Digital Library:A case of Faculty of Computing and

Information Technology Book Bank

By

Allen Nahabwe
BA SS (MAK)

A PROJECT REPORT SUBMITTED TO MAKERERE UNIVERSITY

FACULTY OF COMPUTING AND INFORMATION TECHNOLOGY, IN
PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD
OF THE POSTGRADUATE DIPLOMA IN COMPUTER SCIENCE 2004/2005

SEPTEMBER, 2005
DECLARATION

I Allen Nahabwe, do hereby declare that this project is my own production and the work
herein has not hitherto been submitted either wholly or partially for an academic award by
any other student of this University, or in any other university.

Signed:..........................................................................
Allen Nahabwe (Student)

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STATEMENT OF ORIGINALITY

This project is entirely an original work of Allen Nahabwe

It has been carried out at the Faculty of Computing and Information Technology Book
Bank, for the award of the Postgraduate Diploma in Computer Science under the super-
vision of Mrs. Agnes Rwashana Semwanga.

Signed:...........................................................................
Mrs. Agnes Rwashana Semwanga (Supervisor)
Date:...............................................................................

Signed:...........................................................................
Student: Allen Nahabwe
Date:...............................................................................

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DEDICATION

I dedicate this project to my husband Major David Leon Kasura Kyomukama, for the
tireless efforts he put in paying for my school fees, and my son Donald Kasura, as well as
my daughter Joy Mirembe Kasura.

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ACKNOWLEDGMENT

I would like to acknowledge the assistance of Mrs. Agnes Rwashana Semwanga, whose
close supervision and guidance has enabled me complete this project.

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Contents

DECLARATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i

STATEMENT OF ORIGNALITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii

DEDICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

ACKNOWLEDGEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv

TABLE OF CONTENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

LIST OF TABLES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

LIST OF FIGURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x

ABSTRACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi

1 INTRODUCTION 1

1.1 BACKGROUND TO THE STUDY . . . . . . . . . . . . . . . . . . . . . . . . . 1

1.1.1 ACTIVITIES AT THE FACULTY OF COMPUTING AND INFORMA-

TION TECHNOLOGY BOOK BANK . . . . . . . . . . . . . . . . . . . 1

1.1.2 THE BOOK BANK SYSTEM AT THE FACULTY OF COMPUTING

AND INFORMATION TECHNOLOGY . . . . . . . . . . . . . . . . . . 2

1.2 STATEMENT OF THE PROBLEM . . . . . . . . . . . . . . . . . . . . . . . . 2

1.3 OBJECTIVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

1.3.1 GENERAL OBJECTIVE . . . . . . . . . . . . . . . . . . . . . . . . . . 3

1.3.2 SPECIFIC OBJECTIVES . . . . . . . . . . . . . . . . . . . . . . . . . 3

1.4 SCOPE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

1.5 SIGNIFICANCE OF THE STUDY/JUSTIFICATION . . . . . . . . . . . . . . . 4

2 LITERATURE REVIEW 5

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 2.1 RELATED DIGITAL LIBRARIES . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2.1.1 MAKERERE UNIVERSITY LIBRARY . . . . . . . . . . . . . . . . . . 6

2.1.2 ALBERT COOK LIBRARY . . . . . . . . . . . . . . . . . . . . . . . . . 7

3 INVESTIGATION OF THE EXISTING SYSTEM 9

3.1 SYSTEM STUDY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3.1.1 METHODOLOGY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3.2 EXISTING SYSTEM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

3.2.1 DOCUMENTS IN THE BOOK BANK . . . . . . . . . . . . . . . . . . . 10

3.2.2 REGISTERING NEW BOOKS . . . . . . . . . . . . . . . . . . . . . . 10

3.2.3 REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

3.2.4 PROCEDURES AND REGULATIONS . . . . . . . . . . . . . . . . . . 11

3.2.5 BORROWING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3.2.6 LENDING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3.2.7 DISCHARGING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3.2.8 ACQUISITION POLICY . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3.2.9 RETURNING SYSTEM . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3.3 PROBLEMS OF THE EXISTING SYSTEM . . . . . . . . . . . . . . . . . . . 12

3.4 REQUIREMENT SPECIFICATIONS . . . . . . . . . . . . . . . . . . . . . . . 13

3.4.1 USER REQUIREMENTS FOR THE PROPOSED SYSTEM . . . . . 13

3.5 SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

3.5.1 FUNCTIONAL REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . 13

3.5.2 NON FUNCTIONAL REQUIREMENTS . . . . . . . . . . . . . . . . . 14

3.6 USER SPECIFICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3.7 SYSTEM INPUTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3.7.1 STUDENT USER DATA . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3.7.2 BOOK ACQUISITION . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3.7.3 ISSUING OF BOOKS . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

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 3.7.4 BOOK RETURN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3.7.5 REPORT DATA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3.8 HARDWARE REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3.9 SOFTWARE REQUIREMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3.9.1 PROPOSED SYSTEM MODULES . . . . . . . . . . . . . . . . . . . . 16

