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NAME ID

1 Tolera Borga…………………................406/08

2 Abdulkerim Heyder…………………...349/08

3 Bereket Makebo…………………………352/08

4 Ribka Bayisa………………………………398/08

5 Sitotaw Muluneh………………………..404/08

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 1. Introduction

1.1 Background
HU Library is the biggest library in the eastern region of the country. Therefore, the library is
providing its services to the university community as well as external users. External users
include governmental and nongovernmental organizations, universities and colleges, high
schools and even individuals who are working in different parts of the country.

Our universities' library was establish in the year 1956E.C and started giving service since this
year. Formerly the library had around 56 workers. However, the number of workers increased to
seventy (70) now a days. Nowadays this library contains around 420 personal computer and 6
rooms. Books are entered into the library as needed and have one manager whose job is to
coordinate (supervise) the system at all. Haramaya University library includes the following
branches.

The main library

Located inside the main HU campus in an area of 1113sq.m.This library is under expansion with
the newly constructed building to be completed so on.

The library of Haramaya University acquires books, journals, magazines, electronic materials
and other documents required for undergraduate and graduate level teaching and research
through procurement and donations. The library also provides Internet services for both
graduate and undergraduate students.

The main library, which is located at Haramaya campus, is organized into sectio
ns
(cataloguing, circulation, documentation, journals and graduate school reference materi
als, magazine and Internet, and book store).

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The school of graduate studies library
The modern building is designed and constructed by considering the services, facilities and roles
of libraries at the information age. It has been completed and has started functioning.

Female students’ library

This Library is providing services only for female students.

1.2 Statement of the problem

We have observed the following problems in the Haramaya University Library System when we
are dealing with the existing system.

 There is no enough space or sit for the students so that students cannot use the library as
he/she wants.

 Some books may not exist when users want to use it.

 Student is allowed to read some books that are few in number for only two hours.

 Student is punished if not returned the book after two hours

 Student cannot get library service if he or she lost ID card.

 There is workload of librarians.

 Less retrieval of information about the desired book.

 There are a lot of problem regarding time, knowledge of the librarian, cost, space, accuracy
and tiredness.

 Time: It look a lot of time to search a material like book when a user asks for the
materials even if the materials are not available.

 Knowledge of the librarian: Most of the librarians are not familiar with the materials
which will cause for user not to get a material they want.

 Cost: when we come to cost all of these work is done by paper which is costly for the
library to afford those papers.

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  Space:-all information of the members and the materials is documented in the library
which needs a large amount of space to keep it.

 Tiredness: - this implies that the librarian is not always active, they might be tired which
lead to do their work properly and accurately. Because of this, they will return the user
by telling the book is not available..

1.3 objectives
General Objectives
General objective of our project is to change the current manual library management system of
Haramaya University into online service.

Specific Objectives

 Managing resources of the library.

 Making operations on books such as storing details, updating book status, deleting
unused books, registering new books etc. easy, reliable and efficient.
 Generating report for a task performed.
 Creating smooth work flow between each department of the library.
 To keep students with up to date materials.
 To make study easier.
 To save time of students.
 To reduce expenditure of university.

 To prepare a website that work with the proposed digital library system.

 To facilitate and organize best way of accessing information resources available in

Haramaya University library system.

 Finally develop workable system.

1.4 Methodology

To perform this project our system requirement will follow methods, models and
development of software life cycle techniques.

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1.4.1 Requirement Gathering Method

We have gathered requirements through the following methods

1.4.1.1. Observation
We gathered data from what we observed in the library when we use the library.

1.4.1.2. Interview
We have interviewed library member. We asked the following questions and got answer.

o What are the roles of manager?

o What are the roles of librarians?
o What are the roles of documentation manager?
o What are the roles of circulation manager?
o How can student borrow a book from library?
o Can students take the book out of campus compound?
o For how many days borrowed book stay with student?
o How can student use library if s/he loose ID card?
o What are the functions of computers in the library?

1.4.2 Design Methodology

In developing this system we follow an object oriented approach. Using Object Oriented
approach enables us to develop system in iterative way. That means we can restart our
system development in some cases like requirement change.

