Records management system Essay

Chapter IINTRODUCTIONNowadays where computer is a way of life, assembly linees, schools, offices and different institutions adapt this kind of high technology to catch easier and more(prenominal) comfortable for the multitude to live and do things. It makes the transaction process faster and less paper works. Information carcasss induce been deployed by organizations for achieving efficiency, effectiveness, enhancing quality and gaining competitive advantage. Similarly, the proponents aim to achieve similar objectives for the proposed military unit read oersight dust of DepED, Silay metropolis character. De per centumment of Education aims to provide accession to quality and relevant Basic Education done assured and responsive policies and plans, effective Technical Assistance to Divisions, ensuring productive servingnerships and preference Mobilization and attention and assigning and growing highly competent educational managers, learning facilitators and body f orth soulfulnessnel subdivision, Information via the Internet department of Education. Managing Personnel records is essential in providing the tuition needed by organizations and superint determination staff functioning.As the number of hired force-out department argon continually increases, managing of tuition volition overly become complex, especially if everything is done manually. With the help of cultivation remains there atomic number 18 round ways to avoid this kind of problem. With PRMS, the gentle Resource department can truly function as a strategic partner and accelerate organization harvest to achieve the business goal of the organization. The body is effective and beneficial and accessible to undefiled, timely and relevant instruction that are linked to the accomplishment of the organizations mission and strategic objective. 1.1 Project ContextThis part will focus on the proposed Personnel Record direction frame. It will also discuss some proble ms and possible solutions that will develop and improve the flow of transactions that is menstruati but substance abused by Department of Education-Division of Silay. It is experiencing numerous problems which slow down their attends. The current formation of HRMO uses a Microsoft Excel. A spreadsheet can only be used for the most basic sort of data searching and retrieval.The proposed Personnel Record Management System can provideaccuracy and effectiveness in the business process and will surely be a great help to improve the transaction process that organization is recently apply. It will be easier for the HR end-users to encode personnel randomness and generate reports. Users must have the agnizeledge in using the establishment properly to contribute strategically to the business. And all personnel information will be relieve automatically in a secured database. The proponents will develop a user-friendly system for the end-user to capture system flow. 1.2 Problem State mentAfter pieceing the data, the proponents base out that the Department of Education-Division of Silay is experiencing some difficulties in their transactions. The current system used in recording personnels information by the Human Resource department of DepED, Silay City Division is Microsoft Excel. The following are the set problems1. The current system can no longer support the information which had been stored using Microsoft Excel. 2. The personnel are having hard time in modify an employees information. 3. It takes more time in processing service record.4. The Leave assign and portion Credits are recorded manually. 1.3 Objectives of the StudyThe aim of this survey is to develop a Personnel Record Management System for Department of Education-Division of Silay City which will make sure that the information of the employees are secured, relevant and updated. The proper(postnominal) Objectives of the study are as follows1. Allow system administrator to conduct and input personal information easily, accurately and efficiently and straight off stored at the database. 2. The proposed PRMS can snip the amount of paperwork and manual record keeping. 3. covering and printing of service record.4. Provide postulate service on time.1.4 Scope and LimitationsThe proponents come up with the imagination of developing Personnel RecordManagement System after analyzing some data gathered during interviews. The system will focus on recording information of personnel. The proposed system will be used by the HR department of DEP-ED, Silay City Division in updating and encoding records of personnel. 1. The system is only pertain in storing employees information. 2. The system sorts personnel by school, location and qualification. 3. The system encodes and prints of service record.4. The system records Service Credits rendered for teaching personnel. 5. The system records Leave Credits for non- teaching personnel. 6. Registered users can only access the system to serve and protect the database. 