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COMPUTERIZATION OF STAFF RECORD (A CASE STUDY OF MANAGEMENT INFORMATION SYSTEM FEDERAL POLYTECHNIC NEKEDE OWERRI)

ABSTRACT

The present any activities requires better method of achieving goals and objectives. This is unlike the case of manual system used in staff record keeping which include student record, academic record and staff record. In other to improve in keeping staff record in Federal Polytechnic Nekede, this can be done by analyzing the manual method of staff record and nothing the disadvantages. For that reason project based on the essence of using computer in staff record keeping. From the research, it was gathered that with computer and software which develop using visual basic it eliminated waste of time in computation, redundancy of record and improved efficiency, reliability and timely processing of staff record. The above result ware achieve using structured system analysis and design methodology.

CHAPTER ONE

1.1 INTRODUCTION

Right from the outset, man is prone to keeping records, without record keeping, there couldn’t be effective management in administration. Due to the fact that man is forgetful, it is not easy to have everything on the brain although man has the tending to obtain much quality of information, and maintain that for a particular period of time after which the information may die down the idea of record keeping is necessary in all human endeavor. The early man used the ideology of stone in its manage of events and essentialities. The need of man started to increase, for example quart for education come up, there in records must be known, the total number of student in a school year of admission and all other vital information also in hospitals, business outfits and other organizations record must be kept, so that this could be easily b e referred to at any particular time when the need arise. The bone of contention is how could these records be easily accessed, due to the demand in the word thus relating it down to a problem. Such problems are putting down the information. Faster, retrieving those lay down information as fast as possible, arranging them and doing arithmetic operations, perfectly without much errors. It now come to mind of man to build a computer ( A computer is any device capable of accepting information through its input devices processing it and providing the result through its output device and can as well store it). The reason for the invention of computer is to alleviate human complex nature of problem by applying computer in solving those problems. Hence the researcher work looks at the application of computers to one of these problems, which is recorded keeping with reference to staff record in Federal Polytechnic Nekede Owerri.

1.2 HISTORY OF THE FEDERAL POLYTECHNIC NEKEDE

In federal polytechnic Nekede, the type of record kept include students record, academic record and staff record. This project work is going to be based one on of the records kept, staff record. In the above school, staff are categorized into senior and junior staff. The admission and welfare committee sees that the federal polytechnic Nekede are disciplined and staff promotion are taking care of. In the end of a complex problem on how best to keep records f the staff evolve. This could easily be solve if computerization is implemented. In Federal Polytechnic, right form the outset, the method of processing data is manually and mechanically. This study counter it aim at reducing the problem encountered in keeping record. This has led to the suggestion that record in Federal Polytechnic should be computerized.

1.3 ORGANIZATIONAL STRUCTURE

RECTOR:

This is the chief executive of the polytechnic; he is responsible to the governing council for the implementation of policies of the institution. He also coordinates the activities of the polytechnic through some principle officers and head of department.

DEPUTY RECTOR:

He is second to the rector. He takes over the running of the institution whenever the rector is no around as directed by the rector.

REGISTRAR

This is the head of administration. He is responsibly to the rector for daily administration of the polytechnic.

BURSAR:

This is the chief financial matter of the polytechnic 

STUDENT AFFAIR OFFICE

He or she over sees the general welfare of the students in outside the teaching blocks.

DIRECTOR OF MEDICAL SERVICES

Over sees the day to day running of the polytechnic medical center, he makes sure that the medical center is well equipped, so as to give treatment to staff and students who need medical attention

HEAD OF DEPARTMENT

They help to strengthen and maintain student’s lectures relationship. They also attend to students and lectures. They over sees the activities of their respective department unit.

CHIEF CIBRAIN

He or she helps for the smooth running of library by co-coordinating other staff works under.

1.4 PURPOSE OF THE STUDY

The aim of this project are channeled towards improving method of keeping staff record in the federal polytechnic Nekede. This goal can be realized throu9gh the following steps;

a. Analyzing the manual method of staff record and nothing the disadvantages.

b. Defining the data processing, comparing it with manual data processing, bringing out the advantages.

c. Finding out the best method of keeping staff record.

d. Benefit of computerization

The above objective will be achieved using different tools and techniques as will be seen in later chapters

1.5 STATEMENT OF PROBLEM

In the polytechnic Nekede, since staff record is kept manually, several problem has seen encountered which includes:

a. Delay in the processing of staff record

b. Lost of staff record sin transit

c. Human error in computation and duplication of a record

d. Wastage of paper materials

e. Inability to remove outdated records

This project is aim at bringing solution to these problem listed above by computerization of the staff record. This automatically changes from record keeping from manual to electronic method of data processing. A lot questions, which could be use evolved, are enumerated below.

a. What computer are all about

b. What extend will it fit the arrangement of staff records in federal polytechnic Nekede?

c. What damages will be bring about.

d. Why are the implementation of the new system or idea, would vividly provide answer to these outstanding question above.

1.6 SIGNIFICANE OF THE STUDY

There is a convincing hope that this project will solve most of the problems encounter by this institution in its staff record. Among the numerous important are

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