Chapter I

Chapter I Introduction Now, in our society all over the world technology is the most important advancement, a necessity in bringing about progress as we move along in this computerized world. These changes in effect make man’s life easier and more convenient. The relationship between the library and computer is constantly changing that the use of computer contributes to the way man learns and communicates. It easy in this world to strive for changes and since library is no different from any firm and institution, considering the use of computer to perform a given task will be efficient. Librarians have the responsibility not only to know about the ways in which libraries will be managed using techniques of computerized, but also to be aware of the changes that computerized can bring to the library services in the near future. Traditionally, library systems are implemented manually. Forms are given to Librarian and they fill them of using pens. Afterwards, the school administrators process them manually and complied on large bulky file cabinet. Indeed, the manual Library system is very costly, time consuming and tedious. The primary complaints of school Administrators with this system are the tiresome task of searching through records just to verify your query data. The fast phased of technology attributed a lot to the improvement of the library system. Technology enabled software developers to computerize the library system. The automated library system helped the academe greatly. Library, transactions and queries can be created in a single click 1 SIGNIFICANCE OF THE STUDY The significance of this study is to help and give benefit to the concerned group below. This study will be beneficial to the following: Librarian. The computerized library system would improve the monitoring capacities of those who maintain the library. It would be easier to determine whether a particular book is on-shelf or not. In addition, they can easily identify when will the borrowed material be returned and if a borrower has failed to return the book. Furthermore, the librarian would be much guided when it comes to recognizing new inventory books, letting them arrange it promptly and accordingly. Students. This system helps the students search for available books in the library. They can easily find if they borrowed three books already. 2 STATEMENT OF THE PROBLEM The following are the problems encountered in Tagum National Trade School Library: • Students are asked to fall in line before entering the library just to write down their names, student number, and signature for log-in purposes due to malfunctioning student database in the library. Upon entering the library: • The number of books is few for a lot of students to borrow or read. • They only limit three books to borrow but some student borrowed 4-5 book due to malfunctioning student database in the library • Prone to errors, require continuous monitoring to ensure that each transaction is accounted for and makes accessing inventory records a more cumbersome process for the operator. • Paper word results in need of lot of space keep the data 3 BACKGROUND OF THE STUDY A student strengthens its educational level through the advancement of its library. The Tagum National Trade School Computerized Library System aimed to enhance the procedures of the library, from manually operated to a computerized system. This purpose was to ease the transactions in the library, storing of books, search engine for books, manage members of the library and secure the library system. The librarian and the library users still use the manual way of transacting of borrowing and returning of books. The librarian use log books in listing the books. They use library cards and card catalogues in searching for reading and reference materials 4 OBJECTIVES OF THE STUDY General Objective The general objective of the study was to develop a computerized library system that will store the student’s records such as students. Basic information, books record, list of borrowers, returned books, borrowed books, and prescriptions of the librarian. Specific Objectives To be specific, it attempted to satisfy the following objectives: a) To design a system that will lessen the time and effort of the student in their transaction. b) To quickly search the book needed by the student. c) To print out reports immediately. d) To implement the system efficiency to the student. 5 SCOPE AND LIMITATION OF THE STUDY The study was about the Computerized Library System for the Tagum National Trade School. The implementation of the system will reduce the time and effort of the users in terms of adding, editing, searching, deleting and printing of records. The system can also help in reducing the expenses of the library such as papers, folders, pens and other materials needed in their current system. Librarian to share the records of the student such as the borrowing books, returning books, search books, and prescriptions of the librarian. The student’s personal information/data may be stored upon the request of authorized librarian. The assigned librarians are the only one who can share any of the records/data of the students. The system is not capable of sharing its data from other databases. The systems will be developed using the .NET 2010 6 Chapter II REVIEW OF RELATED LITERATURE Presented in this section is a compilation of literature related to the study which is gathered from different sources such as books, journals, magazines and newspapers. Articles from the internet such as local databases and electronic books as well as relevant websites are