UGANDA COLLEGE OF COMMERCE-TORORO

THE IMPACT OF RECORDS INDEXING ON WORKERS PERFORMANCE

CASE STUDY: BUTABIKA NATIONAL REFERRAL HOSPITAL

KAMPALA

BY

ATIM ANN CHARITY

UBB058/2018/B/D/A/155

A RESEARCH REPORT SUBMITTED IN PARTIAL FULFILLMENT

FOR THE REQUIREMENT OF THE AWARD OF A DIPLOMA IN

RECORDS AND INFORMATION MANAGEMENT OF

UGANDA BUSINESS ANDTECHNICAL

EXAMINATIONS BOARD

(UBTEB)

NOVEMBER, 2020
 DECLARATION

I Atim Ann Charity, hereby declare to the best of my knowledge that this is entirely my own

work, and that it has never been submitted for any award in any Institution.

Signature………………………………………
ATIM ANN CHARITY
(Student)

Date………………………………………

ii
 APPROVAL

This is to certify that this research work by Atim Ann Charity on the topic, “The impact of
records indexing on workers performance” has been under my supervision and is now ready for
submission to Uganda Business and Technical Examinations Board with my approval.

Signature…………………..…………….
Ms. NABANKEMA ELIZABETH
(Academic Supervisor)

Date………………..…………………..

iii
 DEDICATION
This report is dedicated to my parents, Mrs. Isalu Winnie and Mr. Eregu Joseph who rendered me
support during my time of study.

iv
 ACKNOWLEDGEMENT
I acknowledge my parents, brothers and Sisters who rendered me support during my time of study.

I thank my academic supervisor Ms. Nabankema Elizabeth for the time and technical guidance to
the successful accomplishment of the research report.

May the Almighty Bless them all.

v
 TABLE OF CONTENTS

DECLARATION................................................................................................................................ii

APPROVAL......................................................................................................................................iii

TABLE OF CONTENTS..................................................................................................................vi

LIST OF TABLES.............................................................................................................................ix

LIST OF ACRONYMS......................................................................................................................x

ABSTRACT......................................................................................................................................xi

CHAPTER ONE.................................................................................................................................1

INTRODUCTION..............................................................................................................................1

1.0 Introduction...................................................................................................................................1

1.1 Background of the Study..............................................................................................................1

1.2 Problem Statement........................................................................................................................2

1.3 Purpose of the study......................................................................................................................2

1.4 Objectives of the study.................................................................................................................2

1.5 Research questions........................................................................................................................2

1.6 Scope of the study.........................................................................................................................3

1.6.1 Geographical scope....................................................................................................................3

1.6.2 Time scope.................................................................................................................................3

1.6.3 Content scope.............................................................................................................................3

1.7 Significance of the study..............................................................................................................3

1.8 Definition of terms........................................................................................................................4

CHAPTER TWO................................................................................................................................5

LITERATURE REVIEW...................................................................................................................5

2.0 Introduction...................................................................................................................................5

2.1 Effects of Records Indexing.........................................................................................................5

2.2 The level of workers performance................................................................................................6

2.3 The relationship between records indexing and workers performance........................................9

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2.4 Conclusion..................................................................................................................................12

CHAPTER THREE..........................................................................................................................13

METHODOLOGY...........................................................................................................................13

3.0 Introduction.................................................................................................................................13

3.1 Research Design.........................................................................................................................13

3.2 Study population.........................................................................................................................13

3.3 Sample size.................................................................................................................................13

3.4 Sampling techniques...................................................................................................................14

3.5 Data Collection Sources.............................................................................................................14

3.5.1 Primary Data............................................................................................................................14

3.5.2 Secondary Data........................................................................................................................14

3.6 Data Collection instrument.........................................................................................................15

3.6.1 Questionnaire...........................................................................................................................15

3.7 Data Collection Procedure..........................................................................................................15

3.8 Data analysis...............................................................................................................................15

3.9 Ethical Issues on Research..........................................................................................................16

CHAPTER FOUR............................................................................................................................17

DATA PREDSENTATION, ANALYSIS, INTERPRETATION AND DISCUSSION OF

FINDINGS........................................................................................................................................17

4.0 Introduction.................................................................................................................................17

4.1 Response rate..............................................................................................................................17

4.2 Records Indexing........................................................................................................................21

4.3 Workers Performance.................................................................................................................24

4.4 Relationship between records indexing and workers performance............................................26

CHAPTER FIVE..............................................................................................................................28

SUMMARY OF THE FINDINGS, CONCLUSION AND RECOMMENDATION......................28

5.0 Introduction.................................................................................................................................28

vii
5.1 Summary of the main findings...................................................................................................28

5.1.1 The findings on indexing records............................................................................................28

5.1.2 Findings on the performance levels of workers.......................................................................28

5.1.3 Findings on the relationship.....................................................................................................28

5.2 Conclusion..................................................................................................................................29

5.3 Recommendation........................................................................................................................29

5.4 Limitations of the study..............................................................................................................29

5.5 Areas of further research............................................................................................................30

REFERENCES.................................................................................................................................31

