DESIGN AND IMPLEMENTATION OF ACADEMIC STAFF

APPRAISAL AND EVALUATION MANAGEMENT SYSTEM FOR

PROMOTION
(A CASE STUDY OF UMARU ALI SHINKAFI POLYTECHNIC)

BY

MUBARAK ABBAS
ADM NO: 215493047

A PROJECT RESEARCH SUBMITTED TO THE DEPARTMENT OF

COMPUTER SCIENCE, COLLEGE OF SCIENCE AND
TECHNOLOGY, UMARU ALI SHINKAFI POLYTECHNIC SOKOTO,
SOKOTO STATE.

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE

AWARD OF HIGHER NATIONAL DIPLOMA IN COMPUTER
SCIENCE

FEBUARY, 2024.

i
 CERTIFICATION

This is to certify that, this project research titled study of DESIGN AND

IMPLEMENTATION OF ACADEMIC STAFF APPRAISAL AND EVALUATION

MANAGEMENT SYSTEM FOR PROMOTION (A CASE STUDY OF UMARU ALI

SHINKAFI POLYTECHNIC) has been fully supervised, examined and approved as having

fulfilled one of the requirements for the award of Higher National Diploma in Computer

Science, And this is as a result of its contribution to knowledge and literary presentation.

Mal. Abdulmalik Aliyu Date

(Project Supervisor)

Mal. Rilwanu Yusuf Gigane Date

(Head of Department)

Mal. Murtala Aliyu Muhammad

(Project Coordinator) Date

ii
 DEDICATION
I dedicate this work research project to God Almighty for his sufficient grace towards the

actualization of this project. I also Dedicate this to my whole family.

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 ACKNOWLEDGEMENT

Special thanks to God Almighty, the most benefits and merciful for giving me the courage

wisdom and ability to undertake this research Project. As project of this nature need

assistance, directly or indirectly from many peoples to make it successful, it became

imperative to acknowledge this indebtedness and thank those peoples accordingly.

My special gratitude and thanks goes to my lecturer caring supervisor Mal. Abdulmalik Aliyu

for his support and encouragement event amidst his tight commitment to ensure this research

work was a success I say thank you Sir and my Almighty Allah bless you.

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 TABLE OF CONTENT
iCOVER PAGE....................................................................................................................................i
CERTIFICATION...............................................................................................................................ii
DEDICATION...................................................................................................................................iii
ACKNOWLEDGEMENT..................................................................................................................iv
TABLE OF CONTENT.......................................................................................................................v
CHAPTER ONE..................................................................................................................................1
1.0. INTRODUCTION...................................................................................................................1
1.1 BACKGROUND OF THE STUDY........................................................................................1
1.2 STATEMENT OF PROBLEMS.............................................................................................2
1.3 AIM AND OBJECTIVE..........................................................................................................3
1.4 SIGNIFICANCE OF THE STUDY........................................................................................3
1.5 SCOPE AND LIMITATION OF THE STUDY......................................................................4
1.6 CHAPTER ORGANIZATION................................................................................................4
1.7 OPERATIONAL DEFINITION OF BASIC TERMS.............................................................5
CHAPTER TWO.................................................................................................................................6
LITERATURE REVIEW....................................................................................................................6
2.0 INTRODUCTION...................................................................................................................6
2.1 REVIEW OF RELATED LITERATURE...............................................................................6
2.2 REVIEW OF RELATED SYSTEM......................................................................................10
2.3 REVIEW OF RELATED TOOLS.........................................................................................11
CHAPTER THREE...........................................................................................................................16
SYSTEM ANALYSIS.......................................................................................................................16
3.0 INTRODUCTION.......................................................................................................................16
3.1 RE-STATEMENT OF PROBLEM.............................................................................................16
3.2 DESCRIPTION OF EXISTING SYSTEM.................................................................................16
3.3 ANALYSIS OF EXISTING SYSTEM.......................................................................................17
3.3.1 ANALYSIS OF INPUT............................................................................................................17
3.3.2 ANALYSIS OF SYSTEM PROCEDURE...............................................................................18
3.3.3 ANALYSIS OF OUTPUT........................................................................................................20
3.4 FILES MAINTAINED................................................................................................................20
3.5 JUSTIFICATION FOR THE NEW SYSTEM......................................................................20
CHAPTER FOUR..............................................................................................................................21
4.0 INTRODUCTION.......................................................................................................................21
4.1 NEW SYSTEM DESIGN............................................................................................................21
4.1.1 INPUT DESIGN................................................................................................................21

