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DESIGN AND IMPLEMENTATION OF A COMPUTERIZED
STAFF RECORD DEPARTMENT
TABLE OF CONTENT
Title page i
Approval Page ii
Table of content iii
Dedication iv
Acknowledgment v
Abstract vi
CHAPTER ONE
1.1 INTRODUTION
1.! "A#$ROUND O% T&' (TUD)
1.* (TAT'+'NT O% T&' PRO",'+
1.- O".'TI/' O% T&' (TUD)
1.0 (I$NI%IAN' O% T&' (TUD)
1.1 (OP' O% T&' (TUD)
1.2 D'%INITION O% T'R+(
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CHAPTER TWO
,IT'RATUR' R'/I'3
CHAPTER THREE
()(T'+ ANA,)(I( AND D'(I$N
*.4 INTRODUTION
*.1 ()(T'+ ANA,)(I(
*.!. +'T&OD( O% DATA O,,'TION
*.*. PRO",'+( O% T&' URR'NT ()(T'+
*.- O".'TI/' O% T&' N'3 ()(T'+
*.0. +AIN +'NU (P'I%IATION
*.1. O/'R/I'3 O% T&' ()(T'+( %,O3&ART
*.2 ()(T'+( D'(I$N
*.5 PRO'DURA, %,O3&ART
CHAPTER FOUR
()(T'+ I+P,'+'NTAION
-.1. INTRODUTION
-.! .U(TI%IATION O% T&' PRO$RA++IN$ ,AN$UA$' U('D
-.* ()(T'+ R'6UIR'+'NT
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-.- ()(T'+ T'(TIN$
-.0 TRAININ$ AND R'TRAININ$ O% (TA%%
-.1 &AN$'O/'R PRO'DUR'
-.2 U('R +ANUA,(
CHAPTER FIVE
(U++AR)7 ON,U(ION AND R'O++'NDATION
0.1 (U++AR)
0.!. R'O++'NDATION(
0.* ON,U(ION
References
Appendi8es
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CHAPTER ONE
1.1 INTRODUCTION
(taff records department in a firm or in an organi9ation like
o:rs is a department t;at gat;ers information regarding staff
statistics and condition of service. T;is information is obtained
contin:all< to ens:re contin:it< in staff management.
T;e conversional met;ods of keeping t;e 4se records are
basicall< t;e same in ;ig;er instit:tions.
3it; so m:c; importance attac;ed to t;e provision of =:alit<
records in t;is information age7 t;en t;e need to follow t;e
trend of information tec;nolog< >I.T? to speed :p and red:ce
t;e stress in man:al met;od of keeping records. To ac;ieve
t;is7 an ob@ect oriented programming lang:age like vis:al basic
1.4 is :sed to develop t;e software.
1.2 BACKGROUND OF STUDY
T;e federal pol<tec;nic Nekede Owerri was initiall< establis;ed
as a college of tec;nolog< Owerri b< edict No.11 dated 1
st
April7
1A25. In 1A52 it was renamed7 t;e pol<tec;nic b< t;e Imo
state government.
T;e instit:tion was taken over b< t;e federal government in
April 1AA* and is now governed b< t;e federal pol<tec;nic act
to perform t;e following f:nctionsB
a? To provide f:llC time or part Dtime co:rses of instr:ction
and trainingB
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i. On s:c; ot;er fields of applied science7 commerce and
management7 and
ii. On s:c; ot;er fields of applied learning relevant to t;e
needs of t;e development of Nigeria in t;e area of
ind:strial and agric:lt:ral
iii. prod:ction and distrib:tion and for researc; in t;e
development and adaptation of tec;ni=:es as t;e co:ncil
ma< from time to time determineB
b? To arrange conference7 seminars and st:d< gro:ps
relative to t;e fields of learning specified in paragrap; >a? of
t;is s:bsection >1?B
c? To perform s:c; f:nction as in t;e opinion of t;e co:ncil
ma< serve to promote t;e ob@ectives of t;e pol<tec;nic.
At t;e earl< stage of t;is instit:tion staff was few7 t;erefore
making t;e retrieval of information from files ver< eas<. At t;is
earl< stage7 :pdating staff files was an eas< task. T;e
management on an< of t;e department co:ld go t;ro:g; all
folders to make o:t staff list7 compile all t;e staff salar< for a
given period of time and it was ver< eas< to monitor t;e
efficienc< of eac; staff.
Toda< t;e n:mbers of staff ;ave increased tremendo:sl< w;ic;
makes it a bit diffic:lt to :pdate t;e records of staff. "eca:se of
t;is constrain t;e reason for :ser application software t;at
co:ld implement all t;ese at t;e click of a b:tton.
