CHAPTER I
INTRODUCTION
System Development is a conceptual model used in Project management
that describes the stages in information system development project, from an
initial feasibility study through maintenance of the complete application there are
several types of Software Development Life Cycle (SDLC) methodologies.
In developing a system the concepts of system developed must be
followed, in order for the development to be organized.
The development starts in analyzing the current system used in the
company. The proponents must understand first the flow and how the current
system works, they also must recognize the problems occurring in the current
system.
Next step is designing the new system that will replace and eliminate the
problem occurring in their current system. In designing a system the proponents
and use different design tools like Input Process Output (IPO), Hierarchical Input
Process Output (HIPO), flowchart and data flow diagram (DFD).
After designing phase is finished, coding phase starts. Using different
programming languages like JAVA, Visual Basic.NET to be used as a front end.
And SQL, MySQL, Oracle as the backend. The proponents will start to create the
structure of the system. They will start to generate programs and database
needed in the system.
After all the modules are completed testing phase is conducted to identify
errors and problems in the new system. Before implementation the new system
must be tested in terms of its performing and robustness. It can be tested
unitarily or as a whole or it can be tested module by module, testing the
subsystem for errors and issues regarding to its performance and robustness.
Then the implementation starts the software will be delivered into the
company and will be installed into the company’s environment. The
implementation phase it’s not just a matter of delivering and installing the system
the proponents must also conduct a series of seminars orientation and
workshops for the users and administrators for them to understand and learn
how the new system works and how to use it.
In the maintenance the proponents must allow the system for future
improvement. They must consider that technology is ever changing and the
system must adapt to this change.
And the last phase of system development life cycle is the evaluation
phase the proponents will solicit feedbacks to the users. Like how the new
system performed, How about its accuracy in performing processes, its capability
did it answer the needs of the company how efficient it is and the integrity of the
system in generating information.
A library is a collection of information, sources and services, organized for
and services are used by people who choose not to-or cannot afford to purchase
an extensive collection themselves.
Computer Technology is a perfect example that offered a great impact in
the society. The effectiveness of the technology had been greatly recognized and
has been utilized by different industries. One of which is the educational
institutions. The technology help students and faculties to perform much better in
the task they do.
One possible function of this technology is the library system where
students and faculties gather information. Automation of the library system by the
use of computer technology will greatly improve the performance of the people
using the system.
Since the library is no different from any firm and institution, considering
the use of computer technology to perform a given task will be efficient.
Librarians have the responsibility not only to know about the ways in which
libraries will be managed using techniques of automation, but also to be aware of
the changes that automation can bring to the library services in the near future.
The traditional concept of a library is radically changing together with the
rapid advancement of technology. From a place to access paper record or books
to the most advance information resources including the internet, digital libraries,
and remote access to a wide range of information sources. Librarians often
called information professionals, combine traditional duties with task involving
quickly changing technology.
Librarians have the responsibility not only to know about the ways in
which libraries will be managed using techniques of automation, but also to be
aware of the changes that automation can bring to the library services in the near
future.
Library System is a necessity for the students and faculties. It manages
the operation in the library including the logging-in, Borrowing and Returning,
Book Search and Book Inventory. These are some reasons why Library System
is important for their everyday task in school.
The proponents found out that Shepherd Angels Christian School needs
to have an Automated System for the benefit of students and faculty. The
Automated Library System utilizing Barcode Technology is a system
development program to replace the manual transactions on the said institution.
The proponents’ aims to offer solution to the problems encountered
regarding library procedures and management, and to provide user-friendly
system for their ease and comfort. The system responds to the needs of the
library staff, students, and faculties. It will improve the quality, speed, accuracy
and efficiency of services. Users will spend less time in searching for information
and be able to check out more books quickly.
Converting a manual library system to a Computerized Library system
has many advantages such as the accuracy is increased, the data entry can be
done in a very high speed, more appropriate information, and less labor cost and
better services can be offered to users.
The proposed system will implement barcode technology and the process
will be done using Local Area Network (LAN) – based computer and printer. This
will greatly decrease the time needed to transfer data.
LAN is a collection of interconnected computer that can share data,
applications, and resources, such as printers. It is only limited within a single
geographical location. LAN uses cable as a primary transmission medium. A LAN
enables the fast and effective transfer of information within a group of users and
reduces operational cost. It is easy to share devices and data with other
computers and setup cost is low.
With the use of barcode reader, there is no need of counting one by one
the books in the library. Each book will be provided a unique barcode to be used
by the software to access the database that contains information such as Book
number, Book title, Author, and Category.
Barcode technology plays an important role in automating the functions of
the library, especially in borrowing and returning books. It also help the librarian
to monitor the books within the library. It will greatly increase the accuracy and
effectiveness of the operations performed.
