SRS For Library Management System

HARAMAYA UNIVERSITY LIBRARY MANAGEMENT SYSTEM

Chapter-one
Requirement Analysis
1.1 Background
HU Library is the biggest library in the eastern region of the country. Therefore,
the library is providing its services to the university community as well as external users.
External users include governmental and nongovernmental organizations, universities
and colleges, high schools and even individuals who are working in different parts of the
country.
Our universities' library was establish in the year 1956E.C and started giving
service since this year. Formerly the library had around 56 workers. However, the
number of workers increased to seventy (70) now a days. Nowadays this library contains
around 420 personal computer and 6 rooms. Books are entered into the library as needed
and have one manager whose job is to coordinate (supervise) the system at all. Haramaya
University library includes the following branches.
1.1.1 The main library

Located inside the main HU campus in an area of 1113sq.m.This library is under
expansion with the newly constructed building to be completed so on.
DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 1

1.1.2. The school of graduate studies library
The modern building is designed and constructed by considering the services,
facilities and roles of libraries at the information age. It has been completed and has
started functioning.
1.1.3. Female students library

This Library is providing services only for female students.
1.1.4. Health sciences (harar) library

This is a new branch of the Haramaya University library opened in 2003/04
academic year in response to the transfer of the Faculty of Health Sciences to Harar town.
But we perform our project on the main library of Haramaya University.

1.2 Statement of the problem
We have observed the following problems in the Haramaya University Library

System when we are dealing with the existing system, such as:
 There is no enough space or sit for the students so that students are
not use the system as he/she wants.
 Some books are not exist when a users wants to use it.
 There is workload of employee.
 Less retrieval of information about the desired book.
 There are a lot of problem regarding time, knowledge of the

librarian, cost, space, accuracy and tiredness.
 Time: It look a lot of time to search a material like

book when a user asks for the materials even if the
materials are not available.
 Knowledge the librarian: Most of the librarians are

not familiar with the materials which will cause for
user not to get a material they want.
 Cost: when we come to cost all of these work is done

by paper which is costly for the library to afford those
papers.
 Space: every information of the members and the

materials is documented in the library which needs a
large amount of space to keep it.
 Tiredness: this implies that the librarian is not always

active, they might be tired which lead to do their work
properly and accurately. Because of this, they will
return the user by telling the book is not available.

1.3. Objective of the system
1.3.1. General objective

General objective of our project is to change the current manual library management
system of Haramaya University into computerized one.
1.3.2 Specific objective
Some specific objectives of this proposed system is:-
 Managing resources in the library.

 Making operations on books such as storing details, updating book status, deleting
unused books, registering new books etc… easy, reliable and efficient
 Preparing schedule for the library and also controlling the schedule
 Generating report for a task performed.
 Creating smooth work flow between each department of the library.
1.4. Scope of the system

This project is targeted to automate all the tasks which can be related to library management
system.
The jobs of managing a Library will be simplified by a considerable amount

through the automated system. The system will be able to handle many services to take care of
all users in a quick manner. The system should be user appropriate, easy to use, provide easy
recovery of errors and have an overall end user high subjective satisfaction.
Generally, our scope is to develop software that:-
 Creates schedule for the librarians.

 Book management (Inserting , updating, searching, and others)
 Borrowing and returning of books
 Disallowing unauthorized access
 Generating reports

Fig1: Context diagram
1.5 Context Diagram and its data dictionary

Data dictionaries for the context diagram
 Order book=amount of book+[book item+date+time]*
 Book information=[book code +auther+title+price+edition]

1.6 DFD of existing system and its data dictionary
Fig2: DFD existing system
Data dictionary DFD existing system

 Book register=[bookcode+auther+title+edition]
 Book borrowing=[time+book _title+user_id|user_pocket]
 Produce pocket=[user_name+user_id_no.+batch]
 Supplier file=[date+book amount+book_item]

1.7 DFD of proposed system and its data dictionary
Fig3: DFD proposed diagram
Data dictionaries for the proposed system
 Member
file=[full_name+idno+sex+nationality+educational_status+address+]
 Book file=[auther+title+price+edition+barcode]
 Penalty file=[issue date+amount of birr|service]
 Book info=[title+auther+edition+barcode]*
 Member details=[name+ssn+issue date+sex]

Chapter-two
Software Requirement Specification
For
Library Management System
2.1 Introduction
The Software Requirements Specification captures all the requirements in a single

document. The Library System that is to be developed provides the members of the
Library and employees of the library with books information and many other
facilities. The SRS of the system (in our case, Haramaya University Library
Management System) includes the purpose of the system, the objective (i.e. general
or specific) of the system, scope of the system, the overview of the system, overall
description (i.e. product perspective, product function, user characteristics, general
constraints), assumptions and dependencies, specific requirement, external interface
requirement (i.e. user interface, h/w interface, s/w interface, communication
interface), functional requirement, performance requirement and at the last design
constraint.

