Design And Implementation Of Recruitment Management System

Project and Seminar Material for Computer Science and Computer Engineering

Design And Implementation Of Recruitment Management System


Chapter One


1.1.0 Introduction

A recruitment management system is a comprehensive tool to manage the entire recruitment processes of an organization. It is one of the technological tools facilitated by the information management systems to the Human Resource (HR) of the organizations. Just like performance management, pay roll and other systems, Recruitment Management System (RMS) helps to managed the recruitment processes and effectively managing the return on investment (ROI) on recruitment.

Acquiring and retaining high-quality talents is critical to an organization’s success. As the job market becomes increasingly competitive and the available skills grow more diverse, recruiters need to be more selective in their choices, since poor recruiting decisions can produce long-term negative effects, among them high training and development costs to minimize the incidence of poor performance and high turnover which, in turn, impact staff morale, the production of high quality goods and services and the retention the organizational integrity. At worst, the organization can fail to achieve its objectives thereby losing its competitive edge and its share of the market.

In Nigeria, public service organizations have had little need to worry about market share and increasing competition since they operate in a monopolistic environment. But in recent time, the emphasis on New Public Management (NPM)/Public Sector Management (PSM) approaches has forced public organizations to pay closer attention to their service delivery as consumers have begun to expect and demand more for their tax nairas’.

Recruitment is described as “the set of activities and processes used to legally obtain a sufficient number of qualified people at the right place and time so that the people and the organization can select each other in their own best short and long term interest”. In other words, the recruitment process provides the organization with a pool of potentially qualified job candidates from which judicious selection can be made to fill vacancies. Successful recruitment begins with proper employment planning and forecasting. In this phase of the staffing process, an organization formulates plans to fill or eliminate future job openings based on an analysis of future needs, the talent available within and outside of the organization, and the current and anticipated resources that can be expended to attract and retain such talent. Also related to the success of a recruitment process are the strategies an organization is prepared to employ in order to identify and select the best candidates for its developing pool of human resources. Organizations seeking recruits for base-level entry positions often require minimum qualifications and experience. These applicants are usually recent high school or university/technical college graduates, many of whom have not yet made clear decisions about future careers or are contemplating engaging in advanced academic activities. At the middle levels, senior administrative technical and junior executive positions are often filled internally. The push for scarce, high-quality talents, often recruited from external sources, has usually been at the senior executive levels. Most organizations utilize both mechanisms to effect recruitment to all levels.

Successful recruitment involves the several processes which include therefore the following:

  1. Needs assessment to determine the current and future human resource requirements ((((of the organization. If the activity is to effect the human resource requirements for each job category and functional division/unit of the organization, the organization must be assessed and a priority assigned.
  2. Identification within and outside the organization, of the potential human resource pool and the likely competition for the knowledge and skills resident within it.
  3. Assessment of qualifications profiles, drawn from job descriptions that identify responsibilities and required skills, abilities, knowledge and experiences.
  4. Determination of the organization’s ability to pay salaries and benefits within a defined period.
  5. Identification and selection to ensure equity and adherence to equal opportunity and other laws.

1.2.0 Problem Definition

In our society today, the issue of managing human resources in firms, companies or organizations is a great challenge to the management.

In managing human resources of any organization, all begins with the recruitment processes of the organization, keeping with current recruitment and selection practices, members of selection panels, however experienced, should be in touch with new practices and procedures. Being faced with the fact of growth in our present society, applicants are increasing day by day, and are putting in their application for available job being advertised for enlistment in any company of their choice according to their qualifications and level of experiences. Also, there is a problem of open discussion on the criteria for the job and challenging discrimination in all steps of the process in recruitment and essential in employing the best perform for the job.


1.3.0 Aim of Study

This study is made to develop a recruitment management system that will manage recruitment processed between applicants and the firm or organization by using the software to be developed to search for the applicant resume, and matching it to the organization’s job profile, then the user will do the selection and send mail to the selected individual deemed fit for the job position in the organization. With this enlistment into the organization or firm will be based on a strategic requirement for recruitment in to the firm organization.


1.4.0 Objectives of Study

The objective of this study include:

  1. Proper documentation of the job profile in the organization or firm.
  2. Creating a database that will manage the applicants’ resume and match with the job profile of the organization or firm.
  3. Create a quick search and advance search that the user will use during the recruitment process.
  4. This proposed system is geared towards providing a system to assure equal opportunity and impartial review of applications in an organization or film.
  5. The system to be developed will allow for hiring and recruitment manager to effectively manage jobs ands applicants in an organization or firm in other to meet the required result both by the organization and the consumer.

