JINKA UNIVERSITY

COLLEGE OF NATURAL AND COMPUTATIONAL SCIENCE

DEPARTMENT OF COMPUTER SCIENCE
WEB-BASED LIBRARY MANAGEMENT SYSTEM FOR JINKA UNIVERSITY
FINAL YEAR PROJECT DOCUMENTATION
By Group 5
No Group Member IDno
1. HINDIA BEHRU ------------------------------ EXJN/0022/12
2. HABTAMU GIZAW --------------------- ---- EXJN/0020/12
3. KAYISLE KARSHANBO --------------------- EXJN/0025/12
4. ARMAR GINO------------------------------------EXJN/0003/12
5. ELIAS MEMHRU -------------------------------EXJN/0014/12

A PROJECT REPORT SUBMITTED TO THE DEPARTMENT OF COMPUTER

SCIENCE IN PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE
DEGREE OF BACHELOR SCIENCE IN COMPUTER SCIENCE

ADVISOR: BULBULA KUMEDA (PHD)

CO-ADVISOR: MR. MEQUANENT SEFI (MSc

APRIL 12,2024
JINKA, ETHIOPIA

I
 DECLARATION

we, the undersigned, declare that this project entitled “Web-based Library
Management System for Jinka University” is our original report and has not been
presented by any other students and that all the sources of materials used in the report
have been duly acknowledged or cited.
Declared by:
1, HINDIA BEHRU ______________ _______
2, HABTAMU GIZAW ______________ _______
3, KAYISLE KARSHANBO ______________ _______
4, ARMAR GINO ______________ _______
5, ELIAS MEMHRU ______________ _______
Name of Student Signature Date

II
 JINKA UNIVERSITY
COLLEGE OF NATURAL AND COMPUTATIONAL SCIENCE
DEPARTMENT OF COMPUTER SCIENCE
ADVISORS’ PROJECT SUBMISSION APPROVAL SHEET

This is to say that the project entitled “WEB-BASED LIBRARY MANAGEMENT

SYSTEM FOR JINKA UNIVERSITY” has been carried out by group 2 team members
under our supervision. Therefore, we recommend that the student has fulfilled the
requirements and hence hereby can submit the project to the Department of Computer
Science for evaluation and defense.

Approved by:
1. BULBULA KUMEDA (PHD) ______________ _______
Name of Major Advisor Signature Date
2. MR. MEQUANENT SEFI (MSc) ______________ _______
Name of Co-Advisor Signature Date

APRIL 12, 2024

JINKA, ETHIOPIA

III
 ACKNOWLEDGMENT

We would like to express our sincere gratitude to the individuals and institutions who
have helped us to develop our ideas and bring this project to fruition. First and
foremost, we would like to thank the Department of Computer Science for providing us
with the opportunity to prepare and organize this final project in our senior year. This
experience has been invaluable in helping us apply the knowledge and skills we have
gained in class to solve real-world problems. We are also deeply grateful to our
advisors, Dr, Bulbula Kumeda (Ph.D.) and Mr. Mekuanint Sefi (MSc), for their
unwavering dedication, guidance, and expertise throughout the title, proposal, and
documentation preparation phases of the project. Their insights and feedback have
pushed us beyond our comfort zone and challenged us to approach our work from
different perspectives. Finally, we would like to extend our thanks to Mr. Eshetu and
the staff at JKU for their sincere cooperation and hospitality. Their support has been
instrumental in our ability to conduct the necessary research and gather the data needed
to complete this project.

