Chapter 2

2. Requirement Elicitation

2.1 Introduction
In this chapter we will discuss and analyses about developing process of library
management system including Requirements elicitation is the practice of collecting the
requirements of a system from users, customers and other stakeholders to solve a problem
or issues and achieve an objective. It is usually the first part of any software production
needed by the user to solve a problem or achieve an objective. A requirement gathering is
an essential part of any project and project management. Understanding fully what a
project will deliver is critical to its success.

2.2 Existing System description

The existing library system it have three categories or sub departments. Sowe can describe
the existing system based on the classification of the following categories.

1. Accusationsection

In this department the main activates done is identifying the books that come from
different places by Gift, by Buying, by production, given by participation, so and so on and
record them. After that make stamp, book number and reservation code is given. Finally
the book transfers to technical department.

The main activities performed by each department are:

Accusation section

 Identifying the newly arrived books (i.e. by Gift, by Buying, by production, given by
participation, and so on) and then record them (NB: what is the name of this
document?????).
 And then make stamp, give book number and reservation code.
 Finally transfer the book in to technical department.
 Add more statements………………………………………………..

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 Catalog (technical) section

 Assign code number for all books

 Attach a pocket at the back of each book that describes the book title, author
name…. (NB: write all that apply).
 Giving catalog card for each book based on the Title, Subject and Author.
 Add more statements………………………………………………..

Circulation (stack) section

 Making available resource for end users in different manner (different manner:
explain…).
 Communication with end user (borrow the book from the library…..).
 Documenting the book borrowing and returning process. The student can borrow a
resource from the library for activities like: doing their final project, research and
also some mini projects.
 Setting constraints on periodical resource. For instance, making news paper
available only for one or two weeks because they are updated in new manner.
 Arranging resources. For instance, books are available in the desk if and only if
more than five copy of the book is found, unless they didn’t part in the reserve desk.
 Add more statements………………………………………………..

2. Catalog (technical) section

In this technical section the workers done pre-reading part before to get the full access in
circulation class. After done this pre-reading it assign code number for all books.In
addition to that they attach pocket at the back of each book that describe to identify the

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book. Other activity done in this section is giving catalog card for each book in three
different manners. These are by Title, Subject and Author.

3.Circulation (stack) section

In this part it will done many activities that to give the access for end user in different
manner. This section also have a direct communication with end user because the final
activities done. The activities that done in this class are borrowing book for long time. This
means some user that haspermission to borrow the book from the library. The second
activities done in this class is documentation part. In this activities students get referral for
doing their final project, research and also some mini projects. They get rare books that
has not put in reserve desk, also get resources that has not published in this time. The third
task that is engaged in this class is giving periodical resources for end user like newspaper,
magazine and also other. This periodical resource available for only one or two weeks
because they are updated in new manner. The forth one is giving reference resources for
the customers like dictionary, encyclopedia and other available references. The final
service gives this section is reserve desk which means students get available books in
short period of time like for an hour but they didn’t take outside of the library. Books are
available in this desk if only greater than five or putting copy of each book unless they
didn’t part in the reserve desk.

Generally as we know the manual work is quite tedious an since the existing library
system is manual where the librarians is to process everything manually from organizing
the book in accusation section and place in the right shelf to stack section retrieve theme
by the library visitorsit is the vast process.

2.3. Business rule

Business rule is statement that expresses some aspects of the business. It intended to
assert business structure or to control the behavior of the business. It describes the
operations, definitions and constraints that apply to an organization in achieve its goal.

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The format consists of three things that is name of the business rule, identifier and
description. Here we are try to specify the major business rule the existing system should
follows:-

Name Employees responsible to give services

Identifier BR1
Description Eachemployee must be responsible for each task that is given
for them to satisfy the need of the end user.
Table 2.1 business rule of employee responsibility.

Name A user should be a member to take pocket card

Identifier RU2
Description Students should be member of library in order to get the
pocket card.
Table 2. 2 business rule of user must be a member to take pocket card.

Name A user should have a pocket card to get Borrow service

Identifier RU3
Description User must take pocket card in order to borrow resources
from the library unless they didn’t get the materials to
borrow.
Table 2. 3 business rule of user should have a pocket card.

Name The workers should check user’s type

Identifier RU4
Description The workers identify the end user to give the services
available for each user because there are different priorities
to get the service.
Table 2. 4 business rule of workers should check user’s type.

Name The worker should fill necessary information on the

pocket card.
Identifier RU5
Description The works fill the name of the book, user name, id number and
fill taking date and returning date on the pocket card before
giving the book.
Table 2. 5 business rule of worker should fill necessary information.

