AXUS EMPLOYEE RECRUITMENT SYSTEM SHADIRA BINTI SAAD

Transcription

1 AXUS EMPLOYEE RECRUITMENT SYSTEM SHADIRA BINTI SAAD This report is submitted in partial fulfillment of the requirements for the Bachelor of Computer Science (Database Management) FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY UNIVERSITI TEKNIKAL MALAYSIA MELAKA

2 ABSTRACT Axus Employee Recruitment System (AERS) is a web-based system development project. The primary purpose to develop this system is to optimize the need of computer and internet in employee recruitment process at Axus Company. Besides, the qualified applicants could be sort by this system based on their qualifications and company requirements. This system will be used by any people who are interested to apply for a job at Axus Company and also for Human Resource group to post a new job at the site and to process the applications to select for the qualified applicants. This system could also solve the problems of the manual system that had been used at company before. To develop this system, SSADM approach is used and SDLC model had been chosen as a methodology. Results get from this application development is hoped to enhance the performance of Human Resource group to process the applications in order to select for the qualified applicants. Meanwhile, this system could also facilitate the applicants to apply for the job at Axus Company.

3 ABSTRAK Sistem Pengambilan Pekerja Axus atau Axus Employee Recruitment Sistem (AERT) ini merupakan sistem yang berasaskan web. Tujuan utarna AERS dibangunkan adalah untuk mengaplikasikan penggunaan komputer dan internet untuk proses pengambilan peke rja di syarikat Axus. Selain itu, sistem ini juga dapat menyaring proses pemilihan pemohon yang layak berdasarkan kelayakan dan syarat yang telah ditetapkan. Sistem ini akan digunakan oleh mana-mana individu yang berminat untuk memohon pekerjaan di syarikat Axus dan bagi pihak Human Resource mengiklankan jawatanjawtan kosong di syarikat Axus serta melakukan kerja-kerja penyaringan dan pemilihan. Sistem ini dapat mengatasi masalah yang dihadapi oleh pemohon-pemohon yang masih menggunakan cara manual untuk memohon pekerjaan. AERS juga dapat mengatasi masalah yang dihadapi oleh pihak Human Resource yang masih menggunakan cara manual untuk meneliti setiap borang permohonan agar lengkap diisi dan memilih permohonan yang layak. Untuk membangunkan sistem ini, teknik SSADM digunakan. Metodologi pembangunan sistem ini ialah dengan menggunakan model SDLC. Hasil daripada pembangunan projek ini, diharapkan dapat membantu para pemohon membuat permohonan clan memudahkan pihak Human Resource menguruskan jawatan kosong yang ada dengan setiap permohonan.

4 CHAPTER I INTRODUCTION 1.1 Project Background Axus Technology has been one of the leading companies in the equipment manufacturing since With a young and dynamic team, Axus Technology is wellpositioned in many Asia markets including Malaysia. However, without a good system on hiring an employee, it is impossible to achieve new target market. Therefore, with this new develop system; employee recruitment process will be more systematic by replacing manual process in this company. According to Francisco J. Mata (2000), information technology has helped to computerize the business process thus streamlining businesses to make them extremely cost effective money making machines. This in turn increases productivity which ultimately gives rise to profits that means better pay and less strenuous working conditions. This opinion suitably describe that information system might be usefbl in Axus Technology to manage their employee recruitment process. Axus Employee Recruitment System (AERS) by overall is aims to facilitate the applicant to apply for the job vacancies online. Indirectly, it is also to facilitate the human resource group for an easy and systematic employee recruitment process. AERS in manufacturing environment will address the issue of managing employee recruitment

5 which is difficult to be done manually. It is because a lot of employees need to be hired almost everyday at the production line. This system is capable to capture and store data of applicants and management team, Human Resource (HR) group could retrieve back the data. The applicants and HR group could also check any information by querying the data according to their requirements. Additional hctions like login and password verification will also be focused on to provide adequate security of AERS. Report could be generating by this system to provide report or statistical information on applicants based on job level, month and others. With this AERS, Axus will be able to monitor, check, verify and validate information from each applicant who is interested to apply for the job offered by Axus. In addition, each applicant will be able to update their data online. 1.2 Problem Statement This system is developed based on the problems that occur from the current manual system. The problems are stated as below: Manual current system Based on the current system of Axus employee recruitment process, we can see that applicant have to be present at the company themselves to obtain the forms and fill in the form manually. Same goes to HR group which have to make a selection process for qualified applicant manually. There is no appropriate computerized system to manage all this process.

