Chapter 1

Background of the Study

Introduction
Nowadays, technology has become widespread that even
simple

tasks

technological

are

done

with

inventions.

the

help

Through

the

of

these

powerful

innovativeness

and

knowledge possesses by men, that people enjoy the fruit of

technology. Computers are making revolutionary changes in
the way people live, play and work. The contribution of
computers in schools, offices and in a business has been
undeniably strong and effective. Computer based systems can
replace

the

cost

and

time

consuming

processes

in

particular task.
Library is fast growing firm. The ancient method of
maintaining it are no longer dynamic and efficient. For
expeditious retrieval and dissemination of information and
better

service

for the clientele,

application of modern techniques

has

become

absolutely

indispensable. A properly computerized library will help its

users

with

quick

and prompt

services.

Library automation refers to mechanization of library

housekeeping operations predominantly by computerization.
Given the advantages of utilizing information systems
in educational management, the aim of the present study is
to develop a Library System of Saint Tonis College Inc. in
order

to

better

coordinate

and

streamline

the

functions

within the organization. By using a Library System, Saint

Saint Tonis College Inc. Library Management System

Tonis College Inc. will be able to make the process of the

library a hundred
times easier which it also lessen time for both the students
and the library staff in every library transaction.
Company Background
Vision/Mission
Saint Tonis College, Inc. is committed to seek a life
of faith, learning and action that shall develop people into
becoming intellectually competent and honest, morally and
ethically sensitive, creatively aware and responsive to the
needs, aspiration of a just, free and responsible social
order.
For the realization of the vision of the Saint Tonis
College, its articles of Incorporation set forth purposes of
the institution as follows:
1. To develop the students academic excellence based
on mastery of the fundamentals.
2. To provide an environment where the school community
can find creative expression for their faith and
freedom as human beings.
3. To instill Christians principles as basis in molding
high moral conduct in the life of the youth.
4. To give students opportunities to grow and develop
the abilities and potential to the optimum so that
they
imbued

may

live,

with

the

productive
Christians

service to fellowmen;
5. To encourage their

and

meaningful

ideals

participation

lives

of

love

and

in

community

outreach activities in order to help them become

Saint Tonis College Inc. Library Management System

increasingly

aware

of

their

responsibilities

effective community life; and

6. To provide the background necessary

for

for

graduate

study and to develop appreciation for the need for

continuing education necessary for graduate study.
Organizational Structure
President

Vice President

Registrar

Deans

Faculty
Students

Statement of the Problem

Saint Tonis College Inc. Library Management System

Accounting
Office

This

study

aims

to

design

and

develop

L i b r a r y S y s t e m o f Saint Tonis College Inc. Specifically,

it seeks to answer the following question:
1. What

are

existing

the
system

Processes
of

valued

in

the

S aint Tonis College Inc.

School Library?
2. What are some problems encountered in the existing
system?
3. What features will be incorporated in the proposed
system?
Objective of the Study
The

objective

of

the

study

is

to

distinguish

the

effectiveness of Library Management System and to develop a

Library Management System of STCI.
Specifically; it intended to accomplish the following goals:
1. To know the processes valued in the existing system of
Saint Tonis College Inc.
2. To gather information about the problems met in the
traditional system.
3. To develop a Library Management System of Saint Tonis
College Inc.

Scope and Delimitation

Saint Tonis College Inc. Library Management System

Saint

Tonis

College

Inc.

manual

Library

System

involves too much paper works, unorganized files and also

high risk of r e d u n d a n c y
reason,

is

involved.

decided

improvements

by

to

providing

make
a

For

that

necessary

system

that

will

f e a t u r e records of books in the library. So that students

and the librarian could f i n d

what

for

and

can

the

the

task

of

s y s t e m ,
a c c e s s
access

easily
the

librarian

t h e

line.

The

book

will

h o w e v e r ,
b y

on

have

they

are

t h e y need .And

become

i s

looking

easy.

T h e

e q u i p p e d

t o

administrator and the system cannot

system

focus

in

circulating,

book

cataloging and Report generator.

Significance of the Study
To the Students/borrowers
It
theyre

will

be

easy

searching

in

for

them

to

know

if

the

book

the library is existing and they

will have lesser time to locate where the books located.