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4.1.2 SYSTEM PROCEDURE...................................................................................................22
4.1.3 OUTPUT PROCEDURE........................................................................................................23
4.2 NEW SYSTEM REQUIREMENT..............................................................................................24
4.2.1 SOFTWARE REQUIREMENT........................................................................................24
4.2.2 HARDWARE REQUIREMENT..............................................................................................24
4.2.3 HUMAN ELEMENTS......................................................................................................25
4.3 SYSTEM IMPLEMENTATION...........................................................................................25
4.3.1 CHANGE OVER PROCEDURE.....................................................................................26
4.3.2 SYSTEM IMPLEMENTATION...........................................................................................26
4.3.3 TESTING..........................................................................................................................26
4.3.4 SYSTEM EVALUATION................................................................................................27
4.3.5 SYSTEM DOCUMENTATION.......................................................................................27
CHAPTER FIVE...............................................................................................................................28
SUMMARY, CONCLUSION AND RECOMMEDATIONS...........................................................28
5.0 INTRODUCTION.......................................................................................................................28
5.1 SUMMARY.................................................................................................................................28
5.2 CONCLUSION............................................................................................................................28
5.3 RECOMMENDATION...............................................................................................................29
REFERENCES..................................................................................................................................30
APPENDIX........................................................................................................................................32

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 ABSTRACT

This research work titled design and implementation of academic staff appraisal and
evaluation management system for promotion in Umaru Ali Shinkafi Polytechnic Sokoto has
been carried out and find to be effective in term of appraising staff performance in the
institution, it was also finding to be effective in term of evaluating staff performance based on
the position/ responsibilities given to him/her in the institution. This research work have been
tested to confirmed either it meet up with aim which is to make promotion and evaluation less
time consuming on employee performance, to make promotion and evaluation of staff
convenient with the use of computer in other to reduce human error, to solve the problems of
missing files, and make it computer base, to make it faster by sending it through mail, waiting
period, to provide immediate feedback based on person’s performance of a task which is used
as basis of improvement and it has been found effective.

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 CHAPTER ONE
1.0. INTRODUCTION

1.1 BACKGROUND OF THE STUDY

Employee’s performance appraisal is a subject of great interest in any organization. In every

organization, employees play a vital role in determining its survival (Rusli Ahmad, 2007). In

line with that, an employee is perceived as an important or valuable asset to an organization

and is the key or prerequisite factors to make sure the operation of the organization or factory

runs as planned.

Employee performance can be evaluated by considering the level of absenteeism, quality of

reports and time of reporting for and leaving for duty. It’s important to note that after

recruitment, most employees subsequently expect or demand for other benefits as

compensation for their time and effort towards achievement or organizational goals apart

from the standard wage or salary Miles (2004).

Computer the versatile data processing machine has been found very useful in every human

environ since its incursion into many field of study, industry, business, science and

technology in general. Promotion is being prepared by organizations, committees,

government and other business firms. This scheme also affects workers salary daily, weekly

or monthly.

According to Thompson (2008), promotion is the advancement of an employee’s rank or

position in an organizational hierarchy system. Promotion may be an employee’s reward for

good performance, i.e. positive appraisal. Before a company promotes an employee to a

particular position it ensures that the person is able to handle the added responsibilities by

screening the employees with interviews and tests and giving them training or on-the job

experience.

1
The role of the computers in job appraisal refers to providing organizations with the latest

technology available, whether hardware or software to perform tasks that were usually

performed by individuals in traditional and routine ways and replace them with modern and

advanced ways to accomplish tasks more rapidly and accurately. Automatic processing of

organizations includes equipping them with all types of formal and informal electronic

systems (Gupta, 2012). Computer devices and applications are essential tools for

organizations because they provide them with accurate and rapid information at the right time

and place when needed, especially that the use of computer applications would contribute to

the process of providing facts and information more effectively and efficiently than manual

work in term of job performance and employee evaluation (Wilson, 2015).

Umaru Ali Shinkafi Polytechnic Sokoto used manual method of staff appraisal and evaluation

management system and they need to adopt a computerized method of appraisal and

evaluation in the school management.

1.2 STATEMENT OF PROBLEMS

The current manual method of academic staff appraisal and evaluation management system

is faced with the following challenges:

1. Time Consumption: manual staff appraisal and evaluation are time consuming, as

the management must keep track of all staffs and update the system manually before

they were being considered for promotion.

2. Human error: The existing method is associated with human errors. Human error is

an action which was not intended.

3. Missing files: The existing method is associated with the problems of mission files,

some files end up missing during the process

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 4. Delay: The existing system is associated with issues of delay due to it manual nature.

Is a period of time by which something is late or postponed

5. Feedback: Information about reaction to a product or a person’s performance of a

task which is used as a basis of improvement.

1.3 AIM AND OBJECTIVE

The main aim of this project is the design and implementation of academic staff appraisal

and evaluation management system for promotion in Umaru Ali Shinkafi Polytechnic. The

specific objectives are

1. To make promotion and evaluation less time consuming on employee

performance

2. To make promotion and evaluation of staff convenient with the use of computer

in other to reduce human error

3. To solve the problems of missing files, and make it computer based

4. To make it faster by sending it through mail

5. Waiting period before promotion

6. To provide immediate feedback based on person’s performance of a task which

is used as basis of improvement

1.4 SIGNIFICANCE OF THE STUDY

The important of this project is that, it will introduce to the institution the important of

applying computer system on job appraisal and evaluation of staff in Umaru Ali Shinkafi

Polytechnic Sokoto.

