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Full Project – Design and implementation of a web-based personnel management system

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CHAPTER ONE

INTRODUCTION

1.1 Background to the Study

In any organization, there is existence of a system that manages its staff information effectively. This brings the need to develop a database that stores and retrieve relevant information of a staff. In the development of the management system, the storing of data of the organizational staffs is prioritized. The database management, which controls the creation and maintenance of records together with the leave and attendance management, provides efficient and flexible way to manage the organization’s personnel information. The combination of these modules into one application assures the perfect platform for aligning Human resources processes in the organization. The personnel office in any organization contributes to the organizational mission of Public service by facilitating informed decision making regarding employee benefits by providing accurate, timely, accessible information. Of the many benefits available to the employees, leave is one of the most valuable (Tofi, 2019).

The study focused on the design and implementation of a web-based personnel information management using the administrative department of the Nigerian Police Force. Moscow Road, Port Harcourt. Personnel management is the management of the employee working in an organization. it is frequently known as human resources management, industrial relations, employee relations, manpower management and personnel administration. It represents a major subcategory of general management, focusing exclusively on the management of human resources, as distinguished from financial or material resources. According to (Hendrickson, 2017). Personnel Information Management is an integrated systems used to gather, store and analyze information regarding an organization’s human resource. It is an online System that lets you keep track of all your employees and information about them.

Personnel management System is a computer based system for the maintenance of the service registers of individuals in an organization. It consist of important personal information about employees in an organization. The PMS application is designed to analyze and manage the staffs of Nigerian Police Force (NPF) activities and the application is open to admin, human resources. managers and regular personnel with fingerprint user authentication. The force is in charge of training and retraining in the security sector. (Whatishumanresource.com, 2017).

It is useful to distinguish between transactional (Human Resources processes such as records, recruitment and e-learning) application and relational systems (communication, knowledge management and enhancing the employer brand). Systems may be completely integrated with payroll, or more commonly they maintain a direct link. Some systems are entirely standalone. There may be one comprehensive software package to cover all applications, or specialized software for such functions as attendance management or job evaluation may be used. This provides the information required to manage HR processes. These may be core employee database and payroll systems but can be extended to include such systems as recruitment, e-learning, performance management and reward. The system may be web-based, enabling access to be remote or online and at any time.

An intranet is an electronic network that enables information to be communicated across organizations. It posts static data such as information on HR policies and communications about personnel facilities such as learning opportunities and flexible benefits. It can include links that enable managers and other personnel to interface directly with HR applications and make changes or enquiries.

With the universal availability of personal computers (PCs) and the development of distributed data processing in local area networks (LANS) and the wide area networks (WANS), it is possible for data for use by line managers to be downloaded from the centre (a mainframe, minicomputer or UNIX system). Managers can also maintain their own data and manipulate the figures by the use of spreadsheets, for example, considering alternative ways of distributing their budget for a payroll increase among their staff. All this will, of course, be subjected to intensive security so that information goes only to authorized people and some data may be on a ‘read only’ basis. The strategy for extending the system to line managers will clearly be entirely dependent on the organization’s policies for devolving personnel decisions to them. But if this is the policy, its implementation will be much more likely to take place if the information required by line managers is made available.

The design decisions that have to be made when developing an e-PMS system are concerned with the type and proportion of services to be delivered, the best means of delivery and the use of the system shared by Personnel service centres. The challenges, as described by Kettley and Reilly (2017).

According to Unarnka and Ewurum (2015), “Personnel Management also called human resource management is the management of people at work. That also refers to the functions and operations of a single department of the corporation which has the responsibility and authority to select and train personnel”. This department in order to carry out the complex challenges of managing human resources is subdivided into divisions to enhance efficiency. The divisions are as follows:

Establishment:- Under which we have Open and Secret Registry, nominal roll, salary variations, leaves and disengagement sections.
Welfare:- Here we have Pensions, Gratuity, Stores, and Loans Sections
Tracings’:- Here we have Manpower Development and Structure sections.
APD: – Here we have Appointments, Promotions, and Discipline sections.
Transport: – Here we have vehicle Maintenance, Communications and Supply sections.