1.5 project feasibility

1.5.1 Technical feasibility

We concern here with equipment and software that will satisfy the user requirement. The
system will use simple software developing languages like C++, java, PHP etc. so the system is
technically feasible. Also our proposed system can be integrated with other university
information systems it is technically feasible.

1.5.2 Economic feasibility

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 Economic analysis could also be referred to as cost benefit analysis. It is the most frequently
used method for evaluating the effectiveness of a new system. Since system is being developed
by students it is costless. This makes our system economically feasible.

1.5.3 Time feasibility

Time of this system is feasible because we accomplished the project corporately by helping
each other to finish the project with in the schedule.

1.6 Project Scope and Limitation

1.6.1 Scope of the system

This project is targeted to automate all the tasks which can be related to Haramaya university
library management system.

The jobs of managing a Library will be simplified by a considerable amount through the
automated system. The system will be able to handle many services to take care of all users in
a quick manner. The system should be user appropriate, easy to use, provide easy recovery of
errors and have an overall end user high subjective satisfaction.

Generally, our broad scope is as following:-

 Download book.
 Search book.
 Book management (Inserting, updating, searching, and others).
 Disallowing unauthorized access.
 Generating reports.
 Add and edit authors and publishers information.
 The students may give their suggestion to library manager.
 Allow only registered student.
 Upload newspapers and magazines.
 Register student.
Scope in:

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  Download book.
 Search book.
 Book management (Inserting, updating, searching, and others).
 Disallowing unauthorized access.
 Generating reports.
 Add and edit authors and publishers information.
 The students may give their suggestion to library manager.

Scope out:

 Upload newspapers and magazines.

 Register student.
1.6.2 Limitations

Too much time spent in front of a computer screen may be harmful. Being constantly online is
the new reality, but the truth is that using a computer or a tablet all the time can cause poor
vision, strain injuries, and other physical problems.

Since online study needs electronic material some students may not have economic ability to
get the material.

Sometimes if network fails it could be difficult to read books online which may result in poor
education quality.

1.7 Significance of the project

 Easy Accessibility:-Our library management software is easily accessible from anywhere

and anytime. It is compatible with mostly with all the hardware and software devices.
Our library management software is easy to navigate and simple to use.
 It keeps records of books, information like name, code, author name.
 It becomes easy for the student to know the status of books.
 Help students to search desired book to make their study easier

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  Newly published books reach students within a few times. Once the book is uploaded
students can access the book.
 The system makes easy for the student to access the library books by just a click. A
student can search for books by using author name, book name and in many other
ways.
 No physical boundary
 Round the clock availability
 Multiple accesses

2.1 Overview of existing system

 The library system use both manuals and computerized system that enables students
to check which book exists in the library, but not used to access the book.

 The user searches the library materials with the information of the material and the
content of the material.

 The database used to hold library material is only help to know the information of the
material and where it found and content of the materials.

 Library administrator provides all important reference books for all departments and
provide for library.
 The administrator employs librarians and gives them schedule of work.
 Administrator of library control over the whole library activities
 Circulation manager control schedule of work.
 Documentation manager categorizes reference books and research books and puts
then at provide places.
 Camera controls each activity of students in the library.
 Vice administrator control work of camera of library
 Vice administrator controls the works of members of library and problems happen in
the library and transfer the case to the head of library.
 Attendant checks the attendance of librarians.
 Check point checks the clothing and materials at the hand of student at the gate of
library when student enters and leaves library.
 Students go to library, give their ID card take a book, read the book and return it after
certain time.

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  Librarians give service for students according to their working schedule.
 Students sometimes borrow some books from library for certain time.
 Newspapers, magazines and other written materials are provided at predict table.

Business rule

As a rule of Haramaya University library management system:

Student can borrow book for 15 days

Lectures and all library members can borrow book for 30 days.

Student must have bucket card to borrow the book and to take the book out of campus compound

Some online library system business rules are:-

 Every student must have account to use the system.

 Each student can have only one account.
 Administrator account can be opened once.
 Students if out of the member cannot be access the system.
 In order to secure the online library system all members of system must have username
and password.

2.2 Proposed system

The proposed system will perform different tasks such as:

 The system changes existing manual system to online library system.

