CHAPTER I

INTRODUCTION

System Development is a conceptual model used in Project management

that describes the stages in information system development project, from an

initial feasibility study through maintenance of the complete application there are

several types of Software Development Life Cycle (SDLC) methodologies.

In developing a system the concepts of system developed must be

followed, in order for the development to be organized.

The development starts in analyzing the current system used in the

company. The proponents must understand first the flow and how the current

system works, they also must recognize the problems occurring in the current

system.

Next step is designing the new system that will replace and eliminate the

problem occurring in their current system. In designing a system the proponents

and use different design tools like Input Process Output (IPO), Hierarchical Input

Process Output (HIPO), flowchart and data flow diagram (DFD).

After designing phase is finished, coding phase starts. Using different

programming languages like JAVA, Visual Basic.NET to be used as a front end.

And SQL, MySQL, Oracle as the backend. The proponents will start to create the

structure of the system. They will start to generate programs and database

needed in the system.

After all the modules are completed testing phase is conducted to identify

errors and problems in the new system. Before implementation the new system

must be tested in terms of its performing and robustness. It can be tested

unitarily or as a whole or it can be tested module by module, testing the

subsystem for errors and issues regarding to its performance and robustness.

Then the implementation starts the software will be delivered into the

company and will be installed into the company’s environment. The

implementation phase it’s not just a matter of delivering and installing the system

the proponents must also conduct a series of seminars orientation and

workshops for the users and administrators for them to understand and learn

how the new system works and how to use it.

In the maintenance the proponents must allow the system for future

improvement. They must consider that technology is ever changing and the

system must adapt to this change.

And the last phase of system development life cycle is the evaluation

phase the proponents will solicit feedbacks to the users. Like how the new

system performed, How about its accuracy in performing processes, its capability

did it answer the needs of the company how efficient it is and the integrity of the

system in generating information.

A library is a collection of information, sources and services, organized for

and services are used by people who choose not to-or cannot afford to purchase

an extensive collection themselves.

Computer Technology is a perfect example that offered a great impact in

the society. The effectiveness of the technology had been greatly recognized and

has been utilized by different industries. One of which is the educational

institutions. The technology help students and faculties to perform much better in

the task they do.

One possible function of this technology is the library system where

students and faculties gather information. Automation of the library system by the

use of computer technology will greatly improve the performance of the people

using the system.

Since the library is no different from any firm and institution, considering

the use of computer technology to perform a given task will be efficient.

Librarians have the responsibility not only to know about the ways in which

libraries will be managed using techniques of automation, but also to be aware of

the changes that automation can bring to the library services in the near future.

The traditional concept of a library is radically changing together with the

rapid advancement of technology. From a place to access paper record or books

to the most advance information resources including the internet, digital libraries,

and remote access to a wide range of information sources. Librarians often

called information professionals, combine traditional duties with task involving

quickly changing technology.

Librarians have the responsibility not only to know about the ways in

which libraries will be managed using techniques of automation, but also to be

aware of the changes that automation can bring to the library services in the near

future.

Library System is a necessity for the students and faculties. It manages

the operation in the library including the logging-in, Borrowing and Returning,

Book Search and Book Inventory. These are some reasons why Library System

is important for their everyday task in school.

The proponents found out that Shepherd Angels Christian School needs

to have an Automated System for the benefit of students and faculty. The

Automated Library System utilizing Barcode Technology is a system

development program to replace the manual transactions on the said institution.

The proponents’ aims to offer solution to the problems encountered

regarding library procedures and management, and to provide user-friendly

system for their ease and comfort. The system responds to the needs of the

library staff, students, and faculties. It will improve the quality, speed, accuracy

and efficiency of services. Users will spend less time in searching for information

and be able to check out more books quickly.

Converting a manual library system to a Computerized Library system

has many advantages such as the accuracy is increased, the data entry can be

done in a very high speed, more appropriate information, and less labor cost and

better services can be offered to users.

The proposed system will implement barcode technology and the process

will be done using Local Area Network (LAN) – based computer and printer. This

will greatly decrease the time needed to transfer data.

LAN is a collection of interconnected computer that can share data,

applications, and resources, such as printers. It is only limited within a single

geographical location. LAN uses cable as a primary transmission medium. A LAN

enables the fast and effective transfer of information within a group of users and

reduces operational cost. It is easy to share devices and data with other

computers and setup cost is low.

With the use of barcode reader, there is no need of counting one by one

the books in the library. Each book will be provided a unique barcode to be used

by the software to access the database that contains information such as Book

number, Book title, Author, and Category.

Barcode technology plays an important role in automating the functions of

the library, especially in borrowing and returning books. It also help the librarian

to monitor the books within the library. It will greatly increase the accuracy and

effectiveness of the operations performed.

