VEER NARMAD SOUTH GUJARAT

UNIVERSITY

SMT.R.P CHAUHAN ARTS AND SMT J.K SHAH &

SHRI K.D SHAH COMMERCE COLLAGE
VYARA- 394650

[LABRARY MANAGEMENT SYSTEM]

T.Y.B.COM

COMPUTER APPLICATION

YEAR 2025-26
 PREPARED BY :
NAME ROLL NO SEAT NO
BHARODIYA TITHI A. 02

JOSHI PRIYA D. 35

HADIYA MIRAL P. 34

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 INDEX

SR.NO. CONTENTS PAGE NO.

1 ACKNOWLEDGEMENT 4
2 LIBRARY PROJECT OVERVIEW 6
3 SOFTWARE OVERVIEW 8
 FRONT END :
 VISUAL BASIC OVERVIEW
 ADO(ACTIVEX DATA OBJECTS)
 DATA REPORT
 BACK END :
 MS ACCESS OVERVIEW
 DATA TYPE SUMMARY
4 SOFTWARE REQUREMENT SPECIFICATION (SRS) 14

 INTRODUCTION OF SRS
 OBJECTIVE SYSTEM
 ADVANTAGE OF SYSTEM
 FEASIBILITY STUDY
 REQUIREMENT GETHERING
 OVERALL DESCRIPTION
 SYSTEM FEATURES

p5 HARDWERE & SOFTWARE REQUIREMENT 20

 HARDWARE REQUIREMENT
 SOFTWARE REQUIREMENT

6 ADVANTAGES 22
7 DFD 25
8 ER DIAGRAM 28
9 DATA DICTIONARY 30
10 PROCESS SPECIFICATION 35
11 TABLE DESIGN 42

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 ACKNOWLEGEMENT

We are extremely grateful and remain indebted to our guide Mrs.

Pankita Desai & Miss Sangita Pawar for being a source of inspiration for his constant
support in the Design, implementation and Evaluation of the project. We are thankful
to them for their constant constructive criticism and invaluable suggestion, which
benefited us a lot while development the project on "LIBRARY MANAGEMENT
SYSTEM". She has been a constant source of inspiration and motivation for hard
work. Through this column, it would be our almost pleasure our warm thanks to her
for their encouragement cooperative and consent without which we mightn't be able
to accomplish this project.

We also express our gratitude to Miss Sangita Pawar for providing us

the infrastructure to carry out the project and to all staff members who were directly
and indirectly instrument in enabling to stay committed for the project.

Thank you.

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T.Y B.COM.COMPUTER APPLICATION 5
 LIBRARY PROJECT OVERVIEW

This project is called Library Management System. It is developed using

Visual Basic to help manage all the daily work of a library. In many libraries, records
are written in registers or notebooks, which takes a lot of time and may cause
mistakes. This project helps to store all the information on a computer so that the
work becomes easier, faster, and more accurate.

 With this system, the librarian can easily:

 Add new books to the database
 Update book details (title, author, publisher, quantity)
 Register students or members
 Issue books and record the issue date and return date
 Receive returned books and update records
 Check which books are available or already issued

The software also keeps the history of issued and returned books. This
helps in tracking if a student has returned the book on time or not. It also reduces
the chances of losing book records. This project saves time and effort, improves data
accuracy, and helps maintain better control over the library’s daily activities.
Whether it’s a school, college, or public library, this system is useful for any place
that needs efficient book management.

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 SOFTWARE OVERVIEW
1. FRONT END :
 Visual Basic Overview :

Visual Basic is a programming language developed by Microsoft. It is

used to create Windows-based applications with a graphical user interface (GUI). In
this project, Visual Basic is used to design the forms (windows) that the librarian will
use to add books, issue books, return books, and manage student records. Visual
Basic is user-friendly and supports drag-and-drop tools, which makes designing
forms quick and easy. It also supports database connections, which is useful for
storing and managing data in the library.

The Library Management System is developed using Visual Basic 6.0 as

the front-end and MS Access as the back-end database. This system uses the ADO
(ActiveX Data Objects) model to connect to the database, manage records, and
perform data operations. Visual Basic provides a user-friendly interface, which
makes it easier to design forms and manage controls.

 ADO (ActiveX Data Objects) :

 ADO is used to connect Visual Basic with the MS Access database.
 It allows easy handling of data such as adding, deleting, updating, and
retrieving records.
 The ADO control or code-based ADO connection is used to open database
connections and execute SQL queries.

