Upload
karthigeyan-sekar
View
36
Download
0
Tags:
Embed Size (px)
Citation preview
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
1
SYSTEM ANALYSIS & DESIGN OF THE
‘‘RECRUITCORAL’’ ONLINE RECRUITMENT
MANAGEMENT SYSTEM
Submitted to:
Dr. Bassam Hasan
Submitted by:
Devi Sivasankar (R01335892)
Karthigeyan Sekar (R01335898)
Santhosh Kumar Thangarathinam (R01335907)
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
2
System Analysis & Design of ‘‘RecruitCoral’’ - An Online Recruitment Management System
Table of Contents PART 1: PROJECT INITIATION AND PROJECT PLANNING FOR THE ‘‘RECRUITCORAL’’ ONLINE
RECRUITMENT MANAGEMENT SYSTEM ...................................................................................................... 5
1. Introduction .............................................................................................................................................. 5
1.1 Company Background ......................................................................................................................... 5
1.2. Business Problem ................................................................................................................................... 6
1.3. Description of the Current System......................................................................................................... 6
1.4. System Request to Develop an Online Recruitment Management System .......................................... 7
1.5. Baseline Project Plan .............................................................................................................................. 9
1.5.1 Introduction ..................................................................................................................................... 9
1.5.2 System Description .......................................................................................................................... 9
1.5.3 Feasibility Assessment ..................................................................................................................... 9
1.5.4 Management Issues ....................................................................................................................... 11
1.6. Description of the Project .................................................................................................................... 14
1.6.1 Tasks Involved and Time Estimates ............................................................................................... 14
1.7. Description of the Project Team .......................................................................................................... 15
1.7.1 Members ........................................................................................................................................ 15
1.7.2 Meeting Schedule .......................................................................................................................... 17
1.7.3 Project Communication Plan ......................................................................................................... 17
1.7.4 Tools to be used in the Project ...................................................................................................... 17
1.8. Project Scope Statement ..................................................................................................................... 17
1.8.1 General Project Information .......................................................................................................... 18
1.8.2 Problem/Opportunity Statement .................................................................................................. 18
1.8.3 Project Objectives .......................................................................................................................... 18
1.8.4 Project Description......................................................................................................................... 18
1.8.5 Business Benefits ........................................................................................................................... 18
1.8.6 Project Deliverables ....................................................................................................................... 19
1.8.7 Estimated Project Duration ............................................................................................................ 19
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
3
PART 2: REQUIREMENTS DETERMINATION FOR THE ‘‘RECRUITCORAL’’ ONLINE RECRUITMENT
MANAGEMENT SYSTEM ............................................................................................................................. 22
2.1 Interviews .......................................................................................................................................... 22
2.1.1 Interview with Anita Caroline (Senior Recruiter) ....................................................................... 22
2.1.2 Interview with Karthigeyan Sekar (HR Manager)....................................................................... 23
2.2 Observations ..................................................................................................................................... 25
2.2.1 Observing Dheeraj V G (Job Posting) ......................................................................................... 25
2.3 Document Analysis ............................................................................................................................ 26
2.3.1 Staff Recruitment and Selection Hiring Checklist ...................................................................... 27
2.3.2 Manpower Planning Checklist ................................................................................................... 28
2.3.3 Applicant Evaluation Form ......................................................................................................... 29
2.4 JAD Session Plan ................................................................................................................................ 29
2.5 List of Obtained Requirements ......................................................................................................... 32
PART 3: REQUIREMENTS MODELING FOR THE ’’RECRUITCORAL’’ ONLINE RECRUITMENT
MANAGEMENT SYSTEM ............................................................................................................................. 34
3.1 Data Flow Diagrams: ............................................................................................................................. 34
3.1.1 Context Diagram: ........................................................................................................................... 34
3.1.2 Level 0 Diagram: ............................................................................................................................. 35
3.1.3 Level 1 Diagram: ............................................................................................................................. 38
3.1.4 Level 2 Diagram: ............................................................................................................................. 39
3.2. Use Case And Activity Diagrams: ......................................................................................................... 40
3.2.1 Use Case Diagrams: ........................................................................................................................ 40
3.2.2 Activity Diagrams ........................................................................................................................... 43
3.3. Process Logic & Decision Table ............................................................................................................ 45
PART 4: REQUIREMENTS STRUCTURING AND DESIGN FOR THE ‘‘RECRUITCORAL’’ ONLINE
RECRUITMENT MANAGEMENT SYSTEM .................................................................................................... 47
4.1 Class Diagram ........................................................................................................................................ 47
4.1.1 The ‘Applicant’ Class: ..................................................................................................................... 47
4.1.2 The ‘Interview’ Class ...................................................................................................................... 48
4.1.3 The ‘Interview_Applicant’ Class ..................................................................................................... 48
4.1.4 The ‘Vacancy’ Class ........................................................................................................................ 48
4.1.5 The ‘Applicant_Vacancy’ Class ....................................................................................................... 48
4.1.6 The ‘Recruiter’ Class ....................................................................................................................... 48
4.1.7 The ‘Online_Test’ Class .................................................................................................................. 48
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
4
4.1.8 The ‘Screening’ Class ...................................................................................................................... 49
4.1.9 The ‘Resume’ Class ......................................................................................................................... 49
4.2 Entity-Relationship(ER) Diagram ........................................................................................................... 51
4.3 Database Table Structures: ................................................................................................................... 53
4.4 Forms and Reports ................................................................................................................................ 55
PART 5: IMPLEMENTATION PLAN FOR THE ‘‘RECRUITCORAL’’ ONLINE RECRUITMENT MANAGEMENT
SYSTEM ....................................................................................................................................................... 57
5.1 Testing Plan: .......................................................................................................................................... 57
5.1.1 Tracking Bugs and Evaluation ........................................................................................................ 59
5.1.2 Alpha and Beta Testing .................................................................................................................. 59
5.2 Conversion Plan .................................................................................................................................... 60
APPENDICES ................................................................................................................................................ 61
Appendix 1: Staff Recruitment and Selection Hiring Checklist ................................................................... 61
Appendix 2: Manpower Planning Checklist ................................................................................................ 64
Appendix 3: Applicant Evaluation Form ...................................................................................................... 64
Appendix 4: JAD Session ............................................................................................................................. 65
Appendix 5: MS Project Plan ....................................................................................................................... 65
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
5
PART 1: PROJECT INITIATION AND PROJECT PLANNING FOR THE
‘‘RECRUITCORAL’’ ONLINE RECRUITMENT MANAGEMENT SYSTEM
1. Introduction
1.1 Company Background Coral Fashions Limited is a relatively young and dynamic South Indian fashion retail chain.
The first Coral store was opened in Chennai, India in 2013. As of January 2015, there are 15 Coral
stores in 8 cities in India. According to the Brand Success Report 2014, a study conducted by
Research Intelligence Advisory, Coral Fashions featured among the 10 most rapidly growing retail
chains in India. A typical Coral Fashion retail store is about 20,000 square feet. The stores are
usually located at shopping malls in high-class residential and commercial suburbs in Tier I and
Tier II cities.
Coral Fashions currently spans a retail space of 300,000 square feet, which is amongst the
largest in South India. Coral Fashions’ retail stores sell approximately 100 brands. This includes a
combination of licensed brands and private labels and much more in accessories. It also offers an
extensive collection of premium brands that fit to different occasions for women, men and kids.
Some brands that are available at Coral Fashions’ retail stores include Rig, Lombard, Urbana, Bare
Denim, Indigo Nation and Akkriti for men and Annabelle, Ajile, Trishaa, Honey and Biba for
women. Brands for kids available at Coral Fashions include Lee Cooper Juniors, Pink & Blue,
Barbie, Chalk and Disney.
In addition to apparel, customers can also pick from a vast collection of accessories such
as watches, sunglasses, handbags, cosmetics and fragrances (perfumes). These include brands such
as Tommy Hilfiger, Revlon, Polaroid, Fastrack, Citizen, Maybelline, Caprese, Espirit and Allen
Solly.
The company presently faces stiff competition from other established fashion retailers such
as Shoppers Stop, Pantaloons, Trent, Lifestyle, Reliance Trends, Maxx Fashions, Fab India, Hi
Style, Pothys, The Chennai Silks, Basics, Big Bazaar, Raymonds and Manyavar. Coral Fashions
is continuously expanding its footprint in other parts of India now. With its promise of delivering
a ‘Trendy Fresh Fashion’ to its customers, Coral Fashions is now focused on expansion.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
6
1.2. Business Problem The Coral Fashions management team is highly committed to excellence in customer
service. Since the daily operations of the stores involves a very high degree of face-to-face
customer interaction, ‘Human Resources’ is more often viewed upon as a strategic function rather
than just as a support function. Therefore, hiring the correct people is crucial for the company to
maintain its stronghold in the industry. With an ever increasing competitive landscape, Coral
Fashions has now identified the need for recruiting more sales personnel to its new stores. At
present, the company uses a manual system to recruit, train and appraise its employees. Most of
the job applications occur in person or by post. HR folks manually screen resumes to filter out
candidates for a job description. This has put lot of pressure on the HR department as this process
is slow, time-consuming and highly inefficient.
Consequently, HR has identified the need for an information system that can automate
the recruitment process. By implementing an automated system, applications can be screened
and reviewed by computer programs that could easily identify and filter ‘best’ candidates by
keyword searches. Also, an online job application portal is also expected to be developed. The
prominent goal of this new system is to improve HR efficiency and profitability of the company
by automating the Recruitment function.