IV
 TABLE OF CONTENTS

DECLARATION ...................................................................................................................................... ii
ACKNOWLEDGMENT.......................................................................................................................... iv
LIST OF FIGURES ................................................................................................................................ vii
LIST OF TABLES .................................................................................................................................viii
ABBREVIATIONS ................................................................................................................................. ix
ABSTRACT .............................................................................................................................................. x
CHAPTER ONE ....................................................................................................................................... 1
1.1 INTRODUCTION ........................................................................................................................... 1
1.2 BACKGROUND INFORMATION OF THE ORGANIZATION ................................................. 1
1.2.1 VISION OF ORGANIZATION ............................................................................................... 1
1.2.2 MISSION OF ORGANIZATION ............................................................................................ 2
1.3 BACKGROUND OF THE PROJECT ............................................................................................ 2
1.4 PROBLEM STATEMENT ............................................................................................................. 2
1.6 OBJECTIVE OF THE PROJECT ................................................................................................... 3
1.6.1 GENERAL OBJECTIVE ......................................................................................................... 3
1.6.2 SPECIFIC OBJECTIVE ........................................................................................................... 3
1.7 FEASIBILITY ANALYSIS ............................................................................................................ 3
1.8 SCOPE OF THE PROJECT............................................................................................................ 7
1.9 SIGNIFICANCE OF THE PROJECT ............................................................................................ 7
1.11 METHODOLOGY FOR THE PROJECT .................................................................................... 8
1.11.1 DATA COLLECTION METHOD ......................................................................................... 8
1.11.1 FACT-FINDING TECHNIQUES .......................................................................................... 8
1.12 SYSTEMS ANALYSIS AND DESIGN (APPROACH) .............................................................. 8
1.13 DEVELOPMENT TOOLS ........................................................................................................... 9
1.14 TESTING PROCEDURES (TYPES OF TESTING USED) ...................................................... 10
1.16 LIMITATION OF THE PROJECT ............................................................................................ 11
1.17 RISKS & CONTINGENCIES .................................................................................................... 12
CHAPTER TWO .................................................................................................................................... 13
DESCRIPTION OF THE EXISTING SYSTEM ................................................................................... 13
2.1 INTRODUCTION OF EXISTING SYSTEM .............................................................................. 13
2.1.1 PLAYERS IN THE EXISTING SYSTEM ........................................................................... 13
V
 2.4. WEAKNESS AND STRENGTH OF THE EXISTING SYSTEM ............................................. 14
2.4.1. WEAKNESS OF THE EXISTING SYSTEM .......................................................................... 14
2.4.2. STRENGTH OF THE EXISTING SYSTEM ........................................................................... 14
2.5 REPORT GENERATED IN THE EXISTING SYSTEM ............................................................ 14
2.6 FORMS AND OTHER DOCUMENTS OF THE EXISTING SYSTEMS .................................. 14
2.7 BOTTLENECKS OF THE EXISTING SYSTEM ....................................................................... 16
2.8 PRACTICES TO BE PRESERVED ............................................................................................. 16
2.9. OVERVIEW OF THE PROPOSED SYSTEM ........................................................................... 16
2.10 REQUIREMENTS OF THE PROPOSED SYSTEM ................................................................. 18
2.10.1 FUNCTIONAL REQUIREMENTS ........................................................................................ 18
2.10.1. NON- FUNCTIONAL REQUIREMENTS ......................................................................... 20
CHAPTER THREE: ............................................................................................................................... 21
SYSTEM ANALYSIS ............................................................................................................................ 21
3. INTRODUCTION ........................................................................................................................... 21
3.1 SYSTEM MODELS ...................................................................................................................... 21
3.2 USE CASE IDENTIFICATION ................................................................................................... 22
3.1.2 USE CASE DIAGRAM ............................................................................................................. 23
3.1.3 USE CASE DESCRIPTION AND SCENARIOS ..................................................................... 24
3.1.4.2 CLASS DIAGRAM ............................................................................................................. 32
3.2.1 SEQUENCE DIAGRAM ....................................................................................................... 33
3.2.2 ACTIVITY DIAGRAM ......................................................................................................... 40
3.2.3 STATE DIAGRAMS ............................................................................................................. 40
CONCLUSION ....................................................................................................................................... 42
REFERENCES ....................................................................................................................................... 43
APPENDIX ............................................................................................................................................. 44

VI
 LIST OF FIGURES

Figure 1: waterfall system analysis ........................................................................................................... 9

Figure 2: book slip existing..................................................................................................................... 15
Figure 3: membership form ................................................................................................................... 16
Figure 4 Use-case diagram...................................................................................................................... 23
Figure 5: class diagram ........................................................................................................................... 32
Figure 6 Login sequence diagram ........................................................................................................... 33
Figure 7 request book sequence diagram ............................................................................................... 33
Figure 8: manage book sequence diagram ............................................................................................. 34
Figure 9 :Sequence Diagram book return ............................................................................................... 35
Figure 10: Sequence Diagram update book View .................................................................................. 36
Figure 11 : Sequence Diagram Search Book .......................................................................................... 36
Figure 12: Sequence diagram of report generate .................................................................................... 37
Figure 13 Sequence diagram of date ....................................................................................................... 38
Figure 14 : Sequence diagram of login ................................................................................................... 38
Figure 15: Sequence diagram of delete ................................................................................................... 39
Figure 16 :Seguence diagram of setBook ID/authorID .......................................................................... 39
Figure 17: activity diagram of return book ............................................................................................. 40
Figure 18: state diagram.......................................................................................................................... 41

VII
 LIST OF TABLES

Table 1 team composition ......................................................................................................................... 2

Table 2: cost of the project........................................................................................................................ 6
Table 3: time breakdown .......................................................................................................................... 7
Table 4 : Register book descrition .......................................................................................................... 24
Table 5 Borrowing books........................................................................................................................ 25
Table 6 book borrow description ............................................................................................................ 26
Table 7:return book description .............................................................................................................. 27
Table 8: regust book descrption .............................................................................................................. 28
Table 9: delete book description ............................................................................................................. 29
Table 10: login to system description ..................................................................................................... 30
Table 11search book description ............................................................................................................ 30
Table 12: maintain system description ................................................................................................... 31

VIII
 ABBREVIATIONS
AJAX -------------------------------------------Asynchronous JavaScript
CSS --------------------------------------------------Cascading Style Sheets
Dr --------------------------------------------------- Doctor
HTML --------------------------------------------Hyper Text Markup Language
JKU -------------------------------------------- Jinka University
LMS ----------------------------------------------- Library Management System
Mr ---------------------------------------------------Mister
PHP --------------------------------------------------Hypertext Pre-processor
UML --------------------------------------------Unified Modeling Language
XAMPP-------------------------------------------Cross Platform Apache Maria DB PHP Perl
XML-----------------------------------------------Extensible Markup Language

IX
 ABSTRACT
This project outlines the development of a library management system for Jinka
University. The development of this project followed a systematic approach, including
requirements analysis, system design, implementation, testing, and deployment.
Different stakeholders such as librarians and students were engaged to provide data
and feedback was also incorporated throughout the development process to ensure the
system meets the specific needs of Jinka University. The system will be designed to
improve the efficiency and effectiveness of library management at Jinka University. It
will provide a centralized database for library management information, including book
category information, borrowed books, and returned books data. The system will also
include generating reports of the library.