Barcode technology provides a simple and inexpensive method of

encoding text information that is easily read by inexpensive electronic readers.

Bar coding also allows data to be collected rapidly and with extreme accuracy. A

bar code consists of a series parallel, adjacent bars and spaces. Predefined bar

and space patterns or symbologies are used to encode small strings of character

data into a printed symbol.

Bar codes can be thought of as a printed type of the Morse code with

narrow bars (and spaces) representing dots, and wide bars representing dashes.

A bar code reader decodes a bar code by scanning a light source across the bar

code and measuring the intensity of light reflected back by the white spaces. The

pattern of reflected light is detected with a photodiode which produces an

electronic signal that exactly matches the printed bar code pattern. This signal is

then decoded back to the original data by inexpensive electronic circuits.  

Combination of barcode technology with computer and application

software improves the accuracy of the information, speeds up the performance,

and increases the productivity. Using Barcode technology in the library will

prevent errors, ensures total integrity of collected data, and avoids piling up of

entry work for the counter staff and transactions are made easy.

Background of the Study

In August 30, 2001, was the recognition of Shepherd Angels Christian

School (SACS) by the Department of Education (DepEd), built at Lot 4, Block 18,

NHA Avenue, de La Paz Antipolo City. The school is a corporation owned by

Diosdado A. Rubang,who attained first year on Political Science in college. In the

year of 2005, the Elementary level of SACS was recognized by DepEd. And then

in the year 2007, The High School was also recognized. They started with three

(3) tutors only with one classroom which is the canteen now and one teacher

named Mrs. Nonila A. Rubang, who is now the board secretary and registrar. On

the following year, nine (9) pupils. On their second year they extend the building

which is the first floor and they have the elementary level but it was grade 1 up to

grade 3 only with thirty seven (37) pupils. Year 2002-2005 the number of pupils

increased to One Hundred Ninety Six (196) pupils. That’s why they extend the

number of building and rooms. They have their third floor and 9 rooms when they

have One Hundred Ninety Six (196) pupils.

When the fourth floor was done, they accept high school enrollees up to

3rd year only, at the school year of 2006-2007 having an approximate two

hundred ninety seven (297) pupils and students from nursery up to third year

high school. Of course as the number of students increase, they need to hire

more teachers to accomplish the need of the students. They start with only one

teacher, and then it became four (4) and then became six (6) when students and

pupils number growth. They hired another two (2) more teachers when they had

a high school department

As of now, they have more than four hundred (400) numbers of pupils and

students including the NKP Department up to high school department with the

seventeen (17) teachers.

The school year 2007-2008 is so much blessed and thankful from them

simply because the Shepherd Angels Christian School was recognized by

Department of Education. They are also a member of Antipolo Christian School

Administrators Club Inc. (ACSAC), SACS is accessible to all transportation

facilities like tricycles, jeepneys and busses. N.H.A. avenue Antipolo, corner of

Sitio Brgy. Dela Paz, Antipolo City.

The school has no specific librarian. The persons involved in the library

are the teachers. To register in the library they need from students two (2) pcs

1x1 I.D picture, name, add, tel.no and signature to prepare Borrower’s library I.D.

and the information is recorded in the log book. They don’t use card catalogs

because elementary students can’t handle it properly.

In the process of borrowing books, they also use log book in signing up

the borrower’s name, time, name of the teacher that give the book and the title of

the book, when the borrowed books are returned, the teacher that is assigned in

library, observe the borrowed book if it is damaged or not and log it onto the log

book. Damaged books will be paid depending on the thickness of the book.

Only two books are allowed to be borrowed by the borrower within three

(3) days but there's no penalty incurred .If they did not return the said book on

time. All the books on the library can be borrowed except for the encyclopedias.

In terms of acquiring new books and other reading materials, they request

to the school administrator. They record book details into a computer manually

by using Microsoft Excel that serves as the inventory. The most common

problem that they encounter is when the borrower forgets the date of returning.

Because there is no penalty incurred, the borrowers are not afraid to not return

the book on time until the borrower forgets about it.

Mission and Vision

Mold him well

Infuse in him

Adequate Knowledge,

Right attitude,

Competitive skills

Desirable Traits, Strong and

Positive values

That they may

Face challenges with confidence

And dignity and live a fruitful

And meaningful life

Organizational Chart

Figure 1.1 Department Head

Figure 1.2High School Department

Figure 1.3 Elementary Department

Figure 1.4

Preparatory Department

Statement of the Problem

Shepherd Angels School uses manual procedure for their library

transactions which includes the borrowing, returning, searching, inventory and

other book transactions. There are inadequacies and implications as observed by

the proponents, which needs to be enhanced and improved.

