msu-tcto personnel management information system
DESCRIPTION
An undergraduate thesis entitled "MSU-TCTO Personnel Management Information System" presented to the faculty and staff of the MSU-TCTO Institute of Information and Communications TechnologyTRANSCRIPT
1
MSU-TCTO PERSONNEL MANAGEMENTINFORMATION SYSTEM
_______________________________________
A THESIS
Presented to the Faculty of theInstitute of Information and Communications Technology
Mindanao State UniversityTAWI-TAWI COLLEGE OF TECHNOLOGY AND OCEANOGRAPHY
Bongao, Tawi-Tawi
_______________________________________
In Partial Fulfillment of theRequirements for the DEGREE of
BACHELOR OF SCIENCE IN COMPUTER SCIENCE
________________________________________
FERMIN J. HAMJAUMMIKALSUM B. HAMIS
WINNOR H. JAJI
March 2010
1
2
ABSTRACT
With the advent of computers, computerized information system plays a vital role in most organization.
This study design and develop a MSU-TCTO Personnel Management Information
System. The design of the computerized system was based on the existing system on the
Personnel Department. The system was designed intended to be used by personnel office of
MSU-TCTO. The data for the creation of the system were collected from interviews, sample
forms used by the personnel in generating reports, web pages and other resources. The
researchers follow the System Development Life Cycle (SDLC) in developing this system in
which the data-flow diagrams, flow charts, hierarchy charts were made. The system includes the
module for personnel records, payroll management, generate reports and user’s manager. In able
to access the system, the users are required to have a username and password.
A very high programming language called the Visual Basic 6.0 was used in the designing
and coding the system as well as used as the front-end of the system. However, the software
Microsoft Access was used to store all information engaged in this system.
2
3
ACKNOWLEDGEMENT
We would like to thank to all whose who, in one way, or another helped in making this
research a success;
Our dear Alma mater, Mindanao State University Tawi-Tawi College of Technology and
Oceanography, for the opportunity to obtain a degree;
Prof. Eduardo C. Alivio, we offer our heartfelt gratitude for his time and ideas in
developing the MSU-TCTO Personnel Management System and we are so blessed for having
him as our adviser and instructor in many major subjects;
Prof. Joseph V. Andas, for spending his time as one of the panelists, for his precious
suggestions, for the knowledge he have taught us in computer graphics and for allowing us to
print our documentation at the IICT laboratory;
Prof. Esther V. Albis, our panelist for her valuable suggestions, she have been our critic
and also our instructor;
Mr. Henry M. Puig, for helping us to improve our program;
Dr. Elvinia R. Alivio, for editing our manuscript;
MSU-TCTO Personnel Department Staff, for their cooperation and allowing us to
conduct a study at their office;
Dean Rowena H. Bud, our supportive and energetic dean for being so kind and for
letting us used the computer units of the IICT Laboratory;
Mrs. Elvira S. Pajiji, for her creative suggestions in our proposal;
Miss Darmi I. Abdulla, for sharing us some of her knowledge in Visual Basic 6.0;
3
4
And most specially, to the Almighty Allah, who always showered us his blessing and
continue to give us strength in to face every circumstance in our life.
Ferm, Ummi and Winn
4
5
DEDICATION
This accomplishment is dedicated to my beloved father and mother for their constant
support and unconditional love; to my sisters and brothers For their love and understanding; to my aunts and uncles;
to my mentors specially in mathematics andcomputers science courses for the knowledge
they’ve shared to me; to my pals, for the happy moments they’ve shared and most of all to
the almighty Allah for giving me life and
Guiding me in the right
path.
Ferm
DEDICATION
5
6
First and foremost,This thesis is dedicated to my caring and devoted Mother and father,
For their never ending support, Love and the sense of security they have given when I wanted it most.
They have waited so long for this moment to come true; I am glad that their waiting has finally been rewarded.
To my wonderful sisters and brothers for their love and understanding,To my Aunts, uncles and cousins, and most especially to my other
Good chum who always offered me encouragement.And above all, I bless to our Almighty Allah the most merciful, the most
Compassionate, And the most powerful of the universe for his divine
Guidance that gave me strength in all my undertakings and endeavor as I take my steps in slippery path of life.
Umz
DEDICATION
This
6
7
work would not have been made possible
with out the inspiration and support of many people who are very close to my heart, I dedicate this work to my wonderful father and
mother; to my sisters and brothers for their tender, love and care; to my friends, for the precious friendship;
to all of my instructors in college; and most of all to the almighty Allah for giving me strength in this venture.
Winn
CHAPTER I
INTRODUCTION
7
8
Computers have become a dominant factor in business, academia and everyday life. They
have become a part of doing business on a day-to-day basis. At a self-storage facility, computers
are used to input customer data, take payments, send letters, review reports, track the status of
customer accounts, and review inventory of space as well as income statistics-all the meaningful
things necessary to handle business transactions. Cashiers in large department stores use
inventory system to read bar codes and total prices. Travelers access the Airline Reservation to
reserve tickets. Universities and colleges use student information system to help faculty and staff
in processing, storing and calculating information of students. Most of the public and private
companies are now using Personnel Management Information System (PMIS) in collecting,
processing, storing and disseminating employees’ data in the form of information needed to carry
out the function of management. The PMIS is also used in the payroll preparation and keeping
track of information of their personnel.
1.1 Background of the study
The Office of the Personnel of the Mindanao State University – Tawi-Tawi College of
Technology and Oceanography (MSU-TCTO) which is located at the administration building of
MSU-TCTO Sanga-Sanga, Bongao Tawi-Tawi keeps employees’ records manually for many
years of its existence. Keeping employees’ records and generating reports have been the problem
of this office. The employee shall accomplish the Personal Data Sheet and submit it to the
Personnel Department. After that the Personnel Department staff will keep the submit Personal
Data Sheet for future use. When the administration requires significant reports of employees, the
personnel of the said office spend a lot of time and effort to generate data. Even in just searching
8
9
for records of a certain employee, he/she will consume more time and effort to locate each and
every employee’s file.
The monthly payroll is processed in Microsoft access in which the entering of data is in
the form of rows and columns. There were times that the encoders inevitable to exchange the
values in entering payroll data. Sometimes manual system consumes many papers specially
when there is correction in the entries of monthly payroll because it needs to be reprinted.
Because of this, the researchers designed and developed a program for MSU-TCTO Personnel
Management Information system. It is a computerized method of storing and maintaining records
for all the employees of this university. It can also be used in generating important reports such
as service records, individual payslip and monthly payroll by department or in university as a
whole.
1.2 Statement of the Problem
The MSU-TCTO Personnel Department has been practicing a manual system of keeping
and updating records of all the employees for more than four decades of its existence. Despite
the presence of computers technology the staff of the personnel faced a problem in generating
and updating significant reports because they have to locate each and every employee’s profile
which consumes a lot of time and effort.
1.3 Goal of the study
9
10
The goal of this study was to design and implement the Personnel Management
Information System (PMIS). A PMIS is a modular system that aids the staff of the Personnel
Office of MSU-TCTO in keeping, maintaining, retrieving and generating reports electronically
of all employees to include the payroll preparation module.
1.4 Objectives of the Study
Specifically, this study was aimed to perform the following:
Provide an accurate and reliable information;
View the salary details as and when required by the top level management of the
university or the employee himself;
Maintain, keep and update records of employees both active and retired (on the basis of
their unit, departments, designations, etc.);
Lessen the time consumed in searching the employees’ records during the updating of
records and generating significant reports; and
Generate various important reports that provide valuable information to the top level
management and the employee himself (such us payroll, service record, pay slips,
certificate of net pay and Employees’ master list).
