MEKDELA AMBA UNIVERSITY

COLLEGE OF NATURAL AND COPUTATIONAL SCIENCE

DEPARTMENT OF COMPUTER SCIENCE

Proposal for Web Based Library Management System

Student Name Student Id

Yimer Seide……………………………………………MAU/1201383

Abrham Loweye ………………………………………MAU/1200071

Yohannes Abdeta……………………………………..MAU/12014

Submission date:-

Tulu Awlia, Ethiopia

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Contents

Contents
Acronyms:-.........................................................................................................................................i
List of Figure.....................................................................................................................................ii
List of Tables....................................................................................................................................iii
Chapter 1: Introduction..........................................................................................................................1
1.1. Background of the project......................................................................................................2
1.2. Statement of the Problem and Justification............................................................................3
1.3. Objective of the Project.........................................................................................................4
1.3.1. General objective...........................................................................................................4
1.3.2. Specific objectives.........................................................................................................4
1.4. Scope of the Project...............................................................................................................4
1.5. Limitation of the Project........................................................................................................5
1.6. Methodology..........................................................................................................................6
1.6.1. Data gathering methodology..........................................................................................6
1.6.2. Development Approach.................................................................................................6
1.6.3. System Development Tools...........................................................................................7
1.6.3.1. Software tools with their activity......................................................................................7
1.6.3.2. Hardware tools with their activity.....................................................................................8
1.7. Significance of the Project.....................................................................................................8
1.8. Beneficiaries of the project....................................................................................................9
1.9. Feasibility Study..................................................................................................................10
1.9.1. Economic feasibility..........................................................................................................10
1.9.2. Technical feasibility...........................................................................................................10
1.9.3 Time feasibility...................................................................................................................10
1.9.4 Operational feasibility.........................................................................................................11
1.10. Project schedule...............................................................................................................11
Table 1.10 Project schedule.............................................................................................................11
1.11. Project Budget.................................................................................................................11
Table 1.11 Project Budget...............................................................................................................12
Chapter 2: Requirement Analysis........................................................................................................13
2.1 Current system description..................................................................................................13

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2.2 Requirement Gathering........................................................................................................13
2.3 Proposed System Description..............................................................................................14
2.3.1 Overview.........................................................................................................................14
2.3.2 Functional Requirements.................................................................................................14
2.3.3 Nonfunctional requirements.............................................................................................14
Reference.........................................................................................................................................16

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Acronyms:-
Gb-Giga Byte

HTML- Hyper Text Markup Language

IT – Information Technology

JS –JavaScript

LMS – Library Management System

MAU – Mekdela Amba University

M-meter

Ms Word – Microsoft Word

MYSQL-my Structured Query Language

PERL-Practice Extraction and Reporting Language

PHP – Hyper-Text pre Processor

SDLC – System Development Life Cycle

XAMPP-Cross Platform, Apache, MYSQL, PHP and PERL

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List of Figure
Figure 1.1 Sample image from MAU library

Figure 1.6.2.1 Waterfall Model Project Design Model

ii
List of Tables
Table 1.6.2.1 Software Tools
Table 1.10 Project Schedule
Table 1.11 Project Budget

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 Chapter 1: Introduction
One of the fourth generation universities. i.e. Mekdela Amba University was established in
2010E.C. “It is located in Amhara Regional State, South Wollo Zone having two campuses at
Tulu Always and MekaneSelam towns.”(mekdela-amba-university)

It is established as an autonomous higher education public institution having its own legal
personality and is accountable to the Ministry of Education. The university is governed by the
Higher Education Proclamation No. 650/2009 and the federal universities council of
Ministers Regulation No. 210/2011.(mekdela-amba-university)

Traditionally, the librarian managed the whole work in a manual mode or recording the work
details in a record book. We have to manage all the work related to library such as issuing
books to the students, returning books from the students, maintaining all the details of the
books, adding new students, and new books etc. But with the increase in the number of
user/students and number of books in a library, this management process has become slow
and complex. So, a better management of the library work is required.

