FINAL YEAR PROJECT UTB STAFF RECRUITMENT SYSTEM Ampuan Nurzaidah Binti Ampuan Ali THESE SUBMITTED FOR THE DEGREE OF BACHELOR OF SCIENCE

FINAL YEAR PROJECT
UTB STAFF RECRUITMENT SYSTEM

Ampuan Nurzaidah Binti Ampuan Ali

We Will Write a Custom Essay Specifically
For You For Only $13.90/page!


order now

THESE SUBMITTED FOR THE DEGREE OF BACHELOR OF SCIENCE (HONORS) IN
COMPUTING
UNIVERSITI TEKNOLOGI BRUNEI
APRIL, 2018

Declaration

I declare that this submitted report does not copy from any material previously submitted for a master, degree or diploma in any university; and to the best of my knowledge it does not contain or copyrighted from any previously published or written report by another publisher/author except due to any references made in the text is attached at the references section of this report.

Date: 7th April 2018 Ampuan Nurzaidah Binti Ampuan Ali

Acknowledgement

In the name of Allah, the most gracious and compassionate. Alhamdulilah I have completed my final year Degree project with the help and guidance from my supervisor Dr.Asem Kasem, my beloved parents, friends and other people who have been supporting me all the way of my education journey,

First of all,I would like to thank the one and only, Allah SubhaAllah Subhanahu Wata’alaa for this challenging project and phase in my life. I would not have been able to complete this project without His help and guidance, as well as many others that I would like to acknowledge in this section and also I would like to give my greatest appreciation to Dr.Asem Kasem, my final year project supervisor, who has been supportive and very helpful in guiding through challenging phase with his endless input and ideas contribution to my project. His comments has helped my project to grow in better results. Alhamdulilah, He has been very helpful and attentitive to my project’s progress and has aided a lot with the direction of the project.

Thankyou to all my beloved classmates and friends especially, Norfarrah Binti Muhamad Masidi, Fatin Suhili, Zahidah Ismail, Salihin Rahim, Meisur Hamid and others, for their endless support and their input, ideas, advice and thoughtful critics throughout my web development was very helpful and beneficial to my web’s growth and improvements. To other parties involved by forwarding my project’s survey link through random social media and not to forget UTB Admin, Dk Susidzaimah Binti Pg. Sulaiman, Assistant Registrar (personnel) who also has been very helpful provided me with useful materials throughout the project development and willing to spent her time answering project’s interview question and .

I would also like to thank for his co-operation and endless ideas, Md. Al-Hadi Bin Marsum, who has contribute his time in creating UTB Staff Recruitment Logo.
Finally, I would like to thank my family for supporting me and being patient with me for all the times I’ve had to be so focus in completing my project. Your prayers always have been with me all the time to face all challenges. Alhamdulillah, thank you to everyone that has helped me in any way possible.
Abstract

For over the years it is believed the use of online tools for recruiting applicants is less prevalent amongst Brunei Darussalam organizations, but there is evidence prove that this practice is set to grow in the future and this facility will become increasingly valuable to organizations as greater use of online advertising attracts larger numbers of applications.

UTB admin has recently encountered several problems which involved on recruitment process where they have difficulties managing with the repetitive data entry of applicants from paper-based to excel spreadsheets, each of the application form need to be manually checked one by one as it must be in complete form. Aside from that, Admin always encountered when they advertise vacancies offered through Newspaper often they will receive plenty of applicants with sparse CVs, which clearly some of them are over-qualified and some do not meet the basic requirements. Since email is hassle-free so Admin finds that some applicants will apply to everything they see. Secondly, the required documents for the position applied are all sent via email which may or may not be received instantly by the admin within a given timeframe and this may lengthen the time taken to process the application. Respective Dean / Programme Leader as well have to manually check the shortlisted applicants based on data entry from the excel spreadsheet with the printed hard copy.

By introducing “UTB SRS” web-based system, an abbreviation for UTB Staff Recruitment System is a web-based system in which jobseekers register themselves online and view vacancies offered by UTB. This system plays an important role in simplifying recruitment process by eliminating traditional paper-based application, repetitive data entry related to work administrative and manual evaluation of shortlisted applicants. This web-based system facilitates where prospectives applicant fills in the application form online and upload the required documents for the position applied. The system also makes it possible for UTB staff to advertise vacancies offered and evaluate shortlisted applicants in a computerized way.

List of Figures

Figure 2.2.2.2-1: Age of participants
Figure 2.2.2.2-2: Employment Status
Figure 2.2.2.2-3: Effective tools of online channel
Figure 2.2.2.2-4: Online application
Figure 2.2.2.2-5: Preferred online channel
Figure 2.2.2.2-6: Preferred online channel
Figure 2.3.1.1-1: JobCentre website
Figure 2.3.1.1-2 PSC Recruitment website
Figure 2.3.1.3-1: UNISSA Online Application – Academic Post (Local)
Figure 2.3.1.3-2: UNISSA Online Application – Academic Post (Expatriate)
Figure 2.3.1.3-3: UNISSA Online Application -Non Academic Post (Expatriate)
Figure 2.4-1: UBD website – Career Opportunities section
Figure 2.4-2: UBD website – Career Opportunities section
Figure 2.5-1: Northwestern University – eRecruit Instruction pdf
Figure 2.5-2: Northwestern University – eRecruit Instruction pdf
Figure 3.6-1: Incremental Development Approach
Figure 3.7.1-1: USE CASE Diagram of UTB SRS
Figure 3.9.2.1-1: Login Page
Figure 3.9.2.2-2: Registration Page (Employer)
Figure 3.9.2.2-2: Registration Page (Job Seeker)
Figure 3.9.2.3-3: Admin Home Page
Figure 3.9.2.3-4: Create New User
Figure 3.9.2.3-5: Employee Account management
Figure 3.9.2.3-6: Manage Job Seeker Application
Figure 3.9.2.3-7: Job Seeker Status Description
Figure 3.9.2.3-8: Set Acceptance Result
Figure 3.9.2.3-9: Acceptance Status (Approve or Disapprove Application)
Figure 4.1.2.1-1: Login Page
Figure 4.1.2.2-1: Registration Page (Employer)
Figure 4.1.2.2-2: Registration Page (Job Seeker)
Figure 4.1.2.3-1: Admin Home Page
Figure 4.1.2.4-1: Create New User
Figure 4.1.2.5-1: Employee Account management
Figure 4.1.2.6-1: Manage Job Seeker Application
Figure 4.1.2.6-2: Job Seeker Status Description
Figure 4.1.2.6-3: Set Acceptance Result
Figure 4.1.2.6-4: Acceptance Status (Approve or Disapprove Application)
Figure 4.1.2.7-1: Manage Job (Add Vacancy)
Figure 4.1.2.7-2: Manage Job (Edit Job Posted)
Figure 4.1.2.7-3: Manage Job (Edit Job Posted)
Figure 4.1.2.8-1: Manage Walking Interview (List of Job Posted)
Figure 4.1.2.8-2: Manage Walking Interview (Set Interview Date and Time)
Figure 4.1.2.8-3: Manage Walking Interview (Interview schedule)
Figure 4.1.2.9-1: Job Seeker Home Page
Figure 4.1.2.10-1: Job Seeker (Non-Local Application Form)
Figure 4.1.2.11-1: Job Seeker (Local Application Form)
Figure 4.1.2.12-1: Job Seeker ( Apply Job Page)
Figure 4.1.2.12-2: Job Seeker (Status of Job Page)
Figure 4.1.2.13-1: Job Seeker (Upload Document Page)
Figure 4.1.2.14-1: Job Seeker (Walking Interview Page)
Figure 5.1.1-1: User Management Account (ManageEmployer.php)
Figure 5.1.1-2: User Management Account (ApprovEmp.php)
Figure 5.1.2-1:Manage Job (Insert.php)
Figure 5.1.2-2:Manage Job (EditPosted.php)
Figure 5.1.2-3:Manage Job (UpdatePosted.php)
Figure 5.1.2-3:Manage Job (DeleteJob.php)
Figure 5.1.3-1:Manage Interview Schedule(InsertWalkin.php)
Figure 5.1.3-2:Manage Interview Schedule(DeleteWalkin.php)
Figure 5.1.4-1:Search And Apply Job (SearchJob.php)
Figure 5.1.5-1:View Job Seeker Application(Application.php)
Figure 5.1.6-1:Notify Job Seeker(CallLetter.php)
Figure 5.1.7-1:Approve and Disapprove(AcceptanceStatus.php)
Figure 5.1.7-3:Approve and Disapprove(AcceptCandidate.php)
Figure 5.1.7-4:Approve and Disapprove(RejectCandidate.php)
Figure 5.2.1-1:Validation Test(Login Page)
Figure 5.2.2-1:Validation Test(Registration Page)
Figure 5.2.3-1:Validation Test(Apply Job Page)
Figure 4.1.2.15-1:Employer (Selection process)
Figure 4.1.2.15-1:Employer (Selection process)
Figure 4.1.2.15-2:Employer (Report Shortlisted applicants)