1.5.1 Scope and Delimitation of the Study
The design of Personnel Management Information System (PMIS) which is intended for a
government agency specifically MSU-TCTO was limited to the following: The designing of a
module for personnel information, payroll management and generating reports; and the designing
of a user’s manager.
10
11
1.6 Significance of the Study
The MSU-TCTO Personnel Management Information System will help the staff of the
Personnel Department in storing, updating and maintaining records of all the employees
of MSU-TCTO.
It will reduce the load of paperwork of the said office, thus the transaction cost will be
then minimized.
To the top-level management or administration of MSU-TCTO, this study is very useful
because the rate of speed of performing tasks will be increased since reports are readily
available.
It can boost the morale of the Personnel Department in particular and the MSU-TCTO in
general.
1.7 Conceptual Framework
The MSU-TCTO Personnel Management Information System was conceptualized based
on the model of the Management Information System (MIS) and Transaction Processing System
(TPS). As shown in Figure 1.1, the user will input the data and will be stored in the database.
The MIS retrieves information from the central database. It generates reports in many forms such
as periodic, summarized, exception and comparative reports. A periodic report is a report that is
produced at a predetermined time interval: daily, weekly, monthly, yearly and so on. A
summarized report is simply a report that aggregates information in some way. The number of
students enrolled in a class is an example of summarized report. An exception report is a report
that shows only a subset of available information based on some selection criteria. For example,
11
Reports:Periodic
SummarizedException
Comparative
Management Information
SystemDatabase
Retrieve data
Input Data
User
Figure 1.1 The Input-Process-Output Concept of Management Information System (MIS)
Generate Reports
Store data
Access Data
OUTPUT
PROCESS
INPUT
12
a report showing all sales people who did not meet their quotas. Finally, a comparative report is a
report that shows two or more sets of similar information in an attempt to illustrate a relationship
(Computing Concepts - Stephen Haag, et. al).
The conceptual framework of the MSU-TCTO Personnel Management Information
System is shown in Figure 1.2. The employee shall accomplish first the personal data sheet and
submit it to the Office of the Personnel. The designated user of the office will input the
employee’s data and store in a database. From the database, the system retrieves information and
generates three types of reports. The researchers only included the periodic and summarized
12
Periodic Reports:Monthly PayrollPay slipsSummarized Reports:Employees’ Master ListPersonnel InformationEmployees with Financial ObligationRequest Reports:Service RecordsCertificate of Net Pay
13
reports based on the MIS and then added the request report. As mentioned earlier periodic report
is produce at a predetermined time-interval. The periodic reports generated by the personnel
department are the monthly payroll and pay slips. Reports like employees’ master list and
personnel information are types of summarized report. Request report is added because there are
some reports produced due to the request of any employee for loan, promotion or retirement
purposes like service records and certificate of net pay and others.
13
14
1.8 Definition of Terms
To fully understand the terms used in this study, the following terms are operationally
defined.
14
15
Context Diagram. It is a special form of a data flow diagram that represents an entire system as
a single process and highlights the interactions between the system being analyzed and
other systems or people that interact with it.
Data Flow Diagram (DFD). It is a graphical representation of the "flow" of data through an
information system. DFDs can also be used for the visualization of data processing
(structured design).
Logical design. It describes the functions required of a system, which is to be done, not how it
will be done.
Microsoft Access. It is a relational database management system from Microsoft that combines
the relational Microsoft Jet Database Engine with a graphical user interface and software
development tools. This software will be used to stores the data of all the employees of
this university.
Management Information System (MIS). A computer system designed to help managers plan
and direct business and organizational operations.
Microsoft Visual Basic 6.0. It is the third-generation event-driven programming language and
integrated development environment (IDE) from Microsoft for its COM programming
model. This programming language will be used in designing and developing the system.
Personnel Department. It refers to the office responsible for keeping and updating records of all
the employees of MSU-TCTO.
Physical design. Is the phase of a System Development Life Cycle (SDLC) following the logical
design. It identifies the actual database and index structures used to implement the logical
design.
15
16
System. It is an integrated set of interoperable elements, each with explicitly specified and
bounded capabilities, working synergistically to perform value-added processing to
enable a User to satisfy mission-oriented operational needs in a prescribed operating
environment with a specified outcome and probability of success – the MSU-TCTO
Personnel Management Information System.
System Analysis. It is the second phase of the System Development Life Cycle (SDLC) which
refers to modelling how the current system works, identifying weaknesses and
opportunities, creating a model of the new system, and reviving the project plan (Haag, S.
et. al.).
System Implementation. It is a phase in system development life cycle that involves the
training users, converting existing acquiring and installing any new hardware, writing
software, testing software, and reviewing project plan (Haag, S. et. al.).
CHAPTER II
REVIEW OF RELATED LITERATURE AND STUDIES
16
17
Management Information Systems do not have to be computerized, but with today’s large
multinational corporations, computerization is a must for a business to be successful. However,
Management Information System began with simple manual system such as customer database
on index cards. With the advent of computers, Management Information System became
automated. Managers use MIS operations in all phases of management, including planning,
organizing, directing and controlling.
Preliminary research shows that successful Human Resource Information System (HRIS)
operations are identified by such outcomes as organizational competence; i.e., meeting strategic
goals (Thomas, 2001; Pierce, & Newstrom, 2002). Furthermore, successful HRIS functions
support such key processes as executive decision-making, employee training, technology
selection, interdepartmental integration, and organizational reporting structures (DeSanctis,
1986; Haines, & Petit, 1997; Richards-Carpenter, 1996).
One of the universities in the United States of America (USA) has proven the
advancement of using a computerized system is the University of Missouri. The University of
Missouri - Office of Human Resources use HRIS for administering a variety of programs and
services for University of Missouri faculty and staff, including benefits. The office also manages
a variety of initiatives for creating a positive and productive work environment with top talent in
order to provide services to the students and citizens of Missouri. In addition, Human Resources
maintain numerous programs for retirees, including retirement benefits (Rodriguez, 2009).
Similarly, the Howard University of USA also used HRIS to manage and maintain
electronic historical employee records for the university. The primary repository for the
university work force information is the Official Personnel File (OPF) maintained by HRIS. This
file includes employee documentation pertaining to all personnel transactions. Pertinent
17
18
documents are: employees’ applications, hiring acknowledgements and agreements,
recommendations, disciplinary notices, employee contact forms, offer letters, performance
evaluations, personnel and budget recommendations, position descriptions and university photo
IDs.
Same with the Human Resources Information System Office of San Diego State
University, USA currently use HRIS for managing campus HR information systems, official
personnel records and providing departmental desktop support to the staff of Human Resources
(Center for Human Resource, 2009).
However, the Office of Management Assessment of the National Institute of Health of
USA used an electronic record keeping system in which records are collected, organized, and
categorized to facilitate their preservation, retrieval and use. A distinct electronic recordkeeping
system will comprise an application program which provides record keeping functionality, data
and metadata needed for management of the records controlled by the system, and any electronic
records managed by the system. An electronic record keeping system may be part of another
system, such as an application system or an electronic document management system, when the
design of that system includes record keeping functionality (National Institute of Health, OMA
2004).
