Digital Library:A case of Faculty of Computing and Information Technology Book Bank

By Allen Nahabwe BA SS (MAK)

A PROJECT REPORT SUBMITTED TO MAKERERE UNIVERSITY FACULTY OF COMPUTING AND INFORMATION TECHNOLOGY, IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD OF THE POSTGRADUATE DIPLOMA IN COMPUTER SCIENCE 2004/2005

SEPTEMBER, 2005

DECLARATION
I Allen Nahabwe, do hereby declare that this project is my own production and the work herein has not hitherto been submitted either wholly or partially for an academic award by any other student of this University, or in any other university.

Signed:.......................................................................... Allen Nahabwe (Student)

STATEMENT OF ORIGINALITY
This project is entirely an original work of Allen Nahabwe It has been carried out at the Faculty of Computing and Information Technology Book Bank, for the award of the Postgraduate Diploma in Computer Science under the supervision of Mrs. Agnes Rwashana Semwanga.

Signed:........................................................................... Mrs. Agnes Rwashana Semwanga (Supervisor) Date:...............................................................................

Signed:........................................................................... Student: Allen Nahabwe Date:...............................................................................

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DEDICATION
I dedicate this project to my husband Major David Leon Kasura Kyomukama, for the tireless efforts he put in paying for my school fees, and my son Donald Kasura, as well as my daughter Joy Mirembe Kasura.

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ACKNOWLEDGMENT
I would like to acknowledge the assistance of Mrs. Agnes Rwashana Semwanga, whose close supervision and guidance has enabled me complete this project.

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Contents
DECLARATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . STATEMENT OF ORIGNALITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . DEDICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ACKNOWLEDGEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TABLE OF CONTENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i ii iii iv v ix x xi 1 1 1 2 2 3 3 3 3 4 5

LIST OF TABLES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LIST OF FIGURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ABSTRACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 INTRODUCTION 1.1 BACKGROUND TO THE STUDY . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.1 1.1.2 1.2 1.3 ACTIVITIES AT THE FACULTY OF COMPUTING AND INFORMATION TECHNOLOGY BOOK BANK . . . . . . . . . . . . . . . . . . . THE BOOK BANK SYSTEM AT THE FACULTY OF COMPUTING AND INFORMATION TECHNOLOGY . . . . . . . . . . . . . . . . . .

STATEMENT OF THE PROBLEM . . . . . . . . . . . . . . . . . . . . . . . . OBJECTIVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.3.1 1.3.2 GENERAL OBJECTIVE . . . . . . . . . . . . . . . . . . . . . . . . . . SPECIFIC OBJECTIVES . . . . . . . . . . . . . . . . . . . . . . . . .

1.4 1.5 2

SCOPE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SIGNIFICANCE OF THE STUDY/JUSTIFICATION . . . . . . . . . . . . . . .

LITERATURE REVIEW

2.1

RELATED DIGITAL LIBRARIES . . . . . . . . . . . . . . . . . . . . . . . . . . 2.1.1 2.1.2 MAKERERE UNIVERSITY LIBRARY . . . . . . . . . . . . . . . . . . ALBERT COOK LIBRARY . . . . . . . . . . . . . . . . . . . . . . . . .

6 6 7 9 9 9

INVESTIGATION OF THE EXISTING SYSTEM 3.1 SYSTEM STUDY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.1.1 3.2 METHODOLOGY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

EXISTING SYSTEM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9 DOCUMENTS IN THE BOOK BANK . . . . . . . . . . . . . . . . . . . 10 REGISTERING NEW BOOKS . . . . . . . . . . . . . . . . . . . . . . 10 REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 PROCEDURES AND REGULATIONS . . . . . . . . . . . . . . . . . . 11 BORROWING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 LENDING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 DISCHARGING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 ACQUISITION POLICY . . . . . . . . . . . . . . . . . . . . . . . . . . 12 RETURNING SYSTEM . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3.3 3.4

PROBLEMS OF THE EXISTING SYSTEM . . . . . . . . . . . . . . . . . . . 12 REQUIREMENT SPECIFICATIONS . . . . . . . . . . . . . . . . . . . . . . . 13 3.4.1 USER REQUIREMENTS FOR THE PROPOSED SYSTEM . . . . . 13

3.5

SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 3.5.1 3.5.2 FUNCTIONAL REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . 13 NON FUNCTIONAL REQUIREMENTS . . . . . . . . . . . . . . . . . 14

3.6 3.7

USER SPECIFICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 SYSTEM INPUTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 3.7.1 3.7.2 3.7.3 STUDENT USER DATA . . . . . . . . . . . . . . . . . . . . . . . . . . 14 BOOK ACQUISITION . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 ISSUING OF BOOKS . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

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3.7.4 3.7.5 3.8 3.9

BOOK RETURN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 REPORT DATA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

HARDWARE REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . 16 SOFTWARE REQUIREMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 3.9.1 PROPOSED SYSTEM MODULES . . . . . . . . . . . . . . . . . . . . 16 18

