ABSTRACT
This work
intends to provide a computer based system for the maintenance of personnel
records of employees in organization. The work addresses limitations identified
with manual method of handling personnel records of employees in a firm by
providing a better platform to eliminate fraud, corruption, file hiding and
misplacement, records falsification, duplication, fragmentation,
inconsistencies and other vices attendant with manual method of handling
personnel records. The Personnel Information System (PIS) software is a user
friendly package that gives one the fit to accurately monitor employees'
records effortless. With Personnel Information System (PIS), the personnel
records of employees in a firm regardless of their place of assignment are
simultaneously integrated and rationalized through the creation of a single
system that provides accurate information to all in a time and cost efficient
manner.
TABLE OF CONTENTS
CONTENTS
CERTIFICATION
DEDICATION
ACKNOWLEDGEMENTS
ABSTRACT
TABLE OF CONTENT
CHAPTER ONE: INTRODUCTION
1.0 INTRODUCTION
1.1 STATEMENT OF THE PROBLEM
1.2 AIM AND OBJECTIVES OF THE STUDY
1.3 SIGNIFICANCE OF STUDY
1.4 SCOPE AND LIMITATION OF THE STUDY
1.5 METHOLOGY
1.6 DEFINITION OF TERMS
CHAPTER TWO: LITERATURE
REVIEW
2.1 BACKGROUND THEORY OF STUDY
2.1.1 THE OBJECTIVE OF PIS
2.1.2 FUNCTIONS OF PIS
2.1.3 ROLE OF PIS IN ORGANISATION
2.2 RELATED WORKS
2.2.1 EMPLOYEE INFORMATION SYSTEM
2.2.2 PERFORMANCE MANAGEMENT INFORMATION SYSTEM
2.3 CURRENT METHOD IN USE
2.4 APPROACH TO BE USED
CHAPTER THREE: SYSTEM
INVESTIGATION AND ANALYSIS
3.1 BACKGROUND INFORMATION ON CASE STUDY
3.2 OPERATIONS ON EXISTING SYSTEM
3.3 ANALYSIS OF FINDING
a) OUTPUT FROM THE SYSTEM
b) INPUT TO THE SYSTEM
c) PROCESSING ACTIVITIES CARRIED OUT BY THE
SYSTEM
d) ADMINISTRATION/ MANAGEMENT OF THE SYSTEM
e) CONTROLS USED
BY THE SYSTEM
f) HOW DATA AND
INFORMATIONS ARE BEING STORED BY THE SYSTEM
g) MISCELLANEOUS
3.4 PROBLEMS IDENTIFIED FROM ANALYSIS
3.5 SUGGESTED SOLUTION TO THE PROBLEM
CHAPTER FOUR: SYSTEM
DEVELOPMENT
4.1 SYSTEM DESIGN
4.1.1 OUTPUT DESIGN
a) REPORTS TO BE
GENERATED
b) SCREEN FORMS OF
REPORTS
c) FILES USED TO
PRODUCE REPORTS
4.1.2 INPUT DESIGN
a) LIST OF INPUT
ITEMS REQUIRED
b) DATA CAPTURE
SCREEN FORMS FOR INPUT
4.1.3 PROCESS DESIGN
a) LIST ALL
PROGRAMMING ACTIVITIES NECESSARY
b) PROGRAM MODULES
TO BE DEVELOPED
c) VTOC
4.1.4 STORAGE DESIGN
a) DESCRIPTION OF
DATABASE USED
b) DESCRIPTION OF
FILES USED
c) RECORD
STRUCTURE OF THE FILES USED
4.1.5 DESIGN
SUMMARY
a) SYSTEM FLOWCHART
b) HIPO CHART
4.2 SYSTEM IMPLEMENTATION
4.2.1 PROGRAM DEVELOPMENT ACTIVITY
a) PROGRAMMING
LANGUAGE USED
b) ENVIRONMENT
USED FOR DEVELOPMENT
c) SOURCE CODE
4.2.2 PROGRAM TESTING
a) CODING PROBLEMS ENCOUNTERED
b) USE OF SAMPLE
DATA
4.2.3 SYSTEM DEVELOPMENT
a) SYSTEM REQUIREMENT
b) TASKS PRIOR TO
DEVELOPMENT
i.
HARDWARE/SOFTWARE ACQUISITION
ii.
