Department of Business Administration and Information System

Proposal on Library Management System for Addis Ababa University

School of Commerce

Done By:
1. Abel Akalu UGR/7577/13
2. Afomiya Biruk UGR/9278/13
3. Anil Mohammed UGR/8199/13
4. Arsema Teka UGR/7885/13
5. Eman Abdulmenan UGR/7500/13

Submitted to: Meshesha L. (PHD)

February 15, 2024
 Table of Contents
1. Background of the Study ....................................................................................................... 2
2. Motivation and Statement of the Problem ............................................................................. 3
3. Objectives of the study........................................................................................................... 4
4. Methodology .......................................................................................................................... 4
5. Scope ...................................................................................................................................... 6
6. Significance of the Project ..................................................................................................... 6
7. Team Composition and Roles ................................................................................................ 7
8. Tools to be used ..................................................................................................................... 8
9. Budget Line and Time Schedule .......................................................................................... 10
References ................................................................................................................................ 12

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1. Background of the Study

Located in the energetic capital of Ethiopia, the Addis Ababa University School of Commerce
is a renowned academic institution committed to promoting excellence in business education
and research. The university library, an essential centre of study and knowledge, is housed on
its grounds. The library serves as a vital resource for researchers, teachers, and students and is
essential to the institution's academic endeavours.

Global library trends have changed dramatically over time, driven by changes in user
expectations and information technology breakthroughs. Sophisticated digital library
management systems have replaced manual traditional procedures, completely changing how
material is accessed, arranged, and shared. In this context, the Library Management System
(LMS) at Addis Ababa University School of Commerce stands as a crucial component of its
academic infrastructure.

One cannot emphasize how crucial it is to have a successful and efficient library management
system. Enhanced user experience through smooth resource access is another benefit of a well-
designed learning management system (LMS), in addition to streamlining administrative
operations. Also, it acts as a knowledge repository by maintaining and providing access to a
vast range of academic resources that are crucial for research, teaching, and learning.

Modern library management systems have many clear advantages, yet there are still issues with
usage and implementation. The best operation of an LMS might be hampered by problems like
obsolete technology, insufficient funding, and obstacles to user accessibility. It is crucial to
evaluate the efficiency of the Addis Ababa University School of Commerce's current library
management system in light of these difficulties.

The need for this assessment arises from the goal of keeping the university library a flexible
and dynamic organization that can adapt to the changing needs of the academic community.
This study aims to enhance library services at the institution by assessing the existing condition
of the LMS, identifying strengths and weaknesses, and making recommendations for
improvement. Considering the aforementioned, the goal of this study is to present a thorough
examination of Addis Ababa University School of Commerce's Library Management System.
This proposal lays the groundwork for a methodical research into the nuances of academic
library management by reviewing the study's background and context, explaining why it is
necessary, and defining the goals to be pursued.

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2. Motivation and Statement of the Problem

The reason for carrying out this investigation is the realization of how important the library
management system (LMS) is to Addis Ababa University School of Commerce's academic
operations and information access. Notwithstanding the LMS's importance, there are hints that
certain of its features might not be fully adapted to satisfy changing user and institutional needs.
Therefore, in order to pinpoint areas that require improvement, it is imperative that the
effectiveness and efficiency of the current LMS be evaluated.

The study's main focus is on improving the usability and user-friendliness of the current library
administration software. Because it directly affects how easily users may access and use library
resources, user experience is a critical factor in evaluating the efficacy of an LMS. Problems
like difficult navigation, out-of-date interfaces, and restricted functionality can make it more
difficult for researchers, teachers, and students to interact with the library's resources and
services. Through the assessment of these usability problems, the research aims to pinpoint
possible obstacles to user involvement and suggest remedies to improve the user experience in
its whole.