SYSTEM DESIGN 4.1 4.2

DATA FLOW DIAGRAM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 CONCEPTUAL DESIGN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 4.2.1 4.2.2 4.2.3 ATTRIBUTES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 RELATIONSHIP BETWEEN THE ENTITIES . . . . . . . . . . . . . . 20 ENTITY RELATIONSHIP DIAGRAM . . . . . . . . . . . . . . . . . . . 22

4.3 5

RELATIONAL MODEL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 25

SYSTEM IMPLEMENTATION 5.1

PROGRAMMING ENVIRONMENT . . . . . . . . . . . . . . . . . . . . . . . . 25 5.1.1 5.1.2 5.1.3 5.1.4 DATABASE MANAGEMENT SYSTEM . . . . . . . . . . . . . . . . . . 25 DATA MANIPULATION . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 SCRIPTING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 INTERFACE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

5.2 5.3

JUSTIFICATION FOR PROGRAMMING ENVIRONMENT . . . . . . . . . . . 26 FORM INPUT DESIGN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 5.3.1 5.3.2 5.3.3 5.3.4 5.3.5 5.3.6 FORMS FOR CREATING USERS . . . . . . . . . . . . . . . . . . . . 27 FORMS FOR DELETING USERS . . . . . . . . . . . . . . . . . . . . 28 FORMS FOR EDITING USERS . . . . . . . . . . . . . . . . . . . . . 29 FORMS FOR ADDING READING MATERIALS . . . . . . . . . . . . 30 FORMS FOR BORROWING READING MATERIALS . . . . . . . . . 31 FORMS FOR RETURNING READING MATERIALS . . . . . . . . . . 32

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RECOMENDATIONS AND CONCLUSION 6.1

33

RECOMMENDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 6.1.1 6.1.2 6.1.3 6.1.4 STAFFING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 IT INFRASTRUCTURE . . . . . . . . . . . . . . . . . . . . . . . . . . 33 FUNDING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 JOIN THE DIGITAL LIBRARY FEDERATION . . . . . . . . . . . . . . 34

6.2

CONCLUSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

REFERENCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 BIBILIOGRAPHY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 A APPENDICES 37

A.1 QUESTIONNAIRE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 A.1.1 INTERVIEW GUIDE FOR LIBRARIAN . . . . . . . . . . . . . . . . . . 37 A.1.2 INTERVIEW GUIDE FOR USER . . . . . . . . . . . . . . . . . . . . . 41 A.2 SYSTEM SCREEN DISPLAYS . . . . . . . . . . . . . . . . . . . . . . . . . . 44 A.2.1 FCIT BOOK BANK HOME PAGE . . . . . . . . . . . . . . . . . . . . . 44 A.2.2 FCIT BOOK BANK MENU PAGE . . . . . . . . . . . . . . . . . . . . . 45 A.2.3 FCIT BOOK BANK ADMIN PAGE . . . . . . . . . . . . . . . . . . . . 46

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List of Tables
4.1 4.2 4.3 4.4 4.5 ReadingMaterials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Faculty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Hall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

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List of Figures

4.1 4.2 4.3 5.1 5.2 5.3 5.4 5.5 5.6

DATA FLOW DIAGRAM FOR THE PROPOSED SYSTEM . . . . . . . . . 19 RELATIONSHIP BETWEEN THE ENTITIES . . . . . . . . . . . . . . . . . 21 ENTITY RELATIONSHIP DIAGRAM . . . . . . . . . . . . . . . . . . . . . 22 FORMS FOR CREATING USER . . . . . . . . . . . . . . . . . . . . . . . . . 27 FORMS FOR DELETING USER . . . . . . . . . . . . . . . . . . . . . . . . . 28 FORMS FOR EDITING USER . . . . . . . . . . . . . . . . . . . . . . . . . . 29 FORMS FOR ADDING READING MATERIALS . . . . . . . . . . . . . . . 30 FORMS FOR BORROWING READING MATERIALS . . . . . . . . . . . 31 FORMS FOR RETURNING READING MATERIALS . . . . . . . . . . . . 32

A.1 FCIT HOME PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 A.2 FCIT BOOK BANK MENU PAGE . . . . . . . . . . . . . . . . . . . . . . . . . 45 A.3 FCIT BOOK BANK ADMIN PAGE . . . . . . . . . . . . . . . . . . . . . . . . . 46

ABSTRACT
This project aims at establishing a Digital Library for the Faculty of Computing and Information Technology Book Bank.The project analyzes the requirements and then comes up with the requirements specications. Studies other related systems and then come up with system specications. The system is then designed in accordance with specications to satisfy the requirements. The design is then implemented with MYSQL, PHP and HTML.The system is designed as an interactive and content management system. The content management system deals with data entry, validation and updating while the interactive system deals with system interaction with the users.

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Chapter 1 INTRODUCTION
1.1 BACKGROUND TO THE STUDY
Faculty of Computing and Information Technology (FCIT) is one of the faculties found at Makerere University. It was established by Makerere University Council on 19th February 2005. FCIT grew out of the Institute of Computer Science which was established by Makerere University council in 1985. FCIT offers expert teaching and research in the areas of Computing and Information Technology through its popular academic programs. Faculty of Computing and Information Technology (FCIT) has got an institute library known as a Book Bank, which is open full time. It stores a number of textbooks, thesis and other information materials for the FCIT. The book bank operates in conjunction with Makerere University main library.

