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CHAPTER I

INTRODUCTION

1.1 Background of the Study

The MSU-IIT Integrated Developmental School is still using the manual borrowing
management system in its school library and laboratories. The current traditional system
basically inputs and organizes data manually that usually requires a lot of paperwork. Though
this manual management system still exists in many school libraries and laboratories, there are
still number of problems and disadvantages that are experienced from utilizing this manual
system. The manual borrowing system is highly vulnerable to human error that usually causes
major delays and inconveniences in the system’s transactions and operations. The poor item
monitoring in the manual system also decreases the efficiency and circulation of the school’s
learning equipment like projectors, books and other valuable school properties in a short period
of time. The utilization of the current traditional method is also quite inconvenient for the
librarians and lab technician because it does not have an efficient and reliable notification
system. The poor notification system that the existing manual management system possesses is
usually the reason why most of the borrowed items are misplaced or not returned. A system’s
data storage capacity is the most critical and problematic aspect in utilizing the manual
borrowing system for it practically holds whole the system together. The manual management
system uses the traditional method of generating and storing records by printing or writing these
data in paper is which is both time-consuming and labour intensive.

These are just some of the complications that make the manual borrowing management
system inconvenient for both the students and the staffs that are using and maintaining these
school properties which are practically used every day for their respective purposes in the
academe. This concern influenced the researchers to conduct a study that aims to not only lessen
and resolve various problems that the current manual borrowing management system has, but
also to improve the current system and the scope of its services.

The study will conduct a series of methods in developing an application that will be
applied in the MSU-IIT Integrated Developmental School campus. The study is basically
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creating a centralized and computerized version of the school's existing manual borrowing
management system by redeveloping it as an application with a new SMS-notification system
installed. The proposed system is an application that allows the staffs in charge to monitor the
inventory how many and what items are available, lab and library booking, number of equipment
borrowed/returned (who & when), generate reports, quick access to important information and
send SMS-notifications to the borrower/s.

1.2 Statement of the Problem

MSU-IIT IDS is one of the schools that are still using manual borrowing and notification
system which is highly vulnerable to human error that could usually cause a series of more errors
that may slow down or decrease the productivity of the laboratory and library’s services.

Furthermore, in this study, these are the existing problems the researchers would like to
address:

1. With the use of current traditional manual borrowing system in the MSU-IIT IDS,
what significant distinction and improvements will the proposed system make?
2. What significant benefits could be brought by integrating an SMS-Notifier to the
centralized and computerized version of the current system?
3. How does the use of the barcode scanner help create convenient and faster
transactions?

1.3 Objectives of the Study

The objectives of the study are to include the following:

a. To determine and state the problems related in the existing manual borrowing
management;
b. To review related studies of the Web-based Library Book Lending Management
with Notification System via SMS;
c. To design and develop an application that will create a centralized and
computerized version of the school's existing manual borrowing management
system;
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d. To design and develop an application that will automatically monitor and generate
fines;
e. To design and develop an application that allows the school personnel to generate
transaction histories and manipulate inventory registration easily;
f. To design and develop an application that can send borrowers a SMS notification
after every borrowing transaction.
g. To design and develop an application that utilizes and integrates data found in the
barcode of the borrowers’ IDs in the system with the use of the bar code scanner.
h. To implement the centralized system in the MSU-IIT IDS campus.
i. To optimize the borrowing services of the MSU-IIT IDS laboratories and library.

1.5 Scope and Limitations

This study covers the development of an application that automates the existing manual
borrowing system within the MSU-IIT IDS library and laboratories only. This study will help the
library and laboratories achieve more systematic borrowing system. The proposed system can
monitor records of borrowed equipment in laboratories as well as the borrowed books in the
library. It will also have a high level of security since the barcode of the borrower’s ID should be
scanned first otherwise the transaction will be cancelled.

The system will also include sending notification via SMS to students regarding their
remaining time before it exceeds the time limit to lessen the possibility of paying a fine. In
addition, this study includes managing the penalization of students who fail to return the book in
the allotted time limit. This includes the database of the students’ info: ID number and contact
number. For the library, only fiction and circulation books are allowed to be borrowed therefore
these are just the books that will be included in the inventory of books within the database of the
Java application. The study would also exclude the inventory and monitoring of the reference
books in the library because The "Room-Use-Only" rule of the reference collection is strictly
implemented by the Library's staff and respectfully followed by the IDS students. Moreover,
statistics of library users, number of all books in the library, and etc. are no longer part of the
study.
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1.6 Significance of the Study

This study will develop an application which facilitates a fast, accessible and user-
friendly that caters a systematic process in borrowing school properties and equipment. It will
help both students and school personnel of MSU-IIT IDS school library and laboratories to ease
the problems and inconveniences wrought by the current manual system through this application.
Moreover, the notification system via SMS will help prevent the possibility of keeping the
borrowed book and equipment for a long period that may lead in paying fine. The school
personnel or the operator would be able to keep in track with the number of books and
equipment in the laboratory and library’s inventory and their availability. This software is also
responsible for monitoring the penalties from using the book beyond its allotted time limit.
Lastly, this study will promote a more systematic process of borrowing books in the library and
laboratory saving time and energy during the process.

1.6 Conceptual Framework

Figure 1.1 Conceptual Framework.

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Figure 1.1 illustrates the conceptual framework which represents the relationship of the
gathered information, concepts and theories.

