AN ONLINE BOOK-BANK MONITORING SYSTEM

By Twine Bananuka
BA/Ed (Mak), Msc E!"# ($AM", "SA)

A %&'(ec) &e*'&) Su+,i))ed )' )-e Sc-''. '/ G&adua)e S)udies, Make&e&e "ni0e&si)y in %a&)ia. $u./i..,en) '/ )-e Re1ui&e,en)s /'& )-e Awa&d '/ a %'s)2&adua)e !i*.',a in #',*u)e& Science

N'0e,+e&3 4556

!E#LARATION
I, Twine Hannington Bananuka, declare that this project is my own product and the work here in has not been submitted to Makerere University or any other institution of higher learning for any academic award

!igned" ### $ate" T7INE 8ANNINGTON BANAN"KA,

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A**&'0a.9 I certify that this project is the original work of the above named candidate and has been done under my supervision The work has never been submitted for any academic award in any institution of higher learning

!igned" M7EBA:E ;O8NSON (MR ) Su*e&0is'&

### $ate"

###

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!E!I#ATION
This project is dedicated to my dear wife Mrs %ose Bananuka and my lovely daughter, &twine Bananuka as well as my son, &tamba Bananuka for their love and patience during the development of this project

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A#KNO7LE!GEMENT
I want to acknowledge the e'traordinary assistance of Mr (ohnson Mweba)e* my supervisor who accepted to bear my endless phone calls, visits and emails even at awkward hours I greatly say thank you I also wish to thank the department of &dult +ducation and ,ommunication !tudies -Mak., where I work for the financial support e'tended to me towards tuition payment /ithout their support I would not have reali)ed my dream of attaining formal training in the field of computer science I can only promise to pay back by availing my skills to their service I also want to e'press my appreciation to my classmates and friends who helped me in one way or another during the course of developing this project I just wish to single out a few among the many* Mr 0addu Ismael, Mr (ohnson Munaba, Ms &llen 1ahabwe and Mr Moses Mugumya 2inally I wish to thank my wife and children for their love and patience during the writing of this project They endured the long hours of my absence during the development of this project Twine Bananuka KAM%ALA, "GAN!A N'0e,+e&3 4556

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TABLE O$ #ONTENTS
$eclaration# ######################### ii
&pproval ############################## ii $edication############################# &cknowledgments ########################## 3ist of figures############################ 3ist of tables############################ &cronyms############################# &bstract ############################## < In)&'duc)i'n 44 45 48 !tatement of the 6roblem ################# 9bjectives ####################### 484 485 47 4; 54 55 58 57 !pecific 9bjectives ################ iii iv viii i' ' 'i < 7 7 7 7

Background to the !tudy################## 4

:eneral 9bjectives ################# 7

!cope #########################

!ignificance of the study################## ; Introduction ####################### < 3earning 9bjects and patterns of software &rchitecture ##### %elated Information !ystems################ < 4; &pproach to 3ibrary $esign and re=uired necessities ####### 4>

4 Li)e&a)u&e Re0iew

Methodology

4?

Introduction ####################### 4? Methods of $ata ,ollection ################# 4? 854 855 858 88 Interviews##################### 4? 9bservation #################### 5> $ocument review ################## 5> 54

Tools used in !ystem design and Implementation ########

884 885 888 = Sys)e, S)udy 74

My !=l ##################### Html ######################

54 55 4> 58 58 58 58 57 57 5; 5< 5< 5< 5@ 5@

6H6 ####################### 54

$escription of the +'isting !ystem ############# 744 745 748 747 74; %egistering 1ew Books ############### %eports ##################### 6rocedures and %egulations ############# Borrowing #################### &c=uisition 6olicy #################

75 ;4 ;5

6roblems of the e'isting !ystem ############## %e=uirement !pecifications ################ ;44 ;54 ;55 ;58 ;57 ;5; ;5< User %e=uirements of the 6roposed system ####### 2unctional %e=uirements of the 6roposed !ystem #### 1on 2unctional %e=uirements ############ User !pecification #################

6 Sys)e, s*eci/ica)i'n and desi2n

!ystem %e=uirements ################### 5<

Hardware %e=uirements ############### 5@ !oftware %e=uirement ################ 5A 6roposed !ystem modules ############## 5A

;8

!ystem $esign ###################### 5A ;84 ;85 ;88 The Interactive level ################# 5? The Manipulative level ############### $ata storage level ################# &rchitectural $esign ################ +ntities and &ttributes ############### %elationships ################### 5? 5? 8> 87 87 >@

;7 ;;

!ystem $esign ###################### 8? ;74 ;;4 ;;5 ,onceptual $esign #################### 87

? I,*.e,en)a)i'n

vi

<4

6rogramming +nvironment ################ <44 <45 <48 <47

8?

The Monitoring !ystem ############### 8? $ata Manipulation ################# 8? !cripting ##################### 7> Interface ##################### 7> =B 7A 7? 7? ;4 ;A

<5 @4 @5 @8

2orm Input $esign #################### 7> 2indings and &chievements ################# 7A @44 3imitations #################### %ecommendations #################### ,onclusion #######################

A $indin2s, Rec',,enda)i'ns and #'nc.usi'ns

%eferences ########################## &66+1$IB B ########################

&66+1$IB & ######################### ;8

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LIST O$ $IG"RES
;4 ;5 ;8 ;7 ;; &rchitectural $esign###################### 8> The ,onte't 2low $iagram of the 6roposed !ystem######### 3evel 4 $ata 2low $iagram of the 6roposed !ystem######### 84 85

0ey to the $ata 2low $iagram################## 88 +%$ of the 6roposed !ystem################## 8;

<4 <5 <8 <7 <; << <@

The 3ogin form####################### Book entry form####################### BookCbank entry form##################### &ll books in the bookCbank system################ Books in the &+,! bookCbank################# Book defaulters#######################

74 75 78 77 7; 7<

Book !tatistics#########################7@

@4 @5 @8

MU0 3ibrary home page#################### ;A Book order form####################### BorrowerDs card####################### ;? <>

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LIST O$ TABLES 4 ;4 ;5 ;8 ;7 ;; ;< ;@ &cronyms######################### '

Borrower Table####################### 8< Book bank staff####################### 8< Book table######################### 8@ Book ,opy Table###################### 8@ !tudent Table######################## 8A ,oordinator Table###################### 8A 3ecturer Table####################### 8A

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Ac&'ny,s
Ini)ia. &%E%! ,:I 2,IT :UI HTM3 IT 9$& 96&,s 6:$ 6:$ ,!, 6H6 %$BM! !F3 U%3 $u.. TeC) &utomated storage and %etrieval systems ,ommon :ateway Interface 2aculty of ,omputing and Information Technology :raphical User Interface Hyper Te't Markup 3anguage Information Technology 9verseas $evelopment &ssociation 9nline 6ublic &ccess ,atalogues 6ostgraduate $iploma 6ostgraduate $iploma in ,omputer !cience Hyperte't 6reprocessor %elational $atabase Management !ystem !tructured Fuery 3anguage Universal %esource 3ocator

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ABSTRA#T
This project was aimed at developing an online bookCbank monitoring system in Makerere University The responsibility of monitoring bookCbanks in Makerere University is vested in the main library and is e'ecuted by the BankCBank section It was intended to address the current problems encountered in using a manual system to monitor the activities of the bookCbanks The study covered three bookCbanks namely* 2aculty of ,omputing and IT, 2aculty of 3aw and $epartment of &dult +ducation and ,ommunication !tudies -Institute of &dult and ,ontinuing +ducation. Interviews, observation and =uestionnaires were used as data collection techni=ues The project analy)es the system re=uirements and then comes up with the re=uirements specifications It studies other related systems and then come up with system specifications The system is then designed in accordance with specifications to satisfy the re=uirements The system design is then implemented with MG!F3, 6H6 and HTM3 The system is designed as an interactive and content management system The content management system deals with data entry, validation and updating while the interactive system deals with system interaction with the users The system is capable to largely address the problems mentioned in the e'isting system It can generate reports on the total inventory of books in the system, books in each bookCbank, list defaulters and other vital information re=uired by the bookCbank coordinator in the monitoring of the bookCbanks in the University

