ABSTRACT

This project is on the design and implementation of a computerised recruitment management system for Nigerian Custom Service. The traditional method of recruitment has been transformed by the emergence of the Internet. The motivation for carrying out this study arose from important issues in the traditional recruitment system such as cumbersome filling, difficult retrieval of information and absence of a centralized database to store this information. This research work designed a computerized recruitment management system to provide solution to such problems. Recruitment management system provides the recruitment tools that streamline the work of recruiters and hiring managers by simplifying, automating and tracking the entire permanent recruitment hiring process The project is also subdivided into chapters for ease referencing.

TABLE OF CONTENTS

Title Page …………………………………………………………..

Dedication ………………………………………………………… Acknowledgement ……………………………………………….     

Abstract…………………………………………………..............

Table of Contents ………………………………………............       

List of Tables…………………………………………………....  

List of Figures…………………………………………................      

CHAPTER ONE: INTRODUCTION

1.1   Background of the Study ……..……………..……..……       1

1.2   Statement of the Problem ……………………...……...…       4

1.3   Motivation ……………………………………………………       5

1.4   Aims and Objectives ……….…………………………......       5

1.5   Purpose of the Study ………………………………...…...       6

1.6   Significance of the study …………...………………..….        7

1.7   Organization of Work …..…………………………………        7

1.8   Definition of Terms ………………………………………..        8

CHAPTER TWO: LITERATURE REVIEW

2.1   Overview of Recruitment…………………………        11

2.2   Brief History of Recruitment Management System in Nigeria …………………………………………………………….      16

2.2.1        The Recruitment Policy …..…………………………….  19

2.2.2        Selection of Personnel .…………………………………. 20

2.3   Factors Affecting Recruitment ….…………………….  21

2.4   Recruitment Sources …..……………………………….  21

2.4.1        Internal Resources ……..……………………………….  22

2.4.2        External Resources ..……………………………………. 22

2.5   Recruitment Process …………………………………….  23

2.6   Proposed Contribution …………………………………. 25

CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN

3.0   System Study ……………………………………………..  26

3.1   Description of the System …….……………………….  26

3.1.1        Use Case Diagram …………………….…..…………….  27

3.1.2 Activity Diagram …………………………………………  28

3.2   Program Specification ...……………………………...... 29

3.2.1        Flow Chart for the Proposed System ………………… 31

3.3   Architectural Design …..………………………………… 33

3.4   Structure of the Database ……………………………… 34

CHAPTER FOUR: SYSTEM IMPLEMENTATION

4.0   Introduction …………….………………………………..   39

4.1   Features and Choice Implementation Language …  39

4.2   System Testing ……….…………………………………..  41

4.2.1        Unit Test ………….………………………………………..  42

4.2.2        Integration Test ……..………………………………..….. 42

4.3   System Requirements …………………………………..  43

4.3.1        Software Requirement ….………………………………  43

4.3.2        Hardware Requirement ………………………………..   43

4.4   User Manual ………….………………………………….   44

CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.1   Summary …………………………………………………… 46

5.2   Application of the Software to the Problem

Domain …………………………..…………………………………        47

5.3   Conclusion ……………………………………………...… 48

5.4   Recommendations …………………………………………       48

References ..……………………………………………….……… 50

Appendix: Source Code …………………………………………        51

LIST OF TABLES

Table 4.1 Software Requirements for the Target System…       43

Table 4.2 Hardware Requirements for the Target System..       44

LIST OF FIGURES         

Figure 2.1        The Recruitment Process…………………………..       24

Figure 3.1USE CASE Diagram for the Proposed System…       27

Figure 3.2        Activity Diagram for the Proposed System ……        28

Figure 3.3        Flowchart for the System ………………………... 32

Figure 3.4        Job View Interface for the Proposed System … 33

Figure 3.5        Add Test Interface …….………………………       33

Figure 3.6        Applicant Grade Interface ……………………….. 34

Figure 3.7        ERD for the Proposed System …..………………..       38

CHAPTER ONE

INTRODUCTION

1.1   Background of the Study

A Recruitment Management System (RMS) is a complex tool to manage the entire recruitment processes of a company.  RMS provides the recruitment tools that streamline the work of recruiters and hiring managers by simplifying, automating and tracking the entire permanent recruitment hiring process. 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, RMS helps to manage the recruitment processes and effectively managing the Return on Investment (ROI) on recruitment.

