CHAPTER ONE: INTRODUCTION

1.1 BACKGROUND OF THE STUDY

In the world of software development there are lots of improvements around Architectural design
and principles. The philosophies and implementation details are changing as the people guiding
the development of the application. In this fantastic and yet sometimes complex world of
software development there are some tried and true architecture patterns and software
development guidelines employed by most architects. Also, your design must have an ability to
turn towards innovation instead of lending itself to common practices. Web services are one such
area where architects must lean on their creative side and hope that their solutions are still
successful. In this report we will explain an exciting voyage down the road of Web services
application. From requirements to use cases, to database design, to component frameworks, to
user interfaces, we will cover each aspect of system design required to build an application with
collaborative Web services. The reason why we selected online Bookstore web service is
everybody walking down the street has some idea about bookstores. The objective of this project
is to develop an e- bookstore where books can be bought from the comfort of home through the
Internet.
An online book store is a virtual store on the Internet where customers can browse the catalog
and select books of interest. The selected books may be collected in a shopping cart. At checkout
time, the items in the shopping cart will be presented as an order. At that time, more information
will be needed to complete the transaction. Usually, the customer will be asked to fill or select a
billing address, a shipping address, a shipping option, and payment information such as credit
card number. An e- mail notification is sent to the customer as soon as the order is placed.

1.2 BACKGROUND OF RESEARCH

The Catholic University of Eastern Africa known for its dedication to academic excellence and
holistic student development, recognizes the need for a modernized bookstore management
system. The current manual system is time-consuming, prone to errors, and poses administrative
challenges for both bookstore staff and students.

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To address these issues, a research study was conducted to propose the development and
implementation of an online bookstore management system tailored to the unique requirements
of The Catholic University of Eastern Africa. The research aimed to leverage technology to
streamline bookstore operations, reduce administrative burdens, and enhance the overall
efficiency and effectiveness of the university's bookstore procedures.

The research study began with a comprehensive assessment of the existing manual bookstore
management system at The Catholic University of Eastern Africa This involved understanding
the roles and responsibilities of different departments involved, the inventory tracking methods
used, and the challenges faced by both bookstore staff and students. Through interviews, surveys,
and observations, the study sought to gain insights into the pain points and inefficiencies of the
current process.

Grounded in the assessment of the manual bookstore management system, the study aimed to
identify the specific requirements and functionalities that an online system should possess to
cater to the needs of the university bookstore. This involved considering factors such as user-
friendliness, inventory tracking, order management, security, and integration with existing
university systems. Feedback from bookstore staff and students was collected to ensure that the
proposed system would address their concerns and improve their experience.

Based on the findings from the assessment and identification of requirements, the research study
proposed a comprehensive plan for the development and implementation of the online bookstore
management system at The Catholic University of Eastern Africa. This plan encompassed the
technical architecture, user interface design, inventory management, order processing, security

measures, and integration with existing university systems. Prototypes and pilot testing were
conducted to gather feedback and ensure that the system met the specific needs of the The
Catholic University of Eastern Africa bookstore

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1.3 PROBLEM STATEMENT
Companies all over the world have been impacted by the COVID-19 pandemic. Some of the
world’s largest corporations experienced unfavourable consequences, such as empty stores due to
a lack of customers. The pandemic however encouraged the growth of the online shopping
convenience movement around the world, Starting with an easy to use website, businesses may
make it simple for customers to conduct research, compare alternatives and specifications, and
anything else relevant online.

This project aims to develop an online shopping for customers with the goal so that it is very
easy to shop things of interest and love form an extensive number of online shopping sites
available on the web. The customer simply needs to have a PC or a laptop and one important
payment sending option to shop online. To get to this online shopping system, all the customers
will need to have an email and password to login and proceed to their shopping. Upon a
successful login, the customer can purchase a wide range of books. The customer will pick their
favourite books from the site. They do not need to go physical shops, instead just need a
computer and a payment making options like net banking, credit card or debit card. The system
cancels the order with the publishers or returns the books to them in the occurrence of a
cancellation. A book can also returned within a weeks. The payments will be credited to the
customer’s debit or credit card, depending on their preference.

1.3 Aim of the Research project

Aim of this research project is to develop an online bookstore management system for the
general public to find easy efficient ways to buy books of their liking in the comfort of their
homes.

1.4 OBJECTIVES

• Main Objective

The Main objective is to develop an online bookstore software project that serves as a central
database for all of the books in stock, as well as their tittle, author and price. The goal of this

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project is to create a website that serves as a central book store. A user visiting the website will
find a wide selection of books organized by category. The user can choose a book and see its
price. The user can even utilize the website too look for certain books. After the user chooses a
book, he/she must fill out a form before the book is booked for the user.

A customer can create an account, log in, sort books by category, add books to a shopping
basket, and pay their bill using their credit card information. When Compared to a regular user,
the Administrator will have more options. He can edit the author, publisher, book categories,
book details, and member information as well as confirm an order.