To the Library personnel
It will lessen their paper works when it comes to
maintaining

data

that

contains

all

the

records

in

the

library as the computer restore the details.

To the School
The
quality
through

library
data

in

management
the

systems

School

that

are

system
in

is

to

timely

completely

provide
fashion

integrated.

This will provide opportunities for operational efficiency.

Saint Tonis College Inc. Library Management System

To the Future Researchers:

This study can help other researchers to use this as a
reference.
To the Researcher:
In this study, the researcher will be able to develop
his knowledge and skills in studying, proposing and
designing a system

Definition of Terms Use

Accession number
Identifying number for a document in a database.
Saint Tonis College Inc. Library Management System

Borrow
This

transaction

is

the

lending

of

books

in

the

library.
Computer
It

refers

manipulating

or

to

an

electronic

processing

data

to

machine
produce

used
the

for

desired

information.
Computerization
It is the process of converting a manual operation into
a computerized one.

Computerized System
It can be defined as the development of the old process
for a fast and accurate procedure.
C Sharp
It

refers

to

the

programming

language

that

the

researcher used.
Data
Individual facts, statistic, or items of information.
Database
A set of data that has a regular structure and that is
organized in such a way that a computer can easily find the
desired information

Saint Tonis College Inc. Library Management System

Data Flow
This refers to the figure that illustrates the flow of
the data within the data.
Due date
It is the set time or date for the returning of books
which have been borrowed.
File
It is a collection of records that can be manipulated
by a machine.
Fines
The payment for the overdue book.
Input
As used in the study, it pertains to the information
entered into a computer for processing.
Librarian
The

one

who

is

responsible

for

maintaining,

issuing/renewal and reserving of the books. This person also

verifies the users library card before issuing, renewing,
reserving or accepting a book when returned.
Library
An institution which holds books and/or other forms of
stored

information

for

use

by

the

public

or

people.
Library Catalog

Saint Tonis College Inc. Library Management System

qualified

A register of all bibliographic items found in a

library

or

group

of

libraries,

such

as

network

of

libraries at several locations.

Over Due
When the book is not returned on time.
Output
It is the quantity produced, created or completed by
the input and after it has been processed.
Records
Data, details, documents, file, information, or reports. In
the structure
uniquely

of a

named

database, the part consisting of several

components

called

data

fields.

Several

data

records make up a data file, and several data files make up a

database.
Return
Refers

to

giving

back

the

books

which

have

been

borrowed from the library and with corresponding fines for

overdue books.
System
A coordinated body of methods or a scheme or plan of
procedure.

Saint Tonis College Inc. Library Management System

Conceptual Framework
The conceptual framework of the study was created in
order to identify the variables or factors that contributed
to

the

development

of

the

proposed

computerized

system.

Furthermore, it shows how the study was undertaken to be

able

to

achieve

the

objectives

set

and

eliminate

problems encountered in the current system.

Paradigm of the Study

Figure 1.
Saint Tonis College Inc. Library Management System

the

Conceptual Model of Study

The conceptual model of study is best illustrated on the

paradigm of the:
Input box: it deals on knowledge requirements, Users Needs,
Existing

Applications,

Development

Tools

and

Techniques,

and

Technical Literature. It deals on the perceptions towards the

existing manual system and the proposed Computerized Library
System as to accuracy, user friendliness, security and speed of
data and information.
On the process box: it deals on the process of gathering data
using questionnaires and unstructured interviews.
On the output frame: it deals on the final objective of the study
which is the development of the proposed Library System for the
Saint Tonis College Inc. Tabuk City, Kalinga.

Saint Tonis College Inc. Library Management System

Chapter 2
REVIEW OF RELATED LITERATURE
Library Management System is a system program that is
used in a library for an easy use of addition of books,
burrowers, issue dates, return dates, fine payments. It is
done through a database programmed so, it gives a good
interface to the operating user and a safe database for the
storage of data like books and bOrrowers. It is very useful
software for librarians and it requires a computer for the
operation
Related Literature
Foreign
According
requirement

to

for

Robson

users,

(2001), usability

says

Elisabeth

is

Robson,

key

Product

manager for Online Computer Library Center. The catalogue

has

become

way

to

pull

together

disparate

resources,

including commercial resources and web links. Management

systems also allow circulation, including check in/check out
and enable libraries to purchase materials and track where
they are.
According to Chad (2009), consulting is at a major
point of change in the wider information economy within
Saint Tonis College Inc. Library Management System

