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LIBRARY AUTOMATION

SYSTEM

LIBRARY AUTOMATION SYSTEM

VERSION 1.0 Developed By: THINKERS

A Database designed to compute the processes and working


of the library activities. These activities are computerized
rather than using the manual working for the data to be
stored. The data stored in this system can easily be updated.
It provides the data in various forms. Moreover the retrieval
of the data has become much efficient and faster in speed.
This system has provided the best facility to staff as well as
to the members of library.

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LIBRARY AUTOMATION
SYSTEM

DATABASE OBJECTS:

The data in LIBRARY AUTOMATED SYSTEM is stored in Database Objects. These


objects provide the facility to retrieve and to process data very easily. The Objects in
which data is stored are:

• Tables

• Queries

• Forms

• Reports

• Pages

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TABLES

Data is stored in the form of tables, it consist of rows and


columns. Within a table data is stored as a Record. A record
is further divided into the fields.

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TABLES OF LIBRARY AUTOMATION SYSTEM


In this system the data is stored in the form of different tables. These tables are defining
the each entity related to this system. There are different fields existing in each table
which provides the full information about each table. The data which is providing the
information is entered in the fields. These fields are used to enter data for the specific
table type. Among all fields, a unique key represent the table and is called as primary key.

PRIMARY KEY

The schema designed for the primary key for each table is same. The data type for the
primary key taken in Library Automation system’s every table is Auto number. The data
type provides the data only in the form of numbers i.e. 1, 2, 3,……..so on and it takes the
next number automatically for the next entrance of data.

The tables generated for the Library system are:

• Books

• Departments

• Membership

• Members

• Issues/Return

• Publishers

• Supplies

• Suppliers

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BOOKS

In this table, the information about the books present in the library is entered. The field
names in this table providing the data about the books are:

• Book ID:

This field represents the primary key of


the books present in the library. It is in
auto number data type

• Supply ID:

This field represents the foreign key,


showing that which supplier has
supplied the books in library.

• Class No:

This field is representing the


classification number of the books.
These classifications are showing the
types of the books classified according to the particular number.

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DEPARTMENTS

In this table, the names of the departments are given. These are the departments which are
showing the number of students, who are also the members of the library. Through this
table it becomes clear that how many departments a university is having. The fields for
this table are

• Department ID:

This field is representing the


department names. In this table the
Primary Key is also different as it is
showing the data type of Text.

• Department Name:

This field is showing the names of the


departments a University is having.

MEMBERS

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This table is about the members of library - who are also the students of particular
university. This table is representing the attribute of the members. The attributes of the
members are a lot in number, but some important attributes which are necessary to be
recorded in the table of members are

• Members ID:

The same field describing the members as a unique key, it has been taken in the form of
auto number.

• Member Name:

In this field the name of the member is specified. Along with the Member ID, name of
that person is also written

• Member Department:

This field is showing the department from which the member belongs to.

• Member Discipline:

This field shows that in which program the member or student is studying, the program
can be at Bachelors level or may be at Masters level. So with the name of each member,
his/her discipline is also mentioned that in which program they are studying.

• Member Designation:

This field shows that, what is the status of a member, he can be student, teacher, or the
Assistant in laboratories.

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MEMBERSHIP

This table is about the membership dates of the library members, it is representing that at
which date they got the membership to access the library and at which date their
membership card is going to be expire. The field names are:

• LIBRARY Member ID:

This field is Primary key and it is


assigned as Auto number. This is
showing that Member ID of a
particular member.

• Membership Date:

The field is explaining the date that


at which date the membership got
activation.

• Membership Expiry Date:

The field is describing the date at which date the membership card will going to be
expire. And a member will no longer be able to access the library for issuing book, until
and unless he renews his expired card.

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ISSUANCE

When any member of library goes through he process of issuing book or books, his/her
all procedures while going through this process are being recorded. These records are
saved in field names so that violation may not occur. The field names are

• Issue ID:

This field is primary key which is showing the number of issuance.

• Book ID:

This field is the foreign key in this table as it exist as primary key in Book Table. It shows
that which book having a particular ID is issued or returned.

