LIBRARY AUTOMATION

SYSTEM
 CONTENTS

1. Project: An Introduction

 Summary

 Need of Project

2. Objective

3. Requirement Analysis

4. Hardware and Software Specifications

5. A Word About Visual Basic

6. Existing System

7. Work Done During the Project

8. Design

9. Data Flow Diagrams

10. Project Layout

11. Database

12. Benefits

13. Further Improvement

14. Coding

15. Bibliography
 INTRODUCTION

SUMMARY

LIBRARY automation SYSTEM is software, which replaces the existing manual

system into computerized format.

The screen of our project given as under-

“LIBRARY AUTOMATION SYSTEM”

The project is handled to me during my B.Tech VIIth Sem. was to LIBRARY

automation SYSTEM. So, this project is for issuing of card developed in visual

basic 6.0, with MS Access at the back end. It is an attempt to retrieve the burden of

manual system by providing a user & manager with user friendly, fully automated

and a secure system.

In the initial stage of my project I was to properly understand the concept of V.B

6.0 and proper scheduling which was done with the help of my coordinator. I was

very deeply made to analyze about the project and at many times I was given

sufficient lecture about the project.

 NEED OF PROJECT

1. Time saving: - Using computers can save a lot of time. This is possible,

as computers are fast, efficient and more accurate as compared to

human beings.

2. Quick Reports: - A computerized system can help on generating different

types of reports. This can be done easily by merely pressing few keys.

Reports can be easily obtained at the spur of the moment unlike a

manual system.

3. Much More Details Available: - A large amount of details can be

obtained easily in a computerized system which otherwise can’t be

available in a manual system.

4. Efficient and accurate: - Computerization will increase the efficiency and

accuracy of the telephone department in maintains telephone directory.

5. Faster and Easier Data Retrieval: - By using computerized system data

can be retrieved at much faster pace. Old records can be located

immediately and easily.

6. Economical: - Due to computerization more accurate functioning can be

obtained as compared to manual systems in long term.

7. Decreased Number of People: - Computerization will decrease

manpower dependence. It will decrease the number of people required

for purchasing & selling goods.

 PROCESS DESCRIPTION

The LIBRARY automation SYSTEM is designed & developed for a

receipt and issuance of books in the library along with the student’s details.

The books received in the library are entered in Books Entry form and the new

student is entered in the student entry form. When the student wants to get the

desired book the same is issued on the availability basis to the student. The

issuance and due date for the returning of the book is also entered into the

Book Issue form under third menu Book Issue. The student has to pay the fine

if any on the basis of no. of days delayed deposit of the book in the library.
OBJECTIVES
Visual Basic has following objectives:

1. Provide facility to spend more time on mastering the application and less

time worrying about which keystrokes to what within menu and dialog

boxes

2. To provide programmer to have long had mixed feelings about LIBRARY

automation SYSTEM.

3. The objectives is to remove the headache of the programmer that what the

mouse was doing, where the user was inside a menu, and whether he

or she was clicking or double clicking at a given place.

4. To provide perfect programming environment.

5. It helps us to create effective and robust application packed with

impressive outlook in minimum time.

6. The main objective of Visual Basic is to provide an integrated development

environment IDE.

7. Another objective is to provide graphics programming.

DIGRAMMATIC REPRESTATION OF SDLC

Impetus
for
change

Recognition of
need

Feasibility
study

Analysis

Design

Implementation

Post-implementation

Maintenance
 Organization Sources of Environment based
based system ideas

Organization Govt. rules

and regulation

Impetus
for Consumers
Top Management change

Union

Recognition of
User need Competition

Feasibility
study
System Analyst

Analysis

Design

Implementation

Post-implementation

Maintenance

STEPS IN SYSTEM DESIGN:

 1
Detailed system
documentation

Out of
design

Design submitted
Input design for approval Cost
justification

File design

Design No Abandon project

Processing accepte
design d?

