1

DESIGN AND IMPLEMENTATION OF EMPLOYEE TRAINING TRACKING

SYSTEM

A CASE STUDY FIRST BANK ENUGU

BY

NWAOGU CHARLES I

IT/2007/082

A PROJECT REPORT PRESENTED TO THE DEPARTMENT OF COMPUTER

SCIENCE AND INFORMATION TECHNOLOGY, FACULTY OF NATURAL

SCIENCES; CARITAS UNIVERSITY, ENUGU STATE

IN PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE

BACHELOR OF SCIENCE (B.sc) IN INFORMATION TECHNOLOGY

JULY, 2011

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APPROVAL PAGE
This project has been approved for the department of computer science and
information technology caritas university
by

----------------------------------- ---------------------------
Dr. Arinze Steve Date
Project Supervisor

---------------------------------- ----------------------------
Dr. Arinze Steve Date
Head Of Department

------------------------------- ---------------------------
External Examiner Date

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DEDICATION

This project work is dedicated to God Almighty.

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ACKNOWLEDGEMENT

I hereby acknowledge the Almighty God for His infinite mercy and compassion

in carrying out this project work successfully.

This project work would not have been a reality without the assistance and

contributions of many people towards its successful completion.

First of all, my unreserved appreciation goes to my able supervisor and Head of

Department who does most play with his integrity, for his untiring efforts, continuous

supervision and superb instructions throughout this work. I also acknowledge my

external supervisor in a special way.

My heartful appreciation goes to the workers of First Bank Enugu who

contributed immensely in providing needed information for the research work.

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ORGANIZATION OF WORK

This project work is organized and grouped in seven chapters;

Chapter one: This chapter introduced the research, stated the problems, purpose for

which the research was set, aims, scope and limitations of the study.

Chapter two: This chapter reviews the related literature on the research.

Chapter three: This chapter describes and analyzes the existing system and finally states

the need for the new system like the input, output and design specification, file design,

system flowchart and requirements.

Chapter four: This chapter describes how the new system was designed, how it works

and what it needs or requires functioning or working. This also shows the

implementation of the new system with the written program, flowcharts and pseudo

codes.

Chapter Five: This chapter summarizes, concludes and recommends the research.

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ABSTRACT

This project entitled “EMPLOYEE TRAINING TRACKING SYSTEM” has been

designed towards improving the Management of Employee Information in the field

offices of First Bank. This project work expresses the issue of designing and

implementing an EMPLOYEE TRAINING TRACKING SYSTEM acknowledges over

the more tedious inefficient and true consuming manual system. This system encounters

the following problems. Late receipt of raw data each month, regular break down of the

accounting machine presently used for data processing, irregular power supply, in any

errors resulting from the manual methods of data processing and the office caused by

bulky files and constant complaints for errors from the workers. Consequently

EMPLOYEE TRAINING TRACKING SYSTEM when designed will take care of the

above problems.

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LIST OF FIGURES/ TABLES

Organogram: Figure 1

Information flow diagram Figure 2

Process Design Figure 3

System Design Figure 4

Program Flowchart Figure 5

Sample Report Figure 6

File Design Table 1

Input Design Table 2

Output Design Table 3

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TABLE OF CONTENT

Title page i

Approval page ii

Dedication iii

Acknowledgement iv

Organization of work v

Abstract vi

List of figures/ tables vii

Table of content viii

CHAPTER ONE: INTRODUCTION

1.1 Background/ Overview of the work 1

1.1 Statement of problems 2

1.2 Purpose of the study 3

1.3 Significance of the study 4

1.4 Aims and objectives 4

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1.5 Scope or Delimitation of study 5

1.6 Limitations or constraints 6

CHAPTER TWO:

REVIEW OF RELEVANT LITERATURE 7

CHAPTER THREE:

DESCRIPTION AND ANALYSIS OF THE

EXISTING SYSTEM 13

3.1 Background analysis of the system 13

3.2 Organogram 15

3.3 Method of data collection 16

3.4 Information flow diagram 17

3.4 Input-Process-Output Analysis 18

3.6 Problems of the existing system 20

3.7 Justification for the new system 20

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CHAPTER FOUR: DESIGN OF THE NEW SYSTEM

4.1 Design Standard used 23

4.2 File specification and design (Input and output) 24

4.3 Process Design 26

4.4 System Design 29

4.5 System requirements 30

CHAPTER FIVE: PROGRAM DESIGN AND

IMPLEMENTATION 32

5.1 Program Flowchart 34

5.2 Pseudo code 39

5.3 Choice of programming language 42

5.4 Code specification 42

5.5 Code testing 49

5.6 Cutover Process 50

5.7 Full scale implementation 50

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5.8 Maintenance plan 51

CHAPTER SIX: PROGRAM DOCUMENTATION

6.1 Software documentation 56

6.2 User documentation 58

CHAPTER SEVEN: CONCLUSION, SUMMARY

AND RECOMMENDATIONS

7.1 RECOMMENDATIONS 64

7.2 SUMMARY 65

7.3 CONCLUSION 66

REFERENCES 67

BIBLIOGRAPHY 68

APPENDICES 69

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CHAPTER ONE

1.0 INTRODUCTION

The role information technology has played in various fields of human

Endeavour cannot be over emphasized. Most sections of humanity, like banking

industries, auto mobile industries e.t.c have experience the influence of information

technology.

