omeke, sunday .o pg/m. sc/09/51723 department of …
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APPLICATION OF INFORMATION MANAGEMENT
SYSTEM TO HUMAN RESOURCE MANAGEMENT A STUDY OF ENUGU STATE CIVIL SERVICE
BY
OMEKE, SUNDAY .O PG/M. Sc/09/51723
DEPARTMENT OF PUBLIC ADMINISTRATION UNIVERSITY OF NIGERIA, NSUKKA.
OCTOBER, 2011
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TITLE PAGE
APPLICATION OF INFORMATION MANAGEMENT SYSTEM TO HUMAN RESOURCE MANAGEMENT A STUDY
OF ENUGU STATE CIVIL SERVICE
BY
OMEKE, SUNDAY .O PG/M. Sc/09/51723
A RESEARCH PROJECT SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF MASTER IN
DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF NIGERIA, NSUKKA.
SUPERVISOR: DR, B. A. AMUJIRI
OCTOBER, 2011
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CERTIFICATION PAGE
This is to certify that Omeke, Sunday a Post Graduate
Student in the Department of Public Administration and Local
Government with Registration Number PG/M.Sc/09/51723 has
satisfactory completed the requirements for the course work and
research work for the award of the degree of Master in Public
Administration.
The work embodied in this project is original and has not been
submitted in part of full for any other degree of this or any other
University.
________________________ THE RESEARCHER
_____________________ _______________________ DR. B.A AMUJIRI PROF. FAB ONAH SUPERVISOR HEAD OF DEPARTMENT __________________ ____________________ DEAN OF FACULTY DEAN PG SCHOOL
_______________________ EXTERNAL EXAMINER
OMEKE, SUNDAY .O.
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DEDICATION
This project is dedicated to Almighty God for his mercy,
goodness, kindness, care, protection and guardians, and to the
entire members of my family who had measurable contributed in
one way or other to the completion of this course.
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ACKNOWLEDGMENT
To God be the glory for his perfect protection over us, most
especially for seeing me through this programme.
My sincere gratitude goes to my wonderful supervisor Dr. B.A
Amujiri for his support, advice, encouragement and
understanding throughout my course of study. I also appreciate
my lecturers in Public Administration Department for the
imparted knowledge Prof Fab Onah, Prof F.C Okoli, Prof Ofuebe,
Prof Mrs. Oguonu, Prof Mrs. R.C Onah, Dr. Mrs. Obi, Dr., C.U
Agalamanyi, Dr. Mrs. Uzuegbunam and Mrs. Okafor. My special
thanks goes to the Management Staff of Enugu State Civil Service
and to the staff of Nnamdi Azikiwe Library UNN.
I acknowledged the challenge and encouragement from some of
my friends particularly Ify, Uche, Okey, Jekwu, Elochukwu,
Obyno, Jokid, Chidozie, Prince, Captain, Chineme, numerous
friends thank you all. I am also grateful to three brothers
communication for typing of the manuscript. I cannot payback
for all the help and support I got from these people; I pray that
God will reward them accordingly amen.
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ABSTRACT
This study looked into the application of the management information to the human
resources management (a case study of Enugu civil service). In the study the following
problems were indentified inefficiency, inability to embrace ICT in their operation, lack of
access to internet facilities and lack of government support to the application of ICT. These
are noticeable in the office. In the study, the researcher used sample random technique in
selecting the appropriate respondents for the data collection. Questionnaire was used in the
eliciting the necessary information data validity and reliability were achieved through the
presentation of proposed questionnaire to the supervision who affected all the necessary
corrections in the questionnaire before its administration the study posed hypothesis and they
guided the analysis made in the study. The study was analyze through frequency table and
percentage representation of the respondent response the study made the following finding
(1) that the introduction ICT in human resources management in the ministries will help to
improve or effect positive service in the ministries (2) with government inefficiency and
ineffectiveness of the findings shows that over the years, inefficiency and ineffective
operation of activities in the ministry have effected service delivery. The study made
severally recommendation which dwelt on the best ways of enhancing the human resource
management services delivery in the government ministries.
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TABLE OF CONTENTS
Title Page - - - - - - - - - -i
Certification - - - - - - - - -ii
Dedication - - - - - - - - -iii
Acknowledgment - - - - - - - -iv
Abstract - - - - - - - - - -v
Table of contents - - - - - - - -vi
CHAPTER ONE
1.1 Background to the study - - - - - -1
1.2 Statement of the problem - - - - - -9
1.3 Objective of the study - - - - - - -12
1.4 Significance of the study - - - - - -13
1.5 Scope and limitation of the study - - - -16
CHAPTER TWO: LITERATURE REVIEW/METHODOLOGY
2.1 Information in today’s modern organization - - - 18
2.1.1 Human resources management in the millennium - 22
2.1.2 Human resources management information system - 26
2.1.3 The historical development of information systems - 30
2.1.4 Origin and growth of Nigerian civil service - -35
2.1.5 The meaning and definition of civil service - -37
2.1.6 The values of the civil services - - - - - 42
2.1.7 The features of civil service - - - - -45
2.1.8 The role and function of the civil service - - - 46
2.1.9 The structure and classes of the Nigeria civil service - 47
2.10 The structure of the ministry - - - - -49
2.11 Control of the civil service - - - - - - 52
2.12 Gap in literature - - - - - - - 59
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2.2.1 Hypothesis - - - - - - - - 61
2.3. Operationlisation of key concepts - - - - 62
2.4 Methodology - - - - - - - - 66
2.4.1 Method of data collection - - - - - - 67
2.4.2 Population of the study - - - - - -69
2.4.3 Sample size and sampling technique - - -70
2.4.4 Instrument use for the study - - - - -71
2.4.5 Validity and reliability of the research instrument -71
2.4.6 Method of data analysis - - - - - -73
2.5 Theoretical Framework - - - - - -73
CHAPTER THREE: BACKGROUND OF THE STUDY
o 3.1 Background information on the study area - - -
82
o 3.2 Organizational structure of the ministries - -
84
CHAPTER FOUR: DATA PRESENTATION, ANALYSIS
AND FINDINGS - - - - - -98
CHAPTER FIVE: SUMMARY/CONCLUSION/RECOMMENDATIONS
Summary - - - - - - - - - - 127
Conclusion - - - - - - - - -131
Recommendations - - - - - - - - 132
Bibliography
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CHAPTER ONE: INTRODUCTION
1.1 Background to the Study
This study arises from the new environment existing in our
organization, the private and public sectors of our economy must
be efficient in order to grow and survive. The efficiency of our
economy depends on the strength of the nation’s workforce
resources. The days of management and working by trial and
error which was practiced some years ago has disappeared.
Currently, an increasing attention is being focused on the role of
employees’ development and training in social, political and
economic development of the nation.
With the drive towards Technological Advancement in
Nigeria, Management Information Systems is inevitable for
instance, the conversion to the use of electronics,
telecommunications and computers have virtually made every
industry to change their operations and methods which
necessitate employees’ training and development towards the use
of modern information Management systems to enable them cope
with the environmental changes.
The most concern of employers currently is to make
organizational goals realized through the application of
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Management Information System (MIS). In essence what is
Management Information System (MIS), it is the use,
technological innovations in the functioning of modern
organizations.
As noted above, organizations previously were carried out
through trial and error pattern. This invariably affected
productions and human relations. Since profit maximization and
effective productivity are the ingredients of sustenance in modern
organizations, it behooves on the modern employers to make use
of management information system which has enlivened the
course of management, production and functioning of
organizations. In the course of this study, the researcher will
explore the application, use and operation of Management
Information System to the functioning of modern organization.
According to Hicks and Gullet (1981:562) Management
Information Systems, especially the parts of them that are
computerized, are increasingly being studied. They seek to
provide management with timely appropriate and understandable
information necessary to control operations and to plan for the
future. Effective planning and control of an Organization requires
good Information System. Logical decision making requires an
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understanding of the circumstances surrounding an issue and
knowledge of the alternatives available. The more pertinent and
timely the information, the better and resulting decision.
An organization has no natural memory other than the
memory of the individuals within it. Since individuals come and
go, administrators must develop extensive networks of reporting,
or Management Information Systems, to retain essential
information over long period of time, few firms have been
successful in developing totally adequate information systems for
decision making uses. A number of reasons have been advanced
for this lack of success, including inadequate efforts by top
management, failure to make appropriate use of computer
capabilities and incorrect approaches to system.
Fortunately, recent trends indicate that better information
systems are being developed in many organizations. For example,
a law enforcement agency uses a complex computerized system
for gathering and communicating relevant information from some
stations for use in decisions making. Also, sophisticated
information systems have been developed by utility companies
that generate electrical power at a variety of locations. These
systems provide “running” computations of cost at each
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producing plant, so that each unit of demand may be supplied,
within certain limits, from the least expensive source. The
computation includes such factors as production and
transportation costs.
Sometimes an organization’s information system is seen as
only the computerized portion of the total information flow.
However, there are two major parts that make up an
organization’s information system. The formal portion (of which
computerized data can be part) and the informal portion. Formal
information flows through approved organization channels and is
subject to design and control by management. It includes
performance reports to higher management, requests for help
from one department to another, information concerning the
progress of orders being filled, and external communications
such as governmental reports on the state of the economy. Also
included are announcements by competitors of new product
introductions. Portions of this formalized information flow may be
computerized, other parts of it may not be. For example
executives may receive much of their information concerning
competitors by reading newspapers and magazines and by
talking to field sales mangers on the telephone. On the other
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hand, information concerning finished goods inventory levels and
shipping schedules may be computerized for greater efficiency in
serving customers and at the same time keeping costs at a
minimum.
However, despite these arrays of facts concerning the
benefits of information and information technology, there has
been a phenomenal information and explosion in the Nigeria
economy and the public service. The reason for this information
explosion could be traced to growth in the size and diversity of
modern organizations. The Nigeria public service employs a large
workforce, maintain diverse department range and as a result
adopt a divisional structure. This definitely means that these
departments need more information to coordinate their various
activities and functions. Another factor responsible for the
information explosion in Nigerian is instability and uncertainly in
the Nigeria policy environment. The 1980’s and 1990’s have
visited a large dose of environmental variability upon the Nigeria
business and public service. The economy has been under poorly
coordinated and implemented adjustments. The legal and
political factors, socio-cultura l factor, have also experienced a
state of flux. Explaining this scenario, Okonkwo (1996:64) wrote
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that most policies fail in Nigeria because lack of continuity in
government which is as a result of political instability. It is a well
known fact that political instability is very high. In most cases,
these changes in the political structure laws and policies, which
effects businesses and the public sector, come and go at short
intervals.
These changes in the above mentioned factors
subsequently, and inevitably, leads to the gathering and
collecting of new set of data so that the organization can review
plans introduce an adaptive action t hat corresponds with the
new reality. Certainly, this has placed the Nigeria manager at the
vortex of information, thus complicating his responsibilities. He
has to update his skill in planning and strategic management in
order to handle the multitude of internal and external pressure
from the environment specifically, he needs an effective
mechanism that can manipulate the ever-present problem of data
processing and information support for management decision
making.
Empirically, it has been proved by Nobert (1967:8-9) that
every human organization depends on information for its
continual existence. Therefore, every organization no matter the
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size has to secure data for its operation. Sometimes, the data are
generated internally within the organization, at other times; they
are secured from element outside the organization. These data
are needed for documentation purposes, and also for further
decision. Some schools like (Davies 1974:24, Kennevan 1970,
Iloka 1999) have often stressed the order and the characteristics
of a good information system. For instance, Iloka (1999) has
indicated that the system should be scientific and organized to
provide past, present and projections of the relevant and timely
information relating to internal and external intelligence on the
desk of the managers to aid decision making. It must support the
planning, control and operational functions of the organization by
furnishing uniform information in the proper time frame to assist
the decision maker.
In the true sense, the information system in an organization
consists of all activities involving the creation, storage and
manipulation of information. It also includes the related
methods, management and application of information in the
organization. basically, it consist of such devices as files and
drilling cabinets, calculators, adding machines, words
processors, computer, notice boards, telephones and mobile
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phones, system analyst, programmers and data processing
clerks. In addition, it includes the organization’s structural
framework such as the reporting system and communication
network and patterns. From the foregoing, it is obvious that not
all information systems are computer based, and they need not
be. This argument is aptly captured by Dorton and Giacolletto
(1992:50) who wrote that “just as information is mistaken as
computerized information so information technology is often
thought of as primarily computers” while the computer may not
be a compulsory element of the information system, the scope of
operation of some large organizations make the computer
inevitable in order to support their data processing and
information support needs. The computer is the greatest force
that has accelerated the rate of development of information
technology and information systems.
In sum, the globalization process coupled with
organizational complexity and environmental variability has
created information explosion in Nigeria. The phenomenon has
become endemic in Nigeria because of the peculiar dynamics of
under development prevalent in Africa. In an attempt to address
this issue much attention has been on how to solve or eliminate
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information problem of the civil service. Organizational
researchers have not put in sufficient effort to investigate and
isolate how the manager in the public service can handle the
myriad pressure from his operational milieu. Thus, this study will
systematically highlight the level of development of information
systems in the Nigeria public service with special emphasis on
human resources management.
1.2 Statement of the Problem
Chuwkwuemeka (1998:11) posited that effective public
management is a key determinant of economic prosperity of any
Country. This is due to the pivotal role of the public service as an
engine of modernization and national development.
Chuwkwuemeka (1998:29) went ahead to note that the Nigeria
public service is bedeviled by apparent procrastination and
efficiency.Both private and public sectors of the Country economy
have need for Management Information System (MIS). This is
more important to the human-resources management in an
organization. However, realities on ground show that several
organizations today have not embraced information
communication technology which is the source of management
information system.
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The inability of these institutions (private and public) to
embrace I.C.T means the human resources management will be
affected in another sphere while it is good to embrace
management information system to human resources
management the issue of power and other issues affecting the
(MIS) is another thing altogether power failure and epiletie power
source have all combined to undermine the free flow of
information within organization more sadly still. Some old
workers in public institutions do loathe the idea of acquiring the
knowledge of corruption. This is located on the believe that they
are accustomed with old ideas of doing work and acquiring new
methods through computer internet will jeopardise the already
known methods of carrying out work.
In a related sphere, public institutions (which are the
engine-room of the economy) are not connected with internet
services. Lack of internet services makes their work to be
cumbersome. For instance, the processing of files and other
administrative duties which have been made easier by the use of
internet services are still being carried out through manual
process. This manual process of processing files means that work
will be delayed and prospective recipients of their services will
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have to wait for hours before achieving their aim such delay
produces low production and inefficiency. As is well known, with
the incorporation of internet services to an organizations work
will be carried out with speed and ease while productivity will
increase.
