Department of Information communication Technology

Project proposal
On
Design and Implementation of Web-based Library Management
system in Public and Private College

Prepared By
Getachew G/Hana (Msc)

Woldia, Ethiopia

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 Table of Contents
1. Introduction..............................................................................................................................................1
2. Statement of problem...............................................................................................................................2
3. Project Objectives....................................................................................................................................3
3 .1. General Objective of the project............................................................................................................3

3.2. Specific Objectives of the Project...........................................................................................................3

4. Scope.........................................................................................................................................................4
5. Purpose and significance of Library Management System...................................................................5
6. Designs that Produce on the Project.......................................................................................................5
7. Software Development Methodology......................................................................................................8
7.1. Hardware and software tools..................................................................................................................8

8. Project Operation/Steps/Procedures.......................................................................................................9
8.1. Software requirements specification (SRS)...........................................................................................9

8.1.1. Functional Requirements..................................................................................................................9

8.1.2. Non-Functional Requirements..........................................................................................................9

8.2. The Analysis Model.............................................................................................................................10

8.2.1. Use case model...............................................................................................................................10

8.2.2. Use Case Diagram...........................................................................................................................11

9. Software requirement Analysis (Feasibility Study).............................................................................12

10. Project Bill of Materials:.......................................................................................................................14
11. Conclusion..............................................................................................................................................16
12. Impact assessment..................................................................................................................................17
13. Expected problems and proper solutions.............................................................................................18

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 1. Introduction

Due to its ever growing and competitive nature, the education sector has always been in need of a
quality solution to manage and serve the school resources efficiently. IT sector is giving number of
solutions to schools like smart classroom, digital learning solutions and library management system
to make learning easier and manage school administration effectively. Today educational institution
is not limited to imparting education alone, but it is adapting latest trends in IT for improving the
quality of education and handling various activities of school including admissions, class
management, library management, logistics, inventory, fee management, alumni, and accounts.

Web based library Management System that enables school to use and operate many of integrated
interrelated modules and manage the administration of library efficiently. It allows users to store
almost all of their library’s information electronically, including information on teachers,
employees, books, modules and so on. Most importantly, this information can be easily shared with
authorized users, records can be easily searched, and reports can be easily generated. It is a multi-
user system and can be used by hundreds or even thousands of users at same time.

The library management system is library management software for monitoring and controlling the
transactions in a library. The project “develop a web-based library management system’’ is
developed in Php and MYSQL, which mainly focuses on basic operations in a library like adding
new members, new books, modules transaction books, modules, download e-books and updating
new information, searching books and members and facility to borrow and return books and also
upload digital books.
In this project we are going to show the gap, and design and implement a system that have the ability
to fill those gaps.

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 2. Statement of problem

Now days managing a school by bringing both departments and faculty are become a challenge to
achieve the mission and vision of the public higher institution or enterprise.

The library management system should integrate the major functionalities of the institutes to a single
unified system for easy synchronizing among related departments to enhancing the quality of
education and to deprive the customer satisfaction.

Presently, manage books and transaction of books in the institutional libraries have been done
manually in most cases, thereby taking more time for transaction like borrowing of books or return
of books and also searching of member and books. Series of problems occur as a result of this
thereby resulting to inefficient library management.
Specifically, the existing system has the following identified problems:
 There is no fully developed library management system that integrates all modules of
institution to a single unified system.
 The current system services cannot expose the functionality to other system due to this lack
interoperability among system.
 There is no reusable designed library management framework to fit HEI and colleges
functionalities
 No backup and recovery system exists with the current system. If books or modules
information is lost, there is no any concrete way to get it back/recover.
 Searching the records of a library materials is gravely time consuming and it is very difficult
to find the records of a books in an emergency situation.
 Slow data retrieval while searching
 Lack of security
 In manual system no report generates
Here is what we proposed to solve the above aforementioned problems specifically, for public or
private institute; design and develop library management system that integrates different modules
together and can interoperable with other system to bring effective and efficient services to
customers and other stakeholders.

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3. Project Objectives

3 .1. General Objective of the project

The main objective of this project is to develop a new Web-Based library management system which
solves the problems with the existing system.

3.2. Specific Objectives of the Project

To achieve the general objective, the following specific objective will be fulfilled:
 Develop database which store user details and book details

 Give reliable search facility for the users

 Administrator, librarian and user should have separate logins

 Create an easy-to-understand user friendly environment

 Attractive user interface to navigate through the system for the user

 Develop a system that replace the manual library system

 A search column to search availability of the books

 An attractive user interfaces to navigate through the system for users

 Develop a system that will record the item borrowed

 Provide a security (i.e., only the administrator can update any information to the

database)

 Build digital library infrastructure

 Produce report about old books, lost books, borrow books, new books, transaction

 Build advance search that can help for the best handling of user’s queries, this search

should handle different search types like search author, title, publisher, category or ISBN

 Record every transaction in computerized system so that the problem such as record file

missing will not happen again.

