Development Of Library

Management System
Information Technology Essay
Published: 23rd March, 2015 Last Edited: 23rd March, 2015

This essay has been submitted by a student. This is not an example of the work
written by our professional essay writers.
In this project report, it shows the process on how a Library Management
System (LMS) works, which will be discussed in detailed on the following
chapters. This project main purpose is to develop a LMS for library to manage
their resources efficiently.
With the two powerful development tools, MySQL and the latest Java SE 6, it
benefits Library staffs or workers which have multiples skills will be more useful
in other places. The proposed system shall be presented as a Server Client
distributed system where all clients' data will be retrieved through one
centralized server. To enable the proposed system functionalities, every single
machine which uses this system needs a Java Development Kit (JDK) installed.

Chapter 2: Literature Review

2.1 Overview of Library Management
System (LMS)
A Library Management System (LMS) is a tool to help any libraries which are
still using the old way to manage their library. The old way like searching for a
book using manual work is hassle, fast report generation is not possible,
information about issue/return of the books are not properly maintained, no
central database can be created as information is not available in database. But
by using the LMS, user can overcome all the problems mentioned above. This
system can manage all the happenings of the library. Book transactions
including book searching, availability of the book, details and appearance of the
book, personal book borrowing history and etc. can be very easily handled by
this system. This system is suitable for small to big libraries including medical
and legal libraries, colleges, schools, universities, corporate houses and other

academic resource centers. However, I would like to focus on LMS for colleges
or universities.
LMS has three modules which are Students Module, Staff Module, and
Administration Module. First of all, Students Module allows students to search
material by title, name/author, subject, publication, series, ISBN/ISSN and etc. it
also allow students to find recently arrived material. In Staff Module, staff can
issue book and receive book with bar code. Staff also can fine for books
received after due date. Lastly, the administration module help administrator to
register/reassign shelf and category, change book status, issue library card,
configuration to register users, and database backup/restore. Overall this
system can be very helpful and it can make things easier.

2.2 Features of Library Management

System
Maintain any media
Can define a number of things that one wants to keep track of.
Can define the specification you want for that media, for book like pages, ISDN
number, type, volume.
One can maintain media with its own specifications rather than common.
Powerful search engine
Includes searches for words, phrases and more within single sentences in a
book, or the entire library.
Find media by any keyword typed in text box or by selecting the name of media
author, publisher or subject also find different combinations of author, publisher,
subject and sub subject.
Define search field and select particular fields to display the result.
Issue criteria
Set criteria for the group of members against the media type so that it is easy to
maintain and track the criteria data and particular group.
Help and User's Guide
It gives information help and makes it easy to understand.
Provides information help for each form of the system and also describes each
field on the form.
Stack - period

Define the time duration for which the library is closed, so while calculating the
fine of member those days can be subtracted.
Reports
Member wise report.
Media wise report.
Time duration and media name for which user want the report.
More specific report.

2.3 Advantages and Disadvantages of

LMS
2.3.1 Advantages
Improve efficiency and productivity
With LMS, it helps most businesses to increase efficiency on their daily work
such as reducing man power and manual activities subsequently improve
productivity.
Save time
LMS reduces manual activities, man power and paperwork. With this
computerized system, people which have multiple skills can be used more
efficiently.

2.3.2 Disadvantages
If the server is down, the whole system will down
The client is needed to be connected with the server 24 hours a day, 7 days
week in order to retrieve the date from the database. If the client lost connection
with the server, the whole system is not fully functional anymore.

2.4 Summary
A Library Management System (LMS) is a tool to help any libraries which are
still using the old way to manage their library. The old way like searching for a
book using manual work is hassle, fast report generation is not possible,
information about issue/return of the books are not properly maintained, no
central database can be created as information is not available in database. But
by using the LMS, user can overcome all the problems mentioned above. This

system can manage all the happenings of the library. Book transactions
including book searching, availability of the book, details and appearance of the
book, personal book borrowing history and etc. can be very easily handled by
this system. This system is suitable for small to big libraries including medical
and legal libraries, colleges, schools, universities, corporate houses and other
academic resource centers. However, I would like to focus on LMS for colleges
or universities.
LMS has three modules which are Students Module, Staff Module, and
Administration Module. First of all, Students Module allows students to search
material by title, name/author, subject, publication, series, ISBN/ISSN and etc. it
also allow students to find recently arrived material. In Staff Module, staff can
issue book and receive book with bar code. Staff also can fine for books
received after due date. Lastly, the administration module help administrator to
register/reassign shelf and category, change book status, issue library card,
configuration to register users, and database backup/restore. Overall this
system can be very helpful and it can make things easier.

Chapter 3: Study on existing LMS

3.1 Overview
Most of the users are more comfortable to use a system which are already long
exists and already have a certain reputation. Those people whom towards ICT;
they may want to compare several existing systems before selecting one, as
well as Library Management System (LMS). In this chapter, several features,
functions and comparison among the both systems will be discussed to
understand better how a LMS works and its main purpose to help out
businesses and companies.