 The system minimizes data redundancy by using database.
 The system can minimize loose of data and loss of time.
 The system reduces workload of librarians.
 The system helps Student to access library from any place, any time.
 The system will reduce the cost.
Non-functional Requirement
 Security: - Access to the various subsystems will be protected by a user log in
screen that requires a user name and password.

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  Binary compatibility:-the system is accessible for many computers.
 Accessibility:-system can be accessed from anywhere.
 Flexibility:-the system intends to increase or the functionality after its
deployment.
 Efficiency:-the system utilizes resources and takes less time to perform activities
and mean time to repair. Even if the system fails, the system will be recovered
back up within an hour or less.
 Reliability:-capability of the system to maintain its performance over time.
 Availability:-the amount of time that it is operational and available for use.
 Accuracy:-The system should accurately provide real time information taking
into consideration various concurrency issues.
 Performance:-The information is refreshed at regular intervals depending upon
whether some updates have occurred or not. The system shall respond to the
member within few seconds from the time of the request submittal. The system
shall be allowed to take more time when doing large processing jobs.
 Maintainability and Portability:-Changes (addition of information, password
changes, and database changes) must be verified. The system should provide
automatically notification to users.
CONSTRAINTS

Lack of experience: - no one of our project team member has worked similar project before his
project

Insufficiency of resources: - we use information technology computer laboratory to do the

project. The laboratory cannot serve us whenever we need, because the laboratory gives
education service and is closed at night. In addition as the project is our first project we need
some supportive materials, but we could not get material.

Lack of time: - being student our project team members need to study another courses, on
other hand the time given to complete the project is limited. This has its own effect on the
project quality.

Electricity power goes off frequently while doing the project; this forced us not to use time
properly.

Functional Requirements
The functional requirements of our systems are as following:

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  Create account:-the administrator, librarian and students create personal
account.
 Log in:-the administrator, librarian and students log into the system and perform
activities they want. Since the username is unique the system must give a
message if the entered user name is not available.
 Insert, delete and modify books:-the administrator can insert new books, delete
or modify older books.
 Remove member or delete account:-Administrator deletes the account of
students if they are graduated or terminated from university.
 Search book:-Users have the ability to search through books by subject, title,
authors or any information related to the book.
 Download book: -Student download necessary book.
 Librarian identify book for updating:-the librarian checks available books and
their contents and identify the books that need modification.
 Add and edit information:-administrator adds and edits information about
books, book authors and publishers. The system should allow only the
administrator to modify the site contents
 Give suggestion:-the students can give their suggestion about existing books and
which book they need to be added to library administrator.
 Edit profile:-system should allow user to edit their profile detail.
 Log out:-the administrator, librarian and students log out from system after
finishing their work.

Use case diagram

Actors:
 Administrator
 Librarian
 Student

Use cases:

 Create account
 Log in

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  Upload book
 Download book
 Search book
 Modify book
 Delete book
 Add information
 Edit information
 Give suggestion
 Edit profile
 Identify book for updating
 Log out
 Delete account

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 Use case diagram

Use case description of create account

Use case name Create account

actor Administrator, librarian and student
description This use case helps administrator, librarian and student to
create account
Pre-condition The Haramaya university online library system website
must exist
Post condition Account will be created
Basic course of action Actor action System response
1: this use case starts when 2: the system displays
user clicks on create choose account type
account on web page. option page.
3: Users choose account 4: the system displays form
type. of chosen account.
5: user fills information and 6: system validates user.
clicks create. 7: the system sends
8: user inserts the confirmation code.
confirmation code. 9: the system stores
10: use case ends. account on account table.

Alternative course of action 6.1: the system displays “the account cannot be created”
if the administrator account was created before.
6.2: the system displays “the account cannot be created”
if user is not member.
6.3: the system displays “fill all profile spaces “if user left
some spaces empty.
6.4: the system displays the message “insert valid
password” if user inserts password less than six
characters length.

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 Use case description of log in

Use case name: Login

Actor: administrator, librarian and student
Description This use case allows the Administrator, librarian and student to
log in to the system
Precondition The login form is displayed on the screen
Post condition The administrator, librarian and student logged in to the system
and select tasks.
Basic course of action Actor action System response
1: this use case is initiated 2: system displays log in page.
when administrator, librarian 5: system validates log in against
or student clicks login button
account table in the database.
on web page.
3: user inserts name and 6: system displays personal
password. home page to the user.
4: user clicks ok.
7: use case ends.
alternative course of action 5.1: If the User name and password is not valid, send a
notification to the user to re-select user name and re-inter
password again.

