Christian Family Center School Essay

Domingo St. Barangay Holy Spirit, Quezon City is composed of Elementary and high school. Christian Family Center School Foundation uses manual way in operating their library. Library is regarded as the brain of any institute; many institutes understand the importance of the library to the growth of the institute and their esteem users (students). Library system that offers many flexible and convenient features, that allows librarians and library users to maximize time and efficiency. Library System gives the all detailed information about students, staff and books. It will track on the how many books available in library and books issued to the students. It shows popular book among the students. It will provide book lost in library. Library is derived from the old French â€Å"libraries† which means â€Å"a collection of book†. Reading materials in a school are stored in libraries. The Library is a place in which books and related materials are kept for use but not for sale. It is also organized for use and maintained by a public body, an institution or a private individual. In addition, it is a place in which we get information in different formats and from many sources. The library must be neat so that it is conducive for learning. It is the place where students and researchers go to in order to find all the questions to their queries and ultimately find answers. It is therefore the role of a librarian to keep the place as clean and as orderly as possible. It is also his duty to keep safe all information related to library transactions like the ins and outs of books. Statement of the Problem Based on the conducted interview and observations, the group had come up with the following problems being encountered by the project. The study seeks to answer the following problems: 1. They spend more time in recording the inventory of the books and also in recording the transactions of borrowing. 2. Possible of losing the records. 3. The authorized person exerts more effort in this manual ways. 4. The records are unorganized. Objectives of the Study The following are the objectives aimed by the researchers to create a useful Library Management System to the proponents, Christian Family Center School Foundation. 1. To be able to develop a system that helps the school library to secure the information/data inputted. Only the authorized person can access the system. 2. To be able to minimize the time and effort of the person who is in charge in searching books. 3. To be able to minimize the possibility of losing the data. 4. To be able to have an organized data in library. Scope and Limitations The scope of the program is you can easily record the books being barrowed by the students. It also has a very user-friendly interface. Thus the users will feel very easy to work on it. The software provides accuracy along with a pleasant interface. Make the present manual system more interactive, speedy and user friendly. The transaction reports of the system can be retried as and when required. Thus, there is no delay in the availability of any information, whatever needed, can be captured very quickly and easily. Although this proposed system benefits the users, it also has its limitations. First the system is connected into a network. Only one can computer at a time can access the system. Second, the person that can access the system is limited (Librarian/Staff). Significance of the Study This IT project intends to provide an accurate and effective Library Management System which will benefit the following: Librarian/Staff, the librarian handles the monitoring of information in the library. It will lessen the time, enhance the level of work, help its processes more reliable and efficient, and provide accuracy and security of data information. Students, students can borrow and return books in the library. It will make the process of borrowing and returning books easier. CHAPTER 2 REVIEW OF RELATED LITERATURE AND STUDY This chapter presents the related literature and studies, local and foreign, that gives bearing to the present study. Local Literature According to Malnig (1991), online research began more than 25 years ago with convoluted and cumbersome searches through Dialog. Operational long before the common place use of the internet, the EarMest Dialog system was completed in 1996. It was world’s first online information retrieval system to be used globally with materially significant databases and for the use in libraries. However, it was said that it has a more technical interface than the newer versions on online libraries, and the manual library system. Biggs and Biggs (1987) conducted a survey of the heads of academic library reference services to examine the collection development for the study titled â€Å"Reference Collection Development in Academic Libraries: Report of a Survey†. It was found that selection and weeding were not guided by any written policy and studies of use of collection were missing. Authors concluded that online sources were important factors in selection. Harloe and Budd (1994) in â€Å"Collection Development and Scholary Communication in the Era of Electronic Access† examined the relationship between collection development and system of scholarly communication in academic library. They discussed on ownership verses access to information and presented strategies for collection development in electronic networked system. Sridhar (1995) wrote an article named â€Å"Problems of Collection Development in Special Libraries†. He explored the various factors affecting collection development in special libraries and highlighted the significance of collection development policy manual. Author pointed out the various problems related to document selection and procurement. Andrade and Vergueiro (1996) also wrote an