which library systems form part of a larger whole. He was

writing in a briefing paper about the study in library
management systems. This study examined the systems used in
higher-education libraries across the UK and came up with
some significant observations and recommendations. It noted
that the LMS market in UK higher education is already mature
and that four main vendors (Ex Libris, Innovative, Sirsi
Dynix and Talis) have almost 90 per cent of the market. This
market maturity means, according to the study authors, that
the

benefits

to

libraries

of

changing

LMS

provider

are

limited.
Library users expect to find everything together says
Stephen Abram, vice president for innovation at Sirsi Dynix,
the leading provider of software solutions and associated
services for libraries. According to her traditionally, the
library management system or integrated library system (ILS)
was

responsible

for

running

libraries

efficiently

and

effectively. Over the last few years, the role of the ILS
has been expanding from meeting library needs to delivering
user experience.

Local

Local
According to Eden (2011), views that most libraries are
forced to work with fewer staff because of the having a more
improved and modernized system for their library. According
also

to

the

study,

the

library

administration

need

to

emphasize to their staff that the organization has a vested

interest in providing them with the tools and training they
need

to

assist

the

organization

in

the

new

information

Saint Tonis College Inc. Library Management System

marketplace. These may include search engines, circulation

systems, and the online public access catalog.
According

to

Lopez

(2002),

University

of

the

Philippines Mindanao when UP in Mindanao accepted its first

batch of students in 1996, the Main Library collection was
integrated

with

the

core

collection

the

Stanfilco

of

the

School

of

Management (SOM)
Library

at

Bldg.,

Ladislawa

Avenue,

Buhangin, Davao City. The Filipiniana and General References

were housed together with the College of Arts and Sciences
(CAS)

collection

in

Room

of

the

Philippine

Coconut

Authority. In the Second Semester AY 1996-1997, the CAS

Library moved to its main campus in Bago Oshiro. Upon the
recognition of UP in Mindanao by the Board of Regents (BOR)
as a constituent unit (CU) of the UP System, the CAS was
split into two (2), namely: College of Humanities and Social
Sciences (CHSS) and the College of Science and Mathematics
(CSM). The Main Library transferred to the newly renovated
building where the main collection was set-up beside the
books of the CHSS and the CSM. In July 2002, the library
established the Library Educational Media and Information
Technology Office (LEMITO). The LEMITO handles the audiovisual

services,

internet

and

the

connectivity

of

the

library. It currently holds office at the Elias B. Lopez

Hall Dormitory. Later, the Main Library collection which
grew from 100 titles to 6,191 volumes at the end of May
2004, and was transferred to the Administration Bldg. today,
the Main Library occupies the former UP in Mindanao Cultural
Center (UPMCC) building.
Saint Tonis College Inc. Library Management System

Related Studies
Foreign
According

to

Charuasia

(2010),

connotes

the

term

library with use of automatic data processing machines to

perform routine library activities. It implies a high degree
of mechanization of various routine and repetitive tasks
&operations and processes are left to be performed by human
beings.

The

study

stresses

library

automation

as

the

application of computers and utilization of computer based

products

and

services

in

the

performance

of

different

operations and functions or in the provision of various

services

and

output

products.

In

addition

to

computer

advancement, telecommunication and audio-visual technologies

gives away to new possibilities in information processing.
According to Back & Bailey (2010), explored the design
space of mash-up techniques for the faultless inclusion of
information from Web services into websites. They considered
the cases where an Online Public Access Catalog (OPAC) is
either the target of such addition or the basis of the
information
techniques

being
in

included.

which

each

They
users

focused

on

browser

client-side

contacts

Web

services directly because this approach lends itself to the

creation of HTML widgets. The widgets allow the integration
and

customization

of

Web

services

without

requiring

programming. They also described in detail the functionality

and use of several widget libraries and Web services we
built.

