Automated Database System For Government Establishment

AUTOMATED DATABASE SYSTEM FOR GOVERNMENT
ESTABLISHMENT (A CASE STUDY OF PHCN)
1
ABSTRACT
The problem which always emanate from inadequate personnel
information maintenance and management has been a torn in the flesh of
the entire Nigerian society, Enugu state precisely. In other to proffer
solution to the existing problems, the project work researched into the
modus operandi of personnel database management system of Enugu state.
In the process of analysis of the existing system were detected,
carefully analyzed and possible solution to the problems were proffered in
the newly designed system.
The new system designed in this project work is computerized and it
works automatically; it addresses all the lapses that cause hindrance to the
existing system. It is timely accurate and very comprehensive in report
generation.
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TABLE OF CONTENTS
Title
Dedication
Certification
Acknowledgement
Abstract
Table of contents
CHAPTER ONE
2.1 Introduction
2.2 Statement of the problem
2.3 Purpose of study
2.4 Objective of study
2.5 Scope of the problem
2.6 Definition of terms
3
CHAPTER TWO
2.1 Literature review
CHAPTER THREE
3.1 Data
3.2 Data base
3.3 Analysis of the existing system
3.4 Method of data collection
3.5 Interview method
3.6 References to written text
3.7 Input analysis
3.8 Process analysis
3.9 Output process
3.9.1 Information flow diagram
3.9.2 Organisational chart
3.9.3 Problems of the existing system
3.10 Justification for new system
CHAPTER FOUR
4
4.1 System requirement
4.2 Manpower
4.3 The new system design
4.4 Output specification
4.5 Input specification
4.6 Design
4.7 File structure
CHAPTER five
5.1 CONCLUSION
5.2 RECOMMENDATION
5.3 REFERENCE
5
CHAPTER ONE
1.1 INTRODUCTION
As much as have to receive adequate welfare and entitlements
the personnel database must be maintain effectively. The personnel
database is the comprehensive information update of employees
under a particular employee at a particular time. The maintenance
and management of employee information has bee a big problem in
the Nigerian society workers denied of their primary and secondary
entitlements and the most sad aspect of inadequacy in the
maintenance of employee information is the erupt of ghost workers
syndrome, this has the greatest thing this laxity in personal database
system has caused in the society. The problem of promotion is also
on offspring of inadequate personnel database management; who to
promote when there is necessity for promotion is always the problem
faced by personnel officers in change of promotion exercise.
Workers have suffered a lot under this error of ignorance and
sheet wickedness in every activity work of life, the first thing to be
observed is always information about the staff involved. This helps
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to give out desired incentives for the works, to help them put in their
best in their work the non-payment of salary or in some cases, the
delay in payment of salary is always caused by the problems
associated with personnel database.
This work researched into the operational activities of existing
system of maintaining personnel database in Enugu state with a view
to detecting and solving the problems making it not to work out
smoothly.
1.2 STATEMENT OF THE PROBLEM
The problem caused by poor management and maintenance of
personnel database in Enugu state is numerous. The procrastination
in payment of workers salary is a work force badly. Because of the
fact that act information of worker s in the state is not known the
state faces the problem of how to provide incentives for its worker.
A lot of public money is been diverted into private purses due to the
problem of poor information management concerning personnel
records.
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1.3 PURPOSE OF STUDY
The main purpose of this study is to provide ever lasting
solution to the current problems facing the Enugu state personnel
database maintenance system through a well computerized design.
1.4 AIM/OBJECTIVES OF STUDY
The primary aim of this work is to make sure that personnel
database management system of Enugu State is to serve the citizen
better by producing a new computerized system that will tackle the
problems currently facing it.
The objectives include:
1. To create a system that will maintain workers records
randomly and give easy and tidy access to the stored record
for easy information retrieval.
2. To maintain a database that will support sorting and searching
of records automatically
3. To maintain an internecine database.
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1.5 SCOPE OF THE PROBLEM
This study is carried out covering the totality of personnel
database system in Enugu state in the areas of quick information
retrieval automatic promotion list generation, ghost workers control
and timely salary payment
ASSUMPTIONS
If the new design is completely implemented the whole

problems associated with the existing system will be all solved.
1.6 DEFINITION OF TERMS
Work force is the personnel strength of the organization.

