1.1 Introduction
A Human Resources Database Management System (HRDBMS) is a specialized software application designed to automate and manage various HR functions such as employee records, payroll processing, benefits administration, and performance evaluation. It integrates and centralizes HR data to streamline operations and improve data accuracy (Kavanagh et al., 2012). Similarly, according to Marler & Fisher et al., (2013), human resources database management system is a specialized database designed to manage and streamline HR processes and data. The primary objective of an HRDBMS is to automate and centralize HR operations, enhancing the accuracy, accessibility, and security of employee information (Marler & Fisher, 2013).
The design and implementation of an HRDBMS involve several critical stages. Initially, it requires a thorough analysis of organizational needs and existing systems to identify gaps and requirements (Snape et al., 2016). Following this, a well-structured database design must be developed, encompassing data modeling, schema design, and integration with other business systems. Implementation involves coding, testing, and deploying the system, followed by ongoing evaluation and maintenance to ensure its effectiveness and relevance.
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Limitation of the study and Definition of technical terms.
1.2 Background of Study
In recent years, HRDBMS platforms have continued to evolve, incorporating artificial intelligence, machine learning, and advanced data analytics. Modern systems offer features such as predictive analytics, talent management, and enhanced user experiences through intuitive interfaces and mobile access. The focus has shifted to providing strategic value, enhancing employee engagement, and supporting organizational agility (HRIS World, 2020). Human Resources (HR) management has undergone significant transformations with advancements in technology. Traditionally, HR departments relied on manual processes and paper-based records to manage employee data and administrative tasks. However, as organizations expanded and the complexity of HR functions increased, these traditional methods proved insufficient. The need for more efficient, reliable, and scalable solutions led to the development of Human Resources Database Management Systems (HRDBMS) (Stone, 2013).
An HRDBMS is designed to automate and streamline various HR functions such as recruitment, employee records management, payroll processing, benefits administration, and performance evaluations (Kavanagh et al., 2012). These systems enable HR professionals to maintain accurate and up-to-date records, facilitate efficient data retrieval and reporting, and ensure compliance with legal and regulatory requirements (Sparrow et al., 2016).
The evolution of HRDBMS is closely linked to the broader development of information technology. Early HR systems were often standalone applications with limited integration capabilities. However, modern HRDBMS solutions are characterized by their ability to integrate with other enterprise systems such as finance, operations, and customer relationship management (HRIS World, 2020). This integration allows for a more holistic view of organizational data and enhances decision-making processes.
The increasing emphasis on data-driven decision-making and the need for enhanced HR analytics have further driven the evolution of HRDBMS (Marler & Boudreau, 2017). Advanced HRDBMS platforms now incorporate sophisticated data analytics, artificial intelligence, and cloud-based solutions to provide deeper insights and greater flexibility.
The challenges encountered that led to the execution of the research work is that, as a result of security issues, HRDBMSs store sensitive employee information, and protecting this data from unauthorized access and breaches is essential. Moreover, the system must comply with various legal and regulatory requirements related to data privacy and security (HRIS World, 2020). Ensuring that the system adheres to these standards while maintaining usability and performance is a complex but necessary aspect of the design and implementation process.
It is against the background that the developments of this software will seamlessly connect with existing enterprise systems, such as finance and ERP platforms. Implementing an human resources database management system will lead to enhanced efficiency by automating routine tasks and reducing reliance on manual processes. This will minimize errors, streamline data management, and ensure that human resource professionals can focus on strategic activities rather than administrative burdens.
1.3 Statement of Problem
Investigation revealed that human resource management involves a lot of paper work and the consequence of this is that it is difficult to manage human resource information. There are different aspects of human resources and management and the manual system of recording human resource information makes it difficult to integrate and get reports pertaining to human resource. The flat file organization occupies unnecessary office space in addition to making information retrieval difficult and time consuming. It is in view of these challenges that this study is carried out to develop a human resource database management system that will facilitate the capturing and easy retrieval of human resources information reports.
