A PROPOSAL FOR LIBRARY SYSTEM OF PALLAS-PAPAGUEYAN ELEMENTARY SCHOOL

In Partial Fulfillment of the Requirements for the Course Systems Analysis and Design

Soriano, Mark Jasper, Z. Cruz, Jefferson Faith P. De Torres, Janine C.

DONNA M. SALINAS October 2010 Organizational Structure

Marlita B. Soriano Principal

KINDER

PREP

GRADE I

GRADE II

Arsenia Garibay

J ovy Terrado

Leny Soriano

C ora De Vera

Evelyn Fabia

J enny Melendez

Gina De Vera

Vanjie C asupanan

GRADE III

GRADE IV

GRADE V

GRADE VI

Marlyn Dalisay

Rodina C aplili

Samuel Bautista

Bing Vallo

Marnely Soriano

Thelma Mac altao

C ecilia Rufino

Lilia De Vera

Marissa C hua

Regilito Ocang

Thelma J abonalla

Office Layout

Storage unit Filipino English

Book shelf

Science

Librarian desk

Reading Area

Math

Bagage counter

History

Legend:

Computer

Printer

THE PROBLEM

Background of the Study Computers are almost in all places. It has changed how people work and the routine of companies and procedure in other establishments. It is resourceful and performs wide variety of task. Computer increases productivity for both individuals and organizations because they are fast, accurate, able to process huge amounts of information and eliminate boring works. It is an integral part of todays society; it characterizes the future for many people. People have found the importance of computers in agencies and institutions whether private or public. This is especially true in universities and colleges. They are using computers in various processes. Before the evolution of computers, all the details in a library used to be maintained manually. This is not advisable because maintenance and retrieval of information becomes tedious. Modern computers have the capability of handling numbers of tasks with intelligent control over the whole process. An automated library system automates a library by storing all the details involved in maintaining a library. The mission of the Automated Library System we proposed is to create integrated services for members and administration of PallasPapagueyan Elementary School Library. This System is to provide facilities for users to enter information into the system directly, instead of passing the information usually on paper. The system will be designed to provide and manage the library including the borrowing, returning and searching of books.

The development of the quality of a system depends on how helpful it is and how would reinvent such institutions libraries in solving students problems. It must be able to identify the areas of concern within the system and its environment. It can makes the data standardized, remote access to files, greater capability for doing things to and with the computer-based files, and increased vulnerability to technological failure, more secure and automated document and records handling. The system provides inventory of books for easier access and effortless searching generating the records provides the borrower to know if that certain book is available. System that can know which titles it already has. The system will also reinvents the traditional way of borrowing books, which is the used of library forms. Since we are on automation it is hence a fact that it would not be record intensive. The system provides an access to the students data with the use of his information. The librarian would just type the ID number of the student borrowing form for encoding of the books that he will borrow to know if the book is available. Automated library System for Santo Pallas-Papagueyan is very useful because it is a cost effective and space saving alternative to common document shelving technologies. Adoption of the proposed system would be a great help in development for the said school, because every institution needs accurate, complete and timely information. To make decisions and survive in todays competitive world.

Statement of the Problem This study aims to design and develop a Library System of Pallas-Papagueyan Elementary School. Specifically, it seeks to answer the following question:

1.What are the Processes invalued in the existing system in the PallasPapagueyan Elementary School.

2. What are some problems encountered in the existing system? 3. What features will be incorporated in the proposed system? Significance of the Study Library is the best place in the School where the students review and study. It is the place where students study so our group aims to improve the manual operation of the library system. We thought of something that makes the time of students and library personnel decreases for searching and borrowing of books. The main objective of our group is to help change the existing system of Pallas-Papagueyan Elementary School. To make their library system to be automated. So that managing of their library will be more efficiently and secure. 1. Students/borrowers It will be easy for them to know if the book theyre searching in the library is existing and they will have lesser time to locate where the books located.

2. Library personnel

It will lessen their paper works when it comes to maintaining data that contains all the records in the library as the computer restore the details. 3. School The library management system is to provide quality data in the School in a timely fashion through systems that are completely integrated. This will provide opportunities for operational efficiency. 4. Researchers We are encouraged to cooperate each other for the success of this study. For we know that this proposed study can help for the betterment of the files of our chosen company. We learned more about Library System.

