Design And Implementation Of A Computerized Personnel Management System
Company personnel are the backbone of any company therefore their management plays a major role in deciding the success of an organization. A flexible and easy to use personnel management software solution for small and medium sized companies provides modules for personnel management thereby organization and companies are able to manage the crucial organization asset – people. The goal of this project is to design and develop a personnel management system to fill existing gaps in the manual management of employees. The developed system makes it easy for the managers to keep track of all records. It allows for the editing of employees, adding new employees, transferring, promoting, and termination of employees.
The combination of these modules into one application assures the perfect platform for re-engineering and aligning Human Resource processes along with the organizational goals. This system brings about an easy way of maintaining the details of employees working in any organization. It is simple to understand and can be used by anyone who is not even familiar with simple employees’ system. Using the powerful Object-Oriented nature of PHP programming language, the system is user friendly and just asks the user to follow step by step operations by giving easy to follow options. It is fast and can automate many operations for a company with a reliable database management system, MySQL.
1.1 Background of the Study
The public and private organizations generate staff records. Staff records play an imperative role in providing the information needed by organizations to manage and pay their staff members, plan their workforce requirements and monitor staff performance. Ultimately, any organization’s development and sustainability will depend on sound and effective human resource management, and the approaches it chooses to follow will be derived in part from an analysis of the information contained in staff records. The goal of staff records management is to ensure that a complete and comprehensive employment history of each employee is readily available for as long as it is needed, and that the information contained in staff records supports the management, deployment, payment and development of staff. Other key objectives of staff records management are to support transparency and organizational accountability and to enable accurate audits by creating and protecting human resource records as reliable evidence (Griffin and Hoyle, 2009).
According to Cain et al (2007) organizations need to keep staff information for long periods. For example, retention periods of 70 years or longer for staff files are common in many countries. Thus, staff databases need to store data about individuals for decades – far longer periods that is typical for most database applications. The development of personnel management dates back to the period of World War I around the year 1915 and more recently to the human relations movement of 1935 – 1950.
In one of the studies of Elton mayor, he discovered that psychological factors as well as social factors influence individuals at work rather than physical factors. Specific reasons for the development of personnel management include: –
- As a result of increasing influence of trade unions, traditionally personnel administration took on the role of pacifying the trade unions, so that management could be free run the companies without interference from employees.
- The formulation of minimum wages low costs and individual legislations increased the need for a team of personnel specialties.
- As the union became more sophisticated and powerful the need for highly skilled individual relations should increase.
- The increasing size of business, government and other institutions brought new dimension into the profession of personnel management.
Traditionally, it was practiced in homes where the father is the head of the family. It was he who planned what the family should do, the type of farming, size and where to sell the harvested products. His wives and children helped in the process, no external recruitment was involved, so the more wives and children a man had, the more likely it was that the family be well-of. The recent practices of personnel management in Nigeria is tied up with history and development of the public services, private companies and civil services.
1.2 Statement of the Problem
With large number of works opportunities, the human workforce is increasing, thus, there is a need of a system which can handle the data of such a large number of personnel. Manual handling of personnel information poses a number of challenges. This is evident in procedures such as leave management where an employee is required to fill in a form which may take several weeks or months to be approved. The use of paper work in handling some of these processes could lead to human error, papers may end up in the wrong hands and not forgetting the fact that this is time consuming. A number of current systems lack employee self-service meaning employees are not able to access and manage their personal information directly without having to go through their HR departments or their managers.
Another challenge is that multi-national companies will have all the personnel information stored at the headquarters of the company making it difficult to access the personnel information from remote places when needed at short notice. The project is aimed at setting up an personnel information system about the status of the employee, the educational background and the work experience in order to help monitor the performance and achievements of the employee through a password protected system.
1.3 Aim and Objectives of the Study
The aim of this project is to design and implement a personnel management system for Nigeria Petroleum Corporation Lagos. To achieve the stated objective, the following specific objectives were laid out:
- Design of a web-based personnel management system to fulfill requirements such as project management; leave management, report generation to assist in performance appraisal and employee trainings.
- Develop a well secure database management system for the storage of personnel data
- The system should yield timely and quality information to managers for decision making
1.4 Significance of the Study
This work could be useful for personnel managers or officers in an organization as well as those involved in research work on personnel management. This research work would let us know that the success of an organization largely depends on the assessment and appraisal of individuals and company employee’s potential, performance and how well the organization can strive to equip all its workers.
Also, this research work will be of immense assistance to the organizational environment because personnel will be able to find the best solution to the various personnel problems as the computerized personnel management information system software will play a very big role in removing the stress in record keeping.
There are many other advantages, and some of them are listed below.
- It saves a lot of time in processing personnel information.
- Database access is fast, reliable and secure in term of authorized access using data encryption and decryption.
- Transactions are secured (login page).
