SOFTWARE PROJECT

PROPOSAL
(DOCUMENT)

for

Library Management System

1. Introduction

Nowadays, software technology is one of the most important thing in our world, we need
to be successful and needs our work done in an efficient and in a timely manner. These
changes make life easier and easier. The relationship between the library and the
computer is constantly changing in order for humans to know and communicate using
computers. In our current system, all book processing is done by hand, so more time is
needed to borrow a book or return a book, and also to search for books. Forms are given
to Librarian and they fill them of using pens and this manual library system is very
costly, time consuming and difficult.

The technology has allowed software developers to computerize the library system. The
automated library system helped the people and academia greatly and everything will be
on a single click.

Using this system library staff can issue book to the user, maintain their records, and can
checks how many book are issued and how many books are available in the library, user
can make advance reservation for his/her favorite article, journal or book which is lent to
another user at time. System admin can modify database i.e. add new books record in the
system, add a new library user in the system, delete record etc. Furthermore System
admin can also maintain the late fine of library member who return the issued book after
the due date

2. Background and Motivation

In existing library systems, all transactions and tasks for a book are done manually, so it
takes way more time for a transaction such as borrowing a book or returning a book and
searching for books especially if multiple users want to reserve and return a book at the
same time. Furthermore, another major drawback is that it takes longer to compile a list
of borrowed books and books available in libraries manually, so reviewing all these
documents becomes a one-day long and hectic process. There is also higher risk of data
loss as manual log files can be lost or damage due to human error or any other external
factor. Due to this all the record history will be lost forever. Also maintaining a large
record requires a large storage space. Manual Library work also raises overall cost of the
system as well.

The online library management system aims to create a computer system that supports
the daily work of the library efficiently. “Library Management System” focuses on
library functions such as adding new users, adding new books, and updating records,
searching for different books catalog and authors, keeping track of user book issuance
history and his/her fine for returning a book late and borrowing and returning books.
 With manual systems staff spends a lot of their time on mechanical, clerical tasks rather
than liaising with library visitors and this problem is very common. Already some system
are working on this but they are giving only library user/borrower accounts, Librarian are
still maintaining a record manually and check stock manually and maintain and check
record but this problem is solved in our updated system. Books and all library user
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 .Overall, we are developing this project to help users/borrower and library staff
to make their tasks easier for them. We are working so that we can develop a better
support system for the library which will reduce the human effort. Furthermore our
system generally will have no books or member data loss that occurs when a computer is
not in use in some other softwares.

3. Project Details

3.1. System Modules:

Following are the main modules in our system
1. Role and User Management
2. Login/Signup
3. Book Management
4. Reservation Management
5. Inventory
6. Reporting
7. Alerts/Notification

3.1.1. Role and User Management:

In role management module we will manage different user roles and their functions.
We have three major roles in our system i.e. Borrower/User, Staff and Admin.

In user management module we will manage user access in our system according to
their roles. It will enable system admin to control the user access in the system. Admin
can assign roles and can edit their access to the resources of the system. Furthermore,
admin can add, delete and update system user records.

3.1.2. Login/Signup:
This module will maintain separate profiles of each users according to their roles.
Borrower/User can login in the system using their username and password. If a
borrower/user is not registered user then the system will prompt the user and redirect
him/her to the registration form. The form will required verification by the system
admin. Once the admin approves the system, the borrower/user will receive email that
will contain confirmation message and their library member registration number.
 Furthermore, Admin is the one who administers the system by adding or removing
books, Users record into and from the system respectively. Admin can also add and
delete staff members into the system.

3.1.3. Book Management:

This module will contain all the record information regarding the books. It will
maintain information regarding the books borrowed/ issued, books returned, books
renewed, books in inventory and new arrival of books.

3.1.4. Reservation Management:

In this module all the data and information regarding book reservation will be
maintained. Any borrower/user can reserve a book available in stock according to
their interest. Furthermore they can make advance reservation for a book which is
already lent to another user.

3.1.5. Inventory:
This module will contain all the data regarding book stock information i.e. how many
books are currently available in the system? Arrival of new books, Cost of each book
and its authors and publishers information etc.

