First legacy report (IT)

FIRST LEGACY LIBRARY
CATALOGUE SYSTEM
Changing the Traditional Catalogue
System to Computerized Catalogue
System
BY First Legacy IT Department (Fizikal 1 Group 1)

First Legacy Library
Report Outline
No. Contents Pages
1. Introduction 2-7
2. Body
1. Problem
2. Analysis
3. Design
4. Development
5. Implementation
8
9-10
11
12-17
18-19
3. Conclusion 20
1 First Legacy IT Department

INTRODUCTION
Introduction to our company
The Library was established in early 2000 and began its operation in June 2000. The
library was founded by the former CEO, Encik Mohammad Faisal Bahrin Mahmud. Encik
Faisal was a former degree student in Universiti Malaya. He then pursued his masters in
business management at the University of Oxford in United Kingdom. He had become one of
the most successful businessman in Malaysia. When he was being interviewed by the
reporters in The New Street Times about his secret in achieving such great success, he said, “
Actually, the best thing in this world that I am really good at is reading “. He also said that it
had become his dream to have his own library and he had achieved that dream when he had
finally found a small building in a village area in Kota Samarahan.
At first the library was unknown for the villagers and there were small number of
people who came to the library. But after some time, the villagers start to recognize the
library and quite a number of people had become the regular reader in the library. Since the
library is the only library in that area, it had gained quite a huge number of readers from time
to time. At the end of December 2001, the library had moved to a more strategic place in
Petra Jaya, Kuching. When the library was in Asajaya, most of the books that were being
read were story books and novels. This is because most of the villagers were uneducated and
spent most of their time working in the village. Just a few of them were pursued their studies
in universities located in town and cities. That is why the academic books are lesser that the
story books. However, since the library had been moved to the town where there are more
schools, offices and even universities, it needs a lot of academic books for the students to
refer.
The library also provides more reading materials such as magazines, newspapers,
journals and catalogues for future references. As time goes by, more and more facilities are
being added such as computers, discussion rooms, café, photocopy machines, printers. The
library also provides free WI-FI connections which enable the students and staff to find more
information. The muslims do not have to worry in finding a mosque in order to pray because
the library has provide a mosque for them.
The location of the library is said to be strategic because it is surrounded by beautiful
nature that could give some relaxation to the people who visited. The exterior facilities also

included a big lake, tennis and badminton court, small playground specifically for the
kindergarten kids, jogging tracks and picnic areas. If the people did not come to read books,
they can come to do outdoor activities at this library. The library is trying to provide a
mentally stimulating ambience for the seekers of information and knowledge but also to give
enough physical health for the people.

ORGANIZATION CHART
ICT TEAM
Chief Executive Officer (CEO)
Mr. Faisal Bahrin Mahmud
ICT Department
Project Manager
NURUL MIRZA AFIQAH BINTI TAJUDIN
Database Team
ABDUL AZIZ BIN ROSLI
NURUL MIRZA AFIQAH BINTI TAJUDIN
Data Centre Team
FINA SYAZARINA BINTI HAMLET
ATHIRAH BINTI MUSA
Editorial Team
HAFIZD ZULHASNI BIN ISMAIL SAINNY
NUR FATMADEWI BINTI DOLLAH CHEK
WAN FATHIAH NORATHIRAH BINTI WAN
NUDRI
Promoting Team
MUHAMMAD FIRDAUS BIN KHOIRUNNIZAM
MOHAMMAD ZUL AKMAL BIN JOHAN
NADIA NICOLE AK ALDRIN

TASK ALLOCATION
Team Person In Charge Task
Presentation Muhammad Firdaus Bin Khoirunnizam
Mohammad Zul Akmal Bin Johan
Nadia Nicole Ak Aldrin
 Making short introduction
 Making PowerPoint
 Managing the presentation of
team member
Data Centre Fina Syazarina Binti Hamlet
Athirah Binti Musa
 Collecting data
 Calculating the data using
Microsoft Excel
Database Abdul Aziz Bin Rosli
Nurul Mirza Afiqah Binti Tajudin
 Creating the system using
Microsoft Access
 Managing the system
Editorial Hafizd Zulhasni Bin Ismail Sainny
Nur Fatmadewi Binti Dollah Chek Wan
Fathiah Norathirah Binti Wan Nudri
 Making screenshots
 Designing