Although

the

specific

requirements

for

(2010),

explored the design space of mash-up techniques for the

Saint Tonis College Inc. Library Management System

faultless inclusion of information from Web services into

websites. They considered the cases where an Online Public
Access Catalog (OPAC) is either the target of such addition
or the basis of the information being included. They focused
on

client-side

techniques

in

which

each

users

browser

contacts Web services directly because this approach lends

itself to the creation of HTML widgets. The widgets allow
the integration and customization of Web services without
requiring programming.
They also described in detail the functionality and use of
several widget libraries and Web services we built. Although
the specific requirements for 13each system differ because
of their respective nature, all systems are designed to be
deployable with minimum effort and resource requirements.
This low entry cost, combined with the provision of a highlevel,

non-programming

precondition
libraries,
increase

for

the

which

the

in

reach

interface,
broad

turn
and

constitute

adoption

has

the

visibility

of

two

vital

techniques

in

potential

to

of

electronic

their

vastly

resources in the wider community.

Local
According

to

Lou

(1986),

survey

on

the

computer

application in 223 libraries in Metro Manila. The study

revealed that they prioritize the three library functions to
be computerized as cataloging, indexing, and circulation.
However, the plans for automation for the libraries cannot
be

implemented

libraries,

and

due
the

to
lack

financial

incapability

of

from

funds

the

of

the

government.

Saint Tonis College Inc. Library Management System

Despite of this drawback, the libraries are not turning

their backs unto the automation of their libraries.
According
collection

to

Agena

usage

of

(2008)

the

made

students

study

of

the

about
Jose

the

Rizal

University in a period of three years using the quantitative

and qualitative approach. The goal of the study is to assess
the usefulness of the faculty of students to their library
and it been revealed that it is generally important for them
to go to the library for their academic needs.
Chapter 3
RESEARCH METHODOLOGY
This chapter presents the different methods used in
conducting the study. Stated in this study are the different
research designs, tools or instruments that were suited to
the study.
Project Development
The

Systems

Development

Life

Cycle

(SDLC)

is

conceptual model used in project management that describes

the stages involved in an information system development
project

from

maintenance

of

an

initial

the

completed

feasibility
application.

study

through

Various

SDLC

methodologies have been developed to guide the processes

involved including the waterfall model (the original SDLC
method),

rapid

application

development

(RAD),

joint

application development (JAD), the fountain model and the

spiral model. Mostly, several models are combined into some
Saint Tonis College Inc. Library Management System

sort

of hybrid

methodology.

Documentation

is

crucial

regardless of the type of model chosen or devised for any

application,

and

is

usually

done

in

parallel

with

the

development process. Some methods work better for specific

types of projects, but in the final analysis, the most
important factor for the success of a project may be how
closely particular plan was followed.

Figure 2
Waterfall Model
Requirement Analysis and Project Planning
In this first stage of waterfall model diagram, there
is a meeting with the client/customer, to understand the
requirements. The first stage, this is said to be the most
crucial stage, as any miscommunication and misinterpretation
Saint Tonis College Inc. Library Management System

at this stage may give rise to the software, that is been

developed.
System Design
The
phase

requirements

are

broken

that

down

are

into

gathered

logical

in

units,

the
so

previous
that

the

software becomes easy for implementation. This is the stage,

when

the

software

requirements

along

with

the

hardware

requirements for every unit are identified. Then the designs

are made accordingly. To sum it up, this is the phase, where
the

fundamental

work

for

actual

programming

and

implementation is done.
System Implementation
In this phase the actual development of the software
takes

place. This

phase

is

also

known

as

coding

and

verification phase. Based on the algorithms written in the

previous

phase,

software

program

is

written.

For

every

module, software code is written and tested, to check if the

correct output is received.
System Integration and Testing
Now all the modules are integrated, after which the
software is tested for correct output. All the bugs that are
made,

due

to

integration

are

removed.

Then

software

is

carried out again.

System Deployment and Maintenance
This makes for the final phase of the waterfall model,
where the software is deployed at the clients side, after it
has undergone thorough testing. After the deployment of the
Saint Tonis College Inc. Library Management System

software, routine maintenance work is carried out. Once the

software has been deployed, in case the customer asks for
any changes or enhancements, then the entire process is
restarted.