1.1.1 ACTIVITIES AT THE FACULTY OF COMPUTING AND INFORMATION TECHNOLOGY BOOK BANK
The activities of the Book Bank aim at building the collection, making effective use of the collection, easy preserving, maintaining of the collection and provision of basic library services. This is done as follows, Building the collection, or collection development, which is the aquisation of library stock through direct purchases, gifts, donations or grants. Organization of knowledge which involves cataloging and classication of book bank resources and non book bank resources. Preservation and maintenance of collection. It is important that library stock acquired is maintained in proper order and in physical condition t for handling by the

user or staff. Maintenance involves shelving, location of documents, shifting of collections, preparation of guides, maintenance of guides documents, shelf list register and stock verication. Provision of services which includes, provision of general information e.g textbook sections, assistance in searching and location of documents and assistance in the use of reference books.

1.1.2 THE BOOK BANK SYSTEM AT THE FACULTY OF COMPUTING AND INFORMATION TECHNOLOGY
A number of problems have been identied in the current system used by the Faculty of Computing and Information Technology Book Bank. The Book Bank is small, books are accessed on open shelves, information is recorded manually and carrying out inventory and update is not easy. Some of the major weaknesses associated with the current manual system include: Time consuming and slow: The use of paper in the process of carrying out Book Bank work is slow and time consuming. For example to borrow a book, one has to locate the book in the shelves and sign in the book. The borrower has to wait until the librarian has veried. The process is slow and tedious and violates the rule of library science, which says saving the time of the reader This kind of a system wastes the time of the reader. The problem is made worse when there are many readers to be served. Too many paper records: Paper is used all the time when doing Book Bank work. This generates a lot of records and keeping them can be a problem in the sense that they can be easily mixed up, making retrieval difcult especially when a client needs to be served fast. There is also a possibility of loosing papers that contain vital information that is used to know who has which publication and also to track defaulter. It is not easy to do stock taking: Some students keep books for a long time (until the end of academic year). When a librarian wants to do stock taking to compile a list of defaulter, this is tedious and time consuming. The main purpose of this project is to design an appropriate digital based library system for faculty of computing and Information Technology Book Bank.

1.2

STATEMENT OF THE PROBLEM

Book Banks in many institutional organizations are very important because they support the main objectives of the institutions. FCIT has a book bank which operates manually, 2

and is therefore prone to errors. Because of the manual system, the reports produced from the book bank are not timely and standardized. There is no accurate and easily accessible source of details on books borrowed, books returned and books overdue for returning that can be used to generate reports and identify defaulters. Coupled with this is the fact that the Librarian has to record all the transactions manually which makes the whole process difcult to provide quality services at the right time. Given the draw backs, there was need for the researchers to develop an automated system to record the transactions that occur with in the Book Bank and produces standard reports in a timely manner for decision making.

1.3

OBJECTIVES

1.3.1 GENERAL OBJECTIVE

The main objective of the study was to design and implement a digital based library system that will be used by the Faculty of Computing and Information Technology Book Bank staff and students to frequently update the reading materials, access reading materials and keep a good inventory of the reading materials.

1.3.2 SPECIFIC OBJECTIVES

The specic objectives of the study were to: Carry out a study that will help to identify the areas of concern to be addressed by the new system. Design a digital library based system that will be used by the Faculty of Computing and Information Technology Book Bank to frequently carry out inventory, act as a data back up, identication of defaulter, generate management reports and reduce on the amount of storage space. Create a system that will be used by the Faculty of Computing and Information Technology Book Bank to maintain authority lists of technical terms and concepts and provide for data sharing.

1.4 SCOPE
This study was carried out at the Faculty of Computing and Information Technology Book Bank Library. The area of study was designing and implementing a digital based library system for reading material management e.g facilitating intellectual arrangement 3

of records, retrieval of reading material, tracking of reading material, better reliability and security of reading material, online nding aid that can be viewed printed out when necessary, motivation for Faculty of Computing and Information Technology Book Bank Library staff, hence a more productive environment, data entry, save storage space for institutions records, hence decreasing on paper work in the current reading material storage system and serve as future reference.

1.5 SIGNIFICANCE OF THE STUDY/JUSTIFICATION

A digital based reading material management system has been created and it is possible to generate reports and carry out the necessary inventory. The following will specically be addressed by the new system. The Faculty of Computing and Information Technology Book Bank will take it up to improve their own record keeping and management. The project will outline a number of good practices for reading material management, e.g - Intellectual arrangement of records/Reading materials. - Easy retrieval of reading material/Records. - Keeping track of reading materials/Records. - Better reliability and security to records/documents. - Online nding aid that can be viewed and printed out when necessary. It will provide motivation for library personnel, hence a more productive environment. Data entry will be simplied and there will be swift use of system hence encouraging frequent use. It will be used as a future reference. Data searching will be possible.

