Automated Civil Service Employee Record Management System
Automated Civil Service Employee Record Management System
Abstract
Over the years, paper-based system for information management has been carried out across most of business and organizational sectors. Overcoming this problem is the main focus of this project in order to reduce the risk of redundancy. This project describes the automated civil service employee record management system that will have the capability for storing related information about employees through database. The system serves as a bridge between the database and the users that helps in maintaining and retrieving records, it also focuses on each employee’s attendance and number of leaves taken by employee per year with the help of full-edged computer software and computerized tools, so that personal data can be stored for future reference. The required system is amiable to users and easy to work with without any redundant entries. After implementation of the objective modules, all functions were tested and successful
Chapter One
Introduction
Civil Service is the body of government officials who are employed in civil occupations that are neither political nor judicial. Civil Service refers to employees selected and promoted on the basis of a merit and seniority system, which may include examination. The Civil Service consists of people employed by the state to run the public service of a country. The civil service is a term used to cover these civil servants who are direct employees of the federal and state governments, other than the police, the armed forces personnel, tile judicial personnel and the teachers. Its usage excludes also employees of statutory corporations and boards.
According to Adebayo [1] the civil service comprises all servants of the state, other than those holding political appointments, who are employed in a civil capacity and whose remuneration is paid out of (money voted by the legislature. [2] sees the civil service as “the body of permanent officials appointed to assist the political executive in formulating and implementing governmental policies”. He also sees the second usage of the term as referring to “the ministries and departments within which specific aspects of government are carried out”. Though people often see the civil service and the public service as the same thing, they are technically, not the same. Public service as a term is broader in scope than civil service. Hence it includes not only those who work in the regular government ministries and departments but also statutory co-operations, boards and the armed forces. Hence [2] defines it as the totality of services that are organized under government authority. It can therefore be said that civil service is narrower in scope and excludes some government employees who are public servants.
The Civil Service is the administrative bureaucracy which occupies an essential position in the political system of nations. Throughout the world, the contributions of Civil Service in promoting sustainable and equitable economic growth are receiving increasing attention. Efficient and effective management of the Civil Service are critical to sustainable socio-economic development of a nation. It is very important that the records of employees in the civil service be computerized or stored electronically to aid easy management of employee records.
1.1 Theoretical Background
The technology used to implement the system is database technology. The interface used is Visual Basic 6.0. Below shows an example of how Visual Basic 6.0 code can be used to save civil service employee record to database
Private Sub Command2_Click()
‘code to save employee record
Adodc1.Recordset.Update
MsgBox “SAVED”
Adodc1.Recordset.MoveFirst
End Sub
Private Sub Command3_Click()
‘code to print form
On Error GoTo ab
Me.PrintForm
ab:
End Sub
Private Sub Command4_Click()
‘code to delete record
On Error GoTo ab
Adodc1.Recordset.Delete
ab:
End Sub
Private Sub Command5_Click()
‘code to close employee registration form
Unload Me
End Sub
Private Sub Command7_Click()
On Error GoTo ab
Adodc1.Recordset.MoveNext
ab:
End Sub
Private Sub Command8_Click()
On Error GoTo ab
Adodc1.Recordset.MovePrevious
ab:
End Sub
1.2 Statement of Problem
The following problems were identified:
Traditionally, paper records placed in a flat file is common place in the civil service commission, once they were physically filed, they begin to take up valuable office space.
- This makes the management of employee records difficult.
- It is time consuming for the record of employees to be easily captured and updated.
- This management pattern makes it difficult to retrieve information when they are needed.
- Valuable information that may be needed information may be lost due to the poor practice of dumping the files.
- It is in view of this that this research study is conducted to design and implement an automated civil service employee record management system.
1.3 Aim and Objectives of the Study
The aim of the study is to develop an automated civil service employee record management system. The objectives of the study are;
- To develop a workable employee record management system to capture employee records
- To facilitate easy updating and management of employee records.
- To aid quick searching and querying of employee records.
- To enable the management of the civil service to quickly obtain reports about employees
1.4 Significance of the Project
The significance of the study are: a. It will provide a better means of managing employee records in the civil service commission. b. It will facilitate the capturing of employee information so that it will be easy to manage. c. The report of any employee can be called up by entering the ID number of the employee. d. The research study will also be significant to other scholars and researchers seeking for valuable information on the subject of employee record management system and electronic record management as it contains professional accounts of electronic record keeping practice and management in developed countries.
