Design and implementation of a computerized library offense

documentation system

ABSTRACT

A library is an institution of knowledge acquisition and learning; it

provides invaluable serves to students, information server and to a wider

local community. Several libraries have suffered failure as a result of

inadequate management and incapacitations in handling sensitive

information as regards members of the library.

This research therefore, aimed at developing a library offence

documentation system, which will help to keep records of library

offenders.

In the course of the development of this new system, the current system

was analytically and critically studied or assessed and thus the identified

strengths and weaknesses were highlighted and a new system was

designed for the weakness.

The present system was analyzed using a standard procedure

recognized worldwide for such purpose and this is called Structured

System Analysis and Design Methodology (SSADM). PHP (Hypertext

pre-processor) was used to code the program modules developed for the

system using some computer aided design tools.

1
 CHAPTER ONE

1.0 GENERAL OVERVIEW

1.1 INTRODUCTION

A library is a Latin word “liber” means book is an organized & collection

of information resources made accessible to a defined community for

reference or borrowing. It provides physical or digital access to materials,

and may be a physical building or room, or a virtual space. Globally

library is an emerging knowledge-based society of the twenty first

century because people need information to sustain their growth

development, and intellectual capital investments knowledge and

information have become wealth generators which make library a vital

tool since it is repositories of reference resource, stacked with books and

other information dissembling sources. A library is an institution of

knowledge acquisition and learning; it provides invaluable serves to

students, information server and to a wider local community (Ugah,

2007).

1.1 As earlier stated in section 1.0 A library is an organized collection

of sources of information and similar resource, made accessible to a

defined community for reference or borrowing. It provides physical or

digital access to material and, maybe a physical building or room, or a

virtual space, or both. (Casson&Lionel, 2002). A library’s collection can

include books, periodicals, newspaper, manuscripts, films, maps, prints,

2
document, microform, CDs, cassettes, videotapes, DVDs,Blu- ray Discs,

e-data based and other formats. (Allan;1984). A library is organized for

use and maintained by public body, an institution, a corporation or a

private individual public and institutional collection and service may be

intended for use by people who choose not to –or cannot afford to

purchase extensive collections themselves, who need material’s. (Rany,

2013). In addition to proving materials, libraries also provide the services

of librarians who are experts at finding and organizing information needs

for libraries by providing quiets areas for studying, and they also often

offer common areas to facilitate group study and collaboration. Libraries

often provide public facilities for access to their electronic resources and

the internet modem libraries are increasingly Bing redefined as places to

get unrestricted access to information electronically. There are different

types of libraries depending on the information that are retrievable. There,

user accessibility of the information. These factor had led to the

classification of the library into several categories including, national

library which serve as a national repository of information, researcher

library, reference library which does not lend books or any other

information material and academic library. (Nicos& John,1978). This

research Focusing on academic library, since it often serve number of

services to students to provide student necessary tools needed for their

succeed in their programs.(Casson,2002) These workshops may include

3
help with citations; effectives search techniques journal database, and

electronics citation software. (casson, 2002) Since library provides

service to different individuals laws/rules of the library are formulated,

designed to preserve the material and the activities in the library both for

the librarians and the user to have accessed to the information needs. The

establishment of these rules & regulation are variably achieved by

conducting logical evaluations by seeking the opinions from the librarians

and the user to device an appropriate sanction for offender. Although it

has been looked at or defined variously this aspect of library management

can as well be computerized to meet the evolving nature of the library

service. We live in an information age, and libraries are expected to use

information and communication technologies (ICT) to provide

information more expeditiously and exhaustively to their user than easer

provided. Computerized of library “housekeeping” operations is an

important activity in this context. “Automation” when used in a library or

similar environment, refers to the computerization of activities

(Sadanandanshamin, 2008).

