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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

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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.

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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;

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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

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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

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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

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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

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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

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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

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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.

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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,

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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

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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

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Periodic Reports:Monthly PayrollPay slipsSummarized Reports:Employees’ Master ListPersonnel InformationEmployees with Financial ObligationRequest Reports:Service RecordsCertificate of Net Pay

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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.

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1.8 Definition of Terms

To fully understand the terms used in this study, the following terms are operationally

defined.

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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.

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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

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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

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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

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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).

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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

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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

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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

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MSU-TCTOPersonnel

Management Information System

MSU-TCTO Employee

REPORTSInput Data

P

Output Reports

P

Figure 2.1 Context Diagram of the System

P

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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

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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

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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.

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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

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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.

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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

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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.

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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

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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.

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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

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No

Start

Press enter or click the log in button. To exit click the cancel button

Enter username and password

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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.

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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”.

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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

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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

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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

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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.

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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

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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.

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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

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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

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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

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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”.

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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.

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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.

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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

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?

Print

Exit

No

No

No

Figure 3.6.2. Flowchart of Generate Reports – Individual Personnel Information

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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.

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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.

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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

Print another?

Exit

Monthly Payroll (Contractual)

4.4

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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

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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

Print another?

No

Exit

Pay slips (all employees)

Click your choice

If 1

If 2Pay slip (Individual)

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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

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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,

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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.

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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

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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

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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

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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.

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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

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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

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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

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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

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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

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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

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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.

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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.

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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.

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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.

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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

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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

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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.

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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.

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63

63

Figure. 4.7.4 Monthly Payroll

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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.

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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

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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

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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

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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

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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.

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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.

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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

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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

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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 = ""

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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:

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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

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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

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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()

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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

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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

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MSU-TCTO Personnel Management Information System CD

CURRICULUM VITAE

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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 : ferm_ham90@yahoo.com

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

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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 :wjaji@yahoo.com

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

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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 : miehamyz@yahoo.com

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

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