First legacy report (IT)

BY First Legacy IT Department (Fizikal 1 Group 1)

Changing the Traditional Catalogue System to Computerized Catalogue System

First Legacy Library

Report Outline

No. Contents Pages1. Introduction 2-7

2. Body

1. Problem

2. Analysis

3. Design

4. Development

5. Implementation

8

9-10

11

12-17

18-19

3. Conclusion 20

1 First Legacy IT Department


INTRODUCTION

Introduction to our company

The Library was established in early 2000 and began its operation in June 2000. The

library was founded by the former CEO, Encik Mohammad Faisal Bahrin Mahmud. Encik

Faisal was a former degree student in Universiti Malaya. He then pursued his masters in

business management at the University of Oxford in United Kingdom. He had become one of

the most successful businessman in Malaysia. When he was being interviewed by the

reporters in The New Street Times about his secret in achieving such great success, he said, “

Actually, the best thing in this world that I am really good at is reading “. He also said that it

had become his dream to have his own library and he had achieved that dream when he had

finally found a small building in a village area in Kota Samarahan.

At first the library was unknown for the villagers and there were small number of

people who came to the library. But after some time, the villagers start to recognize the

library and quite a number of people had become the regular reader in the library. Since the

library is the only library in that area, it had gained quite a huge number of readers from time

to time. At the end of December 2001, the library had moved to a more strategic place in

Petra Jaya, Kuching. When the library was in Asajaya, most of the books that were being

read were story books and novels. This is because most of the villagers were uneducated and

spent most of their time working in the village. Just a few of them were pursued their studies

in universities located in town and cities. That is why the academic books are lesser that the

story books. However, since the library had been moved to the town where there are more

schools, offices and even universities, it needs a lot of academic books for the students to

refer.

The library also provides more reading materials such as magazines, newspapers,

journals and catalogues for future references. As time goes by, more and more facilities are

being added such as computers, discussion rooms, café, photocopy machines, printers. The

library also provides free WI-FI connections which enable the students and staff to find more

information. The muslims do not have to worry in finding a mosque in order to pray because

the library has provide a mosque for them.

The location of the library is said to be strategic because it is surrounded by beautiful

nature that could give some relaxation to the people who visited. The exterior facilities also



included a big lake, tennis and badminton court, small playground specifically for the

kindergarten kids, jogging tracks and picnic areas. If the people did not come to read books,

they can come to do outdoor activities at this library. The library is trying to provide a

mentally stimulating ambience for the seekers of information and knowledge but also to give

enough physical health for the people.



ORGANIZATION CHART


Chief Executive Officer (CEO)

Mr. Faisal Bahrin Mahmud

ICT TEAM

Project Manager

NURUL MIRZA AFIQAH BINTI TAJUDIN

Database Team

ABDUL AZIZ BIN ROSLI

NURUL MIRZA AFIQAH BINTI TAJUDIN

Editorial Team

HAFIZD ZULHASNI BIN ISMAIL SAINNY

NUR FATMADEWI BINTI DOLLAH CHEK

WAN FATHIAH NORATHIRAH BINTI WAN NUDRI

Data Centre Team

FINA SYAZARINA BINTI HAMLET

ATHIRAH BINTI MUSA

Promoting Team

MUHAMMAD FIRDAUS BIN KHOIRUNNIZAM

MOHAMMAD ZUL AKMAL BIN JOHAN

NADIA NICOLE AK ALDRIN

ICT Department


TASK ALLOCATION

Team Person In Charge TaskPresentation Muhammad Firdaus Bin Khoirunnizam

Mohammad Zul Akmal Bin JohanNadia Nicole Ak Aldrin

Making short introduction Making PowerPoint Managing the presentation of

team memberData Centre Fina Syazarina Binti Hamlet

Athirah Binti Musa Collecting data Calculating the data using

Microsoft ExcelDatabase Abdul Aziz Bin Rosli

Nurul Mirza Afiqah Binti Tajudin Creating the system using

Microsoft Access Managing the system

Editorial Hafizd Zulhasni Bin Ismail SainnyNur Fatmadewi Binti Dollah Chek Wan Fathiah Norathirah Binti Wan Nudri

Making screenshots Designing



OBJECTIVES

The objectives of our team in the library are as following:

1. To manage the IT department as well as possible.

2. To provide a better future in IT for the library from time to time.

3. To increase the usage of IT among the staffs, library members and other non-

registered readers.

4. To provide technical assistance and support for the development of digital stuffs

anytime when needed.

