HARAMAYA UNIVERSITY

COLLEGE OF COMPUTING AND INFORMATICS

DEPARTMENT OF INFORMATION TECHNOLOGY
COURSE TITLE: SYSTEM ANALYSIS AND DESIGN
Project Title: Haramaya university library management
system

Group Members ID
1. Awel Wafi 2224/14
2. Abdulbari Ibrahim 1946/14
3. Abdulaziz Yusuf 1945/14
4. Mustekim Muhidin 1311/14
5. Omar Murad 2251/14
6.Misgana Yosef 3486/14

Submitted TO: MR. Nabyom Sh.

Submission Date:May,29,2024

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TABLE OF CONTENTS

CHAPTER 1

ABSTRACT 3

1.1 BACKGROUND OF PROJECT 4

1.2 STATEMENT OF THE PROBLEM 5

1.3 OBJECTIVE 6

1.4 METHODOLOGY 6

1.5 PROJECT FEASIBILITY 7

1.6 PROJECT SCOPE 7

1.7 DATA FLOW DIAGRAM 10

CHAPTER 2

2.1 DATABASE DESIGN 13

2.2 CONCEPTUAL E-R DATA MODEL 13

2.3 LOGICAL DATABASE DESIGN 14

2.4 NORMALIZATION 15

2.5 RELATIONAL TABLE 16

CHAPTER 3

3.1 OBJECT-ORIENTED ANALYSIS AND DESIGN 17

3.2 USER INTERFACE DESIGN 18

3.3 USECASE DIAGRAM 21

3.4 CLASS DIAGRAM 26

3.5 ACTIVITY DIAGRAM 27

3.6 SEQUENCE DIAGRAM 29

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ABSTRACT:

Library Management System is a system which maintains the information

About the books present in the library, their authors, the members of library to

whom books are issued, library staff and all. This is very difficult to organize

manually. Maintenance of all this information manually is a very complex task.

Owing to the advancement of technology, organization of an Online Library

becomes much simple. The Online Library Management has been designed to

computerize and automate the operations performed over the information about the

members, book issues and returns and all other operations. It reduces the workload of

management as most of the manual work done is reduced.

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 CHAPTER 1
1.1 Background
HU Library is the biggest library in the eastern region of the country. Therefore, the
library is providing its services to the university community as well as external users.
External users include governmental and nongovernmental organizations, universities
and colleges, high schools and even individuals who are working in different parts of
the country.
Our university's library was established in the year 1956E.C and started giving service
since this year. Formerly the library had around 56 workers. However, the number of
workers has increased to seventy (70) now a days. Nowadays this library contains
around 420 personal computers and 6 rooms. Books are entered into the library as
needed and we have one manager whose job is to coordinate (supervise) the system at
all. Haramaya University library includes the following branches.

The main library

Located inside the main HU campus in an area of 1113sq.m. This library is under
expansion with the newly constructed building to be completed and so on.
The library of Haramaya University acquires books, journals, magazines, electronic
materials and other documents required for undergraduate and graduate level teaching
and research through procurement and donations. The library also provides Internet
services for both graduate and undergraduate students.
The main library, which is located at Haramaya campus,
is organized into sections
(circulation, documentation, journals and graduate school reference materials
, magazine and Internet, and book store).

The school of graduate studies library

The modern building is designed and constructed by considering the services,
facilities and roles of libraries at the information age. It has been completed and has
started functioning.

Female students’ library

This Library is providing services only for female students.

1.2 Statement of the problem

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We have observed the following problems in the Haramaya University Library
System when we are dealing with the existing system.

➢ There is no enough space or sit for the students so that students cannot use the
library as he/she wants.

➢ Some books may not exist when users want to use it.

➢ Student is allowed to read some books that are few in number for only two hours.

➢ Student is punished if not returned the book after two hours

➢ Student cannot get library service if he or she lost ID card.

➢ There is workload of librarians.

➢ Less retrieval of information about the desired book.

➢ There are a lot of problem regarding time, knowledge of the librarian, cost, space,
accuracy and tiredness.

▪ Time: It look a lot of time to search a material like book when a user asks for
the materials even if the materials are not available.

▪ Knowledge of the librarian: Most of the librarians are not familiar with the
materials which will cause for user not to get a material they want.

▪ Cost: when we come to cost all of these work is done by paper which is costly
for the library to afford those papers.

▪ Space:-all information of the members and the materials is documented in the

library which needs a large amount of space to keep it.

▪ Tiredness: - this implies that the librarian is not always active, they might be
tired which lead to do their work properly and accurately. Because of this, they will
return the user by telling the book is not available..