Appendix A: Study Questionnaire....................................................................................................35

Appendix B: Research Plan..............................................................................................................39

Appendix C: Research Budget..........................................................................................................40

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 LIST OF TABLES

Table 4.1.1: Showed gender of the respondents...............................................................................17

Table 4.1.2: Showed the finding on marital status...........................................................................18
Table 4.1.3: Age response................................................................................................................18
Table 4.1.4: Showed the findings on educational levels of the respondents....................................19
Table 4.1.5: Showed the findings of how long respondents have been working in the organization.
..........................................................................................................................................................20

Table 4.2.1: Showed findings on the records indexing application..................................................21

Table 4.2.2: Showed findings on the records indexing importance.................................................22
Table 4.2.3: Showed findings on professionalism records indexing................................................23

Table 4.3.1: showed findings on performance levels of workers due to records indexing..............24
Table 4.3.2: Showed findings on motivating factors of workers......................................................25

Table 4.4.1: Showed findings on analysis of records indexing and workers performance according
to the response rate...........................................................................................................................26

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 LIST OF ACRONYMS

IPD : Inpatient Department.

HMIS : Health Management Information System.

HR : Human Resource.

SIAS : Supplementary Immunization Activities.

ART : Anti-Retroviral Therapy.

EPI : Expanded Program on Immunization.

MRD : Medical Records Department.

MOH : Ministry Of Health.

IDC : Infectious Disease Control.

DHIS2 : District Health Information System (version 2)

TB : Tuberculosis

CAMHC : Children Admission Mental Health Clinic.

RX : Treatment

DHIS : District Health Information System.

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 ABSTRACT

The purpose of the study was to examine the impact of records indexing on workers performance
in the main registry in Butabika National Referral Hospital. The following are objectives of the
study were;-

 To examine the impact of records indexing in the main registry in Butabika national
referral Hospital.
 To examine the level of workers performance in the main registry in Butabika National
Referral Hospital.
 To examine the relationship between records indexing on workers performance in the main
registry in Butabika National Referral Hospital.

As indicated by the above literature related to records indexing in different departments in

Butabika Hospital evidenced that there is a positive impact on workers performance.

The research design that was adopted in this study was a cross-sectional analytical study design.
This was used to obtain information about the characteristics of particular groups. The design
adopted a combination of both qualitative techniques were used for respondents to whom
questionnaire were administered. Data was organized, edited and coded to deal with errors and
commissions and to identify inconsistencies in order to ensure quality of the data. The data was
analyzed using Karl Pearson’s correlation coefficient which was illustrated below;

r = n∑xy – (∑x∑y
[n∑x2 – (∑ x)2][n∑y2 – (∑y) 2]

Where
r = Correlation Coefficient
n = Number of pairs of observations.
∑ = Summation
X = Independent variable
Y = Dependent variable

The result of analysis clearly explain a very high strong correlation between records indexing and
workers performance at Butabika National Referral Hospital with 0.98 which is nearer to one (1)

xi
 CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter covers the background of the study, problem statement, objectives of the study,
research questions, scope of study, and significance of the study.

1.1 Background of the Study

According to Amani R (2009), workers performance is defined as a workforce that “workers in

ways that are responsive, fair and efficient to achieve the best health outcomes possible, given the
available resources and circumstances”. He further insisted that workers performance is considered
as the composite of the four elements namely availability, productivity, competences and
responsiveness of workers improvement of these four elements indicates improved performance.

Records indexing is practiced by many Government aided Hospitals and state agencies as they
index the minutes of their boards and commissions on a regular basis (Bril M, 1990).

The concept of records indexing is getting wider attention with increasing poor service delivery in
the local governments and non-government organizations. Development and developing countries
put much emphasis on improving record indexing accelerating the quick and easy access of
information by devoting necessary time and efforts (Annual report, 2006).

Butabika National Referral Hospital main registry is mandated to plan for better records
management aiming at improving on workers performance. Considering the importance of good
record indexing which leads to immediate decision making, promotion and implementation of
activities in the organization. Butabika Hospital main registry conducts a number of activities
geared towards good performance.

Despite the fact that Butabika Hospital main registry efforts in availing good work conditions so as
to better workers performance in terms of program implementation and service delivery, it is still
unrealistic to attain satisfactory workers performance thus the need for this study. (Butabika
Hospital staff Minutes 30th January, 2013).

1
1.2 Problem Statement

Poor workers performance in low and middle income countries is particularly exacerbated by
human resource (HR) shortages that have reached critical levels in many resource-poor settings,
especially in rural areas like Butabika National Referral Hospital main registry (Staff list, 2014).

Although it is logical to link poor performance to poor indexing due to the poor records
management, there is limited documentation showing poor records indexing influence onworkers’
productivity.

Despite of the attempt from NGOs and government to facilitate the activities of the registry and
also motivate the Medical records staff of Butabika Hospital, workers performance has
increasingly deteriorated as its reported that there is high delay in information routing,
misplacement of files, duplication of files and delay in access of files. (MedicalRecords
department staff minutes in Butabika Hospital of December, 2002).

