PROJECT ASSIGNMENT ON

LIBRARY AUTOMATED SYSTEM

By OJEWOLE AYOBAMI

February 2011

TABLE OF CONTENT CHAPTER ONE 1.0 Problem Definition/Project Inception 1.1 1.2 1.3. Introduction Project Objective Problems to be addressed and benefits to be expected from LASPOLIMIS project 1.3.2 Problems to be addressed 1.3.3 Benefits to be expected 1.4 1.5 Objective and Scope of LASPOLIMIS Project Priorities in the Implementation of LASPOLIMIS 3 3 3 4 5 7 7 7 7 7 8 8 9 9 10 10 10 10 11 page 2 2 3

CHAPTER TWO 2.0 systems definition and analysis 2.1 overview of existing system 2.1.1 organization of the Library 2.1.1 The Technical Department 2.1.1.1 The Acquisition Section 2.1.1.2 The Cataloguing Section 2.1.2 Readers Service Department 2.1.3 Reference Section 2.1.4 Serial Section 2.1.5 Reprographic Department 2.1.5.1 Audio-Visual Section 2.1.5.2 Photocopy and Bindery Section 2.1.6 Administrative Department 2.2 Organogram Of The Library

CHAPTER THREE 3.0 Systems Design 3.1 Methods of Data Collection 3.1.1 Sampling Method 3.1.2 Questionnaire for Polytechnic Librarian and Library Users 3.2 Reference Transaction 3.2.1 Background and Purpose 3.2.1.1 Filling the Reference Sample Form 3.3 The Dataflow Diagram (DFD) 12 13 14 12 12 12

CHAPTER FOUR 4.0 4.1 Systems Production Implementation of LASPOLIMIS Project at Main Library 4.1.1 Sub-Projects 4.2 Implementation of LASPOLIMIS at Five Branch Libraries 4.2.1 Subprojects 4.3 Computerization of the Library Catalogue and Establishment of OPAC and Retrospective Data Conversion 4.3.1 Activities 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 Required Implementation Capacity Expected Equipment Time Schedule Automation of Library Management Process Activities Required Implementation Capacity Expected Equipment Time Schedule Recording Your Library Staff Training Statistics 16 16 17 19 20 20 21 22 23 23 23 15 15 15 15

CHAPTER FIVE 5.0 5.1 5.2 5.3 5.4 5.5 5.6 Systems Implementation/Acceptance And Maintenance System Testing Acquiring Hardware Master File Conversion Program Development Training Of Staff Changeover Procedure 28 28 28 29 29 29 29 30 30 31

5.6.1 Direct Changeover 5.6.2 Parallel Running 5.6.3 Pilot Running CHAPTER SIX 6.0 6.1 Use and Learning Conclusion

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APPENDICES
Appendix A Data flow Diagram (DFD) 41 Appendix B Questionnaire On Effective Use Of The Library In Polytechnics 42 LIST OF TABLES AND FIGURES T1 Areas of development were prioritised and a phased approach in Implementation will be adopted. T2 T3 T4 T5 F1 F2 Required Implementation Capacity Expected Equipment Required Implementation Capacity Expected Equipment Organogram of the Library Staff Training Statistics Form 6 17 19 22 6 11 24

CHAPTER ONE 1.0 1.1 PROBLEM DEFINITION /PROJECT INCEPTION INTRODUCTION

The Polytechnic library system is in a need of establishing an ICT library policy, retrain the staff and automate its holdings. Following the trend of the Polytechnic Information Communication Technology (ICT) policy, the library believes that the first step in the implementation of Laspotech Library Information System (LASPOLIMIS) is to establish an Information Communication Technology Library Policy (ICTLP). The availability of ICTLP is seen as precondition that will lead to a smooth and a successful co-ordination in the implementation of LASPOLIMIS. Its through the ICTLP that consultation with a cross section of polytechnic library management and stakeholders will be done to come-out with way forward for establishing the LASPOLIMIS. The retraining of library ICT staff aims at equipping library professionals already on ground with skills that will enable them to efficiently and effectively manage, maintain and sustain an integrated Library Information System (LASPOLIMIS). The retraining will comprise short courses, attachments, study tours and staff exchanges. Computerisation of the library holding mainly the catalogue, establishment of Online Public Access Catalogue (OPAC) and retrospective data conversion is the core library automation activity. Through a successful implementation of OPAC, the polytechnic library system will be able to realise most expected benefits.