4 SYSTEM DESIGN 18

4.1 DATA FLOW DIAGRAM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

4.2 CONCEPTUAL DESIGN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

4.2.1 ATTRIBUTES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

4.2.2 RELATIONSHIP BETWEEN THE ENTITIES . . . . . . . . . . . . . . 20

4.2.3 ENTITY RELATIONSHIP DIAGRAM . . . . . . . . . . . . . . . . . . . 22

4.3 RELATIONAL MODEL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

5 SYSTEM IMPLEMENTATION 25

5.1 PROGRAMMING ENVIRONMENT . . . . . . . . . . . . . . . . . . . . . . . . 25

5.1.1 DATABASE MANAGEMENT SYSTEM . . . . . . . . . . . . . . . . . . 25

5.1.2 DATA MANIPULATION . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

5.1.3 SCRIPTING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

5.1.4 INTERFACE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

5.2 JUSTIFICATION FOR PROGRAMMING ENVIRONMENT . . . . . . . . . . . 26

5.3 FORM INPUT DESIGN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

5.3.1 FORMS FOR CREATING USERS . . . . . . . . . . . . . . . . . . . . 27

5.3.2 FORMS FOR DELETING USERS . . . . . . . . . . . . . . . . . . . . 28

5.3.3 FORMS FOR EDITING USERS . . . . . . . . . . . . . . . . . . . . . 29

5.3.4 FORMS FOR ADDING READING MATERIALS . . . . . . . . . . . . 30

5.3.5 FORMS FOR BORROWING READING MATERIALS . . . . . . . . . 31

5.3.6 FORMS FOR RETURNING READING MATERIALS . . . . . . . . . . 32

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6 RECOMENDATIONS AND CONCLUSION 33

6.1 RECOMMENDATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

6.1.1 STAFFING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

6.1.2 IT INFRASTRUCTURE . . . . . . . . . . . . . . . . . . . . . . . . . . 33

6.1.3 FUNDING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

6.1.4 JOIN THE DIGITAL LIBRARY FEDERATION . . . . . . . . . . . . . . 34

6.2 CONCLUSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

REFERENCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

BIBILIOGRAPHY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

A APPENDICES 37

A.1 QUESTIONNAIRE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

A.1.1 INTERVIEW GUIDE FOR LIBRARIAN . . . . . . . . . . . . . . . . . . 37

A.1.2 INTERVIEW GUIDE FOR USER . . . . . . . . . . . . . . . . . . . . . 41

A.2 SYSTEM SCREEN DISPLAYS . . . . . . . . . . . . . . . . . . . . . . . . . . 44

A.2.1 FCIT BOOK BANK HOME PAGE . . . . . . . . . . . . . . . . . . . . . 44

A.2.2 FCIT BOOK BANK MENU PAGE . . . . . . . . . . . . . . . . . . . . . 45

A.2.3 FCIT BOOK BANK ADMIN PAGE . . . . . . . . . . . . . . . . . . . . 46

viii
List of Tables

4.1 ReadingMaterials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

4.2 User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

4.3 Faculty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

4.4 Hall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

4.5 Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

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List of Figures

4.1 DATA FLOW DIAGRAM FOR THE PROPOSED SYSTEM . . . . . . . . . 19

4.2 RELATIONSHIP BETWEEN THE ENTITIES . . . . . . . . . . . . . . . . . 21

4.3 ENTITY RELATIONSHIP DIAGRAM . . . . . . . . . . . . . . . . . . . . . 22

5.1 FORMS FOR CREATING USER . . . . . . . . . . . . . . . . . . . . . . . . . 27

5.2 FORMS FOR DELETING USER . . . . . . . . . . . . . . . . . . . . . . . . . 28

5.3 FORMS FOR EDITING USER . . . . . . . . . . . . . . . . . . . . . . . . . . 29

5.4 FORMS FOR ADDING READING MATERIALS . . . . . . . . . . . . . . . 30

5.5 FORMS FOR BORROWING READING MATERIALS . . . . . . . . . . . 31

5.6 FORMS FOR RETURNING READING MATERIALS . . . . . . . . . . . . 32

A.1 FCIT HOME PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

A.2 FCIT BOOK BANK MENU PAGE . . . . . . . . . . . . . . . . . . . . . . . . . 45

A.3 FCIT BOOK BANK ADMIN PAGE . . . . . . . . . . . . . . . . . . . . . . . . . 46

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ABSTRACT

This project aims at establishing a Digital Library for the Faculty of Computing and Infor-
mation Technology Book Bank.The project analyzes the requirements and then comes
up with the requirements specifications. Studies other related systems and then come
up with system specifications. The system is then designed in accordance with specifi-
cations to satisfy the requirements. The design is then implemented with MYSQL, PHP
and HTML.The system is designed as an interactive and content management system.
The content management system deals with data entry, validation and updating while the
interactive system deals with system interaction with the users.

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Chapter 1

INTRODUCTION

1.1 BACKGROUND TO THE STUDY

Faculty of Computing and Information Technology (FCIT) is one of the faculties found at
Makerere University. It was established by Makerere University Council on 19th February
2005. FCIT grew out of the Institute of Computer Science which was established by Mak-
erere University council in 1985. FCIT offers expert teaching and research in the areas of
Computing and Information Technology through its popular academic programs.

Faculty of Computing and Information Technology (FCIT) has got an institute library known
as a Book Bank, which is open full time. It stores a number of textbooks, thesis and other
information materials for the FCIT. The book bank operates in conjunction with Makerere
University main library.