These organized data will help guide the researchers on their next steps and procedures
on the said study. As presented on the illustration, conflicts in the existing manual borrowing
system are evident and this has led to many inconveniences for both the staff and the student.
Because of the poor notification system of the MSU-IIT IDS, one of the conflicts encountered by
the student incudes the penalties for their overdue books and laboratory tools and equipment.
Along with these ideas and concepts, the researchers have come up with the idea to conduct a
development on the current borrowing system that will help reduce human effort and give
convenience to the students as well as the school staffs.

The Automated Borrowing Management Library and Laboratory with Notification

System via SMS is a vb.net application that will manage all the lending procedures in the MSU-
IIT IDS library and laboratories. The system also includes a notification system via SMS that
will be implemented to minimize the overdue penalty. A more systemized and convenient
lending management system will be implemented as soon as the development of the application
is completed.

1.8 Operational Definition of Terms

Below are some terms and their definition in helping the readers understand this study in
better way.

Barcode Scanner. An electronic device that can read and output printed barcodes to a
computer.

Inventory. A complete list of items such as goods, books, or property.

Laboratory. A facility equipped for scientific experiments, research, activities

and manufacture of drugs and chemicals

Laboratory Tools. Tools that are used by the laboratory users for experiment and research in a
laboratory
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Library. A building or room containing collections of books, periodicals, and sometimes films
and recorded music for people to read, borrow, or refer to.

Notification System. A combination of software and hardware that provides a means of

delivering a message to a set of recipients.

Program. An organized list of instructions that, when executed, causes the computer to behave a
predetermined manner, without programs, computers are useless.

Prototype. A first, typical or preliminary model of something, especially a machine, from which
other forms are developed or copied. (Google)

SMS. Stands for Short Message Service and is also commonly referred to as a "text message".

System. It is a set of things working together as parts of a mechanism or an interconnecting

network.

Track. This is to locate or find something/someone from its location.

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CHAPTER II

Review of Related Literature

In this chapter, a synthesis of existing highly relevant book and article citations towards
the study and development of the system is presented. These studies are retrieved from various
forms of publications and other sources that are analytically associated with the current study in
order to provide a complete description and overview of the system requirements before the
development takes place.

2.1 Related Literatures

This section of the chapter provides an overview of related literature that presents the
fundamental concepts used in the study.

2.1.1 Integrated Library System (ILS)

An integrated library system (ILS), also known as a library management system (LMS),
is an enterprise resource planning system for a library, used to track items owned, orders made,
bills paid, and patrons who have borrowed. An ILS usually comprises a relational database,
software to interact with that database, and two graphical user interfaces (one for patrons, one for
staff). (Wikipedia, 2012)

Muller (2011) stated that “integrated library systems (ILS) are multifunction, adaptable
software applications that allow libraries to manage, catalog and circulate their materials to
patrons”. In choosing ILS software, libraries must base their decision not only on the
performance and efficiency of the system, but also on its fundamental flexibility to readily adapt
to the future demands and needs of their patrons.

a. LibLimeKOHA ILS
Koha is an open source integrated library system adopted by libraries to enhance
management, control and easy access to information resources. According to Projektlink (2010)
“Koha is the first open-source integrated library software (ILS) in use worldwide by public,
school and special libraries which its development was steered by a growing community of
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libraries and users collaborating to achieve their technological goal”. The name koha comes from
a Mãori term for a “gift” or “donation”.

As of today, Koha is the most advanced open-source Integrated Library System in use. It
is web-based there is no need to install software to your desktop computers, and there is no
server required upon using the system since LibLime is the one hosting services.

b. iLib – University of the Philippines Integrated Library System

The UP Integrated Library System (iLib) is a web-based integrated library system using
Open Source technologies to cater to the specific needs of Diliman’s 33 unit libraries. The iLib
has six web-based application modules, namely: circulation, cataloging, Web OPAC, serials
management, acquisitions and administration. Its most distinctive features are: 1) it is portable,
that is, it can run on any platform (Windows, Linux, Mac), 2) implemented using clustered
database architecture providing redundancy and security of the data files and minimizing
downtime that may be caused by hardware failures, etc., 3) fully MARC-compliant so that
records can be interoperable with other library systems using MARC standard. Some innovations
of the iLib are: capability to print receipts for library transactions; generate new acquisitions list
and statistics of holdings in real time; online reservation of books; and customizable user groups
and privileges (Arlante, 2008)

Figure 2.3 shows iLib cropped screenshot of the home page of the site.

Figure 2.3 iLib Home Page

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A laboratory information management system (LIMS), sometimes referred to as a

laboratory information system (LIS) or laboratory management system (LMS), is a software-
based laboratory and information management system with features that support a modern
laboratory's operations. Key features include—but are not limited to—workflow and data
tracking support, flexible architecture, and data exchange interfaces, which fully "support its use
in regulated environments". The features and uses of a LIMS have evolved over the years from
simple sample tracking to an enterprise resource planning tool that manages multiple aspects of
laboratory informatics.

The definition of a LIMS is somewhat controversial: LIMSs are dynamic because the
laboratory's requirements are rapidly evolving and different labs often have different needs.
Therefore, a working definition of a LIMS ultimately depends on the interpretation by the
individuals or groups involved. (Cramer K, 2016)

2.1.3 Computer Languages or Programming Languages

A programming language is a set of rules that specify which sequences of symbols

constitute a program, and what computation the program describes as they are executed on a
computer whilst a program is a sequence of symbols that specifies a computation. It enables a
programmer to specify a computation analytically and to let a program execute the specification
in the detailed form in a compiler, assembler, or interpreter before it runs the computer.

