ADDIS ABABA UNIVERSITY

ADISS ABABA INSTITUTE OF TECHNOLOGY

INFORMATION TECHNOLOGY AND SCIENTIFIC
COMPUTING
DEPARTMENT OF SOFTWARE ENGINEERING

PROJECT PROPOSAL

LIBRARY MANAGEMENT SYSTEM FOR ADDIS ABABA INSTITUTE OF

TECHNOLOGY
PREPARED BY:
ABEL MANDEFRO
AMANUEL ENGIDA
BIRUK ADERA
HELINA GIRMA
NATHAN TSEGAYE
SIMON ASSFAW
YABETSE GENENE

ADVISORS: FISTUM ALEMU, LISANU TEBIKEW

MARCH 2016
Acknowledgment

This proposal have gone through a lot of process and there are people who helped considerably
through these steps, therefore in this section we would like to thank these people for their support.
First and for most we would like to thank Instructor Lisanu Tebikew and Instructor Fitsum Alemu
for teaching and guiding us how to write a proposal, for giving us a reasonable time gap to prepare
the proposal, for advising us through the problems we faced and for being available when we need
them. Second, we would like to acknowledge the manager of the AAiT Library and all the Library
staff for welcoming us during our repetitive visits and for giving us all the information that we
asked. We would also like to consider the help of our fellow class mates for giving us valuable
ideas, for sharing their proposal and for lending us materials. All meetings regarding this proposal
were made in AAiT campus, not only that but we also have used different infrastructures like
internet and desktop computers supplied by AAiT, so special thanks goes to AAiT campus as well.

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Abstract

In information technology one of the most important developments in recent years is that of manual
systems are being replaced by computer automated management systems. Currently, starting from
a small organization to a large size organization each and every one is opting computerize systems
for faster and secure access of data.

An effective management system is a crucial factor in a successful working of Automated Library

Management System in any university. Until, recently, they have to go through such inefficient
and potential error-prone means as processing manuals, just to gather up the information and also
to work smoothly.

This project is specifically designed for Addis Ababa Institute of Technology library. It is closely
related to and overlapping with data management. It entails retrieving, acquiring and maintaining
information. It helps in the organization and control of the structure, process and delivery of an
effective service to manage AAiT library.

The Library Management System maintains records related to Stock Maintenance, Book Search,
Book Issue, Fine Collection and all necessary requirements for the Library to manage day to day
operations. The supplementary web page notifies users the type of books students read most in the
library to avoid congestion.

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Acronyms

AAiT – Addis Ababa Institute of Technology

BC - Before Christ
OOP – Object Oriented Programming
B.Sc. – Bachelor of Science
DVD – Digital Video Disc
CD – Compact Disk
QR – Quick Response
ISBN – International Standard Book Number

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Contents

Acknowledgment .......................................................................................................................................... ii
Abstract ........................................................................................................................................................ iii
Acronyms ..................................................................................................................................................... iv
1. Introduction ............................................................................................................................................... 1
1.1 Background ......................................................................................................................................... 1
1.2 Existing System .................................................................................................................................. 3
1.3 Statement of the Problem. ................................................................................................................... 4
1.4 Objective of the Project ...................................................................................................................... 5
1.4.1 General Objective ...................................................................................................................... 5
1.4.2 Specific Objectives ..................................................................................................................... 5
1.5 Proposed System ................................................................................................................................. 6
1.6 Feasibility study .................................................................................................................................. 7
1.6.1 Economic Feasibility .................................................................................................................. 7
1.6.2 Technical Feasibility .................................................................................................................... 8
1.6.3 Operational Feasibility .............................................................................................................. 9
1.6.4 Schedule feasibility..................................................................................................................... 9
1.7 Scope and Limitations....................................................................................................................... 10
1.8 Methodology ..................................................................................................................................... 11
1.8.1 Data Collection ......................................................................................................................... 11
1.8.2 Description of Datasets ............................................................................................................ 11
1.8.3 Implementation ........................................................................................................................ 11
1.9 Software Project Management Plan .................................................................................................. 13
1.9.1 Time Management Plan ............................................................................................................ 13
1.9.2 Quality Management Plan ........................................................................................................ 14
1.9.3 Communication Management Plan .......................................................................................... 15
References .................................................................................................................................................. 16
1. Introduction
1.1 Background

The sharing and accusation of Information and literature has been the foundation for the
advancement of human civilization in all social, economic and scientific aspects. Being able to
share, acquire and preserve resources such as information have insured that knowledge is
transferred to generations to come furthermore the sharing of information and knowledge has led
to progressive, diversified and innovative collection of knowledge and information. As the variety
and quantity of the information and related resources accumulated through time and the ever
growing contributors, a well-organized and capable institutions where needed to manage the huge
collection of information and related resources. Libraries are among these institutions and in fact
the oldest institutions in human history set up to handle and manage resources such as information
and their history dates back to the first civilizations of Mesopotamia and summer as far as 2600
BC.