The following are the problems encountered by the end-users:

1. Searching of books and other library materials is done manually using the

traditional card catalogue, which is time consuming.

2. Security is not sufficient in the current system, therefore any users can

access all the recorded information in the log book.

3. Inventory of books in the current system is difficult because the books are

monitored based only on the information in the log book. And the librarian

couldn’t find out easily if a certain book is unavailable, returned, borrowed,

or lost.

4. In case of information loss there is no back-up plans, therefore the

recorded information has no chances to be recovered.

5. The information cannot be shared to other workstations. In order to do so,

they need to get the information manually which will consume time and will

slow down the process.

Objective of the Study

With all the problems presented above, the proponents came up with the

solution of improving the library procedures to make it more reliable, efficient and

user-friendly to all its users.

1. The existing system uses a card catalogue in searching of books,

therefore the proposed system will implement the search module

wherein the users will search the books according to its book title, book

code, author and category. By finding its classification, the transaction

takes faster compare to the manual system.

2. The proposed system will implement the security module wherein the

user/s and administrator will enter their unique username and

password and levels of restrictions before accessing the system. This

module will highly secure all the information recorded into the

database.

3. The system provides a Report module that displays summarized

information such as borrower’s personal information, book details, list

of newly acquired books, lost books, overdue books, book quantity

according to title. Makes it easy to monitor if a book is returned or lost

at the end of the school year. The system can also generate report

daily, weekly, and monthly.

4. The proposed system will implement the maintenance module where

all the recorded information will back-up into an external storage if in

case of information loss the records can be recovered.

5. In order for the users to share their information the proponents will

provide the LAN-based system by connecting the computers into the

database. These enable the users to easily retrieve their needed

information in on time.

Scope and Limitations

The study will deal about the flow of library system, such as borrowing and

returning. In gathering information and using it on a computer system, the

proponents have to know the scope and limitation of the study.

The Registration and Verification module, those users who completed to

fill up their personal information the system will verify the user’s account. Only

the librarian may encode newly acquired and lost books to the database. The

Registration option is also available at the log-in window.

Only respective users can view their account status such as books that

borrowed and the day of returning.

The user will enter a unique username and password which is a case

sensitive that consists of eight to twelve (8 to 12) characters long. The “forgot

password” will automatically appear to the window in case the user name or

password forgot by the user in three consecutive trials.

In borrowing the librarian checks the borrower’s information and the book

details including the date when the book was borrowed. This module also checks

the details of book such as book number, title, and author by scanning the

barcode of the book. . Borrowed books will be recorded to the system and will be

updated once the book is returned.

The librarian checks the borrower’s information also the book details and

the date of returning. The librarian will scan the books to be returned whether it is

returned on time or not.

A barcode generator will be used in reading the newly acquired books and

record the book barcode using Dewey Decimal Classification together with its

book number, title, author, and its category. The system will record all the

borrowed and returned books and save it into the database.

The inventory can only accessed by the administrator at the same time,

the system will generate the total number of available books as per specified title

from the library and also the system will also update the status of the book,

whether it is borrowed, returned, and available.

The system will summarize all the information of the borrower’s personal

information, book details, list of newly acquired books, lost books, overdued

books, book quantity according to title and audit trail report.

Reports can be generate daily, weekly, monthly, or at the end of the

school year.

The maintenance module will help the librarian to manage data and to

maintain its accurate and reliable information. This module the system will

provides backup plans such as database that can be copied into an external

storage or flash disk based.

The search module can only be used in searching a specific book

according to its book title, code, author and/or category. The system will

automatically arrange the books by its classification and it can display to the user

if the book is available or not.

The help module contains easy tutorials to younger borrower. This

Includes Definition of terms for users those are not computer literate.

The proponents will be using Visual Basic.Net 2010 as the front-end. The

structure of the Basic Programming language is very simple, particularly as to the

executable code. It is an object-oriented programming language that allows the

programmers to visually arrange components or controls on a form, specifying

attributes and actions of those components.

Microsoft Access 2010 will be the back-end of the system. Design

capabilities that do not require deep database knowledge and it is compatible

with the Visual Basic.Net 2010 and provide a large amount of data can be stored.

This application can be easily to use in recording the information, and a

user friendly compare to other applications such as SQL, and Oracle.

The proposed system has its limitations in terms of functionality. The

proponents may not suitable in any damage in the system when natural

calamities that may occur. The system can only be used for transactions inside

the library and will not cover any other external transactions such as enrolment

system.

The proposed system cannot be connected to other system such as

payroll system, grading system, and enrolment system. The system does not

have any concern to request and upgrade new version of the book.

The system does not include penalties for the students that are not

returning the said book on time. The registrar made decision of imposing

penalties.