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Design and Implementation of Office Management System

Design and Implementation of Office Management System

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Reference ID: PS-5260-TM

DEDICATION

This research material titled “Design and Implementation of Office Management System” is dedicated to God for his enabling grace, and to all computer enthusiasts who contributed to make life a pleasant experience during my research documentation.

ACKNOWLEDGEMENT

I extend my sincere gratitude to all those who contributed to the completion of this project. Special thanks to my Supervisor (Name of your Supervisor), the Head of Department (Name of your HOD), the Lecturers in the department of Computer Science (CS), Book Authors and Profound Scholars of existing or related project material on “Design and Implementation of Office Management System” for their invaluable guidance, support, and expertise throughout the journey.

I am also grateful to your study area (mention any funding organizations, if applicable) for their financial assistance. This research would not have been possible without the encouragement and assistance of some stakeholders (mention any mentors, teachers, or colleagues). Additionally, I would like to acknowledge the understanding and patience of my family and friends during this endeavor. Your unwavering support has been a constant source of motivation. Thank you all for being part of this meaningful endeavor.


Design and Implementation of Office Management System

TABLE OF CONTENTS

PRELIMINARY PAGES


CHAPTER ONE

INTRODUCTION

  • 1.1 Introduction
  • 1.2 Background of Study
  • 1.3 Statement of Problem
  • 1.4 Aim and Objectives of the Study
  • 1.5 Significance of Study
  • 1.6 Scope of the Study
  • 1.7 Limitations of the Study
  • 1.8 Definition of Terms

CHAPTER TWO

LITERATURE REVIEW

  • 2.1 Introduction
  • 2.2 Conceptual Review
  • 2.3 Factors Contributing to the Growth of Office Work
  • 2.4 Functions of Office Management
  • 2.5 Theoretical Review of Office Management System
  • 2.5.1 Features of Office Management System
  • 2.5.2 Benefits of Office Management System
  • 2.6 Office Management System Web Portal
  • 2.6.1 Types of Web Portals
  • 2.7 Database for Office Management System Web Portal
  • 2.7.1 Merits of Integrating Databases in Web Applications

CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

  • 3.1 Methodology Adopted
  • 3.1.1 Problem Identification Using SSADM
  • 3.2 Analysis of the Existing System
  • 3.2.1 Dataflow of the Existing System
  • 3.2.2 Disadvantages Of The Existing System
  • 3.2.3 Weakness of the existing System
  • 3.3 Analysis of the Proposed System
  • 3.3.1 Data Flow Diagram of the Proposed System
  • 3.3.2 Advantages of the Proposed System
  • 3.3.3 Justification of the Proposed System
  • 3.4 Functional Requirements
  • 3.4.1 Use Case Diagram Of The Admin / User Privileges
  • 3.5 Data Requirements
  • 3.6 High Level Model of the Proposed System

CHAPTER FOUR

SYSTEM DESIGN AND IMPLEMENTATION

  • 4.1 Objectives of the Design
  • 4.2 Cohesion and Decomposition High level Model
  • 4.3 Control Center / Overall Dataflow Diagram
  • 4.3.1 Proposed System Operation Flowchart
  • 4.4 System Specification and Design
  • 4.4.1 Input and Output Specification
  • 4.4.2 Database Specification and Design
  • 4.4.3 Data Dictionary
  • 4.5 Choice and Justification of Programming Language
  • 4.6 Program Documentation
  • 4.7 Implementation Techniques
  • 4.8 Programming Module Specification
  • 4.8.1 Installation
  • 4.8.2 Security Design Specification
  • 4.8.3 System Architecture
  • 4.9 Computer Hardware Minimum Requirement
  • 4.10 Software Requirement
  • 4.11 Personnel / User Training

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

  • 5.1 Introduction
  • 5.2 Summary
  • 5.3 Conclusion
  • 5.4 Recommendation

REFERENCES

APPENDIX A - “SOURCE CODE”

APPENDIX B - “OBJECT PROGRAM”

ABSTRACT

Office Management System is one of the core components which lead to the efficient functioning of a business venture. The aim of the study is to Design and Implement an Office Management System. In achieving this aim, the following specific objectives were laid out as follows to design and implement an application software that will computerize a system for calculating basic salary and allowance of staff, accurately stores employee data and retrieves payment history when needed and print a comprehensive account statement daily as well from time duration. The motivation that led to the implementation of the proposed system is as aa result of the Manual office systems always put pressure on people to be correct in all aspect of their work especially the Admin. With manual systems the level of service is dependent on individuals and this puts a requirement on management to run training continuously for staff to keep them motivated and to ensure they are following the correct procedures. The methodology adopted in this study is the structured system analysis and design methodology (SSADM) which is a technical approach for analyzing and designing an application or system by applying object throughout the software development process. The programming language used is HTML, CSS, JAVASCRIPT, PHP, SQL and JQUERY. The reason why web programming languages was used is because, it is platform independent and it is a web based application. This project will be of benefit to: Enterprises, Shopping Malls/Supermarkets and many large companies like; waste companies, and Power holding companies. The study will aid in reducing errors, fraud, increase speed and also aid growth in organizations if successfully implemented. The expected result is a computerized Office Management System that will automate office management activities, computerize a payment platform and print receipts to customer on demand.