1.3. Description of the Current System Currently, Coral Fashions Limited does not use an application software for the recruitment
process in its HR department. Till date they have been doing it manually. Due to the recent
expansion plans, the requirement for personnel is increasing tremendously which has become
cumbersome to do it manually. Checking for vacant positions in the company, posting a job-
opening through various media, filtering of resumes, selection of appropriate candidates for the
right job, scheduling interviews, interviewing them, selecting and making the final decision has all
been done manually till now. These tasks are to be replaced by separate modules in the new system
which is to be developed so that everything can be computerized.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
7
1.4. System Request to Develop an Online Recruitment Management
System For this project, a System Service Request (SSR) was submitted by Coral Fashions’ Chief
HR Manager Karthigeyan Sekar, to develop an Online Recruitment Management System
(‘RecruitCoral’). The SSR for this project can be seen in Figure 1.1.
Karthigeyan is of the opinion that this new system would help reduce the pitfalls in the
current HR practices at Coral Fashions and help improve the productivity and quality of the HR
department’s efficiency. He also feels that ‘RecruitCoral’ will provide many tangible and
intangible benefits to Coral Fashions. This project has been selected by Coral Fashions’ Systems
Priority Board for project initiation and planning study. At the time of project initiation, Senior
Project Manager Devi Sivasankar was assigned to work with Karthigeyan to initiate and plan the
project. At this stage, all project initiation activities have finished. Karthigeyan and Devi are now
focusing on project planning activities to complete the Baseline Project Plan (BPP).
Essentially, the primary reasons (as outlined in Figure 1.1) that necessitate the need for an
Online Recruitment Management System include the following:
Increasingly time-consuming nature of the manual processes involved in screening
resumes and cover letters
Increasing complexity of maintaining job and candidate information in Excel spreadsheets
and file-folders
Increasing difficulty in posting new job openings and recruiting candidates on time to meet
ever increasing manpower needs of the company
The service request included the following:
A detailed analysis of existing HR recruitment practices at Coral Fashions
Design and implementation of an automated (web-enabled) system to enable improved HR
quality and efficiency
Specifications outlining the functionality of the newly proposed system such as the ability
to filter resumes online, post job openings online and maintain job and candidate details
online.
Figure 1.1 shows the System Service Request as specified by the HR Manager:
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
8
Figure 1.1: System Service Request for Online Recruitment Management System (Coral Fashions)
Coral Fashions Limited
System Service Request
REQUESTED BY Karthigeyan Sekar DATE: February 12, 2015
DEPARTMENT Human Resources
LOCATION Headquarters, Miami
CONTACT Tel: 4-3606 E-Mail: [email protected]
TYPE OF REQUEST URGENCY
[X ] New System [ ] Immediate: Operations are impaired or opportunity lost
[ ] System Enhancement [X ] Problems exist, but can be worked around
[ ] System Error Correction [ ] Business losses can be tolerated until new system installed
PROBLEM STATEMENT
Market expansion plans at Coral Fashions has caused augmented volumes of work for the HR department.
This involves recruiting more personnel for the newly opened stores which has increased our time to screen effective
candidates. We are presently using manual methods to screen job applications and a Microsoft Excel spreadsheet
to maintain candidate records. This method has certain problems: (1) It is a time-consuming approach to go through
piles of resumes each day and to choose ‘best-fit’ candidates for an interview; Most of the resumes that we receive
do not meet our criteria and it is totally unproductive for our HR personnel to screen candidates this way; (2) The
process of maintaining candidate information in an Excel spreadsheet is highly ineffective. It does not allow us to
search and sort candidates and existing employees for internal recruiting purposes; (3) The absence of an online job
application portal also makes it difficult for us to post job advertisements and recruit candidates on time. It is also
costing us a lot to post ads in newspapers and radio shows. This is constantly increasing our hiring budgets and
consequently has upset upper management.
SERVICE REQUEST
I request a comprehensive analysis of our existing method of job posting and recruiting candidates with an
intent to design and build an all new automated recruiting system. This system should handle all recruiting activity
from posting job openings to the company’s website, accepting online applications via a portal, and helping us with
managing new candidate and existing employee details. I feel that the presence of such a system will improve the
business efficiency of Coral Fashions, especially in delivering exceptional customer service and a hassle-free
shopping experience.
IS LIAISON Devi Sivasankar, 5-6732 E-Mail: [email protected]
SPONSOR Vijaykrishnan Krishnamurthy, 5-6745 E-Mail: [email protected]
- - - - - - - - - - - - - - - - - TO BE COMPLETED BY SYSTEMS PRIORITY BOARD - - - - - - - - - - - - - - - - -
[ X ] Request approved Assigned to Devi Sivasankar .
Start date March 10, 2015 .
[ ] Recommend revision
[ ] Suggest for development [ ] Reject for reason __________
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
9
1.5. Baseline Project Plan The Baseline Project Plan (BPP) is an important document and is a major deliverable from
the project initiation and planning phase. The Baseline Project Plan of a project shows the best
estimate of the project’s scope, benefits, costs, risks and resource requirements. Figure 1.2 shows
the Baseline Project Plan (BPP) for this Online Recruitment Management System project.
As can be seen from Figure 1.2, the BPP for this project comprises an (i) Introduction to
the project, (ii) System Description of the proposed system, (iii) Feasibility Assessment of the
proposed project, and (iv) Management Issues pertaining to this project.
Some major insights from Figure 1.2 are discussed as follows:
1.5.1 Introduction The Introduction section of the BPP provides the project’s overview and possible
recommendations for the project outcomes. For this project, the Project Overview outlines the
capabilities and functionalities of the newly proposed system. The Recommendations for this
project include the construction of an Online Recruitment Management System.
1.5.2 System Description The System Description section of the BPP suggests Alternatives and the proposed System
Description for the project. In this project, the project team has provided three alternatives and has
suggested to implement a fully functional website and a database management system to automate
the recruiting function at Coral Fashions. The System Description specifies what technology will
be used to build the system and what technical modules the system shall have. For the
‘RecruitCoral’ system, the .NET Framework and Microsoft SQL Server shall be used to develop
the system.
1.5.3 Feasibility Assessment The Feasibility Assessment section of the BPP provides details on the Economic
Analysis, Technical Analysis, Operational Analysis, Legal and Contractual Analysis, Political
Analysis and, Schedule, Timeline and Resource Analysis for the project. These include the
following:
Economic Analysis: This includes both tangible and intangible benefits as
outlined as follows:
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
10
o Tangible benefits: This includes savings in: (i) hiring budgets by $8000
each quarter, (ii) administrative costs by $1750 each month and (iii)
staffing costs by $500 each month
o Intangible benefits: This includes (i) Reduction in work-stress levels, (ii)
Increase in employee efficiency, (iii) Increase in quality per new hire and,
(iv) Reduction in time to recruit new employees.
Technical Analysis: This evaluates the technical capabilities and risk factors
associated with the project. For this project, it has been shown that the Project
Manager and the System analysts are capable of executing this project.
Operational Analysis: An analysis of how the proposed system solves business
problems is shown here. For the ‘RecruitCoral’ project, the operational analysis
reveal the following:
o Provides online presence thereby increasing visibility of Coral Fashions to
extended reach of job seekers
o Provides ability to post new job openings to a variety of search engines
o Provides ability to create and manage job postings online
o Provides ability to create and maintain candidate profiles online
o Provides ability to automatically sort and filter job applications online
o Provides ability to CoralFashions to improve business efficiency by
increasing HR quality
Legal and Contractual Analysis: This section provides description of legal and
contractual risks associated with the project. For the ‘RecruitCoral’ project, no
such risks are found.
Political Analysis: A description of how key stakeholders of the organization
view the project is outlined in this section. The ‘RecruitCoral’ projet is viewed
upon as ‘potential life saver’ for the Coral Fashions’ HR department.
Schedules, Timelines, and Resource Analysis: This section outlines potential
timeframes, completion date scenarios and resource allocations for the project.
For the ‘RecruitCoral’ project, an initial budget of $25000 has been sanctioned.
Microsoft Project software will be used to monitor the project status. The system
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
11
development and implementation shall take 48 weeks from the start date of the
project.
1.5.4 Management Issues This section of the Baseline Project Plan outlines components of the project planning phase
such as Team Configuration and Management, Communication Plan, Project Standards and
Procedures and, Other Project-Specific topics. Management Issues for the Online Recruitment
Management System project can be found in the BPP as shown in Figure 1.2. Some highlights are
summarized below:
Team Configuration and Management: The Project Manager will be responsible for the
timely completion of the project. The System Analyst will be majorly involved in the actual
design and development of the project with additional inputs from the HR Manager. All
communications and project milestones will be documented by the Project Manager and
she will be responsible for all project-related communications.
Communication Plan: All project-related communication will be through phone calls,
skype, email and meetings. A formal project review meeting will be held every Thursday
and each Friday, a project status report should be sent to the HR Manager.
Project Standards and Procedures: The Online Recruitment Management System
(‘RecruitCoral’) project will follow the standard System Development Lifecycle (SDLC)
methodology.
Other Project-Specific Topics: On project completion, the delivery of the project will be
to the HR Manager. This must be approved to be satisfactory by the HR Manager to deem
the project completed. At every project milestone, a team walkthrough will be organized
and that portion of the project will be presented to the HR Manager for signoff.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
12
Figure 1.2: Baseline Project Plan Report for Online Recruitment Management System (Coral Fashions)
1.0 Introduction
A. Project Overview- This project shall present an online portal, input forms, a database system
and reports to automate the recruitment process, eliminate the HR department’s inability to post
jobs online, screen applications online and improve recruitment quality by reducing
administrative efforts of HR personnel.
B. Recommendation- Many of the HR department’s recruiting problems can be overcome by an
online recruitment management software. The construction of this software has been approved
by the Coral Fashions management board.
