A PROJECT PAPER ON

DESIGN AND DEVELOPMENT OF

PERSONNEL INFORMATION SYSTEM
(A CASE STUDY OF NATIONAL POPULATION COMMISSION)

BY

OBI CHIOMA BLESSING

CST/2009/386

COMPUTER SCIENCE AND INFORMATION TECHNOLOGY,

CARITAS UNIVERSITY, AMAORJI NIKE, ENUGU

APRIL, 2013.

i
 APPROVAL PAGE

This project is written under the direction and supervision of the

candidate’s project supervisor and approved. This is to satisfy that the

student has presented it orally to the Department of Computer Science and

Information Technology Caritas University Enugu fulfilment for the award

of Bachelor of Science (B.Sc) Degree in Computer Science and information

Technology.

.................................... ...............................
Engr. Solomon Onuh Date
Supervisor

................................... ...............................
Dr. Arinze Nwaeze Date
Head Of Department

................................... ................................
External examiner Date

ii
 CERTIFICATION

This is to certify that this research project was carried out by me, Obi Chioma

Blessing, a post graduate student in the Caritas University Enugu, with

matriculation number CST/2009/386, under the supervision of Engr. Solomon

Onuh.

In partial fulfillment of the requirement for the award of Bachelor of Science (Bsc)

Degree, in information Technology.

----------------------------------- --------------------
Obi Chioma Blessing Date

------------------------------------ ---------------------
Engr. Solomon Onuh Date
(Supervisor)

iii
 DEDICATION

Dedicated to Almighty GOD for His infinite love over me

iv
 ACKNOWLEDGEMENT

To God I give all the glory.

The completion of this work came as a result of the contributions of various

individuals too numerous to mention. However, some of them deserved to be
mentioned.

My sincere thanks go to my amiable, dedicated and meticulous supervisor Engr.

Solomon Onuh for the constructive criticism, encouragement and scholarly advice
which he gave me throughout the period of this work.

I am indebted to my mentor, Dr. Arinze Steve Nwaeze for his advice. Also, I am
indebted to all my friends and colleagues for their encouragement and advice.

My profound gratitude also goes to my family, for their great support.

OBI CHIOMA BLESSING

v
 TABLE OF CONTENTS

Title - - - - - - - - - - - -i

Approval Page - - - - - - - - - - -ii

Certification - - - - - - - - - - -iii

Dedication - - - - - - - - - - - -iv

Acknowledgement - - - - - - - - - -v

Table of Content - - - - - - - - - - -vi

Abstract - - - - - - - - - - - -ix

CHAPTER ONE

Introduction

1.1 Introduction - - - - - - - - - -1

1.2 Rational /Theoretical Framework - - - - - -1

1.3 Statement of the Problem - - - - - - - -6

1.4 Purpose of the Study- - - - - - - - -8

1.5 Research Hypothesis - - - - - - - - -9

1.6 Significance of the Study - - - - - - - -10

1.7 Limitation of the Study - - - - - - - - -11

1.8 Scope of the Study - - - - - - - - -12

1.9 Operational Definition of some Terms - - - - - -12

CHAPTER TWO

Literature Review

2.1 Introduction - - - - - - - - - -19

2.2 Personnel Management (PM) - - - - - - - -19

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2.3 Information System (IS) - - - - - - - - -22

2.4 management information system (MIS)- -- - - - -25

2.5 database- - - - - - - - - - -27

2.6 database management system (DBMS)- - - - - - -30

2.7 data process system (DPS)- - - - - - - -32

2.8 Summary Of Literature Review - - - - - - -33

CHAPTER THREE

Materials and Methods

3.1 introduction- - - - - - - - - - -36

3.2 research design- - - - - - - - - -37

3.3 population of the study- - - - - - - -- -38

3.4 sample procedure- - - - - - - - - -39

3.5 the current personnel information system- - - - - -40

3.6 choice of implementation language- - - - - - -42

3.7 method of information gathering/capturing- - - - - -43

CHAPTER FOUR

Result, Analysis and Findings:

4.1 Problems Of The Existing System (Findings)- - - - - -44

4.2 Requirement Specification- - - - - - - - -45

4.3 Software System Design- - - - - - - - -45

4.4 The Database Design- - - - - - - - -62

4.5 The System Flow Chart- - - - - - - - -66

4.6 The System Data Flow Diagram- - - - - - - -67

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4.7 Design Reality Analysis- - - - - - - - -68

CHAPTER FIVE

Conclusion and Recommendation for Future Studies

5.1 System Developed- - - - - - - - -71

5.2 The Main Menu- - - - - - - - - -71

5.3 Programme Flowchart- - - - - - - - -77

5.4 System Requirements- - - - - - - - -78

5.5 Documentation Of The Software- - - - - - -78

5.6 Setup Configuration- - - - - - - - -79

5.7 Summary Of Work Done - - - - - - - -80

5.8 Performance Evaluation Of The Software - - - - - -80

5.9 Suggestion For Further Research- - - - - - -82

5.10 Conclusion- - - - - - - - - -83

Reference- - - - - - - - - - - -84

Appendix A- - - - - - - - - - -89

Appendix B - - - - - - - - - - -101

viii
 ABSTRACT

This work intends to provide a computer based system for the maintenance of
personnel records of employees in organization. The work addresses limitations
identified with manual method of handling personnel records of employees in a
firm by providing a better platform to eliminate fraud, corruption, file hiding and
misplacement, records falsification, duplication, fragmentation, inconsistencies and
other vices attendant with manual method of handling personnel records. The
Personnel Information System (PIS) software is a user friendly package that gives
one the fit to accurately monitor employees' records effortless. With Personnel
Information System (PIS), the personnel records of employees in a firm regardless
of their place of assignment are simultaneously integrated and rationalized through
the creation of a single system that provides accurate information to all in a time
and cost efficient manner. This software is designed for stand-alone windows
environment, but has the ability to be networked. The interface is Visual Basic
language with the structured query language (SQL). The implementation of the
system will provide speedy retrieval of data as well as enhancing effective and
efficient data.

ix
 CHAPTER 1

1.1 INTRODUCTION:

This chapter introduces and presents the baseline of the thesis. It provides an

overview of the study and the important issues that will be discussed and

investigated

1.2 RATIONAL/THEORETICAL FRAMEWORK:

Personnel Information System is a computer based system for the maintenance of

the service registers of individuals in an organization.

According to Hicks and Gullet (19974; 316), "An information system may be

defined as an organized way of sending, receiving and recording messages".

Traditionally, personnel record for federal public servants of any organization in a

country like ours are held in three places namely: Open and secret register of the

organization at the headquarters for all the staff of the organization in the nation.

The state offices for all the staff in each particular state and local government area

offices for staff posted to the local government area where applicable.

There are also operational departmental records for staff at the headquarters and

states head offices. This, however, led to duplication, fragmentation and

inconsistencies in records of staff. Whereas, a firm's information system should be

unified, there should be no contradictions, no overlaps, and no gaps.

1
Information needed by many departments should be collected by one source,

stored and made available to any section of the organization that needs it (Unamka

and Ewurum 1995; 329). Therefore, the Data are inaccurate and thus unreliable as

a basis for decision making.

Unamka and Ewurum (1995; 329) say, "Unless a manager has the correct

information at the right time, he is unlikely to make the right decision".

Since the data are inaccurate and unreliable, the information generated therein is of

low quality and decisions taken likely to be wrong in confirmation to;

"The higher the quality of the information, the better the result of the decision

Eating" (Unamka and Ewurum 1995; 329).

For instant, the name of a deceased local government area staff may continue to be

appearing in the register or nominal roll of the organization at the quarters years

after the staff demise, whereas his/her name has been removed from the state

register or nominal roll list. Secondly, there are cases where officers obtained

additional qualification beside the ones they were employed with, but these

qualifications are not accredited to them at the headquarters whereas they have

them at their states office files. Another case is where a couple of staff were

employed at the same time, place on the same grade level and step and posted to

different states, but few years later, the officers started earning different amount of

2
money as salaries because of one manipulation or the other. Thus data gathering

and updating are subject to delay or worse when files are lost. Though the existing

manual system of recording information is useful, however, with the development

of PERSONNEL INFORMATION SYSTEM (PIS) software, personnel records

will be simultaneously integrated and rationalized. It should then be seen as a route

to eradicating all the problems of manual method of handling records through the

creation of a single system that would provide accurate information to all in a time

and cost efficient manner.

According to Unamka and Ewurum (1995; 329), "Information that is useful in

business should be accurate and timely".

With Personnel Information System (PIS), the details pertaining to personnel

postings, qualifications, departmental test passed, training attended, family details,

etc are stored in this system. With the help of nice friendly graphical interface,

retrieval of information is possible based on any individual or on collective

information grouped by certain categories. These categories could be designation,

retirement time, length of service, place of work or location, etc. Thus the issue of

ghost workers, hiding of files, falsification of records, and other vices that are often

associated with manual system will be things of the past.

Therefore, Personnel Information System is very much in need for every

organization.

3
1.2.4 BRIEF HISTORY OF NATIONAL POPULATION COMMISSION

(NPopC):

The present National Population Commission was established in April 1988 by the

legal instrument creating it (Decree No.23 of 1989).

The Commission is made up of the board members headed by the chairman and 37

federal commissioners, one each from all the states of the federation and federal

capital territory. Also on the board is the Director General (DG) who happens to be

the accounting officer of the commission. The board also has appointed secretary

called the secretary to the commission, who oversees the secretariat of the

commission. The board has the responsibility to formulate policies as directed by

the federal government, while the core civil servants are saddled with the

responsibilities to carry out the policies.

