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Page 1: Library Automated Systems

PROJECT ASSIGNMENT ON

LIBRARY AUTOMATED SYSTEM

By

OJEWOLE AYOBAMI

February 2011

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TABLE OF CONTENTCHAPTER ONE page

1.0 Problem Definition/Project Inception2

1.1 Introduction2

1.2 Project Objective 31.3. Problems to be addressed and benefits to be expected

from LASPOLIMIS project 31.3.2 Problems to be addressed 31.3.3 Benefits to be expected 3

1.4 Objective and Scope of LASPOLIMIS Project 41.5 Priorities in the Implementation of LASPOLIMIS 5CHAPTER TWO2.0 systems definition and analysis

72.1 overview of existing system 7

2.1.1 organization of the Library 72.1.1 The Technical Department 7

2.1.1.1 The Acquisition Section7

2.1.1.2 The Cataloguing Section8

2.1.2 Readers Service Department 82.1.3 Reference Section92.1.4 Serial Section 92.1.5 Reprographic Department 10

2.1.5.1 Audio-Visual Section10

2.1.5.2 Photocopy and Bindery Section10

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2.1.6 Administrative Department 102.2 Organogram Of The Library 11CHAPTER THREE3.0 Systems Design3.1 Methods of Data Collection 12

3.1.1 Sampling Method 123.1.2 Questionnaire for Polytechnic Librarian and Library Users 12

3.2 Reference Transaction3.2.1 Background and Purpose12

3.2.1.1 Filling the Reference Sample Form13

3.3 The Dataflow Diagram (DFD) 14CHAPTER FOUR4.0 Systems Production 154.1 Implementation of LASPOLIMIS Project at Main Library

154.1.1 Sub-Projects 15

4.2 Implementation of LASPOLIMIS at Five Branch Libraries4.2.1 Subprojects 15

4.3 Computerization of the Library Catalogue and Establishment ofOPAC and Retrospective Data Conversion 164.3.1 Activities 16

4.4 Required Implementation Capacity 174.5 Expected Equipment 194.6 Time Schedule 204.7 Automation of Library Management Process

204.8 Activities 214.9 Required Implementation Capacity 224.10 Expected Equipment 23

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4.11 Time Schedule 234.12 Recording Your Library Staff Training Statistics 23CHAPTER FIVE5.0 Systems Implementation/Acceptance And Maintenance

285.1 System Testing 285.2 Acquiring Hardware 285.3 Master File Conversion 295.4 Program Development 295.5 Training Of Staff 295.6 Changeover Procedure 295.6.1 Direct Changeover

305.6.2 Parallel Running 305.6.3 Pilot Running

31CHAPTER SIX6.0 Use and Learning 326.1 Conclusion 32

APPENDICESAppendix A Data flow Diagram (DFD)

41Appendix B Questionnaire On Effective Use Of The Library In Polytechnics

42LIST OF TABLES AND FIGURES

T1 Areas of development were prioritised and a phased approach in Implementation will be adopted.

6T2 Required Implementation Capacity 17T3 Expected Equipment 19T4 Required Implementation Capacity 22

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T5 Expected Equipment 6F1 Organogram of the Library 11F2 Staff Training Statistics Form 24CHAPTER ONE

1.0 PROBLEM DEFINITION /PROJECT INCEPTION

1.1 INTRODUCTION

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 pre-condition that will lead to a smooth and a successful co-ordination in the implementation of LASPOLIMIS.

It’s 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.

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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 ProjectLaspotech 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

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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.

1.4 OBJECTIVE AND SCOPE OF THE LASPOLIMIS PROJECT

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.,

In Summary, the scope of this project comprises:

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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 LASPOLIMISLaspotech 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

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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 PriorityWrite up of Polytechnic Library ICT policy and a Master Plan 10Setting up of LANs (Main Library and Branch Libraries) to enable efficient, effective and reliable connectivity and sufficient access points to Internet

10

Subscription to online databases/ e-journals 9Computerisation of the Library Catalogue and Retrospective Data Conversation

8

Automation of the Library Administrative/Management process 8Digitisation and Reprographic of Library Materials – creation of full text databases

7

Implement ICT based learning programs to guide Library Users 6Creation of a Library Web page 10

T1

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CHAPTER TWO

2.0 SYSTEM DEFINITION AND ANALYSIS

2.1 Overview of existing system

2.1.1Organisation of the libraryThe 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

2.1.1.1 THE ACQUISITION SECTIONThe acquisition section is responsible for the selection and ordering of library materials. The section is seen as the purchasing section of the library. All library materials suggested by users for the library to purchase are sent to this section. All materials are ordered for received and processed for payment in this section.

