Computerization Of Staff Record (A Case Study Of Management Information System Federal Polytechnic Nekede Owerri) 

Project and Seminar Material for Computer Science and Computer Engineering

Computerization Of Staff Record (A Case Study Of Management Information System Federal Polytechnic Nekede Owerri)


The present any activities requires better method of achieving goals and objectives. This is unlike the case of manual system used in staff record keeping which include student record, academic record and staff record. In other to improve in keeping staff record in Federal Polytechnic Nekede, this can be done by analyzing the manual method of staff record and nothing the disadvantages. For that reason project based on the essence of using computer in staff record keeping. From the research, it was gathered that with computer and software which develop using visual basic it eliminated waste of time in computation, redundancy of record and improved efficiency, reliability and timely processing of staff record. The above result ware achieve using structured system analysis and design methodology.

Table Of Content

Preliminary Page(s)

  • Title page
  • Approval page
  • Dedication
  • Acknowledgement
  • Abstract
  • Table of content

Chapter One


  • 1.1 Background of the study
  • 1.2 History of the Federal Polytechnic Nekede
  • 1.3 Organization Structure
  • 1.4 Purpose of the study
  • 1.5 Statement of the problems
  • 1.6 Significance of the study
  • 1.7 Scope of the study
  • 1.8 Organization of the study
  • 1.9 Definition of term

Chapter Two

2.0 Literature Review

  • 2.1 Introduction
  • 2.2 Data Base and Data Base Management
  • 2.3 Integrated Information system
  • 2.4 Application Program
  • 2.5 File Organization and Processing
  • 2.6 Best Preferred System

Chapter Three

3.0 System Analysis, Methodology and Design

  • 3.1 Introduction
  • 3.2 System Investigation (Analysis of Existing System)
  • 3.3 System Specification
  • 3.4 Research Approach
  • 3.5 The existing system
  • 3.6 Data Analysis Techniques
  • 3.7 Problem of the existing system
  • 3.8 The new system and Propose of a New system
  • 3.9 Scope of Design/ System Specification
  • 3.10 Design of the New System and Design Consideration
  • 3.11 System Flow Chart
  • 3.12 processing in the New System
  • 3.13 Storage Medium
  • 3.14 Mode of Accessing Files
  • 3.15 Validation Process
  • 3.16 Output Control
  • 3.17 Implication of the New System
  • 3.18 Input Data Design
  • 3.19 Input File Definition Table
  • 3.20 Output Data Design
  • 3.21 Approach to the New System

Chapter Four

4.0 Program and Implementation

  • 4.1 Program and Implementation
  • 4.2 Program Module
  • 4.3 System Flow Chart
  • 4.4 Program Flow Chart

Chapter Five

5.0 Summary, Conclusion and Recommendation

  • 5.1 Introduction
  • 5.2 Summary
  • 5.3 Conclusion
  • 5.4 Recommendation
  • Reference

Chapter One


1.1 Background Of The Study

Right from the outset, man is prone to keeping records, without record keeping, there couldn’t be effective management in administration. Due to the fact that man is forgetful, it is not easy to have everything on the brain although man has the tending to obtain much quality of information, and maintain that for a particular period of time after which the information may die down the idea of record keeping is necessary in all human endeavor. The early man used the ideology of stone in its manage of events and essentialities. The need of man started to increase, for example quart for education come up, there in records must be known, the total number of student in a school year of admission and all other vital information also in hospitals, business outfits and other organizations record must be kept, so that this could be easily b e referred to at any particular time when the need arise. The bone of contention is how could these records be easily accessed, due to the demand in the word thus relating it down to a problem. Such problems are putting down the information. Faster, retrieving those lay down information as fast as possible, arranging them and doing arithmetic operations, perfectly without much errors. It now come to mind of man to build a computer ( A computer is any device capable of accepting information through its input devices processing it and providing the result through its output device and can as well store it). The reason for the invention of computer is to alleviate human complex nature of problem by applying computer in solving those problems. Hence the researcher work looks at the application of computers to one of these problems, which is recorded keeping with reference to staff record in Federal Polytechnic Nekede Owerri.

