Executive summary
With the introduction of information systems, there has been easy management of information and automation of business processes. Research has shown that the users of Margaret Thatcher library have been experiencing massive difficulties due to lack of computers and e-learning materials in the library. A lot of time is wasted by students trying to look for books in the shelf. The key contributing factor is the fact that it is cumbersome and tedious to arrange the books. The management of Margaret Thatcher library is proposing an integrated library management information system that will assist students in both locating the books and accessing online learning materials. The proposed library management system contains different packages and modules such as cataloguing, acquisition and circulation. The Information Library Management System (ILMS) also has a library relational data and a program which enables it to interact and manipulate the database.
Setting
Margaret Thatcher library is located at the heart of the town where students and learners from different universities and colleges in town can access. This project will be set in Moi University in Kenya. The library has been operational for a decade now. The recent development that compels the library management to request for a management information system is the construction of a post modern building to host the library. The library had been serving students of different level with the sole aim of ensuring adequate access of learning materials at an affordable cost. The library is also a key tool in developing and incubating fast class leaders as part of the good will to their clients (Grant & Baden‐Fuller 2004). Margaret Thatcher library also gives opportunity to any member of society who is interested in advancing the knowledge in particular field. Exemplifying this philosophy, the university has recently called for the creation of more service-learning opportunities for its student’s campus-wide, opportunities that will in turn meet the needs of the larger Denver community. A privately funded institution, Margaret Thatcher does not receive any state or federal monies; rather it relies solely on the tuition of its 2500 undergraduate students, grants, and charitable donations for funding.
The library is composed of 45 staff. The executive is composed of the senior library director, the senior librarian and me, the chief information officer. There are 20 librarian, 22 library assistants and 4 technicians. The librarians and their assistance have shown exemplary commitment in assisting the library users. The management feels that their effort should be rewarded by establishing a library management information system to simplify their work. Having in mind the digital and information world we are in, the library management is determined to provide the best services to its clients or patrons. In an era when information is increasingly digitized, it is crucial that our clients have access to and know how to use the many tools of the digital age. As a first step toward this goal, the library is requesting for funds from the Amazon foundation. The system will require computers to be installed, and software that will facilitate management. The system will be a boost to the existing collection of 240,000 print volumes and over 2000 journal subscriptions.
After carrying out a detailed analysis on the effectiveness of the library and how the users achieve their intended goals while using the library, we realized that less than 30% of the users achieve their goals at the right time (Grant 2002). The rest faces difficulties in searching for the books in the shelf. In addition, some of the users are computer illiterate hence cannot even utilize the 5 already existing computers, used to locate books in the shelf. This is so heartbreaking despite the efforts of the staff.
After observing that only a minute percentage of our patronage matches this demographic, we were forced to ask ourselves some difficult questions. Why weren’t we meeting the needs of this population? What could we do to better serve them?
Statement of Need for Margaret Thatcher library
The requirement of the library in regards to information system was identified correctly after carrying out a survey on both students and other members of the community who use the library. The results showed that a greater percentage of non-students do not achieve their target while using the library. The critical question was why this was happening yet the staff and the management puts a lot of effort to their daily work?
In addition to a lack of appropriate technology, the members who carried out the research found out that physical barriers kept them from using the library. This implies that there is need to have an effective network system and internet connection to enable the users to access the library materials remotely. In regard to acceptance of the new technology, we found out that most of the users were positive. The majority of the participants indicated that they would be willing to use the library if the technology is implemented (Downs et al 2004).
How would a new system program affect our staff?
On the basis of implication of the system on the staff, we carried out an assessment on the staff in regards to their level of computer knowledge. The sole aim of the study was to find out whether the staff were willing to accept the new information system and also whether they were willing to go an extra mile to ensure that the system function effectively. Surprisingly, all the staff are willing to support the new system in whichever way they are requested. In addition, they were willing to work extra time so that they can familiarize themselves with system within the shortest time possible.
The appropriate solution for both staff and the patrons
There are two key issues that need to be addressed in the library. The first one is to ensure that the staff are able to carry out their duties effectively and with a lot of ease. Secondly, the library users need to be instilled with the skills to ensure that they can effectively use the new technology to enable them achieve their intended purpose. The lather covers both the students and other users who come from the community around.
Proposed project
The library management information system is meant to support the library operation by providing a conducive environment for the users and simplifying the work of the staff. The project is specifically meant to ensure that all the operations in the library are coordinated effectively and accurately. The specific goal of the project is to spearhead the initial step towards achieving a world class university library with the latest digital technology. It is also meant to ensure that the users are provided with satisfactory services which will enable them to achieve their intended goals. Lastly, the new information system project is meant to reward the hardworking staff and boost their performance. In order to achieve these objectives, there should be a mutual co-operation between the staff, the project implementation team, and the users. Both the library users and the staff will be given specific training that will equip them with the right knowledge as far as the use of the system is concerned. This training will be conducted in accordance with the needs of different groups. The novice users will be equipped with the basic skills while staff is trained of various aspects that related to their area of specialization.
