10120764

BOOKS AND DOCUMENT MANAGEMENT SYSTEM
FOR LIBYAN PETROLEUMEUM INSTITUTE
ADEL. S M NAJEM
A project report submitted in partial fulfilment of the

requirements for the award of the degree of
Master of Science (Information Technology Management)
Faculty of Computer Science and Information System

Universiti Teknologi Malaysia
MAY 2007
ii
DECLERATION
I declare that this project report entitled Books and Document Management System
for Libyan Petroleum Institute is the result of my own research except as cited in the
references. The project report has not been accepted for any degree and is not
concurrently submitted in candidature of any other degree.
Signature
Name
: Adel. S M Najem
Date
: 20 September 2007
iii
DEDICATION
To my beloved Parents, Bothers, Sisters and Friends
iv
ACKNOWLEDGEMENT
This project has been completed with the help and support of many people.
All of them generously supported and helped. I collectively thank them all for their
help and support.
PM Dr. Naomie Salim has given excellent guidance to make this project
acceptable. I thank her for her guidance.
ABSTRACT
The project is to develop books and document management system for

Libyan Petroleum Institute. LPI has a small library for its staff and the current system
for library is manual. In current process staff searches books from the shelves and
brings the books to library staff to issue. The library staff records the issue in a log
book. It is time consuming to track and find books and also to find the status of any
book or document in the library. The project analysed related literature to understand
and facilitate in the project. This project attempts to analyse, design and develop a
books and document management system to help LPI to manage its library. It is also
to analyse and provide a systematic approach for effectiveness of the books and
document management in LPI. A formal methodology of software development life
cycle is adopted to develop the system focusing on prototyping-based development
approach. It also analysed information requirements for the system. The current
system and proposed system are modelled using Unified Modelling Language. The
project developed the system and organisational strategy to institutionalise the
system. It is hoped that this project will make the library management of LPI more
effective.
vii
TABLE OF CONTENTS
CHAPTER
TITLE
PAGE
DECLERATION
ii
DEDICATION
iii
ACKNOWLEDGEMENT
iv
ABSTRACT v
TABLE OF CONTENTS
vii
LIST OF TABLES
xiii
LIST OF FIGURES
xiv
LIST OF ABREVIATIONS
xvi
LIST OF APENDICES
xvii
PROJECT OVERVIEW
1.1 Introduction
1.2 Background of the problem
1.3 Statement of the problem
1.4 Objectives of the project
1.5 Scope of the project
1.6 Importance of the project
1.7 Chapter summary
LITERATURE REVIEW
2.1 Introduction
2.2 Definitions and overview
10
2.2.1 Library Automation System
10
2.2.2 Classification systems
10
2.2.3.1
The mobile web-application Architecture
13
viii
2.3 Document Management System
2.3.1 Overview
14
2.3.2 Components
15
2.3.2.1
Metadata
15
2.3.2.2
Integration
16
2.3.2.3
Storage
16
2.3.2.4
Retrieval
16
2.3.2.5
Capture
17
2.3.2.6
Indexing
17
2.4 Library Systems

2.4.1 Concourse
2.4.1.1
Features
2.4.2 CSS Library System

2.4.2.1
Features
2.4.3 Koha
2.4.3.1
17
18
18
22
22
23
Features
23
2.4.4 WinLibMan
24
2.4.4.1
24
Features
2.4.5 Minfo
2.4.5.1
14
25
Features
26
2.5 Context of the project
28
2.6 Summary
29
METHODOLOGY
30
3.1 Introduction
30
3.2 Project Development Framework
30
3.3 System Development Life Cycle
32
3.3.1 System Development Methodology

3.3.1.1
Prototyping
3.4 Phases of Development

3.4.1 Planning phase
33
34
35
35
3.4.1.1
Project identification and selection
35
3.4.1.2
Project initiation and planning
35
3.4.2 Analysis phase

3.4.2.1
Developing analysis strategy
36
36
ix
3.4.2.2
Requirements gathering
36
3.4.2.3
System proposal
37
3.4.3 Design phase
37
3.4.3.1
Developing design strategy
38
3.4.3.2
Architecture design
38
3.4.3.3
Database and file specification
38
3.4.3.4
Program design
39
3.4.4 Implementation phase

3.4.4.1
Construction
40
3.4.4.2
Installation
40
3.4.4.3
Support plan
41
3.4.5 Activities in project development phases.

3.5 Hardware and software requirements
39
41
43
3.5.1 Software requirements
43
3.5.2 Hardware requirements
44
3.6 Project Schedule
44
3.7 Summary
45
INITIAL FINDINGS
46
4.1 Introduction
46
4.2 Organisational analysis
47
4.2.1 Objectives of LPI
47
4.2.2 Library
48
4.3 As-Is Process
48
4.3.1 Activity and Data Models
52
4.3.1.1
Use Case Diagram
52
4.3.1.2
Use Case Description
53
4.3.1.3
Activity Diagram
56
4.3.1.4
Class Diagram
57
4.3.1.5
Sequence Diagram
58
4.4 User Requirements
58
4.4.1 Functional Requirement
59
4.4.2 Non - Functional Requirement
60
4.5 To-Be System

4.5.1 Activity and Data Models
61
61
x
4.5.1.1
Use Case Diagram
61
4.5.1.2
Use Case Description
62
4.5.1.3
Activity Diagram
68
4.5.1.4
Class Diagram
69
4.5.1.5
CRC Cards
70
4.5.1.6
Sequence Diagrams
70
4.5.1.7
State-Chart Diagram
74
4.6 Physical Design

4.6.1 Database Design
75
4.6.2 Documentation for tables in database
76
4.6.3 Relationships established in the database
76
4.6.2 Interface Design
78
4.6.2.1
System Generated Reports
4.6.3 Program Modules
75
84
84
4.6.3.1
Login
84
4.6.3.2
General User
85
4.6.3.3
Librarian
86
4.6.3.4
Administrator Screen
87
4.6.3.5
Error Tracking
89
4.6.4 System Architecture
89
4.6.5 Hardware Requirements
91
4.6.6 Test Plan
91
4.7 Chapter Summary
92
IMPLIMENTATION AND TESTING
94
5.1 Introduction
94
5.2 System Implementation
94
5.2.1 Hardware and Software
95
5.2.2 Database Development
95
5.2.3 Programming
95
5.2.4 Integrating Modules
98
5.3 Testing
99
5.3.1 Unit Testing
99
5.3.1.1
Black-Box Testing
99
5.3.1.2
White-Box Testing
103
xi
5.3.2 Integration Testing
5.3.2.1 Registration Window Test
104
5.3.2.2 Login Window Test
104
5.3.2.3 General User Window Test
105
5.3.2.4 Librarian Window Test
105
5.3.2.5 Administrator Window Test
105
5.3.2.6 Add/Edit Borrowers Window Test
105
5.3.2.8 Add/Edit Books Window Test
106
5.3.3 System Testing
106
5.3.4 Acceptance Testing
107
5.4 User Manual
107
5.4.1 User Manual for Administrator
103
108
5.4.1.1
System Installation
108
5.4.1.2
System Maintenance
109
5.5 Chapter Summary
109
ORGANISATIONAL STRATEGY
110
6.1 Introduction
110
6.2 Conversion Strategy
110
6.2.1 Conversion Plan

6.2.1.1
111
Conversion Style
112
6.2.2 Change Management Plan
112
6.2.2.1
Understating Resistance to Change
112
6.2.2.2
Revising Management Policies
113
6.2.2.3
Assessing Costs and Benefits
114
6.2.2.4
Motivating Adoption
114
6.2.2.5
Conducting Training
115
6.3 Post-Implementation Activities
115
6.3.1 System Support
115
6.3.2 System Maintenance
116
6.3.3 System Review
116
6.4 Expected Organisational Benefits
116
6.5 Chapter Summary
117
DISCUSSION AND CONCLUSION

7.1 Introduction
118
118
xii
7.2 Achievements
118
7.3 Constrains and Challenges
119
7.4 Aspirations
120
7.5 Lessons Learned
120
7.6 Future Enhancements
120
7.7 Summary
121
REFRERENCES
122
APENDICES A - D
124
Appendix A: Project Schedule
124
Appendix B: Organisational Structure
127
Appendix C: CRC Cards for to-be system
129
Appendix D: System Generated Reports
140
Appendix E: User Feedback Form
143
Appendix F: User Manual
145
xiii
LIST OF TABLES
TABLE NO.
TITLE
PAGE
3.1
Activities in project development phases
49
3.2
Software required to developing the system
51
3.3
Hardware required to developing the system
52
4.1
Activities in current process
59
4.2
Functional Requirements for BDMS
67
4.3
Non-functional Requirement for BDMS
68
4.4
Documentation for tables in database
76
5.1
Black-Box Testing for the system
99
5.2
Average Points
107
xiv
LIST OF FIGURES
FIGURE NO.
TITLE
PAGE
2.1
Literature review framework
3.1
Project development framework
39
3.2
Phases of SDLC
40
3.3
Prototyping methodology
42
4.1
Current process
58
4.2
Use Case Diagram for as-is process
60
4.3
Use Case Description for Receive New Materials
61
4.4
Use Case Description for Issue Materials
62
4.5
Use Case Description for Receive Materials
63
4.6
Activity diagram of as-is system
64
4.7
Class diagram of as-is system
65
4.8
Sequence diagram of as-is system
66
4.9
Use Case Diagram for to-be process
70
4.10
Use Case Description for Register New Materials
71
4.11
Use Case Description for Issue Materials
72
4.12
Use Case Description for Check Limits
73
4.13
Use Case Description for Receive Materials
74
4.14
Use Case Description for Set Limits
75
4.15
Activity diagram of to-be system
76
4.16
Class diagram of to-be system
77
4.17
Sequence diagram for Register New Materials use case
78
4.18
Sequence diagram for Issue Material and Check Limit
79
use cases
4.19
Sequence diagram for Receive Materials use case
80
4.20
Sequence diagram for Set Limit use case
81
xv
4.21
State Chart Diagram for Materials
74
4.22
Entity Relationship Diagram of Database
75
4.23
Windows Navigation Diagram
79
4.24
Login Screen
79
4.25
Default Screen
80
4.26
Librarian Screen
81
4.27
Add/Edit Books Screen
82
4.28
Add/Edit Borrowers Screen
83
4.29
Administrator Screen
83
4.30
Information Message for Successful Backup
84
4.31
Two tier architecture
90
4.32
Deployment Diagram
90
5.1
Database Connection Coding
95
5.2
Coding for Login Authentication Check
96
5.3
Coding to Add Data to Database
97
5.4
Coding to Retrieve and Display Data
98
5.5
Coding to Update Data
98
5.6
Registration Form
110
6.1
Elements of Mitigation Plan
111
xvi
LIST OF ABREVIATIONS
BDMS
Books and Document Management System
ICT
Information and Communication Technology
LPI
Libyan Petroleum Institute
xvii
LIST OF APENDICES
APPENDIX
TITLE
PAGE
Project Schedule
124
Organisational Structure
127
CRC Cards for to-be system
129
140
User Feedback Form
143
User Manual
145
CHAPTER 1
1.1
PROJECT OVERVIEW
Introduction
The study focuses on books and document management in LPI library, Libya.
LPI allocated one room in the office for library. It is a small library. The library
contains several titles in many fields. It includes even fictions. All the books and
documents in the library are in printed form. No material in library is in
electronically stored.
One staff member is allocated to maintain and manage the books and
documents. The staff can borrow books and documents for a limited time. Some of
the materials specified as reference materials are not allowed to take out from the
library.
The library staff maintains a register for all the titles in the library with details
of author, publisher, date and so on. The library staff also maintains a log book for
issuing and receiving the books and documents. When any staff wants to take out any
material from library they write the title, date, staff name, and signature in the log
2
book and take out the materials. When the issued book is received to the library, the
library staff updates the log book writing the date and time received. The whole
library books and documents procedure is currently manual.
Every staff has a limit to the number of books they can borrow and the
maximum duration they can keep the book un-returned. When the staff limit is
reached, the library staff is not suppose to issue any more materials to the staff. Since
the procedure is manual, it is highly difficult to keep up the limits. If any book or
document is received after the due date the library charges some nominal fee from
the borrower. Keeping record of fees for late receipt of materials is also a time
consuming task for the library staff.
Since there are hundreds of titles in the library, it is difficult to keep track of
the materials. It takes lots of time and effort to manage and maintain the materials in
order and the effort is never complete due the continuous movement of materials.
It is time consuming with the manual system to find the status of any material
at any point in time. If any staff wants to clarify the status of a material, response
time depends on how fast the staff can go through the log book, and some times it is
never possible to find out the material. Some times some materials are lost from
library.
Due to the manual system, the books and document management gets delayed
and does not serve well to the organisation.
1.2
Background of the problem
This project therefore is designed to analyse and develop an information

system for Libyan petroleum institute library (LPI). The project aims to design an
information system to manage books and documents for the institute library. The
system will be designed specifically of meet the needs Institute library and its current
3
books and documents database. One of the system features is to create electronic
track of borrowing and return of the books by the employees. It can be used to show
the status of the books and documents at any point in time.
It has been acknowledged that managing books and documents are a

challenging task. To locate the books and documents, to easily identify the customer
needs, and to create a data base accordingly, forms of this challenge. On the other
hand, however, mismanaging of the books and documents can waste the staffs time,
put more efforts on the librarian, cause the organisation money.
LPI library system is not a critical system. Any failure or miss function may
not cost much to the organisation. Since it is a very small library only for the staff,
the library needs a very simple system to maintain the books and document records
and movement of it. They also like to emphasis the staff to have a limit to take books
and encourage returning on time. To do so library likes to fine the staff if books are
delayed and have an issue limit.
The system gives value to the organisation by having an organised structure

to manage books and documents. The system will allow finding the specific books or
documenting with its search facility. The system also will give the specific status of
the book, in which staff will know if the material is available or not or when they can
get it with precision. The system would be reducing staff time and redo the same
work.
1.3
Statement of the problem
As problem background above spotted, books and document management is

based on manual system resulting undesired outcome for the organisation. It is also
time consuming to track and find the library book and documents. Therefore the
questions that come up would include:
i.
How can a fast and easy access to details of library materials and
borrower information be provided?
ii.
How can the information be presented in an organised and structured

manner?
iii.
How can delays in transaction be minimised and reduce manual work?
iv.
How can the status of material be viewed at any point in time?
v.
Can an information system help to manage the books and documents?
This study attempts to provide answers to these questions and other related
ones.
1.4
Objectives of the project
The primary objectives of the project are listed below:
i.
To analyse, design and develop books and document management

system for LPI, Libya.
ii.
To analyse and provide a systematic approach for effectiveness of the

books and document management in LPI, Libya.
1.5
Scope of the project
The project is confined to a specific scope. It is to have clear boundaries of

the project to be done. The scope of the project is listed below:
i.
The project will focus on books and document management.
ii.
The system will record books and documents information and

borrower records.
5
iii.
The system will record limits; maximum number of books and

maximum amount of fine for a borrower, maximum duration for a
material to be out of library, and the amount of fine for each type of
material.
iv.
The system will be used within the library and is not accessible
thought internet.
v.
The system can search the materials by title, author, category,

publisher, ISBN, and material identification number.
vi.
The system will have ability to generate daily and monthly reports of
issued and received books and materials.
1.6
Importance of the project
Books and documents in the LPI library play an important role in the work
carried out the staff of the organisation. Failure to maintain the materials in the
library can have loss of time and effort for the organisation to achieve its targets. A
better books and document management system with standard procedures can
minimise inappropriate books and document management.
In the LPI context, staff find it difficult to locate and get the required
materials. As a result, lots of productive time of the staff are being wasted and may
have to re-iterate what the organisation already has done. This proposed system will
help the LPI to manage its library materials effectively.
Currently there is no computerised system for books and document

management in LPI. The records are maintained through manual writing of log books
of registry of materials and issue and receipt records. The borrower information is
not taken from the company identification card to write in the log books every time
when a borrower takes out materials. This proposed system will maintain the record
of the materials and its movement and the borrower information.
6
The current books and document management procedures have no specific
guidelines to follow. The staffs sometimes write the log book of issue and receipt on
their own. Sometimes the staff takes the books on someone elses name. This project
will specify minimum information requirements and procedures to manage books
and documents for the context.
The project will serve various benefits. Some benefits of the system are listed
below.
1.7
i.
Records the registry of the books and documents.
ii.
Save time in issue and receive process.
iii.
Adopt an organised methodology for material movement.
iv.
Systematic record of books and documents.
v.
Systematic record of issue and receive process.
vi.
Save time of staff.
vii.
Avoid loss of materials.
viii.
Avoid issuing books on behalf of other staff.
ix.
Help staff to track books and documents easily.
x.
Generate efficient report.
xi.
Offer better books and document management service.
Chapter summary
It is important to manage books and documents for the benefit of the users as
well as to the organisation. The focus of the project is on the books and document
management in LPI, Libya.
The current system of books and document management in LPI library is

manual with some inconvenience for locating and getting the required materials. This
project attempts to analyse, design and develop a books and document management
system to help LPI library to manage its titles. The proposed system can record
7
books and document information with borrowers details and track application with
its status. It also can record fines for the delayed materials.
The proposed system will minimise current inconsistencies in books and

document procedures. It will save staff time and material management time. It will
give better service for the organisation.
CHAPTER 2
2.1
LITERATURE REVIEW
Introduction
This chapter provides insight knowledge and information related to the topic
of the project. The chapter presents brief overview of the literature with regard to
books and document management and the role of information systems to facilitate in
the process. The aim of the chapter is to facilitate the readers and the researcher with
the literature related to books and document management systems. The areas of
literature discussed in this chapter are as follows.
i.
Definitions and overview of books and document
ii.
Document Management System
iii.
Library systems
These topics are discussed in the literature review with related areas as shown
in the literature review framework in Figure 2.1.
Literature
Review
Definitions
and
Overview
Library
Automation
Types/Classi
fication
Electronic
Library
Record
Management
Document
Manageme
nt Systems
Library
Systems
Overview
Concourse
Components
CSS Library
System
Meta data,
Integration
Koha
WinLibMan
Storage,
retrieval
Capture,
Indexing
Figure 2.1: Literature review framework
Minfo
10
2.2
Definitions and overview
This section will describe the major terms and in the project. The definitions
and overviews of the terms are as follows.
2.2.1
Library Automation System