This project work will also contribute to the body of knowledge, it will also serve as
literature for students who might intend to carry out similar research work in the nearest
future.

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1.5 SCOPE AND LIMITATION OF THE STUDY

The scope of this research work is to design and implement academic staff appraisal and
evaluation management system for promotion of staffs in Umaru Ali Shinkafi Polytechnic
Sokoto based on job specification this research work will consider lecturers and non
academic staffs as the scope of the study.

Limitation of the study:

1. This research work is limited to lecturers within the Umaru Ali Shinkafi Polytechnic
only
2. This research work is also limited to non-academic staff such as secretary, messengers
and securities within Umaru Ali Shinkafi Poluytechnic Sokoto.

This research work is limited as a result of time frame for the work and financial constraints
of the researcher.

1.6 CHAPTER ORGANIZATION

This research work is sub-divided into five chapters:
Chapter one comprises of general introduction, statement of the problems, aim and
objective of the study, significance of the study, scope and limitation of the study operation
definition of basic terms, chapter organization.
Chapter two consist of literature, review related literature, review of related tool and
review of related system all will be discussed in chapter two of this project.
Chapter three consist of Introduction, re-statement of problems, description of
existing system, analysis of existing system, analysis of the Input, analysis of the system
procedure, analysis of the output, file maintained and justification for new system.
Chapter four consist of Introduction, new system design, Input design, system
procedure, output procedure, New system requirement, Software requirement, hardware
requirement , human Element requirement, System implementation, change over procedure,
testing, system implementation, system evaluation and system documentation while.
Chapter five being the last chapter consist of Introduction, Summary, conclusion and
recommendation

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1.7 OPERATIONAL DEFINITION OF BASIC TERMS

Computer: Computer is defined as an electronic devices that is capable of inputting data and

outputting, sorting, storing and retrieving of information stored in it.

Promotion: This is the act of moving a person from one level, grade or positions to another

higher or important rank

Appraisal: This is the act of assessing/examining the qualities or performance eof someone

or something

System: A system is a collection of element or components that are organized for a

common purpose.

Staff: A group of people who work for an organization, often for a special purposes

Services: A government system or private organization that is responsible for a particular

type of activity or for providing a particular thing that people need.

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 CHAPTER TWO

LITERATURE REVIEW
2.0 INTRODUCTION

This section will attempt to review related works by various scholars on the subject matter it

gives an account of previously published material by experts and researchers in a particular

area of interest. The literature reviews give the author an opportunity to reference previous

research publications to provide strength and weakness of the research.

2.1 REVIEW OF RELATED LITERATURE

Venclova Katerina (2018) The article focuses on employee performance appraisal methods

used in Czech agricultural enterprises. The first section of the article looks into the theoretical

underpinnings of the term "formal appraisal" as well as employee performance appraisal

methodologies as described by Czech and international experts. Ashima Aggarwal, Gour

Sundar Mitra Thakur (2013) performed a review of performance appraisal methods Ranking,

Graphic Rating Scale, Critical Incident, Narrative Essays, Management By Objectives,

Assessment Centers, BARS, 360 Degree, and 720 Degree are some of the performance

appraisal approaches discussed, as well as their benefits and drawbacks. The traditional

method of performance appraisal or the modern method of performance appraisal are used by

the organisations. Organizations utilise a performance appraisal system to assess the efficacy

and efficiency of their personnel. Because each individual approaches their task differently, a

performance appraisal system is required. Peter R. Scholtes (2019) the research is based on a

comparison of total quality or performance appraisals. TQM and performance appraisal,

according to the author, are incompatible. Customer awareness, systems thinking, a grasp of

variance, teamwork According to Thompson (2018), Promotion is the advancement of an

employee’s rank or position in an organizational hierarchy system. Promotion may be an

employee’s reward for good performance, i.e., positive appraisal. Before a company

6
promotes an employee to a particular position it ensures that the person is able to handle the

added responsibilities by screening the employee with interviews and tests and giving them

training or on-the-job experience. On the other hand According to Wilson Maggar (2015) A

promotion can involve advancement in terms of designation, salary and benefits, and in some

organizations the type of job activities may change a great deal. In many companies and

public service organizations, more senior positions have a different title: an analyst who is

promoted becomes a “principal analyst”; an economist becomes a “senior economist”; or an

associate professor becomes a “full professor”. The amount of salary increase associated with

a promotion varies a great deal between industries and sectors, and depending on the what

parts of the hierarchical ladder an employee is moving between. In some industries or sectors,

there may be only a modest increase in salary for a promotions; in other fields, a promotion

may substantially increase an employee’s salary. According to Williams, (2019) The same is

true with benefits and other privileges; in some industries, the promotion only changes the

title and salary, and there are no additional benefits or privileges (beyond the psycho-social

benefits that may accrue to the individual). In some not-for-profit organizations, the values of

the organization or the tightness of funding may result in there being only modest salary

increases associated with a promotion. In other industries, especially in private sector

companies, a promotion to senior management may carry a number of benefits, such as stock

options, a reserved parking space, a corner office with a secretary, and bonus pay for good

performance. According to Adebayo (2014) Efficient and effective management of the

promotion information of employees are critical to sustainable socio-economic development

of a nation. According Babalola (2012) Civil Service employees are selected and promoted

on the basis of a merit and seniority system, which may include examination. Promotion in

the civil service usually takes time to process. To effectively manage promotion in the civil

service, there is need to automate the process to eliminate bottlenecks. It is based on this

7
background that this research work is based to develop a Web based intelligent system for

promotion processing and management.

