Personnel Management and Information System

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CHAPTER ONE
1.1 INTRODUCTION
In most organizations particularly business organizations, most of
what goes on consists largely of transactions. A transaction is a recorded
event having to do with routine business activities. This includes
everything concerning the product or service in which the organization is
engaged: production, distribution, sales, order and stock-taking. It also
includes the materials purchased, employees hired, taxes paid and so on.
Today in most organizations, the bulk of such transactions are recorded in
a computer-based information system.
Computer-based information systems are systems that tend to have
clearly defined inputs and outputs that enable and provide necessary
facilities for accurately and efficiently managing an organizational
process. It could be sales, order or record keeping of staff. Information
system is a collection of people, procedures, software, hardware and data.
Connectivity allows computers to connect and share information, thereby
greatly expanding the capability and usefulness of an information system.
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Computer-based information systems are meant to reduce the stress in
managing businesses or organizational procedures.
Management Information System (MIS) is one of the major types of
computer-based information systems. It uses the database of an
organization in producing well structured forms of reports.
1.2 BACKGROUND OF THE STUDY
The development of personnel management dates back to the period
of World War I around the year 1915 and more recently to the human
relations movement of 1935 1950.
In one of the studies of Elton mayor, he discovered that psychological
factors as well as social factors influence individuals at work rather than
physical factors.
Specific reasons for the development of personnel management include: -
(i) As a result of increasing influence of trade unions,
traditionally personnel administration took on the role of
pacifying the trade unions, so that management could be free
to run the companies without interference from employees.
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(ii) The formulation of minimum wages low costs and individual
legislations increased the need for a team of personnel specialties.
(iii) As the union became more sophisticated and powerful the
need for highly skilled individual relations should increase.
(iv) The increasing size of business, government and other
institutions brought new dimension into the profession of
personnel management. .
Traditionally, it was practiced in homes where the father is the head of
the family. It was he who planned what the family should do, the type of
farming, size and where to sell the harvested products. His wives and
children helped in the process, no external recruitment was involved, so
the more wives and children a man had, the more likely it was that the
family be well-of. The recent practices of personnel management in
Nigeria is tied up with history and development of the public services,
private companies and civil services.
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1.3 STATEMENT OF THE PROBLEMS.
The management of human resources has remained the most
complex aspect of many organizations. In fact, this had been the reason
why most management scientists in the research identified personnel
management as the backbone of any organization.
Following the problem in Nigeria National Petroleum Corporation,
there were cases were files get missing, cabinet gets jammed delaying the
presentation of certain information about the staff, destruction of files and
records in the case of fire outbreaks, time required to record as well as
presenting an Information and also the cost of purchasing files, paper and
furniture and fixtures.
Lack of effectiveness in their methods of record keeping, further
compounds the problem.
1.4 OBJECTIVES OF THE STUDY
The objectives of this project work include;
Timely and quality output to managers for decision making
Providing specific type of output according to specified input
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It also aims at providing a well secure database management system
Most importantly, this project work aims at eliminating the problems
encountered in the manual system of personnel management
operations by the use of this computerized Personnel Management
System software.
1.5 JUSTIFICATION OF THE STUDY
This work could be useful for personnel managers or officers in an
organization as well as those involved in research work on personnel
management. However, this research work would let us know that the
success of an organization largely depends on the assessment and
appraisal of individuals and company employees potential, performance
and how well the organization can strive to equip all its workers.
Hence, this research work will be of immense assistance to the
organizational environment because personnel will be able to find the best
solution to the various personnel problems as the computerized personnel
management information system software will play a very big role in
removing the stress in record keeping.
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There are many other advantages, and some of them are listed below.
It saves a lot of time in processing personnel information.
Database access is fast, reliable and secure in term of
authorized access using data encryption and decryption.
Transactions are secured (login page).
It helps in reducing the costs of labour, fixtures and stationary
(Paper, files, pens, marker and so on.
1.6 SCOPE OF THE STUDY
This research work will concentrate on staff employment form
which includes the name, sex, location in fact information about the staff,
performance assessment, retirement and handling of some queries like;
updating staff record, deleting staff record and searching for staff
information via Rank, Department or ID as the case may be. It is a case
study of Nigeria Petroleum Corporation Lagos.
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1.7 LIMITATIONS OF THE STUDY
Due to time constraint, finance and confidentiality of information,
program developed covers all aspect of employment, assessment and
retirement. What ever is left out is as a result of the stated limitations.
1.8 ASSUMPTION OF THE STUDY
During the process of data collection, information relating to
personal management was obtained from Nigeria National Petroleum
Corporation Lagos. The information was collected from the admin staff
during the course of my industrial attachment. Hence, it is assumed that
all the data collected are correct and contains no false information.
1.9 DEFINITION OF TERMS/ VARIABLES
Personnel: It is a department in an organization that deals with
employees records, hiring or retirement.
Management: It is the co-ordination of all the resources of an
organization through the process of planning,
organization, directing and controlling.
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Public sector: The industries and services that are owned and
run by the government.
