THE CO-OPERATIVE UNIVERSITY OF KENYA (CUK)

DIGITAL LIBRARY MANAGEMENT SYSTEM

BY

GICHIGO ANDRIAN KIAI

BCSC01/0020/2018

Project submitted in partial fulfillment of the requirements for the award of the Bachelor
of Science in Computer Science at The Cooperative University of Kenya

©AUGUST, 2022
Contents
List of tables ........................................................................................................................ 6
List of Figures ..................................................................................................................... 6
List of images ...................................................................................................................... 7
DECLARATION AND APPROVAL ................................................................................ 1
ABSTRACT ........................................................................................................................ 2
LIST OF ABBREVIATIONS ............................................................................................. 3
CHAPTER ONE ................................................................................................................. 4
INTRODUCTION .............................................................................................................. 4
1.1 Background to the study ........................................................................................ 4
1.2 Statement of the Problem ....................................................................................... 5
1.3 Objectives................................................................................................................. 6
1.3.1 General Objective ............................................................................................ 6
1.3.2 Specific Objectives ........................................................................................... 6
1.4 Significance of the study ......................................................................................... 7
1.5 Scope of the study.................................................................................................... 8
1.6 Assumptions............................................................................................................. 9
1.7 Limitations and Delimitations ............................................................................... 9
1.8 Definition of Terms ............................................................................................... 10
CHAPTER TWO .............................................................................................................. 11
LITERATURE REVIEW ................................................................................................. 11
2.1 Introduction ........................................................................................................... 11
2.1.1 Related systems .................................................................................................. 13
2.1.2 Technical gaps .................................................................................................... 13
2.2 Needs for library management system ................................................................ 14
2.3 Library management system initiatives worldwide ........................................... 14
2.4 Review of Problems and challenges of library professionals in developing
Countries...................................................................................................................... 16
CHAPTER THREE .......................................................................................................... 17
METHODOLOGY ........................................................................................................... 17
3.1 Introduction ........................................................................................................... 17
3.1.1 Strategies used .................................................................................................... 17
 3.2 Waterfall Methodology for LMS ......................................................................... 18
3.2.1 Requirements Specification........................................................................... 18
3.2.2 System and Software Design ......................................................................... 19
3.3 Advantages and disadvantages of waterfall model ............................................ 19
3.3.1 Advantages...................................................................................................... 19
3.3.2 Disadvantages ................................................................................................. 20
3.4 Preference of waterfall model in LMS ................................................................ 20
3.5 Basic requirements................................................................................................ 20
CHAPTER FOUR ............................................................................................................. 21
SYSTEM ANALYSIS ...................................................................................................... 21
4.1 Analysis .................................................................................................................. 21
4.1.1 Context diagram............................................................................................. 21
4.1.2 User Login....................................................................................................... 22
4.1.3 Borrow Book................................................................................................... 22
4.1.4 Book search..................................................................................................... 23
4.1.6 Forgot Password............................................................................................. 24
4.1.7 Add Member................................................................................................... 24
4.1.8 Return Book ................................................................................................... 25
4.1.8 Sequence diagram .............................................................................................. 26
4.1.9 Use Case Diagrams ........................................................................................ 28
4.1.10 Entity Relationship Diagram ...................................................................... 31
4.2 System Requirements ........................................................................................... 32
4.2.1 Non-functional Requirements ....................................................................... 32
4.2.2 Functional Requirements ............................................................................ 33
CHAPTER FIVE .............................................................................................................. 35
SYSTEM DESIGN ........................................................................................................... 35
5.1 Architectural design.............................................................................................. 35
5.2 Database Design .................................................................................................... 36
5.2.1 Account Database........................................................................................... 36
5.2.2 Add book Database ........................................................................................ 37
5.2.3 Borrow book ................................................................................................... 38
5.2.4 New member Database .................................................................................. 39
 5.3 User Interface Design ........................................................................................... 40
5.3.1 Login Page ...................................................................................................... 40
5.3.2 Sign Up Page ................................................................................................... 40
5.3.3 Forgot Password Page ................................................................................... 41
5.3.4 Home Page ...................................................................................................... 41
5.3.5 Add Member Page ......................................................................................... 42
5.3.6 All Members Page .......................................................................................... 42
5.3.7 New Books Page ............................................................................................. 43
5.3.8 All Books Page ................................................................................................ 43
5.3.9 Issue Book Page .............................................................................................. 44
5.3.10 Return Book Page ........................................................................................ 44
CHAPTER SIX ................................................................................................................. 45
IMPLEMENTATION AND TESTING ........................................................................... 45
6.1 Development Environment .................................................................................. 45
6.2 System Components .............................................................................................. 46
6.2.1 Computer System ........................................................................................... 46
6.2.2 Software .......................................................................................................... 46
6.2.3 Database .......................................................................................................... 46
6.2.4 Server .............................................................................................................. 46
6.3 Test Plan ................................................................................................................ 47
6.3.1 Login module .................................................................................................. 47
6.3.2 Signup module ................................................................................................ 48
6.3.3 Forgot Password module ............................................................................... 49
6.3.4 Home page module ......................................................................................... 50
6.3.5 Add member module ..................................................................................... 51
6.3.6 Add book module ........................................................................................... 52
6.3.7 Issue book module .......................................................................................... 53
6.3.8 Return book module ...................................................................................... 55
6.3.9 All members module ...................................................................................... 58
6.3.10 All books module .......................................................................................... 59
6.4 System Testing ....................................................................................................... 60
6.4.1 Unit Testing .................................................................................................... 60
CHAPTER SEVEN .......................................................................................................... 61
CONCLUSIONS AND RECOMMENDTAIONS ........................................................... 61
7.2 Conclusions ............................................................................................................ 61
References ......................................................................................................................... 62
List of tables
Table 1: account database ................................................................................................. 36
Table 2: add book database ............................................................................................... 37
Table 3: borrow book database ......................................................................................... 38
Table 4: new member database ......................................................................................... 39
Table 5: login module test................................................................................................. 47
Table 6: sign up module test case ..................................................................................... 48
Table 7: forgot password module test case ....................................................................... 49
Table 8: home page module test case ............................................................................... 50
Table 9: add member module test case ............................................................................. 51
Table 10: add book module test case ................................................................................ 52
Table 11: issue book module test case .............................................................................. 54
Table 12: return book module test case ............................................................................ 55
Table 13: all members test case ........................................................................................ 58
Table 14: all books module test case ................................................................................ 59