It is also used to communicate with the hardware of a computer is known as low-level

language or machine language. Machine language programs are difficult to understand because
the instructions only contain a binary sequence and are often machine-dependent. Also, it is
difficult to identify errors in machine language programs. To overcome the difficulties of
machine languages, high-level languages were developed. High-level languages allow some
English-like words and mathematical expressions that facilitate better understanding of the logic
involved in a program. While solving problems using high-level languages, importance was
given to develop an algorithm or the step-by-step instructions to solve a problem. While solving
complex problems, a lot of difficulties were faced in the algorithmic approach. Hence, object
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oriented programming languages evolved with a different approach to solve the problems. (M.
Ben-Ari, 2006)

2.1.3.1 Visual Basic

Visual Basic is Microsoft's high-level object-oriented rapid application development

environment for the Windows platform. The first versions of Visual Basic were intended to
target Windows 3, however it was not until version 3.0 for Windows 3.1 that this programming
language gained large-scale acceptance in the shareware and corporate programming
community. Using drawing tools that resemble those found in hardcopy page layout programs or
Photoshop, VB programmers make user interfaces by drawing controls and other UI components
onto forms. The programmer then adds code to respond to user interactions with the controls
known as “events”. The code can trigger events in other controls and execute procedures, or
almost anything else one might do in code.

Visual Basic can be considered to be an interpreted language like its Basic2 ancestor,
with appropriate modifications to accommodate object-oriented programming, and has implicit
type conversion. The VB development environment goes to great lengths to format (and aid the
user in formatting) programming code so that it conforms to executable syntax. VB is
traditionally known for compiling programs into pseudo-code (p-code, similar to Java's byte
code) which is interpreted at runtime, requiring the use of dynamically-linked libraries but newer
versions can compile code into something more closely resembling the efficient machine code
generated by C-like compilers. VB6 can be compiled into either p-code or into native code. For
new Windows programmers, VB offers the advantage of being able to access much of the
Windows UI functionality without knowing much about how it works by hiding the technical
details. Although accessing low-level Windows UI functionality is possible, doing so in VB is
as, or more difficult compared to such access using Visual C++ or other lower level
programming languages. (Wikibooks, 2013)

2.1.4 Database Management System

A database-management system (DBMS) is a collection of interrelated data and a set of

programs to access those data. This is a collection of related data with an implicit meaning and
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hence is a database. The collection of data, usually referred to as the database, contains
information relevant to an enterprise. The primary goal of a DBMS is to provide a way to store
and retrieve database information that is both convenient and efficient. By data, we mean known
facts that can be recorded and that have implicit meaning. For example, consider the names,
telephone numbers, and addresses of the people you know. You may have recorded this data in
an indexed address book, or you may have stored it on a diskette, using a personal computer and
software such as DBASE IV or V, Microsoft ACCESS, or EXCEL. (Taneja A., N.D)

2.1.4.1 Microsoft Access

Microsoft Access is a Database Management System (DBMS) from Microsoft that

combines the relational Microsoft Jet Database Engine with a graphical user interface and
software development tools. It is a member of the Microsoft Office suite of applications,
included in the professional and higher editions.

Microsoft Access is just one part of Microsoft’s overall data management product
strategy. It stores data in its own format based on the Access Jet Database Engine. As its name
implies, Access can work directly with data from other sources, including many popular PC
database programs, with many SQL (Structured Query Language) databases on the desktop, on
servers, on minicomputers, or on mainframes, and with data stored on Internet or intranet web
servers. Access can also understand and use a wide variety of other data formats, including many
other database file structures. The user can export data to and import data from word processing
files, spreadsheets, or database files directly.

Access can work with most popular databases that support the Open Database
Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2. Software developers
can use Microsoft Access to develop application software.

2.1.5 Notification System

A notification system is a set of protocols and procedures that can involve both human
and computer components. The purpose of these systems is to generate and send timely
messages to a person or group of people. Simple notification systems use a single means of
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communication, such as an email or text message. More complex systems designed to send out
critical information will typically utilize other methods of communication and may also include
human elements to ensure that each person actually receives the message. Emergency
notification systems operated by governmental agencies can make use of the phone system,
television broadcasts and a wide variety of other communication methods.
The basic purpose of a notification system is to alert a person that a certain event has
happened. An example of a simple notification system is how a user can configure a website to
send an email when an update or other similar event occurs. Computers, phones and other
devices all use simple notification systems to alert users to incoming text messages, emails and
other events. Most of these systems have only one method of notification, especially if the
information that is being communicated isn’t considered critical.

If there is an emergency that requires the attention of one or more employees, the
notification system can be activated. An initial contact will typically be made by text message,
email or phone. If the initial contact fails, some systems are then capable of moving on to other
employees who may be able to resolve the situation instead. (Laukkonen, 2017)

2.1.5.1 Short Message Service (SMS)

SMS stands for Short Message Service and is a standard used on mobile phones that
allows for brief text based messages to be sent from one mobile phone to another. The basic
SMS is 160 characters in length, but through the use of concatenated SMS, longer messages can
be sent. At this time, messages can typically be sent from a given mobile phone to another on
virtually any other network in the world, though that was not always the case. Concatenated
SMS messages and those sent to users on networks in foreign countries generally cost more to
send. (Developers Home, 2017)

2.1.5.2 Short Message Service Center (SMSC)

An SMS center (SMSC) is responsible for handling the SMS operations of a wireless
network. When an SMS message is sent from a mobile phone, it will reach an SMS center first.
The SMS center then forwards the SMS message towards the destination. The main duty of an
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SMSC is to route SMS messages and regulate the process. If the recipient is unavailable, the
SMSC will store the SMS message. It will forward the SMS message when the recipient is
available. SMSC is dedicated to handle the SMS traffic of one wireless network. A network
operator usually manages its own SMSC(s) and locates them inside its wireless network system.
However, it is possible for a network operator to use a third-party SMSC that is located outside
the wireless network system. (Developers Home, 2017)

2.1.5.3 Global System for Mobile (GSM) Modem

Global System for Mobile (GSM) is a mobile communication modem. The idea of GSM
was developed at Bell Laboratories in 1970. It is widely used mobile communication system in
the world. GSM is an open and digital cellular technology used for transmitting mobile voice and
data services operates at the 850MHz, 900MHz, 1800MHz and 1900MHz frequency bands.

