Background of the Problem

LUCI committed to the task of bringing about a transformative education into the community

it serves, is an institution dedicated to Academic Excellence, Discipline, Values Formation,

and Service to the Community.

The school was established in September 18,1931 a day before the 918 (Sept. 18, 1931)

incident in China, when the Japanese imperial army invaded the northern part of China. In the

beginning there were only more than ten pupils.They made use of the Bodega as temporary

classroom and hired Mr. Yu as Teacher & Principal.

In 1940, the student population had increased tremendously, the group thought of

organizing the Board of Trustees. The school was able to acquire a house and lot as our school

building and Basketball court at the back. The students had increased to more than 30.

1941 during the Japanese occupation the school stopped operation.

1945 after the war, our school was lucky for not being destroyed be the Japanese

bombardment of San Fernando.

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

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

material, and may be a physical building or room, or a virtual space, or both. Before the

evolution of computers, all the details in a library used to be maintained manually. This is not

advisable because maintenance and retrieval of information becomes tedious. Modern computers

have the capability of handling numbers of tasks with intelligent control over the whole process.

An automated library system automates a library by storing all the details involved in

maintaining a library.

Problem StatementHow to design, develop and implement a LUCI Computerized Library System?

Specifically the study aims to answer the following problems.

How to develop a system that will easily manage and simplify

accessioning of books and will create catalogue cards automatically?

In accessioning of books the librarian manually store all the needed

information of the book like the accession number, classification, author,

book title, edition, volume, no. of pages, source of fund, price, publisher,

year, date received and remarks in the accession log book record.

The manual process for preparing catalog cards consumes a lot of

time for the librarian knowing to the fact that the librarian needs technical

reading to the different book references to get the DDC, author’s code and

subject heading of the book.

How to develop a system that will easily check the availability of

books?

Manually searching of books takes time just to identify if the

book is existing or non-existing. Some borrowers as well as the librarian

has to check first the availability of books by looking at the bookshelves

or refer to the card catalogue to look if the book is available to borrow.

How to develop a system that will regulate library policies and

procedures relative to book circulation?

LUCI library is open from Monday to Friday from 8:00 am to 4:00 pm

for all LUCI students and personnel including guests outside. The policy

inside the library, a student borrower can borrow a maximum of two books in

the library from as early as 4:00 in the afternoon as long as the book is

available likewise for books for take home use and should be returned at 8:00

am to 9:00 am at the next day. The librarian cannot easily detect delinquent

borrowers for unreturned materials because the librarian is a class teacher in

charge for the students and is also a Cashier and she cannot keep monitoring it

daily.

How to develop a system that will speed up the computations of fines?

For the computation of fines, the librarian uses calculator to

compute penalties for overdue books. Computation for this penalty takes a lot

of time and confusing on the part of the librarian especially if there are

multiple overdue dates. Overdue books cost P5.00/day/book.

How to develop a system that automatically generate reports?

Currently the librarian performs physical book inventories and

prepares accession and or subject course reports by encoding it using the MS-

Word application. Due to the manual preparation of reports the librarian

cannot provide this immediately.

How to develop a system that will secure the necessary files in a

computer?

LUCI uses filing cabinet and shelve to store important files or data in their

library. If files are kept in a filing cabinet and shelve, they are prone to

loss or sometimes documents can be possibly mixed up with each other

which result to unorganized management of records.

General objectives

The study aims to develop a Computerized Library System for LUCI

section in order to minimize the work of time of the librarian to transact in the

area and at the same time to get faster transaction for the borrower to borrow a

book inside the library.

Specifically the study aims to:

To develop a system that will easily to manage and simplify

accessioning of books and develop a system that creates catalog cards

automatically.

The proponents developed a maintenance that will minimize

the time spent in accessing newly arrived books having multiple or various

copies. The proponents developed a maintenance that should be able to

generate modified catalog cards and a dialog box will appear asking the users

if they want to print 3 types of catalog cards namely the author card, title card

and subject card. It will automatically generate the three kinds of catalog

cards which are based from the information of the accessioned book. These

card catalogs will be automatically generated upon clicking the button

“Print”

To develop a system that will easily check the availability of books.

The system includes a maintenance used to search the availability of

books which can be accessed by the librarian or the borrowers.There will

be status of the book namely, available, not available or borrowed, lost,

etc. or how many copies available to be borrowed by students.

To develop a system that will regulate library policies and procedures

relative to book circulation.

The system includes a module used to automatically generate fines for the

overdue books and it can easily identify when will the borrowed material

be returned and if a borrower has failed to return the book on its due.

To develop a system that will speed up the computation of fines.

The system will automatically computes for the fines of the students with

overdue books. It displays the name of the students, list of borrowed

overdue books and inclusive dates of penalty computation.