According to Jackson (2017) Provision of data to computer systems, for decision making, by

making use of a computerized system is one of the most promising areas of research in

promotion information management. When a task is given to a computer aided system, it

speeds up processing. It is the job of computer-aided systems to find the best solution based

on the information available to it. With development in computerized technology and advent

of dynamic web services the data can be processed and distributed through web services.

Such data is a valuable source of information for the computer aided promotion information

system. Computerized systems such as web services are dynamic as parameters are passed on

to its functions. Values returned from these web services (functions) can provide input for

computerized systems to accomplish various tasks such as promotion processing and

management.

According Yunus, (2016) In the public sector and in academia, there are usually many more

checks and balances in place to prevent favoritism or bias. In many Western public service

bodies, when a manager wants to promote an employee, they must follow a number of steps,

such as advertising the position, accepting applications from qualified candidates, screening

and interviewing candidates, and then documenting why they chose a particular candidate. In

academia, a similar approach is used, with the added safeguard of including several layers of

committee review of the proposed promotion using committees which include members of

other faculty and experts from other

Yee C. C. and Y.Y.Chen(2009)The Multifactorial Evaluation Model was studied in relation

to the Performance Appraisal System. Employee performance evaluation is critical in

managing an organization's human resource. Maintaining talented knowledge workers is

crucial as the economy shifts to information-based capitalism. However, deciding whether a

8
performance is "excellent," "bad," or "average" is a difficult issue for management.

Furthermore, in the absence of a formal appraisal system, superiors may prefer to rate their

subordinates' work performance informally and arbitrarily. The authors of this work

suggested a performance appraisal system that uses a multifactorial evaluation model to deal

with appraisal grades that are frequently expressed in ambiguous linguistic ways. The

proposed methodology is for assessing employee performance based on predetermined

performance appraisal criteria. The project was a partnership with one of Malaysia's leading

information and communication technology companies on its performance rating procedure.

Angelo DeNisi & Caitlin E. Smith(2014)Researched the design and implementation of

performance assessment and management systems to improve efficiency. The study focuses

on a model that demonstrates how enhanced performance requires solid HR practises, fair

assessment systems, effective performance management, and a clear understanding of an

organization's overall strategic goals. The model is supported by three pillars: motivation,

evaluation, and results management. The model depicts a perception of a relationship

between effort put in and expected outcomes, as well as a perception of a relationship

between the achieved result and the expected level of assessment, and a perception of a link

between the level of evaluation and the evaluation's outcome. These connections lay the

groundwork for figuring out how assessment and input might lead to better results. After

analysing the academic and practise classes, the researcher determined that utilising a

motivating method was the best way to incorporate the numerous minutes and parts that had

been obtained, and offered a research framework based on the findings.

Yoganandan, Saravanan and Priya (2013) A pilot study of 56 employees focused on the

performance evaluation system and the organization's growth. It looked at how the present

PAS aids employee career development as well as employee participation in the performance

evaluation process. The current evaluation method, which uses the IBHAR software, is well

9
received by employees. Participation of employees in the development of performance

assessment goals and priorities. The value of an employee's strengths and faults is underlined

during the appraisal process. The result is good, indicating that employees are always

improving in order to reach the company's growth goals.

2.2 REVIEW OF RELATED SYSTEM

Deb et al., (2019) design a program titled 360 degree with the aim of providing adequate

feedback based on job appraisal and performance of employee in banking industry. 360

degree appraisal system involves an appraisal system that encompasses the views of different

groups of reviewers who socialise with the organisation‘s employees. Such reviewers include

the employee‘s superiors (managers and supervisors), co-workers/peers and customers. The

process also includes the employee‘s opinion about him/herself and hence its recognition as a

multi-source, multi-rater and full-circle appraisal system

Spansberg and Theron (2011) design a program titled pro-active management service (PAM)

in South Africa which is capable of monitoring and assessment and appraisal of employee

performance in different sector in the country. The organization points out that PAs were

employed as a means of assessing staff achievement in establishments before the adoption of

the PMS. It is not difficult to understand why this change in the assessment of institutions

occurred. For instance, Seotlela and Miruka (2014) point to Spansberg and Theron (2001)

who endorse the view that the PA blueprint had floundered and this has moved state

enterprises and local authorities to re-examine their productivity measurement schemes

seeking to complete their assignments, consequently the drawing up of the PMS.

