CHAPTER ONE

1.0 INTRODUCTION

Human resources management at least in a primitive form has existed

since the down of group of effort certain human resources functions even
though informal in nature were performed whenever people come together for a
common purpose.
The contemporary area of human management began in the late 1920s; it
was characterized by an increase concern for human element in management.
During the course of this century, however, the process of managing
people have becomes more formalized and specialized and a growing body of
knowledge has been accumulated by practitioners and scholars in an
organization “people” (Workers are critical factors in its well-being. Since
every organization is build up by people, hiring and maintaining good and
qualified people critical to the effectiveness or success of organization. For the
fact that every organization is human-oriented, a factor without which the
organization is reduced to nothing, the process of acquiring human services,
developing skills, motivating them and ensuring their loyalty in the
organization are vital instrument for achieving organizational objectives be it
public or private sector.
Human resources is simply defined as the supply of required staff of
people with various qualitative skills which when applied, organizational or
institutional objectives will be achieved. The globalization process of today
dictates a need for continues improvement in productivity and quality necessary
for an effective use of new technologies. An organization that would line to
survive these challenges of the present and future time must anticipate its
system review and change. Today things are changing very fast. The world has
become so much unpredictable and uncertain especially in area of rapid and
radical technological development, which focuses more on computerization.

1
 This goal could only be an achieved by organization engaging in proper
and efficient utilization of its human resource elements. Organizational survival
strategies must be based on a continuous assessment of the human resource
performance in all aspect of its operations and a continuous pursuit of ways that
can best make the organization to cope into the possible challenges within and
outside. This led to this research and project work “Design and implementation
of a computer based human resources management information system” using
The Federal Polytechnic Satellite Campus Ado-Ekiti as a case study to stream
lime the conduct of personnel operation with the global demand of the present
technological development. In the course of the work (Fedpoly Ado-Ekiti
Satellite Campus) the computer is used to compute employee’s salaries, date of
requirement of employees, checking when employee is due for promotion, and
know the ghost workers. Employee’s appointment will be properly kept and
reviewed, make information retrieval and storage easy and simply to generate,
helps to make more reports available to the management and other departments
and better handling of storage and retrieval of personnel data and information.

1.1 STATEMENT OF PROBLEM

The non-chalant attitude of management is concerning the welfare of

workers. The wastage on data processing, storage and retrieval of information,
poor data and information flow within the organization, workers-management
relation is nothing to write home about.

1.2 AIMS

The aim of this study is to design a project to deals with routine activities
1. Personnel data control
2. Payroll
3. Attendance

2
1.3 OBJECTIVES OF THE STUDY

The effectiveness of an organization, firm or system is determined by its

ability to allow certain goals maintain it internally and adapt to its environment.
The main objective of the project is to improve information and data flow
within “the school” personnel department using a more feasible alternative that
will eliminate some of the problem of the existing personnel system.

1.4 RESEARCH METHOLOGY

 Surfing the internet

 Consultation with

 Interview

 Observation

 Review of the existing system

 System analysis and design

 Implementation

1.5 SIGNIFICANCE OF THE STUDY

The back drops of personnel and manpower resource management is

obsolescing. It is now a common place. In the face of rapid technological
changes, the need to develop a computer model of a human activity arises to
help overcome the lags and lapse in human resource management. The project
signifies a design of a best feasible alternative solution, which is a computer
model of “Human Resource Management Information System” which will go a
long way to eliminate the existing problems that will be identified in the present
manual method of data processing. The new model will make use of software

3
that will be designed for use in a computer as a means of performing and
controlling operations of the new model.

1.6 SCOPE OF THE STUDY

The project will cover only the area of Human Resource Management of
The Federal Polytechnic Satellite Campus, Ado-Ekiti. After the analysis of the
procedure in the present system, some areas need improvement while some
demand conversion that will be best handled by a computer method. The areas
of the automation are areas of personnel data control, salary and promotion
appraisal and transfers.

1.7 LIMITATIONS OF THE STUDY

This project has some limitations in the sense that due to unlimited;

 Time: The time spends going inside the school premises to make the

research in order to face some task. Also the time frame stipulated for

completion and submission of the work also posed a constraint.