1.2 History Of The Federal Polytechnic Nekede

In federal polytechnic Nekede, the type of record kept include students record, academic record and staff record. This project work is going to be based one on of the records kept, staff record. In the above school, staff are categorized into senior and junior staff. The admission and welfare committee sees that the federal polytechnic Nekede are disciplined and staff promotion are taking care of. In the end of a complex problem on how best to keep records f the staff evolve. This could easily be solve if computerization is implemented. In Federal Polytechnic, right form the outset, the method of processing data is manually and mechanically. This study counter it aim at reducing the problem encountered in keeping record

This has led to the suggestion that record in Federal Polytechnic should be computerized.

1.3 Organizational Structure

Staff Record Organizational Structure

This is the chief executive of the polytechnic; he is responsible to the governing council for the implementation of policies of the institution. He also coordinates the activities of the polytechnic through some principle officers and head of department

Deputy Rector:

He is second to the rector. He takes over the running of the institution whenever the rector is no around as directed by the rector


This is the head of administration. He is responsibly to the rector for daily administration of the polytechnic


This is the chief financial matter of the polytechnic

Student Affair Office

He or she over sees the general welfare of the students in outside the teaching blocks.

Director Of Medical Services

Over sees the day to day running of the polytechnic medical center, he makes sure that the medical center is well equipped, so as to give treatment to staff and students who need medical attention

Head Of Department

They help to strengthen and maintain student’s lectures relationship. They also attend to students and lectures. They over sees the activities of their respective department unit

Chief Cibrain

He or she helps for the smooth running of library by co-coordinating other staff works under.

1.4 Purpose Of The Study

The aim of this project are channeled towards improving method of keeping staff record in the federal polytechnic Nekede. This goal can be realized throu9gh the following steps;

  1. Analyzing the manual method of staff record and nothing the disadvantages
  2. Defining the data processing, comparing it with manual data processing, bringing out the advantages
  3. Finding out the best method of keeping staff record
  4. Benefit of computerization

The above objective will be achieved using different tools and techniques as will be seen in later chapters

1.5 Statement Of Problem

In the polytechnic Nekede, since staff record is kept manually, several problem has seen encountered which includes

  1. Delay in the processing of staff record
  2. Lost of staff record sin transit
  3. Human error in computation and duplication of a record
  4. Wastage of paper materials
  5. Inability to remove outdated records

This project is aim at bringing solution to these problem listed above by computerization of the staff record. This automatically changes from record keeping from manual to electronic method of data processing. A lot questions, which could be use evolved, are enumerated below.

  1. What computer are all about
  2. What extend will it fit the arrangement of staff records in federal polytechnic Nekede?
  3. What damages will be bring about
  4. Why are the implementation of the new system or idea, would vividly provide answer to these outstanding question above

1.6 Significance Of The Study

There is a convincing hope that this project will solve most of the problems encounter by this institution in its staff record. Among the numerous important are

  1. Accuracy and speedy processing of information
  2. Quick access to individual record
  3. Improved file organization and management

This project will necessitate the modification and the refinement of the already existing techniques it will also serve as reference work for further resource

1.7 Scope Of The Study

This project work has much to with file generation, file creation and file organization of staff record. In the course of the study, file security measure will be suggested to enhance keeping of staff record in poly Nekede. As a result of certain constants this research is limited in scope to few departments and the admission with other unit in polytechnic

1.8 Organization Of The Study

This project work aim at bringing into play the benefit of computerization of staff record in federal polytechnic Nekede, Owerri. This work is made up of five chapter, chapter one contains the introduction of the project topic, statement of the problems, objective of the study. Chapter tow contains the system investigation analysis and design of input form. Chapter four contain implementation while chapter five contains summary, conclusion and recommendation

1.9 Definition Of Terms


This is an electronic device that is capable of accepting data, process data and produce the result known as information. Ordinary, the computer accepts data as input process and it produces output


This is a temporary or intermediate storage unit used to hold data being transmitted between internal and external storage unit between output device and memory storage