List Of Tables

Table 2.2.1.4-1 The advantages and challenges of online recruitment process
Table 3.7.2.1-1: Use Case (Registration)
Table 3.7.2.1-1: Use Case (Registration-JobSeeker) and Table 3.7.2.1-2: Use Case (Login-JobSeeker)
Table 3.7.2.1-3: Use Case (Verification)
Table 3.7.2.1-4: Use Case (Change Password)
Table 3.7.2.1-5: Use Case (View vacancies)
Table 3.7.2.1-6: Use Case (Apply Job)
Table 3.7.2.1-8: Use Case (Upload CV)
Table 3.7.2.1-9: Use Case (Update CV)
Table 3.7.2.1-9: Use Case (View Application Status)
Table 3.7.2.2-10: Use Case (Login-UTB Admin)
Table 3.7.2.2-11: Use Case (Change Password)
Table 3.7.2.2-12: Use Case (View Job Board)
Table 3.7.2.2-13: Use Case (Add New Vacancy)
Table 3.7.2.2-14: Use Case (Update Vacancy)
Table 3.7.2.2-15: Use Case (Delete Vacancy)
Table 3.7.2.2-16: Use Case (Announce Interview Schedule)
Table 3.7.2.2-17: Use Case (View CV)
Table 3.7.2.2-18: Use Case (Download CV)
Table 3.7.2.2-19: Use Case (Search CV)
Table 3.7.2.2-20: Use Case (View Application)
Table 3.7.2.2-21: Use Case (Sort/Filter Application)
Table 3.7.2.2-22: Use Case (View Job Seeker Details)
Table 3.7.2.2-23: Use Case (Notify Job Seeker )
Table 3.7.2.2-24: Use Case (Sort Application )
Table 3.7.2.2-25: Use Case (Approve Application )
Table 3.7.2.2-26: Use Case (Disapprove Application )
Table 3.7.2.3-27: Use Case (View Report – Programme Leader)
Table 3.7.2.3-28: Use Case (View Report – Respective Dean)
Table 3.8-1: Risk Management Plan
Table 6.1-1: Timeline of the project
Table 4.1.3.1-1: USER Table
Table 4.1.3.1-2: EMPLOYER Table
Table 4.1.3.3-1 : JOB SEEKER Table
Table 4.1.3.4-1 : FACULTY Table
Table 4.1.3.5-1 :POSITION Table
Table 4.1.3.6-1 :PROGRAMME AREA Table
Table 4.1.3.7-1 :JOB DESCRIPTION Table
Table 4.1.3.8-1 : APPLICATION Table
Table 4.1.3.9-1 :UPLOAD DOCUMENT Table
Table 4.1.3.10-1 :FEEDBACK Table
Table 4.1.3.11-1 :NEWS Table
Table 4.1.3.12-1 :WALKING INTERVIEW Table
Table 4.1.3.13-1 :PERSONAL PARTICULARS (Non-Local) Table
Table 4.1.3.14-1 :PERSONAL PARTICULARS (Local) Table

Abbreviation

UTB Universiti Teknologi Brunei
UTB SRS UTB Staff Recruitment System
PSC Public Service Commission
BSDC Brunei Darussalam Development Centre
JCB Job Centre Brunei
CV Curriculum Vitae
VC Vice President
EIDPMO Energy and Industry Department at the Prime Minister’s
UNISSA Universiti Islam Sultan Sharif Ali
UBD Universiti Brunei Darussalam

List of Figures 6
List Of Tables 10
Abbreviation 13
An Introductory 18
1.1 Introduction 18
1.2 Project Summary 19
1.3 Problem Statement 20
1.3.1 Drawbacks of the existing system: 22
1.3.2 Outdated way of spreading information 23
1.4 What is e-recruitment process 24
1.5 Purpose of the project 25
1.6 Aims and Objectives of the project 25
1.7 Project Scope 26
1.8 Significance of the project 27
2. Background and Literature Review 28
2.1 The recruitment process in UTB 28
2.2 Interview and Online Survey 29
2.2.1 Qualitative Research 30
2.2.1.1 Organization Profile: Universiti Teknologi Brunei 31
2.2.1.2 Interview Structure 31
2.2.1.3 Searching for applicants 32
2.2.1.4 Advantages and Challenges 32
2.2.1.5 Shorter Application Cycle; Same Recruitment Process 33
2.2.2 Quantitative Research 34
2.2.2.1 Questionnaire Structure 34
2.2.2.2 Demographics 35
2.3 Outline in Brunei Darussalam of Online Recruitment Process 40
2.3.1 Comparison with similar existing web-based available in Brunei 40
2.3.1.1 JobCentre – Brunei 41
2.3.1.2 PSC recruitment 42
2.3.1.3 UNISSA Online application 43
2.4 Similar recruitment process within Brunei Darussalam 46
2.5 Similar online recruitment process outside Brunei Darussalam 48
3. Analysis 50
3.1 Proposed Solution 50
3.1.1 UTB Staff Recruitment System Features 51
3.1.2 Target Users 54
3.2 Requirements of UTB Staff Recruitment System 55
3.2.1 Functional Requirements: 55
3.2.2 Non-Functional Requirements: 55
3.3 Hardware and Software Requirement Specification 56
3.4 Limitation of UTB Staff Recruitment System 57
3.5 Constraint of UTB Staff Recruitment System 57
3.5.1 Reliability Requirements 57
3.5.2 Safety and Security Considerations 58
3.5.3 Assumptions and Dependency 58
3.6 Project Development Approach and Justification 59
3.7 System Flow 60
3.7.1 Use Case Diagram of UTB SRS 60
3.7.2 Use Case Descriptions of UTB SRS 61
3.7.2.1 Job Seeker 61
3.7.2.2 UTB Admin 66
3.7.2.3 Programme Leaders and Respective Deans 75
3.8 Risk Management 76
3.9 Analysis And Results 78
4. Design 79
4.1 UI Design – Complete Web System 79
4.1.1 UTB SRS Logo 79
4.1.2 Screenshots of the UTB SRS complete design 80
4.1.2.1 Login Page 80
4.1.2.2 Registration Page (Employer and Job Seeker) 81
4.1.2.3 Admin Home Page 82
4.1.2.4 User Selection Page 83
4.1.2.5 Employee Selection Page 84
4.1.2.6 Job Seeker Selection Page 85
4.1.2.7 Job Information Selection Page 88
4.1.2.8 Walking Interview Selection Page 90
4.1.2.9 Job Seeker Home Page 92
4.1.2.10 Non-Local Application Form 94
4.1.2.11 Local Application Form 94
4.1.2.12 Job Page 95
4.1.2.13 Upload Document Page 97
4.1.2.14 Walking Interview Page 98
4.1.2.15 Employer Home Page 99
4.1.3 UTB SRS Database Tables 101
4.1.3.1 User 101
4.1.3.2 Employer 101
4.1.3.3 Job Seeker 102
4.1.3.4 Faculty 102
4.1.3.5 Position 102
4.1.3.6 Programme Area 103
4.1.3.7 Job Description 103
4.1.3.8 Application 103
4.1.3.9 Upload Document 104
4.1.3.10 Feedback 104
4.1.3.11 News 105
4.1.3.12 Walking Interview 105
4.1.3.13 Personal Particulars 106
4.1.3.14 Personal Particulars 109
5. Implementation and Testing 110
5.1 Implementation of UTB SRS 110
5.1.1 User Management Account 111
5.1.2 Manage Job 113
5.1.3 Manage Interview Schedule 116
5.1.4 Search and Apply Job 118
5.1.5 View Job Seeker Application 120
5.1.6 Notify Job Seeker 121
5.1.7 Approve and disapprove 122
5.2 Testing of UTB SRS 125
5.2.1 Validation Test : Login Page 125
5.2.2 Validation Test : Registration Page 126
5.2.3 Validation Test : Apply Job 127
6. Timeline 128
6.1 Timeline of the project 128
7. Conclusions ; Future work 130
7.1 Conclusions 130
7.2 Future Work 131
7.2.1 Implement standard calculation of recruitment rounds 131
8. References 132
9. Appendices 133
9.1 Appendix A 133
9.2 Appendix B 138
9.3 Appendix C 139

An Introductory

1.1 Introduction

The increase in the number of paper-based job application in Brunei Darussalam has led to organizations spending more time, effort and resources to the undergone recruitment process and it is believed that certain organization still practicing the old traditional method by having the applicants to download the application form and submitted the printed form to the respective organization. As to reduce the work related to administrative, the purpose of this proposal is to propose a solution by introducing an online web-based system for recruitment process which will enable recruiters to reach a wider number of potential applicants to apply job offered through online. Provided with online web-based, recruitment process can be made faster with less cost to the organization as an advertisement of vacancies through newspaper can be reduced and each organization must set a practice of “paperless” for job application using online tools. It is an obvious advantage for organizations in Brunei Darussalam to have the competitive environment and expanding advertisement and application process using online, as to attract more quality applicants as possible.
This report brings together the findings obtained from the survey and interview made with UTB admin regarding staff recruitment process, to provide a detailed insight into existing problems that will be tackled throughout the development and the details of the proposed solution for the problems including the features to be discussed in the proposed work section. The findings are also compared to any local and international practice where possible. The project development timeline can also be obtained from this proposal in order to provide more information on how the project would be completed within a given timeframe.

1.2 Project Summary
UTB Staff Recruitment System by overall is to facilitate job seekers to apply vacancies offered by UTB through online. Vacancies available usually are Academic Staff ( applicable for local and non-local applicants) and Non-Academic Staff (applicable for local applicants). By having this system it is not only to facilitate the job seekers but also to facilitate the Admin department of UTB for an enhanced and systematic staff recruitment process.
At the overall trends nowadays, it shows that the increased competitiveness of recruiting on the website, online training provided by one of the widely used web-based platforms that use e-recruitment system as the choice of recruitment methods in Brunei is JobCentre, JCB. (link to visit http://www.jobcentrebrunei.gov.bn), either government or private sectors in the recruitment market has led to UTB spending more time, effort and resources on developing the new recruitment process by expanding the range of advertising posts methods (both online and traditional) used, providing information to candidates through the company website and to attract quality applicants from as broad and diverse a pool possible.
This system provides a platform for both UTB admin and job seekers, where job seekers can easily search their preferable jobs offered that suited for them that have been mentioned on the paragraph above and UTB admin can find the right applicants after reviewing through their CV’s uploaded into the future UTB Staff Recruitment System. A quick look of UTB SRS which will have web-forms like registration forms, account pages user for both admin and applicant page etc.
UTB admin is a manager who has the full authority over the whole system where the admin able to update and retrieve data from applicants’ account. whereas applicants is a center of this system where they have to register themselves to apply jobs offered and to use the services of the system.

1.3 Problem Statement

Recently in Brunei Darussalam jobseekers are searching almost everyday for recruitment into various government and private sectors. It is widely known that the process of seeking a job is a huge task where jobseekers have to go through various processes such as interviews, training, and pre-employment assessment tests before they can be recruited and hired by certain organizations. According to interview that was held on the 23rd of August, 2017 as to obtain and collect more in-depth information regarding current problems on UTB traditional recruitment process. Some of the issues raised during the interview with one of the UTB Admin, Dk Susidzaimah Binti Pg. Sulaiman, Assistant Registrar (personnel) such as, the reason why recruitment process needs to be improvised, challenges faced by the admin on the current process and how the project will help to track applications, evaluation of the shortlisted applicants and act as a medium communication with applicants.

She also mentioned that recruitment process is a difficult task for them to advert vacancies available through newspaper to search, to recruit and to select suitable candidates to apply vacancies offered by UTB. As there are fewer qualified job seekers available for the position applied, the competition is intensifying which clearly proved from their sparse CV’s that some of them are overqualified and some do not meet the basic requirements. Few other problems added which, Dk Susidzaimah, mentioned during the interview that with the numerous job opportunities currently available, applicants are difficult to please where they are looking not only just an attractive wages, but with the talents and skills that they have are choosing organizations that can provide the various kinds of benefits which can make them feel more comfortable with the work environment for them to learn and thrive in today’s tight labor market. If an organization failed to fulfill these requirements, job seekers may find other organizations that do.