Private sector: The industries and services that are owned and
run by private companies.
System: A method or set of procedures even personnel working
together as a whole to achieve a goal.
Data: Numbers, Text or image which is in the form suitable for
storage in or processing by a computer, or an incomplete
information.
Information: A meaning full material derived from computer
data by organizing it and Interpreting it in a
specified way.
Input: Data entered into a computer for storage or processing.
Output: Information produced from a computer after processing.
Information System: A set of interrelated components that
collect (or retrieve), process, store and
distribute information to support decision
making and control in an organization.
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CHAPTER TWO
REVIEW OF RELATED LITERATURE
2.1 DEFINITION OF PERSONNEL MANAGEMENT AND
INFORMATION SYSTEM
There are abundant definitions of personnel management, personnel
management is the planning, organizing, directing and controlling of the
procurement, development, compensation, integration, maintenance and
separation of human resources to the end that individual organization and
societal objectives are accomplished. Armstrong (2000), defines personnel
management thus;
(a) Personnel management is concerned with obtaining, developing and
motivating the human resources required by the organization to
achieve its objectives.
(b) Developing and organization structure and climate and involving
management style which will promote cooperation and commitment
throughout the organization.
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(c) Lastly ensuring that the organization meets its social and legal
responsibilities towards its employees with regard to the conditions of
employment.
In a book by Jamie and John (2007), Defined Personnel management
as part of management concerned with people at work, their positions and
their relations within a particular organization.
According to Unamka and Ewurum (1995), stated that personnel
management is the recruitment, selection, development and motivation of
human beings who work for a firm or corporation.
Microsoft Encarta (2008) defines personnel management as a part of
management concerned with people at work and their relations within a
firm. The main functions of the personnel manager usually include staff
recruitment, training, and welfare. The term personnel management is
somewhat misleading in that it is usually line managers who manage the
work force, while personnel managers provide a mainly supportive and
advisory service.
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Edward (2005) stated that the success of an organization depends on
the capacities and capabilities of its personnel. Unless an organization
devotes enough resources on the development of its human resource, it
would not get the required output from its personnel. An organizations
commitment to the development of human resource has to be reflected in
its policies, procedures, practices, customs and ideals.
2.2 INFORMATION SYSTEM
With cognizance to Buckingham (1998), An Information System
can be defined technically as a set of interrelated components that collect
(or retrieve), process, store and distribute information to support decision
making and control in an organization.
Basically an Information System handles the flow and maintenance of
Information that supports a business or some other operation. It contains
information about significant people, places and things within the
organization or in the environment surrounding it. Information is derived
from meaningful interpretation of data.
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A system which assembles, stores, processes, and delivers
information relevant to an organization (or to a society), in such a way
that the information is accessible and useful to those who wish to use it,
including managers, staff, clients and citizens. An information system is a
human activity (social) system, which may or may not involve the use of
computer systems. Also, in addition to supporting decision-making,
information systems help workers and managers to analyze complex
problems, to develop new products and to integrate the various modules
and departments. Moreover the 'transmission losses inter-departmental
communication are reduced considerably leading to better coordination
and improved transparency (information sharing) within the organization
as a whole.
2.3 FUNCTIONS OF INFORMATION SYSTEM
According to Laudon and Laudon (1991), Three activities provide
the information that organizations need. These activities are Input,
Processing and Output. 'Input' consists of acquisition of the 'raw data',
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which is transformed into more meaningful packets of 'Information' by
means of 'Processing'. The processed information now flows to the users
or activities also called as 'Output'. The shortcomings are analyzed and the
information is sent back to the appropriate members of the organization to
help them evaluate and refine the input. This is termed as 'feedback'.
Examples of 'Information Inputs' would be Transactions, events
which would undergo 'processing' in the form of sorting, listing, merging
and updating resulting in 'outputs' such as detailed reports, lists and
summaries. Another example would be in the manufacturing environment
with 'information inputs' such as design specs material requirements and
the SOPs (standard operating procedures). These would be 'processed' by
the information system by modeling and simulation techniques and would
result in standard production models along with the overall cost of the
production process which is calculated by the information system from the
knowledge base containing material costs, hourly labor costs and other
indirect costs; hence, almost totally eliminating a distinct costing function
in the scheme of things.
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2.3.1 Functions of an information system
FIG 2.1: Functions Of An Information System
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However an information system cannot just be broadly described as
an Input-Process-output mechanism in vacuum. It is required to provide
major organizational solutions to challenges and problems posed in the
business environment. Hence a manager needs to be not just computer-
literate but also have a good idea of the organizational structure and
functions as a whole. This concept is illustrated in FIG 2.1.
Also, at the heart of the issue, Information systems should not be
confused with information technology. They exist independent of each
other and irrespective of whether they are implemented well. Information
systems use computers (or Information Technology) as tools for the
storing and rapid processing of information leading to analysis, decision-
making and better coordination and control. Hence information
technology forms the basis of modern information systems.
2.4 TYPES OF INFORMATION SYSTEMS
According to Laudon (2003), the purpose of computer-based
information systems is to provide managers and various categories of

