AN INTEGRATED ELECTRONIC RECORDS

MANAGEMENT SYSTEM

By

Nakabira Sarah

BIS/100031811DU

A Project Report SuSmitted to the School of Computer

Studies In Partial Fulfillment of the Requirements for the Award of a Degree

of Management Information Systems of
Kampala International University

June, 2011
 DECLARATION

I Nakabira Sarah hereby declare that this project report is my original work and has never been

submitted for any academic award to any institution of higher learning.

Signed Date

Nakabira Sarah

Department of Information Systems

School of Computer Studies

Kampala International University

 APPROVAL

This Project Report was submitted for examination with approval of the following supervisor:

Signed....~ f.... Date..~ ~

Mr. Zirimmenya Joseph

School of Computer Studies

Kampala International University

 ACKWOWLEDGEMENT

My sincere appreciation goes to my Supervisor Mr. Zirimmenya Joseph for the time he has taken

guiding me step by step to the completion of this project report.

I am very grateful to everybody who has helped me carry out this research successfully.

Above all to the Lord Almighty for the wisdom that has enabled me accomplish this

achievement.

iv
 DEDICATION

I dedicate this research to my Lecturer Mr. Kasawuli for the good spirit of cooperation and

guidance during my project development.

Furthermore, I thank all my colleagues for the advice and moral support they have provide me

with to this achievement.

v
 TABLE OF CONTENTS

Approval

Acknowledgement

Dedication iv

List of Acronyms X

Definition of Key Terms xi

Chapter One 1

1.0. Introduction I

1.1. Background 1

1.2. Problem Statement 2

1.3. Objectives 2

1.3.1. General Objective 2

1.3.2, Specific Objectives 2

1.4. Research Questions

1.5. Significance of the Study 3

1.6. Scope of the Study 3

Chapter Two

2.0. Literature Review 4

2.1. Introduction 4

2.2. Electronic Records Management Systems 4

2.3. Record

vi
2.4, History of Performance 6

2.5. Written Job Descriptions and Name 7

2.6. Employee Performance Monitoring and Evaluation 7

2.7. Church Management System 8

2.8. Management Objectives in Employee Relations 8

ChapterThree 10

3.0. Introduction 10

3.1. System Design 10

3.1.1. System Implementation 10

3.2. Survey Population 11

3.3. Sampling Procedure 11

3.4. Methods and Instrument of Data Collection 11

3.4.1. QuestionnaireS 11

3.4.2. Intei~ieWs 11

3.5.DataAnalysiS 13

3.6.Obsei~ation 13

3.7. DocumentAnalySis 13

ChapterFour 14

SystemDesign 14

4.0. Introduction 14

4.1.SystemDesign 14

4.1.1. Conceptual Database Design 15

4.1.2. Logical Database Design 16

vii
4.1.3. Physical Database Desiun 16

4.2. Systems Security 18

4.3. Conceptual Design of Database 19

4A. The Proposed System 20

4.5. Benefits of the System 20

Chapter Five— 24

System Implementation 24
5.0. Introduction 24

5.1. System Implementation 25

5.2. System Testing 25

5.3. System Conversion 26

5.4. Conclusion 26

Chapter Six 27

icecommendations and Conclusion 27

6.1. RecominenOanons . 27

6.2. Conclusion 28

6.3. Areas of Further Research 28

Refbrence— 29

AppendixA 31

Appendix B— 34

Appendix C- 36

I S..
viii
LIST OF FIGURES

Figure4.l:DataPlanandDBdesignofthesystem 15

Figure 4.2: Flow chart for the Log in System 16

Figure 4.3: Flow chart for Electronic Records Management System 17

Figure 4.4: Home Page Details 19

Figure 4.5: The Employee Details- 19

Figure 4.6: The Users Details 20

Figure 4.7: Use Case Diagram for an Integrated Electronic Records Management System- 21

ix
 LIST OF ACRONYMS

SDA — Seventh Day Adventist

EACD — East Africa Central Division

HRM - Human Resource Management

HR Human Resource

CUC - Central Uganda Conference

DoD - Department of Defence

ICA - International Council of Archives

DB Database

DMS Database Management System

OCR - Optical Character Recognition

OMR Optical Mark Recognition

HIPAA - Health Insurance Portability and Accountability

EDMS - Electronic and Document Management Systems

IRMS - Integrated Records Management System

ISO - International Standards Organization.

I/O - Input / Output

x
 DEFINITION OF KEY TERMS

Electronic Records Management (ERM)

An Electronic Records Management System

Electronic is a term used when relating to electronics; it is concerned with or using devices that

operate on principles governing the behavior of electrons; ‘electronic device’. ISO 15489 (2001)

Records in database management systems, is a complete set of information. Records are

composed offields, each of which contains one item of information. A set of records constitutes

a file.

