A Proposed Computerized Library System for Sta Monica De Minalin

Montessori School
Systems Plus Computer College
San Fernando, Pampanga

A PROPOSED COMPUTERIZED
LIBRARY SYSTEM FOR
STA MONICA DE MINALIN MONTESSORI SCHOOL

A thesis Presented to
Systems Plus Computer College

In Partial Fulfillment
of the Requirements for
Two-Year in Computer Science

by:

Alcantara, Mabel A.
Munoz, Christian Bryan A.
Ocampo, Mara Clara B.

Mr. Mark Berlon A. Pating

Thesis Adviser

March 2011

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Systems Plus Computer College

San Fernando, Pampanga
 ADVISER’S RECOMMENDATION SHEET

A PROPOSED COMPUTERIZED
LIBRARY SYSTEM FOR
STA MONICA DE MINALIN MONTESSORI SCHOOL

by:

Alcantara, Mabel A.
Munoz, Christian Bryan A.
Ocampo, Mara Clara B.

And submitted in Partial Fulfilments of the Requirements for

Two-Year in Computer Science
has been examined and recommended for acceptance and approval

_________________________
Mr. Sunny Lubao
Thesis Adviser

March 14, 2011

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Systems Plus Computer College

San Fernando, Pampanga
 THESIS COORDINATOR AND DEAN’S
ACCEPTANCE SHEET

A PROPOSED COMPUTERIZED
LIBRARY SYSTEM FOR
STA MONICA DE MINALIN MONTESSORI SCHOOL

After having been recommended and approved is hereby accepted by the

Computer College Department
of Systems Plus Computer College, City of San Fernando Pampanga

_______________________
Mr. Mark Berlon A. Pating
Thesis Coordinator’s

_____________________
Ms. Veronica M. Miguel
College Administrator

March 14, 2011

Date

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Systems Plus Computer College

San Fernando, Pampanga

PANEL’S APPROVAL SHEET

 A PROPOSED COMPUTERIZED
LIBRARY SYSTEM FOR
STA MONICA DE MINALIN MONTESSORI SCHOOL

After having been presented is hereby approved by the following members

of the panel.

______________________
Mr. Adrian Magcalas
March 14, 2011

_____________________
Mr. Edwin Garcia
March 14, 2011

____________________
Sunny Lubao
March 14, 2011
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TABLE OF CONTENTS

Title Page
Adviser’s Recommendation Sheet
Thesis coordinator and dean's acceptance sheet
Panel's approval sheet
Acknowledgement
Abstract
Table of Contents

CHAPTER I
I. INTRODUCTION
1.1 Introduce the locale
1.2 Problem in brief
Propose solution

II. PROBLEM STATEMENT

2.1 Major statement
2.1 Minor statement

III. PROPOSED RESEARCH PROJECT

3.1 General Objectives
3.2 Specific Objectives

IV. SCOPE AND LIMITATION

4.1 Scope
4.2 Limitation

CHAPTER II
I. CALENDAR OF ACTIVITIES
II. DATA GATHERING
III. BUSINESS WORK FLOW
a. Current
b. Proposed

IV. HARDWARE AND SOFTWARE SPECIFICATION

a. Hardware
b. Software
 CHAPTER III
3.1 CONTEXT DIAGRAM
3.2 DATA FLOW DIAGRAM
3.2.1 DATABASE SCHEMA
3.2.2 DATA DICTIOANRY

CHAPTER IV

4.1 SUMMARY
4.2 CONCLUSION
4.3 RECOMMENDATIONS

APPENDIX

APPENDIX A.
Transcript of Interview
Observation

APPENDIX B.
Context Diagram

APPENDIX C.
Curriculum Vitae

APPENDIX D.
Prototype and source code
(no Cheating/no copy/ not available)

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ACKNOWLEDGEMENT
 This study is the result of the hard work, time and effort of the researchers. However, the
successes of this study will not be possible without the help of the gracious individuals who took their
valuable time to contribute. Their knowledge and experience have made very significant advances to
the completion of this study.

