of the fines by the system.

7) IN-SCOPE AND OUT-OF-SCOPE ITEMS FOR THIS SOFTWARE

Page 9 of 15
8) DATA FLOW DIAGRAM FOR THE SYSTEM

Page 10 of 15
9) ER DIAGRAM OF THE SYSTEM

Page 11 of 15
10) FUNCTIONAL AND NONFUNCTIONAL REQUIREMENTS
The system has several functions which include:

Page 12 of 15
11) WIREFRAMES.

Page 13 of 15
Page 14 of 15
Page 15 of 15