The New Vision of 12th August 2014, it is therefore worth investigating the records indexing on
workers performance in Butabika Hospital in order to establish the root cause of the problem.

1.3 Purpose of the study

The purpose of the study is to examine the impact of records indexing on workers performance in
the main registry in Butabika National Referral Hospital Kampala.

1.4 Objectives of the study

The following objectives of the study were;-

i. To examine the impact of records indexing in the main registry in Butabika Hospital.
ii. To examine the level of workers performance in the main registry in Butabika Hospital.
iii. To examine the relationship between records indexing on workers performance in the
main registry in Butabika Hospital.

1.5 Research questions

The major research questions for the study were;-

i What is the impact of record indexing in the registry in Butabika Hospital?

ii What is the level of workers performance in the main registry in Butabika Hospital?

2
 iii What is the relationship between records indexing on workers performance in the main
registry in Butabika Hospital?

1.6 Scope of the study

The scope of the study is to be looked at in three perspectives, namely; geographical, contextual

and time scope.

1.6.1 Geographical scope

Geographically, the study was carried out in the main registry of Butabika National Referral

Hospital. This Government Hospital is to be selected for the study due to relatively high level of

information management compared to other hospitals

1.6.2 Time scope

The researcher reviewed literature for the period from 2017-2020 because the researcher wanted

relevant and adequate information about the topic of the study.

1.6.3 Content scope

The researcher concentrated on the impact of records indexing on workers performance in the main
registry in Butabika National Referral Hospital.

1.7 Significance of the study

i The study will provide an opportunity to the Butabika Hospital officials to plan for better

measures which cannot hamper the performance of workers.

ii It will provide information that enabled the management of Butabika National Referral

Hospital to advocate for better measures to enhance better workers performance by

encouraging records indexing.

iii It will enable the researcher to acquire a required educational document as it’s a partial

fulfillment.

3
iv The study will provide knowledge to development planners, policy makers, managers of

Butabika National Referral Hospital.

1.8 Definition of terms

Workers:

Are defined as a workforce that “works in ways that are responsive, fair and efficient to achieve
the best outcomes possible, given the available resources and circumstances

Performance:

Refers to the output in terms of quantity and quality that helps the organization to realize its set
objectives, in other words, performance can be measured by traits, behavior and or outcomes.

Records:

These are documents that show evidence for an activity that has taken place.

Indexing:

It is the practice of making entries for the files or records present on a card for easy access and
retrieval of information material.

4
 CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction

This chapter contains literature review related to the effect of records indexing on health workers

performance. The review was done in accordance with the objective of this study.

2.1 Effects of Records Indexing

Haynes (2008 urged that records indexing was not vital in the future of family history of records

management, but now, it’s becoming really vital. Like seeds planted in good soil, your indexing

efforts are multiplying, and the internet is being flooded with freely searchable records as a result

of technology and electronic indexing.

Records indexing in many government hospitals and state agencies index minutes of their boards

and commissions on a regular basis. The guide briefly outlines how to index minutes using a

sample database to maintain, search and print reports from the index (Brill, 1990).

Other studies have examined the impact of file indexing as important because it enables one to

easily access information and therefore quickens activity flow in the orientation, indexing

improves on the physical work environment of workers performance. Scott, (2002) reported that

indexing associates with employees, job involvement and job satisfaction. Strong ET all (2000) in

a study observed that social, organizational and physical context serve as the impetus for tasks and

activities and considerably influence workers performance. Researches on quality of work life

have also established the importance of security and hygiene in determining workers performance.

Franco et al (2000) urged that workers performance relies on many factors including good

indexing which makes work easy and hence better performance. He further says that records

indexing is very important because it enables files to be accessed quickly which helps and shows

5
the existing files in storage. Indexing is an internal motivation but presence of internal factors such

as necessary skills; intellectual capacity and resources to do the job clearly have an impact.

As a consequence, employers are supposed to provide appropriate working conditions in order to

makes sure the performance of employees meet the required standards (Hayrol, 2012).

Smithers and Walkers (2002), stressed that individuals tend to develop certain motivation drives

on the working environment and these drives affect the way people view their jobs. He suggests

that once indexing is well done, achievement, affiliation, competence and power are four types of

motivational drives that are found in individuals that are self-motivated and this may be the case of

many construction workers. Indexing plays a part in enhancing construction labor productivity

(Smithers and Walkers. 2000) and forms the basis for identification of the work environment

factors.

Improving indexing can increase productivity and profitability while also reducing employee

absenteeism and turnover. Herberg claimed that positive factors such as work conditions and

salary simply doesn’t satisfy basis employee needs, whereas motivators (such as achievement and

recognition) encourage employees to work above and beyond the minimum requirements

(Greenburg, 2008).

2.2 The level of workers performance

Hayrol et al (2012) urged that there are three types of workers performance. One is the measure of

output rates. Amount of sales over a given period of time. The production of a group of workers

Reporting to the manager and so on. The second type of measure of workers performance involves

rating of individuals by someone other than the person whose performance is being considered.