Library automation or computerization refers to use of computers associated

peripheral media such as magnetic tapes, disks, optical media and utilization of

computer based products and service in the performance of all typesof library

functions and operations. Computer are capable of introducing a great degree of

4
automation in operations function since they are electronic, programmable and are

capable of controlling a process (Ryan, 2013). Use of information and

communication technology in the process control of library will move the library

operation economically feasible (Roberts & John marres, 1997). The capabilities of

computer associated peripheral media & its application in library activities and

services can led to a highly significant quantitative and qualitative improvement of

operation.(Sadnand& Shamin, 2008)

1.2 STATEMENT OF PROBLEM.

Prior to computerize, library tasks were performed manually and independently

from one another by Selectors ordered materials with ordering slips, indexed them

with the card catalog and documentation of library offences is usually a by task

because of lack of comprehensive report.

1.3. AIM AND OBJECTIVES

The aim of this project is to design and developed a computerized system for

detection of library offence.

The following are the objectives of the project

1. To design a computerized system for detection of library offence.

2. To developed algorithm that will be used in implementing the design

computerized system for detection of library offence that will help in

registers of offence and sanction against offensive users.

3. To safely keep the list of offensive users.

5
4. To computerize the description of offence.

1.4 SCOPE OF LIMITATIONS OF THE STUDY

This project cover the designing of a system that collect information of a

library user borrower at his first entrance (these information include

name, Department, course, home Address and the borrowing duration of

materials ) and it is limited to library users only.

1.5 SIGNIFICANCE OF THE STUDY

The present educational policy emphasize on self-study, experiments,

field study and research rather than classroom study. Therefore, library

has to play vital role in the higher education to meet user requirement.

Hence the significance of this project:-

1. Is to play a vital role in the higher education to meet up with

evolving trend of library user’s requirement.

2. It enhances optimum merit of automation functions &

comparatively low cost in the use of computerized library facilities.

3. This also eases the automation of the library offences to ease the

work of librarian, facilitate collection or more detailed data which can

assist Liberians in proper management of library.

6
1.6 DEFINITION OF TERMS

1.6.1 LIBRARY

This is an institution which hold books and other forms of stored

information for use by the public, it is usual but not a defining features of

a library, for it to be housed in a building, to lend items of its collections

to member either with payment or without payment and a provide various

other services for its community of user.

1.6.2. COMPUTERIZED

Computerizes of library “housekeeping” operations is an important

activity in this context. “Automation” when used in a library or similar

environment, refers to the computerized or mechanization of activities in

the library.

1.6.3. OFFENCE

In this context of library, it is the transgression or violation of the law or

moral requirement of the library activities. Since libraries are institutions

that provide services to the people, laws are established to regulate the

established moral rules, users that violate these rules are said to have

commit offence against the rule of the library.

1.6.4. PENALTY

A punishment for violation of the rule or an infraction of the daily or

procedures.

7
1.6.5. LIBRARY STAFF

This is the general term used for individual attending to the daily

activities of the library.

1.6.7. LIBRARY DATABAS

This is also the general term used for the database that runs the library

systems.

8
 CHAPTER TWO

2.0 LITERATURE REVIEW & SYSTEM ANALYSIS

2.1 LITERATURE REVIEW

Traditional collection of books use for reading or study, on building or

room in which such a collection is kept (Casson&Lionel, 2002). The

word derives from the Latin liberi “look” where as a Latin red Greek

word, bibliotheca, is the origin of the word library in German, Russian,

and Romans language from their historical, beginning as place to keep the

business legal, historical, and Religions record of a civilization, library

have emerged since the middle of 20th Century as a far-reaching a body of

information resources and service that do not even required a building,

rapid developed in computer, telecommunication, and other technology

have made it possible to store and retrieve information in many different

forms any place with a computer and a telephones connection(Rany,

2013).The terms to digital library and virtual library have begun to be

used to refer to the vast collection of information in which people gain

access over the internet cable television or some other types of remote

electronic connection (Nicos & John, 1978).

9
2.2 FEASIBILITY STUDY

This explains how viable it is to carry out the design and development of

the proposed system. It explains economically, operationally and

technically how feasible it is to carry out this project work.