-----------------------------------------------------------------------------------------------------------------------------
2.0 System Description
A. Alternatives- Based on the client’s request, we have come up with three alternatives: (i) A fully
functional website for job posting at www.coralfashions.com; (ii) A fully functional website for
job applications at www.coralfashions.com and a database developed using Microsoft Access
and (iii) A fully-fucntional website for job applications and a database developed using Microsoft
SQL Server including capabilities for Reporting services. We recommend alternative (iii) which
is more strategic in nature and can fit-in with Coral Fashions’ expansion plans.
B. System Description: The ‘RecruitCoral’ system will be developed using the .NET framework
and Microsoft SQL Server database. It will contain Menus, Forms, several modules and Reports.
Database programming and forms will enable storage and manipulation of employee
information, job applicant information, job descriptions, Resume fields, Skills selector and job
information.
-----------------------------------------------------------------------------------------------------------------------------
3.0 Feasibility Assessment
A. Economic Analysis- Tangible benefits of the new system includes: (i) Savings in hiring budgets
by over 25% each quarter ($8000), (ii) Savings in administrative and advertising costs by 15%
each month ($1750) and (iii) Reduction in staffing by 1 part-time employee each month
(approximately $500). Intangible benefits include: (i) Reduction in stress levels of HR
department, (ii) Increase in employee efficiency, (iii) Increase in Quality per new hire and,
(iv) Savings in time to screen piles of resumes.
B. Technical Analysis- The Project Manager and the System Analyst have comprehensive
experience with HTML, SQL Server and .NET technologies. The targets of this project are well
within their abilities.
C. Operational Analysis- The project will provide Coral Fashions with the ability to market its
growing human capital requirements with a web presence. In other words, this project will
provide human resource openings at Coral Fashions with an online presence, thereby increasing
visibility within the web. The job postings posted through this project shall be listed in a large
number of search engines. This will ensure that a larger pool of job applicants can be reached out
who are capable of fulfilling the manpower needs Coral Fashions. The project database shall
allow job applicants to create profiles and apply for job postings within the company. The
applicant profiles will contain information such as name, age, address, qualifications, skill sets,
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
13
experience, and references. For the HR users, the project shall constitute the ability to view and
filter the profiles of job applicants for relevant job postings. The proposed system will automate
the recruiting process, provide efficient management of job applications and support Coral
Fashion’s promise of delivering exceptional customer service.
D. Legal and Contractual Analysis- The proposed information system does not display any legal
or contractual issues.
E. Political Analysis- The proposed online recruitment management system is viewed upon as a
potential life saver for the Coral Fashions HR department. The HR department views this project
as a means to improve their hiring efficiency and as a means to reduce their administrative costs.
F. Schedules, Timeline, and Resource Analysis- Microsoft Project software and Gantt Charts will
be used to elicit the progress and timelines for this project. Coral Fashions has approved an initial
budget of $25,000 for the online recruitment management system. This includes all costs relating
to development, hardware, software, data conversion, data manipulation and user training. The
system shall be operational in 48 weeks from start date.
-----------------------------------------------------------------------------------------------------------------------------
4.0 Management Issues
A. Team Configuration and Management-The Project Manager shall be responsible for the
timely completion of the project. The responsibilities of the project manager shall include
establishing the project initiation plan, scheduling team meetings, unfold agendas for such
meetings, proceed over client communications, manage resources and document all project
resources in the Project Workbook. Other duties such as performing technical feasibility and
operational feasibility shall also be under the control of the project manager. The system analyst
shall aid in the actual development and deployment of the project while being guided by the
project manager, HR manager and the vice president. The project manager will be the primary
point of contact for all enquiries pertaining to the implementation of this project.
B. Communication Plan- All project-related communication can be established by means of
telephone, email, skype calls and meetings. The Minutes of Meeting of each correspondence shal
be in the Project Workbook during project status meeting every week. Each Thursday, a formal
status meeting shall be conducted and all information pertaining to this meeting shall be
transcribed into the Project Workbook by the Project Manager. The agendas for each of these
meetings shall be prepared by the Project Manager and must be communicated to the team prior
to each Thursday. Each Friday, a project status report should be sent to the HR Manager to keep
him informed about the progress of the system. A copy of this report must be available to all key
stakeholders of this project.
C. Project Standards and Procedures- The project team shall follow the standard System
Development Life Cycle (SDLC) methodology consistent with Coral Fashion’s SDLC
methodology. The project will undergo the following steps in sequence: (i) Project Identification
and Selection, (ii) Project Initiation and Planning, (iii) Analysis, (iv) Design, (v) Implementation
and (vi) Maintenance.
D. Other Project-Specific Topics- On completion of the project, the deliverable shall be evaluated
periodically by the client (HR Manager) and be agreed upon by the client until deemed
satisfactory. At every project milestone, a team walkthrough shall be organized and that portion
of the project will be presented to the client for signoff.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
14
1.6. Description of the Project A description of the Online Recruitment Management System (‘RecruitCoral’) is provided
in this section.
The project focuses on developing an e-recruitment software which is a multi-module
application software tool designed to help automate the process involved in determining,
attracting, evaluating, interviewing and hiring new staff for Coral Fashions. The name of the online
recruitment management software (RMS) planned to be developed is named as ‘‘RecruitCoral’’.
The modules that would be available in the software are as follows:
● Workforce Requirement Module: To aid in manpower requirement planning
● Vacancy Request Module: To aid in posting new job postings to existing employees
● Vacancy Administration Module: To aid in posting new job postings to outside
applicants
● Applicant Filtering Module: To aid in online resume screening and filtering
● Selection Module: To shortlist and contact ‘best-fit’ candidates online
● Decision Module: To aid in delivering job offers to selected new hires
‘RecruitCoral’ will possess these modules to aid in the successful operation of Coral Fashions’ HR
business function.
1.6.1 Tasks Involved and Time Estimates In order to develop the modules listed in Section 6, the following tasks need to be carried out
sequentially:
Collection of Requirements
Analysis of Processes
Designing of Modules
Designing of Databases
Development of User Documentation
Programming
Development of GUI
Testing
Installation
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
15
Figure 1.3 outlines these tasks along with the Optimistic, Realistic, Pessimistic and Expected
Time for each of these tasks.
Figure 1.3: Tasks involved in developing the ‘RecruitCoral’ Online Recruitment Management
System showing the time required for each task
TASKS TIME ESTIMATE (in weeks)
Optimistic
(o)
Realistic
(r)
Pessimistic
(p)
Expected Time
(ET)
1. Collection of
requirements
1 4 7 4
2. Analyze processes 3 6 9 6
3. Design modules 2 5 7 5
4. Design database 5 8 12 7.5
5. User documentation
development
3 6 8 6
6. Programming 5 9 13 9
7. GUI development 3 5 6 5
8. Testing 1 4 7 4
9. Installation 1 1 1 1
1.7. Description of the Project Team This section outlines the description of the project team. IT also includes their meeting
schedules, communication plans and also includes details on the tools to be used in the project.
1.7.1 Members The ‘RecruitCoral’ Online Recruitment Management System Project Team comprises of
the Chief HR Manager of Coral Fashions Mr. Karthigeyan Sekar, Senior Project Manager Ms.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
16
Devi Sivasankar, Senior System Analyst Mr. Santhosh Kumar Thangarathinam and Vice
President of Coral Fashions Mr. Vijayakrishnan Krishnamurthy will sponsor this project.
The project team’s description showing their names, relevant background, current role in
the project and their skills are shown in Figure 1.4 as follows:
Figure 1.4: Project Team Description of the Online Recruitment Management System Project
(CoralFashions)
S.
No.
Name Background Role Skills
1. Karthigeyan Sekar 6 years of experience
as HR Manager and 2
years of experience at
Coral Fashions
Limited
HR
Manager
Recruiting, Talent
Planning, Employee
Engagement,
Performance and
Rewards, Learning and
Development.
2. Devi Sivasankar 7 years of experience
as Project Manager
and 4 years of
experience at Coral
Fashions Limited
Project
Manager
Leadership, Time
management, Team
management, Problem
Solving and Decision
Making, Project Planning,
Execution and Control.
3. Santhosh Kumar
Thangarathinam
5 years of experience
as System Analyst and
2years of experience
at Coral Fashions
Limited
Sr. System
Analyst
Application Design,
Development, Integration
and Delivery, Application
Maintenance and Support.
4. Vijayakrishnan
Krishnamurthy
Vice President of
Coral Fashions
Limited
Project
Sponsor
Strategic Thinking, HR
Capacity, Leadership,
Business Acumen,
Communication
Proficiency, Problem
Solving\Analysis;
Provides funding and
direction on how to go
about with the project
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
17
1.7.2 Meeting Schedule The project team will meet every Thursday presided by the Project Manager to ensure that
project timelines are consistent with project deliverables. The meetings shall take place every
Thursday an hour before lunch.
1.7.3 Project Communication Plan All project communication between the client and the IS team shall be through the project
manager. Communication will be through Phone calls, Skype calls, WhatsApp messages, Emails
and meetings. All communication must be recorded by the Project Manager for future use.
1.7.4 Tools to be used in the Project The following tools will be used by the project team during the development of the
project:
Google Drive: The project shall be typed using this service by Google. All the team
members were able to make changes to the document and refine it simultaneously thereby
saving time and effort.
.NET Framework: This SDK will be used to create, test and implement the online
recruitment management system. ASP.NET will be used primarily. Some HTML and CSS
shall also be used to create dynamic pages.
Microsoft SQL Server 2012: This database management software will be used to
create and manipulate the databases required for this project.
Microsoft Word: This software will be used to document all reports.
Microsoft Project: This software will be used to track the progress of the project.
