Proposal for Library System

Summary

Establish in 1984, located in the Academic Building of the main campus of City University of Hong Kong, and it is held to support and augment learning, teaching, and research by providing a good environment for studying and to delivering an efficient and quality library services through well-trained staff, outstanding collections and interactive facilities.

This proposal includes a detailed solution to the problems that Run Run Shaw Library encountered at present. Besides, we have included a detailed implementation plan and budget requirement for your reference, so that you may consider having some feasibility on our proposal.The following are some major problems encountered:

Inefficient of the current manual operating system

Lack a centralized control of data

Not able to handle the large increase of workload in the future

In order to solve the problems, there are some possible suggestions to fit your needs. The main theme of the solutions is as follows:

Fully computerized library system

A centralized control server

High speed system that is able to handle numerous process at the same time

We do believe that this project can bring Run Run Shaw Library to a new generation and providing both quantitative and qualitative services to your customers.

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Introduction

Objective

This proposal is made in response to the request made by Mr. Edmond, the manager of Run Run Shaw Library in City University of Hong Kong. The objective of the proposal is to suggest detail solutions in computerizing the library so that all the operations within the library can be more precise and efficient. The proposal will describe features and the differences of the current system and the suggested system and hence shows the importance to the birth of the new system.

Reasons for new system

Current manual operated library system results in inefficient and inaccurate daily operations. It is inefficient as all the process have to be processed by human effort which the librarian have to be fill in a lot of information into a book record in order to complete a single and simple transaction like borrowing and returning of books. Inaccurate as it is an instance of inefficiency as human errors may be committed easily, especially during peak hours of the library usage. Moreover, it is inaccurate when data are kept by many departments; data inconsistency and redundancy are common problems. Therefore, a reliable and efficient system should be imposed in the library to make Run Run Shaw Library more compatible to the future needs.

RecommendationA client-server system is recommended. The system will consist of two types of computers and one software system that embedded all tools and functions that Run Run Shaw Library may needed to perform its daily works. There will be one server that provides all the necessary utilities of the operations within the system. The server will provide a centralized control to all the terminals in the system. The other computers are the client of the system, which must access to files and data contain in the server to execute the operations. This set up enables the library to control all the data flow and maintain a high security computer system.

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Methodology

To develop a best fit system to the library, there are three stages of developing the new system. They are gather information, design and implementation and final testing. Within these three sections, different tactics will be adopted so that we can design a system that can maintain high usability and accessibility. Below are some ideas to the process.

Gather InformationBefore setting up the system by software development tools, we will gather information from the staff about the need for the users of the system like the staff of library and those readers. The interview with the staff of in the library has been carried out at present stage. Before starting implementing the system, we will interview some of the readers to get their view on the system before we actually do the design works.

Design and ImplementationIn this stage, we will first decide the goals of the system by task analysis. Next, we will start working on the first prototype of the system. Then we will test on its usability and design with some design theories. We will then amend the prototype correspondingly. Then a more complete prototype will be tested by potential users to collect feedbacks. Finally, the system will be finalized with the amendment on some problems of the user interface.

Final TestingWhen the product is finalized, it will be run on a real world environment and test on its performance. If the performance is satisfactory, it will be applied, else amendment will be made to correct the problems. After the system has been run for daily operation, continue maintenance and administration should be carried out to handle any system errors and security issues.

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Technology Use

Development Toolkits / Technology

Visual Stuio.NET

Visual Studio.NET is a professional development software on large application published by Microsoft for computer professionals to develop user-centered, high performance applications for their clients. This software enables developer to develop both stand-alone and web application with large extend of flexibility. Programmer can customized the application with different controls to access other computer related technologies such as integrate the software with a database. This feature best fit those organizations that maintain huge amount of data for managing their business. Therefore, it is STRONGLY recommended to use this development application in this case.

Relational Database Model

Relational Database Model is a database of table form. It is the most popular database model at present. Over 90% of the existing databases are using the model at present. In this model, relations between data are stored in tables. A table is collection of rows of records and columns of fields. Some of the fields can be used as a unique field to identify each row of record, it is known as “Primary Key”. Within this database model, SQL statements can be used to perform operations to retrieve, manipulate, define and control the data. This technology is STRONGLY recommended since the structure of the data contains in a library is similar to the data structure within this model. Therefore, different data can be access through the corresponding SQL statement and software functions.

