Proposal For Developing A Library Management System For UK Library

Planning

The planning is done for the prosed library management system. The system will be developed using a PHP and MySQL technology. The system will be collecting data from the member and store in the MySQL database. The database will store the information of the books. The user can see the reports such as member report, book report and many more.

The main purpose of implementing a new system within UK library is making the processes more efficient and effective. The system will be able to transform many manual processes into automated processes. UK Library wants a technology that can monitor the borrowing and return process. Moreover, the system will be calculating fines on overdue automatically.

A system is comprised of various technologies like database, website, internal system, interfaces and many more. The proposed system will collect data from the users and staff of UK Library and store those data into the database. The system will be retrieving data from the database as per user requirement and data processing needs. The website will be developed using PHP and MySQL database.

The members of UK Library will be searching their favorite books on the website. UK Library needs a stable and reliable technology that can ensure accurate processing of organizational data. The library needs the staffs to concentrate on their main responsibilities instead of doing inadequate works. The staff waste their time in processing the member request. The communication among the library and members are needed to be enhanced. The system is able to provide solution to all these concerns. As mentioned above, the system will automate the back processes thus allowing the staff to concentrate on their main work. Data integrity and accuracy is a crucial need of business. The business requires a system that can produce reports with accurate data. Decision making is an integral part of business growth. Reports with accurate data is required to make the decision making process more precise.

Storing data manually often results into inaccurate data storing. The system will check data integrity and accuracy before storing it into the database. As a result, the reports will be more accurate and more effective decisions will be made. The member will receive information of arrival of new books or desired books. The members will become more loyal as the system will use better communication process. The internal process of UK Library will enhance significantly. Each and every processes that are executed within the library will be monitored. The organization can track process of buying books from the wholesaler.

Purpose

The stakeholders of the system are as following.

Name	Objective
Members	· Get the information on books available in library · Search their favorite books · Borrow a book from the library · Make payments for membership or pay fines on overdue · Select the books as ‘wish to read’ · Get notification when books selected as ‘wish to read’ are available
Staff	· Lend books · Record the member and book details at the time of lending · View overdue details · Update borrow details when a member returns book(s)
Management	· See reports of borrowed books · See report of books · See reports of members

Risks are an inevitable part of project. In order to manage risks, the project manager makes a risk management plan. The risks of this project are improper scheduling, lack of technology, unskilled project team members, wrong resource allocation and many more. The project manager will allocate enough time in creating the project schedule so that major issues can be prevented. Lack of skills and knowledge among the team members will result in project delay (Kerzner and Kerzner, 2017). The team members will not be able to carry out their roles and responsibilities if they do not have proper knowledge. The project manager will identify all the roles and responsibilities individual project staff requires. The selection process will be done through various levels of interviews. The project manager will arrange meeting with all the team members to identify how much resource is required for different tasks.

The resources of the project are as following.

1. Staff
2. Tools

• Supplies

1. Software
2. Database
3. Hardware and Software

• Reporting

The process of setting up the project control are as following.

1. Determination of project scope. Communicating with the project team members to make them understand every aspect.
2. Creating team structure and assign tasks to the team members. The project manager will determine who is best suited for a specific task (Schwalbe 2015)

• The project manager will be determining which risk can be taken. The manager will prevent the risks from occurring that can damage the project.

The project sponsor, CEO of UK Library and Management Executives of UK Library will approve the project. Before sending a plan for approval, various requirements are needed to be reviewed.

Project Name:	UK Library System Development
Description:	The project is proposed for developing a system into UK Library environment. This system will be lined to a website. The members of the library can access this website.

Background: An ICT system will be implemented within UK Library environment. The organization wants the system to automatically execute the back processes. A website will be integrated into the system that will act as communication medium between members and UK Library.

What is proposed?

Development of PHP and MySQL based system, website and databases. Hosting the system and database through servers.

Why should the proposal be implemented?

The proposed system should be implemented so that the organizational processes and decision making procedure can be more accurate and effective.

Benefits expected from the project: The primary advantage of this project is UK Library will have more scalable and efficient operations. Moreover, the management of UK Library will receive accurate reports. These reports not only provide an insight of the operations but also profoundly assist them to take effective decision. The data collection process will enhance significantly. The cost of the operations will reduce thus result in allocating more budget to crucial parts of the library. All the departments of UK Library will be working under one giant process. Monitoring the operations will be lot easier.

How the project will be implemented: At first, approval for the project plan will be requested. After the plan will be approved, the project team members and other resources will be obtained. The system design will be created and provided to the stakeholders. The system will be developed based on the pre-generated system designs. Then the system will be tested until it is error free or major issues are solved. At the final stage, the system will be deployed and remain under maintenance.