From the word “Training”, it is expected that the workers should learn both

practical and theoretical aspect of work, based on the industry and the department he

belongs.

Employee training tracking experience is designed to prepare workers in an

organization to be able to handle some of the equipment and machinery that may not be

available in the various institutions of higher learning.

Computerized employee training tracking system is a powerful database program

that records all the data of workers undergoing employee training. A computer database

is a structured collection of records or data that is stored in a computer system. A

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database relies upon software to organize the storage of data. In other words, the

software models the database structure in what are known as database model (or data

models).

1.1 BACKGROUND/OVERVEIW OF THE WORK

Every organization whether big or small does have some strength of employees.

They play important role in determining the success level of a company. Therefore

businesses that are serious about proper workforce management should use

EMPLOYEE TRAINING TRACKING SYSTEM. Here employee management

software is used that does the work of assembling, managing and organizing the valid

information about the employees of a company. Every business do face some or the

other employee management problems that needs to be solved.

EMPLOYEE TRAINING TRACKING SYSTEM can help you detect your

organization's future management needs and likewise alterations in the working can be

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made for extended productivity. At the time of performance appraisal the records kept of

employee's performance would give fair results. This software executes many different

types of functions.

It gives the chance of encouraging good teamwork among the workforce. Many

companies can be found on internet that offers state-of-the-art employee management

software that can be easily installed in the computer system.

It also reduces management costs thus increasing profit percentage and lessened

burdens on the company's funds. EMS is very flexible and can adjust in any company's

frame of working.

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1.2 STATEMENT OF PROBLEM

Over the years, manual method of processing civil service has been used. This method

has its problems. It has been proven to be very ineffective and inefficient. The need

arises for the development of employee training tracking program owing to the

problems listed below:

 The difficulties people face in keeping information/data using large files.

 Unwillingness attitude of some staff when dealing with data/information.

 The job of preparing salary payment in annually is tedious causes delay.

 Fragile nature of information/data.

 Difficulties people encountered when searching for given information.

 Time wasted in searching for information on packed files.

 Time wasted in sorting files.

 Difficulties in recording the actual punctuality of some staff.

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1.3 PURPOSE OF STUDY

The main purpose of this study is to put to an end the difficulties people encountered

during storage of data/information. This is actualized by designing an EMPLOYEE

TRAINING TRACKING SYSTEM which is user friendly and interactive. By the time

this software is designed and implemented, the difficulties encountered with manual

method of keeping information will be eliminated.

1.4 SIGNIFICANCE OF STUDY

With the growth in information technology, the study offers numerous values both to the

religious group and to any organization that deals with data/information.

Huge files kept in the offices will no longer be there because information will be

stored on the computer with the help of the EMPLOYEE TRAINING TRACKING

SYSTEM. It will help to keep a comprehensive record of employee training.

Because of the easy to use nature of the EMPLOYEE TRAINING TRACKING

SYSTEM, any organization can easily buy it to make use of them.

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1.5 AIMS AND OBJECTIVES

The study aims at designing EMPLOYEE TRAINING TRACKING SYSTEM that

will help to eliminate instances, delay and frauds associated with manual calculation of

workers’ salaries and entitlements. Other objectives are:

 To stop or eliminate the difficulties people face with manual method of storage.

 To eliminated unwillingness and nonchalant attitude of some staff that deal with

information in an organization.

 To easy the work associated with manual method.

 To eliminate the error involved with the manual storage of data/information.

 To save the time wasted when searching or sorting through employee training

tracking record.

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1. 6 SCOPE OF STUDY

This project work is narrowed to first bank and her workers. It deals with the

designing of a computerized employee training tracking system. The program will help

workers get information concerning their employee training tracking.

1.7 LIMITATIONS OR CONSTRAINTS

In the process of carrying out this research work, some factors tried to hinder the

free flow of work. These factors include

 Time: Time factors in the sense that the semester was short and as a result

combining this work with studies was tedious.