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4. Scope

The proposed project focused on design and implement web-based library management and E-
Learning system.
The followings are the scope of the Developing Library Database System:

 The user can search the book borrow

 In terms of functionality of the student: search for book (by title, author) & view their
account detail.

 In terms of functionality of the librarian: issue/return books, add/edit/delete/search books and

student information.

 Members to borrow items from library

 Members return items to library

 Users need to login so that able to our system

 Report module allows librarian

 View books allows librarian

 Item management module allows librarian

 Search module allows librarian

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5. Purpose and significance of Library Management System

The purpose of developing the library management system of any organization is that to make easy
management and store a large number of data/reports into the computer. It is difficult for any
management to store the large number of data manually or in papers. In that case when any user
wants to take information it is very difficult for management to provide information immediately. It
is very time-consuming process. But by using computer it takes only few minutes/seconds.
In general, having achieved the aims of the project, the following benefits are derived
General Benefits:
Library management can provide following benefits in general to your school, college or institute:
 Single system to manage all School related information from anywhere in the School
 Easy to use school management system
 Reliable and secure system
 Complete Automation of operations
 Zero redundancy in managing the institutions records
 Centrally stored information with zero redundancy
 Allow to access and use books from library easily
6. Designs that Produce on the Project

Fig 1: Login Page

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Figure 2: Administrator Home pages.

Figure 3: borrow pages

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Figure 4: user view

Figure 5: Teacher page

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7. Software Development Methodology

Since communicating concepts using modeling can clarify doubts and leads to a mutual
understanding on the system with the Client as well as within the team, appropriate modeling tools
will be used. Therefore, structured system analysis and design approach with the iterative model and
includes requirement gathering, analysis and design of the proposed system is used to describe and
model the system.
7.1. Hardware and software tools
System development Script
A. Server-side script
 Front end: HTML5, CSS
 Back end: MYSQL
The system is developed by using PHP programming language; reason to choose this tool is
because:
 Fast – PHP was created to develop dynamic Web Pages so it is fast on websites. The PHP code
is embedded in HTML and the time it takes to process and load the browser with HTML and
create a full web page is very quick.
 Free – PHP is released under the PHP License. This means that anybody can download it and
use it 100% for free.
 Easy - The syntax of PHP is very easy to use and learn. PHP is usually mixed in with HTML,
CSS, and java script and can be easily included in HTML files.
For the back-end, which is invisible for the end users, the popular MYSQL database server is
used in order to support and store the data. In addition, its implementation also designed to be
running on a client-server architecture using Apache web server where the data involved is
stored in central repository and managed by administrator.
B. Client-side script
 jQuery
 Java script
C. Design Tools
 Dreamweaver with Bootstrap (HTML, CSS, Java script)
 MS Visio 2007
 Gantt Chart/MS project 2010
Hardware Tools
For Development:
 Computer Set with Printer
 Flash Drive, DVD Drive, External Drive

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8. Project Operation/Steps/Procedures
8.1. Software requirements specification (SRS)
The main processes involved in design and implement library for TVET college for the case of
Woldia polytechnic college. The functional and non-functional requirements of the proposed system
will be described and modeled using UML models.

8.1.1. Functional Requirements

Functional requirements describe the interactions between the system and its environment
independent of its implementation. The functional features of this system include:
1. Administrators Module: -This module is the component of the system handles and enables to
manage user account, academic calendar, user roles, and also allow add teachers and staffs.
2. Library Module
This module manages and controls activities like library Catalogue and others such as
 Transaction book (borrow book, return book and view borrow book)
 Books (new old damage loss with delete and update)
 Digital book (upload, download and delete with search)
 Manage cluster (add, update, transaction)
 Manage modules and e-books
 Advance search (catalogue book)
 Report (book, transaction, archive book, user account audit with view and delete)
 Change account
3. Report Module: This module generates different reports based on the user request and criteria.

8.1.2. Non-Functional Requirements

Nonfunctional requirements describe user-visible aspects of the system that are not directly related
with the functional behavior of the system.
The following list of non-functional requirements is expected from the system:
 Reliability:
 The system reliably works when needed by the users.
 Security of the system should be:
 Support requirements such as confidentiality, integrity and availability of data to the users.
The mechanisms are role based and encryption.
 Accessible and usable only in authorized ways by authorized users.
 User validation can be done during login to ensure that the user is valid and only has access to
his/her permission access pages.

