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Design And Development Of Personnel Information System
[A CASE STUDY OF NATIONAL POPULATION COMMISSION]
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The commission in other to carry out its functions effectively has eight departments and each department is headed by a director. The departments are
• ADMIN AND SUPPLY
• CARTOGRAPHY
• CENSUS
• FINANCE AND ACCOUNTS
• INFORMATION TECHNOLOGY
• PLANNING AND RESEARCH
• PUBLIC AFFAIRS
• VITAL REGISTRATION
The commission has its headquarters in Abuja and offices in all states capitals of the federation including the federal capital territory. It also has offices in the 774 local government areas of the country. Presently, the total staff strength of the commission is about five thousand. The personnel information gathering, processing and management of all the staff of the commission is carried out by the Admin and Supply department.
According to Unarnka and Ewurum (1995; 135), "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
• TRAINGS:- 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.
• LEGAL.
1.3 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 to be very ineffective and inefficient, and some of the problems identified are:
• 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 a lot of discrepancies.
• Manual method encourages frauds and corruption. Figures are easily falsified and changed with perhaps some exchange of money.
• Manual method inflicts severe hardship on the staff due to avoidable human errors, like misplacement of files. When there are errors, then the reliability, accuracy, neatness, tidiness, and validity of the data would be in doubt.
• Since it is the function of the Admin Department to raise variation advice for the use of the finance and account department (pay roll), manual method requires staff that have some numerical background to do the job reliably. This group of people are grossly inadequate, hence, we have a set of staff that were employed at the same time, place on the same grade level and step, and posted out to different states, but they earn different salaries years after due to variation preparation.
• Manual method results in incomplete service records of staff which undermines the personnel management function that depends upon the information gathered from the earliest stages of employee's career. For instance, additional qualifications obtained after the initial one presented on employment may not be used to place an employee adequately due to lack of updating data or information. Further, management needs adequate information to resolve disciplinary cases fairly, otherwise there may be costly delay in obtaining decision for there is a dictum which says, " justices delayed is justices denied or unfair decisions may be made in order not to deny justices. Besides, a great deal of staff time may be wasted tracking down missing documents.
• Manual method of handling personnel information involves waste of paper materials.
• The size of the paper records with attendant management problem has significant logistic implications to the commission.
• Manual method encourages waste of man-hour and resources because staff employed to carry files from one point to another do some time use the time to do something else instead of doing the job they were employed for. To see that this job is done more staff are employed than ordinary should be.
• Manual method does not allow for the processing of large volume of data on a regular and timely basis.
Given these above scenarios, this study seeks to evaluate the various contributions of Personnel Information System (PIS) toward the improvement of inadequacies accompanying the manual method of handling personnel information issues in National Population Commission (NPopC).
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ABSRACT - [ Total Page(s): 1 ]ABSTRACTThis work intends to provide a computer based system for the maintenance of personnel records of employees in organization. The work addresses limitations identified with manual method of handling personnel records of employees in a firm by providing a better platform to eliminate fraud, corruption, file hiding and misplacement, records falsification, duplication, fragmentation, inconsistencies and other vices attendant with manual method of handling personnel records. The Personnel Info ... Continue reading---