 Finance: Finances were rather on the lean side and as a result it affected the

carrying out the research in that monetary commitment was needed for going to

the case study, photocopying document, browsing e.t.c.

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 Lukewarm attitude of the staff: The staff of the payroll department was rather

hostile and aggressive owing to the fact that the felt of this activity is

computerized they might lose their jobs to the computer.

 Flowchart: It is a pictorial representation of information in data processing by

means of symbols and interconnecting linking the generations.

 Transport Allowance: This is the allowance given to a staff for his transportation

to work.

1.8 ASSUMPTION OF STUDY

One of the major assumptions made in this project work is that manual methods

of processing and storing worker’s information are ineffective, time wasting, prone to

with the level of development of information technology, there is a serious demand to

join this trend of information technology.

It is also assumed that employee training tracking system motivate the staffs to

work more with easy.

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1.9 DEFINITION OF TERMS

 COMPUTER: A computer is a programmable machine designed to

sequentially and automatically carry out a sequence of arithmetic or logical

operations.

 CLIENT: A client is an application or system that accesses a remote service

on another computer, known as a SERVER, by way of a network.

 DATA: Data is information in a form suitable for use with a computer. It is

also expressed as unprocessed fact.

 DATABASE: A database is an organized collection of data for one or more

uses, typically in digital form. The data is typically organized to model a

certain aspect of reality, an application, in a way that the views reflected by

such a collection can help to follow and manage these aspect/application.

 HARDWARE: Hardware can be defined as the physical artifacts of a

technology. It can also mean the physical components of a computer system.

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 INFORMATION: This is data that have been processed, interpreted and

understood by the recipient of the message or report.

 INTERNET: This is a collection of computer networks that operate to

common standards and enable the computes and the program they run to

communicate directly.

 SOFTWARE: This is a logically written program that hardware uses to

perform its operation.

 SYSTEM: This is the collection of hardware, software, data, information,

procedure and people.

 COMMUNICATION: This is used to inform your employee the importance

of flexibility.

 EDUCATE: This educate employees by putting your guidelines request forms

and instructions.

 TRAIN: This involves training employee to be able to review request and

make business-based decision.

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 TRACK: This involves keeping track of users in flexible work arrangement

with unique feedback and tracking tools.

 REPORT: This is the results and use case studies to shine the spotlight on

success.

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CHAPTER TWO

2.0 LITERATURE REVIEW

In this chapter, attention will be focused on the review of the related literature.

This shall include the definition of employee training tracking system, its benefit,

advantages, other types of tracking system and overview of employee training tracking

system in Nigeria.

Employee training tracking system is software that will help in tracking the

necessary work to be carried out by an employee. This is a way in which this

organization keep track of employee’s input towards the growth of the organization,

skill acquisition, completion of a task assigned to an employee, and automatically create

a report, solution identification and document change for the growth of the organization.

Employee training tracking system will work amazingly well when it’s well

managed. That means communicating to managers and staff the importance of

flexibility as a business strategy. This also implies training employee to understand your

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process and organization’s guidelines. With this procedures correctly followed, an

evaluated outcome will emerge and a favorable rules works for everyone.

Tracking system is a system used to monitor set of individual or things and a

particular geographical area. Tracking system can go a long way to ensure that every

individual subject is well monitored.

Employee training tracking system helps manage and control role-based training

requirements and employee competencies. The software’s flexibility allows you to

create and deploy a variety of simple or extensive training courses requiring users to

learn their duties and demonstrate proficiency. Employee training tracking system can

be deployed as a standalone system to control all types of training or integrated with

employee training documents to automatically task affected trainee when required other

documents change.

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Each employee has a specific job to accomplish that is often defined by a job

description. In responsible organizations, a performance development planning process

defines the work of the employee and the organization’s expectation’s for the

employee’s performance.

An employee works within a functional area or department such as marketing or

Human Resources. An employee has a boss, the person he or she reports to and takes

direction from, usually a manager or supervisor. The employee has a work station or

office in which he or she accomplishes the job. The employer supplies the employee

with the tools and equipment necessary to perform work such as a computer, telephone,

and supplies.

In forward thinking organizations, the employee receives frequent performance

feedback from the employer, rewards and recognition, and a reasonable benefits

package. Although most employment relationships are at-will, the employee who

performs the job successfully is likely, although not guaranteed, to keep the job.

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Dr. Abubakar Bukola Saraki said; “the proposed civil service reform in the state is

a must in order to reposition as well as give standard to the system”. The governor who

stated this while speaking with journalists in Ilorin during an interactive session to mark

the end of his 45th years birthday anniversary also noted that the civil service has a

standard which should be maintained at all times to be able to serve the people well.

