Library Management

System for Stanford

CBAP CERTIFICATION PROJECT 2

Jagdish S Loni

2 0 M AY 2023
Table of Contents

01 Introduction 06 In Scope and Out of Scope

02 Stakeholders 07 Data Flow Diagram

03 Process Map 08 ERA Diagram

Functional and
04 Case Diagram 09 Non Functional Requirement

05 Features 10 Wireframes
Overview
STANFORD UNIVERSITY

Stanford University is a private

research university in California.
The university was founded in 1885
and as of today, 83 Nobel laureates,
28 Turing Award laureates, and 8
Fields Medalists have been
affiliated with Stanford as students,
alumni, faculty, or staff.

For the benefits of the students

Stanford started its own library in
1885. The library at Stanford was
housed in one large room capable
of accommodating 100 readers. As
the university grew to enroll more
than 20,000+ students in a given
year the library grew as well. Today
the library boasts of having more
than 4 million books in it.

The paper based maintaining, organizing, and handling of countless books

became a nightmare. The university wanted a Library Management Software to
automate their library’s activities. Using the software one can find books with a
click, issue/reissue books quickly, and it will manage all the data efficiently
using this system. It also provides immediate and accurate information
regarding any type of book, magazine, or research paper, thereby saving a lot
of time and efforts.
BACCM

BUSINESS ANALYSIS CORE CONCEPT MODEL

Need

1
As the number of students increased, the library expanded as well, which resulted in a
significant amount of paperwork needed to keep track of books provided to students,
late returns on books, fine management, etc. No reports could be generated on books
issued due to the manual system, and the library needed a large staff to oversee
everything. Students could only deposit books during library hours.

Change

2
The university will need fewer workers overall and library staff productivity will increase
thanks to the new library administration system. Cost savings will be aided. Improve
student engagement in the library. It will produce dynamic reports for better decision-
making. Up-to-date records of all books, research papers, magazines, and other items
available in the library

Solution

3
Create an online library administration system that will enable the best possible
management, organisation, and upkeep of more than 4 million books for all parties
concerned.

Context

4
This adjustment was made as a result of the absence of a specified system. When
more than 20,000 students enrol in universities each year, it is challenging to manage
4 million books manually under the current method.
REQUIREMENT CLASSIFICATION SCHEMA (RCS):

Business Requirement :
Reduced Costs, Increased productivity of library employees; Accurate records of all books,
research papers, magazines, and other items available in the library; Lower overhead and
higher student participation

Stakeholder's Requirement:
In the software, books should be categorised by subject.
There are many publishing cycles for each category, such as books, periodicals, research
papers, journals, and newspapers. A book, for instance, might be published for three weeks, but
a magazine might only be for one. Newspapers cannot be borrowed for use away from the
library, etc.
At the conclusion of each month, management will have access to the books' records to aid in
decision-making.
Before providing a book to students, library staff will easily be able to check its availability.
Books older than 20 years must be noted to management, as colleges normally prefer not to
have very old books on hand given how frequently new editions are released.

Solution Requirement:

Functional :
RFID tags must be attached to every piece of reading material. The database will keep a
record of the event.
The system will note when the book was issued and when it was returned.
If books are returned late, the system will automatically calculate fines.
Library personnel should be able to use search parameters like the book's title or author to find
books on the LMS.
The web or a mobile interface should be available for students to access the LMS.
To prevent late book returns, the system will automatically email students three days before
the due date.
The student should have access to an RFID Drop box so they can leave their books there
whenever they want

Non Functional :
Records older than three years shall be kept in archived data (only records pertaining to the
date of issue, date of return, and late fee charged to students).
Only authorised personnel will have access to edit LMS data. Access for others will be
restricted.
More than 4 million books worth of data storage must be available.
The gateway needs to be easy to use.
LMS is compatible with all Windows and MacOS-powered systems.
Data should be kept in the cloud.

Transition Requirement:
The LMS must function on the web and on all mobile devices.
Encouragement to use the LMS site and proper training for all staff and students.
System should be free of bugs.
System needs to be safe and shielded from fraud and other bad behaviour.
 TASK 1 :
IDENTIFYING STAKEHOLDERS - CREATE A LIST
OF STAKEHOLDERS

RACI Matrix is used for identifying the responsibility of each stakeholder involved in
the process :

Responsible (R): the persons who will be performing the work on the task
Accountable (A): the person who is ultimately held accountable for successful
completion of the task and is the decision maker
Consulted (C): the stakeholder or stakeholder group who will be asked to
provide an opinion or information about the task
Informed (I): a stakeholder or stakeholder group that is kept up to date on the
task and notified of its outcome.

Stakeholders Responsible (R) Accountable (A) Consulted (C) Informed (I)

Regulator I
Business Analyst R
Project Manager R
Library manager (DSME) A C
Technical Team (ISME) R
Tester R
Library Staff R
Students I
Faculties I
Sponsor C
TASK 2 : IDENTIFY THE PROBLEM
STATEMENT IN THIS SYSTEM
California's Stanford University is a private research university. Stanford established its
own library in 1885 for the use of the students. 100 readers could fit in the library at
Stanford, which was located in a sizable room. The institution's library expanded along
with the university, enrolling more than 20,000 students in a single academic year.
Today, the library has a collection of almost 4 million books.
Numerous books' paper-based upkeep, management, and organisation turned into a
nightmare. The institution desired a library management system to streamline library
operations. Using the software, one can easily search books, swiftly issue or reissue
books, and efficiently handle all the data. Furthermore, it offers timely information.

Issues associated with current Managment:

Managing the manual library takes a lot of work.