1.8. Project Scope Statement The Project Scope Statement (PSS) describes the deliverables and outlines all work
required to complete the project. Figure 1.5 shows the PSS for the Online Recruitment
Management System (‘RecruitCoral’) project. The Project Scope Statement contains a General
Project Information, a Problem/Opportunity Statement, Project Objectives, Project Description,
Business Benefits, Project Deliverables and Estimated Project Duration.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
18
1.8.1 General Project Information The project has been titled ‘Online Recruitment Management System (‘RecruitCoral’)’.
The sponsor for this project is the Vice President of Coral Fashions Mr. Vijayakrishnan
Krishnamurthy and the Project Manager for this project is Ms. Devi Sivasankar.
1.8.2 Problem/Opportunity Statement From Figure 1.5, the Opportunity Statement from the Project Scope Statement reads
“Company growth has exceeded HR department’s ability to quickly and efficiently recruit and
select new store personnel. A betterment of the hiring process needs to be discovered so as to
achieve company objectives and improve HR performance”.
1.8.3 Project Objectives The objectives of this project from the PSS as depicted in Figure 1.5 is listed below:
Facilitate HR to forecast manpower requirements efficiently and profitably
Facilitate HR to post job openings online
Facilitate screening of candidates online
Facilitate HR to cut down on hiring budgets and,
Relieve HR from time-consuming and manually stressful HR recruiting practices
1.8.4 Project Description The Project Description as listed from the Project Scope Statement as depicted in Figure 1.5
include constructing a new IT system that will enable Coral Fashions’ HR to perform the
following:
Post job applications online
Screen and Filter job applications online
Apply for job applications online
1.8.5 Business Benefits The Project Scope Statement of the ‘RecruitCoral’ project outlines the following business
benefits to Coral Fashions:
Improved efficiency in hiring and selecting new recruits
Improved exertion of HR efficiency
Reduction in hiring, administrative and advertising costs
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
19
Improved Quality per Hire
Increased reach of job postings to a wider online audience
1.8.6 Project Deliverables The Project Deliverables as outlined in the Project Scope Statement of ‘RecruitCoral’ project
include the following:
Online Recruitment Management System (‘RecruitCoral’) Analysis and Design
Online Recruitment Management System (‘RecruitCoral’) Programs
Online Recruitment Management System (‘RecruitCoral’) Documentation
Training Procedures
1.8.7 Estimated Project Duration The estimated time to complete the Online Recruitment Management System
(‘RecruitCoral’) project as specified by the Project Scope Statement is 48 weeks (calculated as 5
work days per week).
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
20
Figure 1.5: Project Scope Statement for the Online Recruitment Management System
(‘RecruitCoral’) (Coral Fashions)
Coral Fashions Limited Prepared by: Devi Sivasankar
Project Scope Statement Date: March 10, 2015
General Project Information
Project Name: Recruitment Management System (‘RecruitCoral’)
Sponsor: Vijaykrishnan Krishnamurthy, Vice President of Coral Fashions Limited
Project Manager: Devi Sivasankar
Problem/Opportunity Statement:
Company growth has exceeded the HR department’s ability to quickly and efficiently recruit and
select new store personnel. A betterment of the hiring process needs to be discovered so as to achieve
company objectives and improve HR performance.
Project Objectives:
To facilitate the HR department’s ability to efficiently and profitably forecast manpower
requirements, administer job postings, filter online job applications and thereby hire and select ‘best-fit’
candidates for coping with dynamic market conditions consistent with Coral Fashion’s promise of
delivering exceptional customer service. This will also ensure that Coral Fashion’s HR department is able
to cut down its hiring budgets and to relieve extra stress from its hiring personnel so that HR is made
profitable.
Project Description:
A brand new information system will be constructed that will enable: (1) HR folks to post job
openings online, screen and filter job applications online, identify and promote talent already in the
company and enable (2) job applications to be made online. This will enable HR to automate the hiring
activity to a greater extent than it is now. The standard systems development life cycle method of Coral
Fashions will be followed for this project.
Business Benefits:
Improved efficiency in hiring and selecting new recruits
Improved exertion of HR efficiency
Reduction in hiring costs
Improved Quality per hire
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
21
Reduction in administrative duties
Increased reach of job postings to a wider audience
Reduction in advertising costs
Project Deliverables:
Recruitment Management System (‘RecruitCoral’) Analysis and Design
Recruitment Management System (‘RecruitCoral’) Programs
Recruitment Management System (‘RecruitCoral’) Documentation
Training Procedures
Estimated Project Duration
48 weeks (calculated at 5 work days per week)
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
22
PART 2: REQUIREMENTS DETERMINATION FOR THE ‘‘RECRUITCORAL’’
ONLINE RECRUITMENT MANAGEMENT SYSTEM
2.1 Interviews
Interviewing everyday users of a system or users who are interested in a system is a
productive method of gathering details about present and future systems. For the ‘RecruitCoral’
Online Recruitment Management System of CoralFashions, interviews were conducted with users
of the present and proposed system. Interviews were conducted with the HR Manager
(Karthigeyan) and a Senior Recruiter (Anita) at CoralFashions’ headquarters in Chennai.
2.1.1 Interview with Anita Caroline (Senior Recruiter)
The interview with Senior Recruiter Ms. Anita was focused on the perils faced by recruiters
such as herself in using the current offline recruitment management system where recruiting was
hugely a labor intensive task. The interview also focused upon how effectively candidate
information could be managed in order to aid in easy hiring in the future. She was also interviewed
about what functionalities that the proposed system should have. It is important that Anita is
interviewed because users of the proposed system are going to be recruiters such as herself who
are directly involved in the recruiting process. Some typical tasks that a recruiter such as Anita
does on a daily basis shall include the following:
Obtain Applicant information such as work history, education, training and job
skills
Search for and identify qualified candidates relevant to job criteria
Forecast recruiting expenditure
Reach out to applicants to inform them of job opportunities, consideration and
selection
Advertise job fairs
Screen candidate information and refer appropriate personnel to senior hiring
managers
The above listed tasks are exactly what the proposed system seeks to implement. Hence, it
was inevitable that an interview with Anita was conducted so that the system requirements are
clearly understood. Figure 2.1 shows a synopsis of the interview that was conducted with Anita:
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
23
Figure 2.1: Interview Guide Used With Senior Recruiter Anita
Interview Outline
---------------------------------------------------------------
Interviewee: Anita Caroline
Interviewer: Devi Sivasankar
---------------------------------------------------------------
Location: Anita’s Cabin, Headquarters
Appointment Date: Mar 10, 2015
Start Time: 9.30 am
End Time: 10.15 am
---------------------------------------------------------------
Objectives:
i. Identify problems with existing system
ii. Functionalities expected in the proposed
system
iii. Identify typical tasks that needed to be
performed by the proposed system
Reminders:
---------------------------------------------------------------
Agenda: Approximate Time:
Introduction 1 minute
Project Background 5 minutes
Interview Overview 2 minutes
Topics
Permission to Record
Questions 30 minutes
Problems with existing system
Expected functionalities
Tasks to be automated
General Observations:
i. Interviewee was quick and
willing to answer most of the
questions without second
thoughts.
ii. Was constantly responding to
emails. Probably tech savvy.
Unresolved Issues, Topics Not
Covered:
She needs to look up certain
functionalities especially manpower
budgeting that the system needs to be
able to do.
Interviewee: Anita
Date: Mar 10, 2015
Notes:
Follow up on Mar 15,2015 scheduled
at 9.30 am in Anita’s cabin,
headquarters
2.1.2 Interview with Karthigeyan Sekar (HR Manager)
The interview with the HR Manager Mr. Karthigeyan was focused on identifying ways in
which the proposed online recruitment management system would impact business
competitiveness. He felt that not having an online recruitment management system had a
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
24
significant business impact – losing competitive advantage by not hiring the right talent efficiently,
quickly and cost effectively. Figure 2.2 outlines a snapshot of the interview with Karthigeyan:
Figure 2.2: Interview Outline with Karthigeyan
Interview Outline
---------------------------------------------------------------
Interviewee: Karthigeyan Sekar
Interviewer: Devi Sivasankar
---------------------------------------------------------------
Location: Karthigeyan’s Cabin, Headquarters
Appointment Date: Mar 10, 2015
Start Time: 11.30 am
End Time: 12 pm
---------------------------------------------------------------
Objectives:
Identify ways to improve competitive advantage
with proposed system
---------------------------------------------------------------
Agenda: Approximate Time:
Introduction 1 minute
Project Background 2 minutes
Interview Overview 2 minutes
Topics
Permission to Record
Questions 30 minutes
Functionalities to be included to aid in
managerial decision making & improve competitive
advantage
General Observations:
Interviewee was extremely busy owing
to the managerial aspects of his job.
Had to refer past data frequently.
Expects more report generation
capability from the system
Unresolved Issues, Topics Not
Covered:
NA
Interviewee: Karthigeyan
Date: Mar 10, 2015
Notes:
Follow up on Mar 12,2015 scheduled
at 9.30 am in Karthigeyan’s cabin,
headquarters
According to him, recruiting manually in the absence of an online recruitment tool posed
the following pitfalls:
High recruitment costs
Poor talent reach
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
25
Limited business intelligence
Poor knowledge management
Non-compliance with labor laws and corporate governance requirements
He believed that an online recruitment management system such as ‘RecruitCoral’ would help
CoralFashions to overcome these pitfalls in an efficient manner.
2.2 Observations
The results of interviews with users of the proposed system revealed insights as to what
they felt or thought about the existing system. However, these opinions were only reflections of
their thoughts when the interview took place. In order to ascertain their exact interactions with the
existing system, it is essential to actually see or observe these users performing their task so as to
accurately identify how they feel doing what they have been doing so far.
Following the interview with Anita and Karthigeyan, the Project Manager actually
observed how another recruiter Mr. Dheeraj performed his duties at work. The recruiter was not
informed that he would be observed. This was done intentionally so that the recruiter would not
try to ‘act’ in a way that would seem biased to the systems development team. Alternatively, this
would ensure that ‘Hawthorn Effect’ does not come into place. In other words, not informing
Dheeraj and observing him at work would prove a more accurate insight into how users interact
and feel about the existing system.
