Library System Documentation: Functional Requirements and Design

This report provides a comprehensive documentation of an online library management system. It begins with a system description and definition, followed by a Gantt chart illustrating project planning and scheduling. The report details the system's functional requirements, including user login, new user registration, and book management functionalities such as adding new books, searching for books, and the issuance and lending of books. The report then presents various diagrams, including use case diagrams, contextual descriptions, sequence diagrams, class diagrams, and activity diagrams, to illustrate the system's design and behavior. User interface designs, including home, login, and registration pages, are also included. Finally, the report concludes with test case generation, outlining scenarios and expected outcomes for user authentication, borrowing status, and book validation. The report references relevant sources and provides a complete overview of the online library management system's development and functionality.

Running head: Library System 1
Online Library Management System
Name of the Student:
Name of the Institution:

Library System 2
Contents
Description of the system................................................................................................................4
Gantt chart.......................................................................................................................................4
System functional requirements......................................................................................................5
Contextual description of the use case diagram............................................................................11
Sequence diagram..........................................................................................................................14
Class diagram.................................................................................................................................16
Activity diagram............................................................................................................................18
Test case generation.......................................................................................................................24
References......................................................................................................................................26

Library System 3
List of figures
Figure 1:Gantt chart.........................................................................................................................3
Figure 2: Trello board, task one in progress....................................................................................4
Figure 3: trello board, task 2 in progress, task 1 completed............................................................6
Figure 4: task 2 completed...............................................................................................................7
Figure 5: drawing use-case diagram in progress.............................................................................7
Figure 6: use case diagram completed.............................................................................................8
Figure 7: use case diagram..............................................................................................................9
Figure 8: contextual description done............................................................................................11
Figure 9: use case diagram............................................................................................................12
Figure 10: use case completed, class diagram in progress............................................................13
Figure 11: class diagram................................................................................................................14
Figure 12: class diagram done, activity diagram in list of doing...................................................15
Figure 13: activity diagram............................................................................................................16
Figure 14: user interface in progress.............................................................................................17
Figure 15: user interface homepage...............................................................................................18
Figure 16: login form.....................................................................................................................19
Figure 17: registration form...........................................................................................................20
Figure 18: searching book activity................................................................................................21
Figure 19: test case generation in progress....................................................................................22

Library System 4
Library System Documentation
System Description and Definition
An Online Library Management System refers to a computerized information system
which enables library users to electronically access and manage library services and resources in
an easy way that reduces manual and paper work. With the system, a lot of time that would be
wasted in searching for library resources manually is saved while cases such of files being lost or
misplaced are eliminated. (Prabhakar, Rahul, Rajat, & Vikram, 2014).
Gantt chart
This a popularly accepted tool and technique that is used to during project planning and
scheduling to represent all activities, and processes involved or to be undertaken during software
development. The activities are represented such that each is matched against assigned team that
are to do tasks involved plus the expected timelines. Breaking down the processes into charts and
bar graphs gives a better understanding of the software, not only to the developers but to the
clients and system users as well. Chart bars are at times used to show percentages of activities
that are complete and ongoing. Gantt charts presents to developers a very useful tool for project
managers to plan and schedule all projects activities, and trace them accordingly (Pankaja, 2005).
Below is a Gantt chart for the library management system.
Figure 1: Gantt chart

Library System 5
Figure 2: Trello board, task one in progress
System functional requirements
1. User Login- the user login feature is to be used by system both librarians, librarians and
others to login into the system. One will be required to register themselves –except for
the admin who will be added by ‘master’ admin. Usernames and passwords shall be
validated against existing database, and access allowed if details match any record and
denied if otherwise. Librarians will have administrative privileges in the system. With
this functionality:
A username will be required
The system will only allow users whose details match to login
The system will decide what resources can each user access, based on user –level
authentication
All users shall be provided with logout functionality, and to do so once they feel they
have accomplished their goals. Additionally, the system will also employ the ‘user timed

Library System 6
out’ technology, and log out any logged in account that does not send requests for a
period of about 20minutes, and shall automatically log them out.
2. New user registration- in order to create a new account, the system must be in a position
to validate user entered information, and delete nay such information that is wrong,
User registration will be done by all users by themselves, all by the librarian.
Under the registration module, one can register as a student-if they are students in the
university and as others if they aren’t.
To be registered as a staff (a privilege only accessible to senior librarian) one shall
require: Staff id, barcode, name, date of birth and department
To be registered as a student, student id, name, date of birth, barcode and department
details shall be required.
For accounts registered as others- information regarding borrower id, name, and date of
birth, address and license number shall be required.
3. Add new book/reading material
This feature shall allow physical and electronic materials to be added to the library
catalogue. Whenever adding books to the library system, the system shall read its
barcode, and id and prevent items with the same id to be entered into the system’s
catalogue.
4. Search book
The users of the system will be able to search for books in the catalogue electronically.
Books and reading materials- including magazines, newsletters, newsletters and eBooks
will be searched based on their id, title, author’s name and publication
For this functionality to be successful-

Library System 7
The system will have to search through the database based on the keyword entered or the
selected search type
Based on the keywords entered by the user, the system should filter items and show them
in a table view.
5. Issuance and lending of books
Students, teachers and ‘others’ will borrow books and reading materials including eBooks
by sending request to borrow books to the librarians.
Only students with library cards (barcodes) can borrow books.
When one graduates, their accounts are deregistered from the system and cannot use them
to borrow materials though their info is stored in the system’s repository.
On book lending, the librarian will ask the system to keep the records of the borrower and
the expected due date.
One may renew their lending time once.
If lending time expires, the system will fine the individuals.
Borrowers with a fine exceeding $25 will not make it to borrowing other items until they
clear their fines.

Library System 8
Figure 4: task 2 completed
Use case diagram
Figure 5: drawing use-case diagram in progress
These are Unified Modelling Language behavioral diagrams that offers descriptions on actors in
a system and corresponding actions that each, depending on their privileges and user levels, can
Figure 3: trello board, task 2 in progress, task 1 completed

Library System 9
perform with the system. Each use case represents and offers valuable information to the system
stakeholders.
Administrator, librarian and student are main actors.
Figure 6: use case diagram completed
Figure 7: use case diagram

Library System 10
Contextual description of the use case diagram.
For one to be registered as a student in the library system, one must have a valid student,
and so are the librarians who will manage the system.
To register new students and librarians, an administrator has to first login.
Already registered users will not require to be registered again, but login and/or activate their
accounts when deactivated.
To search for items in the library catalogue, users need be logged into the system.
For successful search, the results will be displayed on the screen –indicating whether the book is
available for borrowing or it is on loan. In cases where the book is available, the student will
proceed to borrow the book and put it on hold if otherwise. For null result, users may send
requests to the admin asking for the items to be added in the catalogue.
One can only borrow a book if they have a valid student membership/barcode and if and only if
they have an active borrowing status- they have not been deactivated from borrowing due to
large fines exceeding $25.
Returning a book/items borrowed
The student takes the item borrowed to the admin who logs into the system, enters the
book id to validate that it is being returned into the system. Once marked, the admin then sets the
book as available for access by other student.
If it is established that the student is overdue, a fine is instituted. One the fine reaches a
maximum of $25, the admin/librarian then deactivates respective student’s account and can only
be activated once the fine is settled.

Library System 11
Deactivating accounts: an admin will deactivates accounts if a student’s fine reaches $25, or
finishes school and graduates, and when a librarian is moved to another department, fired or
retires.
Figure 8: contextual description done

Library System 12
Sequence diagram
Figure 9: use case diagram
Figure 10: use case completed, class diagram in progress
Class diagram