3.2 Library Manager

3.2.1 System Overview
Library Manager is a complete solution of all library related work. It will assist
you and simplify your work by an easy interface. It has various features such as
printing reports, checking for books not deposited in time, fine control over
students, and many more.
Library Manager is library management software that has the interface that
which is easy to use by everyone. It can be used personal information system
for staff members and students. Books can be easily managed and arranged by
using this software. Fine over late deposit of books can be maintained and if

whenever require then fine setting and number of books to be issue can be
change. Library database can be backed up in any time that the staffs want. It
also has other facilities such as printing of different types of reports. Users can
also issue/ deposit books, magazine, and others. The software is fully
customizable, various setting and visualization can be changed as desired. In
this software version, entries of only 100 books, 25 students and 15 staff
members can be made. For making further entries, you may need to purchase
the full retail version of the software.

3.2.2 General usage instructions:

To Issue and Deposit there is a common Window for both.
Use the Add Button to Add Students, Staff and Books to the database and Save
Button to store it.
After making the changes remember to click Save Button to store it.
You can also display the Image of Your Company in the middle of the Main
Screen.
You can also keep track of Book Agents and their Complete Transaction record.

3.2.3 Features of Library Manager

Software:
It can keep complete records of a document; it can be a book, registers, files of
any type etc.
It can be appended while got any new arrivals.
Any user can navigate through the database and locate a document of their
choice.
A member or non-member can search a book without consulting library staff in
a network environment, where in several PCs of different department which are
connected.
It has enormous search facilities along with point search facility where, a
particular item/string in a given field of a specified period may be search at
finger tips.
Existing records can be edited only by an authorized person.
Authorized person/administrator has to change the password at any time to
prevent people who want to hack the password.

New members can only be registered by the library administrator or authorized

person.
Member's signature and photograph can be included and may be verified at the
time of issuing any document.
The software can give the following information at finger tips:
Issue/return records of any document
Issue/return records of a member
Details of all documents issued from the library on date

3.2.4 Testing and Screen shot

Figure 3.1 below shows the main screen on Library Manager. User can
issue/deposit books by selecting the icon or menu bar.
Figure 3.1: Main Screen
Figure 3.2 below shows the function of each icon, and I had draw with red arrow
and write down their function in details.
Figure 3.2
Figure 3.3 below shows to add new student. First, select the icon which I had
circle with record colour and it will pop out a 'Student Database Update' dialog
box. Then, fill in the Student's information and click on 'save' button to save it to
the database. Student also can put their photograph by right-click for menu and
choose their personal picture.
Figure 3.3
Figure 3.4 below shows that the Student successfully added into the database
after the student have click on 'save' button.
Figure 3.4
Figure 3.5 and 3.6 below shows that user can check all student information by
scroll the navigation bar to the next student.
Figure 3.5
Figure 3.6
Figure 3.7 below shows to add new staff member. First, select the icon which I
had circle with record colour and it will pop out a 'Updata Staff Record' dialog
box. Then, fill in the staff's information and click on 'save' button to save it to the
database. Staff also can put their photograph by right-click for menu and
choose their personal picture.
Figure 3.7

Figure 3.8 below shows that the staff member successfully added into the
database after the staff have click on 'save' button.
Figure 3.8
Figure 3.9 below shows that the user can add/remove books from Library.
Figure 3.9
Figure 3.10 below show that the book was successfully stored in the database
once the user have enter the information of the book and click on 'save' button.
Figure 3.10
Figure 3.11 below shows that to search for book. User can search by different
types of criteria.
Figure 3.11
Figure 3.11 below shows the details of book title
Figure 3.12
Figure 3.13 below shows that if the user enter wrong student ID which are not
exist in database, then it will pop out an error message.
Figure 3.13
Figure 3.14 below shows that if the user enters the Student ID and Accession
Number which is exist in the database, then the message box will pop out a
message to make sure that the book title issue to correct student name. If
correct click yes, or else click no.
Figure 3.14
Figure 3.15 below shows that if the user want to check the issued books record.
First, select the Issual Deposit of Books for Student's icon, then it will pop out a
dialog box. follow by enter the Student Id, and then click on 'List of Issued
Books to Roll No. 1' check box.
Figure 3.15
Figure 3.16 below shows that after the user click on 'List of Issued Books to Roll
No.1' button, it will show the issued books record for the particular student.
Figure 3.16

3.3 Library Loan Management System

3.3.1 System Overview

Library Loan Management System was designed to be a useful program for

something like a school library. Each student can have a login, from which they
loan books. Keeps track of weeks loaned and will alert a supervisor of overdue
books. It has mail merge facilities to produce letters to individuals or a list for a
notice board. Also features backup and basic repair facilities for the database. It
works on a structure of three user classes, user, teacher and supervisor. Users
can only loan books and check their loaned books. Teachers can return books
and check all loaned books. Supervisors can remove users and books, and
perform extended database functions. Teachers can return books and check all
loaned books. Supervisors can remove users and books, and perform extended
database functions.

