Contents

SECTION A.................................................................................................................. 2
SELECTION, INVESTIGATION AND ANALYSIS................................................................2
STATEMENT OF THE PROBLEM................................................................................3
RESEARCH INSTRUMENTS.......................................................................................... 4
b. INTERVIEW: For Library Assistant..........................................................................6
REQUIREMENT SPECIFICATION................................................................................... 7
AIMS AND OBJECTIVES............................................................................................ 9
SECTION B: DESIGN.................................................................................................. 10
ALTERNATIVE SOLUTIONS......................................................................................... 10
INPUT DESIGNS......................................................................................................... 13
DATA CAPTURE FORMS.......................................................................................... 13
DATA STRUCTURES/FILE DESIGN............................................................................... 15
FILE RELATIONSHIPS............................................................................................. 17
OUTPUT DESIGN....................................................................................................... 19
TEST STRATEGY.................................................................................................... 21
SECTION C: SOFTWARE DEVELOPMENT....................................................................25
PROGRAM LISTINGS.............................................................................................. 37
USER DOCUMENTATION............................................................................................ 39
SECTION D: TESTING AND EVALUATION.................................................................44
EVALUATION OF THE SYSTEM................................................................................ 49

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SECTION A
SELECTION, INVESTIGATION AND ANALYSIS

DEFINE A PROBLEM
STATEMENT
OF
THE
PROBLEM:
HARTZELL HIGH LIBRARY SYSTEM
BACKGROUND INFORMATION
Hartzell Library was established in 1956 by Bishop Hartzell. When it was established
only few people had the privilege of going to school. It was easier to manage with a few
people. However, as the years progressed it saw the increase in the number of students
going to school. The library had to be extended to accommodate more students. With
only two sections, that is, the extension side for seniors and general section for juniors it
is able to capacitate over 900 students who access the library on a daily basis. With
only three library assistants who make shifts of monitoring the borrowing of books, it is
very difficult to handle the library operations. Borrowing hours are after break on
Wednesdays and Fridays, after lunch on Mondays, Tuesdays and Thursdays. The
system is very slow and it takes approximately five to seven minutes serving a student
plus recording is done manually. This is rather time consuming and laborious to the
assistants as it is repetitive. There is also overcrowding at the counter (this is where
books are borrowed) which results in high theft rates of books. The library receives its
books through donations from well-wishers. It is expensive purchasing the stationery to
be used in recording and the records are too many they can be lost or altered. The
recording of information is done in an A4 counter book. Data is susceptible to
alterations.

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STATEMENT OF THE PROBLEM

The manual system has many drawbacks and these include:

System is slow- it takes approximately 5-7 minutes to serve each student and
this is done manually by one person
High theft rates this is due to the overcrowding of students at the counter when
borrowing books hence they take books without being noticed
The system is labor intensive recording of borrowed books is done manually by
the assistant on duty, this is tiresome as the students borrowing books are too
many
There is no backup storage of files so if the files are lost they cannot be retrieved
some records were stolen last year and were never recovered
Time consuming- when recording the books borrowed and returned to and from
the library using the manual system, it takes about two hours to clear books that
have been returned. This reduces time to focus on other activities like mending
or gluing torn books
Some records have been misplaced and some lost as a result of lots of papers
used in the system
The use of papers and shelves to keep students records consumes a lot of
space
Records of transactions (borrowing and returning of books) are affected by wear
and tear
Records becomes untidy by continuous flipping of pages with books records
The librarians may record wrong student details when books are being borrowed
due to tiredness and this causes confusion
Minimum security levels during break and lunch times a student is left in charge
of the library to monitor those borrowing books. The records can be altered thus
increasing the theft levels
Mix up of records as many students borrow different books everyday
Usage of more and expensive resources e.g. paper which is used for their
everyday operations.

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RESEARCH INSTRUMENTS
The suitable research instruments I used include Questionnaires
and Interviews
a. QUESTIONNAIRE: To the Library Assistants
1. How long has been the system in use?
2. Are there any challenges the system is facing? Yes No
3. Outline the problems currently being faced, if any, within the
current system?

..
4. Currently what are security measures on your data?

