Online Recruitment System

Abstract:
Project Details:
The project entitled Online Recruitment System is assigned by the
organization.
The aim is to provide services to both the Employer and the Graduate by
recruiting Graduates according to the employer specifications. The main flow of the
project goes as follows.
The three main users involved in this system are
Graduate
Employer
Administrator

1.
2.
3.

Graduate is the one who is looking for a job in the same organization who
can be either a fresher or an experienced.

Employer is a resource of the organization who specifies the requirements.

From each department only one authorized person acts as an employer.

Administrator is also a resource of the organization from HR department.

He/she acts as a mediator between the employer and the graduate.

Graduate gives the complete details about his/her Personal, Educational and
Skills which can be updated accordingly until a valid period of three months.

Whenever there is a vacancy, the employer comes into play by specifying

the requirements which are viewed by the registered graduate.

Administrator is responsible to intimate the eligible students for that

particular post through e-mail and also updates the employee database according to the
instructions given by the employer after the complete process of interview.

Existing System:
The company recruits graduates by maintaining manual records which involves many
loop holes.

Drawbacks:
1

1. Redundancy:
Manual records tend to contain data which are redundant. This is because
Normalization followed is consistent data base is missing feature in manual records.
2. Inconsistency:
Because of redundant data, there is no consistency in the data.
3. Time Consuming:
Maintaining each students and employees data with much number of fields is a
tedious process and takes more time to retrieve back.
4. Improper Validation:
There are many cases where validation is to be performed between the existing data
and yet to be entered data. Also, a graduate who appears for the interview and fails to
succeed should not be reconsidered until a period of 3 months.
5. Tedious:
An organization data base goes through many numbers of updates each day which is
hard to maintain in registers.
6. More HR:
In order to maintain the information of all the employees and students who applied
for different jobs a special group of employees should be hired, which ultimately tends to
the waste of resources.

Problem Solution:
The existing system should be replaced with a totally automated online recruitment
system which enables easy and flexible manipulations of various activities.
The first step of system analysis involves the identification of need.
The lists of requirements that are identified are:

Registered graduates should be eligible to apply for one or many available jobs
only if the given job requirements match with their skill sets.
Unregistered graduates cannot interactive and user friendly site is required for
all graduates, employers and administrator.
New graduates cannot access the system functionality until they are registered.
From each department administrator assigns a single employee as an employer.
The employer is responsible to post the job requirements along with the
selected student information after the complete recruitment process.
The administrator is the mediator between the graduate and the employer.
Normalized database should be maintained which yields in consistent results.
Generating reports at regular intervals which are helpful in decision making.
2

The product developed shall be named as ONLINE RECRUITMENT SYSTEM

Analysis:
Existing System:
The company recruits graduates by maintaining manual records which involves
many loop holes.
Drawbacks:
1. Redundancy:
Manual records tend to contain data which are redundant. This is because
Normalization followed is consistent data base is missing feature in manual records.
2. Inconsistency:
Because of redundant data, there is no consistency in the data.
3. Time Consuming:
Maintaining each students and employees data with much number of fields is a
tedious process and takes more time to retrieve back.
4. Improper Validation:
There are many cases where validation is to be performed between the existing data
and yet to be entered data. Also, a graduate who appears for the interview and fails to
succeed should not be reconsidered until a period of 3 months.
5. Tedious:
An organization data base goes through many numbers of updates each day which is
hard to maintain in registers.
6. More HR:
In order to maintain the information of all the employees and students who applied
for different jobs a special group of employees should be hired, which ultimately tends to
the waste of resources.

Proposed System:
The developed system overcomes all the above listed drawbacks.
All the Graduates, Employer and Administrator information is maintained in
normalized database instead of manual records.

This feature helps in maintaining database which is consistent, not redundant

and easily maintainable.

This system helps in restricting any graduate to register itself multiple times.

The three main users are

1.
2.
3.

Graduate
Employer
Administrator
Graduate is the one who is looking for a job in the same organization who can
be a fresher or an experienced.
After entering all the details, the graduate can view a page containing all the
vacancies available.
Graduate can now apply to one or any number of jobs whose interview details
are later intimated by the Administrator.
Employer is a resource of the organization from HR department. He/she acts as
a mediator between the employer and the graduate.
The graduate gives the complete details about his/her Personal, Educational and
Skills which can be updated accordingly until a valid period of six months.
Whenever there is a vacancy the employer comes into play by specifying the
requirements to the administrator.
Administrator generates report to view the systems usage by the graduates and
the employers in the recruitment process in a periodical base.
The report specifies the number of applied and selected graduates for all the
designations with the details in brief.

Feasibility study:
Whenever we design a new system, normally the management will ask for a
feasibility report of the new system. The management wants to know the technicalities and
cost involved in creation of new system.
- Technical feasibility
- Economic feasibility
- Physical feasibility
Technical feasibility:
Technical feasibility involves study to establish the technical capability of the
system being created to accomplish all requirements to the user. The system should be
capable of handling the proposed volume of data and provide users and operating
environment to increase their efficiency.
For example, system should be capable of handling the proposed volume of data
and provide users.