1.1.1 ACTIVITIES AT THE FACULTY OF COMPUTING AND INFORMA-

TION TECHNOLOGY BOOK BANK

The activities of the Book Bank aim at building the collection, making effective use of the
collection, easy preserving, maintaining of the collection and provision of basic library
services. This is done as follows,

Building the collection, or collection development, which is the aquisation of library

stock through direct purchases, gifts, donations or grants.

Organization of knowledge which involves cataloging and classification of book bank

resources and non book bank resources.

Preservation and maintenance of collection. It is important that library stock ac-

quired is maintained in proper order and in physical condition fit for handling by the

1
 user or staff. Maintenance involves shelving, location of documents, shifting of col-
lections, preparation of guides, maintenance of guides documents, shelf list register
and stock verification.
Provision of services which includes, provision of general information e.g textbook
sections, assistance in searching and location of documents and assistance in the
use of reference books.

1.1.2 THE BOOK BANK SYSTEM AT THE FACULTY OF COMPUTING

AND INFORMATION TECHNOLOGY

A number of problems have been identified in the current system used by the Faculty of
Computing and Information Technology Book Bank. The Book Bank is small, books are
accessed on open shelves, information is recorded manually and carrying out inventory
and update is not easy. Some of the major weaknesses associated with the current
manual system include:

Time consuming and slow: The use of paper in the process of carrying out Book
Bank work is slow and time consuming. For example to borrow a book, one has
to locate the book in the shelves and sign in the book. The borrower has to wait
until the librarian has verified. The process is slow and tedious and violates the rule
of library science, which says saving the time of the reader This kind of a system
wastes the time of the reader. The problem is made worse when there are many
readers to be served.
Too many paper records: Paper is used all the time when doing Book Bank work.
This generates a lot of records and keeping them can be a problem in the sense
that they can be easily mixed up, making retrieval difficult especially when a client
needs to be served fast. There is also a possibility of loosing papers that contain
vital information that is used to know who has which publication and also to track
defaulter.
It is not easy to do stock taking: Some students keep books for a long time (until the
end of academic year). When a librarian wants to do stock taking to compile a list
of defaulter, this is tedious and time consuming.

The main purpose of this project is to design an appropriate digital based library system
for faculty of computing and Information Technology Book Bank.

1.2 STATEMENT OF THE PROBLEM

Book Banks in many institutional organizations are very important because they support
the main objectives of the institutions. FCIT has a book bank which operates manually,

2
and is therefore prone to errors. Because of the manual system, the reports produced
from the book bank are not timely and standardized. There is no accurate and easily
accessible source of details on books borrowed, books returned and books overdue for
returning that can be used to generate reports and identify defaulters. Coupled with this
is the fact that the Librarian has to record all the transactions manually which makes
the whole process difficult to provide quality services at the right time. Given the draw
backs, there was need for the researchers to develop an automated system to record the
transactions that occur with in the Book Bank and produces standard reports in a timely
manner for decision making.

1.3 OBJECTIVES

1.3.1 GENERAL OBJECTIVE

The main objective of the study was to design and implement a digital based library sys-
tem that will be used by the Faculty of Computing and Information Technology Book Bank
staff and students to frequently update the reading materials, access reading materials
and keep a good inventory of the reading materials.

1.3.2 SPECIFIC OBJECTIVES

The specific objectives of the study were to:

Carry out a study that will help to identify the areas of concern to be addressed by
the new system.

Design a digital library based system that will be used by the Faculty of Computing
and Information Technology Book Bank to frequently carry out inventory, act as a
data back up, identification of defaulter, generate management reports and reduce
on the amount of storage space.

Create a system that will be used by the Faculty of Computing and Information
Technology Book Bank to maintain authority lists of technical terms and concepts
and provide for data sharing.

1.4 SCOPE

This study was carried out at the Faculty of Computing and Information Technology Book
Bank Library. The area of study was designing and implementing a digital based li-
brary system for reading material management e.g facilitating intellectual arrangement

3
of records, retrieval of reading material, tracking of reading material, better reliability and
security of reading material, online finding aid that can be viewed printed out when neces-
sary, motivation for Faculty of Computing and Information Technology Book Bank Library
staff, hence a more productive environment, data entry, save storage space for institu-
tions records, hence decreasing on paper work in the current reading material storage
system and serve as future reference.

1.5 SIGNIFICANCE OF THE STUDY/JUSTIFICATION

A digital based reading material management system has been created and it is possible
to generate reports and carry out the necessary inventory. The following will specifically
be addressed by the new system.

The Faculty of Computing and Information Technology Book Bank will take it up to
improve their own record keeping and management.

The project will outline a number of good practices for reading material manage-
ment, e.g
- Intellectual arrangement of records/Reading materials.
- Easy retrieval of reading material/Records.
- Keeping track of reading materials/Records.
- Better reliability and security to records/documents.
- Online finding aid that can be viewed and printed out when necessary.

It will provide motivation for library personnel, hence a more productive environment.

Data entry will be simplified and there will be swift use of system hence encouraging
frequent use.

It will be used as a future reference.

Data searching will be possible.

4
Chapter 2

LITERATURE REVIEW

Watstein (1999) [7] uses an inclusive definition of digital libraries as, including all types of
library materials in digital form:

Retrospectively converted materials, as well as newly published materials, which

may be derivatives of print works or original electronic publications.

