Library Management System
Documentation
1. INTRODUCTION
A Library Management System (LMS) is an application designed to automate and streamline
the daily operations of a library. Traditionally, libraries maintained physical registers for
managing book stocks, issue/return records, and member information. However, manual
management is prone to human error, time consumption, and data inconsistency.
The proposed Library Management System project aims to digitalize these processes,
allowing the librarian to handle member registrations, book entries, book issue/return
processes, and fine calculations more efficiently. This system is developed using Java (Swing
for GUI) and MySQL as the backend database. It is designed to be user-friendly and supports
day-to-day library operations seamlessly, improving both accuracy and speed.
2. OBJECTIVE
- To automate the library operations such as book entry, issue/return, and record
maintenance.
- To eliminate manual record-keeping, reducing the risk of human error.
- To enable quick search and retrieval of book and member information.
- To calculate fines for overdue returns automatically.
- To generate customized reports, like book stock reports, issued books, overdue books, etc.
- To maintain secure storage of data with regular backups.
- To improve operational efficiency, saving time for both library staff and members.
3. SYSTEM ANALYSIS
3.1 IDENTIFICATION OF NEED
During the initial review of the existing system, the following issues were identified:
- Time-consuming manual search for book availability.
- Errors in record management, such as incorrect book returns or duplicate entries.
- Difficulty in calculating fines manually, leading to discrepancies.
- Loss of data due to physical register damage or misplacement.
- Lack of reporting features, making it hard to track issued or overdue books.
Considering these limitations, a computerized system is required to enhance library
services and simplify processes.
3.2 PRELIMINARY INVESTIGATION
A preliminary study was conducted involving interviews with librarians, observations of
current workflows, and collecting user feedback. The investigation concluded:
- The manual system is inefficient and leads to frequent delays.
- Book inventory management is complex and prone to errors.
- There is no quick way to generate reports for audits or book tracking.
- Member records are scattered, making membership management difficult.
Based on this study, the development of an automated Library Management System was
proposed.
3.3 FEASIBILITY STUDY
3.3.1 TECHNICAL FEASIBILITY
The project is technically feasible since the development tools are readily available and
compatible with the current infrastructure.
Technologies Used:
- Java (Swing) for building the desktop-based user interface.
- MySQL for the backend database to store books, members, and transaction records.
- NetBeans/Eclipse IDE for code development.
Hardware Requirements:
- Minimum: Intel i3 Processor, 4 GB RAM, 500 GB HDD
- Operating System: Windows/Linux
This ensures the project is technically viable with minimal hardware and software
investment.
3.3.2 OPERATIONAL FEASIBILITY
The system is designed to be operationally feasible. The GUI is simple and easy to use, even
for non-technical staff. Basic computer knowledge is sufficient to operate the system.
Operational Benefits:
- Faster book issue and return process.
- Easy tracking of overdue books and automatic fine calculations.
- Instant availability of reports and records.
- Reduction of manual errors and workload.
3.3.3 ECONOMIC FEASIBILITY
The cost of development and maintenance of the Library Management System is low
because of the use of open-source tools.
Cost Analysis:
Item | Cost
Development (In-house) | Minimal
Software (Java, MySQL) | Free (Open Source)
Hardware (Existing PCs) | No Additional Cost
Maintenance | Low
In the long term, the system will save labor costs, reduce paper usage, and minimize errors,
making it economically justified.
3.4 PROJECT PLANNING
Proper project planning was done to ensure the timely delivery of the Library Management
System. The following steps were planned and followed:
Phase | Description | Duration
Requirement Analysis | Identify user needs | 1 Week
System Design | Create UML diagrams, ER diagram, DFDs | 1 Week
Coding | Develop front-end and back-end modules | 3 Weeks
Testing | Unit testing, Integration testing | 1 Week
Deployment | Install and configure the system | 1 Week
User Training | Guide librarians on system usage | 2 Days
3.5 PROJECT SCHEDULING
A Gantt Chart was prepared to schedule each development phase. Each team member was
assigned tasks with deadlines to ensure smooth workflow.
Sample Project Schedule:
Activity | Start Date | End Date
Requirement Gathering | 1st Aug | 7th Aug
System Design | 8th Aug | 14th Aug
Development | 15th Aug | 5th Sept
Testing | 6th Sept | 12th Sept
Deployment & Training | 13th Sept | 15th Sept
The schedule was monitored regularly to avoid delays and ensure project success.
