1 Chapter 1 THE PROBLEM AND ITS SCOPE INTRODUCTION

Rationale

The library is one of the most important educational facilities that a learning institution can provide. It is considered as the heart of an institution, where students spend most of their free time. It is primarily the reservoir of knowledge; thereby it should generate educational information and recent technological advancement. Operationally, the library is a collection of information and knowledge in which materials such as books, periodicals, audiovisual materials, electronic resources and other materials are organized for reading, research and for information literacy. The reference and instructional materials inside the library are organized and arranged according to subject and placed on the specific shelves in the stock area of the library for easy access among its users.

The function of the library is to implement, to enrich, to vitalize and humanize the educational programs, as it strives to attain excellence in content, process and product. With its thousands of books in stock on various topics, subjects and events, the librarian and the library staff need to classify and index the library materials according to subjects and label them to help the readers get information without any difficulty.

2 Through library services utilization, students or readers can increase their knowledge of various subjects by reading in the library during spare time. This is one of the taxing jobs of the librarians and the library staff to maintain an effective and efficient library service. Nowadays as the number of information users increases, the traditional cataloging system may not be any more effective, which leads to problems in rendering the service. Such problems are actually experienced by most academic libraries.

The National Library does cataloguing manually which makes work very difficult, boring and time consuming. The library users have difficulty in finding the books because of the numerous collections inside the library and its manual way of producing catalog cards may be inaccurate. The use of computerized cataloging has made processing of library collections more accurate, interesting and faster. The information of books can be searched online on its websites by simply clicking a button. Some university libraries meet similar inconvenience regarding cataloging but has been resolved by adaptation of automation, thus making their services more efficient.

The researcher has observed in Santa Monica Institute that the librarian spent considerable time in performing the functions inside the library specially in locating the needed information of the library clients. The librarian cannot respond directly to the library users inquiry considering the number of users per day. On the technical services, the librarian needs more time for the production of index cards which contain bibliographic information for every library material

3 which is catalogued and classified to an accepted system of classification. The conventional cataloging system encounters accuracy and reliability problems since this is done manually. Hence, the researcher was interested to design and develop a cataloging system for Santa Monica Institute to improve their operations in providing effective library services.

The researcher also find modern advances in technology as the answer to the existing problems of the present cataloging system. Through the use of computer technology, searching bibliographical data of a particular book and inquiry of its availability will become faster and more accurate. Pertinent information needed can be available at any time.

Literature Background

The development of the quality of a system depends on how helpful it is and how it would reinvent such institution libraries in solving students problems. It must be able to identify the areas of concern within the system and its environment. It must standardize the data, provide remote access to files, create greater capability for doing things with the computer-based files, and lessen vulnerability to technological failure, a more secure and automated document and records handling process. Adoption of the proposed system would be a great help for the school, because every institution needs accurate, complete and timely information to survive in todays competitive world (Salinas, D, et al., 2010).

4 A school library is regarded as a house of knowledge where various information materials are stored. Thus, they support the academic programmes of the school through the provision of relevant reading materials which are accessible to readers (Idiodi and Igbinosa, 2003). Adewale et al., (2006) and Aliyu (2004) argued that the library is the heart of any academic institution and its objectives revolve round the mother institutions objectives. In other words, apart from the fact that school libraries provide needed information sources and services, they at the same time promote teaching, learning and research in the school.

Knowledge is the root of all the functions of the school library. School libraries concentrate on dissemination of knowledge and ideas on a continuing basis Maigari, (1984), Kuh and Gonyea (2003). The basic purpose of libraries, according to Buckland (2002) is to provide access to information. In order to do this, Ochogwu (2007) documented that libraries and other information related organizations provide a variety of information to society in different physical formats. These range from printed sources such as audio-visual materials, films, computerized/machine readable materials, etc.

