Tribhuvan University

Faculty of Humanities and Social Science

Project Report

On

Library Management System

SUBMITTED TO:

Department of Computer Application

Birat Kshitiz College

Biratnagar-12, Nepal

In partial fulfillment of the requirement for the Bachelor of Computer Application

SUBMITTED BY:

Avishek Acharya (107402059)

Shreya Neupane (107402021)

Under the Supervision of

Mr. Sagar Shrestha

Date: November 2024

 Tribhuvan University

Faculty of Humanities and Social Science

Birat Kshitiz College

Supervisor’s Recommendation

I hereby recommend that this project is prepared under my supervision by Avishek

Acharya and Shreya Neupane and entitled by “Library Management System” in
partial fulfillment of the requirements for the degree of Bachelors of Computer
Application (BCA) processed for the evaluation.

………………………….

MR. Sagar Shrestha

SUPERVISOR

BIRAT KSHITIZ COLLEGE, BIRATNAGAR

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 Tribhuvan University

Faculty of Humanities and Social Sciences

Birat Kshitiz College

LETTER OF APPROVAL

This is to clarify that this project proposal by Avishek Acharya and Shreya Neupane
entitled “Library Management System” in partial fulfillment of the requirements for the
degree of Bachelor of Computer Application has been well studied. In our opinion, it is
satisfactory in the scope and quality as a project for the required degree.

…………………. ………………………
Mr. Sagar Shrestha Mr. Dinesh Dahal
Supervisor Principal
Birat Kshitiz College

…………………… …………………..
Internal Examiner External Examiner
Tribhuvan University

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 STUDENT’S DECLARATION

This is to clarify that the project report entitled “Library Management System”
submitted in partial fulfillment of the requirements of Birat Kshitiz College, Nepal, is
our original work and not submitted for the award of any degree, diploma, fellowship, or
any other similar title or prizes. We Avishek Acharya and Shreya Neupane have
worked under the supervision and guidance of Mr. Sagar Shrestha and that no part of
this report has been submitted for the award of any other degree, Diploma, Fellowship, or
other similar titles or prizes and that the work has not been published in any journal or
magazine.

_____________________ _____________________

Avishek Acharya Shreya Neupane

Symbol No: 107402059 Symbol No: 107402021

Reg No: 6-2-1074-0007-2020 Reg No: 6-2-1074-0028-

2020

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 ACKNOWLEDGEMENT
We have taken efforts in this project. However, it would not have been possible without
the kind support and help of many individuals. We would like to extend our sincere
thanks to all of them.

It is a genuine pleasure to express our deep sense of thanks and gratitude to our supervisor
Mr. Sagar Shrestha for his guidance and constant supervision in our project. His
dedication and keen interest above all his overwhelming attitude to help his students had
been solely and mainly responsible for completing our project. His timely advice and
guidance have helped us to a great extend to accomplish this task. Also, we would like to
express our thanks to the principal,Mr. Dinesh Dahal for his guidance and support
throughout the project development phase. Our thanks and appreciation also go to all the
people who have willingly helped us out with their abilities.

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 ABSTRACT
The ‘Library Management system’ undertaken as a project is based on relevant
technologies, which is an attempt to automate the existing library. The project enables its
user to perform all the operations regarding a library. The project enables the user to
make entry of a new book, deleting the record of a book from the library, issuing a book
to member, making entry of a new member, deleting the record of a member from the
library etc. The process model we have used for our project is Linear Sequential because
the requirements are well stated and understood before in hand. In analysis phase we
analysed the requirements of what the project will do. We collected the requirements
needed to develop the project. Then in the design phase we designed our project
according to user satisfaction. We created database to store the details of members, books
in tables. We designed DFD diagrams based upon the operations that was carrying in the
project. Then cost and effort estimations are calculated and testing and coding processes
have been carried out. Hence in the existing system for LIBRARY MANAGEMENT
SYSTEM, the performance evaluation system and the maintenance are done manually.
The proposed system will maintain all the information in a standard database and will be
able to generate reports when necessary.

