SRS of Library Management

This Software Requirements Specification will provide a complete description of all the functions and specifications of the project, A-Flex Automated Library Management System. It will explain the purpose and the features of the system, the interface of the system, what the system will do, the constraints under which it must operate and how the system will react to external stimuli.

This document is intended for both of the stakeholders and the developers of the system and will be proposed to the College Library of Samar College. Product Scope The A-Flex Automated Library Management System will be designed for the librarian, the staff and clerks and especially for the students of SC Library to maximize their productivity by providing tools to assist in automating the: production and transaction; logging in; monitoring materials; borrowing and returning of books and other library materials; assessing the overdue; inventorying; and creation of statistics and reports, which otherwise have to be performed manually in an ordinary daily basis.

More specifically, this system will allow a certain user to manage, organize and monitor the data and attendance of the clerks, the status of the books and other library properties and the library records of the registered students to the library. Nevertheless the access to these capabilities will depend on the user privilege of an account. It will automatically provide statistical reports based on the data stored in its associate database which is updated consistently.

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Therefore the software will give an ease to do these tasks that are vital in managing the library. A document that completely describes all of the functions of a proposed system and the constraints under which it must operate.

The Overall Description section, of this document gives an overview of the functionality of the product. It describes the informal requirements and is used to establish a context for the technical requirements specification in the next chapter. The third chapter, Requirements Specification section, of this document is written primarily for the developers and describes in technical terms the details of the functionality of the product. Both sections of the document describe the same software product in its entirety, but are intended for different audiences and thus use different language. Overall Description

This section provides a more detailed overview of the system, including a description of the product’s functions and overarching constraints.

The product has the following major functionalities:

• Automated logging in of students into the library
• Automated borrowing and returning of books
• Enables to show the status of the books
• Enables the clerk to customize the due time of returning books for photocopying purpose
• Enables the user to search for a particular book using the system’s specialized built-in search engine
• QR code scanner functionality

There are essentially three users for the system and are expected to be computer-literate: the borrower, as this project is being made so obviously the main client for this system who wishes to borrow materials in the library. The students of the school are not only the borrower, faculty and other employees of Samar College who are in the list of the school’s employees, for confirmation, may borrow books if they give envelop to librarian, this envelop will serve as their record of borrowing.

The borrower may also be a student from other schools, that are required to register (P 50. 0) to school’s registrar to access a privilege and utilize the offered 8 hours services; the librarian, the main user of the system who manages the library and its database and responsible for activities such as adding book records, deleting book records, updating book status such as if book is issued and etc. ; the clerk, the assistant librarian and secondary user of the system who has a privilege to lend books, they are expected to have a different privilege as to librarian.

The system will be operated in the Samar College Library, as it was proposed to. When the user interacts into the system, the system will pass the user to the database, through XAMPP v. 3. 0. 12 which allows Windows program to transfer data to and from the database to record every interaction of the user. The current constraints on the project are related to the provision of hardware resources to implement and test high-performance features. At present, an Intel Dual-core processor is needed, with a 2 GB RAM, serves as the server, with XAMPP running on top of the Windows 7 operating system.

For better performance analysis, a number of dedicated workstations would be beneficial for the student workstation. The hardware that the project will be running on may constrain some design decisions pertaining to real-time and performance, as well as the scanner’s accuracy. Also, certain required hardware within the library imposes specific requirements on the project. The following is a list of constraints pertaining to the accuracy of the library system:

1. The information of all the users must be stored in a database that is accessible by the system. The students must have logged in upon entering the library before they can borrow materials or books.
2. The librarian only has the privilege and responsibility for the system’s security and privacy.
3. Clerk and librarian have different privileges upon using the system.
4. LAN is not implemented.
5. BIOS of the system unit should be working to get the real-time in issuing of the books to the borrowers.
6. The user can easily understand of the usage of the system with a user’s manual to be delivered with the system.

The manual would be helpful with the some screen shoots within it. User can easily learn operation of the system by displaying corresponding shortcuts on controls for simple task. Contacts numbers of the developers will be given to the school librarian for further assistance when complex problems arise.

A number of factors that may affect the requirements specified in the SRS include:

1. The users have sufficient knowledge of computers.
2. The users know the English language, as the user interface will be provided in English. Hardware and system specifications might not compatible.
3. System might not supported by the operating system.
4. It is assumed that librarian and/or clerk might forget their password for logging in.

Since the system will be installed in a Local Area Network (LAN) for collecting data from the users and also for updating the Library System and making reports, it is recommended by the developers, in order to have a maximum usage of the system, that the library should have the following:

• at least one camera for students’ easy logging in and scanning of books;
• printer for making reports;
• computer unit(s) for the Clerk Workstation(s).

The librarian then has to decide the number of units whether the library’s clerks would use. 3 Software Interfaces

The system will use only one external software, XAMPP v. 3. 0. 12, for the connection between the system and database. The system has a built in QR (Quick Response) Code Reader. The system will be installed and run in a LAN of computer units. This section provides the detailed list of all product operation with their corresponding specific use case.

Before this use case can be initiated, the Librarian has already set up or prepared the units to be used. The Librarian hits Ctrl + L, the option log in for a Librarian. The system displays the pop-up login for the Librarian. The Librarian selects the log in. The system records the info into the database.

Initial Step-By-Step Description Before this use case can be initiated, the Librarian has already successfully logged in. The Librarian clicks his name at the left top of the form. The system displays the pop-up confirmation for log out. The Librarian selects the OK button. The system records the info into the database. The Librarian has logged out. Initial Step-By-Step Description Before this use case can be initiated, the Librarian has already successfully logged in.

The server on which the Library System resides will have its own security to prevent unauthorized write/delete access. There is no restriction on read access. The use of email by an Author or Reviewer is on the client systems and thus is external to the system. The PC on which the Clerk resides will have its own security. Only the Editor will have physical access to the machine and the program on it.

There is no special protection built into this system other than to provide the editor with write access to the Library System to publish reports. The system shall provide the users with logon capabilities. Alerts The system can alert the Librarian or the administrator with notifications regarding the status of the books and in case of any problem. The system shall allow the users to access the system from a stand-alone client or its derivative technologies for public inquiries of the students.

The system uses another computer unit for the client interface.The system is user friendly.The system has to be very reliable due to the importance of data and the damages incorrect or incomplete data can do. Availability The system is available 100% for the user. The system shall be operational 8 hours a day and 7 days a week. Accuracy The accuracy of the system is limited by the accuracy of the speed at which the employees of the library and users of the library use the system. Access Reliability The system shall provide 100% access reliability.

The system designers shall take in to considerations the following supportability and technical limitations. Information Security Requirement The system shall support the information security requirements. The maintenance of the system shall be done as per the maintenance contract. Standards The coding standards and naming conventions will be as per the American standards.

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