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Published on September 15, 2008

Author: tsedayf

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Personnel Record Management System for Addis Ababa Water and Sewerage Authority:  Personnel Record Management System for Addis Ababa Water and Sewerage Authority Prepared by: Biruk Megerssa Tseday Bizuayehu Yodit Assefa Chapter One Introduction:  Chapter One Introduction This project attempts to solve the problem of Personnel Management System of Addis Ababa Water and Sewerage Authority recording system that is entirely manual. The project includes the main works of the department, namely recruitment and placement, promotion and transfer, leaves, the administration of compensation, manpower development and training, discipline and procedures for grievance for warding as well as general matters related to personnel administration. Slide3:  Background information on the Authority is given. Related literature to the Authority is reviewed. Interview with the staff to get background information and to detect the main problems in relation to the Personnel Department are conducted. In general this project tries to solve the Personnel Department Management Record System problem by developing user friendly computerized information system. The project use Visual Basic Programming Language for the front end and Microsoft Access Application Software for the back end. Statement of the Problem:  Statement of the Problem Information is an essential tool for development in every sector. Every people equipped with information perform better than those who are not. Information systems have become crucial to the functioning of modern organization and businesses. Many organizations are using information systems technology to gain competitive advantages over their rivals. Computerization generally has a positive impact in bringing efficiency and effectiveness within the organization. That is, if any organization automates its information system, it will enable to render a prompt service to its customer, provide timely report for management for informed decisions, etc. Slide5:  Addis Ababa water and sewerage Authority is one of the governmental organization in the aim of providing water supply and sewage disposal to the residents of Addis Ababa, governmental, private as well as international organizations operating in the city. To accomplish these activities the organization needs skilled manpower. The information about these skilled manpower should be kept in a well organized and efficient manner. Therefore, automating the Personnel Record Management system benefits the organization by adding value to the manual recording system. Slide6:  Addis Ababa Water and Sewerage Authority Personnel Record Management system is fully manual. There is no an attempt to develop an automated system in order to make the system efficient and effective. Because of the manual system the department is exposed for the following major problems:- Since filing folders and the document itself are made up of papers, they are exposed to damage. Information retrieval is time consuming since most of the staffs have more than one file. Because of the tiresome manual recording system the files are exposed for misplacement. If one file is misplaced it is expected from the record staff to check every file from the beginning to the end. Slide7:  The manual filing system usually a means to expose the worker of the department for health problem because of the bad smell and the dust from the old paper. There is a problem in relation to preparing timely report because of the tiresome and time taking manual work. Since the record officer is only one and the system is known by only her if the officer is out of the office no one can handle it. Slide8:  When management needs personal files for promotion or demotion or training they should come and sit in the record office for security purpose. The record officer should stay there until they finish their work. It is tiresome and it leads for file misplacement and fraud. It is difficult for the record officer to check whether the files are misplace or not because she is busy by filling forms, arranging performance report files and staying with persons who are consulting personal files. Therefore, developing computerized information system for the AAWSA Personnel Administration Division is used to make the recording system effective and efficient and it helps for easily storage, retrieval and update of personnel information. Purpose of the System:  Purpose of the System The general purpose of the system is to develop a computerized information system for the Addis Ababa Water and Sewerage Authority Personnel Administration Division. Scope of the System:  Scope of the System This study mainly concerned with the Personnel Administration Division of the Addis Ababa Water and Sewerage Authority. It includes the main recording works of the department, namely recruitment and placement, procedures for promotion and transfer, leaves, the administration of compensation, manpower development and training, discipline and procedures for grievance for warding as well as general matters related to personnel administration. Slide11:  Because of time shortage the project does not include Human Resource Development Division, General Service Division, Engineering Department, Plan and Project Department, Finance Department, Material Management Department, Water Service Department, Sewerage Service Department, Equipment and Maintenance Department, Legal Service, Audit Service, Public Relation Service, Computer Information Service, Research & Innovation Service and Central Laboratory Service. Objectives of the System:  Objectives of the System This project of Personnel Administration Division system has the following general and specific objectives: General objective: The general objective of this project is to develop a new computer based information system for the Addis Ababa Water and Sewerage Authority Personnel Administration Division. Slide13:  Specific