lms vision document

Public High School Library Book Circulation and Inventory System

June 10, 2015

VisionPublic High School Library


Vision

Version 1.2

Page | 1


June 10, 2015


Revision HistoryDate Versio

nDescription Author

25 May 2015 1.0 First draft30 May 2015 1.1 First draft_semi complete10 June 2015 1.2 First complete draft

Page | 2


June 10, 2015


Table of Contents

1. Introduction 51.1 Purpose 51.2 Scope 61.3 Definitions, Acronyms, and Abbreviations

61.4 References 71.5 Overview 7

2. Positioning 72.1 Business Opportunity 72.2 Problem Statement 82.3 Product Position Statement 9

3. Stakeholder and User Descriptions 10

3.1 Stakeholder Summary 103.2 User Summary 113.3 User environment

123.4 Stakeholder Profiles 12

3.4.1 MGM Store Manager 123.4.2 MGM Business Manager 133.4.3 MGM Software Architect

143.4.4 MGM Project Manager

143.5 User Profiles

153.5.1 MGM System End User

153.5.2 MGM System Administrator 16

Page | 3


June 10, 2015


3.6 Key Stakeholder/User Needs 163.7 Alternatives and Competition

173.7.1 Stay with the current system. 173.7.2 Buy an existing online securities trading service company. 17

4. Product Overview 17

4.1 Product Perspective 184.2 Summary of Capabilities

184.3 Assumptions and Dependencies 184.4 Cost and Pricing

184.5 Licensing and Installation

185. Product Features

186. Constraints

197. Quality Ranges 19

7.1 Reliability 19

7.2 Availability 19

7.3 Usability 19

7.4 Fault Tolerance 19

7.5 Supportability 20

7.6 Functionality 20

8. Precedence and Priority 20

8.1 High Priority 20

Page | 4


June 10, 2015


8.2 Medium Priority 20

8.3 Low Priority 20

9. Other Product Requirements 20

9.1 Applicable Standards 209.2 Environmental Requirements 209.3 Platform Requirements

209.4 System Requirements

209.5 Performance Requirements 21

10. Documentation Requirements 21

10.1 User Manual 2110.2 Online Help

2110.3 Installation Guides, Configuration, Read Me File

2110.4 Labeling and Packaging

2111. Appendix 1 - Feature Attributes

21

Page | 5


June 10, 2015


Public High School Library Book Circulation and Inventory System Project Vision

1. Introduction

The purpose of this document is to collect, analyze, and define high-level needs and features of the Generic High School Book Circulation and Inventory System. It focuses on the capabilities needed by the librarians and the patrons, and why these needs exist. The details of how the Generic High School Book Inventory System fulfills these needs are detailed in the use-case and supplementary specifications.Information is what is needed to make current and future decisions and are data that have been evaluated in the context of a specific problem situation. Most librarians would contend that it is the proper management of data and information that is one of the keys to a successfully managed operation. However, most decision makers are more often than not overwhelmed with the large amounts of data, but only limited supply of information. The value of information is directly related to the decisions of the superiors have to make.

A major decision making component in any organization is stock keeping and checking. It can be a real challenge for most businesses and may become a major problem especially if the inventories are long and in- and outflow is huge. Manual reports are time consuming and difficult to construct. Inadequacy, duplication, irrelevance and inefficiency are just few of the many problems with the current manually operated systems. List of files

Page | 6


June 10, 2015


and papers in these files are difficult to document and maintain, thus prone to risk of loss or damage, making the system inefficient. Automation is the obvious solution to make transactions faster and easier.

The introduction of the Vision document provides an overview of the entire document. It includes the purpose, scope, definitions, acronyms, abbreviations, references, and overview of this Vision document.

1.1 Purpose

The purpose of this document is to define the high level requirement of the Public High School Library Book Circulation and Inventory System. The objective of writing a Vision document for the Public High School Book Circulation and Inventory System is to enable agreement among librarian and developer. Another purpose of writing a vision document is to provide a common platform for agreement between the developers themselves.