 Non-availability of fund/finance: Limited fund made me to base my

project in Federal Polytechnic CEC, Ado-Ekiti as the case of my study

and which is my school.

1.8 CONTRIBUTION TO KNOWLEDGE

The computer application in human resource management is the managerial

applications of computer use which is usually known as management
information system.
- In case of Human Resource Management, it is known as Human
Resource Information System (HRIS). Computer converts the data into

4
 meaningful information needed by the manager to make decisions,
planning and control.
- Today HRIS is computer based information system. Manager as a
decision maker is a processor of information. He must possess the ability
to obtain the information, store the information, process and retrieve the
information and use it for the right decision.

5
 CHAPTER TWO

LITERATURE REVIEW

2.0 INTRODUCTION

Organizational management and control are handled by the human

resource management include the hiring, training, record keeping, payment and
termination of personnel.
The transaction results in documents describing employment requisition,
job description, training specification, personnel data (back-ground, skills,
experience) pay rate changes, hours worked, pay checks, benefit and
termination. This chapter centers on the review of literary work that had been
published or unpublished or written on the subject “Human resources”.
“Human” is concerned with people since every organization is made up
of people hiring and maintaining good and qualifies people is critical to the
effectiveness or success of organization.
Joan Sinclair in his book “The Administration Management and Human
Relation” (1993) stressed that all the activities of any enterprises are initiated
and determined by the persons who make up an institution.
Resource is seen as “Supplier of stock of something useful” while is
management, the focus of human resources is people. Since every organization
is human oriented a factor without which the organization is reduced to nothing,
the process of acquiring human services, developing skill, motivating then and
ensuring their loyalty in the organization are vital instrument for achieving
organization objective be it public or private.
Larry young in his book titled “Introduction to Computers and
Information Processing” stated that human resources development is essentially
personnel accountability, which maintains pertinent data on employees. An
organization is considered effective when its workers are able to bring about the
intended result.

6
 Akunwa P.U. (1997) defined Human Resources as supply of required
staff of people with various qualitative skills which when applied organizational
of institutional objectives well be achieved.
Wayru F. Cascio (1985) stated that organization are managed and staffed
by people, without people, organization cannot exist. Indeed, the challenges, the
opportunity and also the frustration of creating and managing organization
frequently stem from the people related problem that arises within them. It is
worthy to know or note that all these are emphasizing on management and
operation of human element, hence the life and death of organization rely on its
human elements (personnel). Operational control for personnel (Human
Resources) requires decision procedures for actions such as hiring, training
termination, changing pay rate and issuing benefits.
Management control of human resource functions are supported by
reports and analysis showing the variance for such items as number of
employees hired, cost of requirement, composition of skill inventory, cost of
training and distribution of wages.
The strategic planning for personnel is involved with evaluating

alternative strategies for recruiting, salary, training and benefits that will ensure

the organization of the necessary personnel to achieve its objective.

2.1 COMPUTERS IN HUMAN RESOURCES MANAGEMENT

So far, the meaning and concept of human resources in what we have
been discussing, here let us have a look at other concept that is aligned with
human resources. They are:
- Computerization
- Management
- Information
- System

7
 Computerization is the process of converting a manual method of activity
to a mechanical or electronic process in such a way that the real data processing
is no longer done manually. Management on this scope has to do with
organization operation and control of responsible elements that is required to
improve the performance of an organization. Its level of activity is mainly or
decision making based on generated reports or information.
System was defined by Wole Adewunwu in his book titled “Management
Information System and Data Processing” as the integration of people,
procedure, software or hardware to accomplish a particular task. Information is
data that have been collected and manipulated into a meaningful form. The
totality of the whole being the application of technology and management
techniques to produce communication and use information in business and
general administration of human resource; The simply means that, it is a formal
integration of components that perform data processing operation to.
(a) Meet legal and transactional data requirements
(b) Produce information to management for support, planning control and
decision-making.
(c) Provide variety of report as required to external entities of the system.
The gains accruable from implementing a computerized human resources
management information system cannot be over emphasized. They are
summarized as follows:
(i) It will help to minimize data redundancy through structured techniques.
(ii) It will help to provide information that will be too time consuming or
impractical to obtain using traditional method.
(iii) It provides enormous flexibility in the type if reports that can be
generated and all types of on-line inquiries.
(iv) It makes data base management easy such that data can be easily
added deleted or changed without altering the whole information as in
the traditional method.