It is hoped that when more funds are available the library will embark on digitalisation of its rare and archival collections in full text to meet the need of the increasing student population. 1.2 PROJECT OBJECTIVE:

The Project Objective is to strengthen the Polytechnic Library's capacity and cost-effectiveness in making available relevant and up-to-date scientific publications for study and research by students and staff. 1.3 LASPOLIMIS PROJECT

1.3.1 Problems to be Addressed and Benefits to be expected from LASPOLIMIS Project Laspotech has identified the implementation of a Library information system as the priority area for development. The problems to be addressed and benefits to be expected are formulated as following: 1.3.2 Problems to be addressed Slow processes in searching for literature leading to longer duration Problem of pilferage of books Slow and inefficient tracking of material borrowed from the library Inefficient usage of space since all records are kept in hard form, creating artificial space shortage Slow processes of acquisition, cataloguing and management of library resources. Students dissatisfaction and frustration at insufficiency of resources including lack of access to online information Limited access or no external awareness of research carried out at Laspotech Polytechnic End user skills deficiency in information retrieval techniques

1.3.3 Expected Benefits

Efficient and rapid access to information Efficient and rapid processes in acquisition, cataloguing and management of library resources

Better reference and circulation management Reduced borrowing and space demand as most users rely on remote access More efficient utilisation of available space and reduced demand for costly building expansion Reduced loss of books Easier access to on line information (journals) to which the library will subscribe International access to the work of Laspotech researchers, and better academic visibility for the polytechnic Better record keeping and more efficient library management functions Enhancement of academic programmes and research End user training to gain optimal use of an advanced library information system.

1.4

OBJECTIVE AND SCOPE OF THE LASPOLIMIS PROJECT

The main objective of this project is primarily focussed on providing maximum service to the clientele of the library by improvement of information processing, storage, retrieval and dissemination. Also it is also looking into the possibility of expanding the system by establishing branches at each of the schools available in the polytechnic, making a total of five branches The LASPOLIMIS project does not only entail efforts to implement a polytechnic wide Computerised Library Information System, but it should also contribute to organisational arrangements and staff development, required to assure sustainability and reliability of the information systems in the future.
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In Summary, the scope of this project comprises: Full-scale computerisation of the Library Management Information System including online public access catalogues and Local Area Networks in the libraries (Main and branch libraries) Enrichment of library information resources by digitalisation of its rare and archival collections in full text, and through sustainable subscription to online information (e-journals) The retraining of library staff with skills that will enable them to efficiently and effectively manage, maintain and sustain an Integrated Library Information System Library end user training. To enable library users to make optimal use of an Integrated Library Information System. 1.5 PRIORITIES IN THE IMPLEMENTATION OF LASPOLIMIS Laspotech Polytechnic Library considered the tasks involved and the duration required in the implementation of LASPOLIMIS with special focus on: Cost involved Human capacity available Human capacity Development Mandatory Preliminary Preparation activities

Areas of development were prioritised and a phased approach in Implementation will be adopted. Priorities in areas for LASPOLIMIS Development (10 = Top Priority, 0 = No Priority) Possible area of Development Write up of Polytechnic Library ICT policy and a Master Plan Priority 10

Setting up of LANs (Main Library and Branch Libraries) to enable efficient, effective 10 and reliable connectivity and sufficient access points to Internet Subscription to online databases/ e-journals Computerisation of the Library Catalogue and Retrospective Data Conversation Automation of the Library Administrative/Management process 9 8 8

Digitisation and Reprographic of Library Materials creation of full text databases 7 Implement ICT based learning programs to guide Library Users Creation of a Library Web page T1 6 10

CHAPTER TWO 2.0 2.1 SYSTEM DEFINITION AND ANALYSIS Overview of existing system

2.1.1 Organisation of the library The library is organised for specific activities. For effectiveness and efficiency, the library is divided into departments and each department has specific functions it performs to facilitate the goals and objectives of the library. One of the objectives of the library is to organise the materials acquired in various forms for easy retrieval. In order to carry out these functions, the library is traditionally departmentalised as follows: 2.1.1. TECHNICAL DEPARTMENT This department is divided into two sections namely: Acquisition section Cataloguing section THE ACQUISITION SECTION

2.1.1.1

The acquisition section is responsible for the selection and ordering of library materials. The section is seen as the purchasing section of the library. All library materials suggested by users for the library to purchase are sent to this section. All materials are ordered for received and processed for payment in this section. There are ways of acquiring materials in the library. They are by direct purchasing, through gifts and donations, exchange of materials as well as legal depository. The section is responsible for the proper documentation of books purchased, donated are deposited through legal depository in the library. All materials so acquired are entered into the library accession number. This section also assigns accession number to books as they are purchased or received in the library. The

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accession number is the unique number running a serial number assigned to books, as they are acquired or received in the library. The section is also responsible for affixing ownership stamp to all materials purchased or received in the library. The section keeps books used to check the bibliographic details of the books ordered. It is the duty of the section to be sure of the authors, titles, publishers, date of publication, edition, price, year of publication and other bibliographic details of the books before taking orders from the book dealers. 2.1.1.2 THE CATALOGUING SECTION

