Design And Implementation Of Web-Based Employee Record System

This research study focused on Design and Implementation of web-based employee record system, a case study of Akwa Ibom State University. A web-based employee record system is a computerized system that facilitates the management of employee information over the web or internet. The system ensures that the record of employees can be easily handled and updated whenever the need arise. It is an electronic record keeping system that offers several advantages such as saving time and presenting needed information pertaining to employees instantly. Findings revealed that institutions still make use of traditional flat file systems thereby making record management operations difficult. Retrieval and confirmation of employee details is difficult in the manual system. However, with a web-based system, it is easy and time saving to retrieve employee record when needed. The research methodology adopted for the development of the system is the spiral development model and the programming language used is pHp (Hypertext pre-processor) and MySQL is used for the database. In summary, a web-based employee record management system makes the operation of managing employee records easy. Useful recommendations are also offered such as the contracting of Information technology professionals to develop customized solutions to handle online personnel record management systems and the enforcement of laws by the government to make online employee record management system compulsory for all organizations.

Introduction

1.1 Introduction

All organizations, however large or small, need to keep certain records, some because the law requires them, and some for internal purposes. For instance, keeping records of hours worked by most workers (for the purposes of the implementation of the Working Time Regulations), and pay rates will enable employers to monitor legislation compliance. Every employer also needs records of workers joining them, their job title, pay and so on. A web-based employee management system is an online system that enables organizations to upload information about their employees so that their identity can always be verified. And the basic information about them and their work description can be easily managed. It is an electronic record keeping system that will aid the organization not to be dependent on flat files all the time for managing employee or personnel information. it is an effective means of electronic record management. The goal of web-based employee records Management is to provide professional assistance to state and local government agencies, public and private institutions in managing the records and information required to take care of the institution in an effective and cost-efficient manner. It is an electronic record management system [1].

This chapter introduce the web-based design and implementation of employees record system. It presents the statement of problems, aims and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.

1.2 Statement of Problem

Traditionally, paper records placed in a flat file is common place in institutions and organizations, once they were physically filed, they begin to take up valuable office space.

This makes it difficult to retrieve information when they are needed and valuable information that may be needed information may be lost due to the poor practice of dumping the files.

Employee information can only be seen from the manual records.

Also, other organizations that need information about the employees to verify their identity cannot do so in the absence of a web based employee record system.

It is in view of the above listed problems that this research study is conducted to design and implement a web based employee record system.

1.3 Aim and Objectives of the Study

The aim of the study is to develop a Web-based employee record system system that will enable Akwa Ibom state university to maintain the record details of its employees such that it will be easy to retrieve needed information with few button clicks.

The objectives of the study are;

To design a web-based employee record system

To create a system that will aid in retrieving employee details online.

To design a system that will complement or replace the manual way of managing personnel information.

1.4 Significance of the study

The significance of the study is that it will provide a better means of managing employee records online. It will facilitate the capturing of employee information so that it will be easy to manage. The report of any employee can be called up by entering the ID number of the employee. The research study will also be significant to other scholars and researchers seeking for valuable information on the subject of employee record management system and electronic record management as it contains professional accounts of electronic record keeping practice and management in developed countries.

1.5 Scope of the Study

This study covers Web-based Design and Implementation of employee record system using Akwa Ibom State University as s case study. It is limited to the development of an online system that will aid the registration and retrieval of employee records (bio-data and job description details).

1.6 Organization of Research

This research work is organized into five chapters.

Chapter one is concerned with the introduction of the research study and it presents the preliminaries, theoretical background, statement of the problem, aim and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.

Chapter two focuses on the literature review, the contributions of other scholars on the subject matter is discussed.

Chapter three is concerned with the system analysis and design. It analyzes the present system to identify the problems and provides information on the advantages and disadvantages of the proposed system. The system design is also presented in this chapter.

Chapter four presents the system implementation and documentation. The choice of programming language, analysis of modules, choice of programming language and system requirements for implementation.

Chapter five examines the constraints of study, summary, conclusion and recommendations.

1.7 Definition of Terms

Web-Based System:

A system that is meant to work with internet network. Employee - A paid worker in an institution or organization, private or public.

Record:

A collection of related fields. Also considered as an electronic file representing an entity.

Management:

The organizing and controlling of the affairs of business.

Electronic Record:

A digital record of information stored in a computer system or electronic storage device that can be accessed.

Back-up:

A copy of computer data that is stored in another storage device sometimes in a different location.

Summary, Conclusion and Recommendations

5.0 Introduction

This chapter presents the constraints of the study, summary, conclusion and offers useful recommendations.

5.1 Constraints of the study

In carrying out the research work, some challenges were faced that limited the study such as:
Time: The time given for the completion of the research work was too short hence the researcher had to hasten up the research work to meet up and this has an impact on the study.

Limited Materials:

Few materials were found pertaining to the research area and this limited the bulk of the literature review.

Finance:

The high cost of textbooks, internet browsing and transportation to different libraries to gather materials stood as a constraint to the research work.

5.2 Summary

A web based employee record management system is a database application that enables capturing of employee information so that it will be easy to manage. It is an electronic record keeping system and it makes the recording and managing of employee information to be easier than the traditional approach of keeping flat files. Since it is web-based, the information of employees can be easily presented or viewed when needed.

5.3 Conclusion

A web-based employee record management system is very useful to institutions and organizations as it facilitates the efficient management of employee records online. It promotes the efficient running of the institution to meet up with international standards of managing records and information.

5.4 Recommendation

The following recommendations are offered based on the findings of the research study:

Institutions should encourage the computerization of human resources records for better management by developing a website to manage employee records

Staff should be trained to be computer literate

The services of IT professionals should be utilized to upgrade the operations of the institution or organization

Customize software should be developed to meet the need of managing human resources records

IT staffs should be recruited for the maintenance of the web based employee record system.

Preliminary Page(s)

Title Page

Certification

Approval Page

Dedication

Acknowledgment

Abstract

Table of Contents

List of Figures

List of Tables

Chapter One:

Introduction

1.1 Introduction

1.2 Statement of the Problem

1.3 Aim and Objectives of the Study

1.4 Significance of the Study

1.5 Scope of the Study

1.6 Organization of the Research

1.7 Definition of Terms

Chapter Two:

Literature Review

2.0 Introduction

2.1 Theoretical Background

2.1 Web-based Applications Concept

2.2 Importance of Employee Records

2.3 Needed Employee Records in Organizations

2.4 The Concept of Electronic Record Management System

2.5 The Need for Employee Record Management system in Institutions

2.6 Benefits of Employee Record Management

Chapter Three:

System Analysis and Design

3.0 Introduction

3.1 Description of the Existing System

3.2 Analysis of the Proposed System

3.3 Design of the Proposed System

3.3.1 Use Case Diagram

3.3.2 Database Design

3.3.3 System Architecture

3.3.4 Input Layout

3.3.5 Output Layout

3.3.6 Algorithm

3.3.7 Program Flowchart

Chapter Four:

System Implementation and Documentation

4.0 Introduction

4.1 System Design Diagram

4.2 Choice of Programming Language

4.3 Analysis of Modules

4.4 Programming Environment

4.4.1 Hardware Requirements

4.4.2 Software Requirements

4.5 Implementation

4.6 Software Testing

Chapter Five:

Summary, Recommendation and Conclusion

5.0 Introduction

5.1 Constraints of the Study

5.2 Summary

5.3 Conclusion

5.4 Recommendation

References

Appendix (A)

Appendix (B)

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