The third types of workers performance measure is self-appraisals and self-rating. As a result, the

adoption of self-appraisal and self-rating techniques are useful in encouraging employees to take
6
an active role in setting his or her own goal. Thus, workers performance measures the level of

achievement of business and social objectives and responsibilities from the perspective of the

judging party (Hersey and Blancard, 1995).

The achievements of individual and organizational goals are independent linked by workers

performance. Individuals motivate themselves to satisfy their personal goals by creating a good

working environment for themselves and others; therefore, they invest and direct the efforts for the

achievement of organizational objectives to meet with their personal goals also. It means that

organizational goals are directly proportional to the personal goals of individuals.

Strong (2000) and Robert (2005) reported that the good workers performance is possible, if the

workers are self-motivated toward rather directed. The manager’s involvement is not so much

important in the motivation of workers.

The key starting point in studying the link between workplace relations and productivity is the

indeterminate, or open-ended, nature of the employment relationship. While compensation and

general working conditions are agreed in some way at time of employment, the employees actual

condition in term of volume and quality of output remains large unspecified.

People in Aid (2003), urged that much depends on employees willingness to invest their skills and

know-how in the production process, such as commitment is built on organizational arrangement,

well accepted working conditions and co-operative relations more generally. In short, employee

involvement is crucial because, to a large extent, effort remains discretionary (People in Aid,

2003).

Cole G.A (1997), defined workers performance as all multiple activities that help in establishing

the goals of the organization and monitors the progress towards the target. It is used to make

adjustments to accomplish goals more efficiently and effectively. Workers performance is what the
7
organization expects from the workers. This is so because, even though the employees of the

company are hard-working, and are busy doing their tasks, their companies are unable to achieve

the planned result. Results are achieved more due to unexpected events and good fortune rather

than the efforts made by the workers of the organization towards the goals. They are used to make

adjustment to achieve the desired goals

According to Petcharak (2002), one of the functions of human resource manager is related to

ensure workers good workplace to stimulate good performance. The workers morale, such as

supervisors, peers, organization and work environment can be defined in a sense that the worker

has the feeling and be conscious about all aspects of the job. The workers performance is poor if

the employee is not satisfied and happy. Workplace dissatisfaction often leads organizations and

its workers poor performance (Armstrong, 2006).

Press, I (2002), established that these activities are also required to monitor the progress red targets

organization towards the goals. They are used to make adjustments to achieve the desired targets

more effectively and efficiently. Some of the approaches that can be used to achieve these desired

targets, and a planned, comprehensive strategy towards increasing the workers

Benchmarking;

This is a method of using standard measurement in an industry or a service for comparing the

growth of the organization with others, in orders, in order to gain a perspective on the performance

of the organization. The results that are acquired by the comparisons can be used to improve the

overall performance and process of the organization. Benchmarking can be defined as a quality

initiative. It is a process of understanding, identifying and adapting the prominent practices that are

being used by organization around the globe. This would assist your organization in improving its

performance (Armstrong. 2006).

8
Balanced Scorecard;

This method focuses on four indicators that include; internal business process, customer

perspectives, financing, growth and learning. These indicators are used to monitor the progress of

the organization towards the strategic goals planed by them. The balance scorecard is an approach

for the performance management, that focuses on different indicators, that help in the monitoring

the progress of the organizations desired targets (Armstrong, 2006).

The major issue in all service organizations is the motivation of employees whether they are

skilled or unskilled or professionals. Employee motivation is also a major issue for the commercial

banks. It is a today’s challenge for the management in this competitive world to motivate

employees to offer efficient and good services that customers expect so far. The employees’

motivation, their enthusiastic and energetic behavior towards task fulfillment plays a key role in

successes of an organization to benefit (Cheng. 1995).

2.3 The relationship between records indexing and workers performance

According to Smith B (1997) state that good relationship between records indexing and workers

performance will encourage empowerment and participation consisting of contribution of workers

in administration and decision making associated to polices, objectives and strategies of the

organization.

According to Chao et al (1994), workers perceptive of the goals, standards and political principles

of their firms were positively and significantly related to records management which includes

indexing and gratification towards work (Reena et al, 2009).

Proper records management which includes indexing as an activity leads to constant expansion and

organizational growth.

9
According to Brewer et al(2000), said that good relationship between records indexing and

workers performance will encourage empowerment directs faster decision of customer troubles for

the reason that employees did not dissipate time referring customers objections to managers.

According to Sanderson (2003) said that good relationship between records indexing and workers

performance will create order and energy in workforce to do their work efficiently and effectively

(Amin et al, 2010).

Kuo et al (2010) recommended that together the job characteristics of career revamp and workers

empowerment are imperative characteristics in giving greater employee dedication and

trustworthiness towards the organization and increased level of output. (Reena et al, 2009). More

The loyalty towards the organization and higher the indexing work best for the effectiveness and

growth of a business.

