I project

Job Hunting Agency

DETAILED DESIGN

SUBMISSION DATE:08/09/10 PROJECT BY: Naomi Keletso cis09-023

Pandoh Keogotsitse cis09-024

CONTENT PAGE
1. Introduction.......................................................................................................3 2. Problem definition4 2.1 Problem 4 ..

2.2 Project Objectives..4 2.3 Project Scope..........5 2.4 Preliminary Ideas....................5 2.5 Action................5 2.6 Appendix C: Weekly Template.............6 2.7 Appendix D: Weekly Minutes...7 Recommended Diary Meeting

Project Project

3.FEASIBILITY ..8

STUDY..

3.1 Introduction..................... 8 3.2 Existing System.............8 3.3 Boundaries Scope.11 and

3.4 High Requirements.........11

Level

3.5 Constraints...................... 11 3.6 Alternative Solutions.................11 Technical

3.7 Recommended Solution.................12 3.8 Appendix C: Weekly Template.....13 Project Diary

4. REQUIREMENT ANALYSIS AND DESIGN. .14 4.1 Functional Requirements System.................14 4.2 Non-Functional Requirements System................14 4.3 Entity Relationship System.14 Diagram for for for

OUTLINE

New New New and Manual

4.4 Screens, Enquiries Reports.........17 4.5 Supporting Procedures........21

4.6 Data Dictionary. 27 4.7 Appendix C: Weekly Template.......37 Project Diary

5. DETAILED DESIGN................39

5.1 Technical Option..............39 5.2 Database Design..41 5.3 Completed Dictionary.45 Data

5.4 Program Specifications...54 5.5 Screen Designs.........57 5.6 Report Designs..60 5.7 Manual Designs1 Procedure Form Backup

5.8 Paper Designs.61 5.9 Archiving and Strategies...62

5.10 Security. 63 5.11 Test Plans.63 5.12 User Design.........66 5.13 User Plan67 Manual Training

5.14 Implementation Plan....68 5.15 Appendix C: Weekly Template...........69 Project Diary

PROFESSIONAL JOB HUNTING AGENCY

PROBLEM DEFINITION JOB HUNTING AGENCY

A job hunting agency, otherwise known as an employment agency is a system designed to help people find employment with ease. They connect the job seekers and the employers. Most of the big and well-known employers work with recruiting agencies when looking for employees. This is why these agencies are an essential part of your job seeking process. They can help you when you are looking for a permanent or contract position. EXISTING SYSTEM YourJobs@YourDoorStep is a job hunting agency established on September 1999 by Dmitri Anakumo aiming at assisting job seeking individuals finds employment at ease. It also helps employers find suitable candidates to fill vacant posts in their companies or organizations. Companies register with the agency so that when they have any available vacant post they can forward it to the agency first to check if it has any individuals that qualify for that vacant post. Potential candidates contact the agency submitting their relevant information like portfolios, curriculum vitae, contact details and their field of interest YourJobs@YourDoorStep prides themselves on the philosophy that matching people with the right position leads to long lasting relationship with valued clients as well as candidates. The approach to staffing uses creative recruitment practices. Implementing skills assessments, needs-matching techniques and carefully administered risk management safety compliances. The agency uses a manual system for storing all their clients details. That is, when candidates submit their details they are filed and put in cabinets which are labeled according to different jobs and qualifications. When companies register with the agency all their details are filed and put in cabinets as well. When a company submits a vacant post, the files are checked by the secretary. The secretary then checks which candidates qualify for the post and then forwards all their details to the company to choose which one they prefer.

PROBLEMS WITH THE EXISTING SYSTEM

The agency uses the manual system and this system yields a lot of disadvantages such as ones below;

Valuable time is wasted looking through a number of documents to find a specific one. This is seen when a vacant post is available and the secretary has to find candidates that best qualify for such a post A lot of paperwork is used and handling documents manually sometimes leads to loosing important parts of the documents. Cabinets take up a lot of space and clients increase each day. Making backup puts a financial strain on the company as they have to make copies of their entire clients documents and this means extra room and cabinets for the documents. There is great inconvenience in helping the clients there is usually most of mix-up with the manual system. The same information can be recorded multiple times as there is no track being kept of whether the information is available or not.
There is less authorization of data access (poor quality on security)

PROJECT OBJECTIVES
The project is aimed at creating a system that will eliminate all the above mentioned problems for provision of a better service the agencys clients. This shall be achievable through:

Creating a hybrid system that will generate reliable information about our job seekers and employers. Reduce time taken both on accessing and appending of data, so that job seekers have a chance to be assessed when there comes a vacant post from some of the registered employing companies.

