Library System Essay

System Design contains Logical Designing & Physical Designing. Logical designing describes the structure & characteristics or features, like output, input, files, database & procedures. The physical design which follows the logical design, actual software & a working system. There will be constraints like Hardware, Software, Cost, and Time & Interfaces, While Structured design is a data flow methodology. The graphical representation of data flow, communication & defining the modules & their relationship with each is known as Structure Chart. This method decomposes & modularizes the system so that the complexity & manageability will come down. Thus reducing the intuitive reasoning & promotes the maintainable provable systems. Barcode Reader is an electronic device for reading printed barcodes. Like a flatbed scanner, it consists of a light source, a lens and a light sensor translating optical impulses into electrical ones. Additionally, nearly all barcode readers contain decoder circuitry analyzing the barcode’s image data provided by the sensor and sending the barcode’s content to the scanner’s output port. Computers are fast becoming our way of life and one cannot imagine life without computers in today’s world. Go to a library or go to a bank, computers at all places. Since computers are used in every possible field today, it becomes an important issue to understand and build these computerized systems in an effective way. The goal is to work smarter, get real value from efforts, increase efficiency, and save time. Today, more organizations are turning on to computer based information system to help them deal to the problem that they encountered in the company. These impacts most of the levels in organization because of the large amount of data that is accumulated. And the manual way of maintaining a data is not enough to store a data or information. There will be unavailability for future use, since data might get misplaced during manual filing. So data won’t be preserved properly for future use. And since everything and every details is written down manually in paper there will be too much paper works. Many application and software system are being created to meet the needs and satisfaction of the company. One of the systems is Management Information System and many others. And so, this study would like to contribute in the field of Information Technology by proposing an automated library system using a barcode Reader for Sta. Cecilia Parochial School’s library system. SCPS is a catholic school and a parish Church in Barangay Maly, San Mateo, Rizal. The library system they use up to now involves manual transaction and process without any help from computers that result for a long time consumption. With these problem stated above, the proponent came up with an automated library system using barcode reader. This will help eliminate the need for manual entry of data and for faster processing of transaction in the library. It is proven to be very efficient in inventory, tracking, and faster procedure. Background of the Study  Sta. Cecilia Parochial School, as a Catholic Institution, is a part of the state and therefore has a legal character. As mandated in the manual of regulations, it is subject to DepEd rules. It operates legally as a corporation but as a private institution it possesses necessary to perform functions. Inspired by the resolution and decrees of the Second Plenary Council of the Philippines on the role of Catholic Schools in evangelization, Rev. Fr. Efren C. Villanueva, Parish Priest of then newly built Sta. Cecilia Parish, opened Sta. Cecilia Parochial School (SCPS) in June 1993. The school was named Sta. Cecilia after the church name and the donor of the land (Cecilia Amado) where the school stands. The school started with only 47 pupils distributed in Nursery, Kinder, Preparatory and Grade one levels who occupied the two-storey support parish hall. Every year, one grade level is added and this made the completion of the Elementary Department that had its first batch of graduates in 1998. Due to population increase of almost a hundred each year, Fr. Efren decided to put up an initial two-storey building with eight classrooms in December 1994. This was made possible through a loan courtesy of sister banks namely: Rural Bank of San Mateo and Valley Rural Bank of Marikina. The same director added one-storey building into three-storey in 1997. An extension three-storey building was being built when Fr. Efren was transferred to another MAPSA school in the diocese of Antipolo in September 15, 1997. He was replaced by Rev. Fr. Joselito R. Rocero. In 1998, SCPS opened its Secondary Department and started to accept freshmen students only until the secondary level was completed. In 2002, SCPS had its first batch of High School graduates. With the leadership of Fr. Lito, the school continues to develop in all its areas. A two-storey building was constructed at the extreme right of the main building where the school canteen, Administrator’s office, HRDO, Faculty Room and Audio Visual Room were housed. Air-conditioned units were installed in Pre-school rooms and offices. Computer laboratory and stage were constructed. Cementing of the ground, school window grills installation and construction of covered path walk are also some of his projects through the support of the P. T. A. On Februrary 15, 