1.5 Benefits of the ProjectThe Personnel Record Management System will provide a better service and storage that it can keep vast amounts of data to become organized and idle to access. To the end userThe admin/user of the HR department of the DEP-ED, Division of Silay can produce reports on employee information and development in lay to fit information needs are met. It will also soft for them to locate all the records needed by the employee in case of the misplaced of the hardcopy. To the DEP-ED, Division of SilayPRMS will be a great help for the transaction process of the organization. All the information input will directly stored at the database of the system. To the Faculty and staff of DEP-EDPRMS is advantageous to the employee or staff for they are guarantee that the data they change in are stored until the end of their service. The transaction process will be easier and faster in harm of their service record. To the Future Researcher sThe study of Personnel Record Management System will served as a pattern for the future researchers with the same title of research. To the ProponentsThis is a great challenge for the graduating students to strive hard to afford this study as well to earn learnings, knowledge and skills during the exteriorize fashioning. 1.6 Definition of TermsThe proponents define the following terms operationallyDatabase. is an organized collection of data. The term database is correctly applied to the data and their reinforcement data structures, and not to the database wariness system (DBMS). System. is a set of interacting or interdependent components forming an integrated safe and sound or a set of elements. Information. Data that has been verified to be accurate and timely, is specific and organized for a purpose, is presented within a context that gives it meaning and relevance, and that can lead to an increase in collar and falloff in uncertainty. Records. It is a collection of a ssociate field with information that usually pertains to only one subject.Employee. A person who is hired to provide services to a company on a regular priming in exchange for compensation and who does not provide these services as part of an independent business. Software. It is a system utility or application program expressed in complete readable language. User. The person who uses a computer for word processing, communications, and another(prenominal) application Information System. A combination of computer hardware, package, bag and trained personnel organized to facilitate proviso, control, coordination and decision making in an organization. Service Record. Is a collection of every electronic or printed material which provides a documentary history of a persons activities and accomplishments era serving as a member of a given organization.Teachers. Refer to the number of teachers holding position titles of Master Teacher I-II and Teachers IIII. SY 1999-2000 TO SY 2001 -2002 DATA IS BASED ON THE Personal Services Itemization-Plantilla of Positions (PSI-POP) while 2002-2003 to SY 2005-2006 data are based on BEIS. Chapter IIREVIEW OF RELATED CONCEPTS AND SYSTEMSThis chapter discuss to the highest degree the different companies all over the world that uses the same system with the proposed system. These studies can help the proponents manipulate and put up ideas about the system. 2.1 recap of associate ConceptsDocument Management SystemAccording to the tech community TopBits.com, a Document Management System (DMS) is an integrated network of compatible programs or computer sytemsthat reliably handle information for accurate records and usability. The main focus of the group was to search for information to help create a system that will solve the problem faced by the DOE in handling their documents. A document forethought system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents. It is usually al so competent of keeping track of the different versions modified by different users (history tracking). Human Resource Management Information SystemsThe use of Human Resource Management Information Systems (HRMIS) has been advocated as an prospect for human resource (HR) professionals to become strategic partners with top steering. The idea has been that HRIS would allow for the HR function to become more efficient and to provide better information for decision-making. HRIS is a system used to acquire, store, manipulate, analyze, retrieve and go pertinent information about an organizations human resources. It is often regarded as a service provided to an organization in the form of information. (Tannenbaum, 1990) PaperChase Record Management & File Tracking PaperChase Records Management is the barcode or RFID control records management (EDRMS) or file tracking system for the archival storage, tracking and retrieval of original documents, files and catalogue boxes, and with the PaperChase Imaging option scanned documents may also be stored, retrieved and displayed on screen. Alliance PaperChase is Intranet and Internet compatible.Using barcode or RFID (Radio Frequency IDentification or Smart Labels) technology, Alliance PaperChase is knowing to identify and track any gunpoint such as client files, incoming mail, internal documents, forms, drawings and archived material. Each file, box and shelf location has a barcode attached and files are tracked within the system using barcode scanners. Typically all employees could have a view-only version of PaperChase (allowing enquiries and File ordering) whilst Records Management department users would have a adequate version (allowing File creation, movement, fistfight , archiving etc.).Users can request delivery of Files (from on-site or 3rd party storage) for delivery to their desks. (Tim Fisher, 2012) Enterprise center Management (ECM) The Association for Information and Image Management (AIIM) internati onalistic, the worldwide association for Enterprise Content Management, defined the term in2000. AIIM has refined the abbreviation ECM several times to reflect the expanding scope and richness of information management. Enterprise content management (ECM) is a formalized means of organizing and storing an organizations documents, and other content, that