Full Project – Design and implementation of employee records management system
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CHAPTER ONE
INTRODUCTION
1.0 Introduction
The concept of record keeping is not new. The records management profession is as old as the first societal groups because the need for a memory arises naturally in any organization. The most ancient forms of memory were oral and the most ancient keepers of records were the remembrances, individuals entrusted with the task of memorizing rules, contracts, sentences and transmitting them by recitation to their juniors (Duranti 1993:30). The frailty of human memory and the growing complexity of administration gave birth to the graphic representations of events in pictorial form (Maedke, Robek & Brown 1974:19).
However, simply recording information or having records is not the same as managing records. There have been major inventions that have had a significant impact on records management, for example, writing paper, the typewriter, microfilming, and computer.
By the 1980s most archivists, academicians and records managers acknowledged that managing and preserving electronic records were among the most challenging problems facing their profession (Blouin 1996:1). For example, computer systems change rapidly and there is no guarantee that today‘s software will be readable by tomorrow‘s hardware (Mullon 2004:7; Ngoaketsi 2003:31). The other problem is that of media deterioration‘(Cloonan & Sanett 2002:70). These records are by nature fragile and impermanent, for example, they can be written, rewritten, cut and pasted, send to the other end or deleted (Ngoepe 2003:47). The practice of using computers has grown tremendously with the norm now being for almost every worker to have a PC on his/her desk.
Today the computer is performing all the traditional functions of records management and managing records in ways that were not feasible before the computer age.
Most institutions like academic, governmental, and commercial institutions need some system to address questions related to tracking and storing of data about their employees. Electronic Staff Data Management System commonly provides a solution for the access, review, upload and download of the electronic documents about employees.
1.1BACKGROUND OF THE STUDY
———————– University was founded when the historic College was promoted as a university in 1997. By the late 1990s, the Church of — sought to have a broader impact on society through the higher education – not only of the clergy but of other professionals as well. ——————–University was established in 1997. In 2004, the Government of ———– granted a charter to ———————– University – the highest level of national accreditation. —— UNIVERSITY was the first private University to receive such a charter from the Government. It has about eight faculties; Business, Law, Education and Arts, social sciences, Science and Technology, Divinity and Theology and the new Health Sciences Faculty
1.2 PROBLEM STATEMENT
The existing system of managing employee records at —— UNIVERSITY is insecure, not flexible, and unreliable and consumes working space that is occupied by box files. A staff data management system will help to create working space in offices as documents will be held in electronic form. It also provides timely reviews, updates providing centralized access and storage of documents that are vital to the management of the university’s human resource capital.
1.3.0 RESEARCH OBJECTIVES
1.3.1 MAIN OBJECTIVE
To design a reliable electronic employee records management system that will replace the slow, unreliable, insecure box file system of managing employee records.
1.3.2 SPECIFIC OBJECTIVES
- To find out the strengths and weaknesses of the current staff data management system at —— UNIVERSITY and establish the requirements of the new system.
- To establish the system design models required to create a properly functioning system.
- To implement the system design and test its functionality to satisfy the user-defined and system functionalities.
1.4 RESEARCH QUESTIONS
What are the strengths and weaknesses of the current employee data management system at —— UNIVERSITY?
What are the best design methodologies to describe the system to be designed at —— UNIVERSITY?
What are the best ways of testing and implementing the functionalities of the designed system?
1.4.0 SCOPE OF THE STUDY
1.4.1 Geographical scope
The research was done within —————– University Main campus. It used the faculty of Business at the core area of the case study within —— UNIVERSITY.
1.4.2 Time scope
The research was conducted from Jan to April 2015
1.4.3 Operational scope of the output
At the end of the research, the research output was used to design and implement the proposed system that is the employees’ records management system. It has been designed for the case study that is —— UNIVERSITY and it is purely for academic purposes.
1.5 JUSTIFICATION FOR RESEARCH
The research was undertaken to establish an efficient system to manage employee records.
The research was conducted to add on the stock of knowledge existing about electronic employee records management system.
The research was conducted to aid further research in this field of employee records management
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Full Project – Design and implementation of employee records management system