Chapter 2 LITERATURE REVIEW

Watstein (1999) [7] uses an inclusive denition of digital libraries as, including all types of library materials in digital form: Retrospectively converted materials, as well as newly published materials, which may be derivatives of print works or original electronic publications. A wide range of material types, including journals, reference works, monographs,visual materials, sound recordings, moving pictures. All types of digital formats, from bit mapped page images to SGML encoded texts to page images stored in proprietary format. She considers the digital library to include only those information resources that are available on the Internet. They do not include CD ROMs and other local non networked resources in their denition of digital libraries. Tsuno (1998) [5] contends that digital library is a term pre emptied and given currency by Vice President Albert Gore. He notes that the announcement for Digital libraries 95:The Second International Conference on the Theory and Practice of Digital Libraries refers to new media and data types, high speed networks, social and legal issues, and collaboration, but makes no reference to long term access to information. He goes on to comment that this term digital library and its companion term virtual library, have so far been used narrowly to dene a quantity of databases available for use at a given time. Clifford and Drabenstott (1994) [2] suggests one denition of digital libraries, consisting of the elements that have been identied as common to terms used to describe digital libraries. These elements are: The digital library is not a single entity. The digital library requires technology to link the resources of many. 5

 The linkages between the many digital libraries and information services are transparent to end users. Universal access to digital libraries and information services is a goal. Digital library collections are not limited to document surrogates: they extend to digital artifacts that cannot be represented or distributed in printed formats. The site also includes the purposes of a North American digital library system, as posited by the CAN LINKED Initiative, a proposal for the coordinated development of a distributed digital library system in Canada, and prepared by a group of academic and research libraries, February 1995. Another denition of digital libraries is offered by the partner institutions in the Digital Library Federation (DLF):Waters (1998) [6]; Digital libraries are organizations that provide the resources, including the specialized staff, to select, structure, offer intellectual access to, interpret, distribute, preserve the integrity of, and ensure the persistence over time of collections of digital works so that they are readily and economically available for use by a dened community or set of communities. Digital research library is a collection of electronic information organized for use in the long term. As such, digital research libraries.

2.1 RELATED DIGITAL LIBRARIES

2.1.1 MAKERERE UNIVERSITY LIBRARY
The Library Mission is to meet study, teaching and research information needs for sustainable national and regional development. Makerere University Library (2004) [3];

EXISTING SYSTEM
The library has an online digital library accessed on (http://www.makerere.ac.ug/mulib/). With this online system, library users are able to view, search, select various reading materials available on this site. Here library staff are also able to carry out the necessary library transactions, like add, update or delete reading materials, record borrowed books, clear returned books by borrowers, view stock of reading materials and generate the necessary reports. 6

ADVANTAGES AND DISADVANTAGES OF MAKERERE UNIVERSITY LIBRARY SYSTEM Advantages

The strength of the system lie in the fact that: User friendly interface. Well presented as A web site with user friendly colors in the background. Pictures have been included in the background to emphasize the purpose of the web site. A wide range of materials to choose from. It provides web based access to a broad variety of electronic databases, viewed as abstracts and full text. The system allows easy management of reading materials e.g inventory, updating, retrieval and access.

Disadvantages
The weaknesses are that: Has scanty materials on computer science. Makerere University Library has a wide collection of arts materials and specic sections for arts materials. It does not have a specic section for computer science and will therefore not be ideal for someone doing research in computer science. Some of the reading materials can only be viewed in an abstract form. Some sites require a long process of subscription, which is time consuming. Some sites require to login with username and password, which is sometimes not known.

2.1.2 ALBERT COOK LIBRARY

The library mission is to meet study, teaching and research information needs for sustainable national and regional development. Albert Cook Medical Library (2004) [1];

Existing System
The library has an online digital library accessed on (http://www.makerere.ac.ug/mulib/acooklib/) The site serves as a gateway to resources and services available at the Library. Here you 7

can nd details concerning, opening hours, computer access, library staff, collections, publications and links to various medical and health electronic databases.

ADVANTAGES AND DISADVANTAGES OF ALBERT COOK LIBRARY SYSTEM Advantages The above system is able to perform the following functions, The library provides a free literature search service from medical/health databases. Library users can select topics of interest which they would like to receive information updates on whenever the medical/health databases are updated. The system presents itself with a user friendly interface, which is well presented as A web site with user friendly colors in the background. Pictures have been included in the background to emphasize the purpose of the web site. There is a wide range of health related reading materials to choose from. The system allows easy management of reading materials e.g inventory, updating, retrieval and access.

Disadvantages Albert Cook Library is ideal for research on health related topics. It has scanty materials on computer science and arts related topics. Some materials can only be viewed in abstract form. Some sites require a long process of subscription, which is time consuming. Some sites require to login with username and password, which is sometimes not known.

Chapter 3 INVESTIGATION OF THE EXISTING SYSTEM

3.1 SYSTEM STUDY
3.1.1 METHODOLOGY
The methods that were used in the development of the system are:

(1) Study
A study of the Faculty of Computing and Information Technology Book Bank Library was carried out to establish the main areas of concern so as to come up with a balanced solution to the problem. The following tools and methods were used to carry out the study.