Apart from the earlier definition of library catalogues, Harrods (1990) described the catalogue as a list of library materials contained in a collection, arranged according to some definite pattern. Furthermore, Ajdahun (2005) described the catalogue as an index to a library holding. Ahiazu (2002) in her own contribution defined the library catalogue as a list guiding users to specific

5 information in the library collection. Therefore, library catalogue reveals to a user what is available in the library collection. Hence, to find any information from a library collection, a user needs to search or flip through the card in the catalogue cabinets, which contains bibliographic information on every book available in the collection.

The first step in cataloguing is descriptive which is done by allocating access points to the document. This entails the description of the essential parts of the publication such as the person or body responsible for the work, title, pagination, publisher, place of publication, edition and series note. Several codes or rules have emerged using some parameters to denote a document in the catalogue. But the most popular code which is used all over the world is the Anglo-American Cataloguing Rules 2 (AACR2) Adedibu (2005). The code describes rules for each of the activities involved in cataloguing (sequence, punctuation, indentation, capitalization etc).

The second step in cataloguing is assigning a subject to the document. It is the function of using controlled vocabulary to tell what the item is about and/or to describe what the item is. Controlled vocabulary means that everyone is using the same term to describe the same concept or type of item (Acronyms and various Cataloging Terms, 2012). The document must be examined carefully to get the required information from the title, sub-title, covers, jacket description, contents page, references and existing catalogue cards. Concepts which best describe the subject and which a user is most likely to search should be

6 identified. Then a tool called Subject Headings should now be consulted to find suitable and appropriate uniform headings which use alphabetical, structured controlled language and cross-referencing of related terms. The Library of Congress Subject Headings which are based or Cutters Rules for a dictionary catalogue and Sears List of Subject Headings have been the most influential and popular ones used by Libraries.

From the foregoing, it is obvious that the ability to use the library catalogue effectively has a great impact on the ability of students to carry out their academic activities successfully (e. g. assignments, research works, examination etc.). Virginia (1993) supported this view and further amplifies the fact that a poor knowledge of the catalogue inhibits to a large extent the ability of students to be familiar with information resources that will enhance their learning capabilities. She further pointed out that several studies of school libraries carried out by students of inhibiting use of the library and its resources. However, Nwokedi (2004) in his investigation identify ignorance on the use of the library catalogue by students as the major challenge students faced in using the library.

According to Charuasia (2010), the term library connotes the use of automatic data processing machines to perform routine library activities. It implies a high degree of mechanization of various routine and repetitive tasks and operations and processes are left to be performed by human beings. The study stresses library automation as the application of computers and utilization of computer based products and services in the performance of different

7 operations and functions or in the provision of various services and output products. In addition to computer advancement, telecommunication and audiovisual technologies give away to new possibilities in information processing.

In the same vein, many researchers like Oyesola (1984), Ademodi (2008), Adedibu (2007) and Nwokedi (2006) submitted that if library work is to contribute to teaching, research and learning in general, must not only provide resources, but must see that students/users have access to these resources. Hence, there is need for library users to acquire the skills in the proper use of the library catalogues.

Tawete (1988) is of the opinion that in order to provide better services, every librarian should respond positively to those users who are unable to find books on the shelf and come to the desk for help. The librarian should also know the book collections and patrons needs so that he/she will be able to act as a liaison between the books and the patrons (Latrobe & Laughlin 1992), Tawete (1998). According to Barker (1993) in order to render services effectively, staff members should have knowledge about books and users, and they should be trained in different aspects of readers advisory services.

Latrobe and Laughlin (1992) suggest that facilities should be useful to the users. The library catalogue should facilitate student access to the collections. Sometimes these library catalogues are found to be obstacles to students abilities to access library materials. Therefore, they meet neither the students curricular or personal needs. They also experience difficulties in finding and

8 interpreting information about books in the catalogue as well as locating specific books on the shelves. Catalogues should contain adequate subject headings or access to subjects covered in the collection and clearly reflects the content of the materials that are of interest to children. Lack of an adequate catalogue will result to difficulties in accessing the library resources on particular topics of interest. This may lead to failure to identify related aspects of the subjects.