List of Figures
Figure 1 : related system ................................................................................................... 13
Figure 2: context diagram ................................................................................................. 22
Figure 3: user login dfd ..................................................................................................... 22
Figure 4: borrow book dfd ................................................................................................ 22
Figure 5 : book search dfd ................................................................................................ 23
Figure 6: account creation dfd .......................................................................................... 23
Figure 7: forgot password dfd ........................................................................................... 24
Figure 8: add member dfd ................................................................................................. 24
Figure 9: sequence diagram .............................................................................................. 26
Figure 10: sequence diagram ............................................................................................ 27
Figure 11:general use case ................................................................................................ 28
Figure 12: manager user info use case .............................................................................. 28
Figure 13: manage borrowers info use case ...................................................................... 29
Figure 14: system use case ................................................................................................ 31
Figure 15: entity relationship daigram .............................................................................. 31
 List of images
image 1: login page ........................................................................................................... 40
image 2: sign up page ....................................................................................................... 40
image 3: forgot password page ......................................................................................... 41
image 4: home page .......................................................................................................... 41
image 5: add member page ............................................................................................... 42
image 6: all members page ............................................................................................... 42
image 7: new books page .................................................................................................. 43
image 8: all books page..................................................................................................... 43
image 9: issue book page .................................................................................................. 44
image 10: return book page............................................................................................... 44
image 11:login module test ............................................................................................... 47
image 12:sign up test ........................................................................................................ 48
image 13: forgot password test ......................................................................................... 49
image 14: home page test .................................................................................................. 50
image 15: add member test ............................................................................................... 51
image 16: add book test .................................................................................................... 53
image 17: issue book test .................................................................................................. 54
image 18: all members test ............................................................................................... 58
image 19: all books test..................................................................................................... 59
DECLARATION AND APPROVAL
DECLARATION

I hereby declare that this Project Proposal is my own work and has, to the best of my
knowledge, not been submitted to any other institution of higher learning for any award.

Student Name: (Typed) _______________ Registration Number: (Typed)

____________

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

..............................................................

APPROVAL

This project Proposal has been submitted with my approval as the University supervisor.

Supervisor Name: (Typed)

___________________________________________________

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

1
ABSTRACT
A library is a room or building which holds a collection of sources of information and
similar resources like books, periodicals, films, and even recorded music which are
accessible to the community for study and reference. With the rising number of readers,
manual management of libraries has become hectic and troublesome involving keeping
records and finding the details related to issuing and returning books. So, with the rapid
advances in the technological world, it allows for an upgrade so we can create a digital
library system. By implementing the use of a digital management system libraries can
redesign information products and services offered to satisfy the readers' needs and
specifications. With this system, seeking information will be made easier for both
librarians and readers allowing each to access most information remotely from anywhere
in digital formats using computers. This project aims to implement most services into a
computerized library management system. The project will be developed in Java and
MySQL, focusing on basic operations like adding new members, new books, and
updating book inventory which will be possible by giving the librarian admin access.it
will also allow one to search for books, and borrow and return books. The computerized
Library Management System will entail a LOGIN module where each user of the system
will have his or her specific username and password. The librarian will have the highest
level of access as an ADMIN which enables him/her to perform all the functionalities in
the system. The members have a lower level of access that only enables them to view the
details of books available. Member registration will be approved by the respective
librarian. A database will be created using XAMP software where details of users and
books will be stored

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LIST OF ABBREVIATIONS
1. SQL – stands for Structured Query Language, a database computer language
designed for the retrieval and management of data in a relational database
2. XAMPP – abbreviation for cross-platform, Apache, MySQL, PHP, and Perl
which is a local host or server that is used to test clients or websites before
publishing them to a remote webserver
3. OLE - an Open Library Environment
4. XC – an eXtensible Catalog
5. LMS – Library Management System
6. OAI – Open Archive Initiative protocol used for metadata harvesting
7. NCIP – NISO Circulation Interchange Protocol
8. SRS - Software Requirements Specification

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 CHAPTER ONE
INTRODUCTION

1.1 Background to the study

A library management system also known as an automated Library System is software
that is developed to handle the basic functions of a library, and provides a complete
solution for the administration of a library’s technical functions and services to the
public. (Robertson,2004). Libraries contain physical information and also in a digitized
format. In the past access to this information was usually available in a library room or
hall, but with the development of technology access to all sorts of information was made
online. Knowledge is endless, vast, and keeps growing. The old and manual methods of
maintaining this knowledge are no longer efficient. Application of up-to-date techniques
may be able to keep up with the growth of knowledge and even improve services offered
to clients.
Libraries can be divided into categories which are:
1. Academic libraries
2. Corporate libraries
3. Government libraries such as national libraries
4. Private libraries
5. Public libraries

This library management system is an application that tries to replicate a library into
virtual form whatever the size of the library which could be a small-town library or a
large university’s library.it will be used by the librarian to manage the library by using a
digitized system where he/she can add new books or new members, issue books, return
books, update lists, etc.
The system will also entail a user module that will keep track of members, the books
borrowed, books returned, and search books. The system will also have an inventory of
books available.

