MIS Project Report,Group a , Part2

8/16/2019 MIS Project Report,Group a , Part2

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CHAPTER 1

INTRODUCTION

1.1 BACKGROUND AND SIGNIFICANCE

Information systems and organizations influence one another. Information systems are built

by managers to serve the interests of the business firm. At the same time, the organization

must be aware of and open to the influences of information systems to benefit from new

technologies. The interaction between information technology and organizations is

complex and is influenced by many mediating factors, including the organization’s

structure, business processes, surrounding environment, management decisions, etc.

(audon ! audon, "#$%, p. &%'

In the context of a niversity an effective, digitally)enabled library system e*uipped with

modern Information Technology is obligatory. Thus our report contemplates the ibrary

+anagement ystem (+I' as utility for processing ,accessing and retrieving information

to support library activities and decision)ma-ing process. It contents that without an

organized approach to the +anagement of Information, in the context of information

exploitation scenario, organizations would suffer from information accessibility and

retrieval while the clientele may actually find it e*ually hard to access and ma-e decisions

based on the right pac-aged information. The library +I is thus considered a utility in the

management of -nowledge for access and exploitation. It is therefore argued that the

library +I would provide the means and method to manage multimedia)computer based

Information ystems to help gain useful, complete and timely information through its

obective of satisfying scholarly, academic and administrative information needs of theniversity.

/ur proect entitled 0Library Managemen Sy!em1 addresses aforementioned issues and

focuses on the effective and efficient management of a ibrary ystem with the application

of Information ystems. This report gives an overview of the concepts as bac-ground to

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the more detailed explanation and the technical information on the management of a

university library. +oreover this report discusses how Information Technology can be used

to handle the daily activities of a ibrary system in technically friendly and economically

efficient way.

1." OB#ECTI$ES AND SCOPE

Information system plays vital role in helping organizations -eep up with the dynamism of

the environment. The purpose (obectives' of our proect is to provide suitable Information

ystem trategy for a library. The obectives of our report are listed below2

i. 3eview of the niversity ibrary ystems using manual and +anagement

Information ystem

ii. 4iscuss how +I can be used to facilitate *uic- and efficient information

generation processing and useiii. Analyze the impact of +I on library practice services

iv. 4iscuss how digitally enabled ibrary ystem improves business value chain of the

niversityv. +a-e appropriate recommendation to the niversity for adopting suitable ibrary

system using Information Technology.

1.% PRO#ECT FEATURES AND SUMMAR&

/ur proect 0 Library Managemen Sy!em1 provides insight into how traditional

library system can be digitally modified. The features or theme or agenda of our proect

can be summarized as follows2

i. 5urrent library system, its analysis and drawbac-s

ii. 6roposed new system, its feasibility, benefits, implications and scopeiii. Information ystem and Information Technology re*uired for new proposed system

iv. ocio)technical transitions introduced by new system

v. 3ecommendations for continuous improvement of the new system

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CHAPTER "

LITERATURE RE$IE'

".1 'HAT IS A LIBRAR&(

A library is a collection of sources of information and similar resources, made accessible to a

defined community for reference or borrowing. It provides physical or digital access to

material, and may be a physical building or room, or a virtual space, or both. A library7s

collection can include boo-s, periodicals, newspapers, manuscripts, films, maps, prints,

documents, microform, 54s, cassettes, videotapes, 484s, 9lu)ray 4iscs, e)boo-s, audioboo-s,

databases, and other formats. ibraries range in size from a few shelves of boo-s to severalmillion items.

ibraries can be categorized into different types and classes based on their contents, usage and

purpose. A library can be Academic ibrary, :ational ibrary, 3esearch ibrary, 6ublic

ibrary, 3eference ibrary and so on.

ibrary provides individuals as well as organizations re*uired information and materials for

their purpose. In addition to providing materials, libraries also provide the services of

librarians who are experts at finding and organizing information and at interpreting information

needs. ibraries often provide *uiet areas for studying, and they also often offer common areas

to facilitate group study and collaboration. ibraries often provide public facilities for access to

their electronic resources and the Internet. +odern libraries are increasingly being redefined as

places to get unrestricted access to information in many formats and from many sources. They

are extending services beyond the physical walls of a building, by providing material accessible

by electronic means, and by providing the assistance of librarians in navigating and analyzing

very large amounts of information with a variety of digital tools.