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employees with the appropriate kind of information to help them make
decisions. The six major types of information systems corresponding to
each organizational level (the four levels shown in figure above) are:
2.4.1 Types of Information system
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FIG 2.2: Types Of Information System
1. Transaction Processing Systems (TPS): serve the operational level of
an organization. It is a computer-based information system that keeps
track of the transactions needed to conduct business. It records day-to-day
transactions such as customer orders, bills, inventory levels, and
production output. It also helps to generate databases that act as the
foundation for the other information systems.
2. Knowledge work systems (KWS) is also known as Expert systems
(ES). Expert system is a set of interactive computer programs that help
users solve problems that would otherwise require the assistance of a
human expert. It is also known as knowledge based system (KBS).
3. Office automation systems (OAS) to serve the knowledge level of an
organization. It is a computer-based information system intended for
workers or employees of all levels which combines various technologies
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to reduce the manual labour required in operating in an efficient office
environment.
4. Decision-support system (DSS) is a computer-based information
system that provides a flexible tool for data analysis. It helps in predicting
changes that may influence the data in the future. It simply analyzes data.
It helps to analyze a wide range of problems, such as the effect of events
and trends outside an organization. Like the MIS, the DSS draws on the
detailed data of the transaction processing system.
5. Management information systems (MIS) serve the management level of
the organization. It is a computer-based information system that produces
standardized reports in a summarized structured form.
6. Executive support systems (ESS) serve the strategic level of an
organization. It is an easy-to-use system that presents information in a
very highly summarized form. It helps in developing strategic plans and
decision making. It is also known as executive information system.
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2.5 MANAGEMENT INFORMATION SYSTEM
According to George (2003),A management information system (MIS)
is a computer-based information system that produces standardized
reports in summarized structured form. It helps to support middle
managers. A management information system can also be defined as a
computer-based information system that uses data recorded by a
transaction processing system (TPS) as input into programs that produce
routine reports as output. A MIS differ from a transaction processing
system in a significant way. Whereas a transaction processing system
creates databases, a MIS requires databases. Indeed, an MIS can draw
from the databases of several departments. Thus, a MIS requires a
database management system (DBMS) that integrates the database of the
different departments. Middle managers need summary data often drawn
from across different functional areas.
Inputs consist of processed transaction data such as bills, orders, and
paychecks, plus other internal data. Outputs consist of summarized,
structured reports; budget summaries, production schedules e.t.c. A MIS
is intended principally to assist middle managers specifically to help
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them with tactical decisions. It enables them to spot trends and get an
overview of current business activities. Managers at this level usually
receive information in the form of several kinds of reports:
I. Summary reports
II. Exception reports
III. Periodic reports
IV. Demand reports
Summary reports show totals and trends. An example would be report
showing
total sales by office, by product and by salesperson, as well as total
overall sales.
Exception reports show out-of-the-ordinary data. An example would
be an inventory
report listing only those items of which fewer than 10 are in stock.
Periodic reports are produced on a regular schedule. Such daily,
weekly, monthly,
quarterly, or annual reports may contain sales figures, income
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statements, or balance sheets. They are usually produced on paper,
such as computer printouts.
Demand reports produce information in response to an unscheduled
demand.
A director of finance might order a demand credit background report
on an unknown customer who wants to place a larger order. Demand
reports are often produced on a terminal or microcomputer screen, rather
than on paper.
Management information systems produce reports that are
predetermined. That is, they follow an already defined format and always
show the same kinds of content.
2.6 ORIGIN OF PERSONNEL MANAGEMENT
Personnel management originated from our forefathers and was a
practice in home where by the father is the head of the family. It was he
who planned what the family should do, the type of farming, size and
where to sell the harvested product. His wives and children helped in the
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process no external recruitment was involved, so the more wives and
children a man had, the more likely it was that the family be well off. The
history of personnel management is short in one sense, but long in
another. modern personnel management dates back only to the 1940s,
personnel problems requiring managerial attention date back to the time of
the industrial revolution but it is relatively new in Nigeria (Cole 1997
personnel management theory and practice).
2.7 OBJECTIVES OF PERSONNEL MANAGEMENT
According to Agwu (1999), the objectives of Personnel
Management are: -
(i) To satisfy the individuals that is patronizing the organization.
(ii) To make an effective contribution to the achievement of the
objectives of the organization.
(iii) To make an effective contribution to the fulfillment of its
social responsibilities to the objectives of personnel and
means of achieving them depends on the type and
size of the organization, the environment in which it operates
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and the style with which it operates.
There are no absolute principles and practices. This solely
depends on the organization involved and their set out rules.
2.8 FUNCTIONS OF PERSONNEL MANAGEMENT
Unamka and Ewurum (1995), listed the functions of personnel
management to include: -
(i) Employment which involves manpower planning, recruitment,
selection and placement of staff.
(ii) Training and development.
(iii) Wages administration and
(iv) Disengagement
But basically the functions are almost or even the same with that stated
above which are;
1. Personnel, management is responsible for coordinating all recruitment
activities for the organization including development and processing of
qualified candidates to fill open positions.
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2. It also provide job motivation through the issuing of leave form,
promotion form, retirement form, etc to staff of the organization as at
when due.
3. It helps to boast staff performance through performance evaluation.
2.9 FACTORS AFFECTING PERSONNEL MANAGEMENT
Bachelor (1985), states that the factors affecting personnel
management is divided into two which are external and internal factors.
He says that these factors have affected the performance of staff and this
has given anxiety to personnel administrators in the public sector.
According to him, the external factors include: -
(i) Technological challenges
(ii) Government challenges and
(iii) Education challenges.
In the same vein, he gives the internal factors as: -
(i) Integration
(ii) Development and
(ii) Procurement.
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2.10 PROBLEMS OF PERSONNEL MANAGEMENT
Anyanwu (2003), gives the problems of personnel management as:-
(a) Shortage of qualified manpower
(b) Paucity of data.
(c) Attitude of workers
(d) Pressure from friends an relations
(e) Level of unemployment
2.11 SUGGESTED SOLUTIONS TO THE PERSONNEL
MANAGEMENT PROBLEMS.
In the application of solution to these existing problems and for
continued efficiency and effectiveness of the personnel in contemporary
work organizations, Anyanwu (2003), enumerates the following essential
points which he says should be strictly adhered to but with some degree of
flexibility to allow for:
Social change
Employment of qualified people