8
2.2 COMPUTER APPLICATION IN GENERAL

A computer is defined as an electronic device, which can accept input,

solve arithmetic or logical problems based on specific set of rules or
instructions, store and can retrieve the processed data in a meaningful form and
at tremendous speed.
Accurate and appropriate information storage is a prime commodity in
the growth of an organization. Computer and computerization in information
technology have come to stay due to its tremendous advantages such as:
(a) Speed of operations
(b) Accurate of result
(c) Ability to handle complex problems
(d) It’s capability of mass storage of information
The ability of computers to handle these things (task above) depends on
the hardware and software that compose a computer system. Hardware are
physical parts or components of a computer and they are of three different
purposes namely:
(i) Input
(ii) Output
(iii) Control unit
The input units are used to feel data to the computer for processing. Some
of the input devices are the keyboard, mouse, scanner, voice input etc.
The output devices are hardware that produce the result of the data
processing by the computer. They are monitor, the printer, voice output etc.
The central or control system unit contains the main brain of the
computer system. Some will say that it is the brain box of the computer system.
It is here that the logical and arithmetic and data captured by the computer is
processed by a device called the microprocessor.
The functions of the computer these operations cannot be achieve without
the presence of a set of instruction codes called programs. These programs when

9
integrated together for a specific purpose are called software. Software are suit
at instruction code that tell the computer what to do and how to perform
operation on the data captured from the keyboard.
Software can be system software or application software. System
software are software that control the internal behavior of a computer system
and can be used to develop the programs or software
Some are developed for a specific purpose of use in an area of human
endeavor.
They are used for productivity, entertainment, business or for education
purpose. All these integrated together and the user as well form what is called
the computer system that performs as an entity for the computer to achieve its
objectives.

10
 CHAPTER THREE

DESCRIPTION AND ANALYSIS OF THE EXISTING SYSTEM

3.0 INTRODUCTION

Organizational method is a special activity, which attempts at improving

the efficiency and effectiveness of a system by most suitable means. This can
only be achieved by conductivity detailed analytical study of the existing system
to understand working activities performed in the existing system and identify
problems areas which might be appraised or changed completely. This
assignment is called system analysis.
System analysis therefore is defined as an activity with data collections,
recoding of facts and analysis of the fact, based on the operation here aims at:
(a) Determining whether objective stated in the project assignment are
attainable and if not what constraints must be removed.
(b) To identify the major problems casting within the system in order to plan
for a full investigation.
(c) To determine the best alternatives and cost effectives solution to the
existing problems.
(d) Analyzing the organizational chart and geographical distribution or
organizational hierarchy.
This chapter highlights the analysis of the existing system.

3.1 ANALYSIS OF THE EXISTING SYSTEM

The Federal Polytechnic Ado-Ekiti was established in January 1977 in
Jos, Plateau State. In 1978, it was moved by the Federal Government of Nigeria
to Akure, Ondo State in order to maintain an equitable spread of Federal
Government institutions among the states of the Federation.
In accordance with Decree 33 of 1979, its status was changed from that of
a college of technology to a full-fledged Polytechnic. In 1982, the Institution

11
was once again relocated by Federal Government to Ado-Ekiti, now the capital
of Ekiti State. This was in order to pave way for the establishment of Federal
University of Technology at its site in Akure. By 1986, the movement of the
institution to its permanent site was completed.
During its formation management consultants were bought to design and
implement a suitable organizational and management structure to achieve the
corporate objectives of the Federal Polytechnic, Ado-Ekiti Institution. The
Federal Polytechnic, Ado-Ekiti which had a pioneer student enrolment of 350
(full-time National Diploma) and 95 academic staff in 1978 now has over
10,000 students (full-time and part-time National Diploma and Higher National
Diploma, Certificate and professional programmes) and a total staff strength of
about 1,500.