There are ways of acquiring materials in the library. They are by direct purchasing, through gifts and donations, exchange of materials as well as legal depository.

The section is responsible for the proper documentation of books purchased, donated are deposited through legal depository in the library. All materials so acquired are entered into the library accession number. This section also assigns accession number to books as they are purchased or received in the

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library. The accession number is the unique number running a serial number assigned to books, as they are acquired or received in the library. The section is also responsible for affixing ownership stamp to all materials purchased or received in the library.

The section keeps books used to check the bibliographic details of the books ordered. It is the duty of the section to be sure of the authors, titles, publishers, date of publication, edition, price, year of publication and other bibliographic details of the books before taking orders from the book dealers.

2.1.1.2 THE CATALOGUING SECTIONAs soon as books acquired by the acquisition section are received and processed, they are sent to the cataloguing section for classification and cataloguing. The books are classified to bring together the ones, which belong to the same subject area.Cataloguing is the process of assigning bibliographic details to books and other library materials. Cataloguing section is responsible for the production of National Union Catalogue so as to make the operation of inter-library lending services easy for the National library. The section also maintains and updates the card catalogue. The section assigns call number to books. Call number is the unique number that links a user to the position of a book on the shelf for retrieval.

2.1.2READERS’ SERVICE DEPARTMENT The circulation section is a part of the readers’ service department. It is where library users have the first contact with the library. The section charges and discharges books to users. Depending on each library, lending is for specific period. Within which borrower may borrow. The section is responsible for library users registration. By registration, a patron becomes a benefice reader of the library. Thus a patron can borrow books for the period of time stipulated according to the rules and regulations of the library.It is also the duty of this section to keep the statistics of books consulted daily in the library. The section also organizes the inter-library lending

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services. It is also responsible for accurate daily head count; books consulted daily, shelving and shelf reading in the library. There are certain conditions before books are charged out of this section; they are:A That library material are returned or renewed s at when due.B As soon as a reader received a notice recalling a material he had

borrowed, he is expected to return it immediately.C That fines should be paid promptly by library defaulters.D That books borrowed be perfectly handled and returned in good

condition. Failure to comply with the above conditions may lead to the suspension of the defaulters or application of any other sanction considered appropriate.

2.1.3REFERENCE SECTION Reference section is also a section under readers’ services department. The section is the image- making of the library. Materials in this section are meant to be used within the library. The section is charges with the responsibility of answering queries, attending to translation services, current awareness services and selective dissemination of information (SDI services).The section aids users in locating materials for research work and for the writing of term papers. 2.1.4SERIAL SECTION Serial publication, according to American Library Association (ALA) definition, is a published at regular intervals and as a rule intended to be continued indefinitely. Serial section stores such materials as periodicals, inaugural lecture papers, institutions calendar and handbooks, new and backset of new papers etc. periodical publications are acquired and processed in this section. The serials section keeps a kardex, which records the title of all serial publications stocked by the library.

2.1.5REPROGRAPHIC DEPARTMENTThe reprographic department is divided into the following sections:

Audio-visual section

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Bindery section Photocopy section

These sections provide assisted service to patrons.2.1.5.1 AUDIO-VISUAL SECTIONThis section is responsible for the selection, procurement, organization and exploitation of non-printed materials. These materials include computer, projectors- slides and overheads projectors, video and audiotapes, cassette players, regalia, microfiche, ultra fiche, video recorders, slides, films and film stripe. Audio-visual section enables readers to learn at their own pace. It aids memory and gives permanent reiteration, according to the law that says “whatever I see, I remember easily and whatever I touch, sticks to memory”. The provision of audiovisual and other electronic teaching gadgets enhance individual learning. They also enhance the quality of teaching and compensate for the perennial inadequacy of teaching staff.

