A Process Of The Existing System

Published Date: 02 Nov 2017

Leighton park international school is a high school department which is located at Kynsey road Borella, Sri Lanka. The school as a small library, it has collection of books, magazines, journals, dictionaries, encyclopedias and other reading materials open for all the students and staffs of the school. The library is still using a card catalogues in searching books and the librarian is still using manual transactions for borrowing, returning and generating reports. The manual process is a hard work and because of it the librarian is having a problem to serve each students and faculties who wish to use the library.

The Process of the Existing System

According to the investigation conducted it is identified that the Leighton park international school current library system is a Manual system. The librarian is using a logbook to record day to day books borrowed from the library. When the book is been borrowed the librarian take note of the book borrowed, the borrower, book information, date borrowed and date returned for each book borrowed.

In book return procedure student is required to return the book before the due date. Once the book is been retuned before the due date the librarian takes the book and then will cut of student’s entry from the book registry indicating that the student no more hold the book. If the book is not returned before the due date the student must pay the fine.

A penalty is given to the borrower if he/she loses the book or the due date of retuning of the books has ended. The penalty for losing the book would be exact charge of the lost book and for not retuning the book on time the penalty is 20Rs.

INTRODUCTION

Scope of the Study

This study was undertaken on behalf of the British Council of Sri Lanka the purpose of this study is to determine the feasibility of converting a library manual system into a computerized system.

For purposes of this study, "feasibility" will be determined by examining the following:

A reasonable and justifiable cost for constructing a new computerized system.

The ability to design monitoring system in order to make computerized the borrowing and retuning of books and all library operations efficiently

And to reduce the time spends on mistakes that happen during manual methods

SYSTEM ANALYSIS

Problems of the Existing System

Transaction of borrowing and retuning a book and also searching for student details and books is consuming more time

And to record the list of books borrowed and books available in the library inventory management require large workforce

Due to inaccurate details like issue/return of the books are not properly maintained in the logbook students tend to escape from penalties.

The books in the library shelves are not kept in a proper order there for members find it difficult to search books.

Proposed system

To solve the manual system difficulties discussed below the IS Consultant as proposed a system called:

The LMS1.0v (Library Management System 1.0v) is the automated computerized system for managing the activities of the school library.

Feasibility study

Technical Feasibility

The proposed systems is technically feasible because their will not be much difficulty in getting required resources for the development and maintain the system. Since the school already as highly qualified IT engineers who could develop and maintain the system and database leading to utilizing resources which are already available. And also the software can be deployed on any machines having Turbo C++ Compiler and the software requires minimum hardware requirements.

Software and Hardware Limitations

Hardware

Computer with a minimum of 2.20 GHz processor

2 GB of Ram

20 to 30 GB of free hard disk space for full installation and to store data.

Minimum 256 MB of graphic adapter available for a good resolution

Printer to print reports

Software

The software will run only on Windows XP, Windows 7 and later operating systems

SQL should be installed to handle the database.

Operational Feasibility

Performance – the LMS1.0v would enable the librarian to process the transaction of books faster comparing to the manual system. The System does have the following functions such as the user can add members, add books, search members and books, update information and make the transaction of books in quick time.

Information – the LMS1.0v does generates reports accurately in time and store details about the books being borrowed and returned in the database in a useful format.

Economic – the LMS1.0 v would reduce the amount of cost and increase in the level of benefits such as the operation of borrowing and managing inventories is paperless because the system allows to store library data in the database therefor users do not need any papers or logbooks any more leading to reduction in cost.

Control – the LMS1.0v provides maximum security in handling data and information only the librarian and Admin could access using a given Username and Password

Efficiency – in terms of efficiency the two systems provides a greater support and the data is processed when needed and a bit of effort is needed in completing a book transaction since the LMS 1.0v does everything in short time and the process of searching books become much easier because the user just need to insert the information of the book such as Book ID or Book Name and system will find and view the books items such as the author of the book, category and publisher and also the book shelf number the book is located.

Service – the LMS1.0v provide a huge service to both users the librarian and the Admin. The LMS1.0v provides a user friendly interface with dropdown button menu, list box and checkbook to make input entry easier to understand to the users. And the system is easy to learn any one with bit of training could catch to handle the interface of the system .And it supports the users by producing accurate, consistent and reliable results.

The PIECES Frame work Show clearly that proposed systems are in capable of doing the required job for the users. Therefor it is Operationally Feasible.

Economic Feasibility

The cost incurred in developing the LMS1.0v Software product is nothing in comparison to the amount of expenses made by the organization in managing the library activities. The expense of building this software is one long time investment but its maintainability is very easy.

Table 1 Cost of operation of the manual system for the year 2011 – 2012.

No

Description

Cost

01

Manpower (Salary)

Rs. 4,80,000(per year)

02

Materials

Rs 74,000

03

Equipment Cost

Rs 53,000

04

Other Overhead Cost

Rs 82,000

Total

Rs 6,89,000

Table 2 Capital and Incremental cost of operations of the proposed system

No

Items

Capital Cost to be invested

Incremental cost to be invested

1

INVESTMENT COST

1.1

Computer

Rs 80,000

1.2

Development of the LMS1.0v Software

Rs 1,50,000

2

IMPLEMENTATION COST

2.1

Room Preparation Cost

Rs 25,000

2.2

Data Conversion Cost

Rs 10,000

2.3

Consumables

Rs22,000 (per year)

3

OVERHEAD COST

3.1

Maintenance of the S/W & H/W

Rs 1,00,000(per year)

3.2

Man-power (Salary)

Rs 2,40,000(per year)

Total

Rs 2,65,000

Rs 3,62,000

Total

5,05,000

The cost of the proposed system is less than the existing system which includes manpower materials, equipment and overhead cost. At the same time the system will be able to generate financial resources to make the proposed system cost beneficial along with many intangible benefits like for example the system allows faster response time and accuracy in providing information can improve the quality of the library services and the availability of statistical information from the proposed system (LMS1.0v) would lead to effective decision making and waste reduction. Hence the proposed system is economically feasible.

Schedule Feasibility

Context Diagram

DFD Level 1

Entity Relationship Diagram

C:\Users\DELL\Desktop\entity3.jpg

Data Dictionary