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Chapter 1

Background of the Study

Introduction

Nowadays, technology has become widespread that even

simple tasks are done with the help of these powerful

technological inventions. Through the innovativeness and

knowledge possesses by men, that people enjoy the fruit of

technology. Computers are making revolutionary changes in

the way people live, play and work. The contribution of

computers in schools, offices and in a business has been

undeniably strong and effective. Computer based systems can

replace the cost and time consuming processes in a

particular task.

Library is fast growing firm. The ancient method of

maintaining it are no longer dynamic and efficient. For

expeditious retrieval and dissemination of information and

better service for the clientele,

application of modern techniques has become absolutely

indispensable. A properly computerized library will help its

users with quick and prompt services.

Library automation refers to mechanization of library

housekeeping operations predominantly by computerization.

Given the advantages of utilizing information systems

in educational management, the aim of the present study is

to develop a Library System of Saint Tonis College Inc. in

order to better coordinate and streamline the functions

within the organization. By using a Library System, Saint

Saint Tonis College Inc. Library Management System

Tonis College Inc. will be able to make the process of the

library a hundred

times easier which it also lessen time for both the students

and the library staff in every library transaction.

Company Background

Vision/Mission

Saint Tonis College, Inc. is committed to seek a life

of faith, learning and action that shall develop people into

becoming intellectually competent and honest, morally and

ethically sensitive, creatively aware and responsive to the

needs, aspiration of a just, free and responsible social

order.

For the realization of the vision of the Saint Tonis

College, its articles of Incorporation set forth purposes of

the institution as follows:

1. To develop the students’ academic excellence based

on mastery of the fundamentals.

2. To provide an environment where the school community

can find creative expression for their faith and

freedom as human beings.

3. To instill Christians principles as basis in molding

high moral conduct in the life of the youth.

4. To give students opportunities to grow and develop

the abilities and potential to the optimum so that

they may live, productive and meaningful lives

imbued with the Christians ideals of love and

service to fellowmen;

5. To encourage their participation in community

outreach activities in order to help them become


increasingly aware of their responsibilities for

effective community life; and

6. To provide the background necessary for graduate

study and to develop appreciation for the need for

continuing education necessary for graduate study.

Organizational Structure


President

Registrar Deans Accounting Office

Vice President

Faculty

Students

Statement of the Problem

This study aims to design and develop a

Library System of Saint Tonis College Inc. Specifically,

it seeks to answer the following question:

1. What are the Processes valued in the

existing system of Saint Tonis College Inc.

School Library?

2. What are some problems encountered in the existing

system?

3. What features will be incorporated in the proposed

system?

Objective of the Study

The objective of the study is to distinguish the

effectiveness of Library Management System and to develop a

Library Management System of STCI.

Specifically; it intended to accomplish the following goals:

1. To know the processes valued in the existing system of

Saint Tonis College Inc.

2. To gather information about the problems met in the

traditional system.

3. To develop a Library Management System of Saint Tonis

College Inc.


Scope and Delimitation

Saint Tonis College Inc. manual Library System

involves too much paper works, unorganized files and also

high risk of r e d u n d a n c y i s i n v o l v e d . F o r t h a t

r e a s o n , I d e c i d e d t o m a k e n e c e s s a r y

i m p r o v e m e n t s b y p r o v i d i n g a s y s t e m t h a t w i l l

f e a t u r e records of books in the library. So that students

and the librarian could f i n d w h a t t h e y a r e l o o k i n g

f o r a n d c a n e a s i l y h a v e t h e b o o k t h e y need .And

the task of the librarian will become easy. T h e

s y s t e m , h o w e v e r , i s e q u i p p e d t o

a c c e s s b y t h e administrator and the system cannot

access on line. The system focus in circulating, book

cataloging and Report generator.

Significance of the Study

To the Students/borrowers

It will be easy for them to know if the book

they’re searching in the library is existing and they

will have lesser time to locate where the books located.

To the Library personnel

It will lessen their paper works when it comes to

maintaining data that contains all the records in the

library as the computer restore the details.

To the School


The library management system is to provide

quality data in the S c h o o l i n a t i m e l y f a s h i o n

t h r o u g h s y s t e m s t h a t a r e c o m p l e t e l y integrated.

This will provide opportunities for operational efficiency.

To the Future Researchers:

This study can help other researchers to use this as a

reference.

To the Researcher:

In this study, the researcher will be able to develop

his knowledge and skills in studying, proposing and

designing a system


Definition of Terms Use

Accession number

Identifying number for a document in a database.