1.5.0 Research Justification

Using schools and some shops around, which I have gone to, base on the current human resource management that is used in the organization, which the mode of operation is still done manually, the firms or organizations enlistment processes are still done by recruitment manager which a certain level of bias will be experienced during the period of recruitment,. The applicant, personnel well-being is not properly planned and managed and so doing the best of the applicant or personnel can not be obtained. The new system that is to be developed is to manage the recruitment process starting fro the applicant, personnel and ending with the firm or organization herself.


1.6.0 Scope of Study

The scope of this stud will include the processes involved in recruitment or employing personnel into the organization or company or firm, where the firm or organization or company would have posted job vacancies on the world wide web (www) online and offline for the applicant to apply for which the recruitment manager will then manage the recruitment processes in the organization company or firm. This also involve documentation, sourcing prospective candidate, interview tracking processes and offer and hire processes.

Also state out other important modules and sub-modules of recruitment management system. If further research is to be carried out, the segment of human resources which will help the recruitment management system function properly and more effectively will be mentioned in this project work without deep explanation of them.


1.7.0 Limitation of Study

Since recruitment management system is a segment of human resource management system, but has many modules within it, this study will be limited to the basic recruitment processes without some in-depth explanation of some segments due to the time factor.

The activities that will be involved in recruitment process will involve the sourcing for prospective candidates and sending of mail to qualified applicant, adding of test to a job, grading the applicant base on the test of job applied for, matching job profile with the applicants’ profile, searching for applicants that are liable to be applied and managing of all these processes.

This recruitment management system will be limited to an organization or firm that have a database and can post job profiles in the organization or firm. Also, the actual provision for a computerized test will not be implemented as its scope is beyond that of the research work.


1.8.0 Definition of Terms

RMS: Recruitment Management System:

This is also known as e-recruitment or online recruitment system is a multi-component software tool designed to automate and facilitate the processes involved in finding, attracting, accessing, interviewing and hiring new personnel.

ROI: Return On Investment:

A measure of a corporation’s profitability, equal to a fiscal year’s income divided by common stock and preferred stock equity plus long-term debt.

JB: Job Management:

This involves the operations of creating job interviews test and grading applicant, and selecting applicant by grades.


Chapter Five


5.1.0 Introduction

Base on the new system that is developed, several points has been carefully observed for further research in other to further improve small and medium scale enterprises in our society.

In summary of this project the researcher has read through human resource management system, which is quite large to be encapsulated in just one project work, so this project is reduced to focus on the recruitment management system in the human resource management system as a whole.

The recruitment management system has been sub-divided into modules in other to carefully handle the processes involved in this system. The recruitment management system is sub-divided into (4) four major modules which are:

  1. Description of the system
  2. Program Specification
  3. Interface Design
  4. Structure of the Database

This modules are also broken down, so as to capture all the necessary segments that are required to make this project successful.


5.2.0 Application of the Software to the Problem Domain

In small and medium scale enterprises, recruitment has been more of a selecting method than, getting the right and more resourceful persons needed in the organization, for the organization achieve her goals at the end of every business transaction.

Installing this developed software in any small and medium-scale enterprise will enable the enterprise to carry out it recruitment without bias or oversight on who is to be employed into the organization. This software will be able to post notice on the internet, search for job profile that will match the specified job profile of the firm or organization, select them, and send it to the organizations database where the user administrator) will select the number of applicant needed for the job specified. Then the user will send an Email to selected persons for their test or interview. After which the qualified persons will mailed, by the user (administrator) for the offer and resumption date for the job.


5.3.0 Recommendation

In small and medium scale enterprises, the improvement of personnel’s in the firm or organization in other to improve services has been a day to day problem. Due to this fact, a recruitment management system is to be developed to manage the recruitment processes in any small and medium scale enterprises.

A proper documentation of the expectations and mode of operations in recruitment management system should be made readily available and accessible for processing. This documentation will guide the implementation and deployment of recruitment management system in the firm or organization.

With the above recommendation, we can boast of improvement in hiring workers or personnels in any organization or firm with a more qualified records, into any small and medium scale enterprise.


5.4.0 Conclusion

In deciding what human resource management system (HRMS) to develop for small and medium scale enterprises, promising ideas are not enough. They should be validated in the fields. Its important to look closely at systems that have successfully been deployed in challenging environment and any available evaluation data.

In creating and choosing a recruitment management system, out of human resource management system, it is essential that the recruitment management system is designed with a long term vision of the functions that will need to be supported.

We are now in the fortunate situation of falling information technology costs, improving computer literacy combined with preliminary evidence of human resource management successes in resource poor areas. The critical challenge is to create well- designed, effective, low cost systems by sharing resources, learning from each other experiences and evaluating our work.


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