Welfare is the condition of comfort in an area of work.
System is a network of interrelated procedures combined to form a
unit
Policy is a plan of actions, aims and ideas, sophisticated, having
learnt the ways of the world and having lost natural simplicity.
Implementation: carry an undertaking agreement promise into effect.
Information age: The current age of information technology around
the globe.
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CHAPTER TWO
2.1 LITERATURE REVIEW
Personnel comprises employed work, group of work class of
an establishment whether public or government; this is curled from
worker welfare journal, vol3, 1990 as a precise definition of
personnel. The workforce in a society comprises personnel states in
the different establishment they serve. They establishment maintain
and manages the list of employees in their respective organization
which aids the establishment of its workers and their supposed
comfort.
According to Elizabeth Carey in her book record maintenance
and information management, record maintenance is the priority in
every organization and government establishment; without
information, it is always very difficult to forge ahead. For any future
investments to take place, the events of the past must be known.
Records are maintained according to its priority of importance.
Every organization of standard takes as priority the records of it staff
and maintains it adequately. Personnel database is of importance to
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every establishment this detects tune of success in every
organization. With adequate record of personnel, every organization
knows the size of its work force and how to maintain it for effective
productivity and advances toward providing the work force with
desired comfort. The only way work force in an establishment is to
be well managed is by first knowing the population. Any policy is
made out of the number of the workforce.
Elizabeth is of the view that the best thing that could happen
to an establishment with employees is an organized collection of the
records of its personnel. According to her on organized collection of
personnel records is the best asset an establishment with employees
can maintain. This is in its interest and also in the interest of the
employees. Both benefit immensely and this make provision for
quick development in organization. This cannot be neglected, its
negligence causes a lot of unforeseen problems. Maintenance of
adequate personnel records will make room for prompt payment of
workers. It will also deduce fraudulent activities emanating from
ghost workers, it will make provision for proper decision taking on
11
the welfare package of workers; it equally gives room for prompt
and due promotion excise.
In maintaining personnel records, the hierarchical level of
workers and the accessibility of records and taken into consideration.
In maintaining a record, the fields have to be organized for effective
and easy records processing. When a record is maintained, it is easy
to key in new records but always difficult to access and update the
records already maintained. Any record database is accessed in
terms of flexibility, simplicity and cost effectiveness of its
capabilities. When a database lacks all these, it accuracy is
questionable and this makes it very inaccessible its production is also
very poor and expensive to maintain.
The oxford advanced learners English dictionary defines
personnel as persons employ in any work, especially public
undertakings and the armed forces. This constitutes the staffs in a
particular workplace at a particular time; who render services to the
organizations in return for salaries or ways and standard welfare
package and comfortable social eremites. It further defined record as
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something that provides evidence or information. In this case, the
personnel records provide evidence and information about people
employed in a work place at a particular time. This helps the
organization management to maintain and manage its workers for
effective productivity and development of their organization.
Data may be defined as unprocessed information consisting of
details relating to business transactions which are collected into
homogeneous groups for input to a data information processing
system to produce information.
Data processing and computing concepts advance of electronic
technology. In many instance computers perform data processing
tasks previously undertaken by clerks, the advance of electronic
technology has enabled office tasks to be automated increasing the
level of productivity and accuracy of results compared with those
attained by clerical systems (manual methods). Computers have also
reduced the level of administrative overhead in many cases by
carrying out routine clerical tasks that would previously have
required an army of clerks.
13
Database is defined as an organize collection of related data
news. When the personnel records are well organized, it forms the
personnel records database. For the purpose of a well-maintained
database, the computer has to come in the computer with its
sophisticated features will automatically maintain and manage the
database without any difficulties.
Database can also be deterred as five of structured data in the
form of records which are accessible to authorized managers and
other personnel for administrative purposes and for use in making
decisions and controlling business operations. Database may relate
to specific functional requirements such as accosting or may provide
for inter functional information needs.
PAYROLL PERSONNEL SALES GENERAL

