Library

Management
System

* PREPARED BY
GROUP *

* PROFESSOR *

*2009 – 2010 *
 µCERTIFICATEµ

This is certify that, ‘GROUP’ has completed the report

entitled
“LIBRARY MANAGEMENT SYSTEM”
As a part of their partial fulfillment for the subject
“presentation & communication technique” of Second year
B.Sc.IT during academic year 2009 – 2010. Group
members are as follows.

HEAD OF DEPT. PRINCIPAL PROFESSOR

 ACKNOWLEDGEME
NT

The enduring pages of the work are the cumulative

sequence of extensive guidance and arduous work. I wish
to acknowledge and express my personal gratitude to all
those without whom this project could not have been
reality.

I would like to give my sincere thanks to mam for

spending her precious time with me to clarify my doubts
regarding project.

At last I would like to thanks all those who have

directly or indirectly helped and cooperated in
accomplishing this Project.
 PREFACE
Project is a special significance for an IT student; it has a
special role too. He learns to tackle different problems that
strike while developing any computer application.

He gets an opportunity to explore and use various

functions available and some more really powerful features
of the language.

I made a project on the LIBRARY MANAGEMENT

SYSTEM, which is an attempt to automate the existing
library. This project enables its user to perform all the
operations regarding a library. The project enables the user
to make entry of a new book, deleting the record of a book
from the library, issuing a book to a member, making entry
of a new member, deleting the record of a member from
the library etc.

This project also enables the user to search for any

information that the user wants. The user can using this
project find out details of all the books present in the
library, members of the library, books which are issued to
a member, number of copies present of a book etc.
 TABLE OF CONTENTS

• SOFTWARE REQUIREMENT ANALYSIS

 Objective of the Project

 Scope Of the project
o Application Area
o Systems/Subsystems Included
o End Users

• REQUIREMENT SPECIFICATION
 Methodology
 Feasibility Analysis
 Brief Introduction of the Current System and its
Deficiencies
 Performance of the Proposed System
 Alternative Solution
 Cost Benefit Analysis

• USER IMPLEMENTATION MODEL

 Automation Boundary

ANNEXURE

A. Conclusion
B. Bibliography
 Objective of the project
With the growing Information Technology industry, automation of their
system and management is desired by all kind of commercial enterprises.

As the name suggest library management system will deal in all the
requirements needed for managing libraries. It will deal with the process of
maintaining data about the books and many other things as well as
transactions which are taking place in the library with respect to the issue
and return of the books.

Library Management System maintains the record of Books in the library,

issue and return process of the books in the library. Here we are primarily
concerned with management of books of library. In this project we identify
the need for computer based Library Management system.
Hence this project covers the following issues:

 Maintains data about the books of the library.

 Arranging data in logical order for easy maintenance.

 Collection of data about books which are issued.

 Collection of data about books which are returned.

 Data of fine on the members for late return of books, damage of books etc..

 Data about Books which are lost.

 Generation of various reports according to the management request.

 Scope of the project
Application area :
The main objective of the project is to keep the information of Books such
as Title of the book, Name of the Book, Author of the book. It also keeps
information of the transaction such as issue and return of the books, fine
information on the members etc….
The project also generate various reports such as report of books which are
not returned , report of fine on the members and how much balance is left
and how much they have paid. These are the main objective of the project
or the application area.
System/Subsystem:
In this library management system we are concerned with the information
maintained in the library such as information about books, information
about subjects available in the library, information of members and there
membership. There are many other things, which are needed for proper
functioning of any library these are transaction that takes place in the library
for issue and return process of the books.
This is how we define the system of the library.
End Users:
The end user’s of this system is the librarian or the in charge of the library,
which take care of the transaction of the books in the library.
 METHODOLOGY

The structured systems development life cycle, as outlined by EDWARD

YOURDAN in his book modern structured analysis [1989] has been
followed in this project with minor modifications. This modified life cycle
is shown overleaf.

The activities in this life cycle are explained in brief below :-

ACTIVITY 1 : SURVEY

This activity is also known as the “feasibility study”. It begins with a

request from the user for a new system. It involves the following:

 Identify the responsible users for the system.

 Clarify the user request.

 Identify deficiencies in the current system.

 Establish goals and objectives for the new system.

 Prepare a project charter that will be used to guide the remainder of the
project.
 ACTIVITY 2 : SYSTEM ANALYSIS

The objectivity of system analysis is to develop structured system

specification for the proposed system. The structured system specification
should describe what the proposed system would do, independent of
technology that will be used to implement these requirements. The
structured system specification will be called the essential model in many
books essential model is called the logical model. The essential model itself
consists of multiple models, modelling different aspect of the system. The
data flow diagrams may model the function of the system, entity
relationship diagrams may model the data and their relationship and the
state transition diagrams may model time dependent behaviour of the
system. The essential model in this project consist of only process model
i.e. data flow diagram. The essential model thus consist of the following :

 Context Diagram.