4
With this system, it will surely simplify the process but also speed up the functionality of
a library which will also save time.it will contribute to increasing the efficiency of a
library in data entry and maintenance of records.

1.2 Statement of the Problem

Currently, in some institutions, library functionalities are done manually, taking more
time for functions like searching and borrowing books. A lot of problems arise due to the
inefficiency of the library management, which may be a result of human error or poor
organization leading to loss of data and damages to records stored but may be avoided by
using a digitized library system. Some of the errors and problems are listed below:

i. Due lack of security for the current old system unauthorized persons may access
information that should only be accessed by the librarian. Private Information
about members and admins.
ii. Inadequate data storage – data which includes library files, reports, and
documents may not be well filed and saved or even maybe be damaged and some
data may be incomplete.
iii. Retrieval of data-poor retrieval of data as it may be misplaced causing
inconveniences to members. This causes a delay in issuing and returning books.
iv. Loss of records – lack of well-detailed reports of borrowed or issued books, or a
record is placed in the wrong section of the library leads to loss of records
v. Lack of information updates- some records may need to be updated due to the
growth of the world and upcoming up-to-date research and if libraries do not
update the volumes members end up using outdated information for research.

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1.3 Objectives
1.3.1 General Objective
To create and develop a digitized library management system that can simplify and offer
efficient handling and management of all library functionalities.
1.3.2 Specific Objectives
i. Create a system that will offer security to all data stored in the database
ii. Design a system that speeds up user functionalities and saves time
iii. Create an efficient searching module for books
iv. A system that tracks all information of books and librarians
v. Design a system that shows and manages information on the members and
activities
vi. Create a system that allows upgrades and updates

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1.4 Significance of the study
The institution will be efficient in locating their reading and studying equipment in the
library. The system will enable the library's functionalities to operate smoothly and
effectively by managing the circulation of information and records as well as
maintaining security functions at all times. This will have a positive effect on the
members, librarians, and the institution's morale improving the standards of library
services provided to members. Simple errors caused by human error will be greatly
reduced when it comes to library operations which will result in less damage and loss of
records.
Members through the digitized system will be able to easily locate books that they need
without any hustle of using the manual techniques. This will save time and allows them
to access up-to-date information for their research study.
The librarian will have the highest authorized access as an admin will be able to
maintain private information by use of a specific username and password thus
maintaining security. He/she will be able to monitor what is happening on-site that is,
Reports, book inventory, member signup, operations, etc. this will allow for good
management of records if books are in the correct library sections and are available in
the correct amount which contains up to date information

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1.5 Scope of the study (i.e., defines the system boundary)
This project will be designed and produced as a library management system that will
include major library operations. The first module will be a LOGIN module where
librarians and members enter their respective usernames and password to be directed
to different specific sub-modules with specific operations. The LOGIN module has a
sign-up option that will direct one to the SIGN-UP module where librarians and
members can register as new members and recorded them in the database
Once login details have been verified the system will direct the librarian to the
HOME PAGE module where there will be operations like add member or book, all
members, all books, search book and for the student search book, borrow book,
return book.

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1.6 Assumptions
The system will need the following third-party products for the development of this
project
1. NetBeans IDE
2. XAMPP MySQL server to store the database
3. Photoshop to edit layouts

These systems assumptions include:

1. Users will have basic knowledge and understanding of computers, windows
interface, and the internet
2. There is a way to convert all hardcopy books and user records in the library into
digital formats for the digitized library system
3. The search mechanism should be simple and effective in finding books

1.7 Limitations and Delimitations (

i.e., challenges and countermeasures)
1. Excel exports will not be developed for student and book records
2. All operations in the system will be executed off-line
3. Offline reports and records of members and users will not be generated due to
batch mode execution
4. The system will not have a payment allocated module for the fine incurred due to
unreturned books. This will be done manually by the administration

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1.8 Definition of Terms
1. ASP.NET – extends the .NET developer platform with tools, programming
languages, and libraries for building many different types of applications
2. KOHA - an open-source integrated library system used worldwide by the public,
school, and special libraries
3. LibLime – a global leader in open development library services platform systems
and support in facilitating open development solutions by providing consulting,
development, implementation, and support and hosting for libraries of all types
and sizes
4. NetBeans IDE - a free and open-source integrated development environment for
application development on Windows, Mac, Linux, and Solaris operating
systems.
5. Automated – combination of software and hardware that allow computer systems
and machine to perform an operation with minimum human intervention.
6. Database- collection of organized stored data that can be accessed electronically
through a computer system
7. Virtual – scenario or something that does not physically exist but is made to
appear real by a software
8. Module – a part or software section of a program that contains one or more
system routines
9. Integrate – gathering smaller components and combining them into a single
system to function as one

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 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction
The literature review contains studies and research done by other researchers about a
digitized library management system and is used in consideration of instances of current
knowledge that include findings, theoretical and methodological contributions to the
system. reviews are secondary sources and therefore do not entail any new or original
study work.