relate to the organizations processes. The term encompasses strategies, methods, and tools used by means ofout the life troll of the content. (Wikipedia, 2010) Records Management SystemRIMS Law Enforcement Records Management System is the most effective way to organize, track and access the vast amount of information that flows through your police department every day. RMS was designed to be powerful as well as easy. In fact, its power lies in how simple and logical it is to use. Help screens throughout the system ensure that assistance is only a click away. With the Search function, you can create reports based on any parameters you set. Also, RIMS makes retrieving data easy, raze when only incomplete information is available.Find people by searching first names, hair color, height, metric weight unit or any other information captured in a person record. Or locate vehicles with zipper more than make, model or color. (Sun Ridge Systems, Inc., 2013) With the Records Management System, you can easily track a anatomy of offender types, as well as, other groups of special interests such as missing persons. 2.2 Review of Related SystemThis study aims to give more dread regarding the Personnel Record Management System through this review. This also served as guide to help improved the proposed system. International Records Management TrustThis module is part of an educational initiative called Training in Electronic Records Management or TERM, developed by the International Records Management Trust as part of a wider project to investigate issues associated with establishing integrity in open sector informa tion systems. Begun in 2006, Fostering Trust and Transparency in Governance Investigating and Addressing the Requirements for expression Integrity in Public Sector Information Systems in the ICT Environment was a project designed to address the crucial importance of managing records in the information technology environment. The focus of the study was pay and personnel records, sincepayroll control and procurement are the two major subject areas of government expenditure most threatened to misappropriation, and payroll control is, therefore, a highly significant issue for all governments. The project provided an opportunity to look the management of paper records as inputs to financial and human resource management information systems, the management of electronic records as digital outputs and the links between them.It also gnarly examining the degree to which the controls and authorizations that operated in paper-based systems in the old have been translated into the electro nic working environment, (the National Archives, Kew, Richmond, Surrey, 1999) Students Records Challenges in the Management of Student Personnel in Nigerian Tertiary Institutions This study is focused on the challenges on students records in tertiary institutions in Nigeria. This is because the life wire of the existence of any organization hinges on adequate information disseminated amongst all members of such organization. The study used samples from Federal, State and Private Universities in the South-South geopolitical zone of Nigeria. The study specially found out if there are significant differences in the challenges in the Federal, State and Private Universities. The design of study is the descriptive survey having all the 7,167 senior administrative staff in Federal, State and Private Universities in the South-South geopolitical zone as the target population. The study used the stratified random sampling techniques to happen 740 sample sizes. The instrument used was the ch iefnaires designed on an adopted four point same(p) scale of measurement from strongly agree to strongly disagree.The test re-test method was used and the Pearson product moment co-efficient statistics was used to incur a reliability co-efficient r of 0.88 at 5% level for the instrument. Two research questions were raised as guide and one null hypothesis was formulated and tested. The percentage score was used to present and break down research question one while the Analysis of Variance (ANOVA) was used to answer research question two and to test the only hypothesis. The findings revealed that the challenges encountered in the management of records are common to Federal, State and Private Universities in Nigerian. Record keeping in an organizational set-up like the school cannot be over emphasized, especially to ensure that accurate and proper record of students achievement and growth are kept in schools. The smooth running of any higher institution depends on effectiveand effic ient records management as one of the Student Personnel Services. These records serve the purpose of referring to the past and a signpost to the future.However, on a closer look at Nigeria Universities, one finds that records are not properly kept. Nwagwu (1995) observes that Nigeria does not have a developed record keeping culture in the educational system. But records should be adequately stored and keep for easy reference and retrieval. Alegbeleye (1993) sees records and information management as an all embracing activity which includes form control, proportionality control reports management and control activities, file management records inventory and appraisal records retention and disposition, archives management and control and reprography. (E. D. Nakpodia 2011). Managing Public Sector RecordsThis module is not primarily concerned with the skills and techniques of personnel management, though necessarily it discusses the main functions involved. Rather, this module