To reduce paperwork in the office, by substituting paper forms with on-line forms that job seekers can fill and submit on-line. This will enable clients to apply at their own comfort without having to physically go to the agency location. To improve marketing, by advertising on the Internet. Reduce time and resources needed to get information about available posts from job seekers.

PROJECT SCOPE
The project will include; Registering companies, registering candidates for different jobs and storing all relevant details accordingly. The system should be able to enter applicant details through a computerized system, search for applicant file, delete applicant details, enter employee details, update employee details, enter employer details, search employer details, and delete employer details.

PRELIMINARY IDEAS
The main aim of the project is to create a system that will better the manual processing with an efficient system. This will include creation of a centralized database system using SQL that will be used by the end user using a PC to access the data. A Hybrid system/ partly computerized system Certain aspects that are easily done manually can be left manual e.g. registering companies then the rest can be computerized. This is effective in that backup can be done easily using a computer and all the data maintenances will be done electronically.

Highly computerized system Internet will be used to email information i.e. available vacant job posts and candidate qualification details, CVs and portfolios. The agency will be developed a website.

There shall be increase database to give storage for more data, as the agency will be serving a wider community due to availing the company on the Internet.

PROJECT PLAN
STAGE Problem Definition Feasibility Study STAGE TASKS Research on problem area Identify problems with the existing system. Objectives of the project Project scope Preliminary ideas Recommended action Introduction Existing system Boundaries and scope High level requirements Constraints Alternative technical solutions Recommended solutions appendix STARTS 09/08/10 ENDS 11/08/10

DURATIO 2days

11/08/10

18/08/10

1 week

Requirements Analysis and Outline Design

Detailed Design

Project Implementation

18/08/10 functional requirements for new system Non functional requirements for the new system Entity relationship diagram for the new system Screens, enquiries and reports Supporting manual procedures Data dictionary appendix 25/08/10 technical option database design completed data dictionary program specifications screen designs. Report designs Manual procedure designs. Paper form designs Archiving and backup strategies. Security. Test plans. User manual design. User training plan. Implementation plan. Review of the Project Implementation Iteration between stages 20/10/10

25/08/10

1 week

01/09/10

1 week

01/11/10

11 days

FEASIBILITY STUDY
EXISTING SYSTEM

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Jobs@YourDoorStep clientele i.e. both registered companies and applicants documents are filled in accordance to the field of the vacant post in the cabinets Jobs@YourDoorStep deals with a maximum of ten companies currently registered but would like to expand after system implementation to meet client requirements. Companies interested in the agency register with it. Each company has many departments which each has various fields of interest to the applicants. Having any vacant posts in such fields, the company notifies the agency and sends them the vacancy details and requirements of the post. When registering companies asses them in accordance to their time of existence in the industry, their reputation, establishment and their structure. The agency registers with companies that have at least more than two years running, reputable and well established as well to what extent since it (agency) does not deal with large international organizations, considering their size. The structure has to be reasonably sized. If the company meets the agency requirements, they are then registered and if not rejected. Registered companies then pay the registration fee and upon acquiring the best suitably qualified candidates for their vacant post. There is a fixed amount they pay to the agency after getting their candidate. The applicants as well register with the agency, paying a registration fee as well. The applicants have to submit their cvs and portfolios all bearing as to if the applicants wishes for a part or full time job, whether they have any experience or wish to be recruited. The agencys clientele documents are filled in cabinets. Companies as to what company type they are classified according to their preference, i.e. part time or full time, experience or inexperienced. On availability of vacant posts, the agency secretary checks which and how many candidates suitably qualify for vacant post and then forwards (post office/e-mail) their details to the company with the vacancies to shortlist the desired for an interview. The company returns the shortlisted names to the agency so that it contacts such candidates for the scheduled interview. After the interview the company notifies the agency of which candidate(s) is chosen and the agency confirms the candidate that they

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got the job with all details as to when they are to start work. The agency files its documents in cabinets; it does not have any technical infrastructure. The agency bas the client requires a system that will help them survive since they have difficulty in putting up with the cumbersome process of filing, time consuming, searching as well as to be able to handle the pressure from their competitors, whom some have hybrid and computerized systems.