The researchers would also like to acknowledge their thesis adviser Mr. Mark Berlon Pating
for his guidance and support. To Mrs. Catherine Navarro, Librarian head of Sta. Monica De Minalin
Montessori School for allowing conducting research and for providing information about their library
system – a big thanks.

Thanks to our parents for their support (moral and financial); their prayers and inspirations
which served as our strength. To our relatives, friends, and all of our classmates in CSPM22A for
always being there when we need an extra hand.

And most of all, the researchers would like to thank the almighty God for the knowledge and
wisdom he bestowed upon us, for the strength and patience in overcoming all those trials and
difficulties especially during these hardest moments, we give our big thanks to Him.

1. Title:
Computerized Library System
2. Researchers:
Mabel A. Alcantara
Christian Bryan A. Muñoz
Mara Clara B. Ocampo
3. Publication:
Date: February 2011
Place: Systems Plus Computer College
Region: Region III
4. Institution:
Name: Sta Monica De Minalin Montessori School Private Academy
 5. Subject Area:
Reference: Two-Year in Computer Science
Description: Computerization Library System
6. Statement of the problem:
Does Library System manage to run the library efficiently and effectively?
How will the Library System create a reliable structure in the library?
7. Research Design:
The researchers used the descriptive research method to identify the problems in order to come
up with suitable solution using the computerization system rather than the traditional or manual
approach

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CHAPTER 1

I. INTRODUCTION
A system is a network of interdependent components that work together to try to accomplish
the aim of the system. A system must have aim. Without the aim, there is no system. In this so-
called computer age, almost all people from various ages know how to use computer. Some uses
it for educational purpose, communication online games and most especially in Business and
Transactions. With the use of computer and knowledge of a programmer they can build a
computer-based system. And one of these is Library System of a School. Library systems are in
demand nowadays. It can make the librarian’s work more manageable and accurate compared to a
manual system. It is important to a school to have an effective and efficient library system not only
to accommodate large number of books, but also to make the updating and borrowing, returning
and organizing of book records. By the use of this system, it can also improve the accessibility of
records, and make the librarian’s tasks more manageable.
After the researchers studied some schools’ Library processes and surveyed some students
and school employees, the researchers found that there are most schools still use Manual library
 system. A prevalent finding is that these schools encounter problems in the filing and retrieval. One
of these schools is Sta. Monica De Minalin Montessori School.
Recent advance in library technologies and processor have transformed the contemporary
libraries to a modern information center. Library trends are clearly toward the idea of making
information available and quickly reaching the public. Thus, the researchers proposed for the
computerization of the library of Sta. Monica De Minalin Montessori School.

1.1 INTRODUCE THE LOCALE

In 2002, the Apung Monica De Minalin Multi-Purpose Cooperative bought the lot
occupied by the former Minalin Academy, (a privately owned high school in Minalin which ceased
operation in 1986).
On March 2003, the Board of Directors of the Cooperative approved the opening of the
school which aimed among others the provision of quality education to the youth of Minalin, thus,
the birth of the Sta. Monica De Minalin Montessori School.
The school was temporarily housed in the Second Floor of the Apung Monica Multi-
Purpose Cooperative Building, when school year 2004-2005 opened, pending the completion of
the building in the actual site.

1.2 PROBLEM IN BRIEF

Sta. Monica De Minalin Montessori School library has an obsolete way of reckoning books.
The librarian checks the pagination, collating of books, stamps seals of ownership and access of
materials. Reckoning and inventory of books materials leads to error due to improper listing. After
several checks, the librarian needs to take note in the accession book. This process leads to slow
and a waste of time reckoning all the materials likewise, this can cause in accurate processing of
transactions, that some books are not secured and not duly monitored.

