Library Management System Proposal

This assignment delves into the development of an information management system for a library. It outlines business requirements for user authentication, data storage, reporting, and member tracking. The proposed solution involves a desktop-based system with a shared database across multiple stores connected through a network. Potential implementation issues, such as compatibility concerns and network connectivity problems, are also addressed.

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Running Head: SYSTEM ANALYSIS AND DESIGN
System Analysis and Design
Student’s Name
Institution

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SYSTEM ANALYSIS AND DESIGN
System Analysis and Design
Business Overview
The goal of Monash Video Library is to build a new system that can effectively manage its data.
The system is aimed at capturing all data involved in the library’s operations and is expected to
enhance how operations are conducted in the three stores.
Monash Video Library aims at achieving various business objectives with the new system. First,
the library seeks to have an updated information system in order to enhance customer service and
gain a competitive leverage over major video store chains. Through the new system, the library
management can efficiently serve customers and satisfy their needs which may affect customer
repurchase rate. Second, the library seeks to enhance the customer experience by offering a quick
and accurate catalog which customers can use to select videos that they want based on their
preferences. Third, the library expects to gain new capabilities of tracking members to learn
about their borrowing patterns which can be used to tailor library’s services to the customers’
needs. Additionally, the library aims at leveraging the system to identify suppliers with lower
prices for future purchases in order to reduce operating costs.
Currently, Monash Video Library uses an old system to manage its operations. Recently, the
library expanded to three stores, each of which relies on a copy of the system. Each system has
its database which limits its effectiveness in supporting library’s operations. Without a shared
database, various issues arise when renting out videocassettes which undermine the library’s
competitive advantage.
Since every store has a copy of the database, library management cannot keep track membership
as members register in one store and their details are only available in one database. As a result,

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SYSTEM ANALYSIS AND DESIGN
controlling user membership is slow as their details have to be inserted in all copies of the
database. The system being used is not only prone to errors but also slows the library operations.
Additionally, the library faces challenges in updating information and providing customers
access to information that can help them to select a video to borrow based on their preferences.
The key gap in the library IT infrastructure is lack of a shared database that can provide all stores
access to the same data. Without a shared database, the library is forced to use local database
copies which are difficult to manage and update. This undermines how the library tracks
members and their borrowing history as well as identifying suppliers offering videos at the best
prices.
With the new system, the library can leverage the shared database to enhance its customer
service. The new system allows the stores to use the same database which reduces database
errors and improves operational efficiency. As such, by leveraging on the system, the library can
improve quality of its customer service. Members can be tracked to determine their favorite
videos and their borrowing history which is key in creating membership discounts that can retain
them. This strategy can give the library a competitive leverage over its competitors as it is likely
to retain its customers and attract new customers (Meyer-Waarden, 2007). Additionally, the
library can reduce operation costs by identifying suppliers offering videos at the lowest prices. A
decline in operating costs implies higher profits which is a benefit for the library (Stevenson,
2007).
Data Gathering and Analysis
Data gathering involves collecting data that can be vital in assessing a particular situation
(Englander, 2012). In this case, data about the Library was gathered from the case study

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SYSTEM ANALYSIS AND DESIGN
provided. The operations and activities conducted by the library were assessed to determine the
kind of data that was used or generated. The data gathered was analyzed to gain a clear insight
into the situation (Best, 2016). From the case study, we identified key aspects of the company
which includes membership, loans, suppliers, and videocassettes. These aspects were broken
down to develop database entities. The entities developed include members, category,
videocassettes, actors, loan, suppliers, and purchase.
Logical Modelling
Data Modelling and Normalization

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SYSTEM ANALYSIS AND DESIGN
1NF
Members
Member_id fname lname address
Videocassettes
Video_id category name Price Availability_status actor Fav_actor
Supplier
Supplier_id Name
Borrow
Borrow_id Member_id Video_id Start_date Return_date
Purchase
Purchase_id Supplier_id Video_id price
2NF
Members
Member_id fname lname address
Videocassettes
Video_id Category_id name Price Availability_status Actor_id
Actors
Actor_id fname lname
Category
Category_id name

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SYSTEM ANALYSIS AND DESIGN
Supplier
Supplier_id Name
Borrow
Borrow_id Member_id Video_id Start_date Return_date
Purchase
Purchase_id Supplier_id Video_id price
3NF
Members
Member_id fname lname address
Videocassettes
Video_id Category_id name Price Availability_status
Actors
Actor_id fname lname
Favorite actors
Fav_id Actor_id Video_id
Category
Category_id name
Supplier
Supplier_id Name
Borrow

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SYSTEM ANALYSIS AND DESIGN
Borrow_id Member_id Video_id Start_date Return_date
Purchase
Purchase_id Supplier_id Video_id price

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SYSTEM ANALYSIS AND DESIGN

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SYSTEM ANALYSIS AND DESIGN
Feasibility Analysis
The new system can be implemented if the library has an IT infrastructure that can support it.
Given the fact that the company runs the library uses an old PC, it needs to upgrade its
computers. This will ensure it has strong computer systems that can run the system. The
company also needs to have a network that connects the computers used by its stores. Since the
new systems use one database, a network is necessary in order to make the database available in
all stores (Wang, 2007).
Business requirement specification
Functional requirements
 The system shall authenticate users.
 The system shall be able to store records and allow users to update them.
 The system shall produce a receipt detailing purchases made
 The system shall produce a weekly report about videos loaned to customers
 The system shall track active members and offer them discounts based on their activity
Non-functional requirements
 The system shall be available for use between 8.00 am and 10.00 pm.
 The system shall have 99% up time
 The system shall support data backup while database activities are going on.
 The system shall be easy to use for the staff members.
 The system shall roll back database transactions that fail to commit.

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SYSTEM ANALYSIS AND DESIGN
Business Proposed Solution
The proposed system is an information management system that stores information on members,
suppliers, and videos. The system is desktop-based and has a user interface (UI) through which
users can interact with the database. The UI has various forms and views through which data can
be entered and displayed. The system will be installed in three different computer systems used
by the library stores. The system copies will share a database via a network that connects all the
systems. The system will be configured to allow multiple database transactions while
maintaining database integrity.
Implementation Issues
Various issues may be encountered when implementing the information system. First, the system
being developed may be incompatible with the library’s computer systems. If the information
system is developed and tested in a non-standard IDE, compatibility issues and undermine
installation of the system (Ahmad, 2010). Second, network problems in the library may affect
database connectivity. Since the system copies rely on the network to connect the database, any
issues with the network may affect their usability and adversely impact the operations of the
stores.