GSM system was developed as a digital system using time division multiple access
(TDMA) technique for communication purpose. A GSM digitizes and reduces the data, then
sends it down through a channel with two different streams of client data, each in its own
particular time slot. The digital system has an ability to carry 64 kbps to 120 Mbps of data rates.
There are various cell sizes in a GSM system such as macro, micro, pico and umbrella cells.
Each cell varies as per the implementation domain. There are five different cell sizes in a GSM
network macro, micro, pico and umbrella cells. The coverage area of each cell varies according
to the implementation environment.

A GSM modem is a device which can be either a mobile phone or a modem device which
can be used to make a computer or any other processor communicate over a network. A GSM
modem requires a SIM card to be operated and operates over a network range subscribed by the
network operator. It can be connected to a computer through serial, USB or Bluetooth
connection.

A GSM modem can also be a standard GSM mobile phone with the appropriate cable and
software driver to connect to a serial port or USB port on your computer. GSM modem is usually
preferable to a GSM mobile phone. The GSM modem has wide range of applications in
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transaction terminals, supply chain management, security applications, weather stations and
GPRS mode remote data logging.

From the below circuit, a GSM modem duly interfaced to the microcontroller (MC)
through the level shifter. The SIM card mounted GSM modem upon receiving digit command by
SMS from any cell phone send that data to the MC through serial communication. While the
program is executed, the GSM modem receives command to develop an output at the MC, the
contact point of which is used to disable the ignition switch. The command so sent by the user is
based on an intimation received by him through the GSM modem is a programmed message only
if the input is driven low.

Figure 2.1 Global System for Mobile (GSM) Modem

2.1.5.4 Broadband Stick

The term broadband simply means a broad band of frequencies has been used. It is a
radio term and normally means that multiple frequency carriers are used to carry one signal. It
describes the way ADSL (Asymmetric Digital Subscriber Line) services work so has become a
term to describe a fast internet connection. The term is then being rather confusingly used to
describe fibre connections which are not broadband at all, but use a single frequency laser.
(Andrews and Arnold Ltd, 2017)
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A mobile broadband stick is a device for connecting your computer to a cellular data
network, getting internet access in the same way as on a smartphone. The name comes from the
fact that the device plugs into a USB port in the same way as a memory stick. Mobile broadband
sticks can be useful if you need to work on the go and can't get a Wi-Fi signal, or if you live in
an area without affordable fixed-line broadband service.

A mobile broadband stick contains a SIM card or a similar card for accessing a particular
network. In theory, you can replace this card with one from another network. In practice,
however, this may be difficult or impossible because the design of the stick doesn't allow easy
access to the card. The stick may also be "locked," meaning it won't work with a new card from
another network without the original network's permission. Most sticks work over the same 3G
or 4G data network that smartphones use to access the internet. Also, speeds will likely be
considerably slower than fixed-line broadband services, and coverage may be patchy or
nonexistent in some location. (List J., 2017)

Figure 2.2 Globe Tattoo Broadband Stick

2.1.5.5 AT Commands

AT commands are instructions used to control a modem. AT is the abbreviation of

ATtention. Every command line starts with "AT" or "at". That's why modem commands are
called AT commands. Many of the commands that are used to control wired dial-up modems,
such as ATD (Dial), ATA (Answer), ATH (Hook control) and ATO (Return to online data state),
are also supported by GSM/GPRS modems and mobile phones. Besides this common AT
command set, GSM/GPRS modems and mobile phones support an AT command set that is
specific to the GSM technology, which includes SMS-related commands like AT+CMGS (Send
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SMS message), AT+CMSS (Send SMS message from storage), AT+CMGL (List SMS
messages) and AT+CMGR (Read SMS messages).

Furthermore, the prefix "AT" informs that the modem about the start of a command line
but is not part of the AT command name. For example, D is the actual AT command name in
ATD and +CMGS is the actual AT command name in AT+CMGS. However, some books and
web sites use them interchangeably as the name of an AT command.

Some of the tasks that can be done using AT commands with a GSM/GPRS modem or
mobile phone like obtaining basic information about the mobile phone or GSM/GPRS modem,
obtaining basic information about the subscriber, obtaining the current status of the mobile phone
or GSM/GPRS modem, establishing a data connection or voice connection to a remote modem,
sending and receiving fax, send, read, receive or delete SMS messages and obtain notifications
of newly received SMS messages, read and search phonebook entries, perform security-related
tasks, such as opening or closing facility locks, checking whether a facility is locked and
changing passwords, control the presentation of result codes / error messages of AT commands,
get or change the configurations of the mobile phone or GSM/GPRS modem, as well as saving
and restoring configurations of the mobile phone or GSM/GPRS modem.