The sufficiency of resources within the library system is another important issue that needs to
be addressed. In addition to a strong technical foundation, an LMS needs enough material and
human resources to sustain its operations. Insufficiencies concerning staffing, budgetary
allocation, and collection development can hinder the LMS's capacity to work optimally and
satisfy the various information needs of its users. The goal of the study is to evaluate resource
availability in order to find any gaps or flaws that might be preventing the LMS from being as
effective as it could be and to suggest ways to optimize resources.

The study additionally aims to pinpoint any shortcomings or inadequacies in the Addis Ababa
University School of Commerce's current library management procedures. Many tasks fall
under the broad category of library management, including as user services, circulation,
acquisitions, and cataloguing. Delays, mistakes, and irregularities brought on by inefficiencies
in these procedures may undermine the general calibre of library services. The study's goal is
to discover opportunities for simplification and improvement so that library operations can
become more effective and efficient overall. It will do this by performing a thorough
examination of library management practices.

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In General, the motivation behind this study lies in the desire to address specific problems
related to the usability, resource availability, and management practices of the library
management system at Addis Ababa University School of Commerce. By identifying and
addressing these problems, the study aims to contribute to the enhancement of library services
and the overall academic experience for students, faculty, and researchers.

3. Objectives of the study

General Objective:

• To assess the Library Management System at Addis Ababa University School of

Commerce.

Specific Objectives:

• To evaluate the usability and user-friendliness of the current library management

software.
• To assess the adequacy of resources available within the library system.
• To identify any gaps or inefficiencies in the current library management practices.
• To propose recommendations for enhancing the effectiveness of the library
management system.

4. Methodology

The evaluation and improvement project of the Library Management System (LMS) at Addis
Ababa University School of Commerce will adopt an Agile software development
methodology. Agile methodologies emphasize iterative development, collaboration, flexibility,
and customer feedback to deliver high-quality software solutions efficiently. The Agile
approach will be structured around the following key principles and practices:

1. Scrum Framework: The project will be organized according to the Scrum framework,
which separates it into brief, time-limited iterations known as sprints. The goal of each two- to
four-week sprint is to deliver a potentially shippable product increment. Regular ceremonies
including Sprint Planning, Daily Stand-ups, Sprint Review, and Sprint Retrospective are part
of the Scrum framework, which helps with tracking progress and facilitating communication.

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2. Iterative Development: To continuously hone and enhance the LMS, the project will make
use of iterative development cycles. The development of features and functionality will be done
gradually to allow for regular feedback and adjustments in response to changing requirements
and input from stakeholders. Throughout the development phase, this iterative method makes
sure that the project may continue to adjust to changing demands and objectives.

3. Cross-functional Teams: The project team will be comprised of persons with a variety of
skills and expertise, including quality assurance analysts, database administrators, research
assistants, and developers, arranged into cross-functional teams. Effective task execution and
prompt issue resolution are made possible by cross-functional teams, which foster cooperation,
information exchange, and group ownership of project deliverables.

4. Product Backlog Management: The project will keep an ordered collection of features,
improvements, and user stories called the Product Backlog. Based on input from stakeholders,
new requirements, and shifting priorities, the Product Backlog will be updated and improved
over time. The team will choose things from the Product Backlog to include in the next sprint
during Sprint Planning sessions, taking into account factors like feasibility and priority.

5. Incremental Delivery: The project will concentrate on implementing high-priority user

stories and features in order to bring value to stakeholders with each sprint. By enabling early
feedback from stakeholders on functionality delivered, incremental delivery helps to ensure
that the project stays in line with their expectations while also enabling quick course
adjustments.

6. Continuous Integration and Testing: To guarantee the software product's stability,

dependability, and quality, the project will implement these techniques. In order to verify the
LMS's performance and functioning and to facilitate the early identification and repair of
errors, automated testing suites will be created. Software increments will be built, tested, and
deployed more quickly thanks to continuous integration pipelines, which will automate these
tasks and save manual labor.