As soon as books acquired by the acquisition section are received and processed, they are sent to the cataloguing section for classification and cataloguing. The books are classified to bring together the ones, which belong to the same subject area. Cataloguing is the process of assigning bibliographic details to books and other library materials. Cataloguing section is responsible for the production of National Union Catalogue so as to make the operation of inter-library lending services easy for the National library. The section also maintains and updates the card catalogue. The section assigns call number to books. Call number is the unique number that links a user to the position of a book on the shelf for retrieval. 2.1.2 READERS SERVICE DEPARTMENT The circulation section is a part of the readers service department. It is where library users have the first contact with the library. The section charges and discharges books to users. Depending on each library, lending is for specific period. Within which borrower may borrow. The section is responsible for library users registration. By registration, a patron becomes a benefice reader of the library. Thus a patron can borrow books for the period of time stipulated according to the rules and regulations of the library.

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It is also the duty of this section to keep the statistics of books consulted daily in the library. The section also organizes the inter-library lending services. It is also responsible for accurate daily head count; books consulted daily, shelving and shelf reading in the library. There are certain conditions before books are charged out of this section; they are: A B C D That library material are returned or renewed s at when due. As soon as a reader received a notice recalling a material he had borrowed, he is expected to return it immediately. That fines should be paid promptly by library defaulters. That books borrowed be perfectly handled and returned in good condition. Failure to comply with the above conditions may lead to the suspension of the defaulters or application of any other sanction considered appropriate. 2.1.3 REFERENCE SECTION Reference section is also a section under readers services department. The section is the image- making of the library. Materials in this section are meant to be used within the library. The section is charges with the responsibility of answering queries, attending to translation services, current awareness services and selective dissemination of information (SDI services). The section aids users in locating materials for research work and for the writing of term papers. 2.1.4 SERIAL SECTION Serial publication, according to American Library Association (ALA) definition, is a published at regular intervals and as a rule intended to be continued indefinitely. Serial section stores such materials as periodicals, inaugural lecture papers, institutions calendar and handbooks, new and backset of new papers etc. periodical publications are acquired and processed in this section. The serials section keeps a kardex, which records the title of all serial publications stocked by the library.

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2.1.5 REPROGRAPHIC DEPARTMENT The reprographic department is divided into the following sections: Audio-visual section Bindery section Photocopy section AUDIO-VISUAL SECTION

These sections provide assisted service to patrons. 2.1.5.1 This section is responsible for the selection, procurement, organization and exploitation of non-printed materials. These materials include computer, projectors- slides and overheads projectors, video and audiotapes, cassette players, regalia, microfiche, ultra fiche, video recorders, slides, films and film stripe. Audio-visual section enables readers to learn at their own pace. It aids memory and gives permanent reiteration, according to the law that says whatever I see, I remember easily and whatever I touch, sticks to memory. The provision of audiovisual and other electronic teaching gadgets enhance individual learning. They also enhance the quality of teaching and compensate for the perennial inadequacy of teaching staff. 2.1.5.2 PHOTOCOPY AND BINDERY SECTION

Photocopy and bindery are sections that cater for readers, when they need to make photocopy of lectures missed or materials, which they could not buy or borrow for outside use. The bindery section repairs worn-out books or students projects. These two sections provide avenue for the library to get money for the institution. 2.1.6 ADMINISTRATIVE DEPARTMENT Administrative department is the department is the department that directs the staff welfare in the library. This department is responsible for the general administration of the library. It takes care of staff promotion and recruitment. The head of the library bears different designations depending on the type of institution. For example, College Librarian for College of Education, Polytechnic

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Librarian for Polytechnics and University Librarian for Universities, special or Public Libraries may have Chief Librarian while National Library has National Librarian. 2.2 The Organogram of the library

This represents a tree/hierarchical structure of the units found in the library. The Organogram is shown below:

ORGANOGRAM OF THE LIBRARY

The Library

Technical Department

Reprographic Department

Readers Service Department

Acquisition Section

Cataloguing Section

Reference Section

Serial Section

Audiovisual Section

Bindery Section

Photocopy Section

F1

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CHAPTER THREE 3.0 3.1 SYSTEM DESIGN METHODS OF DATA COLLECTION

3.1.1 Sampling Method Collecting the number of reference transactions on a daily basis is a burdensome task that often gets neglected as more pressing issues demand more attention. The busier it gets in the libraries, the less likely we are to record the number of transactions. By targeting just 14 days a semester we are hoping we can focus our reference transaction tracking efforts to obtain some meaningful numbers and at the same time relieve staff of the burden of daily tracking. It should be noted that the purpose of sampling is to count the number of reference transactions, not whether the transaction is completed and not the quality of reference service. The data are also helpful for understanding the level of use of the libraries and guiding the strategic planning of library services. 3.1.2 QUESTIONNAIRE FOR THE POLYTECHNIC LIBRARIAN AND LIBRARY USERS Series of carefully prepared questions were prepared for the college librarian as well as the library users in order to know the current status of the information sources available in the library and also to find out about the shortcomings present within. Part of the responses given was used in the problem analysis and used to proffer solutions to the analysed problems where appropriate. 3.2 REFERENCE TRANSACTION