The purpose of the web based library management system is to automate and digitize this
traditional way of managing the library work. The Web Based Library Management System
is much more user-friendly, faster in operation and easy to manage than the manual one.
Through the use of it, the librarian can manage the whole data of the library in a single
database in different tables with a much more security than the traditional way. In a library,
tasks like issue/return/add new students/add new books/ checking any discrepancy in stock,
calculating fine for overdue books etc. are performed on a daily basis and suppose a student
asks for a particular book from a librarian then he has to search the book manually which
takes a lot of time and there are chances of human error in that process as well. But with the
help of LMS, the searching of books has become quite easy and fast and the librarian only
needs to enter the book id in the search section of the application. Similarly, if a new student
has to be added as a registered member of the library or an existing student has to be removed
then this process has become very easy to perform. So, all these kinds of operations can be
digitized and performed efficiently by using a web based library management system

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 1.1. Background of the project
IT has revolutionized the life of human beings and has made lives easier by the various kinds
of applications. In the light of the rapid changes with the use of Information Technology,
there are many tools, technologies and systems that have been produced and invented. The
main objective of this project is to develop a Library Management system (LMS) for
Mekdela Amba University in order to automate the library tasks and make the library
management more efficient and easy to handle. Library is place where all kind of books are
available in hard copy or digital format.

The library management system enables a fully automated library service and will be a web
based application where only registered users will have access to the system. Library
Management system will be developed to automate the task of entering the records of new
book and retrieving the details of books available in the library, the transactions of books and
the details of book holders. Privileged users can issue books to registered library members,
maintain their records, check how many books are issued and how many books are available
in the library.

Figure 1.1 Sample image from MAU library

This system provides separate interface and login for librarian, students and guest users who
browse the system for books. Also maintain the late fine of library member who return the
issued book after the due date.

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In the proposed system, we assume that each member will be having an identity card which
can be used for the library book issue, fine payment etc. Users can recommend new books to
the librarian; they can view the issue and return dates of any book and due they have to pay.

1.2. Statement of the Problem and Justification

Library management system is a project which aims at developing a computerized system to
maintain and automate all the daily work of library.
In the existing system at Mekdela Amba University (MAU) all the transaction of books such
as borrowing and returning are done manually which takes time to complete. Another major
disadvantage is that to prepare the list of books borrowed, returned and the available books in
the library takes at least a day to complete this process. Library management system is a
project which aims in developing a computerized system to maintain all the daily work of
library. Some of the problems being faced in manual system are
 File lost
When computerized system is not implemented file is always lost because of human
environment. Sometimes due to some human error there may be a loss of records.
 File damaged
When a computerized system is not there file is always lost due to some accident like spilling
of water by some member on file accidentally. Besides some natural disaster like: floods or
fires may also damage the files.
 Difficult to search record
When there is no computerized system there is always a difficulty in searching of records if
the records are large in number.
 Space consuming
After the number of records becomes large the space for physical storage of file and records
also increases if no computerized system is implemented.
 Cost consuming
As there is no computerized system to add each record paper will be needed which will
increase the cost for the management of library.
 Fast report generation is not possible.
 Tracing a book is difficult.
 Information about issue/return of the books is not properly maintained.
 No central database can be created as information is not available in database.

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In order to solve this problem our proposed system works efficiently by changing the manual
based to web based system ,since the computerized manner is more saver and faster than
manual based.

1.3. Objective of the Project

1.3.1. General objective

The main objective of the proposed system is to change the manual system into computerized
System, so the user can get books from online without going to the library, moreover a user
can access books within an instant of time and everywhere around internet connection
available.

1.3.2. Specific objectives

Here are some specific objectives of the project we proposed.
 To collect the necessary information that is needed for the development of our project.
 To study the existing system and find out the problem.
 For choosing the best alternative in order to solve the problem.
 Identifying functional and non-functional requirements of the system.
 Design and modeling of the system.
 Designing the use case and deployment diagram.
 Developing a database which stores user details and book details.
 Implementing the system in efficient way.
 Design user interface for easy navigation and obtained of required information from
the database.
 Finally, Test the system.