1.3 objectives
General Objectives

General objective of our project is to change the current manual library management
system of Haramaya University into online service.

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 Specific Objectives
 Managing resources of the library.
 Making operations on books such as storing details, updating book status,
deleting unused books, registering new books etc. easy, reliable and efficient.
 Creating smooth work flow between each department of the library.
 To keep students with up to date materials.
 To make study easier.
 To save time of students.
 To reduce expenditure of university.
 To prepare a website that work with the proposed digital library system.
 To facilitate and organize best way of accessing information resources
available in haramaya University library system.
 Finally develop workable system.

1.4 Methodology
To perform this project our system requirement will follow methods, models and
development of software life cycle techniques.

1.4.1 Requirement Gathering Method

We have gathered requirements through the following methods

1.4.1.1. Observation

We gathered data from what we observed in the library when we use the library.

1.4.1.2. Interview

We have interviewed library member. We asked the following questions and got
answer.

 What are the roles of manager?

 What are the roles of librarians?
 What are the roles of documentation manager?
 How can student borrow a book from library?
 Can students take the book out of campus compound?
 For how many days borrowed book stay with student?
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  How can student use library if s/he loose ID card?

1.4.2 Design Methodology

In developing this system we follow an object oriented approach. Using Object

Oriented approach enables us to develop system in iterative way. That means we can
restart our system development in some cases like requirement change.

1.5 project feasibility

1.5.1 Technical feasibility

We concern here with equipment and software that will satisfy the user requirement.
The system will use simple software developing languages like C++, java, PHP etc.
so the system is technically feasible. Also our proposed system can be integrated with
other university information systems it is technically feasible.

1.5.2 Economic feasibility

Economic analysis could also be referred to as cost benefit analysis. It is the most
frequently used method for evaluating the effectiveness of a new system. Since
system is being developed by students it is costless. This makes our system
economically feasible.

1.5.3 Time feasibility

Time of this system is feasible because we accomplished the project corporately by

helping each other to finish the project with in the schedule.

1.6 Project Scope

1.6.1 Scope of the system:
This project is targeted to automate all the tasks which can be related to Haramaya
university library management system.
The jobs of managing a Library will be simplified by a considerable amount through
the automated system. The system will be able to handle many services to take care
of all users in a quick manner. The system should be user appropriate, easy to use,
provide easy recovery of errors and have an overall end user high subjective
satisfaction.
Generally, our broad scope is as following:-
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  Download book.
 Search book.
 Book management (Inserting, updating, searching, and others).
 Disallowing unauthorized access.
 Generating reports.
 Add and edit authors and publishers information.
 The students may give their suggestion to library manager.
 Allow only registered student.
 Upload newspapers and magazines.
 Register student.

Significance of the project

 Easy Accessibility:-Our library management software is easily accessible from
anywhere and anytime. It is compatible with mostly with all the hardware and
software devices. Our library management software is easy to navigate and
simple to use.
 It keeps records of books, information like name, code, author name.
 It becomes easy for the student to know the status of books.
 Help students to search desired book to make their study easier
 Newly published books reach students within a few times. Once the book is
uploaded students can access the book.
 The system makes easy for the student to access the library books by just a
click. A student can search for books by using author name, book name and in
many other ways.
 Multiple accesses

Overview of existing system

 The library system use both manuals and computerized system that enables
students to check which book exists in the library, but not used to access the
book.
 The user searches the library materials with the information of the material
and the content of the material.

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  The database used to hold library material is only help to know the
information of the material and where it found and content of the materials.
 Library administrator provides all important reference books for all
departments and provide for library.
 The administrator employs librarians and gives them schedule of work.
 Administrator of library control over the whole library activities
 Documentation manager categorizes reference books and research books and
puts then at provide places.
 Camera controls each activity of students in the library.
 Vice administrator control work of camera of library
 Vice administrator controls the works of members of library and problems
happen in the library and transfer the case to the head of library.
 Attendant checks the attendance of librarians.
 Check point checks the clothing and materials at the hand of student at the
gate of library when student enters and leaves library.
 Students go to library, give their ID card take a book, read the book and return
it after certain time.
 Librarians give service for students according to their working schedule.
 Students sometimes borrow some books from library for certain time.
 Newspapers, magazines and other written materials are provided at predict
table.

Business rule
As a rule of Haramaya University library management system:

 Student can borrow book for 12-15 days

 All library members can borrow book for 30 days.

 Student must have bucket card to borrow the book and to take the book out of
campus compound.