3.2.1 Background and Purpose During each academic session, reference transactions will be sampled at specified times. Staff working during those specified times would keep track of

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and count all reference transactions using forms provided by MIS. At the end of each sampling day, results are expected to be sent to MIS for tallying. Results are extrapolated to provide a total number for the year for reporting purposes to the appropriate places, which require or request the statistic. In addition, the sampling results can be analyzed for other reasons, including the following:

Level of use of the libraries resources Heavily used times of service points Heavily used service points

Sampling takes place at all service points in the Laspotech libraries. A reference transaction is an information contact that involves the knowledge, use, commendation, interpretation, or instruction in the use of one or more information sources by a member of the library staff. Information sources include printed and non-printed materials, catalogs and other holding records, and through communication or referral, other libraries and institutions and persons both inside and outside the library. Include information and referral services. If a contact includes both reference and directional services, it should be counted as one reference transaction. When a staff member utilizes information gained from a previous use of information sources to answer a question, report as a reference transaction, even if the source is not consulted again during this transaction. 3.2.1.1 Filling the Reference Sampling Form

Each employee will have one form for each sampling day. It is up to the individual employee to keep track of his/her reference transactions for that day and to note them on the form. To use the form you simply identify the time of day of the particular transaction and the type of transaction and place a tick mark in the appropriate box. You must keep track of transactions for the duration of time worked on that particular day. At the end of the day, count up

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the tick marks and note the total for each hour in the TOTAL column on the form. Then, tally the total by query type at the bottom of each query column. Finally, compute the hourly totals to get the Grand Total of the day and note this on the bottom of the form. If multiple forms are used during the day, please consolidate the hourly transaction tallies and column totals on one form to be sent to MIS. At the end of a sampling day, it is each employee's responsibility to turn-in his/her form at the designated collection point. 3.3 THE DATA FLOW DIAGRAM (DFD)

The data flow diagram (DFD) represents the flow of information through the system and its environ together with the functions it must perform. The following are the symbols used in the dataflow diagram as well as their meanings and functions Symbols Meaning Process Flows of data Data store Entity Process: it depicts the processing actions, which transforms the flow of data Flows of Data: it shows movement or transfer of data from one pint to another Data Store: it depicts a point which holds data and receives a date flow. It could be a card index, a magnetic tape or disk, a document, a clerical file, etc.

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Entity:it depicts a data store or destination. It may be an individual, a group, a department or an organisation. It is some times known as a source or sink.

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CHAPTER FOUR 4.0 4.1 SYSTEM PRODUCTION Implementation of LASPOLIMIS at Main Library

4.1.1 Sub-projects Establishment/ write-up of Polytechnic Library ICT Policy and a Master Plan Re-training of staff Installation of the Local Area Network Establishment of efficient, effective, reliable connection and sufficient access points to Internet Subscription to online databases/journals Computerisation of the Library Catalogue and Retrospective Data Conversation Automation of the Library Management Process Establishment of Web based Online Public Access to Library Bibliographic Databases Reprographic and Digitisation of Library Materials creation of full text databases 4.2 Implementation of LASPOLIMIS at five Branch Libraries

4.2.1 Sub-projects Installation of the Local Area Network and reliable Internet /e-mail connectivity/access. Computerisation of the Library Catalogue, Retrospective Data Conversation and linkage to the Main Library Reprographic and Digitisation of Library Materials (decentralised databases).

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4.3 COMPUTERISATION OF THE LIBRARY CATALOGUE AND ESTABLISHMENT OF OPAC AND RETROSPECTIVE DATA CONVERSION 4.3.1 Activities The activities involved under this item are: 1. Data Collection 2. Hire legal consultant 3. Building awareness through workshops 4. ICTL policy writing 5. Staff retraining- on Library Information System (LIBIS) 6. Management retraining 7. Study tours to observe and identify best practices in regional automated libraries using proposed software 8. Installation of LANs at Main library 9. Evaluation/ Assessment of manual systems 10. Design/specification of data structures 11. Procurement: Request for proposals, Assessment of bids and negotiation of contract 12. Delivery of software and hardware 13. Installation of Software and Hardware 14. Data entry 15. Database editing and validation 16. In-house manual collection organisational processes 17. Installation of OPAC system 18. Retrospective data conversion

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19. Testing and adapting the new system 20. Monitoring, evaluation and review of the project 4.4 Required Implementation Capacity

For realisation of the Computerisation of the Library Catalogue and Establishment of OPAC and Retrospective Data Conversion local and external expertise will be needed. The table below specifies the required human capacity.
SOURE OF CAPACITY
ACTIVITY

Laspotech Polytechnic
Library Staff Group Staff/ Users CAT Manager Project Manager Other Depts. Consult Support External Technical Assistance OS/DC Consult DBMS Consult ICT Mgt. Consult

1.