A library automation system is a computer system designed to automate tasks
in a library.
Such systems primarily host a catalog of the library's collection, replacing the
old card catalog once used. Under the card catalog system, several cards may be
prepared for each book, to be used in a sorted series of cards by Title, Author and
Subject. Each card would also bear a call number, denoting the item's location within
the library's collection (for example, according to the Dewey decimal system or other
library classification scheme).
Automation of the catalog saves the labor involved in resorting the card
catalog, keeping it up-to-date with respect to the collection, etc.
Other tasks automated include checking out and checking in books,

generating statistics and reports, acquisitions and subscriptions, indexing journal
articles and linking to them, as well as tracking interlibrary loans.
2.2.2
Classification systems
i.
Dewey Decimal Classification (DDC)
ii.
Library of Congress Classification (LCC)
iii.
Chinese Library Classification (CLC)
iv.
Universal Decimal Classification (UDC)
v.
Harvard-Yenching Classification
11
2.2.3
Electronic Library Management System
Staff and librarians use computers to perform the everyday library tasks such
as a employer searching for a book in the catalog or the librarian updating the general
information. All most every employer has a cellular (Mobile) phone but not everyone
has a computer. The present library website can be displayed on some cellular
phones but it was not intended for the cellular phones. Besides, most of the cell
phones support only WML language. Therefore the proposal is to build an ASP.Net
Mobile Web application which makes use of WML so that every student can browse
through the library catalog instead of going to the lab and then searching for the book
on a computer. The idea is to make the library available on the cell phone at any
time.
The main tasks intended to achieve are described below:

There will be three different kinds of users:
1) Administrator
1) Staff.
2) Employers
a) Employers.
1) Login as a Administrator
2) Search Catalog by ISBN (Also gets price at AMAZON.COM)
3) Search Catalog by Call# (Also gets price at AMAZON.COM)
4) Search Catalog by Author (Full-text search using Microsoft Search)
5) Search Catalog by Book name (Full-text search using Microsoft Search)
6) Advanced Search (Full-text search using Microsoft Search)
7) Change password
8) See all the books he borrowed on his account and their due dates
9) Directions to Library (Microsoft Mapoint service)
10) View Library Hours
11) View Announcements
12) Signup to receive new notifications
12
13) Unsubscribe to new notifications
14) Renew Books.
b) Administrator:
1) Login as an administrator
2) Add new books
3) Add Students
4) Add Staff
5) Delete Staff
6) Delete Student
7) Modify student
c) Staff/ Student Assistants:

1) Login as Staff
2) Change passwords
3) Modify Library hours
4) Add announcements
5) Delete Announcements.
6) Check-out books
7) Check-in books
8) Request Hold
9) Ability to see any student record with his UIN/ Name
10) Collect Fines
d) Automated:
1) New item notification emails are sent automatically (SMTP email server)
2) Send notification if a hold book is returned
3) Send notification if a hold on a book is placed.
Technologies intended to use:
a) Microsoft ASP.net framework
b) Mobile web applications
c) Web Services
d) Data access through ADO. Net
e) Database probably would be MS SQL server
13
f) WML
g) Style sheets
2.2.3.1 The mobile web-application Architecture

To start building your mobile web application you will need a windows
server running internet information services and the .Net framework.
The Microsoft mobile internet toolkit extends the functionality of ASP.NET to easily
target mobile devices using mobile web forms technology. Developers building
mobile web application can use .Net framework services like XML web services,
ADO.net for data access and common language runtime. Lets look at the production
environment once the web server and your mobile web application are deployed on
the internet. A pocket pc wants to access your mobile web application will make an
HTTP Request to the web server.
Figure 2.2: Mobile Web Application Architecture
14
2.3
Document Management System

According to reference [13], a document management system (DMS) is a
computer system (or set of computer programs) used to track and store electronic
documents and/or images of paper documents. The term has some overlap with the
concepts of Content Management Systems and is often viewed as a component of
Enterprise Content Management Systems and related to Digital Asset Management.
2.3.1
Overview
A document management system will typically address some or all of the
following areas:
Location and Time
Retrieval
Filing
Mode? Time? Technology?
Organization? Strategy?
Security
Protection against loss, tampering or destruction of

documents? How to deal with sensitive information?
Archival
Readability? How can we protect our documents against

fires, floods or natural disasters?
Retention
What to retain? Length of retention? Removal?
Distribution
People? Cost of distribution?
Workflow
If documents need to pass from one person to another,

what are the rules for how their work should flow ?
Creation
Number of people and logistics of collaboration?
15
How do we provide needed requirements for legal

submission to government and private industry that the
Authentication/Approval
documents are original and meet their standards for
authentication?
Document management systems have some overlap with
Content
Management Systems, Enterprise Content Management Systems, Digital Asset

Management, Document imaging, Workflow systems and Records Management
systems.
2.3.2
Components
Document management systems commonly provide storage, versioning,
metadata, security, as well as indexing and retrieval capabilities. Here is a description

of these components.
2.3.2.1 Metadata
Metadata is typically stored for each document. Metadata may, for example,
include the date the document was stored and the identity of the user storing it. The
DMS may also extract metadata from the document automatically or prompt the user
to add metadata. Some systems also use optical character recognition on scanned
images, or perform text extraction on electronic documents. The resulting extracted
text can be used to assist users in locating documents by identifying probable
keywords or providing for full text search capability, or can be used on its own.
Extracted text can also be stored as a component of metadata, stored with the image,
or separately as a source for searching document collections.
16
2.3.2.2 Integration
Many document management systems attempt to integrate document
management directly into other applications, so that users may retrieve existing
documents directly from the document management system repository, make
changes, and save the changed document back to the repository as a new version, all
without leaving the application. Such integration is commonly available for office
suites and e-mail or collaboration/groupware software. Integration often uses open
standards such as ODMA, LDAP, WebDAV and SOAP to allow integration with
other software and compliance with internal controls.
2.3.2.3 Storage
Store electronic documents. Storage of the documents often includes
management of those same documents; where they are stored, for how long,
migration of the documents from one storage media to another (Hierarchical storage
management) and eventual document destruction.
2.3.2.4 Retrieval
Retrieve the electronic documents from the storage. Although the notion of
retrieving a particular document is simple, retrieval in the electronic context can be
quite complex and powerful. Simple retrieval of individual documents can be
supported by allowing the user to specify the unique document identifier, and having
the system use the basic index (or a non-indexed query on its data store) to retrieve
the document. More flexible retrieval allows the user to specify partial search terms
involving the document identifier and/or parts of the expected metadata. This would
typically return a list of documents which match the user's search terms. Some
systems provide the capability to specify a Boolean expression containing multiple
keywords or example phrases expected to exist within the documents' contents. The
retrieval for this kind of query may be supported by previously-built indexes, or may
17
perform more time-consuming searches through the documents' contents to return a
list of the potentially relevant documents.
2.3.2.5 Capture
Images of paper documents using scanners or multifunction printers. Optical
Character Recognition (OCR) software is often used, whether integrated into the
hardware or as stand-alone software, in order to convert digital images into machine
readable text.
2.3.2.6 Indexing
Track electronic documents. Indexing may be as simple as keeping track of
unique document identifiers; but often it takes a more complex form, providing
classification through the documents' metadata or even through word indexes
extracted from the documents' contents. Indexing exists mainly to support retrieval.
One area of critical importance for rapid retrieval is the creation of an index
topology.
2.4
Library Systems
There are some information systems that are similar to the required system.
This section will try to explore some of the existing systems that do books and
document management. This will enable to gather awareness to the system to be
developed and help to improve in it.
18
2.4.1
Concourse
Concourse is a library books and document management system provided by
Books Systems Incorporation. The system features are explained below.
2.4.1.1 Features
The features of the system Concourse by Books Systems Incorporation is
described below.
Cataloging
Add and edit item records easily and quickly.
Index each record automatically when you save it; eliminates tedious tasks
such as posting records, rebuilding indexes, and other time-consuming,
labor-intensive tasks.
Create and import MARC records automatically.
Prevent title duplication; automatically prompts for comparison of items with

similar titles.
Add copies of items in seconds.
Classify using the Dewey Decimal System or LC Classification.
Use Sears or Library of Congress subject headings.
Integrates seamlessly with eZcat for fast, easy, and reliable retrospective
conversions.
Define keyboard shortcuts to move between functions, reports, etc. Shortcuts

are specific for each worker; quicker and easier than using the mouse.
Catalog all types of media - books, records, audio tapes, video recordings,
maps, etc.
Use Double-Check, an exclusive feature of Concourse, to display catalog

records electronically so you can check the work of staff members and
volunteers.
19
Sort results and reports in ascending or descending order.
Configure and print reports in specified format.
Save report configurations for later use; modify saved configurations at any
time.
Print lists of holdings by material type, age group, location, classification, and
circulation type.
Print spine and pocket labels.
Print a Shelf List, Accession List, and many other reports from menu options.
Circulation
Check out items to patrons quickly and accurately.
Check in items from patrons quickly and accurately.
Assign special due dates when needed.
Reserve materials by item ID number, title, author, or subject.
Assess, waive, and collect fines.
Print circulation receipts with or without a receipt printer.
Print overdue notices as cumulative lists and/or individual notices.
Print statistical reports, for any date range, based on patron classes, report
classes, money paid/waived, items added/deleted, or patrons added/deleted.
Print due date slips as needed.
Print lists of overdue items in call number order for shelf verification before
sending notices.
Review an item's status (in, out, reserved, or lost).
Review a patron's record for items currently on loan, overdue, reserved, fined,
etc.
Review the history of a patron or an item for a specific date range.
Add and edit patron records.
Add up to two addresses and six phone numbers per patron.
Use P-Link to transfer patron names into Concourse from an ASCII text,
fixed length fields, or comma-delimited file from Microsoft Works, Excel, or
Access.
Attach notes and alerts to patron records.
20
Place reminders for reserved items that will appear automatically during
checkin and checkout routines.
Calculate due dates and fines automatically.
Print overdue notices, form letters, and lists of patrons.
Print circulation receipts.
Print statistics by material type or patron class for any range of dates.
Searches and Search Methods
Search all types of media.
Make searching easy with image-based searching (Visual Search).
Use the images provided or substitute your own.
Find an item quickly, i.e., within a second.
Compile and print a bibliography of various media types (mediagraphy) from

a single search or from multiple searches.
Search the summary or note fields to match notations and major concepts,
enhancing search capabilities.
Use Boolean operators and wildcards to expand or limit searches.
Use the Near Matches option (browse searching) to prevent failed searches or
if you are not sure of the search term.
Inventory
Inventory a section of your library or your entire library collection. The

inventory can be done while the library is open to the public.
Print inventory lists. Get a list of missing items, items that are out-of-order, or
lost items.
Move items from one location to another and/or change the circulation type
using a scanner or filter.
Perform inventory with a portable barcode reader.
Print a Holdings Summary that provides information about how many items
you have, how many items are in, out, reserved, or lost.
21
Administration
Establish login names and passwords for all workers.
Set up worker permissions, limiting or expanding worker authorization for

certain functions within the program.
Set up item classes, such as material types, age groups, circulation types,
report classes, and locations.
Print a Collection Aging Report (an item list by copyright year) to assist you
in weeding out obsolete items in your collection.
Set up patron classes, establishing loan restrictions.
Review transactions by patron or item.
Reports
Generate various patron and item reports.
Generate an accession list.
Generate various statistical reports.
Generate authority control reports.
Generate highly specific reports using filters.
Customize reports and save configurations.
Online Public Access Catalog (OPAC)*
Use a variety of search options to locate an item quickly and accurately; Easy
Word, Visual, Simple, Power, Expert, and Study Programs Search are as
simple as clicking a picture or typing a word and pressing the Enter key.
Configure the background of the OPAC screen.
Create messages for a scrolling marquee; messages may be about library

hours, new books, community events, etc.
Create a hyperlink to the Internet that automatically displays on the main

screen.
Keep your patrons focused on searching by configuring the main display so

that the Exit button is hidden.
View statistical information about the number of searches done from each
OPAC terminal on your network.
22
* Online means on the computer searching; does not require Internet access.
2.4.2
CSS Library System

By Stephen (2007) [9], the library system developed by Custom Software
Systems, UK. The system features are explained below.
2.4.2.1 Features
The features of the library system developed by Custom Software Systems
are described below.
Book and borrower search on a variety of fields.
Use of bar-code scanners for books and borrower user cards.
Issue book.
Return book.
Reissue book.
Reserve book.
Handling of multiple locations.
Book and borrower details.
Book and borrower notes.
Book history.
Maintenance of fines for books returned late.
Borrower history.
Reports on library statistics, borrower usage, etc.
Generation of overdue books reports and letters to borrowers.
Web application to allow borrowers a separate interface to the system to

search for books. This could also be made live over the internet if
required.
23
2.4.3
Koha
Koha is a full-featured open-source ILS [4]. Developed initially in New
Zealand by Katipo Communications Ltd and first deployed in January of 2000 for
Horowhenua Library Trust, it is currently maintained by a team of software providers
and library technology staff from around the globe.
Koha is a comprehensive system that will intelligently run your library - large
or small, real or virtual.
2.4.3.1 Features
According to Koha (2005)[4], the features of the system are described below.
A full featured modern integrated library system (ILS).
Award winning and open source no license fee, ever.
Linux, Unix, Windows and MacOS platform.
Web Based.
We can full integrate it into your website.
Copy cataloguing and z39.50.
MARC21 and UNIMARC for professional cataloguers.
Tailored catalogue module for special libraries.
Use as a document manager or digital library.
Manage online and off line resources with the same tool.
RSS feed of new acquisitions.
E-mail and/or txt patron's overdues and other notices.
Print your own barcodes.
Serials management module.
Full catalogue, circulation and acquisitions system for library stock

management.
Web based OPAC system (allows the public to search the catalogue in
the library and at home).
24
Simple, clear search interface for all users.
Simple and comprehensive acquisition options.
Koha is multi-tasking and enables updates of circulation, cataloguing

and issues to occur simultaneously.
2.4.4
WinLibMan
This Library Management System Software WinLibMan a unique product

from KELTRON, India, is capable of handling Books, Periodicals and Attachments
like CD-ROMs, Floppies, Cassettes, Films, Drawings etc. with equal ease and
efficiency.
This is a Windows-based Library Management System, utilizing the latest

advancements in the Information Technology to provide and improve Library
Services.
2.4.4.1 Features
The features of the system WinLibMan by Keltron (2007) is described below.
For Members
Facility for SEARCH
Books based on Accession Number, Title, Author, Subject, Keyword.
Periodicals based on Accession Number, Name, Key topics,