Borrow

This transaction is the lending of books in the

library.

Computer

It refers to an electronic machine used for

manipulating or processing data to produce the desired

information.

Computerization

It is the process of converting a manual operation into

a computerized one.

Computerized System

It can be defined as the development of the old process

for a fast and accurate procedure.

C Sharp

It refers to the programming language that the

researcher used.

Data

Individual facts, statistic, or items of information.

Database


A set of data that has a regular structure and that is

organized in such a way that a computer can easily find the

desired information

Data Flow

This refers to the figure that illustrates the flow of

the data within the data.

Due date

It is the set time or date for the returning of books

which have been borrowed.

File

It is a collection of records that can be manipulated

by a machine.

Fines

The payment for the overdue book.

Input

As used in the study, it pertains to the information

entered into a computer for processing.

Librarian

The one who is responsible for maintaining,

issuing/renewal and reserving of the books. This person also

verifies the user’s library card before issuing, renewing,

reserving or accepting a book when returned.

Library


An institution which holds books and/or other forms of

stored information for use by the public or qualified

people.

Library Catalog

A register of all bibliographic items found in a

library or group of libraries, such as a network of

libraries at several locations.

Over Due

When the book is not returned on time.

Output

It is the quantity produced, created or completed by

the input and after it has been processed.

Records

Data, details, documents, file, information, or reports. In

the structure of a database, the part consisting of several

uniquely named components called data fields. Several data

records make up a data file, and several data files make up a

database.

Return

Refers to giving back the books which have been

borrowed from the library and with corresponding fines for

overdue books.

System

A coordinated body of methods or a scheme or plan of

procedure.


Conceptual Framework

The conceptual framework of the study was created in

order to identify the variables or factors that contributed

to the development of the proposed computerized system.

Furthermore, it shows how the study was undertaken to be

able to achieve the objectives set and eliminate the

problems encountered in the current system.

Paradigm of the Study


Figure 1.

Conceptual Model of Study

The conceptual model of study is best illustrated on the

paradigm of the:

Input box: it deals on knowledge requirements, User’s Needs,

Existing Applications, Development Tools and Techniques, and

Technical Literature. It deals on the perceptions towards the

existing manual system and the proposed Computerized Library

System as to accuracy, user friendliness, security and speed of

data and information.

On the process box: it deals on the process of gathering data

using questionnaires and unstructured interviews.

On the output frame: it deals on the final objective of the study

which is the development of the proposed Library System for the

Saint Tonis College Inc. Tabuk City, Kalinga.


Chapter 2

REVIEW OF RELATED LITERATURE

Library Management System is a system program that is

used in a library for an easy use of addition of books,

burrowers, issue dates, return dates, fine payments. It is

done through a database programmed so, it gives a good

interface to the operating user and a safe database for the

storage of data like books and bOrrowers. It is very useful

software for librarians and it requires a computer for the

operation

Related Literature

Foreign

According to Robson (2001), usability is a key

requirement for users, says Elisabeth Robson, Product

manager for Online Computer Library Center. The catalogue

has become a way to pull together disparate resources,

including commercial resources and web links. Management

systems also allow circulation, including check in/check out

and enable libraries to purchase materials and track where

they are.


According to Chad (2009), consulting is at a major

point of change in the wider information economy within

which library systems form part of a larger whole. He was

writing in a briefing paper about the study in library

management systems. This study examined the systems used in

higher-education libraries across the UK and came up with

some significant observations and recommendations. It noted

that the LMS market in UK higher education is already mature

and that four main vendors (Ex Libris, Innovative, Sirsi

Dynix and Talis) have almost 90 per cent of the market. This

market maturity means, according to the study authors, that

the benefits to libraries of changing LMS provider are

limited.

Library users expect to find everything together says

Stephen Abram, vice president for innovation at Sirsi Dynix,

the leading provider of software solutions and associated

services for libraries. According to her traditionally, the

library management system or integrated library system (ILS)

was responsible for running libraries efficiently and

effectively. Over the last few years, the role of the ILS

has been expanding from meeting library needs to delivering

user experience. Local

Local


According to Eden (2011), views that most libraries are

forced to work with fewer staff because of the having a more

improved and modernized system for their library. According

also to the study, the library administration need to

emphasize to their staff that the organization has a vested

interest in providing them with the tools and training they

need to assist the organization in the new information

marketplace. These may include search engines, circulation

systems, and the online public access catalog.

