An Online Book-bank Monitoring System

System Study
This chapter explores a critical analysis of the workings of the current system.

4.1 DESCRIPTION OF THE EXISTING SYSTEM
The monitoring system that exists is highly manual. The library currently has a database that contains a list of all books disbursed to each book-bank, but this is hardly used in the monitoring process since it cannot be accessed online. Monitoring is done using the traditional methods, which involves the use of paper i.e., Paper work based contrary to modern computerized methods.

4.1.2 REGISTERING NEW BOOKS
Accessioning does this and it involves recording author information, title information,  publisher information, and edition and accession number for each book title that the library disburses to the Book-banks. They help in the sense that each copy has its own identification number (Accession Number). Prior to accessioning stamping of the book is done.

4.1.2 REPORTS
Manual reports are supposed to be produced annually. However for three years in row, this has not happened due to limited number of staff in the book-bank section of the main library. These reports include; Total books in the University book-bank system, Books per book-bank, borrowed books and the list of defaulters.

4.1.3 PROCEDURES AND REGULATIONS
The Book-bank has a set of regulations. The regulations are aimed at ensuring that the books are not borrowed beyond the established duration and that limited numbers of books are borrowed so that other users can access the books. The regulations specify the eligible borrowers who are students and staff in the respective faculties and departments. Monitoring of the activities of the book-banks as per the described procedure is the main function of the coordinator/coordination office of the book-bank in the main library.

4.1.4 BORROWING
As already mentioned above, one can only borrow, when he/she is a member of staff or student registered in a particular faculty/department. While borrowing, students and staff, use their identity cards to identify themselves to the book-bank staff. The details of the book like ISBN, title, publisher and accession numbers are put on the borrowing card and then inserted in the book. The eligible borrower then takes a book off the shelf and signs for it. The borrowing card remains as a record of the book. The librarian then puts the ccard in the drawer of his desk

4.1.5 ACQUISITION POLICY
This is the guideline used in acquiring books for the book-bank. The library/coordinator sets budget limits for each book-bank annually according to the number of students and degree  of necessity.  The  coordinator  then  sends  out  requests  for  specific  book requirements as per the course requirements in the faculty/department. These lists are  then forwarded to the book suppliers, who in turn give price quotations as per the department/faculty. In case  the prices quoted,  exceed  the  money allocated to a
department, then the library requests the particular department to adjust in order to fit within the budget limits. However, if the quoted prices fall below, likewise the faculty/department can be advised to order for more or it forfeits the money to other departments/faculties. Once the book costs have been reconciled with the money available, the supplier sends out a proforma, which the University library through the office of the bursar forwards to the Bank of Uganda for final processing of payment Once the book suppliers have received payment, the consignment is sent to the University Library. The University library (book-bank section), verifies the order in terms of Authors, edition, quantity, condition and any other specification. After the verification exercise, the books are then stamped, catalogued, classified and entered into their database before sent to the respective book-bank units.

4.2 PROBLEMS OF THE EXISTING SYSTEM
The problems experienced are a result of the system being manual. They include,
i . Time consuming and slow: The use of paper in the process of monitoring book-banks is slow and time consuming. For example the library staff have to physically move to individual units to tally their book list with what is physically available at the particular book-bank unit. No wonder, the library staff says that, no physical check has been done in the past three years.
ii. Too much paper work: Paper is used all the time when doing work. This generates a lot of records and keeping them can be a problem in a sense that they can be easily mixed up, making retrieval difficult especially when there ports are urgently needed for decision-making. There is also a possibility of loosing papers or misplacing them and yet they contain vital information that is used to monitor the book-bank activities.
iii. Using a manual system to do stock taking is highly tedious. For example, it would need possibly a week by one person to verify the stock of books in one book-bank and yet Makerere currently has over one hundred book-bank units, whereas the library has a staff of only four in the book-bank section.
iv. Establishing defaulters, Calculating overdue fines and enforcing policy using a manual system are prone to mistakes.