Periodicity, Date of Publication.
Attachments based on Accession number, Parent accession number,

Topic and Type.
Facility for viewing ABSTRACTS.
Facility for RESERVATION Books, Periodicals and Attachments.
Facility for RENEWALS Books, Periodicals and Attachments.
25
Facility for CUSTOMIZED SERVICES
For Library Staff
Automatic installation
Simple and intuitive GUI for performing all functions
Short-cut keys and point-and-click operation.
On-line hardcopy logging of critical transactions to ensure data

security.
Special batch-mode functions for handling bulk Issues, Returns and

Renewals.
Security features like access control using passwords and user-roles.
Template editing facilities for handling multiple copy cataloguing.
Automatic calculation of late-fee.
Printing Services for generating

o Index cards, Member cards, Catalogue, Late-fee collection,
Reservation notice, Over-due reminders, emergency call-back
notice, reader statistics, Items for Binding, Items on Display,
Condemned items, Items on circulation, New arrivals etc.
2.4.5
Minfo
Library Management System is a comprehensive library management
solution that is suitable for both large and small libraries. Its flexible design enables
MINFO Library Management System to be installed in a range of Library
organizations, ranging from public libraries, through to academic, joint use and
special libraries. One of MINFO Library Management Software's strengths is that
while it has been developed using the latest software technologies (Windows based
Client Server) it is also a mature, proven system.
26
2.4.5.1 Features
Minfo(2007) [7] , describes the features of the system as follows
Maintain Any Media
You can define a number of things that one wants to keep track of.
One can maintain different kinds of media like Book, CD, File
Documents, Video Cassette, and Audio Cassette.
One can maintain media with it's own specifications rather than
common.
You define the specification you want for that media, For book
(pages, ISDN number, type, volume).
Powerful Search Engine
Minfo Library Software includes searches for words, phrases and

more within single sentences in a book, or your entire library.
Includes (+," ",-) operators.
'Powerful reference searching' you can find resources about any given
media anywhere in your library.
Find media by any keyword typed in text box or by selecting the name
of media author, publisher or subject also find different combinations
of author, publisher, subject and sub subject.
Define search field and select particular fields to display the result.
Custom Field Indices
Minfo Librarian Software provides sorted data on required fields by

clicking on the column header. i.e. if clicked on publisher the data will
be sorted on publisher.
One each master form.
Issue Criteria
Set criteria for the Group of members against the media type so that it
is easy to maintain and track the criteria data of particular group.
27
Lock System
Lock the subject or group of the member, so that media can't be issued
which falls under this criteria. One can in this way restrict the issuing
of the media.
Circulation
Easy operation of circulation by entering the code of media, get all the
information related to the media and the number. (name, group, media
type)
Easy Navigation and Updating
Selecting an option from the given menu provides all the data related
to that option in tabular format in a user friendly manner.
Auto Filter & Auto Search
On each master form, Minfo Library Software will search on the field
where your cursor is and what you type is taken as a search value.
Help and User's Guide
It gives informative help and makes it easy to understand by pressing

F1.
Provides informative help for each form of the system and also
describes each field on the form.
Customize
User can customize the system to feel easier for data entry.
While adding records user can keep form in 'add' mode. Define
Holidays.
Set the criteria of issuing the book if member is requested for media
or not.
Stack Period
Define the time duration for which the library is closed, so while
calculating the fine of Member those days can be subtracted.
28
Scrap-Type
Define their own scrap type for scraping the media. Provides scrap
runner utility to record the number of scrap media.
Reports
Member wise report.
Media wise report.
Time duration and media name for which user want the report.
More specific report.
Barcode & Kiosk [Can be customized]
Out of the box support for barcode label printing-scanning & kiosks
for easy implementation of total solution.
2.5
Context of the project
For this project the system in focus is a system to help books and document
management in LPI. The literature gave insights of the books and document
management which can be implemented in the process and systems. For example
standardised classification of materials is important for a library management.
The literature review contains the components that will be necessary to the
BDMS. The components that should be modified to fit to use in BDMS are also
described in the chapter.
The systems studied above have lots of features that can be incorporated in
BDMS. For example, transaction record handling, fine records, user records are
relevant features for BDMS.
The scopes of the systems studied are much larger than the system to be
developed. Most of those features are not used in the BDMS. The policy is to adopt
29
the system to the organisation not to adopt the organisation to the system. Therefore
BDMS will have those facilities that are necessary for the organisation.
2.6
Summary
This chapter has briefed about the literature relevant to the BDMS which is to
be developed. The chapter explained the terms related to BDMS, records
management system, document management system, and similar systems used for
library management.
The chapter gives comprehensive idea of the literature with regarded to the
development of the BDMS.
30
CHAPTER 3
3.1
METHODOLOGY
Introduction
This chapter explains the methodology used to develop the system. Since the
project is to develop an information system, it follows a life cycle called System
Development Life Cycle (SDLC). SDLC has four fundamental phases; planning,
analysis, design and implementation. The chapter explains the phases with related to
the Books and Document Management System (BDMS). It also specifies the
formalised approach of prototyping to implement the SDLC in this project. The
chapter gives the detailed project schedule to be followed.
3.2
Project Development Framework
The overall project development of BDMS undergoes many steps; project

initiation till finalised system. Figure 3.1 shows the overall project development
31
framework. It follows the path; project initialisation and planning, analysis, design,
developing prototype, loop back to analysis if prototype is not accepted, if accepted;
install system, testing, and finalisation.
Project Initiation and Planning
Not satisfied
Analysis
Design
Develop Prototype
Implementation
Satisfied?
Yes
Install System
Perform Testing
Finalized System
Figure 3.1: Project development framework
32
3.3
System Development Life Cycle
In many ways, building an information system is similar to building a house.

First, the house (or the information system) starts with a basic idea. Second, this idea
is transformed into a simple drawing that is shown to the customer and refined (often
through several drawings, each improving on the other) until the customer agrees that
the picture depicts what the customer wants. Third, a set of blueprints is designed
that presents much more detailed information about the house (e.g., the type of water
faucets, where the telephone jacks will be place). Finally the house is built following
the blueprintsand often with some changes directed by the customer as the house is
erected. (Dennis, et al 2005)
Dennis, et al (2005) describes that the SDLC has a similar set of four
fundamental phases: planning, analysis, design and implementation. Different
projects may emphasise different parts of SDLC phases in different ways, but all
projects have elements of the four phases. Figure 3.2 shows phases of SDLC.
Each phase is itself composed of series of steps, which rely upon techniques
that produce deliverables, specific files and documents that provide understanding
about the project.
Planning
Implementation
Analysis
Design
Figure 3.2: Phases of SDLC
33
In this project, the SDLC phases and steps proceed in a logical path from start
to finish. In some projects, the project reams move through the steps consecutively,
incrementally, iteratively or in other patterns.
3.3.1
System Development Methodology
According to Dennis, et al (2005), a methodology is a formalised approach to

implement the SDLC (i.e., it is list of steps and deliverables). There are many
different systems development methodologies, and each one is unique based on the
order and focus places on each SDLC phase. Some organisations have their own
standardised methodologies.
McConnell, S (1996) describes that, an important factor in categorising

methodologies is the sequencing of the SDLC phases and the amount of time and
effort devoted to each. Thus common methodologies are:
Waterfall development method,
Parallel development method,
Phased development method,
Prototyping method, and
Throwaway prototyping method.
For this project, prototyping based methodology is used. According to

Dennis, et al (2005), prototyping is excellent with a short time schedule and with the
schedule visibility. Since this project schedule is very clear and availability of time
is short, the prototyping methodology is chosen.
34
3.3.1.1 Prototyping
Prototyping methodology performs the analysis, design and implementation
phases concurrently, and all three phases are performed repeatedly in a cycle until
the system is completed. With this methodology, the basics of analysis and design
are performed, and work immediately begins on a system prototype, a quick-anddirty program that provides a minimal amount of features. (Dennis, et al 2005)
The first prototype is usually the first part of the system that the user will use.
The prototype goes cyclic refinement till the user requirements are fulfilled. The
refined prototype (called the system) is installed. Figure 3.3 shows the prototyping
methodology phases.
Planning
Analysis
Design
System
Prototype
Implementation
Implementation
System
Figure 3.3: Prototyping methodology (Adopted from Dennis, et al 2005)
The key advantage of prototyping methodology is that it very quickly

provides a system for the users to interact with, even if it is not ready for widespread
organisational use at first. (Dennis, et al 2005)
35
3.4
Phases of Development
Following sections describe the development phases and specific activities
involved in each phase.
3.4.1
Planning phase
The planning phase is the fundamental process of understanding why an

information system should be built. This phase also determines how the project team
will go about building the system. It has got major two steps in planning phase;
project identification and initial planning.
3.4.1.1 Project identification and selection
The management of the LPI will identify the systems required to the LPI.
There can be several systems identified, but all the systems may not be selected for
implementation due to budgetary and other feasibility constraints. Therefore an
assessment is done to select the systems to be executed. The method of choosing the
projects to execute varies from organisation to organisation. In this case I have
discussed with the LPI management and they have chosen BDMS for LPI library for
this project.
3.4.1.2 Project initiation and planning
Once the project is approved, it enters project management. During project

management, the project manager creates a work plan, staffs the project and puts
techniques in place to help the project team control and direct the project through the
36
entire SDLS. The deliverable for this step is project plan that describes how project
team will go about developing the system. (Dennis, et al 2005)
3.4.2
Analysis phase
Analysis phase answers the question of who will use the system, what the
system will do, and where and when it will be used. During this phase, the project
team will investigate any current system in LPI library, identifies improvement
opportunities and develops a concept for the new system for the library. This phase
has three steps as follows. (Dennis, et al 2005)
3.4.2.1 Developing analysis strategy

An analysis strategy is developed to guide the project teams efforts. Such a
strategy usually includes an analysis of the current system (called the as-is system)
and its problems, and then ways to design a new system (called to-be system).
3.4.2.2 Requirements gathering

The next step is requirements gathering (e.g., though interviews or
questionnaires). The analysis of this information in conjunction with input from LPI
management, library and many other people leads to the development of a concept
for new system.
The system concept is then used as a basis to develop a set of business

analysis models that describes how the business will operate if the new system were
37
developed. The set of models typically includes models that represent data and
processes necessary to support the underlying business process.
3.4.2.3 System proposal

The analysis, system concept, and models are combined into a document
called the system proposal, which is presented to the LPI management and other key
decision makers (e.g., members of the approval committee) that decides whether the
project should continue to move forward.
The system proposal is the initial deliverable that describes what business
requirements the new system should meet. Because it is really the first step in the
design of the new system, some experts argue a better name would be analysis and
initial design. Most organisations continue use the name analysis for this phase, so
this project will also use the name analysis for this phase. (Dennis, et al 2005) For
this project, the second part (project 2) will begin from here onwards.
3.4.3
Design phase
Dennis, et al (2005) describes that the design phase decides how the system
will operate, in terms of the hardware, software and network infrastructure; the use
interface, forms and reports; and the specific programs, databases, and files that will
be needed.
Although most of the strategic decisions about the systems were made in the
development of system concept during the analysis phase, the steps in design phase
38
determine exactly how the system will operate. The design phase has following four
steps. (Dennis, et al 2005)
3.4.3.1 Developing design strategy

The design strategy must be developed. This clarifies whether the system
must be developed by the companys own programmers, whether it will be
outsourced to another firm (usually a consulting firm), or whether the company buy
an existing software package.
3.4.3.2 Architecture design

This leads to the development of basic architecture design for the system that
describes the hardware, software, and network infrastructure that will be used. In
most cases the system will add or change the infrastructure that already exists in the
organisation. But for this LPI library project there will be no change in infrastructure
and it will use the existing infrastructure.
The interface design specifies how the user will move through the system
(e.g., navigation methods such as menus and on-screen buttons) and the forms and
reports that the system will use. These designs for BDMS will be done in later
chapters
3.4.3.3 Database and file specification

The database and file specifications are developed. These define exactly what
data will be stored and where they will be stored. The class diagram and CRC cards
in chapter 4 will describe these specifications for BDMS.
39
3.4.3.4 Program design

The analyst team develops the program design, which define the programs
that need to be written and exactly what each program will do.
This collection of deliverables (architecture design, interface design, database

and file specification, and program design) is the system specification that will be
used to for programming the BDMS for implementation.
At the end of the design phase, the feasibility analysis and project plan are reexamined and revised and another decision is made by project sponsor and approval
committee about whether to terminate the project or continue. For this project, the
project will be presented to the supervisor and faculty examiners. They will approve
the project and suggest changes if necessary.
3.4.4
Implementation phase
The final face in SDLC is the implementation phase, during which the system
is actually built (or purchased in the case of package software design). This is the
phase that usually gets the most attention, because for the most systems it is longest
and most expensive single part of the development process. This phase has three
steps as described below. (Dennis, et al 2005)
40
3.4.4.1 Construction
System construction is the first step. The system is built and tested ensure it
performs as designed. Since the cost of bugs can be immense, testing is one of the
most critical steps in implementation. More time and attention will be given on
testing than on writing the programs in the first place.
3.4.4.2 Installation
The system is installed in this step. Installation is the process by which the
old system is turned off and the new one is turned on. There are several approaches;
direct cutover (in which the new system immediately replaces the old one), parallel
conversion (in which both the old and new systems are operated until it is clear that
there are no bugs in the new system), a phase conversion strategy (in which the new
system is installed in one part of the organisation as an initial trial and then gradually
installed in others). (Dennis, et al 2005)
The phased conversion is not applicable in this project because BDMS is a

single system used only in the library of LPI. It is risky to lose information and
misinterpretation of information in case if the direct cutover makes problems. So, the
best safer way for the project installation is parallel conversion approach.
One of the most important aspects of conversion is the development of a

training plan to teach users how to use the BDMS and help manage the changes
caused by BDMS.
41
3.4.4.3 Support plan
The analyst team establishes a support plan for the system. This plan usually
includes a formal or informal post implementation review, as well as systematic way
for identifying major and minor changes needed for the system. (Dennis, et al 2005)
3.4.5
Activities in project development phases.

The Table 3.1 shows the activities in project development.
Table 3.1: Activities in project development phases.

Project
Development
Phases
Activities for the project
Initiation and
1. List down all the project title that has been suggested.
Planning Phase
2. Discuss with supervisor and choose an appropriate project

title.
3. Prepare proposal document for project approval interview
with the faculty.
4. Project BDMS has been chosen.
5. Identify the background problem.
6. Determine project scope, objective and importance.
Analysis Phase
1. Interview the LPI staff.

2. Analyze organizations report, forms and procedure that
related to books and document management.
3. Observe and understand the processes involved in books
and document management
4. Document the as-is system with necessary diagrams like
use case.
42
5. Review literature related to BDMS
6. Identify improvement opportunities.
7. Document the requirements for to-be system.
8. Generate design strategies for the system according to the
requirements.
9. Chose the appropriate strategies to be used to design the
system
10. Transform all the data requirements and process
requirements in appropriate tables and charts.
11. Produce system proposal for to-be system
Design Phase
1. Develop design strategy

2. Develop basic architecture design for the system that
describes the hardware, software, and network
infrastructure that will be used.
3. Design interface
4. Specify navigation methods
5. Specify forms and reports the system will use
6. Develop database specification
7. Develop file specification
8. Develop program design
9. All the deliverables so far are combined for evaluation to
proceed to next step
Implementation
1. Coding the system
Phase
2. Perform tests
3. Debug codes
4. Compile the system
5. Install the system
6. Train staff
7. Present for evaluation
43
3.5
Hardware and software requirements
For the development of the project some hardware and software are required.
It will help efficient and systematic development of the project. Table 3.2 shows the
software needed to develop the system with its purpose. Table 3.3 shows the
hardware requirements to develop the system with the specification and purpose.
3.5.1
Software requirements
Table 3.2: Software required to developing the system.
Software
1. Microsoft Project 2003
Purpose
It is used to generate project schedule, Gantt
chart and network diagrams for project
schedule management.
2. Rational Rose 2002
It is used for UML design. This software will

be used as a helping tool to model the system.
Example: Use case diagram, class diagram,
sequence diagram, etc.
3. Microsoft Office Visio 2003
It is used to design the system and related

draw diagrams. Example: Interface design,
system architecture, navigation diagrams. etc.
5. VisualBasic 6
The programming language used to program

and develop the system.
6. Microsoft Access 2003
It is use for the database design and data

storage for the system
8. Microsoft Windows XP
The operating system to run and develop the

system.
44
3.5.2
Hardware requirements
Table 3.3: Hardware required develop the system.

