Background of the Project
At present, {name of institution} is maintaining the records of their faculty in a manual basis. Handling bulky records in a manual method is very difficult hence; the process of updating could not be done easily and accurately. Likewise manual procedure of handling bulky record is very slow and is prone to manual errors. Hence, it is important to note that when personnel records are maintained correctly, the chances of becoming involved in administrative actions and higher agency requirements relating to hiring, supervision, or dismissal of employees decrease. Employee management decisions can be made based on accurate information that reduces both conflict and costs.
Consequently, it is proposed that {name of institution} shall maintain an electronic data base management system (DBMS) for the purpose of maintaining the records of their faculty members for easy, fast and accurate processing and maintenance of these records that will enhance management decisions and for the improvement of its services to all the stakeholders of {name of institution}.
Project Description
Generally, this project maintains past and present personnel records for teaching staff or faculty members to document employment related decisions, benefit choices, and comply with government record keeping requirements.
This project to maintain complete and up-to-date faculty records generally for current and non-current faculty members. Current faculty members are those that are presently teaching at {name of institution} while non-current faculty members those faculty members who were not currently teaching at {name of institution} for the purpose of reinstating them when there are subjects that would necessitates their services specially those that are part-time in nature.
This project provides record maintenance for management decisions for subject loading, retention, promotions, compliance of the Commission on Higher Education requirements and other government laws, provision scholarship grants and other benefits.
Project Rationale
Maintenance of records is important. They can help the Human Resource Department (HRD) spot recurring problems and ensure that work meets the management guidelines.
To every organization, filing is something that needs to be done, particularly when it comes to personnel files. Management must keep them orderly and up-to-date, containing the required information. Having personnel files is essential for complying with any legal requirements organizations may have, but also to help managers make important employment decisions.
In the case of {Name of Institution}, they need to maintain a filing system of their faculty members so as to efficiently determine and identify teaching personnel who met the professional requirements in handling the subjects.
Whether management have an existing filing system that needs to be completely renovated, or managers are setting up a new personnel filing system for the first time, it is crucial to ensure that only the appropriate employee information is kept in personnel records and to keep out documents that are not supposed to be there. The types of information that should be contained in the personnel files include employment applications and resumes, compensation information, promotions, training, performance evaluations, and disciplinary warning documents. Documents that are not supposed to be in a personnel file include medical records because they should not be used for consideration of promotions and wage increases. You should not have any sort of medical information or any other personal information that could potentially be seen as discriminatory. Medical information, including documents that are used for leaves of absences, need to be kept in a completely different file.
Management should strive to make sure that personnel records are always complete and up-to-date. It is also important to ensure to establish a routine for going through the files to take out terminated employee records. Check with government regulations, so that the files are retained according to the legal requirements for retention.
That is, this project will generally benefit the {name of institution} management in providing accurate and complete records of their faculty members that will enhance efficiency and effectiveness in promoting educational services to its clienteles and the entire stakeholders of the College. Students on the other hand will likewise benefit from this project in the sense that they will be provided by competent and qualified teachers who are appropriate in handling the subjects.
Personal and Professional Expectation
From the outcome of this project, we hope that this can provide us the the development in both personal and professional aspects.
As students, we are trained professionals in the Bachelor of Science in Information Technology (BSIS) thus; this project will enhance our knowledge and can provide us significant experiences for designing projects specifically in data base management system (DBMS) which can be later used in the actual application in our respective employment organizations.
Personally, this project will likewise provide us the knowledge and experience that we can share to our fellow students and other people that may need our assistance in the future.
Project Goals
Generally, the purpose of this project is to provide a complete and up-to-date faculty records for current and non-current faculty members of {name of institution} in management decisions for subject loading, faculty retention, promotion, salary scheme, compliance of the Commission on Higher Education (CHED) requirements and provision of scholarship grants.
Specifically, it aims to maintain faculty records on:
a. personal profile
b. educational profile
c. eligibilities
d. employment profile
e. seminars and training
f. medical profile
Scope and Limitation
This project intends to cover the maintenance of complete and up-to-date faculty records for current and non-current faculty members of {name of institution} staring school year 2012 and onwards. Further more this project limits only on record maintenance of faculty members of hence, other personnel and staff of the College records were maintained by the City HRDO.