Design and Implementation of Office Management System

CHAPTER ONE

1.1 Introduction

Office management is a vital area to understand and research upon, the reason being that in any kind of organization or an institution, the various functions with regards to management, administration, personnel, clerical, technical, finance, marketing, production, advertisement and so forth are carried out at a place, which is known as office. The purpose of the office is mainly to provide services of communication and of record; office is in fact a processing medium, it is responsible for directing and co-coordinating various activities and functions of the organization. An office in an organizational structure is just like the brain in the human body. Office directs and co-ordinates the activities of the various departments, the policies of the business are planned and their implementation is ensured within an office. All the records of the business are preserved; financial, client, employees, production, stock, inventory etc. All the internal and the external transactions and dealings, all kinds of correspondences are the major office functions.

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, Limitations of the Study and Definition of technical terms.


1.2 Background of Study

An Office was described as a place where all the official or paper work are done or performed. But in this era of information technology, office is no longer referred to a place but it as set of function for doing office work or activity (Nwoke: 2013). An office helps us to perform different task such as collecting the data, recording them, analyzing them, presenting them in an organized and scientific way, etc. All the functions of management like planning, organizing, directing, or controlling are controlled by office which also involves paper work. Office is the brain of an organization. Without a proper management, an organization will lack the ability to function properly (Peculiar: 2015). So, an organization needs someone to manage the organizational activities.

Management is a common process in all organized activities. Whenever there is certain number of people working together for a common goal, some kind of management becomes essential. The direct effort of a personnel toward the achievement of goals of organization is management.

Office management is known as a profession which includes the design, implementation, evaluation, and maintenance of the process of work within an office or organization, in order to maintain and improve efficiency and productivity. This is concerned with the following elements:

Personnel: It is a person who is responsible to manage the organization or office. There should be sufficient number of trained personnel. The offices personnel must be selected properly, placed, trained, promote and controlled for the purpose of accomplishing desired goals.

Means: Are the tools with the help of which official activities are done or performed. This includes the materials, machines, and equipment required by the office personnel or for office work. If the office is not provided with the appropriate means, it is very difficult to manage the organization properly.

Environment: Environment plays an important role for managing the office and for efficient and effective office work. It means the surrounding where employees work. It includes the factor like layout, interior decoration, lighting, ventilation, cleanliness etc.

Purpose: An office has to set up definite purpose. The purpose of the office provides direction and guidelines to other activities. If the purpose of the office is cleared then efforts and activities can be directed in its achievement.


1.3 Statement of Problem

Manual office systems always put pressure on people to be correct in all aspect of their work especially the Admin. With manual systems the level of service is dependent on individuals and this puts a requirement on management to run training continuously for staff to keep them motivated and to ensure they are following the correct procedures. It can be all too easy to accidentally switch details and end up with inconsistency in data entry or in hand written orders. This has the effect of not just causing problems with customer service but also making information in available for reporting or finding trends with data discovery. Reporting and checking that data is also a problem and can be time consuming and expensive.

Other problems caused by the manual Office system are:

  1. Inconsistency in data entry, room for errors,
  2. Large ongoing staff training cost.
  3. System is dependent on good individuals.
  4. Reduction in sharing information and customer services.
  5. Time consuming and costly to produce reports.
  6. Lack of security of data.
  7. Duplication of data entry.

1.4 Aim and Objectives of the Study

The aim of the study is to Design and Implement an Office Management System. In achieving this aim, the following specific objectives were laid out as follows to design and implement an application software that will:

  1. Computerize a system for calculating basic salary and allowance of staff.
  2. Computerize a payment platform and print receipts to customer on demand.
  3. Accurately stores employee data and retrieves payment history when needed.
  4. Computerize a system that will take care of the daily sales of the company.
  5. Compute company’s revenue, admin expenses, tax, market expenses and financial expenses.
  6. Print a comprehensive account statement daily as well from time duration.

1.5 Significance of Study

The study will aid in reducing errors, fraud, increase speed and also aid growth in organizations if successfully implemented. Manual ways of carrying out accounting, payroll and receipt systems in organizations will be totally eliminated with this computerized system in place. The study will also serve as a guide to other student researchers who may want to conduct further research on the subject matter. Findings and recommendations from this system will aid in developing newer versions to serve optimally.


1.6 Scope of the Study

The scope of this study is centered on the design and implementation of an electronic office system that will takes care of staff payroll system, Account information system, day to day expenses in an organization and Receipts system.


1.7 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

  1. Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
  2. Research material: availability of research material is a major setback to the scope of the study.
  3. Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
  4. Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet).

1.8 Definition of Terms

A payroll: Is a company’s list or records of its employees, which is often used to refer to the total amount of money that a company pays to its employees.

A payroll system: Is software which organizes and arranges all the tasks of employee payment and the filing of employee taxes.

Pay slips: A note given to an employee when they have been paid, detailing the amount of pay given and the tax and insurance deducted.

Employer: A person or organization that employs people.

Employee: A person employed for wages or salary, especially at nonexecutive level.

W-4 tax form: Is a form completed by an employee to indicate his or her tax situation (exemptions, status, etc.) to the employer. The W-4 form tells the employer the correct amount of tax to withhold from an employee’s paycheck.

Internal Revenue Service (IRS): A United States government agency that is responsible for the collection and enforcement of taxes.

Social Security Administration (SSA): Is an independent agency of the United States federal government that administers Social Security, a social insurance program consisting of retirement, disability, and survivors’ benefits.

CHAPTER TWO

2.0 Literature Review

2.1 Introduction

This chapter focuses on the review of related literature. A literature review includes the current knowledge as well as theoretical and methodological contributions to a particular topic. It documents the state of the art with respect to the topic you are writing. It surveys the literature in the topic selected. In this research work the literature review includes the …

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