Book Management and Tracking System

Oliver C. Reroma

John Ronald Lestino

Jomar U. Hernandez

Althea Louise Ervas

May Joy Sevilla

Bachelor of Science in Information Technology, Palompon Institute of Technology IT114

& IM101

Mr. Rogelio Urboda & Mrs. Coukin Urboda May

17, 2024
 Table of Contents

Table of Contents...........................................................................................................2

Introduction.................................................................................................................... 3

Problem Statement.........................................................................................................4

Purpose and Objectives................................................................................................ 5

Feasibility Analysis........................................................................................................5

System Request-Client Services Project.....................................................................7

Project Methodology......................................................................................................7

Site Map...........................................................................................................................8

Project Plan.....................................................................................................................9
 Introduction

In an increasingly digital world, the demand for efficient book management systems
has become paramount. Libraries, educational institutions, and avid readers alike grapple
with the challenge of organizing and tracking large collections of books. Traditional
methods of cataloging and tracking are often time-consuming and prone to errors.

The "Book Management and Tracking System" offers a solution to these challenges by
providing a user-friendly digital platform. Its implementation can revolutionize how books
are managed, borrowed, and returned. With this system in place, librarians can streamline
their workflow, patrons can easily locate and borrow books, and the overall library
experience can be greatly enhanced. This context underscores the significance of such a
system in today's dynamic information landscape.

Tailored specifically for the Palompon Institute of Technology (PIT) students, this system
addresses the unique needs and challenges within the institution's scope. By integrating
seamlessly into PIT's academic environment, the system ensures efficient access to
resources, streamlined borrowing processes, and an enhanced learning experience for all
users.

In addition, the problem statement provides us with a set of goals on what we aim to do.
The purpose of this study will provide us with a modernized management and tracking
book library.

To increase the plausible possibility of the research we conducted a feasibility analysis

such as Technical , Economic and Organizational Feasibility that provides us with firm
planning and support for continuing the research process.

The System Request is the initiation or the proposal that needs to be done in order for the
research to be developed.

The Project Methodology of this research is based on the most recommended for
developing the system, Site plan where it is depicted for the routing view for navigation of
the User of the system.
Problem Statement

● Traditional book management practices within the library of Palompon Institute of

Technology are inefficient and outdated.
● Manual processes, such as handwritten record-keeping, lead to errors, delays,
and resource inefficiencies.
● These practices hinder timely access to books for students, impacting their
learning and research endeavors.
● Errors in tracking borrowings and returns result in inventory inaccuracies and
erode patron trust in library services.
● The rise of digital technologies and online resources has heightened expectations
for seamless access to information.
● Outdated practices risk rendering libraries less competitive and less relevant in
meeting users' evolving needs.
● The increasing volume and diversity of book formats exacerbate the challenges of
manual management.
● The COVID-19 pandemic has underscored the importance of digital solutions for
remote access to library resources.
● There is a growing recognition of the need for digital transformation in book
management to adapt to changing user preferences and technological
advancements.
Purpose and Objectives

● Our purpose is to modernize book management practices within the library of

Palompon Institute of Technology to overcome inefficiencies, enhance accessibility,
and meet the evolving needs of users in an increasingly digital world.

1. Efficiency Improvement: Address the inefficiencies inherent in traditional book

management practices by implementing digital solutions for tracking borrowings,
managing returns, and maintaining inventory records.

2. Enhanced Accessibility: Ensure timely access to books for students and other
library patrons by streamlining the borrowing process and optimizing the
organization of library resources through the implementation of a user-friendly
digital platform.

3. Accuracy and Reliability: Improve the accuracy and reliability of book management
processes by reducing errors in tracking borrowings and returns, thereby
enhancing the trust of patrons in the reliability of library services.

4. Adaptation to Digital Landscape: Align book management practices with the

demands of an increasingly digital world by leveraging technology to provide
seamless access to information resources, including digital and multimedia
materials.

5. User-Centric Approach: Prioritize user needs and preferences by developing a

modern book management system that caters to the diverse requirements of
students at Palompon Institute of Technology.

6. Future-Proofing: Anticipate and address future challenges by laying the foundation

for ongoing innovation and adaptation in book management practices, ensuring the
sustainability and relevance of library services in the long term.