Business Needs

The risks and uncertainties are a severe part of a project. The project risks are generally considered as negative aspect of a project. However, few risks can have positive impact on a project. The risks can also be categorized as internal and external risks. The internal risks are easy to measure and mitigate. On the other hand, the external risks are hard to identify and often they are neglected.

The uncertainties are not as severe as risks all the time. However, uncertainties are needed to be handled properly, otherwise the whole project may fail (Heldman 2018). Improper scheduling a high level uncertainty. Another example of uncertainty can be improper budget allocation or loosing a project team member.

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Project Plan using MS Project:

WBS	Task Name	Duration	Start	Finish	Predecessors	Resource Names	Early Start	Early Finish
0	UK Library System Development	50 days	Wed 4/4/18	Tue 6/12/18			Wed 4/4/18	Tue 6/12/18
1	Planning	13 days	Wed 4/4/18	Fri 4/20/18			Wed 4/4/18	Fri 4/20/18
1.1	Defining Problem	1 day	Wed 4/4/18	Wed 4/4/18		Project Manager	Wed 4/4/18	Wed 4/4/18
1.2	Creating Project Charter	1 day	Thu 4/5/18	Thu 4/5/18	2	Project Manager	Thu 4/5/18	Thu 4/5/18
1.3	Selection of Project Staff	1 day	Thu 4/12/18	Thu 4/12/18	2	Project Manager	Thu 4/5/18	Thu 4/12/18
1.4	Software Development Life Cycle Selection	2 days	Fri 4/6/18	Mon 4/9/18	3	Analyst, Project Manager	Fri 4/6/18	Mon 4/9/18
1.5	Creating Project Scheduling	3 days	Fri 4/13/18	Tue 4/17/18	4	Project Manager	Fri 4/13/18	Tue 4/17/18
1.6	Creating Project Budget	2 days	Wed 4/18/18	Fri 4/20/18	4	Project Manager	Fri 4/13/18	Fri 4/20/18
1.7	Planning How to Allocate Resources	2 days	Tue 4/10/18	Wed 4/11/18	5	Project Manager	Tue 4/10/18	Wed 4/11/18
1.8	Planning Phase Complete	0 days	Tue 4/17/18	Tue 4/17/18	6		Tue 4/17/18	Tue 4/17/18
2	System Analysis and Requirements	12 days	Thu 4/12/18	Fri 4/27/18			Thu 4/12/18	Fri 4/27/18
2.1	Business Requirements Recognition	3 days	Thu 4/12/18	Mon 4/16/18	8	Analyst	Thu 4/12/18	Mon 4/16/18
2.2	System Requirement Recognition	2 days	Tue 4/17/18	Wed 4/18/18	11	Analyst	Tue 4/17/18	Wed 4/18/18
2.3	User Requirement Identification	2 days	Tue 4/24/18	Wed 4/25/18	11	Analyst	Tue 4/17/18	Wed 4/25/18
2.4	Requirement Verification	1 day	Thu 4/19/18	Thu 4/19/18	12	Analyst,Project Manager	Thu 4/19/18	Thu 4/19/18
2.5	Requirement Evaluation	2 days	Thu 4/26/18	Fri 4/27/18	13	Analyst	Thu 4/26/18	Fri 4/27/18
2.6	Requirement Documentation	2 days	Fri 4/20/18	Mon 4/23/18	14	Analyst	Fri 4/20/18	Mon 4/23/18
2.7	System Analysis Complete	0 days	Fri 4/27/18	Fri 4/27/18	15		Fri 4/27/18	Fri 4/27/18
3	System Design	13 days	Tue 4/24/18	Thu 5/10/18			Tue 4/24/18	Thu 5/10/18
3.1	Designing System Architecture	2 days	Tue 4/24/18	Wed 4/25/18	16	Designer	Tue 4/24/18	Wed 4/25/18
3.2	Designing UML Diagrams	2 days	Thu 4/26/18	Fri 4/27/18	19	Designer	Thu 4/26/18	Fri 4/27/18
3.3	Database Design	6 days	Mon 4/30/18	Mon 5/7/18			Mon 4/30/18	Mon 5/7/18
3.3.1	Attribute and Entity Selection	2 days	Mon 4/30/18	Tue 5/1/18	20	Database Developer, Designer	Mon 4/30/18	Tue 5/1/18
3.3.2	Designing Schema Diagram	2 days	Wed 5/2/18	Thu 5/3/18	22	Designer	Wed 5/2/18	Thu 5/3/18
3.3.3	Designing Entity Relationship Diagram	1 day	Fri 5/4/18	Fri 5/4/18	23	Designer	Fri 5/4/18	Fri 5/4/18
3.3.4	Normalizing Database	2 days	Fri 5/4/18	Mon 5/7/18	23	Database Developer, Designer	Fri 5/4/18	Mon 5/7/18
3.4	Website Design	4 days	Mon 5/7/18	Thu 5/10/18			Mon 5/7/18	Thu 5/10/18
3.4.1	Designing UX	2 days	Mon 5/7/18	Tue 5/8/18	24	Web Designer	Mon 5/7/18	Tue 5/8/18
3.4.2	Designing User Interface	2 days	Wed 5/9/18	Thu 5/10/18	25	Web Designer	Tue 5/8/18	Thu 5/10/18
3.4.3	Confirm Functionality	2 days	Tue 5/8/18	Wed 5/9/18	25	Web Developer	Tue 5/8/18	Wed 5/9/18
3.5	Developing Network Diagram	2 days	Wed 5/9/18	Thu 5/10/18	27	Designer	Wed 5/9/18	Thu 5/10/18
3.6	Designing Network	2 days	Wed 5/9/18	Thu 5/10/18	27	Designer	Wed 5/9/18	Thu 5/10/18
3.7	Completion of Designing Phase	0 days	Thu 5/10/18	Thu 5/10/18	28		Thu 5/10/18	Thu 5/10/18
4	Development	22 days	Fri 5/11/18	Mon 6/11/18			Fri 5/11/18	Mon 6/11/18
4.1	Develop Webiste	6 days	Fri 5/11/18	Fri 5/18/18	31	Web Developer	Fri 5/11/18	Fri 5/18/18
4.2	Develop Application	12 days	Mon 5/21/18	Tue 6/5/18	34	Coder	Mon 5/21/18	Tue 6/5/18
4.3	Develop Database	3 days	Mon 5/21/18	Wed 5/23/18	34	Database Developer	Mon 5/21/18	Wed 5/23/18
4.4	Develop Network	4 days	Wed 6/6/18	Mon 6/11/18	35	Web Developer	Wed 6/6/18	Mon 6/11/18
4.5	Complete of Development	0 days	Wed 5/23/18	Wed 5/23/18	36		Wed 5/23/18	Wed 5/23/18
5	Deployment	14 days	Wed 5/23/18	Tue 6/12/18			Wed 5/23/18	Tue 6/12/18
5.1	Go Live	1 day	Tue 6/12/18	Tue 6/12/18	37	Analyst,Project Manager	Tue 6/12/18	Tue 6/12/18
5.2	Deployment Completion	0 days	Wed 5/23/18	Wed 5/23/18	38		Wed 5/23/18	Wed 5/23/18

