LIBRARY

MANAGEMENT
SYSTEM
 ACKNOWLEDGEMENT
I express my sincere thanks to concerned authorities at Kerala State Rural
Women’s Electronics industrial Co-Operative Federation Limited (RUTRONIX)
who has given me the opportunity to pursue my diploma in computer application.
I also express my thanks to managing director of the training centre.

I take this opportunity to express my deeply embedded feeling of thanks and

gratefulness to all, contribution in this project work can never been forgotten.
Above all, I owe my gratitude to god almighty, for showering abundant blessing
upon me.

I would like to thank my guide Ms ANAGHA K.S for his encouragement and
guidance, which helped me in completing the project. I also thank staff of
CAREER HUB KODUNGAKLLUR for extending their support as& when for
completing the project.

I endow my sincere gratitude to my family and to my friends for their moral

support and prayers. Once again I thank all those who have helped me directly
and indirectly for this project work. Finally I would like to thank my colleagues
who helped me in completing the project successfully.

Signature,
ABSTRACT
 OVERVIEW OF THE PROJECT
The project entitled LIBRARY MANAGEMENT SYSTEM provides the user with all
The facilities of library. The system was developed by dividing it into modules
namely.

1.BOOK

2.MEMBER

3.TRANSACTION

BOOK
The book module deals with various books, its authors, date of publication,
price etc. it consist of three sub modules namely registration, display, delete,
update.

MEMBER
The member module consist of registering new members, displaying the
details of members updating their details, deleting the members from the
member module. The member module consists of registration, display, delete,
update.

TRANSACTION
The transaction module is used to issue books, reissue of books, registration,
details about damaged books listed in transaction module.
CONTENTS
TABLE OF CONTENTS
1.INTRODUCTION

2.AIMS

3.PROBLEM STUDY

4.DEVELOPMENT TOOLS & FACILITIES USED

5.SOURCE CODE

6.OUTPUTS

7.FUTURE ENHANCEMENT

8.CONCLUSION

9.ANNEXURE

10.BIBLIOGRAPHY
 INTRODUCTION

The library management deals in management of records. The records include books which

are required by different students accordingly. Maintaining these records manually becomes

difficult thus we are proving such system a computerized backend.

In this system each member is provided with a member code and all the records are

maintained in a table along with the member’s code. Any information can be accessed

according to member-code anytime from the table and also at the time of issuing books.
The Automated System Have Following Benefits
OverManual System
 Data handling: It captures the information from different sources, presents it

systematically and organizes its storage for efficient retrieval.

 Quality control: Paper work would totally be eliminated in the new system as

failure data is directly fed into system.

 Accuracy: The data provided by the system will be accurate as all Processing

steps are algorithmic and computer based.

 Maintenance: No data mismatching is possible due to various checks

incorporated in the system.

 System reliability: System is very reliable as no skipping, missing of data is

possible.
SAILENT FEATURES OF NEW PROJECT

 User friendly package.

 Timing and retrieval efficiency.

 In-built validation checks to ensure accuracy.

 Elimination of paper work.

 Updated information.
 OBJECTIVES

With the growing information technology industry, automation of their system and

management is desired by all kind of commercial enterprises. As the name suggest

Library Management System will deal in the entire requirement needed for managing

the activities of College Library. It will deal with the process of maintaining data about

the books and many other things as well as transactions which are taking place in the

library with respect to the Issue, Cataloguing, Searching and Return of the books.

Library Management System maintains the record of books in the library, issue,

purchasing and return process of the books in the library. Here we are primarily

concerned with management of books of library. In this project we identify the need for

computer based Library Management Systems.

 SCOPE
This application can be used by any Library to automate the process of manually

maintaining the records related to the subject of purchasing of books, selecting and

ordering items for the collection and maintaining the accounts, Creating records for

material held in the collection and providing access to the catalogue-Via an Online Public

Access Catalogue (OPAC).

 PROJECT OVERVIEW

Goals

To ensure the following:

 Ease of maintenance of records of books the books according to unique accession code.
 Ease of maintenance of records of the borrowers according to unique borrower ID
 To calculate Fine amount of the overdue books.
 To change the fine amount.
 To add more categories of the books in library.
 Searching of books according to ID, Title and Authors.
 To check no. of books issued by a borrower.
 To find no. of books due at a particular date.
 To find books which are overdue.
 Report generation.
 Ease of use.
 Ease of management.
 Ease of upgrade.
 Saving the valuable time of the library
 To reduce paperwork.
 Reduced operational time.
 Increased accuracy and reliability.
 Increased operational efficiency.
 Viewing and maintaining stock level.
 Data security.




 ADVANTAGES

The VISUAL BASIc 6.0 based circulation system has the following advantages:

 Efficient and effective charge and discharge systems.