The commission in other to carry out its functions effectively has eight

departments and each department is headed by a director. The departments are

• ADMIN AND SUPPLY

• CARTOGRAPHY

• CENSUS

• FINANCE AND ACCOUNTS

• INFORMATION TECHNOLOGY

• PLANNING AND RESEARCH

4
 • PUBLIC AFFAIRS

• VITAL REGISTRATION

The commission has its headquarters in Abuja and offices in all states capitals of

the federation including the federal capital territory. It also has offices in the 774

local government areas of the country. Presently, the total staff strength of the

commission is about five thousand. The personnel information gathering,

processing and management of all the staff of the commission is carried out by the

Admin and Supply department.

According to Unarnka and Ewurum (1995; 135), "Personnel Management also

called human resource management is the management of people at work. That

also refers to the functions and operations of a single department of the corporation

which has the responsibility and authority to select and train personnel".

This department in order to carry out the complex challenges of managing human

resources is subdivided into divisions to enhance efficiency. The divisions are as

follows:

• ESTABLISHMENT:- Under which we have Open and Secret Registry,

nominal roll, salary variations, leaves and disengagement sections.

• WELFARE:- Here we have Pensions, Gratuity, Stores, and Loans Sections

• TRAINGS:- Here we have Manpower Development and Structure sections.

• APD: - Here we have Appointments, Promotions, and Discipline sections.

5
 • TRANSPORT: - Here we have vehicle Maintenance, Communications and

Supply sections.

• LEGAL.

1.3 STATEMENT OF THE PROBLEM.

For the past four decades, manual personnel data management system has been

used. This method has its problems and it has been proved to be very ineffective

and inefficient, and some of the problems identified are:

• Manual method of preparing, gathering and processing data as a personnel

management function entails considerable manual efforts. Thus manual method

is cumbersome, tiresome, boring, frustrating and time consuming.

• Manual method has a lot of discrepancies.

• Manual method encourages frauds and corruption. Figures are easily falsified

and changed with perhaps some exchange of money.

• Manual method inflicts severe hardship on the staff due to avoidable human

errors, like misplacement of files. When there are errors, then the reliability,

accuracy, neatness, tidiness, and validity of the data would be in doubt.

• Since it is the function of the Admin Department to raise variation advice for

the use of the finance and account department (pay roll), manual method

requires staff that have some numerical background to do the job reliably. This

6
 group of people are grossly inadequate, hence, we have a set of staff that were

employed at the same time, place on the same grade level and step, and posted

out to different states, but they earn different salaries years after due to

variation preparation.

• Manual method results in incomplete service records of staff which undermines

the personnel management function that depends upon the information

gathered from the earliest stages of employee's career. For instance, additional

qualifications obtained after the initial one presented on employment may not

be used to place an employee adequately due to lack of updating data or

information. Further, management needs adequate information to resolve

disciplinary cases fairly, otherwise there may be costly delay in obtaining

decision for there is a dictum which says, " justices delayed is justices denied

or unfair decisions may be made in order not to deny justices. Besides, a great

deal of staff time may be wasted tracking down missing documents.

• Manual method of handling personnel information involves waste of paper

materials.

• The size of the paper records with attendant management problem has

significant logistic implications to the commission.

• Manual method encourages waste of man-hour and resources because staff

employed to carry files from one point to another do some time use the time to

7
 do something else instead of doing the job they were employed for. To see that

this job is done more staff are employed than ordinary should be.

• Manual method does not allow for the processing of large volume of data on a

regular and timely basis.

Given these above scenarios, this study seeks to evaluate the various contributions

of Personnel Information System (PIS) toward the improvement of inadequacies

accompanying the manual method of handling personnel information issues in

National Population Commission (NPopC).

1.4 PURPOSE OF THE STUDY

This project seeks to design and develop an efficient and effective Personnel

Information System (PIS) using National Population Commission as a case study.

It also aims at identifying the importance of Personnel Information System in

handling personnel records against the manual method. Specifically, the following

are the objective of the study.

• To identify the various problems of manual approach towards handling

Personnel Information System in the Commission.

• To identify and eliminate the major problems encountered through the use of

manual method of processing personnel information like falsification of

records, ghost workers among others.

8
• To develop an integrated and rationalized Personnel Information System in

NPopC.

• To suggest other measures that will help in eradicating the problem associated

with manual method of handling personnel information matters.

1.5 RESEARCH HYPOTHESIS.

Three Null (Ho) hypothesis though not tested are proposed to strengthen the

concept of the project work.

• HI Personnel Information System will enhance significantly the processing

of staff records in the National Population Commission.

• HO Personnel Information System will not enhance significantly the processing

of staff records in the National Population Commission.

• HI Personnel Information System will significantly affect adversely the staff

strength of the Commission.

• H0 Personnel Information System will not significantly affect adversely

the staff strength of the Commission.

• HI Personnel Information System will eradicate fraud, corruption and other

malpractices in the Commission.

• HO Personnel Information System will not eradicate fraud, corruption and other

malpractices in the Commission.

9
1.6 SIGNIFICANT OF THE STUDY:

This study is significant in the sense that it determines the benefit accruable to the

staff of the Nation Population Commission through the use of Personnel

Information System against the manual method. These include:

• It supports large volume of data processing and storage; promote

information retrieval, addition, deletion, as well as other database updating

activities.

• It provides relevant, complete, accurate and timely information to the

management and staff.

• It exposes and equips the staff of the Commission to the field of

information technology by sending them to training to acquire necessary

skills in Information Technology (IT).

• It evaluates quickly the establishment and payment changes.

• It demonstrates the importance of modernization of information and

communication.

• It improves the quality of information communication by making it

available to all the staff of the Commission at the time of their need.

• The system will enable the managers of the Commission discharge their

managerial function easily on any staff at any level due to availability of

information.

10
 • It demonstrates how business needs could be met efficiently and effectively

through the application of information tools made available by the advances

in the field of science and technology.

• The software will be able to compliment personnel database with payroll

database. Hence, enhancing the Personnel Management Information

System and tighten the control of the payroll database.

1.7 LIMITATION OF THE STUDY:

In the course of carrying out this project some factors tried to hinder the free flow

of the work. These factors include:

FINANCE: Finance constituted major problem as there was no sufficient fund to

round for the required materials, visit library, and cybercafẻ.

LACK OF MATERIALS: It was not easy to get written text on the subject matter

from libraries and internet.

ACCESS TO PERSONAL FILES OF STAFF: It was not easy to have access to

personal files of staff. A lot of persuasion and conviction was applied before the

management could grant permission for us to have access to the staff files, where

we extracted the form, format we used as a model in this project.

TIME: Time was not at my liberty being a student| who is fully engaged with my

studies, it was not easy for me to squeeze out time for me to out the project.

11
1.8 SCOPE OF THE STUDY:

This project seeks to design and develop Personnel Information System. Our focus

is on National Population Commission. Our major area is to identify and

modernize the specific function of Admin and Supply Department as regard to the

management of personnel information. The software will be able to complement

personnel database with payroll database. The sample size will be the staff of

National Population Commission Enugu state office. The design will have three

levels of users. They include:

• AN INDIVIUAL USER: Here an individual is able to view his records.

• THE ADMINISTRATIVE USER: Here the administrator has access to all the

users' record of the department.

• THE SUPER USER: Here the officer has access to all the users of all the

departments. The individual user can login and access their data/records only.

1.9 OPERATIONAL DEFINITION OF SOME TERMS:

Application:

An application is the executable file and all related files that a program needs to

function which serve common purposes. The word is sometimes used

synonymously with program.

12
ASCII:

This is an acronym for 'American Standard Code Information Interchange'. It is

used to describe the byte values assigned to specific character. For instance, the

letter 'a' has ASCII code of 65.

CLIENT:
1 Is anything that requires the service of something else. Example, in Object

Pascal, a client is any code that uses one or more features of an object or unit.

In windows, a client is the code that makes use of windows Application

Program Interface (API).

2 Is a database system, in which a workstation connected to a server can request

for data from the server. The client workstation can process data locally and

write it back to the server.

COMPILER:

This translates a program source written in a high level language to an object

code which consists of instructions that the computer can understand.

COMPONENT:

The element of visual basic application ionized on the component palette in

the visual basic programming environment. Component including forms are

object one can manipulate. It is always self contained and provides access to

its features through properties.

13
DATA ACCESS COMPONENT:

Data objects are based within a visual basic program to manipulate database

as well as the tables and indexes within the database. The data objects are

the representations (in program code) of the physical database, data tables,

fields, indexes and so on.

DATABASE:

A collection of operational data of organization stored in related tables.

DATA CONTROL COMPONENT:

Data control component means a visual basic component that enables a

developer to create the interface of a database application.

DATA SET:

This is a collection of data determined by a Ttable or Tquery component. A

dataset defined by Ttable includes every row in a table and dataset defined

by a Tquery contains a selection of rows and columns from the tables that

meet the condition specified in the query.

END USER:

This is a member of an application's intended audience synonymous with

user but emphasized the fact that the programmer is not the user. According

to Delphi document, end user is referred to as the users of application

developed in a programming environment such as Delphi.

14
EXCEPTION, EXCEPTION-HANDLER:

An exception is an event or condition that if it occurs, breaks the normal

flow of execution. Code assigned to resolve the situation in run-time

environment that raises the exception and/or restores the environment to a

stable state is called exception handler.

EVENT, EVENT-HANDLER:

Event is a user action such as a button click or a system occurrence such as a

preset time interval recognized by a component. Each component has a list

of specific events to which it can respond. Code that is executed when a

particular event occurs is called an event-handler.

FIELDS:

These are rows of information that stores data of particular records.

FILE:

This is a group of related records.

INFORMATION:

This is a processed data/facts obtained by assembling them into

meaningful form.

LOOK-UP-TABLE:

This is a secondary table that enables database systems to use a small code

field to enable many records in a primary table to referring to information

15
 stored in another. This can be used as a means of ensuring that values

entered in a primary table are legitimate values, thus safeguarding data

integrity.