3.1.1 ORGANIZATIONAL AND MANAGEMENT STRUCTURE

The current organizational structure of The Federal Polytechnic, Ado-
Ekiti provides The Visitors (The Federal Government and Honorable Minister
of Education), The Governing Council (Chairman, Rector, Five Appointed
member by Federal Government, Representative of the Academic Board,
Representative of the Honorable Minister of Education, Representative of
Federal Minister of Industry Trade & Investments, Representative of Manu
Association of Nigeria (MAN), Representative of ES-NBTE in Attendance,
Nominee of Host Community, Registrar & Secretary to Governing Council),
Principal officers of then Polytechnic (Rector, Two Deputy Rector, The
Registrar, The Bursar, The Librarian), Other Management Officers of the
Polytechnic (The Six Deans and The Seven Directors), The Registry
(Registrar’s Office, Academic Affairs Division, Establishment or Personnel
Division, Council Affairs and General Administration Unit, Directorate of
Students’ Affairs).

12
3.2 ANALYSIS OF THE AREA OF STUDY
The Registry is one of the service departments’ co-ordinates and
implements rules and regulations that guide their conduct.
The department keeps records of staff and students as well as all official
activities.
The Registry also co-ordinates the manpower planning to maintain the
highest quality of staff and minimize the utilization of existing human resources
within the School
More so, it maintains accurate personnel records and personnel history
information to be used as data manpower planning and identification of training
that are required. They also implements and monitors corporate policies and
procedure for promotion transfer and appraisal of employees. They employee’s
compensation and benefit are followed by the School procedures and policies.
The management may decide that a Senior Registry should lead the
personnel division at the territory level.
Then the Registry supervises the three units to be headed by officers of
rank of assistant managers.
The units are
(i) Records and salary administration
(ii) Employee’s relation
(iii) Manpower resources
The structure of establishment or personnel division

3.3 PROBLEMS/ WEAKNESSES OF THE PRESENT SYSTEM

This are the major problems in the present system, they are as follows:
(a) Most staff doesn’t operate according to the operational guidelines.
(b) Lack of proper record maintenance

13
(c) Some of the operating staff is corrupted and wasteful
(d) Managers and supervisors are very poor in supervising the staff.
(e) Inadequate communication between the senior manager and their staff.
(f) Time is wasted in data processing and data retrieval for the management,
for decision making purposes.
These were caused by management and their staff. They are not being
able to provide materials, proper direction and conducive atmosphere for
improvement and the later for incompetence and lack of dedication and co-
operation for improved performance.
Some of the problems may be the quality of the management decision
while some will require total change using an alternative and cost benefit
approach.

3.4 JUSTIFICATION OF THE NEW SYSTEM

The new system is going to use a computer run for data and information
processing, based on this, new system is expected to:
(a) Better handling storage and retrieval of personnel data and information.
(b) Assist in making report available to the management and other
department.
(c) Assist in the timely processing of employee promotions.
(d) Ensure employee’s appointment are properly kept and reviewed.
(e) Help in making all information storage and retrieval easy and simple to
generate.

14
 CHAPTER FOUR

DESIGN OF THE NEW SYSTEM

4.0 INTRODUCTION

In some details it defines the requirement of the system about to be built.

The definition are based on the result gotting from the just concluded system
investigation, it highlights the look of the system, its objectives, procedure,
files, data flow, operations and information slow in the new system and how it
will work.

4.1 OBJECTIVE OF THE NEW SYSTEM

The system objectives are summarized as follows:

(a) To improve employee’s management relation by reducing the time
constraints in preparation of data for use and by providing immediate
answer or report required from the human resources section of the
organizations.
(b) To properly service and optimize the organizations distribution network.
(c) To provide or help on determine when and where workers welfare needs
to be improved.
(d) To improve on the current operational efficiency of the organization.
(e) To properly provide and sustain an information system of a guaranteed
level of sophistication at minimal cost.
(f) To improve better information for the production planning subsystem.

4.2 SYSTEM DESIGN

This segment of the analysis and design defined the terms of information
and data flow files, procedures and the system structures. Its major aims is

15
developing the over all system logic, determining the title organization and
identifying the procedures, mammal and hand operational procedure required.