A library is a storage unit or location where a vast collection of books, records, and
resources are available and accessible to users. It improves the distribution of knowledge
and information passed down through generations about civilization among users. A
library management system is a resource planning system for libraries that is used to keep
track of books and records owned, borrowed, and returned.
Before the development and growth of modern technology, there were different methods
of storing records in the libraries, records were kept on shelves and labeled in
alphabetical or numerical order in which the categories of books available were arranged
in different positions

KOHA library management system is the first library management system to be

reviewed. Since its execution in1999, KOHA functionality has been adopted by
thousands of libraries worldwide, each adding features and functions, strengthening the
capability of the system. With the 3.0 release in 2005 and the integration of the powerful
Zebra indexing engine, Koha became a viable, scalable solution for libraries of all kinds.
Lib Lime KOHA is built on this foundation. With its advanced feature set, LibLime Koha
is the most functionally advanced open-source Integrated Library System in the market
today. The major setback of this Library Management System is that it is not web-based.

Another Library Management System is Capital’s library software with the following
benefits Increases support available for staff and users in any modern library service,

11
provides efficiency, innovative system that saves library time and improves user
experience. A library management system usually has a relational database, software to
interact with that database, and two graphical user interfaces (one for users, one for staff).
Most automated library systems, separate software operations into programs called
modules, each of them integrated with a linked interface.

According to the Journal of Xian University, Shasha, research on the library management
system to upgrade the management to satisfy the necessity of the student demand.
Songhai submitted a paper where he represents investment squandering in CDs, which
are attached along with the books and records. To save the value of the library, he
suggested cloud computing for data transfer.

12
2.1.1 Related systems

Figure 1 : related system

The related system entails some of the modules that will be utilized in the system
development.

2.1.2 Technical gaps

i. Limited knowledge of Java programming language?
ii. Do Librarians possess the required computer skills?
iii. Does the library have its backup storage process?
iv. Does the institution administration support the system?

13
2.2 Needs for library management system

1. Improved customer services through greater access to accurate information

2. Increased productivity and job satisfaction among staff me
3. More economical and safer means of storing and keeping information
4. Easier access to information like management reports and stock etc. as well as
accurate and faster results from statistical analyses
5. Reduces human error and eliminates the tediousness of the long and repetitive
manual process
6. Greater accountability and transparency in operations
7. Improved efficiency in administration and management
8. Improved security for confidential information

2.3 Library management system initiatives worldwide

I. Neelakandan, Balasubramanian, Srinivasa, (2010) in their study developed a

system using KOHA Open-Source software to develop an updated database of
records, books, and other resources of the school of chemistry Library,
Bharathidasan University to implement the automated system using KOHA
library integrated Open-source software
The result of the system they developed has Chemistry library collections that are
a single database, it gives the full control over the library collections and
operations, staff members and researchers can check the required books by
modules, researchers and members can check the status of borrowed books and
get complete details about books for further research
 The limitations of this research were based on:
 Lack of infrastructure facility

14
  Lack of environment support
 Lack of financial resources

II. The OLE Project is an initiative of the Duke University in the USA that began in
2008 with financial support from the Andrew Mellon Foundation whose objective
is to develop the design of an Open Library Environment (OLE) as an alternative
to an integrated library system. The OLE project aims to develop and use
technology to produce a community-sourced alternative to the current LMS
whose framework goes beyond the current LMS through its ability to utilize other
systems and deliver valuable new services.

III. eXtensible Catalog (XC) Project of the University of Rochester which entails the
development of a set of open-source applications that will provide easy access to
all resources across various databases, provide an alternative way to reveal
collections, and improve web accessibility. XC has released various tool kits as
open-source implementations e.g., OAI and NCIP

IV. Koy keat, (2011) in his research developed a library management system that
could mainly serve members and staff of the library. The system allows members
to search for books and reserve books through a website so that they can save
their time and cost to travel from one place to another to use the library as well as
know what the book entails in the library. In the system developed, staff can also
be able to add news and also view reports with several criteria as well as add, edit
and delete data.

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2.4 Review of Problems and challenges of library professionals in developing
Countries

New tools of information technology have changed the tasks &responsibilities of

librarians. Several studies have been conducted to explore the problems faced by
librarians. Given section reviews, the studies conducted in multinational positions in
general and particularly in developing countries to research the problems faced by the
librarians.

Adomi and Anie, (2006) in their study on computer knowledge of individuals in

Nigerian University libraries concluded that most of them do not possess a high degree of
computer skill and their use of computers and technology is still growing. They
recommended that library management and administration should organize and offer
computer training programs for librarians and enough computers should be provided.

Johnson, (2007) viewed library and information science education in developing

countries. He came to the conclusion that LMS programs in developing countries
continue to suffer from a lack of financial support by governments.

Rahman, Khatun, and Islam, (2008) reviewed the library education in Bangladesh. The
study established that the majority of institutions in Bangladesh do not have well-
equipped computer laboratories or sufficient numbers of computers for students.

In Nepal, Siwakoti, (2008) established that there was no government branch to control,
track and assess the school libraries' operations. There was a lack of awareness programs,
budgetary restrictions, inadequate space, inadequate library materials, lack of trained and
skilled manpower, and a lack of appropriate government policy and lack of information
knowledge.

Adepoju, (2009) explored the computer skill among librarians in academic libraries in
Ondo and Ekiti State in Nigeria. It was established the insufficiency of computers and
computer skills among professionals. The study recommended that further attention and
finances should be provided for training and obtaining IT hardware.

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 CHAPTER THREE

METHODOLOGY

3.1 Introduction
In this chapter we will identify a methodology that will effectively implement an
automated library management system. The primary objective of the methodology is to
provide a management strategy which will be based on the waterfall method for
organizational design and information system development.

Currently librarians are able to offer better services for resource provision through the
internet and also physically to users. These services include access to sources of
knowledge like books, journals, audio tapes, maps etc. libraries can handle the
application of new projects and procedures by use of project management methodologies
which assist library administrators to guarantee the utmost efficiency and effectiveness in
resource use. the finalization of project activities needs different skills to set the desired
project environment.