Economic feasibility:
Economic feasibility involves study to establish the cost benefit analysis. Money
spent on the system must be recorded in the form of benefit from the system. The benefits
are of two types:
Tangible benefits:
Saving man labor to do tedious tasks saves time.
Intangible benefits:
4

Improves the quality of organization.

Physical feasibility:
It involves study to establish the time responses of the new system being created.
For e.g., if the new system takes more than one day to prepare crucial finance statement
for the management, wherever it was required in an hour, the system fails to provide the
same.
It should be clearly establish that the new system requirements in the form of time
responses would be completely met with. It may call for increase in cost. If the required
cost is sacrificed then the purpose of the new system may not be achieved even if it was
found to be technically feasible.
Scope of the Project:
The proposed system will affect or interface with the activities of graduate,
employer and administrator.
The system works and fulfills all the functionalities as per the proposed system.
It will provide reduced response time against the queries made by different users.
The administrator will have a clear view of number of vacancies for a particular job,
number of candidates applied and number of candidates selected.
All possible features such as verification, validation, security, user friendliness etc
have been considered.
The different types of modules present in this project are

Proposed System:
1. User Interface
Login
Register
Change password
Edit profile
Apply for jobs
2.
Online exam
Deployment of question paper
Automatic uploading
Evaluation of answer sheets
3.
Check status
employer
graduate
4. Verification
- Voter id
- Passport no
- Driving license no
- Graduation registration no
5. Administration
5

- Create employer
- Delete employer
6. Generate report
- Generates the no of graduates registered
- Generates the no of graduates selected
Software Requirements:
Programming language
Web server
Database
Web technologies
Operating system

.NET (ASP.NET 3.5, C#.NET)

IIS
Oracle 9i
HTML, Java script
Windows XP, 98, 2000

Hardware Requirements:
Processor
Memory

- Intel Pentium III or IV

- 2 GB RAM or greater

Design:

In the present use case diagram we have three actors.

The actors are Graduate, Administrator and Employer.
The use cases are user interface, online exam, and check status, mailing and generating
reports.

USER INTERFACE

REGISTER
<<extend>>
<<include>>
<<extend>>

LOGIN

USER INTERFACE
<<extend>> EDIT PROFILE

APPLYING FOR JOBS

In the user interface module we have sub modules like register, login, edit profile and
apply for jobs.
Registering is mandatory for the user.
The user can edit his profile by going to edit profile.
During registering the graduate would be given a unique id which he has to use as his
further proceedings.

CHECK STATUS

INTERVIEW RESULTS

CHECK STATUS

STATUS UPDATION

Check status is used by the graduate to see his status whether he is selected or not.
It is also used by the employer to see whether he is eligible for the post.
It is used by the administrator to change the status of both the graduate and the
administrator.

ONLINE EXAM

QUESTION PAPEWR
DEPLOYMENT
<<include>>
<<include>>
ONLINE EXAM
<<include>>

AUTOMATIC
UPLOADING

GENERATING REPORTS
EVALUATION

During the online exam the student goes to the prometric center and writes the
exam.
There initial validation will be done. (His photo)
First the deployment of the question paper will be done at the main server of the prometric
center.
<<include>>
The uploading of the answer sheet will be done to the main server. WEEKLY REPORTS
The answer sheet will be loaded in the database and will be evaluated.

GENERATING
REPORTS

<<include>>

Reports will be generated by the administrator.

He will generate both weekly and monthly reports.

MONTHLY REPORTS
10

He will be preparing the reports based on the number of people applied and the number of
people who got selected.

In the class diagram we have three classes that is the graduate, administrator and the
employer.
11

Activity diagram:

In the user interface register the user has to give all his mandatory fields then only he will
get the form if not he will not be given form. After entering all the details he has to submit
his form His entire details will be stored in the database server.

In the administrative interface login the administrator has to give his e-mail id and
password to access his details. From here he can interact with the

graduate and the employer He can select employer in each and every department.
12

Edit profile

enter the graduate id

and passwd

is valid
NO

Please enter the

i d correctly

YES

Edit profi le

Update
profile

Edit profile is used by the graduate to change his profile. He can change his profile if in
the mean time he completes any certification courses. For this he has to give his emailed
and password or his registration number to access his account.

Applying for job

Enter the graduate id

and passwd

no

Incorrect id

yes
Get job
deatails

Ap[ply for job

Eligi bility
check
no
yes

you are
inelligible

Store in D B
details

13

The graduate can apply for one or many no of jobs. But he has to first satisfy the eligibility
check. Depending upon the eligibility he will be given the form. If he meets the
companys requirements he will be notified in his homepage.
ONLINE EXAM

Get the time set by

the administrator

Get the time from

internet server

NO

If both times are same

YES
Deploy the question
paper to the local server

If the time set by the administrator and the time set the internet server becomes same then
the deployment of the question paper will be done
This will be done in the main server. Then from here it will be transformed to all the
clients (i.e. all the systems.)