Ethernet, 100 BASE-T

Ethernet is the most popular use type of Local Area Network (LAN) technology. There are a lot of standard in Ethernet technology. The standard that we have chosen now, i.e. 100 BASE-T, specify that the network can afford a transmission speed of 100 Mega Bits per second at maximum. You may also decide to run on a higher or lower network speed according to your preferences.

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Programming Language

Active Server Page (ASP.NET)

Active Server Page (ASP.NET) is a scripting environment for Microsoft Internet Information Server in which you can combine HTML, scripts and reusable ActiveX server components to create dynamic web pages.Features include innovative web publishing, customisable tools, wizards, customisable management tools, flexible administration options, and analysis tools. Internet Information Server (IIS) makes it easy to share documents and information across a company intranet or the Internet, and is completely integrated with Windows NT Directory Services.

VB Script

VBScript is a scripting language. A scripting language is a lightweight programming language. VBScript is a light version of Microsoft's programming language Visual Basic. When a VBScript is inserted into a HTML document, the Internet browser will read the HTML and interpret the VBScript. The VBScript can be executed immediately, or at a later event. Microsoft's scripting language which is an extension of their Visual Basic language. VBScript can be used with Microsoft Office applications and others. It can also be embedded in web pages but can only be understood by Internet Explorer.

Structured Query Language (SQL)

SQL is a program which is used to data control, retrieve data and query data. One or more large structured sets of persistent data, usually associated with software to update and query the data. A simple database might be a single file containing many records, each of which contains the same set of fields where each field is a certain fixed width. Certain fields may be designated as keys, which allow searching for specific values of that field will use indexing to speed them up.

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Hardware

IBM X255 Server – B2B

This is a database server is a computer system that processes database queries and manages network resources. This model of server is design to business to business and it has large extension.

Cisco uBR7246VXR Router

The Cisco uBR7246VXR universal broadband router provides modular, standards-based products that deliver high-quality Internet Protocol (IP) data services over cable and fixed wireless broadband infrastructures. This product brings intelligence to the edge of the network with integrated IP rout.

Dell’s Dimension 4700 Terminals

Terminal enables user to communicate with a server. It contain a combination of keyboard and display screen, user can get data from the server side easier, so Dimension 4700 is suitable.

Cat 5 Unshielded Twist-paired Cable (UTP) Cable

Unshielded twisted pair, a popular type of cable that consists of two unshielded wires twisted around each other. Due to its low cost, UTP cabling is used extensively for local-area networks (LANs). UTP cabling does not offer as high bandwidth or as good protection from interference as coaxial or fiber optic cables, but it is less expensive and easier to work with.

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Operation System

Microsoft Windows 2003 Server

This version of windows is specially designed for server’s operating system. It was built base on Window 2000 Server’s technology which provide efficient file and printer sharing. What’s more important is that it provides secure and reliable network utilities. This operating system also provides some internet utilities which may be useful as there are any future expansions.

Microsoft Windows XP Professional

This version of windows is specially designed for businesses of all sizes. It also provides high security. With XP Professional, you can build your own network easily. It provides reliable file and hardware sharing. To most business, sharing means everything. With this features, business can set up a client-server system and thus made everything efficient. Cost is a big consideration of every business, with the above features; cost can be greatly reduced by centralized control and save in human resources.

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Operation of the system

The operation of the library system is divided into three major parts.

Operation of the Web borrowing systemThe borrowing system is used the web technology to build up. The user can access the web within the library (through intranet) or outside the library (through internet).The web borrowing system is divided into two parts.1. User information

This part will contain user account information. User can check his borrowing status, renewal the book and reservation of the book.

2. Library Catalogue.This part will contain the book status. User can check the books he wants are lend out or not. Also, it can check the detail of the book.

Operation of Terminal systemThere will be 100 terminal computers in the library and all of them are connected to the server. The terminals can check the information in the library. The terminal system is divided into two parts.1. Library detail.