Economically:

The existing system compared with the features and functionality of the

proposed system, shows that it is viable to keep on with the development

of the proposed system. The requirements (hardware and software) need

for the development of the proposed system is available and it does not

cost much to acquire it.

Technically

It is technically feasible to develop systems that will detection of library

offences in Niger Polytechnic as Institution and to time upgrade of the

system. What is required for the system to operate technically is software

like operating system and it is available and can be seen viable. Therefore

it is technically feasible to carry out this project since all that is required

can be available and when developed it won’t technically cost much.

Operationally:

From the study of the existing system compare to the proposed system we

can therefore conclude that the development of the proposed system is a

feasible idea. In view of the above study the hardware component

required for smooth operation of the proposed system are CPU with

10
RAM, HardDisk, DVD/CD ROM to enable proper functionality of the

system. The use of this component will be more appreciated and this

makes it feasible.

2.3 SYSTEM ANALYSIS

The analysis of the existing system and the proposed system is described

from the research known as fact finding. The process and methods use in

the fact finding procedure are as follows:

2.4 FACT FINDING

This process entirely entails the ways and how records and data are

collected for the purpose of developing a new system. Data has to be

collected in order to make meaningful analysis, collection work because,

if wrong data is collected or a kind of bias has been show during the data.

Data that are collected for conclusion purpose and used for that purpose is

known as primary data that is collected from the source the merit of it is

that the information is obtained directly from the original sources. Data

gotten from other aspect from source are called secondary, data, there are

different method of data collection used in this project work which

include document and personal interview method were used.

11
Methods of data collection

The method use in collecting of data for the development of the proposed

system is from the primary sources of data collection and they are

explained as follows.

1. INVESTIGATION: - In this phase, the existing system is studies

closely to discover the true nature of the problem that lead to the request

for an investigation, at the same times. The analysis can again be a better

understanding of the way the system operates. There is a string possibility

that a recommendation from someone who know the system well find

favour with management

Documentation

This is a method of data collection where by secondary data is obtained

from already kept record. This method was used in the previous data

Record available record in library was investigate which enable the

researcher to be the problem of the lack of payment on changing of

library offenders.

2.5 ANALYSIS OF THE EXISTING SYSTEM

This section explains the analysis of the old system, it elaborate on how

the existing system works. The old system embarks on manual system of

library offences. From the analysis it shows that the existing system for

12
detection of library offences will not be as efficient as the proposed

system.

2.6 STATEMENT OF PROBLEM / PROBLEM OF THE

EXISTING SYSTEM

The existing method deals a lot with paper work which can be easily

destroyed by pest and other factors or might easily be misplaced, taken

away or tempered with regardless of the high cost of purchasing the

papers, it takes a lot of time to process information and it requires a lot of

personnel, as well as generating reports manually is always a problem in

detection of library offences of student.

All that has been listed above are the problems found using the existing

system, therefore it lead to a proposal for a new system that will solve all

the problems mentioned

2.7 Solution to the problem

The design as development of the computerized system for detection of

library offenders will help in curtailing the offences people committed in

the library.

13
 CHAPTER THREE

3.0 SYSTEM DESIGN

This section discussed the design of the new system, the design of the

new system employed the architectural design at section 3.1

3.1 ARCHITECTURAL DESIGN

Architectural Design of automated library offences employed

Figure 3.1

Home Page

Menu item

About
Registration Profile Admin

Login

Logou New Offender Offence/Penalt Brrowing Return

t Staff s y

Database

Fig 3.1 Architectural Design of computerized system for detection of library offences

14
3.2 ABSTRACT SPECIFICATION

The abstract specification of the computerized system for detection of library

offences consists of the following, Registration, Profile, Admin and

Contacts, interface.