On the Economical Feasibility Study, the agency confirms to already have a trained Databases Administrator, who is also a partner. There would only be need to hire the Website Developer to update the site, and since the agency is a job hunter itself, they do not foresee any hustles in quickly getting any trained personnel they will need as time goes. There is the computer that the agency has been using to send e mails, printing activities as well as storing copies of clients soft copies documents, so they it be used for implementation of the new system. There is enough capital for anything that could be needed for implementation of the new system. On the Operational Feasibility study the agency does not have any departments yet that need to be ensured they blend with the new system

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Figure1: context diagram for registration of clients with the

job hunting agency

Council

Checks for unknown qualifications

Sends validations jo
Job Hunting Agency System

Applies Rejects/accepts

Accepts

Candidate Rejects/accepts

Employer/comp any

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Figure2.The DFD for the registration of companies

D1 ApplicationsD2 Regulations
1.1 Validatin applicatio n

Company

Application

1.3 Check agency requireme

1.5 Make decision

Invalid g
1.8 Resolve invalidity

1.6

1.7 Compile details

Registry

Reject Second accept check

1.2

Unknown*
1.4 Send rejection letter

Check D3 registration details unknown qualificatio ns

D3 reference

Council Company

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BOUNDARIES AND SCOPE

Registering companies, registering candidates for different jobs and storing all relevant details accordingly. The system should be able to enter applicant details through a computerized system, search for applicant file, delete applicant details, enter employee details, update employee details, enter employer details, search employer details, and delete employer details The agency also tries cutting to job hunt for every individual like maids and herd boys but pays specific attention to only professional job seekers

HIGH LEVEL REQUIREMENTS

Provision of database tables that will help in

recording details of clients, both employers (companies)and candidates

Provision of an on-line existence to help searching for

information about the agency ,companies ,available vacant posts as from which companies and just about any information of interest Provision of data maintenance screen and database tables to record details of both candidates and employers (registered companies.) Provision of a system that shall provide information in a reasonably short time with functions like ability to search for candidate and company details, login screen that shall enable the user to access the system as well as produce reports

CONSTRAINTS
There was less time when carrying out the feasibility

study

and

the

appointments

made

with

the

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external,i.e.HRMC was never met since the personnel there kept postponing saying they had tight schedules
The agency requires that the new system should run

on existing software and hardware. Team work reduces as time proceeds

ALTERNATIVE TECHNICAL SOLUTIONS

A PC application written in 4GL database

package, Microsoft Access

A networked client server application written

using a combination of the following; i)Microsoft SQL Server on the server, Microsoft VB front-end on client ii) Microsoft Access database with ASP on server, HTML and VB Script front-end on client.

RECOMMENDED SOLUTION
SQL Database with PHP on the server, HTML and

Microsoft VB front end on clients. The Database would be used for storing the clients documents details as well as the agencys details. SQL is chosen as the database and the DBMS is used because it is based on the relational database concept (tables, entities, relationships & attributes). I chose such a DBMS because of its ability to eliminate redundancy.
The (X) HTML would be used to create the website

that is to help in letting the potential clients know about the agency and its clients, incorporate online registration, and search for any information of interest in the agency. PHP will connect the website to the database

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REQUIREMENTS ANALYSIS AND OUTLINE DESIGN

FUNCTIONAL REQUIREMENTS The most fundamental functions for the system are the i) log-on screens, ii) Report making and searching templates iii) As well as posting vacant posts as they come.
For efficient data maintenance, data creation, data

reading, deletion of data as well as data updating functions could be of paramount help to the system. Provision of an on-line facility to allow job seekers and employers to submit their details will as well a necessity

