AUTOMATED CIVIL SERVICE EMPLOYEE RECORD MANAGEMENT SYSTEM

CHAPTER ONE

INTRODUCTION

Civil Service is the body of government officials who are employed in civil occupations that are neither political nor judicial. Civil Service refers to employees selected and promoted on the basis of a merit and seniority system, which may include examination. The Civil Service consists of people employed by the state to run the public service of a country. The civil service is a term used to cover these civil servants who are direct employees of the federal and state governments, other than the police, the armed forces personnel, tile judicial personnel and the teachers. Its usage excludes also employees of statutory corporations and boards.

According to Adebayo [1] the civil service comprises all servants of the state, other than those holding political appointments, who are employed in a civil capacity and whose remuneration is paid out of (money voted by the legislature. [2] sees the civil service as “the body of permanent officials appointed to assist the political executive in formulating and implementing governmental policies”. He also sees the second usage of the term as referring to “the ministries and departments within which specific aspects of government are carried out”. Though people often see the civil service and the public service as the same thing, they are technically, not the same. Public service as a term is broader in scope than civil service. Hence it includes not only those who work in the regular government ministries and departments but also statutory co-operations, boards and the armed forces. Hence [2] defines it as the totality of services that are organized under government authority. It can therefore be said that civil service is narrower in scope and excludes some government employees who are public servants.

The Civil Service is the administrative bureaucracy which occupies an essential position in the political system of nations. Throughout the world, the contributions of Civil Service in promoting sustainable and equitable economic growth are receiving increasing attention. Efficient and effective management of the Civil Service are critical to sustainable socio-economic development of a nation. It is very important that the records of employees in the civil service be computerized or stored electronically to aid easy management of employee records.

1.1 Theoretical Background

The technology used to implement the system is database technology. The interface used is Visual Basic 6.0. Below shows an example of how Visual Basic 6.0 code can be used to save civil service employee record to database

Private Sub Command2_Click()

‘code to save employee record

Adodc1.Recordset.Update

MsgBox “SAVED”

Adodc1.Recordset.MoveFirst

End Sub

Private Sub Command3_Click()

‘code to print form

On Error GoTo ab

Me.PrintForm

ab:

End Sub

Private Sub Command4_Click()

‘code to delete record

On Error GoTo ab

Adodc1.Recordset.Delete

ab:

End Sub

Private Sub Command5_Click()

‘code to close employee registration form

Unload Me

End Sub

Private Sub Command7_Click()

On Error GoTo ab

Adodc1.Recordset.MoveNext

ab:

End Sub

Private Sub Command8_Click()

On Error GoTo ab

Adodc1.Recordset.MovePrevious

ab:

End Sub

1.2 Statement of Problem

The following problems were identified:

Traditionally, paper records placed in a flat file is common place in the civil service commission, once they were physically filed, they begin to take up valuable office space.
This makes the management of employee records difficult.
It is time consuming for the record of employees to be easily captured and updated.
This management pattern makes it difficult to retrieve information when they are needed.
Valuable information that may be needed information may be lost due to the poor practice of dumping the files.
It is in view of this that this research study is conducted to design and implement an automated civil service employee record management system.

1.3 Aim and Objectives of the Study

The aim of the study is to develop an automated civil service employee record management system. The objectives of the study are;

To develop a workable employee record management system to capture employee records
To facilitate easy updating and management of employee records.
To aid quick searching and querying of employee records.
To enable the management of the civil service to quickly obtain reports about employees

1.4 Significance of the Project

The significance of the study are: a. It will provide a better means of managing employee records in the civil service commission. b. It will facilitate the capturing of employee information so that it will be easy to manage. c. The report of any employee can be called up by entering the ID number of the employee. d. The research study will also be significant to other scholars and researchers seeking for valuable information on the subject of employee record management system and electronic record management as it contains professional accounts of electronic record keeping practice and management in developed countries.

1.5 Scope of the Study

This study covers automated civil service employee record management system, a case study of civil service commission, Uyo.

1.6 Organization of the Research

This research work is organized into five chapters. Chapter one is concerned with the introduction of the research study and it presents the preliminaries, theoretical background, statement of the problem, aim and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.

Chapter two focuses on the literature review, the contributions of other scholars on the subject matter is discussed.

Chapter three is concerned with the system analysis and design. It presents the research methodology used in the development of the system, it analyzes the present system to identify the problems and provides information on the advantages and disadvantages of the proposed system. The system design is also presented in this chapter.

Chapter four presents the system implementation and documentation, the choice of programming language, analysis of modules, choice of programming language and system requirements for implementation.

Chapter five focuses on the summary, constraints of the study, conclusion and recommendations are provided in this chapter based on the study carried out.

1.7 Definition of Terms

Employee – A paid worker in an institution or organization, private or public.

Record – A collection of related fields. Also considered as an electronic file representing an entity.

Management – The organizing and controlling of the affairs of business.

Electronic Record – A digital record of information stored in a computer system or electronic storage device that can be accessed.

Back-up – A copy of computer data that is stored in another storage device sometimes in a different location.

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