Figure 3
Use Case Diagram of the Proposed System
The figure above shows the Use Case Diagram of the
proposed system where in the librarian manages almost all
transaction done in the library, the borrower can only
access limited transaction in the library, he/she can only
Saint Tonis College Inc. Library Management System

make for request of book issue, search book, return book,

and view book report

Chapter 4
Presentation, Analysis and Interpretation of Results
This chapter covers the old and the proposed system
description including the analysis and the designs of the
system. This also discusses all the summaries of inputs,
outputs and controls. It also shows the proposed inputs,
outputs screen and query report screens.
Existing System

Saint Tonis College Inc. Library Management System

Figure 4
Flowchart of the Existing System
The flow of the present system of Saint Tonis College
Inc. Library starts with the Borrower, wherein, the borrower
will fill up the log book then choose what transaction to
do. When the borrower intends to borrow book, first the
borrower must find the book in the book shelves, if the book
is available, the borrower must present the book to the
librarian and fill up the borrowers form after which get the
book. When the book is not available just reserve the book
when borrowers return it.
And if the borrower wants to return a book, present the
book to the librarian, the librarian will now check the book
Saint Tonis College Inc. Library Management System

if it is overdue or not, when its overdue the borrower pay

the fines then return the book and the librarian update the
borrowers form. And if it is not overdue just return the
book and librarian updates the borrower form.

Saint Tonis College Inc. Library Management System

Figure 5
Context Diagram of the Old System
The figure above shows the flow of transaction in the
current STCI library management system. An entity such as
Borrower and Librarian were noted. The borrower will search
book in the library he/she wants to borrow. Then present it
to the librarian and fill up the borrowers form. Then the
librarian issue the book. The borrower will get the issued
book. Upon returning the book borrowed, the borrower present
the book to the librarian for checking if it is overdue or
not. The librarian now will ask for the payment of fine if
it is overdue. Then update the borrowers form. In updating
the book details the librarian do it manually which takes a
long process of time.

Input Item
Requirement
Needed

Book Details

Information
Found
Identificatio
n Card(ID)

Source
Borrower

Book
Title, Vendors
Author, ISBN,
Copies,
Publication,
Category

Purpose
In order to
enter
the
library,
borrow and
return book
To provide
information
about
the
book

Saint Tonis College Inc. Library Management System

Borrowers Card

Name
of Librarian
Borrower,
Title of the
Book, Author,
ISBN,
Book
Number

Use
to
monitor the
borrower of
the books.

Table 1
Summary of Inputs of the Existing System
The table above shows the summary of inputs of the
existing system. The first input item is the requirement
needed

which

is

the

borrowers

ID

it

use

to

enter

the

library and make transaction. The second input item is the

books

details

which

the

librarian

write

down

the

books

details and provide the information of the books. The third

inputs is the Borrowers card for the borrower to fill up,
it includes Borrowers Name, Borrowers ID Number, Title of
the Book and the Author of the Book

Output Item

Description

Destination

List of books Official

list
of Librarian
in the library
books that have been
stored
in
the
library.
Borrowed Book
The
book
that
the Borrower
borrower had already
borrowed
Returned Book
The
book
that
the Librarian
Saint Tonis College Inc. Library Management System

borrower has returned

Table 2
Summary of Output of the Existing System
The

table

above

shows

the

summary

output

of

the

existing system. The first output items is the List of Books

in the Library, the book that has been borrowed and the
returned book.

Proposed System

Saint Tonis College Inc. Library Management System

Figure 5
Flow Chart of the Proposed System
This flowchart shows the flow of the proposed system,
it starts with the splash screen followed by the Login form,
once

the

display

user
the

successfully

Main

Menu.

login

After

then

which

the
the

system
user

will

chooses

transactions namely Update Books Details, in here the user

Saint Tonis College Inc. Library Management System

can

add,

edit

and

delete

books

info;

Update

Borrowers

Details, in here the user can add, edit and delete Borrowers
info; last the issue book, the user can choose two options
he can issue book or return book. In the issue book the user
just type the ID number of the Borrower then the Book ID of
the book that the borrower choose, then update the record.
When someone returns a books, the user will type again the
ID number of the student and all the information he/she
needed will be displayed. When the book is overdue the user
collect the amount that the system will display.

Saint Tonis College Inc. Library Management System

Figure 6
Context Diagram of the Proposed System
The figure above shows the flow of the proposed system
when the borrower make request for issue of book and the
librarians book transaction. The Librarian and Borrower
entity is noted. First the librarian will login to the
system and update borrowers detail, update book details, the
borrower will make a request for a book issue where he/she
must search the book first, then after which the student
return the book. The librarian will now display the fines if
there is.