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  It should be given only valid result, if no data is found with the specified criteria the system
should not have to crash or give invalid response.
 The data should be validated during data entry
 Usability
 The system has graphical user interface through which the users interact with the system.
 The interface simple and easy
 System Extensibility
 The system is developed in such a way that in the future whenever a new functionality from
the system is be needed; this can be achieved easily by adding the new module or feature to
the system with only simple modification of the whole system.
 The system will be easily maintained by developer or other authorized trained person and it
should respond as fast as possible in generating any reports
 The system ability to work well when the load or number of users increases
 The system is described as scalable if it will remain effective when there is a significant increase in
the number of resources and the number of users
 Documentation:
All the phase of the project documentation has detail information on how to use and access the
system and covers all cases of the application.
8.2. The Analysis Model
8.2.1. Use case model
A use case in software engineering and systems engineering is a description of a system’s behavior
as it responds to a request that originates from outside of that system. The use case technique is used
to capture the functional requirements of a system. Use case modeling is composed of a use case
diagram and the accompanying documentation describing the use cases, actors and their associations
8.2.2. Actors of the system
There are different actors that interact with the system. Table4shows those actors with their
description.
No Actors Description
1 Admin A person who is responsible for managing user accounts and
academic calendar, and add teachers and staff.
2 Student A person, who is enrolling online for registration, view grade
reports, evaluates teacher performance and use library.
3 Librarian A person who Manages transaction of all books, Catalogue and
upload e-books.
4 Employee A person who provides assignment and feed grade for his/her course
to students.

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 8.2.2. Use Case Diagram

uc ERP2

LIbrary Maanagement system

Update
Account Update
profile

upload
E-book
Update
Account
Librarian
Add Book

View book
Book
transaction
update
Catalog Student

Borrow Book
login

Borrow Book

Update
Account
Employee

Fig 6 use case diagram

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9. Software requirement Analysis (Feasibility Study)
a) Operational Feasibility

The project will be deployed into the current day-to-day operations of an organization without
causing a significant organizational framework restructuring and this system is expected to address
service problems that are associated with specified scope. In addition; now a day’s most of higher
institutions society are literate and easy to use nature of the system makes it easily operable
b) Technical Feasibility

The Proposed system is planned to be built on platforms with Minimum requirement and the fact
that it is going to be a web based one makes it an extensible system with all well-known standard
protocols and interfaces such as those built using MySQL, PHP, Apache server more over since now
a day’s users are not strange for how to utilize web they will adapt easily with the system.
I. Compatibility checking (hardware / software and other technologies)
a) Hardware Compatibility
The system should be compatibility with the following hardware requirements such as
 Computer (processor inter(r) Core i3 3.6GHZ, HDD above 500GB, RAM above >2GB)
 Any Compatible GSM Modem with the system
 USB support Flash Drive, DVD Drive, External Drive
b) Software Compatibility
The system should be compatibility with the following software requirement such as
 Latest version Dreamweaver with Boot Strap Components
 XAMPP server
 My SQL server
 [Link] with C#
c) Economic Feasibility
According to the financial proposal, there is some amount of tangible cost which is directly incurred
for the development of this project whereas intangible costs are knowledge and time. Even though
those costs are expended, tangible benefits like to automate the process carried out in the school
management system with improved performance is the major service of this project. In addition to
this student, Employees and other stakeholder’s satisfaction which enhances productivity and
competitiveness of the higher Institutions can be considered as intangible benefits.

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I. Cost and Benefit Analysis
a) Intangible benefits
 Customer satisfaction– Cost and Benefit Analysis
 Reduce the labor work: -Automate the manual service into computerize system.
 Reduce unnecessary paper work: -Providing fast report generation technique
 Customer satisfaction– Cost and Benefit Analysis
 Reduce the labor work: -Automate the manual service into computerize system.
 Reduce unnecessary paper work: -Providing fast report generation technique.
 Customer goodwill, employee morale. Operational efficiency

b) Tangible benefits
Tangible cost
 Software development cost------25,000 birr
 Material (hardware, software and network) cost----------14150 birr
 Total tangible cost=39150birr
This project will be economically feasible because the above cost benefit analysis shows that the
expected expense is less than the benefit gained after the project is implemented
d) Schedule Feasibility (time table)

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10. Project Bill of Materials:
Material needed (network part)