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#8A%TER <
INTRO!"#TION < < BA#KGRO"N! TO T8E ST"!Y
The idea of the bookCbank was first conceived at Makerere University in 4?@@ but it did not take off not until 4??> Makerere University introduced the bookCbank system as a component of the University 3ibrary The creation of this unit arose out of the desire by the University to cut down on the cost of allowances given out to students to purchase essential books for their courses 9riginally each governmentCsponsored student would be given an allowance called boom to enable himEher purchase relevant books necessary for the course The BookCBank system was established in Makerere University in 4??> with an initial book stock of 77,>>> from the defunct University Bookshop The stock has steadily increased and stands at over 554,<?< books -1ovember 5>>8., distributed in all departments, schools and institutes of the University $epartmental BookCBanks are managed at departmental level -&vailable* www.makerere.ac.ug/library H4I. However as the number of students grew, the governmentEUniversity was no longer able to meet the book re=uirements in terms of allowances per student every other year It ought to be noted that the purchased books would thereafter become the property of the student In order to solve this problem to ensure that students accessed books at a limited cost, it was decided that the University sets up a bookCbank project where the money that would otherwise be passed on to students to purchase personal books, instead be used to purchase books that would be put in a poolEbank for use by students after which they would be left behind for use by incoming students The following objectives were behind the creation of the bookCbank" i To help the teaching units -2aculties and $epartments. ac=uire the right books for the syllabus at the right time

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To develop a system capable of sustaining the university education system amidst studentDs inability to buyEac=uire the right te'tbooks on a personal basis

iii iv v

To utili)e carefully the limited funds allocated for te'tbooks To ensure availability of basic te'tbooks to students against limited funds To develop students ability to handle property loaned to them

The BookCbank system, coordinated from the Main 3ibrary provides the following services" C i ii iii iv v vi !olicits Book orders from heads of departments 6rocesses the orders for suppliers* both local and overseas %eceives and processes the new books ac=uired $istributes the new processed books to respective departments, schools and institutes Maintains a database of the ac=uired books ,arries out annual stocktaking

The bookCbanks of all the faculties are under the general supervision of the main university library +ach 2aculty and in some cases departments have bookCbank units which are directly supervised by the University 3ibrary The University library has recently created a database of library books that can be accessed online, where researchers, teaching staff and students can check the availability of a given book by following a link on the University library website This system however has not been made possible for books in the bookCbank section & database has been created but is only used for record purposes for all the books purchased and disbursed to various bookCbank units This means that when it comes to monitoring, the process becomes manual whereby a printed list from the database is carry to a bookCbank unit to compare with the books available Individual bookCbanks are not yet electronically and digitally linked to the main library, thus calling for the study of the current system so as to design a suitable online bookC

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bank monitoring system

$istance learning has become a bu))ard for educational

programming in many institutions of higher learning in recent year The need to provide access to postCsecondary coursework at a distance has been identified as a top priority for many universities and colleges The driving force behind this has to do with the increased demand for access to higher education, the rising cost of colleges, the growth of information technology and competition among private enterprises in the everCincreasing commerciali)ation of the education market -!lade, 4??? H5I. This is evident in Makerere University* with the increased number of students, management of individual bookCbank units and students of different faculties has become harder Much as bookCbanks are under direct control of the University 3ibrary, monitoring by the coordinator is very difficult The books are purchased and distributed to respective units, but monitoring is very difficult taking into account the limitations of the manual system In some cases, the bookCbank staff may be tempted to flout the rules of the University library in terms of lending policy and procedure

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< 4 STATEMENT O$ T8E %ROBLEM

The current monitoring system is manual and as a result highly tedious in terms of monitoring the bookCbanks These bookCbanks place orders for books from the University 3ibrary Monitoring of these bookCbanks is currently difficult due the fact the staff in the main 3ibrary in charge of bookCbanks is small and one must physically walk to a particular bookCbank unit -2acultyE$epartment. to assess the performance !ince books are manually recorded, grouped and stored, many a time, it becomes very difficult to know how many books of a given type are available in individual bookCbanks by the BookCbank ,oordinator 6roducing a list of lost books and defaulters for e'ample is also a nightmare This calls for the automation of the bookCbank monitoring system

< > OB;E#TIDES

<>< GENERAL OB;E#TIDE

The general objective was to design an online bookCbank monitoring system to enable a central monitoring mechanism of the bookCbank be more faster and less error prone <>4 i ii iii S*eci/ic O+(ec)i0es To study and analy)e the current monitoring systemEprocedures of the bookCbank in order to come up with proper re=uirement specifications for the new system To design an online system to monitor the activities of the bookCbanks To create an application that will enable the coordinator to evaluate various book statistics, which can influence decisionCmaking

< = Sc'*e
The study covered Makerere University Main 3ibrary bookCbank section, and also focused on three bookCbanks namely 2aculty of ,omputing and Information Technology -2,IT., Institute of &dult and ,ontinuing +ducation -department of adult +ducation and ,ommunication studies. and 2aculty of 3aw

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< 6 Si2ni/icance '/ )-e s)udy

The current system is highly manual and therefore tedious in terms of monitoring the bookCbanks in the University 3ibraries are changing rapidly as they strive to bring access to electronic resources, seamless document delivery systems and information literacy skills to their communities The new electronic information environment is pushing many libraries to rethink their services and reengineer their organi)ations -Holly, 4??? H8I. Therefore the electronic system will help to speed up the process of bookCbank monitoring in light of the increasing number of student population and shrinking number of staff It will further allow the coordinator and other stakeholders to access the information on the bookCbanks online by logging into the system using their respective logCon rights

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#8A%TER 4
45 4< LITERAT"RE REDIE7 In)&'duc)i'n

This chapter reviews the literature of the related systems It looks at what has already in areas of digital library and book information processing systems The literature was covered in two major sections The first section e'plored learning objects and electronic information processing The second section e'plored approaches to 3ibrary design and the re=uired necessities This section also e'plored a case study of a digital 3ibrary design 44 Lea&nin2 O+(ec)s And %a))e&ns O/ S'/)wa&e A&c-i)ec)u&e The economic arguments for their reuse in this manner are

3earning objects are potentially reusable components from which course of the study may be constructed course Materials in the form of reusable learning objects could be shared across institutions, thus saving the cost of many hours of individual development -3onsdale, 5>>7 H7I. This is especially so if the users can access the learning materials electronically $igital publishing represents an effort to use basic digital principles in a more fle'ible way of producing and distributing verbal te'ts -Terje, 5>>; H;I. This means that there is need for fast processing and access of information, thereby making digiti)ation a necessity :iven that university libraries are traditionally set up for on campus use, libraries are now faced with the challenge of restructuring and reCorienting their services to accommodate off campus users as well -!lade, 4??? H5I. The most significant aspect of the digital shift is the separation of storage and representation in two different places In digital cycles, te'ts are produced, distributed and read with the use of computers, networks and monitors in a predominantly digital environment There is a great shift from typewriting to digital writing though both contain te't cycles -Terje, 5>>; H;I. compelling, instead of many institutions developing their own materials for a common

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3ibraries are merging with computing and technology centers to facilitate the use of information and technology in their institutions +lectronic resources seem to have entered more students and faculty into the libraryDs virtual spaces, whereby demanding virtual service and instruction -Holly, 4??? H8I. The library should begin to migrate towards electronic formats for many of its resources, that is, increase on the databases and full te't resources, develop electronic reserves, and design web pages for academic courses -for e'ample course syllabi, reading, etc. -!lade, 4??? H5I.

