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Full Project – Automated (Electronic) memorandum management system

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CHAPTER ONE INTRODUCTION

1.1 BACKGROUND OF STUDY

The term “memorandum” (abbreviated “memo”) is a short note designating something to be remembered, especially something to be done or acted upon in the future or as a reminder. In the business environment it is an informal message, especially one sent between two or more employees of the same company or organization concerning the company business (Hardesty, 2010).

An E-memo is a system that automates the entire process of lettering, including filing and this process is done online via the use of either a personal computer or a personal device without the use of paper (paperless system). By implementing E-memo into an organization we can minimize the paper work when moving outside the office as it is designed to be accessed anywhere within the organization with internet connection via Wi-Fi or with LAN connection point. Transforming from a paper base adaptive way of writing memo’s to an electronic form of writing (paper less system) will help the company or organization to reduce or manage cost of purchasing of papers and printer inks (office stationaries) which amount will be quite significant if accumulated at the end of the period.

Adapting to an electronic system mechanism of memo will result to a well-structured pattern of stored data in an orderly manner. Data will be stored in an electronic form (digital) which will make searching or sorting of memos / files services faster and easier to locate and this feature will be very useful to the company or organization when it is undergoing auditing.

1.2 STATEMENT OF THE PROBLEM

The internal memo management system is characterized by lots of paper work and the approach to paper system has its own flaws which includes; increase in the cost of printing materials (huge paper will be involved because of large number of staff and the type of data to be processed), vulnerability to natural disasters such as fire outbreak and difficulty in retrieving information.

The question therefore is can this E-memo system address these problems and how will it meet the following needs?

Reduce the stress involved in the manual way of management,
Reduce data redundancy
Faster way of completing tasks
Ensure the veracity of data shared with the system

1.2 AIM AND OBJECTIVES OF THE STUDY

The aim of this project is to develop or build an electronic memo system to reduce the manual paper system of memo that is currently in use. In other to attain this aim the following objectives among others include:

To gather requirements for the proposed system

To model the requirements gathered

To develop the system based on the analysis model

To evaluate the system developed

1.3 SIGNIFICANCE OF THE STUDY

This study is significant in the following ways:

The implementation of the e-memo system will mechanize the manual processes of management, which would decrease paper work and time consumed in processing
The system will secure and monitor information access, provide an efficient means of record
The system will help to provide a platform for information integration among the numerous department of the organization
The implementation of the project would assure an increase in the competence and dependability of managerial processes within the various departments of the organization.

1.4 SCOPE OF STUDY

IT has reduced the burden on administrators in organisations. The use of IT has also reduced the administrative cost of the clerical activities of every organization and establishment as well as processing time. A look at various firms in Nigeria shows that many organisations are still stuck with the manual process of internal communication within the office environment. Considering that organizations requires increased communication, today, offices can no longer be limited to the physical dispatch of typed memorandum to various departments as a result of automated system like E-MEMO.

The aspects of this research include the following:

To survey the existing memo system offered by the administration in major Nigerian firms such as Nigerian Port Authority (NPA), Nigerian Sao Tome and Principe Joint Development Authority (NSTPJDA) etc.
2. To discuss the results of evaluation and problem elicitation to gather requirements for the designing of an online system for organisations’ internal communication.

1.5 LIMITATIONS OF THE STUDY

The system that is built in this study is based on the business processes that takes place in organisations where data was obtained for this research. The system may need to be customized to the preferences of different organisation.

1.6 SIGNIFICANCE OF THE STUDY

This study is significant in the following ways:

The implementation of the e-memo system will mechanize the manual processes of management, which would decrease paper work and time consumed in processing
The system will secure and monitor information access, provide an efficient means of record
The system will help to provide a platform for information integration among the numerous department of the organization
The implementation of the project would assure an increase in the competence and dependability of managerial processes within the various departments of the organization.

1.7 LIMITATIONS OF THE STUDY

The system that is built in this study is based on the business processes that take places in various organisations where data was obtained for this study. The system may need to be customized to the preferences of different organisations.

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