According to Neuman (1995), good relationship between records indexing and workers

performance will judge participative decision making as asset of planned procedures for

systematizing individual sovereignty and autonomy in the perspective of faction accountability and

associated to system-wide control. Workers participation and empowerment not only direct to

efficiency, effectiveness and innovation but they also boost employee gratification, work

motivation and trust in the organization (Constant D, 2001)

Record indexing and workers performance towards work refers to prospects of the employee about

the organization and his approaches frontward his service (Ali et al, 2011). Organizational

performance or effectiveness refers to locating targets and attaining them proficiently in spirited

and energetic surroundings (Constant D, 2001)

A study was done to examine the relationship of records indexing and employee performance in

the telecommunication and banking sector of Pakistan. A sample of 103 respondents was taken and
10
person Correlation was applied. The results showed that there exists significant positive correlation

(0.287) between workers performance and records indexing (Muhammed et al, 2011).

According to Armstrong (2006) said that good relationship between record indexing and workers

performance will encourage employee performance in an organization where everyone performs

his duties in the shortest time possible in accessing information for decision making, budgeting and

planning.

According to Armstrong (2006) said that good relationship between records indexing and workers

performance will encourage implementation of employee benefit programmes affects employees

performance. Employee benefit progrommes have greater impact on working motivation than on

productivity. Monetary benefit programmes are most highly valued by both executives and

workers. There is a cognitive gap between management and workers on the importance of

employee benefit programmes. Private-corporation employees have greater employee benefit

demands than their public corporation counterparts. Female and male employees have different

benefit demands.

Employee motivation is one of the policies of managers to increase effectual job management

amongst employees in organizations (Shadare et al, 2009). A motivated employee is responsive of

the definite goals and objectives he/she must achieve direct its effort in that direction.

Rutherford (1990) reported that motivation formulates an organization more successful because

provoked employees are constantly looking for improved practices to do a work, so it is essential

for organizations to persuade motivation of their employees (Kalimllah et al, 2010).

Motivation and employees performance will encourage leadership. Leadership is about getting

things done the right way, to do that you need to follow you, you need to have them trust you. And

if you want them to trust you and do things for you and the organization, they need to be motivated
11
(Baldon J, 2005). Theories imply that leaders and followers raise one another to higher levels of

morality and motivation (Rukhmani K, 20120). Motivation is purely and simply a leadership

behavior. It stems from waiting to do what is right for people as well as for the organization.

Leadership and motivation are active processes (Baldoni J, 2005).

Records indexing and workers performance will encourage trust and confidentiality. Trust is

defined as the perception of one about other, decision to act based on speech, behavior and their

Decision (Hassan et al, 2010). If an organization wants to improve and be successful, trust and

confidentiality plays a significant role so it should always be preserved to ensure an organizations

existences and to enhance workers better performance (Annamalai T, 2010)

2.4 Conclusion

As indicated by the above literature related to records indexing in Butabika Hospital it is evidenced

that there is a positive impact on workers performance.

However, the available literature seems to be too general in nature especially with regards to the

effect of records indexing on workers performance. It is on this basis that this study is designated

to seek information gap through its findings.

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 CHAPTER THREE

METHODOLOGY

3.0 Introduction

This chapter explains the approaches the researcher used to get information to the research

problem. It included the research design, study population, sample size, sampling techniques, data

collection methods and instruments, reliability, data analysis and ethical consideration.

3.1 Research Design

The researcher a cross-sectional analysis study design as a research design

This was used to obtain information about the characteristics of particular groups. The design

adopted a combination of both qualitative and quantitative approaches to research. The quantitative

techniques were used for respondents to whom questionnaires were administered.

This technique was adopted in order to generate quantifiable data that was used to explain the

relationship between records indexing and workers performance of records staff in the main

registry in Butabika National Referral Hospital.

3.2 Study population

The researcher specified that the population included two target populations which were the

records officers working at Butabika Hospital main registry and clients receiving services from the

department. Specifically, the researcher selected 40 employees as study population from respective

department; 10 from departmental registries, 10heads of department including 20 clients to these

departments to constitute the population of the study.

3.3 Sample size

The following sampling procedure indicated in the table below was used by the researcher to study

the sample of 30 which was deducted from the study population of 40 with the help of stratified

13
random sampling and Morgan Darle W and Robert Vs table of determining a sample size for

research activities while in the field by the help of Morgan model of 1970.

Table 3.3. Showed sample size

Category Population Respondents Sample technique

Record officers 10 9 Purposive sampling

Heads of departments 10 8 Simple random sampling

Clients 20 13 Simple random sampling

Total 40 30

Source: Primary data

3.4 Sampling techniques

The researcher employed both the probability and non-probability sampling methods. The choice

of purposive and simple random sampling methods is motivated by the fact it aids the study to

focus only on staff and clients of Butabika National Referral Hospital.

3.5 Data Collection Sources

The researcher used both primary and secondary data sources to obtain data for the effect of

archives on records management in an organization.

3.5.1 Primary Data

The researcher collected data from Butabika National Referral Hospital because it gave first hand

information that is reliable and accurate using questionnaires given to the records officer and heads

department

3.5.2 Secondary Data

The data was obtained from compiled reports, journals, text books and previous researches. This

was aimed at supplementing on the primary data to enable the researcher obtain more information.