Project Management

2.

Project Management support /consultant

3.

Building awareness through workshops and seminars

4. 5.

Data collection ICT Library Policy

writing 6. Installation of LANs at Main library 7. Evaluation/ Assessment manual systems 8. Design/specificatio n of data structures. of

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SOURE OF CAPACITY
ACTIVITY

Laspotech Polytechnic
Library Staff Group Staff/ Users CAT Manager Project Manager Other Depts. Consult Support External Technical Assistance OS/DC Consult DBMS Consult ICT Mgt. Consult

9.

Procurement Request proposals Assessment bids Negotiation contract Decision making Delivery software, hardware of of of for

10.

Installation Software Hardware

of and

11. 12.

Data entry Database editing

and validation 13. In-house collection organisational processes 14. Retrospective data conversion 15. Installation OPAC system 16. Testing system and of manual

adapting the new

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SOURE OF CAPACITY
ACTIVITY

Laspotech Polytechnic
Library Staff Group Staff/ Users CAT Manager Project Manager Other Depts. Consult Support External Technical Assistance OS/DC Consult DBMS Consult ICT Mgt. Consult

17.

Monitoring, evaluation review project Total weeks in put of and the

156

34

57

10

2 T2

4.5

Expected Equipment

This section represents assumed cost estimates for implementation of computerisation of the library catalogue and establishment of OPAC and retrospective data conversion by Polytechnic ICT Implementation Group of which the Library is not a member but always in attendance. No INPUT MATERIAL SOURCE OF FUNDING
ETF Laspotech Central Admin.

1.

External Implementation Capacity in form of 123,000 Consultancy

2.

Documentation and ICT Integration into Library 19,000 Policy

1,530

3. 4. 5.

Retraining of library staff and stakeholders Hardware and its accessories Library Application Software including Web OPAC + its specialized training

157,000 1,272,000 722,000

20,000 216,240 88,740

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No INPUT MATERIAL 6. Retrospective Data conversion (Migration

SOURCE OF FUNDING 120,000 20,400

index to electronic catalogue) Total (in Donors currency). 2,413,000 346,910 T3 4.6 Time schedule April 2008 August 2009 4.7 AUTOMATION OF LIBRARY MANAGEMENT PROCESSES

Laspotech Polytechnic Library management is an all-embracing activity in the library system. Laspotech Library system is made up of the main library and five branches scattered on the main campus and other campuses. It has a centralised system of administration based at main library with nine administrative divisions in the main library and other nine in branch libraries. The Library Central Administration receives reports from all the eighteen divisions and monitors them too. Automating the Library Management means developing an automated system service that will be able to over see the entire library administration. This includes library planning and development, finance and budget control, purchase and acquisition of library materials and keeping records of library assets, staff organisation, control, library clientele and monitoring of facilities and library public relations. The library user base is mainly the students and polytechnic staff. The library system should be designed in such a way that it can import data generated by the central student and personnel management information databases. This will

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enable the library with data to use as a basis for assigning user rights, hence improve the library user tracking activities. The library as a cost unit, it collects (and spends) and forwards (receives) amount of money to the polytechnic accounting officer who manage the polytechnic resources. The library management system should be in position to import and export data with the polytechnic central accounting system. 4.8 i. ii. iii. iv. v. vi. vii. viii. ix. x. ACTIVITES Evaluation of existing administrative manual system Preliminary tours of regional and International Automated Library Management Systems Building awareness through workshops Data structure design Management training Specialised training Training/attachment of Library administrators Installation of hardware and software In house training of library staff Data entry

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4.9

Required Implementation Capacity SOURCE OF CAPACITY

Library staff group External Technical assistance

ACTIVITY

Staff/ Users

Project manager

Lib. Admin.

Lib.ICT Consultant

Mgt.