2.2 Purpose
The Software Requirements Specification (SRS) will provide a detailed

description of the requirements for the Library Management System. This SRS will
allow for a complete understanding of what is to be expected of the Library Management
System to be constructed. The clear understanding of the Library Management System
and its’ functionality will allow for the correct software to be developed for the end user
and will be used for the development of the future stages of the project. This SRS will
provide the foundation for the project. The purpose of analyzing the existing system is
that to determine exactly how the existing system works , to identify what problems
exists, and finally to give a solution.
Requirements Specification defines and describes the
operations, interfaces, performance, and quality assurance
requirements of the Library Management System. The document also describes
the nonfunctional requirements such as the user interfaces. It also describes the design
constraints that are to be c on s i de re d w h en th e s ys te m i s t o be de s i gn ed , an d
o th er fa ct or s n ec es s a ry to pr ov id e a complete and comprehensive description of
the requirements for the software. The Software R eq ui re me n ts S p ec if ic a t io n
( S R S ) ca pt ur es t he co mp le te s o ft w a re re qu ir em en ts f or t he system, or a
portion of the system.

2.3 Objective of the system

2.3.1. General objectives
General objective of our project is to change the current manual library management
system of Haramaya University into computerized one.
2.3.2 Specific objective
Some specific objectives of this proposed system is:-
 Managing or saving time and resources in the library.

 Preparing schedule for the library and also controlling the schedule
 Generating report for a task performed.
 Creating smooth work flow between each department of the library.
 To make the processing faster.
 To make the system economical.
 To reduce the work load.
 To minimize the duplication of data
 To reduce numbers of workers
 To make the backup easily
 To edit the records and update the database easily
 To keep the data secure
 To make it easy to search any record
 To increase the space being used for the users.

2.4 Scope of the system
This project is targeted to automate all the tasks which can be related to library management
system.
The jobs of managing a Library will be simplified by a considerable amount

through the automated system. The system will be able to handle many services to take care of
all users in a quick manner. The system should be user appropriate, easy to use, provide easy
recovery of errors and have an overall end user high subjective satisfaction.
Generally, our scope is to develop software that:-
 Creates schedule for the librarians.

 Book management (Inserting , updating, searching, and others)
 Borrowing and returning of books
 Disallowing unauthorized access
 Generating reports
 Th e s ys t em a ll ow s th e m em be rs t o b lo ck th e b oo ks 24 h ou rs
a d ay a nd al l t he through the semester.
 The system lets the library staff to check which all members have blocked
the books and whether they can borrow any more books or not.
 The system allows the Librarian to create the books catalog,
add/delete books and maintain the books catalog and whether they can
borrow any more books or not.
 The book catalog is automated and the decision of offering the
book based on the category of the book is automatically decided

2.5 Definitions, acronyms, and abbreviations
HULMS Haramaya University library management system

SRS Software Requirement Specification
DFD Data Flow Diagram
i.e. That is

2.6 References
 An integrated software engineering

 An Internet such as
 www.google.com,
 www.youtube.com.
2.7 Overview
Modern Libraries are not made up of just Books but CD ROM’s, Articles, Project
Reports, Bound volumes are substantial part of the holding, Managing the holdings manually is a
not a simple job. There are few solutions but many a times, we find ourselves "making them
works" by finding "ways to work around" system inadequacies. Moreover we have limited staff
resources, these "work around" waste time, effort, and skills that should be spent on user
services. Many solutions do not keep up with the technological changes and hence prove to be
times wasters. Library Management system is a small footprint software suitable for personal
/individual Libraries. You can store the information about the books and other material and
control the movement of the same. Silent Features
 Control the movement of books and other material and avoid losing the same.
 Search if you have a specific book in your collection based on the title, author etc.
 Print the spine labels for the book.
 Find what a specific person has borrowed from you. It offers the following modules
Cataloguing, Circulation, Queries.
2.8 The overall description

