Sierra Leone Library Board

Table of Contents

Background of the Project………………………………………………………………………………………..2

Project Proposal and Baseline……………………………………………………………………………………2

Project Requirement Statement…………………………………………………………………………………3

Project Requirement Specification……………………………………………………………………………..3

Project Design Specification Document………………………………………………………………………5

Problem Faced…………………………………………………………………………………………………………9

Lessons Learned……………………………………………………………………………………………………….9

Conclusion……………………………………………………………………………………………………………….10

References……………………………………………………………………………………………………………….11

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 Background of the project

Library Management System is an application which refers to library systems which are
generally small or medium in size. It is used by librarian to manage the library using a
computerized system where he/she can record various transactions like issue of books,
return of books, addition of new books, addition of new Members etc. Books and Members
maintenance modules are also included in this system which would keep track of the
Members using the library and also a detailed description about the books the library
contains. With this computerized system there will be no loss of book record or member
record which generally happens when a non-computerized system is used. In addition,
report module is also included in Library Management System. If user’s position is Admin,
the user is able to generate different kinds of reports like lists of Members registered, list of
books, issue and return reports.

All these modules are able to help librarian to manage the library with more convenience
and in a more efficient way as compared to library systems which are not computerized

Project Aims and object

 To eliminate the paper work in the library

 To record every transaction in computerized system so that problem such as record
file missing won’t happen again
 To know the Actual Members that is registered in the Library
 To know the Member that Borrowed a Book and that have Return or have to return it
 To know the Designation of Each Staff and on which shift that he/she in when a
book was borrowed
 To know which mem ber is fined for return his book late
 To Determine the Actual Copy that Have been borrowed

Project Proposal and Baseline

Information Communication Technology has revolutionized the life of human Beings and has
made life easier by the various kinds of applications. Technology, there are many tools
technologies and Systems that have been produce and invented. The Library Management

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Systems works on the same principle as manual system only that the computer automates
the process, so it is fast and more accurate, there is an assurance of accurate and updated
information in case the need of accessibility of a Member data is required. It would be user
friendly with artistic user interface design and would be intuitive. This insures that the user
or administrator (staffs) would spend less time learning the system and hence increase their
efficiency. The main objectives of this projects is to develop a Library Management Systems
for Sierra Leone Library Board in other to automate the library task and make the library
more efficiency and easy to access. Library is a place where all kind of books are Available.

Project Requirement Statement

Library Management System is a computerized system which helps Staffs (librarian) to

manage the library daily activity in electronic format. It reduces the risk of paper work such
as file lost, file damaged and time consuming. It can help user to manage the transaction or
record more effectively and timesaving.

PROBLEM STATEMENT: The problem occurred before having computerized system

includes:

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 become 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 the to add each record paper will be
needed which will increase the cost for the management of library

Project Requirement Specification

EFFICIENCY REQUIREMENT: When the library management system will be implemented

librarian or Admin will easily access library as searching and book transaction will be very

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faster.
RELIABILITY REQUIREMENT The system should accurately performs member
registration, member validation, report generation, book borrowed and and book returned.

USABILITY REQUIREMENT The system is designed for a user friendly environment so

that staff can perform the various tasks easily and in an effective way.

Efficiency Requirement Mean Time to Repair: Even if the system fails, the system will
be recovered back up within an hour or less.

Accuracy: The system will be accurately providing real time information taking into
consideration various concurrency issues. The system will provide 100% access reliability.

Performance Requirement The information is refreshed depending upon whether some

updates have occurred or not in the application. The system shall respond to the member in
not less than two seconds from the time of the request submittal. The system shall be
allowed to take more time when doing large processing jobs. Responses to view information
shall take no longer than 5 seconds to appear on the screen.

Reliability Requirement The system has to be 100% reliable due to the importance of
data and the damages that can be caused by incorrect or incomplete data. The system will
run 7 days a week.

Software And Hardware Requirements Specification

The Database can work on windows, Macintosh pc and operating systems

PROCESSOR INTEL CORE PROCESSOR OR BETTER PERFORMANCE

OPERATING SYSTEM WINDOWS VISTA ,WINDOWS7, UBUNTU

MEMORY 1GB RAM OR MORE

HARD DISK SPACE MINIMUM 3 GB FOR DATABASE USAGE FOR FUTURE DATABASE MY SQL

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 Project Design Specification Document