6 Axus HR groups have to manually advertise the job vacancies anywhere and publish it on the newspaper. There is no appropriate and specific place or site to announce and give information about the job vacancies. Any potential applicant could unnotice this good opportunity if there is no proper way to publish it. The difficulty from the manual selection is, for HR group itself, they have to deal with a lot of applicant form in order to make two selections. The first selection is to check whether all of the forms completely filled. The second selection is to sort and select the eligible applicant based on their qualifications and company requirements. After that, they have to inform the applicants about the application result manually by phone or offered letter. There will be possibility that the applicants could not be reached by the telephone or the applicants did not get the letter due to careless or human error. So, they need one application that will select the eligible applicant systematically and could inform the applicants about the result by assigning the application status to them Inefficient information retrieval All of the data are written in paper based form and kept in cabinet using filling system. There is no appropriated computerized system to manage all this data. Unsecured data can be easily obtained by unauthorized person. Using manual system, the workers at HR department store the forms anywhere as they like that could lead to waste of time to search and look one by one of the form Unable to generate a report Report or statistical information of the job application progress has to be created manually in paper based format such as using the log book. HR group will check the form manually one by one to count the number of applicant based on job level or monthly period. This could lead to human error in order to count the application forms.

7 1.2.4 No facility for Database Administrator (DBA) There is no DBA for Axus Technology Company. So, the HR group needs to perform the management task such as manage all the data and report themselves. This could cause difficulties in maintaining all the enormous data using manual system. Meanwhile, they still got other clerical jobs to do. This will lead them to timeconsuming and management problems that could also effect the company performance. Administrator could also create database, create tables, backup the database and import or export the data using this system. 13 Objectives AERS is implemented in order to achieve the objectives that benefit the HR group management. The objectives of this project are stated as below To develop a computerize system AERS is a web-based information system that will facilitate applicants with online application forms. Applicants could apply for the job offered by Axus Technology Company by fill in the form completely online. HR group could select the eligible applicants by filled in the requirements into the system. System will sort the applicants based on the requirements needed. All of this process could be done by systematic computer system to increase performance.

8 1.3.2 Efficient information retrieval Only authorize user can access the information in this system. In order to access this information, users have to provide the system with their MyKad number (IC number) and password. By using MyKad number and password, applicants could update their information easily and HR group could view the required information or select the eligible applicants based on applicant's information To generate report automatically This system could generate the report automatically for management purpose. The administrator or manager could view the statistic of the application's information monthly, yearly or based on jobs applied To provide facility for DBA This system is developed with a hction that enables DBA which is HR group of the company itself to create table based on data given through the system interface. The required data are table name, attributes, data type and constraints. This will provide a convenient way for DBA to create the table whenever needed. With this features, even without strong SQL or database concept knowledge, they could easily upgrade the system.

9 1.4 Scopes The scope for the employee recruitment systems can be determined from various aspects of categories. With the scope of the employee recruitment system is systematically classified as the sub-chapters below, the requirements to this system are well defined as the details in this section Scopes of System Functionalities Login: Login is a necessity as the abstract security to form the security system to avoid from being breach. Applicant Registration: Prior utilize the system; registration needed for each applicant to use the system. Applicants are capable to access to the online service to fill in the form to apply for the job after registration. Post New Job: Administrator will be able to post, update or delete a new job vacancy for applicant's view. Job Application: In this new system, users are able to apply the job via internet by filled in the required forms. They can select any job to reply based on their qualifications and job requirements. Applicant evaluation: The system should be able to provide evaluation function done by human resource group to determine the qualified applicant. The system should be able to display the status of the applicant assigned by administrator which is HR group.