-%oberts, 4??? H<I. writes that until spring of 4??A, they had only automated their circulation function using old software in the ,ohen Hillel school library To make the library more useful, simplify staff workload and streamline technology schoolCwide, they upgraded the circulation system and replaced its card catalog with a computeri)ed catalog /ith the new system in place, now students can =uickly access books and other resources by title, author, subject, call number, series and keyword They can also find out whether books are available for checkout !ome of the automation benefits the ,ohen Hillel students and staffs got were" i Increased interest in library and easier access to resources J %eplacing the card catalog with electronic search stations has increased interest in and use of the library by helping students and staff more easily find resources ii +nhanced ,irculation J +nhanced circulation and reporting capabilities have made it easier to produce reports that help library staff more effectively manage library operations iii !aving time J The ,ohen Hillel library staff has benefited because now they can =uickly run reports, circulation statistics, overdue notices and more, which once took days to prepare

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&utomation usually reduces cost and improves output by providing traceability, accuracy and reliability as will be seen in the dairy firm e'ample -3ynn, 5>>8 H@I. writes in the dairy field that because reliability and security from the cooler to the loading dock are tantamount to successful distribution and customer satisfaction, many dairy companies are investing in modern material handling systems &utomated !torage and %etrieval !ystems -&!E%!. allow manufacturers to improve performance in an ultimately costCeffective way Basic &!E%! setups include computerCbased software, automatic, unmanned machinery and multiClevel storage configurations !ystem components can be customi)ed to include integrated warehousing and transportation software, racks constructed up to @> feet high or a do)en pallets deep, triple beam pallet support, innovative conveyor technology and the use of automatic and retrieval cranes, among other features &cross all types of dairy operations, processors that have embraced &!E%! configurations cite several reasons for investing in the systemC chief among them being accuracy, for e'ample, when !antee $airies Inc built a new, 5;>,>>>Cs=uareCfoot warehouse in ,ity of Industry, ,alif , in 4??A, the site included highCtech storage and case handling, packing and stacking system supplied by /estfalia They were looking for efficiency and a better method to rotate dairy products so they bought an &!E%! and the added benefit was the fact that they now have perfect rotation, its =uick and nothing gets lost at the end of the day 3ikewise, Tillamook ,ounty ,reamery &ssociation, Tillamook, 9re , made accuracy a priority for the K58 million automated warehouse the company constructed nearly three years ago The multiClevel site, which can store up to 8; million pounds of cheese and finished product, features an unmanned retrieval crane and a central /estfalia computer that automatically identifies and loads correct batches for order processing &ccording to !hawn /oods, TillamookLs &!E%! lead control operator, the computerCbased system has led to near perfection Indeed, accuracy remains a top goal and selling point behind

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the development of &!E%! solutions &utomated software and e=uipment work together for successful order fulfillment and shipments %eliability e'emplifies the dairy industryLs priorities The incentive in dairy is in control of the inventory, putting this in an automatic storage system gives good, tight control with all batch information tied to the system Traceability is another central issue & wellCdone &!E%! includes thorough tracking of products into and out of the system, allowing elimination of human error &ccuracy and efficiency have greatly improved in the two companies because of automation -Marcus, 5>>> HAI. defines automation as all aspects involved in using a computer system for such tasks as circulation, cataloging, ac=uisitions etc In relation to the above preposition by Marcus, it is possible for the implementation of an online bookCbank monitoring system to yield substantial benefits for the users &ccording to -Horsfall, 4??5 H?I. Information Technology has pervaded our work and home lives in the last decade 9ne cannot do anything without it touching some aspect of our life J going shopping, telephoning interstate, doing the banking or borrowing a book etc It has changed and continues to change the world our parents knew The rapid spread of information technology in our society is due to its ability to store, analy)e, record and transmit information accurately, speedily and in large =uantities Therefore it is not surprising that organi)ations, whose operations are information intensive, like libraries, have tried to incorporate information technology in their systems Major world libraries have installed online public access catalogues -96&,s. since the late 4?<>s The ability to search online databases half a world away has also been available to libraries since the midC4?@>s* and during the 4?A>s libraries introduced microcomputers and compact disk technology

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However the development of fourth and fifth generation computers in the midC4?A>s and the subse=uent availability of better, more fle'ible and easier to use software, has meant that automation of nearly all aspects of library systems is now possible -Muboff, 4?AA H4>I. says information technology has the ability to inform or automate the workplace The capacity of information technology to generate vast amounts of information about the underlying processes of production and administration, allows employers to inform their work force so that employees can do their jobs better However, information technology also allows the employer to automate the workplace by" Using technology to replace human effort, skill, and knowledge to perform a process at lower cost* +mphasi)ing the machineLs intelligence* 6lacing controls over the access of the organi)ationLs knowledge base* Using the technology as a failCsafe mechanism to monitor and increase certainty and control over production and the organi)ational functions -Horsfall, 4??5 H?I. suggests that the positive effects of automation are" & reduction in repetitive work and tedious procedures* &n increase in skill level* 6ossibly higher job satisfaction* &n increase in the variety of tasks* :reater fle'ibility

4>

A**&'ac- )' Li+&a&y !esi2n and &e1ui&ed necessi)ies

The distributed model is in use at the 2eniberg 3ibrary of 6lattsburgh !tate University of 1ew Gork since 4??7 The model was developed so that a medium sourced college

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3ibrary could offer an e'tensive away of off campus library services with limited additional staff -Holly, 4??? H8I. It is certainly possible to develop library services that are integrated with e'isting onC campus services &n integrated approach provides fle'ibility for program growth encourages the development of broadCstaff e'pertise and contributes to the essential Institutionali)ation of the distanceClearning program as a whole on the campus -Holly, 4??? H8I. -Holy, 4??? H8I. goes ahead to state that e=ually important distributed model bring all staff into the detailed work of meeting the research and information need of distance learning students which makes it possible for smaller libraries to support distance learning programs -$avidson, 4??? H44I. states that a number of tailors need to be considered while designing a library system" &ccess to library services is essential, instilling long learning skills through information literacy as a primary outcome of higher education, a library should meet needs, services for e'tended, academic communities may differ from, but the digitali)ed services should also offer services of a traditional manual library This study will contribute to general researched knowledge on library information systems and especially on eClearning in general /ith the great increase on the number of students in the university, there is need for more studies on resource sharing The system will help any other interested institutions in library systems It is evident from the above that there is an increased need in library resources and in a more effective and efficient way therefore the literature reviewed indicates that, there is a growing need to make library services more accessible and fle'ible to many users including those that do not necessarily have to enter Nthe library buildingD This implies that the use of online materials accessible through logCon rights and library e'tension services like the bookCbanks are the way to go

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-Matovu, 5>>> H45I. argues that Information technology has led to an increased dependence on information by firms and individuals giving rise to the information age The binary system as applied by computers leads to faster and more accurate methods of processing data This has made information a more dependable resource in management Binary was later e'tended to other information related technologies, which resulted in easy e'change of data between a computer and these technologies This has led to a convergence phenomenon involving integration of te't, sound, graphics, drawings, fi'ed images and animations in many communication, a product referred to as multimedia /orking with multimedia re=uires specialised skills Training institutions need to review their curriculums regularly to suit the changes The rapidly changing information technology call for life long selfCtraining by information workers /ith modern information systems, management is ade=uately and competently informed of what to make, how, when and how much Information also tells management how to make better or cheaper commodities or services, what to charge and so on In other words, information has become the basis for decision making in almost every human endeavour The competitive edge enjoyed by one firm over others is largely a result of better access to good information pertaining to issues relating to production such as production processes, research, labour, market, capital, technology, government policies, etc The provision and handling of =uality information has, thus become a priority issue in modern management &lthough the history of library automation the replacement of manual operations in libraries by computeri)ed methods is linked to the history of modernCday data processing and computer technology, the situation has not been the same in subC!aharan &frica, especially for public libraries The movement towards the use of computers in libraries in subC!aharan &frica really began in the 4?A>s, the decade that saw rapid development and growth in sales of microcomputers The arrival of the microcomputer, also known as a personal computer -6,. or desktop computer, changed the face of data processing and information management in organi)ations 2or the first time computers became affordable both to individuals and institutions that could not previously afford the

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e'pensive minicomputers and mainframe computers The opportunities presented by microcomputers, coupled with their relative low price, led some libraries, especially university and special libraries, in subC !aharan &frica to consider automating some of their functions and activities In general, there is a paucity of literature documenting the status and use of information and communication technologies -I,Ts. in public libraries in subC!aharan &frica Much of the available literature is in the form of journal articles and conference papers documenting I,T activities in academic and special libraries on the continent -,hisenga, 5>>7 H48I.

