Design And Implementation Of A Computerised Office Management System

Project and Seminar Material for Computer Science and Computer Engineering

Abstract

The research work “design and implementation of office management system” includes registration of staff, storing their details into the system, and also computerized billing in the office. Our system has the facility to give unique id for every staff and store the details of every staff automatically. This work was done as a result to solve the problems usually encountered in the office. The Office Management System was achieved using two programming environment: PHP and MySQL, with PHP as front-end and MySQL as the backend database. The system can be entered using a username and password. It is accessible either by an administrator or an authorized staff. The interface is very user-friendly, protected for personal use and the data processing is very fast.

Chapter One

Introduction

1.1 Background of the Study

An Office was described as a place where all the official or paper work are done or performed. But in this era of information technology, office is no longer referred to a place but it as set of function for doing office work or activity (Nwoke: 2013). An office helps us to perform different task such as collecting the data, recording them, analyzing them, presenting them in an organized and scientific way, etc.All the functions of management like planning, organizing, directing, or controlling are controlled by office which also involves paper work. Office is the brain of an organization.

Without a proper management, an organization will lack the ability to function properly (Peculiar: 2015). So, an organization needs someone to manage the organizational activities.

Management is a common process in all organized activities. Whenever there is certain number of people working together for a common goal, some kind of management becomes essential. The direct effort of a personnel toward the achievement of goals of organization is management.

Office management is known as a profession which includes the design, implementation, evaluation, and maintenance of the process of work within an office or organization, in order to maintain and improve efficiency and productivity. This is concerned with the following elements:

Personnel:

It is a person who is responsible to manage the organization or office. There should be sufficient number of trained personnel. The offices personnel must be selected properly, placed, trained, promote and controlled for the purpose of accomplishing desired goals.

Means:

Are the tools with the help of which official activities are done or performed. This includes the materials, machines, and equipment required by the office personnel or for office work. If the office is not provided with the appropriate means, it is very difficult to manage the organization properly.

Environment:

Environment plays an important role for managing the office and for efficient and effective office work. It means the surrounding where employees work. It includes the factor like layout, interior decoration, lighting, ventilation, cleanliness etc.

Purpose:

An office has to set up definite purpose. The purpose of the office provides direction and guidelines to other activities. If the purpose of the office is cleared then efforts and activities can be directed in its achievement.

1.2. Statement of Problem

Manual office systems always put pressure on people to be correct in all aspect of their work especially the Admin. With manual systems the level of service is dependent on individuals and this puts a requirement on management to run training continuously for staff to keep them motivated and to ensure they are following the correct procedures. It can be all too easy to accidentally switch details and end up with inconsistency in data entry or in hand written orders. This has the effect of not just causing problems with customer service but also making information inavailablefor reporting or finding trends with data discovery. Reporting and checking that data is also a problem and can be time consuming and expensive.

Other problems caused by the manual Office system are:

Inconsistency in data entry, room for errors,
Large ongoing staff training cost.
System is dependent on good individuals.
Reduction in sharing information and customer services.
Time consuming and costly to produce reports.
Lack of security of data.
Duplication of data entry.

1.3. Objective of Study

The objectives of this study is to design a computerized Office system that will take care of the staff payroll, Account informations and receipt printing for all clients in an organization,

To design a computerized system for calculating basic salary and allowance of staff.
To design a computerized payment platform.
To design a system that accurately stores employee data and retrieves payment history when needed.
To design a computerized system that take care of the daily sales of the company
System that compute company’s revenue, admin expenses, tax, market expenses, financial expenses.
Print a comprehensive account statement daily as well from a time duration.
Print receipts to customer on demand.

1.4. Significance of the Study

The study will aid in reducing errors, fraud, increase speed and also aid growth in organizations if successfully implemented. Manual ways of carrying out accounting, payroll and receipt systems in organizations will be totally eliminated with this computerized system in place. The study will also serve as a guide to other student researchers who may want to conduct further research on the subject matter. Findings and recommendations from this system will aid in developing newer versions to serve optimally.

1.5. Scope / Limitation of the Study

The scope of this study is centered on the design and implementation of an electronic office system that will takes care of staff payroll system, Account informationsystem, day to day expenses in an organization and Receipts system.

Limitation

Financial constraint

Insufficient fund tends to obstruct the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet, questionnaire and interview).

Time constraint

The researcher will at the same time engage in this study with other academic work. This consequently will cut down on the time devoted for the research work.

1.6. Definition of Terms

A payroll:

Is a company’s list or records of its employees, which is often used to refer to the total amount of money that a company pays to its employees.

A payroll system:

Is software which organizes and arranges all the tasks of employee payment and the filing of employee taxes.

Payslips:

A note given to an employee when they have been paid, detailing the amount of pay given and the tax and insurance deducted.

Employer:

A person or organization that employs people.

Employee:

A person employed for wages or salary, especially at nonexecutive level.

W-4 tax form:

Is a form completed by an employee to indicate his or her tax situation (exemptions, status, etc.) to the employer. The W-4 form tells the employer the correct amount of tax to withhold from an employee’s paycheck.

Internal Revenue Service (IRS):

A United States government agency that is responsible for the collection and enforcement of taxes.

Social Security Administration (SSA):

Is an independent agency of the United States federal government that administers Social Security, a social insurance program consisting of retirement, disability, and survivors’ benefits.

Chapter Five

Summary, Conclusion and Recommendation

5.0 Introduction

This chapter focuses on summary, conclusion and recommendations.

Here, the entire summary of the research from the problem stage to the implementation stage, the relevant conclusion and recommendations are discussed.

5.1 Constraints of the Study

The problems encountered during the course of carrying out this research project include:

1. Time:

Time for the research project was too short coupled with researcher’s academic time table.

2. Fund:

There was limited fund to take care of the research properly in terms of transportation and other expenses especially when visiting attraction sites.

3. Research Materials:

Lack of access to research materials on the topic in the school library and even public libraries were also major constraint in the cause of this project.

4. Payroll System:

Access to existing payroll system pose a great challenge as industries and other business around were a bit discrete with their manual payroll system.

5. Account System:

Access to existing account system pose great challenges as companies where insure about letting it out to academic student.

5.2 Summary

Implementation of an online and offline office system has been created.

The existing method of checking for staff payment slips and verifying from higher authority before signing staf payment draft has been eliminated by the system, account details as regards to admin expenses, market expenses, revenue and tax are all captured. Where user details are all stored in the system and staff payment also attached to each staff differently for the payroll and for the receits customers will be issued receipts on demand. The new system would be very easy to use because of its accuracy and reliability. Information about staff and his payment for a particular period of time can be promptly assessed easily and and all financial information incurred for a period can be calculated and printed using standard accounting format. .

5.3 Conclusion

An Office management system is a system that is computerized to provide optimal result where implemented. The incorporation of a 21st account format makes it more outstanding as compare to outdated account system. The system model a payroll system where each staff detail is maintain and manage by the administrator of the system. Receipts processing is process with ease as against the manual formats.

5.4 Recommendations

Having designed, tested and implemented the new system, the following must be put in place to fully achieve the objective of which the software is designed.

i. Maintenance:

The system needs to be maintained. This implies that any fault detected should be reported to the programmer for correction at any point in time.

ii. Internet Connection:

The system needs to be connected to the internet before the user can access the features of the software online else it can be deployed offline using a remote server(local server: WAMP, XAMP, MANP e.t.c).