10
2.3 REVIEW OF RELATED TOOLS
The Following development tools and programming languages are used in the design of

software application and are considered relevant in the development of application similar to

the one developed in the course of this project.

2.3.1.MySQL

MySQL is one of several Database Management System (DBMS) softwares for computerized

database management by using SQL (Structured Query Language). SQL is a special language

used for accessing data in the database and MySQL is a database software to run and access

the MySQL database by using the Structured Query Language (SQL) itself. It is an open

source software that is often used in database management as well as for building a system

(Jise, 2008).

Also, it has high reliability, although it is an open source. MySQL can process very large and

complex data, even many big companies use their databases such as, New York Times,

Wikipedia, Google, and Facebook. It is already purchased and managed by one of the world's

largest software management companies, Oracle (Katz, 2002).

MySQL is a freely available open source Relational Database Management System

(RDBMS) that uses Structured Query Language (SQL). SQL is the most popular language for

adding, accessing and managing content in a database. It is most noted for its quick

processing, proven reliability, ease and flexibility of use. MySQL is free and open-source

software under the terms of the GNU General Public License, and is also available under a

variety of proprietary licenses. MySQL was owned and sponsored by

the Swedish company MySQL AB, which was bought by Sun Microsystems (now Oracle

Corporation). In 2010, when Oracle acquired Sun, Widenius forked the open-source MySQL

project to create MariaDB (Gupta, 2019).

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MySQL has stand-alone clients that allow users to interact directly with a MySQL database

using SQL, but more often MySQL is used with other programs to implement applications

that need relational database capability. MySQL is a component of the LAMP web

application software stack (and others), which is an acronym for Linux, Apache,

MySQL, Perl/PHP/Python. MySQL is used by many database-driven web applications,

including Drupal, Joomla, phpBB, and WordPress. MySQL is also used by many

popular websites, including Facebook, Flickr, MediaWiki, Twitter, and YouTube (Wilson,

2012)

2.3.2. SQLyog

SQLyog is a software or application used to run MySQL databases. It is a widely used

software because it has a user friendly and easy to use compared to phpMyAdmin. The main

function of SQLyog is actually the same as phpMyAdmin, which is to manage the MySQL

database except that there are several other features that are not in phpMyAdmin (Looney and

Lyman, 2000).

2.3.3. Firebase

Firebase is one of the official services from Google that was released to help developers

simplify the development of applications they create. It is a cloud based realtime database

service that is widely used by developers. In addition, it provides several services, one of

them is Firebase Cloud Messaging (FCM). FCM is one of the features or services provided

by Firebase that is used to send realtime notification messages via the same platform or

across platforms. It helps in giving message notifications to the current developers in

developing their application, because users need fast and realtime information (Pena-Lopez,

2007).

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2.3.4. Web Service

Web Service is a software that serves as a link to exchange data or information between a

system and application. It is needed because every system or application that wants to do the

data exchange is made by different programming languages or platforms. XML format is

used by it which is a standard format to exchange data in various systems or applications for

various platforms. Web service manipulates the databases' data, then from the manipulated

data, it generates an XML format that is a standard data exchange format and connects it to

other systems or applications. It is currently used for applications that have two different

kinds of platform types, such as Android and web (Wukkadada, et al.,2015).

2.3.5. HTML
(Hypertext Markup Language) is the code that is used to structure a web page and its content.

For example, content could be structured within a set of paragraphs, a list of bulleted points,

or using images and data tables

The main parts of our element are as follows:

1. The opening tag: This consists of the name of the element (in this case, p), wrapped in

opening and closing angle brackets. This states where the element begins or starts to

take effect — in this case where the paragraph begins.

2. The closing tag: This is the same as the opening tag, except that it includes a forward

slash before the element name. This states where the element ends — in this case

where the paragraph ends. Failing to add a closing tag is one of the standard beginner

errors and can lead to strange results.

3. The content: This is the content of the element, which in this case, is just text.

4. The element: The opening tag, the closing tag, and the content together comprise the

eleme (Wilson, 2014)

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2.3.6. CSS
Cascading Style Sheets (CSS) is a style sheet language used for describing the presentation of

a document written in a markup language such as HTML. CSS is a cornerstone technology of

the World Wide Web, alongside HTML and JavaScript.

CSS is designed to enable the separation of presentation and content, including layout, colors,

and fonts. This separation can improve content accessibility, provide more flexibility and

control in the specification of presentation characteristics, enable multiple web pages to share

formatting by specifying the relevant CSS in a separate .CSS file which reduces complexity

and repetition in the structural content as well as enabling the .CSS file to be cached to

improve the page load speed between the pages that share the file and its formatting.