William (2000), the list of staff is an administrative document which reflects

organizational chart and the list of posts. The staff list describes sizes of official rates,

extra charges and bonuses existing in the given organization with reference to concrete

posts. Absence of the staff list in the company can be treated as infringement of the

labor legislation. Public services pay attention to presence of the staff list which is one

of obligatory documents for confirming correctness of insurance payments. In general,

there are several steps when gathering necessary information for staff list creating:

 regular staff list

 official rates and extra charges

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 monthly salary fund

Companies use staff management systems to create a solution for registering and

adding employees’ in common internal database. The systems allow building a staff list

to manage appointments, enrolment quits, payments, etc. They are intended for

calculation of the salary and personnel records at the company. The staff management

systems allow not only to automate salary calculation, but also to organize registration

of employees and promotions. Flexibility of such system enables to implement any

approach to the decision of these issues and to receive any reporting documents. VIP

Task Manager is staff management system based on client/server technology. The

software assists to organize personnel records, create staff list and manage resources.

Powerful functionality of VIP Task Manager gives the following benefits in staff

management:

 Adding and changing hierarchy of company divisions

 Conducting directory of job positions

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 Formation of division staff list

 Reviewing the staff list as one division, and together with subordinates to it

divisions

 Maintaining a hierarchical structure of posts in the staff list

 Reviewing history of change of the staff list

 Creating detailed reports on the staff list in the form of MS Excel and HTML

documents

 Building and printing out charts

This employee training tracking system will help manage and control role-based

training requirements and employee competencies. The software will allow you to

create and deploy a variety of simply or extensive training courses requiring users to

learn their duties and demonstrate proficiency. The software can be deployed as a

standalone system to control all types of training.

2.1 HOW CAN EMPLOYEE TRAINING TRACKING SYSTEM BENEFIT

YOU?

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 It supports a distributed model that requires trainee participation.

 It continually performs gap analyses between required and completed training

for all trainees.

 It automatically assigns training tasks based on the gap analysis.

 This allows trainees to view their training tasks and training records as part of

their day-to-day activities.

 It automates incident reporting, solution identification and document change.

 This provides reporting of real-time data based on current status of all training

task.

 It simply automates incident reporting, solution identification, and document

change.

Employee training tracking system has number of work it could be used for, the

function of this software would not only be for training employee but also to track

the level of performance, participation and punctuation been carried out on an

individual. With the above, I will say that Employee training tracking system has

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lots of benefit it will render to a company of which (First Bank of Nigeria is my

case study). With recent innovation which is about to be implemented in order to

scrap the old system of tracking employee training in the organization.

2.2 BENEFITS OF EMPLOYEE TRAINING TRACKING SYSTEM:

 It helps minimize the risk of non compliance or non conformance.

 It ensures “audit/inspection readiness” all the time.

 It connects people, data, and quality sub-systems in an enterprise wide

environment

 It track and evaluate training completion to improve product quality and

compliance.

 It eases the pain of validation by offering complete protocols, toolkits and

consulting services.

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2.3 TRACKING SYSTEM

Tracking system is any device used in observing of persons or objects on the

move and supplying a timely ordered sequence of respective location data to a

model.

2.4 TYPES OF TRACKING SYSTEM

 Cell Phone Tracking Device

 Vehicle Tracking Device

 Car Tracking Device

 GPS Tracking Watches

 CELL PHONE TRACKING DEVICE: A cell phone can be used to

track an individual’s movements. All a cell phone needs is a signal from a

cell phone tower and to be turned on for it to be one of the most powerful

tracking devices on the market. The way it works depends on your cell

phone make and on the provider that you use, but you can summarize how

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each works by bringing up the principle of TRILATERATION. How this

works is that the cell phone does some fancy math to determine its location

based upon the known location of either a cell phone or a GPS satellite,

telling the mobile phone exactly where it is at any given moment in time.

 VEHICLE TRACKING DEVICE: These are really commercial grade

trackers that offer a whole host of important fleet management features for

businesses and corporation. Some of the better devices can do much more

than simply track the movement of a vehicle. They are:

 Give directions to a driver, marking routing and other business

related activities much easier and much more efficient.

 Cute an idling engine that has been running too long.

 Turn off vehicle lights that have been left on by a driver.

 CAR TRACKING DEVICE: It’s very similar to vehicle tracking

devices, car tracking devices are used to track a car or vehicle but they

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often lack some of the functionality that the more commercial grade

vehicle tracker might have for example, a car tracker usually doesn’t have

the ability to lock and unlock doors, cut the engine or notify a driver if

they are idling too long.

 GPS TRACKING SYSTEM: A GPS watch is exactly what it sounds like

a watch that has all the functionality of a GPS device. When you take a

look at it, there are two main types of GPS tracking watches and each has

a corresponding use. Is great for athletes who want to take their training to

the next level.

