CHAPTER TWO: REQUIREMENT ELICITATION

2.1 Overview of the existing system

The existing system of Ethio Italy poly technic college was giving job vacancy announcement
and exam services with manual method. There was computerized and automated system
existed but not include online job vacancy system.
Human recourse management is mandatory on Dire Dawa City Administration Ethio Italy poly
technic college and other organization. To manage and produce manually specially vacancy
announcement in department of HR in Dire Dawa City Administration Ethio Italy poly technic
college there are so many activities the one which is proposed is job opportunity.
On the above mentioned of the organization it uses papers general application of MS-word, MS-
excel by hands. The department that to announce job vacancy manually, to provide registration
screen out, exam process and display of results. Each and individual activity or process using on
manually so this is boring activities ,although the existing system has an automated system ,that
does not include job announcement automated in a web based system it is so very poor
according to technology era.

User existing System

Employee, New Employee, Administrator and Eps
The user on the existing system is employers to get in the existing system are:-
HR officer
 post job vacancy announcement
 Registered manually
 Screen out by using paper
Eps
 Prepared exam by paper based
 evaluate exam by paper
Employee and New Employee
 View vacancy announcement using paper
 Register manually
 Take entrance exam using paper
 View exam result using paper

Forms and other document of the existing system

Table 3 :- new Employee vacancy announcing Forms existing system

 Table 4 :- Internal Employee vacancy announcing Forms existing system

2.2 Advantages of the existing system

The advantage of existing system materials can be accessed manually, any user can access
the system since it is not computerized, does not need central database server,
system administrator or network supply. It is cheap and does not need of any electronic
machine in order to use the currently existing system.
2.3 Drawback of existing system
There are problems which is resided in the current system is performance we are measuring the
performance of the current system in terms for providing information about the service provider
to users is so slow

§ Loss of wage and time

§ Loss of cost

§ Bureaucracy activities

§ Employee stay a long time to get information

§ High task Burdon

2.4 Proposed Solutions

The major aim of our system is to facilitate and manage every activity of the announcing job
vacancy and online exam of the city administrations. The Dire Dewa city administration Ethio
Italy poly technic college has poor announcing vacancy and online exam. Our project to gives
information about vacancy registration and online exam and exam results for the employee. It is
web based application system.

2.5 Preferred solutions

The existing system should be replaced with a totally automated “online vacancy system which enables
easy and flexible manipulations of various activities. The first step of system analysis involves the
identification of need.

The lists of requirements that are identified are:

 Registered job seeker should be eligible to apply for one or many available jobs only if the given
job requirements match with their skill sets.
 The employer is responsible to post the job requirements along with the selected users
information after the complete recruitment process.
 Normalized database should be maintained which yields inconsistent results.
  Generating reports at regular intervals which is helpful indecision making.

2.6 Domain modeling with CRC card

A Class Responsibility Collaborator (CRC) model is a collection of standard index

cards that have been divided into three sections, class, responsibility and collaborator.
A class represents a collection of similar objects, a responsibility is something that a
class knows or does, and a collaborator is another class that a class interacts
with to fulfill its responsibilities.
 apply vacancy Management Subsystem
Employee Registration
 Manage Account
The subsystem responsible to manage user account of the system by taking care of login
information of different users. It manages user name and password of all user of system for
security purpose.
Operation provided by subsystem is:
Create Account ()
Privilege Account ()
Update Account ()
Change Password ()
 Exam preparation Management Subsystem
Prepare question ()
Update Questions ()
Send Feedback ()
 Result Management Subsystem
Report employee result ()
Report overall exam result ()
2.7 Essential use case diagram

Essential use case diagram is used to model the tasks that perform in the existing
system by representing the actors (stockholders) and actions (use cases) that perform
 by the actors. Use case diagram has the following component:-

? A use case: describes a sequence of action that provides a measurable value to

an actor and draw as a horizontal ellipse.