article under title â€Å"Collection Development in Academic Libraries: A Brazilian Library’s Experience†. The article is based on the collection development practices of a Brazilian academic library. Authors outlined the different models of collection development given by professionals. Haider (1996) in his paper â€Å"Acquisition and Collection Development in Pakistan† analyzed the constraints faced by Pakistani libraries in the procurement of books from abroad. Lack of proper management, absence of competent personnel, non-existence of acquisition policy statements, non-existence of selection aids, ever shrinking library budgets, fluctuating rate of the rupee, inflation, import policy, trade embargoes against some countries, fiscal policy etc. were the major hurdles found. Foreign Literature According to Britannica Online (2010), the word library derives from Latin â€Å"Liber†, which means â€Å"The Book†. The origin of libraries dates back around 3rd century B. C in Babylonia, where keep written records which has been part of their history. The first libraries as a collection of books were evidenced in Greek temples and those established in conjunction with Greek schools and philosophy in 4th century B. C modern libraries usually contain periodicals, microfilms, tapes, videos, compact discs, and other materials in addition to books. Dewey (1992), as cited by Pasilan (2000) defines in integrated library system as the one that bring together numerous library task into one system. It allows the library to have a direct on its automation with a great efficiency. It also allows the user to use the library data for the acquisition, cataloging and circulation of library collections. Hoffer, Prescott and McFadden (2002) defines a database as an organized collection of related data. They also defined data as known facts that are recorded and stored on a computer system are structured to be easily stored, manipulated, queried and retrieved by data users. Thornton (2000) â€Å"Impact of Electronic Resources on Collection Development, the Roles of Librarians, and Library Consortia†. Study was conducted to find the impact of electronic resources and the Internet on collection development and discuss the changing role of librarians, library co-operation and collection development. It had been concluded that consortia will become more important sources in electronic information world. Pandita (2004) in her paper â€Å"Collection Development in the Digital Era† examined the impact of electronic format on the collection development. She pointed out that the policy of content development needs to be worked out and re-designed. Mandal and Panda (2005) in their research paper titled â€Å"Collection Development in the Internet Age and the Need for a Consortium in the Engineering College Libraries in West Bengal: A Study† discussed the different dimensions of collection development. The existing state of library collection and infrastructural facilities of 17 engineering college libraries in West Bengal were examined. Author suggested the staff training, provision of adequate staff and funds, appropriate infrastructure in IT and a need based collection. Mulla and Chandrashekara (2006) â€Å"E-Resources and Services in Engineering College Libraries – A Case Study†. Study was conducted to examine the efforts made by the engineering college libraries in Karnataka to build electronic resources. Results of the study revealed that collection and service infrastructure of the libraries in sampled regions were not up to the mark and libraries were struggling to build digital collection and in disseminating digital information due to lack of ICT infrastructure, IT trained manpower and paucity of finances, etc. Adekanmbi and Boadi (2008) in study titled, â€Å"Problems of Developing Library Collections: A Study of Colleges of Education Libraries in Botswana† ascertained the availability and use of collection development policies in the college of education libraries, in Botswana. In addition to using questionnaires, interviews were conducted to gather information from senior librarians, deputy principals of colleges and board of the affiliated institutions of the University of Botswana. Study brought to notice that majority of the libraries did not have collection development policies. Lack of constant training for librarians, inadequate staff, lack of support from administration and unavailability of collection development policies were some of the major problems found. It was further found that majority of the libraries did not involve their users in formulation of policies and did not implement these for collection development. Study revealed the need to train librarians on collection development. Mary and Sankar (2008) â€Å"Collection Evaluation of PSN College of Engineering and Technology Library and PET Engineering College Library in Tirunelveli District†. Authors described the various techniques of evaluating the document collection in academic libraries and evaluated the collection development practices of two engineering colleges. Sharma et al. (2008) evaluated the collection development in libraries of 38 engineering colleges of Orissa under title â€Å"Collection Management of Engineering College Libraries of Orissa: An Evaluative Study†. Information was collected from libraries using questionnaires. Study concluded that  growing dissatisfaction of the users arising from non-availability of needed documents and lack of provision of services could be boiled down to some extent, by rendering at least CAS or current contents or information about latest addition to users. Mallaiah and Gowda (2009) in paper â€Å"Collection Development in Mangalore University Library: A User Study† discussed the usefulness of collection development in a university library and attempted to find whether the