A Database Management System is a software program that is used to create, manage, and

administer electronic databases. Abraham Silberschatz, Henry F. Korth, S. Sudarshan (2002),

Database System Concepts Fourth Edition, McGraw Hill.

xi
 CHAPTER ONE

1.0. INTRODUCTION

Li. Background

Electronic Records Management system is one of the best measures CUC can use to keep

their records safely, updated and easily traceable for better performance evaluation. This

Performance Evaluation links the expectations of professional staff to actual

performance. The principal objective of the evaluation is to assist in professional

development by identifying strengths and areas for improvement. Evaluations enable

management to assess an individual’s job performance and determine appropriate

promotion opportunities and compensation.

CUC is a community based organization of the SDA Church in Buganda Kingdom

responsible for catering for various levels of people in the SDA Church. Further to this

CUC administers different SDA churches in regard to the spread of Evangelism to the

various parts of Uganda. CUC handles its records by using the traditional system of

filing. This is whereby records are kept in file cabinets. If one wants a record, one has to

extract the files from the cabinets and make a search for the record by opening file by

file. This takes a lot of time and causes a lot of delays. Furthermore, using this system

of traditional filing, records cannot be easily updated, can get lost and cannot easily be

backed up.

This method of records management makes the records prone to hazards like fire and

insects.
The new system will have a database and an interface for record entry and retrieval from

the database. Users of the system will be able to retrieve information by just providing

Identification key words like first name, Identification number, or using a range of time,

and by click of the button, a record will be displayed onto the systems’ interface for the

user. This development will avail vast improvements in records management and CUC

will yield them for better performance.

1.2. Problem Statement

There is delay in searching for information from records while using the traditional filing

system currently in use at CUC. Occasionally information is hard to retrieve and

redundant which makes it volatile. The new proposed system will provide solution to

these problems and make improvement to records management in CUC, SDA Church,

1.3. Aims and Objectives

1.3.1. General Objective

The general objective of the study was to design and implement an electronic records

management system for CUC which could help this organization store, retrieve and track

its records effectively and efficiently.

1.3.2. Specific Objectives

1. To study the records management system of SDA Church, CUC.

2. To design and implement an electronic records management system of SDA

Church CUC.

2
 3. To test and validate the system.

1.4. Research Questions

o Whether the Integrated Electronic Records Management system would provide a

quicker means of accessing Records at CUC?

o Whether the implementation of an Integrated Electronic Records Management

System would improve records management in CUC, SDA Church?

1.5. Significance of the Study

After its implementation, the project would provide timely, efficient and accurate means

of records management and retrieval at CUC. This would improve conditions of work

and reduce on costs and errors manifested in the traditional filing system.

1.6. Scope of the Study

The study focused on CUC SDA Church, basing on all categories of employees who

include ministers, lay subsidy workers and office workers; who work as pastors, local

church pastors, associate district pastors, schools, prison and hospital ministry chaplains,

departmental directors and CUC Officers. The HR department will provide the basis of

information to be used during the system design and its implementation.

3
 CHAPTER TWO

2.0. LITERATURE REVIEW

2.1. Introduction

This chapter presents an explanation of what other researchers have found out about

Electronic Records Management Systems.

2.2. Electronic Records Management Systems

International Security Organization (ISO) 15489 (2001) defines an Electronic Document

and Records Management System (EDRM) as a computer program, or set of programs

used to track and store records. The term is distinguished from imaging and document

management systems that specialize in paper capture and document management

respectively. ERM systems commonly provide specialized security and auditing

functionality tailored to the needs of records managers. ISO (2001) further defines

records management as the field of management responsible for the efficient and

systematic control of the creation, receipt, maintenance, use and disposition of records,

including the processes for capturing and maintaining evidence of

and information about business activities and transactions in the form of records.

2.3. Record

The ISO (2001) defines records as “information created, received, and maintained as

evidence and information by an organization or person, in pursuance of legal obligations

or in the transaction of business”. A Records Manager is an individual who is

4
responsible for records management in an organization. The practice of records

management involves; planning the information needs of an organization, identifying

information requiring capture, creating, approving, and enforcing policies and practices

regarding records, including their organization and disposal.

Records management also involves developing a records storage plan, which includes the

short and long-term housing of physical records and digital information, identifying,

classifying, and storing records, coordinating access to records internally and outside of

the organization, balancing the requirements of business confidentiality, data privacy, and

public access, executing a retention policy on the disposal of records which are no longer

required for operational reasons; according to organizational policies, statutory

requirements, and other regulations this may involve either their destruction or permanent

preservation in an archive.

Records management principles and automated records management systems aid in the

capture, classification, and ongoing management of records throughout their lifecycle,

Such a system may be paper based such as; index cards as used in a library, or a

computer system, such as an electronic records management application. ISO 15489

(2001) further states that records management includes; setting policies and standards,

assigning responsibilities and authorities, establishing and promulgating procedures

and guidelines, providing a range of services relating to the management and use of

records, designing, implementing and administering specialized systems for managing

records, and integrating records management into business systems and processes.