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Reduction of external pressure on personnel managers,
Commitment of workers to their job,
Training to up date their knowledge
Finally, provision of the necessary tools for work and other logistic
considered quite germane to productivity.
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CHAPTER THREE
METHODOLOGY AND ANALYSIS OF THE
EXISTING SYSTEM
3.1 GENERAL DESCRIPTION OF THE EXISTING SYSTEM
The existing system at Nigeria National Petroleum Corporation is a
manual method in which once a staff is employed, a file is created or
opened for him or her and of his/her credentials are documented manually
in the file. Hence the need for a file cabinet for the safe keeping of these
staff files arises as staff number increases. Manual search operation is
conducted on the file cabinet each time the management is looking for
particular staff information, so this method is prone to error, alteration and
there is the tendency of losing files as a result of theft, fire outbreak, or
even technical malfunction.
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3.2 FACT FINDING METHODS USED
There are two main sources of data collection in carrying out this
study, information was basically obtained from the two sources which are:
(a) Primary source
and
(b) Secondary source
3.2.1 Primary Source
Primary source refers to the sources of collecting original data in
which the researcher makes use of empirical approach such as personal
interview, questionnaires or observation.
In my research I used the interview method for my primary source
of Information, this is done by asking question from staff of the personnel
department in the organization and as well as other departments too. I also
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used a method of observation were I was attentive to all the activities of
the department, studying their activities and recording them down on daily
basis or as required.
3.2.2 Secondary Source
The need for the secondary sources of data for this kind of project
cannot be over emphasized. The secondary data were obtained by me
from magazines, Journal, newspapers, library source and most of the
information from the library research has been covered in my literature
review in the previous chapter of this project.
3.3 OBJECTIVES OF THE EXISTING SYSTEM
The objective of the existing system includes:
1. To keep record of all the staff of Nigeria National Petroleum
Corporation in a file.
2. Managing staff performance and promotion of staff.
3. Updating staff records when the need arises.
4. Checking the staff strength of the company.
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3.4 ORGANIZATIONAL STRUCTURE
GGM
General
Manager
Company Admin Chief Head of Chief Security

