Library System

Chapter 1
PROBLEM AND ITS SCOPE
INTRODUCTION

Rationale

Library is a place where people focus their attention in reading and making research which can help everyone gains knowledge. It is organized and maintained for the use of public body, institution, corporation, or private individual. The school library provides opportunities for the individuals with the focus on the intellectual content and information literacy to the learner. It contains books and other reference materials made available to the users for reading, studying and getting references.

The books and reference materials are arranged on shelves according to the classification system used for the convenience of the users. Placing similar materials in one location helps the users find multiple items on a given subject more efficiently than those some items scattered within the library.

The generation of computer age can be very useful in bridging the demand for library services and ability to provide these services. Deciding the most effective program for establishing an automated circulation system is a task that confronts librarian today.

There are major library problems experienced around the world. Aside from Philippines, India and other countries libraries suffer from lack of proper library facilities and facing the problem of poor services, and most importantly unorganized circulation system and process of retrieving data is not efficient. Local libraries also faced several problems these are lack of financial resources and high cost of computer accessories has reduced the trends in the adoption of automated library system in school libraries while such has limited access to a variety of information on stored data.

The thesis writers observed that the process of inquiring books and retrieving the borrowed and returned book were done manually in Santa Monica Institute. In this, the borrower spent more time in every process of circulating books in Santa Monica Institute. Thus, the thesis writers were interested to design and to develop the Automated Library Circulation System of Santa Monica Institute – Mabini library to improve its operation in order to provide effective services.

Literature Background

The evolution of technology has undoubtedly increased the variety of resources available in libraries today. It is especially fueling increased user demands and expectations for information resources and their timely delivery. The impact of the changing technology helps in designing library automation.

A.G. Nkhoma-Wamunza stated that “library automation is a process which involves linking computers electronically within and outside the institution, entering library resources in a database to create an Open Access Catalogue, which allows users to access and retrieve information in a timely manner.” It gained wide acceptance globally due to its many benefits potentials including improved performance efficiency and delivery of quality service in library. Library Circulation is one of those sections of the library that needs automation.

It comprises the activities around the lending of library books and other materials to users of a lending library. It provides lending services and facilities for return of loaned items. Renewal of materials and payment of fines are also handled at the circulation desk. Circulation staff may provide basic search and reference services, though more in-depth questions are usually referred to reference librarians.

Librarian is a person who works professionally in a library, and is usually trained in librarianship and experts of finding, organizing and interpreting information needed. They are the guardians of materials inside the library. The reference desk of the library is a public in service counter where professional librarians provide direction to the materials, advice on the collections and services, and expertise on the multiple kinds of information from multiple sources to the library users.
Library user is the borrower of the library materials which can be brought at home / classroom. It can be a student, teacher, patron and even outsider who are greatly benefited on the proposed system.

School administration is an important part of our education system. Administrators face a variety of issues on a daily basis. Take a look at strategies and techniques used to combat those issues.

The UP College of Science Library System located at Diliman, Quezon city is one of the existing library system that uses online library system. It has many capabilities it allows to view information about the library and its services. The system also provides information about new titles, library hours and has link that will allow user to contact the library through e-mail. UP College Science is similar to the proposed system because it allows searching of books and other library materials. The library system is implemented to provide user fast and quick access of information.

Automated Library System referred as a cost effective and space saving alternative to common document shelving technologies, addressing the need for space efficiency, secure and automated document and records handling. ALS is a design and software solution focused on the reliability and maintainability. The solution, developed by team of experienced industry professionals is supported by comprehensive services including on-site maintenance, spare parts, modernization, upgrades and expansions. HK has been installing system utilizing this technology for the past forty years. ALS have been installed at institutions throughout North America.

Automated Library System for Navotas City Library (2010).They have two computers in the library without automated library system. The Automated System for Navotas City Library is to facilitate the inventor, lending and returning of books in electronic, systematic and orderly manners. In addition, it aims to cope with the trends of technology today for the library and to the library and to have a system that will attract more users to the library, therefore, appreciation on the library can contribute it to the information needed by the students, workers, and researchers especially to the people of Navotas City.

Bodiongan (2000). The researcher found that the process of retrieving data and information are not efficient. So the borrower takes time in finding information because the materials are not properly returned to the right arrangement. The process of retrieving and keeping records of the borrowers is time consuming due to low quality of the borrower’s card. The library has a huge collection of books so the borrower takes time in sorting information from the card catalogue. The library assistant takes time in searching the borrower’s records because there are some instances that some of the borrower’s card are not properly returned.

Curan (2011). In her study, the researcher observed that the process of inquiring books and retrieving the borrowed and returned book were done manually. In this, the borrower spent more time in every process of circulating books. The researcher conclude that the system has great help in minimizing the time consume in borrowing and retrieving data. The system provides accurate and secure keeping of data, and can generate report immediately.

Code of ethics of Library Association adopted at the 1939 Midwinter Meeting by the ALA Council; amended June 30, 1981; June 28, 1995; and January 22, 2008 states that “we protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.”

Privacy is essential to the exercise of free speech, free thought, and free association. Identifiable information about users is confidential and the library keeps that information private and confidential on their behalf. This policy is intended to prevent the unauthorized use of our patrons’ personal information, and to protect the privacy of this information. Librarians are responsible for keeping the information’s security needed for the reference of the user and provide better service to the borrowers.

Section 10 Article XIV of the 1987 Constitution mandates that:

Science and technology are essential for national development and progress. The state shall give priority to research and development, invention, innovation, and their utilization; and to science and technology education, training and services. It shall support indigenous, appropriate and self- reliant scientific and technological capabilities, and their application to the country’s productive system and national life.

Technology plays great role for the improvement of an institution. The continuous growth of technology leads to many inventions for the improvement of the institution one of this is the Santa Monica Institute. Technology help provide system that would provide user better service in this institutions.

Section 12, Article XIV of the 1987 Constitution mandates stated:
The state shall regulate the transfer and promote the adaptation of technology from all sources for the national benefit. It shall encourage the widest participation of private groups, local governments and community-based organizations in the generation and utilization of science and technology.

Through the use of technology, it can help the institution to improve process with the use of the proposed system that involves private groups to indentify the features that needs improvement to provide better service. Section 13, Republic Act 8293 mandates stated:
The state shall protect and secure the exclusive rights of scientists, inventors, artists, and other gifted citizens to their intellectual property and creations, particularly when beneficial to the people, for such period as may be provided by law.

This states that the researchers should protect the right to defend the study and portability of data. In this study, the researchers should protect and secure the proposed system with the use of password to avoid the alteration of information.

THE PROBLEM

Statement of the Problem

The main purpose of the study is to design and developed Santa Monica Institute Library Circulation System that would serve as a proposal to minimize time in searching books and generate reliable and accurate reports.

Specifically, the study answers the following questions:

1. What are the features of the system that needs improvement?

2. To what extent of the performance of the proposed system in terms of

3.1 Security; 3.2 Human Interface; 3.3 Requirements; and 3.4 Performance/ Reliability.

Significance of the study

The study would be beneficial to the following:

School Administration. This study could be used as basis in implementing library improvement and development.

Librarian. It enables her to respond to the borrower’s request immediately.

Borrowers. They are greatly benefitted because they can get immediate response on their requests.

