2020

LIBRARY MANAGEMENT
SYSTEM

LMS SOLUTION FOR STAFORD UNIVERSITY

ADHI.GSITS@GMAIL.COM

AD TECHNOLOGIES PVT LTD. | PUNE, INDIA

 Stanford Library

STAKEHOLDERS

ACTOR What he can do on the Software Created

Student • Students should be able to access the library system online to know
the return date.
• Students should be able to access LMS via the web or mobile
interf ace
• Students should be able to access f ree e-journals and e-books
through the sof tware.
• Students can return books at any time in the RFID enabled book drop
box station.
• Students shall receive automated emails f rom LMS 3 days bef ore the
return date to avoid late return of books.
Library Staff • The library staf f should be able to maintain and assign RFID tags to
each of the material which captures reading material record
inf ormation like
o author,
o book name,
o publisher name,
o book edition,
o date and year of publication,
o cost of the book, and
o date of purchase of the book.
• The library staf f should be able to use a RFID reader to capture the
details of the book using the RFID tag available on it. The student's
name is tagged along with the book they borrowed.
• Staf f should be able to keep records of different categories of material
available in the library like books, magazines, research papers,
journals, and newspapers.
• Library staf f should be able to search f or books on the LMS by search
criteria like name of the book or author.
• Staf f should be able to view the books classified subject wise in the
sof tware.
• Library Staf f should get an automatic calculation by LMS of f ines in
case of delayed return of books.
Management • Act as the Sponsor of the project by providing the necessary funding
and approval for the solution development
• Use the LMS to take decisions on the availability of the important
books. Books which are in high demand can be made available in
greater volume and vice versa.
• Manpower reduction: Existing manpower can be reduced if the
results of automating the library activities are positive
Implementation • Provide the solution design and implementation consultation
SME • Build the solution in JAVA
• Perform Quality check in the solution delivered by performing Unit
Testing, System Integration Testing
• Cutover activities and Post Implementation/Go-live Support under
warranty.
 Testers • Perf orm the actual verif ication and validation of the solution under
User Acceptance Testing.
• Can be f rom both the communities - Students and Library Staf f

PROBLEM DEFINITION AND SOLUTION

Problem Definition: The current manual library management is not an efficient way of managing
the activities of Library and books for a university of 20,000+ students.
There are multiple issues faced by the current library staff:
A. The number of employees needed to manage the library is high leading to unnecessary
manpower allocation and high cost of maintenance.
B. Late book return fine calculation is a tedious and time-consuming affair.
C. No reports could be generated on books issued due to the manual system. Hence, current
status of library (no. of books issued v/s available in library) at any given point of time is
not known instantly.
D. Given the huge volume of 4 million books, it is difficult to manage the same in the library.
E. In the current manual system, students could deposit the books only in the library
timings. Hence, there is no flexibility of returning the book.

Advantages of LMS

Advantages of Library Management System:

A. Reduce overheads and increase productivity of library staff by automating activities.

B. Cost reduction by automating books management activities
C. Up-to-date records of all books, research papers, magazines, and other materials available
in the library
D. Improve student engagement in the library by enabling access to LMS via mobile and
laptops. Also, automating reminder emails and fine calculation.
E. It will generate dynamic reports for better decision-making for management.

EXISTING SYSTEM

Existing process of Library Management is largely a manual process. With following activities
being performed manually:
1. Management of the existing books, magazine and journals by the Library Staff
2. Searching the books, journals and magazines
3. Books issue by Student
4. Books return by Student
5. Fine Calculation by Library Staff
6. Report Preparation by Library staff for Management reporting
7. Review of the manually prepared report by Management team which is only periodic and
not available on-demand basis
PROPOSED SYSTEM

What is the proposed solution or system? Mention in points how the system itself will be for the
user. (Sample points given, you can add more to it)

As part of the solution, a Library Management System should be in place which would enable
following:

• User friendly interface

• Better Management:
o LMS should keep records of different categories of material available in the library
like books, magazines, research papers, journals, and newspapers.
o LMS should classify all the books subject wise in the software.
o Each category like books, magazines, research papers, journals, and newspapers
will have different issuing periods.
o Library staff should be able to search for books on the LMS by search criteria like
name of the book or author.
• Better Tracking:
o Every reading material available shall have a RFID tag on it.
o 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.
o For any issue/return of books, LMS should use a RFID reader to capture the details
of the books. Student’s name should be tagged along the book borrowed.
o 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
• Automated Fine Calculation:
o LMS should record the issue date and return date of the book.
o LMS should do an automatic calculation of fines in case of delayed return of books.
• Student Engagement Features:
o 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.
o LMS shall send automated emails to the students 3 days before the return date to
avoid late return of books.
o Students should have access to free e-journals and e-books through the software.
o 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.
o Students should be able to automatically re-issue the book using the system.