The following will be the main components of the software:

• Implementation of a new user registration and login process

• Allow the user to select any book

• Allow the user to purchase books

1.5 Justification of the research

The new system was designed to solve problem affecting the manual system in use. It was
designed use online thereby relieving both student and staff from much stress as experienced
from the manual system.
This was the analyzing and storing of information either automatically or interactively, it made
use of online access to internet. The proposed system also had some other features like :
• Accuracy in handling of data

• Fast rate of operation and excellent response time.

• Flexibility, that is to say, it can be accessed at any time

• Easy way of back up or duplicating data in diskette in case of data loss.

• Better storage and faster retrieval system.

• Accessibility from any part of the world.

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1.6 Scope of the Research
As a part of the preliminary study, the scope of the system has to be clearly outlined. This is
useful for estimating the amount of effort required, the cost involved etc.
In any Bata store Purchase and Billing department play an important role to produce great image
in market. We cannot think about an existence of an individual department only. Here the
Purchase department deals with all the procedure regarding the purchase of the shoes from the
party. Here the billing department deals with all the procedure regarding the sale of the shoed to
the client.
During the purchase or billing procedure the Bata store will interact with the party or with the
client as external entity and with other departments inside the environment of Bata store.
The boundaries of the system is the system is the boundary of the Bata store which encloses the
different departments including the purchase and sale department which interact with the
external entities as Party and Client.

1.7 Research Organization

Below is the organization of the chapters of this research project

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Table 1.1 research organization Gantt chart

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CHAPTER 2: REVIEW OF RELATED WORK

2.1 Introduction
This chapter entails reviewing research that have been done on the topic online bookstore
management systems . The review will be based on different books, blogs, research papers and
different research thesis based on the topic. This chapter also gives a brief history about how
different sites have adopted the online bookstore management system and also state the
challenges that the institutions have faced from the system as well as the weakness, after
reviewing already developed systems the researcher was able to fill the research gap left by the
already developed systems. Most of the systems have solved the fundamental problem of
automating the clearance system for graduating students but there are still some more
advancements that can be done to better the field

2.2 History of the research topic

The history of online bookstore management systems is deeply intertwined with the development
of e-commerce and digital technologies. The initial foray into online bookstores began in the
early 1990s, a time when the internet was becoming commercially available.

 Early Developments (1990s)

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One of the most significant milestones during this period was the founding of Amazon in 1994.
Amazon started as an online bookstore and quickly became a model for how e-commerce could
transform traditional retail sectors. Early research in this period focused on understanding how
digital platforms could support the sale and distribution of physical books, addressing challenges
such as inventory management, online transactions, and customer service.

 Emergence of E-commerce Technologies (Late 1990s - Early 2000s)

As the internet grew, so did the capabilities of e-commerce technologies. This era saw significant
advancements in web development, online payment systems, and security protocols. Research
during this period was concerned with integrating these technologies into online bookstores. Key
areas of study included the development of secure transaction systems, efficient inventory
management, and customer relationship management (CRM) systems. These studies laid the
groundwork for more sophisticated online bookstore management systems.

 Growth of Digital Content (2000s)

The 2000s witnessed a paradigm shift with the introduction of digital content. The release of e-
books and digital reading devices, such as the Amazon Kindle in 2007, revolutionized the way
people consumed written content. Researchers explored the impact of digital content on
traditional bookstores and developed digital rights management (DRM) systems to protect
intellectual property. This period also saw the integration of digital libraries with online
bookstores, providing users with instant access to a vast array of titles.

 Advances in Data Analytics and Personalization (2010s)

The 2010s brought significant advancements in data analytics, artificial intelligence (AI), and
machine learning. Research began to focus on how these technologies could be applied to online
bookstore management systems to enhance user experience and operational efficiency. Studies
emphasized the use of data analytics for personalized recommendations, customer behavior
analysis, and predictive inventory management. The ability to leverage big data became crucial
in improving customer engagement and optimizing business processes.

 Modern Trends and Innovations (2020s)

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In the 2020s, the emphasis has shifted towards creating more sophisticated, user-friendly online
bookstore management systems. Innovations in cloud computing, mobile applications, and social
media integration have become central to current research. Contemporary studies highlight the
importance of omnichannel strategies, ensuring seamless customer experiences across multiple
platforms. Additionally, there is a growing focus on sustainability and ethical considerations,
such as reducing the carbon footprint of digital operations and promoting diverse and inclusive
literary content.

2.3 Review of Related Prototype, systems

• MPHOnline

 Strength

Within 3 to 5 business days, the customers can anticipate their orders to arrive. The website also
sells stationery, office products, toys and games in additions to books. You can search for a book
by tittle, author, ISBN, or publisher using the prominent search bar at the top of the website

 Weakness

Shipment to west Malaysia is free for non-members and RM80 for members on orders above
RM120. The company charges RM7 per shipment for orders that are less than specified amount.
Free shipping is provide for orders over RM120 for non-members and RM80 for member in East
Malaysia. Orders over a certain amount apply for free shipping and no additional handling fees.

