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DESIGN AND IMPLEMENT A COMPUTER-BASED CIVIL SERVICE PROMOTION SCHEME SYSTEM

1.1 Background of the Study

The term civil service can refer to either a branch of governmental service in which individuals are employed on the basis of professional merit as proven by competitive examinations, or the body of employees in any government agency other than military.

A civil servant or public servant is a person in the public sector employed for a government department or agency. The extent of civil servant of a start as part of the civil service varies from country to country.

In civil service, there are many ranks; a move to the higher rank in the civil service refers to promotion. The promotion scheme provides part funding to eligible trade organizations for promotional measures aimed at increasing the information and services rendered by the civil servants.

Civil service promotion scheme refers to the method applied the promote morale, efficiency, integrity, responsiveness, progressiveness and courtesy in the civil service. The civil service commission regulates recruitment to the civil service, providing assurance that the appointments are on merit after fair and open competition. It also help to promote the civil service values of honesty, integrity, objectivity and impartiality, and hears complaints under the civil service code. The commission is independent of government. The civil service promotion is based on the qualifications of the civil servant as will be of great concern. The certainty of qualifications of all the staff across the state that due for promotion will be of great concern too.

Promotion is the gradual upgrading of the civil servants in Nigeria. The upgrading of the civil servant is a motivational incentive for greater productivity motivational needs are of total importance and significance because the success or failure of any organization is largely determined by the output of such organization. There have been cases of inefficiency in the public bureaucracy especially the local government system. The resultant effect is that many of such local government system find it difficult to meet up with the demands made on them by the citizenry. Multitude of them fails in their task of rural development. It has been suggested that the situation is not unconnected with poor promotion process of the employees. Therefore, it is vital that an effective computer designed system are installed in the local government as well as local government service commissions to facilitate quick promotion process. The local government service commission has been empowered by law to promote the senior civil seriates working in the local government system.

Effective promotion of staff with respect to their current level, qualification and year of service has been a great source of concern especially at the Nigeria Civil Service, Anambra state Challenges such as update made in a year of service by frequent change of age declaration and certificate, and other anomalies in regard to long time service. Time consuming and resources in the general process of the staff information regarding appropriate promotion are challenging too. But full implementation of this new system will bring all the aforementioned challenges and the likely ones to rest, and will improve in the scheme of the civil service promotion. It will reduce much paper work and increase the spirit and confidence of the management in its promotion of staff at various levels in the civil service. Challenges such as omission of names, wrong spelling and mistakes in staff promotion.

Having seen all these problems, the Nigeria Civil Service encounters so far, there is need for a computerized civil service promotion scheme system for staff in Nigeria Civil Service in order to eradicate all the problems faced by it.

• Statement of the Problems

Some of the problems observed in the existing system are:

Over the years, manual method of civil service promotion scheme system has been used. This method has its problems. It has been proven to be very ineffective and inefficient. Some of the problems are

1. The compilation of the senior staff nominal roll is done manually. This wastes time in the promotion process.
2. The compilation of senior staff nominal roll by the Nigeria Civil Service in Anambra state is often inaccurate due to lack of correct information.

• The compilation of the staff seniority list is often distorted through corrupt practices. This is because there are no effective computer system to check it.

1. Mistakes made in level/rank, names and possible omission of some staff. Such mistakes or omission will take longer period of time to retrieve the information of such staff and appropriate promotion then made.
2. The control system is time consuming, less accurate and less efficient.
3. Data loss to simple accidents like rodent attacks, fire outbreaks etc. due to lack of backup.

1.3 Aim and Objectives of the Study

The aim of this study is to design and implement a computer-based civil service promotion scheme system that will work towards the elimination of ineffective mode of operation in manual based civil service promotion scheme system.

The objectives of this study are as highlighted below;

1. To improve the promotion process of civil servants who are normally stagnated in one grade level for many years.
2. To develop a system that will eradicates corrupt practices encountered in the preparation of staff seniority list and nominal rolls.

• To ensure that there is accuracy and efficiency in the promotion purpose.