Scope and Delimitation Pallas-Papagueyan Elementary School manual Library System involves too much paper works, unorganized files and also high risk of

redundancy is involved. For that reason, we decided to make necessary improvements by providing a system that will feature records of books in the library. So that students and the librarian could find what they are looking for and can easily have the book they need .And the task of the librarian will become easy. The system, however, is equipped to access by the

administrator and the system cannot access on line.The system focus in circulating,book cataloging and Report generator.

The Existing System

By using the present system, work is done manually. So, each and every transaction takes much time to complete. Whenever user requires any information, the searching and update process also takes more time and it is difficult to search particular information. As the transactions of the books increases there is more information to be processed and stored. All the students in the school can borrow books in the library and for the student to have that certain book the librarian will check first if the book is available or not and that certain activity is time consuming. In the returning of books the student will just present the books that he or she borrowed. The librarian will check if the book was been borrowed verify if there is a penalty charge. When the necessary preparatory steps are done, students again will be able to do such necessary activities in the library. In searching of books,the students also cosumes a lot of time in locating in each book shelf if he do not know which subject does the book belong. In report generation,the librarian keep all the data in a manual process by listing all the records in a paper.

Flowchart for the Proposed System

start

Student filling up the log book

Student present his id no. and the librarian input the id no.in the system

Students looks for books

Student record already exist

Input the return book int the system

end

false

Input the book that the student wants to borrow and check if available

Student return the book

The book exist

Student borrow the book

Flowchart of the Existing System

start

Student filling up the log book

Students look for books

Student record already exist

Input the return book in the borrowing form

end

Input the book in a borrowing form that the student wants to borrow and check if available false

Student return the book

The book exist

Student borrow the book

The Proposed System

By

using

the

proposed

system,

the

whole

system

is

computerized. So, each and every transaction takes less time to complete and secure the all data in the library. The proposed system is designed to reduce time spent on various actions for searching, borrowing, and inventory of books. It is easy to search the category of the book . In locating books inside the library. The student may just input the author's name or the title that she wants and just by simply clicking the search option button on the said system. When it comes to borrowing of books the computer student will just present the student's id to the librarian. If the student has record on the computer, the personal information will appear as well as the previous books that the student have been borrowed, the-in-charge may now add the books that the student wants to borrow. But if the student doesn't have a record on the library, the computer will now display a dialog box asking if they want a new record. With its user-friendly interface system, the user will easily grasp its concept.

REVIEW OF RELATED LITERATURES

Introduction Library Management System is a system program that is used in a library for an easy use of addition of books, burrowers, issue dates, return dates, fine payments. It is done through a database programmed so, it gives a good interface to the operating user and a safe database for the storage of data like books and burrowers. It is very useful software for librarians and it requires a computer for the operation Related Literature According to Ken Chad of Ken Chad Consulting we are at a major point of change in the wider information economy within which library systems form part of a larger whole. He was writing in a briefing paper about the study in library management systems . This study examined the systems used in higher-education libraries across the UK and came up with some significant observations and recommendations. It noted that the LMS market in UK higher education is already mature and that four main vendors (ExLibris, Innovative, SirsiDynix and Talis) have almost 90 per cent of the market. This market maturity means, according to the study authors, that the benefits to libraries of changing LMS provider are limited. Library users expect to find everything together says Stephen Abram, vice president for innovation at SirsiDynix, the leading provider of software solutions and associated services for libraries.According to her traditionally, the library management system or integrated library system (ILS) was responsible for running libraries efficiently and effectively. Over the last few years, the role of the ILS has been expanding from meeting library needs to delivering user experience.

According to Elisabeth Robson usability is a key requirement for users, says Elisabeth Robson, Product manager for Online Computer Library Center. The catalogue has become a way to pull together disparate resources, including commercial resources and web links. Library management systems also allow circulation, including check in/check out and enable libraries to purchase materials and track where they are.

METHODOLOGY We search for a methodology that will be applicable for our proposed system and we decided that the appropriate model is water fall. Waterfall model is a sequential software development process, in which progress is seen as flowing steadily downwards (like a waterfall) through the phases of Conception, Initiation, Analysis, Design, Construction, Testing and Maintenance.

Requirement Analysis and Project Planning

In this first stage of waterfall model diagram, there is a meeting with the customer, to understand the requirements. The first stage, this is said to be the most crucial stage, as any miscommunication and misinterpretation at this stage may give rise to the software, that is been developed

System Design

The requirements that are gathered in the previous phase are broken down into logical units, so that the software process becomes easy for implementation. This is the stage, when the software requirements along with the hardware requirements for every unit are identified. Then the designs are made accordingly. To sum it up, this is the phase, where the fundamental work for actual programming and implementation is done.

