THE CO-OPERATIVE UNIVERSITY OF KENYA

(CUK)

DIRECTORATE OF ITVET

PROJECT PROPOSAL

PROJECT TITLE:

LIBRARY MANAGEMENT SYSTEM

BY

EDDY IMANI

DBTC01/4747/2022

SUPERVISOR: …………………………………..

Project proposal submitted in partial fulfillment of the requirements of the award of the diploma
in Business Information Technology.
 …………………………

DECLARATION AND APPROVAL

DECLARATION

I hereby declare that this project is my own work and

and has, to be the best of my knowledge, not been submitted

To any other institution of higher learning for any award.

Student name: EDDY IMANI Registration number:DBTC01/4747/2022

Signature:........................................Date...........................................................

APPROVAL

This project proposal has been submitted with my approval

as the university supervisor.

Supervisor name:………………………………..

Signature:................................................

Acknowledgement

I would like to take this opportunity to acknowledge myself first for the effort that was put so
that this project can be successful, also I would like to appreciate my family who provided the
equipment for the project to be successful, and their prayers which also sustained everything.
Table of content

ABSTRACT

1. INTRODUCTION
1.1 project aims and objectives
1.2 background of the project
2. LITERATURE REVIEW
2.1 introduction
2.2 related system
2.3 limitation of the system
2.4 solutions by the proposed system
3. METHODOLOGIES
3.1 introduction
3.2 Project design
3.3 Designing procedure
3.4 System requirements
3.5 Data collection and analysis
4. SYSTEM ANALYSIS
4.1 software requirements
4.2 existing vs proposed
4.3 software tool used
5. SYSTEM DESIGN
5.1 table design
5.2 data flow diagrams
6. SYSTEM IMPLEMENTAION
6.1 module description
7. SYSTEM TESTING
7.1 unit testing
7.2 integration testing
8. CONCLUSION AND FUTURE SCOPE
9. REFERENCE
Abstract:
An online library management system is a system that maintains information about books
located in a library, their authors and the contents that the books contains in it. Due to
advancement in technology the book`s information can easily be stored, accessed,
maintained and updated using a system. This system will reduce a lot of workload to
people and also congestions in the library will reduce due to easier access.
List of Abbreviations
HTML: Hyper Text Markup Language
CSS: Cascading Style Sheets
OS: Operating system
PHP: Hypertext Preprocessor
SQL: Structured Query Language
LAMP: Linux Apache Perl/Php/Python
 CHAPTER 1
INTRODUCTION
1.1 Project aims and objectives

This are the objectives that the library tends to achieve:

 Online book reading

 Availability of a search column to search for required books
 Video tutorials for students
 Open links for learning websites
 An admin page where admin can add books, videos or page source

1.2 Background of the project

E-library management system is basically a library that has been computerized where one can
read on the topics he/she wants to, it contains books, videos and page sources.

This system keeps record of books that are contained in it, which makes it easier as they can be
monitored and avid also been lost. Also the system keeps record of the student information that
access the library and it secures it to avoid that information been lost.

Processor Intel core processor or better perfomance

Operating system Windows vista, windows7, Ubuntu
Memory 1 Gb RAM or more
Hard disk space Minimum of 3Gb for database usage
Database Mysql

CHAPTER 2

LITERATURE REVIEW

INTRODUCTION

This chapter will discuss on the knowledge that is available in a great detail. We shall survey a
published work that will provide context of the current problem.
2.2 RELATED SYSTEM

The previous system which was been used by students was a manual system which had a lot of
inconveniences. Research has also proven that there has been a declining trend in the usage of
library and has increased the number of library non users. This phenomena has also been
observed in also colleges and universities. This system needed to be reviewed on its services and
functionality for it to remain in its place of interest. Research has also shown that students do not
use the library effectively.