According to Lopez (2002), University of the

Philippines Mindanao when UP in Mindanao accepted its first

batch of students in 1996, the Main Library collection was

integrated with the core collection of the School of

Management (SOM)

Library at the Stanfilco Bldg., Ladislawa Avenue,

Buhangin, Davao City. The Filipiniana and General References

were housed together with the College of Arts and Sciences

(CAS) collection in Room 2 of the Philippine Coconut

Authority. In the Second Semester AY 1996-1997, the CAS

Library moved to its main campus in Bago Oshiro. Upon the

recognition of UP in Mindanao by the Board of Regents (BOR)

as a constituent unit (CU) of the UP System, the CAS was

split into two (2), namely: College of Humanities and Social

Sciences (CHSS) and the College of Science and Mathematics

(CSM). The Main Library transferred to the newly renovated

building where the main collection was set-up beside the

books of the CHSS and the CSM. In July 2002, the library

established the Library Educational Media and Information

Technology Office (LEMITO). The LEMITO handles the audio-


visual services, internet and the connectivity of the

library. It currently holds office at the Elias B. Lopez

Hall Dormitory. Later, the Main Library collection which

grew from 100 titles to 6,191 volumes at the end of May

2004, and was transferred to the Administration Bldg. today,

the Main Library occupies the former UP in Mindanao Cultural

Center (UPMCC) building.

Related Studies

Foreign

According to Charuasia (2010), connotes the term

library with use of automatic data processing machines to

perform routine library activities. It implies a high degree

of mechanization of various routine and repetitive tasks

&operations and processes are left to be performed by human

beings. The study stresses library automation as the

application of computers and utilization of computer based

products and services in the performance of different

operations and functions or in the provision of various

services and output products. In addition to computer

advancement, telecommunication and audio-visual technologies

gives away to new possibilities in information processing.

According to Back & Bailey (2010), explored the design

space of mash-up techniques for the faultless inclusion of

information from Web services into websites. They considered

the cases where an Online Public Access Catalog (OPAC) is

either the target of such addition or the basis of the

information being included. They focused on client-side

techniques in which each user’s browser contacts Web


services directly because this approach lends itself to the

creation of HTML widgets. The widgets allow the integration

and customization of Web services without requiring

programming. They also described in detail the functionality

and use of several widget libraries and Web services we

built. Although the specific requirements for (2010),

explored the design space of mash-up techniques for the

faultless inclusion of information from Web services into

websites. They considered the cases where an Online Public

Access Catalog (OPAC) is either the target of such addition

or the basis of the information being included. They focused

on client-side techniques in which each user’s browser

contacts Web services directly because this approach lends

itself to the creation of HTML widgets. The widgets allow

the integration and customization of Web services without

requiring programming.

They also described in detail the functionality and use of

several widget libraries and Web services we built. Although

the specific requirements for 13each system differ because

of their respective nature, all systems are designed to be

deployable with minimum effort and resource requirements.

This low entry cost, combined with the provision of a high-

level, non-programming interface, constitute two vital

precondition for the broad adoption of techniques in

libraries, which in turn has the potential to vastly

increase the reach and visibility of their electronic

resources in the wider community.

Local


According to Lou (1986), a survey on the computer

application in 223 libraries in Metro Manila. The study

revealed that they prioritize the three library functions to

be computerized as cataloging, indexing, and circulation.

However, the plans for automation for the libraries cannot

be implemented due to financial incapability of the

libraries, and the lack of funds from the government.

Despite of this drawback, the libraries are not turning

their backs unto the automation of their libraries.

According to Agena (2008) made a study about the

collection usage of the students of the Jose Rizal

University in a period of three years using the quantitative

and qualitative approach. The goal of the study is to assess

the usefulness of the faculty of students to their library

and it been revealed that it is generally important for them

to go to the library for their academic needs.

Chapter 3

RESEARCH METHODOLOGY

This chapter presents the different methods used in

conducting the study. Stated in this study are the different

research designs, tools or instruments that were suited to

the study.

Project Development

The Systems Development Life Cycle (SDLC) is a

conceptual model used in project management that describes

the stages involved in an information system development


project from an initial feasibility study through

maintenance of the completed application. Various SDLC

methodologies have been developed to guide the processes

involved including the waterfall model (the original SDLC

method), rapid application development (RAD), joint

application development (JAD), the fountain model and the

spiral model. Mostly, several models are combined into some

sort of hybrid methodology. Documentation is crucial

regardless of the type of model chosen or devised for any

application, and is usually done in parallel with the

development process. Some methods work better for specific

types of projects, but in the final analysis, the most

important factor for the success of a project may be how

closely particular plan was followed.