(i) Observation
The researcher observed the procedures that were being used in loaning out books and receiving them back, acquiring books, processing transactions, tracking defaulter, and receiving books.

(ii) Interviews
Interviews by use of questionnaires were carried out at the level of staff and students to identify their views regarding the functioning of Faculty of Computing and Information 9

Technology Book Bank.

(iii) Reading
The researcher also looked at the available relevant literature like lists of Book Bank users who borrow books, library les, registration records, rules and regulations and procedures of borrowing and returning books.

3.2 EXISTING SYSTEM

The system that exists is absolutely manual. The Book bank daily activities are done using the traditional methods, which involves the use of Paper work based contrary to modern computerized methods. The book bank has one computer in place and is not used for the Book Bank

3.2.1 DOCUMENTS IN THE BOOK BANK

There are various documents that characterize the Book Bank. These include non book materials, such as newspapers. The documents mainly contain information to do with computing and information technology. The Book Bank works in conjunction with the main library of Makerere University. Apart from these documents, the library also has other materials, which include Audio Visual scientic tapes, which are used for teaching purposes. The audio visual tapes came to the library mostly as donations.

3.2.2 REGISTERING NEW BOOKS

This involves recording author information, title information, publisher information, and edition and accession number for each book title that the Book Bank receives. They help in the sense that the title has its own identication number (Accession Number). Prior to accessioning stamping of the book is done rst.

3.2.3 REPORTS
There are two types of reports prepared by the librarian. The rst one is the quarterly report and the second is the annual report. The quarterly report is prepared once in three months, while the annual report comes out at the end of the year and combines all what

10

is in the monthly report of the twelve months of the year. Reports are submitted to the Administrator who reports in the Coordinators meeting monthly.

3.2.4 PROCEDURES AND REGULATIONS

The Book Bank has a set of regulations. The regulations are aimed at ensuring that the books are not borrowed beyond the established duration and that limited numbers of books are borrowed so that other users can access to the books. The regulations specify the eligible borrowers who are students of the FCIT and the staff. Borrowing of books is one of the major activities that are executed by the librarian when serving his/her clients.

3.2.5 BORROWING
As already mentioned above, one can only borrow when he/she is a student registered in FCIT or a member of staff. While borrowing the users use a Book Bank. The details of the book like little, publisher, accession number are put on the borrowing card and then inserted in the book. The eligible borrower then takes a book off the shelf and signs for it. The borrowing card remains as a record of the book. The librarian then puts the card in the drawer of his desk

3.2.6 LENDING
There are different systems of lending books. In case of open access system, which is now becoming more and more popular, a borrower is allowed to access the shelves and makes selection of books by browsing amongst the books on the shelves which are generally arranged subject wise. In the closed access system, book selection is done by consulting the catalogue or the reference assistant. The lending method used in the Book Bank is that of the card system, where the card is eld with details of the book or title. On the borrowing card, there are ve columns in which the particulars of the borrower are lled. After being lled, the card constitutes a record of a book on loan. On the expiry of the loan period, the borrower returns the book to the Book Bank. The librarian then looks for the card of the book, and then signs it as an indication that the book has been returned and the borrower is absolved of the responsibility for the book.

3.2.7 DISCHARGING
On expiry of the loan period, the borrower returns the book to the Book Bank. The librarian then looks for a card of the book being returned. They then sign or appends his signature an indication that the borrower has also excluded himself for the responsibility of the book

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and no record to that effect. The borrowing card is then inserted in the book and then shelved back to its appropriate shelf.

3.2.8 ACQUISITION POLICY

This is the guideline used in acquiring reading materials for the library. There is need to have a sound acquisition policy so that collection development nally meets the requirements of the clients.

3.2.9 RETURNING SYSTEM

When the borrower returns the book to the library, the librarian looks in the records for the details of the borrower like date when the book was taken, expected return date and compares with the return date of the book.

3.3 PROBLEMS OF THE EXISTING SYSTEM

The problems experienced are a result of the system being manual. They include, Time consuming and slow: The use of paper in the process of carrying out library work is slow and time consuming. For example one has to ll all the details in the book manually when borrowing. On the returning the book, one has to cross the out the records in the book manually. The process is slow and tedious and violates the law of library science, which says that saving time for he reader. This kind of system wastes time of the reader. It is worse if there are many library users to serve. Too much paper work: Paper is used all the time when doing work. This generates alot of records and keeping them can be a problem in a sense that they can be easily mixed up, making retrieval difcult especially when the Book Bank user needs to be served fast. There is also a possibility of loosing papers or misplacing them and yet they contain vital information that is used to track defaulter. Using a manual system to do stock taking is not easy. Calculating overdue nes using a manual system is prone to mistakes.

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3.4 REQUIREMENT SPECIFICATIONS

3.4.1 USER REQUIREMENTS FOR THE PROPOSED SYSTEM
The system should: Be able to search for details of reading materials basing on the clue input by the user so that the user is not given information that is irrelevant with his/her interest. Have interfaces and user guides understandable by people of average computer skills. Be robust enough so that users can not corrupt it. Be fast enough. Be able to handle more than one user. Be maintainable by persons of average computer skills, with no knowledge about software used. Be able to evolve without damaging existing system. Have the capacity to handle expansion. Be friendly to both users and maintainers.