5. Briefly comment on the current system in use

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4 | Page

6. Use ticks to answer this question

V.Good Good
System effiency
Rate of
processing
Reliability
Security of
personal data
Hours
of
service
Time taken to
process
personal details
Information
retrieval
Customer care

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Fair

Poor

N/A

b. INTERVIEW: For Library Assistant

1. How long have you been using the system?
2. How long does it take to serve a student?
3. How does the system process the data?
4. Is your currently system user friendly?
5. How is data obtained from the system?
6. Do you have back up right now?
7. What problems are you facing now?
8. Is the current system secure?
9. What is the rate of book loss?
10. How often do you purchase stationery?
11. How do the users react to the system?
12. Which form of security measures do you offer on the various confidential information
of the students?
13. Is the system really fast?
14. How many books are borrowed by each student?
15. How is an overdue book dealt with?

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REQUIREMENT SPECIFICATION
1. USER REQUIREMENTS
The users of Hartzell High Library want an error free system, a system that is fast in
serving students and can quickly retrieve and process data within a short period of time.
The system should be able to sort student records in either ascending or descending
order, to easily search needed records and display them instantly on the screen and to
automatically produce ad hoc reports of students details. They requested a system
which is able to add a record when a new student joins the school or changes classes.
It should also be able to delete the records of students who have transferred, passed
on or have been expelled. Since the new system to be implemented will be mainly
based on softcopy, the assistants for the librarian requested for a system that can
produce hardcopy of the data so as to keep records for backup purposes. These hard
copies are sent to the rightful beneficiaries of the system usually in the form of reports
or queries for example the School Administration in collaboration with School
Development Committee (SDC) so as to know the number of books that need replacing,
the clerks need this information so as to charge the accurate fees to be paid by
students. The system must be user friendly and offer online help so as to enable
users to be able to view and access user documentation in case of trouble shooting.
The system must be able to quickly edit, save, view student records as well as
minimize data duplication. The new system requested for must be able to create user
accounts with different access levels. The new system should be password protected
to minimize unauthorized access to data. The librarian requested for a system that is
able to validate and verify input and keep up to date data.

2. SOFTWARE REQUIREMENTS
Microsoft Visual Basic 6.0: This is used to create the Interface of the system
and Microsoft Visual Basic Tool called the Package and Development Wizard is
also needed, so as to create the Setup of the system, for installation on different
computer systems. It will also be used in modifying the program in the future
Microsoft Access 2003/2007: This Database Management System is used for
creating the database files which will be used to store data. Microsoft office
Access is used as the backend to the Visual Basic Program.
Microsoft Word 2007: This is used for documenting the system, that is, for
creating the user and the technical documentation of the system.
Windows 7 Operating System: this will act as the background on which the
application packages run and to even manage the Visual Basic program. It will
be responsible for scheduling of tasks.

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3. HARDWARE REQUIREMENTS
INPUT DEVICES
Keyboard: This will be used for entering data in the fields of different files of the
system through typing. It is also used for the purpose of amending data i.e. add
in the library system as well as entering instructions in Visual Basic.
Mouse: This is required for the purpose of item selection i.e. selecting the files to
view through clicking thus allowing certain actions to be performed and also to
input data and instructions
OUTPUT DEVICES

LaserJet Printer: This is required for printing hardcopy documents like reports
and queries. A fast printing device is needed which also makes less noise and
prints many pages per minute

Monitor (Visual Display Unit): This will be used for displaying forms, records
and reports on the computer screen for editing and during data entry. It also
displays error messages and online help for the users.

STORAGE DEVICES

Hard Disk: Used to store system files and data. At least 500 GB hard disk is
needed. It is also used for creating backups for data, storing communication and
applications software, storing of the operating system from which the computer
will boot.

Compact Disk (CD) or Digital Versatile Disk (DVD): These will be used for
creating backups of the system files and data for recovery purposes in case of
accidental loss of data. They are also used for transferring data from one
computer to another, creating backup storage for programs and data, Booting the
computer when loading the operating system or restoring damaged system files
(system repair).

PROCESSOR:
An INTEL (R) Celeron (R) CPU 1005M @ 1.90 GHzis needed for fast processing of
records, searching records in the system and sorting the records in order.
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AIMS AND OBJECTIVES

Aims of the new System

The system must be user-friendly and easy to use. This will allow the school not
to incur large costs of training its workforce over the new system which would
have been implemented.