• Member ID:

This field is also foreign key showing the Member ID that which member has issued a
book. So that DB can generate his record.

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• Issue Date:

It is the field which is showing that a book with a particular ID and a particular member
has issued at which date.

• Expired Return Date:

This field tells that what the expired date for returning the book is. This date is the
desired date of member that at which date he will going to return the book. So that he
might not be fined.

• Return Date:

The field describing that at what date book is returned. Sometimes members become late
in returning book. This date is also to be recorded at the time of the return of the book. So
that member should be charged fine.

PUBLISHERS
This table is presenting the data about the publishers, those publishers who publish the
books and then send to suppliers, so that books can reach the libraries and other book
stations for consumer benefit.

• Publisher ID:

This field is presenting the unique key about the publishers defining the unique feature of
publisher.

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• Publisher Name:

This field is telling the publisher name, the publisher can be of any type, it can be a huge
company or a small publishing shop.

• Publisher Address:

In this field the address of the Publisher is specified, that at which place the publisher is
existing.

• Publisher Phone No:

In this filed the Phone Number of the publisher’s company is recorded, so that in case of
printing, having the large number of books, canceling the order for the books can be done
through phoning them.

• Publisher Email

As it the world has done much progress and moved to the more towards technological
means, so most of the work is done electronically. Every Publisher Company provides its
Email address to contact. So in this field Email Address of Publisher is entered.

• Publisher URL:

This field shows the URL of every Publisher who have been in contact with the library of
University, it may specify the types of the books their prices, author names and many
other requirements are presented.

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SUPPLIERS:
In this table, all the required information about suppliers is added. It is necessary to have
the all information about the suppliers who supplies the bundles of the books. They are
the source from where libraries and other book stores are able to run.

The field names and the records are:

• Supplier ID:

It is the ID of the suppliers which represents each one as a unique one and have been
assigned as Primary key.

• Supplier Name:

This field is telling the names of the different suppliers through which they can be
recognized.

• Supplier Address:

This field is presenting the address of the supplier that at which place they have their
official existence.

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• Supplier Phone No:

Phone number of supplier is required in order to place any order or to cancel the delvery
of books. there should be any contacting means. So this feld is mentioning the phone No.
might be required at any time.

• Supplier Email:

Electronically communicating has fascinated the world in an amazing way. So email has
become an important feature for every organization. The entity is made to enter the email
addresses of these companies.

SUPPLIES:

In this table the specification about the supplies is entered. it covers the whole wide area
to record the all details about the supplies. Records are always maintained about supplies,
so that books can be identified as well as their number of copies can be checked and
various things. It includes the fields like

• Supply ID:

Identifying that which supplier is supplying in bulk, and it has given a Primary key,
which is unique.

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• Supplier:

The name of the company who is supplying is recorded.

• Publisher:

The publisher is mentioned that who is the publishing the book and suppliers are getting
front hem to supply ahead. Usually all these details are written on the books front or end
pages.

• Purchase Date:

The field describing that at which date the purchase of supplies was done. To keep the
record all these entities are necessary.

• Book Title:

The title of the book is entered. The books of different subjects are entered with different
entry in table. Book names are mentioned in this field.

• Book Author

The name of the author is entered, so that members can be provided with books by telling
only the name of author.

• Book Subject

This field describes the major category of the book, that the book belongs to which big
category or comes under which category.

• No of Copies:

This field tells that how many copies of particular books are purchased.

• No of Pages:

Telling the number of pages a book has, which have been purchased.

• Book Edition:

Field showing the edition of the book so it ca n be arranged according to its edition.

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RELATIONSHIP

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RELATIONSHIP WINDOW

This relationship window is showing relationship between the tables. These relationships
exist in the form of one to one and one to many relationships. Many to many relationship
do no have their practical existence.