A wide range of material types, including journals, reference works, monographs,visual

materials, sound recordings, moving pictures.

All types of digital formats, from bit mapped page images to SGML encoded texts to
page images stored in proprietary format.

She considers the digital library to include only those information resources that are avail-
able on the Internet. They do not include CD ROMs and other local non networked re-
sources in their definition of digital libraries.

Tsuno (1998) [5] contends that digital library is a term pre emptied and given currency
by Vice President Albert Gore. He notes that the announcement for Digital libraries
95:The Second International Conference on the Theory and Practice of Digital Libraries
refers to new media and data types, high speed networks, social and legal issues, and
collaboration, but makes no reference to long term access to information. He goes on to
comment that this term digital library and its companion term virtual library, have so
far been used narrowly to define a quantity of databases available for use at a given time.

Clifford and Drabenstott (1994) [2] suggests one definition of digital libraries, consist-
ing of the elements that have been identified as common to terms used to describe digital
libraries.
These elements are:

The digital library is not a single entity.

The digital library requires technology to link the resources of many.

5
 The linkages between the many digital libraries and information services are trans-
parent to end users.
Universal access to digital libraries and information services is a goal.
Digital library collections are not limited to document surrogates: they extend to
digital artifacts that cannot be represented or distributed in printed formats.

The site also includes the purposes of a North American digital library system, as posited
by the CAN LINKED Initiative, a proposal for the coordinated development of a distributed
digital library system in Canada, and prepared by a group of academic and research li-
braries, February 1995.

Another definition of digital libraries is offered by the partner institutions in the Digital
Library Federation (DLF):Waters (1998) [6];

Digital libraries are organizations that provide the resources, including the special-
ized staff, to select, structure, offer intellectual access to, interpret, distribute, pre-
serve the integrity of, and ensure the persistence over time of collections of digital
works so that they are readily and economically available for use by a defined com-
munity or set of communities.
Digital research library is a collection of electronic information organized for use in
the long term. As such, digital research libraries.

2.1 RELATED DIGITAL LIBRARIES

2.1.1 MAKERERE UNIVERSITY LIBRARY

The Library Mission is to meet study, teaching and research information needs for sus-
tainable national and regional development. Makerere University Library (2004) [3];

EXISTING SYSTEM

The library has an online digital library accessed on (http://www.makerere.ac.ug/mulib/).

With this online system, library users are able to view, search, select various reading
materials available on this site.

Here library staff are also able to carry out the necessary library transactions, like add,
update or delete reading materials, record borrowed books, clear returned books by bor-
rowers, view stock of reading materials and generate the necessary reports.

6
ADVANTAGES AND DISADVANTAGES OF MAKERERE UNIVERSITY LI-
BRARY SYSTEM

Advantages

The strength of the system lie in the fact that:

User friendly interface. Well presented as A web site with user friendly colors in
the background. Pictures have been included in the background to emphasize the
purpose of the web site.
A wide range of materials to choose from. It provides web based access to a broad
variety of electronic databases, viewed as abstracts and full text.
The system allows easy management of reading materials e.g inventory, updating,
retrieval and access.

Disadvantages

The weaknesses are that:

Has scanty materials on computer science. Makerere University Library has a wide
collection of arts materials and specific sections for arts materials. It does not have
a specific section for computer science and will therefore not be ideal for someone
doing research in computer science.
Some of the reading materials can only be viewed in an abstract form.
Some sites require a long process of subscription, which is time consuming.
Some sites require to login with username and password, which is sometimes not
known.

2.1.2 ALBERT COOK LIBRARY

The library mission is to meet study, teaching and research information needs for sustain-
able national and regional development. Albert Cook Medical Library (2004) [1];

Existing System

The library has an online digital library accessed on (http://www.makerere.ac.ug/mulib/acooklib/)

The site serves as a gateway to resources and services available at the Library. Here you

7
can find details concerning, opening hours, computer access, library staff, collections,
publications and links to various medical and health electronic databases.

ADVANTAGES AND DISADVANTAGES OF ALBERT COOK LIBRARY SYSTEM

Advantages

The above system is able to perform the following functions,

The library provides a free literature search service from medical/health databases.
Library users can select topics of interest which they would like to receive informa-
tion updates on whenever the medical/health databases are updated.

The system presents itself with a user friendly interface, which is well presented as
A web site with user friendly colors in the background. Pictures have been included
in the background to emphasize the purpose of the web site.

There is a wide range of health related reading materials to choose from.

The system allows easy management of reading materials e.g inventory, updating,
retrieval and access.

Disadvantages

Albert Cook Library is ideal for research on health related topics. It has scanty
materials on computer science and arts related topics.

Some materials can only be viewed in abstract form.

Some sites require a long process of subscription, which is time consuming.

Some sites require to login with username and password, which is sometimes not
known.

8
Chapter 3

INVESTIGATION OF THE EXISTING

SYSTEM

3.1 SYSTEM STUDY

3.1.1 METHODOLOGY

The methods that were used in the development of the system are:

(1) Study

A study of the Faculty of Computing and Information Technology Book Bank Library was
carried out to establish the main areas of concern so as to come up with a balanced
solution to the problem. The following tools and methods were used to carry out the
study.