2004, Fr. Lito was confined due to heart ailment and on March 2004he underwent a by-pass operation. In his absence of six months, he was relieved by Rev. Fr. Romarico V. Hilario. Fr. Rico strengthened the marketing strategies of the school thru billboards and streamers made of tarpaulin. He initiated the repainting of the new building. He launched successfully a clean and green program in the school, and created the school MOTTO: â€Å"Our commitment, Your Future† which compliments the Vision and Mission of the school. Fr. Lito resumed to service in SCPS on Oct. 2006. He was transferred to Our Lady of Nativity Parochial School on October 23, 2006 and was repleaced on the same day by Rev. Fr. Roy B. Crucero, the former school director of St. Michael Parochial School in Jala-jala, Rizal. He was assigned as Parish Priest and SCPS Director on Novevember 22, 2006. Being a young energetic and very decisive director, Fr. Roy introduced changes in the varied systems of different departments of SCPS. He initiated the first strategic planning session of the school at Our Lady of Peace Retreat House, Antipolo City on May 2007. It was participated by 17 SCPS personnel and was facilitated by the able Finance Officer of Cainta Catholic College, Mr. Reldino R. Aquino. The previous Vision-Mission Statement underwent revision to respond to the needs of the Cecilian community. Through effective processing, a draft of the new vision-mission statement was then finally structured, which hopefully, will give direction to SCPS in the entirety of its operation. Sta. Cecilia Parochial School’s library system is currently using card catalogs, to search for the books. Students manually borrow and return books by signing in the log book. This log book doesn’t have a proper security because anyone can access to tamper it. In signing in the log book the borrower consumes more time and effort just to sign up all information that is needed. In searching for the books, the borrower will go to the book shelves that are labeled by the category of the books and look for the book one by one. After that, the borrower will go back to the school librarian to give his/her library card so that the librarian could write the book that will be borrowed and set a policy. The card catalogs that the librarian is using are not yet completed. In some cases, the primary number of books was already made to the other book and also put to another book, so it creates confusion to the librarian. Mission and Vision Mission Statement As a living witness of the Gospel, Sta. Cecilia Parochial School envisions to harmonize Science and Religion that value life and culture who promotes faith, hope, justice and unconditional love. Vision Statement Inspired by the virtues of St. Cecilia we will strive to: †¢ Provide quality education with spirituality at the core of the curriculum †¢ Build responsible Catholic Christian community by imbibing love and service for others. †¢ Preserve the integrity of creation and total human development. Organizational Chart Rev. Fr. Roy B. Crucero School Director Mrs. Linda V. Pertudo Principal Rev. Fr. Arnel H. Hosena OSJ Bro. Arthuro G. Canizo, OSJ Spiritual Director School Treasurer Ms. Aurea A. Gupit Academic Coordinator Mrs. Fe Doralita C. Ergina Mrs. Higinia L. Briones Guidance Counselor Registrar Mrs. Juilet Andales Mrs. Corazon Otawa Mrs. Arlene L Vergara Librarian Science Coordinator English Coordinator Faculty Advisers – Elementary Department Faculty Advisers – High School Department Non – Advisers Support Staff General Sevices Figure 1. 1 Organizational Chart of SCPS (Administration and Staff) Faculty Advisers – Elementary Department Mrs. Rosana T. Saplor Ms. Catherene R. Azucena Prep/ Kinder I – Faith Mrs. Juvy M. Balute Ms. Jacquelyn T. Purino I – Hope II – Wisdon Ms. Marie B. Caliguiran Ms. Rea P. Mercado II – Knowledge III – Humility Mrs. Angelina C. Lamis Ms. Roselie P. Forro III – Piety IV – Honesty Mrs. Anna D. Trijo Ms. Ludelyn V. Marquez IV – Courtesy V – Generosity Mr. Jose D. C. Otawa Mrs. Jonavie S. Rosales V – Loyalty VI – Chastity Ms. Vivian C. Bilela Ms. Monaliza B. Caliguiran VI – Obedience Teacher – Aide Figure 1. 2 Organizational Chart of SCPS (Faculties – Elementary Department) Faculty Advisers – High School Department Mrs. Agnes P. Ty Mrs. Liwanag C. De Villa I – St. Jude / Filipino I I – St. Dominic / TLEI Mrs. Dariae R. Batacan Ms. Annabelle P. Pastolero I – St. Martin / Science I I – St. Blaise / English I Mr. Arnold Dominic D. Ty Mr. Jesus D. Gonzales I – St. Jude / Social Studies I & III I – St. Michael / MAPEH I & II Mrs. Eva M. Ebora Mr. Eduardo A. Almazar II – St. Mary / Math II II – St. Elizabeth / Social Studies I & II Mrs. Marilyn. DV. Catillon Ms. Elena B. Dagnalan II – St. Anne / Science Technology II II – St. Bernadette / Religion I & II Mr. Osmond B. Baylen Mrs. Imelda H. Hernandez II – St. Therese / English III – St. Mathew / Sci-Tech. III Mrs. Emila B. Ergina Mrs. Myrna A. Velasco III – St. Mark / Filipino III & IV III – St. Luke / Religion I & II Ms. Melanie O. Espejo Mrs. Leilani G. Flormata III – St. John The Evangelist / Math III III – St. Thomas / TLE II & III Mrs. Ofelia M. Abarado Ms. Tina H. Tan IV – St. Joseph / Math IV IV – St. John B / Social Studies I & IV Mrs. Richelle M. Baylen Mrs Marivi V. Agcalis IV – St. Peter / Filipino II & IV IV – St. Clement/English IV & Speech Mr. Miguel A. Litan IV – St. Paul / Math I & Sci-Tech. IV Figure 1. 