&ccording to -Tise, 5>>4 H47I), in most cases where online journals now form part of collections in !outh &frican libraries, it is interesting to note that it was not the result of specific library policy or strategy, but it happened out of necessity due to a number of factors beyond the control of library management !ome of the factors that contributed to this scenario are"

3ibrary budgets have been cut gradually over the last couple of years This had a negative impact on collection development in general* Budget cuts also led to retrenchments of key library staff in some libraries* $emands placed on libraries by academic staff and students to provide access to online journals

9n the other hand, librarians have recogni)ed the advantages of online journals, i e easy access to journals from any desktop, and have decided to include this in their own planning and started to see it as an additional, basic library service However, very few libraries have integrated this service in the normal functioning of the library Here and there it is now part of medium andEor longCterm planning of libraries or institutions In

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some libraries it is not yet seen as a longCterm solution to supplement or replace print subscriptions Most librariesL first policy was to provide access to free online journals The journals were linked on the library web site andEor on the 96&, !taff in the technical services divisions of the library automatically took responsibility for activating the journals $ecisions around planning, funding, staffing, needs, training, IT infrastructure and marketing are some of the main issues facing libraries in the management of online journals Identifying appropriate dedicated staff to administer and manage online journals is also critical !ome libraries have appointed dedicated librarians who are responsible for all eCresources However, it is still seen as an additional task of the periodicals andEor cataloguing librarians in some libraries Marketing of online journals to users needs constant attention 3ibraries that subscribe to fullCte't databases such as !cience $irect have found that ??O of the online journals used by patrons, are the journals that the library subscribe to in print and only 4O access additional titles I have focused mainly on academic libraries, because very few public libraries have the necessary information technology infrastructure in &frica to make online journals available to their users $ue to some of the issues listed above, it is difficult to really say what the impact of online journals is in facilitating access to information in &frica &frican libraries must develop a management model that will suit our circumstances best Models are being developed in some library consortia such as the :auteng and +nvirons 3ibrary ,onsortia -:&+3I,. Thomas -4??A. stresses that computeri)ed monitoring has been used for decades to study the behavior of remote users of online library resources The older method of using transaction log analysis to study how remote users interact with online catalogs and abstracting and inde'ing services recently has been complemented by the use of /eb server log analysis to study how remote users navigate into and through libraryCcreated

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and libraryCsupported /eb sites The techni=ue is particularly well suited to the task because the behavioral data can be gathered unobtrusively without interrupting the userDs search for information because, compared to inClibrary use, it is relatively easy to identify discrete search sessions, and remote users are much more reliant on computeri)ed library systems than are inClibrary users 2or remote library users, content, conte't, and assistance all are delivered through the same channel and interface The diffusion of remote access techni=ues and behavior among the informationCseeking population raises some fundamental =uestions about the nature of access &s indicated by -Thomas, 4??A H4;I. in his argument above, itDs actually true that with the online monitoring the main library coordinator will be able to easily monitor the activities of other bookCbanks in the entire university Besides that, because the library coordinator will be monitoring the activities of the other bookCbanks remotely, there will be no interruption in their daily duties This will help in turn help the top management to implement timely decisions making processes

4 = Re.a)ed In/'&,a)i'n Sys)e,s9

4 = < A #ase s)udy '/ )-e au)',a)i'n '/ )-e .i+&a&y a) M'i "ni0e&si)y, Kenya
-0ibet Bii and /anyama, 5>>4 H4<I. have e'amined what influence the automation has had on the job satisfaction among the staff of the Margaret Thatcher 3ibrary -main library. They conducted their study by interviewing the university librarian, his deputy and the system librarian 57 librarians working in the library, with different positions, answered =uestionnaires $ue to the automation, the way of dealing with different services and information material is changing Therefore the automation brings a change in the way the librarians relate to their work, which might affect how satisfied they are with the job

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Moi University 3ibrary was established in 4?A7, first shaped the idea of automating the 3ibrary was shaped in 4?AA However, at this state, it was still only an idea and a proposal had to be written to get funding In 4??5 the Moi University 3ibrary got their proposal granted, the British 9verseas $evelopment &gency -9$&. agreed to finance the automation project The same year, the library got two microcomputers that the library staff was going to use for training in cataloguing 1ot until 4??7 did the actual automation of the library start & local area network -3&1. was established by 4??< -0ibet Bii and /anyama 5>>4 H4<I. claim that, in the beginning of the automation, the library did not have any official policy document or any prior objectives for the automation project The major driving force for the change, the library team of the Moi University 3ibrary argues* resulted from Pa global need for effective and efficient ways of processing and accessing information /hen the library became financed by 9$&, training was not a priority, and the library hoped to get funds from another donor for that issue However, 9$& eventually agreed to fund some training !ince a lot of staff at the library was not even computerC literate at this point, a basic computerCliteracy course was arranged 9ne librarian was sent abroad to the U0 for training in library automation, for twelve months He then became the system librarian and the only one fully trained in an automated library system The circulation and cataloguing modules have been fully automated in the main library, and also all the branch libraries have automated these operations &ll governments and many international and private agencies invest in higher education However, although there is widespread commitment in principle to such investment in &frica, development of library and information services is generally perceived to be inade=uate and inputs into library development have been typically small scale, piecemeal and lacking in coCordination &t the same time university libraries have

''vii

remained central to the management of scholarly communication and for centuries they have been repository of the written record and a powerful symbol of human intellectual achievement &lthough traditionally libraries have been the most important of the university facilities in supporting advanced scholarship, today, perhaps as never before fundamental =uestions are being raised concerning their nature and purpose as institutions & number of issues are at play 2irst, there is the e'plosion in the =uantity of desirable published material and secondly rapid escalation of unit prices of these items These jeopardi)e the traditional research mission of the university library of creating and maintaining large selfCsufficient collections for their users The third is the rapid emergence and development of electronic information technologies, which make it possible to envision radically more efficient ways of organising and managing collections but which present a big challenge of adaptation

The central purpose of libraries is to provide access to information to support the objectives of their parent institutions or interests of the communities they serve Information has become a key resource in contemporary social and economic life upon which countries, organi)ations, and individuals depend in managing their affairs In this sense libraries take part directly in research process and hence are components of knowledge innovation, and are involved in the diffusion and conversion of knowledge thereby acting as bridges for turning the results of knowledge into realistic productive entities Therefore libraries as centres for collection, processing, storage and distribution of information and knowledge represent a crucial link in the development of knowledge and are important ideological and cultural force with far reaching implications for the society In relation to the online monitoring system, the coordinator will be able to carry out his work efficiently during the process of monitoring the activities of other bookCbanks hence this will bring change in relation to their work and satisfaction

''viii

4 = 4 B&i)is- Li+&a&y case s)udy in )-e *&'0isi'n '/ +i+.i'2&a*-ic &ec'&d in )-e "K Li+&a&y Mana2e,en)
The British 3ibrary currently maintains twentyCtwo databases accessible via the British 3ibrary &utomated Information !ervice -Blaise., which was launched in 4?@@ &mong these databases is the B1BM&%, database In 4?@7 British 1ational Bibliography 3td, a nonCprofit consortium of various bodies established in 4?7?, was absorbed into the new British 3ibrary, forming the nucleus of the 1ational Bibliographic !ervice -1B!. The 1B! continued to produce the printed British 1ational Bibliography -B1B., which provided bibliographic access to the publishing output of the U0 and the %epublic of Ireland The 1B! also made machineCreadable records available in U0M&%, format on the B1BM&%, database for those items, which would appear in the printed B1B There are three routes by which records are created for the B1BM&%, database 2irstly ,ataloguingCinC6ublication -,I6. records are created by a contract agency, currently Bibliographic $ata !ervices, and are upgraded to full 1B! records when the British 3ibrary legal deposit copy is received !econdly, records are created directly by 1B! for items received by the British 3ibrary under the legal deposit laws Thirdly, records may be created by the ,opyright 3ibraries !hared ,ataloguing 6rogramme -,3!,6. partner libraries of the Universities of ,ambridge and 9'ford, Trinity ,ollege $ublin and the 1ational 3ibraries of !cotland and /ales These are later augmented by British 3ibrary staff with $ewey decimal classification and with subject headings on receipt of the B3 legal deposit copy, -,hapman, 4??@ H4@I.