In the State of Kerala, India an Integrated Personnel, Payroll and Accounts information
system is used to track records and manage payroll of all the employees of the state. The system
was developed with a view to cater to the administration, payroll and other accounts activities of
government establishments. Every employee is allotted with a unique Permanent Employee
Number (PEN) through the system. This Centralized system helps the departments to get details
18
19
of any employee immediately, achieve highest level of transparency in dealing with the
employees, more consistent application of rules etc. In the payroll side, accurate and automatic
payroll processing is facilitated (Kerala State IT Mission, 2008).
In the Philippines, a computerized system used by the Management Information System
Office of Saint Louis University at Baguio City to provide high quality information systems and
services to improve the university's efficiency and effectiveness. This university use MIS which
includes the information system service, administration of university databases, computer related
consultancy services, technical assistance, and room management (SLU Management
Information Systems Office, 2007).
The Provincial Government of Bulacan’s Human Resource Office (PHRMO) is
responsible for, among other services, the maintenance of records associated with payroll
preparation and processing. Among the significant services brought about by the PHRMO
through the use of HRIS, is the fast and accurate processing of pertinent employee records like
service records and payroll. Through the automatic computation facility and integrated time
keeping system, processing time to determine leave credits, which is necessary for computation
of pay of employees who have absences, and processing time to prepare remittances for GSIS,
PAG-IBIG, and Philhealth are very well addressed (Personnel Management Systems, Inc.).
Since computer power was the critical resources, efficiency of processing time became
the main goal. Emphasis was placed an automating existing process such as purchasing or
paying, often within single department (Hoffer, 1996).
19
20
A major purpose of a database system is to provide user with an abstract view of data.
That is the system hides certain details on how the data are stored and maintained (Silberschatz,
1999).
A database is an organized collection of information on customers, employees,
inventory, competitors, sales information and much more. Most managers and executive believe
a database is one of the most valuable and important parts of a computer-based information
system in accordance (Ralph, 2001).
CHAPTER III
METHODOLOGY
20
21
This chapter discusses the methods used in developing the MSU-TCTO Personnel
Management Information System in which the researchers apply six phases of System
Development Life Cycle (SDLC).
The system development life cycle is the overall process of developing,
implementing, and retiring information systems through a multistep process
from initiation, analysis, design, implementation, and maintenance to disposal.
There are many different SDLC models and methodologies, but each generally
consists of a series of defined steps or phases (source:
csrc.nist.gov/.../april2009_system-development-life-cycle.pdf).
3.1 Preliminary Investigation
The project started with a preliminary investigation which served as the foundation for
the system development process. It primarily involved the steps or work plan for the existing
system to be renewed. Preliminary investigation is subdivided into two sub phases which are the
project identification and selection and the project initiation and planning.
3.1.1 Project Identification and Selection
At first, the researchers identified recurring problems that need the improvement
of the existing system. Also gave overview of the possible measures that would enhance
the existing system. The researchers analyzed and identified information needed in the
development and arose with the MSU-TCTO Personnel Management Information
System.
3.1.2 Project Initiation and Planning
21
22
After the permission was sought from the Supervising Administration Officer of
the Personnel Department to conduct a study, the researchers conducted an interview
with the Supervising Administration Officer and the some of the staffs regarding their
office transaction. Some sample forms used by the department in their transaction and in
generating significant reports were gathered for study references such as personal data
sheet, service records, certificate of net pay and monthly payroll.
3.2 System Analysis
In this phase, the researchers determined the need for a new system of the Personnel
Department and make structure of an alternative system design strategies. This requires critical
probing of the system to determine how their transaction works and suggested a new and better
system. Possible alternatives or solution to the problems were formulated including the
justification for the chosen alternative. These requirements were structured for clarity and
consistency.
The MSU-TCTO employees will ask for a personal data sheet from the Personnel
Department and then fill out all the items in the form. After that he/she will submit the
accomplished personal data sheet back to the assigned personnel in the department for future use.
When the staff starts to generate employee’s records, it will take him/her much time and effort
locating each employee’s file.
3.3 Logical Design
Specifications of the system elements (processes, inputs, and outputs) chosen in the
development for analysis are described. These system elements are presented in the conceptual
22
MSU-TCTOPersonnel
Management Information System
MSU-TCTO Employee
REPORTSInput Data
P
Output Reports
P
Figure 2.1 Context Diagram of the System
P
23
framework of MSU-TCTO Personnel Information System. The logical design was expressed in
the form of data modeling. One of the most widely used data modeling is the Data-Flow
Diagram (DFD). The first step in making DFD is to build first a conceptual framework. Based on
the conceptual framework, the Context Diagram of the system is shown in Figure 2.1 below.
There are two terminators involved in the system. As shown in the context diagram in
Figure 2.1, the MSU-TCTO employee is the source of information and the reports becomes the
output. All relevant data of the employees like the personal information, family background,
educational attainment, work experience, civil service eligibility, training programs, references
and payroll will be entered into the database. Reports such as the service records, employees
master list, individual personnel information, monthly payroll, certificate of net pay, pay slips
and employees with financial obligation will be generated from the database.
The data-flow diagram of the system level 0 is shown in Figure 2.2. Aside from the
employees, the personnel department is included in the terminators. To have a detailed view of
the information generating in the system; the employee submits personal data sheet to the
23
Forward Reports
P
Submit Personal
Data Sheet
P
Enter Employees’ Information
P
GenerateVariety Reports
P
MSU-TCTOEmployee
0
MSU-TCTOPersonnel
Management Information System ReportsPersonnel Department
Retrieve
P
Store
P
Database
Figure 2.2 Level O Data-Flow Diagram of the System
24
personnel department. The assigned user will enter the data into the database. When reports are
needed, information will be retrieved from the database.
Figure 2.3 illustrates the data-flow diagram of the MSU-TCTO PMIS level 1. It involves
two terminators which are the employee and the personnel department. The three processes are
the personnel records, generate reports and payroll management. The employee submits the
personnel data sheet to the personnel department. The user personnel will input the information
to the system and save it in the central database. When an employee requests for records, the
Personnel Department can have easy access to the information needed. Lastly the generate
reports is responsible for generating significant reports such as the monthly payroll, pay slips,
certificate of net pay, service records, employees’ master list and individual personnel
information.
24
Store Personnel Records
P
Process Payroll
P
Submit Personnel Data
Sheet
Input Personnel Records
P
MSU-TCTOEmployee
Personnel Department
2
PayrollManagement
1
PersonnelRecords
3
GenerateReports
Forward Reports
P
Store Payroll Accounts
P
Retrieve Reports
Database
Get Reports
P
Figure 2.3 Level 1 Data-Flow Diagram of the MSU-TCTO PMIS
25
The Figure 2.4 illustrates the detailed data-flow diagram of Personnel Records of the
MSU-TCTO PMIS. There are two terminators involved the employee and the personnel
department. The user personnel will input the employee’s profile and save in the data storage.
25
Employee remarks
P
Enter Personnel Data
1.1
PersonnelRecords
Personnel Department
1.2
Update employee
Figure2.4 Level 1 Detailed Data-Flow Diagram of Personnel Records of the MSU-TCTO PMIS
Employee
Mark Employee
Employee Data FileD1
2.1
EnterGross Pay
2.3
ComputeNet Pay
2.2
EnterPayroll Deductions
Gross Pay Data
Net Pay DataPersonnel
Department
Personnel Record
RequestPayroll Printout
Retrieves data Initiates Payroll
Updates Monthly Payroll
26
There is also another process which is the updating of employee. In this process, employee will
be remarked as terminated, retired or deceased.
