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CHAPTER VII

THE PROPOSED SYSTEM

Goals of the Proposed System

The goals of the study are to develop or design an “Automated Library

Information System” that will monitor and facilitate the operations in the Marikina City

Library. This automated system will be useful for having a convenient and systematic

way of conducting transactions in the library. Another goal is to provide an electronic

way to the city library that will made them follow the trends of technology. And lastly To

have a system that will attract more users to the library and therefore appreciate how

the library can contribute to the information needs of the students, workers, and

researchers especially to the people of Marikina City.

Objectives

 To produce an organized and accurate reports.

 To develop a system that will provide an efficient way of making transactions,

procedures and accessing information or records for the library.

 To provide security to the records or information on the Marikina City Library.

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Data Dictionary

Borrower(s)

Data Name Data Type Data Description

Borrower’s First name Text Not less than 1 but not

more than 25
Borrower’s Middle name Text Not less than 1 but not

more than 25
Borrower’s Gender Text Not less than 1 but not

more than 10
Borrower’s Address Text and number Not less than 10 but not

more than 100

Borrower’s Telephone Number Not less than 7 but not

more than 30
Table 1a. Borrower’s Data Dictionary
Book(s)

Data Name Data Type Data Description

Book Title Text Not less than 2 but not

more than 50
Book Author Text Not less than 2 but not

more than 50
Book Subject Text Not less than 2 but not

more than 50
Table 1b. Book’s Data Dictionary

Users of the Proposed System

The Automated Library Information System will be a very useful system for the

Marikina City. It will also benefit all the people using the library and the people that are

involve on the operations in the library. Specifically they are the following:

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Borrower(s)

Through an automated library system, the borrower/s can easily find the books

that they are looking for without going through the traditional way of searching a library

material. Convenience is more visible for it is not time-consuming, resulting to a number

of accomplished works.

Librarian(s) and library staff(s)

The automated library system would improve the monitoring capacities of those

who maintain the library. It would be easier to determine whether a particular book is

on-shelf or not. Also, they can easily identify when will the borrowed material be

returned and if a borrower has failed to return the book on its due date. Furthermore,

the library staff would be much guided when it comes to recognizing new inventory

books, letting them arrange it promptly and accordingly.

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Gantt Chart

ACTIVITIES JUN JULY AUG SEPT OCT

1. Planning stage
                                       
2. Budget summary and review
                                       
3. Canvassing of materials needed
                                       
4. Purchasing of materials needed
                                       
5.System analysis and design
                                       
6. Prototype development
                                       
7. Program finalization and testing
                                       
8. User's acceptance and testing
                                       
Diagram 5. Gantt Chart

This Gantt chart shows all the activities that will occur for the creation of the

automated library information system for Marikina City library. From the diagram, it all

begin on the midweek of June wherein the planning stage starts, next is the budget

summary and review, Canvassing of materials needed, Purchasing of materials needed,

system analysis and design, Prototype development, Program finalization and testing

and last is the User's acceptance and training/ testing. This Gantt chart is a useful

diagram to establish organized and well planned activities to attain the objectives of the

study and provide a useful system for the Marikina City Library.

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Cost Evaluation and Justification

SPECIFICATIONS COST
Hardware Requirements 1st Year 2nd Year 3rd Year 4th Year 5th Year
Power Supply P290 ----- ----- ----- -----
Monitor P5,188 ----- ----- ----- -----
Keyboard P350 ----- P350 ----- P350
Mouse P225 ----- P225 ----- P225
Printer P2,195 ----- ----- ----- -----
Total P8,248 P575 P575
Table 2a. Cost Evaluation and Justification for Hardware Requirements

The Hardware Requirements needed for the creation of the automated library

information system comprises of the basic hardware in a computer to do its functions.

The power supply that will be using is the Radius AVR 4 outlet with 110 Socket The

monitor is an Acer X163W Widescreen LCD Monitor, the A4tech KBS-720 A-Shape

Natural Slim PS/2 Keyboard, A4Tech OP-620D 2X Click PS/2 Optical Mouse and

Canon Pixma iP2770 Printer. The replacement of the keyboard and mouse will be done

on the 3rd year and 5th year of the operation but it may also be subjected for replacement

as soon as it malfunctioned.