Future Researchers. This study enhances the capability in making the system. It gives essence on how computerization really helps on developing one’s institution and on how library system operates.
RESEARCH METHODOLOGY

Design

The researcher used the Descriptive Survey and Experimental method with the use of a self-made questionnaire and software evaluation tool. The descriptive survey or questionnaire was used to determine the problems encountered by the librarian and library users, and the features of the existing system that needs improvement. The experimental method or the evaluation tool was used to ascertain the acceptability level of automated system.

Environment and Participants

The study was conducted in Santa Monica Institute, Poblacion 1, Mabini, Bohol. The school administration, librarian, borrowers were the respondents. The librarian will be the user of the proposed system.

Data Gathering Instruments

The researcher used two instruments, the self-made questionnaire and the evaluation tool. Self-made questionnaire is a guide used to interview the respondents to get information about the Library Circulation System. This was constructed based on the present transactions at Santa Monica Institute. The evaluation tool was employed to evaluate the performance of the proposed system. This tool was secured from the internet and related books. The tool was modified and respond to the needs of user and tasked to rate the items using a five-point Likert scale. The questionnaire and evaluation tool are attached in appendix B and C.

The researcher also used the context diagram, system flowchart, IPO (Input Process Output) and HIPO (Hierarchical Input – Process - Output) in designing the proposed software. These tools are necessary for the development of the system.

Procedure

The thesis writers interviewed the librarian to have an idea, information and other important details about the flow of operation in the library.

Statistical Treatment

To ascertain the level of acceptability of the system in library cataloging this formula was used: ∑fx
N
∑fx
N

Weighted mean, X =

where: f = frequency x = weight N = number of responses

The Likert-type scale was used for scaling the acceptability level of the system software. Scale | Range | Categorical Response | Description | 5 | 4.20-5.00 | Strongly Acceptable | The system exceeds expectations and outstandingly performs the job requirements or 100% acceptable. | 4 | 3.40-4.19 | Moderately Acceptable | The system highly fulfills the job requirements or 80% acceptable. | 3 | 2.60-3.39 | Acceptable | The system meets the job requirements or 60% acceptable. | 2 | 1.80-2.59 | Slightly Acceptable | The system slightly meets the job requirements or 40% acceptable. | 1 | 1.00-1.79 | Not Acceptable | The system fails to meet the job requirements or 20% acceptable. |

DEFINITION OF TERMS Automated library circulation system. It is a system that involves systematic storing of information which includes the book, borrowers and generating reports. Borrowers. Library users can be student or a teacher who can lend books which is brought at home/ classroom.

Circulation system. It is the process of circulating of library materials which includes borrowing and returning of library materials.
Context diagram. It is used by the thesis writers to scope the project as it provides a visual model of the interactions between the system and the outside entities that interface with the solutions
.
Data flow diagram. It shows the part of the system which includes the same process but being automated. It is involved in converting data to generate reports.
HIPO. Hierarchical Input-Process-Output a high-level view of the functions performed by a system as its functions and software implementation.

IPO. Input Process Output these are the components or elements that make-up the system. It is also described as tools on the design of the entire software.

Library. A room or building where a collection of books, periodicals, etc., are kept for reading or reference, or public or private institution in-charge of the care and circulation of such collection.

Library materials. Use in this study in order to include books of various kinds, periodicals, newspapers, magazines, vertical files consisting of clippings, pamphlets and the audio-visual materials which include maps, globes, charts and pictures.

Library system. It is a systematic way of placing books, journals, magazines and others that would provide the need of the users.

System Flowchart. It is formalized graphic representation of a program logic sequence, work or manufacturing processes, organizing chart or similar formalized structsure.

Chapter 2
PRESENTATION, ANALYSIS AND INTERPRETATION OF DATA

A. Present System

System Narrative

Students/teachers inquired the librarian on borrowing and returning of books. If the students wanted to borrow, they were required to have their library card and place in the folder. For the teachers they were only required to give their ID card and pass it to the librarian. After receiving, the librarian gave the book card to the students / teachers and filled-up the information needed in borrowing the book and gave it back to the librarian before the book was given to the borrower.

Borrowed book was returned before the due date. Upon returning it, the librarian gave the identification card of the borrower. If the book returned late, penalty was imposed. If cases of lost book, the borrower was required to pay the exact amount of the book or replaced the book either.

Generating report was done after the inventory. It is done twice a year, before the school year starts and school year ends.

* Borrowed Book

* Library Card * Borrower’s Information
Librarian
Folder
Borrower
* Reports

Administration

* Borrowed Book

* Library Card * Borrower’s Information
Librarian
Folder
Borrower
* Reports

Administration

Figure 1.0 Conceptual Diagram

Event Specifications

1. Student/ Teacher make inquiry.
Student/Teacher
1.0
Handle Inquiry
Book Information * Response

* Inquiry
Student/Teacher
1.0
Handle Inquiry
Book Information * Response

* Inquiry

Borrower
Borrower

2. Student/ Teacher borrows book. 2.0
Handle Borrowing
Borrowers
Student / Teacher
Student Record
Book Information * Release Book * Library Card * Book Card * Book Title * Borrower’s ID
2.0
Handle Borrowing
Borrowers
Student / Teacher
Student Record
Book Information * Release Book * Library Card * Book Card * Book Title * Borrower’s ID

3. Borrower returns book. Borrowers
Book Information * Borrowed Book

* Borrower’s ID * Penalty Details
Borrower
3.0
Handle Returning
Student Record
Borrowers
Book Information * Borrowed Book

* Borrower’s ID * Penalty Details
Borrower
3.0
Handle Returning
Student Record

4. Librarian generates reports.
Borrowers
Student Record
Administration
6.0
Handle Report

Book Information * Reports
Borrowers
Student Record
Administration
6.0
Handle Report

Book Information * Reports

Findings / Constraints

The librarian took time in giving response to the inquiry of the student/teacher because records were not organized. To provide immediate response to the inquiry, data must be systematized.

The student/teacher spent time in borrowing because the librarian got the problem in retrieving the records of available books, because some books were lost and not properly returned. To minimize the time consume in borrowing, all records must be automated for quick access.

They had the same problem encountered in returning the books because the librarian found it hard in retrieving the students’ records. To provide fast process in returning, the records of the borrower must be computerized for quick access.

The librarian has delayed in submitting reports. To generate early reports, the data must be systematized.

