Library Management System - Project Report

Group 7:
Bùi Nguyễn Thanh Thảo- SE201497
Tạ Hữu Nguyên- SE201440
Nguyễn Việt Tân - SE201036

Table of Contents
Library Management System - Project Report..........................................................................1
I. Problem Statement.............................................................................................................2
1. Background of the problem............................................................................................2
2. Objectives of the system.................................................................................................2
3. Scope and assumptions...................................................................................................2
II. Business Description of the System....................................................................................2
2.1 Overview of the Business Domain.................................................................................2
2.2 Business Processes........................................................................................................2
III. Entity–Relationship (ER) Model......................................................................................5
3.1 Entities and Relationships............................................................................................5
3.2 ER Diagram.................................................................................................................5
3.3 LOGICAL ER..............................................................................................................5
IV. Relational Model.............................................................................................................6
4.1 Relational schemas derived from the logical ER model.................................................6
4.2 Primary keys and foreign keys......................................................................................7
4.3 Associative tables for M–M relationships......................................................................7
V. Data Requirements Specification (Data Dictionary)...........................................................7
VI. Reports and Statistics......................................................................................................9
6.1 Most borrowed books report........................................................................................9
6.2 Member borrowing history...........................................................................................9
6.3 Overdue books list........................................................................................................9
6.4 Books by author/publisher statistics...........................................................................10

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I. Problem Statement

1. Background of the problem

In traditional libraries, managing books, members, and loan/return operations is often done by hand or
using simple, separate basic systems. Because these methods are not connected, records can easily be
lost, searching takes a long time, and it is very hard to check how many books are borrowed, returned,
or currently available. Therefore, a centralized Library Management System is required to manage
library data easily and accurately.

2. Objectives of the system

The system aims to centralize all library information into one consistent platform so staff no longer
rely on scattered or disconnected records. It enables librarians to manage books, authors, publishers,
editions, and members efficiently while supporting accurate borrowing, returning, and fine
management. Managers can instantly access updated statistics such as total inventory, borrowed
books, overdue items, and lost copies. By keeping all information synchronized and easy to retrieve,
the system reduces errors, saves time, and improves overall library management and decision-making.

3. Scope and assumptions

Scope:
- The system is designed for a single library.
- The project focuses on database design and implementation only.
- Core functionalities include book management, loan management, and reporting.

Assumptions:
- A book may have multiple authors.
- Each book belongs to one publisher.
- A member may borrow multiple books.
- A book copy can be borrowed by only one member at a time.
- Overdue fines are calculated per overdue day.

II. Business Description of the System

2.1 Overview of the Business Domain

The Library Management System supports the operation of a library by storing and managing data
related to books, authors, publishers, members, and loan transactions. The system helps librarians
track book availability, monitor borrowing activities, and generate useful reports for decision-making.

2.2 Business Processes

Business Process 1 — Register Library Member

 Actors: Librarian, System
 Precondition: Member provides personal/contact details.
 Main Flow:

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 1. The librarian selects “Register Member”.
2. Enter name, contact information, membership type, and ID.
3. System checks for duplicate records.
4. System saves the new member record and applies membership rules.
 Postcondition: Member record is created; the member is eligible to borrow books within
allowed limits.

Business Process 2 — Borrow Book

 Actors: Member, Librarian, System
 Precondition: A copy of the requested book is available, and the member is eligible to
borrow.
 Main Flow:
1. Librarian searches the catalog (by title, ISBN, or copy ID).
2. System verifies copy status = available and checks member borrowing limit.
3. The librarian records the loan transaction (borrow date, due date).
4. System marks the copy as “on loan” and stores the transaction record.
 Postcondition: Loan record exists; the copy is assigned to the borrowing member.

Business Process 3 — Return Book and Calculate Fine

 Actors: Member, Librarian, System
 Precondition: There is an active loan record for the returned copy.
 Main Flow:
1. The librarian records the return date.
2. The system compares the return date with the due date.
3. If overdue, the system calculates the fine = overdue days × daily rate and adds it to
the member’s account.
4. System updates copy status (available / damaged / needs repair).
 Postcondition: Loan is closed; fines are recorded if applicable; inventory status is updated.