No Name of material Specification Quantity Unit price total

1 Network cable Cat6e or cat5e 50meter 15 750
2 Connector RJ-45 100 3 300
6 Switch Standard 1 2000 2000
Total 0 0

Software part

No Item Specification Quantity Unit cost Total cost

1 Application software Office 2007 1 30 30

Office 2010 1 30 30
2 Utility software A vast Anti-virus 1 30 30
Mcfee Anti-virus 1 30 30
3 System software Window 7 1 50 50
Window 8 1 50 50
Window 10 1 50 50
4 Apache Xamp 1 30 30

5 MS visio Version 2007 1 50 50

6 MS Visual studio 2010 1 50 50

7 SQL server 2008/2014 1 50 50

8 Dream weaver Cs7 1 50 50

Total 12 500 500

X. Tools Needed

No Item Specification Quantity Unit cost Total cost

1 Maintenance toolkit 45 piece 1 set 1500 1500

2 Air blower 600 watt 1 1400 1400

3 Flash San disk 16GB 6 200 1200

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4 divider Power king 2 150 300

5 Stabilizer Gato 240 volt 2 600 1200

Total 3850 56005600

XI. Equipment Needed:

No Item Specification Quantity Unit price Total price

1 Uninterrupted power 1000-volt Ampere 1 2000 2000

supply (UPS)

2 Printer Hp laser jet 1100 1 3000 3000

Total 2 5000 5000

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 11. Conclusion

In recent years, with the pace of technological development, people have become more and more
demanding in terms of quality of life and the communities in general look to improve a high
performance in their institutes to get the highest rate of knowledge and experience in their student
and academics staffs. The way people live, work, learn and communicate is shifting from paper-
based form to web based form and nowadays almost every activity are performed using web-based
system.

In this project, we developed an automated library management system that facilitates the various
activities taking place at Public TVET Institutes. The system developed in this project focuses for
web-based users. The project that intends to solve a problem of TVET includes different modules
like Administrator module that facilitates for managing user account, activating and deactivating
user’s login audit, library module facilitates activities like book catalogue, book transaction
management, uploading E-books and preparing different reports.

In general, this prototype has been tested and implemented with data in Woldia Polytechnic. It has
been shown that the system effectively admission and registers staff profile information, easily
retrieves information about a book, modules, teacher, administrative staff and generates the required
reports such as book, frequently accessed books and journals, course assignment.

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 12. Impact assessment
Project name: Web based library management system
Instruction: Please put check to the corresponding box.
No Criteria Poor Fair (fairly Good [Link]
(not acceptable) (acceptable) (very
acceptable) acceptable)
1. Usability 
2 Visual Clarity 
3 Accuracy 
4 Appearance/ Presentation 
5 Beneficial to the enterprise 
web users and customers.
6 Security 
Comments and suggestions:
 This technology should support Amharic and other languages in addition to English language
 The technology must support other platforms like cell phone, hi pad, and other tablets
Instruction: Please put check to the corresponding box to YES or No choices

CRITERIA YES NO
1. Are the database contents informative and useful? 
2. Are the database beneficial to the administration, staff’s, users 
and online customers?
3. Is the skills and knowledge of the software’s important in 
designing database?
4. Is the appearance of the web designs created are acceptable and 
up to standard?
5. Is the quality of the designs being presentable?
6. Is the cost of the development and design reasonable and
beneficial to the organization or business?

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 13. Expected problems and proper solutions

Problem SOFTWARE HARDWARE

Computer is slow Could be malware, too many Could be hard drive is fragmented or
start-up items (Windows) or starting to fail, not enough RAM or
buildup of temporary files an old CPU
Computer keeps restarting Could be automatic OS update Could be graphics card, motherboard
problem, adware, virus or other or network card drivers
malware
Keyboard, mouse, printer or Could be driver issues Could be computer port issues or
other peripherals aren’t peripheral component issues
working properly
Peripheral commands ✓
interpreted incorrectly
App command not working Software if it’s happening in Hardware if it’s happening in more
only one app than one app
database is slow Could be an app in background Could be hard disk failing
is consuming the bandwidth
Downloads take forever ✓
Computer freezes ✓
Attachments won’t open ✓
PC blue screen of death ✓ (although it could be your drivers)
Pop-up ads ✓
Corrupt files or long delays ✓
accessing files
Google performing oddly ✓
Sudden shut off…or sudden ✓
anything weird
Graphical errors like your ✓
computer screen are jumbled
Low disk space ✓

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 Common Web Application Performance Problems and solution

One of the cornerstones of a successful business in today's digital environment is ensuring that web
application performance is user-friendly and runs smoothly. A well-oiled website and its
applications represent the face of a company, and in an ideal scenario, they serve as a mark of
reliability, innovation, and progress.