also included. Student Information System As the study is about the student information system, the researchers find articles who can briefly define what SIMS is. SIMS is an important system in an institution, it server as the flow of keeping the students file and how the students should comply for it. According to Wikipedia (The Free Encyclopedia online) (SIS) is a software application for education establishments to manage student data. Also known as student information management system (SIMS), student records system (SRS), student management system (SMS), campus management system (CMS) or school management system (SMS).The SIS is equivalent to an Enterprise Resource Planning or ERP system for a corporate customer. As such, many of the issues with ERP System Selection Methodology, implementation, and operation of an ERP system apply too. Functions These systems vary in size, scope and capability, from packages that are implemented in relatively small organizations to cover student records alone, to enterprise-wide solutions that aim to cover most aspects of running large multicampus organizations with significant local responsibility. Many systems can be 7 scaled to different levels of functionality by purchasing add-on "modules" and can typically be configured by their home institutions to meet local needs. Until recently, the common functions of a student records system are to support the maintenance of personal and study information relating to:            Handling inquiries from prospective students Handling the admissions process Enrolling new students and storing teaching option choices Handling records of examinations, assessments, marks, grades and academic progression Maintaining records of absences and attendance Recording communications with students Maintaining discipline records Providing statistical reports Maintenance boarding house details Communicating student details to parents through a parent portal Student health records 8 Information System Information System (IS) or application landscape is any combination of information technology and people's activities using that technology to support operations, management, and decision-making. In a very broad sense, the term information system is frequently used to refer to the interaction between people, algorithmic processes, data and technology. In this sense, the term is used to refer not only to the information and communication technology (ICT) an organization uses, but also to the way in which people interact with this technology in support of business processes. Some make a clear distinction between information systems, and computer systems ICT, and business processes. Information systems are also different from business processes. Information systems help to control the performance of business processes. One type of Information System is Transaction Processing System. Functions The function of an information system is to enable users to access information by using the different communication channels available in an organization. An information system refers to a combination of information technology and people's actions whose aim is to support operations and management Information Systems have a number of different areas of work: • IS strategy • IS management • IS development • IS iteration • IS organization 9 There is a wide variety of career paths in the information systems discipline. "Workers with specialized technical knowledge and strong communications skills will have the best prospects. Workers with management skills and an understanding of business practices and principles will have excellent opportunities, as companies are increasingly looking to technology to drive their revenue 10 Enrollment System Enrolment is the process of being enrolled, the act of enrolling or the number of people enrolled. An enrollment could also be a record or an entry. To enroll is to enlist or write the name of a person in a register Data Submission File Upload/Create Student Record List - Used by district / school to begin ISES processing. District / school must select to upload a file or create a file (Discipline, Year End, 3rd Friday September, and Child Count only) from existing WSLS and ISES data. Summary of Schools (district level users only) - Used by district to monitor school progress, manage school locking and access Student Record Lists for individual schools. Validate - Process initiated from Summary of Schools to run the validation processes for all schools within the district. Validation will be queued similar to file upload. While processing a user will not have the ability to modify student record data within the district. Cancel Used to cancel a district validation request which is in the queue, but not yet processing Lock - Used by district to lock all schools and submit student records to the DPI. The validate process is initiated, if no errors are returned the user is prompted to acknowledge summarized warnings. Once acknowledged all schools within the district will be locked and no modification of student data will be allowed. Unlock - Used by district to unlock a school for further modification. 