Barcode technology provides a simple and inexpensive method of
encoding text information that is easily read by inexpensive electronic readers.
Bar coding also allows data to be collected rapidly and with extreme accuracy. A
bar code consists of a series parallel, adjacent bars and spaces. Predefined bar
and space patterns or symbologies are used to encode small strings of character
data into a printed symbol.
Bar codes can be thought of as a printed type of the Morse code with
narrow bars (and spaces) representing dots, and wide bars representing dashes.
A bar code reader decodes a bar code by scanning a light source across the bar
code and measuring the intensity of light reflected back by the white spaces. The
pattern of reflected light is detected with a photodiode which produces an
electronic signal that exactly matches the printed bar code pattern. This signal is
then decoded back to the original data by inexpensive electronic circuits.
Combination of barcode technology with computer and application
software improves the accuracy of the information, speeds up the performance,
and increases the productivity. Using Barcode technology in the library will
prevent errors, ensures total integrity of collected data, and avoids piling up of
entry work for the counter staff and transactions are made easy.
Background of the Study
In August 30, 2001, was the recognition of Shepherd Angels Christian
School (SACS) by the Department of Education (DepEd), built at Lot 4, Block 18,
NHA Avenue, de La Paz Antipolo City. The school is a corporation owned by
Diosdado A. Rubang,who attained first year on Political Science in college. In the
year of 2005, the Elementary level of SACS was recognized by DepEd. And then
in the year 2007, The High School was also recognized. They started with three
(3) tutors only with one classroom which is the canteen now and one teacher
named Mrs. Nonila A. Rubang, who is now the board secretary and registrar. On
the following year, nine (9) pupils. On their second year they extend the building
which is the first floor and they have the elementary level but it was grade 1 up to
grade 3 only with thirty seven (37) pupils. Year 2002-2005 the number of pupils
increased to One Hundred Ninety Six (196) pupils. That’s why they extend the
number of building and rooms. They have their third floor and 9 rooms when they
have One Hundred Ninety Six (196) pupils.
When the fourth floor was done, they accept high school enrollees up to
3rd year only, at the school year of 2006-2007 having an approximate two
hundred ninety seven (297) pupils and students from nursery up to third year
high school. Of course as the number of students increase, they need to hire
more teachers to accomplish the need of the students. They start with only one
teacher, and then it became four (4) and then became six (6) when students and
pupils number growth. They hired another two (2) more teachers when they had
a high school department
As of now, they have more than four hundred (400) numbers of pupils and
students including the NKP Department up to high school department with the
seventeen (17) teachers.
The school year 2007-2008 is so much blessed and thankful from them
simply because the Shepherd Angels Christian School was recognized by
Department of Education. They are also a member of Antipolo Christian School
Administrators Club Inc. (ACSAC), SACS is accessible to all transportation
facilities like tricycles, jeepneys and busses. N.H.A. avenue Antipolo, corner of
Sitio Brgy. Dela Paz, Antipolo City.
The school has no specific librarian. The persons involved in the library
are the teachers. To register in the library they need from students two (2) pcs
1x1 I.D picture, name, add, tel.no and signature to prepare Borrower’s library I.D.
and the information is recorded in the log book. They don’t use card catalogs
because elementary students can’t handle it properly.
In the process of borrowing books, they also use log book in signing up
the borrower’s name, time, name of the teacher that give the book and the title of
the book, when the borrowed books are returned, the teacher that is assigned in
library, observe the borrowed book if it is damaged or not and log it onto the log
book. Damaged books will be paid depending on the thickness of the book.
Only two books are allowed to be borrowed by the borrower within three
(3) days but there's no penalty incurred .If they did not return the said book on
time. All the books on the library can be borrowed except for the encyclopedias.
In terms of acquiring new books and other reading materials, they request
to the school administrator. They record book details into a computer manually
by using Microsoft Excel that serves as the inventory. The most common
problem that they encounter is when the borrower forgets the date of returning.
Because there is no penalty incurred, the borrowers are not afraid to not return
the book on time until the borrower forgets about it.
Mission and Vision
Mold him well
Infuse in him
Adequate Knowledge,
Right attitude,
Competitive skills
Desirable Traits, Strong and
Positive values
That they may
Face challenges with confidence
And dignity and live a fruitful
And meaningful life
Organizational Chart
Figure 1.1 Department Head
Figure 1.2High School Department
Figure 1.3 Elementary Department
Figure 1.4
Preparatory Department
Statement of the Problem
Shepherd Angels School uses manual procedure for their library
transactions which includes the borrowing, returning, searching, inventory and
other book transactions. There are inadequacies and implications as observed by
the proponents, which needs to be enhanced and improved.