 Able to record and access pertinent user information.
 Automatic maintenance of accurate, up-to- date circulation record.
Efficient hold and recall functions.

 Automatic production of over dues, recalls, and holds notices and

bills. Automatic calculation of fines.
 Able to handle course reserves.
 Member’s queries on the availability of books can be answered
quickly.
 ‘Books detail’ form will give the sorted list of books by several
options like book number, author, title, subject etc.
 Certain operation like, registration (add new record).
Cancellation of membership, weeding out of books by deletion,
charging (issuing) and discharging (return) have restricted
access in order to prevent any malpractice.
 Which book is lost, and whose cards are lost and fine
calculation etc. information can be known quickly from the
transaction form Searching becomes easy.
 METHODOLOGY

In this to collect the information for the exits Library System. To study about the introduction,

Problem of the system. To analyze the aim of the project. To collects the actual information

about the library from the original record of the organization. To decide the step of the

solution of analyze problem using the decided methodology and technology of the project. To

design the interface of the project using the design interface software (Visual basic 6.0).

Designed interface is user-friendly.

Features of Library Management System:

 Only basic knowledge of computers is required for operation of Library

Management System. As it has user-friendly application interface.

 An inbuilt settings module makes Library Management System flexibility to cater to

diverse organizational needs





STUDY & DRAWBACKS OF EXISTING SYSTEM

On studying the existing system and holding student interviews, it was found that a

normal system records failures. The complexities involved in the existing system as

studied by us are as follows:

 Timing and retrieving problem:

Retrieval of information is time consuming, because of large volume of

data. Thus if it is required to trace a particular record, a large number of

records need to be scanned.

 Redundancy:
In existing system the data is maintained on lib cards. This often leads to

considerable redundancy in the stored data, thus leading to wastage of

storage space.

 Problem of updating:
In the existing system since everything is stored on a card, it is quite

difficult and time consuming to update the card once a weak.

 Maintenance of data:

Maintenance of data is very difficult. As daily many books are to be issued, so

it takes time to search and trace the lib cards according to one’s requirements

when required.
 DRAWBACKS OF EXISTING SYSTEM
After studying the existing system we come across certain drawbacks, which are

discussed below:-

1) The records stored manually can be altered by unauthorized person

2) Searching any information is difficult, since all the cards are to be checked.

3) Generation of fine on late return is difficult to calculate.

4) Problem arises if any of the records get misplaced.

5) Overload on staff members.

 SYSTEM ANALYSIS

 Organizational: “Library Management” is organizational in nature.

The Core component in “LMS” is User module, which is based upon the

various other modules.

 Interaction: Each component of the system interacts with the one or

other component of the system. Like, generation of various report formats

interacts with the Subscribers Data.

 Interdependence: Components of the “Library Management” are

linked together in a planned way to achieve the objective.

 Elements of System Analysis

There are four basic elements used in “Library Management” considering system

analysis. Brief description of each has been given below:

 Outputs: Our objective is to achieve the complete automation of

“Library management”first gal is to completely automate the 

 Training schedule of caining of students i.e. registration of the students,

assigning projects to students.

 Inputs: Right now the inputs of “LMS” are student’s details, area details
and daily updates. Utmost care is taken in the form of validations while user is

inputting the data so that incorrect or improper information cannot be able to

enter in the system.

HARDWARE & SOFTWARE REQUIREMENTS

Tools/Platform

S/W and H/W requirements

Hardware Requirements

Processor : Pentium IV 2GHz and Above

RAM : 2GB RAM

Monitor : 15” Color Monitor

Keyboard

Mouse

Software Requirements

Operating system : Windows XP /or upgrade

Developing Tool : Visual Basic 6.0

Database : MS Access
 FRONT END

Information that is readily available and easily accessible is the key to achieving a

globally competitive spirit. Client/Server computing is what will make this happen. The

Visual Basic 6.0 is one of the few Programming Languages that takes us on a tour of

exactly what a Client/Server systems is all about, its benefits, specialized features and

how the technology can be used to its full potential.

Visual Basic VB in short, VB has been developed by Microsoft Corporation, the makers

of the widely used Operating Systems (Windows 95 / 98 / NT XP). It helps to create user

friendly applications. Microsoft’s Visual Basic is a powerful programming language for

Client/Server development. Microsoft’s Visual Basic Release 6.0 takes development to

an unprecedented level of scalability and productivity, allowing application developers to

create highly functional, highly scaleable, enterprise-wide applications. Visual Basic

incorporates an integrated set of builders for creating forms, reports and database

objects. Visual Basic sets new standards for ease-of-use and productivity in the

development of Client/Server and web applications through the use of the following:

ACCESS
Access is the database software in the Microsoft Office Suite. It allows you to order,

manage, and search large amounts of information

 FEASIBILITY STUDY

It is a test of a proposed system according to its workability, impact on the

organization. It is a test whether the system meet user needs and using the resources

properly.