4.2.1 ELEMENTARY PROCESS DESCRIPTION

This is the specification of the major process in the system. These

processes are summarized in the table below:

S/N Process Name Description

1 Updating/ Amendment This is the process of adding new employee’s also

controls some processes as salary increment.

2 Security In this process data are scurried and sensitive module

of the new system to avoid unnecessary alteration.

3 Report This process provides all the necessary output terms

by management, other departments or the employees

of the organization.

4 Exit This process terminates the programme

Fig. 1: The Major Process in The System

4.2.2 Files and Data Stores, Design and Description

This creation of an ion-line computer application must be able to store

data stored. These are managed and handled by disk files. The used data stored

in the system can be identified as follows:

S/N Name Description

1 Per 1. DBE This file stored a new employee’s

16
 data/information such as staff no, last name, first

name, other names, data of employment, date of

birth, marital status etc.

2 Per 2. DBF This stores staff family information, which might

be needed by the management during appraisal

periods. It contains data such as staff No. Name

of children, Date of birth of the staff children,

their ages and sexes

3 P2. DAT. DBF This contains relevant information about the staff

next of kin and address in case of an eventual

incident.

4 SDUCAT. DBF This contains staff educational qualification such

as education types, school attended, certificate

awarded, date at which the staff went through the

course training.

5 STRAIN. DBF This contains staff information training while in

NITEL. The data stored here will be course

attended, date and qualification, which can also

be used during appraisal.

6 PROM. DBF This will contain staff promotion information

wherever the information must be kept for

reference purposes.

7 APPRA 1. DBF This contains information on staff salary or

promotion appraisal will contain staff pay roll

information.

17
 8 PAYR. DBF This will be done on in formation such as

monthly basic salary, tax, total allowance and

take home party.

9 PSWD. DBF This holds the system security code, which can

be notified at any time they needed them.

Fig. 2: The Used Data Stored

4.3 FILE ATTRIBUTES (DATA BASE STRUCTURE)

These is how the data store above (fig.2) will be exploded in details to

indicate its makes up, type of data to store, length of the variables used. This

will serve as a data dictionary of the new system.

4.3.1 PET 1. DBF

Field Name Field Type Width Description

Staff No. Character 6 Staff Number

Title Character 4 Title addresses the employee as Mr.

Surname Character 12 Employee’s Surname

First Name Character 12 Employee First Name

Other Names Character 12 Employee Other Name

Sex Character 7 Employee Sex

Date of Birth Date 8 Employee Date of Birth

State of Origin Character 12 Employee State of Origin

Marital Status Character 7 Employee Marital Status, e.g. Single

L.G.A. Origin Character 15 Local Govt. Origin of Employee

Post FAPP Character 15 Post of Employee first appointment

18
Pre Des Character 15 Present Office Designation

An Sal Numeric 9.2 Employee animal salary

Zone Character 12 The zone employee is working

Division Character 12 Division of district

Territory Character 15 The territory district posted

G. Level Numeric 2 Employee grade level

Res. Address Character 25 Employee residential address

P. Address Character 25 Permanent address of employee

No. Child Numeric 2 Employee number of children

G Level band Character 6 Grade level step or band.

Fig. 3(a): The File for New Employee

4.3.3. Educat DBF

Field Name Field Type Width Description

Staff No. Character 6 Staff Employee number

Edu type Character 13 Education Type

Sch. Att Character 25 School Attended

S Date Date 8 Date of employment

F Date Date 8 Date Finished

Certifi Character 10 Certificate Obtained

Fig. 3(b): The Employee School Certificate

4.3.4 PERS 2. DBF

Field Name Field Type Width Description

Staff No. Character 6 Staff employment number

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Form APP Character 25 Former appointment

Dt of Birth Date 8 Date of Birth

Age Numeric 2 Sexes of Children

Fig. 3(c): The Employee Appointment

4.3.5 STRAIN OBF

Field Name Field Type Width Description

Staff No. Character 6 Staff employment number

Form APP Character 25 Former appointment

From to Character 25 Promoted to (New promotion)

Dt. From Date 8 Date of promotion

Details Character 200 Other details

Sal G level Numeric 2 New salary grade level

Step Character 6 Grade level band

Fig. 3(d): The Staff Information Training

4.3.6 SNAPP. DBF

Field Name Field Type Width Description

Ps Code Character 6 Pass word code

Fig. 3(e): The Staff Password Code

4.4 INPUT SPECIFICATION AND DESIGN

The new system is built in even a way that a new employment data can be

captured edited or previewed without altering the entire file. Data are stored in

20
variable with unique keys, which hold them temporarily before they are moved

into the data holds them for immediate processing at a future data or time.