1.2 Scope

This document records the vision for the Public High School Library Book Circulation and Inventory System. The purposes of this document are to: identify and agree on the problems faced by end users and the effects of those problems on productivity and efficiency, gather and describe customer requests for software features, propose a solution identify any constraints to the proposed solution, identify librarians and users, and also identify the software development team.

1.3 Definitions, Acronyms, and Abbreviations

This is a comprehensive list of all terms used in this vision document.

Acknowledgement – It refers to the signature of patrons.

Page | 7


June 10, 2015


Book Circulation – It refers to loaning, borrowing and returning of books.

Borrow- It refers to the transaction when the books is being borrowed and is not carried outside the library.

Database (DB) – an organized (structured) body of related information.

Inventory – a detailed list of books in the library that are in stock.

Inventory of Books – A detailed list of books which includes total numbers of returned books, total number of borrowed books, unit value of books, book description and remarks on the book condition.

Lend – It refers to the transaction when patrons carried the book outside the library.

User – a person who can interact with the software – can be a librarian or assistant library(library aide).

1.4 References[This subsection provides a complete list of all documents referenced elsewhere in the Vision document. Identify each document by title, report number if applicable, date, and publishing organization. Specify the sources from which the references can be obtained. This information may be provided by reference to an appendix or to another document.]

1.5 Overview

The following sections outline the software product in higher detail. The key features that will be implemented are also defined. The constraints that will be imposed upon the software and the quality ranges, in other words, the robustness, fault tolerance and usability of the software product amongst other things are also covered.

Page | 8


June 10, 2015


In the precedence and priority section, the comment will be the most important functionalities that the software product must have and the integrity of the sales system. In the following sections will discuss all other product requirements, such as, performance requirements, platform requirements and environmental requirements. Lastly, we will comment on the documentation requirements, such as, user manuals, online help & support, installation and packaging.

This document contains product positioning statements, an analysis of the system’s stakeholders, an analysis of the expected system users, and a list of features that the system should deliver. These features are derived from the input obtained from stakeholders.

2. Positioning

2.1 Business Opportunity

Currently, Public High School Library Book Circulation and Inventory System has a number of critical library objectives. The success of this project will enable Public High School Library to continue to give efficient and effective high quality services to its patrons.

Page | 9


June 10, 2015


2.2 Problem StatementThe problem of A manual inventory system that:

Is prone to errors (redundant items)

Is not up to date. Time consuming All information is not placed

separately Is very tedious especially in

accessioning of books Is very difficult to search for

book records. Requires a lot of paper work

affects Public High School Librarythe impact of which is Uncertainty in the circulation and

inventory of books. We need to replace the current manual book circulation and inventory system.

a successful solution would be

A flexible, cost effective book circulation and inventory system that can be easily configured and:

Provide the feature set demanded by our librarians.

Provide a reliable service that has no errors.

Reduce the operation and maintenance costs to no more than 10% of the current inventory system.

Generates Inventory of books automatically.

2.3 Product Position Statement

Page | 10


June 10, 2015


For Public High School Library Book Circulation and Inventory System

Who Needs to replace the manual Public High School Library Book Circulation and Inventory System because its time consuming, very tedious, information is not sorted properly, slow data processing, lot of paper work, difficult to maintain records, difficult to search for items/records, and difficult to create book inventory reports and waste material reports.

The Public High School Library Book Circulation and Inventory System

is a desktop application Book Circulation and Inventory System

That Provides automated book circulation and inventory system functionality demanded by librarians and patrons.

Unlike continuing with the current manual inventory system that is:

Prone to errors (redundant items) Not up to date. Time consuming All information is not placed

separately Very tedious Very difficult to search for

records and items Requires a lot of paper work Difficult to create book inventory

reports and waste material reports.

Our product will make the public libraries more efficient in public service by:

Page | 11


June 10, 2015


• Providing error free book circulation and inventory system that provides all of the most popular features requested by our patrons. • Allowing bug fixes and upgrades to be applied quickly and cheaply.• Reducing operating costs by using supported hardware and using standard maintenance contracts.