''i'

#8A%TER > > 5 MET8O!OLOGY

> < In)&'duc)i'n
The chapter deals with methods of data collection that were used in the system study and design of the proposed system &n investigation of the current manual system was carried out in order to determine the re=uirement specifications for the bookCbank monitoring system Therefore the process of data collection involved identifying all the major activities and selective sampling to choose what activities should be considered for the development of the system $uring the factCfinding process, the researcher used different techni=ues to study the e'isting situation

> 4 Me)-'ds '/ da)a c'..ec)i'n

The methods that were used in data collection included the following"

> 4 < In)e&0iews

This techni=ue was used because* 4 5 8 7 It gives you accurate information on what you are researching on The researcher gets final results since it is collected from the main source of information The researcher is able to ask all the =uestions and get all the answers at that moment, since there is direct contact It allows the researcher to get more information through probing and observing nonCverbal messages The researcher used interviewing as the method to obtain information from various stakeholders in the bookCbank system within the University These included the coordinator of the bookCbank in the main 3ibrary and her assistant, three bookCbank staff chosen from the three sampled bookCbank units, three teaching staff members in charge of bookCbanks and si' students

'''

The bookCbank coordinator* Here the researcherDs aim was to find out the role of coordination office in the running of the bookCbank system, the process of securing books for the system and how the system ensures that the books purchased are properly used by the various bookCbank units

ii

BookCbank attendant* the researcher wanted to know how the attendants collaborate with the bookCbank coordinator to ensure that all procedures of lending are followed The researcher also wanted to know the process that borrowers go through to secure a book and what is re=uired of the borrower, thereafter

iii

!tudent* The researcher wanted to establish the convenience of the system to the users and particularly the students This involved the ease of locating a book of oneDs choice and the process of getting a book from the shelves

iv

3ecturer in charge of the bookCbank* the researcher aimed at establishing the linkage between the University library, the 2acultyEdepartment and individual bookCbank units This wanted to establish the power relations and the chain of command within the system

> 4 4 O+se&0a)i'n
The researcher observed the procedures that were being used in monitoring bookCbank activities, the ordering process and disbursing books to respective bookCbanks The researcher also observed the loaning out books and receiving them back, ac=uiring books, processing transactions and tracking defaulters

> 4 > !'cu,en) &e0iew

The researcher also looked at the available relevant literature like list of books in the database, order lists, invoices and correspondence documents with bookCbank units and facultiesEdepartments &lso reviewed were lists of BookCBank users who borrow books, library files, registration records, rules and regulations and procedures of borrowing and returning books

'''i

The main library keeps a record of all books bought and disbursed to different bookCbanks These books are recorded in the order of* year, facultyEdepartment, I!B1, &ccession 1umber, &uthor, Title, +dition, 6ublishers and number of copies This information is used by library during monitoring of book stock in the respective bookCbank units Book order lists* these are forms which are sent out to different faculties and department s to indicate books of their choice These forms contain book information in terms of I!B1, title, &uthor and =uantity identify the priorities of respective faculties and departments This form helps to

Invoices* these are received from book suppliers indicating the price of books per copy and the respective totals per department or faculty Borrowing cards* these are found in each book in the bookCbank It contains date, &ccession 1umber, &uthor, Title, $epartment, BorrowerDs names, due date and signature 9nce a book is borrowed, the bookCbank staff retains the card as proof of possession of the book by the borrower %egister book* this is a book used by the bookCbank staff to record the information of a borrower It as a parallel record to the borrowing card Its advantage over the borrowing cards is that it holds information of all borrowers together

> > T''.s used in sys)e, desi2n and i,*.e,en)a)i'n

> > < MYSEL 6referred because, Q +fficient in developing database driven web sites Q Is an open source database, it does not cost anything Q The most popular database systems in use today are relational databases & language called !tructural Fuery 3anguage

> > 4 %8% 6referred because,

'''ii

Q It is compatible with MG!F3 Q & fast search engine Q 6H6 is a server side scripting language > > > 8TML Used in web designing because of its being interpretable by all available web browsers and makes the directory accessible

'''iii

#8A%TER = Sys)e, S)udy

This chapter e'plores a critical analysis of the workings of the current system

= < !ES#RI%TION O$ T8E EFISTING SYSTEM

The monitoring system that e'ists is highly manual The library currently has a database that contains a list of all books disbursed to each bookCbank, but this is hardly used in the monitoring process since it cannot be accessed online Monitoring is done using the traditional methods, which involves the use of paper i e , 6aper work based contrary to modern computeri)ed methods

= < 4 REGISTERING NE7 BOOKS

&ccessioning does this and it involves recording author information, title information, publisher information, and edition and accession number for each book title that the library disburses to the BookCbanks They help in the sense that each copy has its own identification number -&ccession 1umber. 6rior to accessioning stamping of the book is done

= < 4 RE%ORTS
Manual reports are supposed to be produced annually However for three years in row, this has not happened due to limited number of staff in the bookCbank section of the main library These reports include* Total books in the University bookCbank system, Books per bookCbank, borrowed books and the list of defaulters

= < > %RO#E!"RES AN! REG"LATIONS

The BookCbank has a set of regulations The regulations are aimed at ensuring that the books are not borrowed beyond the established duration and that limited numbers of books are borrowed so that other users can access the books The regulations specify the eligible borrowers who are students and staff in the respective faculties and departments '''iv

Monitoring of the activities of the bookCbanks as per the described procedure is the main function of the coordinatorEcoordination office of the bookCbank in the main library

= < = BORRO7ING
&s already mentioned above, one can only borrow, when heEshe is a member of staff or student registered in a particular facultyEdepartment /hile borrowing, students and staff, use their identity cards to identify themselves to the bookCbank staff The details of the book like I!B1, title, publisher and accession numbers are put on the borrowing card and then inserted in the book The eligible borrower then takes a book off the shelf and signs for it The borrowing card remains as a record of the book The librarian then puts the card in the drawer of his desk

= < 6 A#E"ISITION %OLI#Y

This is the guideline used in ac=uiring books for the bookCbank The libraryEcoordinator sets budget limits for each bookCbank annually according to the number of students and degree of necessity The coordinator then sends out re=uests for specific book re=uirements as per the course re=uirements in the facultyEdepartment These lists are then forwarded to the book suppliers, who in turn give price =uotations as per the departmentEfaculty In case the prices =uoted, e'ceed the money allocated to a department, then the library re=uests the particular department to adjust in order to fit within the budget limits However, if the =uoted prices fall below, likewise the facultyEdepartment can be advised to order for more or it forfeits the money to other departmentsEfaculties 9nce the book costs have been reconciled with the money available, the supplier sends out a proforma, which the University library through the office of the bursar forwards to the Bank of Uganda for final processing of payment 9nce the book suppliers have received payment, the consignment is sent to the University 3ibrary The University library -bookCbank section., verifies the order in terms of &uthors, edition, =uantity, condition and any other specification &fter the verification '''v

e'ercise, the books are then stamped, catalogued, classified and entered into their database before sent to the respective bookCbank units

= 4 6%9B3+M! 92 TH+ +BI!TI1: !G!T+M

The problems e'perienced are a result of the system being manual They include, i Time consuming and slow" The use of paper in the process of monitoring bookCbanks is slow and time consuming 2or e'ample the library staff have to physically move to individual units to tally their book list with what is physically available at the particular bookCbank unit 1o wonder, the library staff says that, no physical check has been done in the past three years ii Too much paper work" 6aper is used all the time when doing work This generates a lot of records and keeping them can be a problem in a sense that they can be easily mi'ed up, making retrieval difficult especially when the reports are urgently needed for decisionCmaking There is also a possibility of loosing papers or misplacing them and yet they contain vital information that is used to monitor the bookCbank activities iii Using a manual system to do stock taking is highly tedious 2or e'ample, it would need possibly a week by one person to verify the stock of books in one bookCbank and yet Makerere currently has over one hundred bookCbank units, whereas the library has a staff of only four in the bookCbank section iv +stablishing defaulters, ,alculating overdue fines and enforcing policy using a manual system are prone to mistakes