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https://en.wikipedia.org/wiki/Bookhttps://en.wikipedia.org/wiki/Periodicalhttps://en.wikipedia.org/wiki/Newspaperhttps://en.wikipedia.org/wiki/Newspaperhttps://en.wikipedia.org/wiki/Manuscripthttps://en.wikipedia.org/wiki/Filmhttps://en.wikipedia.org/wiki/Map_collectionhttps://en.wikipedia.org/wiki/Print_roomhttps://en.wikipedia.org/wiki/Documenthttps://en.wikipedia.org/wiki/Microformhttps://en.wikipedia.org/wiki/Compact_dischttps://en.wikipedia.org/wiki/Compact_cassettehttps://en.wikipedia.org/wiki/Videotapehttps://en.wikipedia.org/wiki/DVDhttps://en.wikipedia.org/wiki/Blu-ray_Dischttps://en.wikipedia.org/wiki/Blu-ray_Dischttps://en.wikipedia.org/wiki/E-bookhttps://en.wikipedia.org/wiki/Audiobookhttps://en.wikipedia.org/wiki/Databasehttps://en.wikipedia.org/wiki/Librarianhttps://en.wikipedia.org/wiki/Librarianhttps://en.wikipedia.org/wiki/Internethttps://en.wikipedia.org/wiki/Internethttps://en.wikipedia.org/wiki/Informationhttps://en.wikipedia.org/wiki/Periodicalhttps://en.wikipedia.org/wiki/Newspaperhttps://en.wikipedia.org/wiki/Manuscripthttps://en.wikipedia.org/wiki/Filmhttps://en.wikipedia.org/wiki/Map_collectionhttps://en.wikipedia.org/wiki/Print_roomhttps://en.wikipedia.org/wiki/Documenthttps://en.wikipedia.org/wiki/Microformhttps://en.wikipedia.org/wiki/Compact_dischttps://en.wikipedia.org/wiki/Compact_cassettehttps://en.wikipedia.org/wiki/Videotapehttps://en.wikipedia.org/wiki/DVDhttps://en.wikipedia.org/wiki/Blu-ray_Dischttps://en.wikipedia.org/wiki/E-bookhttps://en.wikipedia.org/wiki/Audiobookhttps://en.wikipedia.org/wiki/Databasehttps://en.wikipedia.org/wiki/Librarianhttps://en.wikipedia.org/wiki/Internethttps://en.wikipedia.org/wiki/Informationhttps://en.wikipedia.org/wiki/Book


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"." 'ORK STUD&

/ur proect is based on the ibrary system of an Academic ibrary. ;or the convenience of our

research and proect we have selected ibrary of +ahendra +orang Aadarsh +ultiple 5ampus

(++A+5'. ++A+5 is a public campus offering wide range of academic courses. ++A+5is an constituent member of Tribhuvan niversity (T'. ++A+5 offers courses for 9achelor

as well as +asters level. The maor courses of ++A+5 includes 9achelors in cience,


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CHAPTER %

ANAL&SIS OF E)ISTING S&STEM

%.1 INTRODUCTION TO E)ISTING S&STEM

The library of ++A+ 5ampus, 9iratnagar is traditional in approach. Almost all activities of

library are handled manually. 5urrently there is no any use of Information Technology. There

are permanent employees employed by Tribhuvan niversity to handle the activities of the

library.

The library consists of hard)cover boo-s only. The boo-s are -ept in boo- rac-s. ;or efficient

way of searching and finding the particular boo-, all the boo-s are indexed using traditional

method of indexing. There is no facility of e)boo-s and internet. /nly boo-s with physical

existence can be obtained from the library.