Flowchart

F
T

Main Menu

Input User’s Name

Input
Password

If
Valid

X
F
T

Main Menu

Input User’s Name

Input
Password

If
Valid

X
Begin

Begin

Log-in
Log-in

X
X

Display Message

Display Message

Main Menu
Main Menu

Display Main Screen

Display Main Screen

A
A

User Select Button
User Select Button
User Select Button

User Select Button

T
T
Transaction
Transaction
If
Transactions

If
Transactions

F
F

T
T
If
Records

If
Records

Records
Records

F
F

T
T
If
Reports

If
Reports

Reports
Reports

F
F

T
T
If
Utility

If
Utility

Utility
Utility

F
F

T
T
If
System User

If
System User

System User
System User

F
F

T
T
If
About

If
About

About
About

F
F

A
A

Transactions
Transactions

Display Transaction Screen
Display Transaction Screen
Display Transaction Screen

Display Transaction Screen

B
B
User Select
Button
User Select
Button

If
Borrow
If
Borrow

T
T
Borrow
Borrow

F
F

T
T
Return
Return
If
Return
If
Return

F
F

B
B

Records
Records

Display Records Screen
Display Records Screen

Display Records Screen

Display Records Screen

C

C

User Select Button
User Select Button
User Select Button

User Select Button

T
T
If Books
If Books

Books
Books
Books

Books

If Books

If Books

F
F

O
O

O
O

If Accession
If Accession

Accession
Accession
If Accession

If Accession

T
T

F
F
If Borrowers
If Borrowers

T
T
Borrowers
Borrowers
If Borrowers

If Borrowers

F
F

T
T
If Book Penalty
If Book Penalty
Book Penalty
Book Penalty

If Book Penalty

If Book Penalty

F
F

T
T
If Placement And Classification
If Placement And Classification

Placement and Classification

Placement and Classification

If Placement and Classification

If Placement and Classification

F
F

If Borrowers Penalty
If Borrowers Penalty

T
T

Borrower penalty

Borrower penalty
If Borrower penalty

If Borrower penalty

F
F

T
T
If
Master List
If
Master List

Master List
Master List
Master List

Master List

F
F

C

C

Reports
Reports

Display Reports Screen
Display Reports Screen
Display Reports Screen

Display Reports Screen

D
D

User Select Button
User Select Button
User Select Button

User Select Button

T
T
If Book Information
If Book Information

Book Information

Book Information

F
F

If Borrowers Information
If Borrowers Information

T
T
Borrowers Information
Borrowers Information

F
F

If Top Borrowers
If Top Borrowers

Top Borrowers
Top Borrowers
T
T

F
F

T
T
If Due Books
If Due Books
Due Books
Due Books

F
F

If Lost Books
If Lost Books

T
T
Lost Books
Lost Books

F
F
D
D

Utility
Utility

Display Utility Screen
Display Utility Screen

E
E

User Select
Button
User Select
Button

If
Backup and Restore Database

If
Backup and Restore Database

T
T
Backup and Restore Database
Backup and Restore Database

F
F

T
T
If
Clean Database

If
Clean Database

Clean Database
Clean Database

F
F

E
E

System User
System User

Display System Screen

Display System Screen

F
F

User Select Button

User Select Button

T
T
If User Account
If User Account

User Account
User Account

F
F

L
L

L
L

F
F

T
T
If Switch User

If Switch User

Switch User
Switch User

F
F

T
T
If Log Off
If Log Off
Log off
Log off
If Lock

If Lock

F
F

If Exit
If Exit
T
T
Exit
Exit
If Exit

If Exit

F
F

F
F

About
About

Display System Screen
Display System Screen

H
H
Display System Screen

Display System Screen

User Select Button
User Select Button

User Select Button

User Select Button

If Thesis Writers
If Thesis Writers

T
T

Thesis Writers
Thesis Writers
If Researcher

If Researcher

F
F

H
H

B. Proposed System

System Rules

Library Circulation policy is to organize both book records and borrower‘s information and keep track for easy and quick access. This is encrypted with password and only the authorized person is allowed to access for the safety of the information.

Some library materials such as pamphlets, magazine and CD’s are also included in the process. These materials are input in the system with the title and corresponding accession numbers, and it is sorted whenever it is needed. Borrowers are only allowed to borrow three (3) books per day for overnight and over week end and have duration of three (3) days.

Overnight books are to be taken from 4:30 to 5:00 pm. and to be returned at 7:15-7:30 on the following day. The over weekend books are to be taken from the library on the Friday afternoon from 4:30-5:00 pm., and to be returned at 7:15-7:30 on Monday morning.

If the student exceed the given due date, penalty will be imposed. It will be calculated and will be paid. The payment of the penalty is done at the cashier and only official receipt is needed that is being input on the system.

Context Diagram

0

Santa Monica Institute Library Circulation System
Borrower
Administration * Reports

* Response * Released Book * Penalty * Receipt * Inquiry * Library Card * Book Title * Book Card * Borrowed Book * Identification Card

0

Santa Monica Institute Library Circulation System
Borrower
Administration * Reports

* Response * Released Book * Penalty * Receipt * Inquiry * Library Card * Book Title * Book Card * Borrowed Book * Identification Card

Event List:

1. Borrower makes inquiry.
2. Borrower borrows book.
3. Borrower returns book.
4. Librarian generates report.

Event Specifications

1. Student/ Teacher make inquiry.
1.0
Handle Inquiry
Student/Teacher
Book Information * Response

* Inquiry
1.0
Handle Inquiry
Student/Teacher
Book Information * Response

* Inquiry

Borrower
Borrower

2. Student / Teacher borrows book. 2.0
Handle Borrowing
Borrowers
Student / Teacher
Student Record
Book Information * Release Book * Library Card * Book Card * Book Title * Borrower’s ID
2.0
Handle Borrowing
Borrowers
Student / Teacher
Student Record
Book Information * Release Book * Library Card * Book Card * Book Title * Borrower’s ID

3. Borrower returns book.

Borrowers
Book Information * Borrowed Book

* Borrower’s ID * Penalty Details
Borrower
3.0
Handle Returning
Student Record
Borrowers
Book Information * Borrowed Book

* Borrower’s ID * Penalty Details
Borrower
3.0
Handle Returning
Student Record

4. Librarian generates reports.
Borrowers
Student Record
Administration
6.0
Handle Report

Book Information * Reports
Borrowers
Student Record
Administration
6.0
Handle Report

Book Information * Reports

Process Specification

Process 1.0 Student/ Teacher makes Inquiry

Begin If student / teacher make inquiry Accept inquiry If inquiry about available book Open available book Retrieve list of available book Close available book Else if inquiry about registration Open book configuration form Input borrower’s ID, borrower’s Full name, Address, cell number, age, gender, borrower’s type, year level and section. Register borrower End if End

Process 2.0 Student/ Teacher borrow book.

Begin If borrower borrow book Accept borrowing If borrower is new Register borrower Open borrower’s configuration form Input borrower’s ID, borrowers name, address, cell number, age, gender, borrower’s type year level and section Close borrower’s configuration form Else if borrower is old Open book issue form Retrieve borrower’s ID, borrower’s name, book info, accession no, ISBN, book title, date issued, due date and purpose. Close book issue form End if End

Process 3.0 Borrower returns book. Begin Do while borrower’s return book Open return form Input borrower’s ID Retrieve borrower’s ID, borrowers name, accession no, ISBN, book title, date issued, due date, date returned and penalty Close return form End

Process 4.0 Librarian generates report.

Begin Do while librarian receive memorandum Accept memorandum Retrieve list of books Generate repots of list of book If reports report about books Open inventory report Retrieve total number of books, damage. Lost Print report Close book report Else if reports about other library materials Open other library materials Retrieved number of copies lost and damage Close library materials End if
End

Database Design

It is a preliminary plan of software, where the collection of related data is organized for convenient access with the use of computer.

