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Development of a web-based Recruitment Process System for the HR group for a company

 Title of the project


Development of a web-based Recruitment Process System for the HR group for a company


Abstract of the project


This project is aimed at developing a web-based and central Recruitment Process System for the HR Group for a company. Some features of this system will be creating vacancies, storing Applicants data, Interview process initiation, Scheduling Interviews, Storing Interview results for the applicant and finally Hiring of the applicant. Reports may be required to be generated for the use of HR group.




Generic Technology keywords


Database, Programming, Software Engineering, Others


Specific Technology keywords


Oracle, Internet (HTML, Java Script, ASP, JSP, Servlets), Web Based/GUI, VB, Java, VC++


Project type keywords


Analysis, Design, Implementation, Testing, User Interface


Functional components of the project


Following is a list of functionalities of the system. More functionalities that you find appropriate can be added to this list. And, in places where the description of functionality is not adequate, you can make appropriate assumptions and proceed.


There are HR group who will create vacancies, create applicants (persons applying for a vacancy), initiate interviews and close vacancy. There are interviewers who will be intimated about the interview schedule and finally enters the result.


The requirements are as follows:

  1. Generic:
    1. Login to the system through the first page of the application – the welcome message should display the Name and Employee number of the person.
    2. Change the password after login to the application
    3. See his/her details and change it.
    4. Help from the system


  1. HR group:
    1. Should be able to create a new vacancy.
    2. Should be able to change any of the editable details for the vacancy.
    3. Should be able to create a new applicant.
    4. Should be able to change any of the editable details for the applicant.
    5. Should be able to search on Applicant Number and Vacancy Number.
    6. Attach an applicant to a vacancy - The relationship between applicant and vacancy should be many:many.
    7. Should be able to schedule the interview and enter details of the interviewer and date/time.
    8. Should be able to postpone or remove the interview.
    9. HR person cannot ‘close’ the vacancy which is not owned by them.


  1. Interviewer:
    1. Should be able to view all interviews scheduled to be taken.
    2. Should be able to view the details of the applicants details
    3. Should be able to view the details of the vacancy.
    4. Should be able to search on Interview Date, Applicant Number and Vacancy Number.
    5. Should have the access to change the Interview details – Date/Time, Status (Selected/Rejected).


  1. Other details:
    1. The vacancy should have the following details:

                                                              i.      System should generate a Vacancy number sequentially. This should be unique and cannot be changed later on.

                                                            ii.      Date of the creation of the vacancy should default as today – This cannot be changed later on.

                                                          iii.      Owned by – This should default to the HR employee creating the vacancy. This employee will become the owner of the vacancy. This can be changed later on.

                                                          iv.      Status of the Vacancy – Open/Close/Suspended. This should default as Open but can be changed later by HR.

                                                            v.      Title of the Vacancy (like Java Developer)

                                                          vi.      Detailed description about the vacancy

                                                        vii.      Number of job opening under that vacancy (like 5 numbers of Java Developers required). Once all these job openings are filled i.e. 5 people are hired, the vacancy should close itself.

                                                      viii.      Department in the company – this should come from a drop-down box which have the Department list.

                                                          ix.      Date by which the vacancy should be fulfilled/gets closed – this can be left blank otherwise the vacancy will close on that day by default.

                                                            x.      List of all the applicants already ‘Selected’ for a job openings in the vacancy.


  1. Applicant details should have the following:

                                                              i.      System should generate an Applicant number sequentially. This should be unique and cannot be changed later on.

                                                            ii.      Date of the creation of the applicant should default as today – This cannot be changed later on.

                                                          iii.      Status of the Applicant – Not in Process/In Process/Hired/Banned.

                                                          iv.      The Applicant Status should default as ‘Not in Process’ on creation of the applicant but as soon as a single vacancy is attached, this should default as ‘In Process’. No more vacancy can be attached to the applicant, if the status is either ‘Hired’ or ‘Banned’ - The status can be changed manually by HR Group.


  1. Applicant-Vacancy data should have the following:

                                                              i.      This should display the Applicant Number and Name.

                                                            ii.      This should display the Vacancy Number and Title

                                                          iii.      Display the date on this the Applicant is attached to the vacancy

                                                          iv.      Status of the Applicant/Vacancy – Interview Scheduled/Selected/Rejected/Not Required.

                                                            v.      Checkbox stating – ‘Schedule Interview’. This should open the page with following details.

1.      Display the Employee Number of the Interviewer – The interviewer should be from the same department.

2.      Display the Name of the Interviewer – this should default if the number is selected.

3.      Display the date of the scheduled interview – Date should only be in future.

4.      Display the Start and End time of the scheduled interview – Date/Time of the interview for the same Interviewer should not conflict with any other interview previously scheduled for the interviewer/applicant.

                                                          vi.      As soon as the interview details are added and saved, an email notification should go to the Interviewer with the details.