Systems analyst

Project management Project support/consultant Evaluation system Preliminary tours of regional and International Automated Library through Management Systems Building workshops Data structure design Management training Specialised training Installation software In house training of library staff Data entry Testing system Monitoring/evaluation and review of the project Total Working weeks 45 and adoption the new of hardware and awareness of existing manual management

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16

1 T4

26

4.10 This

Expected Equipment section represents of library assumed cost estimates processes for by implementation polytechnic of ICT management

automation attendance.
No.

implementation committee of which the library is not a member but always in

Implementation Capacity Total cost (Naira) Laspotech Central Admin. 1. 2. 3. 4. External Implementation Capacity in form of Consultancy Retraining of library staff and stakeholders Hardware and its accessories Library Software Interface Total (in Naira) 36,000 540,000 1,256,000 168,000 2,000,000 242,080 28,560 270,640 -

T5 4.11 Time schedule Time frame April 2008 August 2009 4.12 Recording Your Library Staff Training Statistics

The purpose of this form is to gather statistics on the following events, directed towards LASPOTECH Libraries staff, in which you teach or provide assistance:

Staff orientations Staff tours Seminars/workshops/training for staff Brown bag sessions for staff

Staff Learning and Development compiles and submits these statistics to the administration in order to document the Libraries' extensive instruction activities

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for its staff. Total figures will be made available in the Libraries' annual reports. Please complete this form at the conclusion of every event in which you teach or provide assistance.

Complete this form for every library instruction event:

PART 1: WHO WAS THE LIBRARY INSTRUCTOR? Select your name from the drop down box. If you co-taught with someone, decide between you who should report the statistics. List the names of everyone who did instruction (assistants too):

If your name does not appear in the pull down lists above, Click here to add it:
Add or Delete Your Name

PART 2: WHAT TYPE OF INSTRUCTION DID YOU DO? I participated in the Libraries' general instruction program by teaching/assisting Name of Program: I'm a subject specialist and I taught the following university course Course Code: (e.g. COM325, GNS401) Course No: with this program

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(e.g. 101, 125) I conducted/participated in the following

Seminar/Workshop/Orientation/Presentation Program or Group Name: If the Seminar/Workshop/Orientation etc. you participated does not appear in the pull down list above, please enter it here:

conducted

tour

for

the

following

group

Group Name:

(e.g. Yabatech Scholars, Visiting

Musicologists, Librarians from USA, Campus Office of ...) I volunteered to teach a Grade/Middle/High School Orientation School Name: (e.g. Dolphin High School)

PART 3: WHAT WAS THE DATE OF THE EVENT? (Follow this format: 1/8/07 12/19/07) PART 4: HOW LONG WAS THE EVENT? How many hours
0 0 minutes

OR full days (8 hrs)

PART 5: WHAT WAS THE AFFILIATION OF THE PARTICIPANTS? Yaba College of Technology, University of Lagos Akoka Mixed (LASPOTECH and non-LASPOTECH attendees)

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Non-LASPOTECH Universities all over the country PART 6: WHAT WAS THE STATUS OF THE PARTICIPANTS WHO ATTENDED? Don't forget to enter a value for schools / faculty if instructor, lecturer, etc., was present. We need to know this!
0

School/Faculty(Professor,Instructor, Lecturer, Section Leaders,) Graduate/Doctoral Undergraduate LASPOTECH Summer Program Students Students Staff Students

Others (e.g. Teachers, Chaperones, non-LASPOTECH Staff,

etc.) PART 7: WHERE DID THE INSTRUCTION TAKE PLACE?

PART 8: SUBMIT YOUR STATISTICS

Submit My Library Instruction Statistics

PART 9: MAKE CHANGES

Choose a session to edit

Go to a new blank form

F2

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CHAPTER FIVE
5.0 5.1 SYSTEM IMPLEMENTATION/ACCEPTANCE AND MAINTENANCE System Testing

A data procedure will have to be thoroughly tested before it is put unto operation so that all errors are eliminated. System testing is carried out on individual programs by their authors in order to ensure that it conforms to the analysts specification. Procedure testing involves the testing of all t he routines that make up the system in order to ensure that the whole systems fits together as specified in the systems specification. The purpose of this stage is to coordinate the efforts of the user department and the data processing department getting the new system into operation. The planning for the implementation would have been stipulated in the systems specification and would cover the following activities which will take place in this stage: 1 2 3 4 5 5.2 Acquire all the necessary hardware, stationery, etc. Create mater files (i.e. file conversion) Write and debug all computer programs Test and prove al parts of the system Train systems and user staff to use the system Acquiring hardware

The following factor were considered when selecting a suitable computer system 1 2 3 4 Volume of transaction Operating sys tem Speed/cost Equipment available at installation

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5 6 5.3

Volume of records Type of processing Master file conversion

This is the process of transforming the existing master files into a magnetic form that meets the specification of the new system. The way in which the job is done depends upon the size and complexity of the files and the method currently used for keeping the files. 5.4 Program development

Since our write up is not expected to have the source code, this will not be included in the write up. 5.5 Training of staff