3.2.1 INPUT SPECIFICATION

One of important aspect of system design is the input specification as

show below:

Date Borrowed Alphannumeric

Due Date Alphannumeric

1. REGISTRATION OF STUDENT DATA TYPE

Full Name string

Duration Numeric

Department Alphannumeric

Course Alphannumeric

Part/Class Alphannumeric

Date Numeric

Gender Alphannumeric

Home Address Alphannumeric

Mat. No Alphannumeric

Phone Number Numeric

15
2. REGISTRATION OF STAFF DATA TYPE

Full Name string

Staff Phone Number Numeric

3.A BOOK BORROWINED BY STUDENT DATA TYPE

Full Name string

Mat. No Alphannumeric

Return Date Alphannumeric

Book Title Numeric

Staff In charge String

Date Alphannumeric

Book I.D Alphannumeric

3.B BOOK RETURNED BY STUDENTS DATA TYPE

Full Name string

Mat. No Alphannumeric

Department Alphannumeric

Level Alphannumeric

Date Borrowed Alphannumeric

Due Date Alphannumeric

N0. Of days (over due) Numeric

Phone Number Numeric

16
 3.2.2 OUTPUT SPECIFICATION

This refers to the data or information that was inputted, is to be outputted

derived or displayed from the system and the manner in which such

should appear and the type of data. This usually depends on the input

supply.

OUTPUT SPECIFICATION

Table 3.1 Students

Nam Mat. Dep Part/Clas Book Book No of Date Due Phone

e No t s autho title books borroe date No..

r borrowe d

d
Zzzz Www Ssss Vvvv Xxxx Vvv 88888 Xxxx Yyy Xxxx

w v y

Table 3.2 BOOK RETURNED BY STUDENTS

Name Mat. Dept Part/Class Date Due Date Date

No Borrowed Date Returned Over

Due
Zzzz Wwww Ssss Vvvv Xxxx Vvvv 77777 Xxxx

3.3 INTERFACE DESIGN

17
The interface design is very important for any application. The interface

design describes how the software communicated with humans who use

it. Figure 3.2 is the interface design for login.

3.3.1 INPUT DESIGN.

LOG IN FORM INTERFACE.

COMPUTERIZED SYSTEM FOR DETECTION OF LIBRARY

Log In OFFENCES

User name

Password

Fig 3.2 Log in form.

3.4 DATA STRUCTURE

The general theme behind a database is to handle information as an

integrated whole. A database is a collection of interrelated data stored

with minimum redundancy to serve many users quickly and effectively.

After designing input and output, the analyst must concentrate on

database design or how data should be organized around user

requirements. The general objective is to make information access, easy

quick, inexpensive and flexible for other users. The data structure design

18
for input specification is as shown in table 3.1. Table 3.2 is the data

structure design for student registration.

Table 3.1 Name: Books

Input fields Description

User ID Text
Password Numeric

Table 3.2 Student registration

Input field Description

Full Name Text
Duration Numeric
Department Text

Course Text
Part/Class Text
Date Numeric
Gender Text
Home Address Text
Matric Number Numeric
Phone Number Numeric
Staff Name Text
Staff Phone Number Numeric

3.5 ALGORITHM DESIGN

The algorithm can be psendocde is as shown below, while the flowchart

is in appendix A.

(a) User Module

Start

Enter user Name

Enter password

Stop
19
(b) Student Module
Select Date of Registration
Start
Enter Student Name
Enter metric Number
Enter phone Number
Enter Department
Enter Home Address
Enter Part/Class
Enter Course
Enter Gender
Enter Duration
Enter Staff Name
Enter Staff Phone Number
Submit
Stop

CHAPTER FOUR

4.0 SYSTEM IMPLEMENTATION AND DOCUMENTATION

The purpose of this section is to highlight on the implementation

environment of the system. This covers the hardware software

environments for the implementation phase of the system design and

development. A top down design approach was used in structuring the

program. The system consist of modules and sus-modules. Which are

linked up to facilitate easy flow of data and control.