? An actor: is a person, organization, or external system that plays a role in one

or more interactions with the system and draw as stickman figure.

? System boundary: indicates the scope of the system project. Anything within

the box represent functionalities in side in scope.

Relationship between actors and use cases exists whenever an actor is involved with an
Interaction described by a use case and modeled as a line connecting use cases and actors.

2.8 Essential use case documentation

The Use Case Document is a business document which provides a story of how a system, and its
actors, will be utilized to achieve a specific goal. An effective Use Case should provide a
detailed step-by-step description of how the system will be used by its actors to achieve the
planned outcome. The purpose of the Use Case is to tie the business needs of the system to the
design parameters of the system to ensure that the completed system achieves the goals
established by the business requirements. The level of detail in Use Cases may vary greatly
depending on the size and complexity of the system being designed. This Use Case template
provides you with everything you need to develop your Use Case Document. Its purpose is to
present a graphical overview of the functionality provided by a system in terms of actors and
their goals. The main purpose of a use case diagram is to show what system functions are
performed for which actors.
2.9 Essential user interface prototype

Home page

Contact us

About us

Feedback

Admin Employer EPS

Manage Account Take Exam

CreateQuestion

Report View result

View comment

Logout Logout Logout

CHAPTER THREE: SYSTEM ANALYSIS

3.1 Overview of the new system

The existing system is manual so that there are so many problems in their task as
previously discussed in the statement of the problem. But the new system will solve
the problems. Our aim is to change the existing system which is manual, to
computerize Data Repository and Reporting System. In new system, there will be
additional futures from the existing system and it will be fast, reliable, secured and
compatible compared to the existing system.

In general the new system is:-

? Capable of providing better and fast service for users.

? Decreases the use of resources such as budget and time.

? Capable of providing storage device to prevent data loss.

? Easily manageable and enable to perform any tasks performed by Ethio-Italy

Poly Technic College specifically for department of HR.

? Decreases the data redundancy.

? Time consuming is low, gives accurate results, reliability can be improved with the
help of security.

3.2 System Requirements

System requirements are the process of describing the new system concerning with it is
functionality and non-functionality.

3.2.1 Functional Requirements

A functional requirement is that directly related to the function of the system. It can also
be defined as a description or statement of function, feature or condition that a user seeks to have
implemented in a system.
The following are the functional requirements of the system.
 System should register Employee
 The system should update Employee recording
 The system should accept new Employee and the Employee take exam
  The system should retrieve employee record and exam result
 The system should accept feedbacks.
 The system should generate report
 Employee can view exam result in a system

3.2.2 Non-functional Requirements

A non-functional requirement also referred to as technical requirement pertains to the technical

aspects the system must fulfill such as performance related issues, reliability issues, availability
issues and also skill gap.
Generally non-functional requirement are describe restriction on a system that limit the choices
for its construction as solution to a given problem.

3.3 System modeling

In this section the proposed system will be decomposed into component pieces for the purpose of
the studying how well those component parts work and interact to accomplish their purpose. And
the proposed system will be modeled by UML modeling which is a language of visualizing,
specifying, constructing and documenting the artefacts of software system.The analysis of the
system is the basic thing in our system development which helps the system designer to find the
purpose of the system. In case of the new system we develop the purpose is in order to make
providing computerized information handling system. In this chapter we use sequence diagram
(shows how processes operate with one another and in what order), use case diagram (to
represent the interaction of user with system), activity diagram (to show the representations of
workflow of stepwise activities and actions with support for choice, iteration and concurrency),
class diagram (to describe the structure of a the system by showing the system's class their
attributes, operations (or methods) and the relationships among objects) and State chart
diagram (to showbehaviour from the perspective of a single object)

3.3.1 System use case diagram

Use case classes are used to model and represent units of functionality or services provided by
a system for users. It captures the goal of the users and the responsibility the system to its
users. It is the functionality of the system or the service provided by the system.
Figure 2 Use case diagram
 3.3.2 System use case Diagram Documentation