The new system should have security measures to prohibit people from gaining
unauthorized information and to modify records or delete records they are not
supposed to access.

System must be able to create backups of data that will be used for recovery in
case of accidental loss

To create a system that is accurate in terms of performing calculations

Able to support large volumes of data

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To create a system which can be easily updated

OBJECTIVES
The system should be able to:

Add new records of new students.

Delete unwanted records from the system, that is, records of deceased, expelled
or transferred students

Search records and display the result in less than 3 seconds.

Create queries and reports of every file on demand.

Cancel an operation as this enables the user to do what he or she feels most
prominent to do with the data

Navigate through the system records smartly i.e. by moving to the Next,
Previous, First and Last Records

Provide an online help interface for each and every form/file so as to assist users
if they may not be able to operate the system, suppose if they are still new at the
use of the new system.

Display error messages when invalid data is entered

Store data permanently through use of hard disks

Improve the speed of accessing all files and their records by searching using a
criteria

Generate reports and queries of all the data held in the system

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Validate all input data to ensure that it is correct, accurate for example presence
check, format check, range check

EVIDENCE THAT THE RESEARCH HAS BEEN CARRIED OUT

Having visited Hartzell Library more than three times, my researches were made basing
on Questionnaires and Interviews. The Researches were very successful and the
results are also stamped and are at the Appendix
..

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SECTION B: DESIGN
ALTERNATIVE SOLUTIONS
ALTERNATIVE 1: USING AN OFF- THE SHELF PACKAGE (MS ACCESS)
1. This refers to buying generalised software from software vendors. Generalised
(generic) software refers to application programs designed for use in a number of
organizations without problems. It has the following benefits and drawbacks:
Advantages

Cheaper than custom written (tailor made) packages.

They are immediately available in shops.

They are tried and tested and therefore are free from errors.

Documentation is always provided in form of manuals, user guides and tutorials

that may be in soft or hardcopy.

Training courses can be available from other end-users.

Technical support is always available from other users and from the internet.

Other users of the package can be consulted before purchasing or when a

problem occurs.

Upgrades are always available every year or two.

Disadvantages

May not meet the individual needs of an organisation.

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May not run on the organisations hardware.

May not interface with other software already in use in the organisation.

Organisations purchasing them have little or no control over their usage.

Organisations purchasing them have no right to modify them.

Have no competitive advantage over the competitors as they can also buy the
package

The software is licensed which becomes a problem when switching machines

ALTERNATIVE 2: IMPROVING EXISTING SYSTEM

2. Hartzell High Library can improve its system by employing more library assistants,
purchasing more stationery. This current system has the following advantages and
disadvantages:
Advantages

The system is not affected by power cuts

The records are free from viruses

The assistants health is spared from problems like screen glare caused by
computers

Stationery is locally available plus is much cheaper since it doesnt need

upgrading

Skilled people may not be needed but only those who can read and write

There is no need to retrain workers thus reduces expenses

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There is reduced workload on the workers as the number of assistants has

increased

Students are served faster thus efficiency is improved

Books theft is reduced as the assistants have increased thus greater security

Increased physical security as locks were recently put on the library doors

Disadvantages
Duplication of data is rampant resulting in mixing up of data and data
inconsistencies
Data is not secure anyone can view students personal data
Records can be misplaced
The system can be affected by external effects like rain, mice
Slow in servicing students approximately 5 minutes are taken to serve a student
Deterioration of pages through flipping thus loss of data (wear and tear)