2.1.5.2 PHOTOCOPY AND BINDERY SECTION Photocopy and bindery are sections that cater for readers, when they need to make photocopy of lectures missed or materials, which they could not buy or borrow for outside use. The bindery section repairs worn-out books or students’ projects. These two sections provide avenue for the library to get money for the institution.2.1.6ADMINISTRATIVE DEPARTMENT Administrative department is the department is the department that directs the staff welfare in the library. This department is responsible for the general administration of the library. It takes care of staff promotion and recruitment. The head of the library bears different designations depending on the type of institution. For example, College Librarian for College of Education, Polytechnic Librarian for Polytechnics and University Librarian for Universities, special or Public Libraries may have Chief Librarian while National Library has National Librarian.

2.2 The Organogram of the library

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This represents a tree/hierarchical structure of the units found in the library. The Organogram is shown below:

ORGANOGRAM OF THE LIBRARY

F1

14

The Library

Technical Department

Reprographic Department

Readers Service Department

Reference Section

Serial SectionCataloguing

SectionAcquisition Section

Bindery Section

Audiovisual Section

Photocopy Section

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CHAPTER THREE

3.0 SYSTEM DESIGN

3.1 METHODS OF DATA COLLECTION

3.1.1Sampling Method

Collecting the number of reference transactions on a daily basis is a burdensome task that often gets neglected as more pressing issues demand more attention. The busier it gets in the libraries, the less likely we are to record the number of transactions. By targeting just 14 days a semester we are hoping we can focus our reference transaction tracking efforts to obtain some meaningful numbers and at the same time relieve staff of the burden of daily tracking.

It should be noted that the purpose of sampling is to count the number of reference transactions, not whether the transaction is completed and not the quality of reference service. The data are also helpful for understanding the level of use of the libraries and guiding the strategic planning of library services.

3.1.2QUESTIONNAIRE FOR THE POLYTECHNIC LIBRARIAN AND LIBRARY USERSSeries of carefully prepared questions were prepared for the college librarian as well as the library users in order to know the current status of the information sources available in the library and also to find out about the shortcomings present within. Part of the responses given was used in the problem analysis and used to proffer solutions to the analysed problems where appropriate.

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3.2 REFERENCE TRANSACTION

3.2.1Background and Purpose

During each academic session, reference transactions will be sampled at specified times. Staff working during those specified times would keep track of and count all reference transactions using forms provided by MIS. At the end of each sampling day, results are expected to be sent to MIS for tallying. Results are extrapolated to provide a total number for the year for reporting purposes to the appropriate places, which require or request the statistic. In addition, the sampling results can be analyzed for other reasons, including the following:

Level of use of the libraries resources Heavily used times of service points Heavily used service points

Sampling takes place at all service points in the Laspotech libraries.

A reference transaction is an information contact that involves the knowledge, use, commendation, interpretation, or instruction in the use of one or more information sources by a member of the library staff. Information sources include printed and non-printed materials, catalogs and other holding records, and through communication or referral, other libraries and institutions and persons both inside and outside the library. Include information and referral services. If a contact includes both reference and directional services, it should be counted as one reference transaction. When a staff member utilizes information gained from a previous use of information sources to answer a question, report as a reference transaction, even if the source is not consulted again during this transaction.

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3.2.1.1 Filling the Reference Sampling Form

Each employee will have one form for each sampling day. It is up to the individual employee to keep track of his/her reference transactions for that day and to note them on the form. To use the form you simply identify the time of day of the particular transaction and the type of transaction and place a tick mark in the appropriate box. You must keep track of transactions for the duration of time worked on that particular day. At the end of the day, count up the tick marks and note the total for each hour in the TOTAL column on the form. Then, tally the total by query type at the bottom of each query column. Finally, compute the hourly totals to get the Grand Total of the day and note this on the bottom of the form. If multiple forms are used during the day, please consolidate the hourly transaction tallies and column totals on one form to be sent to MIS. At the end of a sampling day, it is each employee's responsibility to turn-in his/her form at the designated collection point.

3.3 THE DATA FLOW DIAGRAM (DFD)

The data flow diagram (DFD) represents the flow of information through the system and its environ together with the functions it must perform.

