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The Holy Cross Academy of Digos Library Cataloguing System SYSTEMS ANALYSIS AND DESIGN Mark Cromes C. Perez Proponent Table of Contents Systems Planning……………………………………………………………………………………………. 3 1. 1 Conceptualization…………………………………………………………………………………. 4 1. 2 Scope and Limitations …………………………………………………………………………. 5 1. 3 Identified Constraints ………………………………………………………………………….. 1. 4 Feasibility Study …………………………………………………………………………………… 7 1. 4. 1 Operational: ……………………………………………………………………………………. 7 1. 4. 2 Technical: ……………………………………………………………………………………….. 7 1. 4. 3 Schedule: ………………………………………………………………………………………… 8 1. 4. 4 Economic:……………………………………………………………………………………….. 1. 5 Duration ………………………………………………………………………………………………… 9 1. 6 Technology …………………………………………………………………………………………….. 9 1. 6. 1 Minimum Requirement …………………………………………………………………. 9 1. 6. 2 Recommended Requirement ………………………………………………………. 10 System Analysis…………………………………………………………… ……………………………….. 1 2. 1 Understanding the Organization ………………………………………………………. 12 2. 2 The Current System……………………………………………………………………………. 12 2. 3 System Models…………………………………………………………………………………….. 13 2. 3. 1 Use Case Diagram ……………………………………………………………………….. 14 2. 3. 2 Use Case Descriptions ………………………………………………………………… 15 2. 3. Sequence Diagrams……………………………………………………………………… 17 2. 4 Requirements Summary ……………………………………………………………………. 21 2. 4. 1 Inputs ……………………………………………………………………………………………. 21 2. 4. 2 Processes ………………………………………………………………………………………. 21 2. 4. 3 Outputs …………………………………………………………………………………………. 22 2. 4. Performance………………………………………………………………………………….. 22 2. 4. 5 Controls…………………………………………………………………………………………. 22 2. 4. 6 Back – up and recovery ………………………………………………………………. 23 Design Phase …………………………………………………………………………………………………. 24 3. 1 ORD………………………………………………………………………………………………………. 25 3. ERD ………………………………………………………………………………………………………. 25 3. 3 Normalized Tables ………………………………………………………………………………. 28 3. 4 Table Definitions …………………………………………………………………………………. 29 3. 5 Architecture…………………………………………………………………………………………. 36 3. 5. 1 Application Architecture……………………………………………………………… 36 3. 5. System Architecture…………………………………………………………………….. 37 3. 6 GUI ……………………………………………………………………………………………………….. 38 Phase I Systems Planning 1. 1 Conceptualization The proposed project is to develop a cataloging system for the Library, a material resource center of the Holy Cross Academy of Digos Library (HCADL). The primordial concern of the system is a computerbased cataloging of the HCADL’s book collections and material resources, specifically the printed materials, in accord with the Dewey Decimal System of cataloging.

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The said project is expected to solve the inconvenience of their current manual system. With the aide of computer technology, clerical lapses could easily be dodged. Moreover, it provides easeful registration and accession on their print resources. The material resource of Holy Cross Academy of Digos Library is a cardinal factor in pursuit of their objectives, it is therefore substantial that they are provided with convenience and safety for efficiency on all their operations through computerization.

The major beneficiary of the system is the Librarian of Holy Cross Academy of Digos, and extends to the student population and the Christian community. 1. 2 Scope and Limitations The system’s latitude covers only the four fundamental operations of cataloging. Specifically, these are the shelf-list card, author card, subject card and the title card. The system would generate printouts of these cards, which are automatically formatted following the existing standard. Moreover, cataloging is only limited to the special collections of printed materials of the office. The system is ractically designed to fast track the operations of the office, eliminating unnecessary activities impeding their operations. This, the proponents believe, answers the wish for convenience and efficiency of the office. Because Dewey Decimal System of classification covers a vast range of operations, the proposed system could also be applicable in offices utilizing such kind of structure. 1. 3 Identified Constraints Below is a table that illustrates the project’s constraints and the alternative solutions. CONSTRAINT Present DESCRIPTION The proponents never really had so much knowledge about cataloging. It is therefore advised that proponents should acquire cataloging resources for study The available time for the development of the system is very limited. Time management is essential for the proponents that they may be able to finish the system on schedule. There would be no need for the HCADL to acquire for a new set of computer. The available unit within the office should not be a problem for the new system. The office should upgrade their computer to Pentium 3 Processor or higher Provide a simple cataloguing system – depending on the time frame for the construction of the project, these features are given least priority