NON-FUNCTIONAL REQUIREMENTS The following are system properties given the logic of the system even though they will not necessarily be part of the required system. Security Highly confidential information of the agency clients, both candidates and various registered companies will be stored in the system hence there is paramount need for implementation of physical and logical level security measures. Logical security measures shall include usage of passwords for authentication of access, restricting all unauthorized people and allowing those with administrative rights. Physical security measures shall include storage of all backup material in secure rooms that have alarms put in place. Performance and Response Response time and rate shall remain consistent throughout on day to day basis and so should the performance hence there need be relatively good performance since the system shall be used in used every day. There is many times that certain tasks are performed at relatively the

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same time so the performance of the system should cater for such. In cases of different users, they have different working speed so the system speed shall cater for the fastest possible user.

Rate of growth of the Database There is expectation of new registrations of new clients almost every day number of around the least of 40 candidates/job seekers and the least of 5 companies. The database to be used shall be SQL as it does not have any limitation like the other databases like Microsoft Access which has a limitation for new data entry.
Database Size

There shall be a maximum number of four entities and the database shall be able to store around 1800 clients annually. The assumption is that the database be able to perform around 75 updates on a daily basis. The expected increase is that there are around 50 new registrations of candidates daily 1 record = 400 Records <average> 600 * 350 = 213 50
CANDIDATE/JOB Validate User Input SEEKER For data to remain consistent and accurate there shall be

(*) candidate id_code user input validation in the system. This is achievable through prompting the user to fill in information on fields First Name which could have been omitted by the user before entering Surname data on to the system. (FK) vacant post_ id (FK)Supervisor_id Gender Address (physical) Tel Cell Facsimiles Course Year Work Experience

ENTITY RELATIONSHIP DIAGRAM FOR THE NEW SYSTEM

Appli es

VACANT POST
(*) vacant post _id (FK) post_id
(FK)candidate/Jobseek

er_id 18

Offere d

EMPLOYER/COMPANY (*) company_id company name Tel Facsimiles Address (physical)

SCREENS, ENQUERIES AND REPORTS The screen shot below demonstrates the log in form that will be used to gain access to the system. It will only allow access to authorized persons. It leads to the main menu when ok has pressed.

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The main menu below shows all places that the user can access according to his needs and they just click on the button to go to any of them. Registration has been clicked below and the user is taken to the registration forms.

The registration menu gives the user options on whether they want to register companies or candidates. On this case candidate has been selected.

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Candidates details are taken and the user has the option to save, reset or go back to the main menu.

Saves registered candidates

takes the user back to the main menu

Clears the text boxes

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The screen shot below shows the stored details. Company ID uniquely identifies a company as its set as a primary key.

Deletes a record Searches for specific record Edits a record

Takes the user to next record

Takes the user to the first record on the database

Takes the user to record before the current

Takes the user to the very last record on the database

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3.5 Supporting Manual Procedures Although the proposed system is to be automatic or computerized, there will still be some manual procedures needed to support it. Some client information may be obtained through paper forms, and information may be stored in paper/manual files as back up.

DESIGN Use case diagram

Tender Save orders

<<include>> Record Order

<<include>>

Departme nt

Update records

Save records <<include> > <<Include> >

Paysuppl ier

Save records

Delete Details

Update details

View details Status

user 23

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Weekly Project Diary Student Name Pandoh Keogotsitse(cis09-024), Naomi Keletso(cis09-023) Supervisor Name TN Project Name Job Hunting Agency Activities Planned for Week -Problem Identification -Setting of Project Objectives -Project Scope Identification -Establishment of preliminary ideas -Actions Recommendations -Production of Project Plan and Problem Definition Week Beginning 09/08/2010 Sheet No. 1

Activities Actually Performed During Week -Problem Identification -Setting Project Objectives -Project Scope Identification -Establishment of preliminary ideas -Actions Recommendations -Production of Project Plan and Problem Definition

Problems Encountered Not enough time to do the project Lack of resources. Difficulties understanding the project

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Supervisors Signature Date 13/08/2010

Weekly Project Diary Student Name Pandoh Keogotsitse (cis09-024), Naomi Keletso (cis09-023) Supervisor Name TN Project Name Job Hunting Agency Activities Planned for Week Existing system Boundary and scope High level requirements Constraints Alternative technical solutions Recommended solutions Appendix Week Beginning 11/08/2010 Sheet No. 1

Activities Actually Performed During Week Existing system Boundary and scope High level requirements Constraints Alternative technical solutions Recommended solutions Appendix

Problems Encountered Not enough time to do the project Lack of resources.