'''vi

#8A%TER 6 Sys)e, s*eci/ica)i'n and desi2n

This chapter details the functional and nonCfunctional re=uirements of the proposed system

6 < REE"IREMENT S%E#I$I#ATIONS

6 < < "SER REE"IREMENTS $OR T8E %RO%OSE! SYSTEM
The system should" i ii iii iv v vi vii viii Be able to display the list of books in the entire database to the users as per their access rights and privileges Have userCfriendly interfaces and user guides understandable by people of average computer skills Be robust enough so that users cannot corrupt it Be able to handle more than one user Be maintainable by persons of average computer skills, with no knowledge about software used Be able to evolve without damaging e'isting system Have the capacity to handle e'pansion Be friendly to both users and administrators

6 4 SYSTEM REE"IREMENTS
6 4 < $"N#TIONAL REE"IREMENTS
i ii iii iv v !toring and retrieving information on users !toring and retrieving book information Maintaining and manipulating records in system database through function like data entry, editing, deletion and reports ,reate preCdesigned reports on a regular basis !tore and retrieve records of all transactions of the various bookCbanks

'''vii

vi vii

Ralidate input data ,arry out parallel manual operations

6 4 4 NON $"N#TIONAL REE"IREMENTS

i ii iii iv v The system should be fast enough to satisfy the users The system will authenticate all users by username and password before getting access to resources The system should be available at any time of the day so that the searching individual is able to search at hisEher own convenience The system should be accessible on the Makerere University intranet as well as any other place where there is Internet The system should be maintainable by an individual with average computer capabilities $ata input, modification and elementally logical streamlining should be done using online prepared forms that will be friendly and robust enough for the user to manage with minimal possibilities of causing mistakes vi vii viii i' The system shall have appropriate menus from which the user will make selections for the re=uired functions The system shall have a userCfriendly interface, which can be easily leant and used in a short time !ystem should be protected from abuse by unauthori)ed users The system shall be able to present output in an orderly manner

6 4 > "SER S%E#I$I#ATION

The user of the system is e'pected to" i ii 6osses basic knowledge on how to use electronic data processing Be familiar or able to familiari)e with the terminologies used in the library

6 4 = 8AR!7ARE REE"IREMENTS
The proposed system would need a computer with at least 7>>MB random access memory and should have a U0EU! system of keyboard In addition to that the system '''viii

should have a colored monitor screen with a minimum processing speed of 4 :H), a printer preferably a laser jet <6, mouse and pad

6 4 6 SO$T7ARE REE"IREMENT
The application runs under /indows 5>>> or higher, which should be pre installed on the computer The anti virus software toolkit used is Macfe anti virus that should be regularly upgraded

6 4 ? %RO%OSE! SYSTEM MO!"LES

!a)a en)&y" /ill be designed to cater for data inputs in the respective databases The modifications should also be validated and the system should respond to incorrect data It will be designed to validate data inputs in order to maintain data integrity !a)a edi)" /ill be designed to modify and update already e'isting files in the databases The modification should also be validated and system should respond to incorrect data to make the user aware of the incorrect data !a)a de.e)i'n" /ill be used to delete data from databases %ecords marked for the user will not access deletion Re*'&) su,,a&y" %eport summaries will be generated to give timely reports needed for monitoring purposes These reports may be used in decisionCmaking and assessment %assw'&ds" 6asswords will be designed as a security measure against unauthori)ed access to the entire system use Modules will also be designed to cater for change of records whenever re=uired

6 > SYSTEM !ESIGN

!ystem design is the most important component of system development Most of the project efforts are devoted to this phase It involves a logical design and a physical design

'''i'

The logical design consists of designing files, databases and procedures to meet the re=uirements of the proposed system The system was designed in three design levels i e , Q The interactive level Q The manipulative level Q The data storage level

6 > < T-e in)e&ac)i0e .e0e.

,onsist the graphical user interface with which users will be able to interact with the system

6 > 4 T-e ,ani*u.a)i0e .e0e.

,onsist of data manipulating and web scripting codes that will =uery the database, orders and present the results in logical manner

6 > > !a)a s)'&a2e .e0e.

Houses the data in the system and the data about it It will consist of tables, which will make up the system database schema 6rimary keys will identify each entry in the tables while foreign keys will link the tables with each other

'l

6 = Sys)e, !esi2n .e0e.s

6 = < A&c-i)ec)u&a. desi2n
This gives a high level view of the system with the main components and the services they provide and how they communicate in the system

Le0e. 5 !a)a $.'w !ia2&a,

$i2u&e9 6 < A&c-i)ec)u&a. desi2n
Book list re=uest

>
B''k +ank #''&dina)'&
%e=uest Book list

Book bank monitoring system

M'ni)'&in2 ac)i0i)ies '/ )-e B''k +anks

Book list

B''k +ank

Book list information

%eceived books information

Bought books information

$istributed books information

$atabase

'li

#'n)eC) $.'w !ia2&a, '/ )-e *&'*'sed sys)e,

%e=uest for Book list

Book list Book bank monitoring system

%eceived Books info

B''k +ank #''&dina)'&

B''k +ank

Book list

2igure ; 5" The conte't 2low $iagram of the proposed system

'lii

!a)a $.'w !ia2&a, '/ )-e *&'*'sed Sys)e,

%e=uest info 4 %e=ue st book list Book bank !taff %eturned books B''k +ank #''&dina)'& Books 8 !end books 5 :ive book list Books %e=uest info

B''k +ank
Borrowed books

%eports

Books list

%e=uired books list

Bought books info

; Riew

%eports

$atabase

%eports

Books, 2aculties, !taff, $efaulters 7 :enerate reports

2igure ; 8" 3evel 4 $ata 2low $iagram of the proposed system

'liii

Key )' )-e !a)a $.'w !ia2&a,

6rocess

+ntity

$ata store

$ata flow

6hysical flow

2igure ; 7" 0ey to $ata 2low $iagram

'liv

6 6 #ON#E%T"AL !ESIGN
The system has the following entities" Q BookCbank coordinator Q BookCbank staff Q BookCbank Q !tudent Q 3ecturer Q Book Q Book copy

6 6 < ENTITIES AN! ATTRIB"TES

Q B''k-+ank c''&dina)'& -coordI$ (%K), 2irst1ame, last1ame, email. Q B''k-+ank s)a// -staffI$ -%K., 2irst1ame, last1ame, email, bookbankI$ -$K.. Q B''k-+ank -bookCbankI$-%K., bookbank1ame, faculty. Q S)uden) -reg19 -%K., student1ame, course, year9f!tudy. Q Lec)u&e& -lecturerI$ -%K., lecturer1ame. Q B''k -I!B1 -%K., title, author, publisher, edition, borrow$ate, return$ate, due$ate, 1o9f,opies. Q B''k c'*y -&ccess1o-%K., title, author.