Secretary Manager Accountant Operation
Admin Staff PRO Engineers
FIG3.1: Organizational Structure

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3.5 INPUT ANALYSIS
The input to the system is the staff employment form. It contains
detail information of the staff. This forms the input to the system and it
contains:
STAFF ID
STAFF NAME .
SEX .
ADDRESS .
QUALIFICATION .
PHONE .
DATE OF BIRTH .
DATE.EMPLOYED .
DEPARTMENT .
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LEVEL .
FIG 3.2: Input Analysis Existing System
3.6 PROCESS ANALYSIS
The information gathered was processed into a more meaningful
format for entry into the files. The forms filled by company staff are
processed to produce a comprehensive report on the staff background,
performance etc.
3.7 OUTPUT ANALYSIS
The output from the system designed is generated from the system
inputs. More of the output generated is on staff information, performance,
etc. These reports can also be presented as hard copy.
3.8 INFOMATION FLOW DIAGRAM

GGM
GM
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ADMIN MANAGER
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FIG 3.3 : Information Flow Diagram
3.9 PROBLEMS OF THE EXISTING SYSTEM
Some of the problems identified in the present system include:
(a) The speed of processing data manually is low and prone to
errors.
(b) So many files, papers, drawers, filing cabinets are used.
These occupy space and makes data transfer cumbersome.
(c) There are no adequate security measures employed in any
manual system of data processing and storage. As a result
of this, some confidential files and documents could
consciously or unconsciously be exposed and these files
are not properly checked and restricted.
(d) Slow and inefficient database system which lacks cohesion.
(e) The lack of a central database that is directly accessible by
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staff and management in its decision-making procedures.
3.10 JUSTIFICATION FOR THE NEW SYSTEM
The new system will help to solve all the problems inherent in the
existing system. The justification for the new system includes:
Timely staff record registration.
Timely processing of employee information.
Error free processing of data.
It is inexpensive to administrators.
Transactions are secured (Authentication).
It is cost effective.
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CHAPTER FOUR
DESIGN AND IMPLEMENTATION OF THE NEW
SYSTEM
4.1 DESIGN STANDARD
The standard of the design includes:
1. Design an input format that will enable the user capture all the
necessary data on staff employment and assessment.
2. Structure a database system that will store all the information using
Microsoft access.
3. Design a well formatted output that will present information to
management in a meaningful format containing necessary
information.
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4. Employ a top-down methodology in the design to enable a central
control menu for accessing other sub systems.
4.2 OUTPUT SPECIFICATION AND DESIGN
The output design was based on the inputs. The report generated
gives a meaningful report to the management. The system designed
generates reports using the search operation which can be; (Search via
staff ID, By department or by Rank)
These outputs can be generated as softcopy or printed in hard copy.
4.3 INPUT DESIGN AND SPECIFICATION
Computer is designed in such a way that some times it is called
GIGO, denoting that what goes in is what comes out. The input forms are
designs generally based on the necessary data that needs to be entered into
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the system. The data are captured through the keyboard and stored on a
magnetic disk in an access database.
The new system is composed mainly of two input forms, they include:-
a) Staff recruitment form
b) Assessment form
4.3.1 Staff Employment Form
STAFF ID .
FULL NAME
RESIDENTIAL.ADDRESS
SEX .
DATE OF BIRTH
MARITAL STATUS
HEIGHT
ACADEMIC.QUALIFICATIONS
AGE
DATE RECRUITED
POST
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NEXT OF KIN
DEPARTMENT
BASIC SALARY
PHONE NO
E-MAIL
FIG 4.1 Staff Employment Form New System
4.3.2 Assessment Form
STAFF ID
NAME
DATE
ASSESSMENT.REPORT .
FIG 4.2 Assessment Form New System
4.4 FILE DESIGN
Files held in this project are made up of different data types. These
types are integer, character, double, date, etc. some of the files used are
designed and linked with database. Also in the project design, Microsoft
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access database was used. Below is the database specification for the files
used.
4.4.1 Structure For File Staff
FIELD NAME DATA TYPE SIZE
ID TEXT 20
NAME TEXT 40
ADDRESS TEXT 100
DATE OF BIRTH DATE\TIME 8
SEX TEXT 10
AGE LONG 4
STATUS TEXT 20
HEIGHT TEXT 10
DATE RECRUITED DATE\TIME 8
QUALIFICATION TEXT 50
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DEPARTMENT TEXT 50
RANK TEXT 30
NEXT OF KIN TEXT 50
REMARK TEXT 50
CONDITION TEXT 50
REASON TEXT 150
BASIC SALARY DOUBLE 8
TABLE 4.1 Structure for file staff
4.4.2 Structure For File Assessment
FIELD NAME DATA TYPE SIZE
ID TEXT 20
NAME TEXT 40
DATE DATE \ TIME 8
REPORT TEXT VARIABLE
TABLE 4.2: Structure for file Assessment
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4.5 PROCEDURE CHART / DESIGN
Interactive Section (PMIS)
Staff Update/Query Help Logout
Recruitment Update Software Properties
Promotion About Project

Delete
Assessment About The Software
Search
Retirement /
Expulsion Contact Us
Screen Saver Feed Back
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FIG 4.3: Top down design of Personnel management information system
4.6 SYSTEM FLOWCHART
Input Data -
Employment File
Input From the

Keyboard
Result To Screen
Control Processor
Unit
Output (Report)
Disk
Storage
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FIG 4.4: System Flowchart
4.7 SYSTEM REQUIREMENTS
The requirements needed to implement this system are as follows:
4.7.1 Hardware Requirements
The software designed needed the following hardware for an effective
operation of the newly designed system.
1. A system running on Pentium 2 or higher processor
2. The random access memory (ram) should be at least 512mb.
3. Enhanced keyboard.
4. At least 20 GB hard disk.
5. V.G.A or a colored monitor.
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4.7.2 Software Requirements
The software requirements includes:-
A window 98 or higher version for faster processing.
Microsoft access database (mdb)
Visual basic version 6.0.
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4.8 PROGRAM FLOWCHART
Start
Enter Password
No
Valid
Password?
Yes
Select Menu
Options
Option Staff? Yes

A
No
Yes Print
Option Report
? Reports
No
Yes
Option Search
? Search
Record
No
Stop
FIG 4.5: The Main Menu Flowchart
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CHAPTER FIVE
SUMMARY, CONCLUSION AND
RECOMMENDATIONS.
5.1 SUMMARY
In this project work, I present how personnel roles and functions are
administered in an organization. However, I also identified various
difficulties confronting an organization in realizing its target, aims or
objectives as well as making suggestions and recommendations to the
management in order to improve it system generally.
Once again, I have examined the concept of personnel management
and I feel that it would be of useful purpose to the readers, students of
management, managers of companies as well as administrative
practitioners. Hence, personnel management information software was
development to assist managers keep track of employees record.
5.2 CONCLUSION
The role of personnel management has become an integral part of
an establishment set up in Nigerian society. The results of this study