Name The user should return the item on time.

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 Identifier RU6
Description The user must return the item with the given date unless they
should be punished accordingly the situation.

Table 2. 6 business rule of user return the items on time.

Name The worker should check the item and return date.
Identifier RU7
Description After the user return the book the workers should check the
item and at what date it will return.
Table 2. 7 business rule of worker should check the item and return date

Name The user should be a member of dire dawa university.

Identifier RU8
Description In order to get available services from the library the user must
be member of Dire Dawa university.
Table 2. 8 business rule of user must be a member of dire dawa university.

Name The user should have an identification card to get reserve

desk service.
Identifier RU9
Description The user should have identification card in their hand in order
to get access from reserve shelf that is available books for end
user.
Table 2. 9 business rule of user should have an identification card.

Name The user should input the necessary information in

reserve card.
Identifier RU10
Description The user should fill id number, date, taking and returning
time and signature in reserve card to take the book from the
reserved desk.
Table 2.10 business rule of user should input necessary information in reserve card.

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 Name On return time the worker should return user’s
identification card.
Identifier RU11
Description After receiving the book from user the workers must give
identification card to the user.

Table 2.21 business rule of on return time the worker should return user’s
identification card.

2.4. Advantage of the existing system

Even if the existing library management system of DDU running manually it has its own
strength, its strengths must be preserved to enhance the new system. The following strengths are
outlined to be preserved in the automated system.

 For each new coming books there is a unique book Identification number
 All book borrowing and returning process is documented using forms
 Books are arranged by Title, Subject and Author, which makes searching of records
simple and easy
 Add more statements…………………………………………………

The existing system of the DDU library system use manual system this means its not
systematically computerized way even though it give different service for the end user.
The main service that given by the existing system are listed below:

 Students can get reserved book service

 Its possible borrowing books for those who have pocket card
 Registering new books by classifying in department
 Maintaining old books
 Discarding the books which are damaged

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2.5 Drawback of the existing system
The current library system has a lot of drawback which are not satisfy the need of users
because of manual system way to give service. it doesn’t fulfill the satisfaction of the user
when compared to other universities library service. So, we listed the draw drawback that
limit the satisfaction of the user in order to get the service are
 The first problem is that students couldn’t get enough number of reference books in
the library.
 The students will waste their time to get the book by waiting until the book is
returned taken by others especially during examination date is arrived.
 Because of the above problems the students are forced to stick on their exercise
book and their hand out. Therefore, the existing system service is not satisfying the
users need.
 It’s difficult for the end user to search the place where the book is found
 Because of manual system employees in the library they didn’t get the exact result
within the appropriate time in case of borrowing books reason its written by
different employees.

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2.5. Drawback of the existing system
In order to identify the problem of the existing system we have used the PIECES frame work. The
problems identified are presented below:-

2.5.1. Performance related problem

Performance related problem can be measured using two broad categories of performance
measurement. These are throughput and response time of different processes in the existing system.

For instance, to borrow books: - Circulation departments must request pocket ID and then search the
presence and existence of the requested books in the catalog. Every request requires a lot of process to
be performed. There is no way that that the user is informed about the availability of the book in the
library before going to the library and before the librarians will search it manually in the catalog. This
involves some redundant and bulk item information to be processed. Therefore, it is easy to predict the
response time and the number of users which will be served per day. According, the current system
throughput and response time is low.

Returning books:…..write it in similar way…..

Add more… processes

2.5.2. Information related problem

Information related problems can be measured with respect to input and output information of the
existing system.

2.5.2.1. Output related problems

 Lack of relevant information in timely reports generated by the Accusation department
 No standard method of generating reports.
 …..ADD MORE…………………..

2.5.2.2. Input retaliated Problem

 All information that must be captured by the current system performed manually which threat
human error may occur, and also unneeded data when input the information. …..ADD
MORE…………………..

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2.5.3. Control and Security problem
 The current system handles all the patient related records in file cabinet which means regularly
all employees have access to records. Due to little security control an authorized workers are
capable to access and modify the record (specifically book borrowing and returning
information). ADD More like taking pocket of some one……….

2.5.4. Efficiency related problem

 Employees waste their time due to redundantly (unneeded) input data’s when receiving order
for books which was not found in the library. The use of several forms and copies in the record
keeping will acquire additional material cost. ADD More…………

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2.6 Proposed Solution
We proposed the following three main systems for the solution for the existing system
problem:-

Taking what we obtained from the Section 2.6 and 2.6 and review of the related work, we
propose the following three main systems for the solution for the existing system problem:-

 Developing software in the form of standalone system:-This allows to work with

LMS system directly without applying web browser on basis of Windows operation
system. This means make some window application that does not require a
connection to any other computer for it to share programs and data.
 Developing software makes networked system: interconnect the system with
other external libraries for resource and experience sharing.
 Developing web based system. : The term Web-Based system refers to those
applications or services that are resident on a server that is accessible using a Web
browser and available for any user.

