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LIBRARY

MANAGEMENT
SYSTEM
PROJECT PLAN

ON HU,IOT

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INSTITUTE OF TECHNOLOGY
DEPARTMENT OF INFORMATION TECHNOLOGY

Course: PROJECT MANAGEMENT


GROUP PROJECT
Project title: LIBRARY MANAGEMENT
SYSTEM
GROUP MEMBERS NAME ID_NUMBER

1. BEREKET ADMASU IT/0028/10

2. ROBEL DEGUALEM IT/0124/10

3. ELIAS SHIFA IT/0044/10

4. MELAKU TSIGE IT/0075/10

5. AHMED WUBE IT/0066/10

6. LEGESSE MELKAMU IT/0069/10

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Table of Contents
1. Introduction .......................................................................................................... 3
Purpose of the Plan ......................................................................................... 3
Background Information about the Project ....................................................... 4
2. Goals and Objectives........................................................................................... 5
Project Goals and Objectives……………………………………………………...5
Business Goals and Objectives………………………………………….………………… 5
3. Scope .................................................................................................................. 6
Scope Definition ............................................................................................... 6
Costs and Benefits. .......................................................................................... 8
Risk events and their happening probability……………………………………………….9
Project Products/Deliverables List ................................................................. 10
4. Constraints ........................................................................................................ 11
Project Constraints......................................................................................... 11
5. Quality Management Approach ......................................................................... 12
Tools and Techniques.................................................................................... 12
Work Breakdown Structure (WBS) Gantt Chart ............................................. 13
Project Roles and Responsibilities ................................................................. 16
9. Approvals ........................................................................................................... 17
Sign-off Sheet ................................................................................................ 17

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Introduction
Purpose of Plan
- A project plan is a detailed written overview of individual workplace projects.
The plan includes information related to staffing, budgets, time lines, deadlines,
goals and measurements related with library management system. It also
provides individual and group objectives and instruction on how each aspect of
the plan is to be a carried out. Much like a business plan serves as a road map
for how a small business operates, a project plan provides direction on project
implementation.

- Gives a clear measure for success

- A project plan defines the parameters and purpose of individual business


projects. It clarifies why the plan is being implemented and the ultimate purpose
the plan will serve. The plan also serves as a tool for keeping everyone
associated with the project on track and focusing on the same details
and information

- Project plans serve a purpose of creating time lines and establishing deadlines
for each phase of the project. Plans can be used to factor different time-related
and scheduling variables and create a clear path in which everyone is aware of
the project’s schedule. This approach helps keep the project on track and on
budget.

- Assures enough lead time to undertake projects effectively

- Helps you prioritize programs and direct efforts to attaining objectives

- A project plan is an exceptional tool for budgeting a project, as it outlines each


individual element and the anticipated costs. Using the newsletter example, the
project plan can be used to determine the monetary value of staff time devoted
to the newsletter and the hard costs for printing and distribution. If the business
owner decided to sell advertising space to offset the costs, he can use the
project plan’s budget to assess how much advertising must be sold to cover
costs.

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Background Information about the Project

Library management system a software used to manages the catalog of a library. This helps to keep the
records of whole transactions of the books available in the library.We provides library management
system which is very easy to use and fulfills all the requirement of a librarian. There are many features
which helps librarian to keep records of available books as well as issued books. This software is
available in both mode i.e. web-based or local host based. We provide best Library Management System
of this planet.Library Borrowing/Returning System is a process of organizing important information, used
to track items borrowed, and the scheduled time for returning. This system help users or people who
responsible in recording the data appropriately, it also saves time and more convenient to use than the
traditional manual recording.

Lack of library system in a school can lead to chaos and troubles, and because of it the librarian is having
a problem to serve each students and faculties who wish to use the library. It is extremely useful in the
school to use that automated system.

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Goals and Objectives
Project Goals and Objectives

The main objectives of the project are : to do research on library system and to
establish distinict features that can be applied in developing a library
management system in Hawassa university,IOT.

And the aim of this project is to design and implement database for library
management system that deals with memenber registration, item management,
borrowing and search for items, or for members as well as avoiding redundancy
errors and inconsistencty of data by setting security measures. All records about
book’s information and members information and other materials will be kept in
the database.

First, the library management system will allow members to register; registration
includes storing basic information of members such as ID, name, Address, E-mail,
phone number, title, and registration date.

When members borrow the book, database will store the book ID and member ID
and this IDs will be used to search all items that have been borrowed by specific
member and know total numbers of borrowed books and returned books.

Business Goals and Objectives


Profitability

A common business goal is to run a profitable operation, which typically means increasing revenue while
limiting expenses. To reach this goal, objectives could consist of increasing annual sales by 10 percent or
landing three new accounts each month.