The following are the symbols used in the dataflow diagram as well as their meanings and functions

Symbols Meaning

Process

Flows of data

Data store

Entity

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Process: it depicts the processing actions, which transforms the flow of data

Flows of Data: it shows movement or transfer of data from one pint to another

Data Store: it depicts a point which holds data and receives a date flow. It could be a card index, a magnetic tape or disk, a document, a clerical file, etc.

Entity:it depicts a data store or destination. It may be an individual, a group, a department or an organisation. It is some times known as a source or sink.

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CHAPTER FOUR

4.0 SYSTEM PRODUCTION 4.1 Implementation of LASPOLIMIS at Main Library

4.1.1Sub-projects

Establishment/ write-up of Polytechnic Library ICT Policy and a Master Plan

Re-training of staff Installation of the Local Area Network Establishment of efficient, effective, reliable connection and

sufficient access points to Internet Subscription to online databases/journals Computerisation of the Library Catalogue and Retrospective Data

Conversation Automation of the Library Management Process Establishment of Web based Online Public Access to Library

Bibliographic Databases Reprographic and Digitisation of Library Materials – creation of full

text databases

4.2 Implementation of LASPOLIMIS at five Branch Libraries

4.2.1Sub-projects

Installation of the Local Area Network and reliable Internet /e-mail connectivity/access.

Computerisation of the Library Catalogue, Retrospective Data Conversation and linkage to the Main Library

Reprographic and Digitisation of Library Materials (decentralised databases).

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4.3 COMPUTERISATION OF THE LIBRARY CATALOGUE AND ESTABLISHMENT OF OPAC AND RETROSPECTIVE DATA CONVERSION

4.3.1ActivitiesThe activities involved under this item are:

1. Data Collection

2. Hire legal consultant

3. Building awareness through workshops

4. ICTL policy writing

5. Staff retraining- on Library Information System (LIBIS)

6. Management retraining

7. Study tours to observe and identify best practices in regional automated libraries using proposed software

8. Installation of LANs at Main library

9. Evaluation/ Assessment of manual systems

10. Design/specification of data structures

11. Procurement: Request for proposals, Assessment of bids and negotiation of contract

12. Delivery of software and hardware

13. Installation of Software and Hardware

14. Data entry

15. Database editing and validation

16. In-house manual collection organisational processes

17. Installation of OPAC system

18. Retrospective data conversion

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19. Testing and adapting the new system

20. Monitoring, evaluation and review of the project

4.4 Required Implementation Capacity For realisation of the Computerisation of the Library Catalogue and Establishment of OPAC and Retrospective Data Conversion local and external expertise will be needed. The table below specifies the required human capacity.

ACTIVITY

SOURE OF CAPACITY

Laspotech PolytechnicExternal Technical Assistance

Library Staff Group Other Depts.

Staff/ Users

CAT Manager

Project Manager

Consult Support

OS/DC Consult

DBMS Consult

ICT Mgt.Consult

1. Project Management

2. Project Management support /consultant

3. Building awareness through workshops and seminars

4. Data collection

5. ICT Library Policy writing

6. Installation of LANs at Main library

7. Evaluation/ Assessment of manual systems

8. Design/specification of

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ACTIVITY

SOURE OF CAPACITY

Laspotech PolytechnicExternal Technical Assistance

Library Staff Group Other Depts.

Staff/ Users

CAT Manager

Project Manager

Consult Support

OS/DC Consult

DBMS Consult

ICT Mgt.Consult

data structures.

9. Procurement

Request for proposals

Assessment of bids

Negotiation of contract

Decision making

Delivery of software, hardware

10.

Installation of Software and Hardware

11.

Data entry

12.

Database editing and validation

13.

In-house manual collection organisational processes

14.

Retrospective data conversion

15.

Installation of OPAC system

16 Testing and

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ACTIVITY

SOURE OF CAPACITY

Laspotech PolytechnicExternal Technical Assistance

Library Staff Group Other Depts.

Staff/ Users

CAT Manager

Project Manager

Consult Support

OS/DC Consult

DBMS Consult

ICT Mgt.Consult

. adapting the new system

17.

Monitoring, evaluation and review of the project

Total weeks in put

156 34 57 10 8 8 2

T24.5 Expected Equipment

This section represents assumed cost estimates for implementation of computerisation of the library catalogue and establishment of OPAC and retrospective data conversion by Polytechnic ICT Implementation Group of which the Library is not a member but always in attendance.