Our system in general makes the library service giving capacity more efficient and
reliable. Any operations can be done easily with an easy interaction with the system. Not only
can this but also with the system reports be generated more easily than before.
2.8.1 Product perspective
The proposed library management system which will be developed by the project team
member is desktop application. This system will provide search and borrow books mechanism
for the users of the library. The search will be based on various categories title, subject and
author of the book. Further the librarians can perform update, delete, and insert operations on the
books as needed. The system also prepares and provides control mechanism of the schedule of
library. Lastly the system has report generating mechanisms for operations performed in the
library.
2.8.2 Product Function
The new proposed system will perform different tasks such as:
 User can borrow book

 User can search book.
 Files are documented in the database
 The librarian can generate reports
 The administrator or manger can insert, delete and modify books.
 Add and edit book categories and arrange books by categories.
 Add and edit authors and publishers information.
 The customer may suggest a book to be brought to the library book collection.
 Members have the ability to search through books by subject, title, authors or any
information related to the book.
2.8.3 User characteristics

As we have stated in introduction part, they has a computerized system even though it is
not implemented yet. From this we have observed that our customer has some awareness about
the system we are going develop. Beside these we have also made aware of the technology that
we are using for developing the system. So that now at this moment there is no any kind of being
strange problem faced. The administrators of the system to have more knowledge of the internals
of the system and is able to rectify the small problems that may arise due to disk crashes,
power failures and other catastrophes to maintain the system.
2.8.4 General Constraints
When developing and implementing the system, the constraints that we might face are: -
 Since the system is desktop application we should have to install the system in
every computer.
 The information of all users, books and libraries must be stored in a database.
2.8.5 Assumptions and Dependencies

The product needs following third party product.
 Microsoft SQL server 2005 to store the database.

 Microsoft Visio 2003 for diagrams.
 Visual basic Studio 2010 for designing users interfaces.
2.9 Specific Requirements

This section contains all the software requirements at a level of detail, that when
combined with the system context diagram, use cases, and use case descriptions, is sufficient to
enable designers to design a system to satisfy those requirements, and testers to test that the
system satisfies those requirements. Both the users and librarians expect our system to perform
the following operations: -
 Searching for books

 Updating book detail
 Deleting books
 registering new books
 Generating reports
 Preparing and controlling schedule
In order to perform the above operations both the users and librarians need interactive
graphic user interface. This user interface is modeled at the user interface prototyping of this
document. As there privilege both the user and librarian can access the user interface
2.9.1 External Interfaces Requirement
The Library Management System will use the standard input/output devices for a
personal computer. This includes the following:
 Keyboard
 Mouse
 Monitor

2.9.1.1 User interfaces
It is how the user will interact and access the system. That means how information will
flow between the user and the software. The user interface requirements for the system are: -
 System will provide graphic user interface for all functionality

 When the user open the software the welcome window will appear.
 In the login window the user can easily entered the desired password and
login name.
 Then it will give the successfully login message.
 If the user will print any error statement then it will give the proper error
message display.
 The user interface should provide processing message to users to indicate the
status of an action
 In the user interface, the librarian and manager has the responsibility to
add ,remove, update, search books and users of the system can search, borrow
and return books in the system.
 For more information you can use the following interfaces



2.9.1.2 Hardware interface
The system (in our case, Haramaya University Library Management System) shall run on
a Microsoft Windows based system of:
 Processor: Pentium 4 or above

 RAM: 256 MB or above
 Hard disk: 80 GB or above
2.9.1.3 Software interface
 Database: SQL server 2005

 Operating system: Windows XP
 Visual basic Studio 2010 for designing users interfaces.
2.9.1.4 Communication Interfaces
The Library management system will be connecting to World Wide Web.
2.9.2 Functional Requirements
Functional requirements define the fundamental actions that system must perform.
The functional requirements for the system are divided into nine main categories, Search book,
Add book, Delete book, Update book, Generate report, Borrow book, Return book and issue
book. For more details we can express this by user case as follow:

 Manager of the library

o Generate report
 Librarian
o search book
o delete book
o add book
o update
 user
o borrow book
o return book
o issue book