METHOD:

This is a procedure or function associated with a particular object.

MODEL, MODELESS:

This represents the run-time state of a form designated as a dialog box in

which the user must clear the form before continuing with the application. A

model box restricts access to other areas of the application. If the user can

switch focus away from the dialog box without first closing it, then the run-

time state is called modeless.

NON-WINDOWED CONTROL:

A non windowed control is a control that can not receive focus, that cannot

be the parent of any other control and which does not have a window

handler.

OBJECT LINKING AND EMBEDDING (OLE):

OLE is a method of sharing complex data among applications. With OLE,

data from a server application is stored in a container application using the

OLE object.

16
PRIMARY INDEX:

Primary index is an index on the key field of a database table. An index

performs the following tasks:

• Determine the location of the record

• Keeps record in sorted order

• Speed up search operation

A primary index typically has a requirement of uniqueness that is no

duplicate key can exist.

PROGRAM:

Set of coded instructions written in any of the programming languages to

perform a specific task.

RELATIONAL DATABASE:

This is a database management model in which data is stored in rows and

columns and which the data in one table can access the data in other tables

by means of common data field. The database assigned to specific

characters. For instance, the letter V has ASCII code of 65.

SOFTWARE:

This is a procedure in machine-readable instruction called program that

directs the activities of the computer.

17
SQL:

Structured Query Language (SQL) is a relational database language used to

define, manipulate, search, and retrieve data in database.

WINDOWED CONTROL:

This is a control that can receive focus, that can own other control, and

which does have a window handle.

WINDOW HANDLE:

This is a number that is assigned by windows to a control that must be used

to request services for that control from the windows' Application

Program Interface (API).

VISUAL COMPONENT:

This is a component that is visible or can be made visible on a form at run-time.

18
 CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION.

The review of literature in this study will be represented under the following

headings.

i. Personnel Management (PM)

ii. Information System (IS)

iii. Management Information System (MIS)

iv. Database

v. Database Management System (DBMS)

vi. Data processing System (DPS).

2.2 PERSONNEL MANAGEMENT (PM):

Web finance (2011) defines personnel Management as administrative discipline of

hiring and developing employees so that they become more valuable to the

organization. It enumerated the functions of personnel management to include

 Conducting job analysis

 Planning personnel needs

 Orienting and training

 Determining and managing wages and salaries.

19
  Providing benefits and incentives.

 Appraising Performance

 Resolving disputes

 Communicating with all employees at all levels.

 Selecting the right people for the job

Unamka and Ewurum (1995.135) say "Personnel management is concerned with

obtaining and effectively utilizing human resources so as to achieve the objective

of the organization".

They went further to enunciate that the extent to which this program is employed

depends on the form of the organization and the nature of business it does.

Brech (1975) defines personnel management as "That Concerned with the

development and deployment of people within an organization so that the objective

of the organization will be achieved and adopted with the changing circumstances

or condition".

Graham (1981) defines it as "A series of management activities which procures

personnel for the organization to ensure effective performance towards

organizational growth".

Personnel management can also be defined as the planning, organizing, directing

and controlling of the procurement, development, compensation, integration,

20
maintenance and separation of human resources to the end that individuals,

organizational and societal objectives are accomplished (Flippo, 1984).

Malcolm Tatum (2011) States "In all organization there should be someone

concerned with the welfare and performance of persons who are a part of the

operation. When an individual or a team of individuals takes on this task of seeing

to programs and setting polices that impact everyone associated with the company,

they are engaged in the process of personnel management sometimes referred to as

human resource (HR) management".

Harbison (1973;3) says, "Human resources constitute ultimate basis for the wealth

of nations since they accumulate and exploit natural resources, build social

economic and political organizations".

Stahi (1962; 15) defines it as "The totality of concerns with human resources of

organization".

Graham (1980) says, "The purpose of personnel management is to ensure that

employees of an organization are used in such a way that the employer obtains the

greatest possible benefit from their abilities and the employees obtain both material

and psychological reward from their work".

Ikeagwu (1998; 108) gave two functions and activities surfaces of personnel

management, namely, management function and operational functions. According

to him, management functions deal with the personnel management involvement in

21
formulating and implementing of organization's policies, while operational

function deal with the techniques and procedures for procuring employees and

securing their compliance for execution of the stated policies for the realization of

organizations goals.

Eze (2010; 116) concluded by saying "Personnel management performs a

reconciling function in an organization; reconciling organization's interests with

that of the employee's interest which are of course complementary".

Therefore personnel management is hiring of a person into an organization,

studying his behaviour in the work situation, his interest and his relationship with

other workers and the organization.

23 INFORMATION SYSTEM (IS):

Information system (IS) exists today all around us, and perhaps we don't even think

about them or see them. The goal of the first information system was to give

managers critical information tailored according to the need and presented when

they are needed (O'Brien 1996).

Boddy et al (2005) defines an information system as a set of people, procedures

and resources that collects data which it transforms and disseminate. Likewise an

information system (IS) can be defined as a consistent, coordinated set of

22
components acting together towards the production, distribution or processing of

information (Ratzan, 2004).

Baynon - Davies (2002; 312) says, "Information System development is the

science and art of designing and making information systems that support the

activity of particular organization".

There are two general types of models in information system development the

linear and the iterative (Baynon - Davies 2002).

This assertion is collaborated by Reynold (1995) when he says "The linear is a

traditional model sometimes also called the waterfall approach, goes from the

conception analysis, design construction, implementation and maintenance as

sequence without any rework".

He opined that it is effective in developing an IS but requirement have to be well

understood.

Kroenke (1992) described information system as an open system that produces

information using input processing and output cycles. The minimal information

system consists of three element; people, procedures and data. I.e. people follow

procedure to manipulate data and produce information. Sanders (1988) in

analyzing information system states that an information system is a group of

integrated elements, people, procedures and equipment working together to

support decision- making and operations within an organization.

23
Atuenyi (1994) says that here are four broad categories of information systems

namely:

Operation system (OP): Designed to process data generated by the day - to-

day business transaction of a firm.

Management information system (MIS): it supports the planning and

decision-making activities of many managers.

Decision support system (DSS): This is a system designed to help reach a

decision by summarizing or comparing data from either or both the internal

and external sources to solve unstructured problems.

Expert Systems (ES): These are made up of the combined subject knowledge

of the human experts.

According to Modum (1996; 100) "An expert system is a term applied to a process

whereby a computer system tries to imitate the work of an expert in that field".

Hicks and Gullet (1974; 316) in Unamka and Ewurum (1995; 329) say "An

information system may be defined as an organized way of sending, receiving and

recording messages"

while Adamii (2006; 15) defines information system as "A set of interrelated

components that collects, stores and process data from various sources to provide

information necessary to support and improve the day-to-day operations in a

business"

24
2.4 MANAGEMENT INFORMATION SYSTEM (MIS):

The field of management information System (MIS) addresses the effective use of

human and computer resources to realize important business objectives. MIS

Professionals are responsible for developing information to all levels of decision -

making in a business organization. (Adamu 2006; 186).

Lucey (1991) defines management information system as the combination of

human and computer based resources that result in the collection, storage, retrieval,

communication and use of data for the purpose of efficient management of

operations and for business planning.

Modum (1995; 3) Says "MIS has always existed from the time there were

managers requiring information that enable them to plan, control and run the

operation of their organization. What is new are the added new advantages and

dimensions that the computer has provided to the manager in the exercise of his

traditional function".

Information Management System involves collection and storage of accurate

information to enable the managements of large institutions takes effective

decisions at short notice on the future of the institutions. This kind of computerized

system makes it possible to know of any given time where the money is going and

how the institution is faring or changing for better (Modum 1996; 107).

25
On his on part Q'Leary (1996) states that management information system is a

feature of all large organization nowadays.

Kanter and Davis in Bhatnagar and Ramani (1989; 79) state, "Management

Information System (MIS) is an integrated man-machine system that provides

information to support the planning and control function of managers in an

organization".

Nwaocha (2009; 249) says "Management Information System (MIS) is a special

kind of information system that helps managers to take decisions. It is tailored to

provide special information to individual manager for long term and strategic

decision making".

This information can relate to internal and external intelligence and it can assist

with planning, staffing, organizing, directing and controlling (Adamu 2006). The

use of MIS helps to produce the information that organizations need to improve

decision making, problem solving, controlling operations and creating new

products or services (Nwaocha 2009; 249).

On the complexness of MIS, Modum, (1995 ; 43) says, "MIS is a complex system,

its formulation usually takes time and money and demands a great deal of detailed

and meticulous preparation if it is going to be an effective support instrument for

company management decision".

26
The overall purpose of management information system is to provide the right

information to the right managers or decision makers at the right time (Adamu

2006).

In support of Adamu's assertion, Nkuma-Udah (2009;6) says, "In information

management, it is important to note that the value of information is variable. Some

information are always valuable, such as investment account balance; other

information has a defined period of time when it is valuable, such as plane

departure and arrival information; and still other information (data) has value only

periodically such as business intelligence. Nevertheless, all information has a life

cycle during which it is identified, captured, organized, controlled, utilized, and

eventually archived or stored".

2.5 DATABASE:

When an organization has a centrally controlled integrated collection of logically

structured data, the organization is said to have a database (Modum, 1996; 89). In

supporting Modum's view, Clifton (1983) defines database as a collection of data

supporting the operation of an organization.

Dean (1977) says, "Database is a generalized integrated collection of data which is

structured on natural data relationship so that it provides all necessary access paths

to each unit of data in order to fulfill the differing needs of all users".