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 TABLE OF CONTENTS

ACKNOWLEDGEMENT...................................................................................................v

ABSTRACT.......................................................................................................................vi

TABLE OF CONTENTS.................................................................................................vii

LIST OF FIGURES............................................................................................................ix

LIST OF TABLES...............................................................................................................x

LIST OF ABBREVIATIONS.............................................................................................xi

CHAPTER 1: INTRODUCTION........................................................................................1

1.1 Introduction................................................................................................................1
1.2 Problem Definition.....................................................................................................1
1.3 Objectives...................................................................................................................1
1.4 Scope..........................................................................................................................2
1.5 Project Deliverables...................................................................................................2
1.6 Development Methodology....................................................................................2
1.7 Roles and Responsibilities.........................................................................................3
1.8 Report Organization...................................................................................................3
CHAPTER 2: BACKGROUNDSTUDY & LITERATURE REVIEW..............................5

2.1 Background Study......................................................................................................5

2.2 Literature Review.......................................................................................................5
CHAPTER 3: SYSTEM ANALYSIS AND DESIGN........................................................6

3.1 System Analysis.........................................................................................................6

3.1.1 Requirement Analysis.........................................................................................6
3.1.2 Feasibility analysis..............................................................................................8
3.1.3 Data Modeling.....................................................................................................9
3.1.4 Process Model...................................................................................................10
3.2 System Design..........................................................................................................12
3.2.1 Architectural Design.........................................................................................12
3.2.2 Database Schema...............................................................................................13
3.3 Interface Design...................................................................................................14
3.4 Algorithm Details.....................................................................................................14
CHAPTER 4: IMPLEMENTATION AND TESTING.....................................................16
 4.1 Implementation.........................................................................................................16
4.1.1 Tools Used.........................................................................................................16
4.1.2 Implementation Details of modules..................................................................17
4.2 Testing......................................................................................................................17
4.2.1 Unit Testing.......................................................................................................17
CHAPTER 5: CONCLUSION AND FUTURE RECOMMENDATION.........................19

5.1 Conclusion................................................................................................................19
5.2 Lesson learnt/Outcome.............................................................................................19
5.3 Future Recommendation..........................................................................................19
REFERENCES..................................................................................................................21

APPENDIX........................................................................................................................22
 LIST OF FIGURES

Figure 1:Prototype Model....................................................................................................2

Figure 2: Use Case Diagram of Library Management System............................................7
Figure 3: ER Diagram of Library Management System......................................................9
Figure 4: Context Diagram of Library Management System.............................................10
Figure 5: Top Level DFD (Level-0) of Library Management System...............................11
Figure 6: Architectural Design of Library Management System.......................................12
Figure 7: Schema Diagram of Library Management System.............................................13
Figure 8: User Interface Design.........................................................................................14
Figure 9: Binary Search Algorithm....................................................................................15
Figure 10: Books Page.......................................................................................................22
Figure 11: Profile page.......................................................................................................22
Figure 12: Book Request Page...........................................................................................23
Figure 13: Add Book Page.................................................................................................23

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 LIST OF TABLES
Table 1: TEST CASE FOR LOGIN SECTION ................................................................
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x
 LIST OF ABBREVIATIONS
Acronyms Definition
LMS Library Management System
HTML HyperText Markup Language
CSS Cascading Style Sheets
PHP Hypertext Processor
My SQL My Structured Query Language

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 CHAPTER 1: INTRODUCTION

1.1 Introduction

Library Management System is a comprehensive library management solution that is

suitable for both large and small libraries. Its flexible design enables Library Management
System to be installed in a range of Library organizations, ranging from public libraries,
through to academic, joint use and special libraries. This Library Management System
Software is capable of handling Books with equal ease and efficiency. This is a Windows-
based Library Management System, utilizing the latest advancements in the Information
Technology to provide and improve Library Service.

1.2 Problem Definition

A college library management is a project that manages and stores books information
electronically according to student’s needs. The system helps both students and library
manager to keep a constant track of all the books available in the library. It allows both
the admin and the student to search for the desired book. It becomes necessary for
colleges to keep a continuous check on the books issued and returned and even calculate
fine. This task if carried out manually will be tedious and includes chances of mistakes.
These errors are avoided by allowing the system to keep track of information such as
issue date, last date to return the book and even fine information and thus there is no need
to keep manual track of this information which thereby avoids chances of mistakes. Thus,
this system reduces manual work to a great extent allows smooth flow of library activities
by removing chances of errors in the details.
1.3 Objectives

There are following main objectives of “LIBRARY MANAGEMENT SYSTEM” which

are listed below:

 To implement a user-friendly interface for users.