OBJECTIVES
The objectives of our team in the library are as following:
1. To manage the IT department as well as possible.
2. To provide a better future in IT for the library from time to time.
3. To increase the usage of IT among the staffs, library members and other non-registered
readers.
4. To provide technical assistance and support for the development of digital stuffs
anytime when needed.
5. To create an online digital library in the future.
6. To make a name for the IT department along with the library itself in the eyes of the
world for providing the best IT facilities and creating the best library catalogue
software ever.
7. To provide IT operation, support and backup services to other departments or sections
of the library.
8. To research for any development relating to library IT system to enhance the library
system further.
9. To make it easier for the staff to look for several recorded data at one time.
10. To reduce human-made errors in recording all the data. Errors like typo mistake
should be prevented.
11. To reduce costs that are needed to buy the catalogue cards, files and other required
stationary.
12. To reduce time taken to look for file required in the shelves.
13. To enhance and upgrade the library catalogue system.
14. To provide all the required information of an item required as detail as possible.
15. To make the process of updating the data as fast as possible.

LOGO & TAGLINE

PROBLEM STATEMENT
We realized that when we wanted to start this project there will be a lot of problems
which we will face along the way during the construction of this project. The catalogue cards
are getting outdated to keep-up with the oncoming data.
We faced some problem when using the catalogue card to record the data. Catalogue
cards are made of papers. When we need to record a lot of data, we need to use quite an
amount of catalogue cards. So this would make us to waste a lot of paper. The catalogue
cards also take up a massive amount of shelves in the library. If we use computer software for
library cataloguing system, the money we used to buy the paper could be used for other
things and there would be more free space for the shelves which could be used for other
purposes.
The usage of catalogue cards is not an efficient way to store the data. All the data that
is recorded in the catalogue cards is then stored in a file. The data could be misplaced due to
human error and the data could even be stolen. The files is kept is several shelves to keep it in
order. However it is still very difficult for the staff to look for it in a short time. The library
has to hire more librarians in order to work out with this traditional system.
As time passed by, the catalogue cards method is getting out of hand as everything
just get mixed together when we start to receive new workers. Because of this reason,
sometimes it takes time to look for one data. The company even provided a store just to keep
all the registered items in our library.
Manual systems are slow to operate. Librarians find it difficult to offer a wider range
of new services with a manual library system. Many times duplication occurs as workers find
it too hard to keep track in the bundles of registers.

ANALYSIS
BACKGROUND OF SYSTEM
Currently, we are using a system where the process of recording all the items in the
library is being recorded manually in catalogue cards. Catalogue card contain the record of
the bibliographic information discovered of an item. Since the number of item keep
increasing from time to time, the number of catalogue card needed also increased. In order to
keep the demand of catalogue cards needed, we bought catalogue cards in a large number
each time we are restocking the items.
Not only that, we also used a lot of files to keep every catalogue cards in place so that
it is easy to look for any data when needed. In our storage, there are a lot of files which have
different categories. For example, there are files that are being used just for reading materials
such as books, magazines, newspapers and journal. Besides, there are also files which are
being used specifically for other items such as computers, printers and photocopy machines.
For multimedia materials such as DVDs and CDs, they are arranged according to their genre.
All of the files are being recorded are handwritten.
Each file were kept in several shelves depends on the data in each catalogue card.
With this, the library provide orderly access by putting related items together in a sequence
starting from general to specific. In order for this function well, there are scopes in the library
catalogue. The scopes differ from each other according to the type of materials.
Based on this, we, the IT department have decided to improve the library catalogue
system from catalogue cards to Microsoft Excel System and Microsoft Access System.
Therefore, we would like to create a system where the process of recording can be
done easily. In this globalisation era, we are using ICT in our daily life. The library itself
should undergo a change a manually system to a technologically-driven system. The system
that we are going to create is a system that contains all of the required information of an item
with just a few clicks. By creating this system, information can easily be accessed and used
with ease using the provided computer and machine in the library.

ADVANTAGES AND DISADVANTAGES OF COMPUTERIZED SYSTEM
There are a lot of improvements from our old system; this system could make the
library staff job to be easier, faster and more efficient. Based on the analysis that we have
made, we discover the advantages and disadvantages of our new system. For the
disadvantage, it would be the librarians might do not know how to use the system. This is
because, most of the library staff is the people who are already used with the manual
recording system. The library staffs that we are talking about are the people who had worked
with the library for a long time. Some of them even had worked with the library since the
year it was still in Asajaya.
However, the number of advantages had overcome the number of the disadvantages
of the system. The workers do not have to use a lot of papers to record the data anymore. It
would be very tiring for them to write all the data on papers and put it in files. By using this
new system, the library staffs just have to use the computer to record all the data. Typing the
data will be much more relaxed and less tiring than writing it. The system also helps in saving
cost and time. It does not require any papers to record the data and all the data can be saved
in the computer so it also helps in saving spaces. The workers will not have to be worried
about the damage that could happen to the data. They also will not have to worry about the
data being misplace or stolen. The new system will help in making their works a lot easier.