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coupled with the relative observation in similar organizations in this
country have shown an indication that personnel management, as oxygen
is to human lungs, is a function that cannot be under-estimated and over
rolled in any organization where efficiency of operation is a matter of
consideration. The workforce or manpower resource of an organization is
the most valuable asset and as such, this aspect of managerial role requires
urgent and special attention.
Therefore, for an organization to run effectively, it must have
adequate finance, and put some checks in place to cancel out problem of
delay, cost, technical malfunctions as stated in the problem this new
system will eradicate. And also the organization has to take care of its
employees in order that they could contribute their quotas towards
achieving individual and organizational goals.
5.3 RECOMMENDATIONS.
After a careful study of the computerization of personnel
management information and its various functions in an organization, the
following recommendations should be taken into consideration.
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Firstly, if people consider the various problems of personnel
management the wastages of organization human and material resources
should be kept to a practical minimum level. This is because we cannot
do without personnel management in any organization. Hence the need for
the implementation of this personnel management information software
developed in this project work.
Secondly, it is clear that there are many people who have inborn
capabilities for management. This is a natural trait, which could be better
off if the government can improve the appropriate training and techniques
for proper utilization of these traits to accomplish the original objectives.
Thirdly, the personnel department should be competent to advice on
the best and most modern techniques, technologies and practices to
provide a professional support and monitoring services in the area of this
study.
Lastly, Workers should be given their rights and there should be the
establishment of mutual co-operation between the employer and the
employees with view of eradicating conflicts problems of fatigue, lay-off
and improving the industrial harmony within the organization.
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Furthermore, the individual needs which become paramount for his
joining the organization, should always be given priority attention. This
will not only motivate him and increase his productivity but will also give
him brighter chances of better career prospects in the enterprise and at the
same time, self actualize himself.
49
50
BIBLIOGRAPHY
Agwu,A.A (1999). Functions and objectives of Personnel
Management. 2nd ed., Akwa: Optimum Publisher
Anyanwu, G. (2003). Review of Personnel Management, Management
System In Nigeria. Vol 4, Pg78
Barnes, J.G and Cumby, C.(2000). The Cost Of Quality In Service-
Oriented Companies, Making Better Customers Decision
Through Improved Cost Information. Vol 6, San Diego
Conference.
Bachelor, J. (1985). Management Information System, Daily Improvement
On Personnel Management. Vol 6, Pg44
Burkingham, H. (1998). Information system analysis.
California: Olive Publishers
Cole, W. (2001). Personnel Management Theory And
Practice. San Diego California: City Press
Edward, T.(2005). Preview Of Personnel Management
System, New York City: Geffen Publishing Company
50
51
Flippo, A.(2000). Personnel Management. London: Hallmark Press
George Wills (2003). Management Information System,.
London: Webster Publisher
Gronroos, C. (1990). Service management And Marketing,
Managing The Moments Of Truth In Service Competition.
Massachusetts/Toronto: Lexington Books.
Jamie, K. and John, G. (2007). Personnel Management And
Structure. New York City: New York Press
Laudon .J.P and Laudon K.C. (1991). Functions Of
Information System. London: Webster Publisher,.
Lucy, t. (2001). Management Information Systems. 1st ed., London: Dp
Publishers,
Microsoft Corporation (2004). Programmers Guide, Microsoft
Visual Basic Programming System For Windows, Version
6.0. New York City: Microsoft Press.
Microsoft Encarta (2008). Personnel Management. New York City:
Microsoft Corporation
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52
Mihir, B. and Phillip, R. (2005).Introduction To Modern
Management Information System. California USA: California Printing
Press
Unamka and Ewurum (1995). Personnel Management
Functions. Lagos State: Ekon Press
Vossen, G. (1999). Data Models, Database Languages
and Database Management Systems. New York city: Adison-Wesley
Publishing Company.
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APPENDICES
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APPENDIX A
WELCOME SCREEN
Picture 1:Welcome Screen
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APPENDIX B
INPUT FORM
Picture 2:Input Form
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56
ASSESSMENT FORM
Picture 3: Assessment form
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57
APPENDIX C
OUTPUT FORM
Picture 4:Output Form
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58
APPENDIX D
THE PROGRAM SOURCE CODES