Formal and current definition of library states that library is a collection of sources of information
and similar resources, made accessible to a defined community for reference or borrowing and
provides physical or digital access to material. Now days libraries are not only physical buildings
or rooms, libraries can also be virtual spaces or both. The collection of items and information has
also diversified through times these days many libraries contain collections of books, periodicals,
newspapers, manuscripts, films, maps, prints, documents, microform, CD s, cassettes, videotapes,
DVD s, e-books, audio books and so much more. Libraries need to keeping up with the diversifying
and growing collection of their resources and manage them efficiently and to do so libraries need
to engage themselves in improving the way they handle and manage their resources by using up
to date and standard technologies of managing their resources. Part of this may be automating
some of their systems and also providing essay and user friendly way for their users to access the
library resources.

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The Addis Ababa Institute of technology (AAiT) library was established in 1953 when the AAiT
(Formerly the College of Engineering) was first established by the Ministry of Education of
Ethiopia, and was housed in a set of building in the compound of Technical School of Addis Ababa.
Initially, only a two year program of Intermediate Engineering studies was offered and students
were subsequently sent abroad for the completion of the student leading to a Bachelor of Science
degree (B.Sc.). At this time, the Library was holding about 9,000 volumes and over 300 titles in
Periodicals. And now the library possesses about 30, 000 volumes of books.

Addis Ababa Institute of Technology (AAiT) Library system which is a leading engineering
Information Center in the country which has large number of users has been providing services to
the Institute Community, Scholars and Professionals in engineering and related fields of studies.
The AAiT Library plays an important role in supporting the Institute Mission of excellence through
teaching and research by making information resources easily, timely and efficiently accessible to
all its potential users. For such purposes, building strong libraries for teaching and research is
necessary for any academic institution. The AAiT library provides the vital core services by
facilitating and improving the teaching and learning process of the Institute. As the "heart of the
Institute", the AAiT library dutifully supports all students to tap the resources when searching for
new knowledge and to clarify or to strengthen the knowledge they already possess.

The Institute Library is headed by a Head, Librarian. The Institute Librarian have an overall
responsibility for the well-functioning and development of the Library system. The AAiT library
has structured by both academic and administrative support staff. The AAiT Library have two
divisions namely Technical and Public Services Division. The technical division oversees things
such Acquisitions (Books Selection, Ordering and Receiving based on the list sent) and receiving
cataloged materials and send books to Central Cataloging Department to be cataloged. The other
that is the public Services Division is responsible for development and implementation of
information services to users of the Library in co-operation with concerned Work Units and
Services. It has also a general responsibility for coordinating users’ instructions and identifying
training needs of the staff and for arranging the same when approved. The Division also handles
external relation and publicity of the Library system.

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Over all the AAiT library is and has been striving to provide dynamic and complex library and
information services which require up-to-date and uninterrupted attention, by trying to ensure
services of the highest quality with abundant access to relevant literature in both print and
electronic formats with a qualified staff, because libraries must be the core of university teaching,
learning and research.

1.2 Existing System

The AAiT library just as most libraries in our country has been using the old standard way of
handling and managing library resources and library clients/participants which make use cards,
papers and pens. Recently though the library has partially automated its system and also introduced
digital library service which Manages the Institutes/Department digital repositories; Collects
electronic theses and dissertations in CDs from departments/graduate offices; prioritize a range of
e-resources for subscription and acquisition Identifies and selects library materials/ collections to
be digitized further more Organize e-journals from different sources Provide electronic journals
service to users in addition Ensures the access to electronic resources availability for users.

One of the recently introduced system to partially automate the libraries is an open source library
management software called Koha which the AAiT library uses partially to manage and handle the
library operations. This software is also an online service which requires connection to work thus
making it difficult to perform while there is an interruption in connection. Another fairly recently
introduced system is an on line catalog website where member student’s login and view search
books that are in the Addis Ababa University (AAU) library collection and since the AAiT being
under the AAU it is included in this catalog system.