Depending on the results of initial investigation, We came to know that the Library

administration wants to manage large amount of records accurately, precisely and

quickly with security and integrity. The administration wants a system that can provide

for the management of the currently active records anywhere and anytime. To

accomplish this task, we need a Relational Database Management System (RDBMS) and

a Web based GUI application development environment.

SYSTEM REQUIREMENT SPECIFICATIONS

Our school library which is concerned with the management of various types of books for

all the students of the college .Currently, all work is done manually which includes -:

 Maintaining of library cards to issue books.

 Generation of fine on late return manually.

 Keep track of no of copies left after issuing the book to large no of

Students.

The main objective of our solution is to design an integrated Automated system so

as to reduce the paperwork and high mentally demanding work of the Librarian by

creating an application which does all the manual work automatically for the Library .

Secondly it also aims at meeting the user`s requirement by allowing him to perform

some operations like ADD ,DELETE , VIEW , EDIT etc.

 OPPORTUNITY STATEMENT

In the today’s world of Information Technology, all the work such as obtaining

user requirements, preparation of budget estimation, preparation of records,keeping track

of the books that are delivered and issued, Detailed reports about the students and also

the detailed status report of each boook that is being managed by library were all done

manually which is a very tedious process.

With the introduction of our solution which is completely backed by information

Technology, all the above work that was currently being handled manually will be

handled automatically through an automated system, enabling LIBRARY Employees to

access information anywhere. Secondly it will also reduce the paperwork of the

employees which will in turn reduce their expenditures.

Also the scope for errors and mistakes will be reduced as all the work will be done

automatically by the machine.

 USAGE ANALYSIS

User Profiles
The Administrator is that person who’ll be involved in the maintenance and updating of

the database in the Library Management System. This person will have all the rights for

performing operations like addition, updation and deletion. The Administrator will be

trained with the working and details of the application.

The Administrator will have his userid and password for access to the application. Thus

supporting AUTHENTICITY ie the assurance that the communicating entity is the one

that it claims to be.It also helps in the prevention of unauthorized use of a resource.
 SUMMARY OF PROJECT

LIBRARY MANAGEMENT SYSTEM is one of the crucial assets of the organization.

So up keeping and up gradation of their skills is one of the major operations to be carried

out in any organization. To focus on this aspect, some organizations have a separate

department which undertakes library development activity. Department of Information

Technology has various departments and its tedious job to provide books and skill up

gradation of existing students is solved when an automated system has to in-placed

instead of our existing manual system. To cope up this the department has manual system

which keeps track of the regular issuing of books being arranged for different categories.

But this manual system too have some limitations such as

-Lack in security

-Difficulty in handling of various types of information

-Lack of automated management capability

To overcome these problems we propose an automated system which will automate a

process of development of human resource in the form of a software package which will

named as LIBRARY MANAGEMENT SYSTEM.

 PROJECT PLAN
TEAM STRUCTURE

We are team of two persons equally handling the project problems.

DEVELOPMENT SCHEDULE

Project development schedule is divided into three parts.

 Identifying the problem
 System analysis and database design
 Testing and implementation

PROGRAMMING LANGUAGES AND DEVELOPMENT TOOLS

Front End: VB

Back End: Access

 DATA FLOW DIAGRAM

Larry Constantine, as a way of expressing, first developed the DFD system

requirements in a graphical form; this led to a modular design. A DFD is also known

as a “bubble chart”. A DFD has the purpose of clarifying system requirements and

identifying major transformations that will become programs in system design. So it

is the starting point of the design phase that functionally decomposes the

requirements specifications down to the lowest level of detail. A DFD consists of a

series of bubbles joined lines. The bubbles represent data transformations and the

lines represent data flows in the system.

 LOGIC DIAGRAM

Administrator Login

Updates books Updates student database

database (add, view, (add, search ,delete)
search ,delete)

Checks for erring students

Prints any document as

required

Logout
 Book Catalog Table
Field Name Type Constrains
Access_no Text Not Null
Category Text Primary Key
Title Text Not Null
Edition Text Not Null
Author Text Not Null
Publisher Text Not Null
Yr_publish Text Not Null
No_copy Number Not Null
Available_copy Number Not Null

Borrow_copy Number Not Null

Borrower record Table

Field Name Type Constrains
borrower_id Text Primary Key
First Name Text Not Null
Last Name Text Not Null
mi Text Not Null
status Text Not Null
course Text Not Null
Add Text Not Null
contact Text Not Null

Fine table
Field Name Type Constrains
Member ID Text Not Null
Fine Out Number Number
Pay Date Date/Time Not Null
 Global variable table
Field Name Type Constrains
Total Issue Books Number Not Null
Renewal Counters Number Not Null
Max Fine Ball Number Not Null
Membership Duration Number Not Null
Membership Fee Number Not Null
Renewal Fee Number Not Null