Mobile phone manufacturers usually do not implement all AT commands, command

parameters and parameter values in their mobile phones. Also, the behavior of the implemented
AT commands may be different from that defined in the standard. In general, GSM/GPRS
modems designed for wireless applications have better support of AT commands than ordinary
mobile phones. In addition, some AT commands require the support of mobile network
operators. But if the mobile network operator does not support the transmission of SMS over
GPRS, this feature does not work. (Developers Home, 2017)

2.1.6 Barcode

A barcode is an optical, machine-readable, representation of data; the data usually

describes something about the object that carries the barcode. Originally barcodes systematically
represented data by varying the widths and spacings of parallel lines, and may be referred to as
linear or one-dimensional (1D). Later two-dimensional (2D) codes were developed, using
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rectangles, dots, hexagons and other geometric patterns in two dimensions, usually called
barcodes although they do not use bars as such. Barcodes originally were scanned by special
optical scanners called barcode readers. Later applications software became available for devices
that could read images, such as smartphones with cameras. (Wikipedia, N.D.)

Bar codes are an integral part of most backup and archive procedures but are often taken
for granted and implemented without too much thought. However, bar codes can play a much
more significant role, embedding intelligence into the archiving process. There are over 300
different code types used for bar coding, the most common being the UPC (Universal Product
Code) used on foodstuffs at the local supermarket. Virtually all robotic tape libraries use a
different type of bar code: code 39, or as it is more often called ‘3 of 9’ bar code. This code uses
3 wide and 6 narrow bars in a 9 bar code (hence the name) and the bars can be either black (non-
reflective) or white (reflective) The 39 type bar code labels have an asterisk “*” as the start and
stop characters but this is not printed as the humanly readable information. All current
professional backup/restore and archive management software utilize bar code labels to track the
relationship between the physical and data content elements of the application. The bar code
reader in a tape library is smart enough to figure out which way to read the label by the
relationship of the lead in white space to the asterisk character in the code and the robotic
controller keeps track of where the tape cartridge is located in its inventory table. This
information is passed to the backup or archive software application that is managing the robotic
library allowing the software to write to or retrieve from a particular data cartridge. Intelligent
bar code management is now an important part of any large archive system. The larger the
archive, the more critical this becomes. (Stone C.A., 2009)

Figure 2.4 shows the sample barcode of a magazine.

Figure 2.4 Sample Barcode

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2.1.6.1 Barcode Scanner

Most barcode scanners consist of three different parts including the illumination system,
the sensor, and the decoder. In general, a barcode scanner “scans” the black and white elements
of a barcode by illuminating the code with a red light, which is then converted into matching
text. More specifically, the sensor in the barcode scanner detects the reflected light from the
illumination system (the red light) and generates an analog signal that is sent to the decoder. The
decoder interprets that signal, validates the barcode using the check digit, and coverts it into text.

This converted text is delivered by the scanner to a computer software system holding a
database of the maker, cost, and quantity of all products sold. This video is a quick lesson in
barcode scanners and highlights the basic differences between a Contact Scanner, Laser Scanner,
and an Imager. Because barcode scanners are variable and include diverse capabilities, some are
better suited for certain industries due to reading distance and to work volume capacity.
("BARCODE SCANNERS: HOW DO THEY WORK?",2017)

Figure 2.5 Barcode Scanner

2.2 Related Studies

This section presents previous related studies that influenced the development of the
proposed project.

2.2.1 Library Management System

The study of Kumar P, Kumar R, Singh R, and Singh V entitled “Library Management
System” is an application which refers to library systems which are generally small or medium in
 19

size. It is used by librarian to manage the library using a computerized system where he/she can
record various transactions like issue of books, return of books, addition of new books, addition
of new students etc.

Books and student maintenance modules are also included in this system which would
keep track of the students using the library and also a detailed description about the books a
library contains. With this computerized system there will be no loss of book record or member
record which generally happens when a non-computerized system is used. All these modules are
able to help librarian to manage the library with more convenience and in a more efficient way as
compared to library systems which are not computerized. (Kumar P. et al, 2014)

2.2.2 Laboratory Management System

This study of Mohd Zait is conducted to manage several tasks of laboratories in

University Malaysia Pahang. Laboratory Management System is an online web based application
that will manage several modules in the University’s laboratories such as lab booking, equipment
borrowing, lab maintenance, disposal, report the use of lab and staffs work schedule. This study
is conducted for the Faculty of System Computer and Software Engineering (FSKKP)
laboratories at the University Malaysia Pahang. FSKKP laboratory is one of the facilities that
had provided by University Malaysia Pahang to help students practice the theories that have been
thought in lecture. FSKKP has 18 laboratories and has provided a total of 418 computers and 35
iMac with an average of 32 computers per lab. Each laboratory is devoted to the subject provided
by faculty like CCNA lab that is used for CCNA Networking subject, Operating system lab that
is used for Operating System subject and Apple iMac Graphics lab that is used for multimedia
and graphics subject. These laboratories are managed by 4 Vocational Training Officer assisted 5
other assistants. The software installed on computers in each lab differs based on the usage
specifications of the lab.
Generally, this system will be developed using web based technology to make the several
modules in that system more structured and systematic beside can make the lab administrator
easier than before. Mohd Zait used Hypertext Preprocessor (PHP) language in developing the
system interface and connecting the interface with the database that will store recorded data. So,
 20

this study will make the user easy to access by using web browser application. Lab administrator
will record each task into the system to enable data to be stored into the database and to make the
troubleshooting work easier if there are errors when recording the data. (Zait, 2011)