Figure 2


Waterfall Model

Requirement Analysis and Project Planning

In this first stage of waterfall model diagram, there

is a meeting with the client/customer, to understand the

requirements. The first stage, this is said to be the most

crucial stage, as any miscommunication and misinterpretation

at this stage may give rise to the software, that is been

developed.

System Design

The requirements that are gathered in the previous

phase are broken down into logical units, so that the

software becomes easy for implementation. This is the stage,

when the software requirements along with the hardware

requirements for every unit are identified. Then the designs

are made accordingly. To sum it up, this is the phase, where

the fundamental work for actual programming and

implementation is done.

System Implementation

In this phase the actual development of the software

takes place. This phase is also known as coding and

verification phase. Based on the algorithms written in the

previous phase, software program is written. For every

module, software code is written and tested, to check if the

correct output is received.

System Integration and Testing

Now all the modules are integrated, after which the

software is tested for correct output. All the bugs that are


http://www.buzzle.com/articles/waterfall-model-diagram.html

made, due to integration are removed. Then software is

carried out again.

System Deployment and Maintenance

This makes for the final phase of the waterfall model,

where the software is deployed at the clients side, after it

has undergone thorough testing. After the deployment of the

software, routine maintenance work is carried out. Once the

software has been deployed, in case the customer asks for

any changes or enhancements, then the entire process is

restarted.


Figure 3

Use Case Diagram of the Proposed System

The figure above shows the Use Case Diagram of the

proposed system where in the librarian manages almost all

transaction done in the library, the borrower can only

access limited transaction in the library, he/she can only

make for request of book issue, search book, return book,

and view book report

Chapter 4

Presentation, Analysis and Interpretation of Results

This chapter covers the old and the proposed system

description including the analysis and the designs of the

system. This also discusses all the summaries of inputs,

outputs and controls. It also shows the proposed inputs,

outputs screen and query report screens.

Existing System


Figure 4Flowchart of the Existing System

The flow of the present system of Saint Tonis College

Inc. Library starts with the Borrower, wherein, the borrower

will fill up the log book then choose what transaction to

do. When the borrower intends to borrow book, first the

borrower must find the book in the book shelves, if the book

is available, the borrower must present the book to the

librarian and fill up the borrowers form after which get the

book. When the book is not available just reserve the book

when borrowers return it.

And if the borrower wants to return a book, present the

book to the librarian, the librarian will now check the book

if it is overdue or not, when it’s overdue the borrower pay


the fines then return the book and the librarian update the

borrowers form. And if it is not overdue just return the

book and librarian updates the borrower form.

Figure 5


Context Diagram of the Old System

The figure above shows the flow of transaction in the

current STCI library management system. An entity such as

Borrower and Librarian were noted. The borrower will search

book in the library he/she wants to borrow. Then present it

to the librarian and fill up the borrowers form. Then the

librarian issue the book. The borrower will get the issued

book. Upon returning the book borrowed, the borrower present

the book to the librarian for checking if it is overdue or

not. The librarian now will ask for the payment of fine if

it is overdue. Then update the borrowers form. In updating

the book details the librarian do it manually which takes a

long process of time.

Input Item Information

FoundSource Purpose

Requirement Needed

Identification Card(ID)

Borrower In order to enter the library, borrow and return book

Book Details Book Title, Author, ISBN, Copies, Publication, Category

Vendors To provide information about the book

Borrower’s Card Name of Borrower, Title of the Book, Author, ISBN, Book

Librarian Use to monitor the borrower of the books.


Number

Table 1

Summary of Inputs of the Existing System

The table above shows the summary of inputs of the

existing system. The first input item is the requirement

needed which is the borrower’s ID it use to enter the

library and make transaction. The second input item is the

books details which the librarian write down the books

details and provide the information of the books. The third

inputs is the Borrower’s card for the borrower to fill up,

it includes Borrower’s Name, Borrower’s ID Number, Title of

the Book and the Author of the Book

Output Item Description Destination

List of books in the library

Official list of books that have been stored in the library.

Librarian

Borrowed Book The book that the borrower had already borrowed

Borrower

Returned Book The book that the borrower has returned

Librarian

Table 2


Summary of Output of the Existing System

The table above shows the summary output of the

existing system. The first output items is the List of Books

in the Library, the book that has been borrowed and the

returned book.