Yes

Test program

Go to implementation

2
 SYSTEM ANALYSIS

Software is always a part of large system. Work beginning by

establishing requirements for all system elements and then

allocating some subset by their requirements of software. This

system view is essential, when software must interface with

other elements such as hardware, people and database.

Engineering and analysis encompasses requirement gathering of

the system level with a small amount of top - level design and

analysis.

The requirement gathering process is intensified and focusing

especially on the software to understand the nature of the

programs to be built, the software engineering, must understand

the information domain for the software as well as the required

functions, performance and interfaces. Requirement for both the

system and the software are documented and viewed to the

customer. A requirement baseline report is to be prepared for

type of function.
Requirements for the Project:

1. The project must accommodate the new requirements

specified by the end user.

2. The project must allow the user to take hard copy of the

data.

3. The project must provide a graphical view of the data for

the corresponding month & year.

4. The project must be easy to use and simpler to understand

i.e. it should have easy to use navigation tools with

some sort of assistance (tool tip text) attached with

them.

5. Should serve almost all desires of the common user, i.e.

must meet the basic requirement criteria for a good

Data Retrieval, Manipulation & Storage System for a

cooperative society.
 FEASIBILITY STUDY

The main objective of feasibility study is to test the technical,

operational, logical, and Economical feasibility of developing the
computerized system. Many feasibility studies are disillusioning
for both user and analysts. First, the study often presupposes that
when the feasibility document is being prepared, the analyst is in
a position to evaluate solution. Second most studies tend to
overlook the confusion inherent in system development -the
constraints and the assumed attitudes. The feasibility study
conducted for this project involves following key considerations.

1) Economic Feasibility

2) Technical Feasibility

3) Behavioral Feasibility
 ECONOMIC FEASIBILITY:

Economic analysis is the most frequently method for evaluating the

effectiveness of a candidate system. This is also known as cost/benefit analysis.

The procedure is to determine the benefits and savings that are expected from a

candidate system and compare with the costs.

Student information, account information and much other information are very

costly and without proper handling there is a probability of loosing them. This

project is very easy to understand and user friendly. From this analysis we come

to the conclusion that the total benefits exceeds the total cost invested in the

project.
TECHNICAL FEASIBILITY

Technical feasibility centers around the exiting computer system

and to what extent it can support the proposed addition. This
involves financial considerations to accommodate technical
enhancement. If the budget is a serious constraint, then the
project is judged not feasible.

This project is feasible on the basis of technical consideration.

This system handles large amount of data in an efficient manner.
 BEHAVIORAL FEASIBILITY

In this analysis an estimate should be made of how strong a

reaction the user is likely to have towards the development of the
computerized system.

This developed computerized system will get support from the

user side as it increases the handling of large amount of
database.
 STEPS IN FEASIBILITY STUDY

Feasibility analysis involves eight steps:

1) Form a project team and appoint a project leader.

2) Prepare flow charts.

3) Enumerate potential candidate systems.

4) Describe and identify characteristics of candidate

systems.

5) Determine and evaluate performance and cost

effectiveness of each candidate system.

6) Weight system performance and cost data.

7) Select the best candidate system.

8) Prepare and report final project directive to

management.
NEED FOR COMPUTERISATION

Computerization of every department has reduced and over come

the sort comings of existing system and to increase the efficiency
to provide prompt and accurate service to the users.

ADVANTAGE OF COMPUTER OVER MANUAL SYSTEM

When size of organization grows, records also increased and have

to be updated. Manually we can manage up to some limit but when
the size of work increases it becomes a large problem. So this
software helps reducing the problems.

FEASIBILITY STUDY
 Depending on the result of initial investigation, the survey is
expanded to a more detailed feasibility study. A feasibility study
is a test of system proposal according to its workability, on the
organization, ability to meet user needs, and effective use of
resources. It focuses on three major questions:

 What are the user’s demonstrable needs and how does a

candidate system meet them?