Figure 2.5 illustrates the detailed data-flow diagram of the payroll management of the
MSU-TCTO PMIS. There are three terminators involved in the process: the personnel
department, cashier and the employee. The personnel department computes the gross pay,
calculate the payroll deductions base on the personnel records and then compute the net pay. All
the payroll accounts of employees will be stored at the payroll data file. After that the monthly
payroll and pay slips will be prepared and forwarded it to the cashier. The cashier will then
release the salaries and issue the pay slips of the employees.
26
Personal Data Sheet
Stores Employees Information
Employees with Financial Obligation
Certificate of Net Pay
Service Records
Pay Slips
Monthly Payroll
Employees Master List
1.3
GenerateReports
Personnel Department Cashier
27
The Figure 2.6 illustrates the detailed data-flow diagram of the Generate Reports of the
MSU-TCTO PMIS. The personnel department, employee and cashier are the terminators
involved. Reports will be retrieved from the employee’s profile and payroll data file. The
personnel generates reports and forward them to the cashier’s office. If the type of reports is for
personal use like: service records and certificate of net pay, request can be made through the
personnel department.
27
28
3.4 Physical Design
In this phase the logical design turned into physical specifications. Flow charts are made
to map system flow into a clear presentation. This phase included the group’s decision as to what
physical operations are necessary to facilitate the different processes involved, as well as their
inputs and corresponding outputs. The data were stored in a form of rows and columns using the
most popular method of organizing and storing information the relational database in Microsoft
Access as a back-end of the system. The system was programmed using a high-level
programming language Microsoft Visual Basic 6.0 as a front-end of the system. After the coding
and designing of the system, testing was done to verify that it works correctly under operational,
conditions and noted any errors needed to be fixed.
Flow Charts
The modular function of the system is shown trough a flowchart. The different events
represented by symbols such as the processes represented by a rectangular box, the input and
28
No
Start
Press enter or click the log in button. To exit click the cancel button
Enter username and password
29
output by a parallelogram, the decision by a diamond, the arrows connecting theses events
showing the data flow and the terminators representing the start and end events.
Figure 3.1 below illustrates the system log in flowchart. When it starts, it will prompt
with a text boxes asking for a username and a password. The user can click or enter the log in
button to drive the user to the system main menu. If the user wishes to terminate the program
he/she shall click the cancel button. If the username and password matched, the system main
menu will appear in the user interface, else a warning message prompt username and password
does not match. In this figure, the letter “A” is connector, meaning after the system log-in the
next module of the program is represented in flowchart by a connector A.
29
30
Figure 3.2 shows the flow chart of MSU-TCTO PMIS system main menu under the
connector “encircled A”. At the system main menu the personnel records, payroll management,
user’s manager and generate reports are provided for the user to click. If the user clicks the
personnel records button, the module for adding, editing, saving and searching personnel records
will be shown. The connector “encircled 1” connects the process to the personnel records
module. If the user clicks the payroll management, then the payroll management module will be
shown and its flow is represented by the connector “encircled 2”. If the user clicks the button for
user’s manager, the module for adding, editing and saving user’s account will be shown in the
user interface. The module of the user’s manager is continued at the connector “encircled 3”.
30
No
Yes
Go to Personnel Records
Go to Payroll Management
Go to User’s Manager
Go to Generate Reports
If 1
If 2
If 3
If 4
Select
Choose Again?
End
1
2
3
4
A
PMIS Main Menu
1. Personnel Record2. Payroll Management3. User’s Manager4. Generate Reports
Yes
Yes
Yes
Yes
31
Lastly, when the user clicks the generate reports button, the module for generating various
significant reports will be shown in the user interface and its flow is continued by the connector
“encircled 4”.
Figure 3.2. The MSU-TCTO PMIS System Main Menu Flowchart
Figure 3.3 illustrates the flowchart of the personnel records module under the connector
“encircled 1”. It revealed the buttons for adding, editing and searching personal information,
family background, educational background, civil service eligibility, work experience, training
31
No Yes
Yes
1
Record Found?Add new
record
If 1Search
Enter Employee name or Emp. ID
Display message
Personal Information
Family Background
If 2
32
programs and other information. When clicking the personnel records the first frame to appear in
the user interface is the personnel information. When the user wishes to add personnel records of
any employee he/she must fill out first the employee’s personal information before he can
proceed to the next frame. If the user clicks the family background, the frame for adding, editing
and viewing employee’s family background will be shown in the user interface.
If he/she clicks the educational background button, the module for adding, editing and
viewing employee’s educational background will be shown. However, if the user clicks the
button civil service eligibility, he/she can now add, edit or view the employee’s civil service
eligibility. If the user clicks the work experience button, he/she can also add, edit and view the
work experiences of a certain employee. When the user clicks the training programs button,
he/she can add, edit and view the training programs attended by the employee. Finally, if the user
clicks the button for other information, he/she can add, edit and view the other information of
employees like the references and other important information.
32
33
Figure 3.3. Flowchart of Adding and Editing Personnel Records
The Figure 3.4 shows the flowchart of the payroll management under the connector
“encircled 2”. The user must enter first the employee’s name or ID no. to add or edit payroll
records. The user can click the add button to add new employee’s payroll records, but the
33
No
2
Enter emp. Name or emp. ID
Search
34
employee must have a personnel records first. To update the existing employee’s payroll records,
the user must enter the employee’s name or ID no. in the text box provided for searching and
then click the edit button. In the module payroll management, the user can view all the payroll
records of employees in a list. It is also in this module to manage employees’ basic pay either
permanent or contractual. If the employee has an existing payroll records the user can view and
print the employee’s certificate of net pay or pay slip.
34
35
The Figure 3.5 illustrates the flowchart of the module user’s manager under the connector
“encircled 3”. The only person authorized to access this module is the administrator. The admin
can add, edit and change user’s picture in this module. to add user’s account the he/she must
35
Figure 3.4. Flowchart of Payroll Management
Display message
3
Yes
Yes
Yes
Yes
Add/ change User’s account
Save?
Edit
Add Another?Edit User’s account?
Select from list
Edit Another?
No
No
Yes
Save?
Input Username, Fullname, Password and Position
No
No
36
click first the add button, fill out the questions asked and then click the save button. To update
the user’s account, he/she will only need to click the user’s ID in the list and click the edit
button.
Figure 3.6. shows the flowchart of the generate reports module of the MSU-TCTO PMIS
under the connector “encircled 4”. This module offers the buttons responsible for generating any
types of reports such as the master list of employees, individual personnel information, service
records, monthly payroll, certificate of net pay, pay slips and employees with financial
36
Exit
Figure 3.5. Flowchart of User’s Manager
No
No
No
4
Master list of Employees
Individual Personnel Information
Service Records
If 1
If 2
If 3
4.1
4.2
4.3
Select1.Master List of Employee
2.Individual Personnel Information
3.Service Records4.Monthly Payroll
5.Pay Slips6.Certificate of Net Pay
7. Employees with Financial Obligation
37
obligation. If the user clicks the master list of employees, button the module for generating
employees master list will be shown in the user interface and its flowchart is continued by the
connector “encircled 4.1”. If the user clicks the button individual personnel information, the
module for generating individual personnel information will appear. The flowchart of generating
the individual personnel information is shown by the connector “encircled 4.2’. If the user clicks
the service records button, the generating for employee’s service records will be shown. The
flowchart of generating service records is illustrated by the connector “encircled 4.3”. If the user
clicks the monthly payroll button, the module for generating monthly payroll either for
permanent or contractual employee can be seen. The detailed flowchart of generating monthly
payroll is continued by the connector “encircled 4.4”.When the user clicks the certificate of net
pay button the generating reports of certificate of net pay will appear in the user-friendly
interface and its detailed flowchart is illustrated under the connector “encircled 4.5”. If the user
clicks the button pay slips, then the module for generating employees’ pay slips will be shown.