10 Information Retrieval: The system should be able to perform a search hnction based on key or unique attribute to enable human resource group to get access the applicant data or other data easily. Report: Various statistical reports can be generated for analysis for numerous purposes Scope of System Users There are two types of system users, which are. Type 1: Type 1 user consists of normal user which are any person who want to apply for the job. They can view vacancies information, make an application by fill in the form, view his or her details and modify it and get help from the system. Type 2: Type 2 user consists of HR group which are the administrator. They can post new job vacancy so that users can view it, select an applicant based on their qualification and job requirement, and reject or delete applicant's data that is not qualified for the jobs. 1.5 Project Significant The new system helps Axus HR group in handling the important task of employee recruitment process. Users which are applicant can access the system using any computer at any place. In place of request the application form and submitting it manually from HR group, now they can apply for the job vacancies via internet and check their application status easily.

11 Applicant's data are kept in the database system that is more secure as the paper files are not only wasting spaces and resources but exposure the data to the other parties retrieved it straightforwardly. The system enables the process like update, edit and add new data to be easier and faster. Instead of record data in a paper, pressing the update button is much easier and can reduce careless mistake made by human. In addition to this, AERS could generate a report for management purpose to do an analysis of the applicant acceptance. Thus, conserving and cut down paper usage from the system will increase the productivity of the company as the funds can be contributed into other area of development. Besides, with the facility for DBA to create table could save times and provide convenient method for DBA. 1.6 Expected Output Expected output for this project is to computerize all the manual process and the tasks of employee recruitment process management and expected to be a web site that contains job vacancies advertisement as well as an online job application. This system should provide an easy way for HR group to make a selection of the eligible applicants based on their qualifications and company requirements. HR group could also assign the status to every applicant that eligible for the interview. Proper and secure data storage should be provided in order to manage all related data. Only authorized users could access this system and all the data. This system is expected to generate a report of the applicants that apply for the job monthly or yearly. By using this system, DBA should be able to create table through the interface by providing the necessary information.

12 1.7 Conclusion This chapter is to determine the overall background of Employee Recruitment System. To reiterate, the aim for developing this application is to provide the system which able to facilitate applicants, and HR group to perform their specific task. This chapter describes project background, problem statement; objective, scope, project significant as well as expected output which will enable understanding of the project and in planning to develop the system. The next chapter will describe about the literature review and the project methodology.

13 CHAPTER I1 LITERATURE REVIEW AND PROJECT METHODOLOGY 2.1 Introduction The main focus of literature review for AERS is to study and understand other system, methodology or approach which this diverse resource will be congregated and use as a guidance to develop a new system. As for this intention, various resources such as internet resources, journals, books, articles and others provide to great extent imperative ideas for the foundations. Therefore, the following sub-chapters are facts and findings, domain, existing system, technique, project methodology, project requirements and as well the project schedule and milestones. With the following amplification, the preliminary ideas will be incorporated into the system but not all. 2.2 Facts and Findings For this section, the current and existing systems that have the same characteristic will be review and study. Other researches for the specific applications are as well included and studied such as technique being used and others.

14 2.2.1 Domain Due to the many general terms used for these sub-chapters, domain for this Lulalysis references might be defined as a realm or range of knowledge. After some research and finding process, the domain of this project is more concentrate on job application system and online employee recruitment process. Salary calculation, interview scheduling and staff information system wouldn't be covered in this review. Even though some of the topics selected inapplicable to the newly developed system, it is still used as the source references that might be practical to some of the modules in the system Existing System In this section, the current, existing system or similar system will be study and can be a source of reference to produce the newly built system. With this, various approaches to the system of past researches, readings, case study or findings are related to the current development of the system Case Study This article is depicted from Wikipedia, the online fiee encyclopedia ( Before proceed to the development of the system, it is essential to look up for the online recruitment web that famously approaches by most of the applicants. Job Street is one of the most frequently visited web sites for job application through htt~:!/m!..iobstreet.com/, web site address. Job Street is being used as an external service provider in recruitment process outsourcing (RPO). RPO is a form of business process

