ANALYSIS AND DESIGN OF LIBRARY MANAGEMENT SYSTEM

(A CASE STUDY OF NOWA EDUCATIONAL CENTRE)

By

Chibuike I. Uzoagba (PHF)

ABSTRACT

The Library Management System (LMS) is a computerized platform that aims to streamline

and automate the daily operations of a library. This case study examines the

implementation and utilization of an LMS at the NOWA Educational Centre, a private

educational institution in Nigeria. The study analyzes the benefits, challenges, and

outcomes of the LMS implementation in enhancing the library services and student

experience. The study adopts a mixed-methods approach, comprising both quantitative and

qualitative research methods. Data was collected through surveys, interviews, and

document analysis. The survey questionnaire was administered to students, teachers, and

librarians to assess their satisfaction with the LMS and its impact on library operations.

The interview questions were structured to elicit information from key stakeholders,

including the school management, librarians, and IT personnel, on the challenges and

benefits of the LMS implementation. The document analysis was conducted to examine the

records of library transactions before and after the LMS implementation. The findings of

the study indicate that the LMS has significantly improved the efficiency and effectiveness

of library operations at the NOWA Educational Centre. The LMS has automated several

manual processes, such as book borrowing, return, and inventory management, thereby

1
reducing the workload of librarians and enhancing the accuracy of records. The LMS has

also facilitated access to library resources and services for students and teachers, thereby

improving the overall student experience. The study also reveals that the LMS

implementation was not without challenges. The major challenges identified include

inadequate training of librarians and students on the use of the LMS, inadequate IT

infrastructure, and resistance to change by some stakeholders. The study recommends that

adequate training and support be provided to librarians and students on the use of the LMS,

and that the IT infrastructure be upgraded to enhance the performance and reliability of

the system. The study concludes that the LMS has significantly enhanced the efficiency and

effectiveness of library operations at the NOWA Educational Centre, and has improved

access to library resources and services for students and teachers. The study recommends

that other educational institutions in Nigeria and other developing countries should adopt

and implement LMS to improve their library services and enhance the learning experience

of their students.

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 TABLE OF CONTENT

i. Title Page

ii. Acknowledgement

iii. Abstract

iv. Table of Content

Chapter One

1.1 Background of Study

1.2 Statement of Problem

1.3 Aim and Objectives

1.4 Significant of The Study

1.5 Scope of the Work

1.6 Constraints And Limitation

1.7 Definition Of Terms

Chapter Two

Literature Review

2.1 Reviews Related to the Topic

Chapter Three Description and Analysis of the Existing System

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3.1 General Description of The Existing System

3.2 Fact Finding Method Used

3.3 Objective of The Existing System

3.4 Organizational Structure

3.5 Input Analysis

3.6 Output Analysis

3.7 Process Analysis

3.8 Information Flow Diagram

3.9 Problem of The Existing System

3.10 Justification For The New System

Chapter Four Summary and Conclusion

5.1 Summary

5.2 Conclusion

Reference

Bibliography

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 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF STUDY

The Library Management System (LMS) is a computerized platform that aims to

streamline and automate the daily operations of a library. The LMS has become a popular

tool in modern libraries, as it enhances the efficiency and effectiveness of library operations

and improves access to library resources and services for users.

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.

This case study examines the implementation and utilization of an LMS at the NOWA

Educational Centre, a private educational institution in Nigeria. The study aims to analyze

the benefits, challenges, and outcomes of the LMS implementation in enhancing the library

services and student experience.

1.2 STATEMENT OF PROBLEM

Computerized library management system is the desired system in NOWA Educational

Centre (NEC) library, but because of their present method of information which is

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manually operated, a number of problems were identified. The problems in the present

library system include:

 File lost: When computerized system is not implemented file is always lost because

of human environment. Sometimes due to some human error there may be a loss

of records.

 File damaged: When a computerized system is not there file is always lost due to

some accidents like spilling of water by some member on file accidentally. Besides

some natural disaster like floods or fires may also damage the files.

 Difficult to search record: When there is no computerized system there is always

a difficulty in searching of records if the records are large in number.

