Table of Contents 1. Introduction 2 2. ICT Plan 3 2.1 Stakeholder Management 3 2.1.2 Stakeholder management plan 4 2.2 Management Plans 4 2.2.1 Project information and data Management 4 2.2.2 Project documentation Management 5 2.2.3 Project communication Management 7 2.2.4 Integration 9 3. Evaluation 10 4. Conclusion 10 References 12   1. Introduction A literature review was conducted on the development of a library automation system using open source that gave some insights that are used in this report to come up with an actual development plan. Automation can enhance human contribution by using methods that can save time and energy utilized. More benefits include improved information availability reduced cost of management with less duplication and enhanced control of the library storage and retrieval system. An integrated system can automate library functions connected with different suppliers, databases and other resources that could be accessed with internet (Faisal & B.Surendran, 2008). From the literature study, some lessons were learnt about library management systems that can be useful in development such as: • Key functions include acquisition, description, analysis, displaying, organization, resource preservation, and resource access. • Automation involves establishing of connections with databases, information repositories, peer groups, and search engines for exchange of a vast amount of data (COTTA-SCHÖNBERG, 1989). • The system needs to follow certain global standards of metadata, online communication, content, interpretability, and exchange of information. • Its basic requirements include collection, hardware, software, financial assistance, staff training, system maintenance and development. • The development software must have provisions for library management such knowledge expulsions, electronic information storage, and internet applications. • Housekeeping activities such as materials acquisition, circulation, cataloguing for lending, serial control for documents, OPAC public user interface, and administration can be automated (Deshpande, 2013). 2. ICT Plan 2.1 Stakeholder Management 2.1.1 Stakeholder Analysis Major Stakeholders of the project have defined roles and responsibilities that include: Project Manager: Project manager would be responsible planning, designing, and implementation of the library management system. In planning, a model for modernization of library would be created which would include listing of the items an identification of their priorities in the system. These items can include acquisition, catalogue, circulation, serial, reference, bibliography, or specific serve. These items can be divided into functional elements (R.VENUS, 2012). The system designing would include identification of position and establishing of connections between different modules, servers, networking nodes and user systems. For implementation, project manager would purchase the license of open source software called KOHA which would be used for actual development of the system 2.1.2 Stakeholder management plan 2.2 Management Plans 2.2.1 Project information and data Management The system would involve management of certain data and information including (Zach, 2006): • bibliographic records • Book catalogue • Duplication Reduction in operations • Reports • Book circulation • Material types • Shared resources • Operational improvements (Devi & Raghuveer, 2014) Computer systems can fulfill all these information requirements of the library management system in the university (Dadzie & Walt, 2015). The library system would take care of user registration capability, access to library material, narrowing, locating, returning, and the overdue calculations. Basic library automation would be used for recording and handling books (Khurshid, 2003). Koha would provide staff-client models and public access catalogue modules. PPAC users can perform advanced searches as well as retrieve the bibliographical data. (Ahenkorah-Marfo & Borteye, 2010). 2.2.2 Project documentation Management The aim of project documentation management is to ensure that all the requirements of the project are met and provisions are made for tracking and monitoring the project with respect to what would be done, when it would be done, and who would do it. The project has some technical requirements to be fulfilled that would include different modules of the library system. These modules are explained in the table below: Module Requirement Description Administrative Module An administrative module captured certain functional parameters that included branches, funds, and types of items, borrower categories, charges, and more. System Preferences Module This module managed functions of administration and maintenance and as used by the Chief administrator Acquisition Module There were two modes for acquisition including simple acquisition and acquisition with budget tracking. In simple system, budget of a small library could be managed by tracking module also allowed for search of suppliers within budget for acquisition. Budget and Funding Module Using this module, categories of items could be assigned a budget. The module information on funds such as fund name, number, fund name, period, and set budget. Biblio Framework Module The bibliography records of the library were maintained in this module which could be used for searching items in the library by entering book derails or number tags. Patron’s module This module managed the particulars of the library patrons such as date of joining, membership expiry, borrower type, and so on. Borrower type could be edited by the administrator and he could also use the module for searching or adding members. Circulation Module This module could be used for registration of new students or renewing their subscriptions. A card number or the name on the borrower card needed to be entered to retrieve the member information. User or member can use the module of issuing books by either scanning the bar code or by entering it and selecting the date of issue. He could also use the module for returning books. Accounts and reports module The details of payments made, overdoes remaining, fines imposed, fines due, and fines paid were recorded and managed through this module. Koha Tools Module Functions like patron information or bibliography could be imported or exported to other applications using this model. The tool modules can perform various functions like labeling, card creation, patron image uploading, overdue notice sending, and so on (Amekuedee, 2006). OPAC Module This module connected the frontend with backend I database so that searches could be made by entering keywords, titles, subjects, book author, or barcode. Besides the technical requirement document, the project document would include certain project management documents that include: Business Case: Business case would justify the viability of the project and is prepared at the start of the project but maintained and updated throughout based on project progress Statement of Work: This would be a narrative of what all activities have to be completed in the project. Project Charter: It would contain all the essentials of the project plan and would act as a decision document for a sponsor to approve the budget for the project. Once approved, this charter would be used for developing the final project plan. Project Management Plan: It would contain a set of planning documents each taking care of specific aspect of the project including scope, schedule, communication, risks, quality, and cost. WBS: Work Breakdown Structure would outline all the tasks till the lowest level defined as project work packages. This would be referred throughout the project to monitor and assess progress. Risk Register: A risk register is maintained to record risks and all associated actions. It would contain risk name, its description, probability of occurrence, impact, and the responsibility. Project Status Reports: Status reports would be prepared and updated after every major milestone to communicate with the project sponsor and owner to report progress. Lessons Learned: A lessons learned document would be maintained throughout the project that would record all the lessons learned during execution of the development project. 