4.4.1 Data Entry Procedure

The new system input facilities are designed for placing user or operator

in the first priority. This is made to be user friendly in such a way that the user

and the new system can efficiently interact with each other.

Here data is entered from the keyboard while data waiting for processing

are collected from the respective data stores during processing. Also the design

procedure beginning with a layout of easy to use pull-down menu from which

the user selects a procedure of his choice. All the main items are mouse enable

therefore those that are unfamiliar with the keyboard need not bother

themselves.

4.5 OUTPUT SPECIFICATION AND DESIGN

The output that is to be produced by the new system can be in the form of

“hard copy”. Hard copy is a paper output while soft copy is a computer screen

output.

The user is provided with an option of choosing on output type of his

choice. On selection the output will be produced based on user from the system

will be provided in appendix.

1. FEDERAL POLYTECHNIC ADO-EKITI

LISTING OF STAFF ACCORDING TO SEX

21
S/N Staff No Name Department Sex

9999 xxxxxx xxxxxxx xx xxxxxxx xxxxxx

9999 xxxxxx xxxxxxx xx xxxxxxx xxxxxx

9999 xxxxxx xxxxxxx xx xxxxxxx xxxxxx

Fig. 4(a): The Staff Sex Query

2. FEDERAL POLYTECHNIC ADO-EKITI STAFF ENQUIRY

No: xxxxx Name: xxxxxxxxxxxxxxxxxxxxxxxxxxxx

Sex: xxxxxx Department: xxxxxxxxxxxxxxxxxxxxxxx

Marital: xxxxxxxxx D-Birth: 99/99/9999

Address: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

State: xxxxxxxxxxxxxx L.G.A. xxxxxxxxxxxxxxxxxxxxxxx

Next of Kin: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Grade: 99 Scale: 99

Date Emp. 99/99/9999 Position: xxxxxxxxxxxxxxxxxxxxx

Date Confirmed: 99/99/9999

Qualification: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

22
SYSTEM FLOWCHART

Source document
Source document
On line
Source document data entry

Manual data
entry

Computer processing

Report
Output Device
Disk
storage
retrieval
Record

On line storage

Fig. 5: The System Flowchart

23
Fig. 6: Employee’s Informtion

Fig. 7: Contact Details

24
Fig. 8: Employee’s list

Fig. 9: Employee’s Contact List

25
 CHAPTER FIVE

5.0 INTRODUCTION

This chapter involves the purchase of the right equipment, staff training,

writing and testing of computer program, routine that make up the new system

to function very well and for it to achieve its objectives.

5.1 PROGRAM DESIGN

This part identifies all the involves in the new system and the relationship

which exist between them. In the design the top-down method of program

design will be adopted. Here the modules are developed in a Hipo chain form

that is from the most important module performs operations, which are district

from the operation of the module.

26
5.2 PROGRAM MODULE SPECIFICATION

No Module Name Description

1 Cha PSWD. Prog This module allows you to change the system’s

existing password.

2 Purg. Prg This module is used to purge all the system file

3 Back up. Prg This help the user to create backup of all

important files used in the program

4 Addp. Prg This module is used to add a new employee data

into the system

5 Edit p. prg In these module is used to edit or amend on

existing data

6 View p. prg Is used to query an employee record

7 Delp. Prg This is used in deleting an employee, whose

service are no longer needed by the organization

8 Prom. Prg It is used to record employee’s promotion.

9 Salluc. Prg This module is used in increment of an

employee salary all employee salary

10 Strain. Prg It is used in recording the report training which

employees undergo as they serve the

organization

11 Eded .prg This is either used in adding amending or editing

employees educational qualification.