Employee training tracking system totally eradicates your filing cabinets full of

paper application and e-mail accounts filled with resume spam. This system is about to

be created to enhance accuracy, proficiency, evaluation of data and proper acquisition of

skill issued to employee.

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CHAPTER THREE

3.0 RESEARCH METHODOLOGY/ SYSTEM ANALYSIS

WHAT IS SYSTEM ANALYSIS

System: This is anything that is made up of several units which are interrelated and

these units’ works towards achieving a specific objective.

Analysis: This involves the deep investigation to the components and how they

interact with one another.

System analysis is a dedicated study of finding out the problems of an existing

system to produce either good or bad results. It is also the process of studying an

existing system to determine how it works and how it meets user needs

This chapter deals with the analysis of the existing systems. It is important to

give account of how the existing system looks like before thinking on how to design the

new system. In this chapter the problem association with the staff payroll accounting

system of the First Bank will be analyzed and presented.

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3.1 BACKGROUND ANALYSIS OF THE SYSTEM

The existing system was designed to meet up with the following needs and objective.

 To be timely generating staff salary computations

 To be easy to apply and use

 To enable the management of the First Bank consider some vital decision.

 To produce accurate results of payroll

 To enable control of fraud in establishment

3.2 WHY TRACKING TRAINING?

Implementing and tracking employee training is a sound business practice that

allows companies to know that employees are competent to perform specific tasks and

are properly trained to do so. Without this fundamental information, organizations risk

producing products with poor quality, which in turn create higher cost due to

inefficiencies, scrap and rework. Ultimately, these companies can fail from financial

losses due to systemic failure or legal repercussion.

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3.3 ORGANOGRAM
COMMISSIONER 1 DEPUTY
COMMISSIONER
CHAIRMAN
DIR. ADMINISTRATION
11 COMMISSIONER 111

DEPUTY DIR. ADMINISTRATION DEPUTY DIR. ADMINISTRATION

ASSIST. DIR ADMINISTRATION

STATION ADMIN.OFFICER
CHIEF ADMIN. OFFICER ASSIST. DIR ADMINISTRATION

PERMANENT
DIRECTOR SECREATRY
OF ADMINISTRATION

CHIEF EXEC. OFFICER GENERAL DUTIES

CHIEF ACCOUNT ASSIST

SNR. EXEC.OFFICER GENERAL DUTIES

PRINCIPAL E. OFFICER GENERAL DUTIES

EXECUTIVE OFFICES GENERAL

PRINCIPAL E. SEC. OFFICER ACCOUNTS

MESSANGERS
SENIOR EXEC.
Fig1: Organogram SENIOR
OFFICER
EXECUTIVES
SECURITY

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3.4 METHOD OF DATA COLLECTION

In the course of this study, information was acquired through two sources, and

this was done to gather information and necessary data about the existing system, so as

to adopt a way of designing the new system. This source includes:

 PRIMARY SOURCE: - This is the type of data collected from the main source

of such information. This method of data collection includes:

 Personal interview

 Questionnaires and

 Observations.

 SECONDARY SOURCE: -This is a type of data collected from already made

material or documents or from an eye-witness. It can also be called indirect

source. This may include journals, internet, magazine, textbooks and even

referencing written documents.

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3.5 ANALYSIS OF THE EXISTING SYSTEM

The existing system in First Bank is manual method. Documents for new employee are

issued and documents are kept on cabinets. The documents are processed but at a very

low speed balance it is manual and its prone to errors. The issue of security on data are

not assured they as well occupy space.

Since, the existence of this system, this has been difficult to efectively manage the

database of the employee from a central database, simply because file are heaped in

different departments.

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3.6 Information flow diagram

CHAIRMAN
CLERKS

COMMISIONER

MESANGERS
PERMANENT SECRETARY

DIRECTOR OF ADMINISTRATION

SECURITY
EXECUTIVE OFFICERS

Fig2: Information flow diagram

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3.6 INPUT-PROCESS-OUTPUT ANALYSIS

INPUT ANALYSIS

This deals with the process used to feed data to the system for processing. Here

the inputs to the system are through:

 General Form

 Individual Form

 General Form: This is a form that contains different fields of data to be

issued to an employee, pertaining his biography, basic salary, and other

allowances.

 Individual Form: This form captures every information about that

individual. It contains his/her name, age, marital status, address e.t.c.

PROCESS ANALYSIS

Once the inputs are collected, the obtained data are processed properly for

effective use. The data/information processed is stored in the file for subsequent use.