  1. As soon as all the number of job openings is filled, the vacancy status should change to ‘Close’ by default.
  2. HR group should not be able to attach an applicant to vacancy if the status of the Vacancy is ‘Close/Suspended’.
  3. Once closed, a vacancy can not be reopened or suspended in any case.
  4. If Open, the status of the vacancy can be changed to ‘Close’ or ‘Suspended’ by the HR.
  5. If ‘Suspended’, the status of the vacancy can be changed to ‘Close’ or ‘Open’ by the HR.
  6. Once the status of the Applicant-Vacancy becomes ‘Selected’, the status of the Applicant should change by default to ‘Hired’.
  7. The required security needs to be implemented.
  8. HR group is the Employees from ‘HRD’ department.
  9. An email notification should be send to the owner once the vacancy gets closed.


  1. Exception Allowed to the above functionalities
    1. If email notification is not possible, then make a link in the employees (HR/Interviewer) login where all the (email) messages for them are stored. Should have the facility of reading the message and deleting them.


Steps to start-off the project

The project implementation can be done by using:

·         Microsoft platform.

·         Internet tools like ASP, JSP, Java Script, Java, VB, VC++ etc as front-end

·         And using Oracle/SQL-Server as database or back-end.


The following steps will be helpful to start off the project.


  1. Study and be comfortable with technologies such as
    1. Active Server Pages/HTML and SQL server, Oracle etc.


Some links to these technologies are given in the ‘Guidelines and References’ section of this document


  1. Make a database of Departments which includes some dummy departments and one ‘HRD’ department. Decide on the various details of the people that would be stored in the database (like employee/number, name, email-id, department, system-login, password in cryptic form, etc)


  1. Assign a mail-admin who will create mail-ids for the people in the intranet of your lab or in the internet. These mail-ids will be used for sending automatic notifications and reports. The mail-admin will also take care of assigning the logins to the users of the Recruitment system


  1. Create the front-page of the Recruitment system giving a brief description about the system and a login box


  1. Create the help-pages of the system in the form of Q&A. This will help you also when implementing the system


  1. Create other sub-systems like automatic notification, screens for various functions (like vacancy/applicant/applicant-vacancy/employee details etc)





Hardware requirements




Alternatives (If available)


PC with 2 GB hard-disk and 256 MB RAM



Software requirements




Alternatives (If available)


Windows 95/98/XP with MS-office

Not Applicable


MS-SQL server



Oracle database system



Java, ASP, JSP, Servlets, Java Script

VB, VC++



Manpower requirements


3 to 4 students can complete this in 5 – 6 months if they work fulltime on it.


Milestones and Timelines



Milestone Name

Milestone Description





Completion-week number

from the start

of the project





Requirements Specification

Complete specification of the system (with appropriate assumptions) including the framing of departments etc constitutes this milestone. A document detailing the same should be written and a presentation on that be made.


Attempt should be made to add some more relevant functionalities other than those that are listed in this document.


Technology familiarization

Understanding of the technology needed to implement the project.


The presentation should be from the point of view of being able to apply it to the project, rather than from a theoretical perspective.


High-level and Detailed  Design

Listing down all possible scenarios (like creating vacancy, creating applicant, attaching applicant to a vacancy, scheduling interview, security etc) and then coming up with flow-charts or pseudo code to handle the scenario.


The scenarios should map to the requirement specification (ie, for each requirement that is specified, a corresponding scenario should be there).


Database creation

A database of at least 100 entries of vacancies/ applicants for various positions from different departments should be created.


It is important to finalize on the database at this stage itself so that development and testing can proceed with the actual database itself.


Implementation of the front-end of the system

Implementation of the main screen giving the login, screen that follows the login giving various options, screens for each of the options (applicant, vacancy, applicant-vacancy etc).


During this milestone period, it would be a good idea for the team (or one person from the team) to start working on a test-plan for the entire system. This test-plan can be updated as and when new scenarios come to mind.


Integrating the front-end with the database

The front-end developed in the earlier milestone will now be able to update the recruitment database. Other features like mail notification etc should be functional at this stage. In short, the system should be ready for integration testing.




Integration Testing

The system should be thoroughly tested by running all the test cases written for the system (from milestone 5).


Another 2 weeks should be there to handle any issues found during testing of the system. After that, the final demo can be arranged.


Final Review

Issues found during the previous milestone are fixed and the system is ready for the final review.


During the final review of the project, it should be checked that all the requirements specified during milestone number 1 are fulfilled (or appropriate reasons given for not fulfilling the same)



Guidelines and References

http://msdn.microsoft.com/library/default.asp?url=/library/en-us/dnasp/html/asptutorial.asp (ASP tutorial)


http://www.functionx.com/sqlserver/ (SQL-server tutorial)


http://tahiti.oracle.com/pls/tahiti/tahiti.homepage (Oracle Tutorial)

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