The waterfall model is a conventional SDLC model. This model has five stages. The project manager cannot initiate working for a new phase if the previous one is not complete. Documentation of each process is a significant part of water model. This model is mostly suitable for straight forward and easy projects where requirements are clear. As there is no option of going back to the previous phase, this methodology is not suitable for those projects with scope creep possibility (Abrahamsson et al. 2017). The waterfall model is among the most widely used software development life cycle models. The output of one phase are documented properly. The documentation is highly important as the output of one phase is the input of the next phase. The definition of the product is extremely stable in this model. The phases of the waterfall model are requirement gathering and analysis, system design, implementation, integration and testing, deployment of system and maintenance. The project initiates with requirement gathering process and ends with maintenance phase (Abdelaziz, Tahir and Osman 2015). The final phase depends on the client organization. In the following section, brief description of the waterfall SDLC phases are presented.

Requirement Gathering and Analysis: The requirements are considered as the base on which the whole system is developed. The project manager employs analyst for identifying and analyzing the requirements. The analysts meet the staff of client organization, survey on business requirements and do many more things to identify all the requirements of the UK Library. The analyst then evaluate the requirements to identify the relation of the requirements with technology (Kanan, Weheba and Assaf 2017). After the relation is recognized, the analyst define functional and non-functional requirements. The functional requirements define how the system is going to work. The functional requirements are also considered as the characteristic of the system. On the other hand, the non-functional requirement define the processes of system. The analyst evaluate the identified requirements to verify if the requirements are implementable and support the business goals. All the verified requirements are stored in a document called requirement specification document.

