Library Management System for MACQUARIE University-Australia

This article discusses the implementation of a library management system for MACQUARIE University in Australia. It covers the background of the project, statement of the problem, project objectives, expected benefits, critical success factors, and current system control weaknesses. The article also includes an organization chart, features of the proposed system, and potential security risks and data breaches.

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Library Information System
(Case of MACQUARIE University-Australia)
Student Name
Institutional Affiliation

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Table of Contents
Introduction......................................................................................................................................3
Background of Project.....................................................................................................................3
Statement of The Problem...............................................................................................................3
Project Objectives............................................................................................................................4
Project Scope...................................................................................................................................4
Expected Benefits............................................................................................................................5
Critical Success Factors...................................................................................................................6
Organization chart...........................................................................................................................8
Current System Control Weaknesses...............................................................................................9
Features of the Proposed Library Management System................................................................11
Relevance of MRP, MRP II, and EDI...........................................................................................13
Technological Requirements.........................................................................................................14
Entity Relationship Diagram.........................................................................................................15
User Views.....................................................................................................................................15
Potential Security Risks, Data Breaches, and Controls.................................................................19
Conclusion.....................................................................................................................................20
Reference List................................................................................................................................21

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Introduction
Information technology has changed and simplified people’s life by the different kinds of
applications. In the view of the rapid changes with the application of information technology,
many technologies, tools and systems have been invented and produced. The library is focusing
on the development of a library management system for MACQUARIE University to make
library management easy to handle and more efficient. The project goal is to offer security,
simplicity and efficiency to the management of MACQUARIE University library and also
minimize managing staffs in the library.
Background of Project
Librarian use a library management system to manage the library. He or she can record
different operations such as return of book, addition of new students, issue of books, and addition
of new books, among others. Besides, the library system contains students and book maintenance
modules. The system monitors the students and also offer a comprehensive description about the
books a library has (Zhu and Spidal, 2015 p.261). With a library management system,
MACQUARIE University will keep members and books record which is not the case when a
non-computerized system is employed.
Macquarie University is situated in Australia with over 3000 employees and 40,000
students in one advancing discovery hub (mq.edu.au, 2018). The institution has invested
substantially in its infrastructure and facilities so that its employees and students can blossom in
an environment that is cultured to the latest digital technologies. Macquarie University wants to
adopt a library information system that will simplify the operations in their library. A library
management system contains report modules. If the position of the user is admin, the user can
create various kinds of reports such as list of books, return of books reports, lists of students and
issue of books report. All the above modules assist the librarian in managing the library in a
more efficient and convenience way as compared to non-computerized systems.
Statement of The Problem
Currently, MACQUARIE University is using the manual system to manage its library. Its
staff members keep records about students and books, store information of issued books and
search for the books manually. Since the library is very big appropriate record keeping has

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become a big challenge. Manual record keeping is no longer a dependable technique because
individuals have a tendency of forgetting things.
Other issues of the current system are:
 It is not possible to generate fast report
 Slow processes of searching a book resulting to longer durations particularly for
postgraduate courses
 Records about return or issue of the books are inappropriately maintained.
 It is impossible to create a central database as information is unavailable in database.
 Problem of books’ theft
 Tracing of books borrowed is inefficient and slow
 Space utilization is inefficient since all records are stored in hard form.
 Slow processes of cataloguing, acquisition and management of library resources
 Inadequate access to research conducted by MACQUARIE University
 Lack of consumer skills in data retrieval methods
Project Objectives
The objectives of the project are as follows:
 The system should have a librarian request column for offering new books
 The system should allow issuing of books online
 The system should allow students to login to a page where they can view books issued
and return date
 The system should include a teacher login page where they can add essential suggestions
about books and any event being planned in MACQUARIE University.
Project Scope
The MACQUARIE University project does not only involve implementing a library
management system, but also entails staff development and organizational arrangements needed
to guarantee reliability and sustainability of the information systems in the future (Degkwitz,
2016 p.40). In short, the project scope involves: In-depth digitalization of library system
including LAN (Local area Networks) and online public access catalogues in the libraries
(Gallaway and Hines, 2012 p.173). Enhancement of library information resources by automation