Data Dictionary Of Sierra Leone Library Board

Table Field Name Field Data Data Key Default

Name Size Type Format
Author Author_ID 10 Short A001 Prima Not Null
text ry
Author_First_Na 20 Short - NULL
me text
Author_Last_Na 10 Short - NULL
me text
Email 20 Short dkdj@icl NULL
text oud.com
Phone Long number 3839393 NULL
integer 9
Table Field Name Field Dataty Data Key Default
Name Size pe Format
Books_T Bool_ID 10 Short B008 Prima Not Null
able text ry Key
Book_Title 30 Short - Null
text
Edition 10 Short Null
text
ISBN 13 Short Null
text
Date_Published - Date dd-mm- Null
yyyy
Publisher_ID 255 Short P003 Foreig Not Null
text n Key
Author_ID 255 Short A006 Foreig Not Null

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 text n Key
Rack_No Long Number 34 Null
Integer

Table Name Field Name Field Datatype Data Key Default

Size Forma
t
Publisher_Tabl Publisher_ID 255 Short text Poo1 Primary Not Null
e Key
Publisher_Name 30 Short text - Null
Table Name Field Name Field Datatype Data Key Default
Size Forma
t
Book_Copy Copy_ID 255 Short Text C006 Primary Not Null
Key
Book_ID 255 B003 Foreign Not Null
Key
Table Name Field Name Field Datatype Data Key Default
Size Format
Borrowed_Table Borrowed_ID 255 Short text Priamary Not
Key NULL
Date_Borrowed - Date/Time dd/mm/ NULL
yyyy
Expairy_Date - Date/Time dd/mm/ NULL
yyyy
Returned_Date - Date/Time General NULL
Date
Member_ID 255 Short text M001 Foreign NOT
Key NULL
Staff_ID 255 Short text S002 Foreign NPT
Key NULL

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 Copy_ID 255 Short text C002 Foreign NOT
Key NULL
Late_Fine - currency Le 50000 NULL

Table Field Name Field Dataty Data Format Key Defaul

Name Size pe t
Member Member_ID 255 Short M005 Primary NOT
s_Table text Key NULL
Member_Ttile Short Mr., Mrs., NULL
text Miss., prof.,
Dr., Capt.,
Ms.
Member_First_Name 20 Short - NULL
text
Member_Last_Name 10 Short - NULL
text
Member_Status Short Permanent, NULL
text Temporary
Gender Short Male, Female NULL
text
Date Of Birth - Date dd/mm/yyyy NULL
Email 30 Short muh@gmail.c NULL
text om
Phone 12 Number +2323085586 NULL
1
Registration_ID 255 Short R004 Foreign NOT
text Key NULL

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Table Field Name Field Datatyp Data Key Defaul
Name Size e Format t
Registration Registrationr_ID 10 Short R005 Primar NOT
_Table text y Key NULL
Registration_Fee Currency Le 50000 NULL
Register_Date 7 Short 12/3/2018 NULL
text 2:30 pm
Expairy_Date 10 Short - NULL
text
Table Field Name Field Datatype Data Format Key Default
Name Size
Staffs_Table Staff_ID 10 Short text S004 Primary NOT
Key NULL
Staff_First_Name 20 Short text - NULL
Staff_Last_Name 10 Short text - NULL
Staff_Gender 6 Short text Male, Female NULL
Date Of Birth 8 Date/Time 12/12/1990 NULL
Email 30 Short text pat@gmail.com NULL
Phone 12 Number +232768584829 NULL
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Address 35 Short text 9 Bright Street Foreign NOT
BrookFields Key NULL

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 Screenshot of the ER Diagram in MS Access

Problems Faced:

 we were having a problem in normalising the Tables

 We were having a problem in relating the Tables
 We were having a Problem in creating a Form using a Query i.e. Registration form
 Not every time we were able to meet since our group is only for Database, it does
not apply to the other Group Modules

Lessons Learned:

 We have learnt how to normalise Tables

 We have learnt how to relates tables

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  We have learnt that when creating a forms we must include all the fields that are in
the tables or else it will not work.
 We have learnt how to create and add function to button, designing forms

Conclusion

This library management system will benefit the Members as well as the staff of the library.
It makes entire process easy where Members can Issue books, staff can generate reports
and It also has a facility for Members ID wherein student can login and can see status of
books issued as well request for book or give some suggestions. It has a facility of a
Member where teachers suggestion to library and also add info about workshops or events
happening in the college which will be notice board.

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References:

1. Tutorial Point (2019) citing on Normalising Data of a Database Available from:

https://www.tuttorialpoint.com/normalisation [Accessed 23/1/2019]

2. Ojas vijayvergiya (Edition 2) Creating and Managing Library Management System

124(13), 40

3. D. Chudnov, Open source software: The future of library systems?, Library Journal, 124(13), 40–
43, 1999.

4. M. Breeding, Open Source Library Automation: Overview and Perspective. Library Technology
Reports. 44(8):5-10, 2008

5. M. Breeding, Open Source Library Automation: Overview and Perspective. Library Technology
Reports. 44(8):5-10, 2008.

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