Feasibility Analysis

Technical Feasibility

● Risk Level (Medium) It can be difficult for some users who are not familiar with
the system.
● Risk Level (Medium) Some users are less familiar with advanced technologies
which will be used in our system.
● Risk Level (Small)
 Economic Feasibility

Development Costs Operational Cost

● Communication
charges
● Hardware and Software
● User training
● Development team salaries
● Software licensing
● Office space and equipment
● Software upgrades
● Development Training
● Hardware repair
● Data conversion costs and upgrades

Tangible benefits

● Simple and easy to use

● Creates a smart library

● Boosts learner
engagement
● Slashes down the
operating costs
● Reductions in staff

Intangible benefits

● Public access
to information
● Improved
students service
● Broad range of
digital information
● Increased user of
books
● Easy book search
Benefits Feb March April May Overall Total
Monthly Income 100000 100000 100000 300000

Reduction to Customer complaints 5000 5000 5000 15000

Inventory Cost 1000 1000 1000 3000

Total Benefits 106000 106000 106000 318000

Development Cost
PC Server(1PC) 50000 50000
Laptops(2PCS) 80000 80000
Development Labor 100000 100000
Goods and Supplies 10000 10000
Printing Cost 500 200 200 200 1100

Total Development Cost 240500 200 200 200 241100

Operational Cost
Rent 5000 5000 5000 5000 20000
Utilities 12000 10000 9000 5000 36000
Internet 3999 3999 3999 3999 15996
Total Operational Cost 20999 18999 17999 13999 71996

Total Cost 261499 19199 18199 14199 313096

Total Benefits - Total Cost -261499 28999 28999 28999 4904
Cumulative Net Cash Flow -261499 -232500 -203501 -174502
Return in Investment(ROI) 2%
 Break-Even Point 10 Months

Organizational Feasibility

Rol To Enhance Organization Feasibility

e
Champion UN
O ● Provide hands-on practice
● Initiates sessions with sample data to
the familiarize users with the
project. system's interface and
● Promotes workflow.
the project. ● Regularly gather feedback
● Allocates his from users to identify areas
or her time to for improvement and tailor
the project. training resources
accordingly.
● Provide
● Foster a culture of
s
resourc continuous learning and skill
es development among library
staff to ensure ongoing
Organization Organizational proficiency with the system.
al managers:
● Create a prototype of the system
Management
to demonstrate its potential
● Know about
value.
the project.
● Make a presentation to the Head
● Encourage
librarian about the objectives of
users to accept the project and the proposed
and use the benefits to the system efficiency.
system
System Users:
Users
● Libraria ● Convert physical resources into
n Or digital formats to make them easily
Library accessible to users.
Attenda
nt
 System Request

Project Sponsor: “UNO.” (Group 1)

Business Need: This project is intentionally made to track and manage books in a
library. Designed to manage the movement of books and maintain records of the
members in a library. The software solution is designed based on the system
requirements, the people involved, the content of the operation and the activity to be
performed.
Business Requirements: It needs the approval of both the School President and the
Head of the Library. Also, a request for a Data Privacy Officer, etc.
Business Value: It helps librarians to maintain the database of new books and the
books that are borrowed along with their due dates. Helps the library to help in saving
time, and increase efficiency, also it is cost-effective and easy to implement.
Special Issues or Constraints: Lack of organization in book management, user
registration and book borrowing. The system relies heavily on manual processes,
leading to errors in book availability and delays in user requests.

Project Methodology

The chosen project methodology for developing the Book Management and
Tracking System at Palompon Institute of Technology is the waterfall model. This model is
selected for its structured and sequential approach, which suits the clear and stable
requirements typically associated with such systems.

The waterfall model involves progressing through distinct phases, including requirements
analysis, design, implementation, testing, and deployment. This step-by-step process
ensures thorough development and integration of necessary components, essential for
effectively managing book borrowing and return processes within the library.

One of the key benefits of the waterfall model is its emphasis on comprehensive
documentation at each stage. This documentation provides clarity and guidance
throughout the project, aiding in communication among team members and stakeholders.

Since end user involvement may be limited initially, the straightforward progression from
requirements to deployment in the waterfall model is advantageous. This allows for
focused development based on predefined specifications, reducing the likelihood of scope
creep and ensuring alignment with project objectives.