3. Stakeholder and User Descriptions

3.1 Stakeholder Summary

There are typically a large number of stakeholders to a project. Here we list the ones that have primary responsibilities and have the largest influence on the success of the project.

Name Represents RoleLibrarian This is a

stakeholder that is primary for leading the system development.

Plans, manages and allocates resources, shapes priorities, coordinates interactions with customers and users, and keeps the project team focused. Also establishes a set of practices that ensure the integrity and quality of project artifacts.

Public High School Library - End User

People who use the system.

Validate that the features offered by the system are adequate and responsive to the needs of the users.

3.2 User Summary

Name Description Stakeholder

Page | 12


June 10, 2015


End User- Head Item Encoder

A very knowledgeable end user, who is on the system very frequently and is aware of and makes use of advanced features.

Public High School Library Book Circulation and Inventory System- End User

End User-Naïve Infrequent end user of the system. This person needs guidance and might need to refer to online help for definitions and business consequences of book circulation and inventory actions.

Public High School Library Book Circulation and Inventory System - End User

Public High School Library – System Administrator

Does customization and setup activities on the system. Maintains up-to-date information and produces and analyzes operational reports of system performance.

Public High School Library Book Circulation and Inventory System - Project Manager

Public High School Library -System Support

Helps calling end user use the system correctly. Reports errors and develops operational fixes.

Public High School Library Book Circulation and Inventory System - Project Manager

Public High School Library - Developer

Part of the team that develops the system (software developer,

Public High School Library

Page | 13


June 10, 2015


tester, etc.) Book Circulation and Inventory System - Project Manager

3.3 User Environment

Most of the end users work alone. They have logged on to the Computer Terminal with the book circulation and inventory management system desktop application installed into it.

Except for the people who share an account, there is no interplay between the different end users. They are independent of each other.

It is expected that some of end users will be encoding at the same time. End user accesses the system through a standard computer terminal (network). They do not need to learn new user interface (UI) techniques of any type.

They access the system through windows platform.

3.4 Stakeholder Profiles 3.4.1 Public Secondary HS Inventory Management System – Librarian

Representative

Public High School Library

Description Manages the library operation. Type Is an expert-level user of the system.Responsibilities

Does the business analysis of the system for justification to the Mennen’s Gift Mart Business Manager. Achieves a definition of the system that can be built and delivered on time and within cost. Commits the marketing and sales resources to make money with the product.

Page | 14


June 10, 2015


Success Criteria

The product (system) is accepted and makes money, as evidenced by a continued trend of reductions in monthly loss of customers with a corresponding increasing trend in monthly profits.

Involvement Constantly reviews plans and development progress. Assesses how features are being supported.

Deliverables Participates during iteration assessment sessions and when project decisions are made.

Comments / Issues

Needs to perform it functions to highest standards.

3.4.2 Public Secondary HS Inventory Management System – Supply Officer

Representative

The entity that makes the funding decisions for development.

Description Ensures that the institution has the plans and resources to deliver the system and that it is a good business decision for the institution to spend the funds.

Type Probably not a user of the system.Responsibilities

Assures the funds are committed to the project and adjustments are made with sound business sense. Influences marketing and sales to prioritize the system according to the company’s vision. Promotes the system with potential customers.

Success Criteria

The system makes money for the company and is aligned with the overall strategy. The company gets good press from the system, and the stock goes up.

Involvement Participates in the system’s phase assessments.

Deliverables Provides the project team with resources and promote the system vision with good press inside and outside the company.

Comments / The Supply officer should be supported with

Page | 15


June 10, 2015


Issues solid marketing information about the system.

3.4.3 MGM Inventory Management System – Software Architect

Representative

The project team that develops and releases the System.

Description This is a stakeholder that is primary for leading the system development.

Type Very proficient in the use of the system.Responsibilities

Responsible for the software architecture, which includes the key technical decisions that constrain the overall design and implementation for the project. Ensures that the system is going to be maintainable and the architectural solution supports the functional and non-requirements. Allocates the resources and provides the technical and business controls to assure the success of the project.

