Design And Implementation Of Electronic Civil Service Promotion Scheme

Computer Science Project Material with Source Code Included

Computer Science Project Material with Source Code Included

Abstract

Promotion of workers is a prerequisite in every working organization. Over years, the manual system of promotion has been used to achieve success despite its limitations that bothers on employees’ delay or loss of promotion and frauds associated with manual determinant of worker’s promotion time, salaries and entitlements at different levels. So to put an end to the above summarized problems associated with workers’ promotion, the implementation of an Electronic Civil Service Promotion Scheme is proposed. In developing this system, the Agile SDLC model is used, coupled with the secondary data collection techniques which involves interview and discussion. This model makes provision for collaboration and cooperative approach between the system and its users which make it to be very simple to implement. The system was developed using php and Mysql to achieve logic driven and operational web based system. The softwares required to run the program include: XAMPP Apache server version 1.7 running on Linux, Windows and Mac Operating Systems. Any of the following PC Web Browsers can be used to access the program: Mozilla fire fox, Google Chrome, Internet Explorer, Safari etc. The software installation process requires a local hosting of the web application on either a public or a private web server, Provided the web application has been hosted and installed successfully, then it is ready for use.

Table of Contents

  • Title Page
  • Certification
  • Acknowledgment
  • Dedication
  • Abstract
  • Table of Content
  • List of Figures

Chapter One:

Introduction

  • 1.0 Background of Study
  • 1.1 Statement of Problem
  • 1.2 Significant of the Study
  • 1.3 Aims and Objectives of the Study
  • 1.4 Scope of the Study
  • 1.5 Limitation of the Study
  • 1.6 Definition of Terms

Chapter Two:

Literature Review

  • 2.1 Theoretical Framework
  • 2.2 Empirical Review of Precious Work in the Area of Study
  • 2.2.1 Relationship Between Pay and Job Satisfaction
  • 2.2.2 Correlation Between Promotion and Job Satisfaction
  • 2.2.3 Evolution of Civil Service in Nigeria and Promotion Trend
  • 2.2.4 The Effects of Promotion on Effective Service Delivery
  • 2.2.5 Importance And Benefits Of Employee Promotions
  • 2.3 Conceptual Framework
  • 2.4 Review of Related Empirical Studies
  • 2.5 Summary of Literature Review

Chapter Three:

Methodology

  • 3.1 Methodology
  • 3.2 Method of Data Collection
  • 3.2.1 Collection of the Primary Data
  • 3.2.1 Collection of the Secondary Data
  • 3.3 Analysis of the Existing System
  • 3.3.1 Advantages of the Existing System
  • 3.3.2 Disadvantages of the Existing System
  • 3.4 Analysis of the Proposed System
  • 3.4.1 Advantages of the Proposed System
  • 3.5 System and Program Flowchart
  • 3.5.1 Architecture Diagram of the Proposed System
  • 3.5.2 Flowchart Diagram of the Proposed System
  • 3.6 High Level Model of the Proposed System
  • 3.7 Database Design
  • 3.8 UML Diagram
  • 3.8.1 Use Case Diagram
  • 3.8.2 Activity Diagram

Chapter Four

Implementation and Result

  • 4.1 System Requirements
  • 4.1.1 Hardware Requirements
  • 4.1.2 Software Requirements
  • 4.2 Program Main Menu
  • 4.3 Choice and Justification of the Programming Language Used
  • 4.4 Maintenance

Chapter Five

Summary, Conclusion and Recommendation

  • 5.1 Summary
  • 5.2 Conclusion
  • 5.3 Recommendations
  • References
  • Appendix A
  • Appendix B

List of Figures

  • Fig 2.1 Conceptual Framework of the Proposed System
  • Fig 3.1 Architecture Diagram of the Proposed System
  • Fig 3.2 Flowchart Diagram of the Proposed System
  • Fig 3.3 High Level Diagram of the Proposed System
  • Fig 3.5 Use Case Diagram
  • Fig 4.1 Login page
  • Fig 4.4 Promotion Page

Chapter One

Introduction

1.0 Background of the Study

Promotion is the gradual upgrading of the civil servants in (Edward 2000). The upgrading of the civil servant is a motivational incentive for greater productivity; motivational needs are of total importance and significance because the success or failure of any organization is largely determined by the output of such organization. There have been cases of inefficiency in the public bureaucracy especially the civil service system.

According to Ayodele (2013).The resultant effect is that many of such civil service system find it difficult to meet up with the demands made on them by the citizenry. Multitude of them fails in their task of rural development. It has been suggested that the situation is not unconnected with poor promotion process of the employees. Therefore, it is vital that an effective computer designed system is installed in the local government as well as local government service commissions to facilitate quick promotion process. The local government service commission has been empowered by law to promote the senior civil servants working in the local government system.

This is to increase speed, efficiency, flexibility and accuracy of processing promotion records for effective promotion records for effective promotion to encourage efficiency and productivity in the civil service promotion system.
In addition,the civil servants plays a vital role in formulation, implementation, evaluation and review of government policies and programmes. Whether the chief executive of a government is an Emperor, King, President, Prime Minister, Duke, Governor or Mayor, that government cannot function without some form of civil service. A competent and motivated civil service is a prerequisite for maintenance of good governance, production and distribution of public goods and services, fiscal management and sustainability, efficient and effective performance of any government. It is incontestable fact that the concern for effective and efficient resources management in the public sector is universal and historical. This is more emphatic particularly in a developing economy like Nigeria where there are acute scarcity of human and natural resources and the ever increasing demands for public expenditure. In this context of public administration, the civil service is the administrative arm of government, an agent, an organ and machinery of government in the governance and developmental processes of any country in the world. Hence, the effectiveness of a government is to a large extent determined by the efficiency and competence of its civil service. The Nigerian civil service is a product of colonialism, established as an instrument for expediently implementing the administrative structure and activities of the British Colonialist from the late 19th century (Adamolekun, 1993). The hen implemented will eradicate the problem encountered in the existing system and digitalized the whole process.