X
 CHAPTER ONE
1.1 INTRODUCTION
1.2 BACKGROUND INFORMATION OF THE ORGANIZATION
Jinka University (JKU) was established on 23 October 2015 with the endorsement of the
Council of Ministers of Ethiopia. JKU is one of the 11 universities to be built during the
Second Growth and Transformation Plan (GTP II). Jinka University is found in the South Ari
Zone, Southern Ethiopian People’s (SEP). Jinka, the zonal capital, is located 750 km from
Addis Ababa, the capital of Ethiopia, and 320 km from Wolayta, the capital of SEP. [1]
JKU has started operations with 4 colleges and 14 departments. The College of Agriculture and
Natural Resources consists of 4 departments: Agricultural Economics, Animal Science, Natural
Resource Management, and Plant Science. The College of Natural and Computational Sciences
comprises 4 departments: Biology, Chemistry, Mathematics, and Physics. The College of
Social Sciences and Humanities has 3 departments: English Language and Literature,
Geography, and History and Heritage Management. The Colleges of Business and Economics
consists of 3 departments: Accounting and Finance, Economics, and Management.
Jinka University’s library service also started from its establishment with a total of 54 staff and
the service was delivered in manual forms. The university’s library system includes the
activities of managing and controlling all operations of the library, documentation, recordings
of books according to department, acquisition, and cataloging of books.
Thus, this project is concerned with developing a web-based Library Management System for
Jinka University’s library to make the library service more efficient and easy to handle. The
Library management system enables a fully automated library service. It can display the
details of the books available in various departments, the transactions of book borrows and
returns, and the book holders. [2]

1.2.1 VISION OF ORGANIZATION

JKU has the vision of becoming one of the top five comprehensive universities in Ethiopia by
2030.

1
 1.2.2 MISSION OF ORGANIZATION
The mission of JKU is to produce need-based knowledgeable, skilled, and competent
graduates; Conduct research focusing on technology transfer and disseminate the results
and provide community and consultancy services following the needs of society.
1.3 BACKGROUND OF THE PROJECT
In this project, the Library management system refers to a web-based system that uses a
librarian to manage the overall operations of the library using a computerized system
that records various transactions like the borrows of books, return of books, and
addition of new books. In addition, a report also included a library management system
for the admin user. The Admin user can generate different kinds of reports like a list of
students registered, a list of Books, and borrowed and return reports. Mainly this
project focused on changing the manual management of the JKU library system by a
web-based system.
1.4 PROBLEM STATEMENT
The current library of JKU is operated manually by the different staff of the library.
These people keep records of the books and students and check the books' status
manually. When the library is enhanced and becomes large, proper management of the
library will become a major problem. The following points are the major problems of
the existing system.
 A fast report generation system is not possible
 Tracking books is a difficulty
 Information about the borrowed, and returned books is not easily managed
Team composition
Table 1 team composition
No Full name Activities
1 Hindia Behru Gather data and supporter
2 Habitamu Gizaw Gather data and Documentation Type
3 Kayisle karshanbo Gather data, Documentation Type, and use case designer
4 Armar Gino Gather data and Grammar checker
5 Elias memory Gather data and Implementation

2
 1.6 OBJECTIVE OF THE PROJECT

1.6.1 GENERAL OBJECTIVE

The main objective of this project is to develop a library Management System for Jinka
University

1.6.2 SPECIFIC OBJECTIVE

The specific objectives of this proposal are: -
 To gather or elicit functional and non-functional requirements of the system
 To analyze the system requirements of the system
 To design a user-friendly Library management system.
 To design and implement a centralized database for library management.
 To implement, test, and deploy the system
1.7 FEASIBILITY ANALYSIS
Once the problem is clearly understood, the next step is to conduct a feasibility study
which is a high-level capsule version of the entered systems and design process. The
objective is to determine whether or not the proposed system is feasible. The three
feasibility have been carried out:-
Operational feasibility
It determines how the proposed system will satisfy the needs of Jinka University Library and it
also offers a Secure, accurate, and efficient system to the organization. we also understand the
degree to which the proposed system will likely solve the problems, so in this study, we
identify that operationally feasible that the system is user-friendly and easy to access. It can
run on any operating system. So our proposed system is operationally feasible.
Technical feasibility
Our proposed system is evaluated from a technical point of view. It is planned to implement
the proposed project using PHP programming language. It is evident that the necessary
hardware and software are available for the development and implementation of the proposed
project and hopefully, we will develop successfully by using our academic knowledge in this
case this project is technically feasible
Economic feasibility
3
 As part of this, the costs and benefits associated with the proposed project are compared and the
project is economically feasible only if tangible or intangible benefits outweigh costs. The system
development costs will be significant because only one pc enough and also the software are we
can get freely, so the proposed project will be economically feasible
Behavioral/Political Feasibility study
The feasibility study is essential to evaluate the cost and benefit of the new system. Based on the
feasibility study decision is taken on whether to proceed or cancel the project.. Need for the
feasibility study: It determines the potential of the existing systems. It is used to determine/find out
the problems of the existing system.
Political Feasibility. The developed system is not in conflict with any government directives,
because it gives service to the people effectively and efficiently, all the stakeholders also
agreed before the system was developed. So the government is portable and the system will
be politically feasible.

