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An Approved Proposal of Automated Library System Utilizing Barcode Technology

SYSTEM ANALYSIS AND DESIGN PROPOSAL Name of the Proponents: Galano, Kariz Reinalyn B. Lazaro, Don Ricardo C. Sebastian, Rozmaigne Ann L. Viesca, Kevin Patrick E. School Year/Trimester:2011-2012/Second Trimester Proposed System Title:Automated Library System in AMA Computer Learning Center (ACLC) Las Pinas Utilizing Barcode Technology Area of Investigation: AMA Computer Learning Center Las Pinas, was formerly known as AMA Telecommunication Learning Center or AMATEL. It was established on June, 1996 located in the heart of Las Pinas in front of SM Southmall under the management of Mr. and Mrs.

Eduardo S. Aguirre Jr. After four years AMATEL was then changed to ACLC under the order of AMA Group of Companies. At present ACLC has three hundred sixty five students enrolled. The institution is currently using a manual system in their Library and has weak security. Students can borrow books but need to return it within 5 school days. There is no proper monitoring on books being returned. There are no penalties imposed to the students as well. The only way the librarian will find out if there are still pending books not returned is during the end of semester at the inventory period.

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The librarian then will not sign the clearance of the students who failed to return the books. Another problem is the list of inventory of books. The students need to go and ask for the librarian’s assistance in order for them to search for the books. The advantage of Library automation is to improve the quality, speed and effectiveness of services. For the Barcode technology and LAN concept it ensures total integrity of collected data. The proposed system will consists of the following modules: Registration and Verification

This module is for the librarian to easily monitor the old/new students and faculty member’s identity. This registration contains their personal information such as name, student/employee number, email address, course and address. If the system detects that the user has an existing account, the librarian validate their accounts to use continuously. This module helps the Librarian to register newly acquired books. He/She must input the book code, book title, book author, and book type or category. Security The proponents assure the security of the system by setting two (2) types of user account.

The first type is the Administrator which is the librarian, and the second type of user account is the Borrower which the teachers and students who wants to borrow books from the library. The Administrator account have the full access of all the modules, he/she can edit and update the information in the system while the Borrower account can only access the Registration/ Verification, Borrowing/ Returning, Search, and Payments Module. The users are required to input their uniquely desired username and password, and choose the level of access.

Username and Password must be eight to twelve (8 to12) characters long and is case-sensitive. In case the user fails to enter his/her password three (3) times, a “forgot password” option is available in order to retrieve the password through entering their username, the system will provide the retrieved password to their respective email addresses. It will also provide the audit trail feature that contains records of login/logout, whether it is successful or not. It saves as a log file with the information when the user enters his / her username and password. Borrowing and Returning

This module will allow students and teachers to borrow and return book. In order to borrow a book, the system will require the borrower’s information which will be encoded by the librarian. Another requirement is the book number, title of book, and book author which will be obtained by scanning the barcode of the book. Borrowed books will be automatically recorded to the system and will be updated once the book is returned. In the process of returning a book, the system validates all the information of the borrowed books by scanning, in the use of barcode reader.

Any penalties for the returned books will be displayed after the book is returned. Inventory This module will help the librarian to monitor all the available books in the library, therefore only the librarian is allowed to access this module. Inventory module will show the availability of every book in the library. Book Search The users may search for specific book according to different option such as book no. , book title, book author, or category. This module will also provide a book locator that determines the location of a particular book being searched by the borrower or user.

Reports This is where the summarized information of the borrowed and returned books is recorded. Reports will be generated daily and end of semester basis. Borrower’s personal information, book details, list of lost books, list of newly acquired books, overdue books, books with critical quantity, borrowed and returned books and audit trail report. If the borrower lost the book, the user will receive a penalty such as replacing the book that has been lost or a penalty cost depending on the price of the lost book.

The librarian will be notified through the system alert that will pop-up in his/her computer if the student failed to return the book on time. Payments The user who has any penalties for unreturned books will receive a penalty cost of P5. 00 per day of the overdue books and he/she must pay his/her overdue penalty at the cashier’s office. Receipts for penalty cost will be automatically generated after it has been paid. Barcode Generator Dewey Decimal System is a proprietary system of library classification developed by Melvil Dewey in 1876.

This system organizes books on library shelves in a specific and repeatable order that makes it easy to find any book and return it to its proper place. The DDC attempts to organize all knowledge into ten main classes. The ten main classes are each further subdivided into ten divisions, and each division into ten sections, giving ten main classes, 100 divisions and 1000 sections. Maintenance The administrator can edit, add, and update information regarding the user’s information and books. The system will also provide back-up plans for database manually. It can be stored on external hard drives or flash disk.

Help This module contains User’s Manual to help users in navigating and using the proposed system. It also includes definition of terms for the users who are not computer literate. Software Development Tools to be used: The proponents will use Visual Basic. Net 2008 for creating the proposed system because it is easy to use and the coding is easily to understand. With Visual Basic. NET 2008, you can do the program at lesser time, it is non case sensitive and automatic formatting of code as you type, the proponents can build applications faster and deploys and maintains them with efficiency.

The proponents will use Microsoft Access 2010 as the back end of the software. Access amplifies the power of your data, making it easier to track, report, and share with others. Approved by: ________________________ ________________________ PROF. EDMUNDO TUCAY PROF. LEO B. FRANCISCO Committee Member Committee Member ___________________________ PROF. KARREN V. DE LARA Committee Chairman


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