DESIGN OF TABLE
Microsoft Excel table
1. Books Record Table
Code Title Author Publisher Genre Category Quantity Prices Total
2. Missing Books
Code Membership ID Title Price Price need to pay Date of paid
3. Locations of Books
Code Genre Category Row Shelf Location
4. Library Members
Membership No. Name Gender Address City Postcode State
5. Motivational, General, Dictionary, Reference and Biography table
Code Title Author Publisher Genre Category Quantity Prices Total
Microsoft Access Table
1. Books Detail table
Code
Title Author Publisher Genre Category Quantity Prices Total
2. Books Transaction table
Code Membership ID Date Out Date In Status of Book
3. Library Members Profile table
Membership ID Name Gender Address City Postcode State Date of Birth
4. Location of books table
Code Genre Category Row Shelf Location Row and Shelf
5. Missing books table
Code Membership ID Title Price Price need to pay Date of paid

DEVELOPMENT
Microsoft Excel System
1. Books Detail table.
2. Books Transaction Data
3. Missing Books

4. Location of books table.
5. Library Members Profile table.
6. Tables for books based on category. (Motivational, General, Dictionary, Biography,
Reference)

Microsoft Access System
1. Click the WELCOME button to enter.
2. Click on any buttons to look at the selected data.
3. This is the books detail form.

4. This is the books transaction data form.
5. This is the library members profile form.
6. Click on the TABLES button, the following form will show up.

7. The following are the tables that will show up if click on the selected buttons.

8. Click on the REPORTS button on the main menu.
9. The following reports will show up, if any of the buttons in the reports form is
clicked.

IMPLEMENTATION
Before this, our company use manual recording system. This system need files and
had to record overall data by handwriting. This system is not efficient because it is quite
difficult and takes long time. So, we decided to change our old system to the new one.
However, we need to change it step by step to ensure this new system is working well.
Firstly we will focus more to the Record Management Division Department because
they are the people that are in-charge with the books recording. After installing the new
system, we demonstrate to them the step on how to use the database system involving books
recording. Before we use the system, we need to find a book first. Then, we record all the
details of the book inside the Book Details table that we had created in the database system.
Once the book has been recorded, the data will automatically be updated in the related forms
which are the Book Details form and Book Transaction form. After that, we teach them how
to record the data in the Book Transaction table. Just like the books recording, when the table
is updated, the related forms will also be updated which in this case it would be the Book
Transaction form. We will give the Record Management team to try the new system for a
week and if it is a success, we will proceed to the next department which deals with
calculations that need them to use Microsoft Excel to do it.
In the next department is the Finance Division. To make the job easier, we will hold a
workshop where we are going to teach them on how to use the Microsoft Excel to calculate
the data involving the books in the library. In the workshop, they are required to bring their
own laptop so that they could try to use the Microsoft Excel themselves while listening to our
instructions. The calculation that they are going to do are the total price of books, the total of
books, the fine of missing books and membership’s fee. We will just teach them about the
basic calculation. If they have extra calculation in the future, they could do it themselves
since they already know the basics. For this department, we also give them a week to test the
new system and if they like it, we will proceed to the next department.
Next department is the Library Service Sector who is in-charge of the library
membership. We will install the database system focusing on how to record the membership
details. We teach the team how to use the system by choosing a member first to install the
data. Data that are being installed are name, birth of date, gender and address of the member.
All the data are then being installed in the Library Members Profile which is the new

database system that we had created for them. When all the system is being used by all the
related departments, then we could consider that our job is finish.

CONCLUSION
We hope that this new system will give a lot of benefits for the workers. This
system is simple and it would make their works to become easier. The system also saves cost
and time. All they need to do is just update all the data and then the job is done. They could
just save or store all the data in the computer and they also could open it anytime.
We really hope that the new system that we have created will bring great success to
our library. Our team had given our best and great effort to create this system so that it would
be the best system that any library could ever have. We hope that through this system, the
readers would find it to be more interesting and easier for them to locate the books. This
could make them come to our library more often.

First legacy report (IT)

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