No

INPUT MATERIAL SOURCE OF FUNDING

ETF Laspotech Central Admin.

1. External Implementation Capacity in form of Consultancy

123,000

2. Documentation and ICT Integration into Library Policy

19,000 1,530

3. Retraining of library staff and stakeholders157,000 20,000

4. Hardware and its accessories1,272,000 216,240

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No

INPUT MATERIAL SOURCE OF FUNDING

5. Library Application Software including Web OPAC + its specialized training

722,000 88,740

6. Retrospective Data conversion (Migration index to electronic catalogue)

120,000 20,400

Total (in Donors currency).2,413,000 346,910

T34.6 Time scheduleApril 2008 – August 2009

4.7 AUTOMATION OF LIBRARY MANAGEMENT PROCESSES

Laspotech Polytechnic Library management is an all-embracing activity in the library system. Laspotech Library system is made up of the main library and five branches scattered on the main campus and other campuses. It has a centralised system of administration based at main library with nine administrative divisions in the main library and other nine in branch libraries. The Library Central Administration receives reports from all the eighteen divisions and monitors them too.

Automating the Library Management means developing an automated system service that will be able to over see the entire library administration. This includes library planning and development, finance and budget control, purchase and acquisition of library materials and keeping records of library assets, staff organisation, control, library clientele and monitoring of facilities and library public relations.

The library user base is mainly the students and polytechnic staff. The library system should be designed in such a way that it can import data generated by the central student and personnel management information databases.

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This will enable the library with data to use as a basis for assigning user

rights, hence improve the “library user” tracking activities. The library as a cost unit, it collects (and spends) and forwards (receives) amount of money to the polytechnic accounting officer who manage the polytechnic resources. The library management system should be in position to import and export data with the polytechnic central accounting system.

4.8 ACTIVITES

i. Evaluation of existing administrative manual systemii. Preliminary tours of regional and International Automated Library

Management Systemsiii. Building awareness through workshopsiv. Data structure designv. Management training vi. Specialised trainingvii. Training/attachment of Library administratorsviii. Installation of hardware and softwareix. In house training of library staffx. Data entry

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4.9 Required Implementation Capacity

ACTIVITY SOURCE OF CAPACITY Library staff group External Technical assistanceStaff/ Users

Project manager

Lib. Admin.

Lib.ICT Mgt. Consultant

Systems analyst

Project management

Project management support/consultant

Evaluation of existing manual system

Preliminary tours of regional and International Automated Library Management Systems

Building awareness through workshops

Data structure design

Management training

Specialised training

Installation of hardware and software

In house training of library staff

Data entry

Testing and adoption the new system

Monitoring/evaluation and review of the project

Total Working weeks 45 24 16 6 1

T4

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4.10 Expected EquipmentThis section represents assumed cost estimates for implementation of automation of library management processes by polytechnic ICT implementation

committee of which the library is not a member but always in attendance.

No. Implementation Capacity Total cost(Naira)

Laspotech Central Admin.

1. External Implementation Capacity in form of Consultancy 36,000 -

2. Retraining of library staff and stakeholders540,000

3. Hardware and its accessories1,256,000 242,080

4. Library Software Interface 168,000 28,560

Total (in Naira) 2,000,000 270,640

T54.11 Time scheduleTime frame April 2008 – August 20094.12 Recording Your Library Staff Training Statistics

The purpose of this form is to gather statistics on the following events, directed towards LASPOTECH Libraries staff, in which you teach or provide assistance:

Staff orientations Staff tours Seminars/workshops/training for staff Brown bag sessions for staff

Staff Learning and Development compiles and submits these statistics to the administration in

order to document the Libraries' extensive instruction activities for its staff. Total figures will be

made available in the Libraries' annual reports. Please complete this form at the conclusion of

every event in which you teach or provide assistance.

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Complete this form for every library instruction event:

PART 1: WHO WAS THE LIBRARY INSTRUCTOR?

Select your name from the drop down box. If you co-taught with someone, decide between you who should report the statistics. List the names of everyone who did instruction (assistants too):

If your name does not appear in the pull down lists above,

Click here to add it:  

PART 2: WHAT TYPE OF INSTRUCTION DID YOU DO?