15 outsourcing (BPO) where an employer outsource or transfers all or part of its recruitment activities to an external service provider RPO may involve the outsourcing of all or just part of recruitment functions and process. In this case, Job Street may serve as a virtual recruiting department by providing a complete package of skills, tools, technologies and activities. It is the source for in-scope recruitment activity. The biggest distinction between RPO and the system to be developing is the process itself. In RPO, Job Street assumes ownership of the process, while in AERS, all part of a process controlled by the organization itself, which is Axus. The pro of using this kind of system is that the solution offers improvement in quality, cost, service and speed. RPO provider claim that an economy of scale enables them to offer recruitment processes at lower cost while economies of scope allow them to operate as high-quality specialists. Economies of scale and scope are said to arise fiom a larger staff of recruiters, databases of candidate resumes, and investment in recruitment tools and networks. The cons of using this system is if a company failed to define its overall recruitment strategy and hiring objectives, then any recruiting program may fail to meet the company's needs. RPO is a tool for executing tactical plans and can only succeed in the context of a well defined corporate strategy. As with any program, a company must manage its RPO activities. A company must provide initial direction and continued monitoring to assure the desired results. Overall, providing guidance to external activities can present a significant management challenge. Moreover, placing all recruitment in the hands of a single outside provider may discourage the competition that would arise if multiple recruitment agencies were used.

16 . r murr..l ' llllyvll COI ENGINEERING,.p Wbrn -I rumon - 3..,...,., Yo,. rap (a "r*( WD',... WALK-tN INTERVIEW Figure 2.1: Job Street Main Page Figure 2.1 above shows Job Street main page which is one of the recruitment process outsourcing (RPO) system. By using Job Street, user can search jobs, upload and manage their resume online, apply any jobs offered by number of company and others. Advancod Job Search Figure 2.2: Search Job Page

17 Figure 2.2 above shows search job page for Job Street. User can search for any job advertised by company based on their skills, company name, job title, location, specialization and others. ncmr cowe7u1 I Figure 2.3: Job Application Page Figure 2.3 above shows the job application page in Job Street. New window containing job specification and requirement appears after user select any job advertised at the previous page.

18 Table 2.1 below shows comparisons that have been recognized from AERS and ~ob Street system. Both systems got their pros and cons. But the most important thing is both systems still deliver the same objective in providing company and applicants a site to advertise their job vacancies and applies for the job advertised. Table 2.1: Comparison of AERS and Job Street System Security Flexible and Customizable Smart Usability Features Searching Function Accessible From Anywhere, Anytime Pricing Provide The Quality Or Volume Of Staff Required Direct Job Recruitment Process From Company Chances For Applicants To Get Noticed By Company AERS Yes Yes Medium Yes Yes Free Yes Yes High Job Street Yes Yes High Yes Yes Yes No No Low

19 2.23 Technique In this day and age, data has become the most valuable asset of a company. Managers and employees rely on this data to be highly accurate and quickly accessible. performance tuning is one of the most important database administration (DBA) responsibilities, and DBA are often called forward to resolve and prevent performance problems whenever they arise. But the problem is, not all company could hire DBA that involve a lot of money. So, SQL tuning could be the best and cheapest way to solve this problem. SQL tuning is a major and primary task for the developer, and identifying problematic SQL statement has the highest priority for the system developer. By implementing this approach, the best and most efficient plan will be choose, which means the plan uses minimal resources and executes as fast as possible. The following approach could be performing when evaluating SQL statements, which are: Evaluates the expression and conditions contained in the SQL statement Transform complex queries into an equivalent join query a Determines the order of table joins for statements involving more than two table Choose the best type of join to be performed for each pair In order to stabilize the database performance, SQL standard is quite important. SQL standard do not enhance SQL performance, but not having them could degrade execution queries. Standard provides consistency, and consistency leads to stability, that is execution stability. By applying a standard, a set of different statements that retrieving the same data could parse four different times. But, it could develop into a very big problem if more statement that do not apply a certain standard implement into a database that contain a huge data. Each developer that using different standard could lead to inconsistency. The following section present several standard issues that should be considered as a part of company's development.