14
3.6 Data Collection instrument

3.6.1 Questionnaire

The researcher constructed a questionnaire that consisted of closed ended questions, which was

designed to obtain information and data from the staff and clients of the district main registry.

Structured questionnaires were preferred by the researchers because of its advantages like easy to

administer on a large population which is largely literate.

3.7 Data Collection Procedure

The researcher identified a research topic on the impact of records indexing on workers

performance and submitted it to the supervisor. She then got an introductory letter from the

Research Coordinator of Uganda College of Commerce, Tororo which she presented to the

management of Butabika Referral Hospital for permission to obtain data in their organization. The

researcher distributed the questionnaires to different respondents and picked them later when fully

filled and then compiled, analyzed and computed the data in organized manner. The first draft of

research was compiled and submitted to the supervisor for approval and after approval with few

adjustments the final copy was compiled, binds and submitted to the Supervisor who in turn

handled to the registrar for final submission to UBTEB.

3.8 Data analysis

After collecting data from the field, the questionnaires were screened by the researcher to identify

data collection errors in order to improve on the coded to ease data. Data was organized, edited and

coded to deal with errors and omissions and to identify Inconsistencies in order to ensure quality of

the data. The data was analyzed using Kal Pearson’s correlation coefficient which was illustrated

below;

r = n∑xy – (∑x∑y

[n∑x2 – (∑ x)2] [n∑y2 – (∑y)2]

15
Where r = Correlation Coefficient

n = Number of pairs of observations.

∑ = Summation

X = Independent variable

Y = Dependent variable

The analysis involved the generation of descriptive statistics to illustrate the central tendency,

variations and associations of the variables. Results were presented in frequency tables, cross

tabulations graphical forms.

3.9 Ethical Issues on Research

Ethical issues were taken into consideration by first seeking authorization from the top

management of the institution. Questionnaires were structured as the strict confidentiality which

data was held was expressed stated in the questionnaire. Further responding was optional, basically

explaining the reason for replacing respondents who did not respond as mentioned in the sample

size and sample selection techniques. The researcher briefed the respondents as to the purpose of

records indexing on workers performance at Butabika National Referral Hospital, there relevance

and expectations from them.

16
 CHAPTER FOUR

DATA PREDSENTATION, ANALYSIS, INTERPRETATION AND DISCUSSION OF

FINDINGS

4.0 Introduction

This chapter contained presentation, analysis and interpretation of the findings in line with the

guidelines in chapter three of methodology.

4.1 Response rate

The response rate was 100% since all the thirty (30) questionnaires were received due to close

supervision by the researcher plus good selection of the respondents.

4.1.1 Gender of respondents

Table 4.1.1: Showed gender of the respondents

Gender Frequency Percentage C.F

Male 17 57 57

Female 13 43 100

Total 30 100

Source: Primary data

From the above, showed that majority of the respondents were males who were 17 representing a

percentage of 57% and female were 13 representing 43% percent. This implies more males than

female.

17
4.1.2 Response on marital status

Table 4.1.2: Showed the finding on marital status.

Marital status Frequency Percentage C.F

Single 4 13 13
Married 8 27 40
Divorced 7 23 63
Separated 5 17 80
Widow 3 10 90
Widower 2 7 97
Any other 1 3 100
Total 30 100
Source: Primary data.

From the table above, showed 4 singles represented 13%, 8 married represented 27%, 7 divorced

representing 23%, 5 separated 17%,3 are widows represented 10%, 2 are widowers represented by

7% and 1 any other represented by 3%. So majority were married respondents, as a sign of

responsibility.

4.1.3 Age of respondents

Table 4.1.3: Age response

Age Frequency Percentage C.F

20-24 4 13 13
25-29 6 20 33
30-39 7 23 56
35-39 5 17 73
40-44 6 20 93
45 above 2 7 100
Total 30 100
Source: Primary data

18
From the table above, showed age of 20-24 were 4 represented by 13%, 25-29 were 6 represented

by 20%, 30-34 were 7 represented by 23%, 35-39 were 5 represented by 17%, 40-44 represented

by 20% and 45 and above were 2 represented by 7%. Therefore, majority respondents were those

of the age group between 30-34years, young and energetic to do the work.

4.1.4 Education level responses

Table 4.1.4: Showed the findings on educational levels of the respondents.

Education Frequency Percentage C.F

O. level 3 10 10

Certificate 5 17 27

Diploma 12 40 67

Degree 7 23 90

Masters 2 7 97

Phd 0 0 97

Any other 1 3 100

Total 30 100

Source: Primary data

From the table above, showed respondents 4 represented for O’ Level 10%, 6 were certificate

holders represented by 17%, 12 were diploma holders represented by 40%, 7 degree holders

represented by 7%, no one holds PHD and any other 1 represented by 3%. Therefore, majority

respondents were knowledgeable

19
4.1.5 Period of being in the organization response

Table 4.1.5: Showed the findings of how long respondents have been working in the
organization.