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Difficulties understanding the project

Supervisors Signature

Date 08/09/2010

Weekly Project Diary Student Name Pandoh Keogotsitse (cis09-024), Naomi Keletso (cis09-023) Supervisor Name TN Project Name Job Hunting Agency Activities Planned for Week Technical Options Week Beginning 06/09/2010 Sheet No. 1

Database Design
Activities Actually Performed During Week Functional requirements for new system Non-functional requirements for new system Entity Relationship Diagram for New System Screens ,Enquiries and Reports Supporting Manual Procedures Data dictionary

Problems Encountered Supervisors Signature Date 18/08/2010

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6.4 DETAILED DESIGN

6.4.1 TECHNICAL OPTION Technical option for solving the problem will be using SQL Database with PHP on the server, HTML and Microsoft VB front end on clients. The Database would be used for storing the clients documents details as well as the agencys details; Microsoft Visual Studio will be used to give the user an interactive environment with its graphical user interfaces. SQL is chosen as the database and the DBMS is used because it is based on the relational database concept (tables, entities, relationships & attributes). This is a chosen DBMS because it has the ability to eliminate redundancy. The (X) HTML would be used to create the website that is to help in letting the potential clients know about the agency and its clients, incorporate online registration, and search for any information of interest in the agency. PHP will connect the website to the database A SQL statement execute much slowly as the database increases or enlarges and to solve this problem each field length will be set to a certain number e.g. a field containing information about job seeker identity number can be set to accept only nine integers. Prepared Statement will be used to send queries to the DBMS. ADVANTAGES OF VISUAL BASIC

POWERFUL FRONT-END TOOL

Event driven concept equipped with advance features of object oriented programming along with user friendly IDE makes Visual Basic a powerful programming and front-end tool. Visual Basic can accomplish simple to complex business requirements in very effective and efficient manner. It has wonderful chemistry with multiple databases including DBMS (Database Management System) like Microsoft Access, RDBMS (Relational Database Management System) like Microsoft SQL Server and Sybase, and ORDBMS (Object Relational Database Management System) like Oracle. It can also work with Flat Text file and Microsoft Excel data files.

SIMPLE AND EASY

Visual Basic is event driven. This concept makes it easy to program and write logic pertaining to respective events. Since the code executes based on user actions and corresponding events, things get simpler. There is no need to think sequentially and to track the code starting from the beginning to the end of

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source code file. Lot of code gets reduced as Microsoft has already provided inbuilt controls and container interface.

RAPID DEVELOPMENT
As things are simpler and easier, Visual Basic is exceptionally handy in developing the software program in a speedy manner. With ready-made controls and user friendly IDE (Microsoft Visual Studio Integrated Development Environment) tools and utilities, creation and deployment of project is done in very less timeframe. With the debug facility, there is ease in analyzing and resolving any pending issues very quickly.

USER FRIENDLY & INTERACTIVE

This is the most common feature of Visual Basic. As a user you will find very few complain about its user friendliness. You have readymade controls and excellent MSDN (Microsoft Developer Network) help for technical doubts. You have various window sections like Immediate Window, Watch Window etc. to help in coding, testing and debugging during the entire phase of software development life cycle. The great thing about Visual Basic is "IntelliSense". You type of the desired word by half and pres CNTRL + SPACE keys, you will get list of all related properties, methods and objects. Like other languages, Visual Basic is not case sensitive.

USER FRIENDLY & INTERACTIVE

This is the most common feature of Visual Basic. As a user you will find very few complain about its user friendliness. You have readymade controls and excellent MSDN (Microsoft Developer Network) help for technical doubts. You have various window sections like Immediate Window, Watch Window etc. to help in coding, testing and debugging during the entire phase of software development life cycle. The great thing about Visual Basic is "Intellisense". You type of the desired word by half and pres CNTRL + SPACE keys, you will get list of all related properties, methods and objects. Like other languages, Visual Basic is not case sensitive.