Business Impacts

System Design: The system designs are created based on the requirements specified in requirement specification document. The system designer designs the architecture diagram. The architecture diagram is the blueprint of the system. It contains the servers, database, system, input/output specifications and many more (Hugh, McCaffery and Casey 2017). The UML designs are used for determining the interaction, usability and characteristics of the system. The Use Case modeling provides an idea about how the end users of the systems will be interacting with the system. The UX or interaction diagram is generated through wife framing or mockups. There are various other UML diagrams that designers create. The mockups are intractable designs of the system that is related to the system interface. The designer create the interface of the system in an application. The design provides a layout of the system (Stol, and Fitzgerald 2014). As changing the designs are lot easier than changing the actual system, determining the proper specification of the system becomes lot easier. Database and network designing is an important part of the system design phase. The main purpose of the system design if defying the overall architecture of UK Library system.

Implementation: In this phase, the actual system is developed. The outputs of the system design phase is taken as an input in this phase. The system is developed in small software segments. These software segments are called the units. Each of the units is developed on individual findings in the system design pages. Taken as an example, one development team works on the end user input gearing specification. On the other hand, other team works on developing the interface of the system. This way various teams works on developing the system segments simultaneously. Few of the units are depended on each other (Kazim 2017). These units are developed after the related unit is completed. Such as the backend PHP coding of the website is generated after the database is completed. This way the website developer can integrate the SQL and PHP codes to connect the website with database and run required queries. The internal network of the organization will be implemented within this phase.

Integration and Testing: All the units developed in the previous phase will be tested. The issues in the units will be recorded in a document. The unit testing is a type of white box testing. The programmer may test the developed unit to match the actual output with expected output. Most of the time this testing is done by the test team (Alshamrani and Bahattab 2015). The developers will eliminate the issues in the unit and send it for retesting. The tested units will be integrated into a system. The integration testing will be done simultaneously with integration process. In the integration testing, the interaction among the software and hardware of the system is tested. Software and hardware is only done while there is any link between software and hardware. The functional testing is carried out for making sure that the system is capable of executing desired functions. This testing is a type of black box testing.  

Stakeholders

Deployment of system: After the functional testing is completed, the final product is deployed in UK Library’s environment. Through this phase, the developed system is made available to the end users and organization. The internal system of UK Library is developed at first. After that the website is hosted through the server (Mao et al. 2015). The connection between the database server and website server is established. Through version tracking, the users identifies and installs the software updates.

Maintenance: It is not possible to develop a system in one attempt. The system will face some issues and some error will occur in the system operations. After deployment of system, all the issues are resolved in the maintenance phase. The maintenance team collect the information of the issues they face while using the system. These issues are stored in a log file and resolved as per priority.

There are various issues that UK Library faces because of the existing infrastructure. The library currently execute the business operations manually. The manual processes puts immense pressure on the staff of the library. It is because, the staff have to be precise in all the working details every time. The business main problem is that humans always cannot do all their job perfectly. The skills of the staff determines the quality of service in the manual processes. For this reason the management becomes responsible for providing high quality training to the staff for keeping their motivation high. This ensures the staff are following the correct procedure to complete their tasks. The manual process are often prone to inconsistency of data. The manual process not only affect the customer service but also create issues in generating report as the reports must not include incorrect data. Form the above discussion it is understood that the manual process not only result in bad organizational operations but also result in inconvenient decision making process. The whole organizational processes suffer from the errors generated due to manual processes.

The organization has to put additional effort and capital in maintaining the paper based documents. Finding the documents and information stored in them is a very hard work. Managing the business information is a sever issues as updating huge amount of data in a paper based information storage framework is a time consuming and error prone procedure. Often the staff of UK Library have to redo the entire document just to update a single information. The organizational audits become very hard in manual processes. In order to send a copy of an information, the whole information is written in a different document.

Risks

Members of UL Library often enquires about the available books, their overdue date or fine. Responding to the members’ request takes a lot of time in paper based processes. The information are stored in different places. Moreover, there is no way to find a piece of information without reading the document unless the staff is accustomed with the process. Therefore, the main issues related with the manual process have been discussed in the following section.

1. Giving training to the staff is costly
2. The UK Library faces issues in sharing information among the staff and customer

• The data integrity is low

1. Inaccurate data is store in the documents
2. Ineffective decision making  
3. Wrong information available to the management

• The report generation process is time consuming and costly
• The duplicate data entry is an inevitable issue

The organization currently do not have any technology that facilitate the communication among the members and the organization. The members have to call the staff of UK Library or have to be present physically. Often the queries of the members are lost.

The application will be used for facilitating the business processes organization wide. He staff will be using the internal system to see member details, available books, borrow list and many more information. The management will be expecting the system to store accurate data. They want the system to generate reports periodically and assist in decision making process. The members wants to use the website to see the available books, their borrow status and many more information. The system will be responsible for monitoring all the processes of the organizational. The data collected from various sources will be processed an outputs will be generated. The system store the status of the member request. This way the staff can easily inform the members about the status of their request.

