Chapter I

Introduction

Background of the Study

Today's technology is critical in record-keeping because it allows

individuals and organizations to effortlessly store, organize, and access

vast amounts of data. Data may be safely kept and retrieved from

anywhere with an internet connection, according to Records and

Document Management (2019). This has streamlined many operations,

including personnel information.

Personnel record management is a key role in any firm.

According to Records and Document administration (2019), it entails

the gathering, storage, retrieval, and administration of employee-

related information. The documents were housed in filing cabinets by

the Abuyog Local Government Unit (LGU) Human Resource

Department. The computers on-hand were only utilized to generate

employment certificates and other associated information. As a result

of the lack of computer programs for handling personnel information,

the generation of periodic reports were delayed, and the list of

employees qualified for step increments was outdated.

The goal of this research is to create a web-based personnel

information system that will speed-up the process of generating

reports, tracking leave credits, and automatically generating a list of

employees who are eligible for a step increment.

Statement of the Problem

The Abuyog LGU, HR department handles the monitoring and

updating of personnel records which were kept in filing cabinets.

Hence, storing, retrieval, and updating of information is time-

consuming. The list of qualified employees for step increments are

outdated which resulted to the delay of giving additional salary as

mandated by law.

Objectives of the Study

General Objective

This study aims to design and develop a web-based personnel

information system that will speed-up the process of generating

periodic reports.

Specific Objectives

Specifically, the study aims to:

1. streamline HR processes and enhance efficiency.

2. ensure accurate and up-to-date employee data management by

creating a database for storing, and retrieval of information.

3. create a module that will track the employee's leave credits, and

monitor step increments.

4. create a web interface as employee self-service portal for

updating personal information.

5. generate reports of the following:

a. certificate of employment

b. available leave credits

c. list of employees eligible for step increment

6. test and evaluate the acceptability of the system using the ISO

9126 form.
Theoretical Framework

1. System Architecture:

 Database: The HRM system should have a robust and

secure database to store employee data, including personal

information, employment history, skills, and performance

records.

 User Interface: The system should provide an intuitive and

user-friendly interface for HR professionals, department

heads, and employees to access and interact with the

system.

2. Employee Data Management:

 Employee Information: The system should capture and

maintain comprehensive employee information, including

personal details, contact information, job history,

qualifications, certifications, and performance records.

 Self-Service: The system should empower employees to

update their personal information, view their leave balances,

submit time-off requests, and access relevant HR policies

and procedures.

 Document Management: The system should provide a

centralized repository for storing and managing employee-

related documents, such as contracts, performance

evaluations, training certificates, and disciplinary records.

 2. Compliance and Security:

 Data Privacy: The system should adhere to data protection

regulations and ensure the privacy and security of employee

information.

By incorporating these components, an automated HRM system can

streamline HR processes, improve efficiency, enhance employee

experience, and support data-driven decision-making in an organization.

Conceptual Framework

The web-based LGU personnel information management system

is concerned with managing and keeping track of the LGU staff. The

user is given access to the system if all of their credentials, including

username and password, are found to be legitimate. The system has

three user roles: system administrator (the head of the HR department),

data encoder, and employees. Each user level has a distinct role

allocated to it. The system administrator (HR Manager) is in charge of

handling personnel information and accepting or rejecting an

employee's leave application. The system administrator will give the

data encoder permission to create the database after double-checking.

The workers can view their available leave credits and personal

information online. The department heads can check the employees'

available leave credits to approve leave absences.

 System
Administrator/
Human Resource
Manager
Add new Account
Approve/Disapproved
Leaves

WEB-BASED
PERSONNEL
View View /Apply
Department Employee RECORD
Leave Employee Employee
Head INFORMATION
Leave Information
MANAGEMENT
Credits
SYSTEM

Update Employee
File Transaction

Data Encoder

Figure 1.1 Conceptual Framework

Scope and Delimitation of the Study

The proposed system aims to automate the process of recording and

monitoring employee data, reducing the risk of errors, and increasing

efficiency. It will be developed to have the following scope:

 employees can apply for leave online.

 depending on the user level, the system can display

information per department and per employee.

 can generate reports on the following:

o certificate of employment

o available leave credits

o list of employees eligible for step increment

However, because the biometric device is not linked to the payroll

system, the system cannot identify absences automatically. The

application requires an internet connection to fully function.

Significance of the study

This system is beneficial to the following:

1. Human Resource Manager. It will make it easier for the HR

department to create periodic reports and track employee eligibility for

step increments and available leave credits. Additionally, it will assist

him in making decisions on the recommendation of employee

promotions.

2. Employees – It will help them keep track of their available leave

credits and their eligibility for step increments using the employee web

portal.