2.3 LIMITATION OF THE SYSTEM

The old system of the library had a lot of challenges including:

 During the previous times library was managed manually. It took a lot of time to
record and retrieve the library information which would be needed. The employees
had to perform their tasks very carefully, as even a small mistake would create
problems.
 The security of the library information was also poor, which would be compromising
the user and the library information.
 The maintenance of the library catalogue and arrangement of books to their
catalogue was a very complex and a tiresome task as it was been done manually.
 All operation in the existing system had to be done perfectly as any slight mistake
may result to failure of the system.

2.4 SOLUTION BY THE PROPOSED SYSTEM

The proposed system will bring solution to the challenges produced by the old system, the
solution include:

 The students will register themselves online.

 Each member will have their own account where they can access the information they
need.
 Administrators can add, update the books.
 User and library information is secure as only the users and the admins with their
passwords can access the information.
  It saves on time as there is a search bar that will make work easier to find the required
books.

CHAPTER 3

METHODOLOGY

3.1 INTRODUCTION

This chapter shows how the project work will be carried out. It discusses the research design,
population, data collection method, questionnaire, interview and observation will that will
employed in the study.

3.2 PROJECT DESIGN

The main aim of designing this project is to design a system that can manage and handle activities
involved in library management.
This study will employ a cross sectional research design.

This will employ studying a population of that will be involved in the usage of the library and
how it will be affecting them. This will help to determine the relationship of the students and the
library, as we get to know how they use the library and how the proposed system can help
improve on how they use it.

The choice of the design will depend on the nature of the study variables.

3.3 DESIGNING PROCEDURE

Planning gives the implementation a go ahead or not.

Analysis requirements are analyzed and an initial design is created. The design will be rather
flexible concentrating mainly on stimulation aspects of project development.

Designing this involves designing of the system and database structure that will be used.

Testing each function implemented in the implementation stage is checked against its
specification to ensure that it performs the correct action more detailed testing will be carried
out.

3.4 SYSTEM REQUIREMENTS

Are general requirements that include the hardware and software?

General requirements

Multi-core-1.8 GHZ processor

1 GB RAM

Mouse

Monitor with 1024×768 higher

Windows 10.
USB 16 gb.

Wired high-speed Internet connection

3.5 DATA COLLECTION AND ANALYSIS

Primary data on the other hand will be taken directly from the field and collected through
observation, self-administered questionnaires, and interviews.

3.5.1 Questionnaires

Questionnaires will be designed such that each question will be related to a given research
question and the topic. The questionnaires will help meet the need of the objectives of the
system. This will be submitted to the students and will contain questions that address the
problem that the initial system entails and will help in the designing the system.

3.5.2 Interviews

This will be used to collect primary data. Face to face interviews will help to address the issues
that are to be addressed. This will help in having a clear overview of the initial system and the
challenges it has to the users, which are the students

3.5.3 Observation

This is the physical analysis by looking at what is happening on the ground that is related to the
system. This is going to help in collecting information about the usage of the particular system.
Will help understand about the initial system and its challenges. This a component that will help
in the designing of the proposed system.
 CHAPTER 4

SYSTEM ANALYSIS

This part will discuss and analyze about the developing process library management system
including the system requirements specification (SRS) and compare between the existing system
and the proposed system. The functional and non-functional included in SRS

4.1 Software requirement and specification

4.1.1 General description

A library management system is a computerized system that helps the user manage the library
daily activities in electronic way. This helps reduce the amount of paper work that is usually
done in a physical library and also reduces congestion inside the library. It also keeps records
effectively so that it may not get lost

PROBLEM STATEMENT:

 File lost: due to lack of a computerized system of a library file end up getting lost, this
may be due to human error or other causes like theft of the files.
 File damage: when a computerized system is not available file tend to get damaged in lots
ways like; like water spillage on the files or even disaster like floods or even a fire
outburst
 Difficulty to search record: when there is no computerized system is usually hard to
search for records especially if the records are in large numbers.
 Space consuming: as without a computerized system space is consumed for storage of
large files in the library.