5
2.4. History of Performance Management

According to Guest (2002), Performance Management began around 60 years ago as a

source of income justification and was used to determine an employees wage based on

performance. Organizations used Performance Management to drive behaviors from the

employees to get specific outcomes. In practice this worked well for certain employees

who were solely driven by financial rewards. However, where employees were driven by

learning and development of their skills, it failed miserably. The gap between

justification of pay and the development of skills and knowledge became a huge problem

in the use of Performance Management. This became evident in the late 1980s; the

realization that a more comprehensive approach to manage and reward performance was

needed.

Many of the old performance appraisal methods have been absorbed into the concept of

Performance Management, which aims to be a more extensive and comprehensive

process of management. Some of the developments that have shaped Performance

Management in recent years are the differentiation of employees or talent management,

management by objectives and constant monitoring and review. Its development was

accelerated by the following factors:

• The introduction of human resource management as a strategic driver and

integrated approach to the management and development of employees; and

• The understanding that the process of Performance Management is something

that’s completed by line managers throughout the year — it is not a once off annual

event coordinated by the personnel department.

6
Guest (2002) argued that the HRM on performance depends upon workers response to

HRM practices, so the impact will move in direction of the perception of HRM practices

by the employee. Guest (2002) stressed that a component, committed and highly

involved work force is the one required for best implementation of business strategy.

2~5~ Written Job Descriptions and Name:

Susanne (1999) and Dessler (2005) explain the significance of job descriptions in

enhancing performance of employees at work in an organization.

Four things that a job description does

1. States the purpose of the job — why it exists in the organization.

2. Describes the basic duties and responsibilities.

3. List the skills and competencies required to perform the duties and

responsibilities.

4. Describes the working conditions.

Therefore, in context of ministerial employees service delivery to local church

congregations in the SDA church in Uganda written job descriptions should enhance the

ministerial employees’ service delivery as they state what one is expected to do, and what

is necessary that one should be equipped with in order to effectively perform the duties

and responsibilities in his service delivery to the local church congregations he serves,

2.6. Employee Performance Monitoring and Evaluation

Susanne (1999) states that supervisory accountability means that employee supervisors

should be responsible for ensuring that employees produce results as expected. The only

7
way to get individual commitment to change is to give accurate, factually based feed

back on individual performance which should be specific, timely and relevant to the job.

2.7. Church Management system

According to Lee Hayden (1998) and the landscape of worship are shifting and reforming

faster than at any other time in our history. Through their church activities, want to feel

fulfillment and a sense of belonging through their church activities, congregations want

to feel fulfillment and a sense of belonging with God and other God loving people. In

addition to their higher calling, clergy must face the challenges of managing staff,

information, fiscal and other resources. It is often difficult to stay on course under the

full impact of the role of leadership and communication in a growing church.

Fortunately, there are Church Management Consulting firms that specialize in providing

software and consulting services to help clergy, the board, congregation and staff to

optimize all aspects of church management; including communications, outreach

ministry, operations, finance, and accounting, allowing all to function more productively.

Newly recruited, highly skilled talents often depend on the use of technology. Clergy and

staff save time from manually intensive processes to enable them to concentrate on more

important initiatives.

2.8. Management Objectives in Employee Relations

“Management strategies in industrial relations are the result of constrained rational

choice, but are always aimed at maintaining security within the organization’s decision

making process.” According to Salamon (1987) if one is to fully appreciate Salamon’s

8
statement it is necessary to understand the fundamental principles of industrial relations

and be aware of relevant factors which have altered the context of the employment

relationship between ‘master and servant’.

9
 CHAPTER THREE

METHODOLOGY

3.0 Introduction

This chapter contains the methods and procedures that were used in this project. These

included identification of data necessary for building the system, research design,

creation of a database management system for implementation of the system, survey

population, sample size, sample procedure, methods of data collection, and source of data

and tools of data collection.

3.1 System Design

The study surveyed included both quantitative and qualitative methods of data collection

from the employees working in CUC, with the aim of studying which systems of Records
management procedures would shape employees performance in CUC.

This includes a database design which is the process of producing a detailed data model

of a database. This logical data model contains all the needed logical and physical design

choices and physical storage parameters needed to generate a design in a data definition

Language, this will be used to create a database. A fully attributed data model containing

detailed attributes for each entity will be used to design a systems database.

3.1.1. System Implementation

The researcher may use Microsoft Access DBMS or MySQL to build a systems database,

and Visual Basic to design a systems interface. However MySqi was chosen because of

10
its scalable abilities compared to Access. The system implementation includes the

following component processes.

Planning a System Implementation which considers the factors that play a part in the

process of implementing the system.

Managing a System Implementation which examines key approaches to managing,

monitoring and communicating the activities surrounding the system implementation.

Conducting a System Implementation which concentrates on the foremost activities

which collectively bring about an operational system.