 Data Report :

Data Report is a built-in tool in Visual Basic 6.0 used to create and display
printed reports. It allows the user to show information in a well-arranged format,
just like a printed page or bill. In the Library Management System, Data Reports help
the librarian to view and print important records like book lists, issued books, return
status, fine reports, etc.

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  Examples of Reports in This Project

1.Book List Report :

o Displays all books with Book ID, Name, Author, Publisher.

2.Issued Books Report :

o Shows which books are issued, to which member, and what date.

3.Return Report :

o Lists all returned books with return date and status.

4.Member Report :

o Shows a list of registered members with contact details.

5.Fine Report :

o Displays list of members who returned books late, along with the
fine amount.

2. BACK END :
 MS Access Overview:

MS Access is a database management system (DBMS) by Microsoft. It is

used to store data in tables. In this project, MS Access is used as the back-end
database where all the library records are saved. Microsoft Access is a popular and
user-friendly database management system used to store and manage data. In this
Library Management System project, MS Access is used as the back-end database,
where all the important information is stored in tables.

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 It allows easy handling of data such as adding, updating, deleting, and
searching for records. Access is a good choice for small to medium-sized projects
because it is simple to use, doesn't require complex setup, and works perfectly with
Visual Basic 6.0 using ADO (ActiveX Data Object).

 The data includes:

 Book details
 Student details
 Issue and return records

 Data Type Summary :

1. Text :
The Text data type is used to store a combination of letters, words,
numbers (as characters), and symbols. It is mainly used when the data is not
meant for calculations, but rather for displaying or identifying names, titles,
addresses, and other descriptive information.

In a Library Management System, the Text data type plays a very important
role in storing values such as book titles, author names, publisher names,
student or member names, user login names, addresses, and other similar
details

2. Number :
The Number data type is used to store numeric values such as book
quantity, roll number, book ID, fine amount, and other numerical data that
may be used for calculations or counting.

It is very important in a Library Management System, where numbers are

needed for keeping track of books, members, and transactions.

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 3. Date/Time :
The Date/Time data type is used to store any dates and times. It is
especially useful in the Library Management System to track when a book is
issued and when it is returned. This allows the program to automatically
calculate how many days a book was issued for and whether a fine should be
charged.

4. Yes/No (Boolean) :
The Boolean data type, which in MS Access is called Yes/No, is used to
store only two possible values – True or False. This is perfect for fields that
represent status, such as whether a book has been returned, whether a
member is active, or whether a user has admin rights. It makes it easy to
perform checks in the program using simple conditions like
 If returned = True Then...

5. Object :
In Visual Basic, the Object data type is a special type that can hold
references to other objects like forms, controls (e.g., buttons, textboxes),
database connections, reports, or even custom objects created by the
programmer. This makes it very flexible, because it can be used to work with
almost anything inside the application.
For example, if you want to control a form from another form, or pass
a reference to a TextBox, you can use the Object data type.

6. Variant :
A special VB data type that can store any kind of value (text, number,
date, etc.).It’s flexible but uses more memory.
Example: Dim value As Variant.

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 7. Integer :
The Integer data type is used to store whole numbers between -32,768
and 32,767. It is useful when the number is not expected to have decimals,
such as when storing the number of available books or a serial number. For
larger whole numbers, Visual Basic provides the Long data type, which can
store numbers in a much larger range.

8. Long :
The Long data type is used to store larger whole numbers than the
standard Integer type. While Integer can store values up to 32,767, Long can
hold much bigger numbers—up to 2,147,483,647. This makes it ideal for
storing data such as Book ID, Member ID, Transaction ID, or any field that may
require a unique number and could grow over time.

9. Double :
The Double data type is used to store numbers with decimal
points, also called floating-point numbers. It is helpful when precision is
important, such as when calculating fine amounts, book prices, discounts, or
average overdue days

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SOFTWARE REQUREMENT SPECIFICATION
(SRS)

1. INTRODUCTION :

1.1 Purpose :
This Library Management System (LMS) will help librarians manage
books and members in a digital way. Instead of writing in registers, the librarian
can add, delete, or update book and member records on the computer. The
system also helps in issuing and returning books, calculating late return fines,
and viewing reports.

1.2 Scope :
This project is built for use in schools, colleges, or public libraries.

 The system will:

- Store book and member details
- Keep track of book issue and return
- Calculate fines for late returns
- Show which books are available or issued
- Generate reports (like which book is issued to which member)

 Objectives of the System :

 To manage the library's day-to-day operations efficiently.
 To maintain records of books, students, and issued/returned books.
 To reduce manual work and improve accuracy.
 To generate reports like fine due, issued books, etc.
 To allow easy searching and tracking of books.