Todd (2001) describes the new information as complex and fluid; connective and interactive; and no longer constrained by time and space. Furthermore, Fitzgibbons (2000) suggests that computer-assisted instruction and computer-based information database such as CD-ROM encyclopedia have revitalized the use of libraries. School libraries need to provide b etter access to these resources and to ensure that students are equipped with the necessary information literacy skills to be able to access and evaluate critically the information they locate. Lance (2000) points out that the critical factor in relation to the new information and communication technologies (ICTs), such as CDROM, video and computer software, is neither the quantity of software programs nor the frequency of computer use but how the programs and computers are being used.

According to Agena (2008), a study about the library usage of the students of the Jose Rizal University in a period of three years using the quantitative and qualitative approach to assess its usefulness to the faculty and to students has

9 revealed that it is generally important for them to go to the library for their academic needs. Legal Basis Section 10, Article XIV of the 1987 Constitution mandates stated:
Science and technology are essential for national development and progress. The State shall give priority to research and development, invention, innovation, and their utilization; and to science and technology education, training, and services. It shall support indigenous, appropriate, and self- reliant scientific and technological capabilities, and their application to the country's productive systems and national life.

Advances in technology today are important for the improvement and development of our nation. To Santa Monica Institute, it is an opportunity for them to improve their services inside the library. The library should be reliable in providing important and appropriate information to the needs of the librarian.

Section 12, Article XIV of the 1987 Constitution mandates stated:

The state shall regulate the transfer and promote the adaptation of technology from all sources for the national benefit. It shall encourage the widest participation of private groups, local governments and community-based organizations in the generation and utilization of science and technology.

Installing new technology can help the management in enhancing business transactions. The application of a certain system has the involvement of an individual or a group to find out what needs improvement like changes and revisions in the system to meet their satisfaction and contentment. It is the same as in a library cataloging system, which needs the librarian and the library user to suggest and change any features installed in the system.

10 Section 13 Republic Act 8293. The state shall protect and secure the exclusive rights of scientists, inventors, artists, and other gifted citizens to their intellectual property and creations, particularly when beneficial to the people, for such period as may be provided by law.

It indicates that in every study accomplished by a researcher he has the right to defend and protect that certain study. Any system designed and developed like the Library Cataloging System must be protected and secured to avoid modification of the features and stealing of information

THE PROBLEM Statement of the Problem This study aimed to design and develop a library cataloging system that would serve as a proposal to minimize the problems experienced by the librarian and library users of Santa Monica Institute in Poblacion 1, Mabini, Bohol.

Specifically, it sought to answer the following sub-problems:

1. How does the present library cataloging system of Santa Monica Institute Library works? 2. What are the features of the present system that needs improvement? 3. To what extent is the performance of the proposed system? 4. What automated system could be proposed for implementation?

11 Significance of the Study The study would be beneficial to the following persons:

School Administration. .The administration will become aware of the problems affecting the library system that will be identified in the course of the study.

Librarian. It will lessen paper works when it comes to maintaining data that contain all the records which are restored in the computer.

Library users. It will be provide them easy and fast access to books and other library materials.

Future researchers. This study could yield some useful technical information about their own proposed system.

RESEARCH METHODOLOGY

Design

The researcher used the Descriptive Survey and Experimental method with the use of a self-made questionnaire and software evaluation tool. The descriptive survey or questionnaire was used to determine the problems encountered by the librarian and library users, and the features of the existing system that needs improvement. The experimental method or the evaluation tool was used to ascertain the acceptability level of automated system.

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Environment and Participants The study was conducted at Santa Monica Institute, Poblacion 1, Mabini, Bohol. The school administration, librarian, library users were the respondents. The librarian will be the user of the proposed system.

Data Gathering Instruments

The researcher used two instruments, the self-made questionnaire and the evaluation tool. Self-made questionnaire is a guide used to interview the respondents to get information about the Library Cataloging System. This was constructed based on the present transactions at Santa Monica Institute. The evaluation tool was employed to evaluate the performance of the proposed system. This tool was secured from the internet and related books. The tool was modified to respond to the needs of the users who were tasked to rate the items using a five-point Likert scale. The questionnaire and evaluation tool are attached in appendix B and C.