6 6 4 Re.a)i'ns-i*s
,oordinator !upervises BookCBank BookBank staff /orksIn BookCbank Book has Book,opy !tudent Borrows Book,opy 3ecturer Borrows Book,opy BookBank !tores Book

'lv

'lvi

= < > ENTITY RELATIONS8I% !IAGRAM

BB,99%$I1&T9% coordI$ first1ame last1ame email !upervises 4 4 4 S B990 B&10 bookbankI$ bookbank1ame faculty 4 S !tores /orksIn 4 4 4 4

BB !T&22 User name 6assword Book bank I$ email

4 S B990 I!B1 title author publisher edition no9f,opies 4 4 Has 4 S !TU$+1T reg1o student1ame course year9f!tudy Borrows > 4 > 4 B990 ,96G access19 title author borrow$ate return$ate due$ate Borrows 3+,TU%+% lecturerI$ lecturer1ame

> 4

> 4 borrower1o borrower1ame copy1o bookTitle author borrow$ate return$ate due$ate

Figure 4.2: Entity Relationship Diagram

'lvii

!a)a !ic)i'na&y
B'&&'we&
A))&i+u)es Borrower1o-60. borrower1ame Type ,ourse bookTitle copy1o borrow$ate return$ate due$ate !a)a Ty*e Rarchar -5>. Rarchar -8>. Rarchar -5>. Rarchar -5>. Rarchar -8>. Rarchar -5>. $ate $ate $ate !esc&i*)i'n BorrowerDs number BorrowerDs first name, last name and other names Type of a borrower whether student or lecturer !tudentDs course if the borrower is a student Title of the book &ccession number of a book copy $ate when the book was borrowed $ate when the borrowed book is returned $ate when the book is due

Table ; 4" BorrowerDs Table

B''k-+ank s)a//
A))&i+u)es !taffI$-60. first1ame last1ame +mail bookbank1ame !a)a Ty*e Rarchar -4>. Rarchar -8>. Rarchar -5>. Rarchar -7>. Rarchar -5>. !esc&i*)i'n Uni=uely identifies a bookCbank staff The first name of the bookCbank staff The last name of the bookCbank staff The email address of the bookCbank staff The name of the bookCbank to which the staff belongs

Table ; 5" BookCbank staff

'lviii

B''k
A))&i+u)es I!B1 -60. Title &uthor 6ublisher +dition Bookbank1ame 2aculty 1o9f,opies !a)a Ty*e Integer -44. Rarchar -7>. Rarchar -8>. Rarchar -7>. Integer -;. Rarchar -5>. Rarchar -5>. Integer -;. !esc&i*)i'n Uni=uely identifies the book The title of the book The author of the book The publisher of the book The edition number of the book The bookCbank to which the book belongs The faculty where the bookCbank is located The number of copies of a given book

Table ; 8" Book Table

B''k #'*y
A))&i+u)es &ccess1o -60. Title &uthor borrow$ate %eturn$ate Borrower !a)a Ty*e Rarchar -5>. Rarchar -7>. Rarchar -8>. $ate $ate Rarchar -8>. !esc&i*)i'n Uni=uely identifies a book copy The title of the book The author of the book The date when the book was borrowed The date when the book returned The name of the borrower of a book -lecturer or student.

Table ; 7" Book ,opy Table

'li'

S)uden)
A))&i+u)es %eg1o -60. first1ame last1ame $9B ,ourse 2aculty !a)a Ty*e Rarchar -;. Rarchar -8>. Rarchar -8>. $ate Rarchar-5>. Rarchar -5;. !esc&i*)i'n Uni=uely identifies a student The first name of a particular student The last name of a particular student The date of birth of a student !hows the course in which the student is enrolled The faculty to which the student belongs

Table ; ;" !tudent Table

#''&dina)'&
A))&i+u)es ,oordI$ -60. 2irst1ame 3ast1ame +mail !a)a Ty*e Rarchar -4>. Rarchar -5>. Rarchar -5>. Rarchar -7>. !esc&i*)i'n Uni=uely identifies the bookbank The bookCbank coordinatorDs first name The bookCbank coordinatorLs last name BookCbank coordinatorDs email address

Table ; <" ,oordinator Table

Lec)u&e&
A))&i+u)es lecturerI$ lecturer1ame !a)a Ty*e Rarchar Rarchar !esc&i*)i'n Uni=uely identifies a particular lecturer The name of a lecturer

Table ; @" 3ecturer Table

#8A%TER ?
IM%LEMENTATION ? < %ROGRAMMING ENDIRONMENT
? < < T8E MONITORING SYSTEM
The relations were created using a script that runs on a database that was created on a command prompt 6rimary keys uni=uely identify all entries and checks duplication while foreign keys link tables and enhance referential integrity $ata manipulation that is inserting, deleting, retrieving and ordering of outputs for any search was done at this level The system was designed under 3inu' environment to ensure better security implementations The database was done using My!=l and 6H6 scripting because itDs fast processing especially under Internet access ,onsidering that the greatest e'pansion of the Internet came after the introduction of globally uni=ue identifier to digital information -U%3., the development of a Hyper Te't Markup 3anguage -HTM3. and the compilation of a Hyper Te't Transmission 6rotocol -HTT6., and forming /orld /ide /eb in early 4??>s -Terje, 5>>;. H44I This means that since it is possible to access the information on the network, then HTM3 was used to design the web pages

? < 4 !ATA MANI%"LATION

!F3 is used in the data manipulation i e inserting, deleting, retrieving and ordering of outputs for any search

li

? < > S#RI%TING

!cripting helps web pages come live by allowing the developer manipulate elements of a web page dynamically as a client browses that page 6H6 was used to make the system dynamic ,odes written such that the database is searched in a predetermined format using a user supplied clue

? < = INTER$A#E
The interface was designed using Hyper Te't Markup 3anguage -HTM3. This makes up the overall graphical user interface in which 6H6 was embedded to carry the appropriate !F3 =ueries that fetch data from My!=l database

? 4 $ORM IN%"T !ESIGN

My!=l and 6H6 are used to enter data, change data, view and print data 2orms offer the most convenient layout for entering data, changing data, and viewing database The following are forms that were created

lii

LOGIN S#REEN

Figure 5.1 Login screen

liii

6 > 4 BOOK ENTRY $ORM

Figure 5.2 Book Entry form

liv

6 > > BOOK-BANK ENTRY $ORM

Figure 5. Book!"ank Entry form

lv

6 > = RE%ORT ON ALL BOOKS IN T8E BOOK-BANK SYSTEM

Figure 5.4 #ll "ooks in the $ni%ersity Book!"ank &ystem

lvi

6 > 6 B''ks in AE#S +''k-+ank

Figure 5.5 Books in the #E'& Book!"ank

lvii

6 > ? BOOK !E$A"LTERS

Figure 5.( #ll "ook )efaulters

lviii

6 > A BOOK STATISTI#S

Figure 5.* Book &tatistics

li'

#8A%TER A
$IN!INGS, RE#OMEN!ATIONS AN! #ON#L"SION @ 4 2I1$I1:! &1$ &,HI+R+M+1T!
The newly developed online bookCbank monitoring system as described in chapter five solves problems e'perienced using the file based manual system as it provides for =uick data generation that saves time !ecurity is catered for through access password for both the coordinator and the bookCbank staff The system is able to generate reports, which can be used for monitoring and decisionCmaking The system is user friendly, as it does not re=uire much computer skills The online bookCbank monitoring system is able to help the bookCbank coordinator to perform various functions in the process of monitoring the activities of the different bookCbanks in the University The system has the capability to maintain a database of all bookCbanks in the university by allowing the library coordinator to add, view, update, delete and generate reports from the database The newly developed system successfully implemented the objectives of the study already stated by reflecting the current system procedures and interfaces for data manipulation, which have been put in place Therefore, if the monitoring system is implemented and enhanced, there will be improvements in efficiency in monitoring of bookCbanks by the University library, hence timely decisionCmaking based on timely and accurate reports

@ 5 3IMIT&TI91!
The major limitations faced during the development of this project included* 4 The researcher faced the problem of time constraint given the fact that it was difficult for him to combine office work and project work The time allocated for

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the completion of the project was limited and his employer had at the same time assigned him a lot of field responsibilities 5 In addition to that it was e'pensive to finance the project from personal funds & lot of funds were spent on the investigation of the e'isting system, mainly in form of fuel and communication in the process of linking up with the respondents 9ther big e'penses were in terms of purchasing relevant software plus printing the drafts and final copies 8 The researcher had limited knowledge of scripting languages, since the researcher was only introduced to them in only one semester The researcher at first had tried to use javaCscripting language, which was later abandoned for php, which was easier to learn and later use

@ 8 %+,9MM+1$&TI91!
The growth of webCbased resources re=uires staff skilled in digital technologies and techni=ues Therefore there should be training of staff in the library bookCbank section and those in different bookCbanks about computer knowledge The system was designed and piloted in only three bookCbank units The system should therefore be e'tended to all the bookCbank units within the university, in order to harvest ma'imally the benefits associated with it The development of an online bookCbank system is a large project, and there will be several cycles of development, testing, user feedback and implementation to be done before the final product is deployed The major aspects include the handling of more constraints, the advancement of clientEserver architecture, and better scheduling aligiliths

@ 7 ,91,3U!I91
The new realities of $igital information processing re=uire that access is provided in a widely distributed manner, and it is up to the user to locate what is needed The ability to call up all relevant information at the click of a mouse is a researcherDs dream The BookC

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bank monitoring system project aims at developing a software infrastructure that enables those who manage and maintain such collections to make them publicly available The entire University community stands to benefit greatly from an online bookCbank monitoring system The system will enable the update, retrieval, deletion, and generation of status reports according to the e'isting demands

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RE$EREN#ES
4 Main 3ibrary !ections, the bookCbank section* Makerere University website, available online -retrieved on 4?E4>E5>>; from http"EEwww makerere ac ugElibrary.