27
Lucey (1991) defines database as a file of data structured in such a way that it may

serve a number of applications without its structure being dictated by any one of

those applications. The concept is that programs are written around the database

rather than files being structured to meet the need of particular program. Meet and

Fairthere (1981) emphasized that in a database all the data is defined together

rather than each file being defined separately.

Bhatnagar and Ramani (1981) say, "A collection of data files constitute a database

and can be defined as an organized collection of operational data used by the

application system in an organization".

Modum (1996; 87) Says "Data bank or database is therefore a collection of

structured data with minimum duplication that are constructed and stored to enable

the retrieval of information used in common by the various subsystems of the

organization".

O' Leary and Leary (1996) list the following: sharing information, security, fewer

files, and data integrity as advantages datable has over the traditional file

processing method.

Modum (1996; 90) gave the advantages of an electronic database as;

• It provides for mass storage of all the organization relevant data in a

structured manner in such a way as to eliminate redundancy.

28
• It equally makes access to the data easy by providing prompt response to

user request.

• It allows multiple users to access the database at a time and at the same

time protects the data from physical harm and unauthorized access.

Vossen (1991) collaborates this assertion by enumerating the problems that

result from the use of the file system to organize data as;

• High redundancy between files; this is a result from the fact that the

information are replicated in different places, and these replications are not

controlled by a central monitor.

• Inconsistencies might result from the possibilities that a program makes

changes on the file without these changes being made at the same time by

all other programs that use the file.

• There exists inflexibility against changes in the application if actions or

events arise in the course of time. These can be realized at a substantial

expense of time.

• The work of many programmers involved is characterized by low

productivity since program maintenance is expensive if the structure of an

existing file has to be modified during its lifetime, and then all applications

program have to be modified during its lifetimes correspondingly.

29
• The problem of adopting and maintaining standards (with respect to coding,

data formats, etc), which is important for exchanging data or for migration

to a new operating system.

Bhatnagar and Ramani (1989; 110) says "A database is defined by describing the

characteristics of the data items in each file. A data item (field) is characterized by

its name, type and width".

And Modum (1996; 87) concluded by saying that "Database can grow and change

and is built up stage by stage depending on the type and nature of activities

performed within the organization"

Therefore, database is a collection of structural data with the structured data being

independent of any particular application.

2.6 DATABASE MANAGEMENT SYSTEM (DBMS):

Database management system (DBMS) is a complex software system which

constructs, expands and maintains the database. It also provides a link or interface

between the user and the data in the database (Lucey 1991).

Bhatnagar and Ramani (1989; 109) say "Data Base Management System (DBMS)

overcomes most of a convention system. Data redundancy and data inconsistency

are minimized by maintaining an integrated database and providing access to all

the application programs, depending on their requirements".

30
Modum (1995) defines Data Base Management System as "A collection of

programs that enable you to store, modify and extract information from a

database".

Just like a human being manages, controls, and supervises the manual

organizational records and files stored in the file cabinets so do we have a manager

or a supervisor that manages the electronic database. But in contrast to the manual

system where a human being does all the functions, in the computer based system,

the management is achieved through a complex software system which construct,

expands and maintains the database. It is this complex software which is called

Database management System (DBMS) (Modum 1996; 89-90).

According to Bhatnagar and Ramani (1989), " DBMS sometimes just called a

database manager is a program that lets one or more computer users create and

access data in a database".

Nwaocha (2011; 2) says, "A Database Management System (DBMS) can be

defined as a set of software programs that controls the organization, storage,

management, and retrieval of data in a database".

However, DBMS are categorized according to their data structures and types. The

most typical DBMS are relational, hierarchical and object-oriented database

management systems (RDBMS).

31
2.7 DATA PROCESSING SYSTEMS (DPS):

Stair (1984) States, "Data processing involves converting facts into useful

information. It is also the gathering and processing, storing and retrieval of data to

yield output which is information. These processing activities include solving,

updating, merging, calculating, rearranging and deleting to arrive at a desirable

output, therefore information is processed data".

Adamu (2006 ; 10) Says "Information is a data that has been processed and

presented in a useful format that will enable an individual to gain knowledge in

order to be able to make a decision".

He opined that the act of producing data does not itself produce information.

Information is data that have been interpreted and understood by the recipient of

the message.

Adams (1986) Says "Information is power just as much as wealth is, therefore, the

need to store it and be able to retrieve it becomes essential. For information to be

transmitted the following elements are important bit, characters, field, records and

record structures".

Lucey (1991) noted that any change in the data they process or function, they

perform usually requires the intervention of information system specialist such as

system analysts and programmers. Some data processing systems have to cope

32
with huge volumes and a wide range of data types and output formats. Transaction

processing is necessary to ensure that day-to-day activities of the

Organization are processed, recorded and acted upon.

Files are maintained which provided the current data for transactions and which

also serve as a basis for operational and tactical control and for answering inquiries

(Modum 199; 80). .

Clifton (1983) Says "Transaction processing can be subdivided into current activity

processing, report processing, and inquiry processing". While

Nwaocha (2009; 245) Says, "Transaction processing System (TPS) is an

information system that supports business in the delivery of various business

transactions. TPS transforms large number of inputs to output using simple

processing logic and operation".

2.8 SUMMARY OF LITERATURE REVIEW:

Personnel Management (PM) is all about effective utilization of human resources

(employees) in an organization so that the objectives of the organization are

achieved. These objectives can only be achieved when there is adequate

information system concerning the resources. According to Sander (2988),

information system is a group of integrated elements: people, procedures, and

equipment working together to support decision-making and operations within an

33
organization. However, this information system has to be managed. According to

Modum (1995;3), Management Information System (MIS) has always existed from

the time there were managers requiring information that enable them to plan,

control and run the operations of their organization by the use of computers. This

computerized system that involves

collection and storage of accurate information makes it possible to know at any

given time where money is going and how the institution is faring or changing for

better.

The overall purpose of Management Information System (MIS) is to provide the

right information at the right time (Adamu 2006). Therefore, there is need for an

organization to have a centrally integrated collection of logically structured data

called Database (Modum 1996; 89). Whereas, Database Management System

(DBMS) is a complex software system which constructs, expands and maintains

the database. It also provides a link or interface between the user and the data in

the database (Lucey 1991).

In organization, data are constantly emanating from various departments. These

data have to be processed to yield information which managers require. According

to Stair (1984), Data Processing involves converting facts into useful information.

It is also the gathering and processing, storing and retrieval of data to yield output

called information. These processing activities include solving, updating, merging,

34
calculating, rearranging and deleting to arrive at a desirable output called

information.

35
 CHAPTER THREE

MATERIALS AND METHODS

3.1 INTRODUCTION:

Generally System development is all about the transition from one mode of data

processing to another or modification of an old existing one. The design of the

Personnel Information System (PIS) software partly evolved from the need for an

all embracing personnel information system and partly from the need for a user

friendlier package that can fulfill any large organization personnel information

demands.

Changes of system are necessitated by a number of factors ranging from growth of

business to change in national law. For instance, there could be,

• Changes in business policies and regulations

• Change in government policies and regulations

• New innovations/development of better methods of system

operations.

For any of these reasons or more, a system can be forced to change. As business

outfit grows so does the number of personnel and with this growth, there will be a

continuous search for a better method of processing personnel information.

36
 3.2 RESEARCH DESIGN:

Personnel Information System is designed to overcome the limitations as exist in

the system. To achieve this, PIS has to be structured to include the following:

i. A relational database support and dependency this feature promotes the

efficient use and storage of data. It equally optimizes data organization by

the use of tables in the database.

ii. Efficient System Resource Usage: PIS database are normally saved as

compressed database before and after their use by the system Thus reducing

the disk storage space they might take.

iii. Centralized Personnel Information Management. All personnel information

management as well as running personnel involvement for specified periods

are all handled by the central copy of the PIS software. This feature makes it

possible for the personnel department (Human Resource Dept, Admin Dept,

or Personnel Management Dept) to be the sole administration over personnel

affairs and subsequently forestalls data in consistency as observed in the

manual system.

iv. Customizable data structure; By this PIS software can be readily adopted to

serve within different corporate setting.

v. Customizable Report Generator: A good report should reflect the true

position of company affairs whenever required from the system. PIS

37
 application achieves this by presenting different customable report views

format so that accurate and reliable information is given for any report

criteria selected.

vi. Ergonomically Designed User Input Forms: PIS input forms are such that

information inputs or displays are handled by same form formats. Besides,

the modules are such that they facilitate easy user input or modifications to

the database at points where they are needed to be updated.

vii. Backup feature: With PIS, the user has the options of backing data in the

database to removable drivers, disk or to the system. This is a strong

maintenance culture that can facilitate data recovery and smooth system

running in times of system crash or any other system errors.

3.3 POPULATION OF STUDY:

National Population Commission Enugu State is an organization with a population

of one hundred and sixty six (166) staff. The organization is set up to carry the

functions of National Population Commission in Enugu State. The

organization as its functions dictates has offices in the seventeen (17) Local

Government Areas of the state. The Enugu State head office is located at 7

Ridgeway Road GRA Enugu. As stated earlier, all the departments of the

Commission at the headquarters in Abuja are also present in the Enugu Office.

38
3.4 SAMPLE PROCEDURE:

In this study, information was acquired through two sources namely:

Primary source and Secondary source. The reason for this is to gather information

and necessary data about the existing system so as to adopt a way of designing the

new system.

Primary source: Information from this source was given priority because it is first

hand information. Primary data are those got form questionnaires, personal

Interviews, observations, etc. (Chukwuemeka and Oji 1999; 56).

Secondary Source: Information from this source is second hand information.

According to Chukwuemeka and Oji (1999; 56), "Secondary data are those

gathered from pamphlets, journals, newspapers, books and records available at the

organization under study".