2.2.1 Observing Dheeraj V G (Job Posting)
The Observation process began on a typical work day (Wednesday) during normal office hours
at CoralFashions’ headquarters in Chennai. The employee being observed was Mr. Dheeraj, a
recruiter at CoralFashions who has been with the company for 2 years. Typical duties that Dheeraj
performs include the following:
Meet with various department heads every week and identify manpower needs for each
department
Cold call employee referrals for jobs
Post job advertisements on job-search sites such as Indeed.com, Monster.com and
Simplyhired.com and similar websites
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
26
Post job advertisements in newspapers and magazines
Liaise with University Careers Services and organize job fairs
Screen paper applications (Resumes and CVs) from applicants
Invite candidates and conduct written assessments (Aptitude Tests, Psychometric Tests
etc.) on-site at company premises
Schedule interviews for candidates successful at written assessments
Dheeraj was observed performing these tasks for a period of 1.5 weeks. During this time, the
following observations were recorded:
Most of the tasks that Dheeraj performs are time consuming. For example, for each job
opening he has to post the same job advertisements multiple times in multiple job portals.
Most of the tasks that Dheeraj performs are also manually stressful. For example, for every
job application that he receives he has to spend a multitude of minutes going through
resumes of different formats from different candidates only to find that most of them do
not fit the job criteria that he had posted.
Costs associated with advertising the jobs in newspapers and magazines also requires
investment in time and money. This involves Dheeraj to actually visit printing divisions to
check and verify ad specifications in person which reduces his time at work in the office
Sometimes, performing the same tasks daily (such as screening resumes) makes Dheeraj
stressful and makes him take frequent breaks from worker
Sometimes, the recurring nature of these activities makes him skip through established
management procedures so that he makes his work less stressful
He also needs to create, edit and print out lots of paper forms for manpower requirements
planning tasks
2.3 Document Analysis
In addition to interviewing and directly observing users of the proposed system at
CoralFashions, business documentation was also obtained and analyzed to understand how things
were done at the company. For the purpose of the online recruitment management system
‘‘RecruitCoral’’, we obtained three HR documents namely the following:
i. Staff Recruitment and Selection Hiring Checklist
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
27
ii. Manpower Planning Checklist
iii. Applicant Evaluation Form
Appendix 1, Appendix 2 and Appendix 3 show each of these forms and reports used at
CoralFashions’ HR department. A brief description of each of these documents and what
requirements were gathered using these documents in summarized from Section 2.3.1 through
Section 2.3.3 below:
2.3.1 Staff Recruitment and Selection Hiring Checklist
The Staff Recruitment and Selection Hiring Checklist shown in Appendix 1 is used by the
HR department of CoralFashions extensively in the entire recruitment process. It outlines all the
steps involved from identifying a vacancy till a new recruit is inducted to fill that vacancy which
has been identified. It is the ‘mother’ documents for the recruitment process. As can be seen from
Appendix I, the recruitment process in CoralFashions involves the following steps:
i. Identify Vacancy and Evaluate Need
ii. Develop Position Description
iii. Develop Recruitment Plan
iv. Select Recruitment Committee
v. Post Position and Implement Recruitment Plan
vi. Review and Shortlist Applicants
vii. Conduct Interviews
viii. Select Hire
ix. Confirm Recruitment
Each of these steps is self-explanatory. Based on these steps, we have identified the following
requirements for the ‘RecruitCoral’ Online Recruitment Management System:
i. Get Job-List: Indicates functionality to collect a list of vacancies from each department
ii. Insert Job-List: Indicates functionality to update the list of vacancies in the system
iii. Post Vacancy: Indicates functionality to advertise a vacancy online
iv. Post Job Description: Indicates functionality to post relevant job descriptions online
v. Screen Candidates: Indicates functionality to screen applicant profiles based on
predefined criteria
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
28
vi. Shortlist Candidates: Indicates functionality to shortlist applicants for a vacancy based
on predefined criteria
vii. Organize Recruitment Committee: Indicates functionality to allocate members of HR
department for scheduled interviews
viii. Schedule Interview: Indicates functionality to automatically schedule interviews for
shortlisted applicants
ix. Invite for Interviews: Indicates functionality to email shortlisted applicants to attend
physical interviews
x. Approve Recruits: Indicates functionality to select or reject applicants based on
predetermined system inputs
2.3.2 Manpower Planning Checklist
The Manpower Planning Checklist is a form that recruiters at CoralFashions use to collect
vacancy requests from Managers of different departments within CoralFashions. A broad-level
Manpower Planning Checklist form is presented in Appendix 2. Using this form, recruiters such
as Mr. Dheeraj chart out the different vacancies at each department and accordingly plan their
recruiting schedules. This is a highly time consuming task and requires constant physical
communication between recruiters and managers of different departments on a frequent basis. On
studying this form, we have gathered the following requirements:
i. Identify Department: Indicates functionality to identify and code each individual
business division (such as Marketing, Customer Service, HR etc…) in the system
ii. Post Number of Vacancies: Indicates functionality to automatically update
number of available vacancies in each department
iii. Identify Job Roles: Indicates functionality to display nature/level/designation of
vacancies available
iv. Plan Hiring Schedules: Indicates functionality to develop hiring schedules based
on user-specified inputs
v. Approve Vacancy Request: Indicates functionality for HR to approve or
disapprove vacancy requests
vi. Forecast Requirements: Indicates functionality to predict manpower needs based
on historic data stored in the system
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
29
2.3.3 Applicant Evaluation Form
The Applicant Evaluation From shown in Appendix 3 is used by the Recruitment or
Interview Committee to grade or rank applicants during job interviews. Based on the nature of the
job being interviewed for, the candidates are asked questions and are graded on a variety of
parameters such as their Education, Skill set, Relevant Experiences etc… The requirements
identified using this form are listed below:
i. Register Applicant: Indicates functionality for applicants to register(create
profiles) with the system
ii. Update Applicant: Indicates functionality for applicants to update their details in
the system
iii. Delete Applicant: Indicates functionality for applicants to delete their profiles
from the system
iv. Set Grading Criteria: Indicates functionality to set grading criteria (as determined
by HR) to evaluate applicants online
v. Administer Questions: Indicates functionality to administer online assessments
for applicants
vi. Rank applicants: Indicates functionality to rank applicants based on their online
assessment scores
vii. Confirm Applicant: Indicates functionality for HR to confirm or reject an
applicant
2.4 JAD Session Plan
Following Interviews, Observations and Document Analyses, a Joint Application Design
(JAD) session was designed to perform preliminary project planning in a group environment. It
was also done to speed up identification and resolution of immediate issues with the existing
system. With the presence of all key stakeholders, focus on issues impacting the recruitment
process at CoralFashions were identified. The advantages of having organized the JAD session
were the following:
i. It helped identify exactly what the key stakeholders (Recruiters, Managers etc…) consider
important for business efficiency
ii. It helped establish clear consensus and communication
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
30
iii. It served as an early type of comprehensive technical planning and design
iv. It helped the team to collate various different dimensions of the system into a common
understanding
The deliverables obtained from the JAD session included the following:
i. Purpose, Scope and Objectives that the proposed system seeks to solve were agreed upon
ii. The business processes that determine the proposed system design and development must
follow were agreed upon
iii. All Constraints and resource requirements for the proposed project were agreed upon
iv. Any other assumptions and open issues were also discussed upon
Figure 2.3 shows the email which was sent to the key stakeholders inviting them for the JAD
session:
Figure 2.3: Email Requesting Key Stakeholders to attend a JAD Session
The JAD session was conducted on March 20th in the Conference Hall at headquarters from
9.30 am till 11.30 am. This meeting was attended by the Project Manager, HR Manager, Senior
Recruiters, Senior System Analysts, managers of other departments and the VP of CoralFashions.
A sample JAD session conducted for this project is shown in Figure 2.4. It provides an
overview of the JAD session, participants and the agenda. The JAD environment is illustrated in
Appendix 4.
You are invited to attend a joint business process review meeting for the RecruitCoral Project
Planning on March 20, 2015 at the Conference Hall in headquarters at 9 am. The purpose of the Joint
Business Process Review Meeting is to facilitate the development of this business process in a group
environment.