The details of the library. User can get more information of the library. It will have the map of the library and the book location in the library. User can see the whole library map and the search the book location in the library.

2. Book detail.It will use the web borrowing system to check the book status in the library.

Operation of Database Server systemThe database server acts a very important role in the library. It stores

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all the book and user data in it. So the database server system will be divided into two parts in order to maintain the server stable.1. Update the database.

It has user friendly software to the librarian to add the new book, modify existing book.

2. Sever ManagementIt will prevent unauthorized access of sites.

3. BackupThe database server system will be backup the data daily automatically.

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Resource Required

Software Resource New Bar-Coding automatic identification system will be used in the

warehouse.

Windows 2000 Terminal Server will be used to run on the server based.

Windows 2000 will be used to run the LAN architecture with the client based.

Microsoft SQL Server will be running on a Windows 2000 Server as the database.

InterDev will be used as a candidate database access technology.

Microsoft Visual Basic will be the development of the most application.

Borland J-Builder will be used to development a Java-based application.

Microsoft Internet Information Server (IIS) running on Windows 2000 Server will be the internet and intranet Web Server.

Windows 2000 with Internet Explorer will be the client workstations.

Intersolv PVCS version control software will be used to manage the directory which is storing the charter and all subsequent documentation and work-in-progress components.

System Architect 2001 will develop all model-driven documentation as the CASE tools.

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Human Resource Galen Kirchoff is the executive sponsor who commits the entire group at least

one-quarter time and he will direct this project.

Sandra (Project manager) who will also work as a senior system analyst in the team.

Bob Martinez (Systems analysts) who will program in the rapid application development or prototyping sense of the word.

Sarah Hartman who serves a 2-year appointment to Information Services as a business analyst will be the business director.

All IT directors will have the minutes and report of the meeting which is the weekly status meetings chaired by the project manager.

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Benefits

As one of the critical service provider in a tertiary institute, a user-friendly system and high quality services help increase the ranking of a university. Therefore, it is important to provide a user-centered library services

Old Manual Operating System Suggested Computerized SystemSystem Performance

When the system is still under manual operations, the efficiency is lower down as it takes long time to fill in forms and passing of information is not quick enough to solve huge number of request. Also, data redundancy and inconsistency is a great problem.

By comparing the performance, the computerized system definitely is much more a better chose then the existing system as data can be share on the centralized server. Thus, the problem of data redundancy and inconsistency can be avoided by update the only copy of all data.

AccuracyThe old system does not provide sufficient utilities to ensure the accuracy of the result of every operation. The most common problem is filling in invalid or wrong data. Moreover, when update of data is necessary, the update is not applied on every department keeping the same record. As a result, data inconsistency appeared.

For the side of the new system, the problem of data inconsistency will not appeared as data are only updated in the database of the system. Moreover, when users are entering data for their operations, validity checking can be employed on data entry fields to improve the accuracy of the system. Especially on some important information like the serial number of books, etc.

User FriendlyThe old system is not user-friendly as it does not provide an easy way for user to complete a task. Usually, users have to go through complicated process in order to complete a simple operation like register to the library and reserve books.

User-friendly are greatly improve with the aid of computer technology. The new system provides utilities in order to help users in case of any enquiries. Also, user oriented customizations enable high flexibilities to use to system.

System Management

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Manual operating system is difficult to manage as every department work on its own set of data and there aren’t any communications between departments to exchange data. Even if it does, problems like efficiency and accuracy and resulted in a high management cost. Also, a lot of management staff have to be employed in order to divert all the data flow to ensure the system to run properly to minimize the errors.

Management is much easier under a high computerization environment. For data management, we need to employ only few database administrators (DBA) instead of many management staff to control the data flow. Moreover, with DBA, we can set up security gates so that data are well-protected and will only be available to those people who get the authentication. Therefore, system administration works can be work in a more efficient and low cost under the new system even the setting up cost or running cost is higher than the original one.

Future ExpandUnder human processing system, future expand means a need to increase the number of working people to order to satisfy a larger number of record keeping or an increase in the number of customers that are needed to serve them at the same time. If the above measure is carried out, it will definitely worsen the situation of efficiency and accuracy. Thus maintenance cost will be pull to a higher level in this situation.