 What resources are available for given candidate systems? Is

the problem worth solving?

 What are the likely impacts of the candidate system on the

organization? How well does it fir within the organization’s
master MIS plan?

Each of these questions must be answered carefully. They

revolve around investigation and evaluation of the problem,
identification and description of the candidate systems,
specification of performance and the cost of each system, and
final selection of the best system.

The scope of feasibility study is not to solve the problem but to

acquire a sense of its scope. During the problem definition is
crystallized and aspects of the problem to be included in the
system are determined. Consequently, cost and benefits are
estimated with greater accuracy at this stage.

The result of feasibility study is a formal proposal. This is simply a

report – a formal document detailing the nature and scope of
proposed solution. It consists of the following.

 Statement of problem- a carefully worded statement of

problem that led to analysis.

 Summary of findings and recommendations- a list of

major findings and recommendations of the study. It is ideal
for the user who requires quick access to the results of the
analysis of the system under study. Conclusions are stated,
followed by list of recommendations and justification for
them.

 Details of findings- an outline of methods and procedures

undertaken by an existing system, followed by coverage of
objective s and procedures of the candidate system.
Included are also discussions of output reports, file
structures, and costs and benefits of the candidate system.

 Recommendations and conclusions- specific

recommendations regarding the candidate system, including
personal assignment, costs, and project schedules, and
target dates.
After the proposal is reviewed by management, it becomes a
formal agreement that paves the way for actual design and
implementation. This is crucial decision point in the life cycle.
Many projects die here, whereas the more promising ones
continue through implementation.

The final report prior to the implementation phase includes

procedudural flowcharts, record layouts, report layouts, and a
workable plan for implementing the candidate system.
Information on personal, money, hardware, facilities, and their
estimated cost must also be available. At this the project cost
must be close to actual costs of implementation.
 SOFTWARE REQUIREMENT

Front end : Visual Basic 6.0

Back end : Ms – Access

Operating System Support:

Platforms : Windows 9x/2000/NT, XP, UNIX, LINUX.

 HARDWARE REQUIREMENT

HARDWARE USED:

The hardware’s specifications for this “LIBRARY automation SYSTEM System”

software are as follows:

Specifications:

Space taken : This software hardly takes 500 kilo byte

space on your disk.

Minimum System Requirements:

Processor : PIII or Higher with 1.8 GHZ.

RAM : 256 Mega Byte.

Display : 32 bit colors.

Hard Disk : 20 GB

Monitor : Color.
 Design

System Design

The design is a solution and the translation of the requirement in

to ways of meeting them. It is a “how to” approach for creation of

a new system. It provides the understanding and the procedural

details necessary for the implementation of the system. The

design of an information system produces the details that state

how a system will meet the requirements identified during the

system analysis. It is stored by identifying reports and other

outputs the system produced.

The system design also describes the data to be input, calculated

or stored. Individual data items and calculation procedures are

written in detail. File structure and storage devices are selected.

It also includes the way the data is processed to produce the

desired output. Design is responsible for providing programs

with clearly outlined specifications that state what the software

should do. As programming starts, System design is available to

answer the question clarifying the fuzzy areas and handle

problems that co-front the programming while implementing the

design specifications.

Emphasis is on translation the performance requirement in to

design specifications. Design goes Logical and Physical stage of

development. Logical design reviews the present physical

system. Prepare input and output specification: make edit and

design walkthrough. The physical design maps out a detail of the

physical system. System implementation and the device

implementation plan.
 Proposed Database

Access File

The MS Access file named in the format “proMonthYear.mdb”

where month corresponds to the current month and the year

corresponds to current year contains a table called “Main” that

stores the entire data for a particular month. The file is

generated automatically by the project in every month and

named accordingly. But the data is retrieved from a temporary

file “currecord.mdb” that is a copy of the current month’s file.

Similarly a file named “prevrecord.mdb” is used as a temporary

file to view previous records.