Sequence diagrams:

14

PERSONAL DETAILS ENTRY

:personaldetails
form

:personal
details servlet

:grad details
table

educational &
reference form

1:Enter Data & Check form

2:Submit
3:Mountdb & setquery

4:process db

5:Accept results
6:Show form

First the user has to give his details in the educational details entry form, there the self
checking will be done and it will be submitted to the personal details servlet. From there
the user can mount the database and set the query in the grad details table where the
processing will be done in the database. Then the educational and reference form will be
show.

15

EDUCATIONAL & REFERENCE DETAILS ENTRY

:educational&re
ference form

:educational
servlet

:graduate table

:grad ref table

:grad tech
skills form

1:Enter details & Check form

2:submit
3:Mount db&set query

4:Process db

5:Accept result

6:Set query

7:Process db

8:Accept result

9:Show form

In the educational and reference form he has to give his details where self checking will be
done. Then he will submit his form to the educational servlet. He can mount the database
and set the query. Then the form will be showed to him.

16

EXPERIENCE DETAILS ENTRY

:grad experience
form

:experience
servlet

:grad experience
table

1:Enter details & check form

2:Submit

3:Mount db & set query

4:Process db
5:Accept Values
6:Display Unique id

In the experience details entry form the graduate has to give the entire details in the
graduate experience form where self checking will be done and the form will be done to
the experience servlet. Then he can mount the database and set the query in the graduate
experience table and he will be given the unique id.

17

GRADUATE LOGIN
:login form

:login servlet

:grad login
table

:grad options
form

1:Give user id & pwd

2:Submit
3:Mount db
4:Set query
5:Check db
6:Accept results
7:Display message
8:Show form
mismatch

In the graduate login form the graduate has to give his user id and password then his
details will be submitted to login servlet. There he can mount the database and set the
query where the self checking will be done and the graduate details form will be shown.

18

CHANGE PASSWORD
:web
application

:change pwd

:grad details

1:Give existing & new pwd with confirmation

2:Submit
3:Post query
4:Verify & Update db
5:Send results
6:Display results

New pwd
confirmation

In the change passwd module the user has to give his email id and passwd then he has to
submit to the change passwd object. Then he can set the query in the graddetails form
where the verification will be done and the results will be displayed by giving the
confirmation to the new passwd.

19

CHECK STATUS
:check status
form

:status servlet

:applied grad

1:Check Status
2:Mount db

3:Set query
4:Process query
5:Accept Values
6:Display status

In the check status form the graduate and the employer interact with it. This is used by the
graduate and the employer to see the status. He will be seeing his status in the status
servlet. He can mount the database and set the query in the applied graduate object where
the query will be processed and the result will be shown in the check status form.

20

APPLY FOR AVAILABLE JOBS

:grad options
page

:apply servlet

:emp
requirements

:grad details

:applied grad

1:Apply
2:Mount db

3:set query
4:Process query
5:Accept details

6:set query
7:Process query
8:Accept Values

9:Failure notice
10:Insert values
11:Update db
12:Accept results
13:Display successfully applied notice

In the sequence of the apply for available jobs the graduate has to give his entire details in
the grad options page and he has to mount the database in the apply servlet and set the
query in the emp requirement table. There he can insert the values processing of the
database will be done and the result will be displayed to grad details page

21

EMPLOYER LOGIN
:login

:employer login

:emp login

:employer
options form

1:Give id & pwd

2:Submit
3:Mount db

4:Set query
5:Validate db
6:Accept values
7:Show the same form
8: Display form
invalid

valid

First the employer has to login into companys website. Then he has to login in the
employer login form. Then he can mount the database and set the query .Validation will be
done at the emp login. If it is correct the form will be displayed.

22

POST REQUIREMENTS
:employer
options form

:post req

:emp req

:emp skills

1:enter requirements & check form

2:Submit
3:Mount db

4: Set query
5:Update db
6:Accept values

7:Set query
8:Update db
9:Accept values
10:Display result

In the post requirements sequence diagram the employer has to give his entire details
where the self validation will be done. Then the form will be submitted to the post
requirements object where he can set the query in the employee skills form. Then the result
will be showed to employer options form.

23

GENERATING REPORT
:generate report
form

:generate report

:appliedgrad

:empselect

1:generatereport
2:mount db
3:set query

4:process DB

5:accept values

6:set query
7:process DB
8:accept values
9:display result

Generating the report will be done by the administrator .From the generate report form he
has to mount the database and set the query in the applied grad object. There he can set the
query in the emp select where the processing will be done and the report will be shown in
the generate report form.

24