Automation of Library Management System in

Paradise Valley University College

I. Introduction
1.1 Background Information

Information technology (IT) has revolutionized our lives by simplifying daily tasks through a
variety of applications. With rapid advancements, IT has introduced numerous tools, techniques,
and systems. It merges computer technology with telecommunications to create systems and
products that aid people in their professional, educational, and personal lives. In today's fast-
paced world, many processes occur simultaneously, demanding their integration to create
paperless environments and ensure efficient management, as noted by De Smet (2010). The aim
of integrating computer-based systems is to boost market share and enhance user convenience.
As customer expectations for digital solutions grow, companies that fail to embrace digital
transformation risk falling behind in a competitive landscape driven by the efficiency technology
provides.

Automated of Library system is a computerized system for cataloguing, and retrieving of

information in books, journals, and other media. The purpose of integrating computer based
systems is to help to increase the market share and making it very easy for customers to use.
Computer systems are increasing the demands being made by customers and for those businesses
that do not head to computerization are bound to lose out due to the stiff competition and
efficiency brought about by computerization.

Paradise Valley University College, a reputable private institution, has been offering
comprehensive educational services since 2004. Situated 100 kilometers east of Addis Ababa in
Adama City, Oromia Regional State, and the college offers a range of programs, including
TVET/Level, undergraduate, and master's degrees across various fields.
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1.2 Statement of the Problem

Library system automation is implemented to enhance the efficiency of registering, borrowing,

and returning books. It aims to address issues like inaccurate overdue charges and streamline
report generation daily, weekly, monthly, and each semester. Traditionally, many state
universities relied on manual library management systems, which were plagued with challenges
such as user registration difficulties, poor record-keeping, and significant time and effort spent
searching for specific materials (Johnson and Ckipson, 2006; Nok, 2006; Oseyi, 2006; Ley and
Bence, 1988; Jefferson, 2001; Mohammed, 1991). This study has developed an automated
system for Paradise Valley University College libraries, enabling precise tracking of transactions
by storing user information, easily locating library materials, and efficiently managing book
borrowing and returns. Additionally, the system can calculate overdue fines and provide valuable
information to assist library management in decision-making.

In recent years, the college has experienced steady growth in student enrollment and faculty
numbers, putting a significant strain on library services. The current facilities are insufficient for
the increasing student body, and the manual system, which relies on logbooks for borrowing and
lending, is inefficient. Students frequently encounter difficulties locating books and checking
their availability, resulting in frustration and wasted time.

Furthermore, library staff struggle with managing space for new books, leading to overcrowded
shelves and challenges in retrieving materials. This cumbersome process of tracking returned
books increases the risk of lost records and unreturned books.

To tackle these challenges, the college plans to develop and implement an electronic library
management system. This system is designed to streamline library services and improve access
to reading materials by allowing users to access e-books from anywhere on campus. It is
anticipated to reduce congestion in the library and enable students to use personal computers for
literature searches in their classrooms.
The project involves reviewing the current manual library systems, analyzing existing
documents, and identifying strengths and weaknesses to propose an optimal system that meets
the needs of both users and management. The study focuses on three main objectives: assessing
the current library system, defining system requirements for the proposed solution, and designing
and developing the new library management system.

1.3 Purpose of the Project

The purpose of this project is to make the Paradise Valley University College Library better

serve their communities and make information more easily accessible to all.

1.4 Objective of the Project

1.4.1 General Objective

The general objective of the project is to improve efficiency, accuracy, and accessibility, and to
better serve the community of the university college.

1.4.2 Specific Objectives

 To improve the efficiency of library operations, allowing librarians to spend less time on
manual tasks.
 To make library services more accessible to remote users and others.
 To improve the management of physical and digital resources.
 To enhance library storage and retrieval systems.
 To facilitate wider access to information for library clients.
1.5 Feasibility study
A feasibility study for an automated library management system (LMS) is an initial evaluation
that determines the viability and potential success of automating a library's
processes. Accordingly the feasibility study of this particular project involves analyzing factors
such as:

1.5.1 Technical feasibility: The Paradise Valley University College Adama Compass main
Library has indeed the some resources and technologies that are useful for the success of
automating the library management system. But, there are skills gap to implement the proposed
system.

The University College has a computer center where several personal computers and other
electronic equipment are available in the department. The library has staffs with basic education
in information science, and coupled with specialization in computer programming and also
familiar with library operations so that there can be a complete understanding of the
requirements. This shows, that technically it is feasible to get the required hardware, software
and persons having complete understanding of the requirements to develop the software package

1.5.2 Operational Feasibility: refers to the impact of the LMS project on the library's daily
operations. It also evaluates LMS user acceptance and satisfaction. Operational feasibility helps
you answer the following questions: How will the LMS improve library service efficiency and
quality? How will the LMS affect the roles and responsibilities of the library staff and users?
How will the LMS integrate with the library procedures? How will the LMS facilitate
communication among library stakeholders? How easy is it to use and learn the LMS?