SYSTEM SYSTEM ACCOUNTING LEDGER
SYSTEM SYSTEM
DBMS
DATABASE DIGRAM
DATABASE
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George bode in his book, database management system, defined a
database as an organized collection of related data items of a specified
order of length and data type. This is maintained orderly without
uncommon changes and unnecessary entry and update into the content of
the database. According to George, computer is the best technology ever
invested to handle the maintenance and management of database. It makes
it an easy exercise with an accurate and precise output. Update is made
very flexible.
According to Mary McCeod… no nation of the world can do without
working class citizens, the president or prime minister of a nation and other
public holders of different classes constitute the work force of such a
nation. The work force of a nation puts the nation to a standard
economically. If a nation neglects its work force, automatically and
indirectly, it has neglected its economy; in so many nations of the world,
the standard working class is within the age limit of 18 to 65 year- these are
the set of people that are allowed to participate in any form of service to
humanity. This is so because it is assumed that these set of people in the
society (both man and woman) still have energy that can be applied to any
15
form of work in the society. The input of this class of people to a very
large extent uplifts the economic status of a nation.
According to the Nigeria civil service acts of 1963, it is clearly stated
that… persons from the age of 18 and above are people to be given
employment opportunities and will be allowed to world for a maximum
period of 35 years or compulsorily retired when attained 65 years of age
this is for effective work input by the working class and enough test after
service for the upkeep of the nation.
Mary McCeod, is of the view that any nation that pus the welfare of
its workers first is always growing rapidly amid all odds. If a nation is so
wise to think about the welfare of its workers first, such nation will be in
the limelight of growth and development among all societal odds. The
working force will tighten their belts and try very hard to put in their best
with out fear of favor. A nation that provides and takes very good care of
the people working out its economy always has its head raised among other
nations; this per se is the yard stick for measuring the standard of living
with in a particular society at a particular point in time.
16
A good government always tries to close any gap that at any time
rises from treatment on its workers. A government that is fruitful when
sharing their experience during workers industrial action will tell the public
that it is the most difficult time of any government of the world. If the
workers should stay off duty post for one day, the nation losses what it
cannot make up for in one week. The faith of every government is in the
hand of its work force.
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CHAPTER THREE
3.1 ANALYSIS OF THE EXISTING SYSTEM
The existing system is a completed manual system. It is
obsolete and makes the work flow in project analysis and monitoring
look rigid. It wastes a lot of time and it does not generate accurate
results. In the analysis, the systems were studied under unit
computer parts and the problems of each unit were deleted. The
existing system is not comprehensive and its work operations are
very rigid, it is very slow in processing and does not always generate
accurate result. In other to understand the working operation of the
system, the researcher conducted interviews and also made
references to already written documents on pharmacy and related
fields.
3.2 METHOD OF DATA COLLECTION
There is no way the study could have been successful without
enough data, the researcher having known this, utilized different
method for effective data collection for the progress of the work.
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3.3 INTERVIEW METHOD
The researcher curved out time, visited the Pfizer plc and
interviewed some key personnel on how they carryout the
maintenance of personnel database with respect to the response
received from the officers helped in the progress of this research
work. The staff answered questions on how records of personals are
maintained. Processed and retrieved when required. Solution to the
problem of the existing system was also proffered through the
interview answered.
3.4 REFERENCES TO WRITTEN TEXT
Already written texts also provided another avenue for data
collection. The researcher visited libraries and made references to
already written texts and collected detailed information which guided
the researcher throughout the study.
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3.5 INPU, PROCESS, OUTPUT ANALYSIS
INPUT ANALYSIS
From the details of the existing system the data entry is made
manually on paper and stored in file cabinets. The mode of data
entry is very rigid and this makes update almost impossible. The
input mode is obsolete and does no more meet the requirement of
modern technological demand. The ingredient of the input includes:
PHCN
PRIVATE DATA (WORKERS)
Name-----------------------------------------------------------------------------------
Address----------------------------------------------------------------------------------
Age------------------------------------------Date of Birth----------------------------
Sex--------------------------------------------------------------------------------------
Home town----------------------------------------------------------------------------
L.G.A-----------------------------------------------------------------------------------
Nationality-----------------------------------------------------------------------------
DEPARTMENT SALARY LEVEL NO. OF CHILDREN
DATE OF EMPLOYMENT, DATE OF APPOINTMENT