Hardware
1. Personal Laptop
Specification
- Processor minimum 1.5
GHz
Purpose
- Mobility in
development
- RAM minimum 512MB - Easy to take the system

- Hard disk minimum
40GB
- Monitor minimum 15
LCD
to any where during

development for
suggestions
- Handy for the
developer.
2. Printer
- Laser or DeskJet
- Should be able to print
- To test the system for

printing reports.
A4 size paper.
3.6
Project Schedule
The project schedule is attached in Appendix A. The schedule is shown as a

Gantt chart for easy overview of activities. The activities are scheduled according to
the development phased in SDLC. The project takes 32 weeks to complete (including
project 2). The project starts April, 2007, and expected to complete by third week of
October 2007.
45
3.7
Summary
The chapter identified the methodologies that would be followed to develop

the system. The methodology of prototyping is selected to develop the system. The
phases of SDLC and the specific activates in each phases are identified to complete
the project. The project schedule with specified dates and tasks are also explained in
this chapter. The chapter guides step by step activities to be done to complete he
project.
46
CHAPTER 4
4.1
INITIAL FINDINGS
Introduction
The project is intended to be used to manage books and documents in LPI

library, Libya. This chapter will study organisational analysis of the books and
documents management in LPI. Further more it explains the current system (as-is
system) in books and documents management through the process models.
This chapter also explains the initial analysis and design for the new system
(to-be system) with process models and data models. The requirements are listed out,
and formalised approached is explained to come up with books and document
management system.
47
4.2
Organisational analysis
The Libyan Petroleum Institute, LPI, is an evolution of Petroleum Research

Centre, PRC, which was established in 1977 as the technical arm of the National Oil
Corporation (NOC). LPI presides over a wide range of activities that include research
and development, consultation and technical support, and education and training. The
institute owns over 40 fully-equipped laboratories which cover both upstream and
downstream diverse disciplines.
The organisation structure of LPI is attached in Appendix B.
4.2.1
Objectives of LPI
Since its inception, the LPI adopted the following objectives:
Carrying out research programs in oil exploration, reservoir exploitation,

and oil and natural gas processing.
Providing services of quality control, inspection and testing of petroleum

products and equipments.
Conducting techno-economical feasibility studies related to oil industry.
Evaluating patents and exploitation permits and setting rules on the

handling of illustrations and samples.
Conducting metallurgical research and suggesting solutions for problems

related to industrial engineering such as corrosion and contamination.
Carrying out studies on the environment and safety controls in oil

industry.
Classifying research results and compiling bibliographic data on local oil

industry.
48
Supporting the local oil industry with full-fledged educational programs

that range from advanced technical training courses to higher academic
programs including M.Sc. and Ph.D degrees.
4.2.2
Library
Library is one of the most important places for the staff to conduct their work.
The library contains titles of different disciplines. It has books and documents related
to almost everything. Some of the fictions and novels are also available in the library.
Library management seems to not a priority and so far the library is managed
manually by the library staff.
The staff of the LPI uses the library to search for the books and documents
relevant to their work. Some staff just tend to get the information from the research
lab systems through network. Because the library has only printed versions and it
happens to be easier for the staff to look for a soft copy of information.
4.3
As-Is Process
Library receives books and documents from research labs and purchase of
new books. There is no specific time to purchase books and receive documents. It is
a continuous process. Throughout the year books and documents are received to
library.
As the books and documents are received to the library, the library staff
records it in the books and documents register. Each new entry gets a new
registration number. The register contains information of the author, title, sub-type,
date received, and so on.
49
After the registration, the book or document is placed according to the

categorised areas of the shelves. Suppose fictions will be in a different shelf. The
shelves are allocated in the areas of disciplines.
When a staff wants to borrow a material the staff searches the materials from
the shelves, takes out the relevant material, brings it to the library staff counter. The
library staff records the book identification number, title, date issued, and borrowers
name in a log book. Then borrower signs on the log book for the confirmation of the
issue of the material.
When staff returns the material, the library staff finds the log book entry
where the book was issued, and records the receipt of the material by writing the date
received, and signs for the confirmation of the receipt. The library staff then places
the book or document received on the allocated shelf.
The Figure 4.1 describes the process of books and document management.
The Table 4.1 describes the activities involved in books and document maintenance.
50
Books and documents received
Register books and documents
Register books and documents
Place on allocated shelves
Issue
User searches shelves

User brings materials to issue
Record the issue
Receive
User brings materials

Record the receipt
Place on allocated shelves
Figure 4.1: Current process
51
Table 4.1: Activities in current process
Activities
1. Receive new books
documents
and
Explanation
1. Purchase of mew books and
receipt
of
materials
from
research labs.
2. Materials
registered
in
the
books and document register.

3. Materials placed in the relevant
shelves.
2. Issue books and documents
1. Borrower searches books and

documents from the shelves.
2. Borrower selects the materials
and brings to the issue desk.
3. Library staff records the title,
material ID, date, borrower
name, and borrower signs for
confirmation of the issue.
3. Receive books and documents
1. Borrower brings books and

documents to return.
2. Library staff checks for the
issue log of the materials.
3. Library staff records the receipt
of the materials by writing the
date received and sign for the
confirmation of the receipt.
4. Library staff places the books
or materials on the allocated
shelves.
52
4.3.1
Activity and Data Models
The activities and data involved in books and document management are
modelled using Use Case Diagrams, Sequence Diagrams, Activity Diagrams and
Class Diagrams.
4.3.1.1 Use Case Diagram
Figure 4.2 is the Use Case diagram that shows the main processes of books
and document management that has been adopted by the LPI library.
Library Staff
Receive New Materials
Issue Materials
Staff
Recieve Materials
Figure 4.2: Use Case Diagram for as-is process
53
4.3.1.2 Use Case Description

Use case description is the explanation of the use cases in use case diagram
that showed in figure 4.2. Use case descriptions provide detailed explanation of the
activities, relations, flow of the events and so on
There use case descriptions for the as-is process is shows in figures 4.3, 4.4,
and 4.5.
Use case name : Receive New Material
ID : 1
Importance Level : High
Primary Actor : Library staff
Use case type : Detail, essential
Stakeholders and Interest :

Library staff - wants to categorise books and documents and record in register.
Brief Description - This use case describes how the library receives new books and
documents.
Trigger : Library staff receives new book or document.
Type
: External
Relationships :
Association
: Library staff
Include
Extend
Generalization :
Normal Flow of Events :
1. Borrowing staff brings the materials to the library staff.
2. Library staff records the issue in issue/receive log book.
3. Borrowing staff signs and takes the materials.
Sub flows:
Alternative/Exceptional Flows :
Figure 4.3: Use Case Description for Receive New Materials
54
Use case name : Issue materials
ID : 2

Library staff - wants to record the issue of the books and materials.
Staff - wants to borrow books and materials.
Brief Description - This use case describes how the library staff issues he materials to
the borrowing staff.
Trigger
: Borrowing staff chooses materials and brings to issue.
Type
: External
Relationships :
Association
: Library staff, Staff
Include
Extend
Generalization :
1. Library staff receives new books or documents.
2. Library staff registers the material in the log book.
3. Library staff places the material on the relevant shelves.
Sub flows:
Figure 4.4: Use Case Description for Issue Materials
55
Use case name : Receive materials
ID : 3

Library staff - wants to record the return of the materials.
Staff wants to return the material.
Brief Description
- This use case describes how the materials are returned.
Trigger
: Staff returns material to library.
Type
: External
Relationships :
Association
Include
Extend
Generalization :
1. Staff brings the materials to return.
2. Library staff locates the record of issue from the issue/receive log book.
3. Library staff records the receipt of the materials.
4. Library staff signs as the proof of reception.
Sub flows:
Figure 4.5: Use Case Description for Receive Materials
56
4.3.1.3 Activity Diagram
Figure 4.6 shows the activity diagram to represent the main processes in
books and document management in LPI library. The diagram shows the receipt of
new materials, registering materials, placing on the right shelves, issuing materials
and returning materials.
Recieve New Materials
Register materials
Place on relevant shelves
Returns the materials
Search materials
Brings materials to issue

Library staff records the return
Library staff records the issue

Staff signs and takes materials
Figure 4.6: Activity diagram of as-is system
57
4.3.1.4 Class Diagram
Figure 4.7 shows class diagram of the current manual books and document
management process activities and nominal data that involves in that processes.
Figure 4.7: Class diagram of as-is system
58
4.3.1.5 Sequence Diagram
Sequence diagram in Figure 4.8 shows the objects interaction in the process
of books and document management. In the sequence diagram the library staff
registers the books and documents. The staff searches for the books and documents.
Then the staff takes the books and documents to library staff to issue. The library
staff records the issue in the issue/receive log book. Upon return the library staff
records the return in the log book.
: Book
: Library Staff
: Issue/Return
: Staff
Log
1: Register New()
2: Search books()
3: Borrow request()
4: Record issue()
5: Sign issue confirm()
6: Return Books()
7: Record return()
Figure 4.8: Sequence diagram of as-is system
4.4
User Requirements
User requirement for the Books and Document Management System is

gathered by interviewing users, observing the processes, and actively participating in
the process. The user requirements are divided to two categories; functional
requirements and non-functional requirements.
59
4.4.1
Functional Requirement
Functional requirement relates directly to a process the system has to perform

or information it needs to contain. Table 4.2 shows functional requirements for
BDMS.
Table 4.2: Functional Requirements for BDMS

Function
Functions
Functional Requirement
1. Able to add and update books and document records.
(specific information is discussed later in the chapter)
2. Able to add and update user records. (specific
information is discussed later in the chapter)
3. Able record movement of books and documents with
the information of the borrower.
4. Able to search books and documents by title, author,
category, publisher, ISBN, and material identification
number.
5. Able to control and record borrower limits in terms of
maximum number of books and maximum fine.
6. Able to control and record maximum duration for a
material to be out of library, and the amount of fine
for each type of material
7. Able to record fine and number of books issued for
each borrower.
8. Ability to generate daily and monthly issue and return
of books and document record.
9. Ability to track and display the status of books and
documents
Printing
1. Able to print daily and monthly issue and return of

books and document record.
60
4.4.2
Non - Functional Requirement
Non-Functional requirement refers to behavioural properties that the system

must have, such as usability and performance. Table 4.3 shows non-functional
requirement for BDMS.
Table 4.3: Non-functional Requirement for BDMS.
Function
Operational
Non-functional Requirement
1. The system can be used within the LPI library and is
not
accessible
thought
internet
and
wireless
accessibility also there by mobility.

2. The system must be able to run in Windows XP
operating system.
3. The system will operate in English.
Performance
1. The system response time must be less than 10

seconds.
2. The system should be available for use 24 hours a day
and 365 days a year.
3. The database must be updated on time.
Security
1. Only administrator can set limits and user passwords.

2. Library staff has their unique login for relevant areas.
3. Other users can access only search page to search
books and documents.
4. User passwords are encrypted.
Cultural and Political
1. Library staff is allowed to authorise the issue or

receipt of books and documents.
61
4.5
To-Be System
To-be system requires standardisation for data requirements. The system will
keep record of the issue and return transactions with details of the issued or received
library staff and also borrowers record. The system also records and controls limits
to the borrowers. It also has user access levels providing restrictions to the users to
certain information. The system also can record fines for the delayed books and
documents.
4.5.1
Activity and Data Models
The activities and data involved in BDMS are modelled using Use Case
Diagrams, Sequence Diagrams, Activity Diagrams and Class Diagrams.
4.5.1.1 Use Case Diagram
Figure 4.9 is the Use Case diagram that shows the main processes of BDMS.
62
Register New Materials
Library Staff
<<include>>
Check limits
Issue Materials
<<extend>>
Staff
Record Fine
Recieve Materials
Set Limits
Addministrator
Figure 4.9: Use Case Diagram for to-be process
4.5.1.2 Use Case Description

Use case description is the explanation of the use cases in use case diagram
that showed in figure 4.12. Use case descriptions provide detailed explanation of the
activities, relations, flow of the events and so on.
The use case descriptions for the to-be process are shows in figures 4.10,
4.11, 4.12, 4.13, and 4.14.
63
Use case name : Register new material
ID : 1

Library staff - wants to record new books and document information.
Brief Description
- This use case describes how the library staff records the new
books and document information.
Trigger
: Library staff receives new books and documents.
Type
: External
Relationships :
Association
: Library staff
Include
Extend
Generalization :
1. Library staff receives new books or documents.
2. Library staff registers the material in the system.
3. Library staff places the material on the relevant shelves.
Sub flows:
Figure 4.10: Use Case Description for Register New Materials
64
Use case name : Issue Material
ID : 2

Library staff - wants to record the issue of the books and materials.
Staff - wants to borrow books and materials.
Brief Description - This use case describes how the library staff issues he materials to
the borrowing staff.
Trigger
: Borrowing staff chooses materials and brings to issue..
Type
: External
Relationships :
Association
Include
: Check Limits
Extend
Generalization :
1. Borrowing staff searches the system
2. The system shows search results
3. Borrowing staff brings the materials to the library staff.
4. Library staff records the issue in the system.
5. Library staff scans borrower ID card to record the issue.
Sub flows:
Figure 4.11: Use Case Description for Issue Materials
65
Use case name : Check Limits
ID : 3

Library staff wants to check limits for the borrower and limits for the book
Brief Description
- This use case describes how the system checks he limits.
Trigger
: Library staff records an issue.
Type
: Internal
Relationships :
Association
: Library staff
Include
Extend
Generalization :
1. System checks limits for the book when book ID is entered. It will not allow
issuing a book which is only for reference and not allowed to take out.
2. System checks the limits of the borrower. It will not allow the borrower to
borrow books if borrower maximum book limit is reached. It will also not
allow issuing books if the maximum fine limit is reached for the borrower,
unless the fine is paid.
Sub flows:
Figure 4.12: Use Case Description for Check Limits
66
Use case name : Receive materials
ID : 4

Library staff - wants to record the return of the materials.
Staff wants to return the material.
Brief Description - This use case describes how the librarian records the receipt of
books.
Trigger
: Staff returns material to library.
Type
: External
Relationships :
Association
Include
Extend
: Record Fine
Generalization :
1. Staff brings the materials to return.
2. Library staff records the receipt of the materials.
3. The system checks the due date of the material.
If delayed,
The S-1 Record fine use case will run
If fine is paid
The S-2 Release the fine will run
Sub flows:
S-1: Record Fine
1. System checks per day fine for the specific material
2. System records staff id, date, book id, and total fine amount.
S-1: Release fine hold
1. System records the fine amount paid and staff ids.
Figure 4.13: Use Case Description for Receive Materials
67
Use case name : Set Limits
ID : 5
Primary Actor : Administrator