objectives: To achieve the above-mentioned general objective, we plan to conduct the following specific tasks. Accomplish the necessary and detailed study of a system for the implementation of personnel Record system. Problem identification on the existing system. Requirement analysis Design the new system To develop a Prototype To test the prototype Methodology:  Methodology Fact Finding Document analysis: - Policy, procedures, personnel formats and manuals are collected and reviewed. Interview: - It is another mechanism applied to know the whole structure and working conditions of the organization and specifically the personnel Administration Division. In addition to these interview is used to know the major problems related to personnel department existing recording system. Observation: - It is one mechanism applied to cross check information gained by interview and not covered by interview. Slide15:  Analysis and Design Tools This project use structured System Analysis and Design methodology. Because Simple tasks are usually much better accomplished through structured programming. Structured programming uses a "divide and conquer" metaphor. First pick out the major tasks that need to be accomplished and these tasks become modules. Within each task or module, identify components or building blocks and they become functions. This stepwise refinement allows a problem to be broken down into its component pieces, and (at least hopefully) cleanly converted to application code. Typically, this results in far less overhead for the machine to execute in order to solve a problem than an Object Oriented Programming solution requires to solve the same problem. This project use context diagram, Data flow diagram, decomposition diagrams, Decision Table, Decision tree, Structured English and Entity Relationship for logical and conceptual modeling. Slide16:  Implementation Tools For implementation purpose the project use Visual Basic Programming Language for front end and Microsoft Access Application Software for the back end. Feasibility Assessment:  Feasibility Assessment Developing a new computerized information system for Addis Ababa Water and Sewerage Authority personnel Administration Division has multi directional benefits. As to operational feasibility, developing a new system result in providing opportunity for the personnel Administration Division to get information on time about every permanent and temporary staffs and it facilitate the working environment for the workers by providing effective storage, retrieval and updating information. Slide18:  Technically, this new system is highly possible with the existing technology because of the already started and usage of MS offices in Addis Ababa Water and Sewerage Authority personnel department. With this infrastructure, it is possible to have a new system. Economically the new system have a cost saving advantage, since some activities related to personnel department can be centrally processed. It is not as such costly (from budget view) to implement the new system because of the existence of MS Office usage as already mentioned above. Chapter Two Overview of the Existing System:  Chapter Two Overview of the Existing System The Addis Ababa Water and Sewerage Authority is one of the institutions formed under the city administration and mandated for the supply of potable water and sewage disposal. Slide20:  After the withdrawal of the invading Italian force in 1942, a water service section was established under the Municipal service. With the development and expansion of the city and the continual growth of the population, the need for establishing an institution mandated for the supply of potable water and disposal of wastewater and sludge became an issue. After that, the Addis Ababa Water and Sewerage Authority (AAWSA) came in to existence as an autonomous body thirty-two years ago by order number 68/1971 issued on 26th February 1971. Objectives of the Addis Ababa Water and Sewerage Authority (AAWSA):  Objectives of the Addis Ababa Water and Sewerage Authority (AAWSA) The main objective of AAWSA are to: Supply safe adequate water; and Provide waste water and sludge disposal service The Authority has, within its jurisdiction and areas of service, exclusive right to install and operate water supply systems, wastewater/sewage disposal systems, and sludge treatment and disposal systems. Organizational Structure:  Organizational Structure The existing organizational structural of AAWSA leads the management of the Authority by a managing board headed by the president/chairperson of the Addis Ababa city administration. Members of the board are specified in the reestablishment proclamation and are constituted from concerned federal ministry, regional government and city administration officials. Slide23:  The board is directly, accountable to the city administrations executive committee. In addition to the government officials, two labor union representative are appointed by the employee of the utility. The day to day activities of the utility is managed by a general manager who is assisted by two Deputy General Managers. The Technical Deputy G.M is responsible for technical operations and maintenance issues while the Business Deputy G.M is responsible for administrative and customers related issues. Personnel Department:  Personnel Department The effectiveness and standard of efficiency of an organization depend, among other things, on the effectiveness of the policies, systems and procedures it adopts and promotes. The Addis Ababa Water and Sewerage Authority is committed to improving and strengthening all facets of its operation out of which personnel administration is only one area of concern. Objectives of Personnel Department:  Objectives of Personnel Department The objectives of personnel administration of AAWSA are:- Design and prepare short-medium-and long-term manpower plan and strategy of the Authority, and based on that prepare a manpower development program. Supply the various branches of the Authority with manpower in required