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DESIGN AND IMPLEMENTATION OF A PROFITED DATABASE SYSTEM FOR GOVERNEMNT ESTABLISHMENT

 

ABSTRACT

          The problem which always emanate from inadequate personnel information maintenance and management has been a torn in the flesh of the entire Nigerian society, Enugu state precisely.  In other to proffer solution to the existing problems, the project work researched into the modus operandi of personnel database management system of Enugu state.

          In the process of analysis of the existing system were detected, carefully analyzed and possible solution to the problems were proffered in the newly designed system.

          The new system designed in this project work is computerized and it works automatically; it addresses all the lapses that cause hindrance to the existing system.  It is timely accurate and very comprehensive in report generation.

 

TABLE OF CONTENTS

Title

Dedication

Certification

Acknowledgement

Abstract

Table of contents

 

CHAPTER ONE

Introduction

Statement of the problem

Purpose of study

Objective of study

Scope of the problem

Definition of terms

 

 

 

CHAPTER TWO

Literature review

 

CHAPTER THREE

Data

Data base

Chapter three

Analysis of the existing system

Method of data collection

Interview method

References to written text

Input analysis

Process analysis

Output process

Information flow diagram

Organisational chart

Problems of the existing system

Justification for new system

 

CHAPTER FOUR

System requirement

Manpower

The new system design

Output specification

Input specification

Design

File structure

 

CHAPTER SIX

CHAPTER SEVEN

 

CHAPTER ONE

1. INTRODUCTION

As much as have to receive adequate welfare and entitlements the personnel database must be maintain effectively.  The personnel database is the comprehensive information update of employees under a particular employee at a particular time.  The maintenance and management of employee information has bee a big problem in the Nigerian society workers denied of their primary and secondary entitlements and the most sad aspect of inadequacy in the maintenance of employee information is the erupt of ghost workers syndrome, this has the greatest thing this laxity in personal database system has caused in the society.  The problem of promotion is also on offspring of inadequate personnel database management; who to promote when there is necessity for promotion is always the problem faced by personnel officers in change of promotion exercise.

          Workers have suffered a lot under this error of ignorance and sheet wickedness in every activity work of life, the first thing to be observed is always information about the staff involved.  This helps to give out desired incentives for the works, to help them put in their best in their work the non-payment of salary or in some cases, the delay in payment of salary is always caused by the problems associated with personnel database.

This work researched into the operational activities of existing system of maintaining personnel database in Enugu state with a view to detecting and solving the problems making it not to work out smoothly.

 

1. STATEMENT OF THE PROBLEM

The problem caused by poor management and maintenance of personnel database in Enugu state is numerous.  Th procrastination in payment of workers salary is a work force badly.  Because of the fact that act information of worker s in the state is not known the state faces the problem of how to provide incentives for its worker.  A lot of public money is been diverted into private purses due to the problem of poor information management concerning personnel records.

1. PURPOSE OF STUDY

The main purpose of this study is to provide ever lasting solution to the current problems facing the Enugu state personnel database maintenance system through a well computerized design.

 

1. AIM/OBJECTIVES OF STUDY

The primary aim of this work is to make sure that personnel database management system of Enugu State is to serve the citizen better by producing a new computerized system that will tackle the problems currently facing it.

The objectives include:

1. To create a system that will maintain workers records randomly and give easy and tidy access to the stored record for easy information retrieval.
2. To maintain a database that will support sorting and searching of records automatically
3. To maintain an internecine database.

 

1. SCOPE OF THE PROBLEM

This study is carried out covering the totality of personnel database system in Enugu state in the areas of quick information retrieval automatic promotion list generation, ghost workers control and timely salary payment

ASSUMPTIONS

If the new design is completely implemented the whole problems associated with the existing system will be all solved.

 

1. DEFINITION OF TERMS

Work force is the personnel strength of the organization.

Welfare is the condition of comfort in an area of work.

System is a network of interrelated procedures combined to form a unit

Policy is a plan of actions, aims and ideas, sophisticated, having learnt the ways of the world and having lost natural simplicity.

Implementation: carry an undertaking agreement promise into effect.

Information age:   The current age of information technology around the globe.

 

CHAPTER TWO

1. LITERATURE REVIEW

Personnel comprises employed work, group of work class of an establishment whether public or government; this is curled from worker welfare journal, vol3, 1990 as a precise definition of personnel.  The workforce in a society comprises personnel states in the different establishment they serve.  They establishment maintain and manages the list of employees in their respective organization which aids the establishment of its workers and their supposed comfort.