4.1.2 SYSTEM OBJECTIVES

 Save on cost

The computerized system will reduce on the cost of maintaining and also hiring staff for
the library thus reduces the overall cost.

 To reduce on paperwork
 The computerized system will reduce on the use of paper, as all the records of the library
will be stored digitally in the computer memory.

 Save on time

Computerized system will save on time due to the reliability of the search option that will
help students to have faster access. Also will save on the time of the librarian to search on
the library records.

 Security

The system security will be able to secure the records of the students and also the library
records so as to avoid access by unauthorized users.

4.1.3 SYSTEM REQUIREMENTS

4.1.3.1 NON FUNCTIONAL REQUIREMENTS

EFFICIENCY REQUIREMENTS

This is when the system is implemented the librarian and the user will be able to easily
access the library without any issues.

USABILITY REQUIREMENT

The system should be user friendly for the students and librarian, where they can perform
tasks easily without any difficulty.

IMPLEMENTATION REQUIREMENTS

In implementing whole system it uses html in the front end with php as server side scripting
language which will be used for database connectivity and the backend.

4.1.3.2 FUNCTIONAL REQUIREMENTS

NORMAL USER

USER LOGIN
 Feature description

This feature used by user to login into system. They are required to enter their id and
password before they are allowed to enter the system. The user id and password and if
invalid id is there user is allowed to not enter the system.

Functional requirements

 User id when they register.

 The system must only allow user with valid id and password to enter the system
 The user must be able to logout after they finished using the system

1.2 REGISTER NEW USER

Feature description

 This feature can be performed by all users to register new user to create account.

Functional requirements

 System must be able to verify the information given by the registering user.
 System must be able to delete information if the information is wrong.

1.3 REGISTER NEW BOOK

Feature description

 This feature allows to add new books to the library

Functional requirements

 System must be able to enter number of copies into table

 The system must be able to not allow two books having the same id

1.4 SEARCH BOOK

Feature description

 This feature will help us search for books based on book id, book name, and publication
or by author name so that the user may easily find.
Functional requirements

 The system must be able to search the database based on the search of the user.
 System must be able to show the filtered book in table view

4.1.4 SOFTWARE AND HARDWARE REQUIREMENTS

4.1.4.1 SOFTWARE REQUIREMENTS

 Operating system: windows 10 is used as the operating system as it can support more
features and is more user friendly.
 Database: MYSQL is used as database as its easy for maintenance and retrieval of the
data that is been used in the system
 Development tools and programming language: HTML is used to write the whole code
and develop webpages with css, JavaScript for styling the webpage of the system and php
sever side scripting

4.1.4.2 HARDWARE REQUIREMENTS

 RAM 1 gb is used as it will provide fast reading and writing capabilities and will in turn
support processing
 Hard disk 16gb this can be used to store data or information that is associated with the
library management system.

Existing system

 During the previous times library was managed manually. It took a lot of time to
record and retrieve the library information which would be needed. The employees
had to perform their tasks very carefully, as even a small mistake would create
problems.
 The security of the library information was also poor, which would be compromising
the user and the library information.
 The maintenance of the library catalogue and arrangement of books to their
catalogue was a very complex and a tiresome task as it was been done manually.
 All operation in the existing system had to be done perfectly as any slight mistake
may result to failure of the system.
Proposed system

To help solve the inconveniences of the existing system, an online library system is proposed.
This are proposed system’s features:

 The students will register themselves online.

 Each member will have their own account where they can access the information they
need.
 Administrators can add, update the books.
 User and library information is secure as only the users and the admins with their
passwords can access the information.
 It saves on time as there is a search bar that will make work easier to find the required
books.

4.3 SOFTWARE TOOLS USED

This whole project contains a front and back end.

