Computerization Of Staff Record
(A Case Study Of Management Information System Federal Polytechnic Nekede Owerri)
The process of computerizing staff records involves digitizing and storing information pertaining to employees within an organization electronically, facilitating efficient management and retrieval of data. This transformation encompasses various aspects, including personnel details, employment history, performance evaluations, training records, and payroll information. By transitioning from manual to digital systems, companies can streamline administrative tasks, enhance data accuracy, and improve decision-making processes. Additionally, computerized staff records enable easier access to information, facilitating timely updates and ensuring compliance with regulatory requirements. This digitalization not only optimizes operational efficiency but also enhances data security through encryption and access controls, safeguarding sensitive employee information from unauthorized access or loss.
The present any activities requires better method of achieving goals and objectives. This is unlike the case of manual system used in staff record keeping which include student record, academic record and staff record. In other to improve in keeping staff record in Federal Polytechnic Nekede, this can be done by analyzing the manual method of staff record and nothing the disadvantages. For that reason project based on the essence of using computer in staff record keeping. From the research, it was gathered that with computer and software which develop using visual basic it eliminated waste of time in computation, redundancy of record and improved efficiency, reliability and timely processing of staff record. The above result ware achieve using structured system analysis and design methodology.
Title page
Approval page
Dedication
Acknowledgement
Abstract
Table of content
CHAPTER ONE
1.1 Introduction 1
1.2 History of the Federal Polytechnic Nekede 2
1.3 Organization Structure 4
1.4 Purpose of the study 6
1.5 Statement of the problems 7
1.6 Significance of the study 8
1.7 Scope of the study 9
1.8 Organization of the study 9
1.9 Definition of term 10
CHAPTER TWO
Literature Review
2.1 Introduction 16
2.2 Data Base and Data Base Management 16
2.3 Integrated Information system 17
2.4 Application Program 17
2.5 File Organization and Processing 18
2.6 Best Preferred System 19
CHAPTER THREE
System Analysis, Methodology and Design 20
3.1 Introduction 20
3.2 System Investigation (Analysis of Existing
System) 20
3.3 System Specification 21
3.4 Research Approach 22
3.5 The existing system 23
3.6 Data Analysis Techniques 27
3.7 Problem of the existing system 28
3.8 The new system and Propose of a New system 30
3.9 Scope of Design/ System Specification 30
3.10 Design of the New System and Design
Consideration 30
3.11 System Flow Chart 31
3.12 processing in the New System 32
3.13 Storage Medium 33
3.14 Mode of Accessing Files 33
3.15 Validation Process 33
3.16 Output Control 34
3.17 Implication of the New System 34
3.18 Input Data Design 35
3.19 Input File Definition Table 35
3.2o Output Data Design 39
3.21 Approach to the New System 39
CHAPTER FOUR
Introduction
4.1 Program and Implementation 42
4.2 Program Module 42
4.3 System Flow Chart 44
4.4 Program Flow Chart 47
CHAPTER FIVE
Summary, Conclusion and Recommendation
5.1 Introduction 49
5.2 Summary 49
5.3 Conclusion 50
5.4 Recommendation 51
References 52
INTRODUCTION
Right from the outset, man is prone to keeping records, without record keeping, there couldn’t be effective management in administration. Due to the fact that man is forgetful, it is not easy to have everything on the brain although man has the tending to obtain much quality of information, and maintain that for a particular period of time after which the information may die down the idea of record keeping is necessary in all human endeavor. The early man used the ideology of stone in its manage of events and essentialities. The need of man started to increase, for example quart for education come up, there in records must be known, the total number of student in a school year of admission and all other vital information also in hospitals, business outfits and other organizations record must be kept, so that this could be easily b e referred to at any particular time when the need arise. The bone of contention is how could these records be easily accessed, due to the demand in the word thus relating it down to a problem. Such problems are putting down the information. Faster, retrieving those lay down information as fast as possible, arranging them and doing arithmetic operations, perfectly without much errors. It now come to mind of man to build a computer ( A computer is any device capable of accepting information through its input devices processing it and providing the result through its output device and can as well store it). The reason for the invention of computer is to alleviate human complex nature of problem by applying computer in solving those problems. Hence the researcher work looks at the application of computers to one of these problems, which is recorded keeping with reference to staff record in Federal Polytechnic Nekede Owerri.