It is therefore against this backdrop that the researcher
intend to investigate the effect of information management
system (M I S) on the development of Public Service in Enugu
State using Enugu State Civil Service as a case study. It is in
view of the fore-goings that this study tends to raise the following
questions:
1. What effect has the application of information management
system made on the development of Public Service in Enugu
State?
2. Have the effects of information management system
reflected on the operational effectiveness and efficiency in
the Public Service of the Enugu State especially in
Ministries of information, Health and the Finance?
3. What are the constraints militating against the effort of
information management system on the development of
Public Service in Enugu State?
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4. What are the measures adopted in making Enugu State
Public Service more efficient and responsive?
1.3 Objectives of the Study
Okafor (2004, 24) human resources management functions
are primarily concerned with obtaining human resources and
effectively utilizing the same to achieve the objectives of the
organization. Therefore the managers of human resource in the
organization are critical to its success. Equally it was posted that
any organization in today’s competitive world of globalization will
not make the intended progress in its operation except certain
appropriate mechanisms are instituted to manage information.
Furthermore, this era of phenomenal breakthrough in
information technology has reduced the cost of information to
organizations.
Informed by the above considerations, it is assumed that
Nigeria public service, being a major actor in the economy and
having the largest combined workers in the federation, should
have put in place a formalized and strongly supported Human
Resources Management Information System (HRMIS) and the
Management Information System (MIS). Thus, the broad
objectives of study are to assess the effects of application of
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Management Information System to Human Resource
Management in Enugu State Civil Service. The specific objectives
are:-
(1) To ascertain whether the application of Management
Information System have reflected on the operational
effectiveness and efficiency of the civil service in Enugu
State especially in the Ministries of Finance, Health,
information and culture.
(2) To identify the constraints militating against the effort of
Management Information System (IMS) to Human Resource
management in Nigeria particularly in Enugu State Civil
Service.
(3) To profer solutions towards making Enugu State Civil
Service more efficient and responsive.
(4) To ascertain the effect of application of information
management system to the development of public service of
Enugu state civil service.
1.4 Significance of the Study
The significance of the study presents the value or
contribution which the research will make to the existing
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knowledge. The significance of this study is categorized into
theoretical, empirical, practical significance.
Theoretically, this study has the potential of contributing
greatly to the growth of existing theories in social sciences
particularly in Public Administration by helping to get to the roof
of the knowledge through its reliable findings on the application
of Management Information System on the Enugu State Civil
Service. Our study would assist in improving the frontiers of
knowledge especially in the management of the Nigerian Civil
Service. The study will be of immense significance in ascertaining
the progress so far made by Information Technology (IT) in
building an efficient and responsive Public Service in Enugu
State in particular. The study will also assist in the challenges
against effective application of efficient Service delivery. It will
make useful suggestion towards achieving goals of Information
Technology in the State Civil Service. This is important because it
is a goal oriented Public Service that can provide quality service
delivery to Human Resource Management.
This study will enhance our understanding of the impact of
Information Technology in Enugu State Civil Service.
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Empirical and Practical Significance:-
Empirically, this study will serve as a foundation for future
researchers who may in due course of time wish to embark on
the investigation on the Information Technology System to the
Human Resource Management in Enugu state civil service.
In other words, this research will serve the academic as a
useful and veritable bibliographical reference which will stimulate
research for other related studies in relation to Information
Technology (IT) and its effectiveness in Enugu State Civil Service.
This study would assist in improving the frontiers of knowledge
especially in the management of Nigeria Civil Service. The study
will be of immense significance in ascertaining the progress so far
made by Information Technology (IT) in building an efficient and
responsive public service in Enugu State in particular. The study
will also assist in the challenges against effective application of
efficient services delivery it will make useful suggestion towards
achieving goals of Information Technology in the Enugu State
Civil Service. This is important because it is a goal oriented
public service that can provide quality service delivery to Human
Resource Management. This study will enhance our
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understanding of the impact of information technology in Enugu
State Civil Service.
Practically, this study is considered significant because it
will contribute in providing the key actors and the decision
makers in Nigeria Civil Service with the road – maps that will
necessitate prompt, responsive and efficient Civil Service in
Nigeria. It will also suggest the panacea through which the
campaign against corruption, lack of accountability and
transparency, poor Service delivery and general inefficiency in the
Nigerian Civil Service can be effectively tackled and managed by
high talented bureaucrats.
1.5 Scope and Limitations of the Study
This study focuses on the Application of Management
Information System to Human Resources Management in Enugu
State Civil Service: a case of study Ministries of Finance,
Information and Health. This study covers in detail, the
application of Information Technology (IT) towards creating
enabling environment in Enugu State Civil Service.
This study cannot be completed successfully without the
researcher encountering some constraints or limitations.It is also
pertinent to mention that inadequacy of data of a reliable
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and absence of central data bank on the theme of this study,
posed a serious problem. The inability of some bureaucrats to
allow the researcher to have access to some vital document was
also a serious limitation. Paucity of literature on Management
Information System to Human Resources Management and its
contribution in disseminating Information so far in the Enugu
State Civil Service caused a lot of hindrance to the researcher. On
the other hand, some information are said to be classified
Information and out of bound to non staff. The researcher took
other means to supplement and consolidate the Information
through the use of Internet materials, textbooks, journals;
newspapers, magazines and past research projects by students
and research Institutes. Further Information was collected from
the senior officers of the stated ministries in Enugu state Civil
Service using questionnaire and interview.
In addition, obtaining data and Information from the
respondents was not an easy task. This is due to the
bureaucratic processes in the Nigeria Civil Service. There was
apathy from the respondents who did not see the research as
purely an academic enterprise that will change the status quo.
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CHAPTER TWO
Literature Review and Methodology
In this chapter effort was made to review some of the
relevant literature on information and information systems,
human resources management and the Civil Service. The
presentation of the literature was organized under the following
sub-themes.
(a) Information in Today’s modern organization
(b) Human Resource Management in the Millennium
(c) Human Resources Management Information Systems
(d) The Historical Development of Information Systems
(e) The Nigeria Public Service
2.1 Information in Today’s Modern Organizations
Modern computer society exhibits one of the most exciting
challenges of our age the challenges to manage the diverse
interacting elements of government, industry and society
Schoderbek (1980:1) aptly captured the emerging scenario when
he indicated that”
“The problem of poverty, of pollution, of growth, of employment, and of over population all pose forms of crises not adequately death with as yet. Like a hanky, awkward adolescent, society has grown enormously; the task at hand is to provide the proper direction the proper regulation”.
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Lodge (1974) in his contribution identified the cause of this crisis
precisely thus:
“What is happening is that old ideas and assumptions which made great institution authoritative and confident are fast eroding. They are slipping away in the face of a changing reality and are being replaced by different ideas and different assumptions, which are as yet ill formed, contradictory and shocking. The transition is neither good or bad there is the possibility of plenty of both”.
These submissions by Lodge and Schoderbek et al provide a
veritable precursor to the subject of information and its pivotal
role in the present industrially and complex societies like Nigeria.
Basically, the universe consists of complexities like the
government and its administrative apparatus. The common
denominator of complexities is the presence of conflicting and
competing values and these calls for some of regulation. In fact,
complexities or systems are sets of interrelated and
interdependent components in interaction. These interacting
components or subsystems, of course, must be regulated and
managed so that the overall objective of the system can be
achieved. The manner these system variables are regulated
impacts on the stability and functionality of the organization and
society itself.
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Types of information systems in organization
Information systems can be categorized into types. These
include transaction processing systems, decision support
systems expert systems and office automation systems. These
systems are elaborated in Avision and Fitzgerald’s information
systems development; methodologies Techniques and tools.
i. Transaction Processing Systems
These systems are the most common information systems.
It processes the individual transactions in a system such as the
employee data, which is used in a payroll system, the data about
stock replenishment in a stock control system. Very often they
concern the day-to-day operations of the organization. Some
organizations categorize them into the marketing, manufacturing
financial and personnel domains of the business.
ii. Decision Support Systems
These systems aid the decision of management such
systems may use whole range of facts about the organization, or
part of the organization or sometimes relate to aspect external to
the organization (that is, its external environment) to provide
information to aid the decision maker. The system is designed to
enable managers to retrieve information that will help them make
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decision. For instance, such decision may be where to build a
factory, which product to sell or policies to implement the prices
of good and services, and the salaries of employees. The expert
system attempts to the role of the human expert their usefulness
of derived from the reasoning ability of the system to use its
knowledge base of the particular domain to provide solutions or
guidance to problem solvers in particular situations. An expert
system might be used, for example, to diagnose the reasons for
failure in a business or technical process.
iii. Office Automation System
These systems include the various applications found in an
office such as word processing, electronic mail, voice mail,
meeting management, among others. Emphasis these systems
are placed on how the technology can fit well with office staff
using to achieve the business objective.
There are not only other distinct types, Avision and
Fitzgerald continued, but also variations on these themes. The
decision support system theme has a number of variants. These
includes management information system (MIS) which
concentrate on summary information, executive information
systems which stress the presentation of information to senior
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officers, usually provide information form one data base source
quickly and efficiently.
2.1.1 Human Resources Management in the Millennium
Conway (1968:361) observed that “Electronic data
processing still conjure up picture of the completely automatic
office with push button production”. To these groups of people,
he continued, electronic data processing is the Panacea for al
clerical ills. Yet Conway (1968: 361) concluded in the final
analysis that computer application and electronic data systems
are dependent upon human ingenuity to put the equipment to
effective use. This thesis by Conway has demonstrated the pivotal
role of human beings or the human resources in the society. In
fact, the computer millennium bug that shook the foundation of
the business world at the down of the year depended on human
intervention for its resolution.
Contributing their quota steers and Porter (1979: 265)
pointed out that despite the profound advances in technology
production, it is still necessary for an organization to ensure that
it has employees who are capable of using ICT in achieving
organizational objectives.
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Buttressing this point further, Solomon Oloidunni, the
national president Institute of Personnel Management of Nigeria
(I.P.M.N) in (Guardian November 23, 1999:291) linked National
development to quality of the Human resources available to the
nation.
In fact, the report of the U.S president commission
(1985:92) stated in concrete terms that the human resources
constitute the wealth of a nation and that Technology and capital
yield little unless people make them work. Thus, this logically
means that the human resources of an organization must be
systematically managed in order to optimize the use of other
resources of the organization.
Therefore, Human resources management (HRM) is the
organizational function which provides for the effective utilization
of human resources to achieve both the objective of the
organization and the development and satisfaction of the
employee. It includes those activities designed to provide for and
coordinate the human resources of an organization. This explains
why management experts insist, and posit, that of all the tasks of
the management, managing the Human resources components is
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the central and most important task because all else depends on
how it is managed.
Humble (1988:30) bemoaned the waning power and
influence of the Human resources manager in the organization,
and concluded that it is not supposed to be so. He argued that
the human resource manager is as trained, committed and
productive as other managers in the organization.
Famularo (1972:4) buttresses this scenario further when he
said that “The personnel function occupies a paradoxical position
in the business an enterprise unlike other business functions is a
personnel man. Every manager takes action every day which
affects the people he manages”
However, despite famularo exposition on the paradoxical
role of the Human Resources manager, Geoff Armostrong.,
Director General of the institute of personnel and Development in
2000 contend that staff development is the primary weapon
available to organizations that wants to succeed this millennium.
Linda Holbeche, a senior Researcher at Roffy park management
institute, agreed with Armstrong’s proposition she added that
this staff development must start with the Human Resource
manager if he still wants to be relevant in the new millennium.
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This suggests that manager must regularly update his skill and
knowledge so as to cope with changing or changed reality.
Emphasizing the importance of information to the Human
Resources manager Longenecker (1973:142) posit that the quality
of decision-making can be greatly improved by accurate and
adequate information. He specifically said “in today’s world of
giant conglomerate and far flung oversea operation a manager
without adequate information is completely lost”. Contributing
Starcerich (1973:331) noted that the bulk of information
generated and needed for decision –making could be
overwhelming. There is the risk that the manager will be buried
in unnecessary information or ignore the important information.
The human resources manager in this circumstance has to rely
on modern information management tools.
Commenting on the information status of the Nigeria public
service, Ejiofor (1970-1980:1) noted that one of the main
obstacles to government development is the intractable problem
of planning without fact. Providing a conclusive overall analysis
of the public service in Nigeria, Ezeh in Chukwuemeka
(1998:168) pointed out that the bulk of the retrogressive human
resource practices occur mainly in the public service. Identifying
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the cause of this low profile status of human resources
management in the public service, the Udoji report and the third
National Development plan implicated the knowledge and
information base of the human resource manager.
2.1.2 Human Resource Management Information System
According to Akinwale Abiodun (1999:2) Information
Technology has become a basic component of the Human
Resource management (H.R.M). The human resource
management information system (HRMIS) in designed to link
together with the people and equipments. Caring out the
operations of the system one can think of all reports and forms
that enter the Human Resource management system, consider
the flow, transformation and generation of forms or report within
the system. For instance, consider the application form of a
candidate for employment. The recruiter receives the application;
it is then filed with the others. The application is retrieved from
the file when personnel department receivers a job specification
and authorization of position. The application form is then
reproduced and copies are sent to managers responsible for
hiring. This flow of information represents only a small fraction of
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the entire flow of information in the human resource
management system.
There are three kinds of human resource management
information system commonly found in companies and
organizations today. They are as follows:-
1. Manual system with manually operated files. These are found
in small organizations and backward larger organization.
2. Computerized files and computerized data processing which
are found in most progressive companies and organizations.
3. Fully computerized systems with data base management
systems (DBMS).
This is the aspiration of most large and progressive companies
and organizations.
We shall discuss the feature of each of these three types of
human resources management information system in full.
1. Manual System
The manual system is made up of sets of forms and manual
files. The manual file consists of a set of records and record
likely may consist of a manual folder for each employee with
the employee’s employment history, appraisal and salary
maintained in the personnel department.
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As set of records that duplicate the compensation and
benefit information may be maintained in the salary and wages
section. Further duplication may exist in the file of the
employee’s manager. Entries on forms and typing of changes
are carried out manually with the result that often the records
are not accurate or up to date. This system suffers from lack of
procedures since it involves the duplication of information in
different files which may not be consistent with each other. As
the organization grows larger the manual system tends to
break down under the burden of manual processing.
2. Computerized Files and Data Processing
It has been noted that the application of information
technology in the area of human resource management
brought into the existence computerized human resource
management information system (HRMIS) The human
resources information system, as a modern tool, is an
organized, integrated and scientific approach of providing
relevant and timely Human Resources information on the desk
of managers. This entails the use of computerized files and
data processing systems.
Computerized system may be based on two modules. In the
first place, it may mean replacing clerical work by computing.
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In essence, it entails using processing and reporting is done
more accurately and quickly. In the second place a set of data
processing soft wares modules is linked together and then to a
central employee system in some way.