3.4.1 QUESTIONNAIRE:

Here questions on how the Admin/Personnel handled staff records, their mode of

filing as well as compiling of such records were asked. The responses were used to

draw conclusion on the actual state of the current system.

3.4.2 INTERVIEW:

This involves a face to face discussion with the Admin/Personnel staff. Questions

were asked and responses received determined how personnel function are carried

out base on the responses to the questions asked by the researcher, it was obvious

39
that the Admin/Personnel department of National Population Commission was

manually operated and staff records manually handled in files (paper work).

3.4.3 OBSERVATION:

Here the researcher being a staff of National Population Commission observed

critically and participated where necessary with activities of the Admin/Personnel

department to arrive or draw some conclusions.

3.5 THE CURRENT PERSONNEL INFORMATION SYSTEM:

The current personnel information system that is adopted in the

National Population Commission (NPC) is one that can be described as not so

versatile in coordinating personnel data accumulating from the various

department of the Commission. With the system (PIS) each department is provided

with separate copies of the program which run the personnel information for each

of the departments. The generated reports are then pooled together at the

Admin/Personnel department through printed outputs.

3.5.1 SYSTEM INPUT:

The System inputs are manually provided through various input forms. Therefore a

computer operator trained on this package is needed. The content of these forms

are save to files on the local system. The forms are structured in such a way that

different forms show the current staffs personnel information, emoluments

40
information, trainings attended, record of service, employment status etc. Each

forms format differs depending on the section of the package being accessed. A

typical example is figure i

3.5.2 SYSTEM OUTPUT:

The output from the system is provided on demand from the printout the

commission‟s personnel nominal roll, status, emoluments, etc, whenever needed

will necessitate the running of the program. The interface (form) desired are then

generated and printed out. A typical example of an output form is figure ii

3.5.3 FILES AND RECORDS:

The existing system in National Population Commission makes use of the

traditional computer filling system using Microsoft excel and words. This implies

that several data have to be manipulated based on fixed system metadata .i.e.

structure which defines how data is to be accepted and stored in the file. Upon

these structures, the accepted data are then organized in the files as records. Also

several files are created and manipulated by the system since it has to coordinate

what obtains from each department of the commission.

41
3.6 CHOICE OF IMPLEMENTATION LANGUAGE:

In the course of the development of personnel information system (PIS) visual

Basic (VB) is the choice programming language. The Visual Basic has powerful

features that are extended by Microsoft within the enterprise edition that makes

Visual Basic the choice language for this project or work. Some of these features

includes;

1. The rich set of development and system tools such as the code profile that are

shipped with visual Basic (VB)

2. The Rapid Application Development (RAD) environment offered by visual

Basic and targeted at 32 bit windows development.

3. The ease with which Graphical user interface is developed in Visual Basic

(VB).

4. It interface easily well with relational data base system like Microsoft Access

and it supports structural query languages like oracle (SQL)

5. Visual Basic has very efficient and easy to use debugging tools.

6. It comes with a customizable set up and software packaging tools for easy

product distribution and installation.

42
3.7 METHOD OF INFORMATION GATHERING/CAPTURING:

Data gathering/capturing method with PIS is an easy processing method. This is

because it adopts ergonomic principles in designing the various forms that provide

input venues for the user. It also adopts the principle of interface consistency such

that similar buttons or controls on the input forms provide seemly identical

outcomes upon invocation by the user. The input forms are designed to provide a

better and user friendly interface while showing the input steps that would have

been performed by the manual personnel system. In the event of a wrong entry,

data entry retrace facility is provided to handle the re-entries situation. Besides, to

bring a clear organization of each input point, each category is associated with

district menu item.

43
 CHAPTER FOUR

RESULT, ANALYSIS AND FINDINGS:

4.1 PROBLEMS OF THE EXISTING SYSTEM (FINDINGS):

In looking at the problems facing the existing system, which is the use of manual

approach in the personnel information System of the National Population

Commission. The following issues could be outlined;

i. It generally poses problem during processing of data and also reduces the

speed, efficiency in manipulation of records in the Commission.

ii. It subjects personnel data to high standard of insecurity as anyone who is

opportune can pickup a file and gain access to personnel data.

i. Data corruption and duplication is highly encountered.

ii. Large volume of data occupies much space

iii. Problems are encountered in the process of updating, deleting and addition

of new data.

iv. Staff salaries are not accurately disbursed in that errors are frequently

observed from pay roll scheme.

v. The need for the provision of a black up facility to removable drives can

never be overemphasized. This facility is absent in the existing System.

44
 4.2 REQUIREMENT SPECIFICATION

Requirement specification refers to the operational constrain services or functions

which the system is expected to deliver (Nwaocha; 2008). The overall systems

capabilities and the tasks for which it was designed is sum up. The Personnel

Information System (PIS) is designed to meet the following requirement as they

exist within any organization that needs some personnel or payroll management.

The software is expected to after its design and implementations achieve the

following aims:

i. Reduction or total eradication of computational errors that were frequently

observed in the manual approach.

ii. Personnel Information captures and database management.

iii. Modular/global password control system for user authentication and

authorization.

iv. Data encryption and compression.

v. Provision of a query and report generation facility to excel support.

vi. Periodic timesheet scheduling system for personnel.

4.3 SOFTWARE SYSTEM DESIGN:

The software system design gives a clear and logical outline from which the

software evolved.

45
It also portrays the general procedures or Planning of the software, which guided

the software designers approach towards the project realization. The project design

is done as an integration of various subsystems each performing a specific task but

all working in synergy to contribution to the overall through put of the system.

4.3.1 MODULAR DESIGN:

A Modular is a system component that provides services to other components but

would not normally be considered as a separate system (Nwaocha 2008; 84).

Random House (1999) defines it as “A separable component one that is

interchangeable with others for assembling into units of differing size, complexity

or function”.

Therefore Personnel Informal System (PIS) is designed along modular techniques.

This necessitated the decomposition of the system into clearly defined subsystems

with their associated sub-modules such that the initial requirements specifications

were met. The software system comprises six main subsystems namely:

- Personnel subsystem.

- Structure subsystem

- Register time sheet subsystem

- Viewer subsystem

- Analyzer subsystem

- Shutdown subsystem.

46
 Figure 4.1 gives the graphical relationship of these subsystems in top down

hierarchy. These six subsystems depending on the user selected operations can

draw from or add to the databases.

System

PIS main switch Board

Personnel Register Structure Viewer Analyzer Shut

Sub Sub Sub Sub Sub Sub
System System System System System System

Figure 4. 1 Top down hierarchy representation of PIS software

All these subsystems are integrated into one main system interface design that is

laid out like a switch board screen. This chosen design was adopted so as to offer

ergonomics user friendly interface. The main system design coordinates the other

subsystems and their sub modules. Hence in this design, the main system interface

was designed using a menu and a switch board layout.

47
4.3.2 THE PERSONNEL SUBSYSTEM:

The function of personnel subsystem is to capture detailed information about staff.

The information is subsequently saved to the database. For ease of entry, the input

forms are provided as elements of property pages or of type sstab control in visual

basic. However four other sub-modules work in synergy to the overall

functionality of personnel sub-system. The four modules are;

Personnel Status Sub module: Here personnel data are displayed in the

context of appointment type, staff number, name, date of birth, sex, qualifications

and area of specialization, state and local government of origin, marital status,

number of children, next of kin, designation, post, title etc. the information

gathered by this sub-module are used during the generation of staff report.

However all these fields are modifiable and make it easier to update personal data

for already stored employee details.

Address sub-module: This module accepts input on employee‟s contact

home and e-mail addresses. The phone numbers are also accepted all saved to the

database so that subsequent processes that require the information make use of

them.

Employment Sub module: This module provides the input fields for getting

employee‟s details with regard to employee‟s data of 1 st appointment, present

appointment, department, division, section, unit rank/grade level and step, previous

48
employment, training attended and project carried. All these are entered

accordingly and saved in the database.

Loans and Sub-Modules: These modules were designed to take care of the

situations involving the granting and tracking of loans to employees and the

colleting of data relating to an employee‟s previous locations, the grade level, post,

qualification etc.

Figures – below are users interface designed of the PIS software showing the input

points within the personnel module?

Title Surname Other Names

Staff Number Sex Marital Status

Date of Birth Date of Marriage

Nationality State of Origin

Local Gov. of Origin Home Town

Wife‟s Name Wife‟s Date of Birth

Checked by

Next of Kin 1 Name Address

Relationship

2 Name

Address

Relationship

49
Particulars of Children

S/N Name Sex Date of Birth Checked by

S/N Degrees and Professional Qualifications Checked by

Education

S/N Type of Schools Attended From To Checked by

50
S/N School Certificates Held Checked by

Language and Degree of Fluency

S/N Language Spoken Written Exam Qualified Checked

51
Tour and Leave Record.

S/N Date Tour/Leave Start Date Due to Date Date

Return From Extension Resumed

Tour/Leave Granted to Duty

2

Figure 4.2 Personnel/Status Sub-Module Form.

52
Residence/Contact Address_______________________________

Home Address:_________________________________________

E-mail Address:________________________________________

Phone Numbers:

Figure 4.3. The Address Sub Module Form.

Title Staff Number r

Surname First Number

Current Appointment/Rank Appt. Date

53
Department Division /Section/Unit

Grade Level and Step Substantive Appt/Date

Term of Engagement

Record of Service

To include details of all Second merits, Transfer, Posting, Promotions (Acting

and Substantive) and Change of Appointment

Date entry made Detail Certified by

Authority Certified by

Record of Emoluments

54
Date Salary Scale Basic Inducement Date Increment Date

Entry Salary Pay Paid Month Year

Made P.A P.A From

55
Training Attended Date

Project Carried Date

Figure 4.4: The Employment Sub-Module Form.