Table 1 Use case description

Use case name Login
Use case ID Uc1

Participating actor Administrator, Employee, EPS

Description Employee
 View vacancy
 Apply
 Take Entrance exam,
 View result
 Send feedback
EPS
 prepare question,
 Schedule exam date
 Send feedback
Administrator
 Create new account
 Update account
 Change password
 Set privilege
 Record job
 Post and update vacancy
  View feedback
Basic course of action 1. Open web site
2. User enter username and password
3. Click login button
4. System verifies username and Password.
5. If username and password is valid
6. User authenticated and gets access to the system.
7. Use case ends.
Alternative course of A1. User is not authenticated and is denied access to the
action system.
A2. System displays an incorrect username and password
message.
A3. System enables user to try again.
A4. Use case returns to step 2 to fill the correct username
and password.
Pre-condition The user must have username and password.
Post condition User gets access to the system according to their predefined
system privileges.

Table 2 Use case description for login use case

Use case name Post and update vacancy

Use case ID Uc2

Participating actor Administrator

Description This use case is initiated by the Administrator. This use case
 describes how post and updates vacancy.
Basic course of 1. Open web site
action 2. Administrator enter username and password
3. Click login button
4. System verifies username and Password.
5. If username and password is valid
6. User authenticated and gets access to the system.
7. Administrator can be post and update vacancy
8. Use case ends.
1. Administrator enters username and password.
2. Click vacancy button
3. Administrator record vacancy
4. Administrator post vacancy.
5. Use case end.
Alternative course of A1. The information is not authenticated and is denied
action access to the system.
A2. System displays missing information
A3. System enables Administrator to try again.
A4. Use case returns to step 3 to fill the correct information
Pre-condition The Administrator must login to the system.

Post condition Administrator fill the necessary information and registered in

to the data base

Table 3 Use case description for registration

Use case name Create Exam
Use case ID Uc3
 Participating actor EPS

Description This use case is initiated by the exam preparation section.

This use case describes how the exam preparation section
prepares questions in web-based System.
Basic course of action 1. EPS enter username and password.
2. Click create exam button
3. EPS create question
4. EPS schedule exam date and time.
5. EPS post the exam
6. Use case ends.
Alternative course of A1: If the user doesn’t have access privilege to use the
action system; user is not authenticated and is denied access to the
system.
Pre-condition EPS must login to the system.
Post condition Exam preparing section creates questions

Table 4 Use case description for internal employee Table

Use case name Apply vacancy

Use case ID Uc4

Participating actor Internal employee

Description System shall allow apply vacancy for internal Employee

 Basic course of 1. Internal employee browse website
action 2. Internal employee Login
3. Internal employee Click vacancy button
4. click apply link
5. Use case ends.
Alternative course of A1: If the user doesn’t have access privilege to use the
action system; user is not authenticated and is denied access to the
system.
Pre-condition Internal employee must login to the system.
Post condition Apply vacancy

Table 5 Use case new employee

Use case name Take exam
Use case ID Uc5

Participating actor New Employee

Description New employee’s take exam with local system

Basic course of 1.New employee browse website

action 2. New employee view vacancy
3. click apply link
4. Use case ends.
Alternative course If the form is not fulfilled, back to the form and return error
of action message
Pre-condition All require fields of form are correctly fill by Employee
Post condition An Employer successfully registers.

Use case Scenario

4.3 Scenario for Login
This use case describes how a user logs into system
Actor: Employee, Administrator, EPS, flow of events. This use case starts when
the actor wishes to log into the system.
The actor enters user name and password. The system validates the entered name
and password and logs the actor into the system. If it is not validated the system
display try again.

4.4 Scenario for Apply vacancy

This use-case user describes the use-case that Employee register as a member (that to fulfill
qualifications)of the entrance exam system.
Actor: - Employee
Flow of Events: This use-case starts when Employee register as a member (qualified) of entrance
exam take.
The actor enters his/her information. The system validates his/her information or if it is not
validated the system displays try again.