1.5.3 Economic Feasibility

Economic feasibility addresses the LMS project's costs and benefits. It also evaluates the return
on investment (ROI) and the break-even point. Economic feasibility addresses these questions:
What are the initial and recurring costs of the LMS project? What are the project's direct and
indirect benefits? How long will it take to recover the costs of the project? How will the project
affect the library's budget and revenue? How will the project cope with changes in the market
and demand? The economic feasibility study focused on the following areas:

 Current system operation costs

 Proposed system operation costs

 Development costs for the proposed system

 Benefits of the proposed system

Current System Operation Costs: We examined financial records such as the annual budget
and payrolls. Interviews with the librarian and section heads at the PVUC Library helped us
determine costs related to manpower, materials, operations, equipment, and overhead.

Proposed System Operation Costs: Implementing the computerized Library Management

System (LMS) will involve expenses for manpower, materials, equipment, and overhead.
Additionally, costs will include data preparation and conversion, maintenance, and site
preparation.

Development Costs of the Proposed System: We assessed the various development stages to
estimate the overall cost of developing the proposed system.

Benefits of the Proposed System: As the library operates as a non-profit organization, the
tangible benefits are challenging to quantify. However, the proposed system offers several
intangible advantages:

 Enhanced service quality through faster response times and improved accuracy in
information delivery

 Access to statistical data facilitating effective decision-making and reducing waste

 Potential savings in future collection development expenses by sharing resources with

other libraries

 Introduction of new information services, such as current awareness services, selective

dissemination of information, and retrospective searches.

1.6 Scope and Limitation

1.6.1 Scope

The scope of a library management system project typically encompasses several key aspects:

Functional Scope:
  Book Management: This includes handling tasks related to acquiring, cataloging, and
organizing books within the library.

 User Management: This involves creating and managing user accounts, handling patron
information, and providing authentication for library services.

 Circulation Management: The system should automate the processes of checking books
in and out, as well as managing reservations, to streamline circulation activities.

 Search and Retrieval: Implement a powerful search feature that allows users to quickly
find books, authors, and other library resources.

 Reporting and Analytics: Generate reports on library usage, circulation trends, and
popular genres to support informed decision-making.

 Security and Access Control: Ensure the security of sensitive data by implementing
access controls to manage user privileges effectively.

Non-Functional Scope:

 Usability: The system should have a user-friendly interface that promotes easy
navigation and a positive experience for both library staff and patrons.

 Scalability: Design the system to accommodate future growth in both the library's
collection and its user base.

 Performance: Meet performance standards to ensure timely responses and efficient

processing of library transactions.

 Reliability: Build a reliable system that minimizes downtime and ensures continuous
availability of library services.

 Security: Incorporate robust security measures to protect against unauthorized access,

data breaches, and other threats.
This comprehensive scope ensures that the library management system is effective, user-friendly,
and secure, meeting the needs of both staff and patrons.

1.6.2 Limitation
Library Management system automation also has some limitations such as requiring high initial
investment and maintenance costs, needing skilled staff and regular training, facing technical
problems and compatibility issues, depending on the reliability and availability of hardware and
software, posing security and privacy
1.7 Significant of the project
This project is important because it helps the PVUC Library adapt to the evolving needs of their
users and the changing landscape of information and technology:

 Improved efficiency: to reduce manual labor and errors, streamline processes, and save
time and money.

 Better access to information: to make library resources more accessible to users, and
provide access to literature in different formats.

 Increased circulation: to help libraries increase circulation numbers.

 Better collection management: to help libraries manage their collections more
effectively.
 Reduced duplication: to help libraries avoid duplicating work and resources.
 Improved security: to help strengthen the security of library resources.
 Better reporting: to generate detailed reports that help library staff make informed
decisions.
 Space savings: to help libraries save space by reducing the number of physical books
they need to keep.

 Personalization: to help libraries personalize services for their users.

1.8 Methodology

This qualitative study focused on understanding library use by engaging with library users and
staff to observe how the library is utilized. I approached both students and staff in convenient
library locations and spoke with library staff in their offices to note how easily books and shelves
can be accessed, as well as the general atmosphere of the library. This method provided firsthand
information to better understand immediate needs.

Through this study, we identified both functional and non-functional user requirements, as well
as other system requirements and specifications. The information system was broken down into
manageable units—such as borrowing, returning, and downloading—rather than treating it as
one large task. This structured design technique promotes a top-to-bottom approach, dividing the
system into separate units for easier understanding and design.

Prototypes were developed to model the system, allowing us to interact with the functional
aspects of the proposed system long before its implementation. These models helped analyze the
current situation, determine information needs, and develop a blueprint for the proposed system.

The system was implemented using a cell-based background and PHP for the front end, with
MySQL serving as the database. MySQL is a widely used, open-source, and powerful software
capable of maintaining large relational databases across multiple platforms. It offers robust
security and extensive online technical support.

The system operates on client-server architecture, with both the database management system
and application server running on the same computer. Clients access the database server via a
web server, facilitating efficient interaction with the system.

1.8.1 Fact finding methodology

1.8.2 Software development methodology
1.8.3 Development tools
1.9 Testing plan
1.9.1 Unite test
1.9.2 Integration test
1.10 Overview of project phase
1.11 Schedule
1.12 Team composition