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QUALIFICTAION
3.6 PROCESS ANALYSIS
The processing is done mentally and physically by the staff
responsible. The processing mode is very difficult considering the
volume of records to process at a given interval. During retrieval of
a worker’s record, the clerk has to go through all the files packed in
the file cabinet searching for the special record and this takes a very
long time and a stressing process. Because of the processing
procedure, promotion is always a very big problem it is also very
difficult to trap ghost workers.
3.7 OUTPUT PROCESS
The output generated by the existing system is not always
comprehensive, the output does not come as and when due. The
output is written out and typed manually. This makes the output
very untidy.
The output format looks thus.
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PHCN
EMPLOYEE NUMBER-----------------------------DATE----------------------
Salary-----------------------------------------------------------------------------------
Level ----------------------------------------------------------------------------------
Employees Name---------------------------------------------------------------------
Next of kin-----------------------------------------------------------------------------
INFORMATION FLOW DIAGRAM
DIRECTOR GENERAL
EMPLOYED WORKERS LIST
H.O.D
DRAFTED COPY OF LIST WORKERS
PROCESSES LIST
RETURNING OFFICER
COMPREHENSIVE WORKERS LIST
DIRECTOR GENERAL
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3.8.1 ORGANIZATIONAL CHART
DIRECTOR GENERAL
HOD HOD HOD STORE HOD ADIMIN HOD HOD

STATISTICS INFORMATION DEPARTMENT. DEPARTMENT PERSONEL COMPUTER
DEPARTMENT
SENIOR STAFF
JUNIOR STAFF
CLERKS
3.9 PROBLEMS OF THE EXISTING SYSTEM
The existing system is faced with a lot of problems due to the
fact that the current technological event has outgrown its services the
problems faced by it encompasses.
i. The existing system is not generating timely and accurate reports.
ii. The mode of storage by the existing system is not giving room for
effective record processing and update.
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iii. The actual value of the project are not ascertained
iv. The raw materials are not effectively utilized
v. The time duration of the project is not met.
3.10 JUSTIFICATION FOR NEW SYSTEM
The new system is automatic, timely, comprehensive and very
accurate in report generation.
The new system solves information randomly makes result
generation very easy.
The new system gives actual project value and gives report on
how the raw materials should be utilized effectively.
Everything is done as and when due.
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CHAPTER FOUR
4.1 SYSTEM REQUIREMENT
The requirements of this system include Hardware, software
and Human resources the system is designed to use the best model
and optimum setting.
HARDWARE REQUIREMENTS
The hardware requirement includes
MODEL : P III 800 MMX
MEMORY : 64 MB
DISPLAY : SVGA COLOURED 15”
STORAGE : LOGB
PORTS : SERIAL/PARALLEL PORTS
NEYBOARD : ENRANCES
DRIVES : 31/2” FOD & CD ROM (56K)
Internet ready and full muti-media
PRINTER : LASER JET
SOFTWARE REQUIREMENT
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OPERATING SYSTEM – WINDOW 2000
LANGUAGE : MICROSOFT ACCESS
ANTIVNUVIRUS : NORTUN 2001
4.2 MAN POWER
Three computer operators and one system analysis is best due
for the full operation of the new design.
4.3 THE NEW SYSTEM DESIGN
The new design is fully computerized and it handles all
activities of projects analysis automatically. The new design is very
flexible and easy to use with a lot of enhanced features which makes
work flow fast and very interesting. The new design is result
oriented and very accurate in making inferences.
4.4 OUTPUT SPECIFICATION AND DESIGN
The output of the system is generated into two ways softcopy
(that is output on screen) and the hardcopy (that is output on paper).
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Both output modes is very comprehensive and guiding. The
elements of the output include:
Workers name
Address
Age
No, of children
Home town
L.G.A
State
Nationality
Level
Salary
Date of appointment
Date of employment
Department
Qualification
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Worker name--------------------------------------------------------------------------
Age------------------------------------- Address---------------------------------
Sex------------------------------------- Level------------------------------------
No. of children----------------------- Salary------------------------------------
Home town--------------------------- Date of employment--------------------
L.G.A---------------------------------- Date of appointment--------------------
State----------------------------------- Department------------------------------
Nationality---------------------------- Qualification----------------------------
4.5 INPUT SPECIFICATION AND DESIGN
Date--------------------------------------
The input to the new system is very flexible easy to supply
and very precise. The input accepts required records, enters it and
stores automatically on the disk. The input is made through the
keyboard the input specification includes:
Workers name nationality
Address level
Age salary
Sex date of employment
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No of children date of appointment
Home town department
L.G.A Qualification
State.
WORKER’S NAME
ADDRESS
AGE LEVEL
SEX SALARY
NO. OF CHILDREN DATE OF