The relationship window of the library automation system has shown the types of
relationships as under

The relationship in this window exists in following two types:

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ONE TO ONE RELATIONSHIP


In a one-to-one relationship, each record in Table A can have only one matching record in
Table B, and each record in Table B can have only one matching record in Table A. This
type of relationship is not common, because most information related in this way would
be in one table. You might use a one-to-one relationship to divide a table with many
fields, to isolate part of a table for security reasons, or to store information that applies
only to a subset of the main table.

Relationship between members and library members table


Relationship between members and library members table is one to one relationship. The
tables are independent because they have different attributes and they have independent
primary key as well.

ONE TO MANY RELATIONSHIP


A one-to-many relationship is the most common type of relationship. In a one-to-many
relationship, a record in Table A can have many matching records in Table B, but a record
in Table B has only one matching record in Table A.

Relationship between Department and Members table:


This is one to many relationship, it is showing that many members belongs to each
department existing in university.

Relationship between Library Membership Card and Issuance Table:


One to many relationship describing that through one membership card many books can
be issued.

Relationship between Books and Issuance Table:


The relationship is one to many. Its shows that in library single book can be issued for
several times.

Relationship between Books and Supplies Table.


This relationship which is showing the one to many type of relationship explains that,
there are number of books are supplied in one supply. It means that there are several
copies of single book supplied to library or any book station.

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QUERIES

Queries to view, change, and analyze data in different


ways. It is a source of records for forms, reports, and data
access page. There are several types of queries in Microsoft
Access.

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Description of Queries
As the queries are the mechanism to retrieve the information from the data entered in
tables. So this mechanism can be performed in various types, the kinds of the queries are:

• Select Query

• Make Table Query

• Update Query

• Append Query

• Delete Query

According to the Library Automation System, all of these queries can be performed; they
can be use in various terms in order to retrieve data. The queries performed to retrive data
are:

Select Query: MEMBER


INFORMATION

Make Table Query:


MEMBERS

Update Query:
MEMBERSHIP DATE

Append Query:
MEMBERS DATA

Delete Query:
SUPPLIER URL

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SELECT QUERY:
A select query is the most common type of query. It retrieves data from one or more
tables and displays the results in a datasheet where you can update the records (with some
restrictions). One can use a select query to group records and calculate sums, counts,
averages, and other types of totals.

Membership Information

By the help of relationship between Members and Library Members Table, the query is
performed showing the selected field from both of the table. Moreover a criteria is given
to member department field i.e. Like “*BA*”. After running the query, the table
generated by this query is showing only the Members of business administration
department either he/she is from BBA or MBA.

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MAKE TABLE QUERY:


A make-table query creates a new table from all or part of the data in one or more tables.

Members

This table is showing the fields of the two related tables. This query is generated in the
form of new table. The fields selected from the two related tables appear in the new table,
it can be shown as:

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UPDATE QUERY:
An update query makes global changes to a group of records in one or more tables. For
example, you can raise prices by 10 percent for all dairy products, or you can raise
salaries by 5 percent for the people within a certain job category. With an update query,
you can change data in existing tables.

Membership Date

In this query, the data can be changed in the records of the existing table, the table for
Membership dates has the field of Membership Date which is describing the date that on
which data membership card got an activation. This date varied from members to
members. After applying the update query in this field, it is showing the same date for all
of the members of library. It can be shown as:

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APPEND QUERY:
An append query adds a group of records from one or more tables to the end of one or
more tables. For example, suppose that you acquire some new customers and a database
containing a table of information on those customers. To avoid typing all this information
in, you'd like to append it to your Customers table.

Members Data

In this table, the selected filds of the existing table ‘Members’ has been added in the same
table, the data in the fields, added again is same but the Member ID which is its primary
key is different. It can be shown as:
This table is showing those selected fields which were selected for the additional purpose
and showing the query.

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DELETE QUERY:
A delete query deletes a group of records from one or more tables. For example, you
could use a delete query to remove products that are discontinued or for which there are
no orders. With delete queries, you always delete entire records, not just selected fields
within records.