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OUTPUT ANALYSIS

This involves the resultant documentation generated after processing of

data/information supplied to the system. The output here can be:

i. Printed employee card.

ii. Stored data/information

3.6 RESEARCH METHODOLOGY

A research methodology in a systematic programming approach of well defined

procedure that should be followed in carrying out a thorough research project. An

adequately suitable methodology would ensure a very detailed research work and ensure

a higher degree of accuracy and efficiency is adopted. The research methodology used

helps to ensure that a thorough study of the present system is effectively carried out,

thus helping the project research team to completely understand the modus operandi of

the present existing system so as to know how the new system should be structured and

the functionalities needed in it to address the seemingly, existing problems discovered.

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This helps to know if there should be a total overhauling of the existing system or if

only improvements should be made.

Hence, after duly considering the above reasons, the structured Systems Analysis and

Design Methodology (SSADM) is adopted. Due to this fact, there is importance of

carrying out a thorough, adequate and completely comprehensive evaluation of the

existing system with a view to identifying its strengths and weaknesses

3.7 PROBLEMS OF THE EXISTING SYSTEM

There are some problems associated with the existing system i.e. the manual method

of preparation for workers data/information in the state. First Bank Enugu. These

problems include.

 The processing speed of data manually is low and prone to errors

 So many files, papers, drawers, filing cabinet are employed. They occupy space

and makes data transfer cumbersome.

 Timely processing and information about salaries and allowances is not assured.

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 It takes reasonable long time to produce monthly pay-slips.

 There are no adequate security measures employed in any manual system of data

processing and storage.

 Lack of a central database that is directly accessible by staff and management in

decision making procedures.

 Lack of oversight in areas of allocation of appropriate jobs.

3.8 JUSTIFICATION FOR THE NEW SYSTEM

The new system is computerized but it make up with the demand of current day

problem.

 It is easy to use and has flexibility in operation

 It makes storage and retrieval of payroll entries easy and timely

 It does not stress the user of the system

 It reduces management expenses

 It helps to reduce ghost worker syndrome to the barest minimum.

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CHAPTER FOUR

4.0 SYSTEM DESIGN AND IMPLEMENTATION

System design can be well understood, there is need to review the concept of a

system. A system is an organized collection of elements that work together to

accomplish an objective. It consists of interesting parts operates together to achieve

some purpose on objectives. It consists of interacting parts operates together to achieve

some purpose or objectives. Each system is composed of subsystems, each sub-system

being delineated by the boundaries. The interactions and interconnections between the

subsystems are termed interfaces. Interfaces occur at the boundary and take the form of

input and output. The software design is being in stores inside the system, which

interacts with the hardware components.

Exchanges of system are solar system, accounting system, information system,

data processing system, computer system and so on. The system is made up of two

units and output. It receives input, transforms it and produces output. It should be

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noted that before a system is designed investigation are properly carried out and facts

collected are analyzed and recorded.

4.1 DESIGN STANDARD USED

Having considered the old system, the design of the new system was being

prepared on paper. This involves a segmental designing method applied to the structure

for the new system. The design standard is individual modules like Employee name,

employee number, sex, age, marital status, address, utility allowance, rent subsidy, meal,

leave, water subsidy and total amount that make up the program.

4.2 FILE SPECIFICATION AND DESIGN (INPUT AND OUTPUT)

File design

Field N0 Filed Name Field Type Field Width Field Decimal

1 Month/year Alphanumeric 12 -
2 Staff name Alphanumeric 25 -
3 Staff number Numeric 15 -
4 Grade level Alphanumeric 10 -

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5 Account number Alphanumeric 15 2

6 Department Alphabetic 25 2
7 Basic salary Currency 10 2
8 Allowances Currency 10 -
9 Deduction Currency 10 2
10 Name of bank Alphabet 30 2
11 Net arrears Currency 10 2
12 Net salary Currency 10 2

Table 1: File design

INPUT SPECIFICATION AND DESIGN

The input specification determines the nature of output and the mode of storage.

The input specification includes:

 Month

 Basic salary

 Allowances (mean subsidy, utilities, transport, housing, deduction arrears)

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 Deduction (tax, union dues, insurance dues, staff number).