Current borrow table

Field Name Type Constrains

db_no Text Primary Key
Access_no Text Not Null
Category Text Not Null
Title Text Not Null
Edition Text Not Null
Author Text Not Null
Publisher Text Not Null
Yr_publish Date/Time Not Null
Borrow_date Date/Time Not Null
Due_date Text Not Null
Borrower_id Text Not Null

Requirements table
Field Name Type Constrains
ID Text Primary Ket
TITLE Number Not Null
AUTHOR Number Not Null
PUBLISHER Number Not Null
NOOFBOOKS Number Not Null
User table

Field Name Type Constrains

Username Text Primary
Password Text Not Null
 TESTING
Testing plays a critical role in quality assurance of the software. Testing is a dynamic

method for verification and validation. With the help of testing we observe the failure

of the system in terms of logical and runtime errors. The testing process can deduce

the presence of fault in the system; however, separate activities have to be performed

to identify the faults.

There are two method of testing: functional & structural. In functional testing,

the internal logic of the system under testing is not considered and the test cases are

decided from the specification or the requirements. It is often called "Black Box

Testing". In structural testing, the test cases are decided entirely on the internal logic

of the program or module being tested.

As the goal of testing is to detect any errors in the programs different favour of testing

are often used. Unit testing are used to test a module or a small collection of modules

and the focus is on detecting coding errors in modules. During integration testing

modules are combined into sub-system, which are then tested. The goal here is to test

the system design. In system testing and acceptance testing, the entire system is

tested. The goal here is to test the requirement. Structural testing can be used for unit

testing while at higher level mostly functional testing is used.

 Unit Testing

• Errors in Database Design: During coding it was discovered that some of the

tables in the database didn’t have all the attributes needed to implement some of the

functionalities of the project also different naming conventions were being used for

accessing the same Identifier. The database tables were then subsequently modified.

• Errors in Designing Queries: Here it was found that some Queries have not

been properly written as the Query returned unexpected values for some of our test

cases.

• Errors in Date Format: These errors cropped up because of poor knowledge of

system setting of Date Field as we were using System date format in some of our

files.

• Error in Database connectivity: This error was frequently encountered when

the code was migrated from one terminal to another. The root cause of this error was

the difference in server names at the respective terminals.

Integration Testing

• Errors in working of Links: This was the major problem that was encountered

often.This was due to use of different file names as given in the link and the actual

file name.These bugs were then easily resolved.

• Errors in passing variables across pages: This problem was also resolved by
 using session variables, global variables and passing parameters along with Url.

• Error in code planning: There was some code planning errors like applying

transactions at every place where database updating or insertion was made. These

transactions were later inserted at proper places.

System Testing

• Error in maintaining User Session : This problem occurred when the user was

configuring his event the during configuration the session expired too early as its time

out period was set to around 15 minutes ,which was then increased to about 60

minutes for convenience.

• List of Service Providers and Services were not displayed properly in

increasing order of their Id’s, this issue was the resolved by using Order By command

in the respective Queries.

 SCOPE OF IMPROVEMENT

This project can be used in the Aravli School Library with adding some more
useful modules in the project.

Utmost care and back-up procedures must be established to ensure 100% successful
implementation of the project.

 A module is modifiable without affecting other modules.

 Integration of modules as per requirement.

 Can be implemented on the internet.

 Extendable (addition of a module).

 CONCLUSION
As we have decided this project, we are sure the problems in the existed system

would overcome. The “LIBRARY MANAGEMENT SYSTEM” process is

computerized to reduce human errors and to increase the efficiency. The main focus

of this project is to lessen human efforts. The maintenance of the records is made

efficient, as all the records are stored in the ACCESS database, through which data

can be retrieved easily. The navigation control will be provided in all the forms to

navigate through the large amount of records. If the numbers of records are very large

then user has to just type in the search string and user gets the results immediately.

The editing is also made simpler. The user has to just type in the required field and

press the update button to update the desired field

The problems, which existed in the earlier system, have been removed to a large

extent. And it is expected that this project will go a long way in satisfying user’s

requirements. The computerization of the Library Supportive System will not only

improves the efficiency but will also reduce human stress thereby indirectly

improving human recourses.

 REFRENCES
Fouty, Kathleen G.

Implementing an automated circulation system.

New york: neschumann

Publisher, inc.1994.

Cohn, John M., kelsey, Ann L., and Fiels, Keith Michael.

Planning for automation.

New york: neal-schumann publisher, inc. 1992.

TEREESA HENNIG,ROB COOPER, GEOFFREY L. GRIFFITH.

access 2007 programmer’s reference.

Wrox publisher.

PERRY(Grey) and HETTIHEWA (Sanjava)sams. TEACH YOURSELF TEACH

YOURSELF VISUAL BASIC