JUSTIFIED CHOICE
TAILOR MADE SOFTWARE

Bespoke software is the type of solution to implement to solve problems associated with
Hartzell High Library System. The software will be built using VISUAL BASIC 6.0 and
Microsoft Access. VISUAL BASIC 6.0 will be used to create the interface and Microsoft
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Access will be used as the backhand, where the database is going to be created. This is
due to the numerous benefits it has over other software . Tailor-made software are
programs specifically designed to meet the needs of only one organization, in this case,
Hartzell High School. The organisation would employ or hire an analyst / programmer
who will first assesses the needs of the organisation before designing a program that
will solve the problems of the organisation.
Advantages:
Visual basic is problem oriented which reduces time taken to know the features
of the package.
Visual basic is easy to use and to debug.
Visual basic has a popular RAD (Rapid Application Development) tool because it
allows developers to drag-and-drop objects in developing program
The programmers can come and make changes on the system when needed
whereas for an Off-The-Shelf Package, you have to know a specific person to
ask on the problems of the system.
Visual Basic will directly satisfy the problems of Hartzell Library as the system is
created basing on the current problems which the Library is facing and
satisfactory results are produced.
This chosen choice allows upgrading to be done, hence in this process modern
technology will be implemented in the system, and this makes the system to be
always modernized and to move with the pace of time.
VB provides a comprehensive interactive and context-sensitive online help
system, whilst other Software do not support this facility
The structure of the Basic programming language is very simple, particularly as
to the executable code, whilst on an Off-The-Shelf packages you will not be even
able to identify the type of programming language which was used and at times
the codes used may be unexecutable and hence by not knowing the
programming language used, this will make it very hard to debug and correct the
error.

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 There are no costs such as System renting costs, as compared to some other
alternative.

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INPUT DESIGNS
DATA CAPTURE FORMS

STUDENT FILE
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HARTZELL HIGH LIBRARY

SAVE
NAME
DELETE
SURNAME

ADD

CLASS

PRINT

CANCEL
STDID
SEARCH
GENDER
PREVIO
NEXT

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FIRST
RECOR
D

LAST
RECOR
D

CLOSE

EXIT

EDIT

BOOK FILE

HARTZELL HIGH LIBRARY

NAME

ADD

BOOK CODE

NEXT

BOOK TYPE

PREVIOUS

AUTHOR

SEARCH
EDIT

QUANTITY

CANCEL

STATUS

DELETE

REORDER
LEVEL

FIRST
RECORD
CLOSE

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SAVE

LAST
EXIT

DATA STRUCTURES/FILE DESIGN

Hartzell High Library system is made up of files namely: Student File (for the student
details), Books File (for the books available in the system and their genres), Supplier
File (suppliers of books) and Borrowing File (for the students who have borrowed
books).
DATA DICTIONARIES
Student File
FIELD
NAME
Student
Name

DATA TYPE

SIZE

VALIDATION

EXAMPLE

Text

20

Nyasha

Student
Surname
Class

Text

25

Text

Student ID

Text

Gender

Text

Must contain
name
of
student only
Must contain
surname only
Must contain
alphanumeric
characters
only
Must contain
alphanumeric
characters
only
Must contain
one
character
only

Kuwengwa
U6Scie

St009

BORROWING FILE
FIELD NAME
Name

DATA TYPE
Text

SIZE
20

Borrower ID

Text

Date borrowed Date/Time

Date of return

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Date/Time

VALIDATION
Must contain
text only
Must
contain
text only
Must contain 8
characters only
Must
contain

EXAMPLE
Bhaugeerutty
B006
12/06/15
04/07/15

characters only

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BOOKS FILE
FIELD NAME
Name

DATA TYPE
Text

SIZE
25

Book Code

Number

Book Type

Text

15

Author

Text

25

Quantity
In Number
Stock
Reorder Level Number

Status

Text

DATA TYPE
Text

SIZE
4

VALIDATION
Must
contain
text only
Must
only
contain
numbers
Must
contain
text only
Must
contain
text only
Must
contain
numbers only
Must contain
numbers only
Must contain
text only

EXAMPLE
Understanding
Computing
66895

VALIDATION
Must
contain
alphanumeric
characters only
Must
contain
text only
Must
contain
three
digit
number
Must contain 8
characters only
Must
contain
numbers only
Must contain 3
characters only

EXAMPLE
S009

Thriller
Bhaugeerutty
123
23
Borrowed

SUPPLIER FILE
FIELD NAME
Supplier Code

Supplier Name Text

20

Quantity

Number

Date of Supply Date/Time

Phone
Number
Cost

Text

15

Currency

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Rutendo
Makuyana
150

12/08/15
027564445643
$200

FILE RELATIONSHIPS

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Overall Plan HARTZELL HIGH LIBRARY SYSTEM WELCOME FORM

Login Form

Main Menu

Forms

Admin Tools

Report
s
BOOKS

Exit

HELP

CALENDER
Back To Menu

Queries

Back To Menu
BORROWING

BOOKS

BOOKS

BORROWING

BORROWING

STUDENTS
STUDENTS

SUPPLIERS

Back To Menu

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Back To Menu

SUPPLIERS

USER ACCOUNTS

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OUTPUT DESIGN
Hartzell High Library has data which can be output in form of Screen Displays. Other
forms output such as video, text, lighting could have been used, but Screen Displays
are most appropriate as they have on screen commands. These screen displays are
mostly Forms and these forms have Queries and Reports which are also a form of
output.