The flowchart of generating the pay slips is shown under the connector “encircled 4.6”. Finally,
when the user clicks the employees with financial obligation button which handles the generation
for employees financial obligation such as loans will prompt in the user interface and its detailed
flowchart is continued by the connector “encircled 4.7”.
37
38
The Figure 3.6.1 shows the flowchart of generating the master list of employees under the
connector “encircled 4.1”. The user can select if whether he/she will generate the master list of
employees by department (e.g. the employees are sorted by department) or all (general master
list). When the user wishes to print the master list he/she will have to click the print button
provided.
38
4.1
39
The Figure 3.6.2 illustrates the flowchart of generating the individual personnel
information by the connector “encircled 4.2”. The user must enter the employee’s name in the
format (Surname, First name). When he/she type the employee’s name correctly all the basic
information of the selected employee will be shown in the user interface. Click the print button
to print the individual personnel information of the employee’s selected.
39
Yes
No No
No
Click your choice
No No
No
Yes No
No No
No
Yes
If 1
If 2Master List of Employees (By Department
Print another?
Exit
Master List of Employees (all)
Figure 3.6.1. Flowchart of Generate Reports – Master List of Employees
Select>All>By Department
No
No
No
4.2
Enter Employee Name
Records found?Search another?
Print another?
Exit
No
No
No
Figure 3.6.2. Flowchart of Generate Reports – Individual Personnel Information
40
The Figure 3.6.3 shows the flowchart of generating the employee’s service records under
the connector “encircled 4.3”. The user must type the employee’s name in order to generate the
service records of employee selected. To print this report, the print button provided must be
click.
40
4.3
Enter Employee Name
41
Figure 3.6.4 illustrates the flowchart of generating monthly payroll started by the
connector “encircled 4.4”. The user can select whether he will generate the monthly payroll of
permanent employees or contractual. To print the monthly payroll, the user must click the print
button.
41
Figure 3.6.3. Flowchart of Generate Reports – Service Records
No
No
Select>Permanent>Contractual
Click your choice
No
No
No
No If 1
If 2Monthly Payroll (Permanent)
Print another?
Exit
Monthly Payroll (Contractual)
4.4
42
Figure 3.6.5 shows the flowchart for generating employees’ pay slips under the connector
“encircled 4.5”. The user has to option in generating this report. He/she can selects all, to
generate all the pay slips of employees in MSU-TCTO or selects the individual, to generate the
42
Figure 3.6.4. Flowchart of Generate Reports – Monthly Payroll
No
No
No
No
No
No
No
Select>All>Individual
4.5
Enter Employee Name
No
No
Records Found?Try another?
Print another?
No
Exit
Pay slips (all employees)
Click your choice
If 1
If 2Pay slip (Individual)
43
pay slip of the selected employee by typing the employee’s name in the format (Surname, First
name). To print this pay slip, he/she must click the print button.
Figure 3.6.6 illustrates the flowchart for generating employees’ certificate of net pay
under the connector “encircled 4.6”. The user can generate all the certificates of net pay of the
employees if everyone needs. If only ones employee needs his/her certificate of net pay, the user
43
Figure 3.6.5. Flowchart of Generate Reports – Pay Slips
4.6
44
must enter the employee’s name in the text box provided. The print button is also provided here
to print this type of report.
Figure 3.6.7 shows the flowchart of generating reports for employees with financial
obligation module started by the connector “encircled 4.7”. This module offers the buttons for
INCENT, MEDICARE, GSIS Prem., OULI Prem., Salary Loan, Policy Loan, Pag-ibig Loan,
44
Figure 3.6.6. Flowchart of Generate Reports – Certificate of Net Pay
No No
No
No No
No
No No
No
No No
No
Yes No
Yes
No No
No
Yes No
Yes No
Yes No
Yes
Yes
Exit
If 1
If 2Certificate of Net Pay (Individual)
Certificate of Net Pay (all)
Enter Employee Name
Click your choice
Try another?
Select>All>Individual
PrintPrint another?
Records Found?
No
4.7
No
No
No
INCENT
Select1.INCENT2.MEDICARE3.GSIS Prem4.PAG-IBIG Loan5.OULI Prem6.Salary Loan7.Policy Laon8.Pag-ibig Loan9.OULI Loan10.ISLA11.PNB12.Withholding Tax13.MSU-COOP
MEDICARE
GSIS Prem
Pag-Ibig Loan
OULI Prem
If 1
If 2
If 3
If 4
If 5
No
45
OULI Loan, ISLA, PNB, Withholding tax and MSU-COOP buttons. When the user clicks the
INCENT button the module for generating the list of employees with incentives account will be
shown in the user interface. If the user clicks the button MEDICARE, then the module for
generating the list of employees with MEDICARE deductions will be shown. If the user clicks
the button GSIS Prem., then the module for generating the list of employees with GSIS Premium
deduction will be shown in the user interface. Same when the user clicks the Salary Loan button,
the module for generating the list of employees has salary loans will be shown in the user
interface. When the user happens to clicks the Policy Loan button, the module for generating the
list of employees with policy loan deductions will also appear in the user interface. When the
user clicks the OULI loan button, the module for generating the list of employees with OULI
loan will be shown. If the user clicks the ISLA button, the module for generating the list of
employees with ISLA deduction will appear in the user interface. When the user clicks the button
withholding tax, the module for generating the list of employees with withholding tax deduction
will be prompted in the user interface. If the user clicks, the MSU-COOP button, the module that
generates the list of employees with MSU-COOP deduction will be shown. The print button is
also provided in every module for reports in order for the user to print it.
45
46
Automation Boundary
Figure 3.7 outlines which part of the system is automated and which remains manual. In
this system, the releasing of salary and pay slips are excluded. The processes inside the dashed
46
Figure 3.6.7. Flowchart of Generate Reports – Employees With Financial Obligation
Generate ReportsPayroll Management
User’sManager
Releasing of Salary and Pay Slips
Payroll D2 Data File
Personnel D1 Data File D3 Reports
47
lines are the only process paved by the system. Information will be saved and retrieved from the
data store personnel data file, payroll data file and reports.
Figure 3.7. Automation Boundary
Hierarchy Chart
The hierarchical data model is shown in Figure 3.6 It starts from the main menu to the
personnel records, payroll management, user’s manager and generate reports. In the personnel
47
Menu
Personnel Records
Personal Information
Family Background
Payroll Management
Add new
Edit
Generate Reports
Individual Personnel
Information
Master List of Employee
User’s Manager
Edit user’s account
Add new
48
information of the personnel records there is an add new, edit, change picture, save and search.
Under the family background, educational background, civil service eligibility, work experience,
voluntary work, training programs, other information and mark employee there is and add, edit,
save and close. In the payroll management there is an add, edit and save employees’ payroll data.
There is also a button to manage basic pay and set payroll signatories in the payroll management.
While in the user’s manager there is and add, edit, save and change picture. And the generate
reports have a master list of employees, individual personnel information, service records,
monthly payroll, pay slips, certificate of net pay and employees with financial obligation.