Not everything in the library is automated. The library still uses old way of managing and handling
resources for short term loan (2 to 3 hours) which make use of pen and papers. Although there is
a automated system for long term loans and other operations of the library it is not being fully used
and utilized because of accessibility issues.

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1.3 Statement of the Problem.

The library has many challenges, Automation and basic technological adaptation are by far needs
more attentions. Longer steps and duplication of works are series bottle necks for the efficient
service addressing of the library. Shortage of proper number of employee including professional
librarians in regarding the size of the services and the library contain in balance approach and clear
dissatisfaction and complaints of the end users. Also the lack of consistency of the online and
automated systems has made the system unreliable for the user and the students.

The current system running, which is an open source software and an online based system poses
some difficulties since the system is not tailor made for the institutes' library, it is a bit difficult to
entertain the libraries specific requirements further more since the system fully depends on running
online connection interruptions hamper the system from effectively providing its services. Making
difficult to rent, return, register or any other library activity which depend on the system. Forcing
the librarians to return to their old ways of using manual handling system to manage library
activities.

The other is that the digital library and online catalog library lack a community around them that
is students are not able to rate, review or comment on specific books to share the experience of
that specific book and suggest each other which books are better suited for specific studies and
researches. The option of rating, reviewing and commenting books gives others ideas about the
books and which book to read from the Digital or the online catalog collections.

Furthermore, neither the digital library nor the online catalog suggest related books when the user
searches a book and that book is currently unavailable. Over all the inconstancy of the digital and
catalog systems has made them not to reside in the students’ mind and limited them from being
utilized efficiently and consistently. More could be done to adders these problems.

Finally, the current system doesn't provide a way to generate automated report such as reports on
books issued or member students when needed.

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1.4 Objective of the Project

1.4.1 General Objective

The general objective of the project is to facilitate the library of Addis Ababa institute of
Technology with a simple and intricate Library Management System by building a desktop
application and a web based system.

1.4.2 Specific Objectives

 Problems that face the librarian when renting and registering a book must be identified.
These problems may be:
- Searching for a book
- Miscommunication between the student and librarian
- An offline access to the database

 The above problems must be addressed in this project. The solutions are provided below:
- To provide an offline access to the library catalog

- Enable the librarians to check out and return books in a digitized and coordinated
manner

- To provide notification of new books to the students

- Enable students and librarians to search for available books

- Provide students with easy access to interact with the library as a whole

 Identify the requirements that must involve in the system

 Analyze and structure the requirements of the new system
 Design a new system

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1.5 Proposed System

Generally Library Management Systems are divided into offline management systems and online
management systems. Offline systems have the capability to add books that are purchased recently
in the Library, search members of the library using certain requests, search books using different
categories and give access to borrow and return books in quick time, while online systems can
make reservations for available books anywhere and anytime, give updated information about
current books in the library and provide students with easy access to interact with the library as a
whole.

This project is supposed to fulfill both the offline and online features of a Library Management
system which includes all the structures mentioned above, but in addition to that this project
provides 3 important features:

 Suggestion system

This is a mechanism where a user will be appointed to related books if not available based
on their search.

 Rating system

Which enables students to rate a book they have used or read which in turn helps other
students to make decisions.

 Generating report

This system generates two types of reports:

 Student record report

 Book Issued report

Student record report includes the books that he/she has borrowed previously and the time she/he
has borrowed the book.

Book Issued report generates the books that are currently available in the library with their
respective quantity.

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1.6 Feasibility study

Undoubtedly the technological component is one of the factor through which a Library is set up
these days. With the growing number of students and staggering number of books, managing a
library is no longer becoming convenient with the traditional and outdated way. Using the right
library management system is key for an efficient library which creates a productive environment
for everyone. Freeing library staff from mundane tasks so that they can focus on delivering the
best service for students.

AAiT library is trying to provide the acquired information within manageable time to its users.
However, increase in the intake of students has created greater demand for library services and
performance of each operation manually, makes it difficult to provide service to students without
losing their time. As stated the existing system is profoundly an online system which can be
adversely problematic for the librarians.

A full scale feasibility study was undertaken for testing the possibility of computerization of AAiT
library. The standard feasibility measurement criteria will be discussed below.