3.2 Survey Population.

The research was based and focused on all the employees in CUC. This was because they

are the ones affected by the Records management procedures offered by CUC

Management.

3.3 Sampling Procedure

The Research was carried out in CUC. The choice of CUC was considered after hearing

many employees complaining about the weaknesses in the Human resource department to

cater for a proper records management system.

Interviews were handled to some sampled employees and others were provided with

questionnaires with sampled open questions.

11
3.4. Methods and Instrument of Data Collection

The source of data which was used were the employees in CUC and the administration

Data collection methods were an integral part of research design. Using qualitative and

quantitative methods, data was collected from both primary and secondary sources.

Secondary information was gathered from the available literature. Primary data was

collected using self-administered questionnaire. A structured questionnaire was

developed to be distributed to 30 employees and assurance of confidentiality was

paramount to all respondents.

To collect data from employees and administrators the researcher used questionnaires.

3.4.1 Questionnaires

These are structured questions, which comprise of self-administered questions that help

the researcher collect data without face-to-face involvement of the researcher and it

reduces the non-response rates. Questionnaires are designed in a way that they are

simple and accommodate all the necessary information the respondent is likely to give

and don’t iffitate the respondents when answering. An English questionnaire (the

country’s national language) was constructed based on recent research by Jarvanpaa and

Todd (1997).

3.4,2, Interviews

This method was also used to collect data through physical engagement of the researcher

and the respondents. Respondents were interviewed. Researcher used structured

interviews, which involved going with prepared questions thus saving time for both

12
researcher and respondent. Unstructured interviews were also used as broad and open

questions were asked, this allowed greater flexibility in asking questions and helped the

researcher to obtain detailed information and respondents were able to seek clarity when

questions seemed appeared unclear. The researcher had to carry along an interview guide

to be followed.

3.5. Data Analysis

Data collected may be analyzed and presented using charts, graphs and formatted tables

as modes of presentations.

3.6. Observation

Observation was conducted by the researcher at the CUC Human Resource Department

with an aim of trying to realize the key areas of emphasis that concern the department’s

records management. The researcher observed the methods of records management that

are being used in CUC.

3,7. Document Analysis

By reading through the different types of records management documentation, the

researcher was able to identify the general weakness of CUC records management

system.

13
 CHAPTER FOUR

SYSTEM ANALYSIS AND DESIGN

4.0. Introduction

The purpose of systems analysis and design is for a business to increase on their

efficiency of operations because when you look at a current system you will see flows

that need fixed resolutions within the new system that you design, you will take these into

consideration. It includes diagrams which facilitate the users’ understanding of the new

system and the main aim is to develop a design of the new intended system.

4.1. System Design

Systems Design is an iterative process and broadly comprises five phases: 1)

Architectural Design 2) Requirements Analysis 3) System Decomposition 4) Testing 5)

Detailed Design and Implementation. The Architectural design is concerned with the

structuring of the system to reduce the complexity and feasibility analysis studies. There

are two options for structuring: horizontal (layering) versus vertical (partitioning). The

feasibility analysis is used to make a “go ahead” decision at the end of architectural

phase. The second phase, requirements analysis defines a concise view of system

functions and identifies technical and economic constraints. In the third phase, the system

is decomposed into subsystems, nodes and their communication network interfaces are

identified. The fourth phase is concerned with the functional coherence, testability and

dependability of the system components. In the final stage, the I/O interfaces, task

development and task scheduling is done and final system is realized. Systems design is

looked at from three perspectives namely:

14
Logical design, Physical design, and Database design

Database design is the process of producing a detailed data model of a database. This

logical data model contains all the needed logical and physical design choices and

physical storage parameters needed to generate a design in a Data Definition Language,

which can then be used to create a database. A fully attributed data model contains

detailed attributes for each entity.

Figure 4.1. Shows the Data Plan and DB Design of the System

4.1.lConceptual Database Design

This is the process of constructing a model of data used in an enterprise, independent of

all physical considerations. Pearson Education Limited (1995, 2005).

15
4.1.2 Logical Database Design

The process of constructing a model of the data used in an enterprise based on a specific

data model (e.g. relational), but independent of a particular DBMS and other physical

considerations. Pearson Education Limited (1995, 2005).

4.1.3. Physical Database Design

The process of producing a description of the implementation of the database on

secondary storage; it describes the base relations, file organizations, and indexes design

used to achieve efficient access to the data, and any associated integrity constraints and

security measures Pearson Education Limited (1995, 2005).

Figure 4.2: shows the Flow Chart for the Log in System

Administrator logs in .4

the System
F
Enters password and
]
I
[ Data encryption j

~ting? Yes, it’s enabled ]

TI
L Log out after execution~]_

16
Figure 4.2 shows a flow chart showing how the administrator logs in the application

before execution starts. Accordingly, it is observed that a password and usemame are

entered to authenticate the user, and these are executed by the operating system for data

encryption. If the execution is successful, the system logs on successfully for the user to

execute the application after which he will have to log out on completion of what he/she

has been doing, but if not the execution is terminated, hence the user has to contact the

administrator for authentication.

