DESIGN AND IMPLEMENTATION OF COMPUTERIZED STAFF RECORD MANAGEMENT SYSTEM

CHAPTER ONE
INTRODUTION
Right from the outset, man is prone to keeping records, without record keeping; there couldn’t be effective management in administration. Due to the fact that man is forgetful, it is not easy to have everything kept the brain Faster, retrieving those lay down information as fast as possible, arranging them and doing arithmetic operations, perfectly without much error. One of the major issues that yet to overcome by developing countries today is ability to replaced manual personnel information management system to comprised one. Personnel management is the process of getting activities completed efficiently and effectively with and through other people. Personnel management is a part of management concerned with people at work and their relations within a firm. Management focuses on the entire organization from both a short and a long-term perspective (Gopalakr and Ramamoorthy, 2003). The bone of contention is how could these records be easily accessed, due to the demand in the word thus relating it build a computer (A computer is an electronic device that manipulates information’s or data. It has the ability to store, retrieve and process data. Oxford dictionary) the reason for the invention of computer is to alleviate human complex nature of problem by applying computer in solving those problems (OPARAH C.C 2003). Hence the researchers work looks at the application of computers to one of these problems, which is record keeping with reference to staff record in Gombe State Polytechnic Bajoga.
1.1 BACKGROUND OF THE STUDY
The establishment of Gombe State Polytechnic was a decision of the State Government. The decision is in line with the recommendation of the High-Powered committee on Education set up at the inception of the past administration on 27th September 2021. The mission of the institution is to give technical and vocational education to the teaming youth as a means of providing middle-level man power as well as training and retaining of the state’s public officers and to serve as the only polytechnic in the state.
1.2 STATEMENT OF PROBLEM
In Gombe State polytechnic Bajoga, staff records are kept manually, several problems has been encountered which include:
i. Delay in the processing of staff record.
ii. managing casual and annual leave of the employee`s.
iii. keeping track of an employee’s promotion and retirement.
iv. Registering a new staff base on employment level.
v. Inability to remove outdated records. This project is aim at bringing solution to these problems listed above by computerizing the staff record. This automatically changes from record keeping from manual to electronic method of data processing.
1.3 JUSTIFICATION OF THE STUDY
The aim of this project are channeled towards improving method of keeping staff record in the Gombe State polytechnic Bajoga. This goal can be realized through the following steps;
i. Analyzing the manual method of staff record and the disadvantages.
ii. Defining the data processing, comparing it with manual data processing, bringing out the advantages.
iii. Finding out the best method of keeping staff record.



1.4 AIM AND OBJECTIVES OF THE STUDY
The aim of this project is to develop a computerized system that will store the staff records of Gombe State Polytechnic Bajoga for easy retrieval. The project contained the following objectives:
i. Analyzing the manual method of staff record
ii. To develop a computerized staff record management system
iii. To eradicate the use of papers and ordinary files in record management system.
iv. To develop an accurate and efficient system
1.5 SCOPE OF THE STUDY
There is a convincing hope that this project will solve most of the problems encountered by this institution in its staff record. Among the numerous important area. Accuracy and speedy processing of information. Quick access to individual record. Improved file organization and management. This project will necessitate the modification and the refinement of the already existing techniques it will also serve as reference work for further resource. It will also be able to document all the staff by filling in all the forms and allocating PSN automatically. It will also fill all other necessary documental forms that will be useful in the process of managing the system. Also it will be able to collect all methods of applying, processing and approving leave (casual, maternity and annual). It should also be able to collect all conditions for promotion from one level to another and as well keep track of upgrade and all other issues associated to promotion (casual staff, contract staff, sabbatical staff, junior staff and senior teaching and non-teaching staff).