Working period Frequency Percentage C.F

0-1 year 3 10 10

2 years 6 20 30

3 years 8 27 57

4 years 6 20 77

5 years 7 23 100

Total 30 100

Source: Primary data

From the table above, 3 respondents had worked for less presented by 10%, 6 respondents had

worked for 2 years presented by 20%, 8 respondents had worked for 3 years presented by 27%, 6

respondents had worked for 4 years presented by 20%, and 7 respondents had worked for 5 years

presented by 23%. Therefore, majority respondents were inexperienced.

20
4.2 Records Indexing

4.2.1 Application of records indexing responses

Table 4.2.1: Showed findings on the records indexing application.

Application of Frequency Percentage C.F

records indexing

Strongly agree 10 33 33

Agree 8 27 60

Not sure 5 17 77

Disagree 4 13 90

Strongly disagree 3 10 100

Total 30 100

Source: Primary data

From the table above, showed 10 respondents strongly agreed which represented 33%, 8

respondents agreed which represented 27%, 5 respondents were not sure which represented 17%, 4

respondents disagreed which represented 13%, and 3 respondent strongly disagreed which

represented 10%. Therefore, majority of the respondents strongly agreed that records indexing

strongly applied to registry.

21
4.2.2 Responses on importance of records indexing

Table 4.2.2: Showed findings on the records indexing importance.

Responses Frequency Percentage C.F

Strongly agree 12 40 40

Agree 9 30 70

Not sure 4 13 83

Disagree 3 10 93

Strongly disagree 2 7 100

Total 30 100

Source: Primary data

From the table above, 12 respondents strongly agreed and represented by 40%, 9 respondents

agreed with 30%, 4 respondents were not sure and represented 13%, 3 respondents disagreed and

represented 10%, and 2 respondents strongly disagreed represented and majority strongly agreed

with the importance of records indexing.

22
4.2.3 Response on professionalism of records indexing

Table 4.2.3: Showed findings on professionalism records indexing.

Responses Frequency Percentage C.F

Strongly agree 9 30 30

Agree 8 27 57

Not sure 7 23 80

Disagree 3 10 90

Strongly disagree 3 10 100

Total 30 100

Source: Primary data

From the table above, 9 respondents strongly agreed and were represented by 30%, 9 represented

agreed with 27%, 7 respondents were not sure and represented by 23%, 3 respondents disagreed

with 10%, and 3 respondents strongly disagreed that there no professionalism at Tororo district

local government in records indexing . This implies that were professionalism is rewards indexing.

23
4.3 Workers Performance

4.3.1 Responses on performance levels of workers

Table 4.3.1: showed findings on performance levels of workers due to records indexing.

Responses Frequency Percentage C.F

Strongly agree 11 37 37

Agree 7 23 60

Not sure 5 17 77

Disagree 4 13 90

Strongly disagree 3 10 100

Total 30 100

Source: Primary data

From the table above, 11 respondents strongly agreed with 37%, 7represented agreed with 23%, 5

were not sure with 17%, 4 respondents disagreed with 13%, and 3 respondents strongly disagreed

with 10% that performance levels of workers is improved. This implies that the performance levels

of workers is high due to record indexing.

24
4.3.2 Responses on motivating factors of workers

Table 4.3.2: Showed findings on motivating factors of workers.

Responses Frequency Percentage C.F

Strongly agree 10 33 33

Agree 8 27 60

Not sure 6 20 80

Disagree 4 13 93

Strongly disagree 2 7 100

Total 30 100

Source: Primary data

From the table above, 10 respondents strongly agreed with 33%, 8represented agreed with 27%, 7

respondents were not sure with 20%, 4 respondents disagreed with 13%, and 2 respondents

strongly disagreed with 7% that there other motivating factors for workers. This implies that there

are motivating factors of workers.

25
4.4 Relationship between records indexing and workers performance

Table 4.4.1: Showed findings on analysis of records indexing and workers performance
according to the response rate

Responses X Y XY X² Y²

Strongly agree 10 11 110 100 121

Agree 8 7 56 64 49

Not sure 5 5 25 25 25

Disagree 4 4 16 16 16

Strongly disagree 3 3 9 9 9

Total ∑x =30 ∑y= 30 ∑xy = 216 ∑x2=214 ∑y=220

Source: Primary data

r = n∑xy – (∑x∑y

[n∑x2 – (∑ x)2] [n∑y2 – (∑y)2]

r = (5x216)-30x30)2]

[(5x214)-(30x30)] [n(5x220)– (30x30)

r = 1080-900

[2540-1600] [3040– 1600]

r = 1125

170 x 200

r = 180

34000

26
r = 189

184.4

r = 0.98

The results of analysis clearly explain a very high strong correlation between records indexing

and workers performance at Butabika National Referral Hospital with 0.98 which is nearer to

one (1)

27
 CHAPTER FIVE

SUMMARY OF THE FINDINGS, CONCLUSION AND RECOMMENDATION

5.0 Introduction

This chapter helped in summarizing the findings of analysis in chapter four with reference to the

set objectives of the study. Conclusion and the recommendations basing on the real facts identified

during the research study.

5.1 Summary of the main findings

5.1.1 The findings on indexing records

The findings of the study revealed that records indexing have a strong influence on workers

performance in Butabika National Referral Hospital.