Proposed System


Figure 5

Flow Chart of the Proposed System

This flowchart shows the flow of the proposed system,

it starts with the splash screen followed by the Login form,

once the user successfully login then the system will

display the Main Menu. After which the user chooses

transactions namely Update Books Details, in here the user


can add, edit and delete books info; Update Borrowers

Details, in here the user can add, edit and delete Borrowers

info; last the issue book, the user can choose two options

he can issue book or return book. In the issue book the user

just type the ID number of the Borrower then the Book ID of

the book that the borrower choose, then update the record.

When someone returns a books, the user will type again the

ID number of the student and all the information he/she

needed will be displayed. When the book is overdue the user

collect the amount that the system will display.


Figure 6

Context Diagram of the Proposed System

The figure above shows the flow of the proposed system

when the borrower make request for issue of book and the

librarian’s book transaction. The Librarian and Borrower

entity is noted. First the librarian will login to the

system and update borrowers detail, update book details, the

borrower will make a request for a book issue where he/she

must search the book first, then after which the student

return the book. The librarian will now display the fines if

there is.


Figure 7

Data Flow Diagram of the Proposed System


The figure above shows the dataflow diagram of the

proposed system. It starts in the Login Details to the 1.0

then sends information in the database, after that the

system now will confirm the login. Next is the librarian

input the borrower’s details in process 2.0 which will be

save in the database, then librarian will view or print the

reports of students. Process 3.0 will be the management of

books where in the librarian do the necessary things in the

book details and get the output reports. Next is the

librarian get the borrower’s detail and the book details in

process 4.0 which is issue book, the borrower now will

receives the book and the book status will be updated in the

database. The librarian will now get the borrower details

and book details when the book is return in process 5.0 the

status of the book will be updated. The last process is 6.0

this is when borrower pay amount of overdue book.


Figure 8

Entity Relationship Diagram of the Proposed System

The figure above explains the flow of the Entity

Relationship Diagram of Saint Tonis College Library

Management System. There are four (4) entities; the Borrower

(BID, Name, Gender, Address, BDate), the Library, the

Librarian (LID, Name, Gender, Username, Password, Gender)

and the Books (BKID, Title, Author, ISBN, Publisher, No. of


Copies). The primary key for: the Borrower is BID, for the

Librarian is LID and for the Books id BKID. The relationship

between the Librarian and Library is many to one. One

Librarian can manage only one library. The relationship

between Library and books is one-to-many. One Library has

different types of books. And the relationship between

Borrower and Books is one-to-many. One borrower can borrow 2

or more books in the library.

Input Item Information Found Source Purpose

Username and Password

Librarian Id and Name

Librarian In order to login in the System

Requirement Needed

Borrowers ID Borrower In order to enter the library and make transactions

Book Details

Title, Author, ISBN, Publisher, Copyright Date, Number of Copies

Vendor To provide information about the book

Borrower’s Details

ID No., Name, Address, Age, Gender, Course

Borrower To provide information about the borrower

Table 3

Summary Inputs of the Proposed System

The table above shows the summary of inputs in the

proposed system, the first inputs is the librarian username

and password in order for him/her to login in the system.

The second inputs will be the requirement needed which is

the ID number of borrower, it is use to make transaction in


the library. The third inputs is the Book Details, it’s

provide information about the book the last inputs is the

borrower’s details which is use to provide information about

the borrower.

Output Item Description Destination

List of Books The list of Books stored in the Database

Librarian, Borrower

Borrower’s List The list of borrowers stored in the Database

Librarian

Borrowed Book List The list of borrowed book in the library

Librarian

Reports The Generated Report about the transaction in the Library

Librarian/Admin

Table 4

Summary Outputs of the Proposed System

The table above shows the summary of outputs in the

proposed system. The first output is List of Books;

borrower’s list; borrowed book list; and reports.


Control Item Purposed Sub Process

Add, Edit and Delete Book’s Details and Borrower’s Details

To add, edit and delete books information and borrowers information

To save the information of the Books and Borrower’s Details

Updates Issue and Return Form

To update the issue and return forms

To know if the book is available and to know if the book return is overdue

Print Report To print the reports of book list and borrowers list

To produce a copy of the report

Table 5

Summary of Controls of the Proposed System

The table above is the summary of controls of the

proposed system. The control items are add, edit and delete

the book details and borrower’s details. The purposed of the

control item is to updates the information of the books and

borrower. Next control item is the update issue book and

return book form, the purpose of these control is the update

the issue and return books and the last control item is

print report the purposed of these is to print the borrowers

list and book list.


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