56
Amount taken Date taken

Loan Repay mode Loan Repay Value

Loan Type

New Loan

Delete Loan

Loan Repay Repay Status

YTD

Staff Loan History

Figure 4.5 Loan Sub-Module Form.

Salary Advance

Housing Loan

Future Loan

Car Loan

Other Loans\

57
4.3.3 REGISTER SUBSYSTEM:

This is a vital system that gives and controls the movement of staff in the work

place. It is also used to check the productivity and commitment of staff in the

organization. The manual method of handing this is inefficient, cumbersome and

prone to abuse. The actual time of arrival and departure of staff to and from Work

is not strictly adhering to. The book keeping of these registers after use is also a

problem. It is a common thing to observe that an absentee staff is clocked present

in the register by his/her friend. Therefore, PLC is necessary in this area and

register module is to take over the manual register system for all the staff to

eliminate the above problem or shortcoming of the manual method. The register

module will provide the facilities that indicate:

 Time of arrival at work place

 Time of departure from the work place

The register module will be responsible for

 Computing the number of hours worked by each staff in a day.

 Computing overtime for each staff if necessary

 Computing the number for each staff is absent from duty.

 Using some keys (Al, CL, ML, SL, NL) to denote absence and absence type

for instance,

58
AL – Annual Leave, CL – Casual leave

ML – Maternity leave, SL – Sick leave,

NL – Not on leave

This register module when generated periodically will checkmate the issue of

“ghost worker” and payment of time not worked for by staff. It will also give the

actual amount due to staff where

CALENDER payment
STAFF FULLis per hour. STAFF
NAME.-------- NOMINAL
DESIGNATION----- ROLL LIST
SEX----------
LOCATION---------

STAFF ORDER BY
NAME--------------- TIME IN-----------
NUMBER----------- TIME OUT------------

Figure 4.6 time sheet forms for the roster sub-module.

4.3.4 THE STRUCTURES SUBSYSTEM:

The accuracy and efficiency of the tables/fields making up a database makes the

database a very powerful and indispensable one. Personnel Information System

achieves this by offering various but relevant structures upon which personnel data

59
are collated, stored and managed in the database. The structures module provides

data groups for capturing.

a. Staff cadre

b. Location

c. Designation

d. Year/month of appointment

e. State of origin

f. Department

g. Nationality

h. Qualification

i. Debtors (loan owner)

j. Grade level

k. Post

4.3.5 THE ANALYZER SUBSYSTEM

This module is the processing engine of the application (PIS). It is responsible for

actual imputation, updatement, deletion, and all analysis over each desired output

from the subsystems. For instant, it takes inputs from the register table of the

database to process and compute/analyze month emoluments of staff by organizing

payment details based on

Total number of hours worked

60
 Labour cost per hour.

Loan payment and deductions.

It is also used to compute retirement time of staff based on the years of service or

age of the staff which is currently 35 years and 60 years respectively.

Staff
Staff Total Amount of Staff
Name list Number of Hours Loan Number
Worked_____ Taken_____ List
Labour Cost_______ Amount
Summary_____ Paid______
Absent Note_____ Balance_______

Staff order by
Name------------------------
Number----------------

Figure 4.7 User interfaces for staff payments.

4.3.6 THE VIEWER SUBSYSTEM:

This module provides the facility to view the output of the other modules

computed by the analyzer module. It becomes accessible only after a successful

running. Output formats include:

Staff emolument payment

Loan repayment

Retirement date

61
 Other outputs as desired

4.3.7 THE INITIALIZATION SUBSYSTEM:

This module handles the initial system test routines that must execute before the

software is ready for meaningful work. These initialization routines are the means

by which the software does.

a. Self – recovery from indeterminate errors

b. Enforcement of global/modular password authentication.

4.3.8 THE SHUT DOWN OR QUIT SUSBSYSTEM:

This module becomes functional when the user of the application or software

wishes to quit. The basic function is to provide optional database backup and

freeing of the acquired system resources. The user is asked whether he/she wished

to save the change made or not before the system shuts down.

4.4 THE DATABASE DESIGN:

According to Modum (1996; 90) “The advantages of an electronic database are

numerous. It provides for mass storage of all the organization‟s relevant data in a

structured manner, in such a way as to eliminate redundancy”. Therefore, good

organization of data is vital, and unnecessary information and repetition of

data/information should be avoided. Due to the diverse nature of its data collation

62
routine, personnel information system (PLS) draws and manages its needed data

from four (4) district databases. Each of these databases contains tables with so

many relevant fields define within.

The Database Includes:

PisL.mtb: This is the loan database that contains the table with fields

whose relevance are focused towards data need for managing loan

repayment or deduction as required.

NomRoll.mtb: The Nominal Roll database is responsible for providing the

essential data for generating reports based on the nominal roll criteria after

any successful run.

Worker.mtb: This database holds the personnel information proper. The

database is structured such that district tables bear the data relating to staff

personal information, record of service and appraisal forms, leave details,

transfer details, training details emoluments, discipline and commendations.

The database handles these for each staff.

Ssdbz.mtb: The salary structure definition database (ssdbz) is responsible

for providing the fields over which the make up of each staff salary structure

vis-à-vis grade levels and steps is stored and used in salary variation for

staff.

63
 Figure 4.7 gives a diagrammatic representation of the PIS database concept as

concerns a staff database.

Field Name Field Type Size Example

Title Text 9 Mr.

Sex Text 6 Mae

Nationality Text 30 Nigeria

State of origin Text 20 Anambra

L.G. of origin Text 25 Aguata

Home Town Text 25 Nkpologwu

Surname Text 30 Obi

Other Names Text 30 Chioma Blessing

Marital Status Text 11 Married

Next of kin Text 40 Chidozie Obi

Qualifications Text 20 BSc. Ind. Mathematics

Grade Level Text 5 15

Appointment Text 16 2008

Contact Address Text 60 Caritas University

Date of Birth Text 15 10-11-2004

Staff Number Text 7 08160

64
E-mail Text 40 [email protected]

Phone Text 25 08068381063

First Appointment Text 15 08-01-1991

Table 4.1 General Characteristic‟s table.

4.4.1 THE DATABASE TABLE LAYOUT:

A table is a collection of related records and a record is a collection of related

fields, and a filed a collection of characters (Adams, 1986). The four district

database managed by PIS involve around tables within which are organized

specific records (resulting from various field): Analysis of these can be given as

follows:

1. General characteristics tables: This table is used too stored all the personnel

data for each staff. It is used specifically for old and new staff intakes. Some fields

in this table are fixed i.e. they are not modifiable once they are entered example

date of birth, date of first appointment, contact address, Next of kin, etc. Table 4.1

below reflects these fields.

2. The loan table: This is used to store all the information as regard to taking

loans from the organization by a staff. The table holds the necessary fields required

in computing and analyzing outstanding loan balance based on agreed repayment

pattern. Table 4.2 reflects these fields.

65
Field name Field Type Size Example
Amount Taken Real 35 N30,000
Date Taken Text 11 01-01-2011
Loan Repay mode Text 10 Absolute
Loan Type Text 15 Motor/Vehicle Advance
Loan Repay Value Real 15 N25,000
Loan Repay YTD Text 15 N5,000
Repay Status Text 10 On-going

Table 4.2: The Loan table and its fields

4.5 THE SYSTEM FLOW CHART:

The System Flowchart or structure chart shows in block diagram the various

building blocks that make up the software package (system)

APPLICATION
FORM

KEY IN DATA

DELETE
UP FILE
PROCESS
DATE
COMPUTER APPEND

SCREEN
DISDISPLIAY
DISK
ACCESS GENERATE
REPORT
Figure 4.8 System Flowchart

66
PIS System flowchart is such that for each subsystem a simplified operational

process is presented. The personnel subsystem for example does both a storage and

retrieval to the concerned database. Data are first retrieved and displayed in the

appropriate modules and store back to the database after any modification is done.

The analyzer work by first retrieving the necessary details or parameters from the

database, use the same to compute and analyze the required output like loan

repayment, payroll, retirement time etc and stores back the result to the

database. The viewer subsystem will perform data retrieval and use them to build

up the reports. The structure subsystem which is the data bank or (metabata

provider) retrieves data from the database for display and retrieves data from the

database whenever there is a modification to the data. The Register subsystem

does the sorting of data either by name using alphabetic order, staff number of

seniority before displaying them

4.6 THE SYSTEM DATA FLOW DIAGRAM:

This displays the data link and data flow between the individual blocks and the

concerned databases. Control is passed to particular subsystem from the main

menu based on current menu selection.

Looking at the data flow for each subsystem interacts with three other databases

via the PisL, Ssdbz, and worker. Data input is made to the analyzer subsystem

67
through PisL, Worker and Ssdbz databases. The output generated by same

subsystem is saved to the Nominal Roll databases. The personnel subsystem

retrieves and stores data to PisL, Worker, and Sssdbz databases. The register

subsystem functions only to display the data retrieved from the worker, PisL, and

Nominal Roll databases.

4.7 DESIGN REALITY ANALYSIS:

The design reality analysis compares the assumptions / requirements within the

application design and development with the reality pertaining just before the

design is implemented along the following dimensions.

1. Information: The design did not seek to radically change the type of basic

personnel information being used. It assumed a very different set of organization

storage locations and information flows by moving to a single system from pre-

existing multiple storage system. In the old system, data was neither 100%

complete nor 100% accurate.

2. Technology: The design assumed the use of a broad range of new software

and hardware including a possible series of networked PCs spread across the whole

of the commission‟s offices and the use of human resources. The initial was

entirely manual personnel in formation system, with some PCs in use for word

68
processing. The project design assumption of a robust nationwide

telecommunication infrastructure that largely matched national realities.