The members, staff and management of UK Library are the users of the system. All these end users have a common requirement from the system, better processing request and accurate information. The data accuracy not only assist the management to have a better insight of business processes but also allow the staff and members to have better understanding of their responsibilities. A website is proposed within the system of UK Library. From members’ point of view. Members will not need to bother the staff every time they have a query. They can access the website and login to the site using their login and password. After login they can see all the required data in the website. The website will consist of a payment gateway that will allow the members to pay their fine and changes through the website. The members will receive a receipt every time they will make a payment. The members can also pay the fine at the library. The website will have all the information of the books that are present at UK Library. The members can see the books that are available to borrow.

Project Resources

The staff can acquire a member request through call or the members can submit a request by being present at the library physically. The staff will store the information of the request into a log file. Every time a staff will process the request, the request status will be updated along with output. This way no request will be lost. The staff can immediately provide the information of request status to the members.

The staff can enter new books or delete a book. The staff can request the wholesalers to send books. The wholesaler will get a digital copy of the purchase list and a receipt after delivering the books. The system will create an invoice against every purchase. The management can view information related to every business process. The management will get auto generated reports on monthly and quarterly basis. The management can control the processes through the internal system. They can delete a member if required. The system will send mail to the members if requested books become available to borrow. They will also get a mail regarding last date of returning a book and overdue fine.

The interface of the system will be different for internal system and website. The internal system will be consisting of book section, borrow section, member section and few more. The interface will divide the staff login and management login. The management will all the interfaces and will have additional reporting section. The members will login through the website. They will only have access to their details. There will be only one login function in the website.

The processing required by the user are as following.

Login: The first processing that the user will require will be login to system. The login will be done through the authentication procedure. The user will input the user name and password in the input fields and click on the login button. The system will receive the user name and password. The system will check the inputted data with the existing data in the database (Hummel 2014). If the username and password matches with a single row in the database then the user will be logged in.

Enter New Book: The staff and management will require to record the information of new book in the system. Once the book is stored, then all the end users will be able to see the book details. The system will check the integrity of the data before storing the data into the system. The system will provide an interface to the user for entering the data of the book.

Project Controls

Delete Book: The system will allow staff and management to delete a book from the database. The user will enter the unique identifier of the book and then click on the delete button. The system will show a confirmation message to the user before deleting a book. Once a book is deleted from the database, no user can see the book information.

Registration: The registration process of staff and members are done through completely different procedure. The staff will provide their personal information to the management. The management will register the staff into the system. The staff will receive a mail from the management that will have user name and password. The staff can change their password after they login to the system. The members will register themselves through the website. They will provide their personal details and click on register.

Borrow Books: The user have to physically present at the library to borrow book(s). The staff will enter the user name of the member and id of the book. The system will store the information into the database. The member will receive a mail with information like borrow date, book(s) name, return date and few more (Laudon and Laudon 2016). As soon as a book is borrowed, the availability amount of a book is reduced by one. This process is done automatically by the system.

Return Book: The member will return a book either before the return date or after the return date. If the member returns the book by due date then no fine will be applied. The member will provide the book to the staff. The staff will enter the borrow id into the system and the details will appear on screen. The staff can close the borrow process by clicking on a button. If the member wants to extend the date of borrow then staff will click on another button and update the return date. In case overdue is applicable against a borrowed book, then the system will show the charges to the staff. The system will not allow the member to borrow additional books if the fine is paid. The user will make payment through cash or card. After payment is received, the borrower can re-borrow the book or can borrow any other book.

Reporting: Reporting is a vital part of processing requirements. In order to create report, the system will retrieve the required data from the database. Based on the characteristics of the report the data and information will be printed on the report. These reports will be provided to the management executive through mail. The internal system will allow the members to download the reports.

Project Plan Approval

Purchase: UK Library will purchase books from the wholesalers. The wholesalers will receive a list of books that are to be delivered within a specific date. The wholesaler delivers the books on that particular date and get paid. The system will create an invoice to track the list of books purchased from the whole sale. The wholesalers will provide bills for each purchase. The staff will scan and store the bills into the system as image.

Project information management: Information management within a project is considered to be a sequence of activates in order to collect, evaluate, monitor and use information within the projects. The information collection and sharing activities are continuously done for distributing the project related information with the project participants. Within this section of the study, the information collection process has bene described. Five methods of information collection has been described with proper analysis and impact on project.