3.5 SYSTEM REQUIREMENTS

3.5.1 FUNCTIONAL REQUIREMENTS
Storing and retrieving information on users. Storing and retrieving reading materials information. Maintaining and manipulating records in system database through function like data entry, editing, deletion and reports. Maintaining and linking tables through functions like book loaning, book return and generating of reports. Create pre designed reports on a regular basis. Store and retrieve records of all library transactions. Data entry. Validate input data. 13

3.5.2 NON FUNCTIONAL REQUIREMENTS

The system should be fast enough to satisfy the users. The system will authenticate all users (learners and staff) by username and password before getting access to resources. The system should be available at any time of the day so that the searching individual is able to search at his/her own convenience The system should be accessible on the Makerere University intra net as well as any other place where there is Internet. The system should be maintainable by an individual with average computer capabilities. Data input, modication and elementally logical streamlining should be done using online prepared forms that will be friendly and robust enough for the maintainer to manage with minimal possibilities of causing mistakes. The system shall have appropriate menus from which the user will make selections for the required functions. The system shall have a user friendly interface which can be easily leant and used in a short time. System should be protected from abuse by unauthorized users. The system shall be able to present output in a orderly manner.

3.6 USER SPECIFICATION

The user of the system is expected to: Posses basic knowledge on how to use digital library. Be familiar or able to farmiliarise with the terminologies used in the library.

3.7 SYSTEM INPUTS

3.7.1 STUDENT USER DATA
The system will input the following information in the student user database. It should be noted that every single record will correspond to a student user as follows, UserID. Password. 14

3.7.2 BOOK ACQUISITION

The system inputs all the data to the book le, which is used to hold one record for each current book stock. The eld names in this le are: Book identication number. Book author. Book tittle.

3.7.3 ISSUING OF BOOKS

Loaning of books is only done to student users and members of staff. This is validated using the database. The following data will be required to accomplish the loaning transaction. UserID Faculty Hall of residency. Book tittle/Author. Date of issue. Expected return.

3.7.4 BOOK RETURN

On returning the loaned books, only the book number is required to validate whether it is required in the loan le. The following are entries on the return le, UserID Hall of residency. Faculty Book title/Author. Issue date. Expected return date. Return date. 15

3.7.5 REPORT DATA

The following information will be required to generate reports. Users. Available reading materials. Number of books loaned out. Number of books overdue and by who.

3.8 HARDWARE REQUIREMENTS

There should be at least 42MB of memory for software to be developed and data to be stored. Assumption: MYSQL=20MB PHP=10MB. Memory for data=12MB

3.9 SOFTWARE REQUIREMENT

The application runs under Windows 2000 which should be pre installed on the computer. The anti virus software toolkit used is Macfe anti virus that should be regularly upgraded.

3.9.1 PROPOSED SYSTEM MODULES

Data entry: Will be designed to cater for data inputs in the respective databases. The modications should also be validated and the system should respond to incorrect data. It will be designed to validate data inputs in order to maintain data integrity. Data edit: Will be designed to modify and update already existing les in the databases. The modication should also be validated and system should respond to incorrect data to make the user aware of the incorrect data. Data deletion: Will be used to delete data from databases. Records marked for deletion will not be accessed by the user but can not be recalled if need arises.

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 Report summary: Report summaries will be generated to give timely reports needed for managerial purposes. These reports may be used in decision making and assessment. Passwords: Passwords will be designed as a security measure against unauthorized access to the entire system use. Certain databases are of particular importance. Modules will also be designed to cater for change of records whenever required.

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Chapter 4 SYSTEM DESIGN

System design is the most important component of system development. Most of the project efforts are devoted to this phase. It involves a logical design and a physical design. The logical design consists of designing les, databases and procedures to meet the requirements of the proposed system. The system was designed in three design levels ie, The interactive level. The manipulative level. The data storage level. The interactive level: Consist the graphical user interface with which users will be able to interact with the system The manipulative level: Consist of data manipulating and web scripting codes that will query the database, orders and present the results in logical manner. Data storage level: Houses the data in the system and the data about it. It will consist of tables, which will make up the system database schema. Primary keys will identify each entry in the tables while foreign keys will link the tables with each other.