27
12 Aemp. Prg In generating report on all the employee of the

organization

13 B dept. prg This is in generating report on employee’s based

on the department they work

14 Betterr. Prg This is used in report of employees in a specified

territory

15 Epr. Prg It generates report on employee family/ marital.

16 Bpemp. Prg It reports employees that are with data period

17 END. Prg This generates all employee’s educational report

and qualification

18 EPRO. Prg This module generates report on an employee or

all employee’s promotion report

19 EPTRAIN. Prg This generates report on employee staff training

courses attended while working for the

organization

20 ENTWP. Prg This generates employees staff training with a

specified data period range

21 AEMPC. Prg This module generates a report iof all

employee’s information kept in the system

22 EXIST. Prg Exits the system

23 Menu. Prg This is the control centre/module (menu) that co-

ordinates or interests the other modules into a

28
 system.

24 CPHRM. Prg This is the license screen to lead all the other

modules such as the menu and system library

25 NIT LIB. Prg This contains smaller modules used by all the

modules in the system.

Fig. 10: The File for New Employee

5.3 PROGRAM MODULE FLOWCHART

Flow charts are program design tools that are used to graphically

illustrate the step-by-step execution of the program. This is also the logic of the

program.

The flow charts symbols used are shown below:

Symbol Names Description

Start/stop This depicts the start or the stop or end of a

program

Input or output This depicts the input of data and the output

of data information

Process This indicates data processing by the

computer

Decision rule This indicates where decisions are made by

either the user or P.C.

Flow line This indicates the flow of data in the

29
 internal module in a program

Fig. 11: The Flowchart Symbols

30
PURGE PROGRAM FLOW CHART

START

Input Password

No Is
Password Try = 3
Correct? ?

Yes

Enter New Password

STOP

31
 START

Enter Security Code

Is
Correct? Try = 3
?
Yes
Yes

Proceed
with
purge?

Purge obsolete
Records from file

STOP

Fig. 12(a)&(b): The Flowchart Purge Program

32
 ADDP. PRG FLOW CHART

START

Yes
Input employee number

No Is
Does it Try = 3
exist? ?

Yes

Input the necessary

information of the employee

No
Add
Yes another
records?

No

STOP

Fig. 7(c): The Flowchart Add Purge Program

33
 (d) BACK-UP-PRG FLOW CHART

START

Input security code No

No Is
Correct? Try = 3
?

Proceed
with back
up? Yes

Back-up system file on disk

STOP

34
 (e) EDIT P. PRG FLOW CHART

START

Yes
Input employee number

Found? No
Retry

Yes

Display existing data

No
Is this the
record?

Enter the correct information

for the employee

Yes
Is this the
record?

No

STOP

Fig. 12(d)&(e): The Flowchart Backup and Editing Purge

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5.4 PROGRAM IMPLEMENTATION

For actual implementation of a new system, a computer must be available

and other computer peripherals must be in place.
The following are identified at this level as the major requirement for
implementing the new system:
(a) Hardware and software requirement
(b) Materials requirement

5.4.1 HARDWARE AND SOFTWARE REQUIREMENT

The type of computer required should be an IBM compatible with at least

4MB size of memory (RAM). Also a hard disk with a tree space of about 6MB
is also required. Mores so a hard copy output device (printer) is also required for
the purpose of generating of paper printed output. The software required is a
Microsoft Access 2010 version or about to run the program.

5.4.2 MATERIALS REQUIREMENTS

The materials required for the new system to be implemented are as

follow:

(a) A computer-printing sheet

(b) Back up facilities such as an Un-interruptable Power Supply (UPS) to

control power purge and floppy disk to provide for extensive data back-

ups.

(c) A printer former inks, cartridge or ribbon depending in the printer of

choice.

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5.5 SYSTEM TEST RUN

Program documentation is a continuous exercise. It has to be made each

time the system is changed or modified. The program developed for the new
system was developed in modules and each modules must be all right. Syntax
and logical errors found and fixed. After tested and debugged the individual
modules, they will be integrated together for a total system run and errors are
checked for, and debugged. The whole system will be further subjected to trial
runs.