Accession – contains the number of copies of the certain book. Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | ID number of the user | Acession_no | Text | 30 | Number of the copy of the book | Copies | Text | 80 | Number of copies | ISBN | Text | 30 | International Standard book number | Date_received | Text | 50 | Date received | Borrowers_fulln-ame | Text | 50 | Borrower’s full name | Status | Text | 10 | Lost / Returned |

Account – contains the username and password of the user. Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | User_ID | Number | Long integer | ID number of the user | User_Name | Text | 20 | Name of the user | Complete_Name | Text | 30 | Complete name of the user | Password | Text | 10 | Password of the user | Account_Type | Text | 20 | Limited/ administrator | User_Account | Yes/No | 20 | Limited/ administrator | Log | Yes/No | 20 | Log | Borrow | Yes/No | 20 | Borrow | Return | Yes/No | 20 | Return | Book | Yes/No | 20 | Book | Stat | Yes/No | 20 | Status | Placement | Yes/No | 20 | Features | Format | Yes/No | 20 | Features | Borrowers | Yes/No | 20 | Features of borrower | Up_penalty | Yes/No | 20 | Penalty | Book_r | Yes/No | 20 | Book | Return_r | Yes/No | 20 | Date returned | Date_due | Yes/No | 20 | Due date | Inventory_r | Yes/No | 20 | Inventory reports | Catalog_r | Yes/No | 20 | Catalog | Backup | Yes/No | 20 | Back up files | Account_log – contains the time in and out of the user.

Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | Log_ID | Number | Long integer | ID number of the user | User_ID | Text | 10 | ID number of the user | Timer_login | Text | 20 | Time log in | Timer_logout | Text | 20 | Time log out | Dte | Text | 30 | Date | Remarks | Text | 10 | Remarks |

Book – contains the information of the book.

Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Number | Long integer | ID number of the user | ISBN | Text | 30 | Unique no of the book | Book_Title | Text | 200 | Title of book | Other_title | Text | 200 | Sub title of the book | Other_physical | Text | 200 | Other Physical details | Author1 | Text | 50 | Name of the 1st author | Author2 | Text | 50 | Name of the 2nd author | Author3 | Text | 50 | Name of the 3rd author | Notes | Text | 100 | Notes | Publisher | Text | 255 | Name of the publisher | Place_publication | Text | 200 | Place of publication | Placement_code | Text | 20 | Placement code | Book_no | Text | 10 | Number of the book | Author_no | Text | 200 | Author number | Subject1 | Text | 255 | Subject | Subject2 | Text | 255 | Subject | Subject3 | Text | 255 | Subject | Format | Text | 20 | Book classification | Edition | Text | 200 | Number of edition | Copyright_year | Text | 10 | Copyright year | Date_received | Date/ Time | General date | Date received | Source | Text | 15 | Donated/ purchased | Pages | Text | 5 | Number of pages | Amount | Number | Long integer | Amount of the book | Total_copies | Number | Long integer | Total number of copies |

Book_borrowed – contains the book borrowed by the borrower. Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | User Id | Borrowers_Id | Text | 10 | Borrower’s ID | Borrowers_Name | Text | 30 | Borrower’s name | Accession_no | Text | 10 | Number of copies of the book | Copies | Text | 10 | Number of copies | ISBN | Text | 20 | International standard book number | Book_Title | Text | 200 | Title of the book | Date_Issued | Date/ time | General date | Date issued | Date_Due | Date/ time | General date | Due date | Date_Returned | Date/ time | General date | Date returned | Time_Due | Date/ time | General date | Due time | Purpose | Text | 15 | Overnight/ over weekend | Penalty | Text | 15 | Paid/ unpaid | Status | Text | 15 | In/ out | Remarks | Text | 10 | Returned/ unreturned |

Borrowers_info - contains borrower’s personal information. Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | User ID | Borrowers_ID | Text | 30 | Borrower’s ID | Complete_Name | Text | 100 | Borrower’s Full Name | Gender | Text | 20 | Gender | Age | Text | 10 | Age of the borrower | Address | Text | 80 | Address of the borrower | Cell_Number | Text | 20 | Cell number | Type | Text | 20 | Student/ teacher | Year_level | Text | 50 | Year level | Section | Text | 30 | Section | No_borrowed | Number | Long integer | No of book borrowed | Total_borrowed | Number | Long integer | Total no of book borrowed |

Event_list – contains of all the event done by the librarian on the system. Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | Number of data | User_ID | Number | Long integer | User ID | Event | Text | 40 | Event | Event_date | Date/ time | General date | Event time | Event_time | Date/ time | General date | Event date | Format - classification of the book. Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | Number of data | Format | Text | 200 | Classification of book |

Inventory – actual counting of all library materials.

Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | User ID | ISBN | Text | 50 | International standard book number | Total_copies | Text | 10 | Total copies | Copies_on_hand | Text | 10 | Copies on hand | Copies_borrowed | Text | 10 | Copies borrowed | Copies_lost | Text | 10 | Copies lost |

Penalty – contains to the amount to be paid by the user.

Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | User ID | Format | Text | 200 | Overnight/ over weekend | First_hour | Text | 10 | Penalty for first hour | Next_hour | Text | 10 | Penalty for the next hour | First_day | Text | 10 | Penalty for the first day | Next_day | Text | 10 | Penalty for the next day | Days_limit_for_borrow | Text | 10 | Days limit |

Placement – contains the code that is being replace. Fieldname
Data Type
Width
Description
Fieldname
Data Type
Width
Description | | | | ID | Autonumber | Long integer | User ID | Placement_code | Text | 200 | Placement code |

Schema Inventory | ID | ISBN | Total_Copies | Copies_On_Hand | Copies_Borrowed | Copies_Lost |

Borrowed_Book | ID | Borrowers_ID | Borrowers_Name | Accession_No | Copies | ISBN | Book_Title | Date_Issued | Date_Due | Date_Returned | Time_Due | Purpose | Penalty | OR_No | Status | Remarks |

Borrower_Info | ID | Borrowers_ID | Complete_Name | Gender | Age | Address | Cell_Number | Type | Year_Level | Section_sk | No_Borrowed | Total_Borrowed |

Accession | ID | Accession_No | Copies | ISBN | Date_Received | Borrowers_Fullname | Status |

Book | ID | ISBN | Book_Title | Author1 | Publisher | Place_Publication | Placement_Code | Author_No | Format | Category | Edition | Copyright_Year | Date_Received | Source | Pages | Amount | Total_Copies |

Inventory | ID | ISBN | Total_Copies | Copies_On_Hand | Copies_Borrowed | Copies_Lost |

Borrowed_Book | ID | Borrowers_ID | Borrowers_Name | Accession_No | Copies | ISBN | Book_Title | Date_Issued | Date_Due | Date_Returned | Time_Due | Purpose | Penalty | OR_No | Status | Remarks |

Borrower_Info | ID | Borrowers_ID | Complete_Name | Gender | Age | Address | Cell_Number | Type | Year_Level | Section_sk | No_Borrowed | Total_Borrowed |

Accession | ID | Accession_No | Copies | ISBN | Date_Received | Borrowers_Fullname | Status |

Book | ID | ISBN | Book_Title | Author1 | Publisher | Place_Publication | Placement_Code | Author_No | Format | Category | Edition | Copyright_Year | Date_Received | Source | Pages | Amount | Total_Copies |