 Event List.

 Levelled Data Flow Diagram.

 Process Specification for the Flows and Stores on the DFDs.

 Understand the current information system.

 Analyse the current system to find the deficiencies in it.

 Develop the functional specification for the new system.

 Review the Feasibility, and Cost-Benefit Analysis.

 ACTIVITY 3 : PRELIMINARY DESIGN

This activity deals with certain design issues, which are to be finalised in
consultation with the user. The two most important design issues of the
relevance to the user are the automation boundary and the human-machine
interface, the output of this proposed system. This model in addition to the
essential model defines the following for the proposed system.

1. Automation Boundary

2. Report Layout.

3. Screen Layout for the Data Entry Forms.

4. The parts of the new system consist of.

5. The physical layout of the input and output document.

6. The user interface of the software for the system.

ACTIVITY 4: SYSTEM DESIGN

System design involves transformation of the user implementation model

into software design. The design specification of the proposed system
consist of the following:

7. Develop the modules structure for the software.

8. Develop the specification for each module.

9. Design the file layout or the database.

0’LEVEL DFD FOR LIBRARY MANAGEMENT
SYSTEM
 ACTIVITY 5: IMPLEMENTATION

This activity is actually concerned with the development of software. It

includes various operations:
  Programming

 Testing

 Integration of modules into a progressively more complete system.

ACTIVITY 6: ACCEPTANCE TEST GENERATION

This activity generates a set of test data, which can be used to test the new
system before accepting information technology.

ACTIVITY 7: QUALITY ASSURANCE

Quality assurance is also known as final testing or acceptance testing. This

activity requires, as its input, acceptance test data generated in activity 6
and an integrated system produced by activity 5.

ACTIVITY 8: PROCEDURE DESCRIPTION

This activity involves the development of the user manual for the new
system. Here we describe the process we have given in implementation
activity.
 ACTIVITY 9: DATABASE CONVERSION

This activity involves conversion of data from the existing system to the
new system.

ACTIVITY 10: INSTALLATION

This is the last activity in the system development life cycle. The
changeover from the current system to the new system is done.
This project involved all the activities in the life cycle except for database
conversion and installation

Problem With Conventional(Manual) System

This is Problem definition and it includes the description of the current

system and the deficiencies in the current system. Current system is manual
maintenance of all the entities and transaction of the library.
1. Lack of the immediate information retrieval :

The manual system lacks immediate retrieval of information. This problem

is common to all of us just to retrieve the information about the availability
of Books, etc...

2. Lack of immediate information storage :

The manual system lack immediate storage of information. To store proper

information at proper place, we need to find a proper place in our books and
we need to store the information at the places that can be easily searched.

3. Lack prompt updating:

“Nothing is permanent “every thing changes, as time passes on. The same
stands true with the system, which we are talking about, one can imagine,
how difficult it is, to alter some information written on the piece of paper.
One way to alter is just cut off and throws away the paper and rewrites the
same information with minor changes on the fresh sheet of paper. Another
way is erase the previous information. Both are disgusting.

4. Lack storing of information:

Information is not an information, if it is unordered. In fact it is nothing

more than a raw data. To make data useful we need to store it on various
basis like on the basis of Book code, Title id, subject id, etc., but imagine
how to store information in a manual system.
5. Redundancy of information:

We have to make transactions with number of book at a number of times.

There are always chances of recording information about the same book
number of times. This is “redundancy”. Redundancy invites inconsistency.
In case some information about a member or book is maintained twice or
more than twice in future, if modification done at one place then how will
you be able to decide which of the various information about the same is
correct.

6. Preparation of accurate and prompt reports :

Preparation of fine report, total number of missing book reports etc.

becomes really difficult in a manual system. Even after hard work if one
able to prepare it then it is not guaranteed that the prepared report is
accurate and up to date whereas this is not the case with computerised
systems.

User Requirement

Various requirements laid by the user are:

 Maintains data about the books of the library.

 Arranging data in logical order for easy maintenance.

 Collection of data about books which are issued.

 Collection of data about books which are returned.

 Data of fine on the students for late return of books, damage of books
etc…

 Generation of various reports according to the management request.

Performance of the proposed System

1. Immediate retrieval of information

Better storage facility
2. Better sorting of efficient report
3. Quick sorting of information.
4. Preparation of efficient report.
5. Accuracy of data i.e. no redundancy hence no inconsistency.
6. Prompt updating of information.