20 Syntax Convention All developers should follow the same conventions when writing SQL statements. Use of lowercase and uppercase must consistent. One common SQL format is illustrated in the following query. All SQL keywords are left justified and uppercase, whereas user code such as table names and column are lowercase. SELECT c.customer-id, c.first-name, c.last-name FROM customers c, (SELECT supplier-id, supplier-name FROM suppliers WHERE city LIKE '%N') S WHERE c.city = s.city; Table Aliasing Table aliasing is the act of using a temporary synonym for a table in SQL statement. Alias table name should be use even if the column names specified in the SELECT statement are not common in the tables. For example, examine the code segment that follows: -- Not recommended SELECT FIRST-NAME I I ' ' I I LAST-NAME EMPLOYEE, DEPARTMENT-NAME FROM EMPLOYEES, DEPARTMENTS WHERE EMPL0YEES.DEPARTMENT-ID = DEPARTMENTS-DEPARTMENT-ID -- Recommended SELECT E.FIRST-NAME I I ' ' I I E.LAST-NAME, D.DEPARTMENT-NAME FROM EMPLOYEES E, DEPARTMENTS WHERE E.DEPARTMENT-ID = D.DEPARTMENT-ID By adding table aliasing could reduce the amount of typing. Even more important is column aliasing, which tells DBMS which table each column is coming from rather than wasting time determining the table to which it belongs.

21 Bind Variables Using bind variables rather than literals reduces unnecessary parsing: -- The following query is not recommended because it does not use bind variables, instead it uses a date literal SELECT ORDER-ID, CUSTOMER-ID, PAlD FROM ORDERS WHERE ORDER-DATE = '01 -JAN-00' C date literal -- The following query is recommended because it is using a bind variable SELECT ORDER-ID, CUSTOMER-ID, PAlD FROM ORDERS WHERE ORDER-DATE =: ORD-DATE t bind variable Using Table Join Instead of Simple Sub queries Most simple sub queries in SQL statement can be converted to a join mole, which improves query execution. -- Using SUB-QUERY SELECT PRODUCT-ID, PRODUCT-NAME FROM PRODUCTS WHERE PRODUCT-ID IN (SELECT PRODUCT-ID FROM PRODUCT-PRICES WHERE LIST-PRICE = 10): -- Converted SUB-QUERY to a table join SELECT P.PRODUCT-ID, P.PRODUCT-NAME FROM PRODUCTS P, PRODUCT-PRICES PP WHERE P.PRODUCT-ID = PP.PRODUCT-ID AND PP.LIST-PRICE = 10; Using the NOT EQUAL (!=) or NOT IN Operator Instead of NOT EXISTS Operator Here is another example. By rewriting the following query, replacing NOT EXISTS with NOT IN, the query improves dramatically:

22 -- Using NOT EXISTS SELECT product-id, product-name FROM products p WHERE NOT EXISTS (SELECT 'x' FROM order-lines WHERE product-id = p.product-id AND total-amount < 100 ); -- replacing NOT EXISTS with NOT IN SELECT product-id, product-name FROM products p WHERE product-id NOT IN ( SELECT product-id FROM order-lines WHERE total-amount < 100 ); Using an Indexed Column When Counting Rows In many situations, the number of rows for a table needs to be count. Many developers are unaware that they can improve the performance of the simple COUNT statement by including an indexed column in the COUNT function. The following COUNT statement was issued using the CUSTOMER-ID column that is not indexed. When the CUSTOMER-ID column is replaced with the ORDER-ID column that is indexed, it gives less elapsed time. -- Using CUSTOEMR-ID column in the COUNT function which is not indexed SELECT COUNT ( CUSTOMER-ID) FROM ORDERS; Elapsed: 00:00: Using ORDER-ID column in the COUNT function which is indexed SELECT COUNT (ORDER-ID) FROM ORDERS: Elapsed: 00:00:00.03

23 Using PLISQL Function or Procedure It is better for developers to use PLISQL function or procedures rather than mction in web programming language like PHP, ASP, JavaScript and others. This could enhance performance and efficiency. For better performance, replace normal data type of parameters into %TYPE which will refer to previously declared variable or database column. The parameter of the hction would not be change when there are database changes. For example: - Wng PL/SQL function for login purpose CREATE OR REPLACE FUNCTION fn-login (p-userid VARCHARP(PO), p-pswd VARCHARP(20) 1: RETURN VARCHARS AS v-role login.role%ty PE; Begin SELECT role into v-role FROM login WHERE user-id = p-userid AND password = p-pswd; RETURN v-role; END; I -- Replace normal data type into %TYPE CREATE OR REPLACE FUNCTION fn-login (p-userid login.user-id%type, login.password%ty PE); RETURN login.role%type AS v-role login.role%ty PE; Begin SELECT role into v-role FROM login WHERE user-id = p-userid AND password = p-pswd; RETURN v-role; END; 1

