Problem Definition



Problem Definition

The Glenmuir High School system has played an integral role in the Glenmuir School System. However this expansive library unit has is facing significant challenges as it relates to the borrowing of books by students and the recording of these transactions.

The current system in place at the library is a manual recording mechanism. The librarian Miss. Bisasa keeps the records of each student in a recording folder according to their respective classes. Students borrow and return books at break and lunch intervals and sometimes after school.

There are many problems associated with this current library system. Students can steal the recording book from the front desk whenever the librarian takes a break. Students can give the wrong information as it pertains to the class they are in because ID’s are not presented when books are borrowed. Books that are borrowed can be easily stolen by students because of the inefficient recording system at the library. Reference books are usually stolen by 6th formers because information is not recorded when they borrow books.

These most evident problems that are associated with the library arise because of the inefficient recording system in place and the lack of information technology in the recording process.

wwww

Analysis of problem

The Library system at the Glenmuir High School has served the entire school population on a whole. However this very important infrastructure at the school has an expansive range of problems associated with it.

The current system in place at the library involves the use of manual information system to carry out the recording process at the library. 24.7% of the school population are members of the library. The process of borrowing books involves the librarian collecting information such as name, form, and books borrowed. If the student is becoming a member the librarian updates the folder. The student then proceeds to the section where books are kept and choose the book that they want to borrow. If the student is a member they take the book that they borrowed and tell the librarian their name and librarian manually searches for the name in a particular form folder. When student return with the books they chose to borrow librarian updates the information in the folder. Students are not given any stipulated time period to return these books. Librarian does not include a record for the condition in which the book was lent in. 15.6% of student return with damaged books.

The area In which books are kept are usually occupied by a number of students with out supervision. Students can steal books form this area. Because ID cards are not presented by each student, each member can give incorrect information about their class as a means of stealing the books. Students are not supervised when they return books to the library this can lead to students stealing books at the library.

The recording book is another issue pertaining to the library. The recording books are kept at the front desk students can steal these folders as a means of erasing data about them. The librarian does not keep the records of each student in a safe and confidential place.

Reference books are another issue because librarian relies on memory when lending out reference books to mainly the 6th and 5th formers. The librarian indicates that there are at least 5 reports of missing reference books these are usually expensive and hard to replace.

The numerous problems that are associated with the library system exist because of the lack of technological improvements and the use of computer software and information technology tools in the recording process. 73.4% of members say that the library system is inefficient and 37.9% recommend the use of Microsoft access to alleviate the problem.

Identification of Solution

The system in place at the library because it is a manual information system needs the implementation of an automated information system to actually alleviate the problems associated with the current system. The systems most feasible to solve the problems associated with the library systems are:

• Database Management

• Barcode readers

The most feasible solution must be chosen to ensure that implementing the particular system in the library will result in maximum efficiency and previous problems will be non existent. The database management system will involve the librarian recording information of students electronically using the Microsoft Access software. This will substitute the manual information system currently in place at the library. Member information will be easy to obtain and these records will be protected by passwords. The Barcode reader system will involve the librarian obtaining information by swiping the reader over the ID cards of members. Information will automatically updated into the system.

Evaluation of solutions

Database management

The library system at the Glenmuir High School requires the implementation of a system that can solve all the problems associated with it. However these systems must be evaluated to ensure that the most feasible system is implemented.

The database management system known as Microsoft Access is a relational database management from Microsoft. This software allows users to quickly use and enhance database with predetermined tables, queries, forms, reports and macros. The hardware tools that are required with this system are keyboards used for entering information and the mouse for selecting options on the computer monitor. The database management system will require the use of Microsoft access software this is usually available with the computer purchase. The librarian would also need training as it pertains to operating the system. This training will take place at HEART TRUST NTA in May Pen. An application course will be taken by the Librarian which will enable her to use Microsoft Access among other computer application. This will enable speed and efficiency when the librarian is operating the system.

Each system must also be accessed in terms of feasibility. Technically, the resources needed for the operation of the system can be obtained easily by the library by a purchase of a computer. A Dell computer will be purchased from Amazing PC in May Pen. This computer will include 1 GB of RAM and 80 GB of hard drive space. A computer is needed in this particular system to electronically enter data and store library information on the computer. Economically, the total cost in implementing the system is approximately $35,700 which is inclusive of the cost of librarian training the librarian ($5,000) and purchasing the computer ($30,700). In terms of scheduled feasibility, the stipulated time period will be achieved because the conversion plan will indicate the use of direct conversion. The total time period will be approximately one month and two weeks. This will include the time taken to train the librarian which will be one month. The other two weeks period will include the time taken by the librarian to convert and adapt to the new system. The decision will include some form of rationality. The Life time benefits of efficiency, confidentiality and accuracy will exceed the cost of implementing the system. Operationally the system will alleviate most problems associated with the current system. Time consumption will be reduced as compared to the current system because librarian will perform queries to find relevant information using ID numbers.

With the implementation of this system the work will be easier for the librarian it is an automated system. This will result in a more accurate and efficient recording process.

Barcode Reader

This is another feasible system that could be implemented in the library system at the Glenmuir High School.

A barcode reader is an electronic device for reading printed barcodes. All barcode readers contain decoder circuitry analyzing the barcode’s image data provided by the photo conductor and sending the barcode’s content to the scanners output port. The system will utilize the usage of a handheld laser barcode reader.

Before the system is implemented it will require various tools and equipment for its operation in the library system. Hardware tools needed include the keyboard for entering data, the mouse for selecting options. WASP barcode software will be used to operate the system. The barcode readers will be connected to the computer system via the keyboard port on the computer system. The librarian will also require training to operate the system this training will take place at the Glenmuir High School by the information technology teacher. This will take approximately three weeks the cost will be approximately $6,000.