I participated in the Libraries' general instruction program by teaching/assisting with this program

Name of Program: 

I'm a subject specialist and I taught the following university course

Course Code: (e.g. COM325, GNS401) Course No: (e.g. 101, 125)

I conducted/participated in the following

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Seminar/Workshop/Orientation/Presentation

Program or Group Name: 

If the Seminar/Workshop/Orientation etc. you participated does not appear in the pull down list above, please enter it here:  

I conducted a tour for the following group

Group Name: (e.g. Yabatech Scholars, Visiting Musicologists, Librarians from USA, Campus Office of ...)

I volunteered to teach a Grade/Middle/High School Orientation

School Name: (e.g. Dolphin High School)

PART 3: WHAT WAS THE DATE OF THE EVENT?

(Follow this format: 1/8/07 12/19/07)

PART 4: HOW LONG WAS THE EVENT?

How many hours OR full days (8 hrs)

PART 5: WHAT WAS THE AFFILIATION OF THE PARTICIPANTS?

Yaba College of Technology, University of Lagos Akoka

Mixed (LASPOTECH and non-LASPOTECH attendees)

Non-LASPOTECH

Universities all over the country

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PART 6: WHAT WAS THE STATUS OF THE PARTICIPANTS WHO ATTENDED?

Don't forget to enter a value for schools / faculty if instructor, lecturer, etc., was present. We need to know this!

School/Faculty(Professor,Instructor, Lecturer, Section Leaders,)

Graduate/Doctoral Students

Undergraduate Students

LASPOTECH Staff

Summer Program Students

Others (e.g. Teachers, Chaperones, non-LASPOTECH Staff, etc.)

PART 7: WHERE DID THE INSTRUCTION TAKE PLACE?

PART 8: SUBMIT YOUR STATISTICS

PART 9: MAKE CHANGES

F2

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CHAPTER FIVE

5.0 SYSTEM IMPLEMENTATION/ACCEPTANCE AND MAINTENANCE

5.1 System TestingA data procedure will have to be thoroughly tested before it is put unto operation so that all errors are eliminated. System testing is carried out on individual programs by their authors in order to ensure that it conforms to the analyst’s specification.

Procedure testing involves the testing of all t he routines that make up the system in order to ensure that the whole systems fits together as specified in the systems specification.

The purpose of this stage is to coordinate the efforts of the user department and the data processing department getting the new system into operation. The planning for the implementation would have been stipulated in the systems specification and would cover the following activities which will take place in this stage:

1 Acquire all the necessary hardware, stationery, etc.2 Create mater files (i.e. file conversion)3 Write and debug all computer programs4 Test and prove al parts of the system5 Train systems and user staff to use the system

5.2 Acquiring hardwareThe following factor were considered when selecting a suitable computer system

1 Volume of transaction2 Operating sys tem3 Speed/cost4 Equipment available at installation5 Volume of records6 Type of processing

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5.3 Master file conversionThis is the process of transforming the existing master files into a magnetic form that meets the specification of the new system. The way in which the job is done depends upon the size and complexity of the files and the method currently used for keeping the files.

5.4 Program developmentSince our write up is not expected to have the source code, this will not be included in the write up.

5.5 Training of staffThe analyst is responsible for ensuring that the staffs of all the departments present therein is trained in the use of the new system. The training is often accomplished by the use of courses often run by the software designers. Some aspects of training include:

Organisation of source data collection, batching, etc. Distribution and acceptance of output documents Procedure for error notification and correction, etc.

5.6 Changeover procedure These are methods of switching from the existing system to a new system. The method adopted depends on the particular application and company’s mode of operation. The method should be the one which most suits the particular situation and circumstances at the point in time at which the changeover is being carried out. There are three main changeover methods:

1 Direct changeover2 Parallel changeover3 Pilot running

5.6.1DIRECT CHANGEOVERThis method entails the introduction of a completely new system without any reference to any previous similar system, which may exist.

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The benefit of this method is that it is efficient since it does not involve the duplication of work.The drawbacks are:

1 The new system may not be entirely correct or complete2 No results from the old system to compare with the result from the

new system3 If the new results are incorrect, it is difficult to make corrections to

the system and at the same time keep it operational.