Private Sub Command1_Click()
FrmMainMenu.Hide
Dim t As String
t = App.Path & "\images\no.jpg"
frmrecuitment.Picture1 = LoadPicture(t)
frmrecuitment.Show
frmrecuitment.cmddelete.Enabled = False
frmrecuitment.cmdupdate.Enabled = False
frmrecuitment.cmdsave.Enabled = True
FrmMainMenu.Hide
frmpromotion.cmbid.Clear
With frmrecuitment.memberdata
.DatabaseName = App.Path & "\Reportsheet.mdb"
.RecordSource = "select * from members"
.Refresh
.Recordset.MoveFirst
Do Until .Recordset.EOF
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59
frmpromotion.cmbid.AddItem .Recordset.Fields("id")
Recordset.MoveNext
Loop
End With
frmpromotion.Show vbModal
End Sub
FrmMainMenu.Hide
FormBhv.Show
End Sub
Frame2.Visible = True
txtid.Text = ""
frmrecuitment.cmdupdate.Enabled = True
frmrecuitment.cmdsave.Enabled = False
End Sub
txtid.Text = ""
frmrecuitment.cmddelete.Enabled = True
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End Sub
FrmMainMenu.Hide
frmquery.Show
End Sub
Private Sub CmdCls_Click()
If MsgBox("Do you want to quit this application?", vbYesNo) = vbYes
Then
MsgBox ("Thanks for using this application")
End
End If
End Sub
Private Sub Cmdsearch_Click()
On Error Resume Next
Dim t As String
t = App.Path & "\images\" + txtid.Text + ".jpg"
.Refresh
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If FrmMainMenu.txtid.Text = .Recordset.Fields("id") Then
frmrecuitment.Show
frmrecuitment.txtid.Text = .Recordset.Fields("id")
frmrecuitment.txtname.Text = .Recordset.Fields("name")
frmrecuitment.txtaddress.Text = .Recordset.Fields("address")
frmrecuitment.Combsex.Text = .Recordset.Fields("sex")
frmrecuitment.txtbirth.Text = .Recordset.Fields("date of birth")
frmrecuitment.txtage.Text = .Recordset.Fields("age")
frmrecuitment.Combstatus.Text = .Recordset.Fields("status")
frmrecuitment.txtheight.Text = .Recordset.Fields("height")
frmrecuitment.txtdate.Text = .Recordset.Fields("date recruited")
frmrecuitment.txtqaul.Text = .Recordset.Fields("qualification")
frmrecuitment.combdept.Text = .Recordset.Fields("department")
frmrecuitment.Combrank.Text = .Recordset.Fields("rank")
frmrecuitment.txtkin.Text = .Recordset.Fields("next of kin")
frmrecuitment.txtbasic.Text = .Recordset.Fields("basic salary")
frmrecuitment.txtphone.Text = .Recordset.Fields("phone")
frmrecuitment.txtemail.Text = .Recordset.Fields("email")
Frame1.Visible = False
Exit Do
End If
.Recordset.MoveNext
Loop
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End With
End Sub
FrmMainMenu.Hide
Dim t As String
frmrecuitment.Show
frmrecuitment.cmdsave.Enabled = True
End Sub
FrmMainMenu.Hide
FrmNnpc.Show
End Sub
FrmMainMenu.Hide
frmquery.Show
End Sub
MsgBox " You can contact us on cell using 08085632779, 01-76737738
or via E-mail nnpc@nnpcgroup.com "
End Sub
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FrmMainMenu.Hide
frmpromotion.cmbid.Clear
.Refresh
frmpromotion.cmbid.AddItem .Recordset.Fields("id")
.Recordset.MoveNext
Loop
End With
frmpromotion.Show vbModal
End Sub

FrmMainMenu.Hide
FormBhv.Show
End Sub
FrmMainMenu.Hide
frmretire.cmbid.Clear
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.Refresh
frmretire.cmbid.AddItem .Recordset.Fields("id")
.Recordset.MoveNext
Loop
End With
frmretire.Show
End Sub

txtid.Text = ""
frmrecuitment.cmdupdate.Enabled = True
End Sub
txtid.Text = ""
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frmrecuitment.cmddelete.Enabled = True
End Sub
CommonDialog1.ShowHelp
End Sub
FrmMainMenu.Hide
frmAbout.Show
End Sub
Private Sub Label4_Click()
Frame2.Visible = False
End Sub
Private Sub Timer1_Timer()
Label2 = Date
Label3 = Time
Label6.Move Label6.Left - 50
If (Label6.Left + Label6.Width) < 0 Then
Label6.Left = Me.ScaleWidth + 10
End If
End Sub
Private Sub Form_Click()
Form2.Show
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Unload ScreenSaver
End Sub
Private Sub Form_KeyPress(KeyAscii As Integer)
Form2.Show
Unload ScreenSaver
End Sub
If Image2.Visible = True Then
Image2.Visible = False
Else
Image2.Visible = True
End If
End Sub
Else
End If
End Sub
Else
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End If
End Sub
Private Sub cmdsave_Click()
.Refresh
If frmretire.cmbid.Text = .Recordset.Fields("id") Then GoTo 100
100 With frmretire.Data1

.RecordSource = "select * from Retirement"
.Refresh
.Recordset.AddNew
.Recordset.Fields("Date").Value = frmretire.Label7.Caption
.Recordset.Fields("ID").Value = frmretire.cmbid.Text
.Recordset.Fields("Name").Value = frmretire.txtname.Text
.Recordset.Fields("Condition").Value = frmretire.cmbcondition.Text
.Recordset.Fields("Reason").Value = frmretire.txtreason.Text
.Recordset.Update
MsgBox "Your Data Has Been Saved Successfully"

End With
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frmretire.cmbcondition.Text = ""
frmretire.txtreason.Text = ""
frmretire.txtname.Text = ""
frmretire.cmbid.Text = ""
Unload Me
20
FrmMainMenu.Show
End With
.RecordSource = "select * from Members"
.Refresh
If frmretire.cmbid.Text = .Recordset.Fields("ID").Value Then
.Recordset.Delete
End If
End With
End Sub
Label7.Caption = Date
End Sub
Private Sub cmdOK_Click()
Unload frmabt
End Sub
Private Sub cmdSysInfo_Click()
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MsgBox "Not Available at the moment"

