Design And Implementation Of A Computerized Employment Application Short Listing System (A Case Study Of Guinness Nigeria Plc)

Project and Seminar Material for Computer Science and Computer Engineering

Design And Implementation Of A Computerized Employment Application Short Listing System (A Case Study Of Guinness Nigeria Plc)


Abstract


This research project work is centered on Employment Application Short Listing System using Guinness Nigeria Plc, Benin City as a case study. The main aim of short listing the names of applicants in Guinness Nigeria Plc using an automated system is to overcome the problems that are associated with the manual system of doing it before now. The stem was design using Microsoft Visual Basic 6.0 along side with Microsoft Access. The interface of the software was design using the visual basic which comprises of logging form, data entering form for applicants, a comprehensive database system and the short listing section system for the applicants. Before this research was carried out, an analysis was done on the old system and during the process of the analysis so many problems were discovered. Some of the problems are the ones affecting the human resource department, some affecting the organization at large and some of the problems affecting the applicants: interview conducted on an applicant revealed that one major problem that applicants encountered in manual applications short listing is the inability of the applicants to see their names on the notice board even when they are short listed; this is either because of typographical error or torn paper. In other to achieve a proper function of this software, the company should embark on a networking short listing system that can enable the applicants to have access to all the information of the short listed names or employed persons into the organization. In conclusion, other organizations should embrace this system in other to achieve an effective management system.


Chapter One


Introduction

1.0 Historical Background of the Study

Computer activities have in recent past replaced virtually every form of operation this is because of the advent of information technology, which provides a global network connection for all such activities. With this technology, many organizations have their tentacles spread across the glob. In line with this trend, employment application short listing search activities and job providers need to join the band wagon of the global community in shearing their information across the internet. The Project work is based on this notion. This employment application short listing system of Guinness Nigeria Plc is centered on the way and manner new staff are being recruited into the organization by short listing their names using a computerized system rather than using the conventional method which involves typing and pasting of the paper on a notice board whereby applicants whose names are not short listed can be angry and easily tear off the paper. The process that was used before this research was carried out was not as effective as expected by the organization because of the limiting factors that was associated with the system in such a way that, applicant find it difficult to find their names on the notice board after all the necessary exams and interview have been carried out. This was because the means of displaying the short listed employee was not reliable and can easily be destroyed even though the paper is locked inside a notice board. And at the end of the day, the applicants will end up going back to the organization to lay complains by stressing the management after they most have pasted the short listed names.

In other to over come this problem, I felt is extremely necessary to design an automated system that will be used to short list employee that applied for a particular position.

The short-listing process involves determining which applicants meet the minimum key selection criteria to perform the job satisfactorily and/or ranking applicants to progress to the next stage of the selection process.

Short-listing candidates supports an efficient applicant assessment process through ascertaining whether candidates meet the relevant criteria to reduce the applicant pool to a manageable size.

Best practice techniques in short-listing applicants include:

Using a standard application form. This form should:

  1. Standardise the format and information collected from applicants to reduce potential subjectivity in the assessment process
  2. Contain statements confirming that the form has been reviewed for fairness and equity
  3. Communicate who will see the information, privacy and how information will be used in the recruitment and selection process and state that applicants may be required to verify the information provided
  4. Using a scoring procedure to evaluate whether applicants meet the key selection criteria or determine ranking for the next stage of the process
  5. Developing, where possible, a talent pool (with applicants’ permission) of those who were not successful for this particular position, but who may be suitable for an alternative position.

1.1 Historical Background of Guinness Nigeria Plc

The firm Guinness Nigeria Plc came into existence in year 1950 with the sole aim of importing and distributing Guinness stout from Dublin for eventual sales in Nigeria. Due to the success of the product in the country it gave rise to a decision to establish a small brewery in the year 1962.The foundation stone of Guinness was laid at Ikeja on the 31st January 1962, by Arthur Benjamin Francis Guinness now the Earl of Irish to which titles he succeeded on his grandfather’s death until 1967 in active services during the 2nd world war.

Guinness Nigeria is a subsidiary of the prestigious Diageo Plc of the United Kingdom. The brewery was the first outside of Ireland and Great Britain. Other breweries have been opened over time – Benin City brewery in 1974 and Ogba brewery in 1982.

Guinness Nigeria produces the following brands – Foreign Extra Stout (1962), Guinness Extra Smooth (2005) Malta Guinness (1990), Harp Lager Beer (1974), Gordon’s Spark (2001), Smirnoff Ice (2006), Satzenbrau (1995).