1. To ensure that the service commissions will always have a standby records of its entire staff installed in its computers for easy access and use for promotion.
2. To ensure data security by restricting access to the program and to the database.
3. To ensure easy access and retrieval of data in the program.

1.4 Significance of the Study

The following are the significance of the research work

1. It would bring to notice the reason for abnormalise in the existing system.
2. Managers/users of the system will feel or experience utmost relieve from the burden of the cumbersome paper work and convenience when using the new system as it regards timeliness in all process.

• It will help to fasten appropriate and due promotion task.

1. Finally, research project would serve as reference material to other scholars interested to further research on this topic.

1.5 Scope of the Study

This project work covers the design and implementation of computer-based civil service promotion scheme system with reference to Nigeria Civil Service in Anambra state. It is expected that this project will be successful enough to draw interest from other organizations. In the promotion process of the following criteria.

1. Serial seniority number of staff
2. Name of staff

• Date of 1st appointment

1. Date of previous promotion
2. Date of present promotion
3. Present grade level

• Performance (Apery form scores).

1.6 Limitations of Study

In the course of carrying out this research work a number of problems were encountered.

1. Lack of adequate fund to finance the project: this was one of the limitation to this work because much money is needed to carry out a detailed research work which is not easily borne by every student.
2. The limited knowledge of ASP.net and Visual Basic programming was great challenge to this project. However, more research was made to complete this project successfully.

1.7 Definition of Terms

Accelerated Promotion: This promotion is given when a staff performs excellently in his or her job He/she is promoted above his colleagues in the same grade level.

Annual Promotion: This type of promotion takes place every year in the service.

Appraisal: this is the act of assessing/ examining the qualities or performance of someone or something.

Automated: To make a process in a factory or office operate by machines or computers, in order to reduce the amount of work done by humans and the time taken to do the work.

Civil Servant: a civil servant or public servant is a person in the public sector employed by the government department or agency.

Civil Service: the term civil service can refer to either: A branch of government service in which individuals are employed on the basis of professional merits as proven by competitive examinations or the body if employees in any government agency other than the military.

Code: It is a written guideline that helps to determine whether a specific action is ethical or unethical.

Computer: Computer is an electronic device operating the control of instructions stored in its memory that can accept data (input) manipulate the data according to a specified rules (processing) produces result output and stores the result for future use.

Data processing: is defined as the entire process of converting or manipulating data into definite meaningful information (Adigwe, & Okoye, 2018).

Data: It is the facts collected for decision making they are facts that are kept to be processed to get more information.

Database Management System (DBMS): it is software which controls the flow of data and checks and checks on how data are stored.

Database: is an organized /unique collection of related files. It is a collection of schemas, tables, queries, reports, views and other object.

Design: is the art or process of designing how something will look, work.

Device: It is an equipment or machine use in carrying out certain operations.

Documentation: material that provides official information or evidence that serves as record; written specifications and information that describes the product.

Flowchart: A flow-chat is a diagram that is used to display the flow of logics in a software design. It is type of diagram that represents an algorithm, workflow of process.

Information: is a processed data that can be read and understand.

Input: A set of data sent to the computer processing.

Management Information System (MIS): Information system that generates accurate timely and organized information so that manager and other user can make decision, solve problem supervise activities and track progress.

Norminal Roll: This is a document that contains the names of staff working in the local government areas of the state.

Performance Evaluation Form: This is a form that is submitted to the promotion committee by heads of department on the performance at each staff on jobs assigned to him/her.

Promotion: this is the act of moving a person from one level. Grade or positions to another higher or important rank.

Salary: This refers to the remuneration of crewing to the employee work at administrative management or clerical level for monthly or annual pay period.

Security: This helps to prevent unauthorized users from illegally accessing certain data within the database, it protects your data/ files.

Seniority List: This is a list that contains the seniority level of all the staff, this include the senior and junior staff.

Service: A government system or private organization that is responsible for a particular type of activity or for providing a particular thing that people need.

Software: These are set of logically related instructions given to the computer to perform some specific task.

Staff: A group of people who work for an organization, often for a special purpose.

System: Is the collection of hardware and software, data information procedure and people.