Success Criteria

The project completes a sound delivery that can be sold, as specified by the Public School Librarian

Involvement The Development Manager works closely with the Librarians, and Analyst to ensure that all is on the right track.

Deliverables Supports the project with controls, imaginative resolution of problems, allocation of resources, and teams building activities.

Comments / Issues

The Software Architect can also act as an assistant technical leader in some areas of expertise.

3.5 User Profiles

Users are listed in two categories: end users and Public Secondary HS Inventory Management System administrators which is the Librarian. The breakdown shown above is too detailed for this section.

Page | 16


June 10, 2015


3.5.1 Public Secondary HS Inventory Management System End User

Representative

The assistant librarian and job orders are the representative of End Users.

Description Uses the Public Secondary HS Inventory Management System to perform book circulation and inventory.

Type The Head Item Encoder is very knowledgeable about the system’s operations and features because of constant use.The naïve user is either a first-time user or an infrequent user.

Responsibilities

End users give the development team feedback about how the system supports their transactions. They should point out lacking features and awkward operational characteristics of the system.

Success Criteria

Users benefit from an improved system access to their needs.

Involvement Users should participate in the description of use cases, the evaluation of partial implementations, and the assessment of the help features of the system.

Deliverables Users deliver feedback to the team’s analysts and architect either verbally or in writing.

Comments / Issues

It is very important to the project to have good user representatives. They can improve the system by sharing their domain expertise and operational needs.

3.5.2 MGM Inventory Management System – System Administrator

Representative

System administrators are represented by the Librarian.

Description System administrators do set up, customization, support and development of the system.

Page | 17


June 10, 2015


Type All system administrators are users at the expert level.

Responsibilities

Prepares and executes installation and customization operations. Tends to production problems (errors, performance, work-around solutions, etc.) Supports end users who call for help or to report errors. Develops and test parts of the system.

Success Criteria

Customer satisfaction measures.

Involvement Should participate during development in the same way that end users do. They should concentrate on the support and maintenance use cases.

Deliverables Comments to improve the support and maintenance aspects of the system.

Comments / Issues

Often, the system administrator users are not brought on-board in time to improve the system. A special effort should be made to get their feedback as early as possible.

3.6 Key Stakeholder or User Needs

Requirements OriginSTRQ1: Be able to add, edit, and remove books from their inventory. A book would have basic information that identifies it, specifies its description, property number and unit value.

Item Encoder

STRQ2: Be able to analyze the total value of books they have as a means to check whether or not they are sufficient.

Librarian/Supply Officer

STRQ3: In the event of theft or suspicious fire, the company can use the system to provide an inventory of possible lost items to law enforcement (e.g., printed report).


STRQ4: The System should provide automatic deduction of book inventory during book borrowing and book lending.

Librarian/Assistant Librarian/Job Orders

STRQ5: The System should provide automatic addition to book stocks during returning of books.

Librarian/Assistant

Page | 18


June 10, 2015


Librarian/Job Orders

STRQ6: The System should provide reports: automated, detailed book circulation reports and waste material report


STRQ7: The System should make all forms and reports can be previewed on the screen before printing.


3.7 Alternatives and Competition

3.7.1Stay with the current systemThis is not a viable alternative due to the current operating costs and downward trend in customer base

3.7.2 Downloading an open-source book circulation and inventory management system.

Public Library High School could download an existing book circulation and inventory system. This is surely a possibility, but these systems have different features than what are needed in the public high school libraries.

4. Product Perspective

Public High School Library Book Circulation and Inventory System is planned to run the system in a standalone desktop application.

4.1 Summary of Capabilities


Page | 19


June 10, 2015


User Benefit Supporting FeaturesConvenient, flexible access to the system

Local access

Secured access to the system

Secured access to the system

New support staff can quickly get up to speed.

Knowledge base assists support personnel in quickly identifying known fixes and workarounds.

Customer satisfaction is improved because nothing falls through the cracks.

Problems are uniquely itemized, classified and tracked throughout the resolution process. Automatic notification occurs for any aging issues.