Functional Requirements
List of Inputs Field name | Valid Data | Invalid Data | Error Remark | ISBN | Text | Null | Supply all the blank provided | Book Title | Text | Null | Supply all the blank provided | Author | Text | Null | Supply all the blank provided | Publisher | Text | Null | Supply all the blank provided | Place publication | Text | Null | Supply all the blank provided | Placement | Text | Null | Supply all the blank provided | Book no | Text/Number | Null | Supply all the blank provided | Author no | Text/Number | Null | Supply all the blank provided | Subject | Text | Null | Supply all the blank provided | Format | Text | Null | Supply all the blank provided | Category | Text | Null | Supply all the blank provided | Edition | Text /number | Null | Supply all the blank provided | Copyright year | Date | Null | Supply all the blank provided | Source | Text | Null | Supply all the blank provided | Pages | Number | Null | Supply all the blank provided | Amount | Number | Null | Supply all the blank provided | Date received | Date | None | Supply all the blank provided | Source | Text | Null | Supply all the blank provided | User Name | Text/Number | Null | Invalid Username | Full Name | Text | Null | Supply all the blank provided | Password | Text/Number | Null | Invalid Password | Account Type | Text | Null | Supply all the blank provided | Borrowers ID | Number | Null | Supply all the blank provided | Gender | Text | Null | Supply all the blank provided | Age | Number | Null | Supply all the blank provided | Address | Text/Number | Null | Supply all the blank provided | CellNumber | Number | Null | Supply all the blank provided | Borrowers Type | Text | Null | Supply all the blank provided | Year level | Number | Null | Supply all the blank provided | Section | Text/Number | Null | Supply all the blank provided |

Test Data/Cases

Input: Enter invalid password.
Process: Verify if the password is correct.
Output: “Invalid Password”

Input: Entered incomplete book information.
Process: Verify all fields.
Output: “Supply all the blank provided”

Input: Entered incomplete borrower’s information.
Process: Verify all fields.
Output: “Supply all the blank provided”

Input: Entered incomplete account Information
Process: Verify all fields.
Output: “Supply all the blank provided”

Input: Entered incomplete Books and Borrower’s Information.
Process: Verify all fields.
Output: “Supply all the blank provided”

Input: Entered incomplete Classroom and Section information.
Process: Verify all fields.
Output: “Supply all the blank provided”

Revisions

First revisions: * Add the actual data that are presently use in the library * Optimize the code on searching books * Fixed the format for ID number * Arrange the index in all text to be filled up * Close automatically the borrowers form during borrowing * Optimize the code on calculating penalty * Optimize the code on displaying due books * Optimize the code on query of lost books * Provides the fields in formatting the name of author which include first name, middle name and last name * Use proper color and formatting texts

Technical Requirements

These are the requirements needed for the implementation of the proposed system; these include the software and hardware areas of computers. It has the characteristics that the needs of the proposed system must fulfill. The system should meet the conditions needed by the users for the effectiveness of the present system.

Hardware Specifications

The physical components of the computer called hardware. This includes the output and input devices; these are separated devices and interconnected with the system that allow the flexibility of the users. These are the following specifications of the hardware and functionality for the proposed system.

Table 1.0 Hardware specifications

Hardware Requirements | Used | Minimum | Recommended | Processor | Intel Pentium Dual Core | Intel Pentium Dual Core | Intel Pentium IV Dual Core | Memory | DDR 2 GB | DDR 2 GB | DDR 2 GB | Hard Disk Drive | 80GB | 80 GB | 180 GB | Monitor | CRT 15 | CRT 15 | CRT 15 | keyboard | HP 425s | HP425s | HP425s | Mouse | PS/2 Intex | PS/2 Intex | PS/2 Intex | UPS | APC 220v 60 Hz | APC 220v 60 Hz | APC 220v 60 Hz | Printer | Inkjet printer | Inkjet printer | Inkjet printer |

Software Specifications

Software requirements are defined as installed computer programs that provide instructions for telling the computer what to do and how to do it. Shown below are the software specifications with the description of the proposed system.

Table 2.0 Software specifications

Components | Minimum | Recommend | Operating System | MS Windows 7 | MS Windows 7 | Application program | Visual Basic 6.0 | Visual Basic 6.0 | Database | MS Access | MS Access | System utility | Avast | Avast |

Peopleware The peopleware refers to the user and the beneficiary of the Proposed Automated Library Circulation System. It is beneficial to the librarian and limited users. Librarian is the primary user of the system and the only authorized person who has access code called password. Password is a protected code for database access. The only authorized to add account and manipulate the features built-in the system which includes adding of book and borrowers, deleting and editing.

The limited user is the one who is just being told and can only access the system’s limited software application.

Cost Benefit Analysis

The Proposed Automated Library Circulation system of Santa Monica Institute has great benefits to the library. There are two kinds of benefits: the tangible and intangible. It is used to show the difference on the proposed system and the manual process.

Proposed System Requirement Hardware Requirement Amount Processor (Intel Pentium IV dual Core) 5, 000.00 Memory (DDR3 2 GB) 900.00 Hard Disk (80 GB) 2,500.00 Monitor (CRT 15) -Existing- Keyboard (HP 425s) -Existing- Mouse (PS/2 Intex) -Existing- UPS (APC 220v 60 Hz) -Existing- Printer (Inkjet printer) 2,500.00 Total Hardware Investment 10,900.00 Software Requirements Windows XP -Existing- Software Development 15,000.00 Avast Anti-Virus -Free-

Total Software Investment 15,000.00 Total Initial Investment 25, 900.00 Present System Annual Operating System Supplies Item | Quantity | Unit | Price | Total | Ballpen (Black) | 50 | Pieces | 6.00 | 300.00 | Bondpaper (Short) | 8 | Reams | 150.00 | 1, 200.00 | Bondpaper (Long) | 8 | Reams | 170.00 | 1,360.00 | Folder (White Long) | 150 | Pieces | 7.00 | 1, 050.00 | Tape (Big) | 25 | Pieces | 13.00 | 331.25 | Flash Drive (8gb) | 1 | Piece | 850.00 | 850.00 | DVD Writer | 1 | Piece | 1, 580.00 | 1,580.00 | Printer Ribbon | 12 | Pieces | 29.75 | 375.00 | Fastener | 8 | Pieces | 28.75 | 230.00 | Stapler | 6 | Pieces | 51.75 | 310.50 | Assorted Cartolina | 100 | Pieces | 5.75 | 575.00 | Stapler Remover | 6 | Pieces | 17.50 | 105.00 | Printer | 1 | Piece | 5, 985.35 | 5, 985.35 | Book Pocket | 500 | Pieces | 2.75 | 1, 375.00 | White Sticker | 500 | Pieces | 1.50 | 498.50 | Staple Wire #35 | 10 | Boxes | 42.55 | 425.50 | Plastic Cover | 10 | Meter | 15.00 | 150.00 | Sub- Total Php 16, 701.10
Forms
Item | Quantity | Unit | Price | Total | Library Cards | 700 | Pieces | 15.00 | 10, 50.00 | Book Cards | 300 | Pieces | 3.00 | 900.00 | Sub-Total Php. 11, 400.00 Total Present Operating Cost Php. 27, 201.1

Benefit Analysis

The Proposed Automated Library Circulation System of Santa Monica Institute has great benefits to the library. There are two kinds of benefits: the tangible and intangible. It is used to show the difference on proposed system and the manual process.

Interface Design
This deals with the process of developing a method for two (or more) modules in a system to connect and communicate. These modules can apply to hardware, software or the interface between a user and a machine.

Form 1.Account Log-in.

Object ID: frmlogin
Object Description: A form where the user inputs their username and password to log-in into the system.

Form 2.Borrow Form

Object ID: frmborrwbook
Object Description: . A form where the user inputs the borrowers and books to be borrow.
Form 3.List of Borrowed books Form.

Object ID: frmreturnbook
Object Description: . A form where the user can view all the borrowed books.

Form 4.Books Information Form

Object ID: frmbook
Object Description: . A form where the user will input and update.

Form 5.List of Borrowers Information Form

Object ID: frmborrwers
Object Description: . A form where we can see all the borrwers.

Form 6.Book Card Form.