 To allow users to review books for informed book selection.
 To Provide real-time updates on availlability of books.

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1.4 Scope

For Members: -
• Facility for search of Books based on Subject, Keyword.
• Facility for REQUEST / RETURN Books.
For Library Staff: -
. • Simple and intuitive GUI for performing all functions.
1.5 Project Deliverables

 Specification Document: Detailed outline of functional and non-functional

requirements, including features such as cataloging, member management, issue/return
tracking, fines management, and search functionality.

 Plan: A document with timelines, milestones, and resource allocation.

1.6 Development Methodology

The prototype model is a software development model in which a prototype (an early
approximation of a final system or product) is built, tested, and then reworked until an
acceptable prototype is achieved. This model is used for several reasons :

• Prototypes can be reused in the future, for more complicated projects.

• Users have a better understanding of how the product works.
• Quicker customer feedback provides a better idea of customer needs
• Emphasizes team communication and flexible design practices.
• Missing functionality and errors are detected easily.

Figure 1:Prototype Model

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1.7 Roles and Responsibilities

Title/Role Name Responsibilities

• Overall development
of the project.

• Generate ideas.
Avishek Acharya
• Champions the
Project Developer Shreya Neupane project amongst her
peer and provide
leadership as
required

• Making daily reports

• Making resource
available to project
as required.
Project Documentation/ Avishek Acharya
• Attend peer meetings
Report Shreya Neupane
and correct
documentation.

• Deliver final
documentation as
required.

1.8 Report Organization

In this report, report organization starts with a brief introduction and ends with the
conclusion and future recommendation i.e chapter 1 to chapter 5 which are listed below:

Chapter 1:

Chapter 1 starts with an introduction. In an introduction we study about a brief

introduction, problem definition, objectives, scope, project deliverable, development
methodology, roles and responsibilities and report organization.

Chapter 2:

Chapter 2 starts with background study and literature review.

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Chapter 3:

Chapter 3 starts with system analysis and design. In system analysis we study about
requirement analysis, feasibility analysis, data modeling and process model. Similarly, in
system design we study about architectural design, database schema. And interface
design, algorithm details.

Chapter 4:

Chapter 4 starts with implementation and testing. In implementation we study about tools
used and implementation details of modules. Similarly, in testing we study about unit
testing.

Chapter 5:

Chapter 5 starts with conclusion and future recommendation which we study about
conclusion, lesson learnt/outcome and future recommendation.

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 CHAPTER 2: BACKGROUNDSTUDY & LITERATURE
REVIEW

2.1 Background Study

A Library Management System (LMS) is a digital solution designed to streamline library

operations, manage resources, and enhance user experiences. Evolving from manual card
catalog systems, modern LMSs offer a range of features such as cataloging, circulation,
member management, and reporting. Advanced systems also integrate digital resources,
support interlibrary loans, and provide mobile and cloud-based access for both patrons
and staff. LMSs automate tasks like overdue tracking and fine calculations, improving
operational efficiency and enabling libraries to meet the needs of a digital-savvy audience.
Key considerations include data privacy, scalability, cost, and ease of use.

2.2 Literature Review

The literature on Library Management Systems (LMS) reveals a steady evolution from
manual cataloging methods to sophisticated digital systems that enhance library
operations and user experience. Early studies emphasized LMS’s ability to streamline
cataloging, circulation, and inventory management, transforming traditional libraries into
efficient, digital-first environments (Cohn et al., 2008). As cloud-based and mobile-
accessible LMS solutions emerged, research highlighted their scalability, accessibility,
and ability to manage both physical and digital collections, meeting the demands of
modern library users (Madhusudhan & Singh, 2016). Comparative studies between open-
source and proprietary LMS options, such as Koha and Evergreen, have shown that while
open-source systems offer flexibility and cost savings, proprietary systems often provide
more robust support and ease of use, which can be vital for resource-limited libraries
(Helling & Petz, 2010). However, implementing an LMS can pose challenges, particularly
around data privacy, system scalability, and staff training, issues that must be managed
for successful adoption (Ayoku & Okafor, 2015). More recent research has explored AI
and machine learning applications in LMS to enhance features like personalized
recommendations and resource allocation. Overall, LMS literature underscores these
systems’ positive impact on operational efficiency and service quality, while also
identifying emerging areas such as mobile access, data security, and user-centric design as
essential for their ongoing relevance.

