Computerized office management system
research work “design and implementation of office management system” includes
registration of staff, storing their details into the system, and also computerized
billing in the office. Our system has the facility to give unique id for every staff
and store the details of every staff automatically. This work was done as a
result to solve the problems usually encountered in the office. The Office Management
System was achieved using two programming environment: PHP and MySQL, with PHP as
front-end and MySQL as the backend database. The system can be entered using a
username and password. It is accessible either by an administrator or an
authorized staff. The interface is very user-friendly, protected for personal
use and the data processing is very fast.
1.1 BACKGROUND OF THE 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:
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.
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.
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
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.
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 inavailablefor 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:
in data entry, room for errors,
ongoing staff training cost.
is dependent on good individuals.
in sharing information and customer services.
consuming and costly to produce reports.
of security of data.
of data entry.
1.3. Objective of Study
The objectives of this study is to
design a computerized Office system that will take care of the staff payroll,
Account informations and receipt printing for all clients in an organization,
design a computerized system for calculating basic salary and allowance of
design a computerized payment platform.
design a system that accurately stores employee data and retrieves payment
history when needed.
design a computerized system that take care of the daily sales of the company
that compute company’s revenue, admin expenses, tax, market expenses, financial
a comprehensive account statement daily as well from a time duration.
receipts to customer on demand.
1.4. Significance of the 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.
SCOPE/LIMITATION 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 informationsystem,
day to day expenses in an organization and Receipts system.
Financial constraint- Insufficient fund tends to obstruct the efficiency of the
researcher in sourcing for the relevant materials, literature or information
and in the process of data collection (internet, questionnaire and interview).
Time constraint- The researcher will at the same time
engage in this study with other academic work. This consequently will cut down
on the time devoted for the research work.
1.6. 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.
payroll system: is software which
organizes and arranges all the tasks of employee payment and the filing of
note given to an employee when they have been paid, detailing the amount of pay
given and the tax and insurance deducted.
person or organization that employs people.
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.
Revenue Service (IRS): A United States government agency that is
responsible for the collection and enforcement of taxes.
(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.