INPUT DESIGN

Staff Information Allowance Deductions

Name: xxx Meal subsidy xxx Tax xxx
Department: xxx Utilities xxx Individual xxx
Staff number: xxx Transport xxx Insurance dues xxx
Grade: xxx Housing xxx
Basic salary: xxx
Salary arrears: xxx

Table 2: Input design

OUTPUT SPECIFICATION AND DESIGN

The output specification of the Civil service process depends on a number of factors

which arise from the particular subject under study here, the First Bank Enugu is our

care study. Their pay-rolling is based on computation of a staff basic salary, allowances

and deductions to get the net salary. The output specification include

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 Date/month

 Department

 Staff number

 Basic salary

 Total allowance

 Total deductions

 Name of bank/account number

 Net salary

 Staff grade level

 Arrears etc

OUTPUT DESIGN

Staff Information Allowance Deductions

Name: xxx Meal subsidy xxx Tax xxx

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Department: xxx Utilities xxx Individual xxx

Staff number: xxx Transport xxx Insurance dues xxx
Grade: xxx Housing xxx
Basic salary: xxx
Salary arrears: xxx
Net salary: xxx
Name of bank: xxx
Account number: xxx

Table 3: Output design

4.2 PROCESS DESIGN (PROCEDURE CHART)

KEYBOARD ACCOUNTING MACHINE

INPUT DATA OUTPUT DATA

BANKING STORAGE DATA MACHINE OPERATOR

Fig3: Process design

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4.4 SYSTEM DESIGN (SYSTEM FLOWCHART)

CIVIL
SERVICE

DATA ENTRY

COMPUTER
ALLOWANCE

COMPUTER STAFF EARNINGS

STAFF SALARY FILE

COMPUTER STAFF
EARNINGS

STAFF
PAYSLIP

Fig4: System design

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4.5 SYSTEM REQUIREMENTS

For effective utilization of the system the following software and hardware

requirement are needed.

HARDWARE REQUIREMENT

The hardware requirement for the usage of this system includes components such as:

 Model 600mm Intel

 Storage 40 GB HDD

 Memory 128MB

 Display 5 VG Colour monitor

 Drive CD Rom, Floppy disk drive

 Printer A laser printer

 Uninterrupted Power Supply (UPS)

SOFTWARE REQUIREMENT

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Operating system (O/S): Ms Windows 2000

Language: visual basic

Antivirus: Norton

4.6 PROGRAM FLOWCHART

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YES ALLOWANCE
DISPLAY
DISPLAY
DISPLAY
START DEDUCTION
STAFF FORM
FORM
A
FORM
B

IS MENUS BASIC SALARY

DISPLAY BASIC SALARY FORM

MAIN PROGRAM WITH MENUS
D
C

IS MENUS STAFF

B E
IS MENUS ALLOWANCE

IS MENUS DEDUCTION
CLICK ON MENU

NO YES

FILL THE STAFF FORM

FILL MORE FORM
YES
Fig5: PROGRAM FLOWCHART
SUBMIT THE STAFF FORM

REPLY DISPLAY

NO
53

DISPLAY STAFF
FORM
A
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FILL THE ALLOWANCE FORM

SUBMIT THE ALLOWANCE FORM

YES REPLY DISPLAY

54

NO
FILL MORE FORM
DISPLAY ALLOWANCE FORM
A
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FILL THE DEDUCTION FORM

SUBMIT THE DEDUCTION FORM

YES REPLY DISPLAY

55
NO
FILL MORE FORM
DISPLAY DEDUCTION FORM
A
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FILL THE SALARY FORM

SUBMIT THE SALARY FORM

YES REPLY DISPLAY

56

FILL MORE
DISPLAY BASIC FORM
SALARY FORM
A
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NO

4.7 PSEUDOCODE

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5  START

10 OPEN THE PROGRAM

15 MAIN PROGRAM WITH MENUS

25 CLICK ON MENUS

30 IF MENUS IS STAFF THEN

35 DISPLAY STAFF FORM

40 FILL THE FORM

42 SUBMIT THE FORM

43 FILL MORE FORMS, YES GOTO 35

45 ELSEIF MENUS IS ALLOWANCE THEN

50 DISPLAY ALLOWANCE FORM

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51 FILL THE FORM

52 SUBMIT THE FORM

53 FILL MORE FORMS, YES GOTO 50

60 ELSEIF MENUS IS DEDUCTION THEN

65 DISPLAY DEDUCTION PAGE

66 FILL THE FORM

67 SUBMIT THE FORM

68 FILL MORE FORMS, YES GOTO 65

75 ELSEIF MENUS IS BASIC SALARY THEN

80 DISPLAY SALARY FORM

85 FILL THE FORM

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88 PROCESS THE FORM

90 SUBMIT THE FORM

95 REPLY DISPLAY

100 PRINT REPORT

105 FILL MORE FORM, YES

110 GOTO 80

115 ELSE

120 GOTO 15

125 STOP

4.8 CHOICE OF PROGRAMMING LANGUAGE

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The programming language used for this project work is Microsoft Visual Basic

6.0. This language is a window based program, it is also interactive and works with a

database package program.

4.9 CODE TESTING

This is the process by which the program code was tested. This is to ensure its

competence and to detect error in the input whenever they occur.