End Sub
Private Sub cmdAdd1_Click()
cmdAdd1.Visible = False
Command5.Enabled = True
txtFields(1).Visible = True
cmdAdd1.Top = 4200
cmdSubmit1.Top = 4200
Command13.Top = 4200
Command5.Top = 4200
lblLabels(4).Visible = False
Label16.Visible = False
TxtPres.Visible = False
Text4.Visible = False
Text6.Visible = False
Label17.Enabled = False
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70
'For i = 2 To txtFields.UBound
txtFieldss.Enabled = True
txtFieldsf.Enabled = True
txtFields(6).Enabled = True
txtFieldss.Text = ""
txtFieldsf.Text = ""
txtFields(6).Text = ""
TxtPres.Text = ""
Text4.Clear
Label16.Caption = ""
Text6.Text = ""
'Next i
txtFields(1).Text = "P_" & Mid(e1.Caption, 10, 4)
txtFieldss.SetFocus
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cmdSubmit1.Visible = True
End Sub
List5.RemoveItem List5.ListIndex
End Sub
e1.Caption = Mid(e1.Caption, 1 + 1, Val(Len(e1.Caption) - 1)) &
Mid(e1.Caption, 1, 1)
End Sub
On Error Resume Next
List2.ListIndex = List1.ListIndex
End Sub
'Frame1.Top = Frame1.Top - 100
'If Frame1.Top <= 5760 Then
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'Timer3.Enabled = False
'End If
End Sub
Frame3.Left = Frame3.Left - 120
If Frame3.Left <= 3600 Then
Timer5.Enabled = True
Timer4.Enabled = False
End If
End Sub
Timer6.Enabled = True
End Sub
Frame3.Left = Frame3.Left + 100
If Frame3.Left >= 6600 Then
Text1.Text = ""
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Text2.Text = ""
Text1.Enabled = True
End If
End Sub
Label19.Caption = Time
End Sub
Label20.Caption = Date
End Sub
If Label21.Visible = True Then
Label21.Visible = False
Else
Label21.Visible = True
End If
End Sub
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Personnel Management and Information System

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Personnel Management and Information System

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1

In most organizations particularly business organizations, most of

what goes on consists largely of transactions. A transaction is a recorded

event having to do with routine business activities. This includes

everything concerning the product or service in which the organization is

engaged: production, distribution, sales, order and stock-taking. It also

Today in most organizations, the bulk of such transactions are recorded in

a computer-based information system.

Computer-based information systems are systems that tend to have

facilities for accurately and efficiently managing an organizational

process. It could be sales, order or record keeping of staff. Information

system is a collection of people, procedures, software, hardware and data.

Connectivity allows computers to connect and share information, thereby

greatly expanding the capability and usefulness of an information system.

Computer-based information systems are meant to reduce the stress in

managing businesses or organizational procedures.

Management Information System (MIS) is one of the major types of

computer-based information systems. It uses the database of an

organization in producing well structured forms of reports.

1.2 BACKGROUND OF THE STUDY

The development of personnel management dates back to the period

relations movement of 1935 1950.

In one of the studies of Elton mayor, he discovered that psychological

factors as well as social factors influence individuals at work rather than

Specific reasons for the development of personnel management include: -

(i) As a result of increasing influence of trade unions,

traditionally personnel administration took on the role of

pacifying the trade unions, so that management could be free

to run the companies without interference from employees.

(ii) The formulation of minimum wages low costs and individual

legislations increased the need for a team of personnel specialties.

(iii) As the union became more sophisticated and powerful the

need for highly skilled individual relations should increase.

(iv) The increasing size of business, government and other

institutions brought new dimension into the profession of

Traditionally, it was practiced in homes where the father is the head of

children helped in the process, no external recruitment was involved, so

family be well-of. The recent practices of personnel management in

Nigeria is tied up with history and development of the public services,

private companies and civil services.

1.3 STATEMENT OF THE PROBLEMS.

The management of human resources has remained the most

why most management scientists in the research identified personnel

management as the backbone of any organization.

Following the problem in Nigeria National Petroleum Corporation,

presentation of certain information about the staff, destruction of files and

records in the case of fire outbreaks, time required to record as well as

furniture and fixtures.

Lack of effectiveness in their methods of record keeping, further

compounds the problem.

1.4 OBJECTIVES OF THE STUDY

The objectives of this project work include;

Timely and quality output to managers for decision making

Providing specific type of output according to specified input

It also aims at providing a well secure database management system

Most importantly, this project work aims at eliminating the problems

encountered in the manual system of personnel management

operations by the use of this computerized Personnel Management

1.5 JUSTIFICATION OF THE STUDY

This work could be useful for personnel managers or officers in an

organization as well as those involved in research work on personnel

success of an organization largely depends on the assessment and

appraisal of individuals and company employees potential, performance

Hence, this research work will be of immense assistance to the