User service

User service goals could include reducing complaints by 50 percent over one year or to improve resolution
times to customer complaints to a minimum of one business day. To meet user service goals, objectives
could include increasing your customer service staff from one to three workers by the end of the year or
implementing a policy where customers are guaranteed to receive a return phone call before the end of the
business day.

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1.1 Project scope
The Library System was started in January 10, 2019 as an team task for the
course Project management at Hawassa university institute of technology,
Hawassa. The project includes activities such as the searching for new books in
the library’s catalog and provide information about books availability and
positions, maintain users database, send overdue notes and print bills for overdue
and loss of a book. Additionally automatic book extension through Internet should
be possible. Program has to possess friendly user interface and to be easy to use.
The system should follow the standard accessibility functions already defined
internationally, to provide users a common interface with the system by reducing
at the same time the period of training of the staff and new users.

The Library system is designed to create a tool that helps to improve the
important task of managing the lending process of the Hawassa University of
Technology current library system looking for a benefit to students, teachers and
external visitors. With the resulting software every user of the library will be able
to make a more effective use of the library services.

This initial Project Plan document is open to future revisions and modifications
according to the meetings with the customer.

The goal of the Library System is to assist the process of lending books,
magazines, journals and newspapers by recording the input information of taken
material in a database that will be define according to the needs of the Library of
Hawassa university,IOT.

The inputs of the Library System will be done either by the staff or by users, but in
any of these cases the interface will be the same. And that will be the
responsibility of program Designer. The daily hours used in the development of the
system will be recorded in a regular basis. Any kind of activity related to Software
Engineering, organization of the project, on time deliverables and project plan will
be deal with the Project Manager, Bereket Admasu. Our Requirements Engineer,
Melaku Tsige who will have the deepest contact with our customer, will hold the
elicitation processes.

Here is a list of some features of Library management system which we offer:

 Keep record of different categories like; Books, Journals, Newspapers, Magazines, etc.
 Classify the books subject wise.
 Easy way to enter new books.
 Keep record of complete information of a book like; Book name, Author name,
Publisher’s name, Date/ Year of publication, Cost of the book, Book purchasing date/ Bill
no.
 Easy way to make a check-out.
 Easy way to make a check-in.
 Automatic fine calculation for late returns.
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 Different criteria for searching a book.
 Different kind of reports like; total no. of books, no. of issued books, no. of journals, etc.
 Easy way to know how many books are issued to a particular student.
 Easy way to know the status of a book.
 Event calendar for librarian to remember their dates.
 My Notes section for librarian to write any note.
 Online access for registered user to see the status of their books.
 No need to invest heavily on Hardware.

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Costs, Benefits and Risks

1. cost of Installing a Library management system

Tasks/materials costs type


1 Equipments 90000 tangible
2 Furniture and 27500 tangible
other items
3 Stakeholders - intangible
energy
consumption
4 Software 25000 tangible

. 5 Hard ware 50000 tangible

2 . Benefit or outcomes of Library management system

1. Highly-secured library data management


2. Allows mobile access
3. Encourages ease of use
4. Enhances reporting and monitoring
5. Increased flexibility
6. The improvement of employee morale
7. Availablity of new, better, or more information
8. Competitive necessity

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RISK EVENTS AND THEIR HAPPENING PROBABILITY

RISK Risk Mitigation strategy Rank


Probablity
1. The time that can be 40% Allocating sufficient time to project 5
assigned to the project is And using it properly
not enough
2. Change in requirements 20% Having a potential to approve and 7
will cause extra work reject chnages
3. Not full command of the 70% The developing tools must be 2
developing tools provided on time
4. Communication problems 40% Have a constant communication 4
with the customer with the client to avoid as much as
possible misunderstandings

5. It may happen that the 50% Developing the supervsors skill and 3
supervisor of the project by outsourcing
would not be able to
support the team
6. Lack of cooperation 30% Creating a peaceful relation among 6
between members of the the team members inorder to make
team them cooperate each other
7. Redundancy in information 70% Reducing the redundancy or the 2
that may cause delays repetition of the information that
may cause delays to our project
8. If a similar software 90% Checking whether similar software 1
already exists, the project exists or not
will be totally cancelled
9. Performance, that the SW 30% Taking care of the SW while 6
does not do exactly what is designer implements the requirement
intended to do not to decrease its performance
expected

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Project Products/Deliverables List

Assigned to

Stage Deliverable Delivered Accepted


Name (Date) (Date)
Initiation Project Melaku Tsige Jan 16 Jan 16
charter
Planning Scope Robel Degualem Feb 15 Feb 20
statement

Requirements Survey Elias Shifa Feb 22 Feb, 22


Analysis
Business business Ahmed wube Feb ,22 Mar, 2
Analysis case
Design Project Bereket Admasu Apr,27 Apr,30
success
completed
Implementation Software Legesse Apr,30 Apr,30
application melkamu
implementat
ion
Close Software Robel Degualem Apr,30 Apr,30
development
completed

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Constraints

Project Constraints
-Hardware Constraints

 To store persistent date, the system requires a database. So


that the database ought to have backup capabilities.
-Software Constraints

 The availability of required software will be constrained for the development of


the system such as database and development tools.