5.6 SYSTEM MAINTENANCE

The survival of a system depends on the maintenance procedure of the

system. However, the new system should be closely monitored from time to

time to measure the efficiency of its routines or procedures.

More so, the system should be evaluated at intervals when the system has

been running error free for several cycles.

Other areas of consideration are:

(i) Shutting down the system properly

(ii) Regular servicing of the computer hardware

(iii) Regular back up of system files

(iv) Regular de-fragmentation and scanning of the hard disk.

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 CHAPTER SIX

DOCUMENTATION

The operation and working of the new system is detailed in this chapter.

It equally elaborates on the choice of language.

6.1 CHOICE OF LANGUAGE

There are several programming language to be use in coding the program.

The programming language of choice here is Microsoft Access 2010.

Microsoft Access is database management system application software as

well as a programming language. The selection is because it is an ideal language

to use in programming that is more of a database. Also its selection is because it

can handle a large volume of records and it is user friendly. It also contains a

structure query language facility (SPL), which can be used to query an

employee statistical record.

6.2 RUNNING THE PROGRAM

This program can be run either from the DOS prompt or from the window

environment:

(a) Running from the Dos prompt

To run the program from DOS prompts enter into the directory created

that houses the program e.g. from the root directory type CD Federal

Polytechnic Ado-Ekiti when the prompt changes to the current directory, then

type Fedpolyado. This is the name of the executable file for the new system.

38
 Creating a short cut for the program you can use the Dos editor or the

copy command to create a batch file to run the program.

This file should be stored in the root directory of the disk.

6.3 EXISTING THE PROGRAM

The program is exited if the user selected the exit option in the control

centre of the computerized human resources management. The system prompts

the user to confirm whether he/she wants to exist from the program.

If user’s selection is yes, the program exits. It should be noted that if the

program is run from windows, it returns to window environment but if from

Dos prompt it returns to Dos.

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 CHAPTER SEVEN

CONCLUSION AND RECOMMENDATION

Information Technology (IT) is growing tremendously such as business

system needs to meet up to its standard, expectations and challenges posed to

them by the growth of information technology. In a bid to move at the pace in

which information is moving already, they need to change with time. This will

go a long way to improve information and data processing, which in return will

reduce operational workload and increase in productivity and cash flows within

the organization.

Moreover, it will help the management of the organization in making

quick decision due to constant availability of report presented to it as it when

needed.

Therefore, human resources management is one area that required this

changes and improvement or appraisal at its operational procedures. The

survival of an organization lies on the management of its human resources. Its

poor organization and management will result to failure of the business. With

respect to this, this project is written to help the NITEL human resources

management efficiently and effectively.

The present system of NITEL- South East Zone was studied problems are

found by the analyst. They conducted triggered off the development of a new

computerized system.

40
 In the new system design, the problems found are taken into

consideration. The objective of the computerized system is to help in taking care

of the problems identified in the present system. Although computers have

presently acquired by NITEL for most of its zones but have not been installed

due to the slow implementation of automation of the company in the zone.

Some of the areas have fully automated while some are yet to be automated or

computerized human resources management is the area that are not yet

computerized or automated.

Due to this constraints, personnel data are processed, data and reports are

not generated as at when due, in adequate report are produced due to the

urgency of the requested report.

In a bid to automate NITEL South East Zone Human Resources

Management, it is recommended that NITEL South East Zone should embrace

and implement the new computerized software development for this project.

This will help to eradicate the complexities in data processing and reduce the

time take to produce reports needed by the management.

41
 REFERENCES

(1) Annual Report of the Federal Polytechnic Ado-Ekiti

(2) Lairy Young – Introduction to Computers and Information Processing

(3) P.U. Akanwa (1997) Fundamentals of Human Resources Management in

Nigeria

(4) Wayne Ficasio (1989), Managing Resources, 2nd Edition

(5) John Wiley- Strategic, Human Resources Management.

(6) Joan Sinclair (1993) The Administration Management and Human

Relations.

(7) C.C. Nwachukwu (1988) “Management Theory and Practice’s.

(8) www.grossarchive.com

(9) Search Engine: Google Search

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