1.5 Scope of the Study
This study covers automated civil service employee record management system, a case study of civil service commission, Uyo.
1.6 Organization of the Research
This research work is organized into five chapters.
- Chapter one is concerned with the introduction of the research study and it presents the preliminaries, theoretical background, statement of the problem, aim and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.
- Chapter two focuses on the literature review, the contributions of other scholars on the subject matter is discussed.
- Chapter three is concerned with the system analysis and design. It presents the research methodology used in the development of the system, it analyzes the present system to identify the problems and provides information on the advantages and disadvantages of the proposed system. The system design is also presented in this chapter.
- Chapter four presents the system implementation and documentation, the choice of programming language, analysis of modules, choice of programming language and system requirements for implementation.
- Chapter five focuses on the summary, constraints of the study, conclusion and recommendations are provided in this chapter based on the study carried out.
1.7 Definition of Terms
Employee
A paid worker in an institution or organization, private or public.
Record
A collection of related fields. Also considered as an electronic file representing an entity.
Management
The organizing and controlling of the affairs of business.
Electronic Record
A digital record of information stored in a computer system or electronic storage device that can be accessed.
Back-up
A copy of computer data that is stored in another storage device sometimes in a different location.
Chapter Five
Discussion, Conclusion and Recommendations
5.1 Overview
The aim of this chapter is to present the conclusions of the overall work achieved and also give an assessment on the completed application and describe the limitation of the project, the problems faced and recommendations for future work on how the application can be improved.
5.2 Objective Assessment
At the end, the application has archived the main assessment that was taken into account, which relates to the client and project’s environment. In this project, the desktop EMS include several modules and features, as listed below.
The application was able to:
- To allow the administrator and employee to sign in using the system’s login interface.
- To allow account setting and management for the two users.
- Access user profile information.
- Apply leave request.
- Approve and Deny leave.
- View leave history.
- Mark attendance using fingerprint scanner.
- Search for staff information.
- Create, view, update and remove staff report.
- Staff information maintenance.
- Send email leave request notification.
- Immediate feedback.
- Generate and print information.
- To archive transparency for all the users.
- To progress in removing redundancy and paper work.
- To make the entire system available and interactive.
5.3 Limitations and Challenges
The analysis, design, implementation, testing, and building of a software is not an easy task and it present numerous challenges, along the line of the research work some limitations and challenges were faced which affects and hinder the development of the system.
- Time constraint, was one of the major challenge faced during the system development period due to involvement with other academic related works and the allotment time given for the project, the system didn’t meet up to its full robustness.
- The COVID 19 Pandemic, due to restriction of movement around the country, interaction with the client, getting hold of employee information from the initial source of this work and also the hardware requirements needed for the work becomes a challenge.
- Leave Management Notification, sending a leave request notification via email was challenging since google have improved their security and limits the apps that can access their web server.
- Custom report generation, the Admin can generate a report containing all the employee information from his/her personal profile. Sometimes, the admin may be looking for specific employee in cases where a transfer is to be made, this poses a challenge because the admin will always have to generate a report of all the information about an employee, which some those might not be needed.
5.4 Future Enhancements
For the future enhancement of the system, some additional features could be implemented into the system to make it more flexible and reliable.
The leave management module can be enhanced by making all leave requests pass through the head of department before submission rather than going straight to the admin. This feature will make HOD of department to know which of their employees are gone on a leave.
Employee details archiving, since the system is holding information of all the employees, the system should have an archiving system interface so that suspended and retired staffs information can be archived rather than deleting the information completely from the system so that in some cases where details of an ex-employee is needed for future reference can easily be obtained.
5.5 Recommendations
For the furtherance of this project to ensure the robustness of the system and improve the system to its full potential and greater height, the following features are recommended for future expansion in order to fill the rift of the project.
For the effective usage of this system and having a good management of it, it is advisable to provide computer to the vital centres where staffs can be trained to understand and acquire knowledge on how to use the computer and the new system.
5.6 Conclusion
In this paper, the development of an EMS was carried out to reduce the stress of paper based method in managing attendance and leave request process with the use of computerized software and good product design which arrive at archiving most of the user requirements. The project was implemented using C# programming language and Microsoft SQL Server for database and it starts with a login interface which contains staff and admin login. The system was developed after analyzing and reviewing the current manual system at the fact finding stage and a Use Case diagram was used to understand the actors of the system.
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