4
5
 Cost Benefit Analysis
the developed system is economically feasible and the benefits outweigh the cost. Since
this project already computerizes the existing system, and by now the reduction of the
cost of materials used in manual operation becomes beneficiary to the organization.
Generally, the system that we developed, the library management system for JKU
brought some tangible and intangible benefits
Tangible benefits:
 Cost Reduction
 Error Reduction
 Increase Speed of activity
Intangible benefits:
 Reduce Resource Consumption
 Increase Security
 Increase Management flexibility
1.7.6. TIME BREAKDOWN AND COST OF THE PROJECT
1.7.6.1. COST OF THE PROJECT
Table 2: cost of the project

Task Materials Unit Quantity Unit price Total cost

Literature Pen pc Pen 2 P, 30birr 70birr
review Paper Paper 20 P, 40birr
Data collections mobile Number 1 On hand Free
camera
Implementation Pc, flash Number L,1 f,1 F ,350birr 350birr
Print Print 40 print160
Deploy Pc 2 1 45000 90580 total cost of the
source are a group member
estimated

6
 1.7.6.2 TIME BREAK DOWN
Table 3: time breakdown

1.8 SCOPE OF THE PROJECT

The Library Management System keeps all the information about the books in the
library, their cost, their complete details, and the total number of books available in the
Library. The user will
 find it easy in this automated system rather than using the manual system.
 This project will help to check all the book and library information and rate the
maximum number of books,
 The System provides information like details of the books, insertion of new books,
deletion of lost books, and the status of borrowed books.
 Also, users can provide feedback for adding some new books to the library
1.9 SIGNIFICANCE OF THE PROJECT
This project will reduce the work overload of the library workers, make the work
environment favorable, and make information dissemination easy. The system will help
the Jinka University library office workers manage the books effectively and support
the smooth functioning of the library.

7
 Generally, the major significance of this project includes
Fast accessibility of book data and resources.
Provide the list of books for the users that enable them to borrow from the library.
Reduce the workload of employees.
It ensures the availability of library books in their proper place/classification of books
Avoid document or reference misplacing
1.11 METHODOLOGY FOR THE PROJECT

1.11.1 DATA COLLECTION METHOD

The data collection instruments are used to gather accurate information about the
existing system and the requirements for the proposed system. Interviews,
questionnaires, and Observation of the current system are conducted with some effort in
order to find out how the existing system functions, to identify the problems
encountered, and how they will be solved by the new computerized system.

1.11.1 FACT-FINDING TECHNIQUES

To get precise data, the team members will use the following data collection techniques:
Interview: To get the basic information and background information about the existing
management system, the team members interviewed the administrators, librarian, and
students, We used interviews to get information about the existing system for
developing our project.
Direct observation: Even though an interview is very important for gathering
information, direct observation is simple and we physically observe information that
cannot be obtained and maintained from the interview.
Questionnaires: Since library staff have a workload, they are not able to answer or give
information from the interview, we prepared a self-administered questionnaire and
delivered it to them to get precise information from the librarian.
1.12 SYSTEMS ANALYSIS AND DESIGN (APPROACH)
The System Analysis and Design (“SA&D”) phase signifies the commencement of system
implementation. The objectives of this phase are:
 to investigate and understand the user and technical requirements;
 to specify and design the new system; and

8
 to detail the implementation requirements in terms of cost, effort and time.

Figure 1: waterfall system analysis

1.13 DEVELOPMENT TOOLS

This system uses astah professional as UML design and notpad++ as a text editor to
facilitate the coding process with its functionality with plugins. Xampp server and
MySQL server were used to store the database for this project. XAMPP is a software
package that includes Apache web server, MySQL database, PHP, and Perl. It provides
a convenient way to set up a local web development environment on your computer.
MySQL is a popular open-source relational database management system (RDBMS)
that is included in XAMPP. The framework used is Bootstrap, which can simplify and
speed up web development on the front end.

9
1.14 TESTING PROCEDURES (TYPES OF TESTING USED)
The testing methodology involves a process of verifying and validating that the
software meets the requirements and specifications set out for it. The testing
methodology typically involves the following steps:
Test Planning: This involves creating a comprehensive test plan that outlines the testing
objective, scope, approach, and timelines.
Test Design: This involves designing test cases that cover all the functionalities of the
web-based library management system and ensure that it meets the requirements.