Separation of formatting and content also makes it feasible to present the same markup page

in different styles for different rendering methods, such as on-screen, in print, by voice (via

speech-based browser or screen reader), and on Braille-based tactile devices. CSS also has

rules for alternate formatting if the content is accessed on a mobile device

2.3.7. JAVA SCRIPT

JavaScript is a scripting or programming language that allows you to implement complex

features on web pages every time a web page does more than just sit there and display static

information for you to look at displaying timely content updates, interactive maps, animated

2D/3D graphics, scrolling video jukeboxes. JavaScript is a text-based programming language

used both on the client-side and server-side that allows you to make web pages interactive.

Where HTML and CSS are languages that give structure and style to web

pages, JavaScript gives web pages interactive elements that engage a user (Hoton and Hont,

2011)

14
 2.3.8. Web Service

Web Service is a software that serves as a link to exchange data or information between a

system and application. It is needed because every system or application that wants to do the

data exchange is made by different programming languages or platforms. XML format is

used by it which is a standard format to exchange data in various systems or applications for

various platforms. Web service manipulates the databases' data, then from the manipulated

data, it generates an XML format that is a standard data exchange format and connects it to

other systems or applications. It is currently used for applications that have two different

kinds of platform types, such as Android and web (Wukkadada, et al.,2015).

15
 CHAPTER THREE
SYSTEM ANALYSIS

3.0 INTRODUCTION
This chapter describes how the existing system works its weaknesses and areas that need

improvement as well as the method used in producing better alternative.

3.1 RE-STATEMENT OF PROBLEM

The challenges faced with staff appraisal and evaluation management system for promotion

include the following:

1. Time Consumption: manual staff appraisal and evaluation are time consuming, as

the management must keep track of all staffs and update the system manually before

they were being considered for promotion.

2. Human error: The existing method is associated with human errors. Human error is

an action which was not intended.

3. Missing files: The existing method is associated with the problems of mission files,

some files end up missing during the process

4. Delay: The existing system is associated with issues of delay due to it manual nature.

Is a period of time by which something is late or postponed

5. Feedback: Information about reaction to a product or a person’s performance of a

task which is used as a basis of improvement.

3.2 DESCRIPTION OF EXISTING SYSTEM

The current method of staff appraisal and evaluation management system for promotion in

Umaru Ali Shinkafi polytechnic is done manually with the use of paper and pen i.e.

appraising and evaluating staffs for promotion have to pass through so many offices such as

Head of department for endorsement, college director and registrar etc.

16
3.3 ANALYSIS OF EXISTING SYSTEM

The current system of staff appraisal and evaluation management system for promotion in

Umaru Ali Shinkafi Polytechnic. The existing system is time consuming due to the rigorous

procedural steps involved, due to number of staffs within the institution. It was also faced

with problems such as missing files which is a common occurring phenomenon, delay as well

as feedback etc.

3.3.1 ANALYSIS OF INPUT

Input analysis implies detailed descriptions of the data essential for the system to run

effectively. In this study, it includes:

i. Names of the staff

ii. Educational qualification

iii. Working experience

iv. Grade level

v. Position held in the school

vi. Department

vii. Course of study

viii. Commitment to school activities

ix. Attach your education qualification

x. Attachment of in-services training certificate

xi. Attachment of other related certificate

xii. Attachment of higher educational qualification etc

17
3.3.2 ANALYSIS OF SYSTEM PROCEDURE

This is the step-by-step procedure to be followed by each staff applying for promotion in the

institution.

Apply for promotion after three years: Staffs were allowed to apply for promotion after

period of three years of working with the school, attach other necessary requirement: other

necessary requirement need to be attached which include appointment letter, period stayed in

the school, position held etc this are some of the requirement need for application, Head of

Department for endorsement: The document needs to pass through the Head of department

for endorsement as an evidence of approval from the department, College director for

endorsement: The document also needs to pass through the college director for endorsement

immediately after the head of the department endorsement, Forward to SSEC to through the

registrar: The document was then been forwarded to the SSEC through the registrar of the

school as a confirmation showing the that fellow is due for promotion, Waiting period: This

is a period whereby n staff wait under his/her approval was being granted and Senior staff

Establishment Committee (SSEC): Serves as the Secretariat of the Board of the Commission, its

Committees and the Management Executive Committee. Will be the one’s to decide whether such

application should be granted or note.

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 APPLY

Attach requirement

Head of department

College director

SSEC for approval

Waiting period

Fig. 1: Showing Data flow diagram

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3.3.3 ANALYSIS OF OUTPUT

The analysis of output is derived from the processing carried out on the input data. The

output is presented through letter showing whether the promotion is granted. The letter also

shows the new level of staff in the institution.

3.4 FILES MAINTAINED

File maintained, in this system, record every staff is kept, and also those applying for

promotion in the institution i.e Umaru Ali Shinkafi Polytechnic. Files to be maintained

include the following file of every staff in the institution such as: staff data, staff level, staff

qualification etc

3.5 JUSTIFICATION FOR THE NEW SYSTEM

Based on the review of existing system it was manual method of appraisal and evaluation for

promotion. The new system will have the following characteristics which will improve the

current system in use: the new system designed will help the staff to apply for promotion

online, accuracy is maintained, this system also will help in solving the issue of delay in

feedback as everything will be process online. This system is better in term of performance,

accuracy and feedback. Will be obtained immediately which was not obtained in the manual

system.