Some online library system business rules are:-

• Every student must have account to use the system.

• Each student can have only one account.

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 • Administrator account can be opened once.

• Students if out of the member cannot be access the system.

• In order to secure the online library system all members of system must have
username and password.

Proposed system

The proposed system will perform different tasks such as:

❖ The system changes existing manual system to online library system.

❖ The system minimizes data redundancy by using database.

❖ The system can minimize loose of data and loss of time.

❖ The system reduces workload of librarians.

❖ The system helps Student to access library from any place, any time.

❖ The system will reduce the cost.

1.7 Data Flow Diagrams for Library Management System

Data Flow Diagrams (DFDs) are used to visually represent the data flow within a
system. They illustrate how data moves between processes, external entities, and data
stores. This document presents the DFD levels for a library management system,
starting with the high-level context diagram and progressively detailing the system's
functionality.

Level 0 DFD: Context Diagram for Library System

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Description: This diagram shows the library system as a single process interacting
with external entities. The system receives book requests from students, retrieves
books from the shelves, and displays book information.

Level 1 DFD: Library Management System Processes

Description: This diagram breaks down the library system into two main processes:
"Delivery of Book" and "Search by Topic." The "Delivery of Book" process handles
book requests and retrieves books from the shelves. The "Search by Topic" process
allows students to search for books based on a specific topic.

Level 2 DFD: Detail of "Delivery of Book" Process

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Description: This diagram further details the "Delivery of Book" process, showing its
sub-processes: "Get Book," "Find Book Position," and "Updated List of Borrowed
Books." The "Get Book" process retrieves the book from the shelves and gathers book
information. The "Find Book Position" process determines the book's location. The
"Updated List of Borrowed Books" process updates the list of borrowed books and
displays the requested book information.
Conclusion:
This document has presented the DFD levels for a library managemenet system,
providing a comprehensive understanding of its data flow and functionality. These
diagrams are essential tools for analyzing system behavior, identifying data
dependencies, and improving system design.

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 CHAPTER 2
2.1 Database Design for Library Management
System
Database design is the process of creating a detailed data model of a database. It
involves defining the structure of the database, including tables, columns,
relationships, constraints, and data types. The goal of database design is to organize
and store data efficiently, accurately, and securely to meet the requirements of an
application or system.

2.2 Conceptual E-R Data Model

This model represents the entities and relationships within the library system. It
provides a high-level understanding of the data structures and their connections.
An Entity-Relationship Diagram (ERD) for a library management system typically
includes entities such as Books, student(reader), staff, , Librarians, publisher and
more.
Entities:
Student: Represents a user of the library. Attributes include Student ID, Name,
Library Card Number, etc.
Book: Represents a book in the library. Attributes include ISBN, Title, Author,
Publisher, Publication Date, Shelf Number, etc.
Staff: Represents a staff in the library. Attribute include name, staff_id.
Publisher: Represents a staff in the library. Attribute include, publisher name,
yearofpublication, publisher id.
Relationships:
A student can borrow many books: One-to-many relationship between Student and
Book.
A book can be borrowed by many students: Many-to-one relationship between Book
and Student.

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2.2.1 ER Diagram:

2. 3 Logical Database Design

Logical Database Design for Library management System
This section translates the conceptual E-R model into relational tables, defining the
columns and data types for each table.

STUDENT TABLE:

Student ID Name Library Card Number

1 Cala 123

2 Abdi 987

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 3 Abdu 111

BOOK TABLE:

Publication Shelf
ISBN Title Author Publisher
Date Number
The Hitchhiker's Guide Douglas Pan
978-014 1979-05-12 A2-B3
to the Galaxy Adams Macmillan
Jane Penguin
978-034 Pride and Prejudice 1813-01-28 C1-D2
Austen Books
Harper
978-006 To Kill a Mockingbird HarperCollins 1960-07-11 E4-F5
Lee

2.4 Normalization (Example: Book Table)

Normalization is the process of organizing data in a database efficiently. This process
involves structuring a relational database in a way that reduces redundancy and
dependency by dividing large tables into smaller ones and defining relationships
between them. The main goal of normalization is to eliminate data anomalies and
ensure data integrity.

There are different normal forms that define the levels of normalization, such as:

 First Normal Form (1NF): Ensures that each column in a table contains atomic
values and there are no repeating groups of columns.
 Second Normal Form (2NF): In addition to meeting 1NF requirements, all
columns in the table must depend on the table's primary key.