(i) Observation

The researcher observed the procedures that were being used in loaning out books and
receiving them back, acquiring books, processing transactions, tracking defaulter, and
receiving books.

(ii) Interviews

Interviews by use of questionnaires were carried out at the level of staff and students
to identify their views regarding the functioning of Faculty of Computing and Information

9
Technology Book Bank.

(iii) Reading

The researcher also looked at the available relevant literature like lists of Book Bank users
who borrow books, library files, registration records, rules and regulations and procedures
of borrowing and returning books.

3.2 EXISTING SYSTEM

The system that exists is absolutely manual. The Book bank daily activities are done
using the traditional methods, which involves the use of Paper work based contrary to
modern computerized methods. The book bank has one computer in place and is not
used for the Book Bank

3.2.1 DOCUMENTS IN THE BOOK BANK

There are various documents that characterize the Book Bank. These include non book
materials, such as newspapers. The documents mainly contain information to do with
computing and information technology. The Book Bank works in conjunction with the
main library of Makerere University. Apart from these documents, the library also has
other materials, which include Audio Visual scientific tapes, which are used for teaching
purposes. The audio visual tapes came to the library mostly as donations.

3.2.2 REGISTERING NEW BOOKS

This involves recording author information, title information, publisher information, and
edition and accession number for each book title that the Book Bank receives. They help
in the sense that the title has its own identification number (Accession Number). Prior to
accessioning stamping of the book is done first.

3.2.3 REPORTS

There are two types of reports prepared by the librarian. The first one is the quarterly
report and the second is the annual report. The quarterly report is prepared once in three
months, while the annual report comes out at the end of the year and combines all what

10
is in the monthly report of the twelve months of the year. Reports are submitted to the
Administrator who reports in the Coordinators meeting monthly.

3.2.4 PROCEDURES AND REGULATIONS

The Book Bank has a set of regulations. The regulations are aimed at ensuring that
the books are not borrowed beyond the established duration and that limited numbers of
books are borrowed so that other users can access to the books. The regulations specify
the eligible borrowers who are students of the FCIT and the staff. Borrowing of books is
one of the major activities that are executed by the librarian when serving his/her clients.

3.2.5 BORROWING

As already mentioned above, one can only borrow when he/she is a student registered in
FCIT or a member of staff. While borrowing the users use a Book Bank. The details of
the book like little, publisher, accession number are put on the borrowing card and then
inserted in the book. The eligible borrower then takes a book off the shelf and signs for it.
The borrowing card remains as a record of the book. The librarian then puts the card in
the drawer of his desk

3.2.6 LENDING

There are different systems of lending books. In case of open access system, which
is now becoming more and more popular, a borrower is allowed to access the shelves
and makes selection of books by browsing amongst the books on the shelves which are
generally arranged subject wise. In the closed access system, book selection is done by
consulting the catalogue or the reference assistant. The lending method used in the Book
Bank is that of the card system, where the card is field with details of the book or title.
On the borrowing card, there are five columns in which the particulars of the borrower are
filled. After being filled, the card constitutes a record of a book on loan. On the expiry
of the loan period, the borrower returns the book to the Book Bank. The librarian then
looks for the card of the book, and then signs it as an indication that the book has been
returned and the borrower is absolved of the responsibility for the book.

3.2.7 DISCHARGING

On expiry of the loan period, the borrower returns the book to the Book Bank. The librarian
then looks for a card of the book being returned. They then sign or appends his signature
an indication that the borrower has also excluded himself for the responsibility of the book

11
and no record to that effect. The borrowing card is then inserted in the book and then
shelved back to its appropriate shelf.

3.2.8 ACQUISITION POLICY

This is the guideline used in acquiring reading materials for the library. There is need to
have a sound acquisition policy so that collection development finally meets the require-
ments of the clients.

3.2.9 RETURNING SYSTEM

When the borrower returns the book to the library, the librarian looks in the records for
the details of the borrower like date when the book was taken, expected return date and
compares with the return date of the book.

3.3 PROBLEMS OF THE EXISTING SYSTEM

The problems experienced are a result of the system being manual. They include,

Time consuming and slow: The use of paper in the process of carrying out library
work is slow and time consuming. For example one has to fill all the details in the
book manually when borrowing. On the returning the book, one has to cross the
out the records in the book manually. The process is slow and tedious and violates
the law of library science, which says that saving time for he reader. This kind of
system wastes time of the reader. It is worse if there are many library users to serve.

Too much paper work: Paper is used all the time when doing work. This generates
alot of records and keeping them can be a problem in a sense that they can be easily
mixed up, making retrieval difficult especially when the Book Bank user needs to be
served fast. There is also a possibility of loosing papers or misplacing them and yet
they contain vital information that is used to track defaulter.

Using a manual system to do stock taking is not easy.

Calculating overdue fines using a manual system is prone to mistakes.

12
3.4 REQUIREMENT SPECIFICATIONS

3.4.1 USER REQUIREMENTS FOR THE PROPOSED SYSTEM

The system should:

Be able to search for details of reading materials basing on the clue input by the
user so that the user is not given information that is irrelevant with his/her interest.
Have interfaces and user guides understandable by people of average computer
skills.
Be robust enough so that users can not corrupt it.
Be fast enough.
Be able to handle more than one user.
Be maintainable by persons of average computer skills, with no knowledge about
software used.
Be able to evolve without damaging existing system.
Have the capacity to handle expansion.
Be friendly to both users and maintainers.