3. The Data Base Management System (DBMS)
In a bid to overcome these observed deficiencies there are
arose the need to introduce integrated system of data that
combines computer system and a data management system
that produce up to date or latest data. This is referred to as the
database management system. (DBMS) According to
Armstrong (1980:77) A Database management system is “A file
of data so structured that appropriate applications draws from
the file and up date it but do not themselves constrains the file
design or its content. It is a file which is not designed to satisfy
a specific, limited application. Another scholar Iloka (1999)
described a database application as a suite of software
designed to provide for the storage, retrieved and presentation
of information in a domain. Typical example is staff
recruitment, payroll administration, and training and
development and personnel database administration.
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In all, the information system of an organization is required
to help it analyze its operations and activities along with its
environment, and formulate and check that it achieves its goals.
For the public service we have the manual systems and the
computer bases information systems.
However, in the present dispensation, the computer based
system is recommended because according to Avisin and
Fritzgerald (1995:2) the computer can process data speedily and
accurately and provide information when and where required.
The manual systems are likely to be less accurate and slower
because checking procedures can be tedious and failure to proof.
2.1.3 The Historical Development of Information Systems
Stem and Stem (1983) have emphasized the need for
practitioners in any discipline to be familiar with the history of
their field. Such awareness, they reasoned, would help us to
understand how a particular sphere of knowledge has evolved.
Also it would provide insight into the impact of those
developments both within the field of interest and on society as a
whole. To this end, they demarcated the historical trend of the
modern information technology into four activity periods namely.
1. The scientific revolution (1543-1687)
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2. The industrial revolution (1960-1830)
3. The American technology Achievement
4. Computer generations.
1. The Scientific Revolution
The scientific revolution is a period in history which resulted in
a new orientation towards science and technology. This
orientation was radically different from what existed before it
that the word “revolution” is considered appropriate. This
period ultimately culminated into the formal definition of the
law of nature by Isaac Newton in 1987 and the production of
two important scientists. According to Estes and Robert
(1972:337) these scientists are:
A) Gottfried Leibniz, a German mathematician improved
pascal’s machine. The build a disk calculator that could
multiple and divide. Leibriz’s motivation was “undoubtedly
based on this belief that mathematicians should be
relieved from the drudgery of performing arithmetic
calculations by hand
(B) Blaise Pascal was a French philosopher and mathematician
who invented a calculating machine in 1942 at the age of
nineteen. This machine consists of a number of toothed
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wheels mounted on a box. Te notable feature of the machine was
the concept of automatic carry which occurred when each wheel
tooth changed from position 9 to 0.
2. The Industrial Revolution (1960-1830)
The scientific revolution, from the most part affected the
people’s ideas towards science. On the other hand, the
industrial revolution had a greater societal impact. It heralded
the use of machine in the industrial process. Hence ESKS and
Ellis (1972:341) noted that “search for increasingly faster and
more efficient means of calculating and computing gained
momentum in direct proportion to the introduction and
development of mechanical devices”. The industrial revolution
produced so many inventions that had great impact on the
computing field.
3. American Technology Achievements
Beginning from the mid-nineteenth century America’s
technological achievement came to mean more than just
machine development. Unlike the European countries
technological development was seen as a positive social
force. There were no case of mass unemployment, child
abuse and child labour with the introduction of machines.
The United State Citizens viewed machinery as
beneficial since the early years of Industrialization
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were characterized by labour shortages, and unemployment.
Hollerith was a key figure that influenced American
Industrialization towards the end of nineteen, century. His work
in the U.S. Bureau of census during the 1880 census count
made him aware of a starting fact. It took seven years to count.
Hollenth, who was trained in Engineering and had an
understanding of Industrial needs as well, developed a punch
cared, which contained data coded in the form of punch holes.
He then built machines that could read the cards and process
the data. In 1896 he formed the tabulating company, which was
later sold and became the International Business Machines
Corporation.
In 1944 professor Howard Aiken of Harvard University in
conjunction with the IBM constructed an Electro Mechanicals
relay computer known s Harvard mark 1. Automatic sequence
controlled calculator from 1944 to 1947 four types of relay
computers were used in scientific problem solving. Between 1943
to 1947 the electronic integrator and calculated was developed by
Dr. John Manchly and J. prepare Ecket at the Moore school of
Electrical Engineering University of Pennsylvania. The progress
made with electronic integrator and calculator attracted the
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attention of John Von Neumann, who was working on the
development of a stored-program computer. His theories were
published in the late 1940s, including such ideas as the storage
of instructions inside a machine. Finally, he introduced the
concept of flow charting to pictorially represent the solution of a
problem.
4. Computer Generations
Stern and Stem (1983), Estes and Ellis (1972) identified four
generations of computer since 1940. The table below briefly
shows the generation of computers that have evolved.
COMPUTER GENERATIONS AND FEATURES
COMP|UTERS DATE FEATURES
FIRST
GENERATION
Mid-1940’s Vacuum tube computer; memory used
mercury relay lines EDVAC type
computers belong to this class.
ENIAC 1943-1946 First electronic digital computer,
programmed by manual setting of switches
SECOND
GENERATION
LATE-
1950’s
Transistorized components in place of
vacuum tubes; magnetic core memory;
more powerful less expensive small and
more reliable than vacuum tube
computers
THIRD
GENERATION
Mid-1960s Integrated circuit, small scale technology,
hundreds of functions wired on small
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chips
FOURTH
GENRATION
LATE 1970
+
Solid logic technology, semi conductor
memory
Source: Computer Education
Ali Anthony N. and Olisakwe Dan S. (2008) computer
education AP Express Publishers Ltd, Nsukka.
It is not clear whether the solid logic technology and the
semi conductor memories of the mot rent computers really
represent a new generation some people attribute the concept of
fourth generation computers to the over zealous tending of the
manufacturers to market their innovations in revolutionary
terms. Importance is the fact that from the first generation to the
fourth generation the trend has been to provide more powerful,
less expensive, smaller and more reliable computers.
2.1.4 Origin and Growth of Nigerian Civil Service
The origin of the Nigerian Civil Service can be traced to the
colonial civil service established by the British to govern Nigeria,
as a colonial territory. Ezeani E.O (2005:168) points out certain
features of colonial civil service. First, it was meant to assist the
colonial government to maintain law and order which were very
essential for progress and development. Second, the upper
echelon of the civil service was dominated by the Europeans.
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Third, there was concentration of all powers (Executive, Judicial,
and Legislature) in the hands of appointed officials to run the
affairs of the colony. Finally, the colonial civil service co-opted
traditional rulers in administering the country.
Between 1946 and 1951, that is, during the period when
Richard’s constitution was in operation Nigeria was served by one
civil service. With the introduction of Macpherson constitution of
1955, Nigeria became a federation, with a federal government at
the centre, and regional governments for each of the three
regions. The led to the creation of federal civil service for the
centre, regional civil service for each of the three regions, and
corresponding establishment of public service commission for
each tier of government (Olowu et al, 1997:36). The federal public
service commission was granted full powers to appoint, promote,
dismiss, and discipline junior civil servants. At independence on
October 1, 1960, the powers of the renewed federal civil service
commission were extended to cover all civil service grades.
Finally, following the British tradition, all the civil services
continued to be characterized, more or less, by permanence,
anonymity, impartiality and neutrality. However, adherence to
these attributes among civil servants varied according to the
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regime in power. For example whereas these attributes were
maintained in all the first civilian rule (1960-1966) because the
civil services operated under the protective shield of the
politicians, they were greatly eroded during the first military
regime of General Gowon (1967 to 1975) when the higher civil
servants dominated the policy process. However, between1975-
1979, the attributes of political neutrality, anonymity, and
impartiality were observed to a reasonable extent (Olowu, 1997,
4-6).
2.1.5 The Meaning and Definition of Civil Service.
The term civil service according to Abdulsalami (1988)
refers to that, administrative structure employed in the
fulfillment of government policies and development programme. It
is used to refer to public servants who are direct employs of
federal and state governments other than the police armed forces,
the policies, the judiciary, the teacher and the statutory co-
operation personal. The words of Dimock (1983), the civil service
refers to a body of permanent fulltime public officials in the
professional, non political and who are not members of either the
judiciary or the armed forces”. Put in another way, the term civil
service refers to the administrative structure employed in the
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civil capacity to fulfill government policies and programmes. This
seen in terms of the institution an structure this is, ministries
departments etc, or the human occupants of the public offices
like permanent secretaries, Director-Generals and lower clericals
staff and higher administrative staff.
In the words of Nigro (1980). It is this great body of man and
woman that translate law into action from one end of the country
to be other and brings the national government into its daily
contracts with the rank and file in the country. Less in the public
eye than the ministry and this army of functionaries is not less
necessary to the realization of the purpose for which government
exist, furthermore, to Obiagbaoso (1995), the term civil services is
used to describe “the body of permanent officials whose duty is to
assist the political executive in formulating government policies
and implementing them”.
Nnadozie (2004) opined that although the term Civil Service
appears to be a common expression, there is no precise and
generally accepted meaning of the concept among scholars and
practitioners of administration hence Civil Service as a concept is
usually used inter changeable with such term as Public Service
or even Public bureaucracy.
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The Civil Service Handbook did not help matter in this regard.
According to the Handbook (1972);
The Civil Service is a body or organ which enjoys continuity
of existence. Its members, unlike members of parliament or
House of Assembly, are not limited to a short term of office at the
end of which they may or may not be returned to office. Elected
members come and go but Civil Servants remains in office when
a Civil Servant relinquishes his office for whatever reason; his
place is taken by another person who similarly enjoys security of
employment…
The Civil Servant is the instrument of the government of the day
but neither the Service nor its members are the partisans of any
particular party.
Ezeani, (2006) affirmed this position when he stated that these
two concepts (Civil Service and Public Service) have been used
interchangeably by many scholars, yet they have different
meanings.
The term ‘Civil Service’ as Ayeni (1987) observed is usually used
to refer to functionaries of the state who are appointed to their
government jobs through non-elective process. Similarly, it has
been used to denote the institutions made up of persons
permanently or temporarily employed to hold posts in the civil
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administration of the state (Appadoral, 1975). Again, Akpan
(1982) sees the civil service as comparising those Public Servants
appointed on merit, on a permanent contract or temporal basis,
without any influence of political considerations, for the purpose
of executing Public Policy or sewing the different organs of
government, irrespective of the political complexion and ideology
of the policy-makers. Okereke (2003) noted that this definition by
Akpan is too broad and more of Public Service than Civil Service.
She noted that the term Civil Service is narrow in meaning. It is
used here to refer to Service within government Ministries and
departments charged with the responsibilities of implementing
policies, while the Civil Servants are those in the Service of the
federation in a civil capacity as staff of governments and
Ministries assigned with the primary responsibility of
implementing government policy.
Nnadozie (2004) continued that even when the 1979
constitution attempted to clarify it, the effort was haphazard and
therefore, Dike (1985) defined the Civil Service as Service of the
state in a Ministry of department based on appointment by the
Civil Service Commission.
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The Microsoft Encarta Reference library (2002) refers to Civil
Service as the governmental work force relating to all the
government departments of a state and the people who work in
them. Okoli and Onah (2002) referred to Civil Service as the
general term designating the Civil Administrative personnel of the
Public Authorities. The English used the term Public Service, in
broader concept to include the personnel of the central
government agencies. They further stated that Civil Service
administration is thus, described as the measures taken by
government to organize their Public employment in relation to the
Country’s manpower requirement; the dictates of the economic,
financial and social policy of the state and the need to provide the
authorities with competent and qualified staff now and in the
future.
Nnadozie (2004) defined Civil Service as highly trained,
experience and bureaucratized body of individual employed in the
Service of State in a Civil but primarily Ministerial capacity. Its
fundamental duty is by omission or Commission to help the
government of the day initiative, formulate and most importantly
execute its policies.
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Speaking about Civil Service as a bureaucracy, Okafor
(2004) broadly defined bureaucracy as that apparatus of
government designed to implement the decisions of political
leaders.
Okeke (2001) sees Civil Service as a large scale organization
of permanent paid officials who are recruited in a Civil capacity
by the Civil Service Commission, charged with the responsibility
of exercising the executive authority of government and whose
activities are guided by certain rules of procedure and operating
in a systematically inter-related pattern to achieve the complex
objective of its government.
Conclusively, section 153 (1) d of the 1999 constitution of
Nigeria calls Civil Service under the Civil Service Commission as
legally upheld.
2.1.6 The Values of the Civil Service:
The values of the Civil Service generally has been
conceptualized in this work to means the principles or features of
a Civil Service and in that light, Ikeanyibe (2008) had enumerated
four of these values to include,
1. The principle of anonymity which States that Civil Servants
should be seen and not heard. Though they advise political
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office holders on issues relating to government and Public
Policy, they neither take the blame nor the glory of such
policies.
2. The principle of Neutrality Similarly seeking to protect Civil
Servants from political involvement since their permanent
tenure implies that they will serve politician with differing
polices. Neutrality principles derives from the feature that
officials are separated from the means of administration.
3. The principle of impartiality States that Civil Service are
expected to operate according to the Public interest. They are
therefore expected to discharge their duties without fear or
favour.
4. The principle of permanence which advocates permanent
tenure for Civil Servants. Their work is a career and is not tied
to the life of any particular governments come and go but the
Service remains. Moreso, dike (2002) added more 4 values to
those that Ikeanyibe has propounded which includes.
5. The principle of subordination to the political executive. The
Civil Service as a body of appointed well-qualified and
technically competent personnel operates under the control,
direction and supervision of the elected politicians that are
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place above them. As the responsibilities of government
increase and its functions become more technical, diverse and
complex, the Civil Service tends to appropriate some of the
powers of the political executive, therefore, they subordinate
the politicians.
6. Total commitment to the Government policies as Determined
by political authority, thus corollary to the principle of
subordination of the Civil Servants to the political authority.
This principle states that Civil Servants should be totally
committed and dedicated to the policies and programmes of
the government. When Civil Servant are totally committed and
dedicated to the approved policy and programmes there are a
tendency for them to implement these policies and
programmes with competence and these results in
effectiveness and productivity.
7. Merit system is another value of the Civil Service, hence an
indispensable principle in the Civil Service. It means a system
in which the entire processes of the personnel management-
selection, appointment, promotion, reward, benefit and
discipline of the staffs.
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8. Framework of Law / Rules and procedures- The Civil Service
is a Public property. Moreover, it manages the affairs of the
people on their behalf and for their general welfare. Under the
principle of the rule of law, which states that all the processes
of government are governed by law, the Civil Service, being an
important arm of the government, functions under the
framework of the law which guarantees its impartiality,
neutrality, merit system and effectiveness?
9. The principle of Hierarchy. The Civil Service as a bureaucracy
organization is structures under the principle of hierarchy.
Hierarch, according to Ogunna et al, (1989) is the
organization of arrangement of public office and personnel of
various ranks and grades in a systematic superior-
subordinate relationship. These principles are the values of
the Nigeria Civil Service.
