Development of Staff Management Information System

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1.1 Overview A management information system (MIS) is a system that provides information needed to manage organizations effectively. Management information systems are regarded to be a subset of the overall internal controls procedures in an organization, which cover the application of people, documents, technologies, and procedures used by management accountants to solve business problems such as costing a product, service or a business-wide strategy.

Management information systems are distinct from regular information systems in that they are used to analyze other information systems applied in operational activities in the organization (Wikipedia, 2010). Academically, the term is commonly used to refer to the group of information management methods tied to the automation or support of human decision making, e.g. Decision Support Systems, Expert systems, and Executive information systems.

The importance of maintaining a consistent approach to the development, use, and review of Staff Management Information systems within the institution must be an ongoing concern of Human Resource Department. MIS should have a clearly defined framework of guidelines, policies or practices, standards, and procedures for the organization. These should be followed throughout the institution in the development, maintenance, and use of all MIS. MIS is viewed and used at many levels by management. It should be supportive of the institution’s longer term strategic goals and objectives.

To function effectively as an interacting, interrelated, and interdependent feedback tool for management and staff, MIS must be “useable.” The five elements of a useable MIS system are: timeliness, accuracy, consistency, completeness, and relevance. The usefulness of MIS is hindered whenever one or more of these elements is compromised (Management Information System, Comptroller’s handbook, 1995).

Timeliness: To simplify prompt decision making, an institution’s MIS should be capable of providing and distributing current information to appropriate users. Information systems should be designed to expedite reporting of information. The system should be able to quickly collect and edit data, summarize results, and be able to adjust and correct errors promptly.

Accuracy: A sound system of automated and manual internal controls must exist throughout all information systems processing activities. Information should receive appropriate editing, balancing, and internal control checks. A comprehensive internal and external audit program should be employed to ensure the adequacy of internal controls.

Consistency: To be reliable, data should be processed and compiled consistently and uniformly. Variations in how data is collected and reported can distort information and trend analysis. In addition, because data collection and reporting processes will change over time, management must establish sound procedures to allow for systems changes. These procedures should be well defined and documented, clearly communicated to appropriate employees, and should include an effective monitoring system.

Completeness: Decision makers need complete and pertinent information in a summarized form. Reports should be designed to eliminate clutter and voluminous detail, thereby avoiding “information overload.”

Relevance: Information provided to management must be relevant. Information that is inappropriate, unnecessary, or too detailed for effective decision making has no value. MIS must be appropriate to support the management level using it. The relevance and level of detail provided through MIS systems directly correlate to what is needed by the board of directors, executive management, departmental or area mid-level managers, etc. in the performance of their jobs.

A Human Resource Management System refers to the systems and processes at the intersection between human resource management (HRM) and information technology. It merges HRM as a discipline and in particular it’s basic HR activities and processes with the information technology field (Wikipedia, 2010). The function of Human Resources departments is generally administrative and common to all organizations. Organizations may have formalized selection, evaluation, and payroll processes. Efficient and effective management of “Human Capital” has progressed to an increasingly imperative and complex process.

The HR function consists of tracking existing employee data which traditionally includes personal histories, skills, capabilities, accomplishments and salary. To reduce the manual workload of these administrative activities, organizations began to electronically automate many of these processes by introducing specialized Human Resource Management Systems. HR executives rely on internal or external IT professionals to develop and maintain an integrated HRMS. Currently Human Resource Management Systems encompass: Payroll, Work Time, Benefits Administration, HR management Information system, Recruiting, Performance Record, and Employee Self-Service.

Bells university Human Resource department keeps record of staff in these categories: •On permanent appointment •On contract appointment •On sabbatical appointment This project seeks to design and develop an integrated staff management information system for Bells University Human Resource department. Ota, Ogun state.

1.2Statement of the Problem. The Human Resource department of Bells University is presently making use of the manual / file system approach in keeping staffs record and other computer programs such as Microsoft word and Microsoft Excel. From the personal interview that was carried out with one of the staff at the Human Resource department, there are still some problems and challenges faced in carrying out some operations some of which are managing the staffs’ record due to increase in staff population, difficulty in ease of retrieval of staff information, detecting ghost workers and updating staff information.

The use of file system approach also has its limitations such as: duplication of data, data dependency, slow development, high maintenance and fixed queries of staff records. This project therefore seeks to design and develop an integrated staff management information system that will allow easy update of staff information, ease of retrieval of staff information and easy detection of ghost workers.

1.3Research Justification Information is gathered around critical functions of management such as planning, organizing, staffing, controlling and communicating. Among these functions, MIS is closer to the controlling function as it provides feedback on organizational performance and helps in monitoring (CERIS-PAC Research training project, 2002). By its very nature, management information is designed to meet the unique needs of individual institutions.

As a result, MIS requirements will vary depending on the size and complexity of the operations. For example, systems suitable for community sized institutions will not necessarily be adequate for larger institutions. However, basic information needs or requirements are similar in all university tertiary institutions regardless of size. The efficient implementation of electronic staff record system is yet to be achieved in many institutions of which Bells university Human resource department is a typical example.

In some Human resource management departments where electronic staff record is implemented, the systems are dedicated to specific tasks leaving out some other important tasks. This project therefore seeks to design and develop an integrated staff management information system that will keep record of all the staffs in various categories, manage the staff records efficiently and effectively and ease of retrieval of staff information.

1.4 Research Objectives

The objective of this research work is to develop a staff management information system that will serve as a tool (a)To stress the importance of Management Information Systems in keeping records of staff of Bells university as provided by the Human resource department. (b)For storing and accessing staff information which at the same time replaces the paper staff record as the primary source of information for Human resource administrative requirements. (c)That facilitates easy update of staff records and information, ease of retrieval of staff information and easy detection of ghost workers.

1.5 Research Methodology (a)An extensive study of related literatures on Management Information System was carried out with a view of knowing the state of art of the application of the technology in Human Resource Management. (b)A study of conventional method of the existing system in Bells university Human resource department with view to determine the requirement for the Staff management information system. (c)Design the system using unified modeling language (UML) tool. (d)Implement the system design using VISUAL C++ as the front end and My SQL as the back end.

1.6Arrangement of thesis

This thesis is made up of five chapters: chapter one presents a general introduction, elucidating the concept of the research topic, problem definition, research objectives, justification and methodology as well as general arrangement of chapters in the thesis. Chapter two review previous works while chapter three describes the system analysis and design. Chapter four discusses the design implementation and analysis of the results while chapter five contains conclusion of the research report.

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