The system requirements
There are three major components required to support this system. These are hardware, software, and the network system. The hardware required depends on the number of staff. For our case, the library requires at least 45 personal computers and a server. The software required is the operating system, office suite and the integrated library management software. The network components include a switch, router, Category 6 (CAT6) network cables and the hardware firewall. The table below gives a breakdown of the cost of all the requirements.
Description of Implementation
The implementation process involves conducting a feasibility study, identifying system requirements, system design, installation, and testing.
Major Tasks
The implementation process involves five key tasks. These are:
- Feasibility study- assessing the viability of the Branch Extender (BX) automated inventory management system.
- Requirement specification- involves identifying the hardware, software, and the data that the system will use.
- System design- involves both physical and logical system design. The logical design entails logical design of the system using unified modeling language tools such as flow charts, data flow diagrams and entity relationship diagrams.
- System installation- this is the system physical design and it involves hardware installation, software and network configuration. It also includes database design and preparation and verification of data.
- Testing- involve both black box and white box test.
- Training of the staff and the users.
Implementation Schedule
The implementation process should take exactly eight weeks. The subtask in each task should be handled thoroughly. The start date is 18th November 2013 and ends in 17th January 2014.
Security
The major security mechanism is the hardware firewall, user access control configuration and the use of user login credentials. To ensure physical security, the movement of people in the premise is controlled. The key system security features are the physical and logical security. The physical security involve securing of the hardware and network components while logical security involve malware prevention, user access control, and network traffic security. The key security feature during implementation is ensuring that the hardware is installed in the right place to avoid theft or other possible destruction. The security of the data used is also a crucial component (Gargeya & Brady, 2005). There should be a thorough scrutiny and analysis of the data before it is entered to the database. The integrity and accuracy of the data should also be guaranteed.
IMPLEMENTATION SUPPORT
This section gives a brief description of the support software such as office suite, security software and network support software. It also includes the training of the users.
Hardware, Software, Facilities, and Materials
Personnel
Key people responsible for the task are the system analyst, a programmer to develop the database, network engineer and four data entry clerks.
The system analyst is to conduct general system analysis and to oversee the other project members during the implementation process. The programmers are responsible for designing and developing the database. The data entry clerk loads the verified data into the system. The network engineer configures the network to support the system. He is also the security officer.
Training of Implementation Staff
Since the implementation team is made up of expert from various fields, there is no major training. The major training will be on the employees who will use the system. The staff will have to be trained before the system is fully implemented. The training will be provided by system administrator.
Performance Monitoring
The system administrator will monitor the performance of the system for a period of six months after implementation. During this process, the feedback from the users will be used to update and carry out maintenance of the system. The post implementation verification will be conducted as per the initial system functional requirements. There will be fine-tuning of the system to ensure that the system functions effectively. This will eradicate errors that might be encountered in the course of the use of the system.
Estimated budget
Conclusion
With the above proposal, we, as the management of Margaret Thatcher library, are convinced that our library will match the standards of other top libraries in the world. Our proposed integrated library management information system will eliminate the existing challenges as we strive ensure that the existing digital divide as far as information access is bridged. We are very certain that our patrons will be very much assisted. The staff also will realize the fruits of their efforts and be also being encouraged to deliver more (Westney 2006). The previously tiring and tedious work of the librarians and their assistance will be past tense. The key contributing factor is the fact that it is cumbersome and tedious to arrange the books. The management of Margaret Thatcher library is proposing an integrated library management information system that will assist students in both locating the books and accessing online learning materials. The proposed library management system contains different packages and modules such as cataloguing, acquisition and circulation. With the enhancement of information systems and information technology in business processes, this project will be a great boost to the university library. The implementation of the system will improve the book management process. This is a good system for the library. Such systems are needed for effective business process management.
Grant, R. M., & Baden‐Fuller, C. (2004). A knowledge accessing theory of strategic alliances. Journal of Management Studies, 41(1), 61-84.
Grant, B. (2002). Justifying gifted education: A critique of needs claims and a proposal. Journal for the Education of the Gifted, 25(4), 359-374.
Choy, D. M. (2000). Integrated library system. Washington, DC: U.S. Patent and Trademark Office.
Downs, E., Gruse, G. G., Hurtado, M. M., Lehman, C. T., Milsted, K. L., & Lotspiech, J. B. (2001). U.S. Patent No. 6,226,618. Washington, DC: U.S. Patent and Trademark Office.
Westney, L. (2006). Conspicuous by their absence: Academic librarians in the engaged