2.1.7 The Features of Civil Service
According to gladden (1948), the requirement of the civil
service are that it shall impartially be selected, administratively
competent, political neutral and imbued with the spirit of service
of the community.
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On the basis of the above statement, although, it is true
that the organization and the mode of operation of the civil
services vary from one country to another, there are certain
features, which are universal to it. The features include
recruitment, permanence, neutral and anonymity.
2.1.8 The role and Function of the Civil service
The civil service in Nigeria is a product of many changes and
reforms. This is done to enable it meet the demand of time and to
create an effective and efficient institutions that can undertake
the responsibility of administering the state for socio-economic
development however, not withstanding the peculiarities noticed
in the framework of the word. Isah (1999) contended that “if is
the primary function of civil services to advice his political master
on all aspect of government activities to ensure formulation of the
policy that is in consonance with the objective of the government
of the say “similarly, a civil servant advices in the context of
policy formulation and collation of relevant data and presentation
of these data, together with carefully considered and annotated
alternatives which would enable policy decisions to be made by
the political head.
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Related to the above is that once a policy has been made a
civil servant must loyally carryout the policy chosen even though
he may have his own reason’s to prefer a different one. This
means that, the civil servant must ensure that, by all legitimate
means, the policy decisions of government are faithfully
implemented. Finally, it is the task of the civil servants to define
and execute post legislative policy, particularly where such policy
involves the substance of the programme or possible legislative
revision, or indeed where is involves the machinery for the
enforcement of such legislation.
Let it be noted for the sake of clarity and comprehension
that, the role of the higher civil servants in Nigeria are not longer
restricted to giving policy advice to the politicians and no longer
anonymous. Civil servants in Nigeria now define publicly the
decision taken by the minister because the public official today
also participates in policy formulation process, either the civil
servant plays crucial roles of canvassing support for government
policies and programmes.
2.1.9 The Structure and Classes of the Nigeria Civil Services
The Nigeria civil service has grown rapidly in size and scope
since independence. The importance consideration here is that
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how has the civil service been structured or organized into
classes to enable it cope with the complex challenges of
development activities?
The present structure and organization of the Nigeria civil
services was developed from the British colonial administrative
service is a structure that is divided into four classes
corresponding to the general educational standard. Thus the
categories of staff in the service are the
administrative/professional and scientific research officers, the
executive and higher technical and selected officers, the clerical
and technical class, and the sub clerical/sub technical class and
the manipulative class. In the case of Nigeria the structure of the
civil service follows broadly the weberian prescriptions, a tall and
rigid hierarchy, division of labour as manifested in the
compartmentalization the ministries and departments around
broadly defined functional areas. The existence of formal rules
and regulations, the general orders which may be adhere to, and
an atmosphere of impersonal relationship and anonymity etc.
In the area of classes of the civil services, Nigeria continued
to adopt the four British classes of civil service even after
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independence. However in 1974, based on the recommendation of
the Udorji commission the reorganization of the civil service, the
federal government abolished the four classes ands replaced
them which unified grading system in with all his jobs or position
in the service were graded from levels 01-17 being the lowest
while grade level 17 represented the highest position in the civil
service with this system an employee could join the service at
level 01 and climb upward depending on his ability before
retirement.
2.10 The Structure of the Ministry
The structure of the ministry provided a uniform of eight
departments, three unit structure for all federal and state
ministries. Horizontally each ministry was structured into a
maximum of eight (3) departments comprising three service
departments and a maximum of five operations departments. The
common services departments are as follows.
i. Department of Personnel Management
ii. Department of Finance
iii. Department of planning, research and statistics
(P.R.S)
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The operations department of each, ministry reflects the
basic functions and areas of concern of that ministry. Vertically
each department of a ministry is sub divided in descending
hierarchical order into divisions, branches and sections. These
reflect the broad professional and sub-professional areas and
specialized activities within the department respectively. The
headship of each department and sub-division of a ministry is
specified as follows
Department Federal level State level
Sub-division Title of head Grade level Grade level
Department Director 17 16
Division Deputy director 16 15
Branch Assistant director 15 15
Section Chief executive officer 14 14
Source: Research Data, 2011.
Ministries are also allowed to have three prescribed sub-divisions
called units.
These are
1. Internal audit unit
2. Legal unit
3. Public relation unit
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Management Information System Unit (MIS)
There is also a management information unit under the
office of the permanent secretary. It serves as a data bank for the
entire ministry. This unit is responsible for the storage.
Processing, retrieval and dissemination of data of the various
departments and the ministry in general.
Office of the Head of Service
After the abolition of decree no. 43 of 1988 the office of the
head of service was also identified as necessary for leadership,
harmony standard of protection of the common interest of the
civil service. Because all other arms of public services, including
the army, navy air force and the police as well universities has
their respective heads. The civil services therefore, as an
institution has a head known as head of service. The broad
functions of the head of service including the following.
1. Provision leadership and direction to the service,
maintaining high moral spirit-de-corps and a favourable
image of the service and serving as a rallying point for the
entire service.
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2. Advising the head of government on the appointment and
deployment of permanent secretary and other statutory
appointment.
3. Promotion of good relations between political office holders
and civil servants.
4. Fostering professionalism among civil servants
5. Managing common establishment matters and coordinating
the training policies of the civil services.
2.11 Control of the Civil Service
Any organization where people operate without laws
controlling their actions will tend towards totalitarianism of
tyranny. To avoid this elaboration network of rules and
regulations governing the behaviour of civil servants. These are
divisible into internal and external controls.
A. The Internal Controls Includes
1. The general order. These are the body of regulations where
outline the conditions of service and responsibilities of
public officers. Closely related to this is the financial
instruction which prescribes the procedures for the
collection and spending of public funds.
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2. Control by the ministry establishment. The ministry or
department deals with all matters affecting the conditions of
services of public officers. Their regulation affects all other
ministries, and thus it can guarantee uniform incremental
credit and so on.
3. Control within the hierarchically structured with the
permanent secretary being the overall supervisor of the
ministry. He can discipline those under him in many ways. For
minor offences, the officer may be cautioned. In more serious
case, a query may be issued and in the most serious cases, a
disciplinary committee may be set up or the matter may be
sent to the public service commission for investigation and
necessary punishment.
B. External control of civil service: there are other
mechanisms outside the civil service which exercise some control
on the service.
1. Control by Parliament: The legislature authorizes funds for
various ministries and departments. Through this power of the
purse if could review the performance of the officers to see
whether or not they have carried out government policies. If a
department has failed to perform satisfactory, the budget for it
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may be cut. Through question time and discussion during
motions for adjournment, legislators generally and opposition
members in particular can review the performance of
government departments and bring inadequacies to public
attention. In order to avoid such embarrassment civil servants
try pt keep their houses in order at all times.
2. Control of Administrative courts, tribunals or public
complaints commission. By whatever names they are called
these are institutions set up to ensure that public officers are
above average in the performance of their duties citizens who
feel that an officer has not performed well can approach a
tribunal or complaints commission for redress. Such complaints
are investigated and recommendations made.
3. Control by the Court: In case of gross of office an officer will
be handed over to the court for necessary disciplinary action. A
combination of all these pressures guarantees that civil servants
do not become tin-gods and abuse their offices with impurity.
Purpose of Management Information System in Enugu
State Civil Service.
Managers must have adequate information to plan and
control the activities of an organization. With the growing
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capacity and flexibility of the modern computer and the
availability of information from other sources a shortage of facts
and figures no longer occurs. In fact, it is quite possible to
literally cover the manager up with hoards of data, much of
which may be meaningless or useless in making decisions.
Ensign (1974:42) said without clear definitions of decision points
their information needs, and the opportunities they present, data
processing can drown the mangers, it is intended to serve. The
greater challenge to an efficient information system is two fold.
i. To provide the proper kinds and quantities information
to each manager and
ii. To present it in a format that is understandable. The
primary objectives of a management information
system (or MIS) is thus to aid the manager in making
timely and informed decisions.
Mordick and Ross (1971:5) a helpful approach to the effective
design and use of information systems is to think of information
as a basic resource of the organization along with money,
personal, materials, machines and facilities. As a basic resources
information is critical to the success of the organization, can only
be used at a cost, must be at the right place at the right time,
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and must be used skillfully for the optimum return on its cost to
the organization.
Major Management Information System Areas in Enugu State
Civil Service
An organisation’s formal information system also can be
divided into the areas of the forms’s activities it measures. Three
major areas of information systems are: the personal information
system, the logistics system and the financial system. The
financial systems includes reports, financial statements, and
budgetary figures.
Financial information systems are usually well developed and
extensive in larger organizations. They provide information for
planning such as in the development of budgets for a coming
period. They also provide important control information.
Budgetary figures are compared against actual performances,
and financial statements for a previous period are analyzed in
terms of important financial ratios. When computerized, this
information can be obtained more quickly and sometimes more
accurately. It allows managements to evaluate the results of past
performance more rapidly and thus helps to speed adjustments
to future performance improvement.
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Personnel information systems are concerned with persons
who work for the organization. They may provide data concerning
training and education levels of employees past work experience,
aptitudes for and interest in varying types of possible work
assignments, and number of years until expected retirement.
Such an information system can provide a ready reference to
management for promotion decisions, areas for training
emphasis, and recruitment needs. In some large organizations
this information is stored in a computerized system that can
provide part or all of the information about one or more
employees. Additionally, some computerized personnel systems
are capable of matching likely job candidates in a firm with a
position that is or will soon be open. In the public employment
service, state government agencies are developing computerized
job banks that will match job applicants against jobs they are
likely to be able to fill.
Logistics information measures the physical flow of goals
through an organization it includes inventory control data,
production scheduling, shipping, and delivery. In a number of
organizations many of these and other aspects of logistics are
highly computerized. For example, inventory control may be
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largely managed by the computer, based on certain decision rules
that have previously been decided upon. In such a situation the
computer keeps a record of inventory level of needed materials
and supplies. Whenever an inventory level drops below a pre-
established minimum standard the computer automatically
prints a purchase order for the amount needed to replenish the
stock.
Computers and Management Information Systems in Enugu
State Civil Service
Although much of what comprises an organization
information system is not computerized, the part that is often is
significantly infact; it may be of greater importance than its
proportion to the total information system. In additions, more
and more aspects of an organization’s information are becoming
computerized some observes have even stated that the eventual
effect of the computer an organization and on society in general
will be comparable in scope to the industrial revolution. In any
event computerized information systems are reality for an
expanding number of organizations.
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Management Information Systems and the Future in Enugu
State Civil Service
As computer capabilities and understanding of information
processing grow more sophisticated, the potential for more
unified, up to date, and effective management information
systems grows as well. For both planning and control purpose,
appropriate management information systems are a must. To an
extent the computer may do more of the decision making not only
through following pre-established decision rules but also through
development of new decision models that are the result of feed
back information from previous decision. It is difficult however to
fore see the elimination of the manager as a central factor in an
effective management information system. Even with the growing
sophistication of computers, the manager must still interpret
much of the data computers produce as well as deal with the non
computerized segments of the system.
2.12 Gap in Literature
In the literature review, the following issues were discussed,
information in today’s modern organization, human resources
management in the millennium, human resource management
information system, the historical development of information
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system, origin and growth of Nigerian civil service , the meaning
and definition of civil service and values of the civil service.
The existing literature on the topic did not incorporate after
effects of the introduction of information communication
technology in the civil service of the state alternatively, existing
literature only accommodated the place of human resources
management in the millennium and how information is used in
today’s modern organization. It failed to stress how it will benefit
the organization and how organization can make effective use of
the new method of service.
In addition to the above the existing literature, noted the
reality that existed in the organization before it dwells on using
manual procedure in disseminating information in organization.
In another sphere, the existing literature on this topic has the
origin and growth of civil service and the workable definitions. It
did not include the lapses or weaknesses o the civil service in the
discharge of there duties. On the strength of these discoveries,
the current study stands to fill the gap created by the existing
literature. For instance, the current study contends that for
effective civil service system that for effective civil service system
in the state, the acquisition and usage of information
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communication system of the civil service is of vital importance.
This study believes strongly that within the province of modern
organizational makeup, the application of I.C.T remains
sacrosanct.
From the observations and available literature on the two
sub-topics; human resource management information system
and civil service system, there is no available literature that
dwells on the affects of the usage, the net products of such usage
and what the state starts to gain. It is these gaps that thus
stands to fill and hopefully the study has achieved it.
Hypothesis
1. The extent of efficiency and effectiveness in the
implementation of (ICT) determine its effects on the
development of Enugu State Civil Service.
2. Management information system has positive effects in the
operational effectiveness and efficiency of the public service
in Enugu State.
3. High incidence of bureaucratic corruption and poor service
delivery are among key constraints militating against effort
of management information system programmes on the
development of public service in Enugu State.
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2.3 Operationalization of Key Concepts
The clarifications of the following key concepts capture their
Operationalization of technical usage in the research work. These
concepts will facilitate the understanding of the content of this
study. Thus these concepts are-
Bureaucratic corruption – bureaucratic corruption is seen as any
form of inducement or gratification “give and take” in order to do
some official work or assignment which ought to be done as a
normal routine, or to jump some official protocols or bend some
rules and regulations.
Effectiveness – In a generic sense, effect means results or
outcome. In this study, effectiveness is defined as the degree to
which an organization realizes its goals. The effectiveness of an
organization in this study implies the degree to which attain its
goals or the ability of the system as a whole to effect intended
result. Indicators are: productivity, stability, morale, turnover
rate, degree of integration, maximizations of individual
potentialities, values contributed to the society, e t c.
Poor Service Delivery – Poor service delivery connotes a state of
efficiency and ineffectiveness in providing social service to the
public.
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Public Service – public service is a term used to cover all the
organizations, institutions or bodies owned by the government. It
also includes all the employees of government that work to
execute its policies.
Encyclopedia of Social Science- Describes “efficiency” as a ratio
between input and output. In other words efficiency refers to an
input-output relationship. That is, achieving maximum work with
maximum resources. It is a notion of “optimization” whereby
maxim mum satisfaction is obtained for a given outlay of
resources. Efficiency in private organizations can be quantified in
terms of profit on the contrary, it is difficult to quantify in public
service. However, efficiency in public service can be measured in
terms attaining government objectives by efficient employment of
the limited resources available to the administrator.
Public Sector: This refers to all those organizations not privately
owned which are operated or established by government on
behalf of the public for instance all the government owned
businesses whether at federal or state or local come under this
term.
Public Management: This is a field of practice and study that is
related to public administration which emphasizes the internal
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operations of public agencies through management control and
direction using such tools as planning, organizational
maintenance, Information system, personnel management and
performance evaluation.
Performance Improvement: This is concerned with the ability of
workers to increase on their current level of output in their jobs.