2.9.3 Performance requirements
 This software is not breakdown suddenly in any disaster like power failure.
 The development of the software will be based on the object oriented model.
 The timeline of this software must be in our mind.
 The performance of the functions and every module must be well.
 At every step the output of the one phase is the input of the other phase and it will
be reliable and accurate.
 The risk factor must be taken at initial step for better performance of the software.
 For individual function the performance will be well.
 For login to the software password and user name will be matched to the password
and name
 Saved in the database and thus only authenticated users are allowed to the login.
 There will be various ways of retrieving data and it takes less time.
 There will be ambiguity in the data and the record

 This software will be well supported to the other embedded software such as
digital dairy, notepad etc.
 The overall performance of the software will reliable and enable the
users to work efficiently.
2.9.4 Design constraints
The users of the system cannot be add, remove and update books rather he or
she can search, borrow and return books in the system.

Chapter-three
Design of the System
3.1 Introduction
Design of the system is the phase where we move from the problem domain
to the solution domain. The design phase of our system includes the Complete
Structure Chart, restate of DFD of the proposed system and System Design
Specification and Detailed Design Specification.

3.2 Re-stated DFD of Proposed System
Fig4:re-stated DFD of proposed system

3.3 Complete Structure Chart of the System
Fig5: Structure chart

3.4 System design specification
The design specification for all modules of our system is specified as below:
1) HULMS
Begins
Issue book
Book database
Return book
End
2) Issue book
Begins
Search book
Borrow book
End
3) Add book
Begins
Issue book
Add
End
4) Search book
Begins
Add book
Search
End
5) Borrow book
Begins

Get user data
Borrow
End
6) Add book
Begin
Get book data

Add
End
3.5 System Detailed design specification
Here is the detailed design specification for modules of our system as below:
1) HULMS
Begins
Loop
Get book list from the book file
Check whether the Book is in the database or not
If not returned from the user, invoke return book from the user
End Loop
End
2) add book
Begins
Loop
Invoke Add book
Add Book to book catalog
End Loop
End

3) Add book
Begins
Loop
Invoke issue book
Invoke add
End Loop
End
4) Issue book
Begins
Loop
Invoke search book
Invoke borrow book
End Loop
End
5) Search book
Begins
Loop
Invoke user data
Invoke search
End Loop

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HARAMAYA UNIVERSITY LIBRARY MANAGEMENT SYSTEM

HARAMAYA UNIVERSITY LIBRARY MANAGEMENT SYSTEM

1.1.1 The main library

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 1

1.1.3. Female students library

1.1.4. Health sciences (harar) library

But we perform our project on the main library of Haramaya University.

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 2

We have observed the following problems in the Haramaya University Library

 There is workload of employee.

 Less retrieval of information about the desired book.

 There are a lot of problem regarding time, knowledge of the

 Time: It look a lot of time to search a material like

 Knowledge the librarian: Most of the librarians are

 Cost: when we come to cost all of these work is done

 Space: every information of the members and the

 Tiredness: this implies that the librarian is not always

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 3

1.3.1. General objective

1.3.2 Specific objective

Some specific objectives of this proposed system is:-

 Managing resources in the library.

1.4. Scope of the system

The jobs of managing a Library will be simplified by a considerable amount

Generally, our scope is to develop software that:-

 Creates schedule for the librarians.

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 5

Fig1: Context diagram

1.5 Context Diagram and its data dictionary

 Order book=amount of book+[book item+date+time]*

 Book information=[book code +auther+title+price+edition]

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 6

Fig2: DFD existing system

Data dictionary DFD existing system

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 7

Fig3: DFD proposed diagram

Data dictionaries for the proposed system

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 8

The Software Requirements Specification captures all the requirements in a single

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 9

The Software Requirements Specification (SRS) will provide a detailed

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 10

2.3 Objective of the system

2.3.2 Specific objective

Some specific objectives of this proposed system is:-

 Managing or saving time and resources in the library.

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 11

The jobs of managing a Library will be simplified by a considerable amount

Generally, our scope is to develop software that:-

 Creates schedule for the librarians.

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 12

2.5 Definitions, acronyms, and abbreviations

HULMS Haramaya University library management system

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 13

 An integrated software engineering

 Print the spine labels for the book.

2.8 The overall description

DOCUMENTATION ON REQ.ANALYSIS, SRS AND DESIGN Page 15

2.8.1 Product perspective

2.8.2 Product Function

 User can borrow book

2.8.3 User characteristics