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Real Time Library Management System

Done By: V.Ashwini R.Dhanalakshmi B.Rangalakshmi D.Hemalatha

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Real Time Library Management System
Submitted by: V.Ashwini, R.Dhanalakshmi, D.Hemalatha, B.Rangalakshmi
Abstract - Library management system is a powerful and interactive system which help us manage all library functions all under one roof. The department library management system is confined to the books available within a department and also to those students who are part of the department. The system being developed involves functionalities that provide three different types of users which includes Administrator, Students and Staff. All these levels includes password entry using their user id’s. The admin has full access to all the above functionalities being developed within this system. Keywords- OPAC,Package and Deployment, DLMS, Unique id, Enhanced surf,Book code.

1.Introduction The purpose of this application is to provide automation of library which makes the functioning of library faster.The main aim of our project is to make the existing system more efficient by providing a user friendly environment where the users can be serviced better.We do this by providing individual user id and password for each of the members to keep the privacy of the users.We also provide a system where the library staff can catch defaulters and not let them escape by providing defaulters list on a daily basis.We provide an option in which the users will be able to view the entire set of books available in the library,this feature is not available in any of the library management system projects.The Library Management System is designed & developed for a return and issuance of books in the library along with the student‟s details. The books received in the library are entered in Books Entry form and the new student is entered in the student entry form. When the student wants to get the desired book the same is issued on the availability basis to the student. The issuance and due date for the returning of the book is also entered into the Book Issue form under third menu Book Issue. The student has to pay the fine if any on the basis of no. of days delayed deposit of the book in the library. 2.Related Work The literature survey for the department library management system was done on the Library management system already existing. After a detailed study on how the system works several issues were identified and our system provides solution for these issues.    Report generation is relatively slow Identifying a book is tough Complete automated system is avialable Some of the drawbacks includes the following: 2.1 Unavailability of viewing the entire book list The subject of survey does not have a provision which allows the user to have a quick view of the list of books in that library. This view may be applicable for the administrator but it remains unavailable for a student who uses it. 2.2 Staff and Student Categorization There is only two categories they are, admin and user. Staffs are similar to the student category and no built in mechanism are provided to differentiate among the staff and the students. Manual works can be done such as Staffs are provided with 5 books for the entire semester. This is not automated and it is manually being done for every staff members. Staffs don‟t have special functionalities more than what students enjoy. 2.3 Unavailability of Unique ID The students are not provided with any sort of ID for logging into their account so as to provide an option of viewing one‟s own book history. The password is also not provided and this ensures lesser privacy given to the users. The only function provided by the system was to allow the user to search for a book they are looking for and nothing more than that. The level of security is very minimal in this system and was less interactive.

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2.4 Lack of Automated Report Generation of Return Books List The system does not have any method or function which gives an intimation regarding the list of students to return their books on that day. 2.5 Unavailability of Automated Fee Calculation This system uses manual calculation for the fine amount. This may provide a nonuniform fine calculating methodology. There is a lot of possibilities of errors made by human during the calculation of the fine amount.
Fig 3 2nd Level Data Floe Diagram of LMS

3.RTLMS Proposed System The RTLMS implemented has the set of following features: 
Fig 1 0 th level Data Flow Diagram for LMS

    

Viewing the entire book list using admin module Provides security using security module Provides an heirarchy of users by using admin, student and staff module Unique ID facility in both staff and student module Automated Return Books List using Admin module Automated fine calculation in the admin module 3.1

Fig 2 1st level Data Flow Diagram for LMS

Viewing the Entire book list using Admin module The system being developed provides the Users to view the entire list of books maintained within that library and also it displays the current status of each and every book in that library. These facilities are provided only for authorised users which includes the Administrator,Teaching and NonTeaching Staffs of the department and also all the Students belonging to that respective departments.

