ABSTRACT
Automated office
systems are emerging as an interdisciplinary research area with a strong
computer science component. In this paper we define office information systems
as entities which perform document storage, retrieval, manipulation and control
within a distributed environment. Some state of the art implementations are
described. This work is aimed at developing Computer based office
Information System for Federal Polytechnic OKO, Anambra State. Through
information gathered from a source, I realized that the management recorded
tremendous loss of data because of the current system to analyze the details of
information by the management. A software system, which is highly effective in,
is developed for the management. The software will serve for purpose of record
keeping, data retrieving, and other activities. The system which is designed
with Visual Basic.net will speed up the rate of processing and ensure that staff
is properly served.
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF STUDY
Office Information system has been found as a useful tool to assist
employers to analyze and make decisions based on the consistency of their
employees to workplace. This study is aimed at computerizing the information
system of Federal Polytechnic OKO Staff.
This cordial relationship is maintained when information about staff is
available at all time. Federal Polytechnic Oko management has faced a lot of challenges
due to the manual method of retrieving information about her staff, because it
causes delay in staff information retrieval and payment of staff salaries. The
delay in salary payment has put grudges in the minds of most workers making
them do their work reluctantly.
Staff information system therefore is all about the record of every staff
(worker) in an organization or company. In a more detailed way it can be said
to be made up of some kind of electronic database backed up by a paper
document. Due to manual retrieval of information in Federal Polytechnic OKO
management, a lot of problems such as fishing out fictitious names that are
included by corrupt officers are very difficult, occurrence of inconsistent figures
in pay slip of workers and even the problem of security of information in
workers files has been encountered so far by the management.
Having
seen all these problems the management encountered so far, there is need for a
computer based office information system in order to eradicate all the problems
faced by the management. Computer is an electronic device that can perform
millions of jobs at a faster rate. It can accept data, process, produce output
and store the result. Computer is an efficient tool that increases peoples’
capacity for intelligent work. It also handles multiple information without
stress. Looking at these functions performed by a computer, I then deem it
necessary and important to computerize the office information system of Federal
Polytechnic OKO in order to eradicate the problems faced by the existing
system.
STATEMENT OF PROBLEMS.
The office
information system that is to be computerized is to solve the problem of the
existing system which are;
i.The problems of occurrence of inconsistent and inefficient
payroll processing.
ii. Insecure information as persons can have access to
important files of others
iii.Inefficient
and reliable system that can produce report on time.
iv.Cannot
fish out fictitious names (ghost workers) that are included by corrupt officers
v.Unable to track direct employees attendance and non
attendance to work place correctly
vi.Redundancy:
a particular data about a particular staff may be duplicated, with the paper
containing irregularity in updating file.
1.3 AIM AND
OBJECTVES.
There
is a say that every step taken by an individual is for a reason. It is either
to implement, modify or change a situation. The step am embarking on here is to
computerize the staff information system of Federal Polytechnic OKO in order to
solve their problems. This could be achieved by;
i.
Producing a system that will manage and maintain staff
information in a computer readable form.
ii.
Producing a system that is not prone to error and
fraud.
iii.
Producing a security system that will encrypt each
staff information.
iv.
Designing a system that Can fish out fictitious names
(ghost workers) that are included by
corrupt officers
v.
Designing a system that can track direct employees
attendance and non attendance to work place correctly.
vi.
Designing a system that will automatically calculate
the wage/salaries pertaining to each of the staff depending on the rank, date
of employment, working hour, without any error or alteration, in duplication of
file.
1.4
SIGNIFICANCE
OF STUDY
The project will help the institution for the accurate processing of the
staff record and give an updated statement of each staff record 24 hours. Daily
work attendance is one responsibility every employee owes to his/her employer,
punctuality is also very necessary. Manual method of keeping attendance record,
and old fashioned entry cards are inefficient and can cause a great deal of
problems for the organization. Thus, the importance of this project cannot be
underestimated, as it holds the key to efficient productivity for organizations
in developing countries like Nigeria and Africa in general.
1.5 SCOPE
OF THE STUDY.
Office
information boarders on a fast range of functions but in this study, interest
and attention will be on the automation of office information as regards
Federal Polytechnic OKO and her satellite campuses that deems it necessary.
1.6
LIMITATIONS OF STUDY
In the course of
carrying out this project, there were some complexities encountered during its
investigation. Such complexities were –
i.Time constraints to carry out enough
investigations: Enough time is needed to carry out a detailed research work
in order to collect data and other important facts that will be useful to the
study. I, being a final year student had to share my time for this research. At
the end, I was restricted to a small sample of information and materials.
ii.Financial Constraints: There is
inadequate finance to exhaustively access the needed materials needed for the project.
This was another limitation to this work because money is needed to carry out a
detailed research work which is not easily born by every student. Because of
lack of finance, I was also restricted to a small sample of material.
iii.Inadequate
internet facility available for the researches
iv.Inadequate
power supply
1.7 DEFINITION OF TERMS
Office: an
administrative unit of government, or place of business where
professional or clerical duties are performed.
Information-
these are facts organized or arranged in a useful form. It is normally the
result of a processed data.
System- this is the collection of related devices or
units that can work together to
achieve a common goal.
Management: it
is the act of getting people together to accomplish desired goals and objectives using available
resources
Staff: personnel
who assist their superior in carrying out an assigned task
Records: is any
document or other source of information compiled, recorded or stored in a written
form or in a film or by electronic process, or in any other manner or by any
other means.
System: is a
collection of interacting, interrelated or interdependent elements or units or
subsystems that are working together to achieve a desired goal.
File: a file is
an organized related record.
Field: a field
is an area of a record reserved for one particular type of data.
Character: a
character is the smallest unit element in a field. It can be alphabetic or
numeric in a field. Database: is a single collection of structured data stored
with minimum of duplication of data item so as to provide a consistent and
controlled pool of data.