SPECIFICATIONS COST
Software Requirements 1st Year 2nd Year 3rd Year 4th Year 5th Year
Windows XP P2,199 ----- ----- ----- -----
Total P2,199
Table 2c. Cost Evaluation and Justification for Software Requirements

For the Software requirements for the system, the Windows XP will be the

Operating system to be installed provided that this OS is user friendly and can run such

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software or programs needed for the system. These programs include the Microsoft

Access and the Visual Basic.

SPECIFICATIONS COST

Manpower Requirements 1st Year 2nd Year 3rd Year 4th Year 5th Year

Computer Programmer  P7,800 ----- ----- ----- -----

System Administrator  P7,900 ----- ----- ----- -----

Computer Technician  - - - - -  P1,000   P1,000   P1,000  P1,000

Total P15,700 P1,000 P1,000 P1,000 P1,000

Table 2b. Cost Evaluation and Justification for Manpower Requirements

Basically, the creation of system would not be possible if there is no one who

manipulates it. Human resource requires the individual capacity or capability of a person

to perform task/s Achieving rests in their hands. A computer programmer designs

software programs through building logical work flow charts, the functionality of which is

translated into one of several languages that computers can understand.

In the majority of cases, the computer programmer also designs a graphical user

interface (GUI) so that non-technical users can run the software through easy, point-

and-click, menu-oriented modules. The GUI acts as a translator between the user and

underlying software code, negating the need to know the command line structure of the

language.

The System Administrator is responsible for effective provisioning,

installation/configuration, operation, and maintenance of systems hardware and

software and related infrastructure. This individual participates in technical research

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and development to enable continuing innovation within the infrastructure. This

individual ensures that system hardware, operating systems, software systems, and

related procedures adhere to organizational values, enabling staff, volunteers, and

partners.

In addition, it will assist project teams with technical issues in the Initiation and

Planning phases of our standard Project Management Methodology. The Computer

Repair Technician has knowledge of circuit boards, processors, chips, electronic

equipment, and computer hardware and software, including applications and

programming.

The Computer Repair Technician provides customer and personal services. This

includes customer needs, assessment, meeting quality standards for services, and

evaluation of customer satisfaction. The Computer Repair Technician has knowledge in

machines and tools, including their designs, uses, repair, and maintenance.

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System Run Chart

Library File Verified Report

Storage
Computer Record

Computer Files

Verification

Library File Verified book

Storage details
Computer Files Computer Record

Encode and update

Book inventory
monitoring
Updated report
Computer Record

Book inventory report

Computer Record

Diagram 6. System Run Chart of the Proposed System

In this diagram, the Librarian encodes the details of the book to be borrowed; this

includes the book title, the book author and the call number of the book. After the

manual encoding of the details, the librarian saves the borrower/s’ files which can be

found at their library records. The records will keep track on the library’s assets for

monitoring and updating purposes.

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Data Flow Diagram

Send Details to Book and

Book request
Librarian borrowers’ details

Borrower Librarian

Valid book request

Computer Record
Verify the
status of
materials
Processed
Library
Details
Material

Encode the Verified

Details Book details

Diagram 7. Data Flow Diagram of the Proposed System

The diagram above shows the data flow diagram of Marikina City Library. It starts

from the filling of the call slip of the borrower. The call slip that includes the books and

borrowers’ details will be send to the librarian. The librarian will receive the call slip and

processed it for verification. The verified book information will be encoded to the

computerized library’s file storage. The recorded information will now be stored for

tracking and the book or library material will be given to the borrower.

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Program Flow Chart

START

User Name and

Password

Librarian Y Welcome
Screen

N
Book Book Main
Screen
Record Record

Y Y
Add/ delete/ change Add/delete/ change
book information book information

Borrower Book Record

Record

Log Out N

EXIT

Diagram 8. Program Flow Chart

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The diagram shows the processes involve in the automated library information

system for Marikina City Library. The different symbols are used to state the inputs and

outputs of the said system. In line with these are from the start of the system it will be

start on the display menu where in the administrator can access it through its user name

and password. Next is the preference of the operation that will ne need for the librarian.

The Borrowing, Searching and cancelling of books that will be followed by the process

and the direct on page previews.

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