10
 3. User Acceptance Testing: This involves testing the system with actual users to
ensure that it meets their needs and requirements. The goal of the testing methodology
is to ensure that the web-based library management system is reliable, efficient, and
meets the needs of its users while they use the system
1.15 SOFTWARE AND HARDWARE IMPLEMENTATION METHOD
We will perform this project using different hardware, and software materials. Using
these materials we will finish this project effectively and efficiently. These tools are:-
Hardware materials
The following hardware materials will be used in our project.
Flash:-used for transferring data from one to another Personal computer (laptop)
Personal computer Laptop-for writing coding and documentation. We will use these
hardware materials while developing the project starting from the initial phase of
documentation to the end
Software materials
The following software materials will be used to develop the proposed web-based
library management system:
Microsoft Word: we use this tool to make professional-quality document
Astah profession: we use this tool to draw UML diagrams like class diagram, state
diagram
MySQL: A relational database management system
PHP: A server-side/backend scripting language
HTML: A markup language for creating web pages
CSS: A style sheet language for formatting web pages
JavaScript: A programming language for adding interactivity to web pages
Notpad++: is the best code editor with an easy-to-use interface and makes the
development process faster.
Git & GitHub: are version control systems and we use these to collaborate with team
members
1.16 LIMITATION OF THE PROJECT
Our project doesn't include an online penalty payment system

11
1.17 RISKS & CONTINGENCIES
If we put contingency directly into the task budgets at the start, we have no way of
managing these dollars, and they eventually are considered available for spending. If we
have no contingency at all, we can almost be assured of overrunning the project budget.
Operation management is defined by the Business as, “The design, execution, and
control of operations that convert resources into desired goods and services, and
implement a company's business strategy.” Project management is the application of
knowledge, skills, and techniques to execute projects effectively and efficiently.
Strategic competency for organizations enables them to tie project results to business
goals — and thus, better compete in their markets. Strategic planning for project
management, combined with a good project management methodology, can compress
the gaps in time, cost, and quality.

12
 CHAPTER TWO
DESCRIPTION OF THE EXISTING SYSTEM
2.1 INTRODUCTION OF EXISTING SYSTEM
In the Existing system of the JKU library, all books are placed on the shelf and it is
done manually. So it takes more time for the workers of the library to find books from
the shelf to serve the clients. Thus, after conducting the feasibility study, we decided
to develop a web-based library management system that can replace the manual library
management system.

2.1.1 PLAYERS IN THE EXISTING SYSTEM

The current library system has many employees who are responsible for different tasks.
As a library, the tasks must be divided for each worker in their profession and
educational level. But in the existing system except for the manager the rested
employees don’t have separate responsibilities. The tasks are divided into two which are
circulation and checkpoint.
Circulation: - mainly concerned with processing books like reserving and
ordering/shelving, borrowing books for the students, accepting the returned books, and
the like.
Checkpoint:- this is focused on when the user wants to get into the library hall and
clients must be checked by looking at their ID to know if they are legal users or not and
when they want to out from the hall check them if they take inappropriate material or
not.
Technical office: - the main job of this office is to set the code for each purchased book
and make a stamp on it. After this process, the office will convey the books to the
library.
JKU library system does not work using those job classifications. As we mentioned
above the tasks are not divided among the workers they do their job swapping by shift.

13
 2.4. WEAKNESS AND STRENGTH OF THE EXISTING SYSTEM

2.4.1. WEAKNESS OF THE EXISTING SYSTEM

 Duplication of book classification
 Lack of managing borrowed books
 Improper cataloging of books
2.4.2. STRENGTH OF THE EXISTING SYSTEM
 The students easily read books using a phone
 Jinka University Library's 24-hour service provided
2.5 REPORT GENERATED IN THE EXISTING SYSTEM
The current library management system reports include
Reports on damaged books:- which is used to fix the books or replace them with
similar new books
Reports on the new arrival books:- used to give information to the users.
Reports on the number of users: to know how many students are using the library
within a day.
Report for the manager: used to identify the students' fault by attaching their ID to give
the appropriate punishment.
Librarian staff there use day-to-day activity-based document and report format taken
from managers generated within hard copy
2.6 FORMS AND OTHER DOCUMENTS OF THE EXISTING

SYSTEMS
They have a library digital system as a form of the existing system There are different forms for
both circulation and loaning. Form for circulation: - the name of the form is the reserve book
slip it is used to reserve the books for the students. It looks like

14
 Jinka Unversity reserve book slip

Borrowers who sign this card are responsible

for the book following the posted regulation
DATE ID TIME

Figure 2: book slip existing

Form for loaning: this form is used by teachers for loaning books.
First of all the teacher must fill out the membership card form to get the pocket. The
membership card looks as follows:

JKU Library membership Card Form

Name---------------------------------------- ID----------
-----
Facility studen
Dept/unit------------------------------------- staf
year------
member t f
-----
Telephone office---------------------------------