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 CHAPTER 3: SYSTEM ANALYSIS AND DESIGN

3.1 System Analysis

System analysis involves the detailed study of the current system model, leading to
specification of a new system. A model provides the blueprints of a system.

3.1.1 Requirement Analysis

Requirement’s analysis involves frequent communication with system users to determine
specific features expectations, resolution of conflict or ambiguity in requirements as
demanded by the various users or group of users, avoidance of errors and documentation
of all aspects of the project development process from start to finish.

Two types of requirements are analyzed in two different ways;

1. Functional Requirements
The system allows the following functionalities:
User Management: Registration, login, roles (admin, librarian, member), and
profile updates.
Book Management: Add, update, delete books, categorize, and track availability.

Search & Filter: Search books by title, author, genre, and apply filters.

Borrow & Return: Issue/return books, renewals, due date tracking, and penalty
management.

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 Figure 2: Use Case Diagram of Library Management System

Figure 2 shows the use case diagram of “ Library Management System” consisting of
only Admin. Admin have facilities like manage student, manage teacher, manage courses,
manage fees, check department, manage library.

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 2. Non-Functional Requirements
It define the criteria according to which system must work. The requirements that
are not covered by functional are covered by non-functional requirements. It
includes the following requirements:
Performance: Fast, scalable, and efficient.
Usability: User-friendly, accessible interface.
Security: Data privacy, secure access, data integrity.
Reliability: Backup, recovery, high availability.

3.1.2 Feasibility analysis

A feasibility analysis for a Library Management System (LMS) evaluates its practicality
in terms of technical,economic,operational and schedule factors. Technically, an LMS is
feasible using current software and database technologies, as many established
frameworks support such systems. Economically, an LMS can reduce manual workload
and improve efficiency, potentially offering cost savings over time. Operationally, the
system aligns well with library staff and user needs, simplifying cataloging, book
management, and tracking, which enhances overall productivity. Regarding scheduling,
development can be broken down into manageable phases, ensuring timely
implementation and the ability to scale based on future needs.

Technical Feasibility

The technical feasibility of a Library Management System (LMS) is strong, as it can be

developed using widely available programming languages, database management
systems, and web frameworks that support the required functionality. Existing
technologies provide reliable solutions for search, cataloging, user management, and
transaction tracking, making the system feasible within current technical capabilities.

Operational Feasibility

The operational feasibility of a Library Management System (LMS) is high, as it directly

addresses and streamlines key library operations, such as book cataloging, borrowing, and
return tracking, while enhancing the user experience. By automating routine tasks, the
system reduces manual effort for librarians, ensures efficient inventory management, and
provides users with easy access to search and reserve books, aligning well with both
library staff and user needs. The system’s adoption is expected to improve overall
efficiency, minimize errors, and deliver a more organized and accessible library
environment.

Economical Feasibility

The economic feasibility of a Library Management System (LMS) is promising, as it can

lead to long-term cost savings by reducing manual labor, minimizing paper-based
processes, and optimizing resource management. Although there may be an initial
investment in software development, training, and hardware, these costs are offset over
time by lower operational expenses and increased productivity. The LMS also enhances

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user satisfaction, potentially increasing library usage and community engagement, which
further justifies the investment.

3.1.3 Data Modeling

Figure 3: ER Diagram of Library Management System

Figure 3 shows the ER diagram of “Library Management System” that

illustrates how “entities” such as people, objects or concepts relate to each within a
system. Admin, Student, Department, Library are the entities involved in it.

