CHAPTER ONE
1.0 INTRODUCTION
The term civil service has two distinct meanings: A branch of governmental service in which individuals are employed on the basis of professional merit as proven by competitive examinations. The body of employees in any government agency other than the military. A civil servant or public servant is a civilian public sector employee working for a government department or agency. The term explicitly excludes the armed services, although civilian officials will work at “Defence Ministry” headquarters. The term always includes the (sovereign) state’s employees; whether regional, or sub-state, or even municipal employees are called “civil servants” varies from country to country. In the United Kingdom, for instance, only Crown employees are civil servants, county or city employees are not. Many consider the study of civil service to be a part of the field of public administration. Workers in “non-departmental public bodies” (sometimes called “QUANGOs”) may also be classed as civil servants for the purpose of statistics and possibly for their terms and conditions. Collectively a state’s civil servants form its Civil Service or Public Service. No state of any extent can be ruled without a bureaucracy, but organizations of any size have been few until the modern era. Administrative institutions usually grow out of the personal servants of high officials, as in the Roman Empire. This developed a complex administrative structure, which is outlined in the Notitia Dignitatum and the work of John Lydus, but as far as we know appointments to it were made entirely by inheritance or patronage and not on merit, and it was also possible for officers to employ other people to carry out their official tasks but continue to draw their salary themselves. There are obvious parallels here with the early bureaucratic structures in modern states, such as the Office of Works or the Navy in 18th century England, where again appointments depended on patronage and were often bought and sold Computer, the versatile data processing machine, has been found very useful in every human endeavour since its incursion into many fields of study, industry, business, sciences and technology in general. Payroll is being prepared by organization, committees, governments and other business firms, it is also part of account department, in my organizational concern. It is used for the preparation of worker’s salary daily, weekly or monthly. The civil service payroll module, which helps in data processing, processes monthly pays of all the employees in state civil services commission. The module maintains staff loans, advances, tax and other deductions from staff pay. It also performs annual increment on the salary of qualified staff each month. The civil service payroll lists every employee for whom the computer has produced a payroll cheque and shows for each employee what deduction are subtracted from gross earnings to arrive at net pay. This report is reviewed by the manager of the civil service payroll department before the cheques are released for distribution.
1.1 STATEMENT OF PROBLEM Over the years, manual method of processing civil service has been used. This method has its problems. It has been proven to be very ineffective and inefficient. Some of the problems are
The difficulties people face in keeping information/data.
Unwillingness attitude of some staff when dealing with data/information. The job of preparing salary payment in annually is tedious causes delay. Fragile nature of information/data.
Difficulties people encountered when searching for a given information. Time wasted in searching for information on packed files.
Time wasted in sorting files.
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