• Better Management Reporting: LMS should offer better reporting by the way of
providing automated reports covering following:
o Which books are most rented?
o Records of issued and unissued materials in the library (management will decide
whether to stock them or not)
o Amount of fine collected in a day, week, and month.
o Number of lost books
o Report on total number of books, journals, etc.
o Age of books, that is, which books are more than 20 years old. College would like
to keep updated versions of the books.
Flowchart for LMS
SCOPE using Use Case Diagram (UML)
SCOPE using Context Diagram
DATA FLOW DIAGRAM: Library Management System
IN SCOPE

● Managing and Categorizing books and journals in the system

● Issue the books in the system
● Fine Calculation in the system
● RFID based Tracking of books via the LMS
● Access to LMS for Library Staff via mobile and Web.
● Access to free journals for student via mobile and web
● Better Management Report covering aspects such as – Total fine collected, Count of books available, ageing of each of the books, most and least rented
books, lost or damaged books, availability of number of books at any given point of time.

OUT OF SCOPE

● Issue the book online

● Re-issue the book online
● Pay the fine online
● Return the book via mail/postal service
Wireframes:
‘Add New Book’ Page
‘Calculate Fine’ Page
ER DIAGRAM FOR THE SOFTWARE

Create an ER Diagram for the system you have designed.

FUNCTIONAL REQUIREMENTS

• Book Maintenance Requirements:

➢ LMS should keep records of different categories of material available in the library
like books, magazines, research papers, journals, and newspapers. Each of the
category should have an option to set the valid issuing period separately.
➢ LMS should classify all the books subject wise in the software
➢ LMS should have a search to search for books on the LMS by search criteria:
o name of the book and/or
o Name of the author and/or
o Name of the Publications and/or
o RFID Number
➢ Every reading material available shall have a RFID tag on it which should be
recorded in LMS database against that Item.
➢ For each reading material record, LMS should have an option to maintain
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.
➢ For any issue/return of books, LMS should use a RFID reader to capture the details
of the books. Student’s name should be tagged along the book borrowed.
➢ 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. LMS should report such cases.
• Automated Fine Calculation:
➢ LMS should record the issue date and return date of the book.
➢ LMS should do an automatic calculation of fines in case of delayed return of books.
• Student Engagement Features:
o LMS should be hosted on the web/intranet for the students to be able to access
same online to know the return date.
o They should be able to access it via the web or mobile interface.
o LMS shall send automated emails to the students 3 days before the return date to
avoid late return of books.
o LMS should provide free access to Students for free e-journals and e-books
through their login accounts.
o Students can return books at any time in the RFID enabled book drop box station.
LMS should immediately cancel Student’s loan once the student deposits the book
in the drop box. Fine Calculation (if any) should be done at the same time.
o Students should be able to automatically re-issue the book using the system.

• Better Management Reporting: LMS should offer better reporting by the way of
providing automated reports covering following:
o Which books are most rented?
o Records of issued and unissued materials in the library (management will decide
whether to stock them or not)
o Amount of fine collected in a day, week, and month.
o Number of lost books
o Report on total number of books, journals, etc.
o Age of books, that is, which books are more than 20 years old. College would like
to keep updated versions of the books.
NON-FUNCTIONAL REQUIREMENTS
Write all the non-functional requirements for the system.
System Requirement:

• LMS can be used on any Windows and MacOS run computers

• LMS should only work on active internet connection for user to access it.
• LMS should be RFID ready (NCIP 2.0 HTTP server available)
• LMS should have auto scheduled tasks like emails and database maintenance
• LMS Data should be stored in cloud
• LMS should be Highly secure, scalable, and reliable

Usability:

• The screens should be self-explanatory and very user friendly.

• A help or FAQ option should be available
Environments

• LMS will be built and maintained in JAVA for ease of maintenance.