Saint Tonis College Inc. Library Management System

Figure 7
Data Flow Diagram of the Proposed System

Saint Tonis College Inc. Library Management System

The figure above shows the dataflow diagram of the

proposed system. It starts in the Login Details to the 1.0
then

sends

information

in

the

database,

after

that

the

system now will confirm the login. Next is the librarian

input the borrowers details in process 2.0 which will be
save in the database, then librarian will view or print the
reports of students. Process 3.0 will be the management of
books where in the librarian do the necessary things in the
book

details

and

get

the

output

reports.

Next

is

the

librarian get the borrowers detail and the book details in

process 4.0 which is issue book, the borrower now will
receives the book and the book status will be updated in the
database. The librarian will now get the borrower details
and book details when the book is return in process 5.0 the
status of the book will be updated. The last process is 6.0
this is when borrower pay amount of overdue book.

Saint Tonis College Inc. Library Management System

Figure 8
Entity Relationship Diagram of the Proposed System
The

figure

Relationship

above

Diagram

explains
of

the

Saint

flow

Tonis

of

the

College

Entity
Library

Management System. There are four (4) entities; the Borrower

(BID,

Name,

Gender,

Address,

BDate),

the

Library,

the

Librarian (LID, Name, Gender, Username, Password, Gender)

Saint Tonis College Inc. Library Management System

and the Books (BKID, Title, Author, ISBN, Publisher, No. of

Copies). The primary key for: the Borrower is BID, for the
Librarian is LID and for the Books id BKID. The relationship
between

the

Librarian

Librarian

can

manage

and
only

Library
one

is

library.

many
The

to

one.

One

relationship

between Library and books is one-to-many. One Library has

different

types

of

books.

And

the

relationship

between

Borrower and Books is one-to-many. One borrower can borrow 2

or more books in the library.

Input Item

Information Found

Source

Username
and
Password
Requiremen
t Needed

Librarian Id and
Name

Librarian

Borrowers ID

Borrower

Book
Details

Title, Author,
ISBN, Publisher,
Copyright Date,
Number of Copies
ID No., Name,
Address, Age,
Gender, Course

Vendor

Borrowers
Details

Borrower

Purpose
In order to
login in
the System
In order to
enter the
library and
make
transaction
s
To provide
information
about the
book
To provide
information
about the
borrower

Table 3
Summary Inputs of the Proposed System
The table above shows the summary of inputs in the
proposed system, the first inputs is the librarian username
and password in order for him/her to login in the system.
Saint Tonis College Inc. Library Management System

The second inputs will be the requirement needed which is

the ID number of borrower, it is use to make transaction in
the library. The third inputs is the Book Details, its
provide information about the book the last inputs is the
borrowers details which is use to provide information about
the borrower.
Output Item
List of Books
Borrowers List

Borrowed Book List

Reports

Description
The list of Books
stored
in
the
Database
The
list
of
borrowers
stored
in the Database
The
list
of
borrowed book in
the library
The
Generated
Report about the
transaction in the
Library

Destination
Librarian,
Borrower
Librarian

Librarian

Librarian/Admin

Table 4
Summary Outputs of the Proposed System
The table above shows the summary of outputs in the
proposed

system.

The

first

output

is

List

borrowers list; borrowed book list; and reports.

Saint Tonis College Inc. Library Management System

of

Books;

Control Item

Purposed

Add, Edit and

Delete Books
Details and
Borrowers
Details

Updates Issue
and Return
Form

Print Report

To add, edit
and delete
books
information
and borrowers
information
To update the
issue and
return forms

To print the
reports of
book list and
borrowers
list

Sub Process

To save the
information
of the Books
and
Borrowers
Details
To know if
the book is
available and
to know if
the book
return is
overdue
To produce a copy
of the report

Table 5
Summary of Controls of the Proposed System
The table above is the summary of controls of the
proposed system. The control items are add, edit and delete
the book details and borrowers details. The purposed of the
control item is to updates the information of the books and
borrower. Next control item is the update issue book and
return book form, the purpose of these control is the update
the issue and return books and the last control item is
print report the purposed of these is to print the borrowers
list and book list.

Saint Tonis College Inc. Library Management System

Saint Tonis College Inc. Library Management System