1.3 PROPOSE SOLUTION

To develop a system that can handle and manage the activities involved a library in an efficient
and reliable way, like borrowing and returning books.
II.PROBLEM STATEMENT
2.1 Major Statement:
Will an upgrade the library system of SMMMS more efficient and effective process of filing
borrowing and returning of book materials?
2.2 Minor Statement:
How will the proposed computerization of the system of Sta. Monica De Minalin Montessori
School help to run the library more efficiently and effectively?

III. PROPOSED RESEARCH PROJECT

3.1 General Objectives
The propose system for Sta. Monica De Minalin Montessori School library aims to
a. Develop a system that will provide an easy access and retrieval of book materials.
b. Minimize the error in preparing reports.
c. Develop a computerized system that will help public access of books efficiently and effectively.
3.2 Specific Objectives
3.2.1. Computerized library system that will provide fast and accurate quality service
3.2.2. Minimize erroneous data due to numerous transferring that may lead a loss or misfiling.
3.2.3. To fasten the search and retrieval of materials

IV. SCOPE AND LIMITATIONS

SCOPE:
Location of the Study: San Nicolas Minalin, Pampanga
Data Belongs to: Sta. Monica De Minalin Montessori School
Subject Matter: Computerized Library System
The proposed system can perform the following:
A. Transaction B. Book C. Borrower D. User
1. Borrowing 1. Add book 1. Add borrower 1. Add user
2. Returning 2. Delete book 2. Delete borrower 2. Edit user
3.Due date penalty 3. Edit book 3. Edit borrower 3. Delete user
4.Number of borrows 4. List of books 4. Borrowers list
LIMITATIONS:
The system does not intend to manipulate or trace the dates during local holidays including
Sundays, such are included on the due date count, and it cannot reserve a book. It does not also
have a back-up and the ability to recover if ever a system loss occurs after a power interruption. It
does not have the ability to print receipts in good form whenever a penalty is paid.

CHAPTER II

I. CALENDAR OF ACTIVITIES

II. DATA GATHERING

We conduct personal interview to the librarian and principal of Sta. Monica De Minalin
Montessori School. They gave us points and guidelines regarding the library system of Sta. Monica
De Minalin Montessori School.

III. BUSINESS WORK FLOW

3.1 Current:
 The current procedure in library is simple as the book entered the library. The librarian should
properly check the pagination or collating of book, stamping of seal of ownership, accessing of
materials, classification and cataloging of books using the Dewey Decimal Class, putting book
cards, typing of call numbers and covering the books. Recording and inventory of book material
leads to some error due to improper listing. Doing inventory is not an easy one, they have to check
the catalog cards one to know what is in the shelves. After several checking if the book is missing
the Librarian need to take note or put some remarks in the accession book.

3.2 Proposed:
The Computerized Library System of Sta. Monica De Minalin Montessori School will help
the institute in book borrowing, returning, searching, adding, deleting of materials and generating
reports.
Retrieving and organizing of materials will improved, thus an accurate inventory control. Instead
of using Daily Statistic Record, the system will provide the needed data. With the computerized
system, data such as inventory can retrieve easily. Since all the materials are stored in the database
it will be easy for the user to keep every item in control. The system will implement a close system.
In this system, books are secured and monitored by the librarian properly.
The Student will give the borrower ID and then the librarian will encode it. and the book id of
the book they want to borrow, then all needed information for the reports and records are properly
organized and stored in database. So that in finding, it will easily noticed what are the materials
being borrowed and retrieval of information will be accessible whenever they want it.
IV. HARDWARE AND SOFTWARE SPECIFICATION
Hardware:
*Pentium 4 to Pentium 5 *Mouse *CPU 1GB to 2GB
*512 MB RAM to 1GB RAM *Keyboard
*LCD monitors and Plasma monitors *AVR

Software:
We used Netbeans IDE 6.5.1, Navicat 8.2 for My SQL in our system, to enable to work. Netbeans
IDE is a modular, standards-based integrated development environment, written in the Java
 programming language and application platform, which can be used as a generic framework to
build any kind of application. Navicat for MySQL is a My SQL database management tool, which
can convert XML, CSV, MS EXCEL and time-consuming data entry and the errors that
accompany it. Other useful major features include important and expert wizard, un code, support,
HTTP / SSH tunnel. Batch job scheduling, data synchronization, data transfer visual query builder,
and visual report builder.