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ADVANTAGES OF PHP
PHP has become the most popular Web programming language not only because it is free. PHP is a full-fledged programming language (unlike HTML for example, which is more of a presentation means) and many complex applications can be written it. Another benefit of applications written in PHP is that they are fast and if written properly, they could be pretty secure. There are also tons of ready PHP scripts and functions, which you can customize to your liking and use in your PHP applications.

6.4.2 DATABASE DESIGN

Normalisations Normalisation shall be done to avoid data redundancies and also to maintain the data integrity of the database. The following tables depict the entities in the database as well as their attributes.

6.4.3 COMPLETED DATA DICTIONARY

Candidate

Attribute
candidate name Surname Next of kin(name and surname) Date of birth Identity number Place of birth Gender Address Cell e-mail

Data Type
String String String Integers Integers String String Integers Integers character

Field Size
10 15 25 10 9 20 8 10 10 20 30

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Qualification work experience

String characters

20 45

COMPANY
Company name Number of vacancies Name of vacancies Qualifications Required Experience Main purpose of the job Duties Salary Address(physical) Tel Facsimile Closing date String integers String String integers String String integers integers integers integers integers 20 20 30 20 30 30 30 10 20 15 15 12

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Attribute
Application date Company_ id Post id

Data Type
String integers String

Field Size
20 20 30

VACANT POST Attribute

Post_ id Post name Qualification Location Experiences needed Post availability Company_ id

Data Type
String integers String String integers String String

Field Size
20 20 30 20 30 30 30

6.4.4 PROGRAM SPECIFICATION

The program specification has been done using Pseudo code to show process in the system and each process will be modelled independently. These processes are: Login and authentication Main menu

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Job search Job update deletion candidate registration candidate record update employer addition employer deletion employer Update Report viewing Report making

Login and Authentication Use variable password, username OF TYPE Real DISPLAY Main Menu! DISPLAY enter password ACCEPT password DISPLAY Enter username ACCEPT username IF password = password AND username = username DISPLAY main menu ELSEIF password <> password AND username <> username DISPLAY Access Denied ELSEIF password <> password OR username <> username DISPLAY Access Denied ENDIF --end programme Main Menu DISPLAY candidate Record

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34 | P a g e DISPLAY Employer Record

DISPLAY jobs DISPLAY Reports DISPLAY Quit Application DISPLAY Reports IF (button = candidate Record) DISPLAY Job seeker Menu ENDIF IF (button = Employer Record ) DISPLAY Employer Record Menu ENDIF IF(button = jobs) DISPLAY jobs Menu ENDIF IF(button = Reports) DISPLAY Reports Menu ENDIF IF(button = Quit Application) ENDIF Exit() ENDIF --end programme
The next Pseudo codes will be made with an assumption that the user from the main menu has accessed the different screens at that instance.

Candidates Record Manipulation Pseudo code

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A job seeker who will not have been registered in the system makes the registration The following is a candidates registration pseudo code. -- Candidate Menu DISPLAY Registration DISPLAY Update candidates DISPLAY DISPLAY Delete candidates Main Menu

Accept choice IF(button = Registration) DISPLAY registration menu DISPLAY Enter your details IF (button = finish) ACCEPT candidate Details ENDIF DISPLAY candidate Menu IF (choice = Update candidate ) DISPLAY Update_Menu DISPLAY enter values on fields to be updated IF(button = finish) ACCEPT updates ENDIF ENDIF DISPLAY candidate Menu IF(choice = delete) DISPLAY Delete Menu DISPLAY enter candidates id to delete ACCEPT candidate _id IF(candidate _id == candidate _id) DISPLAY candidate deleted

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ELSE DISPLAY candidate not found ENDIF ENDIF DISPLAY candidate --end candidate record manipulation program -- posts screen manipulation DISPLAY posts DISPLAY View DISPLAY DISPLAY Delete Main Menu