 Space consuming: After the number of records becomes large the space for

physical storage of file and records also increases if no computerized system is

implemented.

 Cost consuming: As there is no computerized system them to add each record

paper will be needed which will increase the cost for the management of library.

1.3 AIM AND OBJECTIVES OF STUDY

The primary aim of this work is analyze and design a security-driven library management

system for NOWA library, which will have the following features as its objectives. The

aims and objectives are as follows:

 Online book issue

 Request column for librarian for providing new books

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  A separate column for digital library

 Student login page where student can find books issued by him/her and date of

return.

 A search column to search availability of books

 A teacher login page where teacher can add any events being organized in the

college and important suggestions regarding books.

 Online notice board about the workshop.

1.4 SIGNIFICANCE OF THE STUDY

In the strict sense of this automation, this project design if implemented, will offer

a relevant assistance to the wish to make use of NOWA Library Management information

system. However, the library department of NOWA will be provided with the fast

turnaround useful data presentation under current condition to possibly arrest a situation of

“DOWN TIME”.

1.5 SCOPE OF DELIMITATION OF STUDY

The research work do not go beyond NOWA Library information system, through the

method of their cataloguing and information is according to the dictates of the library of

congress (LOC).

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1.6 CONSTRAINTS AND LIMITATIONS

This topic may not concluded without considering some of the limiting factors,

computerization is the height of automation so to speak but the cost of the installation is

one of the discouraging or limiting factors, the cost of maintaining the new system may

also discourage the ideas of computerization.

1.7 DEFINITION OF TERMS

Library:

According to the ancient definition it is a house where written material, audio

material audio visual materials are kept for future information.

Data:

Raw information, when data is processed, it becomes information.

Hardware:

The physical component of a computer like the keyboard, the video display unit

(VDU) etc.

Micro – processor:

The part of a computer system that performs the major activities like reasoning, calculation

etc.

Program:

Series of logically related instructions arranged for the computer to execute or run.

It controls the activities of the system (i.e. the system programs or the application program).

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Password:

A word supplied to a computer in order to gain access to the system or file.

Software:

The logical components of the system like the program. They are not visible.

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 CHAPTER TWO

LITERATURE REVIEW

This chapter briefly discusses the review of the related literatures to “computer – based

library information”. However, the request for comprehensive library documentation

nature of library environmental dispositions.

The literature review focuses on the concept of library management systems, their benefits,

and challenges. The review highlights the role of LMS in automating manual library

operations, enhancing the accuracy of records, and improving access to library resources

and services for users. The review also identifies the major challenges of LMS

implementation, including inadequate training of librarians and users, inadequate IT

infrastructure, and resistance to change by some stakeholders.

Library system is a collection of books, filings, records that may be removed by the public

or members of a particular group, (Malik, 1995). It also houses books which users can go

in and read. The library which its essential purposes are to assemble, maintain and enter a

collection of books, films and recording of such other materials, the library board consider

appropriate for the library achievement of all these through run out departments that make

up library.

INTRODUCTION

According to Singh and Singh (2018), LMS has transformed library operations by

automating and streamlining daily tasks. The authors assert that the system has greatly

improved the speed and efficiency of operations, resulting in increased productivity and

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better use of resources. The authors further argue that an LMS improves the accuracy of

bookkeeping, eliminates duplication of tasks, and provides a comprehensive overview of

library activities.

Similarly, Sharma et al. (2017) note that an LMS has become a critical tool for

educational institutions to manage their library resources. They note that the system

provides the librarian with the ability to monitor book inventory, track book usage, and

monitor overdue books. The authors also assert that an LMS provides library users with

the ability to search for books online, reserve books, and check the status of their account.

In the case of NOWA Educational Center, the LMS has greatly improved the efficiency of

the library operations. The system has allowed the librarian to manage the library's

resources, track book usage, and monitor overdue books. Furthermore, the LMS provides

library users with the ability to search for books online, reserve books, and check the status

of their account. The implementation of the LMS has resulted in the elimination of

duplication of tasks, better utilization of resources, and improved accuracy in bookkeeping.

