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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

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 Head Of Department ------------------------------External Examiner ---------------------------Date

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DEDICATION This project work is dedicated to God Almighty.

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.

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.

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.

LIST OF FIGURES/ TABLES Organogram: Information flow diagram Process Design System Design Program Flowchart Sample Report File Design Input Design Output Design Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Table 1 Table 2 Table 3

TABLE OF CONTENT Title page Approval page Dedication Acknowledgement Organization of work Abstract List of figures/ tables Table of content CHAPTER ONE: INTRODUCTION 1.1 1.1 1.2 1.3 1.4 Background/ Overview of the work Statement of problems Purpose of the study Significance of the study Aims and objectives 4 4 1 2 3 iv v vi vii viii i ii iii

1.5 1.6

Scope or Delimitation of study Limitations or constraints

5 6

CHAPTER TWO: REVIEW OF RELEVANT LITERATURE CHAPTER THREE: DESCRIPTION AND ANALYSIS OF THE EXISTING SYSTEM 3.1 3.2 3.3 3.4 3.4 3.6 3.7 Background analysis of the system Organogram Method of data collection Information flow diagram Input-Process-Output Analysis Problems of the existing system Justification for the new system 18 20 20 15 16 17 13 13 7

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CHAPTER FOUR: 4.1 4.2 4.3 4.4 4.5

DESIGN OF THE NEW SYSTEM 23 24 26 29 30

Design Standard used File specification and design (Input and output) Process Design System Design System requirements

CHAPTER FIVE: PROGRAM DESIGN AND IMPLEMENTATION 5.1 5.2 5.3 5.4 5.5 5.6 5.7 Program Flowchart Pseudo code Choice of programming language Code specification Code testing Cutover Process Full scale implementation 42 49 50 50 39 42 32 34

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5.8

Maintenance plan

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CHAPTER SIX: PROGRAM DOCUMENTATION 6.1 6.2 Software documentation User documentation 56 58

CHAPTER SEVEN: CONCLUSION, SUMMARY AND RECOMMENDATIONS 7.1 7.2 7.3 RECOMMENDATIONS SUMMARY CONCLUSION 64 65 66 67 68 69

REFERENCES BIBLIOGRAPHY APPENDICES

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

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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.

1.2

STATEMENT OF PROBLEM

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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.

1.3

PURPOSE OF STUDY

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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.

1. 6

SCOPE OF STUDY

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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. 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

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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 workers 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.

1.9

DEFINITION OF TERMS

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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. INFORMATION: This is data that have been processed, interpreted and understood by the recipient of the message or report.

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

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with unique feedback and tracking tools. REPORT: This is the results and use case studies to shine the spotlight on success.

CHAPTER TWO

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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 employees 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 its 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 process and organizations guidelines. With this procedures correctly followed, an

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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 softwares 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.

Each employee has a specific job to accomplish that is often defined by a job description. In responsible organizations, a performance development planning process

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defines the work of the employee and the organizations expectations for the employees 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. 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

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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 monthly salary fund

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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 Formation of division staff list

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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 YOU? HOW CAN EMPLOYEE TRAINING TRACKING SYSTEM BENEFIT

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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 individuals 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: Its 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 doesnt 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

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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

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

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effective use. The data/information processed is stored in the file for subsequent use. OUTPUT ANALYSIS This involves the resultant documentation generated after processing of data/information supplied to the system. The output here can be: i. ii. Printed employee card. 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

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

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

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It helps to reduce ghost worker syndrome to the barest minimum. 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 1 2 3

Filed Name Month/year Staff name Staff number

Field Type Alphanumeric Alphanumeric Numeric

Field Width 12 25 15

Field Decimal -

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4 5 6 7 8 9 10 11 12

Grade level Account number Department Basic salary Allowances Deduction Name of bank Net arrears Net salary

Alphanumeric Alphanumeric Alphabetic Currency Currency Currency Alphabet Currency Currency

10 15 25 10 10 10 30 10 10

2 2 2 2 2 2 2

Table 1: File design

INPUT SPECIFICATION AND DESIGN The input specification determines the nature of output and the mode of storage.

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The input specification includes: Month Basic salary Allowances (mean subsidy, utilities, transport, housing, deduction arrears) Deduction (tax, union dues, insurance dues, staff number).

INPUT DESIGN Staff Information Name: Department: Staff number: Grade: Basic salary: xxx xxx xxx xxx xxx Allowance Meal subsidy Utilities Transport Housing xxx xxx xxx xxx Deductions Tax xxx Individual xxx Insurance xxx dues

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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 Date/month Department Staff number Basic salary Total allowance Total deductions

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Name of bank/account number Net salary Staff grade level Arrears etc

OUTPUT DESIGN Staff Information Name: Department: Staff number: Grade: Basic salary: Salary arrears: Net salary: xxx xxx xxx xxx xxx xxx xxx Allowance Meal subsidy Utilities Transport Housing xxx xxx xxx xxx Deductions Tax Individual Insurance dues xxx xxx xxx

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Name of bank: Account number:

xxx xxx

Table 3: Output design

4.2

PROCESS DESIGN (PROCEDURE CHART)

Fig3: Process design

4.4

SYSTEM DESIGN (SYSTEM FLOWCHART)

COMPUTER COMPUTER STAFF EARNINGS DATA ENTRY ALLOWANCE 51

Fig4: System design

4.5

SYSTEM REQUIREMENTS

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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 Operating system (O/S): Ms Windows 2000 Language: visual basic Antivirus: Norton

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4.6

PROGRAM FLOWCHART

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Fig5: PROGRAM FLOWCHART

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4.7 5 10

PSEUDOCODE START OPEN THE PROGRAM

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15 25 30 35 40 42 43 45 50 51 52 53

MAIN PROGRAM WITH MENUS CLICK ON MENUS IF MENUS IS STAFF THEN DISPLAY STAFF FORM FILL THE FORM SUBMIT THE FORM FILL MORE FORMS, YES GOTO 35 ELSEIF MENUS IS ALLOWANCE THEN DISPLAY ALLOWANCE FORM FILL THE FORM SUBMIT THE FORM FILL MORE FORMS, YES GOTO 50

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60 65 66 67 68 75 80 85 88 90 95 100

ELSEIF MENUS IS DEDUCTION THEN DISPLAY DEDUCTION PAGE FILL THE FORM SUBMIT THE FORM FILL MORE FORMS, YES GOTO 65 ELSEIF MENUS IS BASIC SALARY THEN DISPLAY SALARY FORM FILL THE FORM PROCESS THE FORM SUBMIT THE FORM REPLY DISPLAY PRINT REPORT

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105 110 115 120 125

FILL MORE FORM, YES GOTO 80 ELSE GOTO 15 STOP

4.8

CHOICE OF PROGRAMMING LANGUAGE 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.

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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

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

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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. 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

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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. PROGRAM ID: AUTHOR: PURPOSE: EMPLOYEE TRAINING TRACKING SYSTEM UGWOKE LOVETH 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)

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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

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

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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 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. 2. 3. 4.

Consistency of personnel auditing standard Fast discharge of auditing responsibilities Accuracy of computations Exercise man-hour requirement of the system

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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, 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

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REFERENCES Adam D. R, and Wager (2001). Computer Information System Adewoye R. O (2003). Handling Employee. Blans M, and Jackson P. (2005). York: Free Press. Bukam J. O (2000). Data Processing Macmillan Education Ltd. London 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. Effective Employer Communication New

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