 Third Normal Form (3NF): Must meet 2NF requirements and no transitive
dependencies are allowed. This means that non-key columns should not
depend on other non-key columns.
Description: This section demonstrates the normalization process for the Book table,
ensuring data consistency and reducing redundancy.
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First Normal Form (1NF):
The Book table is already in 1NF as it doesn't have repeating groups and each column
has a single value.
Second Normal Form (2NF):
The Book table is already in 2NF as all non-key attributes depend on the entire
primary key.
Third Normal Form (3NF):
The Book table is already in 3NF as there are no transitive dependencies.

2.5 Relational Tables

Relational Tables for Library System
This section presents the final relational tables, forming the foundation of the library
system database.
Student Table: (as defined in Logical Database Design)
Book Table: (as defined in Logical Database Design)
Additional Considerations:
Borrowing History: To track borrowing history, a separate table called "Borrowing
History" could be added with columns like BorrowerID, BookISBN, BorrowDate,
DueDate, ReturnDate.

BorrowerID BookISBN BorrowDate DueDate ReturnDate

1 978-014 2023-10-26 2023-11-09 2023-11-02

Book Availability: A column "Available" could be added to the Book table

to indicate whether a book is currently available for borrowing.

Publication Shelf
ISBN Title Author Publisher Available
Date Number
The
978- Hitchhiker's Douglas Pan 1979-05-
A2-B3 Yes
014 Guide to the Adams Macmillan 12
Galaxy

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Author/Title Search: Indexes on the Author and Title columns in the Book
table could be created to support efficient searching.
CHAPTER 3

3.1 Object-oriented analysis and design (OOAD)

3.1.1 System Design Purpose and Goals

Purpose and goal:
Purpose: The purpose of the system of the system is to streamline the
process of student registration, making it more efficient, accurate, and
user-friendly.
Goal:

 Reduce manual paperwork and administrative overhead.

 Provide students with easy access to course information and
registration.
 Improve accuracy and consistency in student records.
 Enhance the overall registration experience for students and
administrative staff.

Current software Architecture: The current architecture might consist

of a combination of manual processes, paper-based forms, and possibly
some standalone software applications for managing student records.

Proposed software Architecture: The proposed architecture would

involve developing a centralized web-based application accessible to both
students and administrative staff. This application would integrate various
functionalities such as course catalog management, registration,
enrollment verification, and reporting.

3.2 User Interface Design:

Haramaya university library & Information Services is increasingly
becoming digital conscious. We launch a digitization project called “HU-

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LIB-DIG” designed to digitize our University archival collections in
response to the global information exchange and for wide outreach.

The project will offer a solution for the loss of documents especially in
human resource documents, legal documents, letters and other strategic
documents. It is also a way of preserving aging materials that could have
otherwise gone into extinction. It further signifies the university hidden
historical events and communications. When digitized materials are put
on the web, they tend to increase the university’s visibility as the users all
over the world access the materials. The library has integrated digitization
machines and Digital archival software.

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Available Library branches with their hosting capacities at a time

No Name of the Library Number of seats

1 Main Library 2759

2 School of Graduate Students Library 514

3 Female Students Library 946

4 College of Law and Social Sciences Library 916

5 Haramaya Institute of Technology Library 714

6 Haramaya Institute of Technology Library (New) 325

7 Veterinary Medicine Library 714

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 8 Veterinary Medicine Library (New) 250

9 Sport Science Academy (New) 250

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3.3 Use Case Diagram:

Actors:
 Administrator
 Librarian
 Student

Use cases:

 Create account
 Log in
 Upload book
 Download book
 Search book
 Modify book
 Delete book
 Add information
 Edit information
 Give suggestion
 Edit profile
 Identify book for updating
 Log out
 Delete account

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 Create
account

Download Upload
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Edit profile

Use case description of create account

Use case name Create account

actor Administrator, librarian and student
description This use case helps administrator, librarian and
student to create account
Pre-condition The Haramaya university online library system
website must exist
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 Post condition Account will be created
Basic course of action Actor action System response
1: this use case starts 2: the system displays
when user clicks on choose account type
create account on web option page.
page. 4: the system displays
3: Users choose form of chosen
account type. account.
5: user fills information 6: system validates
and clicks create. user.
8: user inserts the 7: the system sends
confirmation code. confirmation code.
10: use case ends. 9: the system stores
account on account
table.

Alternative course of 6.1: the system displays “the account cannot be

action created” if the administrator account was created
before.
6.2: the system displays “the account cannot be
created” if user is not member.