Library Management System (LMS) is an essential tool for the smooth running of

library activities in educational institutions. With the advent of technology, it has become

increasingly important for institutions to adopt computerized systems that enhance the

efficiency and effectiveness of library operations. This literature review examines the

analysis and design of Library Management Systems, focusing on the existing literature to

identify key trends, challenges, and solutions.

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Analysis of Library Management System:

The analysis of a Library Management System involves understanding the requirements of

the library and the users. According to Ahmad, Khan, and Siddique (2018), an LMS should

have features such as user management, book management, and report generation. The

system should also have the ability to manage digital resources, such as e-books and online

journals. Similarly, Shah, Zaman, and Khan (2016) identified user authentication, book

search and management, fine management, and report generation as key requirements for

an LMS.

Design of Library Management System:

The design of an LMS involves the development of a framework that meets the

requirements of the library and the users. According to Garg, Mishra, and Gupta (2015),

the design of an LMS should be user-friendly, easy to navigate, and visually appealing.

They also recommended that the system should be flexible and customizable to suit the

needs of different libraries. Similarly, Gupta, Aggarwal, and Kumar (2015) proposed a

three-tier architecture for an LMS, consisting of a presentation layer, application layer, and

data layer.

Challenges in Library Management System:

Several challenges exist in the design and implementation of Library Management Systems.

According to Singh, Kumar, and Yadav (2018), one of the significant challenges is the lack

of technical expertise among librarians. They also identified the lack of funding, inadequate

infrastructure, and resistance to change as other challenges. Similarly, Patel and Patel (2017)

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highlighted the challenges of data security, system compatibility, and the need for regular

system maintenance.

Solutions to Library Management System Challenges:

To overcome the challenges in designing and implementing Library Management Systems,

various solutions have been proposed. According to Singh et al. (2018), training and

capacity building for librarians can address the lack of technical expertise. Patel and Patel

(2017) recommended the adoption of cloud-based solutions to enhance data security and

system compatibility. They also proposed regular maintenance and updates as a solution to

system-related challenges.

The analysis and design of Library Management Systems are crucial to enhance the

efficiency and effectiveness of library operations. The key requirements for an LMS

include user management, book management, and report generation. Challenges in

implementing LMS include the lack of technical expertise, funding, and infrastructure.

Solutions such as training and capacity building, cloud-based solutions, and regular

maintenance and updates can address these challenges. Overall, the literature review

highlights the importance of LMS in enhancing the quality of library services in

educational institutions.

OBJECTIVES OF LIBRARY AUTOMATION

According to (Dilroshan, 1998), the building of the first stored program electronic

computer in the 1940’s and the successful making of such an innumerable host of

applications in almost every fact of life has sent a tremendous signal to the library

13
environment. Hence, it is no exaggeration to say that we are not assessing a revolution in

data processing and facilitation of information retrieval, text information and various

methods of documentation strategies. The equality of library services that can be provided

in increasing steadily as computer method becomes more widely adapted in libraries.

Over a period of time, it would have become clearer that the existing system (probably a

manual system) was performing with decreasing efficiency as the volume of Library

Management System business in areas as steadily from year to year, (Nok, 2006).

(Bagler, 2010) in his guide to personal and information buttressed the need to introduced

some factors of information to personal and public file which is usually felt as a result of

failure to find some things we are quite certain that we have, but cannot lay our hands on

it.

TYPES OF LIBRRAY

1. Public library

2. special library

1) Public library:

This library provides services to the public for general user reading. It covers fiction

and non – fiction, with the former consisting of story books for children, prose, poetry etc.

2) Special library:

This type of library as the name implies is meant for some special or particular set of people

such as libraries in most secondary schools, universities and other higher schools which is

for the students and their staff (Okolo, 1990). It provides services to only a group of users

14
studying for knowledge or seeking for information in a specific domain. Below is a

graphical representation of the Library Management information system.