At the time of project information mapping, the managers required to carry out the continuous task of collecting and sharing information related to the project management processes.  

Three primary information are present within any project.  The major information is the present status of the tasks and the involvement of the team. This two information have huge impact on the project decisions.

Five primary techniques of data collection has been described within this section.

1. Team Meetings:Team meeting is one of the oldest and effective information gathering processes within project management domain. Through attending repetitive weekly meetings with the team members, the PM can share the information on the present state of the project. These meetings will be held not for only sharing the above mentioned information but also sharing the minimal alterations in the project schedule, budget of the project and gather updated information on the separate assignments of individual team members. These meetings will be held in two days prior to client meetings so that all the required data can be shared with client and communication can be done properly. It is because the proposed meetings will be assisting in sharing all the required information about the project and customer requirements.
2. Customer Meetings:Sharing the project related information with the clients is a very essential part of project manager’s role. The client will be more assisting and supportive if they have relevant information regarding the project. A documentation, consisted with all the project infraction, is created at the final stage of the meetings. These documents store the distributed and collected data along with updated status report. In addition to that, all the accepted modifications are reviewed through that document.

• Templates:Templates are the simplest method among all the project information gathering related techniques. It is assumed during the distribution of the templates that its holds all the necessary information required. The documents can be shared using any process like, web form, EXCELL, word document or many others. The templates must be elaborative and understandable so that participants can easily understand what is tried to be communicated through the templates. The document will include the description of the profound processes as well information of project queries. Once the documents are filled up by the participates, it will be collected by the project manager.

1. Brain Storming:This information gathering process is one of the most used techniques. In order to identify the risk related information, the team members of the project often collaborate with risk manager, subject matter expert and other important stakeholders. No idea is considered to be insignificant during the brainstorming procedure.  
2. Delphi Techniques: This technique is used to build consensus of experts who participate anonymously. A facilitator uses a questionnaire to solicit ideas about important project risks. The questionnaire is often designed with forced choices that require the experts to select between various options. The responses are summarized and re-circulated to the experts for further review until consensus on the final list of risks is reached. Delphi technique helps reduce bias in the data and keeps any one person from having undue influence on the outcome.

UK Library does not have an information system at present. The staff of the university records all the data in a paper based document. These documents are stored in different locations. The staff records the personal information of the members in a member registration log. The member can borrow books from the library using the card provided to him/her. The staff will write down the name of the user and the name of the book when a member borrows a book. The staff will write the date on which the book is returned. The staff create reports based on the documents and send those reports to the management. The member pays for their membership and fines through cash and cards. The staff provide the members a receipt against every payment they make. The current manual process is creating various issues in UK Library.

The system development approach has been undertaken for the following objectives.

1. Developing an internal system for UK Library
2. Developing a website for UK Library members

• Increasing efficiency and affectivity of decision making

1. Improve customer relationship procedure
2. Monitoring all the business processes
3. Better reporting process

• Book maintenance

Maintain Catalogue: The librarian will be maintaining the catalogue of the books. The librarian will enter the book details into the catalogue to store new books. They can also remove book from the catalogue. The catalogue will be showing the entry details of the books to the librarian.

Proposal Summary

Process borrowed books: The member will borrow books from the library. This process sends the borrowed and return item details to the catalogue data store. The member will provide the book to be returned. The member id will be taken as input to execute the borrow process.

Process Overdue Books: The member will get notification of overdue of returning a book through mail. The process will take input from the borrowed book data store. The process will send the information of overdue item to the data storage. The management will set the fine rules and implement it into the system.

Processing Fine: The member id will be taken as input from Member. The member will receive the mount of the fine. Based on the defined rule, the fines are calculated.

Process	Input Data Requirement	Output Data Requirement
Maintain catalogue	1. Book Details 2. Book to Remove 3. Entry to edit	1. Entry details 2. Updated entry 3. Entry to remove 4. Entry to edit
Process borrowed books	1. Book to return 2. Member ID 3. Book to checkout	1. Item Borrowed 2. Item returned 3. Item borrowed 4. Item returned
Process Overdue Books	1. Item due	1. Overdue Item 2. Overdue notice 3. Add fine
Processing Fine	1. Fine info 2. Fine rules 3. Member ID 4. Payment Received	1. Fine info 2. Remove fine

Figure 4: Entity Relationship Diagram of UK Library

(Source: Created by Author)

Hardware
Name	Specification
Minimum	Optimum
Processor	Intel i5 Seventh gen	Intel i7 Seventh gen
Motherboard	Intel Medium Quality	Asus optimum quality
RAM	16GB	64GB
ROM	1TB	6TB
Server	Local Host	AWS
Additional	None	Firewall

The software that will be proper for providing solution to the issue are as following.