Suppliers URL
In the table of Suppliers, there was a field or record of the Suppliers URL, but through
the delete query, the suppliers URL field is selected to be deleted. After running this
query, Suppliers URL field was no more there. It can be shown as

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LIBRARY AUTOMATION
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FORMS

A form is a type of a database object that is primarily used


to enter or display data in a database. You can also use a
form as a switchboard that opens other forms and reports in
the database, or as a custom dialog box that accepts user
input and carries out an action based on the input.

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Description of Forms

In the forms Section, the Library Automation System is using the switchboard form. After
clicking the MAIN form, all the other forms appears in it, moreover it also shows the
reports of the database.

The forms generated for the Library Automation System are

• Main

• Books

• Departments

• Members

• Membership Date

• Issuance Procedure

• Publishers

• Suppliers

• Supplies.

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All these forms are showing the records entered in the tables, they also allow the worker
or staff member to add a record from forms. The main form showing the all other forms
opens as:

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The other forms in this main menu are of

BOOKS:
It is showing the 1st record about the book,
it is having the sub form also, presenting
the detail about the supply of the particular
book. Through forms, the data can be
entered as well.

DEPARTMENTS:
This form is showing the different
departments in the university. The
members who are the students belong
to these departments.

MEMBERS:
This for is describing the members, and
their attributes which are necessary for
being a member of Library.

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MEMBERSHIP DATE:
This is telling the record of every
member with his/her membership card
activation and expiration date.

ISSUANCE:
This form shows the date at which the books are
issued, expiry date and the return date. So that fine
should be charged.

PUBLISHERS:
Form giving the whole record about the publishers.

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SUPPLIERS:

The form is showing the data about the


Suppliers.

SUPPLIES
The form is showing the data about the supplies.

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REPORT

A report is an effective way to present your data in a


printed format. Because you have control over the size and
appearance of everything on a report, you can display the
information the way you want to see it.

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Report is the database object which enables us to have all the data in a format of hard
copy. So every record regarding library can be printed as per need in the form of reports.
Queries can also be printed by creating a report of them.

In Library Automation system, there can be a lot of reports relating to every thing like
tables, queries etc.

The library automation system can provide number of reports. And the reports are

• Library Members

• Supplier

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TABLE OF CONTENTS
DATABASE OBJECTS:...............................................................................2
TABLES.........................................................................................................3
TABLES OF LIBRARY AUTOMATION SYSTEM .................................................4
BOOKS........................................................................................................................5
DEPARTMENTS..........................................................................................................6
MEMBERS...................................................................................................................6
MEMBERSHIP............................................................................................................8
ISSUANCE...................................................................................................................9
PUBLISHERS............................................................................................................10
SUPPLIERS:.............................................................................................................12
SUPPLIES:................................................................................................................13
RELATIONSHIP........................................................................................15
RELATIONSHIP WINDOW.....................................................................16
ONE TO ONE RELATIONSHIP...............................................................................17
Relationship between members and library members table......................................17
ONE TO MANY RELATIONSHIP...........................................................................17
Relationship between Department and Members table:...........................................17
Relationship between Library Membership Card and Issuance Table:....................17
Relationship between Books and Issuance Table:.....................................................17
Relationship between Books and Supplies Table.......................................................17
QUERIES.....................................................................................................18
Description of Queries.................................................................................................19
SELECT QUERY:.......................................................................................................20
Membership Information...........................................................................................20
MAKE TABLE QUERY:............................................................................................21
Members....................................................................................................................21
UPDATE QUERY:.......................................................................................................22
Membership Date......................................................................................................22
APPEND QUERY:.......................................................................................................23
Members Data...........................................................................................................23
DELETE QUERY:.......................................................................................................24
Suppliers URL..............................................................................................................24
FORMS........................................................................................................25
Description of Forms...................................................................................................26
BOOKS:........................................................................................................................28
DEPARTMENTS:........................................................................................................28
MEMBERS:.................................................................................................................28
MEMBERSHIP DATE:...............................................................................................29
ISSUANCE: .................................................................................................................29

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PUBLISHERS: ............................................................................................................29
SUPPLIERS:................................................................................................................30
SUPPLIES....................................................................................................................30
REPORT......................................................................................................31

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