5. To create an online digital library in the future.

6. To make a name for the IT department along with the library itself in the eyes of the

world for providing the best IT facilities and creating the best library catalogue

software ever.

7. To provide IT operation, support and backup services to other departments or sections

of the library.

8. To research for any development relating to library IT system to enhance the library

system further.

9. To make it easier for the staff to look for several recorded data at one time.

10. To reduce human-made errors in recording all the data. Errors like typo mistake

should be prevented.

11. To reduce costs that are needed to buy the catalogue cards, files and other required

stationary.

12. To reduce time taken to look for file required in the shelves.

13. To enhance and upgrade the library catalogue system.

14. To provide all the required information of an item required as detail as possible.

15. To make the process of updating the data as fast as possible.



LOGO & TAGLINE



PROBLEM STATEMENT

We realized that when we wanted to start this project there will be a lot of problems

which we will face along the way during the construction of this project. The catalogue cards

are getting outdated to keep-up with the oncoming data.

We faced some problem when using the catalogue card to record the data. Catalogue

cards are made of papers. When we need to record a lot of data, we need to use quite an

amount of catalogue cards. So this would make us to waste a lot of paper. The catalogue

cards also take up a massive amount of shelves in the library. If we use computer software for

library cataloguing system, the money we used to buy the paper could be used for other

things and there would be more free space for the shelves which could be used for other

purposes.

The usage of catalogue cards is not an efficient way to store the data. All the data that

is recorded in the catalogue cards is then stored in a file. The data could be misplaced due to

human error and the data could even be stolen. The files is kept is several shelves to keep it in

order. However it is still very difficult for the staff to look for it in a short time. The library

has to hire more librarians in order to work out with this traditional system.

As time passed by, the catalogue cards method is getting out of hand as everything

just get mixed together when we start to receive new workers. Because of this reason,

sometimes it takes time to look for one data. The company even provided a store just to keep

all the registered items in our library.

Manual systems are slow to operate. Librarians find it difficult to offer a wider range

of new services with a manual library system. Many times duplication occurs as workers find

it too hard to keep track in the bundles of registers.



ANALYSIS

BACKGROUND OF SYSTEM

Currently, we are using a system where the process of recording all the items in the

library is being recorded manually in catalogue cards. Catalogue card contain the record of

the bibliographic information discovered of an item. Since the number of item keep

increasing from time to time, the number of catalogue card needed also increased. In order to

keep the demand of catalogue cards needed, we bought catalogue cards in a large number

each time we are restocking the items.

Not only that, we also used a lot of files to keep every catalogue cards in place so that

it is easy to look for any data when needed. In our storage, there are a lot of files which have

different categories. For example, there are files that are being used just for reading materials

such as books, magazines, newspapers and journal. Besides, there are also files which are

being used specifically for other items such as computers, printers and photocopy machines.

For multimedia materials such as DVDs and CDs, they are arranged according to their genre.

All of the files are being recorded are handwritten.

Each file were kept in several shelves depends on the data in each catalogue card.

With this, the library provide orderly access by putting related items together in a sequence

starting from general to specific. In order for this function well, there are scopes in the library

catalogue. The scopes differ from each other according to the type of materials.

Based on this, we, the IT department have decided to improve the library catalogue

system from catalogue cards to Microsoft Excel System and Microsoft Access System.

Therefore, we would like to create a system where the process of recording can be

done easily. In this globalisation era, we are using ICT in our daily life. The library itself

should undergo a change a manually system to a technologically-driven system. The system

that we are going to create is a system that contains all of the required information of an item

with just a few clicks. By creating this system, information can easily be accessed and used

with ease using the provided computer and machine in the library.



ADVANTAGES AND DISADVANTAGES OF COMPUTERIZED SYSTEM

There are a lot of improvements from our old system; this system could make the

library staff job to be easier, faster and more efficient. Based on the analysis that we have

made, we discover the advantages and disadvantages of our new system. For the

disadvantage, it would be the librarians might do not know how to use the system. This is

because, most of the library staff is the people who are already used with the manual

recording system. The library staffs that we are talking about are the people who had worked

with the library for a long time. Some of them even had worked with the library since the

year it was still in Asajaya.