The researcher also used the context diagram, system flowchart, IPO (Input Process Output) and HIPO (Hierarchical Input Process - Output) in designing the proposed software. These tools are necessary for the development of the system.

13 Procedure

The researcher facilitated the interviews with the respondents and asked for forms and other documents for inputs. Actual observations of the flow of transactions were conducted to gather more information on how the library cataloging system works. However, information gathered through the internet and other related books were also considered.

In developing the software system, the researcher used the conventional stages of the system development life cycle. The following stages were the following:

1. Preliminary investigation. The proponent identified the problems of the existing system regarding the need to establish a new or enhanced system. Major process was identified and examined for further understanding of the current system. It was followed by the evaluation and selection of the solutions of the existing system for further analysis of the proposed software system. The scope of the selected solution was defined in order to identify the major points to focus on.

2. Requirement Analysis. Several forms of input and output documents and transactions specifications were asked to concretize the actual requirement of the proposed system. Each of the data from the gathered sample reports was defined to construct relationship among data.

14 3. Design of System. There were two designs made, one for the system design and one for the detailed design specified in the systems requirement. The focus of the system design was on identifying the modules while in the detailed design were on designing the logic for each of the modules. Each of the modules was then defined to be able to identify what other process is not yet covered.

4. Coding of Software. The design of the system was translated into code using VB6 language and MS Access as its backend database. Different modules were coded and tested separately to detect coding errors. Combination of procedural and functional programming was applied in the formulation of module codes.

5. System Testing. After the integration of the entire module, the complete system testing was performed. It was done 100 times to ensure that the system requirements have been met. The testing was done parallel to the existing system to detect errors and other features that needs improvement.

After the testing, the acceptability of the proposed system was evaluated and the results of the test were tabulated and analyzed statistically.

Statistical Treatment

To ascertain the level of acceptability of the system in library cataloging this formula was used:

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fx Weighted mean, X = N where: f = frequency x = weight N = number of responses The Likert-type scale was used for scaling the acceptability level of the system software.

Scale

Range

Categorical Response Strongly Acceptable Moderately Acceptable Acceptable Slightly Acceptable Not Acceptable

Description The system exceeds expectations and outstandingly performs the job requirements or 100% acceptable. The system highly fulfills the job requirements or 80% acceptable. The system meets the job requirements or 60% acceptable. The system slightly meets the job requirements or 40% acceptable. The system fails to meet the job requirements or 20% acceptable.

5 4 3 2 1

4.20-5.00 3.40-4.19 2.60-3.39 1.80-2.59 1.00-1.79

DEFINITION OF TERMS

Automated Library Cataloging System. A system that involves storing of book information and creating electronic catalog cards.

Back-up. The term used in duplicating some data in order to have a same copy that can be used to the further process.

16 Context Diagram. It is used by the researcher to scope the project as it provides a visual model of the interactions between the system and the outside entities that interface with the solutions.

Database. A set of data that has a regular structure and is organized in such a way that a computer can easily find the desired information.

HIPO. Hierarchical Input-Process-Output, the overall design of the system documented using HIPO or structure charts. The structure chart is similar in appearance to an organizational chart, but has been modified to show additional detail. Structure charts can be used to display several types of information, but are used commonly to diagram either data structure or code structures. IPO Model. Input Process Output Model, which identifies a programs input, its outputs, and the processing steps required to transform the inputs into outputs.

MS Access. Microsoft software where the database that are connected to the visual basic are stored.

MS Visual Basic 6.0. A programming language used by the researcher in constructing and designing the system.

Retrieval. Recovering stored data or the state of getting or searching to locate and bring in the stored result for any use.

17 System Flowchart. A formalized graphic representation of a program logic sequence, work or manufacturing processes, organizing chart or similar formalized structure.