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Library Automated Systems

Sep 01, 2014





February 2011

TABLE OF CONTENT CHAPTER ONE 1.0 Problem Definition/Project Inception 1.1 1.2 1.3. Introduction Project Objective Problems to be addressed and benefits to be expected from LASPOLIMIS project 1.3.2 Problems to be addressed 1.3.3 Benefits to be expected 1.4 1.5 Objective and Scope of LASPOLIMIS Project Priorities in the Implementation of LASPOLIMIS 3 3 3 4 5 7 7 7 7 7 8 8 9 9 10 10 10 10 11 page 2 2 3

CHAPTER TWO 2.0 systems definition and analysis 2.1 overview of existing system 2.1.1 organization of the Library 2.1.1 The Technical Department The Acquisition Section The Cataloguing Section 2.1.2 Readers Service Department 2.1.3 Reference Section 2.1.4 Serial Section 2.1.5 Reprographic Department Audio-Visual Section Photocopy and Bindery Section 2.1.6 Administrative Department 2.2 Organogram Of The Library


CHAPTER THREE 3.0 Systems Design 3.1 Methods of Data Collection 3.1.1 Sampling Method 3.1.2 Questionnaire for Polytechnic Librarian and Library Users 3.2 Reference Transaction 3.2.1 Background and Purpose Filling the Reference Sample Form 3.3 The Dataflow Diagram (DFD) 12 13 14 12 12 12

CHAPTER FOUR 4.0 4.1 Systems Production Implementation of LASPOLIMIS Project at Main Library 4.1.1 Sub-Projects 4.2 Implementation of LASPOLIMIS at Five Branch Libraries 4.2.1 Subprojects 4.3 Computerization of the Library Catalogue and Establishment of OPAC and Retrospective Data Conversion 4.3.1 Activities 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 Required Implementation Capacity Expected Equipment Time Schedule Automation of Library Management Process Activities Required Implementation Capacity Expected Equipment Time Schedule Recording Your Library Staff Training Statistics 16 16 17 19 20 20 21 22 23 23 23 15 15 15 15


CHAPTER FIVE 5.0 5.1 5.2 5.3 5.4 5.5 5.6 Systems Implementation/Acceptance And Maintenance System Testing Acquiring Hardware Master File Conversion Program Development Training Of Staff Changeover Procedure 28 28 28 29 29 29 29 30 30 31

5.6.1 Direct Changeover 5.6.2 Parallel Running 5.6.3 Pilot Running CHAPTER SIX 6.0 6.1 Use and Learning Conclusion

32 32

APPENDICESAppendix A Data flow Diagram (DFD) 41 Appendix B Questionnaire On Effective Use Of The Library In Polytechnics 42 LIST OF TABLES AND FIGURES T1 Areas of development were prioritised and a phased approach in Implementation will be adopted. T2 T3 T4 T5 F1 F2 Required Implementation Capacity Expected Equipment Required Implementation Capacity Expected Equipment Organogram of the Library Staff Training Statistics Form 6 17 19 22 6 11 24



The Polytechnic library system is in a need of establishing an ICT library policy, retrain the staff and automate its holdings. Following the trend of the Polytechnic Information Communication Technology (ICT) policy, the library believes that the first step in the implementation of Laspotech Library Information System (LASPOLIMIS) is to establish an Information Communication Technology Library Policy (ICTLP). The availability of ICTLP is seen as precondition that will lead to a smooth and a successful co-ordination in the implementation of LASPOLIMIS. Its through the ICTLP that consultation with a cross section of polytechnic library management and stakeholders will be done to come-out with way forward for establishing the LASPOLIMIS. The retraining of library ICT staff aims at equipping library professionals already on ground with skills that will enable them to efficiently and effectively manage, maintain and sustain an integrated Library Information System (LASPOLIMIS). The retraining will comprise short courses, attachments, study tours and staff exchanges. Computerisation of the library holding mainly the catalogue, establishment of Online Public Access Catalogue (OPAC) and retrospective data conversion is the core library automation activity. Through a successful implementation of OPAC, the polytechnic library system will be able to realise most expected benefits.