The library system is based on membership. A student has to be the member of the library in

order to withdraw any boo-. ;or membership process one needs to deposit 3s. ?### as deposit

along with tudent I4, " passport size photos along with extra 3s."##. After this process each

member is given a library card which must be produced at the time of withdrawl of a boo-.

%.1.1 INDE)ING METHOD

The boo-s are -ept in boo- rac-s according to indexing basis. The indexing of boo- is done

traditionally. ;irst of all the boo-s belonging to particular course are distinguished. Then,

indexing is done alphabetically based on different attributes such as name of the boo-, name of

the author, name of the publisher, etc. The whole process is done manually and it is extremely

time consuming, monotonous and uneconomical.

For example: A book Foundations of Human Resource Management by Bhawani Shanker

Acharya is indexed as follows:

COURSE – A!A"EE!#

BOO$ – FU!%AE!#A&S OF 'UA! RESOURCE A!A"EE!#

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AU#'OR – B'A(A!) S'A!$ER AC'AR*A

According to this indexing method the boo- is -ept in the boo- rac- in management section

under alphabet @;’.

%.1." BOOK RETRIE$AL PROCESS

The process of boo- retrieval and *uery is done manually. henever a student has to withdraw

a boo- heBshe must write the :ame of the 5ourse, :ame of the 9oo- and :ame of the author in

a slip and submit it to the receptionist at the reception and en*uiry des- of the library along

with the library card. Then heBshe is given a certain time window. This delay is due to the

manual and complicated process of storage and retrieval of boo-. Thus, a student cannot

withdraw any boo- instantaneously at any time of the day.

%." FLA'S IN THE CURRENT S&STEM

The current system is manual, complicated and is extremely uneconomical. The existing system

has more cons than pros. The system has maor flaws and problems which are listed below2

i. oss of files

The current system is handled manually. o, file is always lost because of human

environment. ometimes due to some human error there may be a loss of records.

ii. 4amage of ;ilesnder current system there is always ris- of damage of files due to some accident

li-e spilling of water by some member on file accidentally. 9esides some natural

disaster li-e floods or fires may also damage the files.

iii. 4ifficult to search record

hen there is manual process of indexing and storing of boo-s there is always a

difficulty in searching of boo-s if they are large in number.

iv. pace consumingAfter the number of records become large the space for physical storage of file and

records also increases if no computerized system is implemented.

v. 5ost consuming

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The current system is manual and uneconomic which increases the extra expenses

of the university.

CHAPTER *

ANAL&SIS OF PROPOSED S&STEM

*.1 INTRODUCTION TO PROPOSED S&STEM

To overcome the flaws and problems of the existing system a new digitally enabled system

sophisticated with Information ystem and information technology can be adopted. The best

solution for effective and efficient handling of digital library system is an Inegrae+ Library

Sy!em (ILS', also -nown as a Library Managemen Sy!em (LMS'. It is an enterprise

resource planning system for a library, used to trac- items owned, orders made, bills paid, and

patrons who have borrowed.

An I usually comprises a relational database, software to interact with that database, and two

graphical user interfaces (one for patrons, one for staff'. +ost Ies separate software

functions into discrete programs called modules, each of them integrated with a unified

interface. These modules include2

$. ac*uisitions (ordering, receiving, and invoicing materials'". cataloging (classifying and indexing materials'

%. circulation (lending materials to patrons and receiving them bac-'

>. serials (trac-ing magazine and newspaper holdings'

?. the /6A5 (public interface for users'


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After computerized system is implemented less human force will be re*uired to

maintain the library thus reducing the overall cost.

iii. ave time

ibrarian is able to search record by using few clic-s of mouse and few search

-eywords thus saving his valuable time.

iv. /ption of online :otice board

ibrarian will be able to provide a detailed description of wor-shops going in the

college as well as in nearby colleges

v. ecture :otes

Teacher have a facility to upload lectures notes in a pdf file.

*." S&STEM O$ER$IE'

The new proposed system is based on enterprise application architecture. The system is

interconnected with other departments of the niversity such as administration, 3esearch and

4evelopment, practical labs, Accounting ection, etc.