Below are some of the forms which can be Output by the library system:

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Below is a sample Query which can be output by the Library System: Books Query
which shows all the books available in the library

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INTERFACE DESIGN
Hartzell High Librarys interface can be viewed in the user documentation on page

TEST STRATEGY
BLACK- BOX (FUNCTIONAL) TESTING
This testing methodology looks at what are the available inputs for Hartzell High Library
and what the expected outputs are that should result from each input. It is not
concerned with the inner workings of the Library System. Black box testing is the testing
of every module of the program for functionality. The black box is concerned with
wanting to see if the program is producing expected output without much concern of the
internal structure.

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It have plenty advantages as compared to white box. This type of testing will allow me to
discover errors in the system that may be invisible to me because of my knowledge as
to how the system was programmed. The personnel doing this testing will not be aware
of the coding of the software or how it goes around a problem. This method eliminates
bias in the testing. The values to be tested should include typical values, borderline
values and values which are not acceptable. The reasons for use of Black Box testing
are that the program is tested according to its specifications and different values are
entered for variables to see if accurate results are output. The advantages are as
follows:
Advantages of Black box

Black box testing does not require knowledge of the code as needed to perform
white box testing, so any one can perform the testing to see if the system is
working, this will save time since there is time limit.

Black box testing tests the functionality of the system not the structure of the
system

Ease to use - Because the testers do not have to concern themselves with the
inner workings of an application, it is easier to create test cases by simply
working through the application, as would an end user.

Quicker test case development - because the tester is only concerned with the
GUI, they do not need to spend time identifying all of the internal paths that may
be involved in a specific process; they need only concern themselves with the
various paths through the GUI that a user may take.

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Simplicity- Where large, highly complex applications or systems exist black-box

testing offers a means of simplifying the testing process by focusing on valid and
invalid inputs and ensuring the correct outputs are received.

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TESTING FOR NORMAL DATA

FORM/FILE/TABLE

TEST FIELD

TEST DATA

Borrowing

Name
BorrowerID
Date Borrowed
DateofReturn
Name
Book Code
Book Type
Author
QuantityinStock
Reorder Level
Status
Name
Surname
Class
StdID
Gender
Code
Name

Paida Mudehwe
B001
12/05/2015
3/15/2015
Adiwa Sigauke
54312
Romance
Patricia Holdings
56
23
Available
Nyasha
Kuwengwa
U6Scie
St003
F
S005
Rutendo
Makuyana
150
12/03/2015
0775655341
$250

Books

Student

Supplier

Quantity
DateofSupply
Phone Number
Cost

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EXPECTED
RESULTS
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted
Accepted

32 | P a g e

TEST FOR ABNORMAL DATA

FORM/FILE/TABLE

TEST FIELD

TEST DATA

Supplier

Name
Code
Quantity
DateofSupply
Phone Number
Cost
Name
Surname
Class
Gender
Name
Book Code
Book Type
Author
QuantityinStock
Reorder Level
Status
Name
BorrowerID
Date Borrowed
Date Of Return

342567
Nyasha
A123
2015/13/02
07756554321
cash
009
Kuwe66tya
Sciences
Female
009
St008
23456
23456
A123
Q123
Ava
Nata88
b0098
2015/05/23
2015/06/12

Student

Books

Borrowing

EXPECTED
RESULTS
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected

TEST FOR EXTREME DATA

FORM/FILE/TABLE

TEST FIELD

TEST DATA

Books

Book Code
Name

Student

Name

Supplier

Stdid
Date of Supply

54312
Maranatha
Mujomboza
Maranatha
Mujomboza
St005
20/05/2015

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EXPECTED
RESULTS
Accepted
Accepted
Accepted
Accepted
Accepted