3. Process: The design incorporated a new set of security procedures which

barred clerical staff (those who did the data entry work) from amending personnel

records of staff without authorization. The design assumed a change in location of

many processes even though many of the basics of

Personnel record keeping would remain as they were in pre-existing reality except

for their partial automation.

4. Staffing and Skills: The design assumed the presence of a broad range of

staff competences. These particularly include a sizeable Information Technology

(IT) staff large enough to be posted in every state and department (so that they

could rapidly address user problems and queries). In reality, the team did exist but

was nowhere near the number required by the design. The design required a broad

of personnel – related IT Skills that were not present before development. The

design also assumed that those real IT competencies would be raised by a one size

fits all five days training workshop. This fits all five-days training workshop. This

take no account of the reality of a very varied base of existing competencies and a

very varied set of training needs.

69
5. Management Systems and Structures: The design assumed changes in the

personnel management system of commission with system responsibilities for data

entry, entry being devolved to individual location/departments.

Formal Structures were not intended to change but the design did assumed some

changes in the balance of power within informal structures.

6. Objective and values: The design assumed that the objective of the project,

automation integration and rationalization of personnel processes were shared by

all stakeholders. In initial reality, some of these objectives as stated earlier in

chapter one were shared by some senior officers mainly in Admin department and

IT staffers. However few senior officers of the commission did not share those

objectives and their real values of hoarding information and changing data clashed

with the design assumption that sharing personnel data around Commission was a

good thing.

70
 CHAPTER FIVE

CONCLUSION AND RECOMMENDATION FOR FUTURE STUDIES

5.1 SYSTEM DEVELOPED:

The system is developed using individual modules first from main modules to the

subsequent sub modules.

5.2 THE MAIN MENU:

The PIS software which is user friendly provides a main menu that can be referred

to as a main „switch board‟. This main Menu consists of the icon representation of

the main modules that make up the system as follows:

Personnel

Structures

REGISTER

Analyzer

Viewer

Quit

The activation of any of these main menu items leads to the presentation of further

options from highlighting the such-modules. The flowchart below gives an

illustration of it.

71
 Start

Passward

is passward
correct?

Welcome

Select option

Personnel
Viewer
Structure
Analyzer
Register,
Help Quit

Passward

Is Passward No
corect

Yes

Yes No

72
 Is it New
Record,
Modification
Delete

Passward

No
Is
Passward
Correct
Yes
0

Personnel

Module

Yes Is
View
Viewer
Module

Yes
Structure Is
Viewer
Module

Analyzer Yes Is
Module Viewer

Register
73
Module
 No
Yes Is
Help Yes Viewer
is
Help
Module

No

No is
Exist

Yes

Stop

Figure 5.1 Main Menu Flowcharts.

5.2.1 THE IMPLEMENTATION OF SOFTWARE SUBSYSTEMS:

According to Adamu (2006), to ensure the smooth transition to the organization

desired goal, all aspects of the implementation phase should be followed regardless

of the type of the system. In this projects (PIS), the software lifecycle adopted is a

variation of the incremental and waterfall models. Hence, different sub0modules of

the system were designed, coded separately and tested based on the waterfall

principle. The verification of the modules correctness led instantly to it‟s integrated

with already functional modules of the system. For each module and its sub

modules, the main objective is to have a strong cohesions and loose coupling.

74
5.2.2 THE MAIN MENU MODULE:

The Personnel Information System (PIS) software was designed to be menu driven

system. The main menu module has six broad subsystem which perfumes district

task vis-à-vis the job of capturing user input with respect to the desired task to

perform. Once a user selects any of the broad tasks, the concerned modules

implementation will be invoked.

5.2.3 THE SUB SYSTEM MODULES:

Depending on the choice of user, each subsystem has its own range of subtasks to

perform designed within a submenu. This means that each sub module with more

than one district task presents such task as part of a submenu context. For the

whole duration of its activation, the sub modules‟ submenus are presented within

the parent menu but unload as soon as the sub module is inactivated. Also it can be

observed from the personnel, register, analyzer and structure modules that the tasks

of data entry in the sub modules are made easy by allowing the user modify the

staff data in the database at the point of the staff‟s information display.

5.2.4 THE ANALYZER:

As stated earlier, this subsystem is the processing engine of the whole application.

It draws from the database the data supplied by other subsystems to process the

required output.

75
5.3 PROGRAMME FLOWCHART:

As diagrammatically illustrated in figure 5.1, the program flow chart gives the

modules, the relationship between them as regard to the execution and operation of

program. The PIS software when loaded and run begins execution by performing

some initial system examination. During these routines, the system is examined for

compatibility, the files and directories are prepared by linking to the Win Zip

command line tool and log of last run is examined to help recover from pass errors

if any.

The global user authentication routine then runs to verify user‟s password with

respect to granting access to the system. On having been granted access to the

system, the user is presented with the main menus for the core tasks performed by

the software. A selection from the main menu invokes the code modules associated

with the selected main menu items. This initial code module will then pass control

to the appropriate sub-modules based on particular function or functions to

carryout. The integration of a query facility into the entire main

Modules of the system make PIS unique software. This is because it enable the

user to get instant reports or output on selected criteria.

76
5.4 SYSTEM REQUIREMENTS:

According to Nwaocha (2008), “System requirement are more detailed

specifications of system functions, services and constraints than user requirements.

They are intended to be a basic for designing the system”.

Here we are talking of hardware and software required for the smooth operations

of the PIS program application. However, if it is not met, the Software can not be

installed.

5.4.1 HARDWARE REQUIREMENT:

PCs with at least Pentium 111 processors or higher.

At least 512 MB RAM.

1.5 SVGA.

Leser jet printer 600 dpi

Mouse and keyboard

5.4.2 SOFTWARE REQUIREMENT:

Ms-window 98 Operating System (OS), window NT or other high version of

the windows operating system can be used as the platform for the PIS software.

VB interpreter

Antivirus package

Ms-Office 2007

77
5.4.3 USER REQUIREMENT:

PIS is design to be user friendly, it has comments on the forms displayed.

Therefore the user is only required to be computer literate.

5.5 DOCUMENTATION OF THE SOFTWARE:

The source code of this project writing in Visual basic (VB) is attached at the end

of this report at the appendix section. The software is compiled into an executable

file called PIS and can be installed from a CD Rom.

5.5.1 SOFTWARE DEVELOPMENT TOOL:

A software development tool refers to the device used for the development and

testing of written program. It is made up of a compiler debugging tools and a

Design environment. To develop the PIS application, the Visual studio 6.0 package

was used with special emphasis on Visual Basic development tools.

The database was designed and developed as relational database using Microsoft

Access. They are referenced through the Visual Basic codes. Requests made on the

database could involve query access to the database tables. The reason for

relational database model adoption is because the software application is for multi-

user environment.

78
 5.6 SETUP CONFIGURATION:

METHOD (I)

i. Start your computer; insert the PIS installation CD-ROM into the CD-ROM

Driver.

ii. From windows explorer or my computer, open the PIS folder and double

click on set up exe.

iii. Make sure to select to install PIS on CD Driver this is very important.

iv. Click OK to proceed with the installation.

v. After installing PIS, return to the folder in the CD-ROM and double click on

the Win Zip 8.0 and Wzline (Win Zip command line tool) to

Install them. These are needed for the database decompression and recompression.

METHOD (ii)

1. Go to start

2. In the programs input Box, type CD Driver letter: Setup exe and click on or

press enter key.

3. Follow the instruction sequences as method always making sure to change

the installation drive to CD Drive.

4. After installing PIS, return to the folder in to the CD and double click on the

folder in the CD and double click on the WIN Zip 8.0 and WZ cline (Win

79
 Zip command line tool) to install them. These are needed for the database‟s

decompression and recompression.

5.7 SUMMARY OF WORK DONE

The name of the software developed is Personnel Information System PIS. The

software captures Personnel‟s‟ records. It is organized into various Structures as

reflected in the database. These structures include, staff timesheet, creation and

work hours monitoring, fast personnel information updatement and retrieval, and

loan repayment computation. All these are safeguarded behind a global/modular

user authentication routine that ensures that only authorized personnel have access

to the software‟s database and functions, unlike the manual method where every

clerk can change personnel records of staff without permission to do so.

5.8 PERFORMANCE EVALUATION OF THE SOFTWARE:

This software pis was companied against other existing ones Vis-à-vis

1. EASE OF USE:

This software is designed to have user friendly interface. The records modification

or addition is smoothly streamlined into most of the major modules of the

software. For instance, inside the viewer module, a user has the capability to up

data a displayed staff‟s records to reflect the current status.

80
2. RELIABILITY ADOPTABILITY AND ACCURACY OF

COMPUTATION:

The extensive data structures adopted by PIS make it possible for a reliable

operation. The software can be adopted or deployed into any organization since

most of the data structures are customizable to suit the needs of the organization.

This indicates that the software has

Adoptability features. Accuracy of computation is heightened by the inclusion of

mechanisms that check bounds overflow of computation and return results correct

to the last digit. The currency data format of visual basic is used to widen the data

range.

3. EFFICIENCY:

PIS make efficient use of resources by utilizing its databases in the decompressed

format (mtb). These files are decompressed any time an operation is to be

performed on them and recompressed back before program exist. This reduces the

tax on system memory or on the hard drive space as database can easily grow in

size.

4. ERROR RECOVERY FACILITY:

This is an area in which PIS excels well over existing ones. It has inbuilt capability

to detect abnormal moves on the database a program shut down.

81
5. DATA ENCRYPTION AND REPORT TO MICROSOFT EXCEL

SUPPORT:

Apart from data decompression and recompression feature of PIS, it equally

encodes stored information in the database for security reason. The report facility

is also designed to Microsoft excel support

Such that the traditional spread sheet look is retained. This can be observed at the

crystal generation reference at the coding level.