The system used in the library is 5lient)erver 5omputing ystem. A centralized dedicated

server is used to store the data and the metadata. The resources can be shared from the

centralized server by providing the users with smart terminals having certain degree of processing power but restricted with security system.

&

Fi+,re - En.erprise Sys.em Archi.ec.,re


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*.".1 LIBRAR& MANAGEMENT S&STEM

The above mentioned library system can be implemented by using Library Managemen

Sy!em. ibrary +anagement ystem is an application which is used to manage the activities

of generally small or medium size ibraries. It is used by librarian to manage the library using a

computerized system where heBshe can record various transactions li-e issue of boo-s, return of

boo-s, addition of new boo-s, addition of new students etc.

9oo-s and student maintenance modules are also included in this system which would -eep

trac- of the students using the library and also a detailed description about the boo-s a library

contains. ith this computerized system there will be no loss of boo- record or member record

which generally happens when a non)computerized system is used.

In addition, report module is also included in ibrary +anagement ystem. If user’s position is

admin, the user is able to generate different -inds of reports li-e lists of students registered, list

of boo-s, issue and return reports.

All these modules are able to help librarian to manage the library with more convenience and in

a more efficient way as compared to library systems which are not computerized.

*."." S&STEM DESIGN AND SPECIFICATION

The system design shows how the system will achieve the desired obectives of the system. The

design specifications are created for each component of the system which acts as the overall

plan or model for the system. The system design shows how the system actually wor-s and the

different components of the system functions as a single unit. The system design shows how

data are actually stored, manipulated, accessed and distributed.

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Fi+,re / O0er0iew of .he Sys.em


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Issue-date

Return

Return-date

ENTIT& RELATIONSHIP DIAGRAM

$#

Fi+,re 1 En.i.y Rela.ionship %ia+ram


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Update

Command

IssueBOOKS

7

Issue

8

Display status

Update

Co

Return

Issue

Handle details

Command data

mmand data

11

Modiy!insertMaintain Student

Student data

S"UD#$"

1

Reser%ation

R#&OR"S

1'

Display statusStore details

1( Boo) searc*

Reser%ation

DisplayCommand

Command data

+

Return

,IBRR. S"//

DATA FLO' DIAGRAM

Fi+,re 2 %a.a Flow %ia+ram of .he sys.em

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/I$# S.S"#M

R#&OR"SDisplay

BOOKSStudent recei%es

Display ino

S.S"#M DIS&,.

#0ecutes

,IBRR. S"//

Return oo)

Issue oo)

ut*entication

dd!delete ino

Maintain reader ino

,irary mana2ement systemSearc* oo)

S"UD#$"

Reser%e oo)

CONTE)T LE$EL DIAGRAM

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Fi+,re 3 Con.ex. &e0el %ia+ram


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,IBRR. M$3#M#$" S.S"#M

BOOKSS"//

O"H#R

$#4S &R

R#/#R#$C#

BOOK

5U#S"IO$ &RS

"#6"

BOOK

,IBRRI$

M3I$#

$O#,

R#D#R

S"UD#$" O"H#R "#CH#RO"H#

S&STEM STRUCTURE CHART

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Fi+,re 4 Sys.em S.r,c.,re Char.


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*.".% S&STEM RE,UIREMENTS

To give the physical form of the above described system design various software and hardware

are re*uired. In other words, the Information Technology infrastructure re*uired for the system

is given below2

$. 5omputer server for storing the centralized data, metadata and resources.

". 4ata base (+ Access or /racle or +y F'%. /perating system for the computers (indows, other'

>. Internet

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facility available e)boo-s can be downloaded from various websites such as Amazon.com,

9oo-boon.com, -indle65, etc. Teachers can upload lecture notes and students can read and

download them. Also, Gindle App. 5an be installed in the computers of the library so that the

students can read boo-s in the library from online

/n the other hand a digitized library is not limited by space. An e)library has the following

advantages2

i. The user of a digital library need not to go to the library physicallyH users can gain

access to the same information from anywhere

ii. A maor advantage of digital libraries is that people can gain access ">BD to the

information.iii. The same resources can be used simultaneously by a number of institutions and

patrons.

iv. The user is able to use any search term (word, phrase, title, name, subect' to search

the entire collection. 4igital libraries can provide very user)friendly interfaces,

giving clic- able access to its resources.v. hereas traditional libraries are limited by storage space, digital libraries have the

potential to store much more information, simply because digital information

re*uires very little physical space to contain them and media storage technologies

are more affordable than ever before.

vi. 5ertain characteristics of obects, primarily the *uality of images, may be

improved. 4igitization can enhance legibility and remove visible flaws such as

stains and discoloration.

