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1. JAMES KILONZO
REGISTRATION NUMBER: 19/03722
UNIT: KCA 398
LIBRARY MANAGEMENT SYSTEM FOR KANGEMA HIGH
SUPERVISED BY: MR. GRIFFIN KENGA
05/10/2022
Project proposal

2. PROBLEM STATEMENT
• Most of the learning institutions have their library activities managed manually. This has
become a big problem. Kangema high school is among the affected by this problem. For
example, the librarian has to manually order books and keep records of them. The
process of recording books manually in a library is very cumbersome. The librarian has to
record which book is issued out, whom its issued to, the time and dates. Those who want
to borrow some books have to physically visit the library, que, wait for the recording to be
done. Series of problems occur as a result of this thereby resulting to inefficient library
management. In most cases as a result of human, error there maybe loss and damages of
records.
PROPOSED SOLUTION
Kangema High Library Management System.
• This is a system that will computerize all the activities in Kinema high library. That
is, the librarian will be able to records all the books in the library, the books
borrowed and books returned using a computer, thus making the it easier. This
computerized system will ensure that no books which are lost. LMS will give
Kinema an added advantage where the librarian can add a video/tutorials which
will benefit the students.
05/10/2022
Project proposal

3. PROJECT OBJECTIVES
General objective
The overall objective is to have a library management system that can handle and
manage all the activities in a library with efficiency and in a reliable manner and also
keep record about all the books available in the library using a computer, that is, it
simplifies the tasks and reduces the paper work.
Specific objectives
1. To have a system that can replace the manual library, that is eliminate paper work.
2. To have a system where the users can search for books and information about the
books e.g. authors.
3. To design a Library Management system that meet user requirements.
4. To implement and test a Computerized Library Management System.
Develop security logins, that is, the administrator logins, Librarian logins and user logins
should be separate.
05/10/2022
Project proposal

4. SIGNIFICANCE OF THE PROJECT
 The purpose of this project is to offers assistance to the librarians to keep track and
maintain all the resources such books magazines and computers properly.
 Library management system will make it easier for the librarians to keep a record of
the details of the borrowers, the books borrowed and the return time.
 It will also enable the librarian and the users to save time on daunting the tasks and
enhances efficiency.
 It will be easier to find books, issue books quickly, track returned books easily and
manage all the data efficiently using the system and providing access to the
catalogue-Via an Online Public Access Catalogue (OPAC). This System will provide
accurate data regarding any book thus a lot of time will be saved.
05/10/2022
Project proposal

5. PROJECT SCOPE
This research was carried out in Kinema high library to identify the requirements of a
library management system. Librarian, students and books were used as data sources.
The overall scope of this assignment is to have a library management system that will
manage all the fundamental functions of a library. It is used by librarian to manage the
library using a computerized system where he/she can add new books, videos and Page
sources. Library Management System will help in utilizing resources in an efficient
manner.
LITERATURE REVIEW
 A library is the brain of any learning institution as its important in providing
information and acting as a reference to the students and also to the researchers.
According to Stephen, Maeve and Philips (2007), in a traditional sense, a library is
a large collection of books such as research proposals, dictionaries, encyclopedia
and other sources of information. It can refer to the place in which the collection
is housed. In the present library can refer to collections of print, audio which are
stored differently on electronic resources. These materials can be stored in public
libraries, private libraries or in computers or even accessible over the internet.
05/10/2022
Project proposal

6.  According to Robertson (2007) libraries often provide a place of silence for
studying, and they also in the library people can have group study or
collaboration. In the present libraries are places where one can get access to any
information in many formats and from many sources without being restricted.
Also, the modern libraries are providing information access through digital for e.g.
over the internet.
 Libraries have an important role to play in facilitating access to information for
learning, education and training. It is a known fact that a well-managed library is a
successful library.
 A research conducted by Niels (2006) found that students do not bypass the physical
libraries and it is also evident that the use of physical libraries and digital resources
complement each other. The place of google in the students’ information is
prominent and positively correlated to use of traditional library resources.
05/10/2022
Project proposal