5.9 SUGGESTION FOR FURTHER RESEARCH:

A further research work on the level of impact this project work has made on the

management of human resource in organization could be carried out Vis-à-vis the

staff strength, the benefits and other things the introduction of the application

brought.

Secondly, this package (PIS) could be redesigned to include pay roll system of the

organization so that the co-ordination between the Admin and Supply department,

and the Finance and Accounts department should be enhanced.

82
5.10 CONCLUSION:

The problem of any public organization is not on the availability of human and

material resources of the conceptual and development of sound policies but rather

on the accurate implementation of these polices which rely on the management and

utilization of the resources whose baselines hinge on Personnel Management.

Personnel can not be managed efficiently and effectively without adequate and

timely information required on any staff of the organization. Hence, PIS is

designed and developed to efficiently take care of these Requirements that will

replace the manual system of handling personal information in any organization.

83
 REFERENCE

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Anderson R.G (1990). “Data processing Volume 1, Principles and Practice”.

London, M&E Hand Books Pitman Publishing coy 7th Edition.

Chukwuemeka Emma. E.O and Oji Okey R. (1999). “Applied Social and
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Classic

Clifton H.D. (1983). “Business Data Systems, A practical Guide System Analysis
and Data Processing”. Prentice Hall of India.

Date C.J. (1981). “An Introduction to Database System”. Addison-Wesley

Publishing Company.

Deen S.M. (1977). “Fundamentals of Database System”. MacMillan Press Ltd.

Dupree D‟etal (1990). “Computer Studies”. BTEC Business Education Publishers,

New York.

Flippo. E. (1984). “Personnel Management 6th Ed”. New York, McGraw- Hill inc.

French C.S. (1993) “Computer Science 4th Edition”. London, DP Publication Ltd.
Alderine Place.

French C.S. (1993). “A Complete Computer Course Test”. London, DP Publication

Ltd Alderine Place.

Futhrman, Peter, Back Gregory F. (1971). “Micro Computer For Management

Design Making”. Published by Prentice Hall, Englewood Cliffs N.J 07632
4th Edition.

Graham T.H (1998). “Human Resources Management”. United Kingdom,

Macdonald and Evans Ltd.

Ikeagwu E.K (1998). “Element of Personnel Management”. In Business

Management Topics, E.U.L. Imaga and U.J.F. Ewurum (eds). Enugu, Okeke
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Kruse Robert (1989). “ Data Structures and Programme Design” Prentice Hall of
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Lucey, T. (1991). “ELBS Management Information System”. DP Publishers

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Malcolm tatum (2011). “What is Personnel Management?” wise GEEK Conjecture

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Microsoft Cooperation (1993). “Programmers Guide, Microsoft Visual basic

Programming System for Windows Version 3.0”. Microsoft press.

Murdick Ross. J (1991). “Information System For Management” Eagle Wood

Cliffs, New Jersy.

Mysers G.J. (1976). “Software Reliability, Principles and Practices”. John Wilky
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Nkuma-Udah Kenneth Ikechukwu (2009). “Advanced Information Storage and

Retrieval”. National Open Uniersity of Nigeria. Lagos, 14/16 Ahmadu Bello
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Norton Peter and Yao Paul (1990). “Peter Norton Windows 3.0 Power
Programming”. Techniques business Books.as

O‟ Leary L. I. (1996). “Computing Essential, Annual Edition”, 1996-1997”.

McGraw Hall Companies Inc.

Press Man Royers („986). “Software Engineering, A Practitioners Approach”.

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Rejaraman, V. (1991). “Analysis and Design of Information System”. Published by

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85
Roger Cater (1983). “Student Guide to Information Technology”. B/N Newners
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86
 APPENDIX A

SOURCE CODE LISTINGS

PUBLIC GLD As String

Private Sub Form_Load()

On Error Go To localErr

„If frmEmployement. Visible = True Then

Unload frmEmployement

„End If

Call Explode Form(Me,b_FORM)

„Me. WindowState = 2

Dim strQuery As String

strQuery = “select * from tbl_employement where id ="' & gld & ""

with Adodc 1

. CommandType = adCmdText

. Record Source = strQuery

. Refresh

End with

With Adoc 1.Recordset

If .AbsolutePosition - 1 the

'dtEmployementDate. Value = !emp_date

87
If !Image "" Then

Imgpassport. Picture = LoadPicture("c:/program files/passport/" & !Image)

End If

End with Exit Sub

Local Err:

errHandler(Err.Number)

End Sub

Private Sub Form Unload (Cancel As Integer)

Call Implode Form(Me,b_FORM)

End Sub

Private Sub Label_Click()

Unlad Me

frmEmployement.Show

End Sub

Private Sub Label2_Click()

contactDialog.Show vbModal

End Sub

Private Sub label5_Click()

End Sub

Private Sub Label7_Click ()

88
Unload me

FrmpersonnelDetail. Show

End Sub

Private Sub lblExit_Click()

Unload Me

End

End Sub

Private Sub lblLogout_Click()

Unload Me

Form l. Show

End Sub

Private Sub lblprint_Click()

With dlgprint

.DialogTitle = "Print"

.Showprinter

PrintForm

End With

End Sub

Private Sub !blUpdate_Click()

On Error Go To localErr

89
With Adodc l.Recordset

.Update

frmGerror.gerrMsg = "Record update was successfully completed"

frmGerror.gErrTitle = "Update Alert!!! "

frmGerror.Show vbModal

End With

Exit Sub

localErr:

errhandler (Err.nNumber)

End Sub

Private Sub x _Click()

Unload Me

End Sub

Private Sub Form_Load()

Call ExplodeForm(Me, s_FORM)

Adodc l.Recordset.AddNew

End Sub

Private Sub Form Unload (Cancel As Integer)

Call ImplodeForm(Me, s_FORM)

End Sub

90
Private Sub Labell_Click()

Unload Me

End Sub

Private Sub lblAdd_Click()

On Error Go To LocalErr

With Adode l. Recordset

.AddNew

End With

Exit Sub

localErr.

errHandler (Err. Number)

End Sub

Dim imageUrl As String

Dim imageLocation As String

Dim imageCopy As New FileSystemObject

Private Sub Form Load()

„Me. WindowState = 2

Call ImplodeForm(Me, b_FORM)

Adodcl.Recordset.Addnew

91
End Sub

Private Sub Form_Unload(Cancel As Integer)

Call ImplodeForm(Me, b_FORM)

End Sub

Private Sub imagePassport DblClick()

On Error GoTo localErr

With dialogl

ShowOpen

Imgpassport. Picture = LoadPicture (FileName)

imageUrl = FileName

End With

Exit Sub

localErr.

errHandler (Err. Number)

End Sub

Private Sub Label6_Click()

End Sub

Private Sub Label2_Click()

contactDialog.Show vbModal

End Sub

92
Private Sub Label4_Click()

frmRoaster.Show vbModal

Enb Sub

Private Sub Label7_Click()

Unload Me

frmPersonnelDetail.Show

End Sub

Private Sub imagePassport DblClick()

On Error GoTo localErr

frmPersonnelDetail.Show

Set frmSearch.inc_form = frmEmployementUpdate

Set frmSearch.Form2 = Me

frmSearch.Show vbModal

Exit Sub

localErr.

End Sub

Private Sub lblprint_Click()

Unload Me

End

End Sub

93
Private Sub lblLogout_Click()

Unload Me

Forml.Show

Private Sub lblSumit_Click()

On Error GoTo localErr

Filetransfer.CopyFile App.Path & "\npc.mdb", "c:\progrm file\"

With Adodc l.Recordset

!emp_date = dtEmployementDate.Value

!Image = imageUrl

imageCopy.CopyFile imageLocation, "c:\program files\passport\

.AddNew

frmGerror.gerrMsg = "Record was successfully submite"

frmGerror.gErrTitle = "Submit Alert!!! "

frmGerror.Show vbModal

End With

Eixt Sub

localErr:

errHandler (Err.Number)

End Sub

Private Sub x_Click()

94
Unload Me

End Sub

Private Sub Form_Click()

Adodcl.Recordset.Addnew

Adodcl.Recordset.AddNew

Call ImplodeForm(Me, b_FORM)

dtDate.Value = Date

End Sub

Private Sub Form_Unload(Cancel As Integer)

Call ImplodeForm(Me, b_FORM)

End Sub

Private Sub lLabel3_Click()

Unload Me

End Sub

Private Sub lblSubmit_Click()

On Error GoTo localErr

With Adodc l.Recordset

!dtDate = dtDate.Value

!Balance = txtAAmount. Text

!repaydate = dtDate.Value

95
.AddNew

With frmGerror

.gerrMsg = "

With dlgprint

.DialogTitle = "Print"

.Showprinter

PrintForm

End With

End Sub

End With

With Adodc

.CommandType = adCmdText

.RecordSource = c heck_user

.Refresh

End With

With Adodc2.Recordset

If .AbsolutePosition =-1 Then

With frmGerror

.gerrMsg = "Unknown staff ID."

.Show vbModal

96
End With

txtNo.SetFocus

Exit Sub

End if

End

/////////////////////////////////////////////////////

////////////////////////////////////////////////////

Query = "select *from loan where staffno ="‟& txtNo.Text & ""&" oder by sn

desc"

With Adodc2

.CommandType = adCmdText

.RecordSource = query

.Refresh

End With

With Adodc2.Recordset

If .AdsolutePosition -1 Then

bal = !Balance

End If

If bal > 0 Then

With frmGerror

97
gerrMsg = "No new loan for you. You are still owing "& "NGN" &

FormatNumber(bal

2)

.gErrTitle = "Pay up first"

.Show vbModal

End With

txtNo.Text =""

txtNo.SetFocus

End

98
APPENDIX B

99
100
101
102
103
104
105
106
107