The findings on records indexing on total of 18 respondents with 60% who agreed with its

application and 21 respondents with 70% who agreed with its importance in the districts of

Kampala and only 30% did not agree with it.

5.1.2 Findings on the performance levels of workers

The findings revealed that 18 respondents with 60% agreed which was the majority while the

minority did not with 40% and this explained the improved performance levels in Butabika

National Referral Hospital.

5.1.3 Findings on the relationship

The findings on the relationship revealed that there is a very strong correlation between records

indexing and the workers performance within Butabika Hospital as it was tested

Using Karl Pearson Co-efficacy correlation of 0.98 which is even so close to one (1) as evidenced

from the results of analysis in table 4.4 for all the two variables

28
5.2 Conclusion

In line with the respondents views, it was revealed that majority of the respondents agreed to the

fact that records indexing is very paramount to the effectiveness of workers performance in

organizations specifically Butabika National Referral Hospital to have it implemented. The results

of analysis clearly explain a very high strong correlation between records indexing and workers

performance at Tororo district local government with 0.98 which is nearer to one (1).

5.3 Recommendation

Butabika National Referral Hospital should go ahead to take some of its staff for refresher courses

on records indexing and further studies as majority of the staff are diploma holders in terms of

education and training so as to improve on performance of some staff who are not performing to

their best.

More still records indexing materials and specialized programs should be availed to the staff for

better and improved performances to the records officers with in Butabika National Referral

Hospital.

5.4 Limitations of the study

The researcher experience a limitation on inadequacy of funds to facilitation to the research

process yet work was costly and tiresome. Solution was to have funds from parents and friends

There was also a limitation experienced by the researcher due to some respondents not cooperating

very well with the researcher and that is some would just disagree within their responses. Solution;

the research was for academic purpose.

Time factor was also a limitation as this research study had limited time to be accomplished and

yet more time was required in order to make a comprehensive research work.

29
5.5 Areas of further research

This area of records indexing is virgin and it requires more studies to be made for the betterment of

workers performance in all organizations.

There is still need to have better professional in the field of records indexing for better

performance at work places and recruitment of high trained staff.

30
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34
Appendix A: Study Questionnaire

UGANDA COLLEGE OF COMMERCE, TORORO

QUESTIONNAIRE

Dear respondent;

I am Atim Ann Charity a student of Uganda College of Commerce-Tororo pursuing a Diploma in

Records and Information Management (DRIM) of Uganda Business and Technical Examinations

Board (UBTEB). The questionnaire is to assist the researcher to get data on the research topic:

impact of records indexing on workers performance at Butabika National Referral Hospital. I

kindly request you to provide me with the relevant data for the success of my research work.

I assure you that all the data or information given is basically for academic purposes only and will

be treated with maximum confidentiality. Respond by ticking the most appropriate response and

fill in where required.

SECTION A: BACKGROUND INFORMATION ON THE RESPONDNTS.

1. Gender

Male

Female

2. Marital status

Single

Married

Divorced

3. Age

20-24

25-29

30-24

35
35-39

40-44

45 and above

4. Level of education

O’ Level

Certificate

Diploma

Degree

Master

PHD

5. How long have you been in this organization

0-1 year

1 years

2 years

3 years

4 years

5 years and above

36
SECTION B: RECORDS INDEXING

1. Records indexing are greatly being applied in the registry of Butabika National Referral

Hospital.

Strongly Agree Agree Not sure Disagree Disagree Strongly disagree

2. Is records indexing very important in the registry?

Strongly Agree Agree Not sure Disagree Disagree Strongly disagree

3. Tororo district local government had qualified professional staff in records indexing

Strongly Agree Agree Not sure Disagree Disagree Strongly disagree

SECTION C: WORKERS PERFORMANCE

1. The performance levels of workers in the registry of Butabika National Referral Hospital is

very high

Strongly Agree Agree Not sure Disagree Disagree Strongly disagree

2. Tororo district local government has tried to improve on the motivating factors of worker

Strongly Agree Agree Not sure Disagree Disagree Strongly disagree

37
SECTIOND: RELATIONSHIP BETWEEN RECORD INDEXING AND WORKERS

PERFORMANCE

1. Records indexing have improved on the workers performance of Butabika National

Referral Hospital.

Strongly Agree Agree Not sure Disagree Disagree Strongly disagree

THANK YOU FOR YOUR GOOD CO-OPERATION.

38
Appendix B: Research Plan

Period Activity

Sept, 2019 Research topic selection and approval

Oct, 2019 Letter of introduction for data collection

Nov, 2019 Proposal writing and approval

Dec, 2019 Acceptance letter for data collection

Jan-Feb, 2020 Data collection from the field

March, 2020 Data presentation and analysis

May, 2020 Data processing and approval

June, 2020 Signing and submission to UBTEB

39
Appendix C: Research Budget

Item Amount

Stationary 60,000

Accommodation 100,000

Transport 50,000

Meals 30,000

Airtime 10,000

Research processing 70,000

Research supervision 100,000

Sundry expenses 20,000

total 440,000

40