4.1 DATA FLOW DIAGRAM

The gure below represents the data ow diagram of the proposed Faculty of Computing and Information Technology Book Bank Digital Library System. 18

Figure 4.1: DATA FLOW DIAGRAM FOR THE PROPOSED SYSTEM

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4.2 CONCEPTUAL DESIGN

The system has the following entities: ReadingMaterials Staff Users Faculty Hall

4.2.1 ATTRIBUTES
User (ID(PK), Password, Names, Level, Faculty, Hall) ReadingMaterials (RD ISBNID(PK), RD Title, RD Author, RD Category) Faculty (ID(PK), Name, UserID) Hall (ID(PK), Name, UserID) Staff (ID, Names, Password)

4.2.2 RELATIONSHIP BETWEEN THE ENTITIES

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Figure 4.2: RELATIONSHIP BETWEEN THE ENTITIES

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4.2.3 ENTITY RELATIONSHIP DIAGRAM

Figure 4.3: ENTITY RELATIONSHIP DIAGRAM

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4.3 RELATIONAL MODEL

The researcher designed tables that contain data about specic topics. Here the designer can add, edit or view data on a database sheet view. The following design structures are the tables that were created for this project, Field Name RD ISBNID RD Title RD Author RD Category Data Type varchar Longtext varchar varchar Field Size 10 20 20 Description ISBN Number for the redaing material Title of the reading material Author of the redaing material Category of reading material

Table 4.1: ReadingMaterials Field Name id Password Names Age Level Data Type varchar varchar varchar int varchar Field Size 8 8 30 2 5 Description ID of User Users password Names of the User Users age Level of the User

Table 4.2: User Field Name id Names Data Type int varchar Field Size 11 20 Description ID of the Faculty Name of Faculty

Table 4.3: Faculty

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Field Name id Names

Data Type int varchar

Field Size 11 20

Description ID of the hall Name of Hall

Table 4.4: Hall

Field Name ID Names Password

Data Type varchar varchar varchar

Field Size 8 20 8

Description ID of Staff Names of the staff Staff password

Table 4.5: Staff

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Chapter 5 SYSTEM IMPLEMENTATION

5.1 PROGRAMMING ENVIRONMENT
5.1.1 DATABASE MANAGEMENT SYSTEM
The DBMS used is MYSQL. The relations were created using a script that runs on a database that was created on a command prompt. Primary keys uniquely identify all entries and checks duplication while foreign keys link tables and enhance referential integrity. Data manipulation that is inserting, deleting, retrieving and ordering of outputs for any search was done at this level.

5.1.2 DATA MANIPULATION

SQL is used in the data manipulation ie inserting, deleting, retrieving and ordering of outputs for any search.

5.1.3 SCRIPTING
Scripting helps web pages come live by allowing the developer manipulate elements of a web page dynamically as a client browses that page. PHP was used to make the system dynamic. Codes written such that the database is searched in a predetermined format using a user supplied clue.

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5.1.4 INTERFACE
The interface was designed using Hyper Text Markup Language(HTML)This makes up the overall graphical user interface in which php was embedded to carry the appropriate SQL queries that fetch data from mysql database.

5.2 JUSTIFICATION FOR PROGRAMMING ENVIRONMENT MYSQL

Prefered because, Efcient in developing database driven web sites. Is an open source database, it does not cost anything. The most popular database systems in use today are relational databases. A language called Structural Query Language.

PHP
Prefered because, It is compatible with MYSQL. A fast search engine. PHP is a server side scripting language.

HTML
Used in web designing because of its being interpretable by all available web browsers and makes the directory accessible.

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5.3 FORM INPUT DESIGN

Mysql and php are used to enter data, change data, view and print data. Forms offer the most convienient layout for entering data, changing data, and viewing database. The following are forms that were created.

5.3.1 FORMS FOR CREATING USERS

Figure 5.1: FORMS FOR CREATING USER

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5.3.2 FORMS FOR DELETING USERS

Figure 5.2: FORMS FOR DELETING USER

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5.3.3 FORMS FOR EDITING USERS

Figure 5.3: FORMS FOR EDITING USER

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5.3.4 FORMS FOR ADDING READING MATERIALS

Figure 5.4: FORMS FOR ADDING READING MATERIALS

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5.3.5 FORMS FOR BORROWING READING MATERIALS

Figure 5.5: FORMS FOR BORROWING READING MATERIALS

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5.3.6 FORMS FOR RETURNING READING MATERIALS

Figure 5.6: FORMS FOR RETURNING READING MATERIALS

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Chapter 6 RECOMENDATIONS AND CONCLUSION

6.1 RECOMMENDATION
6.1.1 STAFFING
The growth of web based resources requires staff skilled in digital technologies and techniques. The following areas need to be put under consideration. Project management and coordination to Coordinate staff and resources. Write project reports. Development and management content. Practice information architecture. Encode text using markup languages. Development/implementation. Management of database schemas.

6.1.2 IT INFRASTRUCTURE
Provide for digital library maintenance and support. Digital library services should be available 24 hours a day and 7 days a week. The ability to provide such service is predicted on a secure, stable and scalable working infrastructure staffed and maintained by experts. This infrastructure should include system administration(installing, maintaining, troubleshooting and providing security for server hardware and software) as well as long term maintenance to ensure useful, sustainable, scalable collections and services. 33

6.1.3 FUNDING
Pursue funding to support digital initiatives. The FCIT Book Bank can pursue funding to endow this vision through naming opportunities, gifts and grants.

6.1.4 JOIN THE DIGITAL LIBRARY FEDERATION

The digital library federation (DLF) was founded to establish the conditions for creating, maintaining, expanding and preserving a distributed collection of Digital materials accessible to scholars, students and the wider public.