5.6.2PARALLEL RUNNING1

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5.6.3PILOT RUNNING In this method, the new system is employed to rerun the source data from a previous period. This is often done in the following period so that the systems run in parallel but use different data. Thus the two lots of results are capable of comparison or reconciliation if the systems are similar.The problems with pilot running are similar to those of parallel running.

The changeover procedure employed for this write-up is the pilot changeover

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CHAPTER SIX

6.0 USE AND LEARNINGNow, a complete management information system has been developed for library usage from which can now 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.

6.1  CONCLUSIONThere is need of greater use of information resources and information technology to support the vision, mission and objectives of the technologically oriented polytechnic.

There is a tremendous demand in perfecting the library system, which has to take into account information accessibility and flow.

Therefore having a library computer information system will offer enhance services in the area of sharing information and communication besides easing access to information resources, courses and school/faculty members.

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APPENDICESQUESTIONNAIRE ON EFFECTIVE USE OF THE LIBRARY IN

POLYTECHNICS (CASE STUDY OF LAGOS STATE POLYTECHNIC)

AN INVESTIGATION OF IMPEDIMENTS TO EFFECTIVE LIBRARY USE IN LAGOS STATE POLYTECHNIC LIBRARY

Questionnaire for library users. Please tick as appropriateSection A

RESPONDENT BIO-DATA

1 Name of Institution:2 Highest Professional/Education Qualification

a) NCE, OND or its equivalent

b) HND, B.Sc or its equivalent

c) H.S.C. or its equivalent

d) P.HD

e) Others please specify

3 Department/Specialty

SECTION BLIBRARY RESOURCES4 Have you used your college library before?Yes No

If no, then stop here and return the questionnaire

5 How often do you use the library?a) Everyday

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b) Once or twice a week

c) Only weekends

d) Occasionally

e) Only during examination

f) Not at all

6 Are you aware of the availability of helpful information resources in your college libraries for your examination needs?

S.A= Strongly Aware

A = Aware

U = Undecided

NA = Not Aware

SNA = strongly Not Aware

7 How did you become acquainted with the information resources in your library?a) Through frequent visit to the library

b) Through special effort of library staff

c) Encouraged by lecturers

d) Library orientation programmes

8 What type of information materials do you seek in the library?a) Journals

b) Textbooks

c) Projects

d) Newspaper/magazines

e) Audio-visual materials

f) Others please specify

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9 Which of the following factors does not encourage your use of the library?a) My residence is too far from the college library

b) The library does not always have what I need

c) Few available obsolete materials

d) The library is always noisy

e) Others please specify

10 Is the library conducive for reading/study?a) Conducive

b) Fairly conducive

c) Not conducive

d) Undecided

Section CLIBRARY RESOURCES

SA

A U D SD

12

The library has enough resources (print and non-print) considered adequate to meet your information needs

13

The library resources (books and journals) are very current

1 Your visit to the library usually satisfy your information

38

SA = Strongly Agreed

A = agreed

U = Undecided

D = Disagreed

SD = Strongly

Disagreed

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4 needs

15 If you disagree with (14) above, do you equally ask for assistance from the library personnel? Yes No16 If yes, is the assistance given always useful to your needs? Yes

NoSection D

LIBRARY SERVICES

SA

A U D SD

17

The library opening hours of 8.00am to 4.00pm is suitable to you

18

The services rendered in the readers’ service section usually satisfactory?

19 Please identify the problems and suggest what should be done

.

SA

A U D SD

20

The library staff are always well disposed to helping you make adequate use of the library activities

21

The number of books loaned to students presently are enough and satisfactory

22

If you disagree with (21) above, then the number of books should be increased and time extended.

2 The rate for reprographic/interest services should be

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3 highly subsidized 24

Library user education is taught in your school

25

The course is taught theoretically and practically

26

The time allocated for the course is sufficient, therefore it is taught in detail.

27 In your opinion, how would you rate the overall library services? Very satisfactorySatisfactoryFairPoorVery poor

28 Which other materials would you recommend for the library acquisition apart from the ones listed below? General reference, textbooks, journals, audio-visuals.

29 Please make other suggestion towards the improvement of library services in your college library.

THANK YOU FOR YOUR COOPERATION…

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Section EINTERVIEW QUESTIONS FOR COLLEGE LIBRARIAN

1 What are the objectives of the library in terms of satisfying

scholarly, academic and administrative information needs of Lagos

State Polytechnic?