Mandatory Desirable 1. 4 Feasibility Study There are four aspects of feasibility: the Operational, Technical, Schedule and Economic: 1. 4. 1 Operational: The system is operational because it is designed in conformity with the computer technology on hand of the college. It is highly expected that with the implementation of this system, it would certainly bring comfort on the cataloging operations of the office and perhaps, living up with their objectives. As with the users of the project, technical know how would be a less concern since the design is intended for easy manipulation.

Better yet, the proponents of the system would still conduct an intensive training for the users to fully draw on all the features of the system. 1. 4. 2 Technical: The proposed system is technically feasible since the specification of the computer available in the Holy Cross Academy of Digos Library Office is sufficient to meet the requirements of the proposed system. The system’s proponents would also conduct for a special training and tutorial for the intended user of the project. MySQL Server 5. 0 will be used to deal with data, it ensure that it had an enough storage capacity to be used in the future. . 4. 3 Schedule: The proponents of the Library Cataloguing System are given five months duration to create the system; the time given is reasonable enough that the system will be efficient after being constructed. 1. 4. 4 Economic: The development of the Library Cataloguing System does not need to expend money. Applying the system to the library may cost the institution for a computer unit, but it’s the schools prerogative if they are going to buy a new computer unit or use an available computer within the institution’s vicinity this may lessen the cost. 1. 5 Duration The project started November 2005.

Below is a table, in months, that determines the time frame of the development of the project. Activities 1 Data Gathering, Analysis and Design Implementation (The actual coding) Testing of the system System Delivery (Project defense) Total No. of Days = 120 2 Months 3 4 1. 6 Technology 1. 6. 1 Minimum Requirement A. Hardware Processor: Pentium 3 RAM: 128 MB B. Software Operating System: Windows 98 DBMS: MySQL Server 5. 0 1. 6. 2 Recommended Requirement A. Hardware Processor: Pentium 4 or higher RAM: 256 MB or higher B. Software Operating System: Windows XP DBMS: MySQL Server 5. or higher Phase II System Analysis 2. 1 Understanding the Organization The Holy Cross Academy of Digos (HCAD) is properly managed by the Religious of Virgin Mary (RVM) sisters. It is located at the city of Digos. HCAD is a catholic school that aims for a quality education which is updated, creative and integrated that leads students to uphold moral values and become disciplined, socially responsible, equipped with developing skills and dedicated to greater service. The school offers kindergarten and secondary education for students as being managed by the RVM sisters.

HCAD upholds the RVM mission of Christian education is the apostolate of the church inspired by the Blessed Virgin Mary and Mother Ignacia del Espirito. HCAD aims to bring the students to Jesus with Mary and bring Jesus to the world. The Institution also offers several facilities that would enhance the student’s learning abilities. The school library is one of tool that helps students improve their academic performance. The library is always been a placed for students to study and research. The arrangement of the books in the library is being done by the librarian.