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CHAPTER III
3.1 A. CONTEXT DIAGRAM

Upon entering the library the user will go to the library system to register and acquire borrower’s
ID, user name, user password and likewise the user from there, all the information of the user will
appear on the library system of the school. The library will utilize this information when the user
borrows returns and/or pays a penalty.

3.2 B. DATA FLOW DIAGRAM

 3.2.1 C. DATABASE SCHEMA

3.2.2 D. DATA DICTIONARY

1. Book info

2. Book returned

3. Student info
4. Transaction

5. User info

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CHAPTER IV
4.1 SUMMARY
The Computerized Library System of Sta. Monica De Minalin Montessori School will help
the institute in book borrowing, returning, searching, adding, deleting of materials and generating
reports.
Retrieving and organizing of materials will improved, thus an accurate inventory control. Instead
of using Daily Statistic Record, the system will provide the needed data. With the computerized
system, data such as inventory can retrieve easily. Since all the materials are stored in the database
it will be easy for the user to keep every item in control. The system will implement a close system.
In this system, books are secured and monitored by the librarian properly.
The Student will give the borrower ID and then the librarian will encode it.
And the book id of the book they want to borrow, then all needed information for the reports and
records are properly organized and stored in database. So that in finding, it will easily noticed what
 are the materials being borrowed and retrieval of information will be accessible whenever they
want it.

4.2 CONCLUSION
Since is the first time the library will have an automated processing, a user-friendly computerized
system must taken into consideration. It will help, especially those who are not literate enough
with the computers, to adopt the new system and communicate with it more easily. A systematic
way of generating necessary reports, a database where the necessary information about the
processing are organized, which is to be updated from time to time.

4.3 RECOMMENDATIONS
The institution would be through a client-server network. It provide ease and accuracy of the
works being done by the librarian could easily perform their jobs. Large volume of paper works
that costs slow processing and delay are solved and turned into database. Pending jobs and
numerous paper works can now avoided. The organized system will help the librarian minimize
his/her work giving benefits such as to reduced paper works that causes a low processing and
delays but the disadvantage of manual preparation of reports.

APPENDIX A
TRANSCRIPT OF INTERVIEW
1. Proponents:
What kind of library system does your school use?
Mrs. Catherine Navarro:
We only use manual system. We use manual system. We use borrower’s card.

2. Proponents:
Why don’t you have in your library?
Mrs. Catherine Navarro:
Because the school have not thought about buying it yet and we can’t afford it.

3. Proponents:
How many books do you have in your library?
Mrs. Catherine Navarro:
We have more than 3000 books. That’s Grade School and High School combined.

4. Proponents:
How many students does SMMMS has?
 Mrs. Catherine Navarro
We have 345 students in elementary department and 270 high school students.

5. Proponents:
How many teachers do you have?
Mrs. Catherine Navarro:
We have 15 grade school teachers and 27 high school teachers.

OBSERVATION:
We have been observed their library that students who borrow books will look the book they
want to borrow and then after finding in they will come to librarian to present their library card
then librarian will record the title of book, book id and all the information of the borrower. The
student will come to the librarian to return the book then the librarian will sign at the borrower’s
card. And date returned.