Access Time

The time taken to retrieve data from a magnetic storage system


A set of instruction which processes information in a reasonable uniform way to achieve a set of goals often used in the specific content of mathematical problem solving


American standard code for information interchange, a standardized system of representing letters, number etc in digital format, allowing basic text to be understand and correctly interpreted by all computers irrespective of their type ASCII is for text handling only, and does not extent to processing commands


This is the process of starting up a computer system. There are tow types of booting namely

  • Warm booting and secondly cold booting
Warm booting:

This is when a computer that is already on is restarted or reset, using the reset button or the combination of three keys CTRL


A standardized set or routine, is used to compare the performance of different computer program etc
BUG: A fault in program


A unit of measurement which devote the number of data bit transmitted in one second between on of equipment and author, particularly important in the content of modern and printers


To locate and remove the cause of problem in the executive of problem

Flow Chart

A graphical representation of the sequence of computer operation in a program permitting the flow of processing to followed by the user

Down Time

Any period when a computer system is out of action due to malfunction or maintenance

Hand Shake

A preliminary exchange of code information between two pieces of equipment before the actual data transmission starts. Hand shake is designed to ensure that equipment is fully compactable

Operating System

An intermediate program which resides between the application program and central processing unit itself, and which co-ordinate various aspects of machine’s operation

Digital Logic

The electronic circuit in a computer in which logic gates and logic circuit are used to handle binary information by extension, the term also applies to the digital principles underlying this process

Bubble Memory

A form of detachable memory module which does not loose its content when it is renewed form its socket in the computer

CAD (computer aided design)

An advance computer application which allow the drawing design and testing of ideals on screen

Default Drive

The disk drives, which a computer has been programmed of select it no specification has been given

Expert System

A computer program or system, which incorporate a body of specialist knowledge contributed by experts in a particular field, thus allowing other user to draw on this knowledge common application includes law, medical research and geology, etc


This is a means by which a piece of equipment communicate with other equipment. In micro computer interface one usually either of the parallel or serial type


A device to combine the output from a number of sources so as to enable their transmission go through one common communication channel

Packet Switching

The transmission of data along telecommunication channels using packages of data(usually or fixed length) instead of the convention real time system


The smallest area which can be displayed on a computer screen be a particular computer, one of the dots which make up the display


A set of convention on the format of input and output communication between two pieces of equipment


Simultaneous peripheral operation inline, the practice of transferring information to an axillary’s storage

Chapter Five

Summary, Conclusion And Recommendation

5.1 Introduction

In this chapter the summary, conclusion and recommendation are given conclusion as regards to computerizing federal polytechnic Nekede staff record when done, there will be accuracy and giving information properly which will be well done, this will speed up the level of data processing also much benefit awaits us if the whole of federal polytechnic Nekede is computerized, recommendation as regard to information, which is vital as data, is both needs protection and are to be handled by professional

5.2 Summary

This research work is on the computerization of staff records using Federal Polytechnic Nekede as a case study from the research made it was discovered that there were many problems associated with uncomputerized staff record which include duplication of information wastage of time in processing of records incorrect result which some times occur because of human inconsistency to mention but a few

But with the computerization of records, from the study so far the following benefit are likely to be achieved and they include

  1. There will be no misplacement of files or document
  2. Arrangement of files will be well organized, like the master file, update file, Archive file, Transaction file
  3. File will be processed with ease
  4. Exchange of document or file from one department to another will not be difficult

5.3 Conclusion

In conclusion, computer will go a long way in the advancement generation. It will be heretical to the management, staff, students and government, being in mind of data processing speed

5.4 Recommendation

With the growing of computer Federal Polytechnic Nekede Owerri and based on the findings of the study, it is recommended that the processing of staff record at any level should be computerized for decision process. The method of implementation of the new system should be pilot method” when the implementation process is over, adequate security control measure in form of management control should be provided to ensure that the system achieves the intended objectives

Also proper documentation should be carried out each time the modification of the system is perform. The modification should only be done be software exports while the maintenance and repairing of computer and its peripherals should be handled by professional

Finally, it will be a thing of joy if the whole of Federal Polytechnic Nekede Owerri is computerized as much benefit awaits us.

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