7. Adaptive Planning and Flexibility: Agile methodologies embrace change and uncertainty,
recognizing that requirements and priorities may evolve over time. The project will prioritize
adaptability and flexibility, allowing for adjustments to be made to project plans, timelines,
and deliverables based on emerging needs and feedback. Adaptive planning practices such as
backlog refinement, sprint reviews, and retrospectives will enable the project team to
continuously improve and optimize their processes.

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5. Scope

This study project's focus includes the Addis Ababa University School of Commerce's Library
Management System (LMS) evaluation. The scope specifies the precise LMS features that will
be investigated as well as the parameters that the investigation will work inside. To guarantee
that the research stays focused and attainable within the limitations of time, money, and
objectives, it is crucial to precisely define the scope.

✓ Geographic Range: The Addis Ababa University School of Commerce Library

Management System, situated in Addis Ababa, Ethiopia, will be the sole subject of the
study. To enable a thorough examination of the LMS within its particular environment,
the evaluation will be restricted to this particular academic institution.
✓ Functional Scope: This study will evaluate every facet of the LMS, including but not
restricted to its user interface, software capabilities, resource accessibility, and
operational procedures. The assessment will encompass both the technical and
operational facets of the LMS to offer a comprehensive comprehension of its efficacy
and efficiency.
✓ Temporal Scope: The Addis Ababa University School of Commerce's LMS will be the
subject of the evaluation as it stands right now. While historical data may be cited for
background, the main emphasis will be on evaluating how the system is now operating.
✓ Modular Scope: The evaluation will encompass a number of the LMS's functional
modules, such as user services, electronic resource management, acquisitions,
cataloguing, and circulation. We'll look over each module to find its advantages,
disadvantages, and areas for development.
✓ Limitations: It's critical to recognize the study's limits, which include those pertaining
to time, money, and data access. In order to verify that the results are legitimate and
trustworthy within the given parameters, the research team will work to mitigate these
constraints.

6. Significance of the Project

The significance of this research project lies in its potential to contribute to the enhancement
of library services and academic resources at Addis Ababa University School of Commerce.
By evaluating and improving the Library Management System (LMS), the project aims to
address several key areas of significance:

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 ✓ Academic Excellence: Encouraging students, instructors, and researchers in their
academic activities requires a functional LMS.
✓ Knowledge Accessibility: Books, journals, databases, and other electronic resources
are only a few of the many scholarly works that can be accessed through the LMS.
Enhancing the LMS's accessibility and functionality will make it easier to access
information and knowledge, which will promote a culture of inquiry and learning.
✓ Research Productivity: Access to pertinent literature, data, and resources is made
possible by efficient library services, which are essential to the research process. The
project will encourage greater research productivity and creativity among teachers and
students by improving the LMS.
✓ Student Success: All students must have access to excellent library materials and
services in order to succeed academically. Learning outcomes will be improved as a
result of the project's improved LMS, which will enable students to access the data they
require for assignments, research projects, and coursework.
✓ Efficiency in Operations: Optimizing system functionality and streamlining library
procedures will boost the library's operational effectiveness. The initiative will allow
library personnel to devote more time and attention to provide value-added services to
users by automating repetitive operations, decreasing manual errors, and optimizing
resource allocation.
✓ Continuous Improvement: The project will not only address current challenges but also
lay the foundation for ongoing improvement and innovation in library services. By
conducting a comprehensive assessment of the LMS and implementing
recommendations for improvement, the project will establish a framework for
continuous monitoring, evaluation, and enhancement of library operations.

7. Team Composition and Roles

A committed team of five people will be assembled for the assessment and enhancement
project of the Addis Ababa University School of Commerce Library Management System
(LMS). Each member will have particular tasks and responsibilities that are customized to their
area of expertise.

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1. Team Leader (Arsema Teka): Offers guidance and leadership for the project, making sure
that it complies with goals and expectations from stakeholders. Oversees the management of
team resources, plans team activities, and acts as the main point of contact for stakeholders.

2. System Developer (Anil Mohammed): Creates and applies software to improve the LMS's
functionality. Works in tandem with stakeholders to collect requirements, rank feature
improvements, and guarantee high-calibre outputs via optimization and testing.

