COMPUTERIZED PERSONNEL MANAGEMENT SYSTEMÂ (CASE STUDY OF FEDERAL OFFICE OF STATISTICS)
CHAPTER ONE
GENERAL INTRODUCTION
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1.0Â Â Â BACKGROUND OF THE STUDY
         The major task facing the present day management is getting developed and maintaining of statistical personnel. It has been discovered that many organizations have a detailed written and computerized policies for production, finance, public relations, etc. but do away with making explicit statement about personnel matter other than simple regulations affecting/safety terms and conditions of employment.
Personnel management in this project will be presented as a process by which the management can achieve goals and objectives of the organization with contributions from all employees. However, this process involves ideas of statistical information hence there is need for facilities to enable us accumulate analysis and distributes equitably such information.
Therefore, it is in the light of the above, the personnel management are distinct forms depending on individual establishment setup, for instance, Federal Statistics agency, it brings about efficiency and effectiveness. For accurate flow of quality information process, the personnel management has been found to be effective and accurate tools as a good alternative to conventional method.
1.1Â Â Â MOTIVATION
         It was difficult for personnel management to have a complete work or job, done accurately because information about employees was kept manually. The volume of data increases daily due to large population and this affect data information to be processed.
The difficulty facing personnel management could be solved by the used of computer based application, it is suitable for handling volume of information data. It processed work relatively high speed, access records directly from remote location handle complex task and immediate response in the management such as questions, and the strength of computer offering solution to such problems depends on the possibility of programming the functions involved.
1.2Â Â Â METHODOLOGY
         The above write up in mainly descriptive. It will make use of interview, questioning personal observations to enables a particular survey conducted succeed.
However, without the point mentioned, we may be facing a lot of problems relating to data collection. As a matter of fact where the following points above cannot executed, it is bound to be insufficient data existing for processing and analysis in computer to use for planning purposes. Â
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1.3Â Â Â OBJECTIVE OF THE PROJECT
         The primary objective of this project is to develop a comprehensive automated personnel management system which will be used for effective and efficient keeping of employees database file and analyzing of data collection.
It provides a way of keeping track records of job and also provided means of obtaining an accurate and qualitative information easily and very fast in processing of data in the following ways:
- Helps in managing, processing, storing and manipulating of personnel records.
- A drastic reduction on the rate of error occurrence in information processing.
- Keeping accurate and viewing in a timely, effective and efficient manner.
- It helps the admission office in the personnel management to transmit information directly to the manager from the available information.
- Improved statistics records to the management on daily records analysis and seasonal trend.
1.4Â Â Â SCOPE AND LIMITATION
         Computerized Personnel Management is a very broad topic, so the area of concentration in this project is personnel management technique.
It is designed to handle the management records kept in the office and method involved in retrieving, accessing and outputting. It provides management history, foundation and information through which most of other departments make use of in accomplishing their function.
1.5Â Â Â DEFINITION OF TERMS
Manpower Planning: has been defined as an attempt to forecast how many and what kind of employees will required in the future. As a matter of fact, this type of manpower employed to particular must concise with the said management planning. This also ensures the adequate human resources to enable us have effective work force.
Therefore, manpower planning ensures that there must be balance manpower machine relationship. In general, the step for effective manpower planning includes:
- the spirit of working together in an organisation to allow you plan on and update of human resource aspect.
- To ensure a good operating environment analysis and specify when each plant is to be carried out. Seek the top management approval for the matters which urgency needed a short emergency meeting.
Recruitment: is the process of filling a vacancy in an organisation, when the vacancy exists, this involves employment of new staff who are qualified to do the job. It is the duty of the personnel department to convince the management that there is existing vacancy. This may occur internally and externally which is recruitment or transferring, promoting retraining of existing staff.
Placement: This is generally performed by management during their annual general meeting that is when the employee absconded from duty without any notification letter submitted to the organisation it is also bound to do placement after the period of a week interval without further report.
Ex-staff Matters: when an employee leaves the organisation, his records are not wiped off from the data base. They are simply moved to the ex-staff data base files so as to allow for perpetual reporting on ex-staff. All vital data on ex-staff such as job movement, training received, disciplinary records and statistical database file accumulate for proper storage in the memory. In addition, the system administers pensions to the pensioners of the organization.
Training: is another important function of personnel department. They plan and monitor training for different time. This includes educational training course/seminars and on job training.
Compensation Administration: is concerned with how the employees can be rewarded. It includes wages and salaries and supplementary benefits.
Industrial Relation: refers to the working relationship established between an organisation and its employees. Organisation industrial relations are usually conducted within a formal legal frame works. Unlike statistics organisation their major relation is data collection, sampling, frame and sample interval.
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