Administrator - wants to set limits.
Brief Description - This use case describes how the system suggests applicants.
Trigger
: Administrator sets limits.
Type
: External
Relationships :
Association
: Administrator
Include
Extend
Generalization :
1. Administrator sets maximum duration for each book type to be taken out.
2. Administrator sets fine amount per day for each book type
3. Administrator sets maximum number of books for a borrower type
4. Administrator sets maximum fine for a borrower type
5. Administrator sets user names and passwords and user access levels
6. System records the settings
Sub flows:
Figure 4.14: Use Case Description for Set Limits
68
4.5.1.3 Activity Diagram
Figure 4.15 shows the activity diagram to represent the main processes in
BDMS. The diagram shows the receipt of new materials, registering materials,
issuing materials, returning materials, and setting limits for the material, borrowers
and users.
Recieve New Materials
Register materials
Staff returns the materials
Staff search system
Library staff sacns material ID
Staff brings materials to issue
System checks due date
[Due]
Library staff records the issue
System Checks Limits
[Not Due]
[Passed]
[Failed]
Records fine
Staff takes materials
[Exceed Fine Limit]
[Exceed Issue Limit]
Records return
Pay fine and Release
Figure 4.15: Activity diagram of to-be system
Return materials
69
4.5.1.4 Class Diagram
Figure 4.16 shows class diagram of for the BDMS. The classes are shown
with some attributes and operations to save space in diagram. The detailed attributes
and operations are described in Class-Responsibility-Collaboration (CRC) card for
the classes in section 4.5.1.5.
Figure 4.16: Class diagram of to-be system
70
4.5.1.5 CRC Cards
Class-Responsibility-Collaboration (CRC) cards are created to point out the

responsibilities and collaborations of a class. Appendix C shows CRC cards for each
class that involve in class diagram.
4.5.1.6
Sequence Diagrams
Sequence diagrams show the objects interaction in BDMS. Figure 4.17 shows
sequence diagram for Register New Materials Use Case. The library staff records the
new materials to the system.
aBooks:Books
aLibraryStaff
add new books details
Figure 4.17: Sequence diagram for Register New Materials use case
Figure 4.18 shows sequence diagram for Issue Material and Check Limit Use
Cases. Borrowing staff searches the system. The system shows search results.
71
Borrowing staff brings the materials to the library staff. Library staff records the
issue in the system.
Books:List
aBorrower
Staff
aLibraryStaff
Search Materials()
Brings to issue()()
Issue check()
Create()
anIssue:Issue/RecieveLog
Figure 4.18: Sequence diagram for Issue Material and Check Limit use cases
72
Figure 4.19 shows sequence diagram for Receive Materials Use Case. Staff
brings the materials to return. Library staff records the receipt of the materials. The
system checks the due date of the material. If delayed, system checks per day fine for
the specific material. System records staff id, date, book id, and total fine amount. If
fine is paid, system records the fine amount paid and staff ids.
Issue/ReceiveLog:List
aBorrower
BookType:List
aLibraryStaff
Scan ID to check()
Check due date()

Get daily fine()
Record Fine()
pay fine()
Update fine()
record return()
Create()
aFinePaid:FinePaid
Figure 4.19: Sequence diagram for Receive Materials use case
73
Figure 4.20 shows sequence diagram for Set Limit Use Case. System
administrator sets maximum duration for each book type to be taken out.
Administrator sets fine amount per day for each book type. Administrator sets
maximum number of books for a borrower type. Administrator sets maximum fine
for a borrower type. Administrator sets user names and passwords and user access
levels
BookType:List
Staff
A LibraryStaff
anAdministrator
Set duration()
Set daily fine()
Set maximum books()

Set maximum fine()
Set username and password()
Figure 4.20: Sequence diagram for Set Limit use case
74
4.5.1.7
State-Chart Diagram
State chart diagram is developed to show the different states that the books
and documents pass during its life. It helps to track the status of materials at any
point in time. Figure 4.21 shows the state chart diagram for materials. When new
materials are received it is goes through states; in process, registered, in, and then it
gets issued, due, damaged and binding states.
New materials recieved
Materials recorded
In Process
Materials Registered
In
Materials borrowed
Materials damaged
Issued
due date passed
Damaged
Binding/Repair
Due
Borrower returns
In
Figure 4.21: State Chart Diagram for Materials
75
4.6
Physical Design
The physical design decides how the system will operate. Based on the
conceptual design it will describe the database design, user interface design, and
system architecture.
4.6.1
Database Design
The system implements Relational Database and uses Microsoft Access
Database. Figure 4.22 shows the entity relationship diagram of the database of the
system. The attributes are detailed in CRC cards in Appendix C.
BOOKS
BOOK TYPE
QUOTA
BOOK_ID TEXT(8)
BOOK_NAME TEXT(50)
BOOK_AUTHOR TEXT(50)
BOOK_SUBTYPE TEXT(20)
BOOK_ISBN TEXT(30)
BOOK_YEAROFPUBLISH TEXT(4)
BOOK_ENTRYDATE DATE
BOOK_PRICE DOUBLE
BOOK_STATUS TEXT(10)
BOOK_RACK TEXT(10)
PUBLISHER_ID TEXT(6) (FK) (IE)
BT_ID TEXT(3) (FK) (IE)
BT_ID TEXT(3)
BT_FINEPERDAY DOUBLE
BT_DURATION INT
QTA_BRWR_TYPE TEXT(10)
QTA_BOOK_AMOUNT INT
QTA_FINE DOUBLE
has
is set to
supplies
PUBLISHER_ID TEXT(6)
PUBLISHER_NAME TEXT(50)
has
has
TRANSACTION
TRS_ID LONG
TRS_ISSUEDATE DATE
TRS_DUEDATE DATE
TRS_RECVDATE DATE
TRS_FINE DOUBLE
BOOK_ID TEXT(8) (FK) (IE)
BRWR_ID TEXT(10) (FK) (IE)
TRS_ISSUEDBY TEXT(20)
TRS_RECVEDBY TEXT(20)
PUBLISHER
Receives
Issues
REGINFO
RI_NAME TEXT(100)
RI_ADDR TEXT(100) (AK)
RI_URL TEXT(100)
RI_KEY TEXT(10)
BORROWER
BRWR_ID TEXT(10)
BRWR_LNAME TEXT(50)
BRWR_FNAME TEXT(50)
QTA_BRWR_TYPE TEXT(10) (FK) (IE)
BRWR_ADDR1 TEXT(50)
BRWR_ADDR2 TEXT(50)
BRWR_CUR_BOOKS INT
BRWR_CUR_FINE TEXT(50)
pays
FINE PAID
USER
USER_ID TEXT(20)
USER_PASS TEXT(60)
FPAID_AMOUNT DOUBLE
FPAID_DATE DATE
BRWR_ID TEXT(10) (FK)
Figure 4.22: Entity Relationship Diagram of Database
76
4.6.2
Documentation for tables in database
TABLE NAME
ATTRIBUTE NAME
CONTENTS
TYPE
FORMAT
PK
REQU OR
IRED FK
BOOKS
BOOK ID
Unique book number
CHAR(8)
99999999
BOOK NAME
Book title
VCHAR(50)
Xxxxxx
BOOK AUTHOR
Author of the book
VCHAR(50)
Xxxxxx
BOOK SUBTYPE
Subtype of the book
VCHAR(20)
Xxxxxx
BOOK ISBN
ISBN of the book
VCHAR(30)
9999999
BOOKYEAROFPUBLISH
Year of publish
CHAR(4)
9999
BOOK ENTRYDATE
Book entry date
DATE
DD/MM/YYYY
BOOK PRICE
Price of the book
NUMBER
BOOK STATUS
Availability of the books
VCHAR(10)
Xxxxxx
BOOK RACK
Rack number
VCHAR(10)
Xxxxxx
PUBLISHER ID
Publisher ID
CHAR(6)
Xxxxxx
FK
PUBLISHER
BT ID
Book type ID number
CHAR(3)
Xxx
FK
BOOK TYPE
BT ID
Unique book type ID
CHAR(3)
Xxx
PK
BT FINEPERDAY
Fine amount per day
NUMBER
BT DURAION
Duraion to be issued
NUMBER
PUBLISHER ID
Unique publisher ID
CHAR(6)
Xxxxxx
PUBLISHER NAME
Name of publisher
VCHAR(50)
Xxxxxx
BRWR ID
Unique borrower ID
CHAR(10)
Xxxxxx
BRWR LNAME
Borrower's last name
VCHAR(50)
Xxxxxx
BRWR FNAME
Borrower's first name
VCHAR(50)
Xxxxxx
BRWR ADD1
Borrower's address1
VCHAR(50)
Xxxxxx
BRWR ADD2
Borrower's address2
VCHAR(50)
Xxxxxx
BRWR CUR BOOKS
Current no. of books issued NUMBER
BRWR CUR FINE
Current fine for the borrowerNUMBER
QTA BRWR TYPE
Borrower's type
CHAR(10)
TRS ID
Unique transaction ID
NUMBER
TRS ISSUEDATE
Issued date
DATE
DD/MM/YYYY
TRS DUEDATE
Due date
DATE
DD/MM/YYYY
TRS RECVDATE
Receive date
DATE
DD/MM/YYYY
TRS FINE
FIne amount for the trs
NUMBER
BOOK ID
Unique book number
CHAR(8)
99999999
FK
BOOKS
BRWR ID
Unique borrower ID
CHAR(10)
Xxxxxx
FK
BORROWER
QTA BRWR TYPE
Borrower's type
CHAR(10)
Xxxxxx
PK
QTA BOOK AMOUNT
Borrower's book quota
NUMBER
99999999 Y
QTA FINE
Borrower's fine quota
NUMBER
99999999 Y
FPAID AMOUNT
Fine paid amount
NUMBER
FPAID DATE
Fine paid date
DATE
DD/MM/YYYY
PK
BRWR ID
Unique borrower ID
CHAR(10)
Xxxxxx
PK/FK BORROWER
USER ID
Unique user ID
VCHAR(20)
Xxxxxx
PK
USER PASS
User password
VCHAR(60)
99999999
RI_NAME
Library name
VCHAR(100) Xxxxxx
RI_ADDRESS
Library address
VCHAR(100) Xxxxxx
RI_URL
Library URL
VCHAR(100) Xxxxxx
RI_KEY
Registration key
VCHAR(10)
BOOK TYPE
PUBLISHER
BORROWER
TRANSACTION
QUOTA
FINE PAID
USER
REGINFO
PK
Y
Y
99999999
Y
99999999 Y
99999999 Y
PK
PK
99999999
99999999
Xxxxxx
FK
99999999 Y
PK
QUTA
99999999
99999999 Y
XX99999999
Table 4.4: Documentation for tables in database
4.6.3 Relationships established in the database
FK
REFERENCE
TABLE
PK
PK
77
The relationships established is according to the rules that we have set in design
specification. The explanation of the relationships is here.
Under one publisher name, there can be many or no books but each book has
only one publisher. This relationship is shown with one to many optional
relationship from PUBLISHER table to BOOKS table, inserting publisher id
(primary key of PUBLISHER table) in BOOKS table.
One book can be of only one type (like reference or fiction) but there can be
many or no books with a same type. This relationship is shown with one to
many optional relationship from BOOKTYPE table to BOOKS table,
inserting BT_ID (primary key of BOOKTYPE table) in BOOKS table.
One book can have many or no transactions (can be issued or received many
times), but one transaction will represent transaction information of only one
book. This relationship is shown with one to many optional relationship from
BOOKS table to TRANSACTION table, inserting BOOK_ID (primary key
of BOOKS table) in TRANSACTION table.
Each borrower has one set quota to borrow books based on borrower type,
but each borrower type quota can be applied to many or no borrowers. This
relationship is shown with one to many optional relationship from QUOTA
table to BORROWER table, inserting QT_BRWR_TYPE (primary key of
QUOTA table) in BORROWER table.
One borrower can have many or no transactions, but one transaction will
represent only one borrower. This relationship is shown with one to many
optional relationship from BORROWER table to TRANSACTION table,
inserting
BRWR_ID
(primary
key
of
BORROWER
table)
in
TRANSACTION table.
One borrower can pay fines many times or one borrower may not pay any
fine, but each fine paid, will represent only one borrower. This relationship is
shown with one to many optional relationship from BORROWER table to
FINEPAID table, inserting BRWR_ID (primary key of BORROWER table)
in FINEPAID table.
78
One librarian user can issue or receive many or no books, but each book will
be issued or received by one librarian user. These relationships are shown
with
one
to
many
optional
relationships
from
USER
table
to
TRANSACTION table, inserting USER_ID (primary key of USER table) in

TRANSACTION table.
4.6.2
Interface Design
The interface structure defines the basic components of the interface and how
they work together to provide functionality to users. (Dennis, et al 2005). Figure 4.23
shows windows navigation diagram (WND) of the system. It shows how all the
screens, forms and reports used by the system are related and how the user moves
from one to another.
Registration
Splash
Login
General User
Librarian
Add/Edit
book
information
Software
information
Figure 4.23: Windows Navigation Diagram
Administrato
r
Add/Edit
borrower
information
79
Interface design focuses on three areas of concern:
Easy to Learn
Readability
Easy navigate between interfaces
Figure 4.24 shows the login screen which allows user to use the system.
Based on the user identification the system permits authorised areas for the user.
Figure 4.24: Login Screen
Figure 4.24 shows the default screen which allows users to search and locate
the books and documents of the library. The users have several search options to
search for books and documents. It can search by titles, authors, categories,
publishers, book identification numbers, and ISBN. The user can enter full or partial
string to search. For instance to search for a book named database design, the user
can enter only databa in search by name field and search. The system will show all
the matching titles with the search string databa.
80
Figure 4.25: Default Screen
Figure 4.26 shows the librarian screen which allows librarian to issue/receive
books and documents and generate reports. This interface allows librarian to do all
necessary library management work like adding new materials and new users to the
system, back up database, record fine, etc.
81
Figure 4.26: Librarian Screen
Figure 4.27 shows the add/edit books screen which allows librarian to
add/edit books and documents and publishers.
82
Figure 4.27: Add/Edit Books Screen
Figure 4.28 shows the add/edit books screen which allows librarian to
add/edit books and documents and publishers.
83
Figure 4.28: Add/Edit Borrowers Screen
Figure 4.29 shows the administrator screen which allows administrator to set
limits for borrowers and books. It also sets user names and passwords for the users.
Figure 4.29: Administrator Screen
84
The system give information messages, error messages, caution messages in

message boxes. Figure 4.30 shows a sample message generated when database has
backup has been done.
Figure 4.30: Information Message for Successful Backup
4.6.2.1 System Generated Reports
The system generates reports for daily and monthly books and documents
issued and received. The monthly reports can be printed through the system.
Appendix D provides the sample reports.
4.6.3
Program Modules
The modules are described in the following sections.
4.6.3.1 Login
When the program starts, the login screen will appear. To log in, user can
select the user type from the drop down menu and type the user name and password
and press OK button. If the users enter the right user name with the matching
password, it will immediately take them to the relevant interface. Suppose for
85
librarian login, the user will be taken to the librarian interface where book
issue/receive and reports are taken. For administrator login, the user will be taken to
the administrator interface where limits are set. The general user will not be asked to
enter username and password and those fields will not be shown. General user can
log in as soon as user selects general user and press OK button. The general user will
be directed to the general user interface where users can search books.
The default button for this interface is OK button. That means when user
clicks enter button from the keyboard the OK button of the interface will be
activated.
This screen is also used for switching user types while program is running.
User name can be of length 20 alphanumeric characters, as the industry

standard. Password can be of length 60 alphanumeric characters. Password field will
display the wildcard character (*) while typing.
There are may be many librarian type users, but only one administrator.
4.6.3.2 General User

This is the default interface when the program opens. This interface will have
the options to search for the books by:
the name of the book,
the author
the subtype
the publisher
the ISBN or Book ID
When the user wants to search either by the name of the book, or by author,
or by subtype, or by the publisher, even if the user types partial names in any of the
category for the search, the interface will display all the matching books. For
example, if the user searches by typing software in search category of book name,
it will give all the book titles which include the keyword software. In this case the
86
book named as Software Engineering will too appear if it exists in the library. It
will also tell the user
the number of books matching the search
the names of those books
authors of the books
types of the books
subtypes of the books
names of the publishers of those books
years of publication of the books
availability of those books
locations of the books in the library
The search result will be displayed in tabular form.
4.6.3.3 Librarian
To issue a book the librarian will check the option of Issuing in this
interface (Librarian Interface), and then enter the Book ID in the appropriate box. As
soon as the book ID is entered the book name will automatically appear in the book
name box. The same way the librarian will enter the borrower ID and the borrow
name will be automatically appeared in the borrower name box. The current date
will appear in the issue date box. And the due date will appear according to the book
type. Suppose non-fiction books can have 10 days duration. When the Issue button
is pressed the transaction will be updated in the database.
When receiving a book the librarian will check the option of Receiving in
this interface, and then enter the Book ID in the appropriate box. As soon as the book
ID is entered, the book name will automatically appear in the book name filed and
borrower ID and the borrow name will be automatically appeared in the appropriate
box. The issued date, due date and if fine is applicable, that also will be calculated
and displayed. When the Receive button is pressed the transaction will be updated
in the database.
87
If the issuing option is selected and all the data are filled, Receive button
gets enabled, otherwise disabled. And if the receiving option is selected and all the
data are filled, Issue button will be enabled, otherwise disabled.
View transactions of today section in the interface, the librarian has to
select the required option and then press Show Report button to view the required
report. The information will be displayed in the right bottom empty box which is a
data grid.
The next option to view monthly reports is by selecting the month and the
year from the dropdown menu and selecting the appropriate option (issued or
received). When View Report button is pressed the report will be displayed in the
right bottom empty box. When Print Report button is pressed the report will appear
in a page display and will have option to print to the printer or save as a webpage or
save as a text file.
The dropdown box of month will be pre-filled with the numbers from 1 to 12
to represent the 12 months of the year. The dropdown box of year will be pre-filled
with the numbers from 2004 to 2020 to represent the years till 2020.
4.6.3.4 Administrator Screen