EMPLOYMENT
HOME TOWN DATE OF

APPOINTMENT
L.G.A DEPARTMENT
STATE QUALIFICATION
NATIONALITY DATE
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4.6 DESING
The file used in this design is a well designed random fill
which provides flexibility in record accessing and updating and the
file name is project. Txt. The file was carefully organized under
field as designed.
4.7 FILE STRUCTURE
FIELD NAME VARIABLE WITH TYPE
WORKERS NAME WN 15 CHARATER
ADDRESS ADDR 20 CHARATER
AGE AGE 3 NUMERIC
SEX SEX 6 CHARATER
NO.OF CHILDREN HC 6 NUMERIC
HOME TOWN HT 10 CHARATER
L.G.A L.G.A 10 CHARATER
STATE ST 10 CHARATER
NATIONALITY NT 10 CHARATER
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LEVEL LL 6 NUMERIC
SALARY SY 12 NUMERIC
DATE OF EMPLOYMENT DE 10 DATE
DATE OF APPOINTMENT DA 10 DATE
DEPARTMENT DPT 12 CHARATER
QUALIFICATION Q4 15 CHARATER
4.8 PROCEDURE CHART
DOC
DOC
DOC
INPUT PROJECT
FOM KEYBOARD
SEND RECORDS TO FILE
RETRIEVE RECORDS RETRIEVE RECORDS