Thus, it is important that organizations have to put more effort and to understand exactly what they can really offer to potential job seekers. In regard to this matter, His Majesty Sultan Haji Hassanal Bolkiah Mu’izzaddin Waddaulah ibni Al-Marhum Sultan Haji Omar ‘Ali Saifuddien Sa’adul Khairi Waddien, Sultan and Yang Di-Pertuan of Brunei Darussalam has pressed the matter regarding online Recruitment method in his Titah during the 21st Civil Service Day at the International Convention Centre (ICC), Berakas on November 27, 2014 corresponding to 04 Safar 1436. The real aims and objective is to accelerate, enhance, improvise and optimize the recruitment process to fill in job vacancies in the Government sector which is expected to be implemented in the first quarter of this year. An Online Recruitment System which can be called as PSC Recruitment (link to visit https://www.recruitment.gov.bn/en-us/Pages/AboutUs.aspx) is initiated by the Office of the Public Service Commission (PSC) and developed by Brunei Solution Development Centre (BSDC) which is a Centre that is collaborated between EGNC and Microsoft. Another widely-used web-based platform that uses e-recruitment system as the choice of recruitment methods in Brunei is JobCentre, JCB. (link to visit http://www.jobcentrebrunei.gov.bn).

Brunei Darussalam has made great in-roads and improvements in the area of recruitment and candidate selection over the years. However, the traditional recruitment process is still time-consuming for both administrator and job seekers.

The following are common problems encountered in the traditional recruitment process that are faced by UTB’s Administrator:-

• Data entry of online application form details into excel spreadsheets

• Incomplete online application form needs to be reviewed manually one by one

• Manual evaluation of shortlisted applicants using hardcopy

• Sending required documents needed as prescribed for the position applied through email which may or may not be received instantly

• Reports of shortlisted applicants to be evaluated prepared in hardcopy

• Vacancies available advertise through newspaper

1.3.1 Drawbacks of the existing system:

For over the years, UTB recruits applicants by maintaining manual records which involve many loop holes and affect the performance of the recruitment process.

 
Drawbacks:

Redundancy:

Manual records of the applicants tend to contain data which are redundant and saved in excel format.

2. Inconsistency:

Based on redundant data, this leads to inconsistency in the data which admin finds it hard to differentiate data which are old and updated data.

3. Time Consuming:

Maintaining details of each applicants data and jobs which they applied to many number of fields is a tedious process and takes more time to retrieve back.

4. Improper Validation:

There are many cases where validation is needed to be performed between the existing data and yet to be entered data. A systematic proper system is needed as to ensure that the system automatically update, review and retrieve the data before it is being processed for the next recruitment process.

1.3.2 Outdated way of spreading information
From the research, most of the information is delivered using the web page that’s targeted on applicants who wishes to apply jobs offered through online. It is more convenient if there is an application that is focused online job recruitment process. For now, newspapers are still the most commonly used advertising method and are rated as the most effective but in fact this method cost UTB more to just advert few available jobs which can be done through UTB official website. Introduced, web-based platform that is focused on applying jobs offered and search for available vacancies for the applicants and for the convenience of the UTB admin to use the system services which UTB SRS will replace the manual traditional to online.

1.4 What is e-recruitment process

The term “E-recruitment” is comprised of two parts which “E” stands for “electronic” and “recruitment” and it is known as online recruiting which consists of social and internet recruiting, however, this report will explain the definition of recruitment, which can be described as the process of any personnel advertising/attracting, selection and application processing via online, for external candidates, or Intranet, for internal candidates. Based on findings from thesis that there was a difference between the electronic-based and paper-based recruitment process, which he finds that the electronic-based recruitment process works with few electronic tools for line managers in old days as to commence the recruitment process, e.g. every application was being sent to line managers into a Word document and sending it to the responsible recruiter for the next processes.
Then the next responsible recruiter had to read every single application information and rate the order. In some cases, which by means that it is a filter program which brings the top qualified applicants to the forefront whereas the least one would be in shortlisted. Holm’s (2012) case study was conducted between the years of 2008 until 2010 in three different companies in Denmark, provided with the limited validity of the recruitment process as of today as electronic technology has been developed for the evolving topic of recruitment as to reflect nowadays technology demands.

1.5 Purpose of the project
The primary purpose of the project to develop this system is to improvise the traditional method to online method of the recruitment process for UTB admin. Besides, to those job seekers or applicants which are qualified for the job could be sort by this system based on their qualifications through their CV and also meet UTB’s requirements. This system will be designed to do a whole lot more than just to reduce paperwork and with the idea of “A step towards paperless” has brought UTB to have a practice and a better understanding on how to optimise the use of e-recruitment systems.

1.6 Aims and Objectives of the project

The aims of the project is to serve as a common meeting ground for job seekers and UTB organization, both locally and globally. UTB Staff Recruitment System is specifically designed for UTB to help in solving manual staffing problems and managing human resource department activities at a high degree of optimization and in an organized systematic way. The following are the objectives of the web-based to be achieved:-
To introduce paper-less online application form
To ensure the completion of online application form by filling in all required information before submission
Replacing manual evaluation of shortlisted applicants by having checklist function
Upload function will be implemented for required documents to be uploaded as prescribed for the position applied
The system is capable of sorting and filtering best suitable applicants based on some criteria and generate reports of multiple recruitment rounds to be reviewed by the staff
Job boards will be introduced to post vacancies offered by the UTB on the Job boards and to other corporate websites.
1.7 Project Scope
As been mentioned, UTB Staff Recruitment System which enables both users to use the services of the system as online. By having this system, the recruitment process can be made faster interns of speed and efficiency through the immediate posting of jobs online on the Job Boards, one of the features that will be implemented in UTB SRS and the ease of completing online application forms provided and uploading CVs to the system for review. Admin can easily do the pre-selection process of preparing shortlisting and priority applicants list for interviews through respective Faculty Selection’s Committee meeting (and tailored to UTB needs) by grouping online applications according to pre-determined criteria and meet the basic requirement. Other than weeks, Applications send by applicants can be processed within minutes which save both admin and job seekers valuable time.

It resolves issues of manual staffing processes by removing much of the routine administrations involving activities in recruiting and allowing admin to track into a controlled and closely monitored workflow in the architecture of the application. This system makes it simpler to share and manage UTB human resource requirements with higher efficiency and easiness.
1.8 Significance of the project
The important part of this project is to develop and understand if this web-based platform would actually help both admin and applicants to use the services of the system.
Outcome of this project would be showing an online recruitment system into real world as web-based platform. The benefit of this project are as following:-
1) Job seekers become increasingly more web literate, which increases their ability to use technology provided with the growth of cheaper broadband makes web surfing easier and also the potential for this online recruitment to attract wider candidate pools is increasing.
2) Other reasons cited for implementing this system included improving manual staff processing to online auto process such as record management/audit trails in relation to the recruitment process and to provide a better service to applicants.

2. Background and Literature Review

2.1 The recruitment process in UTB
Recruitment process in UTB currently practising the traditional way of paper-based by receiving mostly of the application form in hardcopy (especially to those non-academic position) and few were received by emails, There are four sections which consists of registrar office, faculty, HED and also the timeline which involve in the recruitment process for academic staff and few of the process also applies to non-academic staff. Here is summarise of the process from advertisement to interview process.
Registrar(Admin) consult with respective deans regarding new academic staff requirements and text to be prepared for the advertisement where respective dean from all the faculties need to provide new staff requirements by programme area with justifications and prioritization which based on Faculty requirements and text prepared for the advertisement through newspaper. Registrar will then compile all the requests and make preparation for the advertisement. Respective dean and VC need to finalise staff requirements and the advert through University Academic Recruitment Committed Meeting. Consultation and preparation for the advertisement which take a month upon approval to be processed and approved by HED to advertise. Once it is approved, registrar then seek approval from Ministry of Education for advertisement, budget estimates and interviews.The timeline to advertise it in local newspaper, website and online advert (through jobstreet.com, jobs.ac.uk and also via Brunei High Commission/Embassy at overseas).
Registrar usually receive list of applications, four weeks after the advertisement by programme which these applications are prepared and passed to the respective deans for shortlisting and priority. Next stage is shortlisting and priority applicants list for interviews were done by respective deans and programme leaders from each faculties through respective faculty selection’s committee meeting after Skype interviews and this process will take five weeks before interview list were prepared by each faculties which will be processed in a week.

Next process is respective dean will have discussion with VC as to finalize list of priority applicants through UARC meeting. Before interview session is set, list of interviews panels are sent to Ministry of Education for approval ( and this only applies for overseas interview only). Once registrar get the approval from MOE, applicants will be informed either by sending them emails, call, and announce through UTB official website of the date/venue of the interview schedule.

2.2 Interview and Online Survey

There are two types of requirement gathering used in this project to collect information which is through online survey and interview. A survey was conducted randomly through social media such as Facebook and WhatsApp. (Refer to Appendix A), 85.7% of the 105 respondents agreed that online web-based recruitment system considered to be the effective tools in finding job vacancies and 48.9% of them preferred the application for the job offered should be done online other than downloading the application form. As the responses were done from the age of 18 to 55 years old above. The study also proves that 82.9% of the respondents considered that online web-based to be the most successful recruitment method. However, the survey results also show that 86.7% of the respondents agreed that online web-based could facilitate and helps in managing the recruitment process.
The interview was also held to obtain and collect more in-depth information on some of the issues addressed in the problem statement section(Refer to 1.3 Problem Statement). Some of the issues raised during the interview with one of the UTB Admin, Dk Susidzaimah, such as, the reason why recruitment process needs to be improvised, advantages and challenges faced by the admin on the current process and how the project will help to track applications, evaluation of the shortlisted applicants and act as a medium communication with applicants.