3. Proponents – The results of this study will aid the proponents in

putting their knowledge and expertise in system design, analysis, and

programming to use.
Time and Place of the study

This study was conducted in the HR Department of the

Municipality of Abuyog Leyte. The study was conducted in April 2023

and aimed to develop and implement a more efficient and reliable

system for managing personnel records. The web-based system was

designed to store and manage employee information and personal data.

Definition of Terms

API. stands for Application Programming Interface. In

the context of APIs, the word Application refers to any software with a

distinct function. Interface can be thought of as a contract of service

between two applications. This contract defines how the two

communicate with each other using requests and responses. Their API

documentation contains information on how developers are to structure

those requests and responses.

Bootstrap. A free front-end framework that makes web

development quicker and simpler. It contains. You may quickly

develop responsive designs using HTML and CSS-based design

templates. The layout of the website was enhanced and made to look

more appealing using Bootstrap.

 CSS. Stands for Cascading Style Sheets, which explains how

HTML elements should be formatted. be shown on paper, a screen, or

any another form of media. CSS reduces labor costs and allows for

control of layout of several web pages simultaneously. The website's

appearance was improved with CSS.

Database Schema. A Database Schema was designed in order

to know the database structure of the system. It contains the data and

their relationship to every entity of the system.

Flowchart. A flowchart shows the visual representation of the

sequence of steps and decisions needed to perform a process in the

system.

HTML. This was used to describe the structure of the Web

pages using markup designed in the system.

IDE. An integrated development environment (IDE) is a

software application that helps programmers develop software code

efficiently. It increases developer productivity by combining

capabilities such as software editing, building, testing, and packaging

in an easy-to-use application.

JavaScript. Is a simple, interpreted, object-oriented language

that is lightweight. Scripting language for Web sites is its most well-

known application, although it's also used in other contexts outside of

browsers. It is a multi-paradigm, prototype-based scripting language.

that is dynamic and accepts imperative, functional, and object-oriented

programming approaches. This served as a client-side validation

method.

PHP. The primary scripting language used in developing the

system through Laravel Framework.

JQuery. Allows the author to "write less code, do more

actions" which contains JavaScript library. The purpose of jQuery is to

make it much easier to use JavaScript on the website.

 CHAPTER II

REVIEW OF RELATED LITERATURE

This chapter provides a comprehensive overview of the existing

literature and studies related to the development of a web-based personnel

record information system. The aim, of this chapter is to examine the

existing literature and identify the gaps in knowledge for the development of

the system.

Related Literature
The article by Cenina (2018) presents a case study of developing and

implementing a web-based human resource management system (HRMS) for

a local government unit in the Philippines. The author highlights the

challenges faced by the government unit in managing their human resources

and the benefits of implementing a web based HRMS. The article discusses

the various modules and features of the HRMS, including employee

information management, attendance monitoring, payroll processing, and

performance evaluation. Cenina also provides insights into the

implementation process and the training of employees in using the system.

Overall, the article showcases the potential of technology in improving

human resource management in government agencies and highlights the

importance of effective planning and implementation strategies.

The article by Garingo et.al, (2018) describes the development of a

web-based human resource information system (HRIS) for a private higher

education institution in the Philippines. The authors highlight the importance

of HRIS in managing and organizing information related to the institution's

workforce, such as employee profiles, attendance records, performance

evaluations, and payroll. The web based HRIS they developed is accessible

through the internet and can be used by authorized personnel from any

location. The system is designed to be user-friendly and secure, with

different levels of access and security measures in place to protect sensitive

information. The authors also discuss the benefits of the HRIS, such as

increased efficiency and accuracy in data management, improved

communication among employees, and enhanced decision-making through

real-time reporting and analytics.

Devaraj et.al, conducted a study in 2003 that examined the relationship

between the use of information technology (IT) and organizational

performance. Specifically, they investigated how IT impacted cost savings,

productivity, and customer satisfaction. Their research revealed that actual

IT usage was crucial in determining its effect on organizational performance.

Additionally, their findings indicated that the use of IT, such as HR

information systems (HRIS), was positively linked to cost savings,

productivity, and customer satisfaction. The authors concluded that

organizations that effectively implemented and utilized IT, including HRIS,

were likely to experience significant enhancements in their overall

performance. Overall, this study offers valuable insights into the potential

benefits of HRIS adoption and implementation for organizations in terms of

their overall performance.

In Camiña's (2017) study, a web-based HR information system was

developed and implemented in a university in the Philippines. The system

aimed to improve HR processes and employee satisfaction by providing a

centralized and automated database for HR-related information. The study

found that the system significantly reduced the time and effort required for

HR tasks, such as processing leave applications and generating employee

reports. It also improved the accuracy and accessibility of employee

information, which allowed HR personnel to quickly respond to employee

inquiries. Moreover, the study found that the system increased employee

satisfaction, as it allowed employees to access their personal information and

perform HR-related tasks online. Overall, the study suggests that developing

and implementing a web-based HR information system can improve HR

processes and employee satisfaction in the context of a Philippine university.

