Management library system

1. UNIVERSITY OF MALAWI
THE POLYTECHNIC
FACULTY OF APPLIED SCIENCES
DEPARTMENT OF COMPUTING
AND INFORMATION TECHNOLOY
Course:
SYSTEM ANALYSIS AND DESIGN
Submitted to:
MRS A. Kaunda
Submitted by:
Justin Chinkolenji: BIS/16/ME/005
Dina Mnenula: BIS/16/ME/025
Faida Ligomeka: BIS/16/ME/019
Annie Gatoma: BIS/16/ME/011
Kiwake Muthala: BIS/16/ME/027
Malan Mkandawire: BIS/ME/16/024

2. Sparc Vision Online Library System
Introduction
Sparc Vision library Management System is a software application for maintaining records related
to borrowing of books and videos, Stock Maintenance, Book and Video Search, Catalogue, Book
Issues, Book Returns, Penalty Collection, and all necessary requirements for the Library to manage
day to day operations. The main objective of the application is to automate the existing system of
manually maintaining records of the Book and Video Issues, Book and video Return from the
community, Stock Maintenance, Catalogue and Book Search to be computerized. So the Book Issue,
Return, Searching will be faster. This application can be used by any Library to automate the process
of manually maintaining the records related to the subject of maintaining the stock, Video and Book
Issues.
Features or objectives of Sparc Vision Library Management System
 To make registration process faster.
 To save time / resources. Computer-related objectives
 Easy editing of records(Updating)
 Fast retrieve of information
 Online and real time information
 Sparc Library Management System can be easily customized for their own customized
reports. Staff as well as community record is maintained
 Automatic fine fees calculation
Functionality of the system
 More economical and safer means of storing and keeping track of information
 Increased productivity and job satisfaction among staff members as it eliminates
duplication of effort
 More reliable security for sensitive and confidential information
System Analysis
 The purpose of the system analysis phase is to learn exactly how the current system
operates, to determine and document what the system should do, and to recommend
alternative solution
 The analysis phase answers the questions of who will use the system, what the system will
do, and where and when it will be used
System Request
 This is a document describing business reasons for project and system’s expected values
that the system is expected to provide.

3. Sponsors
 Project Sponsor-Managing Director.
o person who will serve as the primary contact for the project
 IT Manager
o Person who has wide knowledge of Information Technology
 Finance Manager
o Person who deal with money in the company(Sparc)
 Marketing
o Person who deal with promoting the brand of the company
Business Requirements
 Server
 Network infrastructure
 Reliable Internet connection
 Solar Panels and Batteries
 Generator
 Users
 Software
 Security
 Computers
 Air Condition
 UPS
Business Values
 Increase services to our customers i.e 24/7
 Increase sales
Business special issues
 Internet connection(Internet service provider)
 Duration 60 working days
 Human factor e.g. not working during holidays
Feasibility
The feasibility study is a management-oriented activity. The objective of a feasibility study is to find
out if an information system project can be done and to suggest possible alternative solutions
Feasibility studies undergo four major analyses to predict the system to be success and they are as
follows:-
1. Operational Feasibility
2. Technical Feasibility
3. Schedule Feasibility
4. Economic Feasibility

4. 1. Technical aspects
The analyst must find out whether current technical resources can be upgraded or added to
in a manner that fulfils the request under consideration. This is where the expertise of
system analysts is beneficial, since using their own experience and their contact with
vendors they will be able to answer the question of technical feasibility
 Application … Familiarity less More risk Compatibility
 Technology….Familiarity Yes less risk
 Project size…Small therefore low risk 10 employees
 Compatibility…Simple to integrate with other systems
2. Economic Aspects
Economic analysis could also be referred to as cost/benefit analysis. It is the most frequently
used method for evaluating the effectiveness of a new system. In economic analysis the
procedure is to determine the benefits and savings that are expected from a candidate system
and compare them with costs. If benefits outweigh costs, then the decision is made to design
and implement the system.
Possible questions raised in economic analysis are:
o Is the system cost effective?
o Do benefits outweigh costs?
o The cost of doing full system study
Development cost for developing the system… 15million Kwacha
Annual Operating cost…564000
3. Operational Feasibility
Operational feasibility reviews the willingness of the organization to support the proposed
system. This is probably the most difficult of the feasibilities to gauge. In order to determine
this feasibility, it is important to understand the management commitment to the proposed
project.
4. Schedule feasibility
We may have the technology, but that doesn't mean we have the skills required to properly
apply that technology
Sources of Gathering Information

5. Basically there are five techniques by which information can be gathered, they are as follows:
1. Interview
2. Joint Application Development
3. Questionnaire
4. Observation
5. Document Analysis
These techniques have advantages and disadvantages but we decided have to choose interview
and questionnaire as sources of gathering information for Sparc Library management System.
1. Interview
o Interviews are conducted on one on one, but sometimes due to time constraints,
several people are interviewed at the same time.
o In our case we will conduct on one on one interview to five people namely Sponsor
(Managing Director),Marketing manager, IT Manager, Clerks and Users
Figure 1.0
Name Position Purpose of Interview Meeting
Dina Mnenula Project Sponsor serves as the primary
point of contact for
the project on the
business side
Mon, March 1
8:00–10:00 A.M
Annie Gatoma
Faida Ligomeka
Marketing Manager
Marketing Officer
Current problems in
promoting the brand
and future plans
Mon, March 1
1:00–3:00 P.M.
Justin Chinkolenji
Malani Mkandawire
IT Manager
IT Officer
Current problems that
the system is facing
and future plans for
the system
Mon, March 1
3:30–5:15 P.M.
Kiwaki Muthali Finance Manager Accounts Current
problems with
Receivable accounts
receivable process;
future goals
Wed, March 2
10:00–11:00 A.M.