quality and quantity. Establish sound manpower selection and recruitment procedure in line with the policies and objectives of the Authority. Establish and implement a sound slay administration policies and procedures and initiate and/or update the salary scale when and as deemed necessary. Slide26:  Establish and implement an improved performance evaluation and a general merit rating system. In addition to reward through promotion, salary increment, etc. the use of extra reward for outstanding performances should be encouraged and practiced. Undertake promotions and transfers in the best interests of both the Authority and its employees. Establish, administer and expand social support services within the policies and capabilities of the Authority to ensure the well-being of employees. Slide27:  Promote healthy and productive management-labor relationship in the Authority. Encourage and promote workers participation in recruitment, promotion and grievance settlement. Undertake personnel research/study relating to the Authority’s manpower utilization and productivity improvement within the context of personnel policy implementation of the Authority. Input Process and Output of the main functions of Personnel:  Input Process and Output of the main functions of Personnel Selection and Placement Promotion Transfer Training and Eduction Leave Annual Maternity Mourning Education Marriage Sick Disciplinary Measure Weakness of the Existing System:  Weakness of the Existing System Document analysis, interview and observation are conducted to study the existing system of Addis Ababa Water and Sewerage Authority Personnel Administration Division recording system. Based on the study the following weaknesses are identified: The division recording system is manual. Filing folders and the document itself are made up of papers that are easily expired and damaged. It is difficult to retrieve information immediately (it is time taking) when they are needed because of a large number of staffs and most of the staffs have more than one personal file. Slide30:  Because the organization changes its place more than two times the files consecutive numbers are disappeared. So it is difficult for fast retrieval. Because of the tiresome manual recording system the files are exposed for misplacement. If one file is misplaced it is expected from the record staff to check every file from the beginning to the end. The manual filing system usually a means to expose the worker of the department for health problem because of the bad smell and the dust from the old papers. Slide31:  The record officer of the personnel department is expected to arrange every staff’s performance report which comes every six month from branches because of the new policy. The reports are not come with the persons file number. So it requires registering, arranging and matching it with personal files. Since the record officer is only one and the system is known by only her if the officer is out of the office no one can handle it. There is redundancy of personal files. Because we can get the same files with the same information from branches. Slide32:  When management needs personal files for promotion or demotion or training they should come and sit in the record office for security purpose. The record officer should stay there until they finish their work. It is tiresome and it leads for file misplacement and fraud. It is difficult for the record officer to check whether the files are misplaced or not because she is busy by filling forms, arranging performance report files and staying with persons who are consulting personal files. Strengths of the Existing System:  Strengths of the Existing System From the document analysis, interview and observation, the recording system of the Addis Ababa Water and Sewerage Authority Personnel Division has no any Strength. Business Rule:  Business Rule As it is mentioned in the main Project Paper User Requirement:  User Requirement A needs analysis was undertaken to assess what users of AAWSA Personnel Administration system need. Through the analysis of the results it became clear that there were a number of different users – staffs of the personnel department, other department heads, management groups and board member - each with different concerns The department heads’ requirements concentrated on the concerns with the flexibility of the system, the re-usability of the content in the system and the information that the system could generate. Some examples of department heads’ requirements were: Flexibility for future information technology development Keep content in a reusable form Provide summary data on each staffs and item performance Slide36:  The management groups’ requirements concentrated on the concerns with the reliability, the extendibility and efficiency. Some examples of management groups’ requirements were: require minimal support in delivery be future-proof by using open standards be platform independent Slide37:  The Board members’ requirements concentrated on the concerns with the security of the system, and the integration of the reporting structure with software already in use. Some examples of Board members’ requirements were: keep personal information secure and confidential Be able to be integrated with staffs records System Requirement Functional Requirement:  System Requirement Functional Requirement For activities involved in the personnel administration of AAWSA, the functional requirements of the system are the following: Input Requirement Process Requirement Output Requirement Slide39:  In general the system has the following functional requirements:- This system handles the Personnel record activities like the process of recruitment (employee history) and placement; leave (updating), promotion, transfer, performance evaluation (result) and discipline measure (termination). Non-Functional Requirement:  Non-Functional Requirement The system include a user authorization procedure where users must identify themselves using a login name and password. Only users who are