Economically the overall cost will include: cost of a computer system $ 30,700, the barcode reader which will cost US $100 ( Ja $8,600) Plus the shipping cost of $ 500. The software required for reading the barcode will cost US $ 105 ( Ja $ 9,200) plus shipping cost of $620. The total cost will be approximately $50,000. The benefits however will definitely exceed the cost of implementing the system. These benefits will include: efficiency, accuracy and the reduced risk of theft in the library. Technically some resources needed to operate this system will be purchased overseas through Global Courier Service however the computer system will be purchase in Jamaica at Amazing PC. In the terms of scheduled feasibility, the conversion plan will involve the use of parallel conversion. This involves the librarian using the old system while partially converting to the new system. This will take approximately two months. This is inclusive of the time taken to train the librarian which will be about six weeks. The other weeks will be spent implementing the system. Operationally the system will involve the librarian entering data into the systems database on the computer including ID barcode. The librarian will swipe ID card under the laser light of the barcode reader, information will be immediately available to the librarian who will analyze it and take appropriate actions based on the information. Passwords will be placed on the files to ensure maximum security.

This is another solution that can be put place to solve the problems associated with the current system. This system will improve efficiency and accuracy as it relates to recording because librarian will be required to swipe rather that manually enter data into the system on a regular basis compared to the previous system.

Selection of most feasible solution

The library system needs an accurate and efficient system in order to solve the numerous problems associated with it. However the most feasible solution must be chosen to ensure that its implementation will result in improved efficiency. The most feasible solution after assessment is the database management system this system will implicitly result in improved efficiency.

Justification of solution

The database management system is the ideal system which should be implemented to solve the problems associated with the current system. This is because of its feasibility and its ability to solve pertinent issues which have infiltrated the library system.

In relation to the problems of stealing members do not present ID cards when returning books. This can result in them giving incorrect information about themselves. This can result in books being stolen by members. With the implementation of this database system the librarian will collect the ID cards from student and use information on it as a basis of recording information of member. Information such as ID number can be used as a basis for performing pertinent queries. This will make it more difficult for students to penetrate the system and steal books.

Stealing of the library records is also another problem with the current system. Library records in the folders are kept on the front desk of the library. Using the database system records will be kept in tables in Microsoft Access. This will have password on them to prevent unauthorized access.

Damaged books are also a problem with the current system. Students usually keep books overtime since there is no stipulated time period to return books. However with the database system the librarian will issue a two week period in which books should be returned. The librarian can perform a query to see books which are overdue and inform members that they need to return their books to the library.

The database management system is more feasible and capable of solving problems. This system will also include long term benefits exceeding cost of implementing and maintaining the system. Technically resources are easier to access than the barcode system. Economically the budgeted cost for implementing the system is $35,700 compared to the $ 50,000 cost of implementing the barcode system. Operationally it is easier to instigate the database management system because of the time taken to convert it to the environments and it is much easier to operate. The time period is also a factor, the database management system will involve a one month and two weeks period however the barcode system will involve a two month period. Using the database system will involve a time saving of two weeks.

The database management system will result in improved efficiency and accuracy pertaining to library records. Records will be more organized compared to the previous system. The librarian can arrive at specific data by performing a query rather than manually searching through data records which is time consuming. Implementing the database management system is the most feasible solution it will solve all the problems which are apart of the current system. Librarian and students will benefit form improved efficiency, reduced time consumption and accuracy with data records.

[pic]

Interview Questions

1. How long have you been a Librarian at the Glenmuir High School?

2. Describe the daily process of recording and collecting books from students?

3. What is the stipulated time period for returning books that are borrowed by members?

4. Do you record reference books being borrowed by sixth and fifth formers?

5. Are students supervised or searched when they return these books to the library shelf?

6. Are there any reported cases of library books being stolen?

7. Do students frequently damage the books that they borrow?

8. Are there any punishment being implemented to reduce the instances of damaged books?

9. What are the problems associated with the present library recording mechanism?

10. Do you think that implementing an automated recording system would solve these problems?

Questionnaire

My name is Romain Thompson a 6th form student at the Glenmuir High School and I request your cooperation with the completion of my internal assessment please answer the questions below honestly and efficiently.

1. Gender: [ ] Male [ ] Female

2. When do you borrow books?

[ ] Lunch time

[ ] Breaks time

[ ] After school

3. Do you sign a membership card before you become a member at the library?

[ ] Yes [ ] No

4. Do you present an ID card when borrowing books?

[ ] Yes [ ] No

5. Describe the process of borrowing books at the library?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

6. Are there persons who ensure that books are not stolen when you return books?

[ ] Yes [ ] No

7. Have you ever contemplated stealing a books from the library?

[ ] Yes [ ] No

8. Is there a time period in which books should be returned?

[ ] Yes [ ] No

9. Have you ever damaged a library book that you borrowed?

[ ] Yes [ ] No

10. Do you think the recording process at the library is efficient?

[ ] Yes [ ] No

11. If no what are the major problem with the library and indicate how it has affected you as a librarian?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

12. What information technology tool do you suggest would solve the problem of the library system

[ ] Database

[ ] Barcode

[ ] Swipe card

DATAFLOW DIAGRAM

[pic]

ENTITY RELATIONSHIP DIAGRAM

[pic]

CLASS DIAGRAM

[pic]

USE CASE DIAGRAM

[pic]

Bibliography

1. Daley, Bill. Computers in your future. 9th ed. New York. 2007

2. Ferguson, Allen. Information Systems. 2nd ed. England. 2003

3. Oja, Pearson. Computer Concept. 9th ed. New York. 2007

-----------------------

[pic]

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download