-Design Constraints

 The system will be designed to make the system usability and it is to


let users easy to use on the system

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Tools and Techniques

This software project is a library management software system with all the
basic as well as some innovative features for managing a library. It consists
of a large database of various books available in the library. It also lists
various books issued to respective readers. The system keeps track of all
the books readily available and also the books that have been issued to
various readers for the time period for which the books have been issued.
The system also handles books database. If the reader needs a book, he
can order the book request for home delivery by just submitting an online
form. Readers usually tend to forget the date to return their library books, so
this system even calculates fine depending on the expiry date. Thus this
innovative library management system provides enhanced library
functionality for this modern world

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Work Breakdown Structure (WBS)
1.0 initiating

1.1 Assigning project manager

1.2 Selecting the project members

1.3 Developing a project charter and signing on it

2.0 planning

2.1 Explain purpose of plan

2.2 Prepare the objective of project

2.3 Develop project scope statement

2.4 prepare Costs, Benefits and Risks baseline

2.4.1 prepare the project duration

2.4.2 Identify the potential benefits and costs of project

2.4.3 Create Gantt chart

3.0 Executing

3.1 Review

3.2 Survey

3.3 Library management system contents

3.3.1 Preparation of preliminary plans and design development

3.3.2 Building Program

3.3.3 Testing program

4.0 monitoring and controlling

4.1 status reports

5.0 closing

5.1 Develop the final project report

5.2 Presenting the final project

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WBS in graphical form

Library management system

4)Monitoring and 5) Closing


1)Initiating 2)Planning 3)Executing
controlling

5.1) Develop the


2.1) explain final project report
1.1)Assigning a 4.1) status
project manager purpose of plan 3.1) Review
report
5.2) Presenting
1.2)selecting a the final project
2.2) prepare the
project members objective of plan 3.2) survey

1.3) Developing 2.3) Develop the


a project charter project scope
and signing on it 3.3) library
statement management
system
contents
2.4)Prepare cost,
benefit and risk
baseline 3.3.1) preparation
of preliminary plan
and design
2.4.1) Prepare
the project
duration
3.3.2) Building a
program

2.4.2) Identify the


benefits and
costs 3.3.3) Testing a
program

2.4.3) Create
Gantt chart

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Gantt chart

Task name jan Feb mar Apr


1 5 16 21 26 29 3 9 15 19 25 30 10 18 23 27 30
2 7 16 17 26 29 6

1.Initiating
1.1 Assigning a
project manager

1.2 selecting a
project members

1.3 Developing a
project charter

2.planning

3. Executing

3.1) Review

3.2) survey

3.3)system
content

3.3.1) building
a program

3.3.2) testing a
program

4)monitoring
and
controlling

4.1) status
report

5)closing

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Project Roles and Responsibilities

Name Project Role Project Responsibilities

Ahmed wube Project Sponsor Person responsible for acting as the project’s champion and
providing direction and support to the team. In the context of this
document, this person approves the request for funding, approves
the project scope represented in this document, and sets the priority
of the project relative to other projects in his/her area of
responsibility.
Bereket Admasu Project manager Person who performs the day-to-day management of the project and
has specific accountability for managing the project within the
approved constraints of scope, quality, time and cost, to deliver the
specified requirements, deliverables and customer satisfaction.

Elias Shifa Project leader Manager who manages the project team and the project sponsor.
He is expected to have a project management knowledge area and
needed skills for projects. This person must have adequate business
and project knowledge in order to make informed decisions

Legesse Program manager A program representative responsible for coordinating with


acquisition officials on projects for which contract support is
melkamu contemplated. This representative is responsible for technical
monitoring and evaluation of the contractor's performance after
award.
Robel Degualem Project team member A person who controls the customer relationship
Melaku Tsige Project requirement Person in management, often the Branch Chief or Division Director,
engineer who is responsible for the project in its entirety.

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project Charter approval
Sign-off form

I have read the above Project Plan and will abide by its terms and conditions and pledge my full
commitment and support for the project

ROLE. NAME SIGNATURE DATE

Project Sponsor: Ahmed Wube Date:

Project Manager: BEREKET ADMASU Date:

Project requirement engineer: MELAKU TSIGE Date:

Project leader: LEGESSE MELKAMU Date:

Project Team Member: ELIAS SHIFA Date:

Project Team Member: ROBEL DEGUALEM Date:

Client representative: Date:

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