The Case for a Data Bank at the Ministry of External Relations - Cameroon

CHAPTER THREE. CREATING A DATABANK AT THE GENERAL SECRETARIAT.

The first thing we need to say is that this databank is studied here precisely in the context of career management and placing of nationals in IOs. Therefore, several other databanks could be created in MINREX for different political and or administrative purposes. There could be for example an Employee database, a Recruitment database (offer letter, appointment letter, promotion/demotion letter, training type, etc) and a Job Opportunity database (present and future jobs) for MINREX.

In the past, data used to be stored in a traditional file processing systems which had several disadvantages such program data dependency, duplication of data, limited data sharing, lengthy development times and excessive program maintenance. The database approach to data management offers several advantages to the administration. The table below shows the advantages of the database approach to data management.

1.1 Advantages of the Database approach

Program-data independence

Minimal data redundancy

Improved data consistency

Improved data sharing

Increased productivity of application development

Enforcement of standards

Improved data accessibility and responsiveness

Reduced program maintenance

Source: Fred R. McFadden et al., p. 21^27(*).

The bank we are proposing is a `low-level' bank and not a mainframe bank as found in enterprises. Mainframe computers for databanks could store thousands of terabytes. In the case of the low-level databank, it requires just a few gigabytes that can contain names, diagrams, tables, pictures, or even short videos.

a. The structure of the bank

The databank is built in a computer with appropriate capacities and performance, in an appropriate application program such as MICROSOFT ACCESS. The data in the bank is organized according to the functions of the bank as defined above. This means that databases are constructed for each feature.

Potential candidates

CMU databank

Diplomatic personnel

Patrimony

Cameroonians present in IOs

Name

Position

Place of work

Profile*

Name

Location

State

Person's Name

Position

Name of IO

Location (country, city)

Profile*

Name

Present Position

Place of work

Profile*

*The content of the profile is elaborated below.

Source, author.

1.2 Diagram of a databank in CMU

The diagram above shows the primary structure of what a databank could look like. We must say that this diagram is not a perfect one; it serves the technicians to develop a better architectured model appropriate for MINREX. This diagram only reveals the intention of the diplomat, what they want to accomplish.

The diagram above also summarizes the contents of a multi-purpose databank hosted at the CMU. However, for the management of diplomatic personnel, a more specific diagram could be proposed. The diagram below focuses on the structure of diplomatic personnel career managing, tracing their itineraries from their recruitment to the time of separation with MINREX.

The organizational structure shows MINREX organizational structure including grade and position of diplomatic personnel. A click on an icon in the middle shows who is where, while the Employee Databank provides the rest of the information. Employee Information System records all the information of every employee right from the day he/she joins MINREX till the separation. Employee Databank also includes information specific to Asset Management, Vehicle Management, Medical History, Other Hobbies and Interest, etc. Movement Activity keeps a track of every activity like Temporary Transfer, Permanent Transfer, Promotion, etc. that takes place in the employee's career path. Separation Activity records separation due to Resignation, Death of employee, Termination, etc. Such a diagram could be tailored for each personnel and regularly updated as the person progresses. Equally, such a diagram could be constructed as a corporate structure of the ministry. In this case, it will show who is at what stage. We will obtain data easily on who is being appointed or recruited, who is on probation, who is on movement, who is separating, who is at each grade, etc. On the other hand, as we saw with the Jamaican Ministry of Foreign Affairs, a Personal History Form^28(*) could also be made accessible for completion if desired by prospective Skills Bank candidates.

1.3 EMPLOYEE INFORMATION SYSTEM PROCESS

Employee

Databank

Separation

Appointment

Probation/

Confirmation

Organizational

structure

* ²⁷ McFadden, Fred R. et al., Modern Database Management, 5^th Ed, 1999.

* ²⁸ see a sample form at www.mfaft.gov.jm/jod/JOD_Personal_History_Form.htm