System Implementation

In this phase the actual development of the software takes place. This phase is also known as coding and verification phase. Based on the algorithms written in the previous phase, software program is written. For every module, software code is written and tested, to check if the correct output is received.

System Integration and Testing

Now all the modules are integrated, after which the software is tested for correct output. All the bugs that are made, due to integration are removed. Then software testing is carried out again.

System Deployment and Maintenance

This makes for the final phase of the waterfall model, where the software is deployed at the clients side, after it has undergone thorough testing. After the deployment of the software, routine maintenance work is carried out. Once the software has been deployed, in case the customer asks for any changes or enhancements, then the entire process is restarted.

Level Context 0

overdue books Student ID no. Student information Book name

available books books borrowed

Returned books
Student

Librarian

Student Information Book details Availble books Books borrowed book request

Unreturned books

Penalty

Data Flow Diagram

student
ID no. Student name Student grade Book title

Book Title Book author

librarian
Book info

1.0 Book that want to borrow

2.0 Check availability of book

Book title

D2 Book available

Book information List of order ,title and author of book

D1 Student transaction

D3 Student request book

Student transaction

3.0 Generate the book details

Book request No request of book

Student transaction Librarian order Book request

D4 Transaction file

No.of book request

librarian

Supplies order

5.0 Book returning

Student return overdue

Librarian book record

Book details Return the book Check the info of student Check the no .of the book

4.0 Check the book

student

List book borrow

D5 Book was return

Gantt Chart

S e p2 0 1 0

Oc2 t 010 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8

ID 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Task N am e
6 7 8 9 10 11 12 13 14 15 16 17 18 19

D e c id in g t h e to p ic P r e p a r in g in t e r v ie w q u e s t io n In t e r v ie w e d t h e c o m p a n y C o m p a n y p r o f ile O r g a n iz a tio n a l c h a r t O f f ic e la y o u t B a c k g ro u n d o f th e s tu d y S t a t e m e n t o f t h e p r o b le m S ig n if ic a n c e o f th e s t u d y S c o p e a n d d e lim it a tio n T h e e x is tin g s y s te m T h e p r o p o s e d S y s te m R e v ie w o f r e la t e d lit e r a tu r e s M e th o d o lo g y C o n te x t le0v e l D a t a f lo w D ia g r a m E n t ity r e la tio n s h ip D ia g r a m In t e r f a c e

THE SYSTEM

Log In

Pallas-Papagueyan Elementary School Library System

User Name Password

Log In

Log in Page This form is use for logging-in on the system. Password is required since the system offers for security purposes so that authorized personnel is required to access the system

Menu

Pallas -Papagueyan Elementary School Library System

B ooks

Students

B orrow ing and Returning G enerates Reports

Exit

Menu. It is the main window that will appear when the librarian will log in. The user could click on the option such as Books, Student, Borrowing and Returning of Books, and generates Reports

B ook oo k R e co rd s

P allas -P a pagu eyan E lem e ntary S ch ool Lib rary S ystem

Title A u thor

Search Edit delete

Add Exit

Upon clicking the book records this dialog will appear. It includes the Book title , Book author and book publisher of the book r with the buttons search, add, delete, edit and exit

B o rr r r o w in g A n d R e tu t u r n in g

P a lla-P s a p a g u e y a n E le m e n ta ry S c h o o l L ib ra ry S y s te m

Borrow

R eturn

Cancel

Borrowing and returning page. It includes the borrow and return Buttons

Book

Pallas-Papagueyan Elementary School Library System

Returned on time Over due

Enter cancel

Upon clicking the records generator this dialog will appear. It includes the records ,returned on time and overdue books .

Borrow Book Boo k

P allas -Papagueyan Elem entary S chool Library System

ID.no Book Title

Enter

Exit

Upon clicking the borrow book this dialog will appear. It includes the id number and the book title and it includes buttons enter and exit

Return Book

Pallas -Papagueyan Elementary School Library System

ID.no Book Title

Enter

Exit

Upon clicking the return book this dialog will appear. It includes the id number and the book title and it includes buttons enter and exit.

Book List

Pallas -Papagueyan Elementary School Library System

Search

Search

Book No . 01 02 03

Book Title Stars Bahaghari Algebra

Availability Yes No Yes

Author J asper Faith J anine

Subject Science Filipino Math

Exit

Upon clicking the book list this dialog will appear. It shows the different books that the library has. It also appear if that certain book is available