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of its archival and rare collections in text, and through tenable subscriptions to e-journals (online
information). Equipping library employees with skills that will allow them to effectively and
efficiently sustain, manage and maintain an integrated library information system. Training
library consumers to allow them to optimally utilize the integrated library information system.
Priorities in the Implementation of Library Information System
MACQUARIE University Library will consider the time needed and tasks involved in the
implementation of their library information system with special concentration on:
 Availability of human capacity
 Required elemental preparation activities
 Cost involved
 Development of human capacity
Expected Benefits
 Rapid and efficient access to information
 Rapid and efficient processes in cataloguing, acquisition and management of library
resources (S.N., P.K. and C., 2014 p.19).
 Shorter time of postgraduate subjects
 Better circulation and reference management
 Minimized space demand and borrowing as most consumers depend on remote access
 Efficient use of available space and decreased demand for expansive building extensions
 Reduced rate of book theft
 Easier access to e-journals after subscription by the library
 Adequate access to MACQUARIE University research work and better academic clarity
for MACQUARIE
 More efficient management of library operations and better record keeping
 Improvement of academic research and programs
 Consumer training to acquire optimal use of the new library information system.
Critical Success Factors
The project of radical design and fundamental thinking of business processes to achieve
remarkable improvements in vital current performance measures such as quality, speed, cost and

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service should concentrate on the full performance and coordination of the system. Processes to
be redesigned must be integrated to boost the reengineering effort (Hazra, 2018 p.129). Thus, the
implementation and planning of the MACQUARIE reengineering project should concentrate on
its processes, its organizational structure, its fundamental beliefs and its culture. The following
are some of the critical success factors of MACQUARIE library information system:
Careful Selection Process: most library information system are commercial application
systems that can differ greatly functionality from one system to another. For instance, some
systems are more applicable in large organizations while others are more applicable in smaller
ones. To lessen risks in transaction or productivity loss and to reduce implementation and system
costs, Macquarie University need to identify the most suitable system for their library (Farrell
and Leousis, 2017 p.557). Such a determination is the result of a careful process of selection.
Top Management Involvement: successful deployment of a library information system
requires powerful leadership by executives who support, understand and champion the project.
When such an involvement is passed through the institutional hierarchy, it results to an
institutional commitment, which is necessary for the successful implementation of complex
project (Wilson, 2011 p.263). Since the implementation of library system is a complex project
that will change the whole library and readjust it for better effectiveness, strong leadership is
vital.
Vendor Support: with the emerging technology, it is vital to obtain external technical
specialist, usually from the vendor, to aid successful deployment. Efficient vendor support
involves high-quality and sufficient technical support during the implementation and after the
implementation, adequate training offered for both staff users and project team, and good
relationship between all project parties. Besides, sufficient knowledge should be transferred
between clients and vendor consultants, which can be accomplished by achieving shared
understanding, defining roles and improving relationships through efficient interactions (Wang
and Dawes, 2012 p.76). With regard to the implementation of library information system, vendor
support is specifically essential because of the complexity of every new creation of the system
and the knowledge gap of the library personnel in understanding the basic details of the new
system.

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Competence of the project team: since the migration of the library system affects all
operational areas of a library, all team members involved in the implementation process need to
be cross-functional (Singh, 2013 p.36). Besides, members who are equipped with both
technology and business knowledge are particularly vital for successful implementation. In
addition, it is essential to have an inside project leader who supports the project and who has the
required authority and skills to develop goals that legalize change.
Staff User engagement: it is essential that the team of project engage staff users early
enough, otherwise the process of implementation may be inconsistent. When consumers are
engaged in decisions relating to implementation and selection of a system, they are more
concerned and invested in the system success, which in turn result to user satisfaction and greater
system use (Singh, 2014 p.697). Staff user involvement is one of the critical success factors in
the implementation of enterprise resource planning (ERP). Since personal importance to the
system is as essential as the implementation of library information system, efficient staff user
engagement in the implementation process is positively connected to implementation success.
Interdepartmental Communication: the essentiality of efficient communication across
departmental and functional boundaries is well known in the implementation of information
systems. With team members of project coming from various operational areas, consultants
coming from the vendor, and staff users having different understanding and perceptions of the
implementation project, the essentiality of efficient communication between all individuals
involved cannot be ignored (Jenko and Roblek, 2016 p.160). Communications should begin
early, be continuous and consistent throughout different implementation process stages, and
include a justification for implementation, contact-points development, system overview and
meetings for process changes. Goals and expectations should be communicated to all
shareholders and all organization levels.
Data conversion and analysis: a basic requirement for the efficiency of a library
information system is data accuracy. Types of data in a library information system are usually of
an old-fashioned format and can vary from new library system formats (Yeh and Walter, 2016
p.27). Change from one format to the other can be an overpowering process, particularly when
an expertise is missing in the library. Since moving data to the new system is important, efficient

