Personnel Management Information System In An Organization

Download complete project materials on Personnel Management Information System In An Organization from chapter one to chapter five with references

CHAPTER ONE

INTRODUCTION     

1.1     Background of Study

Personnel information system can be view as a database program that can be use to give summary report pertaining to personnel information report, which can also be used for creating, editing, storing and retrieving records of personnel with high degree of ease. The administration of personnel systems involves considerable data capture, verification, storage and processing. The bureaucratic functions of personnel work are evident. We need to be aware of the data we are using, how we capture it and for what purposes, we must ensure its integrity, accuracy and manage the what security of how it is stored, we have to control who will access it and who it will not be disclosed to.

Computerized systems enable more data to be kept and accessed. The technology transcends company and community boundaries.This increases the need for accuracy, security and confidentiality.

Generally personnel records are of a permanent but dynamic nature whether kept in a file or by database-oriented personnel records, multi-user software package. When a new employee joins the firm (or even when an applications is received), a new record is created. More and more data is then added to the employee record related record as the employee’s length of service increase. The record is updated from time to time.

Organizations implement efficient systems for maintaining and using individual personnel records so that effective decisions can be made for the benefit of the personnel. However, the proliferation of new reporting requirement and dramatic changes in technology has had a profound effect on the need for personnel data to manage personnel records. Purchase of more powerful computer hardware and software and the reconfiguration of information system have become essential components in efforts to meet the needs of all personnel.

There is probably no single best information system solution that can meet the needs of all organizations. However are certain steps that help all organization to determine the best solution for their particular situation.

This project will among other things examine the process of making the best and most cost-effective decision about information system devoted to individual personnel record and to design a database information system for Peugeot Automobile Nigeria Limited Kaduna, as the case study.

1.2       Brief History of Peugeot Automobile Nig. [PAN] Ltd

The initiative to establish an automobile manufacturing plant in Nigeria was taken in 1969 by the then Federal Military Government under the leadership of General Yakubu Gowon when it invited the tenders, thus began the journey of the company- Peugeot Automobile Nigeria, PAN, a joint venture between the Federal Government and the AP was incorporated in December15,1972 as a limited liability company, while the assembly plant was commissioned by the then head of state, General Yakubu Gowon,27months after incorporation on march 14,1975 and full operation commenced march 2, 1975

PAN briefly produced the 404 saloon in its initiative two year of production alongside the 504 models which were in production from 1975 to 1986. The 504 ambulance was introduced in 1986 and produced up till 2006 while J5 and Boxer were in production from 1988 to 2001.

The company produced 306 saloons from 1995 to 2005 while 406 saloons was in production from 2002 to 2008.

In June 2007, six months after its privatization, PAN signed a memorandum of understanding with its technical partners to produce the 307sedan while was technically christened the ‘T-6 project’ with the signing, Nigeria joined two other countries – CHINA AND ARGENTINA as licensed manufactures of the 307 seden in the automobile manufacturing industry today.

The 307 seden was industrially launched on November 23^rd, 2009 by the Vice President, Dr. GoodluckEbele Jonathan at the factory head office, Kakuri Kaduna.

1.3       Statement of the Problem

The most prominent problem associated with any information-based system is the record keeping and data manipulating operations of that system. It is not in doubt that the existing system of record keeping and information management of the organization system has related problems, nonetheless, the organization is still faced with problems that are peculiar to any manual based data processing, such problems as:-

1. Misplacement/Loss of personnel files (records): Which hinders or sets back personnel promotion.

1. Duplication of Data Files: Which if not updated leads to inconsistency of files and wastage of office stationaries.

iii.                Prone to human error:  The manual system in use leads to data errors as recording data is a lengthy process; it makes the whole exercise monotonous, boring and hectic.

1. Time factor: Due to large number of document involved in the system, it takes more time to process any piece of work (information) and his brings about delay in getting necessary information on demand.

1. Security factor: Security of files is not guaranteed in the current system, there is possibility of unauthorized persons having access to personnel information.

1. Furthermore, reports generated by this system are not made available on demand, this is because it is not easy retrieving a file of a particular employee on demand since the process would involve going through voluminous files.

The changing times and problems enumerated above called for new system of personnel record keeping; thus, the traditional/manual has to give way to modern method.

1.4       Objective of the Study

Basically, this research work is meant for the enhancement of knowledge. The specific objectives of the study are as follows:

1. To provide valuable information of personnel to the human resource department.

2. To keep track of the joining and leaving of the personnel.

3. To categorize all the personnel of the organization.

4. To generate various important reports that provides valuable information to the top level management.

5. To present detail implementation documentation for the database.

1.5       Significance of the Study

One of the major significance of this project research work is to create an efficient and dynamic database that will serve the management as well as the personnel of the organization with quick and efficient source of information about personnel information of PAN.

1.6       Scope and Limitation of the Study

This research work centers on building a database for personnel record that will only accommodate personal and official related information for all employee of the organization.

The topic ‘’Personnel information system’’ set its limit just on personal and official related information that could be incorporated into the database. However, the study will not cover staff payroll. Conclusion drawn from this research may be used to generalize on other organization.

1.7       Definition of Terms

▪ Database: Is a collection of information that is organized.

▪ Computerized: To control, perform, process, or store {a system, operation or information} by means of or in a electronic computer or computers.

▪Personnel: A body of persons employed in an organization or place of work.

▪Security: Is the degree of resistance to, or protection from harm.

▪Integrity: Is generally a personal choice to uphold oneself to consistence moral and ethical standards.

▪Records: Is a basic data structure or a collection of elements, typically in fixed number and sequence.

▪Automobile: A self-propelled passenger vehicle that usually has four wheels and an internal-combusion engine, used for land transport.

▪Privatization: Is the process of transferring an enterprise or industry from the public sector to the private sector.

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