Figure 4.3: Shows the Flow Chart for Electronic Records Management System

Electronic Records
Management system

rL Employee wants to know an

update of his records

r Searches the appropriate table

with the necessary records.

‘‘I
Is record total equal to Records
nrip7 available

Yes

Records not available No ~ Terminate the syste~

The figure above shows an Electronic Records Management System handled by the users

of the system, if an employee comes in for an update of his/her records from the DBMS,

he has to contact one of the users in the system for assistance. These users are normally

trained by the users of the system. The user then searches for the records from the

17
appropriate table using indices like the ID Number, Lname and others of the employee

for identification of the person, the user makes the necessary changes hence updating

records accordingly.

4.2. System Security

Best Computer Security Software

If you are using a Windows operating system, it is essential that you use anti-virus

software on your PC. Whenever you transfer files, browse the Internet or view e-mail

attachments, your computer is at risk. Not only this, nowadays different types of

computer crimes are on the rise, making it all the more essential for you to protect

sensitive data. So, it is necessary that you use effective anti-virus software to protect your

PC from all kinds of threats.

4.3. Conceptual Design of database

The figure 4.4 below shows the home page for the Records Management of CUC. This

home page provides the actual lay out of the other pages, and by clicking to the links

provided on it, one can be able to link to the other pages in the system. This is illustrated

below.

18
Figure 4.4. System Home Page

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Figure 4.5 Employee Details Form

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19
The figure above displays the employee details, which helps the user to update their

records whenever necessary. These fields include:

ID No, First name, Last name, Sex, Age, Basic salary, Designation, Church, District,

Marital status and Number of children.

Figure 4.6. Users’ Details

~.S 6116651

651,

61

.I VI 41651

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IV y6~OVd5
5614

V ~ V I “ 61,5145 VdI 511:51

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The Users’ details records help the administrator to take down the details of new users

into the system and update them accordingly. These include; ID Number, Last Name,

User Name, Password and Phone contacts.

4.4. The Proposed System

Though many researchers have proven many ideas in regard to records management

systems, consideration should be made to implement a new system of electronic records

management for the Human Resource Department. This will help to improve the

effectiveness and efficiency of the degree of performance in the department.

20
 Figure 4.7 Use Case Diagram for an Integrated Electronic Records

Management System

Managers! ctors

The Use Case Diagrams shows the different entities in the TERMS which include;

managers and directors, administrator, employee and the user to the system with their

duties as given below:

The Administrator is responsible for controlling the system by authorizing authentication

to the rightful users of the system, he does so by making use of the username and

password entitled to a particular user.

The Employee is an entity to this system whose records are entered into DBMS by the

users of the system who serve in the system.

The Users are the people authorized to work in the system by the administrator of the

system after having been trained by the developer of the system.

Tools and Equipments

Hardware Requirements

Ideally the hardware requirements of the system include:

1. Pentium 4 processor or higher

21
2. Hard disk capacity with at least 10GB of free disk space or better

3. USB 2.0 support

4. Backup Power supply

Basic Requirements of an Electronic Record Keeping System.

Collectively these requirements cover the following:

Life cycle management, metadata, retrieval, integrity, security, backup, migration,

permanent records, procedures and training.

4.5. Benefits of the System

a well-organized ji~pi~11 enables an organization to find information easily.

Records that are correctly filed and stored are easily accessible, and this facilitates

transparency, accountability and democracy;

o the orderly and efficient flow of information enables the organization to perform

its functions successfully and efficiently;

o authoritative and reliable records are created and maintained in an accessible,

intelligent and usable manner to support the business and accountability

requirements of the organization;

o efficiency and economy are ensured by eliminating unnecessary duplication of

records;

o a retention and çjj~pç~~ programme ensures that the organization maintains only

those records it really needs for functional purposes; and

controls are exercised to ensure that only authorized persons have access to the

information, thus preventing information and/or the records themselves from

22
 being stolen or damaged. This ensures the protection of privacy and

confidentiality, and prevents the inappropriate disclosure of information that

could harm the organization or infringe the privacy rights of individuals.

Governmental bodies can only be effective and efficient if records management is

considered a business process designed to support business objectives.

23
 CHAPTER FIVE

SYSTEM IMPLEMENTATION

5.0. Introduction

ERMS implementation involves the development, installation and testing of the system

components. The system uses a DBMS which uses MYSQL connection to the server; the

user applies the attributes of the records tables like ID No, First name, Last name, Sex,

Age, Basic salary, Designation, Church, District to handle updates of the employee when

they are needed by using an index key to identify a person and attend to him accordingly.

It also involves actual programming which involves writing and testing new programs

using a selected programming language after which the system must be tested, and

implementation can then take place.