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1.3 STATEMENT OF PROBLEM
Instit:tions7 organi9ations and banks in Nigeria at t;e earlier
stages of t;eir inception ;ave been man:all< operated. T;at is7
records are organi9ed7 accessed7 and retrieved b< ;:man
beings man:all<. T;is man:al met;od made t;e w;ole t;ing
ver< diffic:lt to ;andle.
3it; t;e increase in staff in o:r instit:tion7 t;e above met;od
;as been proven ver< diffic:lt and tedio:s to work :pon. T;e
problems faced ;ere areB
1. Poor statistics abo:t a partic:lar staffB t;is ma< be as a
res:lt of lost or misplaced staff files
!. ,onger 3aiting TimeB T;e record clerk wastes so m:c;
time in bringing a staff folders. In case t;e management
needs t;e record for a partic:lar staff7 it takes t;e clerk
time to man:all< organi9e t;e data and bring it to t;e
destination w;ere it is needed. T;ereb< contrib:ting to
time wastage.
*. Inacc:rate (taff ReportB (ometimes staff report are not
properl< stated and reported. T;is res:lts to =:estionable
report being sent to management for planning.
-. +is;andling of (taff %oldersB (taff folders are often
;andled wit; little or no regard. T;is leads to detac;ing
and tearing awa< of some of t;e staff important
doc:ments.
0. Unrestricted Access To (taff RecordsB D:e to poor sec:rit<
c;ecks in most instit:tions7 staff records w;ic; are main
to be confidential are e8posed to :na:t;ori9ed persons.
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T;ese and more contrib:te to inefficient records keeping.
1.4 OBJECTIVE OF STUDY
T;e p:rpose of t;is pro@ect work is to develop an a:tomated
staff record s<stem t;at co:ld speed :p records @ob efficientl<
and effectivel<7 and also red:ce t;e cost of labor.
UpT!D"#$ RECORDS OF STAFF ARE KEPT% T;is allows for
eas< retrieval of staff files w;en t;e need arises. (taff data are
kept :pCtoCdate so as to en;ance t;e assessment of t;e staff
bot; for f:t:re7 present and past records.
T;is can also be :sed for staff appraisal and also ;elp to
monitor t;e cond:ct of t;e staff at a glance t;ro:g; t;e
records. "< viewing t;e database7 vital information for
planning7 staff e=:ipment and t;e welfare of t;e instit:tion is
obtained t;:s improving reso:rces allocation.
(taff records are stored b< t;e s<stemB T;is will eliminate t;e
problem of lost files t;ereb< improving record services
tendered b< t;e records department.
In a networked environment7 terminals or workstation s;o:ld
be present onl< at t;e records room and t;e personnel or
administration managerEs office. T;e software s;o:ld incl:de
sec:rit< c;ecks to prevent :na:t;ori9ed access to confidential
records of a staff stored in t;e s<stemEs database. T;e software
wo:ld be men:Cdriven to provide a :serCfriendl< environment
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1.& SIGNIFICANCE OF STUDY
T;is work serves as a la:nc;ing pad for federal pol<tec;nic
Nekede Owerri to en;ance t;e recording s<stem b<
comp:teri9ation of t;eir record department.
T;is pro@ect work is breaking new gro:nds in t;e area of
comp:teri9ation of staff record departmentF it will serve as a
steppingCstone for st:dent researc;ers and ;er interested
e8plorer in t;is field.
T;o:g; t;is software is designed :sing %ederal Pol<tec;nic
Owerri as a case st:d< an< ot;er instit:tion or firm can :se t;e
software wit; @:st a little modification.
1.' SCOPE OF STUDY
T;e e8tent to be covered in t;is pro@ect work is7 t;is work
creates a database for t;e staff record department for federal
pol<tec;nic Nekede. T;is pro@ect work is going to cover t;e
staff form7 arrival report form and ann:al leave form. 3it; t;e
s<stem on t;e network t;e personnel director can view t;e
staff record at a glance7 w;ic; will ;elp ;im to know t;e
n:mber of work force ;e ;as. It will ;elp ;im know t;e n:mber
of staff in eac; department and t;e department t;at needs
more or less staff.
1.( LIMITATION AND DELIMITATION OF STUDY
D:ring t;e co:rse of t;is pro@ect work7 some limitations were
enco:ntered. T;ese limitations areB
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>a? TIME% T;e time to get information abo:t non
academic staff records did not come ver< easil<.
"eca:se most of t;e da<s I will be ask to come back
after one week to enable t;em gat;er information for
me. T;is is an academic environment w;ere time is
allocated to ot;er co:rses7 making it almost impossible
to ;andle t;e pro@ect work more efficientl<.
>b? INADE)UATE AND IRRELEVANT
MATERIALSB most of t;e materials and information
given to me are not in line wit; t;e pro@ect work7 t;ere
b< dela<ing t;e work.