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The company charges RM each shipment for orders under the stipulated amount, plus an extra
RM3 handling cost per book (both members and non-members)

• Book Depository

Many Malaysians are unaware of Book Depository, an online book retailer that is a hidden gem.
This online book store is situated in the united kingdom, but it ships worldwide, including to
Malaysia. Even better, the site provides free international shipping

 Strength

The Book Depository is a true find. This online book store is situated in the united kingdom, but
it ships worldwide for free. They have over 19 million tittles available for sale at cheap costs.
Keywords, best sellers, ‘quick movers’, ‘book of the week’, and other search options are
available on the website. It’s a great place to browse for those hard-to-find books while still
saving money on shipping.

 Weakness

The main disadvantage of purchasing books from this website is that delivery can be slow.
Regardless of whether the book is shipped from their UK or Australia center, it can take
anywhere from 7 to 14 days(often up to 3 weeks) for an order to arrive to Malaysia.

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 • Amazon

Amazon.com is the world’s most well-known online bookshop, and it is the website that
launched the online buying revolution. On Amazon.com, the customers may find almost any
book in almost any edition. The best part is that they deliver to Malaysia.

 Strength

The website is clean and straightforward, with a large search bar at the top that makes
discovering books a breeze There are several subcategories, and books are classified by
department, format, author, promotions, prizes, languages, and other factors. Amazon.com also
has a much larger selection of books in several languages than any of the other online bookstores
listed here. There are also audiobooks and magazines available. Amazon.com also sells e-books
in the Kindle format, which the user can read on their Kindle device. Most other Malaysian
online booksellers do not sell e-books in this format. Unfortunately, Amazon does not sell
Kindles or e-books to Malaysians directly. The user rating and book description part of
Amazon.com is one of the best features, since it allows the user to make an informed decision
before purchasing a book. The site also proposes books depending on the user's browsing habits,
which can be very helpful and intuitive at times. Another important feature is a list of alternatives
for whether the user wants a brand new, pre-loved (with lower costs mentioned), or Kindle
version of the book.

 Weakness

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Amazon's shipping rates are unfortunately rather high, with ordinary shipments costing $4.99
(RM20) per shipment and $4.99 (RM20) per item for book purchases. The cost of shipping
might easily exceed $29.99 (RM 125) each shipment. Priority courier delivery, as well as large
and bulky shipments, can be rather costly. There are some items, however, that are eligible for
free shipping with Amazon if the customers spend $25 (RM100) or more

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CHAPTER 3: RESEARCH METHODOLOGY

3.1 Introduction
This chapter entails how entails how we are going to do the research. Research methodology is
the specific procedures or techniques used to identify, select, process, and analyze information
about a topic. In a research paper, the methodology section allows the reader to critically
evaluate a study’s overall validity and reliability. The methodology section answers two main
questions: How was the data collected or generated? How was it analyzed? This section is of
much importance because it involves how the data collected will be analyzed. It also lays out the
methods in which the system specification will be written and how the design, analysis and
testing will be carried out.

3.2 Methodology for literature review

This section entails the previous sources of literature that will be used in the research. Our main
source of previous literature sources will come from the web and published journals in the
library. Our main focus on will be on the topics related to automation of online clearance system
for graduating students
3.3 Methodology for Requirements Specification, Data Collection and
Analysis Techniques
3.3.1 Requirement specification
A requirement specification is a collection of all requirements that are to be imposed on the
design and verification of the product. Graduating students’ online clearance system will have
both functional and non-functional requirements.
Functional requirements
• The system allowed different users to get direct access to different departments

• The system allowed generation of different types of updates

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Some of the functional requirements include:

1. User Authentication and Authorization:

Secure login for administrators, staff, and possibly customers.

Role-based access control to manage permissions.

2. Product Management:

Add, update, and delete books in the inventory.

Categorize books by genre, author, publisher, etc.

Track book details such as ISBN, title, author, publication date, price, and quantity available.

3. Inventory Management:

Real-time tracking of book stock levels.

Automatic updates for book sales and restocks.

Notification for low stock levels.

4. Order Management:

Ability to create, view, modify, and cancel customer orders.

Integration with a payment system for order transactions.

5.Customer Management:

Maintain customer profiles with contact information.

Track customer purchase history.

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Allow customers to create accounts, view order history, and manage preferences.

6.Sales Reporting:

Generate sales reports based on various criteria (e.g., time period, genre, author).

Monitor best-selling books and slow-moving inventory.

7. Discounts and Promotions:

Apply discounts to specific books or entire orders.

Implement promotional pricing and special offers.

Non-functional requirements of a system

The Nonfunctional requirements of the system include ethe following:

1. Performance:
The system should respond to user interactions within 2 seconds.
It should support a minimum of 500 concurrent users during peak hours.

2. Scalability:
The system should easily scale to accommodate an additional 20% growth in the number of
books, customers, and transactions per year.

3. Reliability:
The system should have a 99.9% uptime, with scheduled maintenance communicated in advance.
It should be capable of recovering from failures within 10 minutes.

4. Security:
User data, including personal and financial information, should be encrypted during transmission
and storage.