System Implementation is the third phase of the Lifecycle approach, during which:

1. the hardware and software system components are installed;

2. the selected software is configured and tested;

3. the software may be customized to meet local functional requirements;

4. data mapping, cleansing and migration take place;

5. reporting requirements are specified and reports produced;

6. the whole system is tested before being approved, signed off and becoming a

fully operational production system.

24
5.L System Implementation

Systems implementation is the construction of the new system and the delivery of that

system into production that is, the day-to-day business or organization operation.

Phases of System Implementation

Under this phase two things were handled namely; building and testing the functional

system that fulfilled the business/organizational design requirements, and implemented

the interface between the new system and the existing production system. Furthermore,

the database, application programs, user and system interfaces, and networks all had to be

constructed by the developer and applied into the system to help it perform its

requirements and create user friendly interfaces.

The interfaces were developed by the use of PHP while the database was connected by

use of MYSQL, Wampserver 5.0.5 lb.

5.2. System Testing

Software testing is an investigation conducted to provide stakeholders with information

about the quality of the product or service under test. Software testing can also provide

an objective, independent view of the software to allow the business to appreciate and

understand the risks of software implementation. Test techniques include, but are not

limited to, the process of executing a program or application with the intent of finding

software bugs (errors or other defects). Soft ware testing was conducted to validate and

verify the software program or application. This helped the user to meet the requirements

that guided design and development of the system and also to confirm that the system

worked as expected to implement the system with the same characteristics.

25
5.3. System Conversion

Conversion of the new system from old to new is necessary to place the new system into

operation. However, this is handled with care in order not to interfere with the old

system to enable it perform alongside the new system’s implementation procedures.

A recommendable system conversion type for CUC is;

Parallel running

During changeover, a new system and an existing system run side by side. To

input the same data and perform the same processes, compare their output and

prove the reliability of the new system. If the new system is accepted, the existing

system will stop running and will be replaced by the new one. Other than this,

there is direct changeover and phase changeover.

The practical example of parallel running in human resource management is job

placement. ~A new staff and an old staff work for the same job. If the new staffs

performance is ok, the existing staff may not be needed any more, and will be

replaced.

5.4. Conclusion

The implementation of a new electronic records management system in CUC has with it

benefits like a user friendly interface which gives updated results most of the time.

This create development in the various sectors of CUC, SDA Church because of the

advanced level of technology applications in managing their records.

26
 CHAPTER SIX

6.0. RECOMMENDATIONS AND CONCLUSION

6.1. Recommendations

CUC, SDA Church should adopt this system to enable them perform their duties
efficiently and effectively. In order to optiiiiize its functions, the system should run on

operating systems such as Windows XP and UNIX or higher. The system should be able

to allow good network capabilities to enable good sharing of information resources where

necessary.

Security and backup facilities; the computer system should have good security measures

to safe guard the records against virus distortions like the Trojan horse and malware and

denying access of intruders to the system.

Good backup facilities where information can be stored to act as a remedy in case of

hazards like breakdown, theft, and others. Under this procedure information can be stored

on gadgets like CDs, flash disks and kept in safe places where they cannot be tampered

with for future use.

6.2. Conclusion

This system should meet the needs of the Users, Employees and the Management body of

CUC organization and should be beneficial to other related organizations, because it will

27
help them to streamline their records.

If an employee requests for his personal information, the user is able to login with ease to

avoid waste of time. After successfully logging in, the user is responsible for retrieving

the employees’ records and make the update requested for. The user does this by making

a search at the rightful locations for instance tables where he makes the necessary

changes.

6.3. Areas of further research

In review of the records management procedures in CUC, the following areas need
further attention system security, backup procedures, training of the users, and facilitation

to develop the system in order to overcome all the problems that have been mentioned

that prove to be a challenge in the records management system of CUC, SDA Church.

28
 REFERENCES

1. Abraham Silberschatz, Henry F. Korth, S. Sudarshan (2002), Database System

Concepts Fourth Edition, McGraw Hill.

2. Jarvanpaa and Todd (1997), International Journal of Electronic Commerce,

(1 :2)Edition

3. ISO Standard 15489 (2001)

[http :1/en .wikipedia. org/wiki/Records_management#Electronic records manage

ment systems].

4. Church records management system - {http://www./church management

system/3 7518].

Review.

5. Guest (2002) Performance Management — [http://www.peoplestreme.com/what

is-performance-management.shtml]

6. Carrel (1997) Managing Human Resources Productivity, quality ofwork life,

profIts, New York, McGraw Hill.

7. Cole AG.A. (1997) Personnel Management, London publishing Ltd.

8. Dessler .G. (1997) Human Resource Management, Prentice Hall of India

Private Ltd.

9. Marthur (1983) Training and Development, Kuala Lumpur UN.

10. Maxwell (2005) Leadership skills for middle level leaders, Mcgraw Hill

11. Seventh-day Adventist Manual for Ministerial Interns and Intern

29
 Supervisors (1987) Review and Herald Publishing Association.

12. Seventh~day Adventist Ministers Manual (2005), Review and Herald

Publishing Association.