Object ID: frmbookcard Object Description: A form where the user view and print the book card.

Form 7.Borrowers Card.

Object ID: frmborrwerscard
Object Description: A form where the user view and print the Borrowers Card. Form 8.List of Books Returned.

Object ID: frmlistbookreturn Object Description: A form where the user view all the returned books.

Form 9.List of Borrowed Books.

Object ID: frmlistborrwedbook Object Description: A form where the user view all the unreturned books.

Form 10.Book Inventory.

Object ID: frmbookinventory
Object Description: A form where the user view the inventory of all books. Form 11.Event List Form

Object ID: frmeventlist
Object Description: A form where the user view all the transactions done every day. Form 12.Borrowers Configuration.

Object ID: frmborrowers Object Description: A form where the user input and update borrowers information. Form 13.Backup and Restore.

Object ID: frmbackuprestore
Object Description: A form where the user do backup and restore database.

Form 14.Account.

Object ID: frmaccount
Object Description: A form where the user input and update user account.

Form 15.Security Log.

Object ID: frmsecuritylog
Object Description: A form where you can view the entire account log.

Form 16.Borrower Violation.

Object ID: frmviolation
Object Description: A form where user input borrowers ID then display all due books from that borrower.

Program Hierarchy
Main Menu
Log-in
Transaction
Borrow
Return
Reports
Book Information
Borrowers Information
Top Borrowers
Due Books
Lost Books
Utility
Backup and Restore Database
Clean Database
System User
User Account
Security Log
Switch User
Log off
Exit
Records
Book
Accession
Borrowers
Book Penalty
Placement and Classification
Borrowers Penalty
About
Thesis Writers
Main Menu
Log-in
Transaction
Borrow
Return
Reports
Book Information
Borrowers Information
Top Borrowers
Due Books
Lost Books
Utility
Backup and Restore Database
Clean Database
System User
User Account
Security Log
Switch User
Log off
Exit
Records
Book
Accession
Borrowers
Book Penalty
Placement and Classification
Borrowers Penalty
About
Thesis Writers

Chapter 3
SUMMARY, CONCLUSIONS AND RECOMMENDATIONS

Summary

The Proposed Santa Monica Institute Library Circulation System was the study of the thesis writers. Its main purpose is to improve the current library services of the school that served as a proposal for the automation of its operation. Specifically, it aims to answer the following questions; the problems encountered by the librarian in the present system in the following areas which .include searching of available materials, borrowing and returning of library materials, filing and keeping of records; and generating reports. In order to answer those problems, the researchers conducted an actual or formal interview with the librarian regarding the process and transaction in the library. The researchers also gather information about how library users’ records are kept.

Findings

Based on the study of the library system of Santa Monica Institute, the thesis writers were able to identify the following problems the librarian took time in giving response to the inquiry of the student/teacher because records were not organized. There were delays in retrieving of books and other library materials. It took time to retrieve and to keep records of the borrowers. There was inaccuracy in processing of borrowing books and other library materials. Sometimes some of the borrower’s cards were not properly returned and not alphabetically arranged. There is delayed in generating reports and it consumed much time in searching the needed information.

Conclusion

Based on the findings, the thesis writers come-up with the following conclusions. The researcher concluded that, the Proposed Santa Monica Institute Library Circulation System is efficient in the service. The proposed system as a whole has a great benefit for the librarian and the students. The study has a great contribution for the improvement of the school and the library.

Recommendations

Based on the results of the findings and conclusions gathered, the thesis writers would like to recommend the following: 1. The increasing number of users must consider the proposed system. 2. The proposed system has great contribution for the improvement of the school. 3. Training must be done before the actual operation of the proposed system. 4. The librarian must implement how to use the system for the productiveness of work and capable in keeping and recording data.

Action Plan

Proposed Automated Library Circulation System of Santa Monica Institute

Rationale

The study was conducted at Santa Monica Institute in Poblacion 1, Mabini, Bohol entitled Automated Library Circulation System which provides systematic means of keeping and recording of data. Library Circulation System is design to operate library process quickly. Library process is the process found in the circulation area this includes the searching available materials, borrowing, returning and generating report.

This system is beneficial to the librarian and borrower which include the students and teachers of the said school. It is beneficial to the librarian because it would minimize the time spent in searching and keep track of the records and information in the library. To the borrowers, with the use of the proposed system this would help them to in borrowing and retrieving information.

Objectives: 1. To design a system that would minimize the time and effort in every transaction and help to ensure the efficiency of the process. 2. To provide quick process in borrowing book. 3. To generate accurate reports immediately. 4. To provide safe keeping of library information 5. To ensure faster and easy way of retrieving book information. 6. To provide better service to the borrowers.
The Components of the Proposed System
The automated library circulation system has many features. One of this is the user log in. To access he system, the user need to enter the username and password. The following are some features of the system

Transaction. This is the feature of the system that handles the borrowing and returning of library materials.

Records. This contains all information of the borrowers, books borrowed and returns, penalty details, classification and placement of book and records of the students.

Report. The features of the system that holds all the reports in the library which includes top borrowers, borrowers information, lost and due books.

Utility. This feature handles in creating back up and restoring the database and cleaning the database.

System user. This features deal on the user and security of the system.

About. The features contain the information of the researchers.

Mechanics of Implementation

The thesis writers present the proposed system to the administration and librarian of the Santa Monica Institute after it is approved by the panelist. The librarian is the primary user of the system and can be benefitted by the system.

Schedule of Implementation

The start of the implementation of the proposed system will start on the month of April 2013. Mechanism of Implementation

Evaluation tool is used to monitor the new implemented system of the Santa Monica Institute Library Circulation System, to gather feedback that is used to improve the system.

The new user of the system will be facilitated by the thesis writers on how to operate the library circulation system.

REFERENCE LIST

A. BOOKS

Webster’s New Dictionary of American Language, p.431

Philippine Government and Constitution, page 237-Science and Technology. Bohol Island State University Library. February 16, 2013

B. UNPUBLISHED THESIS

Bodiongan, (2000) Proposed Computerization of the Library system in Central visayas state College of agriculture forestry and Technology – Tagbilararn Campus. Holy Name University - Tagbilaran City

Curan, Lecel(2011) Proposed library Circulation system of Bohol Island State University– Cogtong, Candijay Campus. BISU – CCC, Cogtong, Candijay, Bohol.

Daño, et al (2002) Proposed Computerization of the library System of the Philippine Maritime Institute – Tabilararn city. Holy Name University –Tagbilaran city, Bohol

C. ELECTRONIC SOURCES

C.K Sharma, Kiran Singh (2005), Library Management, IBSN 9788126904525. http://www.automatedlibrarysystem.com/. December 15, 2011 http://www.scribd.con/doc/16870360/library-management-system1. December 15, 2011 http://www.scribd.com/32660810/library-management-system-proposal. January 15, 2012 http://www.ala.org/advocacy/proethics/codeofethics/codeethics. February 12, 2012 http://www.ajol.info/index.php/huria/article/viewFile/33993/24530. February 12, 2012 http://sherlib.wordpress.com/about-us/policies/privacyconfidentiality/. February 12, 2012 http://www.ala.org/advocacy/proethics/codeofethics/codeethics. February 12, 2012 http://www.swmlac.org.uk/the-impact-of-information-technology-on- the-library/February 10, 2013 http://libres.curtin.edu.au/libre6n1/barney.htm. February 10, 2013 http://en.wikipedia.org/wiki/Library_circulation. February 10, 2013 http://en.wikipedia.org/wiki/Librarian. February 10, 2013 http://teaching.about.com/od/admin/Leadership-And-School-Administration.htm. February 10, 2013

Appendix A.