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 Use case description of upload book

Use case name: upload book

Actor: administrator
Description This use case allows administrator to insert book.
Precondition The administrator must log in.
Post condition The administrator upload book.
Basic course of action Actor action System response
1: this use case starts when 2: the system displays upload
administrator selects upload page.
book button on home page. 4: system stores book on book
3: administrator inserts name table and notifies book is
and code of book and click uploaded.
upload button.
5: use case ends.

Alternative course of action 4.1: the system displays the unsuccessful message if the book
is not uploaded.

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 Use case description of modify book

Use case name Modify book

actor Administrator
description This use case allows administrator to modify book.
Pre-condition The administrator must log in.
Post condition Book is modified
Basic course of action Actor action System response
1: administrator clicks 2:system displays modify
modify button on home page
page. 4: system verifies
3: administrator inserts information.
book name and code and 5: system searches book
click ok. and return book on modify
6: administrator modifies page.
book and clicks ok. 7: system store modified
8:use case ends book on book table.

Alternative course of action 4.1:system displays “insert correct book name and code”
if administrator did not write correct book name and code

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 Use case description of delete book

Use case name Delete book

actor Administrator
description This use case helps administrator to delete book
Pre-condition The administrator must log in.
Post condition The is deleted
Basic course of action Actor action System response
1: administrator clicks 2: system displays search
delete book button on engine.
home page. 4: system verifies
3: administrator inserts information.
name and code and click ok. 5: system searches book
6:administrator clicks and return book on delete
deletes the book page.
8: use case ends. 7:system remove book
from book table
Alternative course of action 4.1: system displays “insert correct name and code of the
book” if the administrator did not insert correct name and
code of the book.

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Use case description of add information

Use case name: Add information

Actor: Administrator
Description This use case allows the administrator to add information.
Precondition The administrator must log in.
Post condition Administrator adds information.
Basic course of action Actor action System response
1: This use case starts when 2: the system displays
the administrator clicks add information page.
information button on home 4: system stores information
page. on information table.
3: administrator adds 5: system returns successful
information and clicks ok. message.
6: use case ends.

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 Use case description of edit information

Use case name Edit information

actor Administrator
description The use case is used to edit information
Pre-condition The administrator must log in.
Post condition Some information is edited
Basic course of action Actor action System response
1: administrator clicks edit 2: system displays
information button on information page.
home page. 4: system searches existing
3: administrator selects information from
information he/she want to information table and
edit. return to administrator.
5: administrator edits 6: system stores edited
Information and click ok. information on information
7: use case ends. table.

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 Use case description of search book

Use case name: Search book

Actor: Student
Description This use case helps students to search book.
Precondition Book must be uploaded.
Post condition Students get the book he or she want.
Basic course of action Actor action System response
1: student click search button 2: system displays search
on home page. engine.
3: student inserts name and 4: system verifies information.
code of the book and clicks 5: system searches book from
ok. book table and return to
6: student use or read book. student on view book page.
7: use case ends.
Alternative course of action 4.1: system displays “search other book message” if the book
doesn’t exist.

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 Use case description of download book

Use case name: Download book

Actor: Student
Description This use case allows the Student to download resources.
Precondition The Student should be valid user.
Post condition The Student downloads the book she/he needs.
Basic course of action Actor action System response
1: This use case starts when 2: The system displays search
the student clicks download
engine.
button on home page.
3: The Student inserts the 4: system validates information.
5: system searches book with
book name and code he/she provided information and return
wants to download and click book on download page.
7: The system process
submit button.
downloading.
6 :The student click on
8: The system notifies the
download button download is completed.
9: Use case ends
Alternative course of action 4.1: The system displays “insert correct information” if the
book doesn’t exist.
7.1: The system notifies the download is failed if download is
not completed.

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 Use case description of give suggestion

Use case name: Give suggestion

Actor: Student
Description This use case allows students to give suggestion
Precondition Students must log in.
Post condition Student gives suggestion.
Basic course of action Actor action System response
1: student click on your 2: the system displays
suggestion button on home suggestion page.
page. 4: system stores suggestion
3: student inserts suggestion on information table and
and clicks send button. responds your suggestion is
5: use case ends. accepted.