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3.1.4 Process Model

Figure 4: Context Diagram of Library Management System

Figure 4 shows the context diagram of “Library Management System” in a visual

representation of the relationship between data and processes. The diagram has 3 main
components which include external entities, system processes, and data flows.

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 Figure 5: Top Level DFD (Level-0) of Library Management System

Figure 5 shows the top level DFD (Level-0) of “Library Management System”
how data is processed within a system based on inputs and outputs. It is used to
represent the flow of information, data sources and destinations where data is stored.

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3.2 System Design

3.2.1 Architectural Design

Figure 6: Architectural Design of Library Management System

Figure 6 shows the architectural design of “Library Management System” that focuses
on components or elements of a structure. An architect work with space and elements to
create a coherent and functional structure.

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3.2.2 Database Schema

Figure 7: Schema Diagram of Library Management System

Figure 7 shows the schema diagram of “Library Management System” defines how the
data is organized using the schema diagram. A schema diagram contains entities and the
attributes that will define that schema. It tells about the structural view of the database.

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3.3 Interface Design

Figure 8: User Interface Design

3.4 Algorithm Details

We have apply Binary Search algorithm for development of system. The algorithm is
applied to watch the teachers and students by their name.

Steps:

Step 1: Read the search element from the user.

Step 2: Find the middle element in the sorted list.

Step 3: Compare the search element with the middle element in the sorted list.

Step 4: If both are matched, then display “Given element is found!!” and terminate the
function.

Step 5: If both are not matched, then check whether the search element is smaller or
larger than the middle element.

Step 6: If the search element is smaller than the middle element, repeat steps 2, 3, 4 and 5
for the left sub list of the middle element.

Step 7: If the search element is larger than middle element, repeat steps 2, 3, 4 and 5 for
the right sub list of the middle element.

Step 8: Repeat the process until we find the search element in the list or until sub list
contains only one element.

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Step 9: If that element also doesn’t match with the search element, then display.
“Element is not found” and terminate the function.

Figure 9: Binary Search Algorithm

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 CHAPTER 4: IMPLEMENTATION AND TESTING

4.1 Implementation

To implement the system, various front end and back end developing tools are used as the
implement tools.

4.1.1 Tools Used

• Front End Tools
• Front-end converts the data to a graphical interface, through the use of various
front end development tools so that users can view and interact with the data.
Tools used to develop the frontend application of College Management System
are: HTML , CSS , JavaScript.

• HTML Hypertext Markup Language (HTML) is the standard markup language

for documents, designed to be displayed in a web browser. HTML provides a
means to create structured documents by denoting structural semantics for text
such as headings, paragraphs, lists, links, quotes, and other items. It can be
assumed as the skeleton of the front end application.
• Cascading Style Sheet (CSS) is a style sheet language used for describing the
presentation of a document written in a markup language like HTML. It is
responsible for the designing of the front end application to enhance the user
interface as it is designed to enable the separation of presentation and content,
including layout, color and font.
• JavaScript is lightweight, interpreted, or just-in-time compiled programming
language with first class functions. While it is most well-known as the scripting
language for web pages, many non browser environments also use it. It is client
side scripting language. It is used for form validation and also to add extra
functioning and to make the software more responsive.
• Back End Tools
Backend refers to the server side of an application and everything that
communicates between the database and browser.
Tools used to develop the backend application of:
 PHP
 XAMPP
 MySQL

PHP stands for Hypertext Preprocessor which is most widely used open source,
interpreted, object oriented and general purpose server side scripting language
used mainly in web development to create dynamic websites and application. In

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 College Management System, from database connectivity to the CRUD
operation in the database is performed using PHP.
XAMPP is a very easy to install Apache Distribution for Linux, Solaris,
Windows, and Mac OS X. The package includes the Apache web server, MySql,
PHP, Perl, a FTP server and phpMyAdmin. It features are Apache, MySql, PHP,
Perl and many more.
MySQL is free and open source relational database management system which
is used by many database-driven web applications. The database of College
Management System is created using MySQL.
4.1.2 Implementation Details of modules
• Admin Module
Here in admin module, admin first login to the admin dashboard and manage the
Student, Department, Teacher, Library.