You are a key stakeholder in this project and your input is important. Please review the attached
business process documentation prior to this meeting to make the session more participative. This
information will be discussed in detail at this meeting.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
31
Figure 2.4: Sample JAD Session for the ‘RecruitCoral’ Project
‘‘RecruitCoral’’ Online Recruitment Management System
Coral Fashions
Meeting Purpose Requirements Planning for the ‘‘RecruitCoral’’ Online Recruitment
Management System
Facilitator Devi Sivasankar
Meeting Details Date: March 20, 2015
Time: 9.30 am to 10.30 am
Location: Conference Hall, Headdquarters
Attendees Devi , Santhosh , Karthigeyan
Anita , Dheeraj , Vijayakrishnan
= present, = planned absence, ○ = not present, = conference call; use bold for names of Decision Makers
Pre-Reading Materials
i. Baseline Project Plan (BPP)
ii. Project Scope Statement (PSS)
Meeting Topic Facilitator Time
Introduction to everybody in
the project
Vijakrishnan – VP, Coral Fashions 5 minutes
Introduction to the JAD
process
Devi Sivasankar – Project Manager 2 minutes
Project Overview Karthigeyan Sekar – HR Manager 5 minutes
Design and Planning
Brainstorming
Led by: Santhosh Kumar – Senior Systems
Analyst. Contributed by everybody
40 minutes
Review Action Items Devi Sivasankar – Project Manager 5 minutes
Summary and Close Devi Sivasankar – Project Manager 5 minutes
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
32
2.5 List of Obtained Requirements
Based on the results of interviews, observations and document analyses, we have come up with
the following list of requirements for the ‘RecruitCoral’ online recruitment management system:
i. Get Job-List
ii. Insert Job-List
iii. Post Vacancy
iv. Post Job Description
v. Screen Candidates
vi. Shortlist Candidates
vii. Organize Recruitment Committee
viii. Schedule Interview
ix. Invite for Interviews
x. Identify Department
xi. Post Number of Vacancies
xii. Identify Job Roles
xiii. Plan Hiring Schedules
xiv. Approve Vacancy Request
xv. Forecast Requirements
xvi. Register Applicant
xvii. Update Applicant
xviii. Delete Applicant
xix. Set Grading Criteria
xx. Administer Questions
xxi. Rank applicants
xxii. Confirm Applicant
In addition to the above requirements, we also have some other requirements gathered as
shown below:
i. Register HR User: Indicates functionality to register new HR users
ii. Identify Internal Applicant: Indicates functionality to verify whether applicants are
applying for internal transfers
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
33
iii. Add Resume: Indicates functionality to upload softcopy of resumes
iv. Update Resume: Indicates functionality to edit uploaded resumes within the proposed
system
v. Check Regulations: Indicates functionality to verify whether governmental and corporate
regulations are adhered to during recruitment
vi. View Management Reports: Indicates functionality of the system to display management
reports
vii. Forecast Budgets: Indicates functionality to predict future hiring budgets based on past
data stored in the system
viii. Submit Application: Indicates functionality to submit an application in the proposed
system
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
34
PART 3: REQUIREMENTS MODELING FOR THE “RECRUITCORAL” ONLINE
RECRUITMENT MANAGEMENT SYSTEM
3.1 Data Flow Diagrams:
In this section, we provide descriptions of the Context Diagrams, Use cases, activity
diagrams and a process logic to be employed in the ‘RecruitCoral’ Online Recruitment
Management System. In this project, for the purpose of convenience we use the terms ‘Applicant’
and ‘Candidate’ interchangeably. Similarly, we refer to ‘Vacancy’ and ‘Job Opening’ as one and
the same.
3.1.1 Context Diagram:
A diagram showing the organizational system’s overview such as the system boundary,
external entities that interact with the system, and the major flow of information between them, is
a context diagram. The Online Recruitment System that we are designing, will have the following
information flows and entities interacting with it as shown in Figure 3.1.
Figure 3.1: Context Diagram for the ‘‘RecruitCoral’’ Online Recruitment Management
System
The context diagram is the highest-level view of the system. This context diagram has a
process, no data stores, 3 sources/sinks, and 9 data flows. The only process in this diagram
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
35
represents the entire system. Recruiters, Applicants and HR Managers can interact with the Online
Recruitment System (‘RecruitCoral’). A recruiter can check for vacancies, make hiring decisions
and view candidate ranking details using the Online Recruitment System. Similarly, an applicant
can view advertised job vacancies, be notified of interview outcomes and be made job offers by
the Online Recruitment System. A HR Manager can view Management Reports from the proposed
system.
3.1.2 Level 0 Diagram:
Level 0 diagram is a DFD which shows a system’s major processes, the flow of data, and
the data stores at a higher level of detail compared to that of a context diagram. There are 8
major processes for our proposed system as shown in Table 3.1 as follows:
Table 3.1: Major Processes in the ‘‘RecruitCoral’’ Online Recruitment Management
System
Process
No.
Process Name Description
1.0 Gather information from
various departments about
vacant job postings
Process to gather the information from all the
departments about vacancies in job postings
2.0 Post job vacancy
advertisements
Process to post job vacancy advertisements through
various media vehicles.
3.0 Resume screening and
filtering
Process to screen and filter resumes submitted by
applicants.
4.0 Shortlist candidates
through online test
Process to select candidates by the results of online
tests.
5.0 Call shortlisted applicants
for an interview
Process to notify shortlisted applicants and to call them
for a personal interview.
6.0 Process and display
formatted interview results
Process to access the top ranking individuals based on
the online test results and the interview results
7. Display hired candidate
and prepare email
messages to notify new
hires
Process to display hired candidates and to notify them
with a job offer email notification.
8. Produce management
reports
Process to produce management reports based on the
updates recorded after the hiring decision has been
made.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
36
Level 0 diagram for Online Recruitment System is shown in Figure 3.2 as follows:
Figure 3.2: Level 0 Diagram for the ‘‘RecruitCoral’’ Online Recruitment Management
System
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
37
There are three data stores in the level 0 diagram. These are explained in Table 3.2 as
follows:
Table 3.2: Data Stores in the ‘‘RecruitCoral’’ Online Recruitment Management System
Data Store
No. Data Store Name Description
D1 Vacancies File The list of vacant job posts and their details which are
collected from all the departments are stored in this
file.
D2 Shortlisted Candidates File Candidates shortlisted with the online test results are
stored in this file.
D3 Hired Candidates File The hired candidates (after the hiring decision is
made by the recruiter) and their details are stored in
this file.
There are three external entitites interacting with the system. These are shown in Table 3.3:
Table 3.3: Entities in the ‘‘RecruitCoral’’ Online Recruitment Management System
Entity
No.
Entity Name Description
1. Recruiter The person incharge of finding the suitable applicant for
each vacant post at CoralFashions.
2. Applicant Those interested in the vacancies at CoralFashions and
those who apply for the jobs by seeing the ads posted.
3. HR Manager One who is responsible for managing all the employees
and producing management reports periodically.
The dataflows are explained as follows:
The Recruiter checks the system for vacancy information. The job vacancy information
gathered from all the departments, flow from process 1.0 to 2.0 and 3.0 though the first data store
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
38
D1. Process 2.0 is then responsible for posting ads at various websites and job portals through the
next dataflow. Then the Applicants entity applies for jobs and sends reusmes which is screened
and filtered by process 3.0. The result of screening and filtering is sent to process 4.0. Online test
is conducted and the results of the test are stored in data store D2. Then, notifications to the
shortlisted candidates are done through process 5.0. They are called for an interview. After the
recruiter conducts the personal interview for the shortlisted candidates, the results are fed by the
Recruiter into the system through process 6.0. Process 6.0 ranks the candidates as per the scores
they have received at the interview and sends it to the recruiter who then makes the hiring decision.
Through process 7.0, the hired candidates are listed and email messages are kept ready with each
one’s JD and JS suiting the designations each one is alloted for. These details are then stored in
data store D3. From D3, job offers are sent to the hired candidates. These details are also used for
producing the management reports by the HR Manager.
3.1.3 Level 1 Diagram:
Level 1 diagram is the decomposition of any major process in level 0 diagram. Process 2.0
is decomposed into sub-processes as shown in Figure 3.3:
Figure 3.3: ‘‘RecruitCoral’’ Online Recruitment Management System - Level 1 Diagram
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
39
The inputs and the outputs to the process are the same because of DFD balancing. The
posting of job vacancy advertisements is broken into sub-process as shown in Table 3.4 in the next
page:
Table 3.4: Subprocesses in the ‘‘RecruitCoral’’ Online Recruitment Management System
Sub-
process No.
Sub-Process Name Description
2.1. Prepare JD & JS for each vacant
designation
Job Description and Job Specification is
prepared for each designation of vanct jobs.
2.2. Notify job openings to existing
employees
First preference is given to promotion of
existing employess by notifying them first.
2.3. Prepare advertisements for all job
vacancies (new applicants)
Advertisements are designed and prepared
for new applicants applying for the jobs.
2.4. Publish advertisements The advertisements designed are published.
3.1.4 Level 2 Diagram:
There can be n-decompositions of a DFD. Level 2 is further decomposition of a process in
level 1 diagram. Process 2.4 is decomposed further as shown in Figure 3.4:
Figure 3.4: ‘RecruitCoral’ Online Recruitment Management System Level 2 Diagram
Before publishing the advertisements, one must first find out suitable media vehicles to
post the ads. So, that is done by sub-process 2.4.1. Not every ad would be suitable for all types of
media vehicles chosen. The ones consistent with each are posted by sub-process 2.4.2.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
40
3.2. Use Case And Activity Diagrams:
3.2.1 Use Case Diagrams:
A Use Case diagram in its simplest form shows user interactions with a system. For the
online recruitment management system being developed, we have shown two typical use cases for
‘Resume Screening and Filtering’ and ‘Shortlisting Candidates through Online Tests’.
Figure 3.5 shows the ‘Resume Screening and Filtering’ use case:
Figure 3.5: Use Case Diagram for Process 3.0
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
41
Table 3.5 describes the use case shown in Figure 3.5 above:
Table 3.5: Kite Level Written Use Case for ‘Screening and Filtering Applicants’
Use Case Title:Screening and Filtering Applicants
Actors: Applicants, Recruiters
Level: Kite
Description: Applicants are shortlisted for a specific vacancy based on pre-set criteria as
determined by Recruiters
Trigger: Applicant has applied for a specific vacancy
Pre conditions: Applicant needs to be registered with the system
Normal flow: An Applicant after registering himsel with the system, aplies to vacancies
posted on the system. The system automatically screens and filters applicants (keyword
searches) based criteria already specified by recruiters. Applicants who do not match the
criteria are rejected.
Post conditions: Successful applicants undergo an online assessment and are ranked in order
of gradees.
Alternative flows: Rejected candidates have to apply to other vacancies
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
42
Figure 3.6 shows the ‘Shortlisting Candidates through Online Test’ use case:
Figure 3.6: Use Case Diagram for Process 4.0:
Table 3.6 provides a written description of the ‘Shortlisting Candidates through Online Test’
use case:
Table 3.6: Kite Level Written Use Case for ‘Shortlisting Candidates through Online Test’
Use Case Title: Shortlisting Candidates through Online Test
Actors:Applicant, Recruiter
Level: Kite
Description: An applicant who applies for a specific vacany undergoes an online assessment
(aptitude test and/or a psychometric test) as determined by the recruiter. The recruiter then
calculates the results of these tests as pre-defined by him, posts feedback and comments and
finally ranks and shortlists applicants.