48
49
3.5 System Implementation
The fifth phase of the SDLC is the system implementation. During this phase the whole
program of the system was ready for implementation in the organization and the existing system
49
50
will be replaced. It may include actual training for the new users of the new system and provide
them user’s manual.
3.6 System Maintenance
The system is fairly robust and adaptable for change. If there are errors detected, which
escape during testing, the programmers will modify the system. The users may notice some
errors, changes are needed to be made. Some of these are quite simple such as adding a new
report. System maintenance can certainly achieve this by creating a change request form or by
holding meetings in which users provide feedback concerning the system and its operation.
CHAPTER IV
THE SYSTEM
The System Log-in
50
51
The Figure 4.1 below illustrates the system log-in of the MSU-TCO Personnel
Management System. The user prompted to enter his/her user name and password. Log-in will
bring the user to the system main menu if his/her user name and password match. To terminate
the program the cancel button must be selected.
Figure 4.1. The System Log-in
The System Main Menu
If the user’s name matches with his password, the system’s main menu screen (as shown
in Figure 4.2 below) will appear in the user interface. In this interface, the name of the user and
51
52
his position are shown at the top-right side. The current time and date is also shown. The user has
to choose from the personnel records, payroll management or user’s manager and generate
reports. Just press button as to what module he wants the system to bring him.
Figure 4.2. The System Main Menu Screen
The Personnel Records
The Figure 4.3 is an interface for the personnel records. The user will fill- up first the
personal information of the employee and save it before it can add the family background,
educational background, civil service eligibility, work experience, voluntary work, training
programs, other information and mark employee (update employee status e.g. Terminated,
Retired, Resigned and Deceased). When the user search and update employee records, he/she
52
53
should enter the employee ID No. or name at the text box provided for searching at the personal
information.
Figure 4.3. Personnel Records
Payroll Management
In payroll management module as shown in Figure 4.4 there is a text box for searching
employee’s payroll record. You cannot add employee payroll here if the employee has no
53
54
personnel record yet. You can select some tasks you want like add, edit, save and close. In this
module you can also view all the employees’ payroll records.
Figure 4.4. Payroll Management
Manage Basic Pay
The Figure 4.5 below is a module designed to manage basic pay of employee according
to their designation. Click the button named Permanent for the Basic pay of permanent
54
55
employees and Contractual for the Basic Pay of contractual employees. Each designation has a
corresponding amount of basic pay. Click the add button first and select the designation provided
in the combo box then enter the corresponding amount and save it. When editing basic pay, all
you have to do is just select designation and its current amount will prompt, and then click the
edit button and enter its corresponding amount then save it.
Figure 4.5. Manage Basic Pay
Set Payroll Signatories
The figure 4.6 shows the module for setting an accountant and cashier for monthly
payroll. You cannot add other signatories here instead edit the text there in. Be sure that you
enter the signatories correctly before you save it.
55
56
Figure 4.6. Set Signatories
MSU-TCTO PMIS Generate Reports
The generation of reports is shown in figure 4.7. If the user wishes to generate reports,
he/she will have to select any button provided for a type of reports (such as master list of
employees, individual personnel information, service records, monthly payroll, pay slips,
certificate of net pay and employees with financial obligation) he/she wants. After that, the
preview of the selected type of reports will prompt on the screen.
56
57
Figure 4.7. MSU-TCTO PMIS Generate Reports
Employees Master List
The figure 4.7.1 below illustrates the module for generating employees’ master list. The
user has two options in generating this report. He/she can select all employees to be listed in the
master list then click the button OK. He/she can also select all employees of a certain department
by browsing on the combo box and then click the OK button. To escape this module, just click
the cancel button.
57
58
Figure 4.7.1 Employees Master List
Sample Master List
The Figure 4.7.1.1 illustrates the sample employees master list in which the employees’
surname, first name, designation, department and status are included. There is an option in
viewing this report. The user can view this by 100 %, 75%, 50%, 25% or fit (just enough to fit
the screen). When he/she wish to print this report, he/she will need to click the print button
above.
58
59
Figure 4.7.1.1 Sample Employees Master List
Individual Personnel Information
In generating individual personnel information, the user has two options. He can generate
all information of employees or just an information of selected employee as shown in Figure
4.7.2. After he/she selects an option, the individual personnel information reports of employee or
employees will prompt in the user interface as shown in Figure 4.7.2.1. The content of individual
personnel information covers only employee’s basic information. The user can view this report
59
60
in the way he/she wants either zoom in or zoom out. To print the individual personnel
information just click the print button at the top of the page.
Figure 4.7.2 Individual Personnel Information
Figure 4.7.2.1 Sample of Individual Personnel Information
60
61
Service Records
Figure 4.7.3 shows the generation of employee’s services records in which the user must
have to enter the employee’s name in the format (Surname, First name). After typing the
employee’s name, click the OK button to generate his/her service records and the cancel button
to lose this module.
Figure 4.7.3 Service Records
Sample Service Records
When the employee’s name correctly entered by the user in module previously (Figure
4.7.3) the service records of the employee will prompt in the user interface. Here the user can
zoom in and zoom out the service records. To print, click the print button provided at the top-
right side of the page.
61
62
Figure 4.7.3.1 Sample Service Records
Monthly Payroll
The generating of monthly payroll is shown in figure 4.7.4 wherein there is a combo box
to select what department the user wants to print the monthly payroll. Some command buttons
like previous, next, print and close are also provided.
62
63
63
Figure. 4.7.4 Monthly Payroll
64
Pay Slips
As shown in Figure 4.7.4 the generation of pay slips is only simple. You can generate all
the pay slips of employees and you can also generate an individual pay slip by typing the
employee name in the text box provided. When you have chosen any of the two options, click
the ok button to proceed and the cancel button to stop the generation.
Figure 4.7.5 Pay slips
Sample Pay Slip
After the user select from two the options in given in Figure 4.7.4 the Figure 4.7.5.1 will
appear in the user interface. In order to see the data in the pay slip clearly the user can zoom in
by 100% or below. The date of generation of pay slip can be seen at the bottom of the page.
Click the print button provided at the top-right side of the page to print the employee’s pay slip.
64
65
Figure 4.7.5.1 Sample Pay slip
Certificate of Net Pay
Generation of certificate of net pay is very simple. The user must select in an option
provided in the interface either he/she will generate the certificate of net pay of all employees or
a certificate of net pay of a certain employee only as shown in Figure 4.6. After the user select an
option the certificate of net pay print preview will come out in the user interface. The Figure
65
66
4.6.1 is a sample employee’s certificate of net pay. When the user intents to print this type of
report he/she must click the print button provided at the top-right corner of the page.
Figure 4.7.6 Certificate of Net Pay
Figure 4.7.6.1 Sample Certificate of Net Pay
66
67
Employees With Financial Obligation
The list of employees with financial obligations such as loan can be generated in the
system as shown in Figure 4.7.7. The user can select what type of loan he/she anticipate to
generate by clicking any button provided at the right side.
Figure 4.7.7 Employees with Financial Obligation
67
68
User’s Manager
Figure 4.8 illustrates the interface of user’s manager. The person who can access this
module is the administrator or head. In this interface the user can add, change picture and edit
account. When adding, the user must fill out the questions asked in this module such as: full
name, user name, position and most important the password. To better identify the user it is good
to upload picture here. After entering all the necessary data, the button save must be click to
avoid information loss. Just click any user ID in the list then click the edit button to update or
change the user’s account.