Students inquire their needed materials to the librarian. 2. 2 The Current System The operations of printed resources in the HCAD Library Office are all executed manually, from recording new resource accessions to the management of card catalogs. Only authorized personnel single-handedly implement these functions, specifically the Librarian of this particular office. The inconvenience of this predicament hampers the performance of the said personnel, as cataloging is just one of the responsibilities in her control. 2. 3 System Models The analyses of the requirements, after series of nterviews and reviews had been conducted, are represented by different models using the Unified Modeling Language (UML). The system is modeled through the Use Cases, Sequence Diagrams, Object Diagrams, and Entity Relationship Diagrams. The succeeding pages are the resulting models of the system. 2. 3. 1 Use Case Diagram 2. 3. 2 Use Case Descriptions 1. Use Case: Administer Cataloger Name: Actor: Description: Administer Cataloging Librarian Describes the processes used in administering cataloging. Successful Completion 1. Librarian encodes all necessary information. 2. Librarian searches for resource material

Alternative: None Preconditions: There is new printed material resource. Post conditions: Assumptions: All necessary information are saved or modified 1. Librarian knows the rules in cataloging 2. Use Case: User Profile Name: Actor: Description: User Profile Librarian Describes the process used in Creating and Deleting A user account. Successful Completion: A. Add New User Account 1. Librarian/New Librarian create new user profile. 2. Librarian/New Librarian creates new username and password. B. Delete User Account 1. Librarian searches user account to delete. C. Modify User Account 1. Librarian can modify user account.

Alternative: None Preconditions: Office situation calls for a user account. Post conditions: User account is modified and save the new account. Assumptions: The user set another user account. 3. Use Case: Search Entry Name: Actor: Description: Successful Completion: Search Entry Librarian/Staff Describes the process used in querying an entry. 1. Librarian/Staff selects any information that described the entry (by author, by title, by accession number, by call number). Alternative: None Preconditions: There is at least one entry saved. Post conditions: Assumptions: None One or more entry present in the database. . 3. 3 Sequence Diagrams 2. 4 Requirements Summary System requirements fall into five general categories, these are: outputs, inputs, processes, performance and controls. 2. 4. 1 Inputs All personnel of the office must enter a valid username and password. The Librarian must enter all the necessary information of a particular material resource. All the input interfaces must be organized for easy manipulation. 2. 4. 2 Processes – The system must automatically format all the information of a particular material resource into the other categories of card catalogues after the Librarian formats the author card. . 4. 3 Outputs The system must be capable of generating print outs of card catalogues, as prescribed by the Dewey Decimal Classification System. 2. 4. 4 Performance The system must be able to manifest its automation feature with the generation of formatted card catalogues. The system must at any given time. 2. 4. 5 Controls The system must provide log-on security. Authorized personnel must only administer cataloging. Once the Librarian of the office would input an entry that has the same information in the database, the system must automatically detects the scenario and informs the user. 2. 4. Back – up and recovery Back up : Go to start Select MySQL Administration Supply the corresponding username and password Select the back-up then click new project Click All task Backup database Recovery : Go to start Select MySQL Administration Supply the corresponding username and password Select Restore then click Open Backup File Specify the database Restore database Phase 3 Design Phase 3. 1 ORD 3. 2 ERD 3. 3 Normalized Tables author( AUTHORPK, AUTHORCODE, FIRSTNAME, MIDDLEINITIAL, LASTNAME, AUTHORID, AUTHORSTATUS, CATALOG) authorcard( AUTHORCARDID, CLASSCALL, INFO1, INFO2, AUTHORCODE, PAGE, PRINTED, ACCESSIONNUMBER) ook( ACCESSIONNUMBER, CLASSIFICATION, CALLNUMBER, DATERECEIVE, MAINTITLE, SUBTITLE, EDITION, VOLUME, NUMBERPAGE, SOURCEFUND, PRICE, PUBLISHER, ADDRESS, COPYRIGHT, ISBN, CONTENTS, BOOKTYPE, NOTESINFO, ADDITIONALENTRY, REMARKS, CATALOG, STATUS) lib( USERNAME, FNAME, MNAME, LNAME, CNUM, ADDRS, PASS, REPASS, STATUS) shelfcard( IDSHELF, CLASSCALL, INFO1, INFO2, PAGE, ACCESSIONNUMBER, PRINTED) subjectcard( SUBJECTID, CLASSCALL, INFO1, INFO2, PAGE, SUBJID, SUBJACC, PRINTED) subjectdescription( SUBJID, DESCRIPTION, SUBJCODE, CATALOG) titlecard( TITLEID, CLASSCALL, INFO1, INFO2, PAGE, ACCESSIONNUMBER, PRINTED) empcard( idTEMPCARD, INFO1, INFO2, PAGE) 3. 4 Table Definitions Table Name: book Description: A table that holds the entire book’s information. Fieldname ACCESSIONNUMBER Description Unique number Remarks Primary key/ Incrementing CLASSIFICATION Classification of the book (ex. Circulation). CALLNUMBER The number that has a corresponding value. DATERECEIVED The date a book arrived. MAINTITLE The main title of the book. SUBTITLE The sub title of the book. EDITION Book’s edition information. VOLUME NUMBERPAGES SOURCEFUND Volume of a book. The number of pages. If it is donated the cost of the book will be determined in case it will be lost.