13. Susanne Dibble (1999) Keeping your valuable Employees, John Wiley

& Sons Inc.

14. Pearson Education Limited (1995, 2005). Retrieved from -

[http://www.scribd.com/doc/2625528O/l 5-Conceptual-Database-Design]

30
 APPENDIX A

QUESTIONNAIRE

The Questionnaire below was filled in by different respondents from CUC, SDA Church

depending on ones judgment derived from the question.

The questionnaire further stated that one had to feel free to give right answers of their

choice, as there was nothing to be tracked or blame to be imposed on any person and had

to be held with maximum confidentiality. It included the following questions:

1. What do you think is the major problem facing CUC Human Resource Records

Management System?

2. What do you think is the major problem facing CUC Records Management

system?

31
3. What is the best way to handle this problem in order to improve upon the System?

4. How would you rate the system to the specific performance of CUC
Organization? Is it good, fair, or bad?

5. Do you have any idea as to how we can improve upon this system for efficiency

and effectiveness in Records management of CUC?

6. How busy is this system in the organization?

7. What type of people work in this system?

32
8. Is it a flexible system or not? Tick according to your choice.

I Yes No To some extent yes

9. Is their data security ensured in terms of file back up measures and scanning

procedures?

10. Is it manually operated? Yes, No, to some extent yes. Tick the right answer.

Yes No To some extent yes

11. Is it cost effective and hoW?

Yes No To some extent yes

Thank you for your cooperation.

33
 APPENDIX B

INTERVIEW

Table 1 Sample questiofis from the interview that was conducted at CUC, SDA

Church with some of the employees.

The main objective of the interview was to get an assessment of how records are kept and

managed at CUC, SDA Church, This gave a deduction as to whether the system is

efficient or not.

Time Interviewer questions Interviewee’s responses

allocation

(minutes)

Questions Answers

4 1. How are records managed in After typing on the

Human Resource department of computer, the hard copy is

CUC? kept into cabinets in file

covers and the soft copy

retained on the computer if

necessary.

2. How is the general performance This is normally assessed

evaluation conducted in CUC by the department heads

Human Resource? when they convene at a

34
 meeting.

3. What are the general problems The records are prone to

encountered at managing these fraud, theft and damage.

records in the Human Resource Due to lack of proper back

department of CUC? up facilities, there is fear of

losing information for good.

4. Is there any kind of solution that This is still under

must have been thought of and is discussion by the directors

still under implementation? of the company.

5. How is the efficiency of the users They are a bit slow

in the system? especially if you ask them

to look for the hard copy

from the file covers.

6. Dothey have a backup facility for No they don’t

their information in case of any

hazard.

4 7. How efficient and effective is the It needs to be revised for

system of CUC Records better performance.

Management System?

8. For how long have you been It is coming to ten years.

working with SDA Church CUC?

35
 APPENDIX C

SOURCE CODE

(a) Home Page

<!DOCTYPE html PUBLIC “-//W3C//DTD XHTML 1.0 Transitional//EN”

“http://www.w3.org/TR/xhtml1/DTD/xhtm11 -transitional.dtd”>

<html xmlns=”http://www.w3 .org/ 1 999/xhtml”>

<head>

<meta http-equiv=”Content-Type” content=”text/html; charset=utf-8” />

<title>home page</title>

</head>

<style type=”text/css”>

body {

background-image: url(”_images/background.png”);

background-repeat: no-repeat;

margin-top: Opx;

background-position: top;

height: auto;

36
 .position {

margin-top: 1 9Opx;

margin-left: 1 8Opx;

z-index: 50;

.logs{

margin-top: 5px;

margin-left: 4 ipx;

z-index: 50;

position: center;

}
-->

</style>

<body>

<?php

include tviewrecords.php’;

</body>

37
 </html>

(b) Details form

<!DOCTYPE html PUBLIC “-//W3C//DTD XHTML 1.0 Transitional//EN”

“http://www.w3.org/TR/xhtm11/DTD/xhtrn1 1 -transitional.dtd”>

<html xmlns=”http ://www.w3 .org/ 1 999/xhtml”>

<head>

<meta http-equiv=”Content-Type” content=”text/html; charset=utf-8” />

<title>System interface</title>

</head>

<style type=”text/css”>

body{

background-image: url(”_images/background.png”);

background-repeat: no-repeat;

margin-top: Opx;

background-position: top;

height: auto;

position: fixed;’

,position {

38
 margin-top: 1 9Opx;

margin-left: 1 8Opx;

z-index: 50;

</style>

<body>

<div class”position”>

<form id=~form 1 name~temp1oye&’ method=”post”

action=”php_files/new_ernployee.php” enctype”multipart/form-data”>

<div align~center”>EMPLOYEE DETAILS</div>

<div>

<label for=”textfield3 “>First Name: </label> &nbsp;&nbsp;