3 Organizational Chart of SCPS (Faculties – High School Department) Non – Advisers Ms. Blesilda V. Bolanos Mrs. Hera M. Domingo Sci – Tech. II School Nurse Sports Coordinator / MAPEH I & III Mr. Rolphy M. Libelo Mrs. Belen U. Perez Computer Teacher Math I & III Mrs. Evelyn R. Raymundo Ms. Jennifer D. Bragas TLE II English III / Enlish Club Mr. Sozimo M. Rosales Religion I & IV Figure 1. 4 Organizational Chart of SCPS (Non – Advisers) Support Staff Ms. Milagros C. Pudadera Ms. Ivy C. Yanga Cashier Assistant to the Cashier Dr. John D. Magat, M. D. Dr. Felicidad V. Delos Reyes School Doctor School Dentist Figure 1. 5 Organizational Chart of SCPS (Support Staff) General Services Mr. Roger F. Apin Mr. Jomar Otico General Service General Service Mr. Elmer Sitar Mr. Glen Villagracia General Service General Service Mr. Ariel Bunda Ms. Aida C, Pescasio General Service General Service Mr. Arvin Poral Mr. David Ramilo General Service General Service Renante L. Matan Jose N. Montevirgen Security Guard Security Guard Figure 1. 6 Organizational Chart of SCPS (General Services) Statement of the Problem The current library system are done manually by the librarian and borrowers in terms of borrowing, lending of books, making a daily, weekly, and monthly reports. With this kind of manual system, the transaction and activity in the library takes more time and sometimes a delay that causes some problems for the student like being late in their classes. The proponent comes up a six statement of the problem that is gathered from the interview about the library system of SCPS. 1. The current system cannot provide a security for authorized users, thus, tampering of data and information is possible. 2. The library system of the school cannot monitor properly & efficiently the borrowing and returning of books which results to unorganized procedure of transaction. 3. The existing system does not have the capability of monitoring the availability of books and other materials in the library. 4. The searching of books from the library requires a lot of time in order to check for the availability of the book. 5. The current system cannot provide an accurate & timely reports needed by the librarian in terms of information gathering. 6. The library system does not have any help from computer devices which make the procedure and transactions consume more time. Objectives of the Study This study aim to provide an automated library system for SCPS that will make the transaction in the library faster and more efficient. The time problem for borrowing and returning of the book will reduced, and the problem that are state above will be terminated or lessen. This library system will implement a unique username and password for the librarian to prevent the database and records from unauthorized access, thus making the librarian and borrowers lessen their effort in finding books in the library. 1. To develop a library system that has a strong security system that keeps the important records and information in the database from unauthorized access. This will provide a library card, unique username and password having a database for accessing the books so that will avoid the tampering of data and records. The librarian is the administrator of the proposed system and only the librarian has the access to open the administrator account which will provide the retrieving of records and information 2. To make easier to borrow a books, the students and faculty members are required present a library card to the librarian. The borrowed books will be record from the database of the system. In returning a book the librarian will check the library card to see the records of the borrower. And check the borrowed book if damaged or overdue to its policy, if damaged, the librarian will give the penalty fee, After the checking of records and returning of books the borrowers library card will be cleared and the transaction will be saved in the database. 3. The proposed system will record all transaction that happened every day in the library, in that way the system can monitor the availability of the books and other materials in the library. The proposed system will provide a library control over the quantity of books on hand, provided with actual book number allowing accurate valuation of books on hand. 4. The proposed system will required the borrower to present a library card to the librarian. Then they can search a book using search button that will require inputting a title of the book, category and author name. There is a library map which the books are located provided by the search button, it will directly point the shelves were the book is located. In that case the process of searching for a book will reduce. 5. The proposed system will have a database which all the transaction and information will be stored every time to have an accurate report, so that the librarian can easily print it out from the database anytime is needed. Only the registered accounts will record in the database for reports, in this case any transaction must be done always by logging-in in the system. 