3.1.6. Reports:
Daily, weekly, monthly statistical reports will be generated of staff and borrowers.
Reports will generate list and statistical records of: total issued books history, total
reservation in past month, late book returned fine history, record information of the
users etc.

3.1.7. Alert/Notification:
This module will focus on generating alert or notification related to all modules.
User/Borrower can subscribe to get notification alert for new arrivals of new books, if
a book which was already lent earlier is again available in inventory, subscription to
news journals and magazine catalogs. Furthermore, when due date of book returned is
passed system will also send alert notification to staff member.

3.2. Project Deliverables.

The project deliverables will include project proposal, project progress notes, project
work products contribution, requirements and test document. Furthermore the online
library management system software is our final program deliverable.
3.3. Project Timeline:

We will gantt chart to track our initial project timeline and to cover its milestones.

3.4. Architecture and Environment:

3.4.1. Blog Diagram:
 3.4.2. Methodology and Software Lifecycle of the project
We are use incremental methodology for this project. We will use object- oriented
approach for development of this project. Furthermore, we built this system using
Waterfall Software Lifecycle process. As this system is built incrementally on
different modules working together, this helps us develop the system in
different stages and help improve the system functionality time by time, even
if the requirement changes the system will be able to adapt the changes. This
will help us test the system incrementally. We will use object- oriented
approach for development of this project. We built this system using Waterfall
Software Lifecycle

3.4.3. Software and Hardware Tools

Tools/Technologies Version Rationale

MS Visual Studio 2019 IDE
Code

Software/Hardware PHP 8 Sever Side Scripting

Tools &
Technologies Operating System 64 bit For better optimization and
working
MS Word 2016 Documentation
MS Power Point 2016 Presentation
Pencil 2.0.5 Mockups Creation
JavaScript ES2015 For styling work
MYSQL Database for
retrieving/maintaining record

3.4.4. Implementation Issues and Challenges

The main challenges and issue is transferring all the previous record from
manual work sheets to our system database. We have to automate the general
manual library system flow and make it more efficient and effective that there is
less chance of errors.

We have taken motivation from different current available online library systems
like Eonline library system, libib system etc. We have studies them thoroughly
and marked out the system process flow of features which are common in our
system.
 Our system have some distinct features as compare to other sites. Like
subscription to favorite journals and authors and magazine catalogs. We have
advance reservation option available in our system.

4. Project Summary:
Library Management system will enhance the procedure of current library system. This can
help in reducing the expenses of the library such as papers, folders, pens and other
materials needed in their current system. The system enables the library staff to share and
maintain the records of the student such as borrowing books, returning books, search books
and prescription of the books/journals/magazine catalogs in an efficient manner. Therefore,
the main aim of this project is to get the complete information of the users and books
available in the library. Users can search for books and renewal books online. This will not
only improves the efficiency but will also reduce the human stress and error.

5. Conclusion:
After we have completed the project we are sure the problems in the existing system would
overcome. The Library Management System is one of the most advanced models that have
many features to meet the current needs of the library. This computerized process will
reduce human errors and will increase the efficiency. This will help in maintaining the
record in database which will also help in retrieving and maintaining data easily. For this
purpose system user just have to fill the fields of the form and press the button to check and
update record. Maintaining user records will become more-easy as each user has a unique
id which will help to access a particular user. The main problem existed in earlier system
will be reduce to large extent, there will no human error regarding the information about a
particular user and books available in the library. The computerization of the Library
Management will not only improves the efficiency but will also reduce human stress
thereby indirectly improving human recourses and reducing cost.

6. Future work:
There is high future scope regarding library management system. Many features can be
implemented i.e. we can introduce electronic library membership cards which will contain
all the information regarding user and his history of book issuance/returned and late
returned book fine. User can simply swipe his/her card to issue a book. Furthermore, live
chat option with staff and other users can be introduced. Different books and fandom
forums will also be introduced. This will make system usage more easy and interactive and
user friendly.
7. References:
1. Sommerville. The Software Engineering. 10th Edition.
2. Ajay Mishra. (2015). Library Automation: Issues, Challenges and Remedies Author.
3. Bhuvish. (2013). Library Management System Guide.