1.2 Statement of the Problem

For the past four decades, manual personnel data management system has been used. This method has its problems and it has been proved very ineffective and inefficient, and some of the problems identified such as manual method of preparing, gathering and processing data as a personnel management function entails considerable manual efforts. Thus, manual method is cumbersome, tiresome, boring, frustrating and time consuming, manual method has many discrepancies, and manual method encourages frauds and corruption. Other challenges include:

Figures are easily falsified
Avoidable human errors, like misplacement of files.
Incomplete service records of staff
Staff time wasting to tracking down missing documents,
Waste of paper materials

Given these above scenarios, this study seeks to design and implement a web based Personnel Management System (PMS) in Nigeria Police Force (NPF).

1.3 Aim and Objectives of the Study

The aim of this study is to design and implement a web-based personnel information system for Nigerian Police Force in Port Harcourt. The specific objectives are to:

Design a system that provides open and flexible personnel information management system.
Design a system that can improve paperless Personnel Management capabilities
Create a database for better communication, horizontal integration and streamlined processes.
Implement a system using PHP, MySQL and XAMPP Control panel that easily manage databases of various sections covering key aspects.

1.4 Significance of the Study

This study will be beneficial to the Nigerian Police Force (NPF) to improve service delivery, improve data management, and ease in retrieval of information. It will be significant to personnel management department of NPF to improve security of their system; it is a planned approach towards working in the NPF. The data will be stored efficiently with optimal disk space consumption in data stores, which will help in retrieval of information as well as its storage under resource constraints. It will be beneficial to student who would want to use this study as literature and to researchers or authors who want to expand on the scope of the study.

1.5 Scope of the Study

The scope of this study covers the design and implementation of a web-based personnel management system for the administrative department of Nigeria Police Force, Port Harcourt.

1.6 Limitation of the Study

Lack of immediate retrievals: In the conventional system, information is distributed across several files. This might also lead to data redundancy with repetition of the same information in various files and in the event of a complex query or nested query, process of searching for information becomes cumbersome.

Maintenance of Accuracy and Reliability issues: With redundancy comes consistency issues as the update of information in a single record should be echoed in all records containing the same information. Also atomicity issues i.e., completion of a transaction in totality or nothing at all; has to be maintained. This is difficult in a multi-file system.

Lack of immediate information storage: The information generated by various transactions takes time and efforts to be stored at the appropriate places in various files. Time overhead occurs in the case of this search and access. Also resource utilization is an issue.

Lack of prompt update: Updates associated with a record in a file is to be reflected in all records wherein the particular record is present. This concurrent update poses the problem of time lag. Errors in commit operation to some particular files cause the grave issue of data inconsistency.

Error prone manual calculation: Manual calculations are error prone and relatively immensely time consuming, in spite of which they may result in generation of incorrect information. Verification is another overhead, which can be saved through efficient design and implementation

1.7 Definition of Terms

Personnel Management: it involves the administrative tasks that address the hiring and compensation of a company’s employees.

Web Based: It is an external application that is accessed via a web browser over the Internet.

System: it refers as a set of things working together as parts of a mechanism or an interconnecting network; a complex whole

SQL: Structured Query Language (SQL) is a relational database language used to define, manipulate, search, and retrieve data in database

Design: It is a plan or drawing produced to show the look and function or workings of a building, a system object before it is made

Implementation: it is the process of putting a decision or plan into effect; execution

Information: This is a processed data/facts obtained by assembling them into meaningful form.

Human Resources: refers to the department of a business or organization that deals with the hiring, administration, and training of staff.

Management: it is the act or art of managing : the conducting or supervising of something (such as a business) Business improved under the management of new owners.

Database: A collection of operational data of organization stored in related tables.

Data Set: This is a collection of data determined by a Ttable or Tquery component. A dataset defined by Ttable includes every row in a table and dataset defined by a Tquery contains a selection of rows and columns from the tables that meet the condition specified in the query.

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