DESIGNING HUMAN RESOURCE MANAGMENTM INFORMATION SYSTEMESUSING JAVASCRIPTS, ASP, PHP, MYSQL

CASE STUDY: DAHABSHIL FOREX AND MONEY TRANSFER AGENTS KAMPALA

BY FAHIIMA MUHAMED BAIS/09/D/.

A Graduation Concept paper Submitted to the Faculty of Computer and Information Technology In partial fulfillment of the requirements for the award of the degree of Bachelor of Information Technology of St. Lawrence University March 2012

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DECLARATION

I FIHIIMA MUHEMED do hereby declare to best of my knowledge that this concept paper is my original work and that it has never been submitted to any University or any other institution. The literature and citations from other peoples work have been duly referenced and acknowledged in the text, footnotes and bibliography. Signed: .. Student Date: ..

Signed: . Supervisor Date: ..

DEDICATION This work is dedicated to my , without whose caring support it would not have been possible, and to the memory of my parents.., who passed on a love of reading and respect for education. ACKNOWLEDGEMENT (S) Special thanks to the distinguished faculty members who served on my group: ,As my supervisor, Mrprovided detailed guidance and encouragement throughout the course of preparing for and conducting the study. His belief that it was, indeed, possible to finish kept me going I am grateful for the helpful comments he/she provided. Thanks to all my committee members for their support, patience, encouragement, and useful suggestions. My thanks go to and .for financial support Thanks to a classmate,. , etc to mention but few and much greateful for you spiritual and physical help

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TABLE OF CONTENTS

CHAPTER 1 GENERAL INTRODUCTION 1.1 Introduction Am pleased to have the opportunity to submit this concept paper in support of designing Human Resource Information System. For Dahabshiil money transfer agents, the institutions has needs for capabilities such as enhanced recruiting, competency and skills management, performance management, succession planning and others. 1.2 Background of the case study Dahabshiil is the rags to riches story of an African entrepreneur whose business was interrupted after the Somali civil war. Today, Dahabshiil employs nearly 5,000 people in over 150 countries. Dahabshiil is arguably one of the most important multinational businesses in Africa providing a vital money transfer lifeline to those living in many countries across Africa and beyond. Including Kampala Uganda where am going to carry my case study from. 1.3 Definition of Key Terms 1.3.1 Management Information System Management Information System is defined by Ques Computer Users Dictionary (1992) [13] as a Computer System designed to provide management personnel with up-to-date information on an organizations performance. These systems output information in a form that is useable by managers at all levels of organization: strategic, tactical, and operational. 1.4 Statement of the Problem The human resource management in Dahabshiil firms is not done objectively, but is based on management conviction as to which employee can competently do the job, a method which is not only based on management instinct, but also creates mistrust among employees and has a negative effect on competency and competitiveness.

This project was therefore designed to provide an empirical method of employee job allocation, appraisal, human resource control. Promoting competency, competitiveness and equity (fairness and justice). 1.5 Objectives 1.5.1 General Objective The general objective of this project was to develop a Management Information System for Human Resource in Dahabshiil money transfer agent Ovino branch Kampala firms that is not dependent on management instincts, but on employees qualification and skill . 1.5.2 Specific Objectives The specific objectives for this project were: i. To carry out a study of human resource management in Dahabshiil firms in Uganda and design a Management Information System for Human Resource Management based on requirements specification identified in the study. ii. To implement a prototype of a Management Information System for Human Resource Management iii. To test and validate the system so as correct errors and to ensure it produces desired results. 1.6 Scope The scope of the project will be limited to employee -job allocation, appraisals and promotion, reception and human resource control in Dahabshiil money transfer agent Ovino branch Kampala. The system will be designed to match jobs to employees with the required skills and qualifications, thus enabling managers utilize human resource effectively. 1.7 Significance of the Project The project highlights the importance of Management Information Systems , and in particular Human Resource Management/Control Systems.

It will addressed an area in Human Resource Management which had previously been over looked thereby contributing to the existing knowledge on human resource management. The project will act as a model to other organizations and provides reference material to scholars doing research on Management Information Systems, in particular, Human Resource Management Information system Systems.