1.4. Scope of the Project

The document only covers the requirements specifications for the Library Management
System in Mekdela Amba University.
The system accepts the General Library Transactions of book issue, return and renewals for
the members. 
The system would provide basic set of features to add/update members, add/update books,
and manage check in specifications for the systems based on the client's statement of need.
 Specifically:

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  Proposed system would aid librarian to keep track of all the membership details. It
would allow librarian to add new members to the library and edit the relevant details
of members when necessary.
 When adding new members to the system, it would verify whether user already has an
existing membership with the library to avoid same member registering with the
library more than once.
 System would aid librarian to maintain library book catalogue. And when the branch
library receives new books from head office it would allow librarian to add new books
to the library and edit the relevant details.
 System would assist librarian in lending process, returning process and reservation of
books. When the member’s return the books, system would check whether fine is
applicable and automatically calculate the fines appropriately.
 When a lent book is lost by a member system would automatically calculate the
appropriate charges which are to be recovered from the member.
 System would keep track of the status of the book, at any given time librarian would
be able to check the status of a particular book.
 System would assist librarian to generate the reports on overdue books, the books that
are lent on a particular day and daily/monthly cash reports.
 System would assist the librarian and members to efficiently search for a book in the
library. And it would provide the shelves information where the book is located at the
library
 System would facilitate members to online search for a particular book and reserve it
online. Members will also be able to check the details of the books that which they
have borrowed, due date of the books and fines that they have to settle.
 It would facilitate to send email notifications to all the members about the new book/
magazine arrivals to the library.
 System would allow librarian to block the lost membership card, which would prevent
it being misused and it would help to ease the reissuance of lost membership card
process.

1.5. Limitation of the Project

This project is limited for the following factors
1. Difficult to train all users and librarians: because our university librarian works in
different shifts it was difficult to get all of them in one place. Also there was a gap of
computer knowledge between them.
2. Luck of internet connection: due to our bad internet connection across the country it is
difficult to get access on line library management system.
3. Difficulties in assigning the barcode to books.
4. Portability: because users that are using this system don’t have portable computers was
constraint for accessing from different places.

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5. Price of materials: every book is not available online in soft copy form. This makes our
system to become not wisely used. Some books are costly to purchase and upload online.
6. Not applicable for blinds. There are no audio books uploaded in this system.

1.6. Methodology
The method of Requirement gathering that is used on this project includes Interview,
Observation and document analysis to collect/ gather information and data of the existing
system to develop new system.

1.6.1. Data gathering methodology

 Interview: - we contact the representative of the organization and then exchange
some ideas about their current system, how it has been working and the structure of
this organization. As a general, we gather enough data in order to prepare our project.
 Observation: we look and examine how the workers are doing their work so that we
would understand the existing system. We observe the actual work in scheduling staff
of the organization to gather additional data (i.e. manual scheduling system) being
done by the organization and consolidated with what was obtained through
observation.
 Random drawing of ideas (Brainstorming): - Ideas that were generated from group
members are the starting point of this project and continued to the main base in order
to finish the project and to make the system more effective.
 Document analysis: reading the document available in the organization and by
visiting the organization.

1.6.2. Development Approach

Among different development approach we have decided to use Waterfall Model for the
System Development Life Cycle (SDLC), because this model gave the researchers lot of
advantage including;

 In each stage and activity done in development of the project those stages and
activities were easily explained which benefit both the researchers and the client.
 In each verification and review of each stage can easily locate and repair errors that
may occur in the program.

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 Figure 1.6.2.1 Waterfall Model Project Design Model

1.6.3. System Development Tools

1.6.3.1. Software tools with their activity.

Activity Tools
Clint side coding HTML
Clint side coding JS
database server MYSQL
Server side scripting PHP
Web server XAMPP
Browser Mozilla Firefox, chrome etc.
Documentation MS word

Table 1.6.2.1 Software tools

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 1.6.3.2. Hardware tools with their activity.
 Desktop computer(laptop):-
 In order to prepare the document and implementation in soft copy.
 Storage device: hard disk & Flash disk
 To copy and transfer file
 Store data
 Internet cable
 To connect to the internet.
 Pen and Paper
 For writing the document and short note during information gathering.
 Printer
 To print the document

1.7. Significance of the Project

1. Quick & simple to use
 The Program for Library Management is basic, user-friendly, and therefore can be
easily combined with your current setup. The features of the library management
system include physical and digital storage, automatic backups, and quick updates to
ease and boost the learning experience.
2. Extreme exposure in libraries
 Stop boredom and tediousness by supplying students with unlimited support from
wherever, whenever, to library services. Library Management System helps the
librarian to manage and create activities for all sorts of books, eBooks, articles,
images, videos.
3. Effective Handling of Cloud Data
 Optimize, automate, and seamlessly deploy library databases to make it easier to
benefit from cloud security resources for your organization. Boost productivity by
automating several library activities, including sourcing, cataloging, control of
serials, recruitment, and reference
4. Extremely Secure, Flexible & Consistent
 In order to ensure smooth access to the library database, college libraries benefit
from flexible technology, role-based safe access, high performance, and reliability.
5. Access to Device