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 2. Advantages of the System :
 Easy to use and user-friendly interface.
 Reduces manual errors and paperwork.
 Saves time by automating the book issue/return process.
 Quick search for book availability.
 Secure storage of library data.
 Generates automatic reports for analysis.

 Need for Feasibility Study :-

Feasibility study is important to check if the project is practically possible and

beneficial. It helps to understand the technical, economic, and operational
aspects before development begins. A feasibility study is done before starting
the actual development of the system. Its main goal is to understand whether
the proposed system is practical, cost-effective, and useful.

3. Feasibility Study :
a) Technical Feasibility :

 Visual Basic is simple and easy to use.

 MS Access is compatible and easy to integrate.
 Runs smoothly on standard Windows systems.

b) Economic Feasibility :

 Low-cost development and deployment.

 No need for high-end hardware.
 Saves operational cost in long run.

c) Operational Feasibility :

 Easy to train staff or librarian.

 Useful in daily book issue/return tasks.
 Smooth operation once implemented.

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 4. Requirement Gathering :

a) Functional Requirements :
 Add/Edit/Delete book records
 Register new students
 Issue/Return books
 Calculate and manage fine
 Search for books or students
 Generate reports

b) Non-Functional Requirements :
 System should be password protected
 Fast and responsive UI
 Backup and restore facility
 Error handling and validation
 Compatible with Windows OS

5. OVERALL DESCRIPTION :

2.1 Product Perspective

This is a standalone software that works offline. The system will be installed
on a single computer. All data will be stored in MS Access. The software will use
forms, buttons, and menus for user interaction.

2.2 Main Features

- Add, update, or delete book records
- Register and manage members
- Issue and return books
- Auto calculate late return fine
- Search for books and members
- Generate reports (daily, monthly)

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 2.3 Users of the System
- Librarian: Full access
- Member: View book availability

6. SYSTEM FEATURES :

1. Book Management
- Add, update, delete books
- Assign unique ID/ISBN
- Check availability

2. Member Management
- Register member
- Edit/delete details
- View list of members

3. Book Issue / Return

- Select Book ID and Member ID
- Set issue and return dates
- Calculate fine automatically

4. Fine Calculation
Fine is calculated if the book is returned after the due date.
Example: ₹2 per day late.

5. Search and Reports

- Search by name, author, ID
- Generate book-wise, member-wise, and fine reports

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 7. INTERFACE REQUIREMENTS

1 User Interface (UI)

 Simple and clean design with menus and forms.

2 Hardware Interface
 Keyboard, Mouse, Printer (optional)

3 Software Interface
 Frontend: Visual Basic
Backend: MS Access Database

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HARDWARE AND SOFTWARE REQUREMENT

 Hardware Requirements :
Component Specification
Processor Intel Core i3 or higher
RAM 4 GB or higher

Storage 250 GB HDD / SSD

Monitor 15-inch or larger

Keyboard & Mouse Standard input devices

Network Router Wi-Fi or LAN Supported

 SOFTWARE REQUIREMENTS :
Component Specification
Operating System Windows 10 / 11
Development Tool Visual Basic

Database MS Access

Additional Tools MS Office, PDF Reader

Drivers Printer drivers

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 ADVANTAGES
 Advantages of Library Management System :
 Time Saving:
o The system automates common library tasks like issuing, returning, and
searching for books, reducing the time taken compared to manual
methods.

 Easy to Use:
o With a user-friendly interface, librarians and students can quickly learn
how to operate the system without advanced computer skills.

 Accurate Records:
o All transactions are recorded digitally, which minimizes human errors
that can occur in manual record-keeping.

 Quick Search Facility:

o Books, authors, or student records can be found instantly using the
search option, improving efficiency.

 Better Organization of Data:

o All book details, student records, and transactions are stored in one
place, making it easy to manage and update.

 Automatic Fine Calculation:

o The system calculates late fees automatically based on the return date,
avoiding manual errors.

 Report Generation:
o Librarians can generate daily, weekly, monthly, or yearly reports to keep
track of book issues, returns, and stock levels.

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  Data Security:
o Password protection and backup options ensure that only authorized
users can access and modify data.

 Scalability:
o The system can be upgraded in the future to support more features like
online book reservations or e-book management.

 Environment Friendly:
o Reduces the use of paper for maintaining records, contributing to eco-
friendly operations.

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 DFD FOR LIBRARY MANAGEMENT SYSTEM

1. Level 0 DFD :

2. Level 1 DFD :

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 3. Level 2 DFD :

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 ER diagram of Library Management System

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 DATA DICTIONARY
1. ISSUED BOOKS REPORT : 3
Name: Issued Books Report
Alias:None
Where Used / How Used:

 Input To: Reporting module

 Output: List of all issued books with details
Supplementary: It contains data of books currently issued to members
Content description: Shows Book ID, Book Name, Member ID, Member Name,
Issue Date, Due Date.