6. The proposed system will implement a Local Area Network so borrowers and librarian can communicate with each other and transfer data between workstations very easily. All the data from the borrower’s computer will be sent in the database of librarian’s computer. LAN base is needed in order to work precisely the proposed system because it requires a communication and connection between the server and borrowers account. Scope and Limitation The main scope of this study will focus only on Sta. Cecilia Parochial School’s library system, when implemented it will improve the transaction process in Sta. Cecilia Parochial School’s library system to make it more effective and accurate for storing and retrieving a information of a book as well as the borrowers. This study will help the library system of Sta. Cecilia Parochial School to have an automated library system in their school. This study is not responsible in computing the new books that are going to buy. Transaction payment of any book damaged, lost and unreturned books are not scope of these study. The proposed system will help the school and the librarian to transact easily, minimize the paper on the library, gives more security both to the students and for the school. The system is designed to store a large amount of data about book and search these books by title, author, and at the same time it can make a registration of account for a new user of the Automated Library System. The Security of the system will be strong to keep the important data of the system from unauthorized access; the librarian will be the server at the same time the administrator of the proposed library system. Only the librarian has the access to open the administrator account. If the librarian forgot the password, the librarian is provided for retrieving the password in the proposed system. Registration of accounts will be implemented and stored in the proposed database. Only the registered user can access to borrow the books to bring outside the library, a borrower must have an account before accessing to the system. Every user will have a unique registered name. Borrowing and returning of books are accurately monitored by the proposed system. Books that are damaged, borrowed and overdue will be recorded to the borrowers account. Only registered user has the privilege to borrow a book in the proposed library system. Borrowed book can only return by the user who borrowed the book. Daily, weekly and monthly reports will be generated by the proposed system. Registered users are the only people can send reports in the proposed system. Merit information like new students’ library records and list of students, system error will be reported early. The Maintenance of the proposed system will be updated in every new user, newly acquired books as well as the update of the barcode reader when there is malfunction that may be encountered. Authorized people will be the only people can practice the maintenance especially in manipulating the merit data. Help module will be generated by the proposed system to be able for the borrower to easily use the system. A back-end will be installed in the computer together with the proposed system that will enter the record by the Librarian. The system will have a LAN based system for book search to allow students to browse an available book as well as to have a communication from librarian’s computer up to the borrower’s computer. A back-up copy of the data base will be set up by using a separate storage device in case of data loss. The limitation of the proposed system is that the system will not have a module that will compute for the penalty fees when the books are overdue, damaged and lost of a book. The due date of the book is depend on what the librarian and the borrower negotiated. Three days is the maximum days in borrowing a book. Only three book can be borrow in every borrower . Natural circumstances that will occur like computer break down and unexpected errors in hardware of the computer are inevitable with these problems. CHAPTER II SYSTEM DESIGN Description of the Existing System The library of Sta. Cecilia Parochial School is currently using a manual procedure on the library current system. When the first day of classes start, students register at the library to have an access and to use its facilities. The student presents an identification card to the librarian and the librarian will give a registration form to the student, the student must fill up the form and present it to the librarian and the librarian will process the registration in the librarian record book. Every student who will register at the library must have a 2 pieces of 1Ãâ€"1 pictures that will be attached to the library card after the librarian processed the registration. After the registration processed the student can start using the library and the student will have the privilege to borrow the book in the library. The librarian will keep the registration forms and records of the library filling cabinet. In borrowing books in Sta. Cecilia Parochial School’s library, the borrower must have a library card. In every transaction inside the library the borrower must present the library card specially when borrowing the book and take it outside the library. The librarian will keep the library card until the borrower returns the book from the date it will be returned. A maximum of three books are the only allowed to be borrowed and it is only for three days. When a borrower will return a book in the library, the librarian will check the library card of the borrower and the date of the book is borrowed, and the librarian will check if it is overdue, the