Name
Name

Borrowing

BorrowerID
Date Borrowed

Rutendo Makuyana
Maranatha
Mujomboza
B009
20/04/2015

SECTION C: SOFTWARE DEVELOPMENT

TECHNICAL DOCUMENTATION
ALGORITHMS
A. PSEUDO CODES
Log in

Start
Enter User Name and Password
If User name and Password = Correct Then
Display Hartzell High Library System Main Menu
Else If Password = correct and User name = incorrect Then
Display Message Box Incorrect password, try again!
Else If Password = incorrect and User name = Correct Then
Display Message Box Password incorrect Try Again
Password = Incorrect and User name = Incorrect Then

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Accepted
Accepted
Accepted
Accepted

Display Message Box Invalid Password and User Name

Else Message Box You have used all your 3 tries Sorry the system will now terminate
EndIf
EndIf
EndIf
EndIf
End

Main menu
Start
Open System Menu
Select case
Case of Option_1
Display Books Form
Case of Option_2
Display Students Form
Case of Option_3

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Display Reports
Case of Option_4
Display Admin Tools
Case of Option_5
Display Help Menu
Case of option_6
Display Reports menu
Case of Option_7
Display Queries Menu
Case of Option_7
If account = Admin Then
Display Administrator
EndIf
End Case
Close System Menu
End
Student Form

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Start
Open Student Form
If adding a new student then
Select Add
Input Student Name
Input Surname
Input ID Number
Input Student Class
Input Gender
ElseIf Deleting a Student from the Database Then
Select Delete
ElseIf Saving changes or new student Then
Select Save
ElseIf printing a student Record Then
Select Print
ElseIf Cancelling an operation Then
Select Cancel

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ElseIf Searching a student Then

Select Search
ElseIf wanting the first student record Then
Select I<
ElseIf wanting the last student record then
Select >I
ElseIf wanting the next student Record Then
Select >
ElseIf wanting the previous student record Then
Select <
EndIf
Close Student Form
End

Search:
Start
Enter search index

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Search for index

If Found = True Then
Display Record
Else
Display Record Not Found!
End If
End
Borrowers Form
Start
Open Borrowers Form
If Adding a new borrower Then
Select Add
Input Borrower Name
Input Borrower ID
Input Date Borrowed
Input DateofReturn
ElseIf Deleting a Borrower from the Database Then

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Select Delete
ElseIf Saving changes or new borrower Then
Select Save
ElseIf printing a borrower Record Then
Select Print
ElseIf Cancelling an operation Then
Select Cancel
ElseIf Searching a borrower Then
Select Search
ElseIf wanting the first borrower record Then
Select I<
ElseIf wanting the last borrower record then
Select >I
ElseIf wanting the next borrower Record Then
Select >
ElseIf wanting the previous borrower record Then
Select <

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EndIf
Close Borrower Form
End

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b. SYSTEM FLOWCHARTS FOR MODULES

The following table shows the flowchart symbols and their corresponding meaning
which will be used
SYMBOL

MEANING
TERMINATOR
PROCESS
DISPLAY
INPUT
DECISION TO BE EXECUTED
STORAGE
DATA FLOW

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LOG IN
Start

Enter User Name and

Password

ARE DETAILS
CORRECT

Yes

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No

System
Menu

Invalid user name or

password! Please try
again.

Are tries < 3 Yes

Stop

NO

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MAIN MENU
Start

System Menu

NO
Is it borrowers
Menu?

Yes

Borrowers
Menu

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NO

Yes

Is it Reports Menu?

NO

Yes

Is it Queries Menu?

Reports
Menu

Queries
Menu

Yes
NO
Is it Help Menu?

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Help
Menu

Yes
Is it Administrator`s
Menu?

NO

Administrator

Stop

STUDENTS FORM
Start

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Select From
Options

NO
Add

Delete
NO

YES

A blank form

NO
Save

YES

YES
YES

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Delete
current
record

NO

PRINT Print

Save new
record
Cancel

YES

Print
current
record

Cancel last
operation

Stop

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BORROWERS FORM
Start

Select From
Options

NO
Add

Delete

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NO

YES

A blank form

NO
Save

YES

YES
YES
NO

PRINT

Save new
record
Cancel

YES

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Print
current
record

Delete
current
record

Cancel last
operation

Stop

BOOKS FORM

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Start

Select From
Options

NO
Add

Delete
NO

YES

A blank form

NO
Save

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YES

YES
YES
NO

PRINT Print

Save new
record
Cancel

YES

Print
current
record

Cancel last
operation

Stop

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Delete
current
record

ADD RECORD
Start

Main Menu

Select Sub
Module

Select
Add

Blank Form

Add
Record

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Stop

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LOGOUT

Start

Select System
Exit

Are You
Serious?