2. RETURNED BOOKS REPORT : 4

Name: Returned Books Report

Alias: Non
Where Used / How Used:

 Input To: Reporting module

 Output: List of all returned books
Supplementary: It contains data of books returned within the selected
period
Content description: Shows Book ID, Book Name, Member ID, Return Date,
Fine (if any).

3. FINE COLLECTION REPORT

Name: Fine Collection Report

Alias: None
Where Used / How Used:

 Input To: Accounts/Reporting module

 Output: Summary of fines collected from members
Supplementary: It contains daily, monthly, or yearly fine details
Content description: Shows Member ID, Member Name, Book ID, Fine Amount,
Date Collected.

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 4. BOOK STOCK REPORT : 1

Name: Book Stock Report

Alias: None
Where Used / How Used:

 Input To: Inventory/Reporting module

 Output: Current availability of books in the library
Supplementary: It contains data on total and available stock
Content description: Shows Book ID, Book Name, Author, Category, Quantity,
Available Stock.

5. MEMBER REPORT : 2

Name: Member Report

Alias: None
Where Used / How Used:

 Input To: Membership module

 Output: List of registered library members
Supplementary: It contains personal and membership details of members
Content description: Shows Member ID, Name, Age, Address, Phone, Email,
Membership Date.

6. OVERDUE BOOK REPORT

Name: Overdue Book Report

Alias: None
Where Used / How Used:

 Input To: Reporting/Notification module

 Output: List of books not returned within the due date
Supplementary: It contains overdue details for follow-up
Content description: Shows Book ID, Book Name, Member ID, Due Date, Days
Overdue, Fine.

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 7. BOOK PURCHASE REPORT

Name: Book Purchase Report

Alias: None
Where Used / How Used:

 Input To: Inventory management

 Output: Details of books purchased for the library
Supplementary: Tracks purchase history and supplier details
Content description: Shows Purchase Date, Book ID, Title, Author, Supplier Name,
Quantity, Price.

8. BOOK CATEGORY REPORT

Name: Book Category Report

Alias: None
Where Used / How Used:

 Input To: Reporting module

 Output: Summary of books grouped by category
Supplementary: Helps in analyzing subject-wise availability
Content description: Shows Category Name, Number of Books, Total Quantity,
Available Quantity.

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 PROCESS SPECIFICATION
 BooK Registration :

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  Book Issue :

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  Book Return :

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  Book Stock :

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  Member Report :

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  Book reservation Report :

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 TABLE DESIGN
BOOK TABLE:

FIELD NAME DATA TYPE SIZE

BOOK_NO INT 10

TITLE CHAR 50

AUTHOR CHAR 30

PUBLISHER CHAR 30

CATEGORY CHAR 20

PRICE INT 10

COPIES_TOTAL INT 5

 ISSUE TABLE :

FIELD NAME DATA TYPE SIZE

ISSUE_ID INT 10

BOOK_NO INT 10

MEMBER_ID INT 10

ISSUE_DATE DATE/TIME 10

DUE_DATE DATE/TIME 10

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 RETURN_DATE DATE/TIME 10

FINE_AMOUNT INT 10

 RETURN TABLE :

FIELD NAME DATA TYPE SIZE

RETURN_ID INT 10

ISSUE_ID INT 10

BOOK_NO INT 10

MEMBER_ID INT 10

RETURN_DATE DATE/TIME 10

FINE_AMOUNT INT 10

 BOOK RESERVATION TABLE :

FIELD NAME DATA TYPE SIZE

RESERVATION_ID INT 10

BOOK_NO INT 10

MEMBER_ID INT 10

RESERVE_DATE DATE/TIME 10

STATUS CHAR 15

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  MEMBER REPORT TABLE :

FIELD NAME DATA TYPE SIZE

REPORT_ID INT 10

MEMBER_ID INT 10

NAME CHAR 25

TOTAL_BOOKS_ISSUED INT 5

TOTAL_BOOKS_RETURNED INT 5

TOTAL_FINE INT 10

 BOOK STOCK REPORT TABLE :

FIELD NAME DATA TYPE SIZE

STOCK_ID INT 10

BOOK_NO INT 10

TITLE CHAR 50

AUTHOR CHAR 30

COPIES_TOTAL INT 5

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 COPIES_AVAILABLE INT 5

COPIES_ISSUED INT 5

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