librarian will sign the library card before giving it back to the borrower. If the book is overdue the librarian will give a penalty slip, the borrower must pay first to the treasury department before to obtain his library card. The receipt will be given by the cashier after the payment is done. The borrower will present the receipt to the cashier to claim his library card and the librarian will check the receipt if it is a validated receipt, after checking the receipt, the librarian will sign the library card of the borrower and it to the borrower. All books that are overdue will charge five pesos each book per day starting from the date the books are overdue. The acquisition of books is done when new books are supplied and delivered by the Department of Education. All newly acquired books will record by the librarian in the library catalogue and placed it in the shelves. The record of the books are filled and kept in the library’s filing cabinet. The inventory of the book always done in every month, then librarian will make a report of the list and number of the books available in the library. Furthermore borrowed book, overdue and lost or unusable book will also include in library inventory. All reports will be given to the accounting department which is then processed for verification and for the accounting department own inventory records. Narrative Description of the Existing System Registration 1. The students will present their school identification card to the librarian. 2. The librarian will give a policy form that the student will have to agree and sign a signature. 3. The librarian will provide a registration form to the student. 4. The student will fill up the registration form and give it to the librarian. 5. The librarian will provide a library card for the student and write their basic personal information. Borrowing of Books 6. The student must sign in the log book upon entering the library. 7. The student presents the library card and the book to the librarian. 8. The librarian will sign the library card and set a policy of duration of time and records it to a log book. 9. The librarian will take the library card of the borrower until the book is returned. Returning of Books 10. The student must sign in the log book upon entering the library. 11. The student will return the book to the librarian and the librarian will check the records of the borrower in the filing cabinet if returned book are overdue or damaged. 12. The librarian will provide a pay slip to the student if the book is damaged or overdue and pay at the treasury department. 13. The student must show the receipt of payment to the librarian for verification. 14. The librarian will return the library card to the student if there is no problem, and then the librarian will return the borrowed books from the book shelves. Searching of Books 15. The student must sign in the log book upon entering the library. 17. The borrower will search the book in the book shelves one by one using card catalog. Reports 18. The librarian checks the records from the filing cabinet and transfers it one by one in the report paper. 19. The librarian checks the book shelves every month one by one if there are missing books. 20. The librarian will provide a report base from the record of transaction that is process in that day. 21. The librarian will submit all the report to the accounting department for record purpose. Procedural Flowchart of the Existing System Figure 2. 1 Procedural Flowchart of the Existing System Figure 2. 2 Procedural Flowchart of the Existing System (Registration) Figure 2. 3 Procedural Flowchart of the Existing System (Borrowing of books) Yes No A Figure 2. 4 Procedural Flowchart of the Existing System (Returning of Books) Figure 2. 5 Procedural Flowchart of the Existing System (Searching of Book) Figure 2. 6 Procedural Flowchart of the Existing System (Reports) Analysis of the Existing System Therefore the proponent concludes that the proposed system will help the current library system of Sta. Cecilia Parochial School. For its manual use of library system which uses a catalogue card to search a specific book and a log book for the records of the borrowers name as well as the borrowed book. The librarian is facing some problems regarding to their existing library system regarding in their manual transaction. We noticed that the security of merit data of the existing system of Sta. Cecilia Parochial School too slow because of manual recording of borrower’s name and borrowed book. The librarian has difficulties in compiling the data in the filing cabinet because it can store limited number of data and it takes amount of space in the library where the records are being stored which should be used as space for the bookshelves. The Sta. Cecilia Parochial School’s existing system has also a difficulty in finding the borrower’s record especially when it is too precedent and sometimes not recalled by the librarian which can cause to missing books. With this kind of system there are so much time been use up that could be use in arranging things in the library and space for the other bookshelves that could be use for the upcoming books and for the books that should be arrange in order where they can be easily to find. Description of the Proposed System The proposed system will replace the existing into a more effective, accurate and less time process of