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  The library management system offers mobile access through smart phones and
tablets to view the library collection, scheduling, books, and services from anywhere
as per your convenience, at any time.
6. Flexible Reports
 Optimize the output of libraries to analyze and monitor success for improved
decision-making with dynamic papers, maps, and graphs.
7. Free from error
 User-friendly, efficient, and designed for fast data entry, the automated library
platform makes library operations error-free.
8. Creativity
 Users can access, write posts, post images, and videos, handle emails, submit
messages, but also, through talk, discussion boards, and social media, allow them to
keep up with both the librarian as well as other students.
9. Absolutely Adjustable
 In order to provide fast, accurate results, the library automation system is completely
scalable and adaptable to the needs of educational institutes.
10. Cost-efficient
 It is cost-effective and a feasible option for educational institutions to adopt
advanced technology. The usage of cloud, electronic and automated libraries
eliminates paper-based systems and overhead management, increases performance,
decreases running costs, and saves time

1.8. Beneficiaries of the project

1. Student:-
 Can easily access any type of books from the library.
 They get remote learning.
 Mobile access everywhere at any time with in internet connection.
 Easily search, read and view library materials online.
2. Librarians:-
 Remove manual process to issue books and maintaining records.
 Increase librarian’s efficiencies.
 Easy of circulation.
3. Administrator:-
 Can easily manage the library.

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  Add users in a secure manner.
 Add books to the library.
 Little or no work load.
4. Instructors:-
 They can refer any guidance at any time in everywhere with in internet
connection.
5. Colleges:-
 Reduce budget expenditure for the employee, since no more employers is
needed.
 Reduce operating cost.
 To run smart college functions, and maintain accurate data of library.

1.9. Feasibility Study

The objective of this feasibility study was to analyze whether the company could improve its
working practices, speed up the time to make a sale and generate more business. To carry on
with further analysis the main feasibility issues were examined. These are as follows:-

1.9.1. Economic feasibility

It refers to the benefits or outcomes we are deriving from the product compared to the total
Cost we are spending for developing the product. The system that we are going to develop is
economically feasible. For instance, the proposed system to develop will decrease a lot of
money that is consumed to buy stationery materials such as paper, pencil, pen, labors and so
on. It also reduces the cost to replacing the lost data. It also have intangible benefit like
giving better and effective service, increase communication speed, satisfying the personnel
and improve employees’ moral, creates better personnel-organization relationships.

1.9.2. Technical feasibility

A project possible to use many front and back end, but we selected PHP and MYSQL
because everyone is familiar with them and since it's easy to use.can perform in any browsing
applications, implies some one should select any of browsing type that have efficient in cost
and reliability.

1.9.3 Time feasibility

To ensure our system is being feasible in time constraints if:

 Giving immediate responses to the users.

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  Minimize the response time of the tasks required.
 The system is less time consuming.

1.9.4 Operational feasibility

It is a measure of how well a proposed system solves the problems. Our software will be used
effectively. It runs in all operating system, since it will develop by using plat form
independent language. It is also possible to maintain and support after it has been developed
and the system will result in workforce reduction which means it has high operational
feasibility so the usability increases.

1.10. Project schedule

Table 1.10 Project schedule

1.11. Project Budget

o We have used different resources to accomplish our given projects.
o This resources are:

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No Hard Ware Items Quantity Price(birr)

1 Desktop computer(laptop) rent 1 17500

2 Internet cable 5M 200

3 Pen 5 90

4 Paper 100 sheets 200

5 Printer rent 1 6500

7 Flash disk 1(16Gb) 450

Total price 24940

Table 1.11 Project Budget

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 Chapter 2: Requirement Analysis
System Analysis is a problem-solving technique that decomposes a system into its component
pieces for the purpose of studying how well those component parts work and interact to
accomplish their purpose.
System Analysis is one of the important phases in software development life cycles. Thus, lot
of time and effort was put on to analyze the existing manual system, to identify the problems
which are encountered in the existing manual system, and to identify the functional and non-
functional requirements.
The existing manual process which is in place is described in detail in this section. Mostly
fact gathering techniques such as interviews and observation, and use case diagrams are used
to gather information about the existing manual process and the client requirements.