The following are the problems encountered by the end-users:
1. Searching of books and other library materials is done manually using the
traditional card catalogue, which is time consuming.
2. Security is not sufficient in the current system, therefore any users can
access all the recorded information in the log book.
3. Inventory of books in the current system is difficult because the books are
monitored based only on the information in the log book. And the librarian
couldn’t find out easily if a certain book is unavailable, returned, borrowed,
or lost.
4. In case of information loss there is no back-up plans, therefore the
recorded information has no chances to be recovered.
5. The information cannot be shared to other workstations. In order to do so,
they need to get the information manually which will consume time and will
slow down the process.
Objective of the Study
With all the problems presented above, the proponents came up with the
solution of improving the library procedures to make it more reliable, efficient and
user-friendly to all its users.
1. The existing system uses a card catalogue in searching of books,
therefore the proposed system will implement the search module
wherein the users will search the books according to its book title, book
code, author and category. By finding its classification, the transaction
takes faster compare to the manual system.
2. The proposed system will implement the security module wherein the
user/s and administrator will enter their unique username and
password and levels of restrictions before accessing the system. This
module will highly secure all the information recorded into the
database.
3. The system provides a Report module that displays summarized
information such as borrower’s personal information, book details, list
of newly acquired books, lost books, overdue books, book quantity
according to title. Makes it easy to monitor if a book is returned or lost
at the end of the school year. The system can also generate report
daily, weekly, and monthly.
4. The proposed system will implement the maintenance module where
all the recorded information will back-up into an external storage if in
case of information loss the records can be recovered.
5. In order for the users to share their information the proponents will
provide the LAN-based system by connecting the computers into the
database. These enable the users to easily retrieve their needed
information in on time.
Scope and Limitations
The study will deal about the flow of library system, such as borrowing and
returning. In gathering information and using it on a computer system, the
proponents have to know the scope and limitation of the study.
The Registration and Verification module, those users who completed to
fill up their personal information the system will verify the user’s account. Only
the librarian may encode newly acquired and lost books to the database. The
Registration option is also available at the log-in window.
Only respective users can view their account status such as books that
borrowed and the day of returning.
The user will enter a unique username and password which is a case
sensitive that consists of eight to twelve (8 to 12) characters long. The “forgot
password” will automatically appear to the window in case the user name or
password forgot by the user in three consecutive trials.
In borrowing the librarian checks the borrower’s information and the book
details including the date when the book was borrowed. This module also checks
the details of book such as book number, title, and author by scanning the
barcode of the book. . Borrowed books will be recorded to the system and will be
updated once the book is returned.
The librarian checks the borrower’s information also the book details and
the date of returning. The librarian will scan the books to be returned whether it is
returned on time or not.
A barcode generator will be used in reading the newly acquired books and
record the book barcode using Dewey Decimal Classification together with its
book number, title, author, and its category. The system will record all the
borrowed and returned books and save it into the database.
The inventory can only accessed by the administrator at the same time,
the system will generate the total number of available books as per specified title
from the library and also the system will also update the status of the book,
whether it is borrowed, returned, and available.
The system will summarize all the information of the borrower’s personal
information, book details, list of newly acquired books, lost books, overdued
books, book quantity according to title and audit trail report.
Reports can be generate daily, weekly, monthly, or at the end of the
school year.
The maintenance module will help the librarian to manage data and to
maintain its accurate and reliable information. This module the system will
provides backup plans such as database that can be copied into an external
storage or flash disk based.
The search module can only be used in searching a specific book
according to its book title, code, author and/or category. The system will
automatically arrange the books by its classification and it can display to the user
if the book is available or not.
The help module contains easy tutorials to younger borrower. This
Includes Definition of terms for users those are not computer literate.
The proponents will be using Visual Basic.Net 2010 as the front-end. The
structure of the Basic Programming language is very simple, particularly as to the
executable code. It is an object-oriented programming language that allows the
programmers to visually arrange components or controls on a form, specifying
attributes and actions of those components.
Microsoft Access 2010 will be the back-end of the system. Design
capabilities that do not require deep database knowledge and it is compatible
with the Visual Basic.Net 2010 and provide a large amount of data can be stored.
This application can be easily to use in recording the information, and a
user friendly compare to other applications such as SQL, and Oracle.
The proposed system has its limitations in terms of functionality. The
proponents may not suitable in any damage in the system when natural
calamities that may occur. The system can only be used for transactions inside
the library and will not cover any other external transactions such as enrolment
system.
The proposed system cannot be connected to other system such as
payroll system, grading system, and enrolment system. The system does not
have any concern to request and upgrade new version of the book.
The system does not include penalties for the students that are not
returning the said book on time. The registrar made decision of imposing
penalties.