Figure 4.8. MSU-TCTO PMIS User’s Manager
68
69
CHAPTER V
SUMMARY, CONCLUSION AND RECOMMENDATIONS
Summary and Conclusion
This study was aimed to design and develop a Personnel Management Information
System (PMIS) that help the staff of the department in maintaining, updating, storing and easy
retrieval of employees’ records of MSU-TCTO.
The researchers follow the System Development Life Cycle (SDLC), in which several
phases undergone. The most popular type of data modeling is the data-flow diagrams. This was
created during the logical design phase to illustrate the flow of the processes within the system.
The flow charts were made during the physical design phase to illustrate the flow of the system.
Hierarchy chart was included as well to give guide about procedures/course of action that take in
the design of the system. The system was design and coded using a very high level programming
language Visual Basic 6.0. And the information such as personnel records and payroll data was
stored in a relational database Microsoft Access in form of rows and columns. Relevant reports
can be retrieved from the employee records and payroll data file. Graphical user interface and
user friendly modules for personnel records, payroll management, generate reports and user’s
manager was designed.
The system is efficient in searching, updating, and adding personnel records with less
time and effort. It is also capable of calculating and updating employees’ payroll data. It also
generates accurate and consistent reports in minimum time.
69
70
Recommendations
On the basis of the findings the researchers recommend the following:
1. The personnel department should be encouraged to implement the system.
2. A web-based reporting system should be developed to cater the information needed by
the employees of MSU-TCTO, e.g., service records, etc.
3. A similar study pertaining to the improvement/development of the PMIS is highly
recommended.
70
71
REFERENCES
BOOK:
The I-Series: “Computing Concepts”, Second EditionBy: Stephen Haag, Maeve Cummings and Alan I Rea, Jr.
WEB PAGES:
Center for Human Resource – San Diego State University Human Resource Information Systemhttp://hr.sdsu.edu/hris/index.htm
Howard University Personnel Management Information Systemhttp://www.hr.howard.edu/hris/default.htm
Human Resource Information System: A Review and Model Development by Steve Lunce (2003)http://www.allbusiness.com/human-resource/691895-1.html
Kerala State IT Mission http://www.itmission.kerala.gov.in/index.php?option=com_content&view=article&id=202%3Aa-payroll-and-pers&Itemid=162
Management Information Systemhttp://www.answers.com/topic/management-information-system
Management Information Office – Saint Louis University, Baguio Cityhttp://www.slu.edu.ph/offices/miso/services.jsp
Personnel Management System, Inc.http://www.hrpmis.com
University of Missouri Office of Human Resources by: Elizabeth Rodriguezhttp://www.umsystem.edu/ums/departments/hr/
System
http://www.freetutes.com/systemanalysis/SA001_1.htm
System Development Life Cycle (SDLC) csrc.nist.gov/.../april2009_ system - development - life - cycle .pdf
71
72
APPENDIX A
SYSTEM REQUIREMENTS AND SPECIFICATIONS
This system would have not been made possible without the following software and
hardware required.
Software Requirements
Operating System (OS) Windows XP Professional or higher
Microsoft Visual Studio Version 6.0
Microsoft Access
Hardware Requirements
Intel ® Pentium ® D CPU 3.00 GHZ
17” Bit Monitor
512 MB DDR2
CD Drive
Keyboard
Printer
Mouse with Mouse pad
APPENDIX B
72
73
VISUAL BASIC SCRIPT
/*CODES FOR SEARCHING EMPLOYEE’S RECORDS
Private Sub Text7_Change()Label70.Visible = Falsetxtdate.Visible = FalselblRemarks.Visible = FalsetxtRemarks.Visible = FalseLabel105.caption = "No Employee"txtID = ""txtsname = ""txtfname = ""txtmname = ""Combo7 = ""Combo2 = ""Combo6 = ""txtbp = ""Combo1 = ""Combocivil = ""txtcitizenship = ""txtheight = ""txtweight = ""txtbt = ""Combo4 = ""Combo5 = ""txtgsis = ""txtpag = ""txtphil = ""txtsss = ""txtext = ""txtra = ""txtzip1 = ""txttel = ""txtpa = ""txtzip2 = ""txttel2 = ""txteadd = ""txtcn = ""txtan = ""txttin = ""
picname = ""Picture1.Picture = LoadPicture()Text3 = ""
73
74
Text4 = ""Text5 = ""Text6 = ""Text27 = ""Text28 = ""Text29 = ""Text30 = ""Text31 = ""Text32 = ""Text33 = ""Text34 = ""Combo3 = ""Text35 = ""Text36 = ""Text37 = ""Text38 = ""Text39 = ""Text40 = ""
ConnektionRS.Open "select * from [PersonnelRecord]", CN, adOpenDynamic, adLockBatchOptimistic, adCmdText Do Until RS.EOF name1 = UCase(RS!sname) + ", " + UCase(RS!fname) + " " + UCase(RS!mname) Name2 = UCase(RS!sname) + ", " + UCase(RS!fname) name3 = UCase(RS!sname) + "," + UCase(RS!fname) + " " + UCase(RS!mname) Name4 = UCase(RS!sname) + "," + UCase(RS!fname) Name5 = UCase(RS!fname) + " " + UCase(RS!sname) Name6 = UCase(RS!fname) + " " + UCase(RS!mname) + " " + UCase(RS!sname) If name1 = UCase(Text7) Or Name2 = UCase(Text7) Or name3 = UCase(Text7) Or Name4 = UCase(Text7) Or Name5 = UCase(Text7) Or Name6 = UCase(Text7) Then GoTo N Label105.caption = RS!sname + ", " + RS!fnameFrame5.ToolTipText = RS!sname + ", " + RS!fname End If RS.MoveNext Loop M:ConnektionRS.Open "Select * from [PersonnelRecord] where Emp_id = '" & Text7 & "'", CN, adOpenKeyset, adLockReadOnly, adCmdText If RS.RecordCount > 0 ThenN:
74
75
Label105.caption = RS!sname + ", " + RS!fnametxtID = RS!Emp_idtxtsname = RS!snametxtfname = RS!fnametxtmname = RS!mnameDTPicker7 = RS!Bdatetxtbp = RS!BplaceCombo1 = RS!SexCombocivil = RS!CivilStattxtcitizenship = RS!Citizenshiptxtheight = RS!Heighttxtweight = RS!Weighttxtbt = RS!BloodtypeCombo4 = RS!religionCombo5 = RS!Ethnic_ortxtgsis = RS!GSIS_IDtxtpag = RS!PAG_IDtxtphil = RS!PHIL_IDtxtsss = RS!SSS_NOtxtext = RS!Extnametxtra = RS!Res_addrtxtzip1 = RS!Res_addrziptxttel = RS!tel_notxtpa = RS!Perm_addrtxtzip2 = RS!Perm_addrziptxttel2 = RS!tel_no2txteadd = RS!emailtxtcn = RS!cel_notxtan = RS!agency_emp_notxttin = RS!tinCombo6 = RS!DesignationCombo2 = RS!DeptCombo7 = RS!StatustxtRemarks = RS!Remarkstxtdate = RS!DtetxtReasons = RS!ReasonsIf txtdate = "None" Thentxtdate.Visible = FalseElse: txtdate.Visible = TrueLabel70.Visible = TrueEnd If