Acquiring and retaining high-quality talents are 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 of 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 defines 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. 

Companies 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 the following:

a.       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.

b.      Identification within and outside the organization, of the potential human resource pool and the likely competition for the knowledge and skills resident within it.  

c.       Assessment of qualifications profiles, drawn from job descriptions that identify responsibilities and required skills, abilities, knowledge and experiences.

d.      Determination of the organization’s ability to pay salaries and benefits within a defined period.    

e.       Identification and selection to ensure equity and adherence to equal opportunity and other laws.

1.2   Statement of the Problem

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 Nigerian Custom Services (NCS), 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 organisation 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 performance for the job.     

1.3   Motivation of Study

Ability to design this developed software will enable the NCS to carry out its recruitment without bias or oversight on who is to be employed into the Service. This software will be able to post notice on the internet, search for job profile that will match the specified job profile of NCS, select them, and send it to the Service database where the user administrator will select the number of applicant needed for the job specified.

1.4   Aim and Objectives of Study

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

a.       Proper documentation of the job profile in NCS.

b.      Creating a database that will manage the applicants’ resume and match with the job profile of NCS.

c.       Create a quick search and advance search that the user will use during the recruitment process.

d.      This proposed system is geared towards providing a system to assure equal opportunity and impartial review of applications in NCS.

e.       The system to be developed will allow for hiring and recruitment manager to effectively manage jobs and applicants in NCS, in other to meet the required result both by NCS and the applicants. 

1.5   Purpose of the Study

Based on the current human resource management that is used in NCS, the mode of operation is still done manually. The Service enlistment processes are still done by recruitment manager where a certain level of bias will be experienced during the period of recruitment. In addition, the applicant well-being is not properly planned and managed, and so doing the best of the applicant or personnel cannot be obtained.  Therefore, the new system that is to be developed is to manage the recruitment process starting from the applicant, personnel and ending with the Service herself.

1.6   Significance of Study

The Service 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 Service.  This also involves documentation, sourcing prospective candidate, interview tracking processes and offer, and hire processes. In addition, the actual provision for a computerized test will not be implemented as its scope is beyond that of the research work.             

1.7   Organization of Work

The work is divided into five chapters. Chapter one presents the background for this study. It states the aim and objectives for designing a computerized RMS.  It presents the scope of work and ends with the description of what each of the five chapters covers in the study.

Chapter two relates several literatures about computerized RMS for managing recruitment process in NCS. A brief explanation on factors affecting recruitment, recruitment sources and also recruitment process were discussed.

Chapter three presents description of the system with the use of USE CASE diagram and Activity Diagram. Likewise, program specification, interface design and structure of the database were presented.

Chapter four deals with features and choice implementation language. It also talks about system testing and the software and hardware requirement.

Chapter five discusses the full work, reiterating how all aims and objectives were achieved and conclude with summary of results and recommendation.

1.8     Definition of Terms

Recruitment Management System (RMS):- 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.

Return On Investment (ROI):- 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.            

Job Management (JB): This involves the operations of creating job interviews test and grading applicant, and selecting applicant by grades.

Program: A set instructions combined together to perform specific task.

Manual processing: - This is the process by which office activities are carried out directly by human beings without the help of computer accordance with their respective areas of specialization.

New Public Management (NPM): - is a management/ development system that is utilized in companies, agencies

and countries in their entirety.

Public Sector Management (PSM): - focuses on the common issues which public sector managers, administrators and policy-makers face in a world of over-improving efficiency and effectiveness in situations of scarce resources and rising public expectations.

Database: Is a collection of information that is organized so that it can easily be accessed, managed, and updated. In one view, databases can be classified according to types of content: bibliographic, full-text, numeric, and images.

Database Management System (DBMS): - is system software for creating and managing databases.

Personnel Management (PM): is an administrative function of an organization that exists to provide the personnel needed for organizational activities and to manage the general employee-employer relationship.

Human Resource Development (HRD): is a fundamental part of what makes an employee successful as an individual and what makes an organization successful as a whole.

Entity Relationship Diagrams (ERDs): is a graphical representation of an information system that shows the relationship between people, objects, places, concepts or events within that system.

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