It is hoped that when more funds are available the library will embark on digitalisation of its rare and archival collections in full text to meet the need of the increasing student population. 1.2 PROJECT OBJECTIVE:

The Project Objective is to strengthen the Polytechnic Library's capacity and cost-effectiveness in making available relevant and up-to-date scientific publications for study and research by students and staff. 1.3 LASPOLIMIS PROJECT

1.3.1 Problems to be Addressed and Benefits to be expected from LASPOLIMIS Project Laspotech has identified the implementation of a Library information system as the priority area for development. The problems to be addressed and benefits to be expected are formulated as following: 1.3.2 Problems to be addressed Slow processes in searching for literature leading to longer duration Problem of pilferage of books Slow and inefficient tracking of material borrowed from the library Inefficient usage of space since all records are kept in hard form, creating artificial space shortage Slow processes of acquisition, cataloguing and management of library resources. Students dissatisfaction and frustration at insufficiency of resources including lack of access to online information Limited access or no external awareness of research carried out at Laspotech Polytechnic End user skills deficiency in information retrieval techniques

1.3.3 Expected Benefits


Efficient and rapid access to information Efficient and rapid processes in acquisition, cataloguing and management of library resources

Better reference and circulation management Reduced borrowing and space demand as most users rely on remote access More efficient utilisation of available space and reduced demand for costly building expansion Reduced loss of books Easier access to on line information (journals) to which the library will subscribe International access to the work of Laspotech researchers, and better academic visibility for the polytechnic Better record keeping and more efficient library management functions Enhancement of academic programmes and research End user training to gain optimal use of an advanced library information system.



The main objective of this project is primarily focussed on providing maximum service to the clientele of the library by improvement of information processing, storage, retrieval and dissemination. Also it is also looking into the possibility of expanding the system by establishing branches at each of the schools available in the polytechnic, making a total of five branches The LASPOLIMIS project does not only entail efforts to implement a polytechnic wide Computerised Library Information System, but it should also contribute to organisational arrangements and staff development, required to assure sustainability and reliability of the information systems in the future.7


In Summary, the scope of this project comprises: Full-scale computerisation of the Library Management Information System including online public access catalogues and Local Area Networks in the libraries (Main and branch libraries) Enrichment of library information resources by digitalisation of its rare and archival collections in full text, and through sustainable subscription to online information (e-journals) The retraining of library staff with skills that will enable them to efficiently and effectively manage, maintain and sustain an Integrated Library Information System Library end user training. To enable library users to make optimal use of an Integrated Library Information System. 1.5 PRIORITIES IN THE IMPLEMENTATION OF LASPOLIMIS Laspotech Polytechnic Library considered the tasks involved and the duration required in the implementation of LASPOLIMIS with special focus on: Cost involved Human capacity available Human capacity Development Mandatory Preliminary Preparation activities


Areas of development were prioritised and a phased approach in Implementation will be adopted. Priorities in areas for LASPOLIMIS Development (10 = Top Priority, 0 = No Priority) Possible area of Development Write up of Polytechnic Library ICT policy and a Master Plan Priority 10

Setting up of LANs (Main Library and Branch Libraries) to enable efficient, effective 10 and reliable connectivity and sufficient access points to Internet Subscription to online databases/ e-journals Computerisation of the Library Catalogue and Retrospective Data Conversation Automation of the Library Administrative/Management process 9 8 8

Digitisation and Reprographic of Library Materials creation of full text databases 7 Implement ICT based learning programs to guide Library Users Creation of a Library Web page T1 6 10


CHAPTER TWO 2.0 2.1 SYSTEM DEFINITION AND ANALYSIS Overview of existing system

2.1.1 Organisation of the library The library is organised for specific activities. For effectiveness and efficiency, the library is divided into departments and each department has specific functions it performs to facilitate the goals and objectives of the library. One of the objectives of the library is to organise the materials acquired in various forms for easy retrieval. In order to carry out these functions, the library is traditionally departmentalised as follows: 2.1.1. TECHNICAL DEPARTMENT This department is divided into two sections namely: Acquisition section Cataloguing section THE ACQUISITION SECTION

The acquisition section is responsible for the selection and ordering of library materials. The section is seen as the p