Accounting Information System For Industries And Businesses

Justification of the use of database

This report is about Torrens We Help Inc (TWHI) which is an organization that deals with education programs which is offered online which is mainly in the farming field and the students taught hails from Australia, Papua New Guinea and New Zealand.

The TWHI currently is focusing to engage the communities, industries and businesses as the main partners where they will assist in providing the students with industrial experience and exposure, however this organization is mainly focusing on offering education the people who are not in position to get higher education where the students school fees get paid by the Australia, Papua New Guinea and New Zealand governments in full or partially.

The TWHI has been handling large information in the human resources department where it had been managed using old methods through the excel spreadsheets application which has been used to do monitoring and maintaining the employees information.

However the human resource department staffs are facing big challenge while trying to update the information related to the staffs in both academic and administration departments and therefore the management team had decided to implement the database system using the ms access application for easy maintenance, monitoring and updating of the staffs.

The proposed database to be implemented will be used to keep record of employee’s information, teaching staffs time sheet, teaching staffs information, administrators staffs information, staffs leave information, staffs development activities and staffs curriculum vitae information.

Therefore the managements human resource development database system will be designed and developed in order to enable the retrieval of employee information, elimination of redundant data, and elimination of repeated columns where the database will be created using Microsoft office access 2007 which will entail tables , queries, reports and forms.

The TWHI decided to use the database system to manage their records as new method of maintaining and managing the human resource department records where the administrative and academic staff’s records are stored.

The use of the database will enable easy updating and retrieval of the information which are the main reasons and advantages.

The below are the various justifications of using the database system to manage the human resource information.

1. To eliminate data redundancy.

The database will be used to reduce the repetition of data that is stored in different database tables.

1. To eliminate the repeated columns.

The use of the database also will enable the implementation of tables where one column do not feature in almost every table and this will be achieved through the table relationship and normalization.

• To enable quick data update.

The database will enable user to update the records in the database as the users can search a specific record and make the necessary updates.

1. To enable quick data retrieval.

The use of the database will enable the users to retrieve the human resource records easily since one can search using the primary key which is unique in all records saved.

1. To improve the sharing of organization data.

The implementation of this database will allow the database users to easily access the data and therefore the sharing of data in the entire organization will be quick and efficient.

1. To improve the security of the data.

Through the proposed database the privacy and security of the data will be improved through the security and privacy policies where the breaching of important data is minimized and good data usage is embraced.

• To enable effectiveness in the integration of data.

The database will improve the management of data where the entire organization transactions are integrated and thus the relation of the employees and the academic duties assigned and thus the integration will be effected by the implementation of the data management database.

• To minimize the inconsistency of the data.

The database will eliminate chance of saving data that is not consistent in the different database tables and this will be achieved through the use of ms office access database tool.

1. To enable a better data Accessibility.

The proposed database will allow the users to run queries quickly and get the results very quickly and with high accuracy level, this will enable the human resource manager to get the employees and the allocated duties quickly and hence improves the level of decision making.

1. It will improve the level of productivity to the management team.

The use of the access database tool will enable the database users to operate the database with ease, and therefore the users are enabled to make quick decisions and thus predicting any shortcoming or failure that might arise.

1. To enable quick decision making.

The database will enable better data management and access and therefore the management will be able to retrieve quality information and thus using the retrieved information they are able to make quick and better decisions regarding the organization. 

Employees(EmployeeID,Title,FirstName,MiddleName,LastName,Birthdate,StreetAddress,City State,PostalCode,PhoneNumber,MobileNumber,DateHired,DateTerminated,TFN,Department, Location)

Teaching_staffs (StaffID, EmployeeID, status)

Staff_Activities(ActivityID,EmployeeID,Date_of_activity,Type_of_activity,Description_of_activity, Report_submitted, Funding_type)

Administrative_staffs(AdminID, EmployeeID, Position, status)

Staffs_leave(LeaveID,EmployeeID,Position, Status, No_of_leave_allowed, No_of_sick_leave_allowed, Date_ of_leave, Type_of_leave, Remaining_leave, Remaining_sicK_leave, paid/not_paid_leave, Status)  

In the database implementation there are various information technology controls that are required to be enforced which are sets of procedures or policies that are used in provision of assurance that the information technology that is used in the organization is being operated as intended where the data used is reliable and the organization is fully compliant to the rules and regulations.  

The IT controls that will be used are divided into two major categories which include general controls (ITGC) or application controls (ITAC) as discussed below.

The IT general controls is the representation of IT control structure and this make the infortion generated by the system more reliable and supports the system’s assertion and ensure the system operation is as intended.

Below are the various IT general controls that will be used:

1. Change managements procedure-This is control that enables the changes made meets the business requirement and are authorized.
2. Software development life cycle- This control is used to ensure there is effectiveness in the management of the database development.

• The logical access policy, standard and process-This is control to ensure all the business needs are meet.

1. The incident managements policy and procedure-This is a control that is designed for addressing the operation process error (Singh, 2016).
2. Problems management policy and procedure-This is a control that will be used to not and identify the various incidents causes.
3. The technical supports policies and procedure-This is a control that allow efficient operations and also able to report any arising problems to the database user using the error message.

• The hardware and software configurations, installations, testing, management standard policy and procedure.
• The disasters recovery/back-up and recovery procedure-This is a control that will enable the processing of the requests even if the database conditions are so adverse.

1. The physical security control- This is the control that is put in place to ensure there is physical security from both people and environment risks.  

These are the other types of controls which will be set to the database and they are fully automated in order to ensure completeness and accuracy in the processing of the data in both the input and output channels. Below are the various IT applications controls that will be used in the database implementation.

1. The completeness check- This is a control that ensure the records get processed from the initial point to the completion point.
2. The validity check- This is the control that will monitor the validity of input or processed data (Laplante, 2013).

• The identifications- This is a control that ensures that employee’s identification is unique and irrefutable using unique identity number.

1. The authentications- This is a control that provides the authentications mechanisms in the entire application system or the computer system where the database is installed.
2. The authorizations- This is the control that will only allow the organization users who are approved are the only people allowed to access the database system.
3. The inputs controls- This is the control that allow the data integrity that is entered by the system users into the database tables (Karumanchi, 2012).   

1. Full_time_academic_staff 

1. Part_time_academic_staff 

• Sessional _time_academic_staff 

1. All_academic_staffs 

1. Names_of_all_employees 

1. Full_time_academic_staff_and_location 

1. Part_time_academic_staff_and_location 

• Sessional _time_academic_staff_and_location 

1. All_academic_staffs_and_type_of_work 

1. Names_of_all_employees_time_worked 

1. Employees form. 

1. Teaching staff form. 

• Administrative staffs form. 

1. Staffs activities form. 

1. Staffs leave form.  

Reference

Award,E.(2013) Systems Analysis and Design .3^rd edn.Delhi:Galgotia Publications Pvt Ltd.

Gupta,B.(2015) Power System Analysis and Design.1^st edn.New Delhi: S Chand & Company.

Goyal, A. (2011) systems Analysis and Design Paperback .2^nd edn.INDIA:Prentice Hall India Learning Private Limited.

Karumanchi,N.(2012) Peeling Design Patterns: For Beginners and Interviews.5^th edn.New York:CareerMonk Publications.

Laplante,P.(2013) Real-Time Systems Design and Analysis: Tools for the Practitioner.2^nd edn.New Jersey:Wiley.

Singh,B.(2016) Systems Analysis and Design.4^th edn.Delhi:New Age International Private Limited.

Wixom,D.(2016) Systems Analysis and Design.2^nd edn. New Jersey: Wiley publishers.

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