6. The following are some of the reasons why we have chosen interview as one of our techniques for
gathering information.
 It has high response rate
 Interview are real-time like you get firsthand information
 Incomplete answers can be followed up
 Interview allow more detailed questions to be asked
 Interview are not prejudiced by others
 Doubts can be clarified
Disadvantages
 Time consuming
 Costly like find interviewee if the company does not have professionals
 Interviewee may not express themselves fully
Some of the questions to be asked in an interview by interviewers
 Have you faced any problems regarding the removal system?
 Are you easily able to fetch the books and videos in stock?
 Are you facing any problems with adding, deleting the records of books and videos details?
 Are you facing any problems with adding, deleting the records of member details?
 Do you think the system should be maintain transaction of books and videos?
 How do you calculate the value of penalty for late returns of books and videos (DVDs)?
 Is the system showing a factual report about the books and DVDs in the library
 Are you capable of doing the right calculations of the penalties?
NOTE: But this does not affect our analysis so that we have selected in our project, now comes the
matter of consideration
2. Questionnaire
A questionnaire is a set of questions for obtaining information from individuals.
Other books define questionnaire by list of questions usually printed submitted for replies that can
analyzed for usable information.
Advantages of Questionnaire

7.  The results of a questionnaire can usually be quickly and easily quantified through the use
of software package.
 Large amounts of information can be collected from a large number of people in a short
period of time and in a relatively cost effective way
 Analysis of the questionnaire can be done more scientifically and objectively than other
forms of research
 Data can be used to create new theories and or test existing phenomenon
Disadvantages
 Lack validity
 The respondent may be forgetful or not thinking within the full context of the situation
Questions
1. Have you developed any system to the keep records borrowers?
2. Do you feel that computerized library management system is best approach for transaction
of book and DVDs in the organization?
3. Are you facing problem in maintaining the books and DVDs transaction?
4. Rate your difficulty facing to perform various books and DVDs related operation?
5. Is there any need for centralized database for controlling all the function of system?
6. What will you suggest about the working of your current library management system?
Requirements Definition
A requirement is simply a statement of what the system must do or what characteristics it needs to
have
In our case, the system that we are developing should be able to achieve these objectives;
 To make registration process faster.
 To save time / resources. Computer-related objectives
 Easy editing of records(Updating)
 Fast retrieve of information
 Online and real time information
 Sparc Library Management System can be easily customized for their own customized
reports. Staff as well as community record is maintained
 Automatic fine fees calculation
There are two types of requirements. Functional and nonfunctional requirements
Functional requirement is the process that the system has to perform while nonfunctional
requirements are behavioral properties that the system must have.

8. Functional Requirements:
1. Search and Browse
1.1.The system will allow customers to browse books and Videos (DVD) of their choices by
predefined categories.
1.2 The system will allow customers to search for Books and Videos (DVD) choices by title,
Author, actor and actress and
1.3The system will allow customers to watch clips (2minutes) and read 2 page sample of each
book.
1.4 The system will enable the customer to add books and Videos selections to a “favorites”
list.
1.5 The system will be able to categorize the age groups.
2. Purchase
2.1The system will enable the customer to create a customer account (if desired) that will store
customer data and payment information.
2.2 The system will enable the customer to specify the Books and Videos (DVDs) choice for
download.
2.3 The system will collect and verify payment information. Once payment is verified, the book
or video selection download process will begin.
3. Promote
3.1The system will keep track of the customer’s interests on the basis of samples selected during
future visits to the Web site.
3.2 Marketing department can create promotions and specials on the Web site.
3.3 Based on customer’s previous purchases, books and video choices can be targeted to the
customer on future visits to the Web site.
3.4 On the basis of customer interests, customers can be notified of special offers on DVDs and
Books that can be purchased at the regular Spark Vision Library website or in our database.
Nonfunctional Requirements:
1. Operational
1.1The new system will be constructed to facilitate searches by title, author, actor and actress and
category in terms of newly added, most downloaded and age
1.2 The system will run on different platforms (web browser) and any gadgets.
1.3 In the event of a failure during a download, the customer will be able to restart the download.
2. Performance
2.1 Download speeds will depend to their categories e.g. Standard and Premier
2.2 Storage capacity will also depend on their categories whether you’re a premier customer you
will have unlimited queue and standard customer will have 5 items per day
2.3 The system will be available 24/7 and 365 days.
3. Security

9. 3.1Installation of Antivirus and firewall to make sure customer information is secured.
3.2 Customers payment information will be encrypted and securely stored.
3.3 Personal information will only be accessed by the direct manager and the system
administrator
4. Cultural and political
No special cultural and political requirements are expected
4.1Everyone is eligible to have access to the online library system
4.2Personal information is protected.