If txtRemarks = "None" ThentxtRemarks.Visible = FalseElse: txtRemarks.Visible = TruelblRemarks.Visible = True
75
76
End If On Error GoTo XPicture1.Picture = LoadPicture(RS!photo) picname = RS!photo End If RS.Close Set RS = Nothing X:
End Sub
Private Sub text7_keypress(KeyAscii As Integer)On Error GoTo XIf KeyAscii = vbKeyReturn ThenConnektionRS.Open "select * from [PersonnelRecord]", CN, adOpenDynamic, adLockBatchOptimistic, adCmdText Do Until RS.EOF name1 = UCase(RS!sname) + ", " + UCase(RS!fname) + " " + UCase(RS!mname) Name2 = UCase(RS!sname) + ", " + UCase(RS!fname) name3 = UCase(RS!sname) + "," + UCase(RS!fname) If name1 = UCase(Text7) Or Name2 = UCase(Text7) Or name3 = UCase(Text7) Then GoTo N Label105.caption = RS!sname + ", " + RS!fnameFrame5.ToolTipText = RS!sname + ", " + RS!fname End If RS.MoveNext Loop M:ConnektionRS.Open "Select * from [PersonnelRecord] where Emp_id = '" & Text7 & "'", CN, adOpenKeyset, adLockReadOnly, adCmdText If RS.RecordCount > 0 ThenN:Label105.caption = RS!sname + ", " + RS!fnametxtID = RS!Emp_idtxtsname = RS!snametxtfname = RS!fnametxtmname = RS!mnameDTPicker7 = RS!Bdatetxtbp = RS!BplaceCombo1 = RS!Sex
76
77
Combocivil = RS!CivilStattxtcitizenship = RS!Citizenshiptxtheight = RS!Heighttxtweight = RS!Weighttxtbt = RS!BloodtypeCombo4 = RS!religionCombo5 = RS!Ethnic_ortxtgsis = RS!GSIS_IDtxtpag = RS!PAG_IDtxtphil = RS!PHIL_IDtxtsss = RS!SSS_NOtxtext = RS!Extnametxtra = RS!Res_addrtxtzip1 = RS!Res_addrziptxttel = RS!tel_notxtpa = RS!Perm_addrtxtzip2 = RS!Perm_addrziptxttel2 = RS!tel_no2txteadd = RS!emailtxtcn = RS!cel_notxtan = RS!agency_emp_notxttin = RS!tinCombo6 = RS!DesignationCombo2 = RS!Dept Picture1.Picture = LoadPicture(RS!photo) picname = RS!photo Else MsgBox "Records not found", vbExclamation + vbOKOnly End If RS.Close Set RS = Nothing End IfX:End Sub
Private Sub Timer1_Timer()If Label10.caption <> Str(Time) ThenLabel10.caption = TimeEnd IfEnd Sub
Private Sub txtcitizenship_Change()
77
78
txtcitizenship = "Filipino"End Sub
Private Sub txtID_KeyPress(KeyAscii As Integer)
If KeyAscii = vbKeyReturn Or KeyAscii = vbKeyTab ThenIf Command17.Enabled = False Then Connektion RS.Open "select * from [PersonnelRecord] where Emp_id = '" & txtID & "'", CN, adOpenKeyset, adLockReadOnly, adCmdText If RS.RecordCount > 0 Then MsgBox "Employee ID already exist. Please assign another Employee ID for the new Employee.", vbInformation + vbOKOnly, "" txtID = "" txtID.SetFocus Else MsgBox " Employee ID is available.", vbInformation + vbOKOnly End If RS.Close Set RS = Nothing
End IfEnd If
End Sub
Private Sub txtID_MouseMove(Button As Integer, Shift As Integer, X As Single, Y As Single)txtID.ToolTipText = Label105.captionEnd Sub
APPENDIX C
78
79
Letter of Permission
Mindanao State UniversityTawi-Tawi College of Technology and OceanographyInstitute of Information and Communication Technology
Sanga-Sanga, Bongao Tawi-Tawi
November 24, 2009
Concepcion Go, HRM-IVHead Personnel ServicesMSU-TCTOSanga-Sanga, Bongao Tawi-Tawi
Dear Ma’am,
Greetings of Peace!
One of the requirements of the graduating students in the Bachelor of Science in Computer Science is to develop a computerized system and hopefully it is applicable to MSU-TCTO. We believe that your office needs this system. If granted we will be considering a “Personnel Management Information System” to develop for your office automation.
For us to implement this system we are asking to have a sample of the following forms:1. Monthly Payroll (General)2. Service Record3. Certificate of net pay4. Personal Data Sheet
Anticipating for your kind cooperation.
Respectfully yours,
(Sgd) Fermin J. Hamja (Sgd) Winnor H. Jaji (Sgd) Ummikalsum B. Hamis
Noted by:
(Sgd) Prof. Eduardo C. Alivio Adviser
APPENDIX D
79
80
MSU-TCTO Personnel Management Information System CD
CURRICULUM VITAE
80
81
Personal Background:
Name : Fermin J. Hamja
Nickname : “Ferm”
Sex : Male
Address : Kasanyangan, Bongao Tawi-Tawi
Birth Date : September 22, 1990
Birth Place : Kasanyangan, Bongao Tawi-Tawi
Height : 5’4’’
Weight : 99 lbs
Status : Single
Email-Address : [email protected]
Father : Hamja A. Gemensil
Mother : Nida J. Gemensil
EDUCATIONAL ATTAINMENT
Elementary : Datu Halun Laboratory School (1996-2002)
Address : Datu Halun Street, Bongao Tawi-Tawi
High School : MSU-TCTO Preparatory High School (2004-2006)
Address : MSU Compound, Bongao Tawi-Tawi
Tertiary : MSU-TCTO (2006-2010)
Course : Bachelor of Science in Computer Science
Scholarship : Special Scholars on Science and Technology (SSST)
Address : MSU Compound, Bongao Tawi-Tawi
81
82
Personal Background:
Name : Winnor H. Jaji
Nickname : “Winn”
Sex : Female
Address : Kasanyangan, Bongao Tawi-Tawi
Birth Date : June 18, 1989
Birth Place : Kasanyangan, Bongao Tawi-Tawi
Height : 5’2’’
Weight :112 lbs
Status : Single
Email-Address :[email protected]
Father :Mr. Hussin J. Jaji
Mother :Mrs. Lila H. Jaji
EDUCATIONAL ATTAINMENT
Elementary : MSU-TCTO Child Development Center Laboratory Elementary
School (1996-2002)
MSU Compound, Bongao Tawi-Tawi
High School : MSU-TCTO Preparatory High School (2002-2006)
MSU Compund, Bongao Tawi-Tawi
Tertiary : MSU-TCTO (2010)
Bachelor of Science in Computer Science
Sanga-Sanga, Bongao Tawi-Tawi
82
83
Personal Background:
Name : Ummikalsum B. Hamis
Nickname : “Ummi”
Sex : Female
Address : Likud Tabawan, South Ubian,
Tawi-Tawi
Birth Date : August 4, 1985
Birth Place : Batu Tiga Sandakan, Sabah Malaysia
Height : 5’5’’
Weight :107 lbs
Status : Single
Email-Address : [email protected]
Father : Mr. Bagis M. Hamis
Mother : Mrs. Wasia B. Hamis
EDUCATIONAL ATTAINMENT
Elementary : Likud Tabawan Elementary School (1992-1998)
Likud Tabawan, South Ubian Tawi-Tawi
High School : MSU-TCTO Tabawan High School (1999-2002)
Tabawan, South Ubian Tawi-Tawi
Tertiary : MSU-TCTO (2006-2010)
Bachelor of Science in Computer Science
Sanga-Sanga, Bongao Tawi-Tawi
83
84
84