The library requires a large staff to operate effectively.
It takes a lot of time and effort to perform fine calculations.
Due to the manual procedure, no reports could be generated regarding books
issued.
The library's 4 million books are challenging to handle.
Books could only be returned by students during library hours.
The library management needed a piece of software that will automate tasks, saving
a ton of time and money, according to university administration.
The root cause analysis (Ishikava) is used to present the aforementioned scenario.

Book Maintainance Storage

Huge Human Resource Difficult to locate

Difficult to Manage Space Wastage

Manual
System
Time wastage
Difficulties to fine late fees

Book deposite Timing

Difficult to generate reports

Environmental factors Time

Fig. 1: Fishbone diagram

TASK 3 : IDENTIFY ADVANTAGES
OF THE NEW LIBRARY
MANAGEMENT SYSTEM
It will be helpful in reducing costs, decreasing overhead, and
increasing staff productivity.
the most recent lists of all the library's books, papers, publications, and
other resources.
It will produce dynamic reports for better decision-making and
increase student involvement in the library.
TASK 4 : CREATE AS-IS AND FUTURE
PROCESS MAP (USING FLOWCHARTS)

Fig. 3: Process Map

Manual
System

Fig. 4: Future Process Map

TASK 5 : SCOPE OF THE CANTEEN ORDERING
SYSTEM (USE CASE DIAGRAM)

Fig. 5: Use Case Diagram

Manual
System
TASK 6 : MAIN FEATURES THAT NEED TO BE
DEVELOPED
Creating an account with the Library Management System and logging in.
LMS should maintain records of the many types of library materials, such as
books, magazines, research papers, journals, and newspapers.
The software should categorize books by subject.
There are many publishing cycles for each category, such as books, periodicals,
research papers, journals, and newspapers. A book, for instance, might be
published for three weeks, but a magazine might only be for one. Newspapers
cannot be borrowed for use away from the library, etc.
Every book that is accessible must have an RFID tag. The database will keep a
record of the event. Information about the author, title, publisher, edition,
publication date, and price for each piece of reading material should be kept on
file.
Students will choose a book from the library's collection and check it out at the
checkout desk. To record the information about the book, the library personnel
will use an RFID reader. The book the student borrowed has the student's name
attached to it.
The system will keep track of the book's issue and return dates, calculate
penalties automatically in the event of late returns, and allow library personnel
to search for books on the LMS using search criteria like the title or author.
The library system should be accessible online so that students can check the
due date. They ought to have access to it through a web or mobile interface.
After choosing a book from the library that they want to read, a student will
check it out at the checkout desk. To record the book's details, the library
personnel will utilise an RFID reader. Along with the book the student borrowed is
tagged their name.
Library personnel should be able to search for books on the LMS using search
parameters such the book's title or author, as well as the system's ability to
record the issue and return dates of each book and calculate penalties
automatically in cases of late returns.
Online access to the library system should be available to students so they may
Manual
check the due date. It ought to be available through a web or mobile interface
for them to use.
Reports for Management : Reports on which books are most frequentlySystem rented,
Records of the materials that have been issued and those that have not yet
been issued, The total fine that was paid out on a given day, week, or month,
Amount of books misplaced and a summary of the overall quantity of books,
journals, etc. A list of the books' ages, specifically those that are older than 20
years. Since new editions of books appear every few years, most colleges would
prefer not to have very old copies.
TASK 7 : WRITE THE IN-SCOPE AND
OUT-OF-SCOPE ITEMS FOR THIS SOFTWARE

In-scope requirements:

User login and registration for the LMS

Lists of the many types of library materials, such as books, periodicals,
research papers, journals, and newspapers.
The software needs to categorize the books by subject.
An RFID reader to record the book's information.
Note the book's release and return dates.
In the event that books are returned later than expected, the system will
automatically calculate fines.
Having online access to the library system to find out when items are due
back.
You ought to be able to access it via a mobile or web interface.
Automated emails sent to students three days beforehand to prevent late
book returns.
Use of the program to access free e-books and e-journals.
Theft prevention using RFID readers.

Out-of-scope requirements:

Book sales
Memberships
Lending newspapers
Mobile applications
Short books
Student information
Book supplier notifications
Library staff updates and
User donations of books are all included.

Manual
System
TASK 8 : DRAW A DATA FLOW DIAGRAM FOR THE
SYSTEM

Fig. 6: Data flow Diagram

TASK 9 : DRAW AN ER DIAGRAM OF THE SYSTEM

Fig. 7: Entity Relationship (ER) Diagram

TASK 10: BUSINESS REQUIREMENTS, BOTH
FUNCTIONAL AND NONFUNCTIONAL
REQUIREMENTS

The following functional criteria apply to the Library management system (LMS):

Online account creation, login, and food ordering ought to be possible for users.
The system should maintain records of the many types of library materials,
including books, magazines, research papers, journals, and newspapers.
Students should be able to use an online system that shows the availability of
books as well as their issue and return dates.
The system will note the book's issue and return dates.
Java should be used to develop the system.
The LMS should allow library employees to look up books using search criteria
like the title or author of the book.

Non-functional requirements: The LMS has the following non-functional

requirements:

A volume of more than 20,000 students must be supported by this library

management system.
Make sure that all users and devices can access the internet.
The screens should be very user-friendly and self-explanatory.
A website should be accessible via both the intranet and the internet.
System should be extremely scalable, stable, and secure.

Manual
System
TASK 11 : WIREFRAMES FOR LIBRARY MANAGEMENT
SYSTEM (LMS)

Fig. 8.1: Wireframe Login Page

Manual
System

Fig. 8.2: Wireframe Home Page