The MS Access file named in the format “card.mdb” where year

corresponds to current year contains two tables called “Emp” &

“Info”. The “Emp” table stores the name of the employees as

well as their status i.e. they are still associated with the society

or not. The “info” table keeps the CD record for each month of

the corresponding year. The file is generated automatically by

the project every year and named accordingly.

The MS Access file named “users.mdb” contains a table called

“Formula” that is used to store the value for CD, OD and

Interest and is manipulated to change the values of CD, OD &

Interest.

For the authority and password we have used MS Access file

named “level_status” as the database. The database for

password maintains the User ID and the Password for each of the

users.
Benefits

The following are the benefits of using the application:

Economical

The project is very cheap when compared to other commonly

available Data Retrieval, Manipulation & Storage System for a

cooperative society.

Easy to Master

The project provides a very friendly approach to its features, the

look and appearance of each control is designed in such a way

that only by viewing them the user can understand its

functionality.

Easy to Use

The project provides the user an easy approach to its

functionality by providing Toolbars that contains buttons for

almost all required tasks. The user can easily navigate from one

part of the project to another without having any sort of trouble.

Security

The project is divided into three measure applications: the

Administrator, the User and the Guest, the Administrator is

authorized for modification of data and can change Password for

all the three levels; he can also change the values of CD, OD &

Interest. The user can modify the data but can not change

Password, CD, OD and Interest. The guest can only view the data

but can not make any changes.

Reliability

The project is highly reliable because there is no chance of any

loss of data and the data available can be altered only by the

authorized users.

Time Saver

Data retrieval and storage using this system is much faster than

maintaining the record manually.

DATA FLOW

DIAGRAM
 DATA FLOW DIAGRAM

When solving a small problem, the entire problem can be tackled at once. For

solving larger problems, the basic principles the time-tested principle of “divide

and conquer”. Clearly, dividing in such a manner that all the divisions have to be

conquered together is not the intent of this wisdom. This principle, if elaborated,

would mean, “divide into smaller pieces, so that each piece can be conquered

separately”.

The DFD was first designed by Larry Constantine as a way of expressing system

requirements in a graphical form; this led to a modular design.

A DFD, also known as “bubble chart,” has the purpose of clarifying system

requirements and identifying major transformations that will become programs in

system design. So it is the starting point of the design phase that functionally

decomposes the requirement specifications down to the lowest level of detail. A

DFD consists of series of bubbles joined by lines represent data flows in the

system.

DFD SYMBOLS

In the DFD, there are four symbols.

1. A square defines a source (originator) or destination of system data.

2. An arrow identifies data flow- data in motion. It is a pipeline through which

information flows.
3. A circle or a “bubble” (some people use an oval bubble) represents a

process that transforms incoming data flows(s) into outgoing data flow(s).
 DATA FLOW DIAGRAM

Data flow diagram is a graphic tool. It is used to describe and

analyze the movement of data through a system manual or
computerize.

They focus on the data flowing into the system, between

processes in
and out of the data stores.

The system models are termed as data flow diagram

(DFD). A full description of system consists of a set of Dads, which
compromises of various levels.

There are various levels of data flow diagram

(DFD). The previous level of DFD can be broken down into a more
detailed (DFD). This occurs repeatedly until sufficient detail
(lowest level) is described to allow the analyst to fully understand
that portion of system.
 The various levels of data flow diagram (DFD) are as
follows: -

 Physical Level DFD

 Logical Level DFD

Physical Level DFD:

The physical DFD is a model of current system and used

to ensure that the current system has been clearly understood.

Physical DFDs show actual devices, departments, people etc.

involved in the current system.

LOGICAL LEVEL DFD:

During the design activity of the proposed system this

is taken as the basis for drawing the system.

Logical level DFDs are the models of proposed system.

They should clearly show the requirements on which the should
be built.