1.6 LIMITATION OF THE STUDY
The project is limited to keeping record of staff in an organization without the management of their salaries in payroll. It did not focus on the time taken in service by the staff in an organization to introduce retirement management.
1.7 RESOURCES AND TECHNOLOGIES USED
This is where the list of resources (hardware and software) and the technologies used during the implementation of the system.
1.7.1 HARDWARE
Our Personal Computer (Laptop/desktops) is the hardware component used in developing this system using Windows Operating System.
1.7.2 SOFTWARE
Visual Studio Code (VS Code) and XAMP is used in performing all the functions performed in this system.
1.7.3 TECHNOLOGIES/LANGUAGES
HTML, CSS are the languages used in developing the front-end of the system, MySQL is the database used to store all the records for easy retrieval, whereas PHP is the language used to allow interaction between the server and the system while the validity of the system is achieved using JavaScript and AJAX.
1.8 DEFINITION OF TERMS
Computer: This is an electronic device that is capable of accepting data, process data and produces the result known as information. Ordinary, the computer accepts data as input process and it produces output(dictionary)
BUFFER
This is a temporary or intermediate storage unit used to hold data being transmitted between internal and external storage unit between output device and memory storage (oxford dictionary)
ACCESS TIME
The time taken to retrieve data from a magnetic storage system
ALGORITHM
A set of instruction which processes information in a reasonable uniform way to achieve a set of goals often used in the specific content of mathematical problem solving(English dictionary)
BOOT
This is the process of starting up a computer system. There are tow types of booting namely
1. Warm booting and secondly cold booting
Warm booting: This is when a computer that is already on is restarted or reset, using the reset button or the combination of three keys CTRL
BENCHMARK
A standardized set or routine, is used to compare the performance of different computer program etc
BUG: A fault in program
DEBUG
To locate and remove the cause of problem in the executive of problem
FLOW CHART
A graphical representation of the sequence of computer operation in a program permitting the flow of processing to follow by the user
DOWN TIME
Any period when a computer system is out of action due to malfunction or maintenance
OPERATING SYSTEM
An intermediate program which resides between the application program and central processing unit itself, and which co-ordinate various aspects of machine’s operation.
DIGITAL LOGIC
The electronic circuit in a computer in which logic gates and logic circuit are used to handle binary information by extension; the term also applies to the digital principles underlying this process

CAD (computer aided design)
An advance computer application which allow the drawing design and testing of ideals on screen (student dictionary)
DEFAULT DRIVE
The disk drives, which a computer has been programmed of select it no specification has been given
INTERFACE
This is a means by which a piece of equipment communicates with other equipment. In micro computer interface one usually either of the parallel or serial type (Oxford advanced dictionary)
PIXEL
The smallest area which can be displayed on a computer screen be a particular computer, one of the dots which make up the display (English dictionary)
PROTOCOL
A set of convention on the format of input and output communication between two pieces of equipment. (Wikipedia)
SPOOLING
Simultaneous peripheral operation inline, the practice of transferring information to an axillary’s storage. (Oxford dictionary 1980)
1.9 CHAPTERIZATION
This project work aim at bringing into play the benefit of computerized staff record management system in Gombe State Polytechnic Bajoga. This work is made up of five chapter, chapter one contains the introduction of the project topic, statement of the problems, objective of the study. Chapter two contains literature review. Chapter three contains methodology, the system investigation analysis and design of input form. Chapter four contain implementation while chapter five contains summary, conclusion and recommendation
 
CHAPTER TWO
LITERATURE REVIEW
2.1 INTRODUCTION
This project work is not a formation of its own but rather a continuation of other people’s work. In other words to achieve this objective a lost reference or research work have been thoroughly reviewed
2.2 DATA BASE AND DATA BASE MANAGEMENT SYSTEM
Base on this review, ROLAR, J.B MARY in their own contribution, said that a collection of stored formatted data is called data base. This storing and retrieving of this database is done by an application software called database management system (DBMS) later in own view stated that the most importantly in computerization of information system can easily be integrated where all field are lied electronically in a control database. He revealed that each of such could be called up separately anytime it is needed.
2.3 INTERATED INFORMATION SYSTEM
ROLAR, J.B MARY. Also suggested that to setup an integrated information system, the integrated information. System should take the following steps
Identifying the information required of the new system
Establishing a uniform coding system
Setting up a common pool of information as database using the coding system
Designing a procedure to generate the required flow
Designing a procedure for updating these file using data that is received or generated by the system using it

2.4 APPLICATION PROGRAM
EZEANO A.N defined database as a collection of stored operational data used by the application system of some enterprises. It is centrally local file providing the foundation of a computer based management information system. Also it is an achieved strong of a very structured data of a particular application in certain computer input/output media
2.5 FILE ORGANIZAITON AND PROCESSING
Since data can be collected, organized and processed,.
Bongaba etal (1988) in his own view propagated that ones the electronic file has been created, the information stored can be retrieved, rearranged, updated, stored (storing is the act of separating data in into similar groups) it is also can be the process of arranging data in sequence and data can be stored either alphabetical or numeric order. Data files have to be organized, stored before they can be processed further as used to prepare special purpose report. Like staff grade levels. It could also be used in preparing the payroll in a system. This system they said could be formed in an online or off-line storage devices example magnetic drum. The researcher states that new record can equally be added so that the already existing ones in file and old record can equally be removed. This process is achieved using updated programs.

    Date: 2026-08-06 00:00:00.000000