The analyst is responsible for ensuring that the staffs of all the departments present therein is trained in the use of the new system. The training is often accomplished by the use of courses often run by the software designers. Some aspects of training include: 5.6 Organisation of source data collection, batching, etc. Distribution and acceptance of output documents Procedure for error notification and correction, etc. Changeover procedure

These are methods of switching from the existing system to a new system. The method adopted depends on the particular application and companys mode of operation. The method should be the one which most suits the particular situation and circumstances at the point in time at which the changeover is being carried out. There are three main changeover methods: 1 Direct changeover 2 Parallel changeover 3 Pilot running

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5.6.1 DIRECT CHANGEOVER This method entails the introduction of a completely new system without any reference to any previous similar system, which may exist. The benefit of this method is that it is efficient since it does not involve the duplication of work. The drawbacks are: 1 2 3 The new system may not be entirely correct or complete No results from the old system to compare with the result from the new system If the new results are incorrect, it is difficult to make corrections to the system and at the same time keep it operational. 5.6.2 PARALLEL RUNNING 1

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5.6.3 PILOT RUNNING In this method, the new system is employed to rerun the source data from a previous period. This is often done in the following period so that the systems run in parallel but use different data. Thus the two lots of results are capable of comparison or reconciliation if the systems are similar. The problems with pilot running are similar to those of parallel running. The changeover procedure employed for this write-up is the pilot changeover

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CHAPTER SIX 6.0 USE AND LEARNING

Now, a complete management information system has been developed for library usage from which can now strengthen the Polytechnic Library's capacity and cost-effectiveness in making available relevant and up-to-date scientific publications for study and research by students and staff. 6.1 CONCLUSION

There is need of greater use of information resources and information technology to support the vision, mission and objectives of the technologically oriented polytechnic. There is a tremendous demand in perfecting the library system, which has to take into account information accessibility and flow. Therefore having a library computer information system will offer enhance services in the area of sharing information and communication besides easing access to information resources, courses and school/faculty members.

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APPENDICES

QUESTIONNAIRE ON EFFECTIVE USE OF THE LIBRARY IN POLYTECHNICS (CASE STUDY OF LAGOS STATE POLYTECHNIC)
AN INVESTIGATION OF IMPEDIMENTS TO EFFECTIVE LIBRARY USE IN LAGOS STATE POLYTECHNIC LIBRARY Questionnaire for library users. Please tick as appropriate Section A RESPONDENT BIO-DATA 1 2 Name of Institution: Highest Professional/Education Qualification a) b) c) d) e) 3 NCE, OND or its equivalent HND, B.Sc or its equivalent H.S.C. or its equivalent P.HD Others please specify

Department/Specialty SECTION B

LIBRARY RESOURCES 4 Have you used your college library before? Yes No

If no, then stop here and return the questionnaire 5 How often do you use the library? a) Everyday

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b) c) d) e) f) 6

Once or twice a week Only weekends Occasionally Only during examination Not at all

Are you aware of the availability of helpful information resources in your college libraries for your examination needs? S.A= Strongly Aware A U NA SNA = = = = Aware Undecided Not Aware strongly Not Aware

How did you become acquainted with the information resources in your library? a) b) c) d) Through frequent visit to the library Through special effort of library staff Encouraged by lecturers Library orientation programmes

What type of information materials do you seek in the library? a) b) c) d) e) Journals Textbooks Projects Newspaper/magazines Audio-visual materials

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f) 9

Others please specify

Which of the following factors does not encourage your use of the library? a) b) c) d) e) My residence is too far from the college library The library does not always have what I need Few available obsolete materials The library is always noisy Others please specify

10

Is the library conducive for reading/study? a) b) c) d) SA A U D SD Conducive Fairly conducive Not conducive Undecided = = = = = Strongly Agreed agreed Undecided Disagreed Strongly Section C

Disagreed LIBRARY RESOURCES

SA A 12 The library has enough resources (print and non-print) considered adequate to meet your information needs 13 The library resources (books and journals) are very current

SD

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14 Your visit to the library usually satisfy your information needs

15 If you disagree with (14) above, do you equally ask for assistance from the library personnel? Yes No 16 If yes, is the assistance given always useful to your needs? Yes Section D LIBRARY SERVICES SA A 17 The library opening hours of 8.00am to 4.00pm is suitable to you 18 The services rendered in the readers service section usually satisfactory? U D SD No

19

Please identify the problems and suggest what should be done

. SA A 20 The library staff are always well disposed to helping you make adequate use of the library activities 21 The number of books loaned to students presently are enough and satisfactory 22 If you disagree with (21) above, then the number of books should be increased and time extended. 23 The rate for reprographic/interest services should be highly U D SD

39

subsidized 24 Library user education is taught in your school 25 The course is taught theoretically and practically 26 The time allocated for the course is sufficient, therefore it is taught in detail. 27 In your opinion, how would you rate the overall library services? Very satisfactory Satisfactory Fair Poor Very poor 28 Which other materials would you recommend for the library acquisition apart from the ones listed below? General reference, textbooks, journals, audio-visuals.

