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Project On Catalogue Management

St. Joseph College or university Of Engineering and Technology (SJCET) positioned in eastern highlands of Tanzania, in the city of Dar ha sido Salaam. THE FACULTY runs in "Brigitta Campus" situated at about 23 km from Dar es Salaam-Morogoro Street at Mbezi-Luguruni Area. Built on a sprawling 30-acre hilly land, the university offers a conducive atmosphere for the quest for education. The concentrate of the college is on offering IT pros, thus provides fine ambience because of its training heads.

The College works two programmes, Level and Diploma in Computer Applications that were only available in the entire year 2004, and in 2005 they opened another campus around of Songea, southern of Tanzania.

Currently, The College has been by using a manual control of library system. It has a well-stocked collection providing a solid support to the Teaching-Learning process. The stack room has a total of about 32, 000 Catalogs covering all the programmes offered. Adequate amounts of technology journals and mags are subscribed in every the branches of study. With ample seating capacity the reading hall of the catalogue suits the planned use of the catalogue by every category for just one hour every week also to the leisure-time patronage by all the personnel and students. The catalogue working hours are between 8 am and 6pm on all business days and between 8am and 1pm on Saturday and Sunday.

As time goes on, the population of students is constantly on the increase. The librarians cannot update the reserve files and student files, are unable to keep songs of items, set up and maintain data as the result of an increased amount of redundant and inaccurate information and no security measures used.

The college supervision has now made a decision to automate manual Collection System into a fresh Library Management System that will combine among most of its campuses to be able to remove redundancy and inconsistency of data. Librarians can add/edit or erase details from also to the data source plus maintaining security of Collection System.


The goal of the task is to design and implement repository for library management system that handles Member registration, Item Management, Borrowing and Seek out item(s) or for member(s), as well as preventing redundancy problems and inconsistency of data by setting up security options. All details about book's information and member's information and other materials etc will be placed in the databases.

First, the library management system will allow members to join up; registration includes storing basic information of associates such as Member ID, Name, Address, Email, phone number, title, and enrollment date.

then only the authorized members will be allowed to borrow an item from the machine and do searching for items predicated on author name, publication subject etc.

Item Management is approximately taking care of all items available in collection including Books, Publications and Reference materials with following properties: item number, name, author, amount of copy etc. Putting reservation allows member to reserve an item if it is not immediately available. The item might be in another campus or an associate may already have it from loan. When the title can be obtained, the librarian will trigger the reservation and keep it besides for a member who has booked.

Borrowing activity includes the next: allowing a member to acquire a booklet from library and be able to return a publication to the library matching to specific come back date.

When members acquire the book, repository will store the e book Identification and member Id which Ids will be utilized to search all items that contain been lent by specific member and know total amounts of borrowed literature and returned catalogs.


The main goals of the project are:

To do research on Catalogue Systems also to establish specific features that can be applied in creating a Catalogue Management System.

Activities: do research on manual and online Catalogue System; get some good ideas from literature and journals for relevant articles.

Deliverables: research survey.

To make a WBS for Collection Management System.

Activities: identify main Duties (Activities) for the project and produce Work Malfunction Structure.

Deliverables: Work Breakdown Structure (WBS)

To understand technology to be used in designing Catalogue Management System

Activities: briefly description of software(s) to be used, hardware(s), languages and server(s).

Deliverables: requirements Analysis.

To design and put into practice a data source that will hold information for Collection Management System.

Activities: Analyse information accumulated and draw up a requirements specification for Member subscription, Item Management and arranging security.

Deliverables: conceptual data model, relational schema, codes for repository.

To develop a web based application for Library Management System.

Activities: the next is the program showing how the web based request will be integrated: - PHP, CSS, XHTML, Apache and MySQL are dialects to be utilized for developing web pages, virtual programs and server part for validation on retrieving and being able to access information from data source through online application.

Deliverables: web based application, display dumps, and codes for web based application.


During the span of this job the resources expected to be utilized are:

Research: Academics Articles, Text literature such Repository Design and Implementation, e-Commerce; these textbooks will be used to bring up different concepts that will assist in planning a Database and Webpages for a new Catalogue Management System then linking Web pages with the databases designed.

Internet access: should be reliable because many materials can be found online on different websites/sites that talk about Collection Management System.

Software: any databases & web site design software will be utilized in designing Catalogue Management System and languages to used are: mySQL rules, PHP, etc.

Application programs: mySQL server, Ms Task, Dreamweaver, etc

Initial References

St. Joseph College or university Of Anatomist and Technology (SJCET) PROSPECTUS 2006-2007.

Proposal: Recommendations and Samples, available at: http://sampleproposal. net/category/system-proposal/

Database Design and Implementation Coursework, Comp 1302, Due: 07-04-2010.