3.1.1 Strategies used

i. Familiarity with the Library
By being aware of the size of the library one will be able to analyze and evaluate
the desired outcome expected to be offered to users. This includes what the library
information collection stores thus identifying the type of collection is to be
automated.
ii. Familiarity with the users of the library
By analyzing the number of users, the age group and their literacy levels, their
wants and needs we may be able to understand the library type one is dealing
with. In this case it will involve a public library that is visited by all types of
people from students in all levels of education to adults thus dealing with all types
of records i.e., video and audio presentations to research-oriented studies.
iii. Analysis of Services Offered

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 Identifying the services offered before automation, there are differences in
services offered in each library according to the institution. A public library
should be able to accommodate all this services to satisfy its users. The automated
system be able to offer books to kids to develop their reading skills and also offer
journals to scholars for research.
iv. Choice of software and hardware
Selection of software and hardware to manage the systems resources efficiently
i.e., the developer can choose from various software options like ERP software,
Open-Source software, etc. Each software has its advantages and disadvantages
and the developer is to choose which is best suitable for the system. the software
chosen should be compatible with the different information formats
accommodated in the system. For hardware we will take into consideration the
software chosen thus selecting hardware with the properties that support the
system thus running smoothly this includes computer system with 4GB RAM
space and above and core i5 2nd generation processor.

3.2 Waterfall Methodology for LMS

Waterfall method is based on that the development process should be divided into stages
to provide transparency of content. The outcomes of each stage are documented and the
next stage will only begin when all conditions are satisfied. it is not allowed to go back to
the previous stage once the next one has started unless the implementation requirements
change. Any requirement changes must be noted and supervised to avoid scope creep.

3.2.1 Requirements Specification

The project developer and administration make a list of user requirements. the project
developer will identify the capabilities and constraints of the software to be developed.
Software requirement specifications (SRS) is the document that should entail all this
details about the system requirements which include functional and non- functional
requirements.

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Functional requirements include:

i. Adding of a new book

ii. Searching for a books
iii. Borrowing of books
iv. Returning of books
v. Updating of inventory
vi. Viewing of all members and books

Non- functional requirements include:

i. Security of information
ii. Accessibility to the system
iii. Information maintenance
iv. System performance

This document is approved and validated by users before the start of project
development.

3.2.2 System and Software Design

The system design is accomplished by the use of SRS document, this includes software
and hardware design taking into consideration the capabilities of software and hardware
materials. Software modules are designed by translating the requirements into
representation of the software before source code is generated.

3.3 Advantages and disadvantages of waterfall model

3.3.1 Advantages
i. The stages are completed and handled one at a time
ii. Simple and easy to use as all steps are defined
iii. Method management is easy
iv. Difficult to make changes as does not involve users reducing the chances of
scope creep

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3.3.2 Disadvantages
i. It is difficult to change once started
ii. It involves high risk and unpredictable
iii. Does not involve users
iv. Testing is not done till the end

3.4 Preference of waterfall model in LMS

Waterfall method is easy, simple and convenient which allows it to be able to manage
both large - and small-scale projects. waterfall method takes priority to management,
once they approve each phase the development process will continue as scheduled, if it
took priority to users the development process would be prone to changes that may cause
problems

3.5 Basic requirements

Coding language - JAVA
Database Management - XAMPP MySQL Database
Development Platform – NetBeans IDE 8.0.1

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 CHAPTER FOUR

SYSTEM ANALYSIS

4.1 Analysis
4.1.1 Context diagram
The library management system will handle all functions involving:
i. Book management: adding of new books, updating information on books,
borrowing and returning of books, book inventory.
ii. Member management: adding new users, updating user information, user
activities
iii. Login management: admin login and validation, user login and validation to
access the system
iv. System user management: borrowing of books, signing up, searching of books,
login and logout activity

BOOK
MANAGEMENT

LOGIN LIBRARY MANAGENT MEMBER

MANAGEMENT SYSTEM MANAGEMENT

SYSTEM USER
MANAGEMENT

21
Figure 2: context diagram

4.1.2 User Login

After the system is up and running the login page will appear where one is asked to enter
username and password, if the he or she is valid user then a home page will be displayed.

DATABASE

ENTER USERNAME AND

HOME LOGIN CHECK VALIDITY
PASSWORD

LOGIN PAGE

Figure 3: user login dfd

4.1.3 Borrow Book

The book borrow data flow diagram is when where after entering the Home Page he or
she can select the borrow book option where after entering the book details and book
type, and also verifying the users’ membership he or she can select the borrow option.
The user can borrow books unless the admin says otherwise. In the borrowing of books, a
user will be prompt with a due date.

USER LOGIN PAGE SELECT BOOK SEARCH BOOK BORROWER NAME BORROW

LOGIN DATABASE
BOOK BOOK
LOGIN TABLE
DATABASE DATABASE

Figure 4: borrow book dfd

22
4.1.4 Book search
After login page and granted access to the Home Page, when a user selects the all books
option there will be an option to search books where after entering a book title the book
details will be displayed.

HOME SELECT SEARCH ENTER BOOK DETAIL BOOK DETAILS

BOOK DATABASE

Figure 5 : book search dfd

4.1.5 Account Creation

After the system is up and running there be an option to sign up to create an admin
account where one enters ones’ details, that is, username, name, and password. This
information is saved in the database to be used to validate ones’ access into the system.