29

Please make other suggestion towards the improvement of library services in your college library.

THANK YOU FOR YOUR COOPERATION

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Section E INTERVIEW QUESTIONS FOR COLLEGE LIBRARIAN What are the objectives of the library in terms of satisfying scholarly, academic and administrative information needs of Lagos State Polytechnic?

How does the Lagos State Polytechnic Library capture information from both internal and external sources basically to enrich the teaching and research activities?

Does Lagos State Polytechnic Library have any strong association with other universities/Polytechnics nationally and globally?

Have you been opportune to be among the decision-making organs of the institution? Yes No

5 6

What is the staff strength of the library? Are you satisfied with the staff strength? If not, how many more staff is required? Yes No

Would you say your staff possesses adequate skills to carry out effective library services? Yes No No

Are they well remunerated? Yes

41

What is the size of the library collection (books, journals and audiovisual materials)

10

How does the Library ensure the protection and security of the available resources?

11 12 13 14 15 16

Are you satisfied with the library collections? Yes

No

What department/section do you believe is/are the most active? Yes Has there been any case of theft reported in the library? No

How often do you receive complaint from your staff on missing books? Yes Are your staffs performing up to expectation? No

How often do complaints come from other managements and students in your office over your staffs reaction to library users? Regularly Rarely

17

Who is responsible for the acquisition of your library collections?

18 19

How often are they acquired? How current are your library materials (books journals, audio-visual materials etc)?

20

How do users become aware of information resources available in the library?

21

How well is your library utilized?

42

22

Do you consider adequate, the facilities available like carrels, chairs, shelves,Yes etc No

23 24 25

Is your library automated (computerized)?

Yes

No

If not, when do you plan on computerizing the system? What other services apart from the traditional library services does your library render?

26 27 28

Is your library well funded?Yes By whom?

No

The Polytechnic library is one of the essential service support department of Lagos State Polytechnic, do you think establishment of computerized MIS is one crucial action for the Polytechnic to be able to meet their objectives? Yes No

29

Since systems implementation is a continuous process, do you believe that there would be perfect system that will cover the library computer MIS? Yes No

30

Having a computerized MIS would subject Library managements and staffs to change their working habits in order to exploit the continuous change in the application of information system and technology. Do you think this would work? Yes No

43

31

What do you think can be put in place to improve on the resources, facilities, services and use of your library? Please list them?

Thank you very much for your co-operation!

44

REFERENCES 1. Abolaji, J.A. (2000)."Automation of Cataloguing Processes in Nigerian Libraries: The Experience of Hezekiah Oluwasanmi Library, Obafemi Awolowo University, Ile-Ife", Nigerian Libraries, 34(2): 1-7. 2. Abubakar, Iya (1971)."The Library and the Computer", Annual Conference Lecture delivered at the 10th Nigerian Library Association, Jos. 3. Adegbola K.B. (1999) LASPOTECH (School of Management and Business Studies Project) Management information systempp16-19. 4. Agboola, A.T. (1996) "The New Library Building of the University of Agriculture, Abeokuta, Nigeria", New Library World, (1122), pp.23-40 5. Arms, C.R. (September 1990., "BITNET. Internet. Digital Library System."Online, 14,(5):,15-22 6. Arms, C.R., 1990.C ampus Strategies for Libraries and Electronic Information. EDUCOM Strategies Series on Information Technologies. Maynard MA: Digital Press, pp404. 7. Edwards C., et al (1995). "IMPEL Project: the impact on people of electronic libraries'', Aslib Proceedings, Vol. 47 No. 9, pp. 203-8. 8. Ekpenyong, Georgina D. (1997). "Automating a large library in Nigeria: the history so far", New Library World, 28 (1134), pp. 106-110 9. Harrison Kibet Bii and Patrick Wanyama (2001)."Automation and its impact on the job satisfaction among the staff of the Margaret Thatcher Library, Moi University ", Library Management, Vol. 22, No. 6/7, pp. 303-310 10. Ifidon, Sam E., Okoli, Godwin N., (2002)."40 Years of Academic and Research Library Service to Nigeria: Past, Present, and Future". Paper presented at the 40th Nigerian Library Association, ASCON, Badagry, pp. 22-33. 11. Olajide A., Yussuff K.F. (2003) Librarianship in perspective (a handbook on library users education) Rayola Nig. Limited Lagos pp 30-37.

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