CHAPTER II: LITERATURE REVIEW 2.1 Introduction This chapter will examines literature on various aspects concerning Information Systems, Management Information Systems and Human Resource Management. 2.2 Information System Whitten (2006) [16] describes an Information System as an arrangement of people, data, processes, and interfaces that interact to support and improve day-to-day operations in business as well as support the problem-solving and decision-making needs of management and users. The tool developed therefore qualifies to be an Information System since it will be used to support problem-solving and decision-making needs of management in employee-job allocation. 2.3 Human Resource Management Losey (1994) [10] defines Human Resource Management(HRM) as Business, Science and Art of helping people, and group skills when working together for a shared purpose. According to Armstrong (1990) [1], HRM is essentially a bussiness oriented philosophy concerning the management of people by line managers in order to achieve competitive advantage.

The above definitions clearly show that Human Reource Management today involves much more than fulfilling job requisitions. It goes further to include attracting, recruiting, retaining, developing, motivating and optimising the best talent in order to provide a major strategic advantage to businesses. The human resource management systems in place today therefore center around recruitment management, performance management, payroll, HR and Benefits Administration and Time and Attendance. According to a survey found in Society of Human Resource Management(2000) [14], it was found that nearly five out of every eight hours of an HR professionals time is spent doing administrative work, and on average only 15 hours are spent on high value work such as workforce planning, strategic recruiting, organisational development and compensation and benefits analysis. In recent years, projects to implement automated personnel management systems have been a prominent feature of the IT effort of many civil services in Africa. Improved human resource management is central to current development thinking. Baruch and Peiperl(2008), [2] in an Environment of change, observe that the focus on human resource practices can have a major positive impact on business results. This can happen in a way of improved record keeping, faster retrieval of information and hence making timely informed decisions. Organisations need to assess changing skill requirements for different types of jobs and at different levels of the hierarchy, revise training programs and design new procedures for development based on changing needs. The development of a Management Information System for human resource will go along way in optimizing staff talents and skills and facilitating decision making.

CHAPTER III METHODOLOGY 3.1 Introduction This section describes the methods that will be used to achieve the objectives stated in chapter one above. The methods to be used are in conformity with the standard stages of System development,Which include Requirements collection and Analysis, Design, Implementation and 3.2 Requirements collection and Analysis This phase will involved the collection and analysis of information about the system in place and future systems of human resource to identify the users requirements of the new system.It will also involved collecting general requirements for the system so as to create a System Specification that describes the features to be included in the new system like performance requirements , networking , security required, backup and recovery of data. During this stage, the commonly used fact - finding techniques will be used to collect data. These included Examining documentation, Interviewing, Observing and Research. 1. Examining documents This technique will be used to gain an insight about the organisation, the current system and why there is need to design a new system. This involved examining performance review reports,. 2. Interview This will involved holding face to face interviews with Partners and senior staff of three selected indigenous firms namely: Dahabshiil Ovino branch Kampala Uganda. The objective IS to find out facts about the system in place, verify facts , identify requirements and gather ideas and opinions and also get the end user involved in identifying requirements for the new system.

3. Observation The researcher, on selected days will have the opportunity to observe how the human resource is managed as she happens to be one of the employees in the same institution and compared the findings with the information obtained during the interviews. This will helped to identify what was missed out at the interview. 4. Research This method will be used to research on human resource management systems by reading journals, reference books and surfing the internet. These will provided information on what systems are in place. The Information collected will be analyzed to identify the features to be included in the Requirements Specification. The good features of the current system will be maintained. The objective of system study was thus achieved through collecting and analyzing information. 3.3 Design In designing the system, the Architectual Design will be used to represent the three levels at which data items are descried, namely: Extenal level, Conceptual level and the Internal level. The Graphical User Interface (GUI) will be designed to represent the extenal level. This describes that part of the database that is relevant to a particular user. The Conceptual level involved identifying Entities, Relationships and the associate Attributes. The Entity Relationship (ER) model will be used to show the relationships between entities and to facilitate communication about the information requirements. The Conceptual model will be designed independent of database physical features such as DBMS software, programming language. The Internal Level will involve the design of the physical layout of the data storage. The design will describe the base relations, file organizations and indexes to achieve efficient access to data.

It will also described the security measures for the database such use of username and password to access the system. Thus, the objective of designing a new system was achieved.

3.4 Implementation The system will be implemented using Mysql as the DBMS. Mysql was used because it is fast, can handle large volumes of data, easy to learn , is open source and goes well with Java. Java servlets were used as the scripting language to enable communication between the database and the browser. Hyper Text Mark-up Language(HTML) was used in the designing of the Graphical User Interfaces (GUI) ,ASP andPHP . Thus, the objective of implementing an Intelligent system for Human resource information system will be achieved.