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data conversion and analysis is a critical success factor for successful implementation of a library
information system.
Project tracking and project management: practices such as developing a formal plan of
implementation, developing resource requirement, defining clear goals and designing authentic
work plan are critical in the successful implementation of a library information system (Avery,
2016 p.291). The formal deployment plan needs to identify the tasks to be carried out, modules
to be deployed and all nontechnical and technical concerns to be considered. The progress of the
project must be cautiously monitored through reports and meetings.
Staff User training and education: a new system usually disappoints users who have
insufficient training in its use and functionalities. When users are stressed and disappointed, they
may avoid using the system (Amini and Sadat Safavi, 2013 p.72). Adequate and proper training
will calm users and eradicate hesitation of using the new system, which in turn will assist in
discovering productivity achievements. Processes of training should consider factors like user
dedication, training curriculum, trainers’ competence and skills, and training budget, methods,
schedule and evaluation.
Organization chart
Figure 1: MACQUARIE University Organizational Chart
(Source: mq.edu.au, 2018)

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Current System Control Weaknesses
MACQUARIE university for a very long time have been using the manual system of
catalogue to manage it library operations. It operates by use if index cards to monitor and track
books that have been issued out. Manual systems are often susceptible to human errors such as a
librarian may incorrectly index a book or misfiles borrower’s system. Identifying and locating an
index card is cumbersome and time consuming and one cannot store a vast amount if data
records effectively (Shi and Levy, 2015, p. 719). Library staff uses a lot of their time on clerical
and mechanical activities rather than engaging with the library visitors. Files tend to get lost
especially when the librarian is serving longer queues because of mismanagement of either index
cards or borrowers’ cards. Also, searching for a book or article in the library was such a difficult
task for the students, teachers, and librarians at MACQUARIE university. Additionally, index
cards and borrowers’ cards occupy quite a bigger space. Catalogue system does not support
timely reporting.
The manual system is also expensive because each new book, article, or a library
resource requires a paper to index it which can be expensive and costly over time (Aruleba,
Akomolafe and Afeni, 2016, p. 5). Additionally, the university is required to employ more
library assistants to manage the long queues and many library resources within the library in
order to process book transactions more quickly. The figure below shows the flow of activities of
the current library system.

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Figure 2: Flowchart of Current MACQUARIE University Library System
(Source: Liu and Chen, 2018, p. 83)
The data flow diagram of the current library system is shown below:
Figure 3: Data Flow Diagram of the Current Library System

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Proposed Library Management System
The proposed MACQUARIE University library management system will be able to
address the challenges and weaknesses of the current library system and be able to meet the set
objective and goal of the university. The information system will provide a flexible, unified,
single, searching, and retrieval of any type of publication within the university library within a
very short time (Shang et al., 2017, p. 4). MACQUARIE university identified adoption of a
library management system as one of the major key priority for enhancing library services within
and outside services.
The proposed system will address the following problems: slow search processes
currently being experienced, inefficient monitoring and tracking of books, slow process of
cataloguing, acquisition, and resource management, inefficient use of space, pilferage of books,
limited access to external resources, and user dissatisfaction. The new library information system
will increase the information access, increase speed of cataloguing, acquisition, and resource
management, better circulation management and reference, remote access to library resources,
reduced loss of files and books, easy access to external information, enhance record keeping,
improved research, and enhanced academic programs (Ikonne, 2015, p. 11). The MACQUARIE
library information system will allow users to access all the library resources remotely over the
internet.
Automation of the library activities enhances user satisfaction because there ill be no
queues and facilitates centralize administration and management of library resources. The
information system will also facilitate library monitoring and clientele, record keeping, purchase
and acquisition, library budget control, and library public relations. The main users of the library
information systems are students and teachers of MACQUARIE University but services can also
be extended to the community around the university.
Features of the Proposed Library Management System
This section will discuss the primary features of the proposed information system. Some
of the desired features include:

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Complete full-text searching- this is one of the essential features of the system. Users
should be able to search for the library reading resources using the various available criteria such
as author name, article/book title, date, and type of publication (Krasteva et al., 2014, p. 166).
Easy retrieval of information- one of the key goals of the system is to allow direct
retrieval of publication directly. Relevant publications can be retrieved by use of search
capabilities.
Protection of the Authors’ interest and copyright- it is important for the publishers and
authors to get compensation for using their work. The system can limit retrieval of some
publications by only providing the abstract and the citations such that incase a student or a
teacher wants to it he/she has to pay in order to have full access of the book or article.
Facilitate cataloguing and indexing of library resources- the information system should
allow the librarian to index and catalogue library resources digitally so as to track and monitor
their access and usage.
Acquisition- the library system will support acquisition of books and articles and will
manage processes such as purchase orders, reminders, order cancelation, receipt of purchase
order, and invoicing.
Circulation- the information system will facilitate management of issued and returned
using index numbers or barcode scanner. Using barcodes makes it easy and efficient to carry out
daily library tasks with no limits in item transaction.
Reporting- the librarian can generate and export reports into a word or excel document
such as item reports, member wise report, specific on-demand reports, and media wise reports.
The library management system will have a friendly and easy to use interface that will
facilitate complete administration and management of the whole library. All the manual
processes of issuing a book are done away with and time and human resource is saved and can be
diverted to other productive areas (Onyenachi and Amadi, 2018, p. 9). The system will allow the
library assistant to reserve and issue a book to a student. In case the students extend the deadline;
the system will show the penalty imposed on the student for the late return of the book.

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Additionally, will allow addition of new resources and updating the library items. Students can
be able to check availability status of a particular resource before reserving or borrowing it.
Relevance of MRP, MRP II, and EDI
Material Requirements Planning (MRP)
MRP is an inventory control and production planning system that is used in
manufacturing industries to manage processes. The objectives of MRP is to make sure that the
raw materials are available for manufacturing and products are ready for customer delivery
(Tamang, 2018). It also maintains low levels of products and production materials. Ensure proper
planning of manufacturing processes, schedule delivery, and acquisition activities. The primary
functions of MRP in information systems entails processing of bill of materials, inventory
control, and elementary scheduling. MRP can be quite useful in the development of a library
management system because of the need to control the quantities and types of library items
needed plan for the books or items to be purchased, and make sure that all the future and current
user demands are met at the cheapest cost possible.
Material Resource Planning (MRP II)
MRP II is an advancement of MRP with integration of additional data like financial and
employee requirements. Both MRP and MRP II are enterprise resource planning predecessors.
Some of the MRP II basic modules include bill of materials, purchasing management, orders and
inventory, production resource data, cost control, capacity requirements planning, item master
data, master production schedule, accounts payable and receivable, general ledger, distribution
requirements planning, technical records, project management, estimation, and automated
warehouse management (Kim, 2014, p. 259). All these modules have been integrated by MRP II
to enable effecting information sharing and use of common data. one of the key objectives of
MRP II is to facilitate integrated and centralized business data so as to enable informed decision-
making process to increase production efficiency.
Machine schedule and final labor are the final output of MRP II. It has the capability to
provide production cost (labor and machine time, production number, and materials used) to
finance and accounting. The use of computer technology is needed in order to determine the raw
materials required to schedule its purchase, identify labor and machine time needed to produce