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Unique ID using Staff and Student Module This system allows users to have their own ID‟s and These ID‟s are created by the admin and a set of default password and these passwords can be changed by the user later when necessary. These ID‟s allows to improve the privacy of each and every users. Only the Admin has the access to view and modify these details in case of necessity. Based on their ID‟s they have a set of varied attributes. 3.3 Staff and Student Categorization using Admin module

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paid by the student to the department when he/she return the book back to the library after the due date. The amount to be paid is determined by a function within the system depending upon the number of days passed after the due date. The Students are allowed to have the book for themselves for a period of 15 days. After 15 days the students will be charged an amount of One Rupee per day. The admin once enters the ID of the book to be returned, fine amount will be displayed using a message box and then the book won‟t be accepted back until the fee amount is paid and the book is returned back again. Hardware requirements: Genuineintel, x86 Family 15 Model 2 Stepping 4, 120.0 MB RAM. Software requirements: Windows Os, Microsoft Access , Microsoft visual basic6.0. In our Project We have used waterfall model. This model is used when requirements are well defined and reasonably stable, and in our project „Department Library Management System‟ all the requirements are well defined.

The system developed provides a different level of categorization for both the students and the Staff Members. Staffs are provides with an access more than the students are allowed but with a limited access when compared to the admin. Staffs can be allowed to take a maximum of 5 books for a semester and also can have the book for a period of 6 months. They also don‟t have any fine amount to be paid when returned late. Whereas Students are allowed to take a maximum of 3 books at a time and can have them for not more than 15 days. They are allowed to look into their own profile alone whereas staffs are allowed to look into the detail of a student having a particular book.

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Decomposed Module 4.1 Security Module This model is intended to provide authentication to the users. The users here are grouped under three diffeferent categories. They are namely,  Student: Every student is provided with an unique id and a password. The password can be changed later. Staff: Similar to the students, the staffs are also given an id and a password with some additional access more than the students. Admin: The administrator is provided with higher level of security so as to avoid unauthorised login to the system.

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Automated Return Book List using Admin Module

Once the Admin Log into his Account, there is provision provided to intimate the Admin with the list of books to be returned on that particular day. These details includes all the necessary details about the student along with the ID‟s of books he/she have to return and also the list of books present with the student. The details mentioned above includes: Student ID, name, year, book ID, Book title, Date to be returned.

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Automated Fine Calculation using Admin Module The system possesses a built in mechanism to calculate the fine amount to be

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Fig 7 Login form for student

Fig 4 Login Form When the RTLMS project is run,the main form with the three different categories mentioned above appears to be as shown above. Fig 8 Main Form for Student after Logging in Successfully

4.3 Staff module The student module has the following set of functionalities: Fig 5 Login form for Admin with Incorrect Password i. Title Based Search Here the book search is performed based on the title of the book entered.

Fig 6 Main working Form for Admin After the admin is selected the login form will be displayed which will be looking for an ID and a correct password. Once the details have been entered it checks in for the correctness of the details and if correct it enters into another form or else it displays an error message prompting to enter a correct password or user ID. These steps are also being followed for the students as well as the staff and again the security measures are the same as being done for the admin. But the output form for students and staff will be slightly different from the output form of the administrator.

Fig 9 Form for Title Based Search

Fig 10 Report on Title Based Search ii. Author based search Here the book search is performed based on the author specified on the form displayed.

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Fig 11 Form for author based search Fig 14 When the new passwords does not match

Fig 11 Data Report for author based search iii. Staff details This option enables the user to look into one‟s own history. Fig 15 Password successfully changed v. Complete Data Report This feature enables the user to view the entire list of books available in that library.

Fig 12 The report of their own details iv. Changing Password This feature enables the student to chang his/her password after logging into their account.

Fig 16 Complete list of books vi. Logout feature In addition to all the above mentioned the log out feature is also provided to the user.

4.2 Student Module The student module has the following set of functionalities: Fig 13 Message box displayed when incorrect old password is entered

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i. Title Based Search Here the book search is performed based on the title of the book entered.

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Student details This option enables the user to look into one‟s own history.

Fig 17 Form for title based search

Fig 21 Form for Data Report of own history iv. ii. Fig 18 Data Report for result of the search Author based search Here the book search is performed based on the author specified on the form displayed. Changing Password This feature enables the student to chang his/her password after logging into their account.

Fig 22 Message box for Incorrect Old password Fig 19 Form for Author Based Search

Fig 20 Report for the result of author based search

Fig 23 Message Box Displayed When new passwords does not match

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The new book entry is added to the database by specifying the necessary details. The book id is auto generated.

Fig 24 Old Password changed successfully v. Complete Data Report This feature enables the user to view the entire list of books available in that library.[10] Fig 27 Form For adding a new Book

Edit The student id is used to search the information regarding the particular student. The necessary changes are made and saved again .