FOR PROCESSING FOR DISPLAY
UPDATE FILE AFTER

PROCESSING
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START
CHAPTER FIVE
IMPLEMENTATION
This chapter discuses the testing and practical application of the new
design. The skeletal design was put to test by giving it a working time by
implementing the elements of the new design. The skeletal elements of the
design are detailed below:
CHOICE OF LANAGUAGE
In choosing the language, the researcher considered versatility and
language that is very formation in terms of using the language keywords.
The language chosen by the researcher is Q Basic.
PROGRAM DESIGN
During the program design, the entire system was broken down into
its constituent parts and each unit analyzed individually, detecting the
problem and proffering adequate solution to the problem detected. The
program was designed under models, each module tacking specific
operation. In all, there is a total of four modules.
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ENTRY
The entry module handles all forms of input entry through the input device;
it confers for correct input format and saves all accepted data
automatically.
UPDATE
This module handles all forms of update which includes editing
record correction, detecting and searching. This module is very extensive
and accurate in handling records.
LISTING
This module handles all forms of report display with accurate and
speed. It displays records of all categories.
PSEUDOCODE
ENTRY
1. Accept records
2. Confirm records for correctness
3. Store confirmed records
4. Prompt for more records
5. If more, start from / above
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6. Close all
7. Return
UPDATE
1. Accept update record code
2. Check for its existence in file
3. If it exist, Goto 6
4. Prompt error message
5. Goto 8
6. Accept changes for the records
7. Update changes in file
8. Prompt for more records
9. If more records Goto 1 above
10. Close all
11. Return
LISTING
1. Accept listing format
2. Check file for its existing
3. If it exists Goto 6
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4. Display records
5. Goto 7
6. Display record
FLOWCHART
A
START
ENTER RECORD
ENTRY
NO MAKE
ALL DATE
CORRECTION
CURRECT?
UPDATE YES
SAVE RECORDS
LIST
MORE
ENTRIES
NO
CLOSE ALL
EXIT
STOP RETUR
N 35
B
KEY IN RECORD
ID
CHECK FILE
NO
GOTO TEXT
DOES
RECORD EOF RECORD
EXIT
ACCEPT UPDATE
CHANGES
WRITE TO FILE
MORE CLOSE ALL
UPDATE
RETUR
N
36
C
ACCEPT
DISPLAY
FORMAT
CHECK FILE
DOES FORMAT
MATCH
RECORD
DISPLAY
NEXT
RECORD EOF
YES
CLOSE ALL
RETUR
N
37
SYSTEM FLOWCHART
DOC
DOC
DOC
INPUT RECORD
CONFIR RECORDS
PREPARE
RECORDS
FOR STORAGE
PROCESS STORED FILES
DISK
REPORT
DISPLAY RESULT OF
PROCESSING
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CHAPTER SIX
6.1 DOCUMENTATION
The detail manual on how this new design should best be used
is discussed under this chapter. The new design runs under the
Microsoft access environment and the Microsoft access is windows
oriented software.
6.2 LOADING THE LANGUAGE
FROM WINDOWS START BUTTOW,
POINT PROGRAMS
POINT MICROSOFT ACCESS
CLICK MICROSOFT ACCESS
This automatically loads the Microsoft access environment into the
memory.
6.3 LOADING THE NEW PROGRAM DESIGN
Form the file option of the main menu
CLICK OPEN
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SPECIFY DRIVE A
SELECT PERSONNEL
CLICK OPEN
This loads the new designed program into the memory
6.4 RUNNING THE PROGRAM
On the main menu,
CLICK RUN
CLICK START
This loads the main menu of the now program designed into the
memory and is viewed through the screen. The new program is menu
driven and very interactive. It guides the user on the next step to follow at
all times.
The main menu has four options.
RECORD ENTRY
DELETE RECORD
UPDATE RECORD
REPORT
EXIT.
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CHAPTER SEVEN
CONCLUSION AND RECOMMENDATION
7.1 CONCLUSION
No nation of the world plays with its work force, for the fact
that the economy of any nation falls on the work force and any
neglect of the work force spite fire for national growth and
development. Maintenance of any nation’s work force is the sole
responsibility of any government in power and this involves the
provision of welfare for the workers to boost their morale in the line
of their duty. So many government of the world and other
employers of the world always have problems in the area of
information maintenance of the work force and this is what guides in
the payment of salaries promptly and provision of welfare and social
amenities for the workers.
The problem of workers database maintenance has been
making the maintenance of workers very difficult. This problem
always arise due to the method applied in the system of personnel
41
information maintained which is always very rigid and difficult to
operate in some cases, the system consumes a lot of money which
could have served for provision of welfare for the workers.
The researcher carried out a detailed study of the existing
system for maintaining workers database information, arrested all the
problems associated with it and proffered best solution to the
problem in the new computerized design. The new design is very
sophisticated, accurate, comprehensive in report generation and cost
effective.
7.2 RECOMMENDATION
The researcher recommends that the workers welfare should
be the priority of every government in power and every government
should be able to maintain the database of its workers for effective
management.
The researcher also advice the civil service commission,
Enugu, to fully computerize the commission and immediately
implement this design for effective service.
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The management of the civil service commission is also
advised to organize compulsory computer training for its workers so
that they will be compliant with the new technology.
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REFERENCES
M.C.Egbuge : Civil Service conduct codes,
Journal Unpublished, Civil service Commission
Library,
Enugu. 1996.
J.K. Jorch : Personnel Management, Mc Graw, London, 1990
Frank George : Database Management system Macmillan, New Yolk,
1998
C. S. French : Computer Science, Macmillan, New York, 1999.
M. A. Markfield : Advanced Programming Techniques, Mc Graw,
London, 1996.
44
SOURCE CODE
Private Sub Timer1_Timer()
'pgbar.Value = 1
pgbar.Value = pgbar.Value + 1
Label1.Caption = CStr(pgbar.Value& "%")
If pgbar.Value = 100 Then
Timer1.Enabled = False
Unload Me
Form2.Show
End If
End Sub
Private Sub Command1_Click()
Unload Me
Form1.Show
End Sub
'Private Sub Exit_Click()
Dim varResponse As Variant
varResponse = InputBox("Enter your password in" & "order to enter this program")
If varResponse = "uniport2008" Then