I agree to abide by the rules and regulations of

JKUlibrary I have received-----------------------------
-------

Book pocket

Date-------------------------------- signed----------------

Serial no------------------------------- 15
Figure 3: membership form

2.7 BOTTLENECKS OF THE EXISTING SYSTEM

This library management as a manual system has many bottlenecks the first and main
bottleneck is there is no division of work between every employee and it is difficult to
manage the status of borrowed books as well as to maintain the classification or
cataloging of the books, thus the proposed new system will eliminate all the bottleneck.
2.8 PRACTICES TO BE PRESERVED
Introduction to the proposed system
Our Proposed system is an automated Library Management System. Through our
software users can add members, add books, search members, search books, update
information, and borrow and return books in quick time. The system has a user-friendly
interface, Fast access to the database, fewer errors, More Storage Capacity, a Search
facility, and Quick transactions. The system will store a large volume of books and
student data... It will include a book reservation mechanism Students can also search the
book whereby the searching is using book title or ISBN no.
Addition procedure arrivals of the books are appended to the books database.
Deletion procedure:-deletion of the book from the database in the case where the book
hasbeen lost or permanently damaged,
A book return procedure is required to return a book within the due date otherwise
one has to pay. All the manual difficulties in managing the Library have been solved by
implementingcomputerization.
2.9. OVERVIEW OF THE PROPOSED SYSTEM
A web-based Library management system for Jinka University would offer several
advantages
over the current manual system. The system mainly focuses on basic operations in a
library like adding new members, and new books, updating new information, searching
and deleting books and members, and facility to borrow and return books. Moreover,
the system is designed to help users maintain and organize a library. The system is easy
to use for both beginners and advanced users. It features a familiar and well-thought-out,

16
attractive user interface, combined with strong searching insertion and report
generation capabilities and facility of the library system.

17
 2.10 REQUIREMENTS OF THE PROPOSED SYSTEM
2.10.1 FUNCTIONAL REQUIREMENTS
Functional requirements are the intended behaviors of the system. This behavior may be
expressed as services, tasks, or functions that the system is required to perform. Since
we are going to develop an automated library system that used by the librarian and other
users, the system will be used to manage and process data according to the rule &
regulations of the library. It will also provide report generation facilities to the library
workers and users that used to decision making purpose. The automating system will
have the following functionalities.
 The system provides loaning books, Return book, online reservation.
 Generate reports of the member’s details.
 Allow a search of books.
 The system provides add new books, update and delete books from the
library database, and check availability of books.
 The system provide librarian to add members, delete members from
library database.
Make an account for authorized Guests when the library gets message from concerned
body The systems allow getting information about his/her status after authorization
procedure.
Performance Requirements
Some Performance requirements identified is listed below:
The database shall be able to of users and books.
The software shall support use of multiple users at a time.
 The user must have basic computer knowledge.
There may be other specific performance requirements that will affect development but
the basicsare the above.

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Process requirement
Delivery Requirements
Usually these requirements are constraints in the delivery process, our system constraint
that dictates the system should be finished by minimums of 9 up to 10 month.
Implementation Requirements
These requirements comprise all the constraints with regard of the implementation
process. It has two divisions:
Hardware Requirements, it involves the requirements the system should fulfill
according the hardware that will be used the system should work correctly when
installedon machines with a minimum of 32 bit processors.
Software Requirements, to develop the system, we use the PHP and SQL Server.
Input/output requirement
Data entry:
This is the functionality that data is entered to the systems. The system have different
interface that can be used to perform different tasks and used to manage data entry
mechanisms on the library.
Login: to identify the authorized person to use the system
Data update: needs to update data ,register new books, delete books from the system
when it is necessaryInquiry Member shipping: needs to make a member of
thelibrary Search information: needs when the user wants to searchspecific book.
Request for book issue: it uses for the user to ask directly to theneeded books.
Data processing
The system on input data will provide the following data processing:
New book registration
Books updating(delete ,add, update with the latest version)
Storage requirement This requirement is concerned on storing data in to the system. The
stored data are like book, student information, teacher information and library staff
members. And also the updating, add new inputs and deleting is controlled by the
system admin .

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2.10.1. NON- FUNCTIONAL REQUIREMENTS
Performance
The system should work properly with its storage capacity, accuracy, speed, and the
like. But its performance may be affected by connection loss, and electric power
problems (Ithas less power consumption when compared to its work.
User Interface
This user interface is user-friendly for both technical and non-technical. Its application
will be accessed through a Browser Interface. The software would be fully compatible
with all types of browsers like Microsoft Internet Explorer and Mozilla Firefox. No user
would be able to access any part of the application without logging in to the system.
Security Requirements
To make the system safe from authorized access and modification, the system uses a
login account to differentiate among the different users of the system on the
organization side. This enables the system to verify who has logged in using the correct
logging account provided and display the right form associated with that user. The
technologies that the system is going to be built on give robust security handling and
user authentication facilities. Access is controlled through proper password verification
facilities which the database and the server require. The security service provided by the
system will maintain the security, confidentiality, and integrity of the system. Users
will have their own password and username through which they could gain access.
Security is addressed using proper authentication. Generally, this system introduces
proper authentication and accountability through proper authentication requirements to
that aspect.
Authorization is the mechanism by which a system determines what level of access a
particular authenticated user should have to secure resources controlled by the system.
The proposed system provides authorization facilities and finds the authorized person to
perform on it, i.e. for the actors of the system there is a password and user name to do
their task according to the privilege that is given. Backup and recovery requirement For
our project's physical backup we use the full backup method. the full backup exactly
means it is a full copy of your entire data set Although full backup arguably and
providess the best protection, mostorganizations only use them periodically