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Access to sensitive functionalities (e.g., order processing, user management) should be protected
through role-based access ControlScan

5. Usability:
The user interface should follow best practices for user experience design.
The system should be accessible to users with disabilities, complying with relevant accessibility
standards (e.g., WCAG).
6. Availability:
The system should be available 24/7 for online transactions.
In-store Point of Sale (POS) systems should be available during normal business hours.

7. Compatibility:
The system should be compatible with major web browsers (e.g., Chrome, Firefox, Safari) and
mobile devices.
Integration with external systems or APIs (e.g., payment gateways, supplier systems) should be
seamless.

8. Maintainability:
The codebase should be well-documented, and code changes should follow coding standards.
Updates and patches should be easily deployable without disrupting system operations.

9. Data Integrity:
The system should ensure the integrity of data through proper validation and verification
mechanisms.
Regular backups of critical data should be performed and tested for restoration.

10. Capacity:
The system should be able to handle a database size of at least 1 million books and associated
data.
Storage capacity for user accounts and transaction history should be scalable.

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11. Auditability:
The system should maintain an audit trail of critical operations, including user logins, data
modifications, and system events.
Logs should be securely stored and accessible only to authorized personnel.

12. Response Time:

The system should generate reports within 5 seconds of the request.
Checkout processes should be completed within 3 minutes for an average-sized order.

3.3.2 Data collection methods

This deals with the methods that will be used in collecting data. The two methods of data
collection are primary sources and secondary sources. Primary sources refer to the sources of
collecting original data in which the researcher makes use of empirical approach such as personal
interview while secondary sources of data for this kind of project mainly consist of data that is
obtained from magazines, journals, newspapers or library via a third party.
The main sources of the data collection will be secondary sources from the web but some few
primary sources will be used if need be. Some of the primary sources that will be used include
surveys, questionnaires and interviews.

3.3.3 Interviews
The research interview, one of the most important qualitative data collection methods,
has been widely used in conducting field studies and ethnographic research. Even when
it is not the primary method of data collection in a quantitative study, the interview
method is employed often as a pilot study to gather preliminary data before a survey is
designed
The research interview, one of the most important qualitative data collection methods,
has been widely used in conducting field studies and ethnographic research. Even when
it is not the primary method of data collection in a quantitative study, the interview
method is employed often as a pilot study to gather preliminary data before a survey is
designed
The research interview, one of the most important qualitative data collection methods,

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has been widely used in conducting field studies and ethnographic research. Even when
it is not the primary method of data collection in a quantitative study, the interview
method is employed often as a pilot study to gather preliminary data before a survey is
designed
The research interview, one of the most important qualitative data collection methods,
has been widely used in conducting field studies and ethnographic research. Even when
it is not the primary method of data collection in a quantitative study, the interview
method is employed often as a pilot study to gather preliminary data before a survey is
designed
The research interview, one of the most important qualitative data collection methods,
has been widely used in conducting field studies and ethnographic research. Even when
it is not the primary method of data collection in a quantitative study, the interview
method is employed often as a pilot study to gather preliminary data before a survey is
designed
The research interview, one of the most important qualitative data collection methods, has been
widely used in conducting field studies and ethnographic research. Even when it is not the
primary method of data collection in a quantitative study, the interview method is employed
often as a pilot study to gather preliminary data before a survey is designed .
For the proposed system interviews will be conducted to a sample of stakeholders, the
stakeholders will be students who have already graduated and used the old system for clearance,
the university officials involved during the clearance process and the students who are about to
graduate.
The interviews will be short and precise, the questions being asked will focus on the challenges
faced when using the old system, improvement and changes required to be done to improve the
system.
During the interview we will introduce the proposed system to the interviewees and ask them ask
them for their opinion about the system.

3.3.4 Use of questionnaires.

A questionnaire is essentially a structured technique for collecting primary data. It is generally a
series of written questions for which the respondents have to provide the answers

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In this approach, printed questionnaires and online survey will be shared to the university staffs
and students to ensure that much information is obtained from the stakeholders. Questionnaires
will enable collection of data from a large number of people while maintaining uniform response.

3.3.5 observations
Observation as a data collection method involves seeing people in a certain setting at a specific
period and after which conclusions from the events observed. Observation technique is an
effective means of deciphering how a user does their job by conducting an assessment of their
work environment. It increases the analyst’s familiarity with the culture and working style of a
group of people. This technique can also be used to verify requirements and deliver instant
requirements worthy of consideration.
During this observation process we moved around different departments of the university during
clearance to see how data is being handled, how reports are being produced and what methods
are in place for producing reports. Through observation we will find out how data is stored and
the methods used for producing reports.
3.4 Methodology for System Analysis (current system)
The current system could be outlined as follows
The system is associated with untimely report processing and production which hinders decision
making.
The process of clearance takes a long time since every official involved in the process have a
hard time tracing the students’ records
The current system is very unreliable as access to previous records is uncertain. It is difficult to
trace the past records as there is no centralized storage of records. Files are stored in cabinets and
drawers making searching very tiresome.
Accessibility of records is limited to only one officer as a file cannot be shared by two officials.
There is wastage of resources since there is too much of paperwork to be done and a lot of
manpower has to be redirected into searching for crucial files instead of being focused on other
areas of need.
3.5 Methodology for System Design (proposed system)
The analysis of the requirements acquired has led to the development of an online based
clearance system for graduating students. The database will be developed using MySQL and

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PhpMyAdmin. The programming framework of the system will be done using HTML, CSS, PHP
and JavaScript.

