System_Analysis_&_Design-Recruitment Management System

SPRING’15 INFS6560 ‘RECRUITCORAL ’ SYSTEM

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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)


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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


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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


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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


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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.


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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.


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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:


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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 __________

mailto:[email protected]

mailto:[email protected]


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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:


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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


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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.


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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.

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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,

http://www.coralfashions.com/

http://www.coralfashions.com/


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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.

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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.


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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


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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.


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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


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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.


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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


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).


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


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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)


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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:


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


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


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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


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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


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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


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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


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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


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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.


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


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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


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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


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


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.


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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


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


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.


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


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.


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.


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


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


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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.


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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


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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:


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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:


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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


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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.


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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.


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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


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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()


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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


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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


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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.


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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


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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


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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


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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


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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


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


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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


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


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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.


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APPENDICES

Appendix 1: Staff Recruitment and Selection Hiring Checklist


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Appendix 2: Manpower Planning Checklist

Appendix 3: Applicant Evaluation Form


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Appendix 4: JAD Session

Appendix 5: MS Project Plan

System_Analysis_&_Design-Recruitment Management System

Documents

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