PROGRAM INSTALLATION
c) STAFF TRAINING
d) CHANGING OVER
4.3 SYSTEM DOCUMENTATION
4.3.1 FUNCTION OF PROGRAM MODULE
4.3.2 USERS MANUAL
CHAPTER FIVE: SUMMARY,
CONCLUSION AND RECOMMENDATION
5.1 SUMMARY
5.2 CONCLUSION
5.3 RECOMMENDATION
REFERENCES
APPENDICES
a)
PROGRAM FLOWCHART
b)
PROGRAM LISTING
c)
TEST DATA
d)
SAMPLE OUTPUT
CHAPTER ONE
1.1 INTRODUCTION
The ability of any
organization to sustain growth and development as well as meet its goals or
objectives depends on many factors one of such factors is the proper management
of human resources capital to operate at maximum capability in a highly
fulfilling environment. The human resource management profession has undergone
tremendous change over the past 20-30 years. Over the past decade, people
looked at the personnel department as mostly to manage the paperwork around,
hiring and payment of staff salaries.
Personnel information
system (PIS) is an exciting and dynamic field. Even in this age of high
information technology, people are still the most important asset to an
organization. An examination of the most successful corporations and government
agencies usually reveals that a quality workforce has made the difference
between mediocrity and success. Personnel information supports the organization's
mission, goals, and strategies. However, in recent years, a new wave of
awareness has existed in the organization as it concerns the use of computers
in administrative and planning areas of business activities. These areas
require both quantitative and qualitative information. Organizations have thus,
adopted the use of Management Information System (MIS) and decision support
system (DSS) in their decision process which is a web-based personnel
information system on the platform of interest.
However,
Human resources professionals continue to perform many of the same activities
that they did decades ago, e.g. recruiting, training, managing, and paying the
employees. The internet, however, has a significant impact on the way HR
professionals have accomplished these tasks today. Where in the past, HR
activities were largely paper-intensive and highly manual, the function today
has been transformed into a supplicated computer-based process.
Technological improvements have allowed human resources
professionals to spend less time on administrative tasks and more time with
employees. This research outlines the benefits Internet in a web-based
personnel information system, to streamline the process, source administrative
activities, and improve efficiency and resource cost. A personnel information
system is user user-friendly and mechanically advanced solution. A Personnel
Information System (PIS) involves the use of both quantitative (structure) and
quantitative information (unstructured). Decisions are largely based on
intuition, principles, and experience. In recent times, efforts are being made
to build intelligence into a computing system, whereby the computer can be used
to process large volumes of quantitative information for decision-making.
A Personnel Information
System is a computer-based system for the maintenance of the service registers
of individuals in an organization. “An information system may be defined as an organized
way of sending, receiving and recording messages”( Kroenke, D M, 2008).
Traditionally, personnel
records for federal public servants of any organization in a country like ours are
held in three places namely: The open and secret register of the organization
at the headquarters for all the staff of the organization in the nation, The
state offices for all the staff in each particular state and the local
government area offices for staff posted to the local government area offices
for staff posted to the local government area where applicable. There are also
operational department records for staff at the headquarters and state head
offices. This, however, led to duplication, fragmentation, and inconsistencies
in the records of staff. Whereas a firm’s information should be unified, there
should be no contradictions, no overlaps, and no gaps.
Information needed by the
many departments should be collected by one’s source, stored, and made
available to any section of the organization that needs it Therefore, the Data
are inaccurate and thus unreliable as a basis for decision-making. Since the
data are inaccurate and unreliable, the information generated therein is of low
quality, and decisions are likely to be wrong in confirmation. For instance,
the name of a deceased local government area staff may continue to appear in
the register or nominal roll of the organization at the quarters years after
the staff demise, whereas his/her name has been removed from the state register
or nominal roll list. Secondly, there are cases where officers obtained
additional qualifications besides the ones they were employed with, but these
qualifications are not accredited to them at the headquarters whereas they have
them in their state office files. Another case is where a couple of staff were
employed at the same time, placed on the same grade level and the same step,
and posted to different states, but a few years later, the officers started
earning different amounts of money as salaries because of one manipulation or
the other. Thus data gathering and updating are subject to delay or worse when
files are lost. Though the existing manual system of recording information is
useful, however, with the development of PERSONNEL INFORMATION SYSTEM (PIS)
software, personnel records will be simultaneously integrated and rationalized.
It should then be seen as a route to eradicating all the problems of the manual
method of handling records through the creation of a single system that would
provide accurate information to all in a time and cost-efficient manner.
With a Personnel
Information System (PIS), the details about personnel postings, qualifications,
department tests passed, training attended, family details, etc are stored in
this system. With the help of a nice friendly graphical interface, retrieval of
information is possible based on any individual or collective information
grouped by certain categories. These categories could be designation,
retirement time, length of service, place of work or location, etc. Thus the
issue of ghost workers, hiding of files, falsification of records, and other
vices that are often associated with the manual system will be things of the
past. Therefore, the Personnel Information System is very much in need of every
organization.