CHAPTER 4: ANALYSIS, DESIGN AND DEVELOPMENT

4.0 Introduction
This chapter centers on the conceptualization and design of an online bookstore management
system, specifically tailored for efficient operations in a digital environment. The primary
objective is to empower users, including administrators and customers, with a seamless and
effective platform for managing book-related processes. The chapter initiates with a
comprehensive feasibility study, encompassing technical, economic, legal, operational, and
schedule feasibility assessments. It further explores data input and output analysis, shedding light
on the intricacies of the system

4.2 Description of the current system

The current online bookstore management system is a digital platform designed to facilitate
the efficient handling of bookstore operations. The system is structured to manage various
aspects of the bookstore's activities, including inventory management, order processing,
customer interactions, and reporting.

4.3 Feasibility Study and its conclusion

The feasibility study determines the practicality of the proposed online clearance system. It
includes technical, operational, economic, and legal/ethical feasibility assessments.

4.3.1 Technical Feasibility

The technical feasibility study examines the availability of hardware, software, and technology
required for system development. Tools such as IDEs (Integrated Development Environments),
programming languages (JavaScript, PHP, HTML, CSS), databases (MySQL), and local
webservers (WAMP, XAMP) are essential for the development process.

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4.3.2 Operational Feasibility

The operational feasibility study assesses the system's ease of use and maintenance. The
proposed system requires user registration and login, which are common features in many web-
based applications. The dashboards for students, Head of Departments, and the Dean are
designed to be simple and user-friendly, facilitating efficient management of the clearance
process.

4.3.3 Economic Feasibility

The economic feasibility study for the online bookstore management system involves assessing
the financial viability and benefits of implementing the system. This evaluation is crucial to
determine whether the investment in the system is justified and whether it will yield positive
returns over time.

4.3.4 Legal/Ethical Feasibility

The legal and ethical feasibility study for the online bookstore management system is critical
to ensure that the system complies with relevant laws, regulations, and ethical standards.
This assessment helps prevent legal issues, protects the rights of stakeholders, and
establishes a framework for ethical behavior.
4.3.5 Schedule Feasibility
Schedule feasibility assesses the practicality and achievability of the proposed online
bookstore management system within a given timeframe. It involves evaluating whether the
development and implementation schedules align with the project's objectives and
Constraints. The project should be realistically achievable within the desired timeframe to
ensure timely implementation of the online bookstore management system.

4.3.6 Conclusion

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The feasibility study concludes that the proposed online bookstore management system for
Catholic University of East Africa is practically feasible, considering technical, operational,
economic, legal, and schedule factors.

4.4 Data I/O analysis

The online bookstore management system employs a uniform data input and output structure
to enhance user interactions via web-based forms. Customers navigate the system through
web interfaces, supplying input data such as book orders, personal particulars, and other
pertinent details. Subsequently, the system generates output in the form of order
confirmations, notifications, and assorted reports, offering users a cohesive and efficient
experience.
4.5 Process logic design of the current system
This section covers the logical design of the online bookstore management system. It includes a
detailed description of the processes involved, data flow diagrams, and entity-relationship
diagrams. The logical design serves as the foundation for the subsequent development of the
system.

4.5.1 Flowchart of the system

The online bookstore management system comprises several integral processes, mirroring
the seamless flow of operations. These processes include customer registration, book order
submission, inventory review, approval/rejection, and order fulfillment. Each process
delineates specific tasks and interactions between customers and the bookstore
administrators, elaborated upon in the subsequent sections.

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Figure 4.1 system administrator flowchart(author,2023)

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4.5.2 Context Diagrams and Data Flow Diagrams
Entity-relationship diagrams depict the relationships between various entities and their attributes
within the online clearance system. They define the structure of the database and serve as a
blueprint for data storage and retrieval. The diagrams ensure data integrity and facilitate efficient
data management within the system.

Figure 4.3 Context Diagram (source, Author)

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4.6 Chapter summary
This chapter presented the design phase of the online bookstore management system . It included
a feasibility study, data input/output analysis, and process logic design. The feasibility study
confirmed the practicality of the proposed system, considering technical, operational, economic,
legal, and schedule aspects. The data input/output analysis outlined the information flow within
the system, while the process logic design established the foundation for system development.

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CHAPTER FIVE: System Design of the proposed system
5.1 Introduction
This chapter focuses on the system design of the proposed Online Bookstore Management
System. The chapter will describe the system in detail, including its various strengths and
weaknesses. This will help to establish the system's functionality, address any limitations,
mitigate risks, and maximize opportunities for successful implementation. The chapter will cover
the functional and non-functional requirements of the system, task description analysis, logic
flow design diagrams, database design, and a summary of the chapter's contents and importance
for the next steps in the project.