APPENDIX B
CONTEXT DIAGRAM

APPENDIX C- CURRICULUM VITAE

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 MABEL A. ALCANTARA

Blue Diamond Subd. San Vicente Santo. Tomas, Pampanga, 2020

Cell no. : 0916-469-7743

Email Address: [email protected]

PERSONAL DATA

Date of Birth : October 26, 1989

Place of Birth : City of San Fernando, Pampanga
Sex : Female
Civil Status : Single
Height : 5”
Weight : 86 lbs.
Religion : Roman Catholic
Citizenship : Filipino
Father’s Name : Abel S. Alcantara
Mother’s Name : Relita A. Alcantara
EDUCATIONAL BACKGROUND

PRE-SCHOOL AND PRIMARY:

St. Scholastica’s Academy
City of San Fernando, Pampanga
1993-2004

SECONDARY:
St. Scholastica’s Academy
City of San Fernando, Pampanga
2004-2006

Christ In You Faith Christian Academy

City of San Fernando, Pampanga
2006-2009

TERTIARY:
Systems Plus Computer College
City of San Fernando, Pampanga
2009-2011

COURSE:
Diploma of Science in Computer Science
2009-2011

CHARACTER REFERENCES
Mrs. Veronica Miguel
College Dean
Systems Plus Computer College
City of San Fernando, Pampanga
I hereby certify that the above information is true and correct to the best of my knowledge and belief.

___________________________
Student’s Signature

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MARA CLARA B. OCAMPO

San Pedro Cutud, City of San Fernando, Pampanga
Cell no. : 0905-945-8523
Email Address: [email protected]

PERSONAL DATA

Date of Birth : November.28, 1992

Place of Birth : Abucay, Bataan
Sex : Female
Civil Status : Single
Height : 5”
Weight : 80 lbs.
Religion : Roman Catholic
Citizenship : Filipino
Father’s Name : Roberto B. Ocampo
Mother’s Name : Carol B. Ocampo

EDUCATIONAL BACKGROUND

PRE-SCHOOL AND PRIMARY:

San. Perdro Elementary School
City of San Fernando, Pampanga
1999-2005

SECONDARY:
Pampanga High School
City of San Fernando, Pampanga
2005-2009

TERTIARY:
Systems Plus Computer College
City of San Fernando, Pampanga
2009-2011

COURSE:
Diploma of Science in Computer Science
2009-2011

CHARACTER REFERENCES
Mrs. Veronica Miguel
College Dean
Systems Plus Computer College
City of San Fernando, Pampanga

I hereby certify that the above information is true and correct to the best of my knowledge and belief.

___________________________
Student’s Signature

+++++++++++++++++++++
 CHRISTIAN BRYAN A. MUNOZ
Zone 4 Sta Rita Minalin, Pampanga
Cell no. : 0916-917-8922
Email Address: [email protected]

PERSONAL DATA

Date of Birth : November 23, 1991

Place of Birth : City of San Fernando, Pampanga
Sex : Male
Civil Status : Single
Height : 5’9”
Weight : 120 lbs.
Religion : Catholic
Citizenship : Filipino
Father’s Name : Engracio Y.Muñoz Jr.
Mother’s Name : Jocelyn A. Muñoz

EDUCATIONAL BACKGROUND

PRE-SCHOOL AND PRIMARY:

Sta. Rita Elementary School
Sta. Rita Minalin, Pampanga
1998-2004
SECONDARY:
Sto. Rosario High School
Sto Rosario Minalin, Pampanga
2004-2008

TERTIARY:
Systems Plus Computer College
City of San Fernando, Pampanga
2009-2011

COURSE:
Diploma of Science in Computer Science
2009-2011

WORK EXPERIENCED
SERVICE CREW:
Mc Donald’s SF2 Bayan
City of San Fernando, Pampanga
April 2010-Present

CHARACTER REFERENCES
Mr. Jeffrey Sastrillio
(Mc Donald’s Manager)
City of San Fernando, Pampanga

I hereby certify that the above information is true and correct to the best of my knowledge and belief.

___________________________
Student’s Signature

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APPENDIX D

Prototype and source code (no Cheating/no copy/ not available)

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Posted 12th January 2012 by Mabel Alcantara