1.6.1 Economic Feasibility

Analysis of the project's cost and revenues in an effort to determine whether or not it is logical and
possible to complete is the idea of economic feasibility study. Since the linchpin of the study is the
accuracy of the demand forecast and analysis of relevant economic patters and trends, we'll try to
view the economic feasibility of the project's development and operating costs.

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 1.6.1.1 Development cost

Cost of personnel is excluded as it’s going to be developed by students on the project. The
department assigned consultants therefore advisory fee isn’t an issue. The development
soft wares are open source and have no cost whatsoever. Hardware cost is irrelevant as
group members have access to PC

1.6.1.2 Operational cost

Operational costs of the proposed system are maintenance, personnel and hosting fees.
Additional hard wares and their maintenance down the road can be considered as a
downside of implementing the automated system. The system requires a trained personnel.
However, training an employee costs little to nothing because it can be done by group
members. Additional web fees are required for the supplementary web page. 12$ a year for
the domain name and 10$ a month for hosting it.

As seen above the cost/benefit analysis has evaluated the effectiveness of the new system feasible,
since the benefits outweigh the cost. The value of the system can clearly be understood and both
the library staff as well as students benefit if is implemented.

1.6.2 Technical Feasibility

Since studying the feasibility of the proposed system requires considering its technical
requirements, we’ll try to compare these requirements with the technical capability of the
organization.

Automated library system deals with modern technology that needs an efficient technical system
to tune this project. All constraints must be in favor of better influence of the system. Keeping all
these facts in mind we had selected the favorable hardware and software utilities to make the
system to make the system more feasible.

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The library management system requires a computer, which is available locally and can be
obtained without a problem. The software utilities are compatible with the existing system.

The potential input of the system may include user and book details as well as date and time of
borrow.

The outputs of the system are date and time the students need to return the book, history list of
books a user has borrowed and screen flagged on the list of borrowers who haven’t returned the
book yet

1.6.3 Operational Feasibility

Operational feasibility is a measure of how well a proposed system solves the problems, and takes
advantage of the opportunities identified during scope definition and how it satisfies the
requirements identified in the requirements analysis phase of system development.

The system we have designed is a library managing application which lets the user and librarians
communicate easily for the convenient access and use of library materials mainly books. The
developed system will solve pressing issues like finding books quickly and renting them to users
to an appreciable degree. It also satisfies the requirements of the project equitably. The system will
have a commendable compatibility with the existing library system by excelling the rate of
interaction with the librarian and the “Person who goes to the library” and also by having more
accuracy than the previous establishment, avoiding human errors, the system errors aside.

1.6.4 Schedule feasibility

The overall time we have allocated for the project is around three months. However the learning
curve might affect the schedule feasibility of the project.

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1.7 Scope and Limitations
This sub chapter provides modules contained within the AAiT Library Management System.

 Authorization and Authentication Module

This module is designed to assure the overall security of the system. Authorized personals are
required to login into the system using their own identification number and password.

 Member Maintenance Module

This module provides access for authorized person to maintain member's profile such as searching,
registering, removing and accessing records. In addition, it provides an option to generate Quick
Response Code (QR Code) for a particular member which will be later attached to his/her ID. This
enables the user to just scan the member's QR code to authenticate his identity before undergoing
any transaction.

 Book Maintenance Module

This module is accessible to all users. Its main purpose is to sustain the book inventory record. It
offers the user to add, remove and update records.

 Book Transaction Module

Book transaction module is a vital module in any Library Management System. When a member
desires to borrow, return or register lost book, this module comes in handy. This module is
accessible to both authorized personnel and member. When member wants to borrow a book,
librarian needs to scan their member ID and status of the book before making it available.

 Report Module
This module presents the administrator various kinds of reports. These reports include:
 Transactions that occurred on a particular date
 List of most rented out books
 Transactions done by a specific member and their information
 List of reserved and available books
 List of members who surpassed their return date for a particular book
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  Search Module
The one problem anyone faces in a library is searching for a specific book. The searching module
provides a simple search mechanism to locate any book within the library. The search could be
done via ISBN, book title, author and category.

 Web Module
This component is designed go help the members acquire information about any book without
having to come in person to the library. It informs them whether a particular book is available or
not.

1.8 Methodology

1.8.1 Data Collection

Data-sets which are mandatory for the project are mainly gathered from the existing database of
the AAiT library. Other information has been acquired by different interviews.