Guinness Nigeria Plc is a company that believes in enriching its communities. This it has achieved by embarking on laudable Corporate Social Responsibility projects in several communities in Nigeria. These projects are Water of Life initiative, which currently provides potable water to over 500,000 Nigerians spread across several rural communities, from Northern to Southern Nigeria; scholarship and Guinness Eye Hospitals in three cities in Nigeria.

Nigerian Guinness is said to be twice as strong as Irish Guinness. In the 1800s, the Irish brewed the Guinness twice as strong, due to a fear of evaporation on the long voyage to Nigeria. However, the alcohol did not evaporate, and to this day Nigerians brew their Guinness twice as strong.

Guinness Nigeria limited became a public company In 1965 and was one of the first companies to be quoted in Nigeria stock exchange with shares being offered to Nigerian shareholders, 1200 Nigerian held 20% of the equity.

In 1971, a decision was taken to build a new Brewery at Benin at a cost 12million to brewery larger beer, this was the biggest brewery ever built in Nigeria.

The company believes that investment in the training and development of its staff are wise investments. This has resulted in the establishment of training centers in Benin and Lagos (Ikeja).

Following the ban on importation of methods barely the company has conducted research into the use of maize and sorghum in place of malt in production of the different brands of beverages.

In the Nigerian market, Harp lager beer gained a remarkable success alongside Guinness stout, due to its good quality too hence received a wide patronage and now known as Guinness Nigeria PLC.

It was merely up to a decade of the brewery and marketing of harp that its brand loyalists started shifting their interest to the other hand. The complaint raised by Harp patronizes for gradually changing preference was as a result of the carelessness on the part of the brewers to eradicate particles discovered in the final product and these were major set-backs suffered by Guinness Harp.

In the year 1995 a new product line “satzenbrau” was in the market and it received attention in Lagos and west Ibadan to be precise for now.

In 1990 another product line “Malta Guinness”, was also in the market and it has received attention all over the country and outside the country.

It indeed received acceptance and as such requires effective management system, to guide against the future of all lines of product carried out by Guinness Nigeria Plc. (www.Guinnessnigeria.com).


1.2 Statement of the Problem

The process of short listing applicant who applied for a particular position in the organization have created a big problem that the entire management can no longer contain due to the process involve in handling the applicant who are eligible for the positions. This some times take weeks to resolve the problem because the entire applicants will have to go to the organization and the management will start to attend to them one after the other. This problem was as a result of the paper method of short listing applicant who is eligible for employment. Due to the fact that, the paper can be destroyed by those people that are angry based on the fact that their name did not appear on the paper.


1.3 Objectives of the Study

The practical objective of this work is to design and implement a computerized applicant short listing system for Guinness Nigeria Plc. One of the most important objectives of this project is to contribute to academic research work while the subsidiary objectives include;

  1. To enable easy access for employee or applicant short listing information on the computer either off line or online.
  2. For easy update of applicant information.
  3. To enhance the rate and speed of short listing applicant or employee information due to the fact that computer is a fast machine.

1.4 Significance of the Study

If this prototype is fully developed it will be very useful in many areas such as:

  1. It will ease the work of the personnel department of the institution.
  2. It will bring about improvement in the organization management.
  3. The government can also review and deploy it to other sectors.
  4. Private individuals can also find it good to use

1.5 Scope of the Study

The scope of this study is generally on the issue of a computerized employment application short listing system. It however covers such areas as employment application process, short listing process etc. the organization this project work is design for, which is the case study is Guinness Nigeria Plc, Benin City.


1.6 Methodology of the Study

A survey of individuals in this study involves with the management of a computerized employment application short listing system which was conducted in order to obtain relevant data for the study. In order to obtain demographic information about organizations using a computerized employment application short listing system, only one questionnaire was sent to Guinness Nigeria plc, which was the primary source of data used for this research work. The purpose was to get the organization’s views on a number of issues regarding a computerized employment application short listing system. In addition, was the secondary source of data which was considered most helpful in this study. The secondary sources from which data was collected include: textbooks from library, and different websites on the internet.


1.7 Definition of Terms

Employee:

A person who is hired to provide services to a company on a regular basis in exchange for compensation and who does not provide these services as part of an independent business ( Patrick Smith 1997)

Employers:

They are the employer of labour, who might therefore be said the controller of the activities of the establishment.

Applicant:

As anyone who expresses interest in a position (Jeo Smith 2011)

List:

A series of names, words, or other items written, printed, or imagined one after the other: a shopping list; a guest list; a list of things to do (Charles Brain 2011).

Productivity:

This can be defined as efficiency with which work is done, the amount of work done in a certain work.

Responsibility:

This is the duty to perform certain assigned tasks in a satisfactory manner

Management:

Organization and coordination of the activities of an enterprise in accordance with certain policies and in achievement of clearly defined objectives.

