Assessment 1 Case Scenario The library of ABC University (‘ABCU’)

Assessment 1, MIS201 Page 1 of 2
Assessment 1 Case Scenario
The library of ABC University (‘ABCU’) currently employs a paper-based and manual process for
managing book loans. ABCU has around 30,000 students across its six campuses in Australian
metropolitan cities. Each campus has its own library facility. The library is open to both students and
staff members alike. The Head of Library Services and their team are responsible for providing library
services and keeping loan records. Here is a description of the services they provide:
– The library currently has around 50, 000 books across all six campuses. The library keeps
detailed record of each book, including: its title, author(s), description, publisher, language,
ISBN or other identifier, campus.
– The library may keep multiple copies of the same book, especially for the prescribed
textbooks, on one campus.
– For students, the maximum loan period is 6 weeks; for staff members, the maximum loan
period is 12 weeks. However, the library places restrictions on textbooks in high demand.
Books that are marked 3-day loan or 7-day loan are only available to be loaned for the period
of time as marked for students and staff alike.
– The library keeps a copy of students and staff contact details, including their ID (student or
staff ID), mobile, email and postal address.
– Students may check out up to 10 books and staff up to 20 books at any time. The library keeps
records of the books checked out by students and staff, including the details of the book, the
details of the borrower and the due date.
– Overdue books attract library fines at $1 per calendar day (full or part). Library fines are
applicable only to students. Students who have more than $20 outstanding fine will not be
allowed to borrow any more books from the library. Staff are not fined, however, they are not
allowed to check out any more books if they have any books that are overdue.
– Books can be returned to libraries on any campus regardless of where they were checked out.
The library will arrange to have the books couriered to the original library where they were
checked out.
– If all of the copies of a title have been checked out, both students and staff can lodge a request
for that title. Once the title has been requested, the copy that has been checked out the
longest period of time will become due either in 7 days or by the original due date, whichever
is earlier. Once that copy is returned, it will be reserved exclusively for the person who
requested that title for a period of 7 days before it becomes available for other students and
– If students and staff would like to borrow a title that the library does not currently hold, they
may lodge a request for library to acquire that title. The demand for a specific title must
exceed a certain threshold before the library considers to acquire it. The library employs a
weighted voting mechanism. The weighting is detailed below:
Acquisition request is from Demand weighting
Professor 5
Associate Professor 4
Assessment 1, MIS201 Page 2 of 2
Senior Learning Facilitator 3
Learning Facilitator 2
Other staff 1
Student 1
For example, if 2 students and 1 Associate Professor requested the same title, the demand for
that title is calculated as 2 * 1 + 1 * 4 = 6.
The Head of Library Services and their team use a collection of MSExcel spreadsheets stored on a
network drive to record all information. Once a person opens the spreadsheets to edit, others can
only open the spreadsheets under “read-only” mode.
As a standing agenda item, the Teaching and Learning Committee receives detailed reports on library
in every meeting. The Committee meets every three months. The reports include, but not limited to,
the following statistics about library services:
– Number of book titles that checked out since last Committee meeting by type of borrower
(student or staff) and by campus;
– Top ten titles that are checked out by students since last Committee meeting by type of
borrower and by campus;
– Number of books that are acquired by the library since last Committee meeting and their
– The highest and average library fines by campus;
– The average loan length, that is, the number of days that a book is checked out.
Based on the provided case scenario, here is an assessment of the current situation and potential improvements for the library management system at ABC University:

Current Situation:

Manual Process: The library currently relies on a paper-based and manual process for managing book loans, which can be time-consuming and error-prone.
Multiple Campuses: ABCU has six campuses, each with its own library facility. Managing and coordinating book loans across campuses can be challenging.
Book Records: The library maintains detailed records of each book, including title, author(s), description, publisher, language, ISBN, or other identifier, and campus.
Loan Periods: The loan periods vary for students and staff, with additional restrictions for high-demand textbooks.
Borrower Information: The library keeps contact details of students and staff, including their ID, mobile number, email, and postal address.
Loan Limits: Students can check out up to 10 books, while staff can borrow up to 20 books.
Overdue Fines: Students incur fines for overdue books, whereas staff members are not fined but cannot borrow more books if they have overdue items.
Returns: Books can be returned to any campus library, and arrangements are made to courier them back to the original library.
Book Requests: Borrowers can request titles that are checked out, and the longest loaned copy becomes due in 7 days or by the original due date.
Acquisition Requests: Borrowers can request the acquisition of titles not currently held by the library, with demand calculated based on a weighted voting mechanism.
Spreadsheet-based System: The Head of Library Services and their team use MS Excel spreadsheets stored on a network drive to record all information. Multiple users can access the spreadsheets simultaneously, but only in read-only mode.
Potential Improvements:

Automated System: Implement a computerized library management system to automate book loan processes, reducing manual effort and errors.
Integrated System: Develop a centralized system that can handle book loans across all campuses, allowing seamless sharing of resources and efficient coordination.
Online Catalog: Create an online catalog where students and staff can search for available books, check loan status, and place requests.
Automated Reminders: Implement an automated notification system to send reminders to borrowers before their due dates, reducing the number of overdue books.
Fine Management: Develop a fine management module to calculate and track fines for overdue books accurately. Apply fines to staff members and enforce borrowing restrictions accordingly.
Resource Sharing: Enable inter-campus resource sharing, allowing borrowers to request books from any campus library and have them delivered to their preferred location.
Real-time Updates: Implement a real-time updating system to ensure that borrowers have accurate information on the availability of books and their due dates.
Mobile App: Develop a mobile application for students and staff to access library services, including searching for books, placing requests, and managing loan accounts.
Data Analysis: Implement a reporting module that generates statistics and reports on book loans, acquisitions, fines, and average loan length. This will help the Teaching and Learning Committee and library staff make data-driven decisions.
Online Acquisition Requests: Provide an online portal for students and staff to submit acquisition requests. Implement an automated system that evaluates demand based on the weighted voting mechanism.
Cloud-based Solution: Consider migrating the library management system to a cloud-based platform for better accessibility, collaboration, and data security.
These improvements will enhance the efficiency, accessibility, and accuracy of the library management system at ABC University, benefiting both the library staff and the borrowers.

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