2.1 Current system description

2.1.1 Major function of current system

2.1. Existing system description

The activities of the MekdelaAmba University library system are based on manual system.
Users spend their time for searching book or getting its exact place. They use hardcopy for
borrowing books for their readers and putting some information about the books.

Last year MAU library tries to give some service in computerized manner like searching
books by ISBN, but the system did not continue. Although the system provides information
about the books, it is too late to tell the shelf number.

2.1.2 Problem of Existing System

There are many problems of existing system, these are:

 Time consuming
 It requires high space to store data.
 Work overload for employees
 Data is not accurate
 Data is not well protected and organized

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 2.2 Requirement Gathering
2.2.1 Requirement Gathering Methods
3 Interview: - we contact the representative of the organization and then exchange some
ideas about their current system, how it has been working and the structure of this
organization. As a general, we gather enough data in order to prepare our project.
4 Observation: we look and examine how the workers are doing their work so that we
would understand the existing system. We observe the actual work in scheduling staff of
the organization to gather additional data (i.e. manual scheduling system) being done by
the organization and consolidated with what was obtained through observation.
5 Random drawing of ideas (Brainstorming): - Ideas that were generated from group
members are the starting point of this project and continued to the main base in order to
finish the project and to make the system more effective.
6 Document analysis: reading the document available in the organization and by visiting
the organization.

2.2.2 Business Rules

A business rule is effectively an operating principle or polices that must be fulfilled and
obligated in order the system will function properly and effectively.
BR1：Users should take and show their ID to borrow the books.
BR2: The user should return the book on due date.
BR3: when the user borrow book, the borrowing form fill by librarian.
BR4: Users can borrow one book at a time.
BR5: If the user doesn’t return the book on return date, he/she will pay punishment.
BR6: Students can hold borrowed books for 15 days.
BR7: Teachers can hold borrowed book for 30 days.

2.3 Proposed System Description

2.3.1 Overview

 Our proposed system will develop in order to minimize risks that face for the librarian as
well as for the user. Since, they have used manual based management system. Among
these the following are basic advantage:-

 It will help the librarian to manage the books and books borrowed by members and
automate most of the library activities.

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 It will increases efficiency and reduces the cost needed for maintaining a library and
saves time and effort for both the user and the librarian.

2.3.2 User requirement

 The system shall be discrete stakeholder groups (top-level managers, nonmanagement
staff, customers, etc.) are specified to define what they expect from a particular solution.
This group serves as a bridge between the generalized business requirements and specific
solution requirements. They are outlined in a User Requirements Specification and can
include, for example, ability to create various reports, view order history and status,
manage customer databases, etc.
2.3.3 Functional Requirements
Functional requirement – “a description of activities and services a system must provide.
Here are the identified functional requirements of the proposed system.
 The system shall allow the user to login with his/her username and password.
 The system shall allow the librarian to add and remove new members.
 The system shall allow the user to search for books based on title, publication date,
author, etc., and find their location in the library.
 The system shall allow users to request, reserve, or renew a book.
 The system shall allow Librarian in order to add and manage the books.
 The system should notify the user and librarian about the overdue books.
2.3.4 Nonfunctional requirements
2.3.4.1 Performance

 The Server would be able to perform desired tasks in reasonable unit of time.

2.3.4.2 Scalability

 The proposed system would be scalable to support extended number of users.

2.3.4.3 Availability

 The System should be available for the duration when the library operates and must be
recovered within an hour or less if it fails. The system should respond to the requests
within two seconds or less.

2.3.4.4 Reliability

 The Server would perform desired tasks as expected. The system does its work with
more accuracy like user registration to the system, user validation and authorization,

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 book search and issue operation, return status , and updating the database by
synchronizing between database and application.

2.3.4.5 Maintainability

 The software should be easily maintainable and adding new features and making
changes to the software must be as simple as possible. In addition to this, the software
must also be portable.

2.3.4.6 Security

 The system would provide access to only legitimate users. It will be secure on network
and only authorized person can use it.