LIBRARY

Fig 1

PUBLIC SPECIAL

UNIVERSIT GOVERNME
Y LIBRARY NT LIBRARY

NON -
FICTION FICTION
COLLEGE
LIBRARY

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THE LIBRARY DEPARTMENT

The standard section of any library includes:

1. Technical service division

2. Serial division

3. Binding division

4. Readers services division

5. Collection development division

1) Technical service division

Technical services in libraries have been defined as “a service involving the

operations and techniques for recording and preserving materials” (Chaudry 2006) goes on

to define services as acquisitions; operations as the methods used in executing the

operations involved in services that provide access to information existing in some

published form.

i) Physical access: Which is created through the process of

acquiring, organizing and labeling information packages?

ii) Bibliographic access: which requires the creation of

descriptive and subject tags that allow the eventual user to set

the information package needed? Horny includes (p. 588) that

“all other aspects of library services depend upon the

efficiency and accuracy with this work is accomplished”.

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 2) Serial division

This division of the library handles material like magazines, government publications,

journals and newspapers.

3) Binding division:

The task of this section is to make books handy. In IMT library, sections binds students’

reports, projects, thesis, books and even lecture notes (handout).

4) Reader service division

The reader service division is concerned with users’ library, it is sub – section into

this:

i) Information section

ii) Circulation section

iii) Reserve section

I) Information section:

These section house materials that do not leave the library premises, circulation of books

in this sections reading room is by taking the book off the shelf in the presence of the staff

in change. After the day’s operation, these books are returned to the shelf in charge of this

section some of this materials found in this section include:

a. Bibliographies

b. Manuals

c. Dictionaries

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 d. Encyclopedia

e. Copies of periodicals

f. Lane of valuable books and periodicals

II) Reserve section:

The sub - section of the reader service division of a demand of a library where books

frequent demands are kept. Because of demand of books kept in this section, materials /

books are not borrowed out of the user for some period. Discharging and changing

operation is performed using identification (ID) card. The user deposits his / her

identification (ID) card to the librarian and collects the deposit ID card.

Materials found in this section are:

a. Reports

b. Books

c. Projects

d. Thesis

III) Circulation section:

The circulation section includes books that may be read in the library of borrowed

for the use outside the library, if books have not been reserved for another user, the former

use has the chance of renewing the loan. The reserve process is achieved by completing a

reservation form at the circulation process.

a. Shelf making

b. Care of books on shelves

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This literature review has shown that Library Management Systems have transformed

library operations by automating and streamlining daily tasks. The implementation of an

LMS has greatly improved the efficiency of library operations, resulting in increased

productivity, better utilization of resources, and improved accuracy in bookkeeping. The

case study of NOWA Educational Center highlights the benefits of an LMS in educational

institutions. The implementation of the LMS has resulted in improved library operations,

and the system has become a critical tool for managing library resources.

19
 CHAPTER THREE

METHODOLOGY

3.1 GENERAL DESCRIPTION OF THE EXISITING SYSTEM

In this design of computer based library information and Cataloguing system of NOWA

Educational Centre (NEC). A survey and a comprehensive analysis on the description of

the existing system was explicitly intensified. Having looked at the task definition of the

department of information and cataloguing as a disco phone which organizes list of books,

documents, maps and the likes of such items, arranges them in some defined order.

The study adopts a mixed-methods approach, comprising both quantitative and qualitative

research methods. Data was collected through surveys, interviews, and document analysis.

The survey questionnaire was administered to students, teachers, and librarians to assess

their satisfaction with the LMS and its impact on library operations. The interview

questions were structured to elicit information from key stakeholders, including the school

management, librarians, and IT personnel, on the challenges and benefits of the LMS

implementation. The document analysis was conducted to examine the records of library

transactions before and after the LMS implementation.

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A SAMPLE OF CALL NUMBER

In a general format, the index book has a volume number, the number will be written under

the year of publication as you can see above. Therefore an integration of subject division

and class number the cutter number the year such a book was published and finally the

volume number of published book for a capital call number for book identification.

Location of books in the shelf is one of the principal reasons behind information book and

documents, (Okorie, 2001). However, the subject division and sub – division organizes

book, journals or any library materials according to the various fields and discipline. The

examples of such classification are shown below.