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 CHAPTER FOUR

4.0 INTRODUCTION

The chapter discussed the full implementation of the new system, the process involved in

academic staff appraisal and evaluation management system for promotion for Umaru Ali

Shinkafi Polytechnic Sokoto. This new system has been carefully tested and the result has

tallied with expected output. Under this view, both the existing and new systems are run

parallel to ensure that the needs of the organization are achieved.

4.1 NEW SYSTEM DESIGN

As discussed earlier in the previous chapter about the module we have in the program,

I shall review them by starting the programme one by one, to really see how each module is

implemented.

4.1.1 INPUT DESIGN

Input are the entry of data into the system. Input design involves the selection of the

best strategy for getting data into the system at the right time and as accurately possible.

Which include Names of the staff, Educational qualification, Working experience, Grade

level, Position held in the school, Department, Course of study, Commitment to school

activities, Education qualification, In-services training certificate, other related certificate,

higher educational qualification etc.

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Academic staff log in

Fig. 4.1 Showing log in page for staff promotion

4.1.2 SYSTEM PROCEDURE

The system design is described using data flow diagrams the diagrams below shows the data

flow diagram of user validation module. At the top of the hierarchy is the user validation

module. The remaining are all same level process related to the two different categories of

users academic staff and administrator and SSEC.

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Fig. 4.2 Showing Staff log in for promotion

4.1.3 OUTPUT PROCEDURE

The system allow academic staffs, to login and apply for promote when he/she has meet up

with the criteria attached, there are quite a number of conditions that are necessary for

promotion of academic staff from one level to another level in terms of the minimum

numbers of papers required, where the paper is to be published and also the minimum

quantitative scores required in moving an academic staff from one Level to another which the

system considered. Commitment of the staff in school activities, position held by the staff etc.

The System checks if the academic staff satisfies the necessary conditions for promotion with

the conditional statements.

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Fig. 4.3 Showing Staff dash board for promotion

4.2 NEW SYSTEM REQUIREMENT

Academic staff appraisal and evaluation systems are made up of units that are put together to

work as one in order to achieve a common goal. The requirements for the implementation of

the new system are both of software and hardware.

4.2.1 SOFTWARE REQUIREMENT

i. Windows 7

ii. Windows XP

iii. Android

4.2.2 HARDWARE REQUIREMENT

i. CPU intel processor

ii. 100MB available disks space

iii. RAM (1 GB)

iv. 2.5 GHZ

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4.2.3 HUMAN ELEMENTS
The human elements are people involved in running the program this are: Trained

personnel i.e. HOD, Registrar and SSEC with the basic knowledge in computer packages and

internet explorer, there is also need for them to have knowledge of using local host in

launching a remote software in a personnel computer.

4.3 SYSTEM IMPLEMENTATION

The system was implemented using HTML as the front end, PHP as the server-side

programming tool, Apache as the middleware and MySQL database as the backend. In using

academic staff appraisal and evaluation system, certain operational activities have to be

followed from the starting transaction to the finish which is based on the functionalities of the

above-mentioned tools. The benefits of the system include amongst others: Flexibility and

Convenience, time Saving, Data efficiency, more accuracy and less stressful.

Fig. 4.4. Showing admin dashboard

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4.3.1 CHANGE OVER PROCEDURE
This process involves changing from the existing online application method to an

android based system. The parallel conversion method was chosen. This is to allow both

student and admission officer to run the system simultaneously for some time to ensure that

the new system meets the requirements

 Phased implementation: Phased Implementation is a method for gradually rolling

out new software solutions without interrupting operations during the transition.

 Direct changeover: There's a single, fixed point where one system stops being used

and the new one becomes live. This is the cheapest, quickest and easiest form of

system changeover but is also the riskiest – if the system is broken or inefficient, the

whole organisation suffers.

 Parallel conversion method: Another changeover technique is a parallel

changeover. In this case, both old and new systems run side-by-side for a while. This

allows a direct comparison between the systems, letting users ensure the new system

is working correctly before the old system is terminated.

4.3.2 SYSTEM IMPLEMENTATION

Parallel conversion method was used in implementing this the new system since it will allow

both new and existing system to work toward and the most effective one will be determine. In

this case, both old and new systems run side-by-side for a while. This allows a direct

comparison between the systems, letting users ensure the new system is working correctly

before the old system is terminated.

4.3.3 TESTING
There are so many ways of testing a soft ware ie, unit testing, integration testing,

system testing, acceptance testing etc.

26
 System testing: Was adopted to confirm the workability of the new system to make it

behaves and looks as expected in the area of evaluation and promotion of staffs using the

online procedure.