11 CONCLUSION After we have completed the project we are sure the problems in the existing system would overcome. The “LIBRARY MANAGEMENT SYSTEM” process made computerized to reduce human errors and to increase the efficiency. The main focus of this project is to lessen human efforts. The maintenance of the records is made efficient, as all the records are stored in the ACCESS database, through which data can be retrieved easily. The navigation control is provided in all the forms to navigate through the large amount of records. If the numbers of records are very large then user has to just type in the search string and user gets the results immediately. The editing is also made simpler. The user has to just type in the required field and press the update button to update the desired field. The Books and Students are given a particular unique id no. So that they can be accessed correctly and without errors. Our main aim of the project is to get the correct information about a particular student and books available in the library. The problems, which existed in the earlier system, have been removed to a large extent. And it is expected that this project will go a long way in satisfying user’s requirements. The computerization of the Library Management will not only improves the efficiency but will also reduce human stress thereby indirectly improving human recourses. 12 Chapter III Materials and Methods METHODOLOGY Requirement Analysis and Specification Design and Specification Coding and Module Testing Integration and System Testing Delivery and Maintenance Figure 1: Waterfall Model 13 SYSTEM DESIGN Figure 2: System Design 14 SYSTEM ARCHITECTURE 15 CONTEXT DIAGRAM 16 SYSTEM FLOWCHART 17 ER-DIAGRAM 18 CHAPTER IV PRESENTATION, ANALYSIS, AND INTERPRETATION System Usage We came across the students of Tagum National Trade School (TNTS) saying that 75% percent of the respondents said that the system is useful nowadays. And 35% percent of the respondent said that it's not because they don’t need book if they have google Familiarization with the Library System As stated in question 50% of the respondents are saying that yes, they are familiar with the system because of the notes that they've been getting through the use of the administrators. And 50% of the respondent's don't know about the system because of the ignorant notes from the admin. Building the Library System We've asked the TNTS students in building the Library system states that 91% of the respondents said they are in favor, while 9% of them do not. Features of the Library System The TNTS library system have features and one of them is the book information respondents said that this must be the most important for researching Availability of the Library System After the accessibility of the library System that will be released by the administrator of the school because this is much accurate than the school papers because at some point the information might be lost during transition. 19 On this page, the ration of the respondents to the given questions on the survey form was computed using a formula. For the first two questions, it asked the respondents if they are using books and if the books is useful for them. Figure 1 shows the percentage of the respondents came from Tagum National Trade School for the question numbers one and two that is being computed. And the first figure shows that 75% of the respondents says that they are using books and book is useful for them. Question 1-2 35% 75% Yes No Fig. 1-1 This Pie Chart shows the percentage of the response of the respondents on the questions No. 1 and 2 20 As this study is about developing a library system, we need to know if the respondents coming from the school are familiar with the said system. Question No.3 has a 50% of respondents saying yes that they are familiar with the system and 50% says no. Question 3 50% Yes 50% No Fig. 1-2 this graph shows the percentage of the response of the respondents on the question No. 3 21 No. 4 question stated that the plan of building a system and library system for TNTS was being proposed and it asked the respondents if they are in favor for it. The bar graph shows 91% of the respondents agree for it. Question 4 100% 90% 80% 70% 60% 50% Yes 40% No 30% 20% 10% 0% Yes No Fig. 1-3 this bar graph shows the percentage of the response of the respondents on the question No. 4 for the developing of the library system 22 CHAPTER V Summary This proposed project was for the library of Tagum National Trade School to enhance the procedures of their library. This system can also help in reducing the expenses of the library such as papers, folders, pens and other materials needed in their current system. The system is a LAN – based that enables the librarian to share the records of the student such as borrowing books, returning books, search books and prescription of the librarian. And the main aim of this project is to get the complete information of the student and books available in the library. We used the waterfall method in this system. We used Visual Basic 2010 as the programming language for our system. 23 CONCLUSION After we have completed the project we are sure the problems in the existing system would overcome. The “LIBRARY MANAGEMENT SYSTEM” process made computerized to reduce human errors and to increase the efficiency. The main focus of this project is to lessen human efforts. The maintenance of the records is made efficient, as all the records are stored in the ACCESS database, through which data can be retrieved easily. The navigation control is provided in all the forms to navigate through the large amount of records. If the numbers of records are very large then user has to just type in the search string and user gets the results immediately. The editing is also made simpler. The user has to just type in the required field and press the update button to update the desired field. The Books and Students are given a particular unique id no. So that they can be accessed correctly and without errors. Our main aim of the project is to get the correct information about a particular student and books available in the library. The problems, which existed in the earlier system, have been removed to a large extent. And it is expected that this project will go a long way in satisfying user’s requirements. The computerization of the Library Management will not only improves the efficiency but will also reduce human stress thereby indirectly improving human recourses. 