According to Elizabeth Carey in her book record maintenance and information management, record maintenance is the priority in every organization and government establishment; without information, it is always very difficult to forge ahead.  For any future investments to take place, the events of the past must be known.  Records are maintained according to its priority of importance.  Every organization of standard takes as priority the records of it staff and maintains it adequately.  Personnel database is of importance to every establishment this detects tune of success in every organization.  With adequate record of personnel, every organization knows the size of its work force and how to maintain it for effective productivity and advances toward providing the work force with desired comfort.  The only way work force in an establishment is to be well managed is by first knowing the population.  Any policy is made out of the number of the workforce.

Elizabeth is of the view that the best thing that could happen to an establishment with employees is an organized collection of the records of its personnel.  According to her on organized collection of personnel records is the best asset an establishment with employees can maintain.  This is in its interest and also in the interest of the employees. Both benefit immensely and this make provision for quick development in organization.  This cannot be neglected, its negligence causes a lot of unforeseen problems.  Maintenance of adequate personnel records will make room for prompt payment of workers.  It will also deduce fraudulent activities emanating from ghost workers, it will make provision for proper decision taking on the welfare package of workers; it equally gives room for prompt and due promotion excise.

In maintaining personnel records, the hierarchical level of workers and the accessibility of records and taken into consideration.  In maintaining a record, the fields have to be organized for effective and easy records processing.  When a record is maintained, it is easy to key in new records but always difficult to access and update the records already maintained.  Any record database is accessed in terms of flexibility, simplicity and cost effectiveness of its capabilities.  When a database lacks all these, it accuracy is questionable and this makes it very inaccessible its production is also very poor and expensive to maintain.

          The oxford advanced learners English dictionary defines personnel as persons employ in any work, especially public undertakings and the armed forces.  This constitutes the staffs in a particular workplace at a particular time; who render services to the organizations in return for salaries or ways and standard welfare package and comfortable social eremites.  It further defined record as something that provides evidence or information.  In this case, the personnel records provide evidence and information about people employed in a work place at a particular time.  This helps the organization management to maintain and manage its workers for effective productivity and development of their organization.

Data may be defined as unprocessed information consisting of details relating to business transactions which are collected into homogeneous groups for input to a data information processing system to produce information.

Data processing and computing concepts advance of electronic technology.  In many instance computers perform data processing tasks previously undertaken by clerks, the advance of electronic technology has enabled office tasks to be automated increasing the level of productivity and accuracy of results compared with those attained by clerical systems (manual methods).  Computers have also reduced the level of administrative overhead in many cases by carrying out routine clerical tasks that would previously have required an army of clerks.

Database is defined as an organize collection of related data news.  When the personnel records are well organized, it forms the personnel records database.  For the purpose of a well-maintained database, the computer has to come in the computer with its sophisticated features will automatically maintain and manage the database without any difficulties.

Database can also be deterred as five of structured data in the form of records which are accessible to authorized managers and other personnel for administrative purposes and for use in making decisions and controlling business operations.  Database may relate to specific functional requirements such as accosting or may provide for inter functional information needs.

 

 

 

 

 

 

 

 

 

          George bode in his book, database management system, defined a database as an organized collection of related data items of a specified order of length and data type.  This is maintained orderly without uncommon changes and unnecessary entry and update into the content of the database.  According to George, computer is the best technology ever invested to handle the maintenance and management of database.  It makes it an easy exercise with an accurate and precise output.  Update is made very flexible.

          According to Mary McCeod… no nation of the world can do without working class citizens, the president or prime minister of a nation and other public holders of different classes constitute the work force of such a nation.  The work force of a nation puts the nation to a standard economically.  If a nation neglects its work force, automatically and indirectly, it has neglected its economy; in so many nations of the world, the standard working class is within the age limit of 18 to 65 year- these are the set of people that are allowed to participate in any form of service to humanity.  This is so because it is assumed that these set of people in the society (both man and woman) still have energy that can be applied to any form of work in the society.  The input of this class of people to a very large extent uplifts the economic status of a nation.

          According to the Nigeria civil service acts of 1963, it is clearly stated that… persons from the age of 18 and above are people to be given employment opportunities and will be allowed to world for a maximum period of 35 years or compulsorily retired when attained 65 years of age this is for effective work input by the working class and enough test after service for the upkeep of the nation.