Stanford University

Library Management system

Introduction

Stanford University is a private research university in California. The university was founded in
1885 and as of today, 83 Nobel laureates, 28 Turing Award laureates, and 8 Fields Medalists have
been affiliated with Stanford as students, alumni, faculty, or staff. For the benefits of the students
Stanford started its own library in 1885. The library at Stanford was housed in one large room
capable of accommodating 100 readers. As the university grew to enroll more than 20,000+
students in a given year the library grew as well. Today the library boasts of having more than 4
million books in it.

The paper based maintaining, organizing, and handling of countless books became a nightmare.
The university wanted a Library Management Software to automate their library’s activities.
Using the software one can find books with a click, issue/reissue books quickly, and it will
manage all the data efficiently using this system. It also provides immediate and accurate
information regarding any type of book, magazine, or research paper, thereby saving a lot of time
and efforts. In-Order to build a Library Management System, we need know what are issues with
the present System and how can the new system in place change the entire system for good and for
easy process.

Project Overview:

1) Change: Stanford University; a private research university in California. For the benefits of the
students Stanford started its own library in 1885. The library at Stanford was housed in one large
room capable of accommodating 100 readers. As the university grew to enrol more than 20,000+
students in a given year the library grew as well.

2) Need: With the continuous increasing number of students, the library also grew in size –
resulting in tedious paper based maintaining, organizing, and handling of countless books.

Problems with manual library:

• A lot of time is wasted managing the manual library.
• The number of employees needed to manage the library is high.
• Fine calculation is a tedious and time-consuming affair.
• No reports could be generated on books issued due to the manual system.
• It is difficult to manage 4 million books present in the library.
• Students could deposit the books only in the library timings.

3) Solution:

The Solution to the present manual Library system is to develop a new Online Library
Management system which will help the staff to manage it with ease and the student to have
access to it 24/7 online.
4) Stakeholder:

5. Context:
Through this New System portal/App, students can access library and can deposit/book/
reissue/pay fines/use tracking facility/Alert option (to pick/ return). This new system gives the
management a new and faster way of handling request/deadlines/ Fine Collection/Manage
inventory/ Reduce Staff/ Reduce time wastage.

6. Value:

The value that the new system will bring is;

 Reduce overheads and increase productivity of library staff

 Cost reduction
 Up-to-date records of all books, research papers, magazines, and other materials available
in the library
 Improve student engagement in the library
 It will generate dynamic reports for better decision-making

PROBLEM DEFINITION AND SOLUTION

The paper based maintaining, organizing, and handling of countless books became a
nightmare.
 A lot of time is wasted managing the manual library.
 The number of employees needed to manage the library is high.
 Fine calculation is a tedious and time-consuming affair.
 No reports could be generated on books issued due to the manual system.
 It is difficult to manage 4 million books present in the library.
 Students could deposit the books only in the library timings.
Solution:
Using the library management software one can find books with a click, issue/reissue books
quickly, and it will manage all the data efficiently using this system. It also provides
immediate and accurate information regarding any type of book, magazine, or research
paper, thereby saving a lot of time and efforts
Advantages of LMS

Advantages of Library Management System:

 Find, order, collect the book through LMS
 Use Drop box to return the book.
 Easy to track issue date and return date and fine for delay. Reminder for return
before due date
 One stop solution for book details (Name, author, cost, etc.)
 Anti-theft detection using RFID
 Generate reports like Most issued/unissued, Fines, Lost Books, old and new books.
EXISTING SYSTEM

● Manual system doesn’t have any features as proposed.

PROPOSED SYSTEM

 User friendly interface and can run on Windows & Mac OS

 No Paperwork required
 RFID tagging for each books for easy tracking
 Data will be stored on cloud
 Improved performance and can able to handle more number of students and books
 Reduce overheads and increase productivity of library staff
 Cost reduction
 Up-to-date records of all books, research papers, magazines, and other materials
available in the library
 Improve student engagement in the library
 It will generate dynamic reports for better decision-making
Flowchart for LMS
Create and provide a flow chart for the system

SCOPE using Use Case Diagram (UML)

Create a use case diagram including all the actors and processes for an end to end process of
the system
SCOPE using Context Diagram

Depict the scope using Context diagram.

DATA FLOW DIAGRAM

Create a data flow diagram.

IN SCOPE

 Availability status of Books, Magazine, Newspaper, Research papers and Journals.

 Find the books with one click
 Issue/reissue book quickly
 Avoid late return charges
 Generation of the reports
 Record the issue and return date
 Data should be stored in cloud
 RFID Tracking
 Book can be dropped at Kiosk

OUT OF SCOPE


 Mobile App
 Lending Newspaper
 Books for sale
 Access for outsiders
 Memberships
 User donation of Books
 Short summary of the Books

Wireframes:
Create sample wireframes for the system. Capture what screen will be show to the library
employees to create records for each book and at what stage in the system.
ER DIAGRAM FOR THE SOFTWARE

Create an ER Diagram for the system you have designed.

FUNCTIONAL REQUIREMENTS
1. Every reading material available shall have a RFID tag on it. The record of the same will be
stored in the database. For each reading material record information like author, book name,
publisher name, book edition, date and year of publication, cost of the book, and date of purchase
of the book.
2. When a student wants a reading material from the library, they will select the material and go
to the checkout counter. The library staff will use a RFID reader to capture the details of the book.
The student's name is tagged along with the book they borrowed
3. System will record the issue date and return date of the book.
4. System shall do an automatic calculation of fines in case of delayed return of books.
5. Library staff should be able to search for books on the LMS by search criteria like name of the
book or author.
6. Students should be able to access the library system online to know the return date. They
should be able to access it via the web or mobile interface.
7. System shall send automated emails to the students 3 days before the return date to avoid late
return of books.
8. Access to free e-journals and e-books through the software.
9. Anti-theft detection: RFID readers are placed at the exit gate of the library and the RFID reader
tracks books to a range of 2 meters and would trigger the alarm with a loud sound in case anyone
tried to pass through the gate with an unissued book.
10. Book drop box stations to be installed outside the library: Students can return books at any
time in the RFID enabled book drop box station. Student’s loan is immediately cancelled once the
student deposits the book in the drop box.
NON-FUNCTIONAL REQUIREMENTS

 This library management system is required to support a volume of more than 20,000
students
 Ensure internet accessibility is for all the users and for all the devices
 Webpage should be available on intranet as well as on internet
 System should be highly secure, scalable, and reliable

System Requirement:
 LMS can be used on any Windows and MacOS run computers
 Users will need an active internet connection.
 It will be RFID ready (NCIP 2.0 HTTP server available)
 Auto scheduled tasks like emails and database maintenance
 Data should be stored in cloud
 Highly secure, scalable, and reliable
Usability:
 The screens should be self-explanatory and very user friendly
Environments
We are going to be creating and maintaining the program in Java. We chose Java because it will
not change much over time and if we make it well, there will be very little maintenance to be done
on the code.