2.7 Preferred solution

From the above proposed solutions that are listed above we choose Web based
application as the preferred software because of the following reasons.

Some of the advantages of web based application are:

Cross platform compatibility

Most web based applications are far more compatible across platforms than traditional installed
software. Typically the minimum requirement would be a web browser of which there are many.
(Internet Explorer Firefox, Netscape to name but a few). These web browsers are available for a
multitude of operating systems and so whether you use Windows, Linux or Mac OS you can still
run the web application.

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More manageable

Web based systems need only be installed on the server placing minimal requirements on the end
user workstation. This makes maintaining and updating the system much simpler as usually it
can all be done on the server. Any client updates can be deployed via the web server with
relative ease.

Highly deployable

Due to the manageability and cross platform support deploying web applications to the end user
is far easier. They are also ideal where bandwidth is limited and the system and data is remote to
the user. At their most deployable you simply need to send the user a website address to log in to
and provide them with internet access.

Reduced cost

Web based applications can dramatically lower costs due to reduced support and maintenance,
lower requirements on the end user system and simplified architecture.

Secure data

Typically in larger more complex systems data is stored and moved around separate systems and
data sources. In web based systems these systems and processes can often be consolidated
reducing the need to move data around. Web based applications also provide an added layer of
security by removing the need for the user to have access to the data and back end servers.2.8

2.8 Domain modeling with CRC card

CRC is the first concept of modeling in Object Oriented paradigm. It is needed when a class has
responsibilities to fulfill but has no enough information, so that it needs to collaborate with other
classes.

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 book<<entity>>

-Book title
-Author name
Librarian
-Subject
Teacher
-Edition date
Student
Manager

student<<actor>> manager<<actor>>
-First name -First name
-Last-named -Last name
-stud_id Librarian -Sex manager
-Department student
-Sex Update();
-year Delete();
Borrowing book(); Add();
Reserve book(); Search();
Return book(); Manage employee();
View information();

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 Teacher<<actor>>
librarian<<actor>>
-First name
-Book title
-First name -Last name
-Last name -Tech_id Librarian
-Phon_no Librarian
-Sex -Department teacher
Teacher
-Salary -Sex
-Position Student
Manager
-Request(); Borrowing book();
-Give service(); Reserve book();
Return book();

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2.9 Essential usecase diagram

Essential use case diagram is a diagram that describes how external entities will use the system.
And show each interaction that occurs between an actor and system. A use case illustrates a unit
of functionality provided by the system. The main purpose of the use case diagram is to help
development teams visualize the functional requirements of a system, Essential use cases are
often used to explore usage-based requirements.

Figure2.1: - Essential usecase diagram

Borrowing item

Reserve book

User Return book Administrator

Give order

Register book

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 Manage employee

Librarians
Register employee

Generate report
2.10 Essential usecase documentation

Usecase name Borrowing book

Description user can borrow available books from the library

Identifier UC#1
Actor User
Pre condition The user must have pocket card.
Basic course of 1. First show pocket card.
action
2. Searching what they want.

3. Fill the form

4. Get the book

5. End use case.
Table 2.10 Borrowing book usecase.

Usecase name Reserve book

Description The user can use reserved books from the shelf.
Identifier UC#2
Actor User
Pre-condition The user must have identification card
Basic course of 1. A user asks the book he went.
action 2. If it is available fill the form and give identification card.
3. Take the book

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 4. End use case.
Table 2.11Reserve book usecase.

Usecase name Return book

Description The user should return after using the book

Identifier UC#3
Actor User
Pre-condition The user must first borrow the book.
Basic course of 1. A user show the book to the librarian
action 2. Return the book and take the ID.
3. End use case.
Table 2.12Return book usecase.

Use case name Give order

After receiving the book from the store the librarian order the book
Description
accordingly their department.
Identifier UC#4
Actor Librarian
Pre-condition The book must be available.
Basic course of 1. Take the book from the store
action 2. Attach a pocket that describe about the book shortly.
3. Order the book by department.
4. End use case.
Table 2.13Give orderusecase.

Usecase name Registering book

Registering or adding a book detail into the system database.
Description
Identifier UC#5

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 Actor Librarian
Pre-condition The book must be available.
Basic course of 1. Login
action 2. Open book form.
3. Insert the detail of book.
4. Register
5. End use case.
Table 2.14Registering book usecase.

