TITLE OF THE PROJECT: LIBRARY MANAGEMENT

SYSTEM

(CASE STUDY OF KENYA NATIONAL LIBRARY

SERVICES, BURUBURU, NAIROBI KENYA)

PRESENTED BY: MARION NICHOLLETTE AKINYI

INDEX NO: 4070100017

INSTITUTION: INSTITUTE OF ADVANCED

TECHNOLOGY

SUPERVISOR: MR. ALLAN JACOB

DATE: 21/09/2022
DECLARATION
I declare this project is my original work and it has never been presented to any
examination body.

NAME;

SIGNATURE;

DATE;
ACKNOWLWDGEMENT
I acknowledge the following people for assisting me to do my research effectively, my
supervisor for the guidance of compiling this booklet. My parents for all the support they gave
me and my fellow classmates and friends for their support in this project.
ABSTRACT
This study examined the use of a library management system. A library is a building or a room
where collection of books, periodical, musical scores and other materials for reading or viewing
for study and reference. The main aim of this project is to improve and execute a computerized
library management system.

This project has a few features that are not common in most libraries system, like accessing
information from the internet without consulting the librarian or the technician. There will be no
prior teachings on how to access the internet since it will be user friendly. Accessing of illegal
and sites that are not good for students will be taken care of by adding operating systems that
will stop a user automatically from searching on those sites.

Introduction of computers will make it easier for the users to access internet, users without
smartphones will also be privileged. This will enable the user to also get an update on any book
that they may want.

In general this project is being developed to help users as well as staffs to complete task and
manage the libraries system easily by reducing a lot of human effort. In order to achieve all this,
questionnaires and objectives are the main instruments that will be used to collect data. Also
people will be selected randomly to fill on the questionnaire.

The importance of improving the current system is to help both users and staffs in the library to
access the system easily and also help the admin in managing the system.
LIST OF TABLES
Figure 3.2 Targeted population
Figure 4.2 Response rate
Figure 4.3.1 Age of the respondent
Figure 4.3.2 Gender of respondent
Contents
DECLARATION.........................................................................................................................................2
ACKNOWLWDGEMENT..........................................................................................................................3
ABSTRACT................................................................................................................................................4
LIST OF TABLES......................................................................................................................................5
Chapter One.................................................................................................................................................7
Introduction.................................................................................................................................................7
1.1 Background Information........................................................................................................................7
1.2 Problem Statement.................................................................................................................................7
1.3 Objectives..............................................................................................................................................8
1.4 Significance of the study.......................................................................................................................8
1.5 Scope of the Study.................................................................................................................................8
Chapter Two................................................................................................................................................9
2.0 Introduction...........................................................................................................................................9
2.1 Literature Review..................................................................................................................................9
2.2 Existence System...................................................................................................................................9
2.3 Proposed System...................................................................................................................................9
2.4 Benefits of the proposed system..........................................................................................................10
2.5 Summary of the gaps identified...........................................................................................................10
Chapter Three............................................................................................................................................11
3.0 Introduction.........................................................................................................................................11
3.1 Research Methodology........................................................................................................................11
3.2 Targeted Population.............................................................................................................................11
3.3 Sampling Techniques..........................................................................................................................12
3.4 Data collection instruments.................................................................................................................12
3.5 Data analysis........................................................................................................................................12
Chapter Four..............................................................................................................................................13
4.1 Introduction.........................................................................................................................................13
4.2 Response rate.......................................................................................................................................13
4.3 General demographic information.......................................................................................................13
4.3.1 Age of the respondent...................................................................................................................13
4.3.2 Gender of respondent....................................................................................................................14
4.4 Data analysis........................................................................................................................................15
4.5 Findings...............................................................................................................................................15
4.6 Conclusion...........................................................................................................................................15
4.7 Recommendation.................................................................................................................................15
APPENDIX 1............................................................................................................................................16
APPENDIX 2............................................................................................................................................18
STUDY TIME LINE.............................................................................................................................18
APPENDIX 3............................................................................................................................................19
BUDGET...............................................................................................................................................19
Chapter One
Introduction
A library is an organized collection of reading materials which is made accessible to the people.
Books journals newspapers, videos and audios are kept for reference.

In the current library management system, it has a simple system of storing information on
record books, where it brings about tedious access of information. Books are located manually
and the librarian has to be involved in guiding one to get what they want. There is also no access
to internet for more information.

The study is therefore aimed at developing a new, easy to use, interactive system that will allow
optimal use for both storing and accessing information fast and easy.