PRICE PUBLISHER The price of the book. The publisher of a certain book ADDRESS The place of publication COPYRIGHT ISBN The copyright year A serial number for books CONTENTS BOOKTYPE The contents of a book The type of book ( ex. Paperbound) NOTEINFO What are included in the book (ex. Glossary, maps). ADDITIONALENTRY Additional information for the book. REMARKS A remark for a certain book CATALOG Defines for the book if the book is catalog or not. STATUS Defines if for the book status. (ex. Lost, Discarded) Table Name: subjectdescription Description: A table that holds all the subject/s of a certain book.

Fieldname SUBJID SUBJCODE Description Unique number The primary key of every entry this is equal to accession number of a book. Remarks Primary key Foreign key (BOOK) DESCRIPTION Describes the subject CATALOG Defines for the book if subject card is created. Table Name: author Description: A table that holds all the Author/s of a certain book. Fieldname AUTHORPK AUTHORID Description Unique number The primary key of every entry this is equal to accession number of a book. Remarks Primary key AUTHORCODE Every author has an author code and it is based on a certain standard used by all cataloguers. Foreign key (authorcard)

FIRSTNAME First name of the author LASTNAME Last name of the author MIDDLEINITIAL Middle initial of the author CATALOG Defines for the book if author card is created. Table Name: subjectcard Description: A table that determines the number of cards to be generated in a certain subject. Fieldname SUBJECTID CLASSCALL Description Unique number Classification number of the book and call number. Remarks Primary key INFO1 The left part information of the book INFO2 The right part information of the book PAGE Page number of the card. SUBJID SUBJACC Subject description Accession number of the book. PRINTED

Status of the card if it is printed. Table Name: authorcard Description: A table that determines the number of cards to be generated in a certain author. Fieldname AUTHORCARDID Description Unique number Remarks Primary key CLASSCALL Classification number of a book and call number INFO1 The left part information of the book INFO2 The right part information of the book AUTHORCODE PAGE PRINTED Author’s code number Number of pages Status of the card if it is printed. ACCESSIONNUMBER The primary key of every entry Table Name: titlecard Description: A table that determines the number of cards to be generated in a certain title.

Fieldname TITLEID CLASSCALL Description Unique number Combination of CLASSIFICATION and CALLNUMBER. INFO1 The left part information of the book INFO2 The right part information of the book Remarks Primary key PAGE ACCESSIONNUMBER Number pages Primary key of every entry PRINTED Status of the card if it is printed. Table Name: shelfcard Description: A table that determines the number of cards generated for a certain book. Similar to authorcard but this includes the price and the book type of the book. Fieldname IDSHELF CLASSCALL Description Unique number Combination of CLASSIFICATION and CALLNUMBER.

Remarks Primary key INFO1 The left part information of the book INFO2 The right part information of the book PAGE ACCESSIONNUMBER Number pages Primary key of every entry PRINTED Status of the card if it is printed. Table Name: lib Description: A table that holds the entire program registered user. Fieldname USERNAME PASS Description User’s unique code The password of the user Remarks Primary key REPASS FNAME LNAME MNAME Confirm password First name of the user User’s last name The last name of the user STATUS Whether an administrator or a staff only CNUM Contact number of the user.

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