Exit System

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Stop

NO

Return to
System
YES

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Print Record

Start

Main Menu

Select Sub
Module

Select Record
to be printed

Stop

Select
Delete

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PROGRAM LISTINGS
LOGIN FORM
Private Sub cmdOK_Click()
'check for correct password
'clicking the Ok button opens the Main Menu Form
If (cboUserName.Text = "Administrator" And txtPassword.Text = "NATASHA") Or
(cboUserName.Text = "USER 1" And txtPassword.Text = "NYASHA") Or
(cboUserName.Text = "User2" And txtPassword.Text = "ASHLEE") Then
'check password validity for each user
'place code to here to pass the
'success to the calling sub
'setting a global var is the easiest

LoginSucceeded = True
Me.Hide
frmMainMenu.Show
Else
Beep

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MsgBox "Invalid Password, try again!", vbCritical, "Error" + " " + "Login"
'Message to inform user of the wrong password entered
txtPassword.Text = Empty
txtPassword.SetFocus 'check for correct password
End If
End Sub

Private Sub cmdAdd_Click()

'Code to add a record in a file that is Borrowing form.

Me.BorrowingAdodc1.Recordset.AddNew
frmBorrowing.cmdAdd.Enabled = False 'this is for enabling or disabling buttons.
frmBorrowing.cmdDelete.Enabled = False
frmBorrowing.cmdFirstRecord.Enabled = False
frmBorrowing.cmdLastRecord.Enabled = False
frmBorrowing.cmdEdit.Enabled = False
frmBorrowing.cmdNext.Enabled = False
frmBorrowing.cmdPrevious.Enabled = False

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frmBorrowing.cmdPrint.Enabled = False
frmBorrowing.cmdSearch.Enabled = False

frmBorrowing.txtBorrower.Enabled = True 'this is set to all textboxes.

frmBorrowing.txtBorrowerID.Text = ""

'this is when textboxes are initialised.

'frmBooks.txtBorrowerID.Enabled = True
'frmBooks.txtBorrowerID.Text = ""
'frmBooks.txtNameofBorrower.Enabled = True
'frmBooks.txtNameofBorrower.Text = ""
'frmBooks.txtDateBorrowed.Enabled = True
'frmBooks.txtDateBorrowed.Text = ""
'frmBooks.txtDateofReturn.Enabled = True
'frmBooks.txtDateofReturn.Text = ""
End Sub
Private Sub cmdCancel_Click() 'to cancel the current record operation.
answer = MsgBox("Are you sure you want cancel editing the record?", vbYesNo)

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If answer = vbYes Then

Unload Me
frmBorrowing.Show
Else
MsgBox ("Edit resumed")
End If

End Sub
Private Sub cmdClose_Click()
Me.Hide
frmMainMenu.Show
End Sub

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'to close the Borrowing Form.

USER DOCUMENTATION
INSTALLATION
To install the Hartzell High Library System,
-

Insert the CD in the CD ROM Drive

Open CD Drive

And select the option and open it (double click)

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Click OK to continue with the system setup and wait patiently until the setup has
been finished.

After the alert message indicating the finish of the setup (By then the software
would have been installed on your computer), then move to the computer start
menu, in order to run the system.

Running The System

-

Click on the start button of the computer.

Click on the Hartzell High Library system icon as shown below:

The start button

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A Splash form will be displayed as shown below. Press any key to continue

WELCOME FORM IS DISPLAYED WHICH ALLOWS USER TO LOGIN OR EXIT THE

SYSTEM

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Type the username and password:

If Username = Administrator Then Password = NATASHA

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If Username = USER1 Then Password = NYASHA.

