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Bhavya Shah <[email protected]> Wed, 22 Jan, 2025 at 10:51 am

To: Bhavya Shah <[email protected]>

1. Set of Questions to Collect Functional Requirements from Various Stakeholders for the Library Management
System (using Agile):

For Customers (Students, Faculty, etc.):

1. What types of books or materials would you like to borrow (e.g., textbooks, journals, novels)?
2. What search criteria would you prefer for finding books (e.g., by title, author, genre, ISBN)?
3. How long should the borrowing period be for each type of material (e.g., 2 weeks for textbooks, 1 week for journals)?
4. Should there be any system to send reminders or notifications for overdue books? What kind of notification would you prefer
(e.g., email, SMS, in-app)?
5. Do you want a feature to reserve books that are currently checked out?
6. Would you like to rate or review books after borrowing them?
7. Should the system allow you to view your borrowing history and any overdue fines?
8. Is there a need to request books from other libraries (inter-library loan feature)?
9. Should the system allow multiple language preferences or localization features?

For Librarians:

1. What specific book details need to be stored (e.g., title, author, publisher, edition, ISBN)?
2. What features do you need for inventory management (e.g., tracking stock levels, marking books as unavailable)?
3. How should the system handle overdue books (e.g., fines, restrictions)?
4. Should the system have any features for handling book donations or gifts?
5. Do you require an option to approve or deny book reservations before they are confirmed to users?
6. How should the check-in/check-out process work for users and staff? Should there be a barcode scanning option?
7. Would you like to generate reports (e.g., most borrowed books, user borrowing history, overdue items)?
8. Should there be different access levels for library staff (e.g., admin, librarian, assistant)?

For IT Staff:

1. What security measures should be in place for protecting user data (e.g., encryption, role-based access)?
2. What are the system requirements for running the Library Management System (e.g., compatible platforms, cloud vs. on-
premise)?
3. Should the system integrate with other systems (e.g., payment gateways for fines, catalog integration with other libraries)?
4. What backup and disaster recovery features are necessary to protect the data?
5. Should the system have an API for integration with other library tools or third-party applications?

For Vendors (Book Suppliers):

1. How should the book ordering process work (e.g., automatic reordering when stock is low, manual order entry)?
2. Should the system provide notifications for new books or books that need to be ordered?
3. What details should be captured about the supplier (e.g., contact details, supply agreement)?
4. Should there be any invoice or payment tracking features for books supplied by vendors?

2. List of Users of the Library Management System:

1. Students – Borrowing books, searching the catalog, reserving books, viewing borrowing history.
2. Faculty – Borrowing books, reserving materials, requesting books for academic purposes.
3. Librarians – Managing book inventory, checking out books, managing reservations, reporting.
4. Library Administrators – Managing user accounts, overseeing staff, generating reports.
5. Vendors – Supplying books, tracking orders, providing invoices.
6. IT Staff/System Administrators – Maintaining the system, ensuring security, handling backups.

3. Tasks of the Users of the Library Management System and Analysis:

Students:

Task 1: Search for books

Description: Students search the library catalog by title, author, ISBN, or genre.
Analysis: Search functionality needs to be intuitive and fast, with filters to refine the search (e.g., availability, category).

Task 2: Borrow books

Description: Students borrow available books for a certain period and receive notifications when the due date
approaches.
Analysis: The system should track due dates, calculate fines for overdue books, and alert students to return them.

Task 3: Reserve books

Description: If a book is unavailable, students can place a reservation to borrow it when it becomes available.
Analysis: Reservation functionality should notify students when a book is available, with options to pick up or extend
reservations.

Task 4: View borrowing history

Description: Students can view their previous borrowing history, including overdue fines.
Analysis: This feature enhances transparency and helps students track their usage of the library.

Faculty:

Task 1: Borrow and reserve academic books

Description: Faculty borrow and reserve books relevant to their research or teaching.
Analysis: Faculty should have priority reservation options for academic materials that may be in high demand.

Task 2: Request inter-library loans

Description: Faculty members may need to request books from other libraries not available in the current collection.
Analysis: This feature should integrate with external library systems, and tracking of loan status should be visible to the
user.

Librarians:

Task 1: Manage book inventory

Description: Librarians update the catalog, mark books as unavailable, and add new books to the collection.
Analysis: The system must support bulk data upload and easy categorization, with integration for barcode scanning to
track items.

Task 2: Process check-ins and check-outs

Description: Librarians check out books to users and check them in when returned.
Analysis: This process needs to be quick and user-friendly, with options for scanning books and checking due dates.

Task 3: Handle book reservations

Description: Librarians approve or reject book reservations and notify users accordingly.
Analysis: Reservation approval may depend on availability and system rules for fair book distribution.

Library Administrators:

Task 1: Manage user accounts

Description: Admins add/remove users (students, faculty, and staff), assign permissions, and oversee system activities.
Analysis: Admins should have a clear overview of user activity and permissions, and the system must ensure secure
user management.

Task 2: Generate reports

Description: Admins can generate reports on overdue books, user borrowing patterns, popular books, etc.
Analysis: Report generation should be easy and customizable, with the ability to export data for further analysis.

Vendors:

Task 1: Supply books and update inventory

 Description: Vendors provide new books and update their availability in the system.
Analysis: The system should support vendor accounts, track orders, and offer inventory management tools for suppliers.

IT Staff/System Administrators:

Task 1: Maintain system integrity

Description: Ensure the system runs smoothly, handle software updates, and address bugs or issues.
Analysis: IT staff should have access to logs, backup systems, and security tools to maintain smooth operation.

Task 2: Implement security and privacy measures

Description: Ensure user data is protected and that access to sensitive information is restricted.
Analysis: The system must have robust authentication, encryption, and role-based access controls to safeguard user
information.

These functional requirements and user tasks will form the foundation for defining the detailed features of the Library Management
System, ensuring it meets the needs of all stakeholders efficiently and effectively.