20
4.1 SYSTEM IMPLEMENTATION

Before a new system is implementation, it may be necessary to conduct

through testing of data to ensure that the system works properly. At the

implementation stage the conceptual/ design of the proposed system will

be turned into a working system. The system would be thoroughly tested

and designed to be explicate and less tedious so that any other users to the

system can perform the specified operations for which the application

was designed.

4.2 CHOICE OF PROGRAMMING LANGUAGE

The programming language are developed with the primary objective of

facilitating large number of people to use computer without the need to

know in details the internal structure of the computer system.

It is very good to choose a programming language that one can handle,

create, manipulate, maintain, extract and summarizes the data records and

files with provision for data manipulations, reliability, accurate integrity

and security.

Programming language that was be used for this research project is

Hypertext pre-processor (PHP), Microsoft Structure Query language

(MYSQL) and Data Base. The reasons why php and Mysql are use for the

development of system are do to the followings:

 Accessibility and availability of the language in the computing

environment and which the system was developed.

21
 It has a powerful graphical user interface, which is user friendly

and can effectively handle the system under study.

4.3 INSTALLATION REQUIREMENT

This part of this project deals with the different aspects that need to be

considered so as to ensure adequate functioning of the new system and to

have successful implementation of the system. It is the final stage in

determining workability of the new system. Having designed the new

system, it is important to ascertain the proper operation of the system and

ensure that it achieves the aims of the project. This is done by carrying

pout the installation of the new system and testing it to see its viability and

also to document every feature of the project.

4.4 HARD WARE REQUIREMENT

The following hardware specifications are recommended

 512 AB Ram

 Intel Pentium iv processor

 101 enhanced keyboard

 20 GB hard disk

 A supper video graphic adapter (SVGA)monitor

 A uninterrupted power supply (UPS)

 Standard mouse

 CD Rom Drive.

22
4.5 SOFT WARE REQUIREMENT

Software is a collection of programs or instructions written in any

computer language, which enables flexibility to do whatever the user

wants.

This package can only be run and developed with the following minimum

software requirements.

 Windows XP, or window 7

 Microsoft Access

 Wampsever

4.6 PROCESS OF INSTALLATION

After the system has been verified to operate correctly, it have to be

installed in the users environment, there are installation activities that are

need to be carry out .

 Installing the organization database

 Updating documentation library

 Loading the new software into the organization program library.

 Installing additional hardware

The installation data and installation strategies are determined apart of

installation plan you prepare for the design specification report or system

specification at the end.

4.7 System Testing

23
This is one of the stages of implantation which is aimed at that the system

works accurately and efficiently before actual operation starts. The major

aim of system testing is mainly to locate and correct any error

Remaining in the system program. In the course of testing the program

designed for this project working perfectly well. This can be done in two

stages which includes.

 Unit TESTING:- The performance of the individual parts are

examined using test data.

 SYSTEM TESTING:- The parts are linked together and the test

data is used to see it the part works together.

4.8 SYSTEM CHANGE OVER

After the system testing, validation and is satisfactory proven by a

through test running, then a changeover can be introduced, there are six

(6) well known conversion method which after a range of advantage and

disadvantages. The system self may well directly influence the final

decision. In many instances the faster conversion takes place the better in

order to gain the ultimate benefits that the new system offers. Change

over means to integrate the new system and the change over method may

be any of the method below,

24
 Direct approach:- this approach entails selecting a particular date

when the old system is terminated any the new system is brought into

operation. It cost lesser than the parallel method but is prone to error.

 PHASE APPROACH:- when a system is composed of different

self contained modules performing different functions. It may be possible

to phase in the new system while gradually phasing out the old system

thus phase approach.

 PARALLEL SYSTEM METHOD:- this is a situation where both

the new and the existing system are simultaneously operational until a

time that a new system is confirmed to work effectively and necessary

shift to the new system becomes very easy.

 PILOT SYSTEM METHOD:-This required that a small portion

or part of the new system are implemented and evaluated using the

already existing system.

 DUAL SYSTEM METHOD:- This is when an existing system is

gradually phased out and the new system is phased in.