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 CHAPTER THREE:
SYSTEM ANALYSIS
3. INTRODUCTION
Systems analysis is a process of collecting factual data, understanding the processes
involved, identifying problems, and recommending feasible suggestions for improving
the system's functioning. This involves studying the business processes, gathering
operational data, understanding the information flow, finding out bottlenecks, and
evolving solutions for overcoming the weaknesses of the system so as to achieve the
organizational goals. System Analysis also includes sub-dividing of complex processes
involving the entire system, identification of data store, and manual processes.
The major objectives of systems analysis are to find answers for each business process:
What is being done, How is it being done, who is doing it, When is he doing it, Why is
it being done and How can it be improved? It is more of a thinking process and involves
the creative skills of the System Analyst. It attempts to give birth to a new efficient
system that satisfies the current needs of the user and has scope for future growth within
the organizational constraints. The result of this process is a logical system design.
Systems analysis is an iterative process that continues until a preferred and acceptable
solution emerges.
3.1 SYSTEM MODELS
The system model is the conceptual model that describes and represents a system.
System Modeling is the interdisciplinary study of the use of models to conceptualize
and construct systems. And also models are used to express complex matters in the
context of software development projects. Modeling is the vocabulary of a system that
involves making a decision about which abstractions are a part of the system under
consideration and which fall outside its boundaries.
The main activities that are performed in this part are:
 Identifying if there are any additional actors and use cases.
 Constructing a use case model, and
 Documenting the use case course of events
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3.2 USE CASE IDENTIFICATION
Each Use case describes the functionality to be built into the proposed system, which
can include another Use case functionality or extend another Use case with its behavior.
The most important and basic cases of this system are the following
 Log in
 Add user
 Add Book
 Update Book
 Delete book
 Borrow Book
 View/Search Book
 Logout

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 3.1.2 USE CASE DIAGRAM

Figure 4 Use-case diagram

3.2.1 ACTOR SPECIFICATION

Object-oriented system analysis involves the identification of objects and actors for a
given system. Actors are users or systems outside an object but interact with that object.
Identification of actors involves studying the external interface of the system and
analyzing user and other systems' interactions or communications with the object to
determine the need for actor interaction with the object. Actors could be users,
hardware, software, or even automated systems. Actors are any entity that provides
inspiration for the system such entities include users and other systems. In our system,
the following actors participate.

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 Librarian: To check the loan and return books, and give access to the user in the
library hole and also to maintain and update the records, and also to supply the needs of
the users. he/she will perform register new books, provide book records like update
books, and remove books, generate report, add new members.
Student :- any person that obtain service from library. For instance students,
instructors, staffs administrators. They will perform the following activities request for
book, return books, search books.
Library manager:-managing all the library activities of the library.
3.1.3 USE CASE DESCRIPTION AND SCENARIOS
Table 4 : Register book descrition

Use case selection Description 001

Use case name register new book.
Level Sub-functional level
Primary actor Librarian
Stakeholder and interest Student: wants to register into the
system
Library: wants to register into the
system and update book detail
Administrative: responsible for the
management of the transaction of
fine and also login and register
details.
Pre-condition the new books register it enters into
the library.
Flow event: the circulation expert
registers in the prepared form and
then clicks t h e add button t o
register.
Post-condition Record for student/library has been
added
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 Main success scenario 1. Student/library to access the service
of LMS
2. Students/library sign up to get
registered
3. He/she provides correct information
and a secure password
4. He/she got registered
Specific requirement The response time for registration is
1 minute
The response time for login is 1
minute
Table 5 Borrowing books

Use case selection Description 002

Use case name Borrowing books
Level Sub-functional level
Primary actor Student, teacher
Stakeholder and Borrowing books After the user logs
interest in successfully, selects the borrow
function, and enter the correct
information of the book, and you can
achieve the function of borrowing
books. You can’t borrow books before
confirmation of user in-information, at
the same time, system modifies the
book borrow information.

Pre-condition Students and the teacher have

submitted their registration form
Post-condition Record for student/library has been
added

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Main success scenario 5. 6. Student/library to access the service of
LMS
7. Students/library sign up to get
registered
8. He/she provides correct information
and a secure password
9. He/she got registered
Specific requirement The response time for registration is 1
minute
The response time for login is 1
minute
Table 6 book borrow description
Use case selection Description 003
Use case name Returning books
Level Sub-functional level
Primary actor Student and librarian
Stakeholder and After the user borrows the book, you
interest can choose to return the book. If you
return the book that is not borrowed,
it will suggest that you borrowed this
book or return the book once again.
At the same time, the system updates
the book borrow information.
Pre-condition Students and the library have
submitted their registration form
Post-condition Record for student/library has been
added
Main success scenario 10. 11. Student/library to access the service of
LMS
12. Students/library sign up to get
registered
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 13. He/she provides correct information
and a secure password
14. He/she got registered
Specific requirement The response time for registration is 1
minute
The response time for login is 1
minute
Table 7:return book description

Use case selection Description 004

Use case name request for book
Level Sub-functional level
Primary actor the librarian and student
Stakeholder and student register Visitors can register
interest the student on the visitor page. They
can register as student after entering
the legal user number and user
information. In the meantime, they
should set their password and can log
on to the user page.

