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ABSTRACT

Personnel department is service-oriented towards staff and entails day-to-day
activities of units some of whose functions overlap and involves recruitment of
staff, retirement of staff, termination of appointment, processing of request for
sabbatical leave, staff training and development, pension funds administration,
health management organization, etc., and will be easier, faster and secure
adopting a virtual approach rather than its manual counterpart. This project work
will establish the need, importance and usefulness of Electronic Data Interchange,
Enterprise Forms Automation, Content Management System, Enterprise Right
Management and Identity Management system and how these technologies can be
used to reduce universities over dependence on paper. The Object-Oriented
Systems Analysis and Design methodology was used in the analysis, design and
development of the system with the following Unified Modeling Language (UML)
techniques: use case diagram, class diagram and sequence diagrams. Implementing
a virtual system in our university administration will enable us to have much better
control over processes, workflow will be faster, less of paper, less tonner for
printer will be used and lesser printers are needed, fewer employees are needed,
leading to a lesser cost in the overall system.

 

 

TABLE OF CONTENTS

Title Page……………………………………………………………………………i
Certification Page………………………………………………………………….ii
Approval Page …………………………………………………………………….iii
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Dedication………………………………………………………………………….iv
Acknowledgement…………………………………………………………………..v
Abstract……………………………………………………………………………..vi
Table of Contents……………………………………………………………..vii-viii
List of Figures……………………………………………………………………..ix
Chapter One: Introduction……………………………………………………….1
1.0 Background of Study……………………………………………………………1
1.1 Statement of Problem …………………………………………………………..1
1.2 Objectives………………………………………………………………………2
1.3 Significance of the Project………………………………………………………2
1.4 Scope of Study………………………………………………………………….3
1.5 Limitation of Study……………………………………………………………..3
1.6 Organization of Study…………………………………………………………..3
1.7 Definition of Technical Terms…………………………………………………4
Chapter Two: Literature Review…………………………………………………6
2.0 Introduction…………………………………………………………………….6
2.1Theoretical Background…………………………………………………………6
2.2 Review of Related Literature……………………………………………………7
2.2.1 Technologies for Attaining a Paperless Office………………………………11
2.2.2 Electronic Data Interchange (EDI)………………………………………….11
2.2.3 Enterprise Forms Automation (EFA)……………………………………….12
2.2.4 Content Management System (CMS)………………………………………14
2.2.5 Enterprise Right Management (ERM)………………………………………15
2.2.6 Identity Management (IM)………………………………………………….16
2.2.7 Computer Applications in Personnel Management…………………………17
Chapter Three: Methodology and System Analysis……………………………19
3.0 Introduction……………………………………………………………………19
3.1 Description of the Existing System……………………………………………19
3.2 The Proposed System …………………………………………………………23
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3.3Analysis and Design Methodology ……………………………………………23
3.4 Flow Graph of the Proposed System………………………………………….23
3.5 Object-Oriented Analysis of the System………………………………………25
3.6 Description of the Boundary Diagram…………………………………………27
3.7.1Class Diagram of the System and its description……………………………27
3.7.2 Sequence Diagram of the System…………………………………………….30
3.7.3 Database Design…………………………………………………………….33
3.7.4 The Architecture of the System……………………………………………..35
3.7.5 Deployment…………………………………………………………………35
Chapter Four: System Design and Implementation….……………………… 37
4.0 Introduction ……………………..……………………………………………37
4.1 Choice of Development Environment…………………………………………38
4.2 Implementation Architecture …………………………………………………38
4.3 Software Testing ……………………………………………………………..39
Chapter Five: Summary and Conclusion……………………………………….43
5.0 Summary………………………………………………………………………43
5.1 Conclusion…………………………………………………………………….44
5.2 Recommendations ……………………………………………………………44
References…………………………………………………………………………45
Appendix A:..……………………………………………………………………..47
Appendix B:………………………………………………………………………

 

 