Related Studies
Mäkelä et.al, (2018) conducted a study on the adoption and use of

Human Resource Information Systems (HRIS) in multinational companies

(MNCs) from a global HRM perspective. Their study found that MNCs use

HRIS for various purposes, including global HR information management,

HR analytics, and strategic HRM. The authors identified factors that

influence the adoption and use of HRIS, such as organizational size,

complexity, and IT capabilities. They also found that HRIS adoption and use

can vary across different regions and subsidiaries, influenced by factors such

as national culture, institutional pressures, and HRM practices. The study

highlights the importance of considering both global and local factors in the

implementation and use of HRIS in MNCs. The authors suggest that HRIS

can contribute to more efficient and effective HRM practices in MNCs, but
also emphasize the need for further research to understand the complexities

of HRIS adoption and use in different organizational and cultural contexts.

Overall, this study provides valuable insights into the role of HRIS in MNCs

and their global HRM practices.

Al-Hadidi, et.al (2018) developed and implemented a wed-based

personnel record management system using PHP and MySQL. The system

was designed to manage employee information, attendance, leave request,

performance evaluations, and training records. The system also included

features such as search and filter options for employee data, user

authentication and access control, and automatic email notifications. The

authors conducted a survey to evaluate the system’s usability and found that

users were generally satisfied with its functionality and ease of use. The

study suggests that wed-based personnel record management systems can

improve the efficiency and accuracy of HR processes.

Bano et al, (2015) conducted a study that focused on the design and

development of a web-based personnel information management system.

The study aimed to provide a solution to the limitations of the existing

manual and paper-based system used by LGU. The researchers utilized PHP

programming language and MySQL database system to create a web-based

system that could store, manage, and retrieve personnel information

efficiently. The system was designed to have four modules the personal

information module, the employment information module, the salary

information module, and the user management module. The researchers

evaluated the system using a questionnaire survey, and the result showed that

most of the users found the system to be useful and easy to use.
 Hidayanto et al. (2016) developed a web-based employee

information system for managing human resources in a university. The

system was designed to handle personnel data, such as employee personal

information, employment history, and salary information, and to manage the

recruitment process. The study utilized the PHP programming language and

MySQL database management system for the development of the system.

The researchers conducted a usability test and found that the system was

user-friendly and efficient for managing personnel data. They concluded that

the system could be beneficial for other organizations in managing their

human resources data.

The study conducted by Taran (2018) focused on the implementation

of a web-based HR management system in small and medium-sized

enterprises (SMEs) in Ukraine. The study aimed to investigate the benefits

and challenges of implementing a web-based HR management system in

SMEs. The findings of the study showed that the implementation of a web-

based HR management system had significant benefits, including increased

efficiency, reduced costs, improved employee satisfaction, and better

decision-making. However, the study also identified some challenges in

implementing such a system, including resistance to change, lack of

technical knowledge, and concerns about data security and privacy. The

study recommended that SMEs should carefully consider the benefits and

challenges before implementing a web-based HR management system and

ensure that they have adequate technical expertise to support the system
 CHAPTER III

METHODOLOGY

Research Design

The researcher has chosen the Rapid Application Development (RAD) model

for developing systems. The RAD model is preferred because of its focus on iterative

and incremental development, which provides greater flexibility and adaptability to

accommodate changes in the project's requirements. The RAD model consists of four

distinct phases: requirements planning, user design, construction, and cutover. In the

requirements planning phase, the project team collaborates with stakeholders to

identify and prioritize system requirements. This phase focuses on understanding the

needs and expectations of the end-users and defining clear objectives for the system.

In the user design phase, prototypes and mock-ups are created to provide a visual

representation of the system's functionalities. This allows for early feedback and

validation from the users, ensuring that their requirements are accurately reflected in

the design.

The construction phase involves the actual development of the system, where modules

or components are built based on the design specifications. This phase follows an

iterative approach, with each iteration focusing on developing specific functionalities

and incorporating user feedback for continuous improvement.

Lastly, the cutover phase involves the deployment and integration of the system into

the existing infrastructure. This includes data migration, system testing, and user

training to ensure a smooth transition from the old system to the new one.
The RAD model offers several advantages for the development of a system. It allows

for faster development and delivery of functional prototypes, enabling early user

involvement and feedback. The iterative nature of the model also facilitates a more

flexible and adaptable development process, accommodating changes and

enhancements throughout the project lifecycle.

The RAD model also has its limitations. It requires active and continuous user

involvement, which may pose challenges if stakeholders have limited availability or

conflicting schedules. The focus on rapid development and iteration may result in

potential compromises in terms of system scalability and long-term maintainability.