4.2 Testing

Testing ensures the Library Management System (LMS) is functional, secure, and user-
friendly by verifying each feature, performance, and security aspect before deployment.

4.2.1 Unit Testing

Unit testing involves testing individual components or functions of the Library
Management System (LMS) to ensure each works correctly in isolation. By focusing on
the smallest testable parts, such as user registration, book cataloging, or search functions,
developers can quickly identify and fix bugs in specific modules. This testing is essential
for catching errors early, ensuring code reliability, and supporting smooth integration of
all system components.

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 Table 1: TEST CASE FOR LOGIN SECTION

S.N. Test Case Input Test Data Expected Actual Output Status
Output
1. Test if user is Username: Admin User must be User redirected True
able to login Password: Password redirected into the to the user
successfully user dashboard dashboard

2. Test if the user Username: User must not be User is not False
is unable to gmail.com redirected to the redirected to the
user dashboard user dashboard
login
Password: 246
successfully
3. Test with valid Username: Admin Enter Both Enter Both True
email, but empty Password: Username and Username and
password
Password Password
4. Test with empty Username: Enter Both Enter Both True
email, but valid Password: Password Username and Username and
password
Password Password

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 CHAPTER 5: CONCLUSION AND FUTURE
RECOMMENDATION

5.1 Conclusion

In conclusion, a Library Management System (LMS) streamlines and automates library

operations, improving efficiency, user experience, and resource management. With
careful attention to technical, operational, and economic feasibility, the LMS offers
significant benefits in terms of time savings, reduced manual work, and enhanced service
delivery. By utilizing modern tools and technologies, along with rigorous testing and
systematic implementation, the LMS can become a valuable asset for any library,
ensuring smooth functionality and long-term scalability. Proper maintenance and updates
will ensure it continues to meet evolving user and operational needs.

5.2 Lesson learnt/Outcome

1.Importance of Planning: A clear understanding of user needs, library operations, and

system requirements is crucial for a successful LMS. Thorough planning helps ensure all
features are accounted for and aligned with library goals.

2.System Integration: Ensuring seamless integration between various system components

(user management, book cataloging, transaction tracking) is essential for smooth
operation and reducing errors.

3.User-Centered Design: Focusing on a user-friendly interface and ensuring ease of use

for both library staff and users is key to adoption and operational success.

5.3 Future Recommendation

1. Mobile Application Integration: Develop a mobile app version of the LMS to allow
users to browse, borrow, return, and reserve books from their smartphones, enhancing
accessibility and convenience.

2. Advanced Search Features: Implement advanced search capabilities, such as AI-based

recommendations, natural language processing (NLP) for better book discovery, and
voice search for improved user experience.

3. Cloud Integration: Migrate the system to a cloud-based platform for greater scalability,
data security, and easier maintenance, while allowing remote access to library staff and
users.

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4. Integration with Other Libraries: Allow interoperability with other library management
systems for sharing resources, catalogs, and enabling inter-library borrowing.

By addressing these recommendations, the LMS can evolve to meet changing user needs,
technological advancements, and enhance overall library management in the future.

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 REFERENCES

Zhao, Wei, et al. "Comparative Study of Open Source Library Management Systems:
Koha vs. NewGenLib." Library Philosophy and Practice (e-journal), 2019.
This paper compares two popular open-source LMS, examining their functionalities,
benefits, and limitations.
Collins, Maria, and Graham Stone. "The Role of Library Management Systems in
Academic Libraries." Journal of Academic Librarianship, vol. 45, no. 3, 2019, pp. 203-
210.
This article evaluates how LMS supports academic libraries, particularly in enhancing
operational efficiency and user satisfaction.
Madhusudhan, M., and G. P. Kumar. "Open Source Integrated Library Management
Systems: Comparative Analysis of Koha, NewGenLib, and Evergreen." Program:
Electronic Library and Information Systems, vol. 47, no. 4, 2013, pp. 423-439.
A comparative analysis focused on open-source systems with practical application in
libraries.

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 APPENDIX

Snapshot of :

Figure 10: Books Page

Figure 11: Profile page

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Figure 12: Book Request Page

Figure 13: Add Book Page

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Source Code

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