1.2 STATEMENT OF THE PROBLEM
Due to the manual
approach adopted in the organization, numerous problems have been encountered
in the process of handling the recruitment of employees, salary payment, and
retirement administration. For this reason, there is a need to devise a better
and more effective means of solving the problems of human resource function
with the aid of developing a web-based personnel information system to solve problems
associated with manpower planning procurement, and performance. This project
research sets out to achieve a high and effective management of human resources
with the view to increasing capability in a highly fulfilling environment.
1.3 JUSTIFICATION OF
THE STUDY
This research will be of
primary significance to human management in the personnel department, as it
will expose them to factors that they have to consider before embarking on
human resources management. For students in the marketing, banking, finance,
and business administration disciplines, it will expose them to the techniques
of human resource management. Truly will also gain knowledge on the steps
involved in the complete development of a web-based computer-based system. The
website should also be useful to individuals and organizations as it will give
them an insight into the requirements of developing a web-based personnel
information system to boost their manpower capacity. This will serve as a
source of reference for further studies in this area.
1.4 AIM OF THE STUDY
The primary aim of the
research is to provide a reliable and efficient web-based personnel information
system that would assist the human resources department of the Registry, The Polytechnic
Ibadan. In planning and procurement, training, and hiring or employing staff
such a system will enable the applicants seeking employment to communicate with
the company directly without going through a postal agency. Moreover,
organizations can get the right quality and quantity of staff at a reduced cost
and on time.
OBJECTIVE
OF THE STUDY
The Objectives of the
study include;
1.
To design a web-based system that contains
information about the organization, the staff, and their data.
2.
Develop a database system of potential
applicants, with emphasis on their qualifications and experience.
3.
Timely and quality output to managers for
decision-making
4.
Providing a specific type of output
according to the specified input
5.
It also aims to provide a well-secure
database management system
1.5 SCOPE OF THE STUDY
This research does not
encompass all aspects of human resource management, such as workforce planning,
compensation structures, employee benefits, labor relations, or performance
management. Due to time constraints, the focus of this study is limited to the
collection and management of personnel information. Specifically, it covers key
areas such as employee recruitment, staff training and development, personal
details, family background, educational qualifications, work experience,
positions held, and current employment status.
1.6 METHODOLOGY
To investigate the impact
of personnel information systems in planning and procurement, training and
hiring or employing staff, and keeping records of personnel of the organization
and their staff including their experience and qualifications in the Registry, The
Polytechnic Ibadan, a survey will be conducted to collect data to evaluate the
hypotheses. The study depends on descriptive-analytical, where preliminary data
were collected and statistically analyzed from the study population to reach
results related to the study axes.
1.7 DEFINITION OF TERMS
·
Human:
The
term human is concerned with people since every organization is made of people.
·
Resources:
This is seen as supplies of stock of something useful.
·
Management:
Management is a process of utilizing materials and human resources to
accomplish set goals or objectives through proper planning, organizing,
directing, and controlling the materials and human resources.
·
Website:
A website can be a collection of web pages that can be linked to other websites
or the internet.
·
Internet:
A global network of computers that can access each other and share information.
·
Network:
This is a connection of computers and other hardware and communication devices
through cables, phone lines, satellites, and optic fiber to information and
resources.
·
HTML:
Hypertext Markup Language in tags created within web documents that give
instructions to a web browser.
·
Web
browser: This refers to a web client because it allows users
to interface with different operating systems and view information on the world
web.
·
HTTP:
Hypertext Transfer Protocol is a type of digital language that a web browser uses
to communicate with a web browser.
·
Protocol:
This is a set rule that governs communication systems that are issued to
transfer data over computer networks.
·
Homepage:
The main web page for any organization or individual. A home page is often the
first page you will see when you start your web browser.
·
Web:
This is the collection of protocols and standards that define access to
information on the internet.
·
Gateways:
A gateway is a dedicated computer that runs gateway software and provides a
translation service, which allows for communications between dissimilar systems
on a network. Gateway also translates protocols.
·
Browsing:
Browsing is the process of viewing a list of computers and their available shared
resources or viewing a list of files and folders on a local or network-connected
drive.
·
WWW(World
Wide Web): The web is the internet’s multimedia service that
serves as a vast storehouse of hypertext documents written using the hypertext
markup language (HTML).
Login To Comment