2.2.3 Project communication Management Stakeholder Communications Requirements Role Description Communication Needs Communication Responsibilities Executive Sponsor Champions the project; provides high level vision Thorough understanding of Project Charter and Project Management Plan Project progress report would be submitted to inform him about progress Approve budget for project Give guidance to project team on project considering its impacts on project costs Control project expenses through approval processes Staff Staff includes people who would be managing actual tasks required for the development of the project as well as managing the system after its development Project progress to be updated to project manager Training to be given on project management and library management system Participate in requirement gathering and learn project management processes as well as library management system. Also take part in testing to ensure the library management is appropriately developed Project Manager Planning, executing, monitoring, and controlling project Project plan documents Project progress communication Stakeholder Management Risk Management Plan, execute, monitor, and control project. Coordinate with the team to ensure all these processes are maintained. Patrons or Students Students would be using the LMS after it is developed Training from consultancy on LMS Participation in requirement gathering Give views and requirements in requirement gathering stage Participate in testing process Learn LMS and use it for managing library operations. Communications Methods Communication with different stakeholders would be done using a variety of modes including: Emails: Project team would be sending progress reports to project manager over email. Project manager would send status reports upon every milestones completion to the project sponsor and committee. Staff would be using emails to communicate with consultants and developers for regular project based communication. Calls: Calls would be used for emergency communications between project team members. Face to Face Meeting: Face to face meeting would be conducted between project team members, project manager, and stakeholders. Different types of meetings would be conducted in different stages and between different people as explained in the table below: PROJECT MEETING PURPOSE OBJECTIVES INPUTS OUTPUTS PARTICIPANTS Project Initiation meeting Come up with ideas for the project activities and select those most appropriate Come up with project execution ideas Select ideas for project Decide plan of action to proceed with the project Project requirements document Stakeholder expectations Project Charter Project Manager Project Team Project Owner Project Progress meeting Review progress of the project Identify difficulties or deviations on project Come up with solutions to questions Project Progress Report Stakeholder assessment Action Plan Project Manager Project Stakeholders Project Planning Meeting Brainstorm for creating project plan Creating a project plan Modify existing plan based on changing requirements of a project Project charter Project requirements document Project progress report Project plan Project Manager Project Team Kickoff meeting Exchange information Introduce agenda to team and brainstorm Review the business case Discuss project schedule Create a baseline to proceed with the project Final Business case Project Charter Project Schedule Project manager Project team Change Management meetings Making decisions on change requests Brainstorm on change requests Approve or disapprove change requests Make plan for making change Assign responsibilities for change Change request Project plan Change assessment Change decision Change control matrix update Project Sponsor Project Manager Project stakeholders Stakeholder review meetings Exchange information Communication project status, discuss key issues and get directions to resolve them Project Status Report List of major problems Stakeholder resolution List of unresolved issues Project Manager Project sponsor Project Stakeholders Risk Management meetings Exchange information and resolve issues Outline risks and their impacts Escalate the key issues List of issues Risk Register Risk resolution Project Manager Project Team Project stakeholders Project wrap-up meeting Confirm all project activities are completed Verify Scope Present deliverables Get a project sign-off Review implementation Project closure documents Project Sign off Project Manager Project Sponsor Project Owner 2.2.4 Integration The library management automation project would involve creation of a home page that would be linked to all the modules of the system taking care of different functionalities including circulation, information storage, catalogue search, and administration (Ratha, 2015). When the library management system would be implemented, a single database would be created for housing all the library collections such that the management can have control over them. Faculty members as well as student would be able to use the system for searching books, issuing them, checking booked books status, see book details, and download the bibliography from other libraries (Neelakandan.B, et al., 2010). 3. Evaluation Evaluation involves collection of the information about project activities and outcomes to understand their worth and their benefits. Conclusions are drawn on the basis of the evaluation of these so as to come up with decisions for future. Evaluation takes some standard steps including: Designing and Planning: The purposes of evaluation are identified and the questions that are needed to be answered are defined. In this stage, stakeholders and project data sources are also identified. Evaluation criteria and procedures are discussed and finalized Gathering information: In this stage the information for evaluation would be gathered which would include the project status report and views of project manager Analyze Information: Information obtained would be analyzed for evaluation. For analyses of the project information, some evaluation methods would be used including structured and semi-structured interviews, questionnaire responses, direct measurement of results, and project team observation. Conclusions: The lessons learned from the analysis would be summarized and conclusions would be made on the future plan. 4. Conclusion This report presented a proposal for the development of a library management system that could be used for installation in various universities or colleges for managing the stock of a large number of books such that the same can be made easily accessible to all the education communities including teachers and students. As simple library management application can simplify management processes in various ways and can also make way for introduction of new services. Open source applications can be used for minimizing the cost of development of the software system, Ina library management system, the system would have to be developed to manage certain library management functions like acquisition, control, circulation, cataloguing, serials control, and classification. The report explored how universities can take the benefit of the system to provide more flexible and customized services to its users.   References Ahenkorah-Marfo, M., & Borteye, E. M. (2010). Networking the Library Catalogue: Lessons from the Kwame Nkrumah University of Science and Technology Library, Kumasi, Ghana. Ghana Library Journal , 20 (1), 1-21. Amekuedee, J. (2006). An evaluation of library automation in some Ghanaian university libraries. The Electronic Library , 23 (4), 442-451. Bales, A. (1999). 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