However, the number of advantages had overcome the number of the disadvantages

of the system. The workers do not have to use a lot of papers to record the data anymore. It

would be very tiring for them to write all the data on papers and put it in files. By using this

new system, the library staffs just have to use the computer to record all the data. Typing the

data will be much more relaxed and less tiring than writing it. The system also helps in saving

cost and time. It does not require any papers to record the data and all the data can be saved

in the computer so it also helps in saving spaces. The workers will not have to be worried

about the damage that could happen to the data. They also will not have to worry about the

data being misplace or stolen. The new system will help in making their works a lot easier.



DESIGN OF TABLE

Microsoft Excel table

1. Books Record TableCode Title Author Publisher Genre Categor

yQuantity Prices Total

2. Missing BooksCode Membership ID Title Price Price need to pay Date of paid

3. Locations of BooksCode Genre Category Row Shelf Location

4. Library MembersMembership No. Name Gender Address City Postcode State

5. Motivational, General, Dictionary, Reference and Biography tableCode Title Author Publisher Genre Categor

yQuantity Prices Total

Microsoft Access Table

1. Books Detail table

CodeTitle Author Publisher Genre Category Quantity Prices Total

2. Books Transaction tableCode Membership ID Date Out Date In Status of Book

3. Library Members Profile tableMembership ID Name Gender Address City Postcode State Date of Birth

4. Location of books tableCode Genre Category Row Shelf Location Row and Shelf

5. Missing books tableCode Membership ID Title Price Price need to pay Date of paid



DEVELOPMENT

Microsoft Excel System

1. Books Detail table.

2. Books Transaction Data

3. Missing Books



4. Location of books table.

5. Library Members Profile table.

6. Tables for books based on category. (Motivational, General, Dictionary, Biography,

Reference)





Microsoft Access System

1. Click the WELCOME button to enter.

2. Click on any buttons to look at the selected data.

3. This is the books detail form.



4. This is the books transaction data form.

5. This is the library members profile form.

6. Click on the TABLES button, the following form will show up.



7. The following are the tables that will show up if click on the selected buttons.



8. Click on the REPORTS button on the main menu.

9. The following reports will show up, if any of the buttons in the reports form is

clicked.



IMPLEMENTATION

Before this, our company use manual recording system. This system need files and

had to record overall data by handwriting. This system is not efficient because it is quite

difficult and takes long time. So, we decided to change our old system to the new one.

However, we need to change it step by step to ensure this new system is working well.

Firstly we will focus more to the Record Management Division Department because

they are the people that are in-charge with the books recording. After installing the new

system, we demonstrate to them the step on how to use the database system involving books

recording. Before we use the system, we need to find a book first. Then, we record all the

details of the book inside the Book Details table that we had created in the database system.

Once the book has been recorded, the data will automatically be updated in the related forms

which are the Book Details form and Book Transaction form. After that, we teach them how

to record the data in the Book Transaction table. Just like the books recording, when the table

is updated, the related forms will also be updated which in this case it would be the Book

Transaction form. We will give the Record Management team to try the new system for a

week and if it is a success, we will proceed to the next department which deals with

calculations that need them to use Microsoft Excel to do it.

In the next department is the Finance Division. To make the job easier, we will hold a

workshop where we are going to teach them on how to use the Microsoft Excel to calculate

the data involving the books in the library. In the workshop, they are required to bring their

own laptop so that they could try to use the Microsoft Excel themselves while listening to our

instructions. The calculation that they are going to do are the total price of books, the total of

books, the fine of missing books and membership’s fee. We will just teach them about the

basic calculation. If they have extra calculation in the future, they could do it themselves

since they already know the basics. For this department, we also give them a week to test the

new system and if they like it, we will proceed to the next department.

Next department is the Library Service Sector who is in-charge of the library

membership. We will install the database system focusing on how to record the membership

details. We teach the team how to use the system by choosing a member first to install the

data. Data that are being installed are name, birth of date, gender and address of the member.

All the data are then being installed in the Library Members Profile which is the new



database system that we had created for them. When all the system is being used by all the

related departments, then we could consider that our job is finish.



CONCLUSION

We hope that this new system will give a lot of benefits for the workers. This

system is simple and it would make their works to become easier. The system also saves cost

and time. All they need to do is just update all the data and then the job is done. They could

just save or store all the data in the computer and they also could open it anytime.

We really hope that the new system that we have created will bring great success to

our library. Our team had given our best and great effort to create this system so that it would

be the best system that any library could ever have. We hope that through this system, the

readers would find it to be more interesting and easier for them to locate the books. This

could make them come to our library more often.


Date post:	27-Jul-2015
Category:	Software
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First legacy report (IT)

Software