Trigger: Applicant has submitted application for a vacancy
Pre conditions: Applicant must have applied for a vacancy
Normal flow: An applicant undergoes the tests and the results are output to the Recruiter who
then ranks and shortlists the applicants for a vacancy
Post conditions: Applicants are ranked and are shortlisted based on the results of the tests.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
43
3.2.2 Activity Diagrams
A diagram which shows the conditional logic sequence for a business process is called an
activity diagram. Figure 3.7 shows the activity diagram for the hiring process and Figure 3.8 shows
the activity diagram for the applicant registration process.
Figure: 3.7 Activity Diagram for the Hiring Process
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
44
The hiring process has four swimlanes: Applicant, Interview Committee, Recruiter and the
‘RecruitCoral’ System. The shortlisted candidates are called for an interview. The interview
committee conducts interview for them. There may be several rounds like GD, personal interview,
etc. These are out of the scope for this project. So, it is not mentioned anywhere. The results of the
interview are produced by the interview committee and later verified by the Recruiter, who also
feeds the final results into the ‘RecruitCoral’ system. The system ranks and displays the scores of
top ranking candidates which will be used to make the hiring decision by the Recruiter. This again
is fed into the system, which are displayed in a formatted way and job offer email letters are
generated for the hired candidates. The process comes to a halt after sending the job offer letters
to the hired candidates.
The applicant registration process has two swimlamnes: Applicant, ‘RecruitCoral’ System.
The screen displays “Login” and “Sign Up” buttons. If the applicant has registered already, he
simply logs into the system, which the system then verifies. If successfully verified, he can view
the job vacany advertisements and apply for jobs by filling out applications and uploading resume
if he/she successfulyy fills the application form. If not, the applicant can create a new account or
he can use the forgot password link to get hints to security question which he/she sets up during
the creation of a new account. The system comes to a halt after storing all the details.
The activity diagram for this process can be seen in Figure 3.8 in the next page:
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
45
Figure 3.8: Activity Diagram for Applicant Registration
3.3. Process Logic & Decision Table
A Process logic shows a set of interrelationships, assumptions and principles that underlines
a process design and determines its sequence of activities. For the recruitment management
system described in this project, we have developed the following process logic:
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
46
If the Applicant has been selected after Resume Screening or Online Test or Interview, he
will be notified with a Success Notification.
If the Applicant has been not been selected after Resume Screening or Online Test or
Interview, he will not be notified with a Success Notification. Instead he will be notified
with a Failure Notification.
Finally, only after clearing the Interview, he will be issued with a Job Offer
This is illustrated in the Decision Table in Table 3.7 below:
Table 3.7: Decision Table for Applicant Hiring
APPLICANT
HIRING
RULES
1 2 3
CONDITION
STEPS
Test Type R O I
Selected? Y N Y N Y N
ACTION
STEPS
Success
Notification
X X X
Failure
Notification
X X X
Job Offer X
R- Resume Screening and Filtering
O- Online Test
I- Interview
Y- Yes
N- No
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
47
PART 4: REQUIREMENTS STRUCTURING AND DESIGN OF THE
‘‘RECRUITCORAL’’ ONLINE RECRUITMENT MANAGEMENT SYSTEM
In this section, we illustrate and describe the class diagram and the ER diagram for the
‘‘RecruitCoral’’ online recruitment management system. We will also provide a design of some
sample database table/record structures for the proposed system. Additionally, we will also provide
a design of a form and report that the proposed system will use/produce. Finally, a systems
implementation plan is provided that will include a testing plan that explains how the system will
be tested and a conversion plan that explains how conversion from the old system to the new
system will be done.
4.1 Class Diagram The proposed ‘‘RecruitCoral’’ online recruitment management system will have 9 major
classes namely the following:
i. Applicant
ii. Interview
iii. Interview_Applicant
iv. Vacancy
v. Applicant_Vacancy
vi. Recruiter
vii. Online_Test
viii. Screening
ix. Resume
A short overview of each of the major classes is given below:
4.1.1 The ‘Applicant’ Class: This class shall contain instances of all new applicants who would like to register with the
proposed system and apply for vacancies posted by the system. This class identifies all unique
applicants who are registered with the system. An applicant needs to register with the proposed
system and create a unique profile for himself/herself before being able to view and apply to
vacancies posted in the system.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
48
4.1.2 The ‘Interview’ Class This class will include instances of all interviews to be held for shortlisted applicants for
vacancies posted through the proposed system. This class identifies all unique interviews that are
scheduled at different Coral Fashions’ offices for shortlisted applicants. For each vacancy posted,
all shortlisted applicants need to attend a specific type of interview organized and conducted by a
specific recruiter.
4.1.3 The ‘Interview_Applicant’ Class This is an associative class between the ‘Applicant’ and ‘Interview’ classes. This class
identifies all those unique applicants who have been called for their unique interviews for a
particular vacancy.
4.1.4 The ‘Vacancy’ Class This class shall contain instances of all vacancies that are posted in the proposed system.
This class identifies all unique vacancies that are posted by recruiters for which applicants are later
hired. The vacancies are displayed as advertisements which contain the details of the job such as
the department, the job description, the job specification, the salary specifications etc… These
vacancies will be available for viewing to all applicants who use the system.
4.1.5 The ‘Applicant_Vacancy’ Class This is an associative class between the ‘Applicant’ class and the ‘Vacancy’ class. This
class identifies all unique applicants who have applied to a particular vacancy posted in the new
system.
4.1.6 The ‘Recruiter’ Class The ‘Recruiter’ class will contain instances of all recruiters who use the proposed
‘‘RecruitCoral’’ online recruitment management system. The ‘Recruiter’ class identifies all unique
recruiters within the company who will use the proposed system. Each recruiter will be able to
post, update and delete vacancies in the new system.
4.1.7 The ‘Online_Test’ Class This class contains instances of all different online tests that are used to assess applicants.
This class identifies all psychometric and aptitude tests that are stored in the proposed system.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
49
4.1.8 The ‘Screening’ Class The ‘Screening’ class contains instances of all unique keyword search files that are stored
by the proposed system. This class identifies specific keyword search files for specific vacancies
posted by the system.
4.1.9 The ‘Resume’ Class The ‘Resume’ class contains instances of all resumes stored in the new system. This class
identifies all unique resumes that are uploaded and stored by applicants in the proposed system.
A class diagram showing these classes, their major attributes and methods is shown in
Figure 4.1 below:
Figure 4.1: Class Diagram for the ‘‘RecruitCoral’’ Online Recruitment Management System
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
50
The major classes of the ‘‘RecruitCoral’’ online recruitment management system, their
major attributes and methods are listed in Table 4.1 below:
Table 4.1: Major Classes, their attributes and methods of the ‘‘RecruitCoral’’ Online Recruitment
Management System
S.No. Class Name Attributes Methods
1. Applicant (+) Applicant_ID
(+) A_FirstName
(+) A_LastName
(+) A_Gender
(+) DOB
(-) Address
(-) EmailID
(+) UG_Degree
(+) PG_Degree
(+) Work_Experience
(+) UG_CGPA
(+) PG_CGPA
(+) UG_University
(+) PG_University
(+) uploadResume()
(+) searchVacancy()
(+) applyVacancy()
(+) updateInfo()
(+) viewNotifications()
2. Interview (+) Interview_ID
(+) Room_No
(+) Date
(-) Recruiter_ID
(+) Status
(-) scheduleInterview()
(+) notifyApplicants()
3. Interview_Applicant (+) Interview_ID
(+) Applicant_ID
(+) viewSchedules()
4. Vacancy (+) Vacancy_ID
(+) Department
(+) Job_Post
(+) JD
(+) JS
(+) Salary_Offered
(-) generateJobAds()
(+) getApplications()
5. Applicant_Vacancy (-) Applicant_ID
(-) Vacancy_ID
(+) getData()
6. Recruiter (+) Recruiter_ID
(+) R_FirstName
(+) R_LastName
(-) R_PhoneNo
(-) R_Gender
(-) Tenure
(-) Rating
(-) SeniorityLevel
(-) postVacancy()
(-) viewApplicants()
(-) uploadInterviewResults()
(-) uploadHiringDecision()
(-) viewManagementReports()
(-) scheduleInterview()
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
51
Table 4.1: Major Classes, their attributes and methods of the ‘‘RecruitCoral’’ Online Recruitment
Management System (Contd.)
7. Online_Test
(-) OnlineTest_ID
(+) Vacancy_ID
(-) Date
(+) Status
(#) runOnlineTest()
(-) calcResults()
(+) publishResults()
8. Screening (-) Screening_ID
(-) Resume_ID
(-) Applicant_ID
(+) Status
(-) conductKeywordSearch()
(-) filterResume()
(+) displayFilteredCandidates()
9. Resume
(+) Resume_ID
(+) Applicant_ID
(-) ResumeFileName
(+) uploadResume()
(+) updateResume()
4.2 Entity-Relationship(ER) Diagram An ER diagram designed for the proposed ‘‘RecruitCoral’’ online recruitment
management system is shown in Figure 4.2 below:
Figure 4.2: ER Diagram for the ‘‘RecruitCoral’’ Online Recruitment Management System
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
52
The major entities and their attributes are shown in Table 4.2 below:
Table 4.2: Major Entities of the ‘‘RecruitCoral’’ Online Recruitment Management System
S.No. Entity Attributes (PK in Bold) Foreign Key
1. Applicant Applicant_ID
A_FirstName
A_LastName
A_Gender
DOB
Address
EmailID
UG_Degree
PG_Degree
Work_Experience
UG_CGPA
PG_CGPA
UG_University
PG_University
2. Interview Interview_ID
Room_No
Date
Recruiter_ID
Status
Recruiter_ID
3. Interview_Applicant Interview_ID
Applicant_ID
4. Vacancy Vacancy_ID
Recruiter_ID
Department
Job_Post
JD
JS
Salary_Offered
Recruiter_ID
5. Applicant_Vacancy Applicant_ID
Vacancy_ID
6. Recruiter Recruiter_ID
R_FirstName
R_LastName
R_PhoneNo
R_Gender
Tenure
Rating
SeniorityLevel
7. Online_Test OnlineTest_ID
Vacancy_ID
Date
Status
Applicant_ID
Vacancy_ID
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
53
Table 4.2: Major Entities of the ‘‘RecruitCoral’’ Online Recruitment Management System (Contd.)