6.2 CONCLUSION
The new realities of Digital library information require that access is provided in a widely distributed manner, and it is up to the user to locate what is needed. Those who use the digital library regularly nd what they want by employing search terms to seek out all electronic documents that contain certain combination of words, names or even acronyms. The ability to call up all relevant information at the click of a mouse is a researchers dream. The FCIT Book bank digital library project aims at developing a software infrastructure that enables those who manage and maintain such collections to make them publicly available. We all stand to benet greatly from a networked digital library.

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REFERENCES:

1. Albert Cook Medical Library (2004) http://www.makerere.ac.ug/mulib/acooklib/services.html(Acc 5 July 2005) 2. Clifford, L. and Drabenstott, K.M From Automation to Transformation: Forty Years of Library and Information Technology 3. Makerere University Library (2004) http://www.makerere.ac.ug/mulib (Accessed 5 July 2005) 4. Mayberry, T.H (1995) JF.Social Science and Medicine; 40(10): 1433-4 5. Tsuno, K. (1998) Digital libraries and citizens rights. 92(5), pp.336-356. 6. Waters, D.J. (1998), What are digital libraries?, CLIR Issues, No. 4(1-5). Available online: http:// www.clir.org/pubs/issues/issues04.html dlf 9 (accessed 9 March 1999). 7. Watstein, S.B. (1999) Digital library: Reference Services Review; 27 (4)

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BIBILIOGRAPHY
1. Alastair G.Smith, (2000) Search features of digital libraries Information Research, 5(3) Available at: http://information.net/ir/5-3/paper73.html 2. Drabenstott, K.M. (1994), Analytical Review of the Library of the Future, Council on Library Resources,Washington, DC. 3. Higgs, Edward (1998) Historians, Archivists, and Electronic Record Keeping, in Higgs Edward , ed., History and Electronic Artifacts 4. Lancaster. F.W. (1978), Toward a Paperless Information System, Academic Press, New York, NY. Negroponte, N. (1995), Being Digital, Alfred A. Knopf, New York, NY. 5. Levy, D.M. (1995) and Marshall, C.C.(1998) Going digital: a look at the assumptions underlying digital librar-ies. Communications of the ACM 38(4), , pp.77-84. 6. Peek, R. , Miss Web Manners on digital libraries,Information Today, 15 (7) pp. 36. Available online: http://www.infotoday.com/it/jul/ab16.htm (accessed 9 March, 1999).

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Appendix A APPENDICES
A.1 QUESTIONNAIRE
A.1.1 INTERVIEW GUIDE FOR LIBRARIAN
A questionnaire for development of a digital library for faculty of computing and information technology book bank. Dear respondent, This questionnaire is aimed at getting data for the development of a digital library for faculty of computing and information technology book bank. You as an employee of faculty of computing and information technology book bank are kindly requested to complete the form as instructed. The study is a partial requirement for the award of a postgraduate diploma in computer science of Makerere University. The questions are open ended, the respondent is required to provide as much details as possible in the spaces provided. You can also add an extra sheet if you feel the space provided is not enough. The information received will be treated with utmost condence. Instructions: Most questions are open ended in nature and you are therefore required to provide as much information as you possibly can. Please proceed to answer the questions. 1. What is the name of your department? ............................................................................................... 2. What is the title of your job? ............................................................................................... 37

3. What does your job entail? ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ 4. Are you computer literate? ............................................................................................... 5. Do you use a computer in your daily job? ............................................................................................... 6. What type of records do you keep? ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ 7. Do you have a system in place that is used to store these records? ............................................................................................... 8. Do you use this system to generate reports? 38

............................................................................................... 9. What type of reports does this system generate? ............................................................................................... 10. Are you comfortable with this system? Please give reasons. ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ 11. Have you ever heard about a digital library? ............................................................................................... 12. Are you able to use a digital library? ............................................................................................... 13. Would you recommend that a digital library be established for FCIT Book bank? Give reasons. ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................

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................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ Thank you for your cooperation.

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A.1.2 INTERVIEW GUIDE FOR USER

A questionnaire for development of a digital library for faculty of computing and information technology book bank. Dear respondent, This questionnaire is aimed at getting data for the development of a digital library for faculty of computing and information technology book bank. You as a user of faculty of computing and information technology book bank are kindly requested to complete the form as instructed. The study is a partial requirement for the award of a postgraduate diploma in computer science of Makerere University. The questions are open ended, the respondent is required to provide as much details as possible in the spaces provided. You can also add an extra sheet if you feel the space provided is not enough. The information received will be treated with utmost condence. Instructions: Most questions are open ended in nature and you are therefore required to provide as much information as you possibly can. Please proceed to answer the questions. 1. Are you a frequent user of the FCIT Book bank? ............................................................................................... 2. Do you easily identify the reading materials? If not, give reasons. ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ 3. How do you always identify the reading materials? ............................................................................................... 41

4. What system is used in the management of these reading materials? ............................................................................................... 5. Are you comfortable with this system? Give reasons. ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ 6. Are you computer literate? ............................................................................................... 7. Do you know a digital library? ............................................................................................... 8. Can you be able to use a digital library? If no give reasons. ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ ................................................................................................................................................................ 42