3. Administrator of Data and Information (Abel Akalu): Oversees the database

infrastructure that supports the Learning Management System (LMS), guaranteeing data
security, availability, and integrity. Creates and executes policies and processes for data
management to facilitate effective operations.

4. Research Assistant (Afomiya Biruk): In order to support the assessment and improvement
process, a research assistant helps with data analysis and research tasks. Verifies research
results and aids in the creation of project deliverables, including presentations and reports.

5. Personnel monitoring and Control (Eman Abdulmenan): Keeps an eye on the status of
the project, spots problems and hazards, and puts appropriate mitigation plans in place. Carries
out routine reviews and assessments to maximize project performance, monitoring project
milestones and resource utilization.

Collaboration and Communication:

Effective collaboration and communication among team members will be facilitated through
regular meetings, status updates, and documentation reviews. Collaborative tools such as
Telegram Groups and Zoom meetings will be utilized to streamline communication and
coordination, enabling seamless collaboration throughout the project lifecycle.

8. Tools to be used

Using a variety of tools for system development, documentation and management is necessary
for the Addis Ababa University School of Commerce's Library Management System (LMS)
review and improvement to be successful. Throughout the course of a project, collaboration,
efficiency, and efficacy depend on the tools that are chosen. We'll be using the following
instruments:

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▪ PHP: The patient management system will be mostly developed using PHP, a well-
liked server-side scripting language. Because of its large library and framework
selection, it is an excellent choice for developing dynamic web applications. PHP offers
strong capabilities for data processing, database connectivity, and user interaction,
making it possible to create a system that is both effective and functional.
▪ MySQL Database: The MySQL database management system will be used by the
system to manage the organized storing of patient data. Performance, scalability, and
dependability are all provided by the open-source relational database MySQL. Its
effective data management features guarantee the safe and optimal storage and retrieval
of patient data.
▪ The front-end elements and user interfaces of the patient management system will be
created utilizing a blend of HTML, CSS, and JavaScript. JavaScript offers interaction
and dynamic functionality to improve the user experience, while HTML supplies the
structure and semantics of the web pages. CSS allows for visual styling and layout.
▪ Microsoft Word: Microsoft Word is a widely used word processing application that
provides robust features for creating, editing, and formatting documents. It will be
utilized for the creation of project documentation, including research proposals, reports,
and technical documentation related to the LMS evaluation and improvement efforts.
▪ Microsoft Excel: Microsoft Excel is a powerful spreadsheet application that provides
tools for data analysis, visualization, and project planning. It will be used for creating
project schedules, budgets, and resource allocation plans, as well as for tracking project
progress and generating reports.

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9. Budget Line and Time Schedule

Budget Line

Budget Category Expenses

Software Tools

PHP Free

MySQL Workbench Free

HTML/CSS/JavaScript Free

Microsoft Word Free

Total Software Tools Expenses FREE

Data Collection Expenses

Printing, Paper and Distribution of Surveys 500 ETB

Miscellaneous Expenses

Travel Expenses 500 ETB

Contingency Fund 1000 ETB

Total Project Budget 2000 ETB

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Time Schedule

S. No Activities
Febryuary March April May 10, Starting
20,2024 20,2024 15,2024 2018 May , 2024
1 Proposal
-----

2 Analysis -------

3 Design -----

4 Implementatio
-------
n and Testing
5 Final Delivery
-------

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References

Chowdhury, G. G., & Chowdhury, S. (2010). Introduction to digital libraries. Facet Publishing.

Thompson, K. L., & Wang, L. (2019). Assessing the usability of library discovery tools: A case
study at the University of Western Ontario. Library Hi Tech, 37(3), 482-499.

Creswell, J. W., (2017). Research design: Qualitative, quantitative, and mixed methods
approaches. Sage publications.

Bryman, A. (2016). Social research methods. Oxford University Press.

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