aims t o identify and describe the types of records generated in the normal course of personnel management. The module thence seeks to promote good practice in the creation, maintenance and disposal of those records. The main focus is on the management of personal files, which are the case files that relate to individual employees. Personal files comprise the main bulk of personnel records. Managing Personnel Records aims to help the records manager understand the role that records play in the whole range of issues involved with personnel management. Its goal is to assist both records managers and non-records staff, including line managers and personnel staff, to manage personnel records in support of public accountability and good governance.The module will alter them to advise policy makers and personnel managers about the importance of effective personnel records management. The module is written particularly for records managers who have completed their study of the front modules in this programmed. It is addressed to those working in posts carrying managerial responsibility for personnel records. It will also be of value to managers in other disciplines, in particular personnel officers seeking a broader perspective. The module provides an understanding of the management framework needed for the control of personnel records and their significance as a resource for public sector personnel management andhuman resources planning. It explores the role of these records as tools for monitoring staff numbers and procedure as well as for protecting the rights of individual staff. Personal Health Records and Personal Health Record SystemsIn its 2001 report, Information for Health A Strategy for Building the National Health Information Infrastructure, NCVHS identified three primary areas or dimensions that comprise a national health information infrastructure (NHII) information to support the needs of long-suffering care, population health, and personal health. The h ealthcare provider (patient care) area promotes quality patient care by providing access to more complete and accurate patient data on the spot, almost the clock. It includes provider notes, clinical orders, decision-support programs, electronic prescribing programs, and practice guidelines.The second area, population health, makes it possible for public health officials and other data users at local, State, and national levels to identify and track health threats, assess population health, and create and monitor programs and services. This area includes information on both the health of the population and influences on it. Finally, the personal health area of the NHII supports individuals in managing their own wellness and healthcare decision making. It includes a personal health record that is created and controlled by the individual or family, plus information and tools such as health status reports, self-care trackers and directories of healthcare and public health service prov iders. In this vision of the NHII, the three primary areas are equally important, and the goal for the infrastructure as a whole is to promote optimum information exchange among them.The heart of the vision is share information and knowledge as appropriate so it is available to people when they need it to make the topper possible health decisions. Ready access to relevant, reliable information and secure modes of communication will enable consumers, patients, healthcare and public health professionals, public agencies, and others to address personal and community health concerns far more effectively. Employee Information System-Divine record book College of ViganComputers have changed the way we work, be it any profession, establishmentsor organizations. Computers played a indispensable role in every field. They aid industrial processes, they find applications in medicine, they are the heart of the software industry, and they play a vital role in education and to different organi zations. Thus computers are plain advantageous to mankind especially that we are now on the information age. In an organization like Divine Word College of Vigan especially in the Human Resource Management Office, filing and managing employee records is an important occupation and to make this work easier and faster an Employee Information System can help a lot. Modern businesses have been leveraging employee information systems (EIS) to manage order, organize and manipulate the gigabytes and masses of information generated for various purposes. EIS helps businesses optimize business processes, address information needs of employees and various stakeholders and take informed strategic decisions.The main purpose of this project is to design an Employee Information System for Divine Word College of Vigan (DWCV-EIS) that will provide complete, efficient, accurate, reliable, timely, and secured employee information. In other words, it aimed to reduce the manual effort needed to file an d maintain records thus DWCV-EIS is big help. As Divine Word College of Vigan Employee Information System be implemented it would be expected that it will maintain and store information pertaining to all the employees in the organization. Human Resource Information Systems in Jordanian Universities The main purposes of this study are to explore the extent to which public Jordanian universities have adopted Human Resource Information System (HRIS) and to examine the current HRIS uses, benefits and barriers in these universities. A structured questionnaire was constructed based on other previous studies it also