With a computer environment, expansion can be achieved simply by replacing out dated hardware or updating the software with better functions. Therefore, it does not demand for any physical increase in space or increase in staffs to upgrade the system. Moreover, maintenance cost remains stable over time as the administrative works are more or less the same even there are changes in hardware or software being used.

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Implementation Plan

There are 6 stages in our implementation plan.1) Borrowing Web-page Analysis and Design2) Hardware Installation and Testing3) Software Installation and Testing4) Database Designing and Implementation5) Network Installation and Testing6) Staff Training

StageMonth

Activities

10 11 12

1 2 3 4 1 2 3 4 1 2 3 4

1Borrowing Web-page 1.1 Analysis1.2 Design1.3 Testing

2Hardware2.1 Installation2.2 Testing

3Software3.1 Installation3.2 Testing

4Database4.1 Designing4.2 Implementation

5Network5.1 Installation5.2 Testing

6Staff Training6.1 Hardware Training6.2 Software Training

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Stage 1 - Borrowing Web-page Analysis and DesignIn this stage we will build up a website. We will design a user friendly website aims for borrowing and renewal the book on the internet or inside the library through the intranet. It will be divided into three parts. The first part is the analysis, we will get the information by interview the interviewer and this process will last for two weeks. The second part is the designing, regarding to the information that we have got from analysis, we will start doing the web-page designing. After the five-week-designing, with the finished web-site, we will do a testing. Library staff are asked to do a testing on the system, then we may re-design the web-page according to the users’ favor.

Stage 2 - Hardware Installation and TestingThe hardware will be installed after the web-page analysis and design is finished. Server will be installed to allow connection to internet. Apart from this, terminal computers will be installed in the library. These terminal computers provide services users to use for book searching, borrowing and renewal of books. The installation will be progressed for one week. After all, we would invite users to do testing in order to define any errors occur.

Stage 3 - Software Installation and TestingAfter the hardware installation, the next step is to install software to the computers. Microsoft windows 2003 server will be installed in server for the efficient file and printer sharing. For terminal computers that target for users, Microsoft Windows XP Professional software will be used. These two software would be the main tools in the system. The installation process will take one week to do. During a one-week testing, library staff will try to use the software to track the book sales and stock. Users are invited to try the entire book service system.

Stage 4 - Database Designing and ImplementationDatabase will be designed to store book details and personal information of the users. We will spend two weeks to do the designing. We will collect all the library book descriptions, storing the data into the computers. Then, we will start implementation on the following week.

Stage 5 - Network Installation and TestingThis stage will last for two weeks. First, we will order the necessary hardware for building up the network. Next, we will link up all the terminal computers to the server. After all, we will do a test on it to

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ensure the server system run properly.Stage 6 – Staff Training

In this stage, it will be divided to two sub-stages, including software training and hardware training. The entire course will last for two months. We will hire professional instructor to give a complete training course. The training course will be given in easy-to-follow lessons and practical exercises. Both software and hardware training course will be held in the same phase. Software training course will be provided to teach basic skill of using Microsoft 2003 Server. Also, there will be teaching on saving data and managing files. Hardware training course will mainly target on the bar code reader, printing machine and the fundamental networking knowledge, so the librarians can repair the minor problems.Course will also focus on how to deal with the Intranet, the internal website. Every staff will have their own personal login password and identity. Staff will learn sharing information directly in an organization.

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Evaluation

According to the implementation plan, there are six stages of system testing within the development period. Here are the details of each test.

Seek users categorization of functionsCard sorting method will be used to gather information about the user’s

conceptual model. Card sorting will give users certain cards with label of the function’s name. Then users will categorize the cards into different categories. With this method, we can know the conceptual mind of users so that it makes the users easier to perform a task if we put the functions under the same categories together.Debugging on system design Runtime Errors

Programmer will debug the software to check if there are any run-time errors of the program. For example, they will check if there are any unusual behaviour of the program when certain conditions are fulfill. In case of this, they will then fix the problems and proceed the checking on other pages or functions of the software.

Heuristics Evaluation

Think Aloud TestingTest on hardware installationTest on network performanceTest on the whole system

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