*.* HO' THE S&STEM 'ORKS

The system can be connected with other systems of the niversity for better 5o)ordination and

sharing of the information. The system is based on 4atabase +anagement ystem. The details

about the boo-s are stored in the centralized server by the help of barcode readers and the

system also -eeps trac- of the position of boo-s and their location.

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The members of the library is given with a library card along with sername and 6assword for

online activities. Any student can read the boo- online and place the order for withdrawal.

+oreover, students can be provided access to the centralized data so that they can find their

re*uired boo-s themselves. henever a student withdraws a boo- the system -eeps record of

the students profile and thus updates the system about who has withdrawn what boo-. This

enables the system to -eep trac- of the boo-s.

The order for the new boo-s can be made from the reports generated by the 49+ based on

the order for the boo-s by the students. The internet connection enables user to read and

download e)boo-s and students can submit their notes, reports, information, etc.

To control the overall activities of the library the system allows a security mechanism. The

students can only be granted the privilege of *uery while administrator controls the overall

activities of the system.

The integration of the system with other systems of the niversity adds value to the system.

;or example it can be integrated with the Accounting 4epartment. This enables to find the

students who have deposited their library fess and who have not. Thus, if a student fails to

deposit fine or fees it is automatically updated in the library system and his user account is

deactivated. imilarly, it can be integrated with 3esearch and 4evelopment 4epartment so that

the researchers can have direct access to the resources re*uired for their information.

CHAPTER 0

S&STEM IMPLEMENTATION

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0.1 FEASIBILIT& ANAL&SIS

After the design and analysis of the system it obligatory that it must pass the feasibility test.

;easibility test ensures that the system can be implemented in terms of costs, time, technology

available, legal provisions, etc.0.1.1 TECHNICAL FEASIBILIT&

The system re*uires many technological re*uirements such as computers, servers, internet,

barcode readers, etc. All these technology can be easily available in the :epalese mar-et. Thus,

the system is within reach from technical point of view.

0.1." ECONOMICAL FEASIBILIT&

The system must be economical and within the budget of the university and besides it must add

value to the university. The overall cost of the system can be summarized asCm2er Ser3er / P4er E+ge R516 !er3er7 NRs.292, 952.58

C8ien Cm2er! 9 M%66: NCm2ing ;%/in/1 T!.?: @0.

Bar-+e Rea+er! / Laer Bar-+e S-anner 'ire8e!! Sym-+e7 R! 1%:166

Inerne 9 'r8+Lin> ;Ann2a8 a->age?

• 6rice 2 R!. 1"666

• Installation 5harge 2 Free• Turbo peed 2 0 Mb! 66GB nlimited peed2 "0 Kb!

• Total 6ac-age 6rice 2 R!. 1"666

A+mini!rain 9 Deen+! n 3ari2! =a-r = DBA r IT e-


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0." E)ISTING $S PROPOSED S&STEM

The existing and proposed system can be analyzed simultaneously and can be compared on

many different aspects.

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teacher’s login where teachers can add lectures notes and also give necessary suggestion to

library and also add info about wor-shops or events happening in the campus or nearby college

in the online notice board.

There is a future scope of this facility that many more features such as online lectures video

tutorials can be added by teachers as well as online assignments submission facility, a feature

of group chat where students can discuss various issues can be added to this proect thus

ma-ing it more interactive, more user friendly and proect which fulfills each users need in the

best way possible.

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Documents

MIS Project Report,Group a , Part2