5.2 Description of the proposed systems, its strengths and weakness

The proposed system is an Online Bookstore Management. It will be a web-based system that
allows students to complete their clearance process online. The system will include a login page
where students can authenticate themselves using their university credentials. Once logged in,
students will be able to access the clearance dashboard, which will guide them through the
clearance process.

5.2.1 Strengths of the proposed system

Convenience: The system enables customers to handle bookstore transactions online, eliminating
the need for physical visits to the bookstore.

Timesaving: With the online bookstore system, customers can conveniently browse, purchase,
and manage their orders without the need to navigate through physical store queues and wait
times.

Transparency: The system provides clear instructions and guidelines for each step of the
purchasing process, ensuring transparency and ease of use for customers.

Real-time updates: Customers can track the status of their orders in real-time, receiving
immediate updates on shipping, availability, and any other relevant information. This feature
reduces uncertainties and enhances the overall customer experience.

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Centralized information: The system maintains a centralized database for all bookstore-related
transactions, making it more efficient for bookstore administrators to manage inventory, track
orders, and analyze customer preferences. This centralized information hub contributes to
streamlined operations and enhanced bookstore management.
5.2.2 Weakness of the proposed system
Technical requirements: Customers will need access to a computer or mobile device with internet
connectivity to utilize the online bookstore system.
Technical proficiency: Customers with limited computer literacy or restricted access to
technology may encounter challenges in navigating and utilizing the online bookstore system
effectively. User-friendly interfaces and clear instructions should be implemented to enhance
accessibility for all customers.
Security concerns: The bookstore system will manage sensitive customer data, necessitating
robust security measures to safeguard information from unauthorized access or potential data
breaches. Implementing encryption protocols, secure payment gateways, and regularly updating
security protocols are imperative to ensure the integrity and confidentiality of customer
information within the bookstore system.
5.3 Requirement Analysis
This section focuses on determining the requirements of the Online Bookstore Management. It
includes analyzing, documenting, validating, and managing the software requirements.

5.3.1 Functional Requirement

Functional requirements specify the capabilities and functions that the Bookstore System must
have to operate effectively. They describe the inputs, behaviors, and outputs required to meet the
objectives of the study. The functional requirements of the Online Bookstore System include:
1. User Authentication: The system should provide a login page for customers to authenticate
themselves using their credentials. Customers should have the option to reset their passwords if
forgotten.
2. Transaction Process: The system should guide customers through the purchasing process step-
by-step, providing clear instructions for each stage. Customers should be able to browse, select,
and purchase items online. The system should validate and confirm the details of each
transaction to ensure accuracy and completeness.

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3. Order Tracking: Customers should be able to track the status of their orders. The system
should provide updates on order processing, shipping, and delivery status.
4. Inventory Management: The system should allow bookstore administrators to manage and
update the inventory. It should track product availability, restocking needs, and remove items that
are no longer in stock.
5. Order Fulfillment: Bookstore administrators should have access to an administrative
dashboard to review and fulfill customer orders. The system should notify administrators about
new orders and enable them to take appropriate actions.
6. Reporting and Analytics: The system should generate reports and analytics to provide insights
into bookstore operations, such as sales trends, popular items, and inventory turnover rates. This
functionality assists administrators in making informed decisions to optimize bookstore
performance.
5.3.2 Non-Functional Requirements
Non-functional requirements define the criteria for evaluating the performance of the Bookstore
System. They are derived from the functional requirements and specify characteristics such as
maintainability, reliability, security, and usability. The non-functional requirements of the Online
Bookstore System include:
1. Usability: The system should feature a user-friendly interface that is easy to navigate and
comprehend. Clear instructions and guidance should be provided for each step of the purchasing
process, enhancing the overall user experience.
2. Performance: The system should efficiently handle a large number of simultaneous users
without significant performance degradation. Response times should be prompt to ensure a
seamless and responsive user interface, preventing delays in accessing and using the system.
3. Security: The system should implement robust security measures, including the encryption of
sensitive customer data and secure user authentication. Access to customer information should be
restricted to authorized personnel only, ensuring the confidentiality and integrity of customer
data.
4. Reliability: The system should be consistently available and accessible to customers, with
minimal downtime for maintenance or upgrades. Data integrity should be guaranteed, and
regular backups should be performed to prevent the loss of critical information.

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5. Maintainability: The system should be designed in a modular and extensible manner, allowing
for easy maintenance and accommodating future enhancements. This design approach ensures
that the system can adapt to evolving requirements and technologies, facilitating long-term
sustainability and ease of management.

5.4 Conceptual architecture of the proposed system

This system being a web-based system the architecture is the client server architecture. This
model is better employing the available computing resources and share data processing loads
allowing the client machine to provide the user with interaction facilities and application
processing while the server machine provides data processing.

Figure 5.1 Conceptual architecture of the proposed system source(Author,2022)

5.5 Process logic design of the process

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To illustrate the logic flow and interactions in the Online Bookstore Management the researcher
will provide relevant diagrams such as use case diagrams, flowcharts, and database design
diagrams.