Business Process 4 — Pay Overdue Fines

 Actors: Member, Librarian, System
 Precondition: Member has outstanding fines.
 Main Flow:
1. The librarian checks the member’s fine balance.
2. Member makes payment (cash or supported payment method).
3. The librarian records the payment in the system.
4. System updates the member’s fine balance and generates a receipt.
5. System logs the payment for reporting purposes.
 Postcondition: Fine balance is reduced or cleared; payment history is stored.

Business Process 5 — Manage Book Catalog (Add / Update / Remove / Edition

Management)
 Actors: Librarian, System
 Precondition: Book details are available (title, authors, publisher, ISBN, edition info).
 Main Flow:
1. The librarian adds or updates a book record.

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 2. Enter or edit book information (title, ISBN, summary).
3. Link one or more authors to the book.
4. Link the book to one publisher.
5. Add publication details (publication year).
6. Create copy records for each physical book (copy ID, location, condition).
7. If removing a copy, mark it as withdrawn (lost/damaged).
8. System updates the searchable catalog.
 Postcondition: Catalog accurately reflects books, authors, publishers, publication years, and
available copies.

Business Process 6 — Manage Author Information

 Actors: Librarian, System
 Precondition: Author details are available.
 Main Flow:
1. The librarian creates or updates an author record.
2. Link one author to one or multiple books.
3. System maintains the relationship (one author → multiple books).
4. System updates search results and reports by author.
 Postcondition: Author information is stored and correctly associated with related books.

Business Process 7 — Manage Publisher and Book Editions

 Actors: Librarian, System
 Precondition: Publisher and edition details are available.
 Main Flow:
1. The librarian creates or updates a publisher record.
2. Link the publisher to one or multiple books.
3. When a new version of a book is published, add its publication details (publication
year, ISBN).
4. System updates the catalog and inventory accordingly.
 Postcondition: Publisher is associated with multiple books; edition data is accurately
maintained.

Business Process 8 — Set Membership Rules and Fines

 Actors: Administrator, System
 Precondition: Administrator is securely logged into the system.
 Main Flow:
1. The administrator navigates to the system policy settings.
2. The administrator configures or updates membership rules.
3. The administrator sets or updates the standard daily rate for overdue fines.
4. System validates the input to ensure rules and amounts are valid.
5. System saves the new rules to the database.
 Postcondition: New membership rules and fine rates are stored in the system and will
automatically apply to all future borrowing transactions and overdue fine calculations.

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III. Entity–Relationship (ER) Model

3.1 Entities and Relationships

 SYSTEM_POLICY: Stores the global borrowing limit and daily fine rate set by the
Administrator. (1-to-1 relationship with the overall system).
 MEMBER: A library user who can borrow multiple books and pay overdue fines. (1-to-M
relationship with LOAN and PAYMENT).
 BOOK: A catalog entry published by one Publisher and written by one or more Authors. (1-
to-M relationship with COPY).
 AUTHOR: An individual who writes one or more books. (M-to-M relationship with BOOK).
 PUBLISHER: An entity that publishes books. (1-to-M relationship with BOOK).
 COPY: A physical book item. A copy can be borrowed by only one member at a time. (1-to-
M relationship with BORROW)
 BORROW: A transaction record of a Member borrowing a specific Copy. (Associative entity
between MEMBER and COPY)
 PAYMENT: A transaction record of a Member paying overdue fines. (1-to-M relationship
with MEMBER) .

3.2 ER Diagram

3.3 LOGICAL ER

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IV. Relational Model

4.1 Relational schemas derived from the logical ER model

 SYSTEM_POLICY (PolicyID, MaxBooksAllowed, DailyFineRate)
 PUBLISHER (PublisherID, Name)
 AUTHOR (AuthorID, Name)
 BOOK (ISBN, Title, Summary, PublicationYear, PublisherID)
 COPY (CopyID, Status, Location, ISBN)
 MEMBER (MemberID, Name, ContactInfo, FineBalance, PolicyID)
 BORROW (MemberID, CopyID, BorrowDate, DueDate, ReturnDate, FineAmount)
 PAYMENT (PaymentID, PaymentDate, Amount, PaymentMethod, MemberID)