Finally the conclusion for the different levels of Dads

we can say that both physical and logical Dads support a Top-
Down Approach to system analysis. For this purpose, analysts
begin by developing a general understanding of the system and
gradually explode components in great detail. This achieved
through the context diagram, first level DFD, second level
DFD

DECISION ANALYSIS

Decision analysis focuses on the logic of the decisions that

are made, or need to be made, within the organization to carry
out the objective of the project.

Once all the process procedures are documented, the user to

ensure accuracy should review the process procedures and logic.

There are three methods available for documenting and

analyzing the logic of decisions including:

 Structure English
 Decision Trees
 Decision Tables

There are various conditions in a process. When all possible

actions are known, the analyst must know what to do? And
when to do?
 Process can be broken into:

 Sequence of actions

 Selection of action based on some conditions

 Repetition of actions

STRUCTURED ENGLISH

Structured English is used when decisions are not very

complex. This method makes use of narrative statements to
describe a procedure.

Structured English specifications require the analyst to identify:

 The conditions that occur in a process

 The decisions that must be made when these conditions

occur

 Action to be taken

Note: no symbols or formats are used. Entire procedures can

be stated in English-like statements.
 On whole Structured English consists of:

Structured logic or instructions organized into nested and

grouped procedure.

Simple English statements such as add, multiply move, and

so on.

DECISION TREE

A decision tree is a diagram that presents conditions

sequentially Thus showing the order of conditions. This
method shows the relationship of each condition and its
permissible actions.

The diagram resembles branches of tree, hence called

decision tree.
 An open rectangle is a data store-data at rest, or a temporary
repository of data.

MEANING COMMENT

= Source or destination May be one customer or number

Transaction of customer with (order)

= Data flow May be physically contained in a

Purchase order, invoice, phone,

Letter, etc.

= Process that transfer May be a clerk computing discount

Data flow or a procedure of manual

Computing.

= Data store can be a card file, a filing cabinet on disk etc.

 DATA FLOW DIAGRAMS – BASIC SYMBOLS

User account number

registered
Account holder CUSTOMER
User account
PROCESS
Check INFORMATION FILE
number
Invoice

CONSTRUCTING DFD

Several rules of thumb are used in drawing DFDs:

1) Processes should be named and numbered for easy reference. Each name

should be representative of the process.

2) The direction of flow is from top to bottom and from left to right. Data

traditionally flow from the source (upper left corner) to the destination (lower right

corner), although they may flow back to a source. One way to indicate this is to

draw a long flow line back to the source. An alternative way is to repeat the

source symbol as a destination. Since it is used more than once in the DFD, it is

marked with a short diagonal in the lower right corner

3) When a process is exploded into lower-level details, they are numbered
 O-LEVEL DFD
TO VERIFY APPLICATION USER
VALIDATION
LOGIN SUCCEEDED
USER VALIDATE USER MAIN MENU
USER
NAME AND
PASSWORD

VALIDATION FAILED
INVALID USER/ PASSWORD
1- LEVEL DFD OF THE SUB-MENU
CONTENTS OF MAIN MODULE

MAIN MENU CONTENTS

DATA
INPUT DATA
EVENT
REGISTRA
PROCESS
TION

REGISTRATION SLIP PROCESSES

 1-LEVEL OF THE SUB-MENU
PERSONAL DETAIL OF MAIN MODULE

MAIN MENU USER

DETAIL

INPUT DATA OF THE

ALLOTED APPLICANT
ONLY
NEW UPDATE
RECORDS RECORD

CONTENTS OF CONTENTS OF
APPLICANTS CO-APPLICANTS

PRIMARY DETAILS DOCUMENT CHECK LIST

2-LEVEL DFD OF THE WHOLE PROJECT

save new

save new

delete
REGISTRATION
USER
User INFORMATION first

first
next
next last
previous previous

last delete

save
save new delete

ACCOUNTS
DETAILS STORE IN FILE Pusrchasing
information

previous

first previou
new first s

next last
delete next last
 ENTITY

RELATIONSHIP

DIAGRAM
 ENTITY RELATIONSHIP DIAGRAM

.
Library P.NO. CONTENTS
Management Acc.
NO
PRIMARY
HAS ADD. TO
PRIMARY
COLLEGE’S User Acc. No.
RECORD
USER
NAME DETAIL