2.2.3 Equipment Inventory Management and Transaction Recording Using Bar Coding
Scheme via VB6
The aim of the study is to implement bar coding system developed through the VB6 and
Microsoft Access as mechanism for the PUP ECE Laboratory Transaction recording and
monitoring. The study was concerned on proper documenting and managing the daily transaction
of the ECE Laboratory with the AutoLab System.Results showed that the AutoLab System
effectively automated the recording of transactions merging the existing manual method into one
recording mechanism. The Automated Laboratory coined as AutoLab merged the ECE Room
Utilization Log Book, ECE Borrower’s Slip and the ECE Transaction Log Book into one
complete package in terms of transaction recording and equipment inventory monitoring.
This study was conducted by Geoffrey T. Salvador, PECE , the laboratory head of
Department of Electronics Engineering, College of Engineering, Polytechnic University of
The Philippines, Sta. Mesa, Manila, Philippines AutoLab is a coined term for Automated
Laboratory. The system aimed to develop the transactions recordings and inventory reports under
the ECE Laboratory automated utilizing the existing PUP Student Identification Card to
supplement information regarding a student borrower.

2.2.4 Design and Implementation of Laboratory Inventory System

This study Lab Inventory System is a resource management system for a laboratory for
handling loans and reservations, managing user profiles and allowing search facilities for users to
find out information of equipment in detail. It is a better solution with many flexible and
convenient features, allowing lab administrators and users to maximize efficiency while reducing
time wastage. It gives detailed information about users and equipment with vendor and salesman
details and keeps track of available equipment and issued equipment.

Lab Inventory System contains a relational database, a website, a web service and two
desktop applications (“LabelWriter” application and “Loan/Return Equipment” application).
 21

“Loan/Return Equipment” application is supposed to install and configure in each lab for loaning
and returning equipment. “LabelWriter” application which is going to install in administrator’s
computer, is for printing out labels for registered equipment. A web service is for storing and
retrieving data from the database when using desktop applications and “Lab Inventory System”
web site is for handling loans and reservations, managing user profiles and registering
equipment. The thesis report describes software development life cycle of Lab Inventory System
(Analysis, Design,

Implementation, Testing and Deployment phases) with Use Case, class and database
design diagrams. Further it details the system overview, detailed system description with its
architecture. (Nakandalage D. N., 2014)
 22

CHAPTER III

METHODOLOGY

In this chapter it presents the methods used and the process of activities done by the
researchers that will undergo and implement the planning phase in the development of the study.

3.1 Study Design

The waterfall model was used in this study since it is simple and easy to use and
understand. The whole process of software development is divided into separate phases - plan,
analysis, design, develop and implementation. This illustrates the software development process
in a linear flow. This means that any phase in the development process begins only if the
previous phase is complete. The phases do not overlap. Figure 3.1 illustrates the sequential
phases in waterfall model needed to achieve the final output of the study.

Plan

Analysis

Design

Develop

Implementation

Figure 3.1 Procedures for achieving the final output of the study (Waterfall Model)
 23

3.2 Methodology Flowchart

Start

Planning of intended
Project

Analysing the collection

of references

Design

Hardware
Software

Integration of VB User Interface

Barcode Scanner Application &
& GSM Modem Database

If it does not Works Testing

If it Works

Implement

Figure 3.2 Flowchart

 24

3.3 Planning Phase

In this phase, it will majorly cover the statement of the problem, goal of the study, the
scope and limitations of the study and significance of it. The researchers will discuss each
statements and problems and will come up with plans that will provide a proper guide throughout
the end of the study.

1) Determining the problems, goals, scope and limitations and the significance of the study.
a. Nowadays, school facilities are still utilizing the manual system for the borrowing
process of school library and laboratory. Which has a lot of disadvantages that is
highly vulnerable to human error, decreased the efficiency of school’s learning
materials. The existing manual system is also time wasting since user time are
wasted as a result of searching for a book that has been borrowed by a user whose
record cannot be traced on the paper records.
b. To develop a system that will keep borrowed school properties and materials
records in paper less and will allow the school personnel to generate the
equipment inventory easily
c. This study covers the development of an application that automates the existing
manual borrowing system within the MSU-IIT IDS library and laboratories only.
d. This study will develop an application which facilitates a fast, accessible and
user-friendly that caters a systematic process that will help the library and
laboratories achieve more systematic borrowing system.
2) Plan the Study
a. Design the development of Library and Laboratory Management System with
SMS-Notification
b. Determining the hardware and software components to be used in developing the
system.

3.4 Analysis Phase

In this phase, the reviewed data will be studied thoroughly in order to help the researchers
analyze the problem and gather a data to attain the completion of the study.
 25

1) Study and investigate the study area

a. The researchers observed that MSU-IDS is still using the existing manual
borrowing system. Utilizing this kind of system nowadays will be hard and
inconvenient for both students and teachers because it does not have an efficient
and reliable notification system. The poor notification system that the existing
manual management system possesses is usually the reason why most of the
borrowed items are misplaced or not returned.
b. The researchers also found that having the manual system will only make the
faculty in a difficult situation due to the loaded paper works and reports.

