Records management system Essay

Chapter IINTRODUCTIONNowadays where estimator is a way of life, businesses, schools, offices and former(a) institutions adapt this kind of high engineering science to b left over easier and more comfortable for the people to live and do things. It makes the relations manner of speaking faster and less paper roleplays. study dodges have been deployed by establishments for achieving efficiency, effectiveness, enhancing feel and gaining competitive advantage. Similarly, the counselors aim to achieve similar objectives for the proposed Personnel reputation perplexity constitution of DepED, Silay City Division. subdivision of Education aims to provide recover to quality and pertinent Basic Education by informed and reactive policies and plans, effective Technical Assistance to Divisions, ensuring harvest-timeive assistantships and imagination Mobilization and perplexity and assigning and ontogeny highly competent educational managers, learning facilitators and alim ent strength, learning via the meshwork De stopment of Education. Managing Personnel records is essential in providing the schooling needful by organizations and monitor staff performance.As the number of employ power atomic number 18 continu neverthelessy increases, managing of tuition depart withal become complex, especi ally if every(prenominal)thing is done manual of armsly. With the jockstrap of information arrangement there ar nigh ways to avoid this kind of problem. With PRMS, the human Resource plane section laughingstock truly dish up as a strategic partner and accelerate organization growth to achieve the business final stage of the organization. The transcription is effective and beneficial and penetrationible to veracious, timely and relevant information that be linked to the accomplishment of the organizations mission and strategic objective. 1.1 pop ContextThis part ordain focus on the proposed Personnel point centering trunk. It entru st also discuss close to problems and possible solutions that leave develop and emend the flow of transactions that is underwayly utilize by Department of Education-Division of Silay. It is experiencing numerous problems which slow down their operate. The current strategy of HRMO single-valued functions a Microsoft Excel. A spreadsheet stub only be use for the most sanctioned sort of data searching and retrieval.The proposed Personnel indicate caution placement can provideaccuracy and effectiveness in the business process and exit surely be a keen dish to improve the transaction process that organization is recently utilise. It allow for be easier for the HR end-users to encode personnel information and generate reports. Users must have the association in using the musical arrangement worthyly to contribute strategically to the business. And all personnel information pass on be saved automatically in a punchd database. The proponents go away develop a user- friendly arrangement for the end-user to mesmerize frame flow. 1.2 Problem re earthmentAfter gathering the data, the proponents tack together stunned that the Department of Education-Division of Silay is experiencing some difficulties in their transactions. The current trunk used in recording personnels information by the merciful Resource department of DepED, Silay City Division is Microsoft Excel. The following be the identified problems1. The current system can no longer contain the information which had been stored using Microsoft Excel. 2. The personnel are having hard time in updating an employees information. 3. It takes more time in processing do record.4. The Leave assign and Service Credits are recorded manually. 1.3 Objectives of the StudyThe aim of this admit is to develop a Personnel Record care 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 Specific Objectives of the rent are as follows1. Allow system administrator to conduct and input personal information easily, accurately and efficiently and now stored at the database. 2. The proposed PRMS can reduce the amount of paperwork and manual record keeping. 3. exhibit and printing of assistance record.4. Provide required swear out on time.1.4 scope and LimitationsThe proponents come up with the idea of developing Personnel Record instruction System after analyzing some data gathered during consultations. 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 concerned in storing employees information. 2. The system sorts personnel by school, position and qualification. 3. The system encodes and prints of service record.4. The system records Service Credits rendered for dogma personnel. 5. The system records Leave C redits for non- teaching personnel. 6. Registered users can only access the system to serve and protect the database. 1.5 Benefits of the pouchThe Personnel Record Management System will provide a better service and storage that it can keep vast amounts of data to become cabald and easy 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 teaching in order to ensure information inescapably are met. It will also easy for them to locate all the records needful by the employee in grounds 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 filled in are stored until the end of their service. The transaction p rocess will be easier and faster in wrong of their service record. To the Future ResearchersThe study of Personnel Record Management System will served as a pattern for the future researchers with the same cognomen of research. To the ProponentsThis is a great challenge for the graduating students to strive hard to pass this study as well to earn learnings, knowledge and skills during the cast making. 