4.3.1 FRONT END

The front end is designed using of HTML, Php, CSS and Java script

 HTML (Hyper Text Markup Language); this this is a markup language for creating web
pages and information displayed in the web pages. HTML is written in form of HTML
elements consisting of tags enclosed in angle brackets (like <html>), within the web page
content. The html tags mostly come in pairs like <h1>and <h1>, though some tags
contain empty elements and so are unpaired, for example <img>. The first tag in the pair
is the start tag, and the second is the end tag. The purpose of a web browser is to read the
HTML documents and compose them into visible or audible web pages. The browser
does not display the HTML tags, but uses them to interpret the content of the page. The
HTML elements form a building block for all web pages. HTML allows images and
objects to be embedded
 CSS (Cascading style sheets) is a style sheet language used for describing the look and
formatting of a document written in a markup language. Mostly used to style web pages
and interfaces written in HTML and XHTML. Almost all web pages use CSS style sheets
 to describe their presentation. CSS is designed to separate document content and
presentation, including elements like layout, colors and font. This separation improves
content accessibility, provide more flexibility and control specification. It can also allow
the web page to display differently depending on the size of the screen or device which
it’s been viewed.
 JAVA SCRIPT: it’s a dynamic programming language commonly used as part of web
browsers, client side to interact with the user, control the browse and alter content which
is displayed. It’s also been used in server side programming. Its syntax was influenced by
C. the key design principles within java script are taken from the self and scheme
programming languages. Java script can also be applied outside web pages for example:
in pdf documents, and desktop widgets can also be significant.
 PHP(Hypertext Preprocessor): this is a server side scripting language made for web
development but also can be used to general programming language. PHP code is
interpreted by a web server with a PHP processor module, which generates the resulting
web page. PHP commands can be set in directly into an HTML source document instead
of calling on an external file to process data. This is a free software released under the
PHP license. PHP can be set up on most web servers and also a standalone shell on
almost every operating system and platform.
 MYSQL: also called My Sequel. It’s named after the cofounder Michael Widenius
daughter, My. The SQL phrase stands for Structured Query Language. MYSQL is a
popular choice of database for use in web applications, and is a central component widely
used in LAMP open source web application software. LAMP is an acronym for, Linux,
Apache, MySQL, Perl/Python/Php. Free software that require a full-featured database
management system often use MySQL. Application which use MySQL database include:
TYPO3, MODx, Joomla, Wordpress, phpBB, MyBB and other software. MySQL is also
used in high profile large scale website like: Wikipedia, google, Facebook, twitter and
YouTube.
 CHAPTER 5

SYSTEM DESIGN

5.1 TABLE DESIGN

VARIOUS TABLES TO MAINTAIN INFORMATION

 LIBRARY TABLE FROM DATABASE

 ADMIN TABLE FROM DATABASE

 SUBJECTS TABLE FROM DATABASE
 BOOKS TABLE FROM DATABASE
 VIDEO TABLES FROM DATABASE
 OPEN LINK TABLE FROM DATABASE
5.2 DATAFLOW DIAGRAM

DATA FLOW DIAGRAM FOR ADMIN TO LOGIN

After the admin has entered in the page, the security will ask for his/her proper credentials like
their username and the password so that they may be granted access to the system. Where the
admin can authorize his/her power by adding books, adding videos, adding links and others. That
is how the flow of data will be performed.

USE CASE DIAGRAM FOR USERS

This is representation of the flow of data when the user has logged in. After the user has logged
in and put in the right credentials like the user name and the password. The user will now have
access to the library contents like reading or downloading books, watching videos of the subject,
search for books easily and also open links that are related the books of their interest.
DATA FLOW DIAGRAM FOR USERS
USE CASE DIAGRAM FOR ADMIN
 CHAPTER 6

SYSTEM IMPLEMENTATION

6.1 Sreenshot of the homepage

6.2 Screenshots of e-books of the library
6.3 Screenshot of videos contained in the library
6.4 Screenshots of opening links for users
6.5 Screenshot for admins to log in