3.5 SYSTEM REQUIREMENTS

3.5.1 FUNCTIONAL REQUIREMENTS

Storing and retrieving information on users.
Storing and retrieving reading materials information.
Maintaining and manipulating records in system database through function like data
entry, editing, deletion and reports.
Maintaining and linking tables through functions like book loaning, book return and
generating of reports.
Create pre designed reports on a regular basis.
Store and retrieve records of all library transactions.
Data entry.
Validate input data.

13
3.5.2 NON FUNCTIONAL REQUIREMENTS
The system should be fast enough to satisfy the users.
The system will authenticate all users (learners and staff) by username and pass-
word before getting access to resources.
The system should be available at any time of the day so that the searching individ-
ual is able to search at his/her own convenience
The system should be accessible on the Makerere University intra net as well as
any other place where there is Internet.
The system should be maintainable by an individual with average computer capabil-
ities. Data input, modification and elementally logical streamlining should be done
using online prepared forms that will be friendly and robust enough for the main-
tainer to manage with minimal possibilities of causing mistakes.
The system shall have appropriate menus from which the user will make selections
for the required functions.
The system shall have a user friendly interface which can be easily leant and used
in a short time.
System should be protected from abuse by unauthorized users.
The system shall be able to present output in a orderly manner.

3.6 USER SPECIFICATION

The user of the system is expected to:

Posses basic knowledge on how to use digital library.

Be familiar or able to farmiliarise with the terminologies used in the library.

3.7 SYSTEM INPUTS

3.7.1 STUDENT USER DATA

The system will input the following information in the student user database. It should be
noted that every single record will correspond to a student user as follows,

UserID.
Password.

14
3.7.2 BOOK ACQUISITION

The system inputs all the data to the book file, which is used to hold one record for each
current book stock. The field names in this file are:

Book identification number.

Book author.
Book tittle.

3.7.3 ISSUING OF BOOKS

Loaning of books is only done to student users and members of staff. This is validated
using the database. The following data will be required to accomplish the loaning trans-
action.

UserID
Faculty
Hall of residency.
Book tittle/Author.
Date of issue.
Expected return.

3.7.4 BOOK RETURN

On returning the loaned books, only the book number is required to validate whether it is
required in the loan file. The following are entries on the return file,

UserID
Hall of residency.
Faculty
Book title/Author.
Issue date.
Expected return date.
Return date.

15
3.7.5 REPORT DATA

The following information will be required to generate reports.

Users.

Available reading materials.

Number of books loaned out.

Number of books overdue and by who.

3.8 HARDWARE REQUIREMENTS

There should be at least 42MB of memory for software to be developed and data to be
stored.
Assumption:
MYSQL=20MB
PHP=10MB.
Memory for data=12MB

3.9 SOFTWARE REQUIREMENT

The application runs under Windows 2000 which should be pre installed on the computer.
The anti virus software toolkit used is Macfe anti virus that should be regularly upgraded.

3.9.1 PROPOSED SYSTEM MODULES

Data entry: Will be designed to cater for data inputs in the respective databases.
The modifications should also be validated and the system should respond to in-
correct data. It will be designed to validate data inputs in order to maintain data
integrity.

Data edit: Will be designed to modify and update already existing files in the databases.
The modification should also be validated and system should respond to incorrect
data to make the user aware of the incorrect data.

Data deletion: Will be used to delete data from databases. Records marked for
deletion will not be accessed by the user but can not be recalled if need arises.

16
 Report summary: Report summaries will be generated to give timely reports needed
for managerial purposes. These reports may be used in decision making and as-
sessment.

Passwords: Passwords will be designed as a security measure against unauthorized

access to the entire system use. Certain databases are of particular importance.
Modules will also be designed to cater for change of records whenever required.

17
Chapter 4

SYSTEM DESIGN

System design is the most important component of system development. Most of the
project efforts are devoted to this phase. It involves a logical design and a physical design.
The logical design consists of designing files, databases and procedures to meet the
requirements of the proposed system.
The system was designed in three design levels ie,

The interactive level.

The manipulative level.

The data storage level.

The interactive level:

Consist the graphical user interface with which users will be able to interact with the sys-
tem

The manipulative level:

Consist of data manipulating and web scripting codes that will query the database, orders
and present the results in logical manner.

Data storage level:

Houses the data in the system and the data about it. It will consist of tables, which will
make up the system database schema. Primary keys will identify each entry in the tables
while foreign keys will link the tables with each other.

4.1 DATA FLOW DIAGRAM

The figure below represents the data flow diagram of the proposed Faculty of Computing
and Information Technology Book Bank Digital Library System.