If Username = USER2 Then Password = ASHLEE
After entering these details, click the OK button
MAIN MENU FORM IS SHOWN, WHICH SHOWS ALL THE FORMS, QUERIES,
REPORTS IN THE SYSTEM

The Menu Bar on the Main Menu Form also has some buttons contained on it, and
these are: Accounts which contains the three Login accounts of the system,
Tools which has various utilities which can be used by the systems user e.g. Help
(which is the Online Help Form interface of the System), Calendar
A HELP FORM CAN BE SHOWN

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NAVIGATION OF SYSTEM

Any form in the system has some navigation buttons as shown by the sample below:

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For record navigation, the button:

View First Record is used to go to the first record.

Previous Record is used to move to the previous record.
Next Record is used to move to the next record.
View Last Record is used to navigate to the last record.
Add Records is used to add new records.
Search is used to find a specific record.
Delete record is used to delete a record,
Print is used to produce hardcopy form of the record,
Edit is used to alter contents of a record,
Save to save to the database record updates
Cancel to cancel any unsaved operation.

SECTION D: TESTING AND EVALUATION

USER TESTING
TESTING FOR STANDARD DATA

VALID NAME IN
THE CORRECT
FORMAT, IT IS
ACCEPTED

VALID
GENDER
ACCEPTED

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VALID
FORMAT
NAME,
ACCEPTED
BY SYSTEM

VALID DATE
FORMAT
ACCEPTED
BY SYSTEM

TESTING FOR ABNORMAL DATA

A NUMBER IS
INVALID ON
KEYPRESS

NUMBERS ARE
INVALID,
INCORRECT
FORMAT
INCORRECT RANGE
FOR BORROWER
CODE, ERROR IS
GENERATED
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ERROR
MESSAGE IS
SHOWN IF
FIELD IS LEFT
BLANK

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IF NUMBER IS
ENTERED
ERROR
MESSAGE IS
SHOWN

ERROR
MESSAGEVALID
CHARACTERS ARE
A-Z

ERROR
MESSAGE IS
SHOWN

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INCORRECT
DATA TYPE
INPUT

FIELD MUST NOT BE

EMPTY ELSE ERROR
MESSAGE IS SHOWN

ERRROR MESSAGE

FIELD MUST
NOT BE BLANK
ELSE ERROR
MESSAGE IS
SHOWN

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TESTING FOR EXTREME DATA

Valid
data
entered

EVALUATION OF THE SYSTEM

After the successful development of Hartzell High Library System, it has several
benefits as compared to the previous weaknesses and constraints now.
Achievements:

Deletion of unnecessary records is now possible.

The system can now add records

Editing of records can now be done manually, without having to scribble over
Data Cards, hence smart record keeping is also enhanced.

Printing of hardcopy information can now be done by the system

Queries and reports can now be generated and record retrieval is now fast, thus
long queues are foregone

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Sorting of records in a particular order, either ascending or descending is now

possible.

System navigation is also possible and search options

Data security has been greatly improved as individual records of members and
beneficiaries are kept separately and there is no mix up of records.
The new system is very user friendly as it has various options which promote
human-to-computer interaction to be mutual. These features are and online help
Form, a list of the companys sponsors and partners. This is far much exciting as
compared to the previous.

Limitations:As part of the Aims and Objectives, I could not achieve some of the things as planned
due to factors such as time.
The Multi-User interface is only accessible to two users (Clerk and Manager).
Costs can still be incurred by the New System, such as purchasing of Paper for
printing.
As a student with more than a single subject for my A level combination; time
was not sufficient as I also had to meet some obligations pertaining to those
subjects.
The entire project was also allocated a time space of one and a half years, the
schools holidays included hence it was insufficient.
Placing the proposed system into use at Library was practically impossible due to
several reasons among which was lack of funding
To a greater extent, the objectives of the system were met and this was a
success.
Opportunities for Further Developments:
This system can be improved greatly and be expanded also as time moves on:

Currently this system has 5 modules and it can be improved by increasing the modules
and hence producing, say 7 modules.The extension modules can be Overdue,
Borrower,Outdated Books so as to be able to keep track of the files in the Library
System

The system has to automatically calculate the overdue payment fee if a Borrower
extends the borrowing period

The system should be able calculate queries for suppliers

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The system must be accessible to more than Three Users.

The system should be able to remove outdated books from the system

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