Transmittal Letter

Republic of the Philippines BOHOL ISLAND STATE UNIVERSITY Candijay Campus, Cogtong
Candijay, Bohol

February 25, 2013 MRS. ROCHEL MERCADO
School Principal
Santa Monica Institute
Poblacion 1, Mabini, Bohol

Maam:

We, the undersigned would like to ask for your approval to conduct a study entitled “Proposed Automated Library Circulation System of Santa Monica Institute” in your establishment as a requirement of our CS Thesis 2 subject for Bachelor of Science in Computer Science course.

The research study is envisioned to develop an automated librarycirculation system that would provide better service in circulation process.

We are hoping for a positive response on this matter. Thank you.

Very truly yours, MA. NELCE B. GALVE RENIE A. PLATINO

Noted: Approved:

MR. HERBEN SAINT G. RANAY MRS. ROCHEL MERCADO Thesis Adviser School Director

Appendix A 1

Transmittal Letter

Republic of the Philippines BOHOL ISLAND STATE UNIVERSITY Candijay Campus, Cogtong
Candijay, Bohol

February 25 , 2012 MR. INOCENCIO L. COSARE, Ph. D.
Campus Director
Bohol Island State University
Cogtong, Candijay, Bohol

Sir:

We, the undersigned would like to ask for your approval to conduct a study entitled “Proposed Automated Library Circulation System” inyour establishment.

The research study is envisioned to develop an automated library circulation system that would provide better service in circulation process.

We are hoping for a positive response on this matter. Thank you.

Very truly yours, MA. NELCE B. GALVE

RENIE A. PLATINO

Noted: Recommending Approval:

ENGR.EDITH E. ALBIT, Ph.D. PROF. DAISY V. DELLOSA
Chairperson, ICT Dean, CTAS

Approved:

INOCENCIO L. COSARE, Ph.D.
Campus Director
Appendix B
Questionnaire
1. What are the problems encountered during borrowing of books?
______________________________________________________________________________________________________________________
2. What are the processes in the library?
______________________________________________________________________________________________________________________
3. Who are the borrowers?
______________________________________________________________________________________________________________________
4. What are their requirements?
______________________________________________________________________________________________________________________

5. How many borrowers borrowed book every day?
___________________________________________________________
___________________________________________________________

6. How many days is the duration of the borrowed book?
______________________________________________________________________________________________________________________

7. In this process, what serves as a response to the inquiry of the borrowers?
______________________________________________________________________________________________________________________
8. What are their requirements?
_____________________________________________________________________________________________________________________
9. In your library, who among involve in your process aside from the students and teachers?
____________________________________________________________________________________________________________________

10. In your library, Do you experience lost of books? In what cases?
______________________________________________________________________________________________________________________
11. Can you trace the lost books? How?
______________________________________________________________________________________________________________________
12. How do you classify books in the library?
______________________________________________________________________________________________________________________
13. Do you impose penalty?
______________________________________________________________________________________________________________________
14. When did you make inventory?
______________________________________________________________________________________________________________________

Appendix C. 1

Sample Library Card

Appendix C. 2

Sample Book Card

Appendix C. 3

Sample Inventory Form

Appendix D

Evaluation tool on the Acceptability of the proposed system

Scale | Range | Categorical Response | Description | 5 | 4.20-5.00 | Strongly Acceptable | The system exceeds expectations and outstandingly perform the job requirements or 100% acceptable. | 4 | 3.40-4.19 | Moderately Acceptable | The system highly fulfills the job requirements or 80% acceptable. | 3 | 2.60-3.39 | Acceptable | The system meets the job requirements or 60% acceptable. | 2 | 1.80-2.59 | Slightly Acceptable | The system slightly meet the job requirements or 40% acceptable. | 1 | 1.00-1.79 | Not Acceptable | The system fails to meet the job requirements or 20% acceptable. | | | | | | | | | CRITERIA | RATING | MW | DV | A. SECURITY | 5 | 4 | 3 | 2 | 1 | | | Name and password control provided. | | | | | | | | | | | | | Provides individual control of password. | | | | | | | | | | | | | Provides administrator control of passwords. | | | | | | | | | | | | | Passwords never display on monitors. | | | | | | | | | | | | | Provides an add/query/delete security function. | | | | | | | | | | | | | Functional security by user provided. | | | | | | | | | | | | | Security violations are automatically logged. | | | | | | | | | | | | | Others, please specify __________________________________ | | | | | | | | | | | | | Sub-mean | | | | | | | | | | | | | B. REPORTING REQUIREMENTS | | | | | | | | | | | | | Title, page number, report ID, report date, run date, and time are shown consistently. | | | | | | | | | | | | | Report writing tools are user friendly with a short learning curve. | | | | | | | | | | | | | Provides choice of print directly or view display on monitor and then route to printer. | | | | | | | | | | | | | Provides ability to print multiple copies per request. | | | | | | | | | | | | | Able to reprint reports. | | | | | | | | | | | | | Provides ability to select specific pages of a report to print. | | | | | | | | | | | | | Others, please specify __________________________________ | | | | | | | | | | | | | Sub-mean | | | | | | | | | | | | | C. HUMAN INTERFACE | | | | | | | | | | | | | Consistent User-Interface (e.g., screen layouts, keyboard functions, and navigation). | | | | | | | | | | | | | Graphical User-Interface interface (e.g., windows, icons, mouse, pull-down menus) consistent. | | | | | | | | | | | | | Makes consistent, effective use of color. | | | | | | | | | | | | | Data (e.g., decimals, dates, etc.) entered, stored, and displayed consistently. | | | | | | | | | | | | | Consistent formatting for dates (e.g., DD/MM/YY, MM/DD/YY, YY/MM/DD) | | | | | | | | | | | | | Consistent formatting for currency (e.g., amounts formatted with commas or spaces). | | | | | | | | | | | | | Single point of entry provided for all data input. | | | | | | | | | | | | | Menus provide access to all applications. | | | | | | | | | | | | | Quick paths provided from one function to another without using menus. | | | | | | | | | | | | | Minimal effort required to escape from incorrect selection or system error. | | | | | | | | | | | | | Provides on-line look-ups of key field information (e.g., customer by ID or name). | | | | | | | | | | | | | Provides on-line look-ups on partial keys (e.g., part of customer name). | | | | | | | | | | | | | Minimum two levels of error messages provided: error and warning. | | | | | | | | | | | | | Descriptions of error messages are understandable. | | | | | | | | | | | | | Others, please specify __________________________________ | | | | | | | | | | | | | Sub-mean | | | | | | | | | | | | | D. PERFORMANCE/RELIABILITY | | | | | | | | | | | | | Response time for devices not using telecommunications: ** specify response requirements; e.g., 98 % of window to window response within 0 to 2 seconds. ** | | | | | | | | | | | | | Others, please specify ______________________________ | | | | | | | | | | | | | Sub-mean | | | | | | | | | | | | |
Source: http://www.scribd.com/doc/20758665/Package-Evaluation-Criteria_General

Criteria for Evaluating System Software

Methods Used for System Evaluation

Evaluation of the proposed system should be technically and operationally feasible. All the required components must be available to achieve the expected performance of the system.