Fig 25 Data report on complete list of books vi. Logout feature In addition to all the above mentioned the log out feature is also provided to the user. 4.4 Admin module i. Data management The data management features provided to the administrator include:  Add The new student entry is recorded in the database by giving the necessary details.

Fig 28 Form for modifying Student data The book id is used to search the details of a particular book. The required changes are made and saved again.

Fig 29 Form for modifying the book details
 Delete The student record is deleted by specifying its id.

Fig 26 Form for adding new student

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Return The adminstrator enters the student id and book id and calculates the fine amount if any.

Fig 30 Form for Deleting a Student The book record is deleted by specifying its id.

Fig 33 Book Return Form

Return Book list The return list consists the details of the list of students who have not returned the books on time.

Fig 31 Form for Deleting a Book from the list

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Transaction management The transaction features provided to the administrator includes issue and return.  Issue 1. The adminstrator enters the student id and checks whether the book can be issued by using the „ view student history‟ command button. 2. The id of the book to be issued is entered. 3. The system date is taken as the issue date and recorded.

Fig 34 List of Students To Return Book 5. Pseudo Code for the Proposed System i. Admin If Text2.Text = Form6.Adodc1.Recordset.Fields(3) Then adminmain.Show Unload Me Else MsgBox ("Unsufficieent Or Invalid Entry ....."), vbCritical, "Wrong ID n Password" End If Student Adodc1.Refresh rcount = Adodc1.Recordset.RecordCount For i = 1 To rcount If Text1.Text = Adodc1.Recordset.Fields(0) Then temp = 0 If Text2.Text = Adodc1.Recordset("password").Value Then Security module

Fig 32 Book Issue Form

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pass = i - 1 p=0 Form7.Show temp = 0 Call clear Exit For Else MsgBox ("Enter the correct password") Call clear Exit For End If Else temp = 1 Adodc1.Recordset.MoveNext End If Next i If temp = 1 Then MsgBox ("Invalid user id!") Call clear End If ii. Student Module

.Command3 Text2.Text, Text2.Text, Text2.Text, Combo1.Text End With DataReport3.Refresh If DataReport3.Visible = False Then DataReport3.Show End If

End If Combo1.clear End Sub Author based search If Combo1.Text <> vbNullString And Text2.Text = vbNullString Then Load DataEnvironment1 With DataEnvironment1 If .rsCommand1.State <> 0 Then .rsCommand1.Close .Command1 (Combo1.Text) End With DataReport1.Refresh

Title based Search If Combo1.Text <> vbNullString And Text2.Text = vbNullString Then Load DataEnvironment1 With DataEnvironment1 If .rsCommand1.State <> 0 Then .rsCommand1.Close .Command1 (Combo1.Text) End With DataReport1.Refresh If DataReport1.Visible = False Then DataReport1.Show End If ElseIf Text2.Text <> vbNullString And Combo1.Text = vbNullString Then a = Text2.Text b = Text2.Text c = Text2.Text Load DataEnvironment1 With DataEnvironment1 If .rsCommand2.State <> 0 Then .rsCommand2.Close .Command2 a, b, c End With DataReport2.Refresh If DataReport2.Visible = False Then DataReport2.Show End If ElseIf Text2.Text <> vbNullString And Combo1.Text <> vbNullString Then Load DataEnvironment1 With DataEnvironment1 If .rsCommand3.State <> 0 Then .rsCommand3.Close

If DataReport1.Visible = False Then DataReport1.Show End If ElseIf Text2.Text <> vbNullString And Combo1.Text = vbNullString Then a = Text2.Text b = Text2.Text c = Text2.Text Load DataEnvironment1 With DataEnvironment1 If .rsCommand2.State <> 0 Then .rsCommand2.Close .Command2 a, b, c End With DataReport2.Refresh If DataReport2.Visible = False Then DataReport2.Show End If ElseIf Text2.Text <> vbNullString And Combo1.Text <> vbNullString Then Load DataEnvironment1 With DataEnvironment1 If .rsCommand3.State <> 0 Then .rsCommand3.Close .Command3 Text2.Text, Text2.Text, Text2.Text, Combo1.Text End With DataReport3.Refresh

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If DataReport3.Visible = False Then DataReport3.Show End If End If Combo1.clear End Sub Student Details

Else MsgBox "PLEASE ENTER THE OLD PASSWORD CORRECTLY ADMIN" End If Adodc1.Recordset.Update End If Complete DataReport DataReport4.show