5 !lade, & 3
5C7 8

-4???. $elivery 3ibrary !ervices at a $istance" ,ase !tudy at the

University of /ashington" Journal of Library services for Distance Education 4-7." Holly H % -4???. 3ibrary !upport for $istrict 3earning 6rogram" & distributed model" The Journal of library services for Distance education <-4. 7 J; 7 ; < @ A ? 3onsdale,% -5>>7. $esigning &daptableClearning resources with learning object patterns" Journal of Digital Information. <4-4>." 5>C8>, Terje H -5>>;. $igital Te't cyclesw from Medivial manuscripts to modern mark up" Journal of Digital Information. ?-4." 8>? %oberts, 6 -4???. Massachusetts 3ynn, 6 -5>>8. Im"roving #erformance Dairy $ield %rticle Tillamook 9regon 6renticeCHall Marcus + -5>>>. &assachusetts #ublic Library 'rustees (andbook Boston Massachusetts (osseyCBass publishers Horsfall 0 -4??5. 'he (uman Im"act of Library %utomation University of !outh &ustralia tudents !ooks reclaim "riority status at library Marblehead

4> Muboff, ! -4?AA. In the age of the smart machine" 'he future of work and "ower
9'ford, U0 Heinemann 6rofessional 44 $avidson, 3 -4???. !tarting a 1ew !ervice to $istributed 3earners ) Journal of Library ervices for Distance Education 4 -7." 4C@ 45 Matovu ( -5>>>. &nnual library and information science conference in Uganda* 'he Information Industry in the first century) Job o""ortunities and a case for new skills and "rofiles

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48 ,hisenga , ( 5>>7 'he use of I*'s in %frican "ublic libraries " 0ingDs 3ynn, U0 Biddles printers 3td, 47 Tise +llen -5>>4. &n &frican librarianLs view of online journal management I1&!6 1ewsletter1o 4A, 9ctober 5>>4 I!!1" 4>5AC>@?>,retrieved from http"EEwww insap infoEnewsletterE 4; Thomas & 6eters -4??A. +sing *om"uteri,ed &onitoring to tudy -emote +se. available online, retrieved on 45E;E>< from -))*9//www .is uiuc edu/*u+'///ca)a.'2/)&ends/=AG<a+s -),. 4< 0ibet B, Harrison and /anyama, 6 -5>>4. P&utomation and its impact on the job satisfaction among the staff of the Margaret Thatcher 3ibrary, Moi UniversityT in 3ibrary management 44 (?) >5>-><5

4@ ,hapman & -4??@. Bibliographic record provision in the U0 3ibrary Management

<B (>) <<4-<4>

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&66+1$I,+!

A**endiC A Interview schedules

2aculty of ,omputing and Information Technology, Makerere University 6 9 B9B @><5, 0&M6&3& May 44, 5>>; The ,oordinator, BookCbank, Makerere University 3ibrary, 6 9 B9B @><5, 0&M6&3& Re9 REE"EST $OR AN INTERDIE7 7IT8 YO" I humbly re=uest for an interview with you regarding the operation of the BookCbank system in Makerere University I am pursuing a 6ostgraduate $iploma in ,omputer !cience in the 2aculty of ,omputing and Information Technology The title of my project is P+nline Book!"ank monitoring &ystem T The project is aimed at developing a prototype online system to monitor bookCbank units by the centre In the same vein, I re=uest for your permission to interview some staff from selected bookCbank units within the University The information received will be treated with utmost confidentiality I thank you in advance !incerely yours, Twine Bananuka 455=/%G!<B/4><"

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I1T+%RI+/ !,H+$U3+ 29% TH+ B990CB&10 ,99%$I1&T9% 4 &s a BookCbank ,oordinator, /hat is your structural

relationshipEadministratively with the bookCbank unitsU /hat powers do you e'ercise over themU -,an you please give me a copy of the administrative structure in case you have. How do you fit in this structure 5 How many bookCbank units are in Makerere UniversityU 8 How many members of staff are under youDre unit -BookCbank coordination. /hat are their titlesU &nd what roles do they performU 7 $o the bookCbank units produce and submit periodical reports to youU If so, what type of reports and how oftenU ; How do you monitor performance of these unitsU -Is your monitoring system manual or automatedU. < How is stock inventory taken for all the books in the University bookC bank !ystemU $o you have a database of sorts for these booksU @ /hat are the processes involved in monitoring bookCbanksU A &re the various bookCbanks linked with each other in anywayU ? $o you have any form-s. that users fill in order to borrow or use bookCbank facilitiesU If yes, can you give me a sample-s.U 4> I have heard that some bookCbank units receive donations in form of books and e=uipments directly from partner organi)ations $o these automatically enter into your systemU If not, then to whom do such e=uipments accountable toU I )-ank y'u 0e&y ,uc-

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,-.ER/,E0 &'1ED$LE F+R $-,. B++2!B#-2 #..E-D#-.

4. /hat type of information do you normally re=uire from students before they can borrow a bookU -If you have a specimen form, can I look at itU. 5. Briefly tell me about the process involved in borrowing and returning a book by a studentE3ecturer 8. /hat type of system do you use in your operations -Manual or automated. 7. $o you keep an update list of lent, returned and lost booksU ,an I have a look at the sampleU ;. $o you report lost books to the coordinator in the main libraryU How oftenU <. In your opinion, do you think students and 3ecturers find the system convenient or otherwiseU @. How do you locate books demanded by studentsU

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,-.ER/,E0 &'1ED$LE F+R $-,. B++2!B#-2 &.$DE-. 4 /hat are the re=uirements re=uired before borrowing a book from the bookCbankU 5 How convenient, do you find the borrowing process in the bookC bankU 8 /hat advice or adjustments would you recommend to the bookCbank managementU 7 How easy is it to locate a book of your choice in the bookCbankU

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%/ I/'E-0IE1 *(ED+LE $2- LE*'+-E- I/ *(%-3E 2$ !2245 !%/4 4 How do you find the process of borrowing books from the bookCbank by students and lecturersU 5 /hat process must a studentElecturer go through before borrowing a book from the bookCbankU 8 How do you monitor the bookCbank staff in terms of lendingU 7 /hat is your relationship with the BookCbank coordinator in the main 3ibraryU -e g do you take orders from herE ,an she fire or reprimand you or the staff in the bookCbankU. ; /hat type of advice, would you give towards effective management and monitoring of the bookCbank system in the UniversityU

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A%%EN!IF B Make&e&e "ni0e&si)y Li+&a&y 8',e*a2e

$i2u&e A <9 M"K Li+&a&y 8',e*a2e

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B''k O&de& /'&,

Make&e&e "ni0e&si)y Li+&a&y BOOK-BANK SE#TION

B''k '&de& /'&,

ISBN

A"T8OR

TITLE

E"ANTITY

$i2u&e A 49 B''k '&de& /'&,

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MAKERERE "NIDERSITY BOOK-BANK

BOOK NO

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A"T8ORGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG TITLEGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG GGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG !E%ARTMENTGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGG

!ATE BORRO7ER3S NAME

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