The two major concepts in the hypotheses are effective human
resource management and performance improvement. Effective
human resource management is the independent variable while
performance Improvement is the dependent variable. This is
because a well effectively managed human resource will translate
into improved performance on the other hand, a change in
performance of civil service is dependent on the effectiveness or
otherwise of the human resource management.
Civil Service: Civil service is the organ of government
responsible for the planning and implementation of various
government policies and programs. It enjoys continuity of
existence and maintains the principle of neutrality. Members of
civil service are known as civil servants.
Core Civil Servants: This refers to the categories of civil servants
who are employed by the civil service commission and
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working in government ministries and departments. They
maintain personable employment like other classes of public
servants. They draw their salary from money approved by the
legislature like other public servants.
Human Resource Management: This includes all the strategies
deployed to ensure the control, direction and maintenance of
employees to perform their job effectively and efficiently for the
attainment of objective of the organization.
Public Sector: This refers to all those organizations not privately
owned which are operated or established by government on
behalf of the public. For instance, all the government owned
businesses whether at federal or state or local come under this
term.
Pubic Management: This is a field of practice and study that is
related to public administration which emphasizes the internal
operations of public agencies through management control and
direction using such tools as planning, organizational
maintenance, information system, personnel management and
performance evaluation.
Performance Improvement: This is concerned with the ability of
workers to increase on their current level of output in their jobs.
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The two major concepts in the hypotheses are effective human
resource management and performance improvement. Effective
human resource management is the independent variable while
performance improvement is the dependent variable. This is
because a well effectively managed human resource will translate
into improved performance. On the other hand, a change in
performance of civil service is dependent on the effectiveness or
otherwise of the human resource management.
2.4 Methodology
The survey research design was adopted for the study. This
research design deals with the practical application of the already
standardized theories available in social and behavioral science.
Bulmer (1973:70) pointed out that the survey research design
remains a unique means of getting systematic and anonymous
information of considerable magnitude. Premised on its use of
sampling technique and principle, Okeke (1995:12) described the
survey design as the new technology of our time. It is organized
instrument of fact finding at a relatively cheaper cost.
Furthermore, it is realistic flexible and versatile.
Precisely, the survey research design was preferred to other
design like the case study because according to Babbie (1973:63),
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the ultimate aim of most research is to achieve a generalized
understanding; the case study is oriented towards a
comprehensive digestion of a single case. Another reason that
informed the use of the survey design for the study is because
our interest in the study of the civil service extends beyond more
than one ministry or department.
Finally, the survey design helped the researcher to collect,
summarize and analyze data more quickly.
2.4.1 Method of Data Collection
The researcher collected data through two main sources.
The sources are primary and secondary sources. The primary
sources include: Questionnaire, interviews and personal
Observation: The secondary methods of gathering data are books,
journals, magazines, Newspapers and government publications.
Primary sources
(A) Questionnaires
The questionnaires instrument is the chief instrument for
data gathering. It is by far the most frequently used instrument
in educational research. The questionnaire could be used to
obtain information on the distribution of a group of people in
terms of such factors as gender, state, qualification, age, and
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socio-economic status. The research designed question item on
the process and procedures of application of management
information technology to Human resource management in
Enugu state Civil Service.
(B) Interview
Interview involves eliciting information from the respondent
through some verbal interaction between the respondent and the
researcher. It is a survey instrument involving a face to face
communication, interaction between the seeker and give
(provider) of information. The researcher interviewed some people
believed to have good knowledge of management information
technology and Civil Service such as the Head of service,
permanent secretaries, heads of departments and other senior
officers in the selected ministries.
Secondary sources
A) Books
This is a secondary source of gathering data. The researcher
gathered information through reading relevant books on,
managing information technology, human resources
management and the civil service structure.
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B) Journal
The researcher also gathered information from journal articles.
Relevant portion of journals on information technology, human
resources management and public administration.
C) Magazines
National and international magazines were also used.
Information was obtained from national and international
magazines, on such areas as modern information system,
information technology, computer application and human
resources and strategies for improving skills and efficiency in
organizations.
D) Newspapers
The researcher collected information through the reading of
Newspapers. We get relevant information through the reading
of expert’s view or contributions in Newspapers. This enable
the researcher have current information on modern
information gadgets and sources.
2.4.2 Population of the Study
The population of this study comprises the three ministries
in the Enugu state civil service chosen for the research. They, are
ministry of information and culture, ministry of finance and
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ministry of health. In the three ministries a total of 4,269 staff
are found there which represents 1423 per ministry. The above
population comprises both junior and senior staff.
In order to ensure effective representation of the three
ministries in the study, 250 each was taken from two ministries,
information and culture and finance while health ministry was
allocated 200 respondents. The total is 700 respondents chosen
for the study. In the course of the questionnaire administration,
the above respondents already sampled were the one’s used for
the data needed for the study.
2.4.3 Sample Size and Sampling Techniques
The method used in the selection of sample in this research
project is called sample random technique. There are twenty two
(22) ministries in Enugu state civil service of Nigeria. But for the
purpose of this study, the respondents were drawn from three
ministries of the civil service. As earlier noted, the entire Enugu
state civil service is twenty two(22) ministries which has a total of
365, 165 employees.
For the study, three ministries were chosen, ministry of
finance, health and information staff strength of the ministries
strands at 4,269. For the sampling process, 250 respondents
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each were selected from the ministries of information and health
while 200 respondents was selected from the ministry of finance.
The total is 700 the total number formed the figure that were
administered questionnaire on.
2.4.4 Instrument Used for the Study
The major instrument used for data collection in this study
was the questionnaire which the researcher prepared. The
questionnaire was supplemented with oral interviews, textbooks,
newspaper, magazines and Journals.
In the questionnaire, there is an introductory letter to the
respondents which specifies the intention of the researcher. The
questionnaire is divided into two parts. Part one contains the bio-
data of the respondents while the second part contains the main
question which the respondents are billed to respond on. The
responses obtained from the respondents formed the basis of
analysis presented hereafter.
2.4.5 Reliability and Validity of the Research Instrument
An instrument is said to be reliable if it consist ently assign
the same value to some events. In the same vain when two
different researchers or more use the same method and
techniques and arrive at the same conclusion the instrument is
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said to be reliable. A test-retest was used to achieve the reliability
of the instrument. In the first instance ten civil servants were
selected after an interval of one week another ten civil servant
were selected and the same instrument administered to them.
The result obtained from the two instances were the same. Six
different researchers have also used the instrument and obtained
similar results. This indicates that the instrument is consistent
in measuring the attitude of Enugu State civil servants
concerning effective human resources management of the service.
The validity was similarly accomplished through content,
empirical and constructs validity. There is a general agreement in
opinion among six experts in Human resources management who
used it at different times and found it to measure correctly
aspects of effective human resources management. The empirical
validity is anchored on the correlation of its result with the
results of similar instruments. Its result relates with that of
Ugwu, S.C. In construct validity, the instrument contains aspects
of human relations theory of motivation and measures validity
effective human resource management functions.
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2.4.6 Method of Data Analysis
The research introduced the use of descriptive techniques.
Data collected in this study was analyzed and presented by the
use of tables, percentages and averages.
2.5 Theoretical Framework
The system theory was used in this study. The reason for
adopting this theory hinged on the fact that man live in a world
on constant continuing changes. Events and activities are in a
state of perpetual flux and vibrations in one segment of society
have a ripple effect on the whole society thus in an attempt to
understand the complexity of the changing world around him,
man is faced with a bewildering quantity and variety of impresses
and factual data that have to be arranged and fully integrated for
better appreciation of their meaning and relationship fortunately,
the techniques and procedures it manage these arrays of factual
data have emerged overtime.
Identifying this procedure Anya (1999) declared that the
emerging technological tradition has not only bred the system
analytic approach to planning, but also underlined the system
dynamics for different phenomena. He continued by saying that
these techniques have emphasized the internet complexity of the
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problem of the modern world and the inescapable necessity to
view them as inter-linked, interactive and integrated. It is within
the framework of the system concept that this study gains its
theoretical foothold as a means to explain and analyze the role of
Information and Information Management in Nigerian
Organizations.
A system could be defined as an organized or complex
whole; and assemblage or combination of things or parts forming
a complex or unitary whole Carnithers and Weinwurm (1996:40)
define a system as a connected parts that are related by a “net
work of relationship” contributing, Starcerich and Wittenbach
(1975:331) saw a system as a set of component parts related in
the accomplishment of some purpose. While acknowledging the
existence of a sub system Starcerich and Wittenbach, however,
insisted that these parts must cooperate in order to achieve some
predetermined objectives or value. In essence a system must
contribute value in the form of output to the environment. This
output could be in form of goods, services or reward for
organizational members.
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The transformation process
Source: Lucey, T Management Information System
To create this value, the system must receive input like
people, material and money form the environment. Therefore,
these inputs are processed by the system. Lucey (1990:30) refers
to the conversion of input into output as the transformation
process.
The system approach illustrates the interrelationship
between the various processes in the organization Carrithers and
Weinwurum (1996:9) Opined that the organization, whether
public or private, would be well understood within the system
notion where every part or function is essential to the whole and
make significant contribution to the efficient operation and
performance of that organization. This opinion orients the
managers of this organization to look beyond more of objective of
the organization, but rather concentrate on how the elements co-
existing in the system can functionally to optimize system
performance. Based on this understanding, logically it means
Input Process Output
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that the financial function is not more relevant than the human
resource function within the organization. In fact, the system
concept provides a framework for visualizing the internal and
external environmental factors as an integrated whole. It allows
and recognizes the proper place and functions of sub-systems in
a system.
Apart from recognizing the value of subsystem, the system
notion provides a framework for classifying data from various
sources of necessity these data will have to be arranged in formal
and logical manner of proper evaluation, otherwise it would be
difficult to understand their significance and interrelationships.
Another system attribute is the notion that activities must be
carried out in a systematic manner where each step is considered
important to the achievement of net system goals or objectives.
Thirdly, a system is seen as a framework for the flow of
information (a communication network). Information is necessary
for the different parts to be satisfactorily connected. This will
prevent a situation whereby system variables operate at a cross
purpose.
Drawing our attention to the role of information to the
efficient operation of the system, Starcerich and Wittenbach
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(1975:313) stated that information enables a system to evaluate
changes in the external environment, and thereby adjust its
strategies appropriately. Carnthers and Weinwarm (1996:7) insist
that systems need information in order to achieve their objective.
Specifically, Longencker (1973:142) concluded that “Information
is the raw material on which decisions are made”. These scholars
have demonstrated in precise terms that information in a system
is a means to an end and should be desired because of its benefit
to the system.
However despite the importance of information to the
system, Carrithers and Weinwrim (1996:13) noted that the
development of a separate theory of information has a recent
origin. Precisely, it was professor Nortbert wiener, a professor of
mathematics of the Massachusetts institute of Technology and
his associates who empirically demonstrated that both living
organisms and human organizations depend on information for
confinable existence. They trespassed research result in biology
to problems of organizations. This proposition by winner later
culminated to the emergence of the science of cybernetics. As a
scientific enterprise, Cybernetics has developed theories that are
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applicable to the study of information systems and the decision
making process in organizations.
Shannon (1949) is credited with the modern information
theory, which was predicted on the study of electrical
communication systems at the research laboratory of the America
Telephone and telegraph company initially, his main concern was
focused on how to develop the most efficient and effective
technique of transmitting with the fundamental principles of
engineering. That is how to attain the best possible result with
the most economic use of needed facilities. This scientific break
by Shannon had a reaching implication for the design of
organizational system.
Within the framework of the information theory is the notion
of feedback and control that originated in the field of servo
mechanics or self regulating machine systems. These two
concepts of feedback and control made it possible for information
to maintain and support the operations of the system which it
serves. Thus, a system can, through automatic feedback transmit
data to the directing unit of the system. In turn the directing unit
then takes the necessary steps to preserve stability. The advent of
information technology and computerization has greatly
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enhanced the feedback and control mechanisms of most systems
and organizations.
The Flow Concept in System Theory
The way a system is designed affects its performance and its
ability to accomplish corporate goal. In this regard Johnson
(1974:27-35) advised systems designers to focus on the flow of
material, energy and information. These elements are discussed
briefly in order to show how they mix and react within a given
system or sub system.
The material aspect includes both the facilities involved and
raw materials (if any) which flow through the process. It must be
noted however that ventures such as insurance commercial,
institutions and government agencies may not have the flow of
raw material per see like industrial enterprises rather, the
materials in these systems are represented by the facilities and
equipment involved in their operation.
Some form of energy is present in every operating system.
This may be in the form of electricity obtained form available
source or generated by the organization’s private power plant.
Normally, a business organization or agency needs electricity to
function efficiently. Also, another source of energy in a system.
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Both physical and mental energy are required to operate
business systems. This explains why Starcerich and Wittenbach
(1975:310) defined a system in a people- oriented terms as a
“man directed, multi-goal adaptive network of interaction
process”. People represent a renewable source of energy in an
organization. However, it is some what more difficult to visualize
people or the human resource in terms of flow like natural
resources like gas, petroleum and electricity.
But in a larger sense, a business operation maintains a flow
of worker’s energy throughout its life from recruiting hiring and
orientation stages all the way to retirement. Therefore, to do this
properly, the managers of human resource need current and
accurate data or information on operational trends and
environmental variables.
Information is a necessary element of a system or
organization. Information facilitates interrelationship among
system and subsystems and provides the necessary link-ages to
develop a system of systems commenting on the importance of
flow of information within a system Johnson (1974:34) posited
that: Information must flow to they decision points where action
is taken with regard to a service to be performed by the
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organization in question. In such cases the system can be defined
primarily on the basis of the flow of information to appropriate
decision points.
Affirming Johnson et al proposition Chukwuemeka
(1998:59) correctly asserted that information flow is the nerve
centre of any organization civil service or business organization.
Therefore, particular emphasis should be placed on the design of
an information decision system.
Finally, it is obvious from the flow concept in system that
information is very critical to any human organization. A break
down in the information flow network will definitely impact
negatively on the internal dynamic of a system with serious
consequences on the cohesion and operational efficiency of that
organization. Confirming the above assertion a scholar of Public
Administration Strcevich (1975”310) declared that “when
information flow is restricted, it brings suspicious, gossips and
inefficiency”.
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CHAPTER THREE
3.1 Background Information on Enugu State
The place now called Enugu state was formerly part of old
Anambra state. Prior to this, Nigeria nation was divided into
regions; northern, western and eastern and Enugu was made the
administrative capital of old eastern region. In 1967, twelve (12)
states were created in Nigeria and Enugu was also made the
capital east central state.
In 1976 state and local government creation exercise,
Anambra and Imo state were created out of east central state.
The newly created Anambra state also had Enugu as the capital.
In 1991, the military regime created Enugu state out of old
Anambra state, Enugu retained the capital.