2) Functions and operations of the system

a. The system is a single-user wherein there is only one account for the staff or
librarian to use for the transactions; personal accounts for the students are
excluded thus, only the staff can use the said system. This is implemented so that
the only permitted personnel would operate the system.
b. Students’ information such as ID number, name, section and cellphone number
are gathered to input to the database.
c. The items’ information will also be included – for books are book code, book
title, author and accession number as for the lab equipment or tools – the system
needs the item code, item title, description, quantity and quality.
d. The staff and librarian will log-in through their assigned username and password
e. Before logging in, the user will be asked whether it is library or laboratory
borrowing system. After selecting the desired process, then the user will be
prompted for her/his username and password for that system.
f. In borrowing a book, the user will scan the student’s ID number, and then the
program will fetch the student’s information from the database. Next, the user will
scan the book code and select the desired book; again, the program will fetch the
book’s information.
g. In borrowing an item in the laboratory, the user will first scan the students’ ID
number and then the program will fetch the student’s information from the
 26

database. Since in laboratory, students are allowed to borrow multiple items, then
the user can select more than one item and their respective quantity to be
borrowed.
h. After clicking the “Borrow” button, the program will automatically register the
selected items/book under the name of the borrower. The time and date of release
would be log to the system.
i. The SMS notification will be sent after the borrowing process and a day before
the due date or whenever the librarian wanted to. The purpose of the SMS
Notification system is to monitor the fines and notify the students accurately and
efficiently.
j. For the laboratory system, since students can’t bring home the borrowed items,
the SMS will serve as a receipt containing the number of items he borrowed, time
limit and the requisition number.
k. The maintenance form of the program allows the staff to add, search and delete an
item or book as well as add, edit and delete a student’s record.
l. The program will also generate a transaction history that will serve as the basis or
reference for checking the records the borrower and returner’s specific date and
time information in order for the administrator to determine the identity of the
borrower.

3.5 Design Phase

In this phase, the researchers will design the proposed system in detailed defining of
components, interfaces, and functionalities, as well as establishing of programming languages,
environments and compilers to be used to satisfy the requirements specified in the planning
phase.

1) Specify hardware requirement

a. GSM Modem
 Globe broadband stick
b. Barcode Scanner
 27

 Cordoya Barcode scanner

2) Specific software requirement

a. Visual Basic Express 2010

Visual Basic is used for the program processes.
b. Microsoft Access 2010
Microsoft access is used for managing different databases designed for
the system.

3.6 Development Phase

In this phase, several types of programming languages and codes will be created. Each
piece will then be tested for its intended application. The codes will undergo in a series of tests.
When the codes will run successfully, it should be maintained in order to secure its full
functionalities. Below will be the activities that the researchers have done during the making of
their hardware and software components:

Activities:

1) Design the user interface

a. Design the user interface using Visual Basic Express 2010

b. Create an .accdb file for database using Microsoft Access 2010
There are two different databases for each program needed for the system
to work out. The first one is the students list which presents the record of the
students. The second database is the list of items which presents the available
books and equipment for borrowing.

2) Store and match the data

a. Store the converted data of the user to the constructed database

b. Read and match the data

3) Run and debug

 28

a. Execute the codes and debug the errors in program

3.7 Implementation Phase

In this phase, the researchers will execute a test about their device. The researchers will
observe and debug the errors during the testing processes. Below are the steps the researchers
will/have undergo:

Activities:

1.) Processing of Software

a. Once the software is ready the researcher will link it to the hardware.

The researcher will observe and will try to debug some errors during processing of
the software.

Figure 3.3 System Transaction Flow

 29

Figure 3.4 Entity Relationship Diagram

2.) Troubleshooting of the software.

a. The researcher will identify, diagnose and resolve problems, errors and bugs in
software.

3.1.7 Deployment Phase

At this phase, the device will be tested in the subject area where it will be conducted in
order to assess its performance and coherence of the device.

Activities:

1.) Software Installation

a. Verification of compatibility of the software through the device.

2.) Evaluate

a. Conducting a survey after the device is being deployed.

b. Test the coherence and the functional quality of the software.
 30

CHAPTER 4

DATA ANALYSIS AND RESEARCH FINDINGS

4.1. INTRODUCTION

In this chapter the results of the data analysis are presented. The data were collected and
then processed in response to the problems posed in chapter 1 of this study. A total of 148
questionnaires were received and were usable for this study. This represented approximately
13% of the IDS population.

The questionnaire (refer to Appendix A) comprised of three sections and data generated
will be presented as follows:

The first section comprises of demographic data such as name (optional), sex, and grade
level, how often and why they visit the school library and the activities they do inside the library.

The second section comprises of data describing the efficiency of the library card through
ratings (1-5), students are also asked about their fines – how the school library notify them, how
much fine do they get, reasons on getting such fines and when do they usually get notified.

In the last section comprises data such as ratings of the existing manual borrowing system
and responses about the automation of borrowing system with brief explanation from the
respondents.

4.2. METHODS OF DATA ANALYSIS AND PRESENTATION OF DATA

Descriptive statistical analysis was used to identify frequencies and percentages to

answer all of the questions in the questionnaire. Not all respondents answered all of the
questions therefore percentages reported correspond to the total number of nurses
answering the individual questions
 31

4.3 DISCUSSION OF FINDINGS

4.3.1 Demographic Relationships and Study Variables

Although it was not part of the purpose of the study, this set of data was intended to
describe demographic variables of the sample and to assess for any influence on the research
findings. The demographic data consisted of name (optional), sex, and grade level, how often
and why they visit the school library and the activities they do inside the library.

4.3.2 Grade level and gender ranges of the participants in the sample

Participants were asked to tick which grade level and gender they belong (see table 4.1
below). All the participants responded to the question (148 responses or 100%). Sixty-seven
percent of the respondents were Junior High School students (99 responses) and thirty-three
percent of the one hundred forty eight respondents were Senior High School (49 responses).