7.  According to Robertson, (2004) Library Management System (LMS) is a software that
is developed to handle basic functions of a library and provides a complete solution
for the administration of a library’s technical, economic and social functions and
services to the users. These functions range from tracking the assets held by the
library, managing books and user records through supporting the daily work over.
DISADVANTAGES OF MANUAL LIBRARY MANAGEMENT SYSTEM
According to John J. Burke (2007) manual library management systems,
operating systems are vulnerable to human error. For instance, a librarian
who misplaces the borrower’s record or records a book incorrectly slows
down the process and also wastes the student’s time. The manual systems
are also very slow to operate and the processes are very tedious. When the
institution has many students the process of recording books issued and
books returned be complex and difficult to execute.
05/10/2022
Project proposal

8. RESEARCH METHODOLOGY
This research was carried out at kangema high school in Murang’a county. In order to
determine whether or not digital library management system is feasible, feasibility
study will be carried out to investigate the goals and implications of the project. Here
questionnaires and interviews will be used to gather data. The questionnaire will
best suit this research because the respondents will have enough time to give
reasonable answers as compared to interviews and they will also have a chance to
write the requirements without influence or fear of anything.
SYSTEM DEVELOPMENT LIFE CYCLE (SDLC)
System development life cycle is a process followed for a software project. It consists of
a detailed plan describing how to develop, maintain, replace and enhance a specific
software.
System Development Life Cycle (SDLC) is a splitting of software development work into
distinct phases with the intent of better planning and management. The life cycle
defines a methodology for improving the quality of software and overall development
process. To implement the library management system project effectives, waterfall
methodology was used.
05/10/2022
Project proposal

9. AGILE METHODOLOGY
Agile methodology is a way to manage a project by breaking it into several phases. It also
means a software approaches that employ continual planning, team collaboration,
improvement and early delivery.
Advantages of Agile Methodology
People and interactions are emphasized rather than process and tools.
The teams are more flexible and they implement changes more quickly.
There is regular adaptation to unexpected changing circumstances.
There is Customer satisfaction by continuous delivery of useful software.
05/10/2022
Project proposal

10. SYSTEM REQUIREMENTS
The requirement specifications for the Library Management System(LMS) focused on the
school wanted the system to look like and the functions it would perform. During the
feasibility study, a research was carried out to establish the fundamental requirements
for the design of a Digitized Library Management System.
FUNCTIONAL REQUIREMENTS
Administrator menu
In this module the following functionality takes place: -
 The admin should be able to insert, change and delete books and any other reading material.
 The system can accept or reject a new user according to the library guidelines and policies.
 The system should avail any information on books borrowed and the members who borrowed them.
 Clear out the returned books by the members.
Project proposal

11. User Login
This is the feature used by the user to login into the system, for example, the librarian,
the student and other users. The users are required to register themselves except the
admin. The username and the password provided is validated against the existing
database. If the details provided match than the user is given access and vice versa.
Librarians will have administrative privileges in the system.The system will decide what
resources can each user access, based on user level of authentication.
All the users are provided with log out functionality thus the can log out any time the
feel they have achieved their goals.
HARDWARE REQUIREMENTS
Processor: Intel Core i7 CPU 2.60 GHz is used as is faster hence stable and reliable.
RAM: 8 GB is used as it will provide fast reading and writing capabilities and will in turn
support in processing.
Monitor: 15” Color Monitor
Project proposal

12. BUDGET AND RESOURCES
Risks And Mitigations
SN ITEM COST AVAILABILITY QUANTITY ESTIMATED
COST(KS.)
ACTUAL
COST(KS.)
1 Processor (Intel Core i5 CPU @180Ghz) Available
2 Windows 10 Pro x64 Available
3 Flash disk (32 GB) 1000 1 1200 1000
4 Travelling 3000 2 trips 5000 6000
5 Internet 2000 3 mnths 4000 6000
6 pen 1 1 20 30
7 Notebook 100 1 50 100
TOTAL 13130
SN
Risk Effect mitigation
1
Virus attack System crash Back up
2
Power outage Slows down the project UPS power backup
3
Computer theft Loss of data/system Security checks

13. REFERENCES
1. Susan J. Barnes: Becoming a digital library
2. John J. Burke: Manual Library Management Systems
3. James Robertson. (2004) Step Two Design Management Information System.
4. https: www.researcgate.net(accessed on 30th Sep, 2022)
5. https: www.academia.edu/Library_Management _System (accessed on 4th Oct, 2022)
Project proposal