CHAPTER ONE

Introduction
1.0 Background of Study
Paper has been the most common medium of documenting information. In
our university system, the use of paper-based communication has created some
challenges that contribute to make university administration expensive. These
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challenges include time and paper consumed during processing of personnel files,
poor storage and insecurity of the paper files. Paperless office is a work
environment in which the use of paper is eliminated or greatly reduced. This is
done by converting documents and other papers into digital form.
This project work presents a virtual system that enables all activities
involved in a university personnel administration to be carried out without paper.
1.1 Statement of the Problem
The manual method in administering personnel services in a university is
characterized by the following:
• It takes days and sometimes weeks to complete the process of staff
recruitment and retirement, resignation and termination of appointment,
health management and pension funds administration schemes
• Paper files and personnel records easily get missing due to human
negligence and poor manual storage facilities undermine data integrity
and security as well as ease of reference.
• The amount of stationery required for typing, printing, photocopying and
circulation within personnel services units attracts some overhead cost
coupled with the issue of duplication of duties among units through
overlapping functions.
1.2 Objectives
The objectives of this project are:
1. To develop a functional software that would enable user to create and
validate account, apply for job, view and update profile, apply for leave,
recruit employee, issue appointment letter, record mail and manage staff
records.
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2. To design and implement a software that is capable of storing and
processing personnel data in any standard database management system
such as MySQL, PostgreSQL, Oracle, etc.
3. To develop a software that will reduce the amount of time required for
searching, processing and data retrieval to produce a timely report to
management.
4. To develop a university personnel management software that will enable
the records and statistics unit to produce a schedule summary on monthly
or annual basis through the web portal.
1.3 Significance of the Project
Paper-based university administration is very expensive and time
consuming. With the help of internal networking and database management
software, personnel officers do not have to waste time searching through tons of
data in paper files anymore. There is much better control over processes, the
workflow is faster, less of paper, less tonner for printer are being used and lesser
printers are needed, fewer employee are needed, leading to a lesser overhead and
budgetary cost in the overall system.
1.4 Scope of Study
This research work is on Virtual University Administration. The study
covers the existing structure of a paper-based university administration and
personnel management system. The study also covered the design and
implementation of the new system and the technologies used in the development of
the Virtual system. Finally the web development technologies used for the
application.
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1.5 Limitation of study
The limitations of a virtual system can be listed as follows:
1) There may be cost and temporary productivity losses when converting to a
virtual office.
2) Electronic communication requires both the sender and recipient to have
access to appropriate software and hardware.
3) Finding a qualified specialist with personnel management functional area
knowledge can be difficult and costly.
4) Human error during information input.
5) Costly technology to update system and malfunctions or insufficient
application to support personnel need.
1.6 Organization of study
• Chapter one is an introduction and background of the study. The background
provides an overview of paper.
• Chapter two presents the theoretical background, review of related
literatures on Personnel management and technologies for attaining a virtual
office.
• Chapter three discusses the methodology and system analysis that was
chosen for the study.
• Chapter four is the system design and implementation.
• Chapter five summarized and concluded the virtual university
administration.
1.7 Definition of Technical Terms
Virtual is a computer created, simulated or carried on by means of a computer or
computer network.
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Extensible Markup Language (XML) is used for transfer of documents from
source to destination, retaining its original quality and format.
Hypertext markup language (HTML) is a text based programming tool used for
describing the content of a web page, such as making a text to appear bold,
capitalized, underlined and other forms of contextual definition required to make
the web page content readable to humans.
Cascading Style Sheet (CSS) is a text-based programming tool used for definition
of the layout or presentation of the content of a web page.
Asynchronous JavaScript And Extensible Markup language (AJAX) It is a
web development technique used for construction of the search engine module
SQL(Structured Query Language) is a programming tool used to access and
manipulate the database
MYSQL is a freely available open source Relational Database Management
System (RDBMS) that uses Structured Query Language (SQL).
PHP (recursive acronym for PHP: Hypertext Preprocessor) is widely used
open source general-purpose scripting language that is specially suited for web
development and can be embedded into HTML
JavaScript (JS) is a dynamic computer programming language used for validation
and submission of HTML form elements to MYSQL.
Portal is most often one specially-designed web page at which brings information
together from diverse sources in a uniform way.
Web page is a web document that is suitable for the world wide web and the web
browser.
Server is a computer in a network that stores application program and data files
accessed by other computers.
PHPMYADMIN is an interface between user and database.
System Development Life Circle (SDLC) is the stage/phase involved in the
development of a system.
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Unified Modeling Language (UML) is a general purpose modeling language that
is use for the design and implementation of an application.
Methodology is the method you intend to use to collect data.
Organogram is a diagram that explains relationship between different people in an
organization.
Flow Graph is a directed graph with a distinguished root node that can reach
every vertex.
Chapter

 

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