1.2 HISTORY OF THE FEDERAL POLYTECHNIC NEKEDE
In federal polytechnic Nekede, the type of record kept include students record, academic record and staff record. This project work is going to be based one on of the records kept, staff record. In the above school, staff are categorized into senior and junior staff. The admission and welfare committee sees that the federal polytechnic Nekede are disciplined and staff promotion are taking care of. In the end of a complex problem on how best to keep records f the staff evolve. This could easily be solve if computerization is implemented. In Federal Polytechnic, right form the outset, the method of processing data is manually and mechanically. This study counter it aim at reducing the problem encountered in keeping record
This has led to the suggestion that record in Federal Polytechnic should be computerized.
1.3 ORGANIZATIONAL STRUCTURE
RECTOR:
This is the chief executive of the polytechnic; he is responsible to the governing council for the implementation of policies of the institution. He also coordinates the activities of the polytechnic through some principle officers and head of department
DEPUTY RECTOR:
He is second to the rector. He takes over the running of the institution whenever the rector is no around as directed by the rector
REGISTRAR
This is the head of administration. He is responsibly to the rector for daily administration of the polytechnic
BURSAR:
This is the chief financial matter of the polytechnic
STUDENT AFFAIR OFFICE
He or she over sees the general welfare of the students in outside the teaching blocks.
DIRECTOR OF MEDICAL SERVICES
Over sees the day to day running of the polytechnic medical center, he makes sure that the medical center is well equipped, so as to give treatment to staff and students who need medical attention
HEAD OF DEPARTMENT
They help to strengthen and maintain student’s lectures relationship. They also attend to students and lectures. They over sees the activities of their respective department unit
CHIEF CIBRAIN
He or she helps for the smooth running of library by co-coordinating other staff works under.
1.4 PURPOSE OF THE STUDY
The aim of this project are channeled towards improving method of keeping staff record in the federal polytechnic Nekede. This goal can be realized throu9gh the following steps;
a. Analyzing the manual method of staff record and nothing the disadvantages
b. Defining the data processing, comparing it with manual data processing, bringing out the advantages
c. Finding out the best method of keeping staff record
d. Benefit of computerization
The above objective will be achieved using different tools and techniques as will be seen in later chapters
1.5 STATEMENT OF PROBLEM
In the polytechnic Nekede, since staff record is kept manually, several problem has seen encountered which includes
a. Delay in the processing of staff record
b. Lost of staff record sin transit
c. Human error in computation and duplication of a record
d. Wastage of paper materials
e. Inability to remove outdated records
This project is aim at bringing solution to these problem listed above by computerization of the staff record. This automatically changes from record keeping from manual to electronic method of data processing. A lot questions, which could be use evolved, are enumerated below.
a. What computer are all about
b. What extend will it fit the arrangement of staff records in federal polytechnic Nekede?
c. What damages will be bring about
d. Why are the implementation of the new system or idea, would vividly provide answer to these outstanding question above
1.6 SIGNIFICANCE OF THE STUDY
There is a convincing hope that this project will solve most of the problems encounter by this institution in its staff record. Among the numerous important are
a. Accuracy and speedy processing of information
b. Quick access to individual record
c. Improved file organization and management
This project will necessitate the modification and the refinement of the already existing techniques it will also serve as reference work for further resource
1.7 SCOPE OF THE STUDY
This project work has much to with file generation, file creation and file organization of staff record. In the course of the study, file security measure will be suggested to enhance keeping of staff record in poly Nekede. As a result of certain constants this research is limited in scope to few departments and the admission with other unit in polytechnic
1.8 ORGANIZATION OF THE STUDY
This project work aim at bringing into play the benefit of computerization of staff record in federal polytechnic Nekede, Owerri. This work is made up of five chapter, chapter one contains the introduction of the project topic, statement of the problems, objective of the study. Chapter tow contains the system investigation analysis and design of input form. Chapter four contain implementation while chapter five contains summary, conclusion and recommendation
1.9 DEFINITION OF TERMS
Computer: This is an electronic device that is capable of accepting data, process data and produce the result known as information. Ordinary, the computer accepts data as input process and it produces output
BUFFER
This is a temporary or intermediate storage unit used to hold data being transmitted between internal and external storage unit between output device and memory storage
ACCESS TIME
The time taken to retrieve data from a magnetic storage system
ALGORITHM
A set of instruction which processes information in a reasonable uniform way to achieve a set of goals often used in the specific content of mathematical problem solving
ASCII
American standard code for information interchange, a standardized system of representing letters, number etc in digital format, allowing basic text to be understand and correctly interpreted by all computers irrespective of their type ASCII is for text handling only, and does not extent to processing commands
BOOT
This is the process of starting up a computer system. There are tow types of booting namely
1. Warm booting and secondly cold booting
Warm booting: This is when a computer that is already on is restarted or reset, using the reset button or the combination of three keys CTRL
BENCHMARK