3.3.3 Sequence Diagram

The sequence diagram is used primarily to show the interactions between objects in the
sequential order that those interactions occur. During the requirements phase of a project,
analysts can take use cases to the next level by providing a more formal level of refinement.
When that occurs, use cases are often refined into one or more sequence diagrams.
The main purpose of a sequence diagram is to define event sequences that result in some desired
outcome. Most sequence diagrams will communicate what messages are sent between a system's
objects as well as the order in which they occur.
 Home page Login form Validater Main page

All User

log into home()

Display login form

chack validation()

enter UN &Pwd and press login Button ()

invalid()
Display login fail message()

re-enter UN &Pwd and press login()

Main page display()

Figure 4 sequence diagram for login use case

 Figure 5 sequence diagram for create account

Figure 6 sequence diagram for registration

Validator DB
Main page Regestration form

Employer

click regestration
link()
display the form()

Fill the form and click ok button

chack validation()

re-enter correct data

invalid()

re-fill the form and click ok button

Valid
saved in DB

Registered succesfuly()
 Exam prepa
Add form Validator DB
ration page

EPS

Log in preparing page

chack validation()

invalid()
re-tray again ()

re-create question and press ok button()

Valid
saved in DB

Add successfully()

Figure
Figure 7 sequence
Sequence diagramdiagram for question
for add questions
 3.3.4 Activity Diagram
Activity diagrams are graphical representations of workflows of stepwise activities and
actions with support for choice, iteration and concurrency. Activity diagrams are constructed
from a limited number of shapes, connected with arrows.
The purpose of the activity diagram is to model the procedural flow of actions that are
part of a larger activity. In projects in which use cases are present, activity diagrams can model a
specific use case at a more detailed level.
The activity diagram shows the various activities step by step with the carrying for both
parallel and conditional behavior. An activity diagram is a modification of state diagram in
which most of the states are activity state.
The most important shape types are:
 Rounded rectangles represent activities.
 Diamonds represent decisions.
 A black circle represents the start (initial state) of the work-flow.
 An encircled black circle represents the end (final state).

Administrator
Create account form

Click the form

Fill the form

press okButton

Invalid

enter correct data

valid

successfully created

Figure 8 Activity diagram for create account

 View vacancy
Employee

Click Apply link

Read confirmation

Press Ok

Apply Successfully

Figure 9 Activity diagram for apply vacancy

Figure 10 Activity diagram for exam preparation

3.3.5 Class Diagram
Class diagrams are the most common diagram found in modeling object-oriented systems.
Class is a description of a set of objects that share the same attributes, operations, relationships,
and semantics. Graphically, a class diagram is drawn as a rectangle with three compartments
holding the class name, attributes, and operation.
Class names: Every class must have a name that distinguishes it from other classes. A name
is a textual string. That name alone is known as a simple name; a qualified name is the class
name prefixed by the name of the package in which that class lives.
Attributes: An attribute is a named property of a class that describes a range of values that
instances of the property may hold. A class may have any number of attributes or no attributes at
all. An attribute represents some property of the thing you are modeling that is shared by all
objects of that class.
Operations: An operation is the implementation of a service that can be requested from any
object of the class to affect behavior. In other words, an operation is an abstraction of something
you can do to an object that is shared by all objects of that class. A class may have any number
of operations or no operations at all.
Fig:- 3 Class diagram
 CHAPTER FOUR: SYSTEM DESIGN