Technical Feasibility. Availability of the hardware and software component is needed on the programming system as it shown in the components of the Proposed System.

Operational Feasibility. To determine if the proposed system is operationally feasible to apply or implement. Below are the given criteria, which serve as a basis to test the proposed system if it really works.

Accuracy. The ability to be precise and avoid errors and the correctness in the mathematical computations so that the institution will not suffer from any losses.

Efficiency. The ability to do something well or achieve a desired result without wasted energy or effort, or the degree to which this ability is used in the system.

Reliability. The ability to be trusted to do what is expected to be accurate or correct to provide result. User-Friendliness. Understandable software applications. Easy access and easy to use Windows based system.

Portability. The ability to transfer software application to another computer.

Appendix E

Screenshots

Log in

Main Menu

Book Registration

Borrowers Registration

Borrow Book

Return Book

Appendix F

Source code

Public mode As String, sql As String
Private Sub cmbusertype_Change()
If cmbusertype.Text "" Then cmbusertype.SelStart = Len(cmbusertype.Text) cmbusertype.Text = LCase(cmbusertype.Text)
End If
End Sub

Private Sub cmdcan_Click()
If frmlogin.Label3 = "Enter Password" Then Unload Me Exit Sub
End If
If Label3 = "SYSTEM LOCKED" Then ren = (MsgBox("Restricted!", vbExclamation + vbOKOnly, "System Locked")) txtcom.SetFocus
Else
ren = (MsgBox("Are you sure you want to terminate the program?", vbQuestion + vbYesNo, "Exit")) If ren = vbYes Then Unload Me Unload frmmain End Else txtuser.SetFocus Exit Sub End If
End If
End Sub

Private Sub cmdcan_LostFocus()
If txtuser "" Then If txtcom "" Then Exit Sub Else txtcom.SetFocus End If
Else
txtuser.SetFocus
End If
End Sub

Private Sub cmdok_Click()
If (cmdok.Caption = "Log-in") Then 'UserLimit txtuser, txtcom Log_In txtuser, txtcom, txtusertype
Else
Log_In txtuser, txtcom, txtusertype
End If
End Sub
Private Sub Form_Load()
DisablePaste txtuser.hwnd
DisablePaste txtcom.hwnd
Call connect
End Sub

Private Sub hide1_Change()
Dim a As Integer a = Val(lblcount)
If hide1 = "1" Then a = a - 1 lblcount = a
ElseIf hide1 = "2" Then a = a - 1 lblcount = a
ElseIf hide1 = "3" Then a = a - 1 lblcount = a
End If
End Sub

Private Sub txtcom_Change()
If txtcom.Text "" Then txtcom.SelStart = Len(txtcom.Text) txtcom.Text = LCase(txtcom.Text)
End If
End Sub

Private Sub txtcom_KeyPress(KeyAscii As Integer)
If KeyAscii > 48 And KeyAscii < 59 Then KeyAscii = 0 Beep
End If
End Sub

Private Sub txtuser_Change()
If txtuser.Text "" Then txtuser.SelStart = Len(txtuser.Text) txtuser.Text = LCase(txtuser.Text)
End If
Call txtuser_LostFocus
End Sub

Private Sub txtuser_KeyPress(KeyAscii As Integer)
If (KeyAscii > 48 And KeyAscii < 59) Or KeyAscii = 96 Or _
KeyAscii = 45 Or KeyAscii = 61 Or KeyAscii = 91 Or KeyAscii = 93 Or keyasciii = 92 Then KeyAscii = 0 Beep
End If
End Sub

Private Sub txtuser_LostFocus() setcon sql = "SELECT * FROM account WHERE User_Name='" & txtuser & "'" rs.Open sql, con
On Error GoTo down
If rs.recordcount > 0 Then txtusertype = rs!Account_Type
Else
txtusertype = vbNullString
End If down: End Sub

Dim strUserID As String
If detectnull = True Then MsgBox "Supply all fields", vbExclamation, "Error" Exit Sub
ElseIf detectnull4 = True Then MsgBox "Complete the transaction", vbExclamation, "Error" Exit Sub
ElseIf detectnull3 = True Then MsgBox "The Placement you've entered isn't an item in the list!", vbExclamation, "Error" txtplacement.SetFocus Exit Sub
ElseIf detectnull2 = True Then MsgBox "The Format you've entered isn't an item in the list!", vbExclamation, "Error" Exit Sub
End If
If cmdsave.Caption = "&Save" Then ren = MsgBox("Are you sure you want to save this book?", vbQuestion + vbYesNo, "Verify") If ren = vbYes Then SaveAndUpdateBook Else Exit Sub End If
Else
ren = MsgBox("Are you sure you want to update this book?", vbQuestion + vbYesNo, "Verify") If ren = vbYes Then SaveAndUpdateBook Else Exit Sub End If
End If
End Sub

Private Sub cmddel_Click()
Dim count As Integer, allrecords As String, strUserID As String ren = MsgBox("Are you sure you want to delete this book?", vbQuestion + vbYesNo, "Verify")
If ren = vbYes Then setcon sql = "DELETE * FROM book WHERE ISBN='" & txtisbn & "'" rs.Open sql, con setcon sql = "DELETE * FROM accession WHERE ISBN='" & txtisbn & "'" rs.Open sql, con strUserID = GetCurrentID SaveToEventList strUserID, "Deleted Book(s)" loadingevents "delete" Call cmdclear_Click frmlistbookinfo.mode = False frmlistbookinfo.mode2 = False MsgBox "Book successfuly deleted.", vbInformation, "Success"
Else
Exit Sub
End If
End Sub

Private Sub cmdsave_Click()
If cmdsave.Caption = "&Save" Then If cmbtype.ListIndex = 0 Then If GetYearLevelEqualTo1 = False Then Exit Sub If GetSectionEqualTo1 = False Then Exit Sub End If ren = MsgBox("Are you sure you want to save this new borrower?", vbQuestion + vbYesNo, "Verify") If ren = vbYes Then SaveBorrower DisabledViewAllAndDeleteWhenEventFromListOfBorrowers Else Exit Sub End If
Else
If cmbtype.ListIndex = 0 Then If GetYearLevelEqualTo1 = False Then Exit Sub If GetSectionEqualTo1 = False Then Exit Sub End If ren = MsgBox("Are you sure you want to update this borrower?", vbQuestion + vbYesNo, "Verify") If ren = vbYes Then SaveBorrower DisabledViewAllAndDeleteWhenEventFromListOfBorrowers Else Exit Sub End If
End If
If frmlistborrowers.mode = "addborrowers" Then frmlistborrowers.mode = "" Unload Me Unload frmlistborrowers
End If
End Sub

Private Sub cmddelete_Click()
Dim strUserID As String ren = MsgBox("Are you sure you want to delete this borrower?", vbQuestion + vbYesNo, "Verify")
If ren = vbYes Then loadingevents "delete" mode = "" setcon sql = "DELETE FROM borrowers_info WHERE Borrowers_ID='" & txtBrID & "'" rs.Open sql, con strUserID = GetCurrentID SaveToEventList strUserID, "Deleted Borrower(s)" Clearall DisabledViewAllAndDeleteWhenEventFromListOfBorrowers MsgBox "Borrower successfuly deleted.", vbInformation, "Success" GetAllYearLevel GetAllSection frmlistborrowers.mode = "" mode = ""
Else
Exit Sub
End If
End Sub