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27 A comprehensive Information Systems Strategy and Feasibility Study was carried out in 1997 and provided the basis for the PCIS. The study recommended developing an interim personnel database to complement the payroll database. A Personnel Management Information System (PMIS) was developed and linked to the payroll database in order to enhance the management of the personnel function and to tighten control of the payroll.
28 A key component of the interim database initiative was a lengthy data cleansing exercise. Existing employee data, in paper and electronic form, did not provide readily accessible, accurate and complete data to populate the new database.
29 A validation exercise was conducted for each employee using data collection forms to employment and promotion) as well as personal information (including date of birth, citizenship, marital status, education and disabilities). Each employee verified the accuracy of the data. The section or station head and the department head then reviewed the form for accuracy. The forms were the main data source for the interim database.
30 The personnel database now holds over 280,000 employee records. Data entry is conducted by data entry clerks located in the CSD and the Department of Treasury. The database has 15 data entry screens for each employee, but only eight are populated.
31 There are two main reasons for the underutilized data entry screens. Firstly, there is a lack of integration with legacy systems, such as the payroll, as well as with stand-alone databases that support functions such as establishment management.
Secondly, there is no authoritative personnel record for each employee. As a result, data verification is a very laborious process requiring a thorough inspection of paper files in diverse locations, followed by the verification of data contained in each record before the data can be used to populate the database. The problems in managing personnel paper records have hampered integration and expanded data processing time.
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