18
Figure 4.1: DATA FLOW DIAGRAM FOR THE PROPOSED SYSTEM

19
4.2 CONCEPTUAL DESIGN

The system has the following entities:

ReadingMaterials

Staff

Users

Faculty

Hall

4.2.1 ATTRIBUTES

User (ID(PK), Password, Names, Level, Faculty, Hall)

ReadingMaterials (RD ISBNID(PK), RD Title, RD Author, RD Category)

Faculty (ID(PK), Name, UserID)

Hall (ID(PK), Name, UserID)

Staff (ID, Names, Password)

4.2.2 RELATIONSHIP BETWEEN THE ENTITIES

20
Figure 4.2: RELATIONSHIP BETWEEN THE ENTITIES

21
4.2.3 ENTITY RELATIONSHIP DIAGRAM

Figure 4.3: ENTITY RELATIONSHIP DIAGRAM

22
4.3 RELATIONAL MODEL

The researcher designed tables that contain data about specific topics. Here the designer
can add, edit or view data on a database sheet view. The following design structures are
the tables that were created for this project,

Field Name Data Type Field Size Description

RD ISBNID varchar 10 ISBN Number for the redaing material
RD Title Longtext - Title of the reading material
RD Author varchar 20 Author of the redaing material
RD Category varchar 20 Category of reading material

Table 4.1: ReadingMaterials

Field Name Data Type Field Size Description

id varchar 8 ID of User
Password varchar 8 Users password
Names varchar 30 Names of the User
Age int 2 Users age
Level varchar 5 Level of the User

Table 4.2: User

Field Name Data Type Field Size Description

id int 11 ID of the Faculty
Names varchar 20 Name of Faculty

Table 4.3: Faculty

23
Field Name Data Type Field Size Description
id int 11 ID of the hall
Names varchar 20 Name of Hall

Table 4.4: Hall

Field Name Data Type Field Size Description

ID varchar 8 ID of Staff
Names varchar 20 Names of the staff
Password varchar 8 Staff password

Table 4.5: Staff

24
Chapter 5

SYSTEM IMPLEMENTATION

5.1 PROGRAMMING ENVIRONMENT

5.1.1 DATABASE MANAGEMENT SYSTEM

The DBMS used is MYSQL. The relations were created using a script that runs on a
database that was created on a command prompt. Primary keys uniquely identify all
entries and checks duplication while foreign keys link tables and enhance referential in-
tegrity. Data manipulation that is inserting, deleting, retrieving and ordering of outputs for
any search was done at this level.

5.1.2 DATA MANIPULATION

SQL is used in the data manipulation ie inserting, deleting, retrieving and ordering of
outputs for any search.

5.1.3 SCRIPTING

Scripting helps web pages come live by allowing the developer manipulate elements of a
web page dynamically as a client browses that page. PHP was used to make the system
dynamic. Codes written such that the database is searched in a predetermined format
using a user supplied clue.

25
5.1.4 INTERFACE

The interface was designed using Hyper Text Markup Language(HTML)This makes up
the overall graphical user interface in which php was embedded to carry the appropriate
SQL queries that fetch data from mysql database.

5.2 JUSTIFICATION FOR PROGRAMMING ENVIRONMENT

MYSQL

Prefered because,

Efficient in developing database driven web sites.

Is an open source database, it does not cost anything.

The most popular database systems in use today are relational databases. A lan-
guage called Structural Query Language.

PHP

Prefered because,

It is compatible with MYSQL.

A fast search engine.

PHP is a server side scripting language.

HTML

Used in web designing because of its being interpretable by all available web browsers
and makes the directory accessible.

26
5.3 FORM INPUT DESIGN

Mysql and php are used to enter data, change data, view and print data. Forms offer
the most convienient layout for entering data, changing data, and viewing database. The
following are forms that were created.

5.3.1 FORMS FOR CREATING USERS

Figure 5.1: FORMS FOR CREATING USER

27
5.3.2 FORMS FOR DELETING USERS

Figure 5.2: FORMS FOR DELETING USER

28
5.3.3 FORMS FOR EDITING USERS

Figure 5.3: FORMS FOR EDITING USER

29
5.3.4 FORMS FOR ADDING READING MATERIALS

Figure 5.4: FORMS FOR ADDING READING MATERIALS

30
5.3.5 FORMS FOR BORROWING READING MATERIALS

Figure 5.5: FORMS FOR BORROWING READING MATERIALS

31
5.3.6 FORMS FOR RETURNING READING MATERIALS

Figure 5.6: FORMS FOR RETURNING READING MATERIALS

32
Chapter 6

RECOMENDATIONS AND CONCLUSION

6.1 RECOMMENDATION

6.1.1 STAFFING

The growth of web based resources requires staff skilled in digital technologies and tech-
niques. The following areas need to be put under consideration. Project management
and coordination to

Coordinate staff and resources.

Write project reports.

Development and management content.

Practice information architecture.

Encode text using markup languages.

Development/implementation.

Management of database schemas.

6.1.2 IT INFRASTRUCTURE

Provide for digital library maintenance and support. Digital library services should be
available 24 hours a day and 7 days a week. The ability to provide such service is pre-
dicted on a secure, stable and scalable working infrastructure staffed and maintained by
experts. This infrastructure should include system administration(installing, maintaining,
troubleshooting and providing security for server hardware and software) as well as long
term maintenance to ensure useful, sustainable, scalable collections and services.

33
6.1.3 FUNDING

Pursue funding to support digital initiatives. The FCIT Book Bank can pursue funding to
endow this vision through naming opportunities, gifts and grants.

6.1.4 JOIN THE DIGITAL LIBRARY FEDERATION

The digital library federation (DLF) was founded to establish the conditions for creating,
maintaining, expanding and preserving a distributed collection of Digital materials acces-
sible to scholars, students and the wider public.