MsgBox "Welcome into this Software!"
Unload Me
MDIForm1.Show
Else
45
MsgBox "The password is not correct,please try again!"
End If
End Sub
Unload Me
End Sub
Text1 = "": Text2 = "": Text3 = "": Text5 = "": Text6 = "": Text7 = "": Text8 = "": Text9 = "": Text10 = "": Combo1 =
"": Text11 = "": Text12 = "": Combo3 = "": Combo4 = "":
Text5 = "": Image1.Picture = LoadPicture(""): Label2.Caption = ""
Command6.Enabled = False
Command7.Enabled = True
End Sub
Set rse = db.OpenRecordset("database")
rse.AddNew
rse!workersname = Text1.Text
rse! Address = Text2.Text
rse!Hometown = Text3.Text
rse!Age= Combo1.Text
rse!Level = Combo2.Text
rse!Department = Combo3.Text
rse!children = Text4.Text
rse!Salary = Text5.Text
46
rse!lga = Text6.Text
rse!Dateofappointment = Text7.Text
rse!Dateofappointment = Text8.Text
rse! State = Text9.Text
rse!Nationality = Text10.Text
rse!Qualification = Tex11.Text
rse.Update
rse.Close
MsgBox "Your record has saved", vbInformation, "Jambtech"
End Sub
Private Sub Form_Load()
Set db = DBEngine.OpenDatabase(App.Path& "\Government Establishment.mdb")
Me.Left = (Screen.Width - Me.Width) / 2
Me.Top = (Screen.Height - Me.Height) / 2
Combo2.Locked = True
'Combo3.Locked = True
End Sub
47
Private Sub Image2_Click()
c.ShowOpen
Image1.Picture = LoadPicture(c.FileName)
End Sub
Private Sub Text1_Change()
Label2.Caption = Text1.Text & "," & Text2.Text
End Sub
Private Sub Text1_KeyPress(KeyAscii As Integer)
Dim key As Integer
key = KeyAscii
Select Case key
Case Asc("0s") To Asc("9")
MsgBox "This must be alphabet", vbCritical, "Jambtech"
KeyAscii = 0
Case Else
End Select
End Sub
Label2.Caption = Text1.Text & "," & Text2.Text
End Sub
Dim key As Integer
key = KeyAscii
Select Case key
48
Case Asc("0") To Asc("9")
KeyAscii = 0
Case Else
End Select
End Sub
Dim key As Integer
key = KeyAscii
Select Case key
Case Asc("0") To Asc("9")
KeyAscii = 0
Case Else
End Select
End Sub
Dim key As Integer
key = KeyAscii
Select Case key
Case Asc("a") To Asc("z")
MsgBox "This must be numeral", vbCritical, "Jambtech"
KeyAscii = 0
Case Else
End Select
49
End Sub
Set dbase = DBEngine.OpenDatabase(App.Path& "\Government Establishment.mdb")
Set rse = dbase.OpenRecordset("select * from ailment where type of service='" & Text1.Text & "'")
Do While rse.EOF = False
Form7.lvwinfo.ListItems.Add , , rse.Fields("WorkersName").Value
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(1) = rse!WorkersName
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(2) = rse!Address
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(3) = rse!Children
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(4) = rse!HomeofTwon
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(5) = rse!Lga
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(6) = rse!State
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(7) = rse!Nationality
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(8) = rse!Level
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(9) = rse!Salary
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(10) = rse!DateofAppointment
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(11) = rse! DateofEmployment
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(12) = rse!Department
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(13) = rse!Qulification
' frmstatusview.lvwinfo.ListItems(frmstatusview.lvwinfo.ListItems.Count).SubItems(5) = rs!penStatus
rse.MoveNext
Loop
Form7.Show 1
End Sub
50
Set rse = dbase.OpenRecordset("select * from ailment where WorkerName ='" & Text1.Text & "'")
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(2) = rse!c-Age
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(3) = rse!s-Children
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(4) = rse!Hometown
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(5) = rse!lga
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(13) = rse! Qualification
rse.MoveNext
Loop
Form7.Show 1
End Sub
51
Set rse = dbase.OpenRecordset("select * from ailment where address='" & Text1.Text & "'")
Form7.lvwinfo.ListItems.Add , , rse.Fields("Address").Value
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(2) = rse!c-Age
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(3) = rse!s-Children
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(4) = rse!Hometown
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(5) = rse!lga
Form7.lvwinfo.ListItems(Form7.lvwinfo.ListItems.Count).SubItems(13) = rse! Qualification
rse.MoveNext
Loop
Form7.Show 1
End Sub
Private Sub Form_Load()
Set db = DBEngine.OpenDatabase(App.Path& "\Goverment Establishment.mdb")
52
Me.Left = (Screen.Width - Me.Width) / 2
Me.Top = (Screen.Height - Me.Height) / 2
Command1.Visible = False
Text1 = ""
End Sub
Private Sub AddRecord_Click()
Form3.Show
End Sub
Set rse = db.OpenRecordset("Children")
rse.AddNew
rse!Comment = Text1.Text
rse!Time = Label3.Caption
rse.Update
rse.Close
MsgBox "Your record has saved", vbInformation, "Jambtech"
Set rse = dbase.OpenRecordset("select * from Children where comment='" & Text1.Text & "'")
MDIForm1.lvwinfo.ListItems.Add , , rse.Fields("comment").Value
53
MDIForm1.lvwinfo.ListItems(MDIForm1.lvwinfo.ListItems.Count).SubItems(1) = rse!Time
rse.MoveNext
Loop
lvwinfo.Visible = True
End Sub
Text1 = ""
Text1.SetFocus
End Sub
Set dbase = DBEngine.OpenDatabase(App.Path& "\`Government Establishment.mdb")
Set rse = dbase.OpenRecordset("select * fromChildren where comment='" & Text1.Text & "'")
MDIForm1.lvwinfo.ListItems.Add , , rse.Fields("comment").Value
MDIForm1.lvwinfo.ListItems(MDIForm1.lvwinfo.ListItems.Count).SubItems(1) = rse!Time
rse.MoveNext
Loop
lvwinfo.Visible = True
End Sub
Private Sub Exit_Click()
Dim varResponse As Variant
varResponse = InputBox("Enter your choice in" & "order to exit the program", "Are you sure you want to exit the
program?")
If varResponse = "yes" Then
MsgBox "Thank you for using this Software!"
'Unload Me
54
End
Else
MsgBox "That means you are not ready to quit,please try again!"
End If
End Sub
Private Sub _Click()
Form4.Show
End Sub
Private Sub Label4_Click()
Label4.Visible = False
End Sub
Private Sub lvwinfo_ItemClick(ByVal Item As MSComctlLib.ListItem)
MDIForm1.Label4.Visible = True
End Sub
Private Sub MDIForm_Load()
Set db = DBEngine.OpenDatabase(App.Path& "\Government Establishment.mdb")
lvwinfo.Visible = False
'Text1.SetFocus
Label4.Visible = False
End Sub
Private Sub Return_Click()
DataReport2.Show
End Sub
Private Sub PeopleComments_Click()
55
DataReport3.Show
End Sub
Private Sub Picture1_Click()
End Sub
Private Sub acceptRecord_Click()
DataReport1.Show
End Sub
Private Sub SearchDatabase_Click()
Form5.Show
End Sub
Label4.Caption = Text1.Text
End Sub
Private Sub Timer1_Timer()
Label3.Caption = Time
End Sub
56