2.2.1 Qualitative Research

This chapter will introduce and analyzed the empirical studies that were conducted on the 23rd of August, 2017. An interview that has been made regarding the current recruitment process and analyzed under the qualitative research sub-chapter, followed by the survey analysis of UTB Staff Recruitment System under the quantitative research sub-chapter. This is the supporting data found in this report.
Qualitative research was conducted with one of the UTB admin, Dk Susidzaimah Binti Pg. Sulaiman, Assistant Registrar (personnel). This consisted only one interviewee to answer all the questions prepared without the influence of other’s opinion. The interviewee was prepped to know the topic of the interviews, the length of the interviews and the aims of the interview that was held during that day.
The purpose of the interview was to focus on the opinions of why recruitment process needs to be improvised, challenges faced by the admin on the current process and how the project will help to track applications, evaluation of the shortlisted applicants and act as a medium communication with applicants. With additional to find out how the admin perceives the way the recruitment process is developing and trending once it is fully developed and ready to use. As mentioned from interview, recruiters recruit for two separate fields at UTB as below:-
for Academic Staff( applicable for local and non-local applicants) and;
for Non-Academic Staff (applicable for local applicants)
As a survey was also being distributed, the admin felt that needed to find and research more case studies which related to support this project.

2.2.1.1 Organization Profile: Universiti Teknologi Brunei

Universiti Teknologi Brunei is an engineering and technology university in Brunei Darussalam that specializes in the niche areas of engineering, business and computing. UTB was established as a higher learning institution in 1986 that offered Higher National Diploma programmes in Engineering, Business and Computing.

UTB was upgraded to a university in 2008, and since then, tremendous development has taken place including the expansion of its academic programmes portfolio, establishment of strategic partnerships with industries and universities, embarking on the process of programmes accreditation by professional bodies, and intensification of research activities.

2.2.1.2 Interview Structure

The questions designed for the interviews were carefully arranged and analyzed to focus the interviewee on the case studies’ purpose on current problems of the existing system. Each question prepared was to get a specific response from the interviewee without setting a limit. All of the questions asked during the interview are shown in Appendices B. The interviews were conducted on 23 August 2017 and took approximately 45 minutes, face-to-face.

2.2.1.3 Searching for applicants
From the interview with Dk Susidzaimah, she has mentioned that UTB has managed to adapt to similar methods much like other companies today of the recruitment trends through online. As to reflect the advancement of new technologies that have emerged, the preferred channel of attracting and searching for the potential applicants would be the internet, job boards ,and any social media that UTB has. There are two parts during the interview which remarks by Dk susidzaimah, “searching for applicants can be conducted actively and passively”. For those applicants who are actively searching for the job can be easily attainable if the vacancies are offered through online other than advertise it through newspaper and it would be easier if the application can be done and submitted online whereas for those passive candidates, are those who already have a job and not searching for a new job, at that time. These applicants are reachable through employee referrals mostly, and this referral would be valuable resources of hiring them by the organization.

2.2.1.4 Advantages and Challenges

The table below shows the advantages and challenges that have been mentioned by the UTB Admin Assistant Registrar, Dk Susidzaimah Binti Pg. Sulaiman and she suggested that searching for applicants through online channels is the next preferred method that UTB should be practiced for improvement of the manual staffing process. There is no better way to attract applicants to apply for the jobs offered than to find them proactively as well as advertising vacancies available through the internet. The advantages outweigh the challenges; it was brought to the attention of the developer during the interview that there were actually not disadvantages but more to challenges. The interviewee gave what their thoughts on the advantages and challenges were, as shown in Table 1:

Table 2.2.1.4-1: The advantages and challenges of online recruitment process

2.2.1.5 Shorter Application Cycle; Same Recruitment Process

It is widely known that the common recruiting practices today have shortened the application process. The interviewee, Dk Susidzaimah pointed out that they use manual staffing process and advertising vacancies through newspaper and UTB official website recruiting purposes. With the amount of CVs received, Admin finds it hard and difficult to keep one particular profile in mind, which leads slowing down the process on the recruiter’s side (Admin, Programme Leader, Respective Dean and another committee) just slightly. When asked how long it takes for the process to begin between the recruiter and the applicant, Dk Susidzaimah said, “There are a lot of dependencies and challenges on how quick the applicants get back to them” and mentioned that it takes around a week maximum before a candidate gets back to them”.

2.2.2 Quantitative Research

2.2.2.1 Questionnaire Structure

Another way of supporting the study, the developer chose questionnaire method by conducting an online questionnaire. By conducting online questionnaire, this is convenient, short and efficient for collecting data. The questionnaire was designed for to allow respondents to find a suitable answer that best fit their opinion. Majority of the questions were open questions and the responses were done from the age of 18 to 55 years old above. Type of questions prepared were multiple choices (e.g. yes or no). which all the questions were set to be mandatory to answer; thus, a respondent could not skip a question and had to answer before proceeding to the next without abandoning the questionnaire. The purpose for this was that all the questions had its own importance to the next, and if one question was skipped, some of the relevance would be lost in the survey. The questionnaire was hosted on https://gsuite.google.com/ where no survey software was required for it to be hosted. The full questionnaire can be seen in Appendix I on page?.

A survey was conducted randomly through social media on 18th of September 2017 such as Facebook and WhatsApp to reach a wider audience than what a paper survey could reach. The target intended for the survey was job seekers and other social media users as well (Refer Appendices A). From the survey analysis made, 85.7% of the 105 respondents agreed that online web-based recruitment system considered to be the effective tools in finding job vacancies and 48.9% of them preferred the application for the job offered should be done online other than downloading the application form. As the responses were done from the age of 18 to 55 years old above. The study also proves that 82.9% of the respondents considered that online web-based to be the most successful recruitment method. However, the survey results also show that 86.7% of the respondents agreed that online web-based could facilitate and helps in managing the recruitment process.

2.2.2.2 Demographics

Age of participants
Of the 105 participants, 47.6% were male and 52.4% were female. Refer to Appendix A, In Figure 1, a breakdown of the ages of all 105 participants can be seen. There are five age groups were represented from the survey, the majority (48%) being from ages 25 to 34. Much to the developer’s surprise, there were more respondents between the ages 18 to 24 than the two age groups containing ages 35 to 44 and 45 to 54. The 55 above age group represent older generation. Despite not being born of the “digital era”, so at the age of 55 above, some of them are well web literate and some may not or never established to make a presence on a social media network.

Figure 2.2.2.2-1: Age of participants

Employment Status
It was discovered that,32.4% of the participants were currently or had been in the past years employed whereas 26.7% were unemployed and the rest were students. This questionnaire were supported by participants not only from those who were unemployed but it is more proven where participants who were employed who may want an upgrade to the current recruitment process for the next job seekers or it might be for them who wish to transfer to a new job. For students and unemployed would support more of this project as it would be convenient for them to apply online from home or anywhere they might be.

Figure 2.2.2.2-2: Employment Status

Traditional versus online job application

Two questions from the survey which asking the comparison between those who have applied for a job through traditional way of searching jobs(finding a job through newspapers, employment offices, temporary agencies, help- wanted posters) and those who have applied for a job through a social job portals (JobCentre Portal and PSC Recruitment) and other social media networks (finding a job on LinkedIn or Facebook then applying through an electronic channel) differ greatly. Figure 2 and 3, lists the responses for the two questions regarding applying for a job through traditional and online channels. 85.7% of the participants preferred that an online web-based platform of staff recruitment system is considered to be the effective tools in finding jobs through online means whereas only 14.3% of the participants preferred traditional channel. It was surprising to see that 51.1% of the respondents chose application form submitted through online other than downloading the application form where this shows that job searching and staffing process are preferred the online channel.

Figure 2.2.2.2-3: Effective tools of online channel

Figure 2.2.2.2-4: Online application

Job Searching – Preferred online channel
As part from the questionnaire, the question is “Do you find it easy for you to apply the job offered through online?”, some of the responses were quite vigorous and others were very straight to the point. Majority of the responses (around 82.9%) supported that job applied through online would be much easier other than sending hardcopy copy of application form, whereas the other question is “Are you interested in using the online web-based to apply for the job?”, the responses were much proven (around 86.7%) agreed that they were interested in using online web-based for the application. Below are the two diagrams:-

Figure 2.2.2.2-5 and Figure 2.2.2.2-6: Preferred online channel
2.3 Outline in Brunei Darussalam of Online Recruitment Process

According to recent news taken from Borneo Bulletin dated 4th February 2017, (Danial Norjidi) wrote that the Energy and Industry Department at the Prime Minister’s Office (EIDPMO) of Brunei Darussalam stated that JobCentre Portal, JCB provides local job seekers to utilise available services and facilities provided as to help them improving their employability and marketability once they have successfully registered at www.jobcentrebrunei.gov.bn, whereas JCB also offers private companies in Brunei to integrate with the system as to support and use its facilities for their local recruitment process. Other services offered by JCB includes counseling sessions to help the job seekers to determine the appropriate and suitable jobs based on requirements and criteria needed by the company.
Another Job portal recently used is PSC recruitment (link to visit https://www.recruitment.gov.bn/en-us/Pages/welcome.aspx) where job seekers also can experience an online web-based platform job application. The project is developed and implemented in February 2015

2.3.1 Comparison with similar existing web-based available in Brunei
According to the study made, there are similar existing web-based available in Brunei Darussalam and outside country that provides recruitment services as UTB SRS. There are two widely-used web-based that uses e-recruitment system as the choice of recruitment methods in Brunei is JobCentre, JCB. (link to visit http://www.jobcentrebrunei.gov.bn) and PSC recruitment

2.3.1.1 JobCentre – Brunei

JobCentre is a centralized web-based platform that provides jobseeker to search for a job through online where they have to register first through e-darussalam (link to visit https://nam.gov.bn/edregister/user/RegisterUser/) before they proceed to the next step. It is an opportunity for the company to register and seek for suitable applicants to apply vacancies available. However, it is likely to happen that JobCentre could increase a higher volume of applications from unsuitable applicants as it is a centralized system that gathers different companies to advertise their open vacancies. As mentioned earlier that admin always encountered when they advertise vacancies offered through Newspaper often they will receive plenty of applicants with sparse CVs, which clearly some of them are over-qualified and some do not meet the basic requirements. Since email is hassle-free so Admin finds that some applicants will apply to everything they see. Figure 1 below shows screenshot of JobCentre portal website

Figure 2.3.1.1: JobCentre website
2.3.1.2 PSC recruitment
PSC recruitment is another web-based platform introduced in February 2015, A system that was created to replace the existing system which is Public Service Information System (SIMPA) used by the Public Service Commission (PSC) since 1999. SIMPA is no longer able to meet the current needs of the growing and changing demands and technology according to time. Online Recruitment System has more functions than SIMPA, using a web based platform and enables access at any time anywhere online. This system is used to produce advertising vacancies, receive and process applications to fill vacant positions online. Figure 2, below shows screenshot of PSC Recruitment portal website