4.2 Primary keys and foreign keys

 Primary Keys (PK):
o PolicyID (SYSTEM_POLICY)
o PublisherID (PUBLISHER)
o AuthorID (AUTHOR)
o ISBN (BOOK)
o CopyID (COPY)
o MemberID (MEMBER)
o PaymentID (PAYMENT)
o Composite key of (MemberID, CopyID, BorrowDate) (BORROW)
 Foreign Keys (FK):
o PublisherID in BOOK references PUBLISHER
o ISBN in COPY references BOOK
o PolicyID in MEMBER references SYSTEM_POLICY
o MemberID in PAYMENT references MEMBER
o MemberID in BORROW references MEMBER
o CopyID in BORROW references COPY

4.3 Associative tables for M–M relationships

 WRITES (AuthorID, ISBN)
o Primary Key: Composite key of (AuthorID, ISBN)
o Foreign Keys: AuthorID references AUTHOR; ISBN references BOOK

V. Data Requirements Specification (Data Dictionary)

Data Element Description Composition Length Values/Constraints
or Data Type

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MaxBooksAllowed Global limit on how int > 0; set by
many books any Administrator
member can borrow

DailyFineRate Global fine amount decimal 10,2 >= 0.00; set by

charged per day Administrator
overdue

MemberID Unique identifier for alphanumeric 10 Primary Key: must be

a registered library unique
member

FineBalance Total accumulated decimal 10,2 >= 0.00; default value

unpaid overdue is 0.00
fines

ISBN International varchar 13 Primary Key: 10 or 13

Standard Book digits
Number

PublicationYear The year the int 4 e.g., 2024; Must be <=

specific version was current year
published

CopyID Unique identifier for alphanumeric 20 Primary Key: must be

a specific physical unique
book copy

Status (Copy) Current availability varchar 20 'Available', 'Borrowed’,

of the physical copy 'Damaged', 'Lost'

BorrowDate The date the date YYYY- Must be <= current date
member checked out MM-DD
the copy

DueDate The deadline for date YYYY- Must be >=

returning the MM-DD BorrowDate
borrowed copy

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 ReturnDate The actual date the date YYYY- Must be >=
copy was returned MM-DD BorrowDate

FineAmount Overdue fine decimal 10,2 >= 0.00; calculated

calculated when dynamically
returned late

PaymentMethod The method used by varchar 20 'Cash', 'Credit Card',

the member to pay 'Bank Transfer'
fines

VI. Reports and Statistics

To support daily operations and management decisions, the Library Management System generates
the following key reports and statistics:

6.1 Most borrowed books report

 Description: A report identifying the most popular titles in the library, helping management
decide which books to purchase more copies of.
 Data Sources & Logic: The system retrieves data from the BOOK, COPY, and BORROW
tables. It counts the total number of records in the BORROW table associated with each ISBN
to rank the most frequently borrowed books.

6.2 Member borrowing history

 Description: A detailed log of all current and past borrowing activities for a specific library
member.
 Data Sources & Logic: The system joins the MEMBER, BORROW, COPY, and BOOK
tables. By filtering with a specific MemberID, it displays the book titles, BorrowDate,
ReturnDate, and any incurred fines (FineAmount) for that user.

6.3 Overdue books list

 Description: A tracking list used by librarians to identify members who have not returned
their books on time, enabling the library to send return reminders.
 Data Sources & Logic: The system queries the BORROW table to find all active records
where the ReturnDate is empty, and the DueDate is strictly before the current system date. It
joins with the MEMBER table to retrieve the borrower's Name and ContactInfo, and with the
COPY table to identify the specific item.

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6.4 Books by author/publisher statistics
 Description: Statistical charts or tables showing the distribution of the library's catalog across
different publishers and authors.
 Data Sources & Logic:
o By Publisher: The system joins the BOOK and PUBLISHER tables, grouping the
records by PublisherID to count the number of titles provided by each publisher.
o By Author: The system utilizes the associative table WRITES to link BOOK and
AUTHOR. It then groups the data by AuthorID to count how many titles each author
has contributed to the library's collection.

Report (Output) Key Data Fields

6.1 Most borrowed books ISBN, Title, Author Name, Total Borrows.

6.2 Member history Book Title, BorrowDate, DueDate, ReturnDate, FineAmount.

6.3 Overdue books Member Name, ContactInfo, Book Title, DueDate, Days
Overdue.

6.4 Author/Publisher Publisher/Author Name, Total Number of Books.

stats

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