Monday, 20 February 2017

Database Design For All Personnel/Staff of an Organisation




In most organizations particularly business organizations, most of what goes on consists largely of transactions. A transaction is a recorded event having to do with routine business activities. This includes everything concerning the product or service in which the organization is engaged: production, distribution, sales, order and stock-taking. It also includes the materials purchased, employees hired, taxes paid and so on. Today in most organizations, the bulk of such transactions are recorded in a computer-based information system. Computer-based information systems are systems that tend to have clearly defined inputs and outputs that enable and provide necessary facilities for accurately and efficiently managing an organizational process. It could be sales order or record keeping of staff. 

Information system is a collection of people, procedures, software, hardware and data. Connectivity allows computers to connect and share information, thereby greatly expanding the capability and usefulness of an information system. Computer-based information systems are meant to reduce the stress in managing businesses or organizational procedures. Management Information System (MIS) is one of the major types of computer-based information systems. It uses the database of an organization in producing well-structured forms of reports.  

The development of personnel management dated back to the period of World War I around the year 1915 and more recently to the human relations movement of 1935 – 1950. It was discovered that psychological factors as well as social factors influence individuals at work rather than physical factors.  Specific reasons for the development of personnel management are as a result of increasing influence of trade unions, traditionally personnel administration took on the role of pacifying the trade unions, so that management could be free to run the companies without interference from employees. 

The formulation of minimum wages low costs and individual legislations increased the need for a team of personnel specialties. As the union became more sophisticated and powerful the need for highly skilled individual relations should increase. The increasing size of business, government and other institutions brought new dimension into the profession of personnel management. Traditionally, it was practiced in homes where the father is the head of the family. It was he who planned what the family should do, the type of farming, size and where to sell the harvested products. His wives and children helped in the process, no external recruitment was involved, so the more wives and children a man had, the more likely it is for the family to be well-of. The recent practices of personnel management in Nigeria is tied up with history and development of the public services, private companies and civil services.
We are motivated to carry out this project based on the following:
                          i.            To have a central database for all personnel of the organization
                        ii.            To establish a query algorithm that can make searching flexible and efficient
                      iii.            Timely and quality output to managers for decision making
                      iv.            Providing specific type of output according to specified input
                        v.            It also aims at providing a well secure database management system

1.3            METHODOLOGY
Methodology is mainly the way research is designed to be conducted such as data collection and design tools. Documentation and interview method will be used to generate the research data and visual basic with Microsoft access for interface design and database respectively.

The management of human resources has remained the most complex aspect of many organizations. In fact, this had been the reason why most management scientists in the research identified personnel management as the backbone of any organization.
Following the problem in Aminu Kano Teaching Hospital, there were cases were:
           i.            Files get missing, cabinet gets jammed thereby 3delaying the presentation of certain information about the staff.
         ii.            Destruction of files and records in the case of fire outbreaks, time required to record as well as presenting an Information and also the cost of purchasing files.
       iii.            Lack of effectiveness in the methods of record keeping.

This research work will concentrate on staff employment form which includes the name, sex and location. In fact, information about the staff, performance assessment, retirement and handling of some queries like; updating staff record, deleting staff record and searching for staff information via Rank, Department or ID as the case may be. It is a case study of Aminu Kano Teaching Hospital, Kano. Due to time constraint, finance and confidentiality of information, program developed covers the main aspect of employments and assessments especially the personal information of an employee, accommodation allocation, allowance and payroll.

This work could be useful for personnel managers or officers in an organization as well as those involved in research work on personnel management. However, this research work would let us know that the success of an organization largely depends on the assessment and appraisal of individuals and company employee’s potential, performance and how well the organization can strive to equip all its workers.

Hence, this research work will be of immense assistance to the organizational environment because personnel will be able to find the best solution to the various personnel problems as the computerized personnel management information system software will play a very big role in removing the stress in record keeping.
There are many other advantages, and some of them are listed below. 

§  It saves a lot of time in processing personnel information.
§  Database access is fast, reliable and secure in term of authorized
access using data encryption and decryption.
§  Transactions are secured (login page).
§   It helps in reducing the costs of labour, fixtures and stationary (Paper, files, pens, marker and so on.

Personnel: It is a department in an organization that deals with employees records, hiring or retirement.
Management: It is the co-ordination of all the resources of an organization through the process of planning,   organization, directing and controlling.
System: A method or set of procedures even personnel working together as a whole to achieve a goal.
Data: Numbers, Text or image which is in the form suitable for storage in or processing by a computer, or an incomplete information.
Information: A meaning full material derived from computer data by organizing it and Interpreting it in a specified way.
Input: Data entered into a computer for storage or processing.
Output: Information produced from a computer after processing.
Information System: A set of interrelated components that collect (or retrieve), process, store and distribute information to support decision making and control in an organization.
Encryption: an algorithm that is use for data security to avoid intruding and unauthorized access.
Decryption: an algorithm of extracting data that has been encrypted.

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