SELECT SIGNUP
HOME SIGNUP PAGE ENTER DETAILS USER LOGIN PAGE

ACCOUNT
USER DATABASE
DATABASE

Figure 6: account creation dfd

23
4.1.6 Forgot Password
If there is a scenario in which the user cannot access the system and has forgot his or her
password, the user has a chance to select the Forgot Password option where the user
enters his or her username, the system searches for the account and the user answers the
selected security question, if the answer is valid the system will provide the user with the
original password

ACCOUNT
DATABASE

SELECT FORGOT ANSWER SECURITY

LOGIN PAGE ENTER USERNAME CHECK VALIDITY
PASSWORD QUESTION

ACCOUNT ACCOUNT
GET PASSWORD
DATABASE DATABASE

Figure 7: forgot password dfd

4.1.7 Add Member

In this scenario the admin after logging in the user can add a member by inputting all the
required and valid details of an individual , with all the valid details the user will be
added to the new member database

SELECT ADD ENTER MEMBER

HOME PAGE NEW MEMBER PAGE
MEMBER DETAILS

NEW MEMBER
DATABASE

Figure 8: add member dfd

24
4.1.8 Return Book
After issuing a book the program sets a deadline to when the book will be returned , by
inputting the book ID the system will generate the member ID of the one who borrowed it
and calculate the late days and fine with reference with the borrow book database.

SELECT RETURN
LOGIN PAGE HOME PAGE
BOOK ENTER BOOKID

BORROWBOOK
DATABASE

25
4.1.8 Sequence diagram
ADMIN SYSTEM

DISPLAY LOG IN FORM

START

INPUT USERNAME AND

NO
PASSWORD

VALID INPUT YES

DISPLAY HOME PAGE

ADD NEW BOOK
INFORMARTION

SAVE NEW BOOK DATA

UPDATE BOOK INFORMATION

SAVE UPDATED BOOK

INFORMATION

ADD NEW USER

SAVE NEW USER

UPDATE USER INFORMATION

SAVE UPDATED USER

INFORMATION

VIEW ALL BOOKS

VIEW ALL USERS

END

Figure 9: sequence diagram

26
USER SYSTEM

DISPLAY LOG IN FORM

START

INPUT USERNAME AND

NO
PASSWORD

VALID INPUT YES

DISPLAY BOOKS

SEARCH FOR BOOK

BOOK AVAILABLE

REQUEST TO BORROW BOOK YES

RELEASE BOOK

SEARCH MEMBER

VALIDATE MEMBER

INPUT ISSUE DATE YES

PRESENT RETURN DATE AND

APPROVE BORROWING OF
BOOK

GETBOOK

LOGOUT

END

Figure 10: sequence diagram

27
4.1.9 Use Case Diagrams
General Use Case

manage user's information

manage and update book information

manage borrowers information

admin/user borrower

records of borrowers activities

Figure 11:general use case

Manage User info

<<include>>
manage user information check and save new information

<<include>> <<include>>

<<include>>

user's new info <<extend>> update user information

admin/user

Figure 12: manager user info use case

28
 Manage borrower’s info

manage borrower's information check and save new information

<<include>>
<<include>>

books new information <<extend>> update borrower's status

user/admin
<<include>>

check borrower's activity <<include>> records activity

Figure 13: manage borrowers info use case

29
System Use Case

signup <<include>> modify database

username
<<include>>
login
<<include>>

password

add book

add member

user/admin delete information

update information

search book by name

<<include>>

search information
<<include>>

search member by name

issuebook

return book

logout

30
Figure 14: system use case

4.1.10 Entity Relationship Diagram

BARCODE DATE

EMAIL

GENDER
CATERGORY
ADDRESS MEMBER TYPE

PUBLISHER

NAME

BIRTHDAY

MEMBER BOOKS PRICE

REQUEST

NAME

CONTACT
BOOK TYPE
MEMBER ID

BOOK ID

RETURN DATE MAINTAINS

ISSUE/RETURN DATE

ISSUE DATE

ADMIN/USER

MANAGES LOGIN

REPORTS AUTHENTICATION SYSTEM

ALL MEMBERS ALL BOOKS USERNAME PASSWORD

Figure 15: entity relationship diagram

31
4.2 System Requirements
4.2.1 Non-functional Requirements
Product requirements
i. Efficiency requirements
A user should be able to process faster when processing book transaction.
ii. Reliability requirements
The system must perform accurately towards a users’ transaction request
iii. Usability requirements
The system must be designed with user-friendly and easy to use by the
staff so that the user can perform their transactions efficiently.

Organizational Requirements

i. Implementation requirements
In implementing the system, it uses Java as the main programming and
tools. SQL language using XAMPP platform is used to maintain the
information in the database.
ii. Delivery requirements
The system is estimated to be done around 4 months’ time and
documentation in 2 months. The system in softcopy and documentation
in hardcopy.

External requirements

i. Security requirements
The system must be secure at all times to avoid illegal access to
system information that may be confidential

32
4.2.2 Functional Requirements
User login
This feature used by the user to login into the system. They are required to input
a username and password before they are allowed to enter the system. The
username and password will be verified and invalid details will be allowed into
the system.
Functional requirements
i. User id provided when they register
ii. System must only allow the user with valid username and password to
enter the system
iii. System must be able to perform authorization process to decide user’s
access
iv. User must able to logout after finishing using the system

Password Recovery

This feature is used by the user whenever they forget their login password.

