Functional requirements of University Library Management System with non-functional

Functional Requirements

1. User Registration and Authentication:
   • Allow users (students, faculty, staff, and administrators) to register and create library accounts.
   • Provide secure login with role-based access control, where different roles (e.g., students, librarians, administrators) have different permissions.
2. Catalog Management:
   • Enable librarians to catalog new books, journals, and other resources by entering details such as title, author, ISBN, publication date, and subject.
   • Support multiple formats, including physical books, e-books, journals, and multimedia resources.
   • Allow users to search the catalog by various criteria, such as title, author, subject, and publication year.
3. Search and Browsing:
   • Provide advanced search functionality to allow users to search for library resources using keywords, filters, and Boolean operators.
   • Allow users to browse the library’s collection by category, genre, or subject area.
4. Book Issue and Return Management:
   • Allow users to check out books and other materials, either physically or electronically.
   • Track the due dates for borrowed items and automatically calculate fines for late returns.
   • Provide a system for returning books, including drop-box management and electronic return for e-books.
5. User Account Management:
   • Allow users to view their borrowing history, current checkouts, and fines.
   • Enable users to renew borrowed items online if they are not on hold by another user.
   • Provide notifications for due dates, overdue items, and available holds.
6. Reservation and Hold Management:
   • Allow users to place holds on items that are currently checked out.
   • Notify users when a reserved item becomes available for pickup.
   • Manage a queue system for popular items with multiple holds.
7. Inventory Management:
   • Track the inventory of all library materials, including physical and digital resources.
   • Provide reports on the status of items, such as checked out, available, damaged, or lost.
   • Support inventory audits and reconciliation processes.
8. Acquisition and Procurement:
   • Manage the acquisition of new materials, including budgeting, ordering, and tracking of incoming items.
   • Integrate with vendor systems for automated ordering and receipt of items.
   • Support the evaluation of new materials, including user recommendations and librarian reviews.
9. Fines and Fees Management:
   • Automatically calculate and track fines for overdue items.
   • Allow users to pay fines online through integrated payment gateways.
   • Provide options for fine adjustments by librarians (e.g., waiving fines for specific cases).
10. Reports and Analytics:
    • Generate reports on library usage, including statistics on checkouts, returns, overdue items, and user activity.
    • Provide insights into popular books, peak usage times, and resource allocation.
    • Enable export of reports in various formats (e.g., PDF, Excel) for further analysis.
11. Digital Resource Access:
    • Provide access to digital resources, including e-books, online journals, and databases.
    • Support integration with digital libraries and subscription-based services for seamless access to external resources.
    • Enable digital borrowing with time-limited access to e-books and other electronic materials.
12. Interlibrary Loan Management:
    • Support interlibrary loan requests, allowing users to borrow materials from other libraries within a network.
    • Track the status of interlibrary loans, including requests, shipping, and returns.
13. Notifications and Alerts:
    • Send automated notifications for due dates, overdue items, available holds, and library events.
    • Allow users to configure notification preferences, including email, SMS, and in-app alerts.
14. Library Events and Announcements:
    • Manage and promote library events such as book readings, workshops, and guest lectures.
    • Allow users to register for events and receive reminders.
15. User Feedback and Suggestion System:
    • Provide a platform for users to submit feedback or suggestions regarding library services, resources, or the system itself.
    • Allow librarians to review and respond to feedback, and consider suggestions for new acquisitions.
16. Integration with University Systems:
    • Integrate with the university’s student information system (SIS) for seamless user account management and validation.
    • Support integration with the university’s learning management system (LMS) for linking course materials with library resources.
17. Admin and Librarian Dashboard:
    • Provide administrators and librarians with a dashboard to monitor library operations, manage user accounts, and perform system maintenance.
    • Allow for easy management of library policies, such as borrowing limits, fine rates, and resource allocation.

Non-Functional Requirements

1. Scalability:
   • The system should be able to handle a growing number of users, library resources, and transactions without performance degradation.
   • Support for scaling to accommodate additional library branches, resources, and features as the university grows.
2. Security:
   • Implement strong encryption for data transmission and storage, ensuring the security of user data and library records.
   • Employ secure authentication mechanisms, including role-based access control, to protect sensitive information.
   • Regularly update security protocols and conduct security audits to prevent data breaches.
3. Performance:
   • Ensure the system provides fast and responsive interactions, even during peak usage times (e.g., exam periods).
   • Optimize search functionality for quick retrieval of results from the library catalog.
4. Reliability and Availability:
   • Ensure high availability of the platform with minimal downtime, supported by redundancy and failover mechanisms.
   • Implement regular backups and disaster recovery procedures to prevent data loss and ensure continuity of service.
5. Usability:
   • The user interface should be intuitive, user-friendly, and accessible to users with varying levels of technical expertise.
   • Provide a consistent experience across different devices and platforms, including desktops, tablets, and smartphones.
6. Interoperability:
   • The system should be compatible with other university systems, external library databases, and digital resource providers.
   • Support data exchange with external systems using standard protocols and APIs.
7. Maintainability:
   • The platform should be easy to maintain, with clear documentation, a modular design, and support for regular updates and bug fixes.
   • Implement automated monitoring and logging to quickly identify and resolve issues.
8. Compliance:
   • Ensure the system complies with relevant regulations and standards, such as data protection laws (e.g., GDPR) and intellectual property rights.
   • Provide features to support auditing, data retention, and regulatory reporting requirements.
9. Data Integrity and Accuracy:
   • Ensure that all data collected and processed by the system is accurate and consistent.
   • Implement validation checks and data integrity mechanisms to prevent errors or data corruption.
10. Localization and Internationalization:
    • Support multiple languages, currencies, and regional settings to cater to a global student base.
    • Allow easy adaptation of the platform to meet local regulations and practices in different regions.
11. Accessibility:
    • Ensure that the platform is accessible to users with disabilities, following web accessibility standards (e.g., WCAG).
    • Provide features such as screen reader compatibility, keyboard navigation, and adjustable text sizes.
12. Privacy and Data Ownership:
    • Ensure that users retain ownership of their data and can easily control, access, and delete their information as needed.
    • Provide transparency regarding data usage, sharing, and storage practices, with clear consent mechanisms.