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the final product. Some of the benefits of using MRP II in information systems include improved
scheduling, improved design control, better control of inventories, enhances relationship with
suppliers, better quality control, improved cash flow, accurate inventory records, and working
inventory capital is reduced (Tamang, 2018).
Electronic Data Interchange
Electronic data interchange facilitates standard exchange of business data among
institutions by use of electronic means. It facilitates transfer of business data and digital files
from one computer to another as an alternative of the normal paper-based invoices and order
confirmation. There are several benefits of employing the use of electronic data interchange in
developing information system. They include increased productivity and accuracy, reduced
inventory and lead time, enable just-in-time system, improve operation control, facilitated
electronic fund transfer, enhanced billing facilities, and reduction of paper work and clerical
labor (Taylor, 2018). Exaggerations and distortions ins supply chain can be overcome by the use
of EDI by enhancing the technologies to allow accurate time-sharing of true information
regarding demand and supply. Supply chain management can enjoy essential advantages by
using EDI such as swift and efficient transfer of information from one institution to another,
lower maintenance cost, automatic justification of data, fast and efficient delivery, easy receipt
verification, paper work and manual data entry is eliminated thus reduced human errors, and EDI
facilitate long-term relationships with suppliers.
Technological Requirements
The front end of the library information system will be developed using java while the
backend (database) will run on Microsoft SQL server 2008. The table below gives a summary of
the requirements:
Operating System Windows 8, 10
Processor Intel core i5 core 2 Duo
RAM 4 GB
Screen Resolution 1024x768
Hard disk space 50GB
Database Microsoft SQL Server 2008

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Programming Platform Net beans, Java Runtime Environment
Figure 4: technological Requirements of the Library Information System
Entity Relationship Diagram
The library management system will allow users to access real-time information about
the library resources at any time. The information system will be able to manage item issue and
return, calculate penalties, record keeping, report generation among other functions. The
librarian will act as system administrator and will have all the administrative privileges.
Registered members will be able to view their profiles. The figure below shows the ER diagram
of the library management system.
Figure 5: Entity Relationship Diagram

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User Views
Add Circulation
This allows the librarian to issue a resource to the user on request.
Figure 6: Add Circulation
(Source: Lynop, 2018)
Book Request
When a student is logged in, he/she will be able to request for a book using the form below
Figure 7: Book Request
(Source: Lynop, 2018)

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Add book
The librarian will view this page when the option for add book is selected
\
Figure 8: Add Book
(Source: Lynop, 2018)

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Reporting
The system offers a number of reporting options as shown below. This is only viewed by the
admin/librarian.
Figure 7: Reporting
(Source: Lynop, 2018)

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Potential Security Risks, Data Breaches, and Controls
Many institutions are adopting technology to manage library resources more effectively
and efficiently. However, libraries do not have an IT sections to help in enforcing data security
measures to address the increasing cybersecurity issues. The following are some of the potential
security issues that MACQUARIE university library may face:
Inexperienced staff- most of the library staff are not well-equipped with information
technology skills and knowledge and they may find themselves deleting data from the system
either knowingly or unknowingly (Y. Chan, 2015, p. 748). This can be a significant risk to
library data and information and therefore, there is need to implement proper backup and
recovery strategies to ensure that all the data that have been deleted can still be recovered.
Unsecure Data Transfer- the information system will support sending and retrieval of
data to and from databases and this is done over the internet. If the data being transferred is not
encrypted then such data can be easily retrieved by cyber criminals and this can lead to loss of
data (Richard, 2018). As such, there is need to ensure that all the data are encrypted during
transmission.
Staff Authentication- most institutions believe that attackers rarely target library systems
and thus they may fail to implement proper authentication procedures. This poses some major
risks to the data and information held by the system because it makes it vulnerable because any
one with little knowledge on authentication can easily access the system and carry out illegal
activities. Thus, it is important for MACQUARIE University to ensure that proper authentication
procedures have been implemented in the system (Huron, 2018).
Invalid content- sometimes students and teachers may need to access other external
contents that requires downloading. Sometimes the files or content downloaded poses risks to the
library system. Therefore, it is necessary to layout acceptable practices to ensure that users are
not allowed to download any external content without prior-approval.
Phishing scams- downloading unknown content and visiting unsecured web pages
sometimes gives third parties a loop hole to extract data from the system. One of the major
security issues is phishing scams where users are tricked into providing their information by the

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cyber criminals (Christie, 2017). As such, it is important to implement and regularly update
security procedures to prevent such risks from occurring.
Conclusion
In conclusion, the proposed system will be able to overcome all the challenges
experienced by the use of the current system. The proposed library information system for
MACQUARIE University will automate the library processes and reduce the errors that are often
committed through manual data entry and increases efficiency. The project has a focus to
increase efficiency, productivity, and reduce the human efforts needed. Additionally, record
keeping is enhanced and all the data are stored in one database facilitating easier and faster
searching of library resources. Therefore, I recommend to MACQUARIE University to adopt
and implement this system.

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