This screen has access points to all the screens and facilities available in the
program. The screen is displayed when the user successfully logs in as the
administrator. This form allows to set and reset user login verification and book issue
limits.
To set the maximum number of days each book is to be issued and to set the
fine amount per day for each type of the books, the administrator selects book types
(such as fiction, reference, etc) from BookType drop down menu. As it is selected
the current limit number of days and current fine per day for the selected book type
will be displayed in fields next. To modify administrator enters the new value in the
88
same fields and presses SetBookTypeLimit or SetFineAmount button to update the
information in the database accordingly.
To set the maximum number of books that each borrower type is assigned
and to set the maximum fine amount so that a borrower will be allowed borrow any
more books from the library (until the fine is paid), the administrator selects
borrower types (such as staff, student, etc) from BorrowerType drop down menu. As
it is selected the current limit number of books and current maximum allowed fine
limit for the selected borrower type will be displayed in the fields next. To modify,
the administrator enters the new values in the same field and presses
SetBookIssueLimit or SetBrwrFineLimit button to update the information in the
database accordingly.
To set or reset password, the administrator types user name in user name field
for which the password to be reset in the use name field and the new password in
password field. By pressing SetPassword button will add the username and the
password in the database. If the user name exists, it will prompt the user whether to
update the password or not. If user confirms, the password for that user name will be
updated. To cancel the set or reset of password before updating the database or to
cancel password change option click Clear button. It will also clear the fields.
When user clicks Search Books button, it will direct to general user
interface to search books.
When user clicks Issue/Receive Books button, it will direct to librarian
interface to issue or receive books.
When user clicks Add/Edit Books button, it will direct to Add/Edit books
interface to add or edit book information.
When user clicks Add/Edit Borrowers button, it will direct to Add/Edit
borrowers to add or edit borrower information.
89
The book type drop down menu will be pre-filled with the book types
namely; fiction, non-fiction, reference, journal fiction, and journal non-fiction taken
from database.
The borrower type drop down menu will be pre-filled with the borrower types
namely; staff, student, and others taken from database.
4.6.3.5 Error Tracking
This module is responsible for tracking, informing and recording all the
programming errors that the system may come across. It gives error messages and
maintains error log file. The error log file will have the details of the error; the
location, event, type and description of the error. The error log file will help the
maintenance staff to directly locate and fix the error.
4.6.4
System Architecture
The system is divided into four basic areas as follows.
i.
Data Storage
ii.
Data Access Logic
iii.
Application Logic
iv.
Presentation Logic
This system is maintaining two tier client-server based architecture. In this

architecture the client is responsible for the data access logic, application logic and
presentation logic, and the server is responsible for data storage. Figure 4.31
represents the two tier architecture.
90
The database will be in the library server, and the data access logic,
application logic and presentation logic will be installed in the client PCs. The
administrator will give access to the system as per the requirements.
Client
Unit Server
Data access logic

Application logic
Presentation logic
Data storage
Figure 4.31: Two tier architecture
Figure 4.32 represents the deployment diagram representation of low-level

network model.
Library
<<
L
AN
>>
Workstation
Workstation
<<private>>
<<LAN>>
N
<<LA
Library Server
Librarian
>>
>>
AN
L
<<
Switch
Printer
Figure 4.32: Deployment Diagram
ICT Department
91
4.6.5
Hardware Requirements
The recommended hardware requirements are presented in table 4.5.
Table 4.5: Recommended hardware requirement for the system.

Hardware
Workstation
Server
Printer
- Processor 1.5 GHz
- Laser or DeskJet
- RAM 512MB
- RAM 512MB
- Should be able to
- Hard disk 40GB
- Hard disk 120GB
print A4 size
- Monitor 15
- Monitor 15
paper.
Specification - Processor 1.5 GHz
- Screen Resolution
1280 x 800 pixels
4.6.6
Test Plan
The system will undergo unit testing, integration testing, system testing and
acceptance testing. These tests are carried out to verify the achievement of the
objectives of the system.
In unit testing, each unit of the program will be tested as it is programmed

through black-box testing and white-box testing. Black-box testing will be carried
out to see if the unit undergoing test gives the expected output from the specified
input. White-box testing will be carried out to see the coding inside the program unit
to see coding errors and logical errors.
Integration testing will carry out, user interface testing, interaction testing,
system interface testing. User interface testing will be done by moving through each
and every menu item in the interface. Interaction testing will be done as each unit of
program is coded to see if it works with other program units. System interface testing
92
will be done to see if the system works well when it exchanges data with the
database.
System testing is done by doing, requirements testing, usability testing,

security testing, performance testing, and document testing. Requirements testing is
to test whether original business requirements are met. Usability testing is to test how
convenient the system is to use. Security testing is to test disaster recovery and
unauthorised access. Performance testing is to examine the systems ability to
perform under high loads. Document testing is to test the accuracy of the
documentation.
Acceptance testing will undergo alpha testing and beta testing. Alpha testing
will be conducted by the users to ensure they accept the system. Beta testing will be
done with real data and will be closely monitored for errors and useful
improvements.
4.7
Chapter Summary
This chapter explained the organisational background of books and

management procedures for LPI library. It also explained the current system of
library and how materials are issued and received. The chapter used UML modelling
to explain the processes and activities in current and proposed system.
The chapter describes the user requirements for the system. The functional
requirements are identified, and the non-functional requirements are also listed. The
chapter explains the database design, interface design, program modules, system
architecture, hardware requirements and test plan.
The chapter shows all necessary diagrams and descriptions like use case
diagram, use case descriptions, activity diagram, class diagram, CRC cards, sequence
93
diagrams, state chart diagram, ERD for database, windows navigation diagram,
interface design, program modules, system architecture, and deployment diagram.
94
CHAPTER 5
5.1
IMPLIMENTATION AND TESTING
Introduction
Implementation and resting are vary important stages in the project
development. This chapter discusses the implementation of the project and testing
procedures of the project.
The chapter covers software installation, database development, application

programming and integration.
It also explains unit testing, integration testing,
system testing and acceptance testing done.
The chapter also covers instruction for the administrator, including the system
installation procedures. It also provides user manual for the user.
5.2
System Implementation
Implementation develops the system to be functional to attain the objectives.
It is done by acquiring hardware and installing software required to develop the
95
system. It is then followed by developing database and coding the modules and
integrating the modules. The major tasks are described in the following sections.
5.2.1
Hardware and Software

The hardware and software required to develop the system will be acquired.
The hardware and software requirements are detailed in sections 3.5.1 and 3.5.2. The
software required to develop the system is acquired and installed.
5.2.2
Database Development
The database of the system is developed using Microsoft Access according to
the design specified in chapter 4. Programming language Visual Basic coding is

used to connect to the database and transfer data. Figure 5.1 shows the coding to
connect the database.
Set conn = New ADODB.Connection

conn.Open "Provider=Microsoft.Jet.OLEDB.4.0;Persist
Security
Info=False;Data
Source=
"
&
App.Path
&
"\Library.mdb"
rs.Open
"SELECT
FROM
QUOTA
Figure 5.1: Database Connection Coding
QTA_BRWR_TYPE=
'"
&
strBrwrType
&
"'",
WHERE
conn,
adOpenStatic, adLockOptimistic
5.2.3
Programming
The system is programmed using Microsoft Visual Basic 6. The system
requires authentication to use it. There are three levels of users; General Users,
Librarian, and Administrator. When at login, username and passwords are submitted,
based on the registered user level, the system allows the specified functions for the
users.
96
Figure 5.2 shows the coding for login authentication check when the users log
in. The passwords are stored in the database encrypted when the users are registered
to the system by the administrator.
Private Function CheckPass(strUserType As String) As Boolean

On Error GoTo VB_Error
If strUserType = "" Then
CheckPass = False
Exit Function
End If
'check the username and passwords from database
Set con2 = New ADODB.Connection
Set rs2 = New ADODB.Recordset
con2.Open "Provider=Microsoft.Jet.OLEDB.4.0;Persist
Security Info=False;Data Source= " & App.Path &
"\Library.mdb"
rs2.Open "SELECT * FROM USER2 WHERE USER_ID= '" &
strUserType & "'", con2, adOpenStatic, adLockOptimistic
If rs2.Fields("USER_PASS") =
Encrypt(Trim(txtPassword.Text)) Then
CheckPass = True
Exit Function
Else
CheckPass = False
Exit Function
End If
Set rs2 = Nothing
Set con2 = Nothing
Exit Function
VB_Error:
If Err.Number <> 0 Then
ShowError ("Check Password")
Err_Vb Err.Number, Err.Description, sLocation,
"CheckPass"
Resume Next
End If
End Function
Figure 5.2: Coding for Login Authentication Check
97
Figure 5.3 shows the coding to add data to the database. It shows the coding
to add new borrower to the system.
'initialise
Set conn = New ADODB.Connection
Set rs = New ADODB.Recordset
strBrwrId = Trim(txtBrwrID.Text)
'connect to databae
conn.Open "Provider=Microsoft.Jet.OLEDB.4.0;Persist
"\Library.mdb"
With rs 'update info based on edit or new
.Open "SELECT * FROM BORROWER", conn,
adOpenStatic, adLockOptimistic
.AddNew
.Fields("BRWR_ID") = Trim(txtBrwrID.Text)
.Fields("BRWR_FNAME") = Trim(txtFname.Text)
.Fields("BRWR_LNAME") = Trim(txtLname.Text)
.Fields("BRWR_ADDR1") = Trim(txtAddr1.Text)
.Fields("BRWR_ADDR2") = Trim(txtAddr2.Text)
.Fields("QTA_BRWR_TYPE") = cmbBrwrType.Text
.Fields("BRWR_CUR_BOOKS") = Val(lblBooks.Caption)
.Fields("BRWR_CUR_FINE") = Val(lblFine.Caption)
.Update
.Close
Clearboxes
txtBrwrID.SetFocus
End With
'reset variables
Set conn = Nothing
Set rs = Nothing
Figure 5.3: Coding to Add Data to Database
Figure 5.4 shows the coding to retrieve and display data from database. It
shows the coding to get and display book limit and fine limit based on selected
borrower type.
98
conn.Open "Provider=Microsoft.Jet.OLEDB.4.0;Persist Security

Info=False;Data Source= " & App.Path & "\Library.mdb"
rs.Open "SELECT * FROM QUOTA WHERE QTA_BRWR_TYPE= '" &
strBrwrType & "'", conn, adOpenStatic, adLockOptimistic
'fill book limit and fine limit based on borrower type
txtBookLimit.Text = rs.Fields("QTA_BOOK_AMOUNT")
txtFineLimit.Text = rs.Fields("QTA_FINE")
Figure 5.4: Coding to Retrieve and Display Data
Figure 5.5 shows the coding to update data to the database. It shows the
coding to update the fine amount per day for selected type of books
Set conBT = New ADODB.Connection

Set rsBT = New ADODB.Recordset
conBT.Open "Provider=Microsoft.Jet.OLEDB.4.0;Persist
"\Library.mdb"
rsBT.Open "SELECT * FROM BOOK_TYPE WHERE BT_ID= '" &
strBookType & "'", conBT, adOpenStatic,
adLockOptimistic
'update data
rsBT.Fields("BT_FINEPERDAY") = Val(txtFineAmount.Text)
rsBT.Update
rsBT.Close
Figure 5.5: Coding to Update Data
5.2.4
Integrating Modules
After coding and testing every module, the module is integrated to the other
modules with which it has to work. When all the modules are coded the system will
be intergraded for system testing.
99
5.3
Testing
The testing of the system includes unit testing, integration testing, system
testing and acceptance testing. The following sections describe the testing for the
system.
5.3.1
Unit Testing
Unit testing is to check whether the particular module is working properly.
There are mainly two methods to do unit testing, namely black-box testing and
white-box testing. Following sections describe the two tests for the system.
5.3.1.1 Black-Box Testing

Black-box testing is carried as a formal unit testing. Black-box testing will be
carried out to see if the unit undergoing the test gives the expected output from the
specified input. Table 5.1 shows the Black-box testing for the system.
Table 5.1: Black-Box Testing for the system.

Module
Sub-
Testing
Expected Output
module
Searching
Search by
Search each
Load documents based
categories
category with
on the searched category
applicable
and search string
Testin
g
Result
Passed
data
Search each
Load nothing and give
category with
display as zero books
non
found.
Passed
applicable
data
Add/Edit
Add New
Enter and
Allocate New Book ID
books
Books
submit book
Save book data to
Update /
data to save.
database.
Passed
100
Edit Books
View Books
Update Book
The data in database will
Data.
be updated.
Search by ID
Show Book with similar
Passed
Passed
ID
Add New
Enter new
Allocate New Publisher
Publisher
publisher to
ID
save
Save Publisher data to
Passed
database.
Add/Edit
Add New
Enter and
Allocate New Borrower
borrower
Borrower
submit
ID.
borrower data
Save borrower data to
to save
database.
Edit/Update
Update
The data in database will
Borrower
Borrower data
be updated.
Search by
Show Borrower with
Borrower ID
supplied ID
Release Fine
Release the fine and
Hold
allows to borrow more
Passed
Passed
Passed
Passed
books.
Records the fine.
Issuing and
Issue a book
Enter book ID
Receiving
Show book details.
Passed
Show due date
Books and
Enter
Documents
borrower ID
Issue
Show borrower details.
Passed
Check for limits.
Passed
If over limit avoid issue,

otherwise issue
Receive a
Enter book ID
book
Show book details.
Passed
Show borrower details

Show fine, if due
Receive
Record receipt.
Passed
101
Record fine if due
Report
Daily
Check daily
Show the books and
Generating
reports
issued
documents issued on the
Passed
current day
Check daily
Show the books and
Received
documents received on
Passed
the current day

Monthly
Check
Show the books and
reports
monthly
documents issued on the
issued
selected month.
Passed
Print the report, if print

option selected.
Check
Show the books and
monthly
documents received on
Received
the selected month
Passed
Print the report, if print

option selected.
Set Limits
Set
Change book
Show current limit.
Borrower
issue limit for
Record the new limit in
book issue
each type of
the system.
limit
borrower
Show new limit.
Set
Change fine
Show current limit.
Borrower
limit for each
fine limit
type of
the system.
borrower
Show new limit.
Set book
Change book
Show current limit.
delay limit
delay limit for
each type of
the system.
book
Show new limit.
Set book
Change book
Show current limit.
fine amount
fine amount
for each type
the system.
of book
Show new limit.
Passed
Passed
Passed
Passed
102
Log in
Set and
Enter new
If exists give message
reset
username and
asking to change existing
usernames
password
password.
and
If new, save new user
passwords
name and password
Login as
Select general
Show only books search
general user
user and login
screen.
Login as
Enter
Check username and
librarian
username and
password.
password
Allow log in.
Passed
Passed
Passed
Show books issue/receive

and report generating
interface
Login as
Enter
Check username and
administrato
username and
password.
password
Allow log in.
Passed
Show administrator
interface to set limits and
password
Log off
Enter wrong
Check username and
username and
password.
password
Give error message.
Log off
Should log off the user
Passed
Passed
and close the working

screen
Switch user
Switch user
Should show login
Passed
screen.
Depending on the login,
log off previous user and
login for new user.
Back up
Backup
Back up
Show location to back

up.
System saves database to
Passed
103
specified location.
Shows success message.
If fails, fail message
5.3.1.2 White-Box Testing