Automated Database System For Government Establishment

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Automated Database System For Government Establishment

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AUTOMATED DATABASE SYSTEM FOR GOVERNMENT

ESTABLISHMENT (A CASE STUDY OF PHCN)

The problem which always emanate from inadequate personnel

information maintenance and management has been a torn in the flesh of

the entire Nigerian society, Enugu state precisely. In other to proffer

modus operandi of personnel database management system of Enugu state.

In the process of analysis of the existing system were detected,

carefully analyzed and possible solution to the problems were proffered in

the newly designed system.

The new system designed in this project work is computerized and it

existing system. It is timely accurate and very comprehensive in report

2.2 Statement of the problem

2.3 Purpose of study

2.4 Objective of study

2.5 Scope of the problem

2.6 Definition of terms

2.1 Literature review

3.2 Data base

3.3 Analysis of the existing system

3.4 Method of data collection

3.5 Interview method

3.6 References to written text

3.7 Input analysis

3.8 Process analysis

3.9 Output process

3.9.1 Information flow diagram

3.9.2 Organisational chart

3.9.3 Problems of the existing system

3.10 Justification for new system

4.3 The new system design

4.4 Output specification

4.5 Input specification

4.7 File structure

As much as have to receive adequate welfare and entitlements

the personnel database must be maintain effectively. The personnel

database is the comprehensive information update of employees

under a particular employee at a particular time. The maintenance

and management of employee information has bee a big problem in

the Nigerian society workers denied of their primary and secondary

entitlements and the most sad aspect of inadequacy in the

maintenance of employee information is the erupt of ghost workers

system has caused in the society. The problem of promotion is also

on offspring of inadequate personnel database management; who to

promote when there is necessity for promotion is always the problem

faced by personnel officers in change of promotion exercise.

Workers have suffered a lot under this error of ignorance and

sheet wickedness in every activity work of life, the first thing to be

observed is always information about the staff involved. This helps

best in their work the non-payment of salary or in some cases, the

delay in payment of salary is always caused by the problems

associated with personnel database.

This work researched into the operational activities of existing

system of maintaining personnel database in Enugu state with a view

to detecting and solving the problems making it not to work out

1.2 STATEMENT OF THE PROBLEM

The problem caused by poor management and maintenance of

personnel database in Enugu state is numerous. The procrastination

in payment of workers salary is a work force badly. Because of the