5.0 CUTOVER PROCESS

The old system is allowed to run in parallel with new system for sometimes. This

will enable the data in the old system to be transferred to the new system for the

effective operation of the new system.

5.1 FULL SCALE IMPLEMENTATION

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Implementation of EMPLOYEE TRAINING TRACKING SYSTEM will vary from

company to company, depending upon the situation, the targets, the company culture

and currently imbedded capabilities.

A full scale implementation is designed to meet the unique industry competitive

challenges and existing strength of your company. There is no ‘one size fits all’ in a full

scale implementation.

Because of the massive impact a project has like this, it is typical to roll it out in

phases to be sure the organization can digest the new approaches effectively.

5.2 MAINTENANCE PLAN

Maintenance plans create a workflow of the tasks required to make sure that your

database is optimized, is regularly backed up and is free of inconsistencies. The

following maintenance plan can be employed:

 Corrective maintenance: Reactive modification of a software product performed

after delivery to correct discovered problems.

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 Adaptive maintenance: Modification of a software product performed after

delivery to keep a software product usable in a changed or changing environment.

 Perfective maintenance: Modification of a software product after delivery to

improve performance.

5.3 PROGRAM DOCUMENTATION

Documentation gives a detailed report of all the information necessary to provide

the user with the understanding of the purpose and how to use the designed program for

the system to achieve its objectives. This help in carrying out further research and

improvement on the system, also comprehensive information about the new system.

In view of this, the documentation of this project is done in two sectors namely

Identification and User information.

5.4 SOFTWARE DOCUMENTATION

The identification entails the title of the project and concise statement of its function.

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PROGRAM ID: EMPLOYEE TRAINING TRACKING SYSTEM

AUTHOR: UGWOKE LOVETH

PURPOSE: To organize and manipulate information in EMPLOYEE

TRAINING TRACKING SYSTEM of First Bank Enugu.

Programming language: (visual Basic 6.0)

Operating system support: Window O/S (Window 98)

5.5 USER DOCUMENTATION

The application program is menu driven. The menu has option that guide the user in

every stem. To run effectively the follow step is to be taken. To begin the program.

 Boot the computer to window

 At the windows click the ‘start’ icon on the taskbar and select ‘run’

 Browse the disk that houses the application and select ‘payroll management

system’.

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CHAPTER FIVE

6.0 SUMMARY, RECOMMENDATION AND CONCLUSION

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6.1 RECOMMENDATIONS

Having analyzed data collected from interviewed and personal observations, the

following recommendation are hereby made:

 This Civil service system should be computerized. This involves among other

things, training of the payroll staff. The following data processing personnel are

essential; a system analyst, a programmer, operator and data clerks.

 Stand-by power generator should be made available because irregular power

supply has adverse effect on computer, and as well uninterrupted power supply

i.e. (UPS)

6.2 SUMMARY

A new computer system for Civil Service has been designed and implanted in this

project work. The exercise was carried out based on the operations of the

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auditing/personnel department of Enugu First Bank. Number of problems encountered

in the in the manual civil service process there by creating opportunity for.

1. Consistency of personnel auditing standard

2. Fast discharge of auditing responsibilities

3. Accuracy of computations

4. Exercise man-hour requirement of the system

5. Provision of easy adjustment when there is mistake

6.3 CONCLUSIONS

The Nigerian Public Service in general and Civil Service in particular has been

undergoing gradual and systematic reforms and restructuring since May 29, 1999 after

decades of military rule. The military governed Nigeria, between 1966 and 1979; and

between 1984 and 1999. The reforms, some of which will be highlighted in this work,

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are meant to meet the challenges of civil rule, democracy, good governance, and

globalization.

This Programme is thus timely and significant. In the first place, the

Federal First Bank (FCSC) is very much involved in the on-going Civil Service reforms

and restructuring processes in Nigeria. Secondly, the Programme will give the

opportunity to compare notes and exchange ideas with colleagues from other

Commonwealth countries on the growth and development of their respective public

Services, as well as the innovation they are bringing to bear on their Services

REFERENCES

Adam D. R, and Wager (2001). “Computer Information System”

Adewoye R. O (2003). “Handling Employee”.

Blans M, and Jackson P. (2005). “Effective Employer Communication” New York:

Free Press.

Bukam J. O (2000). “Data Processing” Macmillan Education Ltd. London

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Mark Johnson (1999). “Staff Management and Human Resources”.

Nwachukwu C. (2008). “Management Theory and Practical” African Publisher

Ltd.

Omolehinwa E.O (2003). “Fundamental of Cost Accounting”

Ugwu O. I (2004). “Management Information System Manual” Gostak Printing Ltd

Uwani, Enugu.

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