3.3.2 Features of Library Loan

Management System:
Various privilege groups to control access
Automatic Loan and Card Checking
Export to Text files for easy reference
Full Search Capabilities
Mail Merge
Backup and repair database
Easy browsing of database
Auto complete, Fills in info from a partial name
Easy Login

3.3.3 Testing and Screen Shot

Figure 3.17 below shows the Login screen while I run the program. And I login
in as supervisor.
Figure 3.17 - Login Screen
Figure 3.18 below shows that the supervisor menu and we can see that it is a
lot function for the supervisor.
Figure 3.18
Figure 3.19 below shows that the supervisor is able to change the setting.
Figure 3.19

Figure 3.20 below shows that the User Menu interface and user can only allow
to browse currently loaned books, borrow book, browse books, and check their
status.
Figure 3.20

3.4 Comparison of the systems

Features
Library Manager
Library Loan Management System
Various privilege groups to control access
New arrivals can be appended to records
User are able to check their status
Have database
Able to backup and repair database
Are able to change fine setting
Existing records can be edit by an authorized person
Easy browsing of database
Full search capabilities
Able to add the student photography
User friendly

3.4.1 Summary on the comparison

Library Loan Management System is the good system software compare to the
Library Manager. Their main features, functions and user interfaces are well
developed. Library Loan Management System is flexible enough to provide a
variety or workspace management solutions for any business facility. On the
other hand, their system is also quite user friendly and easy to use by everyone.
Not to say that the Library Manager is not good enough, it still able to complete
effectively with the library management, but they are lacking in some other
functions such as no backup and repair database, the flexibility of their system,

and it's not user friendly enough. Library Manager should improve their user
interfaces and some major functions in their system. In addition, Library Loan
Management System also needs to improve to make it to be able to add in the
student photography, and most of the functions are well developed and
covered.

Chapter 5: The functionality of the

system
4.1 Overview
Mostly, requirements are divided into two types, which are functional and nonfunctional requirements. Functional requirements are relevant with specific
tasks, functions or behaviors the system, but non-functional requirements are
constraints on several attributes of these tasks or functions. So, the functional
and non functional requirements can applicable to the Library Management
System (LMS).

4.2 Functional Requirements

Functional requirement specifies what should be done by the system and it also
means that a requirement specifies a function of the system must be able to
perform. Example below shows the examples of LMS functional requirements:

4.2.1 The Library Staff

Check Out Article
To issue any article must be checked out.
Check In Article
After receiving any article, system will reenter article by checking.

4.2.2 The Administrator

Add Article
New entries must be entered in database.
Update Article
Any changes in articles should be updated in case of update.

Delete Article
Wrong entry must be removed from system.
Inquiry Members
Inquiry all current enrolled members to view their details.
Inquiry Issuance
Inquiry all database articles.
Set User Permission
The administrator can give permission categorically, and also enabling/disabling
of user permission.

4.2.3 Member
Authentication
User must authenticate before accessing the system.
Search Article
User can search any article.
Request Article
After successful searching, member can mark this book as requested article.
Check Account
User can used to check account details.

4.2.4 Guest
Register user
User must full fill all application form for registration

4.3 Non-functional Requirements

Non-functional requirements describe how well a system performs its function;
it's called qualities of a system. It is one that to makes it clear for everyone on
the system, including user or someone who really understands what the user
need. Non-functional requirements are any other requirement than functional
requirements. It can be categorized as three types which are Data
Requirements, Constraints, and Quality Requirements. Example below shows
the examples of LMS nonfunctional requirements:

Safety Requirements
If the database crashed at any certain period of time, it is because of the virus
or operating system failure. Hence the database is required to backup in
sequence.
Security Requirements
Develop a secured database for the library management system. There are
different categories of users namely administrator, library staff, students and
lecturers. Depending upon the category of user to decide the access right. It
means that if there is an administrator, then he has the full access on the
system such as modify the data, delete, append etc., Library staff are able to
check in/check out the book for the user. Besides, all other users have the
rights to check the information about the article.
Software Quality Attributes
Maintain the quality of the database so that it is user friendly to every user.
Hardware Constraints
To store persistent date, the system requires a database. So that the database
ought to have backup capabilities.
Software Constraints
The availability of required software will be constrained for the development of
the system such as database and development tools.
Design Constraints
The system will be designed to make the system usability and it is to let users
easy to use on the system.

4.4 Summary
In summary, a functional and non-functional requirements in any system always
exists, there two requirements will be carried out in the system development.
With these two requirements properly documented, and evaluate it in a proper
manner, the system will be quite successful. Same goes as Library
Management System, the functional and nonfunctional requirements are
properly documented before the development starts. With these information
gathered, the author able to review back these two requirements and try to
evaluate again to check whether the requirements objectives is done.

CONCLUSIONS:

The author had successfully completed the objective and study the information
about the author's Library Management System (LMS). The author also learned
that the knowledge about the functions of the system. Each category of user
has its own functional. So in order to make the author's Library Management
System much better, study on the existing system for LMS is needed so it can
improve the author's Library Management System.