S.No. Entity Attributes Foreign Key
8. Screening Screening_ID
Resume_ID
Applicant_ID
Status
Resume_ID
Applicant_ID
9. Resume Resume_ID
Applicant_ID
ResumeFileName
Applicant_ID
4.3 Database Table Structures: From the Entity Relationship Diagram shown in Figure 4.2 above, we have identified the
major entities of the proposed ‘‘RecruitCoral’’ online recruitment management system. We have
design table/record structures for the above entities. Let us look at 3 sample tables we have created
for this new system.
Figure 4.3 shows the structure of the Applicant table normalized to the third normal form
(3NF).
Figure 4.3: The ‘Applicant’ Relation
Applicant (Applicant_ID, A_FirstName, A_LastName, A_Gender, DOB, WorkExperienceInMth,
UG_Degree, PG_Degree, UG_CGPA, PG_CGPA, UG_University, PG_University)
The primary key of the ‘Applicant’ relation is the ‘Applicant_ID’ field which is uniquely
identifies each applicant registered with the new system. There are no multivalued fields in this
relation. Hence, it is in 1NF. Since, there is only one primary key field and all other non-key fields
are functionally determined by this entire single primary key, partial dependencies are absent and
therefore, this relation is in 2NF. The above table is in 3NF as there are no transitive dependencies
between non-key fields.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
54
Figure 4.4 shows the structure of the ‘ApplicantContactDetails’ table normalized to the
third normal form (3NF).
Figure 4.4: The ‘ApplicantContactDetails’ Relation
ApplicantContactDetails (Applicant_ID, EmailID, Address)
The primary key of the ‘ApplicantContactDetails’ relation shown in Figure 4.4 is also the
‘Applicant_ID’ field which is uniquely identifies each applicant registered with the new system.
There are no multivalued fields in this relation. Hence, it is in 1NF. Since, there is only one primary
key field and all other non-key fields are functionally determined by this entire single primary key,
partial dependencies are absent and therefore, this relation is in 2NF. The above table is in 3NF as
there are no transitive dependencies between non-key fields.
Figure 4.5 shows the structure of the ‘Recruiter’ table normalized to the third normal form
(3NF).
Figure 4.5: The ‘ApplicantContactDetails’ Relation
Recruiter (Recruiter_ID, R_FirstName, R_LastName, R_Gender, TenureInYr, Rating,
SeniorityLevel)
The primary key of the ‘Recruiter’ relation shown in Figure 4.5 is the ‘Recruiter_ID’ field
which is uniquely identifies each Recruiter registered with the new system. There are no
multivalued fields in this relation. Hence, it is in 1NF. Since, there is only one primary key field
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
55
and all other non-key fields are functionally determined by this entire single primary key, partial
dependencies are absent and therefore, this relation is in 2NF. The above table is also in 3NF as
there are no transitive dependencies between non-key fields.
4.4 Forms and Reports For the ‘‘RecruitCoral’’ online recruitment management system, forms will be used to
enter user data. Reports will also be generated by the system for company executives to aid in
better decision making. Figure 4.6 shows a form that applicants will use to register their details
with the system.
Figure 4.6: ‘CoralFashions Applicant Registration’ Form
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
56
Figure 4.7 shows a report that the system shall generate. In this report, we can see the total
number of applicants registered in the system and identified by cities.
Figure 4.7: System generated Report showing Applications per City
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
57
PART 5: IMPLEMENTATION PLAN FOR THE ‘‘RECRUITCORAL’’ ONLINE
RECRUITMENT MANAGEMENT SYSTEM
In this section, we describe how the new system will be tested and how conversion from
the old system to the new system will be done.
5.1 Testing Plan: To initiate the system-wide testing process, the Project Manager Ms. Devi and Senior
System Analyst Mr. Santhosh will develop test cases to examine every functionality and module
of the system. The testing process will require to be a structured and well planned process. It is
imperative that each and every module of the ‘‘RecruitCoral’’ online recruitment management
system is tested in a controlled environment before making it available online. Unit testing will be
practiced.
Accordingly, Devi will develop the following testing categories:
Simple functionality: Post Vacancy, Create Applicant Profile etc...
Multiple functionality: Upload multiple resumes, Apply to multiple vacancies
Function chains: Create Applicant Profile, View Vacancies, Apply to Vacancies
Elective Functions: Vacancy Expiry, Application Count reached
Emergency: System down, hardware failures
The development team will split into 3 teams. Each team will be given a time frame of 15 days
to develop their test cases, followed by a team walkthrough that would enable other members to
know the progress of each other’s teams and also to collect feedback from other users.
An important consideration is to ensure that information is kept safe and available at all times.
Also, the testing process is required to be consistent. A standard form for documenting the test
cases and recording the results of each test case will be developed by Devi. This form will include
the following parts:
Test Case ID
Objective of Test
Description
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
58
Completion Date
Participant(s)
Machine Characteristics
Test Result
A sample test case is depicted in Figure 4.8 below:
Figure 4.8: Sample Test Case for Simple Functionality
Coral Fashions (P) Ltd.
Test Case ID SF101
Objective of Test Post Vacancy as advertisement
Description Recruiter should be able to post a Vacancy as an advertisement which
must be viewable in a browser
Completion Date 04/14/2015
Participant(s) Devi
Machine Characteristics Windows 7 OS, Intel Celeron processor, 2 GB RAM, Chrome browser
Test Result Vacancy was successfully posted
Another test case for a multiple functionality is shown in Figure 4.9 below:
Figure 4.9: Sample Test Case for Multiple Functionality
Coral Fashions (P) Ltd.
Test Case ID MF101
Objective of Test Upload multiple resumes
Description Applicants must be able to create and save multiple resumes for their
profiles
Completion Date 04/10/2015
Participant(s) Santhosh
Machine Characteristics Windows 7 OS, Intel Celeron processor, 2 GB RAM, Chrome browser
Test Result Resumes were uploaded but not concurrently
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
59
The Test Case ID will be coded to distinguish between the different types of functionality.
For example, tests for ‘Simple Functionality’ and ‘Multiple Functionality’ will be coded as SF and
MF respectively. These coding schemes ensure that the testing documentation would be consistent
throughout.
5.1.1 Tracking Bugs and Evaluation The testing process may outline certain bugs within the newly built system. Similar to
coding test cases, these bugs will also be coded to ensure ease of bug-tracking and troubleshooting.
A sample bug-tracking form will look like the one shown in Figure 4.10 below:
Figure 4.10 Sample Bug-Tracking Form used by the ‘‘RecruitCoral’’ Testing Team
Coral Fashions (P) Ltd.
Field Description
Bug Number Describes bug number. Example: SFB101
Test Case ID Describes the Test Case ID that generated the bug. Example: SF101
Replicable Yes / No
Description A description of the bug or the reason for not showing intended output
Resolution Describes what needs to be done to remove the bug
Resolution Date 04/22/2015
The bug fix process would be done in batches as it would involve redoing test cases each
time a software change is implemented. This will also ensure that newer bugs are not generated in
the process. As each bug is fixed, the software version number will be incremented. During the
testing phase, the software will be below the “1.0” initial first release version.
5.1.2 Alpha and Beta Testing After all test cases are completed and all system bugs are removed, the system shall be put
through alpha testing. During the alpha testing, the development team will also perform recovery
testing, security tests, and performance tests. During the alpha testing process, recruiters within
the company will be encouraged to test the system for any user-related errors they might encounter.
After alpha testing is conducted, beta testing will take place wherein the ‘‘RecruitCoral’’
development team themselves will assume the role of applicants and start using the system along
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
60
with the recruiters. Vacancies will be posted by recruiters, applicants will register with the system
and apply to the posted vacancies. The system must perform resume screening, conduct online
tests and schedule interviews to shortlisted candidates successfully.
5.2 Conversion Plan After the results of the alpha and beta testing processes are verified to show that the system
functions as expected without errors, the ‘‘RecruitCoral’’ online recruitment management system
will be then deployed in a ‘live’ environment. In order to make the conversion process smooth, a
single-location installation will be practiced.
The ‘‘RecruitCoral’’ system will be first deployed in the Coral Fashions’ office with the
highest recruiting needs, specifically in Chennai. A resident expert preferably from the
‘‘RecruitCoral’’ development team will train the users for 5 days to make them familiar with most
of the common functionalities that their daily work tasks involve. A user documentation will also
be made available to the users. A printed copy and a digital copy will be circulated to each recruiter
in that office. A help desk number will also be opened for a short time to answer any queries that
users may have. Following the outcome of the system implementation in the Chennai office, the
system will be made available for deployment to other offices in a phased manner.
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
61
APPENDICES
Appendix 1: Staff Recruitment and Selection Hiring Checklist
SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM
64
Appendix 2: Manpower Planning Checklist
Appendix 3: Applicant Evaluation Form