COUNT OTHER
USER VERIFY Passwor WORK INFORMA APP. DETAILS ARE
OR PAIR
Purchasing
d TION.
item

CHECK
DETAILS

APPLIC_FEASIBLE

HAS NO &

User Acc. CAPACITY IS

NO.
USER FEASIBLE
OK

INCORRECT
USER FEASIBLE 1
 Table description

bookdetails
serialno bookname publisher numberofcopies author libraryid
3 TCS TMH 10 Martin 103
5 VB_IN_21_DAYS Macmillan Computer Publishing 10 GREG PERRY 105
2 EDC technova 15 Katre 103
1 bee technova 25 shaikh 101
4 DCOM technova 25 Katre 104

daccounts
dealername amountpaid amountbal totalamount
xyz 1230 270 1500
abc 2000 0 2000
lmn 2966 34 3000

studentrecord
studentid name book1 returndate1 book2 returndate2
101 Deepak TCS 13-7-2006 DCOM 15-7-2006
102 NIlesh dbms 11-7-2006
103 Amit microprocessor 15-7-2006
104 Jigar EDC 15-7-2006 TCS 18-7-2006
 Testing

It is integral part of any system’s development life cycle without which the system developed is
sure to fail and result in loss of economic and manpower investments besides user’s
dissatisfaction and downfall of reputation.

System testing is the stage of implementation, which aims at ensuring that the system works
accurately and efficiently before actual operation commences. No program or system design is
perfect, communication between the user and the designer is not always complete or clear. All
this can result in errors.

Another reason for system testing is its utility as a user oriented vehicle before implementation.
The application system is worthless if does not meet user needs, thus the system should be tested
to see whether it meets the user requirements.

Testing here is conducted in bottom up approach as follows:

 Module testing: Here testing is done at each module level. Each case has been throughly
tested to discover pitfalls.
 System testing: Here testing is done after all the modules have been integrated.
 IMPLEMENTATION

The implementation phase is less creative than system

design. It is primarily concerned with user training, site
preparation, and file conversion. During final testing, user
acceptance is tested, followed by user training. Depending on the
nature of system, extensive user training may be required.
Conversion usually takes place at about the same time the user is
being trained. Programming is ought to be a design work. The
initial parameters of the candidate system should be modified as
a result of programming efforts. Programming provides a “reality
test” for the assumption made by analyst.

System testing checks the deadliness and accuracy of the

system to access, update and retrieve data from new files. Once
the programs become available, test data are read into the
computer and processed against the files provided for testing. If
successful, program is then run with “live “data. Otherwise a
diagnostic test is used to locate and correct errors. In most
conversion, a parallel run is conducted where the new system
simultaneous run with old system. This method, through costly,
provides added assurance against errors in the candidate system
and also the user staff an opportunity to gain experience through
operation.
 FUTUREISTIC SCOPE

The future enhancement of the software can provide many more

other facilities in the different areas like payroll, scheme human
resources and development section of institute.
 FURTHER IMPROVEMENTS
The further improvements can be done in project, are list can be
generated in dfferent format as according to the requirements,
printing of list on printer directly given the commands or by
pressing the command button, backup of all the records in the
database, searching for a particular record in the database giving
the search command.
 Bibliography

Visual Basic 6.0 for Beginners à By Gary

Cornell

Mastering Visual Basic 6.0 à By Evangelos

Petroutsos

Teach Yourself Visual Basic 6 à By Greg Perry

Using Visual Basic 6 à By Bob

Reselman

The Complete Reference Visual Basic 6 à By Noel Jerke