Accept choice IF(button = posts) DISPLAY posts menu DISPLAY Enter posts details IF(button = finish) ACCEPT posts details ENDIF IF(button = main menu) DISPLAY main menu ENDIF ENDIF DISPLAY posts Menu IF(choice = view) DISPLAY posts Menu DISPLAY Choose posts IF(item = posts) IF (button = search) DISPLAY posts ELSE DISPLAY choose a post
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ENDIF ENDIF IF(button = main menu) DISPLAY main menu ENDIF ENDIF DISPLAY candidates Menu IF(choice = delete) DISPLAY Delete Menu DISPLAY enter candidate id for candidate to delete ACCEPT candidate _id IF(s_id == candidate _id) DISPLAY candidate deleted ELSE DISPLAY candidate not found ENDIF IF(button = main menu) DISPLAY main menu ENDIF ENDIF IF(choice = Update) DISPLAY posts Update Menu DISPLAY enter post id to update ACCEPT post_id IF(post_id == post_id) DISPLAY Fill in the fields ACCEPT details ELSE DISPLAY post not found ENDIF IF(button = main menu)

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DISPLAY main menu ENDIF ENDIF DISPLAY posts Menu -- end the posts manipulation

candidate menu DISPLAY Registration DISPLAY Update candidate information DISPLAY DISPLAY Delete candidate information candidate Menu

Accept choice IF (button = Registration) DISPLAY registration menu DISPLAY Enter your details IF(button = finish) ACCEPT candidate Details ENDIF DISPLAY candidate Menu IF (choice = Update candidate) DISPLAY Update_Menu DISPLAY enter values on fields to be updated IF(button = finish) ACCEPT updates ENDIF DISPLAY candidate Menu IF(choice = delete) DISPLAY Delete Menu DISPLAY enter fields to be deleted ACCEPT update ENDIF DISPLAY candidate Menu
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6.4.7 MANUAL PROCEDURE DESIGNS

This is the system that would be used in parallel with the computerized system. It would also be used in case the computerized system is down.

6-4.8 PAPER FORM DESIGN

P O Box 364223 RiverWalk Mall Tel 232434 Fax: 7878878 24753 Gaborone Plot

YourJobs@YourDoorStep JOB HUNTING AGENCY

Candidate Registration Form

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Important: Please use BLOCK letters

FIRSTNAME: appropriate

SURNAME:

GENDER: M

Tick where

CANDIDATE ID:

CONTACT DETAILS; ADDRESS (PHYSICAL) TEL CELL FACSMILE (EMAIL)

QUALIFICATIONS

REFEREES

P O Box 364223 RiverWalk Mall COMPANY232434 Tel NAME Fax: 7878878 24753 COMPANY ID: Plot CONTACT DETAILS; ADDRESS (PHYSICAL) TEL CELL Gaborone FACSMILE (EMAIL) COMPANY DETAILS

YourJobs@YourDoorStep JOB HUNTING AGENCY

Company Registration Form

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6.4.9 ARCHIVING AND BACKUP STRAGERIES

Archiving is a way of storing data that is not needed in a secure place so that it can be found easily when needed. The agency does not always need some data for example details of companies and candidates who had once been clients. Instead this information is archived for future reference incase of keeping record of how many clients they have had and how they have assisted them. Archives are put in a secure room with alarm systems
Backup of data and software will be kept to enable lost data to be recovered should there be a failure of the system. Disks will be used to keep backup; they can be removed from the computer and be put in a different and secure room with alarm systems. Back-up will be done every 3rd day. Then the tape is reused and the sequence repeated. Details of each backup are recorded in a manual notebook in case the computer system fails.

Archiving is done when needs arise i.e. when a client is no longer with the agency.

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MANUAL LOGBOOK
Details of the backup strategy will be recorded manually in a notebook to keep information about the backup strategy. The following information will be recorded in the note book: -date of backup -medium used and its capacity -Number of tapes The name of the person responsible for the backup. Contents backed up. comments

The following is a log form that will be used to get information. Person Backing up Back-up Date Time Contents backed up Medium of back up Comments Size Number of tapes

6.4.10 SECURITY
Software Security Passwords can separate and secure the works of individual users on networks, subsystems, systems and files. Passwords are only known by the user (secret code) it was issued to. Only authorized people will have the approval to delete, amend or edit data. To ensure security, the user will have to enter a password to login to the
system. These passwords give access to the system and the ability to alter information. Only the user who knows the password can use the system. Unauthorized users will be rejected by the system.