1.4 Aim and Objectives of the Study
The aim of the study is to design and implement a computerized human resources database management system. In achieving this aim, the following specific objectives were laid out as follows to develop an application software that will:
- Create a comprehensive database schema that accurately models HR data and supports efficient data management, retrieval, and reporting.
- Integrate modern technologies and functionalities such as cloud computing, data analytics, and user-friendly interfaces to enhance the system’s performance and usability.
- Facilitate seamless integration with other enterprise systems, such as finance and ERP systems, to ensure cohesive data management and workflow automation.
- Implement robust security measures and ensure compliance with relevant legal and regulatory standards to protect sensitive employee information and maintain data integrity.
- Integrate the vital components of human resource management into a single software system.
- Present reports pertaining to any employee or group of employees, and update human resource information when needed.
1.5 Significance of Study
The design and implementation of a Human Resources Database Management System (HRDBMS) will be significant for various stakeholders in the following ways:
- The HR department will benefit as the HRDBMS will streamline and automate routine tasks, reducing manual effort and errors. This will free up HR professionals to focus on strategic activities such as talent management and employee development.
- Employees will experience improvements in accuracy and efficiency in HR-related processes. The HRDBMS will ensure that their records are managed accurately and provide them with easy access to their information, such as payroll details and benefits.
- Management and executives will gain valuable insights through advanced analytics and reporting capabilities of the HRDBMS. This will support data-driven decision-making and strategic planning, enhancing overall organizational performance.
- IT staff will benefit from the HRDBMS’s integration capabilities, which will simplify the management of HR data within the broader IT ecosystem. This will lead to more streamlined operations and reduce the complexity of managing disparate systems.
- Regulatory bodies and compliance officers will see improved adherence to legal and regulatory requirements due to the HRDBMS’s robust security features and compliance protocols. This will help mitigate risks related to data protection and ensure that the organization meets all necessary standards.
1.6 Scope of Study
The scope of the research is focused on the Design and Implementation of computerized human resources database management system. This research however does not cover all the various aspects of human resources database management namely: Planning, Staffing, Training and Development, Wages and Salary, Employee's benefits and Services, Union Relations etc. But due to time constraint, the research centers on recruitment and staff training development.
1.7 Limitations of the Study
The study on the design and implementation of a Human Resources Database Management System (HRDBMS) faced several limitations.
- One significant limitation was the issue of insufficient data, which was due to incomplete or outdated information from various sources. This constraint impacted the thoroughness of the system design and its ability to meet all organizational requirements effectively.
- Frequent power failures also posed a challenge during the study. These interruptions were disruptive to the development and testing phases, leading to delays and potential inconsistencies in system implementation.
- Financial and time constraints were also significant limitations. The study had to operate within a limited budget, which restricted the scope of the system’s features and the resources available for comprehensive testing and development.
- The limited time frame affected the depth of the analysis and the extent to which the human resources database management system could be customized and refined.
1.8 Definition of Terms
Human Resources Database Management System (HRDBMS):
A Human Resources Database Management System (HRDBMS) is a specialized software application designed to automate and manage various HR functions such as employee records, payroll processing, benefits administration, and performance evaluation. It integrates and centralizes HR data to streamline operations and improve data accuracy (Kavanagh et al., 2012).
Security and Compliance:
Security and compliance refer to the measures and protocols implemented to protect sensitive data from unauthorized access and ensure adherence to legal and regulatory requirements. In an HRDBMS, this involves safeguarding employee information and ensuring the system meets data protection standards (Sparrow et al., 2016).
Database Schema:
A database schema refers to the structure of a database system, including the organization of data, tables, relationships, and constraints. It defines how data is stored, organized, and accessed within the HRDBMS (Elmasri & Navathe, 2015).
Integration:
Integration in the context of an HRDBMS involves connecting the system with other enterprise applications, such as finance or ERP systems, to ensure seamless data flow and process automation across different departments (Marler & Boudreau, 2017).
Data Analytics:
Data analytics involves the process of examining large datasets to uncover patterns, correlations, and insights that can support decision-making and strategic planning. In an HRDBMS, data analytics can provide valuable insights into workforce trends and performance metrics (Stone, 2013).
