CHAPTER ONE
INTRODUCTION
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:
- 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.
1.2. 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 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:
- Inconsistency in data entry, room for errors,
- Large ongoing staff training cost.
- System is dependent on good individuals.
- Reduction in sharing information and customer services.
- Time consuming and costly to produce reports.
- Lack of security of data.
- Duplication 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,
- To design a computerized system for calculating basic salary and allowance of staff.
- To design a computerized payment platform.
- To design a system that accurately stores employee data and retrieves payment history when needed.
- To design a computerized system that take care of the daily sales of the company
- System that compute company’s revenue, admin expenses, tax, market expenses, financial expenses.
- Print a comprehensive account statement daily as well from a time duration.
- Print 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.
1.5. 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.
Limitation
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.
A payroll system: is software which organizes and arranges all the tasks of employee payment and the filing of employee taxes.
Payslips: 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.
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