1.8.2 Description of Data-sets

The database includes different levels of information about books that are required by the student.
It includes such details as title, author, subject and ISBN of each book. Another main asset of the
database is that it involves a student databases with their respective information. The databases
mentioned above will be updated accordingly to any adjustment that may occur in time.

1.8.3 Implementation

The project will be implemented based on an Object Oriented Programming Model. Object
oriented approach combines data and process into single entities called objects. OOP provides a
clear modular structure for programs. It offers such features as simplicity, modularity,
modifiability, extensibility, maintainability and re-usability. In general OOP offers a reliable
software development.

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Benefits of Object Oriented Approach:

 Real-World Modelling: Object oriented system tends to model the real

world in a more complete fashion than do traditional methods. Object are
organized into classes of objects, and objects are associated with behaviors.
 Code Re-usability: When a new object is created, it will automatically
inherit the data attributes and characteristics of the class from which it was
spawned.

 Improved Reliability and Flexibility: Object oriented system promise to be

far more reliable than traditional systems, primarily because new behaviors
can be built from existing objects.
 Easy debugging: If a particular object turns out to be a problem, it can be
easily removed and replaced by different object

The project will intend in developing a Web based application that will be integrated with the
desktop application. This application will provide students with easy access to the library. The
platform that will be used on implementation will be selected based on accessibility and
sustainability.

The project will be designed using the waterfall model. The Waterfall model is a sequential design
process, used in software development process, in which progress is seen as flowing steadily
downwards like waterfall through the phases of conception, initiation, analysis, design,
construction, testing and implementation. The advantage of waterfall model is that it allows for
departmentalization and control. It places emphasis on documentation and source code and
provides a structured approach. The waterfall model was selected because it suits projects where
requirements and scope are fixed, the product itself is firm and stable, and the technology is clearly
understood.

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 1.9 Software Project Management Plan
1.9.1 Time Management Plan

ID Task Name Start Finish Duratio Complete

1 Project Title 2016/3/8 2016/3/11 4.0 d. 100%

2 Selection of Methdology 2016/3/14 2016/3/14 1.0 d. 100%

3 Feasibility Report 2016/3/16 2016/3/18 3.0 d. 100%

4 Proposal Development 2016/3/21 2016/3/28 6.0 d. 100%

5 Requirement Analysis 2016/3/28 2016/4/1 5.0 d. 0%

6 Data Collection 2016/4/4 2016/4/8 5.0 d. 0%

7 Database Design 2016/4/11 2016/4/15 5.0 d. 0%

8 Class Modeling 2016/4/18 2016/4/20 3.0 d. 0%

9 Implementation 2016/4/21 2016/5/13 17.0 d. 0%

10 User Interface Desgin 2016/5/16 2016/5/20 5.0 d. 0%

11 Testing 2016/5/23 2016/6/1 8.0 d. 0%

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 1.9.2 Quality Management Plan

Quality control activities monitor and verify that the project deliverables meet defined quality
standards. Quality assurance activities monitor and verify that the process used to manage and
create the deliverables are followed and are effective.
Quality expectations

 The software is user friendly and the system will be able to rent out books and update the
database in real time.
Plan for quality assurance

 We will provide a short term training for the users of the system so they will be able to
use it easily and effectively
 In case of system failure the system will be able to back up data that are found in the
existing database
 We will make the user interface easily adaptable and understandable and the user will be
able to reach any navigation with a few number of clicks

Plan for quality control

 Understanding the customer’s role in the project success

 Monitoring the quality of our own work
 Assigning team members to part of the project they excel in
 Do as much testing as possible to verify that the product meets the requirements
 Accepting the feedback of our classmates during the development process

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 1.9.3 Communication Management Plan

The projects communication management plan will provide an approach for communications and
support for the Library management system. The purpose of the communication management plan is to
facilitate centralized communications between all identified team members. Combining the member’s
needs with methods of standardizing communications will enable processes for conveying project
awareness, status and provide feedback.

Various types of the information are being communicated throughout the life of the Library
Management System. For the purpose of this project four types of information categories have been
determined:

 Project Description
 Project Planning
 Project Execution
 Project Control

A significant amount of the information communicated is focused within the Project team. The reason
for this is the fact that a well-informed team is better prepared to effectively communicate strategy,
goals, objectives and status of the project. As a result of the magnitude of meeting necessary to manage
the project, the members will have face-to-face meeting to review project schedule and the current
project status. We carry out further communications via social networks for status report and assessing
our current status.

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