2.3.4.7 Environmental
2.3.4.8 Usability

 Usability is the main non-functional requirement for a library management system. The
UI should be simple enough for everyone to understand and get the relevant information
without any special training. Different languages can be provided based on the
requirements.

2.3.4.9 Interoperability
Chapter 3: System Model
3.1 Scenario
3.1.1 Use Case Model
 The Use Case Model describes the proposed functionality of the new system. A use case
model is composed of a use case diagram and documentation describing the use cases,
actors, and associations.
 A Use Case represents a discrete unit of interaction between a user and the system.
 An actor is a human or machine entity that interacts with the system to perform
meaningful work.
Actors and their activities:-
 User :-
 The user can log in.
 View the catalog.
 Search for books.
 Check out books.
 Reserve books.
 Renew and return a book.
 Librarian :-
 The librarian registers new users.
 Adds and maintains the books.

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  Collects fines for overdue books.
 Issues books to users who need them.
 System: -
 The system is the library management system itself.
 It keeps track of the borrowed books.
 Sends notifications to the user and librarian about the overdue books.

3.1.2 Use Case Diagram

The use case diagram are usually referred to as behavior diagram used to describe the actions
of a user in all system
All user describe in use case are actors and the functionality as action of system.

3.1.3 Description of Use Case Model

Use case id M1

Use case name Login

Description User who have privilege to access the system’s functionalities should be
able to login each time he/she wants to use the system

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Actor Department head, instructor, student

Precondition The user is not login to the system

Basic course This use case starts when the User accesses the login in feature of the
of action system by selecting his or her privilege.
1. Open home page.
2. The user login page.
3. The system displays a login form.
4. The user enters user name and password and select user type.
5. The user click login button.
6. The system validates the entered information.
7. The user gets his/her page.
8. The use case end.
Alternate User fills invalid username and/or password.
course of 1. The system Displays error message.
action 2. The system prompts the user to re-enter the valid information.
3. Use case continues with BCA 4.

Post condition If the user is authenticated and logged into the system and the system
displays all features available for the role associated to the user or the user
access the system.

Use case id M2

Use case name Add books

Description This use case indicates the librarian add new record of books to the
library database

Actor Librarian

Precondition The book is not found in the library

Basic course of 1. Librarian open home page.

action 2. Select update catalog menu.
3. Select add book menu.

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 4. The system displays add books form.
5. Fill the required information.
6. The user click add book button.
7. The system validates the entered information.
8. The system checks for correctness and if it is correct save the file
record.
Alternate course If the book is already exist then the system send error message and again
of action display the form, also if you fill incorrect information.

Post condition The book information added to the database successfully

Use case id M3

Use case name Register member

Description User who have privilege to register new member will be able to add new
members

Actor Librarian

Precondition The user not to access the system

Basic course of 1. The librarian open home page

action 2. Select add member menu.
3. The system displays the form.
4. Fill necessary information.
5. The user click register button.
6. The system validates the entered information.
7. The system sends feedback.
Alternate course Missing necessary information unable to register the user and the system
of action display the form again.

Post condition The user registered successfully

3.1.4 Activity Diagram

3.1.5 Object Model

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3.1.6 Data Dictionary
3.1.7 Class Model
3.1.8 Dynamic Modeling
3.1.9 User Interface
Chapter 4: System Design
4.1 Introduction
4.2 Current software architecture (if any)
4.3 Proposed software architecture
4.3.1 System Decomposition
4.3.2 Hardware/ software mapping
4.3.3 Persistent data modeling
4.3.4 Access control and security
4.3.5 Detailed class diagram
4.3.6 Package Diagram
4.3.7 Deployment
Chapter 5: Implementation
5.1 Mapping Models to Code
5.2 Screen Images
5.3 Testing and Evaluation
5.4 System maintenance
Chapter 6: Conclusion and Recommendation
6.1 Conclusion
6.2 Recommendation
Reference
Appendix

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 Reference
 https://www.academia.edu/30677979/
Project_Proposal_for_Library_Management_System_Title_of_the_Project_Library_
Management_System
 https://www.scribd.com/document/220505453/Library-Management-System-Project-
Proposal
 https://librarytechnology.org/docs/librfp-134-main.doc.
 www.ijraset.com/research-paper/library-management-system

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