Figure 2.3.1.1-2 PSC Recruitment website
2.3.1.3 UNISSA Online application

UNISSA online application is another web-based platform that has been used by Universiti Islam Sultan Sharif Ali for applicants to apply jobs through online. There are 3 vacancies that were usually offered and open for citizens (academic and non-academic ) and non-citizens(academic). There are three forms available to be filled and submit through online. Applicants can fill in part of the form, then return later to complete it. After they click the “SAVE AND CONTINUE LATER” button, you will given a special link for the applicant keep it which allows them to return later and continue. The forms are as below:-

• FORM P1 (BORANG P1) – The application form for non-academic positions for applicants who are citizens of His Majesty Paduka Seri Sultan and Yang Di-Pertuan of Brunei Darussalam

• FORM P2 (BORANG P2) – The application form for academic positions for applicants who are citizens of His Majesty Paduka Seri Sultan and Yang Di-Pertuan of Brunei Darussalam

• FORM P3 (BORANG P3) – The application form for academic positions for applicants who are non-citizens of His Majesty Paduka Seri Sultan and Yang Di-Pertuan of Brunei Darussalam

Figure 2.3.1.3-1: UNISSA Online Application – Academic Post (Local)

Figure 2.3.1.3-2: UNISSA Online Application – Academic Post (Expatriate)

 

Figure 5. UNISSA Online Application – Non-Academic Post (Local)
Figure 2.3.1.3-3: UNISSA Online Application -Non Academic Post (Expatriate)
2.4 Similar recruitment process within Brunei Darussalam
Available evidence shows that there is university which still practising the traditional method of recruitment process. Universiti Brunei Darussalam, as it can be seen in terms of advertising and providing information regarding job vacancies is currently more limited to the use of online channel. For academic and non-academic staff position, who wishes to apply, they need to download application form through UBD official website at career opportunities section and submit the form attached with required documents to Administration and Human Resource office. Below there are few screenshots of career opportunities section taken from UBD website.

Figure 2.4-1: UBD website – Career Opportunities section

Figure 2.4-2: UBD website – Career Opportunities section

2.5 Similar online recruitment process outside Brunei Darussalam

In Evanston, USA, Northwestern University use the internet as a recruitment tool. This shows that online recruitment methods has substantially increased over recent years to the point where there are now act as a central feature of the recruitment strategy in large organization. One of the organization is Northwestern University which has been using e-recruitment process since 2017 and the system is “myHR Faculty Recruiting”. Screenshots taken from Northwestern, FacultyRecruitingSystem-eRecruit Instructions.pdf). Below are the few screenshots of the system taken from e-recruit instruction pdf that is owned by Northwestern University.

Figure 2.5-1: Northwestern University – eRecruit Instruction pdf

Figure 2.5-2: Northwestern University – eRecruit Instruction pdf

3. Analysis

3.1 Proposed Solution

In order to help counteract the existing problems, An online web-based recruitment system will be developed that allows applicants to have a better access of 24/7, thus providing a better chance for the UTB admin to prepare the list of applicants and send it to Respective Dean / Programme Leader for them to select, prioritise and pick the best applicants for shortlisted. This shortlisted list of applicants then will be evaluated based on criteria needed as prescribed for the position applied. The target audiences of using this online web-based include local and non-local applicants who wish to apply, UTB admin to prepare the list of applicants and Respective Dean /Programme Leader taking their part in the evaluation process of the shortlisted applicants.
With the idea of “A step towards paperless” has brought the organization to have a practice and a better understanding on how to optimise the use of e-recruitment systems. The rise of “UTB Staff Recruitment System” is to encourage job seekers to search and apply job offered through online as job seekers become increasingly more web literate and potential for the system to attract wider applicant pools is increasing. In a nutshell, the objectives of the web-based include:
To introduce paper-less online application form
To ensure the completion of online application form by filling in all required information before submission
Replacing manual evaluation of shortlisted applicants by having checklist function
Upload function will be implemented for required documents to be uploaded as prescribed for the position applied
The system is capable of sorting and filtering best suitable applicants based on some criteria and generate reports of multiple recruitment rounds to be reviewed by the staff
Job boards will be introduced to post vacancies offered by the UTB on the Job boards and to other corporate websites.

3.1.1 UTB Staff Recruitment System Features

1. User Registration
This feature requires the applicant to register into the web-based prior to utilizing the features of the system. Once applicants have registered, their details will be used by the admin to identify which position they applied for. For identification of the applicant, the system itself will generate a unique identification number (Applicant ID) after registration is successfully done.
There will be three types of users for this online web-based namely, “Applicant”, “UTB Admin”, “Programme Leader” and “Respective Dean”. The targeted user which is “Applicant” that wishes to use the web-based to search for the job offered and applying it through online by filling the form. The next user is the “UTB Admin” who uses the system to prepare the of applications to be shortlisted and prioritized according to their qualification which will be auto-sorted by the system itself based on criteria needed by the UTB. The next targeted user is “Programme Leader” and “Respective Dean” to shortlist, prioritize and evaluate the shortlisted applicants by using evaluation function which available in the web-based.

2. Job boards
This feature requires UTB Admin to post vacancies offered by the UTB on the Job boards and to other corporate websites.This is where admin can edit and remove details of the job offered. Applicants will be informed regarding interview session after the evaluation process has been made. This feature will provide an opportunity to integrate with the UTB official website which at the same time applicant can have detailed information about the organization, jobs offered through job boards as to attract good candidates to apply.

3. Online application form
This feature requires the applicant to complete a brief online application form in addition to attaching their CV. Indicated that application forms should take less time to complete which reflected in the brevity of the online form candidates are required to submit. Applicants need to fill in all the required fields before submission as incomplete details will be auto-rejected by the system.
There will be two parts of application form available for the applicants which are as below:-
Application Form for Academic Staff ( applicable for local and non-local applicants)
Application Form for Non- Academic Staff (applicable for local applicants)

4. File Upload function
This feature is for the applicant to upload a file to the web-based once they have successfully submitted their application form without leaving any empty required fields needed by the system. This function will automatically generate a new file name so that files are not overwritten and few file format is accepted (e.g. .txt, .pdf, .docs and etc)

5. Sort and filter function
Applicant User
“Keywords” search section provided on Job Boards page in the web-based which make it possible for the applicant to search their preferred vacancies offered and eliminating the need to browse through all the list
UTB Admin
Vacancies advertised through Job Boards can be easily edited or removed by sorting and filtering which specific vacancies are needed to be edited or removed from the boards instead of browsing through all the list.
Details of specific applications can be sorted and filtered by entering their “Applicant ID”
List of applicant can be sorted and filtered by entering their User ID, year applied and position applied
Programme Leader and Respective Dean
List of applicant submitted by the Admin through the system can be sorted and filtered according to position applied to be shortlisted and prioritize

6. Evaluation function
This feature enables Programme Leader and Respective Dean to review and prioritize applicants from the list submitted by the Admin through the system. This can be done by reviewing and shortlisting applications / CVs of the applicants for their particular vacancies. The evaluation process can be made based on criteria and qualifications which meet the requirement.

7. Generate Reports of multiple recruitment rounds
This feature enables Admin to use the system to facilitate the easy transfer of the generated reports through the system to Programme Leader and Respective Dean which they’re generally can have limited access to the system. Online generated reports consist of applicant’s details (attached with the application form and CVs), shortlisted applicants’ reports, interview reports and evaluation results reports.

3.1.2 Target Users

UTB Staff Recruitment System is aimed specifically for applicants who wishes to apply jobs offered through online. There are four types of users interact with the system:

Job Seeker
Job seeker need to register themselves as to use the services of the system. They need to fill in the application form, upload their CV and search the appropriate job within UTB’s vacancy constraints that meet the basic requirement needed by UTB. Qualified applicants will be called for pre-employment assessment test (only applicable for Academic Staff position) and interview.
Administrator
The system enable the admin to update, retrieve, modify details of the applicants. Admin prepares shortlisting and priority applicants list for interview through selection’s committee meeting, advertise jobs offered in local newspaper(current advertising method used), schedule interview timetable and sort candidates basis on assessment tests (only applicable for Academic Staff position).
Programme Leader
List of applicant submitted byAdmin through the system will be sorted and filtered according to position applied to be shortlisted and prioritize again by the programme leaders and respective deans as well as for the next interview session.
4. Respective Dean
List of applicant submitted byAdmin through the system will be sorted and filtered according to position applied to be shortlisted and prioritize again for interview session. Respective Dean will have discussion with VC to finalize list of priority applicants through University Academic Recruitment Committee meeting.

3.2 Requirements of UTB Staff Recruitment System
3.2.1 Functional Requirements:

The system should record the details of the applicants should be recorded in the system
Applicants should be able to edit their information details before the deadlines
The system should provide applicant to edit information that has been saved
The system will allow the user to give overall feedback about the system. This is important as the system need to be enhanced and improve from time to time
The system will provide facility of administrative help for any complication or problems encountered by the applicants to solve their important problems
Admin will be given full authority over user accounts
The system should be able to sort and filter applicants information based on some criteria needed by UTB
3.2.2 Non-Functional Requirements:

In terms of security, this system is secure and safe to use for every kind of registered users, as the system provided the facility of session management. when the user log out from any session, nobody will be able to access the previous session and also to access his or her profile information without knowing his confidential password
Database that will be used for this system is reliable, robust and fast where users can have fast response time
The system can be accessed from any type of platform (e.g. web-based platform, viewed from mobile device using any browser or any devices)
There will be no extra memory space as redundancy/duplication of data is being reduced with the new replacement of online recruitment system

3.3 Hardware and Software Requirement Specification

Software Requirement:
The web-based development will require Sublime text that runs PHP scripting language as the main development tools to design the web-based to the programming of the web-based components functionalities and involvement of other software such as HTML 5, and CSS (extension used for designing interfaces of web-based). UTB SRS will utilize the extensive use of databases and hence, XAMPP will be used as the temporary database development tool for the web-based prior to the actual deployment of the web-based for target audiences.
While the development of this web-based relies heavily on the software, the proper hardware is needed in order to ensure the development of the web-based operates effectively. The following details summarize the hardware specification that will be used in this project:

Hardware Requirement:
Hardware Name: MacBook Air ( Mac OS X)
Specification: 1.4 GHz Intel Core i5, Intel HD Graphics 5000 1536MB 4 GB 600MHz, DDR3 RAM, OS X El Capitan (Mac OS X)

