Command personnel information system

We live in an information-centric environment

As a result, as a community, we are increasingly reliant on generating and consuming data and information that must be accessible at all times. As people rely more on data and knowledge for personal and professional purposes, more data is generated. As a result, there is further research, sorting, movement, and storage of various copies over a longer period of time (Smith 05). As a result, entities of all sizes must devise effective methods of preserving the massive amounts of data that are being produced for future and current reference. Additionally, data storages system will be used to back up vital information and to dispense data quickly when needed.

The main idea of the project is the command personnel information system

It is a system that generates and maintains the official automated personnel record of people within an institution or an organization. The main idea of the project is to help reduce data redundancy and develop an efficient data storage system. Many data input and storage tend to be tedious since there is a repetition of tasks (Talluri 11). The personnel information system ensures there is no repetition of tasks, such as input of information and data; once data is stored the information can be retrieved quickly, therefore, improving the performance of an organization. Additionally, reducing data redundancy ensures efficient use of time and therefore increases the productivity of the company or organization. The organization will hence use the command personnel information system which has a dated excel spreadsheet to track and edit all employees personal and professional information. The use of the Excel spreadsheet in storing information is not the best method of securing the data (Lohrey 55). Simply because of many reasons; the excel neither has a password or encryption built in, thus leaving the files open to anyone to can edit. It is a primary cause of the current file constantly being corrupted and tarnished. Additionally, the documents vulnerable to fraud when one uses the excel sheet. For example, fraudulent manipulations in many Businesses have resulted in billion dollar losses in the world. The essential reason behind the spreadsheet vulnerability is the fundamental lack of controls, thus making it easier to alter the excel sheet values, dependencies, formulas without detection.

The purpose and goal of the project

The purpose and goal of the project are to ensure better organization of employee information in a single file for various employees to access. Therefore, making it easily accessible when one wants to retrieve personal information on an employee in a company and for reference. Additionally, better organization ensures faster accessibility to information and data, therefore, proving the efficiency of the company which in turn increases the productivity of the enterprise. Currently, simple one sheet Microsoft Excel document is used to track every speck of employee information and professional track record (Lohrey 88). Therefore, anyone at the facility can edit, create, add, and delete the information from the table plus move the table itself to whatever location of preference. No lock or password whatsoever, leaving everything open to being compromised through the corruption of files. It consequently also increases the vulnerability of the data to external manipulation of data and information. It will be a highly needed overall organizational software upgrade which is another expense in running the organization.

Possible users and administrators of the command personnel information system

Possible users and administrators of the command personnel information system are management staff who will use the database. Admin type personnel at the command will be in charge of administrating, updating, and maintaining the database for the better organization. They also are ensuring that storing and archiving procedures are functioning correctly.

The Information currently is in storage in an open, all-access Excel spreadsheet

The Information currently is in storage in an open, all-access Excel spreadsheet which is very ineffective and time wasting for the company (Brodersen 76). Hence, not a bit of the now stored information in the data system can be easily verified and multiple items are left blank and not entered. It will, therefore, lead to producing problems when data retrieval is necessary. Data recovery will be time wasting, therefore, causing inefficacy in the company. Even though, the efficient utilization of an organized database by using it in the right manner will ensure record accuracy, timely retrieval of information and improvement in data queries. It will allow data to be not only correct but also in have a well-implemented database which thus will improve command functionality in the administration setting.

The data elements to be involved include the entities and attributes

The data elements to be involved include the entities and attributes. The objects and attributes used in the database are likely to comprise of the main table then followed by multiple charts, tables, queries, and reports (Talluri 44). It will, therefore, help in the organization and filtering different bits of information based on the preference of the employees or prospective employees. It will enable classification of information through the characterization which includes the quality and quantity of the employee’s skills, For example, some of the sub-tables can have an entirely different look, texture, and design to function in a specified capacity. Display of basic information in standard reports can be quite broad thus leading to time wastage during data retrieval. Therefore, it is advisable to use a creative display of accurate information on the database to highlight unique data and information of an employee. A table will be used to harbor all employee records and information that is provided by entities such as name, rank, and address. The files and Queries which are related to the table will also be created to help sort and retrieve all of the needed information.

MS Access will be used in this project

MS Access will be used in this project because it is the best database for recording, analysis, storing and retrieving of data and information. MS Access is also it is readily and easily accessible, convenient for a small scale company, user-friendly, and simplified of a standard database (Brodersen 56). Additionally, MC Access empowers the data managers to have a fully functional and relational data management system within a click. Hence the use of MS Access will become time active and in turn improve the productivity of the company. The project will also use MS Access saves money since it is relatively cheap compared to other larger systems which offer the same function and usage. Furthermore, it can support multiple users (about ten) within a network thus making it flexible for its use, and it is easy to import and export data from one entity to another.

References

Brodersen, Karen and Rothwein, Thomas M and Malden, Matthew S and Chen, Mingte J and Annadata, Anil. Database access method and system for user role defined access. Washington: C and C Publishing company, 2004.

Lohrey, Jackie. The Importance of Information Storage & Retrieval Systems in an Organization. 13 July 2013. http://smallbusiness.chron.com/importance-information-storage-retrieval-systems-organization-75891.html. 03 April 2017.

Smith, David EA, and Anton R. Flei. Data storage and retrieval system. New York: Springer, 2008.

Talluri, Srikrishna. Method and system for effective utilization of data storage capacity. U.S. Patent Application, 2004. No. 10/762,839.