24 Recommendation In our generation, technology is everywhere and few people are using manual. Especially in business, technology is the most advancement even in the other establishments. Like in the library of a school, it is a big advantage if you used an electronic device rather than manual. Library Management System can help you to that. The manual Library System is very costly, time consuming and tedious. Library Management System lessens human efforts. Library transactions can be easily done with the help of the Library Management System. Less time will be consumed if you use this automated library system. This automated library system would improve the monitoring capacities of those who maintain the library. It would be easier to monitor if the particular book that you were looking for is available or not. The errors or problems, which existed in the manual system have been removed by the help of the automated library system. 25 SYSTEM REQUERMENTS OPERATING SYSTEM      Windows XP (32-bit and 64-bit) Windows 2003 (32-bit and 64-bit) Windows VISTA (32-bit and 64-bit) Windows 7 (32-bit and 64-bit) Windows 8 (32-bit and 64-bit) HARDWARE    CPU - PENTIUM 4 RAM - 512mb HDD SPACE - 650mb 26 GETTING STARTED SETTING UP We first start ru i g TNT“.e e This will egi the i stallatio of the li rar s ste , li k the next button 27 Browse if you want to change the default location of the system of click next to proceed Click install 28 Click finish 29 USING THE SYSTEM System GUI Add Student: add new student on the system database 30 Add book: add new book on the system database Return book: return books that has been borrowed, also include report book if lost 31 Borrowed book: if the student wanted to borrow a book View: have all the list of student, book and transaction, also include print and export records for soft copy 32 ADD NEW RECORD myqry = "INSERT INTO tblInformation(Name,Address,Gender) " myqry = myqry + "VALUES('" & TNAME.Text & "','" & TADDRESS.Text & "','" & CGEN.Text & "','" & CYL.Text & "')" mycmd = New OleDbCommand With mycmd .CommandText = myqry .Connection = con .ExecuteNonQuery() EDIT RECORD myqry = "UPDATE tblInformation SET " myqry = myqry + " Name = '" & TNAME.Text & "'," myqry = myqry + " Contact = '" & TCONTACT.Text & "'" myqry = myqry + " WHERE " myqry = myqry + " ID = " & TID.Text mycmd = New OleDbCommand(myqry, conn) mycmd.ExecuteNonQuery() DELETE RECORDS Dim iResponce As Integer iResponce = MsgBox("Are you sure you want to discard this record?", MsgBoxStyle.YesNo) If iResponce = vbYes Then myqry = "DELETE FROM tblInformation WHERE ID = " & TID.Text mycmd = New OleDbCommand(myqry, conn) mycmd.ExecuteNonQuery() TEXTBOX INPUT NUMBERS ONLY If Asc(e.KeyChar) <> 8 Then If Asc(e.KeyChar) < 48 Or Asc(e.KeyChar) > 57 Then e.Handled = True End If End If TEXTBOX INPUT ALPHABET ONLY If Not Char.IsLetter(e.KeyChar) And Not e.KeyChar = Chr(Keys.Delete) And Not e.KeyChar = Chr(Keys.Back) And Not e.KeyChar = Chr(Keys.Space) Then e.Handled = True End If SEARCH RECORD BETWEEN TWO DATES con.Open() Dim dat As New DataTable Dim dsa As New DataSet dsa.Tables.Add(dat) Dim daa As New OleDbDataAdapter daa = New OleDbDataAdapter("SELECT * FROM tblbooks WHERE date BETWEEN '" & DateTimePicker1.Text & "' AND '" & DateTimePicker2.Text & "'", con) daa.Fill(dat) DataGridView.DataSource = dat.DefaultView con.Close() 33 EXPORT DATA TO EXEL Dim xlApp As Microsoft.Office.Interop.Excel.Application Dim xlWorkBook As Microsoft.Office.Interop.Excel.Workbook Dim xlWorkSheet As Microsoft.Office.Interop.Excel.Worksheet Dim misValue As Object = System.Reflection.Missing.Value Dim i As Integer Dim j As Integer xlApp = New Microsoft.Office.Interop.Excel.Application xlWorkBook = xlApp.Workbooks.Add(misValue) xlWorkSheet = xlWorkBook.Sheets("sheet1") For i = 0 To DataGridView.RowCount - 1 For j = 0 To DataGridView.ColumnCount - 1 For k As Integer = 1 To DataGridView.Columns.Count xlWorkSheet.Cells(1, k) = DataGridView.Columns(k - 1).HeaderText xlWorkSheet.Cells(i + 2, j + 1) = DataGridView(j, i).Value.ToString() Next Next Next xlWorkSheet.SaveAs("D:\filename.xlsx") xlWorkBook.Close() xlApp.Quit() releaseObject(xlApp) releaseObject(xlWorkBook) releaseObject(xlWorkSheet) Dim res As MsgBoxResult res = MsgBox("Process completed, Would you like to open file?", MsgBoxStyle.YesNo) If (res = MsgBoxResult.Yes) Then Process.Start("d:\filename.xlsx") CONNECT TO DATABASE USING CALL STATEMENT #Region "Connection" Sub ConnToDB() Try With conn If .State = ConnectionState.Open Then .Close() .ConnectionString = "Provider=Microsoft.ACE.OLEDB.12.0;Data Source=database1.accdb;Jet OLEDB:Database Password=123;" .Open() End With Catch ex As Exception MessageBox.Show("Unable to connect", "Error", MessageBoxButtons.OK, MessageBoxIcon.Error) Application.Exit() End Try End Sub #End Region DECLARATION Dim conn As New OleDbConnection Dim mycmd As New OleDbCommand Dim mydr As OleDbDataReader Dim str As String = Nothing Dim myqry As String = Nothing Dim SqlString As String = Nothing 34 Bibliography 1. Microsoft Visual Studio .Net 2010 (http://stackoverflow.com, http://msdn.microsoft.com/) 2. System Analysis and Design (By Elias M. Awad) 3. Modern System Analysis & Design (By A Hoffer, F George) 35