Behind the scenes of a well-run web app is a proactive IT team that uses application performance
monitoring tools to catch DevOps issues as they arise, addressing them in real time. By reducing the
margin of error of a web application and minimizing maintenance needs, businesses can deliver a
better end product to consumers.

However, there are a number of roadblocks that companies face when developing their web
applications, changing the interface of their design, or increasing the scale of their operations. Some
of the most common issues include the presence of slow servers, poorly written code, and duplicate
title tags.

Here are seven of the most common web app performance roadblocks and how to fix them:

1. DNS issues and network connectivity

2. Slow servers and loading time
3. Poorly written code
4. Lack of load balancing
5. Traffic spikes
6. Specific HTML title tags
7. Failing to optimize bandwidth Usage

1) DNS Issues and Network Connectivity

An essential element of successful web traffic management is DNS queries, which is why an issue
with these systems can result in a plethora of issues. Without the proper protection, faulty DNS

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queries can prevent visitors from reaching your website, while also causing errors, 404s, and
incorrect pathways. In a similar vein, network connectivity and an efficient firewall are key parts of
your site's access and productivity.
The best way to tackle these issues is by implementing DNS monitoring safeguards to identify
what's causing them. You should also check your switches, VLAN tags, and distribute tasks between
servers.
2) Slow Servers and Loading Time

If your servers are particularly slow, they could be hosted using a shared account, which means that
your site is sharing the server with hundreds, possibly thousands of other websites. You can address
this common roadblock by checking with your hosting company to determine whether or not the site
is hosted on a dedicated server. If it isn't, you can request this service, but it may come at an
additional price.

If you're hoping to see just how slow your site is, go to Google and use its PageSpeed Insights tool.
All you have to do is enter your domain name and click Analyze. The tool looks at the contents of
the site and identifies the elements that are making it run slower. The tool churns out suggestions
that will help your website run faster.

3) Poorly-Written Code

Another web application performance problem that many face is with poorly written code, which
could refer to inefficient code, memory leaks, or synchronization issues. Your application could also
deadlock due to ineffectual algorithms, as well as the performance degradation of a web application.
Old versions of software or integrated legacy systems can also take a toll on your website's
performance.

You can tackle this issue by ensuring that your developers are using the optimal coding practices, as
well as some automated tools such as profilers and code reviews.

4) Lack of Load Balancing

Slow response times can also be caused by poor load distribution. When new site visitors are
assigned incorrectly, it can drown out your servers even if the system is under capacity. Such an
issue can cause a slow response time, especially if your site is receiving too many requests.

Tools such as NeoLoad and AppPerfect help you find infrastructural weaknesses that you may be
experiencing, while also testing problem areas. You should also work on a cluster of servers instead
of simply having a single server that takes all the load. Service-oriented architecture (SOA) can help
with scalability issues when more servers are added. This design tool causes application components
to provide services to the site's other components through the communication protocol.

5) Traffic Spikes

Spikes happen, especially during a marketing promotion with videos, and a company may not be
prepared for the extra traffic. This issue can also cause your servers to slow down, hindering the
performance of your site and harming your brand.

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One solution is by setting up an early warning system using simulated user monitoring systems such
as NeoSense. Doing so will help you see when traffic is impacting transactions before users are
affected negatively by the experience.

6) Specific HTML Title Tags

Even the name of your website can affect its performance as HTML title tags are essential to its
success. These tags sum up the entire content of your website or web page to major search engines
such as Google. However, a lack of specificity in your domain name can lower its visibility. This is
due to the fact that sometimes site owners use the same title throughout their website, which causes
search engines to look for duplicate title tags and pares them, causing sites to lose traffic.

You can tackle this issue by doing a name search as "site:[Link]." Go to Google Search
Console (which used to be known as Google Webmaster Tools) to analyze your website. The tool
will offer you information on HTML errors such as missing title tags, duplicate meta descriptions,
missing descriptions and more.

7) Failing to Optimize Bandwidth Usage

When developing and testing a site, businesses often rely on a local network environment. This may
not seem like an issue at first because adding visual, audio, video or other high-volume data may not
affect your local network. However, consumers accessing the website at home through their
smartphones may face a series of issues you weren't anticipating.

Make sure you optimize your bandwidth usage for a performance boost. Some of the elements you
can include are the minification of JavaScript, the minification of all CSS, server-side HTTP
compression and optimization of image size and resolution.

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