4.3.4 SYSTEM EVALUATION

The system was evaluated by creating a few variations of the redesign, it’s time to get

feedback from people outside the organization. Ideally, I will capitalize on an existing user

base and use their feedback to gain insight into which areas of my app need further

refinement.

Conducting this form of early research is all about receiving raw and authentic feedback. It’s

possible you hear things that counter your own beliefs about the app that’s OK. Gaining this

perspective will improve our chances of launching something that doesn’t cause a brand

armageddon.

4.3.5 SYSTEM DOCUMENTATION

The file needed to be used for the school for future references and proper record

keeping includes the followings:

1. Staff data: This help the admin to maintain the data of every staff in Umaru Ali

Shinkafi Polytechnic Sokoto. .

2. Time of promotion: This helps in keeping the last time of staff promotion

3. Position Help: This helps in keeping record of position help by the staff in the

institution.

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 CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMEDATIONS

5.0 INTRODUCTION

This chapter gives the general review of the project research, it gives the summary,

conclusion and recommendation for the research work.

5.1 SUMMARY

This research work titled design and implementation of academic staff appraisal and

evaluation management system for promotion in Umaru Ali Shinkafi Polytechnic Sokoto has

been carried out and find to be effective in term of appraising staff performance in the

institution, it was also finding to be effective in term of evaluating staff performance based on

the position/ responsibilities given to him/her in the institution. This research work have been

tested to confirmed either it meet up with aim which is to make promotion and evaluation less

time consuming on employee performance, to make promotion and evaluation of staff

convenient with the use of computer in other to reduce human error, to solve the problems of

missing files, and make it computer base, to make it faster by sending it through mail, waiting

period, to provide immediate feedback based on person’s performance of a task which is used

as basis of improvement and it has been found effective.

5.2 CONCLUSION

With no doubt academic staff appraisal and evaluation on promotion system for Umaru Ali

Shinkafi Polytechnic, Sokoto has been tested and found effective and efficient for USpoly.

The main technique used in the software development of this project is staff promotion

system for Umaru Ali Shinkafi Polytechnic. This process determines how staff were being

evaluated and appraised for promotion.

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5.3 RECOMMENDATION

Upon the completion of this research work the following are recommended

i. Computer experts should be employed for adequate security of the site in other

to safe guard peoples information.

ii. Researchers are encouraged to have an insight deeply into this topic and improve

it. Improve the system to ensure that it contains other staffs appraisal system.

iii. The front office registrar, HOD and SSCE should also have a local area network

system to ensure adequate information flow within the institution on a staff

appraisal and evaluation.

iv. The various personnel involved should be trained or re-educated on the proper

operation of the new system.

v. Further researches should be encourage in this area in other to discover more fact

29
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Grund and Przemeck, (2012). "Emotional Intelligence, Teamwork Effectiveness, and Job
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Psychology. 97 (4): 890–900.

Gupta, F. (2012). Managerial behavior, performance, and effectiveness. New York: McGraw-
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Wang Yi, Zhou Ming (2002), Analysis and design of course system based on three layer
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APPENDIX
<?php require("./header.php") ?>

<body>
<nav class="navbar navbar-expand-lg bg-white fixed-top">
<div class="container">
<a class="navbar-brand" href="#">
<div class="logo">
<img src="./assets/img/logo.png" alt="">
<h5><span>U.A.S POLY Staff Promote</span></h5>
</div>
</a>
<button class="navbar-toggler" type="button" data-bs-toggle="collapse"
data-bs-target="#navbarSupportedContent" aria-
controls="navbarSupportedContent" aria-expanded="false"
aria-label="Toggle navigation">
<span class="navbar-toggler-icon"></span>
</button>
<div class="collapse navbar-collapse" id="navbarSupportedContent">
<ul class="navbar-nav ms-auto mb-2 mb-lg-0 nav-list">
<li class="nav-item">
<a class="nav-link active text-white" aria-current="page"
href="#">Home</a>
</li>
<li class="nav-item">
<a class="nav-link" href="#about">About</a>
</li>
<li class="nav-item dropdown">
<a class="nav-link dropdown-toggle" href="#" role="button" data-bs-
toggle="dropdown"
aria-expanded="false">

32
 Login
</a>
<ul class="dropdown-menu">
<li><a class="dropdown-item" href="./staff/login.php">STAFF</a></li>
<li>
<hr class="dropdown-divider">
</li>
<li><a class="dropdown-item" href="./Hod/login.php">HOD</a></li>
<li>
<hr class="dropdown-divider">
</li>
<li><a class="dropdown-item"
href="./faculty/login.php">FACULTY</a></li>
<script
src="https://cdn.jsdelivr.net/npm/[email protected]/dist/js/bootstrap.bundle.min.js"
integrity="sha384-
ENjdO4Dr2bkBIFxQpeoTz1HIcje39Wm4jDKdf19U8gI4ddQ3GYNS7NTKfAdVQSZe"
crossorigin="anonymous"></script>
</ul>
</li>
</ul>
</div>
</div>
</nav>

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