ALTERNATIVE SOLUTIONS EXAMINED

To achieve various goals and sub-goals set above, broadly three solutions
where examined. These solutions are consists of:

1. Specification of information to be made available by the system.

2. Description of what will be done manually and what has to be done
by the computer.

3. Specification of the new computer equipments that are required. For

each alternative solution cost and benefit have to be examined before
deciding one of the alternatives.

Solution A :-- One can improve existing manual system by carrying out
the following steps :

All the related records could be updated as soon as Book is issued . Instead
of keeping information at various places about the books and the members
of the library a master register can be made and it
can be kept at the centre place. A data entry staff can be made to sit
at the counter and can be assigned the job of entering all the books details
and verifying it at the same time. He can also be assigned the job of taking
out reports regularly on a fixed date. A separate master file can also be
made for the employees and it can also be kept at the centre.

Solution B :-- A transaction file can be maintained in which records related

to a particular period can be kept and after a fixed interval main records
could be updated using this transaction file.

Solution C:-- This is an online information system which help in fast

information retrieval of the books when member request for the issue of
book. Various calculation becomes easy such as calculation of fine.

COST BENEFIT ANALYSIS

A cost benefit analysis is necessary to determine economic feasibility of the

proposed system. The primary objective of cost benefit analysis is to find
out whether it is economically worthwhile to invest in the project. If the
return is good, then the project is considered economically worthwhile. Cost
benefit analysis should be done before preparing the proposed system.
Cost benefit analysis is done for all the cost associated with the project.
Conceptually, the cost of the project represents all the items of outlay
associated with the project which are associated with long term funds as
well. It is sum of outlays of the following:

- Hardware :- Pentium III processor, Printer, UPS

Costs up to RS. 40, 000.00.

- Software :- C++, MS Access

Installation costs near about RS. 1000.00.

- Cost of Stationary, floppy, Electricity & Maintenance is about

RS 1500.00
-
- Cost of Operator RS 10,000.00

Benefits of the Proposed system:

- Saving of extra employee for maintaing books, Calculations

etc. - about RS 10,000.00
-
- Reduction in wastage & damage of books - RS 10,000.00

- Timely information – RS 5000.00

-
- Easy Report generation – RS 1000.00
Feasibility report
 Objective

The primary objective of this feasibility report is to inform the user about
following matters:

 What is the problem with conventional (manual) system ?

 What is the solution available to overcome these problems ?
 What are the goals and sub-goals of the new (proposed) system?
 What are the proposed system should achieve ?
 What will be the requirement for these achievements ?
 Who will be involved in operating the system ?
 The benefits the system will give over conventional (manual) system ?
 Identifying benefits ?
 Identifying development costs ?

Evaluating Proposed Solution :--

The proposed solution are further evaluated to find out the following

1. Technical Feasibility :--

To find this, it is asked whether the proposed solution can fit with existing
operations and whether the right information at the right time is provided to
the appropriate authority.

2. Economic Feasibility :--

To find this it is asked whether finances are available to implement the
proposed solution and whether the money spend is recovered by savings or
better customer satisfaction and by paying on time to the suppliers.
 Automation Boundary

An online information system is able to achieve almost all goals and sub
goals listed before in other words it overloads almost all problems
encountered in manual and batch system. We strongly suggest the online
information for the user in modern competitive world, where time and
efforts are valuable we just can’t afford their wastage. But here is also
some boundary for working. Some specification known as Automation
Boundary.

These are: -

 Data have to enter manually.

 All the Transaction have to be done using entering data manually.

 Some of the reports may be missing and they can be added as and when
required.

 Security measures are not taken into care this will have to be
implemented by the co.

 Information about stationary is not maintained.

 Conclusion

The project deals with an effort to reduce the human efforts in

maintaining piles of books manually which is highly tedious,
inefficient, time-consuming and very error prone, because the
overloaded work can lead to misplacing the collected information
in papers. Thus the objective of the system is to maintain data
properly.
The main objective of the system is to locate the exact transaction
of the system being taken place without any errors in a well-
computerized system. Master Reports with summary are generated
which the management for taking quick decisions can view.
Hence the computer system is ideal for maintaining and locating
information of any volume related to the system at any time.

Possible Enhancements:
The s/w can be enhanced in lot many ways in future to make it
more scalable and flexible.
1. We can make links so that the users can see the
books they have issued to their record.
2. We can include the issue and return dates in the records.

This project made me go through various ups and downs in the

making of a project. I got an idea about the problems encountered
in the analysis, coding, debugging and testing. I have tried to
restrict these problems to a certain limit and have tried to make the
project more users friendly and easily accessible.
 Bibliography
Books :
 The C++ Programming Language-(Bjarne Stroustrup)
 Software Engineering-(Ian Sommerville)
 Beez’s Guide to Programming

Websites :
 www.wikipedia.com
 www.apache.org