Library Management System, available at: http://www. dotnetspider. com/projects/7-Library-Management-System. aspx

New York Talk about Library, offered by: http://www. nysl. nysed. gov/libdev/pos/


Project management is the self-discipline of planning, organizing and handling resources to effect a result of the successful completion of specific job goals and objectives. It is sometimes conflated with program management.

The primary concern of job management is to attain all the project goals and targets while honouring the preconceived task constraints.

[Wikipedia. org (particular date: 23rd Aug 2010)]

Typical constraints are scope, time and budget; used to symbolize the idea that the various factors affecting task outcome are coupled in a way that a lower along one dimensions necessarily results in an upsurge in at least one of the dimensions.

Scope - includes all factors associated with the task deliverables, including quality.

Budget - includes all things that cost money, including resources and equipment.

Time - is approximately knowing the job schedule; how enough time taken up to complete the project.

[Wikipedia. org (time: 23rd Aug 2010)]


The major processes include: initiation, planning, execution, monitoring and controlling and closing.


The initiation operations determine the type and opportunity of the project. If this level is not performed well, it is improbable that the job will achieve success in getting together with the business' needs. The key project handles needed here are a knowledge of the business environment and making sure that all necessary settings are incorporated in to the project. Any deficiencies should be reported and a advice should be produced to fix them.

The initiation stage should include an idea that encompasses the following areas:

Analyzing the business enterprise needs/requirements in measurable goals

Reviewing of the existing operations

Financial examination of the costs and benefits including a budget

Stakeholder research, including users, and support staff for the project

Project charter including costs, duties, deliverables, and schedule

[Wikipedia. org (time: 23rd Aug 2010)]

Planning and design

After the initiation level, the project is prepared to a proper level of the detail. The primary goal is to plan time, cost and resources properly to estimate the task needed and also to effectively manage risk during project execution. Much like the initiation process group, failing to properly plan greatly reduces the project's likelihood of successfully accomplishing its goals.

Project planning generally comprises of

Determine how to plan (e. g. by degree of detail or moving wave);

Developing the opportunity statement;

Selecting the look team;

Identifying deliverables and creating the work breakdown composition;

Identifying the actions needed to complete those deliverables and network the actions in their logical sequence;

Estimating the source of information requirements for the activities;

Estimating time and cost for activities;

Developing the agenda;

Developing the budget;

Risk planning;

Gaining formal acceptance to commence work;

[Wikipedia. org (time frame: 23rd Aug 2010)]


Execution process includes coordinating people and resources as well as integrating and executing the actions of the job in accordance with the project management plan. The deliverables are produced as outputs from the operations performed as identified in the task management plan.

[Wikipedia. org (date: 23rd Aug 2010)]

Monitoring and Controlling

Monitoring and handling consists of those functions performed to see job execution so that potential problems can be recognized regularly and corrective action can be taken, when essential to control the execution of the job. The key gain is that project performance is discovered and measured regularly to identify variances from the project management plan.

Monitoring and controlling includes:

Measuring the ongoing task activities (where we have been);

Monitoring the task variable (cost, work, scope etc) against the job management plan and the project performance baseline (where we have to be)

Identify corrective actions to handle issues and hazards properly (how do we get on track again)

Influencing the factors that can circumvent integrates changes adjustments so only approved changes are implemented

In multi-phase assignments, the monitoring and controlling process also provides feedback between project stages, in order to apply corrective or preventive activities to bring the project into conformity with the project management plan. Job Maintenance can be an ongoing process, and it includes:

Continuing support of end users

Correction of errors

Updates of the software overtime

[Wikipedia. org (day: 23rd Aug 2010)]


Closing includes the formal approval of the task and the closing thereof. Administrative activities are the archiving of the files and documenting lessons learned.

This phase consists of:

Project close: finalize all activities across all of the process communities to formally close the job or a job phase

Contract closure: complete and negotiate each agreement (including the quality of any open items) and close each agreement appropriate to the task or task phase

[Wikipedia. org (day: 23rd Aug 2010)]

Work Malfunction Structure

Work breakdown composition (WBS) is a deliverable-oriented grouping of the work involved with a task that defines the full total scope of the task. Because most tasks entail many people and a variety of deliverables, it is important to organize and divide the task into rational parts based about how the task will be performed. The WBS is a base document in job management because it provides the basis for planning and taking care of task schedules, costs, resources and changes.

Gantt chart

Gantt graph is a typical format of exhibiting project agenda information by list task activities and their related start and conclude dates in a calendar format.

[Schwalbe, K (2007); web page 25]

Gantt chart for SJCET Library Management System

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