To develop a system that generates reports automatically.

The librarian will no longer encode the necessary information of the report

because all the information of a book is already encoded in the system,

ready for printing. This system module generates reports like list of

borrowers, books, classifications, reference section, calendar records,

penalties and rates, payment accumulations, report for audit trail and user

log.

To develop a system that ensures safekeeping of files in the library.

Users that are authorized to access the main system are the following: the

librarian and the assistant librarian. Only the librarian will be able to

create new users. There are back-up and restore/recovery utility that can

be used in case of problems like system collapse.

Scope and Limitations

File Maintenance

Archive Books

This maintenance is used for archiving book records.

Archive Borrowers

This maintenance is used for archiving borrower’s record and

information.

Books

This maintenance is used to search, modify and delete

book status or state.

Borrowers Maintenance

This maintenance is used to view and modify

information of the borrower.

Calendar of Activities

This maintenance is used to add, modify and update

calendar activities to the database.

Cutter-Sanborn Table

This maintenance is used to add, modify and update the

Cutter’s table to the database.

Dewey Decimal Classification

This maintenance is used to add, modify, and update

DDC to the database.

Sub-Classification

This maintenance is used to add sub-classification to the

database.

Subject

This maintenance is used to add new subject

classification title.

Penalties with Rates

This maintenance is used to add, modify and update the

penalties relative to amount charge to overdue book(s).

Receipts/Issued Receipts

This maintenance is used to record transactions and

issued official receipts.

Transaction

Acquisition

It is used to record all the acquired/received books from

either donation and or purchased.

o Accessioning Panel

It is used to record newly acquired or received

books by assigning accession number for each copy

automatically.

Borrowers

This maintenance is used to add, modify and delete

borrowers.

Book Circulation(Borrow/Reserve/Return) Section

It is used in the borrowing and reserving of books of the

borrower likewise in the returning of books as well. Also by using

barcode reader/scanner an electronic device for reading

printed barcodes.

Book Cards (Search Book Information Panel View)

It is used to search books from the library.

Cataloguing Section

It is used to generate catalog cards for the accessioned

reading materials.

Penalties and Payments

It is used for taking charges for books.

Library Cards

It is used to serve as access for student users.

Inquiry

Availability

This system inquiry contains the list of returned

books and its book summary.

Borrowed Books

This inquiry displays the borrowed books.

Book Listings

This inquiry shows the state or status of the books,

returned, borrowed and search books.

List of Borrowers (Profile/History)

This inquiry displays the list of borrowers (student,

faculty, guest) and information of borrowers such as ID no (auto

generated), name, grade or year and section and address. Also

contains information of the book such as accession number,

title, author, date borrowed, due date and date returned.

Payments w/ Penalties

This inquiry contains the list of borrowers that have

balance from library relative to settled and unsettled accounts.

View Catalogues (OPAC)

This inquiry contains the card catalogs (title card,

author card, subject card).

Report Generation

Audit Trail

This report contains the record operations like

create, update, delete and save.

Book Reports

o Statistical Reports

This report contains the statistical inventories of

books.

o Classification

This report generate different classification

o Operation Status

This report contains the operational status books

inside the library.

Classifications(DDC)

This report contains the list of classifications.

Reports for Penalties w/ Rates

This report contains the list of penalties of overdue

books.

List of References

This report contains reference books that contain

magazines and newspapers, lists information such as number,

title, and author.

Calendar of Activities

This report contains the calendar activities that the

system set in.

Penalties and Payments Accumulations

This report contains the received and settled

accounts.

User Log Reports

This report contains the list of user logs.

Utilities

Archiving Properties

This utility is used to make an option or set desired

archive settings for borrowers and books that will be put into

archive section.

Borrower Properties

This utility is used to add, modify, delete and update

type of borrower.

User Level Maintenance

This is used to set the user level maintenance that

can get access inside the system.

View User Logs or Audit Trails

This utility contains the list of the log-in time, log-

out time and date when the user used the system.

System Backup Database

This system utility is used to create a back-up or

another copy of files stored in the original database.

System Database Recovery or Restore

This is useful whenever there is a need to recover

list. Archiving of a particular record is also included.

System Database Connection (Network)

This is useful whenever there is a need to recover

list. Archiving of a particular record is also included.

Modify System Date & Time

This system utility allows the librarian to adjust the system date and time.

System Security Lock

This utility locks the system whenever the librarian

wishes not to terminate the system.

Methodology

We search for a methodology that will be applicable for our proposed

system and we decided that the appropriate model is water fall.

Waterfall model is a sequential software development process, in which

progress is seen as flowing steadily downwards (like a waterfall) through the

phases of Conception, Initiation, Analysis, Design, Construction, Testing and

Maintenance.