4.1 Design Goals

Design goals are Online vacancy announcement system is a system that to handle a problem
with manual vacancy announcement system and solve a problem with user when user’s found
jobs.
Performance: Is the measures of the system’s operation under load. Criteria’s for performance
are the response-time, throughput and space for file storage.
Availability The system needs to be on work for 24 hours in a day and 7 days in a week.
Security(Maintenance):system provides security controls through authentication, authorization
and data protection. The authentication is by confirming a user. The authorization is by verifying
the authenticated user has permission to access a particular resource.
Reliability:-The reliability criteria determine how much effort should be expanded in minimizing
the system crashes and their consequences.
Usability: -The system should have a simple and easy graphical interface that users can
understand quickly.
Portability:-The system should be well suited to work on any machine running windows
operating system.
Robustness: -The system should be designed in such a way that users do not proceed having
entered invalid input or data in all cases of interacting with the system.
End user: End user criteria’s are qualities that are desirable from user’s point of view like
usability, maintainability and utility.
Therefore, this project is meeting those design goals. For example:
 Speeding up the response time when a customer comes with request to get service.
 Minimizing the storage space and time to find for files.
 Decreasing the expenses customer faces while coming to the office to have a service.
4.2 System Architecture
In spite of its organized administrative structure, Dire Dawa administration Ethio Italy Poly
technic sub city in the department of HR during vacancy announcement, exam management
system is performed every task in manual system. In order to handle or process the data for
above mentioned categories of tasks there is the manual system. In the existing systems an
activities done in manually, starting from registration of the Employee up to generating
report done in manual way.

4.3 Sub-system Decomposition

Figure 13 System decomposition

4.4 Hardware/Software Mapping
Mapping subsystems to processors and components enables us to identify potential concurrency among
subsystems and to address performance and reliability goals. All subsystems those are in the client side
collected on user machine and all subsystems and servers are collected in server machine. Subsystems in
user machine can access the same server apache server by http request by the help of the client browser.

4.5 State chart Diagram

State chart diagram describes the flow control of the Dire Dawa administration Ethio Italy Poly
Technic College in HRM department especially Employer activities information management
proposed system from one state to another state to describe the system dynamically. States are
defined as a condition in which an object exists and it changes when some event is triggered. So
the most important purpose of State chart diagram is to model life time of an object from
creation to terminal.

login

activate the system

Displaying home page

Enter user name and password

Login button clicking

Login button turned on

User name and password at checking

If user
invalid name and
Resetting page password
is

valid

see the Required page and take action on

Figure 11 State chart diagrams for login use case

 view feedback info

display home page

activate the system
click feedback

display feedback info

see feedback info

Figure 12 State chart diagram for view feedback

4.5 Collaboration Diagram

A collaboration diagram, also known as a communication diagram, is an illustration of the

relationships and interactions among software objects in the Unified Modeling Language (UML).
These diagrams can be used to portray the dynamic behavior of a particular use case and define
the role of each object.
4.7 Deployment Diagram

Deployment diagram depicts a static view of the run-time configuration of hardware nodes
and the software components that run on those nodes. This means that a deployment
diagram shows the hardware for the system, the software that is installed on that hardware,
and the middleware used to connect the disparate machines to one another. In this system
there are multiple components that interact with each other by sending message.
The web server can run on any computer that support PHP and its database can run on any
computer that supports MYSQL. The application server, client computer and data base
can run on separate node or the same node in different configuration.
Deployment diagram maps a system’s software artifacts to the hardware that will execute them.
It Show a static view of software component and hardware in their run time configuration. It also
Models system logical elements, their physical location, and how they communicate.

4.8 Persistent Data Storage and Management

Persistence modeling is used to communicate the design of database, usually to the
Developers. It also used to describe the persistence data aspect of the system. Some of the
Mapping of objects of tables is displayed as below.
 User table.
 Job table
 Vacancy table
 Apply vacancy table
 Question table
 Exam table.
 Result table.
 Feedback table

4.9 Graphical User Interface Design

The proposed systems have user-friendly interfaces with the following features to help users
easily interact with the system.
 Menu and sub menus containing options and selection facilities
 Command buttons that enable to shift from one state to another
 Interface with title and level that describe their intended use
 Reports that can be dynamically updated