Load DataEnvironment1 With DataEnvironment1 If .rsCommand6.State <> 0 Then .rsCommand6.Close .Command6 (studid) End With DataReport6.Refresh DataReport6.Show Unload DataEnvironment1

Logout feature Unload Me Unload Form6 iii. AdminModule

Books management  Add If Text2.Text = vbNullString Then MsgBox "SORRY... U HAVE TO ENTER BOOK NAME" Else Adodc1.Refresh Adodc1.Recordset.AddNew Adodc1.Recordset.Fields(1) = Text2.Text Adodc1.Recordset.Fields(2) = Text3.Text Adodc1.Recordset.Fields(3) = Text4.Text Adodc1.Recordset.Fields(4) = Text5.Text Adodc1.Recordset.Fields(5) = "available" Adodc1.Recordset.Update MsgBox "Book added successfully!!" Call clear End If  Edit Adodc1.Recordset.Fields(1) = Text2.Text Adodc1.Recordset.Fields(2) = Text3.Text Adodc1.Recordset.Fields(3) = Text4.Text Adodc1.Recordset.Fields(4) = Text5.Text Adodc1.Recordset.Update MsgBox "Modification done successfully!!" Call clear  Delete Dim n, i, k As Integer Dim bid As String Adodc1.Refresh n = Adodc1.Recordset.RecordCount Adodc1.Recordset.MoveFirst bid = Text1.Text bid = Mid(bid, 3, 3) For i = 1 To n If bid = val(Adodc1.Recordset.Fields(0)) Then k=1 Adodc1.Recordset.Delete MsgBox "Book deleted" Call clear

Changing password If Form6.p = 0 Then userid = Form6.pass Adodc1.Refresh Adodc1.Recordset.Move userid, 0 If Text1.Text = Adodc1.Recordset.Fields(1) Then If Text2.Text = Text3.Text Then Adodc1.Recordset.Fields(1) = Text3.Text MsgBox "PASSWORD CHANGED SUCCESSFULLY" Adodc1.Recordset.Update Unload Me Else MsgBox "NEW PASSWORD DOESN'T MATCH" Text3.Text = " " End If Else MsgBox "PLEASE ENTER THE OLD PASSWORD CORRECTLY" End If Unload Me ElseIf Form6.p = 1 Then Adodc1.Refresh If Text1.Text = Adodc1.Recordset.Fields(3) Then If Text2.Text = Text3.Text Then Adodc1.Recordset.Fields(3) = Text3.Text MsgBox "PASSWORD CHANGED SUCCESSFULLY ADMIN" Else MsgBox "NEW PASSWORD DOESN'T MATCH ADMIN" Text3.Text = "" End If

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Exit For End If Adodc1.Recordset.MoveNext Next i If k <> 1 Then MsgBox "PLEASE ENTER A VALID ID" Call clear End If  Search Dim n, i, k As Integer Dim bid As String Adodc1.Refresh n = Adodc1.Recordset.RecordCount Adodc1.Recordset.MoveFirst bid = Text1.Text bid = Mid(bid, 3, 3) For i = 1 To n If bid = val(Adodc1.Recordset.Fields(0)) Then k=1 Text2.Text = Adodc1.Recordset.Fields(1) If Adodc1.Recordset.Fields(2) <> vbNullString Then Text3.Text = Adodc1.Recordset.Fields(2) End If If Adodc1.Recordset.Fields(3) <> vbNullString Then Text4.Text = Adodc1.Recordset.Fields(3) End If If Adodc1.Recordset.Fields(4) <> vbNullString Then Text5.Text = Adodc1.Recordset.Fields(4) End If Exit For End If Adodc1.Recordset.MoveNext Next i If k <> 1 Then MsgBox "PLEASE ENTER A VALID ID" Call clear End If