White-box testing looks inside the program to test its major elements. It is to
look inside the module to review the code itself. The tester may discover errors or
assumptions not immediately obvious to someone treating the class as a black box.
White-box testing conducted for the system is as follows.
i.
Check logical paths of the coding after coding and when any change is
made. Errors are fixed and result showed well working.
ii.
Check the loops whether it works intended. Result showed well working.
iii.
Check logical decisions working correct or not. Result showed all the
conditions are working well.
iv.
Check overall internal program structure for the whole system. Result
showed all the connectivity and structure working well.
5.3.2
Integration Testing
Integration testing is to carry out, user interface testing, interaction testing,
system interface testing.
User interface testing was done by moving through each and every menu item
in the interface by both top-down and bottom-up manner. The test result showed it
works well.
104
Interaction testing was done as each unit of program is coded to see if it
works with other program units. When each unit was completed it was added and run
test data. The results were compared to the correct results. The result showed the
integration working well.
System interface testing was done to see if the system works well when it
exchanges data with the database. The result showed the data exchanged correctly
and working well.
During the testing I was concerned about the inputs and expected outputs. We
emphasised on the testing where we input the data and compared the output with the
expected results. We tested for the acceptance of unexpected data and the reaction
from the program.
I kept checking the database manually during testing whether it works

according to the rules that I established in the relationships.
5.3.2.1 Registration Window Test

An important test was that only valid registration keys were accepted.
Sometimes, users could type in any combination of text and numbers for this key.
The program needed to discern valid keys from errors.
5.3.2.2 Login Window Test

I used several different names to log into the system. I used correct and
incorrect User Names and Passwords to access the software and thus access the
database.
I was not allowed to log in using incorrect passwords and an error message
was shown. When the correct password is presented I was able to log in to the next
window.
105
5.3.2.3 General User Window Test
I did various different types of searches and checked if our expected output
result matched with the presented output by the program.
I included various strings in the text fields as a means of testing the validity
of the search function.
5.3.2.4 Librarian Window Test

I tried issuing and receiving a number of books. Checks were also made to
see if the correct information is recorded in the database. I also took all the available
reports and checked to see if they matched our expected results.
I also tried to issue books for non-existing users and the software displayed a
prompt for this and disallowed the operation.
I also received different types of books with different delay limits and
checked to see if the fine was displayed correctly.
Our testing verified that if a particular borrower reached the fine limit or book
limit, then no issues would be allowed.
5.3.2.5 Administrator Window Test

I added and edited the limits for borrowers and books and also checked with
the database to see if it had received the contents. It was necessary to also observe if
the database modified the contents correctly as I had entered.
I added and changed many user names and passwords and checked to see if
the result matched our expected result.
5.3.2.6 Add/Edit Borrowers Window Test
106
I added and edited information for several borrowers and checked with the
database to see if it had received the contents or modified the content correctly as I
had entered.
I also tried to add borrower information with partial details and the software
prompted for the missing information.
5.3.2.8 Add/Edit Books Window Test

I added and edited information for several books and checked with the
database to see if it had received the contents or modified the content correctly as I
had entered.
I also tried to add book information with partial details and the software
prompted for the missing information.
5.3.3
System Testing
System testing is done by doing, requirements testing, usability testing,
security testing, performance testing, and document testing.
Requirements testing was done to test whether original business requirements

are met. It ensured that changes made as a result of integration resting did not create
new errors. The test also performed improper actions to ensure the system is immune
to invalid actions like adding blank records.
Usability testing was done to test how convenient the system is to use. It was
done in users point of view. It was tested for easy interface, short cuts, and handy
commands. It was also tested if one task can be done in an alternative way for users
choice.
Security testing is to test disaster recovery and unauthorised access. The

system offers back up. The test tried to recollect the data from back up and run the
107
system. The result shows it working well. It was also tested for unauthorised login
and access the system. The result showed failure to login authorised users.
Document testing is to test the accuracy of the documentation. The test

checked every item in every page in all documentation to ensure the documentation
and examples work properly.
5.3.4
Acceptance Testing
Acceptance testing underwent alpha testing and beta testing. Alpha testing
was conducted by the users to ensure they accept the system. It repeated previous
rests but carried by the users. Beta testing was done with real data and was closely
monitored for errors and useful improvements. This was the final stage of testing.
Users are given a feed back form to evaluate the system interface, system
usability, and documentation. The feedback form is in Appendix E. Users were given
a scale from 1 to 5 where 1 was the lowest rating and 5 was the highest rating to
evaluate the system. Table 5.2 shows average scores for the tested areas.
Table 5.2: Average Points.

Areas tested
5.4
Points out of 5
Interface
4.73
System Usability
4.78
Documentation
4.76
User Manual
The User Manual of the system is in Appendix F.
108
5.4.1
User Manual for Administrator

This section explains the system installation and maintenance procedures for
the administrator.
5.4.1.1 System Installation
The system will come with an installation CD. Steps to install the system are
as follows.
i.
Insert the CD to CD Drive.
ii.
It will pop up a window.
iii.
Choose Install from the menu.
iv.
Follow the installation wizard.
After installation, the short cut for the programme will be stored in Start
menu > All Programs > BDMS. When program is run at the first time, it will ask for
registration. Figure 5.6 shows the registration form.
User has to fill all the necessary fields. The Website URL given during the
registration will appear in about window and will allow opening it in default browser
when clicked. The registration key will be checked for correct key while being typed
and will show valid if correct otherwise cross.
109
Figure 5.7: Registration Form
5.4.1.2 System Maintenance

For any maintenance or change the system the users will have to make a
formal request.
For any error the system will log the details of the error with location and
event in error log file in the workstation where it got error. The error log file will be
in directory where the application is installed.
5.5
Chapter Summary
The chapter explained the implementation and testing procedures for the
project. It explained the database development, coding, and integrating.
The chapter also explained the tests carried out in detail. Unit testing
including black-box and white-box testing, integration testing, system testing, and
acceptance testing was explained with results.
The chapter also detailed user manual and administrators manual including
system installation, registration and maintenance.
110
CHAPTER 6
6.1
ORGANISATIONAL STRATEGY
Introduction
The organisation should have strategies to implement the new system.

Therefore the chapter explains the strategies for the organisation to implement the
system. It includes the conversion strategy, the strategies for changing from old
system to the new system.
The chapter also explains change management plan, activities after installing
the new system and the benefits of the system to the organisation.
6.2
Conversion Strategy
According to Dennis, et al (2005), conversion is the technical process by

which the new system replaces the old system. Users are moved from using the As-Is
business process and computer programs to the To-Be business process and
programs.
111
The mitigation plan specifies what activities will be performed. Figure 6.1
shows the elements of mitigation plan for BDMS.
Conversion Plan
(Technical Issues)
Install hardware
Install software
Convert data
Conversation Style
Change Management Plan

(Organisational Issues)
Revise management policies
Assess costs and benefits
Motivate adoption
Conduct training
Commence Operation
Figure 6.1: Elements of Mitigation Plan (Modified from: Dennis, et al, 2005)
6.2.1
Conversion Plan
There are three major steps to the conversion plan before commencement of
operations. The steps are installing hardware, installing software and converting data.
Although some steps can be done parallel, usually they must be done in sequentially
at one location. Following paragraphs describe the steps for BDMS.
Installing hardware: The hardware computability will be checked with the

recommended hardware for the system in section 4.6.5.
The hardware will be
installed
Installing Software: The system will be installed according to the

information given in section 5.4.1.1. The program will be installed in all the
workstations and the database will be installed in the server.
Convert data: As the new system runs the new data will be used in the
system. The old data will remain with the old system and will not be converted to
new system.
112
6.2.1.1 Conversion Style
The new system will follow parallel conversion. With parallel conversion the
new system is operated side by side with the old system; both systems are used
simultaneously.
According to Dennis, et al (2005), this approach is more likely to catch any

major bugs in the new system and prevent the organisation suffering from major
problems. If problems are discovered in the new system, the system is simply turned
off and fixed and then conversion process starts again.
6.2.2
Change Management Plan

According to Dennis, et al (2005), change management is the process of
helping people to adopt and adapt to the To-Be system and its accompanying work
processes without undue stress. There are three key roles in any major organisational
change. The first is the sponsor of the change; the librarian. It is critical that the
librarian be active in the change management process because a change that is clearly
being driven by the sponsor, not by the project team, has the greater legitimacy. The
librarian has direct management authority over those who adopt the system.
The second role is that of the change agent; the person or persons leading the
change effort. The person should do planning and implementing the change. Usually
change agent is someone outside business unit adopting the system, therefore has no
direct management authority over the potential adopters.
The third role is that of potential adopters; the people who actually must
change. These are the people for whom the new system is designed; the library staff
and other staff of LPI.
6.2.2.1 Understating Resistance to Change
113
According to Dennis, et al (2005), people resist changeeven change for
betterfor very rational reasons. What is good for organisation is not necessarily
good for the people who work there. For instance, the staff may not care about the
efficiency for the organisation. His or her pay does not change; it is just a question of
which the staff prefers to use, old system or new system. Learning to use the new
system and work processes, even if the change is minor, requires more effort than
continuing to use the existing well-understood system and work processes.
So, why do people agree to the change? According to Dennis, et al (2005),

every change has set of costs and benefits associated with it. If the benefits of
accepting the change outweigh the cost of the change, then people change. And some
times the benefit of change is avoidance of the pain that one should experience if he
or she did not adopt the change. For example, if you dont change, you are fired, so
one of the benefits of adopting change is that you still have a job.
6.2.2.2 Revising Management Policies

The first major step in change management plan is to change the management
policies that were designed for the As-Is system to new management policies
designed to support the To-Be system. Management policies provide goals, define
how work process should be performed, and determine how organisational members
are rewarded.
According to Dennis, et al (2005), no computer system will be successfully

adopted unless management policies support its adoption.
According to Dennis, et al (2005), management has three basic tools for

structuring work processes in organisation. The first are the standard operating
procedures (SOPs) that become the habitual routines for how work processes are
actually performed. SOPs are both formal and informal. Management must ensure
that the formal SOPs are revised to match the To-Be system. The informal SOPs then
evolve to refine and fill in details absent in formal SOPs.
114
The second aspect of management policy is defining how people assign
meaning to events. Policies help people understand meaning by defining
measurement and rewards. Measurements explicitly define meaning because they
provide clear and concrete evidence about what is important to the organisation.
Rewards reinforce measurements because what gets measured gets done.
Measurement must be carefully designed to motivate desired behaviour.
The third aspect of management policy is resource allocation. Management

can have clear and immediate impacts on behaviour by allocating resources. There is
less uncertainty about managements long term commitment to a new system when
potential adopters see resources being committed to support it.
6.2.2.3 Assessing Costs and Benefits

The next step is to develop list of costs and benefits provided by the new
system and the transition to it compare with the As-Is system. Section 6.4 provides
the various benefits by adopting the system. The system uses existing hardware and
software eliminating hardware and software costs. The cost of maintenance would be
insignificant since it would be maintained in-house. The cost of training and change
management is insignificant when compare to the benefits of the system.
6.2.2.4 Motivating Adoption

There are two basic strategies to motivating adoption; informational and
political. Both strategies can be used simultaneously. Informational strategy the goal
is to convince the potential adopters that the change is for better. The information
about the system and the benefits will be disseminated widely through the target
group, much like advertising or public relation campaign.
With political strategy, organisational power, not information, is used to

motivate change. This strategy is beyond control of the project team. It requires
115
someone from the organisation who holds legitimate power over the target group to
influence the group to adopt the change.
6.2.2.5 Conducting Training

Adoption is enabled by providing the skills needed to adopt the change
through careful training. No organisation should expect its staff members to adopt a
new system if they are not trained. The new system requires new skills because the
basic work process will be changed and the computer system used to support the
process will be different.
The library staffs need to be trained to use the system from registering a book
and registering a borrower till issuing or returning a book. The users can be issued
the user manual of the system during the training.
6.3
Post-Implementation Activities
According to Dennis, et al (2005), the goal of post-implementation activities
is the institutionalisation of the use of the new systemthat is to make it the normal,
accepted, routine way of performing the business processes (in this case the library
management processes).
6.3.1
System Support
Providing support means helping the users to use the system. Usually, this
means providing answers to questions and helping users understand how to perform
a certain function. The new system provides online support with the system. It
includes documentation and help screens built into the system.
116
As the system is installed, the information technology department is going to

take charge of the system. This department will provide continued support for the
system.
6.3.2
System Maintenance
System maintenance is the process of refining the system to make sure it
continues to meet business needs.
The information technology department will take charge of maintenance of

the system. Every maintenance request from the users comes as a formal service
request. The service request will be evaluated and then proceed for the action.
6.3.3
System Review
System review is to understand the extend to which the proposed costs and
benefits from the new system that were identified during project initiation were
actually recognised from the implemented system.
Preliminary system review will be done after two months of installation of

the system. This will review the actual benefits and costs for the system. The
effectiveness of library management process will be evaluated after implementing
the system. Based on the review the management will make decisions on improving
or changing the system. The similar reviews will be done at later stages to review
changes necessary for the system based on change in business processes.
6.4
Expected Organisational Benefits

The implementation of the system in library will provide a systematic
approach for library management. The system will keep record of all the books and
transaction and even fine where applicable.
117
The system will provide a specified record of a book or document. For every
borrower similar information will be recorded in a structured manner.
The system will streamline the issue and receive process for books and
documents. The system provides the users a simplified structure to move through.
The system will provide efficiency in books and document management for
the library.
The staff will be empowered with faster search facility for the books and
document information including the status of the book or document.
The system will save staff time by providing faster facilities and automated
report generation.
6.5
Chapter Summary
The chapter explained the conversion strategy, the strategies for changing
from old system to the new system. The chapter also explained change management
plan, activities after installing the new system and the expected benefits of the
system to the organisation.
118
CHAPTER 7
DISCUSSION AND CONCLUSION
7.1
Introduction
The project gained some achievements. It faced constraints, and challenges. It

also gives some aspirations for the project. The chapter highlights the achievements,
constraints, challenges and aspirations, lesson learnt and future enhancements of the
project.
7.2
Achievements
With the initial findings, the current system, the requirements and a concept
for better books and document management system is identified. The main
achievements are highlighted below:
i.
Clear understanding of the current system in LPI library for books and
document management is obtained.
ii.
The user requirements for the books and document management system
are gathered.
119
iii.
Standardised the books and document management style, and recording

of movements.
iv.
A system to record and control limits to borrowers and materials are

devised.
v.
An information system has been modelled to handle books and

document management in LPI library.
7.3
vi.
Conversion strategy from old system to new system has been devised.
vii.
Change management plan for the system has been laid out.
viii.
Support and maintenance plan has been drawn for the system.
Constrains and Challenges
It is expected and faced some constrains and challenges while conducting the
research process for the project. Some of the constraints were:
i.
The shortage of time and higher expectation is the major constant for
the project.
ii.
Gathering information from PLI library was difficult since it is

overseas, and I had to communicate through mails and phone calls.
Some of the challenges were:
i.
Identifying, designing and choosing an appropriate model for books and

document management for the specific context.
ii.
Identifying and choosing a system development model to develop the

system.
iii.
Modelling the to-be process for BDMS.
iv.
Implementing the system.
v.
Testing the system
120
7.4
Aspirations
With the time constrains and other difficulties, the project has been done
successfully. It is hoped with the project that:
i.
The objectives of the project with its full scope will be achieved.
ii.
The BDMS will be implemented and deployed successfully.
iii.
The books and document management process for the LPI library will
have a structured approach and provide efficiency.
7.5
Lessons Learned
During the project development, some constrains and challenges have been
faced and several lessons were learnt. Some of them are as follows.
i.
Effective time management is important to make the project run on

schedule.
ii.
Adapting quickly to the unavoidable changes can make the project run
smooth and achieve success.
iii.
Well understanding of the processes and users will enable to provide a

better system.
iv.
Creativity and innovation is important to provide better solution for the

organisations problem.
v.
Having a sound communication and collaboration with the management

and users is needed for the success of the project.
7.6
Future Enhancements
121
The system can be enhanced to accommodate the arising needs of the library
users. The books and document search process can be improved to be done through
mobile phone.
7.7
Summary
All the activities that should be done for the project have been successfully
completed. The overview of the project was identified. The objectives and scopes are
defined. Literature related to the project was studied. Methodology for development
of the project was specified and discussed. The books and document management
system in LPI library was thoroughly studied. A structured approach for LPI library
management was analysed to provide easy and better service to the staff of LPI. The
current system (as-is system) and the proposed system (to-be system) are analysed
and modelled using UML modelling.
The BDMS is developed and implemented. The implementation was

carefully though out. Through testing of the system was done, and the users will be
given training for the use of new system. User manuals for the administrator and
users were developed. The organisational strategy developed to facilitate to
institutionalise the system.
The project faced some challenges and was successful to manage it. It is
understood that effective time management is highly important for such a project.
Hopefully, BDMS will make LPI library more effective.
122
REFRERENCES
Booksys (2007), Concourse Product Features. Book Systems, Inc. Retrieved May
15, 2007 from: http://www.booksys.com/v2/products/concourse/featurespublic.shtml
Dennis, A., Wixom, B.H., and Tegarden (2005), System Analysis and Design with
UML Version 2.0: An Object Oriented Approach. 2nd Ed. USA: John Wiley.
Keltron (2007), WinLibMan. Keltron, India. Retrieved May 15, 2007 from:
http://www.keltron.org/library.html
Koha (2005), Koha. Katipo Communications Ltd, New Zealand. Retrieved May 15,
2007 from: http://www.koha.org/about-koha/features/index.html
Laudon, K. C., & Laudon, J. P. (2004). Management Information Systems, 8th ed.
Upper Saddle River, NJ: Prentice-Hall.
Minfo (2007), Minfo Library Management System. Madhuvan Infotech Pvt. Ltd,
India. Retrieved May 15, 2007 from: http://www.minfosystems.com/librarymanagement-system.htm
McConnell, S (1996). Rapid Development. Redmond, WA: Microsoft Press.
OBrien, James A. (2004), Management Information Systems: Managing Information