3.4 Limitation of UTB Staff Recruitment System

As the popularity of, and access to the Internet continues to grow in Brunei Darussalam, any online system nowadays become more common and accepted by the public. A further concern in relation to access the UTB SRS once it is available are as below:-
How efficient the web-based will be in terms of paperless
How the web-based could help the applicants who are not web literate to apply through online
How useful it can be in relation to access the web-based using internet connection to track applications and as a medium of communication to communicate with the applicants
3.5 Constraint of UTB Staff Recruitment System
3.5.1 Reliability Requirements
The main reliability requirement for this project is the validation used when the system is developed and ready to use. Before the data is saved into the system, all these data need to be verified and validate of its consistency where it is believed that every system or applications need a proper validation secure. Without proper validation, the system does not allow the user to enter that value into the system and saved into the database. All the required validation controls are kept controls to keep the system secure.
The following are the some of the reliability requirements of the project:
Any null value is not allowed in a place of compulsory fields. The user needs to enter the value in order to proceed.
Any character value is not allowed in numeric field user
For date of birth, user need to follow the given format of how to enter date and time
Password entered must match to each other in order to login into the system
User is strict to register themselves in order to use the services of the system
3.5.2 Safety and Security Considerations

Safety:
The source of this software is strictly prohibited to an unauthorized user where it will be kept at more than one place with user ID, password and also in CD ROM or any other hard drive backup in case of server failure. Only authorized user can access the software e.g. UTB admin, Programme Leader and Respective Dean

Security:
For the Security of this software provide to the different user in different ways by giving different user id so that they can access the system. If user is the admin, he or she will have all the privileges and constraints to update, modify and retrieve the data in the database. He or she is authorized to access the entire system from its back-end (e.g. server-side; database server). Admin can update, change or delete information saved in the database from other user’s accounts.
Programme Leader and Respective will have limited access according to their role. Because of limited privileges, one of them cannot update other details of the applicants. ?
3.5.3 Assumptions and Dependency

Applicants can only register, search available jobs, upload their CVs and fill the registration form
Applicants cannot apply for jobs offered after the deadlines as job boards will keep the information of available vacancies updated from time to time
It is already being set that only admin can have all the privileges to the system
Programme Leader and Respective Dean will have limited access to the system according to their role
3.6 Project Development Approach and Justification

For this project, Incremental is a dedicated method for the design and development stages throughout the project for UTB Staff Recruitment System, which integrates instructional design methods and techniques with software engineering methods and techniques.
It is an iterative or incremental approach to development. In every design stage, the whole program is thought through in all its aspects, but at a different aggregation level. The incremental method consists of the linear sequential model where developer decided to use this approach as it is easier for the developer to make changes where the system will be developed in various units. Each of the system’s functions will be developed in units. Every unit consists of requirement planning, development, and testing. By having this approach, target users would be more satisfied if each phase in a linear sequence is done and tested before the actual prototype is completed.
During first increment analysis phase, target users and developers specify as many data gathering and requirements as possible and prepare documentation for the requirements that have been agreed. Requirements gathered will be revised if there are any changes or additions are made. Based on the diagram below, Build 1 with the minimal and essential feature is launched first and tested. By testing “Build 1” prototype, target users will give feedback and experience with this version, from the feedback developer can have a list of additional features are added if any. This process is repeated by creating several build prototypes following the delivery of each increment until the complete product is produced. Another reason, this approach is applied is because of less risk is occurred to develop the big system represented by the increments. By reducing the risk it helps the target users and the developer to have a better testing by testing each increment would be be easier than testing entire system. Provided with feedback at each increment will be useful for target users and the developer to determine the final requirement of the system.

Figure 3.6-1: Incremental Development Approach
3.7 System Flow
3.7.1 Use Case Diagram of UTB SRS

Figure 3.7.1-1: USE CASE Diagram of UTB SRS
3.7.2 Use Case Descriptions of UTB SRS

3.7.2.1 Job Seeker

Registration

Login
Table 3.7.2.1-1: Use Case (Registration) and Table 3.7.2.1-2: Use Case (Login)
Verification

Table 3.7.2.1-3: Use Case (Verification)
Change Password

Table 3.7.2.1-4: Use Case (Change Password)

View vacancies

Table 3.7.2.1-5: Use Case (View vacancies)
Apply Job

Table 3.7.2.1-6: Use Case (Apply Job)

Upload CV

Table 3.7.2.1-7: Use Case (Upload CV)
Update CV

Table 3.7.2.1-8: Use Case (Update CV)

View Application Status

Table 3.7.2.1-9: Use Case (View Application Status)

3.7.2.2 UTB Admin

Login

Table 3.7.2.2-10: Use Case (Login-UTB Admin)
Change Password

Table 3.7.2.2-11: Use Case (Change Password)
View Job Board

Table 3.7.2.2-12: Use Case (View Job Board)
Add New Vacancy
Table 3.7.2.2-13: Use Case (Add New Vacancy)
Update Vacancy

Table 3.7.2.2-14: Use Case (Update Vacancy)
Delete Vacancy

Table 3.7.2.2-15: Use Case (Delete Vacancy)

Announce Interview Schedule

Table 3.7.2.2-16: Use Case (Announce Interview Schedule)
View CV

Table 3.7.2.2-17: Use Case (View CV)

Download CV

Table 3.7.2.2-18: Use Case (Download CV)

Search CV

Table 3.7.2.2-19: Use Case (Search CV)

View Application

Table 3.7.2.2-20: Use Case (View Application)

Sort/Filter application

Table 3.7.2.1-22: Use Case (Sort/Filter Application)

View Job Seeker Details

Table 3.7.2.2-22: Use Case (View Job Seeker Details)
Notify Job Seeker

Table 3.7.2.2-23: Use Case (Notify Job Seeker )

Sort Application

Table 3.7.2.2-24: Use Case (Sort Application )
Approve Application

Table 3.7.2.2-25: Use Case (Approve Application )

Disapprove Application

Table 3.7.2.2-26: Use Case (Disapprove Application )

3.7.2.3 Programme Leaders and Respective Deans

View report (For Programme Leader)
Table 3.7.2.3-27: Use Case (View Report – Programme Leader)
View report (For Respective Dean)

Table 3.7.2.3-28: Use Case (View Report – Respective Dean)
3.8 Risk Management

Table below is the risk management plan for UTB SRS which explain of how the risk management will be carried out throughout the project. It is more similar to guideline of how to tackle the risk process, its formats, its thresholds which defines the roles and responsibilities of the target users in risk management and solutions are provided for each of the risks.

Table 3.8-1: Risk Management Plan

from the previous table describes the various activities provided with risks and solutions. Simple activity is system failure which is one of the worst problem that can occur during system running. It is known that viruses, the most common problem which attacks mostly every system during running. Anti-virus is needed to avoid viruses attack. If the requirement gathering analysis is insufficient and not properly done, it is surely that the project run the risk of developing software which will not meet requirements needed by UTB.

3.9 Analysis And Results

The first analysis was a survey conducted randomly through social media such as Facebook and WhatsApp. (Refer to Appendix A), 85.7% of the 105 respondents agreed that online web-based recruitment system considered to be the effective tools in finding job vacancies and 48.9% of them preferred the application for the job offered should be done online other than downloading the application form. As the responses were done from the age of 18 to 55 years old above. The study also proves that 82.9% of the respondents considered that online web-based to be the most successful recruitment method. However, the survey results also show that 86.7% of the respondents agreed that online web-based could facilitate and helps in managing the recruitment process.

The second analysis was the interview that was also held to obtain and collect more in-depth information on some of the issues addressed in the problem statement section(Refer to 1.3 Problem Statement). Some of the issues raised during the interview with one of the UTB Admin, Dk Susidzaimah, such as, the reason why recruitment process needs to be improvised, advantages and challenges faced by the admin on the current process and how the project will help to track applications, evaluation of the shortlisted applicants and act as a medium communication with applicants.

The third was the evaluation that was done by recording the video of the system and was sent to the UTB Admin, Dk Susidzaimah, for comments and advice on the web system prototype. Evaluation was made through social media WhatsApp where she commented several problems encountered after a looked through of the system via video. The comments were as follows:-

The terms used for the system E.g job seeker is not familiar, UTB administrator used applicant instead of job seeker
Job title used is accepted for the system, but need to differentiate between academic posts and other post. Since academic posts have different specialised areas for different faculties/ schools or centres.
The structure of the web system in terms of its design and theme colours was accepted as it looks neat, clean and simple.
4. Design

4.1 UI Design – Complete Web System
4.1.1 UTB SRS Logo

Logo above was created on the 7th of March 2017 for UTB SRS web system a month ago by my friend, Md.Al-Hadi Bin Marsum as his contribution to my web project as he was really interested in helping the project. The logo was inspired by another web system to what UTB SRS aims to do, however, the shape and design was simply made just by showing the name of the web system and the name of the institute in rounder style with a jobseeker holding a suitcase ready for applying job.. The shape of the logo was created in rounded shape as to follow the current UTB’s Logo where the title of the system was designed and located perfectly in curved font style. The color concept of the logo was inspired from the web color theme itself as to make perfect contrast and also gave the user a sense of motivated of applying the job through online.

4.1.2 Screenshots of the UTB SRS complete design

4.1.2.1 Login Page

Figure 4.1.2.1-1: Login Page
Above screenshots is where user need to register before they can successfully login into the system. There will be three users who will be using the system, these people are Administrator, Employer (Programme Leader and Respective Dean) and lastly job seeker. There are three links for user registration and forgot password can be found under login button. User will be using session once they have successfully login where they can only access certain parts of the system as for system security concerns.

4.1.2.2 Registration Page (Employer and Job Seeker)

Figure 4.1.2.2-1: Registration Page (Employer)

Figure 4.1.2.2-2: Registration Page (Job Seeker)
Above screenshots shows Registration page of employer (Programme Leader/Respective Dean) and job seeker. Once they have successfully registered then they can login into the system.
4.1.2.3 Admin Home Page

Figure 4.1.2.3-1: Admin Home Page
At the admin home page side bar consists of five sections which are as below:-
User Selection
Employee Selection
Job Seeker Selection
Job Information Selection
Walking Interview Selection

4.1.2.4 User Selection Page

User Selection
-Under this selection, admin can create, view and delete user.

Figure 4.1.2.4-1: (Create New Use)

4.1.2.5 Employee Selection Page

2) Employee Selection
-Under this selection, admin can manage employee account of registration.