pre-tested, modified and translated to capture data from HRIS users in Jordanian universities.The main findings of this study revealed that the quick response and access to information were the main benefits of HRIS implementation. While, the insufficient financial support difficulty in changing the organizations culture and lack of commitment from top managers were the main H RIS implementation barriers. The present study provides some insights into the performance and applications of HRIS in Jordanian universities that could help Human Resource Management (HRM) practitioners to get a better understanding of the current HRIS uses, benefits and problems, which in turn, will improve the effectiveness of HRISin Jordanian universities. As a summary, the related studies gathered by the group were focus primarily on advantages of creating Information System. As the world is maintenance in highly competitive, different organizations and institutions face the innovative, easier and more reliable ways to give and obtain information. Stressing the use of technology in records management was a great help in developing a system to be used by different organizations for the work to become easier. Chapter IIIMETHODOLOGYSystem victimization Methodology is the formal certification for the phases of the system development life cycle. It defines the precise objectives for each phase and the results required from a phase before the next one can begin. It may include specialized forms for preparing the documentation describing each phase. 3.1 Research ApproachThe proponents used the Qualitative method which is the practicable method by canvass various problems. The proponents gathered information through interviews with the personnel of DepED, Division of Silay. A set of questions was prepared for the person in charge to answer during the interview. Observation was also used with regards to the proposed Personnel Record Management System. gathering of some sample documents related to the study like the personal data sheet, service record, service assign and leave credits. This research instruments will help in implementing an effective system for the HR department of DepED, Division of Silay. 3.2 Systems victimization MethodologySystem development methodologies are promoted as a means of improving the management and control of the software deve lopment process, structuring and simplifying the process, and standardizing the development process and product by specifying activities to be done and techniques to be used. It is often assumed that the use of a system development methodology will improve system development productivity and quality. The proponents will use the Iterative Method which is based on the System Development Life Cycle Method (SDLC). An iterative lifecycle model does not attempt to start with a full specification of requirements.Instead, development begins by specifying andimplementing just part of the software, which can then be reviewed in order to identify further requirements. This process is then repeated, producing a new version of the software for each cycle of the model. Consider an iterative lifecycle model which consists of repeating the following four phases in sequence. This iterative lifecycle diagram illustrates the go in making this project. CUsersBTeuncruiterativemodel.jpgFigure 1. Iterati ve ModelPlanning and Identifying ProblemsThe proponents seek for an organization that is capable of adapting the proposed system. DEP-ED, Division of Silay chooses as the proponents respondent. During the manual flow of transaction, the proponents have identified some problems encountered by the current system. Problem statement is clearly stated on Chapter 1. Determining System RequirementsAfter planning the systems project, the proponent will now determine the possible requirements needed in making the system. The proponents will conduct a thorough research in the host organization, interview the personnel of HR department of DEP-ED and gathered some sample documents. In determining system requirements, the proponent will gather information through several actual interviews, gathering sample documents and will take an ocular reflection to the said organization. Design the SystemAfter analyzing all the system requirements, the gathered data that had been normalized will be set in the system database. The proponent visualizes the structures and the relationships of the proposed system with the aid of technical tools and will serve as basis for actual programming. The proponents will identify the systems requirements such as the hardware and the software. interrogatory and Implementing the SystemAfter the complete designing and encoding of the program, the system will be set for testing. If the system wouldnt run, debugging will be done to track errors. The system will be tested to know if it is running accordingly modified in proper condition. An efficient testing will be taken to ensure that the system is now ready to be implemented. In the testing andimplementation phase, the software and hardware will be installed for the deployment of PRMS. A users manual must be provided to help the end users manipulate the system. Reviewing the Systems ProjectConstructing and review of all the completed activities and if there are occurred errors, the developers shoul d go back to the first step in order to fix problems. 3.3 System Requirement SpecificationIn this phase includes the Functional, input, output, Hardware and Software Requirements that is needed for the implementation of Personnel Record Management