<input type=~text” name?~fname~! id=t~nameH />

<br I>

<br I>

<label for=”textfield”>Last Name:</label>&nbsp;&nbsp;&nbSp&flbSP

<input type=’ttext” name~lname” id=tttextfieldH />

<br I>

<br I>

<label for=”textfield2 “>ID Number :</label>&nbsp;&nbsp;&nbsp;

39
<input type=”text” name=” id” id=”textfield2” I>

<br I>

<br I>

<label

for=”gender”>Gender:</label>&nbsp;&nbsp;&nbsp;&nbSp;&flbSP;&flbSP&flbSP&flbSP

&nbsp;&nbsp;&nbsp;

<select name=”gender” id=~’gender”>

<option>M</option>

<option>F</option>

</select>

<br />

<br I>

<label>Age:</label>&nbsp;&nbsp;&nbsP;&flbSp&nbSP&flbsP~flbSP&flbSP&flb5P&

nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbSP;&flbSP

<input narne=”age” type~text” size”3 0~ maxlength” 30” />

<br/>

<hr />

<label>Basic Salary:</label>&nbsp ;&nbsp;&nbsp;&nbsp;

<input name=”basicsalary” type”text” size=”3 0” maxlength”3 0”!>

<hr /><br I>

<label>Designation:</label>

40
&nbsp;&nbsp;&nbsp;&nbsp;

<input name=t~designation~ type=”text’~ size=”3 0” maxlength=” 30” />

<br /><br />

<label>Church:</label>

&nbsp;&nbsp;&nbsp;&nbsp;&nbSP;&flbSP&flbSP&flbSP&flbSP&flbSP&flbSP

<input narne=”church” type=”text” size=”3 0” maxlength”3 0” I>

<hr /><br I>

<label>District:</label>

&nbsp;&nbsp;&nbsp;&nbsp;&flbSP&flbSP&flbSP&flb5P&nb5P&flbSP~~~P

<input name=”district” type”text” size=”30” maxlength”30” />

<br /><br I>

<label>Marital Status:</label>

&nbsp;&nbsp;&nbsp;

<select name”maritalstatus”>

<option>Female</option>

<option>Male</option>

</select>

<br /><br />

<label>Number Of Children:</label>

&nbsp;

<input type”text” name”numberOfChildren” size” 30” maxlength”3 0” />

&nbsp;&nbsp;&nbsp; &nbsp;&nbsp;&nbsp;

41
 <input name=”submit” type=”submit” value” Send’t

/>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<input name=”reset” type=”reset” va1ue=~”Delete”

I>

</div>

</form>

</div>

</body>

</html>

(c) Users form

<!DOCTYPE html PUBLIC “-//W3C//DTD XHTML 1.0 Transitional//EN”

“http://www.w3.org/TR1xhtm11/DTD/xhtm1 1-transitional. dtd”>

<html xmlns=”http://www.w3 .org/ 1 999/xhtml”>

<head>

<meta http-equiv”Content-Type” content=”text/html; charsetutf-8” />

<title> System User</title>

</head>

<style type”text/css”>

<!--

body{

background-image: url(”_images/background.png”);

background-repeat: no-repeat;

margin-top: Opx;

42
 background-position: top;

height: auto;

.position {

margin-top: 1 9Opx;

margin-left: l8Opx;

z-index: 50;

</style>

<body>

<div class=upositionll>

<form action~=”phpfi1es/users,php” method=”post” name=”user”

<div>

<div align=t’center”>NEW USER</div>

<br I>

<lable>S ir Name:</label>&nbsp;&nbsp;&flbsp;&flbsp;&flbsp;

<input name=”fname” type=”text” size=~’3 O’~ maxlength=”3 O~ 7>

<br /><br 7>

<Iabel>Last Name:</Iabel>

43
&nbsp;&nbsp;&nbsp;

<input name” 1name~ type=”text” size=”3 0” rnaxlength=”3 0” />

<br /><br />

<label>ID Number:</label>&nbsp;&nbsp;&nbsp;

<input narne=”ID” type=”text” size=”3 0” maxlength=”3 0” />

<br I>

<br />

<label>User Name:</label>&nbsp;&nbsp;&nbsp;

<input name=”username” type=”text” size=”30” maxlength”30” />

<br I>

<br I>

<label>Password</label>&nbsp;&flbSp;&flbSp;&nbSp;&nbsp;&nbSP;

<input name=~’password” type=”password” size=”3 0” maxlength” 30” />

<br /><br />

<lable>Phone Contacts :</label>&nbsp;&nbsp;

<input name”contacts” type”text” size” 30” maxlength” 30” />

</div><br />

<br I>

<div align”center”>

<input name” submit” type=”submit” value=” Send”

/>&nbsp;&nbsp;&nbsp;&nbsp;<inPUt name=”reset” type=”reset” value”Delete” I>

</div>

44
</form>

</div>

</body>

</html>

45