Figure 4.1.2.5-1: Employee Account management

4.1.2.6 Job Seeker Selection Page

3) Job seeker Selection
-Under this selection, admin will be able to manage job seeker account of registration.
-Admin can view the application submitted by the applicants.
-Admin can check the acceptance status of the applicants (approve or disapprove).
-Admin can view uploaded CV made by the applicants and it can be downloaded.
Below screenshots are the important features from Administrator page:-

Figure 4.1.2.6-1: Manage Job Seeker Application
Above screenshot shows admin managing the job seeker application to prioritise candidate list by selecting the job title that have been applied by the job seeker. Details are given below, full details of the applicant can be viewed from other section.

Figure 4.1.2.6-2: Job Seeker Status Description
Above shows Admin sending information to candidate. Status description will be sent to candidate once their application is prioritised and accepted. Below is where the admin set the result of the applicant after final prioritize process made by the Head Management (VC, Dean, Deputy Dean ,Programme Leader)

Figure 4.1.2.6-3: Set Acceptance Result

Figure 4.1.2.6-4: Acceptance Status (Approve or Disapprove Application)

4.1.2.7 Job Information Selection Page

4) Job Information selection
-Under this selection, admin can manage by adding, update and delete vacancies.

Figure 4.1.2.7-1: Manage Job (Add Vacancy)
Screenshot above is where admin add vacancy by filling in the details of the title of the job, in which faculty and programme of the job is and the minimum qualification needed to apply for the job

Figure 4.1.2.7-2: Manage Job (Edit Job Posted)
Screenshot above is where admin be able to make an update of the posted job by editing the information posted on the Job Board of the job seeker page. There are two link where admin can click on which are edit and delete link of the vacancies added.

Figure 4.1.2.7-3: Manage Job (Edit Job Posted)
4.1.2.8 Walking Interview Selection Page

5) Walking Interview selection
– Under this selection, admin can manage the interview schedule by click on the interview date link from the posted job listed. Waling interview details can be deleted as well. Screenshot below are the list of job posted where admin can set the interview date and time of the job for the interview schedule

Figure 4.1.2.8-1: Manage Walking Interview (List of Job Posted)

Figure 4.1.2.8-2: Manage Walking Interview (Set Interview Date and Time)

Figure 4.1.2.8-3: Manage Walking Interview (Interview schedule)
Above is the screenshot of the job posted that has been set its date and time for the interview.The rest of the selection such as news is where admin can post the random news related to vacancies and feedback is where user can have a view of the feedback sent by the job seeker.

4.1.2.9 Job Seeker Home Page

At the job seeker home page side bar consists of five sections which are as below:-

Figure 4.1.2.9-1: Job Seeker Home Page
Application Form Page (Non-Local)
– Under this selection, job seeker can fill in the details of the non-local application form
Application Form Page (Local)
– Under this selection, job seeker can fill in the details of the non-local application form
Job Page
-Under this selection, job seeker can search for the they wish to apply and see the status of the job applied.
Upload Document Page
– Under this selection, job seeker can upload document needed for the application applied as they can check the checklist instruction from the home page
Walking Interview Page
-Under this selection, this is where job seeker see the interview schedule that has been set by the admin.

4.1.2.10 Non-Local Application Form

Figure 4.1.2.10-1: Job Seeker (Non-Local Application Form)
4.1.2.11 Local Application Form

Figure 4.1.2.11-1: Job Seeker (Local Application Form)
4.1.2.12 Job Page

Figure 4.1.2.12-1: Job Seeker ( Apply Job Page)

Figure 4.1.2.12-2: Job Seeker (Status of Job Page)
Job seeker (Apply job page), is the page where job seeker can search for the job and view the job status.In order for the job seeker to apply, they need to select the minimum qualification, faculty and title of the job they wish to apply. Once they have selected the three needed information from the drop-down selection then information they wish to apply will appear below of the search selection and Job Seeker(Status of job page) where job seeker can check the status of the job that they applied. Status and description of the applied job will be updated by the admin for shortlisting and priority

4.1.2.13 Upload Document Page

Figure 4.1.2.13-1: Job Seeker (Upload Document Page)
This is where jobseeker need to upload required document needed for the job they applied. Job seeker can

4.1.2.14 Walking Interview Page

Figure 4.1.2.14-1: Job Seeker (Walking Interview Page)
Screenshot above is where job seeker can see the details of the job interview schedule they applied. Interview schedule is set by the admin and send to shortlisted candidate

4.1.2.15 Employer Home Page

In this section, Respective dean and programme leader do the selection process for the job seeker based on criteria made by UTB. Screenshot below show selection process page for the shortlisting and priority for the interview. The selection process can be done by using radio button to select either the job seeker is accepted, rejected or pending like shown below
Figure 4.1.2.15-1:Employer (Selection process)

Screenshot below shows the job seeker list where Respective Dean and programme leader can
print the report of accepted, rejected and pending applicants.

Figure 4.1.2.15-2:Employer (Reports shorlisted applicants)

4.1.3 UTB SRS Database Tables

UTB SRS system using the localhost server free service of database server phpmyadmin as to store data. This is the final design of the UTB SRS database tables created as follows:-

Notes:
Bold text are Primary Keys
Italic text are Foreign Keys
Purple color are table names (names are followed from phpmyadmin localhost server)

4.1.3.1 User

Table below is the table of user account which consists of 4 fields which are UserId (Primary Key) , AdminName, UserName and Password. Table name: user

Table 4.1.3.1-1: USER Table
4.1.3.2 Employer

Table below is the table of employee account for Respective Dean and Programme Leader to store personal details of the employee which consists of 11 fields as shown below. EmployerId (Primary Key) is the primary key. Table name: employer_reg

Table 4.1.3.1-2: EMPLOYER Table
4.1.3.3 Job Seeker

Table below is the table of job seeker account for Job Seeker to store personal details of job seeker of its first registration before they can complete another application form. There are 9 fields as shown below. JobSeekId (Primary Key) is the primary key. Table name: jobseeker_reg
Table 4.1.3.3-1 : JOB SEEKER Table

4.1.3.4 Faculty

Table below is the table of faculty to store details of UTB’s faculties. There are 3 fields as shown below. Faculty_ID (Primary Key) is the primary key.Table name: faculty

Table 4.1.3.4-1 : FACULTY Table
4.1.3.5 Position

Table below is the table of position to store details of position. There are 3 fields as shown below. Position_ID (Primary Key) is the primary key. Table name: position
Table 4.1.3.5-1 :POSITION Table
4.1.3.6 Programme Area

Table below is the table of programme area to store details of programme areas available in UTB. There are 3 fields as shown below. ProgrammeArea_ID (Primary Key) is the primary key. Table name: programmearea

Table 4.1.3.6-1 :PROGRAMME AREA Table

4.1.3.7 Job Description

Table below is the table of job description to store details of jobs available posted by Admin in UTB. There are 8 fields as shown below. JobID (Primary Key) is the primary key. Table name: job_desc

Table 4.1.3.7-1 : JOB DESCRIPTION Table

4.1.3.8 Application

Table below is the table of application to store details of application made by the job seeker. There are 6 fields as shown below. ApplicationId (Primary Key) is the primary key and JobSeekId is the foreign key. Table name: application

Table 4.1.3.8-1 : APPLICATION Table
4.1.3.9 Upload Document

Table below is the table of upload document to store uploaded documents made by the job seeker. There are 13 fields as shown below. upId (Primary Key) is the primary key and JobSeekId is the foreign key. Table name: upload_document

Table 4.1.3.9-1 :UPLOAD DOCUMENT Table

4.1.3.10 Feedback

Table below is the table of feedback to store feedback made by the job seeker which related to job information. There are 4 fields as shown below. FeedBackId (Primary Key) is the primary key and JobSeekId is the foreign key. Table name: feedback
Table 4.1.3.10-1 :FEEDBACK Table

4.1.3.11 News

Table below is the table of news to store news made by the admin seeker which related to job information. There are 3 fields as shown below. NewsId (Primary Key) is the primary key. Table name: news_master

Table 4.1.3.11-1 :NEWS Table

4.1.3.12 Walking Interview

Table below is the table of walking interview to store information regarding the interview provided with date and time made by the admin. There are 13 fields as shown below. WalkInId (Primary Key) is the primary key and EmployerId is the foreign key. Table name: walkin_int

Table 4.1.3.12-1 :WALKING INTERVIEW Table

4.1.3.13 Personal Particulars

Table below is the table of personal particulars to store information of applicants who applied for non local position. There are 117 fields as shown below. ppId (Primary Key) is the primary key and JobSeekId is the foreign key. Table name:ppNLA

Table 4.1.3.13-1 :PERSONAL PARTICULARS (Non-Local) Table

4.1.3.14 Personal Particulars

Table below is the table of personal particulars to store information of applicants who applied for local position. LaId (Primary Key) is the primary key and JobSeekId is the foreign key. Table name:local_applicantAF

Table 4.1.3.14-1 :PERSONAL PARTICULARS (Local) Table

5. Implementation and Testing

In this section describes of how UTB SRS is implemented throughout the development and testing of the web system was carried out to see if each features of the system working perfectly and meet the objectives of the projects.

5.1 Implementation of UTB SRS

In this sub-section, implementation of the website will be explained on how the web system was implemented by showing few of the important features using html (structure of the web) and php codes (code to execute the web system’s function) for each features according to the objectives of the projects that has been set in the proposal. Considering the development approach to the web, there were few challenges were faced during the implementation which certain codes were not woking as it is. These challenges were solved as few of the sub-features were removed and will be included in future work.

Developing each part of the web was a challenge each step of the way. The following details is what each component of the web functions as, and how it was scripted using html code and php code to execute its function. The complete source code can be found in CD that will be submitted during the final year presentation.
.
*Note: Source codes displayed in this section are not the full source codes. Some unnecessary parts of the code have been omitted. The codes shown are merely the required parts to help illustrate the explanation better.

5.1.1 User Management Account

UTB SRS has three users which can access the system, these users are Administrator, Employer (Respective Dean and Programme Leader) and Job Seeker. The first is the account management of the user where Admin is the one who will manage of the employee account and job seeker account.. These two users (employee and job seeker) need to register first before they can successfully login into the system. After the registration part has been done then Admin will approve their accounts before they can really login into the system. This user management account function is displayed in php code as below:-

ManageEmployer.php

Figure 5.1.1-1: User Management Account (ManageEmployer.php)

Above code was created to list out the list of employee registered where the query select all the employee details from ’employer_reg’ table. Status of each employee will be set as ‘pending’. Before the approval of account is made, Admin will check their details and decide to approve or disapprove. Once Admin has approve their registration, the status will automatically set to ‘Approved’ like shown below.