1.1 Background Information

The library is under the Kenya National Library Service which is a government corporate to
promote, manage, maintain and develop libraries in Kenya. The Buruburu library is located at
Mumias. S road, Nairobi County. Since the library is well known. I came to know the library
through people’s word of mouth about the library and it services.

The library is important since it provides gateways to knowledge and peoples culture. They offer
free educational resource to everyone in the society therefore anyone can access it.

1.2 Problem Statement

Currently the exchanging of books is done manually and records are kept in written form. This
takes much time in locating, borrowing and returning them.

This results to a poor library management system that requires to be looked into.

Also the problem of space consumption erupts when the written records are kept consuming
more physical storage unlike if they were computerized. Retreival of information is also tedious
and time consuming.
1.3 Objectives
The main objective of this study is to develop a management system that is user friendly and
easy to manage.

i. Provide accessible and inclusive learning space

ii. Support the learning culture by providing resources and easy services.
iii. Reduce a lot of manual work like record keeping.
iv. Elevate digital experiences.
v. Increase the libraries awareness.

1.4 Significance of the study

This project will introduce a system that does not require much knowledgw to use, thus anyone
can access.

The main purpose of this project is to develop a computerized system that will manage the
activities in the library thereby providing easy access to library usage for librarians and users of
the library.

The librarians will be able to keep track of the library information easily.

1.5 Scope of the Study

This project will be able to come up with solution to problems in the current system ,it will
ensure that information collected are based on real facts and theories to aid in giving relevance to
the objectives set in place to ensure that the new system has solutions, therefore addressing the
problem.
Chapter Two
2.0 Introduction
Library management system is a system that works a website to manage all the library activities,
such as tracking item owned, bills paid and users who have borrowed books It helps librarians to
maintain the database to new books that are borrowed by members along with due dates. It
reduces time and resources in managing of books in the library. It is also a user friendly system
and helps a librarian to keep records correctly. This makes work easier by providing accurate
details when retrieved.

2.1 Literature Review

The aim of library management system id to manage all records and books transicion within the
inventory of library and sales management. This system is important for an organization to be
faster in managing of the library. In the past times, people used papers and pen to do record
keeping which is not very efficient for record keeping.

To improve accuracy of information storage, use of technologies has started to help the machines
to identify items and give correct information.

2.2 Existence System

The current system of the library management system involves lots and lots of paper work. To
borrow books from the library a borrowers information is being taken for every registered user
and can sign out for return of the book once the person in completed. This consumes much time
in retrieving of the data when needed.

2.3 Proposed System

In this project the system will offer many flexible and convenient features, allowing librarians,
admin and the library users to minimize time and efficiency.
It will establish internet and computers that will help users in there research. A library being a
place where research is done, internet will make it easier to find something outside or adding
onto the ones found in the book. This will be accomplished by having computers in the library
helping those without smartphones.

2.4 Benefits of the proposed system

The proposed system will reduce work bulk. By having internet in the library, researchers and
students will find their work easier by being able to get information from the internet. Accuracy
and speed of the information found will be efficient to the user.

By recording information in the computer about the books transaction it will makes work easier
for the librarian. When a book is borrowed, the information about the book, the user, the time the
book was taken and when to be returned is recorded in the computer. This saves on time for both
recording and when retrieving the information.

Through the computer the admin are able to monitor all their activities inside the library without
doing it manually.

2.5 Summary of the gaps identified

The institution contains good reference material but they lack computerized systems that makes
work easier and faster to both the student and the staff.
Chapter Three
3.0 Introduction
Research methodologies are the different ways in which one collects and analyses data. These
methods have been developed for acquiring knowledge reliably and validly. This chapter aims to
include and explain the principle for the research methods chosen for the study.

This chapter also identifies and describes the population, sample, research instrumentt and
methods of data collection utilized in the study. It also provides a description of how the data
will be analyzed and discussed the issue of reliability and validity as it pertains to study.

3.1 Research Methodology

The approach in research based on this project was mainly to describe the library management
system and how it can be improved from the existing library management system.

The various methods that I used were;

i. Use of questionnaires. I developed questions that concern the library management system
and gave to different users and librarians to answer.
ii. Observations made when visiting the library.
iii. Through the libraries website, I found some details about the libraries management
system.

3.2 Targeted Population

The targeted population was from the Buruburu Library. The population was divided into groups
of management, librarian, officers, finance department and students/users. My targeted
population was 20 people as shown below.