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 Use case description of edit profile

Use case name: Edit profile

Actor: Administrator, librarian and student
Description This use case allows administrator, librarian and student to
edit their personal profile.
Precondition The profile must exist
Post condition Administrator, librarian and student edit their profile.
Basic course of action Actor action System response
1: administrator, librarian or 2: the system display user
student clicks edit profile profile page.
button on home page. 4: system verifies edited
3: the user edits information information.
and clicks ok button. 5: the system stores edited
7: use case ends. profile information on profile
table and displays successful
message.
Alternative course of action 4.1: the system displays the message “enter information
again” if user misses some information.
4.2: the system displays you can’t remove if user removes
essential information.

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 Use case description of identify book for updating

Use case name: Identify book for updating

Actor: Librarian
Description This use case is used by librarian to identify book for updating.
Precondition There should be uploaded books.
Post condition The books will be updated.
Basic course of action Actor action System response
1: Librarian clicks identify 2: system displays search
book button on home page. engine.
3: librarian inserts name and 4: system verifies information.
code of the book and click ok. 5: system searches book and
6: librarian clicks move button return book on view page.
on view page. 7: system moves book.
9: use case ends. 8: system displays “moved”.

Alternative course of action 4.1: system displays “enter the correct book name and code”.

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 Use case description of delete account

Use case name delete account

actor Administrator
description This use case allows administrator to delete account
Pre-condition The system verifies administrator
Post condition The account will be removed
Basic course of action Actor action 2: system displays search
1: administrator clicks engine.
remove account button on 4: system verifies
home page. information.
3: the administrator inserts 5: system searches account
information and clicks ok. from account table and
6: the administrator clicks return account on account
remove button on account page.
page. 7: system removes account
8:use case ends from account table and
displays “removed”.

Alternative course of action 4.1: system displays “insert correct information” if

administrator inserts incorrect information.

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 Use case description of log out

Use case name Log out

actor Administrator, librarian and student
description Help users to leave the page
Pre condition User must be logged in
Post condition User log out of system
Basic course of action Actor action System response
1:this use case starts when 2:system returns back to
user clicks log out button on log in screen.
current page.
3:use case ends

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create account
web page account type page form page account table

user
click create
account()
display()

click choose
account()
display()

insert information

click ok()

validate user

send confimition

insert
confirmition
click create()
<<create>>

created

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log in

web page log in page home page account

User

click log in()

display()

enter name and

password
click ok()
validate log in()

display()

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upload book home page upload page book table

Administrator

click upload()

display()

insert name and

code of book

click upload()

store book()

store ok

display()

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modify book

home page search engine modify page book table

Administrator

click modify()

display()

insert name and

code
click ok()
verify

search book()

return book()

modify book

click ok()
store book()

store ok

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 search engine
delete page
delete book home page book table

Administrator

click delete()

display()

insert name and

code
click ok() verify

search book()

return book

click delete
remove book()
remove ok

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add information

information information
home page
page table

Administrator
click add
information()
display()

add information

click ok()
store information()
successful

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edit information

information information
home page
page table

Administratot

click edit
information()
display()

select
information
search
information()

return information

edit information

click ok()
store()

successful

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search book

home page search engine view book page Book table

Student

click search
book()

display()

Insert name and

code
verify

click ok()
search book()

Return book

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download book

Home page search engine download page book table

Student

click download()

display()

insert name and

code

click submit() verify

search()
return book()

click download()
download()

completed

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give suggestion
suggestion
home page information
page
table
student

click your
suggestion()

display()

insert suggestion

click send()
store()

accepted

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edit profile
home page profile page profile table

user

click edit profile()

display()

edit information
click ok()
verify
store()
successful

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identify book for home page search engine view page book table
update librarian
click identify()

display()

insert name and

code

click ok()
verify
search()
return()

click move()
move()
moved

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delete account

Home page search engine account page account table

Administrator

click remove
account()
display()

insert information

click ok() verify

search account()

return account()

click remove
remove()

removed

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log out
current page login page

user

click log out()

display()

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