2 How does the Lagos State Polytechnic Library capture information

from both internal and external sources basically to enrich the

teaching and research activities?

3 Does Lagos State Polytechnic Library have any strong association

with other universities/Polytechnics nationally and globally?

4 Have you been opportune to be among the decision-making organs

of the institution?

5 What is the staff strength of the library?

6 Are you satisfied with the staff strength? If not, how many more

staff is required?

7 Would you say your staff possesses adequate skills to carry out

effective library services?

8 Are they well remunerated?

9 What is the size of the library collection (books, journals and audio-

visual materials)

41

Yes No

Yes No

Yes No

Yes No

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10 How does the Library ensure the protection and security of the

available resources?

11 Are you satisfied with the library collections?

12 What department/section do you believe is/are the most active?

13 Has there been any case of theft reported in the library?

14 How often do you receive complaint from your staff on missing

books?

15 Are your staffs performing up to expectation?

16 How often do complaints come from other managements and

students in your office over your staff’s reaction to library users?

Regularly Rarely

17 Who is responsible for the acquisition of your library collections?

18 How often are they acquired?

19 How current are your library materials (books journals, audio-visual

materials etc)?

20 How do users become aware of information resources available in

the library?

21 How well is your library utilized?

22 Do you consider adequate, the facilities available like carrels,

chairs, shelves, etc

42

Yes No

Yes No

Yes No

Yes No

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23 Is your library automated (computerized)?

24 If not, when do you plan on computerizing the system?

25 What other services apart from the traditional library services does

your library render?

26 Is your library well funded?

27 By whom?

28 The Polytechnic library is one of the essential service support

department of Lagos State Polytechnic, do you think establishment

of computerized MIS is one crucial action for the Polytechnic to be

able to meet their objectives?

29 Since systems implementation is a continuous process, do you

believe that there would be perfect system that will cover the

library computer MIS?

30 Having a computerized MIS would subject Library managements

and staffs to change their working habits in order to exploit the

continuous change in the application of information system and

technology. Do you think this would work?

31 What do you think can be put in place to improve on the resources,

facilities, services and use of your library? Please list them?

43

Yes No

Yes No

Yes No

Yes No

Yes No

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Thank you very much for your co-operation!

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REFERENCES

1. Abolaji, J.A. (2000)."Automation of Cataloguing Processes in Nigerian Libraries: The Experience of Hezekiah Oluwasanmi Library, Obafemi Awolowo University, Ile-Ife", Nigerian Libraries, 34(2): 1-7.

2. Abubakar, Iya (1971)."The Library and the Computer", Annual Conference Lecture delivered at the 10th Nigerian Library Association, Jos.

3. Adegbola K.B. (1999) LASPOTECH (School of Management and Business Studies Project) “Management information system”pp16-19.

4. Agboola, A.T. (1996) "The New Library Building of the University of Agriculture, Abeokuta, Nigeria", New Library World, (1122), pp.23-40

5. Arms, C.R. (September 1990., "BITNET. Internet. Digital Library System."Online, 14,(5):,15-22

6. Arms, C.R., 1990.C ampus Strategies for Libraries and Electronic Information. EDUCOM Strategies Series on Information Technologies. Maynard MA: Digital Press, pp404.

7. Edwards C., et al (1995). "IMPEL Project: the impact on people of electronic libraries'', Aslib Proceedings, Vol. 47 No. 9, pp. 203-8.

8. Ekpenyong, Georgina D. (1997). "Automating a large library in Nigeria: the history so far", New Library World, 28 (1134), pp. 106-110

9. Harrison Kibet Bii and Patrick Wanyama (2001)."Automation and its impact on the job satisfaction among the staff of the Margaret Thatcher Library, Moi University ", Library Management, Vol. 22, No. 6/7, pp. 303-310

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10. Ifidon, Sam E., Okoli, Godwin N., (2002)."40 Years of Academic and Research Library Service to Nigeria: Past, Present, and Future". Paper presented at the 40th Nigerian Library Association, ASCON, Badagry, pp. 22-33.

11. Olajide A., Yussuff K.F. (2003) Librarianship in perspective (a handbook on library users education) Rayola Nig. Limited Lagos pp 30-37.

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