Use case name Manage employee

Ordering or managing the workers of the library.
Description
Identifier UC#6
Actor Manager
Pre-condition The employee must be member in the library.
Basic course of 1. The manager must now the task of each employee
action 2. Ordering accordingly their task.
3. End use case.
Table 2.14Manage employee usecase.

Usecase name Registering employee

Description Registering or inserting the employee information in detail.

Identifier UC#7
Actor Manager.
Pre-condition The employee should be available in that place.
Basic course of 1. The Manager enters the necessary information about the new
action employee that will be added.
2. Save the entry.
3. End use case.
Table 2.14Registering employee usecase.

Usecase name Generate report

Description Giving or generating a report to manager about the whole item

Identifier UC#8
Actor Librarian.
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 Pre-condition There should be a task that is given.
Basic course of 1. Give the overall summary of tasks that are performed.
action 2. Generate a report by dividing each task accordingly
3. End use case.
Table 2.14Generate reportusecase.

2.11 Essential User Interface Prototype

It models user interface requirements, requirements that are evolved through analysis and
design to result in the final user interface for our system.

DIRE- DAWA UNIVERSITY

LIBRARY AND INFORMATION SERVICE

REF. NO------------------
DATE---------------------

LOAN REQUEST FORM

This is to certify that: -

Mr./Mrs. _____________________________________ ID No _______________ whose occupation is
________________________________ requires borrowing DDU Library and Information service
material (reserved or materials not allowed out of library use).
Call no ____________________________,
Title __________________________________________________________________
Author _____________________________________________, Ed._________________, and Accession n o
___________________________
Book type ___________________________________________________
To offer a course entitled _____________________________________________,
Course no _______________, academic year _______________, for semester _________.
School and department/School ___________________________________________
Department/School Head name _______________________Sign __________Date__________
To be filled by the library

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I [___________________________Sign__________] certify that she/he is not borrowed the specified
same material currently.
With regards
NB: THIS MATERIAL SHOLUD BE RETURNED AFTER THE END OF THIS SEMESTER

Pocket

DIRE DAWA UNIVERSTY

STUDENT AND STAFF POCKET FORM

NameAttention

Dep’t For who use other person’s pocket

without

ID Noyear prejudice will not give any library service.

Lib ID Code

This library card is valid until-------------

DIRE DAWA UNIVERSTY

LIBRARY& INFORMATION SERVICES

DIRE- DAWA UNIVERSITY LIBRARY

FILE TO LIBRARY FORM
Name ID
Faculty /Department Year
Faculty Member Student Staff
Telephone Place

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I agree to abide by rules and regulations of the Dire Dawa University Library I have Receive

Book Pockets

Date Signed

DIRE DAWA UNIVERSITY LIBRARIES

MEMBERSHIP CARD FORM

ACADEMIC YEAR: _______________

BRANCH LIBRARY: ______________

NAME: ___________________________________________ ID NO: ____________

YEAR: ____

FACULTY/DEPT/SCHOOL/OFFICE: ___________/___________________

STATUS: __ACADEMIC STAFF__ REG. STUDENT__ EXT. STUDENT__

ADMMINISTRATIVE STAFF__ OTHERS
ADDRESS: TELEPHONE: (Off.) _________________ P.O.BOX: _________________
(Home): _______________ E-MAIL: __________________

I AGREE TO ABIDE BY THE RULES & REGULATIONS OF DIRE DAWA UNIVERSITY

LIBRARIES FOR VOLUNTARY SERVICE.
DATE: ____________SIGNITURE: ___________

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BY LIBRARY
NAME: ____________________________DATE: ____________SIGNITURE: ___________
REMARK (IFANY):
______________________________________________________________
REF.NO__________

DATE _________

DIRE DAWA UNIVERSITY LIBRARY

TEMPORARY ID CARD FORM

THIS IS TO CERTIFY THAT

NAME ____________________________ ID NO____________IS PROVIDED THAT

SHE/HE HAS THE RIGHT TO USE OUR SYSTEM FROM DATE ________TO ____.

DIRE DAWA UNIVERSITY LIBRARY

BORROWERS CARD FORM

TITLE

AUTHOR CALL NUMBER

ED

ACC/COPY N0.

No Name Sign Date

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 DIRE DAWA UNIVERSITY LIBRARY

RESERVE LOAN CARD FORM

CALL NO:

AUTHOR:

TITLE:

ED: YEAR OF PUPLICATION:

COPY/ACC.NO:

DATE USER’S TIME RETURN USER’S

ID NO. ISSUED TIME SIGN

///////THE END///////////////////////

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