1.1 Statement of the Problem

Organizing the promotion process has been a great problem to the civil Service Commission. The processes involved are often inaccurate due to incorrect information, information’s are collected haphazardly.

The compilation of senior staff nominal roll by the various civil service in Nigerian is often inaccurate due to lack of correct information.

The compilation of the staff seniority list is often distorted through corrupt practices. This is because there is no effective computer system to check it. Hence, promotion according to seniority is denied. The compilation of the senior staff nominal roll is done manually. This wastes time in the promotion process. The above-mentioned problems in the system have prompted the researcher to look for ways of curbing the collection of senior staff data manually.

1.2 Significance of the Study

The computerized design will help the civil service commission to be punctual and accurate in carrying out the promotion process. The computerized civil service promotion will be able to solve the following; reduce human error, assist for proper documentation and create better platform for interaction between staff and admin. Finally the research will be an addition to other research work already done on the topic.

1.3 Aim and Objectives of Study

The aims of this study is to improve the promotion process of civil servants who are normally stagnated in one grade level for many years. It will also help the malpractice encountered in the preparation of staff seniority list and nominal rolls.

Another aim is to ensure that there is accuracy and efficiency in the promotion purpose. The research will also ensure that the service commissions will always have a standby records of its entire staff installed in its computers for easy access and use for promotion with the following objectives:

  1. To eliminate instances, delay and frauds associated with manual determinant of worker’s promotion time, salaries and entitlements at different levels.
  2. To digitize the promotion scheme and aids effectiveness, accuracy and user friendly system with zero training.
  3. To extirpate the high level of corruption and standardized the promoting scheme in all civil servant parastatals.

1.4 Scope of Study

Electronic civil service promotion is developed for the staff and administrators of the Nigerian civil service for update of records and promotion exercises which means the project will have a central database to keep records of staff of Nigerian civil service other logistics, I had to limit myself to the Civil Service. In the promotion process of the following criteria:

  1. Serial seniority number of staff
  2. Name of staff
  3. Date of 1st appointment
  4. Date of previous promotion
  5. Date of present promotion
  6. Present grade level

1.5 Limitations of the Study

The research work is limited to carrying out only promotion processes, storing workers details and manage information system in an organization. However, this system will not have robotic feature for recognizing workers, punishing workers that has exhibited corruption acts when operating with the manual system of promoting staffs when implemented.

1.6 Definition of Terms

Nominal Roll:

This is a document that contains the names of staff working in the local government areas of the state.

Seniority List:

This is a list that contains the seniority level of all the staff, this include the senior and junior staff.

Performance Evaluation Form:

This is a form that is submitted to the promotion committee by heads of department on the performance at each staff on jobs assigned to him/her.

Accelerated Promotion:

This promotion is given when a staff performs excellently in his or her job He/she is promoted above his colleagues in the same grade level.

Annual Promotion:

This type of promotion takes place every year in the service.

Computer System:

A device or system that is capable of carrying out a sequence of operations in a distinctly and explicitly defined manner. The operation is frequently numerical computation or date. Manipulations but also include inputs/outputs. The operations within the sequence may depend on particular date values.

Chapter Five

Summary, Conclusion and Recommendation

5.1 Summary

Organizing the promotion process has been a great problem to the civil Service Commission. The processes involved are often inaccurate due to incorrect information, information’s are collected haphazardly.

The compilation of senior staff nominal roll by the various civil services in Nigerian is often inaccurate due to lack of correct information. The compilation of the staff seniority list is often distorted through corrupt practices. This is because there is no effective computer system to check it. Hence, promotion according to seniority is denied. The compilation of the senior staff nominal roll is done manually. This wastes time in the promotion process. The researcher has gathered necessary data and the system has been implemented to ease the stress and problems encountered in the existing system. In this case, the Agile SDLC model is used as its target at initial implementation which then progressively gains more complexity and a broader features set until the final system implementation.

This model makes provision for collaboration and cooperative approach between the system and its users which make it to be very simple to implement. The system was developed in php and Mysql to achieve logic driven and operational web based system.

5.2 Conclusion

A productive workplace is a blend of teamwork and leadership. But what happens to the team when the leadership changes as a result of a promotion? When one individual succeeds and others are passed by, business productivity can take a nosedive and office politics can destroy employee loyalty and morale. A succession policy, smart management methods and effective communication can minimize the rejected employee’s discomfort and avert the in-office negativity that can ruin a workplace. For employees who are passed over for a promotion, the experience can be ego-crushing and embarrassing. Without an effective promotions process, the emotions and actions of a rejected employee can escalate, threatening client relationships, production, employee retention and even the company’s bottom line. But experts say bad experiences related to the promotions process are usually a result of one thing: bad management. For those managers who plan before the promotion, what is often an uncomfortable experience can be one of open dialogue, understanding and mutual respect. To implement justice in every work place this system is hereby recommend for all governmental agencies, businesses and private sectors.

5.3 Recommendations

Promoting employees is a great way to develop your current team by giving top performers more responsibilities and, therefore, increased motivation and morale. However, there is need for reinforcement of the high level of knowledge, availability and accessibility of these services and their utilization in workplace. In the view of the above study, the following recommendations and suggestion were made for further research work:

  1. Recognizes and promotes employee performance, ambition, and morale
  2. Boosts motivation and increases employee loyalty
  3. Encourages retention
  4. Develops competitive spirit in the workplace
  5. Grooms future leaders
  6. Reduces employee resistance and discontent

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