Use case description of log in

Use case name: Login

Actor: administrator, librarian and student
Description This use case allows the Administrator, librarian and student to
log in to the system
Precondition The login form is displayed on the screen
Post condition The administrator, librarian and student logged in to the system
and select tasks.
Basic course of action Actor action System response
1: this use case is initiated 2: system displays log in page.
when administrator, librarian 5: system validates log in against
or student clicks login button
account table in the database.
on web page.
3: user inserts name and 6: system displays personal
password. home page to the user.
4: user clicks ok.
7: use case ends.

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 alternative course of action 5.1: If the User name and password is not valid, send a
notification to the user to re-select user name and re-inter
password again.

Use case description of upload book

Use case name: upload book

Actor: administrator
Description This use case allows administrator to insert book.
Precondition The administrator must log in.
Post condition The administrator upload book.
Basic course of action Actor action System response
1: this use case starts 2: the system displays
when administrator upload page.
selects upload book 4: system stores book on
button on home page. book table and notifies
3: administrator inserts book is uploaded.
name and code of book
and click upload button.
5: use case ends.

Alternative course of 4.1: the system displays the unsuccessful message if

action the book is not uploaded.

Use case description of modify book

Use case name Modify book

actor Administrator
description This use case allows administrator to modify
book.
Pre-condition The administrator must log in.
Post condition Book is modified
Basic course of action Actor action System response
1: administrator clicks 2:system displays
modify button on home modify page
page. 4: system verifies
3: administrator inserts information.
book name and code 5: system searches
and click ok. book and return book
6: administrator on modify page.
modifies book and
clicks ok.
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 8:use case ends 7: system store
modified book on book
table.
Alternative course of 4.1:system displays “insert correct book name
action and code” if administrator did not write correct
book name and code

Use case description of search book

Use case name: Search book

Actor: Student
Description This use case helps students to search book.
Precondition Book must be uploaded.
Post condition Students get the book he or she want.
Basic course of action Actor action System response
1: student click search 2: system displays search
button on home page. engine.
3: student inserts name 4: system verifies
and code of the book information.
and clicks ok. 5: system searches book
6: student use or read from book table and
book. return to student on view
7: use case ends. book page.

Alternative course of 4.1: system displays “search other book message” if

action the book doesn’t exist.

Use case description of download book

Use case name: Download book

Actor: Student
Description This use case allows the Student to download
resources.
Precondition The Student should be valid user.
Post condition The Student downloads the book she/he needs.
Basic course of action Actor action System response
1: This use case starts 2: The system displays
when the student clicks
search engine.
download button on
home page. 4: system validates
information.
3: The Student inserts the
5: system searches book
book name and code with provided information

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 he/she wants to and return book on
download page.
download and click 7: The system process
submit button. downloading.
6 :The student click on 8: The system notifies the
download button download is completed.

9: Use case ends

Alternative course of 4.1: The system displays “insert correct information”
action if the book doesn’t exist.
7.1: The system notifies the download is failed if
download is not completed.

Use case description of edit profile

Use case name: Edit profile

Actor: Administrator, librarian and student
Description This use case allows administrator, librarian and
student to edit their personal profile.
Precondition The profile must exist
Post condition Administrator, librarian and student edit their profile.
Basic course of action Actor action System response
1: administrator, librarian 2: the system display user
or student clicks edit profile page.
profile button on home 4: system verifies edited
page. information.
3: the user edits 5: the system stores
information and clicks ok edited profile
button. information on profile
6: use case ends. table and displays
successful message.
Alternative course of 4.1: the system displays the message “enter
action information again” if user misses some information.
4.2: the system displays you can’t remove if user
removes essential information.

Use case description of log out

Use case name Log out

actor Administrator, librarian and student
description Help users to leave the page
Pre condition User must be logged in

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 Post condition User log out of system
Basic course of action Actor action System response
1:this use case starts 2:system returns back
when user clicks log to log in screen.
out button on current
page.
3:use case ends

3.4 Class Diagram:

A class diagram is a type of static structure diagram in the Unified Modeling
Language (UML) that represents the structure of a system by showing the classes of
the system, their attributes, methods, and relationships with other classes.

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3.5 Activity Diagram:
An activity diagram is a type of behavior diagram in the Unified Modeling Language
(UML) that represents the flow of control or the sequence of activities in a system.
Activity diagrams are used to model the dynamic aspects of a system, showing the
sequence of actions or steps that need to be performed to achieve a specific goal.

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28
3.6 Sequence Diagram:
A sequence diagram for a library management system would depict the interactions
and messages exchanged between different objects or components in the system to
carry out specific tasks related to managing the library's operations.

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END!

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