Technology in the Business Enterprise. 6th ed. New York: McGraw-Hill/Irwin
Stephen (2007), CSS Library System. Custom Software Systems, UK. Retrieved May
15, 2007 from: http://www.cssweb.co.uk/libraryfeatures.html
Wikipedia.(2007), Books. Free online encyclopaedia. Retrieved May 15, 2007 from:
http://en.wikipedia.org/wiki/Books
123
Wikipedia.(2007), Document. Free online encyclopaedia. Retrieved May 15, 2007

from: http://en.wikipedia.org/wiki/Document
Wikipedia.(2007), Records Management. Free online encyclopaedia. Retrieved May

15, 2007 from: http://en.wikipedia.org/wiki/Records_Management
Wikipedia.(2007), Records Management. Free online encyclopaedia. Retrieved May

15, 2007 from: http://en.wikipedia.org/wiki/Document_management_system
Wikipedia.(2007), Library Automation System. Free online encyclopaedia. Retrieved

May 15, 2007 from: http://en.wikipedia.org/wiki/Library_automation_system
124
APENDICES A - D
Appendix A: Project Schedule

Project Schedule
125
126
127
Appendix B: Organisational Structure

Organisation structure
128
LPI Organisation Chart
129
Appendix C: CRC Cards for to-be system

CRC Cards for to-be system
130
Front
Class name :
Books
ID : 1
Type
Concrete,
Domain
Description:
A Associated
record of library use case : 1,2

material.
Responsibilities Collaborators
Add
Book Type
information
Publishers
Update
Issue/Receive
information
Log
Show
Library staff
information
Back
Attributes :
ID
Year
Name
publish
Author
Entry date
Subtype
Price
ISBN
Status
Rack
Relationships :
Generalization (akind-of) :
Aggregation (hasparts) :
Other association :
Register
New
Material,
Issue
Material, Receive
of
131
Materials
Figure C-1: CRC Card for Books
Front
Class
name
: ID : 2
Type
Issue/Return
Concrete,
Log
Domain
Description:
A Associated
re
co
rd
of
ap
pli
ca
tio
n
inf
or
m
ati
on
.
use case : 2, 3
132
Responsibilities Collaborators
Library staff
Add
information
Staff
Update
information
Show
information
Back
Attributes :
ID
Issue date
Due date
Received date
Fine
Issued by
Received by
Borrower
Relationships :
Generalization
(a-
kind-of) :
Aggregation
(has-
parts) :
Other association :
Issue
Materials,
Receive Materials.
Figure C-2: CRC Card for Issue/Return Log
133
Front
Class name : BookType
ID : 3
Description: The book type for the books
Type : Concrete, Domain

Associated use case :
1,3,4
Responsibilities
Collaborators
Add information
Library staff
Update information
Books
Show information
Back
Attributes :
ID
Fine Per Day
Maximum duration
Relationships :
Generalization (a-kind-of) :
Aggregation (has-parts) :
Other association : Register Materials, Issue Materials, Receive Materials
Figure C-3: CRC Card for BookType
134
Front
Class name : Publisher
ID : 4
Description: The records of publishers.

1,3,4
Responsibilities
Collaborators
Add information
Library staff
Update information
Books
Show information
Back
Attributes :
ID
Name
Relationships :
Figure C-4: CRC Card for Publisher
135
Front
Class name : Library Staff
ID : 5
Description: The type of staff who manages library Associated use case :
materials
1,2,3,4
Responsibilities
Collaborators
Add staff records
Books
Update staff records
Issue/receive log
Show records
Back
Attributes :
ID
Relationships :
Generalization (a-kind-of) : Staff
Figure C-5: CRC Card for Library Staff
136
Front
Class name : Borrower
ID : 6
Description: A type of staff borrows materials

3,4
Responsibilities
Collaborators
Add information
Books
Update information
Issue/Receive log
Search books
Fine paid
Borrow books
Limit
Back
Attributes :
ID
Relationships :
Generalization (a-kind-of) : Staff
Figure C-6: CRC Card for Borrower
137
Front
Class name : Staff
ID : 7
Description: The parent class for staff holding staff Associated use case : 4
information
Responsibilities
Collaborators
Add staff
Books
Update staff
Issue/Receive log
Fine paid
Limit
Back
Attributes :
ID
NID
Name
Address
Tel
Title
Pass
Relationships :
Aggregation (has-parts) : Library Staff, Borrowing Staff
Figure C-7: CRC Card for Staff
138
Front
Class name : Quota
ID : 8
Description: The limits for a borrower

4,5
Responsibilities
Collaborators
Add information
Borrower
Update information
Back
Attributes :
Borrower Type
Book Amount
Fine
Relationships :
Other association : Issue Materials, Receive Materials
Figure C-8: CRC Card for Quota
139
Front
Class name : Fine Paid
ID : 9
Description: The record fine for each borrower.
Associated use case : 4
Responsibilities
Collaborators
Add records
Borrower
Update records
Show records
Back
Attributes :
Amount
Date
Borrower ID
Relationships :
Other association : Issue Materials, Receive Materials
Figure C-9: CRC Card for Fine Paid
140
Appendix D: System Generated Reports

141
142
143
Appendix E: User Feedback Form

User Feedback Form
144
BOOKS AND DOCUMENT MANGEMENT SYSTEM
USER FEEDBACK
Instructions: For each item below, please indicate your choice by circling a number
on the scale of 1 to 5. Description of the scale is as follows:
1[Very Poor]
2[Poor] 3[Average] 4[Good] 5[Excellent]
CRITERIA
Font, Font size and Colour

used
Layout of the screen
System Quality (in terms of

output speed)
System Quality (in terms of
reports produced)
User friendliness (in terms of
shortcut key, error messages)
Conceptualization (in terms
of collecting data &
generating reports)
Security of the system
Online Help
On-Screen Messages
User Manual
SCALE
REMARKS
SYSTEM INTERFACE
1 2 3 4 5
1
SYSTEM USABILITY
1 2 3 4 5
1
DOCUMENTATION
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
GENERAL COMMENTS/FEEDBACK
145
Appendix F: User Manual

User Manual
146
USER MANUAL
Login
1. Select User Type from login window.
2. Type user name and password, if you are login as Librarian. Type only
password if you are login as Administrator. For general user the username
and password is not necessary.
3. Press OK button or press enter from keyboard.
4. To cancel login process click Cancel button.
Switch between user types

1. Click on Switch User button or Select Switch User from File menu.
2. Select User Type from the window.
3. Type user name and password, if you are login as Librarian. Type only
password if you are login as Administrator. For general user the username
and password is not necessary.
5. To cancel switch process click Cancel button. It will bring you back to where
you were.
Search for books

1. Login as a General User or if you are logged in as Librarian or Administrator
click on Search Books button or select Search Books from File menu.
2. Type the search string in the required search field. Suppose if you want to
search books by name, type book name or part of the book name in the field
corresponding to Search by Name button.
3. Press the corresponding button or press enter from keyboard.
4. Search results will be displayed at the bottom as a table.
Tip:
To search all books just place a space in any search field and press
enter or corresponding search button.
147
Issue books
1. Login or switch user type as Librarian or Administrator to issue books.
2. If you are logged in as Administrator, click Issue/Receive Books button or
select Issue Books from File menu.
3. Select Issuing option.
4. Type Book ID that you want to issue in the field for Book ID.
5. Type Borrower ID to whom you want to issue the book in the Borrower ID
field.
6. Press Issue button or press enter from keyboard.
Record Receipt of books

1. Login or switch user type as Librarian or Administrator to record return of
books.
2. If you are logged in as Administrator, click Issue/Receive Books button or
select Receive Books from File menu.
3. Select Receiving option.
4. Type Book ID that you want to issue in the field for Book ID.
5. The details of the book will be shown including the fine (if applicable).
6. Press Receive button or press enter from keyboard.
Add New Books

1. Login or switch user type as Librarian or Administrator to add new books to
the database.
2. Click Add/Edit Books button or select Add New Book from Edit menu.
3. Click Add New button.
4. It will show the next Book ID sequence number in the Book ID field. If you
want, you can modify it to be a non-existing Book ID.
5. Fill up all the details of the book.
6. Press Update button.
Edit information an existing book
148
1. Login or switch user type as Librarian or Administrator to edit information of
existing books in the database.
2. Click Add/Edit Books button or select Edit Book Info from Edit menu.
3. Type the Book ID for which the information to be edited in the Book ID
field.
4. Press enter, it will show the existing information of the book.
5. Change the information as required.
View information an existing book

1. Login or switch user type as Librarian or Administrator to view information
of existing books in the database.
2. Click Add/Edit Books button or select Add New Book or Edit Book Info
from Edit menu.
3. Type the Book ID for which the information to be displayed in the Book ID
field.
4. Press enter, it will show the existing information of the book.
OR
5. Go to book search screen and search for the book.
Add new publisher information

1. Login or switch user type as Librarian or Administrator to add new publishers
to the database.
2. Click Add/Edit Books button or select Add New Book from Edit menu.
3. Click Add New Publisher button.
4. Type the new publisher's name
Add New Borrowers
149
1. Login or switch user type as Librarian or Administrator to add new borrowers
to the database.
2. Click Add/Edit Borrowers button or select Add New Borrower from Edit
menu.
3. Click Add New button.
4. It will show the next Borrower ID sequence number in the Borrower ID field.
If you want, you can modify it to be a non-existing Borrower ID.
5. Fill up all the details of the borrower.
Edit information an existing borrower

1. Login or switch user type as Librarian or Administrator to edit information of
an existing borrower in the database.
2. Click Add/Edit Borrower button or select Edit Borrower Info from Edit
menu.
3. Type the Borrower ID for whom the information to be edited in the Borrower
ID field.
4. Press enter, it will show the existing information of the borrower.
5. Change the information as required.
View information an existing borrower

1. Login or switch user type as Librarian or Administrator to view information
of existing borrowers in the database.
2. Click Add/Edit Borrower button or select Add New Book or Edit Borrower
Info from Edit menu.
3. Type the Borrower ID for whom the information to be displayed in the
Borrower ID field.
4. Press enter, it will show the existing information of the borrower.
View reports of books issued today

1. Login or switch user type as Librarian.
150
2. Select Issued option from View Transactions of Today box.
3. Press Show Report button. The report will be displayed at the bottom as a
table.
View reports of books received today

2. Select Received option from View Transactions of Today box.
3. Press Show Report button. The report will be displayed at the bottom as a
table.
View monthly reports of books issued
2. Select Issued option from Monthly Transaction Report box.
3. Press View Report button. The report will be displayed at the bottom as a
table.
View monthly reports of books received
2. Select Received option from Monthly Transaction Report box.
3. Press View Report button. The report will be displayed at the bottom as a
table.
Print monthly reports of books issued
2. Select Issued option from Monthly Transaction Report box.
3. Press Print Report button. The report will be displayed as a new page in
which it allows to print to the printer.
Print monthly reports of books received
2. Select Received option from Monthly Transaction Report box.
3. Press Print Report button. The report will be displayed as a new page in
which it allows to print to the printer.
151
Backup the database

2. Press Backup button.
3. It will ask you to specify the backup location by showing save dialog box.
After specifying press save button in the dialog box.
4. The database will be saved to the specified location.
Set book issue limit

1. Login or switch user type as Administrator.
2. Select Borrower Type from drop down box.
3. The current book issue limit to specific borrower type will be shown in the
corresponding field. Edit the issue limit as required.
4. Press Set Book Issue Limit button to set the limit.
Set book delay limit
2. Select Book Type from drop down box.
3. The current book delay limit to specific book type will be shown in the
corresponding field. Edit the delay limit as required.
4. Press Set Book Delay Limit button to set the limit.
Set borrower's fine limit

2. Select Borrower Type from drop down box.
3. The current fine limit to specific borrower type will be shown in the
corresponding field. Edit the fine limit as required.
4. Press Set Borrower Fine Limit button to set the limit.
Set fine amount for books

2. Select Book Type from drop down box.
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3. The current fine amount per day to specific book type will be shown in the
corresponding field. Edit the fine per day amount as required.
4. Press Set Fine Amount button to set the fine for the book type.
Add New Username and password

2. Type the new username in the username field.
3. Type the password for the new user in the password field.
4. Press Set Password button to add new user and the password for the user. If
the user name exits it will give options to change the existing user's password
to the new password entered or to cancel the action.
Change user password

2. Type the username in the username field.
3. Type the new password in the password field.
4. Press Set Password button to add new password for the user. It will ask for
your confirmation to change the password.
5. Press OK button to confirm to change the password. Press No button to
cancel the action.
Go back to users main screen

1. Press Back to Main button or select Back to Main from File menu. It will
bring you back to the main screen for the user. Suppose, if you are logged in
as Administrator, Back to Main action will bring the Administrator's initial
screen for you.
Log off
1. Press Log Off button or select Log Off from File menu or click the cross at
the top right corner of your working screen. It will log you off from your user
type.
153
Quit the program

1. Press Exit button or select Exit from File menu or click the cross at the top
right corner. It will terminate the application.
Register the software
1. If the software is not registered, at start up it will show the registration screen.
Fill the information in the form including the registration number provided.

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BOOKS AND DOCUMENT MANAGEMENT SYSTEM

FOR LIBYAN PETROLEUMEUM INSTITUTE

A project report submitted in partial fulfilment of the

Faculty of Computer Science and Information System

To my beloved Parents, Bothers, Sisters and Friends

The project is to develop books and document management system for

1.2 Background of the problem

1.3 Statement of the problem

1.4 Objectives of the project

1.5 Scope of the project

1.6 Importance of the project

1.7 Chapter summary

2.2 Definitions and overview

2.2.1 Library Automation System

2.2.2 Classification systems

The mobile web-application Architecture

2.4 Library Systems

2.4.2 CSS Library System

2.5 Context of the project

3.2 Project Development Framework

3.3 System Development Life Cycle

3.3.1 System Development Methodology

3.4 Phases of Development

Project identification and selection

Project initiation and planning

3.4.2 Analysis phase

Developing analysis strategy

3.4.3 Design phase

Developing design strategy

Database and file specification

3.4.4 Implementation phase

3.4.5 Activities in project development phases.

3.5.1 Software requirements

3.5.2 Hardware requirements

3.6 Project Schedule

4.2 Organisational analysis

4.2.1 Objectives of LPI

4.3 As-Is Process

4.3.1 Activity and Data Models

Use Case Diagram

Use Case Description

4.4 User Requirements

4.4.1 Functional Requirement

4.4.2 Non - Functional Requirement

4.5 To-Be System

Use Case Diagram

Use Case Description

4.6 Physical Design

4.6.2 Documentation for tables in database

4.6.3 Relationships established in the database

4.6.2 Interface Design

System Generated Reports

4.6.3 Program Modules

4.6.4 System Architecture

4.6.5 Hardware Requirements

4.6.6 Test Plan

4.7 Chapter Summary

IMPLIMENTATION AND TESTING

5.2 System Implementation

5.2.1 Hardware and Software

5.2.2 Database Development

5.2.4 Integrating Modules

5.3.1 Unit Testing

5.3.2.2 Login Window Test