5.5.1 Use Case

During the analysis phase, the use case diagram is used to describe the interaction between the
user and the system. Users can be primary or secondary. The most common relationships
represented in a use case diagram are those between actors, use cases, and the system. The
system actors in the online web-based job searching app are jobseekers, recruiters, and
administrators. The use case is depicted below.

Figure 5.2 Use Case Diagram. Source (Author,2022)

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5.5.2 Flow Charts
Flowcharts are used to depict the sequence of processes that occur in a system. The researcher
identified the register flowchart, login flowchart, and forgot password flowchart to assist users
who became stuck in the system.

Figure 5.5 Admin flowchart Source: Author (2022)

5.6 Database Design
For the Online Bookstore System, the database design involves creating tables to store essential
data related to customers, book details, orders, and administrative data. The design aims to
establish relationships between these tables to ensure data integrity, efficiency, and coherence.
5.6.1 Data Dictionary
Data Dictionary contains a list of files in a dataset number of records in each file, types of fields
and a constrain description.

5.6.1.1 Admins Table

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5.7 I/O of the proposed system (mock up screens)
Web forms are used to read data from the user in the form of text and numeric captured from the
user keyboard in the proposed system input and output. The proposed registration page has an
input form for registering students and staff

Figure 5.7 Administrator page (Author,2023)

The system has a login form used to login into the system. The login form captures the password
and user address which is used as user name to login into the system. Upon entering of the
correct details and submission the user will be redirected to the respective dashboard based the
role.

32
 Figure 5.8 login form source(Author,2023)

5.8 Chapter summary

This chapter outlines the envisioned Bookstore Management System, providing insights into its
functionality, strengths, and potential limitations. The analysis covers both functional and non-
functional requirements, ensuring a comprehensive understanding of the system's intended
capabilities. The chapter further conducts a task description analysis, breaking down key
operational processes and tasks supported by the system. Emphasis is placed on the significance
of system design diagrams and database design in shaping the system architecture.

33
CHAPTER SIX

Implementation System & Testing

6.1 Chapter Introduction
This chapter explains how the building, testing, and evaluation phases of the Online Bookstore
Management System were carried out. It outlines the implementation of major functionalities
within the system and describes the tests conducted to ensure that the system meets the research
objectives outlined in Chapter 1.
6.2. System screenshots
The system screenshots will show the actual webpages of the system being implemented.

Figure 6.1 Admin view student dashboard source (Author,2023)

34
Figure 6.2 Admin add new book

Figure 6.2 Admin add new category

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Figure 6.3 Admin add new author

Figure 6.4 Admin Registration

36
Figure 6.5 index page

Figure 6.4 Category page

37
 Figure 6.4 Author Page

6.3 Testing plan

Software testing is a critical phase in the development life cycle, ensuring that the Bookstore
Management System meets user requirements and specifications. The testing process involves
both Validation and Verification to ascertain functionality and adherence to design specifications.

1. Validation:
Validation ensures that the Bookstore Management System aligns with user requirements
specific to a bookstore setting. Testing is conducted at the end of the development life cycle to
answer the question, "Does the system fulfill all the needs of the users as intended?" This phase
focuses on confirming that the system satisfies business needs.
2. Verification:
Verification aims to confirm if the system meets business requirements and adheres to design
specifications. The key question during verification is, "Was the system developed by following
all the design specifications?" This phase focuses on the design and system specifications in the
context of a bookstore management system.

3. Testing Targets:

38
The testing process targets Errors (coding mistakes), Faults (resulting from errors), and Failures
(inability to perform desired tasks). All identified errors, faults, and failures are addressed and
resolved to ensure system reliability.

4. Testing Methods:
Testing can be performed manually or using automated testing tools. Manual testing involves
preparing and executing test cases without automated tools, mainly conducted during the coding
stage. Automated testing, post-coding, employs tools for tasks like load testing and regression
testing, overcoming the limitations of manual testing.

5. Black-Box and White-Box Testing:

Both black-box and white-box testing methods are applied. Black-box testing focuses on
functionality without delving into the implementation details. White-box testing analyzes both
functionality and implementation. Comprehensive testing is ideal but may not be feasible for
every value within the input and output range.

6. Acceptance Testing:
Acceptance Testing is crucial before handing the system to end users. This phase involves testing
user interaction and response. Positive feedback from end users during acceptance testing
ensures the system aligns with user expectations.

7. Alpha and Beta Testing:

 Alpha Testing: Developers internally use the system in a simulated university

environment, understanding user reactions and system responses.
 Beta Testing: The software is handed over to users for testing in their production
environment, allowing identification of any missed problems. It serves as a final check
before the official release.

39
6.4 Evaluation plan
The evaluation plan for the Bookstore Management System aimed to assess its effectiveness in
addressing challenges within the bookstore context. Users' feedback played a crucial role in
determining the system's success in resolving identified problems. The evaluation considered the
following key documents:

1. Test Case Document:

Purpose: To outline the comprehensive set of tests required for the system.
Contents: Unit test plans, integration test plans, system test plans, and acceptance test plans.
Role: Served as a guide for conducting various testing phases to ensure thorough coverage.