authorized in this way may access the system data. The new System service have an availability of 999/1000 or 99%. This is a reliability requirement which means that out of every 1000 requests for this service, 999 must be satisfied. Slide41:  The new System process a minimum of 8 transactions per second. This is a performance requirement. The system be developed for every kind of PCs. This is a portability requirement which affects the way in which the system designed The system users can use the information by only using their password. This is a security requirement which specifies that only authorized users must be used in the system. Slide42:  Management reports setting out the effort expended on each identified system component must be produced every six months A disaster recovery plan for the system development specified The organization’s data protection officer must certify that all data is maintained according to data protection legislation before the system is put into operation. Slide43:  First of all, the users should know the basic understanding of how to use computers especially windows environment. The interface should be user friendly and easy to navigate between pages, and the pages should let the user easily know where in the site they are. In addition, system development documents should also be properly documented for the purpose of future use. The system should have a performance that would meet the users’ expectation in meeting the goals of better outcomes. Slide44:  The components of the system have to be kept in a very secure place. Unauthorized access to the system and its data is not allowed The access permissions for system data may only be changed by the system’s data administrator All system data must be backed up every 24 hours and the backup copies stored in a secure location which is not in the same building as the system All external communications between the system’s and users must be through password. Slide45:  Well structured user manuals, informative error messages, help facilities and consistent interfaces enhance usability The system shall not permit operation unless the operator guard is in place The system shall not operate if the external temperature is below 4 degrees Celsius Chapter Three Conceptual Database Design of the New System:  Chapter Three Conceptual Database Design of the New System Process Modeling Context Data Flow Diagram Level 0 Data Flow Diagram Level 1 for Process 1.0 Level 4 for Process 4.0 Logic Modeling Administration Measure Decision Tree for Performance Evaluation Structured English for Transfer Condition Structured English for Termination of Contract of Employment Slide47:  Data Modeling Entity Type Strong Entity Employee Department Leave Weak Entity Dependant NextofKin Entity Description Employee :Is a person who is employed in the organization Department :Is a part of the organization which handles specific job Leave :Annual rest taken by the permanent employee Dependant :Is a person who has blood relationship with the employee NextofKin :Is a person who is responsible in favor the employee Slide48:  Entity Attribute Employee EmpID First Name Middle Name Last Name Address HouseNo SubCity Kebele TelephoneNo BirthDate Sex Citizenship Department DepaID DepaName Slide49:  Leave LeaveNo LeaveType StartDate EndDate Dependant DepID FirstName MiddleName LastName Address HouseNo SubCity Kebele TelephoneNo BirthDate Sex Relationship Slide50:  Leave YearlyBenefit Increment StartDate EndDate LeaveType Duration Remaining Year Dependant DepID Address HouseNo SubCity Kebele TelephoneNo BirthDate Sex Relationship Address HouseNo SubCity Kebele TelephoneNo Slide51:  NextofKin KinID FirstName MiddleName LastName Address HouseNo SubCity Kebele TelephoneNo BirthDate Sex Slide52:  Relationship Type Has Belongs to Slide53:  Entity with Primary Key and Foreign Key Employee Primary Key: EmpID Foreign Key: LeaveNo Department Primary Key: DeptNo Foreign Key: EmpID Leave Primary Key: LeaveNo Foreign Key: EmpID Dependant Primary Key: DepID, EmpID Foreign Key: EmpID NextofKin Primary Key: KinID, EmpID Foreign Key: EmpID Initial Entity Relationship Diagram:  Initial Entity Relationship Diagram Entity Relationship Diagram for Personnel Record Management System:  Entity Relationship Diagram for Personnel Record Management System Logical Database Design of the New System:  Logical Database Design of the New System Table Mapping Validate Model Using Normalization :  Validate Model Using Normalization First Normal Form Second Normal Form Third Normal Form Chapter Five Physical Database Design:  Chapter Five Physical Database Design Data Dictionary Employee Department Dependant Leave Next of Kin Slide59:  Hardware Implementation Detail For the hardware implementation the already started application software’s usage can used for the new system also and some additional mini computers will be purchased. In the new system the user can easily store, update and retrieve the data because at the needed time. Front End Design For the front end design we use Visual Basic Programming Language. The designs for each entity are as follows:- Slide60:  User Training For the user there will be a manual for suing the new database system appropriately. The manual should be always available in the Personnel Administration Division for users. For the already existing staffs some induction program about the new record management system. Because they are already familiar with the common application software’s. For the new comers there will be a training it may be like a class lecture or by arranging a short days workshop. Slide61:  Documentation In addition to save the database on the computer there will be additional backup system to protect the data from any accidental and malfunction act. In addition to these there will be antivirus and for the database users arranging password protection method and authorized access. Chapter Six System Implementation:  Chapter Six System Implementation Testing the prototype

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