Employment:

Employment is a contract between two parties, one being the employer and the other being the employee

Selection:

Is the process of identifying the most suitable applicant and persuades him/her for employment.

Recruitment:

Is the process of filling in qualified persons into an establishment.

Responsibility:

Is a person who is reliable and able to carryout various duties imposed on him/her by the establishment.

Service:

A service is an intangible commodity. More specifically, services are an intangible equivalent of economic goods. Service provision is often an economic activity where the buyer does not generally, except by exclusive contract, obtain exclusive ownership of the thing purchased.


1.8 Limitations of the Study

In the course of this study, a lot of limitation was met and these include the followings:

Time:

Time was a major limitation in this study because the time given for the work to be complete was very short and as such, there was no time to get all the necessary information and materials that is needed to carry out the research work.

Finance:

High cost of traveling was also a problem that caused an obstacle to this research work. It was important to some locations that were used as the case study for this research work so as to get some necessary information that will help to prepare the research work.


Chapter Five


5.0 Summary, Conclusion and Recommendation

5.1 Summary

This research project work is on the design and implementation of Employment Application Short Listing System using Guinness Nigeria Plc, Benin City as a case study. The main aim of short listing the names of applicants in Guinness Nigeria Plc using an automated system is to overcome the problems that are associated with the manual system of doing it before now. The stem was design using Microsoft Visual Basic 6.0 along side with Microsoft Access. The interface of the software was design using the visual basic which comprises of logging form, data entering form for applicants, a comprehensive database system and the short listing section system for the applicants. Some of the problems are the ones affecting the human resource department, some affecting the organization at large and some of the problems affecting the applicants: interview conducted on an applicant revealed that one major problem that applicants encountered in manual applications short listing is the inability of the applicants to see their names on the notice board even when they are short listed; this is either because of typographical error or torn paper. In other to achieve a proper function of this software, the company should embark on a networking short listing system that can enable the applicants to have access to all the information of the short listed names or employed persons into the organization. In conclusion, other organizations should embrace this system in other to achieve an effective management system.

In summary, this newly implemented system is design in such a way it can remedy the situation that was encounter in the past years of operation in terms of employing new staffs and short listing the names of the credible applicant that successfully passed the interview that was conducted for the entire process. This system was fully design to put a stop to the poor performance of the manual system that was involve before now by typing on a sheet of paper and pasting it on the wall for applicant to check. And at the end of the day, it is discovered that most applicant will not see their names because the list has been destroyed. In other to overcome this problem the system was design using software that can run on any operating system.

The data for this research project work were gathered through both primary and secondary sources. The primary data are fresh materials that are realized either through interviews or questionnaire or both, but the one used in this research work is realized through interview. The major source of data used in this work is the secondary source which represents works already done in the research topic and includes the following information form: Textbooks, computer journals, magazines, articles, library and internet.


5.2 Conclusion

In conclusion, the automated system for short listing employee names using Guinness Nigeria Plc, Benin City as a case study will be of great importance to the organization due to the fact that most organizations and company today rely upon on this system for effective operations in the organization.

The scope of this study is generally on the issue of a computerized employment application short listing system. It however covers such areas as employment application process, short listing process etc. the organization this project work is design for, which is the case study is Guinness Nigeria Plc, Benin City.

The relevance of this project is that; it will ease the work of the personnel department of the institution; it will bring about improvement in the organization management, the government can also review and deploy it to other sectors. Private individuals can also find it good to use.

The practical objective of this work is to design and implement a computerized applicant short listing system for Guinness Nigeria Plc. One of the most important objectives of this project is to contribute to academic research work while the subsidiary objectives include: To enable easy access for employee or applicant short listing information on the computer either off line or online, for easy update of applicant information, to enhance the rate and speed of short listing applicant or employee information due to the fact that computer is a fast machine.


5.3 Recommendation

As it has been observed the effectiveness of a computerized employment application short listing system and its functions in an organization; I therefore recommend that the human resources department should rely on the computerized system based on the fact that human resource department is responsible for maintenance of human relationship with employees and ensuring that the right candidates are employed into the organization in question and making sure that things work efficiently for the achievement of the objective of the organization.

1. Personnel Management:

Expert in the field of keeping records with the background knowledge of information technology (IT) should be recruited in the IT department of the organization using a computerized employment application short listing system. Such orientation should be carried out before the installation and formal utilization of the system.

2. Resources:

In addition to human resources, the available resources for the implementation of this project should be provided.

I also recommend that staff of human resource department should be trained and oriented on the use of computerized employment application short listing system because it is the best method of recruiting the right staff into the organization and it will help to avoid the old of problem of recruiting the staff.


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