Hardware Security

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This is protecting hardware and software using physical measures. It includes; Installing security alarms. Using locks on computers to prevent them from being switched on. Locking computers away at night or securing them under steel covers. User ids needed to access the building and the room where the system is. Controlling access to the room by using keypads on doors- a code is needed to open the door. Fire prevention and detection by use of smoke detectors. Special magnetic cards can also be used to the same effect.

6.4.11 TEST PLANS

UNIT TEST PLAN

Project Name Job Hunting Agency Test No. 1 Description Expected Outcome Result Screen/Report Name Sheet No. 1

Correct entry Username and password User taken to the main menu. of the accepted. password and user name.

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wrong password or user name

Wrong data type entry when entering details.

An error message that prompts the user for correct entry An error message prompting the user to enter a correct data type A confirmation message to show that the record has been added to the system successfully. The user is prompted to fill in only the correct data.

User denied access to the main menu.

An error message should be displayed before the user tries to move onto the field entry.

Completed client form with correct data filled in. Wrong data type entry on fields when entering data on vacant posts. Completed the vacant post form with correct data.

A successful operation confirmation message displayed. The user is warned that wrong data type has been entered and should be corrected before being entered on to the system through display of a message box. Successful operation conformation message is displayed.

Successful operation conformation message is displayed.

6.4.12 USER MANUAL DESIGN

A handbook/ brochure that guide the user on how the new system is used is provided. Screen shots are given great emphasis since it is easily understood and followed. It thoroughly explains how the system works. There shall be provision of paper manuals that the user can browse through even when they are on the go with the aim to familiarize themselves with the system. For the administrators crude functions of the system no user manual shall be provided since they are involved in the design of the system LOGIN SCREEN

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45 | P a g e At the front screen, enter your password and username that you have been allocated in the fields given and click on the OK button or the Enter key on the keyboard. This shall lead the user to the front page, defined in the system as the main menu, where users will proceed with their operations. Upon wrong username and password entry, the system will pop up an error message before the user tries to move onto the field entry. EXIT To cancel the username and password from the text fields, press the cancel button displayed on the log on screen or just place the cursor in the text boxes and then press the backspace key form the keyboard.

6.4.13 USER TRAINING PLAN

New system users shall be trained on how to use the system. Key users of the system will be identified and trained on how the system works. These users can thereafter teach each other users what they had learnt. This will help the agency reduce training costs as training may take time than training few. The selected users will individually be assisted on how to work with the system and this will be done after working hours for at least 3 days in a week for 2 weeks. The users will be given user manuals to go read by themselves and to follow when using the system. When they are still under training the administrator will walk around in working hours to see if they understand how to operate the new system and should they have any hustles they consult her for assistance.

A demonstration will be conducted by the administrator to show the users how to go about the system.

Firstly Users will be allocated valid Usernames and Passwords that will be recognized by the system, which have been stored in the company table.

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46 | P a g e Users shall then be required to enter their respective entities where applicable while following the steps given in the User Manual Design.

A demonstration of what will happen when users make invalid entities will also be conducted during training to make them aware of such. WAYS OF TRAINING Live demonstration of how the system works by the Designer and System Administrator User manual usage to incorporate better and quick knowledge of the system System developers provide temporary period of assistance after implementation

TRAINING TIMING If demonstration is to be done it can be done for two days in a week after business hours REQUIRED TRAINING MATERIAL User manual Conference room for presentation Laptop Computer and overhead projector to conduct demonstration

6.4.14 IMPLEMENTATION PLAN

The parallel running of the new and old system changeover strategy will be adopted. This will be useful and it will be easier to measure whether the new system can be feasible and meet the business needs. The static master method of data storage will be used as there shall be need to set up data storage tables for the system. Immediately when the new system take control the manual system will be abolished and all the data will be stored in the computer system. The file cabinets used to store

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47 | P a g e the paper will be removed from the offices to create a conducive working space and to allow air circulation as computers need a moderate room temperature.

First Week: Second Week:

installation of hardware software installation Complete installation of database and DBMS Complete performance testing

Third Week Begin user training The systems administrator will conduct the user training and it is expected that all current users of the manual system will attend the workshop. This will be done until the whole system is put to live and is fully functioning.

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