1. Visual Basic with Ms Access: This will provide a basic idea or initial form of the system.
2. Visual C++: Visual C++ will be used for developing the system.

• Java(Blue J):The Java will be used also for developing the codes of the system.

1. MySQL with PHP:Most of the website pages will be developed using the PHP codes and MySQL is for the system database.
2. Java Scripting with PHP:JavaScript along with PHP allow using dynamic codes in the website.
3. Java Server Pages:The Java Server pages are essential for developing the payment related pages.

• Visio with MS Access for Entity Relationships(Reverse Engineering):The Visio, MS Access allows designing the system and database.

Introduction: The purpose of this documentation is to provide idea to the system usage. From figure 5 to figure 7 how to use website has been described through images and written transcripts.

A step by step guide for the user: The members of UK Library will access the home page of the website first. In this page, the user will see a menu and a login link in the menu bar. The website attracts the members by showing few books on the home page. The user had to login to the system to access all the information.

In the login page, the user will input the user name and password. The member can click on ‘remember me’ button to access the website from same browser without login again. If the member does not have login id and password, then he/she can register.

In the registration page, the user will provide the personal information and other required details. After the details are provided, the member will click on the register button.

The login page has two input sections, such as username and password. The member will enter the username and password in this two fields. There is one label over each input field. The user will click on the button, positioned below the password filed, to log in. There is also a hyperlink to register page at the bottom of the login form.

Description: The registration page is for collecting the data from the user and storing it into the system database. The registration page has approximately ten input fields. The user will enter their personal details, username and password within this page. The interface is very powerful and efficient. The users can look into the labels and understand which data to put within a field. The fields also highlight which data to be entered within. The interface allows the user to go back to login page by clicking on the login link. The user can submit all their details to the system by clicking on the “Registration Button”. This page also the header and footer.

The Value of the Project

Description: The users can upload their picture through this interface. The user will get two options within this section. The user will select the profile picture from the local system by clicking on the “Choose file” Option. Once the file is selected, the user can click on the save button for saving the selected picture as profile picture. The user can change the selected profile picture by selecting another pic. After the user clicks on the Save button, the selected picture will be copies to the server folder.

Description: This is the most unique output interface in the website. This interface will show the user’s personal details and how many books they have borrowed. The interface has two sections such as textual description and profile picture visualization. The user can see the details they provided at the left side of the page. The profile picture will be showed at the right side. The user can logout from the website by clicking on the logout button. The user can also update their details through this interface. The user will click on the update link and they will be redirected to the update profile information page.

Description: The user will access the home page first. The home page has a main menu. The user can navigate through the most of the pages using this main menu. Right now there are four options within the main page. However, after complete implementation, the menu items will be altered by the contact us, available books and other items. The report links will be under the menu in a complete different sections. The user can see the most trending books in the home page. Right now there is only three books but it may increase in number later. A summary of the UK Library is visible in the home page.

Login Process: The Login process is defined using the PHP and MySQL coding. After the user clinks on the login button, the username and password is redirected to a different page. This page has the actual PHP codes that checks the authenticity of the entered username and password. The PHP stores the entered data into variables. The MySQL code checks whether the defined variables match with any of the exiting data within the database. The MySQL code cheeks whether both the username and password matches or not. If the username and password matches, then the user is redirected to the home page. Otherwise, the user sees an error message generated using PHP code.

Registration Process: The registration process is also defined using the PHP and MySQL codes. The user entered details are redirected to the Page which includes the PHP and MySQL based codes for storing the data into the database. The page first checks whether the form is submitted or not. This is done by check whether the button, within the form has any value or not.  The form initializes the button with a value. The PHP code checks whether the button has any value or not. If everything is right, then the user data are stored with the database. Each value is stored in separate columns destined for different values.

The GD library is a graphics drawing library that provides tools for manipulating image data. In Shopp, the GD library is used to process images for generating gallery preview and thumbnail size images automatically.

Requirements:

1. A compiler referred as ANSI C is used for gd. An example of popular ANSI C compliant is Windows 95, another is NT C.
2. GD library can be complied through any full-ANSI-standard C compiler. Most of the LINUX/UNIX operating systems has inbuilt ANSI compliant

• The GD version 1.6 must be supported by libpng and zlib compression library.

1. In the 1.6.2 version, TrueType fonts can be used utilizing the anti-aliased method. This must be supported by libttf library. This technique is not mandatory in GD library fucntions.
2. The Zlib website can be accessed for downloading the Zlib files. Zlib is supported by most of the operating system (All the popular Oss).
3. The PNG viewer can be accessed using any existing web browser.