Enugu state is located within the south east geo-political
region of Nigeria. It is bounded by other middle belt states like,
Kogi and Benue states. Enugu state is mainly inhibited with core
Igbo’s with small percentage of Igala extraction in the northern
part of Nsukka zone (North). Enugu state has natural resources
like coal deposit, located at Enugu town. No wonder, the state is
called coal city state. There exist arable land for agriculture. The
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northern part of the state, Nsukka has hilly areas while the
eastern and western are more of flat land. Enugu state has 17
local government areas with numerous development centres.
Origin of Civil Service in Enugu State
Enugu state civil service is a carry out from the civil service of
the old east-central state civil service. As noted on the previous,
phase, Enugu has been the capital of old eastern region, east-
central state, and old Anambra state. The creation of Enugu state
in 1991, August 27 by the military regime led to the formation or
existence of Enugu state civil service.
In this case, Enugu state civil service originated from the old
structure inherited from old eastern region, east central state and
old Anambra state. The citizens of the current Enugu state
formed the crux of the personnel that started work on the civil
service. The structure and hierarchy inherited from the afore-
mentioned formed the foundation of Enugu state civil service. As
already noted, Enugu state civil service is made up of (22) twenty
two ministries and other quasi-ministerial and autonomous
government agencies like ESWAMA (Enugu state waste
Management Authority, ESIEC (Enugu state independent
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electoral commission) etc; as at 2010, Enugu state Civil service
has manpower strength of 31,506.
3.2 Organizational Structure of the Ministries:
Just like every public organization, Enugu state civil service
has an organizational structure. This involves now it operates,
stratification of staff and code of conducts. The civil service
structure consists of ministries, department headed by
commissioner in the state.
Initially, all civil services had compared before pay and salary
structure. This was the outcome of the report of the commission
on public services of the government of the federal republic
Nigeria 1954-1955 popularly known as the (Gorsuch report).
According to Olowu et al (1997:4-6) “that report observed that it
was not in the interest of the regional government to differ greatly
in matter on structure and remuneration of public service
because the more they devise terms of service for federal
organization”. The policy lasted up to 1997 when it was
abandoned by the federal government, and each state was
required to establish its own salary structure on the basis of its
ability to pa (federal republic of Nigeria; 1997 budget speech) the
ministry in the highest and largest unit in the structure of the
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civil service; it is usually divided into department, divisions, units
etc. the ministries and are expected to obey the rules and
regulation of their ministries. The following are the ministries in
the Enugu State Civil service as at March 2006:
1. Ministry of Education
2. Ministry of Culture and Tourism
3. Ministry of Establishment and Management Services
4. Ministry of Industries
5. Ministry of Labour and Productivity.
6. Ministry of Finance
7. Ministry of Science and Technology
8. Ministry of Housing and Urban Development
9. Ministry of Agricultural and Rural Development
10. Ministry of Health
11. Ministry of Information and National Orientation
12. Ministry of Power and Steel
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13. Ministry of Communication
14. Ministry of Justice
15. Ministry of Defence
16. Ministry of Environment
17. Ministry of Sport and Sport Development
18. Ministry of police Affairs
19. Ministry of Water Resources
20. Ministry of Women Affairs
21. Ministry of Commerce
22. Ministry of Transport, and other quasi-ministerial and
autonomous government agencies like; ESWAMA, ESIEC,
etc.
All these ministries are under the regulation of the Enugu
state Civil Service Commission. More so, in Enugu state, each
ministry is head by the commissioners who are political heads
appointed by the governor. The commissioner, apart from laying
the broad policy guild lines for his ministries also supervises the
activities of his subordinates. The next in the hierarchy after the
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commissioners, is the permanent secretary, who is the technical
or profession, head of the ministry. He is responsible for the day-
to-day administration of the affairs of the ministry. He is
answerable to the commissioner.
Others include deputy permanent secretary, directors,
directors general, other senior officers, cleaners and laborers. The
ministry is therefore, organized in a pyramid form within the
most senior rank at the top, and the most junior rank at the
bottom. These at the top of the hierarchy wield supreme
authority and command, while those at the bottom obey. Thus,
there are fewer permanent, secretaries, deputy permanent
secretaries, directives, deputy permanent secretaries, directors
general, directors. Etc.
The staff is grouped into junior and senior ranks while
different lines are grouped in different cadres. The lines here
mean executive/clerical line, administrative line
technologist/technician line therefore from the report available to
the researcher, the table below shows staff strength of the Enugu
State Civil Service.
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Number of Staff of Enugu State Civil Service
YEAR JUNIOR STAFF SENIOR STAFF TOTAL
2001 8,414 5070 13,848
2002 11,000 9630 20,630
2003 12,475 7000 19,475
2004 15,800 13,735 29,535
2005 16,700 15,515 32,215
2006 16,025 14,515 30,540
2007 18,475 13,375 31,850
2008 17,846 13,375 31,850
2009 18,102 13,127 31,229
2010 18,300 13,206 31,506
Source: Enugu State Civil Service Commission (2010)
Note: This record includes the number casual, permanent,
and temporal staff.
The Mission and Vision Statement of the Three Ministries
Ministry of Finance
Vision Statement
To maintain financial prudence and accountability in the
service of Enugu state.
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Mission Statement:-
(1) To provide financial accountability to the people of Enugu
state
(2) To ensure the financial resources of the state are utilized
effectively
(3) To man efficiency in the discharge of our duties
(4) To keep proper account of al th e financial resources or
accuracy to the state (both internal and external).
(5) To contribute to the growth and sustainability of the economy
of the state through proper record/keeping.
Composition of Ministry of Finance: - Ministry of finance
comprises three departments such, administration and supplies,
finance and accounts and planning, research and statistic. Under
these departments, there are 50 sub-units or section that
carryout different functions based on the parent department
directives. Outside the departments, there are agencies and
parastatals.
Agencies and Parastatals
(1) Board of internal revenue
(2) State gaming commission
(3) Oriental insurance company
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(4) Ministry of finance in corporation
Establishing Law
1. Section 16 finance law cap 77 laws of Enugu state, 2004
2. Gaming law cap 86 1991
3. Ministry of Finance
Incorporation law no 1l15 of 1991
Function/ Roles:-
(1) Procurement of loan facilities (External and Domestic)
(2) Liaison with MDA’S, other state government, F,GN and
external donors in respect of state finances
(3) Budget of funds through approval endorsement of warrants
(4) Preparation of capital/recurrent budget in liaison with
ESEPC and budget department
(5) Disposal of unserviceable government assets.
Ministry of Health
Vision Statement
A healthy and productive population in Enugu state.
Mission Statement
To provide accessible, quality and sustainable pro-poor
health services to all people living in Enugu state through:-
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1. Delivery of appropriate, acceptable and affordable health
services both private and public health facilities.
2. Increasing community participation and ownership
3. Strengthening the promotive, preventive, durative and
rehabilitative health services.
4. Resource mobilization and allocation.
5. Promoting private and public partnership.
Composition of Ministry of Health Departments
6. Administration and supplies
7. Finance and accounts
8. Planning, research and statistics public health.
Medical Services
9. Pharmaceutical Services
10. Nursing and Midwifery
11. Medical Emergency and Response
Agencies and Parastals
12. State Health Board
13. District Health Boards
14. ESUT specialist hospital, park lane
15. School of Health Technology
16. School of Midwifery
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17. Traditional Medicine Board
18. Local Health Authority
Establishing Law
2. Enugu state health law, cap I, 2005
3. Enugu state park lane specialist hospital law, Cap 65, 2006
4. Enugu state traditional medicine board law, Cap 73, 2009.
Functions/ Roles
(1) Establishment of Hospitals
(2) Establishment and management of specialized medical
services
(3) Establishment and management of state medical emergency
response team.
(4) Hospital management through the Enugu state hospitals
management board
(5) Public health (including medical, dental and ancilliary
services)
(6) Establishment of primary health care centres in conjunction
with local government authorities.
(7) Regulation of medical dental and nursing practice in the
state.
(8) Schools of nursing and health technology.
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(9) Preventive medicine
(10) Mental health.
Ministry of Information
Vision Statement
Committed to the enlightment of the people of Enugu state
Mission Statement:-
(1) To keep the citizens informed on the policies and
programmes of government of the state.
(2) To keep health interaction between the people and the
government.
(3) To liaise with local, and international media organizations
(4) To present the true picture of the activities of government to
avoid bias information to the people.
(5) To maintain steady flow of information between the
governed and the government.
Composition of the Ministry of Information
The ministry comprises (6) six departments, namely,
1. Publication
2. Public affairs,
3. Public enlightenment,
4. Administration,
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5. Finance accounts and planning,
6. Research and Statistics.
Functions/ roles of the ministry of information
(1) Conservation and protection of antiquities
(2) Books, news and periodicals central office documentation
and records, cinemas.
(3) Cultural affairs
(4) Films and film production
(5) Museums and monuments
(6) Public enlightenment
(7) Public records
(8) Public relations and information services
(9) Printing and Stationery.
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1
MINISTRY OF FINANCE
Commissioner
Permanent secretary
Director of administration
Principal executive Officer Open Registry Deputy Director
Of admin
Principal Executive II
Senior executive Officer Admin
Higher executive Officer
Executive Officer
Assistant executive Officer
Chief clerical Officer
Senior clerical Officer
Clerical Officer I
Clerical Officer II
Head messenger
Messenger
Chief Admin Officer
Chief Executive Officer Admin
Assist Chief Admin Officer
Assist. Chief Executive officer
admin
Principal Admin Officer
Senior Admin Officer
Principal Executive Officer II
Principal
Senior Executive Officer Secret Registry
Higher Executive Officer Secret Registry
Assist. Executive officer
Clerical Officer
Messenger
Chief Executive Officer Accounts
Assist Chief Executive Officer I
Principal Executive Officer I
Principal Executive Officer II
Senior Executive Officer
Deputy Director of Account
Chief Accountant
Assist. Chief Account
Principal Accountant
Senior Accountant
Deputy Director of Statistics
Chief Statistician
Assist. Chief Statistician
Chief Statistician Officer
Principal statistician
Statistician
Director of planning resource & statistician
Deputy Director planning
Chief planning officer
Assist. Chief planning Officer
Principal planning officer
Senior planning officer
Director of account
Source: Ministry of Finance Enugu State Civil Service
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ORGANOGRAM OF THE ENUGU STATE MINISTRY OF HEALTH
HON
COMMISSIONER
PERMANENT SECRETARY
POLICY DEVELOPMENT AND PLANNING DIRECTORATE (PDPD) ARM INTERNAL STATE HEALTH BOARD
(SHS (SERVICE DELIVERY ARM)
PUBLIC RELATION OFFICER (PRO)
DIRECTOR, PLANNING, RESEARCH & STATISTICS
DIRECTOR, NURSING & MIDWIFERY SERVICES
DIRECTOR, FINANCE & ACCOUNTS
DIRECTOR, ADMIN & SUPPLY
DIRECTOR, MEDICAL SERVICES
DIRECTOR, PHARMACEUTICAL
SERVICES
DIRECTOR, PUBLIC HEALTH SERVICES
DEP DIR PLANNING, RESEARCH & STATISTICS
DEP DIR NURSING & MIDWIFERY
DEP DIR FINANCE AND ACCOUNTS
DEP DIR ADMIN & SUPPLY
DEP DIR MEDICAL SERVICES
DEP DIR MEDICAL SERVICES
DEP DIR PUBLIC HEALTH
CHIEF PLANNING
OFFICER
CHIEF STATISTICS
CHIEF RESEARCH
OFFICER
CHIEF NURSING
CHIEF ACCOUNTANT
CHIEF ADMIN
OFFICER
CLINICAL SERVICES & TRAINING
INSPECTORATE & REGISTRATION
INSPECTION CENTRAL MEDICAL
STORE PUBLIC HEATH
SERVICES
FORMULATION OF
PLANS & BDGETS
HEALTH MANAGEMENT INFORMATION SYSTEM (HMIS)
ASS. CHIEF NURSING OFFICER
OTHER CHARGE
PAYROLL TRAINING & STAFF WELFARE LABORATORY
& X-RAY SERVICES
HOSPITAL SERVICES
PRODUCTION & QUALITY CONTROL
REGISTRATION CERTIFICATION
& TRANING
APPOINTMENT PROMOTION &
DISCIPLINE SMOH
RESOURCE CENTRE
SURVEYS AND STUDES
RECRUITMENT & TRAINING
SECRET & OPEN REGISTER
CENTRAL ADMINISTRATION
RECORDS SECTION
PENSION SECTION
ENVIRONMENTAL DIVEISON
HEALTH EDUCATION
DIVISION
PRIMARY HEALTH
CARE DIVISION
1
CHIEF ADMIN
OFFICER
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3
MINISTRY OF INFORMATION
HON. COMMISSIONER (POLITICAL HEAD)
PERMANENT SECRETARY
DEPARTMENTS
97
Publication & Graphics
Public affairs Photographic & films
Planning, research and statistics
Public enlightenment
Administration Finance & Accounts
1. Publication 2. Graphics
1. Information (2) SOMTECH (3) HIV/AIDS (4) Library (5) Maintenance
Units Units 1. photographic 2. film production 3. exhibition
1. planning 2. Research
Statistics
Units Units 1. Rural Information
enlightenment 2. cinema
1. Open/secret registry typing pool pensions
2. Records general administration
Units 1. payroll other charges cash officer revenue
Units Units
Source: Ministry of Information Enugu State Civil Service
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CHAPTER FOUR:
Data Presentation and Analysis
In this part of the study, data obtained are here by
presented using percentage representation of the responses
obtained. The research is descriptive one. In the analysis, tables,
percentages and averages are used.
Notably, a total of 700, questionnaire were administered to
the respondents in the three chosen ministries and were returned
having being filled well. Analysis presented here emerged from
the responses obtained from the respondents.
SECTION A
Bio-data of the responses
Table 4.1 Sex Distribution of the Respondents
Options Frequency Percentage %
Male 400 37.14%
Female 300 42.88%
Total 700 100%
Source: Field Data: 2011
Table 4.1 shows that there are 400 males or 57.14% in the
chosen ministries while females are 300 or 42.85%. this shows
that the number of male respondents is more than the number of
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female respondents. The indication is that there is more male
civil servant working in Enugu state civil service than the
females.
Table 4.2 Age Distribution of Respondents
Responses Obtained
Options Frequency Percentage %
25-30 200 28.57%
30-35 300 42.85%
35- Above 200 28.57%
Total 700 100%
Source: Field Data: 2011
Table 4.2 shows that 200 respondents or 28.57% are 25-30
years, 300 respondents or 42.85% are 30-35 years while 200
respondents or 28.57% are 35years and above. What it means
that majority of the respondents whose number is 500 or 142%
are within the age bracket 25-35 years. It also means that Enugu
State Civil service is largely populated by young labour force
capable of productive ventures.