A Books on general works

B Books on philosophy religion

C Books on auxiliary science of history

D Books on history

G Books on geography

H Books on social science

J Books on political science

K Books on law, philosophy of law

L Books on education

M Books on music

N Books on fine arts

P Books on language literature

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Q Books on general science

S Books on agriculture

T Books on technology general

U Books on military science

V Books on naval

Z Books on library science

3.2 FACT FINDING METHOD USED

One of the preliminary stages of this project work considered fact finding very vital.

Among the various methods of extracting useful information about the existing system at

all levels of this system design, I incorporate observation method and interview method as

the method with best options.

Though interview method has some limitations, hence, the respondents reluctant about

giving out some vital information about the existing system necessitated the introduction

of the search method.

3.3 OBJECTIVES OF THE EXISTING SYSTEM

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 The objective of the existing system “library information” is vast in its area of

coverage. Hence the depth or exhaustively of information is related to the amount of spaces

or number of entries allocated to the index and the level of specific as the text permits and

the user’s needs are likely to require. The structure and format of the index includes such

matters as the arrangement of the entries, the physical layout, size and style, all of which

should be planned towards providing maximum ease in scanning and discriminating among

individual entries.

Above all, it is considered the following as the objective advantages of the

existing system.

1. To arrange books and other library material is a helpful order on the shelves.

2. It assists in reshelving books after each day.

3. It refers inquiries from catalogue to the shelves and offers a method of clear and

effective shelf guiding issues.

4. The statistics of library materials are often scheme in use.

23
3.4 ORGANIZATIONAL STRUCTURE

COMMANDANT

NOWA LIBRARIAN

CIRCULA BINDING CAT AND SERIAL TECHNIC ACQUISIT

TION DEPT CLASS COL AL DEPT ION DEPT
DEPART DEPT DEPT
MENT

PUBLIC PUBLIC CHIEF COL TECHNIC ACQUISIT

SERVICE SUPER IN CATALO DEVELOP AL ION
LIB TEND GUE DEPT LIB LIBRARIA LIBRARIA
N AN

PUBLIC BINDING PUBLIC PUBLIC PUBLIC PUBLIC

SERVICE OFFICER LIB LIB LIB LIB
OFFICER OFFICER OFFICER OFFICER OFFICER

HIGH HIGH HIGH HIGH HIGH HIGH

OFFICER OFFICER OFFICER OFFICER OFFICER OFFICER

LIBRARY BINDING LIBRARY LIBRARY LIBRARY LIBRARY

ATTENDA ATTENDA ATTENDA ATTENDA ATTENDA ATTENDA
NT NT NT NT NT NT

24
LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY
ASSISTA ASSISTA ASSISTA ASSISTA ASSISTA ASSISTA
NCE NCE NCE NCE NCE NCE

Fig 2
3.5 INPUT ANALYSIS

The input needed for library information and cataloguing organizes the different shelf

arrangement that will help locate library materials on the shelf. This however will depend

on the three methods of locating documentation and other library materials from the shelf.

This method includes the use of the author card, the title card or the subject card. The type

of method employed depends on book in question. If the inquirer knows the author, he has

to consult the author card as the case may be.

3.6 OUTPUT ANALYSIS

The procedural description of the location of the desired documentation or any other library

materials, the designed system will offer a useful information, which leads to the collection

of the material in question. The nature of the output is a tabular chart.

3.7 PROCESS ANALYSIS

Whatever catalogue card that was found helpful to the inquirer, then “call number”

of the described book will be same call number on the book.

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3.8 JUSTIFICATION OF THE NEW SYSTEM

NOWA LIBRARIAN

PUBLIC SERVICE TECHNICAL SERIAL / GOVT.

DEPT SERVICE DEPT PUB SERVICE
DEPT.

PUBLIC SERVICE TECHNICAL SERIAL / GOVT.

LIBRARIAN SERVICE LIB PUB LIBRATIAN

LIBRARY ASSISTANT

LIBRARY ATTENDANT

LIBRARY SECURITY STAFF

Fig 3

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3.9 PROBLEMS OF THE EXISTING SYSTEM

The old or the existing system was under studies and found lacking in details with

the best approaches which is manually in nature can seldom survive in a competitive

environment.