Furthermore, the predictable budget and timeline in the waterfall model, with clearly
defined milestones and deliverables, make it practical for efficient project management.
This predictability enables better resource allocation and project planning, contributing to
the success of implementing the Book Management and Tracking System at Palompon
Institute of Technology.
 Site Map

Dashboard
/index.php

Login
/login.php

Home
/admin.php

Book:Search Student:Search borrow:List return:List

/book/search = /student/search / borrow/record / return
id? = id? /record

Book:List Student:List return:Update

/ booklist / studentlist borrow:Create
/ borrow / return
/create /update

Book:Create Student:Creat
/ book e borrow:Edit return:Delete
/create / Student / borrow / return
/create /edit = id? /delete = id?

Book:Edit Student:Edit
/ Book / Student borrow:Delete
/edit = id? /edit = id? / borrow
/delete = id?

Book:Delete Student:Delete
/ book/ / student/
/delete = id? /delete = id?
Project Plan

Dur Predece
Task Name Star Fini Resource Names
atio ssors
t sh
n
Programmer,Team
We We
System Request 1 Manager,Technical
d d
day Writer,System
1/3/ 1/3/
Analyst
24 24
Programmer,System
Progress of Cost-Benefit 1 Thu Thu Analyst,Team
Analysis day 2/1/ 2/1/ Manager,Technical
24 24 Writer
Team
Cost-Benefit Analysis 1 We We Manager,Technical
day d d Writer,Programmer,S
2/7/ 2/7/ y stem Analyst
24 24
Team
Organizational Feasibility 1 We We Manager,Technical
day d d Writer,Programmer,S
2/7/ 2/7/ y stem Analyst
24 24
Programmer,System
Tue Tue
Site Map 1 Analyst,Team
2/13 2/13
day Manager,Technical
/2 /2
Writer
4 4
We Thu
Project Plan 2 d 2/29 Team Manager
days 2/28 /2
/2 4
4
System
Fri Fri
Meeting w/ Client 1 Analyst,Technical
3/1/ 3/1/
day Writer
24 24
Programmer,System
Meeting w/ Team 1 Sun Sun Analyst,Team
day 3/3/ 3/3/ Manager,Technical
24 24 Writer
Mon We
Module 3 Programmer
3/4/ d
1(Managebook/CRUD) days
24 3/6/
24
Module Thu Sat
3 Programmer
1(Managebook/search.php) 3/7/ 3/9/
days
24 24
Mon We
Module 2
3 3/11 d Programmer
(ManageUser/CRUD)
days /2 3/13
4 /2
4
Thu Sat
Module 2
3 3/14 3/16 Programmer
(ManageUser/search.php)
days /2 /2
4 4

Module 3 Mon Fri

(BorrowedBooks/CRUD/borr 5 3/18 3/22 Programmer
o w.php) days /2 /2
4 4
Module 4 Mon Fri
(ReturnedBooks/CRUD/retur 5 3/25 3/29 Programmer
n. php) days /2 /2
4 4
Programmer,System
Testing and Debugging w/ 2 Mon Tue Analyst,Team
client days 4/1/ 4/2/ Manager,Technical
24 24 Writer
Programmer,System
We
Client Feedback/Request for 3 Mon Analyst,Team
d
some changes days 4/8/ Manager,Technical
4/10
24 Writer
/2
4
Programmer,System
Fri Fri
Team meeting 1 Analyst,Team
4/12 4/12
day Manager,Technical
/2 /2
Writer
4 4
Mon Fri
Programmer,System
Final Updates/Changes 5 4/15 4/19
Analyst
days /2 /2
4 4
Mon Fri
Documentation/Creating 5 4/22 4/26 Technical Writer
manual/guides days /2 /2
4 4
Mon System
Fri
Checking Clients resources 5 4/29 Analyst,Team
5/3/
days /2 Manager,Technical
24
4 Writer
Fri
Mon Programmer,System
Training 5 5/10
5/6/ Analyst
days /2
24
4
Programmer,System
Mon Fri
Implementation/Deployment 5 Analyst,Team
5/13 5/17
days Manager,Technical
/2 /2
Writer
4 4
--:-- Programmer,System
Fri --:--
Maintenance Analyst,Team
5/17
Manager,Technical
/2
Writer
4