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Table 3 marital status of respondents
Options Frequency Percentage %
Married 400 58.2%
Single 250 35.71%
Divorced 50 6.18%
Total 700 100 %
Source: Field Data: 2011
The above table shows that 400 respondents or 58.2% are
married, 250 respondents or 35.71% are single, while 50
respondent or 6.18% are divorce. This is an indication that most
of the civil service in Enugu state civil service are married men
and women.
Table 4.4 Educational qualification of the respondents
Options Frequency Percentage %
School certificate 150 25.81%
OND/NCE 400 48.22%
First degree 130 20.18%
M.sc 20 7.23%
Total 700 100%
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Source: Field Data: 2011
The above table shows that 150 respondents or 25.81%
have school certificate, 450 respondents, or 48.22% are OND,
NCE and degree holders while 20 respondents or 7.23% are
masters degree holders. It means that Enugu state civil service is
currently dominated by OND/NCE holders.
Table 4.5: Designation of the respondents
Options Frequency Percentage %
Junior Staff 480 68.57%
Senior Staff 220 31.42%
Total 700 100%
Source: Field Data: 2011
The above table shows that 480 staff or 68.57% are Junior
staff while 220 respondents or 31.42% are senior staff in the
chosen ministries. It shows that most of the respondents are
junior staff. This signifies the dominance of Enugu State Civil
service by junior and intermediate senior staff. The senior
officials especially at the top echelon of the service is fewer.
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Section B
Questionnaire
Table 4.6 question no 6 in the questionnaire QTN: It is believed that considerable number of the staff in your
ministry have not operated computer before
Response obtained from respondents Options Frequency Percentage
Agree 150 21.428%
Strongly agree 250 35.714%
Disagree 100 14.285%
Undecided 50 7.142%
Strongly disagree 150 21.428%
Total 700 100%
Source: Field Data 2011
The above table shows that 150 respondents or 21.425%
agreed, 250 respondents or 35.714% strongly agreed, 100
respondents or 145.285 disagreed, 50 respondents or 7.14%
remains undecided while 150 respondents strongly disagreed.
From the above table, more than half of the respondents have
had a stinct in computer.
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Table 4.7
QTN: Inspite of the knowledge in computer, not many staff in
your ministry can type, retrieve data and create file or use the
internet
Response obtained from respondents
Options Frequency Percentage
Agree 200 28.57%
Strongly agree 100 14.857%
Disagree 150 21.142%
Undecided 100 14.857%
Strongly disagree 150 21.142%
Total 700 100%
Source: Field Data 2011
The above table shows that 200 respondents or 28.575
agreed, 100 respondents or 14.857% strongly agreed, 150
respondents or 21.142% disagreed, 100 respondents or 14.142%
remains undecided, while 150 respondents or 21.142% strongly
disagreed. By this table, one can deduct that close to half of the
respondents can only carry out the functions enumerated in the
question.
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Table 4.8
QTN: Evidence has shown that retrieving data or sorting files in
your office is always difficult exercise.
Response obtained from respondents Options Frequency Percentage
Agree 300 42.857%
Strongly agree 50 5.7%
Disagree 100 14.857%
Undecided 50 5.7%
Strongly disagree 200 28.57%
Total 700 100%
Source: Field Data 2011
The above table shows that 300 respondents or 42.857%
agreed, 50 respondents or 5.7% strongly agreed, 100 respondents
or 14.857% disagreed, 50 respondents or 5.7% remains
undecided, while 200 respondents or 28.57% strongly disagreed.
This implies that some elements of time wasting device are
noticeable before data could be obtained in the ministry half of
the respondents agree while half disagreed.
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Table 4.9
QTN: The introduction of ICT (computer) in the management of
data has brought positive change especially in accuracy, speed,
recordings and retrieving of office data/information.
Responses obtained from respondents Options Frequency Percentage
Agree 120 17.142%
Strongly agree 280 40%
Disagree 80 11.428%
Undecided 50 7.142%
Strongly disagree 170 24.285%
Total 700 100%
Source: Field Data 2011
The above table shows that 120 respondents or 17.142%
agreed, 280 respondents or 40% strongly agreed, 80 respondents
or 11% disagreed, 50 respondents or 7.142% remains undecided
while 170 respondents or 24.285% strongly disagree. The greater
proportion of positive response signifies that the introduction of
computer system has brought some positive dividends to the
operations of the civil service in the state.
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Table 4.10
QTN: The supply/ donation of computer sets to offices is enough
to implement ICT compliant in government offices.
Responses obtained from respondents Options Frequency Percentage
Agree 120 17.142%
Strongly agree 360 51.428%
Disagree 80 11.42%
Undecided - -
Strongly disagree 140 20%
Total 700 100%
Source: Field Data 2011
The above table shows that 120 respondents or 17.142%
agreed, 360 respondents or 51.42% strongly agreed, 80
respondents or 11.428% disagreed while 140 respondents or 20%
strongly disagreed. From the table above, we can deduct, that
assistance from government will help in the effective running of
government ministries, especially through donation of computer
sets.
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Table 4.11
QTN: Government should embark on ICT training, provide
enabling environment for efficient and effective implementation of
ICT in the offices and ministries
Responses obtained from respondents Options Frequency Percentage
Agree 100 14.285%
Strongly agree 250 35.714%
Disagree 80 11.428%
Undecided 70 10%
Strongly disagree 200 28.57%
Total 700 28.57%
Source: Field Data 2011
The above table shows that 100 respondents or 14.285%
agreed, 250 respondents or 35.714% strongly agreed, 80
respondents or 11.428% disagree, 70 respondents or 10%
undecided while 200 respondents or 28.57% strongly disagreed.
This table shows that government holds the ace in facilitating the
operation of ICT in the offices in the state.
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Table 4.12
QTN: High incidence of bureaucratic corruption and poor service
delivery are among the key constraints against efforts of
management information system programme on the development
of public service of Enugu state.
Response obtained from respondents Options Frequency Percentage
Agree 150 21.428%
Strongly agree 330 47.142%
Disagree 100 14.285%
Undecided 20 2.857%
Strongly disagree 100 14.285%
Total 700 100%
Source: Field Data 2011
The above table shows that 150 respondents or 21.428%
agreed, 330 respondents or 47.142% strongly agreed, 100
respondents or 14.285% disagreed, 20 respondents or 2.857%
remains undecided, while 100 respondents or 14.285% strongly
disagreed. From the above response, it is no longer hidden that
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the observed weaknesses affects the management information
system programmed in the public service of the state.
Table 4.13
QTN: The above factors have militated against effective and
efficient ICT application in government management information
system.
Response obtained from respondents Options Frequency Percentage
Agree 150 21.428%
Strongly agree 250 35.714%
Disagree 100 14.285%
Undecided 80 11.428%
Strongly disagree 120 17.142%
Total 700 100%
Source: Field Data 2011
The above table shows that 150 respondents or 21.428%
agreed, 250 respondents or 35.714% strongly agreed, 100
respondents disagreed or 14.4% respondents are undecided,
while 120 respondents or 17.142% strongly disagreed. The
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13
positive response recorded have shows the depth of the incidence
in the operation of the state civil service.
Table 4.14
QTN: Ignorance and high training charges have been identified as
among the constraints to the realization of ICT objective in
government ministries and offices.
Responses obtained from respondents Options Frequency Percentage
Agree 380 54.28%
Strongly agree 70 10%
Disagree 100 14.2%
Undecided 50 7.142%
Strongly disagree 100 14.2%
Total 700 100%
Source: Field Data 2011
The above table shows that 380 respondents or 54.28%
agreed, 70 respondents or 10% strongly agreed, 100 respondents
or 14.2% disagreed, 50 respondents or 7.142% are undecided
while 100 respondents or 14.2% strongly disagreed. Really the
true problems are responsible for slow pace of ICT in the service.
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TABLE 4.15
QTN: the availability of ICT packages / soft ware in your ministry
is targeted at effective and efficient service delivery.
RESPONSES OBTAINED FROM RESPONDENTS
Options Frequency Percentage Agree 400 57.142% Strongly agree 50 7.142% Disagree 80 11.142% Undecided - - strongly disagree 170 24.287% Total 700 100%
Source: Field Data 2011
The above table shows that 400 respondents or 57.142%
agreed 50 respondents or 7.142% strongly agreed, 80
respondents or 11.142% disagreed while 170 respondents or
24.287% strongly disagreed. By this token, presence or
availability of the let packages/ software in the government
ministry will enhance service delivery.
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TABLE 4.16
QTN: computer literacy and tack of government support are the
major problems attentive the efficiency and effectiveness of
applying ICT in government ministers.
RESPONSES OBTAINED FORM RESPONDENTS
Options Frequency Percentage
Agree 250 35.71%
Strongly agree 200 28.57%
Disagree 50 7.142%
Undecided 100 14.28%
Strongly disagree 100 14.28%
Total 700 100%
Source: Field Data 2011
The above table shows that 250 respondents or 35.71%
agreed 200 respondents or 28.57% strongly agreed, 50
respondents or 7.142% disagreed, 100 respondents remains
undecided. While 100 respondents strongly disagreed. From the
table, the two problems remain a log in the wheel of
implementing ICT in the government ministries.
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TABLE 4.17
QTN: for effective data processing, instruments like. Computer
set, adding machine, calculator are needed.
RESPONSES OBTAINED FORM RESPONDENTS
Options Frequency Percentage
Agree 200 28.57%
Strongly agree 100 14.28%
Disagree 100 14.28%
Undecided 80 11.142%
Strongly disagree 220 31.142%
Total 700 100%
The above table shows that 200 represents or 57% agreed,
100 respondents or 14. 28% strongly agreed, 100 respondents or
11.142% undecided, while 220 respondents or 31. 14% strongly
disagreed. This implies that the above equipment are vital to the
survival of government institutions.
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TABLE 4.18
QTN: The challenges in using ICT to manage human resources
include, lack of political will, lost of ICT, corruption by the staff of
the ministries
RESPONSE OBTAINED FROM THE RESPONDENT
Options Frequency Percentage
Agree 200 28.57%
Strongly agree 150 21. 57%
Disagree 100 14.28%
Undecided 90 12.857%
Strongly disagree 160 22.857
Total 700 100%
Source: Field Data 2011
The above table shows that 200 respondents or 28. 57%
agreed, 150 respondents or 21.14%strongly agreed, 100
respondents or 14.28% disagreed, 90 respondents 160
respondents or 22.857% strongly disagreed. This identified
problems remains a log in the wheel of ICT management in
human resource in the ministries.
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TABLE 4.19
QTN: training and development, manpower audit, compensation
of staff are among activities that supports computer based
information system.
RESPONSES OBTAINED FROM THE RESPONDENTS
Options Frequency Percentage
Agree 300 42.85%
Strongly agree 250 35.71%
Disagree -
Undecided -
Strongly disagree 150 21.42%
Total 700 100%
Source: Field Data 2011
The above table shows that 300 respondents or 42.85%
agreed, 250 respondents or 35.71% strongly agreed, while 150
respondents or 21.42% strongly disagreed. By the above data,
positive response shows that the above factors can facilitate
information computer information based system.
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TABLE 4.20
QTN equipment like telephone, fax machine, intercom, VHF radio
are in use in your office.
RESPONSES OBTAINED FROM THE RESPONDENTS
Options Frequency Percentage
Agree 250 Percentage
Strongly agree 100 14.282%
Disagree 200 28.576%
Undecided - -
Strongly disagree 200 28.57%
Total 700 100
Source: field data 2011
The above table shows that 250 respondents or 28.57%
agreed, 100 respond outs or 14.28% strongly agreed, 200
respondents or 28.37% disagreed volute 200 respondents or
28.57% also strongly also agreed. By virtue of the response, most
of the offices are lacking modem communication system.
Testing of Hypothesis
Hypotheses I- The extent of Efficiency and effectiveness in
the implementation of (ICT) determines its effects on the
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development of Enugu State civil service. To test this hypothesis,
lets look at the following tables.
Table 10 And 11 Data Obtained In Table Includes
Yes = 480 or 468.35%
Positive response
No = 220 or 31.42%
Negative response
From the above response, more than half of the respondents
agreed to the question in table 10
Table 4.11
Data obtained
Positive response
300 or 42.85%
Negative response
400 or 50.9%
From the above table, a significant proportion of the respondents
indicated that embarking on training on ICT will lead to
effectiveness and efficiency in the implementation of ICT in
government offices. Based on the positive response obtained in
the two tables, 10 and 11 (480. or 68.57% + 300 or 42.85%)
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= 480 68
300 42 The positive 780 110% Response obtained in the two tables gives credence to the
hypotheses I of the study. In this case, the hypothesis is hereby
accepted.
Hypotheses Two (2) To Test This
Hypotheses First, hypotheses two says management
information system (MIS) has positive effects in the operational
effectiveness and efficiency of the public service in Enugu State.
Table 9 and 15 are hereby tested.
Table 4.9
Data Obtained
Positive response
300 or 42.85%
Negative response
100 + 180 + 120 = 400
Table 4.15
Data obtained
Positive response
Yes = 450. or 64.28%
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Negative response
250 or 35.71%
In the two tables 9 and 15,
Positive response are 300 or 42.85%
450 or 64.28 750 106
From the above response, significant proportion of the
respondents acceded to the hypotheses two of the study. In light
of this, the hypotheses is hereby accepted.
Hypotheses three (3)
To test this hypotheses, lets look at table 12
Data obtained: positive response
Positive = response 450 or 68.37%
Negative = response 250 or 31.142%
From the response here, significant proportion of the
respondent agree to the hypotheses three (3) of the study in this
case, the hypotheses is hereby accepted.
From the data obtained in this study, we can affirm that
I.C.T application in the civil service of Enugu State has not taken
firm root. However there is hope for progress. Importantly, the
number of respondents that are computer literate are still few.
This can be located from number of factors, among them are,
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government lack of commitment, the type of education acquired
by the staff which did not include computer literacy from the
beginning.
In totality therefore, the civil service of Enugu State shall
perform creditably well if computer literacy, is embraced.
Furthermore, government should embark on the job-training of
the staff on computer literacy and make provision for it in the
year’s budget to enhance effectiveness and efficiency of the
Enugu state civil service.
FINDINGS AND DISCUSSION
From the question in 4.6 in the questionnaire which is it is
believed that considerable number of the staff in your Ministry
have not operate computer before. Majority of the respondents
strongly agreed that most of staff have not operated computer
before. Out of the 100% of the responses, 57.142% were of the
opinion or supported the question that most of the staff have not
operated computer in the time post. This is true the majority
opinion or view is the fact in consonance with the relatives on
around because, most Civil Servants are yet to attend a computer
training programme. Furthermore, most civil servants are
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skeptical in using the computer; they believe that it is
manufactured for the young generation.