Management can identify problem areas and gauge staff workload.

Trend and distribution reports allow high level review of problem status.

4.2 Assumptions and Dependencies

The HACS is developed using a component based software engineering approach. The basic features of the system are attainable with today’s technologies. No high-risk dependencies are envisioned.

4.3 Cost and Pricing

Supply Officer is working on the pricing points and Development is working on the cost estimates.

4.4 Licensing and Installation

The product can be installed by the end user with the basic knowledge on software installation.

5. Product Features

FeaturesFEAT1: The System provides real-time inventory of books.

Page | 20


June 10, 2015


FEAT2: The system view patrons book in hand. FEAT3: The system automates book circulation like book borrowing, lending and returning. FEAT4: The can automatically generates book inventory reports.

6. Constraintss

Security for the Public High School Book Circulation and Inventory System includes authentication, access control, data integrity, and data privacy.

Authentication of the user is by identifier and password.

System responds within 2 seconds on average to local user requests and changes in the environment.

7. Quality Ranges

7.1. Reliability The system shall be designed to be robust and be able

to handle a large amount of traffic. The system must be able to handle improper user input. The system shall be designed in a manner that is free

of security flaws.7.2. Availability

The system shall be available to users during the specified time that the client chooses (24hours, business hours only, etc.)

7.3. Usability The system shall enable the users to navigate and

perform operations in an intuitive and easy manner. The user interface must allow the user to search for the books in a timely manner. Also, vendors must access the system in a secure manner and the book information. However, they should have this capability during the business day but not affect the business operations of the bookstore.

7.4. Fault Tolerance The system must be designed to be robust, especially

during the start of the Christmas season, opening of classes, and summer terms. If a crash happens, a simple switch to a backup or reboot fixes the problem

Page | 21


June 10, 2015


temporarily so that the software remains operational. The software must be able to handle improper user input. The system shall also be designed in a manner which is free of exploits.

7.5. Supportability The system shall be designed for easy maintenance and

upgradability. The system will be designed to handle a large and diverse load at peak times at the start of each semester. The system must continue operating at a constant pace with a maximum load.

7.6. Functionality The system shall be designed such that a user can

query information stored in the databases. The system shall be designed for easy navigation. Also each separate database can be modified to tailor a client’s needs. The system shall be able to provide all the system features as outline in previous sections.

8. Precedence and Priority

8.1. High Priority Book Deliveries inputs from end users. Book Circulation Book Inventory Reports

8.2. Medium Priority none.

8.3. Low Priority User interfaces.

9. Other Product Requirement

9.1. Applicable Standards ISBN standard.

9.2. Environmental Requirements The environment of the system is in front desk of the

public libraries.

9.3. Platform Requirements The software will only run on windows environment.

9.4. System Requirements

Page | 22


June 10, 2015


The product must have an interface with the printer/printers of the store in order to print the necessary report. It should be designed so that possible updates and maintenance can be done as effortlessly as possible. If a system crash should occur there should be back up files so that the system may be restarted.

9.5. Performance Requirements The product must minimize the amount of time spent

updating and organizing the databases. The access time to the databases must not exceed 1s seconds. The system is expected to be highly dependable and highly unsusceptible to crashes. Searches and updates to the database must be done in real time and therefore as quickly and efficiently as possible. It should be specifically designed to operate smoothly under the busiest conditions.

10. Documentation Requirements

10.1. User Manual A user manual will provided as a PDF document to staff.

It will outline, in detail, the system’s functions.

10.2. Online Help System documentation will also be available online; it

will include the user manual, FAQ section and an email support system.

10.3. Installation, Guides, Configuration and Read Me File The installation guide and configuration guidelines will

be provided as part of the Read Me file which is included as a .txt file.

10.4. Labeling and Packaging The software will be packaged for the Visual Studio

environment running Visual Basic 6. Labeling will include all icons, copyright information and any applicable trademarks.

11. Appendix 1 - Feature Attributes

Refer to [1].

Page | 23


June 10, 2015


Page | 24

lms vision document

Documents