Functional Requirement

i. System must be able to send the correct password to the user’s recovery
page

Adding New book

This feature can be performed by all users to register a new book to the
library
Functional requirements
i. System must be able to verify the information
ii. The repeated book ID should not be allowed into a database

33
Search Book

This feature allows a user to search a book title and the system will search
the database and display the book details of characters entered into the
search textbox. The system will filter and show the books which fulfil the
search criteria

Functional requirements

i. System will be able to search the database based on selected search

title
ii. System will be able to filter the book based on the title entered
iii. System will be able to show the searched book in a list view

Member maintenance
This feature can be performed by all users to register, edit and update
information of a member

Functional requirements
i. System must able to auto generate the member ID
ii. System should not allow member ID to change when user clicks
update

34
 CHAPTER FIVE

SYSTEM DESIGN

5.1 Architectural design

The phase of the design of computer architecture and software architecture can also be
referred to as high-level design. The baseline in selecting the architecture is that it should
realize all which typically consists of the list of modules, brief functionality of each
module, their interface, relationships, dependencies, database tables, architecture
diagrams, technology details etc. The integration testing design is carried out in the
particular phase. After the requirements have been determined the necessary
specifications for the hardware, software and people and data resources and the
information products that will satisfy the functional requirement of the proposed system
can be determined. The design will serve as a blue print for the system before these errors
or problems are built into the system.

35
5.2 Database Design

5.2.1 Account Database

Name Type Default

userID Varchar(50) Not null(Primary Key)
Username Varchar(50) null
Name Text(50) Null
Password Varchar(50) Null
Security_question Text(50) Null
Answer Text(50) null

Table 1: account database

CREATE TABLE account (

userID int (50) not null,

Username varchar (50) null,

Name text (50) null,

Password varchar (50) null,

Security_question (50) null

PRIMARY KEY(‘userID’)

36
5.2.2 Add book Database

Name type default

BookID Varchar(50)
name Text(50) null
barcode Int(50) Null
category Varchar(50) Null
date Varchar(50) Current timestamp()
publisher Text(50) Null
price Int(50) Null
book_type Varchar(50) null
Table 2: add book database

CREATE TABLE addbook (

BookID varchar (50) not null,

Name text (50) null,

Barcode int (50) null,

Category varchar (50) null,

Date varchar (50) current_timestamp

Publisher text (50) null,

Price int (50) null,

Book_type varchar (50) null,

PRIMARY KEY(‘BookID’)

37
5.2.3 Borrow book

name type default

Record_no Varchar(50)
MemberID Varchar(50) Null
BookID Varchar(50) Null
Issue_date Varchar(50) Null
Return_date Varchar(50) null
Table 3: borrow book database

CREATE TABLE borrowbook (

Record_no varchar (50) not null’

MemberID varchar (50) null,

bookID varchar (50) null,

issue_date (50) null,

return_date (50) null,

PRIMARY KEY(‘record_no’)

38
5.2.4 New member Database

name type default

memberID Varchar(50)
Name Text(50) null
Birthday Varchar(50) Null
Gender Text(50) Null
Address Varchar(50) Null
Email Varchar(50) Null
Contact int(50) Null
Member type Text(50) null
Table 4: new member database

CREATE TABLE newmember (

MemberID varchar (50) not null,

Name text (50) null,

Birthday varchar (50) null,

Gender text (50) null,

Address varchar (50) null,

Email varchar (50) null,

Contact int (50) null,

Member type (50) null,

PRIMARY KEY(‘memberID’)

39
5.3 User Interface Design
5.3.1 Login Page

image 1: login page

5.3.2 Sign Up Page

image 2: sign up page

40
5.3.3 Forgot Password Page

image 3: forgot password page

5.3.4 Home Page

image 4: home page

41
5.3.5 Add Member Page

image 5: add member page

5.3.6 All Members Page

image 6: all members page

42
5.3.7 New Books Page

image 7: new books page

5.3.8 All Books Page

image 8: all books page

43
5.3.9 Issue Book Page

image 9: issue book page

5.3.10 Return Book Page

image 10: return book page

44
 CHAPTER SIX
IMPLEMENTATION AND TESTING

6.1 Development Environment

To develop a library management system, I will need to use some hardware, software
tools, and resources such as programming language.

i. Hardware
Hardware used to develop the system project include a personal computer with
required specific computer specs like processor speed, RAM and adequate
storage to accommodate the system basis and system database. This hardware
will ensure that all book transactions and user activities run efficiently.
ii. Software tools
To develop the project, the following software and tools are required to assist in
project build
NetBeans IDE which is used to design the systems interface. This platform is
also used to generate code for button functioning. After developing the system,
we do testing of operation
XAMPP Platform will create a localhost server which act as the database server
in our system
iii. Programming language
Programming language which includes Java to develop the Library system
through the NetBeans IDE software. For the database, MySQL language is used
to maintain the database. I have studied and I am familiar with the mentioned
languages.

45
6.2 System Components
6.2.1 Computer System
A computer is an electronic device with the ability to receive data, store data and
execute instruction automatically to perform logical and mathematical operations to
produce output. A computer system consists of elements such as:

Input devices – devices that can be used to input data into a computational device such
as keyboards, mouse, scanners etc.

Output devices – device that converts machine language into readable, understandable
form such as monitor, printer, Central Processing Unit, storage.

6.2.2 Software
Collection of computer programs and related data that provides instructions to a computer
on what to do and how to do it. In this system will be using NetBeans IDE to create the
user interface and write the main systems code using Java language. By also using Visio
it can be used to modify the user interface.

6.2.3 Database
An integrated collection of logically related or objects. In the library management system
all basic information about users, members and books are stored on a database. In this
system will use XAMPP platform to create the systems database. MySQL language will
be used to write and create tables used in the database.