UGC-INFONET E-journals were meeting the users information needs. Local Study The developments in information environments implies that new collection development policies need to be revised from time to time to ensure access to a wider range of e-documents and e-databases. These policies should give more emphasis on licensing agreements, copyrights, intellectual access, the mode of payment, subscription costs and archiving. A number of attempts have been made by the university libraries and academic institutions to develop collection development policies. Suzanne D Gyesley (2001) reported that the escalating price and rapid growth in electronic journal databases along with traditional print subscriptions and monographs forced library administrators and collection development librarians to make decisions between printed products or electronic formats in the new millennium. A separate study was conducted at A&M University libraries, Texas, USA in the disciplines of political science and economics to compare the annual subscription prices and percentage increase of 203 core printed journals with their electronic counterparts during 1998-2000 academic years. The electronic use statistics were examined for the expensive serials based on the number of hits by the users. Based on this study he reported that libraries were forced to pay for dual subscriptions both for paper and in electronic form. It also revealed that faculty and students were satisfied with the use of e-journals. It also indicated a trend that libraries would switch to electronic format if the price of electronic journals dropped. Considering the question of what the present collection of libraries mean to the user in the current information environment. Collection analysis techniques educate and support the new library staff about collection and provide better data to determine collection development priorities for budget planning. It helps librarians to assist their patron’s search for information. The collection was evaluated using online analysis tools. Topics covered are about the importance of e-book collections, faculty participation in the selection for more balanced and comprehensive collection management plan. Their article lists out the benefits of conducting collection analysis. It revealed that collection analysis has a positive impact on collection development and management. Findings inferred from this study suggest that access to the collection were improved and some problems encountered with a particular collection were identified. Foreign Study Mukherjee (1965) carried out a study titled, â€Å"Library Facilities in Training Colleges of India† to assess the prevalent position of 50 teacher training college libraries. Questionnaire was used as data collection tool. Study revealed that majority of libraries did not have sufficient space for proper functioning. Some of teacher training colleges did not have their own libraries. Staff and students depended on the university libraries to which education section was attached. Naidu (1981) in his research paper, â€Å"College Libraries in Andhra Pradesh: With Special Reference to Andhra University† attempted to find the causes leading to unhappy situation of libraries. Author disclosed the gloomy picture of college libraries and suggested to lay down some norms and standards for college libraries by inspection commission of each university. He further suggested that at least 6% of the college budget should be spent on library. Author emphasized the need to give initiation to users in the beginning of each academic year. In an article titled â€Å"A Survey of College Libraries in West Godavari District† Raju (1984) explored the prevailing position of libraries of 18 colleges affiliated to Andhra University, Waltair. Various facets of libraries i. e. library staff, building, collection, book banks, budget and technical services, etc have been examined. Financial sources were found inadequate. DDC and AACR-I were popular among libraries. Survey revealed the immediate need to improve the services to meet information needs of students, teachers and research scholars. Kumbar (1986) took up a study named â€Å"College Libraries under ulbarga University Area: A Survey. † He assessed the existing situation and status of 54 colleges libraries. Besides using questionnaires, interviews were also conducted to collect data. Only one librarian possessed master’s degree in Library Science. Survey represented a disappointing picture of libraries as only 12 libraries had their own buildings. Libraries were spending more funds on books and comparatively less on periodicals. Library services were not found satisfactory. It was found that more than 50% libraries brought out annual reports. Jasmer Singh (1990) carried out research for doctorate degree on the topic â€Å"College Libraries in Punjab: A Statistical Analysis of the Problems† He conducted a survey to find the problems being faced by college libraries of Punjab and Chandigarh and also attempted to study the use of libraries. He covered 210 colleges under study, including five colleges of education also. Questionnaire-I was used to know about the prevalent position of libraries and problems being faced by librarians in managing these. Two separate questionnaires were used to know the opinions of students and teachers about their respective libraries. Bajpai (1995) in research paper â€Å"Evaluation of College Library Services in Delhi† assessed the services of college libraries in Delhi and identified their problems. He brought forward that librarians often found it difficult to deal with teaching and non-teaching staff members regarding return of books. For this, library rules existed only on paper and were not being implemented properly. Chopra (1995) revealed the problems being faced by college libraries