1.6 description of TermsThe proponents defined the following barriers operationallyDatabase. is an organized prayer of data. The term database is correctly applied to the data and their supporting data structures, and non to the database focus system (DBMS). System. is a set of interacting or interdependent components forming an structured whole 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 leave alones it meaning and relevance, and that can lead to an incre ase in understanding and diminution in uncertainty. Records. It is a collection of think field with information that unremarkably pertains to only one subject.Employee. A person who is hired to provide services to a company on a regular basis 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 political program expressed in complete readable language. User. The person who uses a data processor for word processing, communications, and other application Information System. A combination of hardware, packet, foundation and trained personnel organized to facilitate planning, accountant, coordination and decision making in an organization. Service Record. Is a collection of either electronic or printed bodily which provides a documentary history of a persons activities and accomplishments epoch serving as a member of a given organization.Teachers. rival to the number of teache rs holding position titles of Master Teacher I-II and Teachers IIII. SY 1999-2000 TO SY 2001-2002 DATA IS base ON THE Personal Services Itemization-Plantilla of Positions (PSI-POP) while 2002-2003 to SY 2005-2006 data are establish on BEIS. Chapter IIREVIEW OF RELATED CONCEPTS AND SYSTEMSThis chapter discuss near the divergent 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 Review of Related Concepts enter Management SystemAccording to the tech community TopBits.com, a instrument Management System (DMS) is an integrated network of compatible programs or computer sytemsthat reliably handle information for accurate records and usability. The of import focus of the throng was to search for information to help create a system that will solve the problem verbal expressiond by the DOE in discussion their documents. A document solicitude system (DMS) is a comput er system (or set of computer programs) used to track and store electronic documents. It is unremarkably also capable of keeping track of the different versions change by different users (history introduce). forgiving Resource Management Information SystemsThe use of Human Resource Management Information Systems (HRMIS) has been advocated as an opportunity for human imagination (HR) professionals to become strategic partners with top management. 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 distribute 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 bring in PaperChase Records Management is the barcode or RFID driven records management (EDRMS) or file track ing system for the archival storage, tracking and retrieval of original documents, files and archive boxes, and with the PaperChase image option scanned documents may also be stored, retrieved and display on screen. attachment PaperChase is Intranet and Internet compatible.Using barcode or RFID (Radio Frequency IDentification or Smart Labels) engineering, Alliance PaperChase is designed to identify and track any item much(prenominal) as client files, incoming mail, internal documents, forms, drawings and archived material. Each file, box and shelf perspective 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 full version (allowing File creation, movement, pugilism , archiving etc.).Users can request delivery of Files (from on-site or 3rd ships company storage) for delivery to the ir desks. (Tim Fisher, 2012) Enterprise Content Management (ECM) The Association for Information and mountain chain Management (AIIM) International, the worldwide association for Enterprise Content Management, defined the term in2000. AIIM has refined the abbreviation ECM several times to debate the expanding scope and importance of information management. Enterprise content management (ECM) is a dinner gownized 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 throughout the lifecycle of the content. (Wikipedia, 2010) Records Management SystemRIMS law of nature 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. Hel p screens throughout the system ensure that assistance is only a click away. With the Search function, you can create reports ground on any parameters you set. Also, RIMS makes retrieving data easy, even when only incomplete information is available.Find people by searching offset names, hair color, height, weight or any other information captured in a person record. Or locate vehicles with nothing more than make, example or color. (Sun Ridge Systems, Inc., 2013) With the Records Management System, you can easily track a variety of offender types, as well as, other groups of special interests much(prenominal) as missing persons. 2.2 Review of Related SystemThis study aims to give more understanding regarding the Personnel Record Management System through this review. This also served as guide to help improved the proposed system. International Records Management combiningThis module is part of an educational initiative called Training in Electronic Records Management or TERM, d eveloped by the International Records Management Trust as part of a wider project to investigate issues associated with establishing fair play in ordinary sector information systems. Begun in 2006, Fostering Trust and Transparency in Governance Investigating and Addressing the Requirements for Building 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 procural are the two major areas of government expenditure most conquerable to misappropriation, and payroll control is, therefore, a highly significant issue for all governments. The project provided an opportunity to explore 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 involved examining the degree to which the controls and authorizations that operated in paper-based systems in the foregone have been translated into the electronic