- It helps in reducing the costs of labour, fixtures and stationery (Paper, files, pens, marker and so on.
1.5 Scope of the Study
The scope of this project will be limited to the following:
Employees will have access to their personal profiles and will be able to edit their details.
Electronic Leave Application:
Complete elimination of paperwork in leave management by enabling an employee apply for leave as well as check their leave status through the system. This will also enable the HR manager to accept/reject leave application through the system
Assign tasks and projects to employees, assign a project team and keep track of the progress.
The HR manager will be able to generate timely reports in order to monitor employees and this can be used for performance appraisals. The reports will have all the information of an employee from educational background, trainings attended, projects done as well as technical skills.
The admin will add an employee and a default password and employee id will be generated and sent to the new employees’ email. The HR manager will then have the ability to add an employee’s information to the database.
1.7 Limitations of the Study
The major drawback experienced during this project research is during the actual software development. PHP source code required for the algorithm was not easy to obtain, hence the developed system does not include advanced features except those in the scope. Due to time constraint, finance and confidentiality of information, program developed covers all aspect of employment, assessment and retirement. Whatever is left out is as a result of the stated limitations.
1.8 Definition of Terms
It is a department in an organization that deals with employee’s records, hiring or retirement.
It is the co-ordination of all the resources of an organization through the process of planning, organization, directing and controlling.
A method or set of procedures even personnel working together as a whole to achieve a goal.
A meaning full material derived from computer data by organizing it and interpreting it in a specified way.
A set of interrelated components that collect (or retrieve), process, store and distribute information to support decision making and control in an organization.
Summary, Conclusion and Recommendations.
In this project work, I present how personnel roles and functions are administered in an organization. However, I also identified various difficulties confronting an organization in realizing its target, aims or objectives as well as making suggestions and recommendations to the management in order to improve it system generally.
Once again, I have examined the concept of personnel management and I feel that it would be of useful purpose to the readers, students of management, managers of companies as well as administrative practitioners. Hence, personnel management information software was development to assist managers keep track of employee’s record.
The role of personnel management has become an integral part of an establishment set up in Nigerian society. The results of this study coupled with the relative observation in similar organizations in this country have shown an indication that personnel management, as oxygen is to human lungs, is a function that cannot be under-estimated and over rolled in any organization where efficiency of operation is a matter of consideration. The workforce or manpower resource of an organization is the most valuable asset and as such, this aspect of managerial role requires urgent and special attention.
By implementing the computerized staff management system will help the organizations to plan their human resources both quantitatively and qualitatively. Being an information system of human resources, it can store voluminous data about the staffs; and assists not only in identifying the occupied and unoccupied position, but also whether the person is fit for the job or not. Other conclusions that can be drawn from the implementation of the staff information system include a healthier human resources decisions, enhanced supervision and control of man power. Also, the system being an automated one aids in reducing various costs such as labour and recruitment cost; and exert outstanding strategic activities such as training and development, succession planning, tracking of applicant recruitment and selection, manpower planning, staff information, attendance tracking, salary planning, absenteeism analysis and work scheduling. At this juncture, it can be accomplished that staff information system is an excellent tool for human resources management as it facilitates in generating primary reports, and important information could be stored and updated automatically.
The Staff Management System (SMS) is recommended for use in Nigeria National Petroleum Corporation as they can be assured of reliability and security of staff information. Also, the developed system can be packaged and improved upon to become a generic one that can be deployed for commercial use. To achieve this there will be need to carry out activities such as data test, user acceptance testing, system review and deployment. Albeit, there are some areas that needs further improvement for future researchers. Some of these areas are; since there are always changes and growth in requirements and these would automatically affect every software project, so there is need to timely updates them, updating of assets and liabilities, certifications, organizational and staffing pattern. The documentation processes in this study are also good source of information for further database system development and data analysis for academic work.
Other recommendations to be taken into consideration include:
Firstly, if people consider the various problems of personnel management the wastages of organization human and material resources should be kept to a practical minimum level. This is because we cannot do without personnel management in any organization. Hence the need for the implementation of this personnel management information software developed in this project work.
Secondly, it is clear that there are many people who have inborn capabilities for management. This is a natural trait, which could be better off if the government can improve the appropriate training and techniques for proper utilization of these traits to accomplish the original objectives.
Thirdly, the personnel department should be competent to advice on the best and most modern techniques, technologies and practices to provide a professional support and monitoring services in the area of this study.
Lastly, Workers should be given their rights and there should be the establishment of mutual co-operation between the employer and the employees with view of eradicating conflicts problems of fatigue, lay-off and improving the industrial harmony within the organization.
Furthermore, the individual needs which become paramount for his joining the organization, should always be given priority attention. This will not only motivate him and increase his productivity but will also give him brighter chances of better career prospects in the enterprise and at the same time, self-actualize himself.
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