FINDINGS AND DISCUSSION ON TABLE 4.7
In table 4.7 in the questionnaire. The numbers of
respondents are of the view as slightly above the number of
respondent who disagree to the question 4. 7 Most computer
literate staff is just knowledgeable in Microsoft word and excels
but is incompetent in the operation or uses other packages or
programmes. Only a few of senior civil servants like directors can
access to internet just for the purpose of reading news papers on
net, this was one of our discoveries from our interview section
with our respondents.
FINDINGS AND DISCUSSION ON TABLE 4.8
From the question number 4.8 in the questionnaire which
shows significant number of the respondent agreed that sorting
or retrieving files in there is always difficult exercise. The number
that agreed is 350 of 47. 75% while those who responded
negatively is 350 or 47.5 % this shows that response to the
question are even from the response, one can be thought the
respondent have shown the knowledge of the retrieving data to
the use computer.
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FINDINGS AND DISCUSSION ON TABLE 4.9
Findings and discussion on table 4.9 which says that the
introduction, of ICT (computer) in the management of data have
brought positive change especially in accuracy, speed, recording
and retrieving of the data/information from the response of
obtained, 400 respondent or 47.142% agreed positively to the
question while 300 respondents or 43.5% responded negatively.
The numerical strength of positive respondent show that the ICT
in the office has brought some positive changes in the entire
management.
FINDINGS AND DISCUSSIONS ON THE TABLE 4.10
Which has the question, the supply/donation of computer
sets to offices is enough tom implement ICT computer in the
government offices. From the response obtained 480 respondent
or 68.5% responded positively while 220 respondent or 31.42%
responded negatively. This however, corresponded with the
realities in the government recently. The positive respondent has
confirmed the importance of ICT to the smooth running of
government offices.
FINDINGS AND DISCUSSION ON TABLE 4.11
Findings and discussions on the table 4.11 question
revealed that half of the respondent or 350 or 49.5% were of the
view that government should embark on ICT training and provide
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26
enabling environment for efficient and effective implementation of
ICT in the offices ministries. The rest half or 350 responded
negatively which implies that they are interested in ICT training
or anything that concerns ICT in government offices.
FINDINGS AND DISCUSION ON TABLE 4.12
From the question number 4.12 in the questionnaire which
identified incidence of corruption in the bureaucratic set up of
government offices as having bearing on poor services delivery to
government programs in Enugu State, positive respondent
obtained agreed to the question. a total of 480 respondent or 48.5
% agreed to the question which confirmed that the veracity of the
incidence in the government office while 220 respondent or
31.5% responded negatively. Their response might have been
orchestrated by the deliberate denial of the incidence of official
corruption.
FINDINGS AND DISCUSSION ON TABLE 4.13
From the question 4.13 in the questionnaire number 4.13 in
the questionnaire 400 respondent or 56.2% positively agreed to
above identified incidence while 300 respondents or 43.8%
responded negatively. This negative response does not be
demystify, the positive response of the question. In this case
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above factors continues to militate against the ICT operation in
government offices if left unchecked.
FINDINGS AND DISCUSSION ON TABLE 4.14
From the response gathered, more than half of the
respondents, or 450 or 64.28% are of the opinion that ignorance
and high training charges are among of the constraints of
government in realizing ICT objectives in the ministries while 250
respondent or 35.42% responded negatively. The opinions of
majority of the respondents are that the post earlier has been the
real problem of ICT in the government offices and ministries.
FINDINGS AND DISCUSSION ON TABLE 4.15
From the question number 4.15 in the questionnaire, 450
responded or 64.2% agreed or were of the opinion that the
availability of ICT packages/Software in the office will lead to
efficient and effective service delivery while 250 respondents or
34.2% responded negatively. The high numerical number of the
positive confirmed the importance of the question to the offices in
the State.
FINDINGS AND DISCUSIONS ON TABLE 4.16
From the question number 4.16 in the questionnaire,
computer illiteracy and lack of government support appears to be
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among the major problems confronting effectiveness and efficient
application in government offices 450 respondents or 64.2 %
positively agreed to the question while 250 respondents or 35.5%
responded negatively. By the response obtained, we can think
that the above problem continues to hunt operation of ICT in
government offices in the State.
FINDINGS AND DISCUSSION ON TABLE 4.17
From the table question number 4.17, 300 respondent s or
42.7% agreed that the provision of data instrument like,
computer set, adding machine, and calculator will help in data
processing in the government offices. 400 respondent or 64.5%
responded negatively. The high portion of negative response
shows that they are at variance with data instrument.
FINDINGS AND DISCUSSION ON TABLE 4.18
From the question number 4.18 in the questionnaire the
total 350 respondents or 48.6% were of the opinion that lack
political will, lost of ICT, corruption by the staff of the ministries
are part of the challenges facing human resources in the
ministries of government. 350 or 48.5% also responded negatively
to the question. This shows that responses are even.
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FINDING AND DISCUSION ON TABLE 4.19
From the question number 4.19 in the questionnaire the
total of 550 responded or 77.156% were of the opinion that
training, development, manpower audit and compensation are
among the activities that support computer based information
system. A paltry number of 150 or 21.42% responded negatively.
This implies that the above activities are strongly needed for
information system in the ministries.
FINDINGS AND DISCUSIONS ON TABLE 4.20
From the above question in the questionnaire, a total 350
respondents 48.5% positively agreed that the identified
instruments are in use in the office wile 350 respondent or 48.8%
responded negatively. The even response obtained shows that
some of the respondent did not agree with usage of the
instrument in the offices of the ministries.
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CHAPTER FIVE
SUMMARY CONCLUSION AND RECOMMENDATIONS
5.1 Summary
This study has attempted the assessment of the effects of
the information management system in the development of public
service in Enugu State public service using ministries of finance,
Health and information as a case study. The study critically
revived the impact of information management system in the civil
service in Enugu State.
The study however maintains that information management
system in Human Resources management aims at restoring
efficiency, effectiveness and result Orientedness of Enugu State
civil service. The resultants effects of information management
system in the civil service have strengthened administrative
capacity in the areas of transparency and accountability and
above all service delivery of the civil service. In other words, it is
important to stress that the resultant effects of information
management in civil service so far, have recorded some success
delivery.
The major objective of caring out this research is to assess
the effects of information management system in Human
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Resources management in the development of civil service in
Enugu State, but for more emphasis, the specific objectives are;
to ascertain whether the effects of information management
system have reflected on the operational effectiveness and
efficiency or performance of the public services in Enugu State, to
identify the constraints militating against the effort of the
information management system or the development of public
service in Enugu State and to proffer solutions towards making
public service in Enugu State and Nigeria in general more
efficient and responsive.
The public service in Nigeria as a whole is very important to
the social and economic upliftment of the citizen of this nation.
Therefore, their large size and scope of societal penetration
recommends them to the possession of adequate and functional
information system and strategy. Thus, this study adopted the
survey research approach and using the questionnaire,
observation and interview as the instrument for the study arrived
at the following findings.
1. The primary objective of information technology is to create a
responsive and efficient public service in Enugu State.
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2. Information management system in Enugu State civil service,
are making significant effects in the operational effectiveness
and efficiency of civil service.
3. Poor Human Resource management in the Enugu State civil
service has contributed to the occurrence of high incidence of
corruption and poor service delivery in the civil service.
4. Lack of political will, corruption, and poor service delivery, and
poor capacity are among the key challenging factors militating
against information management system in development of
Enugu State Civil Service.
5. The types of equipments used for data processing in Enugu
State Civil Service are the typewriters, adding machines word
processors, computers and calculators. However the typewriter
is the most prevalent data processing equipment available to
the Human Resource managers in the public service.
6. The study revealed that the telephone, intercom, electronic
mail, local area network internet and the VHF radio are the
equipments available to the officers for data transmission in
these ministries. However the researcher observed that
telephone, which is the most basic cheapest and popular
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means of voice data transmission from one location to another
is considered a luxury in the Enugu State Civil Service.
7. The Human Resources activities being supported by the
Human Resource management information system are staff
training, manpower and career management, safety and
health, compensation and personnel records. However, of all
the activities personnel record, is the most supported activity,
while safe and health is the least supported by the computer
based information system.
8. The level of the development of the computer based
information system is still very low in the Enugu State Civil
Service. The overall conclusion is that sensitive and critical
data which are essential for organizational efficiency are being
manipulated and transmitted manually in this era of
phenomenal revolution in information technology.
9. Finally, the skill and competence of the respondents are still
very low: The survey revealed that most officers are limited to
very few applications. These are word processors like Microsoft
word and word perfect. Knowledge of other technical software
like Q basic, basic, D base, Harvard graphics, among others
are still rudimentary or non existent.
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5.2 Conclusions
We noted that prior to the current Administration;
successive governments in Nigeria had implemented civil service
with the aim of making it efficient and effective, yet the Civil
Service over the years has been criticized as inefficient and
ineffective. Although Information Management System in the
Enugu State, Civil Service has recorded some success in the
operational efficiency of the civil service, there are still some
challenges which limited the effort in the development of the
state Civil Service. Some of these challenges as we observed are
managerial waste, corruption, poor transparency and
accountability as well as poor delivery capacity in the public
service.
Specifically experts in the management science have
indicated that for every change in the premise upon which
strategic management is based correspondingly lead to the
gathering and collection of new sets of data for the review of
plans, and the introduction of an adoptive action to cope with the
change reality. Simply, this presupposes the enthronement of
effective and efficient management information systems in those
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35
organizations which are not only complex, but operate under
study of the information system of the Enugu State Civil Service.
This study investigated the status of the computer based
management Information System and the Human Resource
Management information system in the Enugu State Civil
Service. From the findings it was clear that the managers of
human Resource are indeed aware of the changes taking place
both within and outside his environment, but sufficient attempt
has not been made to acquire and install the computer based
information management equipment by these ministries. Even in
organization where computerization has taken place, some
departments and functions are not considered important for
computerization. As a model role player in the Nigeria economy,
the civil service must set standards on system in the
management of information and human resource on the present
dispensation.
5.3 Recommendations
The management information system should be considered
important as other resources of the organization, and
consequently accorded adequate management attention. Based
on the findings of the study and taking cognizance of the
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importance of the subject matter under review the researcher is
inclined to make the following recommendations
1) To promote the efficiency of the Enugu State Civil Services,
there is need to ensure adequate Human Resource
management in the Civil Service. Government should make
staff training and development in the Civil Service a priority.
This is important because manpower is the most valuable
resource in organizational management.
2) Improvement of modern facilities such as information
communication. Technologies (ICTS), constant power supply
transportation as well as other office equipment which would
help to improve quality service delivery of the civil service. Also
the provisions of these facilities will go a long way in putting
the training acquired by the civil servant into effective use.
3) Since corruption has remained an intractable problem that
has constrained efforts of information management system in
the Nigerian Civil Service, there is need to strengthen the fight
against corruption. Internal mechanisms should be
institutionalized to checkmate corrupt practices in the civil
service.
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4) Information technology should be upgraded to a department
status in the civil service with visible and demonstrable top
management commitment. In addition, a unit of information
technology department should be attached to every other
functional department in the Civil Service and by this it helps
to enhance the status of information technology in the entire
Civil Service of Enugu State.
5) To ensure that the gains/benefits resulting from information
technology projects implementation are properly accessed and
evaluated, performance indicators to monitor the effectiveness
and quality of applications should be progressively
introduction. That is to demonstrate whether information
technology is performing effectively in terms of unit cost
reduction, adherence and conformity to standard and
procedure.
6) Finally attention should be focused on security aspects of
information technology development to avoid the invasion of
corporate confidentiality and secrets that could be damaging to
the organization.
The state civil service therefore, must ensure security on
information technology matters. This will entail inherent
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codification of classification system to ensure that sensitive items
of information obtain suitable level of security protection.
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Davies, G.B; (1974) Management Information system New York:
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Ezeani, E.O. (2005) Fundamentals of Public Administration,
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Hicks G.H, Budgeting and Management Information Systems: New
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Enugu. New Generation Ventures Limited. Isah A. M. (1999) The Civil Service and its Roles in Public
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Kerlinger, F. N. (1947) Foundation of Behavioural Research: San
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QUESTIONNAIRE
University of Nigeria, Nsukka. Department of Public Administration & Local Government, Faculty of the Social Sciences. 15th August, 2011. 08065875045
Dear Sir/Madam, I am a Postgraduate student of the above department. I
am conducting research on the Application of information
management technology in the human resource management. A
case study of Enugu state civil service. I am soliciting for your
assistance. Information needed from you is for the study only and
shall be treated with utmost confidence.
Please, tick answer(s) that appeal to you in the spaces or
boxes provided below. Please tick only once. Thanks in
anticipation of your co-operation.
Yours faithfully, Omeke Sunday.O.
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SECTION A BIO-DATA
Please tick √ where appropriate
1. Sex?
(a) Male
(b) Female
2. Which age group do you belong?
(a) 20-30
(b) 30-35
(c) 35- above
3. What is your marital status?
(a) Single
(b) Married
(c) Divorced
4. What is your educational qualification?
(a) F.S.L.C
(b) OND/NCE/HND
(c) First degree
(d) M.SC
5. What is your level of employment?
(a) Senior staff
(b) Junior staff
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SECTION B
1. it is believed that considerable number of the staff in your
ministry have not operated computer before
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
2. Inspite of the knowledge in computer, not many staff in your
ministry cannot type, retrieve data and create file or use the
internet,
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
3. Evidence has shown that retrieving data or sorting files in your
office is always difficult exercise.
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49
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
4. The introduction of ICT computers in accuracy, speed in
recording and retrieving of office data/information
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
5. The supply/donation of computer sets to offices is enough to
implement ICT compliant in government offices.
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
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50
6. Government should embark on ICT training, providing
enabling for efficient and effective implementation of ICT in the
offices and ministries
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
7. High incidence of bureaucratic corruption and poor service
delivery are among the key constraints against efforts of
management information system programme on the development
of public service of Enugu state.
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
8. The above factors have militated against effective and efficient
ICT application in government management information system
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51
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
9. Ignorance and high training charges have been identified are
among the constraints to the realization of ICT objective in
government ministries and offices.
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
10. the availability of ICT packages/software in your ministry are
targeted at effective and efficient service delivery
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
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11. computer illiteracy and lack of government support are the
major problems affecting the efficiency and effectiveness of
applying ICT in government ministries
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
12. For effective data processing, instruments like computer set,
adding machine, and calculator are needed.
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
13. Training and development manpower audit and
compensation of staff among activities that supports computer
information system
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53
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
14. Equipment like, telephone, fax machine, intercom, VHF radio
are in use in your office
Agree
Strongly agree
Disagree
Undecided
Strongly disagree
15. The challenges of using ICT to manage human resources
include, lack of political will, cost of ICT, corruption by staff of
the ministries
Agree
Strongly agree
Disagree
Undecided
Strongly disagree