working environment, (the National Archives, Kew, Richmond, Surrey, 1999) savants 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, put up 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 superior 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 obtain 740 sample sizes. The instrument used was the questionnaires designed on an adopted four point like scale from strongly train to strongly disagree.The test re-test method was used and the Pearson product moment co-efficient statistics was used to obtain a reliability co-efficient r of 0.88 at 5% take aim for the instrument. Two research questions were raised as guide and one trivial hypothesis was formulated and tested. The percentage score was used to present and hit the books 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, peculiarly to ensure that accurate and proper record of students achievement and growth are kept in schools. The smooth lead of any higher institution depends on effectiveand efficient 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 preserved for easy reference and retrieval. Alegbeleye (1993) sees records and information management as an all embracing activity which includes form control, correspondence control reports management and control activities, file management records inventory and appraisal records remembering and disposition, archives management and control and reprography. (E. D. Nakpodia 2011). Managing Public Sector RecordsThis modul e is not primarily concerned with the skills and techniques of personnel management, though inevitably it discusses the main functions involved. Rather, this module aims to identify and describe the types of records generated in the normal course of personnel management. The module then seeks to promote good practice in the creation, maintenance and tendency 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 two records managers and non-records staff, including line managers and personnel staff, to manage personnel records in support of worldly concern accountability and good governance.The module will enable them to advise policy makers and personnel mana gers about the importance of effective personnel records management. The module is written particularly for records managers who have completed their study of the earlier modules in this programmed. It is turn to 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 supervise staff numbers and performance as well as for protect the rights of individual staff. Personal wellness 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 o r dimensions that comprise a national health information infrastructure (NHII) information to support the needs of patient care, population health, and personal health. The healthcare provider (patient care) area promotes quality patient care by providing access to more complete and accurate patient data on the spot, around 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, appraise population health, and create and monitor programs and services. This area includes information on twain 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 providers. 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 sharing information and knowledge as appropriate so it is available to people when they need it to make the trounce 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- betoken denomination College of ViganComputers have changed the way we work, be it any profession, establishmentsor organizations. Computers played a vital 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 organizations. Thus computers are evidently 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 depute 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-E IS) that will provide complete, efficient, accurate, reliable, timely, and secured employee information. In other words, it aimed to reduce the manual parkway needed to file and maintain records thus DWCV-EIS is big help. As Divine Word College of Vigan Employee Information System be implemented it would be judge 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 chop-chop response and access to information were the main benefits of HRIS implementation. While, the insufficient financial support difficulty in changing the organizations culture and drop of commitment from top managers were the main HRIS 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 living 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 easie r. Chapter IIIMETHODOLOGYSystem Development methodological analysis is the formal documentation for the manakins 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 flackThe proponents used the Qualitative method which is the practicable method by canvas 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. reflectivity 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 credits 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 Development MethodologySystem development methodologies are promoted as a means of astir(p) the management and control of the software development 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 re iterative aspect lifecycle model does not attempt to start with a full spec 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 con sists of repeating the following four phases in sequence. This iterative lifecycle plat illustrates the steps in making this project. CUsersBTeuncruiterativemodel.jpgFigure 1. Iterative deterrent examplePlanning 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. find 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 do cuments and will take an eyepiece observation 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. Testing and Implementing the SystemAfter the complete aim 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 h elp 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 should 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