6.2 CONCLUSION

The new realities of Digital library information require that access is provided in a widely
distributed manner, and it is up to the user to locate what is needed. Those who use the
digital library regularly find what they want by employing search terms to seek out all elec-
tronic documents that contain certain combination of words, names or even acronyms.
The ability to call up all relevant information at the click of a mouse is a researchers
dream.

The FCIT Book bank digital library project aims at developing a software infrastructure
that enables those who manage and maintain such collections to make them publicly
available. We all stand to benefit greatly from a networked digital library.

34
REFERENCES:

1. Albert Cook Medical Library (2004) http://www.makerere.ac.ug/mulib/acooklib/services.html(Acc

5 July 2005)

2. Clifford, L. and Drabenstott, K.M From Automation to Transformation: Forty Years

of Library and Information Technology

3. Makerere University Library (2004) http://www.makerere.ac.ug/mulib (Accessed 5

July 2005)

4. Mayberry, T.H (1995) JF.Social Science and Medicine; 40(10): 1433-4

5. Tsuno, K. (1998) Digital libraries and citizens rights. 92(5), pp.336-356.

6. Waters, D.J. (1998), What are digital libraries?, CLIR Issues, No. 4(1-5). Avail-
able online: http:// www.clir.org/pubs/issues/issues04.html dlf 9 (accessed 9 March
1999).

7. Watstein, S.B. (1999) Digital library: Reference Services Review; 27 (4)

35
BIBILIOGRAPHY

1. Alastair G.Smith, (2000) Search features of digital libraries Information Research,

5(3) Available at: http://information.net/ir/5-3/paper73.html

2. Drabenstott, K.M. (1994), Analytical Review of the Library of the Future, Council on
Library Resources,Washington, DC.

3. Higgs, Edward (1998) Historians, Archivists, and Electronic Record Keeping, in

Higgs Edward , ed., History and Electronic Artifacts

4. Lancaster. F.W. (1978), Toward a Paperless Information System, Academic Press,

New York, NY. Negroponte, N. (1995), Being Digital, Alfred A. Knopf, New York, NY.

5. Levy, D.M. (1995) and Marshall, C.C.(1998) Going digital: a look at the assumptions
underlying digital librar-ies. Communications of the ACM 38(4), , pp.77-84.

6. Peek, R. , Miss Web Manners on digital libraries,Information Today, 15 (7) pp.

36. Available online: http://www.infotoday.com/it/jul/ab16.htm (accessed 9 March,
1999).

36
Appendix A

APPENDICES

A.1 QUESTIONNAIRE

A.1.1 INTERVIEW GUIDE FOR LIBRARIAN

A questionnaire for development of a digital library for faculty of computing and informa-
tion technology book bank.

Dear respondent,

This questionnaire is aimed at getting data for the development of a digital library for
faculty of computing and information technology book bank. You as an employee of fac-
ulty of computing and information technology book bank are kindly requested to complete
the form as instructed. The study is a partial requirement for the award of a postgraduate
diploma in computer science of Makerere University. The questions are open ended, the
respondent is required to provide as much details as possible in the spaces provided. You
can also add an extra sheet if you feel the space provided is not enough. The information
received will be treated with utmost confidence.

Instructions:

Most questions are open ended in nature and you are therefore required to provide as
much information as you possibly can. Please proceed to answer the questions.

1. What is the name of your department?

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

2. What is the title of your job?

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

37
3. What does your job entail?

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

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

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

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

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

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

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

4. Are you computer literate?

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

5. Do you use a computer in your daily job?

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

6. What type of records do you keep?

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

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

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

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

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

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

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

7. Do you have a system in place that is used to store these records?

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

8. Do you use this system to generate reports?

38
...............................................................................................

9. What type of reports does this system generate?

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

10. Are you comfortable with this system? Please give reasons.

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

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

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

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

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

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

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

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

11. Have you ever heard about a digital library?

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

12. Are you able to use a digital library?

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

13. Would you recommend that a digital library be established for FCIT Book bank?
Give reasons.

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

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

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

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

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

39
................................................................................................................................................................

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

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

Thank you for your cooperation.

40
A.1.2 INTERVIEW GUIDE FOR USER

A questionnaire for development of a digital library for faculty of computing and informa-
tion technology book bank.

Dear respondent,

This questionnaire is aimed at getting data for the development of a digital library for
faculty of computing and information technology book bank. You as a user of faculty of
computing and information technology book bank are kindly requested to complete the
form as instructed. The study is a partial requirement for the award of a postgraduate
diploma in computer science of Makerere University. The questions are open ended, the
respondent is required to provide as much details as possible in the spaces provided. You
can also add an extra sheet if you feel the space provided is not enough. The information
received will be treated with utmost confidence.

Instructions:

Most questions are open ended in nature and you are therefore required to provide as
much information as you possibly can. Please proceed to answer the questions.

1. Are you a frequent user of the FCIT Book bank?

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

2. Do you easily identify the reading materials? If not, give reasons.

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

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

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

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

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

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

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

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

3. How do you always identify the reading materials?

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

41
4. What system is used in the management of these reading materials?

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

5. Are you comfortable with this system? Give reasons.

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

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

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

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

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

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

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

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

6. Are you computer literate?

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

7. Do you know a digital library?

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

8. Can you be able to use a digital library? If no give reasons.

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

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

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

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

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

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

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

42