24 Preventing Slow SQL Execution To make sure a SQL statement is not the bottleneck of application performance, the following tips is very usehl for avoiding problematic queries: Cartesian product statement: As a rule of thumb, if the FROM clause contains n tables, there should be at least n-1 conditions in the WHERE clause. Many times a Cartesian product is caused by an oversight, especially when writing a query that involves joining many tables. Use SQL standards and convention to reduce parsing: As explained earlier, standard and conventions prevent unnecessary parsing which can slow down execution of the query. Lack of indexes: Most of the time, the slow running of a query is caused by the lack of indexes on columns contained in the WHRE clause. Avoid joining too many tables: A query involving a join of many tables causes a slowdown because Oracle needs to get a record set fiom each table and then need to join them using an access method. Usually, when many tables are necessary, you should think about materialized views to speed up performance. Having to join many tables could also be the result of over-normalizing. (Rather than normalizing the data model at 3NF, some over-achievers go to 4NF and even 5NF) Order of table in FROM clause: Select the correct driving table. Use the order of the table in the FROM clause. Select the driving table with the smallest row set. In the example that follows, the driving table is DEP because it is the first table listed from right to the left. The developer picked the DEP table as the driving table because it contains fewer rows than the EMP table.

25 SELECT... FROM EMP, DEP... Avoid unnecessary sorting: In many instances developers perform sorting operations on the database by including the ORDER BY clause, UNION, and DISTINCT when they could avoid them by sorting on the application side. Compound indexes: Compound indexes with many columns should be carefully created especially if some of the individual columns in the compound index are used in a WHERE clause. Including columns in more than one index may influence the optimizer to select the wrong index. Use different tablespace for tables and indexes: It is a good practice to place tables and their indexes in different tabiespace, it will reduce 110 contention. Use literals in the WHERE clause: Bind variables encourage to be used to avoid excessive parsing. 23 Project Methodology Systems Development Life Cycle (SDLC) is a software development process, although it is also a distinct process independent of software or other information technology considerations. It is used by a systems analyst to develop an information system, including requirements, validation, training, and user ownership through investigation, analysis, design, implementation, and maintenance. SDLC is also known as information systems development or application development. An SDLC should result in a high quality system that meets or exceeds customer expectations, within time and cost estimates, works effectively and efficiently in the current and planned

26 information technology infrastructure, and is cheap to maintain and cost-effective to enhance. SDLC is a systematic approach to problem solving. There are several methodologies or models that can be used to guide the software development lifecycle such as Structured Systems Analysis and Design Methodology (SSADM), Object Oriented Analysis and Design (OOAD), the linear or waterfall model (which was the original SDLC method), rapid application development (RAD) and joint application development (JAD). The project methodology that is used in the development of the system is SSADM that composed of several phases illustrated in Figure 2.4 below: Figure 2.4: Structured System Analysis and Design (SSADM) Planning The first step in this phase is to plan and identify a need for the new system. This will include determining whether a business problem or opportunity exists,

27 conducting a feasibility study to determine if the proposed solution is cost effective, and developing a project plan. This process may involve end users who come up with an idea for improving their work or may only involve information system people. Ideally, the process occurs in cycle with a review of the organization's strategic plan to ensure that information technology is being used to help the organization achieve its strategic objectives. Management may need to approve concept ideas before any money is budgeted for its development Requirement Analysis Requirements analysis is the process of analyzing the information needs of the end users, the organizational environment, and any system presently being used, developing the functional requirements of a system that can meet the needs of the users. Also, the requirements should be recorded in a document, , user interface storyboard, executable prototype, or some other form. The requirements documentation should be referred to throughout the rest of the system development process to ensure the developing project aligns with user needs and requirements. Developers must involve end users in this process to ensure that the new system will hnction adequately and meets their needs and expectations Architectural Design After the requirements have been determined, the necessary specifications for the hardware, software, people, and data resources, and the information products that will satisfy the hnctional requirements of the proposed system can be determined. The design will serve as a blueprint for the system and helps detect problems before these