Pre-condition the library membership register on

the form and then they take it
according to the library rules.
Post-condition Record for student/library has been
added
Main success scenario 15. 16. Student/library to access the service of
LMS
17. Students/library sign up to get
registered
18. He/she provides correct information
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 and a secure password
19. He/she got registered
Specific requirement The response time for registration is 1
minute
The response time for login is 1
minute
Table 8: regust book descrption

Use case selection Description 005

Use case name Delete books
Level Sub-functional level
Primary actor Manager , library
Stakeholder and In the administrator page, you should
interest select the delete book function and
enter the information of the book. If
the book does not exist, it should
prompt the book does not exist. When
you find the book successfully and
confirm the deletion, it shows delete
the book successfully, and you can
see whether it was deleted
successfully in the query module.
Pre-condition Students and the library have
submitted their registration form
Post-condition Record for student/library has been
added
Main success scenario 20. 21. Student/library to access the service of
LMS
22. Students/library sign up to get
registered
23. He/she provides correct information
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 and a secure password
24. He/she got registered
Specific requirement The response time for registration is 1
minute
The response time for login is 1
minute
Table 9: delete book description
Use case selection Description 006
Use case name Login
Level Sub-functional level
Primary actor Manager ,student and Liberian
Stakeholder and The administrator login page When
interest the login account and password have
errors more than three times, it
suggests whether to re-enter.
Pre-condition The admin needs to be logged into the
system
Post-condition Record for student/library has been
added
Main success scenario 25. 26. Student/library to access the service of
LMS
27. Students/library sign up to get
registered
28. He/she provides correct information
and a secure password
29. He/she got registered
Specific requirement The response time for registration is 1
minute
The response time for login is 1
minute

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 Table 10: login to system description

Use case selection Description 007

Use case name Search book and users
Level Sub-functional level
Primary actor Manager, student , Liberian, and manager
Stakeholder : users search the books by ISBN no and Book
and interest title, and also users byuser ID and first name of
user respectively
Pre-condition The admin needs to be logged into the system
Post-condition you see the results either present or not the
book or user entered for search.
Main success 30. Student/library to access the service of LMS
scenario 31. Students/library sign up to get registered
32. He/she provides correct information and a
secure password
33. He/she got registered
Specific The response time for registration is 1 minute
requirement The response time for login is 1 minute
Table 11search book description
Use case Description 008
selection
Use case maintain book records
name
Level Sub-functional level
Primary actor Liberian and manager
Stakeholder when they get new information about the
and interest books then they do operations like adding,
updating, removing the books, and arranging
them orderly.

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Pre-condition The admin needs to be logged into the system
Post- select the books and click the maintain button
condition that does this operation.
Main success 34. Student/library to access the service of LMS
scenario 35. Students/library sign up to get registered
36. He/she provides correct information and a
secure password
37. He/she got registered
Specific The response time for registration is 1 minute
requirement The response time for login is 1 minute
Table 12: maintain system description

Use case Description 009

selection
Use case manage and control the library system
name
Level Sub-functional level
Primary actor manager
Stakeholder when they get new information about the
and interest books then they do operations like adding,
updating, removing the books, and arranging
them orderly.
Pre-condition The admin needs to be logged into the system
Post- the manager manage the whole activity
condition of the library system
Main success 38. Student/library to access the service of LMS
scenario 39. Students/library sign up to get registered
40. He/she provides correct information and a
secure password
41. He/she got registered
Specific The response time for registration is 1 minute
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 requirement The response time for login is 1 minute

3.1.4.2 CLASS DIAGRAM

Class Diagram for Library Management System simply describes structure of Library Management
System class, attributes, methods or operations, relationship among objects.

Figure 5: class diagram

32
 3.2.1 SEQUENCE DIAGRAM

Figure 6 Login sequence diagram

Figure 7 request book sequence diagram

33
Figure 8: manage book sequence diagram

34
Figure 9 :Sequence Diagram book return

35
Figure 10: Sequence Diagram update book View

Figure 11 : Sequence Diagram Search Book

36
Figure 12: Sequence diagram of report generate

37
Figure 13 Sequence diagram of date

Figure 14 : Sequence diagram of login

38
Figure 15: Sequence diagram of delete

Figure 16 :Seguence diagram of setBook ID/authorID

39
 3.2.2 ACTIVITY DIAGRAM

Figure 17: activity diagram of return book

3.2.3 STATE DIAGRAMS

40
 State Diagram chart for return_book

Clarify
user
Librarain Membe Gus
r t

logi Logging to the

n
form

Return
form
Fill the
form

return
button To send to data
base

Figure 18: state diagram

41
 CONCLUSION
Jinka University Library Management System has achieved its primary objective because this system has
facilitated the process of borrowing and returning books to the library. At the same time, all the processes that
take place will run smoothly and systematically. Next, the system has provided a platform for the librarian to
detect late returns from the students and calculate the fine automatically. Therefore, the librarian can also
administer the system by managing the books available in the office, borrowers, and subordinate
librarians. As a result of the development of the Library Management System, this system has overcome
some of the problems librarians and students face in borrowing and returning. With the system already built,
manual systems that require a logbook to record data are no longer needed. Borrowing data will be stored
neatly in the database, making it easier for librarians and students to refer to the data in the future

42
 REFERENCES

[1] J. University, "www.jku.edu.et," Jinka university, 21 January 2017. [Online]. Available:

http://jku.edu.et/. [Accessed 24 January 2024].
[2] j. library, "library info," jun 2017, jinka, 2017.

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 APPENDIX
APPENDIX A: INTERVIEW QUESTIONS
 What kind of system the organization has used to solve complaints
 How does the existing system work?
 Is there a format to make some complaints
 What are the problems of the existing system

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