6.2.4 Server
A computer program that manages or controls the access to centralized resource or
service in a network.

46
6.3 Test Plan
6.3.1 Login module
SL. Test Case Expected Result Test Result
No
1. Enter valid username and Program should display successful
password and click on the home page
login button
2. Enter invalid name and System should not successful
password and click on login display home page
button
Table 5: login module test

image 11:login module test

47
6.3.2 Signup module
SL. Test Case Expected Result Test Result
No
1. Auto generation of ID Program should auto successful
generate ID e.g. ‘SI1000’
2. User to input original name Program to identify successful
and username and password inputted characters
of choice
3. User to choose security Program to identify successful
question of available answer of selected
choices and input an answer question
4. Click on the create button Program should display successful
‘new account created’
and details sent to
database
5. Click on back button Program should return to successful
login page
Table 6: sign up module test case

image 12:sign up test

48
6.3.3 Forgot Password module
SL. Test Case Expected result Test result
No
1. Input valid username and Program should auto-fill successful
click on search button name and security
question
2. Input valid answer and click Program should auto successful
on retrieve button generate the valid
password from database
3. Input invalid username and Program should not auto successful
click on search button fill name and security
question
4. Input invalid answer and Program should not auto successful
click on retrieve button generate password
5. Click on back button Program should return to successful
login page
Table 7: forgot password module test case

image 13: forgot password test

49
6.3.4 Home page module
SL. Test Case Expected Result Test Result
No
1. Click on add member Program should display successful
option add member page
2. Click on add book option Program should display Successful
add book page
3. Click on issue book option Program should display Successful
issue book page
4. Click on return book option Program should display Successful
return book page
5. Click on all member option Program should display successful
all member page
6. Click on all books option Program should display successful
all books page
7. Click on the logout button Program should logout successful
the user back to the login
page
Table 8: home page module test case

image 14: home page test

50
6.3.5 Add member module
Sl. No Test Case Expected Result Test Result
1. Auto generation of ID Program auto generates ID egg successful
‘MI1000’
2. Click on the add button User fills all fields with the proper successful
data, if the type of characters
inputted are not as defined in
database error will otherwise
program adds member to table
3. Click on update button Program modifies member records successful
of fields changed in the database
and table
4. Click on delete button Program deletes all details of the successful
selected member
5. Click on back button Program returns to home page successful

Table 9: add member module test case

image 15: add member test

51
6.3.6 Add book module
SL. Test Case Expected Result Test Result
No
1. Auto generation of ID Program auto generates successful
ID egg ‘BI1000’
2. Click on the add button User fills all fields with successful
the proper data, if the
type of characters
inputted are not as
defined in database error
will otherwise program
adds member to table
3. Click on update button Program modifies book successful
records of fields changed
in the database and table
4. Click on delete button Program deletes all successful
details of the selected
book
5. Click on back button Program returns to home successful
page
Table 10: add book module test case

52
image 16: add book test

6.3.7 Issue book module

SL Test Case Expected Result Test Result
No
1. Auto generation of ID Program auto generates successful
ID e.g.
‘RN1000’
2. Input member ID at valid Auto generate specified successful
position member details
3. Input book ID at valid Auto generate specified successful
position book details
4. Click on issue button All field filled where the successful
member is issued the
specified book for a
specified time and this
details are filled in the
table and database
5. Click on the clear button Program clears all fields successful

53
 6. Click on the back button Program returns to home successful
page
Table 11: issue book module test case

image 17: issue book test

54
6.3.8 Return book module

Sl. No TestCase Expected Result Test Result

1. Input valid bookID Program should auto successful
generate member ID ,if
book returning is late
program calculates
latedays and fine
2. Input valid bookID Program should auto successful
generates member ID, if
book return is on time
program calculates zero
latedays and fine

Table 12: return book module test case

55
image 18:return book test 1

56
image 19: return book test 2

57
6.3.9 All members module
SL. Test Case Expected Result Test Result
No
1. Search member By inputting a valid successful
member name, the
program will display all
member details
Table 13: all members test case

Image20 : all members test

58
6.3.10 All books module
SL. Test Case Expected Result Test Result
No
1. Search book By inputting a valid book successful
name , the program will
display all book details
Table 14: all books module test case

image 20: all books test

59
6.4 System Testing
The System testing process aims at identifying and determining all the defects in the
program project. The program is subjected to a few sets of test inputs and various
observations are identified and based on these observations it can be decided whether the
program behaves as expected or not.

6.4.1 Unit Testing

When a module is successfully reviewed after being created, unit testing can be done. To
test a single module, we need to identify and provide a complete environment i.e. besides
the module required

i. Procedures belonging to other modules

ii. Non local data structures that module accesses
iii. A procedure to call the functions of the module under appropriate parameters

Unit testing is done on:

 Testing admin login – used login into the system. Enter the username and
password if both are valid the home page will display otherwise if the data is
inputted wrongly the program will remain on the login page.
 Testing account creation – by inputting valid details of a user the system uses this
information which is saved in the database to verify account information so as to
allow login access into the system.
 Testing member addition – user can verify member details from all information
entailed in the profile information in the main library database which contains
add, update and delete buttons each with respective functions.
 Testing book addition – user enters book details and add, delete and modify book
details accordingly
 Testing book issuing – user can issue books to members added and offer books
added and available in the database

60
 CHAPTER SEVEN
CONCLUSIONS AND RECOMMENDTAIONS
7.2 Conclusions
A bug free system is important and can be achieved by a thorough system testing of the
program. If a system contains bugs users tend to get frustrated and lead to more
problems. A computerized system should be created to help user reduce the work load so
it is of great importance to develop a bug free system.

In system testing, the problem was managing the time schedule. A completion of the
system and development time was inadequate due to wasting a lot of time at earlier
stages.

A good system, no matter how powerful a system is it must not contain any bugs. A
perfect system is more helpful to an end user as it has zero problems.

61
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