Library Management System Using Access

For my project in IT419 Database Management System, I created the Library Management System software. The software is implemented using Microsoft Access 2007 with Visual Basic for Application for its User Interface and automation. This software can be used in a small school library. With a slight modification, it can also be used in a book borrowing store. In my project, I’ve chosen the University Library of UP Diliman to be my fictitious software client mainly because of its nice logo which fits nicely on my user interface design.

A. THE MAIN FORM

The first form that will display when using this program is the Main Form. From here, the user can select 7 menus:

• Login - allows the user to access the program
• Search - allows user to search for library items
• Check-in - allows user to return borrowed Library items
• Check-out - allows user to borrow Library items
• Patron - allows user to view his/her personal records
• Administration - allows user (the librarian) to add, edit, and delete Library items and user accounts
• Reports – allows user (the librarian) to view the different Library reports.

B. THE LOGIN SYSTEM

Using the login menu, the user can access features of the software by providing username and password. The user can access the software as either a Librarian or as a Patron.

• Librarian - unlimited access to all features of the program
• Patron – can access only the Search and Patron menu

PROGRAM MODES

The program operates in 3 modes:

• ANONYMOUS MODE – This mode is activated during startup when users are not yet logged in.
• PATRON MODE – This mode is activated when a Library patron is logged in.
• LIBRARIAN MODE – This mode is activated when a Librarian is logged in.

C. SEARCH SYSTEM

In this menu, the user can search for a particular library item based on selected search criteria and search text:

The search results will display every item that matched the search text. It also allows you to view the specific details of the library item by clicking on the corresponding details button.

When the Details button is clicked, the Library Item Details Form will show, displaying the particular item’s details.

D. BOOK BORROWING SYSTEM

CHECK-IN FORM

This form is accessible only by a Librarian account and is used when patrons return the borrowed books. The returned item’s ID and copy number can be selected and any fines incurred will be automatically calculated by the software.

CHECK-OUT FORM

This form is accessible only by a Librarian account and is used when patrons borrow books. In order for the Library Item to be borrowed, the borrower’s name and borrowed item’s ID and index number are specified. The Due date is automatically calculated by the software based on the Circulation Type of the borrowed item.

E. ADMINISTRATION SYSTEM

LIBRARY USER MANAGEMENT FORM

This form is accessible only by a Librarian account. In this form, the librarian can add, edit, and delete librarian accounts and librarian groups. The librarian can also add, edit and delete patron accounts and patron groups.

ITEM MANAGEMENT FORM

This form is accessible only by a Librarian account. In this form, the librarian can add, edit, and delete item author, publisher, series, status, subject, media, location and library items.

ACQUISTION FORM

This form is accessible only by a Librarian account. The form is used when a new item is acquired. Acquisition details of the item is inputted, such as the item’s cost, acquisition date, supplier, PO number and the name of the person who received the item.

CIRCULATION FORM

This form is accessible only by a Librarian account. The form is used to view the circulation records which allow the Librarian to modify or create new circulation records without the need to use the Check-in and Check-out Forms.

CIRCULATION TYPE FORM

This form is accessible only by a Librarian account. The librarian can add, edit or remove Circulation Types. The records specified here are used by the program when auto-calculating fines when returning items late.

F. REPORTING SYSTEM

THE REPORTS MENU

The reports menu is accessible only by the librarian and is used to view the different program reports.

DAILY FINES SUMMARY REPORT – displays the summary of fines received for the last 30 days.

LIST OF BORROWED ITEMS REPORT – displays the list of borrowed/unreturned library items.

TOP TEN MOST BORROWED ITEMS REPORT – displays the top ten most borrowed library items.

LIST OF LIBRARY ITEMS BY LOCATION – displays the list of library items grouped by location.

LIST OF PATRONS BY GROUP – displays the list of patrons by group.

LIST OF LIBRARIANS BY GROUP – displays the list of librarians by group.

THE PATRON MENU

The patron menu is accessible only by the patrons and is used to view the Patron Record and Circulation History.

THE PATRON RECORD FORM– Used to display the currently logged on patron’s record details.

THE CIRCULATION HISTORY FORM – Used to display the currently logged on patron’s circulation history.