Adodc2.Recordset.Fields(10) = tempbid Adodc2.Recordset.Fields(11) = Text3.Text Adodc2.Recordset.Fields(12) = Text4.Text Else ctb = 1 MsgBox "CANNOT TAKE BOOK" End If If ctb <> 1 Then Adodc2.Recordset.Fields(3) = tokval - 1 Adodc2.Recordset.Update Adodc1.Refresh Adodc1.Recordset.Move bkno, 0 Adodc1.Recordset.Fields(5) = "Issued" Adodc1.Recordset.Fields(6) = retdate Adodc1.Recordset.Update MsgBox "book issued" Text1.Text = "" Text2.Text = "" Text3.Text = "" Text4.Text = "" End If  Return todate = Format(Date, "dd-mm- yy") Adodc2.Refresh Adodc2.Recordset.Move rcno, 0 If dp = 0 Then Adodc2.Recordset("b1id").Value = Null Adodc2.Recordset("book1").Value = Null Adodc2.Recordset("date1").Value = Null Adodc2.Recordset.Fields(3) = Adodc2.Recordset.Fields(3) + 1 Adodc2.Recordset.Update ElseIf dp = 1 Then Adodc2.Recordset("b2id").Value = Null Adodc2.Recordset("book2").Value = Null Adodc2.Recordset("date2").Value = Null Adodc2.Recordset.Fields(3) = Adodc2.Recordset.Fields(3) + 1 Adodc2.Recordset.Update ElseIf dp = 2 Then Adodc2.Recordset("b3id").Value = Null Adodc2.Recordset("book3").Value = Null Adodc2.Recordset("date3").Value = Null Adodc2.Recordset.Fields(3) = Adodc2.Recordset.Fields(3) + 1 Adodc2.Recordset.Update End If Adodc1.Refresh n = Adodc1.Recordset.RecordCount For i = 1 To n bid = Text2.Text bid = Mid(bid, 3, 3) If bid = val(Adodc1.Recordset.Fields(0)) Then Adodc1.Recordset.Fields(5) = "available" retdate = Adodc1.Recordset.Fields(6) If todate <= retdate Then Adodc1.Recordset("retdate").Value = Null

Transaction Management  Issue ctb = 0 Adodc2.Refresh Adodc2.Recordset.Move stdno, 0 tokval = val(Adodc2.Recordset.Fields(3)) If tokval = 3 Then Adodc2.Recordset.Fields(4) = tempbid Adodc2.Recordset.Fields(5) = Text3.Text Adodc2.Recordset.Fields(6) = Text4.Text ElseIf tokval = 2 Then Adodc2.Recordset.Fields(7) = tempbid Adodc2.Recordset.Fields(8) = Text3.Text Adodc2.Recordset.Fields(9) = Text4.Text ElseIf tokval = 1 Then

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Adodc1.Recordset.Update Else fine = val(redate - todate) MsgBox "Your fine amount is RS:" & fine Adodc1.Recordset("retdate").Value = Null Adodc1.Recordset.Update End If Exit For End If Adodc1.Recordset.MoveNext Next i MsgBox "book returned to library" Text1.Text = vbNullString Text2.Text = vbNullString Text3.Text = vbNullString Text4.Text = vbNullString

Fig 36 Use Case Diagram for RTLMS Return List Intimation

Dim toddate As Date toddate = Format(Date, "mm-dd-yy") Load DataEnvironment1 With DataEnvironment1 If .rsCommand7.State <> 0 Then .rsCommand7.Close .Command7 (toddate) End With DataReport7.Refresh DataReport7.Show Unload DataEnvironment1

6. Results and Discussions

Fig 37 Component Diagram for RTLMS The RTLMS had been implemented and as discussed above it solves all the issues considered during literature survey. There are few issues in the RTLMS which can be improved. They are  One and Only level of security is been provided. 7. Conclusion Thus the above proposed system is an efficient system for any library management system with the enhanced functionalities. The system though has some limitations yet to be fulfilled it proves to be a powerful and an more user friendly system when compared to the already existing system brought under study.

Fig 35 Entity Relationship Diagram for Real time Library management system

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Reference: Books: 1. 2. 3. 4. “Visual basic 6 from ground up”,Gary Cornell “Learn to Program with Visual Basic 6”, John Smiley “Professional Visual Basic 6 Databases”, Charles Williams “Dan Appleman's Developing Com/ActiveX Components with Visual Basic 6”, Dan Appleman “Universal Data Access with Visual Basic”, Apress

Web Sites: 6. http://www.vb6.us/tutorials/visualbasic-combo-box-tutorial

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http://visualbasic.freetutes.com/learnvb6/lesson22.15.html 8. http://www.configureall.com/deployment.php 9. http://www.vbtutor.net/lesson25.html 10. http://support.microsoft.com/kb/193866

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