of Punjab in his article titled â€Å"College Libraries in Punjab: Some Problems Re-Considered†. Article is based on the personal observations of the author. He grouped these problems into three parts i. e. problems related to the management of colleges, problems concerned with principals of colleges and finally those related to library staff. Shortage of staff, inadequate funds, physical facilities, circulation of books, stock verifications and library hours etc. were the facets discussed in paper. Martin (1976) in his article â€Å"User Studies and Library Planning† discussed the user studies and appraised their role in library planning. Author provided various guidelines for conducting user studies and concluded that user data strengthens the planning and decision-making processes at several levels, so the responses of users should be an integral part of the ongoing practice of librarians, providing constant feedback. Coker (1993) has written a useful article titled â€Å"Libraries Verses Users? How and How Not to Deter Library Users†. Author examined the various factors influencing the  attitude of users towards libraries and also took into consideration the socioeconomic, technological, physical/technical and psychological/ emotional conditions shaping up the perceptions of non users, inhibit users and potential users. Wildemuth (2003) in article titled â€Å"Why Conduct User Studies? The Role of Empirical Evidence in Improving the Practice of Librarianship† emphasized that by gathering evidences about library users, their interactions with library services and materials and context in which those materials and services are used, librarians can make sound decisions for the future. Author discussed on the methodology for conducting user studies and utilization of results as basis for decision making. Carr (2006) â€Å"What Users Want: An Academic ‘Hybrid’ Library Perspective†. Author described the development of user centered approach in academic libraries over the recent decades. He wrote that largely unquestioned ‘user get what we give them’ attitude was being transformed into ‘what do users want? ’ approach. The failure to take what users want into account would leave academic library high and dry in the desert of lost opportunities. Definition of Terms Used in the Case Study. 1. Library – is derived from the old French â€Å"libraries† which means â€Å"a collection of book†. 2. Librarian – the person who is in charged in the library. 3. Computer – is composed of the hardware, software and people. 4. Book – reading material. 5. Staff – the assistant of the librarian. CHAPTER 3 THE EXISTING SYSTEM The diagrams below represent the flow of the existing system of Christian Family Center School Foundation Library System. It shows also the Equipments and Software used. Context Level Data Flow Diagram of Christian Family Center School Foundation Library System. Diagram 0 – Next Level of Christian Family Center School Foundation Library System Level 1Diagram Showing the Decomposition of Process 2. 0 from the Level 0 Diagram Status AvailableBook Book Information Details of Books Student Receipt Equipment Currently Used, Specifications, and Cost The table below shows the Equipment and Currently Used, Specifications, and Cost of the Existing System. OFFICE SUPPLIES QUANTITY UNIT PRICE TOTAL Ball pen / pencil 15 10. 00 150. 00 Log Book 2 54. 75 109. 50 Paper Pack 5 75. 00 375. 00 Envelope 26 4. 25 110. 50 Stapler 1 85. 25 85. 25 Total: 830. 25 FURNITURE AND EQUIPMENT. COST VALUE TOTAL Computer Package 26,975. 00 1 26,975. 00 Filling Cabinet 1,568. 00 1 1,568. 00 Electric Fan 800. 00 4 3200. 00 Chairs 280. 00 48 13,440. 00 Tables 850. 00 8 6,500. 00 Total: 51,683. 00 Software Currently Used and Cost The table below shows the Software Currently Used and Cost. SOFTWARE COST TOTAL Windows 7 1000. 00 1000. 00 Microsoft Office 2000. 00 2000. 00 Total: 3000. 00 CHAPTER 4 THE PROPOSED SYSTEM Methods of Research Used The proponents used RAD method by planning the requirements for the system and meet to assign the own task of the members of the proponents. The proponents give a date for deadline where the proponents will meet for the easier and fast way, the proponents talk through internet to compile their assigned task and finished the system. Data Gathering Instruments Interview is defined as a meeting to people face to face to cinfer about something or an act of a questioning to receive a desired answer that is necessary in solving a specific problem. Interview benefits the researches in the sense that this will be used in gathering facts. The interviews will be conducted on the July 12, 2014 and to that respondent who uses the system directly. The diagrams below represent the flow of the proposed system of Christian Family Center School Foundation Library System. Level 1 Context Level Data Flow Diagram of Christian Family Center School Foundation Library System Level 1 Diagram 0 – Next Level of Christian Family Center School Foundation Library System Level 1 Diagram Showing Decomposition of Process 1. 0 from the Level 1 Diagram 0 Program Flowchart Equipment Currently Used, Specifications, and Cost The table below shows the Equipment and Currently Used, Specifications, and Cost of the Existing System. OFFICE SUPPLIES QUANTITY UNIT PRICE TOTAL Ball pen / pencil 15 10. 00 150. 00 Log Book 2 54. 75 109. 50 Paper Pack 5 75. 00 375. 00 Envelope 26 4. 25 110. 50 Stapler 1 85. 25 85. 25 Total: 830. 25 FURNITURE AND EQUIPMENT COST VALUE TOTAL Computer Package 26,975. 00 1 26,975. 00 Filling Cabinet 1,568. 00 1 1,568. 00 Total: 28,543. 00 Software Currently Used and Cost The table below shows the Software Currently Used and Cost. SOFTWARE COST TOTAL Windows 7 1000. 00 1000. 00 Microsoft Office 2000. 00 2000. 00 Microsoft Visual Basic 2010 Express 1000. 00 1000. 00 Total: 4000. 00.