Setting up computer-based circulation control systems in libraries before implementation. The reason is that it is a capital-intensive project and machines. Therefore, the project must be tackled scientifically using the system life cycle to be analysis, design, implementation, operating evolution, decay and replacement. Although systems analysis methodologies vary, the following six main stages are commonly featured:
- Problems identification
- Definition of objectives
- Definition of systems requirements
- Design
- Implementation
- Evaluation
Problem Identification
Many libraries computerised their circulation units without any justifications for it. There should be a point of indifference whereby computer-based systems should be used to replace manual circulation systems in libraries.
The problems associated with the manual circulation system must be determined. Such problems could be a large volume of loan transaction data, waste of resources, high waiting time of patrons at the circulation desks, cost savings, high loss of materials, etc.
Definition of Objectives
A suggestion that a new system might solve problems and offer opportunities for new developments, is not a sufficient reason for embarking on a computerization project.
The first step must be to hold discussions with all parties involved to refine the objectives of any new system.
Also, an initial needs analysis must be done, in cooperation with those staff whose activities are likely to be affected by the system, and should culminate in a written specification of the terms of reference for more detailed work, in the form of a study proposal.
If the study proposal is accepted by library management more detailed investigation of the existing system or problem area will lead to the conduct of a feasibility study.
The next stage is data collection from both internal and. External sources on how to realise the stated objectives.
The methods of information gathering could be direct observation, and interviews, which should facilitate a decision about the kind of system that is available to conclude that a local software package needs to be developed.
Establishment or library or group hereof; or a turn-key package should be as TINLIB, MICRO CD-ISIS and DOBIS. Ideally, general directions and a group of possible systems will be identified for further consideration.
Circulation Control Systems and Services in Libraries
cooperative system development with another information management selected. Presently in Nigeria, most libraries prefer turnkey packages such a group of possible systems will be identified for further consideration.
Definition of System Requirements
A definition phase should address the system, the kind of database to be created, methods of creating the to-be sought from the database, methods of presenting information sought additions, the regular system users, and the level of experience expected from the users.
However, the analysis and logical design of a system can be summarised in a system specification or specification of operational requirements.
Focus 1
Typically, such a specification will contain:- Background information about the library circulation unit, details of the facilities to be provided by a computerised system, and details of the environment in which the system will operate.
It includes any standards, communication protocols health and safety regulations, the size of the system in terms of the number of records and transactions to be handled, the number of workstations, and growth rates.
Focus 2
A timetable for implementation of the system, and compulsory questions to be answered by suppliers, like the size of hardware, electrical requirements, system support arrangements, and costs. computer speed of operation, memory capacity, etc.
Design Phase. This phase has to do with detailed design and programming. If new software is to be written, the design phase is concerned with the analysis, flowcharting, and other charting of the functions and operations that the sýstem must carry out before the programs are written.
Focus 3
When an existing turnkey system or software package is to be acquired, such a detailed analysis can be avoided, but a detailed system specification is imperative as a basis for the final selection of the package, and to provide the bedrock for the execution of the system.
If a large turnkey system is desired, a call for tender is issued to a limited number (say three) of system suppliers.
Focus 4
The quotations are obtained from them based on detailed specifications. When bids have been received, or with least systems as quotations are being negotiated, systems must be demonstrated by their suppliers, preferably on-site with the library circulation.
Staff inspects the new system. After the software and hardware, and subsequently, orders are placed, contracts are signed, etc.
Implementation Phase
This phase is a very delicate aspect because it demands a detailed timetable of training, installation, and other crucial activities that need to be done. The timetable should cover the various aspects of implementation which include:
Preparation and planning
Any new factors or options that were not considered before should be addressed. The forms of records and files for different applications and databases need to be finalised.
The sites for computer systems installation and the work-stations must be prepared and appropriate communication technologies for the information networks be put in place.
Installation of hardware
Install the computer systems and other peripherals and links to telecommunications networks.
Installation of software
Install the software, run it, and test it on small trial databases.
Creation of databases
After the hardware and software have been found to perform well, the construction of databases for the system must commence.
Procedures must be determined for the creation of records for new items, for example, book labelling (with bar, codes), new borrowers, new personnel, overdue etc. Maybe some vital tasks.
Staff training
The success of the project execution depends on staff training and the preparation of suitable checklists, instructions and reference manuals.
Implementation
Implementing a system or transitioning into full operation of the system. This has to do with making the system and its supporting literature available.
In case other functions rely on the system, or if the system deals with several modules it may be desirable to phase its introduction in several areas of application.
Evaluation Phrase
This stage has to do with maintenance and review. After the successful execution of the system, it is imperative to assess the system.
The control system can be defined as the application of computers to the improving services rendered cost-effectively. Abegunrin (1988)circulation control in Nigerian libraries as book loss due to loan service.
Loss of Revenue
Loss of revenue as regards bad fines administration, inability to effectively check over-borrowing, ineffective interception of users ignoring notices sent to them, a long queue of patrons at the circulation desk, and low productivity.
Given these facts, most Nigerian libraries see the need for a computerised circulation control system as a means of solving these problems. Olaosun (1977) advocated for the use of batch systems in circulation control in Nigerian academic libraries.
Computerized circulation control system
Libraries must adopt a suitable computer-based circulation control system that could meet their needs since there are various forms of computerised circulation control systems.
An effective computerised circulation control system must be capable of performing the following functions:- Issues, charges, renewals, financial administration, reservation of items for loan, answering enquiries, updating records and inter-lending/stock control.
Conclusion
However, Williams-Osula (1999) posited the use of the TINLIB database system with its circulation module for holding information on registered users, records on borrowing and returning books, and detailed information on all books within the library.
Records book overdue with facilities to print out overdue notices and calculate fines in Nigerian university libraries lack the facility to enforce the tracking of overdue book defaulters and prevent offenders. You can read more related posts on our research page of the site.
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