Library system PlanningPhase

The project titled Departmental Library System is a Library management software to monitor and control transaction in the library. The project is developed in Microsoft Visual C#. Net that focus on library basic operations eke adding new books, adding new member, searching books and facility to borrow and return books, etc. The system is designed to help users maintain and organize library. It features a user friendly user-interface with a search engine to search books store in the database. It also allow user to check borrowed and returned record, makes users easily know which books are borrowed and which is returned.

In this report, first you will find the project background, initial finding, description of problems and project proposal, Then, there is a project plan with feasibility analysis (briefly explain Technical & Economic feasibility analysis), project team composition, project schedule in Task list / Giant Chart / PERT, deliverables, software tools needed, facilities and hardware needed. Kaiser Consultant Limited is a well-established consultant company that offers a lot Of training courses to professionals and working adults in different business sectors.

In view of the market demand, the company set up an IT training department to provide training courses to IT professionals in year 2013. As IT field is changing rapidly, the department normally purchased different fields of IT books for the trainer to update their knowledge every year. Currently, the department is using a paper system to keep departmental books. The Manager of the IT department wants to computerize the library system so that maintenance, searching and loan of IT books can be done in a more efficient and effective way.

We find out there are 7 possible problems in the old paper system. First, staff sometimes very busy when new books are arrived and teaching staff needs to borrow the book in urgent at the same time. Currently, the clerk normally makes a photocopy of the front page of book, look at the “book record file”, assign, mark and stick the new ID label to the book. The clerk will then mark the ID on the photocopy and put aside. The “book record file” will be updated later. Problems arose that the clerk forgot to update the “book record file” and set another newly arrived book the same unique ID.

These steps are partly wrong in order, since the batch processing of inputting steps may lead the clerk forget to input the new book or update record and lead the book ID repeat in the paper system. Secondly, as staff borrows the books and there are no due date is encountered, so a staff may have borrowed the book a long time and even forgot had borrowed the book before. Without return book date, a book can be borrowed for infinite days. Other teaching staff cannot borrow that borrowed book for reference and use. Third, sometimes a book is borrowed but record is not found.

It normally takes a long time to ask every teaching staff to locate the book. It is not an effective way if one of the teaching staff has that book but forgot in his mind. This may cause force cancellation of books and increase the workload of staff. The possible problem is that book record system may too obsolete to find, didn’t record the borrower or missing record then can’t find borrower, etc. Fourth, at the ND of financial year, the department needs to report the amount used in purchasing the books to obtain funds for the next year.

Currently, the clerk takes the “book record file” and sum up all the costs for the financial year. Using paper system, book record file may easy to get missing or others get away. In addition, paper system has another problem cannot solve simply; the clerk needs to go through all the pages, get all the costs, input to the calculator. Slow calculation may perform if the clerk got error input and typing speed of clerk is low. Fifth, staffs are not able to find books according to categories or publishers.

He or she can only look through the “book record file” sequentially in order to know whether the book is stocked in the department. This problem is similar to problem three, but there is searching system absent. The searching system is hardly or not possible to build in the paper system. Paper system not like computer system can type keyword to be filter out preferable books. Sixth, when the staff record the brought book, there may got missing in the field, inaccuracy recording, not correct location…. Etc. As paper data file cannot easily to carry out such of these storage change.

For example, someone borrow the book away, change action from shelf to warehouse, the paper system need to rewrite is difficult either write a new paper or just change some record. Last, for the annual counting, the books status like borrowing or store inside library may not correct since above problem raised. The system should check missing if people adding not accuracy. Due to the problem that we have found already, we are going to produce a system for the Departmental Library System. We hope the departmental library services provide to people become more well.

Assume that our group is helping a departmental library to improve their old paper system. Since their old paper system has many weaknesses, like record management not very well, borrow or return books system step not complete, adding, searching books, etc. When staff recommends manager to purchase a book, manager needs to search in the paper system, it is too waste time and not efficient. Due to the problems that may show above, we try to build a ‘better and efficient” service for user. The preferable system has new function that divided into 3 main parts, operational, performance and security.

The system would carry out loan book automation, check book available, borrow and turn books, generating annual book funding report. Above are our main goals that we need and try to be improved. First of all, we need to build up a barded system for the books to get faster speed of processing the borrowing request of teaching staff if they are busy to enter new book records. Furthermore, we hope to provide borrowing book service automation by using their staff ID card for the teaching staff to have one more choices, increase efficiency and reduce the clerk job pressure.

Then, we need to have a function to help for calculating books record stored and generating annual kook funding report to sum up all the costs for the financial year, this can assist department decide purchase more similar types of books or not. Also, prompt for the teaching staff near due date and give e-mails for remind them to return their book. Furthermore, the system would provide checkbook available function, let clerk checks to book if there have people borrowing or not. Our proposed system is a computerized Library System.

Though this system our user can add books, each books, borrow and return books in a fastest time. And below are the advantages of the system. User Friendly interface Fast Access to database More storage to save records Book Search inning System Quick transaction After our findings an discussion, we found that there are many things from the old paper system that may limit, restrict the user carry out such of the actions, such as manual editing book records, manpower circulation services, etc. In addition, these processes may lower the efficiency of the system.

Hence, this new departmental library system may solve such of these problems by different methods. We make some feasibility analysis to improve from the old paper system because the new system can reduce manpower to pope with the staff. First, for the technical feasibility analysis, most of possible problem can be solved. Due to the paper system has no return book date, due date, book borrower, store location, categories, etc. Presented for staff to check, we hope to create a book database for store the book records.

After book database was built, a searching system will be implemented and the searching efficiency for staff can be improve. In addition, report generation module can be made from the book loan record. On the hand, to solve borrower record in the system, teaching staff ID card will be made and stricter to them for borrow books and identify who borrowing specific book(s). Also, RIFF will be added to the books to get faster checking speed in the book annual counting since RIFF scanning process is rapid.

Although the adding process to old books may involve a long time costing, time saving will result in future counting. However, anti-theft system will not be made in this moment since we assume most of the teaching staff are self-discipline and the major idea is the paper system improvement but not improve anti-theft mechanism. Second, for the economic feasibility analysis, much new hardware required to arches to adapted in the new system and may involve many cost in it. In the previous paragraph, we mention about producing staff ID card to identify different teaching staff borrowers.

Since the cost of staff ID card is very low, it is not a serious problem for producing staff ID card. Next, the RIFF tags for books are low Cost per one. We can ask for the wholesale price Of those two can be lower, if the purchase amount is many. Beside from these two tags, we need some computer, system for database record creating, searching, deleting Barded reader, card/tag reader for simplify the system process needs huge cost. To balance the economic efficiency, we need to get a cheaper but work durable hardware.