 INVENTORY METHOD:- This required a complete on time

change over the existing system to the new system. Therefore, among all

the method above it is how ever recommended that the system of library

offences management is computerized completely. This will enhance the

effectiveness security level and harmonizes the section of the library with

emerging automation of the libraries.

25
4.9 SYSTEM DOCUMENTATION

Documentation is necessary at this stage in order to make communication

easier between the designer of the new system and the users of the

system. This process will make the development of the new system easier

and faster as the document will serve as a guide line for the developer to

follow. The system is specified to enable easy access to information

communication.

CHAPTER FIVE

5.0 SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY

The program developed is an automation of the library offence system,

the program provide ultimate security and flexibility to the staff, users

26
with just little experience. The program starts by requesting the user

authentication password to secure the software from strange user. The

program main menu has two link, the library offence where an offence is

browse against any user to display possible sanction against the user at

the register user window by taking library users possible information into

database. The other link which is the offensive user displays list from the

database of the registered library offensive users with other sub

functionalities that allow viewing details, sorting from the list and

searching data from the list. Deleting a registered student can only be

done by an administrator user password staff user can be added and

removed from the list under password in the menu bar.

5.2 CONCLUSION

This study reveals that Niger State Polytechnic Zungeru library has

computerized though library offence and penalties are not computerized.

The library office and penalties were successfully computerized using

database system which registers and keep detailed record of offence and

it respective penalty against any offensive user. The study show that

collection and acquisition process of obtaining information about

offensive user record maintaining and deleting records as wells as

cleaning any record can be done with automated system which is far

better than manual means of keeping record for offensive users by

reducing the manual of the staff working in the library integrate the

27
separate and independent task of keeping record of offensive user. This

program provides flexibility and high security to the record of the

registered library offensive user in the library.

5.3 RECOMMENDATION

It is recommend that the student who wishes to design this type of

program can build on this project by putting the following library

offensives user in the library.

1. Further work should be done incorporate tile back up recovery

system.

2. More project work should be done in comprising other functional

components of the library.

REFERENCE

Casson, Lionel (11 August 2002).Libraries in the Ancient World . Yale

University Press. p. 3. Retrieved 7 March2012.

Krasner-Khait, Barbara (2010)."History Magazine" . history-

magazine.com .Retrieved 5 March 2012.

28
Library - Definition and More from theFree Merriam-Webster

Dictionary" merriam-webster.com .

Library ... collection of books, public orprivate; room or building where

these arekept; similar collection of films, records,computer

routines, etc. or place wherethey are kept; series of books issued

insimilar bindings as set."--Allen, R. E., ed.(1984) The Pocket

Oxford Dictionary ofCurrent English. Oxford: Clarendon Press;

p.42

Maclay, Kathleen (6 May 2003). "Claycuneiform tablets from ancient

Mesopotamia to be placed online" Retrieved 5 March 2012.

Start

Log in details

Appendix A (Flowchart)
If
log
in
corre
ct

1. Home item
2. Menu item
3. About us
29

Stop
 No

Yes

No

Home

Start

1. Admin
2. Menu item
3. About us

If
Opt =
1
30
 Admin

If
Menu item
Opt =
2

If
Opt = About us
3

Stop

Star
t

1. Registration
2. Menu
ProfileItem for student

If
Opt Register student
=
1

If
Opt 31 View student profile
=
2
 Yes

NoStart

Yes

No

Sto
p

If Logout
Opt
=
1

If
Opt
=
2

If
Opt
=
3

If
Opt
=
4

Admin Menu Item

If
Opt
=
5

1. Logout
2. New staff
3. offendersIf
Opt
4. offence/penalty
5. Borrowing=
6. Returning6 32

Sto
p
 Yes

No

Yes
Add New Staff

No

Yes
Register
offenders
N0

Yes
Add New
offence/penalty

No
View
Yes
Borrowing
form

No

Yes View list of

unreturned
books

33