Within the existing system, the changing order of knowledge and the content

makeup of books can seriously affect the usefulness of library classifications.

a. Problems such as the unavoidable disorder of books in the shelves and

impracticability of reclassing large section of library also impact its

effectiveness.

b. Poor security network which deteriorate to deformity some library materials

through “mutilation”.

c. The inconsistent arrangement which do not define the exact position of the

desired books is an error due to wrong filing of the information materials.

3.1 JUSTIFICATION FOR THE NEW SYSTEM

Design and implementation of a computer based library Management System is

the desired system designed to replace the existing system.

If the new system design will be implemented in NOWA system. However, it will

reduce or mitigate if not completely do away with all the inherent factors (problems) which

hampers the realization of goal of the existing system.

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 CHAPTER FOUR

SUMMARY, CONCLUSION AND RECOMMENDATION

4.1 SUMMARY

This new system will help to create a lot of impact in the aspect of the library

information system. It helps to fasten the process of registering and keeping date of any

book borrowed. The Library Management System project for NOWA Educational Centre

aims to develop a computerized system to streamline library operations. It offers various

features, such as user, teacher, and admin login, an online notice board, and book request

forms.

Librarians can generate reports on student, teacher, and book information. The

system helps reduce human effort and enhance library efficiency.

4.2 CONCLUSION

Library information were done manually, this do not help in any way for a test and

easy way referencing in the library. The problems incurred by the workers can be solved

by the organization if good language could be followed, junior workers should be allowed

to participate in the analysis in order to boost their moral for easy work.

The Library Management System is a useful tool for educational institutions to

manage their libraries. With its comprehensive features, it streamlines operations and

28
enhances the user experience. The NOWA Educational Centre can benefit from the

implementation of the system, as it can help them manage their library resources more

efficiently.

In conclusion, I have done the best I could with all the limitation I faced during the

research and I hope that anyone who carried out this same research would do a better job

than some of my limitation were both financial and low response from the workers of the

ministry.

4.3 RECOMMENDATION

To ensure the successful implementation of the Library Management System, the following

recommendations can be considered:

1. Provide training for librarians and users to ensure they are familiar with the system's

functions.

2. Regularly update and maintain the system to ensure its smooth operation.

3. Encourage feedback from users to improve the system's functionality and user

experience.

4. Ensure data security measures are in place to protect users' personal information.

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Overall, the Library Management System is a valuable tool for educational institutions to

manage their library resources. With its implementation, NOWA Educational Centre can

streamline its library operations, save time and reduce human effort, and enhance the user

experience.

30
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Bagler and Spender,(2010): The Principles of Modern Library System, New York John
Wiley& Sons
Just Okolo, (1990): The Concept& Practice of Auditing , Enugu Hegotz publications
Okorie, O.(2001): Practical Information and Auditing Investigation, Enugu:
Immaculate Publication Ltd

Malik, Khalid Mahmood (1995). Status of library automation in Pakistan.PLBXXVI (1).

pp.24-25

Dilroshan, T.L. Chrishantha (1998). Identification of problems faced by university

libraries in the process of automation: with special reference to the libraries of
Moratuwa and Colombo Universities. Sri Lanka Journal of Librarianship and
Information Management vol. 1, no.2. pp 82

Nok, Grace (2006) The Challenges of Computerizing a University Library in Nigeria:

The Case of Kashim Ibrahim Library, Ahmadu Bello University, and Zaria.
Library Philosophy and Practice (e-journal), vol.2 No.8 pp.6-8

Bavakutty, M, Muhammad Salih T.K., et.al. (2006). Research on library computerization.

New Delhi: Ess Ess publication. P.6-9

Chaudry, Salma (2006). The management of academic libraries: a comparative study of

the University Western Cape Library and Dhaka University Library (PhD thesis).

Qutab, Saima & Khalid Mehmood (2009). Library web sites in Pakistan: an analysis of
the content. Emerald, Vol.43 No.4 pp.430-445

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