Notes

DESIGN AND IMPLEMENTATION OF COMPUTERIZED STAFF RECORD
SYSTEM
ABSTRACT
This project was centered on the computerized staff record system.
The current process of keeping of staff records is being operated
manually and due to this procedure numerous problem are been
encountered. A design was taken to computerized the manual process
in order to check this problem. The problems were identified after
series of interviews and examination of documents after which
analysis was made and a computerized procedure recommended. This
project will also suggest how to successfully implement the
computerized procedure and to overcome the obstacle that would
hinder the successful implementation of the system. The new system
was designed using Microsoft visual basic 6.0 programming language.
This language was chosen because of its easy syntax and features for
developing windows based applications.
TABLE OF CONTENT
CHAPTER ONE
INTRODUCTION
BACKGROUND OF THE STUDY
STATEMENT OF THE PROBLEM
OBJECTIVE OF THE STUDY
SIGNIFICANCE OF THE STUDY
SCOPE OF THE STUDY
DEFINITION OF TERMS
CHAPTER TWO
LITERATURE REVIEW
CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.0 INTRODUCTION
3.1 SYSTEM ANALYSIS
METHODS OF DATA COLLECTION
3.3. PROBLEMS OF THE CURRENT SYSTEM
3.4 OBJECTIVE OF THE NEW SYSTEM
3.5. MAIN MENU SPECIFICATION
3.6. OVERVIEW OF THE SYSTEMS FLOWCHART
3.7 SYSTEMS DESIGN
3.8 PROCEDURAL FLOWCHART
CHAPTER FOUR
SYSTEM IMPLEMENTAION
4.1. INTRODUCTION
4.2 JUSTIFICATION OF THE PROGRAMMING LANGUAGE USED
4.3 SYSTEM REQUIREMENT
4.4 SYSTEM TESTING
4.5 TRAINING AND RETRAINING OF STAFF
4.6 CHANGEOVER PROCEDURE
4.7 USER MANUALS
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
5.1 SUMMARY
5.2. RECOMMENDATIONS
5.3 CONCLUSION
References
Appendixes
CHAPTER ONE
1.1 INTRODUCTION
Staff records department in a firm or in an organization like ours is
a department that gathers information regarding staff statistics
and condition of service. This information is obtained continually to
ensure continuity in staff management.
The conversional methods of keeping the 0se records are basically
the same in higher institutions.
With so much importance attached to the provision of quality records
in this information age, then the need to follow the trend of
information technology (I.T) to speed up and reduce the stress in
manual method of keeping records. To achieve this, an object oriented
programming language like visual basic 6.0 is used to develop the
software.
1.2 BACKGROUND OF STUDY
The federal polytechnic Nekede Owerri was initially established as a
college of technology Owerri by edict No.16 dated 1st April, 1978. In
1987 it was renamed, the polytechnic by the Imo state government.
The institution was taken over by the federal government in April
1993 and is now governed by the federal polytechnic act to perform
the following functions:
a) To provide full- time or part –time courses of instruction
and training:
On such other fields of applied science, commerce and
management, and
On such other fields of applied learning relevant to the needs of
the development of Nigeria in the area of industrial and
agricultural
production and distribution and for research in the development
and adaptation of techniques as the council may from time to
time determine:
b) To arrange conference, seminars and study groups relative to
the fields of learning specified in paragraph (a) of this subsection
(1):
c) To perform such function as in the opinion of the council may
serve to promote the objectives of the polytechnic.
At the early stage of this institution staff was few, therefore
making the retrieval of information from files very easy. At this
early stage, updating staff files was an easy task. The management
on any of the department could go through all folders to make out
staff list, compile all the staff salary for a given period of time and
it was very easy to monitor the efficiency of each staff.
Today the numbers of staff have increased tremendously which
makes it a bit difficult to update the records of staff. Because of
this constrain the reason for user application software that could
implement all these at the click of a button.
STATEMENT OF PROBLEM
Institutions, organizations and banks in Nigeria at the earlier stages
of their inception have been manually operated. That is, records are
organized, accessed, and retrieved by human beings manually. This
manual method made the whole thing very difficult to handle.
With the increase in staff in our institution, the above method has
been proven very difficult and tedious to work upon. The problems
faced here are:
Poor statistics about a particular staff: this may be as a result
of lost or misplaced staff files
Longer Waiting Time: The record clerk wastes so much time in
bringing a staff folders. In case the management needs the
record for a particular staff, it takes the clerk time to manually
organize the data and bring it to the destination where it is
needed. Thereby contributing to time wastage.
Inaccurate Staff Report: Sometimes staff report are not
properly stated and reported. This results to questionable report
being sent to management for planning.
Mishandling of Staff Folders: Staff folders are often handled
with little or no regard. This leads to detaching and tearing away
of some of the staff important documents.
Unrestricted Access To Staff Records: Due to poor security
checks in most institutions, staff records which are main to be
confidential are exposed to unauthorized persons.
These and more contribute to inefficient records keeping.
OBJECTIVE OF STUDY
The purpose of this project work is to develop an automated staff
record system that could speed up records job efficiently and
effectively, and also reduce the cost of labour.
Up-To-Date RECORDS OF STAFF ARE KEPT: This allows for easy
retrieval of staff files when the need arises. Staff data are kept
up-to-date so as to enhance the assessment of the staff both for
future, present and past records.
This can also be used for staff appraisal and also help to monitor the
conduct of the staff at a glance through the records. By viewing the
database, vital information for planning, staff equipment and the
welfare of the institution is obtained thus improving resources
allocation.
Staff records are stored by the system: This will eliminate the
problem of lost files thereby improving record services tendered by
the records department.
In a networked environment, terminals or workstation should be
present only at the records room and the personnel or administration
manager’s office. The software should include security checks to
prevent unauthorized access to confidential records of a staff
stored in the system’s database. The software would be menu-driven
to provide a user-friendly environment
1.5 SIGNIFICANCE OF STUDY
This work serves as a launching pad for federal polytechnic Nekede
Owerri to enhance the recording system by computerization of their
record system.
This project work is breaking new grounds in the area of
computerization of staff record system; it will serve as a stepping-
stone for student researchers and her interested explorer in this
field.
Though this software is designed using Federal Polytechnic Owerri as
a case study any other institution or firm can use the software with
just a little modification.
1.6 SCOPE OF STUDY
The extent to be covered in this project work is, this work creates a
database for the staff record system for federal polytechnic
Nekede. This project work is going to cover the staff form, arrival
report form and annual leave form. With the system on the network
the personnel director can view the staff record at a glance, which
will help him to know the number of work force he has. It will help him
know the number of staff in each department and the department
that needs more or less staff.
TERMS AND CONDITIONS
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college policies
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2. As a source for ideas for you own research (if properly
referenced)
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plagiarism and acceptable paraphrase)
4. Direct citing ( if referenced properly)
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