transaction handling. Integration and computerization of the library’s existing system will be implemented in the library using a barcode that will enhance and shorten the process and transaction in the library. The registration process of the proposed system will require a school identification card and other personal information of a student or faculty member, they will sign up in the registration form of the proposed system, the registration form will require the borrower to have a unique name that is not yet included in the database, this information will directly saved in the database of the proposed system. After the registration, the librarian will print a library card containing the library card number and some information about the student or faculty. The borrowing of book will require a library card and the book number. The librarian will encode it in to the proposed system’s database and records the time and date of book are borrowed and the librarian will keep the library card until the borrower returns the book from the date it will be returned. When a student return a book the librarian will check the library card and verify it in the system and will clear the account of the borrower. If book the book is overdue to the policy that given the borrower have to pay first in the treasury department before his/her account will be cleared. In searching for a book, the system will provide a search button and the borrower will input the book title, author, or book number. The system will provide a map of the library that will locate the location of the book. The inventory and reports will provide by the proposed system’s database, the librarian will just print it out, and gathering of data will be an easy task. Narrative Description of Proposed System Registration 1. The student presents a library card to verify his/her identity. 2. The student must fill-up the registration form containing his/her personal information. 3. The student must agree to the terms and condition of the librarian. Search 4. The student or the faculty must present his/her library card to the librarian. 5. The student will use the search button in order to search a books.. 6. The student will type the author of the book or the title or the primary key of the book he/she wants to search. Borrowing of books 7. The student or the faculty must present his/her library card to the librarian. 8. The librarian must confirm the identity of the student or the faculty. 9. The librarian must punch the book the student will borrow by the Barcode Reader and sends the data to the database. 10. The student or the faculty must have a agreement when he/she will return the book. Returning of books 11. The student must present his/her library card. 12. The librarian must punch the book with the use of the barcode reader to check in the database if the book is over due in returning the book. 13. The librarian must check if the book has been damaged. 14. The librarian must confirm it to the database. Reports  15. The librarian must login first to his/her administrator account. 16. The librarian must compile what he/she wants to have a report. 17. The database will get all the data the librarian needed. 18. The computer will provide an output. Help 19. The student or librarian will choose a module from the proposed system 21. The proposed system will display the description for each module. 22. The proposed system will display the use and purpose of each module. Procedural Flowchart of Proposed System Start A A Input Username and Password Verifying Username and Password End ForgotYes Answer your secret. Password question B No Verify your answer Database Select One Registration C Search D A Figure 3. 1 Procedural Flow Chart of the Proposed System Registration C Input your personal information, . saving your personal information, and your student number. Database B Figure 3. 2 Procedural Flowchart of the Proposed System Search D Input title of the book, author, or the Primary number of the book. Finding the book, which shelf are they located, and availability Database B Figure 3. 3 Procedural Flowchart of the Proposed System Borrowing of books E Present your Library card Confirming your library card Database. Checking the book information Using barcode reader. Database Proof that he/she lends book. B Figure 3. 4 Procedural Flowchart of the Proposed System Returning of books F Checking the books; Damages, due time, using barcode reader. Damaged, YesInputting in the Over Duedatabase by the Database Librarian. I No Cashiers office Confirming that the book has been returned. Paying the penalty B Confirming by the DatabaseLibrarian I Figure 3. 5 Procedural Flowchart of the Proposed System Reports G Compiling & printing: -missing books -number of books Database -borrowed books -damaged books Print-out. B Figure 3. 6 Procedural Flowchart of the Proposed System Help H Manual regarding the software. Type the keywords Searching keywords B Figure 3. 7 Procedural Flowchart of the Proposed System Context Diagram of Proposed System Data Flow Diagram of the Proposed System Security Module D1 Library System Database Exploded 1. 1 Forgot Password D1 Library System Database Borrowing of books D1 Library System Database Returning of books D1 Library System Database Searching of books D1 Library System Database Reports D1 Library System Database Help D1 Library System Database Maintenance D1Libr.