Grade
Male Students Female Students Total
Level
Grade 7 15 respondents (10.13%) 18 respondents (12.16%) 33 (22.3%)
Grade 8 10 respondents (6.75%) 12 respondents (8.10%) 22 (14.86%)
Grade 9 11 respondents (7.43%) 14 respondents (9.46%) 25 (16.89%)
Grade 10 10 respondents (6.75%) 11 respondents (7.43%) 21 (14.19%)
Grade 11 10 respondents (6.75%) 13 respondents (8.78%) 23 (15.54%)
Grade 12 13 respondents (8.78%) 13 respondents (8.78%) 26 (17.57%)
79 respondents 148 respondents
Total: 69 respondents (46.62%)
(53.38%) (100%)
Table 4.1 Grade level and Gender differences of Participants

4.3.3. Number of times and activities when visiting the library

Among the 148 respondents, eighty-three percent (122 respondents) would still go to the
library and the remaining seventeen percent (26 respondents) prefer not going to the library
(refer to Figure 4.1).
 32

Question: Do you still go to the school library?

17%

YES
83% NO

Figure 4.1 Number of Students who still go to the library

Figure 4.1 is the pie graph representation of the number of students who still visit the
4%
library. The data shows that despite of the11%
advanced technology that we have right now, there are
still students who would prefer6%
on going to the school library.

3.4. Efficiency Ratings on Manual Library Borrowing Management System

In this section, respondents were asked by these following questions:

90%
a) When do you usually return the books you've borrowed?
19%
Few days before
the due date
On the due date

A day after the

due date
Few days after
the due date
A month after the
due date

Figure 4.2 Duration of borrowing books

 33

b) Have you tried getting fines from overdue books?

YES
65%
NO

Figure 4.3 Response rate on getting fines from overdue books

c) Are you notified with your library fines?

35%

37%

YES
63%
NO

Figure 4.4 Response rate on getting notifications from overdue books

 34

d) When do you usually receive notification about your library fines?

Immediately after the

due date
Days after the due
date
Weeks after the due
date
Months after the due
date

2% 4% Figure 4.5 Duration of Notification System

34%

e) How did the library notify you with your fines?

7%

I saw my name with

my fines posted on
the library door
48%
The librarian told me
45%
about my library fines

A class officer told

me about mylibrary
fines

Figure 4.6 Percentage of different kinds of notification system

 35

f) Would you agree with the automation of the borrowing management system in the
IDS library?
30%

25%

20%

15%

10%

5%

0%
1 2 3 4 5

Figure 4.7 Response rate whether to automate the borrowing system or not

For Figure 4.14, respondents were asked to choose whether to agree or not with the
automation of the borrowing management of the library. Fifty-three percent (78 respondents)
agree in the automation, twenty-seven percent (40 respondents) decided to disagree while the
remaining twenty percent (30 respondents) are undecided. Supported by the other data graph
presented, this data shows that it is better to have an innovation on our manual borrowing system
to minimize the problems cause by the traditional borrowing system.

4.4. SUMMARY

In this chapter, data analysis methods, study results and a discussion of the findings have
been presented. The data findings have been found consistent to the expected concerns of the
researchers and it also give consistency to the statement of the problem and goals of the study.
Data findings were described and presented as tables, pie graphs and bar graphs. In the next
chapter, conclusions and recommendations of this research will be discussed.
 36

Chapter 5

CONCLUSIONS AND RECOMMENDATION

This chapter encompasses the discussion and presentation of the conclusions and
recommendations with regards to the development of "Automated Library and Laboratory
Borrowing Management System with SMS Notification".

5.1 Conclusions

After conducting the study, the researchers came up with the following conclusions:

1. The researchers concluded that the implementation of the centralized borrowing

system created a significant distinction from the existing manual borrowing system. The
centralized and automated borrowing system is indeed more efficient and convenient for the
students and the staff.

2. With its SMS Notification System, the implementation of the system amassed quick
benefits of the computerized system such as reduced overdue fees, a more organized borrowing
transactions, real time updates of borrowed books and equipment via SMS and creates a more
centralized approach that improves book and equipment monitoring services and reduces many
other errors.

3. The researchers concluded that through the utilization of the barcode scanner, many
remarkable improvements with ease of access and convenience increased in organizing and
borrowing books and lab equipment. By just scanning the barcodes in the students’ IDs instead
of using the traditional paper library cards, more students were encouraged to enter and use the
IDS library.

4. The researchers concluded that the centralized borrowing system improved the
monitoring and maintenance of school properties effectively through creating a more accessible
transaction histories and inventory registrations.
 37

5.2 Recommendations

The researchers would like to recommend the following based on the findings and
conclusions gathered to improve the study:

1. The researchers highly recommend that future researchers should continue to improve
the development of this system and apply more advanced techniques and concepts that would
add or create more advance features in the system.

2. The researchers recommend that with respect to the improvement of the current
system, future researches would include billing of borrowing transactions in the features of the
current system by printing a receipt after borrowing a book or a laboratory material.

3. The researchers recommend adding an item reservation feature in its system that would
alert the staff in-charge to reserve slots for the next user via SMS.

4. To maximize the system’s accessibility and efficiency, the researches recommend

converting the current system into a web-based management system. Making the system more
accessible through multiple devices that would allow increased engagement with the facility,
more efficient data management, more dynamic reports and creates more collaborative channels
between the staff and the students.

5. Further studies regarding the total efficiency of the new system may be conducted.