A standardized set or routine, is used to compare the performance of different computer program etc
BUG: A fault in program
BAUD:
A unit of measurement which devote the number of data bit transmitted in one second between on of equipment and author, particularly important in the content of modern and printers
DEBUG
To locate and remove the cause of problem in the executive of problem
FLOW CHART
A graphical representation of the sequence of computer operation in a program permitting the flow of processing to followed by the user
DOWN TIME
Any period when a computer system is out of action due to malfunction or maintenance
HAND SHAKE
A preliminary exchange of code information between two pieces of equipment before the actual data transmission starts. Hand shake is designed to ensure that equipment is fully compactable
OPERATING SYSTEM
An intermediate program which resides between the application program and central processing unit itself, and which co-ordinate various aspects of machine’s operation
DIGITAL LOGIC
The electronic circuit in a computer in which logic gates and logic circuit are used to handle binary information by extension, the term also applies to the digital principles underlying this process
BUBBLE MEMORY
A form of detachable memory module which does not loose its content when it is renewed form its socket in the computer
CAD (computer aided design)
An advance computer application which allow the drawing design and testing of ideals on screen
DEFAULT DRIVE
The disk drives, which a computer has been programmed of select it no specification has been given
EXPERT SYSTEM
A computer program or system, which incorporate a body of specialist knowledge contributed by experts in a particular field, thus allowing other user to draw on this knowledge common application includes law, medical research and geology, etc
INTERFACE
This is a means by which a piece of equipment communicate with other equipment. In micro computer interface one usually either of the parallel or serial type
MULTIPLEXERS
A device to combine the output from a number of sources so as to enable their transmission go through one common communication channel
PACKET SWICHING
The transmission of data along telecommunication channels using packages of data(usually or fixed length) instead of the convention real time system
PIXEL
The smallest area which can be displayed on a computer screen be a particular computer, one of the dots which make up the display
PROTOCOL
A set of convention on the format of input and output communication between two pieces of equipment
SPOOLING
Simultaneous peripheral operation inline, the practice of transferring information to an axillary’s storage
Computerization Of Staff Record:
Computerization of staff records refers to the process of digitizing and organizing information related to an organization’s employees or staff members using computer systems and software. This transition from paper-based or manual record-keeping to electronic or digital formats offers several advantages, including improved efficiency, accuracy, security, and accessibility. Here’s a breakdown of the key steps and benefits of computerizing staff records:
1. Data Entry and Capture:
Gather all relevant information about each staff member, including personal details, contact information, employment history, qualifications, certifications, and any other pertinent data.
Enter this information into a computerized system, often through a user-friendly interface that facilitates data entry.
2. Centralized Database:
Store all staff records in a centralized electronic database. This database can be hosted on local servers or in the cloud, depending on the organization’s needs and preferences.
Ensure that the database is secure and accessible only to authorized personnel to protect sensitive employee information.
3. Electronic Filing and Document Management:
Scan and digitize any paper-based documents related to staff records, such as resumes, contracts, performance appraisals, and training certificates.
Implement a document management system to organize and store these digital documents in an easily retrievable manner.
4. Data Security and Privacy:
Implement robust security measures to protect staff records from unauthorized access or data breaches.
Ensure compliance with data protection regulations (e.g., GDPR, HIPAA) to safeguard employee privacy.
5. Search and Retrieval:
Develop a user-friendly interface for searching and retrieving staff records quickly and efficiently. This may involve using search filters or categories to sort and find specific information.
Access to this system may be limited to HR personnel or other authorized users, depending on the organization’s policies.
6. Reporting and Analytics:
Utilize the data stored in the system to generate reports and analytics that can aid in decision-making, such as workforce planning, performance evaluations, and salary reviews.
Generate insights from historical data to identify trends and patterns in staff behavior and performance.
Benefits of Computerizing Staff Records:
Efficiency: Streamline administrative processes by reducing paperwork and manual data entry, saving time and resources.
Accuracy: Minimize errors associated with manual record-keeping, leading to more reliable data.
Security: Enhance data security through encryption, access controls, and data backup procedures.
Accessibility: Enable authorized personnel to access staff records from anywhere with an internet connection, facilitating remote work and global collaboration.
Compliance: Ensure compliance with data protection regulations and simplify audits and reporting.
Cost Savings: Reduce costs associated with paper-based record-keeping, physical storage, and document retrieval.
Decision Support: Use data analytics to make informed HR decisions and improve workforce management.
Scalability: Easily scale the system to accommodate a growing workforce and changing organizational needs.
In summary, computerization of staff records is a strategic move for organizations to modernize their HR processes, improve efficiency, and enhance data security while also enabling data-driven decision-making in workforce management. It’s an essential step in the digital transformation of HR functions within an organization.