System Architecture and Working

System Architecture

The GPH Library – Smart Library Management System follows a three-layer architecture consisting of:

1. Presentation Layer (Frontend)

2. Application Layer (Backend)

3. Database Layer (MySQL Database)

The system is developed using Flask as the backend framework and MySQL as the database management system. Different users such as Students, Teachers, and Admin/Librarian interact with the system through separate portals.

1. Presentation Layer (Frontend)

The frontend is designed using:

• HTML

• CSS

• JavaScript

• Bootstrap

This layer provides the graphical user interface for:

• Student Portal

• Teacher Portal

• Admin Dashboard

The frontend is responsible for:

• displaying forms

• showing dashboards

• handling user interaction

• displaying notifications

• responsive UI design

Modern GenZ-style UI components, animations, cards, badges, and responsive layouts are used to improve user experience.

2. Application Layer (Backend)

The backend is developed using:

• Python Flask

This layer handles:

• user authentication

• session management

• request processing

• business logic

• OTP verification

• fine calculation

• renewal management

• book issue workflow

• email sending

• file uploads

Flask routes and controllers connect the frontend with the database.

Important backend functionalities include:

• student registration approval

• teacher registration approval

• password hashing

• OTP-based password reset

• due-date reminder system

• book renewal workflow

• question paper approval system

3. Database Layer

The database layer uses:

• MySQL

It stores all project data securely.

Main database tables include:

• students

• teachers

• books

• borrow_requests

• issued_books

• renew_requests

• question_papers

• notifications

• password_reset_otps

The database handles:

• data storage

• data retrieval

• relationship management

• transaction handling

Working of the System

1. Student Registration Workflow

1. Student fills registration form.

2. Registration request is sent to admin.

3. Admin approves or rejects the request.

4. After approval, student can log in using roll number and password.

2. Student Login and Authentication

1. Student enters roll number and password.

2. System verifies credentials from database.

3. Password is verified using hashed authentication.

4. Session is created after successful login.

3. Book Request and Issue Workflow

1. Student searches for books.

2. Student requests a book and selects required duration.

3. Request is sent to admin.

4. Admin approves the request.

5. Book is issued to the student.

6. Due date is generated automatically.

4. Fine and Overdue Workflow

1. System continuously checks due dates.

2. If due date expires:

   • overdue status becomes active

   • fine starts automatically

3. Fine is calculated as:
   ₹10 per overdue day

4. Warning notifications and emails are sent to students.

5. Book Renewal Workflow

1. Student requests renewal of issued book.

2. Admin reviews renewal request.

3. If approved:

   • due date is extended

4. Fine system updates automatically.

6. Teacher Workflow

1. Teacher registers using Staff ID.

2. Admin approves registration.

3. Teacher logs in.

4. Teacher uploads previous year question papers.

5. Admin approves uploaded papers.

6. Approved papers become visible to students.

7. Forgot Password Workflow

1. User clicks “Forgot Password”.

2. OTP is sent to registered email.

3. User enters OTP.

4. OTP is verified.

5. User resets password securely.

8. Bulk Excel Import Workflow

1. Admin uploads Excel sheet.

2. System reads data using Pandas/OpenPyXL.

3. Student accounts are created automatically.

4. Temporary passwords are generated.

5. Credentials are sent through email.

Security Mechanism

The system implements multiple security features:

• Password hashing

• Session-based authentication

• OTP verification

• Admin approval workflow

• Secure file upload validation

• Protected routes for admin and teachers