2. Test Description:
Purpose: To provide detailed descriptions of all test cases and the associated procedures.
Contents: Comprehensive information on each test case, including steps for execution.
Role: Guided testers in executing tests effectively, ensuring systematic coverage.

3. Test Case Report:

Purpose: To document and present the results of the executed test cases.
Contents: Clear documentation of whether each test case passed or encountered issues.
Role: Provided an overview of the system's performance against the expected outcomes.

4. Test Logs:
Purpose: To record detailed logs for every test case report.
Contents: Information on the steps executed, inputs, expected outputs, and actual results.
Role: Facilitated in-depth analysis of test executions and aided in debugging.
Application to Bookstore Management System:

40
The evaluation plan for the Bookstore Management System involved a systematic review of the
identified documents:

Test Case Document: Ensured that various testing phases, including unit, integration, system, and
acceptance testing, were appropriately planned to cover all aspects of the system.

Test Description: Verified that test cases were clearly defined, providing a detailed roadmap for
testers to execute tests effectively.

Test Case Report: Assessed whether the system successfully passed each test case or if issues
were identified, facilitating a comprehensive understanding of system performance.

Test Logs: Offered a detailed record of test executions, aiding in the analysis of the system's
behavior under different scenarios.

6.5 Chapter summary

This chapter provided a description of the testing methods used to implement the proposed
online clearance system within a university setting. It included screenshots that provided an
overview of how the system actually works. Additionally, accurate diagrams such as flowcharts,
ER-diagrams, and data dictionaries specific to the proposed system were presented. The chapter
also outlined the testing and evaluation plan employed to ensure the effectiveness of the system
in addressing the identified issues.

CHAPTER SEVEN: CONCLUSIONS, FINDINGS& RECOMMENDATIONS

7.1 Chapter introduction

This chapter presents the conclusions, findings, and recommendations of the research conducted
on the bookstore management system, utilizing Amazon as a case study. The research aimed to
examine the current bookstore management processes in a retail setting, identify areas for

41
improvement, and propose a system that addresses the challenges faced by customers when
purchasing books from various departments such as ordering, inventory management, customer
service, and fulfillment. This chapter assesses whether the research objectives were achieved and
provides a review of the developed system in relation to the current bookstore management
processes, highlighting its advantages, benefits, and limitations within the retail context.

7.1 Challenges Encountered

During the development of the proposed system, several challenges were encountered that
significantly impacted its progress. Among these challenges were:

1. Changes in the clearance requirements: Despite significant time and effort invested in the
system development, there were instances where clearance requirements underwent
modifications. These changes necessitated adjustments to the system to accommodate the new
requirements, which led to delays in the development timeline.

2. Difficulty in obtaining accurate and complete data: Another challenge was encountered in
obtaining accurate and comprehensive data from all university departments involved in the
clearance process. This hindered the system's ability to effectively streamline the clearance
process, as incomplete or inaccurate data could lead to errors or inefficiencies in clearance
procedures.

7.3 Future Recommendations

The adoption of the developed online clearance system for the Catholic University of Eastern
Africa is strongly recommended for both the university and its students. However, to further
enhance the system's effectiveness and efficiency, the following recommendations are suggested:

42
1. Continuous evaluation and updates: It is essential to regularly assess the system's performance
and functionality to accommodate any changes in clearance requirements and processes. This
includes staying abreast of any updates or revisions to clearance policies and procedures within
the university and making corresponding adjustments to the system as needed.

2. Integration with existing student information system: Seamless integration with the
university's existing student information system is crucial for efficient data exchange and
management. By integrating the online clearance system with the student information system,
redundant data entry can be minimized, and information can be shared seamlessly across
different departments, thereby improving overall workflow efficiency.

3. Implementation of automated notifications and reminders: To streamline the clearance process

and ensure timely completion, the system should incorporate automated notifications and
reminders. These notifications can alert students and relevant university staff about pending
clearance tasks, upcoming deadlines, and any outstanding requirements, helping to reduce delays
and ensure that the clearance process progresses smoothly.

7.4 Conclusion

The objective of this research was to address the obstacles faced by customers in the context of
bookstore management, utilizing Amazon as a case study. Through an extensive review of
relevant literature and surveys administered to customers and bookstore staff, the study identified
shortcomings in the existing bookstore management processes and advocated for the
development of an advanced management system. Data analysis facilitated the derivation of
insightful conclusions, affirming the significance of the research and the subsequent system
development. It was established that an enhanced bookstore management system is imperative
for optimizing operations, reducing bottlenecks, and improving overall efficiency in the retail
domain. Implementation of the proposed system promises to mitigate customer challenges and
enhance the bookstore experience, leveraging Amazon's platform as a primary case study.

43
APPENDIX
1.1 Time schedule

Figure 1.1 Gantt chart source (Author,2023)

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1.3 sample code

Figure 1.3 database connection screenshot source(Author,2023)

47
Figure 1.4 HOD page code screenshot source (Author,2023)

48
Figure 1.5 login page code screenshot source(Author,2023)

49