ApprovEmp.php

Figure 5.1.1-2: User Management Account (ApprovEmp.php)

Another codes scripted for the job Seeker account which does the same execution as employee management account.

5.1.2 Manage Job

Manage Job, is the feature where Admin can add, edit and remove posted job from posted job list. To successfully add job information the system, Admin need to fill in all the details of the required fields to proceed. Below shows code scripted of the ‘InsertJob.php’.

InsertJob.php

Figure 5.1.2-1:Manage Job (Insert.php)

Above code scripted is to insert job information into the system and code scripted below is to list out the job information that has been posted into job board and update its information.

EditPosted.php

Figure 5.1.2-2:Manage Job (EditPosted.php)

UpdatePosted.php

Figure 5.1.2-3:Manage Job (UpdatePosted.php)
Figure 5.1.2-3 scripted code is to delete the job posted .

Figure 5.1.2-3:Manage Job (DeleteJob.php)

5.1.3 Manage Interview Schedule

This sub-section, Admin manage the interview schedule for the job seeker where date and time will be set after shortlisting and priority is made by each of the programme area head management and admin. Code scripted for the manage interview will be shown below
InsertWalkin.php

Figure 5.1.3-1:Manage Interview Schedule(InsertWalkin.php)
Code scripted above is to insert the interview information by setting the date and time.
DeleteWalkin.php

Figure 5.1.3-2:Manage Interview Schedule(DeleteWalkin.php)
Code scripted above is to delete the interview information from the interview schedule list.

5.1.4 Search and Apply Job

Search and apply job function is actually done by the job seeker where they can search the job they wish to apply by selecting from the drop-down list of the qualification, faculty and title of the job. Once these three has been selected, the information will be listed as for the job seeker click ‘apply for job’ link to proceed the application. Job seeker can only apply the job once and cannot be applied twice. Code scripted of the Search and Apply job is displayed below

SearchJob.php

Figure 5.1.4-1:Search And Apply Job (SearchJob.php)

Continuation of the ‘SearchJob.php’ code

Figure 5.1.4-1:Search And Apply Job (SearchJob.php)

5.1.5 View Job Seeker Application

In this sub-section, admin can view the job seeker application of specific job they have applied by selecting the job title from drop-down selection and click submit button. List of job seeker who have applied for that specific job will be listed. Code scripted for that execution function is shown below

Application.php

Figure 5.1.5-1:View Job Seeker Application(Application.php)

5.1.6 Notify Job Seeker

In this sub-section, admin will notify the job seeker of the the status of the job they have applied by sending status information to them and also notify the job seeker for the interview schedule. Code scripted below only shows notify job seeker status and code execution for the interview schedule can be found previously from ‘5.1.3: Manage Interview Schedule sub-section.
CallLetter.php

Figure 5.1.6-1:Notify Job Seeker(CallLetter.php)

5.1.7 Approve and disapprove

In this sub-section, admin will do the approval and disapproval of the job application by clicking the approve of disapprove link after the decision has been made by the head management from each of the programme area for the interview session. Code scripted below shown is to approve and disapprove the job seeker application. There for php codes scripted for the process of the approve and disapprove job seeker application.

The first one is the ‘AcceptanceStatus.php’ where the code execute the list of the job seeker details

AcceptanceStatus.php

Figure 5.1.7-1:Approve and Disapprove(AcceptanceStatus.php)

The second one is the ‘SetAcceptanceResult.php’ where the code execute the link to set the result to approve and disapprove of the job seeker application
SetAcceptanceResult.php
Figure 5.1.7-2:Approve and Disapprove(SetAcceptanceResult.php)

These two code scripted does the approve and disapprove application like shown below
AcceptCandidate.php

Figure 5.1.7-3:Approve and Disapprove(AcceptCandidate.php)
RejectCandidate.php

Figure 5.1.7-4:Approve and Disapprove(RejectCandidate.php)

5.2 Testing of UTB SRS

Before releasing the the real user testing the web, the web was pre-tested by a small amount of selected individuals that were trusted to be great web system tester. One individual in particular, Norfarrah Marsidi one of my classmate, testing of the validation part of the system. Throughout the development phase, a test database was created to store test data,. The web was then built and ready for testing the web system using localhost server. Below are the example that were carried out during the validation testing part of the system.
5.2.1 Validation Test : Login Page

In this section shows the validation test of the login page was carried out where user has to enter correct username and password to successfully login into the system. If the user leave the required fields to be empty or incorrect username and password entered, the system will auto detect and sent a warning pop-up dialog box state that user has to re-enter the correct username and password.

Figure 5.2.1-1:Validation Test(Login Page)

5.2.2 Validation Test : Registration Page

In this section shows the validation test of the registration page was carried out for both employer and job seeker registration where user has to fill in all the required fields to proceed to the next. If the user leave the required fields to be empty, the system will auto detect and text field will be in red color and ‘text field required message’ will appear at right side of the text fields like shown below

Figure 5.2.2-1:Validation Test(Registration Page)

5.2.3 Validation Test : Apply Job

In this section shows the validation test of the apply job page was carried out where job seeker can only apply the job once and cannot be applied twice. If the job was applied for the second round then the system will sent a warning pop-up box and state that ‘You Have applied for the job’.

Figure 5.2.3-1:Validation Test(Apply Job Page)

6. Timeline

6.1 Timeline of the project

The actual time given to complete the project is 8 months, where the project is expected to be completed on the 19th September 2017. Research and analysis were conducted at the beginning of August, where data gathering techniques including questionnaire and survey were conducted to derive needed data followed by poster design showcase. A proposal was written and submitted for approval upon the completion of the research and analysis stage.
According to planned schedule, project design should be done soon after the proposal is approved and it is expected to start at the end of September and to be completed in the mid of October, thus this marks the start of the given 8 months. Whereas project development will only start after the system design is completed, where the development of the prototype is expected to start in the mid of October. As the project delayed due to semester exam, timeline has been changed, where project design was completed at the end of dec, 2017. Next stage proceed with the development of prototype by end of January, 2018. During the development stage, the system will be tested for each function or tasks are completed. The project will also be documented during the development stage. Both testing and documentation will be done throughout the project development.
The project should be finished in the mid of April. After completing the project, final preparation will be done such as finalizing project report, preparing for presentation and demonstration. On the 19th November, the completed project including the report should be submitted and presentation of the final year project will be conducted.

Table 6.1-1 Timeline of the project

7. Conclusions & Future work

7.1 Conclusions

This report set out to provide an overview of how e-recruitment will be developed and is used in Brunei Darussalam as well as other countries. It also provides an insight into what UTB see as the benefits and challenges of using e-recruitment technologies in the future.
The report clearly shows that online recruitment has established itself as a significant part of the recruitment strategy and practice of a wide range of organizations operating in Brunei even there are still few of the organizations still adapt with the traditional staffing process.
The results of the survey made last year, September 18th, if 2017 has proven that majority were agreed of the recruitment process, could be done in online and also indicate that e-recruitment is set to grow significantly in the coming years. It is important that youths in Brunei should be more web literature and adapt to the advancement of emerging technologies that could automate the paper-based method to paperless. Some organizations use the internet as their preferred channel to advertise and facilitate the application process. The findings of this report would suggest that UTB need to challenge their existing processes in order to identify the barriers to search, attract and recruit the best applicants in a timely, customer-friendly and resource efficient manner.
The report highlights the range of e-recruitment options that can be implemented to improve the efficiency of the recruitment process and replace the current problems faced by UTB. Acquiring a good knowledge of alternative and emerging approaches will also help UTB to challenge their own thinking and processes in an effort to identify a solution(s) that can be implemented in a timely and efficient manner.

7.2 Future Work

The web system be further developed, the following are things that could be implemented into the web for better results:
7.2.1 Implement standard calculation of recruitment rounds

As an added incentive for further better results of the web system, auto calculation of shortlisting of the applicants of its their publication such as H-index, Citations and Scopus.

8. References

Andrews, T., 2006. E-Recruitment practices and trends in Ireland 1st ed. s.l.:s.n.
Norjidi, D., 2017. JobCentre Brunei opens its doors for jobseekers Online Available at: http://borneobulletin.com.bn/jobcentre-brunei-opens-doors-jobseekers/ Accessed 17 September 2017.
Kerrin M., Kettley P. (2003). E-recruitment: is it delivering? The Institute for Employment
Kerrin M. (2005). E-based recruitment: New challenges in the application of selection and assessment. Paper presented at the Division of Occupational Psychology Conference, Warwickshire, UK.
Cappeli P. (2001). ‘Making the Most of Online Recruiting’, Harvard Business Review, Vol. 70(3).
Leavy N., Canny M., Heywood S., & Parker B., (2005). ‘Catching talent with the Web: The Impact of an On-Line Application Process on Candidate Pools’ Paper presented at the Psychological Society of Ireland Conference, Derry, Northern Ireland.
Elkington T. (2005). Bright future for online recruitment.p.9.
?

9. Appendices

9.1 Appendix A

UTB Staff Recruitment System Survey

9.2 Appendix B

Interview Questions

What is your role in administrative department?
How long have you been assisting the recruitment process?
How do UTB search for applicants?
How long does it take to search for applicants who wishes to apply for the job? (timeline)
How do UTB advert job vacancies? by online means or advert through newspaper?
Explain how the recruitment process are done by traditional means
Do UTB use available Job portals in Brunei such as JobCentre and PSC recruitment to search for applicants?
How do you find e-recruitment process? (giving example of its advantages and challenges)
9. And advantages of having e-recruitment?
10. If UTB use e-recruitment in the future, can they find suitable applicants this way? if your answer is yes, please state the reason.
11. In the future, how do you think applicants’ satisfaction toward e-recruitment process? will applicants enjoy/prefer searching for the job through online or you think they would prefer traditional way of downloading application and attach CVs with cover letters through email?
12. Do you still receive any traditional CVs? And if so, do you still accept them despite of checking them one by one?
13. In your opinion, do you think that online recruitment shortens the application process?( in terms of staffing process)
14. To warp up the interview, what would be your predictions for the future developed online recruitment system?
9.3 Appendix C

UI Design Sketches (Early Design Plan)