Figure 3.2 target population

Target population Number

 Management department 5
Finance department 5
Librarians 3
Officers 2
Student /users 5

3.3 Sampling Techniques

Sampling techniques are procedures used to select a few elements from the larger population to
get information.
I used the drop and pick method for selecting random participants that will answer the
questionnaire. The technique involves selecting a few student/users to answer. The management,
finance department, librarians and security officers received the questionnaires and left for later
picking after answering the questions.

3.4 Data collection instruments

Data collection requires appropriate equipment that help in obtaining information for analyzing. I
used questionnaires which had questions asking about the libraries management system The
questionnaire were distributed to different individuals selected with a request to answer the
questionnaire return the questionnaire.
I used observation method to see the amount of people in the library.

3.5 Data analysis.

Due to the use of questionnaire method, a lot of paper work was involved. It will show how they
were responded to.
Chapter Four
4.1 Introduction
This chapter describes the analysis of data followed by a discussion of the research findings. By
the use of the questionnaire distributed to different departments, the analysis will come from
there. The data will be presented in graphs and chart form.

4.2 Response rate

In this research, twenty questionnaires were distributed to different departments of the library
and students.
From the twenty questionnaire, sixteen questionnaires were answered.
Figure 4.2 Response rate
Response No response
percentage 80 % 20 %
frequency 16 4

Response rate

20%

80%

Response No response

4.3 General demographic information

In this data collection both genders were involved as respondents.
4.3.1 Age of the respondent
Figure 4.3.1 age of the respondent
 Age Frequency Percentage
15 - 25 7 44%
25 - 35 6 37%
35 and above 3 19%

age

19%

44%

37%

15-25 25-35 35 and above

4.3.2 Gender of respondent

Figure 4.3.2 gender of respondent
Gender Male Female
Percentage 44% 56%
Frequency 7 9

Gender

44%
56%

Male Female
4.4 Data analysis
The researcher participated on the running and maintaining the current system physically used to
get information on what comes about on the ground. With this it will be able me to verify what
was answered in the questionnaire.
It will also enable me to know what the users feel about the current system and know more
insights about the system.

4.5 Findings
Twenty questionnaires were issued successfully and out of all those I got sixteen respondent. All
this came out as a result of thorough supervision and guidance. Data were entered in to a
Microsoft excel spreadsheet, calculated the frequency, percentage accurately and generate charts
and graphs for both response and no response for each of the relevant question in the
questionnaires. Improving the system will enable easy access of information and communication.

4.6 Conclusion
Through my analysis of Kenya National Library Service, Buruburu branch, it is evident that non-
computerized system is a major problem. Internet access is only meant for the library staff,
updates of current system is quite ignored in the institution and also lack an online platform for
communication.
If this problems are looked into and sorted accordingly, it will be a great benefit to the institution
and students or users of the library.

4.7 Recommendation
The admin should keep a computerized system in order to know what the students and users
want regarding to the library. With this to be accomplished, computers and internet access should
be included in the institution.
APPENDIX 1
LIBRARY MANAGEMENT SYSTEM

QUESTIONNAIRE

I am Marion Akinyi, a student from Institute of Advanced Technology (IAT). I am working on a

project about the library management system. I would need only a few minutes of your time to
fill out this questionnaire which form a comprehensive part of my research. Your response holds
a great significance in my quest of data collection. If you face difficulty answering you may
leave it blank.

Thank you in advance.

1. Gender

Male Female

2. How old are you?

15-25 25-35

35 and above

3. How long have you been using the library management system?

A month

More than a month

Less than a year

More than one year

4. How fast is the library management system?

Poor

Good

Excellent
5. Who can access the library management system?
Students
Staff
Anyone
6. How can one access the system?
Computer
Tablets
Mobile phones
7. Are there any requirements in accessing the system?
Yes
None
8. Does the library contain books of the units and subjects offered in different schools?
Yes
No
9. Are there any protocol followed by the security when users and staffs access the library?
Yes
No
10. Do the books in the library get updated?
Yes
No
If yes after how long?
11. what type of books do the library offer?
Tick where necessary
Course books Magazines
Text books Exam books
Research books Religious books
Newspapers
APPENDIX 2
STUDY TIME LINE

ACTIVITY Jan Feb march April May June July

Introduction to
research
How to write
questionnaire
Chapter One
Background
information
Chapter Two
Proposed design
Chapter three
Research design
Chapter Four
Findings,
conclusions,
recommendatio
n
Field work and
project
documentation
APPENDIX 3
BUDGET

ITEM Estimated cost in Ksh

Questionnaire development 350
Transport Fare 200
Stationary 100
Report 300
Miscellaneous 500
Total 1450