• https://www.test.com/phpinfo.php. This url can be accessed for seeing the support.

The website is not responsive. The website can be accessed through any browser and mobile devices. The following screen shot shows the website in mobile devices.

Testing:

Login Page
Input	Example
Username	lynda
Password	1234

Registration Page
Input	Example
Username	lynda
Name	Lynda Federrer
Age (Should be at least 18)	18
Address	23 Main Street
Contact	123456
Email	[email protected]
Password	1234

Image Upload
Input	Example
Username	lynda
Image	105113.png

If the user input the age is less 18 years then the system will not store the member details in the system database. The member must provide all the required data to register himself/herself. 

Project Plans: The project is divided into main five phases. The waterfall methodology has been selected for the project as it provides better options for documentation. The project manager will have all the powers over the project but consultation with stakeholders are mandatory.

Action Plan: All the activities mentioned in the work breakdown structure of the project will be done based on chronological order. The project manager will assign the resources required for completing the project. The project manager will consult with the team members before making any major decisions.

Feasibility Study: The project is technically feasible as it will support the organization objectives technically. The technology that will be used to develop the system can be used for at least ten years for supporting business process. The maintenance cost of the system is low as it is based on PHP and MySQL (open source technology). The project is financially feasible as it can provide more profit than project cost over one-year period. The cost of the project is significantly low as it will be developed using open source technologies which are available free of cost.

Records of Meetings:

Project Team Participants	Stakeholder Participants	Date	Description
Project manager	All the stakeholders including project sponsor	04/04/18	The project manager will communicate with the project stakeholders for gathering ideas of the proposed project
Project manager and Analysts	Project Sponsor, Owner and few others	04/20/18	The project manager will hand over the requirement documentation and finalize the system requirements
Project Manager and System Engineer	All the stakeholders including project sponsor	06/11/18	The project manager will demonstrate the developed system and provide them a manual of the system

Technical Documentation: The system will be developed using the PHP and MySQL based queries mainly. The JavaScript is for supporting the client side scripting languages. The website will be developed for both the internal and external end users. The members of the system will interact with the user-based interface. The member website is hosted through an internet based host so that the website can be accessed from anywhere using internet connection.

System Overview: The main system is a complete information system. Member website is a section of the whole IS. The members will be able to login and register within the system. The members can also upload their pic as profile picture in the profile page. The members can see how many books they have borrowed.

Requirements of the System: As the system is a web based system, the user will not worry about spaces. The user must have a smart phone or laptop that has web browser. The user can access the website by connecting to the URL (not yet available as the project is in progress).

Details of Macros and Queries: No macro has been used in developing the system. The website searches the data from the database through MySQL queries. In the home page, quires have been used for identifying the name of the member. The profile page uses query to show the personal details, store/retrieve data and identify number of books borrowed.

Details of Protection or Validation Used: No input mask has been introduced in the project till now. The website however, checks the age of the member. If the age is less than 18 then member will not be allowed to register. The website also checks the picture type and size. If the size of the picture is more than 5 MB it will be accepted by the system. The picture format must be JPEG, PNG and few more.  

The website has been developed in the proposed project. The internal system has not been considered in the proposed project. The website consists of login and registration form as mentioned in the planning phase. The members can access a profile page. The members can upload their images as profile picture. However, the members cannot see their fine details. They cannot mark a book as a wish to read through the developed website. The developed website does not allow a member access the report section without logging into the system.

In future, the member interaction can be increased. The website may allow member to list a book as borrowed item. As soon as a member list a book a borrowed item, the book becomes unavailable or the availability amount get reduced by one.

The users have liked the design of the site. They can register through the website. The use name serves as their identity as long as they remain a member of the library. Each of the users created their accounts in the website and logged in using the username and password. They want the website to have a wish list page. In that page details of that books a member wish to read will appear.

The project has been successful partially. The website is not responsive. The members of UL library cannot request to borrow a book through the website. The website has login and registration functions. The interface is good and attractive. Furthermore, the simple layout of the interface has made the design of the website of good quality. Only the member website has been developed in this project. Many member requirements are to be implemented later.

The main issue in designing the website was identifying the needs of the members. Different libraries offer different functions to their members. Therefore, the first step toward designing the website interaction was identifying how the users will be accessing the website. This issue was overcome through evaluating business processes of UK library. It was difficult to determine what information a member needs from the website. To resolve this issue, the functions of the website has been examined and mist suitable information has been provided through the report pages. The limitation was user authorization. The website had to be developed in such way that it does not violate any authorization protocol.

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